TOWN OF WHITCHURCH - STOUFFVILLE COUNCIL MINUTES Tuesday, March 10, :00 AM

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1 Chair: Mayor Altmann TOWN OF WHITCHURCH - STOUFFVILLE COUNCIL MINUTES Tuesday, March 10, :00 AM Council Chambers 111 Sandiford Drive The regular meeting of Council was held at the municipal offices, on the above date and time. All members of Council were present. Staff Present: Marc Pourvahidi, Rob Flindall, Rob Raycroft, Rob McKenzie, Steven Kemp, Carolyn Nordheimer James, Karen Ewart, Isabel Leung and Ken Turriff. 1. CALL TO ORDER 2. RECOGNITIONS, if applicable 3. INTRODUCTION OF ADDENDUM ITEMS None. 4. CONFIRMATION OF AGENDA SECONDED by Councillor Kroon THAT the agenda be confirmed as circulated. 5. DECLARATIONS None. 6. RESOLUTION TO MOVE INTO BUDGET AND AUDIT COMMITTEE SECONDED by Councillor Upton THAT Council move to Budget and Audit Committee.

2 7. STAFF PRESENTATIONS The Acting CAO/ Director of Finance/ Treasurer and Deputy Treasurer provided Council with an overview of the 2015 Business Plans, Operating & Capital Budgets and Ten Year Capital Forecast. 8. REPORTS 1. REVISED 2015 OPERATING AND CAPITAL BUDGET (F05) Leisure and Community Services Operating Budget: MOVED by Councillor Lovatt SECONDED by Councillor Hargrave 1) THAT Council approve an additional $30,000 of the Town s grant to Latcham Gallery; 2) AND THAT Staff be directed to amend the Memorandum of Understanding with Latcham Gallery accordingly and bring back the deferred report for Council s approval. SECONDED by Councillor Hargrave 1) THAT the Leisure and Community Services 2015 Business Plan & Operating Budget be approved as amended. AS AMENDED Capital Budget: 1) THAT Staff be directed to revisit the concept design for the Leisure Centre and Public Library Expansion to validate the current concept design and investigate alternative design options for Council s consideration;

3 2) AND THAT all 2015, 2016 and 2017 Capital Budget projects for the design and construction of the Leisure Centre and Public Library Expansion each be deferred by one calendar year; 3) AND THAT $50,000 out of the current budget remain in the 2015 Leisure Services capital budget and be dedicated for the cost of the review and potential revisions and/or amendments to the Leisure Centre and Public Library Expansion design. 1) THAT the Ballantrae Fire Hall renovation project be moved to 2017 capital forecast; 2) AND THAT the Fire Chief be directed to undertake negotiations with Central York Fire Services to review and modify the existing service area with the view of improving coverage in the western portion of the municipality. 1) THAT $30,000 for project# 272 "Facility Upgrades Fire" and all related projects be deferred to the 2017 capital forecast. 1) THAT the 2015 budget of Ballantrae Park Fieldhouse be increased to $150,000 by consolidating the budget allocation in 2015, 2017 and 2019 (project# s 609, 610 and 611) into one year.

4 1) THAT the Leisure and Community Services 2015 Capital Budget be approved as amended. AS AMENDED Public Works Operating Budget: 1) THAT the emergency snow removal service, at a threshold of 10 c.m. of snowfall, for all sidewalks in the urban area of the municipality be approved, with a 2015 budget of $20,000. 1) THAT the Public Works Department 2015 Business Plan & Operating Budget be approved as amended. AS AMENDED Capital Budget: MOVED by Councillor Upton 1) THAT Staff be directed to report back to Council explaining why the projects for Fairview Avenue and Glad Park Avenue have been moved to 2016 and could not be completed in 2015.

5 1) THAT staff be directed to determine the cost of sidewalk construction on Aurora Road from McMullen Drive to McFarland Street in 2015; 2) AND THAT the remaining portion of the 2015 budget for Sidewalks-Aurora Rd-Grayfield Dr to Ballantrae School (project# 017) be transferred to the 2016 budget. 1) THAT the 2016 budget for Sidewalks, Hwy48-Pinevista to Savoia Phase 3 Entrance (project# 018) be transferred to the 2017 budget. 1) THAT the 2015 budget for Streetlights, Aurora Rd-Savoia, Entrance to Ballantrae School (project# 015) be transferred to 2016 budget. SECONDED by Councillor Kroon 1) THAT the description for Streetlight Improvements and Lifecycle project in the Capital Budget at various locations be changed to specifically include Valley Road in Musselman's Lake.

