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MINUTES - General Committee - 20080318 TOWN OF AURORA GENERAL COMMITTEE MEETING MINUTES NO. 08-14 Council Chambers Aurora Town Hall Tuesday, March 18, 2008 ATTENDANCE COMMITTEE MEMBERS Councillor Buck in the Chair; Mayor Morris and Councillors Collins-Mrakas, Gaertner, Granger, Marsh, MacEachern, McRoberts and Wilson (left at 7:10 p.m.) MEMBERS ABSENT None OTHER ATTENDEES Director of Corporate Services/Town Clerk, Director of Building, Director of Leisure Services, Director of Planning, Director of Public Works, Deputy Treasurer, and Council/Committee Secretary. Councillor Buck called the meeting to order at 7:00 p.m. I DECLARATIONS OF PECUNIARY INTEREST There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. II APPROVAL OF AGENDA General Committee recommends: THAT Delegation j) – Gordon Barnes be heard as the second delegation. CARRIED General Committee recommends: THAT the agenda as circulated by the Corporate Services Department, with the following additional items, be approved:  WITHDRAWAL OF DELEGATION h) Mr. Klaus Wehrenberg Re: Item 4 – PL08-025 – Zoning By-law Amendment Infill Housing By-law - File D14-08-07  Delegation j) - Mr. Gordon Barnes Re: Item 19 - LS08-013 – Request for Pre-Budget Approval for Arboretum Planting of Flora Aurora  Delegation k) - Mr. Brian and Ms Hendrica Peck Re: Item 4 – PL08-025 – Zoning By-law Amendment Infill Housing By-law - File D14-08-07 General Committee Report No. 08-14 Page 2 of 14 Tuesday, March 18, 2008  Delegation l) - Mr. Terry Miller Re: Item 4 – PL08-025 – Zoning By-law Amendment Infill Housing By-law - File D14-08-07  Delegation m) - Mr. Brian Bodley Re: Item 4 – PL08-025 – Zoning By-law Amendment Infill Housing By-law - File D14-08-07  NEW ITEM 27 – Memorandum from the Director of Planning Re: Item 4 – PL08-025 – Zoning By-law Amendment Infill Housing By-law - File D14-08-07  REVISION TO RECOMMENDATION - ITEM 7 PW08-008 – Award of Tender PW2008-21 - Structural Watermain Relining on Various Streets in the Town of Aurora  NEW ITEM 28 – Correspondence from the Director of Public Works Re: Submission for Federally Funded Lake Simcoe Clean-up Fund  NEW ITEM 29 – Memorandum from the Director of Corporate Services Re: Special Council Meeting CARRIED III ADOPTION OF PREVIOUS MINUTES Special General Committee Meeting Minutes, 08-06 January 29, 2008 (deferred from February 19, 2008 General Committee) General Committee Meeting Minutes, 08-07 February 5, 2008 (deferred from February 19, 2008 General Committee) Special General Committee Meeting Minutes, 08-10 February 25, 2008 General Committee recommends: THAT the Special General Committee Meeting minutes 08-06 and 08-10, and the General Committee Meeting minutes 08-07 be adopted. CARRIED IV DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 1(1), 1(4), 4, 5, 7, 8, 9, 10, 11, 12, 16, 17, 18, 19, 20, 23, 26, 28 and 29 were identified for discussion. V ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION General Committee recommends: THAT the following recommendations respecting the matters listed as “Items not Requiring Separate Discussion” be adopted as submitted to the General Committee and staff be authorized to take all necessary action required to give effect to same: General Committee Report No. 08-14 Page 3 of 14 Tuesday, March 18, 2008 2. GA08-03 – Graffiti Abatement Ad Hoc Committee Meeting Minutes February 28, 2008 THAT the Graffiti Abatement Ad Hoc Committee Meeting minutes from the February 28, 2008 meeting be received and the recommendations contained therein be adopted. 3. Joint Council Committee Meeting Minutes – Central York Fire Services February 19, 2008 THAT Council receive the Joint Council Committee Meeting Minutes – Central York Fire Services of February 19, 2008; and THAT item 4 – Central York Fire Services Report 2008-03 – Open Air Burning be deferred to the March 25, 2008 Council meeting. 6. FS08-014 – Amendment to 2008 Fees and Charges By-law THAT Schedule B to By-law 4988-08.F, being a by-law to establish fees and charges for 2008, be amended to reflect changes to fees for the Building Administration Department as contained in report FS08-004; and THAT the appropriate amending by-law be prepared. 