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MINUTES - General Committee - 20131105 TOWN OF AURORA GENERAL COMMITTEE MEETING REPORT Council Chambers Aurora Town Hall Tuesday, November 5, 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 7:00 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 agenda as circulated by the Customer and Legislative Services Department, with the following additions, be approved:  Delegation (b) Cathy Woods, Brian Collister, and Nahla Khouri Re: Notice of Motion (d) Councillor Gallo, Re: Mavrinac Park; and Closed Session Item 1 – A proposed or pending acquisition or disposition of land by the Town or Local Board; Re: PR13-050 – Potential Acquisition of Land in 2B – Block 208, Plan 65M-3979  Re: Item 5 – Report CFS13-037 – 2014 Fees and Charges Update By-law 5557-13  Replacement Page 32 (Expanded Purpose)  Replacement Page 35 (Last three lines of type missing under Financial Implications) CARRIED General Committee Meeting Report Tuesday, November 5, 2013 Page 2 of 11 General Committee recommends: THAT Closed Session be moved forward immediately following Delegations. CARRIED 3. DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 1, 2, 3, 5, 7, 8, 9, 10, 13, 14, 15, 16, and 18(2) were identified as items requiring separate discussion. 4. ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Items 4, 6, 11, 12, 17, 18 (with the exception of sub-item 2), and 19 were identified as an 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: 4. CAO13-025 – Website Redevelopment Project Status Update THAT report CAO13-025 be received for information. 6. CLS13-029 – Local Calling Area THAT report CLS13-029 be received for information. 11. PL13-063 – Amendment to Planning Application Fees By-law THAT report PL13-063 be received; and THAT Council update the Planning Application Fees By-law, which increases the fees for processing planning applications to reflect the Consumer Price Index; and THAT the amending Planning Application Fees Bylaw be brought forward to a future Council meeting for enactment; and THAT Council direct staff to amend the Planning Application Fees schedule on an annual basis based on the Consumer Price Index for the years 2015, 2016 and 2017 as an administrative matter. 12. PR13-047 – Culture and Recreation Grant Bi-Annual Allocation for September 2013 THAT report PR13-047 be received for information. 17. PRAC13-07 – Parks and Recreation Advisory Committee Report October 17, 2013 THAT report PRAC13-07 be received; and General Committee Meeting Report Tuesday, November 5, 2013 Page 3 of 11 THAT Council adopt the following Parks and Recreation Advisory Committee recommendation from the meeting of October 17, 2013: THAT the Parks and Recreation Advisory Committee recognizes the value of administrative accommodation as a key element of support for many community organizations doing valuable work in supporting Town objectives, and the Parks and Recreation Advisory Committee encourages the continuation of this process. 18. TATC13-08 – Trails and Active Transportation Committee Report October 18, 2013 THAT report TATC13-08 be received; and THAT Council adopt the following Trails and Active Transportation Committee recommendations from the meeting of October 18, 2013: Delegation (a) Janet Young, Sr. Vice-President, Kramer Design Associates Re: Item 4 – Memorandum from the Manager of Parks Re: Signage Strategy Follow-up Presentation THAT the comments of the Trails and Active Transportation Committee be taken into consideration for implementation in the next phase. 3. Memorandum from the Manager of Parks Re: Pandolfo Trail Connection THAT the Trails and Active Transportation Committee recommend deferring any further recommendations to Council until such time as staff provides more detailed information to the Committee on the specific requirements associated with the modified trail routing. 