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MINUTES - General Committee - 20171205 Town of Aurora General Committee Meeting Report Council Chambers, Aurora Town Hall Tuesday, December 5, 2017 Attendance Council Members Councillor Thompson in the Chair; Councillors Abel, Gaertner, Humfryes (arrived 7:15 p.m.), Kim, Mrakas, Pirri, and Mayor Dawe Members Absent Councillor Thom 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 Development Services, Stephanie Mackenzie-Smith, Manager of Corporate Communications, Patricia De Sario, Town Solicitor, Michael de Rond, Town Clerk, and Linda Bottos, Council/ Committee Secretary The Chair called the meeting to order at 7:01 p.m. General Committee consented to recess the meeting at 9:20 p.m. and reconvened at 9:30 p.m. 1. Approval of the Agenda General Committee approved the agenda as circulated by Legislative Services, with the following additions: • Nancy Eveleigh Browne, Chair, Aurora Public Library Board; Re: Item R1 – PBS17-096 – Preferred Design for Library Square • Item R1 – Report No. PBS17-096 – Preferred Design for Library Square General Committee Meeting Report Tuesday, December 5, 2017 Page 2 of 13 • Item R14 – Report No. PBS17-099 – Post-Secondary Partnership – Niagara College • Item R15 – Report No. FS17-060 – Final 2018 Operating Budget Adjustments • Notice of Motion (a) Councillor Mrakas; Re: Interim Control By-law – Stable Neighbourhoods 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 None 4. Delegations (a) Nancy Eveleigh Browne, Chair, Aurora Public Library Board Re: Item R1 – PBS17-096 – Preferred Design for Library Square Ms. Browne spoke in support of Concept 1, the upper square option of the report, and expressed concerns regarding Concept 2, noting that programming space would be eliminated and accessible parking would be negatively impacted through the implementation of Concept 2. General Committee received and referred the comments of the delegation to Item R1. 5. Consent Agenda Item C1 was removed from the Consent Agenda for separate discussion under Section 6, Consideration of Items Requiring Discussion, as Item R16. That Consent Agenda Items C2 and C3 be approved: General Committee Meeting Report Tuesday, December 5, 2017 Page 3 of 13 C2. PRCS17-044 – Award of Tender 2017-99-PRCS Construction of Multi- Purpose Synthetic Turf Sports Field at Sheppard’s Bush Park 1. That Report No. PRCS17-044 be received; and 2. That Tender 2017-99-PRCS Construction of Multi-Purpose Synthetic Turf Sports Field at Sheppard’s Bush Park be awarded to TDI International Ag Inc. dba Eco Blue Systems in the amount of $1,189,730.13, 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. C3. PBS17-088 – Request for Street Name Approval, Ballymore Building (South Aurora) Corporation, 14452 Yonge Street, Part Lot 75, Concession 1, Related File Numbers: ZBA-2016-09, SUB-2016-02, CDM-2016-04 1. That Report No. PBS17-088 be received; and 2. That Street “A” within approved Plan of Subdivision SUB-2016-02 be named Black Walnut Court: Street “A” Black Walnut Court Carried 6. Consideration of Items Requiring Discussion (Regular Agenda) General Committee consented to consider items in the following order: R14, R1, R15, R2, R3, R4, R5, R6, R7, R8, R9, R10, R11, R12, and R13, and R16 (formerly C1). R1. PBS17-096 – Preferred Design for Library Square General Committee consented to waive the Procedure By-law to allow additional time as required for the presentation. General Committee Meeting Report Tuesday, December 5, 2017 Page 4 of 13 Marco Ramunno, Director of Planning and Development Services, provided background information, noting that details were yet to be defined and further consultation would take place, and that Council’s endorsement was being sought for either of the concepts presented in the staff report. David Leinster, Partner of The Planning Partnership, presented details of the vision for the development of Library Square including location and site considerations, design parameters, and two concept options. General Committee received the presentation for information. General Committee recommends: 1. That Report No. PBS17-096 be received; and 2. That Council endorse Option 2, the lowered square option as the preferred option for the Library Square design; and 3. That staff be directed to proceed with the detailed design for the development of Library Square. Carried R2. FS17-047 – 2017 Year End Surplus/Deficit Financial Control By-law General Committee recommends: 1. That Report No. FS17-047 be received; and 2. That a by-law be adopted to authorize the Treasurer and the Chief Administrative Officer to make necessary year-end financial adjustments and to allocate any 2017 Operating Fund surplus or deficit as set out in Report No. FS17-047; and 3. That the provisions of the by-law also authorize the Treasurer and the Chief Administrative Officer to allocate any 2017 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 5, 2017 Page 5 of 13 4. That the adjustments authorized herein are to occur with an effective date of December 31, 2017, and which may be determined prior to or after December 31, 2017; and 5. 