13. PL08-017 – Zoning By-law Amendment Application Imperial Oil Ltd. 1472 Wellington Street East Part of Lot 21, Concession 2 File D14-02-08 THAT Council receive as information the following overview of Zoning By- law Amendment Application D14-02-08 scheduled for a Public Planning Meeting to be held on April 23, 2008. 14. PL08-020 – Planning Applications Status List THAT the Planning Applications Status List be received as information. 15. CS08-014 – Council Pending List THAT report CS08-014 be received for information purposes. 21. Memorandum from the Director of Public Works Re: Road Condition on Henderson Drive THAT the memorandum from the Director of Public Works regarding the road condition on Henderson Drive be received for information. 22. Memorandum from the Director of Corporate Services Re: Future Meeting Dates THAT Council approve the following meeting dates:  Monday, March 24, 2008 – Special General Committee - Workshop to discuss Aurora Heritage Centre General Committee Report No. 08-14 Page 4 of 14 Tuesday, March 18, 2008  Monday, March 31, 2008 – Special General Committee - Budget 24. Correspondence from the Ministry of Community Safety and Correctional Services (Tabled by Mayor Morris) THAT the correspondence from the Ministry of Community Safety and Correctional Services be received for information. 25. Correspondence from Quebec City Re: Commemorative Bells Across Canada for the 400th Anniversary of Quebec City (Tabled by Mayor Morris) THAT the correspondence from Quebec City regarding commemorative bells across Canada for the 400th Anniversary of Quebec City, be received for information. 27. Memorandum from the Director of Planning Re: Item 4 - PL08-025 – Zoning By-law Amendment Infill Housing By-law File D14-08-07 THAT the memorandum from the Director of Planning regarding report PL08-025 – Zoning By-law Amendment Infill Housing By-law be received for information. CARRIED VI DELEGATIONS (a) Mr. Jim Zacher Re: DOVE 2008 (Determined to Oppose Violence Everywhere) Mr. Jim Zacher addressed General Committee to provide information regarding a lacrosse game which will be played on June 13, 2008 at the Aurora Community Centre in order to raise funds for the Canadian Centre for Abuse Awareness. The campaign is entitled DOVE 2008 (Determined to Oppose Violence Everywhere). Mr. Zacher requested support as follows:  That the Town of Aurora assume the costs for the facilities for the event, including the floor, auditorium, boardroom rental costs and staffing; and  That Council consider participating in the opening and closing ceremonies; and  That Council consider joining the players on the floor to play against Newmarket Council during the first hour of the game – or acting as an honourary coach to demonstrate support for the project; and  That Council and staff support the Canadian Centre for Abuse Awareness by collecting pledges for the event; and  That Council proclaim June 13, 2008 as “DOVE Day”; and  That Council provide written support in the form of a letter which would be posted on the website and placed in the participants’ registration packages. General Committee Report No. 08-14 Page 5 of 14 Tuesday, March 18, 2008 General Committee recommends: THAT the comments of the delegate be received; and THAT the matter be referred to the Director of Leisure Services for a report to outline the fixed and variable costs associated with the event. CARRIED (j) Mr. Gordon Barnes Re: Item 19 – LS08-013 – Request for Pre-Budget Approval for Arboretum Planting of Flora Aurora Mr. Gordon Barnes addressed General Committee to request funding for Phase I of the plantings which will be incorporated in the Aurora Arboretum, in order to put out the tender. General Committee recommends: THAT the comments of the delegate be received. CARRIED General Committee recommends: THAT item 19 be brought forward for discussion. CARRIED 19. LS08-013 – Request for Pre-Budget Approval for Arboretum Planting of Flora Aurora General Committee recommends: THAT Council grant pre-budget approval for proposed arboretum plantings in the amount of $50,000; and THAT staff be authorized to proceed to tendering for the works. CARRIED (b) Mr. Martin Maier Re: Item 4 - PL08-025 – Zoning By-law Amendment Infill Housing By-law File D14-08-07 Mr. Martin Maier addressed General Committee in opposition to the by-law, stating that the results