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MINUTES - General Committee - 20130219 TOWN OF AURORA GENERAL COMMITTEE MEETING REPORT Council Chambers Aurora Town Hall Tuesday, February 19, 2013 ATTENDANCE COMMITTEE MEMBERS Councillor Buck in the Chair; Councillors Ballard, Gaertner, Gallo, Humfryes (arrived 7:07 p.m.), Pirri, Thompson, and Mayor Dawe MEMBERS ABSENT Councillor Abel 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 Parks and Recreation Services, Director of Planning and Development Services, Manager of Engineering and Capital Delivery, Manager of Corporate Communications, and Council/Committee Secretary The Chair called the meeting to order at 7 p.m. I DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF Councillor Humfryes declared a pecuniary interest respecting Item 5 as she is employed by the system hardware provider. II APPROVAL OF THE AGENDA General Committee recommends: THAT the following Closed Session item be deferred to the General Committee meeting of March 19, 2013: 1. Personal matters about an identifiable individual, including a Town or Local Board employee; Re: Annual Senior Staff Performance Discussion CARRIED General Committee recommends: THAT the agenda as circulated by the Customer and Legislative Services Department, as amended, and with the following addition, be approved:  Additional Information Memorandum from the Director of Parks and Recreation Services Re: Item 8 – PR13-009 – Diamond Jubilee Park CARRIED General Committee Meeting Report Tuesday, February 19, 2013 Page 2 of 8 III DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 1, 2, 3, 4, 7, 8, 9, 11, 13, and 14 were identified as items requiring separate discussion. IV ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Items 5, 6, 10, and 12 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. CFS13-005 – Award of RFP CFS 2012-66 – Supply, Delivery, Installation, Configuration, Training & Maintenance of Avaya Telephone System Hardware, including software upgrades and wiring components at the Town Hall and (6) satellite offices THAT report CFS13-005 be received; and THAT RFP CFS 2012-66 – Supply, Delivery, Installation, Configuration, Training & Maintenance of Avaya Telephone System Hardware, including software upgrades and wiring components at the Town Hall and six satellite offices be awarded to Unity Telecom Corporation in the amount of $181,127.46, 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. 6. PR13-003 – Renewal of Lease Agreement with Global Brand Foods THAT report PR13-003 be received; and THAT Council authorize the Mayor and Clerk to execute a Lease Agreement between the Town of Aurora and Global Brand Foods Inc. (Global) for the lease of space in the Stronach Aurora Recreation Complex (SARC) and the Aurora Community Centre (ACC) for the operation of concession stands, as well as the lease of space in various Town facilities for the operation of snack food and beverage vending machines; and THAT the Mayor and Town Clerk be authorized to execute the Lease Agreement, including any and all documents and ancillary agreements required to give effect to same. 10. EDAC13-02 – Economic Development Advisory Committee Report, January 31, 2013 THAT Council receive the Economic Development Advisory Committee Report from the January 31, 2013 meeting for information. General Committee Meeting Report Tuesday, February 19, 2013 Page 3 of 8 12. SAC13-04 – Sesquicentennial Ad Hoc Committee Report, February 6, 2013 THAT Council receive the Sesquicentennial Ad Hoc Committee Report from the February 6, 2013 meeting for information. CARRIED General Committee recommends: THAT the Procedural By-law be waived to extend the time allowance for the delegations from five minutes to fifteen minutes. CARRIED V DELEGATIONS (b) Shawna White and Shelley Falconer, Cultural Asset Management Group Re: Item 7 – PR13-008 – Aurora Historical Collection Presentation of the Final Report – Collection Review Process: The Aurora Collection Ms Falconer introduced an executive summary of the work accomplished during the past approximately six months of engaging with Aurora’s history and material culture. She noted their report includes an inventory of the collection of more than 16,000 objects, an assessment, appraisal, and conservation report, as well as recommendations for ongoing management, access, and long-term care of the collection. Ms White summarized some of the highlights of the collection, including its background and historical significance. She noted that the Aurora Historical Society was founded in 1963 and since then has collected artefacts, photographs, textiles, books, and