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MINUTES - General Committee - 20131015 TOWN OF AURORA GENERAL COMMITTEE MEETING REPORT Council Chambers Aurora Town Hall Tuesday, October 15, 2013 ATTENDANCE COMMITTEE MEMBERS Councillor Abel in the Chair; Councillors Ballard, Buck, Gaertner, Gallo, Humfryes, Pirri, Thompson, and Mayor Dawe MEMBERS ABSENT None 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 The Chair called the meeting to order at 7:01 p.m. 1. DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. 2. APPROVAL OF THE AGENDA General Committee recommends: THAT the Procedural By-law be waived to allow for the addition of an item to the Closed Session agenda. CARRIED (two-thirds majority) General Committee recommends: THAT the following item be added to the Closed Session agenda: 3. Personal matters about an identifiable individual, including a Town or Local Board employee, Re: Staff Performance CARRIED General Committee Meeting Report Tuesday, October 15, 2013 Page 2 of 8 General Committee recommends: THAT the agenda as circulated by the Customer and Legislative Services Department be approved, as amended. CARRIED 3. DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Item 1 and Section 6 – Items 1(1), 3 (1 and 2) were identified as items requiring separate discussion. 4. ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Item 2, Section 6 – Item 1(2, 3 and 4), Item 2, and Item 3(3) were identified as an items not requiring separate discussion. General Committee recommends: THAT the following recommendation respecting the matter 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: 2. PL13-051 – Comprehensive Zoning By-law Review File No. D14-ZBL-12 THAT report PL13-051 be received for information. Section 6 – PRESENTATIONS BY THE ADVISORY COMMITTEE CHAIR 1. AAC13-08 – Accessibility Committee Report, October 2, 2013 THAT report AAC13-08 be received; and THAT Council adopt the following Accessibility Advisory Committee recommendations, with the exception of Item 1, from the meeting of October 2, 2013: 2. Memorandum from the Planner Re: Application for Site Plan Approval (Submission #3) 27 Allaura Blvd, Part of Lot 13, Block A and Block B Registered Plan M-51 File No.: D11-14-12 THAT consideration be given to eliminate barriers along the barrier-free paths of travel (sidewalks) adjacent to all principle accessible entrances to all building units. 3. Memorandum from the Planner Re: Application for Site Plan Approval (Submission #2) 2101154 Ontario Inc. 32 Wellington Street East File No.: D11-09-12 THAT consideration be given to providing one accessible visitor parking space in addition to the one resident accessible parking space currently provided; and General Committee Meeting Report Tuesday, October 15, 2013 Page 3 of 8 THAT consideration be given to making the Party Room entrance and washroom barrier-free. 4. Memorandum from the Accessibility Advisor Re: Accessibility Advisory Committee Comments on Site Plan Applications THAT, in accordance with the Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, Chapter 11 under “Duty of Council” section 29(5), the Accessibility Advisory Committee shall provide comments at regular scheduled meetings or at the call of the Chair/Vice Chair. Section 6 2. EAC13-09 – Environmental Advisory Committee Report, October 3, 2013 THAT report EAC13-09 be received; and THAT Council adopt the following Environmental Advisory Committee recommendation from the meeting of October 3, 2013: 1. Memorandum from the Manager of Environmental Initiatives Re: Environmental Advisory Committee (EAC) Initiatives for the Upcoming Year THAT the following three (3) initiatives be endorsed by Council as the future primary focus of the Environmental Advisory Committee, by investigating ways to engage citizens in: 1. Green procurement policy/procedure best practices; 2. Hydration stations to reduce use of disposable water bottles; 3. Community garden project. Section 6 3. HAC13-08 – Heritage Advisory Committee Report, October 7, 2013 THAT report HAC13-08 be received; and THAT Council adopt the following Heritage Advisory Committee recommendation, with the exception of Items 1 and 2, from the meeting of October 7, 2013: 3. HAC13-024 – Youth Involvement with the Aurora Heritage Advisory Committee THAT the Aurora Heritage Advisory Committee Art Exhibition be authorized in order to engage young members of the public in June 2014; and THAT the Exhibition and reception celebration be held on Saturday June 7, 2014 in Brevik Hall of the Aurora Cultural Centre; and THAT members of the Heritage Advisory work with staff to liaison between the Committee and school groups and assist staff with outlining the details of the Exhibition; and THAT the Heritage Advisory Committee select a theme for the Art Exhibition; and General Committee Meeting Report Tuesday, October 15, 2013 Page 4 of 8 THAT staff be authorized to prepare and purchase the materials necessary to host the Exhibition as outlined in this report using budget monies of the Heritage Advisory Committee (estimated $350.00). CARRIED 5. DELEGATIONS None 7. CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 1. CAO13-024 – Facility Projects Status Report General Committee recommends: THAT report CAO13-024 be received for information. CARRIED 6. PRESENTATIONS BY THE ADVISORY COMMITTEE CHAIR 1. AAC13-08 – Accessibility Committee Report, October 2, 2013 1. Memorandum from the Planner Re: Application for Site Plan Review 213-229 Industrial Parkway North Plan 65M-2718 Block 7 File No.: D11-01-13 General Committee recommends: THAT as this is a municipally owned building, the Accessibility Advisory Committee requests that an example be set for the Community regarding new buildings and that all public and staff spaces be accessible and barrier free; and THAT the Accessibility Advisory Committee requests that more detailed drawings be provided to the Accessibility Advisory Committee for further review and comment. CARRIED 3. HAC13-08 – Heritage Advisory Committee Report, October 7, 2013 1. HAC13-022 – Doors Open Aurora 2013 – Event Summary Report General Committee recommends: THAT the estimated expenditure of $1,695.00, plus applicable taxes, for the 2014 Doors Open Ontario registration fee to the Ontario Heritage Trust be approved; and THAT the Heritage Advisory Committee extend thanks to the following individuals and groups for their support of Doors Open Aurora 2013: General Committee Meeting Report Tuesday, October 15, 2013 Page 5 of 8 • All site owners/co-ordinators; • All volunteers and site staff; • The Auroran newspaper; • The Mayor, Members of Council, and supporting Town Staff; and THAT the Heritage Advisory Committee review the proposed date for Doors Open Aurora 2014. CARRIED 2. HAC13-023 – Notice of Demolition of a Structure on a Listed Heritage Property, 45 Tyler Street (Collis Leather) General Committee recommends: THAT the Notice of Intention to demolish a structure on the property located at 45 Tyler Street be received; and THAT Council support the demolition of the structure as it is not of cultural heritage value or interest worthy of designation under Ontario Regulation 9/06. CARRIED 8. NOTICES OF MOTION (a) Councillor Buck Re: Process of Accountability of Administration to Council WHEREAS Council was recently informed the Mayor cannot seek accounting from a Town department because of the perception of micro managing; and WHEREAS a secondary title of the Office of Mayor is Chief Executive Officer; and WHEREAS there is a need for a better public understanding of the function of the Mayor's office. NOW THEREFORE BE IT HEREBY RESOLVED THAT a report be provided to Council from the Mayor indicating how accountability of the administration to the elected body is accomplished. (b) Councillor Buck Re: Termination of Accommodation WHEREAS Sport Aurora has been provided space in the Town Hall to achieve a certain objective; and WHEREAS that objective has been completed; and WHEREAS the Town is not in a position to accommodate private agencies within this public facility. NOW THEREFORE BE IT HEREBY RESOLVED THAT space heretofore provided to Sport Aurora be withdrawn immediately. General Committee Meeting Report Tuesday, October 15, 2013 Page 6 of 8 (c) Councillor Buck Re: Petch House WHEREAS the Petch House is restored and situated in a prime location; and WHEREAS a use befitting the Town's newest asset needs to be determined; and WHEREAS the Town of Aurora is steeped in Upper Canada history. NOW THEREFORE BE IT HEREBY RESOLVED THAT a request for proposals be issued with a view to potential use of the Petch House as a Tourist Information Centre and retail facility for souvenirs unique to Aurora and the surrounding area. (d) Councillor Buck Re: Cost of Relocation WHEREAS plans for renovation of the Town Hall are not proceeding; and WHEREAS relocation of staff to the former library on Victoria Street were finalized. Users were relocated or evicted and user fee revenue was lost; and WHEREAS a recent question on the cost of providing "swing-space" in the former library was answered by the Director of Corporate and Financial Services/Treasurer as $300,000 and immediately corrected by the C.A.O. as an inaccurate figure. An accurate figure was not provided; and WHEREAS it is reasonable to assume there were alterations made to the building to accommodate Director of Corporate and Financial Services department staff and costs would inevitably have been incurred. NOW THEREFORE BE IT HEREBY RESOLVED THAT a report providing full and accurate accounting of costs, including lost revenue, for the planned relocation of Town staff to the former library building be prepared and included on the agenda of the final Council meeting of October. General Committee recommends: THAT Closed Session be moved forward for consideration. CARRIED 10. CLOSED SESSION General Committee recommends: THAT Council resolve into a General Committee Closed Session to consider: 1. Personal matters about an identifiable individual, including a Town or Local Board employee, Re: CLS13-027 – Appointments to the Environmental Advisory Committee 2. A proposed or pending acquisition or disposition of land by the Town or Local Board; Re: PR13-045 – Acquisition of Land in 2B – Block 208, 65M- 3979 3. Personal matters about an identifiable individual, including a Town or Local Board employee, Re: Staff Performance (added item) General Committee Meeting Report Tuesday, October 15, 2013 Page 7 of 8 CARRIED Council resolved into a General Committee Closed Session at 8:10 p.m. and reconvened into open session at 10:11 p.m. 2. A proposed or pending acquisition or disposition of land by the Town or Local Board; Re: PR13-045 – Acquisition of Land in 2B – Block 208, 65M-3979 General Committee recommends: THAT the Town Solicitor provide comments to apprise the public with respect to Closed Session Item 2. CARRIED General Committee recommends: THAT staff prepare a news release to update the public regarding Closed Session Item 2. CARRIED General Committee recommends: THAT this item be deferred to the General Committee meeting of November 5, 2013. CARRIED 9. NEW BUSINESS/GENERAL INFORMATION Councillor Gallo advised that there will be a public information session in Council Chambers tomorrow night at 7 p.m. to provide information regarding Mavrinac Park. Mayor Dawe thanked everyone for their contributions to the Food Bank for Thanksgiving and noted that continued generosity would be appreciated as the Food Bank is always in need of donations. Councillor Pirri invited everyone to join the Town’s official team for Movember, and noted that more information can be found on the Movember website or by contacting him directly. 11. ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 10:20 p.m. CARRIED General Committee Meeting Report Tuesday, October 15, 2013 Page 8 of 8 JOHN ABEL, COUNCILLOR JOHN D. LEACH, TOWN CLERK THE REPORT OF THE GENERAL COMMITTEE MEETING OF OCTOBER 15, 2013 RECEIVED FINAL APPROVAL AND COUNCIL ENDORSEMENT OF THE RECOMMENDATIONS ON OCTOBER 22, 2013 WITH THE EXCEPTION OF ITEM 1 AND SECTION 6 – ITEMS 1(4) AND 3(2) WHICH WERE PULLED AND ADOPTED AS RECOMMENDED.