Council Meeting 3 P.M

Town of Whitchurch-Stouffville Council Agenda Tuesday May 21, 2019 3:00 PM

Council Chambers 111 Sandiford Drive

Please ensure cell phones are turned off or set to be silent. Council Meetings will be audio-recorded and made available online.

Speakers may only register to speak to Staff Reports listed on the agenda.

Chair: Mayor Lovatt Page

1. Call to Order

2. Roll Call

3. Introduction of Addendum Items

7 1. Memorandum from Manager of Finance & Co-Deputy Treasurer, re: Vendor Payments - Report No. FTS-015-19

4. Confirmation of Agenda

That Council confirm the agenda, as circulated.

5. Declarations of Pecuniary Interest

6. Adoption of Minutes

8 - 16 1. To adopt the minutes

That Council adopt the minutes from the regular meeting of Council on May 7, 2019, as circulated.

7. Recognitions

8. Delegations/Petitions

Page 1 of 123 Council Agenda May 21, 2019

9. Outside Presentations/Information from Council Appointed Committees Speakers may not register to speak to Outside Presentations.

17 1. Memorandum from Committee Coordinator, re: National Accessibility Week

1) That Council approve the participation of the Accessibility Advisory Committee in National Accessibility Week (May 26 – June 1); and

2) That Council request Corporate Communications to work in conjunction with the Accessibility Advisory Committee to post on Social Media and raise awareness about National Accessibility Week.

10. Consent Agenda Speakers may speak for up to 5 minutes of uninterrupted time and only on the matter pertaining to the report.

As per the Town Procedural By-law, when addressing Council, the speaker shall be respectful of all persons and refrain from entering into cross debate with members of Council, Town Staff and members of the audience.

Following the address, Council members may ask questions to obtain additional information or seek clarification from the speaker but shall not make statements to or enter into debate with the speaker.

Once all speakers have been heard, Council members will deliberate the report at hand without interruption. Speakers will not be allowed to interrupt the Council decision making process.

18 - 22 1. Report No. LCS-016-19 - Barrier-Free, Fully Accessible Mobile Washroom & Changeroom, Ownership

1) That Council direct staff to move forward with the negotiation of details for the sale and takeover of ownership of the Barrier-Free Accessible Mobile Washroom to the Markham Fair for $1.00; and

2) That the balance of funds in the account, equaling $8,837.71 be transferred to the Markham Fair pending no further invoices to be processed; and

3) That the Mayor and Clerk be authorized to sign the related documentation to finalize this sale to the satisfaction of the CAO and the Director of Leisure and Community Services.

Page 2 of 123 Council Agenda May 21, 2019

23 - 26 2. Report No. LCS-015-19 - Bruce’s Mill Conservation Area (TRCA) - BMX Lease Agreement Extension (L04)

1) That Council approve the extension of the lease agreement between the Town and the Toronto Region Conservation Authority (TRCA) for the operation of the BMX Track at Bruce’s Mill Conservation Area for an additional five (5) year term, ending June 24, 2024; and

2) That Council authorize the Mayor and Clerk to sign the Lease Acknowledgement, as outlined in attachment 1.

27 - 43 3. Report No: PW-015-19 - Water Meter Program Update, WS-RFP- 17-01 (F18)

1) That Council direct staff to separate Water Meter Program Part C – Interim Meter Reading from the Water Meter Program contract (WS-RFP-17-01) and form a separate contract with the incumbent provider, Neptune Technology Group (Canada) Ltd.; and

2) That Council authorize staff to hire temporary data entry clerks for a 10-month period, to support the water meter replacement program; and

3) That Council authorize the Mayor and Clerk to sign all necessary documents.

44 - 45 4. Report No. LCS-017-19 - Waste Water Treatment Agreement Extension No. 2 – Ballantrae Community Centre and Fieldhouse (L04)

1) That the existing Waste Water Treatment Agreement, owned and operated by Ballantrae Natural Resource Centre Incorporated, dated July 14, 2004, be extended to December 31, 2023, under the terms and conditions as set forth in the December 31, 2018 Waste Water Treatment Amending Agreement No. 2; and

2) That the Mayor and Clerk be authorized to execute the Waste Water Treatment Amending Agreement No. 2.

46 - 58 5. Report No. CS-011-19 - Support of the Stouffville Welcome Wagon (A00)

1) That Council direct staff to exempt the “Stouffville Welcome Wagon” from Administrative Policy #71 and allow their information to be displayed at the Town Offices.

Page 3 of 123 Council Agenda May 21, 2019

59 - 65 6. Report No. FTS-012-19 - 2018 Investment Report (F12)

1) That Council receive Report No. FTS-012-19 for information.

66 - 71 7. Report No. FTS-015-19 - Vendor Payments (F01)

1) That Council endorse Electronic Funds Transfer (EFT) as the primary means of payment to vendors; and

2) That Council endorse weekly EFT payments and monthly manual cheque payments to vendors; and

3) That Council require vendors to agree to EFT payment for new and renewing contracts, excluding specified exceptions.

72 - 74 8. Report No. FTS-016-19 - Final Capital Budget Allocations (F05)

1) That Council approve an amended 2019 Capital Budget of $16,908,500, not including previously approved projects carried over.

75 - 78 9. Report No. PW-013-19 - Contract Award for WS-RFT-19-24 – Supply and Delivery of Two (2) Single Axle Plow Units (F18)

1) That Council approve the award of contract for Request for Tender WS-RFT-19-24 – Supply and Delivery of Two (2) Single Axle Plow Units to Currie Truck Centre for $552,924.44 including 13% HST; and

2) That Council authorize Staff to dispose of all applicable surplus vehicles and equipment and return all proceeds from the disposal to Capital Reserves; and

3) That Council authorize the Mayor and Clerk to sign all necessary documents.

79 - 84 10. Report No. DS-025-19 - Bill 108 - Proposed Changes to the Land Use Planning Appeals System (D08)

1) That Council express concerns to the Province regarding the proposed changes in Bill 108 relating to the Local Planning Appeal Tribunal process and procedures and statutory review timelines; and

2) That a copy of Report DS-025-19 be submitted to the Provincial Planning Policy Branch and the Region of York for information; and

Page 4 of 123 Council Agenda May 21, 2019

3) That Council direct Town staff to continue to monitor the proposed changes to the Planning Act and report back to Council as required.

85 - 88 11. Report No. CS-012-19 - Council Meeting, Order of Business

1) That Council direct staff to amend the Procedural By-law Section 7.1 Order of Business for a Regular Council Meeting with regard to the Holding of a Closed Meeting of Council as defined in Option A of this report; and

2) That Council direct staff to amend the 2019 Council Meeting Schedule to have the following start times for Regular Council Meetings for the purposes of adjourning into Closed Meeting, as required:

• Council Members Start Times: 3:00 p.m. or 6:00 p.m. • Published Public Start Times: 4:00 p.m. or 7:00 p.m.

89 - 112 12. Report No. FTS-017-19 - Updates to Information Technology Administrative Policies

1) That Council approve revisions to the following information technology related Administrative Policies: • AP No. 46 – Information Technology Security Policy • AP No. 50 – Internet, Email, and Instant Messaging Acceptable Use Policy • AP No. 67 – Mobile Device Policy;

2) That Council approve Administrative Policy No. 81 – Bring Your Own Device Policy; and

3) That Council approve delegated authority to the Chief Administrative Officer (CAO) for any amendments to the above administrative policies in the future.

11. Action Items Requiring Separate Discussion

113 - 116 13. Report No. PW-014-19 - Permitting of Main Street Sidewalk Occupancy (P11)

1) That Council direct staff to implement one of the following options to administer sidewalk use by Main Street businesses located in Downtown Stouffville for weekend events planned for summer 2019:

A. Apply road occupancy fees B. Apply special event fees

Page 5 of 123 Council Agenda May 21, 2019

C. Administer through the grants, donations and in-kind support program D. Administer through the Downtown Stouffville Working Group E. Waive all fees

12. Notices of Motion/Motions for Which Notice Has Been Given Speakers may not register to speak to Motions.

13. Resolutions from Council

14. By-laws

117 - 123 1. 2019-064-AP BEING A BY-LAW to appoint Municipal Law Enforcement Officers, Officers, Municipal Weed Inspectors, and Licensing Officers for The Corporation of the Town of Whitchurch- Stouffville and repeal By-laws 2019-027-AP, 2019-033-AP and 2019- 045-AP.

15. Regional Business

16. Resolution to hold a Closed Meeting, if required

1. To recess into a Closed Meeting

That Council recess to permit the holding of a Closed Meeting in the Whitchurch Room to consider matters with the following exceptions:

• Personal matters about an identifiable individual, including municipal or local board employees (Municipal Act, Sec. 239(2)(b))

17. Items Arising from a Closed Meeting

18. Confirmatory By-law

That Council read Confirmatory By-law 2019-______-MS a first, second and third time and passed.

19. Adjournment

That there being no further business, Council adjourn the meeting at __ p.m.

Page 6 of 123 Ap~ as Addeodum Item f .;2/ A',fcouncil M ti

• • • 1llWNOP • WHITCHURCH-STOUFFVILLE

Town of Whitchurch-Stouffville Council Memorandum

To: Mayor Lovatt and Members of Council

From: Carol Brown, Manager of Finance & Co-Deputy Treasurer

Copy: Roman Martiuk, CAO Gillian Angus-Traill, Clerk

Date: May 21, 2019

Subject: Vendor Payments - Report No. FTS-015-19

Please be advised that Table 1 - Quarter 1 Cheques and EFTs processed is incorrect. The table should be replaced with the following:

T a bl e 1 - Q ua rt er 1 Ch eques an d EFTs processe d ,.. January February March Total # cheques 197 " 164 " 186 547 ...... $ cheques 1,468,960 1,263,651 1,234,369 3,966,980

# EFT 281 261 361 903 $ EFT 3,191,761 2,679,979 4,203,075 10,074,815

Total# payments 478 425 547 1,450 #EFT% 59% 61% 66% 62%

Memorandum from Manager of Finance & Co-Deputy Treasurer, re: Vendor Pay...Page 7 of 123 TOWN OF WHITCHURCH - STOUFFVILLE COUNCIL MINUTES Tuesday, May 7, 2019

7:00 pm

Council Chambers 111 Sandiford Drive

Chair: Mayor Lovatt

The regular meeting of Council was held at the municipal offices, on the above date and time.

Staff Present: Bill Snowball, Rob Raycroft, Brian Kavanagh, Haiqing Xu, Danna Munns, Marilou Murray, Gillian Angus-Traill, and Samantha Blakeley.

1. Call to Order

2. Roll Call All members of Council were present.

3. Introduction of Addendum Items None

4. Confirmation of Agenda

Moved by Councillor Bartley Seconded by Councillor Sherban

That Council confirm the agenda, as circulated.

Carried

5. Declarations of Pecuniary Interest None

Page 1 of 9

To adopt the minutes Page 8 of 123 Council Minutes May 7, 2019

6. Adoption of Minutes

Moved by Councillor Upton Seconded by Councillor Kroon

That Council adopt the minutes from the regular meeting of Council on April 16, 2019 and special meetings of Council on April 23, 2019 and April 24, 2019, as circulated.

Carried

7. Recognitions None

8. Delegations/Petitions

1. Stouffville Cricket Association - Dave Somasundaram

This delegation was withdrawn.

2. Council Meeting Protocol - Robert James To discuss Council procedure regarding delegations and speakers.

Moved by Councillor Sherban Seconded by Councillor Bartley

1) That Council direct staff to change the protocol to allow delegations and speakers at Council meetings to choose to stand at the lectern or sit at the table.

Carried

3. 360º Kids - Clovis Grant To bring awareness of issues related to homeless and at-risk youth.

Moved by Councillor Sherban Seconded by Councillor Smith

1) That Council receive the delegation from Clovis Grant regarding 360º Kids for information.

Carried

To adopt the minutes Page 9 of 123 Council Minutes May 7, 2019

9. Outside Presentations/Information from Council Appointed Committees

1. Municipal Comprehensive Review, Intensification, and Major Transit Station Areas - Paul Freeman, York Region

Moved by Councillor Kroon Seconded by Councillor Smith

That Council receive the presentation by Paul Freeman regarding the Municipal Comprehensive Review, Intensification, and Major Transit Station Areas for information.

Carried

10. Consent Agenda

Report No. LCS-013-19 and the Memorandum from the Town Clerk were not pulled for separate discussion.

Moved by Councillor Smith Seconded by Councillor Ferdinands

That Council approve the following staff reports on the consent agenda and adopt the recommendations contained therein:

Report No. LCS-013-19 - Lease Agreement with York Region District School Board - York Works

1) That Council authorize Staff to enter into a three-year lease agreement with York Region District School Board (YRDSB) York Works Employment Services (in three one-year terms), with a month-by-month exit clause, up to and including March 2022; and

2) That Council authorize the Mayor and Clerk to sign the necessary documents to execute the lease agreement between the Town and York Region District School Board – York Works, subject to any revisions made by the Town Solicitor.

To adopt the minutes Page 10 of 123 Council Minutes May 7, 2019

Memorandum from Town Clerk, re: Source Protection Committee Membership Nomination

1) That Council endorse the nomination of Mr. Scott Lister as our joint representative on the Central Lake Ontario, Toronto Region and Credit Valley Source Protection Committee.

Carried

11. Action Items Requiring Separate Discussion

Report No. DS-022-19 - Employment Area Conversion Request - SmartCentres Lands (D26) Presentation by Mauro Pambianchi, SmartCentres, and David McKay, MHBC

Moved by Councillor Upton Seconded by Councillor Smith

1) That Council support in principle the employment land conversion request as submitted by SmartCentres for the property located in the south east quadrant of Hoover Park Drive and Highway 48 as per Attachment 1 of this report; and

2) That should the employment land conversion be approved by the Region of York, Council direct staff to require approximately 400 square feet of non- residential space to be built for the approval of each dwelling unit proposed within this area, and amend both the Official Plan and Zoning By-law accordingly; and

3) That Council direct the Clerk to forward a copy of this report to the Chief Planner, Planning and Economic Development at York Region.

Carried

To adopt the minutes Page 11 of 123 Council Minutes May 7, 2019

Report No. LCS-014-19 - 2019 Grants, Donations and In-Kind Support - Intake #1

Moved by Councillor Ferdinands Seconded by Councillor Bartley

1) That Council approve the following grants, donations and in-kind support requests:

• Christmas Dinner Wish $1,000 Grant • WS Studio Tour $440 Grant, $310 In-Kind • WS Student Music Scholarship $500 Grant • Stouffville Cricket Association $500 Grant, $610 In-Kind • Pride in the Park $2,100 Grant, $936 In-Kind

2) That Council request that the recipients include the Town of Whitchurch- Stouffville as a sponsor of their program.

Carried

Moved by Councillor Ferdinands Seconded by Councillor Sherban

1) That Council approve the following grants, donations and in-kind support request:

• Terry Fox Run $1,148.51 Grant, $4,924.25 In-Kind.

Carried

Report No. DS-021-19 - Site Alteration Permit - 13501 Highway 48 (P11)

Moved by Councillor Kroon Seconded by Councillor Upton

1) That Council endorse in principle, the Site Alteration Permit Application for 13501 Highway 48; and

2) That Council authorize the Mayor and Clerk to execute a Site Alteration Agreement between the Town and W.L.J.C. Investments Incorporated c/o Fairgreen Sod Farms Limited based on the principles outlined in Sections 3 and 4 of this report and subject to any revisions as required by the Town Solicitor; and

To adopt the minutes Page 12 of 123 Council Minutes May 7, 2019

3) That Council authorize staff to issue a Site Alteration Permit for 13501 Highway 48 once all requirements have been achieved to the satisfaction of the Director of Development Services, consistent with the Site Alteration Agreement, and the Town’s Site Alteration By-law, and the Town’s Fees and Charges By-law, both as may be amended, from time to time.

Carried

Report No. CS-010-19 - Municipal Office / Centralized Customer Service Centre - Change to Hours of Operation

Moved by Councillor Ferdinands Seconded by Councillor Kroon

1) That Council receive Report No. CS-010-19 for information.

Carried

Report No. DS-023-19 - Temporary Road Closure of Tenth Line from Mantle Avenue to the South Limit of the Town Boundary for Construction (D12)

Moved by Councillor Bartley Seconded by Councillor Kroon

1) That Council approve in principle the request for a temporary road closure of Tenth Line, from the southern limit of the Town boundary to approximately 80 metres south of Mantle Avenue, for a period of twelve weeks or 84 calendar days, to facilitate the reconstruction of the Tenth Line; and

2) That a By-law be enacted at a future Council meeting stipulating the beginning and the end of the road closure; and

3) That Council authorize staff to issue all necessary Road Occupancy Permits, subject to any fees payable, to the relevant contractors for the use of the Tenth Line road allowance.

Carried

12. Notices of Motion/Motions for Which Notice Has Been Given None

To adopt the minutes Page 13 of 123 Council Minutes May 7, 2019

13. Resolutions from Council

1. Resolution from Mayor Lovatt, re: Governance Review

Moved by Councillor Bartley Seconded by Councillor Smith

Whereas the province of Ontario is actively reviewing municipal governance; and

Whereas Whitchurch-Stouffville is unique with its large rural area of greenbelt and moraine covering 97.9% of the Town’s land area; and

Whereas Whitchurch-Stouffville is unique with a lack of developable lands; and

Whereas given the Town of Whitchurch-Stouffville is unique in York Region, the Town does not share a community of interest with its neighbours; and

Whereas the Region of York and area municipalities have a history of cooperation; and

Whereas the northern six municipalities are recognized for their cooperative procurement, such as waste management and recycling, and problem-solving efforts; and

Whereas the local level of government is the closest to the people and the most accountable level of government; and

Whereas municipal Councillors play an important representation function that cannot be replaced by paid staff.

Therefore, be it resolved that the Town of Whitchurch-Stouffville does not support material changes to governance structure.

Carried

To adopt the minutes Page 14 of 123 Council Minutes May 7, 2019

2. Resolution from Councillor Sherban, re: Sidewalk Occupancy Permit

Moved by Councillor Sherban Seconded by Councillor Bartley

Whereas the Downtown merchants in the designated CIP area are working together for sidewalk vendor on Main events; and

Whereas each merchant is to provide a permit with the dates for the events; and

Whereas each merchant provides their vendor’s information of who they will have occupy the sidewalk in front of their own establishment; and

Therefore, be it resolved that Council directs the Director of Public Works to report back on a Sidewalk Occupancy Permit for the CIP district on May 21, 2019.

Carried

14. By-laws None

15. Regional Business None

16. Resolution to hold a Closed Meeting, if required None

17. Items Arising from a Closed Meeting None

18. Confirmatory By-law

Moved by Councillor Sherban Seconded by Councillor Upton

That Council read Confirmatory By-law 2019-063-MS a first, second and third time and passed.

Carried

To adopt the minutes Page 15 of 123 Council Minutes May 7, 2019

19. Adjournment

Moved by Councillor Smith Seconded by Councillor Ferdinands

That there being no further business, Council adjourn the meeting at 9:43 p.m.

Carried

APPROVED at the Town of Whitchurch-Stouffville this 21st day of May, 2019.

Gillian Angus-Traill, Clerk Iain Lovatt, Mayor

To adopt the minutes Page 16 of 123

Town of Whitchurch-Stouffville Council Memorandum

To: Mayor Lovatt and Members of Council

From: Kristina Soolepp, Committee Coordinator

Copy: Roman Martiuk, CAO Gillian Angus-Traill, Clerk

Date: May 21, 2019

Subject: National Accessibility Week

At the May 9, 2019 Accessibility Advisory Committee meeting, the Committee discussed participating in National Accessibility Week and passed the following resolution:

That the Accessibility Advisory Committee recommends to Council:

1) That Council approve the participation of the Accessibility Advisory Committee in National Accessibility Week (May 26 – June 1); and

2) That Council request Corporate Communications to work in conjunction with the Accessibility Advisory Committee to post on Social Media and raise awareness about National Accessibility Week.

Memorandum from Committee Coordinator, re: National Accessibility Week Page 17 of 123

Town of Whitchurch-Stouffville Council Report Item 1

Subject: Barrier-Free, Fully Accessible Mobile Washroom & Changeroom, Ownership

Staff Report No. LCS-016-19

Department: Leisure and Community Services

Date: May 21, 2019

Recommendation:

1) That Council direct staff to move forward with the negotiation of details for the sale and takeover of ownership of the Barrier-Free Accessible Mobile Washroom to the Markham Fair for $1.00; and

2) That the balance of funds in the account, equaling $8,837.71 be transferred to the Markham Fair pending no further invoices to be processed; and

3) That the Mayor and Clerk be authorized to sign the related documentation to finalize this sale to the satisfaction of the CAO and the Director of Leisure and Community Services.

1. Purpose:

The purpose of this report is to seek approval from Council on the sale and takeover of ownership of the Accessible trailer to the Markham Fair. Markham Fair is the registered trade name of the Markham and East York Agricultural Society, which is a not for profit Corporation formed under the Agricultural Societies Act of the Province of Ontario. The Society operates and owns the property and buildings situated at the north-east corner of McCowan Road and Elgin Mills Rd E., Markham, Ontario.

