MINUTES - General Committee - 20090908
TOWN OF AURORA
GENERAL COMMITTEE MEETING MINUTES
NO. 09-20
Council Chambers
Aurora Town Hall
Tuesday, September 8, 2009
ATTENDANCE
COMMITTEE MEMBERS Councillor MacEachern in the Chair; Councillors
Buck, Collins-Mrakas, Gaertner, Gallo, Granger,
McRoberts, Wilson and Mayor Morris
MEMBERS ABSENT None
OTHER ATTENDEES Chief Administrative Officer, Town Solicitor/Acting
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 MacEachern called the meeting to order at 7:05 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 be
approved.
CARRIED
III ADOPTION OF PREVIOUS MINUTES
None
IV DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Items 4, 5, 8, 9, 10, 11, 14, 17, 18, 21, 22 and 23 were identified for discussion.
General Committee Meeting Minutes
Tuesday, September 8, 2009
Page 2 of 10
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. EDAC09-06 – Economic Development Advisory Committee Meeting
Minutes – Monday, July 20, 2009
THAT the Economic Development Advisory Committee meeting minutes
from the July 20, 2009 meeting be received and the recommendations
contained therein be approved.
2. ADM09-009 - Real Estate Brokerage Services – Contract Extension
THAT Council extend, for one year, the contract for Real Estate Brokerage
Services with Cushman & Wakefield LePage Inc. for the sale of selected
properties determined by Council on the same terms, conditions and rates
as the current contract; and
THAT the Mayor and Town Clerk be authorized to execute the agreement
for Real Estate Brokerage Services between the Town and Cushman &
Wakefield LePage Inc.
3. ADM09-010 – Delegated Authority – Summer Recess Accounting
THAT report ADM09-010 be received for information.
6. CS09-013 – Council Pending List
(Deferred by Council on July 21, 2009)
THAT report CS09-013 be received for information purposes.
7. CS09-016 - Countering Distracted Driving – Bill 118
THAT, with the enactment of Bill 118, staff be directed to deploy
standardized hand- free devices for all employees who may utilize a hand-
held wireless communication device, to comply with Provincial legislation;
and
THAT staff be directed to revise IT Policy #3, as attached, to re-
emphasize the associated safety requirements when utilizing
telecommunication devices.
General Committee Meeting Minutes
Tuesday, September 8, 2009
Page 3 of 10
12. PL09-065 - Zoning By-law Amendment Application
Removal of (H) Holding Prefix - Stirling Cook Aurora Inc.
Units 1 to 22, Inclusive
York Region Vacant Land Condominium Plan No. 1159
File D14-04-09
THAT Council enact By-law 5163-09 to remove the Holding (H) prefix from
Units 1 – 22, inclusive, within the Stirling Cook Aurora Condominium, York
Region Vacant Land Condominium Plan No. 1159 to allow the subject
lands to be developed for residential purposes.
13. PW09-048 - Extension of Contract for Remedial Works to Reduce
Extraneous Flow in the Wastewater Collection System
THAT Council approve the amendment of contract PW2009-03 – For
Remedial Works to Reduce Extraneous Flows in the Wastewater
Collection System as awarded to Fer-Pal Construction Ltd., from
$502,227.50 to a revised amount of $1,400,000 excluding GST; and
THAT Council authorize the Mayor and Town Clerk to execute the
amended Form of Agreement between the Town of Aurora and Fer-Pal
Construction Ltd.
15. PW09-050 - Award of Tender No. PW2009-60 – For Structural Relining of
Watermains
THAT Council authorize the increase of the Structural Watermain Relining
Program budget from $350,000 to $669,422; and
THAT the additional amount of $319,422 be transferred from the surplus
2009 water and wastewater funding made available as a result of existing
tenders being under budget; and
THAT Tender No. PW2009-60 – For the Structural Relining of Watermains
be awarded to Fer-Pal Construction Ltd. at its tendered price of $669,422
(exclusive of GST); and
THAT Council authorize the Mayor and Town Clerk to execute the Form of
Agreement between the Town of Aurora and the successful bidder.
