AGENDA - General Committee - 20091201GENERAL COMMITTEE
AGENDA'
NO.09-33
TUESDAY, DECEMBER 1, 2009
7:00 P.M.
COUNCIL CHAMBERS
AURORA TOWN HALL
PUBLIC RELEASE
November 27, 2009
AURORA
TOWN OF AURORA
GENERAL COMMITTEE MEETING
AGENDA
NO. 09-33
Tuesday, December 1, 2009
7:00 p.m.
Council Chambers
Councillor Gallo in the Chair
I DECLARATIONS OF PECUNIARY INTEREST
lI APPROVAL OF AGENDA
RECOMMENDED:
THAT the agenda as circulated by the Customer and Legislative Services
Department be approved.
III ADOPTION OF PREVIOUS MINUTES
Special General Committee Meeting Minutes pg. 1
Saturday, November 7, 2009
Special General Committee Meeting Minutes . pg. 5
Monday, November 16, 2009
Special General Committee Meeting Minutes — Audit Committee pg. 11
Tuesday, November 17, 2009
General Committee Meeting Minutes pg. 14
Tuesday, November 17, 2009
General Committee Agenda
Tuesday, December 1, 2009
Page 2 of 8
RECOMMENDED:
THAT the minutes of the Special General Committee Meeting of
November 7, 2009, the Special General Committee Meeting of November
16, 2009, the Special General Committee Meeting of November 17, 2009
and the General Committee Meeting of November 17, 2009 be adopted.
IV DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
V ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
VI DELEGATIONS
(a) Mr. Phil Brennan, Senior Manager, Lake Simcoe Project pg. 21
Ministry of the Environment
Re: Lake Simcoe Protection Plan
RECOMMENDED:
THAT the comments of the delegate be received for information
(b) Mr. John Crowell and Mr. Tom Taylor, Neighbourhood Network pg. 22
Re: Volunteer Snow Removal Program
RECOMMENDED:
THAT the comments of the delegates be received for information.
Vll PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE
Vlll CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
IX NEW BUSINESS/GENERAL INFORMATION -COUNCILLORS
General Committee Agenda
Tuesday, December 1, 2009
Page 3 of 8
X CLOSED SESSION
RECOMMENDED:
THAT General Committee resolve into a Closed Session, following
adjournment, to consider:
➢ litigation or potential litigation, including matters before
administrative tribunals, affecting the municipality or local board;
and
➢ personal matters about an identifiable individual, including
municipal or local board employees
X1 ADJOURNMENT
General Committee Agenda
Tuesday, December 1, 2009
Page 4 of 8
AGENDA ITEMS
1. PL09-082 —Vacant Employment Land Inventory - 2009 pg. 23
RECOMMENDED:
THAT report PL09-082 be received for information; and
THAT the Vacant Employment Land Inventory be updated annually and
that consideration be given to adding vacant industrial buildings/units to
future inventories.
2. PL09-085 — Applications for Draft Plan of Subdivision pg. 40
Amendment to the Zoning By-law and
Site Plan Approval
Daniels LR Corporation
15933 Bayview Avenue
Part of Lot 25, Concession 2, E.Y.S.
Files D14-17-06, D12-03-06 and D11-09-09
RECOMMENDED:
THAT Draft Plan of Subdivision D12-03-06 be approved for the creation of
a residential condominium block for 134 stacked and street townhouse
units; 20 semi-detached units; a commercial block; and, the completion of
Lewis Honey Drive, by the Town of Aurora subject to Conditions of
Approval attached as Appendix "A" being fulfilled prior to final approval;
and
THAT Council authorize the Mayor and Clerk to execute a "No Pre -Sales"
Agreement between the Town and the Owner; and
THAT Council authorize the Mayor and Clerk to execute a Subdivision
Agreement between the Town and the Owner; and
THAT a total of 154 units of sewage and water capacity be allocated to the
Daniels LR Corporation draft plan of subdivision lands from the Town's
conditional allocation for 2011; and
THAT Council enact implementing Zoning By-law 5184-09; and
General Committee Agenda
Tuesday, December 1, 2009
Page 5 of 8
THAT, subject to any issues or comments raised by Council, Site Plan
Application D11-09-09 be approved to permit the development of the
residential condominium block for 134 street and stacked townhouse
units; and
THAT Council authorize the Mayor and Clerk to execute a Site Plan
Agreement between the Town and the Owner to facilitate the development
of the residential condominium block.
3. PL09-090 — Application for Exemption from Part Lot Control pg. 95
Country Wide Homes at Aurora Inc.
Lots 4, 55 & 66, Plan 65M-4079
File D12-PLC-08-09
Related File D12-00-1A
RECOMMENDED: ,
THAT Council approve Application for Exemption from Part Lot Control
submitted by Country Wide Homes at Aurora Inc. to divide Lots 4, 55 and
66 on Plan 65M-4079 into six (6) separate lots; and
THAT Council enact By-law 5191-09.
4. HAC09-09 — Heritage Advisory Committee Meeting Minutes pg. 101
November 9, 2009
RECOMMENDED:
THAT the Heritage Advisory Committee Meeting minutes from the
November 9, 2009 meeting be received and the recommendations
contained therein be approved.
5. YWCS09-03 — Yonge Wellington Corridor Study Steering Committee pg. 110
June 16, 2009
RECOMMENDED:
THAT the Yonge Wellington Corridor Study Steering Committee Meeting
minutes from the June 16, 2009 meeting be received and the
recommendations contained therein be approved.
