OF WHITCHURCH-STOUFFVILLE COUNCIL IN COMMITTEE MINUTES TUESDA Y, NOVEMBER 6, :00 p.m. Chair: Mayor Emmerson

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1 " TOWN OF WHITCHURCH-STOUFFVILLE COUNCIL IN COMMITTEE MINUTES TUESDA Y, NOVEMBER 6, :00 p.m. Chair: Mayor Emmerson The regular meeting of Council in Committee was held at the municipal offices on the above date and time. All Members of Council were in attendance. Staff present: Dave Cash, Michele Kennedy, Torn Graham, Torn Parry, Chris Powers, Marc Pourvahidi, Paul Whitehouse, Dianne Busato RECOGNITIONS - None at this time INTRODUCTION OF CHIEF ADMINISTRATIVE OFFICER APPROVED ADDENDUM ITEMS #12 - Community Wide Lead Sampling and Testing Program Report Report #4 memorandum Ontario Inc. (Sheriff Corporation) - change made to recommendation #3. Re~ort #13 memorandum - Award of RFP report deferred to November 20t,2007 CONFIRMATION OF AGENDA MOVED by Councillor Smith SECONDED by Councillor Hargrave THAT the Agenda be confirmed as circulated with one addendum report, and two memorandums. DECLARATIONS - There were no declarations from members of Council. ADOPTION OF MINUTES MOVED by Councillor Bannon SECONDED by Councillor Hilton THAT the minutes of the Council in Committee meeting dated October 16, 2007, be adopted as circulated.

2 .., Council in Committee Minutes November 6,2007 DETERMINATION OF REPORTS ON THE CONSENT AGENDA REQUIRING SEPARATE DISCUSSION The following items were identitied for separate discussion: Items # 1,3,4, 12 APPROVAL OF REPORTS ON THE CONSENT AGENDA NOT REQUIRING SEPARATE DISCUSSION MOVED by Councillor Bannon SECONDED by Councillor Ferdinands THAT Items 1 to 12 on the regular agenda be approved, with the exception of items that have been deferred, deleted or listed for separate discussion, and the recommendations contained therein adopted. DELEGATIONS <I) ACCESSIBILITY ADVISORY COMMITTEE (C10-CO &C11) Heather Andrews addressed Council with updates on areas the committee has been involved in and an outline of future plans for 2007/08. Some items included two workshops presented for the community, a brochure for new residents, review of accessible parking spaces, working with town staff and GO Transit to improve the access to the accessible train car from the parking lot, reviewing new site plans, audited town owned buildings or leased offices for accessibility issues. Future plans focus on an emergency preparedness workshop, disability awareness for students and the community, long term goals of making the business community aware of the various disabilities and accessibility to businesses. MOVED by Councillor Bannon SECONDED by Councillor Ferdinands THAT the delegation from Heather Andrews on behalf of the Accessibility Advisory Committee be received;

3 Council in Committee Minutes November 6,2007 AND THAT the following resolution be referred to budget time for the 5 year forecast. "The Accessibility Advisory Committee ask for Council's support to include in the 5 year capital forecast the redevelopment of the Stouffville downtown core in order to make that area more accessible through the replacement of the interlocking paving brick and by widening the sidewalks in order to provide for accessible access to the commercial establishments on Main Street.» (Ii) STRAWBERRY FESTIVAL COMMITTEE (C10-CO & M03) Laura Roessler, Chair of the WfS Strawberry Festival addressed Council with information on the festival which brings over 30,000 people to Stouffville during the July 1 st weekend. They aim to add more events, vendors, and activities each year. More cultural events, baseball tournament and a 5 kilometre run were suggested for next year. There is a core committee of twelve and they have up to fifty volunteers. Each year more volunteers are needed. Councillor Bartley and Councillor Hargrave have volunteered to sit on the committee. Financial statements for 2007 and projected expenses for 2008 were submitted. MOVED by Councillor Bartley SECONDED by Councillor Hargrave THAT the delegation and copies of financial statements presented by Laura Roessler on behalf of the Strawberry Festival Committee be received. (iii) WHISTLE RADIO Deferred to a future date STAFF PRESENTATIONS - None at this time

4 CONSIDERATION OF REPORTS ON THE CONSENT AGENDA 1. SALES OFFICE AGREEMENT ONTARIO LIMITED 481 RUPERT AVENUE - SENIOR CONDOMINIUM RESIDENCES (C10-DV & 007) MOVED by Councillor Hilton SECONDED by Councillor Smith 1) THAT the site plan and agreement for the sales office proposed by Ontario Limrted for the sale of new condominium units in the proposed senior condominium residence at 481 Rupert Avenue be approved; 2) AND THAT the Mayor and Clerk be authorized to sign a sales office agreement between Ontario Limited and the. 2. DEDICATION OF BLOCKS AS PUBLIC HIGHWAY - REEVES WAY BOULEVARD - REGISTERED PLAN 6SM-3890 (C10-DV & 012) 1) THAT By-law No RD, being a by-law to establish certain Blocks within registered plan of subdivision 65M-3890 as public highway and declare them to form part of Reeves Way Boulevard, be enacted. 3. AGREEMENT - LEBOVIC ENTERPRISES LIMITED AND ONTARIO LIMITED - STAGE 3 - DRAFT PLAN 19T(W) (C10-DV & 012) MOVED by Councillor Smith SECONDED by Councillor Hilton 1) THAT the Pre-servicing Agreement between Lebovic Enterprises Limited, Ontario Limited and the Whrtchurch-Stouffville be approved;

