AGENDA - General Committee - 20100615GENERAL COMMITTEE
AGENDA
NO.10-13
TUESOUp TUNE A 2010
1mmo0 P.M.
COUNCIL CHAMBERS
AURORA TOWN NALL
PUBLIC RELEASE
June 11, 2010
AuIZoRA
TOWN OF AURORA
GENERAL COMMITTEE MEETING
AGENDA
NO. 10-13
Tuesday, June 15, 2010
7:00 p.m.
Council Chambers
Councillor Gaertner in the Chair
1 DECLARATIONS OF PECUNIARY INTEREST
11 APPROVAL OF AGENDA
RECOMMENDED:
THAT the agenda as circulated by the Customer and Legislative Services
Department be approved.
Ill ADOPTION OF PREVIOUS MINUTES
General Committee Meeting Minutes, 10-12 dated June 1, 2010 pg. 1
RECOMMENDED:
THAT the General Committee Meeting minutes 10-12 dated June 1, 2010
be adopted.
IV DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
V ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
VI DELEGATIONS
General Committee Agenda
Tuesday, June 15,2010
Page 2 of 7
a) Ms. Christa Gampp pg. 9
Re: Legalization of Backyard Chickens within
Residential Zones
VII PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE
Vlll CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
IX NEW BUSINESS/GENERAL INFORMATION —COUNCILLORS
X CLOSED SESSION
RECOMMENDED:
THAT General Committee resolve into a Closed Session, following
adjournment, to consider:
➢ Litigation or potential litigation, including matters before
administrative tribunals, affecting the municipality or local board;
Re: Appeal to the Ontario Municipal Board
Committee of Adjustment Variance Application
Joseph and Judy Zver
87 Temperance Street
File: D13-07-10
XI ADJOURNMENT
General Committee Agenda
Tuesday, June 15, 2010
Page 3 of 7
AGENDA ITEMS
1. CAO10-009 — Canadian Coalition of Municipalities Against pg. 10
. Racism and Discrimination
RECOMMENDED:
THAT Council receive report CAO10-009 for information; and
THAT the Town of Aurora join the Canadian Coalition of Municipalities
Against Racism and Discrimination; and
THAT Council endorse the attached Declaration from the Canadian
Commission for UNESCO on the Canadian Coalition of Municipalities
Against Racism and Discrimination.
2. CAO10-010 — Recommended Direction for Town -Owned pg. 14
Vacant Property and Buildings
RECOMMENDED:
THAT Council receive report CAO10-010 for information; and
THAT the recommendations, as outlined in Table 1 of this report, be
adopted:
Table 1: Status of Town -Owned Vacant Property and Buildinas
Property
Current Status
Recommended
Action
Park Street
Property sold and consolidated
No further action
with adjacent commercial client in
required.
2009.
Ross
Property under contract with
Declare surplus and
Street
closing anticipated in late summer
finalize sale when
2010.
appropriate.
15286
Conditional Sale approved by
No further action
Leslie
Council in 2009 with closing
required.
Street
anticipated spring 2010 with a
final sale price of $888,264.
General Committee Agenda
Tuesday, June 15, 2010
Page 4 of 7
Jack
Property listed with Cushman,
Revise the listing to
Woods
Wakefield, Lepage since early
include only the portion of
95 Allaura
2009 at a $1.15 million asking
the property with direct
Blvd
price. The listing agreement with
Allaura Drive exposure
the realtor expires on June 30,
(approx 1.8 acres).
2010.
Retain remainder of
property including
environmental lands and
the existing tree nursery.
Revise listing price to
$900, 000
15059
Property listed with DTZ Barnicke
Extend listing, if
Leslie
since January 2010 at $16 million,
necessary through to
Street
The listing agreement with the
February 2011.
realtor will expire on July 15,
2010.
Former
Property partially permitted to the
Continue with current
Library
140 Aurora Air Cadets, the Aurora
arrangements. Retain site
56 Victoria
Bridge Club and a community
for temporary
Street
church once weekly. The site is
administrative uses
also used occasionally for
related to the Town's
seasonal community uses
Space Accommodation
including summer day camps. It
Study for approximately
is also being considered for
three years. Review after
development/ redevelopment in
three years and develop
the Aurora Promenade Study,
long term plan within the
context of the Aurora
Promenade Study.
Former
Property currently permitted to
Continue with current
Senior's
Blue Balloon Health Service. The
lease arrangement.
Centre
site is also being considered for
Consider property
52 Victoria
development/redevelopment in
disposition based on the
Street
the Aurora Promenade Study.
results of the Aurora
Promenade Study.
215
Lease negotiations in final stages
Finalize lease agreement
Industrial
with possible occupancy in
when appropriate.
Parkway S
summer 2010.
3. BBS10-006 - Land and Property Management System pg. 17
Implementation
RECOMMENDED:
THAT Council authorize staff to proceed with Capital Project #14042, an
upgrade of our Land and Property Management System (Cityview); and
General Committee Agenda
Tuesday, June 15, 2010
Page 5 of 7
THAT Council approve an increase in the budget of $35,000 for a total
project cost of $185,000 plus applicable taxes from $150,000, to be
funded from the Building Reserve Fund.
4. BBS10-007 - Aurora Farmers' Market and Artisan Fair By-law pg. 22
RECOMMENDED:
THAT Council receive Report No. BBS10-007 for information; and
THAT Council enact the Aurora Farmers' Market and Artisans Fair By-law
5252-10 at the June 22, 2010 Council Meeting.
5. CFS10-018 — Council Compensation — Required Review pg. 29
of One -Third Tax Free Portion
RECOMMENDED:
THAT the one-third tax-free "deemed expenses" portion of the
remuneration of members of Council be continued; and,
THAT draft By-law 5253-10 be adopted to perpetuate the one-third
"deemed expenses" portion in a separate by-law.
6. CFS10-021 —Capital Projects Financial Position Report as of pg. 38
December 31, 2009
RECOMMENDED:
THAT report CFS10-021 be received from management; and,
THAT the project closures and capital funding adjustments outlined in
Attachments 1 and 2, as summarized in Attachment 3 be approved.
7. CFS10-016 — Pending List pg. 57
RECOMMENDED:
THAT report CLS10-016 be received.
General Committee Agenda
Tuesday, June 15, 2010
Page 6 of 7
8. PR10-019 - Land Acquisition Strategy — Terms of Reference pg. 87
RECOMMENDED:
THAT Council approve the proposed Land Acquisition Strategy Terms of
Reference as detailed within this report.
9. PR10-022 — Phased Implementation Plan of Nokiidaa Trail pg.106
RECOMMENDED:
THAT Council approve the Nokiidaa Trail and Hadley Grange Nature
Reserve Phased Implementation Plan; and
THAT the Capital Budget be increased by $241,561.00 to $500,250.00;
and
THAT Council approve proceeding with Phases 1 and 2 of the
Implementation Plan consisting of project Design and Agency approvals
prior to November 2010; and
THAT Phases 3 and 4 be referred to the 2011 Capital Budget Process.
10. PR10-023 — Selection of the Aurora Rotary Club for the pg. 165
Management of the Beer Garden for Ribfest for 2010
RECOMMENDED:
THAT Council approve the selection of the Aurora Rotary Club for the
Management of the Beer Garden for Ribfest for 2010.
11. PR10-024 — 2010 Aurora Borealis — Sponsorship pg. 168
Opportunity
RECOMMENDED:
THAT Council receive report PR10-024 for information.
General Committee Agenda
Tuesday, June 15, 2010
Page 7 of 7
12. PR10-025 - Stewart Burnett Park Additional Work pg. 174
Requirements
RECOMMENDED:
THAT Council approve an increase in the budget of $97,094.00 for the
additional work requirements for Stewart Burnett Park as outlined in this
report; and
THAT, when appropriate, staff seek to recover the proportionate share of
funds from the land owners benefitting from the enlarged capacity of the
Storm Water Management Facilities at the Stronach Aurora Recreation
Complex (SARC).
13. PL10-043 — Planning Applications Status List pg. 182
RECOMMENDED:
THAT the Planning Applications Status List be received for information.
14. PL10-044 — Application for Exemption from Part Lot Control pg. 197
Royalcliff Homes Bayview Inc.
Plan 65M-4079, Lot 42
File Number: D12-PLC-03-10
(Related File: 1312-00-1A)
RECOMMENDED:
THAT Council approve Application for Exemption from Part Lot Control
submitted by Royalcliff Homes Bayview Inc. to divide Lot 42 on Plan 65M-
4079 into two (2) separate lots; and
THAT Council enact By-law 5255-10.
General Committee Agenda Minutes - 1
Tuesday, June 15, 2010 /
AuPvRA
TOWN OF AURORA
GENERAL COMMITTEE: MEETING MINUTES
NO. 10-12
Council Chambers
Aurora Town Hall
Tuesday, June 1, 2010
ATTENDANCE
COMMITTEE MEMBERS Councillor MkEachern in the Chair; Councillors
Buck, Gaertner, ,Gallo, Granger, McRoberts, and
Wilson
MEMBERS ABSENT Councillor Collins-Mrakas and Mayor Morris
OTHER ATTENDEES Chief Administrative Officer, Director of Customer and
:Legislative Serviees/Town Clerk, Director of Legal
.Servicesrfown Solicitor,. Director of Building and By-
law Services, Director of Parks. and Recreation
Services, Director of Planning and Development
Services, Director of Infrastructure and Environmental
Services, Director of Corporate and Financial
Servicesrrreasurer and Council Secretary
Councillor MacEachern called the meeting to order at 7:02 p.m.
I. DECLARATIONS OF PECUNIARYINTEREST
.None .
11 APPROVAL OFAGENDA
General Committee recommends:
THAT the agenda as circulated by the Customer and Legislative Services
Department be approved with the following addition:
New Item 15 —.Additional Information. from Mr. David. Bronskill of
_ Goodmans LLP, Barristers &Solicitors for Property
Owner of 15278,Yonge Street
Re: Delegation (a)
Request to Repeal Designation By-law 5053-08
`The.Bi.acksmithTree'-Item, 12(12) ;
CARRIED
Ill DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Items 1, 2, 3, 4, 5, a, 10, 11 and 12 were identified for discussion:
1
General Committee Agenda
Tuesday, June 15, 2010
Minutes - 2
General Committee Minutes
Tuesday, June 1, 2010
Page 2 of 8
IV ADOPTION OF ITEMS NOT TWIPUfTkqSEPARATEDISCUSSION
Items 6, 7, 9, 13, 14 and, 15 were 161en4i6ed'as items not requiring separate
discussion.
General Committee recommends:.
THAT the following recomrnendations irespecting the matters listed as
"Items Not Requiring Separate:Discussion" be adopted as submitted to the
General Committee and staff be authorized to take all necessary action
required to give effect to same:
6. IES10-028 — Inflow & Infiltration Program Participation
General Committee recommends:
THAT Council endorse Town of Aurora's participation *on the Inflow and
Infiltration Reduction Task Force sponsored by York Region for 'the
purposes of:
• Continuing to identify sources 6(.inflow and infiltration;
• Developing standards and guidelines to reduce inflow and infiltration
within the system;
Develop funding and cost sharing principles to implement future
remediation projects.
7. IES10-029 — Installation of Sidewalk at Industrial Parkway and Wellington .
Street to Improve Student Pedestrian Safety
General Committee recommends:
THAT Council authorize the budget of $100,000 for the design and
construction of a sidewalk on the north side of Wellington Street from
Industrial Parkway east to 230 Wellington Street and on the west side of
Industrial Parkway from Wellington Street North to Centre Street; and
THAT the purchasing by-law be waived and that Staff be authorized to
sole source the consulting services to Cole Engineering Group to an upset
limit of $16,000, excluding taxes for the detailed design and contract
administration in order to ensure construction Is completed prior to
September 2010; and
THAT this project be funded $90,000 from development charges and
$10,000 from surplus funds related to the Old Yonge Street Sidewalk
Extension Project'(Noi 31043); and the Centre Street and Catherine
Avenue Sidewalk Project (No. 31044).
9. PR10-018 — Selection of Food vendors for the Concerts in the Park and
Movies in the Park Events for 2010
General Committee recommends..
THAT Council approye,the.aelection of M&M Meat Shops and Poppers
Popcorn for all Town of Aurora Concert in the Park and Movies in the Park
events for 2010.
F,
General Committee Agenda
Tuesday, June 15, 2010
General Committee Minutes
Tuesday, June 1, 2010
Page 3 of 8
Minutes - 3
13. EDAC90-03 --Economic D.eyelopment..Advisory Committee
Minutes of May 13, 2010
General Committee recommends:
THAT the Economic Development. AdvisoryCommittee; Meeting minutes
.of the May 13, 2010 meeting be received and the recommendations
contained therein be approved.
14. LSAC10-03 — Leisure Services Advisory Committee
Minutes of May 20; 2010
General Committee recommends:
THAT the Leisure Services Advisory. Committee Meeting minutes of the
May 20, 2010 meeting be; received and the recommendations contained
therein be approved.
15. Additional Information from.Mr. David Bronskill of Goodmans LLP
(Barristers:& Solicitors for Property Owner of 15278 Yonge Street)
Re: Delegation, (a) .
Request to Repeal Designation By. -law 5053-08
"The Blacksmith Tree", Item 12(12) .
General Committee recommends:
THAT the Additional Information from Mr, David Bronskill of Goodmans
LLP be received.,
CARRIED
V DELEGATIONS
.(a) .. David Bronskill, Sheldon Fenton; Nancy Henderson, and Brian
Spence
Re: Request to Repeal Designation By-law 5053-08 — The Blacksmith
Tree
Mr. J. Wigley attended in place of Mr. David Bronskill as he was not
,available due to a Municipal Board hearing. Ms. Nancy Henderson and
Mr.:Sheldon Fenton attended as well. Mr. Wigley informed the General
Committee that the tree was not in good health and:was not expected to
live much longer. Mr.. Wigley also stated that based upon the arborist
report regarding the age of the tree, it has no cultural or heritage value as
It Is approximately only 80 years old; and that there is no evidence to
associate it with a former Blacksmith's shop.
General Committee recommends:
THAT the comments of the delegate be received; and
THAT Item 12(12) be brought forward for consideration.
CARRIED
3
General Committee Agenda
Tuesday, June 15, 2010
Minutes - 4
General Committee Minutes
Tuesday, June 1, 2010
Page 4of8
12. HAC10-04 — Heritage Advisory Coinmittee'Minutes of May 10; 2010
(12) PL10.40 — Request from Owner to Repeal Designation By-law 5063-08.R
"The Blacksmith's Tree
General Committee recommends:
THAT Council repeal By-law 5053-08.R being a By-law to designate a
certain property as being of Historical and/or Architectural Value or
Interest "The Blacksmith's Tree".
CARRIED
(b) Kathy van Nostrand
'Re: Item 12(1) WAC10=04 Heritage Advisory" Committee
Recommendation Summary from`Monday; May 10, 2010
Kathy van Nostrand attended and requested that the property located at
144 Wellington Street be taken off the list of significant. properties. She
reminded Council that this had aitended'a Council meeting approximately
6 months ago and that Council had agreed at that time to undesignate the
property and that she could request the delisting at a later date. Ms. van
Nostrand discussed her plans for the development of the property as well
as the allowed uses and neighbouring properties that she would like to
purchase and integrate into her plan of development.
General Committee recommends:
THAT the comments of the delegate be received; and
THAT Item 12(1) be brought forward for consideration.
CARRIED
(1) PL10-036 — Owner's Request to. RemoveProperty from Aurora Register of
Properties of Cultural Heritage Value or Interest
144 Wellington Street East
General Committee recommends:
THAT the property municipally known as 144 Wellington Street be
removed from the Aurora Register of Properties of Cultural Heritage Value
or Interest,
CARRIED
General Committee recommends:
THAT the balance of the Heritage Advisory Committee Meeting minutes of
the May 10, 2010' meeting be received and the recommendations
contained therein be approved.