Report No. LCS-016-19 - Barrier-Free, Fully Accessible Mobile Washroom &... Page 18 of 123 Council Report May 21, 2019

2. Executive Summary:

In 2016, community volunteers approached Council to champion the purchase and operation of a barrier-free fully accessible washroom trailer for the greater community. Understanding the need for this type of facility, The Town of Whitchurch-Stouffville agreed, being the sole Municipality in York region willing to take on this project. The purchase of the trailer was made possible by an aggressive fund-raising campaign and the successful application to the Government of Canada “Enabling Accessibility Fund” Grant Program for $50,000.

Staff have worked hard in setting operating procedures, determining applicable fees and charges and rental information, training staff on the operation of the trailer and getting it ready for use. The trailer was operational for the 2018 season which two Town events and six out of Town events. There are no bookings established for 2019 to date.

There has been a desire expressed by the Markham Fair to assume responsibility and management of the trailer. This will remove all obligations and responsibilities for the trailer from the Town, and more importantly Town staff.

3. Background:

At its meeting of June 7, 2016, Council received a delegation seeking endorsement for the establishment of a bank account to accept fundraising money for the purchase of a fully accessible mobile washroom, and further, that the Town house the trailer and make it available for rent to other fairs and festival organizers. Council endorsed the motion as presented.

In order to raise the necessary funds to purchase the accessible washroom, an aggressive fundraising campaign, undertaken by community volunteers, raised $90,000 Cash. To assist in these efforts, in 2017, a successful grant application to the Government of Canada’s “Enabling Accessibility Fund” Grant Program secured an additional $50,000. These funds in combination with In-Kind contributions from the Town, were sufficient to cover the cost of the $125,000 accessible washroom trailer.

Council received a further staff report on March 7, 2017, recommending a sole source purchase of a specially designed fully accessible outdoor washroom from Innovative Trailer Design Industries Inc. The Fees and Charges By-law was subsequently approved by Council on January 16, 2018.

Staff met with the community volunteers on a number of occasions to discuss operating procedures, rental details and costs, and sponsorship signage on the trailer. Staff in collaboration with community volunteers were able to showcase the trailer with official ribbon cutting, at the 2018 Strawberry Festival, Friday, June 29th at 6:00 pm in Memorial Park.

Page 2 of 5

Report No. LCS-016-19 - Barrier-Free, Fully Accessible Mobile Washroom &... Page 19 of 123 Council Report May 21, 2019

In April, and following a delegation to Council in January 2019 expressing concerns on the associated rental fees, the Markham Fair executives approached the Town and expressed their desire to assume responsibility and management of the Trailer.

4. Analysis and Options:

The expressed desire for Markham Fair to assume responsibility for the trailer is a welcomed one by staff. Town staff are thrilled at such community interest in a great resource. It would be beneficial moving forward for the Town to hand over obligations and responsibilities associated with the trailer.

With one full operating season behind us, the Department now has a better understanding of the workload, costs and commitment in association with the trailer. There has been an extensive addition to the already increasing workload of the parks staff.

Due to the truck size/weight in combination with the weight of the trailer the unit requires a specialized Restricted A Drivers Licence to transport it. Currently the Town only has two staff members qualified to drive the trailer which is a challenge.

Parks staff continue to be challenged with the ongoing tasks associated with parks operations as the Town continues to grow each year, and more events take place and more parks/parkland assumed. As the exposure of the washroom trailer increases, more bookings are likely to occur. Staff are very concerned with the staff time required to supply/deliver the unit for the ongoing benefit of not just ours but of other communities. Each time staff are required to deliver the trailer it consumes two (2) staff away for a significant amount of time which leaves a void in our ability to support and resolve several our own priorities and issues.

Further, staff have conducted a best practice review of municipalities that rent out portable stages. There are no accessible washrooms/portable washrooms of this type to directly compare to. It was determined however, that the overall costs associated with the Trailer, both direct and indirect, were above the current rental fee of $550/day and therefore, a fee of $1200 per day was proposed for 2019.

While there are no confirmed rentals for 2019 to date, there will likely be a renewed interest should the Markham Fair rent the trailer for a lower fee than what the Town was proposing. There are Town Events that would benefit by having the trailer present, such as Ribfest and the Strawberry Festival. Staff are prepared to go through whatever booking process is set up by Markham Fair for the possession of the trailer for Town events.

Page 3 of 5

Report No. LCS-016-19 - Barrier-Free, Fully Accessible Mobile Washroom &... Page 20 of 123 Council Report May 21, 2019

5. Financial Implications:

Although the Trailer is a Town asset, the original cost was covered by grants and donations. Costs associated with the Town managing the trailer include staffing, insurance, transport, wear and tear or trailer and town trucks, upkeep, cleaning, certification, etc. At the Council meeting of January 22, 2019, the original rental cost of $500 per event was increased to $1200/day for out of town events or $600/day for internal events as the original fee’s were not sufficient to cover the direct and indirect cost of operating the Trailer.

Since 2017, initial equipment/supplies/materials were required as well as subsequent upgrades and fixes were required to improve its operation which included a larger generator, new customer built holding tank and drainage attachment, an enlarged sewage compartment access door, Air Conditioning repairs to name a few. These expenses were deducted from the balance of the funds remaining in the Accessible Trailer Account when the Trailer was assumed by the Town. The following chart outlines expenses and revenues for the years 2017, 2018 and to date in 2019.

Opening Balance $19,152.81 Expenses Revenues Net 2017 $403.37 NIL $403.37 $18,749.44 2018 $2872.81 $3600.00 ($727.19) $19,476.63 2019 $10,638.92 NIL $10,638.92 $8,837.71 Closing Balance $8,837.71

The only repair identified by staff still needing consideration would be the replacement of 4 new jacks to 5000 lbs as the existing jacks are too light for the load of the trailer (estimated cost $2500). The balance of funds will be transferred to the Markham Fair for further upkeep and repair.

The proposal would be to sell the trailer to the Markham Fair for $1. This will eliminate the extra work and expenses currently incurred by the Town. It will also enable a valuable asset to remain functional within the greater community to continue to provide inclusive opportunities for those people requiring enhanced facilities for their personal toileting needs.

6. Attachments: None

Page 4 of 5

Report No. LCS-016-19 - Barrier-Free, Fully Accessible Mobile Washroom &... Page 21 of 123 Council Report May 21, 2019

7. Related Reports:

January 22, 2019 – LS-002-19 – Barrier Free, Fully Accessible Mobile Washroom

June 19, 2018- LCS-023-18 - Barrier Free, Fully Accessible Mobile Washroom

March 7, 2017 – LCS-003-17 Barrier Free, Fully Accessible Outdoor Washroom

June 7, 2016 – Delegation – Proposal for Barrier Free Fully Accessible Mobile Washroom Trailer – Diane Ward and Derek Bunn

Author: Micole Rubinoff, Manager of Recreation Department Head: Marilou Murray, Director of Leisure and Community Services For further information on this report, please contact: Marilou Murray, Director of Leisure and Community Services at 905-640-1910 or 1-855-642-8697 ext. 2436 or via email at [email protected]

Page 5 of 5

Report No. LCS-016-19 - Barrier-Free, Fully Accessible Mobile Washroom &... Page 22 of 123

Town of Whitchurch-Stouffville Council Report Item 2

Subject: Bruce’s Mill Conservation Area (TRCA) - BMX Lease Agreement Extension (L04)

Staff Report No. LCS-015-19

Department: Leisure and Community Services

Date: May 21, 2019

Recommendation:

2) That Council authorize the Mayor and Clerk to sign the Lease Acknowledgement, as outlined in attachment 1.

1. Purpose:

The purpose of this report is to seek Council approval for an extension of the Lease Agreement between the Town and the Toronto Region Conservation Authority (TRCA) for the operation of the BMX bicycle track at Bruce’s Mill Conservation Area, for an additional five (5) year term, ending June 24, 2024.

2. Background:

In 2012, the Town received a proposal request for the development of a BMX bicycle track that could be used by local children and youth and allow for the development of a BMX Club in the Whitchurch-Stouffville community. Through the donation of land by the TRCA, the support of the Town, track organizer, Brendan Arnold, and a successful Trillium Foundation grant, the BMX track was constructed in 2014 to host events and programs for the community and competitors alike. The 2.47-acre site includes washroom

Report No. LCS-015-19 - Bruce’s Mill Conservation Area (TRCA) - BMX Leas...Page 23 of 123 Council Report May 21, 2019

facilities as well as ample parking to accommodate special events and competitions. The Stouffville BMX Club is one of twelve BMX facilities in Ontario.

BMX racing is a type of off-road bicycle racing derived from motocross racing. Specialized bicycles are used to compete in sprint races on purpose-built off-road, single-lap race tracks. The dirt tract consists of jumps and rollers, a starting gate and finish line and can accommodate up to 8 racers at a time.

Since its development in 2014, the Club has grown in size and program offerings, hosting a wide range of programs for participants of all ages, ranging from age 5 to over 60, however approximately 60% of the riders are children under 5 years of age. The club membership has reached over 150 riders with additional participants using the facility in an unofficial capacity. The Club’s offerings include introductory skill development programs, camps, clinics, long-term athlete development, provincial qualifier and provincial events. In fact, the Club will be hosting the 1st round of Provincial Series races called the North East Goal Cup on May 24-26, where approximately 500 riders from Ontario, Quebec and the Eastern United States are expected to compete, attracting approximately 1200 spectators to the Stouffville BMX site and community. Additionally, Club members will be competing at a national level at the National BMX Champions and Canada Cup July 6/7, 2019 at the Toronto PAN AM Club.

The original five (5) year lease included the option for an additional five (5) year renewal.

3. Analysis and Options:

The BMX Club has experienced a very successful operation since its inception, hosting a variety of events and competitions for boy and girls of all ages. The Club operates from May through October, on Monday, Wednesday, Friday evenings (5:00-8:00 p.m.) and on weekends from 10:00 a.m. – 3:00 p.m. (with some extensions for special events/camp etc.) When the Club is not active, the remaining times, when the Bruce’s Mill is open to the public all residents are welcome to use the track at their leisure. The Club is governed by a Board of Directors which includes a 6-member board.

Staff have met with the Stouffville BMX Club operator and as well with TRCA staff to confirm interest in renewing the lease for the additional five (5) year extension as outlined in the original lease agreement. This partnership has proven very successful, providing a fun and engaging recreational activity in our community. The lease extension will be in effect from June 24, 2019 to 2024.

4. Financial Implications:

The lease agreement between the Town and the TRCA for the use of the space at Bruce’s Mill for the purpose of the BMX Track stipulates a payment of $2.00. The BMX Club pays the TRCA an annual user fee for the use of the space as determined by TRCA fee’s and

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Report No. LCS-015-19 - Bruce’s Mill Conservation Area (TRCA) - BMX Leas...Page 24 of 123 Council Report May 21, 2019

charges. All repairs, facility upgrades and ongoing maintenance are the sole responsibility of the Stouffville BMX Club.

As part of the agreement, the Town is required to provide the TRCA with a copy of its General Liability Insurance Policy for 5 million dollars and to hold the TRCA harmless in the event of injury or loss. Additionally, the BMX Club also obtains a $5 million-dollar liability insurance policy through BMX Canada (their national sport organization) to cover themselves and Club members and guests during the times of their operation.

5. Attachments:

1) Lease Acknowledgement

6. Related Reports:

May 6, 2014 – Report #9 Bruce’s Mill Conservation Area (TRCA) – BMX Track Lease Agreement (L04)

Author: Marilou Murray, Director of Leisure and Community Services Department Head: Marilou Murray, Director of Leisure and Community Services For further information on this report, please contact: Marilou Murray, Director of Leisure and Community Services at 905-640-1910 or 1-855-642-8697 ext. 2436 or via email at [email protected]

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Report No. LCS-015-19 - Bruce’s Mill Conservation Area (TRCA) - BMX Leas...Page 25 of 123 Attachment 1

May 9, 2019

Town of Whitchurch-Stouffville 111 Sandiford Dr. Stouffville ON L4A 0Z8 Attn: Marilou Murray, Director, Leisure and Community Services

Dear Marilou,

RE: Agreement dated June 24, 2014 (the “Agreement”) made between Toronto and Region Conservation Authority and the Town of Whitchurch-Stouffville

As you know, the current term of the Agreement for the Lease of lands at Bruce’s Mill Conservation Area to construct and operate a BMX course will expire on June 24, 2019.

The purpose of this letter is to provide mutual agreement by TRCA and Whitchurch-Stouffville to extend the Agreement for a further period of five (5) years as set out in Section 1.2 of the Agreement, on the same terms and conditions. The Term of the Agreement will now expire on June 24, 2024.

The Agreement requires that Whitchurch-Stouffville maintains insurance coverage for the duration of the Agreement. Please provide TRCA with a valid certificate of insurance renewal/replacement, as may be necessary.

This letter is sent to you in duplicate. Please indicate your receipt and concurrence of this of this notice of extension of the Term by signing where indicated on both copies, and returning the duplicate copy to TRCA within five (5) days of receipt of this letter.

Thank you for your continued cooperation and support.

Yours truly,

Michael Tolensky Chief Financial and Operating Officer Corporate Services Toronto and Region Conservation Authority

The undersigned hereby acknowledges receipt of this Notice of Extension on behalf of Whitchurch-Stouffville as of the date indicated above.

Town of Whitchurch-Stouffville Date: Per: ______Name: Title:

I have authority to bind the Town of Whitchurch-Stouffville

Copy to: Derek Edwards, Director Parks and Culture, TRCA

Report No. LCS-015-19 - Bruce’s Mill Conservation Area (TRCA) - BMX Leas...Page 26 of 123

Town of Whitchurch-Stouffville Council Report Item 3

Subject: Water Meter Program Update, WS-RFP-17-01 (F18)

Staff Report No. PW-015-19

Department: Public Works

Date: May 21, 2019

Recommendation:

2) That Council authorize staff to hire temporary data entry clerks for a 10-month period, to support the water meter replacement program; and

3) That Council authorize the Mayor and Clerk to sign all necessary documents.

1. Purpose:

The purpose of this report is to provide Council with an update regarding the Water Meter Program, including project, financial, and public education progress to date and to seek Council approval to hire additional temporary staff to support delivery of the water meter replacement program. This report also seeks approval to separate the Interim Water Meter Reading program from the Water Meter Program contract.

2. Executive Summary:

The Town contracted Neptune Technology Group (Canada) Ltd. in May 2018 to supply and install replacement water meters and to provide the supporting infrastructure for the approximately 12,500 existing water meters in Whitchurch-Stouffville. The Capital and

Report No: PW-015-19 - Water Meter Program Update, WS-RFP-17-01 (F18) Page 27 of 123 Council Report May 21, 2019

Operating components of this project and anticipated associated project fees were valued at $4.1M dollars (excluding HST) over 2018 and 2019. Since July 2018, some meter replacement work on priority replacement accounts and new construction installations are underway, with a total of 130 installations completed to date. Since the awarding of the contract, the scope of work has been revised and updated as required.

To prepare residents for the upcoming, mandatory water meter replacement programme for the remaining 12,400+ accounts, a concerted effort has been put forward to deliver a thorough public education campaign, including: a Public Information Centre (PIC) held on April 17, 2019, print media, website, and social media activities. A second PIC will be held in Ballantrae/Musselman’s Lake in June 2019.

In working to deliver the main water meter replacement program for the remaining 12,400+ accounts, progress has been made in the areas of data delivery and integration, interim meter reading, scheduling of replacement timing, and transition plans to move from Advanced Metering Infrastructure (AMI) to Automated Meter Reading (AMR). To support continued progress, modifications to program delivery are identified herein. These modifications are anticipated to increase the value of the Water Meter Program from $4.1M to $4.4M (excluding taxes) of the $4.5M budget available, within established contingency.

3. Background:

The Town maintains approximately 12,500 water meters and many of them are at the end of their service life. As a result, on October 4, 2016, Council directed staff to proceed with a Request for Proposal (RFP) to implement an Automated Meter Reading (AMR) system that would include the supply and installation of new water meters and the supporting infrastructure for all existing and new-build water meter accounts.

On February 7, 2017, Council received an information report, CAO-004-17 – Results of Water Meter Process Review Audit. This report identified where the Town’s processes regarding water meter billing practices differ from generally accepted practices. Many of the concerns raised during this audit were to be mitigated through the development of procurement document WS-RFP-17-01 Water Meter Program.

On May 1, 2018, Council awarded to Neptune WS-RFP-17-01 Water Meter Program. The RFP included a Capital Construction and Operation & Maintenance component. The Capital Construction component included: Part A: the design and installation of an AMI network; Part B: the replacement of all existing water meters in Town; and Part C: interim meter reading services. The Operation & Maintenance component included: Part D: AMI Operation and Maintenance; Part E: the installation of all new structure water meters, Part F: meter maintenance; Part G: meter accuracy testing; and Part H: the supply and installation of parts and hardware for in-house maintenance.

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Report No: PW-015-19 - Water Meter Program Update, WS-RFP-17-01 (F18) Page 28 of 123 Council Report May 21, 2019

The two main contracts between the Town and Neptune were executed on July 24, 2018. One contract included the capital construction program and the other secured Neptune for the provision of operational maintenance over a five (5) year term. A further amendment was made to the operation and maintenance contract in November 2018. Opportunities to amend the contract have been identified that will improve the efficiency and effectiveness of project delivery.

4. Analysis and Options:

4.1 Water Meter Database & Software Data Integration

The water meter database and data integration are critical components of the Water Meter Program that will facilitate the successful implementation of the Town-wide replacement of water meters.

Water Meter Database

A key component of the Water Meter Program is the mandatory replacement or upgrading of all existing water meters in Town. In order for Neptune to carry out the replacements, an accurate and comprehensive database containing all existing Town water meter accounts is required. Neptune uses this database to plan and track all the meter replacements. This database contains account holder contact information, water meter information, account number, water usage, and other data specific to a customer’s account. It is critical that the database contains all of the required information in the required format, down to the character count and specific variables. If the database is not adequate, the data transfer to Neptune from individual accounts cannot proceed. When the Town’s database was initially transferred to Neptune; gaps were identified. Town staff have worked diligently to update the data which has increased reliability of the database.

Data Integration

Water meter replacement work requires close coordination with the Revenue & Taxation division to ensure that there is a smooth transition from the old meter account information to new meter account information. In order to mitigate potential disruption, a batch of accounts within a common geographic area would be scheduled for replacement during a specific period of time. As each meter is replaced, Town staff will receive electronic updates to facilitate transitioning the account within the billing system. Care must be taken to transfer any unbilled usage from the previous meter prior to its removal from the billing system. A continuous and timely exchange of information is required between Neptune and the Town to ensure they are working in harmony. The Town’s current water billing system does not allow for a smooth data transition. The Town has held discussions with Neptune to establish appropriate means for proceeding.

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Report No: PW-015-19 - Water Meter Program Update, WS-RFP-17-01 (F18) Page 29 of 123 Council Report May 21, 2019

I. Manual Data Entry

Based on consultation with Neptune and several municipalities that are using billing software similar to the Town’s, manual data entry is a viable and reliable means of transitioning from old to new water meter account data, in the absence of full automation or integration.

King Township, Richmond Hill, Durham Region, and the City of Ottawa did not have full data integration and implemented a manual data entry process. They augmented their staff with temporary Data Entry Clerks to manually transition accounts in their water billing system as meters are replaced. This process would require the Town to hire additional staff resources and time to make the changes; however, it is reliable. As an added benefit, the work completed by Data Entry Clerks would completely overhaul the existing database resulting in more accurate, consistent, and complete water meter account data. The scope of work includes data entry in multiple fields of the Town’s billing software and is anticipated to require about 30 minutes of effort for each account.

It is estimated that the cost of each Data Entry Clerk hired from a temp. staffing agency will be $35,000. This cost is based on a 10-month requirement. Staff will optimize the number of clerks and the associated cost as this task progresses but will ultimately have to apply the necessary resources, within the approved project budget, to ensure timely completion and effective billing cycles.

II. Modification of the Town’s Water Billing Software

The Town has engaged the vendor of the Town’s current water billing system (CentralSquare) for assistance. CentralSquare is currently conducting a feasibility study to assess if the billing system software can be modified to support the proposed specification. CentralSquare’s cost and delivery schedule have yet to be determined. Neptune has additionally agreed to provide assistance to the Town during this development process.

The Town will continue to pursue software modifications concurrently with efforts to advance manual data entry. This will minimize risk to the project schedule. If software modifications are not in place by the end of summer 2019, manual data entry will proceed to completion.

4.2 Water Meter Replacement Update

Currently, new build water meters and demolition-build water meters are being installed. Also, a list of “priority” meters – those installations that are receiving water service without a properly functioning water meter – are being replaced. As at the end of April 2019, 130 installations of the approximately 12,500 metered accounts are completed. The full production replacement of all metered water accounts in Town has not yet been initiated.

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Staff and Neptune have been in discussions to finalize the schedule for the implementation of AMR and the transition to AMI.

I. Schedule

Staff have proposed to Neptune a start date of July 2019 to begin replacement of all 12,500 water meters in Town. Initially, 400 replacements per week will be targeted. Neptune indicates that a production rate of 400 meters per week will require up to 6,000 accounts to be “active” at any given time. That is, up to 6,000 homeowners will receive information to schedule an appointment and it is then expected that this will generate up to 400 appointments weekly. The original agreement with Neptune indicates that all replacement work be completed no later than 24 months from commencement of work.

