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MINUTES - Council - 20121009 THE TOWN OF AURORA COUNCIL MEETING MINUTES Council Chambers Aurora Town Hall Tuesday, October 9, 2012 ATTENDANCE COUNCIL MEMBERS Mayor Dawe in the Chair; Councillors Abel, Ballard, Buck, Gaertner, Gallo, Humfryes, and Thompson MEMBERS ABSENT Councillor Pirri OTHER ATTENDEES Director of Parks and Recreation Services (Acting Chief Administrative Officer), Director of Customer and Legislative Services/Town Clerk, Associate Solicitor, Director of Building and By-law Services, Director of Corporate and Financial Services/Treasurer, Director of Infrastructure and Environmental Services, Director of Planning and Development Services, and Council/Committee Secretary Following Open Forum, Mayor Dawe called the meeting to order at 7:13 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 Buck Seconded by Councillor Gallo THAT the agenda as circulated by the Customer and Legislative Services Department be approved. CARRIED III ADOPTION OF THE MINUTES Council Minutes of September 25, 2012 Special Council – Public Planning Minutes of September 24, 2012 Moved by Councillor Abel Seconded by Councillor Thompson THAT the Council minutes of September 25, 2012 and the Special Council – Public Planning minutes of September 24, 2012 be adopted as printed and circulated. CARRIED Council Meeting Minutes Tuesday, October 9, 2012 Page 2 of 10 IV PRESENTATIONS (a) Lina Bigioni, Director of Government Relations and Executive Assistant to the Chairman, Regional Municipality of York, and Deputy Chief Bruce Herridge, York Regional Police Re: Special Olympics Ontario – Summer Games 2013 Ms Bigioni noted that she was joined by Deputy Chief Bruce Herridge, Supt. Paul Pederson, and Ms Karen Richards, an employee of York Regional Police who is the Games Manager for 2013. She advised that York Regional Police, led by Honorary Games Co-Chairs Bill Fisch, Chairman and CEO, The Regional Municipality of York, and Chief Eric Jolliffe, will proudly host the 2013 Special Olympics Ontario Summer Games in York Region. Ms Bigioni stated that York Regional Police and York Region have a long and proud history of supporting these amazing athletes and she thanked the Town for opening up its facilities for 2013 by hosting sporting events and giving athletes a place to stay. She reported that their fundraising goal is $0.5 million and that $133,000 has already been committed. Ms Bigioni noted the various sponsorship opportunities and benefits available including the Adopt-an-Athlete Program and the Red Laces Program. She encouraged Council to reach out to its connections and service clubs to help reach the fundraising goal and she thanked Council for its support. Deputy Chief Herridge, on behalf of Chief Eric Jolliffe, thanked Council for the opportunity to present. He advised that the Summer Games would take place on July 11-14, 2013 and the three-day event would include more than 900 athletes, coaches, and volunteers from across Ontario participating in softball, soccer, golf, rhythmic gymnastics, and track and field events. The Deputy Chief noted that the Games would have a presence in each of the nine municipalities in the Region and Aurora would be operating the soccer tournament at St. Andrew’s College where lodging would also be provided. He advised that, through the Red Laces Program, red laces would be sold throughout the Region for $5 a pair and police officers, fire fighters, transit drivers, and municipal staff are all encouraged to wear them on May 16, 2013, which will be declared “Special Olympics Day” by the Region. The Deputy Chief encouraged everyone to support the Special Olympics Games and come out and watch these inspiring athletes in action. Ms Bigioni concluded their presentation by showing a video clip of past Special Olympics events and athletes. Moved by Councillor Buck Seconded by Councillor Thompson THAT the presentation regarding Special Olympics Ontario – Summer Games 2013 be received for information. CARRIED (b) Bill Albino, Representing Hillary-McIntyre Park Founding Committee (HMPFC) Re: HMPFC Proposal of the Hillary-McIntyre Park Initiative Mr. Albino, on behalf of the HMPFC, provided background and an overview of what they believe is an amazing opportunity which could transform Aurora in many ways. He presented the vision and function spaces ideas for a heritage park, which would include the Hillary House, Horton Place, and Readman House sites on Yonge Street north of Wellington Street. Mr. Albino reviewed a proposed composite site plan, organization and committee structures, a suggested ownership, governance and management structure, and preliminary cost estimates. He stated