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MINUTES - General Committee - 20151201 TOWN OF AURORA GENERAL COMMITTEE MEETING REPORT Council Chambers Aurora Town Hall Tuesday, December 1, 2015 ATTENDANCE COUNCIL MEMBERS Councillor Humfryes in the Chair; Councillors Abel, Gaertner, Kim, Mrakas, Pirri, Thom, Thompson, and Mayor Dawe MEMBERS ABSENT None OTHER ATTENDEES Interim 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 Parks and Recreation Services, Director of Planning and Development Services, Town Clerk, 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General Committee approved the agenda as circulated by Legal and Legislative Services, with the following change:  Withdrawn: Item 9 - PL15-095 – Official Plan Amendment, Ancillary Uses Policy – Business Park, 2C Secondary Plan Aurora, File No. OPA-03-2015 General Committee Meeting Report Tuesday, December 1, 2015 Page 2 of 9 3. DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 2, 3, 7, 10, 11, 12, and 13 were identified for discussion. 4. ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Items 1, 4, 5, 6, 8, 14, 15, 16, 17, and 18 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: 1. BBS15-016 – Request for Sign Variance to Sign By-law No. 4898-07.P for the McDonald’s at 229-239 Earl Stewart Drive THAT Report No. BBS15-016 be received; and THAT a request for variance to Sign By-law No. 4898-07.P to allow a second wall sign on east elevation of McDonald’s at 229-239 Earl Stewart Drive, whereas Sign By-law No. 4898-07.P restricts the number of wall signs on this elevation to one wall sign, be approved; and THAT a request for variance to Sign By-law No. 4898-07.P to allow three wall signs on the south elevation of McDonald’s at 229-239 Earl Stewart Drive, whereas Sign By-law No. 4898-07.P does not allow any wall signs on this elevation, be approved; and THAT a request for variance to Sign By-law No. 4898-07.P to allow a wall sign on west elevation of McDonald’s at 229-239 Earl Stewart Drive, whereas Sign By- law No. 4898-07.P does not allow any wall signs on this elevation, be approved; and THAT a request for variance to Sign By-law No. 4898-07.P to permit two pre- menu board signs for the McDonald’s drive thru facility located at 229-239 Earl Stewart Drive, whereas Sign By-law No. 4898-07.P only allow for one pre-menu board sign, be approved; and THAT a request for variance to Sign By-law No. 4898-07.P to permit two menu board signs for the McDonald’s drive thru facility located at 229-239 Earl Stewart Drive, whereas Sign By-law No. 4898-07.P allows only for one menu board sign, be approved; and General Committee Meeting Report Tuesday, December 1, 2015 Page 3 of 9 THAT a request for variance to Sign By-law No. 4898-07.P to permit each menu board sign to have a sign area of 4.6 m² for the McDonald’s drive thru facility located at 229-239 Earl Stewart Drive, whereas Sign By-law No. 4898-07.P allows a maximum sign area of 4.0 m² for menu board signs, be approved. 4. CFS15-052 – 2015 Operating Surplus/Deficit Control By-law THAT Report No. CFS15-052 be received; and THAT By-law Number 5783-15 be adopted to authorize the Treasurer and the Chief Administrative Officer to make any necessary year-end financial adjustments and to allocate any 2015 Operating Fund surplus in the following order of priority: i. That any unspent funds from various reserve funds allocated in the 2015 Budget for specific expenditures be returned to the respective original reserve fund sources from which they came; and ii. That any net Building Permit revenue surplus/deficit be allocated to/funded from the Building Permit Fees Reserve; and iii. That the remainder of any surplus be allocated to budget carry-forward items, being Council approved special projects or initiatives funded in the Operating Fund in the subject year, but not started by year end; and iv. That up to a maximum of $370,000.00 of any then remaining surplus be allocated to the Tax Rate Stabilization Reserve Fund to assist with the stabilization of tax rates in future years which may be subject to fluctuations due to significant changes in service levels or municipal costs, or changes in expected revenues; and v. That the remainder of any surplus be allocated proportionately to the tax rate funded Repair & Replacement reserves; and Or, alternatively, in the event of a year-end operating deficit, that adjustments i, and ii above are authorized, with the remaining net shortfall being funded from the Tax Rate Stabilization reserve; and THAT the provisions made within By-law Number 5783-15 be adopted to authorize the Treasurer and the Chief Administrative Officer to allocate any 2015 surplus or alternatively fund any deficit in the Water, Wastewater, or Stormwater budgets to or from the appropriate related reserve accounts; and General Committee Meeting Report Tuesday, December 1, 2015 Page 4 of 9 THAT the adjustments authorized herein are to occur with an effective date of December 31, 2015, and which may be made prior to or after December 31, 2015; and THAT the Treasurer and Chief Administrative Officer report to Council through General Committee after the year end surplus/deficit control adjustments and allocations have been performed. 