TOWN OF WHITCHURCH - STOUFFVILLE COUNCIL MINUTES Tuesday, June 16, :00 PM

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1 Chair: Mayor Altmann TOWN OF WHITCHURCH - STOUFFVILLE COUNCIL MINUTES Tuesday, June 16, :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 Hargrave. Staff Present: Marc Pourvahidi, Michele Kennedy, Rob Flindall, Rob Raycroft, Rob McKenzie, Carolyn Nordheimer James, Isabel Leung, Liz Araujo, Alan Drozd, Jennifer Cooper, Micole Rubinoff, Andrew Jurrius and Michael Bigioni. 1. CALL TO ORDER 2. RECOGNITIONS, if applicable Mayor and Council congratulated Public Works staff who finished First Place at the Annual York Municipalities Public Works Challenge held during National Public Works Week on Wednesday May 20, 2015 in the Town of Richmond Hill. The Mayor presented the trophy cup to Public Works Staff. 3. INTRODUCTION OF ADDENDUM ITEMS 1. Memorandum from the Director of Public Works, re: Addendum Item - Report 13: Contract Award for WS-RFT Glad Park Reconstruction (F18, T04) - Attachment 1 2. Memorandum from the Director of Public Works, re: Addendum Item - Report 7: Turning Movement Restriction - No Left Turn from 751 Hoover Park Drive (St. Brendan's School) (T08) - Attachment 2 3. REPORT 15: PLACES OF WORSHIP IN EMPLOYMENT BUSINESS PARK AREAS (D14)

2 4. BY-LAW ZO BEING A BY-LAW to effect interim control on certain Employment Business Park lands in the Community of Stouffville. 5. REPORT 16: DEVELOPMENT AGREEMENT - TOVTEL ENTERPRISES INC. AND STOUF CON EIGHT DEVELOPMENTS LTD.- PART OF LOT 2, CONCESSION 8, COMMUNITY OF STOUFFVILLE, FILE NO. 19T(W) (D12) 6. REPORT 17: GLENGROVE-ON-THE-PARK, Status Update for RUPERT AVENUE ONTARIO LIMITED 7. In-Camera Report of the Manager of Human Resources re: personal matters about an identifiable individual (Municipal Act, Sec. 239 (2)(b)). 8. In-Camera Verbal report from Legal Counsel re: Advice that is subject to solicitor-client privilege (Municipal Act, Sec 239 (2) (f)) (Code of Conduct) 4. CONFIRMATION OF AGENDA MOVED by Councillor Kroon SECONDED by Councillor Smith THAT the agenda be confirmed as amended. 5. DECLARATIONS Councillor Lovatt declared a conflict of interest regarding Report 16 due to personal reasons. 6. ADOPTION OF MINUTES SECONDED by Councillor Upton THAT the minutes of the regular meeting of Council June 2, 2015 and the special meeting of Council June 5, 2015 be adopted as circulated.

3 7. OUTSIDE PRESENTATIONS, if applicable 1. York IRRP Working Group, re: Development of a 20-year Electricity Plan for York Region Ms. Nicole Hopper, Planner, ieso, provided an overview of the York Region Integrated Regional Resource Plan, and discussion of the next steps in the development of longer-term options and community engagement for the area, including the formation of a Local Advisory Committee. The working group will work will municipal planners to monitor growth and its impact on electricity demand in the Region. A number of upcoming community engagement activities will provide input to the next regional planning cycle in SECONDED by Councillor Kroon THAT the presentation by York IRRP Working Group be accepted. 8. DELEGATIONS, if applicable 1. MotorFest: Tim Soukup Mr. Soukup provided an update to Mayor and Councillor about MotorFest, which is taking place on September 12, 2015 (rain date September 19). He also asked for the Town's continued partnership with this community event and provide them with the following items: Partial use of the North parking lot (York Region Police maintains some area and are also involved in the event with a booth and a few vintage police cars) and access to the TEVA ground in the south lot. 2 wooden platforms for cars to enter the TEVA grounds (Public Works has provided these in the past) 25 picnic tables 25 garbage and recycling bins 10 wooden traffic barriers

