Committee of the Whole Revised Agenda

Monday, October 28, 2024 at 7:00 P.m. - 9:00 P.m.

Council Chambers

Whitby Town Hall

This meeting will be available for viewing through the Town’s live stream feed while the meeting is in progress. Please visit whitby.ca/CouncilCalendar for more information about the live stream and archived videos.

 

This meeting will be held in a hybrid in-person and virtual format. In accordance with Section 8.1 of Procedure By-law # 8081-24, Members of Council may choose to attend in-person or participate virtually.

 

Should you wish to provide comments regarding a matter being considered below, please submit written correspondence and/or a Delegation Request Form.

 

• To submit written correspondence, please email your correspondence to the Office of the Town Clerk at  by noon on the day of the meeting. Correspondence must include your full name, address, and the item on the agenda that your correspondence is related to.
• To speak during the Committee meeting either in-person or virtually, please submit a Delegation Request Form online to the Office of the Town Clerk by 8 a.m. on the day of the meeting. Should you be unable to access a computer, please call 905.430.4315 to speak with a Staff Member in the Office of the Town Clerk.

 

A Revised Agenda may be published on a later date. Late items added or a change to an item will appear with an asterisk beside them.

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1.

Call To Order: The Mayor

2.

Call of the Roll: The Clerk

3.

Declarations of Conflict of Interest

4.

Consent Agenda

5.

General Government

5.1

Presentations

5.1.1

Erika Watson, Sr. Manager, Financial Planning/Deputy Treasurer, and Michael Latimer, Supervisor, Asset Management

Re: FS 36-24, Financial Services Department Report
Town of Whitby Municipal Asset Management Plan (MAMP) Status Update

Refer to Item 5.4.1, FS 36-24

5.2

Delegations

5.2.1

Paul Mason, Resident (In-Person Attendance)

Re: Memorandum from F. Santaguida, Commissioner, Legal and Enforcement Services/Town Solicitor, dated September 3, 2024 regarding a Request of Exception from Fee By-law # 7220-17 - Driveway Encroachment for 89 Garden Street

Refer to Item 5.3.1

5.2.2

Ronald King, Resident (In-Person Attendance)

Re: FS 41-24, Financial Services Department, Community Services Department and Legal and Enforcement Services Department Joint Report
Proposed Long-Term License of town-owned Property at 508 Colborne Street West

Refer to Item 5.4.3, FS 41-24

5.3

Correspondence

5.3.1

Memorandum from F. Santaguida, Commissioner, Legal and Enforcement Services/Town Solicitor, dated September 3, 2024 regarding a Request of Exception from Fee By-law # 7220-17 - Driveway Encroachment for 89 Garden Street

• Recommendation:

  That the Memorandum from F. Santaguida, Commissioner, Legal and Enforcement Services/Town Solicitor, dated September 3, 2024 regarding a Request of Exception from Fee By-law # 7220-17 - Driveway Encroachment for 89 Garden Street, be received for information.

5.4

Staff Reports

5.4.1

FS 36-24, Financial Services Department Report

Re: Town of Whitby Municipal Asset Management Plan (MAMP) Status Update

• Recommendation:

  That Report FS 36-24 regarding the Municipal Asset Management status be received.

5.4.2

FS 38-24, Financial Services Department Report

Re: Declaration of Surplus – Town-owned lands at Cochrane Street and Highway 407

• Recommendation:
  1. That a portion of Town-owned lands being approximately 34.8 acres and legally described as Part of Lot 29, Concession 6, Township of Whitby, Part 1, Plan 40R-30411, PIN 26571-0280 (LT), save and except the most suitable two (2) acres for construction of a fire station, (the "Property") be declared surplus and sold as outlined in Staff Report FS 38-24;
  2. That the Town provide public notice of its intention to declare the Property surplus and report back to Council on any written objections received, in accordance with Town Policy F 190;
  3. That, should the Town proceed with the disposition of the Property, staff be directed to:
     1. retain a third-party consultant to determine the optimal location on the land for a future two (2)-acre severance for a fire station;
     2. retain an Ontario Land Surveyor to complete a new reference plan for the Property;
     3. retain a registered real estate brokerage or agent to represent the Town and assist with the market sale of the Property;
     4. negotiate an agreement and purchase and sale and that staff be authorized to conditionally accept the highest qualified bid received at or higher than the fair market value outlined in Staff Report FS 38-24, and subject to Council’s approval of the terms of sale;
  4. That the Chief Administrative Officer and the Commissioner, Financial Services and Treasurer be authorized to undertake the necessary actions to execute any real estate brokerage or agent documents, and execute the conditional agreement of purchase and sale with such documents and agreement in a form satisfactory to the Commissioner, Legal and Enforcement Services/Town Solicitor, or designate;
  5. That a Hospital Reserve Fund be established and Staff bring forward a Hospital Reserve Fund Policy for Council approval; and,
  6. That the Net Proceeds from the sale of the Property be allocated as follows:
     1. $1,812,511.33 to the Operations Development Charges Reserve Fund;
     2. $420,914.65 to the Fire Development Charges Reserve Fund; and,
     3. The balance to the Hospital Reserve Fund.

5.4.3

FS 41-24, Financial Services Department, Community Services Department and Legal and Enforcement Services Department Joint Report

Re: Proposed Long-Term License of town-owned Property at 508 Colborne Street West

• Recommendation:
  1. That staff be authorized to finalize negotiations with B'Nai Shalom v'Tikvah, Durham Region’s Reform Jewish Synagogue or an alternate religious/non-profit organization for a long-term license of Town-owned property at 508 Colborne Street West in support of a Ukrainian refugee family;
  2. That the Mayor and Clerk be authorized to sign a license agreement for 508 Colborne Street West between the Town and B'Nai Shalom v'Tikvah, Durham Region’s Reform Jewish Synagogue (or an alternate religious/non-profit organization) and, if deemed necessary by the Town Solicitor, the occupant identified to receive support, substantially based on the principles outlined in Report FS 41-24 and subject to the satisfaction of the Commissioner of Legal and Enforcement Services/Town Solicitor, and Commissioner of Financial Services/Treasurer; and,
  3. That a 2024 capital project for the renovation of 508 Colborne Street West be approved in the amount of $120,000 and funded from the Asset Management Reserve Fund.

5.4.4

FS 43-24, Financial Services Department Report

Re: Single Source Contract Award for Cell Phone Devices and Services

• Recommendation:

  That the Town’s cellular phone contract be renewed and be awarded to Bell Canada, as a single source award contract, from August 1, 2024 to December 31, 2030 as outlined in Staff Report FS 43-24.

5.4.5

CMS 15-24, Community Services Department Report

Re: Final Artist Selection - Indigenous Public Art Piece for the Whitby Sport Complex

• Recommendation:

  That report CMS 15-24 be received for information.

5.4.6

CMS 16-24, Community Services Department Report

Re: Operations Centre Expansion Phase 2 - Design Update

• Recommendation:
  1. That Report CMS 16-24 be received for information;
  2. That Council approve the proposed design concept for the new Parks Administration and Maintenance Facility, attached to this report as (Attachments 1-4); and,
  3. That a single source contract be awarded to McCallum Sather Associates, for the detailed design and contract administration work, in the amount of $926,300 (plus HST) and funded from capital project # 30211305.

5.5

New and Unfinished Business - General Government

6.

Adjournment