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MINUTES - General Committee - 20121211 THE TOWN OF AURORA GENERAL COMMITTEE MEETING REPORT Council Chambers Aurora Town Hall Tuesday, December 11, 2012 ATTENDANCE COMMITTEE MEMBERS Councillor Thompson in the Chair; Councillors Abel, Ballard, Buck, Gaertner, Gallo, Humfryes (arrived 7:05 p.m.), and Pirri, 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 Corporate and Financial Services/Treasurer, Director of Infrastructure and Environmental Services, Director of Parks and Recreation Services, Director of Planning and Development Services, Manager of Corporate Communications, and Council/Committee Secretary The Chair 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 following delegation be added to the agenda:  Delegation (b) Spencer Kanen, President, Board of Directors, Aurora Youth Soccer Club CARRIED (2/3 majority) General Committee recommends: THAT the agenda as circulated by the Customer and Legislative Services Department, as amended, be approved. CARRIED III DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 1, 2, 4, 5, 6, 7, 10, 11, 12, 13, 14, 15, 16, 17, and 21 were identified as items requiring separate discussion. General Committee Meeting Report Tuesday, December 11, 2012 Page 2 of 9 IV ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Items 3, 8, 9, 18, 19, and 20 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: 3. PL12-059 – Application for Site Plan Approval Wells Street Schoolhouse Lofts Inc. 64 Wells Street, Part Lots 3 and 8-13, Plan 68 File: D11-10-12; Related Files: D09-01-12 & D14-06-12 THAT report PL12-059 be received; and THAT subject to any issues or comments raised by Council, that Site Plan Application D11-10-12 be approved to permit the conversion of the former elementary school into a 4-storey, 39-unit residential condominium; 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. 8. CFS12-046 – Cancellation, Reduction or Refund of Property Taxes Under Sections 357 and 358 of the Municipal Act THAT report CFS12-046 be received; and THAT a meeting be held in accordance with Sections 357 and 358 of the Municipal Act, 2001 as amended (the “Act”) in respect of the applications filed with the Treasurer by the owners of property listed in this report at which applicants may make representations; and THAT property taxes in the amount of $19,559.24 be adjusted pursuant to Section 357 of the Act; and THAT property taxes in the amount of $934.58 be adjusted pursuant to Section 358 of the Act; and THAT the associated interest applicable be cancelled in proportion to the property taxes adjusted; and THAT the Director of Corporate & Financial Services - Treasurer be directed to remove said property taxes from the Collector’s Roll to reflect these property tax adjustments. 9. CFS12-047 – 2013 Interim Property Tax Levy THAT report CFS12-047 be received; and THAT By-law No. 5474-12 be adopted to authorize the levying of interim tax amounts on all rateable properties and to establish installment due dates. General Committee Meeting Report Tuesday, December 11, 2012 Page 3 of 9 18. SAC12-08 – Sesquicentennial Ad Hoc Committee Report November 21, 2012 THAT Council adopt the Sesquicentennial Ad Hoc Committee recommendations from the November 21, 2012 meeting. 19. SAC12-09 – Sesquicentennial Ad Hoc Committee Report, December 4, 2012 THAT Council adopt the Sesquicentennial Ad Hoc Committee recommendations from the December 4, 2012 meeting. 20. TATC12-05 – Trails and Active Transportation Committee Report November 16, 2012 THAT Council adopt the Trails and Active Transportation Committee recommendations from the November 16, 2012 meeting. CARRIED V DELEGATIONS (a) Steven Comisso, Lynch + Comisso Architects Inc. Re: Item 11 – CLS12-029 – Accessibility Considerations in the Council Chambers Mr. Comisso presented the recommended accessibility options for Council Chambers, including a brief overview of the existing condition and history, along with budget scenarios for the three options. General Committee recommends: THAT the comments of the delegate be received and referred to Item 11. CARRIED (b) Spencer Kanen, President, Board of Directors, Aurora Youth Soccer Club Re: 2013 Aurora Youth Soccer Club 12-Month Soccer Calendar Mr. Kanen thanked Council for the opportunity to speak and reported on a new initiative for the Aurora Youth Soccer Club (AYSC) wherein they have created their own 2013 soccer calendar. He noted that the calendar is now available at $8 each and the net proceeds will be donated to the Canadian Tire Jumpstart program. Mr. Kanen stated that AYSC wished to make a donation on Council’s behalf by donating twelve calendars to Council and/or anyone they feel should receive one. General Committee recommends: THAT the comments of the delegate be received for information. CARRIED VI PRESENTATIONS BY THE ADVISORY COMMITTEE CHAIR None General Committee Meeting Report Tuesday, December 11, 2012 Page 4 of 9 VII CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION General Committee recommends: THAT Items 11, 1 and 7 be brought forward for consideration. CARRIED 11. CLS12-029 – Accessibility Considerations in the Council Chambers General Committee recommends: THAT this item be deferred until the staff report regarding Town Hall Renovations is submitted in January, 2013. CARRIED 1. AAC12-09 – Accessibility Advisory Committee Report, November 7, 2012 General Committee recommends: THAT Council receive the Accessibility Advisory