MINUTES - General Committee - 20130521
TOWN OF AURORA
GENERAL COMMITTEE MEETING REPORT
Council Chambers
Aurora Town Hall
Tuesday, May 21, 2013
ATTENDANCE
COMMITTEE MEMBERS Councillor Gaertner in the Chair; Councillors
Abel, Gallo, Humfryes, Pirri, Thompson, and Mayor Dawe
MEMBERS ABSENT Councillors Ballard and Buck
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, Manager,
Purchasing, and Council/Committee Secretary
The Chair called the meeting to order at 7 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 addition, be approved:
Delegation (c) Lynn Pearson, representing Canadian Cancer Society
Re: Council Support for Use of Discretionary Funds
CARRIED
III DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Items 1, 2, 3, 4, 6, 8, 10, 11, 12, 13, 15, 17, 18, and Section VI – Item 4 were
identified as items requiring separate discussion.
General Committee Meeting Report
Tuesday, May 21, 2013 Page 2 of 11
IV ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
Items 5, 7, 9, 14, 16, 19, 20 and Section VI – Items 1, 2, and 3 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. CLS13-013 – Community Ramp Project
THAT report CLS13-013 be received for information.
7. IES13-025 – Award of Tender IES2013-51 – For the Rehabilitation of the Haida
Drive and McDonald Drive Culverts in the Town of Aurora
THAT report IES13-025 be received; and
THAT Tender IES2013-51 – for the supply of all labour, material, and
equipment necessary for the rehabilitation of the Haida Drive and McDonald
Drive Culverts in The Town of Aurora, be awarded to Titanium Contracting
Inc. in the amount of $249,751.60 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.
9. IES13-027 – Award of Tender IES2013-11 – For Hot Mix Asphalt Repairs/
Restorations at Various Locations in the Town of Aurora
THAT report IES13-027 be received; and
THAT Tender IES2013-11 – for the supply of all labour, materials and
equipment necessary for hot mix asphalt repairs/restorations at various streets
within the Town of Aurora, for one year ending December 31, 2013 (with the
option to renew for an additional two, one-year periods), be awarded to Bond
Paving & Construction Inc. at the unit prices tendered not to exceed $100,000,
excluding taxes; and
THAT Council authorize the Director to renew Tender IES2013-11 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.
14. IES13-032 – RFP IES2013-48 – Heating Ventilation and Air Conditioning (HVAC)
Mechanical Services Contract for Town of Aurora Facilities
THAT report IES13-032 be received; and
THAT Request for Proposal IES2013-48 for HVAC Mechanical Services
Contract for Town of Aurora Facilities be awarded to Norline Plumbing and
Mechanical Limited at the bid price of $85,516.00 for 2013 excluding taxes;
and
General Committee Meeting Report
Tuesday, May 21, 2013 Page 3 of 11
THAT Council authorize the Director to renew RFP IES2013-48 for an
additional four, 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 Form of
Agreement, including any and all documents and ancillary agreements
required to give effect to same.
16. PL13-034 – Planning Applications Status List
THAT report PL13-034 be received for information.
19. PR13-024 – Copland and Summit Parks Lighting and Electrical Work
THAT report PR13-024 be received; and
THAT Tender PRS2013-03 – Copland and Summit Parks Lighting and
Electrical Work be awarded to Wayne Electric Co. Limited in the amount of
$96,000.00, 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.
20. Memorandum from the Director of Planning and Development Services
Re: Aurora Promenade Community Improvement Plan Steering Committee
THAT the memorandum regarding Aurora Promenade Community
Improvement Plan Steering Committee be received; and
THAT the Economic Development Advisory Committee be appointed as the
Steering Community for the development of the Town’s Community
Improvement Plan for the Aurora Promenade.
VI PRESENTATIONS BY THE ADVISORY COMMITTEE CHAIR
1. EAC13-06 – Environmental Advisory Committee Report, May 6, 2013
THAT report EAC13-06 be received; and
THAT Council adopt the following Environmental Advisory Committee
recommendation from the meeting of May 6, 2013:
(2) Memorandum from the Manager of Engineering and Capital Projects
Re: Creek Culvert Design Response (Item # 4 on the Pending List)
THAT David Tomlinson and the Manager of Environmental Initiatives
be directed to meet with Infrastructure and Environmental Services
staff to discuss details regarding swallow nesting platforms at the
mouths of two to three culverts as a pilot project.
