MINUTES - General Committee - 20081118
TOWN OF AURORA
GENERAL COMMITTEE MEETING MINUTES
NO. 08-38
Council Chambers
Aurora Town Hall
Tuesday, November 18, 2008
ATTENDANCE
COMMITTEE MEMBERS Councillor Granger in the Chair; Mayor Morris,
Councillors Buck (arrived at 7:07 p.m. and left at
10:35 p.m.), Collins-Mrakas, Gaertner (arrived at 7:05
p.m.), Gallo, MacEachern, McRoberts and Wilson
MEMBERS ABSENT None
OTHER ATTENDEES Acting Chief Administrative Officer, 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 Granger 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 the agenda as circulated by the Corporate Services Department,
with the following additional items, be approved:
Delegation b) – Mr. Charles Sequeira, Seniors’ Association
Re: Item 7 - PW08-047 – Implementation of a Snow Windrow
Clearing Program for Seniors and Physically
Challenged Residents
Delegation c) – Mr. Terry Redvers
Re: Item 8 - ADM08-018 – Aurora Sports Dome – Permit Fees
New Item 17 - FS08-053 –Building Canada Fund
Closed Session:
- Labour Relations Matter – CAO Recruitment
- Labour Relations Matter – Integrity Commissioner Appointment
CARRIED
General Committee Meeting Minutes 08-38
Tuesday, November 18, 2008
Page 2 of 9
III ADOPTION OF PREVIOUS MINUTES
Special General Committee Meeting Minutes, 08-36, October 27, 2008
General Committee recommends:
THAT the Special General Committee Meeting minutes 08-36 be adopted.
CARRIED
General Committee Meeting Minutes, 08-37, November 4, 2008
THAT the General Committee Meeting minutes 08-37 be adopted.
CARRIED
IV DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Items 3, 7, 8, 9, 10, 11, 13, 16 and 17 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. ART08-08 – Arts and Culture Advisory Committee Meeting Minutes
October 30, 2008
THAT the Arts and Culture Advisory Committee Meeting minutes from the
October 20, 2008 meeting be received and the recommendations
contained therein be approved.
2. AAC08-05 – Accessibility Advisory Committee Meeting Minutes
November 5, 2008
THAT the Accessibility Advisory Committee Meeting minutes from the
November 5, 2008 meeting be received and the recommendations
contained therein be approved.
4. Central York Fire Services – Joint Council Committee Meeting Minutes
September 16, 2008 and October 21, 2008
THAT the Central York Fire Services – Joint Council Committee meeting
minutes from September 16, 2008 and October 21, 2008 be received for
information.
General Committee Meeting Minutes 08-38
Tuesday, November 18, 2008
Page 3 of 9
5. PL08-120 – Application to Amend the Zoning By-law
Robert Delcourt and Rui Chan Lin
268 Kennedy Street West
Part Lot 79, Concession 1 King, Part 4, 65R-27428
File D14-05-07
Related Consent File D10-(04-05)-07
THAT report PL08-120 be received as information; and
THAT servicing allocation for two (2) residential infill building lots be
provided to the subject application from the core area infill assignment;
and
THAT Council enact implementing Zoning By-law 5090-08.D related to the
Zoning By-law Amendment Application for Robert Delcourt and Rui Chan
Lin (File D14-05-07).
6. PW08-045 – York Region Transit – Annual Service Plan – 2009 Draft Report
THAT Council receive report PW08-045 for information regarding York
Region Transit Annual Service Plan 2009 Draft Report; and
THAT Council request York Region Transit to address the comments of
this report.
12. CS08-042 – Council Pending List
THAT report CS08-042 – Council Pending List be received for information.
14. FS08-050 – Cancellation, Reduction or Refund of Property Taxes under
Section 357 of the Municipal Act
THAT the property taxes in the amount of $36,371.61 be adjusted in
accordance with Section 357 of the Municipal Act, 2001 S.O. 2001 c. 25,
as amended, of which the Town of Aurora’s share totals $10,148.42; and
THAT the associated interest, if applicable, be cancelled in proportion to
the property taxes adjusted; and
THAT the Director of Finance/Treasurer be directed to adjust the
Collector’s Roll to reflect these property tax Adjustments.
15. Correspondence from York Region
Re: Town of Aurora’s Enquiry on the Region’s Information Report on
Proposed Sites for Private Electric Power Generation
THAT the correspondence from York Region regarding the Town of
Aurora’s enquiry on the Region’s information report on proposed sites for
private electric power generation be received for information.
