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MINUTES - General Committee - 20110301 TOWN OF AURORA GENERAL COMMITTEE MEETING MINUTES Council Chambers Aurora Town Hall Tuesday, March 1, 2011 ATTENDANCE COMMITTEE MEMBERS Councillor Humfryes in the Chair; Councillors Abel, Ballard, Buck, Gaertner, Gallo, Pirri, Thompson, and Mayor Dawe MEMBERS ABSENT None OTHER ATTENDEES Chief Administrative Officer, Director of Customer and Legislative Services/Town Clerk, Director of Legal Services/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 Humfryes called the meeting to order at 7:02 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 items, be approved:  Re: Aurora’s Animal Control Additional Information: Delegation (a) - Correspondence received from Ms Liz White New Delegations: (d) Ms Leanne Tucker, Former Volunteer at the York Region Branch of the OSPCA (e) Mr. Barry MacKay, Canadian Representative of Born Free USA .  Re: Item 6 – PR11-005 – Youth Needs Analysis New Delegations: (f) Mr. Bruce Stafford, President, Storm Volleyball (g) Mr. Ron Weese, President, Sport Aurora . General Committee Meeting Minutes Tuesday, March 1, 2011 Page 2 of 11  Re: Item 9 – PL11-009 – Expression of Interest for the Restoration of the Petch Log House New Delegation: (h) Ms Katherine Belrose, Friends of Petch House CARRIED III ADOPTION OF PREVIOUS MINUTES General Committee Meeting Minutes of February 15 , 2011 General Committee recommends: THAT the General Committee meeting minutes of February 15, 2011 be approved. CARRIED IV DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 1, 3, 5, 6, 7, 9, and 13 were identified as items requiring separate discussion. V ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Items 2, 4, 8, 10, 11, 12, and 14 were identified as 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: 2. IES11-008 – Ten Year Capital Road Reconstruction Program (2011-2020) THAT Council receive report no. IES11-008 for information. 4. IES11-012 – Early Approval of Road Reconstruction Projects THAT Council receive report no. IES11-012; and THAT Council grant early approval for the following 2011 road reconstruction projects in advance of budget approval: Capital Project 31048, Reconstruction of Spruce Street ($1,001,115); Capital Project 31050, Reconstruction of Engelhard Drive, from Furbacher Lane to Vandorf Sideroad ($778,670); General Committee Meeting Minutes Tuesday, March 1, 2011 Page 3 of 11 Capital Project 31061, Reconstruction of Berczy Street and Metcalfe Street, from Berczy Street to Edward Street ($942,911); and Capital Project 31077, Reconstruction of Irwin Avenue, ($561,019). 8. PL11-005 – Planning Applications Status List THAT report PL11-005, the Planning Applications Status List, be received for information. 10. Deferred from General Committee Meeting of February 15, 2011 (Item 6) PL11-010 – Application for Site Plan Approval St. John’s Bay Land Company Lot 1 and Block 7, Plan 65M-2874 15820 Bayview Avenue File Number: D11-08-05(A) THAT report PL11-010 be received; and THAT Site Plan Application File D11-08-05(A) St. John’s Bay Land Company be approved to permit the development of the subject lands for the Beer Store of approximately 534 m2 (5,748 sq. ft.) gross floor area in size; and THAT the Mayor and Town Clerk be authorized to execute the amending site plan agreement, including any and all documents and ancillary agreements required to give effect to same. 11. PL11-013 – Application for Site Plan Approval Marydel Homes Part of Lots 87 & 88, Plan 246 170 Industrial Parkway N. File Number: D11-05-10 THAT report PL11-013 be received; and THAT Site Plan Application File D11-05-10 Marydel Homes be approved to permit the development of the subject lands for a two-storey building that will house the headquarters of Marydel Homes of approximately 1194.50 m2 (12,857.50 sq. ft.) gross floor area; and THAT the Mayor and Town Clerk be authorized to execute the site plan agreement, including any and all documents and ancillary agreements required to give effect to same. 12. Memorandum from Mayor Dawe Re: Oak Ridges Moraine Land Trust’s 10th Anniversary $1 Million Stewardship Campaign THAT Council receive the memorandum from Mayor Dawe regarding the Oak Ridges Moraine Land Trust’s 10th Anniversary $1 Million Stewardship Campaign. . General Committee Meeting Minutes Tuesday, March 1, 2011 Page 4 of 11 14. Memorandum from John D. Leach, Director of Customer and Legislative Services/Town Clerk Re: Change to May/June Council & GC Meetings