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AGENDA - General Committee - 20210420
Town of Aurora General Committee Meeting Revised Agenda Date:Tuesday, April 20, 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. Added items are marked with an asterisk (*). 2.Approval of the Agenda 3.Declarations of Pecuniary Interest and General Nature Thereof 4.Community Presentations 4.1.Madeleine Million-Osborne, Relay For Life Volunteer Committee; Re: Relay For Life Newmarket/York Region 1 4.2.Phiona Durrant, Resident and Business Owner; Re: Introduction of Aurora Black Community Association and Business Association 3 5.Delegations Note: At this time, the Municipal Offices are closed. This meeting will be live streamed at https://www.youtube.com/c/Townofaurora/videos. Anyone wishing to provide comment on an agenda item is encouraged to visit www.aurora.ca/participation for guidelines on electronic delegation. 6.Consent Agenda 6.1.Memorandum from Mayor Mrakas: Re: Correspondence from Mayor Allan Thompson, Town of Caledon; Re: Support for 988, a 3-Digit Suicide and Crisis Prevention Hotline 4 That the memorandum regarding Correspondence from Mayor1. Allan Thompson, Town of Caledon; Re: Support for 988, a 3- Digit Suicide and Crisis Prevention Hotline, be received for information. 7.Advisory Committee Meeting Minutes That the following Advisory Committee meeting minutes, items 7.1 to 7.2 inclusive, be received. 7.1.Anti-Black Racism and Anti-Racism Task Force Meeting Minutes of March 24, 2021 7 That the Anti-Black Racism and Anti-Racism Task Force meeting minutes of March 24, 2021, be received for information. 1. *7.2.Heritage Advisory Committee Meeting Minutes of April 5, 2021 10 That the Heritage Advisory Committee meeting minutes of April 5, 2021, be received for information. 1. 8.Consideration of Items Requiring Discussion (Regular Agenda) 8.1.PDS21-048 - Downtown Aurora BIA Annual Report and 2021 Budget 17 (Presentation to be provided by Joanne Russo, Chair, Aurora BIA Board of Management) That Report No. PDS21-048 be received; and1. That the Aurora Business Improvement Association’s (BIA) 2020 audited financial statements attached hereto as Attachment 2 be received; and 2. That the 2021 Business Plan and Budget attached hereto as Attachment 3 for the Aurora BIA be approved; and 3. That a by-law be enacted to levy a Special Charge upon Rateable Property in the Aurora Business Improvement Area, in the amount of $37,553, at the May 25, 2021 Council meeting; and 4. That Council appoint the Manager of Economic Development and Policy as Council’s Representative to the Board; and 5. That a by-law be enacted to amend By-law Number 6128-18 to allow for additional forms of notice for Annual and General Meetings and to ensure quorum at the Annual General Meeting. 6. 8.2.CS21-030 - 2018 to 2024 Accessibility Plan Update 51 (Presentation to be provided by Mateusz Zawada, Accessibility Advisor) That Report No. CS21-030 be received for information.1. 8.3.FIN21-016 - Automated Water Meter Antenna System 143 (Presentation to be provided by Warren Mills, Profit Centre Manager, Wamco Waterworks and Municipal Products, and Patrick Barnard, Director of Sales, Water Solutions and Services, Eastern Canada, KTI Limited) That Report No. FIN21-016 be received; and1. That the condition on the approval of Capital Project No. 43055 – Advanced Metering Infrastructure in the amount of $1,677,000 be lifted and the project proceed; and 2. That a single source contract be awarded to WAMCO in the amount of $1,533,000, excluding taxes. 3. 8.4.CAO21-005 - Update on the Communications and Community Engagement Strategy 2018-2021 167 That Report No. CAO21-005 be received; and1. That a new Communications Strategic Plan 2022-2025 be presented to Council by end of year 2021 for approval. 2. 8.5.OPS21-008 - Dog Waste Container/Diversion Pilot Project 215 That Report No. OPS21-008 be received; and1. That staff be directed to include a Capital Project for the establishment of a Dog Waste Container and Diversion Pilot Project in the 2022 capital budget for Council’s consideration. 2. 8.6.PDS21-047 - IVY Network Electric Vehicle Charging Station Proposal 225 That Report No. PDS21-047 be received; and1. That the Town enter into a single source contract to be awarded to Ontario Charging Network LP for the provision of services to install, operate, repair and maintain eleven (11) dual head Level 2 electric vehicle charging stations on Town property; and 2. That a new capital project with total Budget Authority of $13,800 for the purchase and installation of two Electric Vehicle Charging Stations at Library Square to be funded from the Growth & New reserve be approved; and 3. That the Town’s 2021 Fees and Charges By-law be updated to include a $2.50 per hour with a 0.25 rate increase every 2 hours EV Charging Station usage rate at the first opportunity to do so; and 4. That the Town enter into a license agreement with the Ontario Charging Network LP to place vehicle charging infrastructure on Town property. 5. 8.7.CMS21-016 - Aurora Sports Dome - Financing, Permit Fees, Reserve Account, and Capital Works 249 That Report No. CMS21-016 be received; and1. That a permit fee structure as presented be approved; and2. That a new Aurora Sports Dome Reserve Fund be created; and3. That Capital Project No. 72460 – Aurora Sports Dome Retrofit be approved; and 4. That total budget authority of $600,000 be approved for Capital Project No. 72460 to be funded through long-term financing to be repaid through future Dome operating revenues; and 5. That $1.6 million in long-term debt authority for the financing of the Aurora Sports Dome’s purchase and retrofit in the form of a 15-year debenture be issued; and 6. That a by-law be enacted in regard to the long-term financing of the Aurora Sports Dome acquisition and retrofit projects at a future Council meeting; and 7. That a by-law be enacted to repeal By-law No. 6036-17, being a by-law to exempt the Aurora Sports Dome from taxes. 8. 9.Notices of Motion 9.1.Councillor Gaertner; Re: Construction in Residential Areas 258 *9.2.Councillor Gaertner; Re: Town of Aurora Fireworks By-law Number 5373- 11 259 10.Regional Report 10.1.York Regional Council Highlights of March 25, 2021 260 That the York Regional Council Highlights of March 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: 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 ☐No ☐ If yes, with whom? Date: ☐I acknowledge that the Procedure By-law permits five (5) minutes for Delegations. April 20, 2021 Relay For Life Newmarket/York Region Madeleine Million-Osborne Relay For Life volunteer committee Relay For Life Newmarket is a community event which engages participants across York Region in fundraising initiatives and activities to support the Canadian Cancer Society. This year's Relay For Life will be taking place virtually, and the volunteer committee would like to share more information with the Aurora Council Members about how members of the community can be involved and how funds raised by Relay For Life participants support those experiencing cancer in our York Region communities. 4 April 7, 2021 4 Page 1 of 264 Relay For Life 20212021 MARKS THE 17THYEAR OF RELAY FOR LIFE IN YORK REGIONIt’s been a difficult year, especially for those in our community affected by cancer. That’s why, on Saturday, June 12th, Relay For Life is bringing together a community of people committed to changing the future of cancer. While we still may not be able to safely come together in-person this year to celebrate, there is so much we can do virtually to support the cancer cause.Date: Saturday, June 12th, 2021Virtual Ceremony: 8 PM EST; Tune in from Facebook, YouTube & YESTVParticipants can register at relayforlife.ca/newmarket,track their fundraising progress and badges for laps walked through the Relay For Life App & even obtain volunteer hours for their participation2019 IMPACTS FROM OUR YORK REGION COMMUNITY• Our local Relay For Life raised$68,445 in 2019, engaging 200 participants from Newmarket, Aurora and other York Region communities• Fundraising efforts have directly supported the 15 clinical trials currently being recruited for or already underway at Southlake Regional Health Centre• Relay For Life has created and funded an online community called Cancer Connection thatprovides a space for those currently going through cancer to connect & support with one anotherWHY WE RELAYPage 2 of 264 Page 3 of 264 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Memorandum Office of the Mayor _______________________________________________________________________________________ Re: Correspondence from Mayor Allan Thompson, Town of Caledon Re: Support for 988, a 3-Digit Suicide and Crisis Prevention Hotline To: Members of Council From: Mayor Mrakas Date: April 20, 2021 _______________________________________________________________________________________ Recommendation 1. That the memorandum regarding Correspondence from Mayor Allan Thompson, Town of Caledon; Re: Support for 988, a 3-Digit Suicide and Crisis Prevention Hotline, be received for information. Attachments 1. Correspondence dated March 31, 2021, from Mayor Allan Thompson, Town of Caledon, to The Honourable Patty Hajdu, Federal Minister of Health Page 4 of 264 Sent via E-Mail to: Patty.Hajdu@parl.gc.ca March 31, 2021 The Honourable Patty Hajdu Federal Minister of Health House of Commons Ottawa, ON K1A 0A6 Dear Ms. Hajdu, RE: SUPPORT FOR 988, A 3-DIGIT SUICIDE AND CRISIS PREVENTION HOTLINE I am writing to advise that at the Town Council meeting held on March 30, 2021, Council adopted a resolution endorsing the 988 crisis line initiative to ensure critical barriers are removed to those in a crisis and seeking help. The resolution reads as follows: Whereas the Federal government has passed a motion to adopt 988, a National three-digit suicide and crisis hotline; Whereas the ongoing COVID-19 pandemic has increased the demand for suicide prevention services by 200%; Whereas existing suicide prevention hotlines require the user to remember a 10- digit number and go through directories or be placed on hold; Whereas in 2022 the United States will have in place a national 988 crisis hotline; Whereas the Town of Caledon recognized that it is a significant and important initiative to ensure critical barriers are removed to those in a crisis and seeking help; Now therefore be it resolved that the Town of Caledon endorses this 988 crisis line initiative; and That a letter demonstrating Caledon’s support be sent to Kyle Seeback, MP, Dufferin-Caledon, the Honourable Sylvia Jones, MPP, Dufferin-Caledon, the Honourable Patty Hajdu, Federal Minister of Health, the Canadian Radio-television and Telecommunications (CRTC) and all municipalities in Ontario. Attachment 1 Page 5 of 264 Thank you for your attention to this very important matter. We look forward to hearing from you. Sincerely, Allan Thompson Mayor Cc. Kyle Seeback, MP Dufferin-Caledon, Kyle.Seeback@parl.gc.ca Honourable Sylvia Jones, MPP Dufferin-Caledon, sylvia.jones@pc.ola.org Ian Scott, Chairperson and Chief Executive Officer, Canadian Radio-Television and Telecommunications Commission (CRTC), iscott@telesat.com All Ontario Municipalities Page 6 of 264 1 Town of Aurora Anti-Black Racism and Anti-Racism Task Force Meeting Minutes Date: Time: Location: Wednesday, March 24, 2021 7 p.m. Video Conference Committee Members: Noor El-Dassouki (Chair) Mark Lewis (Vice Chair) Keenan Hull Mae Khamissa Tricia Wright Members Absent: Phiona Durrant Councillor Harold Kim Other Attendees: Councillor Wendy Gaertner Councillor Sandra Humfryes Rachel Wainwright-van Kessel, Director of Finance Techa van Leeuwen, Director of Corporate Services Phillip Rose, Manager, Library Square Anna Ruberto, Manager, Procurement 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 7:02 p.m. 2. Approval of the Agenda Moved by Mae Khamissa Seconded by Mark Lewis Page 7 of 264 2 That the agenda as circulated by Legislative Services be approved. Carried 3. Declarations of Pecuniary Interest and General Nature Thereof None. 4. Receipt of the Minutes 4.1 Anti-Black Racism and Anti-Racism Task Force Meeting Minutes of February 17, 2021 Moved by Mae Khamissa Seconded by Tricia Wright That the Anti-Black Racism and Anti-Racism Task Force meeting minutes of February 17, 2021, be received for information. Carried 5. Delegations None. 6. Matters for Consideration 6.1 Memorandum from Manager, Library Square; Re: Canadian Achievements Diversity and Inclusion Mural Guidelines Phil Rose, Manager, Library Square, provided an overview of the updated proposed guidelines. There was discussion regarding the look and materials being used in the mural, as well as the safety of the artist when creating the mural. The guidelines will be added to the April 6, 2021 General Committee agenda for Council’s consideration. Moved by Mae Khamissa Seconded by Mark Lewis 1. That the memorandum regarding the Canadian Achievements Diversity and Inclusion Mural Guidelines be received; and Page 8 of 264 3 2. That the Anti-Black Racism and Anti-Racism Task Force comments regarding the Canadian Achievements Diversity and Inclusion Mural Guidelines, including the Program Themes, Location, Public Consultation process, and Timetable, be incorporated into a report to Council for approval. Carried 6.2 Memorandum from Manager, Procurement; Re: Procurement Awareness for BIPOC Rachel Wainwright-van Kessel, Director of Finance, provided a brief overview of the memo. There was discussion regarding how to make bidding opportunities more widely known to the BIPOC community, as well as potential ways to increase diversity in the Town’s suppliers. Moved by Tricia Wright Seconded by Mae Khamissa 1. That the memorandum regarding Procurement Awareness for BIPOC be received; and 2. That the Anti-Black Racism and Anti-Racism Task Force comments regarding Procurement Awareness for BIPOC be received and referred to staff for consideration and further action as appropriate. Carried 7. Informational Items None. 8. Adjournment Moved by Mae Khamissa Seconded by Keenan Hull That the meeting be adjourned at 7:43 p.m. Carried Page 9 of 264 1 Town of Aurora Heritage Advisory Committee Meeting Minutes Date: Time: Location: Monday, April 5, 2021 7:00 p.m. Video Conference Committee Members: Jeff Lanthier (Chair) Hoda Soliman (Vice Chair) Neil Asselin John Green Matthew Kinsella Bob McRoberts Councillor Sandra Humfryes Other Attendees: Mayor Tom Mrakas (ex-officio) Carlson Tsang, Planner Ivy Henriksen, Manager, Customer Services 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. Jeff Lanthier assumed Chair at 7:06 p.m. 2. Appointment of Committee Chair and Vice Chair Moved by Bob McRoberts Seconded by Neil Asselin Page 10 of 264 2 That Jeff Lanthier be elected as Chair for Year 2021 of the Heritage Advisory Committee (2018-2022 Term). Carried Moved by John Green Seconded by Matthew Kinsella That Hoda Soliman be elected as Vice Chair for Year 2021 of the Heritage Advisory Committee (2018-2022 Term). Carried 3. Approval of the Agenda Moved by Hoda Soliman Seconded by John Green That the agenda as circulated by Legislative Services, be approved. Carried 4. 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. 5. Receipt of the Minutes 5.1 Heritage Advisory Committee Meeting Minutes of November 2, 2020 Moved by John Green Seconded by Bob McRoberts That the Heritage Advisory Committee meeting minutes of November 2, 2020, be received for information. Carried 6. Delegations Moved by Hoda Soliman Seconded by Matthew Kinsella Page 11 of 264 3 That Delegation 6.2 be allowed to speak at Item 7.1 prior to the consideration of the item. Carried 6.1 Len Bulmer and Kathy Kantel, Residents; Re: Reconsideration of Heritage Designation - 55 Bloomington Road West Mr. Bulmer and Ms. Kantel spoke to the heritage designation of 55 Bloomington Road West and the historic events that occurred at the Pine Ridge facility previously on the subject lands. They further spoke to the heritage designation process and requested that the events be captured in the historical background of the designation details of the property, and responded to the Committee's questions. Moved by Hoda Soliman Seconded by Matthew Kinsella That the comments of the delegation be received and be referred to staff for consideration and action as appropriate. Carried 6.2 Hasan Faraji, Resident; Re: Item 7.1 - Memorandum from Planner; Re: Heritage Permit Application HPA-2020-04 - 74 Centre St Mr. Faraji addressed the Committee in support of the application to construct a two-storey double duplex building on the subject lands. He noted that any concerns expressed by staff and the Committee would be taken into consideration accordingly. Moved by Hoda Soliman Seconded by Matthew Kinsella That the comments of the delegation be received and referred to Item 7.1. Carried 7. Matters for Consideration 7.1 Memorandum from Planner; Re: Heritage Permit Application HPA-2020-04 – 74 Centre Street Staff provided a brief overview of the heritage permit application and the Page 12 of 264 4 proposal to construct a two-storey double duplex building with four parking spaces in the rear yard on the subject property. The Committee inquired about the zoning of the subject lands and if future variances would be required, and staff provided clarification. The Committee expressed concerns regarding the proposed depth of the building, the number of windows on the front elevation, and the lack of landscape space in the rear yard. The Committee provided suggestions including the reduction in the number of windows on the front of the building, addition of windows to the east and west side of the building, reduction in depth to preserve greenspace for a backyard, extension of the front verandah across the whole front side of the property, and possible addition of second floor balconies or upper verandahs for the units. The Committee noted that although the proposal would add an adequate housing option to the existing neighbourhood, revisions to the proposal would be required to retain the heritage aspects as per the Heritage District Plan. The Committee expressed appreciation to the applicant for working with staff to take the suggestions into consideration. Moved by Neil Asselin Seconded by Matthew Kinsella 1. That the memorandum regarding Heritage Permit Application HPA- 2020-04 to permit the construction of a double duplex building at 74 Centre Street be received; and 2. That the Advisory Committee comments regarding Heritage Permit Application HPA-2020-04 to permit the construction of a double duplex building at 74 Centre Street be received and referred to staff for consideration and further action as appropriate. Carried 7.2 Memorandum from Planner; Re: Conversion of the Petch House to a Wedding Chapel Staff provided a brief overview of the memorandum noting the additional information provided as requested by the Committee at the previous meeting and sought the Committee's input regarding the conversion of the Petch House to a wedding chapel or any alternate uses. The Committee and staff discussed about the availability of washrooms and adequate Page 13 of 264 5 parking on site, costs involved to accommodate heating and cooling systems, and the impact of the HVAC system on the heritage aspects of the building. The Committee suggested alternate uses for the Petch House such as a gathering facility for school groups visiting the Arboretum, a Town information center, drop-in center for artifact viewing, and possible meeting space for public use. Moved by John Green Seconded by Bob McRoberts 1. That the memorandum regarding the proposal for Conversion of the Petch House to a Wedding Chapel be received; and 2. That the Heritage Advisory Committee comments regarding the proposal for Conversion of the Petch House to a Wedding Chapel be received and referred to staff for consideration and further action as appropriate. Carried 7.3 Memorandum from Planner; Re: Update on the Comprehensive Review of the Aurora Heritage Register Staff provided an update on the comprehensive review of the Aurora Heritage Register including the highlights of the Steering Committee meetings and the next steps. The Committee expressed appreciation to the Steering Committee members and provided feedback regarding access to the information in the future and the process of evaluation of properties as part of the review. Moved by Bob McRoberts Seconded by Matthew Kinsella 1. That the memorandum regarding the status of the Comprehensive Review of the Aurora Heritage Register project be received; and 2. That the Heritage Advisory Committee comments regarding the status of the Comprehensive Review of the Aurora Heritage Register project be received and referred to staff for consideration and further action as appropriate. Carried Page 14 of 264 6 7.4 Round Table Discussion; Re: New Sidewalk on Metcalfe Street Councillor Humfryes provided a brief overview noting that the matter regarding a proposed sidewalk on Metcalfe Street between Victoria Street to Wells Street serving as a pedestrian connection between Library Square and Town Park was brought forward for Council consideration in March, and she sought the Committee's input regarding the matter. The Committee discussed about the potential damage to the heritage trees along the north side of Metcalfe Street and it was noted that an arborist report has been requested by Council. The Committee provided feedback suggesting to consider the south side of the Wells Street school building as an alternate location and noted that the walkway should be considered as part of the traffic flow plan surrounding Library Square. The Committee further suggested that if the north side of Metcalfe Street is preferred, avoiding the construction of a boulevard would help preserve the heritage trees and consideration of one-way traffic flow on Metcalfe Street would open more space to construct a walkway or sidewalk in the paved portion area of the right-of- way. Moved by Councillor Humfryes Seconded by Neil Asselin 1. That the Heritage Advisory Committee comments regarding the New Sidewalk on Metcalfe Street be received and referred to staff for consideration and action as appropriate. Carried 8. Informational Items 8.1 Memorandum from Planner; Re: Alterations to a Listed Heritage Property – 26 Machell Avenue Staff provided a brief overview of the memorandum and background to the alterations made to the subject property. Moved by Neil Asselin Seconded by Bob McRoberts Page 15 of 264 7 1. That the memorandum regarding Alterations to a Listed Heritage Property at 26 Machell Avenue be received for information. Carried 8.2 Memorandum from Planner; Re: Approval of Heritage Permit Application HPA-2020-03 under Delegated Authority – 28 Wellington Street West Staff provided a brief overview of the memorandum and background of the heritage permit application proposing the replacement of fifteen windows and two doors on the subject property which was approved under delegated authority. Staff noted that another minor heritage permit application for the same property for the replacement of the window surrounds was approved through the streamline process and circulated for Committee's comments. Moved by John Green Seconded by Hoda Soliman 1. That the memorandum regarding the Approval of Heritage Permit Application HPA-2020-03 under Delegated Authority for 28 Wellington Street West be received for information. Carried 9. Adjournment Moved by Matthew Kinsella Seconded by John Green That the meeting be adjourned at 9:19 p.m. Carried Page 16 of 264 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. PDS 21-0 48 Subject: Downtown Aurora BIA Annual Report and 2021 Budget Prepared by: Lisa Hausz, Manager, Economic Development & Policy Department: Planning and Development Services Date: April 20, 2021 Recommendation 1. That Report No. PDS21-048 be received; 2. That the Aurora Business Improvement Association’s (BIA) 2020 audited financial statements attached hereto as Attachment 2 be received; 3. That the 2021 Business Plan and Budget attached hereto as Attachment 3 for the Aurora BIA be approved; 4. That a by-law be enacted to levy a Special Charge upon Rateable Property in the Aurora Business Improvement Area, in the amount of $37,553, at the May 25, 2021, Council meeting; 5. That Council appoint the Manager of Economic Development and Policy as Council’s Representative to the Board; and, 6. That a by-law be enacted to amend By-law Number 6128-18 to allow for additional forms of notice for Annual and General Meetings and to ensure quorum at the Annual General Meeting. Executive Summary This report seeks Council’s approval of the proposed 2021 Business Plan and Budget of the Aurora BIA as presented by the BIA’s Board of Management and recommends that Council enact a by-law to levy a special charge and a by-law to amend By-law 6128-18 in regard to notice and quorum at the Annual General Meeting. Page 17 of 264 April 20, 2021 2 of 5 Report No. PDS21-048 The BIA has an audited surplus in 2020 of $2,847 as a result of carryover from the 2019 audited financial statements and will reduce the 2021 levy in the same amount. Council may designate an appointed official as the Council Representative to the Board as a non-voting member. The BIA requests that Council amend its By-law 6128-18 to allow for additional forms of notice for its Annual General Meetings and to ensure quorum at Annual and General Meetings of Members. Background Prior to submitting an annual budget to Council for consideration, the Business Improvement Association (BIA) Board of Management is required to hold one or meetings of its members to discuss the proposed budget. On March 29, 2021, the Aurora BIA held its Annual General Meeting for members within the BIA Boundary (see Attachments 1 and 5). In accordance with the Town’s amendments to the Procedure By- law in 2020 that allow for electronic participation at meetings, the Annual General Meeting was held electronically. The Board of Management presented the BIA’s 2020 audited financial statements, the 2021 business plan and budget to the BIA members. As a result, the approved financial statements, budget and plan are presented to Council for 2021 activities. Analysis The BIA has an audited surplus in 2020 of $2,847 as a result of carryover from the 2019 audited financial statements and will reduce the 2021 levy in the same amount. The BIA Board of Management presented its audited 2020 financial statements at its Annual General Meeting held on March 29, 2021 and reported a surplus of $2,847 (see Attachment 2). The audit was conducted by the Town’s auditor, BDO Canada LLP (see Attachment 3). The surplus was attributed to the carryover from the 2019 budget to cover fixed costs for 2020 in lieu of a 2020 levy that was deferred due to COVID. The BIA Board of Management has proposed a full levy of $40,400 for 2021 to support the activities prescribed in their business plan (see Attachment 4). Therefore, the total budget, less the 2020 surplus results in a levy total of $37,553 for 2021. Page 18 of 264 April 20, 2021 3 of 5 Report No. PDS21-048 Council may designate an appointed official as the Council Representative to the Board as a non-voting member In accordance with the Town’s Aurora Business Improvement By-law 6128-18, the BIA Board of Management may have a Council Representative to the Board as a non-voting member. This representative can be a member of Council, as approved by Council, or a member from the Town of Aurora to act as Council’s representative, designated by Council. Additionally, staff liaison support will continue through the Town’s Economic Development & Policy Division. The BIA requests that Council amend its By-law 6128-18 to allow for additional forms of notice for Annual General Meetings and to ensure quorum In accordance with the Municipal Act, 2001, and in a matter of continuity and engagement of BIA members, the Board of Management seeks an amendment to the By-law to provide options for notice and to ensure quorum for matters of the BIA. During the March 29, 2021 Annual General Meeting, an election of new Directors was deferred due to not having quorum at points during the meeting. Therefore, a second General Meeting of Members will be held in May 2021 for the purposes of electing additional Board Members to be presented to Council for approval, and providing members with the Council approved BIA budget and activity updates as available. The By-law currently requires notice to be either sent by prepaid mail to each member or to be delivered personally. The BIA recommends that the By-law be amended to allow for notice by other reasonable means including electronic, social or public notice (i.e. newspaper) or any combination of means. Further, the By-law currently states that quorum is the lesser of 10% of all of the members or ten members. The BIA recommends that quorum also include quorum of the Board of Management, provided that reasonable notice (as set out in the By-law) was issued to members. Advisory Committee Review None. Legal Considerations The BIA is governed by the Municipal Act, 2001 and the Town’s By-Law No. By-law 6128-18. Pursuant to the Municipal Act, 2001, Council has the power to approve it, in Page 19 of 264 April 20, 2021 4 of 5 Report No. PDS21-048 whole or in part, but may not add expenditures to it. Further, pursuant to Section 7.6 of the BIA By-Law, the Board of Management of the BIA is required to prepare and submit to Council an annual report for the preceding year that shall include audited financial statements. Further, the Municipal Act, 2001, leaves it up to Council to determine what type of notice should be given to the general membership as long as the notice is reasonable. The proposed forms of notice recommended by staff is reasonable. Financial Implications In recognition of its membership’s COVID-19 driven financial pressures, the BIA did not collect any additional revenues in 2020. Rather, it funded its 2020 activities through $6,293 in remaining funding that was carried over from 2019. As presented in its audited financial statements in Attachment #2, the BIA spent a total of $2,917 in 2020 resulting in a $2,847 surplus funding remaining for the BIA’s future plans. As per its presented 2021 business plan and budget, the BIA identifies total requirements of $40,400 for 2021. As noted previously, the BIA will partially fund its total 2021 funding requirement with $2,847 in prior year funding resulting in a remaining additional levy requirement of its members of $37,553. Commencing with its 2022 business plan and budget, the BIA will present its upcoming year’s plan to the Town’s Budget Committee along with the Town’s other community partner’s in November 2021. Communications Considerations The BIA will communicate the approved budget to its members along with the business plan and proposed activities. Link to Strategic Plan Support for the BIA business plan and budget supports the Strategic Plan goal of supporting small business and encouraging a more sustainable business environment by working with community partners to promote local employment practices/opportunities for local businesses and residents. The BIA business plan and budget also supports the Strategic Plan goal of Establishing Downtown Aurora as a Destination & Focal Point for the Community by continuing to Page 20 of 264 April 20, 2021 5 of 5 Report No. PDS21-048 support and work closely with the newly formed Aurora Business Improvement Association and examining opportunities for the Town to actively promote downtown revitalization. Alternative(s) to the Recommendation 1. That Council provide direction. Conclusions On Monday, March 29, 2021, the BIA held its Annual General Meeting and approved the 2020 audited financial statements, as well as the Board of Management’s 2021 business plan and budget. Staff are recommending that the 2020 audited financials be received. Also, staff recommend that the BIA’s 2021 business plan and budget be approved, and that Council appoint a Council Representative to the Board as a non-voting member. Further that Council approve the amendment to the BIA By-law 6128-18 that permits the Board of Management to include additional options for notice. Attachments Attachment 1 – BIA Boundary Map Attachment 2 – 2020 BIA Audited Financial Statements Attachment 3 – 2020 BDO Management Letter Attachment 4 – 2021 BIA Business Plan and Budget Attachment 5 – BIA AGM Agenda of March 29, 2021 Previous Reports General Committee Report No. PDS20-026, dated July 7, 2020 Pre-submission Review Agenda Management Team review on April 1, 2021 Approvals Approved by David Waters, Director, Planning & Development Services Approved by Doug Nadorozny, Chief Administrative Officer Page 21 of 264 Tyler Street WaltonDriveEdwardStreetSpruceStreetFleury StreetBirch CourtChurch Street Mosley Street GurnettStreetIrwin Avenue Metcalfe Street Catherine Avenu e Wells StreetBerczy StreetLarmont StreetVictoria StreetConnaught Avenue Centre Street Harrison Ave nueTemperance StreetWELLINGTON STREET EAST YONGE STREETAURORA BUSINESS IMPROVEMENT AREA Map created by the Town of Aurora Planning & Development Services Department, September 12, 2018. Base data provided by York Region and Aurora - GIS. ¯0 50 100 150 200 Metres Aurora Business Improvement Area Attachment 1 Page 22 of 264 Attachment 2 Page 23 of 264 Page 24 of 264 Page 25 of 264 Page 26 of 264 Page 27 of 264 Page 28 of 264 Page 29 of 264 Page 30 of 264 Attachment 3 Page 31 of 264 Page 32 of 264 Page 33 of 264 Page 34 of 264 Page 35 of 264 Page 36 of 264 Page 37 of 264 Page 38 of 264 Page 39 of 264 Page 40 of 264 Revised in light of COVID-19 March 2021Business Plan2021-2022Attachment 4Page 41 of 264 EExecutive SummaryDowntown Aurora is rich with history, heritage properties and a plan to reinvigorate the downtown core through the development of Library Square, the remodeling of the Armoury, and a major addition to the Cultural Centre. These Town projects will lay the foundation needed to revitalize the downtown core. As plans are shared with the community and the newly created Business Improvement Association (BIA) begins their journey to revitalize Yonge Street and Wellington Street, we will begin to see the positive changes that are possible when we all work together. We will see this positive change through marketing initiatives; running events to spotlight the downtown core; supporting existing businesses; building a long-range plan with the Economic Development Board to help attract new businesses that will further enrich the downtown experience; and contributing to the beautification efforts undertaken by the Town through the Streetscape Plan.This plan has been revised in light of COVID-19. A decision was made not to ask for funds for 2020 to reduce the financial burden on businesses. As businesses begin to emerge from the pandemic, the BIA is bringing forward a budget that will support the BIA businesses through promotion, engagement and beautification.Page 42 of 264 VVision StatementTo lead the revitalization of Downtown Aurora as a town focal point where businesses thrive; residents live, work, and play; and visitors feel welcome.Mission StatementThe mission of the Downtown Aurora BIA is to: support member businesses through promotion and education; attract new businesses that add value to the downtown core and support their integration within the community; and participate in the marketing and beautification efforts for Downtown Aurora. Page 43 of 264 ObjectivesMarketing & Education•To provide education and marketing support to current businesses and to support the integration of new businesses is critical to the success of the BIAEconomic Development & Beautification•To support Town and Economic Development Board efforts to bring in new businesses that support the vision of the BIA•To support the Town’s beautification Streetscape plan through BIA beautification effortsEngagement•To engage BIA members on the BIA Business Plan•To engage members through supportive activities, marketing opportunities and involvement in long-range planningRespect & Inclusivity•To require that respect and inclusivity always be shown to BIA members, Town staff, and all who engage with the BIA, inclusive of volunteersPage 44 of 264 Objective #1 – Marketing & EducationACTION ITEMS: Marketing•Continue the process of communicating positive changes slated for the Downtown Core•Support Niagara College efforts to promote the Armoury being open for business through joint marketing efforts•Support Town efforts to promote Library Square through joint marketing efforts•Contact support for BIA member communication (member list updating; monitoring and updating information on the ExploreAurora/DowntownAurorapages and directory•Marketing our website and incorporating Downtownaurora.ca into the ExploreAurora.ca site and related campaigns; leveraging the ExploreAurorabusiness directory and social media presence; promotion of Downtown Aurora and BIA for greater reach •Support in material printing for BIA Members’ windows/doors (Canatrace – keeping Canadians safe)•Utilize ‘Downtown Aurora’ Instagram and Facebook accounts as key engagement tools, driving traffic to businesses within the BIA district and raising the profile of ‘Downtown Aurora’•Participate in online campaigns (Google Adwords) to increase traffic and awareness to businesses in ‘Downtown Aurora’Education•Plan General Meetings with members to discuss BIA plans, budgets, and obtain feedback and approval of the BIA Business PlanPage 45 of 264 Objective #2 – Economic DevelopmentACTION ITEMSExisting Businesses•To support the development, expansion and growth of current businesses through marketing and educational supportNew Businesses•To play a role in securing desirable businesses for the Downtown Core, establishing a plan with the Economic Development Board of types of businesses with a long-range marketing plan on how to entice those businesses to come to AuroraBusiness Profiles•Profile businesses through the Explore Aurora website and social media campaigns as well as support their social media campaignsby sharing and liking them, working closely with the Aurora Chamber of Commerce, incorporating downtownaurora.ca into the ExploreAurora.ca siteBeautification•Support the Town’s Streetscape plans through BIA beautification effortsPage 46 of 264 Objective #3 - EngagementACTION ITEMSProfessional Development•Find opportunities through training and business development support sessions to connect with BIA members •Fund BIA member participation in training events that support businesses, Best Practices and Recovery Tools, Reopening with Confidence – Presentation by CanaTraceNetworking•Provide opportunities for BIA members to meet, network and provide feedback on activities and plans to the BIACommunication•Continue to experiment with new modes of communication to ensure the BIA message is being received by BIA membersPage 47 of 264 Financials – 2021Description2021 Budget LY ActualNotesAdministrationBreakdown:Preparation of Financial Audited StatementsBank FeesInsuranceMembershipsWebsite and Social Media Hosting$6,400$ 3,000$ 30$2,800$ 270$ 300$3,000Includes insurance, membership fees, website & social media, cheque & bank fees, year end accounting fees. LY Budget includes completion of financials for 2020.Page 48 of 264 Financials – 2021DescriptionBudget LY ActualNotesAdministration (carried over)$6,400 $2,367Marketing and website$10,000Includes Website, Social Media Ads, incorporating downtownaurora.ca into Exploreaurora.ca site and related campaigns; leveraging the Explore Aurora business directory and social media presence; promotion of Downtown Aurora and BIA for a greater supportContact Support$10,000Support for BIA Member communication (member list updating; monitoring and updating information on the Explore Aurora/Downtown Aurora pages and directoryMaterials and Printing$5,000Materials printing for BIA member’s windows/doors regarding Cana-traceGreenspace Program$9,000Funds to market, support and implement the Greenspace Program.TOTAL$40,400 $2,367LY Actual payment still outstanding and to be deducted from funds remaining on hand from 2020. Remaining from 2020$5,214Carry-over from 2020 $2,847 $2,847TOTAL 2021 REQUESTED FUNDS$37,553Page 49 of 264 AGENDA BOARD OF MANAGEMENT (the “Board”) & ANNUAL GENERAL MEETING (the “Members”) OF AURORA BUSINESS IMPROVEMENT ASSOCIATION (“Aurora BIA”) OF THE TOWN OF AURORA (“Town”) Monday March 29, 2020 at 12:00 pm. VIA ZOOM Join Zoom Meeting https://us02web.zoom.us/j/88171147687?pwd=Ulg4MlVFb3FuQ0g1TFdCbExIaHN4UT09 Meeting ID: 881 7114 7687 Passcode: 057687 PLEASE EMAIL JOANNE RUSSO AT INFO@RUSSOCANHELP.COM TO RSVP, AGM package to follow 1.0 Meeting Call to Order & Disclosure of Interests 2.0 Approval of Agenda as Presented 3.0 Town of Aurora Updates 3.1 Greetings/Overview by Mayor Mrakas 3.2 Development and Construction overview – Downtown BIA, Yonge Street and Wellington Street 3.3 Upcoming Engagement Opportunities (OP Review, CIP Review, etc.) 3.4 Update/Information about Downtown Window Art 4.0 Downtown COVID Recovery Presentations 4.1 BIA Trends, Best Practices and Recovery Tools – Presentation by OBIAA (invited) 4.2 Reopening with Confidence – Presentation by CanaTrace 4.3 Marketing and website – incorporating DowntownAurora.ca into the Explore Aurora.ca site 5.0 Review of 2020 Financial Reports 6.0 Budget Priorities, Presentation and Approval of 2021 Budget 7.0 Election – New member(s) of the Board 8.0 Other Business 9.0 Adjournment Attachment 5 Page 50 of 264 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. CS2 1 -0 30 Subject: 2018 to 2024 Accessibility Plan Update Prepared by: Mateusz Zawada, Accessibility Advisor Department: Corporate Services Date: April 20, 2021 Recommendation 1. That Report No. CS21-030 be received for information. Executive Summary The Accessibility for Ontarians with Disabilities Act, 2005 (A.O.D.A) requires organizations to meet standards of accessibility in the areas of Information and Communications, Employment, Transportation, Design of Public Spaces and Customer Service. The purpose of this report is to provide an update to Council with the progress the Town of Aurora has made in the implementation of the 2018 to 2024 Accessibility Plan in the five standards of the A.O.D.A. By removing barriers identified in the Information and Communications Standards of the A.O.D.A the Town works to create, provide, and receive information and communications that people with disabilities can access. Action items under the Employment Standards of the A.O.D.A make the workplace and employment practices of the Town accessible to potential or current employees with disabilities. Requirements under the Transportation Standards of the A.O.D.A focus on transportation service providers and how to make routes, vehicles and services accessible. The Design of Public Spaces Standards of the A.O.D.A provides technical requirements that build a universally-designed public space that allows for people with disabilities to move through and use amenity spaces comfortably. Page 51 of 264 April 20, 2021 2 of 9 Report No. CS21-030 Providing accessible customer service and training on how to interact with people with disabilities are key requirements to the Customer Service Standards of the A.O.D.A. The Town of Aurora has built a foundation that will allow the Municipality to continue to advance and strengthen its commitment to improving accessibility in 2021. Background The Town of Aurora celebrates its growing and diverse population as a source of strength, vitality and economic opportunity, and is committed to improving opportunities for people with disabilities. The development of the Town of Aurora’s Accessibility Plan illustrates how the Town will be implementing the legislative requirements of the A.O.D.A by identifying, removing, and preventing barriers for residents, employees, and visitors. Over the past several years, the Town of Aurora has undertaken a number of initiatives aimed at ensuring that the Municipality remains as inclusive and barrier-free as possible by following the plans guiding principles. These include: Working consultatively with the Accessibility Advisory Committee and other community members to ensure the actions identified in the Accessibility Plan are responsive to the needs of the community; Be proactive and timely to meet the provincial compliance deadlines; Be fiscally responsible by using provincial tools, templates and guides where applicable; Be proactive to spread the cost of implementation over multiple years; Providing comprehensive and ongoing training for A.O.D.A requirements; Ensuring that areas of accountability are clearly defined by implementing clauses by department; and, Developing support tools and templates to assist staff with implementation. Analysis The 2018 to 2024 Town of Aurora Accessibility Plan is a multi-year strategy with legislated and non-legislated initiatives. This report will review some of the Town of Aurora’s recent achievements in improving accessibility. Page 52 of 264 April 20, 2021 3 of 9 Report No. CS21-030 By removing barriers identified in the Information and Communications Standards of the A.O.D.A the Town works to create, provide, and receive information and communications that people with disabilities can access. To be compliant the Corporation must make their internet websites and web content conform to the World Wide Web Consortium Web Content Accessibility Guidelines (W.C.A.G), initially at Level A by January 1, 2014, and increasing to Level AA by January 1, 2021. On December 18, 2019, the Town indicated to the Ministry for Seniors and Accessibility that it is compliant with all standards except the Information and Communications Standard due to issues with the Town’s website. On October 16, 2020, the Ministry for Seniors and Accessibility approved a working plan that will bring the Corporation into compliance by June 30, 2021. To date the following has been complete: Siteimprove auditing software purchased to scan Town webpages and content for any accessibility errors; Browsealoud software purchased to enhance website accessibility for people with mild vision impairments, learning difficulties and dyslexia; Development of the Information and Communications policy to recognize that documents, websites and media content, whether published for internal or external use, are valued assets that need to be managed in a compliant, systematic way; Development of online resources and videos available to all staff to assist with all components of creating an accessible document; Continued development and conversion of templates in accordance with the Web Content Accessibility Guidelines (W.C.A.G); New Town of Aurora website was launched with the platform meeting W.C.A.G requirements. Ongoing work continues to remediate documents and media content; Updated Corporate branding guidelines to ensure that an accessibility lens is used when approving graphically designed communication materials; Continued to provide accessible formats and communication supports for residents, visitors and employees, such as screen reader technology, upon request. Page 53 of 264 April 20, 2021 4 of 9 Report No. CS21-030 Action items under the Employment Standards of the A.O.D.A make the workplace and employment practices of the Town accessible to potential or current employees with disabilities. Led by the Human Resources division the Town continues to be committed to a diverse and inclusive workplace. Several initiatives are underway that will identify opportunities and add value to the workforce. The following summary highlights some of the recent actions: Partnered with Dr. G.W. Williams Secondary School to provide an accessibility Coop position and will continue to explore providing these opportunities; In October of 2018 the Town of Aurora signed The Inclusion Charter for York Region. The Charter is a community initiative that brings together businesses, community organizations, municipalities, police services, hospitals school boards, conservation authorities and agencies with a common commitment to create an inclusive environment with equality for all who work, live and play in York Region; Through the employee engagement survey the Town’s current workplace demographics were assessed as a first step towards the Corporations diversity and inclusion goals; Recruitment process has undergone a formal review to ensure that Corporate policies and procedures are barrier-free and provide all components of equal employment opportunity; Reviewed and updated our compensation program to ensure fair and equitable pay. Requirements under the Transportation Standards of the A.O.D.A focus on transportation service providers and how to make routes, vehicles and services accessible. The Transportation Standard of the A.O.D.A is shared by both the Town of Aurora and the Regional Municipality of York. York Region is responsible for and creates action items for removing barriers in conventional and specialized transportation services. While not directly responsible for all components of the Transportation Standard the Town still has obligations under the Duties of Municipalities and Taxi Cabs. These include: Continued monitoring and enforcement that all licensed taxicabs issued from the Municipality are prohibited from charging a higher fare or an additional fee, including fees for the storage of mobility aids or mobility assistive devices, for persons with disabilities than for persons without disabilities for the same trip; Page 54 of 264 April 20, 2021 5 of 9 Report No. CS21-030 Continued enforcement that all licensed taxicabs issued from the Municipality ensure that owners and operators of taxicabs place vehicle registration and identification information on the rear bumper of the taxicab and further make available in an accessible format. Shuttle buses are provided for some events, such as Aurora's Haunted Forest, by the Community Services department to create barrier-free parking and transportation opportunities. The Design of Public Spaces Standards of the A.O.D.A provides technical requirements that build a universally-designed public space that allows for people with disabilities to move through and use amenity spaces comfortably. The Standard focuses on requirements for newly constructed or redeveloped outdoor space and also includes guidelines for service-related elements indoors. Over the last couple of years a number of projects have been complete towards making the Municipalities public space as inclusive and barrier-free as possible. These include: Inductions loops installed at customer service desks at Town Hall, Stronach Aurora Recreation Centre, Aurora Family Leisure Complex, Aurora Seniors Centre and the Joint Operations Centre to assist individuals with hearing impairments; Wayfinding signage installed at Town Hall, Stronach Aurora Recreation Complex and Aurora Family Leisure Complex to provide direction and information about the facilities; Purchase of “mobi-mats” to provide roll-out portable pathways to create a barrier- free exterior path of travel at special events in outdoor settings; Purchase of cable channel covers to provide barrier-free access over cables, hoses and wires at outdoor special events; Audible Pedestrian Signals installed to advice individuals who are visually impaired when they have the right-of-way to cross at a signalized intersection and in which direction they may cross the intersection o Yonge Street and Murray o Yonge Street and Brookland o Engelhard and Edward Street Door operators installed to create independence to enter and exit a variety of locations. Starting 2020 and moving forward all new door operators installed are wave operated. o Stronach Aurora Recreation Pool entrance and exit o Joint Operations Centre elevator lobby entrance and exit o Aurora Family Leisure Complex pool men’s and women’s changerooms Page 55 of 264 April 20, 2021 6 of 9 Report No. CS21-030 The creation of the Stronach Aurora Recreation Complex Sensory Pathway, aimed at giving proprioceptive sensory input to help kids stay calm and regulate their bodies; Providing a fully accessible portable washroom at Aurora’s Ribfest with the purpose of giving people with disabilities the opportunity to fully participate in local events and festivals; Construction of a pathway lighting system along Tim Jones Trail between the Aurora Seniors Centre and the Aurora Family Leisure Complex; Installation of a modern pool hoists and platforms at the Stronach Aurora Recreation Complex that are in line with universal design principles; Installation of adult change tables at the Stronach Aurora Recreation Complex and Aurora Family Leisure Complex to create optimal conditions for support persons as well as a high level of comfort and safety for the user; Additional handrail installed at the Aurora Family Leisure Complex spa to support individuals with mobility and visual impairments; Continued Corporate support to apply for grant funding toward the accessibility improvements of Town facilities through both the physical environment and program experiences of participants; Continued review of site plan applications with the Accessibility Advisory Committee to provide recommendations on accessibility; Facility wheelchairs available at Town Hall, Aurora Seniors Centre, Stronach Aurora Recreation Complex, Aurora Family Leisure Complex, Joint Operations Centre; Mobile self-service iPad kiosks at the Aurora Family Leisure Complex and Stronach Aurora Recreation Complex to allow users to register for programs where service desks are not mobility aid accessible; Emergency evacuation chair available at Town Hall for smooth stairway ascent and descent during an emergency. Purchases will continue for remaining facilitates with stairs. Providing accessible customer service and training on how to interact with people with disabilities are key requirements to the Customer Service Standards of the A.O.D.A. In addition to the Standard there are several improvements in day-to-day procedures at incorporating accessible customer service. Staff are better equipped to assist customers with disabilities with resources that are available to them through a variety of initiatives. They include: Page 56 of 264 April 20, 2021 7 of 9 Report No. CS21-030 Updated the accessibility customer feedback form and continue to review customer feedback and take appropriate action; Community Services department development of the Inclusion in Sport manual to help foster an environment where individuals of all abilities and unique needs are welcomed into organized sport in a way that is safe, successful, and meaningful to them, their family members, their coaches and their fellow teammates; Continued offering of inclusion specific programs o 1:1 support offered for community programs o Tiered programing for aquatic lessons ranging from 1:1 support to integrated group programming o Individualized resources, kits and equipment provided for participants o Sensory/quiet spaces and equipment for programs and special events Continued participation in various accessibility related activities including National AccessAbility Week and International Day of Persons with Disabilities; Seniors Centre Without Walls (S.C.W.W) program provides remote participation opportunities for residents, supporting vulnerable and isolated seniors and adults who may find it difficult to leave home for extended periods of time. The Town of Aurora has built a foundation that will allow the Municipality to continue to advance and strengthen its commitment to improving accessibility in 2021. The Town is committed on continuously meeting standards for Information and Communication, Employment, Transportation, Design of Public Spaces, and Customer Service. By developing initiatives in these key areas, Aurora continues to identify, remove and prevent barriers that create a more inclusive community to live, work, and play. In 2021 these include: Audible Pedestrian Signals installed to advice individuals who are visually impaired when they have the right-of-way to cross at a signalized intersection and in which direction they may cross the intersection o Yonge Street and Kennedy Facility Accessibility Design Standards to incorporate the applicable requirements of the A.O.D.A Integrated Accessibility Standards Regulation and the new Ontario Building Code requirements as they relate to accessibility to create one document where all accessibility provisions can be easily found, understood and applied. These standards will be applied to all new and/or renovated Town owned, leased or operated facilities; Page 57 of 264 April 20, 2021 8 of 9 Report No. CS21-030 Construction of a ramp from the West exit of the Aurora Seniors Centre to provide a barrier-free path of travel to the outdoor amenities. Project will include the installation of door operators; Continued development of the information and communications program, including PDF software and document remediation in accordance with the Web Content Accessibility Guidelines (W.C.A.G). Advisory Committee Review The Accessibility Advisory Committee reviews the 2018 to 2024 Accessibility Plan on a monthly basis providing input about the requirements and implementation of accessibility standards, projects and initiatives. Legal Considerations In 2005, the Ontario government passed the Accessibility for Ontarians with Disabilities Act (A.O.D.A) with the objective of developing, implementing and enforcing accessibility standards in order to achieve accessibility for Ontarians on or before January 1, 2025. A requirement under the Integrated Accessibility Standards Regulations (I.A.S.R) is to establish, implement, maintain and document a multi-year Accessibility Plan. Financial Implications All identified accessibility requirements from 2018 to 2024 Accessibility Plan have been included in the Town’s capital and/or operating budget for Council’s consideration as appropriate. In recent years, the Town has begun a migration away from the delivery of its accessibility requirements through a single capital project in an effort to better align these requirements with their most appropriate funding sources. Instead accessibility requirements are now addressed as part of each specific asset owner’s capital programs based upon best fit. The original single capital project though which all accessibility projects have traditionally been delivered will be closed upon the exhaustion of its remaining approved budget authority. Similarly, all arising operating budget items at the Accessibility Advisory Committee’s monthly meetings are addressed by the most appropriate asset owner. Communications Considerations None. Page 58 of 264 April 20, 2021 9 of 9 Report No. CS21-030 Link to Strategic Plan 2018 to 2024 Town of Aurora Accessibility Plan. Conclusions This report provides Council with an update on the implementation of the 2018 to 2024 Town of Aurora Accessibility Plan. The Accessibility Advisory Committee has made significant progress and is committed to advancing the Town of Aurora towards becoming barrier-free. Furthermore, the Accessibility Plan will be under review by the Accessibility Advisory Committee in 2021 and an updated plan will be presented to Council in 2022. Attachments 1. 