Regular Council Meeting

That the minutes be adopted.

That the proclamation for World Religion Day - January 17, 2016, be endorsed.

1. That the Town of Whitby participate in the coordinated Community Energy Planning with the Region of Durham and other local Durham municipalities; and, 2. That the Town agrees to cost share and provide staffing contribution and financial contribution of $4,000 in 2016 and 2017.

1. That Council approve the zoning application (Z-15-15) submitted by Charles H. Best Diabetes entre for Children and Youth to permit a temporary use on the subject land for a period of three (3) years, and; 2. That the amending by-law be brought forward for Council approval.

1. That Planning Report No. PL 98-15 be received as information; 2. That the Town of Whitby note its objection to the National Energy Board (NEB) to the City of Oshawa’s position on alternative alignments to the TransCanada Eastern Mainline Pipeline from the TransCanada proposed alignment north of Brawley Road to the Highway 407 corridor, and that all alternative routing alignments including any required ROW easements, setbacks and safety zones, be fully contained within the City of Oshawa; and. 3. That the Clerk forward a copy of Planning and Development Report No. PL 98-15 and Council’s resolution to the City of Oshawa, Region of Durham, TransCanada, and the National Energy Board.

1. That Council approve the application for the recommended Draft Plan of Subdivision (File No. SW-2013-05) as illustrated on Attachment # 5 subject to the comments and conditions contained in Section 8.0 of Planning Report PL 94-15; 2. That Council approve the application to amend Zoning By-law 1784 (File No. Z-13-13) subject to the comments and conditions contained in Section 5.0 of Planning Report PL 94-15; 3. That Council appoint the firm of Williams & Stewart Associates as Control Architect for the recommended Draft Plan of Subdivision; 4. That a comprehensive By-law for the West Whitby subdivisions be brought forward to Council for approval at such time as the requested zone provisions have been reviewed and accepted; 5. That staff be authorized to prepare a subdivision agreement; Page 5 of 19 Regular Council Minutes December 15, 2015 - 7:00 PM 6. That the Mayor and Clerk be authorized to sign any necessary documents; 7. That the Region of Durham Commissioner of Planning be advised of Council’s decision; 8. That the Clerk forward a Notice of Decision to those parties and agencies who have requested to be notified of Council’s decision; and, 9. That draft conditions 79 and 81 be

1. That staff be directed to investigate the creation of a Council Expense Policy and report back; 2. That legal advice for conflict of interest matters be considered as an eligible expense for Members of Council in the Council Expense Policy; and, 3. That $4,000 funded from one-time reserves be included in the draft 2016 budget.

Page 6 of 19 Regular Council Minutes December 15, 2015 - 7:00 PM 1. That sidewalk replacements on both sides of Bowman Avenue between Crawforth Street and Johnson Avenue be included for consideration in the 2016 Capital budget, with an estimated construction cost of $67,000; 2. That a semi-urban/modified ditch drainage system (as shown in Attachment 2) on both sides of Bowman Avenue between Dundas Street and Johnson Avenue be included for consideration in the 2016 Capital budget, with an estimated construction cost of $425,000 to be funded from Maintenance Reserves; 3. That an expenditure of $25,000 be approved in 2015, from Maintenance Reserves, to undertake the detailed design and tender preparation of the semi-urban/modified ditch drainage system as shown in Attachment 2; and, 4. That Schedule R of Traffic By-Law 1862-85 be amended as shown in Attachment 4 to include Heavy Truck Restrictions on Bowman Avenue from 50m north of Dundas Street to Crawforth Street.

1. That Council approve the proposed pilot location for the Volunteer Outdoor Ice Rink Program in Whitby Kinsmen Park for the 2015-16 season and that the outdoor rink be operated based on the parameters outlined in this report and the proposed draft Volunteer Outdoor Ice Rink Policy; and, 2. That Staff report back on the proposed Volunteer Outdoor Ice Rink Program and draft Policy subject to the completion of the pilot location and the review of increased staff and budget required to support the implementation of the program on a Town wide basis.

1. That Community and Marketing Services Department Report CMS 61- 15 pertaining to the Whitby Iroquois Soccer Club be received as information; 2. That Council approve the installation of a second indoor soccer dome at the Rossland Road West Soccer Complex; 3. That Council approve the proposed second indoor soccer dome as a municipally financed project and the estimated project cost in the amount of $1,400,000 be

Page 8 of 19 Regular Council Minutes December 15, 2015 - 7:00 PM 1. That Council provide pre-budget approval of the 2016 roads resurfacing projects valued at $6,435,800; 2. That Staff be authorized to tender the resurfacing projects as identified in Attachment 1, save and except, any projects dealing with a cycling path on Ashburn Road; 3. That the Commissioner of Corporate Services / Treasurer be authorized to award the tenders to the lowest compliant bidder provided such tenders are within or do not exceed by more than 10%, the approved budget allocation of $6,621,800 (2016 pre-budget approval and prior years’ approved capital budget); and, 4. That subject to the finalization of the Region of Durham’s and the MTO’s 2016 work plan, that Council authorize Staff to defer or substitute a road project with a similar comparable road resurfacing project, if needed.

That Staff be authorized to tender the resurfacing projects as identified in Attachment 1, pertaining to cycling paths on Ashburn Road.

