Regular Council Meeting

That the order of the agenda be changed to receive the annual address from Roger Anderson, Regional Chair and CEO of the Regional Regular Council Minutes December 11, 2017 - 7:00 PM Municipality of Durham, listed as Item 3.2 on the agenda, at this time.

Page 2 of 27 Regular Council Minutes December 11, 2017 - 7:00 PM That the minutes for the Special Council Meetings of November 20 and November 27, 2017 and the Regular Council Meeting of November 20, 2017 be adopted.

That the minutes for the Special Council Meeting of December 4, 2017 be adopted.

That the proclamation for Eating Disorder Awareness Week - February 1 to 7, 2018, be endorsed.

1. That Council approve development plans for 1602 Tricont Avenue (Site Plan Application SP-19-17) subject to: a. the completion of revisions to the proposed plans as outlined in Report PL 93-17; and, b. the conditions of approval set out in Attachment #7 of Report PL 93-17; and, 2. That the Mayor and Clerk be authorized to execute the Site Plan Agreement. Page 5 of 27 Regular Council Minutes December 11, 2017 - 7:00 PM

1. That Planning and Development Report PL 91-17 be received for information; 2. That staff pursue the future considerations as outlined in Section 5.0 of this report; 3. That MD-3882 be removed from the new and unfinished business list; and, 4. That staff be directed to report back on noise barrier options for Celebration Square in the first quarter of 2018.

1. That the Town’s participation in the ‘Bee City Canada’ be endorsed by Council; 2. That the following resolution in support of the Bee City designation be adopted by Council: Whereas the goal of Bee City Canada designation is to promote healthy, sustainable habitats and communities for pollinators; That bees and other pollinators around the globe have experienced dramatic declines due to land fragmentation, habitat loss, use of pesticides, industrialized agriculture, climate change Page 6 of 27 Regular Council Minutes December 11, 2017 - 7:00 PM and the spread of pests and diseases, with serious implications for the future health of flora and fauna; That the Town of Whitby and its residents have the opportunity to support bees and other pollinators on both public and private land; That supporting pollinators fosters environmental awareness and sustainability, and increases interactions and engagement among community stewards; That by becoming a Bee City, the Town of Whitby can highlight initiatives already in place and further engage local communities in an environment of creativity and innovation which will promote a healthier life for our community; and, That staff be authorized to submit the Bee City Canada Application to designate the Town of Whitby as a Bee City. Now Therefore be it Resolved: THAT the Town of Whitby accepts the designation and commits to the standards of the Bee City Canada Program. 3. That the Mayor be authorized to sign the Bee City Canada resolution

1. That Planning Report, Item Number PL 98-17 be received as information; and, 2. That the Clerk forward a copy of Planning Report Number PL 98- 17 to Gerdau, the Ministry of Environment and Climate Change, the Region of Durham, and the members of the Site Liaison Committee for information.

1. That Council receives as information the Downtown Whitby Community Improvement Plan Financial Analysis Executive Report prepared by Hemson Consulting Ltd. (Attachment #1 to this report); 2. That Council’s feedback on preferred incentives be incorporated into the updated Downtown Whitby Community Improvement Plan; Page 8 of 27 Regular Council Minutes December 11, 2017 - 7:00 PM 3. That Staff be directed to prepare an Official Plan Amendment to designate the expanded Downtown Whitby Community Improvement Project Area (CIPA) and prepare the contents of an updated Community Improvement Plan and bring forward to the Planning and Development Committee for a Statutory Public Meeting in accordance with the Planning Act; and, 4. That Staff be directed to bring back a report on the implementation of the recommended CIP incentives, including the implementation plan and required staffing, and that the CIP implementation be

• That Item 3 of the main motion be amended by adding 'in the second quarter of 2018' after Planning Act; and, • That Item 4 of the main motion be replaced with the following: That the Community Improvement Plan and related incentives include alternative funding models designed to support (1) facade, accessibility and signage and (2) priority development and re- development which creates new assessment value as and when needed.

Page 9 of 27 Regular Council Minutes December 11, 2017 - 7:00 PM That Staff be directed to research and review options and methods to mitigate the abundance of cigarette butts in Downtown Whitby and Brooklin, such as cigarette receptacles, anti-littering signage, and acquiring sidewalk cleaning machinery.

