Operations Committee Meeting Agenda April 3, 2017 – 7:00 PM Council Chambers Whitby Municipal Building
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1. Declarations of Pecuniary Interest
2. Presentations
2.1 David Archer and Brian Wick representing Whitby Area Scouts Canada Re: Update on Activities regarding the Whitby Scout Trail and other scouting events
3. Delegations
4. Correspondence
5. Public Meetings
5.1 Corporate Services Department Report, CS 27-17 [7:00 p.m.] 7 - 32 2017 Budget and Public Overview
Recommendation: 1. That the Corporate Services Report CS 27-17 be received for information; and, 2. That the budget be brought forward to Council on Wednesday April 12, 2017 for consideration.
6. Staff Reports
6.1 Public Works Department Report, PW 4-17 33 - 55 Re: Downtown Whitby Parking Study Terms of Reference
Recommendation: 1. That Council approve the Downtown Whitby Parking Master Plan
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(PMP) Terms of Reference, appended as Attachment #1 to this report; 2. That staff come back to issue a Request for Proposal and award the project to the highest ranking compliant bidder provided such proposals are within or do not exceed by more than 10%, the budget of $150,000; 3. That the Terms of Reference include a provisional item for the consideration of a residential parking permit program as outlined in Attachment #2; 4. That the Mayor and Clerk be authorized to sign any necessary documents; and, 5. That the Clerk be authorized to remove MD 0511 and MD 2712 from New and Unfinished Business.
6.2 Public Works Department Report, PW 14-17 56 - 66 Re: West Whitby Major Roads Update
Recommendation: 1. That Report PW 14-17 be received for information; 2. That Council authorize Town staff to finalize the agreement with the Ministry of Transportation regarding financial requirements for the outstanding works on Rossland Road associated with Highway 412 and that they be included in the West Whitby infrastructure tender; 3. That subject to budget approval, the widening of Rossland Road between Lake Ridge Road and McQuay Boulevard be included as part of the West Whitby Landowners Group overall West Whitby infrastructure tender (i.e. Des Newman Boulevard and related infrastructure); 4. That the Commissioner of Corporate Services / Treasurer finalize the requirements associated with the Front Funding Agreement (FFA) for the West Whitby infrastructure works and bring to Council prior to Summer 2017; 5. That the Commissioner of the Corporate Services/Treasurer approve the Town’s portion of the West Whitby infrastructure works subject to the Town’s portion of the tender being within 10% of the approved capital budgets; and, 6. That the Mayor and Clerk be authorized to execute the required documents.
6.3 Public Works Department Report, PW 15-17 67 - 73 Re: Replacement of the Henry Street Underpass at Highway 401
Recommendation: 1. That Council authorize Town staff to finalize the agreement with
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the Ministry of Transportation regarding the cross-section modifications on the Henry Street underpass at Highway 401 to accommodate a multi-use path on one side; 2. That Council provide approval of $250,000 for the detailed design and construction cost to accommodate a multi-use path on one side of the Henry Street underpass at Highway 401; and, 3. That the Mayor and Clerk be authorized to execute the required documents.
6.4 Public Works Department and Corporate Services Department Joint 74 - 77 Report, CS 12-17 Re: Single-Axle, Low Profile Truck with Hooklift Device and Bodies (T- 156-2016)
Recommendation: 1. That the Town of Whitby accept the low tender bid of Premier Truck Group in the amount of $132,531.00 (plus applicable taxes) for the supply and delivery of a single axle, low profile truck with hooklift device and one body; 2. That the over expenditure of $11,363.54 be financed from the Maintenance Reserve; 3. That the total estimated project cost for the Town of Whitby in the amount of $136,363.54 be approved; and; 4. That the Mayor and Clerk be authorized to execute the contract documents.
6.5 Public Works Department and Corporate Services Department Joint 78 - 86 Report, CS 23-17 Re: Urban Road Resurfacing (T-501-2017)
Recommendation: 1. That the Town of Whitby accept the low bid as submitted by Furfari Paving Co. Ltd. in the amount of $4,267,136.29, (plus applicable taxes) for all labour, materials, equipment and supervision necessary to complete Urban Road Resurfacing (Tender No. T- 501-2017) as required by the Town of Whitby; 2. That the total estimated contract amount of $4,975,000.00 ($3,522,186 maintenance funded and $1,452,814 growth funded), include an amount of $4,699,826 from the 2017 Capital Budget, $208,174 from prior years’ approved capital budget and $67,000 funded from the Region of Durham; and, 3. That the Mayor and Clerk be authorized to execute the contract documents.
6.6 Community and Marketing Services Department and Corporate Services 87 - 90
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Department Joint Report, CS 25-17 Re: Condensing Unit and Coil Replacement Fire Hall #5 (T-154-2016)
Recommendation: 1. That the Town of Whitby accept the low tender bid of Naylor Building Partnerships Inc. in the amount of $69,830 (excluding taxes and including provisional items) to supply all labour, materials and equipment required to install a Condensing Unit and Coil Replacement for Fire Hall # 5; 2. That the total estimated project cost in the amount of $89,926.21 be approved; and; 3. That the Mayor and Clerk be authorized to execute the contract documents.
6.7 Corporate Services Department Report, CS 28-17 91 - 94 Re: City of Oshawa's Application to join the Durham Municipal Insurance Pool
Recommendation: That Council approve the City of Oshawa’s application to join the Durham Municipal Insurance Pool effective July 1, 2017.
6.8 Corporate Services Department Report, CS 32-17 95 - 98 Re: Duplicating Paper (T-525-2017)
Recommendation: 1. That the Town of Whitby accept low tender bid as submitted by Ariva, Division of Domtar in the annual amount of $18,688.75 (plus applicable taxes) for a one (1) year term for the supply and delivery of duplicating paper; 2. The total estimated annual cost in the amount of $19,017.67 be approved; 3. That approval be granted for the option to extend the contract for up to four (4) additional one (1) year terms based on satisfactory performance and product quality, as well as budget approval for subsequent years; and, 4. That the Mayor and Clerk be authorized to execute the contract documents.
6.9 Corporate Services Department Report, CS 35-17 99 - 103 Re: Remuneration and Expenses paid to Mayor and Members of Council and Council Appointees to Boards - 2016
Recommendation: That Report CS 30-17 of the Commissioner of Corporate
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Services/Treasurer be received for information.
6.10 Public Works Department and Corporate Services Department Joint 104 - 112 Report, CS 36-17 Re: Sidewalk Construction (T-502-2017)
Recommendation: 1. That the Town of Whitby accept the low tender bid of Onsite Contracting Inc. in the amount of $1,218,716.67 (plus applicable taxes) for all labour, materials, equipment and supervision necessary to complete sidewalk construction as required by the Town of Whitby; 2. That Council provides approval in the amount of $1,290,000.00 ($1,104,157.96 maintenance related and $185,842.04 growth related); 3. That the total estimated annual contract amount of $1,455,000.00 be approved; and, 4. That the Mayor and Clerk be authorized to execute the contract documents.
6.11 Corporate Services Department and Planning and Development 113 - 124 Department Joint Report, CS 38-17 Re: Wind Mobile - Request for Lease for Telecommunication Towers and Associated Ground Equipment - 695 Rossland Road West, Victoria Street East and South Blair and St. Thomas
Recommendation: 1. That CS 38-17 of the Commissioner of Corporate Services/Treasurer and the Commissioner of Planning and Development be received for information; 2. That Council direct Staff to negotiate lease agreements with Wind Mobile which shall include site plan requirements, developer obligations for survey and legal costs, maintenance, lease rates and terms and other securities to indemnify the Town for any costs and user limitations, and any other terms and conditions Staff deem necessary; 3. That Council authorize the Commissioner of Corporate Services/Treasurer to enter into satisfactory lease agreements with Wind Mobile; and, 4. That the Mayor and Clerk be authorized to execute the required documents.
6.12 Community and Marketing Services Department Report, CMS 20-17 125 - 133 Re: 2017 Earth Day/Week Activities
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Recommendation: 1. That Council endorse the Earth Day/Week activities outlined in Community and Marketing Services Department Report CMS 20- 17; and, 2. That Council acknowledge and thank the Earth Day/Week sponsors and organizers.
6.13 Community and Marketing Services Department Report, CMS 21-17 134 - 140 Re: Iroquois Park Sports Centre - Synthetic Turf Proposal
Recommendation: 1. That the Town enter into a public-private-partnership with the Brooklin Redmen Lacrosse Club for the purchase, installation and maintenance of a synthetic turf on Scotiabank Arena 1 at Iroquois Park Sports Centre, as outlined in Community and Marketing Services Report CMS 21-17; 2. That the capital equipment required to maintain the synthetic turf at an estimated cost of $20,000 be funded from the One-Time Reserve Fund; and, 3. That a Memorandum of Understanding outlining the responsibilities of the Town of Whitby and the Brooklin Redmen Lacrosse Club be executed.
7. New and Unfinished Business
7.1 New and Unfinished Business - Operations Committee 141 - 150
8. Adjournment
9. Advisory Committee Minutes – For Information Only
9.1 • Whitby County Town Carnival Committee Minutes - February 28, 151 - 177 2017 • Ethno-Cultural and Diversity Advisory Committee Minutes - March 2, 2017 • Active Transportation and Safe Roads Advisory Committee Minutes - March 9, 2017 • Whitby in Bloom Committee Minutes - March 14, 2017
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Town of Whitby Report
Report to: Operations Committee Date of meeting: April 3, 2017 Department: Corporate Services Department
Report Number: CS 27-17 File Number(s):
Report Title: 2017 Budget and Public Overview 1. Recommendation: 1. That the Corporate Services Report CS 27-17 be received for information; 2. That the budget be brought forward to Council on Wednesday April 12, 2017 for consideration. 2. Executive Summary: The Town’s recommended 2017 Operating and Capital Budgets produces an overall 2.25% tax bill increase when combined with the Region and Provincial Education increases. The Town’s portion is within Council’s budgetary target and is based on a 3.99% budgetary increase comprised of:
• 0.38% to address service delivery including inflation
• 1.37% to maintain assets for continued program and service delivery
• 2.24% to address expansion of Fire Services and other approved program enhancements
3. Origin: As per the 2017 Budget Process, staff are to publish the 2017 Budget Books and present a Budget Overview to Council and the public. This will provide an opportunity to engage and provide input prior to Council deliberations.
Report to: Operations Committee Report number: CS 27-17 Page 1 of 8
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4. Background: In January staff prepared a 2017 forecast and budget direction report (CS 04-17) where Council set the 2017 budget target at a local tax levy increase of 4.49% and that staff report back regarding budget reduction options to meet the target and that staff identify further measures to achieve a tax increase below the target. 5. Discussion/Options: Budget Below Target The proposed 2017 Operating and Capital Budget reflect a 3.99% property tax increase for the Town’s portion of the property tax bill. The budget considers the continuing effort to create efficiencies and look at service delivery, including:
• a detailed review of individual budgets
• investments in energy efficiency and energy efficient technology
• a review of service delivery and service levels
• a review of user fees
• the use of technology to enhance service delivery and customer service The budget also includes the budget reductions approved by Council from report CS 20-17. Since the February 21st meeting, Council has received and approved report CMS 17-17 regarding the proposed option for increased Arena, Parks and Facility fees. In an effort to further reduce taxes below the 4.49% target, the budget reflects $495K of the 2016 Assessment Growth be used to offset budget pressures. Budget Summary The recommended tax increase is comprised of 2.62% to support the Town’s day to day operations and a 1.37% increase in investment in capital infrastructure, ensuring residents continue to receive the programs and services that make Whitby their community of choice. This includes inflationary components, a continuing focus on infrastructure, service level increases for expanded fire and community safety and resources to address continued service delivery. The attached budget summaries (Attachment 1 and 2) provide an overview of the major components of the budgetary impacts.
Report to: Operations Committee Report number: CS 27-17 Page 2 of 8
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Capital Forecast Growth The development charge background study was recently updated, and included a growth related capital program of $486 million. A cost of growth study was done in conjunction with the development charge background study and identified a $275M tax based cost of growth over the next ten years. This included tax based capital costs ($155M), the cost of providing services to the expanded population ($79M) and the cost to maintain the new assets acquired as a result of growth ($41M). It also identified revenues of: 100% growth related tax revenues $115M Anticipated growth reserve funding 56 Tax based debt ($64 less interest costs $17) 47 Total $218 An anticipated annual tax rate increase of 1.54% would be required to fund the remainder. These future pressures on the tax base require a continuing focus on the long term capital program to ensure we have the basis for a fiscally sustainable plan as we move forward. Asset Management Whitby has put significant focus on maintaining the Town’s assets. The recent asset management plan indicated an annual funding gap of $1.3M when looking at the Town’s five year requirements which increases to an annual funding gap of $6.9M when looking at the ten year needs. The Town will need to look at ways to manage the long term funding gaps that are expected, both in terms of funding and strategic investment of the asset management funds to ensure the most efficient use of the monies available. Future Budgets in the future will continue to face similar pressures as the 2017 budget, and the starting points for budgets can be reasonably expected to be in the 3-5% range for operating plus 1-3% for capital before any mitigating measures are taken. As such it is important for the municipality to continually review service delivery methods and prioritize the capital program. This will help ensure the Town will meet the future service requirements for Whitby and its citizens in a financially sustainable manner.
Report to: Operations Committee Report number: CS 27-17 Page 3 of 8
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A number of options to reduce tax impacts were identified by staff during this year’s budget process. These include both user fees and service provision options that warrant further analysis and consultation before consideration by Council. Staff will continue to investigate these possible budget savings and bring recommendations to Council prior to the 2018 budget. Taxpayer Impact The 2016 Citizen Satisfaction Survey conducted by Leger as part of the Service Delivery Review, reported that:
• 90% are satisfied with the quality of services offered
• In terms of paying taxes, 77% believe they are getting good/very good value for their money The budget strives to meet Council’s objective of balancing the delivery of quality services and programs with responsible financial management, and the importance of affordability to a healthy and balanced community. Based on the Town’s recommended 2017 Operating and Capital Budgets and when combined with the Region and Provincial Education portions of the total property tax bill, the average Whitby residential taxpayer will see an overall $106 or 2.25% increase to the property tax bill. Of the $106 increase, $45 would go to the Region, $40 to support the Town’s day to day operations and $21 to support the Town’s investment in capital infrastructure. Whitby continues to be within the mid-range of GTA municipalities which is consistent with the priority of affordability as measured by a comparison of total taxes for various housing types and are shown in Attachment 3. A comparison of the Durham lakeshore municipalities is also included in Attachment 4. Budget Process Next Steps This report comes forward as we begin phase 5 of the budget process.
Report to: Operations Committee Report number: CS 27-17 Page 4 of 8
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Phase 1 Phase 2 Phase 3 Phase 4 Phase 5
Inform/Engage Prepare Engage Develop Consolidate Debate/Approve Sept Jan - Feb Feb Mar Mar - Apr
As part of phase five, this report and the publication of the budget book presents the proposed 2017 Operating and Capital Budget recommended by staff. This report and the budget book is intended to inform and provide an opportunity to engage and provide input prior to Council deliberations on Wednesday April 12, 2017. This phase concludes with Council’s deliberations on the 2017 Budget and the final approval will include any adjustments that Council makes to the Budget. 6. Public Communications/Plan: The 2017 Budget Process and Calendar has been posted on the Town’s Budget webpage advising of the meeting dates. The April 3rd and April 12th meeting dates were also published in local newspapers as per the Town’s Notice By-Law. In addition, the Budget Overview and Public Input and Budget Deliberation dates are advertised on the Town’s various facility notice boards including the Library and the electronic sign boards at McKinney and IPSC Arenas. The Town’s website and Facebook page will include a banner promoting both budget meeting dates. The Town’s social media channels (i.e. Twitter and Facebook) and the issuance of a media advisory will also promote the meeting dates.
7. Considerations: 7.1. Public
Report to: Operations Committee Report number: CS 27-17 Page 5 of 8
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Based on the Town’s recommended 2017 Operating and Capital Budgets and when combined with the Region and Provincial Education portions of the total property tax bill, the average Whitby residential taxpayer will see an overall 2.25% or $106 increase to the property tax bill. 7.2. Financial The recommended 2017 Operating budget is $118 million and the Capital Budget is $78 million. The gross operating expenditures of $118 million are funded from the following sources:
Source $'s in millions Taxation 84* Grants $0 User Fees $21 Other Revenues $6 Transfers from Reserves and Internal Recoveries $7 Total Revenues $34 * Includes a transfer of $19M to capital through the asset maintenance reserve and the growth reserve fund. The gross capital expenditures of $78 million are funded from the following sources:
Source $'s in millions Asset Maintenance Reserves $20 Program Reserves $2 Growth Reserve Fund $8 Development Charges $20 One-Time Reserve Fund $3 Long Term Debt $21 External Contributions $4 Total Financing $78
7.3. Impact on and input from other Departments/Sources The preparation of the annual budget requires significant resources from each department. Staff utilized their knowledge and experience of their programs and worked together in the development, review and prioritization of the staff recommended 2017 budget to meet Council’s budget directions.
7.4. Corporate and/or Department Strategic Priorities
Report to: Operations Committee Report number: CS 27-17 Page 6 of 8
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The 2017 Budget and Public Overview report aligns with Council Goals and in particular:
• To ensure that all municipal affairs are conducted with professionalism and integrity. To enhance the transparency and accessibility of Town Hall and support effective public consultation and engagement. • To continue the Whitby tradition of responsible financial management and respect for the taxpayer. To understand the importance of affordability to a healthy, balanced community. • To strive to continuously improve the effectiveness and efficiency of service delivery.
8. Summary and Conclusion: The Town’s recommended 2017 Operating and Capital Budgets produce an overall 2.25% when combined with the Region and Provincial Education increases. The Town’s portion includes a budgetary increase of 3.99% comprised of:
• 0.38% to address service delivery including inflation
• 1.37% to maintain assets for continued program and service delivery
• 2.24% to address expansion of Fire Services and other approved program enhancements Annual budgetary pressures from inflation, capital impacts, growth pressures and service levels are a reality. It is important that service delivery options identified during the 2017 budget process be investigated further and include appropriate consultation with the public prior to the 2018 budget.
Report to: Operations Committee Report number: CS 27-17 Page 7 of 8
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9. Attachments: Attachment 1 – Summary of 2017 Budgetary Impacts Attachment 2 – Budget Summary Attachment 3 – BMA 2016 Municipal Study Comparisons Attachment 4 – Durham Lakeshore 2016 Tax Comparisons For further information contact: Ann McCullough, Manager of Financial Planning, x2246
Original Approved and Signed.
Ken Nix, Commissioner of Corporate Services/Treasurer, x4314
Original Approved and Signed.
Doug Barnes, Interim Chief Administrative Officer, x2211
Report to: Operations Committee Report number: CS 27-17 Page 8 of 8
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Attachment 1
Summary of 2017 Draft Budgetary Impacts $ in 000's Tax Impact Inflation $ $ % Operating Inflationary Pressures (refer to Attachment 2) 2,109
Inflationary adjustments to user/program fees, permits and recoveries (331) Net Operating Inflationary Impact 1,778 2.3
Capital Funding Adjustment (refer to Attachment 2) 1,080 1,080 1.4
In Year Decisions regarding Program/Service Changes Position Related: Annualization of 2016 Budget Approved new positions (primarily Office of the Town Clerk) 41 Positions approved in year: -
Fire Crew and Training Officer and related increased operating costs including net overtime pressure reflecting savings from new crew by maintaining maximum # of employees on vacation at 2016 levels 2,344 less 2016 budget phase 1 funding of additional crew (1,184) net Fire positions related impact 1,160
Governance Positions (Office of the Town Clerk, Human Resources) 144 Community and Marketing Services Positions 62 Planning Position (Temporary Energy Officer net of grant) 11 Public Works Position 78 Total Approved Position changes 1,496 Other Operating Costs Increased Fire Fleet Preventative Maintenance 75 Recreation & Facility Registration Software (estimated annual ongoing cost of Active Net technology) 64 Affordable Housing Tax Incentive 43 Governance accessibility and transparency initiatives (livestreaming, Integrity Officer, Ombudsman) 25 New Payroll system and Employee Recognition 36 Accessible Portable Toilets 11 Wellness Initiatives for Fire Personnel 10 Hydro and Maintenance costs for additional traffic signals 9
Funding commitment to Region for Durham Community Energy Plan 4 Total Other Operating Costs 277 Total Program/Service Changes 1,773 2.2 Other Impacts Eliminate contributions to two program reserves (520) 2017 Staffing Needs 590 Whitby Hydro Revenue reduction impact 233 Efficiencies in operating costs (LED phase 3, winter control, CRC Micro- turbine, Group Benefit savings etc) (477) 2% non-salary efficiency reductions (375) Increased revenues net of cost pressures (353) Operating Impacts of 2017 Capital Budget (additional vehicles, note majority has been deferred to 2018) 78 $1M Assessment Growth Revenue, net of $532K increased contribution to Growth Reserve Fund (495) Net Deferred pressure to 2018 (ie temporary revenues and deferred expenditures in excess of one time/temporary costs) (160) (1,479) (1.9)
Total DRAFT Budgetary Impact 3,152 3.99
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Attachment 2 Budget Summary
2017 Budget
Proposed 2017 Operating and Capital Budget The Town’s Recommended Draft 2017 budget results in a tax increase of 3.99%. This represents an additional $61 for the average Whitby residential taxpayer. When combined with the Region and Education portion of the total tax bill, the estimated overall increase is 2.25% for the average taxpayer (1). The Town’s budget has been affected by a number of pressures including: contractual and inflationary pressures; providing for the full year operating impacts of the prior year Council approved decision items; the impact the Town’s growth has on services and programs; the impacts of the economy and other external influences.
The budget strives to balance Council’s goal of remaining the community of choice, by delivering value for money and quality services, with responsible financial management, respect for the taxpayer and the importance of affordability. As a result, the primary focus continues to be maintaining existing services, taking care of what we have and addressing growth.
The Town’s 3.99% tax increase can be broken out into the following components: • 1.37% to maintain infrastructure • 2.24% to address expansion of Fire Services and other approved program changes • 0.38% to address service delivery
The revenues and expenditure changes from 2016 Budget to the 2017 Budget related to Operating and Capital are: 2016 Budget Changes for: 2017 Capital Budget Operating Maintenance Budget ($000's) Expenditures $112,871 $112,871 Inflation $2,109 $728 $2,837 New Items/Program Changes $1,858 $352 $2,210 Expenditures $112,871 $3,967 $1,080 $117,919 Revenues ($112,871) ($1,895) $0 ($114,767) Total Budgetary Increase $0 $2,072 $1,080 $3,152 Net Levy Increase 2.62% 1.37% 3.99%
1. Based on Region Property Tax Increase of 1.8% and assumes no change in Provincial education taxes.
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Budget Summary | Overview and Analysis
Operating Budget The 2016 Council approved budget has been modified to account for: Tax Nature of Budget Change ($000's) Revenues Expenditures Net Impact New Items/Program Changes Annualization ($43) $84 $41 Positions approved in year ($38) $1,493 $1,455 Other Approved Changes in year $277 $277 In-year Approved Service Delivery Changes ($81) $1,854 $1,773 2.24% Inflation ($331) $2,109 $1,778 Other Impacts ($456) ($528) ($984) Assessment Growth/Funding Cost of Growth ($1,027) $532 ($495) Changes to address service delivery ($1,814) $2,113 $299 0.38% Total ($1,895) $3,967 $2,072 2.62%
Estimated impact of inflation The prior year’s budget has been adjusted for the estimated impact of inflation on expenditures including: • labour agreements – includes assumed wage adjustments as all existing labour agreements are scheduled for negotiation; and a 6% WSIB increase related to PTSD for first responders. All other WSIB sectors experienced on average a 5% WSIB decrease. This is the second year in a row for WSIB rate increases for municipalities • utilities – includes estimated increases of 7.7% for hydro, 4% on water and sewer and 8% for natural gas, largely due to carbon pricing. The Ontario Cap and Trade program impacts both natural gas (3.3 cents/cubic metre) and fuel costs (4.3 cents/litre) which has a combined inflationary impact of $93K. • purchased services, operating supply costs, insurance, and grants (primarily to the Library and Station Gallery to address their inflationary pressures).
The Town of Whitby, similar to many other municipalities, calculates an inflation index designed to measure the change in prices of goods and services purchased by the municipality. This index is referred to as the Municipal Price Index (MPI) and helps explain how the Town budget is impacted by the basket of purchased services and goods (i.e., primarily labour and energy costs) required to deliver programs and services to the community. The MPI is a weighted aggregate of price pressures which means the price increase/decrease are weighted by the relative importance that each represents in the Town budget. The overall inflationary increase represents a 2.4% Municipal Price Index (MPI). The impact of inflation by main expenditure component is shown below.
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Budget Summary | Overview and Analysis
2017 Municipal Price Index
7.0% Inflation impact $2,109K 6.0% 6.0%
5.0%
4.0%
3.0% 2.4% 2.3% 2.4% 2.0% 2.0% 1.7% Percentage increase increase Percentage 2.0% 0.8% 1.0% 0.7%
0.0% Salaries, Utilities and Fuel, Parts & Purchased Administrative Grants $131K Transfers to Wages & Other Building Repairs $16K Services and Costs $44K Reserves $12K Benefits Costs $338K Operating $1452K Supplies $115K
Inflation on expense groupings 2017 DRAFT MPI 2017 CPI Forecast
Inflationary Revenue Impacts In order to mitigate the impact of inflation the budget reflects adjustments to revenues including Council approved user fee increases and adjustments to other revenues based on established agreements or contracts. The inflationary increase to user fees and other recoveries totals $331K. This inflationary increase helps ensure users fees are appropriately adjusted rather than shifting the cost to the taxpayer. User fees represent approximately 18% of total revenues. The inflationary revenue increase reduces the inflationary operating budget pressure to a net result of $1,778K.
Annualization of prior year decisions The 2017 budget is adjusted for items or decisions approved in the prior year budget, such as positions or temporary revenues or deferred costs, by including the amount necessary to recognize the full annual ongoing cost. The following adjustments have been included: • annualization of positions approved in the 2016 budget $41K • anticipated vacancy savings are maintained at the same level as 2016 budget, $0K.
The annualization results in an overall impact of $41K.
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Budget Summary | Overview and Analysis
New Programs and Services A number of program changes were made in 2016 following the budget having a net impact of $1,732K and include: • $1,160K for expansion of Fire Services – including a new fire crew and training officer less 2016 phase one funding • $295K for other additional positions – including a recreation and facilities software specialist for the new technology for facility booking and recreation program registration; human resource associate and conversion an existing position to a Legislative Coordinator • $277K for other program changes – including improved Fire Fleet prevention maintenance services; new Recreation and Facility Registration software; Affordable Housing Tax Incentive; Governance accessibility and transparency initiatives (e.g. livestreaming Council meetings, Integrity Officer and Ombudsman services)
Other Impacts A number of other changes have been made that reduce the overall budget by $984K and include: • $233K pressure related to anticipated reduction in revenues from Whitby Hydro • $78K pressure for operating impacts resulting from capital projects • $353K savings from: o Growth related and service related changes that result in revenues exceeding costs by $378K o offset by $267K of one-time revenues and deferrals included in the 2016 budget, primarily increased planning fees related to West Whitby o New user fees proposed to meet budgetary target increase $242K • $852K in efficiencies including such items of note as: o a 2% budget reduction target related efficiencies, $313K o hydro savings from the LED streetlight conversion phase 3, $147K o reduced winter control supplies, $82K o CRC Micro-turbine utility savings, $69K o anticipated group benefit savings, $100K • $520K reduction in contribution to reserves reflecting the elimination of contributions to the Downtown Improvement Reserve $288K and the Accessibility Reserve $232K • $160K overall reduction due to temporary revenues or cost deferrals to 2018 and include such items as: o $121K for the rank adjustment cost for new fire crew in 2018, o $62K deferral of vehicle operating costs based on timing of 2017 fleet additions o $24K deferral of technology fees for new Registration and Facility registration software due to August 2017 implementation date. o offset by additional revenues anticipated in 2018 due to start date of newly approved fees $29K and additional 30K in utility savings expected in 2018.
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Budget Summary | Overview and Analysis
As discussed in the budget target report, the draft budget includes a provision of $590K for recommended new positions to address existing capacity gap (refer to Decisions tab).
In addition, the budget reflects the increased revenues from the 2016 assessment growth of $1M. In order to reduce the tax increase below the target, $532K of the assessment revenue increase is being contributed to the Growth Reserve Fund to help pay for the Town’s portion of the total costs of growth and $495K is used to reduce the overall tax increase.
Recommended Operating Budget In summary, the recommended operating budget changes can be summarized as:
Operating Budget Impact Budget Adjustment ($000’s) Inflation $1,778 New Items $1,773 Other Impacts: ($984) Assessment revenue to offset taxes ($495) Total Operating Budget Impact $2,072
Capital Budget The 2017 Capital budget includes the required capital projects to continue the Town’s philosophy of: • Maintaining the Town’s existing infrastructure – planning for the timely maintenance and replacement of the community infrastructure assets having an estimated replacement value in excess of two billion dollars • Providing for growth – planning for the construction of new or reconstruction of community assets to maintain established services as the Town’s population expands as a result of growth and development • Other Initiatives – as required, addressing any other remaining capital requirements. Maintaining Existing Infrastructure Council recognizes the importance of appropriately funding the maintenance of approximately two billion dollars worth of assets used in the delivery of Town programs and services. The recent asset management plan identified a current infrastructure funding gap of $1.3M. To minimize the widening of this gap by the impact of inflation on capital expenditures or additional infrastructure because of construction or assumption of new subdivisions, the Capital Maintenance Funding Envelope is adjusted each year for these factors as per Council’s policy. The total adjustment to the capital maintenance envelope is $1,080K as shown below.
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Budget Summary | Overview and Analysis
2017 Capital Maintenance Envelope ($000’s) Assumptions / Budget Section 2016 Envelope* Inflation 2017 Envelope Acquisitions Facilities and $ 2,234 $ 46 $ 51 $ 2,331 Parks Roads and $11,050 $226 $278 $11,554 Roads Related Vehicles and $ 4,492 $456 $ 23 $ 4,971 Equipment Total $17,776 $728 $352 $18,856 *restated for costs shifted from capital to operating, no tax impact
Funding the Capital Maintenance Program The capital maintenance envelope is funded through annual ongoing tax based contributions from the operating budget as well as the Federal Gas Tax the Town receives. Starting in 2016 under the new Federal Gas Tax Agreement indexing for inflation will occur every two years. As a result there is no further increase until 2018. The increase in funding to the Capital Maintenance Reserve of $1,080K represents a 1.37% tax increase to maintain the Town’s capital assets in a state of good repair and ensure their continued operation in the day to day delivery of programs and services.
