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MINUTES - General Committee - 20120320 TOWN OF AURORA GENERAL COMMITTEE MEETING REPORT Council Chambers Aurora Town Hall Tuesday, March 20, 2012 ATTENDANCE COMMITTEE MEMBERS Councillor Buck in the Chair; Councillors Abel, Ballard, Gaertner, Gallo, Humfryes, Pirri, Thompson, and Mayor Dawe MEMBERS ABSENT None OTHER ATTENDEES Chief Administrative Officer, Deputy Clerk/Manager of Administration, 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 Buck called the meeting to order at 7:00 p.m. I DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF 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 as presented. CARRIED III DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 1, 2, 3, 4, 5, 8, 9, 11, 12, and 13 were identified as items requiring separate discussion. IV ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Items 6, 7, 10, 14, and 15 were identified as items not requiring separate discussion. General Committee Meeting Report Tuesday, March 20, 2012 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: 6. IES12-014 – Award of Contract for Consulting Services – Development of Comprehensive Stormwater Management Master Plan for the Town of Aurora – RFP IES2012-05 THAT report IES12-014 be received; and THAT the Contract for the provision of consulting services for the development of a Comprehensive Stormwater Management Master Plan for the Town of Aurora be awarded to Aquafor Beech Ltd. for $86,895, excluding taxes; 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. 7. PL12-009 – Application for Site Plan Approval St. Andrew’s College, Phase II 15800 Yonge Street Part of Lot 84, Concession 1 WYS File: D11-01-12 THAT report PL12-009 be received; and THAT subject to any issues or comments raised by Council, that Site Plan Application D11-01-12 be approved to permit development of the subject lands for an addition to the St. Andrew’s College Ketchum Auditorium for a multi-purpose stage theatre, classrooms and addition to the existing kitchen of approximately 5,706 m2 (61,421sq. 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. 10. PR12-008 – Rink Board Advertising Aurora Community Centre, Arena 1 THAT report PR12-008 be received; and THAT Council approve the execution of the attached amended Agreement for the Aurora Tigers Junior “A” Hockey Club Incorporated (Tigers) rights to sell advertising space on the rink boards at the Aurora Community Centre Arena #1; and THAT the Mayor and Town Clerk be authorized to execute the attached Agreement, including any and all documents and ancillary agreements required to give effect to same. 14. AAC12-04 – Accessibility Advisory Committee Report, March 7, 2012 THAT Council receive the No Quorum Report of the Accessibility Advisory Committee meeting of March 7, 2012 for information. General Committee Meeting Report Tuesday, March 20, 2012 Page 3 of 6 15. EDAC12-04 – Economic Development Advisory Committee Report, March 8, 2012 THAT Council receive the report of the Economic Development Advisory Committee meeting of March 8, 2012 for information. CARRIED V DELEGATIONS (a) Al Downey, Director of Parks and Recreation Services, and Catherine Richards, Aurora Historical Society Curator Re: Item 12 – PR12-010 – Aurora Historical Society – Memorandum of Understanding The Director of Parks and Recreation Services addressed Council regarding the proposed Memorandum of Understanding between the Aurora Historical Society and the Town of Aurora for the transfer, exhibition, and management of the Aurora Collection. He outlined specifics in detail and highlighted various areas of two additional proposed agreements that will be required for the future management and ownership of the existing artefacts and archives. The Director noted that both parties are committed to the role that these artefacts and archives play in the preservation and education of Aurora’s heritage. He explained the factors of the timeline and that it will take approximately one year to complete. The Director provided Gantt charts for discussion and reviewed them in detail. General Committee recommends: THAT the comments of the delegate be received and that Item 12 be brought forward for discussion. CARRIED 12. PR12-010 – Aurora Historical Society – Memorandum of Understanding General Committee recommends: THAT report PR12-010 be received; and THAT Council authorize the Mayor and Clerk to execute a Memorandum of Understanding with the Aurora Historical Society (AHS) with respect to the