That Whitby Fire and Emergency Services’ (WFES) Strategic Plan 2017 – 2022 be received as information.

That Report CLK 29-17 be received for information.

1. That Report CLK 30-17 of the Office of the Town Clerk be received for information; 2. That the Clerk be directed to bring forward a by-law to repeal By- law No. 6309-10 and replace it with the Records Classification & Retention Bylaw substantially in the form appended as Attachment # 1 to Report CLK 30-17; and, 3. That Council repeal Policy #1-0-18 and replace it with the Records & Information Management Policy appended as Attachment #2 to Report CLK 30-17.

1. That report CAO 17-17 be received as information; 2. That staff be authorized to issue a Request for Proposal to obtain submissions from interested and qualified research companies to conduct a community survey; 3. That staff report back in Q1 2018 with a recommendation on the research companies based on the submissions to the Request for Proposal; and, 4. That recommendation #2 contained within item MD-3656 be removed from the new and unfinished business list.

Page 11 of 27 Regular Council Minutes December 11, 2017 - 7:00 PM 1. That Report CAO 18-17 be received; 2. That the following Town events, coordinated through the Corporate Communications Division, continue to be hosted in 2018 as outlined in Section 5.1: a. Doors Open; b. Canada Day in Whitby (effective January 2018); c. Whitby in Bloom Garden Tour and Speaker Series; d. Christmas in the Village; and, e. Tree Lighting. 3. That Council authorize staff to update the following Town events as outlined in Section 5.2: a. Culture in the Square; b. Music in the Park (Brooklin and Whitby); c. Movies in the Park; and, d. Harvest Festival. 4. That Earth Hour no longer continue as a Town event and that the Earth Hour initiative be supported through a marketing and communications campaign; 5. That Heritage Day be replaced by a new Town event focused on Open Streets and active transportation; 6. That New Year’s Eve Family Skate be replaced with a Family Day event; and 7. That staff be authorized to reallocate funds as needed within the existing 2018 Budget; and, 8. That Staff be directed to report back on having all Christmas events held in December following consultation with the Brooklin business community.

That Report No CS 91-17 of the Commissioner of Corporate Services/Treasurer identifying properties, as shown on Schedule A attached, that are currently eligible to be advertised for tax sale with a tentative tender closing date of February 14, 2018, be received for information. Page 12 of 27 Regular Council Minutes December 11, 2017 - 7:00 PM

That Report No. CS 94-17 regarding the Telephone System Upgrade be received as information.

That a by-law be brought forward to allow for the Interim Tax Billing for the 2018 taxation year and that By-Law No. 7210-16 be repealed.

That Report No. CS 96-17 of the Commissioner of Corporate Services be received as information.

1. That Council authorize lease agreements with Bell Mobility to provide use of space at Luther Vipond Memorial Arena and McKinney Centre for the installation and ongoing maintenance of an indoor distributed antenna system and associated equipment; and, 2. That the Mayor and Clerk be authorized to execute the required documents.

1. That report CS 98-17 be received as information; and, 2. That staff be directed to develop a debt policy for Council’s approval by end of June 2018.

Page 14 of 27 Regular Council Minutes December 11, 2017 - 7:00 PM 1. That report No. CS 99-17 of the Commissioner of Corporate Services/Treasurer be received as information; and, 2. That the Treasurer be authorized to draw from reserves/reserve funds as required for the purposes of addressing the actual year end position.

That Council approve and appoint the following members of Whitby Seniors’ Services to the Whitby Seniors’ Services Committee of Council for a period of one year ending December 31, 2018: • Suzanne Allen; • Shirley Barnes; • Carol James; • Janet Jones; • Tom McNown; • Rob Smith; • Bonita Spall; • George Spall; and, • Bob Toyama.

1. That Community and Marketing Services Report CMS 52-17 Page 15 of 27 Regular Council Minutes December 11, 2017 - 7:00 PM regarding grant programs and initiatives in Seniors’ Services be received; and, 2. That Council endorse and authorize Staff to make an application to the Ontario Ministry of Seniors Affairs for the 2018-2019 Seniors’ Community Grant (Stream 3) and the 2018 - 2019 Seniors Active Living Centres Program Expansion Grant.

