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MINUTES - General Committee - 20160920 Town of Aurora General Committee Meeting Report Council Chambers Aurora Town Hall Tuesday, September 20, 2016 Attendance Council Members Councillor Pirri in the Chair; Councillors Abel, Gaertner, Kim, Mrakas, Thom, and Thompson Members Absent Councillor Humfryes and Mayor Dawe Other Attendees Doug Nadorozny, Chief Administrative Officer, Techa van Leeuwen, Director of Corporate Services, Ilmar Simanovskis, Director of Infrastructure and Environmental Services, Dan Elliott, Director of Financial Services, Al Downey, Director of Parks, Recreation and Cultural Services, Marco Ramunno, Director of Planning and Building Services, Stephanie Mackenzie-Smith, Manager of Corporate Communications, Patricia De Sario, Town Solicitor, Lisa Lyons, Town Clerk, and Samantha Yew, Council/Committee Secretary The Chair called the meeting to order at 7 p.m. General Committee consented to resolve into a Closed Session meeting at 9:13 p.m., and reconvened into open session at 10:10 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 Legislative Services, with the following additions: General Committee Meeting Report Tuesday, September 20, 2016 Page 2 of 12  Delegation (a) Nancee Webb, Vice-Chair, Aurora Community Arboretum Re: Sign post/Bur Oak in the Aurora Community Arboretum (ACA)  Notice of Motion (d) Councillor Pirri Re: Municipal Economic Development Services (Carried on a two-thirds vote) 3. Determination of Items Requiring Separate Discussion Items 1, 2, 4, 5, 7, 9, 10, 13, and 14 were identified for discussion. 4. Adoption of Items Not Requiring Separate Discussion Items 3, 6, 8, 11, 12, 15, and 16 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: 3. FS16-028 – Capital Projects Status & Closures as of July 31, 2016 1. That Report No. FS16-028 be received; and 2. That the capital project closures and capital funding adjustments outlined in Attachments #1 and #2 be approved. 6. IES16-072 – Award of Tender IES 2016-63 - For Plumbing Services 1. That Report No. IES16-072 be received; and 2. That Request for Proposal IES 2016-63 – for the Supply of Plumbing Services on an as needed basis be awarded to Rapid Plumbing Inc. at the unit prices tendered for a three (3) year contract; and 3. That a purchase order in the amount of $203,430, excluding taxes, be approved in favour of Rapid Plumbing Inc. for the first year of services; and General Committee Meeting Report Tuesday, September 20, 2016 Page 3 of 12 4. That the Director of Infrastructure and Environmental Services be authorized to renew Tender IES 2016-63 for an additional two (2), one (1) year optional years, pending an annual analysis and satisfactory performance review, for a total contract duration of up to five (5) years; and 5. That the Director of Infrastructure and Environmental Services be authorized to approve additional expenditures within the scope of the contract to an amount up to the approved annual operating budget for these services over the term of the contract; and 6. 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. 8. PRCS16-043 – Culture and Recreation Grant Semi-Annual Allocation for September 2016 1. That Report No. PRCS16-043 be received for information. 11. PBS16-074 – Required Building By-law Amendments for Implementation of the Mandatory Sewage System Maintenance Inspection Program 1. That Report No. PBS16-074 be received; and 2. That amendments to Building By-law No. 5402-12, as amended, to implement the mandatory sewage system maintenance inspection program in accordance with the Ontario Building Code, be enacted at a future Council meeting. 12. Joint Council Committee Meeting Minutes of January 12, January 12 (Closed Session), March 1, April 5, May 10, June 7, and June 7 (Closed Session), 2016 1. That the Joint Council Committee meeting minutes of January 12, January 12 (Closed Session), March 1, April 5, May 10, June 7, and June 7 (Closed Session), 2016, be received for information. General Committee Meeting Report Tuesday, September 20, 2016 Page 4 of 12 15. Accessibility Advisory Committee Meeting Minutes of September 7, 2016 1. That the Accessibility Advisory Committee meeting minutes of September 7, 2016, be received for information. 16. Heritage Advisory Committee Meeting Minutes of September 12, 2016 1. That the Heritage Advisory Committee meeting minutes of September 12, 2016, be received; and 1. HAC16-009 – Request to Remove a Property from the Aurora Register of Properties of Cultural Heritage Value or Interest, 68 Temperance Street 1. That the property located at 68 Temperance Street be removed from the Aurora Register of Properties of Cultural Heritage Value or Interest; and 2. That future building elevations are subject to approval of Planning Staff to ensure the proposed new dwelling will maintain the heritage character of the area. 2. HAC16-010 – Heritage Permit Application, 40 Maple Street, File Number: NE-HCD-HPA-16-06 1. That the demolition of the existing detached garage be approved; and 2. That Heritage Permit Application NE-HCD-HPA-16-06 be approved to permit the construction of a 45m2 accessory structure; and 3. That the dormer on the front elevation of the garage be removed from the proposed design. Carried General Committee Meeting Report Tuesday, September 20, 2016 Page 5 of 12 5. Delegations (a) Nancee Webb, Vice-Chair, Aurora Community Arboretum Re: Sign post/Bur Oak in the Aurora Community Arboretum (ACA) Ms. Webb provided an overview of the proposed sign post to be created from the stump of a large Bur Oak tree in the Arboretum. 