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Minutes - Committee of the Whole - 20250513 Town of Aurora Committee of the Whole Meeting Report Date: Time: Location: Tuesday, May 13, 2025 7 p.m. Video Conference Council Members: Councillor Michael Thompson (Chair) Councillor Ron Weese Councillor Rachel Gilliland Councillor Wendy Gaertner Councillor John Gallo Members Absent: Mayor Tom Mrakas Councillor Harold Kim Other Attendees: Doug Nadorozny, Chief Administrative Officer Patricia De Sario, Director, Corporate Services/Town Solicitor Robin McDougall, Director, Community Services Marco Ramunno, Director, Planning and Development Services Sara Tienkamp, Director, Operational Services Rachel Wainwright-van Kessel, Director, Finance Carley Smith, Manager, Corporate Communications Adam Robb, Manager, Policy Planning and Heritage Phil Rose, Manager, Cultural Services Matthew Volpintesta, Manager, Parks and Fleet Lisa Warth, Manager, Recreation Alex Wray, Manager, By-law Services Michael de Rond, Town Clerk Linda Bottos, Council/Committee Coordinator _____________________________________________________________________ 1. Call to Order This meeting was held electronically due to technical difficulties in Council Chambers. Committee of the Whole Meeting Report May 13, 2025 2 The Chair called the meeting to order at 7:22 p.m. Committee of the Whole consented to recess the meeting at 9:12 p.m. and reconvened the meeting at 9:21 p.m. 2. Land Acknowledgement The Committee 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 Committee of the Whole approved the revised agenda as circulated by Legislative Services. 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 5.1 Doug Robertson, President, and Jillian Lemmond, Sales, Pine Tree Potters' Guild; Re: Presentation to Council for Aurora Town Square The presentation was deferred to the Council meeting of May 27, 2025. 6. Delegations 6.1 Shawn Deane, Resident; Re: Items 7.4 - Finance Advisory Committee Meeting Minutes of April 15, 2025; 11.1 - FIN25-029 - 2025 Investment Policy Update and 2024 Year End Investment Results; and 16.1 - York Regional Council Highlights of April 24, 2025 Committee of the Whole Meeting Report May 13, 2025 3 The delegation was not present. 6.2 Blair Boston and Paige Boston, Residents; Re: Item 14.2 - PDS25-049 - Heritage Permit Application HPA-2025-03 - 10-12 Spruce Street Blair Boston and Paige Boston spoke in support of the staff recommendation, providing background and an overview of their application process. Committee of the Whole received and referred the comments of the delegation to item 14.2. 7. Advisory Committee Meeting Minutes Committee of the Whole recommends: That the Advisory Committee Meeting Minutes, items 7.1 to 7.4 inclusive, be received for information. Carried 7.1 Community Recognition Review Advisory Committee Meeting Minutes of April 9, 2025 1. That the Community Recognition Review Advisory Committee Meeting Minutes of April 9, 2025, be received for information. Carried 7.2 Accessibility Advisory Committee Meeting Minutes of April 9, 2025 1. That the Accessibility Advisory Committee Meeting Minutes of April 9, 2025, be received for information. Carried 7.3 Heritage Advisory Committee Meeting Minutes of April 14, 2025 1. That the Heritage Advisory Committee Meeting Minutes of April 14, 2025, be received for information. Carried 7.4 Finance Advisory Committee Meeting Minutes of April 15, 2025 Committee of the Whole Meeting Report May 13, 2025 4 1. That the Finance Advisory Committee Meeting Minutes of April 15, 2025, be received for information. Carried 8. Consent Agenda 8.1 CS25-010 - Release of Closed Session Reports from Purchase of 15157, 15165 and 15171 Yonge Street Committee of the Whole recommends: 1. That Report No. CS25-010 be deferred to the Committee of the Whole meeting of June 10, 2025. Motion to defer Carried 8.2 Memorandum from Councillor Thompson; Re: Lake Simcoe Region Conservation Authority Board Meeting Highlights of March 28, 2025 Committee of the Whole recommends: 1. That the memorandum regarding Lake Simcoe Region Conservation Authority Board Meeting Highlights of March 28, 2025, be received for information. Carried 8.3 Agenda Items Approved on Consent Committee of the Whole recommends: 1. That the Agenda items of sections 9 through 16 inclusive be approved, with the exception of items 9.1, 9.3, 10.1, 10.2, 11.1, 13.1, 14.1, 14.2, 15.1, 15.2, and 15.3, which were discussed and voted on separately. Carried Committee of the Whole consented to consider the items in the following order: 10.1, 9.1, 9.3, 10.2, 13.1, 11.1, 14.1, 14.2, 15.1, 15.2, and 15.3. 