Committee of the Whole Revised Agenda

Monday, June 10, 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 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.

Planning and Development

5.1

Presentations

5.2

Delegations

5.2.1

Richard Bercuson, Resident (In-Person Attendance)

Re: PDE 04-24, Planning and Development (Engineering Services) Department Report        
St Thomas Street at Winchester Road Signalization Consideration

Refer to Item 5.4.1, PDE 04-24

5.2.2

Dennis Hywarren, Resident (In-Person Attendance)

Re: PDE 04-24, Planning and Development (Engineering Services) Department Report
St Thomas Street at Winchester Road Signalization Consideration

Refer to Item 5.4.1, PDE 04-24

5.2.3

Tracey Mooradian, Resident (In-Person Attendance)

Re: PDE 04-24, Planning and Development (Engineering Services) Department Report        
St Thomas Street at Winchester Road Signalization Consideration

Refer to Item 5.4.1, PDE 04-24

5.2.4

Katelyn Krisman, Resident (In-Person Attendance)

Re: PDE 04-24, Planning and Development (Engineering Services) Department Report
St Thomas Street at Winchester Road Signalization Consideration

Refer to Item 5.4.1, PDE 04-24

Note: In accordance with Section 11.17 of the Procedure By-law, a Two-Thirds Majority for a motion to hear this delegation is required as the delegation request was received after the deadline.

5.2.5

Paul Mason, Resident (In-Person Attendance)

Re: PDE 06-24, Planning and Development (Engineering Services) Department Report        
Garden Street On-Street Parking Consideration

Refer to Item 5.4.5, PDE 06-24

5.2.6

Ernie Sue, Resident (In-Person Attendance)

PDE 06-24, Planning and Development (Engineering Services) Department Report    Group Comments    
Re: Garden Street On-Street Parking Consideration

Refer to Item 5.4.5, PDE 06-24

5.3

Correspondence

5.4

Staff Reports

5.4.1

PDE 04-24, Planning and Development (Engineering Services) Department Report

Re: St Thomas Street at Winchester Road Signalization Consideration

Note: Consideration of this matter was deferred from the Committee of the Whole meeting on June 3, 2024 due to the meeting adjourning in accordance with Section 11.44 of Procedure By-law # 8081-24.

See also Memorandum from T. Painchaud, Sr. Manager, Transportation Services dated June 10, 2024 regarding Traffic Signal at St Thomas Street and Winchester Road, Reduced Cost

• Recommendation:
  1. That Council provide direction regarding traffic signalization of St Thomas Street at Winchester Road, and as appropriate, direct staff to include $250,000 in the property tax-funded 2025 capital budget, as a pre-approved budget item, considering the Region’s requirements for unwarranted traffic control signals;
  2. That the operating and maintenance costs related to the signal, in the annual amount of $8,000, be included in the property tax-funded operating budget, beginning in 2026, as appropriate; and,
  3. That Report PDE 04-24 be provided to the Regional Municipality of Durham.

5.4.2

PDP 34-24, Planning and Development (Planning Services) Department Report

Re: Zoning By-law Amendment Application, The Baird Team Royal Lepage Baird Real Estate, 55 Garrard Road and Block 33 on Plan 40M-1315, File Number: DEV-08-24 (Z-04-24)

Note: Consideration of this matter was deferred from the Committee of the Whole meeting on June 3, 2024 due to the meeting adjourning in accordance with Section 11.44 of Procedure By-law # 8081-24.

• Recommendation:
  1. That Council approve an amendment to Zoning By-law # 1784 (Z-04-24) as outlined in Report PDP 34-24; and,
  2. That a by-law to amend Zoning By-law # 1784 be brought forward for consideration by Council.

5.4.3

PDE 03-24, Planning and Development (Engineering Services) Department Report

Re: Mid-Block Arterial (Phase 2) – Single Source Award Report

• Recommendation:
  1. That Council authorize staff to move forward with the detail design for Phase 2 of the Mid-Block Arterial (MBA) project, as outlined in Report No. PDE 03-24;
  2. That Council authorize the single source award to CIMA+ as the engineering consultant to complete the detail design for Phase 2 of the MBA project in the amount of $899,560 funded from capital project 40236054; and,
  3. That Council authorize the single source award to GHD as the technical reviewer to complete Phase 2 of the MBA project in the amount of $189,298 funded from capital project 40236054.

