special council meeting agenda 7:00 pm whitby municipal

Special Council Meeting Agenda August 18, 2016 – 7:00 PM

Council Chambers Whitby Municipal Building

In accordance with Procedural By-law #7072-15 and the Municipal Act, 2001, Section 239 (2) (c) proposed or pending acquisition or disposition of land by the municipality or local board and (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board, parts of this meeting may be closed to the public.

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Call to Order: The Mayor

Call of the Roll: The Clerk

1. Declarations of Pecuniary Interest

2. Delegations/Presentations

3. Items for Consideration

3.1 Public Works Department and Corporate Services Department Joint

Report, PW 23-16 Re: Rossland Road (Regional Road 28) Widening – New Multi-Use Path Recommendation:

1. That Council approve a budget amount of $100,000 (from growth reserves and development charges) for the multi-use path on the north side of Rossland Road (Regional Road 28) from Brock Street to Garden Street;

2. That Council approve the location of the bus stop and shelter and the encroachment onto Town property, on the south side of Rossland Road (Regional Road 28) approximately 50 metres east of the main entrance to the Civic Recreation Centre;

3. That as part of future plans for a Regional Headquarters expansion and following the completion of the proposed Rossland Road Widening, Regional Staff continue to monitor and review opportunities for shared access to the Town of Whitby Municipal Building, Regional Headquarters, Whitby Civic Recreation Centre, and the Durham Regional Police Collision Centre to provide direct access to traffic control signals on Rossland Road;

4. That Staff be directed to coordinate with Region of Durham and Durham Region Transit Staff on the Encroachment Agreement to facilitate the relocation of the bus stop and shelter;

5. That Mayor and Clerk be authorized to execute the required

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agreement and any other ancillary documents necessary to effect the same; and,

6. That the Clerk circulate report PW 23-16 to the Region of Durham.

3.2 Community and Marketing Services Department Report, CMS 48-16 Re: Youth Services Program Changes Recommendation:

1. That Council approve the transition of the operation of the After School Program at E.A. Fairman Public School and John Dryden Public School to the Boys and Girls Club of Durham effective September 2016; and,

2. That Council approve the reallocation of the funds within the Youth budget for the After School Program to the White Oaks Youth Community Outreach Program from September 2016 to December 2016.

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3.3 Community and Marketing Services Department Report, CMS 49-16

Re: Ontario 150 Fund - Application for Funding Recommendation:

1. That Council authorize Staff to submit an application for $70,000 in funding to the Ontario 150 Community Celebration Fund to support a proposed Waterfront Festival in 2017;

2. That Council authorize Staff to submit an application for $100,000 to the Ontario 150 Partnership Program to establish a youth community garden program as a part of the White Oaks Youth Community Outreach Program; and,

3. That Council authorize Staff to submit an application for $360,000 in funding to the Ontario 150 Community Capital Program Fund to enhance the Jeffery Park project in 2017.

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4. In Camera Matters

4.1 Legal and By-law Services Department Report, LS 17-16

Re: Property Matter - Cullen

4.2 Confidential Verbal Update from the Commissioner of Community and

Marketing Services and the Commissioner of By-law and Legal Services/Town Solicitor Re: Litigation or Potential Litigation

5. Confirmatory By-law

5.1 Confirmatory By-law

Recommendation:

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That leave be granted to introduce a by-law and to dispense with the reading of the by-law by the Clerk to confirm the proceedings of the Council of the Town of Whitby at its special meeting held on August 18, 2016 and the same be considered read and passed and that the Mayor and the Clerk sign the same and the Seal of the Corporation be thereto affixed.