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 completed. Carried R3. FS17-051 – Creation of Additional Reserve Funds General Committee recommends: 1. That Report No. FS17-051 be received; and 2. That By-law No. 5553-13 be amended to add the Economic Development reserve fund and the Winter Control reserve fund as set out in Attachments #1 and #2 respectively; and 3. That the new Economic Development reserve fund be initially funded by the transfer and closure of the unspent balances in Capital Project #81015: Community Improvement Plan; and 4. That the necessary by-law be presented at a future meeting for adoption. Carried R4. FS17-057 – Annual Cancellation, Reduction or Refund of Property Taxes Under Sections 357 and 358 of the Municipal Act General Committee recommends: 1. That Report No. FS17-057 be received; and 2. That a meeting be held in accordance with Sections 357 and 358 of the Municipal Act, 2001 as amended (the Act) in respect of the applications filed with the Treasurer by owners of property listed in this report at which applicants may make representation; and General Committee Meeting Report Tuesday, December 5, 2017 Page 6 of 13 3. That total property taxes in the amount of $1,687.93 due from the property owners be adjusted pursuant to Section 357 of the Act; and 4. That total property taxes in the amount of $1,742.27 due to the property owners be adjusted pursuant to Section 358 of the Act; and 5. That any associated interest charged applicable to these adjustments be cancelled in proportion to the total property taxes adjusted; and 6. That the Director of Financial Services – Treasurer be directed to remove said property taxes from the collector’s roll reflecting these property tax adjustments. Carried R5. FS17-058 – 2018 Interim Property Tax Levy General Committee recommends: 1. That Report No. FS17-058 be received; and 2. That a by-law be adopted to authorize the levying of 2018 Interim Property Taxes on all rateable properties and to establish installment due dates. Carried R6. IES17-043 – Purchase Order Increase for CIMCO General Committee recommends: 1. That Report No. IES17-043 be received; and 2. That Purchase Order No. 1149 to CIMCO Refrigeration Division Toromont Industries Ltd. be increased by $60,000 from the amount of $90,000 to $150,000, excluding taxes, for the one-year term of 2017. Carried R7. IES17-045 – Award of RFP IES2017-125 – Maintenance and Emergency Response to Sanitary Lift and Water Boost Stations General Committee Meeting Report Tuesday, December 5, 2017 Page 7 of 13 General Committee recommends: 1. That Report No. IES17-045 be received; and 2. That Request for Proposal IES2017-125 – Maintenance and Emergency Response to Sanitary Lift and Water Booster Stations be awarded to 709125 Ontario Limited o/a Pump System Interfacing for five (5) years at the unit prices tendered, including the option to renew for an additional two, one-year periods based on satisfactory performance of the Contractor; and 3. That the Director of the Water/Sewer Division be authorized to obtain a Purchase Order not to exceed a total of $1,200,945.64, for the five (5) years of the contract, excluding taxes, to be assigned to 709125 Ontario Limited o/a Pump System Interfacing at the discretion of 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. Carried R8. IES17-046 – Purchase Order Increase for HVAC Services General Committee recommends: 1. That Report No. IES17-046 be received; and 2. That the Contract for Carmichael Engineering Ltd, and Dunlis Mechanical Services as established through RFP IES 2015-35 be extended to the 2018 option year; and 3. That Purchase Order No. 713 in favour of Carmichael Engineering Ltd. be increased by $117,000 from the amount of $321,975 to $438,975, excluding taxes, for the contract term of 2018; and 