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MINUTES - Council - 20150811 TOWN OF AURORA COUNCIL MEETING MINUTES Council Chambers Aurora Town Hall Tuesday, August 11, 2015 ATTENDANCE COUNCIL MEMBERS Mayor Dawe in the Chair; Councillors Gaertner, Humfryes, Kim, Mrakas, Pirri, Thom, and Thompson MEMBERS ABSENT Councillor Abel OTHER ATTENDEES Interim Chief Administrative Officer, Acting 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 Parks and Recreation Services, Director of Planning and Development Services, Manager of Special Projects, Town Clerk, and Council/Committee Secretary Mayor Dawe called the meeting to order at 7:09 p.m. following Open Forum. On a motion of Councillor Pirri seconded by Councillor Humfryes, Council consented on a two-thirds vote to extend the hour past 11 p.m. in accordance with subsection 3.16(b) of the Procedural By-law. 1. DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF As required under subsection 5.(3) of the Municipal Conflict of Interest Act., Councillor Humfryes declared a pecuniary interest regarding Item 1 and Closed Session Item 1 of the Special Council meeting of July 28, 2015, from which she was absent, respecting the potential acquisition of land for a new Central York Fire Services facility, as a family member is employed by Central York Fire Services. 2. APPROVAL OF THE AGENDA Moved by Councillor Humfryes Seconded by Councillor Pirri THAT the agenda as circulated by Legal and Legislative Services, with the following additions and the removal of Item 9, be approved: Council Meeting Minutes Tuesday, August 11, 2015 Page 2 of 24  Replacement Page 2 (Agenda page 121) for Item 10 – IES15-047 – Water Operator Vacancy – Four-Month Gapping Rule  Item 23 – LLS15-051 – Canada Post Community Mailbox Installations on Town Roadways  Item 24 – Memorandum from Mayor Dawe; Re: Exemption to the Town’s Sign By- law – 2015 Magna Hoedown Event, September 18-19, 2015  Item 25 – Memorandum from Director of Infrastructure & Environmental Services; Re: Removal of Item 9 – Report No. IES15-046 – Additional Winter Maintenance Resources  Closed Session Item 4 – A proposed or pending acquisition or disposition of land by the Town or Local Board (section 239(2)(c) of the Municipal Act, 2001); Re: Report No. PL15-065 – Agreement of Purchase and Sale for 33 Eric T. Smith Way  Closed Session Item 5 – A proposed or pending acquisition or disposition of land by the Town or Local Board (section 239(2)(c) of the Municipal Act, 2001); Re: Report No. PL15-066 – Agreement of Purchase and Sale for 21 Eric T. Smith Way CARRIED 3. ADOPTION OF THE MINUTES Council Meeting Minutes of July 14, 2015 Special Council Meeting Minutes of July 28, 2015 Moved by Councillor Kim Seconded by Councillor Pirri THAT the Council meeting minutes of July 14, 2015, and the Special Council meeting minutes of July 28, 2015, be adopted as printed and circulated. CARRIED 4. PRESENTATIONS (a) Al Downey, Director of Parks and Recreation Services Re: John West Memorial “Leaders of Tomorrow” Scholarship Award Mr. Downey noted former Mayor John West’s wish to recognize those who not only succeeded academically but, more importantly, were also involved in school and community activities, volunteerism, and giving back to the community, and to recognize those who would implement change, influence decisions, and lead us into the future. Mr. Downey announced Ms. Sally Falk as the winner of the inaugural John West Memorial “Leaders of Tomorrow” Scholarship Award. He noted that Sally is a graduate of Aurora High School and highlighted some of her many achievements, activities, contributions, and involvement in the community. Mr. Downey then introduced Ms. Falk and she was presented with her Award. Council Meeting Minutes Tuesday, August 11, 2015 Page 3 of 24 Moved by Councillor Pirri Seconded by Councillor Thom THAT the presentation of Al Downey, Director of Parks and Recreation Services, be received for information. CARRIED (b) Don Lewis, President, Aurora Lions Club Re: Home for the Aurora Lions Club Mr. Lewis noted that the Aurora Lions Club is currently without a home and he requested that Council consider allowing the Club to use a section of the old library building as their new home, and presented a schematic of the area with the proposed renovations that would be required. He further noted that the Lions Club has served the community of Aurora for more than 70 years and needs a place to work as they strengthen and grow in order to continue serving the community. Moved by Councillor Thompson Seconded by Councillor Mrakas THAT the presentation of Don Lewis, President, Aurora Lions Club, be received and referred to staff for a report back to Council. CARRIED (c) Bruce Stafford and Stephen Kimmerer, Sport Aurora Re: Consideration of Multi-Sport Use Facility/Hallmark Building Mr. Stafford and Mr. Kimmerer presented Council with a proposal to use the unoccupied, former Hallmark Building at 100 Vandorf Sideroad as a sports and athletic centre, and requested that Council direct staff to investigate the feasibility of the Town partnering with sport and recreation providers by either purchasing, leasing or leasing-to-own this property and provide rentable, customized, specialty training