CARRIED
General Committee Meeting Minutes 08-38
Tuesday, November 18, 2008
Page 4 of 9
VI DELEGATIONS
a) Mr. Vino Jeyapalan, CEO and Founder, Youth Environmental
Network of York Region
Re: Item 3 (Delegation) - Ecological Action Conference
Mr. Vino Jeyapalan addressed General Committee to request support from the
Town of Aurora for an Ecological Action Conference. Mr. Jeyapalan advised that
the conference would run from 9:00 a.m. until 3:30 p.m. on April 1, 2009 and that
Council Chambers would be required in order to hold approximately 200 people
for the keynote session, as well as several other meeting rooms for other
sessions. Mr. Jeyapalan requested financial support in the amount of $3,723.50
in order to cover catering, promotional materials and other sundry items. Also,
Mr. Jeyapalan advised that the fee for Ms Severen Suzuki, the keynote speaker,
would be covered by PowerStream.
General Committee recommends:
THAT the comments of the delegate be received.
CARRIED
General Committee recommends:
THAT item 3 be brought forward for discussion.
CARRIED
3. EAC08-09 – Environmental Advisory Committee Meeting Minutes
November 6, 2008
General Committee recommends:
THAT the matter pertaining to an Ecological Action Conference be
referred to the Environmental Advisory Committee to decide whether
this initiative, in the amount of $3,723.50, should be funded from that
committee’s budget.
CARRIED
General Committee recommends:
THAT the balance of the Environmental Advisory Committee Meeting
minutes from the November 6, 2008 meeting be received and the
recommendations contained therein be approved.
CARRIED
(b) Mr. Charles Sequeira, Seniors’ Association
Re: Item 7 – PW08-047 – Implementation of a Snow Windrow
Clearing Program for Seniors and Physically Challenged
Residents
(Added Item)
Mr. Charles Sequeira addressed General Committee to request that the
proposed snow windrow clearing program be provided at no cost to eligible
residents. Mr. Sequeira indicated that, since the snow windrows are created by
Town vehicles, the removal of them should be the Town’s responsibility. Mr.
Sequeira also advised that many municipalities in York Region offer this service
at no charge to eligible residents.
General Committee Meeting Minutes 08-38
Tuesday, November 18, 2008
Page 5 of 9
General Committee recommends:
THAT the comments of the delegate be received and referred to item 7 on
the agenda.
CARRIED UNANIMOUSLY
General Committee recommends:
THAT item 7 be brought forward for discussion.
CARRIED
7. PW08-047 – Implementation of a Snow Windrow Clearing Program for
Seniors and Physically Challenged Residents
General Committee recommends:
THAT the Town of Aurora provide the snow windrow clearing
program at full cost recovery for $70 per household; and
THAT Council direct staff to report back in the Spring of 2009 on the
programs successes and challenges; and
THAT, when the program is reviewed in the Spring of 2009, the
options of outsourcing the entire program to an external contractor
with no Town involvement, and delivering the program through a
tendering process, be considered; and
THAT staff be directed to review the 40 “hot spots” indentified; and
THAT windrow clearing requests from residents be referred to
Neighbourhood Network for volunteer services; and
THAT local high school students be encouraged to fulfill their
volunteer requirements through offering windrow clearing to seniors.
General Committee considered the following amendment:
THAT the Director of Public Works send a letter to all local high
school principals, requesting that a program be set up for students
to offer windrow clearing in order to fulfill volunteer requirements.
CARRIED
The main recommendation was CARRIED AS AMENDED.
(c) Mr. Terry Redvers, President, Aurora Sports Dome
Re: Item 8 – ADM08-018 – Aurora Sports Dome – Permit Fees
(Added Item)
Mr. Terry Redvers addressed General Committee to provide a chronology
pertaining to the establishment of the tri-party agreement between the Town of
Aurora, the Aurora Youth Soccer Club and the Aurora Sports Dome, and
subsequent events. Mr. Redvers advised that the agreement indicated the Town
of Aurora would waive all fees, charges and taxes for the Aurora Sports Dome.
Mr. Redvers was subsequently requested to pay $32,000 in building permit fees,
which he expected to be returned to him as per the agreement, and for which he
is still waiting.
General Committee Meeting Minutes 08-38
Tuesday, November 18, 2008
Page 6 of 9
General Committee recommends:
THAT the comments of the delegate be received.
CARRIED
General Committee recommends:
THAT item 8 be brought forward for discussion.
CARRIED
8. ADM08-018 – Aurora Sports Dome – Permit Fees
General Committee recommends:
THAT report ADM08-018 regarding the Aurora Sports Dome – Permit
Fees be received for information; and
THAT the Town of Aurora provide a full reimbursement of the
building permit fees to the Aurora Sports Dome of $32,155; and
THAT all necessary steps be taken to facilitate the payment.
General Committee considered the following amendment:
THAT, if legally permitted, the Director of Finance be directed to take
the funds for compensation from the Building Reserve Fund.
CARRIED
The main recommendation was CARRIED AS AMENDED.