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 1. CS16-001 – Microsoft Software Licensing General Committee recommends: 1. That Report No. CS16-001 be received; and 2. That Staff be authorized to enter into an Enterprise Agreement for Microsoft Licensing with Large Account Reseller SoftChoice in the amount of $162,000 per year plus tax for a three (3) year period; and 3. That the Director of Corporate Services be authorized to approve a subsequent purchase order increase to an amount not to exceed the approved annual operating budget for licenses. Carried 2. CS16-002 – OSPCA Contract Renewal General Committee recommends: 1. That Report No. CS16-002 be received; and 2. That the Town extend the current Animal Control Services agreement between the Town of Aurora and Ontario Society for the Prevention of General Committee Meeting Report Tuesday, September 20, 2016 Page 6 of 12 Cruelty to Animals (OSPCA) for a period of one (1) year from January 1 to December 31, 2017, at a cost of $211,530, plus CPI (excluding taxes); and 3. That an increase in the Animal Control Service agreement, to provide additional patrol services to meet the needs of the growing community, be considered as part of the 2017 budget process; and 4. That the Mayor and Town Clerk be authorized to execute the agreement, including any and all documents and ancillary agreements to give effect to same. Carried 4. IES16-070 – York Region Transportation Master Plan - Notice of Completion and Comment Period General Committee recommends: 1. That Report No. IES16-070 be received for information. Carried 5. IES16-071 – Award of Tender IES 2016-51- For Electrical Services General Committee recommends: 1. That Report No. IES16-071 be received; and 2. That Request for Proposal IES 2016-51 – to Perform Electrical Repairs, Installations and Preventative Maintenance (Including Inverter Systems) on an as needed basis be awarded to Smith & Long Ltd. and R. A. Graham Contractors Ltd. at the unit prices tendered for a five (5) year contract; and 3. That purchase orders in the combined amount of $250,000, excluding taxes, be approved in favour of the approved vendors for the first five (5) years of services; and 4. That the Director of Infrastructure and Environmental Services be authorized to renew Tender IES 2016-51 for an additional two (2), one (1) year optional years, pending an annual analysis and satisfactory General Committee Meeting Report Tuesday, September 20, 2016 Page 7 of 12 performance review, for a total contract duration of up to seven (7) years; and 5. That the Director of Infrastructure and Environmental Services be authorized to approve additional expenditures within the scope of the contract to an amount up to the approved annual operating budget for these services over the term of the contract; and 6. 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. Carried 7. IES16-073 – Library Square/Downtown Traffic Management Plan General Committee recommends: 1. That Report No. IES16-073 be received for information. Carried 9. PBS16-072 – Planning Applications Status List General Committee recommends: 1. That Report No. PBS16-072 be received for information. Carried 10. PBS16-073 – Provincial Co-ordinated Land Use Planning Review General Committee recommends: 1. That Item 10, Report No. PBS16-073 – Provincial Co-ordinated Land Use Planning Review, be referred back to staff with Council’s comments for a report back at the General Committee meeting of October 4, 2016. Motion to refer Carried General Committee Meeting Report Tuesday, September 20, 2016 Page 8 of 12 13. IES16-069 – Award of Tender IES 2016-82 for the Speed Cushion Installation Pilot Project General Committee recommends: 1. That Report No. IES16-069 be received; and 2. That Tender IES 2016-82, Capital Project No. 31154 for the Speed Cushion Installation Pilot Project be awarded to Edgeway Paving Ltd. in the amount of $126,300.00 excluding taxes; and 3. That additional funding in the amount of $42,000 be provided for the Capital Project No. 31154, Speed Cushion Installation Pilot Project; and 4. 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. Carried 14. IES16-074 – Award of Tender IES 2016-82 for the Speed Cushion Installation - Request for Partial Award General Committee recommends: 1. That Report No. IES16-074 be received for information. Carried 8. Notices of Motion (a) Councillor Kim Re: Cultural Partners Whereas the Town of Aurora’s Cultural Master Plan acknowledges that “culture” attracts new and creative talents; boosts tourism, increases economic activity and quality of life for all; and Whereas having strong cultural partners often offers a town an identity; builds and sustains a sense of community cohesion and pride; and General Committee Meeting Report Tuesday, September 20, 2016 Page 9 of 12 Whereas a unique and memorable cultural experience remains with people for a very long time; and Whereas the Town of Aurora has many strong cultural partners and they are all very much valued and appreciated; and Whereas there are synergies to be identified in sharing and cooperation of resources; and Whereas studies have shown that strong municipal support of cultural partners plays a significant role in allowing cultural partners achieve their full potential; and Whereas the Town annually contributes to the operational needs of our cultural partners; and Whereas the Town, through the Finance Advisory Committee, is undergoing a review of how programs and services are being delivered to residents through all Town departments; and Whereas Council identified during the fiscal 