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MINUTES - General Committee - 20130115 THE TOWN OF AURORA GENERAL COMMITTEE MEETING REPORT Council Chambers Aurora Town Hall Tuesday, January 15, 2013 ATTENDANCE COMMITTEE MEMBERS Councillor Thompson in the Chair; Councillors Abel, Ballard (arrived 7:06 p.m.), Buck, Gaertner, Gallo, Humfryes, and Pirri, 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 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 6:02 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 additions, be approved:  Delegation (a) Mr. Charles Sequeira, President, Aurora Senior’s Association Re: Item 10 – CFS12-049 – 2013 Early Approval Capital Budget, re: Capital Project 73178 Seniors Centre – Bocce Courts  Delegation (b) Angela Sciberras, Macaulay, Shiomi Howson Ltd. Re: Item 3 – PR13-005 – Tree Permit Application for Aurora Woods Subdivision  Delegation (c) Frank Pulumbarit and Bonnie Kraft, Aurora Cultural Centre Re: Item 14 – Correspondence received from Frank Pulumbarit, President, Aurora Cultural Centre General Committee Meeting Report Tuesday, January 15, 2013 Page 2 of 11  New Item 24 – Memorandum from the Director of Parks and Recreation Services Re: Aurora Music Festival – Follow-up Information  Revised Recommendation to Item 12 CAO12-023 – Final Report – New Agreement for the Provision of Cultural Services at the Aurora Cultural Centre CARRIED III DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 1, 2, 3, 4, 7, 9, 10, 12, 13, and 16 were identified as items requiring separate discussion. IV ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Items 5, 6, 8, 11, 14, 15, 17, 18, 19, 20, 21, 22, 23, and 24 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: 5. BBS13-001 – Request for Sign Variance to Sign By-law 4898-07.P 15380 Bayview Avenue THAT report BBS13-001 be received; and THAT Council approve a request for a variance to Sign By-law 4898-07.P to allow the replacement of an existing wall sign previously permitted by variance on a third elevation whereas the Sign By-law restricts wall signs to 2 building elevations and requires any alterations to existing signs to comply with all the provisions of the current By-law. 6. BBS13-002 – Request for Sign Variance to Sign By-law 4898-07.P 238 Wellington Street East THAT report BBS13-002 be received; and THAT Council approve a request for a variance to Sign By-law 4898-07.P to allow a wall sign on the top storey of a four storey multi tenanted building whereas Sign By-law 4898-07.P requires wall signs for a multi- tenanted building to be located on the level having direct access to an exterior public way. 8. PL13-002 – Urban & Architectural Design Guidelines 2C (West) Community THAT report PL13-002 be received; and THAT the Urban & Architectural Design Guidelines for the 2C (West) Community, prepared by The Planning Partnership, dated December 2012, be received for information and forwarded to the January 23, 2013 Special Council Public Planning Meeting for consideration. General Committee Meeting Report Tuesday, January 15, 2013 Page 3 of 11 11. Memorandum from the Director of Infrastructure and Environmental Services Re: Additional Information for Capital Project 72099 AFLC Parking Lot Repaving THAT the memorandum regarding Additional Information for Capital Project 72099 AFLC Parking Lot Repaving be received for information. 14. Memorandum from the Chief Administrative Officer Re: Correspondence received from Frank Pulumbarit, President, Aurora Cultural Centre THAT the memorandum regarding Correspondence received from Frank Pulumbarit, President, Aurora Cultural Centre be received for information. 15. EAC13-01 – Environmental Advisory Committee Report, December 6, 2012 THAT Council adopt the Environmental Advisory Committee recommendations from the December 6, 2012 meeting. 17. AAC13-01 – Accessibility Advisory Committee Report, December 12, 2012 THAT Council adopt the Accessibility Advisory Committee recommendations from the December 12, 2012 meeting. 18. EDAC13-01 – Economic Development Advisory Committee Report, December 13, 2012 THAT Council adopt the Economic Development Advisory Committee recommendations from the December 13, 2012 meeting. 