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AGENDA - Council - 20091124
AuitoRA COUNCIL MEETING AGENDA N0.09-32 TUESDAY, NOVEMBER 24, 2009 7:00 P.M. COUNCIL CHAMBERS AURORA TOWN NALL PUBLIC RELEASE November 20. 2009 AuRgoiz • TOWN OF AURORA COUNCIL MEETING AGENDA NO. 09-32 Tuesday, November 24, 2009 7:00 p.m. Council Chambers I DECLARATIONS OF PECUNIARY INTEREST II APPROVAL OF AGENDA RECOMMENDED: THAT the agenda as circulated by the Customer and Legislative Services Department be approved as presented. III OPEN FORUM IV ADOPTION OF MINUTES Special Council Minutes of Tuesday, November 10, 2009 pg. 1 Council Minutes of Tuesday, November 10, 2009 pg. 3 RECOMMENDED: THAT the Special Council minutes of Tuesday, November 10, 2009 and the Council minutes of Tuesday, November 10, 2009 be adopted as printed and circulated. Council Meeting Agenda Tuesday, November 24, 2009 Page 2 of 5 V PRESENTATIONS a) Presentation to Ms Rema Thompson Certificate of Appreciation for her contribution of a painting to the Town of Aurora b) Presentation to the Town of Aurora's 2009 Platinum Sponsors ➢ Bell ➢ Cineplex Odeon Aurora Cinemas ➢ Aurora Home Hardware ➢ HS Financial Services Inc. ➢ Rogers VI PUBLIC SERVICE ANNOUNCEMENTS VII DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Vlll ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION IX DELEGATIONS a) Ms Susan Walmer, Executive Director, Oak Ridges Moraine Land Trust Re: Item 4(11) LS09-037 — McLeod Woodlot— Oak Ridges Moraine Land Trust (ORMLT) X CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION X1 REGIONAL REPORT XII NEW BUSINESS/GENERAL INFORMATION -COUNCILLORS Xlll CLOSED SESSION None Council Meeting Agenda Tuesday, November 24, 2009 Page 3 of XIV READING OF BY-LAWS. RECOMMENDED: THAT the following listed by-laws be given 1st, 2nd and 3rd readings, and enacted: 5178-09 BEING A BY-LAW to amend Parking pg. 40 By-law 4574-043 as amended, with respect to parking on Richardson Drive (Related to report TSAC09-012 - deferred from November 10, 2009 Council meeting), 5181-09 BEING A BY-LAW to exempt Lots 11, pg. 41 34, 35, 39 and 49 on Plan 65M-4079 from Part Lot Control (Royalcliff Homes Bayview Inc.) (Related to report PL09-086 — November 17, 2009 General Committee meeting) 5193 — 09 BEING A BY-LAW to appoint John Leach pg. 42 as Clerk for The Corporation of the Town of Aurora 5190-09 BEING A BY-LAW to confirm actions by pg. 44 Council Resulting from Council Meeting 09-32 on November 24, 2009 XV ADJOURNMENT Council Meeting Agenda Tuesday, November 24, 2009 Page 4 of 5 AGENDA ITEMS 1. Special General Committee Meeting Minutes pg. 11 Saturday, November 7, 2009 RECOMMENDED: THAT the minutes of the Special General Committee Meeting of November 7, 2009 be received and the recommendations carried by the Committee be approved. 2. Special General Committee Meeting Minutes pg. 15 Monday, November 16, 2009 RECOMMENDED: THAT the minutes of the Special General Committee Meeting of November 16, 2009 be received and the recommendations carried by the Committee be approved. 3. Special General Committee Meeting Minutes - Audit Committee pg. 21 Tuesday, November 17, 2009 RECOMMENDED: THAT the minutes of the Special General Committee Meeting - Audit Committee of November 17, 2009 be received and the recommendations carried by the Committee be approved. 4. General Committee Meeting Minutes pg. 24 Tuesday, November 17, 2009 RECOMMENDED: THAT the minutes of the General Committee Meeting of November 17, 2009 be received and the recommendations carried by the Committee be approved. Council Meeting Agenda Tuesday, November 24, 2009 Page 5 of 5 5. Correspondence from Dominion Institute Re: Veteran Appreciation Days (Tabled by Mayor Morris) RECOMMENDED: THAT Council provide direction. pg. 31 6. Memorandum from Mayor Phyllis Morris pg. 34 Re: Procedural Rules and Council Conduct RECOMMENDED: THAT the memorandum regarding Procedural Rules and Council Conduct be received for information. COUNCIL AGENDA -.November 24, 2009 Previous Minutes - 1 AiliZORA. TOWN OF AURORA SPECIAL COUNCIL MEETING MINUTES NO. U9-29 Council Chambers / Atrium Aurora Town Hall Tuesday, November 10, 2009 ATTENDANCE COUNCIL MEMBERS MEMBERS ABSENT OTHER ATTENDEES Councillor McRoberts in the. Chair; Councillors Buck, Collins-Mrakas, Gaertner, Gallo (arrived at 6:00 p.m.), Granger, and Wilson (arrived at 6:00 p.m.) Mayor Morris and Councillor MacEachern were absent, Chief Administrative Officer/Acting Deputy Clerk, Town Solicitor/Acting Town Clerk (left at 6:00 p.m.), Accessibility Advisor Deputy Mayor McRoberts called the meeting to order at 5:44 p.m. I DECLARATIONS OF PECUNIARY INTEREST. There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. 11 APPROVAL OF AGENDA Moved by Councillor Collins-Mrakas Seconded by Councillor Gaertner THAT the agenda as circulated by the Corporate Services Department be approved. CARRIED 111 ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES (AODA) MANDATORY TRAINING Deputy Mayor McRoberts relinquished the Chair. Mayor Morris assumed the Chair at 7:00 p.m. IV READING OF BY-LAWS Moved by Councillor Wilson Seconded by Councillor Granger THAT the following listed by-law be given 1 st, 2nd and 3rd readings, and enacted: -7- COUNCIL AGENDA - November 24, 2009 Minutes of Special Council Meeting Tuesday, November 10, 2009 Page 2 of 2 5182-09 BEING A BY-LAW to confirm actions by Council Resulting from Special Council Meeting 09-29 on November 10, 2009 CARRIED V ADJOURNMENT Moved by Councillor McRoberts THAT the meeting be adjourned at 7:04 p.m. CARRIED PHYLLIS M. MORRIS, MAYOR CHRISTOPHER C. COOPER ACTING TOWN CLERK Previous Minutes - 2 -2- COUNCIL AGENDA - November 24, 2009 Previous Minutes - 1 AURORA TOWN. OF AURORA COUNCIL MEETING MINUTES NO. 09-30 Council Chambers Aurora Town Hall Tuesday, November 10, 2009 ATTENDANCE COUNCIL MEMBERS Mayor Morris in the Chair; Councillors Buck,. Collins- Mrakas, Gaertner, Gallo, Granger, McRoberts and Wilson - MEMBERS ABSENT Councillor MacEachern was absent. OTHER ATTENDEES Chief Administrative Officer, Town Solicitor/Acting Town Clerk, Director of Building & By-law Services, Director of Planning & Development Services, Director of Infrastructure and Environmental Services, Director of Corporate and Financial Services/ Treasurer, and Council/Committee Secretary Mayor Morris called the meeting to order at 7:04 p.m. I DECLARATIONS OF PECUNIARY INTEREST Councillor Collins-Mrakas declared an interest in item 2(III) Adoption of Previous Minutes — General Committee Meeting Minutes of October 20, 2009, due to a relative having a contractual relationship with one of the listen companies in item 5 — Planning Applications Status List, and did not take part in any questions in regard to these minutes or attempt in any way to influence the voting on such questions. Il APPROVAL OF AGENDA Moved by Councillor Gaertner Seconded by Councillor Granger THAT the agenda as circulated by the Corporate Services Department be approved. CARRIED Moved by Councillor Gaertner Seconded byCoancillorGranger THAT the following withdrawal from the agenda be approved: Y Withdrawal of Presentation b) — Mr. Daniele Zanotti, CEO United_ Way of York Region CARRIED -3. COUNCIL AGENDA - November 24, 2009 Minutes of Council Meeting Tuesday, November 10, 2009 Page 2 of 8 Moved by Councillor Gaertner Previous Minutes - 2 Seconded by Councillor Gallo THAT the following addition to the agenda be approved: ➢ New Delegation a) — Mr. Walter Mestrinaro Re: Item 2(9) - Memorandum from the Director of Corporate and Financial Services Re:, Response to General Committee Request: Mr. Mestrinaro's Procurement Process Concern from GC October 20, 2009 On a recorded vote the resolution was CARRIED. YEAS: 7 NAYS: 1 VOTING YEN Councillors Colins-Mrakas, Gaertner, Gallo, Granger, McRoberts, Wilson and Mayor Morris VOTING NAY: Councillor Buck M OPEN FORUM Mr. Klaus Wehrenberg addressed Council to suggest the establishment of a macro -level natural heritage and green space strategy. Mr. Jonathan Lee addressed Council in opposition of By-law 5178-09, with respect to parking'on Richardson Drive. IV ADOPTION OF MINUTES Council Minutes of October 27, 2009 Movedby Councillor McRoberts Seconded by Councillor Granger. THAT the Council minutes of Tuesday, October 27, 2009 be adopted as printed and circulated. CARRIED Mayor Morris read into the record the proclamation regarding Veterans' Week, being November 5 — November 11, 2009, following which a minute of silence was observed. V PRESENTATIONS a) Charley McCann, Carissa