2016 budget proceedings the need for our cultural partners to have predictable and long-term funding and or support; Now Therefore It Be Hereby Resolved That “cultural partners” be identified as any group or organization that is financially supported through direct funding or exclusive use of Town facilities in the delivery of Cultural programming; and Be It Further Resolved That the CAO report to Council with a list of Cultural Partners and a terms of reference for the a review of existing delivery models and a review of possible alternative approaches in the delivery of cultural programs and service to residents; and Be It Further Resolved That upon acceptance of the terms of reference by Council, the CAO commence the review and report back to Council with delivery options and recommendations by the end March 31, 2017. General Committee Meeting Report Tuesday, September 20, 2016 Page 10 of 12 (b) Councillor Gaertner Re: Public Notice for Site Plan Applications Whereas the Planning Act does not require neighbourhood notification for site plan applications submitted under Section 41 of the Planning Act; and Whereas these kinds of applications have the potential to significantly affect a neighbourhood; and Whereas it is respectful to ensure that residents are fully informed of proposed development; Now Therefore Be It Hereby Resolved That Council direct Planning staff to formulate a policy that will require the same notification and signage required for Public Planning development applications; and Be It Further Resolved That this draft policy be presented at a General Committee meeting before the end of 2016. (c) Councillor Abel Re: Portable Fully Accessible Washroom Trailer Whereas the Town of Aurora hosts many events, including celebrations and festivals that bring in residents and visitors by the thousands; and Whereas there are other local community events that do the same; and Whereas we are an inclusive community, with a statutory Accessibility Advisory Committee, and a proud community that adopted the Provincial Accessibility for Ontarians with Disabilities Act (AODA), that sets guidelines to eliminate barriers for those with physical challenges; and Whereas there is a group of volunteers that are creating awareness for the need to fund a portable fully accessible washroom trailer, complete with lifts and change tables, to address every accessible challenge; and Whereas the idea of this portable fully accessible washroom trailer was received and endorsed by the York Region Festival Alliance as an excellent addition for washroom provisions to the dozens of festivals held each year; and General Committee Meeting Report Tuesday, September 20, 2016 Page 11 of 12 Whereas the Mayor of the Town of Whitchurch-Stouffville, Mayor Justin Altmann, recently encouraged his invited wedding guests (which was the whole Town), and pledged all his wedding gifts received in cash to the sum of $50,000, to fund the $100,000 cost of the trailer; and Whereas the Town of Whitchurch-Stouffville will store the trailer when it is not in use, transport the trailer at a nominal cost to festivals and events in the Region, and provide liability insurance; and Whereas if each municipality in York Region made a nominal donation of $5,000, the purchase of the portable fully accessible washroom trailer could be realized; Now Therefore Be It Hereby Resolved That the Town of Aurora donate $5,000 to the purchase of the portable fully accessible washroom trailer, funded through the Accessibility Advisory Fund, or from a reserve identified by staff and/or Council; and Be It Further Resolved That a letter of this Council resolution be circulated to York Region and all municipalities in York Region, to be received by their respective Councils and Accessibility Advisory Committees. (d) Councillor Pirri Re: Municipal Economic Development Services Whereas Municipal Economic Development is an activity which can be undertaken under a variety of models; and Whereas the Town of Aurora has currently adopted a Community Advisory Committee approach; and Whereas it is important that the Town of Aurora ensures adherence to best practices; Now Therefore Be It Hereby Resolved That the Chief Administrative Officer investigate and report back to Council with regard to the best model to deliver Economic Development Services for the Town of Aurora moving forward; and General Committee Meeting Report Tuesday, September 20, 2016 Page 12 of 12 Be It Further Resolved That this report be brought back in time to be considered for the 2017 budget. 9. New Business/General Information Councillor Mrakas commended the organizers of the Magna Hoedown on a job well done, and noted that it was a very successful event. 10. Closed Session General Committee consented to resolve into Closed Session to consider the following matters: 1. Advice that is subject to solicitor-client privilege, including communications necessary for that purpose (section 239(2)(f) of the Municipal Act, 2001); Re: 45 Mosley Street 2. A proposed or pending acquisition or disposition of land by the municipality (section 239(2)(c) of the Municipal Act, 2001); Re: Eric T. Smith Way 11. Adjournment The meeting was adjourned at 10:11 p.m. _________________________________ _________________________________ Paul Pirri, Councillor Lisa Lyons, Town Clerk The report of the General Committee meeting of September 20, 2016, received final approval and Council endorsement of the recommendations on September 27, 2016, with the exception of Items 2 and 13, which were pulled for separate discussion and approved as presented.