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MINUTES - Council - 20151013 TOWN OF AURORA COUNCIL MEETING MINUTES Council Chambers Aurora Town Hall Tuesday, October 13, 2015 ATTENDANCE COUNCIL MEMBERS Mayor Dawe in the Chair; Councillors Abel, Gaertner, Humfryes, Kim, Mrakas, Pirri, and Thompson MEMBERS ABSENT Councillor Thom 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, 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 Kim Seconded by Councillor Humfryes THAT the agenda as circulated by Legal and Legislative Services, with the following additions, be approved: Council Meeting Minutes Tuesday, October 13, 2015 Page 2 of 14  Presentation (c) Luis Rodrigues, Resident; Re: Town of Aurora L.E.D. Street Lighting Program  Presentation (d) Warren Mar, Director of Legal and Legislative Services/Town Solicitor; Re: L.E.D. Street Lighting Procurement Information  Presentation (e) Scott Vokey, Manager of Energy Services, Local Authority Services (LAS); Re: L.E.D. Street Lighting Procurement Information CARRIED 3. ADOPTION OF THE MINUTES Council Meeting Minutes of September 29, 2015 Special Council – Public Planning Meeting Minute of September 30, 2015 Moved by Councillor Mrakas Seconded by Councillor Humfryes THAT the Council meeting minutes of September 29, 2015, and the Special Council – Public Planning meeting minutes of September 30, 2015, be adopted as printed and circulated. CARRIED 4. PRESENTATIONS (a) Tim Jones and Erin Cerenzia, representing Neighbourhood Network Re: Neighbourhood Network Update Mr. Jones and Ms. Cerenzia presented an update on the community activities of Neighbourhood Network including a brief history, their mission and vision, the promotion of Town and partner events, opportunity metrics and reporting, and volunteer opportunities. They noted that the agency is supported by almost 8,000 volunteers and more than 300 partners, and highlighted aspects of their new website and programs including the Fall Food Drive, Winter Snow Removal, Holiday Gift Drive, Spring Tree Planting, and the Give Back Awards. Moved by Councillor Mrakas Seconded by Councillor Thompson THAT the presentation by Tim Jones and Erin Cerenzia be received for information. CARRIED Council Meeting Minutes Tuesday, October 13, 2015 Page 3 of 14 (b) Anthony Ierullo, Acting Manager of Corporate Communications Re: Town of Aurora School Safety Lawn Sign Program Mr. Ierullo provided a brief overview of the Town of Aurora School Safety Lawn Sign Program, which is to be launched on Thursday, October 15, 2015. He noted that the campaign would provide residents with a lawn sign that reminds drivers to control their speed and be aware of pedestrians, particularly children in school zones. Mr. Ierullo noted that the lawn signs would be distributed from Access Aurora at Town Hall, and invited Council members and residents to spread the word and encourage participation in the Program. Moved by Councillor Pirri Seconded by Councillor Humfryes THAT the presentation by Anthony Ierullo be received for information. CARRIED (c) Luis Rodrigues, Resident Re: Town of Aurora L.E.D. Street Lighting Program (Added Item) Mr. Rodrigues expressed concerns regarding the procurement process and selection of supplier for the Town’s L.E.D. Street Lighting program. He also commended Town staff and Council for moving this initiative forward. Moved by Councillor Mrakas Seconded by Councillor Kim THAT the presentation by Luis Rodrigues be received for information. CARRIED (d) Warren Mar, Director of Legal and Legislative Services/Town Solicitor Re: L.E.D. Street Lighting Procurement Information (Added Item) Mr. Mar provided background information and confirmed to Council that the Town’s procurement process was followed in this matter. He noted that the Town’s Procurement By-law permits the Town to piggyback on the results of the competitive procurement process of another government agency or public authority such as Local Authority Services (LAS). Mr. Mar stated that LAS has been very clear and transparent with their processes and the services that they have provided to other municipalities, who have taken advantage of their expertise, across Ontario. Council Meeting Minutes Tuesday, October 13, 2015 Page 4 of 14 Moved by Councillor Pirri Seconded by Councillor Humfryes THAT the presentation by Warren Mar be received for information. CARRIED (e) Scott Vokey, Manager of Energy Services, Local Authority Services (LAS) Re: L.E.D. Street Lighting Procurement Information (Added Item) Mr. Vokey provided an