Committee of the Whole Revised Agenda

Monday, May 12, 2025 at 7:00 P.m. - 11:00 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 905.430.4300 to speak with a Staff Member in the Office of the Town Clerk.

 

In accordance with Procedure By-law # 8081-24, Closed Meeting Policy G 040, and the Municipal Act, 2001, Section 239 (2)(c) a proposed or pending acquisition or disposition of land by the municipality or local board, parts of this meeting may be closed to the public.

 

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.

---

1.

Call To Order: The Mayor

2.

Call of the Roll: The Clerk

3.

Declarations of Conflict of Interest

4.

Consent Agenda

5.

Planning and Development

5.1

Presentations

5.2

Delegations

5.3

Correspondence

5.4

Staff Reports

5.4.1

PDE 02-25, Planning and Development (Engineering Services) Department and Financial Services Department Joint Report

Re: Columbus Road Phase 1 Construction (Country Lane to Ashburn Road)

• Recommendation:
  1. That a new 2025 capital project, in the amount of $40,000,000 be approved for Columbus Road Widening Phase 1 (Country Lane to Ashburn Road) funded as follows:
     1. $15,052,500 reallocated from Project #40246048 (Ashburn Road to Baldwin Street) as outlined in Staff Report PDE 02-25;
     2. $19,918,750 from the Province of Ontario’s Housing-Enabling Core Servicing grant;
     3. $4,274,437.50 from the Development Charges Reserve Fund for Roads and Related Town-wide Infrastructure; and,
     4. $754,312.50 from the Growth Capital Reserve Fund.
  2. That Bumstead Integrated Transportation Consulting be awarded a single source contract for municipal-side contract management of the project, in the amount of $375,000, funded from the new 2025 Capital Project Columbus Road Widening Phase 1 works;
  3. That, for the Columbus Road Phase 1 project, the Commissioner of Planning and Development, together with the Commissioner of Financial Services and Treasurer, and the Senior Manager of Procurement be delegated authority to award contracts that normally require Council authorization beforehand;
  4. That Staff report on procurements awarded, that normally would require Council approval, at the earliest opportunity following the event;
  5. Staff be authorized to enter into funding agreements with the Region of Durham and/or Developers for the cost recovery of water and sewer servicing works; and,
  6. That prior to the award of the construction contract, Staff be authorized to create a new capital project for Columbus Road Phase 1 water and sewer works budget to be funded by the Region of Durham and/or the Developers subject to receipt of:
     1. A signed agreement from the Region of Durham and/or Developers on the cost recovery of water and sewer servicing works; and,
     2. A purchase order from the Region of Durham and/or a letter of credit/financial securities from the Developers totaling the amount of the award for the water and sewer works.

   

5.5

New and Unfinished Business - Planning and Development

6.

General Government

6.1

Presentations

6.2

Delegations

6.3

Correspondence

6.3.1

Correspondence # 2025-235 from the Durham District School Board received on April 29, 2025 regarding Durham District School Board Enrollment Pressures and Funding Challenges

• Recommendation:

  That Correspondence # 2025-235 from the Durham District School Board received on April 29, 2025 regarding Durham District School Board Enrollment Pressures and Funding Challenges be received for information.

6.4

Staff Reports

6.4.1

FS 27-25, Financial Services Department Report

Re: 2026 Budget Schedule and Engagement

• Recommendation:
  1. That the 2026 to 2028 Multi-year Budget Process, Communication and Public Engagement Plan and Budget Calendar outlined in Staff Report FS 27-25 be approved;
  2. That the following reduced timelines for budget amendments, vetoes, and other budget procedural matters for the 2026 to 2028 Multi-year budget be approved:
     1. The Council Budget Amendment Period be reduced to 10 days (from 30 days) following Council’s receipt of the proposed budget from the Mayor;
     2. The Council Override of the Mayor’s Veto Period expire 11 days (from 15 days) after the Mayor’s Veto Period;
     3. The deadline to provide the Clerk with Council motions to amend the budget be set for 4:30 p.m. on November 24, 2025;
     4. The Town Clerk is authorized to cancel the November 27, 2025 and December 15, 2025 Special Council Meetings on the budget if no Council Budget Amendments are received by the Town Clerk by 4:30 p.m. on November 24, 2025;
     5. The deadline to provide the Clerk with Council motions to override the Mayor’s Veto of any Council-approved budget amendments be set for 4:30 p.m. on December 10, 2025; and,
     6. The Town Clerk is authorized to cancel the December 15, 2025 Special Council Meeting on the budget if the Town Clerk does not receive any motions to override the Mayor’s vetoes, if any, to Council Budget Amendments by 4:30 p.m. December 10, 2025.
  3. That Council receives for information the proposed seven 7-day (from 10-day) expiration for the Mayor’s Veto Period following the Council Budget Amendment Period.