6. Adjournment

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Report to: Operations Committee Report number: PW 23-16

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Town of Whitby Report

Report to: Operations Committee Date of meeting: August 18, 2016 Department: Public Works Department Corporate Services Department Report Number: PW 23-16 File Number(s): RMD-RR-1

Report Title: Rossland Road (Regional Road 28) Widening – New Multi-Use Path 1. Recommendation:

That Council approve a budget amount of $100,000 (from growth 1.reserves and development charges) for the multi-use path on the north side of Rossland Road (Regional Road 28) from Brock Street to Garden Street;

That Council approve the location of the bus stop and shelter and the 2.encroachment onto Town property, on the south side of Rossland Road (Regional Road 28) approximately 50 metres east of the main entrance to the Civic Recreation Centre;

That as part of future plans for a Regional Headquarters expansion and 3.following the completion of the proposed Rossland Road Widening, Regional Staff continue to monitor and review opportunities for shared access to the Town of Whitby Municipal Building, Regional Headquarters, Whitby Civic Recreation Centre, and the Durham Regional Police Collision Centre to provide direct access to traffic control signals on Rossland Road.

That Staff be directed to coordinate with Region of Durham and Durham 4.Region Transit Staff on the Encroachment Agreement to facilitate the relocation of the bus stop and shelter;

That Mayor and Clerk be authorized to execute the required agreement 5.and any other ancillary documents necessary to effect the same.

That the Clerk circulate report PW 23-16 to the Region of Durham. 6.

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2. Executive Summary: The Regional Municipality of Durham is currently completing the detailed design for the widening of Rossland Road (Regional Road 28) between Brock Street (Regional Road 46) and Garden Street. The project includes widening Rossland Road to 5-lanes between Brock Street and Garden Street, which includes left turn lanes at Civic Centre Drive/Civic Centre Recreation Complex, and left and right turn lanes at Whitby Town Hall.

Staff are in agreement with the project details:

• New 3.0 metre wide multi-use path on the north side of Rossland Road,

• Implementation of new Accessibility for Ontarians with Disabilities Act (AODA) treatments on sidewalks and multi-use path,

• Road widening to accommodate additional turning lanes and bus stop location to improve the overall traffic operations, and

• Pavement rehabilitation of existing asphalt.

It is recommended that Regional staff continue to monitor the closely spaced accesses within the project limits following the completion of the proposed Rossland Road widening and implement the required, if any, improvements to facilitate the safe egress/ingress of movements.

3. Origin: Public Works Report PW 23-16 regarding the Rossland Road Widening from Brock Street to Garden Street by the Region of Durham originates from within the Department.

4. Background: The Region of Durham is planning on completing the construction for the widening of Rossland Road (Regional Road 28) between Brock Street (Regional Road 46) and Garden Street in fall 2016. The limits of the project are generally between Brock Street (Regional Road 46) and Garden Street, excluding the intersection of Brock Street and Garden Street. This project was identified in the Regional Road Program 2016 Capital Budget and Nine Year Forecast.

Over the past several years, the Brock Street (Regional Road 46) and Rossland Road (Regional Road 28) area has experienced considerable growth. Proposed new developments currently under construction will continue to place travel demands on Rossland Road (Regional Road 28), resulting in increased congestion, safety concerns and traffic delays.

Related Projects and Timing (See Attachment 1)

• Brock Street Widening to 5-lanes from Rossland Rd to Taunton Rd – 2017

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• Brock Street and Rossland Road Intersection Improvements – 2018

• Brock Street Widening from Manning Road to Rossland Road – 2018 (Subject to completion of joint Environmental Assessment currently underway by the Region and Town)

• Garden Street and Rossland Road Intersection Improvements – 2020

5. Discussion/Options: The Region currently has identified that the construction of the Rossland Road widening between Brock Street and Garden Street will commence in Fall 2016.

This section of Rossland Road has been identified as requiring widening from a four lane to a five lane configuration to accommodate left turn lanes to facility the safe movement to/from Civic Centre Drive/Civic Recreation Centre and Whitby Town Hall. A predominance of rear-end collision patterns is evident and justifies the need to remove turning traffic from the through lanes to improve traffic safety and capacity.