and competition space for the benefit of athletes in Aurora. Moved by Councillor Mrakas Seconded by Councillor Thompson THAT the presentation of Bruce Stafford and Stephen Kimmerer, Sport Aurora, be received and referred to the Director of Parks and Recreation Services for consultation in relation to the Parks and Recreation Master Plan and a report back to Council. CARRIED Council Meeting Minutes Tuesday, August 11, 2015 Page 4 of 24 5. PUBLIC SERVICE ANNOUNCEMENTS Councillor Thompson extended a reminder regarding the Doors Open Aurora event being held on Saturday, August 15, 2015. Councillor Humfryes announced that Family Day would be celebrated on Saturday, August 15, 2015, at the Aurora Farmers’ Market & Artisan Fair, and a Community Corn Roast would be held on Saturday, August 22, 2015. Mayor Dawe noted that he and Councillor Humfryes had attended the memorial service of former Councillor, and former member of Town staff, Norman Weller who passed away on August 1, 2015. A moment of silence was observed in his honour. Mayor Dawe extended a reminder regarding various Town events including: Concerts in the Park featuring Tom Leadbeater, Spirit of Nova Scotia, at 7 p.m. on Wednesday, August 12, 2015; Movies in the Park featuring Annie at dusk on Friday, August 14, 2015; Doors Open Aurora from 10 a.m. to 4 p.m. on Saturday, August 15, 2015; and the End of Summer Blues Concert in the Park featuring the Jack de Keyzer Band on Wednesday, September 2, 2015; and noted that further information is available at www.aurora.ca. Mayor Dawe noted that spaces are still available at the Aurora Summer Camps and An Adventure-a-Day Youth Camp, and further information is on the Town website. Mayor Dawe noted that the Town is looking for members for its Youth Engagement Committee and that applications are available on the Town website and would be accepted until Monday, August 31, 2015. Mayor Dawe announced that the Town would be hosting a Youth Volunteer Fair on September 24, 2015, from 4 p.m. to 7 p.m. at the Aurora Family Leisure Complex. Mayor Dawe advised that updates regarding Highland Gate, including answers to questions from the June Public Planning meeting, would be available on August 12, 2015, at www.aurora.ca/highlandgate. Councillor Mrakas announced that the Aurora Youth Soccer Club would be holding its First Annual AYSC Footgolf Tournament on August 15, 2015, and further information was available at www.aysc.ca. Councillor Gaertner noted her recent visit to Hillary House and extended congratulations to the Aurora Historical Society for its interesting tennis display and newly restored grass tennis court, and for its success in receiving the associated funding. Mayor Dawe announced that the 400th anniversary of Étienne Brûlé’s expedition from Orillia to Lake Ontario would be celebrated on Saturday, September 12, 2015, through the re-enactment of the journey by a small group from the Toronto Historical Society. The Mayor noted that the public is invited to greet this group of voyageurs at the Aurora Armoury at 12:30 p.m. Council Meeting Minutes Tuesday, August 11, 2015 Page 5 of 24 Mayor Dawe congratulated Councillor Paul Pirri on his selection as Vice Chair of the Environmental Issues and Sustainable Development Committee at the Federation of Canadian Municipalities (FCM), where he represents Aurora on four FCM committees including conference planning, international relations, and increasing women’s participation in municipal government. Mayor Dawe introduced and welcomed Patrick Moyle, Interim Chief Administrative Officer for the Town of Aurora. 6. DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 1, 3, 4, 5, 6, 7, 8, 10, 11, 12, 13, 15, 16, 18, and 23 were identified as items for discussion. 7. ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Items 2, 14, 17, 19, 20, 21, 22, 24, and 25 were identified as items not requiring separate discussion. Item 9 was removed from the agenda on approval of the agenda. Moved by Councillor Thom Seconded by Councillor Humfryes 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: 2. PL15-053 – Delegated Agreements, 2015 Summary Report THAT Report No. PL15-053 be received for information. 14. PL15-060 – Hotel Development Charges THAT Report No. PL15-060 be received and referred to the General Committee meeting of September 8, 2015, with the following recommendations: THAT staff be authorized to enter into Development Charge Deferral Agreements for hotel or motel developments which defer the excess amounts that the hotel is required to pay over the amount an office building of similar size would be required to pay, and that such surcharge be deferred until the use of the building changes; and THAT staff be directed to return to a rate calculation based upon the non- residential rate for the gross square footage in calculating the Development Charges for hotels and motels in the next update of the Development Charges By-law; and Council Meeting Minutes Tuesday, August 11, 2015 Page 6 of 24 THAT York Region be requested to consider the deferral of development charges and amendment of the Regional Development Charges By-law as described above. 