1. That Community and Marketing Services Report CMS 53-17 pertaining to Pickleball Courts be received as information; and, 2. That item MD-3827 from the Operations Committee New and Unfinished Business be lifted.

1. That Community and Marketing Services Report CMS 55-17 pertaining to the Whitby Innovation Hub-Accelerator (Wi-HUB) be received; 2. That the proposed maintenance and operating costs for the former Land Registry Office to support the Wi-HUB be

1. That the Ministry of Transportation be requested to undertake updated traffic analysis and reconsider the relocation of the existing Highway 401 Westbound on/off ramps on Consumers Drive to Garden Street; 2. That the Ministry of Transportation be requested to undertake updated traffic analysis and confirm the operational conditions and needs at the Brock Street/Consumer Street intersection and Highway 401 Westbound on ramp from Brock Street; 3. That the Ministry of Transportation be requested to provide the Town with the detailed construction staging plans and work with the Town and other affected agencies in the development of staging plans to mitigate community traffic impacts; 4. That the Ministry of Transportation update/amend the ESR as required; and, 5. That a copy of Public Works Report PW 29-17 be forwarded to the Minister of Transportation, Ministry of Environment and Climate Change, the Region of Durham, and AECOM.

1. That Public Works Report PW 34-17 be received as information; 2. That Public Works Staff continue to provide Council with a status update on the Emerald Ash Borer (EAB) Action Plan twice each calendar year; and, 3. That staff incorporate the lessons learned from the EAB infestation and the resulting action plan into the Town’s Urban Forest Management and Asset Management plans.

1. That the 2017 Brooklin Transportation Master Plan, as outlined in Report PW 35-17 and Attachment 1, be approved; Page 18 of 27 Regular Council Minutes December 11, 2017 - 7:00 PM 2. That the policies, guiding principles, and transportation systems as contained in the 2017 Brooklin Transportation Master Plan be incorporated and where applicable supercede, those relevant policies, guiding principles and transportation systems articulated in the 2010 Town of Whitby Transportation Master Plan; 3. That staff proceed with the detailed implementation plans for the policies, programs and initiatives identified in the 2017 Brooklin Transportation Master Plan and incorporate as required in future budgets and Development Charge Studies for Council’s consideration and approvals.

That Item 1 of the main motion be amended to read as follows: 1. That the 2017 Brooklin Transportation Master Plan, as outlined in Report PW 35-17 and Attachment 1, be approved subject to the following amendments: a. That the widening of Cochrane Street be scheduled for 2031 and construction of the mid-block arterial as a 4 lane be scheduled for 2024; b. That a roundabout not be included as the proposed intersection control method for the intersection of Thickson Road and Baldwin Street North; and c. That staff report back on options for the east-west collector road crossing Cedarbrook Trail as an active transportation and transit route only.

That the main motion, as amended, be further amended to add the following as Item 1 (d): That staff investigate options for incorporating a dead-end at Cedarbrook Trail, north and south of the new collector road, between Brawley and Columbus Roads and report back to Council with the Page 19 of 27 Regular Council Minutes December 11, 2017 - 7:00 PM findings.

1. That Report LS 21-17 be received for information; 2. That the Town of Whitby enter into an Animal Shelter Services Agreement with the Town of Ajax in the amount of $107,600.00 for 2018, $110,900.00 for 2019, $114,300.00 for 2020, $117,800.00 for 2021, $121,400.00 for 2022, and $125,000.00 for 2023, on terms as outlined in Report LS 21-17; and, 3. That the Mayor and Clerk be authorized to execute the Animal Shelter Services Agreement.

Page 20 of 27 Regular Council Minutes December 11, 2017 - 7:00 PM 1. That staff investigate and report back on the use of community safety zones on a Town-wide basis, including those located adjacent to parks; and, 2. That the analysis include various examples including but not be limited to Eric Clarke Dr. and Lady May Dr. taking into consideration the following parks: Divine, Eric Clarke and Lady May.