CARRIED
T
General Committee Agenda -- ------ I..., Minutes - 5
Tuesday, June 15, 2010
General Committee Minutes
Tuesday, June 1, 2010
Page 6 of 8
VI PRESENTATIONS BY THE COMMITTEE:REPRESENTATIVE
None
VII CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
1.. CA0I0-008 = Aurora Town Hall, — Space Accommodation Study
General Committee recommends:
THAT Council receive this report; and
THAT staff -proceed With a Request for Proposals for architectural services
for the proposed redesign of Aurora Town Hall,
CARRIED
2, 115S10-022 — Train Anti -Whistle in the Town of Aurora
General Committee recommends:
THAT.Councl authorize proceeding with pedestrian gates at the Regional
crossings.at the following locations in accordance With 'the Regional
Policy..
• Wellington Street East Mileage 29.99 — Metrolinx, Newmarket
Subdivision;
• St. John's Sideroad Mileage 31.28 Metrolinx, Newmarket
.. Subdivision; and.,
THAT Councilapprove Capital Project No. 31090 (Regional Road
Pedestrian Gates) with a capital budget of $260,000 for the installation of
the above gates for which the Region of York commits to reimburse the
entire cost upon completion of the works; and
THAT Council request that York Region commit to advance.the necessary
funds based. on results of the tendering process for. costs advance,the
to the
pedestrian crossing located at the reglonal,roads;,and
THAT Council authorize Capital Project No. 73127 to proceed with
pedestrian gates at the Town crossing at the following locations and
approve a capital budget of $180,000 from the Municipal Road
Infrastructure lnvestme.nt.fund:.
• Engelhard Drive— Mileage 29.17 — Metrollnx, Newmarket Subdivision;
• Centre Street — Mileage 30.04 — Metrolinx, Newmarket Subdivision;
and
THAT Council authorize Capital Project No. 73127 to proceed with a
pedestrian gate for a new pedestrian crossing at the Cousins Drive
location and provide additional funding of $110,000 from the Municipal
Road Infrastructure Investment Fund,to provide a total budget of
$160,000 for this initiative.
CARRIED
5
General Committee Agenda Minutes - 6
Tuesday, June 15, 2010
General Committee Minutes
Tuesday, June 1, 2010
Page 6 of 8
3, IESI0-026 — Award of Tender. Noi-IES207.0-26.-fdr the Supply and Delivery of
Replacement Truck Nos. 206 and 206 for Parks and Recreation
Services
General Committee recommends:
THAT Tende I r No. IES201 . b-23'f , or the 'Supply and Delivery I of one full size
truck with dump box and. one full size crew cab be awarded to Forbes
Ford Sales Ltd. at the tendered Piece of $71,441.00 excluding taxes,
registration and licensing.
CARRIED. .
4. IES110.026 —Award of Request for.proposal No. PW2009r78
Supply and Delivery of One Combination sewer Cleaner
General Committee recommends:
THAT Request'for Proposal No. PW2009-78 — For the Supply and
Delivery of One 2010 Combination Sewer Cleaner, be awarded to Joe
Johnson Equipment Inc. at the submitted price of $325,930, excluding
taxes; and
THAT Council approve the additional funding of.1$25,930 above the
original budget allocation of $300,000 for this purchase from the
Equipment Reserve account where surplus funds are available through
the 2009 Capital vehicle purchases.
CARRIED
6. IES10-027 — Award of Tender No. IES2010-35 — Installation of HVAC &
Energy Management Retrofits at the Aurora Family Leisure
Complex
General Committee recommends'
THAT Tender No. IES2010-35 Installation of HVAC & Energy
Management Retrofits at the Aurora Family Leisure Complex be awarded
to Canadian Tech Air' Systems Ltd. at the tendered price of $553,100,
excluding taxes; and
THAT Council authorize the Mayor and Clerk to execute the necessary
Agreements for the project; and
THAT the remaining surplus budget'bo retained within the program to be
applied to future energy retrofit projects.
CARRIED
8. PRIO.009 7 Follow-up to Relocation of Light Pole at Stewart Burnett Park
Baseball b1progrick.
General Committee recommends:
THAT Council increase the budget for the baseball diamond by $8,000.00;
and
6
General Committee Agenda'
Tuesday, June 15, 2010
ITAmutes - 7
General Committee Minutes
Tuesday, June 1, 2010
Page 7 of 8
THAT trees be planted by Weller Tree Service in the amount of $7,980.00
to provide screening for the adjacent resident.
CARRIED
10. PR10-021 — Seniors 55+ Hockey Tournament Request for Waived or
Reduced Fees .
General Committee recommends. -
THAT 50% of the fees be waived.
CARRIED
11. PL10-041 — Application for Exemption from Part Lot Control
Country Wide Homes Inc.
Plan 65M4079
Lots 45 & 46, File Number: D12-PLC-02-10
(Related File: D12-00-1A)
General Committee recommends:
THAT Council approve Application for Exemption from Part Lot Control
submitted by Country Wide Homes Inc. to divide Lots 45 & 46 on Plan
65M-4079 into four (4) separate lots; and
THAT Council enact By-law.5247-10.
CARRIED
Vlll .. NEW BUSINESS/GENERAL INFORMATION— COUNCILLORS
Councillor Gaertner inqulred about a previous request to Mr. Downey regarding
the Backyard Splash Program with respect to how much revenue the program
generates and how the program Is implemented. Mr. Downey responded that his
staff is preparing a report that he will present to Council in the near future.
Councillor MacEachern inquired to Mr. Cooper and Mr. Downey with respect to a
sliver of land (Adeena Meadows) that Magna International was to transfer to the
Town of Aurora from an application in 2002 or 2003. Mr. Cooper responded that
he had been speaking with the new legal counsel for Magna International last
week and advised that the approval for a new project is contingent on clearing up
the outstanding land conveyance, before proceeding with the new project. Mr.
Cooper also advised that he should have a report for Council next week.
Councillor MacEachern asked if this new project was the Planning Application
that had come before Council about three years ago regarding a property on
Wellington Street located near the waste pumping station on the north side
where there may be unresolved land dedication or cash -in -lieu outstanding. Mr.
Cooper advised that this.was not the same project.
7
General Committee Agenda
Tuesday, June 15, 2010
General Committee Minutes
Tuesday, June 1,2010
Page 8 of 8
IX CLOSED SESSION
RECOMMENDED:
THAT General Committee resolve into a Closed Session, following
adjournment, to consider:
1) Personal matters about an identifiable individual, including
municipal or local board employees; re: Appointments to the Joint
Compliance Audit Committee,
CARRIED.
X ADJOURNMENT
General Committee recommends:
THAT the.meeting be adjourned at 9:40 p.m
CARRIED,
THE REPORT OF THE GENERAL COMMITTEE MEETING 10-12 WAS CONSIDERED
AND ADOPTED BY COUNCIL.AT ITS MEETING HELD ON TUESDAY, JUNE 8, 2010,
WITH THE EXCEPTION OF ITEM NO& 2 AND 6 WHICH WERE DISCUSSED AND
ADOPTED AS ORIGINALLY PRESENTED' AND ITEM NO. 8 WHICH WAS
DISCUSSED AND ADOPTED AS AMENDED: :
Minutes - 8
N
General Committee Agenda
Tuesday, June 15, 2010
Delegate (a) - 1
f ,ACustomer and Legislative Services
,� Town Clerk
9057727-3123
info@e-aurora.ca
Town of Aurora
OLfiYE tkt:gb'OtG1Slstprir 1 Municipal Drive,
Box 1000. Aurora. ON L4G 6,11
DELEGATION REQUEST
Requests for delegation status, any written submissions and background information for
consideration by Council or committees of Council must be submitted to the Clerk's office by
PLEASE PRINT
COUNCIL/COMMITTEE/ADVISORY COMMITTEE DATE: June 15 2010
SUBJECT: Backyard Chickens in Residential Zones
NAME: Christa Gampp
ADDRESS:
Street Address
ToWn/City Postal Code
PHONE: HOME: BUSINESS:
FAX NO.: E-MAIL ADDRESS:
DO YOU REQUIRE ANY ACCESSIBILITY ACCOMMODATION
NAME OF GROUP OR PERSON(S) BEING REPRESENTED (if applicable)
BRIEF STATEMENT OF ISSUE OR PURPOSE OF DEPUTATION
Personal information on this form is collected under the legal authority of the Municipal Act, as amended. The information is
collected and maintained for the purpose of creating a record that is available to the general public, pursuant to Section 27 of
the Municipal Freedom of Information and Protection of Privacy Act. Questions about this collection should be directed to
the Town Clerk, Town of Aurora 1 Municipal Drive Box 1000 Aurora, ON L4G W1 Telephone 905 727-3123.
corrimint.mty:
A
General Committee Agenda ITEM
Tuesday, June 15, 2010
TOWN OF AURORA
A'(JRORA GENERAL COMMITTEE No. CAOIO-009
SUBJECT: Canadian Coalition of Municipalities Against Racism and
Discrimination
FROM: Neil Garbe, Chief Administrative Officer
DATE: June 15, 2010
RECOMMENDATIONS
THAT Council receive report CA010-009 for information; and
THAT the Town of Aurora join the Canadian Coalition of Municipalities Against
Racism and Discrimination; and
THAT Council endorse the attached Declaration from the Canadian Commission
for UNESCO on the Canadian Coalition of Municipalities Against Racism and
Discrimination.
PURPOSE OF THE REPORT
To receive approval from Council to join the Canadian Coalition of Municipalities Against
Racism and Discrimination (CCMARD).
BACKGROUND
On July 15, 2008 Mr. Art Hagopian, a member of the Canadian Ethnocuitural Council,
appeared before Council as a delegate to advise that the CCMARD was created to
promote multiculturalism in rural municipalities and requested that Council give
consideration to becoming one of the many municipalities to join the program.
Following. Mr. Hogopian's attendance, Council adopted the following resolution:
THAT the comments of the delegate be received and referred to the
Mayor's Office to prepare a proclamation; and
THAT staff be requested to report back on what level of involvement the
Town wishes to commit to the Coalition of Municipalities Against Racism
and Discrimination.
Report No. ADM09-013 was presented to Council on November 4, 2008. In the report
the contents of the proposed Declaration from the CCMARD were reviewed. The report
recommended that the initiative of joining the Coalition not be undertaken at that time
given the transitional issues that the Town was undergoing with the Senior
Management team. The staff report was received.for information.
10
General Committee Agenda ITEM # 1 - 2
Tuesday, June 15, 2010
June 15, 2010 - 2 - Report No. CA010-009
COMMENTS
Thirty-six Canadian municipalities have signed the CCMARD Declaration, sponsored by
the United Nations Education, Scientific and Cultural Organization (UNESCO) and
coordinated in Canada by the Canadian Commission for UNESCO in partnership with
organizations such as the Ontario Human Rights Commission, the Canadian Race
Relations Foundation, the Canadian Association of Human Rights Agencies and the
Federation of Canadian Municipalities. Similar coalitions are being formed around the
world, including more than forty European cities.
While recognizing Canada's exceptional system of human rights laws and ratified
international treaties, CMARD points out that racism and discrimination continue to
perpetuate the historical disadvantage experienced by Aboriginal peoples and other
diverse groups, many of whom are members of Canada's most economically and socially
marginalized communities. The Coalition believes that since municipalities function atthe
most practical level and are most involved In the lives of their residents, they bear a
particular responsibility to develop and implement policies, programs and strategies that
will enable them to take meaningful action toward eliminating racism and discrimination.
CCMARD allows signatories a wide scope in deciding what actions to take under the
Declaration, depending on their situation and resources. The Declaration does not require
municipalities to report or be accountable to UNESCO. Some municipalities, such as
Edmonton and Windsor, have launched full-scale initiatives while other municipalities have
just signed the Declaration. THE CCMARD guidelines allow a municipality to focus more
on selected commitments and overall to develop plans in keeping with their unique
circumstances and within their means and jurisdiction.
The CCMARD is requesting endorsement of a Declaration which if supported would
require the following initiatives by the Town:
The agreement to join the Canadian Coalition of Canadian Municipalities Against
Racism and Discrimination.
The endorsement of common commitments to cooperate with other
organizations and jurisdictions, including other levels of government, Aboriginal
peoples, public and private sector institutions, and civil society organizations, all
of whom have responsibilities in the area of human rights.
The exchange of the Town's expertise and sharing of best practices with other
municipalities involved in the Coalition and reporting publicly on an annual basis
the actions undertaken toward the realization of these common commitments.
ALTERNATIVES TO THE RECOMMENDATION
Council may choose not to participate in the Canadian Coalition of Municipalities
Against Racism and Discrimination.
11
General Committee Agenda ITEM #' 1 - 3
Tuesday, June 15, 2010
June 16, 2010 - 3 - Report No. CA010-009
FINANCIAL IMPLICATIONS
There are no financial implications to this initiative at this time.
CONCLUSIONS
The Town of Aurora, and all municipal governments in Canada together with other
levels of government, have responsibilities under Canada's Charter of Rights and
Freedoms as well as federal, provincial and territorial human rights codes, and
therefore have an important role to play in combating racism and discrimination and
fostering equality and respect for all citizens.
By taking action to combat racism and discrimination the Town of Aurora is able to build
a more respectful, inclusive and safe community where everyone has an equal
opportunity to participate in the cultural, social and economic life of the town.
ATTACHMENTS
Declaration of the Canadian Coalition of Municipalities Against Racism and
Discrimination.
PRE -SUBMISSION REVIEW
This report was reviewed at the Executive Leadership Team meeting on June 2, 2010.
Prepared by. Kelly Gobbels, Executive Assistant to the CAO, ext. 4740.
J; 11af .
Neil Garbe
Chief Administrative Officer
12
General Committee Agenda ITEM #ik 1 4
Tuesday, June 15, 2010
DECLARATION TO JOIN THE CANADIAN COALITION OF MUNICIPALITEIS
AGAINST RACISM AND DISCRIMINATION
Given that:
The Canadian Commission for UNESCO (United Nations Educational,
Scientific and Cultural Organization) is calling on municipalities to join a
Canadian Coalition of Municipalities Against Racism and Discrimination
and be part of UNESCO's international coalition launched in 2004; and
• The Federation of Canadian. Municipalities endorses the Call for a
Canadian Coalition of Municipalities Against Racism and Discrimination
and encourages its members to join; and
Municipal governments in Canada, along with other levels of government,
have responsibilities under Canada's Charter of Rights and Freedoms as
well as federal, provincial and territorial human rights codes, and therefore
have an important role to play in combating racism and discrimination and
fostering equality and respect for all citizens;
Be it resolved that:
The Municipality of the Town of Aurora, Ontario agrees to join the
Coalition of Canadian Municipalities Against Racism and Discrimination
and,. in joining the Coalition, endorses the Common Commitments and
agrees to develop or adapt its own unique Plan of Action accordingly.
These Common Commitments and the Municipality's unique Plan of
Action will be an integral part of the Municipality's vision, strategies and
policies.
In developing or adapting and implementing its own unique Plan of Action
toward progressive realization of the Common Commitments, ,the
Municipality will cooperate with other organizations and jurisdictions,
including other levels of government, Aboriginal peoples, public and
private sector institutions, and civil society organizations, all of whom have
responsibilities in the area of human rights.
The Municipality will set its priorities, actions and timelines and allocate
resources according to its unique circumstances, and within its means and
jurisdiction: The Municipality will exchange its expertise and share best
practices with other municipalities involved in the Coalition and will report
publicly on an annual basis on actions undertaken toward the realization
of these Common Commitments.
