Council Meeting

That Council recess at 1:33 p.m. to permit the holding of a Closed Meeting in the Whitchurch Room 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))

That Council confirm the agenda, as amended.

That Council adopt the minutes from the regular meeting of Council on May 1, 2018, as circulated.

1) That Council to direct Staff to bring forward and report on a plan to modify and implement Facility Accessibility Standards for the Town, as requested by the Accessibility Advisory Committee; and 2) That Council to direct Staff to undertake a review of the current parking by-law for revision to use inclusive language, as requested by the Accessibility Advisory Committee.

That Council approve the following staff reports on the consent agenda and adopt the recommendations contained therein: Report No. CS-007-18 - Revised Staff Administrative Procedures and Policies (A09) 1) That Council approve delegated authority to the Chief Administrative Officer (CAO) for the following administrative procedures: • AP No. 10 - Vacation Policy • AP No. 25 - Protected Leaves Policy • AP No. 12 - Benefits Policy; and 2) That Council direct staff to bring a by-law to the June 5, 2018 Council meeting, to amend by-law 2016-046-RE being a by-law to delegate routine Council powers and duties to staff, to include Administrative Policies and Procedures AP10, AP12 and AP25 in schedule A. Page 3 of 11 Council Minutes May 15, 2018 Report No. LCS-017-18 - Whitchurch-Stouffville Leisure Centre and Public Library and The Latcham Arts Centre Grand Re-Opening Ceremony (R05) 1) That Council receive Report No. LCS-017-18 for information. Report No. CS-008-18 - Fees and Charges By-law Amendment (C01) 1) That Council enact By-law 2018-079-FI to amend Schedule “A” of the Fees and Charges By-law.

1) That Council enact By-law 2018-080-OP, being a By-law to adopt Official Plan Amendment No. 145 to modify the Official Plan policies with respect to the Community of Stouffville Gateway Mixed Use Area; and 2) That Council adopt the Community of Stouffville Highway 48 / Main Street Mixed Use Area Urban Design Guidelines and have regard for the guidelines as a basis for the evaluation of development applications in the Gateway Mixed Use Area; and 3) That Council request the Director of Development Services to request the City of Markham to instruct their staff to participate in a joint working group with the Town of Whitchurch-Stouffville staff to review all options for transportation, transit, pedestrian connectivity, public safety and municipal services, which would benefit both municipalities, and report back to Council.

1) That Council receive and approve the Final Transportation Master Plan as provided in Attachment 2; and 2) That Council authorize staff to take the necessary steps to implement the plan including updates to the Town’s Official plan, Applicable Secondary Plans and the Development Charges By-law; and 3) That Council direct staff to work with the Town's corporate communications team on creating a marketing plan for the ongoing education of safe roundabout use in Town through social media channels and the towns website.

1) That Council approve the following grants, donations and in-kind support requests: • Stouffville Igoma Partnership $2,000 • Lemonville Group of Artists $400 • Whitchurch-Stouffville Studio Tour $750 • Whitchurch- Stouffville Student Music Scholarship Foundation $500 • The 49th Stouffville Skating Club Ice Show $2,000 • Stouffville Cricket Association $1,000 • Christmas Dinner Wish $2,000 • York Region 55+ Games $600 • Lemonville United Church Cemetery $1,000 • Stouffville Golden Years Club $1,000 • Stouffville Markham Girls Hockey Association $3,520 (in-kind) • Taste of Stouffville, Evergreen Hospice $3,649 • 100 Kids Who Care $746 • Terry Fox Foundation $1,148.51 (grant), $4,924.25 (in-kind) • The Whitchurch-Stouffville Strawberry Festival $20,000 (grant), $22,130 (in-kind) • Pine Orchard Cemetery $1,000 • Wesley Cemetery $1,000; and Page 5 of 11 Council Minutes May 15, 2018 2) That Council request that the recipients include the Town of Whitchurch- Stouffville as a sponsor of their program; and 3) That consideration of the Santa Claus Parade be

1) That Council accept Option A, to assume the planning, organization and delivery of the annual Whitchurch-Stouffville Santa Claus Parade.