4 Use of the outdoor electrical and data connection (NE corner of building) for Whistle Radio and stage amplification. SECONDED by Councillor Lovatt THAT the delegation by Mr. Tim Soukup, re: MotorFest be referred to staff to provide all the equipment requested. 9. RESOLUTION TO MOVE INTO BUDGET AND AUDIT COMMITTEE SECONDED by Councillor Upton THAT Council move to Budget and Audit Committee. 10. REPORTS FINANCIAL STATEMENTS AND MUNICIPAL PERFORMANCE MEASUREMENT INDICATORS (F10) SECONDED by Councillor Lovatt 1) THAT Council receive the Municipal Auditor s Year-end and Audit Report presentation for information purposes; 2) AND THAT Council approve the Draft 2014 Audited Financial Statements for the Town of Whitchurch-Stouffville, presented as Attachment 1; 3) AND THAT Council approve the Draft 2014 Audited Financial Statements for the Town of Whitchurch-Stouffville Trust Funds, presented as Attachment 2 to be finalized and published;

5 4) AND THAT Council approve the Draft 2014 Audited Financial Statements for the Nineteen on the Park Arts and Entertainment Centre Corporation, presented as Attachment 3 to be finalized and published; 5) AND THAT Council receive the 2014 Municipal Performance Measurement Program (MPMP) indicators for the Town of Whitchurch-Stouffville, presented as Attachment 4; 6) AND THAT Council receive the 2014 detailed Statement of Reserves and Reserve Funds for the Town of Whitchurch- Stouffville, presented as Attachment 5; 7) AND THAT Council receive the 2014 detailed Statement of Development Charges for the Town of Whitchurch-Stouffville, presented as Attachment ADJOURNMENT OF BUDGET AND AUDIT COMMITTEE MOVED by Councillor Kroon SECONDED by Councillor Smith THAT there being no further business the Budget and Audit Committee meeting be adjourned at 3:30 p.m. 12. COUNCIL CONSIDERATION OF RECOMMENDATIONS OF BUDGET AND AUDIT COMMITTEE MOVED by Councillor Kroon SECONDED by Councillor Upton THAT all reports on the Budget and Audit agenda, with the exception of the reports that have been deferred, deleted or listed for separate discussion, be approved and the recommendations contained therein be adopted.

6 13. RESOLUTION TO MOVE INTO COUNCIL IN COMMITTEE MOVED by Councillor Kroon SECONDED by Councillor Ferdinands THAT Council move to Council in Committee. 14. DETERMINATION OF REPORTS ON THE CONSENT AGENDA REQUIRING SEPARATE DISCUSSION Items 1, 5, 8, 9, 11, 12, 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 Kroon SECONDED by Councillor Smith THAT reports 1 to 17, with the exception of items that have been deferred, deleted or listed for separate discussion, on the regular agenda, be approved and the recommendations contained therein be adopted. 16. STAFF PRESENTATIONS, if applicable 1. THE ADVENTURES OF SPARKY THE TRAVELLING FIRE DOG - JENNIFER COOPER, FIRE PREVENTION/PUBLIC EDUCATION OFFICER Jennifer Cooper, Fire Prevention/Public Education Officer, provided an overview of The Adventures of Sparky the Travelling Fire Dog, a fire safety program that was launched in two of our schools in February of this year. The program is geared to families with children from JK to grade two. Each classroom is given one Sparky, Backpack, scrap book and worksheets. As a result of this program, 300 participating families have working smoke alarms and home escape plans. The program will be launched in all schools in September of this year.