Rossland Road Plan/Profile and Cross-Section

The detailed plans and typical cross-sections for Rossland Road are shown as Attachment 2. Town staff support the proposed plan/profile and cross sections for Rossland Road which include:

• (2) westbound lanes;

• (2) eastbound lanes;

• left turn lanes at Civic Centre Drive/Civic Recreation Centre;

• westbound left turn lane at Whitby Town Hall;

• eastbound right turn lane and bus stop at Whitby Town Hall;

• left turn lanes at Regional Headquarters/Regional Police entrance;

• eastbound right turn lane at Regional Headquarters;

• A 3.0 metre off road multi-use path on the north side; and

• Improvements to existing 1.5 metre concrete sidewalk on the south side.

Multi-Use Path

The proposed off road multi-use path on the north side of Rossland Road is included in the Town’s Cycling and Leisure Trails Plan and the Regional Primary Cycling Network.

In order to determine the side of road to locate the proposed off road multi-use path, the entire Rossland Road corridor was reviewed. It was determined that the

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off road multi-use path be located on the north side through a review that included: impacts to existing utilities, number of intersections and entrances, property requirements, and impacts to existing vegetation. Although the south side of the road includes more public facilities (Civic Recreation Centre, Whitby Town Hall, etc.) there would be significantly greater impacts and costs associated with constructing a multi-use path on the south side of the road from a network perspective along Rossland Road. Notwithstanding this, at the time of future sidewalk replacement on the south side, a multi-use path will be reviewed to connect the public facilities.

For similar multi-use projects on Region urban roads, the past approach between the Region and Town has been: (reference Region Report #2012-J-37)

• That the Region is 100% responsible for providing the platform for multi-use paths within Regional Road rights-of-way contained in the Primary Cycling Network at its sole expense; and

• That the Town is 100% responsible for the asphalt and the maintenance and repair of multi-use paths on Regional Roads that form part of the Primary Cycling Network, by the area municipality in which the multi-use path is located.

Based on the above, it is recommended that Council approve a budget of $100,000.00 (from the growth reserve and development charges) for the proposed multi-use path on Rossland Road between Brock Street and Garden Street.

Civic Centre Drive/Civic Recreation Centre and Rossland Road Intersection

Town staff has requested that Regional staff review the potential installation of traffic control signals at Civic Centre Drive/Civic Recreation Centre Entrance and Rossland Road. Traffic control signals are not supported by Regional staff due to the following reasons:

• Rossland Road is a Type B arterial road designed to accommodate the movement of moderate volumes of traffic and maintain operating speeds of 60 km/h.

• The 165 metre spacing (measured from stop bar) between Civic Centre Drive and the existing signal at Regional Headquarters is not acceptable. OTM Book 12 recommends that the minimum distance between intersections be approximately 215 metres for roads posted at 60km/h or less to allow ‘back-to-back’ left turn lanes and proper tapers.

• A traffic control signal at Civic Centre Drive would result in three signals within 400 metres which is an insufficient distance between signalized intersections to allow motorists to recognize and react to each device. Red light running typically occurs when intersections are spaced closely which can lead to a high incidence of right-angle collisions which are amongst the most severe.

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• Optimal coordination between signals would not be achieved, resulting in slowing and stopping and a high incidence of rear end collisions in both the eastbound and westbound directions.

• Future plans associated with the expansion of Regional headquarters requires the existing traffic control signal to be relocated to the west property line, approximately 90 metres westerly to facilitate both the Region and Town of Whitby. This will improve current operations with the signal at Garden Street by increasing the spacing to approximately 300 metres and 500 metres to Brock Street which conforms with the Region’s Arterial Corridor Guidelines. The Region wishes to protect for this in the future and installing a signal at Civic Centre Drive would prohibit this from moving forward as it would only be 120 metres of this proposed ultimate location.

The addition of left turn lanes in both the eastbound and westbound directions at Civic Centre Drive/Civic Recreation Centre entrance and a westbound left turn lane at the westerly (maintenance/staff) access of the Civic Recreations Centre is expected to improve capacity and safety along the Rossland Road corridor.

Civic Recreation Centre Interconnection

A parking lot interconnection is being constructed (approved Council Report CS 39-16) at the Civic Recreation Centre to connect the west (maintenance and staff) access and the main parking lot. This will provide additional access options for staff/users and provide two accesses for emergency services. Timing for the construction of the interconnection is summer 2016, prior to the construction for the widening on Rossland Road.

