Regular Council Meeting

That the minutes be adopted.

That the proclamations for the 150th Anniversary of the Sport of Page 3 of 27 Regular Council Minutes June 05, 2017 - 7:00 PM Lacrosse, Canada's National Summer Sport - June 17, 2017, Bike Month - June 2017, Franco-Ontarian Day - September 25, 2017 and Hellenic Heritage History Month - March 2018 and the flag raising for Franco-Ontarian Day - September 25 to October 1, 2017, be endorsed.

That Report LS 10-17 be received for information.

1. That Council approve Zoning By-law Amendment Application Z- 05-17, subject to the conditions contained in Section 8 of Report PL 47-17; 2. That the Zoning By-law Amendment be brought forward for Council’s consideration; 3. That the applicant enter into a Letter of Undertaking with the Town to secure on-site engineering, landscaping and site easement requirements; and, 4. That the Mayor and Clerk be authorized to sign any necessary documents. Page 4 of 27 Regular Council Minutes June 05, 2017 - 7:00 PM

1. That Report PL 48-17 be received for information; and, 2. That the property located at 1207 Brock Street South be removed from the Town’s Heritage Register.

1. That Council approve the application for a Draft Plan of Condominium (CW-2017-01) subject to the conditions of approval in Section 8.0 of Planning and Development Report Item PL 50- 17; 2. That the Mayor and Clerk be authorized to execute the Condominium Agreement for the subject land; 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-21-16 subject to the conditions of approval as outlined in Section 8.0 of Planning Report PL 51-17; 2. That the applicant submit an application to the Committee of Adjustment for a minor variance to permit a school bus parking area in addition to the permitted use of a storage area for boats and trailers; and, 3. That the Mayor and Clerk be authorized to execute the Site Plan Agreement.

1. That Planning Report PL 49-17 be received as information; and, 2. That the Clerk forward a copy of Planning Report PL 49-17 to the Region of Durham, Planning and Economic Development Department.

That Staff report back on opportunities to reduce, merge or streamline the Advisory Committees of Council. Page 6 of 27 Regular Council Minutes June 05, 2017 - 7:00 PM

1. That the Town of Whitby accept the low tender of C&C Built Right Ltd. in the amount of $71,335.28 (excluding taxes) for the replacement of chain link fence as required by the Town of Whitby; 2. That the total estimated cost in the amount of $92,590.78 be approved; and, 3. That the Mayor and Clerk be authorized to execute the contract documents.

1. That the Town of Whitby accept the highest scoring proposal of Open Space Solutions Inc. in the amount of $104,509.54 (excluding applicable taxes) for the design, supply and installation of playground equipment; Page 7 of 27 Regular Council Minutes June 05, 2017 - 7:00 PM 2. That the total estimated project cost in the amount of $112,619.49 be approved; and, 3. That the Mayor and Clerk be authorized to execute the contract documents.

1. That the Town of Whitby accept the tender bid of R and N Maintenance in the amount of $226,800.00, (plus applicable taxes) for all labour, materials, equipment and supervision necessary to complete pavement routing and crack sealing as required by the Town of Whitby; 2. That the total estimated annual contract amount of $245,791.68 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 bid as submitted by Royalcrest Paving & Contracting Ltd. in the amount of $775,460.47, (inclusive of the Provisional Hydro Corridor Trail Section) (exclusive of applicable taxes) for all labour, materials, equipment and supervision necessary to complete the Asphalt Trail Landscape Construction; Page 8 of 27 Regular Council Minutes June 05, 2017 - 7:00 PM 2. That the total estimated project cost in the amount of $911,612.63 be approved; and, 3. That the Mayor and Clerk be authorized to execute the contract documents.

1. That Report CLK 15-17 be received for information; 2. That the pilot project to livestream Council and Standing Committee meetings become a permanent service; 3. That as a permanent service, live streaming be enhanced by adding Slide Presentation Integration, archiving meeting videos online and closed captioning meetings as identified in Section 5 of report CLK 15-17, subject to the Town Clerk’s satisfactory review of the vendor’s Slide Presentation Integration and closed captioning; and, 4. That the unplanned capital cost of $4,000 to add the Slide Presentation Integration be funded from one-time reserves.

That Council approve the revised Accountability and Transparency Policy included as Attachment #1.

1. That Report CLK17-17 of the Office of the Town Clerk be received for information; and, 2. That Council approve the Archiving Policy as shown in Attachment #1 appended to this report.

1. That Council approve the revised Flag Raising Policy appended as Attachment 1 to this report; and, 2. That an additional flag pole be installed at Town Hall for community organization flag raisings.

1. That Public Works Report PW 12-17 be received as information; and, 2. That Public Works Staff continue to provide Council with a status update on the Emerald Ash Borer (EAB) twice each calendar year.

1. That the Public Works report PW 16-17 be received for information; 2. That the Region of Durham Staff be requested to initiate an update of the Transportation Master Plan within 5 years from final adoption; 3. That the Region of Durham staff be requested to develop an implementation plan for the 5, 10 and 20 year planning horizons; 4. That the Region of Durham staff be requested to incorporate the following roadway network improvements in Whitby as part of the proposed Transportation Master Plan (TMP) update: a. Complete post Highway 407 and 412 traffic assessment of Regional roads to reaffirm improvement requirements (e.g. Winchester Road, Lake Ridge Road) and advance the widening of Thickson Road North between Taunton Road East and Highway 407 prior to the 2023 timeframe and that the widening of Winchester Road be limited to 3 lanes Page 11 of 27 Regular Council Minutes June 05, 2017 - 7:00 PM based on future planned urbanization and function; b. Incorporate the recommended transportation network improvement plans as included in the Town’s Brooklin Study (Secondary Plan and TMP). The draft Secondary Plan and TMP will be issued June 2017, with Council approval/ratification in September 2017; c. Advance the timing of Brooklin roadway network improvements in accordance with the Town’s Draft Brooklin Secondary Plan and TMP, as needed; d. Include support in principle of the need for the Town of Whitby to gain ownership of Highway 7/12 through Downtown Brooklin. Region staff a

