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AGENDA - General Committee - 20210302Town of Aurora General Committee Meeting Agenda Date:Tuesday, March 2, 2021 Time:7 p.m. Location:Video Conference Pages 1.Procedural Notes This meeting will be held electronically as per Section 19. i) of the Town's Procedure By-law No. 6228-19, as amended, due to the COVID-19 situation. Mayor Mrakas in the Chair. 2.Approval of the Agenda 3.Declarations of Pecuniary Interest and General Nature Thereof 4.Community Presentations 5.Delegations Note: At this time, the Municipal Offices are closed. This meeting will be live streamed at https://www.youtube.com/user/Townofaurora2012/videos. Anyone wishing to provide comment on an agenda item is encouraged to visit www.aurora.ca/participation for guidelines on electronic delegation. 6.Consent Agenda 7.Advisory Committee Meeting Minutes 7.1.Finance Advisory Committee Meeting Minutes of February 9, 2021 1 That the Finance Advisory Committee meeting minutes of February 9, 2021, be received for information. 1. 7.2.Accessibility Advisory Committee Meeting Minutes of February 10, 2021 4 That the Accessibility Advisory Committee meeting minutes of February 10, 2021, be received for information. 1. 8.Consideration of Items Requiring Discussion (Regular Agenda) 8.1.CMS21-009 - Museum Plan 2021-2025 12 (Presentation to be provided by Shawna White, Curator, Aurora Museum & Archives) That Report No. CMS21-009 be received; and1. That the Museum Plan 2021-2025 be endorsed in principle, subject to Council approval of budgetary implications. 2. 8.2.CMS21-010 - Library Square Alternate Name 61 That Report No. CMS21-010 be received for information.1. 8.3.PDS21-027 - Revisions to Town of Aurora Sidewalk Installation Policy 67 66 That Report No. PDS21-027 be received; and1. That the revised Sidewalk Installation Policy No. 67 attached hereto as Attachment 1 be approved by Council. 2. 8.4.FIN21-009 - Revised 2021 Water, Wastewater and Stormwater Rates 77 That Report No. FIN21-009 be received; and1. That the revised 2021 retail water rate of $2.18 per cubic metre and the retail wastewater rate of $2.79 per cubic metre be confirmed; and 2. That the 2021 flat storm water charges of $9.18 per month for residential and condominium properties and $116.64 per unit per month for metered non-residential commercial/industrial and multi residential properties be confirmed; and 3. That the newly confirmed retail water, retail wastewater and stormwater charge rates become effective for all billings issued by the Town on or after May 1, 2021, and be retroactive for all consumption newly billed on such billings; and 4. That the 2021 bulk water rates of $4.97 per cubic metre, dispensed effective May 1 of the effective year be confirmed; and 5. That the necessary by-law to amend Municipal Waterworks Distribution be brought forward to a future Council meeting for enactment. 6. 8.5.PDS21-010 - Development Planning Fees and Charges Update 84 That Report No. PDS21-010 be received; and1. That the recommended updates to the Town’s Development Planning Fees and Charges, as presented in this report and the attached Appendix ‘A’ (Schedule ‘H’ to Fees and Charges By-law) be approved and that the appropriate by-law amendment be presented to a future Council meeting for enactment. 2. 8.6.PDS21-032 - Application for Site Plan Approval, J.E. Del Management Inc., 2 Scanlon Court, Part of Lot 150, Plan 246, File Number: SP-2019-01 97 That Report No. PDS21-032 be received; and1. That Site Plan Application File: SP-2019-01 to permit the construction of a two-storey industrial building be approved in principle subject to the following conditions: 2. Resolution of all outstanding technical comments from LSRCA, to the satisfaction of the LSRCA and the Director of Planning & Development Services; and a. That the Owner enter into a site plan agreement with the Town to address requirements of the Town and external agencies, including but not limited to, the conveyance of land to the Town for a daylight triangle at the intersection of Scanlon Court and Industrial Parkway North. b. 9.Notices of Motion 10.New Business 11.Public Service Announcements 12.Closed Session There are no Closed Session items for this meeting. 13.Adjournment 1 Town of Aurora Finance Advisory Committee Meeting Minutes Date: Time: Location: Tuesday, February 9, 2021 5:45 p.m. Video Conference Committee Members: Councillor Harold Kim (Chair) Mayor Tom Mrakas Councillor Michael Thompson Other Attendees: Doug Nadorozny, Chief Administrative Officer Rachel Wainwright-van Kessel, Director of Finance Jason Gaertner, Manager, Financial Management Ishita Soneji, Council/Committee Coordinator _____________________________________________________________________ 1. Procedural Notes This meeting was held electronically as per Section 19. i) of the Town's Procedure By-law No. 6228-19, as amended, due to the COVID-19 situation. The Chair called the meeting to order at 5:54 p.m. 2. Approval of the Agenda Moved by Mayor Mrakas Seconded by Councillor Thompson The agenda as circulated by Legislative Services, be approved. Carried Page 1 of 110 2 3. 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. 4. Receipt of the Minutes 4.1 Finance Advisory Committee Meeting Minutes of January 19, 2021 Moved by Mayor Mrakas Seconded by Councillor Thompson That the Finance Advisory Committee meeting minutes of January 19, 2021, be received for information. Carried 5. Delegations None. 6. Matters for Consideration 6.1 Memorandum from Manager, Financial Management; Re: Corporate Revenues & Expenses Budget Line by Line Review Staff provided a brief overview of the line-by-line review of the Corporate Revenues and Expenses Budget, noting that this is the last line-by-line review that will be conducted by the Finance Advisory Committee. The Committee reviewed the budget materials and inquired about several line items and variances. Staff provided clarification on the items including budgets for bank charges, capital loan repayments, other revenue, audit fees, and the industrial vacant land tax revenue class. Moved by Mayor Mrakas Seconded by Councillor Thompson 1. That the memorandum regarding the Corporate Revenues and Expenses Budget Line by Line Review be received; and 2. That the comments and suggestions of the review of the detailed financial information for the Corporate Revenue and Expenses Budget Page 2 of 110 3 be received and referred to staff for consideration and action as appropriate. Carried 6.2 Memorandum from Administrative Assistant to Director, Finance; Re: Internal Audit Status Update Staff provided a brief update regarding the various internal audits conducted in 2019 and 2020. The Committee inquired if any irregularities were found with the WAMCO water reading software data and sought clarification regarding improving process documentation, and staff provided clarification. The Committee referred to the suggestions regarding continuous improvements and inquired about the possibility of formalizing a corporate wide continuous improvement process. Staff provided a response noting that currently various foundational approaches have already been implemented to mitigate the Town's continuous improvement measures on an ongoing basis. Moved by Councillor Thompson Seconded by Mayor Mrakas 1. That the memorandum regarding Internal Audit Status Update be received for information. Carried 7. New Business The Committee sought an update regarding the year-end financial impacts from the ongoing COVID-19 pandemic, and staff provided a response noting that the year-end process is ongoing, and a forecast update is forthcoming. 8. Adjournment Moved by Mayor Mrakas Seconded by Councillor Thompson That the meeting be adjourned at 6:19 p.m. Carried Page 3 of 110 1 Town of Aurora Accessibility Advisory Committee Meeting Minutes Date: Time: Location: Wednesday, February 10, 2021 7:00 p.m. Video Conference Committee Members: Rachelle Stinson (Chair) Matthew Abas (Vice Chair) John Lenchak Max Le Moine Hailey Reiss Jo-anne Spitzer Councillor John Gallo Other Attendees: Mayor Tom Mrakas (ex-officio) Mat Zawada, Accessibility Advisor Ishita Soneji, Council/Committee Coordinator _____________________________________________________________________ 1. Procedural Notes This meeting was held electronically as per Section 19. i) of the Town's Procedure By-law No. 6228-19, as amended, due to the COVID-19 situation. The Council/Committee Coordinator called the meeting to order at 7:03 p.m. The Committee welcomed Councillor John Gallo to the Committee. Rachelle Stinson assumed the Chair at 7:07 p.m. Page 4 of 110 2 2. Appointment of Chair and Vice Chair Moved by John Lenchak Seconded by Matthew Abas That Rachelle Stinson be elected as Chair for Year 2021 of the Accessibility Advisory Committee (2018-2022 Term). Carried Moved by John Lenchak Seconded by Jo-anne Spitzer That Matthew Abas be elected as Vice Chair for Year 2021 of the Accessibility Advisory Committee (2018-2022 Term). Carried 3. Approval of the Agenda Moved by Matthew Abas Seconded by Jo-anne Spitzer That the agenda as circulated by Legislative Services, be approved. Carried 4. Declarations of Pecuniary Interest and General Nature Thereof Matthew Abas made a declaration of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50, regarding Item 7.3, Memorandum from Accessibility Advisory; Re: Site Plan Application SP-2020-12, 180 Industrial Parkway North (Submission #1), due to past employment and current business with the owner of the subject property. Mr. Abas did not participate in any discussion or voting on Item 7.3. 5. Receipt of the Minutes 5.1 Accessibility Advisory Committee Meeting Minutes of December 9, 2020 Moved by Matthew Abas Seconded by Max Le Moine Page 5 of 110 3 That the Accessibility Advisory Committee meeting minutes of December 9, 2020, be received for information. Carried 6. Delegations None. 7. Matters for Consideration 7.1 Memorandum from Accessibility Advisor; Re: Engaged, Inclusive Project Moved by John Lenchak Seconded by Jo-anne Spitzer 1. That the memorandum regarding Engaged, Inclusive Project be deferred to the Accessibility Advisory Committee meeting of March 10, 2021. Carried 7.2 Memorandum from Accessibility Advisor; Re: Site Plan Application OPA- 2017-01, ZBA-2017-03 and SUB-2017-02, 20 and 25 Mavrinac Boulevard (Submission #2) Staff provided an overview of the comments submitted to the Planner by the Accessibility Advisor on behalf of the Committee. The Committee reviewed the drawings and site plan and inquired about the possibility of spacing out the visitor barrier-free parking spots, and staff provided clarification. The Committee supported the submitted comments and had no further comments. Moved by Matthew Abas Seconded by John Lenchak 1. That the memorandum regarding Site Plan Application OPA-2017-01, ZBA-2017-03 and SUB-2017-02, 20 and 25 Mavrinac Boulevard (Submission #2), be received; and 2. That the Accessibility Advisory Committee comments regarding Site Plan Application OPA-2017-01, ZBA-2017-03 and SUB-2017-02, 20 and Page 6 of 110 4 25 Mavrinac Boulevard (Submission #2) be received and referred to staff for consideration and further action as appropriate. Carried 7.3 Memorandum from Accessibility Advisor; Re: Site Plan Application SP-2020- 12, 180 Industrial Parkway North (Submission #1) Staff provided an overview of the comments submitted to the Planner by the Accessibility Advisor on behalf of the Committee. The Committee reviewed the drawings and site plan and inquired about the material to be used for the exterior path of travel and if an elevator would be installed in the building, and staff provided clarification. The Committee supported the submitted comments and had no further comments. Moved by Jo-anne Spitzer Seconded by John Lenchak 1. That the memorandum regarding Site Plan Application SP-2020-12, 180 Industrial Parkway North (Submission #1), be received; and 2. That the Accessibility Advisory Committee comments regarding Site Plan Application SP-2020-12, 180 Industrial Parkway North (Submission #1) be received and referred to staff for consideration and further action as appropriate. Carried 7.4 Memorandum from Accessibility Advisor; Re: Site Plan Application SP-2020- 13, 145-147 Wellington Street West (Submission #1) Staff provided an overview of the comments submitted to the Planner by the Accessibility Advisor on behalf of the Committee. The Committee reviewed the drawings and site plan and sought clarification on the proposed parking arrangement and requested if future submissions can identify the curb depressions surrounding the barrier free parking, and staff agreed to follow up. The Committee supported the submitted comments and had no further comments. Moved by Matthew Abas Seconded by John Lenchak Page 7 of 110 5 1. That the memorandum regarding Site Plan Application SP-2020-13, 145-147 Wellington Street West (Submission #1) be received; and 2. That the Accessibility Advisory Committee comments regarding Site Plan Application SP-2020-13, 145-147 Wellington Street West (Submission #1) be received and referred to staff for consideration and further action as appropriate. Carried 7.5 Memorandum from Accessibility Advisor; Re: Site Plan Application SP-2020- 14, 14452 Yonge Street (Submission #1) Staff provided an overview of the comments submitted to the Planner by the Accessibility Advisor on behalf of the Committee. The Committee reviewed the drawings and site plan and had no further comments. Moved by Matthew Abas Seconded by Max Le Moine 1. That the memorandum regarding Site Plan Application SP-2020-14, 14452 Yonge Street (Submission #1) be received; and 2. That the Accessibility Advisory Committee comments regarding Site Plan Application SP-2020-14, 14452 Yonge Street (Submission #1) be received and referred to staff for consideration and further action as appropriate. Carried 7.6 Memorandum from Accessibility Advisor; Re: Site Plan Application - Northern Trail and Boardwalk Planting Plan Staff provided background on the Town initiated site plan application and reviewed the comments submitted to the Planner by the Accessibility Advisor on behalf of the Committee. The Committee reviewed the site plan and inquired about the material to be used to construct the boardwalk and staff provided clarification. The Committee supported the comments submitted and had no further comments. Moved by Jo-anne Spitzer Seconded by Matthew Abas Page 8 of 110 6 1. That the memorandum regarding Site Plan Application Northern Trail and Boardwalk Planting Plan be received; and 2. That the Accessibility Advisory Committee comments regarding Site Plan Application Northern Trail and Boardwalk Planting Plan be received and referred to staff for consideration and further action as appropriate. Carried 7.7 Memorandum from Accessibility Advisor; Re: Site Plan Application - Vandorf Softball Diamonds Application Staff provided an overview of the memorandum and site plan noting that there were no comments submitted to the Planner by the Accessibility Advisor on behalf of the Committee as the application was in compliance with the required accessibility standards. The Committee reviewed the site plan and inquired about the possibility of installing accessibility bleachers at the site and if adequate accessible attendance and parking spots could be made available, and staff agreed to follow up. The Committee suggested accessible water fountains and universal washroom be added on the site. Moved by John Lenchak Seconded by Jo-anne Spitzer 1. That the memorandum regarding Site Plan Application Vandorf Softball Diamonds Application be received; and 2. That the Accessibility Advisory Committee comments regarding Site Plan Application Vandorf Softball Diamonds Application be received and referred to staff for consideration and further action as appropriate. Carried 7.8 Round Table Discussion; Re: Town of Aurora Accessibility Plan 2018 to 2024 Staff provided a status update on the completed and future operating and capital budget projects including: automatic wave door operators for changerooms at Aurora Family Leisure Complex (AFLC) and Stronach Aurora Recreation Leisure Complex (SARC); AFLC spa railing installation; Page 9 of 110 7 installation of automatic wave door operator and ramp at the Aurora Seniors Centre entrance to the bocce courts; and the Facility Accessibility Design Standards (FADS) project noting that the first draft will be brought to a future Committee meeting for Committee's input. Staff advised that as part of the FADS project, staff intends to investigate concerns and mitigation means around accessible housing and more information regarding this is forthcoming. Staff provided an update on the installation of audible pedestrian signal project on Kennedy and Yonge Street and Henderson Avenue and Yonge Street noting that these projects have been rescheduled to 2022 and 2027 respectively as the associated road reconstruction projects have been rescheduled due to the revised ten-year road reconstruction plan. The Committee inquired about the budget for the projects and possible alternate funding or sponsorship options, and staff provided clarification. Staff further provided an update regarding Information and Communications Standard project noting accessibility training for staff members is ongoing and advised on staff's efforts to date toward achieving Web Content Accessibility Guidelines (WCAG) compliance through maintenance of accessible webpages and documents on the Town's website. Staff advised that maintaining complete compliance of the website at all times is impossible due to constant changes and updates to the website and noted that the Province is allowing compliance extension after the website has been changed to fix accessibility issues as opposed to direct fines. Staff noted that video facility tours of two Town facilities and the updated accessibility check list will be circulated to the Committee for review and comments at the next meeting. Moved by Jo-anne Spitzer Seconded by Max Le Moine 1. That the Accessibility Advisory Committee comments regarding the Town of Aurora Accessibility Plan 2018 to 2024 be received and referred to staff for consideration and further action as appropriate. Carried Page 10 of 110 8 8. Informational Items None. 9. Adjournment Moved by Matthew Abas Seconded by Max Le Moine That the meeting be adjourned at 8:56 p.m. Carried Page 11 of 110 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. CMS 21-0 09 _______________________________________________________________________________________ Subject: Museum Plan 2021-2025 Prepared by: Shawna White, Curator Department: Community Services Date: March 2, 2021 _______________________________________________________________________________________ Recommendation 1. That Report No. CMS21-009 be received; and 2. That the Museum Plan 2021-2025 be endorsed in principle, subject to Council approval of budgetary implications. Executive Summary This report provides Council with a summary of the Aurora Museum & Archives plan to develop and grow. The Next Level: Growing a Robust and Relevant Community Museum 2021-2025 (The Museum Plan) contains Vision and Mission Statements, 4 goals, 15 strategies, and 50 action items. The Museum Plan will be implemented over a five-year period.  