5. CFS15-053 – Creation of One Additional Reserve Fund Account THAT Report No. CFS15-053 be received; and THAT By-law Number 5784-15, a by-law to amend the Reserve Fund By-law Number 5553-13 to add the Community Benefit Contributions reserve fund schedule, be adopted. 6. CFS15-054 – 2016 Interim Property Tax Levy THAT Report No. CFS15-054 be received; and THAT By-law Number 5786-15 be adopted to authorize the levying of 2016 interim property taxes on all rateable properties and to establish installment due dates. 8. PL15-093 – Applications for Exemption from Part Lot Control, TACC Developments (Aurora) Inc., Blocks 157 and 158, Plan 65M- 4424, File No.: PLC-2015-10 THAT Report No. PL15-093 be received; and THAT the Application for Exemption from Part Lot Control submitted by TACC Developments (Aurora) Inc. to divide Blocks 157 and 158 on Plan 65M-4424 in to fourteen (14) separate lots for townhouse units be approved; and THAT the Part Lot Control Exemption By-laws be enacted at the next available Council meeting. 14. PR15-043 – ActiveNet Agreement THAT Report No. PR15-043 be received; and THAT the Director of Parks and Recreation Services be authorized to enter into an agreement with Active Network for the use of the “ActiveNet” recreation program and facility rental registration system under the single source provisions of the Procurement By-law; and General Committee Meeting Report Tuesday, December 1, 2015 Page 5 of 9 THAT the Director of Parks and Recreation Services be authorized to enter into a Service agreement for $33,000.00 + HST with Active Network for the upgrade from the existing “Class” system to the new “ActiveNet” system under the single source provisions of the Procurement By-law, including any and all documents and ancillary agreements required to give effect to same. 15. Accessibility Advisory Committee Meeting Minutes of November 4, 2015 THAT the Accessibility Advisory Committee meeting minutes of November 4, 2015, be received for information. 16. Environmental Advisory Committee Meeting Minutes of November 5, 2015 THAT the Environmental Advisory Committee meeting minutes of November 5, 2015, be received; and THAT the Environmental Advisory Committee recommend to Council: 1. Correspondence from Melville James, EAC Member Re: Proposed Environmental Seminar/Forum THAT $1,000 from the 2016 Environmental Initiatives budget be allocated to the 2016 Community Environmental Forum. New Business Motion No. 1 THAT staff be directed to report back to the Environmental Advisory Committee on the feasibility of prohibiting the use of plastic water bottles in Town facilities. 17. Economic Development Advisory Committee Meeting Minutes of November 12, 2015 THAT the Economic Development Advisory Committee meeting minutes of November 12, 2015, be received for information. 18. Community Recognition Review Ad Hoc Committee Meeting Minutes of November 17, 2015 THAT the Community Recognition Review Ad Hoc Committee meeting minutes of November 17, 2015, be received; and THAT the Community Recognition Review Ad Hoc Committee recommend to Council: General Committee Meeting Report Tuesday, December 1, 2015 Page 6 of 9 1. Round Table Discussion THAT the following four (4) members of the Committee who are Citizen of the Year recipients comprise the Selection Committee for the 2015 Community Recognition Awards: Diane Buchanan, Steve Hinder, Brian North, and Jo-anne Spitzer. New Business Motion No. 1 THAT the Community Recognition Review Ad Hoc Committee be restructured into an Advisory Committee to meet regularly, with the same membership, and a new Terms of Reference for the remainder of the 2014- 2018 Term of Council. CARRIED 5. DELEGATIONS (a) Mike Scanlon, Resident Re: Traffic Concerns on John West Way, Civic Square Gate and Hollandview Trail Mr. Scanlon expressed concerns regarding traffic volume, poor sightlines, vehicle speed and safety in the area of Hollandview Trail, Civic Square Gate, and John West Way, and submitted a petition from area residents requesting that the Town implement traffic calming measures. General Committee received the comments of the delegation for information. 