AGENDA - Council - 20101214COUNCIL MEETING
AGENDA
TUESDAY, DECEMBER 14, 2010
7:00 P.M.
COUNCIL CHAMBERS
AURORA TOWN HALL
PUBLIC RELEASE
December 10, 2010
Aui?.,oxA
TOWN OF AURORA
COUNCIL MEETING
AGENDA
Tuesday, December 14, 2010
7:00 p.m.
Council Chambers
I DECLARATIONS OF PECUNIARY INTEREST
H APPROVAL OF AGENDA
RECOMMENDED:
THAT the agenda as circulated by the Customer and Legislative Services
Department be approved as presented.
111 OPEN FORUM
IV ADOPTION OF MINUTES
Council Minutes of Tuesday, November 23, 2010 pg. 1
Inaugural Meeting Minutes of Tuesday, December 7, 2010 pg. 9
RECOMMENDED:
THAT the Council Minutes of Tuesday, November 23, 2010 and the Inaugural
Meeting Minutes of Tuesday, December 7, 2010 be adopted as printed and
circulated.
V PRESENTATIONS
(a) Cyndy Skillins, PACT Aurora (Police & Community Together) pg. 11
Introduction and Parks Ambassador Program
VI PUBLIC SERVICE ANNOUNCEMENTS
Council Meeting Agenda
Tuesday, December 14, 2010
Page 2 of 10
VII DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
VIII ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
IX DELEGATIONS
(a) Yvonne Cattral from the Aurora Selkies & Masters Swim Club pg. 12
Re: Item 20 — Town of Aurora Pool Allocation Policy
(b) Nigel Evans, Triathelete, from the Aurora Selkies & Masters pg. 13
Swim Club
Re: Item 20 — Town of Aurora Pool Allocation Policy
(c) Gudmundur Hafthorsson, Head Coach of the Aurora Selkies pg. 14
& Masters Swim Club
Re: Item 20 — Town of Aurora Pool Allocation Policy
X CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
XI REGIONAL REPORT
Memorandum from the former Mayor dated November 25, 2010 pg. 147
Xll NEW BUSINESS/GENERAL INFORMATION -COUNCILLORS
Xlll CLOSED SESSION
THAT Council resolve into a Closed Session to consider the following matter:
➢ Litigation or potential litigation, including matters before administrative
tribunals, affecting the municipality or local board;
Re: Morris v. Johnson et al. - Defamation Action
Council Meeting Agenda
Tuesday, December 14, 2010
Page 3 of 10
X/V READING OF BY-LAWS
RECOMMENDED:
5287-10 BEING A BY-LAW to allocate any 2010 pg. 150
Operating Fund surplus and any 2010
Water and Wastewater Operating
Fund surplus or deficit
(Report CFS10-035)
5292-10 BEING A BY-LAW to exempt Lots 43, pg. 152
44, 53, and 54 on Plan 65M-4079 from
Part -Lot Control (Royalcliff Homes
Bayview Inc.)
(Report PL10-069)
5293-10 . BEING A BY-LAW to Levy Interim pg. 153
Property Taxes for the 2011 taxation
year
(Report CFS10-040)
5295-10 BEING A BY-LAW to appoint an Acting pg. 155
Head of Council (Deputy Mayor - John
Abel)
5294-10 BEING A BY-LAW to Confirm Actions by pg. 156
Council Resulting from Council Meeting
on December 14, 2010
XV ADJOURNMENT
Council Meeting Agenda
Tuesday, December 14, 2010
Page 4 of 10
AGENDA ITEMS
1. CAO10-019 — York Region Courts for Provincial Offences pg. 15
York Region Courts Inter -Municipal Agreement
RECOMMENDED:
THAT Council receive Report No. CAO10-019; and
THAT Council approve the York Region Courts Inter -Municipal Agreement;
and
THAT Council authorize the Mayor and Town Clerk to execute the York
Region Courts Inter -Municipal Agreement.
2. BBS10-014 — Request for Sign Variance — 669 Wellington St. East pg. 32
Aurora Toyota
RECOMMENDED:
THAT Council receive Report No. BBS10-014; and
THAT Council approve an increase to the maximum permitted sign area of
the existing ground sign located at 669 Wellington St. East, to 3.3m2 whereas
the Sign By-law requires a maximum of 2.2m2.
3. BBS10-015 — Animal Control Services Contract Extension (OSPCA) pg. 37
RECOMMENDED:
THAT Council receive Report No. BBS10-015; and
THAT Council exercise the extension option in the current agreement
between the Town of Aurora and the Ontario Society for the Prevention of
Cruelty to Animals (OSPCA) for a period of one (1) year from January 1st to
December 315t, 2011 subject to the terms of the amended agreement at a
cost of $191,387 plus CPI.