5.4.4

PDE 05-24, Planning and Development (Engineering Services) Department Report

Re: Update Traffic By-law - No Parking on Hunter Street

• Recommendation:
  1. That Council approve the proposed amendment to Traffic By-law 8059-24, to incorporate the changes to Schedule B of the By-law, as identified in Attachment # 2; and,
  2. That a by-law to amend By-law 8059-24 be brought forward for the consideration of Council.

5.4.5

PDE 06-24, Planning and Development (Engineering Services) Department Report

Re: Garden Street On-Street Parking Consideration

• Recommendation:
  1. That Council approve the proposed amendment to the Traffic By-law 8059-24 to incorporate the following change to Schedule B: No Parking restrictions on Garden Street between Burns Street and Dundas Street East; and,
  2. That Council provide direction to staff regarding parking opportunities to be constructed for residents whose properties have direct access to Garden Street between Dunlop Street East and Hyland Street.

5.4.6

PDE 07-24, Planning and Development (Engineering Services) Department Report

Re: Update to Traffic By-law 8059-24 - Stop Control

• Recommendation:
  1. That Council approve the proposed amendment to the Traffic By-law 8059-24 to incorporate changes to Schedule “N” of the By-law, as identified in Attachment 1;
  2. That a by-law to amend By-law 8059-24 be brought forward for the consideration of Council; and,
  3. That Item P&D-0018 be removed from the New and Unfinished Business list.

5.4.7

PDE 08-24, Planning and Development (Engineering Services) Department and Financial Services Department Joint Report

Re: Mid-Block Arterial – Phase 3 (Anderson Road to Thornton Road) – Detailed Design

• Recommendation:
  1. That a new 2024 Capital Budget, in the amount of $2,250,000 for the Mid-Block Arterial – Phase 3 Detailed Design, be approved and funded $25,780 from the Growth Capital Reserve Fund, and $2,224,220 from the Development Charges Roads and Related Town-wide Infrastructure Reserve Fund;
  2. That the Anderson Conlin Development Consortium (ACDC) be authorized to proceed with the Mid-Block Arterial Phase 3 Design work based on a commitment that the Town intends to negotiate a reimbursement agreement for the $2,140,000 of detailed design works;
  3. That Council provide the Chief Administrative Officer and Commissioner of Planning and Development delegated authority to enter into a reimbursement agreement with the ACDC for the Mid-Block Arterial Phase 3 Detailed Design works based on the principles outlined in Report PDE 08-24 and subject to terms satisfactory to the Commissioners of Financial Services/Treasurer and Legal and Enforcement Services/Town Solicitor;
  4. That no ACDC reimbursements payments are processed by the Town until the reimbursement agreement with the ACDC for the Mid-Block Arterial Phase 3 Detailed Design works is fully executed; and,
  5. That staff commence negotiations with ACDC for a future development charge credit and/or reimbursement agreement for the construction of Mid-Block Arterial based on the principles outlined in Report PDE 08-24.

5.5

New and Unfinished Business - Planning and Development

6.

General Government

6.1

Presentations

6.2

Delegations

6.3

Correspondence

6.3.1

Memorandum from C. Chrus, Manager, Creative Communities, dated May 10, 2024 re: 2024 Roebuck Street Road Mural

• Recommendation:

  That the Memorandum from C. Chrus, Manager, Creative Communities, dated May 10, 2024 re: 2024 Roebuck Street Road Mural be received for information.

6.4

Staff Reports

6.4.1

CMS 08-24, Community Services Department Report

Re: Update to the Ice Allocation Policy

Note: Consideration of this matter was deferred from the Committee of the Whole meeting on June 3, 2024 due to the meeting adjourning in accordance with Section 11.44 of Procedure By-law # 8081-24.

• Recommendation:

  That Council approve the proposed amendments to the Ice Allocation Policy, Policy Number MS 010, Attachment 2 of Report CMS 08-24.