1. That the Town of Whitby accept the low tender of Fidelity Page 9 of 19 Regular Council Minutes December 15, 2015 - 7:00 PM Engineering and Construction Inc. in the amount of $780,375.12 (excluding taxes) for all labour, materials and equipment necessary to complete the Front Street Culvert Replacement subject to approval from the Regional Municipality of Durham for their portion in the amount of $67,222.42 (plus applicable taxes) for watermain replacement works; 2. That the total estimated cost in the amount of $925,000.00 be approved; and, 3. That the Mayor and Clerk be authorized to execute the contract documents.

1. That the Town of Whitby accept the highest scoring proposal of Imagewear by Mark’s in the amount of $132,541.92 (excluding taxes) for a three year term to provide Town Workwear (high visibility and work clothing); 2. That approval be granted for the option to extend the contract for two (2) additional one (1) year terms based on satisfactory performance, product quality, pricing, as well as budget approval for the subsequent years; 3. That the total estimated cost of $134,439.04 be approved; and, 4. That the Mayor and Clerk be authorized to execute the contract documents.

Page 10 of 19 Regular Council Minutes December 15, 2015 - 7:00 PM 1. That the by-law to allow for the Interim Tax Billing for the 2016 taxation year, as shown in Attachment 1 of Corporate Services Report CS 100-15, be approved by Council; and, 2. That By-law No. 6932-15 be repealed.

That report No. CS 101-15 of the Commissioner of Corporate Services/Treasurer be received as information.

1. That the building located at 150 Winchester Road West be used as a temporary training facility for Whitby Fire and Emergency Services; and, 2. When the building is no longer required by Whitby Fire and Emergency Services as a training facility that it be demolished.

That Report CS 103-15 from the Commissioner of Corporate Services/Treasurer be received as information.

1. That Report CS 104-15 from the Commissioner of Corporate Services/Treasurer be received as information; 2. That Staff be directed to consult with stakeholders in the Development Community; and, 3. That Staff be directed to advise the Development Community of this report and any future Development Charge related reports.

1. That Council authorize staff to sole source and retain Cole Engineering Group Ltd. to undertake the detailed design and tender preparation for the Rossland Road Widening from Lake Ridge Road to McQuay Boulevard; 2. That Council provide pre-budget approval of $150,000 (included in the 2016 capital budget and to be included in the 2016 Development Charge Background Study) for the detailed design and tender Page 12 of 19 Regular Council Minutes December 15, 2015 - 7:00 PM preparation services for the Rossland Road widening from Lake Ridge Road to McQuay Boulevard; and, 3. That the Mayor and Clerk be authorized to execute the necessary contract documents.

1. That Report CLK 07-15 of the Office of the Town Clerk be received for information; and, 2. That Council approve the draft by-law as shown in Attachment #1 to Report CLK 07-05 and authorize the Town Clerk to take the necessary action to give effect thereto.

1. That Report CLK 10-15 of the Office of the Town Clerk be received for information; and, 2. That Council approve the revised Issuance of Proclamation Policy as shown in Attachment #1 to CLK 10-15. Page 13 of 19 Regular Council Minutes December 15, 2015 - 7:00 PM

That Council authorize Staff to issue a Request for Proposal to select two (2) building automation systems (BAS) that would become the standard for all current and future building automation projects within Town facilities.

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, 2016: • Suzanne Allen Page 14 of 19 Regular Council Minutes December 15, 2015 - 7:00 PM • Shirley Barnes • Kenneth Roberts • Carol James • Eleanor Stevenson • Ann Nielsen • David Milton • Rob Smith • Bonita Spall • George Spall

1. That Council approve the application for a Draft Plan of Subdivision (File No. SW-2014-03) subject to the comments and conditions contained in Section 8.0 A of Planning Report PL 74-15 and subject to Section 3.0 of the Public Works Memorandum dated December 7, 2015; 2. That Council approve the application for Site Plan Approval (File No. SP- 06-14) subject to the comments and conditions contained in Section 8.0 B of Planning Report PL 74-15 and subject to Section 3.0 of the Public Works Memorandum dated December 7, 2015; 3. That approval be subject to a successful Minor Variance application being approved by the Committee of Adjustment to seek relief from the zoning by-law concerning the reduction of the rear yard setback and the distance between dwelling units; 4. That staff be authorized to prepare a Subdivision and Site Plan Agreement; 5. That the Mayor and Clerk be authorized to sign any necessary Page 15 of 19 Regular Council Minutes December 15, 2015 - 7:00 PM documents; 6. That the Region of Durham Commissioner of Planning be advised of Council’s decision; and, 7. That the Clerk forward a Notice of Decision to those parties and agencies who have requested to be notified of Council’s decision.

1. That the Mayor and Clerk be authorized to execute the Memorandum of Understanding with the Province of Ontario regarding Baldwin Street in Brooklin; and 2. That staff be directed to take the necessary steps to proceed with items and actions as outlined in the Memorandum of Understanding.

That leave be granted to introduce By-law #7070-15 to 7076-15 and to dispense with the readings 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 15, 2015 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 18 of 19 Regular Council Minutes December 15, 2015 - 7:00 PM