that this is an extraordinary opportunity and would provide Aurora with a unique park and heritage asset that would be a legacy for all time. Council Meeting Minutes Tuesday, October 9, 2012 Page 3 of 10 Moved by Councillor Abel Seconded by Councillor Gallo THAT the presentation regarding HMPFC Proposal of the Hillary-McIntyre Park Initiative be received for information. CARRIED V PUBLIC SERVICE ANNOUNCEMENTS Councillor Humfryes announced that the Hillary House Ball will be held on October 19 and tickets are available. She invited everyone to participate and support a beautiful heritage building and historical site on what will be a beautiful and exquisite evening. Councillor Thompson congratulated all those who were nominated at the Chamber of Commerce’s Business Achievement Awards. He said it was a wonderful event and it was great to see some of the wonderful and innovative businesses that we have in Town. VI DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 1(4), 2, 4, 5, 7, and 8 were identified for discussion. VII ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Items 1 (with the exception of subsection 4), 3, 6 and 9 were identified as items not requiring separate discussion. Moved by Councillor Thompson Seconded by Councillor Ballard 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 October 2, 2012 THAT the General Committee meeting report of October 2, 2012 be received and the recommendations carried by the Committee (with the exception of subsection 4) be approved. 3. Special General Committee – Budget Meeting Report of October 1, 2012 THAT the Special General Committee – Budget meeting report of October 1, 2012 be received and the recommendations carried by the Committee be approved. 6. Memorandum from the Director of Planning and Development Services Re: Additional Information Award of Contract – Southeast Old Aurora Heritage Conservation District Study, September 11, 2012 Council Report No. PL12-039 THAT the memorandum regarding Additional Information, Award of Contract – Southeast Old Aurora Heritage Conservation District Study, September 11, 2012 Council Report No. PL12-039 be received for information. Council Meeting Minutes Tuesday, October 9, 2012 Page 4 of 10 9. Memorandum from Mayor Dawe Re: Lake Simcoe Region Conservation Authority Highlights September 28th Meeting of the Board THAT the memorandum regarding Lake Simcoe Region Conservation Authority Highlights – September 28th Meeting of the Board be received for information. CARRIED VIII DELEGATIONS None IX CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 1. General Committee Meeting Report of October 2, 2012 (4) IES12-052 – Town of Aurora Joint Operations Centre Moved by Councillor Thompson Seconded by Councillor Abel THAT report IES12-052 be received; and THAT design services be awarded to OneSpace Unlimited Consultants and that the current PO be increased from $50,000 to $690,959, excluding HST for Phase 2 activities including minimum LEED NC Silver Standard, as per the results of RFP IES2010-73; 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 on the implementation and implications of upgrading to a Gold Standard. Moved by Councillor Thompson Seconded by Councillor Abel THAT this item be deferred to the next Council meeting on October 23, 2012. CARRIED 2. Special General Committee – Audit Committee Meeting Report of October 1, 2012 Main Motion Moved by Councillor Gaertner Seconded by Councillor Abel THAT the Special General Committee – Audit Committee meeting report of October 1, 2012 be received and the recommendations carried by the Committee be approved. Amendment Moved by Councillor Gaertner Seconded by Councillor Humfryes THAT the plan and the results be presented at the next Council meeting by either the auditor or by staff. Amendment Withdrawn Council Meeting Minutes Tuesday, October 9, 2012 Page 5 of 10 Amendment Moved by Councillor Gaertner Seconded by Councillor Ballard THAT in order to promote accessibility and transparency the Audit Plan and results be presented by Grant Thornton or staff at the next Council meeting. DEFEATED Moved by Councillor Buck Seconded by Councillor Abel THAT the Chair call the question. CARRIED The main motion CARRIED. 