II. Blackout Periods

Blackout periods are times during which no meters are replaced to facilitate the billing of existing meters. Meter replacement work will typically proceed to completion, however blackout periods are being considered to ensure continuity of the billing process. Discussions with Neptune have determined that there are pros and cons to blackout periods but most importantly a significant cost would be added to the project.

III. AMR transition to AMI

The Advanced Metering Infrastructure (AMI) component of the Program will allow for on- demand reads of each meter’s usage, as frequent as every 15 minutes. This will allow for analysis to more easily detect leaks, tampering, or backflow and will be accessible by Staff when troubleshooting billing or water conservation activities. The key deliverables of this system are the design and installation of data collection nodes (antennae) to establish a fixed network at certain sites throughout the Town. Consumption data is then transmitted from each water meter to the antennae and in turn, to a server where it may be accessed by the Town for billing or analytical purposes.

The project includes a transition phase prior to full roll-out of AMI technology. The transition phase includes the interim implementation of an Automated Meter Reading system (AMR is also known as “Drive-By” meter reading.)

IV. Water Meter Replacement is Mandatory

The water meter replacement program is a Council-directed initiative that requires full adoption to be successful.

Neptune will attempt to make contact with a water meter account holder four times with a combination of mailouts, in-person visits, phone calls, and doorhangers. This is expected to be effective in most cases. The fourth step in the process is the delivery of a “final

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Report No: PW-015-19 - Water Meter Program Update, WS-RFP-17-01 (F18) Page 31 of 123 Council Report May 21, 2019

notice” that includes a 15-day water shutoff warning. At day 10 of the final notice, a “soft refusal” status will be assigned by Neptune and reported to the Town.

As with any large-scale program, there is expected to be a small percentage (likely less than 1%) of property owners who resist the change to new water meter technology for a variety of reasons. The requirement to shut-off water is expected to be minimal and will only be pursued after multiple points of contact and when all other avenues have been exhausted.

4.3 Water Meter Program Part C – Interim Meter Reading

Interim Meter Reading is the provision of manual meter reading services, by Neptune, to provide quarterly water usage reports until such time that the AMR/AMI system is operational.

In the past, this work was completed as its own contract and carried a separate operating budget. Staff have discussed the Interim Meter Reading with Procurement. This work is already competitively bid through WS-RFP-17-01. It is recommended that Interim Meter Reading be broken out from the Capital Construction portion of the program to be delivered as its own contract, in line with previous years. The exact value of this work is difficult to forecast as meter reading will depend on the number of existing meters that remain in place and will decrease in value as the water meter replacement program is rolled out and the AMR system is implemented. It is estimated at this time that up to six additional reading cycles will be required prior to full system implementation. The benefit of removing Interim Meter Reading from the contract is that meter reading would be managed under an operational budget which has already been established for this purpose and as an operational task which is more appropriate.

4.4 Contingency Spending & Associated Project Fees

To date, approximately 88% of approved contingency has been assigned to change orders, including:

• Additional scope of work related to the replacement of large, commercial meters • Modified request for on-hand components to perform in-house meter repair • Request to provide software development support services • Addition of a Provisional Items list to complete meter installations in settings outside of the anticipated base scope of work

Other project fees have drawn from the approved project budget, including:

• Discretionary spending (i.e. advertising, printing) • Procurement of services for the design of an AMI fixed network

The majority of awarded contingency is applied to the Provisional Items list.

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4.5 Public Education

Neptune and Town Staff have undertaken a number of public education initiatives designed to inform affected residents about the Water Meter Program. This includes:

I. Public Information Centres (PIC)

Neptune and Town Staff held a drop-in Public Information Centre on April 17, 2019. Five residents signed in; however, approximately 20 residents were in attendance. Generally, residents were interested in handling the new water meter hardware on display by Neptune. Some had technical questions about the equipment but most residents were curious about the start date of the project and the process for booking appointments.

One written comment was received. The written comment expressed concern regarding radio frequency (RF) exposure to humans and animals and concerns about transmission of account data and the interception of account data for nefarious purposes.

Concerns over RF exposure were expressed by a small number of attendees. However, Neptune assured Town Staff and residents that all emissions conform to Health Canada Safety Code 6. Further information on this can be found by referring to the federal government’s Health Canada and Industry Canada websites and related publications.

Regarding the transmission of account data: data transmitted by the water meter interface unit consists only of an account number and water usage data. No personal information is contained in this packet of data.

A second PIC is planned to be held for the Ballantrae/Musselman’s Lake area in mid- June 2019.

II. Water Meter Program Website

A program website was established and is accessible from the Town’s main page. General Water Meter Program project information is presented here, along with links to Neptune’s own website, a list of frequently asked questions, and contact information if residents or builders have additional questions. The website is located at www.townofws.ca/watermeter.

III. Advertising

General program information and PIC advertising was completed and is ongoing in local publications such as On the Road, and the Sun-Tribune. The Corporate Communications team has included verbal discussion about the water meter program in recent episodes of Talk of the Town.

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IV. Vendor Public Education Materials

Neptune-based materials which includes an information pamphlet that will be mailed to the water account holder prior to meter replacement; follow-up door hangers; and reminder letters that will be issued should residents not reach out to Neptune.

V. Builder Information Package

The Builder Information Package is intended to be distributed to all new-build and demo- build builders and is issued at the building permit stage. This package includes a step- by-step process of how to obtain a new meter, anticipated fees, product information sheets, and installation details. The package is available in hard copy via the Town’s Planning Inquiries desk and online at the Water Meter Program website.

VI. Water Meter Replacement Program Primer

This “primer” is a one-page letter that will be included in the June water meter bills and indicates a general overview of the project and directs account holders to the project website.

VII. Project Inquiries E-Mail Account

A Water Meter Program e-mail account, [email protected] has been established. Residents and Builders are encouraged to contact this e-mail account regarding any water meter program queries.

5. Financial Implications:

There is $4,500,000.00 available under the Water Meter Program budget.

Table 1 - Anticipated Project Costs Awarded Value (less Revised Value (less Item HST) HST) Capital Construction $3,488,398.24 $3,696.330.76 Operation & Maintenance $184,504.00 $139,281.72 Total Capital + O&M $3,672,902.24 $3,835,612.48 Contingency Available $349,372.00 $56,357.00 Contingency Committed n/a $308,015.00 Other Project Expenses n/a $23,000.00 Temporary Full Time Staff $118,560.00 $118,560.00 Temporary Data Clerks n/a $70,000.00 Total All Anticipated Costs $4,140,834.24 $4,411,544.48

As indicated in Table 1, additional project costs are within the approved contingency amount.

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Report No: PW-015-19 - Water Meter Program Update, WS-RFP-17-01 (F18) Page 34 of 123 Council Report May 21, 2019

The break out of Interim Meter Reading will be funded through a separate operating account:

a) 41-55-550-2600 – Meter Reading (2018) ~$16,000.00 b) 41-55-550-2600 – Meter Reading (2019) - $78,300.00

Table 2 – Interim Meter Reading Value Item (less HST) Interim Water Meter Reading (per Quarter based on 12,000 $21,889.04 meter readings per quarter) Anticipated Interim Meter Readings (Quarters) 6 Total $131,334.24

It is anticipated that the value of interim meter reading will decline as water meters are replaced and accounts are migrated to an AMR system.

6. Attachments:

1. Neptune Public Education Materials 2. PIC Comment Sheet

7. Related Reports:

October 4, 2016 – Authorization to Proceed with Water Meter Program RFP February 7, 2017 – Results of Water Meter Audit May 1, 2018 – Water Meter Program Award Report Sep 25, 2018 – Contract Award for WS-RFP-17-01 – Water Meter Program Operations and Maintenance

Author: Curtis Roach, Project Manager, Public Works Department Head: Brian Kavanagh, Director, Public Works For further information on this report, please contact: Curtis Roach, Project Manager, at 905-640-1910 or 1-855-642-8697 ext. 4241 or via email at [email protected]

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Report No: PW-015-19 - Water Meter Program Update, WS-RFP-17-01 (F18) Page 35 of 123 Report No: PW-015-19 - Water Meter Program Update, WS-RFP-17-01 (F18) Attachment 1 AAA

Message from your Town Neptune Technology Group has been contracted to Book online upgrade water meters in your neighbourhood. This program will ensure the continued accuracy of your today! water bill and improve reading efficiencies. GETTING STARTED: Under municipal By-law, it is mandatory to participate in this program as your property is 1. Visit watermeterappt.com connected to the municipal water service. 2. Click BOOK NOW and enter your reference number located on the Appointment Required front and back of this pamphlet. The delivery of this notice means that meter 3. View available appointment dates Water Meter technicians are now in your area for a limited time. and book your preferred timeslot. Within one week of receiving this notice, please book Upgrade prograM your appointment at: 4. A confirmation is provided after watermeterappt.com booking your appointment and details can be emailed. APPOINTMENT NOTICE HOME ACCESS REQUIRED

Page 36 of 123 Book your appointment online today! The upgrade procedure requires 30-90 minutes to watermeterappt.com complete. There is no charge for the water meter You can also book your appointment by calling upgrade. 1-800-667-4387 Monday through Thursday Your reference number: XXXXXXXXXXXXXXXX between 8:00 a.m. and 8:00 p.m., and Fridays Prior to the appointment, please ensure: Your water from 8:00 a.m. to 6:00 p.m. EST. meter is accessible with a clearance area of at least When booking please advise if your water meter or 16 inches wide by 16 inches high, and your water shut-off valve is located in a crawlspace. shut-off is clear of obstructions and is operational. Copyright 2019 Neptune Technology Group, Inc. All rights reserved. Report No: PW-015-19 - Water Meter Program Update, WS-RFP-17-01 (F18)

How to Read Your Meter Frequently Asked Questions The Town will read your meter for billing purposes, Why does my water meter have to be upgraded? The typical life of a meter is up to 20 years, and they but you may wish to monitor your own usage. eventually need to be replaced. Also, advances in metering technology make it easier and more efficient to obtain readings.

Do I need an adult present? An adult of at least 18 years of age must be home for the entire appointment.

Where is my water shut-off valve located? The water shut-off valve is typically located where your water service line comes into your home. This is usually Water Meter in your basement. Upgrade prograM Who is responsible for maintaining the meter? The Town is responsible for any future water meter To monitor your daily use, take a reading at a set maintenance, provided you, the owner, take reasonable APPOINTMENT NOTICE time of the day. Next, take another reading the same precaution to prevent any damage to it. It is illegal to tamper with the water meter. HOME ACCESS REQUIRED time the next day. The difference between the two readings is your 24-hour water consumption. Who do I contact in an emergency situation? For water meter related emergencies, call Neptune at Page 37 of 123 Book your appointment 1-800-667-4387. online today! If the red sweep hand How do I know the meter reading is accurate? watermeterappt.com is moving The water meters are factory tested and exceed the when all your standards for accuracy set by the American Water Works Your reference number: XXXXXXXXXXXXXXXX fixtures are Association. turned off, you may How do I recognize my water meter technician? have a leak. Every authorized Neptune technician is uniformed and carries identification, including name, picture and ID number. Blue door dieline 1-up.pdf 1 12-07-24 9:20 AM

Your Town is currently upgrading water meters in your area for a limited time. Neptune Technology Group is under contract to upgrade your meter.

An appointment is required to complete the work.

Please make an appointment within 24 hours of receiving this notice by visiting

watermeterappt.com or call 1-800-667-4387

WE VISITED YOUR HOME ON:

Date: ______

Time: ______a.m. | p.m.

THANK YOU Report No: PW-015-19 - Water Meter Program Update, WS-RFP-17-01 (F18) Page 38 of 123 Reference Number:

REMINDER NOTICE WATER METER UPGRADE PROGRAM

Dear Occupant:

The Town of Whitchurch-Stouffville is currently conducting a water meter upgrade program in your neighbourhood to ensure the continued accuracy of your water bill. Neptune Technology Group has been contracted by the Town of Whitchurch-Stouffville to upgrade the water meter within your home.

The water meter replacement program has been authorized by Council and will be conducted in accordance with By-Law 2018-055-WS. The upgrade procedure requires approximately 30-90 minutes to complete, during which time the water will be shut off. There is no charge for the meter or the installation. For your convenience, appointments are available Monday to Friday from 8:00 a.m. to 8:00 p.m. and Saturdays from 9:00 a.m. to 6:00 p.m.

Within one week of receiving this letter, please contact Neptune to book your appointment. If you have recently booked your appointment with Neptune, please disregard this notice.

▪ BOOK ONLINE at watermeterappt.com Start online by entering your reference number, which is located on this notice directly below your address details. Instantly view available appointments and book your preferred time slot. ▪ Or CALL 1-800-667-4387 Call Centre hours are Monday to Thursday 8:00 a.m. to 8:00 p.m. and Fridays 8:00 a.m. to 6:00 p.m.

To prepare for the appointment, please ensure your water meter is accessible. Thank you in advance for your cooperation. To learn more, visit www.townofws.ca/watermeter.

On behalf of,

The Town of Whitchurch-Stouffville

FINAL NOTICE WATER METER ACCESS REQUIRED

Dear Occupant:

The water meter replacement program has been authorized by Council and will be conducted in accordance with By-Law 2018-055-WS. This By-Law states that meter access must be provided by property owners to the Town or it's designates.

Neptune Technology Group, on behalf of the Town of Whitchurch-Stouffville, has attempted to contact you using various forms of communication to arrange access to your home for the upgrade of your water meter. In all cases, you have not responded to our requests. Participation in the program is mandatory. As indicated by By-Law 2018-055-WS, if access is not provided your water may be shut off until access and upgrades are completed.

The upgrade procedure requires approximately 30-90 minutes to complete, during which time the water will be shut off. There is no charge for the meter or the installation.

Upon receipt of this letter, please contact Neptune immediately to book your appointment. If you have recently booked your appointment with Neptune, please disregard this notice.

▪ Book online at watermeterappt.com or call 1-800-667-4387 ▪ Call Centre hours are Monday to Thursday 8:00 a.m. to 8:00 p.m. and Fridays 8:00 a.m. to 6:00 p.m. ▪ Evening and weekend appointments are available.

To prepare for the appointment, please ensure your water meter is accessible. Thank you in advance for your cooperation. To learn more, visit www.townofws.ca/watermeter.

On behalf of,

Town of Whitchurch-Stouffville

Town of Whitchurch-Stouffville Reconstruction of Russel Avenue Public Information Centre

Wednesday, April 17, 2019

COMMENT SHEET Please provide us with your comments

My comments Include ...

Contact Information (Optional}

Name:

Mailing address:

E-mail: • Visit www.townofws.ca/oics to view the Telephone: , PIC boards and submit comments online.

Notice of Collection of Personal Information under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). Personal information on this Comment Sheet is collected under the authority of the Municipal Act, 2001, S.O. 2001, c. 24, as amended, and wlll be used by the Town of Whitchurch-Stouffville as part of the administration and implementation of the Main Street Reconstruction Project. Provision of the information requested on this document is voluntary. The personal information is collected to ensure that the Town can respond directly to you about the concems you have identified, if required. With the exception of personal information, all comments will become part of the public record.

Report No: PW-015-19 - Water Meter Program Update, WS-RFP-17-01 (F18) Page 41 of 123 • Visit www.townofws.ca/pics to view the PIC boards and submit comments online.

Please place your comment sheets in the "Comment Box" or send to:

Water Meter Program Inquiries [email protected]

Notice of Collection of Personal Information under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). Personal infonnatlon on this Comment Sheet is collected under the authority of the Municipal Act, 2001, S.O. 2001, c. 24, as amended, and will be used by the Town of Whitchurch-Stouffville as part of the administration and implementation of lhe Main Street Reconstruction Project. Provision of the information requested on this document is voluntary. The personal Information is collected to ensure that the Town can respond directly to you about the concerns you have identified, If required. With the exception of personal Information, all comments will become part of the public record.

Report No: PW-015-19 - Water Meter Program Update, WS-RFP-17-01 (F18) Page 42 of 123 Town of Whitchurch-Stouffville Reconstruction of Russel Avenue Public Information Centre

Wednesday, April 17, 2019

COMMENT SHEET Please provide us with your comments

My comments include ...

~- /4-f_). 7h u~~ Additional space on others~

Contact Information (Optional)

~ Mailing address: E-mail: ,..... ,=.__J"" • Visit www.townofws.ca/pics to view the Telephone: ~ ~~" PIC boards and submit comments onllne.

Notice of Collection of Personal Information under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). Personal lnfonnation on this Comment Sheet Is collected under the authority of the Municipal Act, 2001, S.O. 2001, c. 24, as amended, and will be used by the Town of Whitchurch-Stouffville as part of the administration and implementation of the Main Street Reconstruction Project. Provision of the information requested on this document Is voluntary. The personal information Is collected to ensure that the Town can respond directly to you about the concems you have Identified, If required. With the exception of personal lnfonnatton, all comments will become part of the public record.

Report No: PW-015-19 - Water Meter Program Update, WS-RFP-17-01 (F18) Page 43 of 123

Town of Whitchurch-Stouffville Council Report Item 4

Subject: Waste Water Treatment Agreement Extension No. 2 – Ballantrae Community Centre and Fieldhouse (L04)

Staff Report No. LCS-017-19

Department: Leisure and Community Services

Date: May 21, 2019

Recommendation:

2) That the Mayor and Clerk be authorized to execute the Waste Water Treatment Amending Agreement No. 2.

1. Purpose:

The purpose of this report is to request Council’s authorization of the extension to the Waste Water Treatment Agreement with Ballantrae Natural Resource Centre Incorporated, formerly owned by Schickendanz Bros. Limited, who currently provide the treatment and disposal of the domestic waste water discharge from the Ballantrae Community Centre and Ballantrae Fieldhouse.

2. Background:

The Ballantrae Community Centre was formally connected to the private waste water treatment facility owned by Schickendanz on July 14, 2004, making the Centre no longer reliant on the septic system in the adjacent park for the treatment and disposal of domestic waste water discharge. This agreement was extended for two additional five year terms;

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the first concluding on December 31, 2008 and the second agreement through Amending greement 1 on December 31, 2013.

The Ballantrae Community Centre and Fieldhouse is connected to the Town’s water supply and metered for water consumption. Town generated water bills are forwarded to Ballantrae Natural Resources Centre Inc. on a quarterly basis to coincide with the Town’s water billing cycle. Water consumption is reviewed by Ballantrae Natural Resources Centre Inc. in order to complete a waste water calculation and subsequent billing to the Town for their services.

3. Analysis and Options:

The Amending Agreement No. 2 dated December 31, 2018, from Ballantrae Natural Resources Centre Inc. is based upon the original Waste Water Treatment Agreement from July 14, 2004 with the inclusion of the new Ballantrae Fieldhouse.

4. Financial Implications:

Ballantrae Natural Resources Centre Inc. calculates the Town’s charges for the waste and water treatment services using the current per cubic metre of water consumed rate, as established by the Region of York at the time of the billing. In 2018, the rate was $7.57 per cubic metre of water consumed and the Ballantrae Community Centre’s budget for water and sewer was $1550 with approximately $1870 in waste water treatment billings. This agreement charges have increased slightly due to the addition of the new Fieldhouse.

5. Attachments:

None

6. Related Reports:

January 21, 2014 – Report #9 – Waste Water Treatment Agreement Extension No 1 – Ballantrae Commnity Centre

July 14, 2004 – Report #5 – Ballantrae Community Centre and Ballantrae Public School Sanitary Servicing and Access Road (C10-PW & E01)

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Town of Whitchurch-Stouffville Council Report Item 5

Subject: Support of the Stouffville Welcome Wagon (A00)

Staff Report No. CS-011-19

Department: Corporate Services

Date: May 21, 2019

Recommendation:

1) That Council direct staff to exempt the “Stouffville Welcome Wagon” from Administrative Policy #71 and allow their information to be displayed at the Town Offices.

1. Purpose:

The purpose of this report is to ask Council to direct staff to work with the Stouffville Welcome Wagon, an organization that helps newcomers to the community, by providing Town information to them to disseminate, and to promote the organization through the Town’s communication channels.

2. Background:

At the April 2, 2019 Council Meeting, Mary Bresser of the Stouffville Welcome Wagon gave a delegation to update Council about the organization and to ask Town of Whitchurch-Stouffville staff to display Welcome Wagon promotional literature in the lobby of the Municipal Offices at 111 Sandiford Drive (“Town Hall”).

According to Ms. Bresser, the Welcome Wagon is an organization that has been operating throughout Canada since 1930 and has a presence in Stouffville. They hand out a ‘welcome basket’ to people who recently move to Stouffville with many items – including information about Town programs, services, events and initiatives. They have a number of programs that welcome people to the area, including the “Community Welcome Program,” “Birth of Baby Program” and the “Business Professional Welcome

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Program.” According to Ms. Bresser, the organization has over 40 local business sponsors.

In the presentation, Ms. Bresser outlined some challenges they face. According to Ms. Bresser, one of the challenges is that many new residents have never heard of Welcome Wagon and are a bit hesitant to allow them into their homes.

For the Stouffville Wagon Welcome to have their information displayed in the Town Hall lobby, they must satisfy the criteria set out in Administrative Policy #71 – Usage of Town Communication Channels. In summary, the policy states that an organization may have their literature displayed in the Town Hall lobby if they are “…funded, in full, or in part, by the Town.”

Corporate Communications generally uses a list of organizations that have received a grant, donation or in-kind donation from Council during the last calendar year, to determine if they satisfy that requirement. The Stouffville Welcome Wagon has not received a grant, donation or in-kind donation from Council since the beginning of 2018. Therefore, they do not satisfy the criteria set out in the policy and are not allowed to display their literature in the Town Hall lobby.