5 vi Town of 2) AND THAT the Mayor and Clerk be authorized to sign a Pre-servicing Agreement between Lebovic Enterprises Limited, Ontario Limited and the. 4. SUBDIVISION AGREEMENT ONTARIO INC. (SHERIFF CORPORATION) - DRAFT PLAN OF SUBDIVISION 19T(W) (C10-DV & D12) MOVED by Councillor Hilton SECONDED by Councillor Smith 1) THAT the Subdivision Agreement between Ontario Inc. (Sheriff Corporation) and the Whitchurch-Stouffvilie be approved subject to any revisions recommended by the Town's solicitor; 2) AND THAT the Mayor and Clerk be authorized to sign a Subdivision Agreement between Ontario Inc. (Sheriff Corporation) and the ; 3) AND THAT Ontario Inc. be granted development charge credits in the order of $450, for the oversizing of the storm sewers on Mostar street in conjunction with the Town's Main Street Reconstruction project and consistent with the Town's "Development Charge Background Study". 4) AND THAT staff be directed to prepare a review of the process and events that led up to and including the removal of the trees and hedgerows on the Sherriff Corporation lands; 5) AND THAT the review should include recommendations for measures to be put in place to ensure future occurrences of unwarranted tree removal on development lands are stopped. 6) AND THAT Section ofthe subdivision agreement should read Director of Development Services and not Director of Public Works. CARRIED AS AMENDED.

6 VVhHchurch-StouffVflle 5. STREET NAME CHANGE - BY LAW RD TOVTEL GERANIUM RESIDENTIALCONDOMINIUM SUBDIVISION 19T(W) A (C10 DV & 012) 1) THAT Council waive the street naming public notice requirements outlined in Appendix A of By-law MS; 2) AND THAT By-law No RD, being a By-law to establish the naming of the streets in the Tovtel Geranium condominium residential Phase 1A subdivision, identified as Expedition Crescent, Latitude Lane, Crow's Nest Way, Magnetic Lane, All Points Drive, Azimuth Lane, Bearings Avenue, Eastwind Drive, Northwest Passage and Lodestone Lane, be enacted; 3) AND THAT By-law No RD, being a By-law to establish the naming of the streets in the Tovtel Geranium condominium residential Phase 1A subdivision, identified as Expedition Crescent. Austral Lane, Crow's Nest Way, Magnetic Lane, All Points Drive, Azimuth Lane, Bearings Avenue, Eastwind Drive, Northwest Passage and Lodestone Lane, be repealed. 6. FIRE PROTECTION AGREEMENT - TOWNSHIP OF UXBRIDGE (C10 FR & P03) 1) THAT the Mayor and Clerk be authorized to sign the Fire Protection Agreement between the Township of Uxbridge and the Whitchurch Stouffville, to the satisfaction of the CAO and the Town Solicitor; 2) AND THAT the Fire Chief provide a mid-term progress report to Council as set out in the Agreement; 3) AND THAT the additional revenue generated from the 2007 retainer fee be directed towards the improvements of the new standardized fire ground Accountability System for both fire departments.

7 COUNCIL IN COMMITTEE AND COUNCIL MEETING TIMES & CHRISTMAS/NEW YEAR CLOSURE OF TOWN ADMINISTRATIVE OFFICES (C10-CO & COO) 1) THAT in the month of January, 2008, the Council in Committee and Council meetings will be held on the third Tuesday (January 15 th ) at the hour of 3:00 p.m. local time; 2) AND THAT a summer meeting be scheduled for July 29th, 2008, at the hour of 1 :00 p.m. local time; and if deemed necessary August 19th, 2008; 3) AND THAT the hours of operation for non-essential service and municipal offices over Christmas/New Year be approved as follows: December 24, 2008 closed at noon (Wednesday) December 25, 2008 Statutory holiday (Thursday) December 26, 2008 Statutory holiday (Friday) December 27,2008 Saturday December 28, 2008 Sunday December 29, 2008 Monday (closed) December 30, 2008 Tuesday (closed) December 31, 2008 Wednesday (closed) January 1, 2009 Statutory holiday (Thursday) January 2, 2009 Friday (closed) January 3, 2009 Saturday January 4, 2009 Sunday January 5, 2009 Offices open 8:30 a.m. for ) AND THAT staff be required to use a floater holiday, vacation or lieu time for those week days that the offices are closed and not designated as holidays; 5) AND FURTHER THAT with the above schedule, staff would be required to use their floater holiday, vacation or lieu time to make up a total of 3 Y, days during the Christmas break.