17. PR15-025 – Lease Agreement – Pro Shops THAT Report No. PR15-025 be received; and THAT a Lease Agreement between the Town of Aurora and Hockey Lion Inc. for the lease of space in the Stronach Aurora Recreation Complex (SARC) and the Aurora Community Centre (ACC) for the operation of skate sharpening services and Pro Shop be approved; and THAT the Mayor and Town Clerk be authorized to execute any agreement, including any and all documents and ancillary agreements required to give effect to same. 19. Memorandum from Mayor Dawe Re: Mayor’s Task Force on Physical Activity THAT the memorandum regarding Mayor’s Task Force on Physical Activity be received for information. 20. Memorandum from Mayor Dawe Re: Lake Simcoe Region Conservation Authority Highlights June 26, 2015 – Meeting of the Board THAT the memorandum regarding Lake Simcoe Region Conservation Authority Highlights, June 26, 2015 – Meeting of the Board be received for information. 21. Heritage Advisory Committee Meeting No Quorum Report of June 8, 2015 THAT the Heritage Advisory Committee meeting No Quorum Report of June 8, 2015, be received for information. 22. Heritage Advisory Committee Meeting Minutes of July 13, 2015 THAT the Heritage Advisory Committee meeting minutes of July 13, 2015, be received; and THAT the following recommendation regarding Item 1 – Report No. HAC15-002 – Request to Remove a Property from the Aurora Register of Properties of Cultural Heritage Value or Interest, 12 Ransom Street be approved: THAT the property located at 12 Ransom Street be removed from the Aurora Register of Properties of Cultural Heritage Value or Interest subsequent to demolition; and Council Meeting Minutes Tuesday, August 11, 2015 Page 7 of 24 THAT the following recommendations regarding Item 2 – Report No. HAC15-005 – Request to Remove a Property from the Aurora Register of Properties of Cultural Heritage Value or Interest, 98 Mosley Street be approved: THAT the property located at 98 Mosley Street be removed from the Aurora Register of Properties of Cultural Heritage Value or Interest; and THAT the proposed elevations are subject to approval of Planning Staff to ensure the proposed new dwelling will maintain the heritage character of the area. 24. Memorandum from Mayor Dawe Re: Exemption to the Town’s Sign By-law – 2015 Magna Hoedown Event, September 18-19, 2015 (Added Item) THAT the memorandum regarding Exemption to the Town’s Sign By-law – 2015 Magna Hoedown Event, September 18-19, 2015 be received; and THAT an exemption from the Town’s Sign By-law special events provisions be granted for the 2015 Magna Hoedown to permit special events signs to be posted for more than fourteen (14) days in advance of the event. 25. Memorandum from Director of Infrastructure & Environmental Services Re: Removal of Item 9 – Report No. IES15-046 – Additional Winter Maintenance Resources (Added Item) THAT the memorandum regarding Removal of Item 9 – Report No. IES15-046 – Additional Winter Maintenance Resources be received; and THAT this item be removed from the August 11, 2015 Council meeting agenda. CARRIED 8. DELEGATIONS None 9. CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION Council considered Item 1 following Item 23 and prior to Closed Session. 1. CAO15-008 – Community Tourism Plan Council Meeting Minutes Tuesday, August 11, 2015 Page 8 of 24 Moved by Councillor Pirri Seconded by Councillor Humfryes THAT Council endorse the Community Tourism Plan and specifically approve the Action Plan contained within the Plan; and THAT the Tourism Coordinator position as outlined within the Action Plan be referred to the 2016 Budget process. Motion to refer Moved by Councillor Mrakas Seconded by Councillor Humfryes THAT Item 1, CAO15-008 – Community Tourism Plan, be referred to the 2016 Budget process. CARRIED 3. Environmental Advisory Committee Meeting Minutes of June 10, 2015 On a motion of Councillor Thom seconded by Councillor Kim, Council consented to consider Item 3 prior to Item 1. Main motion Moved by Councillor Gaertner Seconded by Councillor Humfryes THAT the Environmental Advisory Committee meeting minutes of June 10, 2015, be received for information. Amendment No. 1 Moved by Councillor Gaertner Seconded by Councillor Mrakas THAT the main motion be amended by adding the following clauses: “THAT a public education component and strategy be developed instructing residents on the proper discharge of wastewater from private swimming pools and hot tubs, and that options be provided for distribution of this information to all owners as soon as possible; and THAT staff investigate revising the current Sewer Use By-law to deal with the correct handling and discharge of swimming pool and hot tub wastewater.” Council Meeting Minutes Tuesday, August 11, 2015 Page 9 of 24 Amendment to Amendment No. 1 Moved by Councillor Pirri Seconded by Councillor Mrakas THAT Amendment No. 1 be amended by adding the following clause: “THAT staff report back to the Environmental Advisory Committee.” CARRIED Amendment No. 1 as amended Moved by Councillor Pirri Seconded by Councillor Mrakas THAT the main motion be amended by adding the following clauses: “THAT a public education component and strategy be developed instructing residents on the proper discharge of wastewater from private swimming pools and hot tubs, and that options be provided