Chair: Mayor Altmann TOWN OF WHITCHURCH - STOUFFVILLE COUNCIL MINUTES Tuesday, May 2, 2017 Closed Meeting 6:00 pm Regular Meeting 7:00 pm Council Chambers 111 Sandiford Drive The regular meeting of Council was held at the municipal offices, on the above date and time. Staff Present: Rob Flindall, Rob Raycroft, Rob McKenzie, Dave Kenth, Brian Parrott, Isabel Leung, Alia Ahmad, and Gillian Angus-Traill. 1. Call to Order 2. Roll Call All members of Council were present. 3. Resolution to hold a Closed Meeting, if required Moved by Councillor Lovatt Seconded by Councillor Hargrave 1) That Council waive section 7.1 of the Procedural By-law to change the order of business, to hold a Closed Meeting following Roll Call; and 2) That Council recess to permit the holding of a closed meeting in the Whitchurch Room to consider the following items: 1. Report of the Deputy clerk, re: Personal matters about identifiable individuals, including municipal or local board employees (Municipal Act, Sec. 239(2)(b)) Environmental Stewardship Committee
2. Verbal Report of the Acting CAO, re: Labour relations or employee negotiations (Municipal Act, Sec. 239(2)(d)); Personal matters about identifiable individuals, including municipal or local board employees (Municipal Act, Sec. 239(2)(b)) Recruitment of CAO Update 3. Verbal Closed Report of the Director of Finance/Treasurer, re: Labour relations or employee negotiations (Municipal Act, Sec. 239(2)(d)); Personal matters about identifiable individuals, including municipal or local board employees (Municipal Act, Sec. 239(2)(b)) Admin Policy no.30 Council reconvened into open session at 7:00 p.m. 4. Items Arising from a Closed Meeting, if required 1. Amendment to Administrative Policy No. 30 Moved by Councilor Smith Seconded by Councilor Lovvat That Council direct staff to revise Admin policy no. 30 to include $173/week for mileage allowance for senior managers effective January 1, 2017. 5. Introduction of Addendum Items 1. By-law 2017-046-AP being a by-law to appoint Gillian Angus-Trail as Clerk for The Corporation of the Town of Whitchurch-Stouffville, and repeal By-laws 1993-179 and 1994-126. 2. Verbal Closed Report of the Director of Finance/ Treasurer, re: Labour Relations or Employee Negotiations Admin Policy #30 3. Memorandum from Town Engineer, re: Amendment to By-law 2017-044-ZO Page 2 of 14
6. Confirmation of Agenda Moved by Councillor Lovatt Seconded by Councillor Upton That Council confirm the agenda, as amended. as amended 7. Declarations of Pecuniary Interest Councilor Lovatt declared a conflict of interest with respect to Report No. FS-005-17 2017 Grants and Donations in-kind First Round, with respect to the grant application submitted by Young Life because he supports and actively participates with the organization. 8. Adoption of Minutes Moved by Councillor Hargrave Seconded by Councillor Kroon That Council adopt the minutes from the regular meeting of Council on April 18, 2017, as circulated. 9. Recognitions 1. Town Clerk, Gillian Angus-Traill 10. Delegations/Petitions 1. WhiStle Radio Update - Doug Ward Mr. Ward provided an update to Council on the status of the emergency broadcasting system. Moved by Councillor Hargrave Seconded by Councillor Upton 1) That Council receive the delegation for information. Page 3 of 14
2. Electronic Message Center for Canada 150 - Whitchurch- Stouffville Chamber of Commerce, David Barthau Mr. David Barthau, Treasurer of the Whitchurch-Stouffville Chamber of Commerce provided information regarding the installation of an electronic messaging center on the current sign structure located at 6176 Main Street to commemorate Canada's 150th birthday, and requested Council to endorse the proposal. Moved by Councillor Upton Seconded by Councillor Lovatt 1) That Council resolves that the digital sign proposed by the Chamber of Commerce at 6176 Main Street [GO Station] be approved and installed to help commemorate Canada s 150 th birthday celebration and to allow for future notifications of major Town events, Metrolinx notices, road closures and general advertising in support of local business. 3. Pedestrian Crossing and Safety - Parkview Residents' Council - Ruth Burkholder Ms. Ruth Burkholder gave a presentation regarding the crossing at Weldon Road and the entrance to the No Frill's plaza and discussed the safety concerns for pedestrians in that area. Moved by Councillor Upton Seconded by Councillor Ferdinands 1) That Council receive the delegation for information. 11. Outside Presentations/Information from Town Advisory Committees None Page 4 of 14
