TOWN OF WHITCHURCH - STOUFFVILLE COUNCIL MINUTES Tuesday, March 22, :00 pm

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1 Chair: Mayor Altmann TOWN OF WHITCHURCH - STOUFFVILLE COUNCIL MINUTES Tuesday, March 22, :00 pm Council Chambers 111 Sandiford Drive The regular meeting of Council was held at the municipal offices, on the above date and time. All members of Council were present, with the exception of Councillor Smith. Staff Present: Marc Pourvahidi, Michele Kennedy, Rob Flindall, Rob Raycroft, Rob McKenzie, Alan Drozd, Liz Araujo, Isabel Leung and Samantha Kong. 1. CALL TO ORDER 2. RECOGNITIONS, if applicable None. 3. INTRODUCTION OF ADDENDUM ITEMS 1. Memorandum from Manager of Finance/Treasurer, re: Budget and Audit Report 1 Development Charges By-law Update 2. Memorandum from Manager of Municipal Law Enforcement, re: Additional Correspondence Report 12 Discharge of Firearms 4. CONFIRMATION OF AGENDA MOVED by Councillor Kroon 1) THAT Council defer Report 12 Enactment of a Revised Discharge of Firearms By-law (C01) to a future Council meeting in September 2016; 2) AND THAT Council consider Report 16 prior to Report 1; 3) AND THAT Council confirm the agenda as amended. AS AMENDED Page 1 of 17

2 5. DECLARATIONS None. 6. ADOPTION OF MINUTES MOVED by Councillor Lovatt SECONDED by Councillor Hargrave THAT the minutes of the regular meeting of Council March 1, 2016 be adopted as circulated. 7. OUTSIDE PRESENTATIONS, if applicable None. 8. DELEGATIONS, if applicable 1. SOUTHLAKE REGIONAL HEALTH CENTRE FOUNDATION - ERIN ROGERS (deferred from March 1, 2016 Council Meeting) Ms. Rogers presented an overview of the programs available at Southlake Regional Health Centre and encouraged Council to participate in the Municipal Challenge at the Run or Walk for Southlake on May 1, MOVED by Councillor Ferdinands SECONDED by Councillor Hargrave THAT Council receive the delegation by Erin Rogers regarding Southlake Regional Health Centre Foundation for information. 9. RESOLUTION TO MOVE INTO BUDGET AND AUDIT COMMITTEE MOVED by Councillor Ferdinands SECONDED by Councillor Lovatt THAT Council move to Budget and Audit Committee. Page 2 of 17

3 10. REPORTS 1. DEVELOPMENT CHARGES BY-LAW UPDATE (F21) MOVED by Councillor Ferdinands 1) THAT Council adopt the assumptions contained within the 2016 Development Charges Update Study (DCUS) dated February 18, 2016 as presented in Attachment 1 ; 2) AND THAT Council approve, in principle, the capital projects listed in the Development Charges Update Study, subject to further review as part of the annual capital budget deliberation; 3) AND THAT Council adopt by resolution that no further public meetings are required under the Development Charges Act, 1997, for the review and consideration of the Development Charges Update Study dated February 18, 2016; 4) AND THAT Council consider for approval at the April 19, 2016 Council meeting, a by-law to establish the collection of development charges at the new rates for residential and nonresidential growth within the Town; 5) AND THAT Council approve deferral of other building fees in the same fashion and subject to the same terms as provided within the Development Charge by-law. 2. STATEMENT OF REMUNERATION AND EXPENSES FOR THE MAYOR AND COUNCILLORS, AND STATEMENT OF STIPEND TO MEMBERS OF COMMITTEES FOR 2015 (F09) MOVED by Councillor Kroon SECONDED by Councillor Lovatt 1) THAT Council receive the Statement of Remuneration and Expenses for Mayor and Councillors, Board or Committee Members of the Town of Whitchurch-Stouffville for 2015," as presented in Attachment 1, for information; Page 3 of 17

