MINUTES - General Committee - 20130507 TOWN OF AURORA
GENERAL COMMITTEE MEETING REPORT
Council Chambers
Aurora Town Hall
Tuesday, May 7, 2013
ATTENDANCE
COMMITTEE MEMBERS Mayor Dawe in the Chair; Councillors
Abel (arrived 6:50 p.m.), Ballard, Buck, Humfryes, Pirri,
and Thompson
MEMBERS ABSENT Councillors Gallo and Gaertner
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, and
Council/Committee Secretary
General Committee recommends:
THAT Mayor Dawe be selected as Chair for this meeting.
CARRIED
The Chair called the meeting to order at 6:34 p.m.
I DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE
THEREOF
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:
Additional Information to Delegation (b)
Memorandum from Warren Mar, Director of Legal Services/Town
Solicitor
Re: Procurement Workshop Agenda and Professional Biography
of Delegate (b) Glenn Ackerley, Partner, WeirFouldsLLP
Delegation (c) Bob Hakeem, Resident
Re: Section VI – Item 4 (3) – Memorandum from Jim Tree, Manager
of Parks, Re: Pandolfo Property Trails
General Committee Meeting Report
Tuesday, May 7, 2013 Page 2 of 11
Correspondence from James and Barbara Smoke, Residents
Re: Section VI – Item 4 (3) – Memorandum from Jim Tree, Manager
of Parks, Re: Pandolfo Property Trails
CARRIED
III DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Items 1, 2, 5, 11 and 12 were identified as items requiring separate discussion.
IV ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
Items 3, 4, 6, 7, 8, 9, and 10 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. PL13-032 – Simplified Development Agreement
Donald Lewis, Lot 2, Plan 500
23 Hilldale Road, Minor Variance
File Number: D13-30-12
Consent File Number: D10-08-12
THAT report PL13-032 be received; and
THAT servicing allocation for one (1) additional unit be allocated to the lot
created by consent application File: D10-08-12 (23 Hilldale Road); 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.
4. PL13-033 – Request for Street Name Approval
Site Plan, File D11-12-12
Daniels LR Corporation
221 John West Way
THAT report PL13-033 be received; and
THAT the following street name be approved for the private roads within
the Daniels LR Corporation development:
STREET “A” WALTER DOVE COURT
6. IES13-022 – Award of Tender IES2013-30 – Replacement of Aurora Town Hall
Air Handling Units
THAT report IES13-022 be received; and
General Committee Meeting Report
Tuesday, May 7, 2013 Page 3 of 11
THAT Carrier Enterprise Canada be retained in the amount of
$169,120.00, excluding taxes, for the supply of three (3) large scale
rooftop air handling units, based on the results of Tender IES 2013-49;
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.
7. IES13-023 – 2012 Water Audit Report for Town of Aurora
THAT report IES13-023 be received for information.
8. IES13-024 – Integrated Solid Waste Management Master Plan Update on
Phase 2
THAT report IES13-024 be received for information.
9. PR13-025 – Property Use Agreements
THAT report PR13-025 be received; and
THAT Council approve a License Agreement for the 2013 playing season
for the use of soccer fields owned by Stronach Boulevard Developments
Inc. and Adena – Wellington Developments Inc. (collectively referred to as
“TSG”); and
THAT Council approve a License Agreement for the 2013 playing season
for the use of soccer fields owned by St. Andrew's College (“SAC”); and
THAT the Mayor and Town Clerk be authorized to execute the 2013
License Agreements, including any and all documents and ancillary
agreements required to give effect to same; and
THAT Council authorize the Director of Parks & Recreation Services to
renew both License Agreements on an ongoing annual basis, provided
that the fees remain the same, with the Director of Parks & Recreation
Services being authorized to execute the necessary renewal Agreements,
including any and all documents and ancillary agreements required to give
effect to same.
