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MINUTES - Council - 20150414 TOWN OF AURORA COUNCIL MEETING MINUTES Council Chambers Aurora Town Hall Tuesday, April 14, 2015 ATTENDANCE COUNCIL MEMBERS Mayor Dawe in the Chair; Councillors Abel, Gaertner, Humfryes (departed 7:49 p.m./returned 7:59 p.m.), Kim, Mrakas, Pirri, Thom, and Thompson (arrived 7:07 p.m.) MEMBERS ABSENT None OTHER ATTENDEES Director of Parks and Recreation Services (Acting Chief Administrative Officer), Director of Building and By-law Services, Director of Corporate and Financial Services/ Treasurer, Director of Infrastructure and Environmental Services, Director of Legal and Legislative Services/Town Solicitor, Director of Planning and Development Services, Town Clerk, and Council/Committee Secretary Mayor Dawe called the meeting to order at 7:06 p.m. Mayor Dawe relinquished the Chair to Deputy Mayor Abel at 9:09 p.m. during consideration of Motion (a) and resumed the Chair at 9:15 p.m. 1. DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF Councillor Humfryes declared a pecuniary interest regarding Item 4, Memorandum from Acting Chief Administrative Officer, Re: Recommendations from April 7, 2015 Joint Council Committee Meeting, as a family member is employed by Central York Fire Services. 2. APPROVAL OF THE AGENDA Moved by Councillor Kim Seconded by Councillor Thompson THAT the agenda as circulated by Legal and Legislative Services be approved. CARRIED Council Meeting Minutes Tuesday, April 14, 2015 Page 2 of 14 3. ADOPTION OF THE MINUTES Council Meeting Minutes of March 31, 2015 Special Council Meeting Minutes of April 7, 2015 Closed Session Meeting Minutes of April 7, 2015 Special Council – Public Planning Meeting Minutes of April 8, 2015 Moved by Councillor Kim Seconded by Councillor Thom THAT the Council meeting minutes of March 31, 2015, the Special Council meeting minutes of April 7, 2015, the Closed Session meeting minutes of April 7, 2015, and the Special Council – Public Planning meeting minutes of April 8, 2015, be adopted as printed and circulated. CARRIED 4. PRESENTATIONS None 5. PUBLIC SERVICE ANNOUNCEMENTS Councillor Kim noted that several schools including Aurora High School were raising funds for Relay for Life, and acknowledged that Jakob Isreal, a student of Lester B. Pearson Public School, would be cutting his hair to raise funds for cancer research. Councillor Thom announced that April 22, 2015, would mark the 100th anniversary of the Second Battle of Ypres during the First World War, which was the first large-scale engagement of the Canadian Expeditionary Force, and also the battle about which Colonel John McCrae wrote in his poem “In Flanders Fields”. Councillor Humfryes extended a reminder that the Special Olympics Ontario- Aurora team would be playing in an International Bocce Tournament on April 30 through May 2, 2015. Councillor Humfryes extended a reminder regarding the 2015 Run or Walk for Southlake on April 26, 2015, at the Stronach Aurora Recreation Complex. Councillor Abel announced that the Optimist Club of Aurora is accepting old bicycles to be refurbished for donation, and further information is available on their website at www.auroraoptimist.com. Councillor Abel extended congratulations to the Parks and Recreation Services staff for another successful Easter Egg Hunt on April 4, 2015, where 1,200 children and their parents enjoyed a great day. Council Meeting Minutes Tuesday, April 14, 2015 Page 3 of 14 Councillor Abel extended congratulations to the organizers of the Aurora Chamber Show held on April 10-12, 2015 for a successful event held at its new location in the Stronach Aurora Recreation Complex. Councillor Abel noted that a group of Highland Gate residents would be meeting with Geranium Homes representatives on April 15, 2015, at Dr. G. W. Williams Secondary School. Councillor Abel stated that more than 40 teams of students would be participating in the upcoming Relay for Life event. He noted that Aurora has teamed up with Newmarket for this event, formerly held on the Magna lands, which will be held at Pickering College in Newmarket on June 19, 2015, from 7 p.m. to 1 a.m. Councillor Thompson encouraged residents to participate in the 2015 Run or Walk for Southlake on April 26, 2015, or otherwise support the event by donating, sponsoring, or cheering on participants through the new route. Councillor Thompson noted that he received positive feedback from vendors and visitors of the Aurora Chamber Home Show and extended his congratulations to the organizers. Councillor Gaertner extended congratulations to the Queen’s York Rangers cadets for their recent fundraising efforts and noted that they would also be selling chocolates and pins to raise funds for a future trip to Vimy Ridge. Councillor Gaertner announced that