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MINUTES - General Committee - 20111121 TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING REPORT CAPITAL BUDGET & PUBLIC CONSULTATION Council Chambers Aurora Town Hall Monday, November 21, 2011 ATTENDANCE COMMITTEE MEMBERS Mayor Dawe in the Chair; Councillors Abel, Ballard (arrived at 7:02 p.m.), Buck (arrived at 7:02 p.m.), Gaertner, Gallo, Humfryes (arrived at 7:01 p.m.), Pirri, and Thompson MEMBERS ABSENT None OTHER ATTENDEES Chief Administrative Officer, Director of Corporate and Financial Services/Treasurer, Director of Customer and Legislative Services/Town Clerk, Director of Infrastructure and Environmental Services, Director of Legal Services/ Town Solicitor, Director of Parks and Recreation Services, Director of Planning and Development Services, Manager of Financial Planning, and Council/Committee Secretary Mayor Dawe called the meeting to order at 7:00 p.m. I DECLARATIONS OF PECUNIARY INTEREST There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. II APPROVAL OF AGENDA General Committee recommends: THAT the agenda as circulated by the Customer and Legislative Services Department be approved as presented. CARRIED IV DELEGATIONS (a) Don Oates, Resident Re: Reconstruction – Aurora Heights Drive and Haida Drive Mr. Oates stated that he has lived in Aurora for forty years and is situated at the corner of Aurora Heights Drive and Haida Drive. He reported that previous road construction on Haida Drive, from Wellington Street West to Aurora Heights Drive, had not been continued north to the end of the road at Algonquin Crescent. Mr. Oates reviewed recent construction activities of other area roads and noted that the north section of Haida Drive was one of very few streets in Town with ditches and no sidewalks. He expressed concern for the safety of Special General Committee Meeting Report Capital Budget & Public Consultation Monday, November 21, 2011 Page 2 of 4 children as this corner is a major intersection, with a crossing guard, for children attending four area schools and there are no sidewalks on Haida Drive north of Aurora Heights Drive. Mr. Oates requested that Council consider moving the reconstruction forward by three years, from 2016 to 2013. General Committee recommends: THAT the comments of the delegate be received for information. CARRIED III PUBLIC CONSULTATION – OPEN SESSION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO PROVIDE INPUT REGARDING THE 2012 BUDGET Mr. Klaus Wehrenberg, resident, referred to the Space Needs Facility and Site Assessment – Interim Report, related to Project 34217 – Joint Operations Centre - Design, and noted that the office portion of the facilities proposed in various forms were only one storey in height. He suggested that a two-storey facility should be considered with a comparison of elevator versus land costs. Mr. Wehrenberg referred to Project 73177 – Pedestrian Underpasses and noted that the budget was based on $200,000 for the design of four Trail underpasses at Leslie Street and St. John’s Sideroad. He suggested that $200,000 should also be allocated for construction in 2012. General Committee recommends: THAT the comments of the delegate be received for information. CARRIED IV DELEGATIONS (b) Roy Turner, Architect, onespace unlimited inc., and Aaron Karmazyn, Manager of Facilities, Property and Fleet, Town of Aurora Space Needs Facility and Site Assessment – Interim Report Re: Item 1 – Project 34217 – Joint Operations Centre – Design Mr. Karmazyn provided a brief background of the project and advised that the architecture and design services of onespace unlimited inc. had been retained to perform a comprehensive facility and site assessment and space needs analysis, which looked at the current space allocation and future space requirements in ten-year windows through to 2031. He introduced Roy Turner, Principal Architect, and Don Iafrate, Architect, of onespace unlimited inc. Mr. Turner stated that he would review all aspects of the Interim Report to ensure an understanding of the process, conclusions and recommendations. He discussed the stages of the process, which included a review of the existing site, stakeholder meetings, determination of a baseline for current space requirements and projected growth, comparison with other municipalities, and design layout options. Mr. Turner explained the statistics provided in the report and reviewed the various site and facility options, including redevelopment and/or new facilities and site, and provided their recommendation. Mr. Karmazyn referred to the photographs included in Appendix 1 of the Interim Report and reviewed some of the space/site limitations and challenges faced by Special General Committee Meeting Report Capital Budget & Public Consultation Monday, November 21, 2011 Page 3 of 4 staff of Infrastructure and Environmental Services and Parks and Recreation Services and residents who visit the site. General Committee recommends: THAT the comments of the delegates be received for information. CARRIED V CONSIDERATION OF ITEMS 1. Project 34217 – Joint Operations Centre - Design General Committee recommends: THAT Option 6 – Both Departments Move, as outlined on page 26 of the Space Needs Facility and Site Assessment – Interim Report, be approved; and THAT Project 34217 – Joint Operations Centre - Design be approved conditionally pending a further detailed report to Council. CARRIED 2. Project 34211 – Snow Storage Site Construction General Committee recommends: THAT Project 34211 – Snow Storage Site Construction be approved as presented. DEFEATED General Committee recommends: THAT Project 34211 – Snow Storage Site Construction be deleted pending a further detailed report to Council. DEFEATED General Committee recommends: THAT Project 34211 – Snow Storage Site Construction be approved conditionally pending a further detailed report to Council. CARRIED General Committee recommends: THAT Item 7 – 2012 Capital Investment Plan – Capital Project Replacement Page Re: Page 17-35 – Project 73177 – Pedestrian Underpasses be moved forward for consideration. CARRIED Special General Committee Meeting Report Capital Budget & Public Consultation Monday, November 21, 2011 Page 4 of 4 7. 2012 Capital Investment Plan – Capital Project Replacement Page Re: Page 17-35 – Project 73177 – Pedestrian Underpasses General Committee recommends: THAT the 2012 Capital Investment Plan – Capital Project Replacement Page 17-35 for Project 73177 – Pedestrian Underpasses be received; and THAT Project 73177 – Pedestrian Underpasses be approved conditionally pending a further detailed report to Council. CARRIED Mayor Dawe relinquished the Chair to Deputy Mayor Abel at 10:19 p.m. 3. Project 12016 – Customer Care Implementation The Director of Corporate and Financial Services/Treasurer retracted his earlier request for the Committee’s reconsideration of this project to approve the funds needed to provide Council with a further detailed report. He advised that the Director of Building and By-law Services would be submitting a separate report to Council in support of the funding request; therefore, the Committee’s earlier recommendation to approve Project 12016 – Customer Care Implementation conditionally pending a further detailed report would remain. Deputy Mayor Abel relinquished the Chair to Mayor Dawe at 10:25 p.m. VI ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 10:30 p.m. CARRIED GEOFFREY DAWE, MAYOR JOHN D. LEACH, TOWN CLERK THE REPORT OF THE SPECIAL GENERAL COMMITTEE MEETING OF NOVEMBER 21, 2011 WAS RECEIVED BY COUNCIL ON DECEMBER 13, 2011.