12. Consent Agenda a. Staff Reports Moved by Councillor Smith Seconded by Councillor Lovatt That Council approve all Staff Reports on the consent Agenda, 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. Report No. LCS-006-17: Sole Source Purchase of CIMCO 6000E System for Stouffville Arena (F18) 1) That Council approve the Sole Source purchase of the CIMCO 6000E energy saving system from CIMCO Refrigeration at a cost of $68,359.35, including all applicable taxes; and 2) That Council authorize the Mayor and Clerk to sign all necessary agreements between the Town and CIMCO Refrigeration for the purchase of the CIMCO 6000E energy saving system. Report No. LCS-005-17: Contract Award WS-RFP-17-14 Minto and Hoover 30 Parkettes Construction (F18) 1) That Council approve the award of WS-RFP-17-14 Minto and Hoover Parkette Construction to Latitude 67 Ltd. in the amount of $449,462.59 including all taxes; and 2) That Council approve a contingency amount of $44,946.26 inclusive of taxes to address unforeseen issues that may arise during construction; and 3) That Council approve naming the sites as follows Minto Parkette will be named Boadway Parkette and Hoover 30 will be named Green Forest Parkette; and Page 5 of 14
4) That Council authorize the Mayor and Clerk to sign all necessary agreements between the Town of Whitchurch-Stouffville and Latitude 67 Ltd. for this work. b. Communications May 2, 2017 Council Communications Report Moved by Councillor Ferdinands Seconded by Councillor Smith That Council receive the following correspondence for information, with exception of correspondence that have been deferred or listed for separate discussion: York Region, re: Transit/High Occupancy Vehicle Lanes York Region, re: Transportation Services Capital Infrastructure Status Update York Region, re: Vector-Borne Disease Program 2016/2017 Annual Update Town of East Gwillimbury, re: Private member's Bill C-323 (an Act to amend the Income Tax Act (Rehabilitation of Historic Property)) 13. Action Items Requiring Separate Discussion Report No. FS-005-17: 2017 Grants and Donations In-Kind - First Round (F11) (deferred from April 18, 2017 Council meeting) Grant request by Ballantrae Golf and Country Club Social Committee (BGSC) Canada 150 Celebration of $1,500 Moved by Councilor Smith Seconded by Councilor Upton 1) That Council approve the grant request of $1,500; and 2) That Council request that the recipients include the Town of Whitchurch-Stouffville as a sponsor of their event. Page 6 of 14
Grant request for Guinness Record Attempt by EMG of $5000. Moved by Councilor Hargrave Seconded by Councilor Lovatt 1) That Council approve the grant request of $5,000 to offset operating costs of the event. Grant request for the Lemonville Group of Artists Annual Art Show of $400. Moved by Councilor Hargrave Seconded by Councilor Smith 1) That Council approve the grant request of $400; and 2) That Council request that the recipients include the Town of Whitchurch-Stouffville as a sponsor of their event. Grant request for Lemonville United Church Grass Cutting of $1,000. Moved by Councilor Lovatt Seconded by Councilor Hargrave 1) That Council approve the grant request of $1,000. Grant request from Stouffville Golden Years Club Canada s 150 th Birthday celebration of $430. Moved by Councilor Lovatt Seconded by Councilor Smith 1) That Council defer the request of $430. Page 7 of 14
Grant request from Whitchurch-Stouffville Softball Association 2017 OASA Peewee Boys Provincial Championship of $1,800. Moved by Councilor Smith Seconded by Councilor Hargrave 1) That Council approve the grant request of $1,800; and 2) That Council request that the recipients include the Town of Whitchurch-Stouffville as a sponsor of their event. Grant request by York 55+ Games of $600. Moved by Councilor Smith Seconded by Councilor Ferdinands 1) That Council declines the request of $600. Grant request by 55 Plus Club Whitchurch-Stouffville of $4,431.25 Moved by Councilor Upton Seconded by Councilor Ferdinands 1) That Council defer the grant request of $4,431.25. Grant request by Young Life of $5,000 - $10,000 Councilor Lovatt declared a conflict of interest with respect to Report No. FS-005-17 2017 Grants and Donations in-kind First Round, with respect to the grant application submitted by Young Life because he supports and actively participates with the organization. Moved by Councilor Smith Seconded by Councilor Hargrave 1) That Council defer the grant request and direct staff to invite Young Life back for a presentation to discuss their programming. Page 8 of 14
