Regular Council Meeting

That the minutes be adopted.

That the proclamation for National Alzheimer Awareness Month - January 2015, Tamil Heritage Month - January 2015, Eating Disorder Awareness Week - February 1 to 7, 2015 and Black History Month - February 2015 be endorsed.

1. That Council approve the Draft Plan of Subdivision (File No. SW- 2014-05) as illustrated on Attachment #2 subject to the conditions of approval as contained in Section 8.0 of Planning Report PL 5-15; 2. That Council approve Zoning Amendment Application (Z-06-14) subject to the conditions contained in Section 8.0 of Planning Report PL 5-15; 3. That staff be authorized to prepare a subdivision agreement; 4. That the Mayor and Clerk be authorized to sign any necessary documents; 5. That the Region of Durham Commissioner of Planning be advised of Council’s decision; and, Page 4 of 27 Regular Council Minutes January 19, 2015 - 7:00 PM 6. That the Clerk forward a Notice of Decision to those parties and agencies who have requested to be notified of Council’s decision.

That Report PL 3-15 for the acquisition of three additional corporate vehicles for the Building Division to improve efficiencies, service levels and improve safety of staff when performing inspections and field/complaint investigations, be approved.

1. That Planning and Development Report Item PL 1-15 be received as information; 2. That Council approve the establishment of an Energy Management/Sustainability Projects reserve fund to direct funding for the implementation of the Corporate Energy Management Plan; and, 3. That Council approve the incentive revenues from 2014 onward from applications to the Ontario Power Authority to an Energy Management/Sustainability Reserve.

1. That Planning Report Item PL 2-15 be received for information; 2. That Council approve the Corporate Sustainability Plan Terms of Reference (See Attachment #1); 3. That the Natural Step provide a manual based on their experiences of municipal best practices for corporate sustainability measures; and, 4. That the Mayor and Clerk be authorized to execute the contract documents.

Having regard to the comments noted in the Culture Heritage Resource Survey, which is included as a background report related to the Brooklin Study (PL 4-14), that staff review, in consultation with LACAC and other sectors of the community as a whole and report back on any policy, procedures or guideline changes required that would assist in more effectively reviewing development proposals that include properties Page 6 of 27 Regular Council Minutes January 19, 2015 - 7:00 PM noted on the Heritage Register.

1. That Community and Marketing Services Report CMS 05-15 regarding grant programs and initiatives in Seniors Services of the Parks and Recreation Division of the Community and Marketing Services Department be received as information; 2. That Council authorize Staff to make an application to the Ontario Seniors Secretariat for the Age-Friendly Community Planning Grant; and, 3. That Council support the development and implementation of an age-friendly action plan as outlined in the 2014-2018 Recreation and Leisure Services Seniors Strategy.

1. That Council approve the relocation of the Rotary Club of Whitby Food Truck Frenzy to the Iroquois Park Sports Complex south east parking lot subject to the terms and conditions outlined in Community and Marketing Services Report CMS 03-15; and, 2. That Staff be directed to include $6,550 in the 2015 budget to cover the expenses of labour, operations, parking and by-law enforcement, as outlined in the staff report.

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 November 30, 2015:  Suzanne Allen  Shirley Barnes  Valare Bromley  Carol James  George Newans Page 8 of 27 Regular Council Minutes January 19, 2015 - 7:00 PM  Ann Nielsen  Shirley Scott  Rob Smith  Bonita Spall  George Spall

1. That Council approve amending the Town of Whitby Smoking in Outdoor Public Places By-law # 6832-14 to be consistent with recent changes to Ontario Regulation 206/14 - Smoke-Free Ontario Act; 2. That where indicated in By-law # 6832-14 the distance separation prohibiting smoking be adjusted from fifteen metres to twenty metres; and, 3. That the Clerk be authorized to bring forward an amending by-law reflecting the change to the distance separation.

1. That Community and Marketing Services Report CMS 04-15 regarding grant programs and initiatives in the Parks and Recreation Division of the Community and Marketing Services Department be received as information; and, 2. That Council authorize Staff to make an application to the Ontario Sport and Recreation Communities Fund in partnership with Community Connection to fund the Summer Playground Program for the 2015 summer season, as outlined in the staff report. Page 9 of 27 Regular Council Minutes January 19, 2015 - 7:00 PM

1. That Council approve moving the date of Whitby Harbour Day to August 15, 2015; 2. That Council support Whitby Harbour Day being included within the Durham Tourism’s ‘Durham Festival’ in 2015; and, 3. That staff report back to Council on the details of Whitby Harbour Day 2015 once the new Harbour Day Committee of Council is appointed and meets to establish the programs and activities for the event.

