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MINUTES - Council - 20140610 TOWN OF AURORA COUNCIL MEETING MINUTES Council Chambers Aurora Town Hall Tuesday, June 10, 2014 ATTENDANCE COUNCIL MEMBERS Mayor Dawe in the Chair; Councillors Abel, Buck, Gaertner, Pirri, and Thompson MEMBERS ABSENT Councillors Ballard, Gallo, and Humfryes OTHER ATTENDEES Chief Administrative Officer, Director of Corporate and Financial Services/Treasurer, Director of Infrastructure and Environmental Services, Director of Legal and Legislative Services/Town Solicitor, Director of Parks and Recreation Services, Director of Planning and Development Services, Manager of Code Review and Inspections, Deputy Clerk, and Council/Committee Secretary Mayor Dawe called the meeting to order at 7:01 p.m. 1. DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. 2. APPROVAL OF THE AGENDA Moved by Councillor Abel Seconded by Councillor Gaertner THAT the agenda as circulated by Legal and Legislative Services, with the following addition, be approved.  Notice of Motion (b) Councillor Buck; Re: Aurora United Church CARRIED (two-thirds vote) 3. ADOPTION OF THE MINUTES Council Meeting Minutes of May 27 , 2014 Special Council – Public Planning Meeting Minutes of May 28, 2014 Moved by Councillor Buck Seconded by Councillor Pirri THAT the Council meeting minutes of May 27, 2014 and the Special Council – Public Planning meeting minutes of May 28, 2014 be adopted as printed and circulated. CARRIED Council Meeting Minutes Tuesday, June 10, 2014 Page 2 of 9 4. PRESENTATIONS (a) Irene Clement, Chair, Aurora Community Arboretum (ACA) Re: Update on ACA Progress and Plans for 2014 Ms. Clement presented an overview of the Arboretum’s achievements of 2013, noting that it was the seventh year of the execution of the Master Plan, and of their ten-year partnership with the Town to develop the Arboretum. She acknowledged that a dedicated core of volunteers put in more than 2,700 hours in 2013, making a tremendous contribution to the Town. Ms. Clement reviewed the plans and budget for 2014, elements of the continuing partnership with the Town through 2017, and future plans beyond 2017. She also recognized their partnership with the Lake Simcoe Region Conservation Authority, and she expressed appreciation to the Town for its ongoing support. Moved by Councillor Abel Seconded by Councillor Pirri THAT the presentation be received for information. CARRIED Moved by Councillor Thompson Seconded by Councillor Pirri THAT this report from the Aurora Community Arboretum satisfy Council's conditional budget approval; and THAT staff be authorized to proceed with capital project #73085 – Arboretum Development. CARRIED 5. PUBLIC SERVICE ANNOUNCEMENTS Councillor Abel noted the success of the Relay for Life event held on June 6-7, 2014 and expressed appreciation to everyone involved, including Magna International for allowing the use of their property. He also acknowledged that Somerville Dance Academy was recognized during the event presentations for raising $100,000 for Relay for Life over the past eight years. Councillor Abel offered his congratulations to the participants and staff for the success of the first Heritage Advisory Committee Youth Art Exhibition held on June 7, 2014 at the Aurora Cultural Centre. Councillor Abel extended his congratulations to the Aurora Legion where he attended a ceremony held on June 8, 2014 to commemorate the 40th year anniversary of the Aurora Legion and the 70th anniversary of D-Day. Councillor Abel expressed appreciation to everyone involved in the Stop Gap Ramp project that was completed on June 7, 2014, with supplies donated by Home Hardware, noting that these ramps provide accessibility into some of the older businesses on Yonge Street. Councillor Abel invited the community to attend the Aurora Gospel Music Festival to be held on Sunday, June 22, 2014 at Town Park from 1 p.m. to 5 p.m., noting that the event would be free of charge. Mayor Dawe acknowledged the Relay for Life volunteers that were present, adding that it was very energizing to see the number of young people who participated in the event. Council Meeting Minutes Tuesday, June 10, 2014 Page 3 of 9 Mayor Dawe stated that he had the privilege, honour, and great pleasure of meeting His Royal Highness The Duke of York, on June 5, 2014 at the fundraising event held for The Queen’s York Rangers’ Regimental Assistance Program. He advised that His Royal Highness awarded five new battle honours to the Regiment and also performed the official unveiling of the plaque which will be placed in the Queen’s