There are four Key Areas that guide the new Five-Year Museum Plan.  The Museum Plan is a living document that provides a map for increased use and development of the collection. Background The Aurora Museum & Archives re-opened to the public in June 2015 under Town ownership after the collection was transferred from the Aurora Historical Society. In preparation for the operation of this new entity, a plan was developed; Building the Foundation: A Three-Year Plan. Since 2015, Staff have successfully implemented almost all the Three-Year Plan’s Strategies and Objectives. A report documenting this progress was presented to Council in 2019. This plan builds off the update document as well as an internal situational analysis. Page 12 of 110 March 2, 2021 2 of 5 Report No. CMS21-009 Analysis There are four Key Areas that guide the new Five-Year Museum Plan The updated Five-Year Museum Plan continues the foundational work of the original plan. The original four Key Areas have been modified slightly to reflect the current status of the Museum after the initial plan was implemented. Each area contains an overarching goal, multiple strategies and specific action items related to those strategies. The four Key Areas are:  Access: To Increase Access to the Collection  Collections Management & Conservation: To Maintain and Develop the Collection in Accordance with Accepted Museum Standards and Practice  Partnerships: Connect with Local Residents and Community Groups to Build Capacity  Programmes & Outreach: Connect, Engage and Inspire our Community. The Museum Plan is a living document that provides a map for increased use and development of the collection The next five-year period for the Museum is one of considerable change and opportunity. The Library Square redevelopment project had already turned Museum staff’s attention towards online engagement well before the realities of COVID-19 took hold. While staff work on the back of house activities necessary to engage our audiences virtually, they also look forward to the move back into their home at 22 Church Street and the potential that awaits them. With this in mind, the Museum Plan outlines 15 strategies and 50 action items contained with the four areas outlined above. The full list of action items can be found in the attached Museum Plan beginning on page 5. Below is a summary of the 15 Strategies organized by Key Areas. Access  Develop exhibitions to tell the stories of Aurora  Expand the Museum’s online presence  Facilitate access to the archival holdings  Look beyond our walls  Build a strong research base to support museum initiatives  Make all Museum initiatives as inclusive as possible Page 13 of 110 March 2, 2021 3 of 5 Report No. CMS21-009 Collections Management & Conservation  Maintain accurate, accessible records  Ensure compliance with Standards for Community Museums  Prepare for the move back to 22 Church Street Partnerships  Develop new and diverse partnership opportunities  Connect with local youth  Explore funding opportunities with external partners Programmes & Outreach  Develop compelling programming  Explore formal programming opportunities  Create a strong, independent voice for the Museum Advisory Committee Review Not Applicable Legal Considerations None. Financial Implications All service enhancements proposed under the updated Museum Plan have already been considered as part of the Library Square’s existing approved operating budget with the exception of the proposed uplift of a part time position to full time in 2024. This uplift’s requirements will be included in the 2024 draft operating budget for Council’s review and approval. Table 1 presents a summary of Museum Services’ estimated operating costs arising under this plan from 2021 to 2025. Page 14 of 110 March 2, 2021 4 of 5 Report No. CMS21-009 Table 1 Summary of Estimated Museum Services Operating Requirements 2021 2022 2023 2024 2025 Full-time salaries 190,331 273,993* 273,993 342,834 342,834 Part-time salaries 46,036 46,841 46,841 0 0 Benefits 53,937 74,833 74,833 79,013 79,013 Total Salary & Benefits 290,304 395,667 395,667 421,847 421,847 Other Operating Expenses 91,225 95,410 132,345 134,880 137,540 Total Operating Requirements 381,529 491,077 528,012 556,727 559,387 Approved Budget 381,529 491,077 528,012 530,547 533,207 Net Funding Requirement 0 0 0 (26,180) (26,180) As part of the Library Square governance review, staff will undertake a complete review of the Library Square’s consolidated operating budget. Should overall any further operating funding be required, a request will be presented to Council for its review and consideration at that time. * The addition of an Education and Programmer Coordinator position in 2022 as noted in the Operating Budget was included in the proposed business plan for Library Square as approved by Council in 2019. The final approval of this position, and the timing of the actual hiring, will be requested as part of the final Library Square governance plan and operating budget. Communications Considerations The Town will share the new Museum plan through the Council highlights release, as well as through the website and social media. Communication supports will be required throughout the implementation of the five-year plan and will be established as plans are actioned. Several elements in the plan include specific communication plans – including, for example, Museum-specific social media platform(s) and this will take place through collaboration and consultation with the operating department and Corporate Communications. Link to Strategic Plan The five-year Museum Plan supports the Strategic Plan goal of celebrating and promoting our culture in its accomplishment in satisfying requirements in the following key objectives within these goal statements: Page 15 of 110 March 2, 2021 5 of 5 Report No. CMS21-009  Expand opportunities and partnerships that contribute to the celebration of culture in the community  Actively promote and support a plan to revitalize the downtown that includes culture Alternative(s) to the Recommendation 1. Council may provide further direction. Conclusions This report provides a summary of the Museum’s Five-Year Plan and is seeking Council’s endorsement in principle. Attachments The Next Level: Growing a Robust and Relevant Community Museum 2021-2025 Previous Reports PR15-021 Aurora Museum & Archives Three-Year Plan (July 14, 2015) CMS19-027 Aurora Museum & Archives Museum Plan Status Report (November 26, 2019) Pre-submission Review Agenda Management Team review on February 11, 2021 Approvals Approved by Robin McDougall, Director, Community Services Approved by Doug Nadorozny, Chief Administrative Officer Page 16 of 110 THE NEXT LEVEL Growing a Robust and Relevant Community Museum 2021 –2025 PREPARED JANUARY, 2021 auroramuseum.ca Narrated by JAMES DUTHIE Page 17 of 110 2 The Aurora Collection contains a wealth of important archival and artifact material. It is a wonderfully evolving portal into the story and development of the Town, as well as a window into the changing character of Canadian identity as seen through a regional lens. Community founders, their stories, artifacts, buildings, and monuments are essential to the character of a place. So too are the multitude of life stories of those who arrived through the generations to the present. The Aurora Museum & Archives provides a home for these continuing stories. Mission The Mission of the Aurora Museum & Archives is to serve as a repository for the collective stories and experiences of the Town of Aurora. We are committed to preserving, promoting and presenting the vibrant and ever changing character of the Town by making our collection accessible and available. Mandate The Mandate of the Aurora Museum & Archives is to collect, preserve, exhibit and share material that has a meaningful connection to the Town of Aurora and serves to document its evolving history. Background History The Aurora Museum & Archives re-opened to the public in June 2015 under Town ownership after the collection was transferred from the Aurora Historical Society. The Aurora Historical Society was first established in 1963. Among other activities, the Society built the Aurora Collection and exhibited it in the Aurora Museum. Their mission was to preserve, interpret and promote the social, cultural, and material heritage of the community of Aurora for the education, enrichment, and enjoyment of present and future generations. Since it’s founding, the Society collected over 16,000 artifacts, Page 18 of 110 3 photographs, textiles, books and documents spanning the period from c. 500 BCE to present day. Although the Society operated the Aurora Museum within the Church Street School, there had been no provision for permanent exhibition space for the collection when the building was renovated and reopened as the Aurora Cultural Centre in 2010. In 2013 this was to change with the transfer of the Aurora Collection from the Aurora Historical Society to The Town of Aurora and an agreement with the Aurora Cultural Centre to allow for permanent exhibition of the collection in the Aurora Room beginning January 1, 2014. The Transfer Agreement was executed by Council on August 28, 2013. In preparation for the operation of this new entity, a plan was developed utilizing recommendations contained within the Transfer Agreement, Collection Review, Town of Aurora Strategic Plan and Cultural Master Plan. These documents provided the context for the creation of a Three Year Plan to guide the growth, development and use of the Aurora Collection. Building The Foundation: A Three Year Plan (2015), outlined measurable goals, strategies and objectives organized into Four Key Areas: Access; Collections Management; Conservation; and Outreach. Each goal had measurable strategies and objectives needed to build and grow the Museum. Of the Plan’s 21 Strategies, 16 have been implemented or are in process. The foundation has been built for a dynamic and relevant institution in which to record, collect, preserve, interpret and exhibit our shared stories. This document builds on that foundation. Page 19 of 110 4 The Plan This plan is a living document that provides a map for increased use and development of the collection that responds to local needs and objectives by valuing the cultural heritage and history of our community. It outlines measurable goals, strategies and action items in Four Key Areas: •Access •Collections Management & Conservation •Partnerships •Programmes & Outreach Key functions within the Museum can be classified as being public/external facing or private/internal facing. External facing activities are what the public sees. These include Exhibitions, Publications, Programmes, and our Website. Internal facing activities, on the other hand, happen behind the scenes and include Collections Management, Conservation, and Research. These are the backbone of the Museum. Our public facing activities cannot happen without them. Page 20 of 110 5 Goals, Strategies and Action Items Overview Goal Strategy Action Item Increase Access to the Collection Develop Exhibitions to tell the Stories of Aurora 1.Develop an Exhibition Plan for 2021-2025 2.Look for unconventional and exciting exhibition opportunities 3.Curate annual exhibitions for the Aurora Sport Hall of Fames’ New Inductees 4.Curate rotating displays throughout the Town Expand the Museum’s Online Presence 5.Rework the Museum’s website to allow for more online content 6.Complete the digitization of the photograph collection 7.Create digital versions of past exhibits 8.Develop new tours and content for the On This Spot app 9.Create new digital content including videos and short films Facilitate Access to the Archival Holdings 10. Put archival photographs online 11. Provide and maintain a repository of supporting files, documents and reference Look Beyond Our Walls 12. Continue documentation and restoration of the Pet Cemetery 13. Explore new subjects for documentaries 14. Increase publishing activity 15. Actively explore opportunities outside of the Museum Build a Strong Research Base to Support Museum Initiatives 16. Review and update all research files 17. Update the collections database to reflect new research 18.Digitize property files Make all Museum Initiatives as Inclusive as Possible 19. Work to exceed AODA standards 20. Translate online content into languages other than English 21. Actively research and seek out diverse voices Page 21 of 110 6 Collections Management & Conservation Maintain Accurate, Accessible Records 22. Ensure that every catalogued artifact is in the collection database 23. Address the backlog of uncatalogued artifacts 24. Consistently track artifact movement Ensure Compliance with Standards for Community Museums 25. Ensure that all relevant polices and procedures are in place 26. Continue to monitor and stabilize the environmental conditions in which the collection is stored and exhibited 27. Continue to re-house artifacts and archival materials into new archival grade storage solutions 28. Continue to assess preventative and remedial conservation needs and take appropriate action Prepare for the Move Back to 22 Church St. 29. Draft a storage plan for new spaces 30. Ensure all artifact location records are up to date 31. Coordinate movement of collection back into the new facility 32. Unpack and store artifacts according to the storage plan Partnerships Develop New and Diverse Partnership Opportunities 33. Actively pursue opportunities to include diverse voices 34. Work with other organizations to co-host events and exhibitions 35. Expand the Volunteer Program Connect with Local Youth 36. Continue offering co-op placements and internship opportunities to students 37. Explore opportunities with the Town of Aurora Youth Programming staff 38. Maintain and grow the relationship with York Region District School Board and develop relationships with other school boards Page 22 of 110 7 Explore Funding Opportunities with External Partners 39. Draft applications for any available grant funding 40. Explore opportunities for sponsorship or in-kind donations from the local community to support Museum initiatives Programmes & Outreach Develop Compelling Programming 41. Work with our Cultural Partners to explore collaborative programming opportunities 42. Develop and implement a schedule of exhibition related events 43. Develop and deliver collaborative programming for Town-run Special Events 44. Maintain flexibility to be able to participate in unforeseen opportunities Explore Formal Programming Opportunities 45. Hire an Educator/Public Programme Coordinator 46. Develop an Education Programme