That the main motion be amended by deleting Item 4 (a) and inserting the following as Items 4 (a), (b), and (c) and the recommendation renumbered accordingly: (a) Advance the widening of Thickson Road North between Taunton Road East and Winchester Road prior to the 2023 timeframe; (b) Complete post Highway 407 and 412 traffic assessment of Regional roads to reaffirm improvement requirements (e.g. Lake Ridge Road); and, (c) That Winchester Road between Anderson Street and Baldwin Street be limited to 3 lanes based on future planned urbanization and function.

That Council receive for information Whitby Fire and Emergency Services’ (WFES’) 2016 Annual Report.

That the annual Statement of Development Charge Reserve Funds as at December 31, 2016 be received as information.

That Report No. CS 58-17 of the Commissioner of Corporate Services/Treasurer be received as information.

1. That Report CS 64-17 be received for information; 2. That the Downtown Whitby BIA Board of Management Terms of Reference, approved by Council on May 1, 2017 be amended to including those pertaining to the annual BIA budget; and, 3. That a report related to the 2017 BIA levy be brought forward after the BIA board has been established, and a proposed budget has been developed and approved by Council.

That Council receive the report on West Whitby Front Ending agreement for Information.

That the main motion be amended by adding the following as Items 2, 3 and 4: 2. That the Mayor and Clerk be authorized to execute the West Whitby Front Funding Agreement(s) subject to such agreements being satisfactory to the Commissioner of Corporate Services, the Commissioner of Public Works and the Town Solicitor; 3. That Staff be directed to report back to Council in 2017 with any required adjustments to be made to the 2017 Development Charges rate; and, 4. That Report CS 65-17 be

That Report CS 66-17 from the Commissioner of Corporate Services / Treasurer is received as information.

1. That the Treasurer be authorized to opt in to the Industrial Conservation Initiative program for Iroquois Park Sports Centre for a period of July 1, 2017 to June 30, 2018 and execute the necessary documents; and, 2. That Council hereby delegate authority to the Treasurer to enter into future energy contracts, including incentive programs, on behalf of the Town of Whitby, and execute all necessary documents in accordance with this delegated authority as per the Signing Authority By-law.

1. That Council approve the Town of Whitby entering into a partnership agreement with the Durham District School Board to establish a Community Hub in Henry Street High School to serve Page 19 of 27 Regular Council Minutes June 05, 2017 - 7:00 PM as the South Youth Room as outlined in Community and Marketing Services Department Report CMS 29-17; and, 2. That Council authorize the Mayor and Clerk to sign the partnership agreement.

1. That the Town enter into a public-private-partnership with the Whitby Minor Baseball Association for the purchase, installation and maintenance of a scoreboard at Iroquois Park Sports Centre, Diamond 1 Murkar Field, as outlined in Community and Marketing Services Report CMS 30-17; 2. That the Town contribute $60,000 as identified in the 2017 Capital Budget towards the cost of the installation of the scoreboard; and, 3. That a Memorandum of Understanding outlining the responsibilities of the Town of Whitby and the Whitby Minor Baseball Association be executed.

That Council receive the Advancing Access to Affordable Recreation in Durham (AAARD) Report as information.

1. That the Town of Whitby acquire Part of Lots 31 and 32, Concession 3, being Parts 1 and 2, Plan 40R-29604, from Canadian Pacific Railway Company as shown on Attachment 1; 2. That the Town of Whitby authorize the payment of $78,600 to TFP Whitby Developments Inc. for facilitating the purchase of the property; 3. That the purchase of the property be funded from the property reserve fund; That the Clerk bring forward a by-law authorizing the purchase; and, 4. That the Mayor and Clerk be authorized to execute the required documents to give effect thereto.

That the Commissioner of Community and Marketing Services be directed to report back with opportunities to expand outdoor pickleball facilities in the Town, being in addition to the need for pickleball facilities identified through the Sports Facility Strategy adopted by Council in June, 2015.

That Staff be directed to report back with options for replacing, repairing or removing the black wrought iron fencing located north of Winchester Road, East of Thickson Road and South of Columbus Road (bordered on the east by Winchester Golf Club) and include the gazebo, made of the same material, on the north side of Winchester Road by the Storm Management pond.

That the main motion be amended by deleting the words "replacing, repairing or"

1. That the purchasing policy be revised to reflect the approval limits within the report as outlined; and, 2. That MD 3655 be removed from the Management Committee New and Unfinished Business List.

That the recommendations in Item 3.1, as contained in the confidential minutes of the Management Committee held on May 16, 2017, be adopted.

That leave be granted to introduce By-law # 7284-17 to # 7292-17 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.

1. That Council appoint the following individuals, nominated by the Downtown Whitby Business Improvement Area (BIA) Membership, as Directors of the BIA Board of Management for a term ending November 30, 2018 or until a successor is appointed: o Peter Bereckzi; o James Hobbs; o Karey-Anne Large; o Jamie Letros; Page 25 of 27 Regular Council Minutes June 05, 2017 - 7:00 PM o Michael Penney; o Bernadette Simms; o Chris van der Vliet; and, 2. That the Town Clerk notify each individual of their appointment.

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 June 5, 2017 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.