THAT the Council, General Committee and Special Council – Public Planning meeting schedule be revised as follows: May 31 – General Committee June 7 – Council June 14 – General Committee June 21 – Council June 22 – Special Council – Public Planning CARRIED VI DELEGATIONS (a) Ms Liz White, Animal Alliance of Canada Re: Animal Services in Aurora Ms White reviewed statistics on euthanized animals and raised concerns regarding the high rates, particularly for cats and wildlife. She noted that the OSPCA in Aurora does not have a program to post animals for adoption or for the rehabilitation of orphaned or injured wildlife. She presented Council with recommendations and asked that they consider reviewing the current situation in Aurora. General Committee recommends: THAT the comments of the delegate be received. CARRIED (b) Ms Nathalie Karvonen, Executive Director, Toronto Wildlife Centre Re: Animal Services in Aurora – Concern for Wildlife Ms Karvonen informed Council that the Toronto Wildlife Centre has volunteers and supporters from Aurora who have expressed concern regarding the lack of services for wildlife that require assistance or medical care. She noted that this is an area that requires extensive training and expertise and that the OSPCA are currently informing the public that any wildlife they handle will most likely be euthanized. Ms Karvonen requested Council to consider alternatives to their current contract with the OSPCA. General Committee recommends: THAT the comments of the delegate be received. CARRIED General Committee Meeting Minutes Tuesday, March 1, 2011 Page 5 of 11 General Committee recommends: THAT delegation (c), Mr. Downey, be moved to the end of the delegations. CARRIED (d) Ms Leanne Tucker, Former Volunteer at the York Region Branch of the OSPCA Re: Animal Services in Aurora Ms Tucker noted that, after the problems that occurred last May at the York Region Branch of the OSPCA, she decided to take a closer look at animal sheltering locally and around the world. She said that she became of aware of the “No Kill Movement” and the growing number of shelters in the United States, New Zealand and Australia who have implemented this program with great success. Ms Tucker stated that the local OSPCA has an extremely high rate of euthanasia and urged Council to review the contract with the OSPCA for reforms as well as the Animal Control By-law. General Committee recommends: THAT the comments of the delegate be received. CARRIED (e) Mr. Barry MacKay, Canadian Representative of Born Free USA Re: Animal Services in Aurora Mr. MacKay informed Council of his years of experience and expertise in the field of urban wildlife issues. He stated that the OSPCA presents troubling statistics with high rates of euthanasia. Mr. MacKay stated that there is a lack of public confidence and that the OSPCA is not adequately servicing the needs of humans or animals in this area. General Committee recommends: THAT the comments of the delegate be received; and THAT the comments of all the delegates regarding the Animal Services in Aurora be referred to staff when they are reviewing the Animal Control contract. CARRIED . (f) Mr. Bruce Stafford, President, Storm Volleyball Re: Item 6 – PR11-005 – Youth Needs Analysis Mr. Stafford noted that he is the founder and president of Storm Vollleyball and that his organization is in support of building a multi-purpose facility as part of the Youth Needs Analysis. He urged Council to use Sport Aurora as a valuable resource and to invest in the future of the Town with a multi-purpose facility that would bring the Town together through sport and cultural programs. General Committee recommends: THAT the comments of the delegate be received. CARRIED General Committee Meeting Minutes Tuesday, March 1, 2011 Page 6 of 11 (g) Mr. Ron Weese, President, Sport Aurora Re: Item 6 – PR11-005 – Youth Needs Analysis Mr. Weese informed Council that Sport Aurora supports the Youth Needs Analysis and that this important document could serve as a road map for youth development in the Town of Aurora. He noted that programs need to be flexible, yet structured, and should meet the needs of many people. Mr. Weese stated that the organizations that comprise Sport Aurora would be pleased to provide their time, effort, and expertise toward this strategy. General Committee recommends: THAT the comments of the delegate be received. CARRIED (h) Ms Katherine Belrose, Friends of Petch House . Re: Item 9 – PL11-009 – Expression of Interest