1) That Council direct staff to develop terms of reference for a Downtown Infrastructure Master Plan and that a budget of $20,000 funded from the Public Works repair and rehabilitation reserve; and 2) That Council direct staff to develop terms of reference for a Downtown Hydro Concept Plan and that a budget of $50,000 be established funded form the Public Works repair and rehabilitation reserve; and 3) That Council approve a project contingency of $30,000 funded from the Public Works repair and rehabilitation reserve; and 4) That Council defer the Main Street construction project beyond 2019.

1) That Council direct staff to award WS-RFP-18-05 Stouffville Outdoor Running Track Refurbishment to Playteck Enterprizes Inc. in the amount of $257,798.20 inclusive of taxes to renovate the Franklin-Connell running track located at the Stouffville Arena Fields; and 2) That Council approve a contingency of $25,779.82 inclusive of taxes for the project to allow for any additional work related to the site location and site requirements that may be necessary; and 3) That Council authorize the Mayor and Clerk to sign all necessary documents to complete the work.

1) That Council enact By-law No. 2018-076-RD, being a by-law to accept the public works and services within Plans 65M-4043, 65M-4598 and 65R- 35686, as amended; and 2) That Council authorize the Mayor and Clerk to sign all documentation necessary, to the satisfaction of the Town Solicitor with Watson & Associates for the third party engineering/costs consultancy services in connection with the DC portion of the works delivered by the Developer.

1) That Council receive Report No. LCS-018-18 for information.

1) That Council approve the award of Tender WS-RFT-18-32 to Mar-King Construction Company Ltd. for the reconstruction of Russel Avenue in the amount of $515,970.98 including all applicable taxes; and 2) That Council approve a construction contingency amount of $81,063.28 including all applicable taxes to address unforeseen circumstances that may arise resulting in additional work; and 3) That Council approve the award of Construction Management Services of $62,771.50 to exp. Services Inc. including all applicable taxes, in support of project delivery; and 4) That Council authorize the Mayor and Clerk to sign all necessary documents to enter into these contracts.

1) That Council direct staff to assist the Cemetery Reference Group to undertake an inspection of the Stouffville cemeteries and prepare a report detailing any repair and maintenance issues for the cemeteries; and 2) That Council direct staff to prepare terms of reference to engage a cemetery design specialist to assist staff and prepare a long-term capital and design plan for the Stouffville Cemetery.

That the following by-laws be read a first, second, third time and passed: 2018-076-RD being a By-law to assume certain highways and public works for public use (segment of Baker Hill Boulevard) as amended 2018-077-RD being a By-law to provide for the numbering of buildings along highways and for affixing numbers to the buildings and repealing By-Law 2015-004-RD (65M-4208) 2018-078-RD being a By-law to provide for the numbering of a building along a highway and for affixing numbers to the building (Main Street) Page 9 of 11 Council Minutes May 15, 2018 2018-079-FI being a By-law to amend fees or charges for services or activities provided by the Town of Whitchurch-Stouffville’s By-law 2018-001- FI (General Fees and Charges – Schedule “A”) 2018-080-OP being a By-law to adopt Official Plan Amendment No. 145 to the Official Plan for the Town of Whitchurch-Stouffville Planning Area which, on the 1st day of January, 1971 comprised all the lands within the municipal boundary of the area municipality of the corporation of the Town of Whitchurch-Stouffville (15381, 15437, 15457, 15473 Highway 48) 2018-081-AP being a By-law to appoint individuals to the 6240 Main Street 55+ Centre Advisory Committee as amended 2018-082-TR being a By-law to amend By-law 2008-147-TR to regulate traffic in the Town of Whitchurch-Stouffville

That Council recess at 5:45 p.m. to permit the holding of a Closed Meeting in the Whitchurch Room 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 approve the Minutes of Settlement with the appellants of OPA 137, as attached to the confidential staff report; and, 2) That Council direct the Town’s Legal Counsel and staff to present the Minutes of Settlement to the Local Planning Appeal Tribunal at the next pre-hearing conference and seek its approval to scope the appeals to the site-specific lands, as delineated in the confidential staff report.

That Council read Confirmatory By-law 2018-084-MS a first, second and third time and passed.

That there being no further business, Council adjourn the meeting at 6:20 p.m.