7 2. "PAN AM TORCH RELAY" - MICOLE RUBINOFF, MANAGER, RECREATION Micole Rubinoff, Manager of Recreation, provided an overview of the PanAm Games Torch Relay Evening Celebration in Whitchurch- Stouffville, including the relay route, schedule of events and the arrival of Torchbearer and cauldron lighting at Memorial Park. 17. CONSIDERATION OF REPORTS ON THE CONSENT AGENDA REQUIRING SEPARATE DISCUSSION 1. STATUS OF THE BUILT HERITAGE INVENTORY REVIEW (R01) MOVED by Councillor Upton SECONDED by Councillor Ferdinands 1) THAT the Status of the Built Heritage Inventory Review, dated June 16, 2015, be received for information; 2) AND THAT Staff be directed to undertake public consultation to obtain public input on the draft Inventory; 3) AND THAT the Whitchurch-Stouffville Heritage Advisory Committee be thanked for their assistance and support in the preparation of this report. 2. REMOVAL OF THE HOLDING SYMBOL (h-34), ONTARIO INC., PART OF BLOCK 4, PLAN 65M-4117, NORMAN JONES PLACE, COMMUNITY OF STOUFFVILLE, FILE NO. ZBA (D14) Council In Committee recommends: 1) THAT By-law No ZO, being a By-law to amend Comprehensive Zoning By-law ZO by removing the Holding Symbol (h) from Part of Block 4, Plan 65M-4117, be enacted.

8 3. LEGAL SERVICES IN HOUSE SOLICITOR AND EXTENSION OF CONTRACT FOR SUPPLEMENTARY MUNICIPAL LEGAL SERVICES (L00) Council In Committee recommends: 1) THAT Mr. Bigioni be thanked for his years of dedicated service to the Town; 2) AND THAT staff be directed to commence the recruitment of a replacement for the Town Solicitor; 3) AND THAT the Town of Georgina be advised that the Town of Whitchurch-Stouffville will not be extending the contract for shared legal services beyond December 31, 2015; 4) THAT staff be directed to extend the terms of the existing contract with the law firm of Ritchie Ketcheson Hart & Biggart LLP for supplementary municipal legal services for a period commencing January 1, 2016 and ending January 1, 2018; 5) AND THAT staff be directed to extend the terms of the existing contract with Hicks Morley Hamilton Stewart Storie LLP for employment law services for a period of one year commencing January 1, 2016, with an option to extend for another year commencing January 1, 2017; 6) AND THAT the Mayor and Clerk be authorized to sign the necessary contracts. 4. LEASE AGREEMENT WITH USER GROUP TOWN-OWNED ARENA FACILITIES 2015 (L14) Council In Committee recommends: 1) THAT Council approve Staff to enter into a new lease agreement with the Stouffville Baseball Association for 170 sq. ft. at the Stouffville Arena;

9 2) AND THAT the lease be for a 2 (two) year term with an optional renewal of (3) three, (1) one year terms, at a rate of $6.96/sq. ft., plus annual escalation in accordance with the inflation rate in Ontario; 3) AND THAT the Mayor and Clerk be authorized to sign the necessary documents. 5. LEASE RENEWAL AGREEMENT REGIONAL EMERGENCY SERVICES (EMS) AT BALLANTRAE FIRE HALL (P03) MOVED by Councillor Smith SECONDED by Councillor Kroon 1) THAT the updated Lease Agreement between the Town of Whitchurch-Stouffville and the Regional Municipality of York for EMS use at the Ballantrae Fire Station 52, be approved and extended from July 1, 2015 to June 30, 2020; 2) AND THAT the Agreement be finalized to the satisfaction of the CAO and Town Solicitor; 3) AND THAT the Mayor and Clerk be authorized to sign the Lease Agreement between the Regional Municipality of York and the Town of Whitchurch-Stouffville. 6. STRAWBERRY FESTIVAL STREET CLOSURES (T08) Council in Committee recommends: 1) THAT Council approve the proposed temporary road closures, No-Parking restrictions, and accessible parking locations for the annual Strawberry Festival; 2) AND THAT vendors be permitted to sell goods or services from the closed roadways ONLY with the permission of the Whitchurch-Stouffville Strawberry Festival Inc.;

