MINUTES - General Committee - 20120403
TOWN OF AURORA
GENERAL COMMITTEE MEETING REPORT
Council Chambers
Aurora Town Hall
Tuesday, April 3, 2012
ATTENDANCE
COMMITTEE MEMBERS Councillor Humfryes in the Chair; Councillors Abel,
Ballard, Buck, Gallo, Pirri, Thompson, and Mayor Dawe
MEMBER(S) ABSENT Councillor Gaertner
OTHER ATTENDEES Chief Administrative Officer, Director of Customer and
Legislative Services/Town Clerk, Director of Building and
By-law Services, Director of Corporate and Financial
Services/Treasurer, Director of Infrastructure and
Environmental Services, Director of Legal Services/
Town Solicitor, Director of Parks and Recreation
Services, Director of Planning and Development
Services, and Council/Committee Secretary
Councillor Humfryes called the meeting to order at 7:02 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 THE AGENDA
General Committee recommends:
THAT the agenda as circulated by the Customer and Legislative Services
Department, with the following additional item, be approved:
Delegation (a) Mr. Murray Chown, Senior Project Manager,
Novatech Engineering Consultants Ltd.
Re: Item 8 – PL12-011 – Regional Modifications and
Approval of the Town’s New
Official Plan (2010)
CARRIED
III DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Items 2, 3, 6, 8, 9, and 11 were identified as items requiring separate discussion.
General Committee Meeting Report
Tuesday, April 3, 2012
Page 2 of 7
IV ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
Items 1, 4, 5, 7, 10, 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. BBS12-003 – Building Permit Fees – Annual Report
THAT report BBS12-003 be received for information.
4. IES12-015 – Award of Tender IES2012-02 – Reconstruction of Spruce Street,
from Mark Street to Batson Drive; Walton Drive, from Spruce
Street to Batson Drive and Keystone Court
THAT report IES12-015 be received; and
THAT Tender IES2012-02 – Reconstruction of Spruce Street, from Mark
Street to Batson Drive; Walton Drive, from Spruce Street to Batson Drive
and Keystone Court be awarded to 614128 Ontario Ltd. O/A Trisan
Construction in the amount of $1,201,699.40, 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; and
THAT the budget surplus of $439,065.76 be returned to the appropriate
reserve funds.
5. IES12-016 – Award of Tender IES2012-17 – Curb and Catchbasin Repairs in
Various Locations in the Town of Aurora
THAT report IES12-016 be received; and
THAT Tender IES2012-17 – For the Supply of all Labour, Material and
Equipment Necessary for Concrete Curb and Catchbasin Repairs in
Various Locations in the Town of Aurora for One Year (with an Option to
Renew for an Additional Two One-Year Periods), be awarded to 766585
Ontario Inc. O/A Nu-Con Contracting in the amount of $181,800, excluding
taxes; and
THAT Council authorize the Director to renew Tender IES2012-17 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.
7. IES12-018 – Extension of Various Contracts for 2012
THAT report IES12-018 be received; and
General Committee Meeting Report
Tuesday, April 3, 2012
Page 3 of 7
THAT Tender 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 extended for one additional year for $60,000 plus taxes at
the 2009 unit pricing; and
THAT RFQ IES2010-66 – for the Annual Preventative Maintenance
Inspection for Fire Hydrants within the Town of Aurora as awarded to
Canadian Hydrant Technologies in September 2010, be extended for two
additional years for $38,154 (plus taxes) per year pending an annual
analysis and satisfactory performance review by the Director; and
THAT RFQ IES2011-18 – for the Supply of Material Testing and Soil
Investigation Services for Various Reconstruction Projects as awarded to
Soil Engineers Ltd. in March 2011, be extended for two additional years at
$34,687.50 (plus taxes) per year pending an annual analysis and
satisfactory performance review by the Director; and
THAT RFQ IES2011-26 – for the Cleaning of Catchbasins, Storm
Detention Tanks, Oil/Grit Separator Maintenanceholes and
Catchbasin/Maintenancehole Sumps as awarded to The Pipe Spy Inc. in
April 2011, be extended for two additional years for $30,505 (plus taxes)
per year pending an annual analysis and satisfactory performance review
by the Director; and
THAT RFQ IES2011-44 – for the Routing, Cleaning and Sealing of Cracks
in Asphalt Pavement as awarded to Metro Asphalt Sealer & Repairs Ltd.