Council Meeting Agenda
Tuesday, December 14, 2010
Page 5 of 10
4. CFS10-035 — 2010 Surplus/Deficit Control pg. 40
RECOMMENDED:
THAT report CFS10-035 be received; and
THAT By-law Number 5287-10 be adopted to authorize the Treasurer and the
Chief Administrative Officer to make necessary year-end adjustments and to
allocate any 2010 Operating Fund surplus in the following order of priority:
i. Any unspent funds allocated in the 2010 Budget for suggested
expenditures be returned to the respective original reserve and
reserve fund sources: Accessibility Reserve, Arts and Cultural
Reserve Fund, Building Department Fees Reserve, Election
Reserve Fund, Engineering Fees Reserve Fund, Landscape Fee
Reserve, Parks Development and Facilities Development Charges
Reserve Fund, Storm Sewers Reserve Fund, Water & Sewer
Reserve Fund, and WSIB Reserve Fund;
ii. That any net Building Permit revenue surplus/deficit be allocated
to/funded from the Building Department Fees Reserve;
iii. Up to a maximum of the first $100,000.00 of any remaining
surplus be retained for 2011 Budget funding, subject to Council's
2011 budget deliberations;
iv. Up to a maximum of $275,000.00 of any then remaining surplus
be allocated to the Tax Rate Stabilization Reserve Fund to assist
with stabilizing tax rates in future years which may experience
fluctuations due to significant changes in service levels or
municipal costs, or changes in expected revenues;
v. That the then remainder of any surplus may be allocated to
budget carry -forward items, being Council approved projects or
initiatives funded in the Operating Fund in the subject year, but
not started by year-end; and
vi. That the remainder of any surplus be allocated to the Municipal
Capital Reserve;
THAT the provisions made within By-law Number 5287-10 be adopted to
authorize the Treasurer and the Chief Administrative Officer to allocate any
2010 surplus or alternatively fund any deficit in the Water, Wastewater,
Stormwater, or Pumping Station budgets to or from the appropriate related
reserve accounts: and
Council Meeting Agenda
Tuesday, December 14, 2010
Page 6 of 10
THAT the Treasurer and Chief Administrative Officer report to Council
through General Committee after the year-end surplus/deficit control
adjustments and allocations have been performed.
5. CFS10-036 — Renewal of External Auditor Contract pg. 46
RECOMMENDED:
THAT report CFS10-036 be received; and
THAT the expired three-year appointment of Grant Thornton, LLP as the
Town's auditor be extended for an additional two-year period, to provide
external audit services for the operating year -ends December 31, 2010 and
2011.
6. CFS10-038 — 2010 Report on Corporate Financing Leases pg. 49
RECOMMENDED:
THAT report CFS10-038 be received for information.
7. CFS10-041— 2011 Interim Tax Levy pg. 51
RECOMMENDED:
THAT report CFS10-041 be received; and
THAT By-law No. 5293-10 be adopted to authorize the levying of interim tax
amounts on all rateable properties and to establish instalment due dates.
8. CFS10-042 — Release of Contingent Funding from the 2010 Operating pg. 54
Budget
RECOMMENDED:
THAT report CFS10-042 be received; and
THAT an additional transfer of $24,400 of operational grant funding to the
Aurora Public Library Board be authorized, funded from the Town's Working
Capital Reserve, account number 3-4-90001-8005; and
Council Meeting Agenda
Tuesday, December 14, 2010
Page 7 of 10
THAT an additional draw from reserve funds in the amount of $207,600 be
approved to fund contract and wage settlements previously approved for the
Town's union and non -union staff groups, funded from the Town's Working
Capital Reserve, account number 3-4-90001-8005.
9. CLS10-025 — 2011 Council and Committee Meeting Calendar pg. 56
RECOMMENDED:
THAT report CLS10-025 be received; and
THAT the 2011 Council and General Committee Meeting Calendar attached
hereto as Attachment 1 be approved.
10. CLS10-026 — Statutory and Advisory Committees pg. 70
RECOMMENDED:
THAT report CLS10-026 be received; and
THAT Council appoint three Members of Council to sit on the Joint Council
Committee which oversees the operation of the Central York Fire Services, as
the Town of Aurora's representatives on the Committee; and
THAT staff be directed to advertise for applications to statutory boards and
committees namely, the Aurora Public Library Board, the Committee of
Adjustment, and the Accessibility Advisory Committee; and
THAT Council consider which advisory committees it wishes to reconstitute
for the 2010-2014 term of office and provide any direction deemed
appropriate.
11. CLS10-029 — 2011 Corporate Insurance Policy pg. 104
RECOMMENDED:
THAT report CLS10-029 be received; and
THAT the insurance and risk management proposal submitted by BFL
Canada in the amount of $315,557 plus taxes be approved; and
THAT the Town of Aurora's corporate insurance policy with BFL Canada be
extended for a one year period.
Council Meeting Agenda
Tuesday, December 14, 2010
Page 8 of 10
12. PR10-035 — 2010 Community Grant Requests —Additional Requests pg. 109
RECOMMENDED:
THAT report PR10-035 be received; and
THAT Council approve the 2010 Community Grant request received from
Optimist Club of Aurora Inc. ($1,000.00) and Ms Shay Pileggi ($867.00) and
York Region 55+ Games ($500.00); and
THAT Council deny 2010 Community Grant requests received from Artcures
Inc. ($1,000.00).