4. That the Director of the Facilities Division be authorized to execute future year extensions of their Agreement subject to satisfactory performance; and General Committee Meeting Report Tuesday, December 5, 2017 Page 8 of 13 5. That Purchase Order No. 714 in favour of Dunlis Mechanical Services be increased by $151,000 from the amount of $404,769 to $555,769, excluding taxes, for the contract term of 2018. Carried R9. IES17-047 – Purchase Order Increase for Supply and Delivery of Waterworks and Sewer Materials General Committee recommends: 1. That Report No. IES17-047 be received; and 2. That the Contract for Wolesley Canada Inc. as established through RFQ IES 2016-12 be extended to the 2018 option year; and 3. That Purchase Order No. 745 in favour of Wolesley Canada Inc. be increased by $50,000 from the amount of $106,546 to $156,546, excluding taxes, for the contract term of 2018. Carried R10. IES17-048 – Award of RFP IES2017-116 – Emergency Sewer and Watermain Repairs General Committee recommends: 1. That Report No. IES17-048 be received; and 2. That Request for Proposal IES2017-116 – Emergency Repairs to the Town of Aurora Water Distribution and Sewer Systems be awarded to A. Donofrio Construction Ltd. and V. M. DiMonte Construction Ltd., for a (5) five-year period at the unit prices tendered including the option to renew for an additional two (2), one (1) year periods based on satisfactory performance of the Contractor; and 3. That the Director responsible for Water/Wastewater Division be authorized to obtain a Purchase Order not to exceed a total of $300,000, for each year of the five (5) year contract, excluding taxes, to be assigned to A. Donofrio Construction Ltd, and V. M. DiMonte General Committee Meeting Report Tuesday, December 5, 2017 Page 9 of 13 Construction Ltd. at the discretion of the Director subject to satisfactory performance; 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 R11. PRCS17-042 – Sheppard’s Bush Property Use and Maintenance Agreement General Committee recommends: 1. That Report No. PRCS17-042 be received; and 2. That the Mayor and Town Clerk be authorized to execute the Agreement between the Town of Aurora and the Lake Simcoe Region Conservation Authority for the use and maintenance of the Sheppard’s Bush Conservation Area, including any and all documents and ancillary agreements required to give effect to same. Carried R12. PRCS17-043 – Facility Sponsorship Program – BionX International Corporation General Committee recommends: 1. That Report No. PRCS17-043 be received; and 2. That the Director responsible for the Business Support Division be authorized to execute the Agreement between the Town of Aurora and BionX International Corporation for the Facility Sponsorship of the Spin Cycle Room at the Aurora Family Leisure Complex, including any and all documents and ancillary agreements required to give effect to same. Carried R13. PRCS17-046 – Arboretum Community Partnership Agreement General Committee Meeting Report Tuesday, December 5, 2017 Page 10 of 13 General Committee recommends: 1. That Report No. PRCS17-046 be received; and 2. That the updated Arboretum Master Plan, as presented on May 31, 2017, be approved; and 3. That the Director of the Parks Division be authorized to enter into a new Community Partnership Agreement between the Town of Aurora and the Aurora Community Arboretum for a ten-year period commencing January 1, 2018, including any and all documents and ancillary agreements required to give effect to same. Carried R14. PBS17-099 – Post-Secondary Partnership – Niagara College General Committee consented to consider Item R14 prior to consideration of Item R1. General Committee consented to waive the Procedure By-law to allow additional time as required for the presentation. Anthony Ierullo, Manager of Long Range and Strategic Planning, presented an overview of the Niagara College Post-Secondary Partnership including background context, strategy drivers, project description, preferred location, lease financials, financial considerations, and next steps. Craig Youdale, Dean, Canadian Food and Wine Institute (CFWI) at Niagara College, presented an overview of the programs and pillars of focus of CFWI including academic excellence, community leadership, global opportunities, and food and beverage research and development. He further noted their Corporate Training Strategy, Expert Edge, aimed at enthusiasts, industry professional development, and corporate