That staff be directed to report back in Q1 2018 on the process and timing pertaining to the preparation of a master parks and facility plan for Brooklin Memorial Park.

That CAO Report 13-17 regarding Council Remuneration be received as information.

1. That report CS 92-17 from the Commissioner of Corporate Services/Treasurer be received as information; 2. That having regard for the information presented in Report CS 92-17, Council direct staff to utilize the $1,157,420 short term options proposed to achieve a target for the Town’s budget increase of $2,470,419 representing an estimated tax bill impact of .98% for the Town’s portion of the tax bill; and, 3. That following budget approval and based on year end results staff conduct a fourth quarter review of 2017 results to identify potential ongoing revenue and or expenditure opportunities to offset, as much as possible, the impact of the short- term one- time options utilized.

That a motion to introduce a matter pertaining to an Ontario Cannabis Retail Corporation Store in Whitby be allowed due to its timely and urgent nature.

Whereas the Town of Whitby has been notified by the Province that it has been identified as the location for an Ontario Cannabis Retail Corporation (OCRC) store to open by July, 2018; And Whereas the province will receive at least 75% of the tax revenue generated through the sale of marijuana, and to date has not agreed to sharing that revenue with municipalities; And Whereas tax revenues and cost savings from cannabis legalization should be shared with the Town of Whitby to benefit youth and social services, drug awareness education, and municipal law enforcement within Whitby; Now Therefore be it Resolved: That the Council of the Town of Whitby advises that Whitby will only be a willing host of an Ontario Cannabis Retail Corporation (OCRC) store on the condition that: a. The Province commits to sharing cannabis revenue with the Town of Whitby; b. In addition to providing a share of the revenue, that the Province commits to funding any increased Town of Whitby costs as a result of legalization; and, c. The Province continues to work with the Town of Whitby to ensure that a satisfactory site for the cannabis retail store is selected. Page 23 of 27 Regular Council Minutes December 11, 2017 - 7:00 PM That a copy of this resolution be forwarded to the Attorney General, Minister of Municipal Affairs, Minister of Finance, Association of Municipalities Ontario (AMO), Region of Durham, Commissioner and Medical Officer of Health (Region of Durham), Mr. Lorne Coe, M.P.P., and Ms. Celi

That Council take a five minute recess.

That the main motion pertaining to Ontario Cannabis Retail Corporation (OCRC) Store - Whitby be amended to read as follows: Whereas the Town of Whitby has been notified by the Province that it has been identified as the location for an Ontario Cannabis Retail Corporation (OCRC) store to open by July, 2018; And Whereas the province will receive at least 75% of the tax revenue generated through the sale of marijuana, and to date has not agreed to sharing that revenue with municipalities; And Whereas tax revenues and cost savings from cannabis legalization should be shared with the Town of Whitby to benefit youth and social services, drug awareness education, and municipal law enforcement within Whitby; Now Therefore be it Resolved: That the Council of the Town of Whitby supports being a location for an Ontario Cannabis Retail Corporation (OCRC) store provided that: Page 24 of 27 Regular Council Minutes December 11, 2017 - 7:00 PM a. A revenue sharing formula has been developed and conveyed that provides a fair fixed percentage of annual net revenues to the Town of Whitby (and the Region of Durham); and, b. That the location be chosen in consultation with the Town of Whitby and sited to avoid negative social impacts, particularly in relation to our youth. That a copy of this resolution be forwarded to the Attorney General, Minister of Municipal Affairs, Minister of Finance, Association of Municipalities Ontario (AMO), Region of Durham, Commissioner and Medical Officer of Health

That leave be granted to introduce By-law # 7347-17 to # 7350-17 and to dispense with the reading of the by-laws by the Clerk and that the same be considered read and passed and that the Mayor and the Clerk sign the same and the Seal of the Corporation be thereto affixed.

That leave be granted to introduce a by-law and to dispense with the reading of the by-law by the Clerk to confirm the proceedings of the Council of the Town of Whitby at its regular meeting held on December 11, 2017 and the same be considered read and passed and that the Mayor and the Clerk sign the same and the Seal of the Corporation be thereto affixed.

That the meeting adjourn. Page 26 of 27 Regular Council Minutes December 11, 2017 - 7:00 PM