13
General Committee Agenda
Tuesday, June 15, 2010
ITEM # 2 - 1
/— TOWN OF AURORA
AURORA GENERAL COMMITTEE No. CA010-010
SUBJECT: Recommended Direction for Town Owned Vacant Property and
Buildings
FROM: Neil Garbe, Chief Administrative Officer
DATE: June 15, 2010
RECOMMENDATIONS
THAT Council receive report CAO10-010 for information; and
THAT the recommendations, as outlined in Table 1 of this report, be adopted.
PURPOSE `OF THE REPORT
To seek Council direction on a recommended approach to managing various Town
owned property assets.
BACKGROUND
On August 14, 2007, Council approved the following motion requesting additional
Information on the Town's property assets: .
THAT Council consider a strategy for all Town buildings and -schedule a special
meeting in September to discuss future uses in all currently. vacant Town
Buildings.
Staff subsequently prepared a report for a Special General Committee meeting (on
October 1, 2007) proposing a series of recommendations for the management of several
Town facilities. The report was referred to staff for additional information and several
subsequent reports have been submitted providing detailed information and
recommendations on particular properties of interest. The purpose of this report is to
provide Council with an update on the status of various active town properties and to
recommend a series of next steps for their management.
COMMENTS
The Town of Aurora holds extensive property assets in the form of both vacant land and
land with existing structures. As of October 9, 2009, the Town owned 243 properties with
a total site area of 200 sq. m or more. There are currently 9 properties that are not
occupied by municipal uses and are being considered for potential disposition and/or
further investment through the Town's Aurora Promenade Study. Several of these
14
General Committee Agenda
Tuesday, June 15, 2010
ITEM #
June 15, 2010 - 2 - Report No. CA010-010
properties have been the subject of previous Council reports and have recently been
available for either purchase or lease. Table 1 below provides an update on the status
of each building/property and a recommendation on potential next steps:
Table 1: Status of Town Owned Vacant Property and Buildings
Property
Current Status
Recommended Action
Park Street
Properly sold and consolidated
No further action required.
with adjacent commercial client in.
2009.
Ross Street
Property under contract with
closing anticipated in late summer
Declare surplus and finalize sale
when appropriate.
2010.
15286 Leslie Street
Conditional Sale approved by
No further action required.
Council in 2009 with closing
anticipated spring 2010 with a
final sale price of $888,264.
Jack Woods
95 Allaura Blvd
Property listed with Cushman,
Wakefield, Lepage since early
2009 at a $1.15 million asking
Revise the listing to include only
the portion of the property with
direct Allaura Drive exposure
price. The listing agreement with
the realtor expires on June 30,
(approx 1.8 acres), Retain
remainder of property including
2010.
environmental lands and the
existing tree nursery. Revise listing
rice to $900,000
15059 Leslie Street
Property listed with DTZ Barnicke
since January 2010 at $16 million.
Extend listing, if necessary through
to February 2011.
The listing agreement with the
realtor will expire on July 15,
2010.
Former Library
56 Victoria Street
Property partially permitted to the
140 Aurora Air Cadets, the Aurora
Bridge Club and a community
Continue with current
arrangements. Retain site for
temporary administrative uses
church once weekly. The site is
related to the Town's Space
also used occasionally for
Accommodation Study for
seasonal community uses
approximately three years. Review
including summer day camps. It
after three years and develop long
is also being considered for
term plan within the context of the
development/ redevelopment in
Aurora Promenade Study.
the Aurora Promenade Study.
Former Senior's
Property currently permitted to
Continue with current lease
Centre
52 Victoria Street
Blue Balloon Health Service. The
site is also being considered for
developmentlredevelopment in
arrangement. Consider property
disposition based on the results of
the Aurora Promenade Study.
the Aurora Promenade Study.
216 Industrial
Lease negotiations in final stages
Finalize lease agreement when
Parkway S
with possible occupancy in
summer 2010.
appropriate.
15
General Committee Agenda ITEM #
Tuesday, June 15, 2010
June 15, 2010 - 3 - Report No. CA010-010
Staff will continue to provide Council with regular updates on the status of the sites
outlined in Table 1.
ALTERNATIVES TO THE RECOMMENDATION
Council may choose not to adopt the recommendation (s), as outlined in Table 1 of
this report.
FINANCIAL IMPLICATIONS
The disposition of the various town owned assets in.question, whether through lease or
sale, have the potential to generate significant additional revenue and capital. Staff will
continue to report on the financial implications of each potential property disposition as
required.
CONCLUSIONS
The Town of Aurora holds extensive property assets including 9 sites that are currently
not occupied by municipal uses and are being considered for disposition. The purpose
of this report is to provide Council with an update on the status of these sites and to .
recommend a series of next steps for their possible disposition as outlined in Table 1.
Staff will continue to update Council on the status of town owned property assets as'well
as regularly review assets for potential redevelopment and disposition opportunities.
None.
PRE -SUBMISSION REVIEW
This report was reviewed at the Executive Leadership Team meeting on June 2, 2010.
None.
Prepared by. Anthony lerullo, Manager of Strategic Initiatives, ext. 4742.
Neil Garbe .
Chief Administrative Officer
16
General Committee Agenda ITEM #
Tuesday, June 15, 2010
/=QZ7 TOWN OF AURORA.
AURVPO A. GENERAL COMMITTEE REPORT No. BBS10-006
SUBJECT: Land and Property Management System Implementation
FROM: Techa van Leeuwen, Director of Building and Bylaw Services
DATE: June 15, 2010
RECOMMENDATIONS
THAT Council authorize staff to proceed with Capital Project #14042, an upgrade of
our Land and Property Management System (Cltyviewl; and
THAT Council approve an increase in the budget of $35,000 fora total project cost of
$185,000 plus applicable taxes from $150,000, to be funded from the Building
Reserve Fund
PURPOSE OF THE REPORT
To seek Council's authorization to proceed with Capital Project #14042 — Cityview
Upgrade, with an increase in budget from $150,,000 to $185,000,
BACKGROUND
The Town's Land and Property Management System, Cityview, supports a number of core
functions of the Town and is one of the key application foundations in the corporate
application portfolio.
The Town purchaseda basic version of Cityview in the late 1990's. The Building Division is
the primary user and corporate sponsor of Cityview. Other departments currently using
Cityview include Bylaw Services, Planning and Infrastructure and Environmental Services.
At the November 10, 2009 meeting, Council recommended the following:
THAT Prior & Prior Associates Ltd. be retained as.a sole source to undertake a review of
the Town'sLand and Property Management System in the amount of$35,000 to be funded
by the Building Reserve Fund.
COMMENTS
Prior and Prior Associates Ltd. did perform a fit gap analysis of our current Land and
17
General Committee Agenda ITEM #
Tuesday, June 15, 2010
June 15, 2010 .2 - Report No. BBS10-006
Property Management System, hereon in referred to as Cityview. A thorough review and
comparison of the current Cityview version 8 and a pre -built version 9 identified a number
of gaps in the existing version to meet the.Town's present and future requirements. The
outcome of the fit gap analysis recommended implementing Cityview9 as its Corporate
Land and Property Management System in Building, Bylaw, Licensing, Planning and
Engineering.
Capital Project 14042 — Cityview Upgrade was approved in the 2010 Budget in the amount
of $150,000, As this is a substantial project staff have spent a significant amount of time
preparing an IT business case defining the scope and magnitude of the project, identifying
staff resources, planning a phased implementation that will span over multiple years and
confirming cost with the vendor, Municipal Software.
A review of the project in consultation with the vendor resulted in an increased total.project
cost of $186,000. The additional costs are attributed to the requirement for an additional
server to support Cityview9 and costs associated with the phased implementation which in
staffs opinion is critical for the overall success of the project.
The project is planned to be implemented in three major phases.
Phase
Modules/Functions
Estimated Timing
Phase 1
Property Information
and GIS
6 months (elapsed time)
• Bylaw
• Licensing
Phase 2
Building Permitting
(ncluding Public
9 months (elapsed time)
Works approvals)
• Building
Enforcement
Phase 3
Planning
6 months (elapsed time)
• Public Works /
Engineering
18
General Committee Agenda ITEM #
Tuesday, June 15, 2010
June 16, 2010 - 3 - Report No. BBS10-006
ALTERNATIVE(S) TO THE RECOMENDATIONS
1. Council deny the request for additional funding. This would result in a delay in
implementation and added time constraints on staff as staff would be required to
perform some of the configuration work that would otherwise be done by the vendor.
FINANCIAL IMPLICATIONS
Staff is requesting approval to increase the 2010 capital project budget of $150,000 to
$185,000. This project will be funded fully by the Building Reserve Fund and will span over
multiple years as indicated in the phasing chart. There is a cost benefit to upgrading
Cityview compared to a new application solution since we do not have to pay for the
licenses and the pre -built package. Similar solutions with comparable functionality would
likely cost upwards of $400,000.
CONCLUSIONS
A fit gap analysis conducted by Prior and Prior Associates recommended implementing
Cityview9. As outlined in this report, a review of the project has identified some additional
costs. Staff is requesting Council approve an increase in the capital project budget to
$185,000.
ATTACHMENTS
Attachment #1 - Capita[ Project #14042 — Cityview Upgrade
PRE -SUBMISSION REVIEW
Executive Leadership Team — June 2, 2010
Prepared by. Techa van Leeuwen
Director of Building and Bylaw Services — Ext. 4748
Tec a van re6umwen
Director of Building and Bylaw Services
Neil Garbe
Chief Administrative Officer
19
General Committee Agenda
Tuesday, June 15, 2010
Town of Aurora
ITEM #
Project
Department
Version
Capital Projects
To upgrade the corporately used application of our property based information database (CftyView) to version 9. CityView 9 includes lie -Builds as
well as enhanced reporting, connectivity and improved performance. Ibis upgrade serves several departments: Building, Ftanning, Corporate
Services - By -Law and Wblic Works.
This version of the software Includes the required legislated components from Ministry of Municipal Affairs and Housing Bill 124 Legislation
(enforcernent of the Ontario Building Code, processing of applications and conduclIng of inspections) requirerrents.
The CityView 9 platform is a major new release of the widely used CityView product w hich builds on existing CityView capabilities adding new
features and adding more flexibility, ease of use, extensibility and enhanced performance. Cityview 9.trapping Implementation includes current ESRI
GIS technology.
Expenditures
Estimated Expenditures
CONTRACTS
Expenditures Total
Funding
Obligatory Reserves
BILL 124 BUILDING RESERVE
Funding Total
Total Over{Under? Funded
150,000
r rrr r rrr
(150,000) .r rrr3,,
RN,
General Committee Agenda ITEM # 75
Tuesday, June 15, 2010 Town of Aurora
Capital Projects
Project 114042 CitvView Upgrade
Department I Financial Services
Version IFInal Approved Budqet I Year 201�I
Oblllatlon _ _ 15 _ -- 1
�andSAty --------t-0--�.—_—___—._____ __ ______________________
art Approved Town_ProSramsf Diredlon_ _ 15 ___,_______________ _— _ - _ — — ,_ _, _, _ — _ _ _ _ _ _ — _ ,..._ ...
b Related
ad Fundl______ .j
_..__ferrrr___-_-__ ___-j______________....___-___---_ ..____-______
qg
tot Deal 6 -______ ________________ —�
i on Operations T � _ .. � — .. _ _ 6
:d to SeMra lwvals t_ 5__.__...___........._...___...______.......__._...
21
General Committee Agenda ITEM #
Tuesday, June 15, 201.0 .
TOWN OF AURORA
AUI QRA GENERAL COMMITTEE No. BBS10-007
SUBJECT: Aurora Farmers Market and Artisan Fair Bylaw
FROM: Techa van Leeuwen, Director of Building and Bylaw Services
DATE: June 15, 2010
RECOMMENDATIONS
THAT Council receive Report No. BBS10-007 for information; and
THAT Council enact the Aurora Farmers Market and Artisans Fair Bylaw No 5252-10
at the June 22, 2010 Council Meeting.
PURPOSE OF THE REPORT
To provide Council with information on the proposed amendments to the Aurora
Farmers Market and Artisans Fair Bylaw.
BACKGROUND
At the General Committee meeting of May 18, 2010, Mr. Andre Flys, Chair of the Aurora
Farmers Market and Artisans Fair Executive Committee (AFM Committee) requested
amendments to the current Farmers Market Bylaw. The following recommendation was
adopted by Council on May 15, 2010;
THAT the comments of the delegate be received for information; and
THAT the requests of the delegate be referred to staff; and
THAT staff bring forward the necessary amendments to the Farmers' Market Bylaw
to Council for approval.
COMMENTS
Staff reviewed the existing bylaw and has made changes based on Council's resolution.
Staff has also taken this opportunity to make some other minor amendments to the bylaw
ensuring the Aurora Farmers Market Association and all approved vendors are in
compliance. Below is an overview of changes made. The draft bylaw is attached for more
detailed information.
22
General Committee Agenda ITEM Ii# 4 - 2
Tuesday, June 15, 2010
June 15, 2010 - 2 - Report No. BBS10-007
Section 1.0 - Definitions
Several definitions have been added to the bylaw for clarity including the following;
1.1— "AFM Committee"
1.2 — "Certificate of Approval"
1.3 — "Director"
1.6 —!'Stall"
1.7 — "Town"
Section 3.0 — Market Days and Operation
This section has been expanded for clarity and allows the AFM Committee to determine
commencement and cessation of the Farmers Market within some parameters.
Section 5.0 — Administration and Permits
This section has been expanded to include provisions for the vendorto seek approval from
the AFM committee as part of the application for permit from the Town. It also specifies
insurance requirements for the AFM Committee and the obligation to maintain a
membership with Farmers Market Ontario.
Section 6.0 -- Market Sales
This section addresses the request of the AFM Committee Chair, Andrew Flys, to include
permission for prepared food and refreshments.
Schedule "A" — Fees
The fees have been amended to set a standard fee for a Stall Permit regardless of the
size. This amendment was a request of Andrew Flys, AFM Committee Chair.
ALTERNATIVE(S) TO THE RECOMENDATIONS
1. Council could choose not to enact the amending bylaw which includes a provision for
repealing the current bylaw. The current bylaw would be in full force and affect which
may result in contraventions of the bylaw.
FINANCIAL IMPLICATIONS
The proposed fees eliminate the extra charge of $160.00 for a multiple stall. There may be
a slight reduction in revenue based on the standard fee of $75.00 for all stall permits.
23
General Committee Agenda ITEM # 4 - 3
Tuesday, June 15,2010
June 15, 2010 - 3 - Report No. BBS10-007
CONCLUSIONS .
Staff is recommending Council enact the Aurora Farmers Market and Artisans fair Bylaw
No. 5252-10, as amended at the next Council meeting of June 22,. 2010.
ATTACHMENTS
Attachment #1 — Draft Aurora Famers Market and Artisans Fair Bylaw No. 5252-10.
PRE -SUBMISSION REVIEW
Executive Leadership Team— June 2, 2010
Prepared by. Techa van L.eeuwen
Director of Building and Bylaw Services — Ext. 4748
Techa van Leeuwen
Director of Building and Bylaw Services
Neil Garbe
Chief Administrative Officer
24
General Committee Agenda ITEM #
Tuesday, June 15, 2010
THE CORPORATION OF THE TOWN OF AURORA
By-law Number 5252-10
i
BEING A BY-LAW to provide
for establishing, maintaining,
operating and regulating the
Aurora Farmers Market and
Artisans Fair.