16. PW09-051 - Award of Tender No. PW2009-75 – Supply and Delivery
of Two Full Size, Two-Wheel Drive Cargo Vans
THAT Tender No. PW2009-75 - Supply and Delivery of Two, Full Size,
Two-Wheel Drive Cargo Vans be awarded to Highland Chevrolet Cadillac
Ltd. at the tendered price of $27,726.84 per unit, excluding GST.
General Committee Meeting Minutes
Tuesday, September 8, 2009
Page 4 of 10
19. Correspondence from the Federal Minister of Transport and the
Provincial Deputy Premier/Minister of Energy and Infrastructure
Re: Infrastructure Stimulus Fund - Approval for Town of Aurora
Projects: Park Development
Energy Management and Building System Retrofits
THAT the correspondence from the Federal Minister of Transport and the
Provincial Deputy Premier/Minister of Energy and Infrastructure be
received for information.
20. Resolution from the Community Schools Alliance
Re: “Smart Moratorium”
(Tabled by Councillor Gallo)
THAT the resolution from the Community Schools Alliance regarding a
“Smart Moratorium” be received and endorsed by Council.
CARRIED
VI DELEGATIONS
(a) Mr. John Waller, Director of Long Range and Strategic Planning
Region of York
Re: Draft York Region Official Plan
Mr. John Waller addressed General Committee to provide an overview of the
draft Regional Official Plan. Mr. Waller advised that the formulation of the draft
plan involved the consideration of several Regional studies and it also ensures
conformity with the Places to Grow and Greenbelt Plans. Further, Mr. Waller
indicated that the draft plan addresses: a sustainable, natural environment;
healthy communities; economic vitality; an urbanizing Region; agricultural and
rural areas; and a focus on servicing the population. Mr. Waller advised that the
next steps include stakeholder consultation, four public meetings, as well as
presentations to local municipal Councils, a statutory public meeting on October
7, 2009 and a report back to Council in November 2009.
General Committee recommends:
THAT the comments of the delegate be received for information.
CARRIED
(b) Ms Ivy Hendrickson, Accessibility Advisor, Town of Aurora
Re: Item 4 – BA09-007 – Accessibility Standards for Customer
Service
Ms Ivy Hendrickson addressed General Committee to provide an overview of the
five standards that will be legislated within the Accessibility for Ontarians with
Disabilities Act, which are: customer service, information and communications,
transportation, employment and built environments. Ms Hendrickson advised
that the public sector must comply with the first standard, being customer
service, by January 1, 2010 and outlined what must be done in order to comply.
General Committee recommends:
THAT the comments of the delegate be received.
CARRIED
General Committee Meeting Minutes
Tuesday, September 8, 2009
Page 5 of 10
(c) Ms Susan Chase
Prior & Prior Associates Ltd.
Re: Item 5 – CS09-011 – IT Strategic Plan
Ms Susan Chase addressed General Committee to provide an overview of the 5-
year strategic plan for IT and eServices. Ms Chase outlined the primary
objectives of the plan, the key areas which were identified as concerns, major
initiatives and recommendations, and a plan for executing these initiatives.
General Committee recommends:
THAT the comments of the delegate be received.
CARRIED
General Committee recommends:
THAT item 5 be brought forward for discussion.
CARRIED
VIII CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
5. CS09-011 – IT Strategic Plan
General Committee recommends:
THAT Council endorse the IT Strategic Plan report, as prepared by Prior &
Prior Associates Ltd.
CARRIED
General Committee recommends:
THAT item 4 be brought forward for discussion.
CARRIED
4. BA09-007 – Accessibility Standards for Customer Service
General Committee recommends:
THAT Council endorse the “Accessibility Standards for Customer Service”
policy as attached to report BA09-007 for implementation as a formal
policy, governing customer service to persons with disabilities.
