Committee of the Whole

That the 2020 Budget Process and Calendar outlined in this report be approved by Council and that the Town Clerk establish the meeting dates; and, That the Commissioner of Corporate Services/Treasurer be authorized to initiate any changes for the 2020 Budget format that may enhance and ensure the information support the guiding fina ncial principles of:  Incorporate a long term perspective;  Establish linkages to broad organizational goals;  Focus decisions on results and outcomes;  Involve and promote effective communication with stakeholders; and,  Promote program efficiency and effectiv eness.

That the garbage receptacles removed from the entrance of Calais Park be reinstated; and, That as a general practice, subject to the individual needs and design of each park, Council directs that garbage receptacles be located at the entrances of parks and near park features so as to serve both park users and passing pedestrians.

1. That Council approve a Zoning By-law Amendment (Z-09-19) to permit a temporary residential sales office at the northeast corner of Thickson Road North and Columbus Road East for a three year period; and, 2. That the Zoning By-law Amendment be brought forward for Council’s consideration.

That the rules of procedure be suspended to allow the presentation to Page 3 of 20 Committee of the Whole Minutes June 17, 2019 - 7:00 PM exceed the ten minute limit.

That the Region of Durham’s Smoke-Free By-law be

That the Ethno-cultural and Diversity Advisory Committee’s name be changed to the Whitby Diversity and Inclusion Advisory Committee.

Page 5 of 20 Committee of the Whole Minutes June 17, 2019 - 7:00 PM 1. That the Town of Whitby accept the low bid as submitted by Smith and Long Limited in the amount of $274,149.08, (plus applicable taxes) for all labour, materials, equipment and supervision necessary to complete Willow Park Accessible Baseball Diamond as required by the Town of Whitby; 2. That the total project cost including contingency of $313,974.10 be approved; 3. That the Town authorize a funding contribution of up to $45,000.00 to mitigate any donation / sponsorship funding shortfall for the accessible ball diamond at Willow Park and that the funding source(s) be determined by the Treasurer; and, 4. That the Mayor and Clerk be authorized to execute the contract documents.

1. That CAO 21-19 be received as information, and; 2. That staff report back to Council in the fall of 2019 on the recommended next steps following Public and Stakeholder consultation on the proposed Civic Centre Project.

1. That Council approve the new parking opportunities in Downtown Whitby (see Attachment 1 for proposed modifications); and, 2. That Council authorize the Clerk to bring forward the amending By-laws for Council approval.

That Report No. CS 18-19 of the Commissioner of Corporate Services be received as information.

1. That the Town of Whitby accept the highest ranking proposal submitted by Stantec Consulting Ltd. in the amount of $579,502.00 (plus applicable taxes) for the provision of Detailed Design and Tender Preparation Services for the Des Newman Blvd. Overhead at CP Rail (Phase 1); Page 7 of 20 Committee of the Whole Minutes June 17, 2019 - 7:00 PM 2. That the Total Project Cost (Phase 1) of $614,702.00 be approved; 3. That a budget increase of $49,789.00 be approved and the funding sources be determined by the Treasurer; 4. That approval be granted to award Phase 2 for the provision of Construction Liaison Services for the Des Newman Blvd. Overhead at CP Rail in an estimated amount of $62,000.00 (plus applicable taxes, CPI) subject to satisfactory performance and subject to budget approval; and, 5. That the Mayor and Clerk be authorized to execute the contract documents.

1. That the annual statement of Development Charge and Parkland Reserve Funds as at December 31, 2018 be received as information; and, 2. That the annual update on the Non-Statutory and Statutory Development Charge exemptions and the total Development Charge collections be received as information.

Page 8 of 20 Committee of the Whole Minutes June 17, 2019 - 7:00 PM 1. That the Town of Whitby accept the low bid as submitted by Premier North Ltd. in the amount of $226,482.00, (plus applicable taxes) for all labour, materials, equipment and supervision necessary to complete the replacement of culverts on Conlin Road as required by the Town of Whitby; 2. That the Total Project Cost of $296,500.00 be approved; and, 3. That the Mayor and Clerk be authorized to execute the contract documents.

1. That report CS 38-19 be received for information; 2. That staff be directed to amend the “Memorandum of Understanding between the Corporation of the Town of Whitby and the Downtown Whitby Business Improvement Area Board of Management” to include support for in-kind services of up to an annual maximum of $5,000, subject to the Town’s ability to deliver the services for Town Supported Events managed by the BIA Board of Management; 3. That the following events be considered “Town Supported Events” for 2019 in accordance with the Town’s Special Events Policy,: Cherries on the Promenade, Beer Fest and Christmas Market; 4. That the Town Clerk be authorized to execute the MOU, and be delegated the authority to make amendments thereto subject to Page 9 of 20 Committee of the Whole Minutes June 17, 2019 - 7:00 PM such amendments being mutually agreed upon by the BIA Board of Management and the relevant Town Departments; and, 5. That Item MD-4779 be removed from the New and Unfinished Business List.