Providing for Growth The Town’s capital plan for growth is established in the Development Charge Background Study (DC Study). Staff are legislatively required to update this plan every five years at a minimum. A new DC Study and DC By-law was approved in March 2017 to reflect anticipated growth requirements. As a result the capital forecast currently reflects the consolidation of masterplans for the various services and resulting capital asset requirements identified.
Funding the Capital Growth Program The primary sources of funding for the Growth related Capital Program are Development Charges. However due to legislative requirements, development charges pay for only a portion of the growth capital costs and the Town is therefore required to use tax based funding to pay for the remaining cost. Based on the 2016 study, the Town must pay approximately 32% of the growth related capital costs.
In order to finance the initial capital cost of growth and limit the impact on existing taxpayers, the Town’s philosophy is to utilize its existing contribution to the growth reserve fund and additional property tax revenues generated from growth in the future (i.e. the amount of additional tax dollars received each year because of new residential and non-residential growth). The Town puts aside this funding each year to pay for its portion of the growth related capital costs. As identified in the 2016 Study in addition to assessment growth, both debt and tax increases are necessary to pay for both the capital and operating costs resulting from growth.
Page 21 of 177 Agenda Item # 5.1
Budget Summary | Overview and Analysis
In addition, the 2017 budget includes proposed debt (or alternate long term financing e.g. front- ending agreement) of $20.6 million for various facility related projects and a significant bridge project. This is proposed for several reasons: • It is considered advantageous to issue debt in 2017 while current borrowing rates are relatively low and provides flexibility if timing of future debt eligible projects change • Within the 10 year forecast it is anticipated that the timing of growth related projects versus the revenue streams from Development Charges and assessment growth necessitates significant borrowing • Projects eligible for debt are limited to significant infrastructure projects that have a long life such as buildings, major roads and bridges • Beyond the initial capital cost there are additional capital induced operating costs related to the projects that need to be addressed. Debt allows the cost to be smoothed over a longer period and shared by existing users and future users of this infrastructure rather than fully paid by existing users • Front-ending agreements allow development to occur on a timely basis • Future debt payments are funded by the existing Growth Reserve Fund contribution, assessment growth and Development Charges
The 2017 tax supported capital budget is funded by a combination of and the uncommitted balance of the Growth Reserve Fund. The assessment growth of $532K helps fund tax related costs from future growth related capital projects.
Other Initiatives The budget also includes one-time project costs that are funded by the one-time reserve and therefore do not have a 2017 tax impact. These include: • $676K for the 2017 component of the multi-year Emerald Ash Borer Action Plan • $100K for the South Youth Room at Iroquois Park Sports Complex • $30K for a Heritage Register Review Strategy • $10K for the fourth year of the Economic Development China Investment Attraction and Trade Strategy • $5K for fitness equipment at Fire Hall 3 • $75K for the Downtown Façade Improvement Program (note this is funded from a specific program reserve instead of the one-time reserve)
Page 22 of 177 Agenda Item # 5.1
Budget Summary | Overview and Analysis
In summary, the changes in tax based funding requirements of the 2017 capital budget are:
Capital Budget Budget Adjustment By project type (000’s) Maintenance Program – funded by maintenance envelope and Federal Gas $1,080 Tax Growth Program- funded by existing uncommitted Growth Reserve Fund $0 (GRF) and ongoing contribution from operating budget to the GRF Other initiatives – funded by one-time uncommitted reserve $0 Total Capital Budget Impact $1,080
Recommended 2017 Operating and Capital Budget The recommended budget reflects a 2.62% tax increase for the Town’s operations and 1.37% to support the Capital Program. This represents an additional $61 for the average Whitby residential taxpayer.
When combined with the Region and Education portion of the total tax bill, the overall increase is 2.25%. The chart below shows overall property tax increase for the average Whitby residential taxpayer split between the Town, the Region and the School Boards. 2.25% or $106 Overall Property Tax Increase (based on average home assessment at $362,000)
School Boards, $0
Region of Town of Whitby Durham -Tax - Operating Increase of 2.62%, $40 1.80%, $45
Town of Whitby - Capital 1.37%, $21
Page 23 of 177 Agenda Item # 5.1
Budget Summary | Overview and Analysis
The chart below shows the services and programs the average Whitby taxpayer’s Town portion supports.
What Taxpayers Receive for their 2017 Town Taxes of $1,587*
Fire and Emergency Services: $441 $397 $44
Roads, Bridges, Sidewalks: $386 $217 $169
Facilities, Parks and Trails: $261 $188 $73
Corporate Governance and Administration: $124 $96 $28
Public Library Services: $111 $94 $17 Operating: $1227
Capital: $360 Waste Management: $71 $54 $17
Winter Control: $53 $53 $
Community Programs : $40 $39 $1
Building, Planning & Development Services: $27 $21 $6 The capital budget allocated to By-Law and Animal Services: $26 $23 $3 various services fluctuates year-to year based on current capital Sustainability, Heritage, Downtowns and Community $24 $ Development and Economic Development: $24 program requirements (ie. life of equipment, age of fleet, building Special Events and Community Grants : $12 $12 $ maintenance schedule, etc.)
Station Gallery: $11 $9 $2
$- $100 $200 $300 $400 $500
* based on a house assessed at $362,000
Page 24 of 177 Agenda Item # 5.1
Budget Summary | Overview and Analysis
If approved, the recommended 2017 Operating budget is $118 million and the Capital Budget is $78 million. The following charts depict the revenues, expenditures and funding sources.
Reserve Transfers 2017 Operating (including Gas Tax Budget User Fees, Revenue), $6.9 , Revenues by $21.1 , 18% 6% Category Other Revenues ($118M) (Whitby Hydro $4.7, Other $0.9), $5.6 , 5% Taxation, $84.1 , 71% Provincial and Federal Support, $0.2 , 0%
2016 Operating Budget Revenues by Category Reserve ($113M) Transfers (including Gas User Fees, Tax Revenue), $19.6 , 17% $7.6 , 7%
Other Revenues (Whitby Hydro $4.9, Other $0.9), $5.8 , 5% Taxation, $79.7, 71% Provincial and Federal Support, $0.2 , 0%
Page 25 of 177 Agenda Item # 5.1
Budget Summary | Overview and Analysis
Other Transfers to Reserves and 2017 Operating Internal Transfers, Budget $2.7 , 2% Expenditures by Whitby Public Transfer to Category ($118M) Library, $4.9 , 4% Maintenance and Growth Capital Programs, $22.5 , Grants (Station 19% Gallery $0.5, and Others $0.4), $0.9 , Salaries, Wages & 1% Benefits, $65.5 , 56% Administrative Costs, $5.5 , 5% Purchased Services and Supplies, $7.4 , 6%
Vehicle & Equipment Building Related Maintenance and Costs & Utilities, Fuel, $2.5 , 2% $5.9 , 5% 2016 Operating
Budget Other Transfers to Expenditures by Reserves and Internal Transfers, Category ($113M) $3.3 , 3%
Whitby Public Transfer to Library, $4.8 , 4% Maintenance and Growth Capital Programs, $22.4 , Grants (Station 20% Gallery $0.4, and Others $0.4), $0.8 , Salaries, Wages & 1% Benefits, $60.9 , 54% Administrative Costs, $5.5 , 5%
Purchased Services and Supplies, $7.0 , 6% Vehicle & Equipment Building Related Maintenance and Costs & Utilities, Fuel, $2.5 , 2% $5.7 , 5%
Page 26 of 177 Agenda Item # 5.1
Budget Summary | Overview and Analysis
2017 Capital Budget $78 Million
By Project Classification Other Projects, $0.9 , 1%
Maintenance Projects, $24.9 , 32% Growth Projects, $52.5 , 67%
By Asset Category Studies and Initiatives, $4.4, 6%
Facilities and Parks, $23.2, 30%
Roads, Roads Related and Stormwater, $42.5, 54% Fleet and Equipment, $8.2, 10%
Page 27 of 177 Agenda Item # 5.1
Budget Summary | Overview and Analysis
By Financing Source External Contributions, $4.5 , 6%
Asset Maintenance , Long Term $19.9 , 25% Debt, $20.6 , 26% Growth Reserve One-Time Development Fund, $8.0 , Reserve Fund, Charges, $19.6 10% $2.9 , 4% , 25% Program Reserves, $2.8 , 4%
Reserve and Reserve Funds (Uncommitted) Assuming the 2017 Budget is approved as presented the following graph depicts the forecasted uncommitted 2017 year end reserve / reserve fund balances in comparison to the projected 2016 uncommitted year end balances.
60 56
50 45
40
30 24
Millions $ 19 20 14 11 10 10 10 6 6 6 4
- Asset Growth Development Program Stabilization One-Time Maintenance Charges Projected 2016 Year End Uncommitted Balance Forecasted 2017 Year End Uncommitted Balance
Page 28 of 177 Attachment 3
2016 Senior Executive Home $14,000
$12,000
$10,000
$8,000 $6,237 $6,395 $6,000
$4,000
$2,000
$0 King Milton Aurora Whitby Scugog Oakville Oshawa Caledon Vaughan Pickering Georgina Markham Brampton Burlington Clarington Newmarket Halton Hills Mississauga GTA Average GTA Richmond Hill Toronto (East) Toronto Toronto (West) Toronto Toronto (North) Toronto Toronto (South) Toronto East Gwillimbury Page 29 of 177 Whitchurch Stoffville Agenda Item # 5.1
Residential Senior Executive - four or five bedrooms with three bathrooms, main floor family room plus atrium or library. Finished basement, two car garage. Approximately 3,000 sq. ft. with an approximate lot size of 6,700 sq. ft. Source 2016 BMA Study 2016 Two Storey Home $8,000
$7,000
$6,000
$4,917 $5,000 $4,625
$4,000
$3,000
$2,000
$1,000
$- King Brock Milton Aurora Whitby Scugog Oakville Oshawa Caledon Vaughan Pickering Georgina Markham Brampton Burlington Clarington Halton Hills Newmarket Mississauga GTA Average Richmond Hill Toronto (East) Toronto (West) Toronto (North) Toronto (South) East Gwillimbury
Page 30 of 177 Agenda Item # 5.1 Residential - Two Storey - A two storey, three bedroom with 2.5 bathrooms, two car garage. Total area of the house is approximately 2,000 sq. ft. on a lot approximately 4,000 to 5,000 sq. ft. Comparison of taxes on a per household basis. Source: 2016 BMA Municipal Study 2016 Residential Bungalow $6,000
$5,000
$4,041 $4,000 $3,802
$3,000
$2,000
$1,000
$- King Brock Milton Aurora Whitby Scugog Oakville Oshawa Caledon Vaughan Pickering Georgina Markham Brampton Burlington Clarington Halton Hills Newmarket Mississauga GTA Average Richmond Hill Toronto (East) Toronto (West) Toronto (North) Toronto (South) East Gwillimbury Page 31 of 177 Agenda Item # 5.1 Whitchurch Stouffville Residential - Single Family Detached Home - A detached three-bedroom single storey home with 1.5 bathrooms and a one car garage. Total area of the house is approximately 1,200 sq. ft. and the property is situated on a lot that is approximately 5,500 sq. ft. Comparison of taxes on a per household basis. Source: 2016 BMA Municipal Study Area Municipalities - Total 2016 Taxes On a House Assessed at Attachment 4 $362,000 $6,000
$681 $5,000
$681 $681 $681 $681 $4,000 $2,478
$3,000 $2,531 $2,478 $2,531 $2,531
$2,000
$2,493 $1,000 $1,602 $1,372 $1,372 $1,526
Page 32 of 177 $0
Pickering - $4,583 Ajax - $4,583 Whitby - $4,685 Oshawa - $5,651 Clarington - $4,813 Agenda Item # 5.1
Local Region Education
Note, Whitby and Oshawa’s Local portion includes the cost of Waste Management services (except for blue box collection). Whereas the remaining municipalities the cost of this service is entirely in the Region portion. Whitby’s Waste Management cost is $78 of the $1,526 Agenda Item # 6.1
Town of Whitby Report
Report to: Operations Committee Date of meeting: April 3, 2017 Department: Public Works Department
Report Number: PW 4-17 File Number(s): N/A
Report Title: Downtown Whitby Parking Study Terms of Reference 1. Recommendation: 1. That Council approve the Downtown Whitby Parking Master Plan (PMP) Terms of Reference, appended as Attachment #1 to this report; 2. That staff come back to issue a Request for Proposal and award the project to the highest ranking compliant bidder provided such proposals are within or do not exceed by more than 10%, the budget of $150,000; and 3. That the Terms of Reference include a provisional item for the consideration of a residential parking permit program as outlined in Attachment #2. 4. That the Mayor and Clerk be authorized to sign any necessary documents. 5. That the Clerk be authorized to remove MD 0511 and MD 2712 from New and Unfinished Business. 2. Executive Summary: The objective of the study is to conduct a comprehensive Parking Master Plan (PMP) for Whitby’s Downtowns in order to implement a plan that supports the vision for the Downtowns to be a vibrant, viable, innovative and walkable urban destination that offers unique opportunities and experiences for people. The Consultant will be expected to evaluate and develop a comprehensive forward looking plan that contributes to and evaluates options and identifies opportunities
Report to: Operations Committee Report number: PW 4-17 Page 1 of 8
Page 33 of 177 Agenda Item # 6.1
from a parking perspective to facilitate growth and development in the Downtowns.
The Consultant will be expected to address the following objectives:
• A parking system that supports Downtown businesses and users but does not negatively impact adjacent residential communities.
• A parking system that is accessible to users of all ages and abilities and is connected to destinations within the Downtown.
• Develop policies that can be further developed and incorporated into other related studies and initiatives being undertaken by the Town within the Downtown area, including but not limited to: revisions to the roadway design standards including complete streets, updated Traffic By-law, the Transportation and Pedestrian Safety Action Plan and the Downtown Whitby Action Plan.
• Community dialogue with area residents’, businesses and stakeholders’ to ensure their concerns are identified, reviewed and considered in the development of the Parking Master Plan.
• Integrate where/when feasible the recommendations from the different Downtown initiatives, including the Community Improvement Plan (CIP) as well as consider opportunities to integrate public consultation activities with the Parking Master Plan.
• Provide cost estimates and funding mechanisms, approval requirements and an implementation plan for the recommended Parking Master Plan.
• Financial considerations of parking such as parking-in-lieu (PIL), the parking reserve fund and the ability to finance future parking needs.
• Provide a monitoring plan that identifies performance measures and triggers for refinements. The Downtown Parking Master Plan is proposed in the 2017 budget and was considered as part of the Downtown Whitby Action Plan. The PMP is expected to take approximately 12 months to complete. As a provisional item within the Terms of Reference, the Consultant may be requested to provide draft parking permit program regulations suitable for consideration by the Town of Whitby, along with the process and budget for implementation of the regulations. This item was not considered as part of the PMP budget and requires Council direction regarding consideration.
Report to: Operations Committee Report number: PW 4-17 Page 2 of 8
Page 34 of 177 Agenda Item # 6.1
3. Origin: This report originates from the Public Works Department. The Parking Study will also address New and Unfinished Business (NUM) items MD 0511 – Parking Standards for Parking Lots in the Town of Whitby, and MD 2712 – Downtown Burlington Defined Parking Area, re: consideration of parking requirements in Downtowns. 4. Background: Public Works Parking Staff, within the Transportation and Parking Services Division, manage the municipal parking programs, update the traffic by-law, maintain municipal lots and meters, and monitor and enforce parking by-laws within the Town of Whitby. On-street paid parking and parking within municipal lots is actively enforced to ensure the parking spaces are not being misused and that parking is available to Downtown customers. The Town currently provides 278 on-street public parking meters at a rate of $1.50/hour. There are also nine municipal lots (seven in Downtown Whitby, one in Brooklin, and one at the Marina) at a rate of $1.00/hour. On-Street Parking Meters The Town’s Traffic By-law 1862- 85 regulates on-street parking meters. There are 278 on-street public parking meters within Downtown Whitby. On-street paid parking is in effect from 9:00 a.m. to 6:00 p.m. Monday to Friday. However, parking is restricted on Dundas Street, between Brock Street and Euclid Street / Henry Street, between the hours of 4:30 p.m. and 6:00 p.m. to maintain the flow of peak hour traffic. Parking is also restricted on Mary Street between Brock Street and Byron Street between the hours of 7:30 a.m. to 9:00 a.m. and 4:30 p.m. to 6:00 p.m. This restriction is also necessary to maintain traffic flow during times of increased commuter traffic. The on-street parking rate is $1.50/hour. Municipal Parking Lots There are nine (9) municipal parking lots within the Town. Lot 8 (70 parking spaces) is the boat launch parking lot on Gordon Street and is not included in the Parking Master Plan as it is maintained by the Community and Marketing Services Department. Municipal Lot #9 (75 parking spaces) is located in Downtown Brooklin at 3 Vipond Road. All other municipal lots are located in Downtown Whitby. In total, Downtown Whitby municipal lots 1 through 7 provide 465 surface parking spaces. Municipal Parking Lot By-law 4910-01 is the By-law regulating municipal parking lots. The lands designated as municipal parking lots along with the associated parking rates are included in this By-law. Municipal lot paid parking is in effect from 8:00 a.m. to 6:00 p.m. Monday to Friday excluding holidays at a rate of $1.00/hour.
Report to: Operations Committee Report number: PW 4-17 Page 3 of 8
Page 35 of 177 Agenda Item # 6.1
The on-street and municipal parking lots rates were recently approved by Council (March 2017) and are being implemented through updating of the meters and applicable signage. Honk Mobile is also available within Whitby for use for parking needs. Honk Mobile “pay by app” technology allows residents and visitors to Whitby the option of using a credit card to pay for parking. The technology allows users the opportunity to download an application on their mobile phone to pay for parking. 5. Discussion/Options: The scope of work for the Parking Master Plan includes the following tasks which are detailed in the Terms of Reference (Attachment 1):
• Land use and parking needs for near term (present to 5 years), midterm (5 to 10 years) and long term (10 to 20 years). This includes the optimum location(s) for parking (surface parking and structure parking needs). • Parking standards and rates. This includes a review and assessment of a number of matters such as parking lot design, signage, time limitations, and consideration of special parking zones (i.e. accessible parking, loading zones, taxi zones, etc.). • Financial considerations of parking such as payment in lieu (PIL) of parking, the parking reserve and funding strategies for future needs (e.g. fine rates, parking pricing, etc.); and • Addressing the stakeholder/community concerns.
The main study areas for the Parking Master Plan are generally bounded as follows: Downtown Whitby: Mary Street to the north, Ash Street and Athol Street to the east, Burns Street to the south and Henry Street/Euclid Street to the west. Downtown Brooklin: George Street to the north, Pearl Street/Princess Street to the east, Highway 7/ Winchester Road to the south and Ashburn Road to the west. A secondary Downtown Whitby Study Area bounded by Maple Street/CP Rail to the north, Consumers Drive to the south, Garden Street to the east and Cochrane Street/Annes Street to the west is also necessary. Underutilized properties in this secondary area could develop and opportunities should also be identified, as appropriate. Residential land uses are not being considered as part of the Parking Master Plan. The highlights of the more significant issues identified to date to be considered within the context of the Study are as follows: • Balancing needs: Downtown Whitby and Downtown Brooklin are unique destinations each with a variety of services and businesses, including boutiques, retail merchants, services, restaurants, and residential
Report to: Operations Committee Report number: PW 4-17 Page 4 of 8
Page 36 of 177 Agenda Item # 6.1
neighbourhoods. The issues of parking inequality, finding a desirable balance between the vehicular travel needs of people and goods, the needs of pedestrians and cyclists, as well as the needs of local business owners can sometimes be a challenge. The demands and desires of all users will be considered when considering and assessing the area parking network and developing the proposed recommendations and priorities along with the recognition and understanding of Council’s goal of creating walkable and pedestrian focused Downtowns. • Future Parking Demands: With the expected significant growth and redevelopment within Whitby, future parking needs must be fully considered and planned for. Proposed and potential future development is to be considered in determining the extent and location of future parking demands for immediate (present to 5 years,) midterm (5 to 10 years), and long term (10 to 20 years) timeframes. Future needs may be considered on a block by block basis recognizing the need to also understand servicing capacities within the Downtown. • Land Use and Parking Needs: Parking is an essential component of the overall transportation and land development system, and supports objectives such as land use efficiency, urban design, and economy. The Parking Master Plan will take an innovative approach, focusing on the overall roles and physical form of the Downtowns with the intent to foster a dynamic mix of urban residential, commercial and other services across the Downtowns, including the opportunities developing from the Community Improvement Plan. • Financial Aspects: Parking services is a self-funding operation which relies on revenue generated from on-street and municipal lot parking and fines issued for non-compliance with the Town of Whitby Traffic and Parking By-laws. In order to remain financially stable, while also being responsive to growth, a financial strategy to support future parking needs must be developed. Parking Permit Program – Provisional Consideration Many residential areas within the Town experience significant on-street parking congestion, usually generated by insufficient parking (number of personal vehicles exceeds the available parking) or a nearby business area is generating more parking that can be accommodated on-site. The Town of Whitby has not been planned to allow longer term or overnight on-street parking. Parking Services receives conflicting requests to permit on-street parking through a permit system and requests for enforcement due to on-street parking creating safety issues for access/egress from personal driveways, etc. Public Works Staff are also including the consideration of a residential parking permit program through the Parking Master Plan Terms of Reference. It is noted that a parking permit program was not taken into consideration as part of the budget for the Parking Master Plan; however there may be some efficiencies with shared consultation. The provisional item is included as Attachment #2. The
Report to: Operations Committee Report number: PW 4-17 Page 5 of 8
Page 37 of 177 Agenda Item # 6.1
final determination of whether to proceed with this provisional item will be brought forward to Council for their consideration as part of the project award. 6. Public Communications/Plan: Stakeholder and community input is an important aspect of the Parking Master Plan. The successful consultant will identify a consultation plan to receive input. Input may be obtained through a variety of opportunities including online surveys, on-street interviews within the Downtown and/or focus group meetings with stakeholders. Two Public Open House meetings may be anticipated for the PMP. Stakeholder’s will include, but are not limited to, employers and employees from the professional, retail and service sectors within the downtown, shoppers, Town of Whitby staff, Region of Durham, Ministry of Transportation, Town Advisory Committees, Whitby Chamber of Commerce, and the two Downtown Development Steering Committees. 7. Considerations: 7.1. Public Public input will be considered throughout the Study and development of the Parking Master Plan. Public Works staff will work closely with Planning Department staff in their development of various Downtown initiatives, including the Community Improvement Plan, for opportunities to integrate public consultation activities. 7.2. Financial The funding for the Parking Master Plan is proposed in the 2017 capital budget. It should be noted that the proposed 2017 budget does not include the provisional item as referenced in Attachment #2. 7.3. Impact on and input from other Departments/Sources Report PW 4-17 regarding the Parking Master Plan addresses Action Item 2.1 of Objective 2 - Create Downtown Whitby as a walkable pedestrian-focused destination, in the Downtown Whitby Action Plan. Each department has a critical role as lead or partner in implementing the downtown renewal initiatives. It should be noted, that Planning and Development staff will be bringing forward a quarterly update in April of the Downtown Whitby Action Plan, which includes the Parking Master Plan, the Community Improvement Plan and the Transportation and Pedestrian Safety Action Plan, and will provide the status of the actions being implemented in 2017. Planning and Development Department and Community and Marketing Services staff provided input into the Terms of Reference. In addition, Town of Whitby staff, including from the Planning and Development Department, will participate in the evaluation of submissions and will be a key stakeholder for the Parking Master Plan.
Report to: Operations Committee Report number: PW 4-17 Page 6 of 8
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7.4. Corporate and/or Department Strategic Priorities The following Council Goals were considered as part of PW 1-17 and the development of the Downtown Whitby Transportation Strategy Terms of Reference: #4 – To ensure Whitby is clearly seen by all stakeholders to be business- and investment-friendly and supportive. #5 - To build downtowns that are pedestrian-focused destinations; to leverage municipal tools and resources to generate local jobs and prosperity; to facilitate a major, multifaceted downtown. #7 - To remain the community of choice for families and become the community of choice for seniors and job creators; and to focus new growth around the principles of strong, walkable and complete neighbourhoods that offer mobility choices. #8 - To become the destination of choice for visitors from across Durham Region and the Greater Toronto Area; to realize the economic and social potential of our downtowns. 8. Summary and Conclusion: That Council approves the Downtown Whitby Parking Study Terms of Reference, substantially in the form of the draft Terms of Reference appended as Attachment #1 to this report; That Council authorize staff to issue a Request for Proposal and award the project to the highest ranking compliant bidder provided such proposals are within or do not exceed by more than 10%, the requested budget of $150,000; and That the Mayor and Clerk be authorized to sign any necessary documents. In addition, Council direction is requested regarding the consideration of a residential parking permit program as part of the Parking Master Plan. 9. Attachments: Attachment 1: Parking Master Plan (PMP) Terms of Reference Attachment 2: Provisional Consideration of Residential Parking Permit Program
Report to: Operations Committee Report number: PW 4-17 Page 7 of 8
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For further information contact: Alison Albrecht, Supervisor of Parking Services, x2288 Tara Painchaud, Manager of Transportation and Parking Services, x2419
Original Approved and Signed.
Suzanne Beale, Commissioner of Public Works, x4311
Original Approved and Signed.
Doug Barnes, Interim Chief Administrative Officer, x2211
Report to: Operations Committee Report number: PW 4-17 Page 8 of 8
Page 40 of 177 Agenda Item # 6.1
Attachment 1 Corporation of the Town of Whitby Request for Proposal RFP-XX-2017 Downtown Parking Master Plan (PMP) Section 3 - Terms of Reference
3.1 Project Objectives This assignment is to develop a Parking Master Plan (PMP) for Downtown Whitby and Downtown Brooklin. The Parking Master Plan shall include recommendations related to the location and supply of parking, financial aspects of parking operations, parking standards and policies and an implementation plan that supports the vision for the Downtowns to be a vibrant, viable, innovative and walkable urban destination that offers unique opportunities and experiences for people. The Consultant will be expected to evaluate and develop a comprehensive forward looking plan that contributes to and evaluates options and identifies opportunities from a parking perspective to facilitate growth and development in the Downtowns.
The scope of the PMP is to review and analyze the existing conditions and longer term parking needs in the Downtowns, identify and recommend physical and operational strategies and facilities for on-street and municipal lots, financing models, partnerships and priorities to achieve the following basic objectives:
• A parking system that supports Downtown businesses and users but does not negatively impact adjacent residential communities. • A parking system that is accessible to users of all ages and abilities and is connected to destinations within the Downtown. • Develop policies that can be further developed and incorporated into other related studies and initiatives being undertaken by the Town within the Downtown area, including but not limited to: revisions to the roadway design standards including complete streets, updated Traffic By-law, Downtown Whitby Secondary Plan, Downtown Brooklin Secondary Plan, and the Downtown Whitby Action Plan. • Community dialogue with area residents, businesses and stakeholders to ensure their concerns are identified, reviewed and considered in the development of the Parking Master Plan. • Cost estimates and funding mechanisms, approval requirements and implementation plan for the recommended Parking Master Plan. • Financial considerations of parking such as cash-in-lieu (CIL) or payment-in-lieu (PIL) of parking, the parking reserve fund and the ability to finance future parking needs. • Provide a monitoring plan that identifies performance measures and triggers for refinements. • Formal Study documentation.
Page 1 of 12
Page 41 of 177 Agenda Item # 6.1
Attachment 1 Corporation of the Town of Whitby Request for Proposal RFP-XX-2017 Downtown Parking Master Plan (PMP) 3.2 Issues and Opportunities
In 2006 and 2007, the Town of Whitby completed Downtown Parking Studies for Downtown Whitby and Downtown Brooklin, respectively. The studies provided a detailed inventory of public and private parking spaces and a comprehensive assessment of the parking supply and demand for the downtown customers. Using existing data, an up-to- date inventory will be created in order to fully analyze existing supply and future needs, and recommend a Parking Master Plan.
The below major issues and opportunities are to be considered in the development of the PMP. The below is not an exhaustive list but rather highlights the more significant issues identified to date to be considered within the context of the Study.
Balancing Needs Downtown Whitby and Downtown Brooklin are unique destinations each with a variety of services and businesses, including boutiques, retail merchants, services, restaurants, and residential neighbourhoods.
Dundas Street and Brock Street are the two main arterial roads within Downtown Whitby. On-street metered parking is available on Brock Street and limited on-street metered parking is available on Dundas Street West (time of day parking restrictions). Baldwin Street is the main road within Downtown Brooklin but is currently under the jurisdiction of the Ministry of Transportation. On-street parking is available at no cost to the user. The cost disparity between parking in Downtown Whitby and Downtown Brooklin has been identified by many user/visitors to the Downtown.
In addition to the cost of parking inequality, finding a desirable balance between the vehicular travel needs of people and goods, the needs of pedestrians and cyclists, as well as the needs of local business owners can sometimes be a challenge. The Consultant shall consider the demands and desires of all users when considering and assessing the area parking network and developing the proposed recommendations and priorities along with the recognition and understanding of Council’s goal of creating walkable and pedestrian focused Downtowns.
The PMP shall take into consideration a number of Town plans and policies including the Town of Whitby Council 2014-2018 Goals. Council Goals which are specific to parking include the following: 1. To enhance the safety of our local streets and neighbourhoods by reducing traffic speeds and impacts through design standards that support traffic-calming and safe speeds across the community; to increase citizen involvement in building safe streets; to effectively manage parking on residential streets and in our downtowns; and to reduce the traffic impact of new developments on existing neighbourhoods
2. To remain the community of choice for families and become the community of choice for seniors and job creators; and to focus new growth around the principles Page 2 of 12
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Attachment 1 Corporation of the Town of Whitby Request for Proposal RFP-XX-2017 Downtown Parking Master Plan (PMP) of strong, walkable and complete neighbourhoods that offer mobility choices
3. To become the destination of choice for visitors from across Durham Region and the Greater Toronto Area; to realize the economic and social potential of our downtowns, waterfront and green spaces in developing local tourism; and to create more things to do and places to enjoy.
Future Parking Demands There will be significant growth and redevelopment within Whitby and future parking needs must be fully considered and planned for. The Consultant shall consider proposed and potential future development, and determine the extent and location of future parking demands for immediate (present to 5 years,) midterm (5 to 10 years), and long term (10 to 20 years) timeframes. The analysis of existing conditions and the consideration of future parking demands will identify the need for additional on-street parking and off-street parking lots. Based on capacity needs, compatibility with adjacent and future land use and leading parking practices, potential locations for additional on-street parking and parking lots shall be identified. Potential location(s) for a parking structure should also be identified. Opportunities for ‘shared-parking’ to reduce the overall private parking requirements in the area should also be explored. This would include the potential and merit of using public or private parking lots that are busy during the daytime hours (serving office, retail, and institutional land uses) to assist in satisfying the parking demand generated by potential future land uses that have peak parking demand during the evening hours (i.e. restaurants/pubs, recreational facilities, theatre/entertainment venues, etc.). Potential opportunities for shared economy technologies (i.e. parking apps and driveway rental) should also be explored.