Muller and Cassidy Roylance Lester B. Pearson Student Essay Winners — Local Government Week Each of the three student essay winners, Charley McCann, Carissa Muller and Cassidy Roylance, read their essays and were presented with a gift bag from Mayor Morris to congratulate them on their achievement. Mayor Morris also recognized the students' teacher, Mme Brigid Duggan for all of her efforts in teaching the children about municipal government. BEE COUNCIL AGENDA - November 24, 2009 Previous Minutes - 3 Minutes of Council Meeting Tuesday, November 10, 2009 Page 3 of 8 b) Mr. Daniele Zanotti, CEO, United Way of York Region Re: 2009 United Way Campaign WITHDRAWN Vt PUBLIC SERVICE ANNOUNCEMENTS Mayor Morris advised that the budget meeting dates are listed on the Town's website and are open to the public. Mayor Morris indicated that the next scheduled budget meeting is on Monday, November 16, 2009 at 7:00 p.m. Councillor Gaertner reminded everyone about the ceremony at the cenotaph, which will be taking place on Wednesday, November 11, 2009 at 11:00 a.m. Councillor Buck reminded everyone that November 11" is the day to remember those who have fallen in the war. Councillor McRoberts congratulated the players and coaches of the Aurora Barbarians, who have won the Ontario Rugby Union Marshall (Premier) Division . League Championship for four years in a row and their second McCormick Cup Championship within that period. Mayor Morris congratulated Mr. David Tomlinson for winning the 2009 Citizen of the Year Award, as well as the Ontario Senior Achievement Award in the field of. Environmental. Science, presented to him on October.28, 2009 by Lieutenant Governor David Onley. Mayor Morris congratulated Ms Sylvia Neal on winning the Senior Star Competition, held at the Aurora Legion, sponsored by the Charlwell Seniors Housing Group and for her performance at the Chariwell Annual Senior Star National Final, held on October 19, 2009 at the Royal York. Vll DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 2(III), 2(4), 2(6), 2(7), 2(9) and 3 were identified for discussion. Vlll ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Moved by Councillor Granger So condedby Councillor Wilson THAT the following recommendations respecting the matters listed as "Items not Requiring Separate Discussion" be adopted as submitted to Council and staff be authorized to take all. necessary action required to give effect to same: Special General Committee Meeting Minutes Monday, October 26, 2009 THAT the minutes of the Special General Committee Meeting of October 26, 2009 be received and the recommendations carried by the Committee be approved. -5- COUNCIL AGENDA - November 24, 2009 Previous Minutes - 4 Minutes of Council Meeting Tuesday, November 10, 2009 Page 4 of 8 4. Newsletter - Arboretum News — Fall 2009 (Tabled by Councillor MacEachern) THAT the newsletter Arboretum News - Fall 2009 be received for information. CARRIED IX DELEGATIONS . a) Mr. Walter Mestrinaro Re: Item2(9) - Memorandum from the Director of Corporate and Financial Services Re: Response to General Committee Request; Mr. Mestrinaro's Procurement Process Concern From GC October 20, 2009 (Added Item) Mr. Mestrinaro addressed Council to obtain answers from the.Director of Corporate and Financial Services to several 'questions pertaining to the procurement process for the bid he submitted. Moved by Councillor Buck Seconded by Councillor Granger THAT the comments of the delegate be received for Information. CARRIED X CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 2. General Committee Meeting Minutes Tuesday, November 3, 2009. Councillor Collins-Mrakas, having declared an interest in this item, did not take part in or vote on any questions in this regard or attempt In any way to influence the voting on such questions. (111) ADOPTION OF PREVIOUS MINUTES General Committee Meeting Minutes - October 20, 2009 Moved by Councillor Gallo Seconded by Councillor Wilson THAT the General Committee Meeting minutes 09-23 from the October 20, 2009 meeting be adopted. CARRIED Moved by Councillor McRoberts Seconded by Councillor Buck THAT item 2(9) be brought forward for discussion. CARRIED -6- COUNCIL AGENDA - November 24, 2009 Previous Minutes - 5 Minutes of Council Meeting Tuesday, November 10, 2009 Page 5 of 8 (9) Memorandum from the Director of Corporate and Financial Services Re: Response to General Committee Request: Mr. Mestrinaro's Procurement Process Concern from General Committee - October 20, 2009 Moved by Councillor Buck Seconded by Councillor McRoberts THAT the memorandum from the Director of Corporate and Financial Services be accepted for information. CARRIED (4) TSAC09-67 — Traffic Safety Advisory Committee Meeting Minutes October 14, 2009 (2) TSAC09-012 — Parking Concerns on Richardson Drive Moved by Councillor McRoberts Seconded byCouncillorBuck THAT the matter be referred back to staff fora reportback to General Committee. Dill N:1i=117 The meeting was recessed at 8:39 p.m.. The meeting resumed at 8:46 p.m. (4) Correspondence from Mr. Dan Duffy Re: Safety Concerns on Hunters Glen Road Moved by Councillor Gaertner Seconded by Councillor McRoberts THAT this matter be referred to staff to investigate and bring_ back options to the Traffic Safety Advisory Committee for consideration; and THAT staff also be requested to look at all of Hunters Glen Road to see if there are any other sharp curves which may require similar' measures. On a recorded vote the resolution was CARRIED. YEAS: 8 NAYS: 0 VOTING YEA: Councillors Suck, Colins-Mrakas, Gaertner, Gallo, Granger, McRoberts, Wilson and Mayor Morris VOTING NAY: None Moved by Councillor Gaertner Seconded by Councillor Wilson THAT item 2(7) be brought forward for discussion. CARRIED -7- COUNCIL AGENDA.- November 24, 2009 Previous Minutes - 6 Minutes of Council Meeting Tuesday, November 10, 2009 Page 6 of 8 Moved by Councillor Wilson Seconded by Councillor McRoberts THAT the Procedural By-law be waived to allow the applicant to speak to questions. raised by Council. CARRIED (7) PL09.080 - Applications for Site Plan Approval and Amendment to the Zoning By-law 1087931 Ontario Limited Lot 13 and Part of Lot 14, R.P.246 and Part of Parcel A, R.P.36 Files D11.13-06 and D14-11.06 Moved by Councillor Gaertner Seconded by Councillor Wilson (6) THAT, subject to the final approval of the grading and servicing plan, Site Plan Application Dll-13-06 be approved to permit a 6 unit residential development (5 Townhouses; 1 single detached); and . THAT Council authorize the Mayor and Town Clerk to execute a Site Plan Agreement between the Town and the Owner to facilitate the subject proposal; and THAT prior to execution of the agreement, confirmation be received from the Secretary -Treasurer of the Committee of Adjustment that the easement has been granted; and THAT Council determine that no further notice is, required to be given in respect of the proposed by-law in accordance with Section 34 (17) of the Planning Act, , related to accurately delineating. the Environmental Protection Zone (flood plain) and the addition of the EP717 Zone to permit above grade decks for units 4 and 5; and THAT Council enact implementing Zoning By-law 5173-09, and THAT five (5) units of sewage and water capacity be allocated from the Core Area Ihfill reserve to 15366 Yonge Street to facilitate the proposed development. On a recorded vote the resolution was CARRIED. YEAS: 8 NAYS: 0. VOTING YEA: Councillors Buck, Colins-Mrakas, Gaertner, Gallo, Granger, McRoberts, Wilson and Mayor Morris VOTING NAY: None L809-047 — Pine Tree Potters Guild Sign Moved by Councillor Gaertner Seconded by Councillor Granger THAT the current signage at. the Pine Tree Potters Guild remain; and THAT the Pine Tree Potters Guild be advised that the signage should be maintained at all times. CARRIED I'ME COUNCIL AGENDA- November 24, 2009 Minutes of Council Meeting Tuesday, November 10, 2009 Page 7 of 8 Moved by Councillor Gallo Previous Minutes - 7 Seconded by Councillor Granger THAT the balance of the minutes of the General Committee Meeting of November 3, 2009 be received and the recommendations carried by the Committee be approved. CARRIED 3. Correspondence from York Regional Police Re: Drug Safety — Smart Choices for Life (Tabled by Mayor Morris) Moved by Councillor Granger Seconded by Councillor McRoberts THAT the correspondence from York Regional Police regarding Drug Safety — Smart Choices for Life be received. CARRIED XI REGIONAL REPORT None X11 NEW BUSINESS/GENERAL INFORMATION-- COUNCILLORS