Council Meeting

That Council confirm the agenda, as amended.

That Council recess to permit the holding of a Closed Meeting to consider matters with the following exceptions: • Litigation or potential litigation, including matters before administrative tribunals affecting the municipality or local board (Municipal Act, Sec. 239(2)(e)).

1) That Council direct Staff to take no position and not to attend the Ontario Land Tribunal hearing for OLT Case No. OLT-21-001108, OLT-21-001109, OLT-21-001110, OLT-21-001111, OLT-21-001112 regarding the decision of the Committee of Adjustment to refuse Consent and Minor Variance Applications CA-21-04, CA-21-05, CA- 21-15, CA-21-16, CA-21-17, provided that the Appellant agrees to request the imposition by the OLT of all of the conditions of Provisional Consent and/or Minor Variance included in the Committee of Adjustment Staff Report dated May 12, 2021, in any order issued granting such appeals.

That Council adopt the minutes from the regular meeting of Council on October 5, 2021, as circulated.

1) That Council approve the following staff reports on the consent agenda and adopt the recommendations contained therein: Report No. PW-018-21 Parking By-law Amendments 1) That Council enact By-law 2021-100-PR to amend the Parking By-law for clarification of parking restrictions and improved parking control.

WHEREAS Monday, October 24 2022 is Municipal and School Board election day, and municipal clerks who administer Municipal and School Board elections are in the middle of planning for this important democratic event; and WHEREAS municipalities have statutory authority to use schools as polling places under section 45 of the Municipal Elections Act, 1996; and WHEREAS schools are often the largest, most centrally located and accessible facility in communities which make them ideal locations to host polling stations; and Page 4 of 11 Council Minutes October 19, 2021 WHEREAS many school boards across the Province already work with municipalities to schedule a Professional Development Days (PD Days) on municipal election day every four years; and WHEREAS the Town of Whitchurch-Stouffville municipal Clerk runs the elections for the York Region District School Board, York Catholic District School Board, Conseil scolaire Viamonde, and Conseil scolaire catholique MonAvenir; and WHEREAS in 2018, approximately 25% of school boards agreed to make Municipal and School Board Election Day a PD Day. Approximately another 60% had PD days in October already. Almost 30% of had days within a week of municipal election day and there are a number of school boards that schedule PD Days on Mondays already. And therefore, it is possible to make arrangements for a PD Day to fall on Municipal and School Board Election Day; and WHEREAS school boards and municipalities can work together, to increase these

1) That Council agree that there shall be no objection to the routing of 311 dialed calls originating from the overlap that exists between the Town of Whitchurch-Stouffville and the geographical area of the Regional Municipality of Durham, on an understanding that where callers (customers, residents, and businesses) of the Region of Durham dial 311 erroneously from within these exchanges, they will be given an option of being transferred to the contact centre of the municipality, town or county in which they reside.

1)That Council approve the sole source award for reshaping and sodding of the toboggan hill in Memorial park to Latitude 67 Ltd. for an upset limit of $175,000 plus HST; and 2)That Council authorize the Mayor and Clerk to sign all necessary agreements between the Town and Latitude 67 Ltd.; and 3)That Council authorize the Treasurer to fund the project from the existing 2021 capital budget.

1) That Council receive Report No. FR-008-21 for information; and 2) That Council direct Staff to come up with an online form, specifically to deal with nuisance complaints that can track multiple offenders and allow by-law or fire staff to take an educational approach with these residents after a certain threshold is hit; and 3) That Council direct Staff to bring back any recommendations presented through the deputant today.

That Council approve the 2022 Council Meeting Schedule and Municipal Office Closures to be as follows: Regular Council Meetings • January, July, and August on the third Wednesday at 3 p.m. • February, April, May, June, and September first Wednesday at 7 p.m. and the third Wednesday at 3 p.m. • March on the first Wednesday at 7 p.m. and the fourth Wednesday at 3 p.m. • November on the first Wednesday at 7 p.m. • December on the first Wednesday at 9 a.m. Closed Meeting • During the Regular Council Meeting Public Planning Meetings • January, February, March, April, May, June, and September on the last Wednesday at 7 p.m. Page 7 of 11 Council Minutes October 19, 2021 Council Education Session • Wednesday, November 9 and 23 at 1 p.m. Inaugural Council Meeting • Wednesday, November 16 at 7 p.m. Municipal Office Closures • New Year’s Day - Monday, January 3, 2022 • Family Day - Monday, February 21, 2022 • Good Friday - Friday, April 15, 2022 • Easter Monday - Monday, April 18, 2022 • Victoria Day - Monday, May 23, 2022 • Canada Day - Friday, July 1, 2022 • Civic Holiday- Monday, August 1, 2022 • Labour Day - Monday, September 5, 2022 • Thanksgiving Day - Monday, October 10, 2022 • Christmas Eve (½ day) - Friday, December 23, 2022 • Christmas Day - Monday, December 26, 2022 • Boxing Day - Tuesday, December 27, 2022 • New Year’s Eve (½ day) - Friday, December 30, 2022 • New Year’s Day - Monday, January 2, 2023

1) That Council endorse the Korean War Memorial Project; and 2) That Council direct Staff to advance Zone 1 Design Planning and report back.

1) That Council endorse the development of a two evening Holiday Market; and 2) That Council authorize Staff to use a portion of the Downtown Initiatives budget to fund the event.

1) That Council approve the sole source award for Consultation, Design Services and Contract Administration for the construction of the Skating Trail in Memorial Park to Landscape Planning Ltd. at 8% of the project value (approximately $450,000) excluding all applicable taxes; and 2) That Council authorize the Mayor and Clerk to sign all necessary agreements between the Town and Landscape Planning Ltd.

That Council read the following By-law a first, second, third time and passed: 2021-100-PR BEING A BY-LAW to amend By-law 2008-114-PR, to govern and control the parking of vehicles in the Town of Whitchurch-Stouffville (Schedules II and III). (PW-018-21)

1) That Council suspend the rules and regulations of Procedural By-law 2016-001-RE, as amended, subsection (5.10) a) pertaining to Notice of Meetings, to allow Council to hold a Closed Meeting.

That Council recess at 5:28 p.m. to permit the holding of a Closed Meeting to consider matters with the following exceptions: • A proposed or pending acquisition or disposition of land for municipal or local board purposes (Municipal Act, Sec. 239(2)(c)).

That Council read Confirmatory By-law 2021-102-MS a first, second and third time and passed.

That there being no further business, Council adjourn the meeting at 6:04 p.m.