for schools 47. Develop facilitated program opportunities for the community Create a Strong, Independent Voice for the Museum 48. Update and restructure the Museum website 49. Develop a communications plan to publicize exhibits, events, and programs 50. Implement independent social media channels Page 23 of 110 8 ACCESS Goal: To Increase Access to the Collection Access to the collection can be defined in both physical and intellectual terms, and is the most public facing part of our work. We strive to develop content that engages multiple audiences, is inclusive, and is developed in accordance with accessibility standards. We do this through multiple entry points including exhibitions, publications, film and our website. Strategy: Develop Exhibitions to tell the Stories of Aurora Current Status & Issues Exhibitions are the most traditional way that museums make their collections accessible. While construction proceeds on the new complex at Library Square, the Museum has been temporarily relocated to Town Hall. While this limits the type and scale of exhibitions that we are able to produce, as we no longer have access to our regular exhibition room, and the bulk of the artifact collection is in storage, it does not prevent us from exploring opportunities for exhibitions in non-traditional spaces. Page 24 of 110 9 Efforts include adapting previous content from our Queen’s York Rangers exhibit so it can be showcased at Town Hall; transforming a wall in the Mayor’s Office with historic images of the Town; and reworking our Wardrobes of Aurora exhibit for display on the second floor of Town Hall. This past year also saw the cancellation of the Aurora Sport Hall of Fame’s annual induction ceremony and accompanying exhibition. While truly unfortunate, this did afford us the opportunity to replace the damaged case at the SARC with little interruption. The new case is more suited to the purpose and will allow for a better viewing experience once the facility fully re-opens. Our aim continues to be the development of exhibition programming with objectives and goals that engage multiple audiences in accordance with accessibility standards. Page 25 of 110 10 Action Items •Develop an Exhibition Plan for 2021-2025 •Look for unconventional and exciting exhibition opportunities •Curate annual exhibitions for the Aurora Sport Hall of Fame •Curate rotating displays throughout the Town Page 26 of 110 11 Strategy: Expand the Museum’s Online Presence Current Status & Issues In preparation for the construction at Library Square, the Museum has been shifting its focus to the virtual realm. This transition was timely as it allowed us to continue offering access to the collection during a very difficult period brought about by the worldwide COVID-19 pandemic. Since the shutdown, the Museum was able to utilize existing exhibition material to create a short film and online exhibition about Aurora’s history as Canada’s Birthday Town in time for virtual Canada Day celebrations. The Museum was also able to re-image amateur footage that was taken of the Temple of Fame play in 2018 to create a silent film that was launched as part of 2020 Culture Days. Both of these films are available for viewing on the Museum’s website. We were also able to develop a new tour for the On This Spot app that provided information about some of the WWI soldiers whose names are engraved on Aurora’s War Memorial. Action Items •Rework the Museum’s website to allow for more online content •Complete the digitization of the photograph collection •Create digital versions of past exhibits •Develop new tours and content for the On This Spot app •Create new digital content including videos and short films Page 27 of 110 12 Strategy: Facilitate Access to the Archival Holdings Current Status & Issues The Museum has an extensive collection of archival documents and photographs in addition to our research files pertaining to properties, families and thematic topics. We receive regular requests for information from members of the public, community groups, heritage professionals and other Town of Aurora departments. While most of the artifact collection is in off-site storage for the duration of construction at Library Square, we have created an archive space in our temporary offices at Town Hall where we are storing the majority of our archival documents and photographs. Having the collection easily available allows Museum staff to facilitate research requests and continue our work making the collection accessible. Action Items •Put a selection of archival photographs online •Provide and maintain a repository for supporting files, documents and reference Page 28 of 110 13 Strategy: Look Beyond our Walls Current Status & Issues We firmly believe that the Museum is much more than what is contained within our walls, and view the Town itself as the Museum. As such, Museum staff have consistently looked for opportunities to document, preserve, and tell the stories of this community in a variety of places beyond our four walls. Since 2016, the Aurora Museum & Archives has taken the lead on the conservation and restoration of the Happy Woodland Pet Cemetery. To date, 644 headstones have been revealed with a total of 454 restored. Work will continue on the site with an expected completion date of 2023/24 when the site will be opened up to visitors with the creation of a new trail system. Staff are also at work developing engaging programming for the site once it is opened. Page 29 of 110 14 In 2016, staff were given the opportunity to highlight items from the collection on a weekly basis in the Auroran newspaper. This content is referred to as the “museum spot” and is created each week in the form of an image of an artifact, archival photo, or museum project, with a short description. In 2018, the Museum was also given the opportunity to write a history column for the same newspaper, known as “Time Traveller’s Diary”. This column helps us further our mandate at no additional cost. Page 30 of 110 15 The Museum has also created an award winning short documentary film with Mountain Goat Film Company. Swift & Bold: The Queen’s York Rangers was our first venture into film and was developed alongside the exhibition of the same name. It was recently selected as an official entry into the Veteran’s Film Festival and won a bronze Telly award. We have since made two additional films as discussed above. Action Items • Continue documentation and restoration of the Pet Cemetery • Explore new themes/subjects for short documentaries • Increase publishing activity • Explore Opportunities Outside of the Museum Page 31 of 110 16 Strategy: Build a Strong Research Base to Support Museum Initiatives Current Status & Issues The museum maintains an extensive network of research material that is utilized in all areas of our work. Our holdings include property files, family files, thematic local history files, a reference library, and archival/artifact specific research. The material located in these files has been collected and built upon by multiple generations of museum staff and, as all good record keeping does, requires a review and update. Action Items: •Review and Update all Research Files •Update the collections database to reflect new research •Digitize Property Files Page 32 of 110 17 Strategy: Make all Museum Initiatives as Inclusive as Possible Current Status & Issues Our public facing initiatives are designed with inclusivity and AODA standards top of mind. For example, our professional short film documentaries include descriptive video and close captioning, our website not only meets but exceeds current AODA standards, and our online tours have just been translated in to French in an effort to be inclusive of our two official languages. It is essential that the many ways we provide access to the collection exceed accessibility standards and begin to acknowledge the language and cultural diversity within our community. From a curation standpoint, we believe that our work needs to reflect the multiplicity of voices that are a reality in any historic or current society. As we collect, curate and publish the stories of Aurora it is essential that they are inclusive of diverse perspectives. Action Items: • Work to exceed AODA standards • Translate online content into languages other than English • Actively research and seek out diverse voices Page 33 of 110 18 COLLECTIONS MANAGEMENT & CONSERVATION Goal: To Maintain and Develop the Collection in Accordance with Accepted Museum Standards Collections Management is a work area often referred to as “back of house” as the tasks are completed out of public view. That being said, it is incredibly important to prioritize this work as our outward facing activities depend on the maintenance and usability of the Collection. This area includes conservation, which refers to the physical integrity of the artifacts and the environmental caretaking activities pertaining to the artifacts. Strategy: Maintain Accurate, Accessible Records Current Status & Issues In 2015, collection software was purchased and is regularly used to maintain catalogue records, images and information. A review of the gift binders and systematic database clean up has begun and it is expected to take a few years to complete. Efforts to eliminate the backlog of item processing are ongoing as the museum continues to collect material directly related to Aurora’s history and ongoing culture. Page 34 of 110 19 There have been three major collection moves since the Museum re- opened. The first was a reorganization of Small Artifact Storage, which took place in the summer of 2015. The second was a reorganization of Large Artifact Storage, which took place in the summer of 2017. The third was the packing and moving of the entire collection in 2020 to prepare for construction at Library Square. Artifact locations were updated after each re-organization was complete. In 2015, a barcoding system was introduced and was completed during the 2020 Collection Move. Action Items: • Ensure that every catalogued artifact is in the collection database • Address the backlog of uncatalogued artifacts • Consistently track artifact movement Page 35 of 110 20 Strategy: Ensure compliance with Standards for Community Museums Current Status & Issues The Ontario Ministry of Heritage, Sport, Tourism and Culture Industries outlines a set of standards for Community Museums in Ontario. These standards touch on all areas of museum work, including: governance, finance, collections exhibition, interpretation and education, research, conservation, facilities, community and human resources. Within each area, the Ministry outlines several requirements in order for a community museum to be compliant. Aside from promoting best practice, these standards also set the bar for what is required of a community museum to be eligible for a Community Museum Operating Grant. While the provincial grant program has been closed to new applications for several years, Museum staff work within these accepted standards and endeavour to be compliant once the program opens up again. While staff endeavour to work towards compliance, there are still a number of outstanding policies and procedures. This is in part due to the lack of existing staff time, and the absence of key staffing positions, such as the Education & Programme Coordinator who would draft the Museum’s Education Policy. Action Items: •Ensure that all relevant polices and procedures are in place •Continue to monitor and stabilize the environmental conditions in which the collection is stored and exhibited •Continue to re-house artifacts and archival materials into new archival grade storage solutions •Continue to assess preventative and remedial conservation needs and take appropriate action Page 36 of 110 21 Strategy: Prepare for the Move Back to 22 Church Street Current Status & Issues Just as the move out of 22 Church Street required meticulous planning and a significant amount of time to execute, so too will the move back in to the new space. At present, the entire museum collection is being stored offsite and all artifact location records are up to date. The immediate priority is to create a storage plan for the new spaces, which will be followed when it is time to move back in and unpack. The move out of 22 Church Street consisted of 30,000+ artifacts, 20,090 barcode labels, 1158 carefully packed boxes, 544 square feet of cushioning foam, 350 feet of acid free tissue, 195 sheets of corrugated plastic pads, 150 silica gel packs, 54 crates, 24 rolls of packing tape, 4 move crews and 1 exhausted but happy Museum team. Action Items: •Draft a storage plan for new spaces •Ensure all artifact location records are up to date •Coordinate movement of collection back into the new facility •Unpack and store artifacts according to the storage plan Page 37 of 110 22 PARTNERSHIPS Goal: Connect with Local Residents and Community Groups to Build Capacity The process of establishing partnerships to deliver programs and events is ongoing. Since 2015, staff have successfully collaborated with numerous community groups to deliver quality programs to both residents and visitors. Some events occur annually, such as Culture Days, Cadet Vigil, and the York Region District School Board Heritage Fair, while others happen only once, such as Party in the Park and Temple of Fame. Museum staff are always looking for new and meaningful ways to partner with local residents and community groups. As we grow our partnerships, it is essential to do so in a diverse and inclusive way. When using the term diversity, we are referring to demographic, visible and socio-economic diversity. Page 38 of 110 23 Strategy: Develop new and diverse partnership opportunities Current Status & Issues As the repository for Aurora’s historic and ongoing narrative, the Museum is tasked with collecting and exhibiting stories reflective of the community which we serve. During the first five years of our operation, the Museum partnered with individuals and community groups to co-curate exhibits, and as we grow it is expected that these partnerships will continue. Action Items: •Actively pursue opportunities to include diverse voices •Work with other organizations to co-host events and exhibitions •Expand the Volunteer Program Page 39 of 110 24 Strategy: Connect with Local Youth Current Status & Issues Since opening, the Museum has hosted several high school co-op students from Aurora and Newmarket, and has formed relationships with post- graduate programs from the University of Toronto, Georgian College, and Fleming College to create dynamic internship placements. During these placements, students have had direct hands on experience with the collection and exhibition activities. Since 2017, the Museum has been fortunate to work closely with the YRDSB to bring the annual Heritage Fair to life. Action Items: •Continue offering co-op placements and internship opportunities to students •Explore opportunities with the TOA Youth Programming staff •Maintain and grow the relationship with YRDSB and develop relationships with other school boards Page 40 of 110 25 Strategy: Explore Funding Opportunities with External Partners Current Status & Issues Each year, staff endeavour to have one project or exhibition supported by some level of external funding. The Museum has been successful in receiving grants for exhibitions and anniversary celebrations and has successfully partnered with local organizations to create innovative programming such as the 52PickMeUp project, Party in the Park, and The Temple of Fame. Action Items: •Draft applications for any available grant funding •Explore opportunities for sponsorship or in-kind donations from the local community to support Museum initiatives Page 41 of 110 26 PROGRAMMES & OUTREACH Goal: Connect, Engage and Inspire our Community Programmes and Outreach capture our efforts to develop and deliver initiatives that respond to community needs and interests while establishing a role within the community that provides educational enrichment opportunities. This area can also be understood as our outward facing efforts that are completed in order to promote and encourage civic engagement. Page 42 of 110 27 Strategy: Develop Compelling Programming Current Status & Issues The Museum has been participating in Town-run special events and community events such as Canada Day, Street Sale and the Farmer’s Market and would like to grow our presence at these events as they present a great opportunity to connect with our community and raise awareness about what it is that we do. In 2020, the reality of COVID-19 dramatically changed the landscape for community events, with many events cancelled or switched to an online platform. Museum staff were part of the organizing team that brought together the Town’s cultural partners to develop and promote programming for Culture Days. This usual Canada wide three-day event was extended into a month long celebration in 2020. With