MINUTES - General Committee - 20170404
Town of Aurora
General Committee Meeting Report
Council Chambers
Aurora Town Hall
Tuesday, April 4, 2017
Attendance
Council Members Mayor Dawe in the Chair; Councillors Abel, Humfryes, Kim (arrived
7:18 p.m.), Pirri, Thom, and Thompson
Members Absent Councillors Gaertner and Mrakas
Other Attendees Doug Nadorozny, Chief Administrative Officer, Techa van
Leeuwen, Director of Corporate 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, Anca Mihail, Manager of Engineering
and Capital Delivery, Patricia De Sario, Town Solicitor, Samantha
Yew, Deputy Clerk, and Linda Bottos, Council/Committee Secretary
General Committee nominated Mayor Dawe as Chair in the absence of Councillor
Gaertner.
The Chair called the meeting to order at 7 p.m.
General Committee consented to recess the meeting at 9:41 p.m. and reconvene the
meeting at 9:52 p.m.
General Committee consented to extend the hour past 10:30 p.m.
General Committee consented on a two-thirds vote to extend the hour past 11 p.m.
General Committee Meeting Report
Tuesday, April 4, 2017 Page 2 of 12
1. Approval of the Agenda
General Committee approved the agenda as circulated by Legislative Services,
with the following additions:
• Presentation (c) Laurie Mueller and Erin Hamilton, Sport Aurora; Re: Sport
Plan Progress and Report
• Delegation (a) Jamie Cole, Aurora King Baseball Association; Re: Baseball
Diamond Shortage
• Delegation (b) Jamie MacDonald, Music Aurora; Re: Canada 150 Celebrations
– New Summer Music Festival
• Delegation (c) Javed Khan, Aurora Chamber of Commerce, and Ron Weese,
Sport Aurora; Re: Music Aurora
• Item R9 – Report No. PRCS17-012 – Music Aurora
• Item R10 – Excerpt from Minutes – Central York Fire Services – Joint Council
Committee (JCC) Meeting of February 7, 2017, regarding the Consolidation
Study
2. Declarations of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
3. Presentations
(a) Anca Mihail, Manager, Engineering and Capital Delivery
Re: Item R1 – IES17-015 – Ten-Year Capital Road Reconstruction
Program
General Committee consented on a two-thirds vote to waive the requirements of the
Procedure By-law to extend the time allowed for the presentation past ten minutes.
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Tuesday, April 4, 2017 Page 3 of 12
Ms. Mihail delivered a presentation on pavement management, including
pavement management systems, pavement condition data collection and
processing, roads reconstruction and rehabilitation analysis, and next steps.
General Committee received and referred the comments of the presentation to
Item R1.
(b) Dan Elliott, Director of Financial Services - Treasurer
Re: Item R2 – FS17-003 – Joint Operations Centre (JOC) Project:
Financial Summary Report
General Committee consented on a two-thirds vote to waive the requirements of the
Procedure By-law to extend the time allowed for the presentation past ten minutes.
Mr. Elliott presented an overview of the JOC Project Financial Summary
Report, and highlighted key elements including land acquisition, budget
development, construction costs, funding sources, interim financing and costs
of debt, sale of Scanlon Court properties, and lessons learned.
General Committee received and referred the comments of the presentation to
Item R2.
(c) Laurie Mueller and Erin Hamilton, Sport Aurora
Re: Sport Plan Progress and Report
General Committee consented on a two-thirds vote to waive the requirements of the
Procedure By-law to extend the time allowed for the presentation past ten minutes.
Ms. Mueller and Ms. Hamilton presented an update on two of the deliverables
for Year One of the Aurora Sport Plan, and highlighted elements of Task 15 –
Access and Needs to Support Persons with a Disability, and Task 16 –
Barriers to Participation and Mechanisms to Increase Participation for
Residents of Low-income Backgrounds.
General Committee received the presentation for information.
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Tuesday, April 4, 2017 Page 4 of 12
4. Delegations
(a) Jamie Cole, President, Aurora King Baseball Association
Re: Baseball Diamond Shortage
Mr. Cole presented background on the Aurora King Baseball Association,
including the challenges of growth and capacity, and expressed concern
regarding the shortage of baseball diamonds in Town.
General Committee received and referred the comments of the delegation to
staff.
(b) Jamie MacDonald, President, Music Aurora
Re: Canada 150 Celebrations – New Summer Music Festival
Mr. MacDonald presented background on Music Aurora. He provided a brief
overview of the new Aurora Summer Music Festival (ASMF) and asked that
the Town support the ASMF as a Canada 150 Town-sponsored event,
approve funding of $16,000, and approve the support of Town staff from
Communications and Parks, Recreation and Cultural Services.
General Committee received and referred the comments of the delegation to
staff.