Diamond Jubilee Park in honour of the Aurora recipients of the Queen’s Diamond Jubilee Medal. The Mayor extended his congratulations to the organizers and The Queen’s York Rangers for hosting the event. Mayor Dawe invited everyone to visit the new and improved Town website, aurora.ca, and acknowledged the work done by Town of Aurora staff members. Mayor Dawe announced that there were still a few spots open for Urban Art Aurora, an opportunity to create canvasses for the new Youth Centre, and for Youth Engagement Committee members, noting that interested parties may contact Franco DeMarco at extension 3121 for further details. Mayor Dawe encouraged the community to come and view the decorated picnic tables and garbage cans on display outside Town Hall, noting that votes for the “People’s Choice Award” may be registered at the front desk until Friday, June 13, 2014 at 4 p.m. Mayor Dawe invited the community to attend the Commemoration Ceremony at the Queen’s Diamond Jubilee Park on Tuesday, June 17, 2014 at 3 p.m. for the unveiling of the plaque honouring those citizens who received the Queen’s Diamond Jubilee Medal, and he requested that those who are interested in attending contact the Mayor’s Office. Mayor Dawe noted that Thursday, June 12, 2014 is Provincial Election Day and he encouraged everyone to vote. Councillor Gaertner referred to the recent Queen’s York Rangers fundraising event and reminded the community that all of the funds raised at that luncheon were to benefit The Queen’s York Rangers reservists so that they would not be in financial hardship or lacking medical attention when they return home. 6. DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 1 (sub-items 1, 3, and 10) and 2 were identified for discussion. 7. ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Items 1 (with the exception of sub-items 1, 3, and 10) and 3 were identified as items not requiring separate discussion. Moved by Councillor Abel Seconded by Councillor Gaertner THAT the following recommendations with respect to 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 June 3, 2014 THAT the General Committee meeting report of June 3, 2014 be received and the recommendations carried by the Committee, with the exception of sub- items 1, 3, and 10, be approved. 3. Memorandum from Director of Corporate & Financial Services/Treasurer Re: Reserve Fund By-law for Adoption Tonight Council Meeting Minutes Tuesday, June 10, 2014 Page 4 of 9 THAT the memorandum regarding Reserve Fund By-law for Adoption Tonight be received for information. CARRIED 8. DELEGATIONS None 9. CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 1. General Committee Meeting Report of June 3, 2014 (1) PR14-022 – Cultural Master Plan Moved by Councillor Gaertner Seconded by Councillor Pirri THAT Council endorse the Cultural Master Plan and specifically approve Section 5 of the Plan being “Strategies and Actions”; and THAT staff be authorized to initiate the Cultural Mapping components of the plan prior to the completion of a detailed implementation plan. On a recorded vote the motion CARRIED. YEAS: 5 NAYS: 1 VOTING YEAS: Councillors Abel, Gaertner, Pirri, Thompson, and Mayor Dawe VOTING NAYS: Councillor Buck ABSENT: Councillors Ballard, Gallo, and Humfryes 1. General Committee Meeting Report of June 3, 2014 (3) LLS14-018 – Pending List Moved by Councillor Gaertner Seconded by Councillor Pirri THAT report LLS14-018 be received for information. CARRIED 1. General Committee Meeting Report of June 3, 2014 (10) PRAC14 -05 – Parks and Recreation Advisory Committee Report, May 15, 2014 Main motion Moved by Councillor Gaertner Seconded by Councillor Abel THAT report PRAC14-05 be received; and THAT Council adopt the following recommendations from the Parks and Recreation Advisory Committee meeting of May 15, 2014: Council Meeting Minutes Tuesday, June 10, 2014 Page 5 of 9 NEW BUSINESS THAT the following three items from New Business of the April 17, 2014 Committee meeting be added to the agenda for consideration at the June 19, 2014 Committee meeting: (1) Update on budget and year-to-date costs for the Aurora Family Leisure Complex renovations; and (2) Status update regarding the Aurora Family Leisure Complex renovations; and (3) Opportunity for the Parks and Recreation Advisory Committee to receive information and provide advice to Council regarding the proposed tennis bubble versus a multi-sports facility and the proposed sale of the Aurora Sports Dome. NEW BUSINESS THAT staff be directed to provide a status update regarding the Hillary-McIntyre Park proposal and its possible