WHEREAS section 113 of the Municipal Act 2001, S.O. 2001, c. 25,. as
amended, provides that a local municipality may (a) establish, maintain and
operate a farmers market, a flea market and other similar types of markets;
and (b) regulate a farmers market, a flea market and other similar types of
Ii
markets of any person including regulating the hours of operation of a market;
1 AND WHEREAS a farmers market provides a marketing opportunity to local farmers,
growers, producers, artists and crafts people to increase consumption of local
products and to benefit the local economy; -
NOW THEREFORE the Council of The -Corporation of the Town of Aurora hereby
deems it necessary and expedient to enact as follows:
1.0 Definitions
1.1 "AFM Committee" means the Aurora Farmers Market and Artisan Fair
Executive Committee;
1.2 "Certificate of Approval" means a certificate issued by the AFM Committee
stating the perm@ applicant is an eligible vendor, having met all membership
requirements ofthe Market;
1.3 "Director" means the Director of the Building and By-law Services Department
or her or his designate;
1.4 "Market" means the Aurora Farmers Market and Artisans Fair,
1.6 "Permit" means a permit issued by the The Corporation of the Town of Aurora
i to a Vendor for a Stall;
i
I 1.6 "Stall" means the rental of a Full Season Double, Full Season Single, Special
Events and/or Single Day Stall for which a permit has been issued by the
Town;
1,7 "Town" means The Corporation of the Town of Aurora;
1.8 "Vendor" means a Vendor at the Aurora Farmers Market and Artisans Fair.
2.0 Location
The Market shall be located on Wells Street between Mosley, Street. and
Metcalfe Street and In Town Park.
3.0 Market Days and Hours of Operation
The Market shall be held on Saturdays, subject to the following:
(a) the Market shall operate from 8:00 a.m. to 1:00 p.m.;
(b) the Market shall commence operation In the month of May of each
year, on a date to be -determined by the AFM Committee; and
25
General Committee Agenda
Tuesday, June 15, 2010
ITEM
By-law 5252-10
Aurora Farmers Market and Artisans Fair By-law
_..__ Pape 2 of 4
(c) the Market shall cease operations in the month of October of each
year, on a date to be determined by the AFM Committee.
4.0 Permit Requirement
4.1 No person shall offer for sale any produce, food items, products, goods or
wares without first obtaining a Permit from the Town as set out In. paragraph
5.0 of this By-law.
4.2 The Director, in her/his sole discretion, reserves the right to refuse the
Issuance or renewal of a Permit on behalf of the Town.
5.0 Administration and Permits
(a) Every Vendor shall complete a Permit application as provided by the
Town and shall pay the applicable The set by the Town, which fee shall
be set out In Schedule W of this By-law;
(b) Every Vendor shall supply a current year Certificate of Approval from
the AFM Committee with their Permit application;
(c) Permits shall be obtained by every Vendor each year prior to operating
a Stall at the Market;
(d) Permits are not transferable;
(a) Vendors shall be provided space based on the terms of their Permit;
(f) The Market shall provide the Town with a Certificate of Insurance
indicating comprehensive general liability insurance in an amount of no
less than Five Million Dollars ($5,000,000.00). Such insurance shall be
in effect for the duration of the Market season as set out in paragraph
3.0 and shall name the Town as an additional insured party;
(g) The AFM Committee shall maintain a membership with Farmers
Markets Ontario and comply with all terms and conditions of that
Membership; and
(h) The AFM Committee shall provide the Town with proof of Its
membership with Farmers Markets Ontario on an annual basis.
6.0 Market Sales
6.1 No Vendor shall sell, offer for sale or expose for sale any produce, food Items,
products, goods or wares at the Market except the following:
(a) agricultural and horticultural products;
(b) handicrafts and crafts;
(c) home -baked goods;
(d) meat or cheese products;
(a) eggs; and .
(f) prepared food and/or refreshments
6,2 No Vendor shall sell items unless the Vendor produces, makes or grows 70%
or more of the produce, food items, products, goods or wares offered for sale.
6.3 Section 6.2 of this By-law shall not apply to Vendors who solely sell, offer for
sale or expose for sale any prepared food and/or refreshments under section
6.1 (f) of this By-law.
6.4 No Vendor shall offer for sale any live animal, including any live dogs, cats,
birds, fish or reptiles at the Market.
7.0 Vendor Responsibilities
7.1 Vendors shall comply with the applicable provisions of the Health Protection
and Promotion Act, R.S.O. 1990, c. H.7, as amended, and the applicable
regulations made under that Act.
General Committee Agenda
Tuesday, June 15, 2010
ITEM # 4 - s
By-law 5252-10
Aurora Farmers Market and Artisans Fair By-law
7.2 Vendors shall keep their Stall in a clean and orderly state and shall leave It
clean and free of litter.
7.3 No Vendor shalt operate an independently motorized vehicle in the Market
during such times as the Market is open..
8.0 Offence
Any person who contravenes any section of this By-law shall be guilty of an
offence and on conviction is liable to a penalty as prescribed for In the
Provincial Offences Act, R.S.O. 1990, c. P.33, as amended.
9.0 Severability and Conflict
If any provision or part of a provision of this By-law is declared by any court or
tribunal of competent jurisdiction to be illegal or inoperable In whole or in part,
or inoperative In particular circumstances, the balance of this By-law, or its
application In other circumstances, shall not be affected and shall continue to
be1n full force and effect.
10.0 Short Title
This short title of this By-law is the Aurora Farmers Market and Artisans Fair
By-law.
11.0. Repeal
Byelaw 5125-09.1s hereby repealed.
READ A FIRST AND SECOND TIME THIS 22TH DAY OF JUNE, 2010,
READ A THIRD TIME AND FINALLY PASSED THIS 22TH DAY OF JUNE, 2010.
PHYLLIS M. MORRIS, MAYOR
JOHN D. LEACH, TOWN CLERK
avmouJar ro?dw
y S.Wku
SOW—
axu: & is o
27
General Committee Agenda
Tuesday, June 15, 2010
II
ITEM # 4
By-law 5252-90
Aurora Farmers Market and Artisans Fair By-law
Pace 4 of 4
Schedule "A'
Fees
Stall Permit $75.00 per season or part thereof
Special Events Permit $75.00 per season or part thereof
Single Day Permit $35.00 per day or part thereof
W
General .Committee Agenda ITEM ## 5 - 1
Tuesday, June 15, 2010
i-- TOWN OF AURORA
AUR_oRA GENERAL COMMITTEE No. CFS10-018
SUBJECT: Council Compensation
-- Required Review of One -Third Tax Free Portion
FROM: Dan Elliott, Director of Corporate & Financial Services - Treasurer
DATE: June 15, 2010
RECOMMENDATIONS
THAT the one-third tax-free "deemed expenses" portion of the remuneration of
members of Council be continued, and,
THAT draft By-law #5253-10 be adopted to perpetuate the one-third "deemed
expenses" portion in a separate by-law.
PURPOSE OF THE REPORT
Members of Council currently receive one-third of their remuneration as deemed expenses, .
which is not subject to statutory deductions including income taxes. At the end of 2002, the
ability to create the one-third expenses portion was discontinued with changes to the
Municipal Act, 2001 (the "Act); however, previous by-laws establishing such were
grandfathered to continue, provided such by-law is reviewed at least once each term of
Council thereafter. This report has been provided to conduct such review:
BACKGROUND
Compensation for members of Council may be established subject to the conditions of
Section 283 of the Act (extract included at Attachment #1).
Council currently receives one-third of its established compensation in the form of a tax-
free provision forexpenses deemed to be for expenses incidental to his or her duties as a.
Member of Council. This was permitted by section 255 of the old Municipal. Act, was
confirmed by Council by resolution as required on September 24, 2002. The new Act
grandfathers any such resolution which was not repealed. priorto December 31, 2002, and
actually deems such resolution to be a by-law of the municipality. This resolution or
deemed by-law has never been formally repealed. The one-third provision was
perpetuated most recently by section 2 of By-law # 4859-06.F which sets the actual
compensation amounts, and refers to the one-third provision. (included as Attachment #2).
While allowing for the grandfathering as forAurora, the Actdoes not permit the creation or
re-creation of any such deemed expenses allowance after any period of its absence
subsequent to January 1, 2003.
47
General Committee Agenda ITEM # 5 - 2
Tuesday, June 15, 2010
June 15 2010 - 2 - Report No. CFS10-018
Subsection 283(7) of the Act requires each subsequent Council to review said by-law or at
least once each term. At the time of review, Council may choose -to repeal the by-law.
Again, once repealed, such tax-free portion of compensation can not be reinstituted.
The current Council is not compelled to establish the compensation of the next council by
any statute; however it is compelled to review the one-third expense allowance by-law or
resolution at least once per term. No such review has occurred to date this term.
Review of the One -Third Tax -Free Allowance By-law
Upon its review, Council may choose to leave the one-third provision in effect or to repeal
the provision by repealing the deemed by-law.
If the decision is made to continue the allowance, it would remain until the next review by
this or the next Council, which can take place at any time during their term.
If the decision is made to repeal the one-third provision, the Act requires that such
repealing by-law be effective on January 1 of the year following the year in which it is
passed. If repeal was being considered, some discussion or decision may be appropriate,
although not necessary, with respect to the resulting compensation of the affected
members. This could include a specific direction to gross -up the current compensation to
effectively neutralize or offset the incometaxation that will then occur, so to have the effect
of the same or similar "take home" amount. This gross -up approach has been
implemented by a number of municipalities which chose to move away from the one-third
provision.
The following table outlines the current compensation, and the impacts necessary for a
gross -up to maintain approximate take home pay. (Each Members tax and income
situations differ, so no singular gross -up amount will be exactly correct all Members)
Budget Impact of Gross -up Required for "Neutrality"
Current Compensation
with one-third tax free
portion
Grossed -Up
Compensation required to
maintain take-home pay
Mayor — Gross Pa
$53,057 '*
$73,710 **
Mayor —Arox. Take Home bi-wk
$1,827 **
$1,827 **
Councillor — Gross Pa each
$25,415
$28,415
Councillor —A rox. Take Home
$955
$955
Incremental Cost to Corporation
including Employer Portions
$47,900
** excludes regional councillor compensation
30
General Committee Agenda ITEM ##
Tuesday, June 15, 2010
June 15, 2010 .3. Report No. CFS10-018
If cancelled, the one-third tax-free portion cannot be reinstituted by this or any future
Councils. Accordingly, staff recommend the preservation of the one-third tax free portion
of the compensation of all Members of Council. While staff believe the current one-third
resolution, combined with a series of by-laws is sufficient to perpetuate the one-third
portion, staff here -in recommend that in preserving the one-third portion, a separate by-law
in the form of the attached draft By-law #5253-10 be adopted.
FINANCIAL IMPLICATIONS
There would be no immediate current year financial implications to the Corporation of any
direction, action or inaction taken with this report. If the one-third portion provision 15
removed, there would be no impact in any event until January 1, 2011, and.only if the
salaries were grossed up.
ALTERNATIVE RECOMMENDATIONS
1. Receive this report only, and/or;
2. Adopt draft By-law #5253-10 to clearly perpetuate the current one-third "deemed
expenses" tax free portion of the compensation of Council, and/or;
3. Direct staff to prepare the necessary by-law for adoption to repeal the by-law which
establishes one-third of Council's current compensation as deemed expenses,
CONCLUSIONS
This Council is required to considerthe continuation of the one-third taxfree portion of the
compensation of members of Council; either to repeal it, or to continue it. Staff recommend
its continuation, and adoption of a separate by-law to identify Council's intent. .
ATTACHMENTS
Attachment #1 — Extract from the Municipal Act, 2001, .Section 283
Attachment #2 — By-law 4859-06.17, being a by-law for the compensation of Members of
Council
Attachment #3 — Draft By-law 5253-10 being a by-law to perpetuate the one-third
deemed expenses provision for members of Council
31
General Committee Agenda ITEM ## 5 - 4
Tuesday, June 15, 2010
June 15, 2010 - 4 . Report No. CFS10-018
PRE -SUBMISSION REVIEW
Management Team Meeting - Wednesday, June 2, 2010
Prepared by. Dan Elliott, Director of Corporate & Financial Services — Treasurer
Ext. 4772
Dan lliott, C.A.
Director of Corporate & Financial
Services - Treasurer
Neil Garbe
Chief Administrative Officer
32.
General Committee Agenda ITEM #
Tuesday, June 15, 2010
June 16, 2010 - 5 - Report No. CFS10-018
ATTACHMENT #1
Extract from Municipal Act of Ontario, 2001 S.O.2001, CHAPTER 25
Section 283
Provisions related to Compensation of Members of Council
REMUNERATION AND EXPENSES
Remuneration and expenses
283. 1 A municipality may pay any part of the remuneration and expenses of the
members of any local board of the municipality and of the officers and employees of the
local board. 2001, c. 2.5, s: 283 (1).
Limitation
(Q Despite any Act, a municipality may only pay the expenses of the members of its
council or of a local board of the municipality and of the officers and employees of the
municipality or local board if the expenses are of those persons in their capacity as
members, officers or employees and if,
(a) the expenses are actually incurred; or
(b) the expenses are, in lieu of the expenses actually incurred, a reasonable
estimate, in the opinion of the council or local board, of the actual expenses that
would be incurred. 2001, c. 25, s. 283 (2).
Local boards
(3) A local board of a municipality, may pay remuneration to and the expenses
incurred by its members, officers and employees to the extent that the municipality is able
to do so under this Act. 2001, c. 25, s. 283 (3).
Limitation
M No part of the remuneration of a member of a council or local board paid under
this section is deemed to be for expenses incidental to his or her duties as.a member and a
municipality or local board shall not provide that any part of the remuneration is for such
deemed expenses: 2001, c. 25, s. 283 (4).
Former by-law
(�5 Despite subsection (4), if a resolution of a municipality.under subsection 255 (2)
or (3) of the bid Act is not revoked before January 1, 2003, the resolution shall be deemed
to be a by-law of the municipality and one-third of the remuneration paid to the elected
members of the council and its local boards is deemed as expenses incident to.the
discharge of their duties as members of the council or local board. 2001, c. 25, s. 283 (5);
2002, c. 17, Sched. A, s. 46 (1).
33
General Committee Agenda ITEM #
Tuesday, June 15, 2010
June 15, 2010 -6. Report No. CFS10-018
Repeal
(6) A council may repeal a by-law under subsection (5) and the repealing by-law
shall be effective on January 1 of the year after the year in which it is passed. 2001, c. 25,
s.283(6).
Review
On or after December 1, 2003, a council shall review a by-law under subsection
(5) at a public meeting at least once during the four-year period corresponding to the term
of office of its members after a regular, election. 2001, c. 25, s. 283 (7); 2002, c. 17,
Schad. A, S. 46 (2); 2006, c. 9, Schad. H, s. 5 (4).
If by-law passed under subs. 255 (2) of old Act
(1 If the City of Mississauga or the Town of Markham, as the case maybe, passes a
resolution under subsection 255 (2) of the old Act and, as of January 1, 2003, is deemed to
have passed a by-law under subsection (5), then, despite subsection (6), the by-law shall
not be repealed by the City of Mississauga or the Town of Markham, as the case maybe,
unless the municipality proposing to repeal the by-law first ceases to provide any pension
benefits under the City of Mississauga Act, 1988 or the Town of Markham Act, 1989,
respectively. 2002, c. 17, Schad. A, s. 46 (3); 2006, c. 11, Schad. B, s. 9 (3); 2006, c. 32,
Schad. A, s. 116 (1).
If by-law not passed under subs. 255 (2) of old Act
(9) If the City of Mississauga or the Town of Markham, as the case maybe, does not
pass a resolution under subsection 255 (2) of the old Act,
(a) despite 'the City of Mississauga Act, 1988.or the Town of Markham Act, 1989,
the City of Mississauga or the Town of Markham, as the case may be, shall not
provide a contribution for a pension under those provisions and no calculation of
a pension.or combination of a pension with another pension shall be made
underthose provisions in respectof service of a council member after that date;
and
(b) any pension benefit earned or accruing under those provisions with respect to
service on or before December 31, 2002 shall continue. 2002, c. 17, Schad. A,
s. 46 (3); 2006, c. 11, Schad. B, s. 9 (4); 2006, c. 32, Schad. A, s. 116 (2).
