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MINUTES - Committee of the Whole - 19870527MINUTES TOWN OF AURORA COMMITTEE OF THE WHOLE MEETING NO. 26-87 Boardroom, Town of Aurora Administrative Offices Wednesday, May 27, 1987 7:30 p.m. COUNCIL MEMBERS IN ATTENDANCE Councillor McKenzie in the Chair; Mayor West; Councillors Barker, Paivio (7:34 p.m.), Pedersen, (7:31 p.m.}, and Weller. Jones, Timpson STAFF MEMBERS IN ATTENDANCE Director of Planning, Director of Public Works, Chief Building Official, Director of Leisure Services, Fire Chief, Treasurer (7:43p.m.), Clerk and Deputy Clerk. Chief Administrative Officer absent due to previous commitment. APPROVAL OF AGENDA #1 Moved by Councillor Barker Seconded by Councillor Weller THAT the content of the Agenda be approved as outlined herein. CARRIED CORRESPONDENCE AND PETITIONS Mayor West memo to Members of Council re: Waste Collection Program #2 Moved by Councillor Barker Seconded by Councillor Jones THAT Mayor West be given authorization to attend a meeting to discuss the proposed Joint Municipal Home Hazardous Waste Collection Program. CARRIED Mrs. Preston, Aurora, Ontario re: Permission to close part of Closs Square for a street dance-June 27, 1987 #3 Moved by Councillor Jones Seconded by Councillor Barker THAT permission be granted to the residents to close a portion of Closs Square for a street dance on Saturday, June 27th from 3:00 p.m. to 1:00 a.m. The residents to advise all concerned authorities. CARRIED C.J. France, Aurora, Ontario re: Request for discontinuance of construction of proposed sidewalk on east side of Murray Drive #4 Moved by Councillor Timpson Seconded by Councillor Barker THAT the request of the resident to not proceed with the sidewalk construction on Murray Drive be denied. CARRIED Ron Wallace, Aurora Trustee, York Region Board of Education re: Permission to extend closure of Wells St. on June 9, 1987 until 7:30 p.m. #5 Moved by Mayor West Seconded by Councillor Pedersen THAT the request to extend the closing of Wells Street in front of Wells Street School until 7:30 p.m. on Tuesday, June 9, 1987 be approved. The concerned authorities to be notified. CARRIED Committee of the Whole Minutes No. 26 Wednesday, May 27, 1987 #6 - 2 - Grant R. Schwartz, Aurora, Ont. re: Request to close Avondale Crescent from 7:00 p.m. to 1:00 a.m. on Saturday, August 22, 1987 Moved by Councillor Weller Seconded by Councillor Jones THAT the request of the Avondale Street residents to close a portion of Avondale Crescent from 7:00 p.m. to 1:00 a.m. on Saturday, August 22, 1987 be approved. The residents to be advised that the concerned authorities are to be contacted. CARRIED Mayor West memo to Members of Council re: Circulation of Notices for Water Restrictions #7 Moved by Councillor Timpson Seconded by Councillor Jones THAT the appropriate arrangements with the Hydro Commission be entered into for two circulations of the Town's Water restrictions in the hydro bills. CARRIED CORRESPONDENCE AND PETITIONS RECEIVED AS INFORMATION a) C.E. Gowan, Clerk memo to Mayor and Members of Council re: status of report on fringe benefits for elected officials b) The Liquor Licence Board of Ontario re: Henry's Fish & Chips Application for a Dining Room and Patio Licence c) Aurora Soccer Club Inc. 1981 re: Invitation to Mayor and Council to attend reception for the Boldmere St. Michaels Soccer Club from Sutton Coldfield, England on May 27th d) Township of Cumberland re: Endorsement of resolution to amend Provincial Regulations governing the supply of gas e) Ontario Good Roads Association re: Letter sent to Premier Peterson requesting additional money for roads f) Aurora Resthaven re: 13, 1987 Invitation to "The Celebration of Life" -June g) Lake Simcoe Region Conservation Authority re: Open Challenge to participate in "Broken Paddle" Trophy Class of the 9th Annual Marsh Mash Marathon Canoe and Kayak Race -June 13th REPORTS OF COMMITTEES Report No. 1 of the Business Improvement Committee -Minutes of Meeting held on May 19, 1987 #8 Moved by Councillor Weller Seconded by Councillor Barker THAT the minutes of the Business Improvement Committee meeting held on May 19, 1987 be received as information. CARRIED Committee of the Whole Minutes No. 26 Wednesday, May 27, 1987 - 3 - STAFF REPORTS CHIEF ADMINISTRATIVE OFFICER Report ADM87-018-167 -Extended Office Hours (Pending from Council meetin of May 20, 