2. EDAC13-05 – Economic Development Advisory Committee Report, May 9, 2013
THAT report EDAC13-05 be received for information.
General Committee Meeting Report
Tuesday, May 21, 2013 Page 4 of 11
3. HAC13-05 – Heritage Advisory Committee Report, May 13, 2013
THAT report HAC13-05 be received; and
THAT Council adopt the following Heritage Advisory Committee
recommendations from the meeting of May 13, 2013:
(1) HAC13-012 – Heritage Permit Application (IV-HPA-13-02)
32 Wellington Street East, David W. Doan House
THAT Heritage Permit Application (IV-HPA-13-02) to permit alterations
of the existing two-storey dwelling known as the David W. Doan
House, designated under Part IV of the Ontario Heritage Act be
approved; and
THAT designation By-law No. 4948-07.R for the subject property be
amended to remove the historic rear wing and edit the description of
the painted brick; and
THAT tests be conducted by restoration specialists to ensure that
suggested cleaning and paint removal methods for the purpose of
repairing the brick take place, having respect for the Parks Canada
Standards and Guidelines (2010) for the preservation of brick and
masonry; and
THAT should testing conclude that proposed cleaning and paint
removal methods for the purpose of repairing the brick be found to
cause irreparable damage, that a new method or treatment is required
and shall be subject to approval through the Heritage Permit
Application process; and
THAT any significant heritage elements be incorporated in the current
design as much as possible, or that they be donated to the Town’s
Architectural Salvage Program; and
THAT the opportunity be given for a site visit by the Program Manager,
Heritage Planning and Committee members to identify any items that
may be salvaged if not incorporated in the design; and
THAT Council and staff consider the impact of this project to the
Heritage Conservation District of which this property is a part and staff
report back prior to the second submission of the site plan approval.
(2) HAC13-013 – Notice of Demolition of a Listed Property
69 Harrison Avenue
THAT the report from the Heritage Building Evaluation Working Group
be received; and
THAT Council support the demolition of the listed building located at 69
Harrison Avenue; and
THAT the property located at 69 Harrison Avenue be removed from
the Aurora Register of Properties of Cultural Heritage Value or Interest
subsequent to demolition; and
THAT the property owner work with the Program Manager, Heritage
Planning in order to ensure any proposed new structures are
complementary to the heritage character of the area.
CARRIED
General Committee Meeting Report
Tuesday, May 21, 2013 Page 5 of 11
V DELEGATIONS
(a) Don Iafrate, Associate, Senior Architect, Onespace Architecture + Interior
Design
Re: Item 13 – IES13-031 – Joint Operations Centre Status and Snow Disposal
Site Consideration
Mr. Iafrate presented an overview of the design activities for the Joint Operations
Centre and advised they are now in the design development phase and will be
moving forward to the engineering phase to develop the mechanical, electrical and
structural systems. He reviewed the location, site layout, and components of the
building and noted they are considering ways of achieving LEED certification in a
cost-effective way through solar panel arrays, tree farming and rainwater harvesting
systems.
General Committee recommends:
THAT the comments of the delegate be received and referred to Item 13.
CARRIED
(b) Ilmar Simanovskis, Director of Infrastructure and Environmental Services
Re: Item 12 – IES13-030 – Master Transportation Operations Study Update –
Recommendations of Study
Mr. Simanovskis presented an overview of the Study which was concluded in the
spring and conducted to assess the Town’s traffic and transportation network, identify
opportunities for active transportation integration and provide a road map for future
infrastructure. He reviewed the improvements implemented during the Study period,
recommendations for further improvements, future traffic conditions and trail
networks, the priority plan for sidewalk gaps, financial considerations and next steps.
General Committee recommends:
THAT the comments of the delegate be received and referred to Item 12.
CARRIED
(c) Lynn Pearson, representing Canadian Cancer Society
Re: Council Support for Use of Discretionary Funds
Ms Pearson requested the Town’s support of $722 for the upcoming annual Relay for
Life event to cover the cost of picnic tables, “A” frame road barriers, and stage risers.
General Committee recommends:
THAT Council approve the funding request of $722 in support of the
2013 Relay for Life event to be funded from the Culture and Recreation
Grant reserve.
