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MINUTES - Council - 20120911 THE TOWN OF AURORA COUNCIL MEETING MINUTES Council Chambers Aurora Town Hall Tuesday, September 11, 2012 ATTENDANCE COUNCIL MEMBERS Mayor Dawe in the Chair; Councillors Abel, Ballard, Buck, Gaertner, Gallo, Humfryes, Pirri, and Thompson MEMBERS ABSENT None OTHER ATTENDEES Chief Administrative Officer, Director of Customer and Legislative Services/Town Clerk, Director of Legal Services/Town Solicitor, Director of Building and By- law Services, Director of Corporate and Financial Services/Treasurer, Manager of Engineering and Capital Delivery, Director of Parks and Recreation Services, Director of Planning and Development Services, and Council/Committee Secretary Following Open Forum, Mayor Dawe called the meeting to order at 7:06 p.m. I DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. II APPROVAL OF THE AGENDA Moved by Councillor Abel Seconded by Councillor Thompson THAT the agenda as circulated by the Customer and Legislative Services Department, with the following additions, be approved: Item 16 – Memorandum from Mayor Dawe Re: Economic Development Advisory Committee – Vacancy Item 17 – Memorandum from Councillor Gaertner Re: Correspondence regarding Election for Regional Chair on Agenda Item 18 – Memorandum from the Director of Parks and Recreation Services Re: PR12-030 – Addition of Name to the World War Cenotaph – Follow-up Information Notice of Motion (b) Mayor Dawe Re: Proposed Federal Electoral Boundary Changes CARRIED Council Meeting Minutes Tuesday, September 11, 2012 Page 2 of 13 III ADOPTION OF THE MINUTES Council Minutes of August 14, 2012 Moved by Councillor Thompson Seconded by Councillor Gallo THAT the Council minutes of August 14, 2012 be adopted as printed and circulated. CARRIED IV PRESENTATIONS (a) Carmen Clayton, Campaign Manager, United Way York Region Re: Presentation for 2011 Staff Campaign and 2012 Dragon Boat Race Ms Clayton, on behalf of 2,000 volunteers and 20,000 donors, thanked the Town of Aurora and presented a Bronze Participation Award to the Town’s employees for their 2011 United Way campaign. She advised that the investment is already at work in the community at projects such as the Charles Darrow Co-op, Big Brothers Big Sisters, CHATS, York Region Food Network, and Yellow Brick House. Ms Clayton then referred to the Toromont CAT Dragon Boat Festival held in August in support of United Way York Region where the Aurora Avengers team became the 2012 Municipal Challenge Cup winners. She presented team members with the Cup along with medals for their status as B Division Champions. Ms Clayton remarked on the fabulous teamwork and its reflection on everyone and expressed her appreciation. Moved by Councillor Abel Seconded by Councillor Humfryes THAT the presentation be received for information. CARRIED (b) Alison Collins-Mrakas, Chair and Greg Smith, Vice Chair of Sesquicentennial Ad Hoc Committee (SAC) Re: Sesquicentennial Ad Hoc Committee – Overview Ms Collins-Mrakas provided a brief overview of the work accomplished to date and the plans for the next five to six weeks. She advised of the Committee’s mandate to work with and for the community to help plan an event that would be one to remember. Ms Collins-Mrakas recognized the seven volunteer members of the Committee and acknowledged the Town staff members who support the Committee. She outlined the focus of the Committee with the main points being the program, communication strategy, proposed budget, and delivery of various events. Ms Collins-Mrakas advised that the Committee, which began on August 1 and meets every other week, already has an initial public engagement plan, web forms, and is receiving feedback through the Town’s website and emails. She noted that the Committee and Town staff had tried as much as possible to engage and outreach for the public open forum being held on September 12. Ms Collins-Mrakas stated that the proposed work for the next few weeks is to set the program and dates for the four anchor events, devise a communication strategy, solicit further input, and present the proposed plan and budget to Council by mid- to-late October. Mr. Smith reported