in June 2011, be extended for two additional years for $50,000 (plus
taxes) per year pending an annual analysis and satisfactory performance
review by the Director; and
THAT RFQ IES2011-46 – for Watermain Valve Cycling as awarded to
Canadian Hydrant Technologies in August 2011, be extended for two
additional years for $35,000.00 (plus taxes) per year pending an annual
analysis and satisfactory performance review by the Director; and
THAT RFQ IES2011-52 – for Foam Swabbing of Watermains as awarded
to Corix Water Services Inc. in June 2011, be extended for two additional
years for $50,000 (plus taxes) per year pending an annual analysis and
satisfactory performance review by the Director; and
THAT RFQ IES2011-53 – for the Repair of Maintenanceholes as awarded
to VM Dimonte Construction Ltd. in July 2011, be extended for two
additional years for $50,000 (plus taxes) per year pending an annual
analysis and satisfactory performance review by the Director; and
THAT the Mayor and Town Clerk be authorized to execute any and all
documents and ancillary agreements required to give effect to same.
10. Memorandum from the Director of Customer & Legislative Services/Town Clerk
Re: Resolution from the Town of Newmarket
Re: Resolution R3-2012 – Earth Hour Participation
THAT the memorandum regarding Resolution from the Town of
Newmarket Re: Resolution R3-2012 – Earth Hour Participation be
received for information.
General Committee Meeting Report
Tuesday, April 3, 2012
Page 4 of 7
12. HAC12-03 – Heritage Advisory Committee Report, March 19, 2012
THAT Council adopt the Heritage Advisory Committee recommendations
of the March 19, 2012 meeting.
13. PRAC12-03 – Parks and Recreation Advisory Committee Report
March 22, 2012
THAT Council adopt the Parks and Recreation Advisory Committee
recommendations of the March 22, 2012 meeting.
CARRIED
V DELEGATIONS
(a) Mr. Murray Chown, Senior Project Manager, Novatech Engineering
Consultants Ltd.
Re: Item 8 – PL12-011 – Regional Modifications and Approval of the Town’s
New Official Plan (2010)
Mr. Chown advised that he had addressed Council a couple months ago on
behalf of Tim Hortons, Wendy’s, A&W, and McDonald’s, and that tonight he was
here with Susan Rosales from Tim Hortons and Peter Miller from McDonald’s.
He referred to the update report from staff respecting modifications to the Official
Plan and acknowledged that it responded to a number of comments they raised
last time and some of their written submissions. Mr. Chown stated that the report
does not change the recommendations with respect to the prohibitions of drive-
thrus in areas of the Aurora Promenade and that it was not appropriate or
necessary to include these prohibitions in the Official Plan. He requested that
modification number 78 (in Appendix B to report PL12-011), where staff has
recommended to remove the prohibition from the Aurora Promenade General
and Focus Areas, be further amended to remove the prohibition from the
Downtown, Upper Downtown, and Downtown Shoulder Areas, without exception,
as articulated in a recent letter sent to the Mayor and copied to Council.
General Committee recommends:
THAT the comments of the delegate be received for information.
CARRIED
VI PRESENTATIONS BY THE ADVISORY COMMITTEE CHAIR
None
VII CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
General Committee recommends:
THAT Item 8 be moved forward for consideration.
CARRIED
General Committee Meeting Report
Tuesday, April 3, 2012
Page 5 of 7
8. PL12-011 – Regional Modifications and Approval of the Town’s New
Official Plan (2010)
General Committee recommends:
THAT report PL12-011 be received; and
THAT Council endorse the recommendations made in the attached Report
No. PL12-002, thereby endorsing the Region’s proposed modifications to
the Official Plan; and
THAT Council further endorse the additional modifications as outlined in
this supplementary report.
CARRIED
2. CFS12-004 – Process for Periodic Review of Council Compensation
General Committee recommends:
THAT report CFS12-004 be received; and
THAT a comprehensive Council compensation review be undertaken
during 2012 by way of an appointed ad-hoc advisory committee with
a mandate to develop recommendations with respect to salary,
benefits, auto allowance, retiring allowance for all Members of
Council and the continuance of the one-third tax-free status of
Council salary, and any other recommendations related to direct
compensation including interim economic adjustments; and
THAT such review and recommendations be completed with a report
to General Committee by the end of October, 2012; and
THAT the ad-hoc committee be comprised of five individuals as
follows:
• To be chaired by a representative of the current consultant
assisting Human Resources with its Job Evaluation process
update project;
• Two persons selected by Council from applicants who are
professionally qualified in the field of human resources,
compensation or a similarly applicable field;
• Two persons selected by Council from all other applicants; and
THAT the costs for the Chair consultant be funded from the
Corporate and Financial Services Department administrative
consulting budget, to a maximum cost of $2,500; and
THAT all Members of Council be requested to submit written
comments, observations, thoughts or other suggestions with respect
to Council compensation for the Committee, with such submissions
to be prepared anonymously without identification or reference of
any Member of Council, which shall be hand-delivered to the Clerk at
least one week prior to the first meeting of the ad-hoc committee.
