Regular Council Meeting

That the Special Council minutes of January 21, 2019, Regular Council minutes of January 21, 2019, Special Council minutes of February 4, 2019, and Special Council minutes of February 11, 2019 be adopted.

Page 4 of 18 Regular Council Minutes February 19, 2019 - 7:00 PM That the proclamations for Black History Month, Chinese New Year, Pi Day of Giving to the University of Ontario Institute of Technology, World Autism Day, Huntington Disease Awareness Month, and the flag raisings for World Autism Day and Huntington Disease Awareness, be endorsed.

1. That Council approve the application for a Draft Plan of Condominium (CW-2018-02) subject to the comments included in Planning Report PL 19-19 and the conditions of draft plan approval included in Attachment # 4; 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.

That Council approve a variance to the Town of Whitby Permanent Sign By-law # 7379-18 for Permit World Consulting Services Inc. (Starbucks) Page 5 of 18 Regular Council Minutes February 19, 2019 - 7:00 PM at 25 Consumers Drive, to permit one (1) menu board sign with an area of 1.86 square metres.

That Report CS 13-19 of the Commissioner of Corporate Services/Treasurer be received as information.

1. That Council approve discontinuing the Whitby Seniors’ Van Service in September 2019; 2. That Staff be directed to retain the Seniors' Van until such time as alternative uses and the continuation of sponsorship have been explored; 3. That Staff be directed to report back to Council by Q3 2019; and, 4. That the adjusted hours of operation for the Whitby Seniors’ Page 6 of 18 Regular Council Minutes February 19, 2019 - 7:00 PM Activity Centre on Saturday and Sunday effective July 2019 be received as information.

1. That Council declare Part of Lots 31 and 32, Plan H-50032, 1st 1. Double Range, being Part 1, Plan 40R-12663, and know municipally as 128 Brock Street South, as shown on the sketch identified in the appendix to this report, surplus to its needs; 2. That in accordance with the provision of the Municipal Act, 2001, and the Town of Whitby’s Acquisition, Sale or Other Disposition of Land Policy and By-law, the Town give notice of its intention to sell the subject property by placing an advertisement in the newspaper, post notice on the Town’s website and post a sign on the property for not less than ten days; 3. That the Terms of Reference for the Expression of Interest (EOI) for the redevelopment of the municipally owned property at 128 Brock Street South be approved; 4. That the EOI be issued and staff report back on the submissions received and the preferred candidate(s) recommended to move to the next phase of the project; 5. That item MD 3454 be lifted from the New and Unfinished Business – General Government; and, 6. That the Mayor and Clerk be authorized to execute the necessary documents to give effect thereto.

1. That Council approve the proposed Minor Sport Organizations Field Fees, Court Fees, Arena Floor Rental Fees, and Lacrosse Box Fees for 2019 and 2020 as outlined in Attachment 1; 2. That Staff be directed to meet with the Whitby Tennis Club to discuss the potential of an operating and capital agreement for the use of the Iroquois Park Sports Centre tennis courts; 3. That the Clerk be authorized to amend the Consolidated Fees and Charges By-law # 7220-17 to include the Community and Marketing Services Fees Schedule attached to the staff report; and, 4. That item MD- 4735 pertaining to CMS 03-19 2019 Programs and Services Fees be lifted from the New and Unfinished Business list.

That report PW 05-19 be received as information.

That the Council-Staff Relations Policy appended to Report CLK 02-19 as Attachment #1 be approved. Page 8 of 18 Regular Council Minutes February 19, 2019 - 7:00 PM

1. That the Downtown Whitby BIA request for in-kind contributions by the Town be

1. That Correspondence # 2019-105 received by the Town Clerk from Eric Davie, Canada Cone Inc. dated January 27, 2019 regarding a request for Ice Cream Bicycles in the Town of Whitby be received for information; and, 2. That Staff be directed to bring forward a report to introduce amendments to the Refreshment Vehicle By-law in order to permit ice cream and frozen treat vehicles, including bicycles, in residential areas, subject to general conformity with refreshment vehicle licensing requirements.

