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MINUTES - General Committee - 20090505 TOWN OF AURORA GENERAL COMMITTEE MEETING MINUTES NO. 09-16 Council Chambers Aurora Town Hall Tuesday, May 5, 2009 ATTENDANCE COMMITTEE MEMBERS Councillor Buck in the Chair; Councillors Collins- Mrakas, Gaertner, Gallo, Granger, MacEachern, McRoberts, Wilson and Mayor Morris MEMBERS ABSENT None OTHER ATTENDEES Chief Administrative Officer, Director of Corporate Services/Town Clerk, Director of Building, Director of Planning, Director of Public Works, Director of Financial Services/Treasurer, Town Solicitor, Manager of Programs and Community Development , Manager of By-law Services and Council/Committee Secretary Councillor Buck called the meeting to order at 7:00 p.m. I DECLARATIONS OF PECUNIARY INTEREST Councillor McRoberts declared an interest in item 14 - FS09-020 – Amendment to Storm Sewer Charge for Commercial and/or Industrial Businesses Occupying More Than One Unit at the Same Property Address, due to the employment of his spouse in one of the identified businesses, and did not take part in any questions in this regard or attempt in any way to influence the voting on such questions. II APPROVAL OF AGENDA General Committee recommends: THAT the agenda as circulated by the Corporate Services Department, with the following additional items, be approved:  Supplemental Photos pertaining to Delegation (b) Re: Multi-Way Stop at Timpson and Dinsmore Provided by Traffic/Transportation Analyst  New Delegation (c) – Ms Nancy Black, Aurora Master Ducks Swim Club Re: Pool Allocation Policy (Relating to Item 3(11) – Leisure Services Advisory Committee Meeting Minutes - LS09-022 – Pool Allocation Policy)  New Delegation (d) – Mr. Reg Chappell, Ducks Swimming Re: Pool Allocation Policy (Relating to Item 3(11) – Leisure Services Advisory Committee Meeting Minutes - LS09-022 – Pool Allocation Policy) General Committee Meeting Minutes Tuesday, May 5, 2009 Page 2 of 10  New Item 17 – Correspondence from Ms Ann Jones Re: Pool Allocation Policy (Relating to Item 3(11) – Leisure Services Advisory Committee Meeting Minutes - LS09-022 – Pool Allocation Policy) CARRIED III ADOPTION OF PREVIOUS MINUTES General Committee Meeting Minutes, April 21, 2009 General Committee recommends: THAT the General Committee Meeting minutes of April 21, 2009 be adopted. CARRIED IV DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 2, 3, 5, 6, 7, 8, 9, 12, 14, 15, 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. Central York Fire Services – Joint Council Committee Meeting Minutes April 14, 2009 THAT the Central York Fire Services – Joint Council Committee Meeting Minutes of April 14, 2009 be received for information. 4. EDAC09-03 – Economic Development Advisory Committee Meeting Minutes April 23, 2009 THAT the Economic Development Advisory Committee Meeting minutes from the April 23, 2009 meeting be received and the recommendations contained therein be approved. 10. PW09-031 – Award of Tender PW2009-02 – Reconstruction of Batson Drive and a Portion of Moorcrest Drive THAT Tender PW2009-02 – Reconstruction of Batson Drive and a portion of Moorcrest Drive be awarded to Barra Con Construction Ltd. at its tendered price of $1,294,139.00, excluding G.S.T; and THAT Council hereby acknowledges the financial contributions to this infrastructure renewal project from the Federal and Provincial Governments; and General Committee Meeting Minutes Tuesday, May 5, 2009 Page 3 of 10 THAT Council authorize the Mayor and Town Clerk to execute the attached Form of Agreement between the Town of Aurora and Barra Con Construction Ltd. for the reconstruction of Batson Drive and a portion of Moorcrest Drive. 