for distribution of this information to all owners as soon as possible; and THAT staff investigate revising the current Sewer Use By-law to deal with the correct handling and discharge of swimming pool and hot tub wastewater; and THAT staff report back to the Environmental Advisory Committee.” CARRIED Main motion as amended Moved by Councillor Gaertner Seconded by Councillor Humfryes THAT the Environmental Advisory Committee meeting minutes of June 10, 2015, be received; and THAT a public education component and strategy be developed instructing residents on the proper discharge of wastewater from private swimming pools and hot tubs, and that options be provided for distribution of this information to all owners as soon as possible; and THAT staff investigate revising the current Sewer Use By-law to deal with the correct handling and discharge of swimming pool and hot tub wastewater; and THAT staff report back to the Environmental Advisory Committee. CARRIED AS AMENDED Council Meeting Minutes Tuesday, August 11, 2015 Page 10 of 24 4. Economic Development Advisory Committee Meeting Minutes of June 11, 2015 Motion to defer Moved by Councillor Gaertner Seconded by Councillor Thom THAT consideration of Item 4, Economic Development Advisory Committee Meeting Minutes of June 11, 2015, be deferred to the Council meeting of August 25, 2015. CARRIED 5. Aurora Family Leisure Complex Liaison Committee Meeting Minutes of June 23, 2015 Motion to defer Moved by Councillor Gaertner Seconded by Councillor Thom THAT consideration of Item 5, Aurora Family Leisure Complex Liaison Committee Meeting Minutes of June 23, 2015, be deferred to the Council meeting of August 25, 2015. CARRIED 6. LLS15-047 – Effectiveness of Liquidated Damages Clauses Motion to defer Moved by Councillor Gaertner Seconded by Councillor Thom THAT consideration of Item 6, LLS15-047 – Effectiveness of Liquidated Damages Clauses, be deferred to the Council meeting of August 25, 2015. CARRIED 7. IES15-043 – Award of Tender IES2015-12 – The Supply and Administration of a School Crossing Guard Service On a motion of Councillor Humfryes seconded by Councillor Pirri, Council consented to consider Item 7 following Item 16. Moved by Councillor Gaertner Seconded by Councillor Thompson THAT Report No. IES15-043 be received; and Council Meeting Minutes Tuesday, August 11, 2015 Page 11 of 24 THAT Tender IES2015-12 – The Supply and Administration of School Crossing Guard Service be awarded to Proactive Staffing Services Inc. for a three (3) school-year term for the amount of $417,447.58, excluding taxes; and THAT the 2015 operating budget for contracts be increased by $40,972.84 to a revised amount of $145,972.84 to be funded through 2015 corporate surplus; and THAT the Director of Infrastructure and Environmental Services be authorized to renew Tender IES2012-12 for the optional one school-year period (school year 4) pending an analysis and satisfactory performance review by the Director; 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 8. IES15-045 – Council Motion – Pedestrian and Vehicle Traffic Concerns in the Northeast Corner of Earl Stewart Drive and Pedersen Drive Intersection Motion to defer Moved by Councillor Gaertner Seconded by Councillor Thom THAT consideration of Item 8, IES15-045 – Council Motion – Pedestrian and Vehicle Traffic Concerns in the Northeast Corner of Earl Stewart Drive and Pedersen Drive Intersection, be deferred to the Council meeting of August 25, 2015. CARRIED 10. IES15-047 – Water Operator Vacancy – Four-Month Gapping Rule On a motion of Councillor Humfryes seconded by Councillor Pirri, Council consented to consider Item 10 following Item 7. Moved by Councillor Kim Seconded by Councillor Thompson THAT Report No. IES15-047 be received; and THAT staff be authorized to immediately recruit for the Water Operator position. On a recorded vote the motion CARRIED YEAS: 6 NAYS: 2 VOTING YEAS: Councillors Gaertner, Humfryes, Pirri, Thom, Thompson, and Mayor Dawe Council Meeting Minutes Tuesday, August 11, 2015 Page 12 of 24 VOTING NAYS: Councillors Kim and Mrakas ABSENT: Councillor Abel 11. PL15-055 – Application for Exemption from Part Lot Control, Mattamy (Aurora) Limited, Blocks 107, 108, 115, and 120, Plan 65M-4423, File No. PLC-2015-03 On a motion of Councillor Humfryes seconded by Councillor Pirri, Council consented to consider Item 11 following Item 10. Moved by Councillor Gaertner Seconded by Councillor Kim THAT Report No. PL15-055 be received; and THAT Council approve the Application for Exemption from Part Lot Control submitted by Mattamy (Aurora) Limited to divide Blocks 107, 108, 115 and 120 on Plan 65M-4423 into twenty-seven (27) separate lots for townhouse units; and THAT the Part Lot Control Exemption By-law be introduced and enacted. CARRIED 12. PL15-058 – Application for Site Plan Approval, Matheson Constructors Ltd., 30 Eric T Smith Way, Part of Lot 1, Plan 65M-4324, File Number: SP-2015-06 On a motion of Councillor Thom seconded by Councillor Kim, Council consented to consider Item 12 following Item 3. Moved by Councillor Gaertner Seconded by Councillor Pirri THAT Report No. PL15-058 be received; and THAT Site Plan Application File: SP-2015-06 (Matheson Constructors Limited) be