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AGENDA - General Committee - 20210323Town of Aurora General Committee Meeting Revised Agenda Date:Tuesday, March 23, 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. Additional Items are marked with an asterisk(*). 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. 5.1.George Skoulikas, President, Henderson Forest Ratepayer Association; Re: Henderson Forest Minor Variance Applications 1 6.Consent Agenda 7.Advisory Committee Meeting Minutes 7.1.Library Square Project Monitoring Task Force Meeting Minutes of January 19, 2021 2 That the Library Square Project Monitoring Task Force Meeting Minutes of January 19, 2021, be received for information. 1. 7.2.Anti-Black Racism and Anti-Racism Task Force Meeting Minutes of February 17, 2021 6 That the Anti-Black Racism and Anti-Racism Task Force Meeting Minutes of February 17, 2021, be received for information. 1. 7.3.Community Advisory Committee Meeting Minutes of February 18, 2021 10 That the Community Advisory Committee meeting minutes of February 18, 2021, be received for information. 1. 7.4.Environmental Advisory Committee Meeting Minutes of February 24, 2021 16 That the Environmental Advisory Committee meeting minutes of February 24, 2021, be received for information 1. 7.5.Finance Advisory Committee Meeting Minutes of March 8, 2021 20 That the Finance Advisory Committee meeting minutes of  March 8, 2021, be received for information. 1. 8.Consideration of Items Requiring Discussion (Regular Agenda) 8.1.PDS21-036 - Economic Development Strategic Plan – Implementation Matrix 2021-2022 24 (Presentation to be provided by Lisa Hausz, Manager, Economic Development and Policy and Tim Hammill, Chair, Aurora Economic Development Corporation) That Report No. PDS21-036 be received; and1. That Council endorse the attached Economic Development Strategic Plan – Implementation Matrix 2021-2022 attached hereto as Attachment 1 as endorsed by the Aurora Economic Development Board. 2. 8.2.PDS21-038 - Pedestrian Connection from Library Square to Town Park 38 That Report No. PDS21-038 be received; and1. That a sidewalk be constructed on the north side of Metcalfe Street, from Victoria Street to Wells Street, as the pedestrian connection between Library Square and Town Park; and 2. That staff proceed with the in-house design of a sidewalk on the north side of Metcalfe Street from Victoria to Well Street; and 3. That staff include a project for the construction of a sidewalk on the north side of Metcalf Street, from Victoria to Wells Street, in the 2022 draft capital budget for Council’s consideration and approval. 4. 8.3.PDS21-029 - Electric Vehicle Charging Station Policy 47 That Report PDS21-029 be received;1. That Council approve the Town of Aurora Electric Vehicle Charging Station Policy and Process attached hereto to this report; and 2. That a by-law to amend Parking By-law No. 4574-04.T be enacted to reflect changes in the Highway Traffic Act for electric vehicle charging stations. 3. 8.4.FIN21-012 - 2022 Budget Process and Timeline 75 That Report No. FIN21-012 be received; and1. That the proposed budget timeline as detailed in Table 1 be approved. 2. 8.5.FIN21-013 - Statement of Remuneration of Expenses for Members of Council, Committees and Local Boards 80 (Attachments 1 and 2 have been revised and replaced as of March 23, 2021) That Report No. FIN21-013 be received; and1. That all future statements of remuneration and expenses for members of Council, Committees and Local Boards be posted solely on the Town’s website on a semi-annual basis; and 2. That staff update Administrative Policy No. 57 accordingly to reflect this change in reporting format. 3. 8.6.PDS21-037 - Appointments to the Aurora Economic Development Corporation's (AEDC) Board of Directors 90 That Report No. PDS21-037 be received; and1. That Council appoint Councillor Harold Kim to the Aurora Economic Development Corporation’s (AEDC) Board of Directors. 2. *8.7.CAO21-002 - Return to In-person Council Meetings 94 That Report No. CAO21-002 be received for information.1. 9.Notices of Motion 9.1.Councillor Gaertner; Re: Highway 413 97 9.2.Councillor Gilliland; Re: Climate Lens 98 9.3.Mayor Mrakas; Re: Minister's Zoning Order - 50-100 Bloomington Road 100 *9.4.Councillor Humfryes; Re: Arts Help 102 10.Regional Report 10.1.York Region Council Highlights of February 25, 2021 103 That the York Regional Council Highlights of February 25, 2021, be received for information. 1. 11.New Business 12.Public Service Announcements 13.Closed Session There are no Closed Session items for this meeting. 14.Adjournment 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Delegation Request Legislative Services This Delegation Request form and any written submissions or background information for consideration by either Council or Committees of Council must be submitted to Legislative Services. Council or Committee Meeting Date: Subject: Name of Spokesperson and Name of Group or Person(s) being Represented (if applicable): Brief Summary of Issue or Purpose of Delegation: Have you been in contact with a Town staff or Council member regarding your matter of interest?Yes տտ No տտ If yes, with whom? Date: տ I acknowledge that the Procedure By-law permits five (5) minutes for Delegations. I wish to submit my delegation by (select one): տ Video/audio* տ Phone*܈ In Writing տ In Person** *Must attend electronic meeting.Please click here for more information. **Subject to meeting format and submission of Screening Registration Form GC - MARCH 23 HENDERSON FOREST GEORGE SKOULIKAS - President Henderson Forest Aurora Ratepayer Association 672 Henderson Drive (MV-2017-15A) 684 Henderson Drive (MV-2017-16A) Given the rich and complex history of this topic (Henderson Forest), I request 10 minutes for my delegation. Councillor Wendy Gaertner March 1, 2021 ✔ ✔ ✔ Page 1 of 109 Town of Aurora Library Square Project Monitoring Task Force Meeting Minutes Date: January 19, 2021 Time and Location: 1 p.m.; the meeting was held electronically Task Force Members: Mayor Tom Mrakas (Task Force Vice-Chair), Deputy Mayor/Councillor Harold Kim, Councillor Michael Thompson, Doug Nadorozny (CAO, Task Force Chair), Robin McDougall (Director, CMS), Rachel Wainwright-van Kessel (Director, Finance), Doug Bertrand (Manager, Facilities), Lianne Jalali (Project Manager, PMO), Phil Rose-Donahoe (Manager, Library Square), Les Camm (Senior Project Manager, Colliers) and Mark Haddock (Project Manager, Colliers) Members Absent: None Other Attendees: None The Chair called the meeting to order at 1:04 p.m. 1. Delegations None 2. Review of Task Force Minutes No recommended changes to the Minutes of November 3, 2020. 3. Project Status Update • Construction is ten days behind based on Colliers’ Earned Value Management calculation, which is a project performance measurement based on planned and actual values/work • Overall project remains on schedule with completion date of August 2022 Page 2 of 109 Library Square Project Monitoring Task Force Meeting Minutes January 19, 2021 Page 2 of 4 • Demolition work at the Library to be finished by mid-March and then reconstruction will follow • Gas line cut off also had an impact on the schedule; able to advance the work, which helped • Fibre and Bell lines still to be relocated; expected to be resolved in next few weeks • Stairwell and elevator shaft of 22 Church has been removed • Underpinning of schoolhouse has begun • The Town’s IT staff set up a meeting room in 22 Church St. for ongoing site meetings, with no impact to the construction budget • Generally pleased with progress to date Discussion ensued regarding specific aspects of the project: Question Response Should we expect the project to fall any further behind schedule? Ten days delay at this point is not unexpected for a project of this size and it is possible to make up the time over the next 20+ months of construction. Do we anticipate any budget impacts as a result of the delay? To date, there has been no budget impact as a result of the delay. How will Contemplated Change Orders be paid for? Seventeen Contemplated Change Orders (CCOs) have been issued to date, as well as a number of Contemplated Change Notices (CCNs). The contingency will be used to cover any budget increases as a result of scope change. Where is the most volatility in terms of scope change and budget impact? Excavation and demolition provide the most unknowns and once this is complete most major questions/unknowns will be addressed. Excavation and demo expected to be finished in March. Page 3 of 109 Library Square Project Monitoring Task Force Meeting Minutes January 19, 2021 Page 3 of 4 Should we be concerned about any design changes that might have been omitted/overlooked and that could lead to additional CCNs? Most or all omissions were caught during the design/review stage and we do not anticipate identifying many more. Has COVID had an impact on the project (e.g., material shortages)? Also, with the recent stay-at-home orders, is there an opportunity to bring more people onto the site who may have had to stop work on another construction project? Chandos has been diligent in tracking/monitoring anyone on the site and are following all applicable public health guidelines. To date, there has been no impact on material/supply orders. It would not be helpful to bring any more workers onto the site at this time given that Chandos has been progressing well. 4. Communication Update • engageaurora.ca/librarysquare remains the main repository for all information about Library Square, including Construction Notices • Staff have created more signs for the construction fencing that provide information about the project and offer a visual representation of the types of programs to be offered at Library Square • The first time lapse video showing construction progress between December 2020 and January 2021 will be finished soon • Communication staff are updating the Communication Plan for the project • Staff continue to engage directly with residents via phone and email regarding construction progress and impacts 5. New Business • Council tour of the construction site is likely to occur late summer; no rush at this point • The Project Team will monitor construction progress and align public engagement and Council tours with important project milestones Page 4 of 109 Library Square Project Monitoring Task Force Meeting Minutes January 19, 2021 Page 4 of 4 • A crane is to be erected in the near future. Total Height is 40 metres (130’) and planned installation date is between end of February and mid-March. It is expected to be in place for 9-10 months. 6. Next Meeting Date To be determined. 7. Adjournment The meeting adjourned at 1:57 p.m. Page 5 of 109 1 Town of Aurora Anti-Black Racism and Anti-Racism Task Force Meeting Minutes Date: Time: Location: Wednesday, February 17, 2021 7:00 p.m. Video Conference Committee Members: Noor El-Dassouki (Chair) Mark Lewis (Vice Chair) Keenan Hull Mae Khamissa Phiona Durrant Tricia Wright Councillor Harold Kim Other Attendees: Mayor Tom Mrakas Councillor Wendy Gaertner Councillor Michael Thompson Doug Nadorozny, Chief Administrative Officer Techa Van Leeuwen, Director of Corporate Services Phillip Rose-Donahoe, Manager, Library Square Michael de Rond, Town Clerk _____________________________________________________________________ 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 7:01 p.m. Item 6.2 as considered prior to Item 6.1. Page 6 of 109 2 2. Approval of the Agenda Moved by Mark Lewis Seconded by Mae Khamissa That the agenda, as circulated by Legislative Services, be approved including an additional section for New Business. Carried 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 Anti-Black Racism and Anti-Racism Task Force Meeting Minutes of January 20, 2021 Moved by Councillor Kim Seconded by Mae Khamissa That the Anti-Black Racism and Anti-Racism Task Force meeting minutes of January 20, 2021, be received for information. Carried 5. Delegations None. 6. Matters for Consideration 6.1 Memorandum from Manager, Library Square; Re: Anti-Black Racism and Anti-Racism Task Force Mural Guidelines Phil Rose-Donahoe, Manager, Library Square, provided an overview of the proposed mural guidelines. The Task Force provided feedback regarding the guidelines including various additions and deletions. There was discussion around the language and terminology being used in the guidelines to make sure it is inclusive for all. There was further discussion Page 7 of 109 3 about the appropriate level of public engagement and type of feedback the task force would like to receive. The Manager of Library Square will be reporting back to Council regarding locations for the mural, in accordance with Councillor Kim’s motion. Moved by Phiona Durrant Seconded by Tricia Wright 1. That the memorandum regarding the Anti-Black Racism and Anti- Racism Task Force Mural Guidelines be received; and 2. That the Anti-Black Racism and Anti-Racism Task Force comments regarding the Mural Guidelines be received and referred to staff for consideration and further action as appropriate. Carried 6.2 Round Table Discussion; Re: Town Diversity and Inclusion Team Tricia Wright spoke to this item, noting that she asked for it to be included on the agenda because of its importance as not only a Human Resource initiative but a business strategy. She further noted that a robust Diversity and Inclusion Strategy at the Town is crucial in breaking down any institutional barriers currently in place preventing people of colour from achieving equality. The Director of Corporate Services provided an update to the task force noting that her Department is in the process of retaining a consultant to complete the Diversity and Inclusion Strategy. She expects a strategy to be in place by June and for Town staff to be working with the task force though out the process. There was further discussion regarding the scope of work for the consultant and the length of time the consultant will be retained by the Town. Moved by Tricia Wright Seconded by Mae Khamissa Page 8 of 109 4 1. That the Anti-Black Racism and Anti-Racism Task Force comments regarding Town Diversity and Inclusion Team be received and referred to staff for consideration and action as appropriate. Carried 7. Informational Items None. 8. New Business Mark Lewis informed the task force that he had been approached by the Newmarket African Canadian Caribbean Association (NACCA) regarding a private citizen’s concern about the lack of diversity within Central York Fire Services. Phiona Durrant spoke to concerns regarding the focus on the mural project thus far in task force meetings. She noted this is one initiative, but there are many important issues and simple matters that the task force should be considering and discussing opportunities to improve. She concluded by noting that she felt underprepared in terms of joining a Town appointed task force and sought clarification on her role as a member. Councillor Kim provided his thoughts regarding the role of task force members as well as the details regarding the recent proclamation of Black History Month in Aurora. Other task force members provided their thoughts about their roles within the task force as well. 9. Adjournment Moved by Mae Khamissa Seconded by Tricia Wright That the meeting be adjourned at 8:43 p.m. Carried Page 9 of 109 1 Town of Aurora Community Advisory Committee Meeting Minutes Date: Time: Location: Thursday, February 18, 2021 7:00 p.m. Video Conference Committee Members: Balpreet Grewal (Chair) Laura Thanasse (Vice Chair) Shivangi Bagga Chris Gordon Earl Cochrane Denis Heng Janet Mitchell Jennifer Sault Councillor Sandra Humfryes Members Absent: Sera Weiss Other Attendees: Techa Van Leeuwen, Director of Corporate Services John Firman, Manager, Business Support Services Lisa Warth, Manager, Recreation Erin Hamilton, Sport & Community Development Specialist Michael Bat, Traffic/Transportation Analyst 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. Page 10 of 109 2 The Committee welcomed Councillor Sandra Humfryes, and new members Shivangi Bagga and Earl Cochrane. Balpreet Grewal assumed the Chair at 7:06 p.m. 2. Appointment of Chair and Vice Chair Moved by Laura Thanasse Seconded by Janet Mitchell That Balpreet Grewal be elected as Chair for Year 2021 of the Community Advisory Committee (2018-2022 Term). Carried Moved by Janet Mitchell Seconded by Jennifer Sault That Laura Thanasse be elected as Vice Chair for Year 2021 of the Community Advisory Committee (2018-2022 Term). Carried 3. Approval of the Agenda Moved by Laura Thanasse Seconded by Chris Gordon That the agenda as circulated by Legislative Services, be approved. Carried 4. Declarations of Pecuniary Interest and General Nature Thereof A declaration of interest was made by Chris Gordon under Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50, respecting Item 7.2 Memorandum from Sports and Community Specialist; Re: Sports Plan Status Report 1, due to current affiliation with the sport organization Aurora Diggers Girls Softball Association. Mr. Gordon did not participate in any discussion or voting on Item 7.2. 5. Receipt of the Minutes 5.1 Community Advisory Committee Meeting Minutes of November 19, 2020 Page 11 of 109 3 Moved by Earl Cochrane Seconded by Janet Mitchell That the Community Advisory Committee Meeting Minutes of November 19, 2020, be received for information. Carried 6. Delegations None. 7. Matters for Consideration 7.1 Memorandum from Manager, Business Support; Re: Update - Sports Field Development Strategy Staff provided an overview of the memorandum providing an update on the study conducted for the development of a sports field development strategy. Staff further reviewed the recommendations from the complete study indicating areas of focus, priority, and the next steps. The Committee provided feedback and inquired if sufficient outdoor fields would be secured through the partnerships with schools and if alternate acquisition of lands would be necessary, and staff provided clarification. The Committee inquired if partnership with the public or private school boards would impact the existing school extra-curricular activities, and staff indicated that they would not be impacted. The Committee further inquired about the process of evaluating current sports fields for potential upgrades for improvements and enhancing field utilization, and staff noted that the process is dependent on the sports field and involves internal, public, and user group consultation accordingly. The Committee noted the demand for indoor facilities and outdoor sports fields during off-season, and staff indicated that further assessment is forthcoming dependent on the outcome of future partnerships with the schools. The Committee and staff discussed about the ongoing communication process with user groups including the involvement of parasport and Special Olympic user groups in this study. The Committee referred to the impact on engagement with the user groups due to the ongoing pandemic Page 12 of 109 4 and staff indicated that continuous engagement is ongoing noting responses have been affected due to the organizational impacts to the user groups. Moved by Laura Thanasse Seconded by Councillor Humfryes 1. That the memorandum regarding Update - Sports Field Development Strategy and the Executive Summary be received; and 2. That the Community Advisory Committee comments regarding the Sports Field Development Strategy be received and referred to staff for consideration and further action as appropriate. Carried 7.2 Memorandum from Sports and Community Development Specialist; Re: Sports Plan Status Report 1 Erin Hamilton, Sports and Community Development Specialist, presented an overview of the Sport Plan progress highlighting the eight key Sport Plan priorities identified following a review of the Sport Plan recommendations through consultation with local sport organizations and provided details of the ongoing implementation efforts. The presentation included the gender equity report providing next steps in addressing gaps for women and girls in sport, resources and guidance to support sport in the community, changes in execution methods due to the impact of the COVID-19 pandemic and alternate forms of communication, efforts in prioritizing sport tourism, and future engagement opportunities through Mayor's Roundtable of Sport meetings. The Committee provided feedback regarding the sport plan implementation efforts and inquired about the opportunities for sports grants, and staff indicated that as the implementation efforts within various focus groups materialize, opportunities for grants would be assessed accordingly. The Committee sought clarification about the