6.4.2

CMS 09-24, Community Services Department Report

Re: Accessibility Plan

• Recommendation:
  1. That Council receive this report as information;
  2. That Council adopt the Town’s Accessibility Plan 2023-2026 as attached; and,
  3. That a copy of the Accessibility Plan 2023-2026 be posted on the Town’s website with alternate formats available upon request.

6.4.3

FS 11-24, Financial Services Department Report

Re: Building Permit Fees Annual Financial Report 2023

• Recommendation:

  That Report FS 11-24 on Building Permit Fees Annual Financial Report 2023 be received as information.

6.4.4

FS 15-24, Financial Services Department Report

Re: 2023 Year End Operating Budget Variances and Reserve Funds

• Recommendation:
  1. That Report FS 15-24 regarding 2023 Year End Operating Variances and Reserve Funds be received;
  2. That notwithstanding the Disposition of Operating Surplus Policy F 010, the full amount of the 2023 operating surplus, in the amount of $80,157 be transferred to the Long-Term Finance Reserve; and,
  3. That $100,000 be drawn from the Long-Term Finance Reserve in 2024 to fund an additional one-time payment towards the Town of Whitby’s $250,000 commitment to the Charles H. Best Diabetes Centre’s capital campaign.

6.4.5

FS 16-24, Financial Services Department Report

Re: Annual Statement of Development Charge and Parkland Dedication Cash-in-Lieu Reserve Funds as of December 31, 2023

• Recommendation:

  That Report FS 16-24, the Annual Statement of Development Charge and Parkland Dedication Cash-in-Lieu Reserve Funds as of December 31, 2023, be received for information.

6.4.6

FS 18-24, Financial Services Department Report

Re: Annual Insured Claims Report

• Recommendation:

  That Report FS 18-24 regarding Annual Insured Claims be received as information.

6.4.7

FS 21-24, Financial Services Department Report

Re: 2025 Budget Schedule and Engagement

• Recommendation:
  1. That the 2025 to 2027 Multi-year Budget Process, (including incorporation of a budget process under Strong Mayor Powers), Communication and Public Engagement Plan and Budget Calendar outlined in Staff Report FS 21-24 be approved; and,
  2. That the reduced timelines, as outlined in Report FS 21-24, for budget amendments and vetoes to the 2025 to 2027 Multi-year budget be approved.

6.4.8

FS 29-24, Financial Services Department Report

Re: Update on Property Tax Assessment Appeals and Adjustments

• Recommendation:

  That Report FS 29-24 be received as information.

6.4.9

FS 31-24, Financial Services Department Report

Re: Town of Whitby Municipal Asset Management Plan Update

• Recommendation:
  1. That Council endorse the Town’s 2024 Municipal Asset Management Plan which highlights the Community and Technical Levels of Service for all service areas (Facilities, Fire Equipment, Fleet, Library Resources, Parks, Roads Right-of-Way, and Technology & Innovation Services) as attached to Report FS 31-24;
  2. That Council endorse the following recommendations as highlighted in Section 6 the Town’s 2024 Municipal Asset Management Plan:
     1. Refine existing levels of service for all other assets and propose sustainable levels of service for all service areas to be approved by Council by July 1, 2025;
     2. Undertake community engagement surveys and public information sessions, to inform future asset management plans on Whitby residents’ desired Levels of Service for municipal assets;
     3. Assess and evaluate existing maintenance and repair activities and capture these in the Asset Management database in order to get a complete picture of future financial requirements;
     4. Review consequence of failure ratings regularly;
     5. Assess the costs of Climate Change resilience and the associated risks to assets;
     6. Propose Climate Change adaptation and mitigation measures for all Service Areas; and,
  3. That Staff continuously refine lifecycle treatments to ensure assets are being maintained as cost efficiently as possible.

6.4.10

CAO 10-24, Office of the Chief Administrative Officer Report

Re: Council Remuneration Market Review

• Recommendation:

  That Council receive Report CAO-10-24, Council Remuneration Market Review for information

6.4.11

CAO 11-24, Office of the Chief Administrative Officer Report

Re: 2024 Workforce Plan Review

• Recommendation:

  That Council receive Report CAO-11-23 2024 Workforce Plan Review for information.

