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Minutes - Council - 20230131 1 Town of Aurora Council Meeting Minutes Date: Time: Location: Tuesday, January 31, 2023 7 p.m. Council Chambers, Aurora Town Hall Council Members: Mayor Tom Mrakas (Chair) Councillor Ron Weese Councillor Rachel Gilliland Councillor Wendy Gaertner Councillor Michael Thompson Councillor John Gallo Councillor Harold Kim Other Attendees: Doug Nadorozny, Chief Administrative Officer Allan Downey, Director of Operations Robin McDougall, Director of Community Services Marco Ramunno, Director of Planning and Development Services Techa van Leeuwen, Director of Corporate Services Rachel Wainwright-van Kessel, Director of Finance Daniel Bitonti, Acting Manager, Corporate Communications Jason Gaertner, Manager, Financial Management Patricia De Sario, Town Solicitor Michael de Rond, Town Clerk Linda Bottos, Council/Committee Coordinator Palak Mehta, Council/Committee Coordinator _____________________________________________________________________ 1. Call to Order The Mayor called the meeting to order at 7:02 p.m. Council consented to recess the meeting at 9:06 p.m. and reconvened the meeting at 9:16 p.m. 2 2. Land Acknowledgement Mayor Mrakas acknowledged that the meeting took place on Anishinaabe lands, the traditional and treaty territory of the Chippewas of Georgina Island, recognizing the many other Nations whose presence here continues to this day, the special relationship the Chippewas have with the lands and waters of this territory, and that Aurora has shared responsibility for the stewardship of these lands and waters. It was noted that Aurora is part of the treaty lands of the Mississaugas and Chippewas, recognized through Treaty #13 and the Williams Treaties of 1923. 3. Approval of the Agenda Moved by Councillor Gaertner Seconded by Councillor Gilliland That the revised agenda as circulated by Legislative Services, including the addition of Delegation 6.3 - Boris Gartsbein, Resident; Re: Motion 10.1 - Councillor Gilliland; Re: Feasibility of Snow Windrow Removal Assistance Program, be approved. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim On a two-thirds majority vote the motion Carried (7 to 0) 4. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. 5. Community Presentations None. 6. Delegations 6.1 John Caprara, Resident; Re: Motion 10.1 - Councillor Gilliland; Re: Feasibility of Snow Windrow Removal Assistance Program John Caprara spoke in support of Councillor Gilliland's motion. 3 Moved by Councillor Gaertner Seconded by Councillor Gilliland That the comments of the delegation be received and referred to Motion 10.1. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 6.2 John Nowell, Resident (written delegation); Re: Motion 10.1 - Councillor Gilliland; Re: Feasibility of Snow Windrow Removal Assistance Program The Town Clerk read aloud the written delegation from John Nowell in support of Councillor Gilliland's motion. Moved by Councillor Gilliland Seconded by Councillor Gallo That the comments of the delegation be received and referred to Motion 10.1. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 6.3 Boris Gartsbein, Resident; Re: Motion 10.1 - Councillor Gilliland; Re: Feasibility of Snow Windrow Removal Assistance Program Boris Gartsbein spoke in support of Councillor Gilliland's motion. Moved by Councillor Gallo Seconded by Councillor Gilliland That the comments of the delegation be received and referred to Motion 10.1. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 7. Consent Agenda Moved by Councillor Kim Seconded by Councillor Thompson 4 That the Consent Agenda, items 7.1 to 7.5 inclusive, be approved. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 7.1 Council Meeting Minutes of December 13, 2022 1. That the Council meeting minutes of December 13, 2022, be adopted as circulated. Carried 7.2 Council Closed Session Minutes of December 13, 2022 1. That the Council Closed Session minutes of December 13, 2022, be adopted as circulated. Carried 7.3 Council Closed Session Public Meeting Minutes of December 13, 2022 1. That the Council Closed Session Public meeting minutes of December 13, 2022, be adopted as circulated. Carried 7.4 Council Closed Session Minutes of January 17, 2023 1. That the Council Closed Session minutes of January 17, 2023, be adopted as circulated. Carried 7.5 Council Closed Session Public Meeting Minutes of January 17, 2023 1. That the Council Closed Session Public meeting minutes of January 17, 2023, be adopted as circulated. Carried 8. Standing Committee Reports Moved by Councillor Kim Seconded by Councillor Gilliland That the Standing Committee Reports, items 8.1 to 8.2 inclusive, be received and the recommendations carried by the Committees approved, with the exception of 5 sub-items 8.1.2, 8.1.3., 8.1.6, 8.2.3, and 8.2.4(6.1), which were discussed and voted on separately as recorded below. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 8.1 General Committee Meeting Report of January 17, 2023 8.1.1 Correspondence from Regional Clerk; Re: Regional Council Decision - Proposed Amendments to the Greenbelt and Oak Ridges Moraine Plans Correspondence 1. That the correspondence regarding Regional Council Decision - Proposed Amendments to the Greenbelt and Oak Ridges Moraine Plans be received; and 2. That the Town of Aurora supports the position of York Region with respect to the proposed amendments to the Greenbelt Act and Oak Ridges Moraine Act. Carried 8.1.2 CS23-001 - Committee Structure Review and Updated Policy for Ad Hoc/Advisory Committees and Local Boards Report Attachment 1 Attachment 2 (Revised) Attachment 3 Attachment 4 Council consented to vote separately on clauses 7 and 11 of the main motion as amended. Main motion Moved by Councillor Gallo Seconded by Councillor Gilliland 1. That Report No. CS23-001 be received; and 2. That Attachment 1, the policy for Ad Hoc/Advisory Committees and Local Boards be approved; and 3. That the following Advisory Committees be created: • Community Advisory Committee 6 • Community Recognition Review Advisory Committee • Environmental Advisory Committee • Finance Advisory Committee (Council members only) • Mayor's Golf Classic Funds Committee; and 4. That staff be directed to advertise for members of the Advisory and Statutory Boards and Committees with the exception of the Finance Advisory Committee; and 5. That the attached Terms of Reference for all Statutory and discretionary Committees be approved; and 6. That the Policy for Ad Hoc/Advisory Committees and Local Boards be amended to change the responsibility of chairing meetings from citizen members to members of Council; and 7. That the term for citizen members appointed under this policy be for two years; and 8. That the chair rotation be changed to every two years. Amendment No. 1 Moved by Councillor Gallo Seconded by Councillor Gaertner That the main motion be amended by adding the following clauses: “That an Active Transportation and Traffic Safety Advisory Committee be established; and That the Community Advisory Committee be renamed as the Parks and Recreation Advisory Committee.” Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) Amendment No. 2 Moved by Councillor Gallo Seconded by Councillor Gilliland That the main motion as amended be further amended by adding the following clause: 7 “That a Council Compensation Ad Hoc Committee be established to review Council compensation in 2023.” Yeas (5): Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Gallo, and Councillor Kim Nays (2): Mayor Mrakas, and Councillor Thompson Carried (5 to 2) Main motion as amended Moved by Councillor Gallo Seconded by Councillor Gilliland 1. That Report No. CS23-001 be received; and 2. That Attachment 1, the policy for Ad Hoc/Advisory Committees and Local Boards be approved; and 3. That the following Advisory Committees be created: • Community Advisory Committee • Community Recognition Review Advisory Committee • Environmental Advisory Committee • Finance Advisory Committee (Council members only) • Mayor's Golf Classic Funds Committee; and 4. That staff be directed to advertise for members of the Advisory and Statutory Boards and Committees with the exception of the Finance Advisory Committee; and 5. That the attached Terms of Reference for all Statutory and discretionary Committees be approved; and 6. That the Policy for Ad Hoc/Advisory Committees and Local Boards be amended to change the responsibility of chairing meetings from citizen members to members of Council; and 7. That the term for citizen members appointed under this policy be for two years; and 8. That the chair rotation be changed to every two years; and 9. That an Active Transportation and Traffic Safety Advisory Committee be established; and 8 10. That the Community Advisory Committee be renamed as the Parks and Recreation Advisory Committee; and 11. That a Council Compensation Ad Hoc Committee be established to review Council compensation in 2023. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Clauses one to six and eight to ten Carried (7 to 0) Yeas (5): Mayor Mrakas, Councillor Weese, Councillor Gaertner, Councillor Thompson, and Councillor Kim Nays (2): Councillor Gilliland, and Councillor Gallo Seventh clause Carried (5 to 2) Yeas (5): Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Gallo, and Councillor Kim Nays (2): Mayor Mrakas, and Councillor Thompson Eleventh clause Carried (5 to 2) 8.1.3 PDS23-001 - Secondary Suites in Residential Homes Building Inspection Strategies and Proposed Policies Report Attachment 1 Main motion Moved by Councillor Thompson Seconded by Councillor Gilliland 1. That Report No. PDS23-001 be received for information. Amendment Moved by Councillor Gaertner Seconded by Councillor Gilliland That the main motion be amended by adding the following clauses: “That staff report back with the following details: 9 • timeline to resolve the outstanding (16) complaints regarding secondary suites; and • a procedure to notify the owner of a dwelling when an inspection to their secondary unit is required; and • an explanation as to why the online Second Unit Housing List is inconsistent with the January 17, 2023 report chart (page 5); and • the addresses and initial date of the current open permits including a timeline on closing the permits; and That the updated procedure include provisions that, if the owner fails to respond to the Town’s inspection request within 30 days, a written letter be sent and if the owner continues to fail to respond within a further 30 days, that further recourse may be used.” Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) Main motion as amended Moved by Councillor Thompson Seconded by Councillor Gilliland 1. That Report No. PDS23-001 be received; and 2. That staff report back with the following details: • timeline to resolve the outstanding (16) complaints regarding secondary suites; and • a procedure to notify the owner of a dwelling when an inspection to their secondary unit is required; and • an explanation as to why the online Second Unit Housing List is inconsistent with the January 17, 2023 report chart (page 5); and • the addresses and initial date of the current open permits including a timeline on closing the permits; and 3. That the updated procedure include provisions that, if the owner fails to respond to the Town’s inspection request within 30 days, a written letter be sent and if the owner continues to 10 fail to respond within a further 30 days, that further recourse may be used. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 8.1.4 CMS23-001 - Recreation and Culture Grant and Sponsorship of Community Events and Programs Policy Refresh Report 1. That Report No. CMS23-001 be received; and 2. That the merger of the Recreation and Culture Grant and the Sponsorship of Community Events and Programs into a single Community Support Grant Program be approved; and 3. That staff be directed to return with a Grant Policy for the new Community Support Grant Program. Carried 8.1.5 FIN23-001 - Debt Management Policy Report Attachment 1 1. That Report No. FIN23-001 be received; and 2. That the presented Debt Management Policy for the Town be approved. Carried 8.1.6 New Business Motion No. 1; Re: Delegations 6.1; Steve Hall and John Reich, Aurora Barbarians Rugby Football Club; Re: Development of new all-weather field at Sheppard's Bush - Collaboration Delegation Moved by Councillor Thompson Seconded by Councillor Gilliland 11 1. That staff be directed to review and investigate the proposal from the Aurora Barbarians Rugby Football Club and report back to Council with options and recommendations. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 8.2 Budget Committee Meeting Reports of January 2023 8.2.1 Budget Committee Meeting Report of January 9, 2023 1. That the Budget Committee meeting report of January 9, 2023, be received for information. Carried 8.2.2 Budget Committee Meeting Report of January 14, 2023 1. That the Budget Committee meeting report of January 14, 2023, be received for information. Carried 8.2.3 Budget Committee Meeting Report of January 16, 2023 Moved by Councillor Weese Seconded by Councillor Gaertner 1. That the Budget Committee meeting report of January 16, 2023, be received for information. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 8.2.4 Budget Committee Meeting Report of January 23, 2023 Moved by Councillor Gallo Seconded by Councillor Gilliland 1. That the Budget Committee meeting report of January 23, 2023, be received for information, excluding sub-item 6.1 - FIN23-002 - 2023 Budget Information. 12 Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 6.1 FIN23-002 - 2023 Budget Information Council consented to vote separately on the third clause. Moved by Councillor Thompson Seconded by Councillor Gilliland 1. That Report No. FIN23-002 be received; and 2. That staff work with the Finance Advisory Committee (FAC) to develop a ward budget policy and that it be established in the 2024 budget; and 3. That Council remuneration be reviewed in 2023. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim First and second clauses Carried (7 to 0) Yeas (5): Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Gallo, and Councillor Kim Nays (2): Mayor Mrakas, and Councillor Thompson Third clause Carried (5 to 2) 9. Consideration of Items Requiring Discussion (Regular Agenda) 9.1 FIN23-005 - 2023 Final Budget Approval Main motion Moved by Councillor Thompson Seconded by Councillor Kim 1. That Report No. FIN23-005 be received; and 2. That Council approve the 2023 operating budget as follows: 13 a. The operating budget, as amended by this report, and as summarized in Attachment 1; and b. The water, wastewater and storm water rates to fully fund each of these services as summarized in Table 2; and c. That the tax and water billing bylaws be enacted at a future Council meeting; and 3. That Council approve the 2023 capital budget as follows: a. The capital budget authority and planned spending by project as detailed in the budget binder tabled on December 13, 2022, and as amended in this report and as summarized in Attachments 2 and 3; and b. The capital budget authority and planned spending for the roads, facilities, fleet, information technology services and storm sewer asset management capital programs as summarized in Table 4 and subject to the rules detailed in this report; and c. The funding sources for each capital project as reviewed and recommended by Budget Committee on January 14, 2023; and d. The conditionally approved projects be added to the pending list; and 4. That the list of Council-identified requests included in Table 5 be endorsed; and 5. That the reconciliation of the 2023 operating budget to the full accrual basis of accounting, as required under Ontario Regulation 284/09, as summarized in Attachment 4 be endorsed. Amendment Moved by Councillor Gallo Seconded by Councillor Gilliland That the main motion be amended by adding the following clauses: “That a total of $6,000 from the Council Contingency fund be allocated to a ward budget in the amount of $1,000 for each Councillor in 2023; and That Policy 57 be waived to allow the CAO and Treasurer to be the approval authority for all expenses relating to ward budgets; and 14 That an itemized report on ward expenses be published on the Town's website.” Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) Main motion as amended Moved by Councillor Thompson Seconded by Councillor Kim 1. That Report No. FIN23-005 be received; and 2. That Council approve the 2023 operating budget as follows: a. The operating budget, as amended by this report, and as summarized in Attachment 1; and b. The water, wastewater and storm water rates to fully fund each of these services as summarized in Table 2; and c. That the tax and water billing bylaws be enacted at a future Council meeting; and 3. That Council approve the 2023 capital budget as follows: a. The capital budget authority and planned spending by project as detailed in the budget binder tabled on December 13, 2022, and as amended in this report and as summarized in Attachments 2 and 3; and b. The capital budget authority and planned spending for the roads, facilities, fleet, information technology services and storm sewer asset management capital programs as summarized in Table 4 and subject to the rules detailed in this report; and c. The funding sources for each capital project as reviewed and recommended by Budget Committee on January 14, 2023; and d. The conditionally approved projects be added to the pending list; and 4. That the list of Council-identified requests included in Table 5 be endorsed; and 15 5. That the reconciliation of the 2023 operating budget to the full accrual basis of accounting, as required under Ontario Regulation 284/09, as summarized in Attachment 4 be endorsed; and 6. That a total of $6,000 from the Council Contingency fund be allocated to a ward budget in the amount of $1,000 for each Councillor in 2023; and 7. That Policy 57 be waived to allow the CAO and Treasurer to be the approval authority for all expenses relating to ward budgets; and 8. That an itemized report on ward expenses be published on the Town's website. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 9.2 Memorandum from Mayor Mrakas; Re: Board and Committee Appointments 2022-2026 Term of Council Moved by Councillor Gallo Seconded by Councillor Gilliland 1. That Members of Council be appointed to the following Boards and Committees effective January 2023: • Accessibility Advisory Committee – Councillor Harold Kim • Active Transportation and Traffic Safety Advisory Committee - Councillor John Gallo • Aurora Cultural Centre Board – Councillors Harold Kim and Michael Thompson • Aurora Economic Development Corporation – Mayor Tom Mrakas and Councillor Rachel Gilliland • Aurora Public Library Board – Councillors John Gallo and Ron Weese • Community Recognition Review Advisory Committee – Mayor Tom Mrakas • Environmental