future delivery of initiatives to ensure individuals can safely return to sport and physical activity. Staff noted that return to safe sport guidelines and procedures have been provided to user groups and noted that depending on the Provincial orders, the implementation process and planning continues to evolve. Page 13 of 109 5 The Committee and staff further discussed about the possibility of consolidation and collaboration of sports groups within the community to enhance opportunities to improve program delivery and encourage multi- sport participation. Moved by Councillor Humfryes Seconded by Laura Thanasse 1. That the memorandum regarding Sport Plan Status Report 1 be received; and 2. That the Community Advisory Committee comments regarding the Sport Plan Status Report 1 be received and referred to staff for consideration and further action as appropriate. Carried 7.3 Memorandum from Traffic and Transportation Analyst; Re: Henderson Drive and Lee Gate Pedestrian Crossover Staff provided a brief overview of the memorandum outlining the details of the recently installed pedestrian crossover at the Henderson Drive and Lee Gate intersection and the criteria for the pedestrian crossover warrant analysis. The Committee referred to a resident's concern regarding the malfunctioning flashing beacon and staff indicated that any concerns of non-compliance since the installation were addressed by the contractor. It was mentioned that York Region Police has been contacted to ensure enforcement measures are implemented at the intersection. The Committee suggested that installation of additional signs prior to the subject intersection or area indicating any such new additions should be considered in future projects. Moved by Laura Thanasse Seconded by Shivangi Bagga 1. That the memorandum regarding the Henderson Drive & Lee Gate pedestrian crossover be received; and 2. That the Community Advisory Committee comments regarding Henderson Drive pedestrian crossover at Lee Gate be received and referred to staff for consideration and further action as appropriate. Carried Page 14 of 109 6 8. Informational Items None. 9. Adjournment Moved by Earl Cochrane Seconded by Laura Thanasse That the meeting be adjourned at 8:31 p.m. Carried Page 15 of 109 1 Town of Aurora Environmental Advisory Committee Meeting Minutes Date: Time: Location: Wednesday, February 24, 2021 7:00 p.m. Video Conference Committee Members: Councillor Rachel Gilliland (Chair) Councillor Wendy Gaertner (Vice Chair) Margaret Baker Barry Bridgeford Colin Brown Sam Cunningham Ashley Gatto Cassagrande Ryan Hamid Sandy Hudson Crystal Robertson Other Attendees: Mayor Tom Mrakas (ex-officio) Natalie Kehle, Analyst, Energy and Climate Change Sara Tienkamp, Manager, Parks and Fleet Linda Bottos, 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 7:03 p.m. 2. Approval of the Agenda Moved by Margaret Baker Seconded by Sam Cunningham Page 16 of 109 2 That the agenda as circulated by Legislative Services be approved. Carried 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 Environmental Advisory Committee Meeting Minutes of January 25, 2021 Moved by Councillor Gaertner Seconded by Sandy Hudson That the Environmental Advisory Committee meeting minutes of January 25, 2021, be received for information. Carried 5. Delegations None. 6. Matters for Consideration 6.1 Round Table Discussion; Re: Private Tree Protection By-law No. 5850-16 The Committee discussed the Private Tree Protection By-law with particular reference to the definition of a “Heritage Tree” and suggested changes, including that a Heritage Tree be determined by the preservation measures of a Cultural Heritage Landscape, which would clearly define the terms and conditions. It was noted that, further to a motion adopted by Council in November 2016, no Cultural Heritage Landscapes have yet been established by the Town and it was suggested that this matter be addressed through the Town's current Official Plan review now underway and that the process be connected with the Private Tree Protection By- law. The Committee further discussed examples of the challenges faced by property owners who seek to remove or relocate trees on properties that are designated or listed as a property of cultural heritage value or interest versus non-designated properties. Page 17 of 109 3 Moved by Barry Bridgeford Seconded by Margaret Baker 1. That Private Tree Protection By-law Number 5850-16 be received; and 2. That the Environmental Advisory Committee comments regarding Private Tree Protection By-law Number 5850-16 be received and referred to staff for consideration and action as appropriate. Carried 6.2 Memorandum from Energy and Climate Change Analyst; Re: Electric Vehicle Charging Station Policy and Process Staff provided an overview of the memorandum and development of the proposed electric vehicle (EV) charging station policy and process for Town-owned properties. The Committee inquired about the charging times and cost difference between the various levels of EV charging stations and staff provided clarification noting that the Level 3 (rapid charge) station is approximately ten times more expensive than the Level 2 (fast charge) station. It was further noted that the most practical level for Town facilities would be the Level 2 "top-up" charging station. Opportunities for the installation of Level 3 charging stations were discussed for fleet vehicles and for the economic benefit EV chargers may have in attracting visitors to the downtown core. The Committee inquired about EV charging provisions for condominium and apartment properties and staff noted that installation opportunities for private developments would be considered within the upcoming review of the Town's green design and development standards. The Committee inquired about the proposed policy's alignment with the Region and other municipalities and suggested that any additional EV chargers should be provided on a cost-neutral basis to the Aurora taxpayer. Staff confirmed that the proposed policy is based on the Region's EV charging station policy and it would be difficult to make any cost assumptions without first collecting data for a period of time. The Committee inquired about the allocation of the Region's planned installation of 70 EV chargers, and staff provided clarification on how the locations were determined. Page 18 of 109 4 The Committee inquired about whether the existing EV chargers would be networked in order to collect data and determine needs. Staff advised the older units would require upgrading in order to collect data and are being considered for charging the Town's fleet vehicles in future. Moved by Barry Bridgeford Seconded by Margaret Baker 1. That the memorandum regarding Electric Vehicle Charging Station Policy and Process be received; and 2. That the Environmental Advisory Committee comments regarding the Electric Vehicle Charging Station Policy and Process documents be received and referred to staff for consideration and further action as appropriate. Carried 7. Informational Items None. 8. Adjournment Moved by Barry Bridgeford Seconded by Ashley Gatto Cassagrande That the meeting be adjourned at 8:01 p.m. Carried Page 19 of 109 1 Town of Aurora Finance Advisory Committee Meeting Minutes Date: Time: Location: Monday, March 8, 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 Lianne Jalali, Project Management Office Linda Bottos, 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 5:46 p.m. 2. Approval of the Agenda Moved by Mayor Mrakas Seconded by Councillor Thompson That the agenda as circulated by Legislative Services be approved. Carried 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. Page 20 of 109 2 4. Receipt of the Minutes 4.1 Finance Advisory Committee Meeting Minutes of February 9, 2021 Moved by Councillor Thompson Seconded by Mayor Mrakas That the Finance Advisory Committee meeting minutes of February 9, 2021, be received for information. Carried 5. Delegations None. 6. Matters for Consideration 6.1 Memorandum from Manager, Financial Management; Re: 2022 Budget Process and Timelines Staff provided a brief overview of the memorandum and proposed 2022 Budget meeting schedule. Staff confirmed that the 2022 Budget Public Session would be held prior to the General Committee meeting on June 1, 2021. The Committee stressed the importance of finding ways to engage residents and promote public participation in the Town's budget process. Moved by Councillor Thompson Seconded by Mayor Mrakas 1. That the memorandum regarding the Town’s 2022 Budget Process and Timelines be received for information. Carried 6.2 Memorandum from Project Management Office; Re: Town's Major Capital Projects Update Staff provided an overview of the memorandum and five major capital projects underway, now including the Financial System and the Technology Strategic Plan - Implementation. The Committee and staff discussed various aspects including the Library Square budget update respecting Town allowances, better alignment of Page 21 of 109 3 the Fire Hall 4-5 budget update information with Joint Council Committee reporting, and Contingency reserve expectations. The Committee inquired about planned updates on the Corporate Technology Strategic Plan implementation, and staff advised that a further update would be provided to Council before the year-end. Moved by Mayor Mrakas Seconded by Councillor Thompson 1. That the memorandum regarding Town’s Major Capital Projects Update be received for information. Carried 6.3 Memorandum from Manager, Financial Management; Re: Summary of the Finance Advisory Committee’s Term Accomplishments To Date Staff provided a brief overview of the memorandum. The Committee expressed appreciation to everyone for their efforts. Moved by Mayor Mrakas Seconded by Councillor Thompson 1. That the memorandum regarding Summary of the Finance Advisory Committee’s Term Accomplishments To Date be received for information. Carried 7. New Business The Committee inquired about options for the Finance Advisory Committee to provide input to the upcoming service level review process, and staff confirmed that the Committee could be involved early in the process and meet with the consultant. The Committee inquired about the allocation of the additional COVID-19 relief funding recently received by the Town, and staff provided clarification. The Committee inquired about employee home office expenses and the target date for employees to return to Town Hall, and staff provided a response noting the potential return date of September 1, 2021. Page 22 of 109 4 The Committee requested an update on the One Investment program, and staff provided clarification noting that the program is still being considered as part of the Town's fiscal strategy and an update would likely be brought back to Council in the fall. 8. Adjournment Moved by Councillor Thompson Seconded by Mayor Mrakas That the meeting be adjourned at 6:24 p.m. Carried Page 23 of 109 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. PDS21 -0 36 Subject: Economic Development Strategic Plan – Implementation Matrix 2021-2022 Prepared by: Lisa Hausz, Manager, Economic Development & Policy Department: Planning and Development Services Date: March 23, 2021 Recommendation 1. That Report No. PDS21-036 be received; and, 2. That Council endorse the attached Economic Development Strategic Plan – Implementation Matrix 2021-2022 attached hereto as Attachment 1 as endorsed by the Aurora Economic Development Board. Executive Summary The purpose of this report is to seek Council endorsement of the attached Economic Development Strategic Plan – Implementation Matrix for 2021-2022 as endorsed by the Aurora Economic Development Board on February 23, 2021.  In early 2020, the AEDC Board of Directors prioritized the top ten action items from the Economic Development Strategic Plan for the Implementation Matrix 2020.  The proposed Implementation Plan is designed to be fluid over 2021-2022 to maximize results, local and regional organization partnerships, and support of Council’s strategic initiatives.  Strong local and regional partnerships will be key to implementing many of the action items. Background In July 2019, Council approved the Economic Development Strategic Plan prepared by McSweeney & Associates and endorsed by the Aurora Economic Development Page 24 of 109 March 23, 2021 2 of 6 Report No. PDS21-036 Corporation. The report recommended staff to report back to Council with an Implementation Matrix for the Economic Development Strategic Plan in 2020. The Town of Aurora Economic Development Strategic Plan focuses on the following four goal areas: 1. Targeting Growth Sectors & Attracting New Investments (Attraction); 2. Creating a Competitive Business Climate that Supports Existing Business (Business Retention and Expansion – BRE); 3. Establishing Downtown Aurora as a Destination and Focal Point for the Community (Downtown Aurora); and 4. Improving Quality of Life through, Heritage, Arts, Culture, Tourism and Community Engagement (Quality of Life – Engagement). In early 2020, the AEDC Board of Directors prioritized the top ten action items from the Economic Development Strategic Plan for the Implementation Matrix 2020 In order to focus the approach to implementation, the Aurora Economic Development Corporation Board of Directors conducted a prioritization exercise that identified the Top 10 priority Action Items to be implemented in 2020. Staff developed an Implementation Matrix that prioritized the Top 10 action items and identified the necessary staffing and funding resources required to implement the recommended actions. In February 2020, Council referred the Implementation Matrix back to staff for a revision for clarity, impending circumstances (i.e., the hiring a new Economic Development & Policy manager, economic conditions, confirmation of priorities, etc.), and removal of initiatives that were already being addressed through other departments. The revised approach for implementation is presented in the attached Economic Development Strategic Plan - Implementation Matrix 2021-2022, while identifying the original 2020 priority items for points of reference. (see Attachment 1). Analysis The proposed Implementation Plan is designed to be fluid over 2021-2022 to maximize results, local and regional organization partnerships, and support of Council’s strategic initiatives Page 25 of 109 March 23, 2021 3 of 6 Report No. PDS21-036 In partnership with the Aurora Economic Development Corporation Board of Directors, a review of the 2020 Top 10 Action Items with regard for the Town’s Economic Development initiatives resulted in a comprehensive action matrix that identified the following initiatives. Note that the items are not ranked, but rather ordered in accordance with the overall Economic Development Strategic goals. Resources and economic conditions will dictate the timing of the action items, along with regular collaboration with the AEDC and reporting to Council. The full Implementation Matrix is attached hereto as Attachment 1. Investment Attraction A. Target Sectors (who, what and where)  Target Sector Study (AEDC #1)  Employment Lands review  Investment Package  Lead Management Protocol and Reporting  Business Concierge Program 3.0 B. Marketing Plan (traditional, web and social) (AEDC #6)  C-Suite Outreach/Engagement (AEDC #8)  Build Regional Partnerships (AEDC #5)  Delegations/Tours Business Retention and Expansion/Business Support A. Business visitation/outreach program (formalized) B. Business engagement events (networking) C. Business training/support opportunities D. Start-up/Entrepreneur Business Growth support (AEDC #7) E. Marketing Plan (traditional and social) Downtown Aurora A. Downtown Asset Review (people, places, spaces, projects)  Business Triage (state of the union of the Downtown/Businesses)  Downtown Business Mix Review (AEDC #2) i. Identifying co-working spaces and incubation services located in Aurora; Page 26 of 109 March 23, 2021 4 of 6 Report No. PDS21-036 ii. Continuing to work with entrepreneurs to assist with their site selection process; iii. Match target sectors with downtown opportunities  Community Improvement Plan (CIP) Review B. Buy Local/Business Support/Patio Program/Open Streets C. BIA/Chamber/Post-Secondary Partnership programs/events D. Marketing Plan (traditional and social) Quality of Life – Workforce Development & Community Engagement A. Workforce community engagement (retaining talent) (AEDC #9) B. Workforce attraction/recruiting support (attracting talent) C. Workforce development training programs (growing talent) D. Work with partners to support Tourism/Sport Tourism (AEDC #3) E. Marketing Plan (traditional and social) Strong local and regional partnerships will be key to implementing many of the action items The attached Implementation Matrix identifies the leading and supporting organizations in fulfilling the actions items. The matrix also identifies the estimated staffing and financial resources required as well as key performance measurements and timing. The Implementation Matrix allocates staffing resources based on the current compliment and budgetary resources from the 2021 Economic Development & Policy Operating Budget. Advisory Committee Review The Aurora Economic Development Board oversaw the development of the Economic Development Strategic Plan, drafted the 2020 Implementation Matrix, commenced implementation of several items, and was an integral part in developing the 2021-2022 Implementation Matrix. The Implementation Matrix has been reviewed and recommended by the Board for Council’s endorsement. Legal Considerations None at this time. Page 27 of 109 March 23, 2021 5 of 6 Report No. PDS21-036 Financial Implications There are no financial implications in presenting the Implementation Matrix 2021-2022. Future action items will be brought forward through the annual budget process. Communications Considerations The report PDS21-036 Economic Development Strategic Plan – Implementation Matrix 2021-2022 provides an update of the original 2020 Implementation Matrix and presents the 2021-2022 Implementation Matrix for endorsement. Following the endorsement of the Implementation Plan, staff will provide quarterly updates on the overall implementation of the Economic Development Strategic Plan for the Aurora Economic Development Corporation Board of Directors. Staff will continue to work with Corporate Communication to develop Marketing and Communication Plans, as noted in the Implementation Plan, for major programs and studies to ensure the appropriate engagement with the business community and community stakeholders. Link to Strategic Plan The Economic Development Strategy – Implementation Matrix 2021-2022 report supports the Strategic Plan goal of Enabling a Creative, Diverse and Resilient Economy through its accomplishment in satisfying requirements in the following key objectives in accordance with the Work with the Aurora Economic Development Corporation to create, implement and regularly update a community wide Economic Development Strategic Plan action item.  Promoting economic opportunities that facilitate the growth of Aurora as a desirable place to do business: Through the monitoring of emerging employment trends and economic trends, future workforce, education and business development needs are identified in accordance with the Develop plans to attract businesses that provide employment opportunities for our residents’ action item.  