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MINUTES - General Committee - 20110405 TOWN OF AURORA GENERAL COMMITTEE MEETING MINUTES Council Chambers Aurora Town Hall Tuesday, April 5, 2011 ATTENDANCE COMMITTEE MEMBERS Councillor Gaertner in the Chair; Councillors Abel, Ballard, Buck, Gallo, Humfryes, Pirri, Thompson, and Mayor Dawe MEMBERS ABSENT None OTHER ATTENDEES Chief Administrative Officer, Director of Customer and Legislative Services/Town Clerk, Acting Director of Legal Services/Acting Town Solicitor, Director of Building and By-law Services, Director of Parks and Recreation Services, Director of Planning and Development Services, Director of Infrastructure and Environmental Services, Director of Corporate and Financial Services/Treasurer, and Council/Committee Secretary Councillor Gaertner called the meeting to order at 7:03 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 Customer and Legislative Services Department, with the following additional item, be approved:  Replacement pages for PowerPoint Presentation Re: Delegation (b) Ilmar Simanovskis, Director of Infrastructure and Environmental Services Re: Water, Wastewater and Stormwater Budget CARRIED III DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 3, 5, and 7 were identified as items requiring separate discussion. IV ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Items 1, 2, 4, 6, 8, 9, and 10 were identified as items not requiring separate discussion. General Committee Meeting Minutes Tuesday, April 5, 2011 Page 2 of 6 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. BBS11-002 – Building Permit Fees – Annual Report THAT Council receive Report BBS11-002, Building Permit Fees – Annual Report for information. 2. BBS11-003 – Proposed Changes to Building Permit Fees THAT Council receive Report BBS11-003; and THAT Council direct staff to hold a public meeting in accordance with the Building Code Act and regulations for proposed changes to building permit fees collected under the Act. 4. Deferred from General Committee Meeting of March 22, 2011 (Item 3) CAO11-004 – Town of Aurora’s Corporate Communications Strategic Plan THAT Council receive Report CAO11-004 and the attached Town of Aurora Corporate Communications Strategic Plan for information. 6. IES11-013 – Parking Concerns on Murray Drive THAT Council receive Report IES11-013; and THAT the existing “No Parking Anytime” sign on the east side of Murray Drive be moved to a point 31 metres south of the northerly intersection of Milestone Crescent; and THAT the necessary by-law be introduced to implement the above recommendation; and THAT letters be sent to the resident with Council’s recommendations. 8. PL11-021 - Assignment of External Lands Agreement Obligation of Future Road Crossing Works - Hartwell Way Part Lot 24 and 25, Concession 2 Related Plan of Subdivision File: D12-00-1A THAT Council receive Report PL11-021; and THAT upon submission of a replacement Letter of Credit to the Town by Bayview Northeast Management Inc., the Mayor and Town Clerk be authorized to execute the Assignment Agreement, including any and all documents and ancillary agreements required to give effect to same. General Committee Meeting Minutes Tuesday, April 5, 2011 Page 3 of 6 9. Memorandum from Mayor Dawe Re: Correspondence from CAA regarding HST Gas Tax Revenue THAT Council receive the correspondence from CAA regarding HST Gas Tax Revenue; and THAT Council endorse the recommendations. 10. Memorandum from Mayor Dawe Re: Lake Simcoe Region Conservation Authority Highlights March 25th Meeting of the Board THAT Council receive the Lake Simcoe Region Conservation Authority Highlights for information. CARRIED V DELEGATIONS (a) Jason Ballantyne, Manager of Corporate Communications Re: Item 4 – CAO11-004 – Town of Aurora’s Corporate Communications Strategic Plan Jason Ballantyne reviewed the vision and mission statement of the Corporate Communications Strategic Plan. He noted that connecting and engaging the residents in new ways through innovative channels would help to reach new audiences who could view the Town of Aurora as a source of expertise, and would market our services and products more effectively. Mr. Ballantyne discussed how communication activities that produce interaction could help to meet these goals and provide measureable results. He stated that the strategic focus on corporate branding, identifying corporate needs and goals internally and externally with initiatives, and enhancing communication between departments, could bring about cost-sharing ideas and savings. Mr. Ballantyne reviewed the historical communication metrics and introduced progressive metrics with a vision of corporate communications becoming an integral part of each department’s business plan. He noted the success of the recent Earth Hour campaign that engaged residents