virtual saturation, the team wanted to create an opportunity for residents to participate in hands-on activities from their homes or while socially distanced in the community, and thus the premise for Culture in a Box was developed. Page 43 of 110 28 Contributors to Culture in a Box included: Arts Help, Aurora Cultural Centre; Aurora Farmer's Market; Aurora Museum & Archives; Aurora Historical Society; Aurora Public Library; Aurora Sports Hall of Fame; Marquee Theatrical Productions; Pine Tree Potters’ Guild; Theatre Aurora and Town of Aurora. This successful initiative was enthusiastically received by the community, and resulted in recognition from the Provincial organizers as a runner up for their Spotlight award in the category of Participation from a Distance. Discussions are underway with our Cultural Partners for next year’s Culture Days as well as ways that we can collaborate once Library Square opens. Action Items: •Work with our Cultural Partners to explore collaborative programming opportunities •Develop and implement a schedule of exhibition related events •Develop and deliver collaborative programming for Town-run Special Events •Maintain flexibility to be able to participate in unforeseen opportunities Page 44 of 110 29 Strategy: Explore Formal Programming Opportunities Current Status & Issues Currently, the Museum does not have an educational programmer, which is essential for developing an education program for schools as well as facilitated program opportunities for the community. While staff endeavour to provide programming opportunities, resources are scarce and these opportunities are often for a specific circumstance rather than an ongoing program offering. Action Items: •Hire an Educator/Public Programme Coordinator •Develop an Education Programme for schools •Develop facilitated program opportunities for the community Page 45 of 110 30 Strategy: Create a Strong, Independent Voice for the Museum Current Status & Issues The recent lockdown measure due to the COVID-19 pandemic have clearly illustrated the need for organizations to be able to connect with audiences digitally and often through the use of social media. Museums all around the world have stepped up to create engaging online content as well as facilitate engagement through social media channels. Currently, all of the Museum’s social media content must be distributed through the Town’s official channels. This presents a number of challenges in terms of voice consistency, maximizing reach, and freedom to interact with our digital audience. Since 2017, the Museum has maintained its own website. Currently, the website is in need of an update and some restructuring in order to accommodate our content growth and keep modern. Action Items: •Update and restructure the Museum website •Develop a communications plan to publicize exhibits, events, and programs •Implement independent social media channels Page 46 of 110 Financial Implications Staffing Requirements 2021 2022 2023 2024 2025 Curator 1 1 1 1 1 Collections & Exhibitions Coordinator 1 1 1 1 1 Education & Programme Coordinator - 1 1 1 1 Museum Assistant (Part-time) 1 1 1 - - Museum Assistant Uplift - - - 1 1 Total Staffing Requirements 2 F/T 1 P/T 3 F/T 1 P/T 3 F/T 1 P/T 4 F/T 0 P/T 4 F/T 0 P/T Operating Budget 2021 2022 2023 2024 2025 F/T Salaries $190,331 $273,993* $273,993 $342,834 $342,834 P/T Salaries $46,036 $46,841 $46,841 0 0 Benefits $53,937 $74,833 $74,833 $79,013 $79,013 Total HR $290,304 $395,667 $395,667 $421,847 $421,847 Other Operating Expenses Exhibitions/Collections Management/ Online Initiatives & Programmes $79,415 $83,500 $98,325 $100,100 $101,900 Licenses/ Municipal Business/ Mobile Plan Charges/ Consulting $8,844 $8,900 $12,600 $13,000 $13,500 General Office Supplies $700 $710 $720 $730 $740 Training/ Memberships $2,266 $2,300 $2,700 $2,750 $2,800 School/Group Materials - - $18,000* $18,300* $18,600* Total Other Expenses $91,225 $95,410 $132,345 $134,880 $137,540 Total Operating Expenses $381,529 $491,077 $528,012 $556,727 $559,387 Approved Budget $381,529 $491,077 $528,012 $530,547 $533,207 Net Funding Requirement 0 0 0 ($26,180) ($26,180) * The addition of an Education and Programmer Coordinator position in 2022 as noted in the Operating Budget was included in the proposed business plan for Library Square as approved by Council in 2019. The final approval of this position, and the timing of the actual hiring, will be requested as part of the final Library Square governance plan and operating budget. Funds indicated for school/group materials are contingent on this new position. Page 47 of 110 THE MUSEUM PLAN 2021-2025 TUESDAY, MARCH 2, 2021 AURORA MUSEUM & ARCHIVES GROWING A ROBUST AND RELEVANT COMMUNITY MUSEUM Page 48 of 110 “The Mission of the Aurora Museum & Archives is to serve as a repository for the collective stories and experiences of the Town of Aurora. We are committed to preserving, promoting and presenting the vibrant and ever changing character of the Town by making our collection accessible and available.” Page 49 of 110 Page 50 of 110 Page 51 of 110 Page 52 of 110 Page 53 of 110 Page 54 of 110 Page 55 of 110 Page 56 of 110 Page 57 of 110 Page 58 of 110 Page 59 of 110 THANK YOU ! Page 60 of 110 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. CMS 21-0 10 _______________________________________________________________________________________ Subject: Library Square Alternate Name Prepared by: Phillip Rose-Donahoe, Manager of Library Square Department: Community Services Date: March 2, 2021 _______________________________________________________________________________________ Recommendation 1. That Report No. CMS21-010 be received. Executive Summary Finding an alternate name for the project currently known as Library Square is an important step that will help to better define the space as a downtown destination for community gatherings, arts, culture and heritage activities, special events , recreation and more.  The Town has undertaken external and internal engagement that has built consensus regarding how to define and recognize the new space.  Staff will provide Council with a recommended new name as well as one additional alternative for their consideration in spring of 2021. Background The name Library Square has been associated with the parcel of property that currently encompasses the Aurora Public Library and the heritage schoolhouse at 22 Church St. since at least 1991, when Town Council formally declared that Browning Square would be renamed Library Square. Given the property’s historic ties to the library, it was fitting to use Library Square to identify this property. From 1945 until 1963, the Aurora Public Library was housed in Victoria Hall, and from 1963 until 2001 the Library was located on the east side of the property. Since 2001, the present-day Library has formed the west side of the property. Page 61 of 110 March 2, 2021 2 of 5 Report No. CMS21-010 Library Square continues to be used to describe this parcel of land, as well as the capital construction project currently underway, which includes the following elements:  A 32,000 square foot addition to the Church Street School that features performance space, visual arts studios, museum storage, multi-purpose dance studio, program rooms, café and catering kitchen;  An outdoor square featuring Amphitheatre, water feature, skating loop and seating areas;  An enclosed pedestrian link between the new facility and existing public library, with accessible connection to Yonge Street and downtown; and  New library programming space and rooftop reading garden. While the Aurora Public Library remains a key stakeholder, the project has evolved in such a way that the name Library Square no longer captures the full extent of its cross- sectoral and collaborative nature. Therefore, staff recommend that a new name be chosen to identify the property that encompasses the Library, 22 Church St. (Aurora Museum & Archives and Aurora Cultural Centre), including the new addition, the sky bridge, and outdoor square. Analysis The Town has undertaken external and internal engagement that has built consensus regarding how to define and recognize the new space. In 2018, the Town solicited online feedback from the public regarding possible names for the Library Square project. At the time, the full scope of the project had not been finalized and so the public was asked to propose names for the outdoor square only. Approximately 30 suggestions were submitted using the PlaceSpeak platform on the Town’s website. A number of the suggestions referenced historical figures that people felt were vital to the growth of the town and the nation, such as Machell, Doan, Pearson, Queen Victoria, and Chadburn. Even though the Town recognizes the need to honour the neighbourhood’s heritage, it is also important that the name selected for the new space speaks to Aurora’s contemporary status as a progressive and diversifying municipality. Ultimately, the staff committee tasked with reviewing the proposed names were unable to reach a consensus regarding any one name. Page 62 of 110 March 2, 2021 3 of 5 Report No. CMS21-010 In addition to soliciting online public feedback, staff also hosted a series of workshops with Mayor and Council in November 2020. The following is a summary of the key takeaways from these engagement sessions:  The cultural context and heritage of the place should be considered when developing a name, while also taking into account the changing nature of the community and shifts in demographics;  Different parts of the facility can be given different names and it is important that the names for each building/element be unique so that they can be clearly distinguished from one another;  The name should indicate that this is a municipal project by including Aurora in the final name;  The name should convey that the new space will be home to arts and culture activities but will also be a family-friendly community complex that is vital to economic development and downtown revitalization; and  Some words that can be used to describe the space include: innovation, creativity, collaboration, community, future, modern, arts, unity, fun, bright, playful, inspirational, forward thinking, imagination, unique, moving, dynamic, connection, safe, inclusive, history, junction, cool, out-of-the-box, magnetic, geographical anchor, welcoming, special, culture, gathering, destination. In addition to these points, staff also believe that names should be kept reasonably short and easy to pronounce, spell and remember, and that names of persons, living or deceased, should be avoided. Staff will provide Council with a recommended new name as well as one additional alternative for their consideration in spring of 2021. Moving away from the name Library Square will provide an opportunity to choose a different name that better reflects the types of services, programs and partnerships that will occur at the new and existing spaces. Staff will be consolidating available and relevant research, as well as consultation data, and commercial comparisons, and will bring forward a recommended new name plus an additional alternative for Council’s consideration in the spring of 2021. In selecting a new name, staff will follow the implementation process established in the Public Facilities Renaming Policy (2002). Moreover, staff will consider how the name chosen might be leveraged for fundraising purposes and ensure that the renaming process complements the upcoming fundraising campaign slated to begin in March 2021. Page 63 of 110 March 2, 2021 4 of 5 Report No. CMS21-010 Following Council’s decision, and consistent with a number of recognizable public squares across North America (e.g., Celebration Square, Mississauga; Yonge Dundas Square, Toronto; Centre in the Square, Kitchener; Times Square, New York City; and Logan Square, Chicago), once a name is selected for the project as a whole, staff will develop a brand for the new space that can be used for sales and marketing. Advisory Committee Review Not applicable. Legal Considerations The renaming of this facility is being done in accordance with the Town’s Public Facilities Renaming Policy. Financial Implications There are no financial implications arising as a result of this report. Communications Considerations The Town of Aurora will use ‘Inform’ and ‘Consult’ as the levels of engagement for this project. There are five different levels of community engagement to consider, with each level providing the community more involvement in the decision-making process. These levels are: Inform, Consult, Involve, Collaborate and Empower. Examples of each can be found in the Community Engagement Policy. These options are based on the International Association of Public Participation (IAP2) Spectrum and assist in establishing guidelines for clearly communicating with our public and managing community engagement. In order to inform, this report with be posted to the Town’s website and the Library Square dedicated web page. Link to Strategic Plan The development of Library Square supports the following Strategic Plan goals and key objectives: Supporting an exceptional quality of life for all in its accomplishment in satisfying requirements in the following key objectives within these goal statements:  Invest in sustainable infrastructure Page 64 of 110 March 2, 2021 5 of 5 Report No. CMS21-010  Celebrating and promoting our culture  Encourage an active and healthy lifestyle  Strengthening the fabric of our community Alternative(s) to the Recommendation 1. Council may provide further direction. Conclusions Staff will undertake a number of next steps to determine the final name for the project currently known as Library Square and return in the spring of 2021 with a recommended new name as well as one alternative for Council’s consideration. Attachments None Previous Reports None Pre-submission Review Agenda Management Team review on February 11, 2021 Approvals Approved by Robin McDougall, Director Community Services Department Approved by Doug Nadorozny, Chief Administrative Officer Page 65 of 110 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. PDS 2 1 -0 27 _______________________________________________________________________________________ Subject: Revisions to Town of Aurora Sidewalk Installation Policy 67 Prepared by: Michael Bat, Traffic/Transportation Analyst Department: Planning and Development Services Date: March 2, 2021 _______________________________________________________________________________________ Recommendation 1. That Report No. PDS21-027 be received; and, 2. That the revised Sidewalk Installation Policy No. 67 attached hereto as Attachment 1 be approved by Council. Executive Summary As directed by Council at its meeting of September 29, 2020, this report presents to Council proposed revisions to the Town’s Sidewalk Installation Policy No. 67.  The recommended revisions to the Town’s Sidewalk Installation Policy No. 67 will allow the Town to continue building a safe and accessible sidewalk system through the elimination of sidewalk gaps and the removal of barriers.  