11. PW09-032 – Award of Contract for Consulting Services Reconstruction of Kemano Road (from Aurora Heights Drive to April Gardens), Foreht Crescent and Sioux Gate – Results of Request for Proposals THAT the Director of Public Works be authorized to sign an Engineering Agreement with AECOM Canada Ltd. for the provision of consulting services for the preliminary and detail design for the reconstruction of Kemano Road (from Aurora Heights Drive to April Gardens), Foreht Crescent and Sioux Gate at a cost not to exceed $63,315.00 exclusive of GST. 13. PL09-042 – York Region Partnership (YorkInfo) Memorandum of Understanding THAT Council authorize the Clerk to sign the Memorandum of Understanding between the Region of York and Town of Aurora pertaining to the YorkInfo GIS partnership; and THAT Council authorize the Clerk to sign the 2009 and 2011 Orthophotography Sub-License agreements between the Region of York and Town of Aurora pertaining to the 2009 and 2011 air photos upon receipt of such agreements. CARRIED VI DELEGATIONS (c) Ms Nancy Black, Master Ducks Swim Club Re: Pool Allocation Policy (Relating to Item 3(11) – Leisure Services Advisory Committee Meeting Minutes - LS09-022 – Pool Allocation Policy) (Added Item) Ms Nancy Black addressed General Committee to raise her concerns pertaining to the draft Pool Allocation Policy. Ms Black indicated that she is not in favour of the policy for several reasons, one of which is that the pool hours are already fully booked by the Master Ducks and Ducks Swimming, and that these two clubs have been in operation within the Town pool facilities for many years. General Committee recommends: THAT the comments of the delegate be received and referred to item 3(11) - Leisure Services Advisory Committee Meeting Minutes - LS09-022 – Pool Allocation Policy). CARRIED General Committee Meeting Minutes Tuesday, May 5, 2009 Page 4 of 10 (d) Mr. Reg Chappell, Ducks Swimming Re: Pool Allocation Policy (Relating to Item 3(11) – Leisure Services Advisory Committee Meeting Minutes - LS09-022 – Pool Allocation Policy) (Added Item) Mr. Reg Chappell addressed General Committee in opposition to the draft pool policy, outlining several reasons, such as the fact that the pool time has already been allocated to two swim clubs who have been in operation for many years, and that Ducks Swimming has generously given back to the community on an ongoing basis over the years. General Committee recommends: THAT the comments of the delegate be received and referred to item 3(11) - Leisure Services Advisory Committee Meeting Minutes - LS09-022 – Pool Allocation Policy). CARRIED (a) Ms Yvonne Cattrall, Head Coach, Aurora Selkies Swim Club Re: Pool Allocation Policy (Relating to Item 3(11) – Leisure Services Advisory Committee Meeting Minutes - LS09-022 – Pool Allocation Policy) Ms Yvonne Cattrall addressed General Committee to request approval of a pool allocation policy which would include equal access to pool time for the Aurora Selkies Swim Club. General Committee recommends: THAT the comments of the delegate be received and referred to item 3(11) - Leisure Services Advisory Committee Meeting Minutes - LS09-022 – Pool Allocation Policy). CARRIED General Committee recommends: THAT items 17 and 3 be brought forward for discussion. CARRIED 17. Correspondence from Ms Ann Jones Re: Pool Allocation Policy (Relating to Item 3(11) – Leisure Services Advisory Committee Meeting Minutes - LS09-022 – Pool Allocation Policy) (Added Item) General Committee recommends: THAT the correspondence be received and referred to item 3(11) - Leisure Services Advisory Committee Meeting Minutes - LS09-022 – Pool Allocation Policy). CARRIED General Committee Meeting Minutes Tuesday, May 5, 2009 Page 5 of 10 3. LSAC09-04 – Leisure Services Advisory Committee Meeting Minutes April 16, 2009 General Committee recommends: THAT it be recommended to Council that the following amendments be made to the Draft Town of Aurora Leisure Services Department Pool Allocation Policy:  The title of the policy be “Town of Aurora Leisure Services Department Competitive Swim Club Pool Allocation Policy.  The Policy Statement be amended to identify the names of the three Aurora Swim Clubs.  Section 5 include the following subsection: f) That only clubs with Swim Ontario status will be considered for pool allocation through the Town’s Pool Allocation Policy.  Section 6 be amended to include the following sentence: “That a sworn affidavit be obtained from the President/Owner of each club in October and February confirming the number of Aurora residents based on swimmer units. There is no need for a change of annual allocation for a variation of less than 15% and the Director of Leisure Services adjust the allocation hours to reflect the Policy.”  Section 7 be amended to read as follows: “Permits will not be issued for competing Clubs in the pool at the same time unless the Clubs agree.”  