2018 to 2024 Town of Aurora Accessibility Plan Previous Reports CS18-013 – Town of Aurora 2018-2024 Accessibility Plan Pre-submission Review Agenda Management Team review on April 1, 2021 Approvals Approved by Techa van Leeuwen, Director, Corporate Services Approved by Doug Nadorozny, Chief Administrative Officer Page 59 of 264 2018 TO 2024 Town of Aurora Accessibility Plan The Town of Aurora is dedicated to continuously improving accessibility within the Town and achieving the goals outlined in the Accessibility for Ontarians with Disabilities Act (AODA). This Accessibility Plan outlines new accessibility initiatives, profiles past achievements and reflects the Town’s commitment to the successful implementation of AODA standards. Attachment 1 Page 60 of 264 2018 –2024 Accessibility Plan Table of Contents Table of Contents .................................................................................................................... i Contact Information .............................................................................................................ii Message from Staff ................................................................................................................ 1 Message from the Chair of the Accessibility Advisory Committee ............................................. 2 Introduction............................................................................................................................ 3 Statement of Commitment .................................................................................................. 3 Background........................................................................................................................ 3 Guiding Principles .............................................................................................................. 4 Structure and Governance .................................................................................................. 4 Accessibility Advisory Committee .................................................................................... 5 Duties and Functions of the Accessibility Advisory Committee .......................................... 5 General Accessibility and Accessibility for Ontarians with Disabilities Act Implementation Plan . 7 Legislated Goals ................................................................................................................ 7 Customer Service ........................................................................................................... 7 General Requirements .................................................................................................... 7 Employment ................................................................................................................... 7 Information and Communication Supports ....................................................................... 8 Accessible Taxi Services ................................................................................................ 8 Design of Public Spaces (Built Environment)................................................................... 9 Non -Legislated Goals ......................................................................................................... 9 Customer Service ........................................................................................................... 9 Employment ................................................................................................................... 9 Information and Communication ....................................................................................10 Transportation ..............................................................................................................10 Design of Public Spaces (Built Environment)................................................................. 10 Compliance Monitoring .....................................................................................................10 Overview of 2009-2017 Accessibility Items and Barriers Removed .........................................11 Increased Awareness Across The Corporation ..............................................................11 Removal of Physical Barriers ........................................................................................12 Improved Communication with Visitors/Residents with Disabilities ..................................13 Accessible Community Events & Community Engagement .............................................14 Community Recognition and Awards .............................................................................15 Page 61 of 264 Legisl ated Requirements ..................................................................................................16 General ........................................................................................................................16 Accessible Customer Service Standard .........................................................................16 Employment Standard ..................................................................................................16 Information & Communications Standard .......................................................................16 Transportation Standard ...............................................................................................17 Design of Public Spaces Standard ................................................................................17 Accessibility Features and Assistive Devices Available at Various Town of Aurora Facilities 18 Aurora Town Hall ..........................................................................................................18 Aurora Family Leisure Complex ....................................................................................18 Aurora Seniors Centre ..................................................................................................19 Aurora Community Centre ............................................................................................20 Aurora Cultural Centre ..................................................................................................20 Aurora Public Library ....................................................................................................20 Joint Operations Centre ................................................................................................21 Stronach Aurora Recreation Complex ...........................................................................21 Accessibility Plan Feedback Form ........................................................................................23 Appendix A – Complete Accessibility Items ..........................................................................24 Appendix B –Recommended Accessibility Items 2018 –2024 ...........................................44 Appendix C –IASR Implementation Plan 2018 –2024 .......................................................52 Contact Information Town of Aurora Corporate Ser vices 100 John West W ay,Box 1000 Aurora, Ontario L4G 6J1 Phone: 905-727-3123 Toll free: 1-800-269-3753 E-mail:accessibility@aurora.ca W ebsite:www.auror a.ca/accessibility This document is available in an Accessible Alternate Format by r equ est. 2018 –2024 Accessibility Plan Legislated Requirements..................................................................................................16 General........................................................................................................................16 Accessible Customer Service Standard.........................................................................16 Employment Standard..................................................................................................16 Information & CommunicationsStandard.......................................................................16 Transportation Standard...............................................................................................17 Design of Public Spaces Standard................................................................................17 Accessibility Features and Assistive Devices Available at Various Town of Aurora Facilities18 Aurora Town Hall..........................................................................................................18 Aurora Family Leisure Complex....................................................................................18 Aurora Seniors Centre..................................................................................................19 AuroraCommunity Centre............................................................................................20 Aurora Cultural Centre..................................................................................................20 Aurora Public Library....................................................................................................20 Joint Operations Centre................................................................................................21 Stronach Aurora Recreation Complex...........................................................................21 Accessibility Plan Feedback Form........................................................................................23 Appendix A – Complete Accessibility Items ..........................................................................24 AppendixB–RecommendedAccessibilityItems2018–2024...........................................44 AppendixC–IASRImplementationPlan2018–2024.......................................................52 ContactInformation Townof Aurora CorporateServices 100John West Way,Box1000 Aurora, Ontario L4G 6J1 Phone: 905-727-3123 Tollfree: 1-800-269-3753 E-mail:accessibility@aurora.ca Website:www.aurora.ca/accessibility This document is available inan Accessible Alternate Format byrequest. 2018–2024AccessibilityPlan 2017 – 2023 Accessibility Plan Notes ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 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62 of 264 2018 – 2024 Accessibility Plan 1 Message from Staff The Town of Aurora is dedicated to the continuous improvement of accessibility within the community, and achieving the goals set by the Accessibility for Ontarians with Disabilities Act (AODA). The 2018-2024 Town of Aurora Accessibility Plan outlines new accessibility initiatives, profiles past achievements which have improved acces sibility, and reflects the Town’s commitment to the successful implementation of the AODA standards. By working closely with Aurora’s 2015 -2018 Accessibility Advisory Committee, the Town of Aurora will acquire a better understanding of what residents and businesses have to say about the services we deliver. In addition to this important feedback, prioritization has been given to legislative and non-legislative initiatives helping further shape the 2018-2024 Accessibility Plan. Moving forward, the Town of Aurora has built a solid foundation that will allow the municipality to advance and strengthen its commitment to improving accessibility for all. The Town is committed on continuously meeting standards for Information & Communication, Employment, Transportation, Des ign of Public Spaces , and Customer Service.By developing initiatives in these key areas, Aurora continues to identify, remove and prevent barriers that create a more inclusive community to live, work, and play. If you have questions, comments, or concerns about accessibility within the Town of Aurora, please feel free to contact me at 905-727-3123 ext. 4392 or at accessibility@aurora.ca Sincer ely, Ivy Henriksen Manager of Access Aurora, Customer Service Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR Feedback Process RequiredJanuary 1, 2010COMPLIANT80.50 Every provider shall establish a process for receiving and responding to,(a)feedback about the manner in which itprovides goods, services or facilities to personswith disabilities; and(b) feedback about whether the feedbackprocess established for purposes of clause (a)complies with subsection (3)The Town of Aurora provides avenues for processes of feedback. All customer service counters provide feedback forms. Corporate Website provides electronic options for feedback among others. Feedback is processed with Accessibility Advisor and documented for follow-up and any action deemed necessary.Format of Documents January 1, 2010COMPLIANT80.51 If a provider is required to give a copy of a document to a person with a disability, the provider shall, on request, provide or arrange for the provision of the document, or the information contained in the document, to the person in an accessible format or with communication support,(a)in a timely manner that takes into accountthe person’s accessibility needs due todisability; and(b) at a cost that is no more than the regularcost charged to other personsThe Town of Aurora provides alternative formats and communication supports to persons with disabilities at no additional charge and in a timely fashion taking in account with the person’s accessibility needs. Notice is provided on corporate documents and on the website. Page 63 of 264 2018 – 2024 Acc essibility Plan 2 Message from the Chair of the Accessibility Advisory Committee It is my pleasure, on behalf of the Accessibility Advisory Committee, to present the 2018-2024 Accessibility Plan f or the T own of Aurora. This committee is dedicated t o working with local members of Town Council, as well as members of the community, to further inclusion and barrier-free access in our town. In the words of former Lt. Governor David Onley, “accessibility is not a privilege, it is a right.” This report will review some of th e Town of Aurora’s recent achievements in improving accessibility. These include such projects as: installation of automatic door openers, increased accessibility in the Town Hall Council Chambers and the opening of the fully accessible Queen’s Diamond Jubilee Park. Looking to the future, our goals include: making the best use of the Internet to provide the community with information and the opportunity to provide feedback, and improving communication signage throughout Aurora relatin g to accessibility ser vices in T own facilities. The Town of Aurora has an opportunity to move beyond simple compliance with legislation, and demonstrate leadership throughout all of York Region. This committee pledges itself to this goal of a truly open,accessible, and inclusive Aurora. Yours Sincerely, Tyler Barker , Chair Accessibility Advisory Committee Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR (4)If a person with a disability is accompaniedby a support person, the provider shall ensurethat both persons are permitted to enter thepremises together and that the person with adisability is not prevented from having access tothe support person while on the premisesNotice of Temporary DisruptionsJanuary 1, 2010COMPLIANT80.48If, in order to obtain, use or benefit from a provider’s goods, services or facilities, persons with disabilities usually use other particular facilities or services of theprovider and if there is a temporary disruption in those other facilities or services in whole or in part, the provider shall give notice of the disruption to the publicThe Town of Aurora provides Notice of Service disruptions for any good, service, and/or facility that is disrupted. This is accomplished through templates for hard copy, press release and on-line distribution.Training for Staff, etc.January 1, 2010COMPLIANT80.49 In addition to section 7, Every provider shall ensure that every employee, volunteer, third part contractorreceive training about the provision of the provider’s goods, services or facilities, as the case may be, to persons with disabilitiesAll employees, volunteers, and third party contractors receive Accessible Customer Service training. Information regarding the Accessibility for Ontarians with Disabilities Act included in Town orientation which is provided to every Town of Aurora employee. Additional training on specific elements ofAccessible Customer Service include assistive devices, support animals, support persons, notice of service disruptions and processes for feedback.The Town of Aurora has a protocol in place for managing employee training records.Page 64 of 264 2018 – 2024 Ac cessibility Plan 3 Introduction Statement of Commitment The Town of Aurora is committed to providing equitable treatment to people with disabilities with respect to the use and benefit of Town programs, services and facilities. The Town seeks to identify and remove barriers to accessibility and prevent the creation of new barriers. The Town is working to provide services in a manner that respects the dignity and independence of all Aurora citizens, our employees and visitors. The Town of Aurora is equally dedicated to ensuring that all AODA legislated obligations are met in a timely manner and that compliance with these standards is maintained. Background The purpose of the Town of Aurora’s Accessibility Plan is to demonstrate how the Town will be implementing the legislative requirements of the Ontarians with Disabilities Act (ODA) (2001), the Accessibility for Ontarians with Disabilities Act (2005) and to manage compliance with emerging AODA regulations related to the Corporation of the Town of Aurora. In addition, the Town recognizes that there is also a need for innovation outside of the legislation, and that additional initiatives are required to either prep are for forthcoming legislation or (in some cases)to work beyond the legislation to meet resident’s accessibility needs. The Town also recognizes that achieving these objectives requires a corporate-wide approach in order to identify, remove, and prevent barriers for residents, employees, and visitors . Over the past several years, the Town of Aurora has undertaken a number of initiatives aimed at ensuring that the municipality remains as inclusive and barrier-free as possible. These include, but are not limited to: •Developing Town of Aurora Accessibility Plans annually as part of the requirements of the Ontarians with Disabilities Act 200 1 (ODA); •Creation of a fully inclusive, accessible “Queen’s Diamond Jubilee Park” •Providing Accessible Formats; •Investing nearly $1,000,000 on accessibility retrofits in Town facilities, programs and services since 2002; •Creating an accessible taxi training program; •Training over 500 Town employees, volunteers, community partners and Town contractors on Accessibi lity, AODA and Human Rights; •Providing Accessible Customer Service training to all staff beyond AODA parameters. •Installing Audible Pedestrian Signals at main Town intersections;Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR 1. Procedures for preventative and emergencymaintenance of the accessible elements inpublic spaces as required under this Part.2. Procedures for dealing with temporarydisruptions when accessible elements requiredunder this Part are not in working orderCustomer ServiceStandardsss 80.45Scopeandinterpretation Establishment ofPoliciesJanuary 1, 2010COMPLIANT80.46 Every provider shall develop, implement and maintain policies governing its provision of goods, services or facilities, as the case may be, to persons with disabilitiesThe Town of Aurora has documented Policy #63 Accessible Customer Service that governs provisions of goods, services or facilities to persons with disabilities. Use of Service Animals and Support PersonsJanuary 1, 2010COMPLIANT80.47 (2) If a person with a disability is accompanied by a guide dog or other service animal, the provider shall ensure that the person is permitted to enter the premises with the animal and to keep the animal with him or her, unless the animal is otherwise excluded by law from the premises.The Town of Aurora ensures access of all patrons to any municipalfacility with use of assistivedevices, service animals and support persons. Any support person, use of service animal and/or assistive devices are not charged a fee for the assistance for the person with a disability.Page 65 of 264 2018 – 2024 Ac cessibility Plan 4 •Creating annual Accessibility events to highlight achievements and bring awareness to the importance of accessibility to Town services; •Meeting and maintaining compliance with all accessibility related legislation. Guiding Principles The guiding principles of the Town’s Accessibility Plan include: •Working consultatively with the Accessibility Advisory Committee and other community members to ensure the actions identified in the accessibility plan is responsive to the needs of the community; •Proactive and timely to meet the provincial compliance deadlines; •Fiscally responsible by using provincial tools, templates and guides where applicable; •Proactive to spread the cost of implementation over multiple years; •Seeking efficiencies by training all existing staff only once; •Ensuring that areas of accountability are clearly defined by implementing clauses by department; and, •Developing support tools and templates to assist staff with implementation . Structure and Governance The responsibility for the implementation of the AODA falls within the Town’s Corporate Services Accessibility Office. Accountability for the Integrated Accessibility Regulation is a shared responsibility with various departments. The Accessibility Office has overarching res ponsibility for ensuring that respective clauses are executed according to legislative requirements pertaining to the service they deliver. For example: •Accessible Taxis are led by Corporate Services; •Website compliance is led by Corpor ate Communications; •Employment requirements are led by Human Resources; •Information and communication Supports is led by Corporate Communications; •Procurement and Kiosks requirements are led by Financial Services; and, •Design of Public Spaces are led by Operational Services General clauses are led by the Corporate Services Department through the work of the Accessibility Office. Responsibilities of the Accessibility Office include, but are not limited to:development of the C orporate A cces sibility Plan, implementing legislative consultation process es , working with all levels of government on accessibility-related issues, developing and reviewing policy, creating training modules and materials, and reporting on progress to the Executive Leadership Team, Accessibility Advisory Committee, and Council on all compliance reporting to the Province of Ontario. Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR January 1, 2016COMPLIANTintended to serve a functional purpose and not to provide a recreational experience procedures and guidelines, where needed, to reflect the requirements for public spaces. Town staff informed about the public spaces requirements.Accessible ParkingJanuary 1, 2016COMPLIANT80.32 –80.39 Obligated organizations shall ensure that when constructing new or redeveloping off-street parking facilities that they intend to maintain, the off-street parking facilities meet the requirements set out in this PartThe Town of Aurora will review and update current processes (i.e. Site Plan Manual) to make sure the accessibility requirements of the Design of Public Spaces Standards are applied where applicable, to new or redeveloped projects. The Town will update Zoning By-law #2213-78 and designated disabled parking By-law 4574-04.T where needed, to reflect the requirements for public spaces. Town staff informed about the public spaces requirements.Obtaining ServicesJanuary 1, 2016ONGOING80.40 –80.43 Obligated organizations shall meet the requirements set out in this Part in respect of the following: 1. All newly constructed service counters andfixed queuing guides.2. All newly constructed or redeveloped waitingareas.The Town of Aurora will review and update current processes to make sure the accessibility requirements of the Design of Public Spaces Standards are applied where applicable, to new or redeveloped projects. The Town will update procurement procedures and guidelines, where needed, to reflect the requirements for public spaces. Town staff informed about the public spaces requirements.MaintenanceJanuary 1, 2016ONGOING80.44 obligated organizations, shall ensure that their multi-year accessibility plans include the following:The Town of Aurora highlights procedures in the multi-year accessibility plan detailing preventive and emergency maintenance (inspection checklist sheets) of accessible elements for the design of public spaces. This includes procedures for dealing with temporary disruptions.Page 66 of 264 2018 – 2024 Ac cessibility Plan 5 Accessibility Advisory Committee The Accessibility Advisory Committee, established November 2002, is a municipal requirement of the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). The Committee is comprised of a minimum of five (5) members, including: Three (3) members who are people with disabilities; One (1) Member of Council; and One (1) member who is a citizen volunteer, parent of a child with a disability, or professional from the stakeholder community. Accessibility Committee Members : •Tyler Barker – Chair •John Lenchak – Vice Chair •Councillor John Abel •Gordon Barnes •James Hoyes •Jo-anne Spitzer The purpose of the Accessibility Advisory Committee is to encourage and facilitate accessibility on behalf of all persons with disabilities by: promoting public awareness and sensitivity; encouraging co-operation among all service and interest groups to ensure an inclusive community for all persons; i dentifying and documenting relevant issues and concerns; improving access to housing, transportation, education, recreation, and employment which are all qualities of a five-star community; improving communication among all levels of government and service agencies to make recommendations regarding policy, procedure and legislation; to educate and champion needs that arise based on the Accessibility for Ontarians with Disabilities Act (2005); and recognizing that the needs of all persons, including persons with disabilities, are constantly changing. Duties and Functions of the Accessibility Advisory Committee The Committee assists Council by advising, reviewing, and making comments and recommendations of interest to/for people with disabilities, and dealin g with community issues relevant to persons with disabilities. Some of the items reviewed by the Committee include: •Providing advice to Council each year regarding the preparation, implementation, and effectiveness of the municipal accessibility plan , and making recommendations on the outstanding accessible project list or items based on Council’s funding allocation for accessibility; •Providing advice to Council and Staff for compliance purposes as per the Accessibility for Ontarians with Disabilities Act (2005);Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR 1. Large organizations must consult with thepublic and persons with disabilities.2. Municipalities must also consult with theirmunicipal accessibility advisory committeesWhen constructing new or redeveloping existing play spaces that they intend to maintain,obligated organizations, other than small organizations, shall,(a) incorporate accessibility features, such assensory and active play components, forchildren and caregivers with various disabilitiesinto the design of outdoor play spaces; and(b) ensure that outdoor play spaces have aground surface that is firm, stable and hasimpact attenuating properties for injuryprevention and sufficient clearance to providechildren and caregivers with various disabilitiesthe ability to move through, in and around theoutdoor play spacepublic spaces requirements and is applying “Annex H” Accessibility Playground Guidelines.The Town will consult with the public, persons with disabilities and Accessibility Advisory Committee Exterior Paths of Travel80.21 –80.31 This applies to newly constructed and redeveloped exterior paths of travel that are outdoor sidewalks or walkways designed and constructed for pedestrian travel and are TheTown of Aurora updatedcurrent processes (i.e. Site Plan Manual) to make sure accessibility requirements of the Design of Public Spaces Standards are applied where applicable, to new or redeveloped projects. The Town updatedprocurement Page 67 of 264 2018 – 2024 Accessibility Plan 6 •Establishing guidelines pertaining to accessibility,that staff may consider in the review of site plans and subdivision agreements (i.e.,building accessibility, curb cuts on roadways,connectivity and barrier free path of travel); •Commenting on selected designated accessible parking, including:ensuring convenience to the entrance,properly identified and signed as designated accessible parking; reviewing the total number of designated accessible parking spots in relation to the total number of parking spaces in new develop ment; reviewing ways to improve the placement of existing designated parking within the Municipality;and suggesting ways to increase,wherever possible,on both public and private lands,the number of designated accessible parking spac es within the Municipality; •Commenting on the accessibility for persons with disabilities to a building, structure, or premises or part of a building,structure or premises that the Municipality purchases, contracts or significantly renovates or f or which a new lease is entered into (i.e.Aurora Town Hall, Joint Operations Centre & Aurora Family Leisure Complex); •Commenting on the proposed and existing by-laws ,s er vic es, pr actic es, programs and policies of the Municipality and how they relate to the general public, including persons with disabilities; •Commenting on how the needs of persons with disabilities can be better served through the Municipality’s purchasing of goods and services. •Monitoring f ederal and provincial government directives and regulations and advising Council regarding same; •Conducting research on accessibility issues; and, •Liaising with other municipalities,Region of York,and local stakeholder groups on accessibility and disability issues/interests.Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR Outdoor Public Use Eating AreasJanuary 1, 2016ONGOING80.16 –80.17 Obligated organizations,shall ensure that where they construct or redevelop outdoor public use eating areas that they intend to maintain, the outdoor public use eating areas meet the following requirements:1. A minimum of 20 per cent of the tables thatare provided must be accessible to personsusing mobility aids by having knee and toeclearance underneath the table and in no caseshall there be fewer than one table in anoutdoor public use eating area that meets thisrequirement.2. The ground surface leading to and undertables that are accessible to persons usingmobility aids must be level, firm and stable.3. Tables that are accessible to persons usingmobility aids must have clear ground spacearound them that allows for a forward approachto the tablesThe Town of Aurora will review and update current processes to make sure the accessibility requirements of the Design of Public Spaces Standards are applied where applicable, to new or redeveloped projects. The Town will update procurement procedures and guidelines, where needed, to reflect the requirements for public spaces. Town staff informed about the public spaces requirements.Outdoor Play SpacesJanuary 1, 2016ONGOING80.18 –80.20 When constructing new or redeveloping existing outdoor play spaces, obligated organizations, shall consult on the needs of children and caregivers with various disabilities and shall do so in the following manner: The Town of Aurora will review and update current processes to make sure the accessibility requirements of the Design of Public Spaces Standards are applied where applicable, to new or redeveloped projects. The Town will update procurement procedures and guidelines, where needed, to reflect the requirements for public spaces. Town staff informed aboutthe Page 68 of 264 2018 – 2024 Ac cessibility Plan 7 General Accessibility and Accessibility for Ontarians with Disabilities Act Implementation Plan In addition to the AODA requirements, the Town is continuously work ing to increase accessibility for residents and visitors by creating additional non-legislated initiatives that support the goals set by Council in accordance with the AODA. Examples of this work include: Audible Pedestrian Signals; Increased Way-finding signage, Hearing Assist in meeting rooms, and increased accessible retrofits relating to the Design of Public Spaces Standard (Built Environment). Legislated Goals Customer Service Maintain compliance with Accessible Customer Service Standard and continue to identify additional customer service enhancements as required: •Provide accessible Customer Service training to st af f, volunteers and third parties; •Receive and respond to feedback about the manner in which goods or services are provided to persons with disabilities; and, •Provide notice of service disruptions. General Requirements Meet and maintain compliance with the AODA IASR General requirement: •Complete a review of all relevant Town of Aurora by-laws, policies, procedures and guidelines to reflect the requirements of the AODA Integrated Accessibility Regulation; •Ensure the procurement of Town goods, services, facilities and kiosks include accessibility criteria and features; and, •Provide training on the AODA Integrated Accessibility Regulation and the Human Rights Act to all employees, volunteers; all persons who participate in developing the organization’s policies; and all other persons who provide goods, services or facilities on behalf of the Town of Aurora. Employment Ensure the Town of Aurora’s employment policies and practices are inclusive of people with disabilities:Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR s. 80(1)COMPLIANTs. 80(2)COMPLIANTwithout disabilities for the same trip; (b) from charging a fee for the storage ofmobility aids or mobility assistive devices(2) Ensure that owners and operators oftaxicabs place vehicle registration andidentification information on the rear bumper ofthe taxicab.(3) Ensure that owners and operators oftaxicabs make available vehicle registration andidentification information in an accessible formatto persons with disabilities who are passengersrequirements. Revisions to By-Law 4258-01.P, schedule 13 have been made. Design of Public SpaceStandardsss 80.1 –80.5 Definition, Application and SchedulesRecreational Trails & Beach Access RoutesJanuary 1, 2016ONGOING80.6 –80.15 This applies to new constructed and redeveloped recreational trails that an obligated organization intends to maintain. Obligated organizations must consult with the public and persons with disabilities. Municipalities must also consult with their municipal accessibility advisory committees.The Town of Aurora will review and update current processes to make sure the accessibility requirements of the Design of Public Spaces Standards are applied where applicable, to new or redeveloped projects. The Town will update procurement procedures and guidelines, where needed, to reflect the requirements for public spaces. Town staff informedabout the public spaces requirements.The Town will consult with the public, persons with disabilities and Accessibility Advisory CommitteePage 69 of 264 2018 – 2024 Ac cessibility Plan 8 •Ensure all employees and successful applicants with disabilities are informed of available supports and accommodations; •Ensure applicants with disabilities are informed of available accommodations during the recruitment, assessment and the selection processes; •Consult with employees to provide and arrange for accessible for mats and communication supports; •Provide to employees, upon request, individualized workplace emergency response information; •Maintain a return to work process and provide individual documented accommodation plans for employees with disabilities when required; and, •Ensure the needs of the employees with disabilities are taken into account for the purposes of performance management, career development, advancement and redeployment. Information and Communication Supports Provide accessible information and communication to residents, visitors and employees: •Ensure Town processes for receiving and responding to feedback are accessible to people with disabilities by providing for, or arranging for, the provision of accessible formats and communication supports; •Upon request, provide accessible feedback and communication supports in consultation with the requestor, in a timely manner that takes into account the person’s accessibility needs and at no additional cost for all Town documents including emergency plans and public safety information; •Ensure Town of Aurora website(s) and web content conform to the World Wide Web Consortium Guideline (WCAG) 2.0 initially at level A and increasing to Level AA in accordance with the timelines set out by the AODA Integrated Regulation; and, •Inform the public of the availability and provide accessible materials where they exist and provide accessible formats and communication supports upon request. Accessible Taxi Services Ensure accessible taxi service is available to the public within the Town of Aurora: •Consult with the Accessibility Advisory Committee and the public to determine the proportion of on-demand accessible taxicabs required in Aurora and demonstrate progress toward meeting that n eed; •Ensure that no person with a disability is charged additional fees or is charged a fee for storage of mobility aids of mobility assistive devices; and, •Ensure vehicle registration and identification is visible in accordance with Provincial legislation and is available in accessible formats for passengers with disabilities.Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR RedeploymentJanuary 1, 2014COMPLIANT32 An employer that uses redeployment shall take into account the accessibility needs of its employees with disabilities, as well as individual accommodation plans, when redeploying employees with disabilitiesThe Town of Aurora has procedures for Modified Work Duties and a Return to Work Policy.ss 33 –73 Conventional and Specialized Transportation Service Providers ss 74 –77 School Transportation and FerriesTransportation Standards –Duties of Municipalities and Taxi CabsAccessible TaxicabsJanuary 1, 2013COMPLIANT79(1) Consult with its municipal accessibility advisory committee, the public and persons with disabilities to determine the proportion of on-demand accessible taxicabs required in the community. (2) Identify progress made toward meeting theneed for on-demand accessible taxicabs,including any steps that will be taken to meetthe need, inits accessibility plan.79(1) Agenda Itemforinformation & recommendationat AACFebruary 2012.Public Inputreceivedat AccessibilityForum June 2012.79(2) Accessible Taxi Driver Training ineffect foralllicensed Brokers/Operators in theTownof Aurora. Trainingincludes taxidrivers whotransport persons withdisabilities. StaffReport toAAC November 2012detailedproportionate numberof “on-demand”accessible cabs.Accessible TaxicabsJuly 1, 201280(1) Any municipality that licenses taxi cabs shall ensure that owners and operators of taxicabs are prohibited, (a) from charging a higher fare or an additionalfee for persons with disabilities than for persons80(1) Town of Aurora Licensing By-Law 4258-01.P, schedule 13 is revised to reflect these changes. 80(2) (3) The Manager of By-Law Enforcement has been notified of these requirements and has implemented the Page 70 of 264 2018 – 2024 Ac cessibility Plan 9 Design of Public Spaces (Built Environment) The Town of Aurora will meet the requirements of (Ontario Regulation 191/11) under the Accessibility For Ontarians with Disabilities Act, 2005 (AODA) and, in particular, Part IV.1 Design of Public Spaces Standards (Accessibility Standards for the Built Environment) in relation to: •Recreational trails/beach access routes; •Outdoor public-use eating areas like rest stops or picnic areas; •Outdoor play spaces, like playgrounds in municipal parks; •Exterior paths of travel, such as sidewalks, ramps, stairs, curb ramps, rest areas an d accessible pedestrian signals; •Accessible parking on and off street; •Service related elements such as service counters, fixed queuing lines and waiting areas; and, •Scheduled preventative maintenance. Non-Legislated Goals In addition to the legislated goals under the AODA, the Town of Aurora is committed to additional initiatives that help ensure the Town is becoming incr easingly barrier-free, including: Customer Service Hosting annual National Access Awareness Week events to inform the community about the accessibility of Town services and celebrate accessibility achievements. Employment •Conduct outreach with education institutions (elementary and high schools, colleges and universities), and Chamber of Commerce to promote employment opportunities to students with disabilities; •Partner with agencies to help facilitate workplace experiences and promote employment opportunities for persons with disabilities; •Track and monitor the percentage of accommodations provided to employees and applicants; •Deliver training to employees to foster a respectful workplace (includes training on better understanding learning disabilities equity and diversity); and, •Increase the completeness of the internal data base of persons with disabilities to reflect their representation in the workforce.Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR were absent because their disability required them to be away from work; (b) use documented individual accommodationplans(3) The return to work process referenced in thissection does not replace or override any otherreturn to work process created by or under anyother statute.All information gathered and used in this process is protected in accordance with MFIPPA and other applicable legislation.Performance ManagementJanuary 1, 2014COMPLIANT30(1) An employer that uses performance management in respect of its employees shall take into account the accessibility needs of employees with disabilities, as well as the individual accommodation plans, when using its performance management process in respect of employees with disabilitiesEmployees whose performance may be impacted by a possible disability are referred to Human Resources who assists in assessment and development of an action plan if appropriate to do so.Information included in Supervisory Training and noted when this standard is discussed between the Human Resources Manager and Accessibility Advisor. Performance Review policy has been updated to reflect accommodations given to those with disabilitiesCareer Development and AdvancementJanuary 1, 2014COMPLIANT31 An employer that provides career development and advancement to its employees shall take into account the accessibility needs of its employees with disabilities as well as any individual accommodation plans, when providing career development and advancement to its employees with disabilitiesUnless a vacant position is identified through the modified work duties as being a suitable accommodation for an individual employee, all Town of Aurora positions are posted and filled through a job competition. Competition includes the provision of suitable accommodations to candidateswith a disability. Page 71 of 264 2018 – 2024 Ac cessibility Plan 10 Information and Communication •Increase hearing assist such as closed captioning to viewers of Rog ers Cable TV/Streaming for meetings; (where possible for events) •Increase function of Council Chambers projector screen to include C.A.R.T. or electronic note taking for public meetings; and, •Increase accessibility in Town Hall with the addition of appropriate way-finding, tactile signage, assistive workstations and self -service kiosks. Transportation Training for staff and Taxi Owners/Operators licensed in Aurora consistent with the requirements of the AODA Integrated Accessibility Standards Regulation Design of Public Spaces (Built Environment) •Install Audible Pedestrian Program: Increase accessibility for pedestrians with retrofits and new development of Town intersections being equipped with Audible Pedestrian signals; •Increase and retrofit facilities to include automatic door openers; •Increase the number of accessible picnic tables throughout Town parks & facilities through regular life cycle management programs ; •Increase accessibility of Town facilities and parks through the auditing and implementation of an asset management plan based on approved budgets; •Retrofit facilities with respect to: automatic door openers, washroom, passenger loading areas, parking, signs, ramps, reception desks, change rooms, kitchen, client counters, door widening, elevators, drinking fountains, telephones, stairs/railings/ramps, sidewalks/walkways, benches and picnic tables; and, •Assist residents where needed with removal of windrows through partnerships. Compliance Monitoring The Accessibility Advisor shall monitor progress of this plan and shall coordinate and report on progress annually to the Accessibility Advisory Committee and Council through the Accessibility Plan. The Accessibility Advisor is responsible to report on Town compliance to the province, as per the provincial schedule. Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR (c) when the employer reviews its generalemergency response policiesDocumentedIndividualAccommodationPlansJanuary 1, 2014COMPLIANT28(1) Develop a written process for the development of documented individual accommodation plans for employees with disabilities. (2) The process for the development ofdocumented individual accommodation plansshall include eight prescribed elements.(3) Individual accommodation plans shall,(a) if requested, include any informationregarding accessible formats andcommunications supports provided(b) include individualized workplace emergencyresponse information(c) identify any other accommodation that is tobe provided.Town of Aurora procedures on “Modified Work Duties” and its established processes include detailed documentation for all individual accommodation plans. A Returnto Work policy also includes written details and descriptions of the individual accommodation.Where applicable, CUPE is involved in the development of individual accommodation or return to work plans.All information gathered and used in this process is protected in accordance with MFIPPA and other applicable legislation.Return to Work ProcessJanuary 1, 2014COMPLIANT29(1)(a) Develop and have in place a return to work process for its employees who have been absent from work due to a disability and require disability-related accommodations in order to return to work; (b) document the process(2) The return to work process will,(a) outline the steps the employer will take tofacilitate the return to work of employees whoTown of Aurora procedures on “Modified Work Duties” and its established processes include detailed documentation for all individualaccommodation plans. A Return to Work policy also includes written details and descriptions of the individual accommodation.Where applicable, CUPE is involved in the development of individual accommodation or return to work plans.Page 72 of 264 2018 – 2024 Ac cessibility Plan 11 Overview of 2009-2016 Accessibility Items and Barriers Removed Several legislated and non-legislated improvements and community initiatives have increased opportunities for persons with disabilities to enjoy our beautiful Town. Highli ghts of our Accomplishments include: Increased Awareness Across The Corporation •C ontinued awareness of the Accessible Customer Service standard ensuring that all residents and visitors with disabilities are treated with respect, dignity, inclusion and independence and are welcome at all of our facilities and municipal programs; •In addition to the Accessible Customer Service Policy, there are several improvements in day-to-day procedures incorporating accessibility at various department counters. Staff is better equipped to assist customers with disabilities with resources that are available to them; •Revised By-Law distinguishing pets from service animals allowing access into Town facilities,property, and programs; •New Town employees and Members of Council receive AODA-related training, including disability awareness and sensitivity, to gain resources and tools on how to better assis t a customer with a disability; •As a condition of licensing, Taxi owners/operators provided AODA Customer Service training including requirements under the Integrated Accessibility Standard in respect to tariffs, registration and identification information; •Municipal procurement process has incorporated AODA related requirements since 2009 and over the years, the Town has been more diligent and equipped to provide various supports to municipal vendors and contractors to assist them in their AODA compliance; •Increased recruitment of diversity within Human Resource practices; •Increased sensitivity training for Operators removing winter snow,lessoning windrows near residential driveways; •Trained staff in conducting Built Environment accessibility audits that increase accessibility in facilities and open spaces (i.e. Victoria Hall); •Keynote diversity/inclusion presentations including Canadian Paralympic Association “Changing Lives, Changing Minds” to Town staff working with children with disabilities; •Staff support on the Town intranet providin g “Accessible Resources” folder; •Accessible Considerations included on all Council reports; and, •“Got Access” corporate guide for an accessible Aurora booklet.Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR January 1, 2014COMPLIANTperform the employee's job; and (b) information that is generally available toemployees in the workplace(2) Consult with the employee making therequest in determining the suitability of anaccessible format or communication supportindividualized and customized to each employee’s particular circumstances.Workplace Emergency Response InformationJanuary 1, 2012COMPLIANT27(1) Provide individualized workplace emergency response information to employees who have a disability, if the disability is such that the individualized information is necessary and the employer is aware of the need for accommodation due to the employee's disability. (2) Provide the workplace emergency responseinformation to the person designated by theemployer to provide assistance(3) Provide the information required as soon aspracticable after the employer becomes awareof the need for accommodation due to theemployee's disability.