6 1) THAT the 2016 budget for project# 338 Design, Lloyd/Blake Street be moved to 2015 budget; 2) AND THAT the 2017 budget project# 006 Blake St-Main St to Burkholder St, project# 007 Lloyd St-Main St-South End, and project# 008 Burkholder, Russell & Library Driveway" be moved to 2016 budget; 3) AND THAT 2020 budget for project# 465 Design Update, O'Brien, Rose to Main be moved to 2016 budget. DEFEATED MOVED by Councillor Lovatt SECONDED by Councillor Kroon 1) THAT the Public Work Department 2015 Capital Budget be approved as amended. AS AMENDED Fire & Emergency Services Operating Budget: MOVED by Councillor Kroon 1) THAT the Fire and Emergency Services 2015 Business Plan & Operating Budget be approved as presented. Capital Budget: (Project# 003 "Fire Prevention Vehicle" has been moved to 2016 Budget.)

7 MOVED by Councillor Upton 1) THAT the Fire and Emergency Services 2015 Capital Budget be approved as amended. AS AMENDED Planning and Development Services Operating Budget: SECONDED by Councillor Upton 1) THAT the Planning and Development Services 2015 Business Plan & Operating Budget be approved as presented. Capital Budget: 1) THAT the Planning and Development Services 2015 Capital Budget be approved as presented. Whitchurch-Stouffville Public Library Operating Budget: SECONDED by Councillor Upton 1) THAT the Whitchurch-Stouffville Public Library 2015 Business Plan & Operating Budget be approved as presented.

8 Capital Budget: 1) THAT the Whitchurch-Stouffville Public Library 2015 Capital Budget be approved as amended by Budget & Audit Committee's decision to defer the Leisure Centre and Library Expansion project. AS AMENDED 6. Clerks, Finance, General Administration/ Chief Administrative Office, and Council 1) THAT staff be directed to amend Town Administrative Procedure# 54 dealing with Council s communication budget which limited Councillors spending to $2 per household located in each ward; 2) AND THAT staff be directed to modify the policy to reflect changes in the cost of postage and production costs and increase the amount to $3 per household, and these expenses will remain at the discretion of the Councillor. 1) THAT the 2015 Council budget for "Public Relations" be increased from $50,000 to $70,000.

9 MOVED by Councillor Upton 1) THAT the 2015 Business Plans, Operating & Capital Budgets for Clerks Department, Finance Department, General Administration/ Chief Administrative Office, and Council be approved as amended; 2) AND THAT Human Resources budget for Education & Corporate Training be reduced by $5,000 to $22,500 and budget for Staff Engagement Strategy be removed; 3) AND THAT Finance Department budget for Misc. Revenue be increased from $25,000 to $35,000 and Penalties & Interest on Taxes be increased from $900,000 to $950,000. AS AMENDED SECONDED by Councillor Upton 1) THAT the Draft 2015 Town of Whitchurch-Stouffville Operating Budget (released January 20, 2015) be approved, as amended by Attachment 1 and further amended by Budget & Audit Committee March 10, 2015 amendments; 2) AND THAT the Draft Town of Whitchurch-Stouffville 2015 Capital Budget (released January 20, 2015) be approved, as amended by Attachment 2 and further amended by Budget & Audit Committee March 10, 2015 amendments; 3) AND THAT the Capital Forecast be approved in principle, as amended; 4) AND THAT consistent with the recommendations of the 2013 Fiscal Impact Study, that Council fund an additional 1% tax levy to support the Town s Capital Reserve Account; 5) AND THAT Council approve By-law FI to establish the Town of Whitchurch-Stouffville User Fees which will come into effect with the March billing to support the 2015 Operating Budget as amended. AS AMENDED

10 9. ADJOURNMENT OF BUDGET AND AUDIT COMMITTEE SECONDED by Councillor Kroon THAT there being no further business the Budget and Audit Committee meeting be adjourned at 4:00 p.m. 10. COUNCIL CONSIDERATION OF RECOMMENDATIONS OF BUDGET AND AUDIT COMMITTEE MOVED by Councillor Lovatt THAT all reports on the Budget and Audit agenda, with the exception of the reports that have been deferred, deleted or listed for separate discussion, be approved and the recommendations contained therein be adopted. 11. NOTICES OF MOTION None. 12. RESOLUTIONS FROM MEMBERS OF COUNCIL None. 13. RESOLUTION TO HOLD AN IN CAMERA MEETING, if required None. 14. BY-LAWS WITH REPORTS THAT the following by-law be read a first, second and third time and passed: FI BEING A BY-LAW to establish fees or charges for services or activities provided by the Town of Whitchurch-Stouffville (General Fees and Charges) and to repeal By-law FI.

11 15. CONFIRMATORY BY-LAW SECONDED by Councillor Kroon THAT Confirmatory By-law MS be read a first, second and third time and passed. 16. MOTION TO ADJOURN MOVED by Councillor Upton SECONDED by Councillor Hargrave THAT there being no further business the Council meeting be adjourned at 4:05 p.m. 17. COMMENTS FROM MEMBERS OF COUNCIL Mayor Altmann thanked Council and Staff for their efforts in the preparation of the 2015 Business Plans, Operating and Capital Budgets. APPROVED at the Town of Whitchurch-Stouffville this 24 th day of March, Mayor Justin Altmann Michele Kennedy, Clerk