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MINUTES - Committee of the Whole - 19960422II TOWN OF AURORA SPECIAL COMMITTEE OF THE WHOLE MEETING NO. 04-96 Tannery Room Aurora Town Hall Monday, April 22, 1996 7:00p.m. REPORT II ATTENDANCE COUNCIL MEMBERS Mayor Jones in the Chair; Councillors Griffith, Healy, McKenzie, Morris, Sorley, Ochalski (7:15p.m.), Wallace (7:30 p.m.) and Weller. . STAFF MEMBERS Chief Administrative Officer, Director of Corporate Services, Solicitor, Director of Planning, Director of leisure Services, Director of Public Works, Treasurer and Parks Supervisor. DECLARATIONS OF INTEREST There were no declarations of interest under the Municipal Conflict of Interest Act. APPROVAL OF AGENDA #1. Moved by Councillor Griffith Seconded by Councillor Morris THAT the content of the Agenda as circulated by the Clerk's Department be approved as outlined herein. CARRIED STAFF REPORTS ADM96-002-098 -Proposed New Committee Structure Format The Chief Administrative Officer provided an overview of a proposal to restructure Council's committee system such that citizen advisory committees would provide feedback to senior staff, who would report through one of three new Standing Committees. Such committees would also receive input from Ad Hoc Committees and would make recommendations to Council. Committee discussion ensued, including the concerns that citizen members continue to perceive their advisory role as meaningful within the local government process. It was hoped that committee meetings could be less formal, but members voiced reservations respecting the. costs to renovate a committee meeting room. It was noted that rotation of committee Chairs should be encouraged, but not required in the Procedural By-law to be re-drafted in accordance with the implementation schedule contained in the Report. #2 .. Moved by Councillor Griffith Seconded by Councillor McKenzie THAT Council approve the proposed new committee structure as identified in the Report from the Chief Administrative Officer and taking into account the matters raised in the Committee · of the Whole discussion; said new Committee structure to be effective September 1 , 1996. CARRIED Aurora Special Committee of the Whole Report No. 04-96 Monday,Aprll22, 1996 Page 2 UNFINISHED BUSINESS Memorandum from Director of Leisure Services re: re: Civic Square Park Design and Construction The Director of Leisure Services reviewed the conceptual design for the proposed Civic Square park within the Bayview-Wellington subdivision, which was based on language in Official Plan No. 6 describing the area in terms of a special type of community park. The concepts unveiled included landscaping, a band shell area and a circular path that would be used for winter skating or summer roller blading and bike riding. Potential options for completion were set out and the associated capital and annual maintenance costs for each were explained. The Director noted that development charges generated by both phases of the adjacent residential development would fall well short of projected costs, but that the adjacent developer, Bayview-Wellington, could generate economies for the. Town by undertaking the work in connection with an agreement to front-end the costs. The Chief Administrative Officer suggested that Council must first determine whether it wishes to provide a local or Town-wide park in this location. Matters raised in discussion included the overall capital and maintenance costs, the necessity for an additional ice surface, particularly a refrigerated ice surface, whether Council would have to close other outdoor ice surfaces, whether the Town has a long term forecast for operating costs of its parks system, who the likely users of the park would be, whether this site was. appropriate for a Town-wide park and whether its location and the unstructured nature of its activities would foster vandalism or crime. #3. Moved by Councillor Sorley Seconded by Councillor Griffith THAT the Memorandum and discussion be received as information and referred to Staff for a Report addressing the matters raised; and THAT Staff be authorized to enter into preliminary discussions with Bayview-Wellington to further specify the costs of construction of the park system in relation to the above-noted Report. CARRIED ADJOURNMENT #4. Moved by Councillor Sorley THAT the meeting be adjourned at 9:15 p.m. CARRIED (THE REPORT OF THE COMMITTEE OF THE WHOLE MEETING NO. 04-96 WAS CONSIDERED AND ADOPTED BY COUNCIL AT ITS MEETING HELD ON WEDNESDAY, MAY 15, 1996 WITH AN AMENDMENT TO RECOMMENDATION NO. 2 TO PROVIDE THAT THE PROPOSED NEW COMMITT E STRUCTURE WOULD BE REVIEWED IN MAY, 1997) T~R L. A 1.: S N, DIRECTOR OF CORPORATE SERVICES.