Although the policy governs the display of literature in the lobbies of all Town facilities (for example the arenas, Museum, Leisure Centre etc.), not only at Town Hall, Ms. Bresser did not request their literature to be display anywhere but Town Hall.

For Stouffville Welcome Wagon literature to be displayed in the lobby of Town Hall, they would need to be exempt from #AP 71.

3. Analysis and Options:

Staff recommends that the Stouffville Welcome Wagon be exempt from Administrative Policy #71 and have their literature displayed in the lobby of the Town Hall, and that the Town work with them for the following reasons:

3.1 Past relationship between the Town and the Stouffville Welcome Wagon: The Town of Whitchurch-Stouffville has historically assisted the organization over the years. For example, Stouffville Welcome Wagon literature was handed out for many years in new resident’s Blue Bins. The Town and the organization have had a very cooperative and mutually beneficial relationship for many years. Staff recognizes that the request before Council today represents a current situation where the Town no longer has Blue Bins to give away (or any other similar material to new residents), and the fact we now have a detailed Policy setting promotional criteria, something the Town did not have in previous years. Older policies did exist but did not contain the more rigid criteria that exist today.

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3.2 Town resources to obtain the same result: The Town does not have a program to disseminate material to newcomers to this community. Town staff recognise the hard work and dedicated service the Stouffville Welcome Wagon provides and recognizes the hours required to carry out such activity. Town staff feels that if the Town had a similar program – distributing Town material to all newcomers in town – we would require greater resources to carry out the initiative. Staff feels we do not currently have the resources – both financial and time-wise – to carry out a similar program.

Regardless if the Town has the resources to carry out a similar initiative, staff feel it would be of great advantage to reach as many newcomers as possible with as much information as possible – something the Stouffville Welcome Wagon does very effectively.

For the above two reasons, staff feel that it would be advantageous for the Town to assist the Stouffville Welcome Wagon in disseminating their information and promoting their services.

Staff are recommending that Council exempt the Welcome Wagon from AP #71 to allow them to display their information in the lobby of Town Hall.

4. Financial Implications:

None.

5. Attachments:

1. Administrative Policy #71 – Usage of Town Communication Channels

Related Reports:

None.

Author: Glenn Jackson, Corporate Communications Specialist Department Head: Rob Raycroft, Deputy CAO/Corporate Services For further information on this report, please contact: Glenn Jackson, Corporate Communications Specialist at 905-640-1910 or 1-855-642-8697 ext. 2451 or via email at [email protected]

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ADMINISTRATIVE PROCEDURE NO. 71

SUBJECT: Usage of Town Communication Channels

DEPARTMENT: Communications/ Office of the CAO

EFFECTIVE: June 4, 2012 REVISED: April 25, 2018

AUTHORITY: CAO

1. OVERVIEW

To provide a standard policy for posting information on various Town communication channels by Town Staff and community groups. The policy is also intended to ensure that only appropriate messages are posted and that fair access is given to all users.

Policies on the use of the Town’s Social Media account can be found in Administrative Procedure 73 “Corporate Use of Social Media.” Policies regarding advertising in the Town publication “On the Road” and in local Newspapers can be found in Corporate Policy C008 “Advertising in ‘On the Road in Whitchurch-Stouffville’ and local newspapers.”

2. DEFINITIONS

‘Outdoor LED signs’ means any outdoor electronic display sign on Town of Whitchurch-Stouffville property (i.e. Municipal Offices, Lebovic Leisure Centre, Arenas, Museum and Community Centres).

‘Community Group’ means an association of individuals from Whitchurch-Stouffville, formed to advance a particular cause or interest.

‘Information kiosks’ refers to communication channels available in Town-owned facilities that include, but are not limited to, bulletin boards, print material stands and displays, and television screens. Town-owned facilities include the Municipal Offices, Lebovic Leisure Centre, 19 On the Park, Fire Halls, Arenas and Community Centres.

‘Communication Channels’ refer to the Community Calendar section of the Town’s website; outdoor LED signs; information kiosks; and the Town Banner on Main Street.

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3. POLICY

a. Town of Whitchurch-Stouffville Staff, and approved community groups may use Town communication channels to post information.

b. Should a large volume of requests be received, priority will be given as follows:

1st priority Town notices and information 2nd priority Community group information 3rd priority Items of interest to the general public

c. Information submitted will be reviewed and processed according to the procedures in Section 4 of this policy.

d. Information will not be published using Town Communication Channels if it: i. is commercial in nature and, in the Town's sole opinion, are attempting to advertise, promote or sell products or services of an individual or an individual business ii. is religious in nature and, in the Town’s sole opinion, are attempting to advertise, promote or sell products or services of a place of worship, or convey messages intending to express religious views, or is information relating to a place of worship iii. promotes, exhibits, illustrates or manifests hate or obscene, pornographic or sexual content of any kind iv. does not comply with municipal, provincial or federal legislation v. is intended to exclude a particular group or a number of groups vi. deemed to be political in nature.

4. PROCEDURES

4.1 Town’s Website

a. Requests to add information to the Town’s Community Events Calendar, including festivals, events, programs and meetings must be submitted directly through the Event Submission Form, which is available through this section of the website.

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b. To be considered for publication, the submission must be accompanied by a name and contact information of an individual from the event organizing committee. Anonymous requests will not be published.

c. Members of the public, not excluded by clause 3.d, may submit an event, a program or a meeting if these are open to the general public, occurs within the boundaries of Whitchurch-Stouffville or immediate vicinity and meets one of the following criteria:

i. It is sponsored or organized by the Town; ii. It is funded in full, or in part, by the Town; iii. It is organized by a Town affiliated group; iv. It is organized or funded by an order of government, other than the Town; v. It is organized by a government-funded agency or board; or vi. It is organized by a government affiliated group.

d. Notwithstanding the criteria listed above, the Town reserves the right to post, refuse to post, or remove information from the Town's Community Events, section of the website at any time, without notice.

e. All information submitted by a member of the public for publication on the Community Events, section of the website will be reviewed by Town Staff to ensure that, in the sole opinion and discretion of the Town of Whitchurch-Stouffville, the event meets or is in keeping with the intent of the above criteria.

4.2 Outdoor LED Signs

a. Requests to add messages to the Town’s outdoor LED signs must be submitted in writing using the ‘Request for Use of Outdoor LED Signs’ form in APPENDIX A. This form is to be completed and submitted to Communications Division by email at [email protected], in person, or by fax at 905-640-7957.

b. All updates to the Town’s LED signs will be made by Communications on Thursdays.

c. Approved messages may contain the following information:

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i. Town Information, including but not limited to announcements, meetings, events, initiatives, programs, and office closures. ii. Community Group Information, including but not limited to upcoming meetings, events, announcements, programs, initiatives and services.

d. Community Groups, not excluded by clause 3.d, may request to have a message displayed on the LED sign, if the Group meets one of the following criteria:

i. It is funded, in full or in part, by the Town; ii. It is a Town affiliated group; iii. It is an order of government other than the Town; or iv. It is a government-funded agency or board.

e. Guidelines and tips have been developed for those creating LED Messages and can be found in APPENDIX A.

f. The Town reserves the right to modify the wording, layout or location of messages.

g. Messages shall only be posted on any outdoor LED sign for a maximum of 14 days (or 2 weeks) or for a shorter period as indicated by the requestor on the completed form.

4.3 Information Kiosks

a. Requests to place information on Town information kiosks must be approved in advance by Communications, who can be contacted at 905-640-1910 / 1-855-642- 8697 ext. 2451 or by email at [email protected], or their designate.

b. Approved materials, not excluded by clause 3.d, include, but are not limited to, flyers, brochures, notices and posters, and will be displayed and removed as space and staff time permit. They must meet one of the following criteria:

i. It is produced by the Town; ii. It is funded, in full, or in part, by the Town; iii. It is produced by a Town affiliated group; iv. It is produced by an order of government, other than the Town; v. It is a publication the Town purchases paid advertising in;

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vi. It is produced by a government-funded agency or board; or vii. It is one of the following local newspapers: Stouffville Sun-Tribune, Stouffville Review, Stouffville Free Press or SNAPd Stouffville/Uxbridge.

c. The Town reserves the right to limit the amount of time an item is on display.

d. Notwithstanding the criteria listed above, the Town reserves the right to display, refuse to display, or remove information from the Town's facilities, without notice.

e. All information submitted by a member of the public for display will be reviewed by Town Staff to ensure that, in the sole opinion and discretion of the Town of Whitchurch-Stouffville, the publication meets or is in keeping with the intent of the above criteria.

4.4 Town Banner on Main Street

a. Requests to hang a banner on Main Street must be directed to the Public Works Department by phone at ext. 2247 or through email at [email protected].

5. DISCLAIMER

The Town of Whitchurch-Stouffville does not endorse or make any representation or warranty, expressed or implied, concerning the accuracy, quality or reliability of information submitted by community groups that has been posted on the Community Events section of the Town’s website, outdoor LED signs, information kiosks and the Town Banner on Main Street.

The Town will not publish any advertisements or other information (including website links) on the TV display screens at the Municipal Offices, on the Town’s website (other than the Community Events section) or within the Town’s newspaper advertisements by any organization other than the Town of Whitchurch-Stouffville or affiliated boards and committees or groups outlined above.

6. REFERENCES

• Administrative Procedure 56 - Media Relations

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• Corporate Policy C008 - Advertising in “On the Road in Whitchurch-Stouffville” and local newspapers • Administrative Procedure 73 - Corporate Use of Social Media • Administrative Procedure 72 - Corporate Identity Guidelines - Draft • Banner Policy

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APPENDIX A

Request for Use of Outdoor LED Signs

Please use this form to submit information for one message.

Date of request (DD/MM/YY):

Person(s) making request:

Full Name:

Telephone No.: Email Address:

Message to be posted:

Page 1:

Page 2:

Page 3:

Please note that each letter or character must fit within the spaces provided above. It is at the user’s discretion whether to display their message on 1, 2 or 3 pages up to a maximum of 120 characters (includes spaces and punctuation).

Requested dates to display message (maximum of 14 days): Please note all updates to LED signs will occur on the Thursday prior to your requested Start Date. Last minute requests will not be accepted unless deemed an urgent emergency.

Start Date (DD/MM/YY): End Date (DD/MM/YY):

Requested location(s) of message. Please choose up to 3 (three) signs:

Municipal Offices Bethesda Sports Field SCSC Firehall Ballantrae Community Centre 9th Line Arena Museum Memorial Park Station 52 Main and Sandiford

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Reminder: Any request is subject to the rules and requirements set out in the Usage of Town Communication Channels policy no. C007. The Town reserves the right to modify the wording, layout or the requested location of the message.

For questions/inquiries about this form, please contact Glenn Jackson by phone at 905-640-1910 or 1-855- 642-8697 ext. 2451 or by email at [email protected]

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Guidelines and Tips for LED Messages

The following guidelines and tips have been developed to help you create concise and effective LED messages.

Guidelines

• If submitting information for an event or meeting, it is recommended that messages contain all of the following components: o Name of event or meeting o Date and Time o Location (address or name of building) o Contact details (e.g. website* and/or phone number)

For example:

PANCAKE BREAKFAST Page 1 SUN JUN 9 10 AM – 1 PM Page 2 MEMORIAL PARK townofws.ca Page 3

Tips

Reduce the number of characters you use: • Shorten or abbreviate words (e.g. Whitchurch-Stouffville can be abbreviated as WS) • Shorten website links (e.g. www.townofws.ca/youth can be shortened to townofws.ca/youth)

Format to ensure consistency: • Dates should be formatted and written as follows (Day-Month-#): SAT JAN 7 • Time should be formatted and written as follows: 7 pm or 5-8 AM

Emphasize your message: • Use of uppercase letters is acceptable on LED signs for impact and readability

Avoid: • Long and wordy sentences (e.g. use ‘FUN FOR ALL’ instead of ‘FUN AND GAMES FOR EVERYONE’)

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• Inclusion of prices – this is to ensure that those interested in obtaining further information will use the contact details provided or the appropriate website to obtain this information • Punctuation unless it emphasizes a message (e.g. ‘FUN FOR ALL!’)

*If possible, inclusion of a website is recommended for LED signs over the use of phone numbers

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Town of Whitchurch-Stouffville Council Report Item 6

Subject: 2018 Investment Report (F12)

Staff Report No. FTS-012-19

Department: Finance and Technology Services

Date: May 21, 2019

Recommendation:

1) That Council receive Report No. FTS-012-19 for information.

1. Purpose:

The purpose of this report is to report to Council with respect to the investment portfolio of the Town. The report meets statutory provisions within the Municipal Act, 2001 and provides additional information to Council with respect to the management of investment funds.

2. Executive Summary:

Regulations under the Municipal Act, 2001, and the Town’s investment policy, seek to guide investment decisions to mitigate risk and generate a desirable rate of return. While adequate cash is required to meet the obligations of the Town, it is prudent to invest excess cash to improve the rate of return to the Town.

The Town utilizes an asset allocation strategy to improve the rate of return at risk levels consistent with the objectives of the investment policy. Liquidity is an important factor to ensure funds are available on a timely manner, however, short-term, readily available or liquid investments generally produce a lower rate of return than longer-term investments. Therefore, there is always a balance between the availability of funds and the opportunity to improve the return on investment.

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3. Background:

The investment of funds by municipalities is governed by the Municipal Act, 2001 and Ontario Regulation 438/97 (the” Regulation”). The Regulation is prescriptive with respect to allowable investments and reporting obligations. The Town has an Investment Policy which states principles to guide the management of funds and has additional direction with respect to the selection of investment securities. The objective of this additional direction is primarily to mitigate investment risk.

4. Analysis and Options:

The Treasurer has a responsibility to ensure that funds not required for day-to-day transactions are invested to generate a desirable rate of return while investing in a manner that is consistent with the Investment Policy of the Town and Provincial regulations under the Municipal Act, 2001.

4.1 The Investment Policy

The Investment Policy of the Town must be consistent with O. Reg 438/97 and may be more restrictive but not less restrictive. The Regulation and the policy seek to mitigate various investment related risks through prescriptive standards. The Regulation is highly prescriptive and places many constraints on the securities that may be utilized by municipalities and on the credit rating of the securities purchased.

Additionally, the Regulation requires that an investment for which the credit rating drops below either the Policy or the Regulation must be disposed of within a prescribed time. No investments fell below the standard required for investments during the period.

Further, investments must be consistent with investment policies and goals adopted by the municipality. Investments at year-end were consistent with the Policy.

4.2 Investment Strategy

The Town utilizes a range of investment options, not all of which are with the ONE Investment Program. The OIP’s options are limited, and the overall risk adjusted return may be enhanced with the selective utilization of other options. That is, for a given level of theoretical risk, the return on investment may be enhanced. The Town employs the concepts of Asset Allocation strategy to improve the investment return at a level of risk consistent with the objectives of the investment policy.

The liquidity or availability of funds to meet obligations is also important and factored into the allocation strategy. The Town must meet its financial obligations in a timely manner. Liquidity is high with pooled funds such as the OIP, and with short-term options such as high-interest savings accounts and short-term investment vehicles of less than 90 days. In anticipation of a strong demand for capital funding, the portfolio has been weighted throughout 2017 and into 2018 towards high interest savings and shorter-term vehicles

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such as GICs to ensure the availability of capital and reducing market fluctuation or volatility risk.

Although liquidity or the ability to cash-in investments may be high with the OIP, increases or decreases in the bond or equity markets can adversely influence the rate of return on investments. Money market funds may also have some limited market exposure based on the instruments held.

The portfolio allocation below shows allocations to short-term vehicles (HISA and GICs), to bonds (One Corporate Bond), and to equity through the One Equity Fund. The longer- term investment securities will provide higher rates of return but with higher risk, primarily through market volatility or uncertainty risk. For example, equities may provide the highest rates of return but with the greatest swings in value over the short to medium term. The preceding is a very simple overview of many options that are factored into the management of the portfolio.

4.2 Table 1: Investment Holdings Market Value at Percentage of Percentage of December 31, Percentage of Total Portfolio Market Value at Total Portfolio 2018 Related Porfolio December January 1, 2018 January ONE Investment Program High Interest Savings (HISA) $10,643,326 36.6% 22.4% $27,396,886 42.4% Money Market $60,344 0.2% 0.1% $59,493 0.1% Universal Corporate Bond $14,097,029 48.5% 29.7% $13,936,062 21.6% Equity Portfolio $4,243,488 14.6% 8.9% $4,370,901 6.8% Subtotal $29,044,187 100% 61.3% $45,763,342 70.8% RBC Dominion Securities Cash $0 0.0% 0.0% $68 0.0% Fixed Income $13,662,723 87.1% 28.8% $9,083,758 14.1% Investment Savings $2,030,676 12.9% 4.3% $6,345,254 9.8% Subtotal $15,693,399 100.0% 33.1% $15,429,080 23.9% RBC Banking Services RBC Operating Account(1) $2,680,376 $3,433,601 Total Portfolio $47,417,962 $64,626,023 Note: 1: Account became "high interest" in July of 2018 to match ONE HISA rates on deposits exceeding $3.0 million

The Town entered into an agreement with RBC in July to apply HISA equivalent rates to the operating account balance in excess of $3,000,000. On average the account balance is in excess of $20 million. Any amount in excess of $3 million, the average operating balance, should be considered an investment.

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4.3 Performance of the Portfolio

Table 2: One Investment Fund Returns (1) Return (1 Year) High Interest Savings (HISA) (2) 2.09 Money Market 1.43 Bond Portfolio (for comparison; no holdings) 1.51 Universal Corporate Bond Portfolio 1.16 Canadian Equity Portfolio -2.92 Notes: 1) As provided by the One Investment Program 2) HISA interest rate is 2.415% at December 31.

Table 3: RBC/Dominion Securities Returns (1) Return/ Yield Cash Equivalents/Investment Savings n/a Fixed Income 1.69% Net Earnings $261,303 (1) Returns as provided by RBC Dominion Securities

Table 4: Benchmarks

Indicators Bank Prime less 1.75% 2.20% GIC (Source: Bank of Canada) 1.30% Canada Bond (2-year) 1.91% TSX Composite Index -8.35% 1) As provided by the One Investment Program

4.3.1 Overview & Performance: ONE Investment Program

1. One HISA: At 22.4% of the portfolio, HISA represents a significant allocation. The HISA yield increased with the rising Canadian short-term interest rates. The fund has very short-term maturity, which insulates the performance from rising interest rates.

2. One Universal Corporate Bond (UCB): A pooled bond fund holding primarily provincial bonds, financial corporate bonds, and other corporates, but with a longer term to maturity (duration) of just under six years compared to the Bond Portfolio of 3 years. Corporate bonds performed better than government bonds, although the variation in returns is greater for the UCB because of the high proportion of corporate bonds. The UCB benchmark is a composite of four indices, 88% weighted to the FTSE TMX Canada All Government Bond Index (48%) and the FTSE TMX Canada short-term Corporate A Index on a four-year moving average.

3. Equity Fund: After a record high in the 3rd quarter, the S&P TSX fell sharply in the 4th quarter, driven by global economic concerns, giving up 10% of its value. The

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modest consolation is that the Equity Fund outperformed the S&P/TSX Composite Index (the benchmark) by over 5%

Figure 1: One Universal Corporate Bond Performance

Source: ONE 2018 Annual Report

4.3.2 Overview & Performance: RBC Dominion Securities

The portfolio is 87% financial institution securities and 13% investment savings. The weighted average return of 1.69% exceeded the Bank of Canada GIC at 1.3%, its closest comparison. The Guaranteed Investment Certificate (GIC) fixed income securities held in the RBC portfolio are as follows:

Table 5: Fixed Income Securities (GICs) at December 31, 2018 Security (at Market Value) Maturity Rate Amount National Bank 01/28/2019 1.56 $3,043,338 HSBC Bank 01/29/2019 2.05 $3,056,614 Royal Bank 05/17/2019 1.90 $1,264,836 HSBC Bank 05/17/2019 2.05 $1,012,805 National Bank 05/17/2019 2.17 $2,229,821 Royal Bank 12/17/2019 2.62 $1,404,410 Vancity Credit Union 12/17/2019 2.75 $97,102 RBC Mortgage Corp 12/17/2020 2.85 $388,424 B2B Bank 12/17/2020 3.08 $97,115 Canadian Tire Bank 12/17/2020 3.00 $97,112 Canadian Western Bank 12/17/2020 3.12 $97,116 Canadian Western Trust 12/17/2020 3.12 $97,116 Effort Trust 12/17/2020 2.95 $97,108 Equitable Bank 12/17/2020 3.09 $97,115 General Bank of Canada 12/17/2020 3.08 $97,115 Home Trust Company 12/17/2020 3.16 $97,118 ICICI Bank Canada 12/17/2020 3.13 $97,116 Laurentian Bank 12/17/2020 3.08 $97,115 LBC Trust 12/17/2020 3.08 $97,115 Versabank 12/17/2020 3.01 $97,112

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Report No. FTS-012-19 - 2018 Investment Report (F12) Page 63 of 123 Council Report May 21, 2019

The RBC portfolio was set to maximize liquidity while seeking to enhance the return for the fixed income portion. Securities maturing in early 2019 have been reinvested in a GIC security due 02/06/2020. The short duration is to create flexibility around future interest rate changes and cash flow requirements.