The Town’s existing Sidewalk Installation Policy is generally aligned with those of other municipalities surveyed by Staff. Background Council adopted the Sidewalk Installation Policy No. 67 in September 2009, to guide the installation of sidewalks on public roads to ensure connectivity, safety and convenient pedestrian traffic in new developments and existing communities. The policy was subsequently amended in April 2015 to incorporate a number of technical items. On September 29, 2020, Council passed the following motion: Page 66 of 110 March 2, 2021 2 of 5 Report No. PDS21-027 “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 of the first quarter of 2021 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.” Analysis The recommended revisions to the Town’s Sidewalk Installation Policy No. 67 will allow the Town to continue building a safe and accessible sidewalk system through the elimination of sidewalk gaps and the removal of barriers Sidewalks represent a critical component of the transportation network necessary to support a safe, accessible and walkable municipality. The Town’s Sidewalk Policy enables the Town to install sidewalks where they are not present in order to remove barriers to accessibility, complete gaps in the Town’s active transportation network, and help all residents and visitors connect to transit, schools and other neighbourhood amenities. A blacklined Sidewalk Installation Policy No. 67 is provided in Attachment 1. The major change is to assign to the Director responsible for engineering services the authority to approve the installation of sidewalks on local roads where they are missing, on one or both sides of the right-of-way as part of road reconstruction project in accordance with Town design standards. Property owners will continue to have the option of delegating Council should they have a concern with the installation of a new sidewalk but Council approval is no longer proposed to be part of the formal policy. However, Council can still provide direction to staff with regards to the installation and any modifications to the Town’s design standards for sidewalks. Staff are proposing some housekeeping revisions to the Policy such as a minor increase to the response rate required for a community petition to request the installation of a sidewalk from 66% to 70% (to align with the Town’s Traffic Warrant Policy) and necessitating the design and location of sidewalks to be AODA compliant. The Town’s existing Sidewalk Installation Policy is generally aligned with those municipalities surveyed by Staff Staff reviewed the sidewalk installation practices of a number of municipalities within the GTA. The findings are summarized in Attachment 2. Page 67 of 110 March 2, 2021 3 of 5 Report No. PDS21-027 The results of the survey indicate that the Town’s current policy is generally consistent with those of other municipalities, with road reconstruction representing the primary reason for adding new sidewalks in neighbourhoods where gaps exist in the network. With regards to approving sidewalks, East Gwillimbury is the only municipality surveyed that requires Council approval. Where a policy is in place like Newmarket, Markham and Toronto, staff have delegated authority to approve sidewalks where gaps exist in the network to promote connectivity, active transportation and pedestrian safety. Richmond Hill and Vaughan do not have a formal policy but still delegate approve to staff for new sidewalks. Advisory Committee Review Not Applicable. Legal Considerations The decision of whether to install a sidewalk is generally a policy decision. In accordance with the Municipal Act, Council decisions that are made in good faith normally does not entail liability for such a decision. Once a sidewalk within the municipality is installed it will be the legal responsibility of the Town to maintain it in accordance to Town standards and provincial legislation. Financial Implications There are no financial implications to the Town as the 10-year capital plan has identified sidewalk gaps in existing developed areas. The financial implications for developers of in-fill sites will not change, as sidewalks have always been a requirement for any site plan application that warranted a sidewalk. Communications Considerations The Town of Aurora will provide information to residents where sidewalks are being installed by way of regular project communications. Page 68 of 110 March 2, 2021 4 of 5 Report No. PDS21-027 Link to Strategic Plan This report supports the Strategic Plan goal of Support an Exceptional Quality of Life for All by examining traffic patterns and identify potential solutions to improve movement and safety at key intersections in the community. Alternative to the Recommendation 1. That Council provide direction. Conclusion The Town’s existing Sidewalk Installation Policy is generally consistent with those municipalities surveyed by Staff. In addition to some housekeeping revisions, the only significant change staff are proposing is to formally assign delegated authority for approving new sidewalks on local roads to the Director responsible for engineering services. However, the Policy continues to offer property owners the option of delegating Council prior to the issuance of a final decision by Staff. Council can still provide direction to staff with regards to the installation and any modifications to the Town’s design standards for sidewalks. An updated and robust sidewalk installation policy will ensure consistency with respect to the requirements for the installation of sidewalks on Town roads as well as support the larger community benefits of improved pedestrian connectivity and increased public safety. Attachments Attachment 1 – Blacklined Sidewalk Installation Policy No. 67 Attachment 2 – Municipal Survey of Sidewalk Installation Policies & Procedures Previous Reports Staff Report No. PW09-049, Sidewalk Policy, September 8, 2009. Pre-submission Review Agenda Management Team review on February 11, 2021 Page 69 of 110 March 2, 2021 5 of 5 Report No. PDS21-027 Approvals Approved by David Waters, MCIP, RPP, PLE, Director, David Waters, MCIP, RPP, PLE Approved by Doug Nadorozny, Chief Administrative Officer Page 70 of 110 Pg.1 POLICY NO. 67 EFFECTIVE DATE: FIRST REVISION DATE: SECOND REVISION DATE: September 22, 2009 April 21, 2015 March 2, 2021 SUBJECT/NAME: SIDEWALK INSTALLATION PURPOSE: To establish a policy for the installation of sidewalks on the Town’s roads. POLICY: To ensure connectivity, safety and convenient sidewalks for pedestrian traffic in new development and existing areas by completing gaps in the Aurora’s walking network that help all residents and visitors connect to transit, schools and other neighbourhood amenities. NEW DEVELOPMENT AREAS: 1.ARTERIAL ROADS: Sidewalks shall be constructed on both sides of the roadway. 2.COLLECTOR ROADS: Sidewalks shall be constructed on both sides of the roadway when the road is constructed. 3.INDUSTRIAL COLLECTOR ROADS: Sidewalks shall be constructed on both sides of the roadway when development occurs. 4.LOCAL ROADS: The Director responsible for engineering services has delegated authority to install sidewalks. Sidewalks shall be constructed on one side of the roadway with the following exceptions,: a.Sidewalks are not required for cul-de-sacs with 30 units or less, unless the paths or walkways are within the cul-de-sac; b.Sidewalks shall be on both sides of the street if adjacent to high pedestrian generators like schools, institutional or commercial uses; c.All public walkways are required to connect to a sidewalk. TOWN OF AURORA PLANNING AND DEVELOPMENT SERVICES POLICY & PROCEDURE MANUAL Attachment 1 Page 71 of 110 Pg.2 EXISTING AREAS: 1. ARTERIAL ROADS: a. Sidewalks shall be constructed on both sides of the street when development exists. b. Sidewalks shall be constructed on both sides of the street if the arterial road is being re-constructed and/or development is planned to be constructed abutting the roadway. 2. COLLECTOR ROADS: a. Sidewalks shall be constructed on both sides of the street when at least one of the following criteria is met: i. The road is classified as a collector road based on Schedule “I” of the Town of Aurora Official Plan; ii. The road is scheduled to be reconstructed; iii. There is sufficient road allowance to accommodate sidewalks on both sides of the street; iv. Adjacent to high pedestrian areas such as schools, institutions, commercial, industrial and parks or pedestrian linkages. b. If site condition does not permit for sidewalk on both sides, sidewalk on one side will be constructed. 3. LOCAL ROADS: a. Sidewalks shall be constructed on both sides of the street, as part of a road reconstruction project, if the local road meets the following criteria: i. The road is scheduled to be reconstructed; and ii. There is sufficient road allowance to accommodate sidewalks on both sides of the street; and iii. Adjacent to high pedestrian areas such as schools, institutions, commercial, industrial and parks or pedestrian linkages. b. If the above criteria are not met sidewalks shall be constructed on one side of the street as part of a road Page 72 of 110 Pg.3 reconstruction project. c. Should it be determined that a sidewalk is not feasible to be constructed on at least one side of street, the following is a partial list of reasons for not constructing a sidewalk: i. Insufficient road allowance ii. Zoning constraints iii. Private land acquisition and/or expropriation iv. Severe geometrics or grading issues v. Excessive costs SIDEWALK DESIGN AND LOCATION: a. Site conditions may dictate the locations and design of sidewalks. Proper engineering design and safety constraints shall be paramount when locating and designing sidewalks. As well, new and replacement sidewalks including curb cuts must be designed to ensure pedestrian accessibility and compliance to AODA requirements. b. Sidewalks shall be constructed according to the latest version of the Town’s Design Criteria Manual Standards. c. A boulevard area between the sidewalk and curb should be constructed to a preferred minimum of 2.0 metres. However, boulevard area widths for existing streets will be determined on an individual basis due to existing constraints such as driveway lengths and utility locations. d. Sidewalk locations shall be dictated by, but not limited to, factors such as: cost, street lights, utility locations; geometric constraints (driveway slopes), connectivity of the sidewalk system, topographical constraints (land grades), and physical constraints (road allowance). PUBLIC CONSULTATION: a. If a community submits a petition with at least 70% support, based on the total number of households affected, requesting for sidewalk installation, a sidewalk shall be constructed when funds are available or if under the Municipal Act, the community wishes to fund the project. Page 73 of 110 Pg.4 b. If during the design of a reconstruction project residents are not in favor of a sidewalk, a delegation may be brought forward to Council to request special consideration. Concerns shall be brought to the attention of Town staff for further assistance in the process. Town staff shall undertake design consultation with adjacent property owners to minimize impacts to public and private property. c. Heritage Districts shall be given additional consultation opportunities in line with current heritage policies. David Waters, MCIP, RPP, PLE Director of Planning and Development Services Page 74 of 110 Attachment 2: Municipal Survey of Sidewalk Installation Policies & Procedures Municipality Policies & Procedures Approval Authority Public Consultation Toronto Installing Sidewalks on Arterials and Collectors: Sidewalks shall be installed, where they are missing, on both sides of the road a) during road reconstruction and b) as a standalone capital project based on identified needs and budget availability. Installing Sidewalks on Local Roads: The General Manager of Transportation Services has delegated authority to install sidewalks: a) where they are missing, on one or both sides of the road as part of road reconstruction and b) where accommodation for a person or persons with a disability, as defined by the Ontario Human Rights Code, is identified. General Manager of Transportation Services Yes, the City will undertake design consultation with adjacent property owners to minimize impacts to public and private property. Markham City Council has adopted a City-wide Infill Sidewalk Five-Year Capital Plan to address immediate public safety issues related to sidewalk gaps in Collector and Arterial roads. Infill sidewalk projects on local residential streets will be considered via petition identifying support from all affected residents living on the street. City staff Yes, the City will undertake design consultation with adjacent property owners to minimize impacts to public and private property. Newmarket “For local streets, sidewalks shall be constructed on one side of the street as part of a road reconstruction project. Sidewalks shall be constructed on both sides of the street, as part of a road reconstruction project, if the local road meets certain criteria. If a community submits a petition with at least 66% support, based on the total number of households affected, requesting a sidewalk, a sidewalk shall be constructed when funds are available or if under the Municipal Act, the community wishes to fund the project.” Town staff Yes, public consultation applies to existing collector and local road classifications. Page 75 of 110 Attachment 2: Municipal Survey of Sidewalk Installation Policies & Procedures Richmond Hill No Formal Policy in Effect City staff Council delegation Vaughan No Formal Policy in Effect City staff Council delegation East Gwillimbury No Formal Policy in Effect Council Council delegation Page 76 of 110 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. FIN 21-0 09 _______________________________________________________________________________________ Subject: Revised 2021 Water, Wastewater and Stormwater Rates Prepared by: Laura Sheardown, Financial Management Advisor Department: Finance Date: March 2, 2021 _______________________________________________________________________________________ Recommendation 1. That Report No. FIN21-009 be received; and 2. That the revised 2021 retail water rate of $2.18 per cubic metre and the retail wastewater rate of $2.79 per cubic metre be confirmed; and 3. That the 2021 flat storm water charges of $9.18 per month for residential and condominium properties and $116.64 per unit per month for metered non-residential commercial/industrial and multi residential properties be confirmed; and 4. That the newly confirmed retail water, retail wastewater and stormwater charge rates become effective for all billings issued by the Town on or after May 1, 2021, and be retroactive for all consumption newly billed on such billings; and 5. That the 2021 bulk water rates of $4.97 per cubic metre, dispensed effective May 1 of the effective year be confirmed; and 6. That the necessary by-law to amend Municipal Waterworks Distribution be brought forward to a future Council meeting for enactment. Executive Summary The purpose of the report is to revise and confirm the 2021 rates for water, wastewater and stormwater services for billings issued on or after May 1, 2021.  The proposed lower rates for water and wastewater pass along the savings from the Region Page 77 of 110 March 2, 2021 2 of 6 Report No. FIN21-009  The average household will save $56.16 over the 12-month period beginning May 1st compared to the rates planned in the budget  The timing of the Town’s water, wastewater and stormwater rate changes is important in ensuring fairness to all customers Background The 2021 to 2022 Budget included rates for water, wastewater and storm water Water, wastewater and storm water budgets are fully funded through the rates charged to residents and businesses. The 2021 to 2022 Budget assumed an increase in the cost for purchased water and wastewater from York Region at a rate of 2.9% with the caveat that should the Region reduce their rates to the Town then the rates included in the budget for water and wastewater would be revised to reflect the savings. On December 10th, 2020, Regional Council decided to not increase their rates charged to the local municipalities including Aurora. Analysis The proposed lower rates for water and wastewater pass along the savings from the Region The approved 2021 to 2022 Budget included a proposed 2.9% increase from the Region on wholesale costs for water and wastewater. During the period when Aurora’s Council was reviewing the budget, the Region decided to forgo an increase to wholesale costs for 2021. This report proposes that the rates for water and wastewater are reduced to pass along the savings from the Region to the Town. These proposed revised rates in Table 1 remove the 2.9% increase that was included in the 2021 to 2022 Budget resulting in a decrease to the rates compared to budget while continuing to fully-fund the rate funded services. Page 78 of 110 March 2, 2021 3 of 6 Report No. FIN21-009 Table 1 Revised rates compared to budget The average household will save $56.16 over the 12-month period beginning May 1st compared to the rates planned in the budget The average household receives a bill for water, wastewater and storm water services every three months. Water and wastewater is charged based on usage per cubic meter and the storm water charge is a monthly flat fee. Since on average a household uses 54m3 of water every three months, they can expect that they will pay $14.04 less per bill or $56.16 over the 12-month period beginning May 1st as shown in Table 2 below. Table 2 Average user rate billing per household 2020 Rate Budget Revised Change Budget Revised Change Water and Wastwater ($/m 3): Water Rate 2.18$ 2.34$ 2.18$ (6.8%)2.34$ 2.21$ (5.6%) Wastewater Rate 2.77$ 2.89$ 2.79$ (3.5%)2.90$ 2.82$ (2.8%) Combined Rate 4.95$ 5.23$ 4.97$ (5.0%)5.24$ 5.03$ (4.0%) Stormwater Rate ($/month): Residential 7.09$ 9.18$ 9.18$ -11.69$ 11.69$ - Non-Residential 90.07$ 116.64$ 116.64$ -148.51$ 148.51$ - 2021 2022 2020 Revised Budget Revised Change Budget Revised Change Water 54m3 $117.72 $126.36 $117.72 ($8.64)$126.36 $119.34 ($7.02) Wastewater 54m3 $149.58 $156.06 $150.66 ($5.40)$156.60 $152.28 ($4.32) Stormwater 3 months $21.27 $27.54 $27.54 -$35.07 $35.07 - Average Quarterly Bill $288.57 $309.96 $295.92 ($14.04)$318.03 $306.69 ($11.34) Average Annual Bill $1,154.28 $1,239.84 $1,183.68 ($56.16)$1,272.12 $1,226.76 ($45.36) 2021 2022 Page 79 of 110 March 2, 2021 4 of 6 Report No. FIN21-009 The timing of the Town’s water, wastewater and stormwater rate changes is important in ensuring fairness to all customers Residential water and wastewater billings are issued on a quarterly basis. A