8 Whitchurch-Stouffvifle 8. ANNUAL DONATION IN LIEU OF OVERNIGHT PARKING INFRACTION FINE PAYMENT (C10-CL & P01) 1) THAT Council approve an annual donation in lieu of overnight Parking Infraction fine payment for the first 250 Notices issued during the period of December 1 51 through 101h; 2) AND THAT staff be directed to attach a flyer to the Parking Infraction Notice informing residents of the donation option of payment. 9. EXEMPTION FROM SITE PLAN CONTROL - McDonalds Restaurants of Canada Ltd Sandiford Drive, Stouffville Planning File No. SPA (C10-DV & 011) 1) THAT By-law No , as amended, be further amended to exempt McDonalds Restaurant from Site Plan Control to permit the construction of an addition of approximately 72 square metres «784 sq. ft.) to provide additional seating and a "Playspace" at their existing restaurant at 28 Sandiford Drive, Stouffville; 2) AND THAT By-law No SI be enacted to implement this recommendation. 10. TENDER WS-T WATERMAIN IMPROVEMENTS MILLARD ST. AND DONNA LEE TRAIL (C10-PW & E08) 1) THAT tender WS-T for the construction ofwatermains on Millard St. from Greenwood Road to Hemlock Drive and on Donna Lee Trail from Sullivan Lane to Main St. be awarded to Ontario Inc. operated as Hollingworth Construction; 2) AND THAT the Mayor and Clerk be authorized to sign an agreement between Ontario Inc. ola Hollingworth Construction and the.

9 o BUDGET AMENDMENT (C10-FI & F05) Amendment 1 1) THAT staff be authorized to amend the 2007 Capital Budget to include the purchase of land from York Region District School Board for a total value of $1,219,575, plus legal fees; 2) AND THAT the funding for this expenditure be provided as follows: a) Provision of 125 hours of non-prime ice rental fees and track usage over 10 years, valued at approximately $201,250. b) Building Permit Grant, equivalent to $0.35/square foot for the next 5 schools built in, valued at approximately $105,000. c) Five annual payments amortized over 5 years from Park Trust. Starting in 2008, with no interest ($182,665/yr) or approximately $913,325, plus fees. Amendment 2 3) AND THAT staff be authorized to amend the 2007 Capital Budget to include the land purchased from Golf Leasehold for municipal purposes, for a total cost of $750,000, plus fees. 4) AND THAT funding for this expenditure be provided from: a) DC - 30% b) Park Trust - 26% c) Capital Reserve - 44% 12. COMMUNITY WIDE LEAD SAMPLING AND TESTING PROGRAM (C10-FR & A19) MOVED by Councillor Smith SECONDED by Councillor Hilton 1) THAT the report regarding the establishment of a Community wide lead

10 sampling and testing program for the Town's Large municipal water distribution systems and private property be received; 2) AND THAT in accordance with Ontario Regulation 170/03 of the Ontario Safe Drinking Water Act that lead sampling be undertaken commencing mid December 2007; 3) AND FURTHER THAT the petition the Ministry of Environment to provide the necessary funding to municipal operation authorities to offset the costs of lead sampling and testing on private property. INFORMATION/ACTION ITEMS FROM TOWN ADVISORY COMMITTEES There were no information/action items. NOTICES OF MOTION The following Notice of Motion was read into the record and shall be dealt with at the Committee meeting scheduled for November 20,2007. TREE CONSERVATION PLAN WHEREAS in recent years there have been several instances of unauthorized tree cutting on and near lands planned for future development, and whereas incidents are continuing to occur; AND WHEREAS the Official Plan 2004 states in Section that "Prior to development of any lands, a Tree Conservation and Planting Plan shall be required..;" AND WHEREAS the Official Plan 2004 also states in Section 3.6 that "The Town shall... develop better enforcement practices; AND WHEREAS there is the appearance that the Town has not been enforcing the requirements for a Tree Conservation and Planting Plan, and also that there is the appearance that there are no penalties for landowners not conforming to the Official Plan requirements concerning Tree Conservation;

11 11 WMtchurch-Stouffville THEREFORE be it resolved that Town Staff be requested to immediately begin to enforce the Official Plan requirements for a Tree Conservation and Planting Plan prior to the development of any lands; AND FURTHER that the Town immediately commence a review of Enforcement Practices concerning Official Plan Tree Conservation Policies, including development of Penalties for any Offences relating to these policies; AND THAT staff report back to Council at their earliest possible date recommendations for Council to approve concerning these matters. RESOLUTIONS FROM MEMBERS OF COUNCIL There were no resolutions at this time. VERBAL REPORT, REGION OF YORK There was nothing to report from the Region RESOLUTION TO HOLD AN IN CAMERA MEETING - No meeting required ADJOURNMENT MOVED by Councillor Bartley SECONDED by Councillor Hargrave THAT there being no further business the Council in Committee meeting be adjourned at 8: 13 p.m.