10. CFS13-018 – Award of Single Source Contract: Development Charges
Background Study
THAT report CFS13-018 be received; and
THAT additional funding for Capital Project No. 14054 Development
Charges Background Study, in the amount of $57,700 be approved, and
sourced from the General Government Development Charges Reserve
Fund; and
THAT Watson and Associates Economists Ltd. be awarded a sole source
contract for the development and delivery of a Development Charges
Background Study in the quoted amount of $100,905; and
General Committee Meeting Report
Tuesday, May 7, 2013 Page 4 of 11
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
V DELEGATIONS
General Committee recommends:
THAT the Procedural By-law be waived to allow more than 5 minutes for
delegation (b).
CARRIED
(b) Glenn W. Ackerley, Partner, WeirFoulds LLP
Re: Item 1 – CLS13-011 – Procurement By-law
Mr. Ackerley provided an overview on the fundamentals of procurement and key
principals associated with them. He reviewed basic legal principals and indicated
duties associated with fairness and good faith. Mr. Ackerley advised on drafting
documents to avoid legal implications, evaluating tenders, and dealing with compliant
and non-compliance issues.
General Committee recommends:
THAT the comments of the delegate be received for information.
CARRIED
(a) Linda Maunder or Tim Maunder, Residents
Re: Noise By-law Exemption Request
Re: Heart & Stroke Foundation Event
Ms Maunder advised that she and her husband would like an exemption to the Noise By-
law in order to hold a Heart and Stroke Foundation event on June 13, 2013. She noted
that the band will be playing until 10 p.m. but requested an exemption until 11 p.m.
General Committee recommends:
THAT the comments of the delegate be received and referred to Council.
CARRIED
(c) Bob Hakeem, Resident
Re: Section IV – Item 4 (3) – Memorandum from Jim Tree, Manager of
Parks, Re: Pandolfo Property Trails
Mr. Hakeem raised concerns with respect to the proposed trail, noted that the point of
entry is isolated and could cause safety concerns and asked for Council’s
consideration.
General Committee recommends:
THAT the comments of the delegate be received and referred to Section VI-
Item 4.
CARRIED
General Committee Meeting Report
Tuesday, May 7, 2013 Page 5 of 11
General Committee recommends:
THAT the Procedural By-law be waived to add delegation (d) Alexandre
Roger, Maurice Tallo, Mehrdad Goharchi, and Mikuail Kovtun, Residents
regarding Section VI – Item 4 (3).
CARRIED
(d) Alexandre Roger, Maurice Tallo, Mehrdad Goharchi, and Mikuail Kovtun,
Residents
Re: Section VI – Item 4 (3) – Memorandum from Jim Tree, Manager of
Parks, Re: Pandolfo Property Trails
Alexandre Roger raised concerns with respect to the removal of trees, and that the
Yonge Street entranceway to the trail may not be a good trail connection.
General Committee recommends:
THAT the comments of the delegate be received for information.
CARRIED
General Committee recommends:
THAT Section VI – Item 4 be moved forward for consideration.
CARRIED
VI PRESENTATIONS BY THE ADVISORY COMMITTEE CHAIR
4. TATC13-04 – Trails and Active Transportation Committee Report
April 19, 2013
General Committee recommends:
THAT report TATC13-04 be received; and
THAT Council adopt the following recommendations from the Trails and
Active Transportation Committee meeting of April 19, 2013:
(3) Memorandum from Jim Tree, Manager of Parks
Re: Pandolfo Property Trails
General Committee recommends:
THAT this Item, including the comments and correspondence
received from residents this evening, be referred back to the
Trails and Active Transportation Committee for their
consideration.
CARRIED
(5) Memorandum from Cindy Janzen, Manager of Legislative Services/
Deputy Clerk
Re: Report CFS12-029 – Trails and Active Transportation Donations
Account
General Committee Meeting Report
Tuesday, May 7, 2013 Page 6 of 11
General Committee recommends:
THAT this Item be referred back to the Trails and Active
Transportation Committee for further discussion with the
Director of Corporate and Financial Services/Treasurer.