approved to permit the development of the subject lands for the construction a two-storey 1,802 sqm Gross Floor Area (GFA) office building and equipment storage garage; and THAT the Mayor and Town Clerk be authorized to execute the Site Plan Agreement, including any and all documents and ancillary agreements required to give effect to same. CARRIED Council Meeting Minutes Tuesday, August 11, 2015 Page 13 of 24 13. PL15-059 – Update on Development Progress in 2C Planning Area Motion to defer Moved by Councillor Gaertner Seconded by Councillor Thom THAT consideration of Item 13, PL15-059 – Update on Development Progress in 2C Planning Area, be deferred to the Council meeting of August 25, 2015. CARRIED 15. PR15-023 – Renaming a Section of Nokiidaa Trail Motion to defer Moved by Councillor Gaertner Seconded by Councillor Thom THAT consideration of Item 15, PR15-023 – Renaming a Section of Nokiidaa Trail, be deferred to the Council meeting of August 25, 2015. CARRIED 16. PR15-024 – McMahon Park Neighbourhood Garden On a motion of Councillor Thom seconded by Councillor Kim, Council consented to consider Item 16 following Item 12. Moved by Councillor Gaertner Seconded by Councillor Humfryes THAT Report No. PR15-024 be received; and THAT the local area residents in the vicinity of McMahon Park be consulted according to the process set out in Report No. PR15-024 to gauge public interest in the establishment of a neighbourhood garden in a section of McMahon Park; and THAT staff report back to Council on the outcomes of the consultation process and any recommendations pertaining to the establishment of a neighbourhood garden in McMahon Park. CARRIED 18. Memorandum from Director of Legal & Legislative Services/Town Solicitor Re: August 25, 2015 Council Meeting On a motion of Councillor Mrakas seconded by Councillor Thom, Council consented to consider Item 18 following Motion for Which Notice Has Been Given (d). Council Meeting Minutes Tuesday, August 11, 2015 Page 14 of 24 Moved by Councillor Mrakas Seconded by Councillor Thom THAT the memorandum regarding August 25, 2015 Council Meeting be received; and THAT the Council meeting scheduled for August 25, 2015, be cancelled. DEFEATED 23. LLS15-051 – Canada Post Community Mailbox Installations on Town Roadways (Added Item) On a motion of Councillor Humfryes seconded by Councillor Pirri, Council consented to consider Item 23 following Item 11. Moved by Councillor Mrakas Seconded by Councillor Thompson THAT Report No. LLS15-051 be received; and THAT the Town issue a blanket Road Allowance Excavation Permit to Canada Post (through its contractor) in exchange for completion of a permit application and payment of $50.00 for each site in Aurora where a community mailbox is installed as part of Canada Post’s delivery conversion program; and THAT the Director of Infrastructure & Environmental Services be authorized to execute the Memorandum of Payment on behalf of the Town regarding Canada Post’s installation of community mailboxes in Aurora, including any and all documents and ancillary agreements required to give effect to same; and THAT the Director of Infrastructure & Environmental Services be authorized to execute a Community Mailbox Installation Agreement on behalf of the Town regarding Canada Post’s installation of community mailboxes in Aurora, including any and all documents and ancillary agreements required to give effect to same. CARRIED 10. NOTICES OF MOTION/MOTIONS FOR WHICH NOTICE HAS BEEN GIVEN (i) Notices of Motion (a) Councillor Thom Re: Celebration of The Queen’s Reign This Notice of Motion was considered under subsection 10.(ii) “Motions for Which Notice Has Been Given” as Motion (d). Council Meeting Minutes Tuesday, August 11, 2015 Page 15 of 24 (b) Mayor Dawe Re: Special Council Meeting to Review Procedural By-law Number 5330-11 WHEREAS Council has adopted Procedural By-law Number 5330-11, as amended, (“Procedural By-law”) to ensure fair and efficient Meetings of Council and Committees; and WHEREAS Section 11 of the Procedural By-law states that “Council shall review this By-law within the first six (6) months of the second year of each term of Council”; and WHEREAS Members of Council, including new Members of Council, have already had significant experience with the rules and regulations set out in the Procedural By-law; and WHEREAS Council should ensure that the Meetings of Council and Committees continue to be fair and efficient. NOW THEREFORE BE IT HEREBY RESOLVED THAT the requirements of Section 11 of the Procedural By-law be waived to permit Council to review the Procedural By-law in the fall of 2015; and BE IT FURTHER RESOLVED THAT a Special Council workshop be scheduled to review staff recommendations to amend the Procedural By- law. (c) Councillor Humfryes Re: Town of Aurora Financial Health Status WHEREAS the Town of Aurora budget process is very complex and focused, so that most Aurora residents do not fully understand the financial health of the Town; and WHEREAS the Town provides an end of budget review including tax increases, capital and operational project approvals; and WHEREAS as the majority of residents of Aurora are not heavily engaged in the budget process. NOW THEREFORE BE IT HEREBY RESOLVED that staff