General Committee Agenda
Tuesday, December 1, 2009
Page 6 of 8
6. GS09-018 — Municipal Freedom of Information and Protection of pg. 118
Privacy Act
RECOMMENDED:
THAT Council receive report CS09-018 for information
7. FS09-045 — 2009 Surplus/Deficit Control
RECOMMENDED:
pg.138
THAT a by-law be prepared for adoption to authorize the Treasurer and
the Chief Administrative Officer to make necessary year-end adjustments
and to allocate any 2009 Operating Surplus or fund any 2009 Operating
Deficit in the following order of priority:
Any unspent funds allocated in the 2009 Budget for suggested
expenditures be returned to the respective original reserve and reserve
fund sources: WSIB Reserve, Arts and Cultural Reserve, Aurora Hydro
Sale Investment Fund, Parks Dev. & Fac. DC, Storm Sewers Reserve,
Landscape Fee Reserve, Engineering Fees, Building Department Fees,
and the Heron Annuity for IES & Parks.
ii. That any net Building Permit revenue surplus/deficit be allocated
to/funded from the Building Department Fees Reserve Fund;
iii. Up to a maximum of the first $200,000 of any remaining surplus be
retained for 2010 Budget funding, .subject to Council's 2010 budget
deliberations;
iv. Up to a maximum of $265,000 be allocated to a new Tax Rate
Stabilization Reserve to assist with stabilizing tax rates in future years
which may experience fluctuations due to significant changes in service
levels or municipal costs, or changes in expected revenues;
v. That the remainder of any surplus may be allocated to budget carry -
forward items, being Council approved projects or initiatives funded in
the Operating Fund in the subject year, but not started by year end, as
approved by the Treasurer;
vi. That the remainder of any surplus be allocated to the Municipal Capital
Reserve;
vii. While not currently anticipated, any operating deficit for 2009 be funded
from the Council Discretionary Reserve; and
General Committee Agenda
Tuesday, December 1, 2009
Page 7 of 8
THAT a by-law be prepared for adoption to authorize the Treasurer and
the Chief Administrative Officer to allocate any 2009 Operating Surplus for
the Water and Wastewater Fund to the Water and Sewer Capital Reserve
Fund and that any operating deficit in the Water and Wastewater Fund be
carried into 2010 budget and recovered through user rates set for 2010;
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.
8. FS09-050 — Cancellation, Reduction or Refund of Property Taxes pg. 144
under Section 357 and 358 of the Municipal Act
RECOMMENDED:
THAT a meeting, in accordance with Section 357 and 358 of the Municipal
Act, 2001, be held in respect of the application made by the Treasurer and
the owners listed in this report at which applicants may make
representations to Council; and
THAT property taxes in the amount of $45,870.56 be adjusted pursuant to
Section 357 of the Municipal Act, 2001; and
THAT property taxes in the amount of $2,782.87 be adjusted pursuant to
Section 358 of the Municipal Act, 2001; and
THAT the associated interest, if applicable, be cancelled in proportion to
the Property Taxes adjusted; and
THAT the Director of Corporate & Financial Services/Treasurer be
directed to remove said property taxes from the Collector's Roll to reflect
these Property Tax Adjustments.
9. FS09-052 — 2010 Interim Tax Levy pg. 155
RECOMMENDED:
THAT By-law No. 5192-09 be adopted in the form of the draft attached to
authorize the levying of interim tax amounts of all rateable properties and
to establish installment due dates.
General Committee Agenda
Tuesday, December 1, 2009
Page 8 of 8
10, FS09-054 — Award of Tender CFS 2009-89 — Supply and Delivery pg. 159
of CISCO Switches and Maintenance
RECOMMENDED:
THAT Council award Tender CFS 2009-89 for the Supply and Delivery of
CISCO Switches and associated Maintenance to the lowest bidder, OnX
Enterprise Solutions Ltd., in the amount of $94,688.68 excluding GST.
11. IES09-064 — Completion of Sidewalk on Nisbet Drive pg. 162
RECOMMENDED:
THAT Capital Project No. 31075 for the reconstruction of Nisbet Drive
include the completion of a sidewalk along Nisbet Drive from Fairway
Drive south to the existing sidewalk near Sandusky Crescent.
12. LS09-050 — Trails Master Plan
RECOMMENDED:
pg. 172
THAT Council approve the Third Party Partnership with the Leisure
Services Advisory Committee and Trails Sub -Committee for services in -
kind valued at $12,000.00; and
THAT Council approve the Town's share of $12,000.00 in funding for the
development of the Trails Master. Plan .(capital project # 73124) to be
funded in 2009 from Development Charges (10,800.00) and Cash -in -Lieu
of Parkland ($1,200.00).
12. LS09-051 — Trees Ontario Heritage Tree Designation pg. 181
RECOMMENDED:
THAT Council approve the request to designate the Red Oak Tree at the
Church Street School Cultural Centre (CSSCC) under the Trees Ontario;
and
THAT Council authorize staff to execute the Trees Ontario Heritage Tree
Designation application form.
GENERAL COMMITTEE AGENDA - December 1, 2009
AuptoRA
TOWN OF AURORA
SPECIAL GENERAL COMMITTEE
MEETING MINUTES
CAPITAL BUDGET
NO. 09-26
Council Chambers
Aurora Town Hall
Saturday, November 7, 2009
Nov 7 Sp GC Minutes - 1
ATTENDANCE
COMMITTEE MEMBERS Mayor Morris in the Chair; Councillors CollinsWrakas,
Gallo, Gaertner, Granger, MacEachern, McRoberts
and Wilson
MEMBERS ABSENT Councillor Buck
OTHER ATTENDEES ' Chief Administrative Officer, Town Solicitor/Acting
Town Clerk, Director of Building and By-law Services,
Director of Planning & Development Services,
Director. of Infrastructure and Environmental Services,
Director of Corporate and Financial
Services/Treasurer, Acting Financial Analyst/Budget.
Coordinator, Cashflow & Investment Coordinator,
Director of Parks and Recreation Services, Manager
of Parks and Council/Committee Secretary
Mayor Morris called the meeting to order at 9:15 a.m.
I DECLARATIONS OF PECUNIARY INTEREST
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
II APPROVAL OFAGENDA
General Committee recommends:
THAT the agenda as circulated by the Customer and Legislative Services
Department be approved:
CARRIED
-1-
GENERAL COMNHJrTE64%OEOMKtteBY4'pAi11 WibwttI 2009
Capital Budget - Saturday, November 7, 2009
Page 2 of 4
Nov 7 Sp GC Minutes - 2
PUBLIC OPEN SESSION - Opportunity for Members of the Public to Provide
Input Regarding the 2010 Captial Budget
Mr. Brent MacKinnon, President of the Aurora Community Tennis Club
Mr. MacKinnon addressed General Committee to request that consideration be given to
replacing the existing fighting standards for the Aurora Community Tennis Club's three
tennis courts, located at McMahon Park,to improve visibility for the members and
visiting clubs who play thereat night.