6.4.12

CAO 12-24, Office of the Chief Administrative Officer and Community Services Department Joint Report

Re: The IDEA Project - Journey to Inclusivity Status Update 2024

• Recommendation:

  That Council receive Report CAO-12-24 The IDEA Project, Journey to Inclusivity Status Update 2024 for information.

6.4.13

CAO 16-24, Office of the Chief Administrative Officer and Financial Services Department Joint Report

Re: 2023 Annual Sustainability and Climate Change Report

• Recommendation:
  1. That Report CAO 16-24 be received as information;
  2. That the Clerk’s office forward a copy of Staff Report CAO 16-24 to the Region of Durham’s Sustainability Department; and,
  3. That Schedule S of the Fees and Charges By-law 7220-17, as amended, be further amended to include the new Level 3 Electric Vehicle Charging Station Fees as outlined in Report CAO 16-24.

6.4.14

FES 02-24, Fire and Emergency Services Department Report

Re: Updates – Emergency Response Automatic Aid Agreement with Ajax Fire & Emergency Services

• Recommendation:
  1. That the updated by-law regarding the execution of an Automatic Aid Agreement with the Town of Ajax be presented to Council for approval; and,
  2. That the attached agreement (ATT-1) between Ajax Fire & Emergency Services and Whitby Fire & Emergency Services be approved, effective June 19, 2024.

      

6.4.15

FES 03-24, Whitby Fire and Emergency Services Department Report

Re: Whitby Fire & Emergency Services – 2022 & 2023 Annual Report

• Recommendation:

  That Council receives, for information, and reviews Whitby Fire & Emergency Services (WFES) annual report for 2022 and 2023.

6.5

New and Unfinished Business - General Government

6.5.1

Provincial regulations needed to restrict keeping of non-native (“exotic”) wild animals

Note: Consideration of this matter was deferred from the Committee of the Whole meeting on June 3, 2024 due to the meeting adjourning in accordance with Section 11.44 of Procedure By-law # 8081-24.

Moved by Councillor Mulcahy

• Recommendation:

  Whereas Ontario has more private non-native (“exotic”) wild animal keepers, roadside zoos, mobile zoos, wildlife exhibits and other captive wildlife operations than any other province; and,

  Whereas the Province of Ontario has of yet not developed regulations to prohibit or restrict animal possession, breeding, or use of non-native (“exotic”) wild animals in captivity; and,

  Whereas non-native (“exotic”) wild animals can pose very serious human health and safety risks, and attacks causing human injury and death have occurred in the province; and,

  Whereas the keeping of non-native (“exotic”) wild animals can cause poor animal welfare and suffering, and poses risks to local environments and wildlife; and,

  Whereas owners of non-native (“exotic”) wild animals can move from one community to another even after their operations have been shut down due to animal welfare or public health and safety concerns; and,

  Whereas municipalities have struggled, often for months or years, to deal with nonnative (“exotic”) wild animal issues and have experienced substantive regulatory, administrative, enforcement and financial challenges; and,

  Whereas the Association of Municipalities of Ontario (AMO), the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) and the Municipal Law Enforcement Officers' Association (MLEOA) have indicated their support for World Animal Protection’s campaign for provincial regulations of non-native (“exotic”) wild animals and roadside zoos in letters to the Ontario Solicitor General and Ontario Minister for Natural Resources and Forestry.

  Now Therefore, be it Resolved:

  1. That the Town of Whitby hereby petitions the provincial government to implement provincial regulations to restrict the possession, breeding, and use of non-native (“exotic”) wild animals and license zoos in order to guarantee the fair and consistent application of policy throughout Ontario for the safety of Ontario’s citizens and the non-native (“exotic”) wild animal population; and,
  2. That this resolution will be forwarded to the Premier of Ontario, Ontario Solicitor General, Ontario Minister for Natural Resources and Forestry, Region of Durham MPPs, all Durham Region municipalities, AMO, AMCTO, and MLEOA.

7.

Adjournment