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MINUTES - Council - 20150825 TOWN OF AURORA COUNCIL MEETING MINUTES Council Chambers Aurora Town Hall Tuesday, August 25, 2015 ATTENDANCE COUNCIL MEMBERS Mayor Dawe in the Chair; Councillors Abel, Gaertner, Humfryes, Mrakas, Pirri, Thom, and Thompson MEMBERS ABSENT Councillor Kim OTHER ATTENDEES Interim Chief Administrative Officer, Director of Building and By-law Services, Director of Corporate and Financial Services/Treasurer, Acting 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, Deputy Clerk, and Council/Committee Secretary Mayor Dawe called the meeting to order at 7 p.m. Mayor Dawe relinquished the chair to Deputy Mayor Abel at 9:23 p.m., during consideration of Motion for Which Notice Has Been Given (a), and resumed the chair at 9:30 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 Mrakas Seconded by Councillor Humfryes THAT the agenda as circulated by Legal and Legislative Services, with the following addition, be approved: Council Meeting Minutes Tuesday, August 25, 2015 Page 2 of 14  Replacement Page 1 (Agenda page 78) for Item 12 – CFS15-036 – Canada 150 Community Infrastructure Program Grant Approvals (to correct Project number referenced in fourth bullet of fourth clause of recommendation to “73242”) CARRIED 3. ADOPTION OF THE MINUTES Council Meeting Minutes of August 11, 2015 Council Closed Session Meeting Minutes of August 11, 2015 Moved by Councillor Mrakas Seconded by Councillor Thom THAT the Council meeting minutes of August 11, 2015, and the Council Closed Session meeting minutes of August 11, 2015, be adopted as printed and circulated. CARRIED 4. PRESENTATIONS None 5. PUBLIC SERVICE ANNOUNCEMENTS Councillor Pirri expressed appreciation to Councillor Humfryes for her efforts in organizing the recent Community Corn Roast at the Aurora Farmers’ Market. Councillor Thom announced that the Town would be hosting a Celebration of The Queen’s Reign starting at 2 p.m. on Wednesday, September 9, 2015, at Queen’s Diamond Jubilee Park, followed by tea at the Aurora Seniors’ Centre, and a meet and greet at the Royal Canadian Legion. It was noted that further details are available on the Town’s website at www.aurora.ca. Councillor Thom further announced that the Aurora Cultural Centre would be ringing the bells 63 times starting at 7 p.m. on September 9, 2015, and A Community as Curator Heritage Exhibition would be on display in recognition of The Queen’s historic reign. He added that a number of other activities were planned during Culture Days, which begins on Saturday, September 26, 2015. Councillor Humfryes noted that the Aurora Farmers’ Market Community Corn Roast was a great success and thanked the Councillors and all who participated. She further expressed appreciation to the local farmers for their donations of fresh corn and noted that more than $325 was raised for the Aurora Food Pantry. Council Meeting Minutes Tuesday, August 25, 2015 Page 3 of 14 Councillor Abel announced that a retirement party for Deputy Fire Chief Paul Leslie of Central York Fire Services would be held on September 1, 2015, and, on behalf of the Joint Council Committee, he extended congratulations and appreciation to Deputy Chief Leslie for his service to the community. Councillor Abel extended a reminder that the final concert of the Concert in the Park series would be held on Wednesday, August 26, 2015. Councillor Abel announced that the “End of Summer Blues – A Concert in the Park” would be held at Town Park on Wednesday, September 2, 2015, at 6:30 p.m., featuring the Jack de Keyzer Band and local artists including Graham Young. Councillor Thompson extended a reminder about the Aurora Ribfest to be held from Friday, September 11 to Sunday, September 13, 2015, and noted that a $5 wristband would be required for admittance to the evening performances of Chilliwack on Friday and The Spoons on Saturday. He added that there was a limited quantity of wristbands available. Councillor Gaertner noted that the Journey tribute band, Absolute Journey, would be featured at the Concert in the Park on August 26, 