of implementation would include reducing property values, restricting renovations, and reducing taxes to the Town if properties are not renovated. Mr. Maier also indicated that he did not attend prior meetings on this issue because he did not receive notice, advising that he does not read the local paper. General Committee recommends: THAT the comments of the delegate be received. CARRIED General Committee Report No. 08-14 Page 6 of 14 Tuesday, March 18, 2008 General Committee recommends: THAT staff is allocated 5 minutes to provide an overview of the chronology of events. CARRIED Mr. Marco Ramunno, Director of Planning and Development Services, addressed General Committee to provide a chronology of the notices given and the meeting dates held relating to this matter. General Committee recommends: THAT the comments of the Director of Planning and Development Services be received. CARRIED (c) Ms Laurel Cook Re: Item 4 - PL08-025 – Zoning By-law Amendment Infill Housing By-law File D14-08-07 Ms Laurel Cook addressed General Committee in opposition to the by-law and to advise that the notices which were given in the local paper did not indicate which section of town was being referred to and were not clearly worded. Ms Cook indicated that February 28, 2008 was the first notice she received which indicated that the matter pertained to the area in which she resides. Ms Cook questioned why the by-law only targets the older section of town and advised that, as a result, she would be unable to make renovations such as those which have already been done by her neighbours and that property values would be reduced. Ms Cook indicated that the Planning Department advised that she could apply for a minor variance, but this would cost her additional money. General Committee recommends: THAT the comments of the delegate be received. CARRIED (d) Mr. Dennis Reed Re: Item 4 - PL08-025 – Zoning By-law Amendment Infill Housing By-law File D14-08-07 Mr. Dennis Reed addressed General Committee in opposition to the by-law, indicating that the result would be an increase in restrictions on his property. As well, Mr. Reed advised that he would like a re-zoning on his property, as well as several properties on George Street, in order to allow for higher density. General Committee recommends: THAT the comments of the delegate be received and the questions be referred to staff. CARRIED General Committee Report No. 08-14 Page 7 of 14 Tuesday, March 18, 2008 (f) Mr. Joseph and Mr. Kyle Gatt Re: Item 4 - PL08-025 – Zoning By-law Amendment Infill Housing By-law File D14-08-07 Mr. Joseph and Mr. Kyle Gatt addressed General Committee in opposition to the by-law, stating that the results would be: lower property values, restriction of choices and infringing on the rights of property owners. General Committee recommends: THAT the comments of the delegate be received. CARRIED (e) Mr. & Mrs. Gatt Re: Item 4 - PL08-025 – Zoning By-law Amendment Infill Housing By-law File D14-08-07 Mrs. Heather Gatt addressed General Committee in opposition to the by-law, questioning why it only addresses a certain area, and indicating that it infringes on the rights of the property owner and stops progress. General Committee recommends: THAT the comments of the delegate be received. CARRIED (g) Mr. John Connolley Re: Item 4 - PL08-025 – Zoning By-law Amendment Infill Housing By-law File D14-08-07 Mr. John Connolley did not have any comments. (h) Mr. Klaus Wehrenberg Re: Item 4 - PL08-025 – Zoning By-law Amendment Infill Housing By-law File D14-08-07 Mr. Klaus Wehrenberg withdrew his delegation. (i) Ms Bernice Morrison Re: Item 4 - PL08-025 – Zoning By-law Amendment Infill Housing By-law File D14-08-07 Ms Bernice Morrison addressed General Committee in opposition of the by-law, stating that proper notice was not given and that the property owners’ rights are infringed upon. General Committee recommends: THAT the comments of the delegate be received. CARRIED General Committee Report No. 08-14 Page 8 of 14 Tuesday, March 18, 2008 (k) Mr. Brian and Ms Hendrica Peck Re: Item 4 - PL08-025 – Zoning By-law Amendment Infill Housing By-law File D14-08-07 Mr. Brian and Ms Hendrica Peck addressed General Committee in opposition to the by-law, citing adverse effects on property values, poor and inadequate