(4) Review the individualized workplaceemergency response information,(a) when the employee moves to a differentlocation in the organization(b) when the employee's overallaccommodations needs or plans are reviewed;andCommunication sent out to all current employees using Town of Aurora traditional communications channels. Employees who have self-identified as requiring emergency response assistance or information are asked to complete a brief information/request support form and then meet with an HR representative, chosen “designee” to develop an appropriate individualized evacuation and emergency response plan. Any new employees moving forward will have this introduced upon their initial HR orientation.Page 73 of 264 2018 – 2024 Accessibility Plan 12 Removal of Physical Barriers •Additional seating and respite bench areas set up in Municipal buildings including Town Hall; •Final Completion of the Nokiidaa Trail connecting Aurora, Newmarket, and East Gwillimbury providing seamless access for all citizens; •Support provided to “Doors Open” locations to assist with Accessibility including the loan of wheelchairs and a temporary ramp set up at Hillary House, Aurora’s National landmark; •Addition of accessible ramps at the Cenotaph; •Support provided for Remembrance Day including use of assistive devices; •Creation of a fully inclusive and accessible Queen’s Diamond Jubilee Park •Self -checkout units designed at the Aurora Public Library for mobility aids including wheelchair accessibility; •P atient “Hoyer” lift for the Aquatics Department at the Stronach Aurora Recreation Complex and Aurora Family Leisure Complex. In addition, a permanent Aquatic hydraulic lift for acc ess into the Lap Pool for users; •Continued accessible wheelchair seating ar ea offered in Council Chambers when needed for meetings (Interior Council ramp too cumbersome for so me residents with disabilities); •Paved trail pathway thr ough Aurora Community Arboretum; •Installation of accessible Water Fountains and Bottle Fill Stations at Facilities; •A partnership with the IES Roads Crew and By-law was arranged to increas e Accessible Parking Spots within the Town Park quadrant to assist accessibl e parking needs within this active area of Town; •Bus Shelters re-designed to provide pr oper access and respite benches; •IES Roads Crew mark ed intersections and curb cuts, including YRT platforms requiring maintenance creating seamless transitions between sidewalks and r oadways for mobility aids; •Installation of automatic door openers at main (south) Town Hall entranc e and r ear Council Chamber door; •Slight modifications to Town Hall Council Chamber Ramps increasing turnin g r adius for greater accessibility; •Additional accessible picnic tables in parks to assist mobility devices; •Installation of automatic door openers for washrooms, change rooms , and program areas at th e Aurora Family Leisure Complex;Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR Notice to Successful ApplicantsJanuary 1, 2014COMPLIANT24 Whenmaking offers of employment, notify the successful applicant of its policies for accommodating employees with disabilitiesThe standard offer letter has been amended to notify the successful applicant of Town of Aurora policies for accommodating employeeswith disabilities.Informing Employees of SupportsJanuary 1, 2014COMPLIANT25(1) Inform employees of its policies used to supports employees with disabilities, including, but not limited to, policies on the provision of job accommodations that take into account an employee's accessibility needs due to disability. (2) Provide the information required to newemployees as soon as practicable after theybegin employment(3) Provide updated information to itsemployees whenever there is a change toexisting policies on the provision of jobaccommodations that take into account anemployee's accessibility needs due to adisabilityTown of Aurora has a Return to Work Policy and an established practice for the application of that policy. An update on the AODA Integrated Standard provided to all current employees using our traditional communications channels. All new employees receive the information as part of their offer and onboarding process.In 2013, AODA Training has included an education component on the Integrated Accessibility Standard for Employment. AccessibleFormats andCommunicationSupports forEmployees26(1) Where an employee with a disability so requests it, every employer shall consult with the employee to provide or arrange for the provision of accessible formats and communication supports for, (a) information that is needed in order toCurrent practice is to respond to the unique requests for information from individual employees in a way that meets all of their needs, including those for accessible formats. The Town of Aurora has procedures, including “Modified Work Duties” in the Return to Work policy and its implementation is inherently Page 74 of 264 2018 –2024 Accessibility Plan 13 •Installation of automatic door openers for Change rooms at the Str onach Aurora Recreation Complex; •Increased safe access from York Region Transit Bus stop across road from 1400 Wellington Street East entrance.Bus stop relocated for safer access to Stro nach Aurora Recreation Complex; •Cable Tray Protectors purchased and provided for all major events to provide easier gate access and pr evention of safety trip hazards; •Installation of accessible traffic circle at Riverridge/Conover Blvd built to Design of Public Space Standards; •Acquisition of accessible ramp for portable staging at Aurora Seniors Centre; and, •Accessible pathways for accessing Machel Park to field events. Improved Communication with Visitors/Residents with Disabilities •The Town maintains an accessibility feedback form on the Town website encouraging residents and visitors with disabilities to communicate; •A service disruption notice system is maintained with the Facilities division of each Municipal occupied building. This provides patrons extra notic e when services are interrupted; •Increased exposure within local media an d newspapers highlighting disability tips and resources available within the Town; •Accessible Customer Service information provided on Interim Property Tax Bills; •All municipal Boards and Committee members received disability awareness training and booklets depicting Accessible Customer Service with patrons with disabilities; •Emergency procedures, plans &/or public safety information is provided in an accessible format or with communication supports upon request; •The Town has upgraded the corporate website to be accessible to WCAG Level A and includes BrowseAloud website software, the ability to enhance accessibility for people with mild vision impairments, learning difficulties and dyslexia; •Corporate documents reformatted and structured for easy web content access on the Town’s website; •Installation of Audible Pedestrian Signals (APS) with accessible sidewalk/curbing at the Intersections of Yonge/St. John Side road , Yonge/Orchard Heights, Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR -Mosio text messaging softwareEmployment Standardsss 20 –21 Scope, interpretation and schedules RecruitmentJanuary 1, 2014COMPLIANT22 Notify employees and the public about the availability of accommodation for applicants with disabilities during recruitment processAn accessibility tagline added to all job advertisements effective January 2014, advising applicants of the availability of accommodations during the recruitment process.Recruitment, Assessment or Selection ProcessJanuary 1, 2014COMPLIANT23(1) During the recruitment process, notify job applicants that accommodations are available upon request in relation to the materials or processes to be used. (2) The employer will consult with the applicantand provide suitable accommodation in amanner that takes into account the applicant'saccessibility needs due to their disability.Town of Aurora Recruitment policies and process are compliant with all applicable legislation, including but not limited to the Accessibility for Ontarians with Disabilities Act, the Employment Standards Act, the Ontario Labour Relations Act, the Human Rights Code, the Municipal Freedom of Information and Protection of Privacy Act. Applicants who are selected to proceed to the interview stage will be advised of the availability of accommodations during the recruitment process. Applicants must meet the occupational requirements of the position available to proceed to the interview stage. Page 75 of 264 2018 – 2024 Accessibility Plan 14 Yonge/Aurora Heights, Yonge/Wellington,John West Way/Civic Square G ate, and Yonge/Golf Links Drive; •Hearing Induction Loop System installed in the Aurora Seniors Centre (West Mackenzie Room), Aurora Public Library (Magna and Lebovic Rooms) an d Aur ora Town Hall (Council Chambers, Holland, Leksand, and Tannery Rooms) that provides amplification to those with hearing disabilities; •Inclusions of an Ubi-Duo device at Access Aurora counter for easier 2-way communication; •Installation of public TTY machines for Aurora Town Hall and Aurora Public Library; •Increased “Way-finding contrasting” signage at Stronach Aurora Recreation C omplex, Aurora Family Leisure Complex, Aurora Cultural Centre and Joint Operations Centre; •Sign holders installed for Town Hall to increase accessibility of resources; and, •Use of Tablet devices for residents/visitors/employees accessing documentati on in a preferred accessible format. Accessible Community Events & Community Engagement •Mayor, Council, Town Staff and members of the community joined in celebrati ng International Day for Persons with Disabilities on December 3rd; •Regular patrons with Disabilities continue t o work on their health and wellness and engage the assistance of Fitness staff when needed at Club Aurora Fitness Centre and Indoor Track; •Workplace experience program at the Club Aurora Fitness Centre and Parks Department for persons with intellectual disabilities; •Children with disabilities able to access Town of Aurora Summer Camps and pr ovided necessary 1 to 1 support. Guest speakers, training, integration toys and resources provided to staff for exceptional camper experience; •The Town of Aurora partnered with the Region of York and the N6 Municipalities to hold an Accessibility Advisory Committee (AAC) Forum as part of National Access Awareness Week; •Increase awareness of availability of accessibility support for all Town Events and/or functions (upon request). Advertise and incorporate as part of event material where people can direct inquiries or ask f or assistance for accessibility; •Several Town events included on-site accessibility support & accessibility parking for customers in attendance;Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR January 1, 2014ONGOINGWCAG 2.0 Level AAJanuary 1, 2021PENDING14(2) Internet websites and web content must conform with the World Wide Web Consortium Web Content Accessibility Guidelines (WCAG)2.0, initially at Level A and increasing to Level AA. Exceptions Apply Accessible Communications Guidelines drafted to train all applicable staff in appropriate content for documents and websites meeting accessibility needs.ss 15 -18 Specific to Education and Training Bodies Public LibrariesJanuary 1, 2013COMPLIANT19(1) Access to or arrange for accessible materials where they exist (2)Information about the availability ofaccessible materials publicly available and shallprovide the information in accessible format orwith appropriate communication supports, uponrequest(3) Library boards may provide accessibleformats for archival materials, specialcollections, rare books and donationsAurora Public Library have accessible materials and services that include:-Kurzweil 1000 & 3000 (scanning, writing, readingsoftware)-ZoomText (Magnifying software)-JAWS (Screen reading software)-Duxbury Braille Translator-Large print, Audio books, Electronic booksPage 76 of 264 2018 – 2024 Ac cessibility Plan 15 •Lunch & Learn sessions organized for staff and members of the community becoming more educated with various disabilities along with support mechanisms; •Aurora Town Notice Board in the local paper provided monthly disability highlights encouraging accessibility and tolerance within our Town; •Town of Aurora Staff regularly participated in meetings held by the Ontario Network of Accessibility Professionals and the Municipal Reference Group within the Northern 6 to stay informed of best practices when increasing accessibility within a Municipal environment; •Parks & Recreation Aquatics provides integrated 1 to 1 learn-to-swim instruction with the inclusion of adapted life jackets; •Mediator Cards have been introduced for individuals in need of support to participate in recreational swimming and aqua fit programs.The mediator is able to attend at no charge in support of a customer with a disability; •Therapeutic aquatic programming available for pre & post rehabilitation; •Partner with Aurora Chamber of Commerce educating local businesses about AODA and inclusion of customers with disabilities; •Acquisition of “Mobilift” to service community for staged events (i.e. Pan Am/Para Pan Am Torch Relay); and, •Support for a mobile, universal washroom for those attending community events. Community Recognition and Awards •The Town of Aurora continues to be recognized as a leader in Accessibility within the York Region and GTA area. Several of our procedural documents have been recognized and adopted by other municipalities including our corporate Accessible Feedback form, A ccess logos, Corporate Accessibility Policies, Business Accessibility Checklist and Election Inspection Accessibility Audit sheet; •Town of Aurora Annual Community Recognition Awards previously included an “Accessibility Award”. This was awarded to an individual or organization that makes a significant contribution to the elimination of barriers for people with disabilities. Now referred to as the Inclusion community award; •Awarded Association of Municipal Clerks and Treasurers of Ontario, AODA Accessibility Champion 10th Anniversary Award; •The Town of Aurora obtained Level 1 of the Excellence Canada Progressive Excellence Program.Achievement of this award required reviewing and red rafting Human Resources and Accessibility policies. This communication plan demonstrates to Excellence Canada that the Town is committed to continuous improvement; •The Town of Aurora, where possible, provides a community experience program for people with disabilities; and,Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR CommunicationSupportsJanuary 1, 2015COMPLIANTdisabilities must beprovided or arranged upon request, (a) in a timely manner(b)at a cost that is no more than the regularcost charged to other persons(2) The municipality must consult with theperson making the request in determining thesuitability of an accessible format orcommunication support.(3) Notify the public about the availability ofaccessible formats and communication supportspeople with disabilities with respect to the use and benefit of Town services, programs, goods, information and facilities and that no additional fees are charged because of or related to the disability.Notification provided on Home page of the Town’s websiteEmergency Procedure, Plans or Public Safety InformationJanuary 1, 2012COMPLIANT13(1) Emergency procedures, plan or public safety information are provided to the public, the information must be provided in an accessible format or with appropriate communication supports, as soon as practicable, upon request. (2) Emergency procedures, plans or publicsafety information must be available to thepublic13(1) The Town of Aurora has an extensive Emergency Response Plan with community partners who are able to assist in the event of an emergency. Information is provided to the public by way of the Town of Aurora website and Town of Aurora publications. This plan is available in an accessible format and/or with appropriate communication supports upon request.Accessible Websites and Web ContentWCAG 2.0 Level A14(1) Internet and intranet websites and web content conform with the World Wide Web Consortium Web Content Accessibility Guidelines (WCAG) 2.0, at Level AA, and shall do so inaccordance with the schedule set out in this sectionNew Town of Aurora website platform launched in early 2014 and is WCAG Level A as required by Accessibility Advisor to Communications Manager(Documented in:Web Platform Strategy – RFP Fall, 2012). Corporate Templates formatted to WCAG guidelines. Page 77 of 264 2018 – 2024 Ac cessibility Plan 16 •The Town of Aurora is 1 of 9 recipients in the Province of Ontario that received the Excellence Canada Ontario Accessibility Award for going above and beyond basic AODA compliance and for providing excellent accommodation for people with disabilities. Legislated Requirements General •Accessibility Policies have been established to reflect the Town’s commitment in achieving the Accessible Customer Service Standard and Integrat ed Standards Regulation; •An established a multi-year accessibility plan to identify, remove and prevent existing barriers for people with disabilities and indicate progress being made in accomplishing future legislative requirements; •Accessibility features, services , and facilities are more inclusive to people with disabilities; and, •Provide training on the Integrated Accessibility Standards Regulation (191/11) and Human Rights Code duty to accommodate people with disabilities . Accessible Customer Service Standard •New Town employees and Members of Council receive AODA-related training (including disability awareness and sensitivity)to gain resources and tools on how to better assist a customer with a disability; and, •Establish processes for feedback and Notice of Service Disruptions. Employment Standard •Provide individualized workplace emergency response information to employees who have a disability and protocol in place for need of assistance; and, •Make employment practices more accessible through recruitment, employees returning to work, employee accommodation, communication supports, performance management, career development and redeployment. Information & Communications Standard •The Town of Aurora website platform launched to World Wide Web Consortium Web Content Accessibility Guidelines (WCAG) 2.0, Level A; •Corporate Templates reformatted to meet WCAG 2.0 Level A web c ontent accessibility guidelines; •Established procedures to provide/arrange for accessible materials where they exist in the Aurora Public Library and any supports where/when necessary; and,Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR organization's policies (c) All people who provide goods, services orfacilities on behalf of the Town of Aurora(2) The training will be appropriate to the dutiesof the employees, volunteers and other people(3) Every person will be trained as soon aspracticable(4) Training will be provided if there are anychanges to the policies, on an ongoing basis(5) The municipality must keep a record of thetraining provided, including the training datesand the number of people who participatedprovided to every Town of Aurora employee. Additional training on specific elements of the Integrated Standard that are applicable to specific employees provided to those employees, as for example all Supervisors will receive training on the Employment Standards and all applicable staff requiring procurement will receive training on the General Requirement. The Town ofAurora has a protocol in place for managing employee training records.ss 8 -10 Exemptions, definitions, exceptions and application Information and Communications StandardsFeedbackJanuary 1, 2014COMPLIANT11(1) All processes for receiving and responding to feedback must be accessible to people with disabilities, (2) Accessible formats and communicationsupports must be provided in an accessibleformat when requested(3) Notify the public about the availability ofaccessible formats and communication supportsInformation about how to make information accessible included in staff training. Communications(Hard Copy or Electronically via website) with the public include information regarding available accessible formats.Accessible Formats and 12 (1) Provision of accessible formats and communication supports for persons with Currently, the “Accessible Customer Service Policy” includes provisions that the Town of Aurora provides equal treatment to Page 78 of 264 2018 – 2024 Accessibility Plan 17 •Notification to the public regarding accessible feedback processes, alternative formats and communication supports that the Town will provide. Transportation Standard •All licensed taxicabs issued from the M unicipality prohibited owners and operators of taxicabs from charging a higher fare or an additional fee for persons with disabilities than for persons without disabilities for the same trip; and from charging a fee for the storage of mobility aids or mobi lity assistive devices; •All licensed taxicabs issu ed from the Municipality ensure that owners and operators of taxicabs place vehicle registration and identification information on the rear bumper of the taxicab and further make available in an accessible format; and, •Consultation lead to effective determination of the proportionate number of “On- Demand” accessible taxi cabs Licensed in Aurora. Design of Public Spaces Standard •Updated municipal guidelines in consultation with Parks & Recreation Ontario to allow for technical requirements under r ecreati onal trails/beach access routes. Consultation exists with the Accessibility Advisory Committee and Active Trails and Transportation Committee. •Municipal guidelines updated in consultation with Annex H guidelines for Outdoor public -use eating areas , picnic areas, outdoor play spaces and playgrounds in municipal properties. Continued consultation exists with the Accessibility Advisory Committee for any new or redeveloped park. •Technical requirements for exterior paths of travel, such as sidewalks, ramps, stairs, curb ramps, rest areas and accessible pedestrian signals are included with IES designs. They are additionally included in the Town of Auror a Site Plan Manual for developments . •Accessible parking requirements updated to align with the Town of Aurora Zoning By-law •Accessible elements including trails, signage, playgrounds, bridges, furniture, etc. inspected monthly as per CSA guidelines. Access ible elements are addressed immediately or closure with service disruption is posted until it is in working order.Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR provisions of the AODA and s. 5(1) of O. Reg. 191/11, as amended, the Town shall incorporate accessibility design, criteria, and features when procuring or acquiring Goods, Services, or facilities, except where it is not practicable to do so. Programs, Goods, Services, facilities, etc. should be accessible to persons with disabilities (visible and invisible), including (without limitation): hearing loss, vision loss, physical or mobility related impairments, temporary disabilities, learning, speech, language, cognitive, psychological, psychiatric, intellectual and developmental disabilities, allergies, and multiple chemical sensitivities. 25.2 If it is determined not to be practicable to incorporate accessibility design, criteria, and features when Purchasing Goods, Services, or facilities, the Department Head responsible for any such Procurement shall, upon request, provide an explanation. s 6 Self Service Kiosks TrainingJanuary 1, 2014COMPLIANT7(1) Training must be provided on the requirements of the accessibility standards in regards to the AODA and the Human Rights Code as it pertains to people with disabilities to, (a) All employees and volunteers(b) All people who participate in developing theCommunication sent out to all current employees using Town of Aurora traditional communications channels. All existing employees received AODA Integrated Accessibility Standards Regulation and Human Rights Code “duty to accommodate” training. Information regarding the Accessibility for Ontarians with Disabilities Act included in Town orientation which is Page 79 of 264 2018 – 2024 Accessibility Plan 18 Accessibility Features and Assistive Devices Available at Various Town of Aurora Facilities Aurora Town Hall •Ramped access and automatic door openers at north entrance, south-east entrance and Building Department entrance (3rd floor); •Automatic d oor openers at 1st Floor entrances ; •Automatic d oor openers at rear area of Council Chamber; •Designated Accessible Parking ; •Personal listening devices/amplification system available in Council Chambers for public meetings connected to microphone system; •Hearing Induction Loop System in Leksand, Holland & Tannery Rooms ; •FM Assistive Device System, with lapel mic and teleconference table mic to assist with deaf and hard of hearing attendees for meetings held outside of Council Chambers where PA or audio systems may not be available; •Town TTY telephone lines for the deaf (available on 1st & 2nd floor); •Manual Wheelchairs and Transfer chairs available for use at Town Hall ; •Respite benches at both front and back entrances; •Access Aurora Customer Service available to help with way-finding; •On-site Accessibility Advisor to assist with disability accommodations when attending Town events/meetings (by request for other departments); •Documents available in alternate formats (by request); •Electronic Note taking provided to assist residents with hearing loss attend public meetings (by request); •Audible and visual fire alarm indicators ; •Electronic LED Screens installed on 1st & 3rd floor entrances to assist with wayfinding ; •Sign Holders installed to increase accessibility of resources ; and, •Ubi-Duo device for easier 2-way communication at Access Aurora. Aurora Family Leisure Complex •Ramped access/curb cuts and automatic door opener; •Ramped ac cess to both rink and pool areas; •Patient “Hoyer” lift available for those with physical or mobility issues requiring assistance in/out of change room or pool deck area; •PVC wheelchairs in varying sizes that accommodate lateral transfers; •Water Walking Assistant that helps improve strength in balance and gait; •Aquatic Training Raft helping maintain horizontal body position to strengthen extremities ;Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR Accessibility PlansJanuary 1, 2013COMPLIANT4 (1) (a) Develop a multi-year accessibility plan which shows how the municipality will prevent and remove barriers as per the AODA (b) Post plan on the Town of Aurora's website,provide in an accessible format when requested(c) Review/update plan at least once every fiveyears(2) Review/update the accessibility plans inconsultation with people with disabilities and theAAC(3) (a) Prepare a status report (annually)discussing the progress the municipality hastaken in regards to clause (1)(b) Post the status report on the Town ofAurora's website, and provide in an accessibleformat when requested4 (1) Assigned to the Accessibility Advisor, a draft of the multi-year accessibility plan will be reviewed with the AAC. 4(2) Town of Aurora holds an annual public input Forum. 4(3) Town of Aurora AAC & Council reviews accessibility plans Status reports are publically available and posted on the Town of Aurora website. Procuring or Acquiring goods, services or facilitiesJanuary 1, 2013COMPLIANT5 (1) Incorporate accessibility criteria and features when acquiring or purchasing goods, services or facilities (2) An explanation must be provided, uponrequest if it is not practicable to the aboveclause 5 (1)An amendment to the Purchasing By-law. By-Law 5500-13, 25.1-25.2has a section specifically referencing the AODA as follows: 25.ACCESSIBILITY CONSIDERATIONS25.1 The Town is committed to giving people with disabilities the same opportunity to access Town Goods and Services and allowing them to benefit from the same Services, in the same place and in a similar way as other customers. Pursuant to the Page 80 of 264 2018 – 2024 Accessibility Plan 19 •Pool ramp available for transfers in/out of pool ; •Adaptive Personal Flotation Devices for Swimmers with Disabilities ; •Sensory Toys added to Aquatic & Community Programs ; •Special Needs swimming and camp programs available; •Larger family change room to accommodate individuals with support persons attending with them; •Accessible washroom and shower area with bench seat and moveable shower head available (within Aquatics Area); •Automatic door openers for the washrooms, fitness change-rooms, and program areas; •On-site reception staff to assist in way-finding; •Respite benches and seating throughout building; •Designated Accessible Parking close to Main Entrance; •Audible and visual fire alarm indicators; and, •Independent Elevator access. Aurora Seniors Centre •Ramped access from parking lot with designated accessible parking; •Automatic door openers throughout the building; •On-site reception area for assistance in way-finding; •Accessible washrooms and change rooms ; •PA/microphone system avail able throughout entire building; •Ramped accessible entrance/exit for back outdoor patio and BBQ area; •Audible and visual fire alarm indicators ; •On-site wheelchair and walker available for incidental transfers to/from vehicles or accessible transportation; •On-site Accessibility assistance at large s enior community events when needed (by r equest); •Adaptable tables and various chair or stool heights available in the Seniors C entre woodshop for ASC members/visitors with disabilities; •Page magnifiers available from staff as required for ASC members; •Community integration; •Incorporation of accessibility needs and requirements for community bus trips ; •Hearing Induction Loop System installed in West Mackenzie Room providin g amplification to those with hearing difficulties; and, •Ramp access to event staging in West Mackenzie Room.Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR Topicand Implementation DateDetail of What is RequiredActionGeneralss 1 -2 Purpose, application and definitions Establishment of Accessibility PoliciesJanuary 1, 2013COMPLIANT3 (1) Develop policies in regards to how we plan on working towards an accessible municipality as per the AODA (2) Write a statement of organizationalcommitment to meet the needs of people withdisabilities, in a timely manner(3) (a) Write one or more written documentsdescribing it's policies(b) Make the written documents available to thepublic,and provide them in an accessibleformat when requestedStaff Report summarizes plan and amends current Accessible Customer Service Policy made by way of the following Council adoption on September 15, 2009:•Additional IASR PolicyThe Town of Aurora describes that as an organization “it is committed and guided by the four core principles of Dignity, Independence, Integration, and Equal Opportunity and supports the full inclusion of persons as set out in the Canadian Charter of Rights and Freedoms, and the Accessibility for Ontarians with Disabilities Act, 2005.”All Council reports are publically available and posted on the Town of Aurora website.Page 81 of 264 2018 – 2024 Accessibility Plan 20 Aurora Community Centre •Barrier-free sensor sliding glass door front entrances; •Automatic door openers throughout interior corridors; •Designated Accessible Parking ; •Large accessible change rooms to accommodate individuals with support persons attending with them; •Larger washroom available; •Elevator to access upper level spectator areas; and, •Respite benches and seating throughout building. •Electronic LED Screens installed to assist with wayfinding; Aurora Cultural Centre •Designated Accessible Parking close to accessible entrance; •Ramped access/curb cuts and Power door openers at rear entrance; •Respite benches and seating; •Contrasting way-finding signage; •Automatic door openers for washrooms; and, •Independent Elevator access to lower and u pper levels. Aurora Public Library •Ramped access from east parking lot and from street level sidewalk; •Increased ramp and accessible grading and landscaped area at the South lower basement ar ea (*Entrance to Pine Tree Potters); •Automatic door openers front & back entrances ; •Designated Accessible Parking ; •Wheelchair Accessible Elevator service to 1st & 2nd floors; •Accessible 1st floor washroom facilities with barrier free entrances ; •Single wheelchair accessible washrooms on 2nd floor; •Two lower self -checkout units customized for wheelchair accessibility; •On-site refreshment area with moveable tables and chairs;Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017Item #-Year AddedType of Barrierto AccessibilityProposed SolutionAssociated CostsDepartment ResponsibleStatus of Project ItemTarget Year Completion03-2018Communication and AttitudinalBarrierFor staff to develop a recruitment, public outreach and education strategy for the Accessibility Advisory Committee (to recruit potential members)Formal plan to be developed by staffCosts associated with print materials for advertising via newspaper adsCosts – TBD, could be included in Town Notice BoardCorporate Services via Accessibility Advisor with input from Elections team and corporate communicationsPending2018–Q204-2018Physical Barrier For staff to review the status of the repairs completed at Canine Commons dog park in 2017 and determine if additional accessibility features could be added to the park footprint and parking lot areaTBD –needs review and analysisNot knownVia Accessibility Advisor in partnership with Community Service (Parks Operations)Pending –review and analysis to occurin 20182018/2019Page 82 of 264 2018 – 2024 Accessibility Plan 21 •Adaptive technology workstation featuring JAWS (screen reading software), ZoomText (Magnifying software), Kurzweil 1000 and Kurzweil 3000 (Scanning, writing and reading software) and the Duxbury Braille Translator; •On-site reception at Customer Service Desk within library to assist with way- finding or special requests; •Access with “Mosio” text messaging software; •Selection of large-print books and talking books, “e” books and “e” audio books; •Subscribe to Centre for Equitable Library Access (CELA); •Visiting library services at home, for people with disabilities, seniors, or thos e unable to travel to the library due to injury/wellness ; •Access to the CNIB Partners Program; •Hearing Induction Loop System installed in Magna & Lebovic Rooms ; and, •Installation of TTY telephone for hard of hearing at front entrance payphone. Joint Operations Centre •Designated Accessible Parking close to Main Entrance; •Ramped access/curb cuts and p ower door openers at f ront entrance; •Respite benches and seating in main lobby; •C ontrasting way-finding signage; •Automatic door openers for washrooms; •Accessible washrooms including hands free dryers and soap dispensers; •Independent Elevator access to lower and u pper levels; •On-site reception area for assistance in way-finding; and, •Audible and visual fire alarm indicators. Stronach Aurora Recreation Complex •Designated Accessible Parking ; •Ramped access/curb cuts and automatic door openers ; •Mechanical lift available for transfers in therapeutic and l eisure pools; •Patient “Hoyer” lift available for those with physical or mobility issues requiring assistance in/out of change room or pool deck area; •PVC wheelchairs in varying sizes that accommodate lateral transfers;Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017Item #-Year AddedType of Barrierto AccessibilityProposed SolutionAssociated CostsDepartment ResponsibleStatus of Project ItemTarget Year Completion01-2018Attitudinal BarrierLack of specific Accessibility Award in Community Recognition AwardsRequest Community Services to consider re-instating the Accessibility Award instead of the new Inclusion AwardZero Cost –change in practice onlyCommunity Services –c/o Special EventsTBD2019 to be considered02-2018Attitudinal BarrierBetter representation of persons with disabilities to be on the Accessibility Advisory Committee, more diverse involvement from the communityReview terms of reference of this committeeZero Cost –staff to review as part of 2018 election framework for required statute committees for 2018 to 2021Corporate Services via Accessibility Advisor and Town ClerkIn progress2018Page 83 of 264 2018 – 2024 Accessibility Plan 22 •Water Walking Assistant that helps improve strength in balance and gait ; •Aquatic Training Raft helping maintain horizontal body position to strengthen extremities ; •Adapted Personal Flotation Devices for Swimmers with Disabilities ; •Sensory Toys added to Aquatic & Community Programs ; •Accessible washrooms and change locations including hands free dryers and soap dispensers ; •Respite benches and seating throughout building; •Audible and visual fire alarm indicators ; •Accessible Shower Nozzles and Sensors for ease of access in Change rooms increasin g accessibility with patrons that have a disability; •Shower curtain installed in Ladies accessible stall for privacy; •Ramped access to shallow pool & play area; •Increased c ontrasting way-finding sig nage; •Addition of digital display boards; and, •Automatic door openers for f amily change-room washrooms .Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017Item #-Year AddedType of Barrierto AccessibilityProposed SolutionAssociated CostsDepartment ResponsibleStatus of Project ItemTarget Year Completion01-2017PhysicalLack of barrier free access to Town Park via East parking lot/pathwayRegrade pathway and parking lot pavement. Shift pathway away from storm water drain$10,000Corporate Services, Infrastructure & Environmental Services,Further investigation required with grade and storm water drain. May require shifting accessible park path away from storm water drain.201802-2017PhysicalLack of Access to Rear Entrance, AFLCInstallation of censored automatic door sliderseliminated barriers to those with mobility disabilities$15,000Corporate Services, Infrastructure & Environmental ServicesTender awarded in 2017. Project completion for *Q1 2018201803-2017PhysicalLack of permanent transfer stations for people with disabilities in SARC/AFLC changeroomsInstallation of permanent gentry system, ceiling track lifts.$20,000Corporate Services, Infrastructure & Environmental ServicesCurrently, portable hoyer lifts used for transfers. Investigation needed to determine feasibility for a permanent solution.2020Page 84 of 264 Accessibility Plan Feedback Form The Town of Aurora is committed to providing accessible customer service to all of our citizens. We welcome your comments and feedback regarding the Accessibility Plan. Assistance may be provided in an alternate format or necessary communications support. Please detach this form and submit to any of the following: Mail or Deliver to:Accessibility Advisor c/o Access Aurora Customer Service Town of Aurora I00 John West Way, Box 1000 Aurora, ON L4G 6J1 E-mail to:accessibility@aurora.ca Fax to: 905-726-4732 Please write or type your comments in the s pace provided below. Thank you. Was the Accessibility Plan helpful in understanding accessibility available within Town services, facilities and/or programs? What f urther information/suggestions would you like to see included in the Accessibility Plan? Any other comments or suggestions:Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017Item #-Year AddedType of Barrierto AccessibilityProposed SolutionAssociated CostsDepartment ResponsibleStatus of Project ItemTarget Year Completion05-2016PhysicalLack of Access to Yonge Street Vestibule Entrance, First Floor Aurora Public Library Installation of censoredautomatic door sliderseliminated barriers to those with mobility disabilities$30,000Corporate Services, Infrastructure & Environmental Services Tender awarded in 2017. Project completion for *Q1 2018201806-2016PhysicalLack of Access to Vestibule Entrance Aurora Seniors Centre Installation of censoredautomatic door sliderseliminated barriers to those with mobility disabilities$30,000Corporate Services, Infrastructure & Environmental ServicesTender awarded in 2017. Project completion for *Q1 2018201808-2016PhysicalLack of Access to Victoria Hall entranceInstallation of permanent ramp$20,000Corporate Services, Infrastructure &Environmental Services,Further investigation required with redevelopment of Library Square2020Page 85 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed01-2010PhysicalLack of accessibility ramps for Town Events Purchased portable wheelchair ramps to be used at Town Events/Functions as needed$100One (1) ramp purchased from Aurora Seniors Centre wood shop for low-cost solution CorporateServices, Infrastructure & Environmental Services201002-2010CommunicationLack of signage to advise availability of listening devices in Council ChambersPurchased proper signage to advertise devices available in Council ChambersN/ACorporateServices, Infrastructure & Environmental Services201003-2010CommunicationLack of signage for TTY availability at Town Hall locationPurchased of proper signage to advertise devices availableN/ACorporateServices, Infrastructure & Environmental Services201004-2010PhysicalLack of accessible exterior entrance at Pine Tree Potters Guild at Library location (basement level)Accessible ground (basement) level access to exterior door on south entrance (requires no-step entrance)Completed via Facilities/Parks BudgetsRe-graded area and added asphalt path of travelInfrastructure & Environmental Services2010Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017Item #-Year AddedType of Barrierto AccessibilityProposed SolutionAssociated CostsDepartment ResponsibleStatus of Project ItemTarget Year Completion02-2016Communication&PhysicalLackofAudiblePedestrianSignal(APS)forbusyintersectionatMurrayandYongeStInstallation of APS at recommended intersection in collaboration with York Region$75,000 retrofit cost due to condition of intersection and current traffic polesCorporate Services, Infrastructure & Environmental Services, Region of York TransportationCapital replacement costs $75,000 per intersection per year prioritizing need of traffic intersection201804-2016PhysicalLackofAccesstoUniversalWashrooms,2ndFloorAuroraPublicLibraryInstallation of paddle/censored automatic doors & openers eliminated barriers to those with mobility disabilities$15,000Corporate Services, Infrastructure & Environmental ServicesTender awarded in 2017. Project anticipated completion date for *Q1 2018 2018Page 86 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed05-2010AttitudinalLack of accessibility knowledge and available information for local businessesBuilt relationship with Chamber of Commerce to educate local businesses about AODA and inclusion of Customers with DisabilitiesN/APowerPoint presentation on file with Accessible Customer Service bookletCorporate Services, Accessibility Advisory Committee201106-2010PhysicalPooraccesstoParksOffice-largesteepstaircaseforpublicto usetoreachParksstaffon2nd levelatScanlonlocationInstalled door buzzer at bottom of stairs for patrons to ring for staff, and convex mirror tobe placed at the top of stairs to enhance security for staff and to better determine if patrons need assistance$200Doorbell and convex mirror installedImproved signage installedCorporateServices, Infrastructure & Environmental Services, Parks & Recreation Services201107-2010PhysicalLack of automatic door opener at main (south) entrance of Town Hall Installed automatic door opener at main (south) entrance$2,500 Parts and labourInfrastructure & Environmental Services2011Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017Item #-Year AddedType of Barrierto AccessibilityProposed SolutionAssociated CostsDepartment ResponsibleStatus of Project ItemTarget Year Completion01-2015Communication&PhysicalLackofAudiblePedestrianSignal(APS)forbusyintersectionatKennedyandYongeSt.InstallationofAPSatrecommended intersectionincollaborationwith YorkRegion$75,000 retrofit cost due to condition of intersection and current traffic polesCorporateServices, Infrastructure & Environmental Services, Region of York TransportationCapital replacement costs $75,000 per intersection per year prioritizing need of traffic intersection201805-2015Physical& VisionLackofaccessiblelightinginTownparksthathost/runeventsDetermine high traffic areas and conduct needs assessment of accessible lighting or lack thereof $100,000/Lambert Willson Park/Arboretum in association with Parks DepartmentCorporateServices, Parks & Recreation ServicesSafety issue for patrons entering/exiting/traveling park facilities due to lack of lighting2018Page 87 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed08-2010AttitudinalLack of awareness of disability sensitivity among Town user groups who rent Town facilitiesDeveloped “Got Access” A Guide for an Accessible Aurora, providing customer service awareness material geared towards user groups$5,000Design & PrintCorporate Services, Administration201410-2010CommunicationLack of accessible formats available for observing election debatesProvided electronic note-taker service for accessibility to deaf or hard of hearing residents attending debates (uponrequest)$160/two-hour meetingMileage CorporateServices201012-2010CommunicationLack of closed captioning for Movie Nights presented at Aurora Town LibraryTown Youth program staff offer closed captioned movies on specific nights (upon request)N/A Closed captioning available with movie; would need to be programmed or activated on play system at locationCorporateServices, Parks & Recreation Services201113-2010CommunicationPoor acoustics/ sound system in Council ChambersRetrofitted current acousticsand PA/microphone systemFacilities rectified situation as of April 2011. Costs associated with Infrastructure & Environmental ServicesCorporateServices, Infrastructure & Environmental Services, Administration2011Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017Item #-Year AddedType of Barrierto AccessibilityProposed SolutionAssociated CostsDepartment ResponsibleStatus of Project ItemTarget Year Completion25-2010PhysicalCounters at Town Hall do not include lower counter cuts for people using mobility devicesInstall accessible Reception counters at all Town Hall Departments42,000$7,000/eachAAC, Infrastructure & Environmental Services, CorporateServicesAs of January 1, 2016 all service counters, queuing lines, and waiting areas must be accessible as per IASR Design of Public Space Standards201905-2011PhysicalIncrease accessibility in Council ChambersRe-design and construct barrier-free Council ChambersCost estimated at $250/square footCorporateServices, Infrastructure & Environmental ServicesRetain architect to determine design and feasibility relating to the Ontario Building Code (OBC) in conjunction with Town Hall refresh202319-2012Physical & VisionLack of accessible lighting in Town parks that host/run eventsDetermine high traffic areas and conduct needs assessment of accessible lighting or lack thereof$50,000/Machel Park in association with Parks DepartmentCorporateServices, Parks & Recreation ServicesSafety issue for patrons entering/exiting park facilities & events due to lack of lighting2018Page 88 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed14-2010PhysicalWheelchair ramp in Council Chambers is too narrow and not big enough for power wheelchairs or scooters; does not have hand rails on both sides; does not meet current building codeReconfigured public seating area by removing small section of moveable chairs at back row (by bi-fold doors) and designated a section for patrons with wheelchairs or scooters$500Minimal cost for stencil/marking of carpet tiles to designate areaClearly marked carpeted area with universal accessibilitysymbol to designate wheelchair section along back rowCorporateServices, Infrastructure & Environmental Services201115-2010PhysicalLack of appropriate elevator at AFLCSome patrons refuse to use current lift because of its old technology and confined space (lift technology, very confined space, with moving walls, operated by a key/button system, is a lift notan elevator)Retrofit for replacement of lift with a regular elevator that does not require a “key” operatorCapital project $125,000 approved by Council; item transferred to Infrastructure and Environmental Services (IES) as Facilities Capital Project item completion of the Community Use for Youth space at the AFLCAAC, CorporateServices, Infrastructure & Environmental Services, Parks & Recreation Services2015Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017Item #-Year AddedType of Barrierto AccessibilityProposed SolutionAssociated CostsDepartment ResponsibleStatus of Project ItemTarget Year Completion11-2010CommunicationLack ofcaptioning option for Council meetings Broadcasted Captioning to beincluded for streaming of Council & Committee meetings with Council A/V upgrade$15,000/year CorporateServices, AdministrationNo enforcement under CRTC that captioning is required for community programming. Streaming will require WCAG accessibility guidelines201918-2010Communication & PhysicalLack of appropriate signage and way-finding system directing patronsto the appropriate Departments and/or areas located within Town HallHire consultant to investigate potential solutions for a visual way-finding system for Town Hall$50,000CorporateServices, Infrastructure & Environmental Services, Visual way-finding system should be delayed until org. review and space analysis completePossible interim solution would be to have GIS staff develop Town Hall map with legend to be available at all entrances and Dept. counters2018/2019Page 89 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed16-2010PhysicalLack of direct path of travel from fitness centre to pool at AFLCRedesign corridors/change rooms in conjunction with renovation of AFLCParks & Recreation funded item as part of Community Space for Youth AFLC renovationAAC, CorporateServices, Infrastructure & Environmental Services, Parks & Recreation Services201517-2010Communication & PhysicalLack of signage at 3rdfloor Town Hall washrooms directing patrons to location of accessible washrooms (on 1stand 2ndfloors)Purchased and installed appropriate signage$250Temporary signs & sign holdersInfrastructure & Environmental Services201119-2010Attitudinal & CommunicationLack of knowledge among Corporate Town employees regarding location of available accessibility resources within municipal buildings and Town-operated programsDeveloped “Got Access” Accessibility Resource Guide for Town staff and patrons$5,000Design & PrintCorporateServices, Administration2014Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed09-2016PhysicalLackofAccesstoentranceofACC#1&ACC#2fromparkinglotCreated paved surface to grade where designed curb cuts are located for appropriate safe, accessible routes of travel$200,000(IES)CorporateServices, Infrastructure & Environmental Services,201710-2016PhysicalLack of a Fully Inclusive and Accessible Municipal ParkDevelopment and Creation of Queens Diamond Jubillee Park $325,000(Parks)Corporate Services, Parks & Recreation Services, 2017Page 90 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed20-2010CommunicationLack of awareness of availability of accessibility support for all Town Events and/or functions (upon request)Advertised and incorporated as part of event material where people can direct inquiries or ask for assistance for accessibilityCosts vary depending on type of request received i.e. services in kind oroperating suppliesCorporateServices, Administration201221-2010CommunicationLack of community outreach to increase accessibility awarenessOutreach plan created by AAC and Accessibility AdvisorHeld annual events, information fairs, etc.N/ACorporateServices, Accessibility Advisory Committee, Administration201122-2010AttitudinalLack of accessibility awareness among Taxicab operatorsAwareness training for Taxicab operators$600/TrainingCorporateServices, Accessibility Advisory Committee201223-2010Communication & PhysicalLack of adequate signage at AFLC indicating accessible entrance locationImproved signage$50/sign Signage installedInfrastructure & Environmental Services2011Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed07-2015Communication&PhysicalLackofawareness/knowledgeof accessibilityrequirements/upgradestoexistingfacilitiesConductedFacility Audits to all Facilities to identify gaps, end of life cycle components that impact barrier free access. Identified elements will be used to help build the Accessibility Plan for accessible upgrades$30,000 in conjunction with IESCorporateServices, Infrastructure & Environmental Services201701-2016PhysicalLack of Access to JOC Washrooms, Change rooms, and Work BaysInstallation of paddle/censored automatic doors & openers eliminated barriers to those with mobility disabilities$35,000CorporateServices, Infrastructure & Environmental Services,201703-2016Communication & PhysicalLack of Accessible signage for Universal Washrooms, 2ndFloor Aurora Public LibraryInstallation of appropriate way-finding signage at location in consultation with Aurora Public Library staff.$1,000 OperatingCorporate Services, Infrastructure & Environmental Services201707-2016PhysicalLack of Access to Pool Viewing Area at SARCInstallation of censored automatic doorto eliminatebarriers to those with mobility disabilities$5,000CorporateServices, Infrastructure & Environmental Services,2017Page 91 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed24-2010CommunicationVisual difficulties of Town-written material from FinanceImproved font size and set-up of tax and water billsN/ACosts associated with set-up and mail outFinancial Services, Corporate Services201226-2010PhysicalNo clear accessible viewing area at AFLC rink for patrons to view skating eventsSpace redesigned, barrier free accessChairs removed if applicableParks & Recreation funded item as part of Community Space for Youth AFLC renovationAAC, CorporateServices, Infrastructure & Environmental Services, Parks & Recreation Services201527-2010CommunicationNo formal Affordable and Accessible Housing Policy in Official PlanIncluded Affordable and Accessible Housing Policy in Official PlanN/ACorporateServices201001-2011Physical & CommunicationLack of Audible Pedestrian Signal (APS) for busy intersection at Orchard Heights and Yonge StInstalled APS at recommended intersection in collaboration with York Region$50,000 Retrofit cost due to condition of intersection and current poles Corporate Services, Infrastructure & Environmental Services, Region of York Transportation Department2012Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed02-2015PhysicalLack of Access to ALFC Fitness Centre, Gym Change rooms, & 2ndFloor WashroomsInstallation of paddle/censored automatic doors & openers eliminated barriers to those with mobility disabilities$45,000CorporateServices, Infrastructure & Environmental Services,201603-2015PhysicalLack of Evacuation Access to those in multi-level facilitiesUpdated Fire Safety Plans and Emergency Safety Protocols for Staff and Patrons in Municipal FacilitiesN/ACorporateServices, Parks & Recreation Services, Infrastructure & Environmental Services201704-2015PhysicalLack of Accessible Water Fountain and Bottle Fill stations in Municipal FacilitiesInstallation of “ADA”, cooled water bottle and drinking fountain stations at ACC, AFLC, SARC, Library & Town Hall$30,000 Capital from IESCorporateServices, Parks & Recreation Services, Infrastructure & Environmental Services201606-2015PhysicalLack of accessible Change Tables in public washrooms 2ndFloor AFLC.Updated wayfinding signage for access provided in Family Changeroom.$5,000CorporateServices, Infrastructure & Environmental Services2017Page 92 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed02-2011Physical&AttitudinalSnowplowsdumping snowwithinresidentdriveways–creatingbarriersforresidentswithdisabilitiestoenter/exittheirpathsoftravelWindrow removal program for residents with disabilities that identify removal is an issueDriver sensitivity training provided. Included training for IES staff and sub-contractors used for plowing. Corporate Accessibility Training removing & preventing barriersDriver sensitivity training conducted in-house with minimal cost for materialsCorporate Services, Infrastructure & Environmental Services201103-2011Physical & SystemicLack of disability support at Town Special Events as requiredAdditional staff made available when Accessibility Advisor is unable to attend (unrealistic to have one/same person attend all Events) Staff submitted accessibility request when support required for Town EventsCost –N/AStaff allowed to ‘flex’ time and adjust 8:30-4:30 work week when Events are pre-plannedAll Departments2011Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed07-2013PhysicalIntersection of Conover & Borealis Ave traffic circle has sidewalk heaving causing lip between road and sidewalkReplacementandre-pouringofcurbing/sidewalkaround thetrafficcircleofthe intersection$15,000CorporateServices, Infrastructure & Environmental Services201408-2013CommunicationLack of Visual/Audio Emergency System Detectors in Town Hall meeting rooms for the publicInstallation of horn/strobe alarms in Leksand, Holland, Tannery Rooms and Council Chambers$500/device plus installationCorporateServices, Infrastructure & Environmental Services201409-2013PhysicalLack of accessible Paved Park Paths in Lambert Willson Park/Arboretum for connectivity with Nokiidaa TrailAny new remedial parks/trails to meet the IAS Design of Public Spaces Standard for accessibility$100,000 CorporateServices, Parks & Recreation Services,2016Page 93 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed04-2011Attitudinal & Communication Lack of accessibility knowledge among user groupsEstablishedaccessible information on policies, permits, conditions & regulationsN/ACorporateServices, Parks & Recreation Services201606-2011PhysicalLack of safe access from bus stop across road from SARC drive-way entranceLocation of bus stop moved to facilitate safe crossing at traffic intersection Wellington/Leslie StreetsN/ACorporateServices, Infrastructure & Environmental Services, Region of York Transportation Department201207-2011PhysicalLack of access to the Cenotaph for people with mobility issuesIncluded ramp access to Cenotaph along path/stairway.Design features include Design of Public Space standards$20,000CorporateServices, Parks & Recreation Services2014Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed03-2013PhysicalLack of adapted weight training equipment in Club Aurora Fitness CentreCapital expenditure of adapted universal weight training station$15,000 CorporateServices, Parks & Recreation Services,201504-2013Communication & PhysicalLack of Audible Pedestrian Signal (APS) for busy intersection at Aurora Heights and Yonge StInstallation of APS at recommended intersection in collaboration with York Region$75,000 retrofit cost due to condition of intersection and current poles Corporate Services, Infrastructure & Environmental Services, Region of York Transportation201605-2013CommunicationLack of fixed Audio/Visual Systems in Committee BoardroomsInstallation of fixed Audio/Visual System in Leksand, Holland, and Tannery Rooms with capability for Hearing Assist, CART, etc.