19. SAC13-01 – Sesquicentennial Ad Hoc Committee Report, December 19, 2012 THAT Council adopt the Sesquicentennial Ad Hoc Committee recommendations from the December 19, 2012 meeting. 20. PRAC13-01 – Parks and Recreation Advisory Committee Report, December 20, 2012 THAT Council adopt the Parks and Recreation Advisory Committee recommendations from the December 20, 2012 meeting. 21. EAC13-02 – Environmental Advisory Committee Report, January 7, 2013 THAT Council receive the Environmental Advisory Committee No Quorum Report from the cancelled January 7, 2013 meeting. General Committee Meeting Report Tuesday, January 15, 2013 Page 4 of 11 22. SAC13-02 – Sesquicentennial Ad Hoc Committee Report, January 9, 2013 THAT Council adopt the Sesquicentennial Ad Hoc Committee recommendations from the January 9, 2013 meeting. 23. AAC13-02 – Accessibility Advisory Committee Report, January 9, 2013 THAT Council receive the report of the Accessibility Advisory Committee meeting of January 9, 2013. 24. Memorandum from the Director of Parks and Recreation Services Re: Aurora Music Festival – Follow-up Information THAT the memorandum regarding Aurora Music Festival – Follow-up Information be received for information. CARRIED IX CLOSED SESSION General Committee recommends: THAT Closed Session be brought forward; and THAT General Committee resolve into a General Committee Closed Session to consider: 1. Litigation or potential litigation including matters before administrative tribunals, affecting the Town or a Local Board; Re: LGL13-002: Appeals to the OMB Related to the Town of Aurora Official Plan (2010) – Status Update No. 2 CARRIED General Committee resolved into Closed Session at 6:06 p.m. General Committee recommends: THAT General Committee reconvene into Open Session at 6:41 p.m. CARRIED General Committee recommends: THAT Item 7 be brought forward for consideration. CARRIED General Committee Meeting Report Tuesday, January 15, 2013 Page 5 of 11 VII CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 7. PL13-001 – Planning Applications Status List General Committee recommends: THAT report PL13-001, the Planning Applications Status List, be received for information. CARRIED General Committee recommends: THAT Item 16 be brought forward for consideration. CARRIED 16. HAC13-01 – Heritage Advisory Committee Report, December 10, 2012 General Committee recommends: THAT Council adopt the Heritage Advisory Committee recommendations from the December 10, 2012 meeting. CARRIED General Committee recommends: THAT Item 4 be brought forward for consideration. CARRIED 4. PR13-006 – Future of Library Square General Committee recommends: THAT report PR13-006 be received; and THAT Council direct staff to establish dates for workshops to receive information and discuss alternatives on the future of the facilities within Library Square; and THAT the final report be ready by September 2013 for consideration of the 2014 budget; and THAT the public consultation be completed by June 2013. CARRIED General Committee Meeting Report Tuesday, January 15, 2013 Page 6 of 11 V DELEGATIONS (a) Mr. Charles Sequeira, President, Aurora Senior’s Association Re: Item 10 – CFS12-049 – 2013 Early Approval Capital Budget, re: Capital Project 73178 Seniors Centre – Bocce Courts Mr. Sequeira advised that the seniors enjoy many indoor games and the only outdoor game is bocce with an ever-increasing number of players. He said that the current location of the bocce courts is not favourable as it is on uneven land and deters players from participating. Mr. Sequeria requested Council’s consideration of two new bocce courts that could also be used by the general public when the seniors did not have scheduled games to be included in the Capital budget. He advised that deferring the Memorial Garden and Friendship Circle, originally included in the budget, and only creating a basic bocce court, could reduce the costs to $27,000 which could also be off-set by a contribution from the Seniors in the amount of $5,000. General Committee recommends: THAT the comments of the delegate be received and referred to Item 10. CARRIED (b) Angela Sciberras, Macaulay, Shiomi Howson Ltd. Re: Item 3 – PR13-005 – Tree Permit Application