monthly stormwater charge is included on all issued bills. The Town has three billing cycles that encompass all of the residential water accounts. Each of these cycles are billed four times throughout a 12-month period. Non-residential accounts are billed on a bi-monthly basis, receiving six bills during a 12-month period. Historically, rate changes are effective May 1st and remain in place for the next twelve months. Advisory Committee Review Not applicable. Legal Considerations The rates for water, wastewater and stormwater must be confirmed by Council. The rates to be confirmed support a budget that provides sufficient resources for the Town staff to meet all statutory responsibilities of the Town as an owner and operator of systems for water distribution, wastewater collection and stormwater collection and management. Financial Implications The water, wastewater and stormwater budgets are all full cost recovery driven. In developing the budgets, water flows estimates are made, wholesale costs then determined, operating and administrative costs developed, internal charges confirmed, and contribution requirements for reserves are established. Ultimately, the full costs of these services are then recovered by establishing rates required to do so for the forecasted volumes. Should Council confirm the rates recommended by staff, the underlying identified gross operating requirements for each service are financially feasible and in compliance with all applicable legislation. Communications Considerations The revised water and wastewater rates will be shared with residents and businesses by way of posting to the Town of Aurora’s website, as well as additional communication materials such as tax bills. Page 80 of 110 March 2, 2021 5 of 6 Report No. FIN21-009 Link to Strategic Plan Strategic Plan Goal of Supporting an Exceptional Quality of Life for All Objective 2: Invest in Sustainable Infrastructure. Both legislation and fiscal management lead to creating sustainable water, wastewater and stormwater infrastructure. Providing the appropriate rates ensures that sufficient revenues are generated to create financial sustainability and maintain assets accordingly. Alternative(s) to the Recommendation 1. Council may choose to accept, amend or reject any or all of the recommendations of this report. Conclusions The water, wastewater and stormwater programs are all funded through a rate structure based on consumption and full cost recovery. Overall, the rates to be confirmed result in a combined increase of $29.40 annually for 2021 for the average residential household. Overall, the rates to be confirmed result in a combined increase of $29.40 annually for 2021 for an average residential household. On a combined basis, the rates outlined in the recommendations are in line with previous year’s increases and represent a prudent approach to achieving full cost recovery for future years. All new rates become effective for all billings issued by the Town on or after May 1, 2021 and 2022 respectively and be retroactive for all consumption newly billed on such billings. This approach is consistent with past years, and ensures all properties receive the same number of bills at the old and new rates. Attachments Attachment #1: 2021 Water, Wastewater and Stormwater Rates Previous Reports None. Pre-submission Review None. Page 81 of 110 March 2, 2021 6 of 6 Report No. FIN21-009 Approvals Approved by Rachel Wainwright-van Kessel, CPA, CMA, Director, Finance Approved by Doug Nadorozny, Chief Administrative Officer Page 82 of 110 Attachment # 1 2021 Proposed Water, Wastewater, and Storm Sewer Rates 1. Water Wastewater Combined (a) Metered Service $2.18 $2.79 $4.97 per m3 per m3 of water per m3 consumed (b) Non-metered Service Flat Rate Flat Rate Flat Rate (Refusal by homeowner $144.00 per unit $169.00 per unit $313.00 per unit to install meter) per month per month per month (c) Non-metered Service Flat Rate Flat Rate Flat Rate (Installation not $72.00 per unit $84.00 per unit $156.00 per unit physically possible) per month per month per month 2. Storm Sewer Flat Rates (a) All Residential and Residential Condominium Properties - $9.18 per unit, per month. (b) All Non-Residential, Commercial, Industrial and Multi-residential Apartment Properties - $116.64 per meter per month. 3. Penalty for Late Payment 3. All billings are due and payable as stated thereon and shall, if not paid on or before the due date stated, be subject to a one-time late payment penalty of five percent (5%) of the total billed, plus the monthly interest rate of one and one quarter percent (1.25%) (being fifteen percent (15%) per annum), calculated from the first day of the month after the account is overdue. 4. Bulk Purchase of Water $4.97 per m3 Page 83 of 110 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. PDS21 -0 10 _______________________________________________________________________________________ Subject: Development Planning Fees and Charges Update Prepared by: Anna Henriques, Manager, Development Planning Department: Planning and Development Services Date: March 2, 2021 _______________________________________________________________________________________ Recommendation 1. That Report No. PDS21-010 be received; and, 2. That the recommended updates to the Town’s Development Planning Fees and Charges, as presented in this report and the attached Appendix ‘A’ (Schedule ‘H’ to Fees and Charges By-law) be approved and that the appropriate by-law amendment be presented to a future Council meeting for enactment. Executive Summary This report seeks Council’s approval of recommended updates to the Town’s Development Planning Fees and Charges:  In September 2019, the Town retained Watson and Associates Economists Ltd. to undertake a review of its Development Planning Fees and Charges.  In January 2020, Council endorsed, in principle, Watson’s recommended updates to the Town’s Development Planning Fees and Charges, subject to consultation with the development industry (BILD) and the public.  Staff recommend a phased implementation of Watson’s recommended updates to the Development Planning Fees and Charges with 50% of the recommended increases in 2021 and 100% in 2022.  Recommended process improvements from the 2020 Planning DAP review will be reviewed prior to implementing 100% of the recommended fee increases to ensure alignment with staff time and effort. Page 84 of 110 Select meeting date 2 of 6 Report No. PDS21-010  Next steps include providing notice in accordance with the Town’s Notice Provision Policy prior to bringing amendments to the Town’s Fees and Charges By-law (Schedule ‘H’) forward to Council for enactment. Background In September 2019, the Town retained Watson and Associates Economists Ltd. to undertake a review of its Development Planning Fees and Charges Since the last comprehensive review of the Town’s Planning Fees and Charges in 2007, there have been many changes to Provincial planning policy that have resulted in changes in the types and annual volumes of planning applications submitted to the Town. In addition, the Town has experienced an increase in the complexity of applications submitted which ultimately impacts review times and processes. In response to the changes in Planning Application types, volumes and complexity, the Town retained Watson in September 2019 to review and update its Planning fees and charges. The primary objectives were to:  Review and update of the Town’s A.B.C. model (2007 review) for planning application review processes to determine the full cost of service and historic levels of cost recovery;  Determine full cost recovery fees for planning applications; and,  Recommend new fees and fee structure. The review concluded that the Town’s full cost of service delivery for Planning Application review is approximately $1.5 million and on average only 64% ($944,000) is currently being recovered. Watson recommended fee increases (see Appendix ‘B’) to increase the overall Planning Application cost recovery from 64% to 95% and to increase the budgeted Planning Application revenue by 49%. In January 2020 Council endorsed, in principle, Watson’s recommended updates to the Town’s Development Planning Fees and Charges, subject to consultation with the development industry (BILD) and the public Consultation with the development industry (BILD) took place in February 2020. BILD expressed their appreciation for the opportunity to provide input and provided comments stating that fee increases should align with staff time and effort and should be commensurate with an enhanced level of service provided by the Town. Page 85 of 110 Select meeting date 3 of 6 Report No. PDS21-010 Notice will be provided to the public on the Town’s website and in the Town newspaper prior to enactment of the By-law to update the Development Planning Fees and Charges, in accordance with the Town’s Notice Provision Policy. Analysis Staff recommend a phased implementation of Watson’s recommended updates to the Development Planning Fees and Charges with 50% of the recommended increases in 2021 and 100% in 2022 The Town’s Planning Fees and Charges review was completed in February 2020, however, due to COVID, the recommended fee increases were not presented to Council for enactment. Further, in July 2020, the Town undertook a review of the Planning Development Approvals Process (DAP) to identify opportunities for process improvements. Now that both the Town’s Planning fees and processes have been reviewed, staff recommend moving forward with updates to the Planning fees and charges, as recommended by Watson. To address concerns regarding the potential impact of Planning fee increases during the pandemic staff recommend that 50% of the recommended increases be implemented in 2021 and 100% of the increases be implemented in 2022. The recommended fee increases to Schedule ‘H’ of the Town’s Fees and Charges By- law 6293-20, as amended, for 2021 are shown on Appendix ‘A’. Implementation of 50% of the fee increases recommended by Watson in 2021 will increase the overall Planning Application cost recovery from 64% to 79.5%. Recommended fee increases for 2022 (100% of recommended increases by Watson) will be presented to Council for their consideration was part of the annual review of the Town’s Fees and Charges in the final quarter of 2021. Implementation of 100% of the fee increases recommended by Watson in 2022 will increase the overall Planning Application cost recovery from 64% to 95%. Staff note that Watson’s recommendations do not include a fee increase for Stable Neighbourhood Site Plan applications and include a minor fee increase for Minor Variance applications recognizing that the majority of applicants for these types of applications are Town residents. Page 86 of 110 Select meeting date 4 of 6 Report No. PDS21-010 Recommended process improvements from the 2020 Planning DAP review will be reviewed prior to implementing 100% of the recommended fee increases to ensure alignment with staff time and effort Implementation of 100% of the recommended Planning fee increases, as recommended by Watson, will ensure the Town recovers the majority of anticipated costs to process planning applications. Prior to bringing forward 100% of the fee increases in 2022, for Council consideration, staff will review recommendations from the 2020 DAP review to determine which have been implemented and how they impact staff time and effort to ensure they align with fee increases. Next steps include providing notice in accordance with the Town’s Notice Provision Policy prior to bringing amendments to the Town’s Fees and Charges By-law (Schedule ‘H’) forward to Council for enactment The Planning Act does not require public consultation or notice prior to the enactment of a by-law to establish Planning Fees and Charges. However, in accordance with the Town’s Notice Provision Policy, public notice must be provided respecting updates to the Town’s fees and charges. Prior to Council’s enactment of a by-law to update the Town’s Planning Fees and Charges, notice will be provided on the Town’s website and in the Town newspaper in accordance with Town policy. Legal Considerations The Planning Act allows the Town to impose fees and charges for the purpose of recovering the anticipated cost to the Town to process planning applications. An applicant may pay under protest any imposed feed and then appeal the levying of the fee or the amount of the fee to the Local Planning Appeal Tribunal (LPAT) within 30 days of payment. Financial Implications Although the Town reviews and updates its rates & fees on an annual basis to adjust for changes in the cost of providing their underlying services, sometimes a more thorough review and comparison with other municipalities is required. A more in-depth fee analysis helps to ensure that the Town is recovering an appropriate proportion of its user pay service costs, in addition to the assurance of fee alignment with other municipalities. Page 87 of 110 Select meeting date 5 of 6 Report No. PDS21-010 Staff recommend that the proposed new rates and fees as presented in Appendix B of this report be phased in over the next two years commencing in 2021. It is recommended that 50% of the total proposed increases to Development Planning rates and fees be phased in for 2021 with the remaining 50% being phased in as part of the 2022 rates. The revised recommended 2021 rates and fees schedule is presented in Appendix A. Should Council approve these recommended rates and fee changes and the timing of their phase in, the necessary Rates and Fee By-law changes will be presented to Council for approval at a future meeting upon the conclusion of the Town’s required public notification period. Communications Considerations In February 2020 Planning consulted with BILD to obtain their input on the proposed Planning fee updates. The proposed fee changes will be posted in accordance with the Town’s Notice Provision Policy, and will be incorporated into planning application materials. Link to Strategic Plan Reviewing and updating the Town’s fees and charges on a regular basis for user pat services contributes to achieving the Strategic Plan guiding principle of ‘Leadership in Corporate Management’ and improves transparency and accountability to the community. Alternative(s) to the Recommendation 1. That Council provide direction. Conclusions The Town retained Watson and Associates Economists Ltd. to undertake a review of its Planning fees in September 2019. The review included consultation with the development industry and concluded in February 2020 with recommended increases to the Town’s Planning fees that provide the Town with greater cost recovery. Staff Page 88 of 110 Select meeting date 6 of 6 Report No. PDS21-010 recommend Council approve 50% of Watson’s Planning fee increases in 2021, as discussed herein and presented in Appendix ‘A’. Following notification to the public in accordance with the Town’s Notice Provision Policy, staff will present a by-law to a future Council meeting for enactment. Attachments Appendix ‘A’ – Recommended updates to Schedule ‘H’ (50% of Watson’s recommended Planning fee increases) Appendix ‘B’ – Recommended updates to Schedule ‘H’ (100% of Watson’s recommended Planning fee increases) Previous Reports PDS20-001, Development Planning Fees and Charges Update, January 14, 2020 Pre-submission Review Agenda Management Team review on February 19, 2021 Approvals Approved by David Waters, Director, Planning and Development Services Approved by Doug Nadorozny, Chief Administrative Officer Page 89 of 110 By-Law XXXX-20 Schedule H Development Planning Division Effective January 1, 20XX Page 1 of 4 Description of Service for Fee or Service Charge Unit of Measure (i.e. per hour, page, document, etc.) 2021 (original) (Including H.S.T. where applicable) 2021 (revised) (Including H.S.T. where applicable) 2022 (Including H.S.T. where applicable) base fee 22,023.00$ n/a n/a processing fee/surcharge prior to adoption of OPA 5,569.00$ n/a n/a revision fees 2,400.00$ n/a n/a base fee 12,498.00$ n/a n/a processing fee/surcharge prior to adoption of OPA 5,569.00$ n/a n/a revision fees 1,839.00$ n/a n/a base fee (includes processing fee)n/a 32,975.00$ 44,806.00$ revision fees 1,839.00$ 2,400.00$ 2,448.00$ base fee 13,197.00$ n/a n/a base fee (includes processing fee)n/a 19,347.00$ 26,007.00$ processing fee/surcharge prior to enactment of ZBA 5,569.00$ n/a n/a revision fees 2,400.00$ 2,400.00$ 2,448.00$ base fee 7,145.00$ n/a n/a base fee (includes processing fee)n/a 10,476.00$ 14,082.00$ processing fee/surcharge prior to enactment of ZBA 5,569.00$ n/a n/a revision fees 1,839.00$ 1,839.00$ 1,876.00$ base fee 4,519.00$ n/a n/a base fee (includes processing fee)n/a 7,205.00$ 10,088.00$ processing fee/surcharge prior to enactment of ZBA 5,569.00$ n/a n/a base fee 6,615.00$ n/a n/a base fee (includes processing fee)n/a 11,585.00$ 16,886.00$ processing fee/surcharge prior to enactment of ZBA 5,569.00$ n/a n/a