Council Meeting

1) That Council waive section 7.1 of the Procedural By-law to change the order of business, to hold a Closed Meeting following Roll Call; and 2) That Council recess to permit the holding of a closed meeting in the Whitchurch Room to consider the following items: 1. Report of the Deputy clerk, re: Personal matters about identifiable individuals, including municipal or local board employees (Municipal Act, Sec. 239(2)(b)) – Environmental Stewardship Committee Council Minutes May 2, 2017 2. Verbal Report of the Acting CAO, re: Labour relations or employee negotiations (Municipal Act, Sec. 239(2)(d)); Personal matters about identifiable individuals, including municipal or local board employees (Municipal Act, Sec. 239(2)(b)) – Recruitment of CAO Update 3. Verbal Closed Report of the Director of Finance/Treasurer, re: Labour relations or employee negotiations (Municipal Act, Sec. 239(2)(d)); Personal matters about identifiable individuals, including municipal or local board employees (Municipal Act, Sec. 239(2)(b)) – Admin Policy no.30

That Council direct staff to revise Admin policy no. 30 to include $173/week for mileage allowance for senior managers effective January 1, 2017.

That Council adopt the minutes from the regular meeting of Council on April 18, 2017, as circulated.

1) That Council receive the delegation for information.

1) That Council resolves that the digital sign proposed by the Chamber of Commerce at 6176 Main Street [GO Station] be approved and installed to help commemorate Canada’s 150th birthday celebration and to allow for future notifications of major Town events, Metrolinx notices, road closures and general advertising in support of local business.

That Council approve all Staff Reports on the consent Agenda, with the exception of items that have been

That Council receive the following correspondence for information, with exception of correspondence that have been

1) That Council approve the grant request of $1,500; and 2) That Council request that the recipients include the Town of Whitchurch-Stouffville as a sponsor of their event.

1) That Council approve the grant request of $5,000 to offset operating costs of the event.

1) That Council approve the grant request of $400; and 2) That Council request that the recipients include the Town of Whitchurch-Stouffville as a sponsor of their event.

1) That Council approve the grant request of $1,000.

1) That Council defer the request of $430.

1) That Council approve the grant request of $1,800; and 2) That Council request that the recipients include the Town of Whitchurch-Stouffville as a sponsor of their event.

1) That Council declines the request of $600.

1) That Council defer the grant request of $4,431.25.

1) That Council defer the grant request and direct staff to invite Young Life back for a presentation to discuss their programming.

1) That Council approve the in-kind contribution of space donation, banner hanging fee, equipment rental of $4,924.15 and accept the cash grant request of $1,133.87 for York Region Police cost and Most Excellent production; and 2) That Council request that the Town be recognized as a sponsor of the event.

1) That Council approve the grant request of $1,000; and 2) That Council request that the Town be recognized as a sponsor the event.

1) That Council direct staff to waive the permit fee, if applicable, and provide the requested in kind services for Motorfest that will be held on Saturday September 9 from Public Works and Leisure Services as follows: 25 picnic tables, 30 waste receptacles (half garbage and half recycling), 14 barricades, 2 sets of ramps; and that these items be delivered to the grounds on Friday, September 8 and picked up Monday September 11, with an alternative rain date of September 16 with a drop off date of Friday September 15 and pick up on Monday September 18.

1) That Council approve the in-kind donation request from 100 Kids Who Care of $200 in-kind to waive rental fees; and 2) That Council approve the in-kind donation request from Evergreen Hospice of $2,680 in-kind to waive rental fees; and 3) That Council approve the in-kind donation request of space donation, banner hanging fee, equipment rental of $4,924.15 from Stouffville Terry Fox; and 4) That Council direct staff to waive the permit fee, if applicable, and provide the requested in kind services for Motorfest that will be held on Saturday September 9 from Public Works and Leisure Services as follows: 25 picnic tables, 30 waste receptacles (half garbage and half recycling), 14 barricades, 2 sets of ramps, and that these items be delivered to the grounds on Friday September 8 and picked up Monday September 11, with an alternative rain date of September 16 with a drop off date of Friday September 15 and pick up on Monday September 18.

1) That Council approve the sole source award for the purchase and installation of a truck mounted automated valve operator to Wachs Canada Limited in the amount of $43,877.90, including all applicable taxes; and 2) That Council authorize the Mayor and Clerk to sign all necessary documents to execute the agreement between the Town and Wachs Canada Limited and complete the procurement.

1) That Council approve the award of WS-RFP-17-38 to Tennex Systems Inc. for reconstruction of the Ballantrae Park Tennis Court in the amount of $191,535.00 including all applicable taxes; and 2) That Council approve a construction contingency amount of $19,153.00 including all applicable taxes to address unforeseen issues that may arise during construction; and 3) That Council authorize the Mayor and Clerk to sign all necessary agreements to execute the contract for WS-RFT-17-38 between Tennex Systems Inc. and the Town of Whitchurch-Stouffville for the reconstruction of the Ballantrae Park Tennis Courts.

1) That Council authorize the Director of Finance/Treasurer to enter into an agreement with York Region and Infrastructure Ontario for the provision of construction loans and long-term debenture financing to the Town of Whitchurch-Stouffville for an amount not to exceed $15.6 million, on terms as determined by the Treasurer; and 2) That Council enact By-law 2017-045-FI, being a by-law to authorize the submission of an application to Ontario Infrastructure and Lands Corporation (“OILC”) for financing capital works; to authorize temporary borrowing from OILC to meet expenditures in connection with capital works; and to authorize long-term borrowing for capital works through the issue of debentures by The Regional Municipality of York; and 3) That the Mayor and Treasurer be authorized to execute any agreements required.

That Council read Confirmatory By-law 2017-047-MS a first, second, third time and passed.

That there being no further business, Council adjourn the meeting at 9:25 p.m.