CARRIED
VII CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
General Committee recommends:
THAT Item 2 be moved forward for consideration.
CARRIED
General Committee Meeting Report
Tuesday, May 21, 2013 Page 6 of 11
2. PR13-008 – Aurora Historical Collection
General Committee recommends:
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.
CARRIED
General Committee recommends:
THAT the Administrative responsibility for the Collection be performed
by the Director of Parks and Recreation Services.
CARRIED
General Committee recommends:
THAT staff prepare a funding model for the 2014 Budget with respect to
the exhibition and management of the Aurora Historical Collection.
CARRIED
IX CLOSED SESSION
General Committee recommends:
THAT Council resolve into a General Committee Closed Session to consider:
1. Labour relations or employee negotiations; Re: CAO13-013 – Job
Evaluation Process and Compensation Review
2. A proposed or pending acquisition or disposition of land by the Town or
Local Board; Re: IES13-034 – Land Acquisition for Sidewalk
Construction
CARRIED
General Committee resolved into a General Committee Closed Session at 9:06 p.m. and
reconvened into open session at 9:44 p.m.
General Committee recommends:
THAT General Committee be reconvened.
CARRIED
1. CLS13-011 – Procurement By-law
Councillor Gaertner relinquished the Chair to Councillor Abel at 9:56 p.m. and resumed the
Chair at 10:03 p.m.
General Committee recommends:
THAT By-law Number 5500-13 (the new Procurement By-law) be enacted;
and
General Committee Meeting Report
Tuesday, May 21, 2013 Page 7 of 11
THAT By-law Number 4621-04.F be rescinded; and
THAT Town Administration Procedure No. 50 be rescinded; and
THAT Town staff in the Purchasing Division be directed to update the current
purchasing procedures to include updates from the new Procurement By-law;
and
THAT the Dollar Threshold for Bids and Proposals be set at $100,000
(excluding taxes).
CARRIED
Councillor Gaertner relinquished the Chair to Councillor Abel at 10:04 p.m.
3. CAO13-014 – Facility Projects Status Report
General Committee recommends:
THAT report CAO13-014 be received for information.
CARRIED
Councillor Gaertner resumed the Chair at 10:07 p.m.
4. CLS13-010 – Audio Recording of Closed Session Meetings
General Committee recommends:
THAT this item be referred back to staff to include reports from Tiny
Township and the Municipality of Lambton Shores at a General
Committee meeting in June, 2013.
CARRIED
Councillor Gaertner relinquished the Chair to Councillor Abel at 10:15 p.m.
6. CLS13-014 – Freedom of Information Request Fees
General Committee recommends:
THAT report CLS13-014 be received for information.
CARRIED
Councillor Humfryes left the meeting at 10:20 p.m.
8. IES13-026 – Award of Tender IES2013-13 – For the Remediation and
Maintenance of Existing Stormwater Management Facilities C2
and WC3 in the Town of Aurora
General Committee recommends:
THAT report IES13-026 be received; and
General Committee Meeting Report
Tuesday, May 21, 2013 Page 8 of 11
THAT Tender IES2013-13 – for the supply of all labour, material, and
equipment necessary for the remediation and maintenance of existing
stormwater management facilities C2 and WC3 within the Town of Aurora be
awarded to Hawkins Contracting Services Limited in the amount of $242,825,
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
Councillor Gaertner resumed the Chair at 10:23 p.m.
10. IES13-028 – Award of Tender IES2013-33 – Reconstruction of the Aurora
Family Leisure Complex Parking Lot
General Committee recommends:
THAT report IES13-028 be received; and
THAT Tender IES2013-33 – Reconstruction of the Aurora Family Leisure
Complex Parking Lot, be awarded to C. Valley Paving Ltd. in the amount of
$319,425.00 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
11. IES13-029 – Award of Tender IES2013-32 – Repaving of the Parking Lot at Fire
Hall 4-3 and Retaining Wall Reconstruction and Rear Access
Laneway Reconstruction at the Aurora Community Centre
General Committee recommends:
THAT report IES13-029 be received; and
THAT Tender IES2013-32 – Repaving of the Parking Lot at Fire Hall 4-3 and
Retaining Wall Reconstruction and Rear Access Laneway Reconstruction at
the Aurora Community Centre, be awarded to Melrose Paving Co. Ltd. in the
amount of $282,926.95 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
12. IES13-030 – Master Transportation Operations Study Update –
Recommendations of Study
General Committee recommends:
THAT report IES13-030 be received; and
General Committee Meeting Report
Tuesday, May 21, 2013 Page 9 of 11
THAT Council receive the Master Transportation Operations Study Update;
and
THAT a copy of this report be forwarded to the Clerk of York Region.