Based on the above, it is recommended that as part of future plans for a Regional Headquarters expansion, Regional Staff work with Town staff to review opportunities for shared used accesses to the Town of Whitby Municipal Building, Regional Headquarters, Whitby Civic Recreation Centre, and the Durham Regional Police Collision Centre to provide direct access to traffic control signals on Rossland Road.

Encroachment Permit – Bus Stop

As part of the Rossland Road widening, the existing bus stop and shelter located on the south side of Rossland Road just east of the Civic Recreation Centre, is recommended to be relocated approximately 20 metres to the east. (See Attachment 3) This will allow Durham Region Transit buses to stop in an extended eastbound right turn lane for Whitby Town Hall and improve safety and capacity along the Rossland Road corridor.

In order to locate the bus stop and shelter within the right turn lane and accommodate the existing 1.5 metre concrete sidewalk and road widening of Rossland Road, the shelter is proposed to be relocated on the south side of the existing sidewalk within a portion of the Town of Whitby property at 575 Rossland

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Road East. The size of the Region’s bus shelter encroachment is 6.0m x 3.2m on Town property.

It is recommended that Council approve the location of the bus stop and shelter, and that Town staff continue to coordinate with Region staff to finalize the encroachment agreement, and authorize Mayor and Clerk to execute the required documents.

Construction Details and Staging

In order to complete the construction efficiently and safely, a minimum of one (1) lane will be maintained in each direction on Rossland Road at all times. During construction left turn movements from Rossland Road in both eastbound and westbound directions will be eliminated, where required, to ensure safety and maintain traffic capacity and flow.

The staging for the construction is anticipated as:

1. Road widening on the north side of Rossland Road, including the construction of the 3.0m off road multi-use path.

2. Road widening on the south side of Rossland Road.

During this phase there will be short durations that the entrances to Civic Recreation Centre, Whitby Town Hall and Regional Headquarters will be temporarily closed. However, the planned Town interconnection of the Civic Recreation Centre west (maintenance and staff) access and the main parking lot will ensure access is maintained at all times. Similarly, the interconnection between the Whitby Town Hall and Regional Headquarters will allow access from Rossland Road at all times.

Advance signage will be installed on site and Regional staff will provide regular updates during construction, including notice to Town staff of entrance closures and restrictions.

In addition, Region staff will monitor the accesses during construction and modify the traffic control as required to ensure the safe egress/ingress of movements.

6. Public Communications/Plan: Construction of this project will require an extensive communication program before and during construction. Advance notice construction signage will be installed, and notices will be delivered to all adjacent property owners (including Town Hall through the Clerk) during construction. Notices will be provided by the Region and will be posted at Town Hall and Civic Recreation Centre to update staff and users during construction of the different phases.

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7. Considerations:

Public 7.1.N/A

Financial 7.2.The Town’s financial component of the Rossland Road widening project includes the following:

• $100,000.00 (from the growth reserve and development charges) for the proposed multi-use path on Rossland Road between Brock Street and Garden Street. This includes the advancement of $55,000 for the multi-use path between Brock Street and Civic Centre Drive from 2018 within the approved 2016 Capital Budget. The additional $45,000 is attributed to a change of scope, to extend the multi-use path to Garden Street and connect to the existing multi-use path on Garden Street.

Impact on and input from other Departments/Sources 7.3.Town and Region staff worked jointly throughout the detailed design of this project.

Corporate and/or Department Strategic Priorities 7.4.To continue the Whitby tradition of responsible financial management and respect for taxpayers; and to understand the importance of affordability to a healthy, balanced community.

To remain the community of choice for families; and to focus new growth around the principles of strong walkable and complete neighbourhoods that offer mobility choices.

