TOWN OF WHITCHURCH - STOUFFVILLE COUNCIL MINUTES Tuesday, October 10, :00 pm

Transcription

1 TOWN OF WHITCHURCH - STOUFFVILLE COUNCIL MINUTES Tuesday, October 10, :00 pm Council Chambers 111 Sandiford Drive Chair: Mayor Altmann and Deputy Mayor Smith The regular meeting of Council was held at the municipal offices, on the above date and time. Staff Present: Roman Martiuk, Rob Flindall, Rob Raycroft, Richard Renaud, Mary Hall, Brian Parrott, Glenn Jackson, Gillian Angus-Traill and Samantha Kong. 1. Call to Order 2. Roll Call All members of Council were present. 3. Introduction of Addendum Items 1. Item 18, Report No. DS McKean Lands Site Alteration Permit Exemption (P11/D12) 2. Item 19, Report No. CS Contract Extension for After-Hours Call Service (F18) 4. Confirmation of Agenda Moved by Councillor Smith Seconded by Councillor Ferdinands That Council confirm the agenda, as amended. 5. Declarations of Pecuniary Interest Mayor Altmann declared pecuniary interest with respect to Report No. FS : WS Mayors Community Fund Santa Claus Parade.

2 6. Adoption of Minutes Moved by Councillor Upton Seconded by Councillor Lovatt That Council adopt the minutes from the regular meeting of Council on September 26, 2017, as circulated. 7. Recognitions None 8. Delegations/Petitions 1. Motorfest Car Show Cheque Presentation - Ed Hakonson and Tony Paton Moved by Councillor Kroon Seconded by Councillor Ferdinands That Council receive the delegation from Ed Hakonson and Tony Paton regarding the Motorfest Car Show Cheque Presentation, for information. 2. Petition to Install 4-way (all-way) STOP Sign - Raxlin Street, Yakefarm Boulevard and Fairlee Circle - David Finkelstein Moved by Councillor Hargrave Seconded by Councillor Ferdinands That Council direct staff to undertake a traffic study to determine the need for crossing guards and/or an all-way stop at Raxlin Street, Yakefarm Boulevard, and Fairlee Circle, and report back to Council. Page 2 of 16

3 9. Outside Presentations/Information from Town Advisory Committees 1. Memorandum from Environmental Stewardship Committee, re: Request for Endorsement and Support Moved by Councillor Kroon Seconded by Councillor Upton 1) That Council endorse and support the following items to support the Environmental Stewardship Committee mandate: 1. Approval to use the ESC logo for letters and for promotional items, such as reusable mugs and water bottles, hats, or nominal items 2. Engagement of the public through the Town s Communications and Social Media avenues 3. Placement of educational posters, plaques, or other similar educational tools at Town property, such as explaining the native plants at local stormwater ponds 4. The Fall 2017 Pond Party event 10. Consent Agenda Report Nos. CAO , CS , FS , PW , LCS , LCS , LCS , LCS , LCS-024,17, DS , and CS were not pulled for separate discussion. Moved by Councillor Smith Seconded by Councillor Ferdinands That Council approve the following staff reports on the consent agenda and adopt the recommendations contained therein: a. Staff Reports Report No. CAO Capital Projects Staffing (F05) 1) That the Public Works 2018 capital budget submission consider the deferrals to eliminate capital spikes and produce a level ten-year capital program; and 2) That Council grant pre-budget approval to add 2 permanent Capital Project positions to the capital projects section; and Page 3 of 16

4 3) That Council grant pre-budget approval to add 1 Contract (2 Year) Capital Projects Coordinator to the capital projects section; and 4) That Council approve the funding of the new positions from the capital budget and from reductions to external consulting; and 5) That Council direct staff to review the pre-qualification process and prepare a report for the 2018 program. Report No. CS Contract Award to Dominion Voting Systems for the Lease of Vote Tabulators for the 2018 Municipal Election (C07) 1)That Council approve the contract award to Dominion Voting Systems, through the piggy back clause as allowed in the Town s Procurement Bylaw, for the leasing of optical scan vote tabulators for the 2018 Municipal Election in the amount of $85,247.50, plus applicable taxes, to be funded in 2018 from the election reserves; and 2)That Council authorize the Mayor and Clerk to sign the contract between the Town and Dominion Voting Systems. Report No. FS Contract Award for WS-RFP for Asset Management Planning (F06) 1)That Council approve the contract award for WS-RFP , Asset Management Plan to GHD in the amount of $78, including all applicable taxes; and 2)That Council authorize the Mayor and Clerk to sign all necessary documents between the Town of Whitchurch-Stouffville and GHD for WS- RFP Report PW Contract Award for WS-RFT Supply and Delivery of a Tandem Axle Plow Unit (F18) 1) That Council approve the award of Contract WS-RFT Supply and Delivery of Tandem Axle Plow Unit including optional equipment specified, to Currie Truck Centre for a total of $357,845.57, including all applicable taxes; and 2) That Council authorize the Mayor and Clerk to sign all necessary documents to execute an agreement for WS-RFT Supply and Delivery of a Tandem Axle Plow Unit, between Currie Truck Centre and the Town of Whitchurch-Stouffville. Page 4 of 16