documents, which span a period roughly from 500 BC to the present day, with a majority of the collection dating from 1880 to 1950. Ms White reviewed the collection location and limitations, as well as their review methodology and findings respecting the storage and condition of the collection. Ms Falconer highlighted some of their recommendations including collections management, programming, resources, access and staffing, and outlined the three proposed staffing requirement scenarios contained in their report. (a) Al Downey, Director of Parks and Recreation Services and Catherine Richards, Manager/Curator, Aurora Historical Society Re: Item 7 – PR13-008 – Aurora Historical Collection Presentation of the Aurora Collection Mr. Downey presented photographs of the administration, artefact storage, and museum areas located at the Aurora Cultural Centre’s Church Street School location. He reported on their visits to other historical collection sites in municipalities including Oakville, Niagara Falls, Whitchurch-Stouffville, Markham, and Belleville. General Committee recommends: THAT the Procedural By-law be waived to extend the time allowance for the delegation. CARRIED General Committee Meeting Report Tuesday, February 19, 2013 Page 4 of 8 Ms Richards continued with the review of images and highlights of the collection storage spaces, administrative spaces and exhibition and programming spaces of the collections in other municipalities. Mr. Downey highlighted elements of the staff report and noted the five benchmark evaluation comparators, the recommended phased-in approach for the collection and main focus points during the interim phase, financial implications identified for 2012- 2015, proposed staffing and responsibilities, public meeting minutes of September 26, 2012, and the Final Report provided by Cultural Asset Management Group. General Committee recommends: THAT the comments of the delegates 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 7 be moved forward for consideration. CARRIED 7. PR13-008 – Aurora Historical Collection General Committee recommends: THAT report PR13-008 be received; and THAT this report, together with the following recommendations, be forwarded to the March 19, 2013 General Committee meeting for consideration: THAT the Mayor and Town Clerk be authorized to execute a Transfer Agreement and an Exhibition and Management Agreement for the Collection, including any and all documents and ancillary agreements required to give effect to same; and THAT $179,470.00 be allocated from the Council Discretionary Reserve in 2013 for the operating costs; and THAT $50,135.00 be allocated from the Council Discretionary Reserve in 2013 for the capital costs; and THAT the Administrative responsibility for the Collection be performed by the Director of Parks and Recreation Services. CARRIED General Committee Meeting Report Tuesday, February 19, 2013 Page 5 of 8 1. CLS13-002 – Council Code of Conduct General Committee recommends: THAT report CLS13-002 be received; and THAT staff be directed to combine the Council Code of Conduct and the Code of Ethics into a Code of Ethics and bring forward recommended revisions for the revised document for the consideration of Council. CARRIED 2. CAO13-004 – Service Level Review General Committee recommends: THAT report CAO13-004 be received; and THAT staff proceed with developing and issuing an RFP for consulting services to complete a Service Level Review based on the components identified herein; and THAT a budget of $60,000 be established funded $15,000 from the Growth and Studies reserve and the balance from the 2013 existing consulting budget from all departments; and THAT the scope of work excludes library and fire services. CARRIED 3. IES13-007 – Design and Reconstruction of Vandorf Sideroad General Committee recommends: THAT report IES13-007 be received; and THAT Council accept this report as fulfillment of the ‘further report’ requirement established through the 2013 Capital Budget for project #31101 – Vandorf Sideroad Reconstruction; and THAT Purchase Order No. 2012000431 issued to Genivar Inc. for the provision of consulting services for the design of the reconstruction of Vandorf Sideroad from 300m East of Bayview to Leslie Street be increased from $89,782.00 to $119,482.00 excluding taxes. CARRIED 4. IES13-008 – Purchase Order Increase for RFP IES2012-41 – Consulting Services for the design of reconstruction of Hunters Glen Road and Fox Point General Committee recommends: THAT report IES13-008 be received; and General Committee Meeting Report Tuesday, February 19, 2013 Page 