$200,000CorporateServices, Infrastructure & Environmental Services, Financial Services201706-2013PhysicalLack of Access throughout ACC Arenas and CorridorsInstallation of paddle/censored automatic doors & openers eliminated barriers to those with mobility disabilities$25,000CorporateServices, Infrastructure & Environmental Services, 2015Page 94 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed01-2012Physical & CommunicationLack of Amplification System in the Town Hall Committee Rooms (i.e. Leksand/Holland RoomsHearing Induction Loop System installed in Holland/Leksand Rooms for Public Meetings$5,000CorporateServices, Infrastructure & Environmental Services201202-2012Physical Lack of Access into the Lap Pool of SARCInstalled permanent hydraulic lift onto the Lap Pool$6,000CorporateServices, Infrastructure & Environmental Services201203-2012Physical Lack of Access through the back door of the Council ChambersInstalled automatic door and distress paddles$2,500CorporateServices, Infrastructure & Environmental Services201204-2012Physical Lack of Access into the Accessible Washrooms of the Family Change roomin the SARCInstalled automatic door and distress paddles$12,000CorporateServices, Infrastructure & Environmental Services2012Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed20-2012CommunicationLack of accessible formats available for observing election debatesProvided electronic note-taker serviceupon request—interpreters for accessibility to deaf or hard of hearing residents attending debatesCost $250 per two-hour meeting/service, plus mileage cost to service providerCorporateServices201421-2012PhysicalLack of access along sidewalks/walkways that display Election SignsProvided education to Candidates proper sign placement in accordance with sign By-Law. By-Law Staff enforced, removed, relocated that impeded physical accessN/ACorporateServices201401-2013PhysicalIntersection of Yonge & Henderson Street YRT Bus Platform has sidewalk heaving causing lip between road and sidewalkReplacement and re-pouring of curbing/sidewalk around the bus stop of the intersection$20,000CorporateServices, Infrastructure & Environmental Services, Region of York Transportation201402-2013PhysicalLack of Access to rear of AFLC Arena and Aquatic Change roomsReplacement of rear entrances with censoredautomatic doors$25,000 CorporateServices, Infrastructure & Environmental Services,2015Page 95 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed05-2012Attitudinal & CommunicationAccessibility Considerations on Reports to CouncilIncludedsubsection on all reports highlighting any accessible considerations that may identify, remove, and prevent barriersN/ACorporateServices201606-2012Physical & CommunicationLack of Amplification System in the West Mackenzie Room of the Aurora Seniors CentreHearing Induction Loop System installed in West Mackenzie Room for Public Meetings & Events$3,500CorporateServices, Infrastructure & Environmental Services201207-2012Physical&CommunicationLackofAudiblePedestrianSignal&CurbCuts(APS)forYonge&Wellington,andYonge&St.John’sSideroadInstalled APS at recommended intersections in collaboration with York Region$50,000 Retrofit cost due to condition of intersection and current polesCorporateServices, Infrastructure & Environmental Services, Region of York Transportation Department2012Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed15-2012CommunicationLack of TTY at municipal buildingsAdditional TTY installed on Town Hall first floor payphone and Aurora Public Library lobby payphone $300/phoneCorporateServices201216-2012PhysicalLack of Parking on the street with Accessibility Parking Permit (Overnight, No stopping zones, etc.) Reviewed existing By-law. Determined that it would provide inequalities and is winter liability for clearing of roads N/ACorporate Services201317-2012Communication Lack of accessibility on website for people with dyslexia, learning & visual impairments The Town is proceeding to launch a new website (WCAG Level A) platform with increasing accessible features. Interim solution installed “BrowseAloud” accessible website software.Website platform funded by Administration. Accessible software, $2,500/yearCorporate Services,Financial Services, Administration 201218-2012PhysicalCabletriphazardforallpatronsenteringfrontgatesofSpecialEvents(i.e.Ribfest)Purchased cable protector ramps allowing barrier free access$2,500CorporateServices2012Page 96 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed08-2012Communication & PhysicalLack of appropriate accessible signage and way-finding system directing patrons to the appropriate located within SARC & AFLCAccessible way-finding signage required to meet accessible needs for patrons specifically using public areas of recreational facilities $5,000 CorporateServices, Infrastructure & Environmental Services, Parks & Recreation Services201209-2012Physical & AttitudinalLack of seating in Bus SheltersInstalled accessible seating in all Bus SheltersRegion of York, and YRT funded projectCorporateServices, Infrastructure & Environmental Services, Region of York Transportation Department201210-2012PhysicalIntersection of Conover & Riveridge Blvd traffic circle has sidewalk heaving causing lip between road and sidewalkReplacementandre-pouringofcurbing/sidewalkaround thetrafficcircleofthe intersection$13,000CorporateServices, Infrastructure & Environmental Services2013Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed11-2012Communication & PhysicalCouncil Chambers projector screen split use required for Electronic NotetakingCreateda function where the two Council Chambers projector screens can operate independently$3,000CorporateServices, Infrastructure & Environmental Services201612-2012PhysicalLack of Picnic Tables in Parks accessible to various mobility aidsIncorporated Capital replacement of tables with accessible picnic tables in strategic high traffic areasParks Capital Replacement on a yearly basis, changing out tables coming out of serviceCorporateServices, Parks & Recreation Services201313-2012PhysicalLack of accessible Park Paths and Accessible Playground equipmentAny new parks/trails to meet the IAS Design of Public Spaces Standard for accessibility. Included Queens Diamond Jubilee Park and 2C development$50,000 Funds used in Capital for new /retrofit as per the Parks & Recreation Master PlanCorporateServices, Parks & Recreation Services201614-2012PhysicalLack of Change tables in Aquatic Centre change roomsInvestigated requirements of SARC & AFLC to determinespace, placement, and quantity. Family change-roomhas accessible stalls/rooms with accessible benches for proper transfersN/ACorporateServices, Infrastructure & Environmental Services, Parks & Recreation Services2013Page 97 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed08-2012Communication & PhysicalLack of appropriate accessible signage and way-finding system directing patrons to the appropriate located within SARC & AFLCAccessible way-finding signage required to meet accessible needs for patrons specifically using public areas of recreational facilities $5,000 CorporateServices, Infrastructure & Environmental Services, Parks & Recreation Services201209-2012Physical & AttitudinalLack of seating in Bus SheltersInstalled accessible seating in all Bus SheltersRegion of York, and YRT funded projectCorporateServices, Infrastructure & Environmental Services, Region of York Transportation Department201210-2012PhysicalIntersection of Conover & Riveridge Blvd traffic circle has sidewalk heaving causing lip between road and sidewalkReplacementandre-pouringofcurbing/sidewalkaround thetrafficcircleofthe intersection$13,000CorporateServices, Infrastructure & Environmental Services2013Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed11-2012Communication & PhysicalCouncil Chambers projector screen split use required for Electronic NotetakingCreateda function where the two Council Chambers projector screens can operate independently$3,000CorporateServices, Infrastructure & Environmental Services201612-2012PhysicalLack of Picnic Tables in Parks accessible to various mobility aidsIncorporated Capital replacement of tables with accessible picnic tables in strategic high traffic areasParks Capital Replacement on a yearly basis, changing out tables coming out of serviceCorporateServices, Parks & Recreation Services201313-2012PhysicalLack of accessible Park Paths and Accessible Playground equipmentAny new parks/trails to meet the IAS Design of Public Spaces Standard for accessibility. Included Queens Diamond Jubilee Park and 2C development$50,000 Funds used in Capital for new /retrofit as per the Parks & Recreation Master PlanCorporateServices, Parks & Recreation Services201614-2012PhysicalLack of Change tables in Aquatic Centre change roomsInvestigated requirements of SARC & AFLC to determinespace, placement, and quantity. Family change-roomhas accessible stalls/rooms with accessible benches for proper transfersN/ACorporateServices, Infrastructure & Environmental Services, Parks & Recreation Services2013Page 98 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed05-2012Attitudinal & CommunicationAccessibility Considerations on Reports to CouncilIncludedsubsection on all reports highlighting any accessible considerations that may identify, remove, and prevent barriersN/ACorporateServices201606-2012Physical & CommunicationLack of Amplification System in the West Mackenzie Room of the Aurora Seniors CentreHearing Induction Loop System installed in West Mackenzie Room for Public Meetings & Events$3,500CorporateServices, Infrastructure & Environmental Services201207-2012Physical&CommunicationLackofAudiblePedestrianSignal&CurbCuts(APS)forYonge&Wellington,andYonge&St.John’sSideroadInstalled APS at recommended intersections in collaboration with York Region$50,000 Retrofit cost due to condition of intersection and current polesCorporateServices, Infrastructure & Environmental Services, Region of York Transportation Department2012Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed15-2012CommunicationLack of TTY at municipal buildingsAdditional TTY installed on Town Hall first floor payphone and Aurora Public Library lobby payphone $300/phoneCorporateServices201216-2012PhysicalLack of Parking on the street with Accessibility Parking Permit (Overnight, No stopping zones, etc.) Reviewed existing By-law. Determined that it would provide inequalities and is winter liability for clearing of roads N/ACorporate Services201317-2012Communication Lack of accessibility on website for people with dyslexia, learning & visual impairments The Town is proceeding to launch a new website (WCAG Level A) platform with increasing accessible features. Interim solution installed “BrowseAloud” accessible website software.Website platform funded by Administration. Accessible software, $2,500/yearCorporate Services,Financial Services, Administration 201218-2012PhysicalCabletriphazardforallpatronsenteringfrontgatesofSpecialEvents(i.e.Ribfest)Purchased cable protector ramps allowing barrier free access$2,500CorporateServices2012Page 99 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed01-2012Physical & CommunicationLack of Amplification System in the Town Hall Committee Rooms (i.e. Leksand/Holland RoomsHearing Induction Loop System installed in Holland/Leksand Rooms for Public Meetings$5,000CorporateServices, Infrastructure & Environmental Services201202-2012Physical Lack of Access into the Lap Pool of SARCInstalled permanent hydraulic lift onto the Lap Pool$6,000CorporateServices, Infrastructure & Environmental Services201203-2012Physical Lack of Access through the back door of the Council ChambersInstalled automatic door and distress paddles$2,500CorporateServices, Infrastructure & Environmental Services201204-2012Physical Lack of Access into the Accessible Washrooms of the Family Change roomin the SARCInstalled automatic door and distress paddles$12,000CorporateServices, Infrastructure & Environmental Services2012Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed20-2012CommunicationLack of accessible formats available for observing election debatesProvided electronic note-taker serviceupon request—interpreters for accessibility to deaf or hard of hearing residents attending debatesCost $250 per two-hour meeting/service, plus mileage cost to service providerCorporateServices201421-2012PhysicalLack of access along sidewalks/walkways that display Election SignsProvided education to Candidates proper sign placement in accordance with sign By-Law. By-Law Staff enforced, removed, relocated that impeded physical accessN/ACorporateServices201401-2013PhysicalIntersection of Yonge & Henderson Street YRT Bus Platform has sidewalk heaving causing lip between road and sidewalkReplacement and re-pouring of curbing/sidewalk around the bus stop of the intersection$20,000CorporateServices, Infrastructure & Environmental Services, Region of York Transportation201402-2013PhysicalLack of Access to rear of AFLC Arena and Aquatic Change roomsReplacement of rear entrances with censoredautomatic doors$25,000 CorporateServices, Infrastructure & Environmental Services,2015Page 100 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed04-2011Attitudinal & Communication Lack of accessibility knowledge among user groupsEstablishedaccessible information on policies, permits, conditions & regulationsN/ACorporateServices, Parks & Recreation Services201606-2011PhysicalLack of safe access from bus stop across road from SARC drive-way entranceLocation of bus stop moved to facilitate safe crossing at traffic intersection Wellington/Leslie StreetsN/ACorporateServices, Infrastructure & Environmental Services, Region of York Transportation Department201207-2011PhysicalLack of access to the Cenotaph for people with mobility issuesIncluded ramp access to Cenotaph along path/stairway.Design features include Design of Public Space standards$20,000CorporateServices, Parks & Recreation Services2014Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed03-2013PhysicalLack of adapted weight training equipment in Club Aurora Fitness CentreCapital expenditure of adapted universal weight training station$15,000 CorporateServices, Parks & Recreation Services,201504-2013Communication & PhysicalLack of Audible Pedestrian Signal (APS) for busy intersection at Aurora Heights and Yonge StInstallation of APS at recommended intersection in collaboration with York Region$75,000 retrofit cost due to condition of intersection and current poles Corporate Services, Infrastructure & Environmental Services, Region of York Transportation201605-2013CommunicationLack of fixed Audio/Visual Systems in Committee BoardroomsInstallation of fixed Audio/Visual System in Leksand, Holland, and Tannery Rooms with capability for Hearing Assist, CART, etc.$200,000CorporateServices, Infrastructure & Environmental Services, Financial Services201706-2013PhysicalLack of Access throughout ACC Arenas and CorridorsInstallation of paddle/censored automatic doors & openers eliminated barriers to those with mobility disabilities$25,000CorporateServices, Infrastructure & Environmental Services, 2015Page 101 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed02-2011Physical&AttitudinalSnowplowsdumping snowwithinresidentdriveways–creatingbarriersforresidentswithdisabilitiestoenter/exittheirpathsoftravelWindrow removal program for residents with disabilities that identify removal is an issueDriver sensitivity training provided. Included training for IES staff and sub-contractors used for plowing. Corporate Accessibility Training removing & preventing barriersDriver sensitivity training conducted in-house with minimal cost for materialsCorporate Services, Infrastructure & Environmental Services201103-2011Physical & SystemicLack of disability support at Town Special Events as requiredAdditional staff made available when Accessibility Advisor is unable to attend (unrealistic to have one/same person attend all Events) Staff submitted accessibility request when support required for Town EventsCost –N/AStaff allowed to ‘flex’ time and adjust 8:30-4:30 work week when Events are pre-plannedAll Departments2011Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed07-2013PhysicalIntersection of Conover & Borealis Ave traffic circle has sidewalk heaving causing lip between road and sidewalkReplacementandre-pouringofcurbing/sidewalkaround thetrafficcircleofthe intersection$15,000CorporateServices, Infrastructure & Environmental Services201408-2013CommunicationLack of Visual/Audio Emergency System Detectors in Town Hall meeting rooms for the publicInstallation of horn/strobe alarms in Leksand, Holland, Tannery Rooms and Council Chambers$500/device plus installationCorporateServices, Infrastructure & Environmental Services201409-2013PhysicalLack of accessible Paved Park Paths in Lambert Willson Park/Arboretum for connectivity with Nokiidaa TrailAny new remedial parks/trails to meet the IAS Design of Public Spaces Standard for accessibility$100,000 CorporateServices, Parks & Recreation Services,2016Page 102 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed24-2010CommunicationVisual difficulties of Town-written material from FinanceImproved font size and set-up of tax and water billsN/ACosts associated with set-up and mail outFinancial Services, Corporate Services201226-2010PhysicalNo clear accessible viewing area at AFLC rink for patrons to view skating eventsSpace redesigned, barrier free accessChairs removed if applicableParks & Recreation funded item as part of Community Space for Youth AFLC renovationAAC, CorporateServices, Infrastructure & Environmental Services, Parks & Recreation Services201527-2010CommunicationNo formal Affordable and Accessible Housing Policy in Official PlanIncluded Affordable and Accessible Housing Policy in Official PlanN/ACorporateServices201001-2011Physical & CommunicationLack of Audible Pedestrian Signal (APS) for busy intersection at Orchard Heights and Yonge StInstalled APS at recommended intersection in collaboration with York Region$50,000 Retrofit cost due to condition of intersection and current poles Corporate Services, Infrastructure & Environmental Services, Region of York Transportation Department2012Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed02-2015PhysicalLack of Access to ALFC Fitness Centre, Gym Change rooms, & 2ndFloor WashroomsInstallation of paddle/censored automatic doors & openers eliminated barriers to those with mobility disabilities$45,000CorporateServices, Infrastructure & Environmental Services,201603-2015PhysicalLack of Evacuation Access to those in multi-level facilitiesUpdated Fire Safety Plans and Emergency Safety Protocols for Staff and Patrons in Municipal FacilitiesN/ACorporateServices, Parks & Recreation Services, Infrastructure & Environmental Services201704-2015PhysicalLack of Accessible Water Fountain and Bottle Fill stations in Municipal FacilitiesInstallation of “ADA”, cooled water bottle and drinking fountain stations at ACC, AFLC, SARC, Library & Town Hall$30,000 Capital from IESCorporateServices, Parks & Recreation Services, Infrastructure & Environmental Services201606-2015PhysicalLack of accessible Change Tables in public washrooms 2ndFloor AFLC.Updated wayfinding signage for access provided in Family Changeroom.$5,000CorporateServices, Infrastructure & Environmental Services2017Page 103 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed20-2010CommunicationLack of awareness of availability of accessibility support for all Town Events and/or functions (upon request)Advertised and incorporated as part of event material where people can direct inquiries or ask for assistance for accessibilityCosts vary depending on type of request received i.e. services in kind oroperating suppliesCorporateServices, Administration201221-2010CommunicationLack of community outreach to increase accessibility awarenessOutreach plan created by AAC and Accessibility AdvisorHeld annual events, information fairs, etc.N/ACorporateServices, Accessibility Advisory Committee, Administration201122-2010AttitudinalLack of accessibility awareness among Taxicab operatorsAwareness training for Taxicab operators$600/TrainingCorporateServices, Accessibility Advisory Committee201223-2010Communication & PhysicalLack of adequate signage at AFLC indicating accessible entrance locationImproved signage$50/sign Signage installedInfrastructure & Environmental Services2011Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed07-2015Communication&PhysicalLackofawareness/knowledgeof accessibilityrequirements/upgradestoexistingfacilitiesConductedFacility Audits to all Facilities to identify gaps, end of life cycle components that impact barrier free access. Identified elements will be used to help build the Accessibility Plan for accessible upgrades$30,000 in conjunction with IESCorporateServices, Infrastructure & Environmental Services201701-2016PhysicalLack of Access to JOC Washrooms, Change rooms, and Work BaysInstallation of paddle/censored automatic doors & openers eliminated barriers to those with mobility disabilities$35,000CorporateServices, Infrastructure & Environmental Services,201703-2016Communication & PhysicalLack of Accessible signage for Universal Washrooms, 2ndFloor Aurora Public LibraryInstallation of appropriate way-finding signage at location in consultation with Aurora Public Library staff.$1,000 OperatingCorporate Services, Infrastructure & Environmental Services201707-2016PhysicalLack of Access to Pool Viewing Area at SARCInstallation of censored automatic doorto eliminatebarriers to those with mobility disabilities$5,000CorporateServices, Infrastructure & Environmental Services,2017Page 104 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed16-2010PhysicalLack of direct path of travel from fitness centre to pool at AFLCRedesign corridors/change rooms in conjunction with renovation of AFLCParks & Recreation funded item as part of Community Space for Youth AFLC renovationAAC, CorporateServices, Infrastructure & Environmental Services, Parks & Recreation Services201517-2010Communication & PhysicalLack of signage at 3rdfloor Town Hall washrooms directing patrons to location of accessible washrooms (on 1stand 2ndfloors)Purchased and installed appropriate signage$250Temporary signs & sign holdersInfrastructure & Environmental Services201119-2010Attitudinal & CommunicationLack of knowledge among Corporate Town employees regarding location of available accessibility resources within municipal buildings and Town-operated programsDeveloped “Got Access” Accessibility Resource Guide for Town staff and patrons$5,000Design & PrintCorporateServices, Administration2014Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed09-2016PhysicalLackofAccesstoentranceofACC#1&ACC#2fromparkinglotCreated paved surface to grade where designed curb cuts are located for appropriate safe, accessible routes of travel$200,000(IES)CorporateServices, Infrastructure & Environmental Services,201710-2016PhysicalLack of a Fully Inclusive and Accessible Municipal ParkDevelopment and Creation of Queens Diamond Jubillee Park $325,000(Parks)Corporate Services, Parks & Recreation Services, 2017Page 105 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed14-2010PhysicalWheelchair ramp in Council Chambers is too narrow and not big enough for power wheelchairs or scooters; does not have hand rails on both sides; does not meet current building codeReconfigured public seating area by removing small section of moveable chairs at back row (by bi-fold doors) and designated a section for patrons with wheelchairs or scooters$500Minimal cost for stencil/marking of carpet tiles to designate areaClearly marked carpeted area with universal accessibilitysymbol to designate wheelchair section along back rowCorporateServices, Infrastructure & Environmental Services201115-2010PhysicalLack of appropriate elevator at AFLCSome patrons refuse to use current lift because of its old technology and confined space (lift technology, very confined space, with moving walls, operated by a key/button system, is a lift notan elevator)Retrofit for replacement of lift with a regular elevator that does not require a “key” operatorCapital project $125,000 approved by Council; item transferred to Infrastructure and Environmental Services (IES) as Facilities Capital Project item completion of the Community Use for Youth space at the AFLCAAC, CorporateServices, Infrastructure & Environmental Services, Parks & Recreation Services2015Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017Item #-Year AddedType of Barrierto AccessibilityProposed SolutionAssociated CostsDepartment ResponsibleStatus of Project ItemTarget Year Completion11-2010CommunicationLack ofcaptioning option for Council meetings Broadcasted Captioning to beincluded for streaming of Council & Committee meetings with Council A/V upgrade$15,000/year CorporateServices, AdministrationNo enforcement under CRTC that captioning is required for community programming. Streaming will require WCAG accessibility guidelines201918-2010Communication & PhysicalLack of appropriate signage and way-finding system directing patronsto the appropriate Departments and/or areas located within Town HallHire consultant to investigate potential solutions for a visual way-finding system for Town Hall$50,000CorporateServices, Infrastructure & Environmental Services, Visual way-finding system should be delayed until org. review and space analysis completePossible interim solution would be to have GIS staff develop Town Hall map with legend to be available at all entrances and Dept. counters2018/2019Page 106 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed08-2010AttitudinalLack of awareness of disability sensitivity among Town user groups who rent Town facilitiesDeveloped “Got Access” A Guide for an Accessible Aurora, providing customer service awareness material geared towards user groups$5,000Design & PrintCorporate Services, Administration201410-2010CommunicationLack of accessible formats available for observing election debatesProvided electronic note-taker service for accessibility to deaf or hard of hearing residents attending debates (uponrequest)$160/two-hour meetingMileage CorporateServices201012-2010CommunicationLack of closed captioning for Movie Nights presented at Aurora Town LibraryTown Youth program staff offer closed captioned movies on specific nights (upon request)N/A Closed captioning available with movie; would need to be programmed or activated on play system at locationCorporateServices, Parks & Recreation Services201113-2010CommunicationPoor acoustics/ sound system in Council ChambersRetrofitted current acousticsand PA/microphone systemFacilities rectified situation as of April 2011. Costs associated with Infrastructure & Environmental ServicesCorporateServices, Infrastructure & Environmental Services, Administration2011Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017Item #-Year AddedType of Barrierto AccessibilityProposed SolutionAssociated CostsDepartment ResponsibleStatus of Project ItemTarget Year Completion25-2010PhysicalCounters at Town Hall do not include lower counter cuts for people using mobility devicesInstall accessible Reception counters at all Town Hall Departments42,000$7,000/eachAAC, Infrastructure & Environmental Services, CorporateServicesAs of January 1, 2016 all service counters, queuing lines, and waiting areas must be accessible as per IASR Design of Public Space Standards201905-2011PhysicalIncrease accessibility in Council ChambersRe-design and construct barrier-free Council ChambersCost estimated at $250/square footCorporateServices, Infrastructure & Environmental ServicesRetain architect to determine design and feasibility relating to the Ontario Building Code (OBC) in conjunction with Town Hall refresh202319-2012Physical & VisionLack of accessible lighting in Town parks that host/run eventsDetermine high traffic areas and conduct needs assessment of accessible lighting or lack thereof$50,000/Machel Park in association with Parks DepartmentCorporateServices, Parks & Recreation ServicesSafety issue for patrons entering/exiting park facilities & events due to lack of lighting2018Page 107 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed05-2010AttitudinalLack of accessibility knowledge and available information for local businessesBuilt relationship with Chamber of Commerce to educate local businesses about AODA and inclusion of Customers with DisabilitiesN/APowerPoint presentation on file with Accessible Customer Service bookletCorporate Services, Accessibility Advisory Committee201106-2010PhysicalPooraccesstoParksOffice-largesteepstaircaseforpublicto usetoreachParksstaffon2nd levelatScanlonlocationInstalled door buzzer at bottom of stairs for patrons to ring for staff, and convex mirror tobe placed at the top of stairs to enhance security for staff and to better determine if patrons need assistance$200Doorbell and convex mirror installedImproved signage installedCorporateServices, Infrastructure & Environmental Services, Parks & Recreation Services201107-2010PhysicalLack of automatic door opener at main (south) entrance of Town Hall Installed automatic door opener at main (south) entrance$2,500 Parts and labourInfrastructure & Environmental Services2011Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017Item #-Year AddedType of Barrierto AccessibilityProposed SolutionAssociated CostsDepartment ResponsibleStatus of Project ItemTarget Year Completion01-2015Communication&PhysicalLackofAudiblePedestrianSignal(APS)forbusyintersectionatKennedyandYongeSt.InstallationofAPSatrecommended intersectionincollaborationwith YorkRegion$75,000 retrofit cost due to condition of intersection and current traffic polesCorporateServices, Infrastructure & Environmental Services, Region of York TransportationCapital replacement costs $75,000 per intersection per year prioritizing need of traffic intersection201805-2015Physical& VisionLackofaccessiblelightinginTownparksthathost/runeventsDetermine high traffic areas and conduct needs assessment of accessible lighting or lack thereof $100,000/Lambert Willson Park/Arboretum in association with Parks DepartmentCorporateServices, Parks & Recreation ServicesSafety issue for patrons entering/exiting/traveling park facilities due to lack of lighting2018Page 108 of 264 Appendix A – Completed Accessibility ItemsNovember 2017Item #-Year AddedType of Barrierto AccessibilitySolutionAssociated CostsDepartment ResponsibleYear Completed01-2010PhysicalLack of accessibility ramps for Town Events Purchased portable wheelchair ramps to be used at Town Events/Functions as needed$100One (1) ramp purchased from Aurora Seniors Centre wood shop for low-cost solution CorporateServices, Infrastructure & Environmental Services201002-2010CommunicationLack of signage to advise availability of listening devices in Council ChambersPurchased proper signage to advertise devices available in Council ChambersN/ACorporateServices, Infrastructure & Environmental Services201003-2010CommunicationLack of signage for TTY availability at Town Hall locationPurchased of proper signage to advertise devices availableN/ACorporateServices, Infrastructure & Environmental Services201004-2010PhysicalLack of accessible exterior entrance at Pine Tree Potters Guild at Library location (basement level)Accessible ground (basement) level access to exterior door on south entrance (requires no-step entrance)Completed via Facilities/Parks BudgetsRe-graded area and added asphalt path of travelInfrastructure & Environmental Services2010Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017Item #-Year AddedType of Barrierto AccessibilityProposed SolutionAssociated CostsDepartment ResponsibleStatus of Project ItemTarget Year Completion02-2016Communication&PhysicalLackofAudiblePedestrianSignal(APS)forbusyintersectionatMurrayandYongeStInstallation of APS at recommended intersection in collaboration with York Region$75,000 retrofit cost due to condition of intersection and current traffic polesCorporate Services, Infrastructure & Environmental Services, Region of York TransportationCapital replacement costs $75,000 per intersection per year prioritizing need of traffic intersection201804-2016PhysicalLackofAccesstoUniversalWashrooms,2ndFloorAuroraPublicLibraryInstallation of paddle/censored automatic doors & openers eliminated barriers to those with mobility disabilities$15,000Corporate Services, Infrastructure & Environmental ServicesTender awarded in 2017. Project anticipated completion date for *Q1 2018 2018Page 109 of 264 Accessibility Plan Feedback FormThe Town of Aurora is committed to providing accessible customer service to all of our citizens. We welcome your comments and feedback regarding the Accessibility Plan. Assistance may be provided in an alternate format or necessary communications support. Please detach this form and submit to any of the following: Mail or Deliver to:Accessibility Advisorc/o Access Aurora Customer Service Town of Aurora I00 John West Way, Box 1000 Aurora, ON L4G 6J1 E-mail to:accessibility@aurora.ca Fax to: 905-726-4732 Please write or type your comments in the space provided below. Thank you. Was the Accessibility Plan helpful in understanding accessibility available within Town services, facilities and/or programs? What further information/suggestions would you like to see included in the Accessibility Plan? Any other comments or suggestions:Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017Item #-Year AddedType of Barrierto AccessibilityProposed SolutionAssociated CostsDepartment ResponsibleStatus of Project ItemTarget Year Completion05-2016PhysicalLack of Access to Yonge Street Vestibule Entrance, First Floor Aurora Public Library Installation of censoredautomatic door sliderseliminated barriers to those with mobility disabilities$30,000Corporate Services, Infrastructure & Environmental Services Tender awarded in 2017. Project completion for *Q1 2018201806-2016PhysicalLack of Access to Vestibule Entrance Aurora Seniors Centre Installation of censoredautomatic door sliderseliminated barriers to those with mobility disabilities$30,000Corporate Services, Infrastructure & Environmental ServicesTender awarded in 2017. Project completion for *Q1 2018201808-2016PhysicalLack of Access to Victoria Hall entranceInstallation of permanent ramp$20,000Corporate Services, Infrastructure &Environmental Services,Further investigation required with redevelopment of Library Square2020Page 110 of 264 2018 – 2024 Accessibility Plan 22 •Water Walking Assistant that helps improvestrength in balance and gait ;•Aquatic Training Raft helping maintain horizontalbody position to strengthen extremities ;•Adapted Personal Flotation Devices forSwimmers with Disabilities ; •Sensory Toys added to Aquatic & Community Programs ; •Accessible washrooms and change locations including hands free dryers and soap dispensers ; •Respite benches and seating throughout building; •Audible and visual fire alarm indicators ; •Accessible Shower Nozzles and Sensors for ease of access in Change rooms increasin g accessibility with patrons that have a disability; •Shower curtain installed in Ladies accessible stall for privacy; •Ramped access to shallow pool & play area; •Increased c ontrasting way-finding sig nage; •Addition of digital display boards; and, •Automatic door openers for f amily change-room washrooms .Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017Item #-Year AddedType of Barrierto AccessibilityProposed SolutionAssociated CostsDepartment ResponsibleStatus of Project ItemTarget Year Completion01-2017PhysicalLack of barrier free access to Town Park via East parking lot/pathwayRegrade pathway and parking lot pavement. Shift pathway away from storm water drain$10,000Corporate Services, Infrastructure & Environmental Services,Further investigation required with grade and storm water drain. May require shifting accessible park path away from storm water drain.201802-2017PhysicalLack of Access to Rear Entrance, AFLCInstallation of censored automatic door sliderseliminated barriers to those with mobility disabilities$15,000Corporate Services, Infrastructure & Environmental ServicesTender awarded in 2017. Project completion for *Q1 2018201803-2017PhysicalLack of permanent transfer stations for people with disabilities in SARC/AFLC changeroomsInstallation of permanent gentry system, ceiling track lifts.$20,000Corporate Services, Infrastructure & Environmental ServicesCurrently, portable hoyer lifts used for transfers. Investigation needed to determine feasibility for a permanent solution.2020Page 111 of 264 2018– 2024Accessibility Plan21 •Adaptive technology workstation featuring JAWS (screen reading software),ZoomText (Magnifying software), Kurzweil 1000 and Kurzweil 3000 (Scanning,writing and reading software) and the Duxbury Braille Translator;•On-site reception at Customer Service Desk within library to assist with way-finding or special requests;•Access with “Mosio” text messaging software; •Selection of large-print books and talking books, “e” books and “e” audio books; •Subscribe to Centre for Equitable Library Access (CELA); •Visiting library services at home, for people with disabilities, seniors, or those unable to travel to the library due to injury/wellness; •Access to the CNIB Partners Program; •Hearing Induction Loop System installed in Magna & Lebovic Rooms; and, •Installation of TTY telephone for hard of hearing at front entrance payphone. Joint Operations Centre •Designated AccessibleParking close to Main Entrance; •Ramped access/curb cuts and power door openersat front entrance; •Respite benches and seating in main lobby; •Contrasting way-finding signage; •Automatic door openers for washrooms; •Accessible washrooms including hands free dryers and soap dispensers; •Independent Elevator access to lower and upper levels; •On-site reception area for assistance in way-finding; and, •Audible and visual fire alarm indicators. Stronach Aurora Recreation Complex •Designated Accessible Parking; •Ramped access/curb cuts and automatic door openers; •Mechanical lift available for transfers in therapeutic and leisure pools; •Patient “Hoyer” lift available for those with physical or mobility issues requiring assistance in/out of change room or pool deck area; •PVC wheelchairs in varying sizes that accommodate lateral transfers;Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017Item #-Year AddedType of Barrierto AccessibilityProposed SolutionAssociated CostsDepartment ResponsibleStatus of Project ItemTarget Year Completion01-2018Attitudinal BarrierLack of specific Accessibility Award in Community Recognition AwardsRequest Community Services to consider re-instating the Accessibility Award instead of the new Inclusion AwardZero Cost –change in practice onlyCommunity Services –c/o Special EventsTBD2019 to be considered02-2018Attitudinal BarrierBetter representation of persons with disabilities to be on the Accessibility Advisory Committee, more diverse involvement from the communityReview terms of reference of this committeeZero Cost –staff to review as part of 2018 election framework for required statute committees for 2018 to 2021Corporate Services via Accessibility Advisor and Town ClerkIn progress2018Page 112 of 264 2018 – 2024 Accessibility Plan 20 Aurora Community Centre•Barrier-free sensor sliding glass door front entrances;•Automatic door openers throughout interior corridors;•Designated Accessible Parking ; •Large accessible change rooms to accommodate individuals with support persons attending with them; •Larger washroom available; •Elevator to access upper level spectator areas; and, •Respite benches and seating throughout building. •Electronic LED Screens installed to assist with wayfinding; Aurora Cultural Centre •Designated Accessible Parking close to accessible entrance; •Ramped access/curb cuts and Power door openers at rear entrance; •Respite benches and seating; •Contrasting way-finding signage; •Automatic door openers for washrooms; and, •Independent Elevator access to lower and u pper levels. Aurora Public Library •Ramped access from east parking lot and from street level sidewalk; •Increased ramp and accessible grading and landscaped area at the South lower basement ar ea (*Entrance to Pine Tree Potters); •Automatic door openers front & back entrances ; •Designated Accessible Parking ; •Wheelchair Accessible Elevator service to 1st & 2nd floors; •Accessible 1st floor washroom facilities with barrier free entrances ; •Single wheelchair accessible washrooms on 2nd floor; •Two lower self -checkout units customized for wheelchair accessibility; •On-site refreshment area with moveable tables and chairs;Appendix B – Recommended Accessibility Items 2018 – 2024 November 2017Item #-Year AddedType of Barrierto AccessibilityProposed SolutionAssociated CostsDepartment ResponsibleStatus of Project ItemTarget Year Completion03-2018Communication and AttitudinalBarrierFor staff to develop a recruitment, public outreach and education strategy for the Accessibility Advisory Committee (to recruit potential members)Formal plan to be developed by staffCosts associated with print materials for advertising via newspaper adsCosts – TBD, could be included in Town Notice BoardCorporate Services via Accessibility Advisor with input from Elections team and corporate communicationsPending2018–Q204-2018Physical Barrier For staff to review the status of the repairs completed at Canine Commons dog park in 2017 and determine if additional accessibility features could be added to the park footprint and parking lot areaTBD –needs review and analysisNot knownVia Accessibility Advisor in partnership with Community Service (Parks Operations)Pending –review and analysis to occurin 20182018/2019Page 113 of 264 2018– 2024Accessibility Plan19 •Pool ramp available for transfers in/out of pool;•Adaptive Personal Flotation Devices for Swimmers with Disabilities;•Sensory Toys added to Aquatic & CommunityPrograms;•Special Needs swimming and camp programsavailable; •Larger family change room to accommodate individuals with support persons attending with them; •Accessible washroom and shower area with bench seat and moveable showerhead available (within Aquatics Area); •Automatic door openers for the washrooms, fitness change-rooms, and program areas; •On-site reception staff to assist in way-finding; •Respite benches and seating throughout building; •Designated Accessible Parking close to Main Entrance; •Audible and visual fire alarm indicators; and, •Independent Elevator access. Aurora Seniors Centre •Ramped access from parking lot with designated accessible parking; •Automatic door openers throughout the building; •On-site reception area for assistance in way-finding; •Accessible washrooms and change rooms; •PA/microphone system available throughout entire building; •Ramped accessible entrance/exit for back outdoor patio and BBQarea; •Audible and visual fire alarm indicators; •On-site wheelchair and walker available for incidental transfers to/from vehicles or accessible transportation; •On-site Accessibility assistance at large seniorcommunity events when needed (by request); •Adaptable tables and various chair or stool heights available in the Seniors Centre woodshop for ASC members/visitors with disabilities; •Page magnifiers available from staff as required for ASC members; •Community integration; •Incorporation of accessibility needs and requirements for community bus trips; •Hearing Induction Loop System installed in West Mackenzie Room providing amplification to those with hearing difficulties; and, •Ramp access to event staging in West Mackenzie Room.Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR Topicand Implementation DateDetail of What is RequiredActionGeneralss 1 -2 Purpose, application and definitions Establishment of Accessibility PoliciesJanuary 1, 2013COMPLIANT3 (1) Develop policies in regards to how we plan on working towards an accessible municipality as per the AODA (2) Write a statement of organizationalcommitment to meet the needs of people withdisabilities, in a timely manner(3) (a) Write one or more written documentsdescribing it's policies(b) Make the written documents available to thepublic,and provide them in an accessibleformat when requestedStaff Report summarizes plan and amends current Accessible Customer Service Policy made by way of the following Council adoption on September 15, 2009:•Additional IASR PolicyThe Town of Aurora describes that as an organization “it is committed and guided by the four core principles of Dignity, Independence, Integration, and Equal Opportunity and supports the full inclusion of persons as set out in the Canadian Charter of Rights and Freedoms, and the Accessibility for Ontarians with Disabilities Act, 2005.”All Council reports are publically available and posted on the Town of Aurora website.Page 114 of 264 2018 – 2024 Accessibility Plan 18 Accessibility Features and Assistive Devices Available at Various Town of Aurora FacilitiesAurora Town Hall•Ramped access and automatic door openers at north entrance, south-east entrance and Building Department entrance (3rd floor); •Automatic d oor openers at 1st Floor entrances ; •Automatic d oor openers at rear area of Council Chamber; •Designated Accessible Parking ; •Personal listening devices/amplification system available in Council Chambers for public meetings connected to microphone system; •Hearing Induction Loop System in Leksand, Holland & Tannery Rooms ; •FM Assistive Device System, with lapel mic and teleconference table mic to assist with deaf and hard of hearing attendees for meetings held outside of Council Chambers where PA or audio systems may not be available; •Town TTY telephone lines for the deaf (available on 1st & 2nd floor); •Manual Wheelchairs and Transfer chairs available for use at Town Hall ; •Respite benches at both front and back entrances; •Access Aurora Customer Service available to help with way-finding; •On-site Accessibility Advisor to assist with disability accommodations when attending Town events/meetings (by request for other departments); •Documents available in alternate formats (by request); •Electronic Note taking provided to assist residents with hearing loss attend public meetings (by request); •Audible and visual fire alarm indicators ; •Electronic LED Screens installed on 1st & 3rd floor entrances to assist with wayfinding ; •Sign Holders installed to increase accessibility of resources ; and, •Ubi-Duo device for easier 2-way communication at Access Aurora. Aurora Family Leisure Complex •Ramped access/curb cuts and automatic door opener; •Ramped ac cess to both rink and pool areas; •Patient “Hoyer” lift available for those with physical or mobility issues requiring assistance in/out of change room or pool deck area; •PVC wheelchairs in varying sizes that accommodate lateral transfers; •Water Walking Assistant that helps improve strength in balance and gait; •Aquatic Training Raft helping maintain horizontal body position to strengthen extremities ;Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR Accessibility PlansJanuary 1, 2013COMPLIANT4 (1) (a) Develop a multi-year accessibility plan which shows how the municipality will prevent and remove barriers as per the AODA (b) Post plan on the Town of Aurora's website,provide in an accessible format when requested(c) Review/update plan at least once every fiveyears(2) Review/update the accessibility plans inconsultation with people with disabilities and theAAC(3) (a) Prepare a status report (annually)discussing the progress the municipality hastaken in regards to clause (1)(b) Post the status report on the Town ofAurora's website, and provide in an accessibleformat when requested4 (1) Assigned to the Accessibility Advisor, a draft of the multi-year accessibility plan will be reviewed with the AAC. 4(2) Town of Aurora holds an annual public input Forum. 4(3) Town of Aurora AAC & Council reviews accessibility plans Status reports are publically available and posted on the Town of Aurora website. Procuring or Acquiring goods, services or facilitiesJanuary 1, 2013COMPLIANT5 (1) Incorporate accessibility criteria and features when acquiring or purchasing goods, services or facilities (2) An explanation must be provided, uponrequest if it is not practicable to the aboveclause 5 (1)An amendment to the Purchasing By-law. By-Law 5500-13, 25.1-25.2has a section specifically referencing the AODA as follows: 25.ACCESSIBILITY CONSIDERATIONS25.1 The Town is committed to giving people with disabilities the same opportunity to access Town Goods and Services and allowing them to benefit from the same Services, in the same place and in a similar way as other customers. Pursuant to the Page 115 of 264 2018– 2024Accessibility Plan17 •Notification to the public regarding accessible feedback processes, alternativeformats and communication supports that the Town will provide.Transportation Standard•All licensed taxicabs issued from the Municipality prohibited owners andoperators of taxicabs from charging a higher fare or an additional fee for persons with disabilities than for persons without disabilities for the same trip; and from charging a fee for the storage of mobility aids or mobility assistive devices; •All licensed taxicabs issued from the Municipality ensurethat owners and operators of taxicabs place vehicle registration and identification information on the rear bumper of the taxicab and further make available in an accessible format; and, •Consultation lead to effectivedetermination of theproportionate number of “On- Demand” accessible taxi cabs Licensed in Aurora. Design of Public Spaces Standard •Updated municipal guidelines in consultation with Parks & Recreation Ontario to allow for technical requirements under recreational trails/beach access routes. Consultation exists with the Accessibility Advisory Committee and Active Trails and Transportation Committee. •Municipal guidelines updated in consultation with Annex H guidelines for Outdoor public-use eating areas, picnic areas, outdoor play spaces and playgrounds in municipal properties. Continued consultation exists with the Accessibility Advisory Committee forany new or redeveloped park. •Technical requirements for exterior paths of travel, such as sidewalks, ramps, stairs, curb ramps, rest areas and accessible pedestrian signalsare included with IES designs. They are additionally included in the Town of AuroraSite Plan Manualfor developments. •Accessible parking requirements updated to align with the Town of Aurora Zoning By-law •Accessible elements including trails, signage, playgrounds, bridges, furniture, etc. inspected monthly as per CSA guidelines. Accessible elements are addressed immediately or closure with service disruption is posted until it is in working order.Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR provisions of the AODA and s. 5(1) of O. Reg. 191/11, as amended, the Town shall incorporate accessibility design, criteria, and features when procuring or acquiring Goods, Services, or facilities, except where it is not practicable to do so. Programs, Goods, Services, facilities, etc. should be accessible to persons with disabilities (visible and invisible), including (without limitation): hearing loss, vision loss, physical or mobility related impairments, temporary disabilities, learning, speech, language, cognitive, psychological, psychiatric, intellectual and developmental disabilities, allergies, and multiple chemical sensitivities. 25.2 If it is determined not to be practicable to incorporate accessibility design, criteria, and features when Purchasing Goods, Services, or facilities, the Department Head responsible for any such Procurement shall, upon request, provide an explanation. s 6 Self Service Kiosks TrainingJanuary 1, 2014COMPLIANT7(1) Training must be provided on the requirements of the accessibility standards in regards to the AODA and the Human Rights Code as it pertains to people with disabilities to, (a) All employees and volunteers(b) All people who participate in developing theCommunication sent out to all current employees using Town of Aurora traditional communications channels. All existing employees received AODA Integrated Accessibility Standards Regulation and Human Rights Code “duty to accommodate” training. Information regarding the Accessibility for Ontarians with Disabilities Act included in Town orientation which is Page 116 of 264 2018 – 2024 Ac cessibility Plan 16 •The Town of Aurora is 1 of 9 recipients in the Province of Ontario that receivedthe Excellence Canada Ontario Accessibility Award for going above and beyondbasic AODA compliance and for providing excellent accommodation for peoplewith disabilities.Legislated Requirements General •Accessibility Policies have been established to reflect the Town’s commitment in achieving the Accessible Customer Service Standard and Integrat ed Standards Regulation; •An established a multi-year accessibility plan to identify, remove and prevent existing barriers for people with disabilities and indicate progress being made in accomplishing future legislative requirements; •Accessibility features, services , and facilities are more inclusive to people with disabilities; and, •Provide training on the Integrated Accessibility Standards Regulation (191/11) and Human Rights Code duty to accommodate people with disabilities . Accessible Customer Service Standard •New Town employees and Members of Council receive AODA-related training (including disability awareness and sensitivity)to gain resources and tools on how to better assist a customer with a disability; and, •Establish processes for feedback and Notice of Service Disruptions. Employment Standard •Provide individualized workplace emergency response information to employees who have a disability and protocol in place for need of assistance; and, •Make employment practices more accessible through recruitment, employees returning to work, employee accommodation, communication supports, performance management, career development and redeployment. Information & Communications Standard •The Town of Aurora website platform launched to World Wide Web Consortium Web Content Accessibility Guidelines (WCAG) 2.0, Level A; •Corporate Templates reformatted to meet WCAG 2.0 Level A web c ontent accessibility guidelines; •Established procedures to provide/arrange for accessible materials where they exist in the Aurora Public Library and any supports where/when necessary; and,Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR organization's policies (c) All people who provide goods, services orfacilities on behalf of the Town of Aurora(2) The training will be appropriate to the dutiesof the employees, volunteers and other people(3) Every person will be trained as soon aspracticable(4) Training will be provided if there are anychanges to the policies, on an ongoing basis(5) The municipality must keep a record of thetraining provided, including the training datesand the number of people who participatedprovided to every Town of Aurora employee. Additional training on specific elements of the Integrated Standard that are applicable to specific employees provided to those employees, as for example all Supervisors will receive training on the Employment Standards and all applicable staff requiring procurement will receive training on the General Requirement. The Town ofAurora has a protocol in place for managing employee training records.ss 8 -10 Exemptions, definitions, exceptions and application Information and Communications StandardsFeedbackJanuary 1, 2014COMPLIANT11(1) All processes for receiving and responding to feedback must be accessible to people with disabilities, (2) Accessible formats and communicationsupports must be provided in an accessibleformat when requested(3) Notify the public about the availability ofaccessible formats and communication supportsInformation about how to make information accessible included in staff training. Communications(Hard Copy or Electronically via website) with the public include information regarding available accessible formats.Accessible Formats and 12 (1) Provision of accessible formats and communication supports for persons with Currently, the “Accessible Customer Service Policy” includes provisions that the Town of Aurora provides equal treatment to Page 117 of 264 2018– 2024Accessibility Plan15 •Lunch & Learn sessions organized for staff and members of the communitybecoming more educated with various disabilitiesalong with supportmechanisms;•Aurora Town Notice Boardin the local paper provided monthly disabilityhighlights encouraging accessibility and tolerance within our Town;•Town of Aurora Staff regularly participated in meetings held by the Ontario Network of Accessibility Professionals and the Municipal Reference Group within the Northern 6 to stay informed of best practices when increasing accessibility within a Municipal environment; •Parks & Recreation Aquatics provides integrated 1 to 1 learn-to-swim instruction with the inclusion of adapted life jackets; •Mediator Cards have been introduced for individuals in need of support to participate in recreational swimming and aqua fit programs.The mediator is able to attend at no charge in support of a customer with a disability; •Therapeutic aquatic programming available for pre & post rehabilitation; •Partner with Aurora Chamber of Commerce educating local businesses about AODA and inclusionof customers with disabilities; •Acquisition of “Mobilift” to service community for staged events (i.e. Pan Am/Para Pan Am Torch Relay); and, •Support for a mobile, universal washroom for those attending community events. Community Recognition and Awards •The Town of Aurora continues to be recognized as a leader in Accessibility within the York Region and GTA area. Several of our procedural documents have been recognized and adopted by other municipalities including our corporate Accessible Feedback form, Access logos, Corporate Accessibility Policies, Business Accessibility Checklist and Election Inspection Accessibility Audit sheet; •Town of Aurora Annual Community Recognition Awards previously included an “Accessibility Award”. This was awarded to an individual or organization that makes a significant contribution to the elimination of barriers for people with disabilities. Now referred to as the Inclusion community award; •Awarded Association of Municipal Clerks and Treasurers of Ontario, AODA Accessibility Champion 10thAnniversary Award; •The Town of Aurora obtained Level 1 of the Excellence Canada Progressive Excellence Program.Achievement of this award requiredreviewingand redrafting Human Resources and Accessibility policies. Thiscommunication plan demonstrates toExcellence Canadathatthe Town is committed to continuous improvement; •The Town of Aurora, where possible, provides a community experience program for people with disabilities; and,Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR CommunicationSupportsJanuary 1, 2015COMPLIANTdisabilities must beprovided or arranged upon request, (a) in a timely manner(b)at a cost that is no more than the regularcost charged to other persons(2) The municipality must consult with theperson making the request in determining thesuitability of an accessible format orcommunication support.