Committee Report from the November 7, 2012 meeting. CARRIED 7. CAO12-023 – Final Report – New Agreement for the Provision of Cultural Services at the Aurora Cultural Centre General Committee recommends: THAT report CAO12-023 be received; and THAT this report, together with the following recommendations, be forwarded to the January 15, 2013 General Committee meeting for consideration: THAT the proposed Provision of Cultural Services Agreement presented in the report as Attachment #1 be approved; and THAT the proposed lease for Church Street School presented as Attachment #2 be approved; and THAT the Mayor and Town Clerk be authorized to execute any and all documents necessary to give effect to same; and THAT the first quarterly payment be made to the Centre for January 1, 2013, capped at one-quarter of the Centre’s 2012 level of funding to ensure continued operation of the Centre in advance of Council Budget consideration. CARRIED 2. PL12-043 – Applications to Amend the Official Plan and Zoning By-law Perwick Investments Limited Northeast Corner of John West Way & Wellington St. E. Files: D09-03-05 & D14-16-05 General Committee Meeting Report Tuesday, December 11, 2012 Page 5 of 9 General Committee recommends: THAT report PL12-043 be received; and THAT Application to Amend the Official Plan File: D09-03-05 be approved, to redesignate the subject lands from “Aurora Promenade General” to “Aurora Promenade General Special” to permit site specific development standards to facilitate a one-storey 1,255m2 (13,509ft2) multi-unit retail plaza; and THAT Application to Amend the Zoning By-law File: D14-16-05 be approved, to rezone the subject lands from “Office Commercial (C6) Zone” to a site specific “Shopping Centre Commercial (C4) Exception Zone” to permit a one-storey 1,255m2 (13,509ft2) multi-unit retail plaza; and THAT by-laws to adopt the Official Plan Amendment and implementing zoning be presented at a future Council meeting for enactment. CARRIED 4. PL12-060 – Award of Contract – Community Improvement Plan General Committee recommends: THAT report PL12-060 be received; and THAT Council award RFP No. PDS 2012-32 to Sierra Planning & Management for professional consulting services related to the development of the Community Improvement Plan for the Aurora Promenade to an upset limit of $96,520.00 plus disbursements and HST; and THAT the Mayor and Town Clerk be authorized to execute a Consulting Agreement with Sierra Planning & Management with respect to the award of RFP No. PDS 2012-32, including any and all documents and ancillary agreements required to give effect to same. CARRIED 5. PL12-062 – Application for Site Plan Approval L.A.C. Management Inc. 212 and 218 Earl Stewart Drive Lots 17 and 18, 65M-2873 File: D11-11-12 General Committee recommends: THAT report PL12-062 be received; and THAT, subject to any issues or comments raised by Council, Site Plan Application D11-11-12 be approved to permit the development of the lands for two industrial buildings; 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. CARRIED General Committee Meeting Report Tuesday, December 11, 2012 Page 6 of 9 6. PL12-064 – Amendment 2 to the Growth Plan for the Greater Golden Horseshoe General Committee recommends: THAT report PL12-064 be received; and THAT Council direct staff to forward comments on proposed Amendment 2 to the Growth Plan for the Greater Golden Horseshoe to the Minister of Infrastructure; and THAT staff be directed to investigate Aurora’s post-2031 growth capacity to inform future population and employment allocation from York Region. CARRIED 10. CFS12-048 – 2012 Operating Surplus/Deficit Control By-law General Committee recommends: THAT report CFS12-048 be received; and THAT By-law Number 5476-12 be adopted to authorize the Treasurer and the Chief Administrative Officer to make necessary year-end adjustments and to allocate any 2012 Operating Fund surplus in the following order of priority: i. Any unspent funds allocated in the 2012 Budget for suggested expenditures be returned to the respective original reserve and reserve fund sources. ii. That any net Building Permit revenue surplus/deficit be allocated to/funded from the Building Department Fees Reserve. iii. Up to a maximum of the first $100,000.00 of any remaining surplus be retained for 2013 Budget funding, subject to Council’s 2013 budget deliberations. iv. Up to a maximum of $100,000.00 of any then remaining surplus be allocated to the Tax Rate Stabilization Reserve Fund to assist with stabilizing tax rates in future years which may experience fluctuations due to significant changes in service levels or municipal costs, or changes in expected revenues. v. That the remainder of any surplus may be allocated to budget carry- forward items, being Council approved projects or initiatives funded in the Operating Fund in the subject year, but not started by year end. vi. That the remainder of any surplus be allocated to the municipal capital reserves. vii. That alternatively, in the event of a year-end operating deficit, adjustments i, and ii above are authorized, with the remaining net shortfall to be funded from stabilization reserves or other appropriate reserves, with such adjustment authorized to occur prior to or after December 31, 2012; and THAT the provisions made within By-law Number 5476-12 be adopted to authorize the Treasurer and the Chief Administrative Officer to allocate any 2012 surplus or alternatively fund any deficit in the Water, Wastewater, or