extension of the Temporary By-law 6,615.00$ 7,802.00$ 9,168.00$ base fee 16,327.00$ n/a n/a base fee (includes registration of subdivision agreement) n/a 30,951.00$ 46,485.00$ processing fee/surcharge (residential) $670/unit and $8,809/hectare or part thereof for all other lands (see Note 5) n/a n/a residential processing fee/surcharge 0 - 25 units (per unit) n/a $727/unit and $9,142/hectare or part thereof for all other lands (see Note 5) $812/unit and $9,840/hectare or part thereof for all other lands (see Note 5) Official Plan Amendment Minor (see Note 2) Zoning By-law Amendment Draft Plan of Subdivision Major (see Note 3) Minor (see Note 4) Draft Plan of Subdivision Temporary Use Major (see Note 1) Official Plan Amendment Removal of Hold Appendix 'A' - Recommended Updates to Schedule 'H' (50% of Watson's recommended Planning fee increases) Page 90 of 110 By-Law XXXX-20 Schedule H Development Planning Division Effective January 1, 20XX Page 2 of 4 Description of Service for Fee or Service Charge Unit of Measure (i.e. per hour, page, document, etc.) 2021 (original) (Including H.S.T. where applicable) 2021 (revised) (Including H.S.T. where applicable) 2022 (Including H.S.T. where applicable) residential processing fee/surcharge 26 - 100 units (per unit) n/a $674/unit and $9,142/hectare or part thereof for all other lands (see Note 5) $691/unit and $9,840/hectare or part thereof for all other lands (see Note 5) residential processing fee/surcharge 101 - 200 units (per unit) n/a $623/unit and $9,142/hectare or part thereof for all other lands (see Note 5) $587/unit and $9,840/hectare or part thereof for all other lands (see Note 5) residential processing fee/surcharge > 200 units (per unit) n/a $580/unit and $9,142/hectare or part thereof for all other lands (see Note 5) $499/unit and $9,840/hectare or part thereof for all other lands (see Note 5) processing fee/surcharge (non-residential) $8,627/hectare or part thereof for all other lands (see Note 5) $9038/hectare or part thereof for all other lands (see Note 5) $9,637/hectare or part thereof for all other lands (see Note 5) registration of Subdivision per agreement 4,489.00$ n/a n/a revision fee (where applicant makes revisions to plans requiring recirculation) 1,911.00$ 2,257.00$ 2,654.00$ revisions to a Draft Approved Plan of Subdivision, or Conditions of Draft Approval 4,583.00$ 5,411.00$ 6,363.00$ extension of Draft Approval 2,400.00$ 2,834.00$ 3,332.00$ base fee 21,230.00$ n/a n/a base fee (includes registration of subdivision agreement) n/a 25,698.00$ 30,769.00$ registration of Subdivision per agreement 4,583.00$ n/a n/a revisions to Approved Draft Plan of Condominium 3,756.00$ 4,073.00$ 4,477.00$ extension of Draft Approval 2,400.00$ 2,400.00$ 2,448.00$ Part Lot Controls base fee 2,587.00$ 3,373.00$ 4,157.00$ base fee 11,274.00$ 11,274.00$ 11,499.00$ processing fee/surcharge $589/hectare or part thereof $589/hectare or part thereof $601/hectare or part thereof base fee 6,679.00$ 10,990.00$ 15,606.00$ plus: per unit for residential 670.00$ n/a n/a plus: per unit for residential 0 - 25 units (per unit) n/a 666.00$ 675.00$ plus: per unit for residential 26 - 100 units (per unit) n/a 533.50$ 405.00$ plus: per unit for residential 101 - 200 units (per unit) n/a 454.00$ 243.00$ Block Plans Site Plan Approval Block Plans Draft Plan of Condominium Part Lot Controls Draft Plan of Subdivision (con't) (All Types) Page 91 of 110 By-Law XXXX-20 Schedule H Development Planning Division Effective January 1, 20XX Page 3 of 4 Description of Service for Fee or Service Charge Unit of Measure (i.e. per hour, page, document, etc.) 2021 (original) (Including H.S.T. where applicable) 2021 (revised) (Including H.S.T. where applicable) 2022 (Including H.S.T. where applicable) plus: per unit for residential > 200 units (per unit) n/a 407.00$ 144.00$ plus: per unit for multi- residential (apartments)344.00$ n/a n/a plus: ICI buildings for first 2,000m2 - per m2 of GFA 3.51$ 5.14$ 6.90$ plus: ICI buildings portion of GFA between 2,001m2 and 10,000m2 - per m2 of GFA 2.27$ 3.33$ 4.48$ plus: ICI buildings portion of GFA beyond 10,000m2 - per m2 of GFA 1.14$ 1.68$ 2.25$ base fee 3,587.00$ 5,902.00$ 8,381.00$ plus: ICI buildings for first 2,000m2 - per m2 of GFA 3.51$ 5.14$ 6.90$ plus: ICI buildings portion of GFA between 2,001m2 and 10,000m2 - per m2 of GFA 2.27$ 3.33$ 4.48$ plus: ICI buildings portion of GFA beyond 10,000m2 - per m2 of GFA 1.14$ 1.68$ 2.25$ each 1,280.00$ n/a n/a Major Site Plan (each)n/a 4,749.00$ 8,381.00$ Minor Site Plan (each)n/a 2,847.00$ 4,501.00$ Site Plan Review (Stable Neighbourhood)each 1,067.00$ 1,067.00$ 1,088.00$ base fee 642.00$ 844.00$ 1,067.00$ request for site plan exemption beyond 2nd submission 266.00$ 266.00$ 271.00$ Radio Communication Tower/Antenna Facilities base fee 8,689.00$ 8,689.00$ 8,863.00$ base fee 3,621.00$ 4,408.00$ 5,299.00$ plus: per new lot created 1,819.00$ 2,214.00$ 2,661.00$ change of conditions (only before a final consent is granted) 957.00$ 957.00$ 976.00$ recirculation fee (see Note 7)2,722.00$ 2,722.00$ 2,776.00$ Ground Related Residential Zoned Lands base fee 2,079.00$ 2,475.00$ 2,927.00$ Oak Ridges Moraine Residential base fee 1,736.00$ 2,067.00$ 2,445.00$ base fee 2,079.00$ 2,475.00$ 2,927.00$ plus: per lot or unit 1,089.00$ 1,297.00$ 1,534.00$ All Other Uses, including ICI base fee 2,548.00$ 3,033.00$ 3,587.00$ Committee of Adjustment Consent Minor Variances or Permission Minor and Amending Plans (see Note 6: per m2 fee applicable only if there is an increase in GFA) Site Plan Exemption Major Recirculation/Revisions (where the applicant fails to revise drawings as requested by the Town beyond the third submission or the Applicant changes the plans/proposal) Lot Creation, Lot Addition, Establishment of Easements, Mortgage change over, Lease over 21 years More than one Variance related to a Draft Approved Plan of Subdivision Page 92 of 110 By-Law XXXX-20 Schedule H Development Planning Division Effective January 1, 20XX Page 4 of 4 Description of Service for Fee or Service Charge Unit of Measure (i.e. per hour, page, document, etc.) 2021 (original) (Including H.S.T. where applicable) 2021 (revised) (Including H.S.T. where applicable) 2022 (Including H.S.T. where applicable) Recirculation/Revisions (see Note 7)each 1,443.00$ 1,443.00$ 1,472.00$ Owner's Request to Cancel Public Planning Meeting base fee 3,626.00$ 3,626.00$ 3,699.00$ Local Planning Appeal Tribunal Referral Fee (for all types of development applications)base fee 631.00$ 631.00$ 644.00$ Local Planning Appeal Tribunal Referral Fee (Minor Variances and Consent)base fee 326.00$ 326.00$ 333.00$ File Maintenance Fee per year 747.00$ 747.00$ 762.00$ Cash in Lieu of Parking Agreement base fee 5,333.00$ 5,333.00$ 5,450.00$ Section 37 (Bonusing Agreement)base fee 5,333.00$ 5,333.00$ 5,450.00$ Municipal Street Name Change each 1,715.00$ 1,715.00$ 1,749.00$ Municipal Addressing Change each 1,115.00$ 1,115.00$ 1,137.00$ Deeming By-law Fee each n/a 4,158.00$ 4,241.00$ Additional Public Meeting Fee each n/a 1,086.00$ 1,108.00$ General Fees 3) Major Zoning By-law Amendment An application that is a small scale amendment to the Official Plan policies and designations, having limited impact or policy implications beyond the subject lands. 2) Minor Official Plan Amendment 1) Major Official Plan Amendment Notes An application that is significant in scale and scope which may have greater impact or policy implication beyond the subject lands. Such applications may include those relating to multiple properties; site specific proposals that represent large scale development/significant change in use; and applications involving significant changes to the text/policies of the Official Plan. An application that is significant in scale and scope which may have greater impact or policy implication beyond the subject lands. Such applications may include: - an application relating to more than one property; - a site specific application, if considered to represent large scale redevelopment; - significant change in use and/or zone category; or - an application involving significant changes to the development standards or general provisions of the by-law. All fees set out herein shall be payable to the Town of Aurora upon the submission of the related application to the Town, unless otherwise provided herein. The fee amount shall be completed by the Applicant on the Fee Calculation Worksheet included with each Application Form. 50% of fees refunded if application is withdrawn prior to any Council or Committee of Adjustment consideration. Shall include amendments to existing site plan agreements for those properties with development agreements executed and registered after 2000. Staff shall determine, in consultation with other departments, if a site plan application is considered minor, an amendment or if a new site plan application is required. Payment of Fees Required due to an Owner's or Applicant's revisions or deferrals. 7) Recirculation Fee 6) Minor and Amending Site Plans All other lands within the draft plan excluding roads, road widenings and environmental protection lands. 5) Draft Plan of Subdivision An application for minor and small scale zoning amendment having no significant impact on adjoining lands. Minor application must be site specific and include: - a request for additional permitted use, within an existing building or with no significant impact on existing development standards; and - changes in development standards to accommodate a minor development or severance. 4) Minor Zoning By-law Amendment Page 93 of 110 Watson & Associates Economists Ltd.PAGE 3-7 H:\Aurora\2019 Planning Fees\Report\Final Report.docx Table 3-5 Recommended Fee Structure Description of Service for Fee or Service Charge Unit of Measure (i.e. per hour, page, document, etc.) 2020 (Including H.S.T. where applicable) Recommended Fees base fee 21,591 43,927 processing fee/surcharge prior to adoption of OPA 5,460 n/a revision fees 2,353 2,353 base fee 12,253 n/a processing fee/surcharge prior to adoption of OPA 5,460 n/a revision fees 1,803 1,803 base fee 12,938 25,497 processing fee/surcharge prior to enactment of ZBA 5,460 n/a revision fees 2,353 2,353 base fee 7,005 13,806 processing fee/surcharge prior to enactment of ZBA 5,460 n/a revision fees 1,803 1,803 base fee 4,430 9,890 processing fee/surcharge prior to enactment of ZBA 5,460 n/a base fee 6,485 16,555 processing fee/surcharge prior to enactment of ZBA 5,460 n/a extension of the Temporary By-law 6,485 8,988 base fee 16,007 45,574 Residential processing fee/surcharge 0-25 units (per unit)657 796 26-100 units (per unit)657 677 101-200 units (per unit)657 575 >200 units (per unit)657 489 Per hectare or part thereof for all other lands (see Note 5)8,636 9,647 Non-Residential processing fee/surcharge Per hectare or part thereof for all other lands (see Note 5)8,458 9,448 registration of Subdivision per agreement 4,401 n/a revision fee (where applicant makes revisions to plans requiring recirculation)1,874 2,602 revisions to a Draft Approved Plan of Subdivision, or Conditions of Draft Approval 4,493 6,238 extension of Draft Approval 2,353 3,267 Minor (see Note 4) Removal of Hold Temporary Use Draft Plan of Subdivision Draft Plan of Subdivision Official Plan Amendment Major (see Note 1) Minor (see Note 2) Zoning By-law Amendment Major (see Note 3) Appendix 'B' - Recommended Updates to Schedule 'H' (100% of Watson's recommended Planning fee increases) Page 94 of 110 Watson & Associates Economists Ltd.PAGE 3-8 H:\Aurora\2019 Planning Fees\Report\Final Report.docx Table 3-5 Recommended Fee Structure (cont’d) Description of Service for Fee or Service Charge Unit of Measure (i.e. per hour, page, document, etc.) 2020 (Including H.S.T. where applicable) Recommended Fees base fee 20,814 30,166 registration of Subdivision per agreement 4,493 n/a revisions to Approved Draft Plan of Condominium 3,682 4,389 extension of Draft Approval 2,353 2,353 Part Lot Controls base fee 2,536 4,158 base fee 11,053 11,053 processing fee/surcharge $577/hectare or part thereof $577/hectare or part thereof base fee 6,548 15,300 plus: per unit for residential 657 plus: per unit for multi- residential (apartments)337 plus: per unit for residential 0-25 units (per unit)662 26-100 units (per unit)397 101-200 units (per unit)238 >200 units (per unit)143 plus: ICI buildings for first 2,000m2 - per m2 of GFA 3.44 6.76 plus: ICI buildings portion of GFA between 2,001m2 and 10,000m2 - per m2 of GFA 2.23 4.39 plus: ICI buildings portion of GFA beyond 10,000m2 - per m2 of GFA 1.12 2.21 base fee 3,517 8,217 plus: ICI buildings for first 2,000m2 - per m2 of GFA 3.44 6.76 plus: ICI buildings portion of GFA between 2,001m2 and 10,000m2 - per m2 of GFA 2.23 4.39 plus: ICI buildings portion of GFA beyond 10,000m2 - per m2 of GFA 1.12 2.21 Major Site Plan (each)1,255 8,217 Minor Site Plan (each)1,255 4,413 Site Plan Review (Stable Neighbourhood)each 1,046 1,046 base fee 629 1,046 request for site plan exemption beyond 2nd submission 261 261 Radio Communication Tower/Antenna Facilities base fee 8,519 8,519 Minor and Amending Plans (see Note 6: per m2 fee applicable only if there is an increase in GFA) Recirculation/Revisions (where the applicant fails to revise drawings as requested by the Town beyond the third submission or the Applicant changes the plans/proposal) Site Plan Exemption (All Types) Part Lot Controls Block Plans Block Plans Site Plan Approval Major Draft Plan of Condominium Page 95 of 110 Watson & Associates Economists Ltd.PAGE 3-9 H:\Aurora\2019 Planning Fees\Report\Final Report.docx Table 3-5 Recommended Fee Structure (cont’d) Description of Service for Fee or Service Charge Unit of Measure (i.e. per hour, page, document, etc.) 2020 (Including H.S.T. where applicable) Recommended Fees base fee 3,550 5,195 plus: per new lot created 1,783 2,609 change of conditions (only before a final consent is granted)938 938 recirculation fee (see Note 7)2,669 2,669 Ground Related Residential Zoned Lands base fee 2,038 2,870 Oak Ridges Moraine Residential base fee 1,702 2,397 base fee 2,038 2,870 plus: per lot or unit 1,068 1,504 All Other Uses, including ICI base fee 2,498 3,517 Recirculation/Revisions (see Note 7) each 1,415 1,415 Deeming By-law base fee n/a 4,158 Additional Public Meeting base fee n/a 1,086 Owner's Request to Cancel Public Planning Meeting base fee 3,555 3,555 Local Planning Appeal Tribunal Referral Fee (for all types of development applications) base fee 619 619 Local Planning Appeal Tribunal Referral Fee (Minor Variances and Consent) base fee 320 320 File Maintenance Fee per year 732 732 Cash in Lieu of Parking Agreement base fee 5,228 5,228 Section 37 (Bonusing Agreement) base fee 5,228 5,228 Municipal Street Name Change each 1,681 1,681 Municipal Addressing Change each 1,093 1,093 Minor Variances or Permission More than one Variance related to a Draft Approved Plan of General Fees Notes Committee of Adjustment Consent Lot Creation, Lot Addition, Establishment of Easements, Mortgage change over, Lease over 21 years Page 96 of 110 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. PDS21 -0 3 2 _______________________________________________________________________________________ Subject: Application for Site Plan Approval J.E. Del Management Inc. 2 Scanlon Court Part of Lot 105, Plan 246 File Number: SP-2019-01 Prepared by: Carlson Tsang, Planner Department: Planning and Development Services Date: March 2, 2021 _______________________________________________________________________________________ Recommendation 1. That Report No. PDS21-032 be received; and, 2. That Site Plan Application File: SP-2019-01 to permit the construction of a two-storey industrial building be approved in principle subject to the following conditions: a) resolution of all outstanding technical comments from LSRCA, to the satisfaction of the LSRCA and the Director of Planning & Development Services; and, b) that the Owner enter into a site plan agreement with the Town to address requirements of the Town and external agencies, including but not limited to, the conveyance of land to the Town for a daylight triangle at the intersection of Scanlon Court and Industrial Parkway North. Executive Summary This report seeks Council’s approval in principle of Site Plan Application File: SP-2019- 01 to permit the construction of a 32,500 sq.ft. two-storey industrial building at 2 Scanlon Court.  The applicant has submitted a Site Plan application to permit the construction of a 2-storey multi-unit industrial building with 59 parking spaces. Page 97 of 110 March 2, 2021 2 of 9 Report No. PDS21-032  The proposed application is consistent with the Provincial Policy Statement and the Places to Grow Plan.  The proposed application conforms to the Town of Aurora Official Plan.  