19. SAC13-14 – Sesquicentennial Ad Hoc Committee Report October 30, 2013 THAT report SAC13-14 be received; and THAT Council adopt the following Sesquicentennial Ad Hoc Committee recommendations from the meeting of October 30, 2013: 1. Aurora 150 Cultural Event – Discussion THAT the core elements of the community cultural celebration be considered as part of the 2014 menu of events as a stand-alone event to be held at Ada Johnson Park. 2. Budget – Discussion THAT the Budget Sheet as of September 30, 2013 reflecting the expenses to date be posted on the Town website as an Additional item to this meeting. 3. Time Capsule – Discussion THAT the Time Capsule be located in a central location, preferably Town Hall, or as determined by Council; and General Committee Meeting Report Tuesday, November 5, 2013 Page 4 of 11 THAT $3,000 be allocated for the Time Capsule project from the Sesquicentennial Ad Hoc Committee’s approved budget; and THAT the Sesquicentennial Ad Hoc Committee staff liaison continue to be involved as a consultant for this project from concept to execution. 4. Additional Event Activities for the Year – Discussion THAT staff be directed to include components from the cultural celebration as enhancements to the Santa Claus Parade in an amount not to exceed $2,000 from Sesquicentennial Ad Hoc Committee’s approved (promotional) budget. 5. Legacy Project – Discussion THAT the Sesquicentennial Ad Hoc Committee provide a list of suggested projects at their presentation to Council on November 26, 2013; and THAT any remaining funds from the Sesquicentennial Ad Hoc Committee budget be allocated to the legacy project. 5. DELEGATIONS (a) Svetoslava Topouzova Re: Trees for the Park on Mavrinac Boulevard Ms Toupouzova suggested that should a park be created on Mavrinac Boulevard, Council could consider planting mature trees. She volunteered and invited the community to participate in the planting of trees. General Committee recommends: THAT the comments of the delegate be received for information. CARRIED (b) Cathy Woods, Brian Collister, and Nahla Khouri Re: Notice of Motion (d) Councillor Gallo, Re: Mavrinac Park; and Closed Session Item 1 – A proposed or pending acquisition or disposition of land by the Town or Local Board; Re: PR13- 050 – Potential Acquisition of Land in 2B – Block 208, Plan 65M-3979 (Added Item) General Committee recommends: THAT the Procedural By-law be waived to allow each delegate five minutes. CARRIED (two-thirds vote) (b) i. Cathy Woods Re: Notice of Motion (d) Councillor Gallo, Re: Mavrinac Park; and Closed Session Item 1 – A proposed or pending acquisition or disposition of land by the Town or Local Board; Re: PR13- 050 – Potential Acquisition of Land in 2B – Block 208, Plan 65M-3979 (Added Item) General Committee Meeting Report Tuesday, November 5, 2013 Page 5 of 11 Ms Woods urged Council to pass a motion to acquire the vacant land known as 2B – Block 208, Plan 65M-3979 and create a park. She advised that many residents in the area had paid a premium to be in close proximity to green space. Ms Woods noted the potential merits of a park and how it could benefit not only the immediate community and the Town as a whole. (b) ii. Brian Collister Re: Notice of Motion (d) Councillor Gallo, Re: Mavrinac Park; and Closed Session Item 1 – A proposed or pending acquisition or disposition of land by the Town or Local Board; Re: PR13- 050 – Potential Acquisition of Land in 2B – Block 208, Plan 65M-3979 (Added Item) Mr. Collister indicated that he had researched parkland areas in Aurora and provided some statistical information with respect to deficits of green space within certain areas. (b) iii. Nahla Khouri Re: Notice of Motion (d) Councillor Gallo, Re: Mavrinac Park; and Closed Session Item 1 – A proposed or pending acquisition or disposition of land by the Town or Local Board; Re: PR13- 050 – Potential Acquisition of Land in 2B – Block 208, Plan 65M-3979 (Added Item) Ms Khouri noted some of the financial considerations surrounding the purchase of the land and remarked on cash-in-lieu and the Reserve Parkland account. She indicated that if the land could be purchased at a favourable price this could improve the quality of life for many residents. General Committee recommends: THAT the comments of the delegates be received for information. CARRIED 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. A proposed or pending