4.4 Portfolio Transactions

Deposits/ Redeemed/ Interest, Account Opening Reinvest Withdrawals Gain/(Loss) Closing One Investment Program HISA $27,396,886 $48,700,000 ($66,000,000) $546,440 $10,643,326

Money Market Book Value $59,568 $867 $60,435 Market Value $59,493 $867 (16) $60,344

Univ. Corp. Bond Book Value $13,451,963 $342,774 $13,794,736 Market Value $13,936,062 $342,774 ($181,806) $14,097,209

Equity Book $3,247,429 $3,247,429 Market $4,370,901 ($127,413) $4,243,488

RBC Dominion Securities Cash $68 ($68) $0 Fixed Income $9,083,758 $7,526,465 ($3,000,000) $52,500 $13,662,723 Short-term $6,345,254 ($4,317,421) $2,843 $2,030,676

Disposition of securities from the One Investment Program is for operating and capital funding. Disposition from RBC Dominion Securities is to restructure the portfolio and to meet operating and capital obligations.

4.5 Forward Strategy

The economic consensus is for a slowing of the Canadian GDP to approximately 1.2% in 2019 and increasing modestly to approximately 1.8% in 2020. On that basis, no central bank rate hikes are expected. With sufficient liquidity in the ONE high-interest savings and the RBC short-term account, as guaranteed securities mature in 2019, some consideration may be given to rate enhancement through longer maturities, although the penalty is currently small for funds remaining in the HISA account.

Equity holding has been reduced over the last 18 months, but some market exposure has been experienced in the actively managed bond account with the ONE program. The relative portfolio allocations will be reviewed in the next month or so to set the forward strategy for 2019 through early 2020.

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Report No. FTS-012-19 - 2018 Investment Report (F12) Page 64 of 123 Council Report May 21, 2019

5. Financial Implications:

There are no direct financial implications arising from this report.

6. Attachments: none

7. Related Reports: BA Report #1, Corporate Investment Policy, March 3, 2015

Author: Brian Parrott Department Head: Brian Parrott, Director of Finance and Technology Services/Treasurer For further information on this report, please contact: Brian Parrott at 905-640-1910 or 1-855-642-8697 ext. 2243 or via email at [email protected]

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Report No. FTS-012-19 - 2018 Investment Report (F12) Page 65 of 123 Town of Whitchurch-Stouffville Council Report Item 7

Subject: Vendor Payments (F01)

Staff Report No. FTS-015-19

Department: Finance and Technology Services

Date: May 21, 2019

Recommendation:

1) That Council endorse Electronic Funds Transfer (EFT) as the primary means of payment to vendors; and

2) That Council endorse weekly EFT payments and monthly manual cheque payments to vendors; and

3) That Council require vendors to agree to EFT payment for new and renewing contracts, excluding specified exceptions.

1. Purpose:

The purpose of this report is to seek Council endorsement of EFT as the primary means of payment to vendors and the reduction of manual cheque runs to once per month.

2. Background:

Cheque fraud is among the oldest and most common forms of financial crime. Even with the advent of electronic payment products, cheques account for billions in payments each year, making cheques a prime target for fraudulent activity.

There are many types of cheque fraud. The three most common are: • Counterfeit – cheques not written or authorized by the legitimate account holder; • Forged – stolen cheque not signed by account holder; and

Report No. FTS-015-19 - Vendor Payments (F01) Page 66 of 123 Council Report May 21, 2019

• Altered – an item that has been properly issued by the account holder but has been intercepted and the payee and/or the amount of the item have been altered.

Cheque fraud can be carried out by individuals both internal and external to the organization. The Town needs to be aware of and keep current on the different types of cheque fraud and take measures to safeguard assets and reduce risk.

Internal risks are not the focus of this report as measures are in place to mitigate this risk. The Town has implemented the following best practices to reduce the opportunity for fraud:

• Cheque stock held in a secure location; • Daily review of bank transactions; • Monthly reconciliation of bank statement; • Continuity of cheque numbers verified; • Magnetic ink character recognition encoding (MICR); • Segregation of duties; o Setting up new vendors segregated from processing payments; o Processing payments segregated from bank reconciliation; • On-line payments for payroll source deductions, EHT and HST; and • Encouraging vendors to sign up for EFT.

3. Analysis and Options:

Since cheques are the payment form most vulnerable to fraud attempts, it makes sense that reducing the number of cheques processed, will decrease the likelihood of being targeted.

3.1 Benefits of EFT

Electronic payments can eliminate risks associated with a paper-based exchange and will provide benefits to both the Town and our vendors. EFT transforms detective controls into preventative controls, simplifies the payment process, utilizes fewer resources and provides cost savings.

Benefits to vendors include:

• Protection of confidential information; • No live cheques which could be vulnerable to theft or loss, in the mail or in-transit; • Improved cashflow with faster payments direct to their bank account; • No impact from postal disruptions; • Administrative savings through the elimination of the need to prepare and deliver bank deposits to the bank; and

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Report No. FTS-015-19 - Vendor Payments (F01) Page 67 of 123 Council Report May 21, 2019

• Safety of vendor’s employees with the elimination of travelling to the bank to make deposits.

Benefits to the Town include:

• Fewer late payment charges; • Better audit trail; • Reduction in the cost of postage, materials and the printing of cheques; and • Administrative cost and time savings.

3.2 Consequences of Cheque Fraud

If the Town were to be the target of a major cheque fraud scheme the consequences would be onerous. The Town’s current bank account would require closing, a new account would need to be established and an order for new cheques placed. The lead time to print new cheques is approximately 2 weeks. However, additional testing of new cheques to ensure the encoding can be read by the bank could result in further delays and the inability to pay invoices by their due date. Late payments fees may be incurred as a result of these delays.

It could take six (6) months from the detection of fraudulent activity to complete all the necessary steps to open a new account, inform vendors and reset all pre-authorized payments (PAP) for tax and water customers. It would take months for all cheques issued on the old bank account to clear requiring continuous monitoring to observe further fraudulent activity on the account.

Fraud not only erodes the Town’s assets, it can contribute to negative sentiment with the public, tarnish the Town’s reputation and diminish credibility. While it is difficult to put a price on the cost of being a victim to fraud, it is clear that the Town needs to take steps to remove the opportunity for fraud.

3.3 EFT Compliance

During the first quarter of 2019, the Town has issued a total of $14 million to vendors, excluding another $14 million in payments to the Region and school boards for tax and water payments. Statistics on the first quarter of 2019 are identified in Table 1.

The Town issued a total of 1,450 cheques and EFT payments January 1st to March 31st with EFT representing 62% of the payments issued.

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Report No. FTS-015-19 - Vendor Payments (F01) Page 68 of 123 Council Report May 21, 2019

Table 1 – Quarter 1 Cheques and EFTs processed

January February March Total # cheques 197 164 186 547 $ cheques 1,468,960 1,263,651 1,234,369 3,966,980

# EFT 281 261 361 903 $ EFT 3,191,761 2,679,979 4,203,075 10,074,815

Total # payments 478 425 547 1,450 # EFT % 59% 61% 66% 62%

Some measures have already been taken to move toward higher EFT compliance. All employees receive payments electronically for any expense reimbursement and payment of payroll source deductions, employer heath tax and HST remittances are all paid electronically. Vendors are continually encouraged to enroll in EFT during the procurement process. A mass EFT enrollment was undertaken in 2014 that saw EFT compliance increase from 46% to 53% by 2016.

Option A (Recommended)

Staff are recommending a mass mailing of the EFT enrollment form to all vendors not currently enrolled. With Council’s endorsement, staff aspire to achieve 95% compliance. There will always be a few exceptions as not all vendors will be willing participants. To encourage enrollment, the mailout will include text describing the benefits of EFT payments as well as advising that the Town will reduce frequency of processing manual cheques from weekly to only once per month.

Through the procurement process, EFT enrollment will be a requirement to do business with the Town. It is recommended that new and renewing vendors be required to consent to EFT payment, excluding one-time and small payments such as Leisure program refunds, arts and entertainment and sports official payments and where cash or credit card is used.

Option B

Maintain status quo, EFT is not a requirement to do business with the Town and payments continue to occur weekly.

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4. Financial Implications:

Financial savings to the Town to move toward 95% vendor EFT payments compliance will be realized in a reduction to the quantity of cheque stock required, printing, mailing and staff time. If the estimated cost to produce one manual cheque is $1.35 for postage, cheque stock and envelope, 95% vendor compliance would decrease the number of manual cheques issued in a year by approximately 3,000 cheques, representing a savings of $4,000, not including the staff time saved to print and process each mailing.

5. Attachments:

None

6. Related Reports:

None

Author: Carol Brown, Manager, Financial Services Department Head: Brian Parrott, Director, Finance & Technology Services For further information on this report, please contact: Brian Parrott, Director, Finance & Technology Services at 905-640-1910 or 1-855-642-8697 ext. 2243 or via email at [email protected]

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Report No. FTS-015-19 - Vendor Payments (F01) Page 70 of 123 Ap~ as Addeodum Item f .;2/ A',fcouncil M ti

• • • 1llWNOP • WHITCHURCH-STOUFFVILLE

Town of Whitchurch-Stouffville Council Memorandum

To: Mayor Lovatt and Members of Council

From: Carol Brown, Manager of Finance & Co-Deputy Treasurer

Copy: Roman Martiuk, CAO Gillian Angus-Traill, Clerk

Date: May 21, 2019

Subject: Vendor Payments - Report No. FTS-015-19

Please be advised that Table 1 - Quarter 1 Cheques and EFTs processed is incorrect. The table should be replaced with the following:

T a bl e 1 - Q ua rt er 1 Ch eques an d EFTs processe d ,.. January February March Total # cheques 197 " 164 " 186 547 ...... $ cheques 1,468,960 1,263,651 1,234,369 3,966,980

# EFT 281 261 361 903 $ EFT 3,191,761 2,679,979 4,203,075 10,074,815

Total# payments 478 425 547 1,450 #EFT% 59% 61% 66% 62%

Report No. FTS-015-19 - Vendor Payments (F01) Page 71 of 123

Town of Whitchurch-Stouffville Council Report Item 8

Subject: Final Capital Budget Allocations (F05)

Staff Report No. FTS-016-19

Department: Finance & Technology Services

Date: May 21, 2019

Recommendation:

1) That Council approve an amended 2019 Capital Budget of $16,908,500, not including previously approved projects carried over.

1. Purpose:

The purpose of this report is to seek approval of the final recommended 2019 Capital budget and to provide Council with a report on the recommended allocation of the $963,500 that remained unallocated after the 2019 Capital Budget deliberations.

2. Background:

On February 26, 2019, Council deliberated on the proposed 2019 Capital Budget and 2020-2028 Capital Plan. As a result of those deliberations, several projects were either cancelled or deferred resulting in $963,000 of unallocated capital funding. Several options for applying these funds were discussed, such as additional road resurfacing, building maintenance and Town beautification projects. Staff made an initial suggestion that unspent funds be conserved due to the existing infrastructure rehabilitation funding gap, and not allocated to any new projects. However, additional review was required to assess the funding sources and overall impact on the department workplan of these changes. Council requested that staff report back on the suggested allocation of these funds and this report contains staff’s analysis and recommendations.

Report No. FTS-016-19 - Final Capital Budget Allocations (F05) Page 72 of 123 Council Report May 21, 2019

3. Analysis and Options:

The following table summarizes the impact of the changes approved by Council at the February 26, 2019 Council meeting:

Table 1 – 2019 Capital Budget Changes Tax-Based Project ID – Name Development Funding & Water & Total Charges Other Sewer Reserves Reserves Draft Budget $ 3,293,000 $ 11,358,000 $ 3,221,000 $ 17,872,000 Cost Increase / Advanced 1025 – Vandorf Rehabilitation - 150,000 - 150,000 0839 – Lakeshore Stabilization - 250,000 - 250,000 Cancelled 1159 – Lakeshore Twinning (150,000) (150,000) (300,000) 1059 – Deputy Chief’s Vehicle & 1062 – Deputy Chief’s Equip. (73,500) (25,000) - (98,500) Deferred 0709 – Edward St Reconstruction - (135,450) (79,550) (215,000) 0615 – Cricket Pitch (313,200) (86,800) - (400,000) 1220 – Pedestrian Bridge - (350,000) - (350,000) Total Budget Changes (536,700) (197,250) (229,550) (963,500)

Final Budget as Amended $ 2,756,300 $ 11,160,750 $ 2,991,450 $ 16,908,500

As illustrated in Table 1, the 2019 capital projects deferred or cancelled are primarily funded from development charges and water & sewer reserves, both of which are facing deficits. The $197,250 of net savings from tax-based reserves are primarily related to projects which have been deferred to 2021 rather than cancelled, such that these funds will still be needed to complete the projects in the near future.

In addition, Public Works staff have advised that it is likely that another project will be required to achieve the outcomes of the original Lakeshore Twinning project, and accordingly, while this project has been cancelled, funds will be required at some point during the 10-year forecast, though the scope and cost of the future project cannot be reasonably estimated at this time.

Given the above information, staff offer the following options:

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Report No. FTS-016-19 - Final Capital Budget Allocations (F05) Page 73 of 123 Council Report May 21, 2019

Option A (Recommended)

As only $25,000 of tax-based funding related to projects was cancelled, Finance staff recommend that the 2019 budget, as amended, be approved by Council without further changes, that the unspent funds be uncommitted from the applicable reserves and reserve funds in 2019 and that those funds be made available to fund the deferred projects or other priority projects in future years. Given the known pressures on the Town’s reserves, the fact that the debt to reserve ratios are below their targets, and the full workplan that remains in place for departments despite the deferrals and cancellations, Finance staff believe that this is the most prudent course of action.

Option B (Not Recommended)

Council may wish to direct staff to advance other priority projects to utilize the funds available in any of the funding categories shown in Table 1. This will require the approval of the required funding as well as the endorsement of additional staff resources to execute those projects in 2019.

4. Financial Implications:

Financial implications are outlined above, and the full 2019 Capital Budget analysis is presented in report FTS-007-19 Capital Budget Overview.

5. Attachments:

None.

6. Related Reports:

FTS-008-19 – 2019 Budget Approval Report (F05) FTS-007-19 Capital Budget Overview (F05)

May 21, 2019 – FTS-016-19 Final Capital Budget Allocations (F11)

Author: Danna Munns, Manager of Budgets & Planning Department Head: Brian Parrott, Director of Finance & Technology Services For further information on this report, please contact: Brian Parrott, Director of Finance & Technology Services at 905-640-1910 or 1-855-642-8697 ext. 2243 or via email at [email protected]

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Town of Whitchurch-Stouffville Council Report Item 9

Subject: Contract Award for WS-RFT-19-24 – Supply and Delivery of Two (2) Single Axle Plow Units (F18)

Staff Report No. PW-013-19

Department: Public Works

Date: May 21, 2019

Recommendation:

1) That Council approve the award of contract for Request for Tender WS-RFT-19- 24 – Supply and Delivery of Two (2) Single Axle Plow Units to Currie Truck Centre for $552,924.44 including 13% HST; and

2) That Council authorize Staff to dispose of all applicable surplus vehicles and equipment and return all proceeds from the disposal to Capital Reserves; and

3) That Council authorize the Mayor and Clerk to sign all necessary documents.

1. Purpose:

The purpose of this report is to seek Council approval to award Request for Tender of two single axle plow units identified in the 2019 Capital Budget, as well as authorization to dispose of surplus vehicles relating to this award.

2. Background:

In the 2019 Capital Budget, Council approved funding for the purchase of the following vehicles as replacement units due to age and condition:

Report No. PW-013-19 - Contract Award for WS-RFT-19-24 – Supply and Deli...Page 75 of 123 Council Report May 21, 2019

Vehicle Description Budget Amount

Single Axle Dump Truck (replace unit #7-06) $250,000 Single Axle Dump Truck (replace unit #13-93) $250,000

It was determined after the 2019 Capital Budget process was complete, Unit #7-67 requires replacement prior to Unit #13-93 based on age and condition. Unit #13-93 will be scheduled to be replaced in 2020.

3. Analysis and Options:

In accordance with the Town’s Procurement By-law, Tender WS-RFT-19-24 - Supply and Delivery of Two (2) Single Axle Plow Units was advertised publicly on March 27, 2019 on the online portal Bids and Tenders. In addition, a total of two (2) vendors were notified of the bid opportunity via email, including past successful bidders.

One (1) bid was received on Tuesday, April 30, 2019 at 3:00 pm from Currie Truck Centre. The bid was checked for completeness, compliance and accuracy, and was deemed to be compliant. The Bid submission is summarized below.

No. of Bid Price (including 13% Vendor Description Vehicles HST)

Currie Truck Centre Single Axle Plow Unit 2 $552,924.44

Based on a single bid being received, staff completed a review to determine whether to award the contract or re-tender in an effort to increase bidder competition. The following factors were considered:

• Although only one bid was received, the tendering process was competitive and consistent with the requirements of the Town’s Procurement By-law 2017-084-FI.

• There are no delivery time constraints that prevented additional bidders from responding.

• The technical specifications are considered industry standard and do not constrain the pool of bidders.

• Pricing was provided using Broader Public Service of the Province of Ontario Ministry of Government Services Vendor of Record arrangement OSS-00163907, and as such all vehicles were subject to concessions (discounts) provided by the manufacturer.

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• Public Works has purchased similar vehicles in recent years, allowing for very accurate budget estimates and an understanding of fair market pricing.

• The bid price is within the Capital Budget amount.

Based on these factors, the bid price is considered to represent good value for money and staff recommend proceeding with the contract award.

Following delivery of the vehicles, some additional costs will be incurred and therefore included in the final capital project cost. Additions required for all vehicles include: corporate branding at an estimated cost of $500 per vehicle and Automatic Vehicle Locator (AVL) System at an estimated cost of $500 per vehicle.

4. Financial Implications:

The total cost of the complete vehicles, including the estimated cost for the additional items such as installation of the Automated Vehicle Locating (AVL) Systems, corporate branding and net HST (1.76%) will determine the budget impact. All identified additional costs are to be funded from the Capital Budget as they are integral to each vehicle and contribute to the total capital cost of the vehicle for financial reporting purposes. As indicated in the table below, the cost of the vehicles and additional items is within budget.

Project & Vehicle Cost Budget Cost Incl. Tender (including equipment) Impact Net 13% HST Part Excluding HST 1.76% HST Vehicle: $244,494 366 Licensing & Taxes: $184 Part A Corporate Branding & AVL: $1,000 $249,998.69 $277,592.22 Total: $245,678 Approved Budget: $250,000 Vehicle: $244,494 1019 Licensing & Taxes: $184 Part A Corporate Branding & AVL: $1,000 $249,998.69 $277,592.22 Total: $245,678 Approved Budget: $250,000

Surplus vehicles (7-06 & 7-67) will be disposed of through a public auction service and the proceeds of disposal will be returned to the appropriate Capital Reserve.

5. Attachments:

None

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6. Related Reports:

None

Author: Peter Wyllie, C.E.T., Manager of Operations Department Head: Brian Kavanagh, Director of Public Works For further information on this report, please contact: Peter Wyllie, C.E.T., Manager of Operations at 905-640-1910 or 1-855-642-8697 ext. 4245 or via email at [email protected]

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Town of Whitchurch-Stouffville Council Report Item 10

Subject: Bill 108 – Proposed Changes to the Land Use Planning Appeals System (D08)

Staff Report No. DS-025-19

Department: Development Services

Date: May 21, 2019

Recommendation:

1) That Council express concerns to the Province regarding the proposed changes in Bill 108 relating to the Local Planning Appeal Tribunal process and procedures and statutory review timelines; and

2) That a copy of Report DS-025-19 be submitted to the Provincial Planning Policy Branch and the Region of York for information; and

3) That Council direct Town staff to continue to monitor the proposed changes to the Planning Act and report back to Council as required.

1. Purpose:

The purpose of this report is to provide Council with an update on the proposed changes being considered to the Planning Act, through the More Homes, More Choice Act, 2019 (Bill 108), specifically as they relate to the Local Planning Appeal Tribunal (LPAT) appeals process and statutory timelines for planning approval authorities to make a decision on planning applications. Furthermore, Town staff recommends that this report be forwarded to the Province and the Region of York expressing the Town’s concerns with the proposed legislation.

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2. Background:

The More Homes, More Choice Act, 2019 (Bill 108), was introduced to the legislature and received First Reading on May 2, 2019. The Province is accepting comments on Bill 108, which has been posted to the Environmental Registry, with a commenting deadline of June 1, 2019. Bill 108 proposes extensive amendments to Ontario’s planning regime and various legislation, including the: Planning Act, Conservation Authorities Act, Development Charges Act, Endangered Species Act, Environmental Assessment Act, Local Planning Appeal Tribunal Act, and Ontario Heritage Act, among others.

The purpose of this report is to highlight the key changes being considered to the Planning Act, through Bill 108, as they relate specifically to the Local Planning Appeal Tribunal (LPAT) appeals process and statutory timelines for planning approval authorities to make a decision on planning applications, and the potential implications on the Town.

At this time, it remains uncertain as to when, and in what form the Act will receive Royal Assent and take effect. The final content of Bill 108 has not yet been determined and proposed regulations are not yet available, which are anticipated to include transitional matters and Local Planning Appeal Tribunal Act regulations, including revisions to the LPAT’s Rules of Practice and Procedure.