9. Community Services Committee Agenda Committee of the Whole Meeting Report May 13, 2025 5 9.1 CMS25-011 - Public Art Strategy Committee of the Whole recommends: 1. That Report No. CMS25-011 be received; and 2. That the Public Art Strategy (Attachment 1) be approved; and 3. That staff be directed to develop a corresponding Public Art Policy for Council review and approval. Carried 9.2 CMS25-012 - Community Partnership Grant - Status Update and Recommendations for Future Committee of the Whole recommends: 1. That Report No. CMS25-012 be received; and 2. That Council endorse the recommendations contained in this report for the future management of the Community Partnership Grant; and 3. That the Community Partnership Grant Policy be amended as set out in this report. Carried 9.3 CMS25-013 - Sport Plan Update 2025-2029 - Additional Information Committee of the Whole recommends: 1. That Report No. CMS25-013 be received; and 2. That Council endorse the recommendations contained in the attached Sport Plan update. Carried 10. Corporate Services Committee Agenda 10.1 CS25-009 - Periodic Report from the Integrity Commissioner Janice Atwood, Principles Integrity, provided an overview of the Integrity Commissioner's Periodic Report. Committee of the Whole Meeting Report May 13, 2025 6 Committee of the Whole recommends: 1. That Report No. CS25-009 be received for information. Carried 10.2 CS25-008 - Fence By-law Variance Request Committee of the Whole recommends: 1. That Report No. CS25-008 be received for information. Carried 11. Finance and Information Technology Committee Agenda 11.1 FIN25-029 - 2025 Investment Policy Update and 2024 Year End Investment Results Committee of the Whole recommends: 1. That Report No. FIN25-029 be received; and 2. That Council approve the updated Investment Policy Statement (Attachment 4). Carried 12. Administration Committee Agenda None. 13. Operational Services Committee Agenda 13.1 OPS25-012 - Fleury Park Redevelopment - Funding Increase Committee of the Whole recommends: 1. That Report No. OPS25-012 be received; and 2. That the approved Capital Project No. AM0359 Fleury Park Replacement budget authority of $1,500,000 be increased by $944,700 to a total of $2,444,700; and Committee of the Whole Meeting Report May 13, 2025 7 3. That this project’s total revised budget authority of $2,444,700 be funded by $1,796,900 and $647,800 from the Parks Asset Management and the Parks New Capital reserve, respectively; and 4. That the remaining recommended Fleury Park enhancements totaling $334,400 be included in the upcoming 2026 10-year capital plan for consideration. Carried 14. Planning and Development Services Committee Agenda 14.1 PDS25-048 - Zoning By-law Amendment and Draft Plan of Subdivision, 1000504782 Ontario Inc., 15385 and 15395 Bayview Avenue, Part of Lot 21, Concession 2, File Numbers: ZBA-2019-03, SUB-2019-01, Related File Numbers: CDM-2019-02, SP-2021-02 Committee of the Whole recommends: 1. That Report No. PDS25-048 be received; and 2. That Draft Plan of Subdivision application SUB-2019-01 be approved, as shown in Figure 5, subject to conditions as outlined in Appendix “A”; and 3. That Zoning By-law Amendment application ZBA-2019-03 be approved to rezone the subject lands from “Rural (RU)” to “Townhouse Dwelling Residential (R8-XX(H)) Exception Zone” with a Holding Symbol, as outlined in Appendix “B”; and 4. That the implementing Zoning By-law Amendment be brought forward to a future Council meeting for enactment. Carried 14.2 PDS25-049 - Heritage Permit Application HPA-2025-03 - 10-12 Spruce Street Committee of the Whole recommends: 1. That Report No. PDS25-049 be received; and 2. That Heritage Permit Application HPA-2025-03 be approved subject to any conditions of approval being required at the discretion of Council, Committee of the Whole Meeting Report May 13, 2025 8 being the installation of an interpretive plaque and a contribution to the Heritage Reserve Fund. Carried 15. Member Motions 15.1 Councillor Gallo; Re: Full Accounting of the Armoury Committee of the Whole recommends: Whereas transparency and accountability in financial matters are essential to ensuring public trust and responsible stewardship of Town assets; and Whereas the Armoury building and its lease to Niagara College represents a significant investment and partnership by the Town of Aurora; and Whereas it is prudent to undertake a full financial review