General Committee recommends:'
THAT the comments of the delegate be received for information and -
referred to the Director of Parks and Recreation Services.
CARRIED
IV CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Mr, Dan Elliott, Director of Corporate. and Financial Services/Treasurer, provided a brief
overview of the proposed Capital Budget to be reviewed and endorsed by General
Committee. Mr. Elliott reviewed the process that staff have undertaken to present the
Capital Projects in the order of priority using a tanking system as presented at this meeting.
Mr. Elliott advised that the projects presented above the line are proposed to be included in
the 20.10 Capital Budget, and those below the line are proposed to be deferred for
consideration in future years.,
1. 2010 Capital Budget
Project #72099 --AFLC Parking Lot Re -paving and Curbing
General Committee recommends:
THAT Project #72099 - AFLC Parking Lot Re -paving and Curbing be
referred to the Chief Administrative Officer and Director of Corporate and
Financial ServicesrFreasurer for further review based on the comments
from the. Director of Infrastructure and Environmental Services.
CARRIED
Proiect #73108 — RinC Rehabilitation of Park Infrastructure
Proiect #73110 — RinC Rehabilitation of Confederation Park
Proiect #72107 — RinC improvements to ACC
Proiect 473109 — RinC Sheppard's Bush Upgrades
General Committee recommends:
THAT the four projects proposed for the RinC grant be referred to staff for
a detailed report to be brought to a future General Committee meeting,
and
THAT this report include the years in which each of the, projects were
originally scheduled for approval.
CARRIED
-2-
GENERAL COMNWTEEeAn I iaeBUCWMDItwtt� 2009 Nov 7 Sp GC Minutes - 3
Capital Budget - Saturday, November 7, 2009
Page 3 of 4
Protect # 72055 -- Eneroy management and Conservation Buildinq Retrofits
General Committee recommends:
THAT Project 972055 -- Energy Management and Conservation Building
Retrofits be referred to staff; and
THAT staff be requested to generate a report to review the funding
sources of the existing projects that.. are on the list, and propose some
projects which maybe funded by the Council Discretionary Reserve Fund.
CARRIED
Proiect # 31088 — Parking Lot Repave (United Church & Victoria Street)
General Committee recommends:
THAT Project #31088 - Parking Lot Repave (United Church & Victoria
Street) be approved, subject to a report from staff addressing that a
leasing agreement be put in place, clarification of ownership,. layout and
use of the parking lot and installation of appropriate signage notifying the
public of available parking; and
THAT the private owners of the subject property be notified of this
direction.
CARRIED
Protect #72073 — Replacement of Library Carpet
General Committee recommends:
THAT Project #72073 - Replacement of Library Carpet be referred to staff
to revise the Capital Budget Item Sheet to reflect that only the meeting
rooms are to be addressed; and
THAT staff be requested to look at options for flooring other than
carpeting.
Project #72103 — Exterior Painting of Architectural Features at 22 Church Street
School
General Committee recommends:
THAT Project #72103 — Exterior Painting of Architectural Features at 22
Church Street School be referred to staff to provide further information
with regard to why the work is required at this time as well as where and to
what extent it is required.
The Committee recessed at 12:05 p.m.
CARRIED
-3-
GENERAL COMNHIVTiEEeAOEOIDAtit'teDtder6n91D'im* 2009 Nov 7 Sp GC Minutes - 4
Capital Budget - Saturday, November 7, 2009
Page 4 of 4
The Committee reconvened at 12:45 p.m.
Project #31083 —Logo for CN.Overpass .
General Committee recommends:
THAT Project #31083 — Logo for CN Overpass be moved above the line.
CARRIED
V. ADJOURNMENT
General Committee recommends:
THAT the meeting be adjourned at 3:40 p.m.
CARRIED
PHYLLIS M. MORRIS, MAYOR CHRISTOPHER C. COOPER
ACTING TOWN CLERK
THE REPORT OF THE SPECIAL GENERAL COMMITTEE MEETING 09-26 WAS
CONSIDERED AND APPROVED BY COUNCIL AT ITS MEETING HELD ON TUESDAY,
NOVEMBER24,2009. -
-4.
GENERAL COMMITTEE AGENDA December 1, 2009
AUI _ORA
TOWN OF AURORA
SPECIAL GENERAL COMMITTEE
MEETING MINUTES
CAPITAL BUDGET
NO. 09-27
Nov 16 Sp GC Minutes - 1
Council Chambers
Aurora Town Hall
Monday, November 16, 2009
ATTENDANCE
COMMITTEE MEMBERS Mayor Morris in the Chair; Councillors Buck, Gallo,
Gaertner, Granger, MacEachern, McRoberts and Wilson
MEMBERS ABSENT Councillor Collins-Mrakas
OTHER ATTENDEES Chief Administrative Officer, Town Solicitor/Acting Town
Clerk, Director of Infrastructure and Environmental
Services, Director of Corporate and Financial
Services/Treasurer, Acting Financial Analyst/Budget
Coordinator, Cashflow, and Investment Coordinator,
Director of Parks and Recreation Services and
Council/Committee Secretary
Mayor Morris called the meeting to order at 7:06 p.m.
I DECLARATIONS OF PECUNIARY INTEREST
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
U APPROVAL OF AGENDA
General Committee recommends:
THAT the agenda as circulated by the Customer and Legislative Services
Department be approved.
CARRIED
ill DELEGATIONS
a) Ms Irene Clement, Aurora Community Arboretum
Re: 2010 Work Plan
Ms Irene Clement, of the Aurora Community Arboretum, addressed
General Committee to thank Mayor Phyllis Morris, Members of Council
and Town staff for their ongoing support and assistance. Ms Clement
provided an overview of the work done in the Aurora Community
Arboretum over previous years and reviewed the list of,projects within the
2010 Work Plan-
-5-
GENERAL COMM# TIEEe#GEODikitteDUe amblbwtfI 2009 Nov 16 Sp GC Minutes - 2
Capital Budget - Monday, November 16, 2009
Page 2 of 6
General Committee recommends.,
THAT the comments from the delegate be received and referred to the
2010 budget deliberations.
