Regular Council Meeting

That the minutes be adopted.

That the proclamations for Public - Rail Safety Week - April 25 to May 1, 2016, Day of Mourning - April 28, 2016, National Youth Week - May 1 to 7, 2016, International Day Against Homophobia/Transphobia - May 17, 2016, and the flag raising for International Day Against Homophobia/Transphobia - May 17 to June 17, 2016, be endorsed.

1. That Council receive Planning and Development Department Report, Item No. PL 38-16 as information; and, 2. That Council approve the recommendations as set out in Planning and Development Report, Item No. PL 25-16 (Attachment #2) and that a right out only access from the development be installed onto Winchester Road until such time as access is provided to the property to the west of the development. Page 4 of 20 Regular Council Minutes April 18, 2016 - 7:00 PM

1. That Council approve Site Plan Application (SP-19-15) subject to the conditions contained in Section 8 of Report PL 36-16; 2. That Staff be authorized to prepare a Site Plan Agreement; and, 3. That the Mayor and Clerk be authorized to sign any necessary documents.

1. That Council approve the Draft Plan of Condominium (CW- 2016- 01) subject to the conditions of approval in Section 8 of Planning Report Item PL 34-16; 2. That the Mayor and Clerk be authorized to execute the condominium agreement for the subject property; and, 3. That the Clerk advise the Commissioner of Planning at the Region of Durham of Council‟s decision.

1. That Council approve Site Plan Application SP-05-16 subject to the conditions of approval as outlined in Section 8.0 of Planning Report PL 37-16, save and except the conditions of approval requiring: o the submission of Phase ll ESA, o the cash contribution for sidewalks in the amount of $28,875.00; o the submission of a colour board; and, 2. That the Mayor and Clerk be authorized to execute the Site Plan Agreement.

That Council approve Heritage Permit HP 03-16 for the demolition of the structures at 72 Baldwin Street, 76 Baldwin Street, and 15 Price Street.

Page 6 of 20 Regular Council Minutes April 18, 2016 - 7:00 PM 1. That Council approve Zoning By-law Amendment Application (Z- 05-16) submitted by Amedeo Picano (Baycliffe Homes) for the extension of a temporary use at 3825 Coronation Road. The use shall be for a residential sales office, for an additional period of three (3) years; and, 2. That the amending by-law be brought forward for Council approval.

1. That the Mayor and Clerk be authorized to execute a one (1) year term renewal agreement between the Town of Whitby and the Durham Region Farmers‟ Market Association for the use of 201 Brock Street South; 2. That a copy of the renewal agreement be forwarded to the Durham Region Farmers‟ Market Association; and, 3. That Transportation and Parking Services provide the Durham Region Farmers‟ Market Association with parking cards for the vendors, allowing them to park in Municipal Lot #5 (the lot east of Green Street) on Market Days (i.e. Wednesdays) during the Market season.

1. That Council approve application SP-20-15 to permit the development of a temporary residential sales campus, comprised of five (5) sales offices subject to the site plan conditions found in Section 8 of Planning Report Item PL-35- 16; and, 2. That staff issue a conditional letter of approval to each residential sales office Builder, at such time as the plan of subdivision for Whitby Taunton Holdings Ltd. (SW-2013-07) is draft approved by the Commissioner of Planning.

Page 8 of 20 Regular Council Minutes April 18, 2016 - 7:00 PM That Section 3.2 of the Whitby County Town Carnival Committee Terms of Reference be amended to by deleting, “Committee shall be comprised of a minimum of six (6) citizen appointments” and inserting in its place, “Committee shall be comprised of up to six (6) citizen appointments”, thereby reducing the quorum requirements for the Committee.

1. That Report CLK # 12-16 of the Office of the Town Clerk be received; 2. That the Clerk be directed to bring forward the revised draft Refreshment Vehicle By-law, included as Attachment #1 to this report, for enactment; 3. That, upon enactment, a copy of the Refreshment Vehicle By-law be sent to the Durham Region Health Department, Durham Region Police Services, the Whitby Chamber of Commerce, interested parties, and the downtown steering committees; and, 4. That the Town Clerk take the necessary action to give effect hereto.

1. That Council approve the sole source purchase for recreation Page 9 of 20 Regular Council Minutes April 18, 2016 - 7:00 PM registration and facility booking software from ACTIVE Network as permitted under Section 11 – Sole Source Procurement and Justification, of the Purchasing Policy; 2. That Council approve additional capital funding of $33,000 from Maintenance Reserves; and, 3. That the Mayor and Clerk be authorized to execute the contract documents.

1. That Community and Marketing Services Department Report CMS 29-16 regarding the proposed Summer Events Program be received as information; 2. That Council endorse the recommended 2016 Summer Events Program; and, 3. That Council recognize and thank the sponsors and community organizations that support the Summer Events Program offered by the municipality.

1. That Council approve the proposal submitted by Spencer R. Higgins, Architect Inc. in the amount of $86,125.00 (excluding taxes) to provide consulting services for the restoration of the Whitby Centennial Building; Page 10 of 20 Regular Council Minutes April 18, 2016 - 7:00 PM 2. That the total project cost in the amount of $97,640.80 be approved; and, 3. That the Mayor and Clerk be authorized to execute the contract documents.