for the Restoration of the Petch Log House Ms Belrose noted that she, along with other dedicated heritage professionals and volunteers, are putting together an incorporated non-profit group, Friends of Petch House, to raise awareness and funds for the restoration of the Petch House. She stated that it is important to capture the history and heritage of this area through the earliest and last original example of a log home. Ms Belrose asked Council for a three-month reprieve in order to prepare a master plan and budget for this project. General Committee recommends: THAT the comments of the delegate be received. CARRIED (c) Mr. Al Downey, Director of Parks and Recreation Services Re: Item 6 - PR11-005 – Youth Needs Analysis Mr. Downey reviewed the background of the Parks and Recreation Master Plan which recommended a Youth Needs Analysis. He discussed the processes utilized in gathering information through key informant interviews and public consultation activities. Mr. Downey noted options, recommendations, and the next steps required in moving forward. General Committee recommends: THAT the comments of the delegate be received. CARRIED VII PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE None General Committee Meeting Minutes Tuesday, March 1, 2011 Page 7 of 11 VIII CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION General Committee recommends: THAT Item 6 be brought forward for discussion. CARRIED 6. PR11-005 – Youth Needs Analysis THAT Council receive Report PR11-005; and THAT Council defer the following recommendations to the March 22, 2011 meeting: 1. Council adopt the recommendations outlined in the report. 2. Council adopt the Implementation Schedule outlined in this report. 3. The design and construction of a youth centre be placed in the 2011/12 Capital Budget for Council consideration. CARRIED General Committee recommends: THAT Item 9 be brought forward for discussion. CARRIED 9. PL11-009 – Expression of Interest for the Restoration of the Petch Log House General Committee recommends: THAT this item be deferred until the beginning of June to allow the Friends of Petch House to bring a report back to Council that includes a budget, Master Plan, as well as a needs and assessment analysis. CARRIED General Committee recommends: THAT Item 5 be brought forward for discussion. CARRIED 5. Deferred from General Committee Meeting of February 15, 2011 (Item 10) PR11-003 – Parkland and Trail Acquisition Strategy General Committee recommends: THAT the Chair call the question. CARRIED General Committee Meeting Minutes Tuesday, March 1, 2011 Page 8 of 11 General Committee recommends: THAT Council receive Report PR11-003; and THAT Council adopt the recommendations outlined in the report; and THAT Council direct staff to prepare a closed session presentation of potential land parcels available for acquisition. CARRIED Councillor Gaertner left the meeting at 8:45 p.m. 1. CLS11-003 – Procedural By-law Amendments General Committee recommends: THAT delegations only be allowed at Council if the item has not appeared on a General or Advisory Committee agenda; and THAT the item has been provided by a member of Staff. DEFEATED General Committee recommends: THAT the recommendations be called separately. CARRIED General Committee recommends: THAT Open Forum not be considered a formal part of the Council meeting; and THAT Open Forum be held at 7:00 p.m. on Council meeting nights for a maximum of twenty (20) minutes being allotted with the formal Council meeting to start after Open Forum speakers are heard, if any. CARRIED General Committee recommends: THAT delegations be heard only at an advisory committee or GC and not at Council; and THAT delegates be heard in respect of items on a GC agenda when they are considered with written notice only necessary when a matter is not on a GC agenda. CARRIED General Committee recommends: THAT presentations be limited to ten (10) minutes. CARRIED General Committee Meeting Minutes Tuesday, March 1, 2011 Page 9 of 11 General Committee recommends: THAT Closed Session matters be considered at GC with recommendations to be ratified and reported out to the extent possible at the following Council meeting. CARRIED General Committee recommends: THAT Notice of Motion be provided in writing to the Clerk prior to 4:30 p.m. on the Thursday before Council for placement on the Council agenda for information only; and THAT the Clerk place the Motion on the subsequent Council agenda under “Motions for Which Notice Has Been