5 Report No. LCS Conservation an Dissolution Policies - Whitchurch-Stouffville Museum and Community Centre (R03) 1) That Council adopt the Conservation Policy, as approved by the Whitchurch-Stouffville Museum and Community Centre Advisory Committee, and 2) That Council adopt the Dissolution Policy, as approved by the Whitchurch-Stouffville Museum and Community Centre Advisory Committee. Report No. LCS Education and Interpretation Policy - Whitchurch-Stouffville Museum and Community Centre (R03) 1) That Council adopt the Education and Interpretation Policy, as approved by the Whitchurch-Stouffville Museum & Community Centre Advisory Committee. Report No. LCS Exhibition Policy - Whitchurch-Stouffville Museum and Community Centre (R03) 1) That Council adopt the Exhibition Policy, as approved by the Whitchurch-Stouffville Museum & Community Centre Advisory Committee. Report No. LCS Extended Use of Fleet Vehicles - Trucks 8-04 and 8-05 (V01) 1) That Council authorize staff to retain 2 pick up trucks (8-04 and 8-05) which had been scheduled for disposal in 2017; and 2) That Council authorize staff to fund the maintenance and operation of these trucks through the 2017 Operating Budget. Report No. LCS Janitorial Cleaning Services Agreement (F18) 1) That Council approve the award of WS-RFP Janitorial Cleaning Services to Royal Building Cleaning Ltd. in the amount of $186.25/hr or $295, inclusive of HST for a 27-month contract ending December 31, 2019; and Page 5 of 16

6 2) That Council authorize the Mayor and Clerk to sign all necessary agreements between the Town of Whitchurch-Stouffville and Royal Building Cleaning Ltd. for janitorial cleaning services at various facilities for a period of 27 months with the option to renew for an additional two (2), one (1) year terms subject to satisfactory performance. Report No. DS Definition Change to Comprehensive Zoning By-law ZO Public Service Facilities (D14) 1) That Council enact By-law No ZO being a by-law to amend Comprehensive Zoning By-law ZO by removing the definition of Government Services, and by creating a new definition Public Service Facilities. Report No. CS Contract Extension for After-Hours Call Service (F18) 1) That Council approve a three (3) year contract extension for the after-hours call service provided by the Town; and 2) That Council authorize the Mayor and Clerk to sign all necessary documents between the Town for after-hours call service. b. Communications 1. Council Communications Report - October 10, 2017 Moved by Councillor Hargrave Seconded by Councillor Lovatt That Council receive the following correspondence for information: Town of Newmarket, re: Ontario Regulation Display Screens and Hand-Held Devices York Region, re: Draft Provincial Guidance on Natural Heritage System and Agricultural System York Region, re: Proposed Amendments to the Conservation Authorities Act under Bill 139 York Region, re:proposed Changes to the Land Use Planning Appeal System through Bill 139, Building Better Communities and Conserving Watersheds Act, 2017 York Region, re: Response to Ministry of Infrastructure - Proposed Municipal Asset Management Planning Regulation Page 6 of 16

7 York Region, re: Response to Ministry of the Environment and Climate Change Discussion Paper: Addressing Food and Organic Waste in Ontario 11. Action Items Requiring Separate Discussion 16. Correspondence from Toronto and Region Conservation Authority, re: Request for Appointments to the TRCA Regional Watershed Alliance Moved by Councillor Kroon Seconded by Councillor Smith 1) That Council defer appointing a representative to participate on the TRCA Regional Watershed Alliance for 2 weeks; and 2) That Council direct staff to report back on potential representatives at the October 24, 2017 Council meeting. 17. Report No. FS Grants and Donations In-Kind - Second Intake Period (F11) Whistle Community Radio Moved by Councillor Kroon Seconded by Councillor Ferdinands 1) That Council defer the grant request from Whistle Community Radio of $7,500; and 2) That Council direct staff to enter into discussions with Whistle Community Radio with respect to partnership opportunities and report back. Page 7 of 16