Bill 108 proposes to repeal many of the amendments enacted through the Building Better Communities and Conserving Watersheds Act, 2017 (Bill 139). Bill 139 renamed and reconstituted the Ontario Municipal Board (OMB) as the LPAT, and made significant changes to the Planning Act and land use planning approval process.

Council was generally supportive of the changes proposed by Bill 139 when considering staff report DS-026-17.

Reduced Decision Timelines for Planning Applications

The statutory timelines for planning approval authorities to make a decision with respect to official plan, official plan amendment, zoning by-law amendment and plan of subdivision applications are significantly reduced, which would allow appeals based on a non-decision of the planning approval authority to occur sooner.

The changes being considered to the statutory timelines for planning approval authorities to make a decision are: i. official plan and official plan amendment decisions are changed from 210 to 120 days; ii. zoning by-law amendment decisions are changed from 150 to 90 days; and iii. plan of subdivision decisions are changed from 180 to 120 days.

Furthermore, Bill 108 restricts third party appeals related to non-decisions on official plan amendments. The proposed changes would provide that only the municipality that adopted the plan, the Minister (if the Minister is not the approval authority), and in the

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case of an official plan amendment, the person or public body that requested the amendment.

The proposed statutory timelines are even shorter than they existed prior to Bill 139, as outlined in the following table.

Planning Application Appeal Timelines Planning Pre-Bill 139 Bill 139 Proposed in Bill 108 Application

Official Plan/ Official 180 days 210 days 120 days Plan Amendment

Zoning By-law 120 days 150 days 90 days Amendment

Draft Plan of 180 days 180 days 120 days Subdivision

The proposed changes through Bill 108, also remove the extension of time for appeal provisions, which provided for a 90 day extension to official plan amendments at the request of the person or public body that made the request, or by written notice from the municipality to the approval authority, which allowed for further mediation prior to filing the appeal.

Local Planning Appeal Tribunal and Appeal Process

Certain amendments made to the Planning Act by the Building Better Communities and Conserving Watersheds Act, 2017 (Bill 139) are to be repealed, with the general intent to revert back to the appeal procedures that were previously in place under the OMB. The intended outcome is that the appeal process will occur faster, and reduce the backlog of existing cases. Furthermore, it is intended to establish a consistent appeals process, subject to the new rules, as opposed to different procedures and requirements that apply to cases appealed under the former OMB verses the LPAT.

The changes to the LPAT appeals procedures that were previously introduced by Bill 139 were intended to give municipal council greater decision making authority on matters that directly affected their municipality, and limit the decision making authority of the LPAT to matters of consistency or conformity with Provincial policies, plans, and the upper-tier official plan.

The LPAT’s two hearing process would be replaced by a single hearing with the intent to make the process more efficient. The proposed changes would also broaden the LPAT’s jurisdiction over major land use planning matters (i.e., official plans and zoning by-laws) and give the Tribunal the authority to make a final determination on appeals. The provisions under the current Planning Act, restrict the grounds for appealing an

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official plan, official plan amendment, and zoning by-law amendment to only matters of inconsistency with a policy statement, non-conformity with or conflict with a provincial plan or, in the case of the official plan of a lower-tier municipality, non-conformity with the upper-tier municipality’s official plan. If these tests were not met, the LPAT is required to uphold Council’s decision and dismiss the appeal. If these tests were met, the LPAT would refer the decision back to the municipal council for further consideration. The municipality would then have 90 days to reconsider the matter, and prepare a revised plan or by-law to address the deficiencies identified by the LPAT. If the municipality fails to make a decision within 90 days, or if its revised decision does not address the deficiencies, then the LPAT would hold a full hearing upon receipt of a second appeal. The LPAT was then authorized to approve, modify, or refuse all or part of the plan or by-law.

Bill 108, if enacted, would require an appellant who intends to appeal on the grounds noted above, to explain in the notice of appeal how the decision is inconsistent with, fails to conform with or conflicts with the other document, but would no longer be limited to just those grounds. The tests for official plan amendments will be what constitutes “good planning” on the merits of the application, not just conformity with an upper-tier official plan, Provincial Plan, or consistency with the Provincial Policy Statement. The LPAT would then be authorized to make a final decision.

Furthermore, Bill 108 provides that where new evidence is presented at a hearing, and was not provided to the municipality before council made the decision, the Tribunal may, consider whether the information could have materially affected the council decision. If the Tribunal determines, that it could have done so, it shall not be submitted into evidence until council is given an opportunity to reconsider its decision in light of the new information. Council is then given the opportunity to make a written recommendation to the Tribunal. At such time, the Tribunal “shall have regard” to council’s recommendation if received within the specified time period.

Once the revisions to the Local Planning Appeal Tribunal Act are implemented, it is expected that the LPAT will revise and reissue its Rules of Practice and Procedure to remove many of the previous Bill 139 related procedures.

3. Analysis

Reduced Decision Timelines for Planning Applications

Bill 108 proposes significant reductions to the statutory timelines for planning approval authorities to make a decision on official plans, official plan amendments, zoning by-law amendments and plans of subdivision, which would allow appeals to the LPAT based on a non-decision to occur much sooner.

The proposed reduced timelines would place significant constraints on Town staff resources to appropriately review, circulate applications to commenting agencies, and

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to consult with the community, in order to provide Council with informed recommendations. Many applications are very complex and require a thorough technical review of supporting information and studies, including receiving comments from relevant agencies and peer reviews. The ability to respond to the applications in a timely manner will be further exacerbated by pressure on agencies to respond to circulations in a timely manner. More complex applications require numerous resubmissions and recirculation to address staff and agency comments, prior to making a recommendation on the application. Furthermore, the timing of the applicant to revise and resubmit additional information and revised studies is beyond the control of the Town. Town staff is concerned that the proposed changes would result in more applications being appealed to the LPAT, further burdening the appeals system and restricting local decision-making authority on planning matters.

Local Planning Appeal Tribunal and Appeal Process

The changes to the LPAT appeals procedures that were introduced by Bill 139 were intended to give municipal Council’s greater decision making authority on matters that directly affected their municipality, and limit the decision making authority of the LPAT to matters of consistency or conformity with Provincial policies, plans, and the upper-tier official plan.

Bill 108 essentially proposes to revert back to many of the OMB appeals procedures that were in place prior to Bill 139. In staff’s view the changes will significantly reduce the ability of Council to make an informed planning decision on matters that directly impact the Town, thus greatly reducing local planning decision making authority. This is further exacerbated by the reductions in the statutory review timelines. The proposed changes would give the LPAT the final decision making authority, and the LPAT would only “have regard” to Council recommendations, based on comments provided by Council in instances where new evidence is introduced at a hearing.

4. Next Steps

It is recommended that Council express concerns to the Province regarding the proposed changes in Bill 108, indicating that the Town does not support the proposed changes, as they relate to: • reduced statutory timelines for planning authorities to make a decision on planning applications; and the • changes to the LPAT appeals process which generally revert back to the OMB appeals process and limits local municipal council decision making authority.

It is also recommended that Council request that the Province undertake a fulsome consultation with municipalities on the proposed changes in Bill 108.

Furthermore, it is recommended that a copy of this report be submitted to the Provincial Planning Policy Branch as the Town of Whitchurch-Stouffville’s comments on proposed Bill 108, as they relate to the proposed changes to the Planning Act.

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Town staff will continue to monitor the proposed changes to the Planning Act and report back to Council as required.

5. Financial Implications:

None

6. Attachments:

None

7. Related Reports:

DS-026-17: Provincial Bill 139: Proposed Changes to the Ontario Municipal Board and Conservation Authorities Act (L11)

Authors: Randall Roth, Senior Policy Planner Meaghan Craven, Manager Policy Planning

Department Head: Haiqing Xu, Director of Development Services For further information on this report, please contact: Randall Roth, Senior Policy Planner, Development Services at 905-640-1910 ext. 2260 or via email at [email protected]

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Town of Whitchurch-Stouffville Council Report Item 11

Subject: Council Meeting, Order of Business

Staff Report No. CS-012-19

Department: Corporate Services

Date: May 21, 2019

Recommendation:

2) That Council direct staff to amend the 2019 Council Meeting Schedule to have the following start times for Regular Council Meetings for the purposes of adjourning into Closed Meeting, as required:

• Council Members Start Times: 3:00 p.m. or 6:00 p.m. • Published Public Start Times: 4:00 p.m. or 7:00 p.m.

1. Purpose:

The purpose of this report is to provide Council with options to address concerns raised with the Order of Business for a regular Council Meeting regarding the holding of a Closed Meeting of Council as defined in the Procedural By-law.

2. Background:

At the April 16, 2019 Council Meeting, Council adopted the following resolution regarding Council Closed Meetings:

WHEREAS Council enacted Procedural By-law 2016-001-RE, as amended, to govern the proceedings of Council Meetings; and

WHEREAS the Procedural By-law prescribes the Order of Business for a regular Council Meeting and identifies the item entitled “Resolution to Hold a Closed Meeting” towards the end of the meeting agenda; and

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WHEREAS concerns have been raised by meeting attendees, including those participating through the live stream, that the waiting time between Council resolving into Closed Meeting and any potential Items Arising from the Closed Meeting is unpredictable; and

WHEREAS Council wish to address this concern.

THEREFORE, BE IT RESOLVED that Council direct the Clerk to report back with potential options to address this concern at the May 21, 2019 Council Meeting.

3. Analysis & Options:

3.1 Procedural By-law

Section 5.2 of the Procedural By-law states that no later than December of each year, Council shall set the schedule of Meetings for the following year. This schedule allows the public, Council members and staff to plan their participation accordingly. The schedule may be amended from time to time, but the regularly scheduled meetings set in the initial schedule are rarely amended. Council members and staff who require to attend Council Meetings can plan around their other commitments to be able to participate fully in their role.

Section 7 of the Procedural By-law regulates the order of business for Council Meetings identifying “Resolution to Hold a Closed Meeting” and “Items Arising from a Closed Meeting” as agenda items 16 and 17 respectively in a 19-step agenda, therefore being held towards the end of the meeting.

Section 7.5 of the Procedural By-law states that the Clerk may, prior to issuing the meeting agenda and having confirmed that a quorum will be available, schedule the meeting to start earlier than the published start time for the sole purpose of adjourning into closed meeting. This provision was put in place primarily to allow outside consultants who would be taking part in a Closed Meeting to have a confirmed start time rather than sitting through the Open Meeting in anticipation of the Closed Meeting starting. This provision has been successfully utilized on several occasions when external legal and more recently the new Fire Chief were attending Closed Meetings.

3.2 Concerns

Concerns have been raised by meeting attendees, including those participating through the live stream, that the waiting time between Council resolving into Closed Meeting and any potential Items Arising from the Closed Meeting is unpredictable. These concerns prompted the April 16, 2019 Council Meeting resolution. Based on this concern, a suggestion was voiced that all Closed Meetings should be held prior to the scheduled Council Meeting and the Items Arising from a Closed Meeting would be one of the first items to be dealt with in the Open Meeting.

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Concerns have been raised by staff that if Council recommends that all Closed Meetings be held prior to the scheduled Council Meeting the start time for the majority (77%) of meetings will not be known until less than a week prior to the meeting, once the agenda has been finalized. This flexible start time could potentially impact all Council members and staff who may be challenged to plan their attendance around their other commitments to be able to participate fully in their role.

Concerns have been raised by Council members and electors regarding any potential change of timing for the Closed Meeting to occur prior to the scheduled time for a Council Meeting. The main concern being the availability of Council members, particularly members who have full time jobs, having the flexibility to change their schedule with less than a week’s notice. If a member is unable to attend their ward is not being represented at the table during significant discussions.

Concerns have been raised that when the Open Meeting agenda is extensive, the Closed Meeting is being held after several hours of open deliberations for Council members. Many issues that are discussed in Closed Meeting may be better considered prior to the Open Meeting providing fresh and focused input.

3.3 Options

Option A (Recommended)

Afternoon Council meetings: Council Members Start Time 3:00 p.m.; Council will “Recess into Closed Meeting” Published Public Start Time 4:00 p.m.; Council will “Reconvene into Open Meeting”

Evening Council meetings: Council Members Start Time 6:00 p.m.; Council will “Recess into Closed Meeting” Published Public Start Time 7:00 p.m.; Council will “Reconvene into Open Meeting”

The following shall be adhered to: • The “Reconvene into Open Meeting” shall occur at the Published Public Start Time or as soon thereafter. • If the Closed Meeting is adjourned prior to the Published Public Start Time, Council shall recess and reconvene at the Published Public Start Time. • If the Closed Meeting is still in progress at the Published Public Start Time Council shall either: o Conclude the Closed Meeting in a timely fashion, taking into consideration the Published Public Start Time of the Open Meeting; or o Recess the Closed Meeting, move forward with the Open Meeting and reconvene into Closed Meeting later in the agenda.

Following the “Reconvene into Open Meeting”, “Roll Call” and “Declaration of Interest” the next item on the agenda will be “Items Arising from a Closed Meeting”. The balance of the agenda will follow the current order of business starting with “Adoption of Minutes”.

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This option allows a consistent annual schedule of Council Members Start Times and Published Public Start Times for meetings except under exceptional circumstances. This option would still allow the Clerk, prior to issuing the meeting agenda and having confirmed that a quorum will be available, to schedule the meeting to start earlier than the Council Members Start Times for the sole purpose of adjourning into Closed Meeting if the Mayor and CAO anticipate the meeting will last longer than the one hour allocated.

This option allows for cost savings as outside consultants and external legal who would be taking part in a Closed Meeting would have a confirmed start time. This option also addresses all concerns listed in section 3.2.

Option B

Afternoon Council meetings: Council Members Start Time identified less than a week prior to the meeting; Council will “Recess into Closed Meeting” Published Public Start Time 3:00 p.m.; Council will “Reconvene into Open Meeting”

Evening Council meetings: Council Members Start Time identified less than a week prior to the meeting; Council will “Recess into Closed Meeting” Published Public Start Time 7:00 p.m.; Council will “Reconvene into Open Meeting”

Option C

Council do not amend the Procedural By-law with regard to Closed Meetings.

4. Financial Implications:

There are no financial implications in this report.

5. Attachments:

None

6. Related Reports:

None

Author: Gillian Angus-Traill, Clerk Department Head: Rob Raycroft, Deputy CAO/Director, Corporate Services For further information on this report, please contact: Gillian Angus-Traill, Clerk at 905-640-1910 or 1-855-642-8697 ext. 2224 or via email at gillian.angus- [email protected]

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Town of Whitchurch-Stouffville Council Report Item 12

Subject: Updates to Information Technology Administrative Policies

Staff Report No. FTS-017-19

Department: Finance and Technology Services

Date: May 21, 2019

Recommendation:

2) That Council approve Administrative Policy No. 81 – Bring Your Own Device Policy; and

3) That Council approve delegated authority to the Chief Administrative Officer (CAO) for any amendments to the above administrative policies in the future.

1. Purpose:

The purpose of this report is to seek approval from Council of proposed revisions to a number of existing information technology related administrative policies along with the adoption of a new policy.

2. Background:

A number of the Town’s existing administrative policies pertaining to information technology related matters have not been updated in several years. As such, revisions have been proposed to the following policies to bring them up to date with current technology management standards and align with modern cybersecurity best practices:

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• AP No. 46 – Information Technology Security Policy • AP No. 50 – Internet, Email, and Instant Messaging Acceptable Use Policy • AP No. 67 – Mobile Device Policy

Administrative Policy No. 46 and 50 were last revised in 2002 and 1999 respectively and, as such, required a complete rewrite to bring them up to date. Administrative Policy No. 67 – Mobile Device Policy, was last updated in 2014 and needed minor updates to reflect current mobile device technology (e.g. remove references to pagers) while adding section 2.1.5 to cover mobile device security.

In addition, a new Bring Your Own Device (BYOD) policy is being proposed to allow employees and members of Council to opt to use a personally-owned mobile device for work purposes. The goal of this new policy is to provide end users with the flexibility to choose the type of mobile device which best suits them while ensuring that the appropriate mechanisms are in place to safeguard the Town’s sensitive enterprise data.

3. Analysis and Options:

Cybersecurity has become a top concern for the Town due to a recent spate of ransomware attacks that have specifically targeted Ontario municipal governments. It is important that an organization’s IT related policies are reviewed and updated from time to time to both keep pace with technological advancements while also confronting the latest security threats. The revisions proposed to AP No. 46, 50, and 67 will bring these policies up to date so that they address the latest technologies while improving the overall security posture of the organization.

The newly proposed Bring Your Own Device (BYOD) policy will provide employees and members of Council the flexibility to use a personally-owned mobile device for work purposes. Participants in this program will enjoy the benefit of using a mobile device of their preference which, in many cases, is one they already own for personal use. They will also benefit from not having to carry around multiple devices. In return, the Town could realize some capital cost savings on the purchase of corporate mobile devices in the future.

Option A (Recommended)

That Council approve revisions to the following information technology related Administrative Policies: • AP No. 46 – Information Technology Security Policy • AP No. 50 – Internet, Email, and Instant Messaging Acceptable Use Policy • AP No. 67 – Mobile Device Policy;

In addition, it is recommended that that Council approve Administrative Policy No. 81 – Bring Your Own Device Policy.

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Option B

That Council defer the proposed policy revisions and opt to maintain the status quo.

4. Financial Implications:

With the introduction of a Bring Your Own Device (BYOD) policy, the Town has the opportunity to realize some capital cost savings on the purchase mobile equipment in the future. The magnitude of any such savings will be entirely contingent on the number of corporate mobile users who opt to enroll into this program. The Town currently owns approximately 120 corporate smartphones which have a typical replacement cost of $300 to $600 depending on the type of device. The current practice is to keep a smartphone in circulation for at least 3 years before it is evaluated for replacement depending on its working condition, manufacturer lifecycle status, and contract eligibility for discounted pricing on a new device.

Employees who are eligible to be issued a Town-owned device (per AP67 Wireless Device Policy) but choose to instead participate in the BYOD program will receive a fixed monthly allowance of $45 as compensation. For members of Council, in recognition of the fact that they have significantly higher business utilization, this monthly allowance will instead be $65. These monthly allowance amounts were calculated based on the average cost of providing a corporate device under the Town’s current carrier agreement. As such, the costs offset and there should be no impact to the operating budget as a result of the BYOD program.

5. Attachments:

1. AP46 - Information Technology Security Policy 2. AP50 - Internet, Email, and Instant Messaging Acceptable Use Policy 3. AP67 - Mobile Device Policy 4. AP81 - Bring Your Own Device Policy

6. Related Reports:

None

Author: Vince Arcuri, Manager, Information Technology Services Department Head: Brian Parrott, Director of Finance and Technology Services/ Treasurer For further information on this report, please contact: Vince Arcuri, Manager, Information Technology Services at 905-640-1910 or 1-855-642-8697 ext. 2285 or via email at [email protected]

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Information Technology Security Policy

Effective: June 3, 2019 Supersedes: Formerly AP No. 46 Computer Security

Applicable All employees Authority: CAO to:

1.0 Overview The objective of this policy is to ensure the confidentiality, integrity, and availability of systems, data, and information (i.e. assets) that are owned and managed by the Town of Whitchurch- Stouffville. These three principals are defined as follows for the purposes of this policy:

• Confidentiality is the protection of all information system assets from unauthorized entities • Integrity ensures the modification of any information system assets is handled in an authorized manner • Availability refers to the continuous and reliable access to information system assets for authorized users

This policy applies to all information technology related hardware, software, business applications, and data networks that comprise the Town of Whitchurch-Stouffville’s computing environment.

2.0 Policy 2.1 End User Computing Environment

2.1.1 Equipment Usage The Town of Whitchurch-Stouffville provides many computing tools to its employees to aid them with carrying out their job functions and enhance their productivity. These tools include personal computers, smartphones, software, data networks, telephone systems, printers, etc. All employees will adhere to the following guidelines with respect to computing equipment:

1. Employees will ensure that reasonable effort is taken to handle all company issued computing equipment with care to ensure the long and useful life of the equipment. 2. Town owned equipment of significant value will have an asset tag label affixed to it and will be inventoried accordingly by the Information Technology department. Under no Page 1 of 8

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circumstances should employees tamper with the asset tag label placed on any equipment. 3. Fixed assets such as desktop computers, monitors, printers, etc. are not to be relocated or removed from any Town facilities under any circumstances without approval of the Information Technology department. 4. End users who are issued a notebook PC will be provided with a security cable which must always be utilized when not in either a secured (non-public access) area within Town premises or their own residence.

5. When travelling with any equipment, employees will take all reasonable precautions to deter the theft of any equipment in their possession. 6. In the event any device or equipment in their possession is stolen, the employee must immediately notify the Town’s Information Technology department to report the incident.

2.1.2 Account Management All access to any of the Town’s secured information system assets will be controlled through the use of individual accounts which will be issued to authorized users. User accounts will be managed by the Information Technology department who will be solely responsible for the creating, modifying, disabling or removing any accounts from systems. In select situations, the Information Technology department may delegate some account management duties for specific business systems to end users where appropriate.

2.1.3 Access Control End user accounts to specific information systems are to be provided with the least set of rights/privileges required by the individual to perform the tasks required of them. End user access to a given system must be designed to enforce the appropriate separation of duties to avoid conflicts of interest. The Information Technology department will be solely responsible for assigning and maintaining access rights granted to end user accounts for all systems. Where necessary, the Information Technology department will consult with the business owners of a system to determine the appropriate access rights to be granted to an end user. In select situations, the Information Technology department may delegate some access management duties for specific business systems to end users where appropriate.