VII PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE
None
VIII CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
9. FS08-052 – Update of the AMO/LAS Electricity Program
General Committee recommends:
THAT report “Update of the AMO/LAS Electricity Program” be received for
information; and
THAT Council reconfirm our position to join the AMO/LAS Electricity
Program.
CARRIED
General Committee Meeting Minutes 08-38
Tuesday, November 18, 2008
Page 7 of 9
10. LS08-049 – Leisure Services Corporate Sponsorship Revenue Reserve
Fund
General Committee recommends:
THAT Council approve a reserve fund for all Leisure Services corporate
sponsorship dollars raised annually by the department; and
THAT all excess funds beyond the annual budget target be placed in the
reserve; and
THAT all deficit funding below the annual budget target be provided from
the reserve.
CARRIED UNANIMOUSLY
General Committee recommends:
THAT item 13 be brought forward for discussion.
CARRIED
13. BA08-009 – CSI Aurora – Survey Results and Customer Service Models
General Committee recommends:
THAT Council receive report BA08-009 as background information on the
Customer Service Initiative, CSI Aurora; and
THAT report BA08-009 be referred to a Special General Committee
meeting to be scheduled for Monday, December 15, 2008 to discuss
Customer Service for the Town.
CARRIED
11. LS08-050 – Energy Management Retro-fits Aurora Community Centre
General Committee recommends:
THAT Council award the contract for Arena Ice Plant Energy Management
Retro-fits at the Aurora Community Centre to CIMCO Refrigeration in the
amount of $61,501.00, excluding GST.
CARRIED UNANIMOUSLY
16. LS08-048 – Alternative Ground Covers for Municipal Boulevards
(deferred from November 4, 2008 General Committee)
General Committee recommends:
THAT the General Committee receive report LS08-048 as information;
and
THAT the General Committee refer this report to the Environmental
Advisory Committee for their consideration; and
General Committee Meeting Minutes 08-38
Tuesday, November 18, 2008
Page 8 of 9
THAT the General Committee direct staff to report back to Council
regarding the development of a small scale test trial program of
alternative ground covers on municipal boulevards.
CARRIED UNANIMOUSLY
General Committee recommends:
THAT meeting be extended until 11:00 p.m.
CARRIED
17. FS08-053 – Building Canada Fund
(Added Item)
General Committee recommends:
THAT the Town of Aurora approve the application for a Building
Canada Fund Grant in the amount of $4,840,000 for Wastewater
Infrastructure Rehabilitation; and
THAT the Town’s one third share of the funding come from the
Water/Sewer Obligatory Reserve Fund.
CARRIED
General Committee recommends:
THAT meeting be extended until 11:15 p.m.
CARRIED
IX NEW BUSINESS/GENERAL INFORMATION – COUNCILLORS
Mayor Morris advised that the Town of Aurora received a letter from the Ministry
of Finance and Ministry of Revenue advising that the Town has received a capital
grant in the amount of $1,716,413.
Councillor Gaertner inquired about point #11 in the agreement between the Town
of Aurora and the Aurora Sports Dome with respect to who would be responsible
for the supply and installation of air conditioning, to which the Director of Leisure
Services responded that it would be the Town of Aurora’s expense.
Councillor Granger requested an update pertaining to sponsorship for the
Stronach Aurora Recreation Centre, to which the Director of Leisure Services
responded that Spirit Aurora indicated its dissatisfaction with Council’s decision
to alter the appearance of the plaques which would recognize sponsors. The
Director advised that he has requested written confirmation from Spirit Aurora
that they are no longer interested in participating, but that this has not yet been
received by the Town and therefore, the sponsors have not yet been contacted
with an update. Mayor Morris requested that the Director of Leisure Services
provide a memorandum outlining the circumstances.
General Committee Meeting Minutes 08-38
Tuesday, November 18, 2008
Page 9 of 9
X CLOSED SESSION
Labour Relations Matters
(Added Item)
General Committee recommends:
THAT General Committee resolve into a Closed Session to consider:
- Labour Relations Matter – CAO Recruitment
- Labour Relations Matter – Integrity Commissioner Appointment
CARRIED
XI ADJOURNMENT
General Committee recommends:
THAT the meeting be adjourned at 11:00 p.m.
CARRIED
THE REPORT OF THE GENERAL COMMITTEE MEETING 08-38 WAS CONSIDERED
AND APPROVED BY COUNCIL AT ITS MEETING HELD ON TUESDAY, NOVEMBER
25, 2008, WITH THE EXCEPTION OF ITEMS 3 AND 7, WHICH W ERE DISCUSSED
AND APPROVED AS AMENDED.
_______________________________ ________________________________
PHYLLIS M. MORRIS, MAYOR LUCILLE KING, TOWN CLERK