8 Whitchurch-Stouffville Studio Tour Moved by Councillor Ferdinands Seconded by Councillor Smith 1) That Council approve a grant of $750 to Whitchurch-Stouffville Studio Tour; and 2) That Council request that the recipients include the Town of Whitchurch-Stouffville as a sponsor of their program. Whitchurch-Stouffville Student Music Scholarship Seconded by Councillor Hargrave 1) That Council approve a grant of $500 to the Whitchurch- Stouffville Student Music Scholarship; and 2) That Council request that the recipients include the Town of Whitchurch-Stouffville as a sponsor of their program. Shadowpath Theatre Production Moved by Councillor Ferdinands Seconded by Councillor Upton 1) That Council decline a grant request of $9,000 from Shadowpath Theatre Production. Page 8 of 16

9 Stouffville Golden Years Club Seconded by Councillor Smith 1) That Council approve a grant of $400 to the Stouffville Golden Years Club; and 2) That Council request the recipients include the Town of Whitchurch-Stouffville as a sponsor of their program. Stouffville Igoma Partnership Moved by Councillor Upton Seconded by Councillor Lovatt 1) That Council approve a grant of $2,000 to the Stouffville Igoma Partnership; and 2) That Council request that the recipients include the Town of Whitchurch-Stouffville as a sponsor of their program. Young Life of Canada Seconded by Councillor Hargrave 1) That Council approve a grant of $5,000 to Young Life of Canada; and 2) That Council request that the recipients include the Town of Whitchurch-Stouffville as a sponsor of their program. Mayor Altmann relinquished the chair to Deputy Mayor Smith during the consideration of the WS Mayors Community Fund Stouffville Santa Claus Parade grant request. Page 9 of 16

10 WS Mayors Community Fund Stouffville Santa Claus Parade Seconded by Councillor Ferdinands 1) That Council approve a grant of $5,000 to the WS Mayors Community Fund Stouffville Santa Clause Parade; and 2) That Council approve the use of the $3,000 that has been designated within the Leisure and Community Services budget to the WS Mayors Community Fund Santa Clause Parade; and 3) That Council request that the recipients include the Town of Whitchurch-Stouffville as a sponsor of their program. Mayor Altmann resumed the chair at this time. Royal Canadian Legion Branch 459 Moved by Councillor Upton Seconded by Councillor Lovatt 1) That Council waive the WS Community grant program application process; and 2) That Council provide a grant of $700 to the Royal Canadian Legion, Branch 459 for the Remembrance Day ceremony on November 11, 2017; and 3) That Council direct staff to incorporate $1,000 into all future budgets for Remembrance Day services by the Royal Canadian Legion, Branch 459; and 4) That Council request that the recipients include the Town of Whitchurch-Stouffville as a sponsor of their program. Page 10 of 16

11 Report No. PW Commercial and Residential Parking Public Consultation Status Update (T02) Seconded by Councillor Hargrave 1) That Council receive the report Commercial and Residential Parking Public Consultation Status Update for information; and 2) That Council direct staff to report back to Council at the November 7, 2017 meeting with recommendations regarding the continuation of the pilot program for permit parking and on-street parking by-law enforcement; and 3) That Council direct staff to extend existing parking permits to the current holders until November 30, 2017; and 4) That Council direct staff to bring forward a funding request to Council through the 2018 budget submission to retain professional consulting services to support a working group to review the Town's parking permit system, parking by-law, zoning requirements for parking, and analysis of parking requirements within the downtown core and selected residential neighbourhoods; and 5) That Council direct staff to prepare a report outlining the terms of reference, membership and timelines for a parking working group. as amended Report No. DS Status Update Regarding Main Street Access and Parking Plan Recommendations Provided by the Downtown Stouffville Working Group (T02) Seconded by Councillor Upton 1) That Council receive Report No. DS for information; and 2) That Council direct staff to report back to Council on the recommendations made by the Downtown Stouffville Working Group. as amended Page 11 of 16

12 Report No. LCS Dedicated Pickleball Facility Update (F18) Moved by Councillor Smith Seconded by Councillor Ferdinands 1) That Council receive the Dedicated Pickleball Facility Update report for information; and 2) That Council direct staff to ensure the 2017 Leisure and Community Services Master Plan being compiled by Sierra Planning and Management consultants includes a detailed recommendation specifically pertaining to the total capital costs, possible locations and proposed user fees for a dedicated pickleball facility in the Town of Whitchurch-Stouffville. Report CS Communications Update (M09 & M10) Moved by Councillor Kroon Seconded by Councillor Upton 1) That Council adopt Administrative Procedure #72 Corporate Identities Guidelines; and 2) That Council adopt Administrative Procedure #73 Corporate Use of Social Media; and 3) That Council enact by-law RE being a by-law to amend Delegation By-Law RE to delegate authority to the CAO or designate for maintenance of Policy #73; and 4) That Council direct staff to replace the wording in the first two paragraphs of Administrative Procedure #72, section 4.1 with: The Town s Coat of Arms can only be used internally for the Town s official purposes and Town business. This includes, but is not limited to ceremonial purposes, plaques, awards, certificates, mementoes, and the like, approved by the Clerk. Page 12 of 16