be directed to prepare a Financial Health Status Report for each fiscal year after adoption of the budget to be communicated to all residents; and BE IT FURTHER RESOLVED THAT the format of the Financial Health Status Report of the Town of Aurora should generally adhere to the following guidelines: Council Meeting Minutes Tuesday, August 11, 2015 Page 16 of 24 1. It should be clear, concise and meaningful to a majority of Aurora residents; 2. It should be a meaningful communication tool based on best practices in the sector; 3. It should avoiding the use of accounting terminology and reporting formats (e.g., balance sheets); 4. It should generally provide information on the following topics: (a) the amount of cash the Town has in the bank; (b) the value of the Town’s investments and the rate of return/performance of those investments; (c) the value of the Town’s assets; (d) the status of the Town’s reserves, including a simplified explanation on the policies guiding the growth and use of the Town’s reserves; (e) where the Town spends its money; (f) expectations on the future financial health of the Town; and BE IT FURTHER RESOLVED THAT staff be directed to present a draft of the format of the Financial Health Status Report at a future General Committee meeting for consideration by Council prior to the adoption of the 2016 Budget. (d) Councillor Thompson and Councillor Mrakas Re: Establishment of a Cultural Precinct This Notice of Motion was considered under subsection 10.(ii) “Motions for Which Notice Has Been Given” as Motion (c). (ii) Motions for Which Notice Has Been Given On a motion of Councillor Thompson seconded by Councillor Gaertner, Council consented to consider subsection 10.(ii) “Motions for Which Notice Has Been Given” following the adoption of items considered in Closed Session. On a motion of Councillor Thompson seconded by Councillor Pirri, Council consented on a two-thirds vote to waive the requirements of subsection 3.13(b) of the Procedural By-law to move forward Notice of Motion (d) for consideration as Motion (c), and Notice of Motion (a) for consideration as Motion (d). (a) Councillor Mrakas Re: 2016 Hiring Freeze Main motion Moved by Councillor Mrakas Seconded by Councillor Humfryes WHEREAS salaries and benefits represent nearly a quarter of the Town’s operating budget; and Council Meeting Minutes Tuesday, August 11, 2015 Page 17 of 24 WHEREAS additional staff hires will, as a consequence, increase the operating budget; and WHEREAS any increase in costs within the operating budget will impact the tax levy. NOW THEREFORE BE IT HEREBY RESOLVED THAT The Town of Aurora implement a one-year hiring freeze on all new positions for the 2016 fiscal year; and BE IT FURTHER RESOLVED THAT any replacement of existing vacancies (excluding the current vacancy of the Chief Administrative Officer) be subject to review by Council during the hiring freeze period; and BE IT FURTHER RESOLVED THAT the hiring freeze would not apply to positions mandated by legislation and/or seasonal positions provided that they do not exceed approved budgeted levels. Amendment Moved by Councillor Mrakas Seconded by Councillor Humfryes THAT the main motion be amended by replacing the second operative clause with the following clause: “BE IT FURTHER RESOLVED THAT the Interim Chief Administrative Officer develop a vacancy control program and bring forward a proposal for Council’s consideration as soon as possible.” CARRIED Motion to table Moved by Councillor Pirri Seconded by Councillor Thom THAT the first and third operative clauses of the main motion be tabled. DEFEATED Motion to refer Moved by Councillor Pirri Seconded by Councillor Thom THAT the first and third operative clauses of the main motion be referred to the 2016 Budget process. DEFEATED Main motion as amended Moved by Councillor Mrakas Seconded by Councillor Humfryes Council Meeting Minutes Tuesday, August 11, 2015 Page 18 of 24 WHEREAS salaries and benefits represent nearly a quarter of the Town’s operating budget; and WHEREAS additional staff hires will, as a consequence, increase the operating budget; and WHEREAS any increase in costs within the operating budget will impact the tax levy. NOW THEREFORE BE IT HEREBY RESOLVED THAT The Town of Aurora implement a one-year hiring freeze on all new positions for the 2016 fiscal year; and BE IT FURTHER RESOLVED THAT the Interim Chief Administrative Officer develop a vacancy control program and bring forward a proposal for Council’s consideration as soon as possible; and BE IT FURTHER RESOLVED THAT the hiring freeze would not apply to positions mandated by legislation and/or seasonal positions provided that they do not exceed approved budgeted levels. On a recorded vote the first operative clause of the main motion as amended was DEFEATED YEAS: 4 NAYS: 4 VOTING YEAS: Councillors Gaertner, Humfryes, Kim, and Mrakas VOTING NAYS: Councillors Pirri, Thom, Thompson, and Mayor Dawe ABSENT: Councillor Abel On a recorded vote the second operative clause of the main motion as amended CARRIED YEAS: 8 NAYS: 0 VOTING YEAS: Councillors Gaertner, Humfryes, Kim, Mrakas Pirri, Thom, Thompson, and Mayor Dawe VOTING NAYS: None ABSENT: Councillor Abel On a recorded vote the third operative clause of