8. Summary and Conclusion: That Council approve a budget amount of $100,000 (from growth reserves and development charges) for the multi-use path on the north side of Rossland Road (Regional Road 28) from Brock Street to Garden Street;

That Council approve the location of the bus stop and shelter and the encroachment onto Town property, on the south side of Rossland Road (Regional Road 28) approximately 50 metres east of the main entrance to the Civic Recreation Centre;

That as part of future plans for a Regional Headquarters expansion and following the completion of the proposed Rossland Road Widening, Regional Staff continue to monitor and review opportunities for shared access to the Town of Whitby Municipal Building, Regional Headquarters, Whitby Civic Recreation Centre, and the Durham Regional Police Collision Centre to provide direct access to traffic control signals on Rossland Road;

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That Staff be directed to coordinate with Region of Durham and Durham Region Transit Staff on the Encroachment Agreement to facilitate the relocation of the bus stop; and

That Mayor and Clerk be authorized to execute the required agreement and any other ancillary documents necessary to effect the same.

9. Attachments: Attachment 1: Related Project Timing Map

Attachment 2: Rossland Road Typical Cross Section

Attachment 3: Location of Encroachment Permit – 575 Rossland Road East

For further information contact: Michael May, Project Engineer, x2249 Greg Hardy, Manager of Engineering and Infrastructure Services, x2259

Original Approved and Signed.

Ken Nix, Commissioner of Corporate Services/Treasurer, x4314


Suzanne Beale, Commissioner of Public Works, x4311


Robert Petrie, Chief Administrative Officer, x2211

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Legend

ATTACHMENT 1

2016 2018

RELATED PROJECT

2017 2020

TIMING MAP

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ATTACHMENT 2

ROSSLAND ROAD

TYPICAL CROSS SECTION

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Attachment 3

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Report to: Special Meeting of Council Report number: CMS 48-16

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Report to: Special Meeting of Council Date of meeting: August 18, 2016 Department: Community and Marketing Services Department Report Number: CMS 48-16 File Number(s): N/A

Report Title: Youth Services Program Changes 1. Recommendation:

That Council approve the transition of the operation of the After School 1.Program at E.A. Fairman Public School and John Dryden Public School to the Boys and Girls Club of Durham effective September 2016; and,

That Council approve the reallocation of the funds within the Youth 2.budget for the After School Program to the White Oaks Youth Community Outreach Program from September 2016 to December 2016.

2. Executive Summary: Staff is recommending transferring the operations of the After School Program at E.A. Fairman Public School and John Dryden Public School to the Boys and Girls Club of Durham effective September 2016.

This reallocation of programming would result in a small surplus in the Youth budget for the remainder of 2016. Staff are recommending these surplus funds be dedicated towards supporting the Boys and Girls Club of Durham to enhance the hours they are able to offer the White Oaks Youth Community Outreach Program from one day per week to five days per week from September to December 2016.

3. Origin: Community and Marketing Services Department Report CMS 48-16 originates with the Youth Section of the Parks and Recreation Division of the Community and Marketing Services Department.

Timing for the approval of this transition is important as Staff need to contact last year’s program participants this August to inform them that the Boys and Girls Club of Durham would be operating the After School Program and receive their

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permission to provide the Boys and Girls Club of Durham with their contact information.

4. Background: After School Program In 2013, the Town of Whitby was successful in receiving a three year After School Program Fund grant from the Ministry of Tourism, Culture and Sport. This grant provided funds to offer after school programs at E.A. Fairman and John Dryden Public Schools. In a memorandum to Council dated March 10, 2016 Council was advised that the Ministry of Tourism, Culture and Sport (MTCS) would be renewing our current agreements to continue after school programs. In April 2016, the Town was informed that the funding model for the After School Program Grant was changing and that the grant was only going to be offered for the 2016 – 2017 school year in order to evaluate the provincial program for future years. The Boys and Girls Club of Durham and Town of Whitby Youth Services have partnered together on a number of opportunities including after school programming and the White Oaks Youth Community Outreach Program. The Boys and Girls Club of Durham is established at offering after school programs and is currently operating programs in seventeen (17) locations across Durham. With the changes to the Ontario Grant funding, the Town of Whitby approached the Boys and Girls Club of Durham to inquire about them operating the E.A. Fairman and John Dryden After School Programs. White Oaks Youth Community Outreach Program The Boys and Girls Club of Durham has been operating a community outreach program once a week for Whitby youth at the White Oaks apartment buildings for the past two years. The Boys and Girls Club of Durham expressed the need to expand the physical space and programming frequency. In early 2016, Community Connection, donated $25,000 over two years to lease a larger community room in the White Oaks apartments for the youth program. Community Connection also contributed $5,000 and their time to renovate and furnish this space. The Town of Whitby Mayor’s Community Development Fund donated $4,200 towards the purchase of computers, printer and an internet package for the White Oaks Youth Community Room. A number of other community partners including Durham Regional Police Services and local faith groups have also partnered with the Boys and Girls Club of Durham to support the White Oaks Youth Community Outreach Program. As outlined in Report CMS 07-16, the Town of Whitby applied to the Ontario Sport and Recreation Communities Fund to enhance the White Oaks Youth Community Outreach Program. The Town of Whitby was advised in May 2016 that it was unsuccessful in receiving this grant and Staff informed Council that other opportunities to support this important program would be pursued.