Internal departments and external agencies are satisfied with the proposal however, there are outstanding comments from LSRCA related to the technical details of the engineering reports which do not impact the physical layout or design of the proposed development. Background Location / Land Use The subject property is located at the northwest quadrant of Scanlon Court and Industrial Parkway North, approximately 300 m (984.25 ft) north of Wellington Street East (see Figure 1). The subject property has an area of approximately 6,150.31 m2 (66,201.38 ft2), and a frontage of approximately 98.68 m (323.75 ft) on Industrial Parkway North and 63.86 m (209.51 ft) on Scanlon Court. The subject property is currently a vacant lot that contains a swale running in a north-south direction on Industrial Parkway North. The site generally slopes downward towards the east. Surrounding Land Uses The surrounding land uses are as follows: North: Industrial/commercial uses South: Industrial/commercial uses East: Industrial/commercial uses, Royal Canadian Legion and a private school West: Industrial/ commercial uses, warehouse, and a railway corridor Policy Context Provincial Policies All development applications shall have regard for the Provincial Policy Statement (‘PPS’), which provides policy direction on matters of Provincial interest. These policies support the development of strong communities through the promotion of efficient land use and development patterns. Page 98 of 110 March 2, 2021 3 of 9 Report No. PDS21-032 A Place to Grow: Growth Plan for the Greater Golden Horseshoe (‘The Growth Plan’) is a guiding document for growth management within the Greater Golden Horseshoe Area. The Growth Plan provides a framework which guides land-use planning. The Lake Simcoe Protection Plan (‘LSPP’) provides policies which address aquatic life, water quality and quantity, shorelines and natural heritage, other threats and activities (invasive species, climate change and recreational activities) and implementation. The subject lands are located within the Lake Simcoe watershed and are subject to the applicable policies of the LSPP. York Region Official Plan (YROP) The subject lands are designated as “Urban Area” within the YROP. York Region’s planning vision for the Urban Area is to strategically focus growth while conserving resources; and to create sustainable, lively communities. A primary goal of the YROP is to enhance the Region’s urban structure through city building, intensification and compact, complete vibrant communities. The subject lands are located within a Wellhead Protection Area Q (WHPA-Q) (Recharge Management Area. As such the water quantity recharge maintenance policy in the Region’s Source Protection Plan will apply. The Owner will be required to maintain recharge as demonstrated though a hydrogeological study that shows the existing (i.e. pre proposed development) water balance can be maintained in the future (i.e. post proposed development). Town of Aurora Official Plan The subject lands are designated “Existing Employment- Light Industrial/Service” by the Town’s Official Plan (see Figure 2). This designation is intended to accommodate a broad range of employment uses of a quasi-industrial nature within existing employment lands such as the area along Industrial Parkway North. Some of the permitted uses include industrial and manufacturing uses, warehouse facilities, enclosed storage, service commercial uses, conference uses, commercial recreational facilities and wholesale facilities. Zoning By-law 6000-17 The subject lands are currently zoned “E2 – General Employment” by Zoning By-law 6000- 17, as amended (see Figure 3), which permits uses including motor vehicle repair garage, industrial uses, offices, food processing establishment, fitness centre, repair s hop, Page 99 of 110 March 2, 2021 4 of 9 Report No. PDS21-032 service shop and warehouses. The Building Division is satisfied that the proposed development complies with all the zoning by-law requirements, including uses, development standards and the number of parking spaces. Reports and Studies The Owner submitted the following materials in support of the subject Site Plan Application: Report Name Report Author Site Plan, Elevation Plans, Floor Plans, Roof Plan Wes Surdyka Architect Inc. Site Grading and Servicing Plan Skira & Associates Ltd. Landscape Plan Strybos Barron King Site Lighting Plan Hubbert EME Engineering Stormwater Management Design Report Skira & Associates Ltd. Hydrogeological and Water Balance Report Terraprobe Inc. Source Water Impact Assessment and Mitigation Plan Terraprobe Inc. Proposed Applications Proposed Site Plan The applicant is proposing to construct a two-storey industrial building with a gross floor area of approximately 3,014.72 m2 (32,499 ft2) (see Figure 4 & 5). The proposed building contains nine individual units. Each unit will have direct access to the rear of the property through a garage door. The proposed development will have two vehicular access points, one at the north east corner on Industrial Parkway North and one at the south west corner on Scanlon Court. There will be a total of 59 parking spaces including 3 accessible spaces. The intended uses of the building is unknown at this time. The applicant indicates that the uses will not deviate from the uses permitted in E2 zone. Analysis The proposed application is consistent with the Provincial Policy Statement and the Places to Grow Plan. Provincial Policy Statement (PPS) The subject lands are located within a Settlement Area, which is intended to facilitate growth and development within the Province. The proposed development will occur within a built up area to maximize the efficient use of lands. The new building will be Page 100 of 110 March 2, 2021 5 of 9 Report No. PDS21-032 connected to the existing municipal infrastructures, which maximizes efficiency. The proposal also contributes to the diversification of the Town’s economic base and employment opportunities. Staff are satisfied that the proposed application achieves the objectives of intensification within a Settlement Area and is consistent with the Provincial Policy Statement. Places to Grow Plan for the Greater Golden Horseshoe The Growth Plan requires the vast majority of growth be directed to delineated built-up areas with transit services to support the achievement of complete communities. The subject lands are located within an existing industrial area where servicing will be available on Industrial Parkway North and Scanlon Court. The Aurora Go Station and the transit corridor on Yonge Street are located within 15 minutes walking distance from the subject lands. The proposed development makes efficient use of underutilized lands in an existing employment area and supports the creation of job opportunities in the Town. Staff are satisfied that the proposed application is consistent with the policies reflected in the Provincial Growth Plan. The proposed application conforms to the Town of Aurora Official Plan The application is to accommodate a 2-storey building for industrial uses, which is permitted in the “Existing Employment- Light Industrial/Service” designation. The industrial activities will be entirely contained within the building as per the Official Plan. The proposal is compatible with the other surrounding industrial uses in the vicinity. The proposed development will contribute to the Town’s economic growth and generate local job opportunities. Staff are satisfied that the proposed development meets the intended function of the subject lands and conforms to the Official Plan. Department / Agency Comments Internal departments and external agencies are satisfied with the proposal however, there are outstanding comments from LSRCA related to the technical details of the engineering reports which do not impact the physical layout or design of the proposed development. Below is a summary of the key comments on the proposed application: Traffic/Parking/Access The Town did not require a transportation study because the proposed development is anticipated to generate less than 100 trips during peak hours. Transportation staff reviewed the materials submitted with the application and are satisfied that the proposed development meets all applicable traffic requirements. As a condition of Page 101 of 110 March 2, 2021 6 of 9 Report No. PDS21-032 approval, the Town will require a daylight triangle at the intersection of Scanlon Court and Industrial Parkway North to be conveyed to the Town. Landscaping/ Trails The proposed development includes planting of 43 trees, including 11 street trees on Scanlon Court and Industrial Parkway North. The Operations Division has reviewed the application and is satisfied that the proposed landscaping arrangement satisfies the Town’s Landscape Design Guidelines. Stormwater Management The stormwater runoff will be directed to infiltration trenches located at the west side of the lot. The perforated pipes within the trenches will infiltrate the roof runoff; once soil is saturated, excess stormwater will outlet to the storm sewer system. Further, the applicant is proposing permeable paving at the parking spaces fronting Industrial Parkway North to help control the stormwater runoff. Development Engineering reviewed the application and have no concerns with approval of the site plan. Building Elevation The exterior finishes of the proposed building will primarily be architectural precast panels with anodized aluminum windows and metal doors. The main color of the building is beige. The façade of the building features four vertical planes to break up the perceived massing of the building on Industrial Parkway North. The rooftop mechanical unit will be adequately setback from the street to reduce visual impact on the public realm. The overall elevation design and building materials is considered compatible with the surrounding developments in the area. Central York Fire Services Central York Fire Services (CYFS) has confirmed that the proposed site plan satisfies all the fire requirements and therefore have no objection to the application. York Region The Town received a letter from the Region dated October 6, 2020 indicating that it has no objection to the approval of the application subject to a number of general conditions which will be added to the site plan agreement. Further, the applicant has already obtained a source water protection permit (Section 59 Notice) from the Region Page 102 of 110 March 2, 2021 7 of 9 Report No. PDS21-032 which means the proposed development complies with all the policies in the Local Source Water Protection Plan. Lake Simcoe Region Conservation Authority The subject property is located entirely outside of an area governed by Ontario Regulation 179/06 of the Conservation Authorities Act. As such, the proposed development will not require a LSRCA permit. However, the subject property is within the Recharge Management Area (WHPA Q2) per the South Georgian Bay Lake Simcoe Source Protection Plan and therefore must satisfy the applicable policies related to water balance. The applicant has not fully addressed LSRCA’s technical comments on the Hydrogeological Investigation Study and the Stormwater Management Report submitted in support of the application from a watershed perspective. The LSRCA requires clarification and additional information on a number of technical details contained in the documents, such as groundwater level measurement, and mitigation measures. The outstanding comments primarily relates to technical details in the engineering Reports. No concerns were identified with the design or siting of the proposed building by the LSCRA. Given that the overall physical layout of the proposed development will not be affected by LSRCA’s comments, staff recommend the approval of the application be conditional on the applicant satisfying the LSRCA’s outstanding comments and related technical requirements. Public Comments Planning Staff have not received public comments with respect to the subject Site Plan application. Advisory Committee Review The Town’s Accessibility Advisor reviewed the site plan on behalf of the Accessibility Advisory Committee in accordance with the Accessibility for Ontarians with Disabilities Act in order to encourage barrier free access. Page 103 of 110 March 2, 2021 8 of 9 Report No. PDS21-032 Legal Considerations This planning application file has been submitted to the Town pursuant to the provisions of the Planning Act. Should Council approve the proposed planning application, Legal Services will review the associated site plan agreement required to implement final approval of this application. Financial Implications Upon execution of this Site Plan agreement, all applicable fees and securities will be collected relating to this development. Also, a cash-in-lieu of parkland payment will also be required at this time. Communications Considerations Site plan applications submitted under Section 41 of the Planning Act do not require public notification or a statutory public meeting. All planning applications are listed on the Town’s website through the Planning Application Status List, which is reported to Council and updated on a quarterly basis. Link to Strategic Plan The proposed Site Plan Application supports the Strategic Plan goal of supporting an exceptional quality of life for all through its accomplishment in satisfying requirements in the following key objective within this goal statement: Promoting economic opportunities that facilitate the growth of Aurora as a desirable place to do business: The proposed Site Plan application will provide employment opportunities for local residents, generate development revenues and add to the Town’s non residential assessment base. Alternative(s) to the Recommendation 1. That Council provide direction. Conclusions Planning and Development Services have reviewed this Site Plan Application in accordance with the provisions of the Provincial Plans; the Regional and Town Official Plan and Zoning By-law and municipal development standards. The majority of Page 104 of 110 March 2, 2021 9 of 9 Report No. PDS21-032 comments to date have been addressed by the applicant, except for the technical details in the engineering reports, which must be approved by LSRCA prior to the execution of the Site Plan agreement. Staff recommend that the application be approved in principle subject to the applicant satisfying the outstanding comments from all the internal department and external agencies to the satisfaction of the Director of Planning and Development Services. Attachments Figure 1 – Location Map Figure 2 – Existing Official Plan Designation Figure 3 – Existing Zoning By-Law Figure 4 – Proposed Site Plan Figure 5 – Proposed Building Elevations Previous Reports None. Pre-submission Review Agenda Management Team review on February 19, 2021 Approvals Approved by David Waters, Director, Planning and Development Services Approved by Doug Nadorozny, Chief Administrative Officer Page 105 of 110 IndustrialParkwayNort hScanlon Court I ndustrialParkwayNorthLOCATION MAP Map created by the Town of Aurora Planning and Building Services Department, February 16, 2021. Base data provided by York Region & the Town of Aurora. Air Photos taken Spring 2020, © First Base Solutions Inc., 2020 Orthophotography. ¯FIGURE 1 St John's Sdrd Wellington St E Vandorf SdrdHenderson Drive ^Wellington St W UV404 UV404Leslie StYonge StBathurst StBayview AveBloomington Rd 0 25 50 75 100 MetresFILE: SP-2019-01 SUBJECT LANDS Page 106 of 110 Walton DriveScanlon Court I ndust r i al ParkwayNorthEXISTING OFFICIAL PLAN Map created by the Town of Aurora Planning & Building Services Department, February 16, 2021. Base data provided by York Region & the Town of Aurora. ¯0 10 20 30 40 50 MetresFILE: SP-2019-01 FIGURE 2 SUBJECT LANDS Existing Employment - Light Industrial/Service Existing Commercial Stable Neighbourhoods OPA 73 Existing Employment - General Industrial Existing Major Institutional Public Parkland Page 107 of 110 WaltonDriveScanlon Court I ndust r i al ParkwayNorthE1(135) E2 I E1(137) R3 O1 E2 I(365) E1(376) RU E1(9) EXISTING ZONING BY-LAW Map created by the Town of Aurora Planning & Building Services Department February 16, 2021. Base data provided by York Region & the Town of Aurora. ¯0 10 20 30 40 50 MetresFILE: SP-2019-01 FIGURE 3 SUBJECT LANDS Zoning Legend RESIDENTIAL ZONES OPEN SPACES ZONES Environmental ProtectionEP EMPLOYMENT ZONES Service EmploymentE1 Detached T hirdDensity ResidentialR3 Institutional INSTITUTIONAL ZONES I General EmploymentE2 Rural RURAL ZONES RU R3 Page 108 of 110 Map created by the Town of Aurora Planning and Building Services Department, February 16, 2021. Base data provided by York Region & the Town of Aurora. Air Photos taken Spring 2020, © First Base Solutions Inc., 2020 Orthophotography. ¯SITE PLAN FILE: SP-2019-01 FIGURE 4 Page 109 of 110 Map created by the Town of Aurora Planning & Building Services Department, February 16, 2021. Base data provided by York Region & the Town of Aurora. ¯ELEVATIONS FILE: SP-2019-01 FIGURE 5 East Elevation South Elevation North Elevation West Elevation Page 110 of 110