2015. Mayor Dawe advised that wristbands for the Aurora Ribfest are available for purchase at the Aurora Family Leisure Complex and the Stronach Aurora Recreation Complex. Mayor Dawe extended a reminder about the 400th anniversary of Étienne Brûlé’s expedition from Orillia to Lake Ontario that would be celebrated on Saturday, September 12, 2015, through the re-enactment of the journey by a small group from the Toronto Historical Society, and the public is invited to greet this group of voyageurs at the Aurora Armoury at 12:30 p.m. Mayor Dawe advised that the Town is still 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 extended a reminder about the Youth Volunteer Fair to be hosted by the Town on Thursday, September 24, 2015, from 4 p.m. to 7 p.m. at the Aurora Family Leisure Complex. Mayor Dawe announced that the Town would be launching a new e-Newsletter entitled Aurora Matters on September 4, 2015. Mayor Dawe announced that the second annual Citizen Budget Survey would be available online on September 7, 2015, and further details are on the Town’s website. Mayor Dawe extended a reminder about the upcoming Movies in the Park: Frozen on Tuesday, September 1, 2015, at Hickson Park; and The Lego Movie on Thursday, September 3, 2015, at Norm Weller Park. Council Meeting Minutes Tuesday, August 25, 2015 Page 4 of 14 Mayor Dawe extended best wishes to ex-NHL player Jim Thomson and his wife who recently purchased the Aurora Tigers Junior A hockey club. 6. DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 1, 2, 3, 4, 6, 8, 10, 11, and 12 were identified as items for discussion. 7. ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Items 5, 7, and 9 were identified as items not requiring separate discussion. Moved by Councillor Abel Seconded by Councillor Mrakas 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: 5. PL15-059 – Update on Development Progress in 2C Planning Area THAT Report No. PL15-059 be received; and THAT in response to the pace of development in the 2C Secondary Plan Area, the Regional Municipality of York be requested to advance the timing of the interchange at Highway 404 and St. John’s Sideroad, to be included within the Region’s 10-year Roads Construction Program. 7. PR15-023 – Renaming a Section of Nokiidaa Trail THAT Report No. PR15-023 be received; and THAT the renaming of a section of the Nokiidaa Trail referred to in Report No. PR15-023 as the "Tim Jones Trail" be approved. 9. PL15-068 – Request for Street Name Approval, Eyelet Investment Corp, 1114 Wellington Street East, File: SUB-2014-03 THAT Report No. PL15-068 be received; and THAT the following street names be approved for the proposed road within the approved Draft Plan of Subdivision, File SUB-2014-03: STREET “A” HAMSTER CRESCENT STREET “B” MIKE BOSHEVSKI COURT CARRIED Council Meeting Minutes Tuesday, August 25, 2015 Page 5 of 14 8. DELEGATIONS None 9. CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 1. Economic Development Advisory Committee Meeting Minutes of June 11, 2015 Main motion Moved by Councillor Gaertner Seconded by Councillor Pirri THAT the Economic Development Advisory Committee meeting minutes of June 11, 2015, be received for information. Amendment Moved by Councillor Gaertner Seconded by Councillor Pirri THAT the main motion be amended by adding the following clause: THAT the Development Charges report be forwarded to the Economic Development Advisory Committee for review. CARRIED Main motion as amended Moved by Councillor Pirri Seconded by Councillor Thompson THAT the Economic Development Advisory Committee meeting minutes of June 11, 2015, be received; and THAT the Development Charges report be forwarded to the Economic Development Advisory Committee for review. CARRIED AS AMENDED 2. Aurora Family Leisure Complex Liaison Committee Meeting Minutes of June 23, 2015 Moved by Councillor Thompson Seconded by Councillor Humfryes THAT the Aurora Family Leisure Complex Liaison Committee meeting minutes of June 23, 2015, be received for information. CARRIED Council Meeting Minutes Tuesday, August 25, 2015 Page 6 of 14 3. LLS15-047 – Effectiveness of