overview of the LAS L.E.D. Streetlight Service including the background, rationale, supply and service procurement processes, and evaluation criteria. Moved by Councillor Kim Seconded by Councillor Humfryes THAT the presentation by Scott Vokey be received for information. CARRIED 5. PUBLIC SERVICE ANNOUNCEMENTS Councillor Gaertner announced that Aurora’s Haunted Forest would be taking place on Saturday, October 24, 2015, from 6 p.m. to 9 p.m. at Sheppard’s Bush. Councillor Thompson announced that the annual kick-off event in celebration of Ontario Public Library Week would be held on Sunday, October 18, 2015, at the Aurora Public Library from 3 p.m. to 4:30 p.m. Councillor Abel announced that Neighbourhood Network would be running their Fall Food Drive at six stores in Aurora on Saturday, October 24, 2015, to help support local food banks between the holiday seasons. Councillor Abel commented on the Dancing with Easter Seals Stars event held on October 1, 2015, and stated that Councillor Humfryes and the other participants were phenomenal. Councillor Humfryes noted that this was the inaugural event for the Dancing with Easter Seals Stars – Newmarket/Aurora group, which raised more than $29,000. She expressed thanks to everyone for their support, which helped her to raise almost $2,500. Council Meeting Minutes Tuesday, October 13, 2015 Page 5 of 14 Councillor Humfryes extended a reminder about the Aurora Farmers’ Market & Artisan Fair, which continues to operate on Saturdays from 8 a.m. to 1 p.m. until October 31, 2015. Councillor Humfryes noted her attendance at the Colours of Fall Concert at Town Park on October 8, 2015, and extended her appreciation to the Parks and Recreation Services team for a great job, activities, and entertainment. Councillor Kim extended a reminder about the 2016 Budget process underway and encouraged public participation by attending the Budget meetings or by completing the online Citizen Budget Survey. Mayor Dawe advised that $5 wristbands for the Haunted Forest event must be purchased in advance and are available at the Stronach Aurora Recreation Complex, Aurora Family Leisure Complex, and Town Hall. He noted that further information is available at www.aurora.ca/hauntedforest and that road closures would be in effect around the Sheppard’s Bush area. Mayor Dawe announced that the Electronic Waste and Textile Recycling Event would be held on Saturday, October 17, 2015, from 10 a.m. to 2 p.m. at the Town of Aurora Operations Yard at 9 Scanlon Court. Mayor Dawe announced that a walking tour of Aurora’s Cultural Precinct would be held on Sunday, October 25, 2015, from 2 p.m. to 4 p.m., and more information is available on the Town’s website. Mayor Dawe advised that “Stretching 101”, part of the Club Aurora Seminar Series, would be held at the Aurora Family Leisure Complex on Monday, October 19, 2015, from 7 p.m. to 8 p.m., and the cost for non-members is $5. Mayor Dawe announced that the Town is seeking community feedback on youth- directed, play-based activities through an online survey geared toward youth between the ages of 13 to 19 to assess the recreational needs of Aurora’s youth, and noted that more information is available on the Town’s website. Mayor Dawe announced that Building Services is offering extended hours for permits, by appointment, on Thursday, October 22, 2015. Mayor Dawe announced that the Lorraine Klaasen Group in Concert would be held at the Aurora Cultural Centre on Friday, October 23, 2015, at 8 p.m., and tickets are available at the Centre. Mayor Dawe extended a reminder that residents who complete the online Citizen Budget Survey would be eligible to win a $250 Cineplex gift card. Council Meeting Minutes Tuesday, October 13, 2015 Page 6 of 14 Mayor Dawe announced that the 2015 Aurora Prayer Breakfast would be held at 7 a.m. on Tuesday, October 20, 2015, at St. Maximilian Kolbe Catholic High School. 6. DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 1 (sub-item 4) and 3 were identified as items for discussion. 7. ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Items 1 (with the exception of sub-item 4), 2, 4, 5, and 6 were identified as items not requiring separate discussion. Moved by Councillor Pirri 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: 1. General Committee Meeting Report of October 6, 2015 THAT the General Committee meeting report of October 6, 2015, be received and the recommendations carried by the Committee be approved: (1) IES15-057 – Winter Maintenance Annual 2014/2015 Performance Report THAT Report No. IES15-057 be received for information. (2) PR15-031 – Placement of Light Armoured Vehicle at the Aurora Cenotaph THAT Report No. PR15-031 be received; and THAT the placement of a Light Armoured Vehicle (LAV) at the Aurora Cenotaph Peace Park in 2016 be approved; and THAT an expenditure, not to exceed $15,000.00, sourced from the Council Discretionary Reserve Fund, be approved in the 2016 Capital Budget for the purposes of site preparation and memorial signage that will be required to accommodate the LAV. Council Meeting Minutes Tuesday, October 13, 2015 Page 7 of 14 (3) PL15-074 – Application for Site Plan Amendment, 1525366 Ontario Ltd., 67 Industrial Parkway North, File Number: SP-2015-05 THAT Report No. PL15-074 be received; and THAT Site Plan Application File SP-2015-05 (1525366 Ontario Ltd.) be approved to permit the development of the subject lands for the construction of a 334 m2 GFA addition onto the existing building and a new 156 m2 storage building; 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. (5) Memorandum from Director of Planning & Development Services Re: Municipal Council Support Resolution (Blanket) – Notice to Proceed THAT the memorandum regarding Municipal Council Support Resolution (Blanket) – Notice to Proceed be received; and THAT the Mayor and Town Clerk be authorized to execute the form attached to this memorandum. (6) Economic Development Advisory Committee Meeting Minutes of September 10, 2015 THAT the Economic Development Advisory Committee meeting minutes of September 10, 2015, be received for information. (7) Community Recognition Review Ad Hoc Committee Meeting Minutes of September 15, 2015 THAT the Community Recognition Review Ad Hoc Committee meeting minutes of September 15, 2015, be received for information. (8) Parks and Recreation Advisory Committee Meeting Minutes of September 17, 2015 THAT the Parks and Recreation Advisory Committee meeting minutes of September 17, 2015, be received for information. 2. Memorandum from Director of Corporate & Financial Services/Treasurer Re: Timing of Council Approval re Capital Budget Items Council Meeting Minutes Tuesday, October 13, 2015 Page 8 of 14 THAT the memorandum regarding Timing of Council Approval re Capital Budget Items be received for information. 4. Memorandum from Director of Planning & Development Services Re: Aurora Business Ambassadors Program Request THAT the memorandum regarding Aurora Business Ambassadors Program Request be received for information. 5. Memorandum from Director of Planning & Development Services Re: Additional Public Planning Meeting Date for November 30, 2015 THAT the memorandum regarding Additional Public Planning Meeting Date for November 30, 2015, be received; and THAT the additional Public Planning meeting be scheduled for Monday, November 30, 2015, to deal with future planning applications. 6. Memorandum from Mayor Dawe Re: Lake Simcoe Region Conservation Authority, Highlights – September 25, 2015 – Meeting of the Board THAT the memorandum regarding Lake Simcoe Region Conservation Authority Highlights – September 25, 2015 – Meeting of the Board be received for information. CARRIED 8. DELEGATIONS (a) Jill Foster, CEO, Aurora Public Library Re: Motion for Which Notice Has Been Given (b); Re: Fair Pricing of e- books for Public Libraries On a motion of Councillor Thompson seconded by Councillor Humfryes, Council consented on a two-thirds vote to waive the requirements of subsection 3.8(c) of the Procedural By-law to permit the delegation of Jill Foster to speak for an additional five minutes. Ms. Foster expressed, on behalf of the Aurora Public Library, her support of Councillor Thompson’s motion regarding the need to push for fair pricing of e- books for public libraries. She provided background information and noted that this is a national issue and every public library in Canada is affected, as well as authors and publishers. Ms. Foster requested that people visit fairpricingforlibraries.org to learn about this issue and share the information with communities and elected officials at all levels. Council Meeting Minutes Tuesday, October 13, 2015 Page 9 of 14 Moved by Councillor Thompson Seconded by Councillor Gaertner THAT the comments of Ms. Foster be received and referred to Motion for Which Notice Has Been Given (b). CARRIED (b) Bob McRoberts, Resident Re: Motion for Which Notice Has Been Given (a); Re: Design Review Panel On a motion of Councillor Pirri seconded by Councillor Humfryes, Council consented on a two-thirds