relationship to Parks and Recreation at the June 19, 2014 Committee meeting. CARRIED Amendment Moved by Councillor Pirri Seconded by Councillor Abel THAT the motion of the first New Business item be amended by deleting the following portion: (3) Opportunity for the Parks and Recreation Advisory Committee to receive information and provide advice to Council regarding the proposed tennis bubble versus a multi-sports facility and the proposed sale of the Aurora Sports Dome. CARRIED Amendment Moved by Councillor Gaertner Seconded by Councillor Abel THAT the motion of the first New Business item be amended by replacing the word “three” with the word “two”. CARRIED Main motion as amended Moved by Councillor Gaertner Seconded by Councillor Abel THAT report PRAC14-05 be received; and THAT Council adopt the following recommendations from the Parks and Recreation Advisory Committee meeting of May 15, 2014: NEW BUSINESS THAT the following two items from New Business of the April 17, 2014 Committee meeting be added to the agenda for consideration at the June 19, 2014 Committee meeting: Council Meeting Minutes Tuesday, June 10, 2014 Page 6 of 9 (1) Update on budget and year-to-date costs for the Aurora Family Leisure Complex renovations; and (2) Status update regarding the Aurora Family Leisure Complex renovations. NEW BUSINESS THAT staff be directed to provide a status update regarding the Hillary-McIntyre Park proposal and its possible relationship to Parks and Recreation at the June 19, 2014 Committee meeting. CARRIED 2. LLS14-021 – General Committee Closed Session Report of June 3, 2014 Moved by Councillor Pirri Seconded by Councillor Abel THAT report LLS14-021 be received; and THAT Council adopt the following recommendations from the Closed Session meeting of June 3, 2014: 1. A proposed or pending acquisition or disposition of land by the Town or Local Board; Re: Report PR14-026 – Purchase of Section of 100 Bloomington Road THAT staff be authorized to proceed as recommended by General Committee in Closed Session on June 3, 2014; and THAT the cost of the property appraisal be funded from the Cash in Lieu of Parkland Reserve Fund. 2. The receiving of advice that is subject to solicitor-client privilege, including communications necessary for that purpose; Re: Report LLS14-019 – Patent Rights Related to the Outdoor Natural Rink Cells Project THAT staff be authorized to proceed as recommended by General Committee in Closed Session on June 3, 2014. CARRIED 10. NOTICES OF MOTION/MOTIONS FOR WHICH NOTICE HAS BEEN GIVEN (i) Notices of Motion (a) Councillor Gaertner Re: Town of Aurora Sesquicentennial Funding Report WHEREAS the Town of Aurora celebrated its 150th Birthday in 2013; and WHEREAS Council, by motion, approved the spending of $140,000 to celebrate this event; and WHEREAS there has not been a report back to Council on how this public money was spent; and WHEREAS financial transparency and accountability are a cornerstone of the democratic process. Council Meeting Minutes Tuesday, June 10, 2014 Page 7 of 9 NOW THEREFORE BE IT HEREBY RESOLVED THAT Council direct staff to prepare a report detailing the use of these funds. (b) Councillor Buck Re: Aurora United Church (Added Item) WHEREAS the destruction of the Aurora United Church by fire could not have been anticipated and plans for replacement must therefore be under consideration by the Congregation; and WHEREAS a Council decision is pending on the disposition of public properties in Library Square; and WHEREAS both are key sites within the historic core of the Town and both have important institutional functions within the community. NOW THEREFORE BE IT HEREBY RESOLVED THAT the Mayor be directed to seek a meeting between Councillors and Church representatives to discover how the Town and the Aurora United Church might work together for renewal of the Church and municipal functions, for the benefit to both. (ii) Motions for Which Notice Has Been Given (a) Councillor Buck Re: Staff Vacation Entitlement Policy Moved by Councillor Buck Seconded by Councillor Gaertner WHEREAS it is not clear that full-time employees may be financially compensated for unused vacation time; and WHEREAS Clause 3.2 of the 2005 version of Administrative Policy No. 18 (Vacation Entitlement) states that vacation must be taken by an employee within the schedule year or it will be relinquished by the employee; and WHEREAS Clause 5 of the current version of Policy No. 18, approved in 2012, states that vacation can be carried over but must be used by December in the following year; and WHEREAS financial compensation