Land Use and Parking Needs Parking is an essential component of the overall transportation and land development system, and supports objectives such as land use efficiency, urban design, and economy. The Parking Master Plan will take an innovative approach, focusing on the overall roles and physical form of the Downtowns with the intent to foster a dynamic mix of urban residential, commercial and other services across the Downtowns. Taking into account the need to transition into the neighbourhoods surrounding the Downtowns, the PMP will include the Town’s land use inventory for the Downtowns, and consider development applications and future land use capacities and parking considerations for the study areas. The Consultant will be expected to review and summarize growth and development opportunities for the Downtowns for the near, medium and long term.
Financial Aspects of Parking Parking services is a self-funding operation which relies on revenue generated from on- street and municipal lot parking and fines issued for non-compliance with the Town of Whitby Traffic and Parking by-laws. In order to remain financially stable, while also being Page 3 of 12
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Attachment 1 Corporation of the Town of Whitby Request for Proposal RFP-XX-2017 Downtown Parking Master Plan (PMP)
responsive to growth, a financial strategy to support future parking needs must be developed. An examination and comparison of comparable municipalities parking pricing is required to develop parking pricing and parking supply strategies for the downtown areas. The review shall include both public and private parking lots, and on-street metered parking areas. The Consultant shall provide comparisons to parking pricing in other Canadian mid-sized municipalities and make recommendations for Whitby as required. The Consultant will also review the Town’s current method(s) of financing municipal parking, construction, and maintenance. A review of policies related to the provision and applicability of payment-in-lieu of parking for new developments and redevelopment in accordance with Section 40 of the Planning Act is also required. It is expected that an appropriate formula to calculate the payment, and the types of land uses that should be considered under this policy will be developed. The PMP will include a schedule for implementing changes to the parking systems, and identification of bench marks such as parking utilization and/or development levels that will trigger the need for changes/improvements.
3.3 Background
The Town of Whitby has a population in the order of 130,000 and is located within the Regional Municipality of Durham. Whitby is bounded by Lake Ontario to the south, the Town of Ajax and Town of Pickering to the west, the City of Oshawa to the east, and Township of Scugog to the north. The Town provides a well-diversified land fabric including conservation areas, heritage and cultural attractions, two downtown shopping districts, outdoor park and waterfront recreational areas linked by an integrated local, regional and provincial transportation system. On-Street Parking Meters The Town’s Traffic By-law 1862- 85 regulates on-street parking meters. There are 278 on-street public parking meters within Downtown Whitby. On-street paid parking is in effect from 9:00 a.m. to 6:00 p.m. Monday to Friday. However, parking is restricted on Dundas Street, between Brock Street and Euclid Street / Henry Street, between the hours of 4:30 p.m. and 6:00 p.m. to maintain the flow of peak hour traffic. Parking is also restricted on Mary Street between Brock Street and Byron Street between the hours of 7:30 a.m. to 9:00 a.m. and 4:30 p.m. to 6:00 p.m. This restriction is also necessary to maintain traffic flow during times of increased commuter traffic. The on-street parking rate is $1.50/hour. This rate was approved by Council in March 2017. There are no on-street parking meters within Downtown Brooklin as Baldwin Street is currently under the jurisdiction of the Ministry of Transportation. Future implementation of on-street paid parking shall be a consideration for Downtown Brooklin.
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Attachment 1 Corporation of the Town of Whitby Request for Proposal RFP-XX-2017 Downtown Parking Master Plan (PMP) Municipal Parking Lots There are nine (9) municipal parking lots within the Town. Lot 8 (70 parking spaces) is the boat launch parking lot on Gordon Street and is not included in this study as it is maintained by the Community and Marketing Services Department. Municipal Lot #9 (75 parking spaces) is located in Downtown Brooklin at 3 Vipond Road. All other municipal lots are located in Downtown Whitby. In total, Downtown Whitby municipal lots 1 through 7 provide 465 surface parking spaces, including 10 accessible parking spaces. Municipal Parking Lot By-law 4910-01 is the By-law regulating municipal parking lots. The lands designated as municipal parking lots along with the associated parking rates are included in this By-law. Municipal lot paid parking is in effect from 8:00 a.m. to 6:00 p.m. Monday to Friday excluding holidays at a rate of $1.00/hour. This rate was approved by Council in March 2017. Honk Mobile is also available within Whitby. Honk Mobile “pay by app” technology allows residents and visitors to Whitby the option of using a credit card to pay for parking. The technology allows users the opportunity to download an application on their mobile phone to pay for parking.
3.4 Study Zones
The primary Study Areas are generally bounded as follows:
Downtown Whitby: Mary Street to the north, Ash Street and Athol Street to the east, Burns Street to the south and Henry Street/Euclid Street to the west.
Downtown Brooklin: George Street to the north, Pearl Street/Princess Street to the east, Highway 7/ Winchester Road to the south and Ashburn Road to the west.
A secondary Downtown Whitby Study Area should take into consideration the area bounded by Maple Street/CP Rail to the north, Consumers Drive to the south, Garden Street to the east and Cochrane Street/Annes Street to the west. Underutilized properties in this secondary area could develop and opportunities for this area should also be identified as appropriate.
3.5 Scope of Work and Deliverables The following subsections describe the anticipated study deliverables and tasks to be completed by the Consultant in carrying out the assignment. The list of tasks may not be inclusive and are not listed in any particular order. The Proponent may recommend additional items that they feel would be of benefit, and are encouraged to make recommendations about the order, efficiency and appropriateness of the tasks.
3.5.1 Data Collection and Inventories The Consultant will be responsible for the collection, organization, documentation and interpretation of all technical and practical data and documents. This includes Page 5 of 12
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Attachment 1 Corporation of the Town of Whitby Request for Proposal RFP-XX-2017 Downtown Parking Master Plan (PMP)
available parking, relevant publications, plans, regulations, and other documents including but not limited to: • Traffic by-law 1862-85; • Parking Lot by-law 4910-01; • Private property by-law; • Official Plan including the Downtown Secondary Plan, Brooklin Study; • Zoning By-laws 2585 and 1784; • Previous parking studies; • Hemson’s Report on Development Charges Study; and • The Town’s website. The Consultant shall be responsible for all the data collection required to satisfactorily complete the study. Data collection to be undertaken includes an inventory of existing parking regulations and restrictions, the existing parking supply and demands within the Downtown areas and the general condition of the parking lots. The data collection should be completed on a typical weekday and a Saturday, during the summer and during non-summer. Parking occupancy, duration and turnover should be collected in 20 minute intervals for on-street parking and at one hour intervals for off- street parking lots. The influence and adequacy of the transit service and facilities in the downtown, parking fees, fuel prices, and the use / potential uses of other modes of transportation should be a consideration. In addition to the parking inventory, the Consultant should develop a land use inventory of the downtown and conduct a field check to supplement this data as required. Current study area development applications and parking considerations related to these proposals, and growth and development opportunities for the downtown for the long term horizon should be reviewed and summarized. Single family residential land uses are excluded from the Parking Master Plan.
3.5.2 Review of Parking Standards The availability, location and cost of parking can influence travel behaviour as well as contribute to the success of Downtown businesses. An oversupply of parking is visually unattractive, and may negatively impact urban design and streetscape. However, insufficient parking may compromise the success of businesses or create spillover problems for adjacent uses. A balanced supply, taking into account the different types of users and needs, is required. The Consultant shall consider/review the following: • Town’s parking by-laws, parking standards, and zoning by-laws used in the study area. This includes parking ratios and physical requirements for parking spaces, including accessible parking. • Policies of other jurisdictions that consider options to reduce on site parking requirements in historic downtowns and promote compact and efficient urban design. Page 6 of 12
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Attachment 1 Corporation of the Town of Whitby Request for Proposal RFP-XX-2017 Downtown Parking Master Plan (PMP) • All aspects associated with metered parking including but not limited to the time limits currently used in the different areas of the downtown, parking meter rates, the need to apply performance based parking prices at peak locations and times, hours of operation, parking enforcement, and fine amounts and the need to utilize newer technologies to enhance services and improve operational efficiencies (i.e. electronic ticket writers, pay by cellular, etc.). • Evaluate the existing parking signage, including wayfinding signage, throughout the study area in terms of clarity, effectiveness and enforceability and make recommendations for changes as required. • Provide input on best practices for parking design standards (parking lots and on- street parking) that may be applied throughout the municipality. • Identify/comment on the adequacy of all special parking zones used in the downtown. These include loading zones, taxi parking, and accessible parking spaces. Identify any needs for any additional distinctive parking zones. • Evaluate seasonal alternate uses for parking spaces (i.e. parklette) including appropriate design criteria and locations.
3.5.3 Assessment and Evaluation of Recommendations The Consultant shall identify a formal, defensible and traceable process for the recommendations within the PMP. The Consultant shall demonstrate need and identify any/all property impacts, construction costs, and conflicts.
The assessment and recommendations shall consider a variety of criteria, including but not limited to the following: • Ability/need to accommodate existing and future parking demands; • Alternative locations for additional on-street and off-street parking spaces, including the location of a future parking structure(s); • Geometric compatibility within the existing/future network and potential impacts; • Existing and future planned land uses including Heritage Conservation Districts; • Construction cost; • Walkability and pedestrian movements; • Vehicle pedestrian conflicts; • Existing rights of way – opportunities and limitations; • Community desires, public and stakeholder input; • Legislation (e.g. AODA), agency input and approval requirements; • Compatibility with other studies, initiatives and policies; • Existing and planned transit enhancements;
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Attachment 1 Corporation of the Town of Whitby Request for Proposal RFP-XX-2017 Downtown Parking Master Plan (PMP)
• Ongoing operating and asset management capital maintenance costs; and The Consultant should allow appropriate time for review by Town and stakeholders in their schedule/work plan for the assessment and evaluation.
3.5.4. Recommended Priorities, Implementation and Master Plan Based on the review and recommendations, and in consideration of public and stakeholder input, identify recommended strategies and measures for the Parking Master Plan which includes priorities and an implementation plan.
The implementation plan should include initiatives that can be implemented in the now to 5 year horizon, 5 to 10 years, as well as longer term parking strategy solutions beyond the 10 year horizon (10 to 20 years). The Consultant shall identify and review impacts of potential recommendations.
3.5.5 Summary of Deliverables The Consultant shall be responsible for producing a Parking Master Plan for Downtown Whitby and Downtown Brooklin that includes the following as a minimum:
• Background to the project; • Project objective(s); • Inventory and detailed parking analysis for on-street and off-street parking; • Description/inventory of the existing and potential future Downtown land uses, features and characteristics; • Alternative solutions and concepts considered and the process followed to select the recommended solutions and strategies; • The consultation program and summaries of comments received. All correspondence, copies of notices or letters, relating to public consultation to be included in the report; • Preliminary recommendations, costs estimates and implementation plan that outlines next steps.
The Draft Parking Master Plan will be submitted to the Town for internal review and commenting. Following this review, the Consultant may present the findings and recommendations to Town Council members. The Study will then be finalized and appropriate copies are to be provided to the Town in the required digital and hard copy formats. The Final Study must be made available in an accessible format.
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Attachment 1 Corporation of the Town of Whitby Request for Proposal RFP-XX-2017 Downtown Parking Master Plan (PMP) 3.5.6 Project Schedule The Plan is to be completed within 12 months of the project award. The Consultant shall include in the proposal a detailed schedule showing milestones, meetings and scope of work by tasks and costs.
3.5.7 Project Management The Study will be managed by the Town’s Steering Committee lead by the Public Works Manager of Transportation and Parking Services. On the Town’s Steering Committee will be representatives from the Public Works, Planning and Development, and Community and Marking Services Departments. The Consultant’s Project Manager shall take a leading role to complete this Study on time and on budget. His/her responsibilities include: • Make day-to-day decisions in order to move the project forward. • Hold project meetings and prepare minutes and agendas of meetings. • Copy the Town’s Project Manager on all correspondence. • Advise the Town’s Project Manager of any additional tasks required beyond the scope of work. This additional effort is not to be undertaken without prior written approval from the Town. • Advise the Town’s Project Manager of any potential changes of the project schedule.
Commitment of the Project Team members throughout the Study must be demonstrated in the proposal. Any proposed change in staff identified for specific tasks from that identified in the proposal shall require written approval from the Commissioner of Public Works.
Tasks: 1. Hold a project initiation meeting with the Town of Whitby Project Team to confirm the work program and project schedules provided in the Proposal. Following the meeting, the Consultant may be requested to update the work program or project schedules to reflect any changes discussed, and resubmit the documents to the Town’s Project Manager for approval. 2. Assemble and maintain the project contact list. The Consultant will identify the list of external agencies/businesses to be contacted as part of the study. This list will be developed in consultation with the Town’s Project Team. 3. Arrange, attend, prepare and issue minutes for, and provide written responses (when requested) to inquiries raised at all meetings with Town staff, external review agencies and other stakeholders. The Consultant shall issue correspondence resulting from the meetings (i.e. minutes, responses, etc.) within five (5) business days. 4. Coordinate project tasks undertaken by the Town and others.
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Attachment 1 Corporation of the Town of Whitby Request for Proposal RFP-XX-2017 Downtown Parking Master Plan (PMP) 5. Update and submit the schedule monthly with billings.
3.5.8 Project Meetings Project meetings will be held at the Town’s offices, unless otherwise agreed to by the Town. Tasks: • An agenda and a copy of the documents and plans to be discussed shall be supplied a minimum of five (5) Business Days prior to the meeting. The Consultant shall provide sufficient staff at all meetings to ensure that the proceedings are not unduly delayed for the purposes of taking minutes. Minutes shall be prepared for all meetings within five (5) Business Days and distributed in hard copy or e-mail as agreed to by the Town to all attendees, all team members and any invited persons that could not attend, and as necessary, make the appropriate changes, additions and deletions. • For the purpose of this proposal the Consultant shall plan and budget for at least: five (5) Project Team meetings (including a project initiation meeting) with Town staff and/or stakeholders, two (2) public meetings, two (2) meetings with the Downtown Whitby Development Steering Committee, two (2) meetings with the Downtown Brooklin Development Steering Committee and up to three (3) additional meetings to be scheduled as required during the assignment.
3.5.9 Stakeholder and Community Input Stakeholder and community input is an essential component of the Downtown Parking Master Plan and robust on-going dialogue needs to occur throughout the PMP. All public correspondence received throughout the process, as well as all previous internal and external correspondence related to on-street parking and municipal lot parking, will be reviewed, and documented as part of this study. At the beginning of the study the Consultant shall provide specific details of receiving stakeholder and community input. The details will include the frequency and timing of consultation, methods of notification, and key participants. Some of the tasks include:
• Stakeholders will include, but are not limited to, employers and employees from the professional, retail and service sectors within the downtown, shoppers, Town of Whitby staff, Region of Durham, Ministry of Transportation, Whitby Chamber of Commerce, and the Downtown Development Steering Committees. • Input may be obtained through a variety of opportunities including online surveys, on- street interviews/pop-ups within Downtown Whitby and Downtown Brooklin, or focus group meetings with stakeholders. • For the purpose of the Terms of Reference five meetings with the Whitby Chamber of Commerce and the Downtown Whitby and Brooklin Development Steering Committee should be budgeted for. As well, two Public Open House meetings should be anticipated. Page 10 of 12
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Attachment 1 Corporation of the Town of Whitby Request for Proposal RFP-XX-2017 Downtown Parking Master Plan (PMP) • A comprehensive mailing list of area stakeholders, property owners, interested parties and local businesses, etc. should be developed and maintained by the Consultant. Notices of all meetings shall be mailed by the Consultant. • The stakeholder and community participation should reflect a clear strategy of communication that demonstrates an understanding of local interests and should be designed with the flexibility to be able to respond, as necessary, to requests for participation. • The creation and distribution of any advertisements will be the full responsibility of the Consultant, as will be the preparation of materials to be utilized as part of the stakeholder and community input. The Consultant shall work with the Town to create advertisements that would be effective on the Town’s social media platforms. • The Consultant’s cost estimate for the public participation component of the assignment should account for the preparation of newspaper advertisements (the Town will be responsible for coordinating and placing the ads in the newspaper), notification packages, responses to comments from the public, etc. • All public consultation materials are to be provided to the Town, in PDF and hard copy format, a minimum of fifteen (15) Business Days in advance of staff reports to Council and public meetings. The Town will be responsible for securing all venues.
3.5.10 Council Meetings For the purpose of this proposal the Consultant shall plan and budget for at least one (1) presentation to Council. Tasks: • The creation of all presentation material which shall be provided to the Town a minimum of fifteen (15) Business Days prior to the meetings. • The Consultant’s Project Manager and additional staff (if required) are to deliver a presentation (maximum 10 minutes in length) to Council during a regularly scheduled Operations Committee Meeting, held during weekdays starting at 7:00pm. 3.5.11 Study Review and Comment The Consultant will co-ordinate all activities and prepare all submissions to the Town, subject to the participation and approval of the Town’s Project Manager. The Town’s Project Manager will coordinate other internal Town staff and appropriate Town Advisory Committees to obtain their input during the course of this study. External review agencies to be involved include, but not limited to the Downtown Whitby and Brooklin Development Steering Committee and the Whitby Chamber of Commerce. The Consultant should allow appropriate time for review by Town and external agencies in their schedule/work plan.
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Attachment 1 Corporation of the Town of Whitby Request for Proposal RFP-XX-2017 Downtown Parking Master Plan (PMP) 3.6 Quality Assurance / Quality Control The Consultant will be fully responsible for the quality of the services. The Town will monitor the timeliness and quality of deliverables to ensure adherence to technical standards and conformity with the RFP. The Consultant shall provide their policy on QA/QC and the scope and process for quality control audits, in particular the procedures for checking reports.
3.7 Services Provided by the Municipality The Town will provide the following services/data: • General direction for the provision of Consultant services; • Copies of previous related reports, potential developments, related Secondary and Official Plan documents; • Digital mapping suitable to develop a DTM at 1 m contours, and legal plans; and • Updating the Town’s website (material provided by Consultant), facilitate a location for Public Open House and submitting all newspaper advertisements (material provided by Consultant).
3.8 Document Accessibility Requirements
Studies, Reports and/or Plans that result from this project must be created and provided to the Town in an accessible format. Please refer to the Town of Whitby’s Purchasing web page for a link on How to Create an Accessible Document (AODA).
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27 25 23 21 19 MARY ST W MARY ST E 36 32 17 27 34 9 7 5 3 1 1 3 5 7 30 15 25 25 32 28 13 26 23 23 30 26 11 24 21 28 21 24 9 19 19 26 22 22 7 20 17 17 24 5 15 15 22 20 18 18 3 LOT #3 16 13 13 20 11 11 18 16 1 87 SPACES 14 14 (+2 ACCESSIBLE) 9 9 16 12 LOT #6 8 12 10 8 6 4 2 7 14 10 80 SPACES
10 ST ASH
6 ST KENT 12 (+2 ACCESSIBLE) 4 8 ST PERRY 10 ELM ST N ST BROCK EUCLID ST ST EUCLID 2 8 6 7 CENTRE ST N ST CENTRE 17 15 13 11 9 7 5 3 1 6 4 5 6 2 LOT #2 8 5
4 24 SPACES 6 3 4 3 PALACE ST ST PALACE PALACE ST ST PALACE 2 4 1 1 54 52 50 4846 (+1 ACCESSIBLE) 2 44 42 40 38 36 34 32 30 28 26 24 22 20 N ST BYRON 18 1614 1210 8 6 4 2 2 DUNDAS ST W DUNDAS ST E 1 LIBRARY 2 2 9 7 5 3 1 3 2 1 3 5 7 9 11 2 4 4 1 5 LOT #7 3 4 4 2 90 SPACES 6 6 7 1 2 (+2 ACCESSIBLE) 5 6 4 8 9 3 4 1 7 LOT #1 8 6 11 6 3 10 9 18 SPACES 10 5 6 13 8 8 12 7 8 12 15 10 10 11 14 9 10 14 12 13 11 12 16 10 8 6 4 2 16 2 4 6 8 10 12 18 13 COLBORNE ST W COLBORNE ST E LOADING ZONE 19 17 15 13 11 9 7 5 3 1 15 17 19 20 17 21 LOT #5 22 19 81 SPACES 23 21 (+2 ACCESSIBLE) 25 23 LOT #4 27 24 25 49+26 SPACES
(+1 ACCESSIBLE) ST HICKORY 29 27 DUNLOP ST W DUNLOP ST E 18 31 33 20 35 37 22 39 41 24 43 26 45 47 28 49 GILBERT 51 GILBERT ST W GILBERT ST E
ONTARIO ST W ONTARIO ST E FRANCES ST FRANCES
ST JOHN ST W ST JOHN ST E
TRENT ST W TRENT ST E
PITT ST W PITT ST E
PEEL ST ST PEEL
ATHOL ST ST ATHOL
KING ST ST KING
BYRON ST S S ST BYRON
GREEN ST ST GREEN
BROCK ST S ST BROCK
CENTRE ST S S ST CENTRE HENRY ST HENRY BURN ST W Parking Master Plan PARKING METER AND TOWN OF WHITBY PARKING LOTS Downtown Whitby METER NUMBER ? Study Area
Page 53 of 177 Page 54 of 177 of 54 Page TOWN OF WHITBY
ASHBURN RD CLAUDIA DR
HOLSTED RD
AMANDA AVE
BROOKVALLEY AVE
WINCHESTER RD W SABRINA ST CHAREST PL TUNNEY PLACE
CODY AVE DARIUS HARNS DR DR
PRIMEAU AVE
AULT CRES
SINDEN DR MELODY DR PARKING LOT
KIMBERLY DR
FERGUSON AVE
GARSIDE AVE VIPOND RD
MITCHELL AVE
TORIAN AVE
MONTGOMERY AVE
HERBER DOWN CRES
(+7 ACCESSIBLE) (+7
CAMPBELL ST ST CAMPBELL
CASSELS RD W W RD CASSELS 68 SPACES 68
LOT #9 KINSMEN CT CT KINSMEN
DURHAM ST PRICE ST ST WAY ROEBUCK ROEBUCK
BALDWIN ST N PRINCESS ST
PEARL ST
CASSELS RD E
NORTH STREET COLSTON AVE CENTRE
GEORGE ST CHURCH ST
ALBERT ST
Parking Master Plan BAGOT ST Downtown Brooklin Study Area
SIMCOE ST ST
QUEEN STREET Agenda Item # 6.1 # Item Agenda Agenda Item # 6.1
Attachment 2 Corporation of the Town of Whitby Request for Proposal RFP-XX-2017 Downtown Parking Study Terms of Reference - Provisional Consideration of Residential Parking Permit Program Many residential areas within the Town experience significant on-street parking congestion, usually generated by insufficient parking (number of personal vehicles exceeds the available parking) or a nearby business area is generating more parking that can be accommodated on-site. The Town of Whitby has not been planned to allow long – term or overnight on-street parking. The Consultant is required to develop a framework and business plan for the introduction and implementation of a Residential Parking Permit Program.
It is expected that the scope of the residential parking permit review would need to consider the following:
• Resources needed to manage the system. This would include the staff needed to consider where a permit could be applicable based on safety and pedestrian/traffic circulation; ensure requirements needed to support the issuance of a permit are met by the applicant; and the management of the permit system (i.e. renewal). As well, equipment needed (licence plate recognition software) to enforce a parking permit program must be identified. • Operational issues and impacts, such as winter maintenance. Streets where vehicles have been parked during winter maintenance require additional snow clearing once the vehicles have moved. • Best practices (implementation, enforcement, etc.) of comparable sized municipalities shall be reviewed. • Financial strategy to ensure that the cost to implement and maintain a residential parking permit program is not a tax impact. • Discussion on how a program may be implemented. Currently Parking Services received requests to permit on-street parking through a permit a system and requests for enforcement due to on-street parking creating safety issues for access/egress from personal driveways, etc. Consultation and support from the community is a key component to the consideration of a parking permit program.
Consideration will need to be given to the duration of the permit, number of permits issued for each street, waitlists, location of permitted parking, cost of permit, and eligibility of receiving a permit.
Draft parking permit program regulations suitable for consideration by the Town of Whitby, along with the process and budget for implementation of the regulations are required should this component proceed. Should this component proceed, the Consultant would work closely with the Parking Services Staff, and the public, to determine the most desirable program elements for a residential parking permit program.
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Town of Whitby Report
Report to: Operations Committee Date of meeting: April 3, 2017 Department: Public Works Department
Report Number: PW 14-17 File Number(s): n/a
Report Title: West Whitby Major Roads Update 1. Recommendation: 1. That Report PW 14-17 be received for information. 2. That Council authorize Town staff to finalize the agreement with the Ministry of Transportation regarding financial requirements for the outstanding works on Rossland Road associated with Highway 412 and that they be included in the West Whitby infrastructure tender. 3. That subject to budget approval, the widening of Rossland Road between Lake Ridge Road and McQuay Boulevard be included as part of the West Whitby Landowners Group overall West Whitby infrastructure tender (i.e. Des Newman Boulevard and related infrastructure). 4. That the Commissioner of Corporate Services / Treasurer finalize the requirements associated with the Front Funding Agreement (FFA) for the West Whitby infrastructure works and bring to Council prior to Summer 2017. 5. That the Commissioner of the Corporate Services/Treasurer approve the Town’s portion of the West Whitby infrastructure works subject to the Town’s portion of the tender being within 10% of the approved capital budgets. 6. That the Mayor and Clerk be authorized to execute the required documents.
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2. Executive Summary: This report provides a current status update and summarizes various efforts to- date related to the development and implementation of the West Whitby Secondary Plan. A number of major road and servicing projects are needed to facilitate the timely development of West Whitby Subdivisions and will have to commence in the near future. See Attachment 1. These major infrastructure projects required to support West Whitby are funded primarily through Development Charges. For works required on Rossland Road to be completed in a safe, timely and cost effective manner, a full road closure for four months will be required. The estimated time for the closure/construction to begin is July 2017. It is also being planned, if possible, to have the MTO related works that are required for Rossland Road to be included as part of the West Whitby infrastructure contract in order to have the works completed in one construction season and minimize disruption to the travelling public. See Attachment 1. Should the MTO agreement not be finalized in time to have these works completed under the West Whitby infrastructure contract, then the remaining upgrading and MTO works would be required to be completed at a later date. Staff are working to have all works integrated and completed as one construction package. 3. Origin: This report originates from within the Public Works Department. 4. Background: MTO – Hwy 407 East Extension EA (including Hwy 412): On June 3, 2010, Hwy 407 East Extension EA was approved and the location of Hwy 412 was confirmed. The approved location of Hwy 412 eliminated existing Halls Road between Dundas Street and Taunton Road. As compensation to the Town, the Ministry of Transportation (MTO) provided a 26 metre right-of-way and funding to re-instate a 2-lane facility (PW 24-15). The replacement road is Des Newman Boulevard and funds will be transferred from the MTO post construction. The crossing of Rossland Road at Hwy 412 required a structure to carry Rossland Road over Highway 412. While the structure has been constructed to accommodate the ultimate width of Rossland, the widening to four lanes planned by the Town was not included in MTO’s scope of works for Hwy 412. The widening of Rossland Road to four lanes at this location remains to be undertaken.
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Class Environmental Assessment (Class EA): The West Whitby Landowners Group (WWLG) and the Town of Whitby completed an integrated approach Class Environmental Assessment (Class EA) study to meet both the Municipal Class EA and Planning Act requirements. The Class EA study was placed on the public record for 30 day review period which ended on March 6th, 2017. No Part 2 order request was received concluding the Class EA process. The Class EA study confirmed the location and characteristics of the following four roads within the West Whitby Secondary Plan:
• Des Newman Boulevard (formerly New Coronation Road) from Dundas Street to existing Coronation Road north of Taunton Road;
• Bonacord Avenue from east of Lynde Creek to Des Newman Boulevard;
• Twin Streams Road from east of Lynde Creek to Des Newman Boulevard; and
• Coronation Road from Rossland Road to Taunton Road. In addition to the four roads above, the study also included an assessment of the following:
• Phases 1 and 2 Class EA of future potential road extensions of Twin Streams Road and Bonacord Avenue from Des Newman Boulevard to Lake Ridge Road.
• Feasibility of providing a road access to the employment lands south of Dundas Street. It was recommended that access, when required, be located as far east as possible. West Whitby Secondary Plan (WWSP):
• June 2010, Whitby Council adopted Whitby OPA No. 91 – WWSP.
• July 2014, Region of Durham approved the WWSP with modifications. Draft Plans of Subdivision: Seven draft plans within the WWSP were approved by Council between mid-2015 to late 2016 and have since proceeded to detail design. These draft plans include Heathwood, TFP Whitby, Chelseahill, Lazy Dolphin, West Whitby Holdings, Mattamy (Monarch) and Hiddenbrook. Zoning: On July 21, 2016 Council approved the Zoning amendment to introduce a new Section 14 into By-law 1784 for the West Whitby Secondary Plan Area. This by-
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law implemented five (5) approved subdivisions, save and except for the mixed use and prestige industrial zones. On March 20, 2017 Council approved further amendments to add the remaining two (2) approved subdivisions to the by-law and included zone regulations for both the mixed use and prestige employment. 5. Discussion/Options: Public Works Staff have been working closely with the West Whitby Landowners Group (WWLG), the Region of Durham and the Ministry of Transportation to coordinate numerous servicing and road work elements for the construction of West Whitby and Highway 407/412 related infrastructure including: (Attachment 1)
• Construction of a new 4-lane arterial road (Des Newman Boulevard) between Dundas Street West and Taunton Road.
• Outstanding Ministry of Transportation works on Rossland Road related to the construction of Highway 412.
• Road and intersection improvements, including 6 new signalized intersections within the West Whitby Secondary Planning area.
• Installation of the sanitary trunk sewer and watermain on Des Newman Boulevard and Rossland Road within the above mentioned road work limits.