of this arrangement prior to the conclusion of Niagara College’s lease on June 30, 2025; 1. Now Therefore Be It Hereby Resolved That Council direct staff to prepare a comprehensive report outlining:  The full acquisition cost of the Armoury building;  The cost of reconstruction and renovations to the Armoury, including a breakdown separating leasehold improvements directly related to the operations of Niagara College;  Total rental income received from Niagara College;  Any financial obligations, commitments, or contributions made by the Town of Aurora under the lease agreement;  Any other financial analysis staff deems necessary to provide full transparency related to the project and lease; and, 2. That the report be presented to a Committee of the Whole meeting no later than the end of the third quarter (Q3) of 2025. Carried Committee of the Whole Meeting Report May 13, 2025 9 15.2 Councillor Gallo; Re: Amendment to the Procedure By-law Committee of the Whole recommends: Whereas the current provisions of the Procedure By-law relating to Special Meetings of Council or Committee require updates to improve clarity, flexibility, and to strengthen governance procedures; and Whereas it is desirable to allow a majority of Council Members to petition for a Special Meeting with sufficient advance notice to all Members, to ensure appropriate quorum, transparency, and effective decision-making; and Whereas it is also desirable to require that motions proposed by petitioners be included on the agenda for the Special Meeting and be subject to a simple majority vote; 1. Now Therefore Be It Hereby Resolved That a by-law to amend By-law No. 6228-19 being a by-law to govern the proceedings of Council and Committee meetings of the Town of Aurora, be brought forward to amend Section 21(b) as follows: Section 21 (b) – Special Meetings of Council and General Committee i. A Special Meeting of Council or General Committee may be called by the Mayor at any time, provided that a majority of Members of Council have been consulted and have confirmed their availability to attend in order to ensure quorum. A Special Meeting shall be limited to the business matters set out in the Notice of Meeting. ii. A Special Meeting of Council or Committee may also be initiated upon receipt of a written petition signed by a majority of the Members of Council. The petition must be submitted to the Clerk at least ten (10) days prior to the proposed date of the Special Meeting and must specify the purpose, proposed time, and any motions to be considered. Notwithstanding any other provision of this Bylaw, any motion proposed by the petitioners shall be included on the agenda and may be decided by a simple majority of the Members present. iii. In addition to the general notice provisions of this Procedure By- law, the Clerk shall provide notice of a Special Meeting of Council Committee of the Whole Meeting Report May 13, 2025 10 or Committee by circulating an agenda at least seven (7) days prior to the date of the Meeting. Carried 15.3 Councillor Gallo; Re: Land Data Modernization Committee of the Whole recommends: Whereas the Town of Aurora continues to grow and evolve, requiring increasingly efficient, transparent, and data-informed planning and development processes; and Whereas leveraging digital tools and data modernization initiatives can enhance the Town’s capacity to support Council decision-making, streamline staff workflows, and improve communication with residents; and Whereas municipalities across Ontario and Canada are exploring digital transformation efforts to improve access to land use information, planning policies, and development activities; 1. Now Therefore Be It Hereby Resolved That staff be directed to report on the feasibility of enhancing the Town’s existing planning data system information to improve its accessibility, by exploring one or more of the following components based on available resources, priorities, capacity, and strategic goals;  Digitized Zoning: A property-level zoning interface linking directly to relevant zoning bylaw sections;  Digitized Official Plan and Secondary Plans: A searchable database on the property’s official plan designation and related secondary plan classifications;  Development Application Database: A centralized database capturing key application types such as site plans, ZBAs, OPAs, subdivisions, and consents;  Constraint and Context Mapping: Interactive maps displaying constraints and context layers including natural features, servicing limits, and