that the Committee is considering the theme “Four Seasons of Aurora” for the four anchor events and reviewed some of the possible events being contemplated. He advised of the plan to develop a website, to share information and ideas with the community and promote the Sesquicentennial Council Meeting Minutes Tuesday, September 11, 2012 Page 3 of 13 events, and to develop tools to assist community groups, businesses and individuals in branding their events. Ms Collins-Mrakas then presented the branding logo for the Sesquicentennial celebrations and thanked Michael Kemp, Manager of Corporate Communications, and his staff for their work in this regard. Moved by Councillor Pirri Seconded by Councillor Thompson THAT the presentation be received for information. CARRIED V PUBLIC SERVICE ANNOUNCEMENTS Councillor Gaertner thanked those responsible for the beautiful plantings along Yonge Street and in front of the Town Hall. VI DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 1(6), 1(11), 2, 3, 4, 5, 6, 8, 9, 11, 12, and 14 were identified for discussion. VII ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Items 1 (with exception of subsections 6 and 11), 7, 10, 13, 15, 16, 17, and 18 were identified as items not requiring separate discussion. Moved by Councillor Humfryes Seconded by Councillor Gaertner 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: 1. General Committee Meeting Report of September 4, 2012 THAT the General Committee meeting report of September 4, 2012 be received and the recommendations carried by the Committee (with the exception of subsections 6 and 11) be approved. 7. TATC12-02 – Trails and Active Transportation Committee Report June 22, 2012 THAT Council adopt the Trails and Active Transportation Committee recommendations from the June 22, 2012 meeting. 10. Memorandum from Mayor Dawe Re: Lake Simcoe Region Conservation Authority Highlights July 27th Meeting of the Board THAT Council receive the memorandum regarding Lake Simcoe Region Conservation Authority Highlights – July 27th Meeting of the Board for information. Council Meeting Minutes Tuesday, September 11, 2012 Page 4 of 13 13. Memorandum from Mayor Dawe Re: Correspondence from Mayor Stephen D. Hogan, City of Aurora, Colorado THAT Council receive the memorandum regarding Correspondence from Mayor Stephen D. Hogan, City of Aurora, Colorado for information. 15. Memorandum from Mayor Dawe Re: Correspondence from Park Place Manor Retirement Residence THAT Council receive the memorandum regarding Correspondence from Park Place Manor Retirement Residence for information. 16. Memorandum from Mayor Dawe Re: Economic Development Advisory Committee – Vacancy (Added Item) THAT the memorandum regarding Economic Development Advisory Committee – Vacancy be received for information. 17. Memorandum from Councillor Gaertner Re: Correspondence regarding Election for Regional Chair on Agenda (Added Item) THAT the memorandum regarding Correspondence regarding Election for Regional Chair on Agenda be received for information. 18. Memorandum from the Director of Parks and Recreation Services Re: PR12-030 – Addition of Name to the World War I Cenotaph – Follow-up Information (Added Item) THAT the memorandum regarding PR12-030 – Addition of Name to the World War I Cenotaph – Follow-up Information be received for information. CARRIED VIII DELEGATIONS None IX CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION Moved by Councillor Ballard Seconded by Councillor Abel THAT Item 1(11) be moved forward for consideration. CARRIED Council Meeting Minutes Tuesday, September 11, 2012 Page 5 of 13 1. General Committee Meeting Report of September 4, 2012 (11) PL12-042 – Applications to Amend the Official Plan and Zoning By-law KTZL (Karma Tekchen Zabsal Ling Centre) 13900 Leslie Street, Aurora Files: D09-06-06 and D14-18-06 Moved by Councillor Gaertner Seconded by Councillor Thompson THAT report PL12-042 be received; and THAT Application to Amend the Official Plan File: D09-06-06 be approved, to redesignate the subject lands from “Oak Ridges Moraine Countryside Area” to “Oak Ridges Moraine Countryside Area Special” to permit a Place of Worship (Buddhist Meditation Centre); and THAT Application