• Pre-grading works to facilitate the construction of the Des Newman Boulevard bridge over the Canada Pacific Railway (CPR). Construction of Des Newman Boulevard and Related Works: As noted above, as part of the elimination of Halls Road between Dundas Street and Taunton Road, the Ministry of Transportation was responsible to provide a 26 metre right-of-way and to re-instate a 2-lane facility (PW 24-15). The subsequent Class EA study completed by the West Whitby Landowners Group and the Town of Whitby confirmed the location and characteristics of the replacement road, Des Newman Boulevard, as a 4-lane arterial road. Construction of Des Newman Boulevard is integral to the development of the West Whitby Secondary Planning Area as it will provide trunk sewer services and access to the bulk of the development lands. Construction of this road is anticipated to commence in the summer of 2017. Other intersection improvements within the greater West Whitby Secondary Planning Area including road widenings to accommodate installation of traffic signals and turning lanes at the following locations:
o Dundas Street West / Des Newman Boulevard;
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Page 59 of 177 Agenda Item # 6.2
o Taunton Road / Des Newman Boulevard; and o Taunton Road / Coronation Road. Ministry of Transportation – Rossland Road and Highway 412: The Highway 407 East Extension including Highway 412 (formerly West Durham Link) was substantially completed and opened to traffic on June 20, 2016. Upon opening there were outstanding construction works that were not completed in the Highway 412 and Rossland Road area:
• Rossland Road vertical profile re-alignment through the Highway 412 works area;
• Rossland Road westbound left-turn lane at Lake Ridge Road and associated traffic signal modifications by the Region of Durham;
• Rossland Road culvert replacement/extension just east of Lake Ridge Road, including stream realignment, to facilitate widening of Rossland Road and the future Rossland Road/Highway 412 Interchange; and
• Utility relocations in order to complete the above mentioned works. In an effort to minimize the number of disruptions to Rossland Road (major east- west arterial roadway) Town and Region of Durham staff have collaborated with the Ministry of Transportation to combine MTO’s work with Des Newman Boulevard and related works. A draft agreement in order to complete the Rossland Road works associated with Highway 412, during a single closure of Rossland Road is currently being finalized with the Ministry. This is also being coordinated with the Region of Durham servicing works on Rossland Road to facilitate the West Whitby development. Staff are working on finalizing the agreement with the Ministry of Transportation regarding financial requirements for the outstanding works on Rossland Road associated with Highway 412. Widening and Urbanization of Rossland Road: Road widening and urbanization of Rossland Road between Lake Ridge Road and McQuay Boulevard is planned to be constructed in 2017 and is included in the 2017 Capital Budget. This work includes the replacement and lengthening of an existing road culvert between Des Newman Boulevard and McQuay Boulevard. While it is technically possible to undertake the road work required on Rossland Road without a full road closure, in order to practically construct much of the underground works a full closure will be required. Without a full closure during the construction, significant increases in construction costs and duration would result. In addition, by combining the Rossland Road widening works with the outstanding items above from the Highway 412 project will allow the widening/improvements to
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Page 60 of 177 Agenda Item # 6.2
Rossland Road to be completed during a single road closure, minimizing traffic disruptions to the public and achieve savings through economies of scale. Should the MTO works not be able to be coordinated, then the work on Rossland Road would be required to be completed in two phases and likely extend into two construction seasons. In addition to the road works noted above, intersection improvements on Rossland Road are necessary to accommodate the installation of traffic signals and turning lanes at these locations:
o Rossland Road / McQuay Boulevard; o Rossland Road / Coronation Road; o Rossland Road / Des Newman Boulevard; and o Rossland Road / Lake Ridge Road. Road Rationalization: While it is recognized that Rossland Road between Lake Ridge Road and Cochrane Street is included in the roads under consideration for road rationalization between the Town and Region of Durham, through PW 10-16, the infrastructure improvements are required now to address West Whitby requirements. Should Rossland Road be transferred to the Region, part of the rationalization initiative includes the evaluation of cost implications of the total road transfers between the Town and Region of Durham. The Town completing this work would ultimately increase the value of the asset being transferred to the Region of Durham and would be considered as part of the future road rationalization. Sanitary Trunk Sewer: The proposed sanitary sewer on Rossland Road is to be constructed from Des Newman Boulevard easterly to the unopened Coronation Road right-of-way approximately 50m west of McQuay Boulevard. This section of the West Whitby sanitary trunk sewer is, on average, approximately 10 metres deep. All potential methods of installation would have a significant impact on maintaining vehicular traffic on Rossland Road. In particular, based on the depth and proposed location of the sanitary trunk sewer, an open cut installation – even with vertical trenching techniques – is not feasible if traffic is required to be maintained on Rossland Road. Fill Movement for CPR Grade Separation at Des Newman Boulevard: Approximately 150,000 cubic metres of fill is required to construct each of the embankments for the CPR grade separation on Des Newman Boulevard (planned for 2018 construction). Through coordination of grading design amongst the
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Page 61 of 177 Agenda Item # 6.2
proposed subdivisions south of Rossland Road, 150,000 cubic metres has been made available from the Mattamy (Monarch) site, located on the north side of Dundas Street. This will accommodate the south embankment fill requirements and reduce the cost compared to importing fill from an alternate source location. Given that these works are scheduled to begin shortly/prior to the road closure, and recognizing the existing volume of traffic on Rossland Road, especially in the morning and afternoon peak periods, temporary traffic signals will need to be installed at the haul route crossing of Rossland Road. These will be designed to minimize any potential delays for eastbound and westbound traffic during peak periods while accommodating the advanced fill movement, prior to any proposed road closure. Proposed Road Closure: Given the scope of all works noted in this report, a full road closure on Rossland Road for a duration of four (4) months, beginning July 4, 2017, will be required for the following reasons:
• safety of both road users and construction workers,
• to avoid the need for temporary lane diversions,
• to avoid increased construction times associated with accommodating traffic through an active construction project, and
• the associated higher costs of construction to maintain traffic. Traffic Impacts & Mitigation: A closure commencement of July 4th has been specified in order to minimize the overall closure impacts to begin during summer months (July & August) when traffic volumes are typically at their lowest due to school closures and vacation schedules. While the length of the closure extends beyond the summer time period, regular drivers to the area will be accustomed to the closure being in place and have already adjusted their driving habits and patterns to suit once traffic volumes are anticipated to increase again in September (coinciding with the start of the school year). Due to the significance of this closure, and in an effort to ease the impacts to area residents, the Design Consultant has been requested to closely review and provide the Town and Region of Durham staff the following: • AADT on Rossland Road; • Dispersion of traffic to other roads; • Infiltration expectations to lower order roads (Country Lane and McQuay Blvd) and proposal of mitigation measures and;
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Page 62 of 177 Agenda Item # 6.2
• Detour Route impacts (existing and increase (expected) to traffic levels on other roads - Cochrane/Taunton/Lake Ridge Road. Town and Region of Durham staff will work closely with the Consultant and Contractor throughout the duration of the proposed closure to ensure that all reasonable efforts are taken to mitigate the impacts of the closure on area residents. 6. Public Communications/Plan: A notice of project commencement will be provided in advance (min 2 weeks) of the proposed Rossland Road closure, including detour and contact information in the local paper and on the Town’s website. 7. Considerations: 7.1. Public The construction of Des Newman Boulevard between Dundas Street and Taunton Road and the widening and urbanization of Rossland Road will be included in the Spring 2017 Public Works Capital Projects Public Open House. In addition, details of the Rossland Road closure, including the detour route will be provided at the Public Open House. Exact date of the Public Open House to be confirmed. 7.2. Financial Ministry of Transportation – Outstanding Works on Rossland Road The financial contribution by the Ministry of Transportation to the Town is estimated at $2,000,000 exclusive of applicable taxes. The above cost is for estimating purposes and it is the intention of the Ministry to reimburse the Town based on actual costs, determined by the construction tender for the works. West Whitby Infrastructure Des Newman New Construction: • Dundas to Rossland - $5,608,640 • Rossland to Taunton - $5,627,250 • Intersection works developer funded Rossland Road Widening/upgrading - $ 4,044,408 MTO works separately funded. Subdivisions infrastructure will be completed separately. Sanitary and watermain works funding coordinated with the Region. The Town’s servicing and road costs are majority funded from Development Charges.
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Page 63 of 177 Agenda Item # 6.2
Corporate Services, Public Works staff, and the Town Solicitor are finalizing with the WWLG a Front Funding Agreement (FFA) so that the WWLG will initially fund these major infrastructure projects, and be reimbursed as part of the terms of the FFA. 7.3. Impact on and input from other Departments/Sources Corporate Services have provided input into the preparation of this report. 7.4. Corporate and/or Department Strategic Priorities Council Goal #3: To continue the Whitby tradition of responsible financial management and respect for taxpayers; and to understand the importance of affordability to a healthy, balanced community. Council Goal #7: To remain the community of choice for families and become the community of choice for seniors and job creators; and to focus new growth around the principles of strong, walkable and complete neighbourhoods that offer mobility choices. 8. Summary and Conclusion: That Council authorize Town staff to finalize the agreement with the Ministry of Transportation regarding financial requirements for the outstanding works on Rossland Road associated with Highway 412 and that they be included in the West Whitby infrastructure tender. That subject to budget approval, the widening of Rossland Road between Lake Ridge Road and McQuay Boulevard be included as part of the West Whitby Landowners Group overall West Whitby infrastructure tender (i.e. Des Newman Boulevard and related infrastructure). That the Commissioner of Corporate Services / Treasurer finalize the requirements associated with the Front Funding Agreement (FFA) for the West Whitby infrastructure works and bring to Council prior to Summer 2017. That the Commissioner of the Corporate Services/Treasurer approve the Town’s portion of the West Whitby infrastructure works subject to the Town’s portion of the tender being within 10% of the approved capital budgets.
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Page 64 of 177 Agenda Item # 6.2
9. Attachments: Attachment 1 – Figure of Town, Regional and MTO West Whitby Projects For further information contact: Michael May, Project Engineer, x2249 Alex Lam, Manager of Development Engineering and Environmental. Services, x2251
Original Approved and Signed.
Suzanne Beale, Commissioner of Public Works, x4311
Original Approved and Signed.
Doug Barnes, Interim Chief Administrative Officer, x2211
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Page 65 of 177 Agenda Item # 6.2
TAUNTON RD W DETOUR
WEST WHITBY INFRASTRUCTURE WORKS
LAKE RIDGE RD
COCHRANE ST
DETOUR
ROSSLAND HIGHWAY 412 (FORMERLY WDL) ROAD ROSSLAND ROAD
EX. CORONATION RD WIDENING WIDENING (PROVISIONAL) COUNTRY
DESMOND G. NEWMAN BLVD
DETOUR
LANE DETOUR ROSSLAND RD W
MTO
OUTSTANDING McQUAY BLVD WORKS (PROVISIONAL)
DUNDAS ST W
STORM SEWER (TOWN OF WHITBY) ROUNDABOUTS SANITARY SERVICE (REGION OF DURHAM) WATER MAIN SERVICE (REGION OF DURHAM) SIGNALIZED INTERSECTIONS
Attachment 1
Page 66 of 177 Agenda Item # 6.3
Town of Whitby Report
Report to: Operations Committee Date of meeting: April 3, 2017 Department: Public Works Department
Report Number: PW 15-17 File Number(s): MTO-BH-1
Report Title: Replacement of the Henry Street Underpass at Highway 401 1. Recommendation:
1. That Council authorize Town staff to finalize the agreement with the Ministry of Transportation regarding the cross-section modifications on the Henry Street underpass at Highway 401 to accommodate a multi-use path on one side; 2. That Council provide approval of $250,000 for the detailed design and construction cost to accommodate a multi-use path on one side of the Henry Street underpass at Highway 401; 3. That the Mayor and Clerk be authorized to execute the required documents. 2. Executive Summary: MTO’s replacement of the Henry Street underpass Highway 401 is currently planned to commence in May 2017. The proposed cross-section includes two traffic lanes with 1.8 metre sidewalk and 2.0 metre shoulder/on road bicycle lanes on both sides. It is recommended that the structure cross-section be modified to provide a 2.8 metre multi-use path on one side of the structure, a 1.8 metre sidewalk and 1.5 metre shoulder/on road bicycle lanes on both sides. The cost to accommodate the above cross-section modifications is $250,000 for detailed design and construction related costs. 3. Origin: This report originates from within the Public Works Department.
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Page 67 of 177 Agenda Item # 6.3
4. Background: Improvements to Highway 401 were initially identified in the “Highway 401 Improvements from Salem Road to Brock Street Transportation Environmental Study Report (TESR)” (May 2013) and included expansion of Highway 401 with 10 lanes planned from Highway 412 to the west through the Henry Street underpass and east of Brock Street. In order to accommodate the future widening of Highway 401, the Henry Street and Brock Street underpasses (interchange) need to be replaced with wider structures to accommodate the additional lanes on Highway 401. The initially recommended improvements included the replacement of the Henry Street underpass with traffic reduced to one lane and maintaining pedestrian traffic on Henry Street in order to facilitate construction. However, during detailed design, it was determined by MTO’s Consultant that the existing structure could not be utilized as originally envisioned (removing half of the structure longitudinally) to maintain vehicular and pedestrian traffic as the remaining structure would be structurally inadequate. Following this finding a Transportation Environmental Study Report (TESR) addendum was placed on the public record for a 30-day review period commencing July 28, 2016 and ending August 29, 2016. (Attachment 1) This addendum documented MTO’s review of the recommended traffic staging options, in consultation with Town and Region of Durham staff. The recommended staging plan was refined to a full closure of Henry Street at Highway 401, with vehicular and pedestrian traffic detoured from Henry Street to Brock Street. 5. Discussion/Options: Upon completion of the above studies, a Design and Construction Report (DCR) was completed and placed on public record for a 30-day review period which ended on February 24, 2017. Multi-Use Path Modification The replacement of the Henry Street underpass includes the installation of a 2 span steel box girder bridge and a slight realignment to the west. The proposed works will tie-into the recent reconstruction of Henry Street just north of Highway 401 by the Region of Durham. The proposed cross-section for the Henry Street underpass at Highway 401 consists of two traffic lanes and 1.8 metre sidewalk and 2.0 metre shoulder/on road bicycle lanes on both sides. (Attachment 2) In order to provide an environment for all anticipated users, it is recommended that the proposed cross- section be modified to include a multi-use path on one side of the structure. This will provide an essential route for active transportation and two options (on road bicycle lane and multi-use path) to cross this significant barrier, Highway 401.
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Page 68 of 177 Agenda Item # 6.3
This proposed modification will allow cyclists of all ages and skill levels a safe connection to: the Waterfront Trail, Iroquois Park Sports Complex, Whitby GO Station, and Station Art Gallery. MTO has requested that the Town pay $250,000 to complete the detailed design and for construction related cost to accommodate the multi-use path on one side of the Henry Street underpass at Highway 401. Full Closure The replacement of the Henry Street underpass involves a full closure of Henry Street at Highway 401 during construction. MTO has indicated that the closure is permitted for a maximum of 18 weeks and must occur between May 1, 2017 and September 30, 2017. To facilitate construction, night time lane reductions on Highway 401 are also required and one full (overnight only) weekend closure of Highway 401. During the closure the Highway 401 the Emergency Detour Route (EDR), Victoria Street, will be utilized. The timing of the full closure has yet to be determined but is anticipated to commence May 22, 2017. Noise By-law Exemption Since Highway 401 lane reductions are limited to off-peak (night time), MTO has requested a noise by-law exemption, (Noise By-law #6917-14). This will allow the construction contractor to expedite the work in a manner that minimizes the duration of traffic disruptions. The Commissioner of Public Works is delegated the authority to approve noise by-law exemptions for construction works undertaken by the Town, Region of Durham, and/or MTO, subject to the following general guidelines:
• Evening work within 400 metres of residential dwelling will be avoided, if possible;
• Sunday work will be avoided, however if Sunday work is required, work will be limited to between 8:00a.m. and 5:00p.m.; and
• No evening work will be permitted on holiday weekends. Prior to granting any exemption, the Commissioner of Public Works will review all matters and requirements associated with the exemption request and ensure that Council is aware of exemptions granted. 6. Public Communications/Plan: Within the Design and Construction Report, MTO will be required to implement a consultation plan. This consultation plan will (i) inform and advise on the construction work, schedule and predicted impacts, and (ii) help the local
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Page 69 of 177 Agenda Item # 6.3
community, Highway 401 and transit users plan their trips during the period of construction. The consultation plan will include the following:
• Notification of construction start date;
• Project commencement information in the local newspaper;
• Regular updates through postings/advertisements at a number of local high traffic areas including Whitby GO Station, Abilities Centre, Iroquois Park Sports Centre, etc.;
• Advance warning signs to be erected on Henry Street in advance of construction start to advise of the upcoming closure and provide detour information; and
• Traffic Management Plan – It is recognized that there will be disruptions during the closure of Henry Street. Town, Region of Durham and MTO staff will work collaboratively throughout the duration of the closure to minimize disruptions. 7. Considerations: 7.1. Public This MTO project has followed the approved planning process for a Group ‘B’ project under the MTO Class Environmental Assessment for Provincial Transportation Facilities (2000) with opportunities for the public and interested parties to discuss the project with the project team throughout. 7.2. Financial Although the aforementioned cross-section modifications do not result in a wider cross-section, the additional concrete and offset centerline of vehicular traffic will result in the following cost implications:
• Detailed design to review impacts on the structure - $50,000.
• Construction costs estimated at $200,000 for additional concrete, reinforcing steel, handrail, modifications to pier bearings, etc. for the multi- use path. The DC Background Study and the 2017 Capital Budget Forecast includes a project called New Sidewalk Installations. Staff are requesting that $250,000 of that project be advanced to 2017, to accommodate a multi-use path on one side of the Henry Street underpass at Highway 401, financed through Development Charges. 7.3. Impact on and input from other Departments/Sources Corporate Services and Public Works Departments have worked jointly throughout the preparation of this report.
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Page 70 of 177 Agenda Item # 6.3
7.4. Corporate and/or Department Strategic Priorities Council Goal #7: To Remain the community of choice for families and become the community of choice for seniors and job creators; and to focus new growth around the principles of strong, walkable and complete neighbourhoods that offer mobility choices. 8. Summary and Conclusion: That Council authorize Town staff to finalize the agreement with the Ministry of Transportation regarding the cross-section modifications on the Henry Street underpass at Highway 401 to accommodate a multi-use path on one side. That Council provide approval of $250,000 for the detailed design and construction cost to accommodate a multi-use path on one side of the Henry Street underpass at Highway 401. 9. Attachments: Attachment 1: Notice of Transportation Environmental Study Report Addendum Attachment 2: Henry Street Underpass at Highway 401 Town Cross-Section Modifications For further information contact: Michael May, Project Engineer, x2249 Greg Hardy, Manager of Engineering and Infrastructure Services, x2259
Original Approved and Signed.
Suzanne Beale, Commissioner of Public Works, x4311
Original Approved and Signed.
Doug Barnes, Interim Chief Administrative Officer, x2211
Report to: Operations Committee Report number: PW 15-17 Page 5 of 5
Page 71 of 177 Agenda Item # 6.3
Attachment 1
NOTICE OF TRANSPORTATION ENVIRONMENTAL STUDY REPORT ADDENDUM Highway 401, from Salem Road, Ajax to Brock Street, Whitby Replacement of the Henry Street Underpass
THE PROJECT The Ontario Ministry of Transportation (MTO) has retained AECOM Canada Limited (AECOM) to complete the detail design and environmental assessment for the replacement of the Henry Street Underpass at Highway 401, in the Town of Whitby (Durham Region). The project is being undertaken as part of MTO’s plans for the Highway 401 corridor from Salem Road in Ajax, to Brock Street in Whitby as documented in the “Highway 401 Class Environmental Assessment and Preliminary Design Study from Salem Road, Ajax to Brock Street Whitby Transportation Environmental Study Report (TESR)” which received provincial environmental approval on June 11, 2013. The recommended improvements documented in the Highway 401 from Salem Road to Brock Street TESR included the replacement of the Henry Street underpass with traffic reduced to one lane on Henry Street in order to facilitate construction. The location of the Henry Street underpass is shown on the key map below. During detailed design, and in consultation with the Town of Whitby and Region of Durham, MTO has reviewed the traffic staging options for replacement of the underpass. Based on the review of the options, the recommended traffic staging plan from preliminary design has been refined and full closure of Henry Street at Highway 401, with traffic detoured from Henry Street to Brock Street is recommended to facilitate the replacement of the underpass. Night time lane reductions on Highway 401 and one weekend full closure of Highway 401 is also required in order to complete the work. Construction is anticipated to take one construction season and is planned to occur in 2017. THE PROCESS The project has followed the approved planning process for Group ‘B’ projects under the Class Envir onmental Assessment for Provincial Transportation Facilities (2000) with opportunities for the public and interested parties to disc uss the project with the project team throughout. A TESR Addendum has been placed on the public re cord to document the study process, the review of staging and traffic management alternatives, and the consultation undertak en throughout the study. A copy of the TESR Addendum has been submitted to the following office of the Ontario Ministry of the Environment and Climate Change (MOECC) to fulfill the requirements of the Ministry of Transportation Class Environmental Assessment for Provincial Transportation Facilities (2000) and is being m ade available for 30 days beginning July 28, 2016 and ending August 29, 2016. Ministry of the E nvironment and Climate Change Central Region Office 5775 Yo nge Street, 8th Floor Nort h York, Ontario M2M 4J1 The TESR Addendum is available for review during reg ular business hours at the following review locations: Ministry of Transportation Regional Municipality of Durham Ajax Clerk’s Office Central Region Clerk’ s Department Town of Ajax 159 Sir William Hearst Avenue, 3rd Floor 605 Rossland Road East 65 Harwood Avenue South Toronto, ON M3M 1J8 Whitby, ON L1N 6A3 Ajax, ON L1S 2H9 (905) 683-4550 Ajax Public Library Whitby Public Library Whitby Clerk’s Office Main Branch Central Branch Town of Whitby 55 Harwood Avenue South 405 Dundas Street West 575 Rossland Road East Ajax, ON L1S 2H8 Whitby, ON L1N 6A1 Whitby, ON L1N 2M8 (905) 683-4000 (905) 668-6531 (905) 430-4315 Interested stakeholders are encouraged to review the TESR Addendum and provide comments by August 29, 2016. If, after review and consultation with the MTO’s consultant a nd staff, you have serious unresolved concerns, you have the right to request that the Minister of Environment and Climate Change (MOECC), issue a Part II Order (i.e. a Bump-Up request) for the project by contacting the MOECC at 77 Wellesley Stre et West, 11th Floor, Ferguson Block, Toronto, ON M7A 2T5. A Part II Order would lead to the preparation of an Individual Environmental Assessment; however, only the project details in the TESR Addendum are eligible for Part II Order consideration. A copy of the Part II Order request sent to MOECC should also be forwarded to MTO and AECOM at the addresses below. If there are no outstanding concerns after August 29, 2016 the project will be considered to have met the requirements for the Class EA and the project will move forward with Detail Design. COMMENTS To obtain additional information, comment on the study or ha ve your name added to the project mailing list, please contact: Mr. Jon Newman, P. Eng. or Mr. Amit Sharma, P. Eng Consultant Project Manager Sr. Project Engineer AECOM MTO Planning and Design 300 Water Street 4th Floor, 159 Sir William Hearst Avenue Whitby, ON L1N 9J2 Toronto, ON M3M 0B7 Phone: 905-668-4021 x2228 Phone: 416- 235-5349 Fax: 905-668-0221 Fax: 416-235-3576 E-mail: [email protected] Email: [email protected] If you have any accessibility requirements in order to participate in th is project, please contact one of the project team members listed above. Comments are being collected to provide and obtain information, and to identify concerns in accordance with the Ontario Environmental Assessment Act. This material will be maintained on file for use during the stu dy and may be included in project documentation. Information collected will be used in accordance with the Freedom of Information and Protection of Pr ivacy Act. With the exception of personal information, all comments will become part of the public record.
Page 72 of 177 Agenda Item # 6.3
15300
~ HENRY STREET
1800 2000 3500 3500 2000 1800 SW SHLO LANE LANE SHLO SW
EAST WEST 2%<> if 2%
EXISTING CROSS SECTION
15300
~ HENRY STREET
~ ROAD I 1800 1500 3500 3500 1500 2800 SW SHLD LANE LANE SHLO M.U.P.
EAST WEST 2%<>
PROPOSED (TOWN) CROSS SECTION
HENRY STREET UNDERPASS AT HIGHWAY 401 ~ TOwNOFWHrrBY TOWN CROSS-SECTION MODIFICATIONS w ...m-~ ATTACHMENT 2
Z: MAP /HENRY STREIT BRIDGE
Page 73 of 177 Agenda Item # 6.4
Town of Whitby Report
Report to: Operations Committee Date of meeting: April 3, 2017 Department: Public Works Department Corporate Services Department Report Number: CS 12-17 File Number(s): T-156-2016
Report Title: T-156-2016, Single-Axle, Low-profile Truck with Hooklift Device and Bodies 1. Recommendation: 1. That the Town of Whitby accept the low tender bid of Premier Truck Group in the amount of $132,531.00 (plus applicable taxes) for the supply and delivery of an Single Axle, Low Profile Truck with Hooklift Device and One Body; 2. That the over expenditure of $11,363.54 be financed from the Maintenance Reserve; 3. That the total estimated project cost for the Town of Whitby in the amount of $136,363.54 be approved; and; 4. That the Mayor and Clerk be authorized to execute the contract documents. 2. Executive Summary: A tender was issued for the supply and delivery of a Single Axle, Low Profile Truck with Hook lift Device and Bodies. The tender closed on January 18, 2017 and three (3) bids were received. Staff have reviewed the three (3) bids received for the above-mentioned tender and recommend the acceptance of the low compliant bid as received from Premier Truck Group. The bid as submitted by Premier Truck Group meets all of the specifications as outlined in the tender. References have been checked and all are favorable. The contract is open for a period of 90 days after the closing date of January 18, 2017. 3. Origin:
Report to: Operations Committee Report number: CS 12-17 Page 1 of 4
Page 74 of 177 Agenda Item # 6.4
The Town of Whitby’s Purchasing Policy states that goods and services with an estimated total purchase price greater than $50,000.00 must be issued as a Request for Tender (or Request for Proposal) and are subject to Council Approval. 4. Background: Funds in the amount of $125,000.00 have been approved in the 2016 Capital Budget for the purchase of a Single Axle, Low Profile Truck with Hook lift Device and Bodies. This shall replace unit 3106376 that is beyond its 10 year life cycle. This unit is utilized by the Public Works Department, Waste, Fleet and Roads Divisions. 5. Discussion/Options: Bids for this tender were received until 2:00:00 P.M. Wednesday, January 18, 2017. The tender was advertised in the Whitby This Week newspaper, Biddingo and Bids and Tenders. Based on the provision of the supply and delivery of a Single Axle, Low Profile Truck with Hook lift Device and Bodies, the following compliant bids were received:
Bidder Tender Amount
Premier Truck Group $151,901.00
Tallman Truck Centre Limited $159,059.00
Kenworth Truck Centres of Ontario *$206,642.91
*Denotes corrected bid total Prices above include Three (3) Dump Style Bodies and One (1) White Goods Type Body Equipment Function: The Hook lift device and the swappable bodies are used on a regular basis for many tasks including waste removal, special collections and yard waste. Due to the versatility of the swappable bodies the unit is also utilized by Fleet for the recovery and transfer of smaller off road equipment and Roads for transfer of materials and equipment. Justification for Replacement: Experience with this truck configuration has taught us that the design of the unit has increased our capabilities in providing services without the need for additional units being purchased.
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Page 75 of 177 Agenda Item # 6.4
The existing unit is at the end of its life cycle with structure fatigue showing in several of the body attachments rendering them unserviceable. 6. Public Communications/Plan: N/A 7. Considerations: 7.1. Public N/A 7.2. Financial The Town has chosen to purchase the truck with hooklift device with one additional dump body.
Estimated Project Breakdown Amount
Tender Amount $132,531.00
HST $17,229.03
Total Contract Amount $149,760.03
Rebate ($14,896.49)
Contingency $1,500.00
Total Project Cost $136,363.54
The total estimated project cost in the amount of $136,363.54 is not within the funding of $125,000.00 available for this project in the approved Capital Budget. We are requesting an over expenditure of $11,363.54 to be funded from the Maintenance Reserve. Estimated uncommitted Maintenance Reserve Balance (Dec 31-17 - 2017 capital budget pending approval) is $3 million. Contingency amount includes $1,500.00 for AVL transfer, Radio, Stripping and Rust Proofing. The existing unit 3106376 will be posted and sold at auction with the funds being returned to the Maintenance Reserve.
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Page 76 of 177 Agenda Item # 6.4
7.3. Impact on and input from other Departments/Sources Public Works and Corporate Services worked jointly throughout the tendering process in preparation of this report. 7.4. Corporate and/or Department Strategic Priorities Work to ensure the municipal government processes are streamlined, efficient and cost effective. 8. Summary and Conclusion: It is the existing policy of the Town of Whitby to accept the low tender, provided the bid meets the specifications, provided the low bidder is capable of performing the required work, subject to requisite approvals and subject to the approval of Council. It is recommended that the Town of Whitby accept the low compliant tender bid of Premier Truck Group for the supply and delivery of a Single Axle, Low Profile Truck with Hook lift Device and Body.
9. Attachments: N/A For further information contact: Robert MacPherson, Superintendent of Fleet Ext 4337 James Addorisio, Senior Buyer Ext 2237
Original Approved and Signed.
Suzanne Beale, Commissioner of Public Works, Ext 4311
Original Approved and Signed.
Ken Nix, Commissioner of Corporate Services/Treasurer, Ext 4314 Original Approved and Signed.
Doug Barnes, Interim Chief Administrative Officer, Ext 2211
Report to: Operations Committee Report number: CS 12-17 Page 4 of 4
Page 77 of 177 Agenda Item # 6.5
Town of Whitby Report
Report to: Operations Committee Date of meeting: April 3, 2017 Department: Public Works Department Corporate Services Department Report Number: CS 23-17 File Number(s): T-501-2017
Report Title: Urban Road Resurfacing 1. Recommendation: 1. That the Town of Whitby accept the low bid as submitted by Furfari Paving Co. Ltd. in the amount of $4,267,136.29, (plus applicable taxes) for all labour, materials, equipment and supervision necessary to complete Urban Road Resurfacing (Tender No. T-501-2017) as required by the Town of Whitby; 2. That the total estimated contract amount of $4,975,000.00 ($3,522,186 maintenance funded and $1,452,814 growth funded), include an amount of $4,699,826 from the 2017 Capital Budget, $208,174 from prior years’ approved capital budget and $67,000 funded from the Region of Durham; and 3. That the Mayor and Clerk be authorized to execute the contract documents. 2. Executive Summary: The construction contract/tender includes the rehabilitation of approximately 5,465 linear metres of Town-owned urban roads. The rehabilitation program involves resurfacing seventeen (17) road segments (Annes Street, Athol Street, Centre Street North, Corral Court, Dundas Street East, Dundas Street West, Erickson Drive, Goodwood Street, Green Street, Horseshoe Drive, Long Drive, Lyndhurst Crescent, McGillivary Court, McQuay Boulevard, Perkinsfield Street, Williams Stephenson Drive, and Willis Avenue), providing 685 linear metres of asphalt overlay on two (2) road segements (Clear Springs Road, and Queen Street), pilot project on fibre- reinforced surface asphalt maintenance on 175 linear metres of Garrard Road, and resurfacing of the Civic Recreation Centre Parking Lot (east section) within the Town of Whitby. (Attachments 1 and 2)
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A tender was issued for the provision of all labour, material and equipment necessary to complete the urban road resurfacing at various locations as required by the Town of Whitby. Staff reviewed six (6) bids received for the aforementioned tender. One bid was deemed non compliant as it did not provide the mandatory bid submission requirements. Staff are recommending the acceptance of the low bid as received from Furfar Paving Co. Ltd. as their bid meets all of the specifications outlined in the tender. The expected start date for this contract would be April 24, 2017 with a contract duration of sixteen (16) weeks from the official start date. Staff are recommending pre-budget approval so that work on the road resurfacing program can begin as soon as possible. 3. Origin: The Town of Whitby’s Purchasing Policy states that goods and services with an estimated total purchase price greater than $50,000.00 must be issued as a Request for Tender (or Request for Proposal) and are subject to Council approval. 4. Background: This contract consists of three main road rehabilitation components (i) resurfacing of urban (storm sewer and curb and gutter) roads, (ii) asphalt overlay, (iii) pilot project on fibre-reinforced surface asphalt, and (iv) parking lot resurfacing and new accessible sidewalk connection to Rossland Road at Civic Recreation Centre as follows: Resurfacing of Urban (Curb and Gutter) Roads The following urbanized streets have been identified through detailed field investigations and asset management/engineering assessments as an immediate need for resurfacing.