(c) Javed Khan, Aurora Chamber of Commerce, and Ron Weese, Sport
Aurora
Re: Music Aurora
Mr. Khan and Mr. Weese spoke in support of Music Aurora and the new
Aurora Summer Music Festival.
General Committee received and referred the comments of the delegation to
staff.
5. Consent Agenda
General Committee recommends:
That the following Consent Agenda items, C1 to C5 inclusive, be approved:
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Tuesday, April 4, 2017 Page 5 of 12
C1. IES17-014 – Submission of Annual Drinking Water Quality Report
1. That Report No. IES17-014 be received for information.
C2. IES17-016 – Award of Tender IES 2016-103 – Closed Circuit Television
(CCTV) Sewer Inspection Services
1. That Report No. IES17-016 be received; and
2. That Tender No. IES 2016-103 for Capital Project No. 41011 – Closed
Circuit Television (CCTV) Sewer Inspection Services for sewer
inspection services at various locations in the Town of Aurora for one (1)
Year (with an option to renew for an additional two (2) one (1) year
periods), be awarded to Infrastructure Intelligence Services Inc. in the
amount of $134,460 excluding taxes; and
3. That the Director of Infrastructure and Environmental Services be
authorized to renew Tender IES 2016-103 for an additional two (2), one
(1) year periods, pending an annual analysis and satisfactory
performance review by the Director; 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.
C3. IES17-017 – Award of Tender 2017-26-IES – For the Reconstruction of
Brookland Avenue from Yonge Street to Banbury Court
1. That Report No. IES17-017 be received; and
2. That Tender No. 2017-26-IES for the reconstruction of Brookland
Avenue, from Yonge Street to Banbury Court, be awarded to MGI
Construction Corp. in the amount of $1,567,450.35, excluding taxes; and
3. 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.
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Tuesday, April 4, 2017 Page 6 of 12
C4. PRCS17-011 – Purchase Order Increase for Summer Camp Bussing
1. That Report No. PRCS17-011 be received; and
2. That the option to renew the Student Transportation of Canada contract
be exercised for the third and final year of the Contract ending December
31, 2017; and
3. That Purchase Order No. 957 be increased by $40,000, excluding taxes,
to a total of $103,547, excluding taxes, to accommodate bussing for
2017.
C5. PBS17-020 – Planning Applications Status List
1. That Report No. PBS17-020 be received for information.
Carried
6. Consideration of Items Requiring Discussion (Regular Agenda)
General Committee consented to consider Items R9 and R2 prior to consideration of
Item R1.
R1. IES17-015 – Ten-Year Capital Road Reconstruction Program
General Committee recommends:
1. That Report No. IES17-015 be received; and
2. That a service standard be approved whereby the road network be
maintained at a Pavement Quality Index (PQI) score of 65 (“Fair”), on
average; and
3. That the Town’s 2018 operating and ten-year capital plans for the
Reconstruction and Rehabilitation (R&R) of its road network, as well as
the Asset Management Plan (AMP), be updated to align with a service
standard of maintaining a Pavement Quality Index (PQI) of 65 (“Fair”), on
average.
Carried
General Committee Meeting Report
Tuesday, April 4, 2017 Page 7 of 12
R2. FS17-003 – Joint Operations Centre (JOC) Project: Financial Summary
Report
General Committee recommends:
1. That Report No. FS17-003 and Report No. IES17-001 (Attachment #3)
be received; and
2. That the overspending of $103,027 on Capital Project No. 34217 be
funded as set out in Report No. FS17-003, and that the capital project be
closed; and
3. That the JOC Financial Monitoring Task Force Committee previously
established by Council be disbanded; and
4. That the outstanding items be referred to future capital budgets.
Carried
R3. FS17-014 – Proposed Changes to Regional Property Tax Ratios
General Committee recommends:
1. That Report No. FS17-014 be received; and
2. That the Town of Aurora supports revenue neutral tax ratios when the
matter is considered by York Region at its Committee of the Whole
meeting of April 13, 2017.
Carried
R4. FS17-015 – Results of Tax Sale Held April 23, 2015
General Committee recommends:
1. That Report No. FS17-015 be received; and
2. That the Treasurer be authorized to write off the outstanding property tax
balances as uncollectible, and vest the parcel of land, Property Roll
number 1946-000-096-70000-0000, that was not sold in the Tax Sale of
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Tuesday, April 4, 2017 Page 8 of 12
April 23, 2015, and that this parcel of land be offered for sale to the
abutting landowners.
Carried
R5. CS17-001 – Council Chambers and Holland Room Use Policy
General Committee recommends:
1. That Report No. CS17-001 be received; and
2. That Policy No. CORP-13 – Council Chambers and Holland Room Use,
be approved; and
3. That the 2017 Fees and Charges By-law be amended to include the
associated staff resourcing fee for Council Chambers and Holland Room
bookings; and
4. That the attached list of Town Council Events be approved.
Carried
R6. CS17-006 – Vacant Buildings Registry
General Committee recommends:
1. That Report No. CS17-006 be received; and
2. That a Vacant Buildings Registry By-law be enacted at a future Council
meeting.
