MINUTES - General Committee - 20150505
TOWN OF AURORA
GENERAL COMMITTEE MEETING REPORT
Council Chambers
Aurora Town Hall
Tuesday, May 5, 2015
ATTENDANCE
COUNCIL MEMBERS Councillor Gaertner in the Chair; Councillors Abel, Humfryes, Kim,
Mrakas, Pirri, Thom, Thompson, and Mayor Dawe
MEMBERS ABSENT None
OTHER ATTENDEES Chief Administrative Officer, Director of Building and By-law
Services, Director of Corporate and Financial Services/Treasurer,
Director of Infrastructure and Environmental Services, Director of
Legal and Legislative Services/Town Solicitor, Director of Planning
and Development Services, Manager of Code Review and
Inspection, Manager of Corporate Communications, Manager of
Long Range and Strategic Planning, Manager of Parks, Town
Clerk, and Council/Committee Secretary
The Chair called the meeting to order at 7:02 p.m.
Councillor Gaertner relinquished the Chair to Deputy Mayor Abel at 8:34 p.m. during
consideration of Item 10 and resumed the Chair at 8:38 p.m.
Councillor Gaertner relinquished the Chair to Deputy Mayor Abel at 9:11 p.m. during
consideration of Items 12, 13, and 14, and resumed the Chair at 9:26 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 approved the agenda as circulated by Legal and Legislative Services,
with the following addition:
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Tuesday, May 5, 2015 Page 2 of 9
Closed Session Item 1 – Personal matters about an identifiable individual,
including a Town or Local Board employee; Re: Staff Performance
CARRIED AS AMENDED
3. DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Items 1, 3, 4, 5, 6, 9, 10, 11, 12, 13, 14, and 16 were identified for discussion.
4. ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
Items 2, 7, 8, and 15 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:
2. PL15-040 – 2041 York Region Draft Growth Scenarios and Land Budget
General Committee recommends:
THAT Report No. PL15-040 be received; and
THAT Report No. PL15-040 be referred to the May 21, 2015 Public Planning
meeting for discussion.
7. CFS15-017 – Capital Projects Status and Closures Report as of
December 31, 2014
General Committee recommends:
THAT Report No. CFS15-017 be received; and
THAT the capital project closures and capital funding adjustments outlined in
Attachments #1 and #2 of Report No. CFS15-017 be approved.
8. LLS15-028 – Pending List
General Committee recommends:
THAT Report No. LLS15-028 be received for information.
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15. Trails and Active Transportation Advisory Committee Meeting Minutes of April
17, 2015
General Committee recommends:
THAT the Trails and Active Transportation Advisory Committee meeting minutes
of April 17, 2015 be received for information.
CARRIED
5. DELEGATIONS
(a) Darcy Romaine, resident of Aurora
Re: S. 132 of the Municipal Act, 2001 – Request for Temporary Right of
Access to Adjacent Landowner’s Property
Mr. Romaine discussed S. 132 of the Municipal Act, 2001 where a municipality may
authorize the owner or occupant of land to enter adjoining land for the purposes of
repairs or alterations. He requested Council to grant temporary right of access to his
adjacent landowner’s property for rooftop repairs.
General Committee received the comments of the delegation.
6. PRESENTATIONS BY THE ADVISORY COMMITTEE CHAIR
None
7. CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
1. PL15-039 – Public Consultation Process for Planning Applications, Highland
Gate Developments Inc., 21 Golf Links Drive, Files: OPA-2015-01,
SUB-2015-01 and ZBA-2015-02
General Committee recommends:
THAT Report No. PL15-039 be received; and
THAT in addition to the June 24, 2015 Public Planning meeting, two (2) additional
Public Planning meetings be held in September and October for the purpose of
receiving additional public comments related to Highland Gate Development Inc.
Files: OPA-2015-01, SUB-2015-01 and ZBA-2015-02; and
THAT the Public Planning meetings be held at a suitable venue outside of Council
Chambers as determined by the Town Clerk, to accommodate the anticipated
large volume of residents.