Liquidated Damages Clauses Moved by Councillor Mrakas Seconded by Councillor Humfryes THAT Report No. LLS15-047 be received for information. CARRIED 4. IES15-045 – Council Motion – Pedestrian and Vehicle Traffic Concerns in the Northeast Corner of Earl Stewart Drive and Pedersen Drive Intersection Moved by Councillor Gaertner Seconded by Councillor Humfryes THAT Report No. IES15-045 be received for information. CARRIED 6. Memorandum from Director of Planning & Development Services Re: Additional Information to Report No. PL15-059 – Update on Development Progress in 2C Planning Area (Item 5) Moved by Councillor Thompson Seconded by Councillor Humfryes THAT the memorandum regarding Additional Information to Report No. PL15-059 – Update on Development Progress in 2C Planning Area be received for information. CARRIED 8. CAO15-010 – Vacancy Control Program Main motion Moved by Councillor Mrakas Seconded by Councillor Thom THAT Report No. CAO15-010 be received; and THAT Staff Recruitment & Selection Policy 38 be amended to include a vacancy control policy as set out in Attachment 1 to this report. Amendment Moved by Councillor Mrakas Seconded by Councillor Gaertner Council Meeting Minutes Tuesday, August 25, 2015 Page 7 of 14 THAT the main motion be amended by adding the following clause: THAT the frequency of reporting to Council be revised from bi-annual reporting to reporting to Council following each occurrence. Amendment WITHDRAWN The main motion CARRIED 10. Heritage Advisory Committee Meeting Minutes of August 17, 2015 Moved by Councillor Mrakas Seconded by Councillor Gaertner THAT the Heritage Advisory Committee meeting minutes of August 17, 2015, be received; and THAT the following recommendations regarding Item 1 – Report No. HAC15-008 – Request to Remove a Property from the Aurora Register of Properties of Cultural Heritage Value or Interest, 103 Hillview Road, be approved: THAT the property located at 103 Hillview Road 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; and THAT, if the building is to be demolished, a photographic record, measured drawings and/or salvage of significant architectural elements, be retained; and THAT the following recommendation regarding Item 2 – HAC15-007 – 32 Wellington Street East, Final Disposition of the “David W. Doan House” Designated under Part IV of the Ontario Heritage Act, be approved: THAT a third-party peer review, to be conducted by a firm with experience in the preservation of heritage buildings, be sought by the Town and paid for by the applicant, with the added objective of determining how to save the front façade of the David W. Doan House, as was originally intended and agreed upon. CARRIED 11. Memorandum from Councillor Mrakas Re: Reconsideration of Council’s August 11, 2015 Decision Pertaining to Motion for Which Notice Has Been Given (a) 2016 Hiring Freeze Council Meeting Minutes Tuesday, August 25, 2015 Page 8 of 14 Motion to reconsider Moved by Councillor Mrakas Seconded by Councillor Humfryes THAT in accordance with section 8.14 of Procedural By-law Number 5330-11, as amended, Council reconsider its decision of August 11, 2015, in respect to “Motions for Which Notice Has Been Given” (a) where the following clause was determined in the negative as a result of a tie vote due to the absence of a Member of Council: “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.” CARRIED Main motion Moved by Councillor Mrakas Seconded by Councillor Humfryes THAT the memorandum regarding Reconsideration of Council’s August 11, 2015 Decision Pertaining to Motion for Which Notice Has Been Given (a) 2016 Hiring Freeze be received; and THAT The Town of Aurora implement a one-year hiring freeze on all new positions for the 2016 fiscal year. Motion to defer Moved by Councillor Mrakas Seconded by Councillor Gaertner THAT Item 11, Memorandum from Councillor Mrakas, Re: Reconsideration of Council’s August 11, 2015 Decision Pertaining to Motion for Which Notice Has Been Given (a) 2016 Hiring Freeze, be deferred to the Council meeting of September 29, 2015. On a recorded vote the motion to defer was DEFEATED YEAS: 4 