(3) Notify the public about the availability ofaccessible formats and communication supportspeople with disabilities with respect to the use and benefit of Town services, programs, goods, information and facilities and that no additional fees are charged because of or related to the disability.Notification provided on Home page of the Town’s websiteEmergency Procedure, Plans or Public Safety InformationJanuary 1, 2012COMPLIANT13(1) Emergency procedures, plan or public safety information are provided to the public, the information must be provided in an accessible format or with appropriate communication supports, as soon as practicable, upon request. (2) Emergency procedures, plans or publicsafety information must be available to thepublic13(1) The Town of Aurora has an extensive Emergency Response Plan with community partners who are able to assist in the event of an emergency. Information is provided to the public by way of the Town of Aurora website and Town of Aurora publications. This plan is available in an accessible format and/or with appropriate communication supports upon request.Accessible Websites and Web ContentWCAG 2.0 Level A14(1) Internet and intranet websites and web content conform with the World Wide Web Consortium Web Content Accessibility Guidelines (WCAG) 2.0, at Level AA, and shall do so inaccordance with the schedule set out in this sectionNew Town of Aurora website platform launched in early 2014 and is WCAG Level A as required by Accessibility Advisor to Communications Manager(Documented in:Web Platform Strategy – RFP Fall, 2012). Corporate Templates formatted to WCAG guidelines. Page 118 of 264 2018 – 2024 Accessibility Plan 14 Yonge/Aurora Heights, Yonge/Wellington,John West Way/Civic Square G ate,and Yonge/Golf Links Drive; •Hearing Induction Loop System installed in the Aurora Seniors Centre (WestMackenzie Room), Aurora Public Library (Magna and Lebovic Rooms) an dAurora Town Hall (Council Chambers, Holland, Leksand, and Tannery Rooms)that provides amplification to those with hearing disabilities; •Inclusions of an Ubi-Duo device at Access Aurora counter for easier 2-way communication; •Installation of public TTY machines for Aurora Town Hall and Aurora Public Library; •Increased “Way-finding contrasting” signage at Stronach Aurora Recreation C omplex, Aurora Family Leisure Complex, Aurora Cultural Centre and Joint Operations Centre; •Sign holders installed for Town Hall to increase accessibility of resources; and, •Use of Tablet devices for residents/visitors/employees accessing documentati on in a preferred accessible format. Accessible Community Events & Community Engagement •Mayor, Council, Town Staff and members of the community joined in celebrati ng International Day for Persons with Disabilities on December 3rd; •Regular patrons with Disabilities continue t o work on their health and wellness and engage the assistance of Fitness staff when needed at Club Aurora Fitness Centre and Indoor Track; •Workplace experience program at the Club Aurora Fitness Centre and Parks Department for persons with intellectual disabilities; •Children with disabilities able to access Town of Aurora Summer Camps and pr ovided necessary 1 to 1 support. Guest speakers, training, integration toys and resources provided to staff for exceptional camper experience; •The Town of Aurora partnered with the Region of York and the N6 Municipalities to hold an Accessibility Advisory Committee (AAC) Forum as part of National Access Awareness Week; •Increase awareness of availability of accessibility support for all Town Events and/or functions (upon request). Advertise and incorporate as part of event material where people can direct inquiries or ask f or assistance for accessibility; •Several Town events included on-site accessibility support & accessibility parking for customers in attendance;Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR January 1, 2014ONGOINGWCAG 2.0 Level AAJanuary 1, 2021PENDING14(2) Internet websites and web content must conform with the World Wide Web Consortium Web Content Accessibility Guidelines (WCAG)2.0, initially at Level A and increasing to Level AA. Exceptions Apply Accessible Communications Guidelines drafted to train all applicable staff in appropriate content for documents and websites meeting accessibility needs.ss 15 -18 Specific to Education and Training Bodies Public LibrariesJanuary 1, 2013COMPLIANT19(1) Access to or arrange for accessible materials where they exist (2)Information about the availability ofaccessible materials publicly available and shallprovide the information in accessible format orwith appropriate communication supports, uponrequest(3) Library boards may provide accessibleformats for archival materials, specialcollections, rare books and donationsAurora Public Library have accessible materials and services that include:-Kurzweil 1000 & 3000 (scanning, writing, readingsoftware)-ZoomText (Magnifying software)-JAWS (Screen reading software)-Duxbury Braille Translator-Large print, Audio books, Electronic booksPage 119 of 264 2018–2024Accessibility Plan13 •Installation of automatic door openers for Change rooms at the Stronach Aurora Recreation Complex;•Increased safe access from York Region Transit Bus stop across road from 1400 Wellington Street East entrance.Bus stop relocated for safer access to Stronach Aurora Recreation Complex;•Cable Tray Protectors purchased and provided for all major events to provide easier gate access and prevention of safety trip hazards; •Installation of accessible traffic circle at Riverridge/Conover Blvd built to Design of Public Space Standards; •Acquisition of accessible ramp for portable staging at Aurora Seniors Centre; and, •Accessible pathways for accessing Machel Park to field events. Improved Communication with Visitors/Residents with Disabilities •The Town maintains an accessibility feedback form on the Town website encouraging residents and visitorswith disabilities to communicate; •A service disruption notice system is maintained with the Facilities division of each Municipal occupied building. This provides patrons extra notice when services are interrupted; •Increased exposure within local media and newspapers highlighting disability tips and resources available within the Town; •Accessible Customer Service information provided on Interim Property Tax Bills; •All municipal Boards and Committee members received disability awareness training and booklets depicting Accessible Customer Servicewith patrons with disabilities; •Emergency procedures, plans &/or public safety information is provided in an accessible format or with communication supports upon request; •The Town has upgraded the corporate websiteto be accessible to WCAG Level A and includes BrowseAloud website software, the ability to enhance accessibility for people with mild vision impairments, learning difficulties and dyslexia; •Corporate documents reformatted and structured for easy web content access on the Town’s website; •Installation of Audible Pedestrian Signals (APS) with accessible sidewalk/curbing at the Intersections of Yonge/St. John Side road, Yonge/Orchard Heights, Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR -Mosio text messaging softwareEmployment Standardsss 20 –21 Scope, interpretation and schedules RecruitmentJanuary 1, 2014COMPLIANT22 Notify employees and the public about the availability of accommodation for applicants with disabilities during recruitment processAn accessibility tagline added to all job advertisements effective January 2014, advising applicants of the availability of accommodations during the recruitment process.Recruitment, Assessment or Selection ProcessJanuary 1, 2014COMPLIANT23(1) During the recruitment process, notify job applicants that accommodations are available upon request in relation to the materials or processes to be used. (2) The employer will consult with the applicantand provide suitable accommodation in amanner that takes into account the applicant'saccessibility needs due to their disability.Town of Aurora Recruitment policies and process are compliant with all applicable legislation, including but not limited to the Accessibility for Ontarians with Disabilities Act, the Employment Standards Act, the Ontario Labour Relations Act, the Human Rights Code, the Municipal Freedom of Information and Protection of Privacy Act. Applicants who are selected to proceed to the interview stage will be advised of the availability of accommodations during the recruitment process. Applicants must meet the occupational requirements of the position available to proceed to the interview stage. Page 120 of 264 2018 – 2024 Accessibility Plan 12 Removal of Physical Barriers•Additional seating and respite bench areas set up in Municipal buildings includingTown Hall;•Final Completion of the Nokiidaa Trail connecting Aurora, Newmarket, and EastGwillimbury providing seamless access for all citizens; •Support provided to “Doors Open” locations to assist with Accessibility including the loan of wheelchairs and a temporary ramp set up at Hillary House, Aurora’s National landmark; •Addition of accessible ramps at the Cenotaph; •Support provided for Remembrance Day including use of assistive devices; •Creation of a fully inclusive and accessible Queen’s Diamond Jubilee Park •Self -checkout units designed at the Aurora Public Library for mobility aids including wheelchair accessibility; •P atient “Hoyer” lift for the Aquatics Department at the Stronach Aurora Recreation Complex and Aurora Family Leisure Complex. In addition, a permanent Aquatic hydraulic lift for acc ess into the Lap Pool for users; •Continued accessible wheelchair seating ar ea offered in Council Chambers when needed for meetings (Interior Council ramp too cumbersome for so me residents with disabilities); •Paved trail pathway thr ough Aurora Community Arboretum; •Installation of accessible Water Fountains and Bottle Fill Stations at Facilities; •A partnership with the IES Roads Crew and By-law was arranged to increas e Accessible Parking Spots within the Town Park quadrant to assist accessibl e parking needs within this active area of Town; •Bus Shelters re-designed to provide pr oper access and respite benches; •IES Roads Crew mark ed intersections and curb cuts, including YRT platforms requiring maintenance creating seamless transitions between sidewalks and r oadways for mobility aids; •Installation of automatic door openers at main (south) Town Hall entranc e and r ear Council Chamber door; •Slight modifications to Town Hall Council Chamber Ramps increasing turnin g r adius for greater accessibility; •Additional accessible picnic tables in parks to assist mobility devices; •Installation of automatic door openers for washrooms, change rooms , and program areas at th e Aurora Family Leisure Complex;Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR Notice to Successful ApplicantsJanuary 1, 2014COMPLIANT24 Whenmaking offers of employment, notify the successful applicant of its policies for accommodating employees with disabilitiesThe standard offer letter has been amended to notify the successful applicant of Town of Aurora policies for accommodating employeeswith disabilities.Informing Employees of SupportsJanuary 1, 2014COMPLIANT25(1) Inform employees of its policies used to supports employees with disabilities, including, but not limited to, policies on the provision of job accommodations that take into account an employee's accessibility needs due to disability. (2) Provide the information required to newemployees as soon as practicable after theybegin employment(3) Provide updated information to itsemployees whenever there is a change toexisting policies on the provision of jobaccommodations that take into account anemployee's accessibility needs due to adisabilityTown of Aurora has a Return to Work Policy and an established practice for the application of that policy. An update on the AODA Integrated Standard provided to all current employees using our traditional communications channels. All new employees receive the information as part of their offer and onboarding process.In 2013, AODA Training has included an education component on the Integrated Accessibility Standard for Employment. AccessibleFormats andCommunicationSupports forEmployees26(1) Where an employee with a disability so requests it, every employer shall consult with the employee to provide or arrange for the provision of accessible formats and communication supports for, (a) information that is needed in order toCurrent practice is to respond to the unique requests for information from individual employees in a way that meets all of their needs, including those for accessible formats. The Town of Aurora has procedures, including “Modified Work Duties” in the Return to Work policy and its implementation is inherently Page 121 of 264 2018– 2024Accessibility Plan11 Overview of 2009-2016Accessibility Items and Barriers RemovedSeveral legislated and non-legislated improvements and community initiatives have increased opportunities for persons with disabilities to enjoy our beautiful Town. Highlights of our Accomplishments include: Increased Awareness Across The Corporation •Continued awareness of the Accessible Customer Service standard ensuringthat all residents and visitors with disabilities are treated with respect, dignity, inclusion and independence and are welcome at all of our facilities and municipal programs; •In addition to theAccessible Customer Service Policy, there are several improvements inday-to-day procedures incorporatingaccessibility at various department counters. Staff isbetter equipped to assist customers with disabilities with resources that are available to them; •Revised By-Law distinguishing pets from service animals allowing access into Town facilities,property, and programs; •New Town employees and Members of Council receive AODA-related training, including disability awareness and sensitivity, to gain resources and tools on how to better assist a customer with a disability; •As a condition of licensing, Taxi owners/operators provided AODA Customer Service training including requirements under the Integrated Accessibility Standard in respect to tariffs, registrationand identification information; •Municipal procurement process has incorporated AODA related requirements since 2009 and over the years, the Town has been more diligent and equipped to providevarious supports tomunicipal vendors and contractors to assist them in their AODA compliance; •Increased recruitment of diversity within Human Resourcepractices; •Increased sensitivity training forOperators removing winter snow,lessoning windrows near residential driveways; •Trained staff in conducting Built Environment accessibility audits that increase accessibility in facilities and open spaces (i.e. Victoria Hall); •Keynote diversity/inclusion presentations including Canadian Paralympic Association “Changing Lives, Changing Minds” to Town staff working with children with disabilities; •Staff support on the Town intranet providing “Accessible Resources” folder; •Accessible Considerations included onall Council reports; and, •“Got Access” corporate guide for an accessible Aurora booklet.Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR January 1, 2014COMPLIANTperform the employee's job; and (b) information that is generally available toemployees in the workplace(2) Consult with the employee making therequest in determining the suitability of anaccessible format or communication supportindividualized and customized to each employee’s particular circumstances.Workplace Emergency Response InformationJanuary 1, 2012COMPLIANT27(1) Provide individualized workplace emergency response information to employees who have a disability, if the disability is such that the individualized information is necessary and the employer is aware of the need for accommodation due to the employee's disability. (2) Provide the workplace emergency responseinformation to the person designated by theemployer to provide assistance(3) Provide the information required as soon aspracticable after the employer becomes awareof the need for accommodation due to theemployee's disability.(4) Review the individualized workplaceemergency response information,(a) when the employee moves to a differentlocation in the organization(b) when the employee's overallaccommodations needs or plans are reviewed;andCommunication sent out to all current employees using Town of Aurora traditional communications channels. Employees who have self-identified as requiring emergency response assistance or information are asked to complete a brief information/request support form and then meet with an HR representative, chosen “designee” to develop an appropriate individualized evacuation and emergency response plan. Any new employees moving forward will have this introduced upon their initial HR orientation.Page 122 of 264 2018 – 2024 Ac cessibility Plan 10 Information and Communication•Increase hearing assist such as closed captioning to viewers of Rog ers CableTV/Streaming for meetings; (where possible for events)•Increase function of Council Chambers projector screen to include C.A.R.T. orelectronic note taking for public meetings; and, •Increase accessibility in Town Hall with the addition of appropriate way-finding, tactile signage, assistive workstations and self -service kiosks. Transportation Training for staff and Taxi Owners/Operators licensed in Aurora consistent with the requirements of the AODA Integrated Accessibility Standards Regulation Design of Public Spaces (Built Environment) •Install Audible Pedestrian Program: Increase accessibility for pedestrians with retrofits and new development of Town intersections being equipped with Audible Pedestrian signals; •Increase and retrofit facilities to include automatic door openers; •Increase the number of accessible picnic tables throughout Town parks & facilities through regular life cycle management programs ; •Increase accessibility of Town facilities and parks through the auditing and implementation of an asset management plan based on approved budgets; •Retrofit facilities with respect to: automatic door openers, washroom, passenger loading areas, parking, signs, ramps, reception desks, change rooms, kitchen, client counters, door widening, elevators, drinking fountains, telephones, stairs/railings/ramps, sidewalks/walkways, benches and picnic tables; and, •Assist residents where needed with removal of windrows through partnerships. Compliance Monitoring The Accessibility Advisor shall monitor progress of this plan and shall coordinate and report on progress annually to the Accessibility Advisory Committee and Council through the Accessibility Plan. The Accessibility Advisor is responsible to report on Town compliance to the province, as per the provincial schedule. Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR (c) when the employer reviews its generalemergency response policiesDocumentedIndividualAccommodationPlansJanuary 1, 2014COMPLIANT28(1) Develop a written process for the development of documented individual accommodation plans for employees with disabilities. (2) The process for the development ofdocumented individual accommodation plansshall include eight prescribed elements.(3) Individual accommodation plans shall,(a) if requested, include any informationregarding accessible formats andcommunications supports provided(b) include individualized workplace emergencyresponse information(c) identify any other accommodation that is tobe provided.Town of Aurora procedures on “Modified Work Duties” and its established processes include detailed documentation for all individual accommodation plans. A Returnto Work policy also includes written details and descriptions of the individual accommodation.Where applicable, CUPE is involved in the development of individual accommodation or return to work plans.All information gathered and used in this process is protected in accordance with MFIPPA and other applicable legislation.Return to Work ProcessJanuary 1, 2014COMPLIANT29(1)(a) Develop and have in place a return to work process for its employees who have been absent from work due to a disability and require disability-related accommodations in order to return to work; (b) document the process(2) The return to work process will,(a) outline the steps the employer will take tofacilitate the return to work of employees whoTown of Aurora procedures on “Modified Work Duties” and its established processes include detailed documentation for all individualaccommodation plans. A Return to Work policy also includes written details and descriptions of the individual accommodation.Where applicable, CUPE is involved in the development of individual accommodation or return to work plans.Page 123 of 264 2018– 2024Accessibility Plan9 Design of Public Spaces (Built Environment)The Town of Aurora will meet the requirements of (Ontario Regulation 191/11) under the Accessibility For Ontarians with Disabilities Act, 2005 (AODA) and, in particular, Part IV.1 Design of Public Spaces Standards (Accessibility Standards for the BuiltEnvironment) in relation to: •Recreational trails/beach access routes; •Outdoor public-use eating areas like rest stops or picnic areas; •Outdoor play spaces, like playgrounds in municipal parks; •Exterior paths of travel, such as sidewalks, ramps, stairs, curb ramps, rest areas and accessible pedestrian signals; •Accessible parking on and off street; •Service related elements such as service counters, fixed queuing lines and waiting areas; and, •Scheduled preventative maintenance. Non-Legislated Goals In addition to the legislated goals under the AODA, the Town of Aurora is committed to additional initiatives that help ensure the Town is becoming increasingly barrier-free, including: Customer Service Hosting annual National Access Awareness Week events to inform the community about the accessibility of Town services and celebrate accessibility achievements. Employment •Conduct outreach with education institutions (elementary and high schools, colleges and universities), and Chamber of Commerce to promote employment opportunities to students with disabilities; •Partner with agencies to help facilitate workplace experiences and promote employment opportunities for persons with disabilities; •Track and monitor the percentage of accommodations provided to employees and applicants; •Deliver training to employees to foster a respectful workplace (includes training on better understanding learning disabilities equity and diversity); and, •Increase the completeness of the internal data base of persons with disabilities to reflect their representation in the workforce.Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR were absent because their disability required them to be away from work; (b) use documented individual accommodationplans(3) The return to work process referenced in thissection does not replace or override any otherreturn to work process created by or under anyother statute.All information gathered and used in this process is protected in accordance with MFIPPA and other applicable legislation.Performance ManagementJanuary 1, 2014COMPLIANT30(1) An employer that uses performance management in respect of its employees shall take into account the accessibility needs of employees with disabilities, as well as the individual accommodation plans, when using its performance management process in respect of employees with disabilitiesEmployees whose performance may be impacted by a possible disability are referred to Human Resources who assists in assessment and development of an action plan if appropriate to do so.Information included in Supervisory Training and noted when this standard is discussed between the Human Resources Manager and Accessibility Advisor. Performance Review policy has been updated to reflect accommodations given to those with disabilitiesCareer Development and AdvancementJanuary 1, 2014COMPLIANT31 An employer that provides career development and advancement to its employees shall take into account the accessibility needs of its employees with disabilities as well as any individual accommodation plans, when providing career development and advancement to its employees with disabilitiesUnless a vacant position is identified through the modified work duties as being a suitable accommodation for an individual employee, all Town of Aurora positions are posted and filled through a job competition. Competition includes the provision of suitable accommodations to candidateswith a disability. Page 124 of 264 2018 – 2024 Ac cessibility Plan 8 •Ensure all employees and successful applicants with disabilities are informed ofavailable supports and accommodations;•Ensure applicants with disabilities are informed of available accommodationsduring the recruitment, assessment and the selection processes;•Consult with employees to provide and arrange for accessible for mats andcommunication supports; •Provide to employees, upon request, individualized workplace emergency response information; •Maintain a return to work process and provide individual documented accommodation plans for employees with disabilities when required; and, •Ensure the needs of the employees with disabilities are taken into account for the purposes of performance management, career development, advancement and redeployment. Information and Communication Supports Provide accessible information and communication to residents, visitors and employees: •Ensure Town processes for receiving and responding to feedback are accessible to people with disabilities by providing for, or arranging for, the provision of accessible formats and communication supports; •Upon request, provide accessible feedback and communication supports in consultation with the requestor, in a timely manner that takes into account the person’s accessibility needs and at no additional cost for all Town documents including emergency plans and public safety information; •Ensure Town of Aurora website(s) and web content conform to the World Wide Web Consortium Guideline (WCAG) 2.0 initially at level A and increasing to Level AA in accordance with the timelines set out by the AODA Integrated Regulation; and, •Inform the public of the availability and provide accessible materials where they exist and provide accessible formats and communication supports upon request. Accessible Taxi Services Ensure accessible taxi service is available to the public within the Town of Aurora: •Consult with the Accessibility Advisory Committee and the public to determine the proportion of on-demand accessible taxicabs required in Aurora and demonstrate progress toward meeting that n eed; •Ensure that no person with a disability is charged additional fees or is charged a fee for storage of mobility aids of mobility assistive devices; and, •Ensure vehicle registration and identification is visible in accordance with Provincial legislation and is available in accessible formats for passengers with disabilities.Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR RedeploymentJanuary 1, 2014COMPLIANT32 An employer that uses redeployment shall take into account the accessibility needs of its employees with disabilities, as well as individual accommodation plans, when redeploying employees with disabilitiesThe Town of Aurora has procedures for Modified Work Duties and a Return to Work Policy.ss 33 –73 Conventional and Specialized Transportation Service Providers ss 74 –77 School Transportation and FerriesTransportation Standards –Duties of Municipalities and Taxi CabsAccessible TaxicabsJanuary 1, 2013COMPLIANT79(1) Consult with its municipal accessibility advisory committee, the public and persons with disabilities to determine the proportion of on-demand accessible taxicabs required in the community. (2) Identify progress made toward meeting theneed for on-demand accessible taxicabs,including any steps that will be taken to meetthe need, inits accessibility plan.79(1) Agenda Itemforinformation & recommendationat AACFebruary 2012.Public Inputreceivedat AccessibilityForum June 2012.79(2) Accessible Taxi Driver Training ineffect foralllicensed Brokers/Operators in theTownof Aurora. Trainingincludes taxidrivers whotransport persons withdisabilities. StaffReport toAAC November 2012detailedproportionate numberof “on-demand”accessible cabs.Accessible TaxicabsJuly 1, 201280(1) Any municipality that licenses taxi cabs shall ensure that owners and operators of taxicabs are prohibited, (a) from charging a higher fare or an additionalfee for persons with disabilities than for persons80(1) Town of Aurora Licensing By-Law 4258-01.P, schedule 13 is revised to reflect these changes. 80(2) (3) The Manager of By-Law Enforcement has been notified of these requirements and has implemented the Page 125 of 264 2018– 2024Accessibility Plan7 General Accessibility and Accessibility for Ontarians with Disabilities Act Implementation PlanIn addition to the AODA requirements, the Town is continuouslyworkingto increase accessibility for residents and visitors by creating additional non-legislated initiatives that support the goals set by Council in accordance with the AODA. Examples of this work include: Audible Pedestrian Signals; Increased Way-finding signage, Hearing Assist in meeting rooms, and increased accessible retrofits relating to the Design of Public Spaces Standard (Built Environment). Legislated Goals Customer Service Maintain compliance with Accessible Customer Service Standard and continue to identify additional customer service enhancements as required: •Provide accessible Customer Service training to staff, volunteers and third parties; •Receive and respond to feedback about the manner in which goods or services are provided to persons with disabilities; and, •Provide notice of service disruptions. General Requirements Meet and maintain compliance with the AODA IASR General requirement: •Complete a review of all relevant Town of Aurora by-laws, policies, procedures and guidelines to reflect the requirements of the AODA Integrated Accessibility Regulation; •Ensure the procurement of Town goods, services, facilities and kiosks include accessibility criteria and features; and, •Provide training on the AODA Integrated Accessibility Regulation and the Human Rights Act to all employees, volunteers; all persons who participate in developing the organization’s policies; and all other persons who provide goods, services or facilities on behalf of the Town of Aurora. Employment Ensure the Town of Aurora’s employment policies and practices are inclusive of people with disabilities:Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR s. 80(1)COMPLIANTs. 80(2)COMPLIANTwithout disabilities for the same trip; (b) from charging a fee for the storage ofmobility aids or mobility assistive devices(2) Ensure that owners and operators oftaxicabs place vehicle registration andidentification information on the rear bumper ofthe taxicab.(3) Ensure that owners and operators oftaxicabs make available vehicle registration andidentification information in an accessible formatto persons with disabilities who are passengersrequirements. Revisions to By-Law 4258-01.P, schedule 13 have been made. Design of Public SpaceStandardsss 80.1 –80.5 Definition, Application and SchedulesRecreational Trails & Beach Access RoutesJanuary 1, 2016ONGOING80.6 –80.15 This applies to new constructed and redeveloped recreational trails that an obligated organization intends to maintain. Obligated organizations must consult with the public and persons with disabilities. Municipalities must also consult with their municipal accessibility advisory committees.The Town of Aurora will review and update current processes to make sure the accessibility requirements of the Design of Public Spaces Standards are applied where applicable, to new or redeveloped projects. The Town will update procurement procedures and guidelines, where needed, to reflect the requirements for public spaces. Town staff informedabout the public spaces requirements.The Town will consult with the public, persons with disabilities and Accessibility Advisory CommitteePage 126 of 264 2018 – 2024 Accessibility Plan 6 •Establishing guidelines pertaining to accessibility,that staff may consider in the review of site plans and subdivision agreements (i.e.,building accessibility, curb cuts on roadways,connectivity and barrier free path of travel);•Commenting on selected designated accessible parking, including:ensuring convenience to the entrance,properly identified and signed as designated accessible parking; reviewing the total number of designated accessible parking spots in relation to the total number of parking spaces in new develop ment; reviewing ways to improve the placement of existing designated parking within the Municipality;and suggesting ways to increase,wherever possible,on both public and private lands,the number of designated accessible parking spac es within the Municipality; •Commenting on the accessibility for persons with disabilities to a building, structure, or premises or part of a building,structure or premises that the Municipality purchases, contracts or significantly renovates or f or which a new lease is entered into (i.e.Aurora Town Hall, Joint Operations Centre & Aurora Family Leisure Complex); •Commenting on the proposed and existing by-laws ,s er vic es, pr actic es, programs and policies of the Municipality and how they relate to the general public, including persons with disabilities; •Commenting on how the needs of persons with disabilities can be better served through the Municipality’s purchasing of goods and services. •Monitoring f ederal and provincial government directives and regulations and advising Council regarding same; •Conducting research on accessibility issues; and, •Liaising with other municipalities,Region of York,and local stakeholder groups on accessibility and disability issues/interests.Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR Outdoor Public Use Eating AreasJanuary 1, 2016ONGOING80.16 –80.17 Obligated organizations,shall ensure that where they construct or redevelop outdoor public use eating areas that they intend to maintain, the outdoor public use eating areas meet the following requirements:1. A minimum of 20 per cent of the tables thatare provided must be accessible to personsusing mobility aids by having knee and toeclearance underneath the table and in no caseshall there be fewer than one table in anoutdoor public use eating area that meets thisrequirement.2. The ground surface leading to and undertables that are accessible to persons usingmobility aids must be level, firm and stable.3. Tables that are accessible to persons usingmobility aids must have clear ground spacearound them that allows for a forward approachto the tablesThe Town of Aurora will review and update current processes to make sure the accessibility requirements of the Design of Public Spaces Standards are applied where applicable, to new or redeveloped projects. The Town will update procurement procedures and guidelines, where needed, to reflect the requirements for public spaces. Town staff informed about the public spaces requirements.Outdoor Play SpacesJanuary 1, 2016ONGOING80.18 –80.20 When constructing new or redeveloping existing outdoor play spaces, obligated organizations, shall consult on the needs of children and caregivers with various disabilities and shall do so in the following manner: The Town of Aurora will review and update current processes to make sure the accessibility requirements of the Design of Public Spaces Standards are applied where applicable, to new or redeveloped projects. The Town will update procurement procedures and guidelines, where needed, to reflect the requirements for public spaces. Town staff informed aboutthe Page 127 of 264 2018– 2024Accessibility Plan5 Accessibility Advisory CommitteeThe Accessibility Advisory Committee, established November 2002, is a municipal requirement of the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). The Committee is comprised of a minimum of five (5) members, including: Three (3) members who are people with disabilities; One (1) Member of Council; and One (1) member who is a citizen volunteer, parent of a child with a disability, or professional from the stakeholder community. Accessibility Committee Members: •Tyler Barker – Chair •John Lenchak – Vice Chair •Councillor John Abel •Gordon Barnes •James Hoyes •Jo-anne Spitzer The purpose of the Accessibility Advisory Committee is to encourage and facilitate accessibility on behalf of all persons with disabilities by: promoting public awareness and sensitivity; encouraging co-operation among all service and interest groups to ensure an inclusive community for all persons; identifying and documenting relevant issues and concerns; improving access to housing, transportation, education, recreation, and employment which are all qualities of a five-star community; improving communication among all levels of government and serviceagencies to make recommendations regarding policy, procedure and legislation; to educate and champion needs that arise based on the Accessibility for Ontarians with Disabilities Act (2005); and recognizing that the needs of all persons, including persons with disabilities, are constantly changing. Duties and Functions of the Accessibility Advisory Committee The Committee assists Council by advising, reviewing, and making comments and recommendations of interest to/for people with disabilities, and dealing with community issues relevant to persons with disabilities. Some of the items reviewed by the Committee include: •Providing advice to Council each year regarding the preparation, implementation, and effectiveness of the municipal accessibility plan, and making recommendations on the outstanding accessible project list or items based on Council’s funding allocation for accessibility; •Providing advice to Council and Staff for compliance purposes as per the Accessibility for Ontarians with Disabilities Act (2005);Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR 1. Large organizations must consult with thepublic and persons with disabilities.2. Municipalities must also consult with theirmunicipal accessibility advisory committeesWhen constructing new or redeveloping existing play spaces that they intend to maintain,obligated organizations, other than small organizations, shall,(a) incorporate accessibility features, such assensory and active play components, forchildren and caregivers with various disabilitiesinto the design of outdoor play spaces; and(b) ensure that outdoor play spaces have aground surface that is firm, stable and hasimpact attenuating properties for injuryprevention and sufficient clearance to providechildren and caregivers with various disabilitiesthe ability to move through, in and around theoutdoor play spacepublic spaces requirements and is applying “Annex H” Accessibility Playground Guidelines.The Town will consult with the public, persons with disabilities and Accessibility Advisory Committee Exterior Paths of Travel80.21 –80.31 This applies to newly constructed and redeveloped exterior paths of travel that are outdoor sidewalks or walkways designed and constructed for pedestrian travel and are TheTown of Aurora updatedcurrent processes (i.e. Site Plan Manual) to make sure accessibility requirements of the Design of Public Spaces Standards are applied where applicable, to new or redeveloped projects. The Town updatedprocurement Page 128 of 264 2018 – 2024 Ac cessibility Plan 4 •Creating annual Accessibility events to highlight achievements and bringawareness to the importance of accessibility to Town services;•Meeting and maintaining compliance with all accessibility related legislation.Guiding Principles The guiding principles of the Town’s Accessibility Plan include: •Working consultatively with the Accessibility Advisory Committee and other community members to ensure the actions identified in the accessibility plan is responsive to the needs of the community; •Proactive and timely to meet the provincial compliance deadlines; •Fiscally responsible by using provincial tools, templates and guides where applicable; •Proactive to spread the cost of implementation over multiple years; •Seeking efficiencies by training all existing staff only once; •Ensuring that areas of accountability are clearly defined by implementing clauses by department; and, •Developing support tools and templates to assist staff with implementation . Structure and Governance The responsibility for the implementation of the AODA falls within the Town’s Corporate Services Accessibility Office. Accountability for the Integrated Accessibility Regulation is a shared responsibility with various departments. The Accessibility Office has overarching res ponsibility for ensuring that respective clauses are executed according to legislative requirements pertaining to the service they deliver. For example: •Accessible Taxis are led by Corporate Services; •Website compliance is led by Corpor ate Communications; •Employment requirements are led by Human Resources; •Information and communication Supports is led by Corporate Communications; •Procurement and Kiosks requirements are led by Financial Services; and, •Design of Public Spaces are led by Operational Services General clauses are led by the Corporate Services Department through the work of the Accessibility Office. Responsibilities of the Accessibility Office include, but are not limited to:development of the C orporate A cces sibility Plan, implementing legislative consultation process es , working with all levels of government on accessibility-related issues, developing and reviewing policy, creating training modules and materials, and reporting on progress to the Executive Leadership Team, Accessibility Advisory Committee, and Council on all compliance reporting to the Province of Ontario. Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR January 1, 2016COMPLIANTintended to serve a functional purpose and not to provide a recreational experience procedures and guidelines, where needed, to reflect the requirements for public spaces. Town staff informed about the public spaces requirements.Accessible ParkingJanuary 1, 2016COMPLIANT80.32 –80.39 Obligated organizations shall ensure that when constructing new or redeveloping off-street parking facilities that they intend to maintain, the off-street parking facilities meet the requirements set out in this PartThe Town of Aurora will review and update current processes (i.e. Site Plan Manual) to make sure the accessibility requirements of the Design of Public Spaces Standards are applied where applicable, to new or redeveloped projects. The Town will update Zoning By-law #2213-78 and designated disabled parking By-law 4574-04.T where needed, to reflect the requirements for public spaces. Town staff informed about the public spaces requirements.Obtaining ServicesJanuary 1, 2016ONGOING80.40 –80.43 Obligated organizations shall meet the requirements set out in this Part in respect of the following: 1. All newly constructed service counters andfixed queuing guides.2. All newly constructed or redeveloped waitingareas.The Town of Aurora will review and update current processes to make sure the accessibility requirements of the Design of Public Spaces Standards are applied where applicable, to new or redeveloped projects. The Town will update procurement procedures and guidelines, where needed, to reflect the requirements for public spaces. Town staff informed about the public spaces requirements.MaintenanceJanuary 1, 2016ONGOING80.44 obligated organizations, shall ensure that their multi-year accessibility plans include the following:The Town of Aurora highlights procedures in the multi-year accessibility plan detailing preventive and emergency maintenance (inspection checklist sheets) of accessible elements for the design of public spaces. This includes procedures for dealing with temporary disruptions.Page 129 of 264 2018– 2024Accessibility Plan3 IntroductionStatement of CommitmentThe Town of Aurora is committed to providing equitable treatment to people with disabilities with respect to the use and benefit of Town programs, services and facilities. The Town seeks to identify and remove barriers to accessibility and prevent the creation of new barriers. The Town is working to provide services in a manner that respects the dignity and independence of all Aurora citizens, our employees and visitors. The Town of Aurora is equally dedicated to ensuring that all AODA legislated obligations are met in a timely manner and that compliance with these standards is maintained. Background The purpose of the Town of Aurora’s Accessibility Plan is to demonstrate how the Town will be implementing the legislative requirements of the Ontarians with Disabilities Act (ODA) (2001), the Accessibility for Ontarians with Disabilities Act (2005) and to manage compliance with emerging AODA regulations related to the Corporation of the Town of Aurora. In addition, the Town recognizes that there is also a need for innovation outside of the legislation, and that additional initiatives are required to either prepare for forthcoming legislationor (in some cases)to work beyond the legislation to meet resident’s accessibility needs. The Town also recognizes that achieving these objectives requires a corporate-wide approach in order to identify, remove, and prevent barriers for residents, employees, and visitors. Over the past several years, the Town of Aurora has undertaken a number of initiatives aimed at ensuringthatthe municipality remains as inclusive and barrier-free as possible. These include, but are not limited to: •Developing Town of Aurora Accessibility Plans annually as part of the requirements of the Ontarians with Disabilities Act 2001 (ODA); •Creationof a fully inclusive, accessible “Queen’s Diamond Jubilee Park” •Providing Accessible Formats; •Investing nearly $1,000,000 on accessibility retrofits in Town facilities, programs and services since 2002; •Creating an accessible taxi training program; •Training over 500 Town employees, volunteers, community partners and Town contractors on Accessibility, AODA and Human Rights; •Providing Accessible Customer Service training to all staff beyond AODA parameters. •Installing Audible Pedestrian Signals at main Town intersections;Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR 1. Procedures for preventative and emergencymaintenance of the accessible elements inpublic spaces as required under this Part.2. Procedures for dealing with temporarydisruptions when accessible elements requiredunder this Part are not in working orderCustomer ServiceStandardsss 80.45Scopeandinterpretation Establishment ofPoliciesJanuary 1, 2010COMPLIANT80.46 Every provider shall develop, implement and maintain policies governing its provision of goods, services or facilities, as the case may be, to persons with disabilitiesThe Town of Aurora has documented Policy #63 Accessible Customer Service that governs provisions of goods, services or facilities to persons with disabilities. Use of Service Animals and Support PersonsJanuary 1, 2010COMPLIANT80.47 (2) If a person with a disability is accompanied by a guide dog or other service animal, the provider shall ensure that the person is permitted to enter the premises with the animal and to keep the animal with him or her, unless the animal is otherwise excluded by law from the premises.The Town of Aurora ensures access of all patrons to any municipalfacility with use of assistivedevices, service animals and support persons. Any support person, use of service animal and/or assistive devices are not charged a fee for the assistance for the person with a disability.Page 130 of 264 2018 – 2024 Acc essibility Plan 2 Message from the Chair of the Accessibility Advisory CommitteeIt is my pleasure, on behalf of the Accessibility Advisory Committee, to present the 2018-2024 Accessibility Plan f or the T own of Aurora. This committee is dedicated t o working with local members of Town Council, as well as members of the community, to further inclusion and barrier-free access in our town. In the words of former Lt. Governor David Onley, “accessibility is not a privilege, it is a right.” This report will review some of th e Town of Aurora’s recent achievements in improving accessibility. These include such projects as: installation of automatic door openers, increased accessibility in the Town Hall Council Chambers and the opening of the fully accessible Queen’s Diamond Jubilee Park. Looking to the future, our goals include: making the best use of the Internet to provide the community with information and the opportunity to provide feedback, and improving communication signage throughout Aurora relatin g to accessibility ser vices in T own facilities. The Town of Aurora has an opportunity to move beyond simple compliance with legislation, and demonstrate leadership throughout all of York Region. This committee pledges itself to this goal of a truly open,accessible, and inclusive Aurora. Yours Sincerely, Tyler Barker , Chair Accessibility Advisory Committee Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR (4)If a person with a disability is accompaniedby a support person, the provider shall ensurethat both persons are permitted to enter thepremises together and that the person with adisability is not prevented from having access tothe support person while on the premisesNotice of Temporary DisruptionsJanuary 1, 2010COMPLIANT80.48If, in order to obtain, use or benefit from a provider’s goods, services or facilities, persons with disabilities usually use other particular facilities or services of theprovider and if there is a temporary disruption in those other facilities or services in whole or in part, the provider shall give notice of the disruption to the publicThe Town of Aurora provides Notice of Service disruptions for any good, service, and/or facility that is disrupted. This is accomplished through templates for hard copy, press release and on-line distribution.Training for Staff, etc.January 1, 2010COMPLIANT80.49 In addition to section 7, Every provider shall ensure that every employee, volunteer, third part contractorreceive training about the provision of the provider’s goods, services or facilities, as the case may be, to persons with disabilitiesAll employees, volunteers, and third party contractors receive Accessible Customer Service training. Information regarding the Accessibility for Ontarians with Disabilities Act included in Town orientation which is provided to every Town of Aurora employee. Additional training on specific elements ofAccessible Customer Service include assistive devices, support animals, support persons, notice of service disruptions and processes for feedback.The Town of Aurora has a protocol in place for managing employee training records.Page 131 of 264 2018– 2024Accessibility Plan1 Message from StaffThe Town of Aurora is dedicated to the continuous improvement ofaccessibility within the community, and achievingthe goals set by the Accessibility for Ontarians with Disabilities Act (AODA). The 2018-2024Town of Aurora Accessibility Plan outlines new accessibility initiatives, profiles past achievements which have improved accessibility, and reflects the Town’s commitment to the successful implementation of the AODA standards. By working closely with Aurora’s 2015-2018 Accessibility Advisory Committee, the Town of Aurora will acquire a better understanding of what residents and businesses have to say about the services we deliver. In addition to this important feedback, prioritization has been given to legislative and non-legislative initiatives helping further shape the 2018-2024Accessibility Plan. Moving forward, the Town of Aurora has built a solid foundation that will allow the municipality to advance and strengthen its commitment to improving accessibility for all. The Town is committed on continuously meeting standards for Information & Communication, Employment, Transportation, Design of Public Spaces, and Customer Service.By developing initiatives in these key areas, Aurora continues to identify, remove and prevent barriers that create a more inclusive community to live, work, and play. If you have questions, comments, or concernsabout accessibility within the Town of Aurora, please feel free to contact me at 905-727-3123 ext. 4392or at accessibility@aurora.ca Sincerely, Ivy Henriksen Manager of Access Aurora, Customer Service Appendix C – Town of Aurora Implementation Plan 2018-2024 Accessibility for Ontarians with Disabilities ActIntegrated Accessibility Standards, Ontario Regulation 191/11 IASR Feedback Process RequiredJanuary 1, 2010COMPLIANT80.50 Every provider shall establish a process for receiving and responding to,(a)feedback about the manner in which itprovides goods, services or facilities to personswith disabilities; and(b) feedback about whether the feedbackprocess established for purposes of clause (a)complies with subsection (3)The Town of Aurora provides avenues for processes of feedback. All customer service counters provide feedback forms. Corporate Website provides electronic options for feedback among others. Feedback is processed with Accessibility Advisor and documented for follow-up and any action deemed necessary.Format of Documents January 1, 2010COMPLIANT80.51 If a provider is required to give a copy of a document to a person with a disability, the provider shall, on request, provide or arrange for the provision of the document, or the information contained in the document, to the person in an accessible format or with communication support,(a)in a timely manner that takes into accountthe person’s accessibility needs due todisability; and(b) at a cost that is no more than the regularcost charged to other personsThe Town of Aurora provides alternative formats and communication supports to persons with disabilities at no additional charge and in a timely fashion taking in account with the person’s accessibility needs. Notice is provided on corporate documents and on the website. Page 132 of 264 Legisl ated Requirements ..................................................................................................16 General ........................................................................................................................16 Accessible Customer Service Standard .........................................................................16 Employment Standard ..................................................................................................16 Information & Communications Standard .......................................................................16 Transportation Standard ...............................................................................................17 Design of Public Spaces Standard ................................................................................17 Accessibility Features and Assistive Devices Available at Various Town of Aurora Facilities 18 Aurora Town Hall ..........................................................................................................18 Aurora Family Leisure Complex ....................................................................................18 Aurora Seniors Centre ..................................................................................................19 Aurora Community Centre ............................................................................................20 Aurora Cultural Centre ..................................................................................................20 Aurora Public Library ....................................................................................................20 Joint