CARRIED
IV PUBLIC OPEN SESSION - Opportunity for members of the public to
provide input reaardina the 2010 Capital Budget
Mr, Klaus Wehrenber
Mr. Wehrenberg addressed General Committee to request that the Committee
address all environmental, natural heritage and green space issues- together
within the budget process .as one large budget matter. Mr. Wehrenberg
suggested that this approach would allow for financial, growth planning and
maintenanceaspects of various overlapping projects to be looked at in a holistic
manner.. Mr. Wehrenberg also requested that the committee consider his
previous suggestion to establish appropriate funding reserves for the purpose of
procuring lands to construct future trail systems and environmental preservation
initiatives, and to fund related infrastructure and the ongoing maintenance of
existing trails and natural assets owned by the Town of Aurora_
Mr. Wehrenberg, on behalf of the Trails, -Committee, requested that General
Committee address the matter of constructing a pedestrian rail crossing at
Cousins Drive within the 201b budget.
General Committee recommends.,
THAT the comments from the delegate be received and referred to the
2010 budget deliberations. .
CARRIED
V CONSIDERATION OF ITEMS
1. Memorandum from Acting Financial Analyst/Budget Coordinator
Re: Capital Budget — Additional Information Requested at November 7,
2009 Special General Committee Capital Budget Meeting
At 8:43 p.m. Mayor Morris relinquished. the Chair to Deputy Mayor McRoberts in order
to provide -input to the discussion at hand.
At 8:46 p.m., upon conclusion of the discussion, Mayor Morris resumed the Chair for the
duration of the meeting.
The Committee recessed at 8:54 p.m.
-6-
GENERAL C0MN1(1 192e GVWAitteDVUdl ffiWt4J 2009
Capital Budget - Monday, November 16, 2009
Page 3 of 6
The Committee reconvened at 8:59 p.m.
Nov 16 Sp GC Minutes - 3
Project #31038 - Bloomington Sideroad — Yohpe Street to Bayview Avenue
Sidewalk/ Bikewavllllumination (item 6 on Memorandum)
General Committee recommends:
THAT the amount of $75,000 be allocated toward project #31038 —
Bloomington Sideroad, Yonge Street to Bayview Avenue Sidewalk/
Bikeway/Illumination, in order to conduct a needs assessment study in
2010; and
THAT the balance of the projected. funding for this project be deferred to
the 2011 budget.
CARRIED UNANIMOUSLY
General Committee recommends:
THAT project #31056 —'Bloomington Sideroad, Bathurst Street to Yonge
Street Sidewalk/Bikeway/Illumination be deferred, pending a report back,
outside the budget process, with options.
Project #73085 - Arboretum Development (item 7 on Memorandum)
General Committee recommends.
THAT the budgeted amount for project #73085 - Arboretum Development
be reduced from $100,000 to $70,000.
DEFEATED
General Committee recommends:
THAT the budgeted amount for project #73085 - Arboretum Development
remain at $100,000.
CARRIED
Town of Aurora Signage Re -location (item 9 on Memorandum)
General Committee recommends:
THAT staff be requested to provide Council with a report including
documentation related to the tender agreement for the design of the 404
Gateway sign and the agreement regarding the construction and
installation of the sign, including clarification regarding ownership of the
mould; and
THAT potential locations and cost estimates for additional signage be
proposed.
CARRIED .
-7-
GENERAL COMNUMV$EPAPGEO@ARItteDUtWM61 W(41 2009 Nov 16 Sp GC Minutes - 4
Capital Budget- Monday, November 16, 2009
Page 4 of 6
Councillor Buck left the meeting at 10:30 p.m.
Project 414050 —Financial Application Upgrades (item 10 on Memorandum)
General Committee recommends:
THAT Council include project #14050 — Financial Application Upgrades,
be moved above the line as part of the 2610 Capital Budget requests, in
the amount of $20,000.
CARRIED
Various Projects — Fleet Management (item 11 on Memorandum)
General Committee recommends:
THAT Capital projects #73111, #73116, #71055„#34126, #34129, #71032
and #71035 be moved above the line as part of the 2010 Capital Budget
requests; and
THAT Capital project #72099 be reduced from $290,060 to $10,000..
CARRIED
General Committee recommends:
THAT the hour of adjournment be extended to 11:00 p.m.
CARRIED. _
General Committee recommends:
THAT Project #72055-Energy Management and Conservation Building
Retrofits remain above the line and that the funding of $208,300 be
allocated from the Aurora' Hydro Sale Investment Fund; and
THAT the following projects remain below the line:
• 972098-Ice Plant Retro-Fits AF.LC - $450,000
• #72096-Re-Glazing of AFLC Pool Windows - $300,000
• #72091-SARC Dehumidification Glycol Loop- $125,000
CARRIED
Project #81006 - 2C Secondary Plan Study (item 14 on Memorandum)
General Committee recommends:
THAT the budgeted amount of $25,000.00 for project #73085 - 2C
Secondary Plan Study be increased to $85,000.00.
CARRIED
GENERAL COMM1WPEr2A(GE*DAltte®Ye*PabVivAl 2009 Nov 16 Sp GC Minutes - 5
Capital Budget - Monday, November 16, 2009
Page 5 of 6
Proiect #73126.7 Parks and Recreation Master Plan Consultino Studies
1#em 15 on Memorandum)
General Committee recommends:
THAT Capital project #73126 be -moved above the line as partof the 2010
Capital Budget requests in the amount of $100,000.
CARRIED
Project #72073 — Replacement of Library Carpet (item 4 on Memorandum)
General Committee recommends:
THAT the budgeted amount for project #72073 - Replacement of Library
Carpet be reduced to $15,000 to install carpet tiles in the two meeting
rooms only.
CARRIED
Proiect # 73109 - RInC_- Sheppard's Bush Upgrade ('dery 3 on Memorandum)
General Committee recommends:
THAT the Director of Parks and Recreation be requested to provide
documentation elaborating and explaining the request for cedar rail fencing
for Lakeview Trail.
