Regular Council Meeting

That the minutes be adopted.

That the rules of procedure be suspended to allow the presentation to exceed the ten minute speaking limit.

That the proclamations for Pregnancy and Infant Loss Awareness Day - October 15, 2016 and Waste Reduction Week - October 17 to 23, 2016, be endorsed.

1. That Correspondence Number 2016-551 from Debi A. Wilcox, Regional Clerk/Director of Legislative Services, Regional Municipality of Durham, be received; and, 2. That Whitby Council consent to Regional By-law 40-2016 to change the composition of Regional Council including the addition of one (1) additional member for the Town of Whitby.

1. That Council receive this report as information; 2. That Council adopt the Accessibility Plan 2016-2018 as attached to Planning Report Item PL 96-16; 3. That copies of the Accessibility Plan 2016 – 2018 be made available at the Town Hall, and all Community Centres, and branches of the Whitby Public Library and Recreation Facilities in the Town; 4. That the Accessibility Plan 2016-2018 be posted to the Town website; 5. That the Town Clerk provide a copy of the Accessibility Plan 2016 – 2018 to members of the Accessibility Advisory Committee (AAC) and neighbouring Municipalities; and, 6. That Council continues to support an annual contribution to the Accessibility Reserve Fund to complete retrofit projects identified through the Accessibility Audits Implementation Plan.

1. That Council approve the application for the recommended Draft Plan of Subdivision (File No. SW-2012-03) as illustrated on Attachment #5 subject to the comments and conditions contained in Section 8.0 of Planning Report 93-16; 2. That Council approve the application to amend Zoning By-law 1784/2585 (File No. Z-22-12) over the subject lands subject to the comments and conditions contained in Section 5.0 of Planning Report PL 93-16, save and except the conditions Page 5 of 20 Regular Council Minutes October 11, 2016 - 7:00 PM pertaining to Blocks 52 to 57 under the high density block; 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 draft plan of subdivision be brought forward to Council for approval at such time as draft approval has been received; 5. That staff be authorized to prepare a subdivision agreement; 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 files OPA 2002-W/3, SW-2003-01 and Z-02-03 as submitted by Monarch Construction Limited be closed.

1. That Council approve the application for the recommended Draft Plan of Subdivision (File No. SW-2015-03) as illustrated on Attachment # 5, subject to the comments and conditions contained in Section 8.0 of Planning Report PL 94-16; 2. That Council approve the application to amend Zoning By-law 1784 (File No. Z- 16-15), subject to the comments and conditions contained in Section 5.0 of Planning Report PL 94-16; 3. That a By-law be brought forward to implement the draft plan of subdivision; 4. That Council appoint the firm of Williams and Stewart Associates as Control Architect for the recommended Draft Plan of Subdivision; 5. That staff be authorized to prepare a Subdivision Agreement; 6. That the Mayor and Clerk be authorized to sign any necessary documents; 7. That the Region of Durham Commissioner of Planning be Page 6 of 20 Regular Council Minutes October 11, 2016 - 7:00 PM advised of Council’s decision; and, 8. 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 Planning Report PL 95-16 be received for information; 2. That Council endorse Report PL 95-16 as the Town’s comments regarding the Province’s Co-ordinated Review of Provincial Plans; 3. That the Province be requested to delay finalization of the changes to the Growth Plan, pending further consultation with Regional and area municipalities and other stakeholders on key matters such as intensification and greenfield targets, prime employment areas, transition provisions and implications for significant ongoing Official Plan reviews and conformity exercises; as well as to prepare, in consultation with Regional and area municipalities and other stakeholders, the necessary implementation tools, including a standard methodology for land needs assessment and performance indicators; 4. That, if the Province proceeds with finalization of the changes to the Growth Plan without further consultation, the following specific recommendations, as detailed in Section 5 of Report PL 95-16, be addressed: a. That the Province provide transition provisions for implementation of the Provincial plan changes through a Page 7 of 20 Regular Council Minutes October 11, 2016 - 7:00 PM municipal comprehensive review or conformity exercise, at the Regional and subsequently area municipal levels, and that the current provisions continue to apply until that time in order to enable ongoing Official Plan reviews and other major planning initiatives to conclude under the current Provincial plan require

That the main motion be amended by adding the following as Item 1 and the recommendation renumbered accordingly: 1. That Council provide the following as key comments and recommendations regarding the Proposed Growth Plan for the Greater Golden Horseshoe, 2016: A. That the Province be advised that the Town of Whitby does not support increasing the intensification target in the Growth Plan for the Greater Golden Horseshoe from 40% to 60%; B. That the Province be advised that the Town of Whitby does not support increasing the minimum designated greenfield area density target in the Growth Plan for the Greater Golden Horseshoe from 50 to 80 residents and jobs combined per hectare; C. That the Province be advised that the Town of Whitby does not support applying the proposed target of 80 residents and jobs combined per hectare in the Growth Plan for the Greater Golden Horseshoe to the entire greenfield area; and, D. That the Province be advised that the Town of Whitby does not support the introduction of the prime employment category of employment areas and that the range of suitable employment uses be left to the Regional and area municipalities to determine. That the main motion be amended by striking items c, d and g as follows: c. That the current intensification target of 40% be maintained, at least for the outer areas of the GTA including Durham Region; d. That the current greenfield density target of 50 people and jobs per hectare be maintained, at least for the outer area

1. That Report CLK 20-16 of the Office of the Town Clerk be received for information; and, 2. That Council approve the Council Expense Policy as shown in Attachment #1 to this report to be effective upon enactment at Council, with the budget for Mayor and Members of Council being $3,000 and $2,000 respectively for the remainder of 2016; 3. That the Commissioner of Corporate Services/Treasurer be directed to prepare the 2017 budget for Council expenses as outlined in Section 5 of this report; and, 4. That the Policy be amended by removing the cap of $2,500.00 for Communications, Advertising and Constituency Meetings, to be in keeping with other expenses, being within the annual budget envelope.