Supporting small business and encouraging a more sustainable business environment: By providing employment growth data to local business development and employment agencies as well as publishing reports on economic trends to build more global awareness of Aurora’s strengths as a Page 28 of 109 March 23, 2021 6 of 6 Report No. PDS21-036 destination to live, work and play, Work with community partners to promote local employment practices/opportunities for local businesses and residents. Alternative(s) to the Recommendation 1. That Council provide direction. Conclusions The development of the Economic Development Strategic Plan - Implementation Matrix 2020 was overseen by the Aurora Economic Development Board where priorities were presented to Council. In February 2020, Council directed staff to report back with a revised Implementation Matrix for 2021-2022. The proposed Implementation Plan is designed to be fluid over 2021-2022 to maximize results, local and regional organization partnerships, and support of Council’s strategic initiatives. Attachments Attachment 1: Economic Development Strategic Plan – Implementation Matrix 2021- 2022 Previous Reports Report # PDS19-064 dated July 23, 2019 – Economic Development Strategic Plan Report # PDS20-010 dated February 4, 2020 – Economic Development Strategic Plan – Implementation Matrix 2020 Pre-submission Review Agenda Management Team review on March 4, 2021 Approvals Approved by David Waters, MCIP, RPP, PLE, Director, Planning & Development Services Approved by Doug, Nadorozny, Chief Administrative Officer Page 29 of 109 Aurora Economic Development Strategy Implementation Matrix (2021-2022) Strategic Goals 1. Targeting Growth Sectors & Attracting New Investment 2. Creating a Competitive Business Environment 3. Establishing Downtown Aurora as a Destination 4. Improving QoL through Heritage, Arts, Culture, Tourism and Community 2021 2022 Lead Support Resources (Staff)Engagement Deliverables KPIs Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Investment Attraction a. Target Sector Analysis (AEDC #1)EcD AEDC 1/2 EDO Collaborate Report; action items N/A - Employment Lands review EcD AEDC/PDS 1/2 EDO &PP Inform Report Absorption/Vacancy - Investment Package EcD Comms/AEDC 1/2 EDO Consult Package # sent/requested - Lead management EcD AEDC 1/2 EDO Inform Tracking/Reporting # inquiries/sources - Business Concierge Program 3.0 EcD PDS 1/2 EDO &PP Consult Process; Promotion # served b. Marketing Plan (traditional, web and social) (AEDC #6)EcD Comms/AEDC 1/2 EDO Involve Plan; Promotion Reach/Social metrics - C-Suite Outreach/Engagement (AEDC #8)AEDC EcD 1/4 EDO Empower Plan; Promotion # conversations/leads - Build Regional Partnership (AEDC #5)EcD AEDC/Region 1/2 EDO Collaborate Regular outreach # meetings/projects - Delegations/Tours/Invitationals AEDC EcD 1/4 EDO Collaborate Plan; Promotion # visits; media; leads Business Retention and Expansion/Business Support a. Business visitation/outreach program (formalized)EcD AEDC/PDS 1/2 EDO Involve Tracking/Reporting # visited/served b. Business engagement events (networking)EcD AEDC/Chamber 1/4 EDO Collaborate Plan; Promotion # events/attendees c. Business training/support opportunities EcD AEDC/Other 1/4 EDO Involve Plan; Promotion # events/attendees d. Start-up/Entrepreneur Business Growth support (AEDC #7)EcD AEDC/Other 1/4 EDO Involve Promotion # served e. Marketing Plan (traditional and social)EcD AEDC/Other 1/4 EDO Involve Plan; Promotion Reach/Social metrics Downtown Aurora a. Downtown Asset Review (people, places and projects)EcD AEDC/BIA/Chamber 1/2 EDO &PP Collaborate Report N/A - Triage (Downtown Business Mix Review (AEDC #2)) AEDC EcD/BIA/Chamber 1/4 EDO Empower Report Economic Impact analysis - Downtown Infrastructure Review EcD Planning/GIS 1/4 EDO Inform Report Gap analysis - Downtown Entrepreneur Oppty Review Identifying co-working/incubation services AEDC EcD/BIA/Chamber 1/4 EDO Collaborate Mapping; promotion # inquiries / # served Work with entrepreneurs for space needs AEDC EcD/BIA/Chamber 1/4 EDO Collaborate Lead Mgmt # inquiries / # served Match target sectors with downtown opportunities AEDC EcD/BIA/Chamber 1/4 EDO Collaborate Lead Mgmt # inquiries / # served - CIP Review (uptake, recommendations)EcD Planning/GIS 1/4 EDO Consult Report Recommendations c. Buy Local/Business Support/Patio Program/Open Streets EcD AEDC/BIA/Chamber 1/4 EDO Collaborate Plan; promotion # of business participating d. BIA/Chamber/Post-Secondary Partnership programs EcD AEDC/BIA/Chamber 1/4 EDO Collaborate Plan; promotion # of opptys /# engaged f. Marketing Plan (traditional and social)EcD AEDC/Other 1/4 EDO Involve Plan; Promotion Reach/Social metrics Quality of Life – Workforce Development & Community Engagement b. Workforce community engagement (retaining talent) (AEDC #9)AEDC EcD/BIA/Chamber 1/4 EDO Collaborate Plan; Promotion # of programs/attendees c. Workforce attraction/recruiting support (attracting talent)AEDC EcD/BIA/Chamber 1/4 EDO Collaborate Plan; Promotion Reach/Social metrics a. Workforce development training programs (skills)EcD AEDC/BIA/Chamber 1/4 EDO Collaborate Plan; Promotion # of programs/attendees d. Work with partners to support Tourism/Sport Tourism (AEDC #3)EcD EcD/Recreation 1/4 EDO Involve Steering Group Support development of plan f. Marketing Plan (traditional and social)EcD AEDC/Other 1/4 EDO Involve Plan; Promotion Reach/Social metrics Page 30 of 109 TOWN OF AURORA, Economic Development Strategic PlanImplementation Matrix 2021-2022 Page 31 of 109 TOWN OF AURORA, Economic Development Strategic PlanImplementation Matrix 2021-2022 Four Goal Areas Page 32 of 109 TOWN OF AURORA, Economic Development Strategic PlanImplementation Matrix 2021-2022 a.Target Sector Analysis (AEDC #1) •Employment Lands review •Investment Package •Lead management •Business Concierge Program 3.0 Investment Attraction b.Marketing Plan (AEDC #6) •C-Suite Outreach/Engagement (AEDC #8) •Build Regional Partnership (AEDC #5) •Delegations/Tours/Invitationals Page 33 of 109 TOWN OF AURORA, Economic Development Strategic PlanImplementation Matrix 2021-2022 Business Retention & Expansion (BRE) a.Business visitation/outreach program (formalized) b.Business engagement events (networking/outreach) c.Business training/support opportunities d.Start-up/Entrepreneur Business Growth support (AEDC #7) e.Marketing Plan Page 34 of 109 TOWN OF AURORA, Economic Development Strategic PlanImplementation Matrix 2021-2022 Downtown Aurora a. Downtown Asset Review (people, places and projects) •Triage -Downtown Business Mix Review (AEDC #2) •Downtown Infrastructure Review •Downtown Entrepreneur Oppty Review •Identifying co-working/incubation services •Work with entrepreneurs for space needs •Match target sectors with downtown opportunities •CIP Review (uptake, recommendations) b.Buy Local/Business Support/Patio Program/Open Streets c.BIA/Chamber/Region/Partner program c.Marketing Plan Page 35 of 109 TOWN OF AURORA, Economic Development Strategic PlanImplementation Matrix 2021-2022 Quality of Life: Workforce Development & Community Engagement a.Workforce community engagement (retaining talent) (AEDC #9) b.Workforce attraction/recruiting support (attracting talent) c.Workforce development training programs (skills) d.Work with partners to support Tourism/Sport Tourism (AEDC #3) e.Marketing Plan (traditional and social) Page 36 of 109 Partners Town of Aurora Council Aurora Economic Development Corporation Aurora Chamber of Commerce Downtown Aurora BIA Town of Aurora Staff Region of York Thank You! Page 37 of 109 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. PDS 2 1 -038 Subject: Pedestrian Connection from Library Square to Town Park Prepared by: Anca Mihail, Manager of Engineering and Capital Delivery Department: Planning and Development Services Date: March 23, 2021 Recommendation 1. That Report No. PDS21-038 be received; 2. That a sidewalk be constructed on the north side of Metcalfe Street, from Victoria Street to Wells Street, as the pedestrian connection between Library Square and Town Park; 3. That staff proceed with the in-house design of a sidewalk on the north side of Metcalfe Street from Victoria to Well Street; and, 4. That staff include a project for the construction of a sidewalk on the north side of Metcalf Street, from Victoria to Wells Street, in the 2022 draft capital budget for Council’s consideration and approval. Executive Summary The purpose of this report is to provide Council with information regarding a future pedestrian connection between the Library Square and Town Park.  Staff investigated the possibility of constructing a connecting walkway between Library Square and Town Park through the Trinity Anglican Church and the adjacent properties.  THE FOTENN connecting walkway between Library Square and Town Park will be limited in width and will significantly impact to private property. Page 38 of 109 March 23, 2021 2 of 7 Report No. PDS21-038  The construction of a new sidewalk on the north side of Metcalfe Street, from Victoria Street to Wells Street, is the recommended alternative for a pedestrian circulation between Library Square and Town Park. Background Staff investigated the possibility of constructing a connecting walkway between Library Square and Town Park through the Trinity Anglican Church and adjacent properties The December 2015 FOTENN presentation to Council (the lead consultant retained by The Town to identify redevelopment opportunities for the Cultural Precinct including Library Square and Town Park) identified a conceptual pedestrian connection between Library Square and Town Park. This pedestrian connection, which supports the objective of creating better active transportation connections for the Cultural Precinct, was conceptually shown between Victoria Street and Wells Street, assuming this neighbourhood block were to be redeveloped in the future (see Attachment 1). With the construction of Library Square well under way, staff have assessed the feasibility of the pedestrian connection proposed by FOTENN to determine whether it can be implemented with minimal disruption to private property. Analysis The FOTENN connecting walkway between Library Square and Town Park will be limited in width and will significantly impact to private property The investigation revealed that the most feasible location for a connecting walkway through private properties is along the landscaped area to the north of the Trinity Anglican Church parking lot and out to Wells Street through the adjacent 68 Wells Street property. However, even this most feasible walkway location is not recommended due to numerous constraints and conflicts which are listed as follows:  Light Standard and Utility Pedestal Relocations - The existing light standards and utility pedestals located in the landscaped area along the north limit of the Trinity Anglican Church property would need to be relocated closer to the church parking lot to maximize the available space for a walkway. Page 39 of 109 March 23, 2021 3 of 7 Report No. PDS21-038  Walkway Width Restrictions - The walkway would need to be limited to no more than 2.0 metres in width to avoid impacting adjacent driveways and parking areas on both the Trinity Anglican Church and 71 Victoria Street properties. The walkway would also need to be reduced further, to approximately 1.7 metres locally, at each relocated light standard and utility pedestal location. These widths are well below the Town Standard for a walkway which has a travelled path of at least 2.5 metres.  Significant Impact to Parking at 68 Wells Street Property – Even at a smaller 2.0 metre width, a connecting walkway along the north limit of the 68 Wells Street would cause significant impact to existing parking. This site is currently occupied by a 12 unit apartment building which requires 18 parking spaces based on current Zoning By-Law standards. There are about 14 existing parking spaces on the property which is below current zoning standards, but the current amount still provides at least 1 parking space per apartment unit. A connecting walkway would reduce the available parking on this property to approximately 7 spaces in total which is not adequate to service 12 apartment units.  Impact to Snow Storage - The existing landscaped area along the north limit of the Trinity Anglican Church property currently provides snow storage opportunities, especially along the area that is adjacent to the 71 Victoria Street property. Replacing this landscaped area with a walkway will eliminate the space for snow storage. It may be difficult to keep the walkway free of snow during the winter months due to a lack of other available snow storage areas. Of the above constraints and conflicts, the most significant is the impact that a connecting walkway would have on parking at 68 Wells Street. A walkway will result in a major reduction in the parking supply for this property and result in the 12 unit apartment building significantly underserved in terms of parking. Therefore, it is anticipated that 68 Wells Street would need to be purchased and/or redeveloped if a connecting walkway were to be constructed through these properties. The cost and impact to housing that is associated with the purchase and/or redevelopment of 68 Wells Street makes a connecting walkway through private property impractical. The construction of a new sidewalk on the north side of Metcalfe Street, from Victoria Street to Wells Street, is the recommended alternative for a pedestrian connection between Library Square and Town Park During the Trinity Anglican Church property investigation, staff identified the construction of a 1.5 metre wide sidewalk with a boulevard along the north side of Page 40 of 109 March 23, 2021 4 of 7 Report No. PDS21-038 Metcalfe Street, from Victoria Street to Wells Street, as an alternative to the FOTENN pedestrian connection (see Attachment 2). There is an existing sidewalk on the south side of Metcalfe Street, however, a sidewalk on the north side would provide a more direct route between Library Square and Town Park. The church parking lot entrance and the driveway for 72 Wells Street are the only entrances that would be impacted by a new sidewalk along this stretch of Metcalfe Street. However, should Council decide not to proceed with the sidewalk as proposed by staff, there are existing less direct connections between Library Square and Town Park. The benefits of a new sidewalk on the north side of Metcalfe Street, as opposed to a connecting walkway through private property are listed as follows:  The sidewalk is located within the existing municipal right of way which significantly reduces the cost, and no easements, property takings or property owner negotiations and agreements would be required;  The sidewalk would direct pedestrians to crosswalks at intersections which eliminates the need for mid-block crosswalks that are generally not recommended; and,  The sidewalk would improve pedestrian access from Metcalfe Street to the Trinity Anglican Church building as well as improve access to the existing mailboxes located on the north side of Metcalfe Street, just east of Victoria Street. It is recommended to Council that the Town consider a sidewalk on the north side of Metcalfe Street, from Victoria Street to Wells Street, as the alternative to the FOTENN pedestrian connection between Library Square and Town Park. In addition, the sidewalk construction on the north side of Metcalfe Street complies with the Town’s Sidewalk Policy No. 67 that requests sidewalks, on local roads, to be constructed on both sides of the road if the local road meets the following criteria:  The road is scheduled to be reconstructed;  There is sufficient road allowance to accommodate sidewalks on both sides of the street; and,  Adjacent to high pedestrian areas such as schools, institutions, commercial, industrial and parks or pedestrian linkages. Page 41 of 109 March 23, 2021 5 of 7 Report No. PDS21-038 In this instance, the sidewalk construction on the north side of Metcalf Street is proposed to be advanced outside of the road reconstruction because, once Library Square construction is completed, the Cultural Precinct will experience significant pedestrian activity. If Council authorizes staff to proceed, the design of the project will be completed in- house by the end of 2021. Staff will then include a project for the construction of the sidewalk on the north side of Metcalfe Street, from Victoria Street to Wells Street, in the 2022 draft capital budget for Council’s consideration and approval. If the funding for the capital project is approved by Council, construction will take place in the spring/summer of 2022 and will be finished prior to the opening of Library Square. Advisory Committee Review Not Applicable. Legal Considerations The Town’s sidewalk policy applies to the proposed sidewalk construction on the north side of Metcalfe Street. Financial Implications Staff recommend the construction of a 1.5m wide and 155m long sidewalk on the north side of Metcalfe Street, from Victoria Street to Wells Street, as the alternative pedestrian connection to the FOTENN proposal between the Library Square and Town Park. Staff recommend that the design work for this sidewalk be completed ‘in-house’ over the course of 2021. Staff further recommend that a capital project for the construction of this sidewalk be included in the draft 2022 capital budget for Council’s consideration and approval to be funded from the Town’s roads replacement & rehabilitation reserve. Any incremental costs relating to the maintenance of this new sidewalk will be included in Town’s 2022 operating budget for Council’s consideration and approval. Communications Considerations Should construction of the sidewalk be approved, appropriate notice will be provided to area residents by way of direct mail, as well as to the general public by way of Page 42 of 109 March 23, 2021 6 of 7 Report No. PDS21-038 traditional and digital media. The timing of the communication will occur before the start of construction and updates will be provided over the course of the project’s life. In addition, the Town will organize a Public Open House with the area residents, to present the preliminary sidewalk design and request residents’ input before construction of the sidewalk commences. Link to Strategic Plan This report supports the Strategic Plan goal of “Support an Exceptional Quality of Life for All” by examining potential solutions to address pedestrian connectivity within the Aurora’s downtown core and Library Square Precinct. Alternative(s) to the Recommendation 1. Council to provide direction. Conclusions Staff recommend the construction of a new 1.5 m wide and 155m long sidewalk with a boulevard, on the north side of Metcalfe Street as the alternative pedestrian access between Library Square and Town Park. A sidewalk on the north side of Metcalfe Street would be less expensive to build, would improve pedestrian connectivity between Library Square and Town Park and is in keeping with the objective of creating better active transportation connections for the Cultural Precinct. Staff recommend that the design of this sidewalk be completed in-house, over the course of 2021, and that a capital project for the construction of the sidewalk be included in the Town’s draft 2022 capital budget for Council’s consideration and approval. Attachments Attachment #1: FOTENN Presentation (extract) Attachment #2: Key Plan Sidewalk on Metcalfe Street Previous Reports None Page 43 of 109 March 23, 2021 7 of 7 Report No. PDS21-038 Pre-submission Review Agenda Management Team review on March 4, 2021 Approvals Approved by David Waters, MCIP, RPP, PLE, Director, Planning and Development Services Approved by Doug Nadorozny, Chief Administrative Officer Page 44 of 109 GATEWAY DEVELOPMENT/ Retail/ CondominiumsRESIDENTIAL ADDITION CONNECTING EXISTING PROPERTIESRESIDENTIAL ADDITION CONNECTING EXISTING PROPERTIESRETENTIONOF PUBLICLIBRARYRETENTIONOF TRINITYCHURCHMIXED-USE MID-RISE:/ Galleries/ Retail/ Restaurants/ CondominiumsCENTRAL PLAZA:/ Farmers Markets/ Community Gatherings and events THE GREAT LAWN:/ Festivals/ Community Gatherings and Events/ Concerts/ Informal PlayLIVE/WORK UNITS:/ Galleries/ Studios/ Condominium/ Rental Apartments/ Small Scale Commercial/ RestaurantsCULTURAL CENTREEXTENSION:/ Galleries/ Community Uses/ Showrooms/ Studio ClassroomsRETENTION OFEXISTING PROPERTIESINFORMALPLAY AREAPARKING STRUCTURE:/ Active Facade/ Attached Shop Frontage/ Community Use on Roof of StructureCULTURAL CENTREPARKETTE/PATIORESTRUCTUREDPARKINGPRESERVE + INCORPORATE INTO NEW DEVELOPMENTARMOURY + SHADE STRUCTUREICE RINK/SPLASH PADCONCERT STRUCTUREInteractive Water PlazaInformal PlayPlazaVehicular CirculationPossible Pedestrian CirculationVehicular MovementGatewayNew Development Heritage Development Retention of Existing PropertyConcert SpaceYONGE STREETMETCALFE STREETCHURCH STREETMOSLEY STREETVICTORIA STREETWELLS STREETLARMONT STREET25 m25 m000039ATTACHMENT # 1 FOTENN PRESENTATION (EXCERPT) POSSIBLE PEDESTRIAN CIRCULATIONPage 45 of 109 Victoria StreetChurch Street Metcalfe Street Mosley Street Wells StreetKEY PLAN Map created by the Town of Aurora Corporate Services Department, Business Solutions Division on February 25th, 2021. Base data provided by York Region and Aurora - GIS. Air photos taken Spring 2020, © First Base Solutions Inc., 2020 Orthophotography. ¯01020 Metres ATTACHMENT # PROPOSED SIDEWALK ON METCALFE STREET BETWEEN VICTORIA STREET AND WELLS STREET Proposed Sidewalk Parcel Line Page 46 of 109 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. PDS21 -029 _______________________________________________________________________________________ Subject: Electric Vehicle Charging Station Policy Prepared by: Natalie Kehle, Energy and Climate Change Analyst Department: Planning and Development Services Date: March 23, 2021 _______________________________________________________________________________________ Recommendation 1. That Report PDS21-029 be received; 2. That Council approve the Town of Aurora Electric Vehicle Charging Station Policy and Process attached hereto to this report; and, 3. That a by-law to amend Parking By-law No. 4574-04.T be enacted to reflect changes in the Highway Traffic Act for electric vehicle charging stations. Executive Summary Access to electric vehicle charging stations will enable fleet electrification and support public demand for zero-emissions vehicles. This report summarizes the benefits of electric vehicle ownership and presents a policy and related process for the installation and operation of Electric Vehicle (EV) infrastructure at Town properties.  