2.1.4 Passwords Individual user accounts will require the use of passwords to authenticate the user’s identity and provide the appropriate access to a given information system asset. Where deemed necessary by the Information Technology department, additional authentication mechanisms (e.g. digital certificates, tokens, multi-factor authentication, etc.) may be instituted to further safeguard an information system asset. All employees must conform to the following guidelines with respect to passwords:

1. Passwords must conform to the length and complexity requirements established for a

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given information system asset. 2. Passwords must not be reused between different systems and must be unique to each system for which access has been granted. 3. Passwords must be safeguarded, not stored in plain sight or handled in any manner in which they can be easily disclosed to others. 4. Passwords are to be kept confidential and not to be shared with others under any circumstances.

2.1.5 Restrictions on Administrative Rights The granting of administrative rights to any employee of the Town over an individual desktop or notebook PC is strictly forbidden. Subject to the approval of the Manager, Information Technology Services, exceptions will be granted in only the following situations where this level of access is deemed necessary:

1. An individual’s job description requires him/her to be able to reconfigure system settings, install various types of software, or routinely perform any system administration tasks. 2. A specific and approved software title required by an individual to carry out their job function requires this level of access in order to function correctly.

2.1.6 Anti-Virus and Malicious Software All corporate owned personal computers connected to the Town’s private local area or wide area network must have a standard, supported anti-virus software package installed. This software must be active, scheduled to perform virus checks at regular intervals, and have its virus definitions kept up to date at all times. All employees must conform to the following guidelines pertaining to anti-virus and malicious software:

1. End users are strictly forbidden with tampering or otherwise interfering with the normal operation of the anti-virus software installed on any PC. 2. Any activity to deliberately introduce or distribute any type of malicious software (i.e. virus, worm, malware, etc.) over the Town’s corporate network is strictly prohibited and may result in disciplinary action. 3. If an employee suspects that a computer is infected with any type of malicious software, they must immediately report the incident to the Information Technology department. 4. No employee should attempt to remove, clean, or otherwise try to mitigate the effects of any type malicious software without direction from the Information Technology department. 5. Under no circumstances are employees permitted to connect any of their personal devices to the Town’s private corporate network.

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2.1.7 Remote Access (VPN) Remote access to the Town’s private corporate network is available to any employee with the approval of their immediate manager or supervisor. Remote access must utilize the standard, approved, and supported virtual private networking (VPN) technology managed by the Information Technology department subject to the following guidelines:

1. Remote access (VPN) is only available for use on approved Town issued corporate devices. Employees who do not have regular access to an approved corporate device may sign-out a loaner notebook PC for offsite use. 2. The employee shall be responsible for the cost of any Internet services required to facilitate remote access from an offsite location. 3. Employees with VPN access will take all reasonable precautions to prevent unauthorized access to the Town’s internal corporate network. Under no circumstances are they to share their account credentials and/or corporate issued equipment with another individual. 4. Employees shall act in accordance with all applicable Town policies while utilizing remote access. 5. The use of any unapproved software (e.g. LogMeIn, GoToMyPC, TeamViewer, etc.) not sanctioned by the Information Technology department to facilitate remote access to the Town’s private corporate network is strictly forbidden.

2.1.8 Software Usage The Information Technology department shall be solely responsible for the procurement, installation, and configuration of approved software titles on all Town owned personal computers. Employees will conform to the following guidelines with respect to any software provided by the Town:

1. All software titles will be utilized in conformance with each vendor’s software licensing agreement and in full compliance with applicable Canadian copyright law. 2. No software is to be installed on any Town owned computer without the expressed approval of the Information Technology department. 3. Should a non-standard software title be required by an individual, it can be requested from the Information Technology department with the approval of their immediate manager or supervisor. A valid business justification must accompany any request for non-standard software. The Information Technology department reserves the right to reject any request for a non-standard software title. 4. The Information Technology department will regularly monitor/audit software installations on all Town owned personal computers to ensure compliance with this policy.

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2.1.9 Usage of Removable Media Employees using any type of removable media or USB-related storage devices (e.g. thumb drives, memory sticks, SD memory cards, etc.) to store, back-up or transport any sensitive Town owned business data must, without exception, use a secured device that has been approved by the Information Technology department. Only media devices which implement strong, hardware-based data encryption mechanisms (e.g. FIPS, AES, etc.) will be deemed acceptable for use to house any of the Town’s business data. Once information stored on removable media is no longer needed, the device must be completely and irreversibly sanitized of that data before it can be reused.

2.1.10 Usage of Business Data All data residing in any corporate information asset is the exclusive property of the Town of Whitchurch-Stouffville. Employees with access to business data for the purposes of carrying out their job duties will take all reasonable precautions to safeguard that information to maintain confidentiality and individual privacy in full compliance with the Municipal Freedom of Information and Protection of Privacy Act. The usage, extraction or disclosure of any Town information for non-authorized personal or commercial purposes is strictly prohibited. 2.2 Infrastructure Computing Environment

2.2.1 Network Firewalls The Information Technology department will be responsible for deploying and managing perimeter firewalls between the Internet and the Town’s private corporate network to safeguard the Town’s computing environment as follows:

• Firewalls will be configured to monitor and control communications, filter Internet traffic, and prevent public access to the Town’s internal networks. • All inbound traffic originating from the Internet will be blocked from accessing the Town’s private corporate network. Only select traffic originating from the Town’s DMZ (described below) will be granted controlled and limited access to the internal network. • Outbound traffic originating from within the Town’s private corporate network to external Internet services will be allowed with the exception of services that fall into an identified restricted category. Examples of restricted service categories for which access will be blocked include:

o Adult/pornography o Bot nets o Gambling o Proxies o Spam/malware sources o Personal storage/file sharing o Remote access services The above is not a comprehensive list of the restricted service categories and the Information Technology department reserves the right to amend the type of network traffic being blocked as it deems necessary. • An employee may request a change to the firewall configuration in order to permit

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previously disallowed traffic with the approval of their immediate manager or supervisor. A valid business justification must accompany any exemption request submitted to the Information Technology department in order to assess the potential risk it poses against the rationale provided. The Information Technology department reserves the right to reject any request to permit certain traffic through the firewall if it deems the risk to be unacceptable.

2.2.2 DMZ for External Services The Information Technology department will be responsible for maintaining a DMZ environment (de-militarized zone) that will host all external-facing, public services that are accessible over the Internet. The DMZ will function as a separate, isolated network between the Internet and the Town’s private corporate network that will allow publicly accessible services to be hosted in a secure manner that limits the exposure of sensitive or confidential data to unauthorized users. Any business application that implements publicly accessible services must be partitioned such that the external-facing components (e.g. websites) are hosted in the DMZ while the remaining portions of the system that contain sensitive information (e.g. databases) are safeguarded within the Town’s private internal network.

2.2.3 Patch Management All end-client devices, servers, software, and other equipment must be regularly patched and keep up to date with the latest software revisions to reduce system vulnerabilities and promote the reliable performance of systems.

1. Patches will be categorized as low, moderate, or high priority in order to establish the timeframe in which they will be applied. 2. All patches will only be obtained directly from the appropriate vendor or other trusted sources and will be authenticated for integrity prior to being deployed. 3. Any new end-client device, server, software or other equipment will be fully patched before being deployed into a production environment. 4. All patches for existing equipment, software, or systems will first be fully tested in a test environment or, where no such environment exists, under a limited deployment. Only once the stability and effectiveness of a patch has been established may it be scheduled for promotion to a production environment or more broadly distributed. 5. A backout plan must be established before the deployment of any patch to allow for its rollback in the event of unforeseen side effects.

2.2.4 Third-Party Access On occasion, outside parties such as vendors, contractors, and consultants will require access to the Town’s information system assets for the purpose of performing approved work. Town employees who enter into arrangements with third-parties requiring such access will ensure that:

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1. The Information Technology department shall receive at least 48-hours notice if a third- party is scheduled perform work in any secured computer room on Town premises. Details of the date, time, type of work, and who on Town staff will be accompanying the vendor must be provided. 2. Should an IT staff member need to be available to escort the third-party, an appointment needs to be scheduled at least 3 business days in advance with the Information Technology department. 3. Employees will ensure that all reasonable measures are taken to protect Town owned computer equipment and systems while work is performed by the third-party. 4. The Information Technology department reserves the right to refuse access to a third- party or postpone any work to be carried out should it interfere with normal business operations or present undue risk to computer equipment or systems. 5. Third-parties requiring remote access to Town systems must request such access from the Information Technology department. Approval for short-term, limited, and tightly controlled remote access is contingent on a strong business rationale. If granted, any remote access by a third-party must utilize the standard, approved, and supported virtual private networking (VPN) technology managed by the Information Technology department.

2.2.5 Operational Procedures The Information Technology department will be responsible for the secure operations of all information and data processing systems within the Town in accordance to the following:

1. All enterprise business systems will have separate production and test environments in place. The appropriate change management procedures will be enforced to ensure any changes to systems are first evaluated in a test environment before being promoted to a live production system. 2. Regular backups of all Town owned data and systems will be conducted using the following strategy: • Daily backups for up to one (1) month stored on-site locally for immediate access • Weekly backups for up to three (3) monthly backups stored at a secondary Town location for near-term access • Monthly backups for up to seven (7) years stored with secure cloud storage provider for long-term access This backup scheme will cover all data contained in the Town’s business systems, all production servers, all departmental and corporate network shares (S: and T: drives), all personal files (H: drive). The backup system will be tested on a quarterly basis at minimum to validate that Town data can be reliably recovered should it be necessary. 3. Routine preventative and regular maintenance of all information systems will be scheduled as necessary to take place outside of the Town’s regular business hours. Where appropriate, notification will be provided to affected business users to advise of

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system outages that may result. 4. Every effort will be made to avoid unexpected system outages that affect the Town’s business operations. Should such an incident take place, affected business users will be notified as quickly as possible and kept apprised as to when the system is expected to be back online. 5. Whenever possible, all systems will be configured to record all critical system and administrative activities undertaken by end users into a log file. Such event logs will be available to aid with the investigation of system performance issues and security incidents. 6. Prior to the disposal of any Town owned equipment, all appropriate measures will be taken to fully sanitize devices of any corporate data they contain in a manner that is completely irreversible and non-recoverable.

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Report No. FTS-017-19 - Updates to Information Technology Administrative... Page 99 of 123 Attachment 2 Town of Whitchurch-Stouffville Administrative Policy and Procedure No. #50

Internet, E-mail, and Instant Messaging Acceptable Use Policy

Effective: June 3, 2019 Supersedes: Formerly AP No. 50 Acceptable Use Policy for Computer, Internet, and E-Mail

Applicable All employees Authority: CAO to:

1.0 Overview The objective of this policy is to outline the appropriate use of the Town of Whitchurch- Stouffville’s Internet resources including e-mail and instant messaging communications. This policy applies to all Town employees who are granted access to these resources.

2.0 Policy Employees of the Town of Whitchurch-Stouffville may be provided with Internet access, e-mail, and instant messaging privileges where appropriate in carrying out their job duties. These privileges are subject to the guidelines listed below:

1. Employees using any corporate Internet services will do so in a manner that always complies with all Town policies. 2. Internet services will not be used to engage in any illegal activities including, but not limited to, copyright infringement, fraud, harassment, hacking or tampering with any computer systems. 3. Using Internet services to access to pornographic, obscene, gambling, gaming, entertainment and all other inappropriate activities is strictly prohibited. Filtering mechanisms may be employed to restrict access to services deemed to be inappropriate at the discretion of the Information Technology department. 4. Corporate Internet services shall not be used to carry out any for-profit or commercial activities not directly pertaining to the Town, distributing solicitations or advertisements (i.e. spam), or carrying out any political activities. 5. Occasional, limited personal use of corporate Internet services is permitted provided that it does not have a noticeable impact on overall employee productivity, is not disruptive to other staff, it does not interfere with the Town’s normal business operations, and is in accordance with all Town policies. 6. The Town may monitor usage of Internet services and the Information Technology

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department may review an employee’s usage history to ensure compliance with this policy. 7. The Town is not responsible for any of the information found on the Internet and assumes no liability for any damages claimed by employees using this service. 8. All e-mail and instant messages sent by Town employees are to be authored in a respectful, courteous and professional manner. 9. Employees are prohibited from forwarding their corporate e-mail account to any other account or server outside of the immediate control of the Town’s Information Technology department (e.g. Gmail, Hotmail, etc.) 10. Sending of large attachments by e-mail should be used judiciously. While attachments totaling up to 35 MB per message are permitted, employees are encouraged to instead provide a link to any reference documents stored in an accessible location (e.g. network share or SharePoint). Sending unreasonably large attachments to a sizeable group of recipients is discouraged. 11. Employees will take all reasonable efforts to defend against phishing or other malicious messages they may receive. They should be cautious about clicking any links or opening any attachments embedded within a message, particularly if they do not know the sender or if the context of the message seems unusual. All suspicious messages should be forwarded to the Information Technology department and then immediately deleted from the end-user mailbox. 12. The transmission of any confidential or sensitive information (e.g. credit card numbers, banking information, social insurance numbers, etc.) by e-mail or instant messaging is strictly prohibited. Any such information sent by e-mail or instant message may be subject to being intercepted by an unauthorized third-party due to the lack of security or encryption inherent with these modes of communication. 13. The Town may monitor usage of e-mail and instant message services and the Information Technology department may review an employee’s usage history to ensure compliance with this policy. Archival and backup copies of messages may be retained by the Town even after they have been deleted by an end-user. 14. All messages are deemed to be official records owned by the Town and may be subject to disclosure in response to Freedom of Information requests under the Municipal Freedom of Information and Protection of Privacy Act. 15. Employees must use only approved web browsers, e-mail clients, and instant messaging software provided by the Information Technology Department. The use of any other unauthorized software (e.g. file sharing, peer-to-peer networking, secure messaging, etc.) in conjunction with the Town’s corporate Internet services is strictly prohibited. 16. When an employee goes on any leave of absence for more than 1 month at a time, the Information Technology department must be notified so that the e-mail account can be suspended until the return of the employee.

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Mobile Device Policy

Effective: June 3, 2019 Supersedes: Formerly AP No. 67 Wireless Devices

Applicable All employees Authority: CAO to:

1.0 Overview The operation of mobile devices is an important element in the efficient and effective delivery of Town services. Employees assigned a mobile device for Town business must operate it in a professional, safe and fiscally responsible manner.

The purpose of this policy is to:

1. Establish the criteria for issuing and using Town-owned mobile devices (e.g. smartphones, tablets, mobile Internet modems, etc.) 2. Outline the expectations regarding the use of mobile devices while operating a motor vehicle on Town business. The Town is imposing additional restrictions on the use of mobile devices beyond any restrictions imposed by law. These further restrictions help to ensure the safety of both staff and the public.

Individual Department Heads may augment this Town policy with specific provisions that apply to particular occupations within a Department.

2.0 Policy 2.1 Criteria for Issuing and Using a Town-owned Mobile Device

2.1.1 Authorization A Department Head may request the assignment of a mobile device to an employee if required in the performance of his or her job responsibilities. Justification for the mobile device must be based on the criteria set out in Appendix A and formally requested from the Information Technology department using the form provided in Appendix B. All costs for purchase of any requested mobile devices, accessories, and communication services will be the responsibility of the requesting department.

2.1.2 General Provisions 1. The service provider for all corporate issued mobile devices will be the Town’s

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recommended vendor(s) as determined and managed by the Information Technology department. 2. The specific model of mobile device and communication services provided to an end- user will be determined by the Information Technology department based on the business justification criteria specified on the form provided in Appendix B. 3. The Town is required to retain all records of mobile device invoices, pursuant to the Town’s retention policies and schedules. In accordance with the Municipal Freedom of Information and Protection of Privacy Act, the municipality may be required to disclose any records within the possession of the Corporation concerning the usage of Town equipment by individual users. 4. An employee may be required to pay the replacement or repair costs for any lost or damaged mobile device caused by the employee’s negligence. 5. The mobile device(s) and accessories are property of the Town, and therefore the employee must surrender the assigned mobile device(s) and accessories upon request by the employee’s Manager or Department Head at any time. 6. When an employee goes on any leave of absence for more than 1 month at a time the mobile device and its accessories must be handed in to their Supervisor, Manager or Department Head. The Information Technology department must be notified so that the device can be suspended until the return of the employee to minimize the costs associated with maintaining this device. 7. The Town may review, audit and inspect Town-issued mobile device records at any time.

2.1.3 Town-Issued Mobile Device Misuse 1. Town supplied mobile devices are provided to employees for business purposes. Employees must not perform unethical or unlawful activities with the assigned device. 2. Employees shall act in accordance with all applicable Town policies while utilizing mobile devices. 3. Misuse of the mobile device by an employee may result in removal of the device and/or disciplinary action.

2.1.4 Personal Use of Town-Issued Mobile Devices 1. Town owned and issued mobile devices are for official Town business only. However, for the ease of administration and the practicality of not having to carry multiple devices, it is acknowledged that emergencies may occur and may result in minor incidental personal usage. 2. Employees may be required to reimburse the Town for personal usage costs. Some examples of personal usage costs are long distance calls, roaming long distance calls, roaming data usage, roaming usage, directory assistance charges, and text messaging charges.

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3. It is the responsibility of the employee to notify their department’s administrator of any personal usage so that arrangements for reimbursement can be made.

2.1.5 Mobile Device Security 1. The Information Technology department must approve all mobile devices that will have access to any enterprise data (e.g. email, text messages, data files, etc.) or be connected to the Town’s corporate network infrastructure. 2. The Information Technology department will employ a mobile device management (MDM) solution to secure mobile devices, enforce policies, and remotely manage devices. Any mobile device that will have access to enterprise data (e.g. email, text messages, data files, etc.) or connect to the Town’s corporate network infrastructure must be registered under the MDM solution. End users are strictly forbidden from tampering or otherwise interfering with the normal operation of the MDM solution installed on any mobile device. 3. Only mobile apps which have been approved by the Information Technology department may be installed on corporate mobile devices. The MDM solution will be used to monitor and strictly enforce compliance with this policy. 4. Should a non-standard mobile app be required by an individual, it can be requested from the Information Technology department with the approval of their immediate manager or supervisor. A valid business justification must accompany any request for non-standard mobile apps. The Information Technology department reserves the right to reject any request for a non-standard mobile app. 5. When travelling with any mobile devices, employees will take all reasonable precautions to prevent the loss or deter the theft of any equipment in their possession. 6. In the event any mobile device in their possession is lost or stolen, the employee must immediately notify the Town’s Information Technology department to report the incident. 7. In the event a mobile device is reported missing, the Information Technology department is authorized use the MDM solution to remotely perform any of the following actions to a mobile device as deemed appropriate to recover or otherwise prevent unauthorized access to the enterprise data on the device: a. Use geolocation to track and attempt to pinpoint the last known device location b. Send a message to be displayed on the mobile device c. Change the security PIN of the device or otherwise lock the device d. Wipe all data on the mobile device 8. Under no circumstances are employees permitted to utilize any personal mobile devices to access any of the Town’s enterprise data (e.g. email, text messages, data files, etc.) or to connect to the Town’s corporate network infrastructure.

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3.0 Procedures 3.1 Guidelines for Issuing a Town-owned Mobile Device 1. If an employee’s supervisor determines that a mobile device would be beneficial to the employee in delivering services, they must complete the form provided in Appendix B, taking into account the criteria in Appendix A. An electronic version of this form is available from the Town’s internal portal. All costs for purchase of any requested mobile devices, accessories, and communication services will be the responsibility of the requesting department. 2. Employees assigned a mobile device will be instructed by the supervisor in the proper use of the device. 3. If an employee goes on any leave of absence for more than 1 month, the mobile device must be handed in to the departmental administration staff, who in turn will forward the device to the Information Technology department for asset tracking purposes. 4. Upon separation from employment an employee with a Town assigned mobile device will return it promptly to their supervisor. 3.2 Use of a Mobile Device While Operating a Motor Vehicle on Town Business Employees assigned a mobile device will be advised by the supervisor of the Town’s policy with respect to using the device while operating a motor vehicle on Town business. 3.3 Use of Mobile Devices When Travelling Outside Canada Employees travelling outside of Ontario and/or Canada and who are required to use their mobile device for approved business purposes while travelling for any length of time should, with the approval of their Department Head, notify the Information Technology department at least two weeks in advance. This will allow IT to investigate and identify the appropriate roaming package and advise on additional costs to be expected by the department.

