MINUTES - General Committee - 20120501
TOWN OF AURORA
GENERAL COMMITTEE MEETING REPORT
Council Chambers
Aurora Town Hall
Tuesday, May 1, 2012
ATTENDANCE
COMMITTEE MEMBERS Councillor Gallo in the Chair; Councillors Abel, Buck,
Gaertner, Humfryes (arrived at 7:01 p.m.), Pirri,
Thompson, and Mayor Dawe
MEMBERS ABSENT Councillor Ballard
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
Corporate and Financial Services/Treasurer, Director of
Infrastructure and Environmental Services, Director of
Parks and Recreation Services, Director of Planning and
Development Services, and Council/Committee Secretary
Councillor Gallo called the meeting to order at 7:00 p.m.
Councillor Gallo welcomed special guest Brennan Jacobs, a student of Hartman Public
School with an interest in municipal politics, who was observing from the gallery.
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 be approved.
CARRIED
III DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Items 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 12, and 13 were identified as items requiring
separate discussion.
IV ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
Item 11 was identified as an item not requiring separate discussion.
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Tuesday, May 1, 2012
Page 2 of 6
General Committee recommends:
THAT the following recommendation respecting the matter 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:
11. EAC12-05 – Environmental Advisory Committee Report, April 11, 2012
General Committee recommends:
THAT Council adopt the Environmental Advisory Committee
recommendations from the April 11, 2012 meeting.
CARRIED
V DELEGATIONS
None
VI PRESENTATIONS BY THE ADVISORY COMMITTEE CHAIR
None
VII CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
1. Extract from Council Meeting of April 10, 2012
Re: Motion for Which Notice Has Been Given (b) Councillor Gaertner
Re: Sidewalk Policy
General Committee recommends:
THAT this Item be referred back to staff and a report be brought
forward with suggested revisions to the Policy.
CARRIED
2. BBS12-004 – Flying of Canadian Flags
General Committee recommends:
THAT Council receive report BBS12-004; and
THAT a letter from the Mayor be sent to Lois Brown, Member of
Parliament for Newmarket-Aurora, thanking her for her support in
this matter.
CARRIED
3. CFS12-013 – Administrative Policy Revision: Policy No. 1
Applicability of Administrative Policies & Procedures
General Committee recommends:
THAT Council receive report CFS12-013; and
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Tuesday, May 1, 2012
Page 3 of 6
THAT revised Administrative Policy No. 1, Attachment #1, be approved by
Council effective immediately; and
THAT minor administrative updates to this policy by the CAO are
authorized provided no material changes affecting members of Council or
changes which may have a material financial impact on the Corporation
are made without Council approval.
CARRIED
4. CFS12-014 – Administrative Policy Revision: Policy No. 5
Council/Staff Communications
5. CFS12-016 – Administrative Policy Revision: Policy No. 57
Compensation and Support for Members of Council
General Committee recommends:
THAT the recommendation of Item 3 be rescinded.
CARRIED
General Committee recommends:
THAT Items 3, 4, and 5 be referred to a Council workshop to be held as
soon as possible.
CARRIED
6. CFS12-017 – Administrative Policy Revision: Policy No. 28
Reimbursement of Corporate, Travel and Auto Expenses
General Committee recommends:
THAT Council receive report CFS12-017; and
THAT revised Administrative Policy No. 28, Attachment #1, be approved
by Council effective May 10, 2012; and
THAT minor administrative updates to this policy by the CAO are
authorized provided no material changes affecting members of Council or
changes which may have a material financial impact on the Corporation
are made without Council approval.
CARRIED
7. IES12-025 – Update on N6 Solid Waste Contracted Services
General Committee recommends:
THAT Council receive report IES12-025 for information.
CARRIED
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Tuesday, May 1, 2012
Page 4 of 6
8. LGL12-008 – 2012 Fees and Charges By-law
General Committee recommends:
THAT report LGL12-008 regarding proposed changes in fees and charges
and the amendment to the waste collection, removal and disposal by-law
be received; and
THAT the 2012 Fees and Charges By-law for applications, permits, use of
Town property, 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 By-law Number 4931-07.E be amended to reflect the annual
updates to the cost of bins provided by the Town; and
THAT the necessary by-laws be enacted at the May 22, 2012 Council
meeting in accordance with the Town’s Notice Provision Policy.