CARRIED
Councillor Gaertner relinquished the Chair to Councillor Abel at 10:25 p.m.
13. IES13-031 – Joint Operations Centre Status and Snow Disposal Site
Consideration
General Committee recommends:
THAT report IES13-031 be received; and
THAT Council endorse the configuration of the Joint Operations Centre; and
THAT Capital project 34211 – Snow Storage Site be approved for construction
as part of site development of the Joint Operations Centre.
CARRIED
General Committee recommends:
THAT the Procedural By-law be waived to extend the hour.
CARRIED
Councillor Gaertner resumed the Chair at 10:32 p.m.
15. IES13-033 – Authorization to Proceed with Tendering of Cousins Drive
Pedestrian Crossing
Councillor Humfryes returned to the meeting at 10:39 p.m.
General Committee recommends:
THAT this item be deferred until further information is provided to
Council from the Trails and Active Transportation Committee meeting of
May 17, 2013.
CARRIED
Councillor Gaertner relinquished the Chair to Councillor Abel at 10:48 p.m.
17. PL13-035 – Application for Exemption from Part Lot Control
Daniels LR Corporation
Plan 65M-4309, Lots 1-10
File Number: D12-PLC-01-13
General Committee recommends:
THAT report PL13-035 be received; and
General Committee Meeting Report
Tuesday, May 21, 2013 Page 10 of 11
THAT Council approve Application for Exemption from Part Lot Control
submitted by Daniels LR Corporation to divide Lots 1-10 on Plan 65M-4309
into 20 separate lots for semi-detached dwelling units; and
THAT Council enact the Part Lot Control Exemption By-law.
CARRIED
18. PL13-038 – Simplified Development Agreement
Gavin and Kathryn Newell
34 and 38 Berczy Street, Part of Lots 7-10, Plan 68
File Number: D13-04(A-G)-12
General Committee recommends:
THAT report PL13-038 be received; and
THAT the Mayor and Town Clerk be authorized to execute the simplified
development agreement, including any and all documents and ancillary
agreements required to give effect to same.
CARRIED
VI PRESENTATIONS BY THE ADVISORY COMMITTEE CHAIR
4. SAC13-09 – Sesquicentennial Ad Hoc Committee Report, May 15, 2013
General Committee recommends:
THAT report SAC13-09 be received for information.
CARRIED
General Committee recommends:
THAT Council adopt the following Sesquicentennial Ad Hoc Committee
recommendations from the meeting of May 15, 2013:
(1) Canada Day Weekend – Event Planning Update and Discussion
THAT the Special Events Coordinator arrange a meeting with Wendy
Browne of the Rotary Club and members of the Committee to discuss
details for the Dance in the Park event on June 30.
(5) Street Festival Participation Approval – Update
THAT the rental of five (5) booths for participation in the Street Festival
be approved; and
THAT the Special Events Coordinator be directed to secure a
generator to provide power for the Instagram photo booth; and
THAT the Special Events Coordinator be directed to secure as many
tents as possible for the event.
CARRIED
Councillor Gaertner resumed the Chair at 10:59 p.m.
General Committee Meeting Report
Tuesday, May 21, 2013 Page 11 of 11
VIII NEW BUSINESS/GENERAL INFORMATION
None
X ADJOURNMENT
General Committee recommends:
THAT the meeting be adjourned at 11 p.m.
CARRIED
COUNCILLOR WENDY GAERTNER JOHN D. LEACH, TOWN CLERK
THE REPORT OF THE GENERAL COMMITTEE MEETING OF MAY 21, RECEIVED
FINAL APPROVAL AND COUNCIL ENDORSEMENT OF THE RECOMMENDATIONS ON
MAY 28, 2013, WITH THE EXCEPTION OF ITEM 2 WHICH WAS APPROVED AS
AMENDED, AND ITEMS 4, 5, 13, AND SECTION VI-4 AS PRESENTED.