Advisory Committee – Councillors Wendy Gaertner and Rachel Gilliland • Finance Advisory Committee – Mayor Tom Mrakas, Councillors Michael Thompson and Ron Weese 16 • Heritage Advisory Committee – Councillor John Gallo • Joint Council Committee – Councillors John Gallo, Wendy Gaertner, and Rachel Gilliland (previously approved by Council on December 13, 2022) • Parks and Recreation Advisory Committee – Councillor Ron Weese Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 10. Motions 10.1 Councillor Gilliland; Re: Feasibility of Snow Windrow Removal Assistance Program Council consented to consider Motion 10.1 prior to consideration of section 8, Standing Committee Reports. Moved by Councillor Gilliland Seconded by Councillor Gaertner Whereas a snow windrow is the pile of snow at the end of the driveway created by snowplows when they clear the road that can be physically hazardous to some seniors or be challenging for people with certain disabilities; and Whereas many municipalities such as King, Markham, and Whitchurch- Stouffville have developed a special application for a snow windrow removal assistance program to address these unique circumstances; 1. Now Therefore Be It Hereby Resolved That staff report back with the feasibility of introducing a special application for a snow windrow removal assistance program showing various application parameters, future budget implications, and piloting options. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 11. Regional Report 11.1 York Regional Council Highlights of December 15, 2022 17 Moved by Councillor Kim Seconded by Councillor Thompson 1. That the York Regional Council Highlights of December 15, 2022, be received for information. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 12. New Business Councillor Gilliland inquired about updates on several matters including: Aurora Business Improvement Area (BIA) budget and impact on the Town's levy; the expected timing of a crosswalk to be redone by the Region; the plaque for a historic building at Bloomington Road and Yonge Street; and a property at Mosley Street and Yonge Street. Staff provided responses. Councillor Gilliland inquired about the possibility of rerouting one of the snow plow routes to avoid encroaching on the sidewalks, and staff agreed to follow up. Councillor Thompson advised that some residents are confused by the Town’s online application “Where's My Plow?” and suggested the addition of more context, descriptors, and route colour contrast. Staff agreed to follow up. Councillor Gaertner inquired about the number of snow removal complaints received this season, and staff provided a response. Councillor Gallo updated Council on several issues discussed at a recent St. Jerome Catholic Elementary School’s Parent Council meeting including: making the Hollandview Trail crosswalk safer for students to access both area schools; streamlining the permitted use of adjacent parks by students during the school day; and communicating to new homeowners on property taxes and choosing school board support. Councillor Gallo noted that volunteers would be welcomed to help flood the Queen's Diamond Jubilee Park skating rink. Mayor Mrakas suggested that Aurora’s snow plows be given unique names as other municipalities have done, and staff provided a response. Mayor Mrakas expressed appreciation and commended staff for their snow removal efforts, noting that many compliments have also been received. 18 Mayor Mrakas announced and congratulated the newly appointed members of the Aurora Public Library Board for the 2022-2026 term: Christina Choo-Hum, John Clement, Lauren Hanna, Adam Mobbs, and Greg Smith. Mayor Mrakas, on behalf of Council and all Aurorans, offered condolences to the family and friends of former Aurora Councillor Betty Pedersen who recently passed away. Mayor Mrakas expressed appreciation to Council and staff for their efforts throughout the budget process. 13. By-laws 13.1 By-law Number 6471-23 - Being a By-law to establish a schedule of fees and charges for municipal services, activities, and the use of property within the Town of Aurora (Fees and Charges By-law). Moved by Councillor Gallo Seconded by Councillor Thompson That By-laws item 13.1 be enacted. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 14. Closed Session None. 15. Confirming By-law 15.1 By-law Number 6472-23 Being a By-law to confirm actions by Council resulting from a Council meeting on January 31, 2023 Moved by Councillor Gaertner Seconded by Councillor Thompson That the confirming by-law be enacted. Carried 16. Adjournment qg Moved by Councillor Gilliland Seconded by Councillor Weese That the meeting be adjourned at 9:52 p.m. Carried ,,4?' Tom rffas, Mayor Mic el de Rond, Town Clerk