The scope of the resurfacing program this year requires full asphalt removal/pulverization and replacement, subdrain installation, curb and gutter and sidewalk repairs (as required). The selection of these roads to be included in the 2017 road program, and the scope of treatment, was based on a variety of criteria, including: (i) pavement condition, (ii) importance of road in Town transportation network from a health and safety, and economic perspective – e.g. commuters, goods movement, access, transit, (iii) daily vehicular volume and expected deterioration rate of road, (iv) coordination with other Town and Regional road and municipal service projects, (v) geotechnical conditions of asphalt and base granular, (vi) existing drainage, and (vii) budgetary and resource limitations.
This contract includes the resurfacing of approximately 5,465 linear metres of Town- owned roadways. The roads included in the road resurfacing component of this project are: (Attachment 1)
Annes Street Burns Street to end of road (255m)
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Athol Street Dundas Street East to Colborne Street (88m) Centre Street North Willis Avenue to Starr Avenue (260m) Corral Court Horseshoe Drive to end of cul de sac (85m) Dundas Street West Jeffrey Street to Annes Street (720m) Dundas Street East Brock Street to Hickory Street (350m) Erickson Drive William Stephenson Drive to Hoyt Court (360m) Goodwood Street William Stephenson Drive to Perkinsfield Street (215m) Green Street Gilbert Street East to Dunlop Street East (150m) Horseshoe Drive Long Drive to Thickson Road (355m) Long Drive Thickson Road to Horseshoe Drive (504m) Lyndhurst Crescent Whitburn Street to Whitburn Street (430m) McGillivary Court McQuay Boulevard to end of cul de sac (170m) McQuay Boulevard Dundas Street to Bonacord Avenue (800m) Perkinsfield Street Ingleborough Crescent to Ingleborough Crescent (320m) William Stephenson Drive Glenayr Gate to Overlord Street (285m) Willis Avenue Centre Street to Byron Street (115m)
Two (2) roads (Lyndhurst Crescent and William Stephenson Drive) were included as provisional roads within the contract for the sole purpose of providing options to the Municipality if tender prices came in higher than anticipated. Given that tender prices received were within budget, it is recommended that both Lyndhurst Crescent from Whitburn Street to Whitburn Street and William Stephenson Drive from Glenayr Gate to Overlord Street be included within the contract.
In order to maintain existing pedestrian service levels and accessibility requirements, this contract/tender includes provisions for advanced pedestrian control measures at intersections during construction. Requirements include maintaining pedestrian movements in all directions during construction through the use of rubberized mats and staging of sidewalk concrete works.
Dundas Street and McQuay Boulevard Traffic Plans During construction on Dundas Street and McQuay Boulevard, works will be limited to off-peak hours (9:00a.m. and 4:00p.m.) and will require a minimum of one travel lane to remain open in both directions. In addition, concrete and paving operations will take place in the evening on Dundas Street, between 10:00p.m. and 6:00a.m. to further reduce impacts to vehicular traffic and permit pedestrians access during construction.
In order to mitigate traffic impacts in the area of Dundas Street East and McQuay Boulevard, these works will be completed prior to the planned closure of Rossland Road, between Lake Ridge Road and McQuay Boulevard (planned to commence July 4, 2017) which is discussed in detail within Public Works Report No. 14-17: West Whitby Major Roads Update.
Asphalt Overlay The asphalt overlay component involves the placement of the top layer of hot mix pavement to those roads previously constructed/re-constructed which had underground works. For construction projects where there has been underground
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storm sewer, watermain, and/or sanitary sewer work, it is common practice not to place the top layer (final lift) of asphalt until 1 to 2 years of settlement and monitoring has been completed.
This contract includes asphalt overlay of approximately 685 linear metres of Town- owned roadways. The roads included in the asphalt overlay component of this project are: (Attachment 1)
Clear Springs Road Brock Street to end of cul-de-sac (240m) Queen Street Baldwin Street to Nathan Avenue (445m)
Pilot Project – Fibre-Reinforced Surface Asphalt Maintenance This pilot project involves the removal of the existing top layer of hot mix pavement and replacement with fibre-reinforced asphalt. Fibre-reinforced surface asphalt has been successfully used on Ministry of Transportation projects and increases the strength and life span of the roadway. Upon completion, Town staff will continue to collaborate with MTO staff to compare the performance of fibre-reinforced asphalt to current preventative maintenance strategies. This contract includes 175 linear metres on Garrard Road between Dryden Boulevard and Hartrick Place.
Updated information regarding the timing of planned development at 1011 Brock Street North was provided after the 2017 capital budget was finalized, which impacted the plans to utilize fibre-reinforced surface asphalt maintenance on Palmerston Avenue from Centre Street North to Brock Street North. It is recommended that Palmerston Avenue be deferred and re-budgeted through the 2018 capital budget. Garrard Road from Dryden Boulevard to Hartrick Place was replaced in the contract/tender.
Civic Recreation Centre Parking Lot (East Section) This contract includes resurfacing the east section of the Civic Recreation Centre parking lot. (Attachment 2) The scope of the parking lot resurfacing requires full asphalt removal/pulverization and replacement, subdrain installation, catch basin repairs, and curb and gutter repairs (as required). 5. Discussion/Options: Bids for this tender were received until 2:00:00 P.M. February 9, 2017. The tender was advertised in the Whitby This Week newspaper, Biddingo and Bids and Tenders. Based on the provision of all labour, materials and equipment necessary to complete urban road resurfacing, the following compliant bids were received:
Bidder Tender Amount
Furfari Paving Co. Ltd $4,267,136.29
D. Crupi and Sons Limited $4,646,530.40
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Brennan Paving and Construction Ltd. $4,894,409.00
Ashland Paving Ltd. $5,089,558.81
Coco Paving Inc. $5,208,484.80
Based on the review of the tender bids and reference checks, it is recommended this contract be awarded to Furfari Paving Co. Ltd. The contract is open for a period of ninety (90) days from the tender closing date of February 9, 2017. 6. Public Communications/Plan: Notices will be delivered to all adjacent property owners prior to commencing with construction activities along with onsite advance notice construction signage. 7. Considerations: 7.1. Public Access for emergency vehicles and to adjacent properties will be maintained at all times throughout the construction period. Through traffic will be maintained at all times and will involve the use of traffic control persons (as required). 7.2. Financial
Estimated Project Breakdown Amount
Tender Amount $4,267,136.29 HST $554,727.72 Total Contract Amount $4,821,864.01 Rebate ($479,626.12) Total Cost $4,342,237.89 Engineering Design $65,000.00 Supervision, Contract Administration $190,000.00 Contingency Allowance (Construction) $215,000.00 Material testing $95,000.00 Sundry (Line marking, notices, ads) $67,762.11 Total Project Cost $4,975,000.00 The total estimated contract cost in the amount of $4,975,000.00 ($3,522,186 maintenance related and $1,452,814 growth related) is broken down into the Town’s portion of $4,908,000 and the Region of Durham’s portion of $67,000. The Town’s budgetary breakdown is as follows:
Maintenance approval in the amount of $3,245,326 versus proposed funding of $3,556,300 within the 2017 Capital Budget will result in a one- time tender savings of $310,974.
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Updated information regarding the timing of planned development at 1011 Brock Street North was provided after the 2017 Capital Budget was finalized, which impacts the fibre-reinforced surface asphalt maintenance proposed on Palmerston Avenue from Centre Street North to Brock Street North. It is requested that Palmerston Avenue be deferred and re- budgeted through the 2018 Capital Budget. Garrard Road from Dryden Boulevard to Hartrick Place was replaced in the contract/tender and is included in the above estimated contract costs.
Growth pre-budget approval in the amount of $1,452,814 versus proposed funding of $1,454,500.00 within the 2017 Capital Budget will result in a one-time savings of $1,686. The award of this is subject to budget approval. The remaining budget as identified in the 2017 Capital Budget will be treated as one-time tender savings and remaining budget will be released as per policy. Revised forecasted balance of the Federal Gas Tax Reserve is $2.7M and the Maintenance Reserve is $3.3M. Contingencies are for any unforeseen site conditions during construction. 7.3. Impact on and input from other Departments/Sources Public Works, Community and Marketing Services, and Corporate Services Departments worked jointly throughout the tendering process in preparation of this report. In addition, the Public Works Department has coordinated with the Region of Durham to ensure future regional sanitary sewer and watermain projects are not within the limits of the proposed road resurfacing projects. 7.4. Corporate and/or Department Strategic Priorities Council Goal No. 4: To ensure Whitby is clearly seen by all stakeholders to be business- and investment- friendly and supportive; and to strive to continuously improve the effectiveness and efficiency of service delivery. 8. Summary and Conclusion: It is the existing policy of the Town of Whitby to accept the low tender, provided the bid meets the specifications, provided the low bidder is capable of performing the required work, subject to requisite approvals and subject to the approval of Council. It is recommended that the Town of Whitby accept the low compliant bid of Furfari Paving Co. Ltd. for the Urban Road Resurfacing. 9. Attachments: Attachment 1: Resurfacing Locations – Urban Attachment 2: Civic Recreation Centre Works
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For further information contact: Michael May, Project Engineer, x2249 Greg Hardy, Manager of Engineering and Infrastructure Services, x2259 Deanna Young, Manager of Facilities (Capital Projects), x7137 Kellie Dickson, Senior Buyer, x2438
Original Approved and Signed.
Suzanne Beale, Commissioner of Public Works, x4311
Original Approved and Signed.
Ken Nix, Commissioner of Corporate Services/Treasurer, x4314
Original Approved and Signed.
Peter LeBel, Commissioner of Community and Marketing Services, x4319
Original Approved and Signed.
Doug Barnes, Interim Chief Administrative Officer, x2211
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Page 84 of 177 Page 85 of 177 of 85 Page PROJECT T-501-2017 ROAD RESURFACING SCALE
Brooklin N.T.S. Public Works Department TOWN OF WHITBY LOCATION DRAWING ZONE 5 ZONE 2 IMPLIED, CONCERNING THE ACCURACY, QUALITY, LIKELY RESULTS OR RELIABILITY RELIANCE ON, THE INFORMATION CONTAINED IN THIS DOCUMENT. TOWN OF NOT LIABLE FOR ANY DAMAGES OF KIND RESULTING FROM THE USE OF, OR DISCLAIMER NOTICE OF THE USE INFORMATION CONTAINED IN THIS DOCUMENT. THE TOWN OF WHITBY ASSUMES NO RESPONSIBILITY FOR ANY ERRORS, AND IS WHITBY DOES NOT MAKE ANY REPRESENTATIONS OR WARRANTY, EXPRESS ZONE 3 ZONE 4 ZONE 2 ZONE 4 ZONE 1 Attachment 1
COPYRIGHT 2013 TOWN OF WHITBY Agenda Item # 6.5 # Item Agenda .
ROSSLAND ROAD E
TREES TO BE REMOVED (BY OTHERS)
SIDEWALK TO TACTILE RAISED PLATES SIDEWALK BE REMOVED
ISLANDS TO BE ROUNDED (TYP.)
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DISCLAIMER NOTICE
THE TOWN OF WHITBY ASSUMES NO RESPONSIBILITY FOR ANY ERRORS, AND IS NOT LIABLE FOR ANY DAMAGES OF ANY KIND RESULTING FROM THE USE OF, OR RELIANCE ON, THE INFORMATION CONTAINED IN THIS DOCUMENT. THE TOWN OF WHITBY DOES NOT MAKE ANY REPRESENTATIONS OR WARRANTY, EXPRESS OR IMPLIED, CONCERNING THE ACCURACY, QUALITY, LIKELY RESULTS OR RELIABILITY OF THE USE OF THE INFORMATION CONTAINED IN THIS DOCUMENT.
COPYRIGHT 2013 TOWN OF WHITBY RIGHTS RESERVED. NOT A PLAN OF SURVEY © TERANET ENTERPRISES INC. AND ITS SUPPLIERS. ALL PROVIDED BY © FIRST BASE SOLUTIONS INC. 2013 ORTHOPHOTOGRAPHY Attachment 2 Agenda Item # 6.6
Town of Whitby Report
Report to: Operations Committee Date of meeting: April 3, 2017 Department: Community and Marketing Services Department Corporate Services Department Report Number: CS 25-17 File Number(s): T-154-2016
Report Title: T-154-2016, Condensing Unit and Coil Replacement Fire Hall #5 1. Recommendation:, 1. That the Town of Whitby accept the low tender bid of Naylor Building Partnerships Inc. in the amount of $69,830 (excluding taxes and including provisional items) to supply all labour, materials and equipment required to install a Condensing Unit and Coil Replacement for Fire Hall # 5; 2. That the total estimated project cost in the amount of $89,926.21 be approved; and; 3. That the Mayor and Clerk be authorized to execute the contract documents. 2. Executive Summary: A tender was issued for the supply and installation of a Condensing Unit and Coil replacement for Fire Hall # 5. The tender closed on Friday, January 13, 2017 and six (6) bids were received.
Staff reviewed the six (6) bids received for the above mentioned tender. Four (4) bids were deemed non-compliant as they did not meet the specifications requirements. Staff recommend the acceptance of the low compliant bid received from Naylor Building Partnerships Inc. which meets all specifications as outlined in the tender.
The contract is open for a period of 90 days after the closing date of Friday, January 13, 2017.
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The expected start date for the project is June 1, 2017 with a projected contract completion time of three weeks. The start date is based on ensuring the building environment is satisfactory for staff, as the heating and cooling system will be offline for the duration of the installation.
3. Origin: The Town of Whitby’s Purchasing Policy states that goods and services with an estimated total purchase price greater than $50,000.00 must be issued as a Request for Tender (or Request for Proposal) and are subject to Council Approval.
4. Background: The HVAC unit (coil) and condenser unit service the entire building with heating and air conditioning. The HVAC (coil) and condenser units are currently past the expected lifecycle and require replacement.
5. Discussion/Options: Bids for this tender were received until 2:00:00 P.M. Friday, January 13, 2017. The tender was advertised in the Whitby This Week Newspaper, Biddingo and Bids and Tenders. Based on all labour, materials and equipment necessary to supply and install the Condensing Unit and Coil Replacement Unit for Fire Hall # 5, the following compliant bids were received:
Bidder Tender Amount
Naylor Building Partnerships Inc. $69,830,.00
Canadian Tech Air Systems Inc. $78,400.00
6. Public Communications/Plan N/A 7. Considerations 7.1. Public N/A
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7.2. Financial
Estimated Project Breakdown Amount
Tender Amount $69,830.00
HST $9,077.90
Total Contract Amount $78,907.90
Rebate ($7,848.89)
Contingency $9,200.00
Consultant 9,667.20
Total Project Cost $89,926.21
The total project cost in the amount of $89,926.21 including contingency and consultant fees is within the funding of the initial $90,000 available for this project in the Capital Budget.
The budget saving of $73.79 would be returned to the Maintenance Reserve as per policy. It will have a nominal impact on the uncommitted Maintenance Reserve balance.
The estimated uncommitted Maintenance Reserve balance (Dec 31-17 – 2017 capital budget pending approval) is $2.3 million.
Contingency amount of $9,200.00 is reserved for any unforeseen matters.
7.3. Impact on and input from other Departments/Sources The Community and Marketing Services and Corporate Services Departments worked jointly throughout the tendering process in preparation of this report.
7.4. Corporate and/or Department Strategic Priorities The proposed project is consistent with the Council Goals for the Term from 2014 to 2018.
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Goal 3.To Continue the Whitby tradition of responsible financial management and respect for taxpayers; and to understand the importance of affordability to a healthy, balanced community.
8. Summary and Conclusion: It is the existing policy of the Town of Whitby to accept the low tender, provided the bid meets the specifications, provided the low bidder is capable of performing the required work, subject to requisite approvals and subject to the approval of Council.
It is recommended that the Town of Whitby accept the low compliant tender bid of Naylor Building Partnerships Inc. for the labour, material and equipment necessary to complete the installation of a Condensing Unit and Coil Replacement Unit for Fire Hall # 5.
9. Attachments: N/A
For further information contact: Steve Moore, Supervisor of Facilities –Mechanical Services, Ext 7125 James Addorisio, Senior Buyer Ext 2237
Original Approved and Signed.
Peter LeBel, Commissioner of Community and Marketing Services, Ext 4319
Original Approved and Signed.
Ken Nix, Commissioner of Corporate Services/Treasurer, Ext 4314
Original Approved and Signed.
Doug Barnes, Interim Chief Administrative Officer, Ext 2211
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Town of Whitby Report
Report to: Operations Committee Date of meeting: April 3, 2017 Department: Corporate Services Department
Report Number: CS 28-17 File Number(s):
Report Title: City of Oshawa’s Application to join the Durham Municipal Insurance Pool 1. Recommendation: 1. That Council approve the City of Oshawa’s application to join the Durham Municipal Insurance Pool effective July 1, 2017 2. Executive Summary: The Council of the City of Oshawa approved making an application to join the Durham Municipal Insurance Pool (DMIP). The DMIP engaged the pool’s actuary and legal counsel to assist in the due diligence review process. Based on the analysis of the review, it is recommended that Council accept the City of Oshawa’s application to join the DMIP effective July 1, 2017. 3. Origin: The DMIP Subscribers Agreement envisioned the possibility of additional subscribers through an application process. The process requires that the DMIP Board members make a recommendation to the Councils of the participating subscribers and that the Municipality’s application be accepted if 80% of the Council’s agree. 4. Background: In June 2000, the DMIP was formed by virtue of the participation of the Town of Whitby and five other Area Municipalities (Ajax, Brock, Clarington, Scugog and Uxbridge) and the Region of Durham in an integrated insurance program in order to achieve a greater control over the insurance coverage and costs and develop risk management practices. At the time, Pickering and Oshawa decided to not participate.
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When the DMIP was originally formed it was identified as a long term commitment in order to achieve the benefits over the longer term through the ability of the participating municipalities to pool the cost of insurance claims, purchase insurance coverages under one common policy, and reduce risks through the development of improved risk management practices. Over the past 16 years the founding DMIP members have worked together to improve risk management practices, have experienced stable insurance costs, and experienced dividends returned to the municipalities over the last 2 years. 5. Discussion/Options: The City of Oshawa made a formal request to join the DMIP effective July 1, 2017 on November 28, 2016. The DMIP founding member municipalities engaged the services of the Pool’s actuary to assist with the evaluation of the risks and benefits of the City of Oshawa joining the DMIP. This considered the City of Oshawa’s claims history, risk and insurance programs. The findings indicated that the City of Oshawa’s risks are generally consistent with the current pool members and no compelling reasons were identified that would prevent the City of Oshawa joining the DMIP. Over the long term the benefits of having the City of Oshawa join the DMIP include:
• With an additional member, the risks assumed within the Pool are spread over a greater number which will improve the credibility and predictability of claim estimates and the annual funding requirements
• Increased investment income from larger funds held as a result of an additional member
• The fixed costs of the administration of the DMIP are allocated over a larger number of pool members Given the analysis indicating minimal risk and potential long term benefits of an additional member, the DMIP engaged legal counsel to develop a Memorandum of Agreement (MOA) outlining the terms of the transition to bring the City of Oshawa into the DMIP. In particular the MOA identifies that the minimum subscription period for Oshawa is 3 years and that the City of Oshawa does not benefit from the existing surplus of the founding members of the DMIP. Pending agreement 80% (i.e. 6 of 7) of the DMIP members Councils, the City of Oshawa will be required to sign the Form of Subscription within the existing Subscribers agreement and the Memorandum of Agreement in the form provided no later than March 31, 2017.
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At the time of writing this report the following Councils approved the City of Oshawa’s application to join the DMIP on July 1, 2017: Region of Durham, the Townships of Brock, Scugog and the Town of Ajax. 6. Public Communications/Plan: n/a 7. Considerations: 7.1. Public n/a 7.2. Financial Over the past 16 years the founding DMIP members have worked together to improve risk management practices and have experienced stable insurance costs, with dividends returned to over the last 2 years. The MOA protects the existing surplus of the founding pool members and outlines that the DMIP, based on the advice of its actuary, intends to have a gradual and well planned transition over the initial 3 year period of subscription to ensure consistency between Oshawa and the current members. As a result, similar to when the DMIP was originally formed, the benefits of an additional member are largely realized over the longer term through collaboration of local government to pool the cost of insurance claims and purchase insurance coverages under one common policy. 7.3. Impact on and input from other Departments/Sources The Memorandum of Agreement was reviewed by the Town Solicitor. 7.4. Corporate and/or Department Strategic Priorities The DMIP is an example of collaboration among local governments and aligns with Council goals and in particular:
• To continue the Whitby tradition of responsible financial management and respect for the taxpayer. To understand the importance of affordability to a healthy, balanced community.
• To strive to continuously improve the effectiveness and efficiency of service delivery.
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8. Summary and Conclusion: Based on the due diligence undertaken and the identified benefits and minimal risks to the DMIP, it is recommended that the Town of Whitby Council approve the City of Oshawa’s application to join the DMIP effective July 1, 2017. 9. Attachments: n/a For further information contact: Ann McCullough, Manager Financial Planning, x2246
Original Approved and Signed.
Ken Nix, Commissioner of Corporate Services/Treasurer x4314
Original Approved and Signed.
Doug Barnes, Interim Chief Administrative Officer, x2211
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Town of Whitby Report
Report to: Operations Committee Date of meeting: April 3, 2017 Department: Corporate Services Department
Report Number: CS 32-17 File Number(s): T-525-2017
Report Title: Duplicating Paper 1. Recommendation: 1. That the Town of Whitby accept low tender bid as submitted by Ariva, Division of Domtar in the annual amount of $18,688.75 (plus applicable taxes) for a one (1) year term for the supply and delivery of duplicating paper; and 2. The total estimated annual cost in the amount of $19,017.67 be approved; and, 3. That approval be granted for the option to extend the contract for up to four (4) additional one (1) year terms based on satisfactory performance and product quality, as well as budget approval for subsequent years; and 4. That the Mayor and Clerk be authorized to execute the contract documents. 2. Executive Summary: The Town of Whitby hosted a co-operative tender for the supply and delivery of duplicating paper. The Towns of Whitby and Ajax, Cities of Pickering and Oshawa, Regional Municipality of Durham, Municipality of Clarington and the Townships of Scugog and Uxbridge all participated in the co-operative tender. The tender closed February 14, 2017 and three (3) bids were received. One (1) bid was deemed non-compliant as it did not meet the mandatory bid submission requirements. Staff are recommending the acceptance of the low bid as submitted by Ariva, Division of Domtar. Ariva, Division of Domtar is our current supplier of duplicating paper and has satisfactorily performed the contract for the past five (5) year contract term.
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3. Origin: The Town of Whitby’s Purchasing Policy states that goods and services with an estimated total purchase price greater than $50,000.00 must be issued as a Request for Tender (or Request for Proposal) and are subject to Council approval. 4. Background: As in previous years, subject to Council approval, funding has been allocated in the operating budget for the supply and delivery of duplicating paper. Under the Town of Whitby’s continuing efforts to promote efficiency, control costs and eliminate duplication wherever possible, the Town hosted the co-operative tender call. The participants within this tender call included the Towns of Whitby and Ajax, Cities of Pickering and Oshawa, Regional Municipality of Durham, Municipality of Clarington, and the Townships of Scugog and Uxbridge. The tender covers the requirements for the period of May 1, 2017 to April 30, 2018 with the option to extend the contract for four (4) additional one (1) year terms provided the vendor’s performance and product quality is satisfactory and subject to budget approval. The tender calls for pricing to remain firm until July 31, 2017. Any price adjustments thereafter will only be entertained by the co-operative group on a quarterly basis with effective dates of August 1st, November 1st, February 1st, and May 1st. Any price adjustments shall be considered only upon written request received a minimum of thirty (30) days prior to the quarterly effective date, and shall include any supporting mill documentation of the proposed price adjustments. In no event shall the proposed price adjustment exceed the percentage increase announced and substantiated by mill documentation. Such increase(s) shall be subject to review and acceptance by the Town of Whitby on behalf of all Agencies.
5. Discussion/Options: Bids for this tender were received until 2:00 p.m., Tuesday, February 14, 2017. The tender was advertised on Bids and Tenders, Biddingo, and in the Whitby This Week Newspaper. Based on the provision of duplicating paper requirements, the following compliant bids were received:
Name of Bidder Total Tender Amount
Ariva, Division of Domtar $283,180.47
Corporate Express Canada Inc., $338,426.96 operating as Staples Business Advantage
Based on the review of the tender bids and previous experience, it is recommended that the contract be awarded to Ariva, Division of Domtar. The
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contract is open for a period of ninety (90) days from the tender closing date of February 14, 2017. 6. Public Communications/Plan: N/A 7. Considerations: 7.1. Public N/A 7.2. Financial
Estimated Breakdown (Whitby’s Amount Portion)
Annual Tender Amount $18,688.75
HST $2,429.54
Total Annual Contract Amount $21,118.29
Rebate ($2,100.62)
Total Annual Cost $19,017.67
Co-operative Annual Tender Amount $283,180.47
The total estimated annual cost for the Town of Whitby’s portion of $19,017.67 is provided for within the 2017 operating budget. Sufficient funding for annual duplicating paper purchases will be included in future operating budgets. 7.3. Impact on and input from other Departments/Sources N/A 7.4. Corporate and/or Department Strategic Priorities Council Goal #3: To continue the Whitby tradition of responsible financial management and respect for taxpayers; and to understand the importance of affordability to a healthy, balanced community. Council Goal #4: To ensure Whitby is clearly seen by all stakeholders to be business- and investment-friendly and supportive; and to strive to continuously improve the effectiveness and efficiency of service delivery.
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8. Summary and Conclusion: It is the existing policy of the Town of Whitby to accept the low tender provided the bid meets the specifications, provided the low bidder is capable of performing the required work, subject to requisite approvals and subject to approval of Council. It is recommended that the Town of Whitby accept the low compliant bid of Ariva, Division of Domtar, for the supply and delivery of duplicating paper. 9. Attachments: N/A For further information contact: Vicki McNamara, Buyer, x2370
Original Approved and Signed.
Ken Nix, Commissioner of Corporate Services, x4314
Original Approved and Signed.
Doug Barnes, Interim Chief Administrative Officer, x2211
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Town of Whitby Report
Report to: Operations Committee Date of meeting: April 3, 2017 Department: Corporate Services Department
Report Number: CS 35-17 File Number(s):
Report Title: Remuneration and Expenses paid to Mayor and Members of Council and Council appointees to Boards - 2016 1. Recommendation: 1. That Report CS 30-17 of the Commissioner of Corporate Services/Treasurer be received for information. 2. Executive Summary: Attached in Appendix ‘A’ is a summary of the remuneration, benefit value, car allowance and expenses for the Mayor and Members of Council and Council appointees to Local Boards for the year 2016. All Regional remuneration and expenses for the Mayor and Regional Councillors are reported separately by the Region of Durham. 3. Origin: Section 284 of the Municipal Act governs council remuneration, the reimbursement of expenses incurred “in their capacity as members of council” and the Treasurer’s reporting requirements in this regard. Remuneration to the Mayor and Members of Council is authorized by By-law No. 6500-11 as amended by By-law No. 6576.12. Remuneration to Members of the Committee of Adjustment is authorized by By- law No. 6124-08, remuneration to the Municipal Election Compliance Audit Committee is authorized by Council Resolution No. 334-14 and Property Standards Review Committee is authorized by Council Resolution 76-11. 4. Background: N/A
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5. Discussion/Options: N/A 6. Public Communications/Plan: N/A 7. Considerations: 7.1. Public N/A 7.2. Financial N/A 7.3. Impact on and input from other Departments/Sources Included in the annual budget, as approved by Council, are the amounts for the remuneration and expenses of the Mayor and Members of Council and Council appointees to Boards. 7.4. Corporate and/or Department Strategic Priorities N/A 8. Summary and Conclusion: N/A 9. Attachments: Appendix ‘A’ Summary of Remuneration and Expenses paid to Members of Council and Council appointees to Boards – 2016. For further information contact: Nelson Tellis, Manager of Treasury Services. x 2231
Original Approved and Signed.
Ken Nix, Commissioner of Corporate Services/Treasurer, x 4314
Original Approved and Signed.