Grant request by Stouffville Terry Fox Run of $1,133.87 in grants and $4,924.25 in-kind donation. Moved by Councilor Hargrave Seconded by Councilor Lovatt 1) That Council approve the in-kind contribution of space donation, banner hanging fee, equipment rental of $4,924.15 and accept the cash grant request of $1,133.87 for York Region Police cost and Most Excellent production; and 2) That Council request that the Town be recognized as a sponsor of the event. Grant request by Ballantrae Community Summer Games of $1,000 Moved by Councilor Smith Seconded by Councilor Ferdinands 1) That Council approve the grant request of $1,000; and 2) That Council request that the Town be recognized as a sponsor the event. In-kind donation request by Motorfest to waive fees Moved by Councilor Kroon Seconded by Councilor Lovatt 1) That Council direct staff to waive the permit fee, if applicable, and provide the requested in kind services for Motorfest that will be held on Saturday September 9 from Public Works and Leisure Services as follows: 25 picnic tables, 30 waste receptacles (half garbage and half recycling), 14 barricades, 2 sets of ramps; and that these items be delivered to the grounds on Friday, September 8 and picked up Monday September 11, with an alternative rain date of September 16 with a drop off date of Friday September 15 and pick up on Monday September 18. Page 9 of 14
All in-kind donation requests Moved by Councilor Smith Seconded by Councilor Ferdinands 1) That Council approve the in-kind donation request from 100 Kids Who Care of $200 in-kind to waive rental fees; and 2) That Council approve the in-kind donation request from Evergreen Hospice of $2,680 in-kind to waive rental fees; and 3) That Council approve the in-kind donation request of space donation, banner hanging fee, equipment rental of $4,924.15 from Stouffville Terry Fox; and 4) That Council direct staff to waive the permit fee, if applicable, and provide the requested in kind services for Motorfest that will be held on Saturday September 9 from Public Works and Leisure Services as follows: 25 picnic tables, 30 waste receptacles (half garbage and half recycling), 14 barricades, 2 sets of ramps, and that these items be delivered to the grounds on Friday September 8 and picked up Monday September 11, with an alternative rain date of September 16 with a drop off date of Friday September 15 and pick up on Monday September 18. Report No. PW-020-17: Sole Source Award - Truck Mounted Automated Valve Operator (F18) Moved by Councillor Ferdinands Seconded by Councillor Upton 1) That Council approve the sole source award for the purchase and installation of a truck mounted automated valve operator to Wachs Canada Limited in the amount of $43,877.90, including all applicable taxes; and 2) That Council authorize the Mayor and Clerk to sign all necessary documents to execute the agreement between the Town and Wachs Canada Limited and complete the procurement. Page 10 of 14
Report No. LCS-008-17: Contract Award for WS-RFP-17-38 Ballantrae Park Tennis Courts Reconstruction (F18) Moved by Councillor Lovatt Seconded by Councillor Ferdinands 1) That Council approve the award of WS-RFP-17-38 to Tennex Systems Inc. for reconstruction of the Ballantrae Park Tennis Court in the amount of $191,535.00 including all applicable taxes; and 2) That Council approve a construction contingency amount of $19,153.00 including all applicable taxes to address unforeseen issues that may arise during construction; and 3) That Council authorize the Mayor and Clerk to sign all necessary agreements to execute the contract for WS-RFT-17-38 between Tennex Systems Inc. and the Town of Whitchurch-Stouffville for the reconstruction of the Ballantrae Park Tennis Courts. Report No. LCS-007-17: Contract Award for WS-RFT-17-17 Parking Lot Expansion & Rehabilitation (F18) Moved by Councillor Hargrave Seconded by Councillor Lovatt 1) That Council approve the