Section 9 be removed.  Section 11 be modified to reflect the removal of Section 9.  The policy is to reflect that the definition of a member would be a resident that has to swim once a week and the number of members per month is to be submitted to the Director of Leisure Services in October, November, January, February and March; and  THAT the proposed draft policy, reflecting the above changes, be brought to a General Committee meeting and that staff highlight any area(s) that may need to be refined or clarified; and  THAT staff provide as background information, the swim clubs’ membership numbers, reflecting the numbers as previously provided, as well as updated numbers as of May 1, 2009 outlining residents and non-residents; and  THAT staff provide the unamended copy of the policy, as presented at the April 16, 2009 Leisure Services Advisory Committee meeting. CARRIED General Committee Meeting Minutes Tuesday, May 5, 2009 Page 6 of 10 General Committee recommends: THAT the balance of the Leisure Services Advisory Committee Meeting minutes from the April 16, 2009 meeting be received and the recommendations contained therein be approved. CARRIED (b) Mr. George Zebrowski Re: Multi-Way Stop at Timpson and Dinsmore (Relating to Item 2(1) – Traffic Safety Advisory Committee Meeting Minutes - TSAC09-005 - Multi-Way Stop Control Request at Timpson Drive and Dinsmore Terrace Intersection Mr. George Zebrowski addressed General Committee in support of the recommendations from the Traffic Safety Advisory Committee regarding the multi-way stop at the Timpson Drive and Dinsmore Terrace. General Committee recommends: THAT the comments of the delegate be received. CARRIED General Committee recommends: THAT item 2 be brought forward for discussion. CARRIED 2. TSAC09-04 - Traffic Safety Advisory Committee Meeting Minutes April 15, 2009 General Committee recommends: THAT the Traffic Safety Advisory Committee Meeting minutes from the April 15, 2009 meeting be received and the recommendations contained therein be approved. CARRIED VII PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE VIII CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 5. CS09-006 – Graffiti Clean-up Day General Committee recommends: THAT Council receive this report for information and consideration. CARRIED General Committee Meeting Minutes Tuesday, May 5, 2009 Page 7 of 10 General Committee recommends: THAT the Town Solicitor review all legal liability aspects of Graffiti Day and any agreements that have been signed on behalf of the Town. CARRIED 6. ADM09-004 – York Region’s Long Term Tourism Destination Development Strategy General Committee recommends: THAT Council support, in principle, the Region of York’s draft Long Term Tourism Destination Development Strategy, subject to the comments contained in this report being addressed; and THAT this report be forwarded to the Region of York Clerk; and THAT the last 3 sentences of the report, under the heading “COMMENTS”, point #3, be removed. CARRIED 7. ADM09-005 – Jack Woods Property – 95 Allaura Boulevard General Committee recommends: THAT the Procedural By-law be waived in order to add this item to the Closed Session agenda at the end of this meeting. CARRIED General Committee recommends: THAT this matter be referred to the Closed Session portion of this meeting. CARRIED 8. PW09-023 – Update on Winter Windrow Clearing Program General Committee recommends: THAT the results of the Pilot Windrow Clearing Program be received for information; and THAT the Pilot Windrow Clearing Program be cancelled; and THAT participants and the Seniors Centre be notified of the Pilot Program cancellation. CARRIED General Committee Meeting Minutes Tuesday, May 5, 2009 Page 8 of 10 9. PW09-026 – Award of Tender PW2009-26 – Reconstruction of Stormwater Management Facility C1 General Committee recommends: THAT Tender PW2009-26 – Reconstruction of Stormwater Management Facility C1 be awarded to Dynex Construction Ltd. at its tendered price of $442,532.00, excluding G.S.T; and THAT Council acknowledge the assistance of the Lake Simcoe Regional Conservation Authority in the undertaking of this project; and THAT Council authorize the Mayor and Town Clerk to execute the attached Form of Agreement between the Town of Aurora