4 2) AND THAT Council direct staff to report to Council with an itemized statement of remuneration for each member of Council detailing all expenditures on a quarterly basis; 3) AND THAT Council direct staff to provide information by the second regularly scheduled Council meetings after the end of each quarter; 4) AND THAT for 2016, Council direct staff to publish the first two quarters concurrently by the second regularly scheduled Council meeting after June 30, AS AMENDED 3. REPORTING REQUIREMENTS UNDER THE ONTARIO BUILDING CODE ACT/REGULATIONS FOR 2015 FISCAL YEAR (F05) MOVED by Councillor Ferdinands 1) THAT Council receive the 2015 statement of revenue and expenses for the Town s Building Services, for information; 2) AND THAT Council authorize the Treasurer to adjust the contribution amount from the legislated Building Code Act Reserve Fund for the year end of 2015, accordingly. 11. ADJOURNMENT OF BUDGET AND AUDIT COMMITTEE MOVED by Councillor Lovatt SECONDED by Councillor Hargrave THAT there being no further business, Council adjourn the Budget and Audit Committee meeting at 3:35 p.m. Page 4 of 17

5 12. COUNCIL CONSIDERATION OF RECOMMENDATIONS OF BUDGET AND AUDIT COMMITTEE MOVED by Councillor Upton SECONDED by Councillor Ferdinands THAT Council approve all reports on the Budget and Audit agenda, with the exception of the reports that have been deferred, deleted or listed for separate discussion, and adopt the recommendations contained therein. Note: Liz Araujo, Treasurer/Manager of Finance, departed the Council Meeting after Budget & Audit Committee. 13. RESOLUTION TO MOVE INTO COUNCIL IN COMMITTEE MOVED by Councillor Lovatt SECONDED by Councillor Kroon THAT Council move to Council in Committee. 14. DETERMINATION OF REPORTS ON THE CONSENT AGENDA REQUIRING SEPARATE DISCUSSION Items 1, 2, 4, 5, 11, 13, 14, 15, 16, and 17 were identified for separate discussion. 15. ADOPTION OF REPORTS ON CONSENT AGENDA NOT REQUIRING SEPARATE DISCUSSION MOVED by Councillor Ferdinands SECONDED by Councillor Hargrave THAT Council approve reports 1 to 17, with the exception of items that have been deferred, deleted or listed for separate discussion, on the regular agenda, and adopt the recommendations contained therein. 16. STAFF PRESENTATIONS, if applicable None. Page 5 of 17

6 17. CONSIDERATION OF REPORTS ON THE CONSENT AGENDA REQUIRING SEPARATE DISCUSSION 16. PROPOSED TELECOMMUNICATION TOWER INSTALLATION 5295 DURHAM ROAD 30 CITY OF PICKERING (D11) MOVED by Councillor Hargrave SECONDED by Councillor Ferdinands 1) THAT Council take no position concerning the application by Shared Network Canada for the proposed Telecommunication Antenna Tower Installation at 5295 Durham Road 30; 2) AND THAT Council authorize staff to advertise the proposal on social media and other communication channels to facilitate input from area residents to the applicant, City of Pickering and Industry Canada; 3) AND THAT Council direct staff to forward a copy of Council's resolution and the Development Services Department Report to Shared Network Canada, the City of Pickering and Industry Canada. 1. SITE PLAN APPLICATION & RELEASE OF HOLDING SYMBOL SANDIFORD DRIVE - CANADIAN MAR THOMA CHURCH SPA & ZBA (D11 & D14) MOVED by Councillor Upton SECONDED by Councillor Lovatt 1) THAT Council endorse in principle for a period of one year to March 22, 2017 the site plan drawings forming Attachment Nos. 2, 3 and 4 showing a 2,133 m2 (22,960 ft2) place of worship at 159 Sandiford Drive; 2) AND THAT Council approve the incorporation of any minor revisions to the site plan drawings, as approved by the Director, Development Services and/or Director, Public Works and/or the Fire Chief into the Site Plan Control Agreement referred to in Recommendation 3) below; Page 6 of 17