Operations Centre ................................................................................................21 Stronach Aurora Recreation Complex ...........................................................................21 Accessibility Plan Feedback Form ........................................................................................23 Appendix A – Complete Accessibility Items ..........................................................................24 Appendix B –Recommended Accessibility Items 2018 –2024 ...........................................44 Appendix C –IASR Implementation Plan 2018 –2024 .......................................................52 Contact Information Town of Aurora Corporate Ser vices 100 John West W ay,Box 1000 Aurora, Ontario L4G 6J1 Phone: 905-727-3123 Toll free: 1-800-269-3753 E-mail:accessibility@aurora.ca W ebsite:www.auror a.ca/accessibility This document is available in an Accessible Alternate Format by r equ est. 2018 –2024 Accessibility Plan Legisl ated Requirements ..................................................................................................16 General ........................................................................................................................16 Accessible Customer Service Standard .........................................................................16 Employment Standard ..................................................................................................16 Information & Communications Standard .......................................................................16 Transportation Standard ...............................................................................................17 Design of Public Spaces Standard ................................................................................17 Accessibility Features and Assistive Devices Available at Various Town of Aurora Facilities 18 Aurora Town Hall ..........................................................................................................18 Aurora Family Leisure Complex ....................................................................................18 Aurora Seniors Centre ..................................................................................................19 Aurora Community Centre ............................................................................................20 Aurora Cultural Centre ..................................................................................................20 Aurora Public Library ....................................................................................................20 Joint Operations Centre ................................................................................................21 Stronach Aurora Recreation Complex ...........................................................................21 Accessibility Plan Feedback Form ........................................................................................23 Appendix A – Complete Accessibility Items ..........................................................................24 Appendix B –Recommended Accessibility Items 2018 –2024 ...........................................44 Appendix C –IASR Implementation Plan 2018 –2024 .......................................................52 Contact Information Town of Aurora Corporate Ser vices 100 John West W ay,Box 1000 Aurora, Ontario L4G 6J1 Phone: 905-727-3123 Toll free: 1-800-269-3753 E-mail:accessibility@aurora.ca W ebsite:www.auror a.ca/accessibility This document is available in an Accessible Alternate Format by r equ est. 2018 –2024 Accessibility Plan 2017 – 2023 Accessibility Plan Notes ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 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133 of 264 The Town of Aurora respects the core principles of independence, dignity, integration and equal opportunity. We are committed to providing those with disabilities equal access to Town services and programs. Questions or comments regarding this Accessibility Plan or accessibility matters can be sent to: The Town of Aurora 100 John West Way, Aurora, ON L4G 6J1 accessibility@aurora.ca • aurora.ca/accessibility • 905-727-1375 THIS DOCUMENT IS AVAILABLE IN ALTERNATE FORMATS UPON REQUEST Page 134 of 264 Town of Aurora, Corporate Services 2018 – 2024 Accessibility PlanPage 135 of 264 Town of Aurora, Corporate Services2018 – 2024 Accessibility PlanOur Commitment The Town of Aurora celebrates its growing and diverse population as a source of strength, vitality and economic opportunity, and is committed to improving opportunities for people with disabilities. The development of the Town of Aurora’s Accessibility Plan illustrates how the Town will be implementing the legislative requirements of the Accessibility for Ontarians with Disabilities Act, 2005 (A.O.D.A), by identifying, removing, and preventing barriers for residents, employees, and visitors.The Town of Aurora is committed and guided by the four principles of:•Dignity•Independence•Integration•Equal OpportunityPage 136 of 264 Town of Aurora, Corporate Services2018 – 2024 Accessibility PlanAbout the A.O.D.AIn 2005, the Government of Ontario passed the Accessibility for Ontarians with Disabilities Act, 2005 (A.O.D.A) with the goal of making Ontario accessible by 2025. The A.O.D.A requires organizations to meet standards of accessibility in the areas of:•Customer Service•Information and Communications •Employment •Transportation•Design of Public SpacesOn December 18, 2019, the Corporation of the Town of Aurora indicated to the Ministry for Seniors and Accessibility that it is compliant with all standards except the Information and Communications Standard due to issues with the Town’s website. Page 137 of 264 Town of Aurora, Corporate Services2018 – 2024 Accessibility PlanOn-Going Compliance: Website and Web ContentThe Information and Communications Standards of the A.O.D.A lists rules for organizations to create, provide, and receive information and communications that people with disabilities can access. To be compliant the Corporation of the Town of Aurora must make their internet websites and web content conform to the World Wide Web Consortium Web Content Accessibility Guidelines (W.C.A.G), initially at Level A by January 1, 2014, and increasing to Level AA by January 1, 2021. On October 16, 2020, the Ministry for Seniors and Accessibility approved a working plan that will bring the organization into compliance by June 30, 2021. The compliance plan indicates action items and due dates to ensure that documents, websites and media content are managed in a compliant and systematic way. To date Corporate Services has created a new policy, guidelines to accessible communication, corporate stationaries, templates, and educational resources to lead staff to effective implementation and information that is accessible to all individuals.Page 138 of 264 Town of Aurora, Corporate Services2018 – 2024 Accessibility PlanHighlights from 2019 and 2020•The creation of the Stronach Aurora Recreation Complex Sensory Pathway, aimed at giving proprioceptive sensory input to help kids stay calm and regulate their bodies;•Purchase of “mobi-mats” to provide roll-out portable pathways to create a barrier-free exterior path of travel at special events in outdoor settings;•Installation of a modern pool hoists and platforms at the Stronach Aurora Recreation Complex that are in line with universal design principles.Page 139 of 264 Town of Aurora, Corporate Services2018 – 2024 Accessibility PlanHighlights from 2019 and 2020•Installation of adult change tables at the Stronach Aurora Recreation Complex and Aurora Family Leisure Complex to create optimal conditions for support persons as well as a high level of comfort and safety for the user;•Construction of a pathway lighting system along Tim Jones Trail between the Aurora Seniors Centre and the Aurora Family Leisure Complex;•Inductions loops installed at customer service desks at Town Hall, Stronach Aurora Recreation Centre, Aurora Family Leisure Complex, Aurora Seniors Centre and the Joint Operations Centre to assist individuals with hearing impairments;Page 140 of 264 Town of Aurora, Corporate Services2018 – 2024 Accessibility PlanFocus in 2021•Audible Pedestrian Signals installed to advice individuals who are visually impaired when they have the right-of-way to cross at a signalized intersection and in which direction they may cross the intersectionoYonge Street and Kennedy•Facility Accessibility Design Standards to incorporate the applicable requirements of the A.O.D.A Integrated Accessibility Standards Regulation and the new Ontario Building Code requirements as they relate to accessibility to create one document where all accessibility provisions can be easily found, understood and applied. These standards will be applied to all new and/or renovated Town owned, leased or operated facilities;•Construction of a ramp from the West exit of the Aurora Seniors Centre to provide a barrier-free path of travel to the outdoor amenities. Project will include the installation of door operators;•Continued development of the information and communications program, including PDF software and document remediation in accordance with the Web Content Accessibility Guidelines (W.C.A.G).Page 141 of 264 Town of Aurora, Corporate Services2018 – 2024 Accessibility PlanNext StepsThe Town of Aurora is committed to providing equitable treatment to people withdisabilities with respect to the use and benefit of Town programs, services and facilities. The Town seeks to identify and remove barriers to accessibility and prevent the creation of new barriers.As per the requirements of the Integrated Accessibility Standards Regulation an updated 2022 to 2026 Accessibility Plan will be presented to Council by years end. Page 142 of 264 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. FIN 21-0 16 _______________________________________________________________________________________ Subject: Automated Water Meter Antenna System Prepared by: Elizabeth Adams-Quattrociocchi, Manager Financial Reporting & Revenue / Deputy Treasurer Department: Finance Date: April 20, 2021 _______________________________________________________________________________________ Recommendation 1. That Report No. FIN21-016 be received; and 2. That the condition on the approval of Capital Project No. 43055 – Advanced Metering Infrastructure in the amount of $1,677,000 be lifted and the project proceed; and 3. That a single source contract be awarded to WAMCO in the amount of $1,533,000, excluding taxes. Executive Summary This report provides further information on the benefits of moving forward with the automated water meter antenna system. The water meter replacement program has already started rolling out some of the technology needed for this project Water consumption reads will automatically be collected on hourly intervals and stored in a database The system will provide the ability to improve customer service and resolve concerns The system and staff will be able to proactively notify customers when a leak is happening Page 143 of 264 April 20, 2021 2 of 9 Report No. FIN21-016 Water meter read errors can be resolved quickly to reduce the need to estimate water bills Residents will be able see their consumption and set up notifications through a customer portal The new technology will streamline internal processes The technology remains competitive in the industry A single source contract will ensure consistency with existing water meter infrastructure Background The advanced metering infrastructure project was first brought forward to Council for consideration in the 2019 budget. It was conditionally approved at that time with an understanding that a report would be brought forward further explaining the benefits of this project. The Town started moving towards the automated antenna meter reading technology in 2011 by requesting approval for a pilot program, which successfully tested the technology of 50 meters in 2014. The second step was the start of the water meter replacement program which started in 2014 with the planned annual replacement of roughly 1000 meters. The automated water meter antenna system is the final step in this initiative. Currently, all meters are being read using handheld devices that need to be held up to each meter’s touchpad that is located outside each residence to receive a consumption read at a point in time. The device holds the information which is then manually downloaded in the form of a report file that is then manually loaded into the financial system. The proposed automated water meter antenna system includes the infrastructure required to support the radio read system. This includes the Meter Transceiver Unit (known as an MXU) which will be installed on all meters and a system to store data on a Regional Network Interface. This system then provides an analytical dashboard for the data and an online portal for water customers to monitor their consumption. Page 144 of 264 April 20, 2021 3 of 9 Report No. FIN21-016 Analysis The water meter replacement program has already started rolling out some of the technology needed for this project The Town has a water meter replacement program that is currently underway. The program includes adding the MXU at the time the meter is being replaced. The MXU is also included in all meters which are being installed on new developments. Roughly 55 percent of meters in the town now include the MXU. This technology allows automated reads of consumption data via an antenna system as opposed to the touch pad technology that is currently being used. This project will add the MXU to all remaining meters including older meters which have yet to be replaced under the replacement program. This means in the future when a meter is scheduled to be replaced the MXU will be transferred over to the new meter. Water consumption reads will automatically be collected on hourly intervals and stored in a database The installation of the radio read (MXU) technology will allow the Town to move from the historic remote reading device that is located outside a residence that requires an individual to touch it with a handheld device to receive a water consumption reading at a specific date and time to radio reads that can occur at any interval day and time. The radio read (MXU) technology will automatically collect consumption data at hourly intervals from the meters and will transmit the data to be stored in a centralized database. This database is in a secure Canadian location that is monitored 24/7 and has controls to safeguard the data that is verified by quarterly third-party audits and security testing by certified cyber security partners. The use of a data center in a geographic location separate from the Town eliminates the need to maintain a separate disaster recovery plan. The data collected and maintained in the centralized database does not include any personal information of property owners; the data is comprised of meter identification codes and consumption history from the meter reads. The system securely stores all collected data allowing for an ability to analyze this data by looking at the details graphically, notify the Town of issues and track consumption over time. This is a powerful analytical tool that the Town can use to proactively address water consumption issues. Page 145 of 264 April 20, 2021 4 of 9 Report No. FIN21-016 The system will provide the ability to improve customer service and resolve concerns Currently, water consumption reads are collected at a point in time on a quarterly basis for residential customers and a bi-monthly basis for commercial customers. Each water invoice issued by the Town includes the water consumption that flowed through the meter, being the difference between the prior invoice meter read and the current meter read calculating the consumption for the applicable billing period. In this environment the Town does not have any means to assist the residents in identifying the reason for high consumption on their bill or in real-time. The detection occurs as the result of a high bill after the fact. The costs of the increased consumption is the burden of the resident to bare. Analytical review of the accounts allows the Town to assist a resident in explaining or detecting the cause of the increased consumption but in no way provides any relief for the high water invoice. With the new technology, hourly consumption data would allow the Town to provide an improved service level to the customers and be preventative as opposed to reactive in dealing with high consumption issues. Every single billing cycle includes a handful of bills that include above average water consumption usage. The analytics available to the Town with this new system will allow staff to review account activity in real time, set notifications of anomalies and take preventative action contacting residents to advise of potential issues. They will also be able to identify the period of when higher water consumption occurred down to the day and hour. The system and staff will be able to proactively notify customers when a leak is happening Many times, the high consumption is due to a leak in the household. This could include a leaky toilet, dripping tap, or a broken sprinkler system among other issues. This technology will notify the Town if a potential leak is happening in the home. Now rather than the resident having a leak for three months and receiving a high bill, the Town can notify the resident to check when the leak is happening. A leaky toilet can result in additional water usage of 600 cubic meters or $2,800 on their bill for a one month period. Water meter read errors can be resolved quickly to reduce the need to estimate water bills Currently, the Town can only identify water meter read errors in the same intervals as the billing cycles, quarterly and bi-monthly in a reactive manner. The causes include broken meters, malfunctioning touch pads or wiring issues that may have occurred Page 146 of 264 April 20, 2021 5 of 9 Report No. FIN21-016 anytime between the current and prior meter read. The result is the Town needs to estimate the consumption for a water bill based on prior history when available and average rate that is then adjusted in the future based on future consumption. The current process presents a risk to the Town that we may not recover the cost of all water consumption. The Town staff invest a significant amount of time analyzing accounts to develop a reasonable and fair methodology to estimate water consumption when a meter read is not available. This does not prevent residents from disputing the resulting invoice and staff resources that are required during discussions and further investigation. In some cases, the settlement of the bill between the resident and the Town can result in the customer being underbilled and the burden of these costs are ultimately transferred to other rate payers. With the automated read technology in place the Town will be notified immediately when a meter is not reading. Then staff can monitor the meter to see if the consumption returns or notify the customer to determine if there is an issue with the meter. Residents will be able see their consumption and set up notifications through a customer portal This new technology includes the implementation of a customer portal. Residents will have the ability to create an account that will allow them to access the real-time information on their water consumption. This option will reinforce the idea that the resident is ultimately responsible for the water consumption on their property while also giving them the ability to monitor their consumption. Currently the only way to access account information is by calling or emailing the Town. The portal provides analytics related to the water consumption including (but not limited to) high consumption notifications, usage trends, upcoming bill dates and graphics to assist with understanding of the information being presented. Having this information available increases the transparency of the Town’s water service and empowers customers manage water consumption that is within the means of their budgets. The new technology will streamline internal processes Currently, when quarterly or bi-monthly consumption reads are received by Finance staff the information is reviewed and accounts that have zero or no reads are sent to the Operational Services department for investigation. With the new system in place the Operational Services department will be able to monitor the meters with no or zero reads, understand how long they have been not reading and then determine the next Page 147 of 264 April 20, 2021 6 of 9 Report No. FIN21-016 steps for repairing or replacing the meter. This will remove the requirement for billing staff to inform them of issues as information will be readily accessible to them. They will also be able to act on issues earlier than waiting for the billing cycle to complete. The Town currently contracts a service to collect the manual reads from touch pads. This service costs the Town $65,000 per year. With the automated read technology in place this service will no longer be required. Each year Access Aurora and Finance staff are addressing more and more questions about water accounts via email and phone. Currently staff have limited information that we are able to provide to help customers with their questions. With the new system in place residents will be able to view their consumption data online and see what the Town staff see. This self-service should provide better customer service and also reduce the number of emails and calls that need to be responded to by staff. In Finance this will enable staff to perform more value-added activities such as analysis of water consumption and proactively contacting customers that may be experiencing high consumption. The technology remains competitive in the industry The lifespan of the water meters and technology is 20 years with 15 years of full warranty. Sensus strives to keep the technology competitive by annually reinvesting 10% of revenues into research and development in addition to continually evaluating new technologies as they become available. Sensus currently has the most fixed base networks in North America making them a leader compared to the competition. The following are the municipalities that are using or moving towards using this technology: City of Barrie – 11 years Wasaga Beach – 12 years Penetanguishene – 13 years Town of Newmarket – in process of deploying Halton Region – in process of deploying A single source contract will ensure consistency with existing water meter infrastructure Sensus is the meter manufacture that is used by the Town. They are one of two water meter providers widely used by all municipalities. The proposed automated water meter antenna system is compatible with the current inventory of meters the Town uses. Page 148 of 264 April 20, 2021 7 of 9 Report No. FIN21-016 WAMCO is the only authorized distributor for Sensus meters for the Town and they have the only automated read technology which is compatible with the Town’s current water meter infrastructure. Advisory Committee Review None Legal Considerations The Town’s Procurement By-law requires that sole source awards over $100,000 be approved by Council in order for staff to proceed with the proposed procurement. An agreement will be entered into with the vendor for the services and will be reviewed by Legal Services. Financial Implications The estimated capital cost for this project is less than the conditionally approved budget spending authority of $2 million. This is a direct result of the progress of the water meter replacement project which has increased the number of water meters that have MXUs. The recommended budget spending authority for this project can be reduced by $323,000 to $1,677,000, which will be funded from the water services reserve. Table 1 presents a summary of the estimated capital costs for this project. Table 1 Estimated Capital Costs Item Cost ($) Automated Radio Read Technology Installation (Approximately 8500 meters) 1,301,000 Infrastructure including Base Station, Technology Set up and Training 179,000 Customer Portal Set up & Training 42,000 Contingency (10%) 155,000 Total Capital Cost 1,677,000 Page 149 of 264 April 20, 2021 8 of 9 Report No. FIN21-016 The on-going net incremental operating costs for the automated radio read framework are estimated to be approximately $50,000 per year after the savings from no longer needing to contract services to manually read the meters. A break-down of the estimated annual operating costs and resultant savings for the first five years are presented in Table 2. Table 2 Estimated Net Operating Costs Item Year 1 Cost ($) Year 2 Cost ($) Year 3 Cost ($) Year 4 Cost ($) Year 5 Cost ($) Annual Regional Network Interface Fee 46,000 49,000 51,000 53,000 55,000 Analytics Annual Fee 35,000 37,000 39,000 41,000 43,000 Customer Portal Annual Fee 9,400 9,700 10,000 11,000 12,000 ISED Site License Fee 10,000 10,000 10,000 10,000 10,000 Annual Base Station Maintenance 12,000 12,000 12,000 12,000 12,000 Total Additional Operating Costs 112,400 117,700 122,000 127,000 132,000 Operational Savings (65,000) (66,300) (67,700) (69,100) (70,500) Net Incremental Additional Operating Costs 47,400 51,400 54,300 57,900 61,500 This incremental cost is equal to an increase of $0.009 per cubic meter of water usage. Based on the average consumption per household, this is equal to an increase of $1.95 per year. This is significantly less than the cost of a water leak which can result in water bills being hundreds of dollars higher than normal. Communications Considerations There are both internal and external components to the communications associated with the rollout of this project. From an external communications perspective, a comprehensive campaign will be developed and implemented to inform residents of the new system and as the customer portal becomes available for use. The campaign will Page 150 of 264 April 20, 2021 9 of 9 Report No. FIN21-016 include direct mail as well as broader based messages in both traditional and digital media. Link to Strategic Plan Strategic Plan Goal of Supporting an Exceptional Quality of Life for All Objective 2: Invest in Sustainable Infrastructure, develop and implement a technology plan to improve the Town’s efficiency in providing service. Alternative(s) to the Recommendation 1. Council provide direction. Conclusions In conclusion, the Town should proceed with the automated water meter read technology and antenna system with a single source contract to WAMCO. This will improve the Town’s ability to provide better customer service to all water customers, proactively address high water consumption and streamline internal processes. Attachments Attachment 1: Capital Project Budget Sheet Previous Reports None Pre-submission Review Agenda Management Team review on April 1, 2021 Approvals Approved by Rachel Wainwright-van Kessel, B.Math, CPA, CMA, Director, Finance Approved by Doug Nadorozny, Chief Administrative Officer Page 151 of 264 Town of Aurora Capital Projects Project Department Version Year 43055 Advanced Metering Infrastructure (Conditionally Approved 2021) Financial Services Final Approved Budget 2021 TARGET START DATE AND END DATE: Use format Q4 2017 - Q1 2018 January 2021 July 2022; the project is being brought forward for reconsideration as it was conditionally approved pending further information to Council. 2021 Budget Authority Conditionally approved. Staff to submit report to council. Provide a brief overview of the project and include the key goals, objectives and performance measures. The project involves the purchase of an antenna meter reading system through the installation of radio transmitters and base station infrastructure that will transmit water consumption data in real time to a secured off-site centralized database location. The investment in this initiative will improve the water billing data handling, accuracy, timeliness and enhance the customer service experience. Provide the reasons the project should be approved and what will be the impact of the project to service levels. In 2015 and each year since then, Council approved funding to undertake a meter change out program, changing our old meters to new digital meters. Moving to a radio read system will enable hourly data reading to be captured and will assist with identifying major water consumption changes as well as helping customers understand consumption patterns. Staff will continue to focus on the core functions of account administration, billing and collections but will be able to alert customers to significant consumption changes earlier during the pre-billing process. There will be a significant improvement to the level of customer service that Town will be able to provide to its residents with the implementation of this infrastructure and the related technology. Currently, water billing for residential customers occurs on 3 month cycles and for commercial customers on 2 month cycles. If a customer has an undetected water leak at the beginning or in the middle of the cycle the customer is required to pay for the costs of the consumption regardless of the cause. The leak can go undetected for potentially 3 months resulting in an extremely high water bill. Currently, every billing cycle include an account in which this occurs. Hourly meter reads would give the Town and the residents the ability to monitor water consumption in a timelier manner and gain the ability to correct or fix leaks preventing a high water bill. Currently, faulty meters are detected when the meters are read for each billing cycle. As a result, the Town issues estimated water bills until the meter can be fixed or replaced. Having daily consumption reports would allow the Town to investigate faulty meters more proactively reducing the amount of Financial Information Budget 10-Year Plan Previously Approved Budget Capital Budget Authority Budget Change Actuals to Dec 31/2019 2020 Forecast 2021 2022 2023-2030 Expenditures Estimated Expenditures EQUIPMENT - OTHER 2,000,000 1,500,000 500,000 2,000,000 2,000,000 1,500,000 500,0002,000,000 2,000,000 1,500,000 500,0002,000,000Expenditures Total Funding Infrastructure Sustainability Reserves WATER & SEWER CONTRIBUTION 1,500,000 500,000 1,500,000 500,000 1,500,000 500,000Funding Total Attachment 1 Page 152 of 264 Town of Aurora Capital Projects Project Department Version Year 43055 Advanced Metering Infrastructure (Conditionally Approved 2021) Financial Services Final Approved Budget 2021 estimated bills being issued. Explain the benefits of the project which could include Citizen/Client, compliance, financial, internal, learning & growth or utility benefits. The proposed antenna meter reading system will provide customers the opportunity to consider conservation efforts through viewing consumption patterns via a customer portal. In addition, those customers with digital meters will be able to receive leak detection alerts. The Town can pro-actively investigate faulty meters reducing the risk of unrecovered costs of water consumption. Please provide an explanation of what the outcomes would be if the project was not approved. If the project is not approved, the Town would continue to rely on the current contract meter readers and would not be able to provide the enhanced customer service. Residents would only have the option to connect with the Town staff to get any information relating to water consumption and depending on the timing of the request the consumption may not even be available if the manual read has yet to occur. Page 153 of 264 © 2020 Sensus. All rights reserved.Sensus Overview – Customer Portal and AnalyticsWAMCO/SENSUS© 2019 Sensus. All rights reserved.Page 154 of 264 •FlexNet®is a long-range radio network the provides a scalable and reliable two-way communication infrastructure using primary use radio spectrum, smart meters and sensors which transmit and receive data through the network.FlexNet®: What is itPage 155 of 264 Sensus Analytics:•Application platform designed by Sensus to unlock the power of the information being collected through your FlexNet AMI System.•While Sensus Analytics serves the purpose of a traditional MDMS in many ways including basic reporting and providing data to utility billing, the focus is more on creating a platform to drive intelligent analysis & decision making on the treasure trove of data from a FlexNet empowered utility.•Through our iterative analytics methodology, we have created a series of applications & tools to help utilities maximize their investment and drive efficiencies beyond just meter reading & billing.•Applications are focused on Actionable Outcomes, helping utilities to build processes around their data and empower utility employees to do more with data.3Page 156 of 264 Customer Portal – Landing Page4Page 157 of 264 Customer Portal – Usage Details5Page 158 of 264 Customer Portal – Meter Info6Page 159 of 264 Customer Portal – Alert Setup7Page 160 of 264 Sensus Analytics: Application Based8Page 161 of 264 Sensus Analytics: Device Access9Page 162 of 264 Sensus Analytics: Meter Insight10Page 163 of 264 Sensus Analytics: Alarm Insight11Page 164 of 264 Sensus Analytics: Billing Access12Page 165 of 264 ?Questions?13Page 166 of 264 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. CAO21 -005 Subject: Update on the Communications and Community Engagement Strategy 2018-2021 Prepared by: Eliza Bennett, Interim Manager of Corporate Communications Department: Office of the Chief Administrative Officer Date: April 20, 2021 Recommendation 1. That Report No. CAO21-005 be received; and 2. That a new Communications Strategic Plan 2022-2025 be presented to Council by end of year 2021 for approval. Executive Summary The purpose of this report is to provide an update to the Communications and Community Engagement Strategy 2018-2021. It provides an overview of the major outcomes of the Strategy, as well as a summary of next steps. The Strategy was established in 2018 with recommendations for actions to be implemented through to 2021 The Communications and Community Engagement Strategy established nine main objectives designed to address opportunities for enhanced communications The Strategy identified 22 recommendations for action, of which 19 have been implemented to date The Town has increased opportunities for public engagement The Town has built on successful communication channels with diverse audiences Page 167 of 264 April 20, 2021 2 of 10 Report No. CAO21-005 The Town has expanded its capacity for telling the story of the Town of Aurora The Town’s new website provides a platform for sharing up-to-date and relevant municipal information Communications has been a critical partner in the Town’s COVID-19 response The Communications Division has established new ways of working to build better and more business-like relationships with departments With the term of the Communications and Community Engagement Strategy coming to a close, the Communications Division will bring forward a new strategy Background The Communications and Community Engagement Strategy was established in 2018 with recommendations for actions to be implemented through to 2021 The Communications and Community Engagement Strategy was developed in 2018 to provide a framework for improving the way the Town communicates with members of the community and other stakeholders. The Strategy recommended a number of actions for the Town to implement between 2018 and 2021. Analysis The Communications and Community Engagement Strategy established nine main objectives designed to address opportunities for enhanced communications The nine objectives identified in the Strategy to enhance communications from the Town are as follows: Create opportunities for customization and personalization in communication Improve consistency and clarity in communications Leverage the technology preferences of our community Promote brand recognition Increase opportunities for two-way communication Build diversity awareness and capacity Improve capacity to proactively respond to issues and tell our stories Continue to use targeted print communications Ensure policies and procedures are consistent with intended outcomes Page 168 of 264 April 20, 2021 3 of 10 Report No. CAO21-005 The Strategy identified 22 recommendations for action, of which 19 have been implemented to date Of the 22 recommendations, 19 have been implemented to date. Those recommendations with a green status are those that have been completed. Recommendations Status Develop news portal subscription service Create a public knowledge base Grow social media presence Increase use of video Online advertising Social media ambassador program Digital kiosk/charging stations Extension of PlaceSpeak pilot Expansion of ongoing in-person community engagement Pop-up Town Hall meetings Improve mobile accessibility Update brand guidelines Relationship-building with community groups Communications and Community Engagement Policy Relationship-building with faith and cultural leaders Ongoing Diversity messaging Translated advertising Media/social media monitoring Community impacts assessment tool Page 169 of 264 April 20, 2021 4 of 10 Report No. CAO21-005 Share good news stories Tax bill inserts Bi-annual mailer to registered subscribers Monthly digital newsletter This report provides an overview of the major outcomes and successes of the Strategy. The Town has increased opportunities for public engagement One of the first recommendations from the Strategy to be implemented was the development of a community engagement policy for the Town. This policy guides the Town’s approach to engagement, which has resulted in greater consistency for staff as well as stakeholders. In May of 2020, the Town changed community engagement platforms, moving from PlaceSpeak to Bang the Table. Some of our successes to date on this new platform include: 4,800 total visits 7 project consultations including the Community Energy Plan, Official Plan Review, 2021 Budget, Hartwell Way Park Design 534 registered participants 3,279 Aware Participants (visited at least one page) 1,768 Informed Participants (visited multiple pages 445 Engage Participants (performed at least one action) In addition to online engagement, and prior to the start of the COVID-19 pandemic, staff successfully increased the potential for in-person engagement. Below are some examples of ways in which the Communications team supported the Town’s engagement efforts through in-person opportunities in 2019: 20+ in-person engagements doing pop-up information booths at the library, community centres and go train Page 170 of 264 April 20, 2021 5 of 10 Report No. CAO21-005 In-person engagement to promote and educate about the CEP, Library Square and Official Plan Review at the Youth Volunteer Fair, Aurora Ribfest, Farmers’ Market (1x a month from May to October) Promoted waste and recycling education (interactive “what goes where” recycling game) with booths at the Aurora Home Show and Aurora Chamber Street Festival Participated in the York Pride Parade Arranged for GIS to speak and judge at the Aurora Public Library Youth Hackathon Presented about Town services at the Women’s Newcomer Group (Mayor also joined at the end for a Q&A) The Town has built on successful communication channels with diverse audiences Since 2018, the Town has continued to build its presence across various platforms, in particular through the use of social media. The Town maintains four social media channels, through the Communications Division: Facebook, Instagram, Twitter and LinkedIn. As can be seen in the statistics below, the Town’s social media presence has increased dramatically over the last two years. Current followers: Instagram – 6,954 (+269% from 1,887 followers at the end of 2018) Facebook – 5,811 (+ 50.7% from 3,855 followers at the end of 2018) LinkedIn – 4,160 (+71.8% from 2,422 followers at the end of 2018) Engagements from 2016 to 2018 across all profiles: 544,973 Engagements from 2019 to March 31,2021 across all profiles: 618,819 (+13.6% from the end of 2018) Total published posts from 2016 to 2018 across all profiles: 5,864 Total published posts from 2019 to March 31, 2021 across all profiles: 7,158 (+22.1% from the end of 2018) Page 171 of 264 April 20, 2021 6 of 10 Report No. CAO21-005 The Town has expanded its capacity for telling the story of the Town of Aurora Communications has had an increased focus on telling the story of the Town of Aurora. In 2018 and 2019, a total of approximately 83 media releases were shared with local media; in 2020, that number was approximately 120 public releases. A review of media coverage indicates that media outlets are using our materials, and that the Town’s key messages are being shared. In addition to communication materials that are pushed out to local media, the Town has been able, through the use of its social media channels, to participate in a two-way conversation with residents. Communications actively monitors and responds to social media on its channels. This allows us to answer to questions that residents have, in the channel of their choice, and to more quickly identify issues as they arise. Another example of how the Town has diversified its channels and strengthened its capacity for storytelling is the launch of a youth Instagram account in May 2019 (@aurorateens). This account is managed by our Youth Services Team. The purpose of this account is to engage Aurora youth (ages 12 to 17) and share information about teen programs, events, volunteer opportunities etc. The team knew that in order to engage this demographic, a separate account was required, with a different voice and content strategy than the town’s corporate channels allowed for. Since its launch, the account has seen significant growth and engagement. Key metrics include: 537 followers 184 posts Average post reach 160 The Town’s new website provides a platform for sharing up-to-date and relevant municipal information In January 2020, the Town launched a new municipal website. Numerous features and additions have been successfully implemented on the new site since its launch. The new website has increased usability, readability, accessibility, and functionality for the communication tool of choice of a significant proportion of Aurora’s population. Page 172 of 264 April 20, 2021 7 of 10 Report No. CAO21-005 Working with resident and staff recommendations, consulting industry experts and working collaboratively among the Communications Team, aurora.ca features additions to support a positive user experience, including: A geographic information mapping system Popular page listing scroll bar for quick assess Direct access to the Town’s community engagement platform, engageaurora.ca A Town event calendar that can be added to one’s personal calendar Online/electronic web forms that submit directly to respective Town department once completed Mobile-friendly and optimized for use on a variety of mobile operating systems (iOS/Android) At 96%, aurora.ca is 20% above industry standards for web accessibility compliance Text-to-speech assisted technology throughout entire website More white space, larger fonts and elimination of excessive page scrolling to add to a more positive user experience Calendar events can be submitted by the public As a result of the work done to improve the website, aurora.ca has been the recipient of two notable awards: 2021 Gold Award – Web-Based Production, Website, Government by Ava Digital Award 2020 Platinum Award – Government Electronic, Interactive, Website Media from Hermes Creative Awards Staff reviewed website statistics and usage, and following are some success indicators for the website: 1,528,315 – Page Views (368% increase over the previous 15-month span) Page 173 of 264 April 20, 2021 8 of 10 Report No. CAO21-005 1,252,208 – Unique Page Views (370% increase over the previous 15-month span) 10,323 – Responses from online/electronic web forms created for residents/public use The top five most popular pages on the website over that period have been: 1. COVID-!9 2. Jobs 3. e-Play 4. Garbage, Recycling and Composting 5. Contact Us Communications has been a critical partner in the Town’s COVID-19 response The Town’s expedient and concise communication to the public about the pandemic and the effect on programs and services continues to be a top priority throughout the pandemic. The Town has created a dedicated COVID-19 section on the Town’s website that provides updated news and notices, business support, reopening information, list of assessment centres, frequently asked questions, information about vaccination clinics and more. The COVID-19 web pages have been very popular as a go to for information with a total page views of 116,969 since March 2020. The Town has issued numerous media products, social posts, ads, billboard, signs and other materials to provide pandemic-related information to residents, and Corporate Communications also sits on the York Region COVID-19 Pandemic Group that meets weekly to discuss pandemic communications, upcoming changes and best practices. Page 174 of 264 April 20, 2021 9 of 10 Report No. CAO21-005 The Communications Division has established new ways of working to build better and more business-like relationships with departments Over the last six months, the Communications Division has established new ways of working with clients, with the aim of building better, and more business-oriented, relationships with them. A portfolio model has been implemented within the Communications Division, allowing each assigned team member to become business partners to their client areas, and to better support the business objectives of the department and organization. While the team is only two months into the new model, it has already resulted in positive outcomes. As well, the Communications team has completed intensive training in strategic communications, to build their skillsets, confidence, and to support the growing profile of communications as partners in achieving business outcomes. With the term of the Communications and Community Engagement Strategy coming to a close, the Communications Division will bring forward a new strategy The first Communications and Community Engagement Strategy comes to an end in 2021. Over the next six months, Communications will work on the development of a new Communications Strategic Plan, which is expected to come to Council in the fall of 2021. The next Communications Strategic Plan is recommended to cover the period 2022 to 2025. Advisory Committee Review None. Legal Considerations None. Financial Implications None. Page 175 of 264 April 20, 2021 10 of 10 Report No. CAO21-005 Communications Considerations As the new Communications Strategic Plan is developed, an external and internal communication strategy will be established. The Town will use “engage” and “inform” related to that initiative. Link to Strategic Plan The Citizen Survey supports the following Strategic Plan goal and key objectives: Supporting an exceptional quality of life for all – Objective 6: Promoting service accountability, excellence and innovation Alternative(s) to the Recommendation 1. Council may provide further direction. Conclusions The Town has grown its communications function significantly since the Communications and Community Engagement Strategy was established, and in particular over the last year. With the term of the Strategy coming to an end, staff are recommending that a new Communications Strategic Plan (2022-2025) be developed and brought forward to Council for approval by end of year 2021. Attachments 1. Communications and Community Engagement Strategy 2018-2021 Previous Reports None Pre-submission Review Agenda Management Team review on April 1, 2021 Approvals Approved by Doug Nadorozny, Chief Administrative Officer Page 176 of 264 2018 - 2021 TOWN OF AURORA COMMUNICATIONS AND COMMUNITY ENGAGEMENT STRATEGY X Attachment 1 Page 177 of 264 Page 178 of 264 TABLE OF CONTENTSX ••••••••••••••••••••••••••••••••••••••••••• 4 5 6-21 22-36 37-38 EXECUTIVE SUMMARY OUR COMMITMENT TO OUR COMMUNITY SUMMARY OF RESEARCH FINDINGS OBJECTIVES SUMMARY OF RECOMMENDATIONS Page 179 of 264 EXECUTIVE SUMMARYX The Town of Aurora Communications and Community Engagement Strategy was developed by the Corporate Communications Division to provide a framework for improving the way the Town communicates with members of our community and other stakeholders. We are guided by our mission and our vision and understand we have an obligation to provide value for taxpayer dollars and foster a culture that encourages public participation in government by enhancing two-way communication and ensuring our community has access to timely, relevant and accurate information. A variety of research methodologies were used in the development of this strategy, including: an online communications survey, youth and seniors focus groups, in-person feedback, a council workshop and data from various research studies. The Town currently enjoys a high level of satisfaction with regards to communications. Ninety-one per cent of residents who responded to the 2017 Communications Survey indicated that they were happy or neutral regarding the amount of information they received from the Town and 88 per cent of residents indicated that they knew how to go about getting information on Town programs and services. Only nine per cent of residents stated that they were not satisfied with the amount of information they received from the Town. Residents currently engage with the Town most frequently via the Town website and the preferred methods of communication were e-newsletter, the Town website and social media. Digital channels were identified as the number one method of communication for all groups, with the exception of seniors. However, seniors are increasing their use of email and social media, as illustrated by the data contained within this document. We are committed to utilizing the most effective and efficient communication tools, techniques and best practices to improve relationships with our community and make appropriate engagement opportunities available to them. The recommendations set out in this document will enable us to meet the ever-changing needs of our growing community and create additional opportunities for citizens to engage with their government. It is the intention of Corporate Communications to update this strategy every three years. That stated, this document is a living document, designed to evolve and change as the needs of our community change and as new communication channels, tools, challenges and opportunities arise. We are committed to creating a flexible, agile and skilled Corporate Communications Division that can adapt to change and is dedicated to ongoing improvement. Recommendations for the execution of this strategy are laid out in the Recommendations section found on page 37 and 38 of this document. Communications and Community Engagement Strategy 2018 to 20214 Page 180 of 264 55 OUR COMMUNICATIONS COMMITMENT TO OUR COMMUNITY XXX MISSION VISION OUR GUIDING PRINCIPLES To foster an empowered community by providing opportunities for meaningful, two-way communication and cultivate a culture where collaboration between government and community is valued and encouraged. To support the organizational mission, vision and values by providing a framework for communications that puts our community first. 1. We strive to provide opportunities for our community to engage with us on the issues that matter to them. 2. We provide timely, relevant, accurate and accessible information. 3. We show respect for diversity and inclusivity by improving our understanding of the many cultures that make up our community and by being cognizant of the barriers that may prevent individuals from participating fully in their government. 4. We consider the wide range of communication tools available to us and utilize the most appropriate to engage and inform our citizens. 5. We recognize that we can always do better and commit ourselves to ongoing improvement. X Communications and Community Engagement Strategy 2018 to 2021 Page 181 of 264 6 DEMOGRAPHICS OF AURORA*X 17.8%9,855 residents under 14 years of age. 13.2% 7,240 residents over 65 years of age. 69.2% 38,350 residents between the ages of 15 and 64.RESIDENT AGE AVERAGE 39.8 AGE OF POPULATION AVERAGE 3.1 SIZE OF FAMILY $147,604 $842,472 Average value of dwellings Average household income (2015) Approximate number of homes 75% of individuals 25 to 64 years of age have a post-secondary education 19,381 Our audience is our community. Understanding who they are and how they live is a critical part of understanding their communication needs. The research contained within shows that the vast majority of Canadians do not attend public meetings or engage in public consultations. Engaging our community in decision-making processes and keeping them informed of Town programs and activities requires knowledge of the communication channels people prefer and an understanding of what they are interested in hearing about. Communications and Community Engagement Strategy 2018 to 2021 Page 182 of 264 7 Our audience is our community. Understanding who they are and how they live is a critical part of understanding their communication needs. The research contained within shows that the vast majority of Canadians do not attend public meetings or engage in public consultations. Engaging our community in decision-making processes and keeping them informed of Town programs and activities requires knowledge of the communication channels people prefer and an understanding of what they are interested in hearing about. While research from organizations such as Ipsos has identified certain barriers to participation - such as the tenden- cy for a few loud voices to dominate the process and lack of time and awareness of participation opportunities – we also need to be aware of how people live their lives so we can move away from the expectation of having people come to government. Instead, we can reduce existing barriers by turning the tables and instead going to where people are. With that in mind, only nine per cent of surveyed residents indicated they were dissatisfied with the amount of communication from the Town of Aurora. Anecdonatal experience tells us that engagement is frequently driven by dissatisfaction and, as such, may influence engagment levels. Aurora is considered to be one of the best places to live in Canada due to our high incomes and healthy population growth (MoneySense Magazine, Best Places to Live in Canada, 2017). The latest Census data from Statistics Canada, also provides significant insight into our demographics. We are considered to be a highly educated and wealthy community with 75 per cent of individuals ages 25 to 64 having post-secondary education, an average household income of $147,604 and average home value of $842,472. The majority of the population (69 per cent) are between the ages of 15 and 64, while 18 per cent are under the age of 14 and 13 per cent are over 65. Of those between 15 and 64, almost 70 per cent are employed and the Town’s unemployment rate stands at 6.47 per cent. Single detached homes are the most popular type of dwelling (60 per cent) and high-rise apartments are the least popular (five per cent). The remainder of residents live in semi-detached, row homes, flats or low-rise apartments. More than half of residents are married and the average family size is 3.1 The top five languages spoken other than English are: 1. Chinese (2,310 Mandarin & 1,780 Cantonese) 2. Russian (1,540) 3. Persian (1,520) 4. Italian (1,320) 5. Spanish (695) Like many communities in the Greater Toronto Area, we are a community of commuters. Thirty four per cent of the labour force aged 15 and over, work outside of York Region, 35 per cent work outside of Aurora but in York Region and 24 per cent work in Aurora. The vast majority, 78 per cent, of commuters drive their own vehicles to work while 11 per cent take public transit. The remainder are passengers in vehicles or they cycle or walk to work. Fifty seven per cent of commuters spend more than an hour a day commuting to work. Given the data, we know that the majority of our population are in the middle of what is generally considered to be the busiest of their lives as they are working, commuting to and from work, and often have young children. This presents unique challenges regarding communications and community engagement as time restrictions may prevent individuals from participating or waiting to participate in local government. Communications and Community Engagement Strategy 2018 to 2021 Page 183 of 264 8 English speaking residents mother tongue is English English is not mother tongue 48,400 37,320 15,720 visible minority population 14,695 IN OUR TOWN DIVERSITY 15,815 HOME OWNERS 3,03 4 HOME RENTERS AVERAGE INCOME EMPLOYMENT $89,330$ WELCOME TO POPULATION AURORA 55,445 (full time workers) * Based on Statistics Canada, 2016 Census Profile Communications and Community Engagement Strategy 2018 to 2021 Page 184 of 264 CANADIAN INTERNET HABITSXXX 9 The vast majority of Canadians use the internet. According to the 2016 Statistics Canada General Social Survey, Canadians at Work and Home, 91 per cent of Canadians aged 15 and over used the Internet at least a few times a month. Individuals aged 15 to 44 had the highest internet use saturation rate with well over 90 per cent reporting high usage rates. Internet use sits at 81 per cent for those aged 65 to 74 and 50 percent of those aged 75 and older using the Internet. Nearly all Canadians under the age of 45 use the Internet every single day and 92 per cent of Ontarians use the Internet. Canadians are among the most engaged users in the world. According to comScore, Canadians spend more hours online (36.7 per month) than anyone else in the world. Canadian desktop users are also among the most diverse, seeking out an average of 3,238 unique web pages per month. Device used most often to access the Internet* The majority of Canadians still use a desktop or laptop computer to access the Internet (67%), but those between 18 and 34 are less likely to do so (54%). 