Given” to be dealt with. CARRIED General Committee recommends: THAT the time for a member to speak to a motion without leave of Council be reduced to five (5) minutes. CARRIED General Committee recommends: THAT the By-law be amended so that reconsideration of a matter within six months of the time it was dealt with could be brought about by a two- thirds vote of Council. CARRIED General Committee recommends: THAT section 5.15 and 5.16 pertaining to motions to defer and refer be deleted and replaced with new sections. CARRIED General Committee recommends: THAT the practice of adopting GC minutes at a GC meeting following a Council meeting be discontinued. CARRIED General Committee recommends: That subsection 3.16 (a) of the By-law that states that a motion to adjourn does not require a seconder be deleted. CARRIED General Committee Meeting Minutes Tuesday, March 1, 2011 Page 10 of 11 3. IES11-011 – York Region I/I Reduction Strategy and Water Conservation Strategy General Committee recommends: THAT Council receive report no. IES11-011; and THAT Council endorse the recommendations of York Region report titled “Inflow and Infiltration Reduction Strategy” as endorsed by Regional Council on February 17, 2011 and as summarized herein: THAT through development and endorsement of the Strategy, York Region and the local municipalities commit to: • Develop and maintain this Strategy including the programs, goals and inter-agency and regulatory reporting requirements for staged reduction of inflow and infiltration over the next 20 years; and • Recommend to future Councils that they commit funds for inflow and infiltration reduction that is economically justified by the avoidance of future treatment and conveyance costs; and • Measure wastewater flows before and after carrying out construction/rehabilitation works on sewers and to document inflow and infiltration expenditures and flow reduction measures; and • Continue to work together in a collaborative manner over the life of the Strategy and to commit the appropriate staffing and financial resources toward implementation of the Strategy based on a business case analysis; and THAT Council endorse the recommendations of York Region report titled “Long Term Water Conservation Strategy” as endorsed by Regional Council on February 17, 2011 and as summarized herein. CARRIED 7. PR11-006 – Award of Tender PRS2011-06 Nokiidaa Trail and Bridge Project General Committee recommends: THAT Council receive Report PR11-006; and THAT Council award Tender PRS2011-06 for the Construction of the Nokiidaa Trail and Bridge crossing installation to Hawkins Contracting Services Ltd. in the amount of $243,598.49, excluding HST upon the signing of the Trail Construction and Operations Agreement with Newmarket outlining the cost sharing amounts of $162,515.90 for Newmarket’s share and $81,082.59 for Aurora’s share. CARRIED General Committee Meeting Minutes Tuesday, March 1, 2011 Page 11 of 11 13. Memorandum from John D. Leach, Director of Customer and Legislative Services/Town Clerk Re: Integrity Commissioner’s Code of Conduct Report General Committee recommends: THAT the report dated December 15, 2010 entitled “Review of Code of Conduct” from the Integrity Commissioner be received; and THAT the “Review of Code of Conduct” be referred to staff for a report on options for proceeding with a new Code of Conduct, a Code of Ethics, or a combination of both. CARRIED IX NEW BUSINESS/GENERAL INFORMATION – COUNCILLORS Councillor Humfryes noted that the Big Brothers Big Sisters Bowling event held last weekend was a great success and thanked all of those who participated. X CLOSED SESSION General Committee recommends: THAT General Committee resolve into a Closed Session, following adjournment, to consider the following matters:  Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; Re: Morris v. Johnson et al. - Defamation Action  A proposed or pending acquisition or disposition of land by the municipality or local board; Re: 15059 Leslie Street  Personal matters about an identifiable individual, including municipal or local board employees; Re: Memorandum from Neil Garbe, Chief Administrative Officer CARRIED XI ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 10:19 p.m. CARRIED GEOFFREY DAWE, MAYOR JOHN D. LEACH, TOWN CLERK THE REPORT OF THE GENERAL COMMITTEE MEETING OF MARCH 1, 2011 RECEIVED FINAL APPROVAL AT COUNCIL ON MARCH 8, 2011 WITH THE EXCEPTION OF ITEM 1 WHICH WAS ADOPTED AS AMENDED AND ITEM 5 WHICH WAS ADOPTED AS PRESENTED.