1987l #9 #10 Moved by Councillor Barker Seconded by Councillor Pedersen THAT commencing June 1, 1987, Department Heads be available on Wednesday evenings for ratepayers' enquiries under the following terms: 1. For enquiries which cannot be addressed during normal office hours; 2. That an appointment time is requested and agreed upon with the applicable Department Head with sufficient time to arrange their schedule and dinner between 4:30 p.m. and 7:30 p.m. on Wednesdays of Council or Committee of the Whole each week; 3. That persons requesting interviews should not expect to take more than 30 minutes with the Department Head; 4. Staff will file monthly reports to the Chief Administrative Officer about the nature of enquiry accomplishments and agreement to compensating time off to be arranged between the Chief Administrative Officer and the Department Head; and 5. That this policy be reviewed prior to August 31, 1987, or sooner if problems are encountered. AMENDMENT -Upon the question of the adoption of the recommendation it was: Moved by Councillor Jones Seconded by Councillor Pedersen THAT recommendation Nos. 2 and 3 be amended so that same will now read as follows: 2. That an appointment time is requested and agreed upon with the applicable Department Head with sufficient time to arrange their schedule and dinner between 4:30 p.m. and 7:00 p.m. on Wednesdays of Counci 1 or Committee of the Who 1 e each week. This will allow for the period of time between 7:00 p.m. and 7:30 p.m. to be available for a maximum of two interviews; 3. That persons requesting interviews should not expect to take more than 15 minutes with the Department Head CARRIED The recommendation CARRIED AS AMENDED. LEISURE SERVICES DEPARTMENT Report No. LS87-010-168 -B.I.A. Planters (Pending from Council meeting of April 15, 1987 1 #11 Moved by Councillor Jones Seconded by Mayor West THAT, if the Town is to assume responsibility for the planters, street benches and banner that were formally under the B.I.A., a budget of $8,500.00 be approved from Account No. 6020-80. CARRIED Committee of the Whole Minutes No. 26 Wednesday, May 27, 1987 - 4 - Report No. LS87-011-169 -Community Centre Convention Allowance #12 Moved by Councillor Pedersen Seconded by Councillor Jones THAT Mr. Donald Patrick attend the 1987 Ontario Arenas Association Conference, June 17-21, 1987 and that the appropriate expenses be approved in accordance with Town Policy CARRIED UNFINISHED BUSINESS #13 #14 of Moved by Mayor West Seconded by Councillor Paivio THAT the report on the future of the cemetery be available for the next Committee of the Whole meeting. CARRIED Referred from Moved by Mayor West Seconded by Councillor Barker THAT this matter be dealt with as soon as possible. CARRIED Re ort No. PW87-022-156 -Watermeter Purchase and Installation Industrial, Commercial, Institutional Customers Referred from Committee of the Whole meeting of May 13, 1987) #15 Moved by Mayor West Seconded by Councillor Pedersen THAT the report on the water meters be completed for consideration at the next Committee of the Whole meeting. CARRIED QUESTIONS BY MEMBERS Councillor Timpson -status of fencing of Machell walkway and availability of the survey information; and uncompleted section of Wellington Street West sidewalk. Councillor Weller -contractors performing work for utilities not satisfactorily restoring disturbed areas; status of management letter from auditors; the Hydro Commission's condition of employment regarding an employee's 30-minute response time; Cambria Chase subdivision rectification of outstanding obligations; and meeting schedule to deal with new administration building. NEW BUSINESS K.B. Rodger, Chief Administrative Officer memo to Mayor and Members of Council re: Response to "Questions by Members" on Chief Administrative Officer's Approval of Staff Reports #16 Moved by Councillor Weller Seconded by Councillor Paivio THAT the matter be deferred for two weeks to be discussed at the next Committee of the Whole meeting when the Chief Administrative Officer can be present. CARRIED ',., ... Committee of the Whole Minutes No. 26 Wednesday, May 27, 1987 - 5 - ADJOURNMENT #17 Moved by Mayor West THAT the meeting be adjourned at 8:14 p.m. CARRIED (THE MINUTES OF THE COMMITTEE OF THE WHOLE MEETING NO. 26-87 WERE CONSIDERED, AND ADOPTED WITHOUT AMENDMENT, BY THE COUNCIL AT ITS MEETING HELD ON JUNE 4, 1987.)