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MINUTES - General Committee - 20110531 TOWN OF AURORA GENERAL COMMITTEE MEETING MINUTES Council Chambers Aurora Town Hall Tuesday, May 31, 2011 ATTENDANCE COMMITTEE MEMBERS Councillor Thompson in the Chair; Councillors Abel, Ballard, Buck, Gallo, Humfryes, Pirri, and Mayor Dawe MEMBERS ABSENT Councillor Gaertner OTHER ATTENDEES Chief Administrative Officer, Director of Customer and Legislative Services/Town Clerk, Acting 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 Thompson 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 Customer and Legislative Services Department be approved with the following addition:  New Delegation (b) Walter Mestrinaro, Resident Re: Development at Elderberry Trail and Yonge Street (P.A.R.C.E.L.) CARRIED III DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 2, 7, and 10 were identified as items requiring separate discussion. General Committee Meeting Minutes Tuesday, May 31, 2011 Page 2 of 6 IV ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Items 1, 3, 4, 5, 6, 8, 9, 11, 12, and 13 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: 1. CFS11-015 – Pre-Audit 2010 Budget Report – as at December 31, 2010 THAT the overview of the results of Tax Rate supported operations and the Water Rate supported operations for the year ended December 31, 2010 including the related disposition of surplus report be received. 3. CLS11-010 – OMEX Insurance Supplementary Assessment THAT Council receive Report CLS11-010; and THAT Council authorize the payment of $236,446.76 to the Ontario Municipal Insurance Exchange (“OMEX”), to satisfy the Town of Aurora’s obligation for unfunded insurance liabilities associated with the period January 1, 2003 to December 31, 2008 to be funded from the Insurance Reserves Account. 4. Deferred from General Committee May 3, 2011 – Item 2 IES11-016 – Parking Concerns on Kennedy Street West THAT Council receive Report IES11-016; and THAT the existing “No Parking Anytime” sign on the south side of Kennedy Street West be moved to a point 76 metres west of Yonge Street; 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. 5. IES11-021 – Extension of Contracts for 2011: • No. PW 2009-37 – Pavement Markings • No. IES 2011-63 – Concrete Curb and Catchbasin Repairs • No. IES 2010-68 – Hot-mix Asphalt Repairs. THAT Council receive Report IES11-021; and THAT Tender No. PW2009-37 – for Pavement Marking of Various Streets within the Town of Aurora as awarded to K.D.N. Pavement Markings Ltd. in May 2009 be increased from $15,480 to $60,000 plus taxes; and THAT Tender No. IES2010-63 – for Concrete Curb and Catchbasin Repairs within the Town of Aurora as awarded to Curbscapes Concrete Ltd. in August 2010, be extended for one additional year for $100,000 plus taxes at 2010 unit pricing; and General Committee Meeting Minutes Tuesday, May 31, 2011 Page 3 of 6 THAT Tender No. IES2010-68 – for Hot-mix Asphalt Repairs within the Town of Aurora as awarded to Road Mill Construction Inc. in September 2010, be extended for two additional years at $100,000 (plus taxes) per year pending an annual analysis and satisfactory performance review by the Director as stipulated in the contract agreement; and THAT the Mayor and Town Clerk be authorized to execute the amended Form of Agreement, including any and all documents and ancillary agreements required to give effect to same. 6. IES11-022 – Award of Tender IES2011-35 – Concrete Curb and Sidewalk Replacement THAT Council receive Report IES11-022; and THAT Tender IES2011-35 – The Removal and Replacement of Concrete Sidewalk and Concrete Curb and Gutter at various locations in the Town of Aurora be awarded to Colpac Construction Inc. for $147,360, plus taxes; and THAT Council authorize staff to renew Tender IES2011-35 for an additional two, one-year periods, pending an annual analysis and satisfactory performance review by the Director; and THAT the Mayor and Town Clerk be authorized to execute the necessary Agreement including any and all documents and ancillary agreements required to give effect to same. 8. IES11-024 – Notification Process to Residents and Businesses of Proposed Traffic Amendments THAT Council receive Report IES11-024; and THAT Council endorse the changes to the notification process to residents and business owners as outlined in Report IES11-024. 9. PR11-021 – Community and Cultural Grant THAT Council receive Report PR11-021; and THAT Council endorse the revised Community and Cultural Grant Policy; and THAT staff draft a policy based on these guidelines for Council approval. 11. PL11-029 – Subdivision Agreement Execution Genview I 14575 Bayview Avenue File: D12-01-01 THAT Report PL11-029 be received; and THAT the Mayor and Town Clerk be authorized to execute the Subdivision Agreement, including any and all documents and ancillary agreements required to give effect to same (Genview Homes, File: D12-01-01). General Committee Meeting Minutes Tuesday, May 31, 2011 Page 4 of 6 12. PL11-033 – Simplified Development Agreement Execution Dean and Kelly Iwai 16 Hunters Glen Road Minor Variance File Number: D13(34A-C)10 THAT Report PL11-033 be received; and THAT the Mayor and Town Clerk be authorized to execute the simplified development agreement, including any and all documents and ancillary agreements required to give effect to same (Iwai, File: D13(34A-C)10). 