notification, and discrimination by applying the by-law to only a select group of homes. Mr. Peck questioned why this is being done now, after some people have lived in their homes for many years and suggested that a blanket by-law is not needed, but rather consideration of each situation should be considered. General Committee recommends: THAT the comments of the delegate be received. CARRIED (l) Mr. Terry Miller Re: Item 4 - PL08-025 – Zoning By-law Amendment Infill Housing By-law File D14-08-07 Mr. Terry Miller addressed General Committee in opposition to the by-law, stating that he first heard about the issue at the beginning of March 2008. Mr. Miller advised that he has had detailed discussions with the Planning Department and has found several unclear definitions within the by-law. General Committee recommends: THAT the comments of the delegate be received. CARRIED (m) Mr. Brian Bodley Re: Item 4 - PL08-025 – Zoning By-law Amendment Infill Housing By-law File D14-08-07 Mr. Brian Bodley addressed General Committee in opposition to the by-law, citing difficulties for taller people relating to the restriction in ceiling heights, as well as stating that a poor area of Aurora would be created as a result of this by- law. General Committee recommends: THAT the comments of the delegate be received. CARRIED 4. PL08-025 – Zoning By-law Amendment Infill Housing By-law File D14-08-07 General Committee recommends: THAT report PL08-025 be referred back to staff for two separate reports – one pertaining to By-law 5002-08.D regarding Hillview Road and Tyler Street, and one pertaining to By-law 4980-07.D regarding the broader geographical area; and General Committee Report No. 08-14 Page 9 of 14 Tuesday, March 18, 2008 THAT staff undertake further research pertaining to By-law 4980-07.D and bring back a report to a Public Planning meeting, balancing the pros and cons of the rationale for what is being proposed. CARRIED General Committee recessed at 9:02 p.m. General Committee reconvened at 9:12 p.m. VII PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE None VIII CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 12. PL08-015 – Draft Plan of Condominium Application 1671923 Ontario Limited 235 Industrial Parkway South Lot 61 of Plan 10328 File D07-01-07 General Committee recommends: THAT the proposed Draft Plan of Standard Condominium D07-01-07A prepared by C.E. Dotterill Limited Job Number, 06-051B, dated August 27, 2007 be approved by the Town of Aurora, subject to Conditions of Approval attached to the report as Appendix “A" being fulfilled prior to final approval. CARRIED General Committee recommends: THAT item 20 be brought forward for discussion. CARRIED 20. Memorandum from the Chief Administrative Officer Re: Review of Aurora Hosting a Power Generation Plant and A Transforming Station General Committee recommends: THAT the memorandum regarding review of Aurora hosting a power generation plant and a transforming station be referred to the Chief Administrative Officer to provide a complete report for the March 25, 2008 Council meeting. CARRIED General Committee Report No. 08-14 Page 10 of 14 Tuesday, March 18, 2008 1. ART08-02 – Arts & Culture Advisory Committee Meeting Minutes February 28, 2008 General Committee recommends: THAT the Arts & Culture Advisory Committee Meeting minutes from the February 28, 2008 meeting be received and the recommendations contained therein be adopted with the following corrections:  THAT Councillor McRoberts be reflected as being in attendance under the heading “Other Attendees”; and  THAT the covering report reflect: FROM: Arts & Culture Advisory Committee CARRIED 5. FS08-005 – Former Hydro Building, 215 Industrial Parkway General Committee recommends: THAT a Space Planner be retained to review the space needs of the Public Works Operations and Parks Operations and report to Council by the end of June; and THAT the funds for the fees of the Space Planner be taken 50% from the Parks Development and Facilities Development Charges Reserve Fund and 50% from the Public Works Administration Development Charges Reserve Fund; and THAT the tender for the construction of a salt dome be delayed until the completion of the Space Needs Study; THAT the former hydro property at 215 Industrial Parkway be retained until the