Doug Barnes, Chief Administrative Officer, x2211
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Page 100 of 177 Attachment 1
Remuneration Benefits Car Conferences/ Office/ Corporate Town Value Allowance Seminars/ Administration Participation in Education/ Community Meetings Events
Name $ $ $ $ $ $
Mayor Don Mitchell 88,392 7,837 13,500 1,436 159 209 Councillor Lorne Coe* 41,130 785 760 0 160 0 Councillor Joe Drumm** 36,875 6,916 7,236 0 99 407 Councillor Elizabeth Roy 36,875 7,455 6,588 841 141 247 Councillor Derrick Gleed*** 36,875 7,455 8,537 0 154 0 Councillor Michael Emm 36,875 7,455 6,588 0 325 0 Councillor Chris Leahy 36,875 7,455 6,588 1,727 2,673 552 Councillor Steve Yamada 36,875 7,455 6,588 1,220 2,556 486 Councillor Rhonda Mulcahy 19,855 4,015 3,547 1,661 1,039 178
* Includes severance allowance $36,785 **Deputy Mayor January 1 to March 31 2016 ***Deputy Mayor April 1 to December 31 2016 Page 101 of 177 Agenda Item # 6.9 Agenda Item # 6.9
Committee
Compliance Audit Committee Gillian Burton $ 0.00 Ron Colucci 0.00 Paul Jones 0.00
Committee of Adjustment Jerry Cardwell – Meetings $1,040.00 Nester Chornobay – Meetings 1,040.00 Scott Haslam – Meetings 1,060.00 Daniel McCarroll – Meetings 1,050.00 Bonite O’Carroll – Meetings 975.00
Animal Service Appeals Committee Carleen Blissett – Meetings $ 50.00 Mark Monsma – Meetings 50.00 Amanda Stewart – Meetings 50.00
Property Standards Appeal Committee John Beswick $ 162.96 Carleen Blissett – Meetings and Mileage 100.00 Frank Mielewczyk – Meetings and Mileage 198.71 Gerald Parker – Meeting and Mileage 118.36 Amanda Stewart – Meetings and Mileage 180.78
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Whitby Hydro
Director’s Fee Mayor Don Mitchell $18,750.00
Executive Stipends Mayor Don Mitchell $5,000.00 Councillor Joe Drumm 5,000.00 Councillor Michael Emm 5,000.00 Councillor Derrick Gleed 0.00 Requested no payment Councillor Chris Leahy 5,000.00 Councillor Rhonda Mulcahy 2,657.80 Councillor Elizabeth Roy 5,000.00 Councillor Steve Yamada 5,000.00 Robert Petrie 5,000.00
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Town of Whitby Report
Report to: Operations Committee Date of meeting: April 3, 2017 Department: Public Works Department Corporate Services Department Report Number: CS 36-17 File Number(s): T-502-2017
Report Title: Sidewalk Construction 1. Recommendation: 1. That the Town of Whitby accept the low tender bid of Onsite Contracting Inc. in the amount of $1,218,716.67 (plus applicable taxes) for all labour, materials, equipment and supervision necessary to complete sidewalk construction as required by the Town of Whitby; 2. That Council provides approval in the amount of $1,290,000.00 ($1,104,157.96 maintenance related and $185,842.04 growth related); 3. That the total estimated annual contract amount of $1,455,000.00 be approved; and, 4. That the Mayor and Clerk be authorized to execute the contract documents. 2. Executive Summary: This annual sidewalk replacement contract consists of both maintenance and growth projects. It includes the installation of 720 linear metres of new concrete sidewalks, the removal and replacement of 2,105 linear metres of existing concrete sidewalk segments, 1,700 linear metres of isolated sidewalk bays, 600 linear metres of isolated concrete curb and gutter sections, and 1,215 square metres of impressed concrete boulevards/medians. See the Location Map as shown in Attachment 1. This contract also includes removal and replacement of 385 square metres of existing concrete sidewalk, 300 square metres of impressed concrete and 20 linear metres of curb and gutter at the following facilities: Brooklin Library and Community Centre, Civic Recreation Complex, Whitby Main Library, and Station Gallery. In addition, this tender consists of removal and replacement of 350
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square metres of trails and connections to existing walkways at the Whitby Marina. See Attachment 2 for details of the Port Whitby Marina works. A tender was issued for the provision of all labour, material and equipment necessary to complete sidewalk construction as required by the Town. Staff reviewed the eleven (11) bids received for the aforementioned tender. One bid was non-compliant as it did not meet the mandatory bid submission requirements. Staff are recommending the acceptance of the low bid as received from Onsite Contracting Inc. as their bid meets all of the specifications outlined in the tender. Onsite Contracting Inc. has satisfactorily completed similar projects for the Town in the past. References have been checked and all are favourable. The expected start date for this contract would be May 15, 2017 with contract duration of twelve (12) weeks from the official start date. Due to the amount of work included in this tender, pre-budget approval is requested in order to start construction at the beginning of May 2017. 3. Origin: The Town of Whitby’s Purchasing Policy states that goods and services with an estimated total purchase price greater than $50,000.00 must be issued as a Request for Tender (or Request for Proposal) and are subject to Council approval. 4. Background: Maintenance Projects The Public Works Department regularly inspects and assesses the condition of existing sidewalks for the presence of major cracks, trip ledges, deterioration, and drainage concerns in order to adhere to the Province’s minimum maintenance standard regulations. Based on this information, sidewalk replacement needs are ranked and prioritized and form the basis of this tender. 1. Removal and replacement of 2,105 linear metres of existing concrete sidewalk along: Citation Crescent Walkway (Citation Cres. to Thickson Rd.); Craydon Road (Dundas St. to Dunlop St., both sides); Dunlop Street (Henry St. to Frances St., both sides); Gordon Street (Gordon St. to South Shore, south side); Manning Road (Thickson Rd. to 300m to the west, south side); Reynolds Street Walkway (Reynolds St. to Burns St.); Ribblesdale Drive (Anderson St. to Worfolk Pl., south side); and Rosedale Drive (Harding St. to Dovedale Dr., both sides). 2. Removal and replacement of 1,700 linear metres of isolated sidewalk bays;
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3. Removal and replacement of 600 linear metres of isolated concrete curb and gutter sections; and 4. Installation of 915 square metres of impressed concrete on Baldwin Street between Highway 407 and Winchester Road. 5. Removal and replacement of existing parking bollards at the Brooklin Community Centre and Library. 6. Removal and replacement of miscellaneous existing sidewalk at the Central Public Library. 7. Removal and replacement of existing sidewalk, curb and gutter, and impressed concrete at the Station Gallery. 8. Removal and replacement of existing sidewalk, curb and gutter, and impressed concrete at the Civic Recreation Complex. 9. Removal and replacement of 350 square metres of trails and connections to existing walkways at the Port Whitby Marina. Please see Attachment 2 for details of the Port Whitby Marina works. By combining these works into one tender, savings are achieved through economies of scale and it allows the coordination of works to minimize disruptions to the public. Please see the Location Map as shown in Attachment 1. Growth Projects As a growing community and in order to maintain existing service levels for the residents as the Town’s population grows, the construction of additional new assets have been planned. The Public Works Department annually reviews the need for new sidewalks based on public demand, usage, to ensure pedestrian safety and to improve public health and quality of life. 1. Installation of 320 linear metres of new concrete sidewalk along Civic Centre Drive (Rossland Rd to 160m North to existing facilities, both sides); 2. Installation of 270 linear metres of new concrete sidewalk along Hunter Street (Kendalwood Rd. to Powell Rd, south side and west side of Powell Rd to tie-into existing sidewalk on Powell Rd); and 3. Installation of 130 linear metres of new concrete sidewalk along Myrtle Road (Highway 7/12 to Town Park Entrance). These sections of sidewalk are identified as a priority due to the following:
Missing sidewalk links to existing facilities; Essential non-vehicular links to area schools, parks, commercial areas, businesses and other public amenities; and Public demand and safety.
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5. Discussion/Options: Bids for this tender were received until 2:00:00 P.M. March 16, 2017. The tender was advertised in the Whitby This Week newspaper, Biddingo and Bids and Tenders. Based on the provision of all labour, materials and equipment necessary to complete sidewalk construction, the following compliant bids were received:
Bidder Tender Amount
Onsite Contracting Inc. $1,218,716.67
Serve Construction Ltd. $1,274,090.50
Ashland Paving Ltd. $1,346,157.50
Vaughan Paving Ltd. $1,361,311.40
Aloia Bros. Concrete Contractors Ltd. $1,389,371.60
RA Crete-Scape Ltd $1,489,991.08
Bennington Construction Ltd. $1,532,408.20
Slipform Construction $1,614,691.84
Aqua Tech Solutions Inc. $1,674,804.78
Dig-Con International Inc. $1,916,310.40
Based on the review of the tender bids and reference checks, it is recommended this contract be awarded to Onsite Contracting Inc. The contract is open for a period of ninety (90) days from the tender closing date of March 16, 2017. 6. Public Communications/Plan: Construction notices would be delivered to all adjacent property owners prior to commencing with construction activities. In addition, works to be completed at Town facilities would be coordinated with the public through advance notices/postings with facility access information. Public access would be maintained at all facilities during construction.
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7. Considerations: 7.1. Public Construction details of the new sidewalk segments would be made available to the public at the annual Public Works Public Open House. Notices of the Public Open House would be provided to adjacent property owners of the new sidewalk segments along with two advertisements in the local newspaper for the general public. 7.2. Financial
Estimated Project Breakdown Amount
Tender Amount $1,218,716.67 HST $158,433.17 Total Contract Amount $1,377,149.84 Rebate ($136,983.76) Total Cost $1,240,166.08 Engineering Design $25,000.00 Supervision, Contract Administration $50,000.00 Contingency Allowance (Construction) $65,000.00 Material Testing $35,000.00 Sundry (Utilities, Notices, Advertisements) $39,833.92 Total Project Cost $1,455,000.00 The total estimated contract cost in the amount of $1,455,000.00 ($1,269,157.96 maintenance related and $185,842.04 growth related) is within the proposed funding of $1,573,759.61 ($1,383,759.61 maintenance related and $190,000.00 growth related) available for this work in the proposed 2017 Capital Budget and prior years’ approved capital budget. The budgetary breakdown is as follows:
Maintenance pre-budget approval in the amount of $1,104,157.96 versus the proposed funding of $1,218,759.61 within the 2017 Capital Budget will result in a one-time savings of $114,601.65.
Growth pre-budget approval in the amount of $185,842.04 versus the proposed funding of $190,000.00 within the 2017 Capital Budget will result in a one-time savings of $4,157.96. The estimated uncommitted maintenance reserve forecast is $3M. There is a nominal impact on the growth reserve and development charges.
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The award of this is subject to budget approval in the amount of $1,290,000.00 ($1,104,157.96 maintenance related and $185,842.04 growth related) in order to commence construction for the beginning of May 2017. Due to the deteriorating condition of the parking bollards at the Brooklin Community Centre and Library, repairs are included in the contract/tender and is included in the above estimated contract costs, however, no formal budget approval was requested through the 2017 Capital Budget. Contingency is for any unforeseen site conditions during construction. 7.3. Impact on and input from other Departments/Sources Public Works, Community and Marketing Services and Corporate Services Departments worked jointly throughout the tendering process and in the preparation of this report. 7.4. Corporate and/or Department Strategic Priorities Council Goal #3: To continue the Whitby tradition of responsible financial management and respect for taxpayers; and to understand the importance of affordability to a healthy, balanced community. Council Goal #4: To ensure Whitby is clearly seen by all stakeholders to be business- and investment- friendly and supportive; and to strive to continuously improve the effectiveness and efficiency of service delivery. 8. Summary and Conclusion: It is the existing policy of the Town of Whitby to accept the low tender, provided the bid meets the specifications, provided the low bidder is capable of performing the required work, subject to requisite approvals and subject to the approval of Council. It is recommended that the Town of Whitby accept the low compliant tender bid of Onsite Contracting Inc. for sidewalk construction.
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9. Attachments: Attachment 1 – Location Map Attachment 2 – Whitby Marina Works For further information contact: Michael May, Project Engineer, Ext 2249 Deanna Young, Manager of Facilities (Capital Projects) Ext 7137 Kellie Dickson, Senior Buyer Ext 2438
Original Approved and Signed.
Suzanne Beale, Commissioner of Public Works, Ext 4311
Original Approved and Signed.
Peter LeBel, Commissioner of Community and Marketing Services, Ext 4319
Original Approved and Signed.
Ken Nix, Commissioner of Corporate Services/Treasurer, Ext 4314
Original Approved and Signed.
Doug Barnes, Interim Chief Administrative Officer, Ext 2211
Report to: Operations Committee Report number: CS 36-17 Page 7 of 7
Page 110 of 177 COPYRIGHT 2013 TOWN OF WHITBY DISCLAIMER NOTICE 2017 NEWSIDEWALKANDREPLACEMENT LOCATION MAP LEGEND FACILITY LOCATION REPLACEMENT SIDEWALKS NEW SIDEWALKS Page 111 of177 Agenda Item#6.10 ATTACHMENT 1 Attachment 2 Page 112 of 177 Agenda Item # 6.10 Agenda Item # 6.11
Town of Whitby Report
Report to: Operations Committee Date of meeting: April 3, 2017 Department: Corporate Services Department Planning and Development Department Report Number: CS 38-17 File Number(s):
Report Title: Wind Mobile – Request for Lease for Telecommunication Towers and Associated Ground Equipment – 695 Rossland Road West, Victoria Street East & South Blair and St. Thomas 1. Recommendation: 1. That CS 38-17 of the Commissioner of Corporate Services/Treasurer and the Commissioner of Planning and Development be received for information; 2. That Council direct Staff to negotiate lease agreements with Wind Mobile which shall include site plan requirements, developer obligations for survey and legal costs, maintenance, lease rates and terms and other securities to indemnify the Town for any costs and user limitations, and any other terms and conditions Staff deem necessary; 3. That Council authorize the Commissioner of Corporate Services/Treasurer to enter into satisfactory lease agreements with Wind Mobile; and, 4. That the Mayor and Clerk be authorized to execute the required documents. 2. Executive Summary: Wind Mobile has approached the Town to determine three locations for telecommunications towers. Staff determined three possible sites for the installation of telecommunications towers at 695 Rossland Road, Victoria Street East and South Blair Street and St. Thomas Street. The locations chosen are
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suitable to provide the necessary wireless coverage for Wind Mobile, within the Town of Whitby, while minimizing the visual impacts of the towers and future development of properties in the area. The facilities are proposed to be located on Town owned property which will provide annual revenue to the Town and control over the design and location of the towers and equipment. 3. Origin: Staff requires Council’s authority to negotiate and enter into lease agreements which will include site plan requirements with Wind Mobile for three locations. 4. Background: Wireless facilities are exclusively regulated by the Federal government and towers can be placed on property without municipal consent. Whitby is seen as a leader with respect to municipalities in terms of working with the service providers. While many providers seek to locate on private land holdings, Whitby has encouraged the providers to locate on municipal property, where possible, in order to have more control over the location and design of the tower and to provide annual lease revenue to the Town. The demand for wireless communication and technology in modern-day times necessitates telecommunication towers. The Town currently leases five sites for telecommunication towers being:
105 Consumers Drive – Bell Canada 333 McKinney (Operations Centre) – Bell Canada (houses Operations and Fire Department communications equipment) Rossland Road West @ CPR – Bell Canada 57 Winchester Road (Luther Vipond) – Telus 500 Victoria Street West – Bell Canada The above tenancies are net net to the Town and throughout the terms of the leases, the tenants have met all of their financial obligations and have complied with the terms and conditions of their lease agreements. The leases have no negative impact on the properties leased and there is no cost to the Town to maintain infrastructure. In addition to the rental income, the Town also receives co-locate and tax revenue. The installation of additional cell towers within the Town benefits citizens with improved and expanded wireless communication services. Known towers on private lands include, CPR tracks behind Superior Propane, Lakeridge and 401 (south of 401), Brooklin Concrete, Gordon Street and Halls and Winchester Roads. Whitby Hydro also leases a site at Columbus and Thickson Road, in Brooklin. Wind Mobile has investigated co-location on other towers in Whitby and confirm that their equipment and technical requirements cannot be accommodated on other communication towers located within the Town.
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5. Discussion/Options: 695 Rossland Road West – Whitby Iroquois Soccer Dome Wind Mobile is proposing to erect a tower to the south (rear) of the existing Whitby Iroquois Soccer Dome and north of the CPR railway tracks as shown on Attachment No. 1. The proposed installation is a 30.0 metre self supporting tower as shown on Attachment No. 1(a). The tower and associated ground cabinet will be located in a fenced compound measuring 7.02 metres by 7.02 metres. The tower will not affect the operations of the existing soccer dome and proposed second dome. Access to the tower will be via the existing driveway and any additional driveway requirements will be constructed and maintained by Wind Mobile. Access requirements will be minimal once the tower has been constructed. Staff met with Whitby Iroquois Soccer Club who currently lease the lands from the Town and they have no concerns with the location of the tower. The tower will be situated close to the CP rail tracks and the Town has confirmed that CP Rail has no concerns or objections. Victoria Street East and South Blair Street Wind Mobile is proposing to erect a tower adjacent to the unopened South Blair Street road allowance north of Victoria Street East and municipally known as 590 Victoria Street East and as shown on Attachment No. 2. The tower will be located to the west of the Region of Durham pumping station. The proposed installation is a 40 metre tri-pole tower as shown on Attachment 2(a) and will be similar to the Public Mobile tower which is located on Town property adjacent to Luther Vipond Arena. The tower and associated ground cabinet will be located in a fenced compound measuring approximately 10 metres by 7.62 metres. There is an existing driveway on the property and any additional requirements to access the tower will be the responsibility of Wind Mobile. As the tower is in proximity to the 401, Wind Mobile will be responsible for obtaining the necessary permits from the Ministry of Transportation. Wind Mobile will also be responsible for obtaining the necessary approvals from the Central Lake Ontario Conservation Authority. St. Thomas Street Wind Mobile is also proposing to erect a tower where St. Thomas Street ends adjacent to the Town’s storm water management pond as shown on Attachment No. 3. The proposed installation is a 40 metre tri-pole tower as shown on Attachment 3(a) and will be similar to the Public Mobile tower which is located on Town property adjacent to Luther Vipond Arena. The tower and associated ground cabinet will be located in a fenced compound measuring approximately 10 metres by 10 metres. Wind Mobile will be responsible for constructing an access driveway to the site. (Note: The exact location of the tower is subject to review by the Town of Whitby Public Works Department based on access to the storm water management pond for maintenance and the location of dredge materials.) As the
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tower is in proximity to the 407, Wind Mobile will be responsible for obtaining the necessary permits from the Ministry of Transportation. Town Logo/Corporate Branding Wind Mobile has agreed to place the Town logo or other corporate branding on the towers at no cost to the Town. Attachment No. 4 illustrates a photographic simulation. Council in the past has specifically requested that no logos be placed on towers. Lease Terms and Conditions Telecommunications leases are typically five years with three five year renewal options. The lease agreements will contain the Town’s standard terms and conditions which include provisions/requirements for:
Insurance of $5,000,000 Indemnification and hold harmless the Town Repair and maintenance responsibilities Alteration and addition to premises Acts of default No assignment or subletting with the exception of additional users on the tower and the Town shall be entitled to a percentage of sublet or co-locate value Payment of all applicable taxes and utilities Wind Mobile must conform to all building by-laws, federal, provincial and municipal rules and regulations and any authority governing telecommunication towers Restoration of the site or original condition upon termination or expiry of the lease agreement.
Wind Mobile will install, operate, and maintain the equipment in accordance with sound engineering standards and a level of repair consistent with first class building standards.
6. Public Communications/Plan: N/A 7. Considerations: 7.1. Public Citizens of the Town of Whitby will benefit from enhanced wireless communication signals and services. Staff have ensured the towers are strategically located and designed to have minimal visual effect on residential and commercial properties. 7.2. Financial
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The rental rates to be negotiated will benefit the general municipal reserves. 7.3. Impact on and input from other Departments/Sources This matter has been reviewed and discussed with the Fire Department, Public Works and Community and Marketing Services Department. 7.4. Corporate and/or Department Strategic Priorities To ensure Whitby is clearly seen by all stakeholders to be business and investment friendly and supportive. To strive to continuously improve the effectiveness and efficiency of service delivery. 8. Summary and Conclusion: Staff recommend entering into lease agreements, containing site plan requirements, with Wind Mobile for the three locations as identified in this report and subject to the terms and conditions of this report. 9. Attachments: Attachment 1 – 695 Rossland Road West, Location Sketch Attachment 1(a) – 695 Rossland Road West, Photographic Simulation Attachment 2 – Victoria Street and South Blair Street, Location Sketch Attachment 2(a) – Victoria Street and South Blair Street, Photographic Simulation Attachment 3 – St. Thomas Street, Location Sketch Attachment 3(a) – St. Thomas Street, Photographic Simulation Attachment 4 – Town Logo, Corporate Branding For further information contact: Ken Nix, Commissioner of Corporate Services/Treasurer x4314 John Taylor, Manager, Planning Administration x2275
Original Approved and Signed.
Ken Nix, Commissioner of Corporate Services/Treasurer, x4314
Original Approved and Signed.
R.B. Short, Commissioner of Planning and Development, x4309
Original Approved and Signed.
Doug Barnes, Interim Chief Administrative Officer, x2211
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Attachment #1 Location Sketch
Plantation Ct Plantation Country Lane Country
Rossland Rd W
Proposed Tower
Canadian Pacific Railway
Frost Dr Holliday Dr
Town of Whitby Planning and Development Department Applicant: File Number: Date: N Wind Mobile February 2017
Page 118 of 177 Attachment 1(a)
OTR0462 -695 Rossland Rd W, Whitby, ONTARIO
Before After
Proposed 30m Wind Tower
View from Rossland Rd W looking south towards proposed Wind Mobile shrouded tripole tower. Proposed SBA self-support tower shown at approximately 30.0 metres in height. The photo simulation is based on information provided by WIND prior to construction. The photograph location is approximately 319 metres from tower location. Page 119 of 177 Agenda Item # 6.11 PHOTOGRAPHIC SIMULATION BEFORE AND AFTER Agenda Item # 6.11
Attachment #2 Location Sketch
Highway 401 W
Highway 401 E
Proposed Tower
Victoria St E South Blair St Blair South
Town of Whitby Planning and Development Department Applicant: File Number: Date: N Wind Mobile February 2017
Page 120 of 177 Attachment 2(a)
Victoria St E and S Blair St, Whitby, ONTARIO
Before After
Proposed 40m Wind Tower
View from Highway 401 looking south towards proposed Wind Mobile tripole tower. Proposed Wind tri-pole tower shown at approximately 40.0 metres in height. The photo simulation is based on information provided by WIND prior to construction. The photograph location is approximately 119 metres from tower location. Page 121 of 177 Agenda Item # 6.11 PHOTOGRAPHIC SIMULATION BEFORE AND AFTER Agenda Item # 6.11
Attachment #3 Location Sketch
Highway 407 E
Proposed Tower
Anderson St St Thomas St Thomas St
Town of Whitby Planning and Development Department Applicant: File Number: Date: N Wind Mobile February 2017
Page 122 of 177 Attachment 3(a)
OTR0562 –St. Thomas St, Whitby, ONTARIO
Before After
Proposed 40m Wind Tower
View from St. Thomas Street looking south towards proposed Wind Mobile tripole tower. Proposed Wind tri-pole tower shown at approximately 40.0 metres in height. The photo simulation is based on information provided by WIND prior to construction. The photograph location is approximately 59 metres from tower location. Page 123 of 177 Agenda Item # 6.11 PHOTOGRAPHIC SIMULATION BEFORE AND AFTER Attachment 4 Page 124 of 177 Agenda Item # 6.11 Agenda Item # 6.12
Town of Whitby Report
Report to: Operations Committee Date of meeting: April 3, 2017 Department: Community and Marketing Services Department Report Number: CMS 20-17 File Number(s): n/a
Report Title: 2017 Earth Day/Week Activities 1. Recommendation: 1. That Council endorse the Earth Day/Week activities outlined in Community and Marketing Services Department Report CMS 20-17; and, 2. That Council acknowledge and thank the Earth Day/Week sponsors and organizers. 2. Executive Summary: Annually the Town of Whitby participates in Earth Day/Week. Around the world, Earth Day will be celebrated on April 22, 2017. The Town has historically planned activities during the week of Earth Day. Subject to Council approval, the major community activities planned for the citizens of Whitby to participate in as part of Earth Day/Week 2017 would include Scout Tree Planting, Pitch-in-Brooklin, Downtown Whitby Spring Clean-Up, private property clean-up, Operations compost giveaway event and school cleanups. Information on this year’s program would be made available on the Town’s website, social media and through newspaper advertising. The cost to implement the proposed 2017 program is $6,120 of which $1,620 is allocated in the 2017 Special Events operating budget and the remainder would be funded through corporate sponsorship and donations. 3. Origin: Community and Marketing Services Department Report CMS 20-17 originates with the Tourism, Culture and Special Events Section of the Department. 4. Background:
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Historically the Town of Whitby has supported Earth Day/Week through Scout Tree Planting, initiating clean-ups throughout the Town, free compost giveaway day and assisting Pitch-in-Brooklin. Through a Whitby In Bloom initiative, a partnership has developed with local Whitby schools which involves clean-ups, greening initiatives and environmental education. 5. Discussion/Options: Scout Tree Planting The Parks Development Section and the Public Works Operations Division, in conjunction with Whitby District Scouting, community groups, businesses and industries, have in the past undertaken an annual tree planting day to commemorate Earth Day/Week. With Council’s approval, this year’s tree planting would take place on Saturday, May 6, 2017. The proposed tree planting area, shown on Attachment #1, would be located in Ronald C. Deeth Park within the open space lands along the Waterfront Trail in the vicinity south of Gerdeau Steel. This planting area would augment the planting that occurred in the same area in 2007 that marked the 100th anniversary of Scouting for the Whitby District Scouts within the White Pine District. Multi-Plastics Canada Company, located on 55 Moore Court, has granted permission to Whitby District Scouting to use their parking lot on the day of the event for parking and refreshments. While the tree planting activity would primarily be undertaken by Whitby District Scouting, members of the public would be invited to attend to participate or assist with the clean-up in the planting area or surrounding waterfront open space park areas. The event would start at 9:00 a.m. and run until 12 noon. Whitby Earth Day/Week Clean Ups To encourage residents to get involved in making Whitby a cleaner and greener place, Staff recommend promoting Earth Day/Week in the following ways. The first objective is to advise the public about the vast amount of information regarding environmental actions that residents can take to improve the local environment. The Town of Whitby and the Region of Durham operate a number of waste programs for residents. Advertising and handouts for Earth Day/Week would direct residents to the Town’s (whitby.ca) and Region’s (durhamregion.ca) websites which have more detailed information on matters such as curbside collections, hazardous materials, the green bin program, recycling and water conservation. Secondly, advertising and social media would encourage all residents to clean up their own property and boulevard and help keep Whitby clean and green. This also links back to the Durham Region information related to the proper disposal methods for waste materials found around a property during its clean-up.
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Whitby In Bloom School Program The local School Boards are encouraged to become involved and have students participate in school yard and adjacent park clean-ups. This program, initiated through Whitby in Bloom, has been very successful the last six years. In 2016 a total of 25 schools participated. Schools are not limited to clean-ups and may participate in other activities such as litter-less lunch, school material recycling or book/toy swaps. Further details of the program are shown on Attachment #3 and schools participating in the program would receive Earth Day Certificates. Neighbourhood Park Clean-ups Experience has shown that neighbourhood cleanups have been far more successful when arranged by corporate or community groups. These clean-ups do not have to occur during Earth Week but can happen throughout the year. They are facilitated in a collaborative fashion between the Parks Development and Operations Divisions as either one time events or under the Council approved Adopt-a-Park Policy. Locations are selected in consultation between the two Divisions and the proponent. Supplies such as bags and gloves are donated and supplied through the Operations Centre. A drop location is established for the garbage to be picked up. These events have been more successful since they are typically run as team building or community service for businesses or community groups. Advertising and media relations for 2017 Earth Day programs should highlight the availability of this opportunity to corporate and community groups. Pitch-In-Brooklin The Town would once again support “Pitch-in-Brooklin” which is proposed to be held on Saturday, April 22. The program which includes clean-ups of Brooklin parks (Attachment #2) is undertaken through the initiative of the Brooklin Ashburn Myrtle Lions Club and the local community, with help from sponsors Tim Horton’s in Brooklin, Ashley Stevens Real Estate and Swish Maintenance. The objective of this event is for Brooklin area residents to come out and get involved in preserving the environment and help educate residents about the simple things that can be done to reduce litter. The event also helps build community pride and creates a sense of ownership in our parks. The efforts of local residents can also help reduce vandalism. The efforts to clean up the Brooklin parks also tie in with the National Pitch In campaign during this same time period as Earth Week. Clean-up supplies would be available including garbage bags and gloves. Park captains would be appointed in each park to help supervise residents about safety rules and information for garbage drop-off points. The clean-up efforts would run from 9:00 a.m. to 11:00 a.m. Refreshments, prizes and environmental displays would also be available.
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Downtown Whitby Spring Clean-up Local downtown Whitby businesses can take part in a Downtown Whitby clean up planned for April 22 from 10:00 a.m. until 12 noon. The meeting location would be the former Whitby Fire Hall located at 201 Brock Street South. Further information can be provided by contacting the Town’s Sustainability, Heritage, Downtowns and Community Development Department. This is a joint event held by the Whitby Sustainability Advisory Committee and the Downtown Whitby Development Steering Committee. Compost Giveaway Event On Saturday, May 6, 2017 residents are invited to the Whitby Operations Centre (333 McKinney Drive) between the hours of 8:00 a.m. and 12 noon to get free compost for their gardens. There is a four container limit per resident while quantities last. Containers can be approximately the size of your blue box. Residents are asked to bring a donation of a non-perishable food item for the local food drive. Maple Glen Park Jack Barnes, a local Whitby youth, has helped organize a neighbourhood clean up near his home in the area of Maple Glen Park and open space. Jack would like to encourage residents within the surrounding area of Maple Glen Park to come out and help keep the neighbourhood clean. Clean up supplies would be provided at the Golders Green entrance to the park. This clean up would be held Saturday, April 22 at 9:30 a.m. 6. Public Communications/Plan: Earth Day/Week activities and tree planting event would be advertised and communicated to the public through the Town’s website, social media, newspaper advertisements and media releases. 7. Considerations: 7.1. Public The public would be advised of activities as noted above. It is hoped that as many residents participate as possible, if only to clean-up their own property and boulevard, or to review some of the waste disposal information available on the Town’s and Region’s websites. A letter from the Mayor’s Office and an Earth Day/Week Certificate would be forwarded to all sponsors and organizers acknowledging and thanking them for their support. Some sponsors and organizers have participated in Earth Day/Week for many years and are significant corporate partners in this ongoing initiative. 7.2. Financial
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A total of $1,620 has been budgeted in the Special Events budget for Earth Day/Week activities. Beverages and a barbeque are typically provided by a corporate sponsor. At the time of writing a sponsor has not yet been secured for 2017. Additional sponsorship funding is expected to be received through the Department’s Advertising and Sponsorship Sales Section. Previously, Golder Associates, OPG, AECOM and Sobeys have committed funding to help offset costs for Earth Day/Week activities. These long time sponsors have been approached again this year. Rubber gloves for park clean-ups are sponsored by Swish Maintenance. The Public Works Department is currently investigating donations of garbage bags. Glad was a sponsor last year of garbage bags. Staff costs incurred by the Operations Division are budgeted in the Public Works Department and are approximately $1,200. 7.3. Impact on and input from other Departments/Sources The Earth Day/Week activities are supported by the efforts of the Public Works Parks Operations Division which assists with the supply, delivery and planting advice of trees on planting day. Parks Operations Staff also provide supplies to groups carrying out community clean-ups. 7.4. Corporate and/or Department Strategic Priorities Earth Day/Week activities contribute to Service Goal #2 of the Culture, Parks, Recreation and Open Space Master Plan: Whitby will provide and support leisure experiences that contribute to healthy lifestyles, experiences or accomplishments and a sense of community. Earth Day/Week activities are consistent with Council 2014-2018 Goals as follows: 7. To remain the community of choice for families and become the community of choice for seniors and job creators. To focus new growth around principles of strong, walkable and complete neighbourhoods that offer mobility choices. 8. To become the destination of choice for visitors from across Durham Region and the Greater Toronto Area; to realize the economic and social potential of our downtowns, waterfront and green spaces in developing local tourism; and to create more things to do and places to enjoy. 8. Summary and Conclusion: It is recommended that Council endorse the proposed Earth Day/Week activities and the tree planting event as outlined in Community and Marketing Services Report CMS 26-16. 9. Attachments: Attachment 1: Scout Tree Planting location
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Attachment 2: Brooklin Parks for Pitch In Brooklin Attachment 3: Whitby Schools Celebrate Earth Day 2017 For further information contact: Matthew B. Powers, Manager of Parks, Marina, Long Range Planning, Culture and Tourism, x7415
Original Approved and Signed.
