MINUTES - General Committee - 20080902
TOWN OF AURORA
GENERAL COMMITTEE MEETING MINUTES
NO. 08-29
Council Chambers
Aurora Town Hall
Tuesday, September 2, 2008
ATTENDANCE
COMMITTEE MEMBERS Councillor Wilson in the Chair; Mayor Morris,
Councillors Buck (left at 10:27 p.m.), Collins-Mrakas
(left at 10:32 p.m.), Gaertner, Gallo (arrived at 7:04
p.m.), Granger, MacEachern and McRoberts
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, Director of
Financial Services/Treasurer and Council/Committee
Secretary.
Councillor Wilson called the meeting to order at 7:00 p.m.
I DECLARATIONS OF PECUNIARY INTEREST
Mayor Morris declared an interest in item 11 - PL08-094 – Application for Site
Plan Approval - Revised - Access/Median Design for the Bayview-Wellington
Commercial Site Plan Development - Rice Commercial Group, due to an
association with an individual who knows someone who is related to a possible
tenant.
II APPROVAL OF AGENDA
General Committee recommends:
THAT the agenda as circulated by the Corporate Services Department,
with the following additional items, be approved:
New Delegation b) – Ms Tetyana Dyakovska, SmartCentres
Re: Item 9 – BA08-005 – Sign Bylaw Amendment –
Whitwell Developments Ltd.
Supplemental Material - Item 12
Re: FS08-037 – 2008 Second Quarter Operating Report
CARRIED
III ADOPTION OF PREVIOUS MINUTES
General Committee Meeting Minutes, 08-26, June 17, 2008
General Committee recommends:
THAT the General Committee meeting minutes 08-26 be adopted.
CARRIED
General Committee Meeting Minutes No. 08-29 Page 2 of 8
Tuesday, September 2, 2008
Special General Committee – Aud it Committee Minutes, 08-27
June 24, 2008
General Committee recommends:
THAT the Special General Committee – Audit Committee meeting minutes
08-27 be adopted.
CARRIED
Special General Committee Meeting Minutes, 08-28, July 14, 2008
General Committee recommends:
THAT the Special General Committee meeting minutes 08-28 be adopted.
CARRIED
IV DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Items 2, 3, 4, 5, 7, 8, 9, 11, 12, 14, 15 and 16 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:
1. LSAC08-07 – Leisure Services Advisory Committee Meeting Minutes
August 21, 2008
THAT the Leisure Services Advisory Committee Meeting minutes from the
August 21, 2008 meeting, be received and the recommendations
contained therein be approved.
6. FS08-040 – Capital Fund Report to July 14, 2008
THAT report FS08-040 “Capital Fund Report to July 14, 2008” be
received; and
THAT Council authorize the re-allocation of capital project closing
balances as identified in Attachment #2 of this report.
10. LS08-043 – Naming of Municipal Parks
THAT Council approve the name Jaekel Park for the new proposed
Municipal Parkette within the Ballymore Development Corporation
Subdivision in the vicinity of Bloomington Road and Bathurst Street Park;
and
THAT Council approve the name English Park for the new proposed
Municipal Parkette within the Brookvalley (Aurora) Development in the
vicinity of Bayview Avenue and Vandorf Road; and
THAT appropriate signage be erected on these sites indicating that the
lands have been named and identified as noted for future park use.
General Committee Meeting Minutes No. 08-29 Page 3 of 8
Tuesday, September 2, 2008
13. Letter from Lake Simcoe Region Conservation Authority
Re: Comments of the Lake Simcoe Region Conservation Authority in
Response to the Proposed Lake Simcoe Protection Act - EBR 010-3753
THAT the correspondence from Lake Simcoe Region Conservation
Authority be received and endorsed by Council.
CARRIED
VI DELEGATIONS
(a) Mr. Michael Rice, Rice Commercial Group
Re: Item 11 - PL08-094 – Application for Site Plan
Approval-Revised Access/Median Design for the
Bayview -Wellington Commercial Site Plan Development
Rice Commercial Group
D11-03-07
Mr. Michael Rice presented a revised proposal for the entrance into the Bayview-
Wellington site from Wellington Street East. Mr. Rice advised that the revised
proposal was developed by Cole Engineering and includes a left turn into the site
and a right-in/right-out from the site, without any signalization.
General Committee recommends:
THAT the comments of the delegate be received and that item 11 be
brought forward for discussion.
CARRIED
Mayor Morris, having previously declared an interest in item 11, did not take part in or
vote on any questions in this regard or attempt in any way to influence the voting on
such questions.