award of Tender WS-RFT-17-17 to Forest Contractors Ltd, for Parking Lot Expansion and Rehabilitation at Park Drive parking lot, WS Operations Centre parking lot and the Bethesda Road maintenance yard; and 2) That Council authorize the Mayor and Clerk to sign an agreement between Forest Contractors Ltd. and the Town of Whitchurch-Stouffville in the amount of $145,097.65 including all applicable taxes; and 3) That Council approve a construction contingency allowance of $14,509.00 to address unforeseen issues that may arise during construction; and 4) That Council authorize Staff to negotiate with Forest Contractors Ltd upon satisfactory performance to extend the scope of construction services to include construction of an asphalt pathway at Byers Pond Page 11 of 14
Park using surplus funds available in the approved Parking Lot Improvements capital project budget; and 5) That Council direct Leisure Services Staff to find a new location within Memorial Park to relocate the junior skate park; and that the cost to relocate will be funded through a fundraising effort; and report back to Council by next Council Meeting on new location and cost. as amended Report No. FS-006-17: Authorization for Debt Financing (F08) Moved by Councillor Smith Seconded by Councillor Ferdinands 1) That Council authorize the Director of Finance/Treasurer to enter into an agreement with York Region and Infrastructure Ontario for the provision of construction loans and long-term debenture financing to the Town of Whitchurch-Stouffville for an amount not to exceed $15.6 million, on terms as determined by the Treasurer; and 2) That Council enact By-law 2017-045-FI, being a by-law to authorize the submission of an application to Ontario Infrastructure and Lands Corporation ( OILC ) for financing capital works; to authorize temporary borrowing from OILC to meet expenditures in connection with capital works; and to authorize long-term borrowing for capital works through the issue of debentures by The Regional Municipality of York; and 3) That the Mayor and Treasurer be authorized to execute any agreements required. 14. Notices of Motion/Motions for which notice has been given None 15. Resolutions from Members of Council None Page 12 of 14
16. By-laws Moved by Councillor Upton Seconded by Councillor Smith That Council read the following by-laws a first, second, third time and passed: 2017-044-ZO being a by-law to amend the Comprehensive Zoning By-law No. 2010-001-ZO by removing the Holding Symbol (h) on Lots 2 and 3, Concession 8 and Block 1, Plan 65M-4117 (Amended by Addendum). 2017-045-FI being a by-law to authorize certain new capital works of The Corporation of the Town of Whitchurch-Stouffville (the lower-tier municipality ); to authorize the submission of an application to Ontario Infrastructure and Lands Corporation ( OILC ) for financing such capital works; to authorize temporary borrowing from OILC to meet expenditures in connection with such works; and to authorize long term borrowing for such works through the issue of debentures by The Regional Municipality of York (the upper-tier municipality ) to OILC. 2017-046-AP being a by-law to appoint Gillian Angus-Traill as Clerk for The Corporation of the Town of Whitchurch-Stouffville, and repeal By-laws 1993-179 and 1994-126. as amended 17. Regional Business The Mayor advised that the Town will receive information about Development Charges from the Region in June based on the Regional Development Charges Review. Regional Council is also seeking Town Council s position on a potential change to the Regional Council composition by May 31. Town Council will discuss this item at the May 16 Meeting. 18. List of Proclamations Made (Provided for information purposes only) 1. Earth Day - April 22, 2017 2. Human Values Day - April 24, 2017 3. Rail Safety Week - April 24 to April 30, 2017 Page 13 of 14
19. Confirmatory By-law Moved by Councillor Hargrave Seconded by Councillor Ferdinands That Council read Confirmatory By-law 2017-047-MS a first, second, third time and passed. 20. Adjournment Moved by Councillor Smith Seconded by Councillor Lovatt That there being no further business, Council adjourn the meeting at 9:25 p.m. 21. Comments from Members of Council APPROVED at the Town of Whitchurch-Stouffville this 16 th day of May, 2017. Isabel Leung, Deputy Clerk Mayor Justin Altmann Page 14 of 14