6 of 8 THAT Purchase Order No. 2012000491 issued to Morrison Hershfield Limited for the provision of consulting services for the design of the reconstruction of Hunters Glen Road and Fox Point be increased from $51,740.00 to $66,735.00 excluding taxes. CARRIED Councillor Buck relinquished the Chair to Mayor Dawe at 9:25 p.m. and resumed the Chair at 9:26 p.m. Councillor Buck relinquished the Chair to Mayor Dawe at 9:28 p.m. 8. PR13-009 – Diamond Jubilee Park General Committee recommends: THAT report PR13-009 be received; and THAT this clause, “THAT Council approve the name “Diamond Jubilee Park” for the Municipal Parkette within the Ballymore Development Corporation Subdivision in the vicinity of St John’s Sideroad and Bathurst Street as a lasting tribute to her Majesty, Queen Elizabeth” be referred back to staff for further information on the entity to be named and report to the General Committee meeting of March 19, 2013; and THAT the Park signage include the names of the Aurora citizens who have been awarded with the Queen’s Diamond Jubilee Medal; and THAT appropriate Park signage be erected on the site; and THAT the final version of the Parks and Trails Map be revised to reflect the name “Diamond Jubilee Park”; and THAT both emblems be used, with the colour Queen’s Jubilee official emblem to be used as the primary logo, and the colour Canadian Diamond Jubilee emblem to be incorporated on a smaller scale. CARRIED Councillor Buck resumed the Chair at 9:43 p.m. 9. PR13-010 – Selection of a Project Architect for the Design of a New Youth Centre at the Aurora Family Leisure Complex General Committee recommends: THAT report PR13-010 be received; and THAT Council authorize the Mayor and Clerk to execute the Agreement between the Town of Aurora and CS&P Architects Inc. in the amount of $283,000.00, plus HST, for the design of the new Youth Centre; and THAT the Mayor and Town Clerk be authorized to execute the Agreement, including any and all documents and ancillary agreements required to give effect to same. CARRIED General Committee Meeting Report Tuesday, February 19, 2013 Page 7 of 8 11. AAC13-03 – Accessibility Advisory Committee Report, February 6, 2013 General Committee recommends: THAT Council adopt the Accessibility Advisory Committee recommendations from the February 6, 2013 meeting. CARRIED 13. EAC13-04 – Environmental Advisory Committee Report, February 7, 2013 (2) Memorandum from Jim Tree, Manager of Parks Re: Proposed Tree Protection By-law General Committee recommends: THAT Council adopt the third clause amended to read: “THAT the attached draft Tree Protection By-law be recommended for approval by Council subject to final review by staff and Council.” CARRIED General Committee recommends: THAT Council adopt the Environmental Advisory Committee recommendations from the February 7, 2013 meeting, as amended. CARRIED 14. HAC13-02 – Heritage Advisory Committee Report, February 13, 2013 (9) Memorandum from Vanessa Hicks, Program Manager, Heritage Planning Re: Hilary-McIntyre Park General Committee recommends: THAT Council adopt the original staff recommendation: “THAT the Heritage Advisory Committee receive the memorandum regarding Hillary- McIntyre Park for information.” CARRIED General Committee recommends: THAT Council adopt the Heritage Advisory Committee recommendations from the February 13, 2013 meeting, as amended. CARRIED IX CLOSED SESSION Deferred to the General Committee meeting of March 19, 2013. VIII NEW BUSINESS/GENERAL INFORMATION Councillor Thompson referred to the earlier discussion regarding the Vandorf Sideroad and Leslie Street intersection being a regional road and suggested that the Town’s regional representative carry forward Council’s concerns regarding the widening of the road and the anticipated increase in traffic and report back on whether this matter will be addressed by the region and in what time frame. General Committee Meeting Report Tuesday, February 19, 2013 Page 8 of 8 Councillor Pirri advised that tickets are on sale for the Queen’s York Rangers’ “Day in the Life of a Soldier” Breakfast on Wednesday, March 6 and more information may be found on their website at qyrappreciation.ca. X ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 10:17 p.m. CARRIED COUNCILLOR EVELYN BUCK JOHN D. LEACH, TOWN CLERK THE REPORT OF THE GENERAL COMMITTEE MEETING OF FEBRUARY 19, 2013 RECEIVED FINAL APPROVAL AND COUNCIL ENDORSEMENT OF THE RECOMMENDATIONS ON FEBRUARY 26, 2013 WITH THE EXCEPTION OF ITEMS 1, 2, 3, 7, 8 11, 13, AND 14 WHICH WERE PULLED AND APPROVED AS RECOMMENDED AND ITEMS 4 AND 9 WHICH WERE PULLED AND APPROVED AS AMENDED.