CARRIED
Proiect 072107 — RInC - Improvements to ACC (item 3 on Memorandum)
General Committee recommends:
THAT the budgeted amount for project #72107 m- RInC - Improvements to
ACC be revised from $325,000 to $402,200,
CARRIED
RInC Projects (item 3 on Memorandum)
General Committee recommends:
THAT the Mayor and Clerk be authorized to execute the RInC agreements,
subject to the review and recommendation of the Town Solicitor.
CARRIED
General Committee recommends:
THAT the Capital Budget and memorandum from Acting Financial
Analyst/Budget Coordinator be received for information.
CARRIED
-9-
GENERAL COMIM"lB r9AOEUDlA1itteDVtW 61bVwttI 2009
Capital Budget - Monday, November 16, 2009
Page 6 of 6
V ADJOURNMENT
General Committee recommends;
THAT the meeting be adjourned at 10:57 p.m.
CARRIED
Nov 16 Sp GC Minutes - 6
PHYLLIS M. MORRIS, MAYOR CHRISTOPHER C. COOPER
ACTING TOWN CLERK
THE REPORT OF THE SPECIAL GENERAL .COMMITTEE MEETING 09-27 WAS
CONSIDERED AND, APPROVED BY COUNCIL AT ITS MEETING HELD ON TUESDAY,
NOVEMBER 24, 200R
-10-
GENERAL COMMITTEE AGENDA - December 1; 2009 Nov 17 Sp GC Minutes - 1
AuRoxA
TOWN OF AURORA
.SPECIAL GENERAL COMMITTEE MEETING MINUTES
AUDIT COMMITTEE
NO. 09-28
Council Chambers
Aurora Town Hall
Tuesday, November 17, 2009
ATTENDANCE
COMMITTEE MEMBERS Mayor Morris in the Chair; Councillors Buck (arrived at
6:42 p.m.), Gaertner, Gallo, Granger, MacEachern
(arrived at6:56 p.m.), McRoberts, and Wilson
MEMBERS ABSENT Councillor Collins-Mrakas
OTHER ATTENDEES Chief Administrative Officer, Town Solicitor/Acting
Town Clerk, Director of Corporate and Financial
Services/Treasurer, and Council/Committee Secretary
Mayor Morris called the meeting to order_at 6:15 p.m.
I DECLARATIONS OF PECUNIARY INTEREST
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
ll APPROVAL OF AGENDA
General Committee recommends:
THAT the agenda as circulated by the Customer and Legislative Services
Department be approved as presented.
CARRIED
III DELEGATIONS
a) Mr. Allister Byrne, Grant Thornton Auditors
Re: 2008 Financial Statements and 2009 Audit Plan
Mr. Allister Byrne addressed the Committee, to provide a high level overview of
the 2008 Year End Audited Financial Statements, as well as the 2009 Audit Plan.
General Committee recommends:
THAT the Library Board be requested to provide to Council, annual
audited financial statements, approved by the Library Board, along with
the auditor's report.
CARRIED
-11-
GENERAL COMMITTEE AGENDA - December 1, 2009 Nov 1..7 Sp GC Minutes - 2
Special General Committee Meeting Minutes .
Tuesday, November 17, 2009
Page 2 of 3
General Committee recommends:
THAT the comments of the delegate be received for information.
CARRIED
IV CONSIDERATION OF ITEMS
1. AC09-002 =Year End Audited Financial Statements
General Committee recommends:
THAT the 2008 Audit Report and Financial Statements for the year -ended
December 31, 2008 be received and published on the Town's web site in
accordance with Section 295 of the Municipal Act, 2009; and
THAT, in future, the presentation of the year end audited financial
statements be presented at a Council meeting.
CARRIED
2. AC09-003 — 2009 Audit Plan
General Committee.recommendsc
THAT the 2009 year end Audit Plan as proposed by Grant Thornton be
endorsed.
CARRIED
General Committee recommends:
THAT Grant Thornton be engaged to complete the planned audit at a fee.
not to exceed $60,300 plus disbursements and applicable taxes.
CARRIED
General Committee recommends:
THAT the Treasurer be authorized to approve additional fees up to a
further 10% for additional works and efforts required of the audit in the
event of adverse findings, or required assistance to staff or similar costs
are incurred.
CARRIED
X CLOSED SESSION
None
-12-
GENERAL COMMITTEE AGENDA - December 1, 2009
Special General Committee Meeting Minutes
Tuesday, November 17, 2009
Page 3 of 3
XI ADJOURNMENT
General Committee recommends:
THAT the meeting be adjourned at 7:29 p.m.
CARRIED
PHYLLIS M. MORRIS, MAYOR
Nov 17 Sp GC Minutes - 3
CHRISTOPHER C. COOPER
ACTING TOWN CLERK
THE'. REPORT OF THE SPECIAL GENERAL COMMITTEE MEETING 09-28-WAS
CONSIDERED AND APPROVED BY COUNCIL AT ITS MEETING HELD ON TUESDAY,
NOVEMBER. 24, 2009, WITH THE EXCEPTION' OF ITEM 1, WHICH WAS DISCUSSED
SEPARATELY AND APPROVED AS ORIGINALITY PRESENTED. - - -
GENERAL COMMITTEE AGENDA - December 1, 2009 Nov 17 GC Minutes - 1
AumoRA
TOWN OF AURORA
GENERAL COMMITTEE MEETING MINUTES
NO. 09-29
Council Chambers
Aurora Town Hall
Tuesday,November 17, 2009
ATTENDANCE
COMMITTEE MEMBERS
MEMBERS ABSENT
OTHER ATTENDEES
Councillor .Wilson in the Chair; Councillors Buck,
Gaertner, Gallo, Granger,, MacEachern, McRoberts,
and Mayor Morris
Councillor Collins-Mrakas
Chief Administrative Officer, Town Solicitor/Acting
Town Clerk, Director of Building and By-law Services,
Director of Parks and Recreation Services, Director of
Planning and Development Services, Director of
Infrastructure and Environmental Services, and
Council/Committee Secretary
Councillor Wilson called the meeting to order at 7:36 p.m.
I DECLARATIONS OF PECUNIARY INTEREST
There were no declarations of pecuniary interest under the Municipal Conflict of
InteYost Act.