1. That Council receives this report; 2. That staff report to Council following the outcome of a Request for Information (RFI) to determine contractor interest for short term and long term waste collection service for new West Whitby and Brooklin developments; 3. That subject to the outcome of the RFI, staff report back to Council for any associated approvals necessary to issue a Request for Proposal for future contracted services and recommendations for the strategic implementation plan for Waste Collection Service; and, 4. That staff continue to proceed with refining the implementation of the recommendations of the Solid Waste Management Review November 2018 (updated January 3 for accessibility), subject to the necessary Council and budgetary approvals.

1. That for the purpose of complying with Section 270 (1) (7) of the Municipal Act, Council hereby acknowledges the policies as described in Section 4 of Report PW 06-19, and as outlined in detail in Attachments 1 to 17, as may be amended or replaced from time to time, as the Town’s policies to protect and enhance the tree canopy and natural vegetation in the municipality; and, 2. That the Public Works Forestry Group provide semi annual updates to Council on the status of Forestry, and its related tree management programs, as well as any relevant educational Page 10 of 18 Regular Council Minutes February 19, 2019 - 7:00 PM opportunities.

1. That Report PW 08-19 be received for information; 2. That Council approve the advancement of up to $1,129,609.48 (plus taxes) for earthworks related the Des Newman CP Rail Grade Separation Project from the 2020 budget; 3. That Council authorize the Des Newman CP Rail Grade Separation environmental compensation be undertaken by the West Whitby Landowner Group (WWLG) as part of the overall West Whitby compensation work currently being undertaken by the WWLG, and be paid at such time that costs are confirmed and the required environmental works are constructed; 4. That staff continue to provide regular status updates to Council on the grade separation project; and, 5. That the Commissioner of Public Works and the Treasurer be authorized to execute such additional documents that are necessary to give effect to the recommendations in Report PW 08-19 that were not otherwise previously delegated to staff.

That Report No. CS 11-19 of the Commissioner of Corporate Services/Treasurer be received for information.

That applications for cancellation, reduction, adjustment and/or refund of taxes be approved as listed in this report, in the amount of $3,428,008.59 for the taxation years 2010 to 2018 inclusive.

1. That Report CS 15-19 be received as information; and, 2. That Town Staff will continue to report annually on the outstanding assessment appeals.

That CAO Report 09-19 regarding 2018 Corporate Sick and Overtime Utilization be received as information.

That Council deny the request from All Seniors Care and Pomerleau Inc. for an exemption from the Town of Whitby Noise By-law # 6917-14, as attached to Report LS 06-19.

1. That Staff be directed to review Social Media Policy CA 020 against best practices in the municipal and public sector and bring forward any amendments to the Policy arising from such a review; 2. That as part of the draft Corporate Media Relations Policy referral in accordance with New and Unfinished Business item MD 4208, that Staff be directed to bring forward the updated media relations policy at such time as the Social Media Policy review is completed; and, 3. That Staff be directed to explore opportunities for a social media and media relations education and training session with Council.

That Item 2 of the main motion be amended by adding the following after 'CAO 10-19': with an open house for the purpose of community wide consultation; and, That the main motion be amended by adding the following as Item 3: That Staff report back with timing and firm costing to execute the proposed consultation tactics.

1. That Report CAO 10-19 be received for information; 2. That Council adopt the Recommendations set out in Option 2 in Section 4 of Report CAO 10-19 with an open house for the purpose of community wide consultation; and 3. That Staff report back with timing and firm costing to execute the proposed consultation tactics.

1. That staff be authorized to send the letter attached to Report LS 07-19 to Town Brewery; and, 2. That staff take all necessary steps to carry out the options contained in the attached letter.

That leave be granted to introduce By-laws # 7477-19 to # 7483-19 and to dispense with the reading 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 February 19, 2019 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 17 of 18 Regular Council Minutes February 19, 2019 - 7:00 PM That the meeting adjourn.

That Report CAO 10-19 be received for information; and, 2. That Council adopt the Recommendations set out in Option 2 in Section 4 of Report CAO 10-19.