13 Use by elected officials, other than business cards and official stationary, is prohibited. The use of the Town s Coat of Arms by external organizations, individuals, or by staff is prohibited. as amended Report No. PW Amend Parking By-Law PR - No Stopping Restrictions on Greenwood Road and Millard Street (T07) Seconded by Councillor Upton 1) That Council enact By-law PR to amend Schedule IV of Parking Control By-law PR (Greenwood Road and Millard Street), as amended; and 2) That Council direct staff to report back on no parking and no stopping requirements within school zones. as amended Report No. DS McKean Lands Site Alteration Permit Exemption (P11/D12) Moved by Councillor Hargrave Seconded by Councillor Lovatt 1) That Council authorize staff to exempt the McKean Lands Development from Site Alteration By-Law RE; and 2) That Council direct staff to execute a Site Alteration Agreement for the McKean Lands prior to Draft Plan Approval; and 3) That Council authorize the Mayor and Clerk to execute a Site Alteration Agreement for the McKean Lands. Page 13 of 16

14 12. Notices of Motion/Motions for which notice has been given 1. Notice of Motion from Councillor Kroon, re: Rail Crossing Safety Improvements WHEREAS Transport Canada reports that from 2009 to 2013, collisions at public and private crossings in Canada resulted in, on average, 26 deaths and 26 serious injuries a year; and WHEREAS Train whistling or the sounding of a horn when a train approaches a grade crossing is an important way to keep drivers, cyclists and pedestrians safe when using public grade crossings, and the Town is responsible for protecting the safety of our residents; and WHEREAS Railway companies and road authorities including municipalities are each responsible for managing railway crossing safety in Canada; and WHEREAS Transport Canada has introduced Grade Crossings Regulations that will bring a consistent level of safety to each railway crossing in Canada, and the Regulation will take full effect in 2021; and WHEREAS the Town has already complied with the Regulatory requirement to complete the crossing safety assessments and share safety-related information with the Railway Companies and Transport Canada; NOW THEREFORE BE IT RESOLVED THAT Staff report back in the first quarter of 2018 with a summary of the rail crossing safety assessment findings prepared by WSP Global Inc. on behalf of the Town in 2017, and provide a prioritized work plan for safety improvements to meet the 2021 deadline for compliance with standards that apply to surface, signs, sightlines and warning systems for all existing grade crossings of municipal roads; and THAT Staff report back with a further assessment of the most appropriate safety measures to protect pedestrians and cyclists at all level crossings, including a discussion on the appropriateness of pursuing whistle cessation; and THAT Staff report back with opportunities to receive funding for rail crossing improvements from the Federal Government under the Transport Canada Grade Crossing Improvement Program, and other funding opportunities. Page 14 of 16

15 13. Resolutions from Members of Council None 14. By-laws Moved by Councillor Hargrave Seconded by Councillor Smith That Council read the following by-laws a first, second, third time and passed: RE being a By-law to amend the Delegation Authority By-law RE (Schedule "A") ZO BEING A BY-LAW to amend By-law ZO of the Town of Whitchurch-Stouffville (Comprehensive Zoning By-law) (Public Service Facilities) PR being a by-law to amend By-law PR, to govern and control the stopping of vehicles in the Municipality of Whitchurch-Stouffville on Greenwood Road and Millard Street. (as amended) as amended 15. Regional Business None 16. List of Proclamations Made None 17. Resolution to hold a Closed Meeting, if required Seconded by Councillor Smith That Council recess at 10:14 p.m. to permit the holding of a Closed Meeting in the Whitchurch Room to consider the following: 1. Report of the CAO, re: Personal matters about an identifiable individual, including municipal or local board employees (Municipal Act, Sec. 239(2)(b)) Page 15 of 16

16 2. Report of the Town Solicitor, re: Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality of local board (Municipal Act, Sec. 239(2)(e)) Council reconvened into open session at 11:32 p.m. 18. Items Arising from a Closed Meeting None 19. Confirmatory By-law Moved by Councillor Smith Seconded by Councillor Ferdinands That Council read confirmatory by-law MS a first, second, third time and passed. 20. Adjournment Seconded by Councillor Hargrave That there being no further business, Council adjourn the Council meeting at 11:33 p.m. 21. Comments from Members of Council APPROVED at the Town of Whitchurch-Stouffville this 24 th day of October, Gillian Angus-Traill, Clerk Mayor Justin Altmann Page 16 of 16