and Dynex Construction Ltd. for the reconstruction of Stormwater Management Facility C1. CARRIED 12. PL09-036 – Five Year Official Plan Review General Committee recommends: THAT Council review and comment on the attached draft Terms of Reference for the Five Year Official Plan review process; and THAT staff initiate a Request for Proposal process to retain the required consultants to undertake the Five Year Official Plan review, subsequent to the Council approval of the Terms of Reference; and THAT, as required under the Planning Act, staff representatives consult with the Regional Municipality of York pertaining to the requirements of the Five Year Official Plan Review; and THAT, as also required by the Planning Act, a special public meeting of Council be held to discuss the revisions to the Official Plan; and That staff be authorized to prepare a letter to the Minister of Energy and Infrastructure to request a one year extension to the implementation deadline for compliance with the “Growth Plan”, to allow for adoption of a corresponding amendment to the Town Official Plan. CARRIED Councillor McRoberts, having previously declared an interest in item 14, did not take part in any discussion in this regard. 14. FS09-020 – Amendment to Storm Sewer Charge for Commercial and/or Industrial Businesses Occupying More Than One Unit at the Same Property Address General Committee recommends: THAT the policy for storm sewer charges be updated to reflect that, upon application to the Town of Aurora’s Financial Services Department by a business occupying more than one commercial and/or Industrial unit at the same property address, the Storm Sewer Charge be waived for all meters in excess of the first meter. CARRIED General Committee Meeting Minutes Tuesday, May 5, 2009 Page 9 of 10 15. Memorandum from the Director of Finance/Treasurer Re: Quarterly Financial Reporting – Revision General Committee recommends: THAT the first interim report be as at May 31st, and be presented directly to Council on June 23rd; and THAT the second report be as at August 31st, and be presented to General Committee on October 6th. DEFEATED General Committee recommends: THAT the memorandum entitled, “Quarterly Financial Reporting – Revision” be received for information. CARRIED 16. Memorandum from the Manager of Legislative Services/Deputy Clerk Re: June, July, August and September of the 2009 Council and Committee Calendar General Committee recommends: THAT the June 23, 2009 Council meeting be moved to June 25, 2009; and THAT the July 14, 2009 Council meeting be moved to July 21, 2009; and THAT the August 11, 2009 Council meeting remain tentatively scheduled, pending the decision of whether it is required; and THAT the General Committee and Council meetings in September be re-scheduled as follows: • September 1 – no meeting • September 8 – General Committee • September 15 – Council • September 22 – General Committee • September 29 - Council CARRIED IX NEW BUSINESS/GENERAL INFORMATION – COUNCILLORS Councillor Collins-Mrakas advised that, contrary to what was stated earlier in the meeting, there is a tip-line on the Town of Aurora website pertaining to graffiti. X CLOSED SESSION General Committee recommends: THAT General Committee resolve into a Closed Session to consider:  personal matters about an identifiable individual, including municipal or local board employees; General Committee Meeting Minutes Tuesday, May 5, 2009 Page 10 of 10  litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; and  a proposed or pending acquisition or disposition of land for municipal or local board (Referred Item 7) CARRIED The committee recessed at 10:10 p.m. to move into Closed Session. The meeting was re-convened at 10:52 p.m. General Committee recommends: THAT Council appoint Deborah Latimer to the Traffic Safety Advisory Committee. CARRIED XI ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 10:58 p.m. CARRIED THE REPORT OF THE GENERAL COMMITTEE MEETING 09-16 WAS CONSIDERED AND APPROVED BY COUNCIL AT ITS MEETING HELD ON TUESDAY, MAY 12, 2009, WITH THE EXCEPTION OF ITEM 3, WHICH WAS PULLED AND NOT DISCUSSED, AND ITEM 14, WHICH WAS APPROVED AS ORIGINALLY PRESENTED. _______________________________ ________________________________ PHYLLIS M. MORRIS, MAYOR LUCILLE KING, TOWN CLERK