CARRIED
General Committee recommends:
THAT items 22 and 23 be brought forward for discussion.
CARRIED
General Committee Meeting Minutes
Tuesday, September 8, 2009
Page 6 of 10
22. Interim Report to Council from Mr. David Nitkin, Former Integrity
Commissioner
Re: Query 008
General Committee recommends:
THAT the interim report to Council from Mr. David Nitkin, former Integrity
Commissioner, be received for information.
CARRIED
23. Memo from the Mayor – Statement Regarding Former Integrity
Commissioner’s Response to Council’s Formal Complaint
General Committee recommends:
THAT the statement published by the Mayor regarding the former
Integrity Commissioner’s response to Council’s formal complaint be
received and endorsed; and
FURTHER THAT IT BE RESOLVED THAT the Mayor be directed by
Council to prepare and issue a statement, to be published in the
Town’s Notice Board and on the Town’s website, in order to address,
as soon as possible, specific community concerns that have arisen
regarding this matter.
CARRIED
VII PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE
None
9. LS09-034 - Potential Influenza Assessment Centres and Mass Immunization
Clinics
General Committee recommends:
THAT Council receive, as information, the request from the York Region
Public Health Unit for the potential set-up of mass H1N1 flu immunization
clinics in all York Region Communities including Aurora; and
THAT, if required, Council provide the facility space requested by the York
Region Public Health Unit for a potential mass H1N1 flu immunization
clinic and waive all facility permitting fees.
CARRIED
General Committee recommends:
THAT item14 be brought forward for discussion.
CARRIED
General Committee Meeting Minutes
Tuesday, September 8, 2009
Page 7 of 10
14. PW09-049 - Sidewalk Policy
General Committee recommends:
THAT Council approve the Public Works Department Policy No. 67 –
Sidewalk Policy.
CARRIED
11. PL09-064 - Approval of Contract – Consultant Retainer for the 2C
Secondary Plan
General Committee recommends:
THAT RFP #2009-58 be awarded to The Planning Partnership to
undertake the 2C Secondary Plan to an upset limit of $184,860.00
excluding GST; and
THAT the Mayor and Town Clerk be authorized to sign the necessary
documents.
CARRIED
8. FS09-040 – Federal Infrastructure Grants Applications
General Committee recommends:
THAT the components of the Recreation Infrastructure Canada
(RInC) grant approved projects, as outlined in report FS09-040, be
referred to 2010 budget discussions; and
THAT the project components related to Sheppard’s Bush be
referred to 2010 budget discussions; and
THAT report FS09-040 be forwarded to the Lake Simcoe Region
Conservation Authority for comments in time for budget
consideration.
CARRIED
General Committee recommends:
THAT the Mayor and Treasurer be authorized to execute standard
agreements, subject to the satisfaction of the Town Solicitor, for
previously approved Building Canada Fund and Infrastructure
Stimulus Fund projects, which have all received application approval
by the funding agencies; and
THAT the Treasurer be authorized to execute on behalf of the Town any
progress reports or other submissions required in compliance with the
terms of the funding agreements during the course of the approved
projects.
CARRIED
General Committee Meeting Minutes
Tuesday, September 8, 2009
Page 8 of 10
10. LS09-037 - Olympic Torch Run Event – December 18, 2009
General Committee recommends:
THAT Council endorse and welcome the Olympic Torch Run on
Friday December 18, 2009, to the Town of Aurora; and
THAT an upset limit of $6,500.00 be allocated to cover the costs
associated with the event; and
THAT the request for advertising dollars be referred to the
Communications Department to bring forward to the Chief
Administrative Officer and Director of Leisure Services, alternate and
less costly advertising opportunities; and
THAT Council appoint the Director of Leisure Services as a contact
to work with the Vancouver Olympic Committee (VANOC)
Representative, to act as the liaison on behalf of the Mayor and
Council for the planning of the Torch Run through the Town of
Aurora; and
THAT Council waive the fees for the public skate to be held at the
Aurora Community Centre on December 18, 2009; and
THAT the Director of Leisure Services report back on a regular basis
to update the Chief Administrative Officer.
