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MINUTES - General Committee - 20200908 1 Town of Aurora General Committee Meeting Report Date: Time: Location: Tuesday, September 8, 2020 7:00 pm Council Chambers, Aurora Town Hall Council Members: Mayor Mrakas Councillor Kim Councillor Gaertner Councillor Humfryes Councillor Thompson Councillor Gilliland Councillor Gallo Other Attendees: Techa van Leeuwen, Director of Corporate Services Allan Downey, Director of Operations David Waters, Director of Planning and Development Services Robin McDougall, Director of Community Services Rachel Wainwright-van Kessel, Acting Chief Administrative Officer & Director of Finance Michael de Rond, Town Clerk Patricia De Sario, Town Solicitor Samantha Yew, Deputy Town Clerk Linda Bottos, Council/Committee Coordinator Ishita Soneji, Council/Committee Coordinator Cindy Shaver, Communications Specialist _____________________________________________________________________ 1. Procedural Notes Councillor Gallo in the Chair. The Chair called the meeting to order at 7 p.m. 2. Approval of the Agenda General Committee recommends: 2 That the agenda as circulated by Legislative Services, including the following additional items, be approved: • Notice of Motion 9.3 - Councillor Thompson; Re: Audio Recordings of Closed Session Meetings • Notice of Motion 9.4 - Councillor Thompson; Re: Construction of Gymnasium at the SARC Carried 3. Declarations of Pecuniary Interest and General Nature Thereof None 4. Community Presentations None 5. Delegations None 6. Consent Agenda None 7. Advisory Committee Meeting Minutes 7.1 Mayor's Golf Classic Funds Committee Meeting Minutes of July 30, 2020 General Committee recommends: 1. That the Mayor's Golf Classic Funds Committee meeting minutes of July 30, 2020, be received for information. Carried 8. Consideration of Items Requiring Discussion (Regular Agenda) 8.1 OPS20-013 - Review of Urban Forest Study and Associate Forestry Policies General Committee recommends: 1. That Report No. OPS20-013 be received; and 3 2. That Planning & Development Services present a Town initiated amendment to the Comprehensive Zoning By-Law to confirm and define the requirement for a landscape strip for all zones as required for the purposes of tree planting and supporting soil volume; and 3. That the definition of a Landscape Strip be changed to require a minimum 3.0m un-obstructed width solely for the purpose of tree planting and supporting soil volume; and 4. That the Landscape Design Guidelines be amended to: a. Clarify the soil depth required within Landscape Strips be a minimum 0.6m continuous topsoil depth; and b. Increase the Boulevard topsoil depth from 300mm to 450mm continuous depth; and 5. That the Town of Aurora's Engineering standards be reviewed and revised to support an increase in topsoil depth within Town boulevards; and 6. That the Tree Removal/Pruning and Compensation Policy be amended as described in Report No. OPS20-013; and 7. That a by-law to amend the Tree Permit By-law (Number 5850-16) be enacted at a future Council meeting to: a. Confirm the minimum tree size for compensation be 5cm trunk diameter or greater; and b. Refer compensation requirements for minor variance, consent to severe, stable neighbourhoods, site plan and subdivision applications to the Tree Removal/Pruning and Compensation Policy; and c. Forbid tree removal permits from being issued from April 1st to August 31st in respect of the Migratory Birds Convention Act; and 8. That the Tree Protection/Preservation Policy and the Tree Planting and Approved Plant List Policy be amended as described in Report OPS20-013. Carried 4 8.2 CMS20-020 - Pandemic Recovery Planning – Update No. 2 General Committee recommends: 1. That Report No. CMS20-020 be received for information. Carried 8.3 OPS20-009 - By-law Regulating Occupancy, Works, Fouling and Encroachments on Highways General Committee recommends: 1. That Report No. OPS20-009 be received; and 2. That the Highway Occupancy and Encroachment By-law, being a by- law to regulate occupancy, fouling and encroachment onto municipal highways and the repeal of By-law Nos. 4734-05.P, 4744-05.P and 5733-15, be brought forward to a future Council meeting for enactment. Carried 8.4 FIN20-021 - Bill 197 – Update on Proposed Legislative Changes to Development Charges Act and Planning Act General Committee recommends: 1. That Report No. FIN20-021 be received for information. Carried 8.5 FIN20-022 - 2020 Year End Surplus/Deficit Financial Control By-law General Committee recommends: 1. That Report No. FIN20-022 be received; and 2. That a bylaw be enacted to authorize the Treasurer and the Chief Administrative Officer to make the following year-end financial adjustments: a. to allocate any 2020 Operating Fund surplus or deficit as set out in Report No. FIN20-022; and 5 b. to allocate any 2020 surplus or alternatively fund any deficit in the Water, Wastewater, or Storm water budgets to or from the appropriate related reserve accounts; and 3. That the Treasurer and Chief Administrative Officer report to Council after the year end surplus/deficit control adjustments and allocations have been completed. Carried 8.6 FIN20-023 - Safe Restart Funding General Committee recommends: 1. That Report No. FIN20-023 be received for information. Carried 9. Notices of Motion 9.1 Councillor Kim; Re: Sidewalk Installation Policy Whereas in September 2009 Council has approved a “Sidewalk Installation Policy” (#67), for the installation of sidewalks on Town’s roads that ensures connectivity, safety and convenient pedestrian traffic in new development and existing areas, and the policy was subsequently revised in April 2015; and Whereas the Transportation Master Plan Update endorsed by Council in February 2020, identified the existing traffic operational concerns and recommended “TDM, Transit, and Active Transportation Improvements” and “Operational Improvements” as viable alternative solutions to accommodate future growth;” and Whereas “The Active and Safe Routes to School Program” implemented in Aurora has helped to encourage the physical activity of youth, enhance environmental sustainability by reducing greenhouse gas emissions and help alleviate traffic concerns in school areas; and Whereas the Town