10 3) AND THAT By-law RD to provide for the temporary closure of streets, parking restrictions and designated accessible parking locations be enacted. 7. TURNING MOVEMENT RESTRICTION NO LEFT TURN FROM 751 HOOVER PARK DRIVE (ST. BRENDAN S SCHOOL) (T08) Council in Committee recommends: 1) THAT a No Left Turn restriction, Monday to Friday from 8:30-9:30am and 3:00-4:00pm, for vehicle turning movements onto Hoover Park Drive from the property located at 751 Hoover Park Drive be implemented; 2) AND THAT By-Law TR be enacted to amend Schedule VIII of the consolidated Traffic Control By-law TR. 8. NO PARKING RESTRICTIONS HOOVER PARK DRIVE EAST OF SUNNYRIDGE AVE TO YAKEFARM BLVD. (T02) MOVED by Councillor Lovatt SECONDED by Councillor Ferdinands 1) THAT a No Parking Restriction, Monday to Friday 8:00 am 9:00 am and 3:00 pm - 4 pm, be implemented on both sides of Hoover Park Drive from Yake Farm Blvd to 135 m west; 2) AND THAT a no parking restriction, Monday to Friday 8:00 am - 9:00 am and 3:00 pm - 4:00 pm be implemented on the east side of Yakefarm Blvd from Hooverpark Drive to Fairlee Circle. 3) AND THAT By-Law PR be enacted to amend Schedule II of Parking Control By-law PR. 4) AND THAT a copy of this report and By-law be sent to the York Region District School Board.

11 9. LUNCH PERIOD SCHOOL CROSSING GUARD SERVICE REVIEW (H01) MOVED by Councillor Upton SECONDED by Councillor Smith 1) THAT the report entitled Lunch Period School Crossing Guard Service Review be received; 2) AND THAT the lunch period school crossing guard services continue as status quo. AS AMENDED 10. PROPOSED SCHOOL CROSSING GUARD LOCATIONS HOOVER PARK DRVIE AT GLADYS CLARKSON DRIVE, AND KEN LAUSHWAY AVEENUE (H01)(T07) Council in Committee recommends: 1) THAT the report entitled New School Crossing Guard Locations Hoover Park Drive at Gladys Clarkson Drive, and Ken Laushway Avenue be received; 2) AND THAT Council approve the two new crossing locations as per the School Crossing Guard Implementation Policy including signage and line painting starting on September 8, INCREASED LEVEL OF SERVICE FOR WINTER MAINTENANCE OF SIDEWALKS (T06) MOVED by Councillor Kroon SECONDED by Councillor Upton 1) THAT Council not approve Increased Service Level Standards for Winter Maintenance of Sidewalks as proposed in the report of June 16, 2015;

12 2) AND THAT Council's direction at the March 10, 2015 Budget Meeting, to provide the emergency snow removal service, at a threshold of 10 c.m. of snowfall, for all sidewalks in the urban area of the municipality, be repealed. AS AMENDED 12. CONTRACT AWARD FOR WS-RFT ASPHALT SIDEWALK CONSTRUCTION ON YORK ROAD #15 (AURORA ROAD) (F18, T04) MOVED by Councillor Smith SECONDED by Councillor Ferdinands 1) THAT tender WS-RFT for the construction of an asphalt sidewalk on York Road #15 (Aurora Road), from McMullen Drive to McFarland Street, be awarded to Aloia Bros. Concrete Contractors Ltd. for an amount of $181, including all applicable taxes; 2) AND THAT the approximately 20 foot of grass area between Ballantrae Community Centre and Ballantrae Public School be included in the asphalt sidewalk construction project; 3) AND THAT a construction contingency amount up to $18,196 including all applicable taxes (representing 10% of the project value) be approved to address unforeseen circumstances that may arise resulting in additional work; 4) AND THAT a Project Management budget of $7,910 and a Contract Administration budget of $19,775, including all applicable taxes, be approved in support of project delivery; 5) AND THAT the Mayor and Clerk be authorized to sign all required documents to enter into these contracts. AS AMENDED