4. CFS12-022 – Hydro Reserve Funds Conditions and Proposed Reserve Fund By-laws Moved by Councillor Gaertner Seconded by Councillor Thompson THAT report CFS12-022 be received; and THAT Council approve of the minor changes proposed by staff in developing the two attached proposed draft by-laws; and THAT staff bring forward final versions of the attached proposed draft by- laws for adoption incorporating the direction provided by Council. On a recorded vote the motion CARRIED UNANIMOUSLY. YEAS: 8 NAYS: 0 VOTING YEAS: Councillors Abel, Ballard, Buck, Gaertner, Gallo, Humfryes, and Thompson, and Mayor Dawe VOTING NAYS: None 5. PL12-039 – Award of Contract – Consultant Retainer for the Southeast Old Aurora Heritage Conservation District Study Moved by Councillor Ballard Seconded by Councillor Humfryes 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. Council Meeting Minutes Tuesday, October 9, 2012 Page 6 of 10 On a recorded vote the motion CARRIED. YEAS: 7 NAYS: 1 VOTING YEAS: Councillors Abel, Ballard, Gaertner, Gallo, Humfryes, and Thompson, and Mayor Dawe VOTING NAYS: Councillor Buck 7. CLS12-023 – Audit Committee Closed Session Report dated October 1, 2012 Main Motion Moved by Councillor Buck Seconded by Councillor Thompson THAT report CLS12-023 be received; and THAT report CFS12-038 and the attached report from the external auditors Grant Thornton be received; and THAT this report not be released publicly at this time in an effort to protect the security of the assets of the Corporation and the personnel issues identified. Amendment Moved by Councillor Ballard Seconded by Councillor Gallo THAT the third clause be amended to “THAT this report be released publicly by mid-November with Management comments removed in an effort to protect the security of assets of the Corporation and personnel issues identified.” DEFEATED Amendment Moved by Councillor Gallo Seconded by Councillor Thompson THAT staff provide a version of the Internal Control Letter to Council at the next General Committee Closed Session in a version that can be released to the public. CARRIED Main Motion as Amended Moved by Councillor Buck Seconded by Councillor Thompson THAT report CLS12-023 be received; and THAT report CFS12-038 and the attached report from the external auditors Grant Thornton be received; and THAT this report not be released publicly at this time in an effort to protect the security of the assets of the Corporation and the personnel issues identified; and THAT staff provide a version of the Internal Control Letter to Council at the next General Committee Closed Session in a version that can be released to the public. CARRIED Council Meeting Minutes Tuesday, October 9, 2012 Page 7 of 10 8. Memorandum from the Manager of Strategic Initiatives Re: Federal Electoral Boundaries Moved by Councillor Gallo Seconded by Councillor Ballard THAT the memorandum regarding Federal Electoral Boundaries be received; and THAT Council request to the Federal Electoral Boundaries Commission for Ontario that Aurora remain a fully intact federal electoral district by implementing one of the three options described herein. CARRIED X NOTICES OF MOTION/MOTIONS FOR WHICH NOTICE HAS BEEN GIVEN (i) Notices of Motion (a) Councillor Buck Re: Music Festival 2013 WHEREAS Town policies govern the purchase of goods and services and policies are to ensure fair practice and best value in quality and price; and WHEREAS the Town has adopted a schedule of user fees for Town facilities with the purpose being to ensure all residents are fairly served; and WHEREAS a music festival on the August holiday weekend appears to be a welcome attraction to residents; and WHEREAS principles stated in the first three whereases indicate that a request for Expression of Interest from organizers would be the most suitable instrument to ensure public facilities are used in a fair and equitable manner and to the advantage of the community. NOW THEREFORE BE IT HEREBY RESOLVED THAT Town staff be directed to prepare an invitation to compete for facilities of the Town Park for the purpose of a music festival on the August holiday weekend in 2013. (b) Mayor Dawe Re: Arbitration Reform WHEREAS the Corporation of the Town of Aurora is pleased that both the Liberal government and the PC party have kept the issue of interest arbitration reform at the forefront of major policy discussions; and WHEREAS the Corporation of the Town of Aurora supports the overall intention of interest arbitration reform; and WHEREAS a preliminary review indicates that there appears to be room for improvement in both pieces of draft legislation before the legislature; and WHEREAS the Corporation of the Town of Aurora trusts that through further consultation these issues can be resolved; and Council Meeting Minutes Tuesday, October 9, 2012 Page 8 of 10 WHEREAS the Corporation of the Town of Aurora is aware that the Association of Municipalities of Ontario (AMO) and the Emergency Services Steering Committee are reviewing these issues and look forward to further discussion and input. NOW THEREFORE BE IT HEREBY RESOLVED THAT Council, on behalf of the Corporation of the Town of Aurora, requests that the legislature will work collectively in