Councillor Buck advised that the recruitment for a permanent Chief Financial Officer should be taking place. Councillor Granger presented material pertaining to a Long Term Tourism Destination Development Strategy which, Mayor Morris advised, was presented by Chair Bill Fisch at the Tuscany Event Centre and which provides opportunities for partnerships. Xlll CLOSED SESSIONAGENDA None XIV READING OF BY LAWS Moved by Councillor Gaertner Seconded by Councillor Buck THAT the following listed by-laws be given 1st, 2nd and 3rd readings, and enacted: 5173-09 BEING A BY-LAW to amend Zoning By-law No. 2213-78, as amended (15356 Yonge Street) 5177-09 BEING A BY-LAW to amend Parking By-law 4574-04.T, as amended, with respect to parking on George Street 5183-09 BEING A BY-LAW to confirm actions by . Council Resulting from Council Meeting 09-30 on November 10, 2009 .g_ COUNCIL AGENDA- November 24, 2009 Previous Minutes - 8 Minutes of Council Meeting Tuesday, November 10, 2009 Page 8 of 8 Note: By-law 5178-09 was pulled in conjunction with the referral of item 2[4(2)]. CARRIED XV ADJOURNMENT Moved by Councillor Wilson. THAT the meeting be adjourned at 9:37 p.m. CARRIED PHYLLIS M. MORRIS, MAYOR CHRISTOPHER C. COOPER ACTING TOWN CLERK COUNCIL AGENDA - November 24, 2009 ITEM # -1 AuR_oxA TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING MINUTES CAPITAL BUDGET NO, 09-26 Council Chambers Aurora Town Hall Saturday, November 7, 2000 ATTENDANCE COMMITTEE MEMBERS MEMBERS ABSENT OTHER ATTENDEES Mayor Morris in the Chair; Councillors Collins-Mrakas, Gallo, Gaertner, Granger, MacEachern, McRoberts and Wilson Councillor Buck 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 AnalystIBudget 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 9:16 a.m. I DECLARATIONS OF PECUNIARY INTEREST There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. 11 APPROVAL OF AGENDA General Committee recommends; THAT the agenda as circulated by the Customer and Legislative Services Department be approved: CARRIED COUNCIL AGEND*c+*l@ dBWN ye29699 Minutes Capital Budget - Saturday, November 7, 2009 Page 2 of 4 ITEM # 1-2 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 lighting 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 there at 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 inthe order of priority using a ranking system as presented at this meeting. Mr. Elliott advised that the projects presented above the line are proposed to be included in the 2010 Capital Budget, and those below the line are proposed to be deferred for consideration in future years. 2010 Capital Budget Project #72099 —API-C 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 Services/Treasurer for further review based on the comments from the Director of Infrastructure and Environmental Services. CARRIED Proiect#73108 — RinC Rehabilitation of Park Infrastructure Protect #73110 — RinC Rehabilitation of Confederation Park Proiect #72107 — RinC improvements to ACC Proiect #73109.— RinC Sheppard's Bush Upgrades ades 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 - 12 - COUNCIL AGEN0*W*&1Pahf1P yp2WJ)g Minutes Capital Budget - Saturday, November 7, 2009 Page 3 of 4 ITEM # 1-3 Project # 72055 — Energy Management and Conservation Building Retrofits General Committee recommends: THAT Project #72055 — 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 may be funded by the Council Discretionary Reserve Fund, CARRIED Project # 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 Project #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. CARRIED 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 -13- COUNCIL AGENI;XcI*I%w"Jfi¢mrMqqe2009g Minutes ITEM # 1-4 Capital Budget -Saturday, November7, 2009 Page 4 of 4 The Committee reconvened at 12:45 p.m. Proiect #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 THE REPORT OF THE,GENERAL COMMITTEE MEETING 09-26 IS SUBJECT TO FINAL APPROVAL AT COUNCIL ON TUESDAY, NOVEMBER 24, 2009. _14. COUNCIL AGENDA -. November 24i 2009 ITEM # 2 -1 /3 AuRpRA TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING MINUTES CAPITAL BUDGET NO. 09-27 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 COlncj/Committee Secretary Mayor Morris called the meeting to order at 7:05 p.m. I DECLARATIONS OF PECUNIARY INTEREST There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. 11 APPROVAL OF AGENDA General Committee recommends: THAT the agenda as circulated by,the Customer and Legislative Services Department be approved. CARRIED 111 DELEGATIONS a) Ms Irene Clement, Aurora Community Arboretum Re: 2010 Work Plan Ms Irene Clement, of the Aurora Community Arboretum, addressed General Committee tothankMayor 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. -15- COUNCIL AGEND ecMa %yW" rnAf1hA9eg9ng Minutes Capital Budget - Monday, November 16, 2009 Page 2 of 6 ITEM # 2-2 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 regarding the 2010 Capital Budget Mr Klaus Wehrenberg 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 maintenance aspects 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 20.10 budget. General Committee recommends. THAT.the comments from, the delegate be received and.referred to the 2010 budget deliberations. CARRIED V CONSIDERATION OP 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 MayorMcRoberts 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. -16- COUNCIL AGEND�pec11M%erPMkK19ittlAeCeTngMinutes ITEM # 2' 3 Capital Budget- Monday, November 16, 2009 Page 3of6 The Committee reconvened at 8:59 p.m. General Committee recommends: THAT the amount of .$75,000 be allocated toward project #31038 — Bloomington Sideroad, Yonge Street to Bayview Avenue Sidewalk/ Bikewaytillumination, 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 Proiect #31056 — Bloomington Sideroad Bathurst Street to Yonge Street Sidewalk/Bikewav/Illumination (item 6 on Memorandum) 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. Protect #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 Sianage Re-locatio (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 -17- COUNCIL AGEN%eZia"@yfrieMIMFir?r4eMt%g Minutes ITEM # 2-4 Capital Budget- Monday, November 16, 2009 Page 4 of 6 Councillor Buck left the meeting at 10:30 p.m. Project #14050.— Financial Application Upgrades (item 10 on Memoranduml General Committee recommends: THAT Council include project #14050 — Financial Application Upgrades, be moved above the line as part of the 2010 Capital Budget requests, in the amount of $20.000. CARRIED Various Projects —Fleet Mana ement 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 $290,000 to $10,000. ' CARRIED General Committee recommends: THAT the hour of adjournment be extended to 11:00 p.m. IWIT 1ccu] Projects Eligible for Funding from the Council Discretionary Reserve (item 12 on Memorandum) 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: #72098-Ice Plant Retro-Fits APLC - $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 COUNCIL AGENDDA,;cN'ay&TI'' F,,9AbAe?&g Minutes ITEM # 2-5 Capital Budget • Monday, November 16, 2009 Page 5 of 6 Proiect #73126 -Parks and Recreation Master Plan Consulting Studies (item 15 on Memorandum) General Committee recommends: THAT Capital project #73126 be moved above the line as part of the 2010 Capital Budget requests in the amount of $100;000. CARRIED Proiect #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 (item 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 railfencing for Lakeview Trail. CARRIED Proiect #72107 — RInC - Improvements to ACC Jkm 3.on Memorandum) General Committee recommends: THAT the budgeted amount for project #72107 — 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 -19- COUNCIL AGENDSpeciai�ee7aTCommift�e2tp2tiiig Minutes Capital Budget - Monday, November 16, 2009 Page 6 of 6 V ADJOURNMENT General Committee recommends: TFIAT the meeting be adjourned at 10:57 p.m. CARRIED ITEM # 2 6 THE REPORT OF THE GENERAL COMMITTEE MEETING 09-27 IS SUBJECT TO FINAL APPROVAL AT COUNCIL ON TUESDAY, NOVEMBER 24, 2009. PHYLLIS M. MORRIS, MAYOR CHRISTOPHER C. COOPER ACTING TOWN CLERK 20 . COUNCIL AGENbA - November 24, 2009 ITEM # 3 - 1 AuR`oRA 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 at 6:56 p.m.), McRoberts, and Wilson MEMBERS ABSENT Councillor Collins-Mrakas was absent. OTHER ATTENDEES Chief Administrative Officer, Town Solicitor/Acting Town Clerk, Director of Corporate and Financial Services/Treasurer, and CouncillCommittee Secretary Mayor Morris called the meeting to order at 6:16 p,m. I DECLARATIONS OF PECUNIARY INTEREST There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. 