Council Meeting

That Council confirm the agenda, as circulated.

That Council adopt the minutes from the regular meeting of Council on September 10, 2019, as circulated.

1) That Council direct Staff to add 12902 Tenth Line to the Town’s Municipal Cultural Heritage Register as a non-designated heritage property; and 2) That Council direct Staff to review its options to protect the American Elm Tree at 12902 Tenth Line.

1) That Council approve the following staff report on the consent agenda and adopt the recommendations contained therein: Report No. PW-024-19 Proposed 2020 Fees and Charges for Public Works 1) That Council approve the fees proposed by Public Works, effective January 1, 2020. Report No. CS-020-19 Proposed 2020 Fees and Charges for Corporate Services 1) That Council approve the fees proposed by Corporate Services, effective January 1, 2020. Report No. CS-021-19 Downtown Stouffville Working Group Terms of Reference 1) That Council defer the report on the revised terms of reference for the Downtown Stouffville Working Group until October 8, 2019. Report No. LCS-027-19 Contract Award - WS-RFT-19-79 - Supply and Delivery of Plants (2020-2022) 1) That Council approve the award of WS-RFT-19-79 – Supply and Delivery of Plants (2020-2022) to Otter Greenhouses Ltd. for an estimated annual amount of $32,719.00, excluding taxes; and 2) That Council authorize prebudget approval for this three (3) year contract to permit the fall order of plants and subsequent payment of plants in the following respective year to support this award; and 3) That Council authorize the Mayor and Clerk to sign all necessary documents between the Town of Whitchurch-Stouffville and Otter Greenhouses Ltd. for this work.

1) That Council adopt in principle the concept, vision, and location proposed for an Interpretive Centre for the Jean-Baptiste Laine Site, attached as Attachment 2; and 2) That Council direct staff to investigate further and report back on the development and operation of an Interpretive Centre for the Jean-Baptiste Laine Site and a temporary exhibit space on or near Main Street; and 3) That the Mayor present to Grand Chief Sioui of the Huron-Wendat Nation and seek his support for the concept, vision, and potential location of a permanent Interpretive Centre in Whitchurch-Stouffville; and 4) That Council direct staff to work with the Huron-Wendat Nation to jointly explore further opportunities to promote public awareness of its history, society and culture, as well as tourism and economic development in the Town of Whitchurch-Stouffville; and 5) That Council direct staff to incorporate the necessary funds for the temporary exhibit space on or near Main Street in Leisure & Community Services 2020 operating and capital budgets, as outlined in the report, for consideration through the budget approval process.

1) That Council endorse the resolution from the Municipality of Hastings Highlands, re: Reducing Litter and Waste in Our Communities; and Page 4 of 10 Council Minutes September 24, 2019 2) That Council direct staff to forward a copy of this resolution to the Premier of Ontario, Minister of the Environment, Conservation and Parks, Minister of Municipal Affairs and Housing, Association of Municipalities of Ontario (AMO), Rural Ontario Municipalities Association (ROMA), MPP Paul Calandra, MP Jane Philpott, and the Municipality of Hastings Highlands.

1) That Council endorse the resolution from the City of Kitchener, re: Producer Requirements for Packaging in Ontario; and 2) That Council direct staff to forward a copy of this resolution to the Premier of Ontario, Minister of the Environment, Conservation and Parks, Minister of Municipal Affairs and Housing, Association of Municipalities of Ontario (AMO), MPP Paul Calandra, MP Jane Philpott, and the City of Kitchener.

1) That Council direct staff to report back at a future Council Meeting on a resolution banning the use of Single-use Disposable Wipes.

1) That Council defer Report No. DS-040-19 to the October 22, 2019 Council meeting, giving staff an opportunity to consult with BILD and stakeholders.

1) That Council direct staff to present the final fees and charges By-law in December for adoption.

1) That Council defer Report No. FTS-031-19 and direct staff to report back by the October 22, 2019 Council Meeting.

1) That Council approve the fees proposed for Water & Wastewater services, effective January 1, 2020.

1) That Council approve the fees proposed by Fire and Emergency Services, effective January 1, 2020.

1) That Council approve the fees proposed by Leisure and Community Services, effective January 1, 2020 or otherwise as indicated.

1) That Council endorse the Terms of Reference for the Road Watch Staff Working Group, as presented in this report; and 2) That Council direct staff to proceed with the recruitment of volunteers to support the formation of the Road Watch Staff Working Group.

1) That Council suspend the rules and regulations of Procedural By- law 2016-001-RE, as amended, Section 8.10 Notice of Motion and 8.13 Reconsideration of Council Decision, to allow the motion to be considered today.

1) That Council reconsider the Council decision from the September 10, 2019 Council meeting, regarding Report No. FTS-028-19 – Contract Award for a Human Resources Information System.

1) That Council authorize the award for Request for Proposal WS- RFP-19-37 Human Resources Information System to TELUS Employer Solutions Inc. in the amount of $145,000 annually for 5 years, inclusive of HST; and 2) That Council authorize a one-time expenditure of $385,000 inclusive of HST for the implementation of the Human Resources Information System to TELUS Employer Solutions Inc.; and 3) That Council authorize the Treasurer to fund the additional capital funds of $209,000 in excess of the approved budget amount of $176,000 for one-time implementation costs of the Human Resources Information System from the Sustainability Reserve; and 4) That Council authorize the Mayor and Clerk to sign the necessary documents to execute the agreement for the Human Resources Information System between the Town of Whitchurch-Stouffville and TELUS Employer Solutions Inc., subject to any revisions made by the Town Solicitor.

WHEREAS removal of trees may be allowed through the approval of a site plan, a plan of subdivision or a consent under section 41, 51 or 53, respectively of the Planning Act, 1990; and Page 8 of 10 Council Minutes September 24, 2019 WHEREAS new developments often involve cutting down mature trees resulting a net reduction in total tree canopy coverage area; and WHEREAS trees provide numerous ecosystem goods and services by providing shade, habitat for wildlife, removal of air pollutants, and the removal and storage of atmospheric carbon dioxide; and WHEREAS trees can further help in stormwater management by reducing the amount of runoff that enters stormwater and sewer systems; and WHEREAS there are renewed concerns from residents about the loss of tree canopy in new subdivisions and other development areas; and WHEREAS the Town implements the sections of the Planning Act, 1990 for new developments through site plan agreements, subdivision agreements or conditions of consent. NOW THEREFORE BE IT RESOLVED THAT Staff be directed to prepare a tree-cutting compensation By-law to be implemented through planning approvals for Council consideration; and THAT Staff be directed to consider how the removal of mature trees may be compensated in the By-law, including cash-in-lieu to provide for planting additional trees on municipal lands.

That Council read Confirmatory By-law 2019-098-MS a first, second and third time and passed.

That there being no further business, Council adjourn the meeting at 6:14 p.m.