CARRIED
(4) Memorandum from Jim Tree, Manager of Parks
Re: Coutts Property Trails
General Committee recommends:
THAT the matter be referred to staff to work out all the details on
the final Trail routes, as amended at the April 19, 2013 Trails and
Active Transportation Committee meeting, through the normal land
development administration process to ensure that all aspects of
approving these trails have been thoroughly explored in the context
of the Trails Master Plan and confirmed by staff that Trails can in
fact be constructed in the proposed corridors.
CARRIED
(6) Memorandum from Jim Tree, Manager of Parks
Re: Kwik Kopy Trail Update
General Committee recommends:
THAT in view of the current situation of the Kwik Kopy lands with respect to
the physical constraints associated with constructing the trail in the 3 metre-
wide easement, the Trails and Active Transportation Committee recommends
to Council:
THAT upon transfer of the property to the new owners, staff be
authorized to approach the owners with a request to discuss options for
an off-road trail alignment that meets the needs of all stakeholders.
CARRIED
NEW BUSINESS
General Committee recommends:
THAT the cut-throughs, and the detail of the road and trail maps of
the Mattamy development be resolved before approval of the site
plan.
DEFEATED
General Committee recommends:
THAT Item 1 be brought forward for consideration.
CARRIED
General Committee Meeting Report
Tuesday, May 7, 2013 Page 7 of 11
VII CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
1. CLS13-011 – Procurement By-law
General Committee recommends:
THAT this Item be deferred to the May 21, 2013 General Committee
meeting.
CARRIED
General Committee recommends:
THAT Item 5 be brought forward for consideration.
CARRIED
5. CAO13-012 – Economic Value of Natural Capital Assets
General Committee recommends:
THAT this Item be deferred to the June 4, 2013 General Committee
meeting.
CARRIED
General Committee recommends:
THAT Item 11 and 12 be brought forward for consideration.
CARRIED
11. Memorandum from Neil Garbe, Chief Administrative Officer
Re: Supplementary Unemployment Benefit AmendmentsTo Policy #17 –
Pregnancy and Parental Leave
General Committee recommends:
THAT the memorandum regarding Supplementary Unemployment Benefit
Amendments to Policy #17 – Pregnancy and Parental Leave be received for
information.
CARRIED
12. CAO13-009 – Supplementary Unemployment Benefit Amendments To Policy
#17 – Pregnancy and Parental Leave
General Committee recommends:
THAT report CAO13-009 be received; and
THAT Council approve the revision of Policy #17 – Pregnancy and
Parental Leave, as recommended in this report and attached as
Attachment #1, including the payment of Supplementary Unemployment
Benefits.
CARRIED
General Committee Meeting Report
Tuesday, May 7, 2013 Page 8 of 11
General Committee recommends:
THAT Section VI – Item 1 be brought forward for consideration.
CARRIED
VI PRESENTATIONS BY THE ADVISORY COMMITTEE CHAIR
1. EDAC13-04 – Economic Development Advisory Committee Report
April 11, 2013
General Committee recommends:
THAT report EDAC13-04 be received; and
THAT Council adopt the following recommendations from the Economic
Development Advisory Committee meeting of April 11, 2013:
(2) Memorandum from the Manager of Long Range and Strategic Planning
Re: Future of Library Square
THAT Council consider the application of the evaluation criteria
described in this memorandum, inclusive of the comments of the
Economic Development Advisory Committee members, when
evaluating options for Library Square.
(3) Recognizing Long Standing Businesses as part of Aurora’s 150th -
Discussion
THAT a sub-committee be formed to develop a plan for recognizing
long standing businesses as part of Aurora’s 150th events.
CARRIED
3. PRAC13-03 – Parks and Recreation Advisory Committee Report
April 18, 2013
General Committee recommends:
THAT report PRAC13-03 be received; and
THAT Council adopt the following recommendations from the Parks and
Recreation Advisory Committee meeting of April 18, 2013:
(1) Future Uses of Library Square
THAT the following items be added to the list of brainstorming ideas
listed in the minutes of the Public Brainstorming Session – Future of
Library Square dated February 28, 2013:
• Sports campus/office space for sports group/common
meeting space
• Be a part of a unified vision of downtown revitalization and
Promenade report
• Wait for the completion of the Southeast Old Aurora Heritage
Conservation District Study
• Improve on street parking, light and way finding signage; and
General Committee Meeting Report
Tuesday, May 7, 2013 Page 9 of 11
THAT in order to provide consistency among concurrent studies
and visions, Council consider engaging a professional Planner to
offer input with a view of identifying opportunities for Library Square
consistent with current understandings of the Promenade and
Heritage studies; and
THAT Council consider requesting staff to advise of the suitability of
adding this review to the scope of work of the current Heritage
Planner conducting the Southeast Old Aurora Heritage
Conservation District Study.
