Committee of the Whole

That Council approve the Draft Plan of Condominium (File No. CW-2024-02) subject to the comments included in the Planning Report PDP 27-24 and the Conditions of Approval, included in Attachment #4; That the Mayor and Clerk be authorized to execute the Condominium Agreement and any other necessary documents; and, That the Clerk advise the Commissioner of Planning and Economic Development at the Region of Durham, of Council’s decision.

That Report CAO 13-24 regarding Municipal Accommodation Tax (MAT) be received; That the Clerk be directed to bring forward a Municipal Accommodation Tax (MAT) By-law, establishing a MAT rate of 4%, effective July 1, 2024, as appended to Report CAO 13-24 as Attachment 1; That Staff be directed to formalize an agreement, and the Commissioner of Finance & Treasurer or designate be authorized to execute an agreement between the Town of Whitby and Ontario Restaurant Hotel & Motel Association (ORHMA) to collect the Municipal Accommodation Tax from Whitby accommodations in a form satisfactory to the Commissioner of Legal & Enforcement Services/Town Solicitor; That Staff are authorized to incorporate a Tourism Municipal Services Corporation (MSC), named Whitby Tourism Development Corporation (WTDC), if available and as outlined in the Business Case Study (Attachment 2) and that the Commissioner of Finance & Treasurer be authorized to execute any supporting documents confirming consent; That the following list be appointed as the interim Board Members to the Whitby Tourism Development Corporation: One (1) Member of Council, as appointed by the Mayor; and Four (4) Staff Members. That Staff bring forward in the fourth quarter of 2024, five (5) members to be appointed to the Whitby Tourism Development Corporation (WTDC) Board of Directors, and any required corporate by-laws, Operating Agreement, Asset Transfer Policy, budget, and other operational particulars to allow WTDC to conduct its

That the Clerk be directed to bring forward a revised Procedure By-law, as appended to Report CLK 04-24 as Attachment 1, which provides improved formatting, structure, and ease of reference; That the revised Procedure By-law contain the following substantive revisions versus the current rules of procedure, based on feedback from the consultation sessions held with Members of Council: an increased submission deadline for notices of motion, requiring Members to provide the Clerk with the topics of proposed motions 10 days in advance of meetings to allow the topics to be shared with all Members of Council prior to agenda publication; revised meeting start times of 5:30 p.m. for Committee of the Whole, 6:30 p.m. for Planning Public Meetings, and 7:00 p.m. for Regular Council to be effective following the 2024 Council Summer Recess, noting that between 5:30 and 7:00 p.m. prior to Regular Council meetings will be reserved for Special Council meetings; defined meeting adjournment times, requiring Chair review at 10:30 p.m., with all meetings ending at 11:00 p.m. with no further ability to debate or extend the adjournment time, noting that matters not considered prior to the adjournment will be

That the main motion be amended by including the following under Item 2: Prior to adjournment of Regular Council Meetings, each Member be provided up to one minute to make announcements regarding important achievements and/or milestones within the Town and/or inform the public of upcoming events to promote community awareness.

That the main motion be amended by deleting the following under Item 2: Revised meeting start times of 5:30 p.m. for Committee of the Whole, 6:30 p.m. for Planning Public Meetings, and 7:00 p.m. for Regular Council to be effective following the 2024 Council Summer Recess, noting that between 5:30 and 7:00 p.m. prior to Regular Council meetings will be reserved for Special Council meetings.

That the main motion be amended by including the following under Item 2: Where Council representation is required on a Committee or a Local Board, the Mayor shall designate the Member or Members to represent Council on such Committee or Local Board, and the Mayor’s designates shall be confirmed by a majority vote of Council. See following motion Moved by Councillor Leahy That the amendment be further amended by deleting the words “confirmed by a majority vote of Council” and replacing the words with “brought forward as a report to receive for information”.

That the main motion be amended by including the following under Item 2: Where Council representation is required on a Committee of a Local Board, the Mayor shall designate the Member or Members to represent Council on such Committee or Local Board, and the Mayor’s designates shall be brought forward as a report to receive for information.

That this Report LS 07-24 be received for information.

That the main motion be amended by including Item 2 as follows: 2. That Staff be directed to bring forward a draft policy on the appointment and responsibilities of the Deputy Mayor to the May 27 Council meeting that will include: All Local and Regional Councillors shall be eligible to serve as Deputy Mayor; and, The Deputy Mayor shall be selected by the Mayor annually and confirmed by a majority vote of Council. See following motion Recommendation: Moved by Councillor Yamada That the amendment be further amended to delete Items 2.a. and 2.b. and that Item 2 be revised to delete the word “appointment” and read as follows: 2. That Staff be directed to bring forward a draft policy on the responsibilities of the Deputy Mayor to the May 27 Council meeting.

That the amendment be further amended by replacing the words “May 27 Council meeting” with “June 3 Committee of the Whole meeting”.

That the main motion be amended by including Item 2 as follows: 2. That Staff be directed to bring forward a draft policy on the appointment and responsibilities of the Deputy Mayor to the June 3 Committee of the Whole meeting that will include: All Local and Regional Councillors shall be eligible to serve as Deputy Mayor; and, The Deputy Mayor shall be selected by the Mayor annually and confirmed by a majority vote of Council.

That this Report LS 07-24 be received for information; and, That Staff be directed to bring forward a draft policy on the appointment and responsibilities of the Deputy Mayor to the June 3 Committee of the Whole meeting that will include: All Local and Regional Councillors shall be eligible to serve as Deputy Mayor; and, The Deputy Mayor shall be selected by the Mayor annually and confirmed by a majority vote of Council.

