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Committee of the Whole Agenda September 16, 2019 – 7:00 PM Council Chambers Whitby Town Hall

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Committee of the Whole Agenda September 16, 2019 – 7:00 PM Council Chambers Whitby Town Hall Committee of the Whole Agenda September 16, 2019 – 7:00 PM Council Chambers Whitby Town Hall Interested in speaking at the meeting? Individuals who would like to speak to an item on the agenda, must register with the Town Clerk by 10 a.m. on the day of the meeting. Delegation Request Forms are available at www.whitby.ca/delegation and should be submitted to [email protected]. Page Call to Order Call of the Roll: The Clerk Declarations of Pecuniary Interest General Government 1. Presentations 2. Delegations 3. Correspondence 3.1 Memorandum from C. Harris, Town Clerk dated August 30, 2019 8 - 17 regarding the Whitby Sustainability Advisory Committee's 2019-2022 Work Plan Recommendation: That the 2019-2022 Work Plan for the Whitby Sustainability Advisory Committee be received for information. 4. Staff Reports 4.1. Office of the Chief Administrative Officer Report, CAO 24-19 18 - 24 Re: Growing Resilience: Durham Region Agricultural Sector Climate Adaptation Strategy Recommendation: 1. That “Growing Resilience: Durham Region Agricultural Sector Climate Adaptation Strategy” dated April 2019 (Attachment #1) be endorsed in principle; and, 2. That Town Staff be authorized to support the objectives of the Durham Region Agricultural Sector Climate Adaptation Strategy and bring forward for Council consideration and direction any actions required for implementation that affect the Town of Whitby. Page 1 of 279 Committee of the Whole Agenda September 16, 2019 – 7:00 PM Page 4.2. Office of the Chief Administrative Officer Report, CAO 25-19 25 - 32 Re: Commitment to the Global Covenant of Mayors (GCoM) Recommendation: 1. That Council endorse in principle the commitment to the Global Covenant of Mayors (GCoM), including pledging to reduce and avoid GHG emissions, prepare for the impacts of Climate Change, increase access to sustainable energy, and track progress towards these objectives; and, 2. That the Mayor of Whitby endorse the Global Covenant of Mayors on behalf of Council. 4.3. Public Works Department Report, PW 23-19 33 - 48 Re: Update to Traffic By-Law 1862- 85, Schedule N Recommendation: 1. That an all-way stop control be installed at the intersection of Promenade Drive and Rushlands Crescent/Sandgate Street; 2. That an all-way stop control be installed at the intersection of Promenade Drive and Debosky Court; 3. That an all-way stop control be installed at the intersection of Bradley Drive and Robinson Crescent/Evensong Drive; 4. That an all-way stop control be installed at the intersection of Bassett Boulevard and Stargell Drive; 5. That an all-way stop control be installed at the intersection of Winterberry Drive and Fencerow Drive; 6. That an all-way stop control be installed at the intersection of Michael Boulevard and Calais Street; 7. That the cost for signage and installation, in the order of $18,000, be funded from the Public Works Traffic and Transportation Capital Account, for the installation of additional stop signs, pavement markings and temporary advance stop ahead warning signage; 8. That Council authorize the Clerk to bring forward the necessary By-law amendment to Traffic By-law 1862-85, for Council approval; and, 9. That a copy of the Report PW 23-19 be provided to the Durham Regional Police Service. 4.4. Public Works Department Report, PW 24-19 49 - 55 Re: Community Safety Zone, EA Fairman Public School Recommendation: 1. That Council approves the Community Safety Zones for EA Fairman Public School as identified in Attachment 1 and Page 2 of 279 Committee of the Whole Agenda September 16, 2019 – 7:00 PM Page Attachment 2; 2. That Council authorize an expenditure of $2,000 to be funded from the Public Works Traffic and Transportation Capital Account, for the installation of Community Safety Zones signage; 3. That Traffic By-law 1862-85 be amended to alphabetically incorporate the proposed changes to Schedule W: Community Safety Zones; 4. That Council authorize the Clerk to bring forward the necessary By-law amendment regarding Community Safety Zones on Town of Whitby roadways; and, 5. That the Public Works Report PW 24-19 regarding designation of Community Safety Zones in the vicinity of EA Fairman Public School be forwarded to the administration of EA Fairman Public School, the Durham District School Board, Durham Regional Police Service and Durham Student Transportation Services for their information and action. 