to Amend the Zoning By-law File: D14-18-06 be approved, to rezone the subject lands from “Oak Ridges Moraine Countryside Area (C-ORM) Zone” to a site specific “Oak Ridges Moraine Countryside (C-ORM) Exception Zone” to permit a Place of Worship (Buddhist Meditation Centre) within the existing residential dwelling; and THAT by-laws to adopt the Official Plan Amendment and implement the Zoning By-law Amendment be presented at a future Council meeting for enactment. CARRIED 1. General Committee Meeting Report of September 4, 2012 (6) IES12-048 – RFP IES2012-22 Fire Monitoring and Suppression Services Contract for Town of Aurora Facilities Moved by Councillor Ballard Seconded by Councillor Gallo THAT report IES12-048 be received; and THAT Request for Proposal IES2012-22 for Fire Monitoring and Suppression Services for Town of Aurora facilities be awarded to Classic Fire Protection at the bid price of $63,314.20 excluding taxes; and THAT Council authorize the Director to award RFP IES2012-22 for a term of two (2) years with two (2) one-year renewal periods, pending an annual analysis and satisfactory performance review by the Director; and THAT the Mayor and Town Clerk be authorized to execute the Form of Agreement, including any and all documents and ancillary agreements required to give effect to same. CARRIED Moved by Councillor Pirri Seconded by Councillor Humfryes THAT Item 1(2), CAO12-014 – Award of Notice Board Contract, be reconsidered. DEFEATED The Council meeting was recessed at 7:57 p.m. and reconvened at 8:01 p.m. Council Meeting Minutes Tuesday, September 11, 2012 Page 6 of 13 2. CAO12-015 – Award of Notice Board Contract Main Motion Moved by Councillor Thompson Seconded by Councillor Ballard THAT report CAO12-015 be received; and THAT Council not adopt the September 4, 2012 General Committee recommendation to award the Notice Board RFP to The Auroran; and THAT Council cancel the Notice Board RFP; and THAT Council provide direction to staff regarding the publication of the Notice Board. Amendment Moved by Councillor Ballard Seconded by Councillor Humfryes THAT the second clause of the main motion be removed. Amendment Withdrawn Main Motion Withdrawn Moved by Councillor Buck Seconded by Councillor Thompson THAT report CAO12-015 be received for information. On a recorded vote the motion was CARRIED. YEAS: 7 NAYS: 2 VOTING YEAS: Councillors Abel, Buck, Gallo, Humfryes, Pirri, and Thompson, and Mayor Dawe VOTING NAYS: Councillors Ballard and Gaertner 3. BBS12-005 – Preservation of Heritage Buildings Moved by Councillor Humfryes Seconded by Councillor Abel THAT report BBS12-005 be received; and THAT staff be directed to bring forward an amending Property Standards By-law at a future Council meeting for the purpose of imposing special property standards for the maintenance and repair of any heritage attributes for properties designated under the Ontario Heritage Act; and THAT Council consider an incentive program during the 2013 budget cycle to assist owners of designated properties with increased costs associated with enhanced property standards provisions for designated properties. CARRIED 4. IES12-044 – Single Source Supply of Library Carpet Moved by Councillor Buck Seconded by Councillor Thompson THAT report IES12-044 be received; and Council Meeting Minutes Tuesday, September 11, 2012 Page 7 of 13 THAT Interface (Canada) supply The Town of Aurora with carpet to match existing carpet and finishes at the Aurora Public Library as per the June 12, 2012 letter from Perkins + Will Architects (formerly Shore Tilbe Irwin) (Attachment #1); and THAT Council award a sole source contract for the supply of carpet for the Aurora Public Library to Interface (Canada) in the amount of $65,868.76, excluding tax in accordance with paragraph (a) of subsection 6.13 of Procurement By-law Number 4621-04.F. CARRIED 5. PL12-039 – Award of Contract – Consultant Retainer for the Southeast Old Aurora Heritage Conservation District Study Moved by Councillor Abel Seconded by Councillor Ballard THAT report PL12-039 be received; and THAT the Request for Proposal (RFP) be awarded to Bray Heritage to undertake the Southeast Old Aurora Heritage Conservation District