for unused vacation time is not stated as an alternative to carry-over in the currently approved version of Policy No. 18. NOW THEREFORE BE IT HEREBY RESOLVED THAT the currently approved version of Policy No. 18 and staff report CFS12-002 be re-presented to Council for review and for clarification by staff. CARRIED Moved by Councillor Buck Seconded by Councillor Pirri THAT the notice requirements of the Procedural By-law be waived to allow consideration of added Item 10(i)(b) “Notice of Motion, Councillor Buck; Re: Aurora United Church”, at this meeting of Council. DEFEATED Council Meeting Minutes Tuesday, June 10, 2014 Page 8 of 9 11. REGIONAL REPORT None 12. NEW BUSINESS/GENERAL INFORMATION Councillor Thompson noted that there were still some challenges with accessing older reports from the new website and inquired about when the new website would be fully functional and issues resolved. The Director of Legal and Legislative Services stated that the priority is to ensure access to the current Council archives by month-end and to then address the previous Council archives. Councillor Thompson requested that a report be presented to Council regarding the challenges surrounding the new website. The Chief Administrative Officer noted that part of the issue was a vendor’s failure to meet the targets and he confirmed that a report would be forthcoming to address those issues as well as the website launch information. Councillor Abel noted that members of the Heritage Advisory Committee had observed that the Town of Newmarket’s website contained in-depth archives about the culture and heritage of that area. He noted that heritage information could be shared on the Town of Aurora website, which could perhaps be evaluated and discussed at the Heritage Advisory Committee level. Councillor Abel inquired regarding Council members receiving a tutorial from Communications staff regarding navigation of the new Town website, and the Chief Administrative Officer replied in the affirmative. Councillor Buck requested a status update regarding the proposed all-season, multi-use tennis facility at Stewart Burnett Park. The Director of Parks and Recreation Services advised that the RFP results were presented to Council and staff was directed to provide options for a non-air-supported facility. He noted that a report would be presented to Council before the end of the current term of Council. Councillor Buck requested a status update regarding the potential uses of the Petch House. The Director of Parks and Recreation Services advised that staff has received public input regarding future uses of the Petch House and he noted that the Director of Building and By-law Services would be providing a report outlining the suggestions and any impacts of the proposed uses and any upgrades that may be required to permit those uses. The Chief Administrative Officer indicated that this report could be presented on the next General Committee agenda. Mayor Dawe, in response to a request from Councillor Abel, provided a brief update regarding the Aurora United Church. He advised that the United Church has taken residence in the Trinity Anglican Church, including services, offices, and phone lines. The Mayor stated that they are working together and that the Town would continue working with them. He noted that any matters that could affect the Town would be brought before Council. 13. READING OF BY-LAWS Moved by Councillor Pirri Seconded by Councillor Thompson THAT the following by-law be given first, second, and third readings and enacted: 5631-14 BEING A BY-LAW to set and levy the rates of taxation for the taxation year 2014. CARRIED Council Meeting Minutes Tuesday, June 10, 2014 Page 9 of 9 Moved by Councillor Pirri Seconded by Councillor Thompson THAT the following by-law be given first, second, and third readings and enacted: 5633-14 BEING A BY-LAW to amend By-law Number 5553-13, to establish various Reserve Funds for the Town of Aurora. CARRIED Moved by Councillor Pirri Seconded by Councillor Buck THAT the following confirming by-law be given first, second, and third readings and enacted: 5636-14 BEING A BY-LAW to Confirm Actions by Council Resulting from Council Meeting on June 10, 2014 CARRIED 14. CLOSED SESSION None 15. ADJOURNMENT Moved by Councillor Buck Seconded by Councillor Abel THAT the meeting be adjourned at 8:43 p.m. CARRIED ________________________________ __________________________________ GEOFFREY DAWE, MAYOR PATTY THOMA, DEPUTY CLERK THE MINUTES OF THE COUNCIL MEETING OF JUNE 10, 2014 RECEIVED FINAL APPROVAL BY COUNCIL ON JUNE 24, 2014.