9 APPROVAL OF AGENDA General Committee recommends: THAT the agenda as circulated by the Customer and Legislative Services Department be approved as presented. CARRIED /it 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 -21- COUNCIL AGENDA November 243 2009 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: ITEM # 3-2 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 296 of the Municipal Act, 2001; and THAT, in future, the presentation of the year end audited financial statementsbepresented at a Council meeting. CARRIED 2. AC09-003 — 2009 Audit Plan General Committee recommends: 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 theaudit in the . event of adverse findings, or required assistance to staff or similar costs are incurred. X CLOSED SESSION None CARRIED . - 22 COUNCIL AGENDA - November 24, 2009 Special General Committee Meeting Minutes Tuesday, November 17, 2009 Page 3 of 3 X1 ADJOURNMENT General Committee recommends; THAT the meeting be adjourned at 7:29 p.m. CARRIED ITEM # 3-3 PHYLLIS M. MORRIS, MAYOR CHRISTOPHER C. COOPER ACTING TOWN CLERK THE REPORT OF THE SPECIAL GENERAL COMMITTEE MEETING 09-28 IS SUBJECT TO FINAL APPROVAL AT COUNCIL ON TUESDAY, NOVEMBER 24, 2009. COUNCIL AGENDA - November 24, 2009 ITEM # 4 - '1 AuioRA 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 was absent. Chief Administrative Officer, Town Solicitor/Actinb 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 PE CUNIARYINTEREST There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. II 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 - 1-809-037 — 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 -24- COUNCIL AGENDA - November 24, 2009 ITEM # 4-2 General Committee Meeting Minutes Tuesday, November 17, 2009 Page 2 of 7 III 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 following recommendations respecting the matters listed as "Items not Requiring Separate Discussion" be adopted as submitted to the General Committee and staff be authorized to take all necessary action required to give effect.to same: 1. AAC09-08 — Accessibility Advisory Committee Meeting Minutes November 4, 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, 2009 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 reorganization of the Town's administrative structure in accordance with the Phase 2 report prepared by The Randolph Group, .25. COUNCIL AGENDA - November 24, 2009 ITEM # 4 - 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 summarized in Attachment #3 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. IES09.066 — Award of Contracts for Winter Salt and Sand Supplies THAT the Town issue a purchase order to Sifto Canada Corp, for the supply of salt for 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 streetsweeper, 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 -26- COUNCIL AGENDA- November 24, 2009 ITEM # 4-4 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 2009 Community Grant Requests 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 Bayvlew Inc. Plan 66M-4079, Lots 11, 34, 35, 39 & 40 File D12-PLC-07-09 Related File 1312-00-1A 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 Off icfal'Plan and Zoning By-law - The Town of Aurora and Chak Wai Cheng and Kathy Chong (In Trust) 16286 and 15306 Leslie Street Pt. Lot 21, Con 2, Pt 1 and 2, 65R-2640 and . Pt. L9t 21, Con 2 Files D09.02-09 and D14-13-07 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 -27- COUNCIL AGENDA - November 24, 2009 ITEM # 4 5 General Committee Meeting Minutes Tuesday, November 17, 2009 Page 6 of 7 VI DELEGATIONS a) Ms Susan Walmer, Executive Director, Oak Ridges Moraine Land Trust Re: Item 11 - LS09-037 — McLeod Woodiof-- Oak Ridges Moraine Land Trust (ORMLT) , (Added lfem) 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. Vil PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE None Vlll CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION . General Committee 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. CARRIED -28- COUNCIL AGENDA- November 24, 2009 General Committee Meeting Minutes Tuesday, November 17, 2009 Page 6 of 7 4. CS09-017 — 2010 Council and Committee Meeting Calendar. General Committee recommends: ITEM # 4-6 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, CARRIED 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 Works 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 #1 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 sell advertising space on the boards at the Aurora Community Centre Arena #1. CARRIED 16. PL09-084 _ Servicing Allocation Update Report General Committee recommends: THAT report PL09-084 be received for information. CARRIED -29- COUNCIL AGENDA -November 24, 2009 ITEM # 4 - 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 NEW BUSINESS/GENERAL. INFORMATION-- COUNCILLORS None X CLOSED SESSION General Committee recommends: THAT General Committee resolve into a Closed Session, following adjournment, to consider: Y labour relations or employee negotiations (2 items); and D 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 THE REPORT OF THE GENERAL COMMITTEE MEETING 09-29 IS SUBJECT TO FINAL APPROVAL AT COUNCIL ON TUESDAY, NOVEMBER 24, 2009. -30- COUNCIL, AUo�rember 24, 2009 yowreiwgoad,cowp"a y MEMORANDUM Office of the Mayor Date: November 24, 2009 To: Members of Council ITEM # 5 - 1 From: Mayor Phyllis Morris Re: LETTER FROM DOMINION INSTITUTE RE VETERAN APPRECIATION DAYS RECOMMENDATION: THAT Council: ❑ Receive for information ❑ Endorse the recommendations © Provide direction -31- COUNCIL AGENDA - November 249 2009 I N S T J j[HISTO NSTITUTE Dear Sir/Madame, On behalf of the Historica-Dominion Institute, please find enclosed a complimentary copy of the Veteran Appreciation Days Planning Guide and Toolkit. The Institute launched this special initiative in 2006 and since then has helped communities plan more than 20 special Veteran Appreciation Days in areas across Ontario. Designed to recognize the contribution veterans have made in their community outside the traditional Remembrance Day period, Veteran Appreciation Days have reached more than i,000 veterans and thousands of community leaders, young people and educators. In 2009, eight additional communities hosted an event in their community including London, Windsor, Hamilton and North Bay. At each event the community's Mayor proclaimed the date as Veteran Appreciation Day in front of the local cenotaph, together with an audience that includes different generations of veterans, community groups, students, local police and fire departments and political representatives. Along with our sponsor, the Province of Ontario's Seniors Secretariat, the Historica-Dominion Institute is encouraging small to mid -sized communities to plan their own Veteran Appreciation Day to coincide with the 66t'' anniversary of end of the Second World War in 2010. To assist in the process, we have developed this bilingual Planning Guide and Toolkit. Our aim is to ensure that each municipality receives a copy and considers organizing this truly special event in their area. The Historica-Dominion Institute's mandate is to build active and informed citizens through a greater knowledge and appreciation of the history, heritage and stories of Canada. This is a continuation of the important work done by both the Historica Foundation of Canada and The Dominion Institute. Visit www.historica-dominion.ca Should you have any questions regarding holding your own Veteran Appreciation Day, please contact the Institute at 1.866.701.1867 or memory@dominion.ca. Once your date is confirmed, we would be happy to include it on our website and promote it to our members in that area. For more information, please visit http://www.thememoMroject.com/vetappreciationdays Warm Regards, Marc Chalifoux Executive Vice -President Historica-Dominion Institute 5-2 43 rue Front Street E., Toronto (ON) WE 1 B3 Telephonerfe16phone: 416.506.1867 Fax/r6l6o: QQ1g 506.0300 Toll Free/Sans frais: 1.866.701.1867 Emall/Courriel: js of @hlst0dca-dom1Ho%_ - Web: y�yvw.hi orica-do„p jpj-on„�ca November 2009 'ECFIV D NOV 1 12009 5-3 Dear Sir/Madam, As Romembrance Wook approaches, The Historica-Dominion Institute would like to provide your community ; with the opportunity to honour our veterans with a special ceremony in 2010, called Veteran Appreciation Day.., Since 2006, The Dominion Institute (recently renamed The Historica-Dominion Institute after a merger with the