1. That the Town of Whitby accept the proposal from The Bicycle Parking Company in the amount of $36,850.00 (excluding taxes) to design, and install bicycle shelters and racks as required by the Town; 2. That the total estimated project cost in the amount of $44,998.56 be approved; and, 3. That the Mayor and Clerk be authorized to execute the contract documents.

1. That the Town of Whitby accepts the tender as received from TeraMach Technologies Inc. in the amount of $126,333.21 (plus applicable taxes) for Dell Compellent Copilot Support requirements; 2. That the total three (3) year contract cost in the amount of $128,556.67 be approved; and, 3. That the Mayor and Clerk be authorized to execute the contract documents. Page 11 of 20 Regular Council Minutes April 18, 2016 - 7:00 PM

1. That the Town of Whitby accept the low tender as received from Miller Paving Ltd. in the amount of $492,619.00 (plus applicable taxes) to complete the supply and placement of surface treatment and slurry seal; 2. That an over expenditure in the amount of $44,000.00 be approved and funded from Maintenance Reserves; 3. That the total estimated project cost in the amount of $537,000.00 be approved; and, 4. That the Mayor and Clerk be authorized to execute the contract documents.

1. That the Town of Whitby accept the low tender of Hanford Lumber Ltd. in the annual amount of $73,754.20 (excluding taxes) for the supply and delivery of pressure treated wood as required by the Town of Whitby; 2. That the total estimated annual cost in the amount of $80,052.27 be approved; 3. That approval be granted to extend this contract for up to two (2) additional one (1) year terms subject to budget approval, Page 12 of 20 Regular Council Minutes April 18, 2016 - 7:00 PM suppliers annual performance, timely delivery and satisfactory product quality; and, 4. That the Mayor and Clerk be authorized to execute the contract documents.

1. That the Town of Whitby accept the low tender of Upper Canada Road Services in the annual amount of $93,009.00 (excluding taxes) to repair pavement cracks as required by the Town of Whitby; 2. That the total estimated cost in the amount of $119,645.96 be approved; 3. That approval be granted to extend this contract for up to two (2) additional one (1) year terms subject to budget approval, suppliers annual performance, timely delivery and satisfactory product quality; and, 4. That the Mayor and Clerk be authorized to execute the contract documents.

That Report CS 23-16 of the Commissioner of Corporate Services/Treasurer be received as information.

That Report CS 25-16 of the Commissioner of Corporate Services/Treasurer be received for information.

1. That Report CLK 11-16 of the Office of the Town Clerk be received for information; 2. That Council approve the Corporate Access and Privacy Policy as shown in Attachment #1 appended to this report; 3. That the Municipal Freedom of Information and Protection of Privacy Act Policy 1-0-21 be repealed; and, 4. That Council direct the Clerk to bring forward a by-law to repeal and replace By-law #2919-90 being a delegation of authority as „Head‟ for the purposes of administering MFIPPA, substantially in the form of the draft MFIPPA Delegation By-law appended as Attachment #2 to this report.

1. That Report CLK 13-16 of the Office of the Town Clerk be received for information; 2. That Council approve the revised Delegation of Powers and Duties Policy as shown in Attachment #1 to CLK 13-16; 3. That Council approve the minor delegations as outlined in Section 5 of this report; and, 4. That Council direct the Clerk to bring forward a by-law to repeal and replace By-law #2691-89, being a by-law to authorize the Mayor and Clerk to execute certain agreements, contracts and documents, substantially in the form of the draft Signing Authority By-law appended as Attachment #2 to this report.

That Council authorize staff to enter into an agreement with Ren‟s Pet Depot for the purpose of offering a gift certificate to Ren‟s Pet Depot with each cat or dog licence sold through the Town‟s online animal licensing portal.

That Council authorize staff to partner with PetSmart to establish a satellite cat and dog adoption facility at the Brooklin PetSmart location.

1. That Council approve a 60 km/h posted speed limit on Ashburn Road between Columbus Road and 420m south of Myrtle Road West; 2. That Council approve a 60 km/h posted speed limit on Ashburn Road between 560m north of Myrtle Road West and Townline Road; 3. That staff bring forward a report to Council to address all rural road speed limits within the Town of Whitby; and, 4. That Council authorize the Clerk to bring forward an amending By-law to By-law 1862-85, Schedule „P‟, for Council approval.

That the Commissioner of Corporate Services be authorized to award the tender to the lowest compliant bidder provided such tender is within or does not exceed by more than 10% the approved budget allocation Page 16 of 20 Regular Council Minutes April 18, 2016 - 7:00 PM for the construction portion of the project budget in the amount of $923,519.00.

Page 18 of 20 Regular Council Minutes April 18, 2016 - 7:00 PM That leave be granted to introduce By-law # 7124 -16 to 7130-16 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 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 April 18, 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.

That the meeting adjourn.

That Planning and Development report PL 30-16 be received for information; and, 2. That Council authorize Planning and Development staff to proceed with a statutory public meeting under the Planning Act to zone the Ministry of Transportation lands located south of Rossland Road West and west of Des Newman Boulevard to a Prestige Industrial zone category in order to implement the West Whitby Secondary Plan.