by utilizing social media. Mr. Ballantyne wrapped up by providing Council with statistics from over 50 municipalities in Ontario now using social media as a means of communicating. He said that social media offers a cost-effective, measureable means of communicating with the community, that can also provide feedback and meet the needs of the residents, organizations, and businesses within the Town of Aurora. General Committee recommends: THAT the comments of the delegate be received. CARRIED (b) Ilmar Simanovskis, Director of Infrastructure and Environmental Services Re: Water, Wastewater and Stormwater Budget Ilmar Simanovskis updated Council on the principles and drivers for the water, wastewater and stormwater budgets. He reviewed revenue streams and funding, and the program highlights that are required in putting the budgets together as many aspects need to be coordinated. Mr. Simanovskis noted that he has been working closely with the Director of General Committee Meeting Minutes Tuesday, April 5, 2011 Page 4 of 6 Finance and they have identified a better means of forecasting a more accurate budget. Mr. Simanovskis provided an overview of the fiscal requirements, as mandated through Provincial legislation, to be sustainable in the program. He discussed the Region’s involvement, water use projections, the elimination of subsidies, historical rates, and budgeting policies, as well as components regarding expenditures and revenues in closing the gaps and becoming more fiscally responsible. General Committee recommends: THAT the comments of the delegate be received. CARRIED VI PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE None VII CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 3. BBS11-004 – Request for Sign Variance to Sign By-law 4898-07.P 650-676 Wellington St. East General Committee recommends: THAT Council receive Report BBS11-004; and THAT Council approve a request for a variance to Sign By-law 4878-07.P to increase the maximum permitted height from 9.0 metres to 11.65 metres for the ground sign located at the north-west corner of Bayview Avenue and Wellington Street East for the Aurora Gateway Shopping Centre at 650-676 Wellington Street East; and THAT the approval of the variance be conditional upon any landscape revisions to the approved landscape plans under site plan file D11-03-07 required to accommodate the sign be to the satisfaction of the Director of Parks and Recreation. CARRIED General Committee recommends: THAT Item 7 be brought forward for discussion. CARRIED Mayor Dawe assumed the Chair at 9:09 p.m. General Committee Meeting Minutes Tuesday, April 5, 2011 Page 5 of 6 7. Deferred from General Committee Meeting of March 1, 2011 (Item 6) PR11-005 – Youth Needs Analysis General Committee recommends: THAT Council adopt the recommendations outlined in the report. CARRIED General Committee recommends: THAT Council adopt the Implementation Schedule outlined in this report. CARRIED General Committee recommends: THAT the design and construction, and location of a youth centre be placed in the 2011/12 Capital Budget for Council consideration. DEFEATED General Committee recommends: THAT the Terms of Reference for the Architectural Consultant Study be brought back to General Committee for review and approval prior to the issuance of the Request for Proposal. CARRIED General Committee recommends: THAT up to the amount of $50,000 be placed in the 2011 Capital Budget for the Architectural design study of the Youth Centre. CARRIED Councillor Gaertner resumed the Chair at 10:20 p.m. General Committee recommends: THAT the Procedural By-law be waived to extend the hour. CARRIED 5. CLS11-008 - Terms of Reference for Advisory Committees General Committee recommends: THAT Council receive report CLS11-008. CARRIED General Committee recommends: THAT the proposed revised Terms of Reference for the Economic Development Advisory Committee, Environmental Advisory Committee, Heritage Advisory Committee, Parks and Recreation Advisory Committee, General Committee Meeting Minutes Tuesday, April 5, 2011 Page 6 of 6 and the Trails Sub-Committee be adopted with the exception that the committees meet on a monthly basis to begin with, and that the Environmental Advisory Committee remain at seven (7) citizen members. NOT VOTED ON Councillor Pirri left the meeting at 10:46 p.m. General Committee recommends: THAT the Chair call the question. CARRIED Mayor Dawe assumed the Chair at 10:56 p.m. General Committee did not extend the hour which resulted in adjournment at 11:00 p.m. in accordance with the Procedural By-law. GEOFFREY DAWE, MAYOR JOHN D. LEACH, TOWN CLERK THE REPORT OF THE GENERAL COMMITTEE MEETING OF APRIL 5, 2011 RECEIVED FINAL APPROVAL AT COUNCIL ON APRIL 12, 2011 WITH THE EXCEPTION OF ITEM 7 WHICH WAS ADOPTED AS PRESENTED AND ITEM 5 WHICH WAS ADOPTED AS AMENDED.