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MINUTES - General Committee - 20111114 TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING REPORT CAPITAL BUDGET & PUBLIC CONSULTATION Council Chambers Aurora Town Hall Monday, November 14, 2011 ATTENDANCE COMMITTEE MEMBERS Mayor Dawe in the Chair; Councillors Abel, Ballard, Buck (arrived at 9:48 a.m.), Gaertner (arrived at 9:10 a.m.), Gallo, Humfryes, 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 Building and By-law Services, 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 9:05 a.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 III PUBLIC CONSULTATION – OPEN SESSION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO PROVIDE INPUT REGARDING THE 2012 BUDGET Mr. Klaus Wehrenberg, resident, inquired into the source of funds for the reconstruction of roads, and the funding and expectations of the Pedestrian Underpasses and Pedestrian Rail Crossing at Cousins Drive projects. He remarked that the Trails Master Plan, recently adopted by Council, was heavily oriented towards commuting types of trails. Mr. Wehrenberg observed that the current Trails system was almost exclusively recreation-oriented but the intent was to put in more commuting-type trails. He proposed that the 2012 Budget should focus more on funding for commuter-oriented trails and work toward a Special General Committee Meeting Report Capital Budget & Public Consultation Monday, November 14, 2011 Page 2 of 9 better balance between the motorized and non-motorized traffic parts of the Budget. Mr. Wehrenberg suggested that the Town should have some sort of affirmative action program in place to encourage citizens to be more active and to switch from motorized to non-motorized modes of transportation. General Committee recommends: THAT the comments of the delegate be received for information. CARRIED IV DELEGATION (a) Dan Elliott, Director of Corporate and Financial Services/Treasurer Re: 2012 Capital Investment Plan Mr. Elliott presented an overview of the 2012 Capital Investment Plan. He discussed the Budget process and elements of the Reserves and Reserve Funds balances, including history and forecasts, Development Charges Reserve forecasts, and Capital spending. Mr. Elliott reviewed the issues going forward, the Treasurer’s recommendations regarding Infrastructure Reserves, and the next steps in the Budget process. General Committee recommends: THAT the comments of the delegate be received for information. CARRIED V CONSIDERATION OF ITEMS 1. 2012 Capital Investment Plan – Capital Project Replacement Pages Re: Page 16-24 – Project 34512 – Pedestrian Rail Crossing at Cousins Drive Page 16-36 – Project 72098 – Ice Plant Retro-Fits AFLC General Committee recommends: THAT the 2012 Capital Investment Plan – Capital Project Replacement Pages regarding Page 16-24 – Project 34512 – Pedestrian Rail Crossing at Cousins Drive, and Page 16-36 – Project 72098 – Ice Plant Retro-Fits AFLC be received; and THAT the replacement pages, now including expanded descriptions with no proposed cost or funding changes, be inserted into the 2012 Capital Investment Plan binder as substitutes for the previous version. CARRIED 2. Memorandum from the Director of Corporate and Financial Services/Treasurer Re: Additional Capital Item for Consideration in 2012 Budget General Committee recommends: THAT the memorandum regarding Additional Capital Item for Consideration in 2012 Budget be received; and Special General Committee Meeting Report Capital Budget & Public Consultation Monday, November 14, 2011 Page 3 of 9 THAT the proposed Capital Project 31110 – Wellington Street West Entrance Features be referred to the Capital Budget review deliberations as a potential addition to the 2012 Capital Budget. CARRIED Mayor Dawe relinquished the Chair to Deputy Mayor Abel and left the meeting at 10:26 a.m. The Committee recessed at 10:26 a.m. and reconvened at 10:44 a.m. 3. 