7 3) AND THAT Council approve the preparation of a Site Plan Control Agreement between The Canadian Mar Thoma Church, Toronto and the Town to permit the construction of a place of worship; 4) AND THAT Council designate by Municipal By-law the Fire Route shown on the approved plans and the Owner shall install at its own expense No Parking Fire Route signs to the satisfaction of the Fire Department; 5) AND THAT Council authorize the Mayor and Clerk to execute the Site Plan Control Agreement the registration on title of which shall be deemed to confer approval of the site plan drawings referred to in Recommendation 1) above for the purposes of Section 41 of the Planning Act; 6) AND THAT Council enact By-law No ZO, being a Bylaw to amend the zoning in Comprehensive Zoning By-law ZO from Employment Business Park - Holding Symbol EBP(h) to Employment Business Park (EBP) on the subject property. 2. TERMS OF REFERENCE MAIN STREET RECONSTRUCTION (F18) MOVED by Councillor Lovatt 1) THAT Council endorse, in principle, the Terms of Reference for the Main Street reconstruction project as presented in this report; 2) AND THAT Council approve the establishment of a Steering Committee to guide the project, as amended: - 3 members of Council - Chief Administrative Officer - Director, Public Works - Director, Development Service - 1 representative from Downtown Stouffville Working Group - 1 representative from Heritage Advisory Committee - 1 representative from Accessibility Advisory Committee - 1 representative from the Chamber of Commerce - Up to 4 members of the public; Page 7 of 17

8 3) AND THAT Council appoint Councillors Lovatt, Upton, and Hargrave as members of Council to Main Street Reconstruction Steering Committee, on a rotating basis or as desired. AS AMENDED 3. MUNICIPAL DRINKING WATER SYSTEM FINANCIAL PLAN UPDATE (E08/F05) Council in Committee recommends: 1) THAT Council approve the update to the Financial Plan # A; 2) AND THAT Council authorize the Treasurer to submit Financial Plan # A as presented in Attachment 1 to both the Ministry of Environment and Climate Change (MOECC) and Municipal Affairs and Housing (MMAH), as required under Ontario Regulation 453/07; 3) AND THAT Council endorse, in principle, the projected rate increase included in the Financial Plan, subject to annual budget review and approval to ensure that the continued operation of the drinking water systems remains financially sustainable; 4) AND THAT Council authorize the Treasurer, Clerk and Mayor to sign all necessary documents to comply with the Act DRINKING WATER ANNUAL AND SUMMARY REPORT - BALLANTRAE-MUSSELMAN S LAKE AND STOUFFVILLE WATER DISTRIBUTION SYSTEM (E08) MOVED by Councillor Lovatt SECONDED by Councillor Ferdinands 1) THAT Council receive the report titled 2015 Drinking Water Annual and Summary Report - Ballantrae-Musselman s Lake and Stouffville Water Distribution System, dated March 22, 2016, for information. Page 8 of 17

9 5. HERITAGE DESIGNATION PROCESS (R01) MOVED by Councillor Hargrave SECONDED by Councillor Kroon 1) THAT Council direct the Heritage Advisory Committee to advise affected owners of properties being recommended for heritage designation; 2) AND THAT Council direct the Committee notify the Mayor and the Ward Councillor, prior to the Heritage Advisory Committee notifying a property owner of a recommendation to designate under the Ontario Heritage Act. 6. CONTRACT AWARD WS-RFP PROJECT MANAGEMENT AND ENGINEERING SERVICES FOR MUNICIPAL INFRASTRUCTURE CAPITAL WORKS PROJECTS (F18) Council in Committee recommends: 1) THAT Council award WS-RFP for Project Management and Engineering Services for Municipal Infrastructure Capital Works Projects to Municipal Engineering Solutions and Mettko Consulting Inc.; 2) AND THAT Council authorize the Mayor and Clerk to sign all necessary documents to execute the contracts for WS-RFP for Project Management and Engineering Services for Municipal Infrastructure Capital Works Projects. 7. CONTRACT AWARD FOR TENDER WS-RFT CATCH BASIN CLEANING ( ) (F18) Council in Committee recommends: 1) THAT Council approve a multi-year contract award for Catch Basin cleaning service to Joseph & Ross Environmental with an annual estimated value of $63, including HST, as per WS- RFT Catch Basin Cleaning for 2016, 2017 and 2018; Page 9 of 17