Regulation
(10) The Minister may, by regulation; prescribe transition rules in respect of the
matters set out in subsections (8) and (9). 2002, c. 17, Schad. A, s. 46 {3).
34
General 4
Tuesday,
itte Agenda ATTACHMENT#2
159 01 . . THE CORPORATION OF THE TOWN OF AURORA
# 5.
By-law Number 4859-06.F
BEING, A BY-LAW to
provide for the annual
remuneration to be paid
to the Mayor and
Members of Council.
WHEREAS Section 283 (1) of the Municipal Act, S.O. 2001, C. 25, as amended
authorizes the Council of a local municlpalityto pass by-lawsfor paying remuneralion to
the members of council, and such remuneration maybe determined in any mannerthat
the council considers advisable;
.NOW THEREFORE THE COUNCIL. OF THE CORPORATION OF THE TOWN OF
AURORA ENACTS AS FOLLOWS:
1. . THAT By-law 4859-06.F shalt come into force effective December 1, 2006,
2. THAT an annual allowance shall be paid to each Member of Councll of the Town
of Aurora, one third of which shall be deemed to be for expenses.
3. THAT the remuneration paid shall be established as follows:
MAYOR COUNCILLOR
December 1, 2006 $48,545.00 $23,254.00
4. THAT the remuneration paid to the Mayor for the next term of Council shall be
automatically adjusted on. an annual, basis to reflect the economic salary
adjustments that are granted totho full-time non union group forthe same 4 year
period.
5. THAT the remuneratlon paid to Councillors for the next term of Council shall be
automatically adjusted on an annual basis to reflect the economic salary
adjustments that are granted to the full-time non union group for the same
4 year period.
6. THAT the Mayor shall be provided with a vehicleftvel'Alowance of $,800.00 per
month for the use of his personal' vehicle while travelling on Town business. The
travel allowance shall be further adjusted at the CPI rate annually effective
December 1, 2006.
7: THAT the Mayor shall be provided with a benefit plan including medical, dental,
and life insurance overage
8. THAT the Mayor shall be permitted to participate in the OMERS pension plan.
9. THAT Councillors shall be provided with a vehicle/travel allowance of $1,000.00
per annum for the use of their own personal vehicle while travelling on Town
business. The travel allowance shall be further adjusted at the CPI rate annually
effective pecember 1, 2006.
10. THAT Councillors shall be offered on an optional basis at the Councillors
expense, a benefit plan including medical, dental and life insurance.
11. THAT subject to the current policy, the Mayor shall also be p?evided with a
expense allowance of$3,300par annumtoattend special functions onbehal f
the,Town.
35.
General C mitte
Tuesday, J ne 15,
Agenda
010
By-law No. 4859-061
11
11 TEMI #
Page 2
.12. THAT subjectto the current policy, Councillors shall be provided with an expense
allowance of $450 per annum per Councillor in order to attend special functions
on behalf of the Town.
14. THAT By-law 4459-03.0 is hereby repealed on December 1, 2006.
READ A FIRST AND SECOND TIME THIS 2e DAY OF SEPTEMBER, 2006.
READ A THIRD TIME AND FINALLY PASSED THIS 2e DAY OF SEPTEMBER,
2006.
36
General Corn
Tuesday, June 15u 2010
ATTACHMENT#3
ITEM # 5 - 9
THE CORPORATION OF THE TOWN OF AURORA
By-law Number 5253-10
BEING A BY-LAW to provide for
one-third of the annual
remuneration paid to the Mayor
and Members of Council to be
paid as deemed expenses.
WHEREAS section 283 of the Municipal Act 2001, S.O.2001, c. 25, as amended (the
"Act"), authorizes the council of a local municipality to pass by-laws to remunerate and
to pay the expenses of members of the council;_
AND WHEREAS subsection 283(5) of the Act provides for the grandfathering of past
resolutions of the council made under subsection 255(2) or (3) of the Municipal Act,
R.S.O. 1990, c. M.45, as amended (the "old Act'), which provided for one-third of the
remuneration paid to the elected members of the council to be deemed as expenses
incident to the discharge of their duties as members of the council;
AND WHEREAS the one-third deemed expenses provision of the Council of The
Corporation of the Town of Aurora (the "Town') was perpetuated previously by By-law
Number 4208.00.C, the Council resolution made on September 24, 2002 under
subsection 255(2)of the old Act, By-law Number 4459-03.0 and by Bylaw Number
4859.08-17, respectively;
AND WHEREAS Council's resolution of September 24; 2002, made under subsection
255(2) of the old Act, has not been repealed and remains in effect;
AND WHEREAS subsection 283(5) of the Act provides that any resolution made
pursuant to subsection 255(2) of the old Act, which is not revoked prior to January 1,
2003, is deemed to be a by-law of the municipality;
AND WHEREAS Council deems it appropriate to formally codify the perpetuation of the
one-third deemed expenses resolution in a by-law separate from compensation
amounts for periodic review;
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF
AURORA ENACTS AS FOLLOWS:
THAT an annual remuneration shall be paid to each Member of Council in
respect of their duties in their local elected position, the amount of which is to. be
determined by separate by-law.
2. THAT one-third of the annual remuneration paid to each Member of Council in
respect of their local elected position shall be deemed as expenses incident to
the discharge of their duties as Members of the Council.
READ A FIRST AND SECOND TIME THIS 22nd DAY OF JUNE, 2010.
READ A THIRD TIME AND FINALLY PASSED THIS 22nd DAY OF JUNE, 2010..
as to gam
sffvko
8yewtwe ah'A_ a_...
-t ✓nr. 10 , 2010
PHYLLIS M. MORRIS, MAYOR
JOHN D. LEACH, TOWN CLERK
37
General Committee Agenda ----- --- --- ITEM4 —6 - 1
Tuesday, June 15, 2010
/- TOWN OF AURORA
AuR_oRA . GENERAL COMMITTEE REPORT No. CFS10-021
SUBJECT: Capital Projects Financial Position Report as of December 31, 2009
FROM: Dan Elliott, Director of Corporate & Financial Services. - Treasurer
DATE: June 15, 2010
RECOMMENDATIONS
THAT report CFS10-021 be received from management, and,
THAT the project closures and capital funding adjustments outlined in Attachments
#1 and #2, as summarized in Attachment #3 be approved.
PURPOSE OF THE REPORT
To present Council with information necessary to monitor capital project status through to
December 31, 2009 and to propose project closures and funding adjustments.
BACKGROUND
The Capital projects financial position status report as of December 31, 2609, provides an
overview of the Town's capital projects and was prepared in consultation with various Town
staff that are responsible for managing their department capital projects. All capital
projects have been reviewed and recommendations provided for any budget adjustments
and potential closures of projects with any funding surpluses being returned to their original
funding sources.
This report includes the following four appendices:
1) Attachment #1— Capital Projects to be Closed, identifies 25 capital projects that are
completed and can be closed. The net surpluses from these closed projects are to
be returned to their original source of funding and minor shortfalls are requested to
be funded from the original funding source.
EE
General Committee Agenda
Tuesday, June 15, 2010
ITEM #
June 15, 2010 - 2 - Report No. CFS10-021
2) Attachment #2 — Capital Projects with Funding Adjustments. lists seven projects
which are recommended for consolidation with another open capital project, or
require funding adjustments.
3) Attachment #3 — Summary of Budget Adjustments, summarizes the adjustments
resulting from the various project closures and budget adjustments as outlined in
Attachments #1 and #2.
4) Attachment #4 — Remaining Open Capital Projects provides an inventory and a
progress status update for all 95 projects remaining open as of December 31, 2009,
including projects which may be included on Attachment #2 as receiving funding
adjustments. Any such proposed adjustments are presumed as approved for
purposes of preparing this schedule and are reflected in the list of open inventory of
projects.
COMMENTS
As of December 31, 2009, the Town had a total of 124 active capital projects.. Staff is
recommending the closure of 25 of these capital projects as noted in Attachment #1.
These 25 projects have a net surplus of $1,496,771.to be returned to their original source
of funding.
In addition to the closures, staff are also recommending consolidation of four project
accounts with another existing project in Attachment #2. Notes of explanation are
provided.
Status of Open Capital Projects - Attachment #4
Town staff from all departments have reviewed the open capital projects list and have
identified the progress of the 95 remaining projects. (124-25-4=95) For purposes of
enhancing the simplicity and usefulness. of the report, Financial Services established
categories of progress for staff to use in their deliberations: Not Started, Design Phase,
Financially Committed, Warranty, or Other. All projects are listed by department, show
their status as reported by the project managers, and additional comments are provided
where warranted.
.Each department head has reviewed this report for their respective projects.
39
General Committee Agenda ITEM #
Tuesday, June 15, 2010
June 15, 2010 .3. Report No. CFS70-021
ALTERNATIVEM TO THE RECOMMENDATIONS
1. Amend the recommended projects for closure and/or funding adjustments.
2. Direct that certain projects identified by staff to remain open be cancelled and
closed at the current status.
FINANCIAL IMPLICATIONS
This report recommends net capital project .closures and funding adjustments of
$1,496,771 being returned to the original funding sources, since the projects are complete
and/or the funding is no longer required to bring the project to full completion.
The portfolio of remaining open capital projects contains 95 projects, with a total budget
funded value of $29,040,142, with $18,389,576 spent to date, with a remaining approved
available budget value of $10,650,566 as detailed on Attachment #4. This report does not
include Library projects. Capital projects vary in -expected delivery time from date of
approval; some projects naturally taking .several years to complete, such as major
computer systems projects, while some projects may only take a few months from approval
to complete, such as a vehicle replacement. Project delivery can also be constrained by
staff resources, or project integration with.other departments or the Region of York.
Occasionally, the Town receives grant or donation amounts to fund in part some of our
capital undertakings. The Treasurer has previously been authorized. to make necessary
funding adjustments to open capital projects as appropriate upon receipt of funding from
other sources, to return to source previously approved Town funding, and substitute the
received grant or donation amount. The treasurer is not authorized to increase the total
project budget; or to increase the scope of the project by the new funding.
CONCLUSIONS
Staff from all departments continue to work on completing outstanding, capital projects to
Which Council has committed funding, and which the community anticipate realization.
This report is intended to update Council on the status of each open approved project,
bring closure to some, funding adjustments to others, and provide a status report on all
remaining projects.
rul
General Committee Agenda ITEM # 6 - 4
Tuesday, June 15, 2010
June 15 2010 - 4 - Report No. CFS10-021
ATTACHMENTS
Attachment #1 — Capital Projects to be Closed
Attachment #2 —Capital Projects Funding Adjustments
Attachment #3 — Financial Summary of Budget Funding Adjustments and Closures
Attachment #4 - Inventory and Status of Capital Projects Remaining Open
PRE -SUBMISSION REVIEW
Input solicited from all staff responsible for projects and compiled by Financial Services.
Executive Leadership Team — Wednesday June 9, 2010
Prepared by: Dan E11104 Director of Corporate & Financial Services — Treasurer
Ext #4772
l
liott, C.A.
Director of Corporate & Financial
Services - Treasurer
Neil Garbe
Chief Administrative Officer
41
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General Committee Agenda ITEM # 7 - 1
Tuesday, June 15, 2010
r- TOWN OF AURORA
ALJ QRA GENERAL COMMITTEE REPORT No.CLS10-016
SUBJECT: Pending list
FROM: John D. Leach, Directorof Customer & Legislative Services/Town Clerk
DATE: June 15, 2010
RECOMMENDATION
THAT report CLS10-016 be received.
PURPOSE OF THE REPORT
To keep Council apprised of any pending issues originating from General Committee and
Council meetings.
BACKGROUND
Attached is a list of motions and directions from Council. The list supersedes the. May 18,
2010 list and is intended for information purposes. The text in bold represents changes in
status since the last distribution.
COMMENTS
All outstanding matters originating from or referred to an advisory committee are identified
in a separate pending list. The advisory committee pending lists will be circulated with the
respective advisory committee agenda for consideration. -
ALTERNATIVE(S) TO THE RECOMMENDATIONS
None
57
General Committee Agenda
Tuesday, June 15, 2010
June 15, 2010
FINANCIAL IMPLICATIONS
None
CONCLUSIONS
ITEM # 7 - 2
- 2 , Report No. CLS10-016
That.CLS10-016 be received for information.
ATTACHMENTS
Attachment #1 — Pending List
PRE -SUBMISSION REVIEW
Executive Leadership Team - June 2, 2010
Prepared by: Cindy Janzen, Manager ofLegislative. Services/Deputy Clerk, ext. 4217
Ich Neil Garbe
Customer.& Legislative Chief. Administrative Officer
)wn Clerk
MI
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General Committee Agenda ITEM #
Tuesday, June 15, 2010
TOWN OF AURORA
AURORA GENERAL COMMITTEE REPORT No. PR10-019
SUBJECT: Land Acquisition Strategy— Terms of Reference
FROM: Allan.D. Downey, Director of Parks and Recreation Services
Neil Garbe, Chief Administrative Officer,
DATE: June 15, 2010
RECOMMENDATIONS
THAT Council approve the proposed Land Acquisition Strategy Terms of Reference
as detailed within this report.
PURPOSE OF THE REPORT
To approve the Land Acquisition Strategy Terms of Reference.
BACKGROUND
Council recently approved the Parks and Recreation Master Plan, providing a road map for
the delivery of service and facilities to the residents of Aurora until 2013.
As a result of this study, the need for a Land Acquisition Strategy was identified and
funding was provided in the 2010 Capital Budget in the amount of $50,000.00 to engage
the service of a consultant.
COMMENTS
In order to provide direction to the potential consultants:forthe Land Acquisition Strategy, a
terms of reference must be established to ensure clear understanding of our needs.
Staff will provide appropriate background information material in order to ensure the
consultant has sufficient base information to initiate their research.
The introduction to this study should clearly indicatethe parameters in which the consultant
will be expected to work under. It is intended that all available parcels of land be identified
that could fulfill the following needs: ,
1. Community Park Development, with a minimum acreage of 4.0 hectares.
2. Trail connections in accordance with the Traits Master Plan.
3. Land outside of Aurora but adjacent to our borders.
EN
General Committee Agenda . ITEM #
Tuesday, June.15, 2010
June 16, 2010 .-2- Report No. PR10-019
The potential consultants will also be provided with all pertinent background material in
order to ensure the study addresses the needs of Council. This shall include:
1. The 2010 Parks and Recreation Master Plan.
2. Existing. parkland inventory.
3. The Official Plan.
4. Trails Master Plan.
5. Park Amenity inventory..
6. Inventory of Town -Owned lands. .
7. Reserve Fund balances.
8. Oak Ridges Moraine (ORM) Plan.
The Terms of Reference should include but not be limited to:
1. Identification of all available lands.
2. Potential land costs.
3. Servicing requirements.
4. Priority of acquisition.
5. Acquisition. strategies.
6. Re -development of existing parkland.
7. Short-term land use strategies to address immediate needs.
8. Municipal and/or other partnerships.
Timing
The Land Acquisition Strategy will be used to guide future budget submissions and
program development. The study should be completed and prepared for Council approval
by September/October 2010.
Staff Resources
Staff Resources will be required to assist the proposed consultant for research. Regular
meetings will be prepared to ensure a timely exchange of information and to maintain
progress.
Evaluation
The evaluation of each proposal must be fair and well defined so that proposed consultants
have a clear indication where the weight of the evaluation will fall in evaluating their
proposals.
Traditionally, fees forthe submissions represent 30% of the evaluation while the remaining
70% are based on experience, understanding of the project, expertise of assigned
personnel, ability to meet timelines and description of process.
General Committee Agenda ITEM #
Tuesday, June 15, 2010
June 15, 2010 - 3 - Report No. PR10-019
ALTERNATIVE(S) TO THE RECOMMENDATIONS
1. Council may amend the Terms of Reference.
FINANCIAL IMPLICATIONS
$50,000.00 has been allocated in the 2010 Capital Budget for this purpose.