CARRIED
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3. PL15-034 – Economy and Housing in Aurora
General Committee recommends:
THAT Report No. PL15-034 be received for information.
CARRIED
4. BBS15-006 – Building Division Workload
General Committee recommends:
THAT Report No. BBS15-006 be received; and
THAT the 2015 budget request for a Building Plan Examiner/Inspector be
approved and recruitment for the position commence immediately; and
THAT Administrative Procedure No. 13 for Excess Hours and Overtime be waived
for a period of one year to allow Building staff to be paid at straight time for any
excess hours worked up to 44 hours in a week; and
THAT the expedited permit programs, Residential Express Permit Program and
Green Path Program, be suspended until workload allows for the objectives of the
programs to be successfully achieved.
CARRIED
5. CAO15 -006 – Strategic Plan Report Card 2014
General Committee recommends:
THAT Report No. CAO15-006 be received for information.
CARRIED
6. CAO15 -004 – Excellence Matters Aurora
General Committee recommends:
THAT Report No. CAO15-004 be received for information.
CARRIED
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9. LLS15-029 – Notice Policy
General Committee consented to table Item 9 until after the consideration of Item 16.
General Committee recommends:
THAT Report No. LLS15-029 be received; and
THAT staff bring forward By-law Number 5710-15, “BEING A BY-LAW to define
the public notice policies and procedures for The Corporation of the Town of
Aurora” to a future Council meeting for enactment; and
THAT “Administration Procedure No. 62 – Notice Provision Policy”, as amended,
be repealed on the day that By-law Number 5710-15 comes into force.
CARRIED
10. LLS15-032 – Flag Protocol and Flag Raising Policy
General Committee recommends:
THAT Report No. LLS15-032 be received; and
THAT the “Flag Protocol and Flag Raising Policy” attached to Report No. LLS15-
032 be approved; and
THAT Town of Aurora “Administration Procedure No. 59 – Flag Raising Policy” be
repealed and replaced with the “Flag Protocol and Flag Raising Policy” attached
to Report No. LLS15-032; and
THAT the description and guidelines for the Official Town Flag as set out in
Report No. LLS15-032 be approved.
CARRIED
11. LLS15-025 – Audio Recording of Closed Session Meetings – Additional
Information
General Committee recommends:
THAT Report No. LLS15-025 be received for information.
CARRIED
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12. PR15-011 – Parks Maintenance Service Level Standards
General Committee recommends:
THAT Report No. PR15-011 be received; and
THAT the Parks Maintenance Service Level Standards be received by Council as
information; and
THAT, subject to any clarifications, questions and or requested revisions by
Council, the Parks Maintenance Service Level Standards be adopted effective
June 1, 2015; and
THAT all remaining funds be returned to source.
CARRIED
13. PR15-012 – Tree Permit Application for 302 Ridge Road
General Committee recommends:
THAT Report No. PR15-012 be received; and
THAT a permit be issued to the property owner for the removal of seven (7) trees
from a property located at 302 Ridge Road.
CARRIED
14. Parks and Recreation Advisory Committee Meeting Minutes of April 16, 2015
General Committee recommends:
THAT the Parks and Recreation Advisory Committee meeting minutes of April 16,
2015 be received for information.
CARRIED
16. Memorandum from Chief Administrative Officer
Re: Communications
General Committee recommends:
THAT the memorandum regarding Communications be received; and
THAT a public Council workshop be scheduled to review the Communications
Policies and Corporate Communications Strategic Plan; and
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THAT staff be directed to engage residents, including at the upcoming 2015
Aurora Chamber Street Festival, to obtain ideas on improving the Town’s
communication and engagement practices and policies.