Peter G. LeBel, Commissioner of Community and Marketing Services, x4319
Original Approved and Signed.
Doug Barnes, Interim Chief Administrative Officer
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Report to: Operations Committee Report Number: CMS 20-17 Attachment #1 Title: Scout Planting Location and Parking Map ±
Moore Ct
Scout Tree Event Parking
Waterfront Trail Open Space
rail Ronald C. Deeth Park
Waterfront T
Ronald C. Deeth Park
Planting Site
Legend Meters 0 40 80 160
Parking Planting Site (! Parks and Open Space Trails Streets
Copyright 2016 Town of Whitby
Disclaimer Notice The Town of Whitby assumes no responsibility for any errors, and is not liable for any damages of any kind resulting from the use of, or reliance on, the information contained in this document. The Town of Whitby does not make any representations or warranty, express or implied, concerning the accuracy, quality, likely results or reliability of the use of the information contained in this document.
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Report to: Operations Committee Report Number: 20-17 Attachment #2 Title: 2017 Brooklin Pitch-in – Park Clean-up Sites
Pinecone Park
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CMS 20-17 Attachment #3
Town of Whitby Community and Marketing Services Department 575 Rossland Road East, Whitby, ON L1N 2M8 www.whitby.ca
Whitby Schools Celebrate Earth Day 2017 The Town of Whitby in partnership with Swish Maintenance and Glad will be celebrating Earth Week April 16 through April 22, 2017. The very first Earth Day was celebrated on April 22, 1970. Today millions of people celebrate International Earth Day and you can too! Here’s how. Become part of this year’s Earth Day initiative! In addition to community clean-ups there are other activities your school can create. Consider a recycling challenge, create an eco project, encourage a boom-a-rang lunch and promote your Earth Week message with the whole school through PA announcements. Each registered school will receive a resource book for the school library from the Town of Whitby, Whitby In Bloom Committee. It is hoped that your school community will participate in Earth Day 2017. If your school is running a community cleanup we encourage students to bring reusable gardening gloves from home for this project; however, if required plastic gloves and garbage bags can be provided. To ensure that ample resources are available, confirmation of your participation in a cleanup must be received by March 31, 2017. Please provide an email address for future use when registering. To register or for further information contact The Town of Whitby, Community and Marketing Services Department at 905.430.4310 or by e-mail to [email protected] Clean up supplies can be picked up at Iroquois Park Sports Centre, 500 Victoria Street West, between the hours of 9:00 a.m. to 7:00 p.m. April 10-14 (905.668.7765) at the front desk. For garbage collection please contact the Town of Whitby Operations Centre at, 905.668.3437 x3506 in advance of your cleanup.
Thank you, Community and Marketing Services Department [email protected] 905.430.4310
Presented in partnership with
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Town of Whitby Report
Report to: Operations Committee Date of meeting: April 3, 2017 Department: Community and Marketing Services Department
Report Number: CMS 21-17 File Number(s): N/A
Report Title: Iroquois Park Sports Centre – Synthetic Turf Proposal 1. Recommendation: 1. That the Town enter into a public-private-partnership with the Brooklin Redmen Lacrosse Club for the purchase, installation and maintenance of a synthetic turf on Scotiabank Arena 1 at Iroquois Park Sports Centre, as outlined in Community and Marketing Services Report CMS 21-17; 2. That the capital equipment required to maintain the synthetic turf at an estimated cost of $20,000 be funded from the One-Time Reserve Fund; and, 3. That a Memorandum of Understanding outlining the responsibilities of the Town of Whitby and the Brooklin Redmen Lacrosse Club be executed. 2. Executive Summary: Staff has been approached by the Brooklin Redmen Lacrosse Club with an exciting opportunity to enhance the indoor lacrosse playing experience at Iroquois Park Sports Centre. Staff is recommending entering into a public-private-partnership with the Brooklin Redmen Lacrosse Club to purchase and install synthetic turf on the floor in Scotiabank Arena 1 at Iroquois Park Sports Centre (IPSC). If approved, it is anticipated that the synthetic turf could be installed for the Brooklin Redmen’s 2017 season home opener on May 31.
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The Brooklin Redmen Lacrosse Club, through their General Manager Brad MacArthur, has submitted a proposal for a public-private-partnership to install Shaw Sports Turf at IPSC. Shaw Sports Turf is the official supplier of synthetic turf to the National Lacrosse League and its synthetic turf products are used in many stadiums, arenas, lacrosse and soccer venues in Canada and the United States. Under the proposed partnership, ownership of the synthetic turf would remain with the Brooklin Redmen Lacrosse Club, who would maintain the right to sell advertising on the synthetic turf. The Club would be responsible for off season storage and major maintenance. The Town would be responsible for regular cleaning during the lacrosse season, minor maintenance, and annual installation and removal of the synthetic turf. The Brooklin Redmen Lacrosse Club has committed to fully funding the purchase of the synthetic turf which is expected to cost $180,000 and to last up to twenty (20) years. The synthetic turf would be custom fit to Scotiabank Arena 1. The synthetic turf would be installed after the ice is removed in early April and would remain on the floor until the ice installation begins in mid September. The synthetic turf would be available for all floor users of the Scotiabank Arena 1. The Town would have the ability to remove the synthetic turf as required for special events. The Town would be required to purchase a commercial sweeper/vacuum to maintain the synthetic turf. Staff is recommending that the capital cost of $20,000 for the sweeper/vacuum be funded through the One-Time Reserve Fund. 3. Origin: Report CMS 21-17 originates with the Facilities Section of the Community and Marketing Service Department. 4. Background: Synthetic turf for Scotiabank Arena 1 has been reviewed many times by staff. While it has always been seen as an enhancement to IPSC the cost of the synthetic turf installation and the need for off season storage have prevented synthetic turf from being installed at IPSC. User groups such as the Brooklin Redmen, Whitby Warriors and the Ontario Lacrosse Association have all requested the installation of synthetic turf. As recent as last fall, a survey of our user groups indicated that synthetic turf for Scotiabank Arena 1 would rank high as a priority for the sport groups. Recent improvements in synthetic turf construction, reducing the time and equipment required to install synthetic turf, combined with not having to store the synthetic turf during the off season, makes this proposal viable. Modern synthetic turf with a foam backer provides a cushioned and safer playing surface compared to a concrete surface. The installation of synthetic turf fitted to the IPSC Scotiabank Pad 1 dimensions, with proper demarcation, would provide a more attractive and safer playing surface. The Brooklin Redmen Lacrosse Club plays in the Major Series Lacrosse League (Senior A) and four of the six competitor arenas have synthetic turf. Installing synthetic
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turf in IPSC would enhance the game and safety for the Club’s players and the teams that it plays against. 5. Discussion/Options: On March 2nd, staff received a proposal from Brad MacArthur, General Manager of the Brooklin Redmen Lacrosse Club, to purchase a custom fit synthetic turf from Shaw Sports Turf for Scotiabank Arena 1. They are proposing that the Club would assume responsibility for off season storage, any major repairs and would also provide a certificate of insurance for liability and property damage. The Brooklin Redmen Lacrosse Club is hopeful of having the synthetic turf installed for the 2017 season home opener on May 31. The Brooklin Redmen Lacrosse Club would sell advertising on the synthetic turf and retain all revenue from the sale of the advertising. The Club is requesting the Town purchase one advertising space annually at a cost of $1,500 per year. The cost of this advertising could be funded through the IPSC operating budget. There would be two premium advertising spaces also available for the arena naming rights sponsor (Scotiabank) subject to the advertiser paying for the production of the ads, otherwise the Club would sell this space to another company. Under the proposal the Town would be responsible for the cleaning and minor maintenance of the synthetic turf and would be responsible for the annual installation and removal of the synthetic turf as required. The Town would have the right to approve sponsors, fitting with the community nature of the venue and that no sponsors could conflict with Town’s agreement for the naming rights sponsor, currently Scotiabank. Staff expects that it would take a crew of four staff five hours to install or remove the synthetic turf at an approximate cost of $1,000 annually. The labour cost to install and remove the synthetic turf would be absorbed in the IPSC operating budget. It is estimated that staff would spend about six hours weekly vacuuming and maintaining the surface. The amount of time spent cleaning the synthetic turf would be similar to the cleaning and regular maintenance of the concrete floor. It is also expected that the synthetic turf would be regularly sanitized throughout the season. There would be a need to purchase a ride-on sweeper vacuum to maintain the synthetic turf. Shaw Sports Turf is the official supplier of synthetic turf to the National Lacrosse League. Similar Shaw Sports Turf synthetic turf systems are installed at the Toronto Rock Centre in Oakville, Saddledome in Calgary, SaskTel Centre in Saskatoon, Key Bank Centre in Buffalo and Pepsi Centre in Colorado, among other locations. 6. Public Communications/Plan: Subject to Council approval to proceed with the recommendations, the public-private-partnership would be promoted through the Town’s social media platforms, website and media relations. 7. Considerations:
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7.1. Public Staff has communicated with Whitby Minor Lacrosse, Whitby Warriors and the Ontario Lacrosse Association regarding the potential installation of synthetic turf in Scotiabank Arena 1. All groups are supportive of the project. 7.2. Financial The full cost of the purchase, installation and training of the Shaw Sports Turf synthetic turf system would be paid by the Brooklin Redmen Lacrosse Club. The Town would be responsible for the capital costs for a sweeper vacuum required to maintain the synthetic turf. That equipment is estimated to cost $20K. Staff recommends that the purchase of the sweeper vacuum be funded through the One-Time Reserve Fund. The estimated combined costs of $2,500 associated with the purchase of a logo, the installation and removal of the synthetic turf and minor maintenance of the synthetic turf as required would be funded through the IPSC annual operating budgets. The uncommitted balance in the One Time Reserve Fund would be $3.8M if Council approves moving ahead with the project and the equipment allocation of $20K. 7.3. Impact on and input from other Departments/Sources CMS has forwarded the proposal to the Corporate Services and Legal Services Departments for review and comment. Both departments would assist in the review and the preparation of the agreement. 7.4. Corporate and/or Department Strategic Priorities 3. To continue the Whitby tradition of responsible financial management and respect for taxpayers; and to understand the importance of affordability to a healthy, balanced community. 4. To ensure Whitby is clearly seen by all stakeholders to be business and investment friendly and supportive; and to strive to continuously improve the effectiveness and efficiency of service delivery. 8. Summary and Conclusion: Staff is seeking Council’s approval to enter into a public-private-partnership agreement with the Brooklin Redmen Lacrosse Club for the purchase, installation and maintenance of synthetic turf in the Scotiabank Arena 1. Staff is recommending that the capital costs to purchase the sweeper vacuum required to maintain the synthetic turf be funded through the One Time Reserve Fund, and that the ongoing labour costs for the installation, removal and regular maintenance of the synthetic turf, and the advertising, be funded through the arena’s annual operating budget.
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9. Attachments: Attachment 1 – Proposal from Brooklin Redmen Lacrosse Club For further information contact: John Romano, Manager of Facilities – Operations, x4321
Original Approved and Signed.
Peter G. LeBel, Commissioner of Community and Marketing Services x4319
Original Approved and Signed.
Doug Barnes, Interim Chief Administrative Officer, x2211
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CMS 21-17 – Attachment 1
BACKGROUND Current Situation The Brooklin Redmen Lacrosse Club have been operated out of Luther Vipond Arena and Iroquois Park Sports Centre (IPSC) since 1966. At IPSC all games are played directly on the arena’s concrete pad surface.
The Brooklin Redmen have deep ties to the lacrosse and sporting community of Whitby and by extension the Durham Region. Winners of 7 Mann Cup Championships, emblematic of Canadian Lacrosse supremacy, the Redmen have produced players that have been inducted into the Canadian Lacrosse Hall of Fame, the Ontario Lacrosse Hall of Fame, the Whitby Sports Hall of Fame, and many others.
The purchase of a new carpet, fitted to the IPSC Scotiabank Pad 1 dimensions, with proper demarcation and paid advertising will not only provide a more attractive and safer playing surface, it would be used for all Major Series Lacrosse, junior and minor games played at IPSC.
1.0 BROOKLIN REDMEN OBLIGATIONS
1.1 In consideration of the town permitting carpet to be used, the Redmen covenant and agree that:
a. The Redmen shall be solely responsible for and provide storage for the carpet during the off-season.
b. The Redmen shall include any provided installation and maintenance training from the carpet vendor, to the town employees
c. To meet the needs of the Town’s naming rights agreement of IPSC Pad 1, two premium ad spaces determined by the Brooklin Redmen Lacrosse Club will be allocated for town use. These ads will be provided to the town’s naming rights partner(s) on an annual basis subject to the towns agreements and any changes thereof. Should the town not have an arena naming partner, the Redmen can use these designated spaces for their own purposes.
2.0 THE TOWN’S OBLIGATIONS
2.1 The Town covenants and agrees to:
a. The Redmen will sell advertising space on the carpet and keep 100% of proceeds.
b. As reasonably determined by the Facility Manager of IPSC, or designate, schedule such town staff as are required to install and remove the Carpet over the course of each lacrosse season
c. Permit the Carpet to remain on the IPSC Pad #1 for each lacrosse season, save and except:
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CMS 21-17 – Attachment 1
i. At such times as the IPSC is being used for other events; or
ii. In the event the Facility Manager, acting reasonably, determines that the Carpet needs to be removed for some other purpose.
d. Vacuum the Carpet without cost to the Redmen, to be completed on Redmen game days.
e. Provide storage for the Carpet during those times when the Carpet has been removed from the floor pad in accordance with Article 2.1 (c)(i) or (ii) above.
f. Provide a dolly or custom built structure on wheels to transport the various goals (nets) used at the various levels. At no time, will the nets be dragged across the carpet.
g. At no time, will any other organization be permitted to cover any ads, or sponsor space, nor may they add sponsors or advertisements to the carpet without the express written consent of the Brooklin Redmen Lacrosse Club.
h. The town will be responsible for the production costs of all carpet ads related to Article 1.1(c) above.
i. The town will perform any other routine maintenance and or minor repairs to the carpet in consultation with the Brooklin Redmen Lacrosse Club as prescribed by the carpet vendor.
Business Plan
The carpet itself has a life of 20-25 years.
The town of Whitby has traditionally sponsored the Redmen $500 per year. We would like to see the town take an ad on the carpet which we anticipate will be $1500 as well.
Page 140 of 177 New and Unfinished Business - Operations Committee Item Meeting Due Revised Description Resolution Explanation/Comments Number Date Date Date MD - Parking Standards for That the Chief Administrative Officer direct 29 Oct 04 Dec 03 Apr (Comments updated Nov 2016) To be included in the 0511 Parking Lots in the Town of the appropriate staff to prepare a report 2012 2017 2017 2017 Parking Master Plan. Some elements regarding Whitby with respect to the establishment of commercial lots have been dealt with as part of the standards for commercial parking lots previous zoning bylaw updates in 2014. with the Town of Whitby. MD - Public Works Department, That after assessment of the installation 09 Dec 19 Jun (Comments updated Nov 2016) Is not a pedestrian 1300 PW 34-13 Re: Darren Avenue of the three-way stop sign at Darren 2013 2017 signal review but rather a review of the effectiveness of - Pedestrian Signal Review Avenue and Chatterson Street, that a staff an all way stop. Was installed in 2014. Volume data review be conducted to consider the was collected in late 2014 and 2015 however, due to effects of the three-way stop sign and staff priorities and workload a report back to report back to Council. Committee was not completed. We do have an email from an effected resident requesting that the signs be removed for the safety of the community and that they regret the installation. Effectiveness of an all-way stop control will be a difficult report as speed and volume should not be a factor in the review, but rather compliance with traffic control and delay. MD - Public Works Department 1. That Public Works Department 03 Feb 14 Nov 11 Sep (Comments updated Nov 2016) Staff have undertaken 1346 Report, PW 6-14 Re: Garden Report, PW 6-14 be referred back 2014 2016 2017 further consultation with Cork Drive residents and are Street (Dryden Boulevard and to staff to investigate the issues finalizing the Cork Drive Operational Review Study - Taunton Road) Environmental and concerns described by the which was a result of comments received through the Assessment Study - Final residents on Cork Drive; and Garden Street EA process. It is currently anticipated Report 2. To investigate and have a full that the Cork Drive Study will be completed by the understanding of the impact of end of 2016 - and the Garden Street EA would then be fencing in relation to noise updated accordingly. It is currently anticipated the concerns. Garden Street EA will be finalized in February/March of 2017 with the ESR Study Report filed for the mandatory 30 day public review period. MD - New and Unfinished That the Special Events Policy be referred 03 Feb 10 Apr 19 Jun The Town’s Special Events Policy is in need of 1347 Business Item 6.7 - Special to staff to review and update to include a 2014 2017 2017 updating to comprehensively cover the permitting and Page 141 of177 Events Policy process to handle requests for financial licencing of special events and the operation of Town
support from organizations for community run special events. Further, the policy will need to Agenda Item#7.1 events. address financial requests and in-kind contributions to special events run by community organizations. CMS is working with the Office of the Town Clerk on process mapping and policy development and will be reporting back in Q2 2017 for Council consideration. Updated: March 27, 2017 page 1 of 10
NUB - Operations Item Meeting Due Revised Description Resolution Explanation/Comments Number Date Date Date MD - Public Works Department 9. That staff report back in early 2016 with02 Feb 06 Mar 01 May (Comments updated Nov 2016) Data was collected in 1973 Report, PW 9-15Re: 40 km/h the results of the 40 km/h speed limit trial2015 2017 2017 2014 and 2015 and has been scheduled to be Speed Limit Review on Montgomery Avenue and Robert collected fall 2016 as well. This will give us a clear Attersley Drive East. picture of before and after speed and volume. Due to staff priorities and workload a report back to Committee was not completed as planned. However, having 2016 traffic data will be beneficial to demonstrate whether any potential changes were short-term only. Planning to report back in May 2017 on results. MD - Community and Marketing 5. That staff be directed to report back on09 Mar 14 Nov 20 Mar Staff reported to Committee and Council on March 20, 2033 Services Department Report, the funds raised through the Mayor's Gala2015 2016 2017 2017 where Council approved an approach and policy CMS 12-15 Re: Municipal for the Performing Arts Centre and clarify for the disbursement of funds (see CMS 16-17). Performing Arts Centre the purposes of the funds and Council has requested that this item remain on the opportunities for the Town to utilize the NUB list. The policy states that an annual report will money raised. be provided to Council on the disbursement of the funds through the Performing Arts Community See also MD 2321 and MD 3529 Development Fund.
MD - Public Works Department 2. That Staff report back to Council on 30 Jun 27 Mar 19 Jun (Comments updated Nov 2016) Road Right-of-Way 2317 Report, PW 34-15 Re: Road Road Right-of-Way Standards to 2015 2017 2017 standards for downtowns. The Planning Department is Right-of-Way Standards be implemented within Downtown Whitby bringing forward a report on Werden's Plan- which and Downtown Brooklin. includes a new/proposed Downtown ROW standard. The intent was for the Downtown ROW Report to follow the Werden's Plan Report- which has been delayed for some time. It is currently anticipated that the Werden's Plan Report will be brought forward to Council in February of 2017. Page 142 of177 Agenda Item#7.1
Updated: March 27, 2017 page 2 of 10 NUB - Operations Item Meeting Due Revised Description Resolution Explanation/Comments Number Date Date Date MD - Mayor's Gala Councillor Gleed requested staff to 30 Jun 14 Nov 20 Mar 2321 prepare a report for September with 2015 2016 2017 respect to the Audit Committee Meeting held on June 25, 2015. He stated that in that meeting there were discussions regarding approximately $300,000 that had been generated through the Mayor's Gala and that these funds were sitting in Town reserves. He requested that P. LeBel, Commissioner of Community and Marketing Services and K. Nix, Commissioner of Corporate Services/Treasurer prepare a report to identify how these funds could be utilized for cultural special events in the Town as the money was initially raised for cultural reasons.
See also MD 2033 and MD 3529
MD - Community and Marketing 2. And that staff be directed to work with 26 Oct 05 Dec 19 Jun 2442 Services Department Report, the Whitby Chamber of Commerce and 2015 2016 2017 CMS 50-15 Re: Former Land Spark Commercialization and Innovation Registry Office, 400 Centre Centre to determine a strategic long term Street South vision and the opportunity to share space at the old Land Registry Office, 400 Centre Street South and report back on the vision, opportunities and design costs.
Page 143 of177 See also MD 3003 Agenda Item#7.1 MD - Municipal Office Needs That Staff report back with an update on 26 Oct 13 Feb To be addressed as part of the SDR Report (CAO 18- 2450 Assessment implementation and further action required2015 2017 16) for the Municipal Office Needs Assessment further to Staff Reports CMS 21-08, CAO 04-11, and CAO 03-13.
See also MD 3489
Updated: March 27, 2017 page 3 of 10 NUB - Operations Item Meeting Due Revised Description Resolution Explanation/Comments Number Date Date Date MD - Anderson Street Petition Councillor Gleed presented a petition from26 Oct 19 Jun 2451 residents from Settler’s Court and 2015 2017 Breezewood Court in Brooklin requesting immediate consideration of traffic safety measures on Anderson Street. Chair Roy advised that the petition should be submitted to the Clerk and the Commissioner of Public Works requested to bring forward a report at the earliest opportunity MD - Downtown Burlington Defined 2. That staff report back on the Burlington 22 Feb 23 Jan 03 Apr (Comment updated November 2016) To be included as 2712 Parking Area Policy and other options to reduce on site2016 2017 2017 part of Parking Master Plan parking requirements in our historic downtowns and promote compact and efficient urban design.
MD - Public Works Department 3. That Staff report back to Council in 12 Sep 23 Jan 29 May 2764 Report, PW 10-16 Re: Road June of 2016 with recommendations for 2016 2017 2017 Rationalization - Region of road rationalization with the Region of Durham Durham.
MD - Legal and By-law Services That Item 5.1, Report LS 09-16, be 02 May 05 Dec 19 Jun Jan 30/17 - An update will be provided by 2912 Department, LS 09-16 Re: referred to staff to investigate a 2016 2016 2017 memorandum in February. Feline Trap, Neuter, and partnership with, and receive detailed Release (TNR) Program - information from, the Durham Region Update Humane Society regarding the implementation, operation and cost of a full scale TNR program in Whitby and report back in September 2016. Page 144 of177 Agenda Item#7.1
Updated: March 27, 2017 page 4 of 10 NUB - Operations Item Meeting Due Revised Description Resolution Explanation/Comments Number Date Date Date MD - Community and Marketing 3.That Council direct staff to undertake 30 May 14 Nov 19 Jun 3003 Services Department Report, the planning and development process 2016 2016 2017 CMS 41-16 Re: Land and report back on the provision(s) to Registry Office, 400 Centre permit additional uses, particularly as it Street South, Downtown relates to non-public agency office uses; Whitby and, 4.That staff report back to Council in September regarding the proposed use of the Land Registry Office, and the implications as part of the update to the Municipal Office Needs Assessment.
See also MD 2442
MD - Retention of Ownership of That the motion regarding the retention of 30 May 3015 Dundas Street, from ownership of Dundas Street, from 2016 Cochrane Street to Garden Cochrane Street to Garden Street, be Street tabled. MD - Public Works Department 8. That Town staff meet with Regional 12 Sep 05 Dec 29 May 3160 Report, PW 30-16 Re: Town staff to discuss who does what regarding 2016 2016 2017 Comments on Draft 2017 street lighting on Regional Roads and Region of Durham Road report back to Town Council. Program and 9-Year Forecast MD - Public Works Department 2. That Council consider and provide 12 Sep 04 Dec (Comments updated November 2016) To be included 3161 Report, PW 31-16 Re: direction on an interim (October 1, 2016 2016 2017 as part of Parking Master Plan Discount Rate for Leased to November 31, 2017) payment in lieu Parking in Municipal Lots andpolicy (PIL) for parking; Interim Payment in Lieu 3. That staff bring forward to Council the (PIL) Terms of Reference for the Parking Page 145 of177 Master Plan in January 2017; and,
4, That a payment in lieu (PIL) policy be Agenda Item#7.1 developed as part of the 2017 Parking Master Plan for surface and structured parking and be brought forward to Council for review and consideration.
Updated: March 27, 2017 page 5 of 10 NUB - Operations Item Meeting Due Revised Description Resolution Explanation/Comments Number Date Date Date MD - Office of the Town Clerk 3. That the Clerk be directed to 19 Sep 06 Mar 01 May Item # 3 scheduled for April 3rd Operations 3183 Report, CLK 17-16 Re: Ward investigate and report back on 2016 2017 2017 Committee was deferred due to volume of reports Boundaries and Council the development of a Ward Boundary pending for that date Composition Guideline Policy to establish criteria for consideration of future ward boundary adjustments; and, 4. That the Commissioner of Community and Marketing Services report back on Council Chambers design to accommodate the additional Regional Councillor.
MD - Community Meeting Support That staff be directed to explore 03 Oct 03 Apr 01 May The Office of the Town Clerk will be consulting with 3222 and Policy opportunities to facilitate the 2016 2017 2017 the new Communications Division regarding this communication between Members of matter. Council and constituents through various media options to community and the ability to use Town facilities (i.e. column space in the Whitby Perspective or use of internal photocopiers for constituent correspondence). MD - Future Town Hall That the matter of a future Town Hall referred11 Oct 3242 for Council direction from Operations 2016 Committee be added to the Operation's Committee New and Unfished Business list for further Committee consideration. MD - Community and Marketing 2. That Staff report back on the proposed 14 Nov 11 Sep 3312 Services Department Report, Volunteer Outdoor Ice Rink Program and 2016 2017 CMS 56-16 Re: Volunteer draft Policy subject to the completion of Outdoor Ice Rink Program the pilot location and the review of Page 146 of177 and Policy Pilot Project at increased staff and budget required to
Whitby Kinsmen Park support the implementation of the Agenda Item#7.1 Update program on a Town wide basis.
Updated: March 27, 2017 page 6 of 10 NUB - Operations Item Meeting Due Revised Description Resolution Explanation/Comments Number Date Date Date MD - Community and Marketing 2. That Staff report back to Council on the14 Nov 03 Apr 01 May 3313 Services Department Report, findings of the Public Information Centre; 2016 2017 2017 CMS 59-16 Re: Community and, Gardens History and Status 3. That Staff report back to Council on a revised draft Community Garden Program and Policy.
MD - Community and Marketing 4. That staff report back to Council 14 Nov 13 Nov Waiting for results and information gathered from the 3316 Services Department Report, following the receipt of the Department of 2016 2017 Department of Fisheries and Oceans Canada- hoping CMS 61-16 Re: Update on Fisheries and Oceans Canada long term to get an update by end of 2017 Discussions with the sediment management plan for Whitby Department of Fisheries and Harbour. Oceans Canada MD - Public Works Department 2. That Public Works Staff continue to 14 Nov 01 May 3322 Report, PW 34-16 Re: provide Council with a status update on 2016 2017 Emerald Ash Borer Action the Emerald Ash Borer (EAB) Action Plan Plan Update twice each calendar year.
MD - Public Works Department 3. That Staff report back to Council on an 12 Dec 23 Oct 3404 Report, PW 36-16 Re: Town Asset Management Funding Strategy as 2016 2017 of Whitby Municipal Asset part of the Long Term Financing Strategy Management Plan currently proposed in 2017. Recommendation: MD - LED Street Lights Councillor Leahy raised the matter of 05 Dec 01 May 3417 glare colour challenges from LED street 2016 2017 lights. Discussion ensued regarding the health effects, costs and challenges to LED street lights, and the status of the LED street light conversation. The Page 147 of177 Commissioner of Public Works advised
that her department would be providing an Agenda Item#7.1 update to Council on the street lighting program.
Updated: March 27, 2017 page 7 of 10 NUB - Operations Item Meeting Due Revised Description Resolution Explanation/Comments Number Date Date Date MD - Public Works Department 1. That item 6.8, PW 06-17 Draft Site 23 Jan 06 Mar 03 Apr 3428 Report, PW 06-17Re: Site Alteration By-law, be referred to 2017 2017 2017 Alteration By-law Staff for further dialogue with industry and stakeholders; and, 2. That Staff report back to Operations Committee on March 6, 2017 with the outcome of consultations, with the intent to maintain the proposed enactment and implementation of the draft Site Alteration By-law by April 30, 2017.
MD - Community and Marketing 3.That staff report back to Council with 30 Jan 19 Jun 3453 Services Department Report, the draft terms of an agreement of 2017 2017 CMS 04-17 Re: Vacant Town purchase and sale; and, Property - 280 Water Street 5. That staff report back on the impact of a proposed closure of Heydenshore Pavilion as a result of the recommended development and opportunities to accommodate programming in other municipal or external facilities.
MD - Community and Marketing 5. That staff report back to Council with 30 Jan 06 Mar 29 May 3454 Services Department Report, the draft Terms of Reference for approval 2017 2017 2017 CMS 05-17 Re: 128 Brock by the end of the first quarter 2017. Street South MD - Community and Marketing That CMS 07-16, Municipal Building 13 Feb 13 Feb 3489 Services Department Report, Renovations, be referred to a Special 2017 2017 CMS 07-17 Re: Municipal Council meeting to be called when the Page 148 of177 Building Renovations new CAO has been appointed and is
available, and that the staff report includes Agenda Item#7.1 information related to Staff accommodation in the Land Registry Office.