the best interest of Ontario municipalities and Ontario taxpayers on this important issue of interest arbitration reform. (c) Councillor Abel Re: Shortage of Parks in the Town of Aurora WHEREAS it has been identified in the Master Parks and Recreation Plan that the Town of Aurora has a shortage of parks; and WHEREAS there is a parcel of land owned by the York Catholic District School Board (YCDSB) on Mavrinac Boulevard in what is known as the 2B Lands; and WHEREAS if the YCDSB decides that they will build a school in the adjacent 2C Lands, the present vacant lot on Mavrinac Boulevard may be declared surplus and the Town of Aurora has the Right of First Refusal. NOW THEREFORE BE IT HEREBY RESOLVED THAT staff be directed to pursue any and all lands that may become available and that Council be made aware to consider for purchase. (d) Councillor Abel Re: Aurora Armoury – Former Headquarters of The Queen’s York Rangers WHEREAS the Town of Aurora and the Department of National Defence entered into a lease arrangement for the use of the Aurora Armoury as headquarters for The Queen’s York Rangers Regiment; and WHEREAS The Queen’s York Rangers left the Aurora Armoury headquarters in the historic Aurora Town Park after some 100 years of occupancy; and WHEREAS the Department of National Defence must declare the Aurora Armoury as surplus before the Town of Aurora considers purchasing the property; and WHEREAS it may take years for consideration by the Department of National Defence to consider a very valuable and historic property to be considered surplus, if indeed at all; and WHEREAS the Town of Aurora is very interested in utilizing the Aurora Armoury for the good of the community, and WHEREAS the Town of Aurora and The Queen’s York Rangers share a unique and special long-term relationship of over 100 years. NOW THEREFORE BE IT HEREBY RESOLVED THAT staff be directed to pursue a temporary arrangement, be it a short-term lease or otherwise, so that the Aurora Armoury be used and kept active for the use and betterment of the Town of Aurora, and in the keeping of the fine heritage of The Queen’s York Rangers. Council Meeting Minutes Tuesday, October 9, 2012 Page 9 of 10 (ii) Motions for Which Notice Has Been Given (a) Councillor Thompson Re: Hydro Investment Reserve Fund and our Annual Budget Main Motion Moved by Councillor Thompson Seconded by Councillor Humfryes WHEREAS the interest income from the Hydro Sale Investment Fund has been used to mitigate property taxes since 2006; and WHEREAS the intention was always to use this as a temporary measure and to annually reduce the Town’s dependence on this fund; and WHEREAS previous Councils have reduced the amount down to $600,000. NOW THEREFORE BE IT RESOLVED THAT Council adopt a plan to be implemented during this term to eliminate our reliance on using the interest from the Aurora Hydro Sale Investment Fund to mitigate property taxes. Amendment Moved by Councillor Thompson Seconded by Councillor Humfryes THAT staff be directed to present a multi-year plan for the elimination of our reliance on the interest from the Aurora Hydro Sale Investment Fund. CARRIED Main Motion as Amended Moved by Councillor Thompson Seconded by Councillor Humfryes WHEREAS the interest income from the Hydro Sale Investment Fund has been used to mitigate property taxes since 2006; and WHEREAS the intention was always to use this as a temporary measure and to annually reduce the Town’s dependence on this fund; and WHEREAS previous Councils have reduced the amount down to $600,000. NOW THEREFORE BE IT RESOLVED THAT Council adopt a plan to be implemented during this term to eliminate our reliance on using the interest from the Aurora Hydro Sale Investment Fund to mitigate property taxes; and BE IT FURTHER RESOLVED THAT staff be directed to present a multi-year plan for the elimination of our reliance on the interest from the Aurora Hydro Sale Investment Fund. CARRIED XI REGIONAL REPORT None XII NEW BUSINESS/GENERAL INFORMATION None Council Meeting Minutes Tuesday, October 9, 2012 Page 10 of 10 XIII READING OF BY-LAWS Moved by Councillor Buck Seconded by Councillor Abel THAT the following listed confirming by-law be given first, second, and third readings and enacted: 5459-12 BEING A BY-LAW to Confirm Actions by Council Resulting from Council Meeting on October 9, 2012 CARRIED XIV CLOSED SESSION None XV ADJOURNMENT Moved by Councillor Buck Seconded by Councillor Abel THAT the meeting be adjourned at 9:21 p.m. CARRIED ________________________________ ________________________________ GEOFFREY DAWE, MAYOR JOHN D. LEACH, TOWN CLERK THE MINUTES OF THE COUNCIL MEETING OF OCTOBER 9, 2012 RECEIVED FINAL APPROVAL AT COUNCIL ON OCTOBER 23, 2012.