Public and Private Sectors are investing in Electric Vehicles and related Infrastructure.  Electric Vehicles offer a number of environmental benefits when compared to gas powered vehicles.  Aurora’s EV Charging Station Policy is based on the York Region’s Electric Vehicle Charging Station Policy and Municipal Best Practices.  Electric Vehicles and related EV Infrastructure will require public investment in order to provide access to whole community.  The Policy and Process defines Town Divisions roles and responsibilities, installation requirements, revenue and pricing, charging features, accessibility considerations and operating requirements. Page 47 of 109 March 23, 2021 2 of 7 Report No. PDS21-029 Background The Town installed two public access EV charging stations in 2013; one at Town Hall and the Aurora Community Centre (ACC). They are both Level 2 charging stations (also known as Fast charger, using 240 volts) and are free for the public to use. In 2016, four Level 1 charging stations (also known as Slow charger, using 110 volt) at the Joint Operations Centre (JOC) were installed as part of its LEED Gold certification. They are not part of an external EV network (an infrastructure system of charging stations and battery swap stations to recharge electric vehicles), and do not have the capability to collect a fee for use. The cost of the electricity consumed by each charging station is covered under each respective facility’s operating budget where the charging stations are located. Ongoing maintenance fees have been covered through each respective Facilities’ operating budget as well. The Town signed a Memorandum of Understanding in 2019 with the Ontario Power Group (OPG) to apply for NRCAN funding on behalf of Aurora and ten other Ontario municipalities for the installation and equipment of EV infrastructure. Funding was approved by NRCAN in 2020 for 11 dual head EV chargers (Level 2) at Town facilities, providing 50% of the costs for the equipment and installation. A project proposal from the OPG and Hydro One has been received and Town staff are currently performing an internal due diligence on the proposal. A staff report is scheduled to be presented to the GC meeting of April 20, 2021 for consideration. Public and Private Sectors are investing in Electric Vehicles and related Infrastructure The International Energy Agency predicts an 800% increase in the number of EVs over the next decade. The Federal government, through Natural Resources Canada (NRCAN) has provided over $300 million to support the establishment of a coast-to-coast network of EV chargers. In the Fall of 2020, York Region announced that 70 EV chargers will be installed across the region at Region-owned facilities as part of the government’s commitment to a low- carbon future. Two of the chargers are planned for the York Regional Police HQ in Aurora, while the remaining are in Vaughan (8 chargers), Richmond Hill (10 chargers), East Gwillimbury (10 chargers) and Newmarket (39 chargers). Page 48 of 109 March 23, 2021 3 of 7 Report No. PDS21-029 The Federal and Provincial governments are investing more than $500 million in EV technology and production in Ontario. Through government support, Ford Canada’s Oakville Assembly Complex is being retooled to manufacture EVs. Similarly, investment in the Windsor Assembly Plant will facilitate the production of at least one new EV model by 2025. Ford plans to present a lineup of 40 new electrified vehicles by 2022 with $11 billion in investment. Auto parts manufacturer Magna International Inc. recently announced a deal with LG Electronics for a joint venture to build components for EVs. General Motors plans to invest $27 billion US in electric and autonomous vehicles in the next five years. Other large automakers such as Linamar Corp Martinrea International Inc. and Fiat have invested in EV technology, such as artificial intelligence and next-generation transmission systems. Martinrea International Inc., recently projected that in five years, nearly 25% of the automobile market will be made up of EVs or hybrids. Electric Vehicles offer a number of environmental benefits when compared to gas powered vehicles There are a number of environmental benefits of EV ownership when compared to Internal Combustion Engine Vehicles (ICEV):  The Aurora Community Energy Plan was recently endorsed by Council and identified gasoline from personal vehicle use as the number one source of GHG emissions in the Town, being 34% of the Community’s total emissions in 2018.  Electric vehicles allow drivers to maintain the convenience of a personal vehicle while significantly reducing emissions.  Based on an OPG analysis in 2020, ICEVs in Ontario emit 26 times more greenhouse gas emissions to operate per year compared to a battery electric vehicle (BEV) (based on 2020 values).  Based on a Plug’n Drive analysis, when comparing the total life-cycle of an EV to an ICEV, which includes emissions from manufacturing, operation to end of life, EVs produce about half the emissions compared to an ICEV.  EV batteries are made from Lithium-ion, which is the same battery type used in smartphones, laptops and most rechargeable household electronics. Lithium-ion batteries are 90% recyclable and a number of companies are looking at using used EV batteries as second-life energy storage units. Electric Vehicles and related EV Infrastructure will require public investment in order to provide access to whole community There are economic benefits to EV ownership when compared to ICEV as well: Page 49 of 109 March 23, 2021 4 of 7 Report No. PDS21-029  Based on a 2018/2019 Ministry of Transportation analysis: on average, a typical BEV will cost less than $530 per year to operate, compared to an ICEV that cost about $2,500 per year to fuel. The ICEV is four times more expensive to fuel.  Most EVs fall in the $30,000 to $45,000 range, slightly more expensive than an equivalent gas car. The Federal Government provides a rebate of up to $5,000 for the purchase of an EV or hybrid EV. Since EVs are much cheaper to operate and maintain, the overall cost of ownership is lower for EVs.  Municipalities play a key role in increasing access of EV infrastructure to the whole community, to those otherwise might not have access to it by: installing charging infrastructure in public places and mandating EV ready design for new developments. With municipal EV charging stations expanding throughout Canada, some are seeking a cost-neutral program approach where revenues from charger use offset program expenses (electricity bills, maintenance, network cost and initial investment). With ever changing market conditions that impact both charger operation costs (electricity rates and electricity consumption per charging session) and revenue (utilization rates, fee structure, changes in driving patterns due to COVID), it is difficult to assess at this time whether an EV program can achieve cost-neutrality or if it will generate a profit or deficit. Analysis Aurora’s EV Charging Station Policy is based on the York Region’s Electric Vehicle Charing Station Policy and Municipal Best Practices The Policy and Process for Aurora follows Canadian best practices for EV charging station management as identified by the Clean Air Partnership, NRCAN and other Ontario Municipalities. Aurora’s Policy is based on the York Region’s Electric Vehicle Charging Station Policy, which was approved in March 2019, and was refined to fit Aurora’s context and internal processes. The development of the Policy was the subject of consultation with Town staff from Engineering, Operations, By-law Services, Facilities, Finance and included the Accessibility Advisor. The OPG was also consulted for technical expertise and for the latest energy data for Ontario. The Policy sets out requirements and recommendations for EV charging stations at Town properties. Page 50 of 109 March 23, 2021 5 of 7 Report No. PDS21-029 The Policy and Process defines Town Divisions roles and responsibilities, installation requirements, revenue and pricing, charging features, accessibility considerations and operating requirements The policy directs how the Town establishes and manages EV charging station infrastructure at Town properties which allows for the consistent deployment of infrastructure to support the viability of EVs for the Town’s fleet and the community. Some provisions under the Policy are listed as requirements while others as recommendations (see Attachments 1 and 2). The following is a summary of the requirements:  New charging stations installed will be a minimum of Level 2 (Fast Charge), being the most economical charging type, while still providing effective charging capabilities;  All charging stations installed in publicly accessible locations will have a usage fee system, aligned with York Region fees (currently $2 to $3 per hour);  Vehicles found at an EV charging station that are not actively charging are subject to penalties found under the Town’s Parking By-law;  All parking lot surfacing projects located at Town facilities will include a needs assessment within the project scope for the consultant to evaluate demand for EV infrastructure.;  All new Town facilities and major facility renovations will consider installing the minimum number of EV chargers as required under the latest version of LEED;  Any new Town parking lot projects will include a needs and feasibility assessment within the project scope for consultant to evaluate demand for EV infrastructure;  Capital planning will consider electrical capacity increases for future EV charging stations at the time of asset replacement or upgrading;  Any year-end net operating revenue generated from the program should be transferred to the Green Initiatives Reserve. Advisory Committee Review Comments were received from the Environmental Advisory Committee (EAC) meeting on February 24, 2021. The Committee expressed support for the Policy and Process. They encouraged that the Town include conditions in the drafting of the Green Development Standards to include EV infrastructure for new development. The EAC recognized the importance of Page 51 of 109 March 23, 2021 6 of 7 Report No. PDS21-029 aligning policies and expansion strategies with the Region and adjacent municipalities. It was also noted that the chargers planned to be installed by York Region are mostly in Newmarket. The EAC requested that the Policy state that the any program expansion be cost neutral with revenue from charger usage offsetting the costs of operation for the program. Opportunities for the installation of Level 3 (rapid charger) were discussed for fleets (for example for taxis, emergency services etc.) and the economic benefit they might have in attracting visitors to the downtown core. Legal Considerations The proposed policy and process documents will govern Town staff with respect to electric vehicle charging stations and do not apply externally. Due to changes to the Ontario Highway Traffic Act, the policy requires updates to the Town’s Parking By-law dealing with restrictions to electric vehicle charging stations. Such Parking By-law changes will be brought forward separately. Financial Implications At a future meeting staff will present to Council for its review and approval a proposal for the Town’s next steps in its modernization of its EV charging station program. This proposal will include a detailed break-down of all applicable financial implications to the Town. Council’s approval of all applicable rates and fees will be sought at that time. Communications Considerations The Town will promote the new policy and process as new charging stations are installed. Communication will be by way of signage as well as releases, website and social media. The Town will also promote the policy and processes as part of overall communications regarding the Town’s green and green fleet initiatives. Link to Strategic Plan The need to electrify transportation has been identified as a vital action in Community Energy Plan, the Green Fleet Action Plan and the Corporate Energy Conservation and Demand Management Plan. Page 52 of 109 March 23, 2021 7 of 7 Report No. PDS21-029 The Town declared a climate emergency in October 2019, where it established a goal of reducing greenhouse gases (GHG) emissions by 80% by 2050. Alternative(s) to the Recommendation 1. Council to provide direction Conclusions The increased adoption of EVs contributes to decarbonizing the transportation sector and transitioning to a low-carbon future. By providing EV infrastructure to the public, the Town is supporting innovative energy initiatives that reduce pollution, creating a healthier community and providing opportunities for economic development. The adoption of an Electric Vehicle Charger Station Policy will guide the Town by providing direction to staff in the event of an EV charger station program expansion. As EV use in the community continues to grow, and with an evolving EV market, the Policy will help align with Regional efforts in a way that benefits the Town environmentally and economically. Attachments Attachment 1 - The Electric Vehicle Charging Station for Town Properties Policy Attachment 2 - The Electric Vehicle Charging Station for Town Properties Process Previous Reports None Pre-submission Review Agenda Management Team review on March 4, 2021 Approvals Approved by David Waters, Director, Planning & Development Services Approved by Doug Nadorozny, Chief Administrative Officer Page 53 of 109 1 Attachment 1 Proposed Town of Aurora Electric Vehicle Charging Station Policy Page 54 of 109 Draft Policy No. XX – Electric Vehicle Charging Station Policy 2 Topic: Electric Vehicle Charging Station Policy Affects: Town properties Section: Insert section based on numbering system Replaces: N/A Original Policy Date: March 23, 2021 Revision Date: N/A Effective Date: March 23, 2021 Proposed Revision Date: 2023 Prepared By: PDS-Engineering Approval Authority: Council 1.0 Purpose This policy governs how the Town establishes and manages the electric vehicle (EV) charging station infrastructure at Town properties which allows for consistent deployment of infrastructure to support the viability of electric vehicles for the Town’s fleet and the community. 2.0 Scope This policy applies to all existing and planned electric vehicle charging infrastructure, including its associated management and use, at all Town properties (Facilities and parking lots), applicable equally to personal vehicles owned by Town staff, fleet and the public. 3.0 Definitions Charging Station may include the electric vehicle charging station pillar, electronic or physical parts, plug, and the parking space designated for use when charging an electric or plug-in hybrid vehicle. Charging station data includes time and usage data for chargers and excludes identifying information, which is not to be collected. Fleet vehicles are electric or plug-in hybrid vehicles owned by the Town and used by staff for the purposes of carrying out Town business. Administrative Policies & Procedures Policy No. CORP XX – Electric Vehicle Charging Station Policy Page 55 of 109 Draft Policy No. XX – Electric Vehicle Charging Station Policy 3 Level 1 charging station (Slow Charge) is the simplest method of charging and uses 115 volt single-phase AC power, 15 amps and a maximum of 1.8 kilowatt of power. Level 2 charging station (Fast Charge) is the currently the most practical and economical charging station level, using 208 to 230 volt multi-phase AC power, 32 to 80 amps and a maximum of 7.7 to 22 kilowatt of power. Level 3 charging station (Rapid Charge) is currently the fastest type of charger available and is considerably more expensive. The charge uses DC power, unlike the Level 1 and Level 2 chargers that use AC power. The Level 3 charger uses 400 to 850 volt DC power at 25 to 350 kilowatt. Level 3 charging station (Tesla Rapid Charge) is a DC power charger only compatible with Tesla car models, although the Tesla EVs can also use the Level 1 and Level 2 chargers with an adaptor. SAE J1772 Connector is a universal charging station plug type that all EV car models can plug into and charge. Payment Card Industry (PCI) Standards were created to increase controls around cardholder data to reduce credit card fraud. Noncompliance dramatically increases the chances of getting hacked by criminals and thieves. Process refers to Electric Vehicle Charging Station Process#XX and governs the operation and usage of the charging infrastructure, including specific guidelines related to use of the charging station and its management. Public includes members of the public using charging stations for personal vehicles. EV Charger Service Provider is a third-party organization that supplies and or operates the electric vehicle charging station. Open Charge Point Protocol (OCPP) is an application protocol for communication between EV charging stations and a charging station network. This allows EV charger service providers to connect their systems with an EV charging station, regardless of the initial vendor. Service capacity refers to the ability to power EVs compared to the amount of power available by the building or facility. Users are the people who use an EV charging station. Utilization rate is measured as a percentage value referring to the connection time of Page 56 of 109 Draft Policy No. XX – Electric Vehicle Charging Station Policy 4 the EV charger relative to the EV charger’s charging capacity during facilities’ peak usage hours. Partial EV Infrastructure (Low) Requirement: is a requirement that electrical conduit from an electrical room to a parking space be installed. This does not include providing electrical capacity allocation to serve EV loads, but may include providing adequate physical space in an electrical room to ensure electrical equipment can be retrofitted or added to serve EV loads at a later date. Partial EV Infrastructure (High) or EV Capable Requirement: is a requirement that electrical conduit from an electrical room to a parking space be installed and that electrical capacity allocation be provided in an electrical room to serve EV loads calculated as a function of the number of EV parking spaces served by Level 1, 2 or 3 charging stations. This includes providing adequate space on electrical panels for the EV loads. Energized electrical outlets or EV Ready Requirement: is a requirement that parking spaces feature a complete electrical circuit terminating in an electrical outlet for the purpose of EV charging. Installation of above ground charging equipment is not required. Electric Vehicle Network: is an infrastructure system of charging stations and battery swap stations to recharge electric vehicles. Many government, car manufacturers, and charging infrastructure providers seek to create networks. Examples of networks in Ontario include: FLO, Circuit Electrique, Sun Country Highway and myEVroute. Town of Aurora Corporate Network: is the Town’s internal system of computers and software, all of which is owned, controlled and operated by the Town. 4.0 Responsibilities Employees: Staff are required to follow this Policy and the Process when using charging stations with their personal vehicles or Town-owned vehicles. Planning and Development Services, Engineering Services: Engineering Services (Energy and Climate Change Analyst) is responsible for the data collecting, reviewing, analyzing and reporting on utilization rates, revenues and program success, in addition to supporting the Facilities Manager on utility budgeting and forecasting. Page 57 of 109 Draft Policy No. XX – Electric Vehicle Charging Station Policy 5 Engineering is responsible for ensuring that an EV infrastructure needs and feasibility assessment is included in the scope of work for all new; reconstructing; or resurfacing Town parking lot projects. Engineering (Transportation Analyst) is responsible for updating the Town’s Parking By- law to include provisions for the use of EV charging stations, if applicable. Community Services, Facilities: Town Facilities is responsible for executing any capital project or