10 2) AND THAT Council authorize the Mayor and Clerk to sign all necessary documents to execute the contract for WS-RFT Catch Basin Cleaning for 2016, 2017 and 2018 between Joseph & Ross Environmental and the Town of Whitchurch-Stouffville; 3) AND THAT Council authorize staff to adjust the value of the Contract Award on an annual basis within approved Operating Budgets to accomplish the recommended scope of work, subject to satisfactory performance of the Contractor. 8. CONTRACT AWARD FOR WS-RFT LIGHT DUTY VEHICLES (F18) Council in Committee recommends: 1) THAT Council approve the award of Contract WS-RFT Supply and Delivery of 2016 Light Duty Vehicles, Parts A, B, D and G to Highland Chevrolet Buick Cadillac GMC Ltd.; 2) AND THAT Council approve the award of Contract WS-RFT Supply and Delivery of 2016 Light Duty Vehicles, Parts C, E and F to Blue Mountain Chrysler Ltd.; 3) AND THAT Council authorize the Treasurer to fund the variance of $42, above the approved budget required for the purchase of three (3) vehicles as identified in the report; 4) AND THAT Council authorize Staff to dispose of all surplus vehicle and equipment and return all proceeds from the disposal to Capital Reserves; 5) AND THAT Council authorize the Mayor and Clerk to sign all necessary documents to execute these agreements and complete the procurement for WS-RFT Page 10 of 17

11 9. CONTRACT AWARD - FRONT DECK MOWER REPLACEMENT (F18) Council in Committee recommends: 1) THAT Council approve the purchase of a new front deck mower from Hutchinson Farm Supply in the amount of $44,010 plus HST; 2) AND THAT Council authorize the Treasurer to use the trade in value of $6,000 plus HST as a new funding source to offset the cost of the mower; 3) AND THAT Council authorize the Mayor and Clerk to sign all necessary documents to purchase a new front deck mower from Hutchinson Farm Supply. 10. CONTRACT AWARD FOR MULTI-YEAR CONTRACT FOR ARMORED CAR SERVICES ( ) WITH BRINK S CANADA LIMITED (F18) Council in Committee recommends: 1) THAT Council approve the multi-year contract for Armored Car Services ( ) with Brink s Canada Limited; 2) AND THAT Council authorize the Mayor and Clerk to sign all necessary documents to execute the multi-year contract for Armored Car Services with Brink's Canada Limited. 11. WORLD AUTISM AWARENESS DAY (R06) MOVED by Councillor Upton SECONDED by Councillor Lovatt 1) THAT Council endorse the Report titled World Autism Awareness Day; 2) AND THAT Council approve the Zamboni wrap for the month of April at no cost. Page 11 of 17

12 12. ENACTMENT OF A REVISED DISCHARGE OF FIREARMS BY- LAW (C01) MOVED by Councillor Kroon 1) THAT Council defer report titled Enactment of a Revised Discharge of Firearms By-law (C01) to a future Council meeting in September AS AMENDED 13. ALL-WAY STOP STUDY (MILLARD STREET AT GLAD PARK AVENUE) (T07) MOVED by Councillor Upton SECONDED by Councillor Ferdinands 1) THAT Council enact By-law TR to implement an all-way stop at Millard Street and Glad Park Avenue ECONOMIC DEVELOPMENT STRATEGY (D02) MOVED by Councillor Lovatt 1) THAT Council endorse, in principle, the Economic Development Strategy, presented as Attachment 1 to this report; 2) AND THAT Council receive the supporting document to the Economic Development Strategy report titled Situational Analysis for the Town of Whitchurch-Stouffville, presented as Attachment 2 to this report, for information purposes; 3) AND THAT Council direct staff to schedule a meeting with Members of Council, Chamber of Commerce, Staff, and Downtown Stouffville Working Group, to discuss the Economic Development Strategy; 4) AND THAT Council direct staff to bring a report back to Council regarding the consultation with key stakeholders for Council s consideration. AS AMENDED Page 12 of 17

13 15. SUMMARY OF THE PUBLIC CONSULTATION SESSION HELD IN PREPARATION FOR THE RECONSTRUCTION OF ELM ROAD AND FAIRVIEW AVENUE (F18) MOVED by Councillor Upton SECONDED by Councillor Kroon 1) THAT Council receive the report titled Summary of the Public Consultation Session Held in Preparation for the Reconstruction of Elm Road and Fairview Avenue, dated March 22, 2016, for information. 17. FOLLOW UP ASSESSMENT, DOWNTOWN STOUFFVILLE FARMERS' MARKET (D18) MOVED by Councillor Lovatt 1) THAT Council direct staff to temporarily discontinue the Downtown Stouffville Farmer s Market at 6240 Main Street for 2016 to reorganize the event for AS AMENDED 18. CONSIDERATION OF DISCUSSION AGENDA REPORTS, if applicable None. 19. ADJOURNMENT OF COUNCIL IN COMMITTEE MOVED by Councillor Hargrave SECONDED by Councillor Ferdinands THAT there being no further business, Council adjourn the Council in Committee meeting at 5:05 p.m. Page 13 of 17