team building. General Committee received the presentation for information. General Committee recommends: 1. That Report No. PBS17-099 be received for information. Carried General Committee Meeting Report Tuesday, December 5, 2017 Page 11 of 13 R15. FS17-060 – Final 2018 Operating Budget Adjustments General Committee consented to consider Item R15 following consideration of Item R1. General Committee recommends: 1. That Report No. FS17-060 be received; and 2. That the adjustments proposed for the 2018 Operating Budget be approved; and 3. That the Treasurer bring forward a final budget approval report reflecting all adjustments recommended by the Committee directly to Council on December 12, 2017. Carried R16. IES17-044 – Update on the Regional Road Projects in Aurora (Formerly Consent Agenda Item C1) General Committee recommends: 1. That Report No. IES17-044 – Update on the Regional Road Projects in Aurora be deferred to the General Committee meeting in January 2018. Motion to defer Carried 7. Notices of Motion (a) Councillor Mrakas Re: Interim Control By-law – Stable Neighbourhoods Whereas the Town has experienced a significant amount of pressure for infill residential development that has resulted in intensification through the construction of additions, conversion of existing floor area and the demolition of existing buildings for the construction of larger, more intense forms of development; and General Committee Meeting Report Tuesday, December 5, 2017 Page 12 of 13 Whereas staff are conducting a study of the Town's existing zoning policies and regulations regarding infill housing and intensification in stable neighbourhoods; and Whereas protecting the integrity of “Stable Neighbourhoods” is of the upmost importance to our residents; and Whereas Section 38 of the Planning Act allows municipalities to pass an Interim Control By-law (ICBL), to be in effect for a period not exceeding one year, prohibiting the use of land, buildings or structures for specific purposes in a defined area; 1. Now Therefore Be It Hereby Resolved That staff propose an Interim Control By-law aimed at restricting development or alterations for a period not to exceed one year from the date of the passing of the by-law, which should define a specific area that includes areas within the existing “Stable Neighbourhoods” that contain older housing stock that contains predominantly single-storey dwellings, with the purpose of restricting new residential dwellings or additions to an existing residential dwelling that exceeds the current development standards of the existing residential zones; and 2. Be It Further Resolved That staff report back to General Committee in the January 2018 meeting cycle with a draft Interim Control By-law for Council’s consideration and enactment. 8. New Business Councillor Kim inquired about the party responsible for maintenance of the grounds around Canada Post mailboxes, and staff agreed to investigate and contact Canada Post. Councillor Mrakas referred to a discussion on the Corporate Environmental Action Plan (CEAP) at the recent Environmental Advisory Committee meeting where the Committee recommended that staff reports should include a new section for links to the CEAP in the same way that links to the Strategic Plan are specified. Staff agreed to consider the recommendation. General Committee Meeting Report Tuesday, December 5, 2017 Page 13 of 13 Councillor Humfryes expressed concern regarding the increased graffiti in Town and inquired about the possibility of reinstating a committee to address this issue. Staff agreed to investigate the matter and report back with options. Mayor Dawe extended a reminder about the Christmas Tree Lighting at Town Hall and other activities at the Seniors’ Centre, including the new Christmas Market, being held on Wednesday, December 6, 2017, from 6:30 p.m. to 8:30 p.m. Councillor Pirri referred to a discussion on anti-idling at the recent Environmental Advisory Committee where it was suggested that the Mayor issue letters to local organizations and transportation agencies regarding the negative impacts of idling. 9. Closed Session None 10. Adjournment The meeting was adjourned at 10:12 p.m. _________________________________ _________________________________ Michael Thompson, Councillor Michael de Rond, Town Clerk The report of the General Committee meeting of December 5, 2017, is subject to final approval and endorsement of the recommendations by Council on December 12, 2017.