service contract related to EV charging station infrastructure at Town facilities as well as any associated operational costs. Facilities is responsible for ensuring new Town facilities and major construction at Town facilities include minimum EV infrastructure in the design as set in the Policy. Operations: Operations is responsible for the regular maintenance of the parking lots associated with EV charging station infrastructure. Corporate Services, IT: IT is responsible for evaluating and connecting any hardware, IT appliance, IoT device, mobile device, or any software that will be connecting to any of the Town’s internal corporate networks. IT will evaluate based on (but not limited to) these parameters. Reason for corporate network connectivity, use of corporate network resources, type of connection needed, what level of access is needed, and evaluate all cybersecurity concerns. IT shall provide advisory services to any third party electric vehicle network agreement. Corporate Services, By-law: By-law is responsible for enforcing and issuing any penalties related to EV infrastructure misuse at Town-owned properties according to Town By-laws. Finance: Finance is responsible for communicating net revenues received from the GL accounts with Engineering Services for data reconciliation, as well as transferring any year-end net operating revenue from the program to the Green Initiatives Reserve. Page 58 of 109 Draft Policy No. XX – Electric Vehicle Charging Station Policy 6 5.0 Description Charging Station Charging stations installed shall be a minimum of Level 2, OCPP and PCI compliant. Due to the spike in electrical load, any Level-3 charging stations considered for installation shall be reviewed on a case-by-case basis. EV charging station operating hours shall be decided on a site by site basis and maximized for public access based on the Town’s bylaws. All charging stations installed in publicly accessible locations shall have a usage fee, aligned with York Region fees, as detailed in the Process. Exceptions are for Fleet vehicles with access cards. Any charging station installed in publicly restricted areas do not require a usage fee and not do require OCPP or PCI compliance. Usage data should be collected if available to capture usage information. Usage Requirements Charging stations shall be for charging purposes only. Any vehicle parked in an allocated EV charging station parking space that is not actively charging, as defined under the Process, should be subject to additional user fees until disconnected. Vehicles found at an EV charging station that are not actively charging are subject to penalties found under the Town’s Parking Bylaw. Users are required to be registered and active members of the EV Charger Service Provider’s network to use the service. Charging is available on a first-come first-served basis, including fleet vehicles. Appropriate signage shall be erected for usage instructions, as described in the Process. Signage shall refer to this Policy and the Process, and made available on the Town’s Website for users to access. Data Requirements All charger usage data shall be made available to Engineering Services for review and analysis, regardless of contract status and available in a form that it can be stored in the Town’s records. Page 59 of 109 Draft Policy No. XX – Electric Vehicle Charging Station Policy 7 Revenue and Rates Rates set for publicly accessible charging station shall be reviewed and adjusted annually. Rates should be based on the time the vehicle is connected to the charging station, as outlined in the Process. Annual reconciliation between usage data, set rates and program costs shall be performed and rates adjusted accordingly. Any year-end net operating revenue generated from the program should be transferred to the Green Initiatives reserve, if applicable. EV charging station program operational costs should access the Green Initiatives Reserve. Program Expansion at Existing Town Facilities and Parking lots Charger expansion shall seek available external funding, when possible and demonstrate lowest lifecycle cost. At facilities with existing EV charging stations installed with utilization data available, the addition of EV charging stations should be considered based on minimum demand, as calculated in the Electric Vehicle Charging Station Process. Parking lot surfacing projects located at Town facilities shall include a needs assessment of EV infrastructure within the project scope and consider the installation of EV chargers at a rate based on minimum requirements from the latest LEED version. An additional 10% of parking spaces should be made EV Capable to allow for future installation of EV infrastructure. Program Expansion for New Facilities and Parking Lots and for Major Facility Building Renovations The minimum number of EV chargers based on the minimum requirements from the latest LEED version will be considered for all new Town facilities and major facility renovations. An additional 10% of parking spaces should be made EV Ready to allow for future installation of EV infrastructure. A needs and feasibility assessment of EV infrastructure will be undertaken for any new Town parking lot projects within the project scope and consider the installation of partial EV infrastructure (low) as a minimum. Electrical Capacity and Asset Renewal Capital planning shall consider electrical capacity increases for future EV charging stations at the time of asset replacement or upgrading. Page 60 of 109 Draft Policy No. XX – Electric Vehicle Charging Station Policy 8 Existing Stations Existing stations installed prior to this Policy shall be networked to the same network as any expansion program, if applicable. Any chargers that cannot be networked shall be removed and repurposed when possible to avoid complications associated with free service (i.e. deemed taxable benefit). Un-networkable infrastructure shall be removed. Leased Buildings Installation of EV charging infrastructure at leased facilities shall be considered on a case-by-case basis. Term With EV technology evolving rapidly, this Policy and the associated Process should be reviewed every two years. 6.0 Regulatory/References/Codes/Standards Bill 123, Reserved Parking for Electric Vehicle Charging Act, 2019. Town of Aurora Electric Vehicle Charging Station Process # Town of aurora Parking By-law Number 457 4-04 Page 61 of 109 1 Attachment 2 Proposed Town of Aurora Electric Vehicle Charging Station Process Page 62 of 109 Draft Policy No. XX – Electric Vehicle Charging Station Process 2 Topic: Electric Vehicle Charging Station Process Affects: Town properties Section: Insert section based on numbering system Replaces: N/A Original Policy Date: March 30, 2021 Revision Date: N/A Effective Date: March 30, 2021 Proposed Revision Date: 2023 Prepared By: PDS-Engineering Approval Authority: Council 1.0 Purpose This process document provides additional guidance in planning and implementing the Town’s Electric Vehicle Charging Station Policy#XX and ensuring a successful Electric Vehicle Charging Station Program. 2.0 Scope This process applies to all existing and planned electric vehicle (EV) charging infrastructure, including its associated management and use, at all Town properties (Facilities and parking lots), applicable equally to personal vehicles owned by Town staff, fleet and the public. 3.0 Definitions Charging Station may include the electric vehicle charging station pillar, electronic/physical parts, plug, and the parking space designated for use when charging an electric or plug-in hybrid vehicle. Charging station data includes time and usage data for chargers and excludes identifying information, which is not to be collected. Fleet vehicles are electric or plug-in hybrid vehicles owned by the Town and used by staff for the purposes of carrying out Town business. Level 1 charging station (Slow Charge) is the simplest method of charging and uses Administrative Policies & Procedures Policy No. CORP XX – Electric Vehicle Charging Station Process Page 63 of 109 Draft Policy No. XX – Electric Vehicle Charging Station Process 3 115 volt single-phase AC power, 15 amps and a maximum of 1.8 kilowatt. Level 2 charging station (Fast Charge) is the currently the most practical and economical charging station level, using 208 to 230 volt multi-phase AC power, 32 to 80 amps and a maximum of 7.7 to 22 kilowatt. Level 3 charging station (Rapid Charge) is currently the fastest type of charger available and is considerably more expensive. The charge uses DC power, unlike the Level 1 and Level 2 chargers that use AC power. The level 3 charger uses 400 to 850 volt DC Power at 25 to 350 kilowatt. Level 3 charging station (Tesla Rapid Charge) is a DC power charger only compatible with Tesla EVs by design, although the Tesla EVs can also use the Level 1 and Level 2 chargers with an adaptor. SAE J1772 Connector is a universal charging station plug type that all EV car models can plug into and charge. Payment Card Industry (PCI) Standards were created to increase controls around cardholder data to reduce credit card fraud. Noncompliance dramatically increases the chances of getting hacked by criminals and thieves. Process refers to Electric Vehicle Charging Station Process#XX, which governs the operation and usage of the charging infrastructure, including specific guidelines related to use of the charging station and its management. Public includes members of the public and Town staff using charging stations for personal vehicles. This includes personal vehicles being used for Town business. EV Charger Service Provider is a third-party organization that supplies and/or operates the electric vehicle charging station. Open Charge Point Protocol (OCPP) is an application protocol for communication between EV charging stations and a charging station network. This allows EV charger service providers to connect their systems with an EV charging station, regardless of the initial vendor. Service capacity refers to the ability to power EVs compared to the amount of power available by the building or facility. Users are the people who use an EV charging station. Utilization rate is measured as a percentage value referring to the connection time of Page 64 of 109 Draft Policy No. XX – Electric Vehicle Charging Station Process 4 the EV charger relative to the EV charger’s charging capacity during facilities’ peak usage hours, as determined by the Manager of Facilities. Partial EV Infrastructure (Low) Requirement: is a requirement that electrical conduit from an electrical room to a parking space be installed. This does not include providing electrical capacity allocation to serve EV loads, but may include providing adequate physical space in an electrical room to ensure electrical equipment can be retrofitted or added to serve EV loads at a later date. Partial EV Infrastructure (High) or EV Capable Requirement: is a requirement that electrical conduit from an electrical room to a parking space be installed and that electrical capacity allocation be provided in an electrical room to serve EV loads calculated as a function of the number of EV parking spaces served by Level 1, 2 or 3 charging stations. This includes providing adequate space on electrical panels for the EV loads. Energized electrical outlets or EV Ready Requirement: is a requirement that parking spaces feature a complete electrical circuit terminating in an electrical outlet for the purpose of EV charging. Installation of above ground charging equipment is not required. Licensed Electrical Contractor (LEC) In Ontario, any business that offers or performs electrical work must be licensed by the Electrical Safety Authority. The Licensed Electrical Contractor employs qualified electricians and a designated master electrician, and must abide by the Ontario Electrical Safety Code, the Occupational Health and Safety Act, Workplace Safety and Insurance Act, and other applicable laws. NEMA (National Electrical Manufacturer Association) provides standards for the types of environments where an electric enclosure can be used. NEMA Type 3 enclosures are constructed for either indoor or outdoor use certifying a degree of protection from harmful effects on equipment due to the elements. Open Application Program Interface (API) is a set of clearly defined methods of communication, which allows access to charging station information from an EV charger service provider’s database, supporting the use of apps, dashboards and fleet management systems. Alternative payment options include methods such as RFID cards to authenticate and authorize charging of an EV (e.g. for fleet vehicles). Gateway refers to the communication gateway that relays EV charging station Page 65 of 109 Draft Policy No. XX – Electric Vehicle Charging Station Process 5 information to the EV charger service provider’s server through a wireless communication. Power sharing is a function of the charging station that intelligently manages the available power to the charging station enabling to maximize the number of charging stations they can install at a particular location. Power limiting is a function of the charging station that minimizes and even offsets the effect of electricity demand charges by limiting power transfer to EVs during the building’s peak demand. Power management software uses customizable algorithms to intelligently share power among stations so every car charges as fast as possible, without ever exceeding the rated electrical capacity for the site. Barrier-free parking is an unobstructed area exclusive of any aisle or driveway for the temporary parking of a vehicle for persons with disabilities. Electric Vehicle Network: is an infrastructure system of charging stations and battery swap stations to recharge electric vehicles. Many government, car manufacturers, and charging infrastructure providers seek to create networks. Examples of networks in Ontario include: FLO, IVY Charging Network, Circuit Electrique, Sun Country Highway and myEVroute. Town of Aurora Corporate Network: is the Town’s internal system of computers and software, all of which is owned, controlled and operated by the Town. 4.0 Responsibilities Employees: Staff are required to follow this Process and the Electric Vehicle Charging Station Policy#XX when using charging stations with their personal vehicles or Town-owned vehicles. Planning and Development Services, Engineering Services: Engineering Services (Energy and Climate Change Analyst) is responsible for reviewing and evaluating the charger program’s success, reporting to Council if required, expansion planning, financial reconciliation, and supporting any Town reporting requirements, based on charger utilization data. Engineering Services (Energy and Climate Change Analyst) is responsible for providing Page 66 of 109 Draft Policy No. XX – Electric Vehicle Charging Station Process 6 the Town’s Facilities Manager with forecasted electricity use and operating costs of EV charging stations, based on previously collected EV charging station data, to support the Facilities Manager annual budget forecasting. Engineering Services (Energy and Climate Change Analyst) is responsible for reviewing the overall EV charging station program operational costs, usage and revenue. Engineering Services is also responsible for determining hourly usage rate(s) for the EV charging stations together. Engineering Services is responsible for providing engineering review for all EV charging station projects. Engineering Services is to include an EV infrastructure needs and feasibility assessment within the project scope for all new; reconstruction; or resurfacing parking lot design projects. Engineering Services (Transportation Analyst) is responsible for updating the Town’s Parking By-law Number 457 4-04 to include EV charging station provisions as per under section 30.2 of the Highway Traffic Act. Community Services, Facilities: Town Facilities is responsible for executing any capital project or service contract on behalf of the Town for the installation of any EV charging station when located at Town- owned facilities. Town Facilities is responsible for the operating costs associated with the electricity consumption from Town EV Charging Stations at Town Facilities. A separate Budget Line item should identify budget associated with this activity; electricity consumption and any other operating costs associated with the program such as service agreements. Forecasted electricity use and cost will be provided by the Engineering Service, based on previous year’s EV charging station data. Town Facilities is responsible to received and store all installation certificates and commissioning documentation to keep in their records. Town Facilities is responsible to provide expertise during any planning for EV charging infrastructure to ensure technical specifications are met at each location, like sufficient electrical capacity, charger locations relative to electrical panel, etc. Town Facilities is responsible to ensure adequate lighting at each EV charging station. Operations: Town Operations staff are responsible for regular parking lot snow removal, and any Page 67 of 109 Draft Policy No. XX – Electric Vehicle Charging Station Process 7 regular parking lot maintenance, such as cleaning and painting of parking lot spaces. Operations staff are responsible to install appropriate EV charging station signage at each charger, with operating hours. Corporate Services, IT: IT is responsible for evaluating and connecting any hardware, IT appliance, IoT device, mobile device, or any software that will be connecting to any of the Town’s internal corporate networks. IT will evaluate based on (but not limited to) these parameters. Reason for corporate network connectivity, use of corporate network resources, type of connection needed, what level of access is needed, and evaluate all cybersecurity concerns. IT shall provide advisory services to any third party electric vehicle network agreement. Corporate Services, By-law: Town By-law staff are responsible for enforcement of the provisions from the Town’s Parking Bylaw in cases of noncompliance. Finance: Finance is responsible for managing the cost centre for the program, revenue from the EV charging stations and ensuring revenue funds are received. An annual financial reconciliation will be performed of the account’s revenue and submitted to Engineering Services for analysis. Finance is responsible for transferring any year-end net operating revenue generated from the program to the Green Initiatives reserve, if applicable. 5.0 Procedure Administration 1. Installation requirements A. Installation shall be in compliance with all with the latest rules and regulations of all authorities having jurisdiction including but not limited to: • Electrical Safety Association • Ontario Electrical Safety Code • Local Distribution Companies Page 68 of 109 Draft Policy No. XX – Electric Vehicle Charging Station Process 8 • Canadian Standards Association • Environmental Permits and requirements, if applicable • Technical Standards and Safety Authority • Building Code • National Fire Code • ASME/ANSI Codes • ASHRAE • Occupational Health and Safety Act • Municipal by-laws and zoning requirements • Other key stakeholder governance • Ministry of Transportation • Workplace Hazardous Material Information System B. Installation is required to be done by a Licensed Electrical Contractor (LEC) C. Sufficient space and capacity within the building electrical system/ room and in the parking area(s) shall be available to house EV infrastructure. D. The electrical tie serving the charging station shall have a minimum 208/240 volt electrical service on a 40 amperage breaker. E. Charging stations should be equipped with “power sharing” and “power limiting” technologies when possible. F. Charging stations should be commissioned as per EV charger service provider recommendations and operate and function within their recommended specifications. G. EV charger service provider should provide the Town with a completed and signed off site commissioning form confirming proper installation and function. H. EV charging station location: The EV charging station installer shall consult with both the Facilities Team and the Town’s Accessibility Advisor on determining ideal EV charging station locations. 