Historica Foundation of Canada) has planned more than 20 Veteran Appreciation Days in communities across the province, including eight this past summer in locations from North Bay to Windsor: These special events are committed to recognizing the service and sacrifice of our veterans and the contribution they continue to ' -"'make to our e5mmia�nities:`It'is a so an' opprTttunify to Pecognize a[fF-veieraYss; pastan-d;prese'nt; ocltsideZsf' - traditional Remembrance Day ceremonies. This year, the Institute also created Veteran Appreciation Days Planning Guide and Toolkitto aid communities in creating these memorable events. You should have received a copy of this how-to guide by mail a few months ago. We ask that you download th6 FREE to'olklt (www#li6mertlor`yororect com/vstappreciatipndJ ys) and consider hosting a Veteran. Appreciation Dav in your coriiiiluntif"v in'the spring or summer`' 2010:.,You may wish to have your celebration coincide with significant commemorations, such as VE Day on May Sr', (the 65rh anniversary of the end of the Second World War in Europe) or VJ Day on August 15th (the 65t1' anniversary of the end of the Second World War in the Pacific). As Second World War veterans are now on average 87 years old, it is important that we take the time now to show our gratitude for the sacrifices they have made for us all, The Institute's Veteran -Appreciation Days initiative has been generously sponsored by the Province of Ontario through its Seniors' Secretariat. Please find enclosed a letter of support from the Hon. Aileen Carroll, Minister Responsible for Seniors. Should you have any questions regarding holding your own Veteran Appreciation Day, please contact The Historica-Dominion Institute on 1.866.701.1867 or at memory@historica-dominion.ca. We would be happy to help. We hope that you take this opportunity to honour the veterans in your community. Lest we forget. Marc Chalifoux Executive Vice-Pres(dent F 4$-rue Front Street E., Tcronto (ON) WE 183 - - Telephone/ielephone: 416.506.1867 Faxni6160,: 416.506.0300 Toll Free/Sans frais: 1.866.701.1867 - Email/Courriel: stelfQhlstorica=dominicaa Xdb: www.historlca-dominlon.ca. - - - COUNCIL GrE o ember 245 2009 IkURORA ' YD/.LYE L{(i Cf00li COf2t`Jp/� MEMORANDUM I office of the Mayor Date: November 24, 2009 To: Members of. Council From: Phyllis Morris, Mayor Re: Procedural Rules and Council Conduct ITEM # 6 -11 Further to my email of November 13th 2009, which was sent to all Council Members, the Chief Administrative Officer and the Acting Town Clerk, it appears an Era Banner reporter was forwarded or obtained my email. An article was subsequently published and written by.Sean Pearce of the Era Banner "Mayor lays down law to curb council outbursts - November 18, 2009" quoting both myself and Councillor Collins-Mrakas, but without benefit to the reader and residents of Aurora of any subsequent emails. As the content of the communication is not confidential and to ensure openness and transparency "the email' is submitted for the public record along with the Era Banner article dated November 18th 2009 and the original attachment that was sent to Members of Council. (See Appendix 1) Phyllis Morris Mayor AURORA Yoo.gF6ppsinoss la 12 flQ� I N N r �iril lffl 1 an q rt � �0 -34- COUNCIL AGENDA - November 24, 2009 ITEM # 6-2 From: Phyllis Morris Sent: Friday, November 13, 2009 6:51 AM. To: Mayor and Councillors Cc: Garbe, Nell; Cooper, Christopher Subject; FYI and reference To: Members of Council FROM: Phyllis Morris, Mayor DATE: November 13th 2009 RE: Council Conduct during meetings Re: Procedural Rules and Council Conduct On Tuesday; November 3rd 2009, during the Council meeting, Councillor Stephen Granger following the rules of debate, called a point .of order, related to a Procedural concern he wished to draw Councils attention to. Before the Chair could rule on the point of order, Councillor Alison Collins-Mrakas interjected; while the Chair was considering the point of order being raised. As Council is aware, the procedures to be followed once a point of order has been raised and while the Chair is rendering. a decision are clear. Members attention is drawn to: Section 5:11 (b) and (c) Point of Order And Section 5.11 (b). (b) When a Member wishes to raise a point of order, the Member shall ask leave of the Chair to raise the point of order and after leave isgranted the Member shall state the point of order to the Chair and no further business shall be conducted until the Chair has decided and stated the point of order; And Section 5.11 (c) (c) Thereafter, a Member. shall only address the Chair for the purpose of appealing the Chair's decision to the Council; These sections clarify that a Member is required to wait until a ruling is rendered by the Chair, before appealing the Chairs decision. After which :time the Member may then appeal the ruling. Shouting over the Chair, interjecting and demanding an answer as to whether a ruling has been decided by the Chair, before the Chair has ruled - is not the adopted procedure. COUNCIL AGENDA - November 24, 2009 ITEM # 6 - 3 Your attention is drawn to: Section 4.2 (i) Conduct a4 Meeting - Duties of the Chair It Shall be the duty of the Chair: (i) To adjourn the meeting without the question being put or to suspend or recess the sitting for a time to be named, if it is considered necessary by virtue of a grave disorder or other disruption arising in the course of the meeting. The interjections that occurred during that part of the meeting led to the recess being called by the Chair. Member's attention is further drawn to Section 4.5 - Improper Conduct (a) Improper conduct shall be deemed to exist where any person breaches the rules of procedure or interrupts the proceedings of Council such that continuation of the meeting is rendered, difficult or impossible. (b) Where a person has, in the opinion of the. Chair, been guilty of improper conduct at any meeting, the Chair may expel or exclude any such person from the meeting. And also to: .Section 5:11 (a) iii A point of order may be called by a Member to bring attention to: . iii. The .use of improper, offensive or abusive language; inappropriate actions, in or against the Council or against any 1 Member of Council or any staff member or any member of the public; I respectfully request that. all Members review and familiarize themselves with the sections from the By-law that have been provided - so that if a similar occurrence arises during a meeting there will be no misunderstanding when the Chair follows the rules in keeping with Section 4.5 (a) and expels or excludes any member for improper, abusive or inappropriate behaviour, in or against the Council or against any Member of Council or any Staff Member or any Member of the Public; during a meeting. See attached memo below, RE: a Member who was expelled from. the October 26th 2004 meeting, which was during the previous term of Council (2003-2006). Sent FYI Phyllis Morris, Mayor Attch: Memo dated December 3rd 2004 -36- Xorlcr COU ion oA1V6ZJ Mooevrrredro a�b council outbursts n.�. . Mayor lays down law to curb council outbursts BY SEAN PEARCE Published on Nov.18, 2009 After last week's council.meeting j devolved Into harsh words and led to an impromptu recess, Aurora's mayor has given her colleagues notice she'll do whatever it takes to maintain order. , Information obtained by The Banner indicates Mayor Phyllis Morris sent a lengthy e-mail to all councillors, CAO Neil Garbe and solicitor Christopher Cooper Friday that described the process for raising a point of order under the town's procedural bylaw. It also gives an account of some of the events of the last council meeting. "I was attempting to clarify the procedures and that was an internal memo for members of council," Mrs. Morris said, adding, her Intent was to make sure everyone knew the rules. "I think It's responsible for a chairperson) to do that." -Last week's meeting was by no means the first instance of tension around the council table. The past three years of the term have been marked with personality conflicts between some members, infighting and, most recently, lawsuits. "Shouting over the chair(person), interjecting and demanding an answer as to whether or not a ruling has been decided by the chair(person) before the chair(person) has ruled Is not the adopted procedure," Mrs. Morris said In her memo. She then continued to say improper, abusive .or offensive language won't be permitted at the council table and that she is willing, if necessary, to