11 APPROVAL OF AGENDA
General Committee recommends:
THAT the agenda as circulated by the Customer and Legislative Services
Department, with the following additions, be approved:
➢ Delegation a)' Ms Susan Walmer, Executive Director,
Oak Ridges Moraine Land Trust
Re: Item 11 - LS09-037 — McLeod Woodlot —
Oak Ridges Moraine Land Trust (ORMLT)
➢ Additional Closed Session Item
Re: Advice that is subject to solicitor -client privilege, including
communications necessary for that purpose
CARRIED
-14-
GENERAL COMMITTEE AGENDA - December 1, 2009 Nov 17 GC Minutes - 2
General Committee Meeting Minutes
Tuesday, November 17, 2009
Page 2 of 7
Ill ADOPTION OF PREVIOUS MINUTES
Special General Committee Meeting Minutes
Monday, October 26, 2009
General Committee recommends:
THAT the corrected Special General Committee Meeting minutes 09-24,
dated October 26, 2009 be adopted.
CARRIED
General Committee Meeting Minutes
Tuesday, November 3, 2009
General Committee recommends:
THAT the General Committee Meeting minutes 09-25, dated November 3,
2009 be adopted.
CARRIED
IV DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Items 4, 8, 11, 12, 13, 15 and 19 were identified for discussion.
V ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
General Committee recommends:
THAT the follovring 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. AAC09-08— Accessibility Advisory Committee Meeting Minutes
November4, 2009
THAT the Accessibility Advisory Committee Meeting- minutes from the
November 4, 2009 meeting be received and the recommendations
contained therein be approved.
2. EAC09-08 — Environmental Advisory Committee Meeting Minutes
November 5, 2069
THAT the Accessibility Advisory Committee Meeting minutes from the
November 5, 2009 meeting be received and the recommendations
contained therein be approved:
3. ADM09-014 — Corporate Organization Structure Review - Phase 2 Report
Implementing the New Departmental Structure .
THAT Council receive. for. information the Corporate Organization
Structure Review Phase 2 Report prepared by The Randolph Group; and
THAT Council endorse proceeding with the re -organization of the Town's
administrative structure in accordance with the Phase 2 report prepared
by The Randolph Group. _ 15
GENERAL COMMITTEE AGENDA - December 1, 2009 Nov 17 GC Minutes - 3
General Committee Meeting Minutes
Tuesday, November 17, 2009
Page 3,of 7
6. FS09-048 — Capital Projects Financial Position Report
as of October 23, 2009
THAT report FS09-048 be received from management; and
THAT the project closures and capital funding adjustments outlined in
Attachments #1 and #2, as 'summarjzed in Attachment 93 be approved-,
and
THAT', where applicable, the Treasurer is hereby authorized to amend the
capital project funding of any project which has received, or in the future
does receive, any grant or donation funding, in a way as to simply return
prior approved funding to source; and replace with the grant or donation
amount, but not in a manner which increases the total approved project
budget.
6. FS09-049 — Interim Operating Budget Forecast— as at
August 31, 2009
THAT the overview of results of operations for the eight month period
through to August ;31, 2009 and the forecast to end of year report from
management be received.
IES09-065.— Award of Contracts for Winter Salt and Sand Supplies
THAT the Town issue a purchase order to Sifto Canada Corp. for the
supply of saltfor the 2009/2010 season not to exceed $211,700 plus
taxes, with two .optional extension periods of one year each; and
THAT the Town issue a_ purchase order to Floyd Preston Limited for the
supply of sand for an annual amount not to exceed $48,300, plus taxes, at
the tendered unit prices for a contract period of three years starting with
the 2009-2010 winter season; and
THAT the Director of Infrastructure and Environmental Services be
authorized to execute any documents necessary to implement the contract
award..
9. IES09-062 — Award of Request for Proposal No. PW2009-18
Supply and Delivery of One Street Sweeper
THAT Request for Proposal No. PW2009-18 — for the supply and delivery
of one street sweeper, be awarded to Joe Johnson Equipment Inc. at the
submitted price of $177,272,.excluding taxes.
10. IES09-063 —Award of Tender PW2009-92 —For the Testing,
Repairing, Upgrading and Calibrating of Water Meters
THAT Tender PW2009-92 — For the Supply of all Labour, Material and
Equipment necessary for the testing, repairing and calibrating of the Town
of Aurora's water meters, be awarded to Coulter Water Meter Services
Inc. at its per unit bid prices submitted for the works, so as to not exceed'
the upset budget value amount of $50,000; and
THAT Council approve the contract for a one year period with the option to
renew for a further two one-year periods; and -
-1.6-
GENERAL COMMITTEE AGENDA- December 1, 2009 Nov 17 GC Minutes - 4
General Committee Meeting Minutes
Tuesday, November 17, 2009
Page 4 of 7
THAT Council authorize the Mayor and Municipal Clerk to execute the
Form of Agreement between the Town of Aurora and the successful
bidder.
14. LS09-048— Additional 2009Community.GrantRequests
THAT additional 2009 Community Grant requests totalling $2,802.00 be
approved for distribution as outlined.
16. PL09-086 — Application for Exemption from Part Lot Control
Royalcliff Homes Bayview Inca
Plan 65M-4079, Lots 11, 34, 35, 39 & 40
File D12-PLC-07-09
Related File D12-00-1A
THAT Council approve the Application for Exemption from Part Lot Control
submitted by Royalcliff Homes Bayview Inc. to divide Lots 11, 34, 35, 39
and 40 on Plan 65M-4079 into ten (10) separate lots and associated
maintenance easements; and
THAT Council enact By-law 5181-09.
17. PL09-087 —Application to Amend the Official Plan and Zoning
By-law - The Town of Aurora and Chak Wai Cheng
and Kathy Cheng (In Trust)
15286 and 15306 Leslie Street
Pt. Lot 21, Con 2, Pt 1 and 2, 65R-2640 and
Pt. Lot 21, Con 2
Files D09-02-09 and 1)14-13.07
THAT Council receive as information the following overview of an Official
Plan Amendment and Zoning By-law Amendment Applications under files
D09-02-09 and D14-13-07 scheduled for the December 15, 2009 Public
Planning Meeting.