April 12-18, 2015, is National Volunteer Week and extended her appreciation to all volunteers of the Town of Aurora. Councillor Gaertner extended her congratulations to staff regarding the recent Easter Egg Hunt. Mayor Dawe advised that the Town is accepting applications from food vendors until April 17, 2015, for this year’s Ribfest event. Mayor Dawe extended congratulations to everyone involved with the Aurora Chamber Home Show and noted that it was one of the better-attended Shows. Mayor Dawe encouraged everyone to donate to Team Aurora for the 2015 Run or Walk for Southlake event on April 26, 2015. Mayor Dawe noted that the Town is accepting entries for the 53rd Annual Juried Art Show and Sale to be held on May 2-3, 2015, and encouraged all to visit. Mayor Dawe extended a reminder that registration is open for Town of Aurora Summer Camps and information may be accessed through the Town website and the PingStreet mobile app, or by contacting Parks and Recreation Services. Council Meeting Minutes Tuesday, April 14, 2015 Page 4 of 14 Mayor Dawe announced that, as part of the Torch Relay coming to Aurora, the Town is looking for present and former Pan Am and Parapan Am athletes, coaches, and officials to participate in an exhibition at the Aurora Cultural Centre, titled A Legacy of Sport, which will run from June 25 to mid-September, 2015, and those interested may contact Parks and Recreation Services at extension 4753. Mayor Dawe announced that the Aurora Seniors’ Centre would be holding its Spring Sale on Saturday, April 25, 2015, from 9 a.m. to 2 p.m. Mayor Dawe announced that the Pine Tree Potters’ Guild would be holding their Spring Pottery Show and Sale on April 30 through May 3, 2015, at the Aurora Cultural Centre, and further information may be found at www.pinetreepotters.ca. Mayor Dawe extended a reminder that Aurora’s Annual Clean-up Day will take place on Saturday, April 25, 2015, and encouraged everyone to participate. 6. DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 1 (sub-items 1, 5, and 10), 3, and 4 were identified for discussion. 7. ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Items 1 (with the exception of sub-items 1, 5, and 10), 2, and 5 were identified as items not requiring separate discussion. Moved by Councillor Thom Seconded by Councillor Kim 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 April 7, 2015 THAT the General Committee meeting report of April 7, 2015 be received and the following recommendations carried by the Committee be approved: (2) BBS15-005 – Request for Sign Variance to Sign By-law No. 4898-07.P for the LCBO Store at 94 First Commerce Drive THAT Report No. BBS15-005 be received; and Council Meeting Minutes Tuesday, April 14, 2015 Page 5 of 14 THAT a request for variance to Sign By-law No. 4898-07.P to allow five (5) signs on the west elevation and three (3) signs on the east elevation at 94 First Commerce Drive, whereas Sign By-law No. 4898-07.P permits only one (1) sign on each of these elevations, be approved; and THAT a request for variance to Sign By-law No. 4898-07.P to allow internal illumination of all signs for the LCBO store at 94 First Commerce Drive be approved. (3) IES15-025 – Award of Tender IES2015-02 – For the Reconstruction of Elderberry Trail, Springmaple Chase and Houdini Way THAT Report No. IES15-025 be received; and THAT Tender IES2015-02 – For the reconstruction of Elderberry Trail, from Yonge Street to 516m west of Springmaple Chase, Springmaple Chase and Houdini Way be awarded to C. Valley Paving Ltd. in the amount of $1,103,362.50, excluding taxes; 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. (4) IES15-026 – Award of Tender IES2015-03 – For the Reconstruction of Steeplechase Avenue, Bluegrass Drive, Skyview Lane and Woodsend Crescent THAT Report No. IES15-026 be received; and THAT Tender IES2015-03 – For the reconstruction of Steeplechase Avenue, Bluegrass Drive, Skyview Lane and Woodsend Crescent be awarded to C. Valley Paving Ltd. in the amount of $1,381,353.70, excluding taxes; 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. (6) IES15-028 – Assumption of Municipal Services and Amendment to Subdivision Agreement – Whitwell Developments Limited and State Farm Mutual Automobile Insurance Company THAT Report No. IES15-028 be received; and Council Meeting Minutes Tuesday, April 14, 2015 Page 6 of 14 THAT the Town assume ownership, operation and maintenance of the works within the roads, rights-of-way, and other lands dedicated to the Town contained within Plan 65M-3819, being the Whitwell Developments Limited and State Farm Mutual Automobile Insurance Company subdivision as detailed in Report No. IES15-028; and THAT the necessary by-law be brought forward for enactment to assume for public use the highways within Plan 65M-3819 and to