41 per cent of Canadian Internet users between 18 and 34 report using a mobile phone to access the Internet most often. *Source: Canadian Internet Registry Authority, 2017 Communications and Community Engagement Strategy 2018 to 2021 Desktop/laptop computer TV Tablet (iPad, etc.) Smartphone/ Mobile 66% 12% 21% 1% Page 185 of 264 10 FacebookYouTubeTwitter PinterestGoogle+Instagram LinkedInSnapchatTumblr Reddit0 10 20 30 40 50 60 70 80 2016 Canadian Social Media Usage 5551220212327 49 71 Percentage of Canadians using Social Media by Platform Social media use in Canada continues to increase with 91 per cent of online Canadians using at least one social media network. Interestingly, only 35 per cent of online Canadians follow governments or government departments on social media demonstrating potential room for growth in this area, and identifying areas for future research. *Source: Insights West.com via CanadiansInternet.com) Communications and Community Engagement Strategy 2018 to 2021 Page 186 of 264 WHAT CITIZENS EXPECT FROM GOVERNMENT XXX A 2017 Accenture survey demonstrated a real generational divide on citizens’ expectations of how government engages them. Clearly, younger citizens have a preference for digital engagement while boomers expressed a preference for in-person engagement. That said, boomers are adapting to new technologies as demonstrated by internet usage statistics and our focus group findings. Millennials (ages 18-34) • 55 per cent wanted government to provide more services online • 51 per cent wanted government to engage the public more to determine the future of government services • 36 per cent expected government to match or exceed commercial services • 30 per cent wanted to access more service from a smartphone • 29 per cent wanted more face-to-face experience with government Generation X (ages 35-54) • 45 per cent wanted government to provide more services online • 46 per cent wanted government to engage the public more to determine the future of government services • 48 per cent expected government to match or exceed commercial services • 47 per cent wanted more emphasis on face-to-face experience • 14 per cent wanted more services from a smartphone Boomers (ages 55+) • 38 per cent wanted government to provide more services online • 49 per cent wanted government to engage the public more to determine the future of government services • 49 per cent expected government to match or exceed commercial services • 10 per cent wanted to access more service from a smartphone • 54 per cent wanted more face-to-face experience with government (Accenture Public Service Consulting Canada, January 2017) Communications and Community Engagement Strategy 2018 to 2021 11 Page 187 of 264 COMMUNITY ENGAGEMENT WITH GOVERNMENT* XXX A 2017 study from Ipsos indicates that interest in politics and current affairs is declining. The proportion of young people aged 15 to 34 who stated that they never or rarely followed news doubled from 2003 to 2013 to 21 per cent. The proportion of Canadians aged 55 and older remained largely unchanged at six per cent. On a municipal level, only 20 per cent of Canadians have participated in a municipal public consultation, with just 12 per cent having done so in the last two years. Participation was higher amongst educated, o lder adults but engagement across the board is lacking. Surveys were the most popular way for citizens to engage with their municipal government. Of the 12 per cent of individuals who had engaged with their municipal government in the last two years, 87 per cent had done so by participating in a survey. Online surveys were by far the most popular, representing 73 per cent, 46 per cent by phone and 34 per cent by mail. Only 45 per cent of the 12 per cent who engaged with their local government participated in an in-person consultation in the form of an open house, meeting or public engagement event. Another 26 per cent engaged in social media or an online discussion (31 per cent), 19 per cent participated in focus groups; and 15 per cent said they provided feedback in other ways. Despite low participation rates, those that did participate in the engagement process had overwhelmingly positive experiences. Eighty one per cent felt that there was adequate opportunity for them to express their opinions and 77 per cent felt it was a positive experience. Some of the barriers to participation identified by Ipsos included: • 62 per cent: I don’t hear about them • 55 per cent: I feel like a few strong voices always dominate discussions • 44 per cent: I don’t think my contributions would have an impact on the final decision • 39 per cent: They run them at times that are inconvenient • 38 per cent: I’m not interested in public consultation • 33 per cent: I’m too busy to participate in public consultations While Ipsos believes that low participation rates will continue to be a challenge, with only nine per cent of Canadians expressing that they would be “very likely” to participate in a future municipal public engagement opportunities. Online surveys and mail surveys did generate interest (80 per cent of Canadians said they would be interested in completing an online survey and 68 per cent indicated they would be interested in completing a mail-in survey.) * The Public Engagement Conundrum, July 2017, Municipal World, Catherine Knaus, Ipsos Interest in politics and current affairs is declining. The proportion of young people aged 15-34 who stated that they never or rarely followed news doubled from 2003 to 2013 to 21 per cent. The proportion of Canadians aged 55 and ld i d l l h d t i t Communications and Community Engagement Strategy 2018 to 2021 12 Page 188 of 264 AURORA-SPECIFIC RESEARCH HIGHLIGHTS XXX Throughout 2017, Communications undertook research to determine the communication preferences of our community and understand whether they wanted more information from the Town and on what subjects. Our primary research tool was a survey. The survey was completed both online and in-person in order to avoid an inherent bias towards digital communication tools. With 378 responses, the results represent a statistically significant representation of the Town. In addition, focus groups and in-person feedback opportunities were provided to residents. Results were consistent regardless of the collection method, with the exception of some findings resulting from the focus groups with youth and seniors, which are outlined in this document. SURVEY XXX 9% Neutral Yes No 88% 4% Yes No No answer 88% 2% 10% Are you satisfied with the amount of information available from the Town? I know where to go if I need information about the Town: Communications and Community Engagement Strategy 2018 to 2021 13 Page 189 of 264 14 40 40 35 13No answer Council meeting Speaking with a Council Member Digital signs Newspaper ads NoticeBoard Newspaper stories eNewsletter Outdoor signs Social media Town website 050100150200250300281 185 168 135 130 93 81 Posters 47 Phone 56 How do you currently receive information about the Town? Communications and Community Engagement Strategy 2018 to 2021 Page 190 of 264 15 11No answer 20Council meeting 25Speaking with a Council Member Posters NoticeBoard 050100150200250Mail 54 Text messages 63 Digital signs 46 Phone 45 Newspaper ads 70 Newspaper stories 75 eNewsletter 213 Outdoor signs 99 Social media 205 Town website 202 4 2 How would you prefer to receive information about the Town? 16 Communications and Community Engagement Strategy 2018 to 2021 Page 191 of 264 16 050100150200250No answer 12 Building permits 54 Water 73 Finance + budgets 132 Seniors programs 85 Property tax billing 139 New home and commercial developments 147 Bylaw services 143 Downtown revitalization 166 Garbage + recycling 220 216 Fitness programs + facilities 155 Adult programs 187 Special events 233 Kids programs 42 What information are you most interested in? Communications and Community Engagement Strategy 2018 to 2021 Page 192 of 264 The Town conducted focus groups with youth and seniors in the community to assess their communication preferences, their satisfaction with the quality and quantity of communication from the Town and find out how we can improve communications with them. Promotions and messaging went out through multiple channels to recruit focus group participants from the general public for two scheduled focus groups but there were not enough responses to host a general focus group. Alternatively, in formal questions were asked during in-person engagement opportunities and similar data was gathered via survey. Seniors Focus Group A focus group was conducted with residents 65 and older. During the two-hour long focus group, residents were asked to review current communications materials to provide feedback on quality, assess their level of satisfaction with the quantity of communications from the Town and share their thoughts on their communication preferences and the subject matter that they are most interested in. Below is a summary of the focus group findings: Communication Preferences • Participants stated that their preferences were to receive information through local newspapers, the Seniors’ Centre email blasts, the Town website and in-person by visiting a Town facility. • The information participants were most interested in: Seniors’ activities, development activity, snow removal, fitness and leisure activities, property standards and recycling and waste. Quality of Information • While the majority of participants liked the design and layout of communications products, they did express concern over small fonts used on some print materials. • The communications material that generated the most amount of concern was the public notices. Participants found them difficult to read and understand. They stated that they were very interested in new development and changes to the Town but public notices in the newspapers and on signs were unclear and confusing. Quantity of Information • No major concerns were addressed regarding the quantity of information distributed by the Town. Most participants knew how to access information when needed but did want to know more information about things that would impact them. Digital vs. Print Communications • The majority of focus group participants were concerned that all communications would ultimately be moved to digital platforms. They expressed their preference for having print information available to them, although many participants did use the Internet and indicated that they did use the Town website to access information. FOCUS GROUP & IN-PERSON FEEDBACK HIGHLIGHTS XXX 17Communications and Community Engagement Strategy 2018 to 2021 Page 193 of 264 Youth Focus Group A focus group was conducted with residents 18 and under. During the two-hour long focus group, residents were asked to review current communications materials to provide feedback on quality, assess their level of satisfaction with the quantity of communications from the Town and share their thoughts on their communication preferences and the information they are most interested in. Below is a summary of the focus group findings: Communication Preferences • Every participant was a regular user of Snapchat and Instagram and expressed that these channels are how they find out about activities and places to go. The y recommended the Town look into focused accounts to promote teen programs. • The concept of youth endorsement was key and participants expressed that they would be more likely to participate in an event or program if a peer had recommended it. Quality of Information • Participants were satisfied with the quality of communications generally but expressed that they would prefer to see information targeted directly to them through the channels that they prefer. • Language was also identified as an important factor in communication, with participants expressing their dislike for terms such as, “youth” and “young people”. Participants preferred the use of the word, “teen”. Quantity of Information • The majority of participants stated they don’t currently seek out information about the Town unless it is for a specific program or activity and did not express an interest in receiving more information. Digital vs. Print Communication • Participants were clear they only used digital communication channels. They may notice a poster in the LOFT or in their school but digital communication was their main driver. • Participants stated they would visit the website if they needed information about the Town. 18 Page 194 of 264 19 HIGHLIGHTS OF COUNCIL COMMUNICATIONS WORKSHOP XXX Communications and Community Engagement Strategy 2018 to 2021 In 2017, Corporate Communications hosted a Council workshop to better understand Council priorities with regards to Communications and identify what has worked, and hasn’t worked, from their perspective. • Council expressed a desire for Communications to use more digital tools, to get out into the community to conduct in-person engagement, proactive, communicate information to residents and share stories that represent value for taxpayers. • Council identified good communications as being easy to read, consistent and open to two-way conversation. • There was a clear distinction between the way the Town should communicate versus the way the Mayor and Council should communicate. Mayor and Council can communicate opinions and share information about motions. The Town should communicate policy and final Council decisions. • Council expressed satisfaction with improvements to social media, text alerts and existing print materials. • Top concerns identified by Council included clarity and consistency of communication, community engagement and challenges with website usability and navigation. In particular, there were concerns around how and when residents are notified about planning and development issues. Page 195 of 264 20 PLAIN LANGUAGE AUDITXXX Communications and Community Engagement Strategy 2018 to 2021 Communications conducted an audit of Town communications materials in order to assess the readability of documents. Readability is important in order to ensure readers understand what we are saying and compelling them to read more. During the course of preparing this strategy, it became clear that many residents found some communications difficult to read and understand. Public notices were identified as the primary concern but an audit was conducted of all materials to identify areas for improvement. The Flesch-Kinkaid Readability Test analyzes language and identifies the grade level that could understand the material. 90-100: Easily understood by the average 5th grader 60-70: Easily understood by the average 8th and 9th grader 0-30: Best understood by university graduates A score under 30 means that the text is very confusing The average reading ease score of Town of Aurora Public Notices ranged between 18 to 20, which means an individual would require almost two decades of education to understand the text. The average readability rating for a sample of website text was 30-45 with the Flesch-Kinkaid Grade Level requirements ranging from 12 to 15. For print marketing materials, the average Flesch-Kinkaid ranged from 50-70, indicating a reading level suitable for Grade 8 and above. The ideal education level for materials should be in the Grade 7 to 9 range, depending on the material and context. The website, public notices and print documents also had a high percentage of passive sentences. While passive voice is sometimes necessary, the preference is for active voice to be used whenever possible. Active sentences tend to be more concise, compelling and easier to understand. Page 196 of 264 21 MEASURING OUR SUCCESSXXX Our overall objectives in implementing this strategy are two-fold: 1. Increase community engagement with the Town by providing opportunities for two-way communications 2. Increase the positive perception of the Town For the purposes of evaluating communications activities, there are three major types of evaluations we utilize – Ex-ante Evaluations, Interim Evaluations and Final Impact Evaluations. This document serves as an Ex-ante Evaluation in that it is designed to inform, guide and set out a baseline for communications objectives and measures. It is the intention of Communications to add in additional baselines, which will be incorporated into the 2019 resident survey and subsequent evaluation activities. Interim Evaluations are designed to assess whether a communications plan or program is working and examine how it can be improved. More specifically, Interim Evaluations measure inputs and outputs. For the purposes of this strategy, inputs and outputs to be measured may include: • Website traffic • Social media statistics (followers, views, reach, engagement) • Number of in-person engagement opportunities • Number of attendees at in-person engagement opportunities • Number of mailers or tax bill inserts sent • Number of people visiting targeted URLs from marketing pieces • Number of participants in online consultations • Flesch-Kincaid ratings • Number of survey responses Final Impact Evaluations focus on measuring outcomes, which include changes in knowledge, attitudes and behaviours among a target audience. Outcomes to be measured may include: • Satisfaction with the quantity of information from the Town • Satisfaction with the quality of information from the Town • Understanding of communications • Satisfaction with certain communication tools (i.e. website, in-person communication activities) • Awareness and knowledge of Town activities, events, programs, initiatives and decision-making processes • Satisfaction following participation in Town activities, events, services, programs, initiatives and decision-making processes • Change in perception of Town staff, activities, events, services, programs and initiatives • Willingness to engage with the Town in the future Over the duration of this strategy, Corporate Communications is committed to evaluating success measures and adjusting activities as necessary to ensure we are achieving intended outcomes. Communications and Community Engagement Strategy 2018 to 2021 Page 197 of 264 OBJECTIVESXXX X 1. Objective: Create opportunities for customization and personalization in communication Develop news portal subscription service Action: “Personalization – It’s about relevant content ” ~ Dan Jak Research has shown that there is some variation in the communication preferences of residents and the type of information they are interested in. A news portal subscription service would allow residents to go to the news portal and select their: • Preferred communication channel (i.e. e-mail, text message or bi-annual mailing) • Areas of interest (i.e. special events for kids, seniors’ activities, tax bill reminders, public notices, road closures/repairs, etc.) • Frequency of messaging (i.e. as it happens, weekly, monthly, quarterly, bi-annual for mailings) The objectives outlined are designed to address the challenges and opportunities identified in this document. • Estimated cost: Cost to develop the portal to be included in a 2018 report to Council relating to the development of a new website. Costs for text messaging and bi-annual mailing estimated to be $15,000 a year and will be included in 2019 budget request. • Estimated timeline: 2019 • Success measures: Sign-up rates, open/read rates for texts/emails sent, satisfaction with service and level of aware- ness of Town activities, events, programs, initiatives and decision-making processes. ••••••••••••••••••••••••••••••••• 22 Communications and Community Engagement Strategy 2018 to 2021 Page 198 of 264 X X X 2. Objective: Improve consistency and clarity in communications Revise public notices Train staff on plain language writing Simplify website language Actions: “If you can’t explain it to a six-year old, you don’t know it yourself.” ~ Albert Einstein Update public notices, including newspaper and website notices and on-site signage, to better reflect the intent of notices. Communications recommends revising notices to include images of proposed developments or changes to an existing site, simplified language and clear details on how to get more information. Improve capacity of Communications staff to ensure clarity and consistency of information using plain language. New content added to the website moving forward will be reviewed for plain language, consistency and clarity. Existing content will be audited and edited as resources allow. • Estimated cost: Additional $20,000 for improved signage and colour notices. • Estimated cost: $1,605 (Three staff to attend Performance Management Consultant’s Plain Language course. To be paid out of existing training budget.) • Estimated cost: No cost over and above staff time. • Estimated timeline: Proposed samples of new public notices will come to Council in 2018. • Estimated timeline: 2018 • Estimated timeline: Ongoing • Success measures: Increased understanding of public notices and improvement in Flesch-Kinkaid rating. • Success measures: Ongoing audits and improvement in Flesch-Kincaid rating. • Success measures: Improvement in Flesch-Kincaid rating and increased satisfaction with website Communications and Community Engagement Strategy 2018 to 2021 23 Page 199 of 264 X Develop a Plain Language Policy Communications will work with the Clerks department to develop a Plain Language Policy. T he policy will provide a framework for ensuring Town documents and communications use language that is readable and appropriate. • Estimated cost: Cost of training TBD. • Estimated timeline: 2019 • Success measures: Audited compliance with policy. ••••••••••••••••••••••••••••••••• X 3. Objective: Leverage the technology preferences of our community Create a public knowledge base to provide fast, easy answers to common questions Actions: “Technology is best when it brings people together” ~ Matt Mullenweg We know our residents go to the Town website to access information, so ensuring that information is quickly available must be a priority. A public knowledge base acts as a dynamic Frequently Asked Questions, allowing residents to find online answers to questions that have already been asked and answered. In many cases, public knowledge bases can be directly integrated with Customer Relationship Management software to allow residents to submit questions or comments directly to the system, have them answered online and have action taken if required. This is becoming increasingly popular as a website service and as the technology habits of the community evolve and online interaction becomes preferred over in-person and phone interactions. • Estimated cost: TBD. Costs vary depending on functionality. • Estimated timeline: 2 020-2021 • Success measures: Usage data, reduction in Call Centre inquiries and improved satisfaction with the online experience X Simplify language of print materials Existing print materials have an average Fleish-Kinkaid rating of 50-70. New materials will be reviewed for plain language, consistency and clarity. Existing materials will be audited and edited when re-prints are ordered. • Estimated cost: N o cost over and above staff time. • Estimated timeline: Ongoing. • Success measures: Improvement in Flesch-Kincaid rating. Communications and Community Engagement Strategy 2018 to 202124 Page 200 of 264 X Continue to grow social media presence Social media is increasing as a communication channel, as evidenced by research results and the increase in number of followers on Town social media platforms and number of interactions. Communications will continue to stay on top of social media best practices and monitor emerging platforms to grow our social media presence and increase engagement. • Estimated cost: N o additional costs • Estimated timeline: Ongoing • Success measures: Growth in followers (number of followers is a useful measure that indicates the number of individuals interested in receiving information from the Town), reach and engagement of posts. Improved per- ception of Town staff, activities, events, services, programs, initiatives and decision-making processes. X Increase use of video Video is becoming an increasingly popular form of content delivery, particularly through social media. The Town intends to utilize video to better to share events and programs through the introduction of quarterly video summaries and other video content. The quarterly video summaries would showcase Town successes over the previous few months in an easily accessible and engaging way. • Estimated cost: $5,000 for video backdrops and equipment, included in existing 2018 budget. • Estimated timeline: Ongoing • Success measures: Views, shares, reach and engagement.Improved perception of Town staff, activities, events, services, programs, initiatives and decision-making processes. Communications and Community Engagement Strategy 2018 to 2021 25 Page 201 of 264 X Introduce a social media ambassador program for youth The teens in our community overwhelmingly expressed their desire to find out about Town events and programs through social media and clearly identified Instagram and Snapchat as their preferred methods of communication. We recognize that a corporate voice may not be the best way to reach teens, which they themselves have expressed. A social media ambassador program would allow teens to create their own content and share it through Town-branded with accounts targeted to youth using an approvals process. The program would encourage kids to share their visits to the LOFT, our arenas, the skate park, rock climbing well and other teen-friendly Town locations and activities on their preferred social media platforms. • Estimated cost: N o cost over and above staff time. • Estimated timeline: 2019 •Success measures:Reach and engagement, increased awareness and knowledge of Town activities, events, pro-grams, initiatives and Success measures: ess mea X Pilot online advertising and promoted social media posts With interest in online activities increasing, t he Town is interested in continuing to test online advertising and promoted social media posts. Communications launched a pilot to test the results of online advertising on YorkRegion.com in January 2018. The pilot is promoting the online traffic consultation through PlaceSpeak. Results will be analyzed at the end of the pilot to determine whether or not it was successful and whether future online campaigns should be considered. Social media platforms regularly alter their algorithms, which affects whether or not your followers see your post. One way to ensure posts get delivered to followers and potential followers is to pay for promoted posts. Communications is interested in piloting promoted posts with a sample of different posts to determine whether or not budget should be allocated for such activity moving forward. • Estimated cost: $5,000 in 2018, included in existing budget. • Estimated timeline: 2018 • Success measures: Cost per mille (CPM measures cost per thousand times the ad appeared in front of a user), cost per click, cost per action (actions may include number of registrations for an event, promo codes entered, subscrip tions registered). Level of awareness and knowledge of Town staff, activities, events, services, programs, initiatives and decision-making processes. 26 Communications and Community Engagement Strategy 2018 to 2021 Page 202 of 264 X Digital kiosks with cell phone charging stations Digital kiosks at Town facilities (i.e. Library Square, Town Park, ACC, AFLC, SARC, etc.) would enable the Town to provide digital advertising opportunities to promote Town events, services and programs while also selling sponsorship and advertising to local businesses. Ki osks can take a traditional form or more unconvential ones, such as tables. Town messaging could include digital posters and videos to engage residents and visitors and provide valuable information. In visible locations, the kiosks act as passive advertising and including charging stations will draw people to the kiosk where they will be exposed to the advertising. With the majority of Aurora residents using cell phones, the stations provide a useful service to the community while acting as a communication tool. • Estimated cost: $5,000 to $30,000 depending on number of kiosks, type and features. Costs could be off-set by selling advertising and sponsorship. • Estimated timeline: 2019 - 2020 • Success measure: Usage statistics an increased awareness and knowledge of Town activities, 27Communications and Community Engagement Strategy 2018 to 2021 Page 203 of 264 X 4. Objective: Promote brand recognition Update brand guidelines Action: “Your brand is a story unfolding across all customer touch points.” – Jonah Sachs In 2017, Corporate Communications began the process of updating the look and feel of our communication materials (print and digital) to include modern and updated secondary colours and fonts to complement the existing brand, sub-brands and logos. This new look and feel has been translated across channels to promote brand recognition. This consistency is important in order to demonstrate value and help taxpayers recognize the wide-range of products, services and programs offered by the Town of Aurora. The existing brand guidelines and use of logo document will be updated for 2019 to reflect the current standards. • Estimated cost: No cost over and above staff time. • Estimated timeline: 2019 • Success measures: Brand compliance audits and improved brand recognition for programs and services. X Improve mobile accessibility Information is increasingly accessed through mobile devices and having a fully-mobile responsive website is recommended. Currently, the website uses a third-party service provider to convert our existing website into a mobile accessible format, which is not always consistent and occasionally presents challenges with functionality. Providing our online services in a manner that is consistent and user-friendly across all platforms is a priority. Communications will be recommending that the next version of the Town website be mobile friendly and that additional digital platforms be fully compliant with mobile devices. A report requesting capital funding for a new website will be provided to Council in 2018, as per the 2018 Capital Budget decisions. • Estimated cost: $70,000 included in the 2018 Capital Budget for a new mobile responsive website (pending Council approval) • Estimated timeline: 2019 • Success measures: User analytics and number error messages delivered. Improved satisfaction with online experience ••••••••••••••••••••••••••••••••• Communications and Community Engagement Strategy 2018 to 202128 Page 204 of 264 X Expansion of ongoing in-person community engagement program Throughout 2017, Town staff attended our facilities and special events, community events such as the Chamber of Commerce street sale, Farmers’ Market and the Aurora GO station during the morning commute. Staff used the opportunities to solicit feedback on Town activities and programs and to promote upcoming projects and events. Feedback has been extremely positive and Communications will continue to schedule in-person community engagement opportunities while seeking out new locations and opportunities. • Estimated cost: $10,000 per year (included in existing budget). • Estimated timeline: Ongoing • Success measures: Increased awareness of Town programs and services, increased satisfaction with engagement opportunities. X 5. Objective: Increase opportunities for two-way communication Continuation of PlaceSpeak pilot program Actions: “Communication leads to community, that is, to understanding, intimacy and mutual valuing.” – Rollo May PlaceSpeak is an online public consultation tool that allows residents to comment and provide feedback to Town staff on the issues that matter to them without having to ever attend an in-person meeting. The Traffic Safety consultation launched in January 2018 and will continue to be evaluated throughout the year. • Estimated cost: $30,000 per year for software and promotion (funded through non-tax levy funds related to traffic management). • Estimated timeline: Ongoing • Success measures: Si gn-up rates, engagement rates, level of satisfaction with tool, willingness to engage through the platform in the future and satisfactionwith quality and quantity of information 29Communications and Community Engagement Strategy 2018 to 2021 Page 205 of 264 X Relationship-building with community groups and organizations Communications staff are currently developing a contact database of community groups and organizations who are interested in sharing Town events, programs, initiatives with their members. Through relationship-building, the goal is to identify groups who may be willing to have Town staff attend meetings and events to conduct in-person community engagement and share Town communications through their existing channels and networks. • Estimated cost: Approximately $5,000 for potential marketing and communications materials. To be included in 2019 budget. • Estimated timeline: 2018 for database development, 2019 for associated activities. • Success measures: Number of attendees at in-person engagement opportunities, increased awareness, willingess to engage with the Town in the future. X Introduction of pop-up Town Hall meetings Staff recommend piloting at least one pop-up Town Hall meeting. Instead of requiring residents to attend Town Hall at a specific time to discuss a specific issue, Communications will explore the option of partnering with an existing event in a community (i.e. following a school Council meeting or event at the Seniors’ Centre) to host a pop-up Town Hall to address either a specific issue in that neighbourhood or provide general updates on key projects. • Estimated Cost: $1,000 an event for promotion and potential facility rental fees (included in existing budget). • Estimated timeline: 2019 • Success measures: Number of attendees, satisfaction with meeting and willingess to engage with the Town in the future Communications and Community Engagement Strategy 2018 to 202130 Page 206 of 264 X 6. Objective: Build diversity awareness and capacity Relationship building with community and cultural leaders Actions: “We need diversity of thought in the world to face the new challenges” ~ Tim Berners-Lee Communications will develop a contact database of community and faith leaders who are interested in sharing Town events, programs, initiatives and projects with their network. In addition, the relation-building is intended to provide additional opportunites for community engagement and two-way conversation. • Estimated cost: $1,000 to host meetings. • Estimated timeline: 2019 • Success measures: Number of residents reached, willingess to engage with the Town, level of awareness and knowledge of Town activities, events, services, programs, initiatives and decision-making processes. X Develop Communications and Community Engagement Policy Communications staff are currently developing a Communications and Community Engagement policy that provides a framework for communication and public participation. The framework will be based on the International Association for Public Participation Spectrum, which outlines levels of public participation ranging from providing the public with information through to empowering the public to make the final decision on a matter. The policy will seek to identify the appropriate level of engagement required by the Town based on the nature of the project, program or initiative. The goal of the policy is to provide a consistent approach to communications and community engagement and provide our community with an understanding of our practices. • Estimated cost: N o cost above staff time. • Estimated timeline: 2018 • Success measures: Awareness of policy, number of people reading policy, satisfaction with the policy ••••••••••••••••••••••••••••••••• Communications and Community Engagement Strategy 2018 to 2021 31 Page 207 of 264 ••••••••••••••••••••••••••••••••• X X Diversity messaging. Continuing recognition of cultural celebrations Translated advertising The Town currently recognizes various cultural celebrations on social media as a way of embracing the diversity of Aurora and promoting equity and inclusion. In order to encourage residents whose first language may not be English to participate in Town events and activities, Communications recommends a pilot program to translate materials into alternative languages for distribution via community leaders and for posting in locations frequented by residents. Proposed locations include cultural and religious facilities, language schools, Welcome Centre, Centra grocery store and T & T grocery. • Estimated cost: N o cost over and above staff time. • Estimated cost: $1,500 for translation and printing costs for approximately two events. • Estimated timeline: Ongoing • Estimated timeline: 2 019 • Success measures: Engagement on social media posts related to diversity, equity and inclusion. Perception of Town as an inclusive and welcoming place. • Success measures: Number of unique visits to custom URL to be placed on marketing materials.Number of event attendees Communications and Community Engagement Strategy 2018 to 202132 Page 208 of 264 X Use our own channels to share good news Utilize social media, YouTube, the Town website, e-newsletter and the bi-annual mailer to share positive news stories about Aurora. • Estimated cost: N o cost over and above staff time. • Estimated timeline: Ongoing • Success measures: • Increased positive perception of Town staff, activities, events, services, programs and initiatives X Develop internal system for identifying community impacts of programs, policies, projects An internal protocol for identifying community impacts has been developed with regards to engineering and capital projects. Working with the ACE project management team, an internal staff team working to develop consistent practices for project management, Communications will assist in the development of an organization-wide community impact assessment. This has already been completed with regards to roads projects. • Estimated cost: N o cost over and above staff time. • Estimated timeline: 2018 and 2019 • Success measure: Increased level of understanding and level of satisfaction with the quality and quantity of infor- mation X 7. Objective: Improve capacity to proactively respond to issues and tell our stories Continue to monitor social media and traditional media Actions: “Marketing is no longer about the stuff that you make, but about the stories you tell.” - Seth Godin Corporate Communications continues to monitor traditional and social media for mentions of the Town. Monitoring assists us in clarifying misinformation and understanding the needs and wants of our community and identifying potential concerns so we can develop proactive messaging, where necessary. • Estimated cost: $10,000 already included in budget. • Estimated timeline: Ongoing • Success measures: Sentiment analysis and change in the perception of Town staff, activities, events, services, pro- grams, initiatives and decision-making processes. Communications and Community Engagement Strategy 2018 to 2021 33 Page 209 of 264 ••••••••••••••••••••••••••••••••• X Communications proposed creating a bi-annual newsletter that can be sent by mail to individuals who have signed up, and dropped off at seniors’ residences and retirement homes. Sign up for the mailer could be done online, through the Seniors’ Centre and by calling or visiting Town Hall. Communications staff will also attebd events to encourage sign up. • Estimated cost: $2,000 + (depending on number printed). • Estimated timeline: 2 019 • Success measure: Number of mail sign-ups and satisfaction with newsletter/mailer Introduce bi-annual newsletter/mailer X 8. Objective: Continue to use targeted print communications Actions: “To effectively communicate, we must realize that we are all different in the way we perceive the world and use this understanding as a guide in our communication with others.” ~ Anthony Robbins Communications will continue to utilize print to promote events, programs and services. All households in Aurora currently receive at least one annual tax bill and three water bills throughout the year. Communications frequently includes inserts in these bills that promote Town programs and services. An editorial calendar will enable Communications to plan ahead for the year and identify potential messaging early. • Estimated cost: $5,000 annually for printing costs absorbed into existing 2018 budget. • Estimated timeline: Ongoing • Success measures: Use of targeted URLs to measure response and increased level of awareness and knowlege of Town activities, events, services, programs, initiatives and decision-making processes. Create an editorial calendar for tax bill and water bill inserts Communications and Community Engagement Strategy 2018 to 202134 Page 210 of 264 X 9. Objective: Ensure policies and procedures are consistent with intended outcomes Action: “One of the great mistakes is to judge policies and programs by their intentions rather than their results.” ~ Milton Friedman In the past 18 months, Corporate Communications has developed two new policies related to social media, Corporate Use of Social Media and Employee Use of Social Media. In addition, the internal Crisis Communications Procedure was updated and new policies for Media Relations and Branding were developed and implemented. Communications will continue to evaluate existing policies and develop new ones to ensure they meet the needs of our employees and our community. • Estimated cost: No cost over and above staff time. • Estimated timeline: Ongoing • Success measures: Policy compliance Conduct ongoing evaluation of communications policies to ensure consistency with strategy, goals and intended outcomes Communications and Community Engagement Strategy 2018 to 2021 35 Page 211 of 264 COMMUNICATIONS TOOLS OVERVIEW XXX • Website • Social media • E-newsletter • Online community engagement platform (PlaceSpeak) • Online advertising • Digital signs in facilities • Mobile and electronic signs • Electronic sign at Yonge and Aurora Heights Drive • Print advertising in local newspapers and magazines • Notice Board in the Auroran newspaper • Club A urora newsletter • Media releases and media relations • In-person community engagement (Farmers’ Market, GO Transit visits) • On-hold messaging • Text message alerts • Seniors’ Centre email blasts • Seniors’ Centre social media • Printed materials, including: posters, postcards, flyers, booklets and guides • Bi-annual printed newsletter • Pop-up Town Hall meetings • Public knowledge-base • Quarterly video summary • Targeted advertising for diverse communities • Translated advertising • Outreach through community and faith leaders • Outreach through community organizations and groups • Social media ambassador program • Charging station kiosks Current Communications Tools Proposed Additional Communications Tools Communications and Community Engagement Strategy 2018 to 202136 Page 212 of 264 Communications and Community Engagement Strategy 2018 to 2021 SUMMARY OF RECOMMENDATIONSX 37 Page 213 of 264 Communications and Community Engagement Strategy 2018 to 2021 and seniors 38 Page 214 of 264 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. OPS21 -0 08 _______________________________________________________________________________________ Subject: Dog Waste Container and Diversion Pilot Project Prepared by: Sara Tienkamp, Manager, Parks and Fleet Department: Operational Services Date: April 20, 2021 _______________________________________________________________________________________ Recommendation 1. That Report No. OPS21-008 be received; and 2. That staff be directed to include a Capital Project for the establishment of a Dog Waste Container and Diversion Pilot Project in the 2022 capital budget for Council’s consideration. Executive Summary This report provides Council with information associated with a proposed Dog Waste Container and Diversion Pilot Project in parks and potential future Off-Leash Dog Park locations: Mississauga’s dog waste collection and diversion pilot program in parks, proven to be extremely successful in community. In-ground waste receptacles are recommended as part of year-long pet waste diversion pilot project in 2022-23, involving nine (9) park/trail locations Performance targets and evaluation of program results to be presented at end of pilot project York Region will accept waste from the Towns pilot project through their green collection program Communications to establish a public education program prior to summer and assist in launching future pilot project Page 215 of 264 April 20, 2021 2 of 9 Report No. OPS21-008 Background Improper disposal of dog waste is a problem for the public that use public spaces and for the staff that maintain the receptacles. In numerous park/trail locations 50-75% of the waste in a receptacle is pet waste. Proper disposal is through the organic waste stream and residents are encouraged to dispose of pet waste through their residential “green bins”. However, it is not convenient for pet owners to carry waste back home and it is commonly disposed of in the nearest Town waste receptacle or tossed aside where it creates unpleasant odours, needs frequent removal, and is streamed to the landfill. At the May 26, 2020 Council meeting the following motion was approved: That staff be directed to further investigate the Dog Waste Diversion Programs available, including all capital and operational costs associated with implementing the systems in park retrofits and new park development, and that a report be presented back a future Council meeting. Analysis Mississauga’s dog waste collection and diversion pilot program in parks, proven to be extremely successful in community. Many municipalities in the GTA (Pickering, Mississauga, Toronto, Waterloo) have successfully introduced ground collection containers at many of their dog parks and regular parks, to deal with pet waste issues and cross-contamination. These large capacity containers are installed below ground where the depth allows for cooler conditions and no direct sunlight, eliminating odours, maximizing capacity and reducing required frequency of service. The containers are serviced by waste diversion companies who transfer the waste to an anaerobic bio-digester facility where it is safely converted into energy and/or fertilizer. Mississauga recently completed a pilot project, involving the installation of 13 inground dog waste containers between 2019-2020, diversion of waste, audits, and public satisfaction survey. The project was very well received by the public and produced the following results: Diversion of 25.7 metric tonnes of pet waste Overall improvement in the reduction of cross contamination recycling and waste receptacles in greenspaces 85% of residents surveyed wait for the next available dog waste container Page 216 of 264 April 20, 2021 3 of 9 Report No. OPS21-008 84% indicated there were too few containers and would like to see program expanded Consensus by public that the containers are easy to use, clean, convenient, and odour free Mississauga staff hope to expand the program through future budget approval as the project was so well received by public and endorsed by frontline staff. In-ground waste receptacles recommended as part of yearlong pet waste diversion pilot project in 2022-23, involving nine (9) park/trail locations. Correctly collected dog waste can be diverted from landfill for conversion to renewable energy and fertilizer and prevents these organics from entering landfills. Also, in-ground containers minimize the contact the public and staff would typically have with a traditional mixed waste receptacle where pet waste has been disposed. The experience for staff is less than pleasant with foul odours, mass quantities of pet waste, loose dog waste and heavy cans, all creating many health and safety concerns. As such, staff are proposing that Aurora move forward with a pet waste diversion pilot project in 2022-23 considering Mississauga’s positive launch and demonstrated need in our greenspaces. Staff are considering nine (9) park/trail locations for the installation of 13 in-ground containers (Attachment 1). The units are fully in-ground, pre-cast concrete containers that store waste below grade where it is cooler and out of direct sunlight. This reduces odour and means that waste can be collected when the container is full, not when it smells, with a frequency of approximately every 6 weeks due to capacity. The above- grade access tube is designed to accept small bags of dog waste to minimize contamination by other waste eg: coffee cups. The waste is emptied by a large capacity contractor waste truck outfitted with a crane arm, to lift out the bag and transport for green disposal. Page 217 of 264 April 20, 2021 4 of 9 Report No. OPS21-008 Figure 1: Graphic of Proposed Dog Waste Capture System The proposed parks/trial locations experience a high volume of “pet visits”. Installation locations within each park will be accessible by a paved surface and will be highly visible to pet owners. Table 1: Installation Locations Location Quantity *Canine Commons 2 Sheppard’s Bush Conservation Area 1 Town Park 1 Hamilton Park 1 Thompson Park 1 Case Woodlot 1 Lakeview/Willow Farm Trail 2 Tim Jones Trail 3 Non-Programmed Park (funded through capital project budget for park construction in 2021) 1 *Staff will be purchasing and installing two (2) containers at Canine Commons in 2021. Operational Parks budget will be utilized for the purchase/installation and minimal disposal fees will be funded from current Operational Waste budget. Page 218 of 264 April 20, 2021 5 of 9 Report No. OPS21-008 Since the pandemic started the dog park has seen a significant increase in visits by users at all times of the day. This can be attributed to people working from due to Covid-19 restrictions and people looking for opportunity for recreational opportunities close to home. Currently the volunteer group picks up and disposes of pet waste from Canine Commons in green bins provided by the Town. These bins are then moved to the curbside for weekly pick-up, 12-20 depending on time of year. This task is time consuming/unpleasant and despite the volunteer’s effort to keep the bins tidy, they become unsightly on site and at curb edge due to wind/volume of containers. Remainder of the 10 containers proposed as part of the pilot program will be presented to Council for consideration through the 2022 budget deliberations. Performance targets and evaluation of program results to be presented at end of pilot project Staff will evaluate the performance of the containers against the targets indicated in Table 2 over a one (1) year period from June 1, 2022 to May 31, 2023. The program will be evaluated on the following criteria: Table 2: Container Performance Measures and Targets Performance Measure Target Amount of dog waste diverted from landfill 30 tonnes per annum Frequency of pet waste collection visits by operator Average every 6 weeks Reduction of pet waste in regular trash receptacles in parks/trails 75% reduction of inclusion of pet waste in regular trash receptacles at locations where dog waste containers located (exception of Canine Commons as green waste option exists) Pet owner engagement 200 pet owner online survey completions The results will be utilized to determine future expansion of the program and service methods could be modified based on operational requirements and public feedback. Page 219 of 264 April 20, 2021 6 of 9 Report No. OPS21-008 York Region will accept waste from the Towns pilot project through their organic collection program Collection of the dog waste will be contracted out to our current waste collection provider GFL, as it requires a large capacity truck with a crane arm to lift the waste from the inground containers. Dog waste is considered as residential green bin waste and York Region is willing to accept the waste at their transfer station located in Newmarket. There will be no additional costs associated with the acceptance of the organics above the contracted tonnage fees. Communications to establish a public education program prior to summer and assist in launching future pilot project. In 2016, Council approved the following motion: That staff be directed to investigate a public education program and public survey regarding pet waste in public parks and open spaces. Parks staff have been working with Communications to develop an interim communication plan aimed at increasing awareness of having dogs on leash, picking up of pet waste and encouraging residents to dispose of their pet waste in residential green bins. This campaign has already begun this spring as more people are active in parks/trails. Another communication effort, targeting pet owners will be launched to coincide with the installation of the new in ground containers in 2021 at Canine Commons. A larger campaign will be launched with the proposed pilot project in 2022-23; the effort will involve at-location signage, website, social media, Noticeboard and public survey engagement. Advisory Committee Review The Community Advisory Committee previously provided support of dog waste diversion initiatives/containers and off leash park development through reports, CAC19- 003 Future Off Leash Dog Park Locations, October 10, 2019 Legal Considerations None. Page 220 of 264 April 20, 2021 7 of 9 Report No. OPS21-008 Financial Implications Staff recommend that a total of 13 in-ground waste containers be installed as part of the Town’s Dog Waste Container and Diversion Pilot Project. Of these containers, two (2) will be installed in 2021 at the Canine Commons Park and one (1) at Non- Programmed Park. A proposal for the installation of a further ten (10) in-ground waste containers at various park/trail locations will be presented to Council for its consideration as part of the Town’s 2022 capital budget. The final in-ground waste container was approved by Council in 2021 as part the Non-Programmed Park construction project. The estimated cost for the purchase and installation of the two (2) waste containers to be located at Canine Commons is $12,000. This cost is to be funded from Park Operations’ existing approved operating budget. The final in-ground waste container was approved by Council in 2021 as part the Non-Programmed Park construction project. Estimated costs for the proposed ten (10) additional in-ground waste containers to be installed in 2022 in support of the Town’s Dog Waste Container and Diversion Pilot Project is $61,000. A detailed breakdown of this estimate is presented in Table 3. Staff will present this proposal to Council for its consideration and approval as part of the 2022 capital budget. Table 3: Capital Project Financial Impacts Materials Cost Supply of 10 inground waste receptacles $ 36,000 Installation 24,000 Signage for communication plan 1000 Total $ 61,000 The annual maintenance costs for all 13 in-ground waste containers are estimated at $13,026. Table 4 presents a more detailed break-down of this estimate. Staff will include this incremental amount in the Town’s draft 2022 operating budget for Council’s consideration. Table 4: Estimated Yearly Operational Impacts Service Costs Collection of units (every 6 weeks) by contractor $ 9,126 Estimated organic waste disposal (approx. 