CONCLUSIONS
That Council approve the Land.Acquisition.Strategy Terms of Reference as recommended.
ATTACHMENTS
Attachment #1 — Request for Proposal for the Land Acquisition Strategy
Prepared by: Allan D. Downey, Director of Parks and Recreation Services- Ext. 4752
Allan D. Downe
Director of Parks and Recreation Services
Neil Garbe
Chief Administrative Officer
General Committee Agenda
Tuesday, June 15, 2010
ITEM #
AuRc,RA
CLOSING
1 Municipal Dave,
Box 1000,
Aurora, ON L4G 6,11
Phone: 905-727-3123
Fax: 905-727-1953
TOWN OF AURORA
Parks and Recreation Services
REQUEST FOR PROPOSAL
BID # XX 20OX
Revision hv:. dated_
PROPOSALS ARE INVITED FOR A CONSULTANT TO PROVIDE A LAND ACQUISITION
STRATEGY DOCUMENT AS PER THE ATTACHED TERMS OF REFERENCE.
GENERAL -INFORMATION
Submissions three (3) signed copies, one marked 'original"), properly marked as to contents (return envelope must show
proposal number, proponents name, closing date) shall be received no later than the time and date indicated, at the
following address:
Town of Aurora
Customer and Legislative Services, 2"" floor
1 Municipal Drive
Aurora; Ontario L4G 6.111
Attn: John D. Leach, Town Clerk
Questions regarding this contract must be received in writing or email by: adownevOe-aurora.ca no later than.12:00
p.m., July 7, 2010. Replies shall be sent in writing to all proponents who have picked up proposal documents.
'The successful candidate shall be required to submit all docdmentaticn requested (ag: Accessibility for Ontarians with
Disabilities Act requirements. insurance certificate, WSIB clearance certificate, bonding if applicable) within 10 days of
contract award, before the final awarding of the dontract.takes place.
The Corporation of the Town of Aurora reserves the right to accept any proposal in whole or in part, whether the price or
prices be the lowest or not, and, may reject any or all tenders, and such acceptance or rejection shall be made pursuant to
policies of the Corporation. THIS PAGE MUST BE. SIGNED AND SUBMITTED WITH YOUR PROPOSAL OR YOUR
PROPOSAL WILL BE REJECTED. Please direct all general purchasing inquiries to Katherine Bishop at (906) 727-
3123, ext. 4121.
Please direct all technical. inquiries to: Allan D. Downey, Director of Parks and Recreation Services at (905) 727-3123, Ext:
4762 and all general purchasing inquiries to Katherine Bishop, (906) 727-3123, Ext 4121.
Proponents Firm Name:
(Proponents full legal name)
Signature of Signing Officer.
(I have the authority to bind the Corporation)
Print Name: Title;
Address: Postal Code: Date:
City: Phone # { ) Fax # (. 1
Primary contact: Phone # email
ACKNOWLEDGE RECEIPT OF ADDENDA BY NUMBER AND ISSUE DATE (if applicable). It Is the Proponents responsibility
to confirm that all addenda Issued have been received in their entirety, understood, and any changes have been taken into
consideration in the bid pace.
ADDENDA NO. . DATED INITIALS_ ADDENDA NO. _DATED INITIALS_
TO RECEIVE CONSIDERATION, ALL PAGES OF THE PROPOSAL THAT REQUIRE INFORMATION FROM YOU (INCLUDING
PRICING INFORMATION, SIGNATURE PAGE, COVER PAGE AND SPECIFICATION PAGES) MUST BE COMPLETED AND
RETURNED WITH YOUR SUBMISSION
General Committee Agenda ITEM #
Tuesday, June 15, 2010
SECTION 9 • INTRODUCTION
The Town of Aurora is centrally located with the Region of York surrounded by Whitchurch-Stouffville on the east,
Newmarket to the north, King on the west and Richmond Hill to the south. The Town's population is
approximately 50,000 with an ultimate growth to 70,000.
The Town provides a wide variety of programs, services and facilities for the enjoyment of recreation and leisure
activities within the Town.
The Department receives information and advice from the Leisure Services Advisory Committee, as well as
General Committee and Council. .
The Parks and Recreation Services Department is responsible for the planning, development and
general/financial management and administration of Parks.development and delivery for the residents of Aurora
to enhance and improve their quality of life through the participation in recreation programs and the utilization of
recreation facilities and active/passive green spaces.
The Parks and Recreation Services Department provides essential public services which are necessary for
ensuring a high quality of both the natural and urban environment and a healthy, satisfying lifestyle for all Aurora
citizens. Parks and open spaces, recreational and culturallarts facilities, sports, fitness, creative and social
programs are -all to be facilitated with the aim of providing the greatest possible participation:in providing and
experiencing leisure.
The Leisure Services Department delivers a wide range of programs and services primarily focused on the-
following'areas:
1) Culture, Recreation and Loisure Services Delivery System
2) ' Leisure Facilities
3) Parks and Open Space.
4) Recreational and Cultural Programming
The Town of. Aurora like many other communities faces on -going pressures to provide quality services to its
citizens. Changing demographics, social trends and economies impact the social and economic capacities of. the
community. It is anticipated that this changing profile of the community could have a significant impact on the
expectation of its citizens with respect to all municipal services irf the community: Council, has therefore approved
the development of a Land Acquisition Strategy.
One of the key elements of the review process is the public consultation component. The plan should reflect the
views of the broad community and measures should betaken to ensure the product has a number of varied
opportunities for public input prior to completion in order to be as inclusive as possible.
SECTION 2-BACKGROUND
Council for the Town of Aurora recently approved the Parks and Recreation Master Plan, providing a road map
for the delivery of service and facilities to the residents of Aurora until 2013.
As a result of this study, the need for a Land Acquisition Strategy was identified and funding was provided in the
2010 Capital Budget to engage the service of a consultant. .In order to provide direction to the potential
consultants for the Land Acquisition Strategy, a terms of reference was established to ensure clear understanding
of our needs.
SECTION 3 — TERMS OF REFERENCE
The introduction to this study should. clearly indicate the parameters in which the consultant will be expected to.
work under. It is Intended that all available parcels of land be identified that could fulfill the following needs:
1. Community Park Development, with a minimum acreage of 4.0 hectares.
2. Trail connections in accordance with the Trails Master Plan,
3. Land outside of Aurora but adjacent to our borders.
91
General Committee Agenda
Tuesday, June 15, 2010
ITEM #
The potentialconsultants will also be provided with all pertinent background material in order to ensure the study
addresses the needs of Council. This shall Include:
1. The 2010 Parks and Recreation Master Plan,
2. Existing parkland inventory.
3. The, Official Plan.
4, Trails Master Plan.
5. Park Amenity inventory.
6. Inventory of Town -Owned lands.
7. Reserve Fund balances.
8. Oak Ridges Moraine (ORM) Plan.
The Terms of Reference should include but not be limited to:
1. Identification of.all available lands.
2. Potential land costs.
3. Servicing requirements.
4. Priority of acquisition.
5. Acquisition strategies.
6. Re -development of existing parkland.
7. Short-term land use strategies to address immediate needs.
8. Municipal and/or other partnerships.
Timing
The Land Acquisition Strategy will be used to guide future budget submissions and program development. The
study should be completed and prepared for Council approval by September/October 2010.
Staff Resources
Staff .Resources will be required to assist the proposed consultant for research.. Regular meetings will be
prepared to ensure a timely exchange of information and to maintain progress.
Evaluation
The evaluation of each. proposal must be fair and well defined. so that proposed consultants have a clear
indication where the weight of the evaluation will fall in evaluating their proposals.
Traditionally, fees for the submissions represent 30% of the evaluation while the remaining 70% are based on
experience, understanding of the project, expertise of assigned personnel, ability to meet timelines and
description of process.
Consultant Proposal shall be evaluated by the Director of Parks and Recreation Services on the following:
EVALUATION CRITERIA
Fee schedule
30%
Innovative approach to ro ect methodolo and process
20%
and demonstrated results from similarprojects
20%
-Expertise
Qualification of consulting team assigned to task
30%
3
92
General Committee Agenda
Tuesday, June 15, 2010
ITEM # 8 - 7
SCHEDULE OF EVENTS:
The Following schedule of events will apply to the selection process. The selection process may include
RELEASE OF PROPOSAL
DEADLINE FOR QUESTIONS
BID CLOSING DATE
SHORT LIST MEETING
AWARD OF CONTRACT
COMPLETION
June 23, 2010
12:00 noon July 7, 2010
12:00 noon July 14
To be determined
To be determined
September / October 2010
This schedule is subject to change and appropriate notice of any changes will be provided where
feasible.
Proposal Evaluation
An evaluation team consisting of relevant town staff shaliconduct the evaluation of proposals.
FEES
Services will be required on a retainer, flexible and as -needed basis. The consultant. should provide an itemized
cost estimate required to fulfil the purpose stated in this RFP, The,.submission must include a description of all
reimbursable expenses and disbursement type items which may be claimed, and exclude taxes. Rates should
include per diems, hourly and retainers as applicable. Proposals not including this information will be rejected as
non-comollant.
The proposal will also include an itemized cost for additional meetings, workshops, and presentations, if required.
All such sessions would take place at Aurora Town Hall.
Note:
Effective July 1, 2010 the 6% GST and 8% Ontario Retail Sales Tax will become harmonized into one tax of 13%,
ie: the Ontario Harmonized Sales Tax (OHST or HST).
Similar in concept to the GST, this will be a Value Added Tax (VAT) that will permit businesses to receive a full
credit on all tax they are charged by their suppliers. This will allow businesses to lower their prices by no longer
having a portion of their prices comprised of non-refundable PST paid on the wholesale price of materials. The
HST will permit recovery of this previously"embedded" PST by way of an Input Tax Credit (ITC).
4
93
General Committee Agenda ITEM # 8 - 8
Tugsday, June 15, 2010
Bidders are advised to reflect this change in their pricing calculations. Unit pricing and lump sum pricing will be
interpreted as reflecting the ITC advantage, le: lower costs, available to all bidders effective July 1, 2010. The
Town will not monitor this aspect of bidders' business processes or request evidence of passing the discount
along. It will be presumed to be incorporated in your pricing submission.
Bid calls by City between now and July 1, 2010 will be awarded on the basis of a pre-tax sub -total price. 5% GST
or 13% HST will later be added to the prices of the successful bidder according to the delivery or completion date
o the respective goods and services, is: 5% GST before July 1, 2010 and 13% HST after July 1, 2010.
INFORMATION TO PROPONENTS
PROPOSAL CLOSING TIME
The Proposal Farm, sealed with the submission label provided by the Owner affixed to your envelope, shall be
received; date and time stamped, and be in the. possession of the Customer and .Legislative Services/Clerks
Department no later than 12:00:OD p.m. local time, on the specified closing date. Late proposals shall not be
accepted; however they shall be time and date stamped and returned to the Proponent unopened.
The. Customer and Legislative Services/Clerks Department Recording Clock determines the Closing Time
of the Proposal Call.
PROPOSAL PREPARATION AND SUBMISSION
All Proposals shall be submitted in the. Proposal, format provided by the Owner in the Proposal Documents, and
as follows:
1. Page 1 of your submission - signed (original signature) Cover Sheet (page 1) of this document, completed
as required
2. Section 2 — pricing information (including any price schedules from bid document)
3. Section 3 - list of sub -proponents
4. Section 4 - list of experience in similar work / references
S. Section 5 - your proposal (no more than 10 pages)
6. Section 5 — CV's / resumes
7. Section 6 --'appendixes ,
The Proposal submission label supplied by the Owner affixed to. your envelope shall be used without any extra
exterior covering. Proposals delivered in person or by a courier service, without. the submission label affixed to
the envelope, or if the Proposal fails to be delivered to the designated location by the Proponent or courier service
may be rejected. Proposals that are not delivered on time shall result in the Proposal being rejected. Proposal
Forms submitted and received by facsimile shall not be accepted and shall result in the Proposal being rejected.
COURIER SERVICE
Delivery of the Proposal submission Envelope/Package through a Courier Service shall be the responsibility of
the Proponent and shall result in the submission being rejected where:
I. Proposal submission Envelope/Package is delivered to a location other than which Is stated on the
envelope/package and fails to be delivered to the Customer and Legislative Services/Clerks Department
prior to the closing date and time; and/or
ii. Proposal submission Envelope/Package which. is enclosed in the Courier Envelope that does not state,
"PROPOSAL DOCUMENT ENCLOSED" and is not removed from the Courier's Envelope prior to the
closing date and time; and/or
III. Proposal submission Envelope/Package is delivered later than the closing date and time.
All proposals received after the specified closing date and time shall be returned unopened.
The Proposal Form shall be signed in the space(s) provided by a duly authorized official of the entity submitting a
proposal. If a joint Proposal is submitted, it shall be signed on behalf of each of the Proponents and if the signing
authority for both Proponents is vested in one individual, he/she shall sign separately on their behalf. Signatures
on behalf of non -incorporated bodies or by individuals shall be witnessed. In the case of an incorporated
company, the corporate seal should be affixed to the Proposal Form adjacent to the authorized signature:
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General Committee Agenda ITEM #
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I
WITHDRAWAL OF PROPOSALS
A Proponent may request that their Proposal be withdrawn prior to the Closing Time on the date of the Call for
Proposals. Withdrawal requests shall be directed to the Manager of Purchasing or designate, on the Proponents
stationery, by letter, telegram, and facsimile or in person. Telephone requests shall not be considered.
PROPOSAL OPENING
Proposals shall be opened after the Closing Time in the designated Boardroom.
The successful Proponent shall be notified as soon as possible after.the date of the Proposal closing. This
Proposal shall remain open for acceptance, and the price shall remain firm and unchanged, and not withstanding
any error in calculation of such Proposal at the amount stated for a period of ninety (90) days from the date of
closing, and the Corporation may, at any time within the said period, accept the Proposal whether any Proposal
had been previously accepted or not.
PROPONENT'S RESPONSIBILITIES
It is the Proponent's responsibility to become familiar with and comply with Town Purchasing policies.
CONFIDENTIALITY
Confidentiality of records and information relating to this work must be maintained at all times.
All correspondence, documentation and information provided by Town staff to any Proponent in connection with,
or arising out of this RFP or the acceptance of any proposal:
Remains the property of the Town;
• Must be treated as confidential;
• Must not be used for any purpose other than for replying to this RFP, and for fulfillment.of any related
subsequent contract
All correspondence, documentation and information provided to staff of the Town by any proponent in connection
with, or arising out of this request, and the submission of any Proposal shall become the property of the Town,
and as such, subject to the Municipal Freedom of Information Act (MFIPPA).
The.Proponenrs name at a minimum shall be made public on request -
Because of MFIPPA, Proponents are advised to identify in their Proposal material any scientific, technical,
commercial, proprietary or similar confidential information, the disclosure of which could cause them injury.
Should you have any questions regarding MFIPPA, please consult the Town Clerk (telephone 905-727-1375,
.extension 4220).
CONFLICT OF INTEREST STATEMENT
In its Proposal, the Proponent must disclose to the Town any potential conflict of interest that might compromise
the performance of the work. If such a conflict of interest does exist, the Town may, at Its discretion, refuse to
consider the Proposal.
If, during the Proposal evaluation process or the negotiation of the Agreement, the Proponent is retained by
another client giving rise to a potential conflict of interest, then the Proponent shall so inform the Town. If the
Town requests, then the Proponent shall refuse the new assignment or shall take such steps as are necessary to
remove the conflict of interest concerned.