heritage overlays; Committee of the Whole Meeting Report May 13, 2025 11  Address-Level Lookup with Policy Summary: A tool providing summarized zoning, policy, and constraint data by address;  Ward Dashboards and Alerting Tools: Customizable dashboards for Councillors displaying local planning activity and key indicators;  Exportable and Public-Facing Summary Tools: Digital tools for residents to better understand land use regulations, nearby developments, and planning processes; and 2. That staff report back to Council with a preliminary scope, resourcing requirements, or external funding opportunities to support the pilot initiative by the end of Q3 2025 to provide time to be included in the 2026 budget. Carried 16. Regional Report 16.1 York Regional Council Highlights of April 24, 2025 Committee of the Whole recommends: 1. That the York Regional Council Highlights of April 24, 2025, be received for information. Carried 17. New Business Councillor Gilliland requested an update on the status of pickleball courts in Town parks, and staff provided a response. Councillor Gaertner inquired about whether there is a plan to remove the goldfish that have been introduced into the farm pond at the Arboretum, and staff provided a response. Councillor Gallo requested an update on the status of the water feature upgrade at Queen's Diamond Jubilee Park, and staff provided a response. Councillor Weese inquired about the plan for improving communications and cooperation between Regional and Town initiatives, with reference to a Regional tree planting project and a Town-planned, multi-use path in the same area along Wellington Street East. Staff provided a response. Committee of the Whole Meeting Report May 13, 2025 12 Councillor Weese requested an update on plans to mitigate the heat and provide shade at Aurora Town Square, and staff provided a response. Councillor Weese advised that residents have expressed the need for additional seating for gathering spaces at Town Park, and staff agreed to investigate the matter. Councillor Weese requested an update on the status of the splash pad upgrades at Town Park, and staff provided a response. 18. Public Service Announcements Councillor Weese announced the following activities and events:  The Town, in partnership with Sport Aurora, will be hosting the 2025 Ontario Martial Arts Championship & Qualifier Event at the Stronach Aurora Recreation Complex on May 24-25, 2025.  The Aurora Public Library, in partnership with Startup Help, is offering the Startup Help Apex Program/Workshops for aspiring entrepreneurs; for information, visit startuphelp.ca.  The next Metrolinx Construction Liaison Committee meeting will be held on May 29, 2025, and any residents with an interest in the Aurora GO and Yonge Street bridge project may contact their community representative on the Committee.  Reminder that the Aurora Farmers' Market and Artisan Fair is open every Saturday from 8 a.m. to 1 p.m. at Town Park.  The CONTACT Photography Festival exhibit, running until June 30, 2025, at Aurora Town Square, will hold its opening reception at 6 p.m. on May 14, 2025. Councillor Thompson announced the following activities and events:  Aurora's Youth Innovation Fair will be held on May 14, 2025, from 6 p.m. to 9 p.m. at Town Hall; for information, visit aurora.ca/YouthInnovation.  Children and youth performers are invited to compete in Aurora's Performing Arts Festival; for details and to enter by May 19, 2025, visit aurora.ca/ArtsFestival. Committee of the Whole Meeting Report May 13, 2025 13  Residents are invited to safely dispose of old or unwanted electronics at the Town's eWaste event on Saturday, May 24, 2025, from 10 a.m. to 2 p.m. at the Joint Operations Centre; for details, visit aurora.ca/wasteandrecycling.  Residents are encouraged to help keep our streams, creeks, and Lake Simcoe healthy and full of life by following the proper pool and spa discharge steps; for information, visit aurora.ca/pools.  The Aurora Economic Development team recently launched a new podcast series of conversations with local business leaders; to stream or download the first four episodes of Off the Cuff, visit aurora.ca/OffTheCuff. Councillor Gaertner noted the following observances:  The National Day of Awareness for Missing and Murdered Indigenous Women, Girls, and Two-Spirit People was recognized on May 5, 2025.  The month of May 2025 is recognized as Sexual Violence Prevention Month. 19. Closed Session None. 20. Adjournment The meeting was adjourned at 10:21 p.m.