acquisition or disposition of land by the Town or Local Board; Re: PR13-050 – Acquisition of Land in 2B – Block 208, 65M-3979 CARRIED Council resolved into a General Committee Closed Session at 7:35 p.m. and reconvened into open session at 9:16 p.m. General Committee Meeting Report Tuesday, November 5, 2013 Page 6 of 11 1. A proposed or pending acquisition or disposition of land by the Town or Local Board; Re: PR13-050 – Acquisition of Land in 2B – Block 208, 65M-3979 General Committee recommends: THAT Council decide to exercise the right of first refusal to purchase Block 208 on the same terms and conditions, including purchase price, that Minto agreed to sell the property to the YCDSB. CARRIED General Committee recessed at 9:30 p.m. and reconvened at 9:35 p.m. General Committee recommends: THAT Items 13, 14, 1, 9, and 18(2) be moved forward for consideration. CARRIED 7. CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 13. PR13-048 – Award of Tender PRS2013-91 for the Addition to and the Renovation of the Existing Aurora Family Leisure Complex (AFLC) General Committee recommends: THAT report PR13-048 be received; and THAT Tender PRS2013-91 for the Addition to and the Renovation of the existing Aurora Family Leisure Complex (AFLC) be awarded to Jasper Construction Corp. in the amount of $5,994,000.00 excluding taxes; and THAT Council approve an increase to the Tender in the amount of $20,000.00 for LED Gym Lights; and THAT Council approve an increase to the Tender in the amount of $25,000.00 for the restoration of the asphalt driveway; and THAT Council approve an increase to the Tender in the amount of $100,000.00 for furniture, fixtures and equipment. 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; and THAT Council increase the budget by 1% in the amount of $59,940.00, in principle, to support public art in accordance with Section 4.4 of the Official Plan and subject to that a staff report from the Treasurer be included on a future Council agenda with respect to funding sources. CARRIED General Committee Meeting Report Tuesday, November 5, 2013 Page 7 of 11 General Committee recommends: THAT the Procedural By-law be waived to extend the hour. CARRIED 14. PR13-049 – Pre-Qualification of Museum Services General Committee recommends: THAT report PR13-049 be received; and THAT Council direct staff to proceed to an RFP for the provision of Museum Services for the Aurora Collection, as set out in report PR13-049 with the following amendments:  THAT the bullet point on page two of the report referring to “Minimum of three unique displays in the Aurora Room/per year” be removed; and  THAT the portion of the paragraph on page three of the report (after the bullet points), “Any submission that fails to provide a qualified curator as part of the submission will be disqualified from the process.” be replaced with the following wording: "If the proponent does not have a curator at the time of submission, they must clearly demonstrate their plan to properly staff and care for the collection as well as the qualifications required for each position." CARRIED General Committee recommends: THAT the Procedural By-law be waived to extend the hour. CARRIED (two-thirds vote) 9. LGL13-012 – Creation of the Aurora Appeal Tribunal and Changes To the Licensing By-law and Dog Control By-law General Committee recommends: THAT report LGL13-012 be received; and THAT the Aurora Appeal Tribunal be established through the enactment of By-law Number 5558-13 (“Appeal Tribunal By-law”); THAT By-law Number 4747-05.P (“Dog Control By-law”) be amended through the enactment of By-law Number 5559-13 to direct appeals of decisions under the Dog Control By-law to the Aurora Appeal Tribunal; and THAT members of the Committee of Adjustment, as appointed by Council from to time to time, be appointed as members of the Aurora Appeal Tribunal. CARRIED General Committee Meeting Report Tuesday, November 5, 2013 Page 8 of 11 General Committee recommends: THAT the following items be referred to the Council meeting of November 12, 2013: 1. PR13-034 – Future Uses of Library Square 2. BBS13-012 – Proposed Changes to Building Permit