6. PRESENTATIONS BY THE ADVISORY COMMITTEE CHAIR None 7. CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 2. BBS15-017 – Parking Permit Program General Committee recommends: THAT Report No. BBS15-017 be received; and THAT fifteen (15) parking spaces at the Town Park be offered to residents living in close proximity as part of the Parking Permit Program; and General Committee Meeting Report Tuesday, December 1, 2015 Page 7 of 9 THAT staff bring forward to a future Council meeting amendments to the Parks By-Law Number 4283-01.P to restrict parking around Town Park to three (3) hours, Monday to Friday, between the hours of 6:00 a.m. and 6:00 p.m.; and THAT staff be authorized to expand the Automated Issuance Management System (AIMS) program to a comprehensive Parking Permit Management Solution providing for just-in-time and special consideration parking permits. CARRIED 3. CFS15-051 – Interim Operating Budget Forecast – as at September 30, 2015 General Committee recommends: THAT Report No. CFS15-051 be received for information. CARRIED 7. LLS15-065 – Publication of Council Voting Records General Committee recommends: THAT Report No. LLS15-065 be received; and THAT a record of recorded vote taken at Council meetings on or after January 1, 2015, be published on the Town’s website in the same format as Attachment 1 to Report No. LLS15-065; and THAT staff be authorized to amend the method of publishing the record of recorded votes upon implementation of any upgrades to the Council Chamber Audio-Video System, or upon implementation of an electronic meeting management system, provided that either system is capable of providing a similar reporting function and information as referred into Report No. LLS15-065. CARRIED 10. PL15-096 – Community Improvement Plan Incentive Program Application PMK Capital Inc., 95 Wellington Street East File No. CIP-2014-02 General Committee recommends: THAT Report No. PL15-096 be received; and General Committee Meeting Report Tuesday, December 1, 2015 Page 8 of 9 THAT the application made by PMK Capital Inc. for the Tax-Based Redevelopment Grant be approved. CARRIED 11. PL15-097 – Planning Applications Status List General Committee recommends: THAT Report No. PL15-097 be received for information CARRIED 12. PR15-040 – Purchase Order Increase for Cultural Precinct Consultant General Committee recommends: THAT Report No. PR15-040 be received; and THAT the Purchase Order for Fotenn Consultants Ltd. be increased by $21,185.00, excluding taxes, to be funded from the Tax Rate Stabilization Reserve Fund. CARRIED 13. PR15-041 – Amendment to Lease Agreement: Vending and Concessions General Committee recommends: THAT Report No. PR15-041 be received; and THAT an Amendment to the Lease Agreement between the Town of Aurora and Global Brand Foods Inc. for the lease of space in Town facilities for the operation of concession stands, as well as the lease of space in various Town facilities for the operation of snack food and beverage vending machines be approved; and THAT the Mayor and Town Clerk be authorized to execute the Lease Agreement, including any and all documents and ancillary agreements required to give effect to same. CARRIED 8. NOTICES OF MOTION None General Committee Meeting Report Tuesday, December 1, 2015 Page 9 of 9 9. NEW BUSINESS/GENERAL INFORMATION Councillor Mrakas proposed that the concerns raised by Delegation (a) Mike Scanlon, Resident; Re: Traffic Concerns on John West Way, Civic Square Gate and Hollandview Trail, be investigated by staff. New Business Motion No. 1 General Committee recommends: THAT staff be directed to report back to Council to address the traffic concerns raised by Delegation (a) at the General Committee meeting of December 1, 2015, respecting the area of John West Way, Civic Square Gate, and Hollandview Trail. CARRIED Councillor Pirri suggested that the concerns regarding speeding on John West Way and Hollandview Trail be discussed with the York Regional Police. 10. CLOSED SESSION None 11. ADJOURNMENT The meeting was adjourned at 9:06 p.m. SANDRA HUMFRYES, COUNCILLOR STEPHEN M. A. HUYCKE, TOWN CLERK THE REPORT OF THE GENERAL COMMITTEE MEETING OF DECEMBER 1, 2015, RECEIVED FINAL APPROVAL AND COUNCIL ENDORSEMENT OF THE RECOMMENDATIONS ON DECEMBER 8, 2015, WITH THE EXCEPTION OF ITEM 2 WHICH WAS PULLED AND APPROVED AS PRESENTED.