Transfer and Exhibition and Management of the Aurora Collection. CARRIED (b) Aaron Karmazyn, Manager Facilities, Property and Fleet Re: Item 5 – IES12-012 – Town of Aurora Joint Operations Centre The Manager of Facilities, Property and Fleet explained the benefits of a good work environment and how it assists with the retention of a strong, motivated operations team. He noted specifics, identified through various assessments, lacking within the current facilities. The Manager stated that the facility is inaccessible and uninviting from a customer care perspective and is not up to the current code standards. He advised that the current facility cannot support an organized and efficient operation and suggested a new operations centre be considered at this time. The Manager noted the advantages and financial savings that could be achieved with a new centre that would offer room for expansion and General Committee Meeting Report Tuesday, March 20, 2012 Page 4 of 6 growth as well as enhance customer care and service levels. He stated that many of these benefits could be attained while showing responsible, environmental leadership. The Manager advised that a report with recommendations would come forward in April for discussion and consideration. General Committee recommends: THAT the comments of the delegate be received. CARRIED General Committee recommends: THAT Item 5 be brought forward for discussion. CARRIED 5. IES12-012 – Town of Aurora Joint Operations Centre General Committee recommends: THAT report IES12-012 be received for information. CARRIED VI PRESENTATIONS BY THE ADVISORY COMMITTEE CHAIR None VII CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 1. BBS12-002 – Implications of Amending the Noise By-law General Committee recommends: THAT Council receive report BBS12-002 for information. CARRIED 2. CFS12-002 – Staff Vacation Entitlement Policy Amendment General Committee recommends: THAT report CFS12-002 be received; and THAT the revised Vacation Entitlement Table portion of Town Administrative Policy 18, as proposed herein be approved for implementation effective January 1, 2012. CARRIED General Committee Meeting Report Tuesday, March 20, 2012 Page 5 of 6 3. CFS12-010 – Statement of Remuneration and Expenses for Members of Council, Committees and Local Boards General Committee recommends: THAT report CFS12-010 be received for information. CARRIED 4. CLS12-005 – Resignation of Accessibility Advisory Committee Member General Committee recommends: THAT Council receive report CLS12-005; and THAT staff advertise for a new member for the Accessibility Advisory Committee for Council’s consideration and selection. CARRIED 8. PL12-010 – Planning Applications Status List General Committee recommends: THAT report PL12-010, the Planning Applications Status List be received for information. CARRIED 9. PR12-007 – Selection/Appointment of a Trails and Active Transportation Sub-Committee General Committee recommends: THAT report PR12-007 be received; and THAT Council complete a review of the mandate of the Trails Sub- Committee with the goal of broadening their role to include Active Transportation; and THAT the Trails Sub-Committee be renamed to reflect the additional mandate for Active Transportation; and THAT Council approve the attached Terms of Reference and direct staff in proceeding with the process required to form a Trails and Active Transportation Sub-Committee as outlined in this report. CARRIED 11. PR12-009 – Food Vendor Scoring Matrix for 2012 Concert, Movie and Theatre in the Park Events General Committee recommends: THAT this Item be referred to the March 27, 2012 Council meeting. CARRIED General Committee Meeting Report Tuesday, March 20, 2012 Page 6 of 6 13. EAC12-04 – Environmental Advisory Committee Report, March 1, 2012 General Committee recommends: THAT Council adopt the Environmental Advisory Committee recommendations of the March 1, 2012 meeting. CARRIED VIII NEW BUSINESS/GENERAL INFORMATION None IX CLOSED SESSION General Committee recommends: THAT Council resolve into Closed Session, following adjournment, to consider: 1. Personal matters about an identifiable individual, including a Town or Local Board employee; Re: CAO Performance Review. CARRIED X ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 9:12 p.m. CARRIED GEOFFREY DAWE, MAYOR CINDY MAHER, DEPUTY CLERK THE REPORT OF THE GENERAL COMMITTEE MEETING OF MARCH 20, 2012 RECEIVED FINAL APPROVAL AT COUNCIL ON MARCH 27, 2012 WITH THE EXCEPTION OF ITEM 9, WHICH WAS ADOPTED AS AMENDED.