18. Memorandum from the Director of Building and By-law. Services
Re: 2009 Construction Activity — Third Quarter Report
THAT the memorandum regarding 2009 Construction Activity — Third
Quarter Report be received for information.
20. Correspondence from Toronto City Summit Alliance.— DiverseCity
Re: Third Annual Diversity in Governance Awards
(Tabled by Mayor Morris)
THAT the correspondence regarding the Third Annual Diversity in
Governance Awards be received for information.
CARRIED
-17-
GENERAL COMMITTEE AGENDA - December 1, 2009 Nov 17 GC Minutes - 5
General Committee Meeting Minutes
Tuesday, November 17, 2009
Page S of 7
VI DELEGATIONS
a) Ms Susan Walmer, Executive Director, Oak Ridges Moraine Land Trust
Re: Item 11 - LS09-037 — McLeod Woodlot— Oak Ridges Moraine Land
Trust (ORMLT)
(Added Item)
Ms Susan Walmer addressed General Committee to provide information
regarding the McLeod Wood Nature Reserve_ Ms Walmer advised that the lands
Were received as a donation and that, in partnership with the Town of Aurora,
discussions were held in order to include the McLeod Woodlot in the planning
process surrounding the 2C Lands. Ms Walmer advised that the management
'plan is, proceeding, and that this is just the beginning, as the land is held in
perpetuity by the Oak Ridges Moraine Land Trust.
VII PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE
None
V111 CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
General Comifee recommends:
THAT item 11 be brought forward for discussion.
CARRIED .
11- LS09-037 — McLeod Woodlot — Oak Ridges Moraine Land Trust (ORMLT)
General Committee recommends:
THAT Council direct staff to finalize an Agreement with the Oak Ridges
Moraine Land Trust (ORMLT) and report back regarding the management
of the McLeod Woodlot based on the seven principles detailed within the
report to Council for approval.
CARRIED
General Committee recommends:
THAT item 13 be brought forward for discussion.
CARRIED
13. LS09-046 — Aurora Seniors Association Proposal for Liquor Licence
General Committee recommends:
THAT Council decline the proposal made by the .Aurora Seniors
Association with respect to the Town of Aurora applying for and being the
holder of a liquor licence for the Aurora Seniors Centre.
19.17714-01
GENERAL,COMMITTEE AGENDA - December 1, 2009
General Committee Meeting Minutes
Tuesday, November 17, 2009
Page 6 of 7
4. CS09-017--2019Coundl and Committee Meeting Calendar
Nov 17 GC Minutes - 6
General Committee recommends:
THAT the Public Planning meeting be moved from Wednesday, June
30, 2010 to Wednesday, June 23, 2010.
CARRIED
General Committee recommends:.
THAT the Leisure Services Advisory Committee meeting be moved
from. Thursday, September 16, 2010 'to Thursday, September 23,
2010.
General Committee recommends:
THAT the balance of the 2010 Council and Committee Meeting
Calendar be approved.
CARRIED
8. IES09-059 —Additional Funding for Street Light Repairs on Bayview Avenue
General Committee recommends:
THAT Council approve additional street light repair funding in the amount
of $50,000 to .be transferred from the Public Wdrks Infrastructure
Management Reserve; and
THAT should the damage be recoverable through insurance, the funds be
returned to the reserve.
CARRIED
12. LS09-043 -- Board Advertising Aurora Community Centre Arena fit
Y
General Committee recommends:
THAT Council approve minor amendments to the Aurora Tigers Arena
Board Advertising Agreement; and
THAT Council approve the execution of the attached amended Agreement
for the Aurora Tigers Junior "A" Hockey Club Incorporated (Tigers) rights
to self advertising space on the boards at the Aurora Community Centre
Arena #1.
CARRIED
15. PL09-084 — Servicing Allocation Update Report
General Committee recommends:
THAT report PL09-084 be received for information.
CARRIED _
-19-
GENERAL COMMITTEE AGENDA- December 1, 2009 Nov 17 GC Minutes - 7
General Committee Meeting Minutes
Tuesday, November 17, 2009
Page 7 of 7
19. Memorandum from the Director of Infrastructure and
Environmental Services
Re: Parking on Richardson Drive
General Committee recommends:
THAT the memorandum regarding Parking on Richardson Drive be
received for information; and
THAT the existing "No Parking Anytime" prohibition on the south and east
sides of Richardson Drive, from Murray Drive to Child Drive, be changed
to the north and west sides of Richardson Drive, between Murray Drive
and Child Drive; and
THAT a letter be sent to all affected residents with the Traffic Safety
Advisory Committee's recommendations; and
THAT staff be requested to monitor this situation again in 6 months time
and report back to the Traffic Safety Advisory Committee.
CARRIED
IX NEWBUSINESS/GENERAL INFORMATION —COUNCILLORS
None
X CLOSED SESSION
General Committee recommends:
THAT General Committee resolve into a Closed Session, following
adjournment, to consider:
➢ labour relations or employee negotiations (2 items); and
➢ Advice that is subject to solicitor -client privilege, including
communications necessary for that purpose
(Added Item)
CARRIED
XI ADJOURNMENT
General Committee recommends:
THAT the meeting be adjourned at 9:43 p.m.
CARRIED
PHYLLIS M. MORRIS, MAYOR CHRISTOPHER C. COOPER
ACTING TOWN CLERK
THE REPORT OF THE GENERAL COMMITTEE MEETING 09-29 WAS CONSIDERED AND - -
APPROVED BY COUNCIL AT ITS MEETING HELD ON TUESDAY, NOVEMBER 24, 2009,
WITH THE EXCEPTION OF ITEMS 11 AND 13, WHICH WERE DISCUSSED SEPARATELY
AND APPROVED AS ORIGINALLY PRESENTED.