for Aurora Woods Subdivision Ms Sciberras noted delays in finalizing the subdivision application, as there are other conditions that need to be met, however at this stage tree removal is required to avoid the bird nesting season. She advised that a tree compensation plan is in place with 268 trees to be planted to replace the 127 trees being removed. General Committee recommends: THAT the comments of the delegate be received and referred to Item 3. CARRIED (c) Frank Pulumbarit and Bonnie Kraft, Aurora Cultural Centre Re: Item 14 – Correspondence received from Frank Pulumbarit, President, Aurora Cultural Centre Mr. Pulumbarit noted that the Board of Directors is in full support of the agreement and reviewed the process that has culminated in the agreement that Council will consider this evening. He advised of various points that were negotiated and that the Aurora Cultural Centre has a growing initiative to become less reliant on public funds. Mr. Pulumbarit noted that the Aurora Cultural Centre has created a Strategic Plan that ties into the agreement with performance indicators and a high level of accountability to the public. He said that the Strategic Plan will be available on the Aurora Cultural Centre website for the public to view. General Committee recommends: THAT the comments of the delegate be received and referred to Item 14. CARRIED General Committee Meeting Report Tuesday, January 15, 2013 Page 7 of 11 VI PRESENTATIONS BY THE ADVISORY COMMITTEE CHAIR None General Committee recommends: THAT Item 10 be brought forward for consideration. CARRIED VII CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 10. CFS12-049 – 2013 Early Approval Capital Budget General Committee recommends: THAT report CFS12-049 be received; and THAT the Draft Capital budget be amended as follows: (a) THAT Repair and Replacement project #72099 AFLC Parking Lot Repaving be approved in the amount of $250,000; and (b) THAT Growth & New Project #73178 Seniors’ Bocce Courts be approved to be basic level courts only at a total cost of $47,000, to be funded in part by the Aurora Seniors’ Association in the amount of $5,000; and THAT the 2013 Capital Budget for Repair and Replacement of existing infrastructure totalling $7,481,900 ($6,971,900 Approved and $510,000 Approved Pending Further Report Back) as listed in Schedule 1, which reflects all revisions recommended for approval by Budget Committee, be approved; and THAT the 2013 Capital Budget for Growth and New Capital totalling $19,485,900 ($15,478,900 Approved, $3,207,000 Approved Pending Further Report Back and $800,000 Design Portion Approved, Construction Portion Pending Further Report Back), as listed in Schedule 2, which reflects all revisions recommended for approval by Budget Committee, be approved; and THAT the 2013 Capital Budget for Studies and Other Projects totalling $235,000 as listed in Schedule 3, which reflects all revisions recommended for approval by Budget Committee, be approved. CARRIED General Committee recommends: THAT Item 12 be brought forward for consideration. CARRIED General Committee Meeting Report Tuesday, January 15, 2013 Page 8 of 11 12. CAO12-023 – Final Report – New Agreement for the Provision of Cultural Services at the Aurora Cultural Centre General Committee recommends: 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. CARRIED General Committee recommends: THAT Item 3 be brought forward for consideration. CARRIED Councillor Ballard left the meeting at 10:18 p.m. 3. PR13-005 – Tree Permit Application for Aurora Woods Subdivision General Committee recommends: THAT report PR13-005 be received; and THAT Council receive the attached application for a tree removal permit and grant approval to remove trees at 14726 Bayview Avenue in accordance with By-law 4474-03.D being a By-law to authorize the injury or destruction of trees (Tree Permit By-law); and THAT, subject to approval of a Tree Permit, the owner be required to enter into a Development Agreement with the Town to ensure that the applicant is bound by terms and conditions associated with tree protection and compensation to the satisfaction of the Director of Parks and Recreation Services prior to the removal of any trees