1. That the Town of Whitby accept the low Tender from Royalcrest Paving & Contracting Limited in the amount of $405,701.26 (plus applicable taxes) for all labour, construction materials and equipment necessary to complete the playground site works at Calais Park, Glen Hill Park and Portage Park; 2. That an over expenditure in the amount of $74,281.60 be approved and funded from Maintenance Reserve; 3. That the total project cost of $445,126.60 be approved; 4. That funding for the splash pad renovations at Portage Park and playground site works and splash pad renovations at Watson Park be

1. That the 2017 Budget Process and Calendar outlined in this report be received for information; and, 2. That notwithstanding Council Policy to complete the budget prior to March 1st of the budget year, Council approve the Budget Process and Calendar outlined in this report and that the Town Clerk establish the meeting dates.

1. That the Town of Whitby accept the low tender from Trinity Roofing Ltd. in the amount of $74,474.00 (excluding taxes) for all labour, materials and equipment necessary to complete the removal of the existing roofs and the installation of new roofs for Iroquois Park Sports Centre and the Whitby Municipal Building; 2. That the total estimated project cost for the Town of Whitby in the amount of $83,784.74 be approved; and, 3. That the Mayor and Clerk be authorized to execute the contract document

1. That the Town of Whitby accept the highest scoring proposal of Sierra Planning & Management in the amount of $39,881.60 (excluding disbursements and applicable taxes) for a Recreational User Fees Study; 2. That the total estimated project cost in the amount of $43,583.51 be approved; and, 3. That the Mayor and Clerk be authorized to execute the contract documents.

1. That Report No. CS 68-16 of the Commissioner of Corporate Services be received as information; and, 2. That further to Attachment #6 of the report, specifically regarding the Gazebo expenditure of $15,000.00, that the Gazebo be removed upon completion of shade sails.

1. That Council approve the amount of $100,000 (from growth reserves and development charges) for the Dryden Boulevard Environmental Assessment from Deverell Street to Thickson Road North; 2. That Council authorize staff to issue a Request for Proposal; and, 3. That staff proceed to initiate the Dryden Boulevard Environmental Assessment project in 2016 and continue to update Council as the Study proceeds.

That Council receive as information an update on the progress of the implementation of recommendations from the 917 Dundas Street West fire Coroner’s Inquest.

Whereas the intersection of Thickson Road and Gateway Court /Summerside Avenue is not signalized and does not meet Regional warrants for signalization but presents a significant concern from a community safety perspective; Whereas the opening of Highway 407 has had an increase on traffic volume, further compounding the concerns related to Page 14 of 20 Regular Council Minutes October 11, 2016 - 7:00 PM community safety at the intersection; and, Whereas signalization of the intersection is desired to mitigate community safety concerns related to traffic volumes, traffic speeds, pedestrian safety and the difficulty in crossing Thickson Road at the intersection, especially during peak times. Now Therefore be it Resolved: 1. That Whitby Town Council supports the installation of a signal at the intersection of Thickson Road and Gateway Court/Summerside Avenue; 2. That Whitby Town Council directs that the funds necessary to install a signal at the intersection be identified in the Town's 2017 capital budget; and, 3. That the Region of Durham be requested to confirm its consent to the installation of a signal at the intersection at the Town's cost.

That the matter of a future Town Hall

Page 15 of 20 Regular Council Minutes October 11, 2016 - 7:00 PM 1. That Council approve Terms of Reference, as indicated on Attachment No. 1, for a Request for Proposals to hire a Benefit Consulting Firm; 2. That Council approve taking the Town's benefit plan to market, with the assistance of the Benefit Consultant selected through the RFP process; and, 3. That Staff report back to Management Committee on the recommendations to improve disability claims management and/or sick leave management made by the Benefit Consultant after review of the Town's processes.

1. That Council approve the purchase of Halogen Software's Align Solution to implement an online Performance Management System; 2. That Council approve Collins Barrow to develop the competencies through employee engagement sessions that will form our performance criteria; and, 3. That Council provide pre-budget approval for an HR position to implement the Performance Management Program and that the CAO be directed to proceed with hiring said position.

That the order of the agenda be changed to hear an item, in closed session, under New and Unfinished Business after the disposition of Section 11, By-laws.

That leave be granted to introduce By-law # 7180-16 to # 7183-16 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 the rules of order be suspended to allow for the introduction of a matter regarding the disposition of property which is urgent in nature.

That Council move in-camera in accordance with the provisions of Procedural By-law # 7072-15 and the Municipal Act, 2001, Section 239 (2) (c) a proposed or pending acquisition or disposition of land by the municipality or local board.

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 October 11, 2016 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. Page 19 of 20 Regular Council Minutes October 11, 2016 - 7:00 PM

That the meeting adjourn.

That Council rise and ratify the direction from the In-Camera Session of Council to the Regular Meeting of Council.