1. That Council approve the proposed user fees presented in Community and Marketing Services Report CMS 07-15 and as outlined in Attachment 1 – 2015 Community and Marketing Services Department 2015 User Fees; 2. That the effective period for the proposed user fees outlined in Attachment 1 be approved as follows: - CMS Program and Service Fees, March 23, 2015 to March 21, 2016 - Port Whitby Marina Fees, February 15, 2015 to February 14, 2016; 3. That Council approve the modifications for Child and Family Admission Categories as outlined in the staff report; 4. That Council repeal Schedule 1 to By-law No. 6973 for certain Page 10 of 27 Regular Council Minutes January 19, 2015 - 7:00 PM services and activities provided or done by the Community and Marketing Services Department; 5. That Council authorize the Clerk to bring forward a new by-law for approval to implement the proposed new user fees as outlined in Attachment 1; and, 6. That staff report back to Council regarding proposed user fees for Sports Fields, Arena Ice/Floor Rentals, and Banquet Hall and Facility Rentals for 2015/2016.

1. That the Draft Sports Facility Strategy appended as Attachment #1 to Community and Marketing Services (CMS) Report CMS 08-15 be received as information; 2. That Council provide comments and directives on the Draft Sports Facility Strategy; 3. That feedback from the remaining Stakeholder and Steering Committee meetings and the Public Information Centre, scheduled in the first quarter of 2015, be considered in the Final Draft Sports Facility Strategy; and, 4. That the CMS Department report back to Council in the second quarter of 2015 with the Final Draft Sports Facility Strategy for Council’s adoption in principle.

That the following be added as items 4 and 5 of the main motion and the recommendation be renumbered accordingly: That staff be directed to hold a second Public Information Centre (PIC) at a location in Brooklin for the Draft Sports Facility Strategy; and That feedback from the Public Information Centre in Brooklin be considered in the Final Draft Sports Facility Strategy.

That a by-law be brought forward to authorize the temporary borrowing of an amount up to Fifteen Million dollars for cash flow purposes, if required, at any one time during the calendar year of 2015.

1. That the Town of Whitby accept the low tender bid of The Shop Industrial Inc. in the amount of $ 683,651.65 (plus applicable taxes) for the supply and delivery of five (5), current model year, tracked sidewalk plows; 2. That the total estimated project cost for the Town of Whitby in the amount of $708,183.91 be approved; and, 3. That the Mayor and Clerk be authorized to execute the contract documents.

1. That the Town of Whitby accept the low tender bid of AlineUtility Limited in the amount of $59,830.00 (plus applicable taxes) for the provision of labour, material and equipment required for the replacement of site lighting at the Whitby Municipal Building parking lot and driveway; 2. That the total estimated project cost for the Town of Whitby in the amount of $60,883.01, be approved; and, 3. That the Mayor and Clerk be authorized to execute the contract documents.

That Report No. CS 05-15 of the Commissioner of Corporate Services/Treasurer be received as information.

That Report CS 06-15 from the Commissioner of Corporate Services / Treasurer be received as information.

1. That Report CS 07-15 from the Commissioner of Corporate Services / Treasurer be received for information; and, 2. That Council approve the draft 2015 Capital Maintenance Envelope at $17,953,402 for budget preparation purposes subject to final approval by Council during the 2015 budget deliberations.

That Report No. CS 08-15 of the Commissioner of Corporate Services/Treasurer be received as information.

1. That the Town of Whitby accept the low tender bid of Nortrax Canada Inc. in the amount of $265,446.00 (plus applicable taxes) for the Supply and Delivery of One (1) Current Model Year, Articulated, 4.0 Cubic Yard Wheel Loader. 2. That the over expenditure of $12,617.85 be approved and financed from the Maintenance Reserve Fund; 3. That the total estimated project cost for the Town of Whitby in the amount of $272,617.85, be approved; and, 4. That the Mayor and Clerk be authorized to execute the contract documents.

1. That Council endorse winter grooming of the eleven pathways/trails identified contained within Table 2 of Report PW 2-15. 2. That Council authorize the conversion of one nine-month Parks Page 15 of 27 Regular Council Minutes January 19, 2015 - 7:00 PM employee to a 12-month employee and the associated annual operating budget increase of $23,000. 3. That Council authorize an increase in the operating budget of $10,000 per year for turf repair. 4. That Council authorize staff to conduct an on-line questionnaire in the Spring of 2015 to receive further public input in regards to winter maintenance of pathways and trails. 5. That Staff report back to Council in the Fall of 2015 to identify successes, challenges and possible future opportunities/phases for winter maintenance of pathways and trails; and, 6. That Report PW 2-15 be forwarded to the Durham District School Board, the Durham Catholic District School Board, and Durham Student Transportation Services.

That Report PW 3-15, SWM Pond Maintenance Overage be received as information.

1. That Public Works Report PW 4-15 be received as information; and, 2. That staff be authorized to carry out a joint RFP/RFI with other Durham Municipalities on the selection of a pay by phone (pay by Page 16 of 27 Regular Council Minutes January 19, 2015 - 7:00 PM app) system in Whitby, and proceed with implementation using the selected vendor.