CARRIED
General Committee Meeting Report
Tuesday, April 3, 2012
Page 6 of 7
3. CFS12-008 – Terms of Reference for Finance Committee
No recommendations were endorsed by the Committee.
6. IES12-017 – Town of Aurora Operations Centre
General Committee recommends:
THAT report IES12-017 be received; and
THAT consulting services be awarded to OneSpace Unlimited
Consultants in an amount up to $50,000.00, excluding HST for site
selection and evaluation activities, as per the results of RFP IES2010-
73; and
THAT an Interim Financial Plan be presented at the time of
presentation of a final site selection recommendation; 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.
CARRIED
9. PL12-012 – Request for Street Name
Town of Aurora – 15059 Leslie Street Lands
File Number: D12-05-1A
General Committee recommends:
THAT report PL12-012 be received; and
THAT the following street name be approved for the proposed road within
Draft Plan of Subdivision, D12-05-1A, Town of Aurora – Leslie Street
Lands (15059 Leslie Street).
STREET “A” ERIC T. SMITH WAY
CARRIED
11. Memorandum from the Manager of Legislative Services/Deputy Clerk
Re: 2012 Aurora jazz+ Festival
General Committee recommends:
THAT the memorandum regarding 2012 Aurora jazz+ Festival be
received; and
THAT the Town provide services-in-kind including: use of the Town’s
logo on Festival promotional material, signage and website; use of
the Town’s electronic signs and non-electronic signs to advertise the
Festival; permission to display signs around the Town one month
prior to the Festival; Festival information on the Town’s website
including a link to the Festival’s website; and promotion of the
Festival and having information available at Town Hall.
CARRIED
General Committee Meeting Report
Tuesday, April 3, 2012
Page 7 of 7
VIII NEW BUSINESS/GENERAL INFORMATION
Councillor Pirri expressed concern regarding the composition of the Ad Hoc
Negotiating Working Group to negotiate a new Cultural Services Purchase
Agreement and requested that the Procedural By-law be waived to allow
reconsideration of the Terms of Reference.
Councillor Thompson inquired whether there would be a report coming back to
the General Committee regarding solar projects now that there has been some
clarity around the feed-in tariff rules. The Chief Administrative Officer advised
that the rules and regulations associated with the rates are imminent but a
definitive timeline could not be provided at this time.
Councillor Abel inquired whether there was anything in the federal budget allowing
for municipalities to receive grant money for infrastructure such as the proposed
operations centre. The Chief Administrative Officer reported that MP Lois Brown
had indicated the possibility but there had not yet been any formal announcement
of the rules or qualification. The Director of Corporate and Financial
Services/Treasurer noted that qualification with respect to the size of a municipality
was unspecified and that the Town continually monitors these opportunities.
IX CLOSED SESSION
General Committee recommends:
THAT Council resolve into Closed Session to consider:
1. A proposed or pending acquisition or disposition of land by the Town or
Local Board; Re: Authorization to Proceed with Investigating Joint
Operations Centre Land Options for Potential Purchase
2. Personal matters about an identifiable individual, including municipal or
local board employees; Re: Performance Reviews of Senior Staff
3. Personal matters about an identifiable individual, including municipal or
local board employees; Re: Appointments to the Ad Hoc Negotiating
Working Group to Negotiate a New Cultural Services Purchase
Agreement
CARRIED
X ADJOURNMENT
General Committee recommends:
THAT the meeting be adjourned at 9:58 p.m.
CARRIED
COUNCILLOR SANDRA HUMFRYES JOHN D. LEACH, TOWN CLERK
THE REPORT OF THE GENERAL COMMITTEE MEETING OF APRIL 3, 2012
RECEIVED FINAL APPROVAL BY COUNCIL ON APRIL 10, 2012 WITH THE
EXCEPTION OF ITEM 11 WHICH WAS PULLED AND APPROVED AS AMENDED.