exercise her powers to exclude or expel disruptive members. "The rules are the rules and you can't have a chair(person) who's just going to cave In;" . she said, adding the wordfng Isn't meant to be a threat. "I try to have decorum in the chamber and try to stop people from fighting..I'm doing my best." Councillor Alison Collins-Mrakas said she doesn't have an Issue with the rules of procedure, but takes exception to them being applied inconsistently. And the tone of the mayor's memo seems to suggest there might soon be some empty seats; she said. "My response to that e-mail was quite clear... The mayor is not aware of or does not follow the procedures in a consistent, fair or appropriate fashion. It's unequal," Ms Collins-Mrakas said. -37- http://www.yorl&egion.com/printarticle/99557 I -n�n��o✓I,12biffurb council outbursts . In any case, pertaining to the matter at the heart of the e-mail, Ms Collins-Mrakas said she became upset one of her colleagues raised a point of order and then spoke at length without the mayor recognizing them or ruling. The mayor has a different recollection of what took place, she said. "I'm ready to move past this," she said. "I think the mayor became upset and flustered when challenged on why there was no ruling. I'm confident in future, now that the mayor is aware what the procedure Is, that It Won't happen again." ITEM #P9e26) -38- http://www.yorkregion.corn/printarticle/99557 11/20/20 COUNCIL AGENDA - November 24, 2009 GENERAL COMMITTEE — DECEMBER 7, 2004 1�1(��enaCiX I ITEM # 6-6 Memo To: Members of Council From, Tim Jones, Mayor Date: . December 3, 2004 AGENDA ITEM # J. (01 Re: Transcript —Council Meeting October 261h,2004 On Tuesday, Nov. 90', 2004, .Councillor Buck spoke on a 'Question of Privilege' with regard to her expulsion from the Council meeting of Tuesday, October 26'h, 2004, on the grounds of improper conduct as defined within the Town of Aurora's adopted Procedural By -Law. Councillor Buck submitted an audio recording of the portion of that meeting where the misconduct was perceived to have taken place, along with a newspaper article pertaining to the matter, and requested that the Mayor review these submissions to assess whether a breach of conduct was committed. At that same meeting Council directed that "a transcript of the discussion at the Council meeting of Tuesday October 26, 2004, pertaining to the decision to expel Councillor Buck from the meeting be obtained". The Transcript was distributed November 181h to members of Council with a notation by the Town Clerk that "as no further action was requested on this matter, it will not be placed on an agenda for discussion unless requested by a member of Council". This matter was reintroduced at the Council meeting of November 23,2004 whereby it was determined "that the Mayor Is to review the submission to assess whether a breach of conduct was committed, and bring the issue back to a future General Committee meeting." I have undertaken a review of ail the documentation and circumstances surrounding the expulsion of Councillor Buck from the Council Meeting of October 26, 2004 and as Mayor and Chair of that meeting it is my very considered opinion that my actions surrounding the expulsion of Councillor Buck . from, that specific meeting were appropriate to the circumstances of the conduct of that meeting and that no further action can be taken at this time; and further, that the matter should be considered closed and that this Memorandum be —231-- -39- COUNCILIAGEND/ - November 24, 2009. BL-laws - 1 THE CORPORATION OF THE TOWN OF AURORA By-law Number 5178-09.T BEING A BY-LAW to amend Parking By-law 4574-04.T as amended, with respect to parking on Richardson Drive WHEREAS paragraph 1 of.subsection 11 (3) of the Munlolpal Act 2001, S.O. 2001 c.25, as amended, authorizes a lower -tier municipality to pass by-laws respecting highways, including parking and traffic on highways; AND WHEREAS the Council of The Corporation of the Town of Aurora enacted By- law 4574-047, as amended, being the Parking and Traffic Control By-law;, AND WHEREAS the Council of The Corporation of the Town of Aurora deems it necessary and expedient to amend By-law 4574-043, as amended; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF AURORA ENACTS AS FOLLOWS: 1. THAT Schedule I to By-law_4574-043, as amended, respecting, No -Parking is hereby amended by deleting the following: Column t (Highway) Column 2. (Side). Column $ (From &To) Column 4 (Prohibited Times or.Days) Richardson Drive East and - From Murray Anytime - - South Drive. - Tor Child Drive 2. THAT Schedule Ito By-law 4$74-043,' as amended,`.respecting No -Parking Anytime is hereby,amended by inserting the following: .3. Column 1 (Highway) - Column 2 (Side) Column 3 (From & To) Column 4 (Prohibited Times or Days) . Richardson Drive West and --From Murray Anytime - North Drive To: Child Drive - - THAT the provisions of this By-law shall come into force and be effective upon third reading. READ A FIRST AND SECOND TIME THIS 24fh DAY OF NOVEMBER, 2009. READ A THIRD TIME AND FINALLY PASSED THIS 24TH DAY OF NOVEMBER, 2009, Approved" to form rByGegnlServk¢s y r: XN PHYLLIS M. MORRIS, MAYOR CHRISTOPHER COOPER, ACTING TOWN CLERK. COUN IL AGENDI November 24, 2009 -laws THE CORPORATION OF THE TOWN OF AURORA By-law Number 5181-09 BEING A BY-LAW to exempt lots 11, 34, 35,39 and 49 on Plan 65114-4079 from Part -lot Control (Royalcliff Homes Bayview Inc.) WHEREAS subsection 50(7) of the Planning Act, R.S.O. 1990, c.P.13, as amended, provides that the council of a local municipality may by by-law provide that the part -lot control provisions -as provided in subsection 50(5) of the Planning Act, R.S.O. 1990, . c.P.13, as amended, respecting part -lot control does not apply to the land that is within a registered plan of subdivision as is designated in the by-law; AND WHEREAS the Council of The Corporation of the Town of Aurora deems it expedient to enact a by-law to exempt Lots 11, 34, 35, 39 and 49 on Plan 65M-4079 from those.provisions of the Planning Act, R.S.O. 1900, c.P.13, as amended, dealing with part -lot control; NOW THEREFORE -THE COUNCIL OF THE CORPORATIOROF THE TOWN OF AURORA ENACTS AS FOLLOWS: 1.. THAT subsection 50(5) of the PlannfngAct,.R.S:0: 1990, c.P.13, as amended, shall not applyto the following lands, all situated in the Town of Aurora, Regional Municipality of York: Lots 11, 34, 35, 39 and 49, Plan 65M-4079, Parts 1 to 18 inclusive, 65R-31989. 2. THAT this By-law shall -be registered in the proper land registry office. 3. THAT the provisions of this By-law shall came into force and effect upon third reading hereof, shall remain in force and effect for a period of two (2) years from the date of its passing, and shall expire on the 24t' day of November, 2011. READ A FIRST AND SECOND TIME THIS 24°i DAY OF NOVEMBER, 2009. READ A THIRD TIME AND FINALLY PASSED THIS 24" DAY OF NOVEMBER, 2009. PHYLLIS M. MORRIS, MAYOR CHRISTOPHER C. COOPER ACTING TOWN CLERK Appmed" to fo:.. Bji Lega .59rWc, - SJgnauirc: i��,_ -41 - -1 COUNCILI AGEND - November 24, 2000. THE CORPORA TION. OF THE TOWN OF AURORA By-law Number 5193-09 BEING A BY-LAW to appoint John Leach as Clerk . for The Corporation of the Town of Aurora. WHEREAS section 228(1) of the Municipal Act 2001, S.O. 2001,c.25, as amended, requires and authorizes the Council of The corporation of the Town of Aurora, by by-law, to appoint a Clerk whose duty it is to carry out the functions set forth in that section; AND WHEREAS it is the duty of the Clerk to carry out other statutory functions; AND WHEREAS the Council of The Corporation of. the Town of Aurora deems it necessary and expedient to appoint a Clerk; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF AURORA ENACTS AS FOLLOWS: 1. THAT John Leach be and is hereby appointed Clerk of The Corporation of the Town of Aurora, effective November 30, 2009. 2. THAT the duties and responsibilities of the Clerk shallbe as set forth in Schedule "A" hereto attached.. 