30 tonnes) 3,900 Total $13,026 Page 221 of 264 April 20, 2021 8 of 9 Report No. OPS21-008 Every effort will be taken to offset this pilot’s capital and operational costs; staff will investigate potential cost offsets through corporate sponsorship and pet license fees. Communications Considerations The Town will use “inform” and “engage” as the levels of communication related to this initiative. Communications will implement an education campaign targeted to residents and visitors on the Stoop and Scoop bylaw and proper waste disposal. Customer surveys will also be prepared. The campaign will be multifaceted, and include among others a media release, website content, social media, Noticeboard, Newsletters and park signage. Link to Strategic Plan The collection/diversion of organic waste supports the Strategic Plan goal of Supporting an exceptional quality of life for all through their accomplishment in satisfying requirements in the following key objectives within this goal statement: Investing in sustainable infrastructure: Maintain and expand infrastructure to support forecasted population growth through technology, waste management, roads, emergency services and accessibility Alternative(s) to the Recommendation 1. Council may provide further direction. Conclusions Dedicated collection of dog waste ensures that it is diverted from landfill and flows through the correct stream of organic materials. The solution will help to collect dog waste correctly, which can then be converted to energy and fertilizer. Staff are proposing that the in-ground dog waste pilot project be considered as part of the 2022 Capital Budget deliberations. Attachments Attachment 1 – Dog Waste Receptacle Page 222 of 264 April 20, 2021 9 of 9 Report No. OPS21-008 Previous Reports CAC19-003 Future Off Leash Dog Park Locations, October 10, 2019 OPS20-007 Off Leash Dog Park at Highland Gate, May 5, 2020 Pre-submission Review Agenda Management Team review on April 1, 2021 Approvals Approved by Allan D. Downey, Director of Operations Approved by Doug Nadorozny, Chief Administrative Officer Page 223 of 264 Example of Inground Waste Receptacle Attachment 1 Page 224 of 264 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. PDS 21-047 ______________________________________________________________________________________ Subject: IVY Network Electric Vehicle Charging Station Proposal Prepared by: Natalie Kehle, Energy and Climate Change Analyst Department: Planning and Development Services Date: April 20, 2021 _______________________________________________________________________________________ Recommendation 1. That Report No. PDS21-047 be received; 2. That the Town enter into a single source contract to be awarded to Ontario Charging Network LP for the provision of services to install, operate, repair and maintain eleven (11) dual head Level 2 electric vehicle charging stations on Town property; 3. That a new capital project with total Budget Authority of $13,800 for the purchase and installation of two Electric Vehicle Charging Stations at Library Square to be funded from the Growth & New reserve be approved; 4. That the Town’s 2021 Fees and Charges By-law be updated to include a $2.50 per hour with a 0.25 rate increase every 2 hours EV Charging Station usage rate at the first opportunity to do so; and, 5. That the Town enter into a license agreement with the Ontario Charging Network LP to place vehicle charging infrastructure on Town property. Executive Summary The purpose of this report is to seek Council approval to award a contract to Ontario Charging Network LP, a limited partnership formed under the laws of Ontario (“IVY”) to provide Charging-as-a-Service (CaaS) for 11 dual head electric vehicle charging stations at Town properties for a ten-year term: commencing on the date of substantial and operational completion of the electric vehicle infrastructure. Under the project, IVY owns, installs, and operates the electric vehicle infrastructure while the Town receives 100% of the net revenue from the pay-per-use fee to help offset Page 225 of 264 April 20, 2021 2 of 12 Report No. PDS21-047 project costs. The total project cost is $438,200 over ten years, and includes National Resources Canada (NRCan) funding for the purchase and installation of 9 of the 11 chargers, and all related operational, repair and maintenance costs. IVY project is a unique service for small and medium municipalities that lowers risks and administrative burden in managing a network of EV chargers. The IVY project is a cost-recovering program. The IVY project aligns with the Town’s Electric Vehicle Charging Station Policy and Process. The IVY project has a low impact on the Town’s Corporate Greenhouse Gas Emissions Target. The IVY agreement has a ten-year term. A single source award is utilized without a competitive procurement bid. Background Existing Town EV Chargers 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 a Fast Charger, using 240 volts) and are free for 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. The two existing Level 2 chargers are being relocated to the JOC for fleet use only. 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. NRCan‘s Zero Emission Vehicle Infrastructure Program To alleviate consumer concerns about where to charge vehicles, the Government of Canada announced, through Budget 2019, $130 million of funding over five years (2019- 2024) to deploy a network of zero-emission vehicle charging (Level 2 and higher). NRCan’s contribution through this Program is limited to fifty percent (50%) of Total Project Costs. Eligibility for funding requires a minimum of 20 chargers per application. Funding does not cover the costs to operate and maintain the chargers. Page 226 of 264 April 20, 2021 3 of 12 Report No. PDS21-047 York Region’s EV Chargers In the Fall of 2020, York Region announced that 70 EV chargers will be installed across the region at Region-owned facilities with NRCan funding. 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). Joint NRCan Application under Ontario Power Generation Inc. To meet the 20 charger minimum requirement, the Town signed a Memorandum of Understanding with the Ontario Power Generation Inc. in 2019 along with ten other Ontario Municipalities to apply for the NRCan funding. NRCan approved funding in 2020 for 9 dual head EV chargers (Level 2) for Aurora Town facilities, providing 50% of the costs for the equipment and installation. Funding does not cover the operational costs. Town Staff requested two additional chargers for the Library Square project but did not qualify for funding because of the program’s construction deadlines for 2021. However, EV ready design and related costs have been included as part of the Library Square project budget. Analysis IVY project is a unique service for small and medium municipalities that lowers risks and administrative burden in managing a network of EV chargers. IVY is a limited partnership formed by Hydro One Inc. and Ontario Power Generation Inc. and owner of the IVY Charging Network, which was launched in September 2019. Upon completion, the network will be the largest, most connected EV fast charger network in Ontario with around 160 fast chargers across 70+ locations by 2021. IVY plans to install around 50 public Level 2 EV Chargers in partnership with 11 municipalities (45 sites) across Ontario. Page 227 of 264 April 20, 2021 4 of 12 Report No. PDS21-047 Table 1: Summary of EV charging station locations included in the IVY’s Level 2 EV Charging-as-a-Service (CaaS) project: Location Quantity of Chargers Quantity of Connectors Hamilton Township 4 4 Smith Falls 3 3 Carleton Place 3 6 Port Hope 4 8 Trent Hills 3 6 The Blue Mountains 8 12 Newmarket 5 10 Aurora 11 22 Brighton 2 4 Cobourg 4 8 Halton Hills 6 11 Total 53 94 Under the project, 11 dual head Level 2 fast charger (240 volts) chargers will be installed at Town-owned facilities. Attachment 1 provides a detailed list of locations for installation and were based on needs from Community Services. The Town’s Accessibility Advisor was consulted as well. The project construction window is between July 2021 to October 2021, based on NRCan requirements. The key terms of the IVY contractual agreement include: Ownership: IVY owns and operates all EV infrastructure Subscription Term: The Town pays an annual fixed service fee to IVY for charger access with an option to renew at the end of the 10-year term. IVY maintains ownership of the charging infrastructure during the 10-year term. An option to buy-out the equipment is available. Commercial Pricing: Town sets pay-per-use pricing, within regional market limits Page 228 of 264 April 20, 2021 5 of 12 Report No. PDS21-047 Revenue: The Town will retain all net revenue from the EV chargers (after IVY fixed service fee, net taxes, transaction fees, and electricity costs). Billing performed by IVY. Electricity Costs: Town pays electricity costs. IVY is responsible for the complete deployment of EV Infrastructure (start to finish): • Provide site planning • Provide procurement of infrastructure and services • Perform project management and installation IVY is responsible for all EV Infrastructure on-going services: • Perform remote monitoring of chargers • Provide all maintenance (replacement and routine repairs) • Provide EV user support including 24/7 call centre • Perform all customer billing and settlement • Provide energy usage reports, see Attachment 2 for the remote portal dashboard showing charger data collection. IVY’s Level 2 EV Charging-as-a-Service (CaaS) offers the following value: Allowed small and medium municipalities to access NRCan funding under a group application; No upfront costs by the Town and a fixed annual fee; IVY takes care of installation, maintenance and operations on the Town’s behalf. Installing and operations are complex; require technical expertise and higher risk; Little administrative burden on Town resources in program implementation; Providing a seamless user experience by connecting Town chargers to a wider network of EV chargers; Providing drivers preferred expansive networks of chargers, accessible through a single software platform; where stand-alone chargers have lesser utilization; IVY’s branding and marketing plan will leverage a wide variety of tactics and channels. There will be opportunities to recognize the Town’s partnership across: • IVY website • Physical signage next to charging stations • IVY press releases • Promotional events (e.g. Launch events, community events, etc.) • Social media (Facebook, Twitter, etc.) • Promotional partnerships (Automakers, EV owners associations, etc.) Page 229 of 264 April 20, 2021 6 of 12 Report No. PDS21-047 • Third party websites, and mobile applications (ChargeHub, PlugShare, Google Maps, etc.) The IVY project is a cost-recovering program. The Town receives 100% of the net revenue from the public use of the EV chargers, after IVY’s annual fixed service fee, taxes, a 4% transaction fee for credit card usage and electricity costs. Without having historic usage data, it is difficult for staff to estimate how much revenue the program will generate. Once the chargers are installed and operating, the Town will have access to actual usage and program cost data by implementing a portal dashboard which will allow staff to forecast this program’s financial viability more accurately (see Attachment 2). The Town’s net revenue from the use of the chargers will be influenced by the following factors: Purchase of additional Library Square chargers (one time cost): The two chargers that did not qualify for NRCan funding cost of $10,400. CaaS service fee (fixed price): This fee will be fixed for the term of the contract but will be subject to possible inflationary increases based on Consumer Price Index (CPI) rate each year. The CaaS fee is $30,830 annually for the nine NRCan funded chargers (includes the installation, charging equipment, operation, repair and maintenance of the chargers and network fees) and $4,786 annually for the two Library Square chargers (includes the operation, repair and maintenance and network fees). EV Charging Station Utilization rates (variable rate): a percentage of the usage of the chargers relative to their operating hours. York Region is estimating an initial utilization rate of 35% of business hours and 15% of after hours. Town Staff analyzed four scenarios using: 5, 10, 15 and 35% utilization rates to better understand the annual project cash flow scenarios (see the Financial Implications Section below). Electricity rates (variable price): under the IVY project, the Town is responsible to pay for the electricity used by the chargers. Electricity rates vary by location, the time of day, the demand at a facility and is likely to be subject to upward pressure each year. Current rates are approximately $0.20 per kilowatt-hour. Page 230 of 264 April 20, 2021 7 of 12 Report No. PDS21-047 Pay-per-use fee (fixed with an annual review): The Town charges a flat hourly fee, by the minute, for the use of the chargers that will align with regional fees. Town Staff are working with other local municipalities on a flat hourly rate, estimated to be $2.50. The fee will be finalized when the 2021 and 2022 Rates & Fees By-law is revised and updated annually. The IVY project aligns with the Town’s Electric Vehicle Charging Station Policy and Process The IVY project aligns with the Town’s Electric Vehicle Charging Station Policy and Process, approved by Council on March 30, 2021. The Policy outlines best practices in the installation, operation and management of EV charging station infrastructure at Town facilities. The IVY project has a low impact on the Town’s Corporate Greenhouse Gas Emissions Target The annual increase of greenhouse gas emissions from Town facilities from the added electricity use from the EV chargers is estimated to be 16 tonnes of carbon dioxide equivalent (under a 35% utilization rate scenario), which is equivalent to 0.54% of the Town’s total corporate emissions (in 2018). Under the Energy Conservation and Demand Management Plan, Facilities have an emission reduction target of 8% from 2018 levels by 2023. Though the EV charging station program will have a small decrease to the Town’s corporate emissions, it will have a positive impact on the Community’s emissions by supporting the uptake of electric vehicle ownership and reducing emissions from gasoline usage. The IVY agreement has a ten-year term Staff are recommending that the Town enter into a ten (10) year agreement with IVY, with an additional renewal of five (5) years upon consent, in order to provide turn key charging for service EV infrastructure. The term commences on the date of equipment substantial completion, when the chargers are ready for use. A single source award is utilized without a competitive procurement bid In this instance a single source contract award is recommended by staff. A single source contract may be used when any of the following circumstances apply; where Page 231 of 264 April 20, 2021 8 of 12 Report No. PDS21-047 compatibility with an existing product, equipment, facility or services is a paramount consideration, as set out in Procurement By-law No. 6076-18 article 13.6. Advisory Committee Review Due to NRCan construction deadlines, Town Staff did not have the opportunity to seek comments from the Advisory Committees between receiving the agreement and seeking Council approval. Following the April 20th General Committee meeting, staff will be presenting the IVY charging station program for review and comment. Legal Considerations The Town is required to enter into an agreement with IVY, which will outline the scope of services that are being provided by IVY and the responsibilities of the parties. Since IVY retains ownership of the charging equipment, they will be responsible to install and maintain them and to pay for repairs caused by normal use of the equipment. The Town will have a license to use the chargers and therefore, will have to pay a license fee, be responsible for electricity costs and for any damage to the chargers which are not as a result of normal use and maintain insurance on the chargers (which cost of insurance will be added to the Town’s premium). Lastly, the agreement will include termination provisions wherein if the Town terminates the agreement, the Town would be subject to a termination fee or has the option of purchasing the equipment at a set price that gradually reduces over the term. Financial Implications As noted previously, the Town will not have any initial investment requirements relating to the purchase and installation of 9 of its total of 11 planned EV charging stations as IVY will be responsible for these costs under the noted agreement. However, the Town will be responsible for the initial costs for the purchase and final connection of the remaining two stations to be located at Library Square which are estimated to be $13,800 including unrecoverable HST, having not qualified for NRCan funding due to construction deadlines. All other costs associated with the installation of the EV stations at the Library Square such as all electrical, design and engineering costs, have been included within the overall Library Square’s construction capital project. Staff recommend that Council approve a new capital project with total budget authority of $13,800 to be funded from the Growth & New reserve for the purchase and Page 232 of 264 April 20, 2021 9 of 12 Report No. PDS21-047 installation of the two EV charging stations at Library Square. These installation costs include the final connection of equipment to already constructed infrastructure. The primary operating costs for each proposed EV Charging Station include annual user fee collection, network access and maintenance to be performed by IVY under contract on the Town’s behalf, electricity costs, as well as any extraordinary equipment damage costs should they arise. The Town’s IVY contract costs represent a significant proportion of its EV Charging Station annual operating costs. Table 1 presents an estimate of the total IVY contract costs for the full ten-year contract period, excluding HST. These costs include $13,500 in one-time costs for the installation and purchase of the noted two EV charging stations at the Library Square. IVY’s annual contract costs include an annual fixed charge per station that is subject to a potential inflationary increase each year. IVY also charges a transaction charge per user fee that it processes on the Town’s behalf which is subsequently netted against any revenues collected. Table 1 Total Lifetime IVY Contract Cost Estimate Description Amount One time cost for Library Square Units $ 13,500 10-year fixed cost per station x 11, including annual inflationary increases $ 356,500 Contingency for non-routine repairs (20%) $ 71,300 Total contract cost over 10 years (Excluding HST) $ 441,300 IVY’s fixed cost per station includes its performance of routine station corrective maintenance arising from normal usage. However, the Town is responsible for any incremental costs relating to station damage as a result of force majeure, vandalism, any alteration or modification of the EV infrastructure not approved in writing by IVY, abuse, damage or otherwise caused by negligence or misapplication or misuse of the chargers by the customers or by the Town; or damage as a result of improper site maintenance. A further contingency amount has been included in Table 1 in this regard. Page 233 of 264 April 20, 2021 10 of 12 Report No. PDS21-047 The financial viability of this program is dependent upon several variables; however, its utilization rate will be its key driver of success. The network’s utilization rate is measured as a percentage value referring to the amount of time that a charger is used per year compared to the time that it is available for use. It is assumed that stations will be available for use 24 hours a day, 365 days per year, or 8,760 hours. For example, a 10% utilization rate reflects that a charger was used for 10% (876 hours) of the total available time that it was available for use over the course of a year (8,760 hours). The Town will charge an hourly user fee for charger station use; therefore, the higher the utilization rate, the higher the Town’s revenues will be. The utilization rate also has a significant influence on the network’s key variable cost driver being its electricity costs. The Town explored the financial viability of its proposed EV charging station network under four different utilization rate scenarios being 5, 10, 15 and 35%. This scenario analysis considers all the above noted costs as well as, a consistent rate for its electricity costs. In addition, it assumes that the Town will charge a comparable user fee per hour to that of its regional neighbours. This analysis also considers the Town’s incremental costs relating to its extraordinary repair if charging stations that are not included under IVY’s annual fixed rate. Attachment #3 presents a summary of the estimated net cash flows that would result under each of the examined utilization rate scenarios. Of note, the Town’s charger network is not expected to breakeven until it reaches a utilization rate of 15% or higher. Staff are conservatively budgeting for a 10% utilization rate over the first ten years of the network’s life. Under this scenario, the Town’s cumulative 10 year net cost including its initial required investment is $134,000. When the initial investment of $13,800 is removed from this amount, the average annual net cost becomes $12,400. The estimated annual net operating cost in 2021 will be less than this amount, $3,100 as the network is expected to be operational only for the last quarter of 2021. The network’s ongoing operations will be funded out of the Town’s Facility Management operating budget. Any shortfalls experienced in 2021 will be absorbed within the Town’s existing operating budget. The estimated average net annual operating cost of $12,400 will be included in the Town’s upcoming 2022 operating budget for Council’s consideration. Any net revenues generated from this program, if any will be contributed to the Town’s Green Initiatives Reserve in support of future green initiative projects. All of the presented scenarios assume an annual usage rate of $2.50 per hour (and a $0.25 per hour increase every two hours) which aligns with the current anticipated rates that York Region will charge for the use of its EV charging stations. It is recommended Page 234 of 264 April 20, 2021 11 of 12 Report No. PDS21-047 that the Town adopt an equivalent rate to that of York Region. Further, it is recommended that this rate be included in the Town’s 2021 and 2022 Rates & Fee schedules at the first opportunity to do so. These rates will be subject to change in effort to remain in alignment with the Region of York. Communications Considerations The agreement with the provider establishes responsibilities for communication activities. Communications will work with the external provider on a joint communication plan to promote the initiative. The Town will use “inform” as the level of communication for this project. Link to Strategic Plan This project supports the Strategic Plan goal of supporting environmental stewardship and sustainability, Objective 2: Continue to invest in green initiatives and infrastructure to promote environmentalism locally. Alternative(s) to the Recommendation 1. Council to provide direction. Conclusions Natural Resources Canada’s Zero-Emission Vehicle Infrastructure Program (ZEVIP) awarded IVY (on behalf of the Town and 10 other municipalities) funding for eleven (11) dual head Level 2 electric vehicle charging stations at Town facilities. IVY is offering a Charging-as-a-Service (CaaS), proving turnkey ownership, design, installation, operation, maintenance of the chargers. The NRCan funding covers 50% of the installation cost and the EV equipment, but does not cover the operational cost of the EV network. The net revenue from the public use of the chargers goes to the Town to offset program costs. The contract with IVY for a ten (10) year term is $438,200 and does not reflect the potential offsets from the pay-per-use fees collected by the Town. Further, it is recommended that Council approve the amendment to its 2021 Rates & Fees By-law to include a new user rate of $2.50 per hour plus a $0.25 rate increase for every two additional hours of use it EV charging stations at the first available opportunity. Page 235 of 264 April 20, 2021 12 of 12 Report No. PDS21-047 Attachments Attachment 1 - Site Locations for IVY EV Chargers Attachment 2 – IVY Charging Remote Portal Dashboard Attachment 3 – Financial Viability of EV Charging Station Network – Scenario Analysis Previous Reports None Pre-submission Review Agenda Management Team review on April 1, 2021 Approvals Approved by David Waters, Director, Planning and Development Services Approved by Doug Nadorozny, Chief Administrative Officer Page 236 of 264 Attachment 1 Site Locations for IVY EV Chargers Page 237 of 264 Attachment 1 – Site Location for IVY EV Chargers Municipality Aurora Site Address 100 John West Way – Town Hall Site Contact Natalie Kehle Number of Chargers 2 Configuration of Chargers Pedestal Mount – Dual Head Charger Brand of Chargers BTC Tentative Construction Schedule July 2021 Contractor Spark Page 238 of 264 Municipality Aurora Site Address 229 Industrial Parkway North Site Contact Natalie Kehle Number of Chargers 2 Configuration of Chargers Pedestal Mount – Dual Head Charger Brand of Chargers BTC Tentative Construction Schedule July 2021 Contractor Spark Page 239 of 264 Municipality Aurora Site Address 1 Community Centre Lane Site Contact Natalie Kehle Number of Chargers 1 Configuration of Chargers Pedestal Mount – Dual Head Charger Brand of Chargers BTC Tentative Construction Schedule July 2021 Contractor Spark Page 240 of 264 Municipality Aurora Site Address 135 Industrial Parkway North - AFLC Site Contact Natalie Kehle Number of Chargers 1 Configuration of Chargers Pedestal Mount – Dual Head Charger Brand of Chargers BTC Tentative Construction Schedule July 2021 Contractor Spark Page 241 of 264 Municipality Aurora Site Address 1400 Wellington St. E - SARC Site Contact Natalie Kehle Number of Chargers 2 Configuration of Chargers Pedestal Mount – Dual Head Charger Brand of Chargers BTC Tentative Construction Schedule July 2021 Contractor Spark Page 242 of 264 Municipality Aurora Site Address 89 Mosley St. - Armory Site Contact Natalie Kehle Number of Chargers 1 Configuration of Chargers Pedestal Mount – Dual Head Charger Brand of Chargers BTC Tentative Construction Schedule July 2021 Contractor Spark Page 243 of 264 Municipality Aurora Site Address 22 Church St (Equipment Only) Site Contact Natalie Kehle Number of Chargers 2 Configuration of Chargers Pedestal Mount – Dual Head Charger Brand of Chargers BTC Tentative Construction Schedule July 2021 Contractor Ivy Page 244 of 264 Attachment 2 Ivy Charging Remote Portal Dashboard Page 245 of 264 Attachment 2 - Ivy Charging Remote Portal Dashboard Page 246 of 264 Attachment 3 Financial Viability of EV Charging Station Network – Scenario Analysis Page 247 of 264 Figure 1 Estimated Total Cash flows for the Life of the IVY Contract -$400,000.00 -$200,000.00 $0.00 $200,000.00 $400,000.00 $600,000.00 $800,000.00 1 2 3 4 5 6 7 8 9 10CASH FLOWYEAR 5% Utilization 10% Utilization 15% Utilization 35% Utilization Page 248 of 264 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. CMS 2 1 -0 16 Subject: Aurora Sports Dome – Financing, Permit Fees, Reserve Account, and Capital Works Prepared by: John Firman, Manager, Business Support Department: Community Services Date: April 20, 2021 Recommendation 1. That Report No. CMS21-016 be received; and 2. That a permit fee structure as presented be approved; and 3. That a new Aurora Sports Dome Reserve Fund be created; and 4. That Capital Project No. 72460 – Aurora Sports Dome Retrofit be approved; and 5. That total budget authority of $600,000 be approved for Capital Project No. 72460 to be funded through long-term financing to be repaid through future Dome operating revenues; and 6. That $1.6 million in long-term debt authority for the financing of the Aurora Sports Dome’s purchase and retrofit in the form of a 15-year debenture be issued; and 7. That a by-law be enacted in regard to the long-term financing of the Aurora Sports Dome acquisition and retrofit projects at a future Council meeting; and 8. That a by-law be enacted to repeal By-law No. 6036-17, being a by-law to exempt the Aurora Sports Dome from taxes. Executive Summary As directed by Council, the Town assumed ownership of the assets of the Aurora Sports Dome (the Dome) on March 31, 2021. This report serves to request the Council approvals required to proceed with operating the dome. Page 249 of 264 April 20, 2021 2 of 8 Report No. CMS21-016 To provide for immediate benefit to the community, staff recommend a 10% fee reduction for regular indoor season rental of the Dome. Staff will further review the permit fee structure and make additional recommendations for fee reductions in the Fees and Charges By-Law review during the 2023 Operating Budget process. The creation of a dedicated reserve fund for the Aurora Sports Dome will allow for the clear delineation of dome funds from the Town’s other facilities. To bring the Aurora Sports Dome up to existing Town standards some immediate retrofit work is necessary. Debt financing is required to manage the timing gap between the dome’s immediate investment requirements and the generation of its future operating revenue funding source. Background At the closed session meeting of May 26, 2020, Council directed staff to enter into negotiations to purchase the assets of the Aurora Sports Dome (the Dome). At the closed session meeting of January 26, 2021, Council approved the purchase of the Dome and the Town took possession of the Dome assets on March 31. In order to begin operations of the Dome and establish financial measures to ensure all capital and operating expenses are paid for from Dome revenues, several steps need to be taken, including; Establishing a rental permit fee schedule Creating a dedicated reserve fund Approving required capital works Approving long term financing for the Dome’s initial acquisition and retrofit costs Analysis To provide for immediate benefit to the community, staff recommend a 10% fee reduction for regular indoor season rental of the Dome. Under Town ownership and in absence of a third party for-profit partner, indoor season rental permit fees can be immediately lowered to provide for more economical access for the community. At the moment, staff are dependant upon the financial information Page 250 of 264 April 20, 2021 3 of 8 Report No. CMS21-016 provided by the previous owner to project revenue and expenses. As such, staff recommend a conservative approach to any fee reduction, proposing a 10% fee reduction from the current rates charged by the previous owner. This will provide an immediate benefit to all who use the Dome, while enabling staff to monitor and evaluate actual revenue and expenses during the first year of operations. Table 1 shows the current indoor season rental fees under previous ownership and the recommended permit fees once the Dome re-opens. Table 1 Current and Proposed Rental Fees Indoor Season Rates (October 1 – April 30) Current rate under prior ownership Proposed rate upon re-opening 1/3 field – regular prime time rate $220.35/hr $198.31/hr Full field – regular prime time rate $661.05/hr $594.94/hr 1/3 field – regular non-prime rate $158.20/hr $142.38/hr Full field – regular non-prime rate $474.60/hr $427.14/hr 1/3 field – non-profit prime time rate $198.31/hr $178.48/hr Full field – non-profit prime time rate $594.94/hr $535.45/hr 1/3 field – non-profit non-prime rate $142.38/hr $128.14/hr Full field – non-profit non-prime rate $427.14/hr $384.42/hr Last minute booking (less than 48 hours notice, anytime) $152.55/hr $137.29/hr *all fees shown above include HST. Summer season rates would remain unchanged and are already included in Schedule D of the Rates & Fees Bylaw. Staff will further review the permit fee structure and make additional recommendations for fee reductions in the Fees and Charges By-Law review during the 2023 Operating Budget process Staff recommend experiencing at least one full year of operations, in order to properly monitor and evaluate the operating costs and revenue achieved under Town ownership Page 251 of 264 April 20, 2021 4 of 8 Report No. CMS21-016 prior to making additional fee reductions. At which point, staff will then make further recommendations for additional permit fee reductions through the 2023 Operating Budget review process. The intent will be to provide for more affordable access to the community while ensuring adequate funding to maintain a healthy reserve fund for future Capital expenditures. The creation of a dedicated reserve fund for the Aurora Sports Dome will allow for the clear delineation of dome funds from the Town’s other facilities As it is the Town’s goal to ensure that the Aurora Sports Dome is a financially self- sustaining operation, it is important that its rehabilitation and replacement reserve funds be differentiated from those of the other Town facilities. The creation of a dedicated reserve for the dome will allow for the clear delineation of its funds. This reserve’s primary intent will be for the accumulation of funding in support of future rehabilitation and replacement work for the dome. This reserve may be used to balance the dome’s annual operating budget if necessary. The Aurora Sports Dome reserve will be funded through the annual contribution of any excess net operating revenues that the Town collects from the dome’s operations. To bring the Aurora Sports Dome up to existing Town standards some immediate retrofit work is necessary Staff have identified a list of retrofits that it is recommending be completed within the first year of the Town’s ownership of the dome to bring this facility up to Town standards. A detailed list of the recommended retrofits is presented under Table 2. Table 2 Recommended Immediate Retrofit Work To allow this work to proceed at the most opportune time in the dome’s operation, staff are requesting that Council approve a new capital project for this work now. This Item Estimated Cost Replacement of Artificial Turf 500,000 Club House HVAC Exhaust Fans 40,000 Air conditioning for Air Bubble 40,000 Club House HVAC Roof Top Units 18,000 Hot water heater 2,000 600,000 Page 252 of 264 April 20, 2021 5 of 8 Report No. CMS21-016 proposed project is to be funded through the issuance of long-term debt financing which will be repaid through future dome operating revenues. Debt financing is required to mange the timing gap between the dome’s immediate investment requirements and the generation of its future operating revenue funding source A key financial objective of the Town is to ensure that the Aurora Sports Dome remains self sustaining and therefore does not require any tax levy support. The sole source of funding for the dome will be its annual operating revenues. As the dome has not generated sufficient revenues yet to pay for its initial investment requirements, debt financing is required to mitigate the timing gap between when the dome’s initial investment is required and when its intended operating revenue funding source will be collected. The Town can access the following financing tools for its long-term financing needs: 1. York Region: fixed rate, closed, 15-year debenture financing. 2. Ontario Infrastructure & Lands Corporation: fixed rate, closed, debenture with financing guaranteed by York Region up to a maximum 15-year term. Should the Town proceed with an Ontario Infrastructure debenture, as per legislation this debenture must be secured by the Town’s upper Tier municipality, York Region. Consequently, after Aurora Council’s approval of its debt bylaw, York Region Council must approve its own equivalent debt bylaw. Debentures operate very much the same as a closed, fixed rate home mortgage, where payments are fixed, and no additional or balloon payments are permitted. Bank loan financing is not permitted under the Municipal Act and regulations. In consideration of the dome’s projected annual revenues and its future replacement and rehabilitation reserve requirements, staff recommend that the Town access long term financing to be amortized over a 15-year time horizon. As evidenced by the detailed break-down of the Aurora Sports Dome’s long term projected revenues and expenses that is presented under Attachment #1, the dome will be able to repay the recommended debt financing as well as meet its anticipated rehabilitation and repair needs. Staff recommend that the Town proceed with an Ontario Infrastructure 15-year debenture for the long-term financing of the dome’s initial purchase and retrofit requirements. Page 253 of 264 April 20, 2021 6 of 8 Report No. CMS21-016 Advisory Committee Review N/A Legal Considerations In 2017, Council declared the Aurora Sports Dome to be a municipal capital facility and authorized the Town to enter into an agreement with respect to the property. As a result of the purchase of the assets by the Town, the agreement has been terminated. As part of the process of declaring a municipal capital facility, Council also enacted By-law No. 6036-17 to exempt the property from taxes. Since the Town now owns the assets, this by-law is no longer required and therefore, it may be repealed. Financial Implications Staff are proposing that Council approve a total of $0.6M in new capital budget authority relating to the immediate retrofit requirements for the dome. The funding of this authority will not impact the Town’s existing reserve balances as it will ultimately be funded from the dome’s operating revenues. To allow for the collection of these revenues, long term debt financing is necessary. The total required long-term financing is estimated to be $1.6 million for the Aurora Sports Dome purchase and retrofit projects. It is recommended that this long-term financing take the form of an Ontario Infrastructure 15-year debenture. Ontario Infrastructure has consistently offered the lowest available debenture interest rate. The Town’s estimated cost of this debt will be 2.32 percent per annum; the Town has consistently earned greater returns on its investments making external debt the preferred option in this instance to using its existing cash reserves. When all the Town’s outstanding long-term debt, including its estimated debt arising from Library Square, Hallmark Baseball Diamonds and SARC Gymnasium are considered, the Town continues to have sufficient room within its calculated annual repayment limit of $22,126,600. With all the above noted debt included, the Town’s total annual debt carrying costs are estimated to be $2,949,200 representing 13 percent of its allowed 2021 maximum. As per the Town’s current best practice, debt will only be considered in instances where a clear funding source is available for its repayment. In the case this debenture will be fully repaid through the dome’s annual operating revenues. Page 254 of 264 April 20, 2021 7 of 8 Report No. CMS21-016 Upon Council’s approval of the proposed permit fee structure, the Town’s 2021 Rates & Fees bylaw will be amended accordingly at the first opportunity to do so. Communications Considerations No communications considerations at this time. Link to Strategic Plan Ensuring the efficient management of the Dome and the increased affordability through reduced fees and operating costs supports the Strategic Plan goal of Supporting an exceptional quality of life for all in its accomplishment in satisfying requirements in the following key objective within this goal statement: Objective 4: Encouraging an active and healthy lifestyle. Alternative(s) to the Recommendation 1. Council can provide further direction. Conclusions That the permit fees be established as set out in this report, with all revenue to be placed into a dedicated reserve account. Also, that Capital Project No. 72460 – Aurora Sports Dome Retrofit be approved and the Capital Project along with the purchase of the Dome be financed in the form of an Ontario Infrastructure 15-year debenture, to be repaid from Dome revenue. Attachments Attachment #1 – Aurora Sports Dome Financial Analysis Previous Reports None Pre-submission Review Agenda Management Team review on April 8, 2021 Page 255 of 264 April 20, 2021 8 of 8 Report No. CMS21-016 Approvals Approved by Robin McDougall, Director, Community Services Approved by Doug Nadorozny, Chief Administrative Officer Page 256 of 264 ϮϬϮϭ ϮϬϮϮ ϮϬϮϯ ϮϬϮϰ ϮϬϮϱ ϮϬϮϲ ϮϬϮϳ ϮϬϮϴ ϮϬϮϵ ϮϬϯϬ ϮϬϯϭ ϮϬϯϮ ϮϬϯϯ ϮϬϯϰ ϮϬϯϱ ϮϬϯϲ ϮϬϯϳ ϮϬϯϴ ϮϬϯϵ ϮϬϰϬ ϮϬϰϭZĞǀĞŶƵĞƐ'ƌŽƐƐZĞǀĞŶƵĞƐϭ;Ϯϯϳ͕ϲϬϬͿ ;ϰϳϱ͕ϮϬϬͿ ;ϰϳϱ͕ϮϬϬͿ ;ϰϳϱ͕ϮϬϬͿ ;ϰϳϱ͕ϮϬϬͿ ;ϰϳϱ͕ϮϬϬͿ ;ϰϳϱ͕ϮϬϬͿ ;ϰϳϱ͕ϮϬϬͿ ;ϰϳϱ͕ϮϬϬͿ ;ϰϳϱ͕ϮϬϬͿ ;ϰϳϱ͕ϮϬϬͿ ;ϰϳϱ͕ϮϬϬͿ ;ϰϳϱ͕ϮϬϬͿ ;ϰϳϱ͕ϮϬϬͿ ;ϰϳϱ͕ϮϬϬͿ ;ϰϳϱ͕ϮϬϬͿ ;ϰϳϱ͕ϮϬϬͿ ;ϰϳϱ͕ϮϬϬͿ ;ϰϳϱ͕ϮϬϬͿ ;ϰϳϱ͕ϮϬϬͿ ;ϰϳϱ͕ϮϬϬͿ džƉĞŶƐĞƐ ƐƚŝŵĂƚĞĚŽŵĞKƉĞƌĂƚŝŶŐŽƐƚƐϮϵϮ͕ϱϬϬ ϭϴϱ͕ϬϬϬ ϭϴϴ͕Ϯϯϴ ϭϵϭ͕ϱϯϮ ϭϵϰ͕ϴϴϯ ϭϵϴ͕Ϯϵϰ ϮϬϭ͕ϳϲϰ ϮϬϱ͕Ϯϵϱ ϮϬϴ͕ϴϴϴ ϮϭϮ͕ϱϰϯ Ϯϭϲ͕Ϯϲϯ ϮϮϬ͕Ϭϰϳ ϮϮϯ͕ϴϵϴ ϮϮϳ͕ϴϭϲ Ϯϯϭ͕ϴϬϯ Ϯϯϱ͕ϴϲϬ Ϯϯϵ͕ϵϴϳ Ϯϰϰ͕ϭϴϳ Ϯϰϴ͕ϰϲϬ ϮϱϮ͕ϴϬϴ Ϯϱϳ͕ϮϯϮŽŶƚƌŝďƵƚŝŽŶƚŽZΘZ ϳϱ͕ϬϬϬ ϭϱϬ͕ϬϬϬ ϭϱϬ͕ϬϬϬ ϭϱϬ͕ϬϬϬ ϭϱϬ͕ϬϬϬ ϭϱϬ͕ϬϬϬ ϭϱϬ͕ϬϬϬ ϭϱϬ͕ϬϬϬ ϭϱϬ͕ϬϬϬ ϭϱϬ͕ϬϬϬ ϭϱϬ͕ϬϬϬ ϭϱϬ͕ϬϬϬ ϭϱϬ͕ϬϬϬ ϭϱϬ͕ϬϬϬ ϭϱϬ͕ϬϬϬ ϭϱϬ͕ϬϬϬ ϭϱϬ͕ϬϬϬ ϭϱϬ͕ϬϬϬ ϭϱϬ͕ϬϬϬ ϭϱϬ͕ϬϬϬ ϭϱϬ͕ϬϬϬKƉĞƌĂƚŝŶŐŽŶƚŝŶŐĞŶĐLJϭϬ͕ϬϬϬ Ϯϱ͕ϬϬϬ Ϯϱ͕ϬϬϬ Ϯϱ͕ϬϬϬ Ϯϱ͕ϬϬϬ Ϯϱ͕ϬϬϬ Ϯϱ͕ϬϬϬ Ϯϱ͕ϬϬϬ Ϯϱ͕ϬϬϬ Ϯϱ͕ϬϬϬ Ϯϱ͕ϬϬϬ Ϯϱ͕ϬϬϬ Ϯϱ͕ϬϬϬ Ϯϱ͕ϬϬϬ Ϯϱ͕ϬϬϬ Ϯϱ͕ϬϬϬ Ϯϱ͕ϬϬϬ Ϯϱ͕ϬϬϬ Ϯϱ͕ϬϬϬ Ϯϱ͕ϬϬϬ Ϯϱ͕ϬϬϬϭϳϳ͕ϱϬϬ ϯϲϬ͕ϬϬϬ ϯϲϯ͕Ϯϯϴ ϯϲϲ͕ϱϯϮ ϯϲϵ͕ϴϴϯ ϯϳϯ͕Ϯϵϰ ϯϳϲ͕ϳϲϰ ϯϴϬ͕Ϯϵϱ ϯϴϯ͕ϴϴϴ ϯϴϳ͕ϱϰϯ ϯϵϭ͕Ϯϲϯ ϯϵϱ͕Ϭϰϳ ϯϵϴ͕ϴϵϴ ϰϬϮ͕ϴϭϲ ϰϬϲ͕ϴϬϯ ϰϭϬ͕ϴϲϬ ϰϭϰ͕ϵϴϳ ϰϭϵ͕ϭϴϳ ϰϮϯ͕ϰϲϬ ϰϮϳ͕ϴϬϴ ϰϯϮ͕ϮϯϮEĞƚZĞǀĞŶƵĞƐ ;ϲϬ͕ϭϬϬͿ ;ϭϭϱ͕ϮϬϬͿ ;ϭϭϭ͕ϵϲϯͿ ;ϭϬϴ͕ϲϲϴͿ ;ϭϬϱ͕ϯϭϳͿ ;ϭϬϭ͕ϵϬϲͿ ;ϵϴ͕ϰϯϲͿ ;ϵϰ͕ϵϬϱͿ ;ϵϭ͕ϯϭϮͿ ;ϴϳ͕ϲϱϳͿ ;ϴϯ͕ϵϯϳͿ ;ϴϬ͕ϭϱϯͿ ;ϳϲ͕ϯϬϮͿ ;ϳϮ͕ϯϴϰͿ ;ϲϴ͕ϯϵϳͿ ;ϲϰ͕ϯϰϬͿ ;ϲϬ͕ϮϭϯͿ ;ϱϲ͕ϬϭϯͿ ;ϱϭ͕ϳϰϬͿ ;ϰϳ͕ϯϵϮͿ ;ϰϮ͕ϵϲϴͿ&ƵƌƚŚĞƌŽŶƚƌŝďƵƚŝŽŶƚŽZΘZ ϲϬ͕ϭϬϬ ϭϭϱ͕ϮϬϬ ϭϭϭ͕ϵϲϯ ϭϬϴ͕ϲϲϴ ϭϬϱ͕ϯϭϳ ϭϬϭ͕ϵϬϲ ϵϴ͕ϰϯϲ ϵϰ͕ϵϬϱ ϵϭ͕ϯϭϮ ϴϳ͕ϲϱϳ ϴϯ͕ϵϯϳ ϴϬ͕ϭϱϯ ϳϲ͕ϯϬϮ ϳϮ͕ϯϴϰ ϲϴ͕ϯϵϳ ϲϰ͕ϯϰϬ ϲϬ͕Ϯϭϯ ϱϲ͕Ϭϭϯ ϱϭ͕ϳϰϬ ϰϳ͕ϯϵϮ ϰϮ͕ϵϲϴƵƌŽƌĂ^ƉŽƌƚŽŵĞZĞƐĞƌǀĞϮϬϮϭ ϮϬϮϮ ϮϬϮϯ ϮϬϮϰ ϮϬϮϱ ϮϬϮϲ ϮϬϮϳ ϮϬϮϴ ϮϬϮϵ ϮϬϯϬ ϮϬϯϭ ϮϬϯϮ ϮϬϯϯ ϮϬϯϰ ϮϬϯϱ ϮϬϯϲ ϮϬϯϳ ϮϬϯϴ ϮϬϯϵ ϮϬϰϬ ϮϬϰϭKƉĞŶŝŶŐĂůĂŶĐĞ Ͳ ϳϰϬ͕ϭϬϬ ϮϲϬ͕ϳϴϴ ϰϬϭ͕Ϭϯϴ ϱϯϵ͕ϱϵϰ ϲϳϲ͕ϯϵϴ ϴϭϭ͕ϯϵϮ ϵϰϰ͕ϰϭϲ ϭ͕Ϭϰϭ͕ϴϬϴ ϭ͕ϭϳϬ͕ϯϬϴ ϭ͕Ϯϵϲ͕ϲϱϯ ϭ͕ϯϳϯ͕ϭϳϴ ϭ͕ϰϴϮ͕ϭϭϵ ϭ͕ϲϬϬ͕ϲϬϴ ϭ͕ϳϭϲ͕ϰϴϬ ϭ͕ϯϭϱ͕Ϯϲϰ ϭ͕ϰϭϵ͕ϳϵϮ ϴϬϭ͕ϴϬϱ ϭ͕Ϭϭϴ͕Ϯϭϴ ϭ͕ϮϯϮ͕ϴϱϴ ϭ͕ϰϰϱ͕ϱϱϬ/ŶǀĞƐƚŵĞŶƚ/ŶĐŽŵĞϯͲ ϭϰ͕ϰϬϬ ϱ͕ϮϬϬ ϲ͕ϴϬϬ ϴ͕ϰϬϬ ϭϬ͕ϬϬϬ ϭϭ͕ϱϬϬ ϭϯ͕ϮϬϬ ϭϰ͕ϭϬϬ ϭϱ͕ϲϬϬ ϭϳ͕ϯϬϬ ϭϳ͕ϵϬϬ ϭϵ͕ϭϬϬ ϮϬ͕ϰϬϬ Ϯϰ͕ϳϬϬ ϭϳ͕ϭϬϬ ϮϮ͕ϰϬϬ ϭϬ͕ϰϬϬ ϭϮ͕ϵϬϬ ϭϱ͕ϯϬϬ ϭϳ͕ϳϬϬŽŶƚƌŝďƵƚŝŽŶƐ/Eϰϭ͕ϳϯϱ͕ϭϬϬ Ϯϲϱ͕ϮϬϬ Ϯϲϭ͕ϵϲϯ Ϯϱϴ͕ϲϲϴ Ϯϱϱ͕ϯϭϳ Ϯϱϭ͕ϵϬϲ Ϯϰϴ͕ϰϯϲ Ϯϰϰ͕ϵϬϱ Ϯϰϭ͕ϯϭϮ Ϯϯϳ͕ϲϱϳ Ϯϯϯ͕ϵϯϳ ϮϯϬ͕ϭϱϯ ϮϮϲ͕ϯϬϮ ϮϮϮ͕ϯϴϰ Ϯϭϴ͕ϯϵϳ Ϯϭϰ͕ϯϰϬ ϮϭϬ͕Ϯϭϯ ϮϬϲ͕Ϭϭϯ ϮϬϭ͕ϳϰϬ ϭϵϳ͕ϯϵϮ ϭϵϮ͕ϵϲϴŽŶƚƌŝďƵƚŝŽŶƐKhdϱ;ϵϵϱ͕ϬϬϬͿ ;ϳϱϴ͕ϵϭϮͿ ;ϭϮϲ͕ϵϭϮͿ ;ϭϮϲ͕ϵϭϮͿ ;ϭϮϲ͕ϵϭϮͿ ;ϭϮϲ͕ϵϭϮͿ ;ϭϮϲ͕ϵϭϮͿ ;ϭϲϬ͕ϳϭϮͿ ;ϭϮϲ͕ϵϭϮͿ ;ϭϮϲ͕ϵϭϮͿ ;ϭϳϰ͕ϳϭϮͿ ;ϭϯϵ͕ϭϭϮͿ ;ϭϮϲ͕ϵϭϮͿ ;ϭϮϲ͕ϵϭϮͿ ;ϲϰϰ͕ϯϭϮͿ ;ϭϮϲ͕ϵϭϮͿ ;ϴϱϬ͕ϲϬϬͿ Ͳ Ͳ Ͳ Ͳ ŶĚŝŶŐĂůĂŶĐĞ ϳϰϬ͕ϭϬϬ ϮϲϬ͕ϳϴϴ ϰϬϭ͕Ϭϯϴ ϱϯϵ͕ϱϵϰ ϲϳϲ͕ϯϵϴ ϴϭϭ͕ϯϵϮ ϵϰϰ͕ϰϭϲ ϭ͕Ϭϰϭ͕ϴϬϴ ϭ͕ϭϳϬ͕ϯϬϴ ϭ͕Ϯϵϲ͕ϲϱϯ ϭ͕ϯϳϯ͕ϭϳϴ ϭ͕ϰϴϮ͕ϭϭϵ ϭ͕ϲϬϬ͕ϲϬϴ ϭ͕ϳϭϲ͕ϰϴϬ ϭ͕ϯϭϱ͕Ϯϲϰ ϭ͕ϰϭϵ͕ϳϵϮ ϴϬϭ͕ϴϬϱ ϭ͕Ϭϭϴ͕Ϯϭϴ ϭ͕ϮϯϮ͕ϴϱϴ ϭ͕ϰϰϱ͕ϱϱϬ ϭ͕ϲϱϲ͕ϮϭϳƐƐƵŵƉƚŝŽŶƐͬEŽƚĞƐ͗ϭͿ'ƌŽƐƐƌĞǀĞŶƵĞƐŽĨΨϰϳϱ͕ϮϬϬƉĞƌLJĞĂƌ͖ŽŶůLJϱϬƉĞƌĐĞŶƚŽĨƚŚŝƐĂŵŽƵŶƚǁŝůůďĞĐŽůůĞĐƚĞĚŝŶϮϬϮϭĂƐĂƌĞƐƵůƚŽĨƉĂƌƚŝĂůLJĞĂƌŽƉĞƌĂƚŝŽŶƐ͘ϮͿŽŵĞŽƉĞƌĂƚŝŶŐĞdžƉĞŶƐĞŝŶĨůĂƚŝŽŶƌĂƚĞŽĨϭ͘ϳϱƉĞƌĐĞŶƚƉĞƌĂŶŶƵŵĐŽŵŵĞŶĐŝŶŐŝŶϮϬϮϯ͖ŽŶůLJϱϬƉĞƌĐĞŶƚŽĨƚŽƚĂůŽƉĞƌĂƚŝŶŐĞdžƉĞŶƐĞƐĞƐƚŝŵĂƚĞĚŝŶϮϬϮϭĂƐĂƌĞƐƵůƚŽĨƉĂƌƚŝĂůLJĞĂƌŽƉĞƌĂƚŝŽŶ͘ϯͿƐƐƵŵĞĚ/ŶǀĞƐƚŵĞŶƚ/ŶĐŽŵĞZĂƚĞ͗ ϭ͘ϭϱйϰͿ/ŶĐůƵĚĞƐĞďƚ&ŝŶĂŶĐŝŶŐZĞĐĞŝƉƚŽĨΨϭ͕ϲϬϬ͕ϬϬϬŝŶϮϬϮϭ͘ϱͿ/ŶĐůƵĚĞƐŽŵĞWƵƌĐŚĂƐĞZĞƋƵŝƌĞŵĞŶƚƐĂƌŝƐŝŶŐŝŶϮϬϮϭĂŶĚĨƵŶĚŝŶŐĨŽƌĂŶŶƵĂůĚĞďƚƌĞƉĂLJŵĞŶƚĐŽƐƚƐƌĞůĂƚŝŶŐƚŽĂΨϭ͘ϲDϭϱLJĞĂƌĚĞďĞŶƚƵƌĞŽĨΨϭϮϲ͕ϵϭϮƉĞƌLJĞĂƌ͘ƵƌŽƌĂ^ƉŽƌƚƐŽŵĞ&ŝŶĂŶĐŝĂůŶĂůLJƐŝƐƐŽĨƉƌŝůϮϬ͕ϮϬϮϭ;ΨϬϬϬΖƐͿzĞĂƌD^ϮϭͲϬϭϲƚƚĂĐŚŵĞŶƚϭPage 257 of 264 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Notice of Motion Councillor ’s Office _______________________________________________________________________________________ Re: Construction in Residential Areas To: Mayor and Members of Council From: Councillor Wendy Gaertner Date: April 20, 2021 _______________________________________________________________________________________ Whereas construction in the form of intensification and new builds in older areas is likely to increase; and Whereas residents living close to construction sites can be negatively impacted by noise, debris, vibrations, dust and equipment parked on the street; and Whereas many of these complaints are caused by infractions of existing By-laws; and Whereas this causes unnecessary work for staff and quality of life issues for residents; 1. Now Therefore Be It Hereby Resolved That staff be directed to review our existing By-laws and provide a report to Council on possible improvements, including penalties, which would benefit affected residents and staff workload. Page 258 of 264 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Notice of Motion Councillor ’s Office _______________________________________________________________________________________ Re: Town of Aurora Fireworks By-law Number 5373-11 To: Mayor and Members of Council From: Councillor Wendy Gaertner Date: April 20, 2021 _______________________________________________________________________________________ Whereas the Council of the Town has deemed it “necessary and expedient” to regulate the sale and setting off of fireworks within the Town by passing a restrictive By-law in compliance with the Municipal Act, 2001, the Fire Protection and Prevention Act, 1997, and the Explosives Act; and Whereas this safety and fire prevention By-law governs both Family Fireworks, low hazard fireworks; and Display Fireworks, those of high hazard; and Whereas this By-law has strict requirements for who can use these fireworks, during what time and where; and retail requirements of when, where and how they can be sold and displayed; and Whereas knowledge and compliance are important in achieving the safety and fire prevention requirements of the By-law; 1. Now Therefore Be It Hereby Resolved That staff work with Central York Fire Services to create a public education campaign designed to ensure the general public is aware of the provisions of the Fireworks By-law. Page 259 of 264 100 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 March 25, 2021 To: Members of Council From: Mayor Mrakas Date: April 20, 2021 Recommendation 1. That the York Regional Council Highlights of March 25, 2021, be received for information. Page 260 of 264 , Tuesday, April 6, 2021 York Regional Council – Thursday, March 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 Regional Council approves $3.3 billion 2021 budget York Regional Council approved the 2021 budget which includes a 1.54% net tax levy, representing an increase of approximately $40 for homes with an average assessed value of $802,000. The approved increase is a reduction of 1.42% from the initial outlook tabled on February 25, 2021. The 1.54% tax levy will be directed to Regional capital reserves, designated to support the Region’s robust 10-year capital plan which includes funding for new infrastructure to support growth, as well as funding to maintain and replace the Region’s existing assets. Included in the $3.3 billion budget is capital spending of $763 million and an operating budget of $2.6 billion. York Region continues to identify internal operational efficiencies and improvements, while making full use of almost $38 million in recent Safe Restart Agreements from the federal and provincial governments. In early March, the province announced York Region would receive $21.1 million to help cover COVID-19 operating costs. The four-year multi-year budget supports York Region’s four key priority areas of the 2019 to 2023 Strategic Plan: From Vision to Results. Over the past year, the fiscal impacts of COVID-19 have affected every aspect of York Region’s operations. Strategic planning, finding efficiencies, reallocation of staff and service adjustments, in addition to maintaining a strong fiscal strategy, have enabled York Region to continue supporting provincially-mandated growth while still providing excellent services to 1.2 million residents. York Region’s response to COVID-19 Throughout March 2021, Regional Council received a number of updates on York Region’s continued response to COVID-19 and ongoing efforts to administer vaccinations to priority populations. On March 1, 2021, York Region opened vaccination appointments to residents 80 years of age or older (born 1941 or earlier) two weeks ahead of the provincial timeline for this priority group. On the first day of appointment bookings more than 20,000 residents booked a COVID-19 vaccination appointment at one of five mass immunization clinics led by York Region Public Health and the local hospitals. The opening of these clinics was followed with the opening of appointments for high priority health care workers on March 15, residents 75 years of age or older on March 17, residents 70 years of age or older on March 23 and residents 65 years of age on March 31, 2021. Page 261 of 264 To date, more than 205,000 COVID-19 vaccine doses have been administered to York Region residents. This represents an important step forward in York Region’s COVID-19 response efforts as each day more residents are provided with an added layer of health protection. As York Region Public Health continues efforts to vaccinate residents, Regional Council held a moment of silence on Thursday, March 11, 2021 in recognition of National Day of Observance for COVID-19. Council also honoured the now 564 York Region residents who have lost their lives to this virus by lowering flags at York Region’s Administrative Centre. While COVID-19 vaccines will save both lives and livelihoods, Regional Council and York Region Medical Officer of Health Dr. Karim Kurji remind everyone it remains critically important to continue following public health measures, including staying home, maintaining distance from those outside the immediate household and wearing a mask when distancing cannot be maintained. York.ca/covid19 remains the trusted source of reliable information for COVID-19 in York Region. Moving forward on the Yonge North Subway Extension project Regional Council received a presentation on the Yonge North Subway Extension Initial Business Case, which advances the project to the next stage of preliminary engineering and design. This milestone represents a positive step forward to help deliver critical infrastructure on this high- volume transit corridor and supports Council’s vision of complete communities that support growth today and in the future. The Yonge North Subway Extension is important for post-pandemic recovery in York Region and the Greater Toronto Hamilton Area. As Regional Council’s number one transit priority, the project will create thousands of new jobs, build a stronger economy and support the Region’s growth. Region forecasts land needs to 2051 Regional Council received an update on the 2051 forecast and land needs assessment as part of the Municipal Comprehensive Review Process. Results of the provincial land needs assessment identified a need for 2,300 hectares of community land and 1,100 hectares of employment land to accommodate growth to 2051. This equates to approximately 80% of the Region’s Whitebelt lands. To support the highest share of growth in the Greater Toronto and Hamilton Area to 2051, York Region will continue to advocate to senior levels of government for funding for the Yonge North Subway Extension, to expand the Region’s Bus Rapid Transit and enhance Regional GO rail systems to support transit integrated communities. The Region’s forecast and land needs assessment is informed by several Municipal Comprehensive Review (MCR) reports. Provincial plans and the land needs assessment are implemented by the Region through a MCR and Regional Official Plan update. Regional Official Plan Policy update As part of the Regional Official Plan (ROP) update being undertaken through the Municipal Comprehensive Review (MCR), Regional Council endorsed preliminary policy directions to support draft policies regarding: • Aligning Growth and Infrastructure • Agriculture and Rural Areas Page 262 of 264 • Diversity and Inclusion • Mapping Updates The Regional Official Plan is being assessed to identify required policy and mapping updates to implement new provincial policies, including direction to plan for a York Region population of 2.02 million and 990,000 jobs by 2051. The MCR process involves a series of background and direction reports to support planning for growth and updating the ROP. Social Services Relief Funding On Wednesday, March 17, 2021, York Region received $7.3 million through the provincial Social Services Relief Fund to build modular housing for vulnerable residents, including homeless youth. As part of the Safe Restart Agreement, this funding will be dedicated to the construction of 16 housing units in the Town of East Gwillimbury and eight housing units in the Town of Georgina. In addition to providing safe housing, these units will also provide wrap-around supports to help vulnerable residents stay housed. Nutrition Month Regional Council recognized March as Nutrition Month in York Region, acknowledging the important role York Region Public Health plays in promoting healthy eating, good nutrition and access to healthy food. Red Cross Month Regional Council recognized March as Red Cross Month, acknowledging York Region’s long-standing partnership with the Canadian Red Cross. Through the Region’s Emergency Social Services program, several agreements are in place for the Red Cross to provide immediate and short-term services to residents impacted by an emergency or disaster. World Health Day Regional Council will recognize Wednesday, April 7, 2021 as World Health Day. The 2021 World Health Day theme, Let’s build a fairer, healthier world for everyone, highlights the highest standard of health as a fundamental right of every human being. In recent years, economic growth and migration have created better lives for many, but the COVID-19 pandemic has undercut health gains, pushed more people into poverty and has amplified inequities. Celebrated since 1950, this United Nations observance encourages governments around the world to act on important health issues and build a fairer and healthier world for all. 200th anniversary of Greek independence Regional Council recognized the 200th anniversary of Greece’s independence on Thursday, March 25, 2021. The bicentennial of Greece’s 1921 revolution and Wat of Independence Regional Council extended best wishes and a happy Independence Day to all York Region residents of Greek decent. International Day for the Elimination of Racial Discrimination Page 263 of 264 Regional Council recognized Sunday, March 21, 2021 as the International Day for the Elimination of Racial Discrimination. This United Nations observance calls on governments and citizens around the world to mobilize for equality and dignity and to find concrete ways to fight racism and racial discrimination. York Region and Regional Council are committed to building welcoming and inclusive communities for all who call our communities home and remain dedicated to addressing issues of racism and discrimination in our communities and workplaces. International Day of Forests Regional Council recognized Sunday, March 21, 2021 as International Day of Forests to raise awareness of the importance of forestry and trees. International Day of Forests is also an opportunity to celebrate the York Regional Forest which is made up of 2,400 hectares of protected lands across 23 different properties and offering more than 150 kilometres of trails to the public. Through York Region’s outdoor education programming, residents of all ages can learn about the forest and its importance to our environment, economy and health. International Women’s Day Regional Council recognized Monday, March 8, 2021 as International Women’s Day by acknowledging the countless women who make York Region a great place to live, work and visit. Observed annually, International Women’s Day is a global initiative to celebrate the social, economic, cultural and political achievements of women around the world. Employee Appreciation Day On Friday, March 5, 2021, Regional Council recognized Employee Appreciation Day, thanking Regional staff and the staff of the nine cities and towns for their hard work and dedication to the health, safety and well-being of residents. Next meeting of York Regional Council York Regional Council will meet on Thursday, April 22, 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 264 of 264