Proponents are cautioned that the acceptance of their Proposal may preclude them from participating as a
Proponent in subsequent projects where a conflict of interest may arise: The Consultant(s) for this project may
participate in subsequent/other Town projects provided the Consultant(s) has (have) satisfied pre -qualification
requirements of the Town, if any, and in the opinion of the Town, no conflict of interest would adversely affect the
performance and successful completion of an Agreement by the Consultant(s).
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General Committee Agenda ITEM # 8 - 10
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j NON -COLLUSION
! A Proponent shall not discuss or communicate, directly or indirectly, with any other Proponent or their agent or
representative about the preparation of the Proposals. Each Proponent shall attest that its participation in the
RFP process is conducted without any collusion or fraud. If the Town discovers there has been a breach of this
requirement at any time, the Town reserves the right to disqualify the Proposal or terminate any ensuing
Agreement,
of the Proposal in a sealed envelope must be submitted.
(V10,Q,•IIU Ir tl•m L.I. 1l .W w,cT 1Y kl, AW I..
to 12:00:00 noon on the closing date to the address stated on the cover page.
Proposals shall not be considered unless:
Received by the date and time specified; and
• Received at the address specified on page 1; and
• Contain the signed PROPOSAL COVER SHEET (page 1)
Faxed Proposals shall not be accepted. Proposals shall be opened Immediately after 12:00:00 noon, and shall be
referred to an evaluation team for evaluation.
DISQUALIFICATION OF PROPOSALS
Proposals, which are incomplete or feoeived after the proposal submission deadline, as recorded by the Town on
the date, time and place, as outlined above shall not be considered. Proponents are solely responsible for
ensuring that Proposals are delivered as required. Delays caused by any delivery service, including Canada Post,
shall not be grounds for an extension of the Proposal Submission deadline. Faxed or electronic transmissions or
other forms of unsealed proposals shall not be considered.
THE TOWN'S RIGHT TO REJECT
The Town, at its discretion may: select any one proposal; select part of one or a combination of more than one
proposal; or reject any or all or part of any or all proposals, The Town is not obligated to select the proposal with
the lowest price. The Town. reserves the right to negotiate with any or all proponents, Subject to the other
provisions of the RFP, the criteria specified are the. sole criteria, which shalt.be used .for the evaluation of
proposals. 1 ..
NO ADJUSTMENTS TO PROPOSALS
No unilateral adjustments by Proponents to submitted proposals shall be permitted. Proponents may Withdraw
their proposal prior to the closing date and ttine) by notifying the Town in writing. Proponents who' have
withdrawn a proposal may submit a new proposal, which must be received by the Town under the same terms as
outlined. After the closing date and time the proposal is binding on the Proponent. If the. Town requires
clarification of a Proponent's Proposal, that Proponent shall provide a.written. response to a request for
clarification, which shall then form part of the Proponents Proposal,
COMMUNICATION
The Proponent is requested to identify one senior individual by name, address and telephone number who shall
act as the proponents primary contact with the Town with regard to this project
It is the responsibility of the Proponent to understand all aspects of the RFP and to obtain clarification if
necessary before submitting their proposal.
MANDATOR' INFORMATION
Where "must" or'shall" is indicated, these items are MANDATORY.
ADDENDA
An addendum, should one be necessary, shall be issued to all companies that were issued the Request for
Proposal, or in the case of a mandatory sight meeting those companies that registered at the mandatory meeting.
Only answers to issues of substance will be sent out to all Proponents. The Town reserves the right to revise this
RFP up to the Proposal Submission Date. Any revisions shall be included in Addenda to the RFP distributed to
all Proponents. When an Addendum is issued the date for submitting Proposals may be changed by the Town if,
in its opinion, more time is necessary to enable Proponents to revise their Proposals. The Addendum shall state .
any changes to the Proposal Submission Date. Submissions which do not provide evidence of receipt of
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General Committee Agenda ITEM # 8 111
Tuesday, June 15, 2010
i addenda as requested in each addenda document shall be rejected by the Town as non -compliant. No
verbal arrangement or agreement relating to this proposal shall be considered binding. It is the Proponents'.
responsibility to verify Issue of any addenda (information available by contacting Purchasing at (905) 727-
3123, ext. 4110) or viewing on: www.biddingo.com
NO ASSIGNMENT
The successful Proponent shall not assign any part of the project which may be awarded to it under the
Agreement without the prior written consent of the Town, which consent shall not be unreasonably withheld.
However, such written consent shall not under any circumstances relieve the successful Proponent of its liabilities
and obligations under this RFP and the Agreement.
FAILURE OR DEFAULT OF PROPONENT
If the Proponent, for any reason, fails or defaults in respect of any matter or thing which is an obligation of the
Proponent under the terms of the RFP, the Town may disqualify the Proponent from the RFP and/or from
competing for future proposals or RFP's issued by the Town. In addition, the Town may at its option either:
(a) Consider that the Proponent has withdrawn any offer made, or abandoned the Agreement if the offer has
been accepted, whereupon the acceptance, if any, of the Town shall be null and void; or
(b) Require the Proponent to pay the Town the difference between its Proposal and any other Proposal which
the Town accepts, if the latter is for a greater amount and, in addition, to pay the Town any cost which the
Town may incur by reason of.the Proponent's failure or default, and further the Proponent shall indemnify
and save harmless the Town, its. officers,. employees and agents from all loss, damage, liability, cost,
charge and expense whatever which it, they or any of them may puffer, incur or be put to by reason of
such default or failure of the Proponent.
RESOURCE COMMITMENTS
The Proponent must make available appropriately skilled workers, consultants or subproponents, as appropriate,
and must be able to provide the necessary materials, tools, machinery and supplies to carry out the project
These resources must be available on a dedicated basis, as required, to.carry out the project with due care, skill
and efficiency.
ACCEPTANCE OR REJECTION OF PROPOSALS
.Contract award shall be communicated by Written notification from the Town to the successful Proponent (if any).
The Proponent acknowledges that the Town shall.have the right,to reject any, or all, Proposals for any reason, or
to accept any Proposal, which the Town in its sole discretion deems most advantageous to' itself. The lowest, or
any Proposal shall not necessarily be accepted. All Awards are subject to the approval of Council (if applicable)
and the availability of funds.
Consideration for award
Consideration for Award shall only be undertaken in relation to Proponents who are determined by the Town to be
a responsible Proponent, and has satisfied all Proposal Requirements.
The Town hereby reserves the right, privilege, entitlement and absolute discretion, and for any reason
whatsoever and in accordance with the Town of AurorarProcurement By -Law / Policy and Procedures to:
I. Accept a Proposal which is not the lowest Proposal submission, or reject a Proposal that is the lowest
Proposal even if it is the only Proposal received;.
ii. Accept or reject any and all Proposals, in whole or in part;
iii. Cancel this Call for Proposals at any time, either before or after the Closing Date and Time;
iv. Accept the Proposal deemed most favourable to the interests of the Town or that may provide the
greatest value advantage and benefit to the Town based upon and not limited to;
a) price
b) ability,
c) quality of Work, (guarantees and warranties)
d) service / service location
e) past experience
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General Committee Agenda ITEM #
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f) past performance
g) completion history (including extended completion dates)
h) qualifications .
v. With the exception of 'Bid Irregularities", waive any informaliges, requirements, discrepancies, errors,
omissions, or any other defects or deficiencies in any Proposal Form or Proposal submission;
vi. Acceptor reject any unbalanced, Irregular, or informal Proposals; or
vii. Reject any Proponent who is involved in litigation with The Corporation of the Town of Aurora, or with
whom there is notice of pending litigation between it and the Corporation of the Town of Aurora;
vifi. Reject any Proponent who was a Consulting. firm involved in preparing or assisting In developing the
scope of work and/or specifications for the respective project.
The Town reserves the right to consider, during the evaluation of Proposals:
• Information provided in the Proposal itself;..
• Information provided in response to enquiries of credit, experience and Industry references set out in the
Proposal;
• Information received in response to enquiries made by the Town of third parties apart from those
disclosed in the Proposal in relation to the reputation, reliability, experience and capabilities of the
Proponent;
• The manner in which the Proponent provides services to others;
• The experience and qualification of the, Proponents senior management, and project management;
• The compliance of the Proponent with the Town's requirements and specifications
The. Proponent acknowledges that the Town may rely upon the criteria, which the Town deems relevant. By
submitting a Proposal, the Proponent acknowledges the Town's rights under this Section and absolutely waives
any right, or cause of action against the Town and its consultants, by reason of the Town's failure to accept the
Proposal submitted by the Proponent, whether such right or cause of action arises in Contract, negligence, or
otherwise.
ACCESSIBILITY
In accordance with Ontario Regulation 429107, Accessibility Standards for Customer Service Sect. 6, every
provider of goods and services shall 'ensure that every person who deals with members of the public or
participates in the developing of the serviceproviders. policies, practices .and procedures governing the
provision of goods and services to members of the public, shall be trained.on the following:
1. How to interact and communicate with persons with various types of disability
2: How to interact with persons with disabilities who use assisfive devices or require the assistance of a
guide animal, or a.support person
3. How to use assisfive device equipment that Is available on Town of Aurora, premises that may help in
the provision of accessible goods or services
4. What to do if a person with a particular type of disabilityis having difficulty accessing the provider's
goods or services .
5. information on the policies, practices and procedures governing the provision of goods and services to
people with disabilities.
Contracted employees, third party employees, agents and others that provide.services to the public on behalf of
the Town of Aurora must meet the requirements of Ontario Regulation 429/07 with regard to training under the
Accessibility for Ontarians with Disabilities Act (AODA).
A document describing your training policy or procedure, a sample copy of training and details of training dates
and attendees must be submitted to the Town of Aurora, within 10 days of award of contract, .butin any event
ro for to the commencement of any work. Contact the Town of Aurora Accessibility Advisor: Ivy Henriksen (905)
727-3123 Ext: 4392 for suppliers of Accessible Customer Service Training.
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ITEM # 8 - 13
NOTICE OF ACCEPTANCE OF PROPOSAL
The successful proponent shall be notified as soon as possible'after the date of the Proposal closing. This
Proposal shall remain open for,acceptance, and the price shall remain firm and unchanged, and not withstanding
any error in calculation of such Proposal at the amount stated for a period of SIXTY (60) days from the date of
closing, and the Corporation may, at any time within the said period, accept the Proposal whether any Proposal
had been previously accepted or not.
EXECUTION OF CONTRACT
The successful Proponent shall, within (10) days of written notification from the Director, enter into an agreement
with the Owner for the work, and furnish all necessary bonds and Insurance policies. Failure to execute the
contract as specified herein shall be just cause for the annulment.of the contract award, and forfeiture to the
Owner of the Bid Deposit.
INSURANCE
The Town may require insurance from the successful Proponent in amounts and with terms satisfactory to the
Town Treasurer including liability and professional liability coverage.
OCCUPATIONAL HEALTH AND SAFETY ACT
The Proponent shall be responsible for construction health and safety within the working areas and for compliance
with the Occupational Health and Safety Act (OHSA) and Regulations. So as to avoid any misunderstanding as to.
the extent of the Proponenfs responsibility, the Proponent, by executing the contract unequivocally acknowledges
that the Proponent is the Constructor as defined in Section 1 of the OHSA and,agrees to carry out the duties as
outlined In Section 23 of the OHSA
EVALUATION OF PERFORMANCE
Upon completion of the Contract, the owner may.complete an evaluafiort of the Proponents'_performance. A copy
of this evaluation may be given to the Proponent The evaluation shall be placed on file. This information may be
made available to persons requesting Owner references for Contract and also may be reviewed and may form
part of the criteria when awarding future Proposals by the Owner.
The Proponent hereby authorizes the maintenance and release of this information.
PURCHASING BY-LAW
All proposals shall be called, received, evaluation, accepted, and processed in accordance with the Town of
Aurora's Procurerrient By -Law. By submitting a proposal, each Proponent agrees to be bound by the terms and
conditions of that By -Law and procedures, and any amendments to them. (copy available upon request).
LAWS AND REGULATIONS
The Proponent shall comply with relevant federal, provincial and municipal statutes, regulations and by-laws.
pertaining to the work and its performance. The Proponent shall be responsible for ensuring similar compliance
by its suppliers and subproponents. The contract shall be governed by and interpreted in accordance with the
laws of the Province of Ontario.
INDEMNITY
The successful Proponent shall be required.to indemnify the Town for any loss, costs, claims or damages arising
from the award of this contract.
FORCE MAJEURE
,Delays in a failure of performance by either party under the contract shall not constitute default hereunder or give
rise to any claim for damages if and to the extent caused by occurrences beyond the control of the party affected,
including but not limited to decrees of Government, acts of God, Tires, floods, explosions, riots, war, rebellion,
sabotage and atomic or nuclear incidents, but lack of finances, strikes or other concerted acts by workers, delay
or failure arising out of the nature of the work to be done, or from the normal actions of the elements or from any
normal difficulties which may be encountered in the performance of the work; having regard to the nature thereof,
shall in no event be deemed to be a cause beyond a party's control. If in the reasonable opinion of either party to
this contract that performance of this contract Is made impossible by Force Majeure, then either party shall notify
the other in writing and the town shall either, terminate the contract forthwith without any future payments being
made or authorize the Proponent to continue performance of the contract with such adjustments as required by
the existence of the force majeure and agreed upon by both parties.
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ITEM #
ERRORS & OMISSIONS
The Town shall not be held liable for any errors or omissions in any part of this RFP. While the Town has used
considerable efforts to ensure an accurate representation of information of this RFP, the information contained in the
RFP is supplied solely as a guideline for Proponents. The information is not guaranteed or warranted to be accurate
by the Town, nor is it necessarily comprehensive or exhaustive. Nothing in the RFP is intended to relieve the
Proponents from forming their own opinions and conclusions with respect to the matters addressed in the RFP.
NEGOTIATIONS
The Town may award a contract on the basis of initial offers received, without discussion. Therefore, each initial offer
should contain the Proponent's best termsfinformation, Including all required documentation as listed.
The Town reserves the right to enter into negotiations with the selected Proponent. If the Town and the selected
Proponent cannot negotiate a successful contract, the Town may terminate the negotiations.and begin negotiations
with, the next selected Proponent This process shall continue until a contract has been executed or all Proponents
have been rejected. No Proponent shall have any rights against the Town arising from negotiations.
DEFAULT BY COMPANY.
If the company commits any act of bankruptcy; or if a receiver is appointed on account of its insolvency or in respect
of any of its property; or if the company makes a general assignment for the benefit of its creditors; then, in any such
case, the Town may, without notice terminate the contract.
if the company: fails to compiy.with any request, instruction or order of the Town; or fails to pay its accounts; or fails to
comply with or persistently disregard statutes, regulations, by -Saws or directives of relevant'authodties relating to the
work; or fails to prosecute the work with skill and diligence; or assigns or sublets the contract or any portion thereof
without the Town's written consent; or refuses to correct defective work; or is otherwise in default in carrying out its
part of any of the terms, conditions and obligations of contract, then, in any such rase, the Town may, upon expiration
of ten days from the date of written notice to the company, terminate the contract.
Any. termination of the contract by the Town, as aforesaid, shall be without prejudice to any other rights or remedies
the Town may have..
If the Town terminates the contract; it is entitled to:
a) . take possession of all of the work in progress, materials and equipment then at the project site (at no additional
charge for the retention or use of the equipment), and finish the work by whatever means the Town may deem
appropriate under the circumstances;
b) , withhold any further payments to the company until the completi6n of the work and the expiry. of all obligations;
c) : recover from the company loss, damage and expense incurred by the Town by reason of the company's default
(which may be deducted from any monies due or becoming due to the company, with any balance remaining to
be paid by the company to the Town).
DISCLOSURE
Only the names of those Proponents submitting Proposals shall be read out at the Public opening. No prices are
to be read out. However, once the award is made and approved by Council, the report recommending such
award shall be made a matter of public record, unless otherwise determined by Council.