4.5. Public Works Department Report, PW 25-19 56 - 63 Re: Update to Traffic By-Law 1862- 85, Schedule A - No Stopping Recommendation: 1. Update Schedule A of the Traffic By-law 1862-85, No Stopping restrictions (August to June, Monday through Friday, 8:00am to 9:00am, 11:15am to 12:25pm and 3:00pm to 4:00pm) on both sides of Nathan Avenue between 30m east of the pedestrian walkway to 30m west of the pedestrian walkway leading to Winchester Public School; 2. That the cost for signage and installation, in the order of $2,500, be funded from the Public Works Traffic and Transportation Capital Account; 3. That Council authorize the Clerk to bring forward the necessary By-law amendment to Traffic By-law 1862-85, for Council approval; and, 4. That the Clerk be authorized to forward Report PW 25-19 to Winchester Public School, the Durham District School Board, Durham Student Transportation Services and Durham Region Police Service for their information. 4.6. Office of the Town Clerk Report, CLK 09-19 64 - 70 Re: Committee of the Whole Pilot Update and 2020 Committee, Council, and Public Meetings Schedule Recommendation: 1. That Council adopt the Committee of the Whole Standing Committee structure of Council going forward; and, Page 3 of 279 Committee of the Whole Agenda September 16, 2019 – 7:00 PM Page 2. That Council adopt the Standing Committee, Council, and Public Meetings schedule for 2020 as shown in Attachment 1. 4.7. Office of the Town Clerk Report, CLK 10-19 71 - 77 Re: Enhanced Live Streaming – Council Chambers Recommendation: 1. That Council endorse in principal enhanced live streaming in the Council Chambers; and, 2. That funding for enhanced live streaming equipment in the amount of $70,000 be referred to the 2020 budget for consideration. 4.8. Office of the Town Clerk Report, CLK 11-19 78 - 88 Re: 2022 Municipal Election - Method of Voting Recommendation: 1. That further to By-law #7241-17 authorizing the use of optical scan vote tabulators for municipal elections in the Town of Whitby, Council hereby reaffirms the use of vote tabulators for the 2022 Municipal Election; 2. That Council hereby authorizes an alternative voting option of Special Mail-in Ballots for the 2022 Municipal Election and directs the Clerk to bring forward the necessary by-law: 3. That the Clerk and Treasurer shall have the authority to procure goods and services and enter into contracts and agreements necessary for the conduct of elections, in order to ensure the timely conduct of elections; and, 4. That the Clerk be directed to update the Delegation of Powers and Duties Policy G 020 accordingly. 4.9. Corporate Services Department Report, CS 33-19 89 - 96 Re: Annual Insured Claims Report Recommendation: That report CS 33-19 of the Commissioner of Corporate Services/Treasurer be received as information. 4.10. Corporate Services Department Report, CS 46-19 97 - 132 Re: Prudent Investor Standard for Municipal Investments: Options Analysis Recommendation: 1. That Report No. CS 46-19 Prudent Investor Standard for Municipal Investments: Options Analysis of the Commissioner of Corporate Services/Treasurer be received for information; 2. That Council endorse Town staff working with ONE Investment to Page 4 of 279 Committee of the Whole Agenda September 16, 2019 – 7:00 PM Page establish a new Joint Investment Board and implement the Prudent Investor regime, including a new Investment Policy Statement for the Town and any other related agreements; and, 3. That staff report back on the new Investment Policy incorporating the Prudent Investor opportunities prior to bringing forward a final recommendation related to adopting a Prudent Investor by-law. 4.11. Corporate Services Department Report, CS 47-19 133 - 171 Re: Development Charge Background Study, Community Benefits Charge Strategy and Long Range Financial Plan Recommendation: 1. That Council approves the advancement of the Development Charge Background Study and Long Range Financial Plan Update project to permit the undertaking of an update to the Development Charge Background Study, a Community Benefits Strategy and a Long Range Financial Plan; 2. That Council approves a total budget of $337,750 for these studies; 3. That Council approves the sole source for Hemson Consulting Ltd to undertake these studies; and, 4. That Council approves the temporary Financial Analyst position for a period of up to 18 months. 4.12. Corporate Services Department Report, CS 48-19 172 - 182 Re: Financial Update Report – Uncommitted Reserve and Reserve Fund Projection and Year to Date Development Charge Forecast Recommendation: That report CS 48-19 is received for information. 4.13. Corporate Services Department Report, CS 49-19 183 - 216 Re: Financial Policies Update Recommendation: 1. That Council approves the updated Disposition of Operating Surplus Policy F 010 included in Attachment 1 of this report; 2. That Council approves the Reserve and Reserve Fund Policy included in Attachment 2 of this report; 3. That Council approves the Corporate Development Reserve Policy included in Attachment 3 of this report; 4. That MD 4979 regarding the Corporate Development Reserve Policy be deemed complete and removed from the New and Unfinished Business list; 5. That Council approves the updated Growth Reserve Fund Policy F Page 5 of 279 Committee of the Whole Agenda September 16, 2019 – 7:00 PM Page 050 included in Attachment 4 of this report; 6.
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