-20-
FERAL -COMMITTEE AGENDA = Dece'mber, I; 2009 -- - Delegation a-- I
Department of Public Works
/�T � ��A Ilmar Simanovskis, P. Eng.,
. .C7�.uRORA Director of Public. Works
905-727-3123 ext 4371
yowreisa good nluv q Isimanovskis@e-aurora.ca
Town of Aurora
1 Municipal Drive,
Box 1000, Aurora, ON L4G 6J1
Pile: E00-ADM-040
October 19, 2009
Mr, Phil Brennan, Senior Manager
Lake Simcoe Project
The Ministry of the Environment
55 St. Clair Avenue West, 7"' Floor
Toronto, ON, M4V 2Y7
Re: Lake Simcoe Protection Plan
Dear'Mr. Brennan:
As recommended by The Lake Simcoe Region Conservation Authority Board of Directors, the
Members of the Council of the Town of Aurora would like to invite a representative of the
Ministry of the Environment to attend a General Committee meeting In order to discuss issues
related to the implementation of the Lake Simcoe Protection Plan, the'impactonthe Town of
Aurora (including financial), and the delivery of the provincial priorities identified in the Plan. .
The General Committee of the Town of Aurora will meet on the following dates: November the
V 17th and December the Vt 2009.
In order to submit a delegation request to address the General Committee on the dates
mentioned above, please contact Shannon Boychuk, Manager of Administration, Customer and
Legislative Services, at,905-727-3123, Ext. 4222, e-mail at sboychuk0,e-aurora,ca, or go to the
Town's web site at www.e-aurora.ca to fill out the delegation request form on line.
If you have any questions or concerns please contact the undersigned or Shannon as indicated
above.
Yours truly,
II i anovskis; P. End.
.
Director of Public Works
. co: Mayor and Members of council
i - Nell Garbe, CAO.
S. Boychuk, Manager of Administration
S:VPublic WorksiRecoNsVE00 Environmental Services -. GenemhE0AADM-049- Lake Simmo, Protection PlanlLake Simcoe
protection MOE Invitation.doc
I
GENERAL COMMITTEE AGENDA - December 1, 2009 Delegation b -I
Clark, Carol
To: Boychuk,Shannon
Subject: RE: Town of Aurora Website - Delegation Request Form
-----Original Message -----
From: support@protocolis.ca [mailto:support@protocolis.ca]
Sent: Monday, November 16, 2009 11:26 AM
To: Boychuk, Shannon
Subject: Town of Aurora Website - Delegation Request Form
Meeting Date = Town Council Meeting - Tuesday, December 1, 2009
Subject = Announcing the Neighbourhood Network Volunteer Snow Removal Program
Purpose = Neighbourhood Network volunteer agency would like to announce and address questions
related to its Volunteer Snow Removal Program for seniors and persons with disabilities.
Group = Neighbourhood Network - John Crowell, Tom Taylor
i
-22-
GENERAL COMMITTEE AGENDA - December 1, 2009 ITEM # 1 -
TOWN OF AURORA
AURORA GENERAL COMMITTEE No. PL09-082
SUBJECT: Vacant Employment Land Inventory - 2009
FROM: Marco Ramunno, Director of Planning and Development Services
DATE: December 1, 2009
RECOMMENDATIONS
THAT, Report No. PL09-082 be received for information; and
THAT, the Vacant Employment Land Inventory be updated annually and that
consideration be given to adding vacant industrial buildings/units to future
inventories.
PURPOSE:
The purpose of Planning Report PL09-082 is to provide statistics to Council pertaining
to the amount of vacant employment land within the Town of Aurora.
BACKGROUND:
The Planning Department has been preparing a "Vacant Employment Land Inventory"
since January 2002.
COMMENTS:
The Vacant Employment Land Inventory provides a list of vacant land within the Town of
Aurora Employment Areas. The Employment Areas were established with the Town of
Aurora Official. Plan and are shown on Schedule "O" of the Official Plan. It should be noted
that significant employment occurs within other areas of Town such as in commercial
areas, home businesses and other site specific areas, however the Vacant Employment
Land Inventory focuses on the large industrial and business park areas within the Town.
The Employment Areas were given protection from conversion to non -employment uses by
means of the Employment Land Retention Strategy with forms part of the Official Plan and
was approved on June 14, 2005.
The Employment Areas are broken down into Five Distinct areas being (These areas are
further shown on a location map within the attached inventory):
1. Industrial Parkway North
2. Industrial Parkway South
-23-
GENERAL COMMITTEE AGENDA - December 1, 2009 ITEM # 1-2
December 1, 2009 - 2 - Report No. PL09-082
3. Aurora East
4. Magna/Preserve
5. Wellington/404
The Planning Department has recently updated the Vacant Employment Land Inventory
based on new projects under construction and or executed site plans.
The following table details the results of the current Vacant Employment Land Inventory in
comparison to the previous update.
Year
Ind. North
Ind. South
I East
Magna
1404
Total
2007
21.7 ac.
10.1 ac.
1 15.2 ac.
55.9 ac.
235 ac.
338.0 ac.
2009
17.6 ac.
10.1 ac.
15.2 ac.
55.9 ac.
1200.4 ac.
299.2 ac.
The current Five Year Official Plan Review and the 2C Secondary Plan will review the
current employment land situation and determine future employment land needs areas.
The Vacant Employment Land Inventory is excellent source for Economic Development
purposes and for land developers. The inventory will be available within the Planning
Department and on the Town website.
FINANCIAL IMPLICATIONS:
N/A
CONCLUSIONS
The Vacant Employment Land Inventory has been updated to 2009 and a total of 38.8
acres of employment land has been built on since the last update in 2007. Most of the
employment growth occurred in the Wellington/404 employment area. Staff will update the
inventory in approximately one year. In addition the need for the designation of additional
employment lands will be determined through the Five Year Official Plan Review and the
2C Secondary Plan.
ATTACHMENTS
Appendix 1 — Vacant Employment Land Inventory
-24-
GENERAL COMMITTEE AGENDA - December 1, 2009
ITEM # 1-3
December 1, 2009 - 3 -
PRE -SUBMISSION REVIEW
Management Team Meeting — November 4, 2009
Prepared by: Jim Kyle, Manager of Policy Planning
Extension 4345
arco R'm nno, M.C.1.P., R.P.P.
Director of Planning
and Development Services
Report No. PL09-082
Neil Garbe,
Chief Administrative Officer
-25-
/I
V16
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-32-