4. THAT By-law 5165-09 be repealed effective November 30, 2009. READ A FIRST AND SECOND TIME THIS 24`" DAY OF NOVEMBER, 2009. READ A THIRD TIME AND FINALLY PASSED.THIS 24" DAY OF NOVEMBER, 2009. .PHYLLIS M: MORRIS, MAYOR• CHRISTOPHER C. COOPER, ACTING TOWN CLERK Appravedawto rmn ' '6j.L�eygalServices Sipwevrp �,_,y 9 n!S ri o aWz:,� -42- COUNCI N - November 24,.2009 -2 SCHEDULE"A" SUBJECT' to the provisions of the Municipal Act, 2001; S.O. 2001, e.25 and any other statutes, the duties and responsibilities of the Clerk shall be: 1. to ensure that the business of Council is conducted in accordance with provincial legislation and the approved procedures of Council; 2. to keep and preserve all records of the municipality in accordance with statutory and Council requirements; 3, to organize, manage and administer the Department of Customer and Legislative Services and its staff with respect to its statutory and other assigned functions and,in accordance with the approved policies and procedures of Council; 4, to develop and maintain a public information function and a public participation function in accordance, with statutory. and Council requirements;. 5. to provide a centrally coordinated secretariat for Council, its Committees and members; 6, to organize and manage civic functions and public relations activities as directed by Council; 7. to provide for an efficient operation .for municipal elections and is the, Election Returning Officer; 8. to receive, record, distribute and control the disposition of municipal correspondence in conjunction with. Council, the Chief Administrative Officer and Department Heads; 9. to codify and maintain the policies and procedures of Council and its Committees and Departments under .the direction of the Chief Administrative Officer and with the assistance of Depa,rtinent Heads; 10. to carry out such other duties and responsibilities assigned by Council or the Chief Administrative Officer or exercises any other power from time to time lawfully granted by Council; and 11. to exercise the powers and duties as hereby delegated by the head of the municipality to process requests for information and respond to inquiries under the Municipal Freedom of Information and Protection of Privacy Act, R.S.O., 1990, c.M.561 as amended. -43- COUNCIL AGEND - November 24, 2009 6 THE CORPORATION OF THE TOWN OF AURORA By-law Number 5190-09 BEING A BY-LAW to confirm actions by Council resulting from Council Meeting 09-32 on November 24, 2009 THE COUNCIL OF.THE CORPORATION OF THE TOWN OF'AURORA HEREBY ENACTS AS FOLLOWS: 1. THAT the actions by Council at its meeting held on November 24, 2000 in respect of each motion, resolution and other action passed and taken by the Council at the said meeting is, except where prior approval of the Ontario Municipal Board is required, hereby adopted ratified and confirmed. 2. THAT the Mayor.and the proper officers of the Town are hereby authorized and directed to do all things necessary to give effect to the said action or to obtain approvals where required and to execute all documents as may be necessary in that behalf and the Clerk is hereby authorized and.directed to affix the corporate, seal to all such documents. READ A FIRST ANDSECOND TIME THIS 24' DAY OF NOVEMBER 2009. READ A THIRD TIMEAND FINALLYPASSED THIS 24TH DAY OF NOVEMBER, 2009. PHYLLIS M. MORRIS, MAYOR CHRISTOPHER C. COOPER ACTING TOWN CLERK -laws - 1 - 44 ADDITIONAL ITEMS TABLED FOR COUNCIL MEETING Tuesday, November 24, 2009 ➢ New Delegation b) - Mr. Charles Sequeira and Mr. Derek Murray Aurora Seniors Association Re: Item 4(13) - LS09-046 — Aurora Seniors. Association Proposal for Liquor Licence RECOMMENDED: THAT the comments of the delegates be received for information. ➢ New Item 7 — LSAC09-09 — Leisure Services Advisory Committee Meeting Minutes — November 19, 2009 RECOMMENDED. - THAT the Leisure Services Advisory Committee Meeting minutes from the November 19, 2009 meeting be received and the recommendations contained therein be approved. ➢ New Item 8 -Extract from Special General Committee Meeting Saturday, November 21, 2009 RECOMMENDED: THAT the presentation from Mr. Garbe be received; and THAT Council give advanced approval to establish the proposed full time positions of "Manager of Corporate Communications" and "Manager of Strategic Initiatives"; and THAT staff be authorized to proceed with the recruitment process. Additional Items Tabled -November 24, 2009 — Council Meeting page 2 ➢ New Item 9 - Extract from Special General Committee Meeting Monday, November 23, 2009 RECOMMENDED: THAT the presentation from Mr. Cooper be received; and THAT Council give advanced approval to establish the proposed contract position of "Election Co-ordinator"; and THAT staff be authorized to proceed with the recruitment process. ADDED ITEM Delegation (b) Carol From: Saavedra, Marianna Sent: Monday, November 23, 2009 11:16 AM To: Boychuk, Shannon Cc: Clark, Carol; Downey, Al; Papillon, Karie Subject: RE: November 24th Council - Delegation Request r Hi Shannon (and Carol) - I have confirmed the names of the ASA Board members for delegation tomorrow night being Charles Sequiera and Derek Murray - please let me know if you require any more information. Marianna Saavedra Assistant to the Director of Leisure Services Town of Aurora Box 1000- I Municipal Drive Aurora ON L4G 6j I Tel: 905-726-475 3 (direct) msaavedra @e-au rora. ca From: Saavedra, Marianna - Sent: Monday, November 23, 2009 9:04 AM To! _ Boychuk, Shannon cc: Eastwood, Carrie; Clark, Carol' Downey, Al Subject, November 24th Council - Delegation Request Importance: High - Charles Sequiera, Aurora Seniors Association President, has requested delegation status for two of his Board members (names to be provided) at tomorrow night's Council. He would like to address Report LS09-046 re ASA RequOst'for Liquor Licence. Could you please let me know whether this can be arranged so that I can confirm with him directly - thanksl Marianna Saavedra' Assistant to the Director of Leisure Services Town of Aurora Box 1000 -.1, Municipal Drive Aurora ON L4G 6j 1 Tel: 905-726-4753 (direct) msaavedra@e-au rora.ca ADDED ITEM ITEM #7 TOWN OF AURORA AURORA GENERAL COMMITTEE No. LSAC09-09 SUBJECT: Leisure Services Advisory Committee - Recommendation Summary from November 19, 2009 FROM: Leisure Services Advisory Committee DATE: November 24, 2009 RECOMMENDATIONS ADOPTION OF MINUTES THAT the Leisure Services Advisory Committee Minutes No. 09-08 held on Thursday, October 15, 2009 be adopted, subject to amending Item 1, Klaus Wehrenberg, Chair, Trails Sub -Committee, Presentation of the Trails Map Document by replacing the first sentence with the following: "Chair MacEachern, on behalf of all members of the Leisure Services Advisory Committee, extended thanks to Klaus Wehrenberg, John Clement, David Tomlinson, Jim Kyle, Manager of Policy Planning, Gary Greidanus, Landscape Architect, Leisure Services Department and Jim Tree, Manager of Parks for their hard work on the Trails Master Plan map and master plan document." DELEGATIONS (a) Ms Michelle McNama Re: Hot Spot Youth Club This item was withdrawn at the request of Ms Michelle McNama and Councillor Wendy Gaertner. (b) Ms Rebecca Beaton Re: Item 1 — LS09-049 — Canada Day Parade (Added Item) THAT the delegation by Ms Rebecca Beaton be received and referred to the discussion of Item 1 — LS09-049 — Canada Day Parade. November 24, 2009 - 2 - Report No. LSAC09-09 MATTERS ARISING FROM PREVIOUS MINUTES LS09-049 - Canada Day Parade THAT it be recommended to Council that the Canada Day Parade and the Dance in the Park events be held in 2010 as the Town of Aurora has done in the past and an advertisement be placed on the Notice Board soliciting interested groups who may wish to manage and operate the Canada Day Parade; and THAT Staff review and provide an outline of services to be provided by the Town to ensure a successful Canada Day Parade; and THAT Staff review and consider the "Last Call Time' of the Dance in the Park event and provide options to address security concerns; and THAT, should a group not come forward to manage the Canada Day Parade, the Director of Parks and Recreation report additional costs thatwould be incurred by the Town in order to continue to hold a Canada Day Parade under the Town's full control; and THAT Staff be directed to contact the Church Street School Cultural Centre to discuss the possibility of managing the Canada Day Parade; and THAT Staff report back to the December 17, 2009 Leisure Services Advisory Committee meeting; and THAT the level of community participation and volunteer support be assessed after Canada Day each year with a view of deciding which celebration elements to operate the following year. MATTERS FOR CONSIDERATION None INFORMATIONAL ITEMS 2. Trails Sub -Committee Minutes, 09-08, October 9, 2009 THAT the Trails Sub -Committee Meeting Minutes 09-08, October 9, 2009 be received as information. November 24, 2009 - 3 - Report No LSAC09-09 3. Leisure Services Advisory Committee Pending List THAT the Leisure Services Advisory Committee Pending List be received and the following amendments be reflected: Item #LSAC58 — Remove; Item #LSAC59 — Remove; Item #LSAC61 — Remove; Item #LSAC69 — Remove; Item #LSAC71 — Remove; Item #LSAC74 — Remove; Item #LSAC76 Item #LSAC77 — Remove; — Remove; Item #LSAC 78 — Remove; Item #LSAC83 — Remove. 