Committee of the Whole

1. That Council request a Settlement Boundary Expansion to the Whitby Urban Area Boundary through the Region of Durham’s Municipal Comprehensive Review (MCR), to include lands that have been identified as the preferred site to be protected for a future Lakeridge Health hospital as identified on Attachment # 1 of Report PDP 09-22; and, 2. That a copy of Report PDP 09-22 be forwarded to the Region of Durham Planning Department as input into the MCR.

1. That the Memorandum from J. Romano, Commissioner of Community Services, dated December 9, 2021 regarding Forest Heights Park Basketball Court Relocation - Update be received for information; and, 2. That Staff bring back a report to highlight the basketball net options and contact all residents within 200 metres of Forest Heights Park to ensure full community engagement before a decision is made by Council.

1. That the Memorandum from C. Harris, Town Clerk, dated January 10, 2022 regarding the Accessibility Advisory Committee and Whitby Diversity and Inclusion Advisory Committee request to update the Committees’ Terms of Reference to include an Annual Joint Accessibility Advisory Committee and Whitby Diversity and Inclusion Advisory Committee Meeting be received for information; and, 2. That the Accessibility Advisory Committee and Whitby Diversity and Inclusion Advisory Committee Terms of References be Page 5 of 13 Committee of the Whole Minutes January 24, 2022 - 7:00 PM amended to include a Joint Accessibility Advisory Committee and Whitby Diversity and Inclusion Advisory Committee meeting in place of their regular annual February meeting.

1. That the Town of Whitby accept the low bid as submitted by ONIT Construction Inc. in the amount of $303,232.31 (with removal of Provisional Locations, plus applicable taxes) for replacement and installation of Wood Acoustic Fences, to be funded from the capital project 30216401 Fence Replacement Program – Wood Acoustic Fencing; and, 2. That the Mayor and Clerk be authorized to execute the contract documents.

1. That the Town of Whitby accept the low bid as submitted by Appco Paving Ltd. in the amount of $406,870.36 (plus taxes), for Page 6 of 13 Committee of the Whole Minutes January 24, 2022 - 7:00 PM 2022 miscellaneous asphalt patching, to be funded from the capital project 40216048 Road Patching Program; 2. That the revised cost estimate for this project, totaling $444,031.27 as outlined in Table 1 of Report FS 03-22, be approved; 3. That the budget shortfall, if contingency works are required, be funded from the Road Infrastructure Repair Reserve to an upset limit of $129,031.27; 4. That the Mayor and Clerk be authorized to execute the contract documents.

1. That Tender T-533-2022 be awarded to Somerville National Leasing & Rentals Ltd., in the amount of $91,020.00 (plus applicable taxes) for a one (1) seasonal term for the rental of seasonal vehicles, to be funded from the operating budget. 2. That the Town reserves the right to extend this contract on an annual basis thereafter for up to two (2) additional one (1) seasonal terms provided the Company’s annual performance is satisfactory, subject to budget approval, and subject to meeting requirements for subsequent years. Additional seasonal terms are subject to Consumer Price Index increases as outlined in this report; and, 3. That the Mayor and Clerk be authorized to execute the contract documents.

1. That Tender T-67-2021 be awarded to Antrim Mechanical Ltd. in the amount of $273,100.00 (plus applicable taxes), funded from the capital projects listed in Table 2 of Report FS 13-22, for the supply and installation of Backflow Preventers at Various Town Facilities; 2. That the revised cost estimates totaling $335,850.66 and the capital project adjustments to reflect the revised costs to complete, as outlined in Table 2 of report FS 13-22, be approved; and, 3. That the Mayor and Clerk be authorized to execute the contract documents.

1. That Tender T-94-2021 be awarded to Alineutility Limited in the amount of $736,644.00 (plus applicable taxes), funded from the Streetlight Pole Replacement capital project number 30206601, for all labour, materials, equipment and supervision necessary to complete pole replacements as outlined in Report FS 14-22; 2. That the revised cost estimate for capital project number 30206601, totaling $787,089.38 as outlined in Table 1 of report FS 14-22, be approved; 3. That the budget shortfall in the amount of $57,089.38 be funded from the Asset Management Reserve Fund; and, 4. That the Mayor and Clerk be authorized to execute the contract documents.

1. That Council approve the proposed Accessible Signage and Wayfinding Study as outlined in Attachment 1 to Report CMS-01- 22; and, 2. That Council direct staff to report back with an Accessible Signage and Wayfinding policy, prioritized implementation plan of the recommended standard.

Page 9 of 13 Committee of the Whole Minutes January 24, 2022 - 7:00 PM That the Accessible Signage and Wayfinding Study, Report CMS 01-22, be

1. That report FS 01-22 regarding the 2021 Year End Projection as at September 30th be received as information; and, 2. That, notwithstanding the Disposition of Operating Surplus Policy, the 2021 year end surplus be fully transferred to the Long Term Finance Reserve.

1. That the 2022 Property Tax Rebate Program for Low Income Seniors and Low Income Homeowners with Disabilities be increased from $400 to $462 per year; 2. That the Property Tax Rebate Program for Low Income Seniors and Low Income Persons with Disabilities be indexed annually, starting in the 2023 budget, based on the previous year’s budget increase; and, 3. That staff bring forward a by-law outlining the Town’s Property Tax Rebate Program for low income seniors and low income homeowners with disabilities for Council approval.

1. That the draft Terms of Reference as shown in Attachment 1 of Report CLK 01-22 be approved; and, 2. That the Clerk be authorized to bring forward a by-law to appoint a roster of individuals as per the draft Terms of Reference; and, 3. That, at such time as the above by-law is enacted by Council, that the 2022 Municipal Election Compliance Audit Committee be Page 11 of 13 Committee of the Whole Minutes January 24, 2022 - 7:00 PM deemed to be established in accordance with the Municipal Elections Act.

1. That Report CAO 02-22 regarding the 2021 Annual Report for the Mayor’s Community Development Fund and the Performing Arts Community Development Fund be received for information; 2. That Council approve an increase of $2,000 to the ongoing annual grant from the Mayor’s Community Development Fund with $1,000 to the Brooklin Royal Canadian Legion Branch 152 and $1,000 to the Whitby Royal Canadian Legion Branch 112 to support the replacement of banners through the Honour our Veterans Banner Program, and that Council approve the corresponding revisions to the Mayor’s Community Development Fund and Performing Arts Community Development Fund Policy as shown in Attachment 4; and, 3. That Council adopt the revisions to the Grants Review Committee Terms of Reference shown in Attachment 5 to Report CAO 02- 22.

That the meeting adjourn.