13 13. WS-RFT CONTRACT AWARD - GLAD PARK AVENUE RECONSTRUCTION SECONDED by Councillor Kroon 1) THAT tender WS-RFT for the reconstruction of Glad Park Avenue be awarded to Mar-King Construction Company Ltd. for an amount of $1,413, including all applicable taxes; 2) AND THAT a construction contingency amount up to $141,358 including all applicable taxes (representing 10% of the project value) be approved to address unforeseen circumstances that may arise resulting in additional work; 3) AND THAT a Project Management budget of $24,860 and a Contract Administration budget of $93,790, including all applicable taxes, be approved in support of project delivery; 4) AND THAT the Treasurer be authorized to fund the budget variance in the amount of $231, (including 1.76% HST, for budget comparison); 5) AND THAT the Mayor and Clerk be authorized to sign all required documents to enter into these contracts; 6) AND WHEREAS the Town has planned and initiated capital work projects for infrastructure replacement that include elements of urbanization such as provision of storm sewers and sidewalks where none currently exist; 7) AND WHEREAS the cost for provision of new infrastructure is a significant portion of these capital project projects, and may be funded from general taxation revenue; 8) THEREFORE BE IT RESOVED THAT Council directs staff to undertake a Pedestrian and Active Transportation Servicing Plan for the community of Stouffville, Ballantrae and Musselman's Lake, that addresses community needs, financial capabilities and public/private fiscal responsibility prior to completing any design work for projects scheduled for later than year 2016;

14 9) AND THAT Staff report back with a Terms of Reference, budget estimate and work plan for Council's approval within the next 12 months. AS AMENDED Report 14 is part of the Discussion Agenda under section PLACES OF WORSHIP IN EMPLOYMENT BUSINESS PARK AREAS (D14) MOVED by Councillor Smith SECONDED by Councillor Kroon 1) THAT staff be directed to proceed with the preparation of a land use planning study of places of worship in the Community of Stouffville with specific emphasis on Employment Business Park areas; 2) AND THAT in accordance with the procurement by-law, Council approve the award of a Sole Source Purchase study for a places of worship Review for the Community of Stouffville to Macaulay Shiomi Howson Ltd for $24,840 exclusive of HST; 3) AND THAT Interim Control By-law ZO as presented in this report, be enacted to take effect immediately. 16. DEVELOPMENT AGREEMENT - TOVTEL ENTERPRISES INC. AND STOUF CON EIGHT DEVELOPMENTS LTD.- PART OF LOT 2, CONCESSION 8, COMMUNITY OF STOUFFVILLE, FILE NO. 19T(W) (D12) Councillor Lovatt declared a conflict of interest with Report 16 due to personal reasons. In accordance with the Town s Procedural Bylaw, RE, Councillor Lovatt left the meeting.

15 SECONDED by Councillor Upton 1) THAT the report be deferred and staff be directed to engage conversations with Tovtel Enterprises Inc., Stouf Con Eight Developments Ltd. AS AMENDED Councillor Lovatt having left the meeting in accordance with the Town s Procedural By-law, RE, returned to the meeting. 17. GLENGROVE-ON-THE-PARK, Status Update for RUPERT AVENUE ONTARIO LIMITED MOVED by Councillor Upton SECONDED by Councillor Ferdinands 1) THAT the report be deferred to the next Council Meeting on July 21, 2015; 2) AND THAT Ontario Limited be required to make all payments no later than July 15, AS AMENDED 18. CONSIDERATION OF DISCUSSION AGENDA REPORTS, if applicable 14. COUNCIL BROADCAST UPDATE (C00) SECONDED by Councillor Smith 1) THAT the report titled Council Broadcast Update be received for information; 2) AND THAT Council approve Option 2 to post audio archives on the Town s website;

16 3) AND THAT Council approve Option 3 to initiate a pilot project to audio stream Council Meetings using icompass Technologies to commence in 2016, through the first 6 months of the year; 4) AND THAT staff report back to Council for long term program considerations. 19. ADJOURNMENT OF COUNCIL IN COMMITTEE MOVED by Councillor Upton SECONDED by Councillor Smith THAT there being no further business the Council in Committee meeting be adjourned at 6:10 p.m. 20. COUNCIL CONSIDERATION OF RECOMMENDATIONS MOVED by Councillor Upton SECONDED by Councillor Lovatt THAT all reports on the agenda, with the exception of Report 16, and the reports that have been deferred, deleted or listed for separate discussion, be approved and the recommendations contained therein be adopted. Councillor Lovatt declared a conflict of interest with Report 16 due to personal reasons. In accordance with the Town s Procedural By-law, RE, Councillor Lovatt refrained from voting on this motion. SECONDED by Councillor Kroon THAT Report 16 be approved and the recommendations contained therein be adopted.