4. Arboretum News Newsletter — Fall 2009 Issue THAT the Arboretum News, Fall 2009 issue be received as information. ATTACHMENTS Attachment #1 — Leisure Services Advisory Committee Minutes of November 19, 2009 Prepared by. Carol Clark, Council/Committee Secretary, ext. 4227 Carol Clark Council/Committee Secretary On behalf of the Leisure Services Advisory Committee AURORA COMMITTEE MINUTES MEETING NO. 09-09 Committee: Leisure Services Advisory Committee Date: Thursday, November 19, 2009 Time and Location: 7:00 p.m., Leksand Room Committee Members: Councillor MacEachern, Chair, Councillor Granger, Vice - Chair, Councillor McRoberts, John Clement, Steven Forsey, Michael Levesque, Judy Norwell, Jag Parhar and Kenneth Whitehurst Other Attendees: Councillor Wilson (arrived 7:30 p.m.), Al Downey, Director of Parks and Recreation, and Elma Stevenson, Committee Secretary The Chair called the meeting to order at 7:08 p.m. Chair Evelina MacEachern extended a welcome to Steven Forsey, Sport Aurora representative, as the replacement Leisure Services Advisory Committee member for former member Carol Walthers. DECLARATIONS OF INTEREST There were no declarations of interest under the Municipal Conflict of Interest Act. APPROVAL OF AGENDA Moved by John Clement Seconded by Judy Norwell THAT the agenda with the following additional item be approved: ➢ Additional. Delegation (b) — Rebecca Beaton — Item 1 — LS09-049 — Canada Day Parade CARRIED Leisure Services Advisory Committee Record No. 09-09 Thursday, November 19, 2009 Page 2 of 6 ADOPTION OF MINUTES Moved by John Clement Seconded by Councillor McRoberts THAT the Leisure Services Advisory Committee Minutes No. 09-08 held on Thursday, October 15, 2009 be adopted, subject to amending Item 1, Klaus Wehrenberg, Chair, Trails Sub -Committee, Presentation of the Trails Map Document by replacing the first sentence with the following: Chair MacEachern, on behalf of all members of the Leisure Services Advisory Committee, extended thanks to Klaus Wehrenberg, John Clement, David Tomlinson, Jim Kyle, Manager.of Policy Planning, Gary Greidanus, Landscape Architect, Leisure Services Department and Jim Tree, Manager of Parks for their hard work on the Trails Master Plan map and master plan document." CARRIED DELEGATIONS (a) Ms Michelle McNama Re: Hot Spot Youth Club This item was withdrawn at the request of Ms Michelle McNama and Councillor Wendy Gaertner. (b) Ms Rebecca Beaton Re: Item 1 — LS09-049 — Canada Day Parade (Added Item) Ms Rebecca Beaton made a delegation to present her position with respect to the Aurora "Dance in the Park" event. Moved by Michael Levesque Seconded by Judy Norwell THAT the delegation by Ms Rebecca Beaton be received and referred to the discussion of Item 1 — LS09-049 — Canada Day Parade. CARRIED Leisure Services Advisory Committee Record No. 09-09 Thursday, November 19, 2009 Page 3 of 6 MATTERS ARISING FROM PREVIOUS MINUTES 1. LS09-049 - Canada Day Parade Moved by Michael Levesque Seconded by John Clement THAT it be recommended to Council that the Canada Day Parade and the Dance in the Park events be held in 2010 as the Town of Aurora has done in the past and an advertisement be placed on the Notice Board soliciting interested groups who may wish to manage and operate the Canada Day Parade; and THAT Staff review and provide an outline of services to be provided by the Town to ensure a successful Canada Day Parade; and THAT Staff review and consider the "Last Call Time" of the Dance in the Park event and provide options to address security concerns; and THAT, should a group not come forward to manage the Canada Day Parade, the Director of Parks and Recreation report additional costs that would be incurred by the Town in order to continue to hold a Canada Day Parade under the Town's full control; and THAT Staff be directed to contact the Church Street School Cultural Centre to discuss the possibility of managing the Canada Day Parade; and THAT Staff report back to the December 17, 2009 Leisure Services Advisory Committee meeting; and THAT the level of community participation and volunteer support be assessed after Canada Day each year with a view of deciding which celebration elements to operate the following year. CARRIED MATTERS FOR CONSIDERATION None Leisure Services Advisory Committee Record No. 09-09 Thursday, November 19, 2009 Page 4 of 6 INFORMATIONAL ITEMS 2. Trails Sub -Committee Minutes, 09-08, October 9, 2009 Moved by Councillor McRoberts Seconded by Kenneth Whitehurst THAT the Trails Sub -Committee Meeting Minutes 09-08, October 9, 2009 be received as information. CARRIED 3. Leisure Services Advisory Committee Pending List Moved by Judy Norwell Seconded by Councillor Granger THAT the Leisure Services Advisory Committee Pending List be received and the following amendments be reflected: Item #LSAC58 — Remove; Item #LSAC59 — Remove; Item #LSAC61 — Remove; Item #LSAC69 — Remove; Item #LSAC71 — Remove; Item #LSAC74 — Remove; Item #LSAC76 — Remove; Item #LSAC77 — Remove; Item #LSAC 78 — Remove; Item #LSAC83 — Remove. CARRIED Leisure Services Advisory Committee Record No. 09-09 Thursday, November 19, 2009 Page 5 of 6 4. Arboretum News Newsletter — Fall 2009 Issue Moved by Councillor McRoberts Seconded by Councillor Granger THAT the Arboretum News, Fall 2009 issue be received as information. CARRIED NEW BUSINESS John Clement raised the issue of recent Toronto newspaper reports relating to gender equality regarding the allocation of ice time to women's leagues at Toronto arenas. The Director of Parks and Recreation will provide information relating to Aurora statistics regarding this issue. John Clement suggested that the Church Street School Cultural Centre may wish to act as a facilitating agency for the Hot Spot youth drop -in centre in order to assist volunteer groups in the Town of Aurora in an administrative capacity with the completion of grant applications for government funding that may be available. John Clement stated that the Leisure Services Committee should look into the matter of the availability of Town facilities, such as the old Library, for local service needs, i.e. Town Food Bank. Councillor McRoberts confirmed that the annual Salvation Army Christmas campaign will begin on November 28, 2009 and continue for the following four weeks during the holiday season. Councillor MacEachern advised that the Aurora Youth Soccer Club presented to the Town of Aurora the Merit Builder Award at its November 19, 2009 Annual General Meeting. Councillor MacEachern reminded Committee members that they are invited to act as float judges for the November 28, 2009 Aurora Santa Claus Parade. Members were requested to meet at a booth to be set up at Yonge and Wellington Streets and the parade begins at 6:00 p.m. Leisure Services Advisory Committee Record No. 09-09 Thursday, November 19, 2009 Page 6 of 6 ADJOURNMENT Moved by Jag Parhar THAT the meeting be adjourned at 9:25 p.m. CARRIED Councillor Evelina MacEachern, Chair r Leisure Services Advisory Committee ADDED ITEM ITEM #8 EXTRACT FROM GENERAL COMMITTEE MEETING NO. 09-30 HELD ON SATURDAY, NOVEMBER 21, 2009 PENDING ADOPTION BY COUNCIL ON TUESDAY, NOVEMBER 24, 2009 111 DELEGATIONS a) Mr. Neil Garbe, Chief Administrative Officer Re: Review of 2010 Operating Budget - Chief Administrative Officer and Council General Committee recommends. - THAT the presentation from Mr. Garbe be received; and THAT Council give advanced approval to establish the proposed full time positions of "Manager of Corporate Communications" and "Manager of Strategic Initiatives; and THAT staff be authorized to proceed with the recruitment process. CARRIED ADDED ITEM ITEM #9 EXTRACT FROM GENERAL COMMITTEE MEETING NO. 09-31 HELD ON MONDAY, NOVEMBER 23, 2009 PENDING ADOPTION BY COUNCIL ON TUESDAY, NOVEMBER 24, 2009 111 DELEGATIONS e) Mr. Christopher C. Cooper, Town Solicitor/Acting Town Clerk Re: Review of 2010 Operating Budget - Legal Services - Customer & Legislative Services General Committee recommends: THAT the presentation from Mr. Cooper be received; and THAT Council give advanced approval to establish the proposed contract position of "Election Co-ordinator"; and THAT staff be authorized to proceed with the recruitment process CARRIED