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5. Discussion/Options: The Boys and Girls Club of Durham has applied for and been approved for funding to operate the After School Program at John Dryden and E.A. Fairman Public Schools. The program would remain very similar in structure and operation and Town of Whitby Youth Services would work with the Boys and Girls Club of Durham to ensure a smooth transition for participants this September.

With the potential transition of the operation of the After School Program to the Boys and Girls Club of Durham, the Town of Whitby can redirect resources that would have been used for After School Program into the White Oaks Youth Community Outreach Program for the remainder of 2016. The White Oaks Court community is considered to be a “high risk, priority” low income neighbourhood with many recent immigrants and single parent families. Durham Region's Health Neighbourhoods Project identified seven priority neighbourhoods that have the lowest income levels and require focus to build on health and well-being and one of these neighbourhoods includes the White Oaks community. The Town of Whitby has approximately $14,000 remaining in the Youth budget that would have been allocated towards After School Program from September 2016 to December 2016. These funds could be allocated towards the expansion of the White Oaks Youth Community Outreach Program to five nights per week for three hours per day effective September 2016 to December 2016. More sustainable funding opportunities and models will be sought for the continuation of the White Oaks Youth Community Outreach Program. Staff will report back to Council in the Fall of 2016 on future recommendations for Youth programming and 2017 budget considerations.

6. Public Communications/Plan: Staff would work closely with the Boys and Girls Club of Durham to ensure a smooth transition for parents and students who participate in the After School program at E.A. Fairman and John Dryden Public Schools.

The Boys and Girls Club of Durham would also advertise the two programs on their website and directly through the Youth Outreach Workers.

7. Considerations:

Public 7.1.The transition of the operation of the After School Program by the Boys and Girls Club of Durham allows for an important program to continue to be offered to the public.

The expansion of the White Oaks Youth Community Outreach Program would provide the opportunity for youth in a high priority neighbourhood to engage in

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additional programming in their community. This directly benefits this neighbourhood and the Whitby community at large.

Financial 7.2.$33,000 is dedicated within the 2016 Youth budget towards operating the After School Program at E.A. Fairman and John Dryden Public Schools. From January to August, $19,000 has been spent. The remaining $14,000 is recommended to be reallocated to support the White Oaks Youth Community Outreach Program for the remainder of the year.

Impact on and input from other Departments/Sources 7.3.The Boys and Girls Club of Durham is supportive of the recommendations outlined in this report and the Ministry of Tourism, Culture and Sport supports providing the After School Program Funds to the Boys and Girls Club of Durham to operate the program at E.A. Fairman and John Dryden Public Schools.

Corporate and/or Department Strategic Priorities 7.4.The recommendations contained within this report are consistent with the Town of Whitby Council 2014 – 2018 Goals:

3. To continue the Whitby tradition of responsible financial management and respect for taxpayers; and to understand the importance of affordability to a healthy, balanced community.