Unsuccessful proponents may, upon their request, attend a debriefing session with Purchasing and Supply to
review their proposal submission. Discussions relating to any proposal submissions other than that of the
proponent present shall be strictly prohibited..
CO-OPERATIVE SHARING OF RESOURCES
The Town of Aurora is involved in the cooperative sharing of resources to deliver corporate management .
solutions within departments, area municipalities, local boards and related agencies. Conceptually this would
involve implementing a common solution across multiple organizations.
Participation:
It is understood that this Proposal shall be open to participation by any Board, Authority, Library, Police Service,
or local Municipality within the boundaries of the Regional Municipality of York. Whenever the "Town" is referred
to in the standard terms and conditions, it shall be understood as applying to each participating entity.
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General Committee Agenda ITEM # 8 - 15
TuYsday, June 15, 2010
By -Laws:
The Town of Aurora' purchasing policies and procedures shall apply for the calling, receiving, and opening of the
Proposal documents. Each entity shall be responsible for obtaining the necessary certificates of insurance and
Workers' Compensation clearance when required. Each entity shall be responsible for awarding their own
requirements and issuing their own purchase orders, receiving goods or services and paying invoices in
accordance with their appropriate governingregulations, procedures and by-laws.
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General Committee Agenda
ITEM #
Tuesday,
i
June 15, 2010
AURORA
;ynadr&lw y"d�co
Resources & Information for Municipal Proponents
Compliance is required for the Accessibility for Ontarians with Disabilities Act, AODA (2005)
Regulation 429/07 Customer Service Standard.
The customer service standard applies.to every organization that provides goods or services to the
public or third parties and has at least one employee in Ontario. The public sector compliance date
Is January 1n, 2010.
The Town of Aurora Is responsible to Insure that each employee, volunteer or proponent who works
with the public on behalf of the municipality is aware of their obligations under the standard and Is
required to have documentation of their compliance on file.
Proponents are responsible for their own training as per the bid and procurement
,process. The municipalitywill require proof of your compliance under this legislation.
Various options for training are available and the costs will vary - see below:
For further Information about training please contact the Accessibillty Advisor, Ivy Henriksen at the
Town of Aurora. (905).727-3123 Ext 4392 or ihenriksen(ae-aurora.ca
AODA Compliance Training Options
Accessibility Experts Ltd-.www.accessibilityex ern ts.ca
Contact person: Sarah White sarahna accessibilityexoerts.ca (905) 718-3342
*Offers in. person training, management training; or e-learning modules
Access ON - www.accesson.ca or http://www.6ccesson.ca/ado/splash.htm
Provincial website for various information and links on the AODA legislation and -online, tools to help
your organization comply including free software.
Provincial AODA general information line call 1-866-515-2025
Changing Paces - www.chanainapaces.com
Contact person: Trish Robichaud trishiachangingpaces.com
(905)967-3014 .
*offers various training and services in the York Region and GTA
Town.of Aurora - www.e-aurora.ca
Contact person: Ivy Henriksen, Accessibility Advisor Ihenriksen@e-aurora.ca
(905) 727-3123 Ext 4392
*Offers 3 hour staff/proponent training in Aurora,.00 charge back basis
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I
k
DOCUMENTLABEL
Submission Checklist:.
Have you included the following in your proposal package:
❑ Cover Page
O List of Sub -Proponents .
❑ Proponent's Experience in Similar Work
❑ Price Schedule
Before sealing your proposal, please check that you have:
❑ Initialled all changes
❑ Acknowledged I Included any addenda
❑ Signed with original signature in Ink where required .
❑ Included any proposal surety requested (original copies, signed)
❑ Completed any specification pages
Please firmly affix this label to the envelope containing your submission.
ITEM # 8 - 17
Should you use your own return envelope in lieu of this label, the front of your. envelope MUST
INDICATE ALL OF THE INFORMATION SHOWN. The Town of Aurora shall not be responsible for
Proposals submitted which are not in accordance with this information.
IF DOCUMENTS ARE BEING RETURNED VIA COURIER, THE` OUTSIDE ENVELOPE MUST
INDICATE THAT THE CONTENTS ARE TENDER DOCUMENTS.
__._..............�_.._______ X cut here
BID #
DATE ISSUED:
CLOSING DATE: 12:00:00._noon, local time, XXXXXX XX, 2010
FOR: '
From:.,-
FIRM.NAME:
CONTACT:
TELEPHONE:
To: Town of Aurora
Customer & Legislative Services
Attn: Town Clerk, 2nd floor,
1 Municipal Drive
Aurora, Ontario L4G 6J1.
PROPOSAL#
DATE ISSUED:
CLOSING DATE: 12:00:00 noon, local time, XXXX XX, 20OX
FOR:
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General Committee Agenda ITEM # 8 - 18
Tugsday, June 15, 2010
PROPONENT'S EXPERIENCE IN SIMILAR WORK
year for whom
completed description of contract work was performed $ value
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DATE ISSUED:
CLOSING DATE:
FOR:
12:00:00 NOON, local time, XXXX XX, 20OX
ITEM # 8 -1g
LIST OF SUB -PROPONENTS
State OWN FORCES if a sub -proponent is not required for any of the trades listed; otherwise name work and sub -
proponent proposed to be used.
The Owner reserves the right to approve all proposed sub -proponents and where the owner objects to the use of
any proposed sub -proponent, the proponent shall use another subcontract proponent acceptable to the owner. Any
proposed changes to the approved list of sub -proponents subsequent to contract award shall be subject to the
approval of the owner.
The awarded proponent may be required to produce a schedule of references for all or any proposed sub -
proponents.
The awarded Proponent shall .only use those sub -proponents approved by the owner and shall be held fully
responsible to the owner for the acts and omissions of its sub -proponents.
name, address, contact & phone # WSIB Account No.
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/3 TOWN OF AURORA
Aup_oRA GENERAL COMMITTEE REPORT No. PR10-022
SUBJECTS Phased Implementation Plan of Noklidaa Trail
FROM: Allan D. Downey, Director of Parks and Recreation Services
DATE: June 15, 2010
RECOMMENDATIONS
THAT Council approve the Noklidaa Trail and Hadley Grange Nature Reserve Phased
Implementation Plan as outlined in report PR10-022; and
THAT the Capital Budget be increased by $241,561.00 to $500,250.00, and
THAT Council approve proceeding with Phases 1 and 2 of the Implementation Plan
consisting of project Design and Agency approvals prior to November 2010; and
THAT Phases 3 and 4 be referred to the 20.11 Capital Budget Process.
PURPOSE OF THE REPORT
To obtain Council approval for the Nokiidaa Trail Phasing Plan and the implementation of
Phases 1 and 2 of the Nokiidaa Trail project.
BACKGROUND
On March 23, 2010, Council endorsed proceeding with construction of the Nokiidaa Trail
and Hadley Grange Nature Reserve in principle and further directed staff to:
• Seek two-thirds funding for the project from Lake Simcoe Region Conservation
Authority (LSRCA) for the non trail -related ecological enhancements;
• Report back to Council with funding options; and
• Report back with an Implementation Plan. .
Letter of Intent Denied by Environment Canada .
Following Council direction, staff approached LSRCA with a request for direction and
assistance in researching funding sources. LSRCA assisted the Parks and Recreation
Department in completing an application and letter of project intent to the Lake Simcoe
Clean up Fund (LSCUF) which is an Environment Canada funding program aimed at high
impact priority projects with a focus on the reduction of phosphorous entering the Lake
Simoce water shed.
Staff forwarded the Letter of Intent outlining the Hadley Grange Nature Reserve project to
Environment Canada on April 13, 2010 and prior to the deadline for the LOI.
106
General Committee Agenda ITEM #
Tuesday, June 15, 2010
June 15, 2010 - 2 - Report No. PR10-022
On April 28, 2010 the attached e-mail message was sent from Environment Canada to the
Director of Parks and Recreation Services stating that the Hadley Grange Nature Reserve
project did not meet LSCUF criteria.
LSRCA LEAP Funding Not Available for 2010
Additionally, staff were advised by LSRCA that a portion of the. Hadley Nature Reserve
project may possibly be considered for funding under LSRCAs' Annual Landowner
Environmental Assistance Program (LEAP) whereby LSRCA may fund up to 50% of
various costs of a project based on an in -kind contribution which could include the supply
of professional project guidance, provision of labour and equipment and possibly plant
materials.
LSRCA was not able to make a firm commitment to the project in 2010 as their entire
allocation of 2010 LEAP funding had been committed; however, LSRCA has indicated that
they may be in a position to assist in some aspect of the project in 201.1.
In view of the uncertainty surrounding any external funding opportunities staff will continue
to explore and investigate additional funding or the availability of services in -kind and will
revise the project costing accordingly as we move forward.
In an effort to further explore possible funding partners, staff has had some discussions in
this regard with several agencies including the Ministry of Natural Resources Junior Ranger
Program Administrator and LSRCA. Although there appears to be some potential for
assistance with various aspects of the project, staff are not able to confirm anything official
at this time.
Proposal to Phase -in the Project Into Three Phases
In consideration of the preceding information, and in an effort to move forward with the
completion of the Nokiidaa Trail project, staff are suggesting thatthe project be divided into
four separate phases.and that the works associatedwith the first phase commence in 2010
as follows:
Phase 1: Proiect Design and Agency Approval
Phase 1 of the project will involve retaining the necessary consultant to conduct the
detailed design of all aspects of the project, creation of working drawings and tender
specifications. This design work will be divided into separate sections e.g., Trail and
Boardwalk design/specification and the Hadley Grange Nature Reserve works design and
specification.
Following detailed design, staff will submit an application to LSRCA for a permit to
construct the Nokiidaa Trail and Hadley Grange Nature Reserve. Staff will report back to
Council and stakeholders with the results of this process and the appropriate
recommendations on moving forward with Phase 2 works. It js.currently estimated that
Phase 1 will be completed prior to November 30, 2010.
107
General Committee Agenda ITEM # 9-3
Tuesday, June 15, 2010
June 16, 2010 -3- Report No. PR10-022
Phase 2: Implementation of Site Works
Depending on the outcome of the tender process, Council direction and the time frames
associated with LSRCA approvals construction could be scheduled to commence
throughout the Winter months of 2011. As outlined in Part 2 of Ogilvie and Ogilvie's
"Briefing Note", staff will endeavour to follow the guidelines, recommendations and
commitments that have been conveyed to the stakeholders associated with this project.
• Tender Phase 2 Works;
• Commence site preparation works and environmental;
• Protection measures Boardwalk Construction;
• Aggregate Trails Construction; and
• Bridge crossing of Holland River.
Phase 3: Implementation of the Hadley Grange Nature Reserve Ecological
improvements
Phase 3 works will include the ecological elements that were outlined in detail in the Part2
of Ogilvie and Ogilvie Background Document and further detailed in the final "Briefing
Note". Works associated with phase 3 will include the following:
• Tender phase 3 works;
•. Construct Wetland enhancement features;
• Ponds, shallow pools, open field habitat seeding;
• Wetland and Aquatic plant material installation; and
• Benches, receptacles and trail signage.
All of the works will be in accordance with the guidelines, recommendations and
.commitments that have been conveyed to the stakeholders associated with this project as
outlined in the final Briefing "Note". It is proposed that these works would occur in Spring
2011, subject to budget approval
Phase 4: Implementation of the Remainder of Hadley Grange Nature Reserve
Ecological improvements
Phase 4 of the works will include the remainder of the Hadley Grange Nature Reserve
features as follows:
• Tender phase 4 works;
• Snake Hibernacula;
• Turtle Nesting Habitat;
• Wildlife Brush Piles;
• Bird and Bat Nesting Boxes;
Yonge Street Buffer Planting; and
• Interpretive Signage.
All of the Phase 4 works will be in accordance with the guidelines, recommendations and
commitments that have been conveyed to the stake holders associated with this project as
M
General Committee Agenda
Tuesday, June 15, 2010
JITEM #
June 15, 2010 - 4 - Report No. PR10-022
outlined in the final Briefing "Note". It is proposed that these works would occur in Spring
2012. the fable below captures all of the above phased -works, the implementation
timeframe and the estimated costs associated with each item.
-V - -
w
*- , -ST A
M4 -6
• Complete terms of
June 15, 2010
reference and RFP
process.
• Retain consulting firm to
July 16 , 2010
$70,000
prepare detail designs
November 30,
and specifications for all
2010
phases of construction.
Process project
application through
August 30, 2010
environmental agencies
having jurisdiction and
obtain construction permit
• Tender phase 2 works
December 1,2010
2
o Commence Site
January 2011
$9,200
preparation works and
January /February
environmental
2011
• protection measures
$342,060
• Boardwalk Construction
e Aggregate Trails
$79000
"i
Construction.
February/ March
March 2011
50% o Auroras
o Bridge crossing Holland
2011
share of bridge)
River
* Tender phase 3 works
March 2011
3
* Construct Wetland
enhancement features
May,2011
a Pond , shallow pools, open
field habitat seeding
* Wetland and Aquatic plant
June /July 2011
July 31,2011
material Installation
$64,886
a Benches Receptacles
* Tender phase 4 works
March 2012
- Snake Hibeenacula
4
& Turtle Nesting Habitat
May/ June 2012
- Wildlife Brush Piles
Bird and Bat Nesting
July 2012
$118,667
Boxes
* Yonge Street Buffer
Planting
* Interpretive Signage
Contingency (10%)
$70,718
$754,521
109
General Committee Agenda ITEM # 9 - 5
Tuesday, June 15, 2010
June 16, 2010 - 5 - Report No. PR10-022
ALTERNATIVE(S) TO THE RECOMMENDATIONS
1 Council could reduce the scope of works, and request staff to submit a,design
within the existing budget.
2 Council could extend the project over additional phases spreading the associated costs
further and exploring any future funding opportunities that might become available.
FINANCIAL IMPLICATIONS
In addition to the original budget of $260,000.00, staff obtained a year 2006 Municipal
Trails Partnership Grant from the Region of York in the amount of $80,000.00. The Region
of York has been holding these funds for our Trail Project.
Funds available for the project that was originally contemplated
including the Regions contribution totalled: ,
The revised project cost for the Hadley Grange Nature Reserve:
Total funding currently available. for the project:
Unfinanced project costs:
Funds for the project are available and will be allocated as follows
Development Charges Contribution
Cash In Lieu of Parkland Contribution
90%
10%
$330,000
$754,621
$258,689
494 $32
$679,068
$ 75,452
It is recommended that only phases 1 and 2 be funded in 2010 in the amount of
$500,000.00 in order to commence construction in the winter of 2011.. It is also
recommended that the. balance of the project (phases 3 and 4) be referred to the 2011
budget process.
CONCLUSIONS
That Council consider the information contained in this report and provide staff with
direction on proceeding with the completion of the Nokiidaa Trail.
ATTACHMENTS
Attachment #1 - Revised cost estimate for the construction of the Hadley Grange Nature
Reserve and Trail.
Attachment #2 - Part 2 Trail Presentation Document prepared by Ogilvie and Ogilvie Ltd.
Attachment #3 - Hadley Grange Briefing Note.
Attachment #4 - LSCUF Letter of Intent.
Attachment # 5 - LSCUF Cover Letter.
Attachment # 6 — LSCUF Response.
Attachment # 7 — General Committee Extract 10-06 (March 23, 2010).
110
General Committee Agenda
Tuesday, June 15, 2010
ITEM #
June 15, 2010 - 6 - Report No. PR10-022
PRE -SUBMISSION REVIEW
.Executive Leadership Team Meeting, Wednesday, June 2, 2010.
Prepared by. Jim Tree, Parks Manager- Ext.3222
Alan D. Downey
Director of Parks and Recreation Services
Neil Ga! be
Chief Administrative Officer
111
General Committee Agenda
Tuesday, June 15, 2010
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