4.0 References • Progressive Discipline Policy - Admin Procedure No. 16 • Vehicle Operation Policy – Admin Procedure No. 31 • Information Technology Security Policy – Admin Procedure No. 46 • Internet, Email, and Instant Messaging Acceptable Use Policy – Admin Procedure No. 50 • Occupational Health and Safety - Admin Procedure No. 52 • Town of Whitchurch-Stouffville Vehicle and Equipment Operator’s Guide • Highway Traffic Act, Section 78 • Occupational Health and Safety Act

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APPENDIX A - Guidelines for Determining Need and Type of a Wireless Device Certain job functions benefit from the use of a mobile device. An employee is eligible for such a device when their job duties require its frequent use. The following are guidelines for staff and supervisors to determine the type of mobile device that would be most appropriate for their job functions. Smartphone Without a Data Plan A smartphone without a data plan may be issued to an employee when: • An employee cannot adequately meet communications needs with other available alternatives such as landlines, a paging device or a radio; • Access to a mobile device is required by an employee for health and safety reasons; • It is required to directly enhance an employee's job responsibility of protecting the health and safety of the general public; • It is required for an employee to better respond to environmental emergencies; • It is required for on-call personnel required to respond to critical system failures or service disruptions after hours; • The employee’s job requires 2-way communications in a mobile environment due to their work within multiple buildings/sites; • Frequent travel is required and there is a need to stay in contact with the office or clients; and/or • The shared use of a mobile device should be considered where appropriate (e.g. where employees in a group share on-call responsibilities on a rotating basis) Smartphone With a Data Plan A smartphone with a data plan may be issued to an employee when: • The employee may be required to respond to emails outside of standard business hours; • The employee is required to respond to emails during standard business hours while away from their regular work station or work environment. Their inability to respond to emails on a regular basis would negatively impact service delivery; • The job function requires emergency response (e.g. the employee is a member of the Emergency Operations Committee (EOC) or is an EOC alternate); • The employee works in a mobile environment and requires email confirmation or email authorization from their supervisor or other staff to perform job functions; • The job function involves working from multiple locations or there is a need for remote access to e-mail and calendar; • The employee is the Chief Administrative Officer or Department Head.

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Tablet Computers A tablet device may be issued to an employee when: • The employee requires access to an approved corporate mobile application while working in the field; • The device will aid the employee with real-time capture of data from a remote location; • The device will aid the employee with real-time access to documents, drawings, plans, maps, etc. from a remote location • The job function requires mobile computing that can be best satisfied with a tablet device Mobile Internet Device A mobile Internet device may be issued to an employee when: • The employee requires Internet access from their notebook PC when working from remote locations that do not regularly have free wi-fi hotspots available • The employee needs the ability to VPN into the Town’s corporate network to access enterprise data or application when working from remote locations that do not regularly have free wi-fi hotspots available • The employee does not have a corporate smartphone to provide tethered Internet access to their notebook PC when working remotely • The employee needs to regularly establish a wi-fi hotspot in a remote location to provide Internet access to a number of client devices

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APPENDIX B – Mobile Device Justification Form

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Bring Your Own Device (BYOD) Policy

Effective: August 6, 2019 Supersedes: None

Applicable All employees and members of Authority: CAO to: Council

1.0 Overview The purpose of this policy is to define standards, procedures, and restrictions for employees and Council members who wish to use a personally-owned mobile device to aid with carrying out their job duties for the Town of Whitchurch-Stouffville. This policy is meant to address the following specific scenarios:

1. Employees and Council members who are eligible to be issued a Town-owned mobile device under administrative policy #67 but choose to use a personally-owned mobile device in lieu because they prefer the manufacturer/model of phone they own and/or do not want the inconvenience of having to carry multiple devices. 2. Employees who are not eligible to be issued a Town-owned mobile device under administrative policy #67 but would like voluntary and occasional access to enterprise data (e.g. email, calendar, etc.).

The goal of this policy is to provide end users with the flexibility to choose the type of mobile device which best suits them while also ensuring that the appropriate mechanisms are in place to safeguard the Town’s sensitive enterprise data.

2.0 Policy 2.1 General Provisions 1. Employees who are eligible to be issued a Town-owned device (per AP67 Wireless Device Policy) but choose to instead utilize their own personal mobile device will receive a fixed monthly allowance of $45 as compensation. For members of Council, in recognition of the fact that they have significantly higher business utilization (including more long distance charges and data usage), this monthly allowance will instead be $65. The amount of the monthly allowance is calculated based on the cost of providing a corporate device under the Town’s current carrier agreement and will be reviewed whenever a new service contract is negotiated. 2. Eligible employees and members of Council (per AP67 Wireless Device Policy) who

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participate in the BYOD program will have the monthly allowance amount of added to their payroll deposits. All compensation received in relation to this policy will be treated as a taxable benefit in accordance with Canada Revenue Agency guidelines. 3. The cost of the monthly allowance paid to eligible participants (per AP67 Wireless Device Policy) under this program is to be charged to each respective department. Departments are responsible for budgeting for this expense appropriately to cover the costs of annual enrollments within their business unit. 4. Employees who are not entitled to a Town-owned mobile device under administrative policy #67 but would like to participate in this program are not eligible for the monthly allowance. Usage of a personal device under such circumstances to access corporate resources (e.g. email, calendar, etc.) is entirely voluntary and is not eligible for accruing lieu time or overtime pay. 5. Employees or Council members who currently have been issued a corporate mobile device must agree to reimburse the Town for any costs incurred related to hardware buy-outs, early termination, or other cancellation fees imposed by the carrier for the shutdown of their corporate device. Upon request, the Information Technology department can provide an estimate for such costs from the carrier to the employee or Council member in advance of their enrollment in this policy. 6. Only select models of Apple iPhone and Samsung Android smartphones which are approved by the Information Technology department will qualify for use under this policy. Employee or Council member personal mobile devices must have a reasonably up to date operating system and must not be rooted or jailbroken to be eligible for enrollment. Please check with the Information Technology department if your specific model of smartphone can be used as a BYOD device under this policy. 7. All costs associated with the purchase of a personal mobile device, service charges, long distance, roaming and any other monthly’s fees incurred while using a personal device under this policy are solely the responsibility of the employee or member of Council. 8. The Information Technology department must approve all personal mobile devices that will have access to any enterprise data (e.g. email, calendar, etc.) or be connected to the Town’s corporate network infrastructure under this policy. 9. The Information Technology department will employ a mobile device management (MDM) solution to secure mobile devices, enforce corporate security policies, and remotely manage devices. Any personal mobile device that will have access to enterprise data (e.g. email, calendar, etc.) or connect to the Town’s corporate network infrastructure under this policy must be registered under the Town’s MDM solution. End users are strictly forbidden from tampering or otherwise interfering with the normal operation of the MDM solution installed on the mobile device. 10. In the event any personal mobile device being used under this policy is lost or stolen, the employee or member of Council must immediately notify the Town’s Information

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Technology department to report the incident. 11. In the event a personal mobile device being used under this policy is reported missing, the Information Technology department is authorized use the MDM solution to remotely perform any of the following actions to a mobile device as deemed appropriate to recover or otherwise prevent unauthorized access to the Town’s enterprise data contained on the device: a. Use geolocation to track and attempt to pinpoint the last known device location b. Send a message to be displayed on the mobile device c. Change the security PIN of the device or otherwise lock the device to prevent unauthorized access d. Wipe the Town’s enterprise data from the mobile device 12. The Information Technology department will limit any technical support it provides to end-users of personal mobile devices under this policy strictly to clearly identifiable work-related issues. No assistance with usage issues such as device settings, performance, battery life, storage management, or other generic mobile device issues will be available for personal devices. 13. Participants in the BYOD program shall act in accordance with all applicable Town policies when utilizing personal mobile devices for work purposes.

3.0 Procedures 3.1 Authorization Employees and members of Council wishing to participate in the Bring Your Own Device (BYOD) program must complete the BYOD Enrollment Form and have it signed by their department director or the CAO. For users transitioning from an existing corporate device, the Information Technology department can provide an estimate of costs for hardware buy-out, early termination, or other cancellation fees imposed by the carrier for inclusion on this form.

4.0 References • Progressive Discipline Policy - Admin Procedure No. 16 • Vehicle Operation Policy – Admin Procedure No. 31 • Information Technology Security Policy – Admin Procedure No. 46 • Mobile Device Policy – Admin Procedure No. 47 • Internet, Email, and Instant Messaging Acceptable Use Policy – Admin Procedure No. 50 • Occupational Health and Safety - Admin Procedure No. 52 • Town of Whitchurch-Stouffville Vehicle and Equipment Operator’s Guide • Highway Traffic Act, Section 78 • Occupational Health and Safety Act

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APPENDIX A – Bring Your Own Device (BYOD) Enrollment Form

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Town of Whitchurch-Stouffville Council Report Item 13

Subject: Permitting of Main Street Sidewalk Occupancy (P11)

Staff Report No. PW-014-19

Department: Public Works

Date: May 21, 2019

Recommendation:

1) That Council direct staff to implement one of the following options to administer sidewalk use by Main Street businesses located in Downtown Stouffville for weekend events planned for summer 2019:

A. Apply road occupancy fees B. Apply special event fees C. Administer through the grants, donations and in-kind support program D. Administer through the Downtown Stouffville Working Group E. Waive all fees

1. Purpose:

The purpose of this report is to seek Council direction on how to proceed with the administrative and financial aspects of the permitting process for sidewalk use by Main Street businesses located in Downtown Stouffville for weekend events planned for summer 2019.

2. Background:

Main Street business owners have expressed interest in organizing and participating in ‘Artisans on Main’ and ‘Farmers on Main’ events to increase foot traffic on Main Street and to encourage residents to shop locally. To date, 12 business owners have formally expressed interest.

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An ‘Artisans on Main’ event is planned to be held on June 1st, 2019, and ‘Farmers on Main’ events are planned to start on June 8, 2019 and continue on alternating Saturdays until September. A total of nine event days are planned.

Business owners are seeking permission to store and display merchandise on the sidewalk fronting their property on the designated event days, from 9am to 4pm.

3. Analysis and Options:

3.1 Town Costs

Staff time is expended to review and administer permit applications, as well as to inspect permit locations during each event and cleanup after each event, as required. These efforts are anticipated to total about 1.5 hours per property, per event. About one hour of this time would be applied on a weekend at the overtime rate of time and a half. These times can reasonably be expected to decrease somewhat over time as the event administration becomes routine.

Based on a total of nine event dates, the approximate cost associated with these staff time commitments is $680 per property. Assuming 12 properties, the nine event dates would total approximately $8,160 worth of staff time.

3.2 Permit Administration Options

Four options have been identified to address permitting of Main Street sidewalk use for planned ‘Artisans on Main’ and ‘Farmers on Main’ events in summer 2019. The options are as follows:

Option A – Apply Road Occupancy Fees

The Fees and Charges By-law (2018-164-FI) includes fees related to occupancy of a Town right-of-way. For the purposes of the events referenced in this report, occupancy pertains to the sidewalk portion of the right-of-way.

There are three relevant fees included in By-law 2018-164-FI:

• $55 application fee • $159 permit fee • $57 permit renewal fee

The application fee and permit fee would apply to the first event date, at a cost of $214. The $57 renewal fee would apply to each remaining event date. Assuming a total of nine event dates, the total permit cost would be $670 per property. Assuming 12 properties,

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the nine event dates would total $8,040 in permit fees. The fees offset the majority of the Town costs outlined in Section 3.1 of this report.

Option B – Apply Special Event Fees

The Fees and Charges By-law (2018-164-FI) includes fees related to special events. Specifically, section 6b of Schedule M provides a fee of $159 for ‘Special Events Requiring Road Closure’. Although the events in question do not require road closure, Council may choose to apply this fee as it generally relates to special events.

If applied to nine discrete events, this fee totals $1,431.

Option C – Administer through the Grants, Donations and In-Kind Support Program

At its budget meeting on January 23, 2018, Council approved the creation of a separate Grants Account as part of the Leisure Services Budget, from which all related funding and support would come, including those discretionary grants/donations and in-kind support, as recommended by the Special Events Advisory Committee (SEAC) and approved by Council.

The amount allocated in the 2019 budget for grants and donations is $8,500, as well as $25,000 allocated for in-kind support. This was approved as part of the 2019 Leisure Services budget.

There are two intake periods for the program in 2019, with deadlines on March 31 and September 1. The first intake period has closed, and the September deadline falls after the planned event dates. Council may choose to access the program outside of the approved intake schedule, however this reverts to an uncoordinated, ad-hoc approval process that the current program was designed to avoid.

However, Council decided during the 2019 budget deliberations to phase out all discretionary grants.

Option D – Administer through the Downtown Stouffville Working Group

There is an opportunity for the business owners to partner with the Downtown Stouffville Working Group to organize and deliver the planned events. Funds would be drawn from the Downtown Stouffville operating account with no impact to the tax levy. The funding level may be set at $8,040 (as per Option A) or $1,431 (as per Option B).

Option E – Waive all Fees

In an effort to support and promote the downtown area, at no cost to the local businesses, Council may choose to waive all fees associated with sidewalk occupancy. Further, Council may choose to guide the implementation of a policy that allows Downtown Stouffville businesses within the Community Improvement Plan boundaries to occupy a

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portion of the sidewalks along their frontage in an ongoing manner, subject to certain restrictions.

This option does not offset the cost of staff time expended to support the process.

3.3 Additional Considerations

The Town is committed to providing an accessible path of travel along the sidewalks in Downtown Stouffville. This requires a clear width of at least 1.5 metres in all locations. Wider sidewalk segments can easily accommodate vendor displays and storage space while still maintaining appropriate clear widths. Narrower sidewalks of 2.5 metres or less pose a constraint for vendor use. As part of the permit approval process, staff will review sidewalk widths; during the events, inspections will be completed as required to ensure vendors comply with accessibility requirements, as well as to ensure safe use of public space.

4. Financial Implications:

A summary of financial implications is included in the following table.

Value of staff time to be expended: $8,160 Amount recovered: Option A $8,040 Option B $1,431 Option C $0 Option D $8,040 or $1,431 Option E $0

As indicated in the table above, Options A, B and D recover a portion of the costs anticipated to be expended by staff.

5. Attachments:

None

6. Related Reports:

None

Author: Brian Kavanagh, Director, Public Works Department Head: Brian Kavanagh, Director, Public Works For further information on this report, please contact: Brian Kavanagh at 905-640- 1910 or 1-855-642-8697 ext. 2464 or via email at [email protected]

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THE CORPORATION OF THE TOWN OF WHITCHURCH-STOUFFVILLE

BY-LAW NUMBER 2019-064-AP

BEING A BY-LAW to appoint Municipal Law Enforcement Officers, Officers, Municipal Weed Inspectors, and Licensing Officers for The Corporation of the Town of Whitchurch-Stouffville and repeal By-laws 2019-027-AP, 2019-033-AP and 2019-045-AP.

WHEREAS Section 15 of the Police Services Act, R.S.O. 1990, c. P. 15 provides that the Council of any municipality may appoint Municipal Law Enforcement Officers as Peace Officers for the purpose of enforcing by-laws of the Municipality; and

WHEREAS Section 7.1 (4) of the Fire Protection and Prevention Act, 1997, S.O. 1997, c.4, provides that Council may appoint officers to enter upon land and into structures at any reasonable time to inspect the land and structures to determine whether by-laws enacted in accordance with this section are being complied with; and

WHEREAS Council passed an Encroachment By-law being a by-law to prohibit or regulate encroachments on public highways and other public lands in the Town of Whitchurch-Stouffville; and

WHEREAS Council passed a Noise By-law being a by-law to prohibit or regulate unusual noises or noises likely to disturb the inhabitants of the Town of Whitchurch- Stouffville; and

WHEREAS Council passed a Parking By-law being a by-law to govern and control the parking of vehicles in the Town of Whitchurch-Stouffville; and

WHEREAS Council passed a Property Standards By-law being a by-law to prescribe standards for the maintenance and occupancy of property within the Town of Whitchurch-Stouffville; and

WHEREAS Council passed a Site Alteration By-law being a by-law to prohibit or regulate, any alteration to the grade (topography) of property through the movement, removal or placement of topsoil, soil or fill within the Town of Whitchurch-Stouffville; and

WHEREAS Section 8 (1) of the Weed Control Act, R.S.O. 1990, c. W.5 provides that Council may by by-law appoint one or more persons as Municipal Weed Inspectors to enforce this Act in the area within the council’s jurisdiction; and

WHEREAS the Council of the Town of Whitchurch-Stouffville passed a by-law to regulate, license and govern certain business classes within the Town of Whitchurch- Stouffville, providing that a Licensing Officer means a person appointed by Council to issue Licences and/or designate; and

WHEREAS the Council of the Town of Whitchurch-Stouffville passed a by-law to license certain lotteries within the Town of Whitchurch-Stouffville, providing that a Licensing Officer means a person appointed by Council to issue Lottery Licences and/or designate; and

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WHEREAS the Council of the Town of Whitchurch-Stouffville passed a by-law to regulate, license and govern Taxicab Plate Holders, Brokers and Drivers within the Town of Whitchurch-Stouffville, providing that a Licensing Officer means a person appointed by Council to issue Licences and/or designate; and

WHEREAS the Council of the Town of Whitchurch-Stouffville deems it desirable to appoint certain employees as Municipal Law Enforcement Officers, Property Standards Officers, Municipal Weed Inspectors, and Licensing Officers.

NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF WHITCHURCH-STOUFFVILLE ENACTS AS FOLLOWS:

That the persons listed in each Schedule attached hereto and forming part of this By-law be and are hereby appointed within the Town of Whitchurch-Stouffville

Appointment A Municipal Law Enforcement Officers for the purpose of enforcing by-laws of the Municipality B Municipal Law Enforcement Officers for the purpose of enforcing SPECIFIC by- laws of the Municipality: Encroachment and Road Occupancy, Noise, Parking, Property Standards, Site Alteration C Officers for the purpose of enforcing the Fire Protection and Prevention Act D Municipal Weed Inspectors for the purpose of enforcing the Weed Control Act E Licensing Officers for the purpose of issuing licences

That By-laws 2019-027-AP, 2019-033-AP and 2019-045-AP are hereby repealed.

READ a first and second time this 21st day of May, 2019.

READ a third time and passed this 21st day of May, 2019.

Iain Lovatt, Mayor

Gillian Angus-Traill, Clerk

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SCHEDULE "A"

Section 15 of the Police Services Act, R.S.O. 1990, c. P. 15 provides that the Council of any municipality may appoint Municipal Law Enforcement Officers as Peace Officers for the purpose of enforcing by-laws of the Municipality.

Therefore, the following are hereby appointed as Municipal Law Enforcement Officers for the purpose of enforcing by-laws of the Municipality within the Town of Whitchurch- Stouffville:

Jamie Lee Ardizzi

David Chatwell

Teresa Hector

Thomas Mason

Kathryn Robertson

Stephen Small

Neil Singh

Christopher Tassone

Taylor Unwin

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SCHEDULE "B"

Council passed an Encroachment By-law being a by-law to prohibit or regulate encroachments on public highways and other public lands in the Town of Whitchurch- Stouffville

Council passed a Noise By-law being a by-law to prohibit or regulate unusual noises or noises likely to disturb the inhabitants of the Town of Whitchurch-Stouffville

Council passed a Parking By-law being a by-law to govern and control the parking of vehicles in the Town of Whitchurch-Stouffville

Council passed a Property Standards By-law being a by-law to prescribe standards for the maintenance and occupancy of property within the Town of Whitchurch- Stouffville

Council passed a Site Alteration By-law being a by-law to prohibit or regulate, any alteration to the grade (topography) of property through the movement, removal or placement of topsoil, soil or fill within the Town of Whitchurch-Stouffville

Therefore, the following are hereby appointed as Municipal Law Enforcement Officers for the purpose of enforcing SPECIFIC by-laws of the Municipality within the Town of Whitchurch-Stouffville:

Encroachment and Road Occupancy By-law John Fletcher Gord Haggerty Paul Mercer

Noise By-law John Fletcher Paul Mercer

Parking By-law Assistant(s) to the Fire Marshal Peter Alcorn Jason Dent

Property Standards By-law Salvatore Barone Jason Dent John Fletcher Andrew Jurrius Reinhold Kulmann Bujar Mulla Reed Russell

Site Alteration By-law John Fletcher Paul Mercer

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SCHEDULE "C"

Section 7.1 (4) of the Fire Protection and Prevention Act, 1997, S.O. 1997, c.4, provides that Council may appoint officers to enter upon land and into structures at any reasonable time to inspect the land and structures to determine whether by-laws enacted in accordance with this section are being complied with Therefore, the following are hereby appointed as Officers within the Town of Whitchurch-Stouffville to administer and enforce the Fire Protection and Prevention Act:

Assistant(s) to the Fire Marshal

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SCHEDULE "D"

Section 8 (1) of the Weed Control Act, R.S.O. 1990, c. W.5 provides that Council may by by-law appoint one or more persons as Municipal Weed Inspectors to enforce this Act in the area within the council’s jurisdiction.

Therefore, the following are hereby appointed as Municipal Weed Inspectors within the Town of Whitchurch-Stouffville:

David Chatwell

Teresa Hector

Stephen Small

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SCHEDULE "E"

Council of the Town of Whitchurch-Stouffville passed a by-law to regulate, license and govern certain business classes within the Town of Whitchurch-Stouffville, providing that a Licensing Officer means a person appointed by Council to issue Licences and/or designate

Council of the Town of Whitchurch-Stouffville passed a by-law to license certain lotteries within the Town of Whitchurch-Stouffville, providing that a Licensing Officer means a person appointed by Council to issue Lottery Licences and/or designate

Council of the Town of Whitchurch-Stouffville passed a by-law to regulate, license and govern Taxicab Plate Holders, Brokers and Drivers within the Town of Whitchurch-Stouffville, providing that a Licensing Officer means a person appointed by Council to issue Licences and/or designate

Therefore, the following are hereby appointed as Licensing Officers for the purpose of issuing licences, including lottery licences, within the Town of Whitchurch- Stouffville:

Gillian Angus-Traill

Anna Di Felice

Matthew Powell

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