establish as public highway any applicable reserves. (7) CFS15-006 – Creation of Three Additional Reserve Fund Accounts THAT Report No. CFS15-006 be received; and THAT By-law Number 5689-15, a by-law to amend the Reserve Fund By- law Number 5553-13 to add the Ontario Community Infrastructure Funding reserve fund, the Recreation Sponsorship reserve fund, and the John West Memorial Scholarship reserve fund, be presented to Council at a future meeting for adoption. (8) CFS15-015 – Confirmation of One-Third Tax-Free Council Compensation THAT Report No. CFS15-015 be received; and THAT By-law Number 5253-10 (Attachment #1) be deemed to have been reviewed and confirmed to continue the one-third tax-free “deemed expenses” portion of the remuneration of members of Council. (9) PL15-027 – Application for Exemption from Part Lot Control, Mattamy Aurora (Aurora) Limited, Blocks 100, 102, 104, 106, 109, 111, and 112, Plan 65M-4423, File No.: PLC-2015-01 THAT Report No. PL15-027 be received; and THAT Council approve the Application for Exemption from Part Lot Control submitted by Mattamy (Aurora) Limited to divide Blocks 100, 102, 104, 106, 109, 111 and 112 on Plan 65M-4423 into 36 separate lots for townhouse units; and THAT the necessary Part Lot Control Exemption By-law, as referred to in Report No. PL15-027, be enacted at the next available Council meeting. (11) CFS15-016 – 2015 Central York Fire Services Budget for Aurora Comment THAT Report No. CFS15-016 be received; and Council Meeting Minutes Tuesday, April 14, 2015 Page 7 of 14 THAT Council provide its comments by way of resolution(s) to be conveyed to Newmarket Council for consideration during their final budget reviews and approvals in respect of the 2015 budget for Central York Fire Services. 2. Memorandum from Director of Building & Bylaw Services Re: Request for Exemption to Noise By-law for Taste of Gratitude Event on June 18, 2015 THAT the memorandum regarding Request for Exemption to Noise By-law for Taste of Gratitude Event on June 18, 2015, be received; and THAT an exemption to Noise By-law Number 4787-06.P for the Taste of Gratitude Event to be held on June 18, 2015, be approved. 5. Central York Fire Services – Joint Council Committee Meeting Minutes of March 3, 2015 THAT the Central York Fire Services – Joint Council meeting minutes of March 3, 2015 be received for information. CARRIED 8. DELEGATIONS None 9. CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 1. General Committee Meeting Report of April 7, 2015 (1) PR15-006 – Aurora King Baseball Association Request for Waiving of User Fees Moved by Councillor Gaertner Seconded by Councillor Abel THAT Report No. PR15-006 be received; and THAT the user fees payable by the Aurora King Baseball Association (AKBA) for the use of the Stewart Burnett Park Baseball Diamond during the 2015 playing season be partially reduced in consideration of the Town and the AKBA entering into a Facility Maintenance Agreement on terms acceptable to the Town Solicitor and the Director of Parks and Recreation Services; 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. CARRIED Council Meeting Minutes Tuesday, April 14, 2015 Page 8 of 14 1. General Committee Meeting Report of April 7, 2015 (5) IES15-027 – Speed Cushions on Roads Prone to Speeders Moved by Councillor Thompson Seconded by Councillor Abel THAT Report No. IES15-027 be received for information. CARRIED 1. General Committee Meeting Report of April 7, 2015 (10) CAO15-005 – Town of Aurora Strategic Plan (2015) Update Moved by Councillor Gaertner Seconded by Councillor Thompson THAT Report No. CAO15-005 be referred back to staff and staff be directed to come forward with a report card on the implementation of the Strategic Plan in its current form prior to consideration of any update. CARRIED 3. Memorandum from Councillor Pirri Re: Federation of Canadian Municipalities Report to Council, Summary of the Meeting of the Board of Directors, March 4-7, 2015 Moved by Councillor Gaertner Seconded by Councillor Thompson THAT the memorandum regarding Federation of Canadian Municipalities Report to Council, Summary of the Meeting of the Board of Directors, March 4-7, 2015, be received for information. CARRIED 4. Memorandum from Acting Chief Administrative Officer Re: Recommendations from April 7, 2015 Joint Council Committee Meeting Moved by Councillor Abel Seconded by Councillor Mrakas THAT the memorandum regarding Recommendations from April 7, 2015 Joint Council Committee Meeting and the Central York Fire Services – Joint Council Committee Meeting minutes of April 7, 2015 be received; and Council Meeting Minutes Tuesday, April 14, 2015 Page 9 of 14 THAT Council approve the following recommendations from the April 7, 2015 Joint Council Committee Meeting: THAT Central York Fire Services – Joint Council