11. PL08-094 – Application for Site Plan Approval-Revised
Access/Median Design for the Bayview-Wellington
Commercial Site Plan Development
Rice Commercial Group
File: D11-03-07
General Committee recommends:
THAT the proposal be approved in principle; and
THAT the Rice Commercial Group submit a formal application for a
revised access median for site plan application D11-03-07.
CARRIED UNANIMOUSLY
(b) Ms Tetyana Dyakovska, SmartCentre
Re: Item 9 – Sign Bylaw Amendment – Whitwell Developments Ltd.
(Added Item)
Ms. Tetyana Dyakovska addressed General Committee to request an exemption
in the proposed bylaw to allow internal illumination of the Best Buy sign.
General Committee Meeting Minutes No. 08-29 Page 4 of 8
Tuesday, September 2, 2008
General Committee recommends:
THAT the comments of the delegate be received and that item 9 be
brought forward for consideration.
CARRIED
9. BA08-005 – Sign Bylaw Amendment – Whitwell Developments Ltd.
General Committee recommends:
THAT report BA08-005 regarding a request from Whitwell Developments
Ltd. to amend the permanent sign bylaw 4898-07.P to allow for additional
wall signs for the Smart Centres development on the north side of
Wellington Street East between Leslie Street and Highway 404 be
received for information.
General Committee considered the following amendment:
THAT draft Sign By-law 5067-08.P be brought forward for
consideration at the General Committee meeting of September 16,
2008.
CARRIED
The main motion was CARRIED AS AMENDED.
VII PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE
None
VIII CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
2. ADM08-010 – Request for Proposal for a Review of the Corporate
Organizational Structure of the Town of Aurora
(referred from August 12, 2008 Council)
General Committee recommends:
THAT report ADM08-010 – Request for Proposal for a Review of the
Corporate Organizational Structure of the Town of Aurora be
deferred until the new Chief Administrative Officer has been hired.
CARRIED
3. FS08-023 – Property Tax Grant for Low-Income Seniors
General Committee recommends:
THAT, due to the introduction by the Province of Ontario of a new
homeowners grant for Seniors, a Low-income Seniors Property Tax
Assistance Programme not be approved for implementation in the 2008
taxation year.
CARRIED
General Committee Meeting Minutes No. 08-29 Page 5 of 8
Tuesday, September 2, 2008
4. FS08-034 – 2009 Budget Timetable
General Committee recommends:
THAT the 2009 budget timetable be accepted with the following
amendments:
1. page 2 of the report – Operating Budget – 2nd bullet:
THAT details pertaining to new hires be provided, specifying
reasons for the hire and whether any revenues will be
associated with the hire.
2. THAT Senior Management Team provide the list of Capital
Projects by priority within their respective departments.
3. THAT work on the capital and operating budget binders
commence once both binders are received by Council.
4. THAT the capital budgets provide as much detail as possible,
i.e. type of project, why it is needed, benefits and cost
implications.
5. page 3 of the report – General Budget Presentation Issues:
- 2nd bullet: - THAT departmental budgets be presented in a
common format.
- 3rd bullet - THAT a budget open house be held early in the
process.
6. THAT the Council priorities and initiatives in the business
plans be undertaken at the front of the process.
7. THAT the proposed February 16, 2009 budget meeting be
cancelled.
8. THAT the proposed September 29, 2008 meeting be changed
to October 2, 2008.
9. THAT the proposed January 5, 2009 and January 12, 2009
meetings be combined into one meeting on Saturday, January
10, 2009.
10. THAT all new staff be budgeted for the full year with no
gapping.
11. THAT the format include 3rd quarter actual, 4th quarter
projected, and percentage increase for 2009.
12. THAT the capital and operating budgets for the Leisure
Services Department be presented to the Leisure Services
Advisory Committee at their December 18, 2008 meeting.
13. THAT the priority setting matrix be adjusted to reverse the
scoring between External Funding and Impact of Deferral.
CARRIED
Councillor Buck left the meeting at 10:27 p.m.
General Committee Meeting Minutes No. 08-29 Page 6 of 8
Tuesday, September 2, 2008
5. FS08-035 – Bad Debt Allowance Discretionary Reserve Fund
General Committee recommends:
THAT report FS08-035 be received; and
THAT a new Allowance for Bad Debt Discretionary Reserve Fund be
established; and
THAT the 2007 Operating Surplus of $519,000 be transferred to this fund.