14 20. COUNCIL CONSIDERATION OF RECOMMENDATIONS MOVED by Councillor Kroon THAT Council approve all reports on the agenda, with the exception of the reports that have been deferred, deleted or listed for separate discussion, and adopt the recommendations contained therein. 21. INFORMATION/ACTION ITEMS FROM TOWN ADVISORY COMMITTEES None. 22. OUTSIDE RESOLUTIONS - REQUEST FOR ENDORSEMENT (C10) 1. CALL FOR NOMINATIONS SENIOR OF THE YEAR AWARD MOVED by Councillor Upton SECONDED by Councillor Ferdinands THAT Council receive the letter from Minister Responsible for Senior Affairs regarding 2016 Senior of the Year Award, for information. 2. TOWN OF NEWMARKET, RE: INSTALLATION OF ENTRANCE SIGNS HIGHWAY 404 MOVED by Councillor Upton SECONDED by Councillor Kroon THAT Council endorse the letter from the CAO of the Town of Newmarket regarding Installation of Entrance Signs at Highway 404. Page 14 of 17

15 3. OUTSIDE RESOLUTION - CITY OF MARKHAM, RE: REQUEST TO LIMIT JURISDICTION OF THE OMB MOVED by Councillor Kroon THAT Council receive the resolution from City of Markham Council regarding Request Government of Ontario to Limit Jurisdiction of the Ontario Municipal Board, for information. 23. NOTICES OF MOTION None. 24. RESOLUTIONS FROM MEMBERS OF COUNCIL None. 25. RESOLUTION TO HOLD AN IN CAMERA MEETING, if required Not required. 26. BY-LAWS WITH REPORTS Note: By-law HU BEING A BY-LAW to regulate the discharge of firearms within the Town of Whitchurch-Stouffville, was deferred along with Report #12 to a future Council meeting in September MOVED by Councillor Lovatt SECONDED by Councillor Kroon THAT Council read the following by-laws a first, second, and third time and passed: ZO BEING A BY-LAW to amend By-law No ZO of the Town of Whitchurch-Stouffville TR BEING A BY-LAW to amend By-law Number TR, to regulate traffic in the Town of Whitchurch-Stouffville on Millard Street and Glad Park Avenue Page 15 of 17

16 27. BY-LAWS NOT ASSOCIATED WITH REPORTS MOVED by Councillor Ferdinands THAT Council read the following by-laws a first, second, and third time and passed: RD BEING A BY-LAW to provide for the numbering of buildings along highways shown on Registered Plan 65M-4412 (Edge Valley Road, Creekland Avenue, Westlawn Cresent, Green Spruce Road, Greendale Avenue, Glad Park Avenue, Kellington Trail) and to repeal By-Law RD RD BEING A BY-LAW to provide for the numbering of buildings along highways shown on Registered Plan 65M-3890 (Amos Lehman Way, Isabella Garden Lane, Reeves Way Boulevard, Harry Saunders Avenue, Fred Silvester Road, Ken Laushway Avenue, Walter Sangster Road, Richard Underhill Avenue, Richard Coulson Crescent, Hiram Johnson Road, Joseph Todd Road, William Stark Road, Weldon Woods Court) and to repeal By-Law RD 28. CONFIRMATORY BY-LAW MOVED by Councillor Hargrave SECONDED by Councillor Lovatt THAT Council read Confirmatory By-law MS a first, second, and third time and passed. 29. LIST OF PROCLAMATIONS MADE (M00) 1. SOCIAL WORK WEEK - March 7-13, 2016 Page 16 of 17

17 30. MOTION TO ADJOURN MOVED by Councillor Ferdinands SECONDED by Councillor Kroon THAT there being no further business the Council meeting be adjourned at 5:09 p.m. 31. COMMENTS FROM MEMBERS OF COUNCIL APPROVED at the Town of Whitchurch-Stouffville this 5 th day of April, Isabel Leung, Deputy Clerk Mayor Justin Altmann Page 17 of 17