Committee recommend to both Councils approval of the 2014 Fire Department Master Plan Update; and THAT Joint Council Committee make a recommendation to the Councils of the two municipalities to proceed with a land securement, subject to a report for final approval in 2015 for the construction of a new fire facility to include Administration, Training, and Suppression Crew, and provide for possible inclusion of Fire Prevention Division; and THAT Development Charges funds to an upset limit of $25,000 be approved to hire, by RFP, an architectural consultant to assist in the land securement and, upon approval of land purchase and approval of further funding, to undertake the facility design. CARRIED On a motion of Councillor Mrakas seconded by Councillor Kim, Council consented, on a two-thirds motion, to waive the requirements of section 3.13 of the Procedural By-law to allow Item 10 “(i) Notice of Motion (b) Training and Development Budget” to be moved forward for consideration. On a motion of Councillor Pirri seconded by Councillor Mrakas, Council consented, on a two-thirds motion, to waive the requirements of section 3.13 of the Procedural By-law to allow Item 10 “(i) Notice of Motion (a) Federation of Canadian Municipalities Board of Directors” to be moved forward for consideration. 10. NOTICES OF MOTION/MOTIONS FOR WHICH NOTICE HAS BEEN GIVEN (i) Notices of Motion (a) Mayor Dawe Re: Federation of Canadian Municipalities Board of Directors This motion was considered under “(ii) Motions for Which Notice Has Been Given” as Motion (a). (b) Councillor Mrakas Re: Training and Development Budget This motion was considered under “(ii) Motions for Which Notice Has Been Given” as Motion (b) prior to consideration of Motion (a). Council Meeting Minutes Tuesday, April 14, 2015 Page 10 of 14 (ii) Motions for Which Notice Has Been Given (a) Mayor Dawe Re: Federation of Canadian Municipalities Board of Directors Moved by Mayor Dawe Seconded by Councillor Thom WHEREAS the Federation of Canadian Municipalities (FCM) represents the interests of municipalities on policy and program matters that fall within federal jurisdiction; and WHEREAS FCM’s Board of Directors is comprised of elected municipal officials from all regions and sizes of communities to form a broad base of support and provide FCM with the prestige required to carry the municipal message to the federal government; and WHEREAS FCM’s 78th Annual Conference and Trade Show will take place June 5 – June 8 2015, during which time the Annual General Meeting will be held and followed by the election of FCM’s Board of Directors. NOW THEREFORE BE IT HEREBY RESOLVED THAT Council of the Town of Aurora endorse Councillor Paul Pirri to stand for re-election on FCM’s Board of Directors for the duration of the Council term; and BE IT FURTHER RESOLVED THAT the Town of Aurora assumes all costs associated with Councillor Paul Pirri attending FCM’s Board of Directors meetings to a maximum of $8,000 for the FCM Board of Directors term. CARRIED (b) Councillor Mrakas Re: Training and Development Budget Main motion Moved by Councillor Mrakas Seconded by Councillor Thompson WHEREAS the General Committee of March 23, 2015 recommended that the 2015 Draft Operating Budget be adjusted by reducing the “Training & Development” budget by $100,000; and WHEREAS by reducing the Training and Development budget from $196,000 to $96,000, as recommended by General Committee, it would have the effect of reducing the Aurora portion of the proposed tax levy without affecting service levels of Aurora taxpayers; and Council Meeting Minutes Tuesday, April 14, 2015 Page 11 of 14 WHEREAS in response to said General Committee recommendation it was noted that there may be negative implications of the proposed reduction of the “Training and Development” budget; and WHEREAS as a consequence, General Committee directed staff to provide information on or a report to Council on potential implications of the proposed $100,000 reduction ($196,000 to $96,000) of the “Training and Development” budget; and WHEREAS a memorandum from the CAO dated March 30, 2015 was provided to Council as said response wherein it was indicated that, “…the proposed reduction of $100,000 would severely limit the Town’s ability to offer training and development opportunities beyond the mandatory training level.”; and WHEREAS the memorandum from the CAO dated March 30, 2015 did not provide specific metrics, data, and/or relevant information that speak to the potential implications of the proposed reduction in the Training and Development budget; and WHEREAS in order that Council may make an informed decision as it speaks to the proposed reduction of the “Training and Development budget” specific metrics, data, and/or relevant information that speak to the potential implications