the main motion as amended CARRIED YEAS: 6 NAYS: 2 VOTING YEAS: Councillors Gaertner, Humfryes, Kim, Mrakas, Pirri, and Mayor Dawe VOTING NAYS: Councillors Thom and Thompson ABSENT: Councillor Abel Council Meeting Minutes Tuesday, August 11, 2015 Page 19 of 24 (b) Councillor Humfryes Re: Church Street School Landscaping Moved by Councillor Humfryes Seconded by Councillor Pirri WHEREAS the Church Street School is one of Aurora's beautifully restored historical buildings; and WHEREAS the Aurora Cultural Centre hosts many art shows in the gallery, musical events and several special events; and WHEREAS these many shows and events attract residents from Aurora, York Region, the Greater Toronto Area, and beyond; and WHEREAS the current landscape does not indicate pride of ownership. NOW THEREFORE BE IT HEREBY RESOLVED THAT staff review and provide appropriate landscape designs that would be more suitable for the building; and BE IT FURTHER RESOLVED THAT the design options be first presented to the Aurora Cultural Centre Board to ensure that the design is conducive to Cultural Centre programming and vision, followed by a report to Council early in September 2015. CARRIED (c) Councillor Thompson and Councillor Mrakas Re: Establishment of a Cultural Precinct Moved by Councillor Thompson Seconded by Councillor Mrakas WHEREAS the Aurora Promenade Urban Design Strategy sets out eight overarching strategies highlighting key aspects that will shape the future of the Aurora Promenade; and WHEREAS these strategies are important “big moves” that will help achieve long-term planning and urban design objectives; and WHEREAS the establishment of a Cultural Precinct is identified within the Aurora Promenade Concept Plan as a priority action and one of the key strategies for the revitalization of the downtown core; and WHEREAS the Cultural Precinct is defined within the Promenade plan as a three (3) block area that contains the Aurora Public Library, the Aurora Cultural Centre, Trinity Church, the Armoury, and Town Park; and Council Meeting Minutes Tuesday, August 11, 2015 Page 20 of 24 WHEREAS the establishment of a cultural precinct represents an opportunity to leverage the concentration of these cultural assets as an attraction, reinforced by additional facilities, enhanced public spaces, and distinct streetscape treatments. NOW THEREFORE BE IT HEREBY RESOLVED THAT staff be directed to conduct an RFP to engage a design firm to establish a Vision and Conceptual Plan for the Cultural Precinct Area; and BE IT FURTHER RESOLVED THAT the final report and conceptual plan for the Cultural Precinct Area be presented to Council for consideration prior to the approval of the 2016 Budget. CARRIED (d) Councillor Thom Re: Celebration of The Queen’s Reign Moved by Councillor Thom Seconded by Councillor Humfryes WHEREAS September 9, 2015, will mark a historic and triumphal day in the reign of Her Majesty Queen Elizabeth II, Queen of Canada, and on this day, Her Majesty’s reign will surpass that of Queen Victoria, the mother of Canadian Confederation; and WHEREAS the dedicated service to Canada by Her Majesty The Queen, over her 63 years on the throne, is cause for national celebration; and WHEREAS a public event in celebration of The Queen’s reign will bring our community closer together, demonstrate our Town’s pride for our country, and will give us a great opportunity to educate our youth on Canada’s national institutions, history and culture. NOW THEREFORE BE IT HEREBY RESOLVED THAT Council request the Director of Parks and Recreation Services to organize a Town event in celebration of The Queen’s reign, to be held on September 9, 2015; and BE IT FURTHER RESOLVED THAT Council allocate a budget for the event, not to exceed $2,000, from the Council Contingency Reserve Fund. CARRIED 11. REGIONAL REPORT York Regional Council Highlights – June 25, 2015 Council Meeting Minutes Tuesday, August 11, 2015 Page 21 of 24 Motion to defer Moved by Councillor Gaertner Seconded by Councillor Thom THAT consideration of the York Regional Council Highlights – June 25, 2015, be deferred to the Council meeting of August 25, 2015. CARRIED 12. NEW BUSINESS/GENERAL INFORMATION Councillor Gaertner referred to the Town’s Emerald Ash Borer treatment program and commented on suggested research regarding the environmental risks. The Director of Parks and Recreation Services advised that the chemical IMA-jet is not airborne. Councillor Mrakas advised that residents had expressed concern regarding the orange dust on the Highland Gate property. The Mayor requested that the Director of Planning and Developments Services take this information on advisement. 13. READING OF BY-LAWS Moved by Councillor Thompson Seconded by Councillor Humfryes THAT the following by-laws be given first, second, and third readings and enacted: 5750-15 BEING A BY-LAW to appoint an Interim Chief Administrative Officer for The Corporation of the Town of Aurora. 