Space Planner has completed their work; and THAT the Chief Administrative Officer arrange a tour of the current facilities for all Members of Council, to coincide with the receipt of the Space Planner’s report. CARRIED 7. PW08-008 – Award of Tender PW2008-21 – Structural Watermain Relining on Various Streets in the Town of Aurora General Committee recommends: THAT Parts A, B, C, D, and E of Tender PW2008-21 - Structural Watermain Relining on Various Streets in the Town of Aurora, be awarded to Fer-Pal Construction Ltd. at its tendered price of $1,713,555; and THAT the variance in overall costs for Parts A, B, C, D, and E of Tender PW2008-21 of $4,555 be funded from the Sewer/Water Reserve; and THAT Part F (Allaura Boulevard) of Tender PW2008-21 - Structural Watermain Relining on Various Streets in the Town of Aurora, be awarded to Fer-Pal Construction Ltd. at its tendered price of $390,250, but that the approval not be effective until and unless the Town’s application for funding for this project under the Municipal Infrastructure Investment Initiative Grant program is successful; and General Committee Report No. 08-14 Page 11 of 14 Tuesday, March 18, 2008 THAT the variance in overall costs for Part F of Tender PW2008-21 of $59,912.30 be funded from 2008 Capital Project No. 43030; and THAT Council authorize the Mayor and Municipal Clerk to execute the Form of Agreement between the Town of Aurora and Fer-Pal Construction Ltd. for the Structural Relining of Watermains on Various Streets in the Town of Aurora; and THAT $25,000 be allocated from the water and sewer reserve to fund third party water testing. CARRIED 8. PW08-009 – Award of Tender PW2008-01 – Reconstruction of Englehard Drive from Edward Street to Furbacher Lane and Allaura Boulevard General Committee recommends: THAT Part A (Engelhard Drive) of Tender PW2008-01 - Reconstruction of Engelhard Drive from Edward Street to Furbacher Lane and Allaura Boulevard be awarded to Four Season Site Development Ltd. at its tendered price of $1,297,289.35, excluding GST; and THAT Part B (Allaura Boulevard) of Tender PW2008-01 - Reconstruction of Engelhard Drive from Edward Street to Furbacher Lane and Allaura Boulevard be recommended for award to Four Season Site Development Ltd. at its tendered price of $879,837.30, but that the approval not be effective until and unless the Town’s application for funding for this project under the Municipal Infrastructure Investment Initiative Grant program is successful; and THAT the variances in the storm sewer costs for the Engelhard Drive portion of the project of $18,942.16 be funded from the Storm Sewer Reserve; THAT Council authorize the Mayor and Municipal Clerk to execute the Form of Agreement between the Town of Aurora and Four Season Site Development Ltd. for the reconstruction of Engelhard Drive from Edward Street to Furbacher Lane and Allaura Boulevard; and THAT the contract not be executed until after March 31, 2008. CARRIED 9. PW08-010 – Award of Tender PW2008-19 – Earl Stewart Drive and Isaacson Crescent Sidewalk Construction General Committee recommends: THAT Tender PW2008-19 - Earl Stewart Drive and Isaacson Crescent Sidewalk Construction be awarded to Dev-Con Inc. at its tendered price of $54,900, excluding GST; and THAT Council authorize the Mayor and Municipal Clerk to execute the Form of Agreement between the Town of Aurora and Dev-Con Inc. for the construction of sidewalks on Earl Stewart Drive and Isaacson Crescent; and General Committee Report No. 08-14 Page 12 of 14 Tuesday, March 18, 2008 THAT Council approve the expenditure of funds that have been set aside for this work in the Beavertop Reserve on this project to a maximum amount of $63,390. CARRIED 10. PW08-012 – Waste Management Update General Committee recommends: THAT Council receive this report for information as an update to the waste management program; and THAT Council direct staff to review options to allow waste pickup beyond the current limits, including investigating the merits of implementing a “Bag Tag” system. CARRIED 11. PW08-013 – Traffic Safety Advisory Committee – Amendment to the Terms of Reference General Committee recommends: THAT Council receive report PW08-013; and THAT the changes be adopted to the Traffic Safety Advisory Committee Terms of Reference to