vote to waive the requirements of subsection 3.8(c) of the Procedural By-law to permit the delegation of Bob McRoberts to speak for an additional five minutes. Mr. McRoberts provided examples of why he is in support of Councillor Mrakas’ motion to establish a Design Review Panel to assist and provide advice toward the preservation of local heritage neighbourhoods and heritage streetscapes. Moved by Councillor Humfryes Seconded by Councillor Mrakas THAT the comments of Mr. McRoberts be received and referred to Motion for Which Notice Has Been Given (a). CARRIED 9. CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 1. General Committee Meeting Report of October 6, 2015 (4) LLS15-058 – Municipal Legislation Review – Town Submission Moved by Councillor Gaertner Seconded by Councillor Pirri THAT Report No. LLS15-058 be received; and THAT the submission letter attached to Report No. LLS15-058 is hereby endorsed as the Town’s formal submission regarding the Province of Ontario’s Municipal Legislation Review; and THAT the submission letter attached to Report No. LLS15-058 be sent to the Ministry of Municipal Affairs and Housing (Municipal Legislation Review group) and directly to Minister Ted McMeekin. CARRIED Council Meeting Minutes Tuesday, October 13, 2015 Page 10 of 14 3. Memorandum from Director of Corporate & Financial Services/Treasurer Re: Updated Budget Meeting Schedule Moved by Councillor Gaertner Seconded by Councillor Mrakas THAT the memorandum regarding Updated Budget Meeting Schedule be received; and THAT the official meeting schedule of Council be updated to reflect the revised schedule as presented herein. 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 On a motion of Councillor Pirri seconded by Councillor Thompson, Council consented to consider Item 10.(ii) “Motions for Which Notice Has Been Given” prior to consideration of Item 9 “Consideration of Items Requiring Separate Discussion.” (a) Councillor Mrakas Re: Design Review Panel Moved by Councillor Mrakas Seconded by Councillor Humfryes WHEREAS a Design Review Panel (“DRP”) is an independent body that provides an objective expert professional view; and WHEREAS Heritage is of the upmost importance to the community; and WHEREAS a DRP advises Council in preserving the uniqueness of properties and the compatibility of any new development to its surroundings; and WHEREAS the DRP advice is based on professional judgment, understanding of good design principles, conformance with the Town’s Official Plan and other related documents (design guidelines, secondary plans, etc.); Council Meeting Minutes Tuesday, October 13, 2015 Page 11 of 14 NOW THEREFORE BE IT HEREBY RESOLVED THAT a Design Review Panel be established for the Town to focus on providing advice on: 1. the Promenade area; 2. any properties within the Heritage Resources Area; and 3. any designated or listed properties; and BE IT FURTHER RESOLVED THAT staff be directed to develop Terms of Reference for the Design Review Panel, including proposed qualifications for the Design Review Panel Members, for Council approval. CARRIED UNANIMOUSLY (b) Councillor Thompson Re: Fair Pricing of e-books for Public Libraries Council consented to consider Motion for Which Notice Has Been Given (b) prior to consideration of Motion for Which Notice Has Been Given (a). Main motion Moved by Councillor Thompson Seconded by Councillor Pirri WHEREAS public libraries provide residents with a community space where they can freely access a wide variety of information in both print and digital format; and WHEREAS municipal governments are key funders of public libraries, appoint public library boards and work in partnership with public library boards to deliver library services that are responsive to community needs; and WHEREAS electronic books (e-books) are becoming an increasingly preferred medium for library users to access content and information; and WHEREAS major multi-national publishers are charging public libraries significantly higher costs to purchase e-books for their collections than they charge consumers; and WHEREAS imposing unreasonably high costs on public libraries to purchase e-books is not an appropriate solution to the publishing industry’s concerns regarding the evolution of digital technology, including piracy; NOW THEREFORE BE IT HEREBY RESOLVED THAT the Town of Aurora requests that the Minister of Tourism, Culture and Sport work with the Council Meeting Minutes Tuesday, October 13, 2015 Page 12 of 14 federal and the other provincial and