NAYS: 4 VOTING YEAS: Councillors Gaertner, Humfryes, Mrakas, and Thompson VOTING NAYS: Councillors Abel, Pirri, Thom, and Mayor Dawe ABSENT: Councillor Kim Council Meeting Minutes Tuesday, August 25, 2015 Page 9 of 14 Motion to refer Moved by Councillor Mrakas Seconded by Councillor Thompson THAT Item 11, Memorandum from Councillor Mrakas, Re: Reconsideration of Council’s August 11, 2015 Decision Pertaining to Motion for Which Notice Has Been Given (a) 2016 Hiring Freeze, be referred to the 2016 Budget process. On a recorded vote the motion to refer was DEFEATED YEAS: 4 NAYS: 4 VOTING YEAS: Councillors Gaertner, Humfryes, Mrakas, and Thompson VOTING NAYS: Councillors Abel, Pirri, Thom, and Mayor Dawe ABSENT: Councillor Kim On a recorded vote the main motion was DEFEATED YEAS: 3 NAYS: 5 VOTING YEAS: Councillors Gaertner, Humfryes, and Mrakas VOTING NAYS: Councillors Abel, Pirri, Thom, Thompson and Mayor Dawe ABSENT: Councillor Kim 12. CFS15-036 – Canada 150 Community Infrastructure Program Grant Approvals Moved by Councillor Gaertner Seconded by Councillor Humfryes THAT Report No. CFS15-036 be received; and THAT Council approve the Improvement of Aurora Community Centre project 72175 ($425,000), Improvement to Stronach Aurora Recreation Complex project 72221($425,000), Rehabilitation of the Armoury project 72241 ($275,000) and Improvements to Fleury Park Washroom Facility project 73242 ($150,000) in advance of the regular 2016 capital budget approval to take advantage of a Canada 150 Community Infrastructure Program total grant of $422,100; and THAT Council authorize the Town of Aurora to enter into a contribution agreement to receive a total of $422,100 in funding through the Canada 150 Community Infrastructure Program being administered by the Federal Economic Development Agency for Southern Ontario in support of the following list of capital projects: Council Meeting Minutes Tuesday, August 25, 2015 Page 10 of 14 • Improvement of Aurora Community Centre: $140,300 • Improvement to Stronach Aurora Recreation Complex: 140,300 • Rehabilitation of the Armoury: 91,500 • Improvement to Fleury Park Washroom Facility: 50,000 THAT the Town share of the project budgets be funded as follows: • Project 72175: Transfer of $284,700 from Facilities R&R reserve • Project 72221: Transfer of $284,700 from Facilities R&R reserve • Project 72241: Transfer of $183,500 from Facilities R&R reserve • Project 73242: Transfer of $100,000 from Parks R&R reserve THAT the Mayor and Clerk be authorized to execute standardized grant agreements, including any and all documents and ancillary agreements required to give effect to same, subject to the satisfaction of the Town Solicitor, for the four projects; and THAT the Treasurer be authorized to execute on behalf of the Town any progress reports or other such submissions required as per the contribution agreement. CARRIED 10. NOTICES OF MOTION/MOTIONS FOR WHICH NOTICE HAS BEEN GIVEN (i) Notices of Motion None (ii) Motions for Which Notice Has Been Given (a) Mayor Dawe Re: Special Council Meeting to Review Procedural By-law Number 5330-11 Moved by Mayor Dawe Seconded by Councillor Pirri 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 Council Meeting Minutes Tuesday, August 25, 2015 Page 11 of 14 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. CARRIED (b) Councillor Humfryes Re: Town of Aurora Financial Health Status Moved by Councillor Humfryes Seconded by Councillor Thom 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: 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 avoid 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; Council Meeting Minutes Tuesday, August 25, 2015 Page 12 of 14 (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. CARRIED 11. REGIONAL REPORT York Regional Council Highlights – June 25, 2015 Moved by Councillor Mrakas Seconded by Councillor Gaertner THAT the Regional Report of June 25, 2015, be received for information. CARRIED 12. NEW BUSINESS/GENERAL INFORMATION Councillor Pirri referred to the earlier discussion regarding a Special Council workshop to review the Procedural By-law and