accommodate the Regional Road Watch Program. CARRIED 16. CS08-011 – Notice Provision Policy General Committee recommends: THAT the Notice Provision Policy report CS08-011 be received; and THAT the proposed policy included with this report as Appendix #1 be approved. CARRIED 17. CS08-012 – Newspaper Distribution Boxes & Waste Containers General Committee recommends: THAT staff report CS08-012 be received; and THAT the Town place a notice in the Notice Board and advise all newspaper distribution box companies of the proposal to enact a by-law to regulate and permit newspaper boxes in the Town of Aurora; and THAT the Town enter into discussions with Creative Outdoor Advertising for the provision of Boulevard Waste Containers and Newspaper Distribution Boxes Corals; THAT a further staff report be submitted to Council once all of the details with the distribution companies and Creative Outdoor Advertising have been addressed; and General Committee Report No. 08-14 Page 13 of 14 Tuesday, March 18, 2008 THAT the Director of Corporate Services research and report back on alternate styles of waste containers for the downtown core. CARRIED 18. CS08-013 – Approval of Recommendations and Adoption of Minutes General Committee recommends: THAT report CS08-013 be received for information purposes; and THAT the current process be reaffirmed. CARRIED 23. Motion Tabled by Councillor Granger Re: Snow Windrow Removal General Committee recommends: WHEREAS, the Aurora winters are becoming more severe, leading to significant increase in stress associated from the present number of occurrences of heavy snow plow windrows to the Aurora Seniors; and WHEREAS, the removal of the snow plow windrow at the end of the driveway can be, in some cases, a huge undertaking, causing much inconvenience to the Aurora Senior by not allowing them access out of their driveway for essential appointments; and WHEREAS, many Seniors can be physically impaired and/or unable to remove this snow plow windrow that has, in effect, taken away their mobility to gain access to much needed Aurora services that they require; THEREFORE, BE IT RESOLVED THAT staff bring back to Council suggested implementation options and costs associated with offering the Aurora Seniors who are unable or physically challenged, a Snow Plow Windrow Removal Program, similar to what is currently offered by other York Region municipalities. CARRIED General Committee recommends: THAT the meeting be extended past 10:30 p.m. for 15 minutes. CARRIED 28. Correspondence from the Director of Public Works Re: Submission for Federally Funded Lake Simcoe Clean-up Fund General Committee recommends: THAT the correspondence be received for information. CARRIED General Committee Report No. 08-14 Page 14 of 14 Tuesday, March 18, 2008 26. Correspondence from the Minister of Municipal Affairs and Housing Re: Designation of a Portion of Provincial Surplus to Municipalities For Infrastructure Needs (Tabled by Councillor Marsh) General Committee recommends: THAT the correspondence from the Minister of Municipal Affairs and Housing regarding the designation of a portion of provincial surplus to municipalities for infrastructure needs be referred to staff to monitor the legislation and the requirements, and to review whether there is an opportunity for input from the Town to the province to ensure that lower tier municipalities receive some of the benefits. CARRIED 29. Memorandum from the Director of Corporate Services Re: Special Council Meeting General Committee recommends: THAT Monday, March 24, 2008 be confirmed as a Special Council meeting following the Special General Committee meeting. CARRIED IX NEW BUSINESS/GENERAL INFORMATION – COUNCILLORS X CLOSED SESSION Personal Matter General Committee recommends: THAT the Closed Session to discuss a personal matter about an identifiable individual be deferred to the March 25, 2008 Council meeting. CARRIED XI ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 10:47 p.m. CARRIED THE REPORT OF THE GENERAL COMMITTEE MEETING 08-17 WAS CONSIDERED AND ADOPTED BY COUNCIL AT ITS MEETING HELD ON TUESDAY, MARCH 25, 2008, WITH THE EXCEPTION OF ITEM 20 WHICH WAS DISCUSSED AND ADOPTED AS AMENDED. _______________________________ ________________________________ PHYLLIS M. MORRIS, MAYOR BOB PANIZZA, TOWN CLERK