4. To strive to continuously improve the effectiveness and efficiency of service delivery.

7. To remain the community of choice for families and become the community of choice for seniors and job creators.

8. Summary and Conclusion: The recommendations within this report support community partnerships that allow additional services to be offered in our community to youth in a cost effective and efficient manner. These services are what sets Whitby apart and makes us a Platinum Level Youth Friendly Community and the Community of Choice for Youth.

9. Attachments: n/a

For further information contact: Sarah Klein, Manager of Recreation x4338


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Peter LeBel, Commissioner of Community and Marketing Services, x4319



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Report to: Special Meeting of Council Date of meeting: August 18, 2016 Department: Community and Marketing Services Department Report Number: CMS 49-16 File Number(s): N/A

Report Title: Ontario 150 Fund – Application for Funding 1. Recommendation:

That Council authorize Staff to submit an application for $70,000 in 1.funding to the Ontario 150 Community Celebration Fund to support a proposed Waterfront Festival in 2017;

That Council authorize Staff to submit an application for $100,000 to the 2.Ontario 150 Partnership Program to establish a youth community garden program as a part of the White Oaks Youth Community Outreach Program; and,

That Council authorize Staff to submit an application for $360,000 in 3.funding to the Ontario 150 Community Capital Program Fund to enhance the Jeffery Park project in 2017.

2. Executive Summary: In 2017, Canada will mark the 150th Anniversary of the Confederation. The Government of Ontario created the Ontario 150 Fund to support events and programs across the province that showcase our diverse communities and encourage Ontarians to get involved and celebrate. Municipalities, community groups and not-for-profit organizations can apply for funding that will create social and cultural legacies through initiatives that support celebration, engagement and innovation in Ontario. A Council resolution is required to support funding applications to the Ontario 150 Funds and staff are seeking approval now as the application deadlines are in September. Staff are recommending applying for the Community Celebration Program to enhance the 2017 Waterfront Festival, the Community Partnership

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Program for a Youth Community Garden project and the Community Capital Program to expand the Jeffery Park project.

3. Origin: Report CMS 49-16 originates in response to the release of a funding opportunity overseen by the Province of Ontario – Ontario 150 Fund.

4. Background: The Province of Ontario has launched the Ontario 150 Grant Program that will provide funding to create social and cultural legacies through initiatives that support celebration, engagement and innovation in Ontario. There are three funding programs that municipalities can apply for. These include the Community Celebration Program, Partnership Program and Community Capital Program. Ontario150 Community Celebration Program This program will help to support initiatives that celebrate and commemorate Canada and Ontario’s 150th anniversary. Eligible initiatives include single activities or series of activities, such as:

• Ontario150-themed multicultural events and community celebrations • commemorative installation ceremonies • food festivals celebrating local chefs, locally grown products and local food

movements • art exhibitions in public spaces showcasing local or iconic artists • sporting events and competitions • 150-themed public workshops, forums, conferences or symposia • youth innovation or entrepreneur competitions

Funding will be provided up to a maximum of 75% of the initiative's total eligible operating expenses. The Town of Whitby would be eligible for a grant of up to $70,000 under this stream and applications will be accepted until September 2, 2016. Ontario150 Partnership Program This program supports collaborative projects that foster new partnerships and innovative ways to engage and empower youth. To be eligible for funding, projects must engage and empower youth through:

• creativity and cultural expression • diversity and inclusion • environmental stewardship • youth entrepreneurship • healthy living • civic engagement

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Successful applicants are eligible for funding for up to 75% of total project costs, to a maximum of $100,000 and applications will be accepted until September 30, 2016. Ontario150 Community Capital Program This program, funded by the Ontario Trillium Foundation, helps municipalities, not-for-profit community organizations and Indigenous communities improve existing infrastructure through repairs, renovations or retrofitting. Eligible projects include:

• multicultural centres • playgrounds • sport facilities • cenotaphs • elderly person centres • other types of public meeting places and spaces

The Town of Whitby would be eligible for a grant of up to $500,000 for 50% of total project costs. Applications are due by September 14, 2016.