17 21. INFORMATION/ACTION ITEMS FROM TOWN ADVISORY COMMITTEES None. 22. OUTSIDE RESOLUTIONS - REQUEST FOR ENDORSEMENT (C10) 1. KEEP HYDRO PUBLIC MOVED by Councillor Kroon SECONDED by Councillor Lovatt 1) THAT the letter from "Keep Hydro Public", re: Resolution regarding the proposed privatization of Hydro One, not be supported. 23. NOTICES OF MOTION None. 24. RESOLUTIONS FROM MEMBERS OF COUNCIL 1. PARTNERSHIP WITH WHISTLE RADIO SECONDED by Councillor Kroon 1) THAT Council recognizes that WhiStle Radio plays a diverse role in the life of the community; 2) AND THAT in recognition of that role, staff be directed to enter into discussions with WhiStle Radio on how best we can assist one another by continuing to provide services to the community.

18 2. AMENDMENT TO COUNCIL MEETING SCHEDULE SECONDED by Councillor Kroon 1) THAT Staff be directed to add an additional Council Meeting to the 2015 Council Meeting schedule for July 28, commencing at 3 p.m. 25. MOTION TO RECESS MOVED by Councillor Kroon SECONDED by Councillor Ferdinands THAT Council meeting recess at 6:20 to permit the holding of a Public Meeting. Council reconvened in open session at 7:53 p.m. 26. RESOLUTION TO HOLD AN IN CAMERA MEETING, if required MOVED by Councillor Upton SECONDED by Councillor Kroon THAT the Council meeting recess at 7:55 p.m. to permit the holding of a Council in Camera meeting to consider: 1. Report of the Manager of Human Resources re: personal matters about an identifiable individual (Municipal Act, Sec. 239 (2)(b)). 2. Verbal report from Legal Counsel re: Advice that is subject to solicitorclient privilege (Municipal Act, Sec 239 (2) (f)) (Code of Conduct) Council reconvened in open session at 9:20 p.m.

19 27. BY-LAWS MOVED by Councillor Kroon SECONDED by Councillor Upton THAT the following by-laws be read a first, second and third time and passed: PR BEING A BY-LAW to amend By-law PR (The By-law to Govern and Control the Parking of Vehicles in the Town of Whitchurch-Stouffville) MS BEING A BY-LAW to designate certain lands on a registered plan of subdivision as not being subject to Part Lot Control (Blocks 2 to 15, Plan 65M-4419) ZO BEING A BY-LAW to amend By-law No ZO of the Town of Whitchurch-Stouffville ZO BEING A BY-LAW to effect interim control on certain Employment Business Park lands in the Community of Stouffville RD BEING A BY-LAW for the temporary closure of streets to accommodate the annual Strawberry Festival June 26 to July 1, TR BEING A BY-LAW to amend By-Law Number TR, to regulate traffic in the Town of Whitchurch-Stouffville on Hoover Park Drive RE BEING A BY-LAW to govern the proceedings of Council Meetings and to repeal (Procedural) By-law RE AP BEING A BY-LAW to appoint a Councillor to the Whitchurch-Stouffville Ballantrae Community Centre Advisory Committee and repeal By-law AP AP BEING A BY-LAW to appoint a Councillor to The Whitchurch-Stouffville Lemonville Community Centre Advisory Committee and repeal By-law AP.

20 AP BEING A BY-LAW to appoint Councillors to the Downtown Stouffville Working Group and repeal By-law AP AP BEING A BY-LAW law to appoint a Deputy Mayor and to repeal By-law AP. 28. CONFIRMATORY BY-LAW SECONDED by Councillor Smith THAT Confirmatory By-law MS be read a first, second and third time and passed. 29. LIST OF PROCLAMATIONS MADE (M00) 1. National Access Awareness Week - May 31 to June 6, MOTION TO ADJOURN MOVED by Councillor Kroon SECONDED by Councillor Ferdinands THAT there being no further business the Council meeting be adjourned at 9:23 p.m. 31. COMMENTS FROM MEMBERS OF COUNCIL APPROVED at the Town of Whitchurch-Stouffville this 21 st day of July, Mayor Justin Altmann Michele Kennedy, Clerk