2012 Capital Investment Plan • Tab 16 – Repair & Replacement Capital Projects • Tab 17 – Growth & New Capital Projects • Tab 18 – Studies & Other Capital Projects The following Repair & Replacement Capital Projects under Tab 16 were identified as items requiring separate discussion: 14047, 14048, 31025, 34512, 42022, 43038, 72064, 72117, 72119, 72146, 72148, 72149, 72150, 71039, 73137, and 74007. Project 14047 – Computer & Related Infrastructure Evergreening General Committee recommends: THAT Project 14047 – Computer & Related Infrastructure Evergreening be approved as presented. CARRIED Project 14048 – Telephone System Upgrade General Committee recommends: THAT Project 14048 – Telephone System Upgrade be approved as presented. CARRIED Project 31025 – Surface Treatment Old Bloomington Rd General Committee recommends: THAT Project 31025 – Surface Treatment Old Bloomington Rd be approved conditionally pending a further detailed report to Council. CARRIED Project 34512 – Pedestrian Rail Crossing at Cousins Drive General Committee recommends: THAT Project 34512 – Pedestrian Rail Crossing at Cousins Drive be approved conditionally pending a further detailed report to Council. CARRIED Special General Committee Meeting Report Capital Budget & Public Consultation Monday, November 14, 2011 Page 4 of 9 Project 42022 – Wastewater Infrastructure Rehabilitation Program General Committee recommends: THAT Project 42022 – Wastewater Infrastructure Rehabilitation Program be approved as presented. CARRIED Project 43038 – Water Meter Replacement Program General Committee recommends: THAT Project 43038 – Water Meter Replacement Program be approved conditionally pending a further detailed report to Council. CARRIED Project 72064 – 52 Victoria St Parking Lot General Committee recommends: THAT Project 72064 – 52 Victoria St Parking Lot be approved conditionally pending a further detailed report to Council. CARRIED Project 72117 – Re-Roofing and HVAC Replacement 56 Victoria St General Committee recommends: THAT Project 72117 – Re-Roofing and HVAC Replacement 56 Victoria St be deleted pending a further detailed report to Council. CARRIED Mayor Dawe returned to the meeting at 12:13 p.m. Project 72119 – Rooftop HVAC Unit 215 Industrial Pkwy S – Old Hydro Building General Committee recommends: THAT Project 72119 – Rooftop HVAC Unit 215 Industrial Pkwy S – Old Hydro Building be approved as presented. CARRIED The Committee recessed at 12:19 p.m. and reconvened at 1:06 p.m. Deputy Mayor Abel relinquished the Chair to Mayor Dawe at 1:06 p.m. Special General Committee Meeting Report Capital Budget & Public Consultation Monday, November 14, 2011 Page 5 of 9 Project 72146 – 215 Industrial Parkway Exterior Works General Committee recommends: THAT Project 72146 – 215 Industrial Parkway Exterior Works be approved as presented. CARRIED Project 72148 – Fire Hall 4-3 Roll-Up Doors Project 72149 – Fire Hall 4-3 Roof Covering Project 72150 – Fire Hall 4-3 Parking Lot General Committee recommends: THAT Project 72148 – Fire Hall 4-3 Roll-Up Doors, Project 72149 – Fire Hall 4-3 Roof Covering, and Project 72150 – Fire Hall 4-3 Parking Lot be approved as presented. CARRIED Project 71039 – Replace Five (5) Front Rotary Zero Turn Mowers (#229, 249, 254-256) General Committee recommends: THAT Project 71039 – Replace Five (5) Front Rotary Zero Turn Mowers (#229, 249, 254-256) be approved conditionally pending a further detailed report to Council. DEFEATED General Committee recommends: THAT Project 71039 – Replace Five (5) Front Rotary Zero Turn Mowers (#229, 249, 254-256) be approved as presented. CARRIED Project 73137 – Town Hall Landscaping Restoration General Committee recommends: THAT Project 73137 – Town Hall Landscaping Restoration be approved as presented. CARRIED Project 74007 – Fitness Equipment Replacement General Committee recommends: THAT Project 74007 – Fitness Equipment Replacement be approved conditionally pending a further detailed report to Council. CARRIED Special General Committee Meeting Report Capital Budget & Public Consultation Monday, November 14, 2011 Page 6 of 9 Further Repair & Replacement Capital Projects under Tab 16 were identified as items requiring separate discussion: Project numbers 31048, 31104, 31080, 42047, 72098, 73140, and 31110 (new). Project 31048 – Reconstruction – Spruce St, Keystone Ct, Walton Dr (part) Project 31104 – Reconstruction of Glass Drive General Committee recommends: THAT Project 31048 – Reconstruction – Spruce St, Keystone Ct, Walton Dr (part) and Project 31104 – Reconstruction of Glass Drive be approved as presented. CARRIED Project 31080 – Reconstruction – Hilldale Rd, Hillside Ct, Kenlea Ct General Committee recommends: THAT