CARRIED
17. Resolution from the Town of Fort Erie
Re: Support Moratorium Call by Ontario Medical Association To Halt
Major Health Care Restructuring Decisions
General Committee recommends:
THAT the resolution from the Town of Fort Erie, regarding a
moratorium call by the Ontario Medical Association to halt major
health care restructuring decisions, be received.
CARRIED
18. Resolution from the Township of Bonnechere Valley
Re: Library Grants
(Tabled by Councillor Gaertner)
General Committee recommends:
THAT the resolution from the Township of Bonnechere Valley,
regarding library grants, be received and endorsed and circulated to
the Aurora Library Board.
CARRIED
General Committee Meeting Minutes
Tuesday, September 8, 2009
Page 9 of 10
21. Resolution from the Town of New Tecumseth
Re: Harmonization of Taxes
(Tabled by Councillor Wilson)
General Committee recommends:
THAT the resolution from the Town of New Tecumseth, regarding
harmonized taxes, be received and endorsed.
CARRIED
IX NEW BUSINESS/GENERAL INFORMATION – COUNCILLORS
Councillor Collins-Mrakas provided a Notice of Motion with respect to a proposed
amendment to the Procedural By-law.
Mayor Morris provided a Notice of Motion regarding a petition to the Province of
Ontario regarding Integrity Commissioners.
Councillor McRoberts provided a Notice of Motion regarding removal from the
Town’s website of the Code of Conduct complaint appearing as a “Statement
from Aurora Town Council” pertaining to the July 21, 2009 Council agenda, along
with the attached letter of legal opinion and the separately listed Council motion.
Councillor McRoberts provided a Notice of Motion regarding the formation of an
Accountability and Transparency Committee.
Councillor MacEachern requested that Councillor Collins-Mrakas bring forward a
list of the additional items she has, in the past, requested to be placed onto
agendas, which were not included.
Councillor Granger inquired about the Petch House to which the Chief
Administrative Officer responded that a status report is scheduled to be
presented at the September 22, 2009 General Committee meeting.
Mayor Morris inquired when the legal opinion pertaining to disclaimers on e-mails
could be brought forward, to which the Town Solicitor responded that the two
opinions, requested by Council, will be brought to the September 15, 2009
Council meeting in Closed Session. The Town Solicitor advised that they would
be presented in Closed Session due to the fact that they reference opinions of
the Town Solicitor’s predecessors, which were originally brought to Council in
confidence.
Councillor Granger advised that the Farmers’ Market will be holding its Apples n’
Honey Festival this Saturday, September 12, 2009.
X CLOSED SESSION
General Committee recommends:
THAT General Committee resolve into a Closed Session, following
adjournment, to consider:
• personal matters about an identifiable individual, including municipal or
local board employees (three items)
(Deferred from July 21, 2009 Council Meeting); and
General Committee Meeting Minutes
Tuesday, September 8, 2009
Page 10 of 10
• a proposed or pending acquisition or disposition of land for municipal
or local board (two items)
CARRIED
XI ADJOURNMENT
General Committee recommends:
THAT the meeting be adjourned at 10:15 p.m.
CARRIED
THE REPORT OF THE GENERAL COMMITTEE MEETING 09-20 WAS CONSIDERED
AND APPROVED BY COUNCIL AT ITS MEETING HELD ON TUESDAY, SEPTEMBER
15, 2009, WITH THE EXCEPTION OF ITEMS 2 AND 23, WHICH WERE DISCUSSED
SEPARATELY AND APPROVED AS ORIGINALLY PRESENTED, AND ITEMS 6, 14,
20 AND 22, WHICH WERE DISCUSSED SEPARATELY AND APPROVED AS
AMENDED.
_______________________________ ________________________________
PHYLLIS M. MORRIS, MAYOR CHRISTOPHER C. COOPER,
ACTING TOWN CLERK