13. Memorandum from Councillor Gaertner Re: Correspondence from Ducks Unlimited Canada, re: Central Greenbelt Municipal Workshop, June 13th, 2011, Caledon THAT the memorandum regarding the Central Greenbelt Municipal Workshop, June 13th, 2011, be received for information. CARRIED V DELEGATIONS (a) Ian Duffy, Owner of Magnetsigns GTA Re: Mobile Sign Permit Application Process Mr. Duffy informed Council that he had just spoken with the Director of Building and By-law Services and they were going to meet in the near future to discuss this issue in greater detail. He said that he did not need to address Council at this time. General Committee recommends: THAT the comments of the delegate be received for information. CARRIED (b) Walter Mestrinaro, Resident Re: Development at Elderberry Trail and Yonge Street (P.A.R.C.E.L.) Mr. Mestrinaro noted that he had recently circulated an email to the Director of Planning and Development Services and to all members of Council. He said that it was reflective of meetings recently held and the issues surrounding the planned development at Elderberry Trail and Yonge Street. Mr. Mestrinaro stated that height and density were the utmost issues. General Committee recommends: THAT the comments of the delegate be received for information. CARRIED General Committee Meeting Minutes Tuesday, May 31, 2011 Page 5 of 6 VI PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE None VII CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 2. CFS11-0016– 2011 Fees and Service Charges By-law General Committee recommends: THAT Report CFS11-016 regarding proposed changes in fees and charges be received; and THAT the 2011 Fees and Service Charges for applications, permits, the sale of Town publications and to prescribe service charges for administrative matters as itemized on the attached schedules be approved: Schedule A - Administration Schedule B - Building Services Schedule C - Customer and Legislative Services Schedule D - Planning & Development and Committee of Adjustment Schedule E - Infrastructure & Environmental Services Schedule F - Corporate & Financial Services Schedule G - Parks & Recreation Services Schedule H - Legal Services; and THAT the necessary by-law be enacted at the June 21, 2011 Council meeting and the appropriate notice be given as prescribed in the Notice By-law. CARRIED 7. IES11-023 – Yonge Street Heritage Lamp Poles Condition Assessment General Committee recommends: THAT Council receive Report IES11-023; and THAT the Yonge Street heritage lamp poles be refurbished as identified in this report with our current maintenance contractor, Mead Electric, at an upset limit not to exceed $17,000 excluding taxes to be paid out of the operating budget. CARRIED 10. PR11-026 – Sponsorship of Third Party Events General Committee recommends: THAT Council receive Report PR11-026; and THAT Council endorse the Sponsorship Policy; and THAT staff draft a policy based on these guidelines for Council approval. CARRIED General Committee Meeting Minutes Tuesday, May 31, 2011 Page 6 of 6 VIII NEW BUSINESS/GENERAL INFORMATION – COUNCILLORS Councillor Humfryes invited staff to participate in the Relay for Life being held on June 10, 2011. She said that anyone interested could contact her directly. Mayor Dawe noted that six months has passed since they had been sworn into office and thanked his fellow representatives and staff. Councillor Gallo raised some concerns about the groundskeeping on municipal lands. The Director of Parks and Recreation Services responded that he is sending out a memo shortly to address these concerns and that, due to the excessive rain, grass cutting and weed control have been difficult to keep up with. He stated that he has redeployed staff to concentrate on grass only and that they have closed some of the fields to prevent damage. The Director of Parks and Recreation Services stated that staff is working 12-hour shifts, incurring overtime, and that Council should keep this in mind during the year-end audit. Councillor Buck noted that six months has passed since the election and that the traffic calming project, in the north-east quadrant, should be reviewed. She noted that many residents are looking for relief of the hazards in that area. Councillor Buck inquired about the date and agenda items for the proposed June workshop. The Chief Administrative Officer responded that the workshop is scheduled for June 27, 2011 from 9:30 a.m. to 3:30 p.m. and that the Consultant for strategic planning would be facilitating the morning session for guidance and input. He noted that the afternoon session is scheduled for specific identified capital projects. Councillor Buck asked if the Aurora Cultural Centre agreement was on the agenda and it was noted that it was not. Councillor Abel informed Council that he would be bringing forward a notice of motion in the near future regarding the Aurora Cultural Centre. IX CLOSED SESSION None X ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 8:00 p.m. CARRIED GEOFFREY DAWE, MAYOR JOHN D. LEACH, TOWN CLERK THE REPORT OF THE GENERAL COMMITTEE MEETING OF MAY 31, 2011 RECEIVED FINAL APPROVAL AT COUNCIL ON JUNE 7, 2011 WITH THE EXCEPTION OF ITEM 9 WHICH WAS APPROVED AS ORIGINALLY PRESENTED AND ITEM 10 AS AMENDED.