on this property; and THAT the Mayor and Town Clerk be authorized to enter into an Agreement including any and all documents and ancillary agreements required to give effect to the same. CARRIED Councillor Ballard returned to the meeting at 10:22 p.m. General Committee Meeting Report Tuesday, January 15, 2013 Page 9 of 11 General Committee recommends: THAT Item 13 be brought forward for consideration. CARRIED 13. LGL13-001 – Changes to the Lease Agreement and the Provision of Cultural Services Agreement between the Town and the Church Street School Cultural Centre General Committee recommends: THAT report LGL13-001 be received; and THAT Council approve the amendments listed in this report to the proposed Lease Agreement and the proposed Provision of Cultural Services Agreement between the Town and the Church Street School Cultural Centre; and THAT the Town Solicitor be authorized to make such other minor clerical, typographical, or grammatical alterations in form to the proposed Lease Agreement and the proposed Provision of Cultural Services Agreement (including the insertion of the required schedules/appendices) as may be required for the purpose of ensuring accuracy of terms and Council directions. CARRIED General Committee recommends: THAT Item 2 be brought forward for consideration. CARRIED 2. Memorandum from the Director of Infrastructure and Environmental Services Re: Additional Information for IES12-061, Safety Concerns at John West Way General Committee recommends: THAT the memorandum regarding Additional Information for IES12-061, Safety Concerns at John West Way be received for information. CARRIED 1. IES12-061 – Safety Concerns on John West Way General Committee recommends: THAT the Procedural By-law be waived to extend the hour to 11 p.m. CARRIED General Committee Meeting Report Tuesday, January 15, 2013 Page 10 of 11 General Committee recommends: THAT report IES12-061 be received; and THAT intersection pedestrian signals be installed at the John West Way and Hollandview Trail/Civic Square Gate intersection; and THAT tendering for the installation proceed pending Council approval of the 2013 Capital Plan; and THAT letters be sent to 180 and 200 John West Way with Council’s recommendations. CARRIED 9. IES13-001 – On-Street Parking on Mark Street and Walton Drive in the Northeast Quadrant THAT report IES13-001 be received; and THAT Council direct staff to enact a By-law with respect to the proposed changes to reinstate on-street parking on the south side of Mark Street between Spruce Street and Walton Drive and on the west side of Walton Drive between Catherine Avenue and Mark Street. CARRIED VIII NEW BUSINESS/GENERAL INFORMATION Councillor Gallo asked why the meeting did not proceed with the regular agenda at 6 p.m. Chair Thompson explained that he wanted to ensure that any public wanting to attend did not miss the meeting as there had been a notice prior to Christmas that indicated a 7:00 p.m. start time. Councillor Gallo recommended that a microphone be placed near the overhead projector so that speakers can be heard. The Director of Infrastructure and Environmental Services said that he would look into this addition. Councillor Humfryes advised that a Councillor has put a team together to participate in Chad’s Walk from January 26 to February 1. Councillor Humfryes noted that the Mardi Gras Fundraising Ball for Southlake would be held on February 9, 2013 and invited everyone to attend this worthwhile event. Councillor Gaertner inquired about the insurance information provided during Mr. Sequeria’s delegation and received clarification from staff that the money spent by the Seniors for insurance was for their Board of Directors. X ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 10:50 p.m. CARRIED General Committee Meeting Report Tuesday, January 15, 2013 Page 11 of 11 COUNCILLOR MICHAEL THOMPSON CINDY MAHER, DEPUTY CLERK THE REPORT OF THE GENERAL COMMITTEE MEETING OF JANUARY 15, 2013 RECEIVED FINAL APPROVAL AND COUNCIL ENDORSEMENT OF THE RECOMMENDATIONS ON JANUARY 22, 2013 WITH THE EXCEPTION OF ITEM 4 WHICH WAS APPROVED AS AMENDED AND, ITEMS 7, 12, 15, 17, 19, 22, AND 24 WHICH WERE PULLED AND APPROVED AS ORIGINALLY RECOMMENDED.