of the proposed reduction in the Training and Development budget are necessary. NOW THEREFORE BE IT HEREBY RESOLVED THAT staff provide a report, for Council consideration at the next Budget meeting, that includes the following information: for the year 2014, an itemized list of all conferences and/or training and/or development courses attended by all members of staff, the cost of each conference and/or training and/or development course attended and the KT (Knowledge Transfer) provided and/or certifications achieved as a result of attendance at same. Amendment Moved by Councillor Mrakas Seconded by Councillor Pirri THAT the main motion be amended by deleting the following words from the operative clause: “and the KT (Knowledge Transfer) provided and/or certifications achieved as a result of attendance at same”. Main motion as amended Moved by Councillor Mrakas Seconded by Councillor Thompson Council Meeting Minutes Tuesday, April 14, 2015 Page 12 of 14 WHEREAS the General Committee of March 23, 2015 recommended that the 2015 Draft Operating Budget be adjusted by reducing the “Training & Development” budget by $100,000; and WHEREAS by reducing the Training and Development budget from $196,000 to $96,000, as recommended by General Committee, it would have the effect of reducing the Aurora portion of the proposed tax levy without affecting service levels of Aurora taxpayers; and WHEREAS in response to said General Committee recommendation it was noted that there may be negative implications of the proposed reduction of the “Training and Development” budget; and WHEREAS as a consequence, General Committee directed staff to provide information on or a report to Council on potential implications of the proposed $100,000 reduction ($196,000 to $96,000) of the “Training and Development” budget; and WHEREAS a memorandum from the CAO dated March 30th, 2015 was provided to Council as said response wherein it was indicated that, “…the proposed reduction of $100,000 would severely limit the Town’s ability to offer training and development opportunities beyond the mandatory training level.”; and WHEREAS the memorandum from the CAO dated March 30th, 2015 did not provide specific metrics, data, and/or relevant information that speak to the potential implications of the proposed reduction in the Training and Development budget; and WHEREAS in order that Council may make an informed decision as it speaks to the proposed reduction of the “Training and Development budget” specific metrics, data, and/or relevant information that speak to the potential implications of the proposed reduction in the Training and Development budget are necessary; NOW THEREFORE BE IT HEREBY RESOLVED THAT staff provide a report, for Council consideration at the next Budget meeting, that includes the following information: for the year 2014, an itemized list of all conferences and/or training and/or development courses attended by all members of staff, the cost of each conference and/or training and/or development course attended. On a recorded vote the main motion CARRIED AS AMENDED YEAS: 7 NAYS: 2 VOTING YEAS: Councillors Abel, Gaertner, Humfryes, Kim, Mrakas, Pirri, and Thompson VOTING NAYS: Councillor Thom and Mayor Dawe Council Meeting Minutes Tuesday, April 14, 2015 Page 13 of 14 11. REGIONAL REPORT None 12. NEW BUSINESS/GENERAL INFORMATION Councillor Pirri expressed interest in receiving a report from the Director of Corporate and Financial Services/Treasurer regarding an overview of the benefits of the new Human Resources information system. Mayor Dawe announced that Councillors Abel, Humfryes, and Thompson have been appointed as the Council representatives to participate on an AFLC liaison committee. 13. READING OF BY-LAWS Moved by Councillor Pirri Seconded by Councillor Mrakas THAT the following by-laws be given first, second, and third readings and enacted: 5704-15 BEING A BY-LAW to exempt Blocks 100, 102, 104, 106, 109, 111 and 112 on Plan 65M-4423 from Part-Lot Control (Mattamy (Aurora) Limited). 5707-15 BEING A BY-LAW to appoint Municipal By-law Enforcement Officers and Property Standards Officers for The Corporation of the Town of Aurora. CARRIED Moved by Councillor Thompson Seconded by Councillor Mrakas THAT the following confirming by-law be given first, second, and third readings and enacted: 5715-15 BEING A BY-LAW to Confirm Actions by Council Resulting from Council Meeting on April 14, 2015. CARRIED 14. CLOSED SESSION None Council Meeting Minutes Tuesday, April 14, 2015 Page 14 of 14 15. ADJOURNMENT Moved by Councillor Abel Seconded by Councillor Thom THAT the meeting be adjourned at 9:17 p.m. CARRIED GEOFFREY DAWE, MAYOR STEPHEN M. A. HUYCKE, TOWN CLERK THE MINUTES OF THE COUNCIL MEETING OF APRIL 14, 2015 RECEIVED FINAL APPROVAL BY COUNCIL ON APRIL 28, 2015.