1. That the Town of Whitby accept the low bid as submitted by Hard-Co Construction Ltd. in the amount of $4,240,135.00 (plus applicable taxes) for all labour, materials, equipment and supervision necessary for the reconstruction of Centre Street South and Gilbert Street West; 2. That the Town of Whitby’s portion of the Total Project Cost in the amount of $3,470,000.00 be approved; and, 3. That the Mayor and Clerk be authorized to execute the contract documents.

That the main motion be amended to add the following as Item 3: That an education and training session be held involving Council and Staff in Q3 2019, being early in the 2020 budget process, for the purpose of discussing potential changes in the priority of projects in 2020 and long range financial planning impacts arising from the shortfall in the development charges collection and the potential impact of Bill 108.

The main motion, as amended, was then

1. That the Town of Whitby accept the low bid as submitted by Royalcrest Paving and Contracting Ltd in the amount of $689,000.00, (plus applicable taxes) for all labour, materials, equipment and supervision necessary to complete Central Park Renovation as required by the Town of Whitby; 2. That the total project cost including contingency of $912,030.40 be approved; and, 3. That the Mayor and Clerk be authorized to execute the contract documents.

That Office of the Town Clerk Report, CLK 06-19, be

Page 13 of 20 Committee of the Whole Minutes June 17, 2019 - 7:00 PM 1. That Public Works Report PW 22-19 on the status of existing Town of Whitby infrastructure assets be received for information; 2. That Council endorse the following recommendations for future versions of the MAMP: a. To continue to develop robust condition assessment programs, for all asset categories on a pre-determined schedule to keep data current and accurate; b. To continually research new technologies/available preventative maintenance and rehabilitation strategies to minimize lifecycle costs; c. To review the high priority projects identified within the MAMP and incorporate them into the Capital Budget/9 Year Forecast on an annual basis; d. To review asset management software needs and implement a solution to provide efficiencies; e. To update the MAMP and report to Council on an annual basis; f. To incorporate the findings of the Long Range Financial Plan into the MAMP; and, g. To review and update the Asset Management Policy and Governance at least every five years. In addition, future phases of the MAMP should include: h. To develop quantifiable relationship matrices between major capital infrastructure and future operating costs to assist in managing long-term sustainability of public assets; i. To incorporate the future near term assumption of assets from planned growth and Development Charges Study into the next phase of the MAMP (e.g. West Whitby); j. To identify through the Asset Management

1. That Council Approve an 11 month lease agreement between the Town of Whitby and the Okanagan Hockey Group for meeting space in the upper mezzanine of Iroquois Parks Sports Centre from August 11, 2019 to July 30, 2020 (the “Lease Agreement”); 2. That Staff be authorized to negotiate the terms and conditions of an extension agreement, if agreed to by the parties; and, 3. That the Mayor and Clerk be authorized to execute the Lease Agreement and sign any other related and necessary documents to the Lease Agreement.

1. That Council receive this report as information; and, 2. That Council endorses the 2019 Accessibility Advisory Committee Work Plan.

1. That Council receive CAO Report 18-19 as information; and, 2. That Council approve the proposed Business Planning process outlined in this report.

1. That Report CAO 16-19 be received; 2. That staff be authorized to negotiate a lease agreement for a six year term with Graywood Developments Ltd. for office space located at 3000 Garden Street (Whitby Town Square) on such terms as set out in Report CAO 16-19; 3. That the Mayor and Clerk be authorized to sign the lease agreement including any and all documentation necessary to give effect thereto; 4. That the lease and operating costs be added to the 2020 Operating Budget; 5. That one-time capital costs of $278,000 be funded from a source determined by the Treasurer; 6. That the CAO and the Commissioner of Corporate Services/Treasurer be authorized to enter into any ancillary agreements for the purchase of goods or services to expedite the relocation of staff to the leased premises; 7. That the leased office space be designated by Council as a municipal capital facility to exempt the space from taxation for municipal and education purposes; and, 8. That the Clerk be directed to prepare a by-law for Council’s approval to designate the leased space as a municipal capital facility, and to prepare and issue all documentation necessary to give effect thereto.

Whereas providing a land acknowledgement at the beginning of a meeting gives time for reflection and demonstrates recognition of Indigenous lands, treaties, and people; Whereas Indigenous peoples have been acknowledging the land at the beginning of gatherings, ceremonies, and event for time immemorial; Whereas providing a land acknowledgement involves making a statement recognizing the traditional territory of the Indigenous people who called the land home before the arrival of settlers; Whereas providing a land acknowledgement involves thinking about what changes can be made going forward in order to further the reconciliation process; and, Whereas providing a land acknowledgement marks a small and important step in the process of reconciliation and honours the land and Indigenous presence which dates back over 10,000 years; Now Therefore be it Resolved: That Staff be directed to bring forward an amendment to the Procedure By-law to incorporate a land acknowledgement after the Moment of Reflection at the beginning of each Regular Council meeting.

That Item 12.3, Whitby Youth Day, be

That the meeting adjourn.