6.4.2

CAO 09-25, Office of the Chief Administrative Officer Report

Re: Economic Development Trade Mission

• Recommendation:
  1. That Report CAO 09-25 Economic Development Trade Mission be received as information; and,
  2. That the Clerk be directed to forward a copy of Report CAO 09-25 to the Director of Economic Development & Tourism, Region of Durham.

6.4.3

CLK 05-25, Office of the Town Clerk Report

Re: Accountability and Transparency Framework Review

• Recommendation:
  1. That Report CLK 05-25 providing an update and overview of the Town’s accountability and transparency framework be received for information;
  2. That the revised Accountability and Transparency Policy G 010 appended as Attachment 1 to Report CLK 05-25 be approved;
  3. That the Clerk be directed to bring forward a by-law to amend Procedure By-law #8081-24 in accordance with Section 4.3.2 of Report CLK 05-25;
  4. That the revised Closed Meeting Policy G 040 appended as Attachment 2 to Report CLK 05-25 be approved; and,
  5. That the Clerk be directed to take the necessary actions to use the Ontario Ombudsman as the default closed meeting investigator in accordance with section 239.1 of the Municipal Act, 2001, including termination of the existing agreement for closed meeting investigator services with the Local Authority Services (LAS).

6.4.4

FES 01-25, Fire and Emergency Services Department Report

Re: Medical Priority Dispatch System (MPDS) Change Over and Tiered Response

• Recommendation:
  1. That report FES 01-25 be received for information on the pending changeover to the Medical Priority Dispatch System (MPDS); and,
  2. As per the Fire Department Establishing and Regulating By-law #7263-17 (Attachment #1), Council approves an amendment to the Town of Whitby’s current Fire Tiered Response Criteria (Attachment #2), moving the Town of Whitby to Level A, in alignment with the City of Oshawa, the Town of Ajax and the Township of Clarington.

6.5

New and Unfinished Business - General Government

6.5.1

Advocating for Sustainable Federal Funding for PARA Marine Search and Rescue

• Recommendation:

  Moved by Councillor Mulcahy

  Whereas PARA Marine Search and Rescue (PMSAR) is a registered Canadian charity that has been operating with a dedicated team of volunteers since 1967, who have contributed thousands of hours annually to ensure the safety of individuals participating in water activities on Lake Ontario; and, 

  Whereas PMSAR annually conducts over 30 search and rescue missions in coordination with Canadian Coast Guard, from Port Credit to Port Hope. Notable rescues include the recovery of kayakers, children on floats, and searches for missing persons off the shores of Lake Ontario. The unit works alongside various other government departments including local police, fire, EMS, and Coast Guard for both Canada and the US; and, 

  Whereas PMSAR’s commitment to safety, teamwork, and community has been recognized through numerous awards and recognitions; and, 

  Whereas PMSAR and its volunteers play a vital role in keeping the Lake Ontario waterfront and residents in Durham Region safe; and, 

  Whereas despite its vital work, PMSAR operates with minimal federal support, relying heavily on community funding and volunteer efforts to raise funds for major capital acquisitions; and, 

  Whereas the lack of direct sustainable and predictable funding from upper-tier governments poses a significant risk to the continuity and effectiveness of PMSAR’s long-term operations; and,

  Whereas PMSAR is in need of additional funding to procure a new vessel to replace their current vessel which will be at end of life in the mid-2030s; and, 

  Whereas ongoing annual operating funding from the federal government will lessen the burden for PMSAR as they work towards raising the approximately $2,000,000 required for a new vessel. 

  Now therefore, be it resolved: 

  1. That Whitby Council calls on the Federal Government to commit ongoing and predictable operating funding from the federal government to PARA Marine Search and Rescue to support the organization’s long-term operational needs, including vessel and equipment replacement, and for the continued safety and protection of residents on Lake Ontario;
  2. That Whitby Council encourages all Durham municipalities and the City of Toronto to bring forward similar motions advocating for ongoing operating support for PARA Marine Search and Rescue; and,
  3. That a copy of this motion be sent to Ryan Turnbull, MP for Whitby; Lorne Coe, MPP for Whitby; Public Safety Canada; the Regional Municipality of Durham; all Durham Region lower-tier municipalities; the City of Toronto; and PARA Marine Search and Rescue.

7.

Closed Session

This portion of the agenda is closed to the public. [Refer to the Closed Agenda - Town Clerk has control and custody.]

• Recommendation:

  That Council move in-camera in accordance with Procedure By-law # 8081-24, Closed Meeting Policy G 040, and the Municipal Act, 2001, Section 239 (2)(c) a proposed or pending acquisition or disposition of land by the municipality or local board.

7.1

FS 01-25, Confidential Financial Services Department, Legal and Enforcement Services Department, and Community Services Department Joint Report

Re: Proposed Long-Term Lease of Front Street West (Rowe House)

8.

Rising and Reporting

9.

Adjournment