Fees 3. BBS13-013 – Cost Estimate for Access Aurora Space Needs 5. CFS13-037 – 2014 Fees and Charges Update By-law No. 5557-13 7. CLS13-030 – Question on the Ballot 8. IES13-051 – Parking in Cul-de-Sacs 10. LGL13-013 – Council Representation on the Aurora Cultural Centre Board of Directors 15. EDAC13-09 – Economic Development Advisory Committee Report October 10, 2013 16. EDAC13-10 – Economic Development Advisory Committee Report October 29, 2013 18(2) TATC13-08 – Trails and Active Transportation Committee Report October 18, 2013 CARRIED 8. NOTICES OF MOTION (a) Councillor Buck Re: 2014 Premier’s Awards for Excellence in the Arts WHEREAS an invitation has been issued to submit nominations to the Premier's Awards for Excellence in the Arts; and WHEREAS the Town and the Aurora community have a powerful history of fostering the Arts; and WHEREAS the Pine Tree Potters’ Guild, with support from the Town, has been active for almost 35 years, has participated in the Town’s Annual Juried Art Show and Sale, and has grown in excellence; and WHEREAS the Town’s Art show is a Class “A” Art show due to the commitment to excellence of its participants; and WHEREAS in its semi-annual Show and Sale, the Pine Tree Potters’ Guild dedicates its work to caring for those in need. NOW THEREFORE BE IT HEREBY RESOLVED THAT the Town of Aurora is proud to nominate the Pine Tree Potters’ Guild to receive the 2014 Premier's Award for Excellence in the Arts. (b) Councillor Buck Re: Development of a New Long-Term Federal Plan to Fix Canada’s Housing Crunch WHEREAS a stable and secure housing system that creates and maintains jobs and allows for a range of living options is essential to attracting new workers, meeting the needs of young families and supporting seniors and our most vulnerable citizens; and General Committee Meeting Report Tuesday, November 5, 2013 Page 9 of 11 WHEREAS the high cost of housing is the most urgent financial issue facing Canadians with one in four people paying more than they can afford for housing, and mortgage debt held by Canadians now standing at just over $1.1 trillion; and WHEREAS housing costs and, as the Bank of Canada notes, household debt, are undermining Canadians’ personal financial security, while putting our national economy at risk; and WHEREAS those who cannot afford to purchase a home rely on the short supply of rental units, which is driving up rental costs and making it hard to house workers in regions experiencing strong economic activity; and WHEREAS an inadequate supply of subsidized housing for those in need is pushing some of the most vulnerable Canadians on to the street, while $1.7 billion annually in federal investments in social housing have begun to expire; and WHEREAS the stakes are especially high for Ontario’s municipal governments as housing responsibilities have already been downloaded (unlike other provinces and territories) and this is not sustainable on the property tax base; and WHEREAS, the Federation of Canadian Municipalities (FCM) has launched a housing campaign, "Fixing Canada’s Housing Crunch," calling on the federal government to increase housing options for Canadians and to work with all orders of government to develop a long-term plan for Canada’s housing future; and WHEREAS FCM has asked its member municipalities to pass a council resolution supporting the campaign; AND WHEREAS, our community has continuing housing needs that can only be met through the kind of long-term planning and investment made possible by federal leadership. NOW THEREFORE BE IT HEREBY RESOLVED THAT Council endorses the FCM housing campaign and urges the Minister of Employment and Social Development to develop a long-term plan for housing that puts core investments on solid ground, increases predictability, protects Canadians from the planned expiry of $1.7 billion in social housing agreements and ensures a health stock of affordable rental housing for Canadians; and FURTHER BE IT RESOLVED THAT a copy of this resolution be sent to the minister noted above, to Ontario’s Minister of Municipal Affairs and Housing, to Lois Brown, MP Newmarket-Aurora, to the Federation of