Study to an upset limit of $67,425.00, excluding taxes; and THAT the Mayor and Town Clerk be authorized to execute the necessary agreement with respect to the award of the contract, including any and all ancillary documents required to give effect to same. Moved by Councillor Abel Seconded by Councillor Buck THAT this item be deferred to the Council meeting of October 9, 2012 and staff be directed to report back regarding the additional costs associated with increasing the scope of the Study. CARRIED 6. PR12-031 – Approval of David English Park Design Moved by Councillor Buck Seconded by Councillor Humfryes THAT report PR12-031 be received; and THAT Council approve the design of David English Park. A recorded vote was taken on a challenge to a ruling made by the Chair on a point of order respecting inappropriate remarks. The Chair’s ruling was upheld. YEAS: 5 NAYS: 4 VOTING YEAS: Councillors Abel, Buck, Pirri, and Thompson, and Mayor Dawe VOTING NAYS: Councillors Ballard, Gaertner, Gallo, and Humfryes Council Meeting Minutes Tuesday, September 11, 2012 Page 8 of 13 On a recorded vote the main motion was CARRIED. YEAS: 6 NAYS: 3 VOTING YEAS: Councillors Abel, Buck, Humfryes, Pirri, and Thompson, and Mayor Dawe VOTING NAYS: Councillors Ballard, Gaertner, and Gallo 8. Memorandum from the Director of Customer and Legislative Services/ Town Clerk Re: Correspondence from the Town of Markham; Re: Prohibiting the Keeping of African Dwarf Frogs in Markham (2.8) Moved by Councillor Gaertner Seconded by Councillor Pirri THAT Council receive the memorandum regarding Correspondence from the Town of Markham; Re: Prohibiting the Keeping of African Dwarf Frogs in Markham (2.8); and THAT this item be referred back to staff for comment. CARRIED 9. IES12-051 – Award of Tender IES2012-59 – Traffic Calming Alterations – Mark Street and Walton Drive Main Motion Moved by Councillor Thompson Seconded by Councillor Abel THAT report IES12-051 be received; and THAT Tender IES2012-59 – Traffic Calming Alterations – Mark Street & Walton Drive be awarded to C. Valley Paving Ltd. in the amount of $59,945.00, excluding taxes; and THAT funding for this project be provided from the Roads Repair and Replacement Reserve; and THAT the Mayor and Town Clerk be authorized to execute the necessary Agreement, including any and all documents and ancillary agreements required to give effect to same. Amendment Moved by Councillor Buck Seconded by Councillor Humfryes THAT staff report back to Council regarding additional information on mitigating some of the other traffic calming measures CARRIED Main Motion as Amended Moved by Councillor Thompson Seconded by Councillor Abel THAT report IES12-051 be received; and THAT Tender IES2012-59 – Traffic Calming Alterations – Mark Street & Walton Drive be awarded to C. Valley Paving Ltd. in the amount of $59,945.00, excluding taxes; and Council Meeting Minutes Tuesday, September 11, 2012 Page 9 of 13 THAT funding for this project be provided from the Roads Repair and Replacement Reserve; and THAT the Mayor and Town Clerk be authorized to execute the necessary Agreement, including any and all documents and ancillary agreements required to give effect to same; and THAT staff report back to Council regarding additional information on mitigating some of the other traffic calming measures. CARRIED 11. Memorandum from Councillor Gaertner Re: Arboretum News – Summer 2012 Newsletter Moved by Councillor Gaertner Seconded by Councillor Pirri THAT Council receive the memorandum regarding Arboretum News – Summer 2012 Newsletter for information. CARRIED 12. Memorandum from Councillor Gaertner Re: Town of Newmarket Council Resolution Regarding Election of the York Regional Chair Moved by Councillor Pirri Seconded by Councillor Thompson THAT Council receive the memorandum regarding Town of Newmarket Council Resolution Regarding Election of the York Regional Chair for information. CARRIED 14. Memorandum from Mayor Dawe Re: Correspondence from Lynn Peterson, Co-Chair, Thunder Bay and Area Disaster Relief Committee Main Motion Moved by Councillor Buck Seconded by Councillor Pirri THAT Council receive the memorandum regarding Correspondence from Lynn Peterson, Co-Chair, Thunder