inquired about the possibility and cost of including Fred Dean. Councillor Thom requested that a report be submitted to Council in the near future regarding the formation of a Canada 150 Committee. Councillor Humfryes referred to Item 7, PR15-023 – Renaming a Section of Nokiidaa Trail, regarding the “Tim Jones Trail”, and inquired about the October date and notification. Staff advised that a specific date in October had not yet been determined and assured that notification would be provided. Councillor Abel inquired about whether fans had yet been installed at the Aurora Family Leisure Complex and staff confirmed that the fan installation was completed. Councillor Abel requested an update regarding the Sign By-law review. Staff advised that the review was completed and the report and draft by-law, currently under Legal review, would be submitted to General Committee for consideration in the second cycle of September or the first cycle of October 2015. Staff noted that once Council’s input was received, the plan was to forward the draft by-law to the Economic Development Advisory Committee, Chamber of Commerce, and other interested parties for comments prior to bringing forward the proposed final version. Council Meeting Minutes Tuesday, August 25, 2015 Page 13 of 14 Councillor Abel noted that Council’s expenses were to be reported bi-annually and the information for 2015 was not yet available on the Town’s website. Staff indicated that the information would be posted as soon as possible. Councillor Thompson referred to residents’ concerns regarding the use of IMA-jet in the Town’s Emerald Ash Borer treatment program. Staff responded with technical information regarding the neonicotinoid chemical IMA-jet and the previously used TreeAzin, and noted that IMA-jet is injected into the Ash trees and is believed not to be hazardous to the honey bee population. Staff indicated that additional information would be posted on the Town’s website. Councillor Gaertner expressed her opposition to the use of neonicotinoids. Councillor Gaertner referred to the Regional Report of June 25, 2015, and highlighted the section regarding the Region’s amended sign by-law, which now requires that candidates pay a non-refundable election sign permit fee of $250. Councillor Gaertner requested that, due to the Jewish high holidays in September, the matters of the Tree Protection By-law and the Aurora Family Leisure Complex back door access be deferred to early October 2015. New Business Motion No. 1 Moved by Councillor Mrakas Seconded by Councillor Gaertner THAT the following matters be submitted for Council’s consideration in early October 2015: • Tree Protection By-law • Back door access to Aurora Family Leisure Complex CARRIED Councillor Mrakas referred to the Council resolution received from the City of Barrie in November 2014 regarding cleanup of the former Thane smelter site and inquired about the status of this issue. Mayor Dawe indicated that information would be forwarded to Council members. Councillor Mrakas reported on residents’ safety concerns regarding the property at the corner of Tyler Street and Mill Street and inquired whether staff could investigate the possibility of extending the guard rail to help protect residents and their property from infringing traffic. Staff agreed to investigate further. Councillor Thompson reported on the safety concerns regarding the northbound Highway 404 off-ramp at Wellington Street East where the left-turn lane has been reduced to one lane. Staff agreed to contact York Regional Police to investigate. Council Meeting Minutes Tuesday, August 25, 2015 Page 14 of 14 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: 5758-15 BEING A BY-LAW to Confirm Actions by Council Resulting from Council Meeting on August 25, 2015. CARRIED 14. CLOSED SESSION None 15. ADJOURNMENT Moved by Councillor Abel Seconded by Councillor Thompson THAT the meeting be adjourned at 10:06 p.m. CARRIED GEOFFREY DAWE, MAYOR PATTY THOMA, DEPUTY CLERK THE MINUTES OF THE COUNCIL MEETING OF AUGUST 25, 2015, ARE SUBJECT TO FINAL APPROVAL BY COUNCIL ON SEPTEMBER 15, 2015.