CARRIED
Councillor Collins-Mrakas left the meeting at 10:32 p.m.
General Committee recommends:
THAT the meeting be extended until 11:00 p.m.
CARRIED
7. FS08-041 – Asphalt Price Escalation Clause
General Committee recommends:
THAT Council approve, in principle, the inclusion of a price
increase/decrease clause for the supply of hot mix asphalt in the terms
and conditions section of all new bid documents, subject to a report to
Council in February 2009 considering the market trends at that time;
and
THAT staff elaborate on the pricing model pertaining to the York
Public Buyers Co-op.
CARRIED
8. PW08-034 – Parking Lot Lighting – Mosaics Condominium and
Canadian Tire Corporation
General Committee recommends:
THAT Council approve the recommendation to accept the maintenance
and operating costs for three (3) street lights in the Canadian Tire parking
lot to service residents of the Mosaics Community – York Region
Condominium Corporation No. 920; and
THAT Council direct staff to develop an agreement with Canadian Tire
Corporation to acknowledge the transfer of responsibility.
General Committee considered the following amendment:
THAT works not proceed until an agreement has been finalized.
CARRIED
The main motion was CARRIED AS AMENDED.
General Committee Meeting Minutes No. 08-29 Page 7 of 8
Tuesday, September 2, 2008
12. FS08-037 – 2008 Second Quarter Operating Report
General Committee recommends:
THAT report FS08-037 – 2008 Second Quarter Operating Report be
deferred to the September 16, 2008 General Committee meeting.
CARRIED
14. Correspondence from the Town of Newmarket
Re: Smart Commute - Memorandum of Understanding
General Committee recommends:
THAT the correspondence from the Town of Newmarket be received for
information.
CARRIED
15. Correspondence from the Royal Canadian Air Cadets - 166 Bulldog Squadron
Re: Use of Aurora Fitness Facility for 166 Summer Biathlon
General Committee recommends:
THAT the correspondence from the Royal Canadian Air Cadets, regarding
the use of the Aurora Fitness Centre to hold the 166 Summer Biathlon in
October 2008, be received for information.
CARRIED
16. CS08-024 – Corporate Group Benefits Renewal Program
General Committee recommends:
THAT the Town of Aurora continue with Sunlife, the current employee
benefits carrier.
DEFEATED
General Committee recommends:
THAT the meeting be extended until 11:10 p.m.
CARRIED
General Committee recommends:
THAT Council approve the Group Benefits Renewal Program submitted by
PPI Financial Group for the employee benefits with Great West Life.
CARRIED UNANIMOUSLY
General Committee Meeting Minutes No. 08-29 Page 8 of 8
Tuesday, September 2, 2008
IX NEW BUSINESS/GENERAL INFORMATION – COUNCILLORS
Councillor Wilson provided a Notice of Motion for the September 9, 2008 Council
meeting regarding the Storm Sewer Charge By-law.
Councillor Gaertner inquired whether the Town would need to re-tender the
Review of the Corporate Organizational Structure, to which the Director of
Corporate Services responded that all companies would be contacted to advise
that the matter has been deferred indefinitely and that the Town would likely
issue a new Request for Proposal.
X CLOSED SESSION
General Committee recommends:
THAT General Committee resolve into a Closed Session to consider the
following four items as priority:
Personal Matter – Appointment to Committees
Labour Relations Matter – Recruitment of Town Solicitor/Interim Legal
Services
Labour Relations Matter – Recruitment of CAO
Personal/Legal Matter – Identifiable Individual
and the following items, depending on time available:
Legal Matter – Legal Opinion regarding Stronach Aurora Recreation
Centre
Personal/Legal Matter – Human Resources Department Staff Member
Personal/Legal Matter – Marketing Division Former Staff Member
Legal Matter – Bondfield v. Aurora
Property Matter – Inquiry regarding Town Land
Personal Matter – Memo from Councillor Collins-Mrakas
CARRIED
XI ADJOURNMENT
General Committee recommends:
THAT the meeting be adjourned at 11:10 p.m.
CARRIED
THE REPORT OF GENERAL COMMITTEE MEETING 08-29 WAS CONSIDERED AND
APPROVED BY COUNCIL AT ITS MEETING HELD ON TUESDAY, SEPTEMBER 9,
2008, WITH THE EXCEPTION OF ITEM 8 WHICH WAS DISCUSSED AND
APPROVED AS ORIGINALLY PRESENTED.
_______________________________ ________________________________
PHYLLIS M. MORRIS, MAYOR BOB PANIZZA, TOWN CLERK