Project 31080 – Reconstruction – Hilldale Rd, Hillside Ct, Kenlea Ct be deferred to the 2013 Budget. CARRIED Project 42047 – Storm Water Management General Committee recommends: THAT Project 42047 – Storm Water Management be cancelled. CARRIED Project 72098 – Ice Plant Retro-Fits Aurora Family Leisure Complex General Committee recommends: THAT Project 72098 – Ice Plant Retro-Fits Aurora Family Leisure Complex be approved as presented. CARRIED Project 73140 – Park Shelter/Back Stop Replacements – Various Locations General Committee recommends: THAT Project 73140 – Park Shelter/Back Stop Replacements – Various Locations be approved conditionally pending a further detailed report to Council. CARRIED Special General Committee Meeting Report Capital Budget & Public Consultation Monday, November 14, 2011 Page 7 of 9 Project 31110 – Wellington Street West Entrance Features General Committee recommends: THAT Project 31110 – Wellington Street West Entrance Features be approved as presented. CARRIED General Committee recommends: THAT the remaining Repair & Replacement Capital Projects under Tab 16, which were not identified for separate discussion, be approved as presented. CARRIED The following Growth and New Capital Projects under Tab 17 were identified as items requiring separate discussion: Project numbers 12016, 12018, 34217, 34211, 14059, 74004, 12019, 73085, 73177, and 73161. Project 12016 – Customer Care Implementation General Committee recommends: THAT Project 12016 – Customer Care Implementation be approved conditionally pending a further detailed report to Council. CARRIED The Committee recessed at 2:57 p.m. and reconvened at 3:10 p.m. Project 12018 – Aurora Town Hall Renovation General Committee recommends: THAT Project 12018 – Aurora Town Hall Renovation be deleted pending a further detailed report to Council. CARRIED Project 34217 – Joint Operations Centre – Design General Committee recommends: THAT Project 34217 – Joint Operations Centre – Design be deferred to the next Budget meeting on November 21, 2011. CARRIED Special General Committee Meeting Report Capital Budget & Public Consultation Monday, November 14, 2011 Page 8 of 9 Project 34211 – Snow Storage Site Construction General Committee recommends: THAT Project 34211 – Snow Storage Site Construction be deferred to the next Budget meeting on November 21, 2011. CARRIED Project 14059 – Wireless Hotspot (Wi-Fi) General Committee recommends: THAT Project 14059 – Wireless Hotspot (Wi-Fi) be approved conditionally pending a further detailed report to Council. CARRIED Project 74004 – Dedicated Youth Space – Design & Build General Committee recommends: THAT Project 74004 – Dedicated Youth Space – Design & Build be deleted pending a further detailed report to Council. DEFEATED General Committee recommends: THAT Project 74004 – Dedicated Youth Space – Design & Build be approved conditionally pending a further detailed report to Council. CARRIED The Director of Corporate and Financial Services/Treasurer requested the Committee’s reconsideration of Project 12016 and proposed that the previous motion be revised to approve the funds needed to provide Council with a further detailed report. Project 12016 – Customer Care Implementation General Committee recommends: THAT Project 12016 – Customer Care Implementation be approved conditionally pending a further detailed report to Council; and THAT funds in the amount of $25,000, being partial funding of the total $200,000, be approved unconditionally to assist with the preparation of the subject report. The above motion was moved and seconded, but it was agreed that further discussion would be postponed to the Budget meeting on November 21, 2011. Special General Committee Meeting Report Capital Budget & Public Consultation Monday, November 14, 2011 Page 9 of 9 General Committee recommends: THAT the Procedural By-law be waived to extend the hour to 5:00 p.m. DEFEATED General Committee recommends: THAT the Capital Budget meeting scheduled to begin at 7:00 p.m. on Monday, November 21, 2011 begin instead at 5:30 p.m. DEFEATED VI ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 4:19 p.m. CARRIED GEOFFREY DAWE, MAYOR JOHN D. LEACH, TOWN CLERK THE REPORT OF THE SPECIAL GENERAL COMMITTEE MEETING OF NOVEMBER 14, 2011 WAS RECEIVED BY COUNCIL ON NOVEMBER 22, 2011.