based on the “Active and Safe Routes to School Program” has implemented “The School Travel Planning Policy (#69)” in December 2013 and set out a mechanism that would allow for student pedestrian priority; and 6 Whereas the Town has a duty to comply with the Accessibility for Ontarians with Disabilities Act (AODA) that took effect January 1, 2016 that requires municipalities to remove barriers to accessibility and to construct sidewalks and pathways where gaps exist; and Whereas while the Town’s population grows, we have to look at sustainable growth measures by implementing active transportation principles and designing complete streets that will further reduce greenhouse gas (GHG) emissions;” 1. Now therefore be it hereby resolved that staff be directed to review the “Sidewalk Installation Policy” (#67), and report back to General Committee before the end October 2020 with proposed revisions for consideration including an approach that provides staff the delegated authority to install sidewalks for existing areas when the road is scheduled for reconstruction. 9.2 Councillor Gallo; Re: Property Acquisition - Library Square Whereas on May 19, 2020 Aurora Council passed the following resolution “A proposed or pending acquisition or disposition of land by the municipality or local board (Section 239(2)(c) of the Municipal Act, 2001); Re: Closed Session Report No. PDS20-046 – Potential Property Acquisition – Library Square”; and Whereas on July 30, 2020 the Town completed the purchase of 15157, 15165, 15171 Yonge Street for $7,500,000 plus $146,475.00 in land transfer fees; and Whereas it is in the interest of all Taxpayers to understand the full details of the purchase and all information that lead to the purchase, which council relied on; 1. Now Therefore Be It Hereby Resolved that the Town of Aurora post all closed session reports pertaining to the purchase of 15157, 15165, 15171 Yonge Street publicly the Library Square page on the Town’s website; and, 2. Be It Further Resolved That those reports include the consultant prepared attachments provided staff receive their consent to be posted publicly. 7 9.3 Councillor Thompson; Re: Audio Recordings of Closed Session Meetings Whereas the Town of Aurora acknowledges our responsibility to provide good government in an accountable and transparent manner; and Whereas the closed session meetings and attendant proceedings of Council are subject to investigation at anytime should a member of the public feel it is warranted; and Whereas the accuracy of the records and/or documentation kept in regards to the closed session meetings and proceedings of Council is therefore vital; and Whereas currently only minutes are taken and there is no verbatim – written or audio-recorded record of the closed session proceedings of Council; and Whereas the Ombudsman recommends that all municipalities make audio recordings or video recordings of all meetings – both open and closed – to ensure a thorough record; and Whereas it provides a clear and accessible record for closed meeting investigators to review, and assists in ensuring that officials do not stray from the legal requirements during closed meetings; and Whereas Council, in 2015, approved an Accountability and Transparency policy with the purpose of ensuring openness, accountability and transparency while protecting the best interests of the Town; 1. Now Therefore Be It Hereby Resolved That staff be directed to report back before the end of the year on the recommendation to have all future closed session meetings of Council audio-recorded; and 2. Be It Further Resolved That the report include recommended policies pertaining to security, limited access for investigation purposes only and what protocols should be put into place for the retention and destruction of these records. 9.4 Councillor Thompson; Re: Construction of Gymnasium at the SARC Whereas in 2017 staff were directed to bring back a report on the feasibility of adding a gymnasium onto the Stronach Aurora Recreation Complex (SARC); and 8 Whereas in the report to the Parks, Recreation and Cultural Services Advisory Committee (PRCSAC) staff supported the concept of constructing a gym and noted it ‘’would be very well received and utilized by the community’; and Whereas in 2018 the PRCSAC committee recommended the construction of a multi-purpose space that maximizes the land available on the southeast corner of the SARC be approved; and Whereas capital project 72410 SARC - Gymnasium was considered in the 2019 budget deliberations but postponed as a result of the overall expansion to the SARC discussion and potential land acquisition at Bloomington; 1. Now Therefore Be It Hereby Resolved That the construction of a multi purpose space/gymnasium be added to the 2021 Capital Budget discussions; and 2. Be It Further Resolved That an option for a single, 6,000 sq. ft. gym, as initially discussed, and a second option for multiple gyms be presented at budget time. 10. New Business Councillor Gilliland inquired about receiving a financial update regarding the Aurora Intercultural Food and Music Festival held last year, and the Mayor provided a response noting an update has been provided from staff. 11. Public Service Announcements Councillor Humfryes expressed her appreciation to staff for their efforts in organizing the Aurora's Drive-in Movie event and all other events held in the Town during the pandemic. Councillor Gilliland extended a reminder that the Aurora Multicultural Festival will be held from Saturday, September 12, 2020 to September 19, 2020, virtually throughout the week and in-person on September 12 and 19, noting more information is available at aurora.ca/multiculturalfestival. Mayor Mrakas expressed his appreciation to staff and referred to appreciation received from residents regarding the sidewalk installation on Kitimat Crescent. Councillor Gilliland expressed her appreciation to the Provincial government for providing $1.2 million to the Town as part of the Safe Restart Agreement. 9 Councillor Gallo expressed his support to all the teachers and support staff resuming the 2020-2021 school year in the ongoing pandemic. 12. Closed Session There are no Closed Session items for this meeting. 13. Adjournment The meeting was adjourned at 8:20 p.m.