(2) Final Sponsorship Signage Designs
THAT the banners be amended to include “Town of Aurora”.
NEW BUSINESS
THAT staff prepare a report regarding informational signage for
Town parks.
CARRIED
2. SAC13-08 – Sesquicentennial Ad Hoc Committee Report, April 17, 2013
General Committee recommends:
THAT report SAC13-08 be received; and
THAT Council adopt the following recommendations from the
Sesquicentennial Ad Hoc Committee meeting of April 17, 2013:
(1) Canada Day Weekend Celebrations – Update
THAT the Special Events Coordinator contact Brian North and Stewart
McLaren to follow-up with respect to potential contacts for heritage
trucks to participate in the Canada Day Parade.
(4) Print Promotions Plan – Update
THAT the Manager of Corporate Communications be directed to
continue the 150 event advertising in the Auroran, and the Banner on a
weekly basis until the end of October, as well as in SNAP; and
THAT members of the Committee (Greg Smith, Stewart McLaren and
Brian Trussler) work with the Manager of Corporate Communications
and the Special Events Coordinator to provide the advertising content;
and
THAT the Manager of Corporate Communications investigate the cost
saving in the Print Promotions Plan as presented.
CLOSED SESSION
THAT the confidential recommendation of the Closed Session
meeting of April 17, 2013 be approved.
CARRIED
General Committee Meeting Report
Tuesday, May 7, 2013 Page 10 of 11
General Committee recommends:
THAT the Procedural By-law be waived to extend the hour.
CARRIED
VII CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
2. CFS13-015 – Capital Projects Status and Closures Report as of
December 31, 2012
General Committee recommends:
THAT report CFS13-015 be received; and
THAT the capital project closures and capital funding adjustments outlined in
Attachments #1 and #2, and summarized in Attachment #3 be approved; and
THAT two capital project accounts be opened, each in the amount of $50,000
for miscellaneous contingency costs which occasionally occur subsequent to
a project’s account closure.
CARRIED
VIII NEW BUSINESS/GENERAL INFORMATION
Councillor Abel advised that the Accessibility Advisory Committee will not have
quorum tomorrow evening and there is a time sensitive issue that he will be bringing
forward to Council next week.
Councillor Thompson congratulated the Sesquicentennial Ad Hoc Committee and the
staff of Parks and Recreation Services for a wonderful event last weekend that was
well attended.
IX CLOSED SESSION
General Committee recommends:
THAT the following Item be deferred to the May 21, 2013 General Committee
meeting:
Labour relations or employee negotiations: Re: CAO13-013 – Job
Evaluation Process and Compensation Review
CARRIED
General Committee Meeting Report
Tuesday, May 7, 2013 Page 11 of 11
X ADJOURNMENT
General Committee recommends:
THAT the meeting be adjourned at 10:47 p.m.
CARRIED
MAYOR GEOFFREY DAWE JOHN D. LEACH, TOWN CLERK
THE REPORT OF THE GENERAL COMMITTEE MEETING OF MAY 7, 2013 IS SUBJECT
TO RECEIVED FINAL APPROVAL AND COUNCIL ENDORSEMENT OF THE
RECOMMENDATIONS ON MAY 14, 2013, WITH THE EXCEPTION OF ITEM 2 WHICH
WAS PULLED AND APPROVED AS AMENDED, AND SECTION VI - ITEMS 2, 3, AND 4,
WHICH WERE PULLED AND APPROVED AS RECOMMENDED.