1. That Public Works Report PW 6-15 regarding a pilot project to determine the effectiveness and need for licensing of clothing donation boxes be received for information; and, 2. That Staff report back to Council with the findings of the Pilot Project.

1. That Council approve a budget of $900,000.00, financed $757,426.00 by Development Charges and $142,574.00 from one time funds to construct the storm sewer diversion and upsizing on Baldwin Street and Cassels Road East to accommodate future development within the Downtown Brooklin Community Improvement Plan. 2. That Council authorize staff to Tender and award the Baldwin Street and Cassels Road East Storm Sewer project to the lowest compliant bidder provided such tenders are within or do not exceed by more than 10%, the requested budget of $900,000.00; and, 3. That the Mayor and Clerk be authorized to execute the contract documents. Page 17 of 27 Regular Council Minutes January 19, 2015 - 7:00 PM

That Council adopt the proposed Property and Boulevard Maintenance By-law.

That Council continue to endorse the Brooklin Spring Fair and that staff be directed to meet with the Fair board with respect to comments noted in the Final Draft Sports Facility Strategy.

WHEREAS the Province of Ontario has a process for Memorial Dedications for Provincial Highways and/or sections of Provincial Highways; AND WHEREAS highway dedications are intended to posthumously acknowledge individuals and groups who have contributed to the health, welfare and prosperity of Ontarians and to honour the sacrifice of those who have

Whereas it is the wish of the newly elected Council to identify goals for the term 2014 to 2018; And whereas the identification of goals will provide a blueprint for positive community outcomes and facilitate the creation and implementation of effective Action Plans; Now therefore, the Council goals for the term 2014 to 2018 are: 1. To build a strong, respectful Council team with a positive, shared vision and four year action plan. To ensure that all municipal affairs are conducted with professionalism and integrity. To enhance the transparency and accessibility of Town Hall and support effective public consultation and engagement. 2. To make workplace morale a priority by building a collaborative and creative work environment that engages the abilities of all staff to solve problems, accomplish new things and deliver the best outcomes to our residents. Page 20 of 27 Regular Council Minutes January 19, 2015 - 7:00 PM 3. To continue the Whitby tradition of responsible financial management and respect for the taxpayer. To understand the importance of affordability to a healthy, balanced community. 4. To ensure that Whitby is clearly seen by all stakeholders to be business and investment friendly and supportive. To strive to continuously improve the effectiveness and efficiency of service delivery. 5. To build downtowns that are pedestrian-focused destinations. To leverage municipal tools and resources to generate local jobs and prosperity. To facilitate a major, multi-faceted,

That Council provide written notice to the Alcohol and Gaming Commission of Ontario (AGCO) confirming its support for the issuance of a Manufacturer’s Limited Liquor Sales Licence (“By the Glass”) for the Brock Street Brewing Company located at 1501 Hopkins Street, Whitby.

That Council endorse the bid submission by the Whitby Fury to host the 2015 World Junior A Hockey Challenge on December 13 - 20, 2015 at Iroquois Park Sports Centre and the comments contained within the staff report.

Regional Appointments: That Hubert Schillings be appointed to the Durham Agricultural Advisory Committee; and, That Ellen McRae be appointed to the Durham Environmental Advisory Committee. Appointments to Advisory Boards and Committees: That Allyson Partridge-Rios and Sharon Johnston be appointed to the Accessibility Advisory Committee for a term ending November 30, 2015; That Kalpna Sheth and Denise Laframboise be appointed to the Accessibility Advisory Committee for a term ending November 30, 2016; Page 23 of 27 Regular Council Minutes January 19, 2015 - 7:00 PM That Richard Turner and Amanda Murray be appointed to the Accessibility Advisory Committee for a term ending November 30, 2017; That James Lawrie, Jeffrey Beaton and Naji Hassan be appointed to the Accessibility Advisory Committee for a term ending November 30, 2018; That Carleen Blisset, Mark Monsma, Amanda Stewart and Richard Duval be appointed to the Animal Services Appeal Committee for a term ending November 30, 2018; That Daniel Acre, Wm. J. Paul Jones, Sameena Asghar, Rick Batty and Ryan Doble be appointed to the Brooklin Downtown Development Steering Committee for a term ending November 30, 2018; That Bonita O’Carroll, Dan McCarroll, Scott Haslam, Jerry Cardwell and Nestor Chornobay be appointed to the Committee of Adjustment for a term ending November 30, 2018; That Kit Bauldry, Shauna Blackburn, Shona Casola, Denise Higashi, Susan Long, Debra Manchur, Linda Martinolich, Jim McGrorey, Kenneth Montague, Eliza

Page 25 of 27 Regular Council Minutes January 19, 2015 - 7:00 PM That Richard J. Conohan be appointed to the Durham Region Transit Advisory Committee.

That leave be granted to introduce By-law #6934-15 to 6938-15 and to dispense with the readings of the by-laws by the Clerk and that the same be considered read, 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 January 19, 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 to adjourned.