Carried
R7. FS17-006 – 2018 Town of Aurora Budget Workplan
General Committee recommends:
1. That Report No. FS17-006 be received; and
2. That the proposed 2018 budget workplan be approved; and
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Tuesday, April 4, 2017 Page 9 of 12
3. That the handling of requests for funding, assistance or services in kind
received during the budget year outside of the planned special Budget
Committee consultation meeting be referred back to staff for a more-
detailed report back to Council.
Carried as amended
R8. PRCS17-009 – Property Use Agreement – St. Andrew’s College Soccer
Fields
General Committee recommends:
1. That Report No. PRCS17-009 be received; and
2. That a License Agreement for the 2017 playing season for the use of
soccer fields owned by St. Andrew’s College be approved; and
3. That the Director of Parks, Recreation and Cultural Services be
authorized to execute the 2017 License Agreement, including any and all
documents and ancillary agreements required to give effect to same; and
4. That, going forward, the Director of Parks, Recreation and Cultural
Services be authorized to renew the License Agreement on an annual
basis, provided that there is no financial impact to the Town, with the
Director of Parks, Recreation and Cultural Services being authorized to
execute the necessary renewal Agreements, including any and all
documents and ancillary agreements required to give effect to same.
Carried
R9. PRCS17-012 – Music Aurora
General Committee consented to vote on each clause of the main motion as amended
separately.
General Committee recommends:
1. That Report No. PRCS17-012 be received.
Carried
General Committee Meeting Report
Tuesday, April 4, 2017 Page 10 of 12
2. That a one-time event grant in the amount of $16,000 be provided to
Music Aurora for its planned music event at Town Park on August 5,
2017, to be funded from the Tax Rate Stabilization Reserve Fund.
Defeated
3. That the Permit fee be waived in the amount of $599.
Carried
4. That, if Town funding is approved, a detailed financial accounting of
the event be provided to Council upon completion of the event.
Carried
R10. Excerpt from Minutes – Central York Fire Services – Joint Council
Committee (JCC) Meeting of February 7, 2017, regarding the
Consolidation Study
General Committee recommends:
1. That the Excerpt from Minutes – Central York Fire Services – Joint
Council Committee (JCC) Meeting of February 7, 2017, and Joint Chief
Administrative Officers (Newmarket & Aurora) & CYFS Fire Chief,
Corporate Services Report – Financial Services 2017-05 dated January
24, 2017, regarding the Consolidation Study, be received for information
purposes; and
2. That the consolidation of Central York Fire Services (CYFS) with
Richmond Hill Fire and Emergency Services (RHFES) not be pursued, as
there is not a sufficient business case for CYFS at this time; and
3. That staff continue to identify, report on, and implement efficiencies
through partnerships with neighbouring municipalities relative to Fire
Services; and
4. That JCC provide any further direction relative to Fire Services; and
5. That Richmond Hill be so advised of the recommendations of Newmarket
and Aurora Councils.
Carried
General Committee Meeting Report
Tuesday, April 4, 2017 Page 11 of 12
7. Notices of Motion
(a) Councillor Gaertner
Re: Appreciating Diversity in Aurora
Whereas Aurora is a community that values inclusion, acceptance and
diversity; and
Whereas the Town Council affirms that diversity is welcome and serves to
make our community stronger; and
Whereas we want to send a strong message that we reject intolerance based
on race, religion, ethnicity, gender and sexual orientation; and
Whereas respect and acceptance for our differences are fostered by
knowledge and understanding; and
Whereas the Town of Aurora has the capability to use its communication tools
to provide information and foster positive conversations about our diversity;
1. Now Therefore Be It Hereby Resolved That the Town utilize
communications opportunities to provide information, share knowledge
and promote events that celebrate the values of inclusion, acceptance and
diversity; and
2. Be It Further Resolved That the Town’s social media platforms be used to
celebrate and recognize key community and global events that further
LGBTQ rights, human rights, and serve to assist in the elimination of
discrimination of any kind. These events include—but are not limited to—
Pride Week, the Town of Aurora Multicultural Festival, International Day
for the Elimination of Racial Discrimination, Black History Month, Asian
Heritage Month, and International Women’s Day.
8. New Business
None
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Tuesday, April 4, 2017 Page 12 of 12
9. Closed Session
None
10. Adjournment
The meeting was adjourned at 11:04 p.m.
_________________________________ _________________________________
Geoffrey Dawe, Mayor Samantha Yew, Deputy Clerk
The report of the General Committee meeting of April 4, 2017, is subject to final
approval and Council endorsement of the recommendations on April 11, 2017.