Stormwater budgets to or from the appropriate related reserve accounts; and General Committee Meeting Report Tuesday, December 11, 2012 Page 7 of 9 THAT the Treasurer and Chief Administrative Officer report to Council through General Committee after the year end surplus/deficit control adjustments and allocations have been performed. CARRIED 12. CLS12-030 – Pending List General Committee recommends: THAT the word “COMPLETE” be removed from Pending List item CFS3. CARRIED General Committee recommends: THAT report CLS12-030, as amended, be received for information. CARRIED 13. CLS12-032 – Claims Adjusting Services Contract General Committee recommends: THAT report CLS12-032 be received; and THAT Council appoint Cunningham Lindsey Canada Claims Services Ltd to provide Claims Adjusting Services to the Town of Aurora for 2013 and 2014 with the option to extend for an additional two (2) one (1) year periods at an upset limit of forty-five thousand dollars ($45,000) per year plus all taxes with no escalation subject to satisfactory performance each and every successive year; and THAT the Mayor and Town Clerk be authorized to execute the Form of Agreement, including any and all documents and ancillary agreements required to give effect to same. CARRIED 14. IES12-061 – Safety Concerns on John West Way General Committee recommends: THAT this item be deferred to the General Committee meeting of January 15, 2013. CARRIED General Committee recommends: THAT Item 21 be brought forward for consideration. CARRIED General Committee Meeting Report Tuesday, December 11, 2012 Page 8 of 9 21. Memorandum from the Director of Infrastructure and Environmental Services Re: Background Information for Energy Management Retro-fits Project 72055 General Committee recommends: THAT the memorandum regarding Background Information for Energy Management Retro-fits Project 72055 be received; and THAT additional funding in the amount of $151,526 be provided from the Facilities Repair & Replacement Reserve Fund; and THAT Tender IES 2012-54 Town Hall Energy Management Retro-fits be awarded to Canadian Tech Air Systems Incorporated in the amount of $602,390.00, 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. CARRIED 15. IES12-062 – Purchase Order Increase for Water and Wastewater Services General Committee recommends: THAT report IES12-062 be received; and THAT Council approve an increase of $160,000 to an upset limit of $506,478 (excluding HST) for P.O. No. 2012000071 in the favour of VM Dimonte for Mainline Sewer and Watermain Repairs. CARRIED 16. PR12-043 – 2B Lands Stormwater Management (SWM) Facility Monitoring and Water Balance Monitoring General Committee recommends: THAT report PR12-043 be received; and THAT Council award a contract to North-South Environmental Inc. as a Sole Source Purchase in accordance with subsection 6.13 of the Town’s Procurement By-law Number 4621-04.F; and THAT the Mayor and Town Clerk be authorized to execute a Consulting Agreement with North-South Environmental Inc., including any and all documents and ancillary agreements required to give effect to same. CARRIED 17. PRAC12-09 – Parks and Recreation Advisory Committee Report November 15, 2012 General Committee recommends: THAT Council adopt the Parks and Recreation Advisory Committee recommendations from the November 15, 2012 meeting. CARRIED General Committee Meeting Report Tuesday, December 11, 2012 Page 9 of 9 VIII NEW BUSINESS/GENERAL INFORMATION Councillor Buck referred to the previously approved contract for the design of an addition to the Aurora Family Leisure Complex for a youth facility and inquired about when the soil tests would be done to determine whether the proposed location is appropriate. The Director of Parks and Recreation Services advised that soil tests are ongoing, additional bore hole tests will be performed in the vicinity, and that any concerns and potential impacts with regard to moving forward with the youth centre would be reported back to Council. Councillor Gaertner referred to Item 16 and the Cost Estimate provided by North- South Environmental Inc., attached to report PR12-043 – 2B Lands Stormwater Management (SWM) Facility Monitoring and Water Balance Monitoring, and inquired about their statement regarding the unavailability of an updated study to the Scoped Environmental Impact Study – Valley Corridor – East Aurora Wetland Complex (June 2001). The Director of Parks and Recreation Services indicated he would provide further information via e-mail to Council prior to the next Council meeting. General Committee recommends: THAT the Procedural By-law be waived to extend the hour for two minutes. CARRIED Councillor Pirri inquired about how to access previous reports regarding the proposed right-hand turn lane on Yonge Street southbound at Wellington Street. The Chief Administrative Officer confirmed that this information would be available through the Director of Infrastructure and Environmental Services. IX CLOSED SESSION None X ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 10:32 p.m. CARRIED COUNCILLOR MICHAEL THOMPSON JOHN D. LEACH, TOWN CLERK THE REPORT OF THE GENERAL COMMITTEE MEETING OF DECEMBER 11, 2012 RECEIVED FINAL APPROVAL AND COUNCIL ENDORSEMENT OF THE RECOMMENDATIONS ON DECEMBER 18, 2012 WITH THE EXCEPTION OF THE FOLLOWING ITEMS WHICH WERE PULLED FOR FURTHER CONSIDERATION: ITEM 2 WAS DEFERRED TO JANUARY 22, 2013; ITEMS 3, 4, 5, 7, 10, 11, AND 12 WERE ADOPTED AS PRESENTED; AND ITEM 16 WAS DEFERRED PENDING A REPORT.