5751-15 BEING A BY-LAW to exempt Blocks 107, 108, 115 and 120 on Plan 65M-4423 from Part-Lot Control (Mattamy (Aurora) Limited). CARRIED 14. CLOSED SESSION On a motion of Councillor Thompson seconded by Councillor Mrakas, Council consented to resolve into a Closed Session meeting at 9:04 p.m. to consider the following matters: 1. Personal matters about an identifiable individual, including a Town or Local Board employee (section 239(2)(b) of the Municipal Act, 2001); Re: Report No. LLS15- 049 – Appointments to the Community Recognition Review Ad Hoc Committee 2. A proposed or pending acquisition or disposition of land by the Town or Local Board (section 239(2)(c) of the Municipal Act, 2001); Re: Report No. PL15-061 – Agreement of Purchase and Sale for 45 Eric T. Smith Way Council Meeting Minutes Tuesday, August 11, 2015 Page 22 of 24 3. A proposed or pending acquisition or disposition of land by the Town or Local Board (section 239(2)(c) of the Municipal Act, 2001); Re: Report No. LLS15-050 – Offer to Sell – Aurora Promenade Area 4. A proposed or pending acquisition or disposition of land by the Town or Local Board (section 239(2)(c) of the Municipal Act, 2001); Re: Report No. PL15-065 – Agreement of Purchase and Sale for 33 Eric T. Smith Way (Added Item) 5. A proposed or pending acquisition or disposition of land by the Town or Local Board (section 239(2)(c) of the Municipal Act, 2001); Re: Report No. PL15-066 – Agreement of Purchase and Sale for 21 Eric T. Smith Way (Added Item) On a motion of Councillor Pirri seconded by Councillor Thom, Council consented to reconvene into open session at 10:57 p.m. to rise and report from Closed Session. 1. Personal matters about an identifiable individual, including a Town or Local Board employee (section 239(2)(b) of the Municipal Act, 2001); Re: Report No. LLS15-049 – Appointments to the Community Recognition Review Ad Hoc Committee Moved by Councillor Humfryes Seconded by Councillor Thom THAT Closed Session Report No. LLS15-049 be received; and THAT the following citizen members be appointed to the Community Recognition Ad Hoc Committee, effective September 1, 2015: 1. Diane Buchanan 2. Steve Hinder 3. Tim Jones 4. Brian Alexander North 5. Jo-anne Spitzer; and THAT the following Council members be appointed to the Community Recognition Ad Hoc Committee, effective September 1, 2015: 1. Councillor Tom Mrakas 2. Councillor Sandra Humfryes CARRIED 2. A proposed or pending acquisition or disposition of land by the Town or Local Board (section 239(2)(c) of the Municipal Act, 2001); Re: Report No. PL15-061 – Agreement of Purchase and Sale for 45 Eric T. Smith Way Council Meeting Minutes Tuesday, August 11, 2015 Page 23 of 24 Moved by Councillor Pirri Seconded by Councillor Kim THAT the confidential recommendations in respect to a proposed or pending acquisition or disposition of land by the Town or Local Board; Re: Report No. PL15-061 – Agreement of Purchase and Sale for 45 Eric T. Smith Way, be approved and staff be authorized to proceed as directed by Council in Closed Session on August 11, 2015. CARRIED 3. A proposed or pending acquisition or disposition of land by the Town or Local Board (section 239(2)(c) of the Municipal Act, 2001); Re: Report No. LLS15-050 – Offer to Sell – Aurora Promenade Area Moved by Councillor Thompson Seconded by Councillor Mrakas THAT the confidential recommendations in respect to a proposed or pending acquisition or disposition of land by the Town or Local Board; Re: Report No. LLS15-050 – Offer to Sell – Aurora Promenade Area, be approved and staff be authorized to proceed as directed by Council in Closed Session on August 11, 2015. CARRIED 4. A proposed or pending acquisition or disposition of land by the Town or Local Board (section 239(2)(c) of the Municipal Act, 2001); Re: Report No. PL15-065 – Agreement of Purchase and Sale for 33 Eric T. Smith Way (Added Item) Moved by Councillor Thompson Seconded by Councillor Thom THAT the confidential recommendations in respect to a proposed or pending acquisition or disposition of land by the Town or Local Board; Re: Report No. PL15-065 – Agreement of Purchase and Sale for 33 Eric T. Smith Way, be approved and staff be authorized to proceed as directed by Council in Closed Session on August 11, 2015. CARRIED 5. A proposed or pending acquisition or disposition of land by the Town or Local Board (section 239(2)(c) of the Municipal Act, 2001); Re: Report No. PL15-066 – Agreement of Purchase and Sale for 21 Eric T. Smith Way (Added Item) Council Meeting Minutes Tuesday, August 11, 2015 Page 24 of 24 Moved by Councillor Thompson Seconded by Councillor Kim THAT the confidential recommendations in respect to a proposed or pending acquisition or disposition of land by the Town or Local Board; Re: Report No. PL15-066 – Agreement of Purchase and Sale for 21 Eric T. Smith Way, be approved and staff be authorized to proceed as directed by Council in Closed Session on August 11, 2015. CARRIED 13. READING OF BY-LAWS Moved by Councillor Pirri Seconded by Councillor Thom THAT the following confirming by-law be given first, second, and third readings and enacted: 5753-15 BEING A BY-LAW to Confirm Actions by Council Resulting from Council Meeting on August 11, 2015. CARRIED 15. ADJOURNMENT Moved by Councillor Mrakas Seconded by Councillor Pirri THAT the meeting be adjourned at 12:13 a.m. on August 12, 2015. CARRIED GEOFFREY DAWE, MAYOR STEPHEN M. A. HUYCKE, TOWN CLERK THE MINUTES OF THE COUNCIL MEETING OF AUGUST 11, 2015, RECEIVED FINAL APPROVAL BY COUNCIL ON AUGUST 25, 2015.