CARRIED
8. NOTICES OF MOTION
(a) Councillor Mrakas
Re: Canada Post Community Mailboxes
WHEREAS the installation of community mailboxes raises several of the
same concerns as the installation of above-ground plant (e.g., utility boxes) in
municipally-owned right-of-way; and
WHEREAS the installation of community mailboxes might require installation
requests for additional sidewalks where no sidewalks currently exist; and
WHEREAS the installation of community mailboxes might require installation of
additional sidewalk approach ramps for easier access, for persons with disabilities
or pushing strollers and/or seniors; and
WHEREAS increased snow clearing responsibilities for adjacent property owners
and the Town would be needed; and
WHEREAS installation of additional sign posts, adjacent to community mailboxes
for parking regulation changes will be needed; and
WHEREAS the installation of community mailboxes might require additional street
light requests to improve visibility to and from community mailbox locations and
security at these locations.
NOW THEREFORE BE IT HEREBY RESOLVED THAT the Town of Aurora
endorse the City of Hamilton’s opposition to the elimination of home mail delivery
and installation of community mailboxes; and
BE IT FURTHER RESOLVED THAT Council direct the Mayor to send a letter that
would request the Federal Minister of Transport, who oversees Canada Post, to
require Canada Post to halt installation of community mailboxes immediately and
to revise its Five-point Action Plan, which includes the elimination of home
mail delivery, and engage in full and meaningful consultation with all
stakeholders, including the Town and its residents; and
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BE IT FURTHER RESOLVED THAT Council direct staff to bring forward
recommendations to the next General Committee meeting to align the Town’s by-
laws with the City of Hamilton’s By-law Number 15-091 which regulates the
installation of equipment on roads; and
BE IT FURTHER RESOLVED THAT Council direct staff to develop appropriate
standards to require Canada Post to apply for permits with an appropriate fee that
reflects the resources required and costs incurred by the Town to install
community mailboxes in established neighbourhoods; and
BE IT FURTHER RESOLVED THAT staff bring back a new bylaw for Council’s
enactment at the next Council meeting.
9. NEW BUSINESS/GENERAL INFORMATION
Councillor Humfryes requested that staff report back to Council on opportunities to
implement a temporary right of access to adjacent landowner property.
General Committee recommends:
THAT staff be directed to report back to Council on opportunities to implement a
temporary right of access to adjacent landowner property in accordance with s. 132
of the Municipal Act, 2001.
CARRIED
Councillor Humfryes announced that the 6th Annual Portraits of Giving Exhibit would be
taking place on May 7, 2015, at Upper Canada Mall in Newmarket.
Councillor Humfryes extended congratulations to the Special Olympics Ontario-Aurora
team for their participation in the International Bocce Tournament and encouraged
everyone to join team practices at the Aurora Seniors’ Centre, which would commence at
the end of June.
Councillor Thompson extended a reminder that the deadline to contribute to the Run or
Walk for Southlake is May 15, 2015.
Councillor Thom extended congratulations to the Duke and Duchess of Cambridge on the
birth of their daughter Charlotte Elizabeth Diana.
Councillor Thom noted the 70th anniversary of the Liberation of the Netherlands.
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Tuesday, May 5, 2015 Page 9 of 9
10. CLOSED SESSION
General Committee consented to resolve into a Closed Session meeting following
adjournment to consider:
1. Personal matters about an identifiable individual, including a Town or Local Board
employee; Re: Staff Performance
11. ADJOURNMENT
The meeting was adjourned at 9:53 p.m.
WENDY GAERTNER, COUNCILLOR STEPHEN M. A. HUYCKE, TOWN CLERK
THE REPORT OF THE GENERAL COMMITTEE MEETING OF MAY 5, 2015 RECEIVED
FINAL APPROVAL AND COUNCIL ENDORSEMENT OF THE RECOMMENDATIONS ON
MAY 11, 2015 WITH THE EXCEPTION OF ITEMS 3, 8, AND 16 WHICH WERE PULLED AND
APPROVED AS RECOMMENDED, AND ITEM 11 WHICH WAS PULLED AND APPROVED
AS AMENDED.