Bay and Area Disaster Relief Committee; and THAT the Town of Aurora make a contribution to disaster relief for the City of Thunder Bay. Amendment Moved by Councillor Pirri Seconded by Councillor Abel THAT the Town of Aurora make a contribution of $3,333.33 from the Council discretionary reserve fund; and THAT the Town of Aurora challenge all municipalities within York Region to match or exceed the Town’s contribution. Amendment Withdrawn Council Meeting Minutes Tuesday, September 11, 2012 Page 10 of 13 Moved by Councillor Thompson Seconded by Councillor Pirri THAT the Procedural By-law be waived to extend the hour to 11 p.m. CARRIED (two-thirds majority) Moved by Councillor Pirri Seconded by Councillor Abel THAT this item be referred back to staff for additional information and a report to Council at the Council meeting of September 25, 2012. CARRIED X NOTICES OF MOTION/MOTIONS FOR WHICH NOTICE HAS BEEN GIVEN (i) Notices of Motion (a) Councillor Abel Re: York Region Gift of Life Association – Consent Registration Challenge WHEREAS organ donors can save many lives; and WHEREAS the province of Ontario lags far behind in donations when compared to all of the other provinces, and many parts of the world; and WHEREAS consent must be given for a person to give the gift of life; and WHEREAS the York Region Gift of Life Association is hosting a challenge to all of the municipalities to raise the number of Consent Registrations commencing November 1, 2012 through to January 30, 2013. NOW THEREFORE BE IT RESOLVED THAT the Mayor, Council and The Town of Aurora participate in seeking Consent Registrations among the Town; and BE IT FURTHER RESOLVED THAT a link be provided and posted on the Town's website. (b) Mayor Dawe Re: Proposed Federal Electoral Boundary Changes (Added Item) WHEREAS the Federal Electoral Boundaries Commission for Ontario has proposed boundary changes effecting the Town of Aurora; and WHEREAS the proposed boundary changes, at Wellington Street, would result in the Town being divided into two Federal ridings; and WHEREAS residents living on the north side of Wellington would continue to vote in a ‘new’ version of Newmarket-Aurora; and WHEREAS residents living on the south side of Wellington would be voting in the proposed riding of Aurora-Richmond Hill. NOW THEREFORE BE IT RESOLVED THAT Council provide direction on this matter; and Council Meeting Minutes Tuesday, September 11, 2012 Page 11 of 13 BE IT FURTHER RESOLVED THAT the Town Clerk write to the Electoral Boundaries Commission regarding the outcome of this matter. (ii) Motions for Which Notice Has Been Given (a) Councillor Pirri Re: Taking the Show on the Road WHEREAS Aurora Town Council actively seeks input from residents on a variety of matters; and WHEREAS Town Hall may not be easily accessible to some residents - especially students; and WHEREAS there is a growing concern that youth are becoming disengaged with the political process; and WHEREAS providing access and allowing participation in the political process is a means to engage students; and WHEREAS alternate locations may encourage more residents to attend Committee or Council meetings. NOW THEREFORE BE IT RESOLVED THAT Council schedule one General Committee meeting in September and one General Committee meeting in October during regular school hours to be held at appropriate alternating York Catholic and York Region District School Boards' high school facilities. Moved by Councillor Pirri Seconded by Councillor Humfryes THAT the Motion be received for information. CARRIED Mayor Dawe relinquished the Chair to Councillor Abel at 10:40 p.m. (b) Mayor Dawe Re: Development of a New Long-term Federal Plan for Municipal Infrastructure Funding Moved by Mayor Dawe Seconded by Councillor Thompson WHEREAS the Building Canada Plan and a number of important federal- provincial transfer agreements vital to Canada’s cities and communities will expire in March 2014; and WHEREAS Federal investments over the last few years have helped to slow the decline of our cities and communities, and the Government of Canada has committed to develop a new long-term plan for municipal infrastructure funding in consultation with municipal