2. Revenue collection and pricing A. The EV charger service provider manages all revenue collection on behalf of the Town and is responsible for: Page 69 of 109 Draft Policy No. XX – Electric Vehicle Charging Station Process 9 I. Handling the entire billing process, including payment processing, funds transfers, tax collections and remittance. II. All billing which shall be in Canadian funds and be tax compliant in the Province of Ontario. III. Ensuring availability of alternative payment options for different user types (i.e. public versus fleet, if applicable). B. Pricing I. The user fee should be calculated based on the total time connected to the station, charged by the minute based on an hourly rate, not the duration of the charge or the total energy transfer. II. Hourly charge rates should be based on the Regional averages, not to exceed the maximum average rates in Ontario. Level 3 EV charging stations should have a higher hourly rate than Level 2 chargers, due to their higher capital and operating costs. III. The user shall be charged after charging is complete to encourage drivers to free up the parking space for other users. IV. Engineering Services staff should review the rates annually. 3. Requirements for new public charging stations. A. Existing Town Facilities and parking lots I. At Town facilities with existing networked EV charging stations installed, expansion of EV chargers should be demand-based, where additional EV charging stations should be considered when utilization rates of existing chargers during normal business hours (8:30am to 4:30pm) exceed 80%. II. Projects involving the replacement of existing parking lot asphalt shall consider installing the amount of EV chargers necessary to meet the latest LEED requirements. In addition to this requirement, 10% of the total vehicle parking capacity of the site should also be made EV Capable to allow for future installation of EV infrastructure. Level 2 chargers are currently the preferred charger type to be installed, but Level 1 and 3 may be considered on a project-per-project basis. The Town’s project managers involved in Page 70 of 109 Draft Policy No. XX – Electric Vehicle Charging Station Process 10 the replacement of parking lot asphalt projects shall confirm with the Town’s Facilities and/or Engineering Services (Energy and Climate Change Analyst) what types of EV charger levels should be considered to be installed; where EV chargers should be installed; what funding is available; and overall feasibility of meeting the EV charging station policy requirements on a per project basis. A review of the current EV charger demands and operating costs should be considered in assessing the needs and feasibility of installing new or additional EV charging stations in a parking lot. B. New facilities and new parking lots I. All new Town facilities and major facility renovations shall consider installing the minimum number of EV chargers as required under the latest version of LEED. An additional 10% of parking spaces should be made EV Ready to allow for future installation of EV infrastructure. II. Any new Town parking lot projects shall include a needs and feasibility assessment of EV infrastructure within the project scope and consider the installation of partial EV infrastructure (low). The needs and feasibility assessment should be based on a project-per- project basis involving a review of the current EV charging station program demands, operating costs, funding and the latest LEED plus 10% of the total vehicle parking capacity of the site as the target to provide partial EV infrastructure (low). The Town’s project managers involved in the design and/or construction of new Town parking lots shall confirm with the Town’s Facilities and/or Engineering Services (Energy and Climate Change Analyst) what types of EV charger levels should be considered for future installation; where future EV chargers should be installed; what funding is available; and overall feasibility of meeting the EV charging station policy requirements on a per project basis. 4. EV charger features should include but not limited to: A. Open Charge Point Protocol (OCPP) compliant systems B. Network capacity to a private and secured connection using a cellular data network Page 71 of 109 Draft Policy No. XX – Electric Vehicle Charging Station Process 11 C. Gateway enabling sufficient communication capabilities to multiple charging stations D. Mobile app enabling real time communication with the charging station(s) E. EV charging station shall be a minimum Level 2 (40 amps) using SAE Standard J1772. F. Level 3 charging stations should be conserved on a project-by-project basis due to their higher capital and operational costs. G. Capable of effective operation in outdoor temperatures and conditions experienced during all four seasons. H. Charge head to meet a minimum NEMA 3 standard I. Charging station components are corrosion resistant J. EV charging service provider’s customer service hotline, posted in plain sight, for real-time assistance 5. Registration Requirements All EV charging users require registration with membership directly with the corresponding charger network EV charger service provider through smartphone applications or dedicated radio-frequency identification (RFID) cards. 6. Public and Fleet Use of Charging Station A. Public charging stations should be installed in easy identified locations and appear on the EV charger service provider’s public map B. EV charging stations should have both public and fleet charger options, enabling notices to be set as “Private” and “not available” to the public on web app where necessary. 7. Data Administration A. The Town shall have access to the charger usage data. The EV charger service provider shall provide a complete history of EV charging session data for all the charging stations associated with the Town. This data should be accessible electronically with the ability to generate reports for specific dates, sites and/ or EV charging stations, including but not limited to: Page 72 of 109 Draft Policy No. XX – Electric Vehicle Charging Station Process 12 • Energy transferred (kilowatt and kilowatt-hour) • Connection time (hours: minutes) • Time connected not charging (hours: minutes) B. The EV charger service provider shall obtain non user specific usage data, to assess future expansion needs. C. The Town should have access to real-time charging station status, including but not limited to: • Charging station availability • Charging station in use • Charging stations currently inoperable • Electricity use rate • The ability to produce detailed transaction reports for a given period 8. Complaint management protocols All complaints shall be managed by the EV charger service provider and follow processes that are transparent to the Town. 9. EV charging station parking enforcement A. Parking spaces designated for EVs shall be for charging purposes only. Any vehicle parked in an allocated EV charging station parking space that have completed charging activities, shall be subject to additional user fees until disconnected. B. Vehicles found at an EV charging station that are not charging are subject to penalties found under the Town’s Parking Bylaw. C. The Aurora Parking By-law Number 457 4-04. T shall be updated to align with the the Highway Traffic Act under section 30.2: “No person shall park a vehicle in an electric vehicle charging station that is identified by a sign that satisfies the prescribed requirements unless the vehicle is an electric vehicle and the vehicle is actively charging from the station’s charging equipment.” Penalty shall be set, in line with the Reserved Parking for Electric Vehicle Charging Act, 2019. Page 73 of 109 Draft Policy No. XX – Electric Vehicle Charging Station Process 13 10. EV Charging Station Process Term The EV Charging Station Process #XX should be reviewed every two years or when required. 11. Accessibility considerations A. All EV charging station parking dimensions shall be compliant with Type B dimensions (2.7mX5.3m), as per the Aurora Zoning By-law #6000-17, Section 5.8.1 Barrier-Free Dimension Requirements, in compliance with AODA legislation. B. The Accessibility Advisor shall be consulted if any barrier-free parking spaces are affected by the installation of an EV charging station. 12. Operating hours Operating hours shall be decided on a site by site basis and maximized for public access based on the Town’s bylaws. 13. Security cameras All EV charging station should have security cameras with appropriate signage to explain that users are being video monitored for unlawful activity. 14. Peak demand management All EV charging stations should include peak shifting capabilities to allow for power demand management during peak hours, and reduce the costs of running the chargers during periods of higher costs. 15. Signage and Lighting Signage shall be provided to explain parking enforcement rules, operating hours and proper use of the EV charging station, and appropriate outdoor lighting should be provided. 6.0 Regulatory/References/Codes/Standards O. Reg. 332/12: Ontario Building Code (see sections 3.1.21 and 9.34.4) Bill 123, Reserved Parking for Electric Vehicle Charging Act, 2019. Town of Aurora Electric Vehicle Charging Station Policy#XX Town of Aurora Parking By-law Number 4574-04 Page 74 of 109 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. FIN 2 1 -0 12 _______________________________________________________________________________________ Subject: 2022 Budget Process and Timeline Prepared by: Jason Gaertner, Manager Financial Management Department: Finance Date: March 23, 2021 _______________________________________________________________________________________ Recommendation 1. That Report No. FIN21-012 be received; and 2. That the proposed budget timeline as detailed in Table 1 be approved. Executive Summary This report outlines the budget process for the 2022 Budget:  The operating budget reaffirmation process will continue to focus on any changes to the previously approved 2022 budget  The proposed 2022 capital budget and an updated 10-year capital plan will be presented to the Budget Committee for its consideration  A December budget approval is proposed Background As part of the 2020 budget process, Council approved the Town’s first three-year multi- year operating budget covering the period from 2020 to 2022. Similar to its 2021 budget, the Town must reaffirm its upcoming 2022 operating budget as per provincial legislation which requires that multi-year budgets be reaffirmed by Council on an annual basis. In 2020 Council approved multiple modernization changes to the Town’s 2021 budget process and format. Page 75 of 109 March 23, 2021 2 of 5 Report No. FIN21-012 The Finance Advisory Committee reviewed the 2022 budget process and budget timeline at its March 8th meeting. Analysis The operating budget reaffirmation process will continue to focus on any changes to the previously approved 2022 budget In December 2019 Council approved the 2020 to 2022 operating budget which included the same level of detail for each of the three years. The budget included the identification of all the resources, funds and staff, needed to deliver the Town’s core services, manage growth and implement the new initiatives for each year. A multi-year operating budget must be reaffirmed by Council on an annual basis. In December 2020, Council reaffirmed the 2021 and 2022 operating budgets. Similarly, as part of the 2022 budget process, Council will be asked to reaffirm the Town's last multi- year budget for 2022. This reaffirmation process will only focus on any changes to the previously approved 2022 budget. The proposed 2022 capital budget and an updated 10-year capital plan will be presented to the Budget Committee for its consideration The Budget Committee will be presented with a similar capital package to what it reviewed as part of the 2021 budget process. The package will include three primary components being: i. Any proposed 2022 capital project authority increases. The budget will clearly indicate which capital authority was approved in prior years and what Council is being asked to approve for 2022. ii. A 2022 10-Year Capital Budget which continues to include both the total required project budget commitment along with the expected cash outflows for all capital projects. Council will be asked to approve the full budget for each project as part of the proposed 2022 budget. This full budget will reflect the total budget that is being committed to each project for 2022. For projects which take multiple years to complete, the budget will also show how much is expected to be spent/completed in each year. This will reflect the actual planned cash outflows for the project and will be captured in the Town’s 10-year capital plan and funded from reserves as they are expected to occur. iii. A summary of all previously approved capital projects that have recently concluded and been closed by staff. Page 76 of 109 March 23, 2021 3 of 5 Report No. FIN21-012 A December budget approval is proposed Staff are proposing to aim for a December budget approval. This timing ensures that a budget is in place prior to the start of 2022 and also ensures the budget can include the latest assessment growth information. Staff are planning a public session on June 1st. This is a public session that provides residents, businesses and community groups an opportunity to share their ideas with Council. In consideration of COVID-19 feedback will likely be gathered through a virtual format to be determined. Staff propose tabling the 2022 Budget at Council on October 26th, 2021. Then reviewing the budget over four weekly Budget Committee meetings on Monday evenings starting at 6pm. These meetings would run from Monday November 8th to Monday November 29th. Then the budget could be considered for approval on December 14th, 2021 at Council as shown in Table 1 below. Table 1 Proposed budget meeting schedule Meeting Description Date 2022 Budget Public Session Tuesday June 1st General Committee – Budget Kickoff Tuesday October 26th Budget Committee Reviews Monday November 8th Monday November 15th Saturday November 20th Monday November 22nd Monday November 29th Council Approval Tuesday December 14th The budget committee review meetings will include the review of the following content:  2022 Operating Budget Reaffirmation o Changes from the previously approved multi-year budget o Community Partner Presentations  2022 Capital Budget and 10-Year Capital Plan o Repair and replacement capital projects o Growth and new capital projects o Studies and other capital projects Page 77 of 109 March 23, 2021 4 of 5 Report No. FIN21-012 Finance will work with the Clerk’s Office to coordinate the scheduling of these meetings. Advisory Committee Review Finance Advisory Committee reviewed the 2022 budget process and timeline presented in this report at its March 8th meeting. Legal Considerations None Financial Implications There are no financial implications at this time. Communications Considerations The Town of Aurora will use ‘Inform’ as the level 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. Staff will inform the public of the changes to the budget process by posting information to the Town website. The calendar of budget-related meetings will also be shared on the website and through social media. Link to Strategic Plan Developing the annual budget supports all aspects of the Strategic Plan. Specifically, this report supports the Plan principles of Leadership in Corporate Management, Leveraging Partnerships, and Progressive Corporate Excellence and Continuous Improvement. Alternative(s) to the Recommendation 1. Council provide direction Page 78 of 109 March 23, 2021 5 of 5 Report No. FIN21-012 Conclusions The 2022 Budget process and format remain consistent with the modernized process approved by Council that was used for 2021. The proposed budget meeting schedule remains consistent with previous years. Attachments None Previous Reports FAC Memorandum, 2022 Budget Process and Timelines, March 9, 2021 Pre-submission Review Agenda Management Team review on March 4, 2021 Approvals Approved by Rachel Wainwright-van Kessel, CPA, CMA, Director, Finance Approved by Doug Nadorozny, Chief Administrative Officer Page 79 of 109 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. FIN 2 1 -0 13 _______________________________________________________________________________________ Subject: Statement of Remuneration and Expenses for Members of Council, Committees and Local Boards Prepared by: Tracy Evans, Financial Management Advisor Department: Finance Date: March 23, 2021 _______________________________________________________________________________________ Recommendation 1. That Report No. FIN21-013 be received; and 2. That all future statements of remuneration and expenses for members of Council, Committees and Local Boards be posted solely on the Town’s website on a semi- annual basis; and 3. That staff update Administrative Policy No. 57 accordingly to reflect this change in reporting format. Executive Summary This report is to fulfil the statutory reporting and disclosure requirements of Section 284(1) of the Municipal Act, 2001, S.O. 2001, c. 25 as amended, (the Act) in respect of the 2020 compensation and expenses paid to members of Council and its Committees and Local Boards.  All remuneration and expenses paid were properly approved and budgeted.  Any remuneration paid by York Region to the Town of Aurora’s Regional Councillor (Mayor) has been excluded from this report.  All applicable statutory reporting and disclosure requirements can be met solely through the posting of the statement of remuneration and expenses for members of Council, Committees and Local Boards on the Town’s website Page 80 of 109 March 23, 2021 2 of 5 Report No. FIN21-013 Background Under the Act, the Treasurer of each municipality must submit annually to Council an itemized statement of the remuneration and expenses paid to each member of Council in respect of his/her services as a member of Council. The statement should also include all remuneration and expenses paid to any appointed member of a Committee of Council or a Local Board in respect of his/her services as a member of the Committee or Board. For Aurora, this would include all persons of appointed committees, and the Aurora Public Library Board. Analysis All remuneration and expenses paid were properly approved and budgeted Attachments #1 through #3 make the statutory disclosures for all applicable compensation and expenses of 2020. The statutory disclosure requires only “a statement on remuneration and expenses paid to” the respective members. There is no prescribed or regulated format for such disclosure statement. These vary from municipality to municipality. The format used in this report is similar to those used in the last several years. Remuneration, travel allowance, conference/seminar expense and any other expense reimbursements are paid to the Mayor and Councillors in accordance with By-law No. 5564-13 and Administrative Procedure No. 57. Additionally, the budgets for such were included in the 2020 Operating Budget which was approved with the passing of confirmatory By-law #6229-19 on December 10, 2019. The Committee of Adjustment members are paid a stipend per meeting attended in accordance with their Terms of Reference approved by Council each term. In many instances the Town of Aurora pays these expenses directly by Town credit card on behalf of the member. Items such as airlines, hotels and conference registrations are often, although not always, paid this way. Some of these expenses are also incurred directly by the members personally, who are then reimbursed. To ensure that all similar expenses are disclosed for each member, Attachment #2 outlines the payments made to reimburse members separate from the payments made directly by the Town on their behalf. All the payments made to reimburse members and on behalf of members are shown on Attachment #1 for compliance with the Act. Page 81 of 109 March 23, 2021 3 of 5 Report No. FIN21-013 Any remuneration paid by York Region to the Town of Aurora’s Regional Councillor (Mayor) has been excluded from this report Any remuneration paid to the Town of Aurora’s Regional Councillor (Mayor) on behalf The Regional Municipality of York under the terms of a Joint Service Agreement is not included in the amounts of Attachment #1, as these will be reported upon separately by The Regional Municipality of York as the statute applies. All applicable statutory reporting and disclosure requirements can be met solely through the posting of the statement of remuneration and expenses for members of Council, Committees and Local Boards on the Town’s website The format and delivery of these statutory reporting and disclosure requirements differ between Ontario municipalities. Some municipalities continue to meet these disclosure requirements through a formal report on their Council’s agenda while others make all necessary disclosures solely through their website. Staff recommend that the Town modify