CARRIED
9. PR12-017 – Emerald Ash Borer Recovery Plan
General Committee recommends:
THAT Council receive report PR12-017; and
THAT Council approve Option 6, being the recommended Emerald Ash
Borer (EAB) Management Plan and Recovery Program and the allocation
of $136,000.00 in the current 2012 budget; and
THAT the funding source be identified as Cash-in-Lieu Parkland Reserve;
and
THAT staff be directed to include sufficient funds in the 2013 to 2021
Capital budgets, as outlined within this report, for the EAB Management
and Recovery Plan.
CARRIED
10. Memorandum from the Director of Corporate & Financial Services/Treasurer
Re: Update: Pending Report: Integrated Financial Plan – Major Projects
General Committee recommends:
THAT the memorandum regarding the Update: Pending Report: Integrated
Financial Plan – Major Projects be received for information.
CARRIED
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Tuesday, May 1, 2012
Page 5 of 6
12. EDAC12-05 – Economic Development Advisory Committee Report
April 16, 2012
General Committee recommends:
THAT Council adopt the Economic Development Advisory Committee
recommendations from the April 16, 2012 meeting.
CARRIED
13. PRAC12-04 – Parks and Recreation Advisory Committee Report
April 19, 2012
General Committee recommends:
THAT this Item be referred back to the Chief Administrative Officer’s
Office for a report back to Council.
CARRIED
VIII NEW BUSINESS/GENERAL INFORMATION
Councillor Pirri inquired about the progress of a motion passed in August 2011,
for which notice was given by Councillor Abel, regarding smoke-free Town parks.
The Director of Infrastructure and Environmental Services reported that a sign
has been developed, appropriate locations are being identified for signage, and
the signs will be installed by Parks and Recreation Services.
Councillor Thompson inquired about the arrangements for a Council workshop to
review the 2012 budget process in order to make recommendations for
efficiencies and improvements moving forward. The Treasurer suggested that
Tuesday, May 29 might be a suitable time to debrief the 2012 budget process
and consider potential changes to the process.
Councillor Buck inquired whether the tree by-law discussed last week is subject
to appeal at the Ontario Municipal Board. The Director of Planning and
Development Services advised he would investigate and report back.
Councillor Buck inquired whether the 2011 financial statements for the Aurora
Cultural Centre could be posted on the Town website. The Treasurer reported
that the 2011 audited financial statements had been received and circulated via
email. The Chief Administrative Officer and Town Solicitor agreed to follow up.
Councillor Buck reported that there are no extra costs associated with the colour
of commercial green for vehicles and suggested that, as the preference is to
have one colour, all of the Town trucks should be green. She advised that she
will put forward a Notice of Motion at the next Council meeting and request that
the Procedural By-law be waived to allow consideration of the issue.
Councillor Buck inquired about the Arts and Culture grants and application
process and whether the donations of its supporters had been combined with the
Town grants, and expressed concern that the donors would no longer be
recognized. The Director of Parks and Recreation Services advised that Council
had approved a new program whereby the Parks and Recreation grants and Arts
and Culture grants are under one umbrella. He reviewed the application process
and noted that, according to policy, staff will report back to Council semi-annually
regarding the grants that have been approved or denied through the program.
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Tuesday, May 1, 2012
Page 6 of 6
Councillor Gaertner inquired whether the planned Council workshop regarding
administrative policies could be held as part of a regular General Committee
meeting rather than on a separate occasion.
Councillor Gaertner inquired about the contributors to the Arts and Culture grant
fund.
IX CLOSED SESSION
General Committee recommends:
THAT a Closed Session General Committee meeting be convened to
consider:
A proposed or pending acquisition or disposition of land by the Town or
Local Board; Re: Parkland Acquisition Strategy
CARRIED
X ADJOURNMENT
General Committee recommends:
THAT the meeting be adjourned at 10:05 p.m.
CARRIED
COUNCILLOR JOHN GALLO CINDY MAHER, DEPUTY CLERK
THE REPORT OF THE GENERAL COMMITTEE MEETING OF MAY 1, 2012
RECEIVED FINAL APPROVAL AT COUNCIL ON MAY 8, 2012 WITH THE
EXCEPTION OF ITEM 1 WHICH WAS APPROVED AS PRESENTED AND ITEM 9
WHICH WAS APPROVED AS AMENDED.