Canadian Municipalities and to the Association of Municipalities of Ontario. (c) Councillor Buck Re: Community Park WHEREAS the Board did not notify the Town though the Town's option to purchase was known to them; and WHEREAS York Region District School Board owns a site in the same area. Evidence suggests that site will not be utilized as first intended; and WHEREAS The Town of Aurora has a pressing need for a site for a community park and the public school site would suit the purpose perfectly. NOW THEREFORE BE IT HEREBY RESOLVED THAT staff be directed to open communication with York Catholic School Board regarding plans for the site with a view to the Town of Aurora securing the site for parks purposes. General Committee Meeting Report Tuesday, November 5, 2013 Page 10 of 11 (d) Councillor Gallo Re: Mavrinac Park WHEREAS a subdivision agreement was signed between Minto Communities (Toronto) Inc. and the Town of Aurora, registered on title on April 16, 2007; and WHEREAS the subdivision agreement states in section 5.10-1) that “The owner [Minto] agrees to provide the Town of Aurora within its Agreement with the York Catholic District School Board, a first right of refusal to purchase Block 208 on Schedule “A-2” attached hereto, or portions thereof, for municipal purposes upon the same terms and conditions including, but not limited to, the purchase price of the site as set out in its Agreement with the York Catholic District School Board. Should the York Catholic District School Board determine that its school site shown as Block 208 on Schedule “A-2” attached hereto is no longer required by the Board and/or should the Board release the Owner from its obligations to convey the said school site to the Board at anytime, either prior to or subsequent to the expiry of the Owner’s Agreement with the Board, then the Owner shall advise the Town of Aurora of its opportunity to exercise its first right of refusal, after which, the Owner shall enter into such agreements with the Town of Aurora as is necessary to do so.”; and WHEREAS the York Catholic District School Board has released the Aurora 2B Elementary School Site on June 24, 2013 known as Block 208, 65M-3979. NOW THEREFORE BE IT HEREBY RESOLVED THAT the Town of Aurora exercise its first right of refusal as outlined in section 5.10-1) of the subdivision agreement and purchase the property offering the purchase price as set out in its agreement with The York Catholic School Board; and FURTHER BE IT RESOLVED THAT the Town of Aurora release all non-solicitor client privileged material provided to Council during all Closed Sessions regarding this issue. (e) Councillor Buck Re: Policies 28 and 57 WHEREAS due to the expense scandal in Ottawa, the Ontario government plans to review provincial expense policies; and WHEREAS the public is acutely conscious of the opportunity for abuse of expense allowances. NOW THEREFORE BE IT HEREBY RESOLVED THAT Policies 28 and 57, governing expense allowances for staff and Councillors, be reviewed to determine if they are satisfactory and publicly acceptable. (f) Councillor Buck Re: Director Expenses WHEREAS due to the expense scandal in Ottawa and public awareness of potential for abuse; and WHEREAS all levels of government need to provide assurance to the public; and WHEREAS Councillors’ expense claims are published annually along with salaries; and WHEREAS Directors of the Corporation also file expense claims. General Committee Meeting Report Tuesday, November 5, 2013 Page 11 of 11 NOW THEREFORE BE IT HEREBY RESOLVED THAT Directors expense allowances be published annually at the same time as remuneration under the sunshine law. 9. NEW BUSINESS/GENERAL INFORMATION None 11. ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 11:08 p.m. CARRIED JOHN ABEL, COUNCILLOR JOHN D. LEACH, TOWN CLERK THE REPORT OF THE GENERAL COMMITTEE MEETING OF NOVEMBER 5, 2013 RECEIVED FINAL APPROVAL AND COUNCIL ENDORSEMENT OF THE RECOMMENDATIONS ON NOVEMBER 12, 2013 WITH THE EXCEPTION OF ITEM 6 WHICH WAS PULLED AND DEFERRED TO THE COUNCIL MEETING OF NOVEMBER 26, 2013 AND ITEMS 13 AND 14 WHICH WERE PULLED AND ADOPTED AS RECOMMENDED.