That Part Lot 22, Broken Front Concession, and part of the Road Allowance between Lots 22 and 23, Broken Front Concession, designated as Parts 2, 3, 4, 5, 9 and 10 on Plan 40R-32247, Town of Whitby (being all of PIN 26487-0201 (LT)), as shown in Attachment 2 outlined in green (the “Subject Property”) be acquired from Metrolinx and the Subject Property be declared surplus and conveyed to the Regional Municipality of Durham (the “Region”) subject to the conditions set forth in Legal Services Report 06-24; That the Clerk bring forward by-laws authorizing the acquisition of the Subject Property from Metrolinx and the disposition of the Subject Property to the Region to the Council Meeting scheduled for May 27, 2024; That the requirement to obtain an appraisal and give public notice in accordance with Town of Whitby Policy F-190 regarding the Acquisition, Sale or other Disposition of Land Policy be waived for the acquisition and disposition of the Subject Property herein; and, That the Mayor and Clerk be authorized to execute any and all agreements and documents necessary to complete the acquisition of the Subject Property from Metrolinx and the disposition of the Subject Property to the Region.

That the revised Council Expense Policy (Policy # G050), Attachments 1 and 2 to Report FS 19-24, be approved.

That the main motion be amended to read as follows: That the Council Expense Policy be amended to remove eligibility for a Members’s spouse or guest for tickets to Town organized events and community event; and, That the revised Council Expense Policy (Policy # G050), Attachments 1 and 2 to Report FS 19-24, and as amended by Item 1 of this recommendation, be approved.

That the Town implement two new property tax pre-authorized payment plans as outlined in Report FS 17-24; That staff be authorized to adjust the terms & conditions of the Pre-authorized Payment plans as required; That, despite the two (2) years provided for in the Municipal Act, the Town of Whitby only proceeds to Tax Registration with accounts that are three (3) years in arrears plus the current year; That the Town initiate a process to search title on a tax roll prior to Tax Registration in the year the account is two (2) years in arrears plus current and notify interested parties of the impending Tax Registration; and, That the Town’s Fees and Charges By-law be amended to include a “Tax roll sub-search of Title” in the amount of $150.00.

That the meeting adjourn.

1. That Report CAO 13-24 regarding Municipal Accommodation Tax (MAT) be received; 2. That the Clerk be directed to bring forward a Municipal Accommodation Tax (MAT) By-law, establishing a MAT rate of 4%, effective July 1, 2024, as appended to Report CAO 13-24 as Attachment 1; 3. That Staff be directed to formalize an agreement, and the Commissioner of Finance & Treasurer or designate be authorized to execute an agreement between the Town of Whitby and Ontario Restaurant Hotel & Motel Association (ORHMA) to collect the Municipal Accommodation Tax from Whitby accommodations in a form satisfactory to the Commissioner of Legal & Enforcement Services/Town Solicitor; 4. That Staff are authorized to incorporate a Tourism Municipal Services Corporation (MSC), named Whitby Tourism Development Corporation (WTDC), if available and as outlined in the Business Case Study (Attachment 2) and that the Commissioner of Finance & Treasurer be authorized to execute any supporting documents confirming consent; 5. That the following list be appointed as the interim Board Members to the Whitby Tourism Development Corporation: a. One (1) Member of Council, as appointed by the Mayor; and b. Four (4) Staff Members. 6. That Staff bring forward in the fourth quarter of 2024, five (5) members to be appointed to the Whitby Tourism Development Corporation (WTDC) Board of Directors, and any required corporate by-laws, Operating Agreement, Asset Transfer Policy, budget, and other operational particulars to a

1. That the Clerk be directed to bring forward a revised Procedure By-law, as appended to Report CLK 04-24 as Attachment 1, which provides improved formatting, structure, and ease of reference; 2. That the revised Procedure By-law contain the following substantive revisions versus the current rules of procedure, based on feedback from the consultation sessions held with Members of Council: a. an increased submission deadline for notices of motion, requiring Members to provide the Clerk with the topics of proposed motions 10 days in advance of meetings to allow the topics to be shared with all Members of Council prior to agenda publication; b. revised meeting start times of 5:30 p.m. for Committee of the Whole, 6:30 p.m. for Planning Public Meetings, and 7:00 p.m. for Regular Council to be effective following the 2024 Council Summer Recess, noting that between 5:30 and 7:00 p.m. prior to Regular Council meetings will be reserved for Special Council meetings; c. defined meeting adjournment times, requiring Chair review at 10:30 p.m., with all meetings ending at 11:00 p.m. with no further ability to debate or extend the adjournment time, noting that matters not considered prior to the adjournment will be

That the amendment be further amended by deleting the words “confirmed by a majority vote of Council” and replacing the words with “brought forward as a report to receive for information”.

That the amendment be further amended to delete Items 2.a. and 2.b. and that Item 2 be revised to delete the word “appointment” and read as follows: 2. That Staff be directed to bring forward a draft policy on the responsibilities of the Deputy Mayor to the May 27 Council meeting.

That the main motion be amended by including Item 2 as follows: 2. That Staff be directed to bring forward a draft policy on the appointment and responsibilities of the Deputy Mayor to the June 3 Committee of the Whole meeting that will include: a. All Local and Regional Councillors shall be eligible to serve as Deputy Mayor; and, b. The Deputy Mayor shall be selected by the Mayor annually and confirmed by a majority vote of Council.

1. That this Report LS 07-24 be received for information; and, 2. That Staff be directed to bring forward a draft policy on the appointment and responsibilities of the Deputy Mayor to the June 3 Committee of the Whole meeting that will include: a. All Local and Regional Councillors shall be eligible to serve as Deputy Mayor; and, b. The Deputy Mayor shall be selected by the Mayor annually and confirmed by a majority vote of Council.