See also MD 2450
Updated: March 27, 2017 page 8 of 10 NUB - Operations Item Meeting Due Revised Description Resolution Explanation/Comments Number Date Date Date MD - Office of the Town Clerk That the Codes of Conduct appended to 13 Feb 03 Apr 19 Jun the Region's Commissioner of Corporate Services has 3501 Report, CLK 03-17 Re: CLK 03-17 be referred to staff for a further 2017 2017 2017 formed a working group of staff from the local Integrity Commissioner review of the provisions pertaining to gifts municipalities and Region to investigate aligning the Appointment and benefits to ensure consistency with local and Regional Codes the Region of Durham’s Council Code of Conduct and to consult with the Integrity Commissioner to determine scenarios whereby a Member or Employee may accept or not accept a gift and benefit, including acceptance of invitations to attend events at the expense of a private third party. MD - Operations Centre That staff be directed to explore the 21 Feb 08 May 3524 Renovations - 3rd Floor feasibility of adding a third floor, to be 2017 2017 Addition completed with the proposed second floor addition, to the Operations Centre and report back to the Committee within two months. MD - Legal and By-law Services That Report LS 05-17 and Report CMS 13 Feb 20 Mar 3529 Department and Corporate 16-17 be referred to Staff to identify 2017 2017 Services Department Joint accounting options, audit terms of Report, LS 05-17 Re: Report reference, and associated cost estimates. on Funds – 2008 to 2012 Mayor’s Gala and 2013 See also MD 2033 and MD 2321 Mayor’s Gala MD - Economic Development That Economic Development Staff be 21 Feb 19 Jun 3534 directed to initiate dialogue with the 2017 2017 Region of Durham and Global Toronto to investigate a strategy for investment opportunities utilizing the recently agreed Page 149 of177 to Free Trade Agreement between
Canada and the European Union. Agenda Item#7.1 MD - Community and Marketing 2. That Staff be directed to update the 20 Mar 01 May 3565 Services Department and Mayor’s Community Development Fund 2017 2017 Corporate Services Policy and Procedure to include the Department Joint Report, disposition of the 2008 - 2012 Mayor’s CMS 16-17 Re: Disposition ofGala Funds, with the requirement for 2008-2012 Mayor's Gala annual reporting of the allocation of these Funds funds;
Updated: March 27, 2017
page 9 of 10 NUB - Operations Item Meeting Due Revised Description Resolution Explanation/Comments Number Date Date Date MD - Community and Marketing 3.That staff report back to Council on a 20 Mar 19 Jun 3581 Services Department Report, public-private-partnership for the Wi-HUB, 2017 2017 CMS 10-17 Re: Whitby including details pertaining to possible Innovation Hub and Incubator- structure, resources, community Tech Ecosystem partnerships, among other matters; and, 4. That staff provide a presentation and recommendations to Council in the second quarter 2017 on the matter.
MD - Community and Marketing 5. That Staff report in the second quarter 20 Mar 19 Jun 3582 Services Department, CMS of 2017 on the proposed introduction of 2017 2017 17-17 Re: Community and Youth Fields user fees for implementation Marketing Services in 2018. Department - 2017 Arena Ice/Floor, Sports Fields and Park User Fees and Facility Rental Fees MD - Accessory Apartments That Staff be directed to prepare a report 20 Mar 3588 that outlines opportunities to reduce the 2017 fire risk that is associated with unregistered accessory apartments throughout Whitby. Page 150 of177 Agenda Item#7.1
Updated: March 27, 2017 page 10 of 10 Agenda Item # 9.1
Whitby County Town Carnival Committee Minutes February 28, 2017 – 4:30 PM Committee Room One Whitby Municipal Building
Present: Brad Jemmett, Vice-Chair Jim McGrorey, Chair Elsie Myette Eleanor Stevenson
Also Present: Matt Powers, Staff Liaison, Manager of Parks, Marina, Long Range Planning, Tourism & Culture John Watkins, Supervisor of Community Development and Youth/Child Service Jonathan Gilston, Council and Committee Coordinator
Regrets: Kathy Noblett Councillor Drumm The meeting began at 4:32 p.m.
1. Disclosures of Interest
1.1 There were no disclosures of interest.
2. Approval of Previous Minutes
2.1 Minutes - January 31, 2017
Recommendation:
Moved By Eleanor Stevenson
That the Whitby County Town Carnival Committee minutes of January 31, 2017 be approved.
Carried
3. Presentations/Deputations
3.1 There were no presentations or deputations.
4. General Business and Reports
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4.1 Budget Review Matt Powers provided copies of the Community and Marketing Services report detailing the joint Canada Day and Harbour Day event for the Committee's review. Discussion ensued regarding the 2017 event budget, including: the merger of the Canada Day and Harbour Day events; the route and potential start time for the Waterfront Bicycle Ride scheduled the morning before the Canada Day event; the potential for having a joint meeting between the Whitby County Town Carnival and Harbour Day Committees before the event; how the budgets for each of the Canada Day and Harbour Day events would be utilized for the joint event; how the Port Whitby Marina could be utilized to accentuate the joint event, including displays showcasing the Town's history and culture; the acquisition of the tents and portable washrooms for the event; the approximate cost for the event stage; the potential for incorporating a bus shuttle service during the event; the accessibility requirements for events and the costs associated with fulfilling them; whether the bus services from Amica at Whitby, the Village of Taunton Mills, and the Whitby Seniors' Activity Centre could assist with transporting seniors to the event; and, whether GO Transit could allow the use of the Whitby GO Station's top level for seniors and people with disabilities to view the event's fireworks display. Eleanor Stevenson advised that she would contact Amica at Whitby and the Village of Taunton Mills regarding the use of their bus services for the event. Elsie Myette advised that she would contact the Whitby Seniors' Activity Centre regarding the use of their bus service for the event.
4.2 Fireworks John Watkins provided an update regarding Community Connection's commitment to sponsoring the event's fireworks display, noting the amount they have budgeted for it. Discussion ensued regarding:
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whether Dentistry on Dundas could also support the fireworks display; the importance of retaining and acquiring new event sponsors; the location of the fireworks display, whether it would be located at Port Whitby Marina or Victoria Fields; and, the potential for the fireworks display to be bigger.
4.3 Entertainment Discussion ensued regarding: whether there could be a licensed area for serving alcohol on Victoria Fields; limiting the incorporation of Harbour Day activities in the joint event on Canada Day to water-based activities only; and, the limited budget to only provide one stage for live entertainment during the event.
4.4 Children's Activities Discussion ensued regarding: whether to invite the petting zoo again to participate in the event; the costs associated with the petting zoo; the potential for lineups for children's activities to be longer due to the joint event and Canada 150 celebration; the potential for acquiring a new provider for the jumping castles; incorporating crafts and activities reflecting Canada 150 into the event; and, inviting local First Nations groups to participate in the event.
4.5 Vendors - Food and Beverage Matt Powers provided the status of the invitations to food and beverage vendors to participate in the event. Discussion ensued regarding potential food and beverage vendors to invite to participate in the event.
4.6 Vendors - General Discussion ensued regarding the participation of other committees and local groups in the event, including the Whitby in Bloom Committee, the Active Transportation and Safe Roads Advisory Committee, the Brooklin Horticultural Society, the Whitby Public Library, and the Ethno-Cultural and Diversity Advisory Committee.
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Eleanor Stevenson advised that she would invite the Whitby Public Library and the Ethno-Cultural and Diversity Advisory Committee to participate in the event.
At 5:32 p.m., there was a loss of quorum. In accordance with the Terms of Reference, an informal meeting followed. Members in attendance discussed several items, but no decisions were made and minutes were not recorded.
J. Gilston, Council/Committee Coordinator Jim McGrorey, Committee Chair
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Ethno-Cultural and Diversity Advisory Committee Minutes March 2, 2017 – 7:15 PM McKinney Room, 222 McKinney Drive McKinney Centre
Present: Aldith Carasquero, Chair Cheryl Frayne Jessie Huang Punita Lumb Barbara Perry Sharmila Saigaonkar Renee Sgroi, Vice-Chair
Also Present: Rhonda Jessup, Whitby Public Library Representative, Public Services Manager Todd Rollauer, Durham Regional Police Service Representative Sarah Klein, Staff Liaison, Manager of Recreation Jonathan Gilston, Council and Committee Coordinator
Regrets: Mayline Brown Councillor Yamada The meeting began at 7:17 p.m.
1. Disclosures of Interest
1.1 There were no disclosures of interest.
2. Approval of Previous Minutes
2.1 Minutes - February 2, 2017
Recommendation:
Moved By Renee Sgroi
That the Ethno-Cultural and Diversity Advisory Committee minutes of February 2, 2017 be approved.
Carried
3. Presentations/Deputations
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Ethno-Cultural and Diversity Advisory Committee Minutes March 02, 2017 - 7:15 PM
3.1 There were no presentations or deputations.
4. General Business and Reports
4.1 2017 Work Plan Updates Barbara Perry provided information regarding the City of Oshawa's initiative to develop a diversity and inclusivity program, which includes the creation of a community advisory committee in the municipality. Discussion ensued regarding: the City of Oshawa's initiative and how it can be tied with the Committee's work plan; exploring best practices on inclusivity and highlighting trends in the area; the benefits of initiating a gap analysis in the Town of Whitby for employees and the community; and initiating the gap analysis as a fall project for the University of Ontario Institute of Technology and Durham College. Sarah Klein provided a list of Town events for the Committee to potentially participate in. Discussion ensued regarding: the How to in 10 event at the Whitby Public Library scheduled for May 6, 2017, and developing activities pertaining to spices, cultural recipes, and cultural art; the Art Attack event scheduled for May 4, 2017 and including a spoken word demonstration in the background of the main event; the Canada Day event and the incorporation of a citizenship ceremony, pending confirmation from the Member of Parliament (MP) Office; participating in the Town's Heritage Day event, rather than the Brooklin Harvest Festival, as the event relates to the Committee's mandate; the topics for the Diversity Forums in the spring and fall, and confirming the dates and locations for the two sessions; and utilizing the signs outside the Town's facilities to advertise events and initiatives in the municipality. Sarah Klein showcased the scholarship program's promotional posters for the Committee's review. Cheryl Frayne provided an update regarding the school cultural program, including the potential cultural groups and presenters for the
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school performances and the potential schools to host them. Sharmila Saigaonkar provided information regarding the potential cultural performers for the series of performances at Celebration Square. Discussion ensued regarding other potential cultural groups to invite for performances at Celebration Square, including cultural dance academies and the Durham Regional Police Service bagpipers. Sarah Klein provided an update regarding the Committee's social media plan, which is currently being drafted with the Town's Social Media Coordinator. Jessie Huang and Cheryl Frayne provided an update regarding the cultural pass, which would highlight the natural and cultural landmarks of the Town. Discussion ensued regarding the inclusion of a swim and skate pass in the program, and the accessibility of the cultural pass locations.
4.2 ACTIVE Net Gender Categories Sarah Klein provided a list of available options for the Committee to choose for the gender selections in the new recreation facility software. Discussion ensued regarding the viability of each gender option and the limitations of the new software. It was the consensus of the Committee that the gender options for the new recreation facility software be: Male; Female; Transgender - M to F; Transgender - F to M; Gender Non-Conforming; Choose Not To Disclose; and None of These Describe My Gender.
5. Correspondence
5.1 There was no correspondence.
6. Council Update
6.1 Councillor Yamada was not in attendance. Therefore, there was no Council update.
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7. Other Business
7.1 Sarah Klein advised that the Committee meeting scheduled for May 4, 2017 should be re-scheduled since Art Attack is also taking place the same night.
Recommendation:
Moved By Jessie Huang
That the Ethno-Cultural and Diversity Committee meeting scheduled for May 4, 2017 be rescheduled to May 11, 2017.
Carried
Sarah Klein advised that she would verify the availability of the McKinney Room for the rescheduled meeting date on May 11, 2017.
7.2 Barbara Perry provided information regarding four Train the Trainer sessions, provided by PFLAG, scheduled in March and April 2017. She advised that more information was available on PFLAG Durham Region's website.
7.3 Cheryl Frayne provided information regarding the Holocaust Memorial Service scheduled for April 23, 2017 at 7:00 p.m. at the Beth Zion Congregation in Oshawa.
8. Next Meeting
8.1 Thursday April 6, 2017 - 7:15 p.m. McKinney Room, McKinney Centre 222 McKinney Drive
9. Adjournment
9.1 Motion to Adjourn
Recommendation:
Moved By Cheryl Frayne
That the meeting adjourn.
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Carried
The meeting ended at 8:55 p.m.
J. Gilston, Council/Committee Coordinator Aldith Carasquero, Committee Chair
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Active Transportation and Safe Roads Advisory Committee Minutes March 9, 2017 -4:00 pm Committee Room One Whitby Municipal Building
Present: Kristina Anderson Rick Batty Gary Carroll, Vice-Chair Alexander Georgieff Sorin Lutz R. Bruce MacDonald, Chair Jim McGrorey Nicola Windrem Mayor Mitchell
Also Present: Greg Hardy, Staff Liaison, Manager of Engineering and Infrastructure Services Susan McGregor, Staff Liaison, Principal Planner Tara Painchaud, Staff Liaison, Manager of Transportation and Parking Services Aimee Pugao, Staff Liaison, Parks Planner Jonathan Gilston, Council and Committee Coordinator (Recording Secretary)
Regrets: Ron Lalonde John Patte The meeting began at 4:02 p.m.
1. Appointment of Chair and Vice-Chair
1.1 The Committee was advised that the appointment for the Chair and Vice-Chair of the Active Transportation & Safe Roads Advisory Committee would take place at this time.
Greg Hardy called for nominations for the position of Chair of the Active Transportation & Safe Roads Advisory Committee.
Alexander Georgieff nominated R. Bruce MacDonald for the position of Chair of the Active Transportation & Safe Roads Advisory Committee.
R. Bruce MacDonald accepted the nomination.
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There were no further nominations and the nominations were closed.
Greg Hardy called for nominations for the position of Vice-Chair of the Active Transportation & Safe Roads Advisory Committee.
Alexander Georgieff nominated Gary Carroll for the position of Vice- Chair of the Active Transportation & Safe Roads Advisory Committee.
Gary Carroll accepted the nomination.
There were no further nominations and the nominations were closed.
Recommendation:
Moved By Alexander Georgieff
That R. Bruce MacDonald be appointed Chair of the Active Transportation & Safe Roads Advisory Committee for a term ending on December 31, 2017.
Carried
Recommendation:
Moved By Alexander Georgieff
That Gary Carroll be appointed Vice-Chair of the Active Transportation & Safe Roads Advisory Committee for a term ending on December 31, 2017.
Carried
2. Disclosures of Interest
2.1 There were no disclosures of interest.
3. Approval of Previous Minutes
3.1 Minutes - December 13, 2016
Recommendation:
Moved By Alexander Georgieff
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Active Transportation and Safe Roads Advisory Committee Minutes March 09, 2017 - 4:00 PM
That the Active Transportation and Safe Roads Advisory Committee minutes of December 13, 2016 be approved.
Carried
4. Presentations/Deputations
4.1 There were no presentations or deputations.
5. General Business and Reports
5.1 Welcome New Members The new members of the Committee introduced themselves and provided their backgrounds and reasoning for joining the Active Transportation and Safe Roads Advisory Committee.
5.2 2017 Bike Month Discussion ensued regarding the process for submitting the Proclamation Request Form for Council's review and approval, including the process following the proclamation for the Town to promote Bike Month.
Recommendation:
Moved By Alexander Georgieff
That the Active Transportation & Safe Roads Advisory Committee request that a Proclamation Request Form be submitted to the Office of the Town Clerk to proclaim Bike Month for June 2017.
Carried
5.3 Improving Walkability in Whitby Alexander Georgieff provided information regarding walkability, including: how the term became an important measurement for building a pedestrian friendly community; the various factors that affect the walkability score of a community, such as distance to transit stops and amenities; examples of completed walking audits in other municipalities,
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such as the City of Toronto; the challenge for municipalities to retrofit existing communities to improve walkability; how other municipalities have adapted their neighbourhood planning to ensure adequate walkability for residents in the area; and how the Region of Durham transit planners mapped neighbourhoods in the Durham Region to support their transit network. Alexander Georgieff provided a handout that detailed the walkability principles for the Committee's review. Discussion ensued regarding: the possibility of inviting the transit planners from the Region of Durham to discuss the neighbourhood models they created; how the Town has reviewed previous designs, adapted walkability into their planning, and established policies and initiatives to improve walkability; the difficulty of improving walkability in old neighbourhoods; the solutions available to improve walkability in neighbourhoods, such as building convenience stores; the transit service improvements in certain areas of the Town, such as the GO Transit bus lines in Brooklin; and retrofitting areas with new sidewalks and the resistance from some property owners to permit the installation of a sidewalk on their property.
5.4 Road Safety Review - Collision Hot Spots Tara Painchaud provided the Town's 2015 collision report statistics from Durham Regional Police Service (DRPS), including: the total number of collisions at intersections under the jurisdiction of the Town for 2015, which was 71; the major signalized intersections with the most amount of collisions, which were Dundas Street West and White Oaks Boulevard, Brock Street and Dundas Street, and Brock Street South and Burns Street; the stop-sign controlled intersections with the most amount of collisions, which were Dundas Street West and Byron Street, and Byron Street South and Dunlop Street West; and the total number of mid-block collisions in 2015, which was 99. Discussion ensued regarding: whether statistics for Regional Roads could be acquired from
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DRPS for the Committee's review, and inviting a Regional representative to provide information regarding their collision hot spots; the factors that caused the collisions, which are reviewed by Town Staff; Town Staff's endeavour to mitigate the factors that lead to collisions, if it is not driver error; and the collisions that occur near drive-through restaurants, such as Tim Hortons.
5.5 Enforcement and Improvements of Speed Zones near Elementary Schools and Retirement Facilities Tara Painchaud provided information regarding the new provisions for municipalities in Bill 65, which includes the ability to implement traffic safety programs in community safety zones, such as red-light cameras and speed radars. Discussion ensued regarding: the cost of speed radars, both solar and non-solar powered; the Staff report to Council that would detail the changes of Bill 65, once the bill is passed; and the issue of speeding in school zones and ensuring that new school developments are placed in safe, low-traffic areas.
5.6 2016 Annual Report R. Bruce MacDonald provided information regarding the Committee's 2016 Annual Report, and inquired whether the Committee had any questions or comments before its submission to Council.
Recommendation:
Moved By Alexander Georgieff
That the Active Transportation & Safe Roads Advisory Committee 2016 Annual Report be approved.
Carried
Greg Hardy noted that the Annual Report would be submitted via a Staff report to the Operations Committee scheduled for April 3, 2017, and inquired whether representatives from the Committee would present the report to Council.
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5.7 Whitby Waterfront Development - New Connections to the Waterfront Trail and Improving Existing Routes Discussion ensued regarding the development at the Whitby waterfront, including: the proposed development of a hotel and convention centre across Heydenshore Pavilion; the redevelopment of the Pump House site; the renovation of the Region of Durham's pumping station and how it would affect the Waterfront Trail; and the environmental assessment conducted by Town Staff on Water Street to upgrade it with a new path.
5.8 Henry Street Highway 401 Bridge Replacement Greg Hardy provided information regarding the Ministry of Transportation's (MTO) proposed replacement of the Henry Street bridge, including showcasing a diagram of the proposed road plan. He advised that the Town Staff were communicating with the MTO to install a multi-use path on the bridge, but noted that the costs associated with the path and its barriers would befall on the municipality to provide. He further advised that a Staff Report regarding the path and barriers would be submitted to Council for their review during the Operations Committee scheduled for April 3, 2017. Discussion ensued regarding: the benefit of Henry Street as a gateway for active transportation users to the Port Whitby area; how cement barriers for the multi-use path would affect plowing snow on the bridge; prior examples of the Town negotiating with MTO to improve bridges with multi-use paths, such as the Highway 407 bridges on Anderson Street and Baldwin Street South; the rationale for bridge barriers and potentially installing flexible cone barriers; whether the Region of Durham could help contribute to the cost of installing the path and barrier; and whether the modifications to the Henry Street bridge would be covered by the Town's development charges.
Recommendation:
Moved By Gary Carroll
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Whereas the Henry Street Highway 401 bridge is recognized as the safest gateway for active transportation users to access amenities in South Whitby, such as the Waterfront Trail and Whitby GO Station.
Therefore it be resolved:
That Council engage the Ministry of Transportation regarding the possibility of installing a protected multi-use path on the Henry Street Highway 401 bridge to replace the proposed standard bike lane.
Carried
5.9 Active Transportation Project - Staff Update Greg Hardy provided a history of the Town's Active Transportation Plan, and advised that the consultants for the Town's projects are preparing surveys for public input. He provided information regarding Open House sessions scheduled in late March, early April 2017.
5.10 Signs, Way Points and Trail Etiquette - Potential Handout Creation Aimee Pugao provided copies of the draft handout for a cycling safety guide, which includes information regarding safe driving near cyclists for vehicle operators. Discussion ensued regarding: placing an insert in the handout that details the Town's events in 2017; the layout of the handout; and potentially changing the language used. Aimee Pugao advised that she would provide a digital copy of the draft handout via email for the Committee's review and comment.
5.11 Committee Tent for Events - Staff Update Discussion ensued regarding the purchase of a tent for the Committee's event booth and utilizing the remaining funds from 2016 for its purchase.
5.12 Promotional Material for Committee - Staff Update Discussion ensued regarding the promotional material that the Committee could distribute during Town events, including reflector lights.
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It was the consensus of the Committee to continue discussion on the matter via email, and request for a Staff update during the next Committee meeting scheduled on June 8, 2017.
5.13 Bike Summit - April 11 to 12, 2017 Discussion ensued regarding the Bike Summit scheduled on April 11 and 12, 2017, and John Patte and R. Bruce MacDonald's participation in the Summit as representatives of the Committee.
5.14 Kids Safety Village - Kids Bike Safety Day Discussion ensued regarding the Kids Bicycle Fun and Safety Day and encouraging the Town to promote the event through its website and social media platforms.
6. Correspondence
6.1 There was no correspondence.
7. Council Update
7.1 There was no Council update.
8. Other Business
8.1 Gary Carroll provided information regarding his trip to Sydney, Australia and the research he conducted with representatives at the City of Sydney, including reviewing potential ideas and concepts for the Committee and the Town of Whitby to incorporate; examples of the giveaways provided to City of Sydney cyclists, including keychains and reflective bands; the amount of transit trips a day in the City of Sydney, being 2.2 million; the City of Sydney's budget for cycling, being $15 million; the outreach and training campaigns the City of Sydney provides cyclists and drivers; and the citations issued by the City of Sydney to cyclists for not having a bell or light on the bicycle.
Discussion ensued regarding: whether the City of Sydney licensed its cyclists; the insurance offered by the City of Sydney to cyclists;
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the importance of sponsors for supporting cycling initiatives in the Town; providing a summary of Gary Carroll's research to Town Staff for their review; providing paraphernalia, such as reflective bands, to all active transportation users, including skateboarders; and whether there would be a charge for cycling classes offered by the Town, or if they should be free.
8.2 Jim McGrorey inquired whether the Committee would participate in the Canada Day celebrations.
Discussion ensued regarding the Committee's participation in Canada Day, the bike valet service during the event, and the Waterfront Bicycle Ride scheduled the morning before the event.
8.3 Jim McGrorey showcased an article from the Toronto Star that detailed the issue of dooring, where vehicle operators do not check their surroundings before opening their doors and cyclists collide into them, and noted that these incidents are not classified as traffic incidents and thus not reported.
It was the consensus of the Committee to defer this matter to the next Committee meeting scheduled for June 8, 2017.
8.4 R. Bruce MacDonald provided information regarding the active transportation and safe roads subcommittees and invited the new members to participate in either subcommittee.
9. Next Meeting
9.1 Thursday June 8, 2017 - 4:00 p.m. Committee Room 1, Whitby Municipal Building
10. Adjournment
10.1 Motion to Adjourn
Recommendation:
Moved By Alexander Georgieff
That the meeting adjourn.
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Carried
The meeting ended at 6:05 p.m.
J. Gilston, Council/Committee Coordinator R.B. MacDonald, Committee Chair
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Whitby in Bloom Committee Minutes March 14, 2017 – 2:00 PM Meeting Room 1, 333 McKinney Drive Operations Centre
Present: Kathy Allam, Vice-Chair Franca Calabro Nicole Dewsbury Sue Green, Chair Catherine Hay Judy Rodrigues Jone Webster Donald Wick Councillor Mulcahy
Also Present: Matt Powers, Staff Liaison, Manager of Parks, Marina, Long Range Planning, Tourism & Culture Meaghan Craven, Senior Planner - Sustainability Jonathan Gilston, Council and Committee Coordinator
Regrets: Jane Austin Vera Felgemacher Karen Lyons Wendy Nunn The meeting began at 2:05 p.m.
1.Disclosures of Interest
1.1 Councillor Mulcahy made a declaration of pecuniary interest under the Municipal Conflict of Interest Act with respect to discussions in Item 4.3 regarding the Brooklin Town Crier, as she is the owner of the newspaper. Councillor Mulcahy did not take part in the discussion on this matter.
2.Approval of Previous Minutes
2.1 Minutes - February 14, 2017
Page 170 of 177 Agenda Item # 9.1
Recommendation:
Moved By Donald Wick
That the Whitby in Bloom Committee minutes of February 14, 2017 be approved.
Carried
3.Presentations/Deputations
3.1 There were no presentations or deputations.
4.General Business and Reports
4.1 New Member Introduction Each member of the Committee introduced themselves and provided a reasoning for joining the Committee.
4.2 Boards and Advisory Committees Code of Conduct Update Jonathan Gilston provided an overview of the changes to the Boards and Advisory Committees Code of Conduct for the Committee's information.
4.3 2017 Budget Having declared a conflict of interest, Councillor Mulchay did not take part in the discussion regarding the Brooklin Town Crier. Matt Powers provided information regarding the Committee's proposed 2017 budget, including a comparison to the 2016 budget, noting the decrease in funds for advertising due to the cost of newspaper ads. Discussion ensued regarding: • whether the Garden Tour brochures were included as a budget item; • the costs for newspaper advertising for the 2017 Speaker series in the Whitby This Week and Brooklin Town Crier;
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• the value of allocating advertising money for newspaper ads to other initiatives; • tracking how the public is informed about the Committee's events; • incorporating a way for the public to indicate where they heard about an event, such as registration forms; • the amount budgeted in 2016 for printing the brochures; and, • the need to improve the design of the 2017 Garden Tour brochure. Matt Powers advised that he would investigate with Town Staff whether any tracking methods were in place to determine where attendees heard about an event.
4.4 2016 Work Plan Audit Kathy Allam provided copies of the Committee's 2016 Work Plan for the Committee's review to determine the 2017 Work Plan. Discussion ensued regarding an audit of the 2016 Work Plan, including: • the continued review of the Committee's logo for 2017; • whether advertisements for the May Speaker series session and Garden Tour could be included in the Doors Open Whitby event scheduled for May 6, 2017; • engaging the Whitby Youth Council for promoting the Committee's events; • the new community gardens in the Town that could be included in the 2018 Garden Tour; • promoting and supporting art initiatives in the Town more broadly, rather than focusing on specific types of art projects, such as the Bell Box Mural Project in 2016; • merging the Committee's promotion and support of public art with the Civic Beautification Recognition Program in the Work Plan; and, • the four gateway features planned for Downtown Whitby. Kathy Allam advised that further suggestions for items in the 2017 Work Plan can be submitted to her via email
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before the next Committee meeting scheduled for April 11, 2017.
4.5 March Speaker Event Sue Green requested volunteers for the Speaker event scheduled for March 22, 2017. Judy Rodrigues and Donald Wick advised that they would volunteer as greeters for the event. Sue Green advised that she would open the event and include a promotion for the 2017 Garden Tour in her opening. Kathy Allam advised that the Brooklin United Church were now distributing food cards instead of food products. She suggested that any food product donations during the event should be donated to the Salvation Army and monetary donations be donated to the Brooklin United Church to contribute to their food card purchases. It was the consensus of the Committee to donate food products and money from the Speaker event scheduled for March 22, 2017 to the Salvation Army and Brooklin United Church, respectively. Discussion ensued regarding: • the potential door prizes and draw tickets for the Speaker event, including a review of the previous door prizes and draw tickets given away during the 2016 Speaker series events; • whether notices were forwarded to previous Speaker series attendees regarding the 2017 Speaker series events; and, • the absence of the Brooklin Horticultural Society's logo from the 2017 Speaker series advertisement. Matt Powers advised that he would investigate whether notices were forwarded to attendees of previous Speaker events regarding the 2017 Speaker series events.
4.6 Rain Barrels There was no Rain Barrel update.
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4.7 Highway of Heroes Tribute Project Matt Powers provided information regarding the tree planting event for the Highway of Heroes Tribute Project, including: • the scheduled date and time for the tree planting event, being May 13, 2017 from 10:00 a.m. to 12:00 p.m.; • the completion of the landscape plan for the approved area; • the intended number of trees for planting provided by the Highway of Heroes Tribute Project; • the Town's in-kind support for the tree planting event, including the Town's maintenance of the trees and providing cement and mulch for the event; • how the Committee can help with the tree planting event; and, • how the tree planting event is being advertised by the Town solely through the Town's social media platforms.
4.8 Significant Trees There was no Significant Trees update.
4.9 2017 Garden Tour Discussion ensued regarding the 2017 Garden Tour event brochures, including: • the Committee's desire to have an event brochure similar to the Doors Open Whitby event brochure, in terms of its layout and quality; • the need for high-quality pictures for the brochure; • the target date for releasing the brochure before the event; • other means of presenting the event brochure other than stapled pages, such as printing it on one double-sided page and folding it; and, • whether Town staff could be provided with a brochure layout and template from the Committee to ensure the brochures are printed well in advance of the event.
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Discussion ensued regarding the insurance packages and ensuring they are sent out as soon as possible to the Garden Tour homeowners. Further discussion ensued regarding the potential for additional homes for the Garden Tour. Donald Wick advised that he would investigate whether the Brooklin Horticultural Society had any suggestions for potential gardens for the 2017 Garden Tour event. Judy Rodrigues advised that she would investigate whether Durham Master Gardeners had any suggestions for potential gardens for the 2017 Garden Tour event.
4.10 Civic Beautification Recognition Program Franca Calabro provided information regarding the revised Civic Beautification Recognition Program for 2017, which includes a Canada Day garden photo contest through Facebook. She advised that the Town's Social Media Coordinator needed to investigate with the Town's legal department before the program planning begins.
5.Correspondence
5.1 There was no correspondence.
6.Council Update
6.1 Councillor Mulcahy provided an update regarding: • the Town's review of a Community Gardens Policy; • the new Communications and Event division in the Town; and, • the status of the hiring process for the Town's Chief Administrative Officer.
7.Other Business
7.1 Donald Wick showcased an example of a sign post for the Garden Tour event signs.
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Discussion ensued regarding the cost of the sign posts and whether there were available funds in the Committee's budget to purchase them.
7.2 Donald Wick advised that the Optimist Club was open to providing a children's activity for the Canada Day event at the Committee's booth.
Discussion ensued regarding: • the potential to plant echinacea as a children's activity and the number of plants that would be required; • the need for pots, soil, tables and tents for the activity; • ensuring that the Committee's involvement for hosting the children's activity is recognized and displayed at the booth for Canada Day; and, • the availability of Committee members to volunteer for the event booth and the hours of the day the booth would be open.
Donald Wick and Kathy Allam volunteered to represent the Committee at the Canada Day event booth.
7.3 Meaghan Craven provided information regarding the Town's Earth Hour event scheduled for March 25, 2017 from 8:00 p.m. to 10:00 p.m. at the Port Whitby Marina. She advised that representatives from the Durham Region Astronomical Association would bring telescopes to the event to allow attendees to stargaze.
8.Next Meeting
8.1 Tuesday April 11, 2017 - 2:00 p.m. Meeting Room 1, Operations Centre 333 McKinney Drive
9.Adjournment
9.1 Motion to Adjourn
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Recommendation:
Moved By Jone Webster
That the meeting adjourn.
Carried
The meeting ended at 3:51 p.m.
J. Gilston, Council/Committee Coordinator Sue Green, Committee Chair
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