and provincial/ territorial governments; and WHEREAS a seamless transition from the Building Canada Plan to a new long-term plan is necessary to ensure that municipalities can continue planning their capital spending effectively; and Council Meeting Minutes Tuesday, September 11, 2012 Page 12 of 13 WHEREAS the Federation of Canadian Municipalities (FCM) has launched a campaign to ensure the new plan reflects municipal priorities across the country and asks its member municipalities to pass a Council resolution supporting the campaign; and WHEREAS our community has continuing infrastructure needs that can only be met through the kind of long-term planning and investment made possible by a national plan. NOW THEREFORE BE IT RESOLVED THAT Council endorses the FCM campaign and urges the Minister of Transport, Infrastructure and Communities to work with FCM to ensure the new long-term infrastructure plan meets the core infrastructure needs of cities and communities; and BE IT FURTHER RESOLVED THAT Council urges the Minister of Transport, Infrastructure and Communities to ensure that the new long- term plan is fully in place when existing programs expire in 2014; and BE IT FURTHER RESOLVED THAT a copy of this resolution shall be sent to the Federal Minister of Transport, Infrastructure and Communities, to the Provincial Minister of Municipal Affairs, to the local Member of Parliament, to the Federation of Canadian Municipalities and to the Association of Municipalities of Ontario. CARRIED Mayor Dawe resumed the Chair at 10:42 p.m. (c) Councillor Gallo Re: Feasibility Study in Consultation with Aurora Community Tennis Club for Public Facility at Fleury Park Moved by Councillor Gallo Seconded by Councillor Pirri WHEREAS a motion was duly passed at Aurora Town Council’s June 26, 2012 meeting, which stated “THAT the Aurora Community Tennis Club presentation be received and referred to staff for a feasibility study in consultation with the Aurora Community Tennis Club”; and WHEREAS no timing for this feasibility study was given; and WHEREAS staff would require from Council a sense of when a report should come back to Council. NOW THEREFORE BE IT RESOLVED THAT staff provide a feasibility study in consultation with the Aurora Community Tennis Club on a multi- use, all seasons, public facility at Fleury Park, at the most appropriate time so that it may be discussed during the 2013 budget process. CARRIED XI REGIONAL REPORT None Council Meeting Minutes Tuesday, September 11, 2012 Page 13 of 13 XII NEW BUSINESS/GENERAL INFORMATION Councillor Humfryes announced that the Newmarket & District Special Olympics team will be going to South Korea. She advised that Council Members would be receiving an invitation to participate in a barbecue on September 20 at the Regional building to increase awareness for the athletes. Councillor Humfryes further advised that residents would soon be informed of an event being held for the athletes to fundraise for floor hockey equipment and two downhill skiers. Councillor Gaertner referred to a Council discussion in June regarding the Arts and Culture grant and inquired whether the Mayor had met with some of the sponsors and whether he would provide feedback to Council. Mayor Dawe confirmed that he did have the meeting and would be reporting back to Council. Mayor Dawe advised that the Hoedown is being held this Saturday, September 15, and event tickets are sold out. He noted that it is a good event and a great fundraising opportunity for various charities and agencies in the area. XIII READING OF BY-LAWS Moved by Councillor Abel Seconded by Councillor Buck THAT the following listed confirming by-law be given first, second, and third readings and enacted: 5453-12 BEING A BY-LAW to Confirm Actions by Council Resulting from Council Meeting on September 11, 2012 CARRIED XIV CLOSED SESSION None XV ADJOURNMENT Moved by Councillor Buck Seconded by Councillor Gallo THAT the meeting be adjourned at 10:45 p.m. CARRIED ________________________________ ________________________________ GEOFFREY DAWE, MAYOR JOHN D. LEACH, TOWN CLERK THE MINUTES OF THE COUNCIL MEETING OF SEPTEMBER 11, 2012 RECEIVED FINAL APPROVAL AT COUNCIL ON SEPTEMBER 25, 2012.