5. Discussion/Options: Ontario150 Community Celebration Program Town Staff received approval through CMS Report 34-16 to apply for funding through Canada 150 for a Waterfront Festival. It is recommended to apply to the Ontario 150 Community Celebration Program to enhance the 2017 Waterfront Festival. The Whitby Waterfront Festival will be a new outdoor community event in August 2017 that is hosted by the Town of Whitby and focused on community engagement. The event will bring together several organizations and community groups to celebrate the spirit of the Town, Province and Country. Whitby, like Ontario and Canada, is proud of its heritage. As the former Ontario County, the Town has deep provincial roots that will be highlighted in this event. The Town also embraces its future as it will see significant growth over the next 15 years. The Whitby Waterfront Festival will be multi-faceted and include active participation components such as a trail run/walk/wheel, cultural performances, art activities and environmental stewardship programming. The event will have a specific focus on diversity, inclusion and accessibility throughout its pre-event planning and promotion and its day of programming and activities. The event will take place along the beautiful shores of Lake Ontario in Port Whitby – and in particular at Whitby Harbour.

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The Whitby Waterfront Festival will bring together and celebrate the wonderfully diverse community made up of youth, seniors, newcomers, families, business owners and residents alike. Ontario150 Partnership Program Town Staff are recommending establishing a community garden in Jeffery Park that would be part of the White Oaks Youth Community Outreach Program. The establishment of a community garden plot could be included in the Jeffery Park renovation project and then the planting and maintenance of the community garden could be part of the Boys and Girls Club of Durham youth program. This would provide an educational, environmental stewardship, healthy living and cooking experience for the youth who live in this priority neighbourhood. Ontario150 Community Capital Program The expansion of Jeffery Park to upgrade the playground and add a splash pad is a project that is budgeted for in 2016 in the amount of $360,000. Through community consultation, the addition of an accessible walkway and bridge to allow for access from the White Oaks Apartment buildings and the addition of multi-purpose sports court were identified as a priority. As such, it is the recommendation to carry forward this project to 2017 and seek matching funds through the Ontario 150 Community Capital Program to renovate the existing playground to increase accessibility, enhance the play features, renovate to include a splash pad and allow for the addition of an accessible walkway, bridge and multi-purpose sports court as a part of this park project expansion.

6. Public Communications/Plan: There is no requirement for a communications plan at this time. If the proposed Ontario 150 grant applications are approved, the necessary and appropriate communications will be undertaken for the public, community and user groups.

7. Considerations:

Public 7.1.The selected Ontario 150 Fund projects would benefit Whitby residents, users of Town owned facilities and visitors.

Financial 7.2.

There will be no incremental costs to the Town of Whitby related to the recommended Ontario 150 applications. The application for the Community Celebration Program would be for $70,000; the 25% contribution from the Town of Whitby would come from the Harbour Day budget. The application for the Community Celebration Program would be for $100,000; the 25% contribution would come from the Boys and Girls Club and Community

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Connection investment in the White Oaks Youth Community Outreach Program. The application for the Community Capital Program would be for $360,000; the 50% contribution would come from the capital budget allocated towards the Jeffery Park Project.

Impact on and input from other Departments/Sources 7.3.The recommended Ontario 150 Fund projects would involve community partners and most municipal departments to implement.

Corporate and/or Department Strategic Priorities 7.4.The proposed application for funding and projects support the following Council Goals 2014 – 2018.

3. To continue the Whitby tradition of responsible financial management and respect for taxpayers; and to understand the importance of affordability to a healthy, balanced community.

8. To become the destination of choice for visitors from across Durham Region and the Greater Toronto Area; to realize the economic and social potential of our downtowns, waterfront and green spaces in developing local tourism; and to create more things to do and places to enjoy.

8. Summary and Conclusion: The Province of Ontario has created the Ontario 150 Fund. Staff are seeking Council’s authorization to submit applications to the Ontario 150 Funds as outlined in Report CMS 49-16.

9. Attachments: N/A

For further information contact: Sarah Klein, Manager of Recreation, x4338


Peter LeBel, Commissioner of Community and Marketing Services, x4319



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special council meeting agenda 7:00 pm whitby municipal

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