its delivery of these statutory disclosures to a format which entails their delivery solely through the Town’s website. This will allow the Town to achieve efficiencies in this regard with no impact to the Town’s reporting transparency. As per the Town’s existing Administrative Policy No. 57, staff will continue to issue updated disclosures on a semi-annual basis; ensuring that as required by legislation each year’s final results are posted to the Town’s website prior to March 31st of the following calendar year. As a normal course of business, Council will be notified prior to the posting of each statement of remuneration and expenses on the Town’s website. Advisory Committee Review None Legal Considerations Section 284 of the Municipal Act, 2001 requires the Treasurer to provide to Council, by March 31, an annual itemized statement on remuneration and expenses paid in the previous year to each member of council, a committee or a local board, in respect of his or her services as a member of Council, a committee or a local board, as the case may be. The statement shall identify the by-law under which the remuneration or expenses were authorized to be paid. These statements are considered public records. Page 82 of 109 March 23, 2021 4 of 5 Report No. FIN21-013 Financial Implications All 2020 Council, Committee and Board members’ remuneration and expenses have been incurred in accordance with Town bylaws and policies and have herein been reported as required under Section 284 (1) of the Act. Communications Considerations The Town will make Council expenses available via the Town’s website, where prior year reports are also available. Link to Strategic Plan Reporting on the compensation and expenses of members of Council, committees and local boards meets statutory reporting requirements aimed at ensuring and supporting the Town’s Strategic Plan principles of transparency and accountability of government. Alternative(s) to the Recommendation None. Information report only. Conclusions All 2020 Council, Committee and Board members’ remuneration and expenses have been incurred in accordance with Town bylaws and policies and have herein been reported as required under Section 284 (1) of the Municipal Act. This report will be posted to the Town’s website along with previous reports. In an effort to achieve efficiencies in this regard with no impact to the Town’s reporting transparency, staff recommend that all future disclosures of this nature be made solely on the Town’s web site. Attachments Attachment #1 – Statement of Remuneration and Expenses paid to Members of Council Attachment #2 – Disclosure of Expenditures of Members of Council Attachment #3 – Remuneration and Expenses paid to Appointed Members of Committees and Boards. Page 83 of 109 March 23, 2021 5 of 5 Report No. FIN21-013 Previous Reports This is an annual report. Reports for 2011 through to 2019 are currently available on the Members of Council page of the Town’s website. Pre-submission Review Agenda Management Team review on March 4, 2021 Approvals Rachel Wainwright-van Kessel, CPA, CMA, Director of Finance/Treasurer Approved by Doug Nadorozny, Chief Administrative Officer Page 84 of 109 Town of Aurora Replacement Page Attachment #1 Paid to Elected Members in 2020 REMUNERATION BENEFITS VEHICLE / TRAVEL ALLOWANCE EXPENSES REIMBURSED TOTAL Members of Council Tom Mrakas **$101,106 $21,384 $9,240 $1,757 $133,487 Harold Kim 37,187 - 1,939 - 39,126 Wendy Gaertner 37,187 - 1,939 - 39,126 John Gallo 37,187 845 1,939 51 40,022 Rachel Gilliland 37,187 845 1,939 556 40,527 Sandra Humfryes 37,187 845 1,939 51 40,022 Michael Thompson 37,187 845 1,939 - 39,971 324,228$ 24,764$ 20,874$ 2,415$ 372,281$ Rachel Wainwright-van Kessel, Director of Finance March 23, 2021 Statement of Remuneration and Expenses ** Excludes any remuneration paid to the Regional Councillor (Mayor) by the Town of Aurora on behalf of York Region under the Terms of a Joint Services Agreement. Such amounts are reported separately by York Region. See Attachment #2 All remuneration and expenses were properly documented, approved and authorized by by-laws, and were within allocated budgets. Prepared for Council pursuant to Section 284(1) of the Municipal Act, 2001. Page 85 of 109 Town of Aurora Disclosure of Expenditures of Members of Council For the period January 1 to December 31, 2020 Training/ Seminars/ Conferences ** Out of Town mileage/ tolls/ parking FCM Board Meetings (Member) Special Events Meals/ Hospitality (excl. alcohol) Other Expenses Total $6,000 $27,000 Tom Mrakas - - - - - - - Wendy Gaertner - - - - - - - Sandra Humfryes - - - - - - - Harold Kim - - - - - - - John Gallo - - - - - - - Rachel Gilliland - - - - - - - Michael Thompson - - - - - - - Tom Mrakas - - - 203 584 971 1,757 Wendy Gaertner - - - - - - - Sandra Humfryes - - - 51 - - 51 Harold Kim - - - - - - - John Gallo - - - 51 - - 51 Rachel Gilliland - - - 556 - - 556 Michael Thompson - - - - - - - Tom Mrakas - - - 203 584 971 1,757 Wendy Gaertner - - - - - - - Sandra Humfryes - - - 51 - - 51 Harold Kim - - - - - - - John Gallo - - - 51 - - 51 Rachel Gilliland - - - 556 - - 556 Michael Thompson - - - - - - - - - - 860 584 971 2,415 ** includes related travel, accommodation, and included meals Total Expenses: Note: This report is not intended to reconcile to line account totals, as staff and administrative items have been excluded for purposeof this report. Expenditure Budgets: (full year) Unallocated Pooled Budget Replacement Page Attachment #2 Total All $21,000 - Reimbursed to Member: Paid by Town on Behalf of Member: Page 86 of 109 Training/ Seminars/ Conferences ** Out of Town mileage/ tolls/ parking FCM Board Meetings (Member) Special Events Meals/ Hospitality (excl. alcohol) Other Expenses Total Tom Mrakas - Wendy Gaertner - Sandra Humfryes - Harold Kim - John Gallo - Rachel Gilliland - Michael Thompson - Training/ Seminars/ Conferences Attended Page 87 of 109 Attachment #3 RENUMERATION OTHER EXPENSES REIMBURSED TOTAL Appointed Members of Committees and Boards Tom Plamondon - Chair Committee of Adjustment / Property Standards Committee 1,010$ -$ 1,010$ Clarence Lui - Vice Chair Committee of Adjustment / Property Standards Committee 1,080 - 1,080$ Grace Marsh Committee of Adjustment / Property Standards Committee 10 10$ Roy J. Harrington Committee of Adjustment / Property Standards Committee 10 10$ Hank Gosar Committee of Adjustment / Property Standards Committee 10 10$ David Mhango Committee of Adjustment / Property Standards Committee 10 10$ Michele Boyer Committee of Adjustment / Property Standards Committee 1,080 - 1,080$ Steven D'Angeli Committee of Adjustment / Property Standards Committee 1,080 - 1,080$ Daniel Lajeunesse Committee of Adjustment / Property Standards Committee 960 960$ 5,250$ -$ 5,250$ Members with no payments made: Heritage Advisory Committee Community Advisory Committee Councillor Sandra Humfryes Sara Weiss - Chair John Green (AHS Representative)Denis Heng - Vice Chair Neil Asselin - Chair Barry Bridgeford Matthew Kinsella Chris Gordon Jeff Lanthier Balpreet Grewal Hoda Soliman Bob McRoberts - Vice Chair Janet Mitchell Staff Liaison – Carlson Tsang Jennifer Sault Laura Thanasse Staff Liaison - Techa van Leeuwen Nancy Harrison - Chair (Resigned Dec/20)Councillor Rachel Gilliland Koula Koliviras - Vice Chair Matthew Abas Barb Allan Max Le Moine Wendy Browne John Lenchak - Chair Rosalyn Gonsalves Hailey Reiss - Vice Chair Heidi Schellhorn Jo-anne Spitzer Beverley Wood Staff Liaison – Mat Zawada Staff Liaisons - Michael de Rond Gordon Barnes - (Resigned Nov/19) - Jason Gaertner Rachelle Stinson Governance Review Ad Hoc Committee Finance Advisory Committee Steve Hinder Councillor Michael Thompson - Chair Bill Hogg Councillor John Gallo Terry Jones Mayor Tom Mrakas Tim Jones - Vice Chair Staff Liaisons – Doug Nadorozny Jeff Thom - (Resigned)Staff Liaisons – Rachel Wainwright-van Staff Liaison - Michael de Rond Kessel Anita Moore - Chair (Resigned Jul/19) Aurora Public Library Board Tom Connor - Chair Adam Mobbs - Vice Chair Councillor Sandra Humfryes Aurora Appeal Tribunal Michele Boyer Councillor Harold Kim John Clement Marie Rankel Steven D'Angeli Community Recognition Review Advisory CommitteeAccessibility Advisory CommitteeMayor's Golf Classic Funds Committee Elaine Martini Brian North - Vice Chair Ken Turriff Staff Liaison – Bruce Gorman Mayor Tom Mrakas Erin Cerenzia - Chair Town of Aurora Summary of Remuneration and Expenses Paid in 2020 Appointed Members of Committees and Boards Chris MacEachern - (Resigned Feb/20) Daniel Lajeunesse Clarence Lui Tom Plamondon Diane Buchanan Paul Martin Jo-anne Spitzer Staff Liaison – Shelley Ware Page 88 of 109 Aurora Economic Development Corporation Phiona Durrant Mayor Tom Mrakas Noor El-Dassouki Keenan Hull Tim Hammill - Chair Mae Khamissa Marilee Harris - Vice Chair Mark Lewis Vern Cunningham Tricia Wright Richard Gong Staff Liaison - Techa van Leeuwen Steve Hinder Mae Khamissa Criag Youdale Rachel Wainwright-van Kessel, Director of Finance March 23, 2021 All remuneration and expenses were properly documented, approved and authorized by by-laws, and were within allocated budgets. Prepared for Council pursuant to Section 284(1) of the Municipal Act, 2001. Anti-Black Racism and Anti-Racism Task Force Councillor Harold Kim Page 89 of 109 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. PDS 2 1 -0 37 Subject: Appointment to the Aurora Economic Development Corporation’s (AEDC) Board of Directors Prepared by: Nick Kazakoff, Economic Development Officer Department: Planning and Development Services Date: March 23, 2021 Recommendation 1. That Report No. PDS21-037 be received; and, 2. That Council appoint Councillor Harold Kim to the Aurora Economic Development Corporation’s (AEDC) Board of Directors. Executive Summary This report seeks Council’s appointment of Councillor Harold Kim in replacement of Councillor Sandra Humfryes to the Aurora Economic Development Corporation’s (AEDC) Board of Directors.  Councillor Kim has been approved as the new Board member by the AEDC Board of Directors Background AEDC Board of Directors The Aurora Economic Development Corporation’s (AEDC) Board of Directors consists of eleven (11) board members, nine are local residents or business owners and two are representatives from Council. Currently, the Board of Directors is comprised of the following members: Tim Hammill, Chair Marilee Harris, Vice-Chair Page 90 of 109 March 23, 2021 2 of 4 Report No. PDS21-037 Mayor Tom Mrakas Councillor Sandra Humfryes Vern Cunningham Richard Gong Mike Hardman Steve Hinder Mae Khamissa Thai Pham Craig Youdale. Local residents or business owners of the Board of Directors will be appointed for a three year term and can be appointed to a maximum two consecutive three year terms. The initial Directors were appointed using a staggered term approach with two, three, and four year terms to ensure continuity. Council members have been appointed for a term concurrent with the term of Council. Analysis Councillor Kim has been approved as the new board member by the AEDC Board of Directors On February 23, 2021 at the Aurora Economic Development Corporation’s monthly board meeting the board approved Councillor Harold Kim as the replacement for Councillor Humfryes’ Council representative board position. This change is a part of Council’s mid term Boards and Committees membership shuffle and was mutually agreed upon. Councillor Kim’s term of appointment to the AEDC Board will be for the remainder of this term of Council or until which time a replacement member has been appointed. Advisory Committee Review None Legal Considerations As the sole voting member (i.e., shareholder) of the Aurora Economic Development Corporation, Council is required to appoint directors. Page 91 of 109 March 23, 2021 3 of 4 Report No. PDS21-037 Financial Implications None Communications Considerations The Town will update information pertaining to board membership through the Town’s website. Link to Strategic Plan Maintaining Ad Hoc and Advisory Committees/Boards supports the Strategic Plan goal of supporting an exceptional quality of life for all through the accomplishment in satisfying requirements in the following key objectives within this goal statement: Strengthening the fabric of our community: through the identification of new formats, methods and technologies to effectively and regularly engage the community. Alternative(s) to the Recommendation 1. That Council provide direction. Conclusions The Aurora Economic Development Corporation’s (AEDC) Board of Directors are recommending to Council the appointment of Councillor Kim to the AEDC Board for the remainder of this term of Council. Attachments None Previous Reports Special Meeting of Council Report No. PDS20-063, dated October 6, 2020. General Committee Report No. PDS19-016, dated March 19, 2019. Page 92 of 109 March 23, 2021 4 of 4 Report No. PDS21-037 Pre-submission Review Agenda Management Team review on March 5, 2021 Approvals Approved by David Waters, Director, Planning and Development Services Approved by Doug Nadorozny, Chief Administrative Officer Page 93 of 109 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. CAO 2 1 -0 02 Subject: Return to In-person Council Meetings Prepared by: Doug Nadorozny, Chief Administrative Officer Department: Office of the Chief Administrative Officer Date: March 23, 2021 Recommendation 1. That Report No. CAO21-002 be received for information Executive Summary This report is intended to provide information to members of Council and the public about the Town’s phased plan to return to ‘in-person’ meetings held in the Council Chambers at Town Hall.  The Region of York is currently in the ‘red control zone’ which strictly limits gatherings and close contact  Town staff are using a phased approach to returning to in person Council meetings Background The Region of York is currently in the ‘red control zone’ which strictly limits gatherings and close contact The Ontario Government has created five zones meant to indicate the current severity level of the COVID-19 pandemic within the various zones. Each zone provides different public health and workplace safety measures for businesses and organizations depending on what region you are in. The zones, from most concerning level to least, are as follows;  Grey – Lockdown  Red – Control  Orange – Restrict Page 94 of 109 March 23, 2021 2 of 3 Report No. CAO21-002  Yellow – Protect  Green – Prevent In the red zone, indoor gatherings are limited to 5 people, with up to 25 being able to gather outside. Information regarding the restrictions for all zones can be found here. Analysis Town staff are using a phased approach to returning to in person Council meetings The following is how the Town will decide when it’s appropriate to move from virtual General Committee and Council meetings to in-person meetings;  Grey/lockdown – Virtual meetings  Red/control – Virtual meetings  Orange/restrict – In-person meetings. Council and 4 staff members present. No members of the public.  Yellow/protect – In-person meetings. Council, some staff members, and optional attendance for delegates. No members of the public.  Green/prevent – In-person meetings. Council, staff and the public welcome. The restrictions within the various zones have been amended in the past, and should they be amended in the future to cause doubt as to whether the town should meet virtually or in-person, the CAO, in consultation with the Mayor, will make that decision. Advisory Committee Review None Legal Considerations In general, the provincial orders, as amended, that govern the Grey/Lockdown and Red/Control zones encourage minimal contact amongst individuals. The orders specifically state that any work or services that may be performed remotely, should be performed remotely. Similarly, certain retail sales should provide sales through curbside pick-up or delivery only. Further, the orders specify capacity limits and requires that all public health restrictions must be followed. As a region progresses through the various zones, there are less restrictions. Page 95 of 109 March 23, 2021 3 of 3 Report No. CAO21-002 This phased approach to return to “in-person” meetings is in keeping with the overall intent of the provincial orders. Financial Implications None Communications Considerations None Link to Strategic Plan None Alternative(s) to the Recommendation 1. Council provide direction Conclusions The approach to returning to in-person meetings aligns with what is generally occurring in other York Region municipalities, as well as aims to protect the health of Council and staff as we transition back to in-person Council meetings. Attachments None Previous Reports None Approvals Approved by Doug Nadorozny, Chief Administrative Officer Page 96 of 109 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Notice of Motion Councillor’s Office Re: Highway 413 To: Mayor and Members of Council From: Councillor Wendy Gaertner Date: March 23, 2021 Whereas the proposed GTA West Transportation Corridor, Highway 413, originated as a component of the 2005 Places to Grow Act that set out population, density and growth targets for municipalities, while aiming to direct growth away from agricultural and environmentally sensitive lands; and Whereas the proposed highway will pave over 2,000 hectares of land including important agricultural and environmental lands contrary to mandate of that Act; and Whereas in July 2020 the Province’s omnibus Bill 197 removed many environmental regulations and opened a “streamlined” environmental assessment process, skipping over parts of Ontario’s assessment system and removing the requirement for a comprehensive environmental assessment; and Whereas City of Vaughan and City of Mississauga Councils have withdrawn their long- standing support because it would have a disastrous impact on the environment; and Whereas no comprehensive environmental assessment has been done to date to address the above; 1. Now Therefore Be It Hereby Resolved that Aurora join the municipalities of Brampton and Caledon to pass a motion requesting a Federal environmental assessment of the proposed route, and further work on Highway 413 be placed on hold until this is completed; and 2. Be It Further Resolved That this motion be sent to Premier Doug Ford, Caroline Mulroney, Minister of Transportation, Jeff Yurek, Minister of the Environment, Conservation and Parks, Government House Leader Paul Calandra, the Regions of York and Halton, and all Greater Toronto Area Municipalities. Page 97 of 109 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Notice of Motion Councillor’s Office Re: Climate Lens To: Mayor and Members of Council From: Councillor Rachel Gilliland Date: March 23, 2021 Whereas the Town of Aurora declared a Climate Emergency for the purposes of naming and deepening our commitment by protecting human health, eco systems and infrastructure by identifying key criteria to help reduce our carbon footprint and protect our community from the impacts of climate change; and Whereas the Town of Aurora supports the Community Energy Plan, Corporate Environmental Action Plan, Energy Conservation and Demand plan, and other green initiatives; and Whereas the Town of Aurora has committed to create a Climate Action Plan for the Town of Aurora, focused on reducing emissions and adaptation at the community level; and Whereas staff are directed by Council to look for opportunities for economic growth, stimulation in the low-carbon economy, and cost benefits for all who consume energy; and Whereas other municipalities and levels of government are including a climate lens approach in their governance and operations, such as Halton Hills and Kingston; and Whereas Town operations and Council would benefit from incorporating a climate lens approach to better understand the environmental impacts and/or achievements made by Council decisions and over all operations; and Whereas a climate lens will help raise awareness amongst proponents of infrastructure systems to integrate climate change considerations into the core of project planning and design phases, as well as a project’s long-term climate risk; Page 98 of 109 Climate Lens March 23, 2021 Page 2 of 2 1. Now Therefore Be It Hereby Resolved That staff investigate ways to include a climate lens approach in Town operations and governance to better understand the environmental impacts and achievements; and 2. Be It Further Resolved That the addition of a climate lens be included in General Committee and Council reports as of June 2021, when applicable. Page 99 of 109 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Notice of Motion Mayor’s Office _______________________________________________________________________________________ Re: Minister’s Zoning Order – 50-100 Bloomington Road To: Members of Council From: Mayor Tom Mrakas Date: March 23, 2021 _______________________________________________________________________________________ Whereas the Minister’s Zoning Order (MZO) for the Bloomington property partially rezones land previously zoned as ‘Institutional’ to allow for residential housing in addition to permitting a Long Term Care (LTC) facility; and Whereas the Minister’s Zoning Order was issued without prior consultation or support from the Town; and Whereas the land is already zoned ‘Institutional’, and MZO is not required to achieve the purpose of developing a LTC; and Whereas Official Plan Amendment No. 34 only allows for two units per gross acre for residential development; and Whereas the MZO issued by Minister Clark will allow for 18 units per acre for residential development; and Whereas the MZO issued by Minister Clark will increase the density per acre by 800%; and Whereas the Province and Minister Clark has stated that no MZO would be issued without the full support of the local municipality; 1. Now Therefore Be It Hereby Resolved That the Town of Aurora Council does not support nor has ever supported the Minister’s Zoning Order (MZO) that was issued on August 12, 2020, for the lands in the Town of Aurora, in the Regional Municipality of York, in the Province of Ontario, described as Part of Lot 71, Concession 1, designated as Part 2 on Reference Plan 65R-36717, and further identified by Property Identification Number 03671- 0060 (LT) registered in the Land Registry Office for the Land Titles Division of York Region (No. 65), known as 50-100 Bloomington Road; and Page 100 of 109 Minister’s Zoning Order – 50-100 Bloomington Road March 23, 2021 Page 2 of 2 2. Be It Further Resolved That the Town of Aurora requests that the Minister of Municipal Affairs and Housing, Steve Clark, repeal the Minister’s Zoning Order (MZO) for 50-100 Bloomington Road forthwith; and 3. Be It Further Resolved That a copy of this motion be sent to The Honourable Doug Ford, Premier of Ontario, The Honourable Christine Elliott, Deputy Premier, The Honourable Steve Clark, Minister of Municipal Affairs and Housing, Andrea Horwath, Leader of the New Democratic Party, all MPPs in the Province of Ontario, and the Regional Municipality of York. Page 101 of 109 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Notice of Motion Councillor’s Office Re: Arts Help To: Mayor and Members of Council From: Councillor Sandra Humfryes Date: March 23, 2021 Whereas the Aurora Library Square Initiative has been kicked off and many project steams are being developed and created; and Whereas it is imperative that we have a powerful communication vehicle to support all Library Square Events, Arts, and Initiatives via world class digital methodologies; and Whereas founded on the principle of art making the world a better place, Arts Help is the #1 Art Publisher, with a community of 2.5 million members; and Whereas Arts Help is a non-profit organization with large institutions to develop impactful projects and programming who believes art is a vehicle for social change; and Whereas Arts Help delegated to Aurora Town Council in December of 2020 and Council Members were excited and hoping to understand more of what the Arts Help Organization could offer Library Square; 1. Now Therefore Be It Hereby Resolved That Town staff meet with Arts Help to understand both cultural and economic benefits of having a large Multi-Media Multi- Digital company to increase awareness and growth of the new Library Square and that Town staff report back to Council by June 2021. Page 102 of 109 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Memorandum Office of the Mayor Subject: York Regional Council Highlights of February 25, 2021 To: Members of Council From: Mayor Mrakas Date: March 23, 2021 Recommendation 1. That the York Regional Council Highlights of February 25, 2021, be received for information. Page 103 of 109 , Thursday, March 4, 2021 York Regional Council – Thursday, February 25, 2021 Live streaming of the public session of Council and Committee of the Whole meetings is available on the day of the meeting from 9 a.m. until the close of the meeting. Past sessions are also available at York.ca/councilandcommittee York Region returns to Red-Control zone On Monday, February 22, 2021, York Region moved back into the Red-Control zone within the revised and strengthened Keeping Ontario Safe and Open Framework. York Regional Council welcomed the Government of Ontario’s decision to gradually transition York Region in a way that balances the health and well-being of residents with the economic interest of businesses. Regional Council’s support of moving to the Red-Control zone takes into account the expert advice of York Region’s Medical Officer of Health Dr. Karim Kurji, a downward trend in positive cases of COVID- 19 across all nine cities and towns and broader-scale restrictions in the updated framework to control transmission of COVID-19. As some businesses begin to reopen across York Region, the best action to address the spread of COVID-19 in our communities is for ALL York Region residents to continue adhering to public health guidelines, including stay home as much as possible, keep socialization to the immediate household, ensure physical distancing and to wear a mask if you must leave home. These measures combined with continued enhanced enforcement measures will help in the on-going fight against this virus and further reopen our communities. Regional Council remains committed to supporting strong, caring, safe communities. Throughout this crisis, York Region has maintained york.ca/covid19 as a trusted source of information related to public health and safety. Regional staff will continue to monitor community needs and their impact on Regional programs and services and provide update to Regional Council and the community on the ongoing response. York Region’s COVID-19 vaccination plan Following a presentation of York Region’s COVID-19 vaccination plan and governance model, Regional Council received an update from Dr. Kurji outlining the Region’s plans to begin vaccinating residents 80 years of age and older. As of Monday, March 1, 2021, York Region residents age 80 and older (born in 1941 or earlier) are able to book an appointment for their COVID-19 vaccination. Page 104 of 109 Opening vaccinations to this priority group identified in Phase One of the Government of Ontario’s COVID-19 Vaccination Distribution Plan is welcomed news for many vulnerable residents and marks another step forward in bringing an end to the pandemic through vaccination. Through collaboration with public and private partners, residents of York Region who are 80 years or older and eligible priority health-care workers can now book an appointment to receive their vaccination at one of 5 clinic locations: • Cortellucci Vaughan Hospital located in the City of Vaughan, operated by Mackenzie Health • Cornell Community Centre located in the City of Markham, operated by Eastern York Region North Durham (EYRND) Ontario Health Team (OHT) • Ray Twinney Recreation Complex located in the Town of Newmarket, operated by Southlake Regional Health Centre • Richmond Green located in the City of Richmond Hill, operated by York Region Public Health • Georgina Ice Palace located in the Town of Georgina, operated by York Region Public Health Residents who are eligible for a vaccine but who are not comfortable booking an online appointment are encouraged to seek out a support person (caregiver, family member or friend) who can assist in booking a vaccine appointment on their behalf. Alternatively, residents can reach out to Access York Contact Centre at 1-877-464-9675. As more vaccine supply becomes available, York Region will look to open additional clinics across its nine cities and towns, including drive-thru vaccine clinics to be located at Canada’s Wonderland in the City of Vaughan and Markham Fairgrounds in the City of Markham. At this time, residents who are not 80 years of age or older cannot book an appointment to receive a vaccine. Only those in eligible priority groups can currently get vaccinated. Vaccines will be made available to the general public in Phase Three of provincial plan. While the COVID-19 vaccinations rollout, Regional Council reminds residents to be patient and continue following public health advice to limit the spread of COVID-19. York Region’s 2021 Budget tabled York Region’s 2021 proposed budget was tabled at Regional Council on February 25, 2021. The proposed $3.3 billion budget includes $2.6 billion in operating costs and $763 million in capital spending. Budget presentation will take place at Committee of the Whole on Thursday, March 4 and Thursday, March 11, 2021, and submitted for approval by Regional Council on Thursday, March 25, 2021. City of Richmond Hill Mayor Barrow takes leave of absence Regional Council received a resolution from the City of Richmond Hill authorizing a medical leave of absence for City of Richmond Hill Mayor Dave Barrow. Under the Municipal Act, 2001, S.O. 2001, Regional Council authorized Mayor Barrow to be absent from meetings and from his duties as a member of Regional Council without his seat becoming vacant. In Mayor Barrow’s absence, Regional Councillor Joe DiPaola will serve as Acting Mayor for the City of Richmond Hill. Regional Council appointed City of Richmond Hill Councillor Godwin Chan as an alternate member of Regional Council during Mayor Barrow’s leave. Page 105 of 109 Upon approving the leave of absence, Regional Council wished Mayor Barrow the best in health as he steps away from his duties. York Region planning for future Regional roads with GTA West Transportation Corridor As part of the Environmental Assessment currently underway, Regional Council is requesting the Ontario Ministry of Transportation reconstruct Weston Road, Highway 27 and King-Vaughan Road to include a four-lane cross-section with walking and cycling facilities across the future GTA West Highway. These crossings will allow residents and travellers to cross the future highway safely, whether taking transit, driving, walking or cycling. The Ontario Ministry of Transportation also propose a future reduction in the speed limits on Weston Road, Highway 27 and King-Vaughan Road in the area of the proposed GTA West interchanges and road crossings. The Environmental Assessment is scheduled to be completed by the end of 2022. York Region providing input to the Impact Assessment Agency of Canada for two proposed highways Regional Council referred responses to provide input to the Impact Assessment Agency of Canada for the Highway 400-404 Link (Bradford Bypass) and the GTA West Transportation Corridor to a meeting on March 25. York Region is supportive of critical provincial infrastructure needed to accommodate future growth, including the GTA West Transportation Corridor and the Highway 400-404 Link and will continue to work with all levels of governments and environmental partners on the advancement of these projects. York Region and local cities and towns would benefit significantly from these two highways, including support for population and employment growth, improved goods movement, improved mobility and reduced traffic on Regional roads. Addressing affordable housing in York Region Regional Council passed a motion acknowledging a lack of affordable housing in York Region and committing to facilitate rental development and more housing options in the Region’s city centres and major transit areas. As part of Council’s commitment to ensuring affordable housing options for all residents, development applications for rental and affordable housing that abide by regulatory requirements will be prioritized and fast-tracked for approvals. Development of affordable housing options in York Region supports Council’s vision of complete communities that support residents of all ages and abilities. Continuing dental services for low-income seniors Regional Council approved the implementation of interim dental services for the Seniors Dental program to ensure low-income seniors have access to dental care during the COVID-19 pandemic. In 2019, York Region received $3.96 million in funding to support the creation and administration of a new dental program geared to low-income seniors. In 2020, the province provided more than $1 million Page 106 of 109 in additional funding to support the capital construction, equipment and furniture costs required to operate four seniors’ dental clinics in York Region. With all four clinics expected to be functioning by December 2021, Regional Council has granted the Commissioner of Community and Health Services authority to procure interim and specialty dental services for eligible residents until York Region’s clinics are operational. York Region appoints Dan Kuzmyk as Regional Solicitor York Region has appointed Dan Kuzmyk as its new Regional Solicitor, effective February 16, 2021. In his role as Regional Solicitor, Mr. Kuzmyk oversees York Region’s Legal and Court Service Department and provides legal advice to inform Regional Council, Committee and Board decisions. Over the past 17 years, Mr. Kuzmyk has been a valued member of York Region’s senior legal team, providing advice for a number of critical and contentious issues and projects. His experience, leadership and focused drive will help lead the future of Legal and Court Service as they work to meet the diverse needs of Regional departments, the York Regional Police Services Board and York Region corporations. Thanking the Kingston, Frontenac, Lennox and Addington Board of Health On behalf of York Region and York Region Public Health, Regional Council extended appreciation and thanks to the Kingston, Frontenac, Lennox and Addington (KFLA) Board of Health for their ongoing support in COVID-19 case management and contact tracing. From October 2020 to February 2021, the KFLA Board of Health provided much needed support to York Region’s pandemic response by investigating more than 1,760 York Region COVID-19 cases. Thanks to this sustained commitment and added capacity, York Region was better equipped to respond to the evolving COVID-19 situation. Detective Constable Meghan Crook Regional Council extended condolences to the family, friends and colleagues of York Regional Police Detective Constable Meghan Crook, who died on Tuesday, February 2, 2021 following an off-duty accident earlier in the year. Detective Constable Crook joined York Regional Police (YRP) as a cadet-in-training in November 2014 and was sworn in on May 14, 2015. During her time with YRP she served with #4 District as a Uniform Officer, in the Guns and Gangs Unit and the Special Victims Unit. In honour of Detective Constable Crook, flags at the York Region Administrative Centre and York Region Operations Centre – a shared facility with YRP – were lowered to half-mast. Raising the Roof Toque Campaign Regional Council joined organizations across the country by acknowledging February as the official start of the Raising The Roof Toque Campaign. Since 1997, this important campaign has supported long-term solutions to homelessness in our communities and takes steps to address homelessness prevention as a key element in ending homelessness across Canada. To support the 2021 campaign, Regional Council encourages all who are able to buy a toque at raisingtheroof.com and prevent homelessness tomorrow. Page 107 of 109 Learning more about Black History On Thursday, February 11, 2021, Regional Council received a presentation from representatives of the African Canadian National Coalition Against Hate, Oppression and Racism (ANCHOR). In the backdrop of Black History Month Regional Council remains committed to taking meaningful action against anti-Black racism in York Region and doing more to end discrimination in our communities. Through ongoing dialogues on racism and discrimination with community partners like ANCHOR, Regional Council is better informed to build inclusive communities where all are welcomed and celebrated. York Region celebrates Lunar New Year Regional Council extended warmest wishes to all residents who celebrated the Lunar New Year on Friday, February 12, 2021. As one of the most important and celebrated holidays for Chinese, Korean, Vietnamese and many other South East Asia communities, Lunar New Year is a time to reflect on the past year and look forward to the year ahead with hope and optimism. In celebrating Lunar New Year, Council also recognize the tremendous cultural, social and economic contributions members of our Chinese, Korean, Vietnamese and other South East Asian residents have made to the heritage of York Region. Family Day Regional Council recognized Monday, February 15, 2021 as Family Day in York Region and encouraged residents to take time to safely connect, energize and focus on the importance of family. In a collective effort to slow the spread of COVID-19 over the past year, many have not been able to visit or see family, friends and loved ones. In keeping this distance York Region residents have demonstrated the importance and perseverance of family, while each doing their part to protect the health and well-being of our communities. Flag Day Regional Council recognized Monday, February 15, 2021 as National Flag Day in honour of the first raising of the red and white maple leaf flag on Parliament Hill in 1965. Celebrated across the country, National Flag Day is an opportunity to celebrate Canadian heritage, reflect on the common values of equality, diversity and inclusions and show national pride by celebrating the Canadian flag. Canada Agriculture Day Regional Council recognized Tuesday, February 23, 2021 as Canada’s Agriculture Day by celebrating York Region’s diverse farming and agri-food community. Home to more than 700 farm-based businesses and 270 food and beverage manufactures, York Region’s agriculture and agri-food sector contributes more than $2.7 billion to the local economy every year, ensuring we all have access to high-quality, fresh and local food. Page 108 of 109 Pink Shirt Day Regional Council recognized Wednesday, February 24, 2021 as Pink Shirt Day and acknowledged the importance of addressing bullying in schools, workplaces, homes and online. Founded in 2007 and celebrated around the world, Pink Shirt Day aims to raise awareness and support anti-bullying programs that foster healthy self-esteem. In celebration of Pink Shirt Day, residents are encouraged to practice kindness and wear pink to symbolize that you do not tolerate bullying. Epilepsy awareness month Regional Council recognizes March as Epilepsy awareness month and support the fight against misconceptions, discrimination and isolation those living with epilepsy face. Epilepsy York Region and Epilepsy awareness month promote independence, optimal quality of life, specialized services and uniformed access to care for the more than 11,000 adults and children living with epilepsy in our communities. World Down Syndrome Day Regional Council proclaimed Sunday, March 21, 2021 as World Down Syndrome Day in York Region. For more than 24 years the Down Syndrome Association of York Region has promoted a positive image of people with Down Syndrome as being valuable community members. On World Down Syndrome Day, and all year long, York Region supports strong, caring, safe communities that are welcoming and inclusive, and where people of all abilities can reach their full potential. 150th Anniversary of Toronto & York Region Labour Council Regional Council proclaimed Monday, April 12, 2020, in recognition of the 150th anniversary of the Toronto & York Region Labour Council. Founded in 1871, the Toronto & York Region Labour Council represents more than 20,000 individuals across all sectors of the economy. The work of the Labour Council and its members strengthens communities and helps sustain vital public services and programs for York Region residents. Next meeting of York Regional Council York Regional Council will meet on Thursday, March 25, 2021 at 9 a.m. To maintain physical distancing and protect the health and well-being of residents, this is currently planned to be a virtual meeting and streamed on york.ca/live The Regional Municipality of York consists of nine local cities and towns and provides a variety of programs and services to 1.2 million residents and 54,000 businesses with over 650,000 employees. More information about the Region’s key service areas is available at york.ca/regionalservices -30- Media Contact: Kylie-Anne Doerner, Corporate Communications, The Regional Municipality of York Phone: 1-877-464-9675, ext. 71232 Cell: 289-716-6035 kylie-anne.doerner@york.ca Page 109 of 109