territorial governments to find a solution that will allow public libraries to purchase e-books from publishers at a fair and reasonable price; and BE IT FURTHER RESOLVED THAT a copy of this resolution be sent to the Federation of Canadian Municipalities (FCM), the Association of Municipalities of Ontario (AMO), and all municipalities within York Region. Amendment No. 1 Moved by Councillor Abel Seconded by Councillor Thompson THAT the second operative clause of the main motion be amended by directing that a copy of the resolution also be sent to the Accessibility Directorate of Ontario. Amendment No. 1 CARRIED Amendment No. 2 Moved by Councillor Pirri Seconded by Councillor Thompson THAT the second operative clause of the main motion be further amended by including a request that FCM endorse the resolution, and that a copy of the resolution also be sent to all other provincial and territorial associations across Canada. Amendment No. 2 CARRIED Main motion as amended Moved by Councillor Thompson Seconded by Councillor Pirri WHEREAS public libraries provide residents with a community space where they can freely access a wide variety of information in both print and digital format; and WHEREAS municipal governments are key funders of public libraries, appoint public library boards and work in partnership with public library boards to deliver library services that are responsive to community needs; and WHEREAS electronic books (e-books) are becoming an increasingly preferred medium for library users to access content and information; and Council Meeting Minutes Tuesday, October 13, 2015 Page 13 of 14 WHEREAS major multi-national publishers are charging public libraries significantly higher costs to purchase e-books for their collections than they charge consumers; and WHEREAS imposing unreasonably high costs on public libraries to purchase e-books is not an appropriate solution to the publishing industry’s concerns regarding the evolution of digital technology, including piracy; NOW THEREFORE BE IT HEREBY RESOLVED THAT the Town of Aurora requests that the Minister of Tourism, Culture and Sport work with the federal and the other provincial and territorial governments to find a solution that will allow public libraries to purchase e-books from publishers at a fair and reasonable price; and BE IT FURTHER RESOLVED THAT a copy of this resolution be sent to the Federation of Canadian Municipalities (FCM) requesting its endorsement of the resolution, the Association of Municipalities of Ontario (AMO), all other provincial and territorial associations across Canada, the Accessibility Directorate of Ontario, and all municipalities within York Region. CARRIED UNANIMOUSLY AS AMENDED 11. REGIONAL REPORT None 12. NEW BUSINESS/GENERAL INFORMATION Councillor Gaertner noted that a public planting ceremony to celebrate the 70th anniversary Dutch-Canadian Friendship Tulip Garden would take place at the Aurora Cenotaph on Saturday, October 17, 2015, at 10 a.m. Councillor Thompson noted that Local Authority Services (LAS) already has a relationship with Aurora, as LAS serves as the Town’s Closed Session meeting investigator. Councillor Kim inquired about the completion date for the construction on Wellington Street East at Highway 404. Staff indicated that they would check with the Region and advise on the schedule. Councillor Humfryes expressed further appreciation to staff for completing the sidewalk on Golf Links Drive at Highland Green as residents have continued to provide positive feedback. Council Meeting Minutes Tuesday, October 13, 2015 Page 14 of 14 Councillor Mrakas inquired about whether there was an opportunity to look at snow routes and the direction of plowing in relation to driveway windrows. Staff indicated that the snow routes are reviewed each year, and requested that any specific concerns be forwarded to the Infrastructure and Environmental Services department or to the attention of the Director. 13. READING OF BY-LAWS Moved by Councillor Pirri Seconded by Councillor Kim THAT the following confirming by-law be given first, second, and third readings and enacted: 5771-15 BEING A BY-LAW to Confirm Actions by Council Resulting from Council Meeting on October 13, 2015. CARRIED 14. CLOSED SESSION None 15. ADJOURNMENT Moved by Councillor Abel Seconded by Councillor Thompson THAT the meeting be adjourned at 9:51 p.m. CARRIED GEOFFREY DAWE, MAYOR PATTY THOMA, DEPUTY CLERK THE MINUTES OF THE COUNCIL MEETING OF OCTOBER 13, 2015, RECEIVED FINAL APPROVAL BY COUNCIL ON OCTOBER 27, 2015.