13. PL10-068 — Proposed Demolition of Existing Addition to a Listed pg. 114
Heritage Property — 41 Larmont Street
RECOMMENDED:
THAT Council receive report no. PL10-68; and
THAT Council approve demolition of the existing rear addition at 41 Larmont
Street.
14. PL10-069 —Application for Exemption from Part Lot Control pg. 123
Royalcliff Homes Bayview Inc.
Plan 65M-4079, Lots 43, 44,53 & 54
File Number: D12-PLC-04-10
(Related File: D12-00-1A)
RECOMMENDED:
THAT Council receive report no. PL10-069; and
THAT Council approve Application for Exemption from Part Lot Control
submitted by Royalcliff Homes Bayview Inc. to divide Lots 43, 44, 53 & 54 on
Plan 65M-4079 into eight (8) separate lots; and
THAT Council enact By-law 5292-10.
Council Meeting Agenda
Tuesday, December 14, 2010
Page 9 of 10
15. Memorandum from Mayor Dawe pg. 129
Re: Notice of Motion for Removal from the Town's Website of the
Code of Conduct Complaint against Councillor Buck
RECOMMENDED:
THAT the following resolution be received and referred to the January 18, 2011
General Committee agenda for consideration by Council:
THAT the Code of Conduct Complaint against Councillor Buck dated July 21,
2009 be removed from the Town of Aurora website.
16. Memorandum from Mayor Dawe pg. 130
Re: Notice of Motion Regarding the Termination of the Contract for
Integrity Commissioner Services and Review the Code of Conduct
RECOMMENDED:
THAT the following resolution be received and referred to the January 18,
2011General Committee agenda for consideration by Council:
THAT the Integrity Commissioner be given thirty days notice of the
termination of the contract for services in accordance with the provisions of
that contract; and
THAT staff review the Code of Ethics and Code of Conduct and provide
recommendations for proceeding with a single document for Council review.
17. Memorandum from the Chief Administrative Officer pg. 131
Re: Council Offsite Education Meeting
RECOMMENDED:
THAT Council receive this memorandum; and
THAT Council hold a meeting that is closed to the public pursuant to
subsection 239(3.1) of the Municipal Act, 2001 for the purpose of educating
its Members on topics including: development of (a) strategic plan(s), budget
pressures and options, land/space accommodations and the needs of youth
in Aurora; and
THAT the meeting be held at the Kingbridge Centre, 12750 Jane Street, King
City, Ontario, starting on Friday, January 14, 2011 at 6:00 p.m. and continuing
on Saturday, January 15, 2011 at 8:30 a.m.
Council Meeting Agenda
Tuesday, December 14, 2010
Page 10 of 10
18. Memorandum from the former Mayor pg. 136
Re: Thank You Letter from Aurora Mayor's Prayer Breakfast Committee
RECOMMENDED:
THAT Council receive for information the memorandum regarding the "Thank
You Letter from Aurora Mayor's Prayer Breakfast Committee".
19. Memorandum from Manager of Legislative Services, Deputy Clerk pg. 138
Re: Resignation of Committee of Adjustment Member
RECOMMENDED:
THAT Council receive for information the memorandum regarding the
"Resignation of Committee of Adjustment Member".
20. Memorandum from Councillor Ballard pg. 140
Re: Correspondence from Yvonne Cattral
Re: Town of Aurora Pool Allocation Policy
RECOMMENDED:
THAT Council receive the correspondence from Yvonne Cattral regarding the
"Town of Aurora Pool Allocation Policy"; and
THAT Council provide direction.
21. Central York Fire Services Joint Council Committee pg. 143
Minutes of Tuesday, September 21, 2010
RECOMMENDED:
THAT the minutes of the Central York Fire Services Joint Council Committee
meeting of Tuesday, September 21, 2010 be received and the
recommendations carried by the Committee be approved.
Council Meeting Agenda
Tuesday, December 14, 2010
Council Minutes - 1
AURORA
TOWN OF AURORA
COUNCIL MEETING MINUTES
NO. 90-26
Council Chambers
Aurora Town Hall
Tuesday, November 23, 2010
ATTENDANCE
COUNCIL MEMBERS Mayor Morris in the Chair; Councillors Buck (arrived
at 7:07 p.m.), Collins-Mrakas, Gaertner, Gallo,
Granger, McRoberts and Wilson
MEMBERS ABSENT Councillor MacEachern
TTENDEES Chief Administrative Officer, Director of Customer and
Legislative Services/Town Clerk, Director of Legal
Services/Town 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
Services[Treasurer, and Council/Committee Secretary.
Mayor Morris called the meeting to order at 7:00 p.m.
DECLARATIONS OF PECUNIARY INTEREST
Councillor Collins-Mrakas declared an interest in Item 7(6) as a family member is
employed at Magna:
1/ APPROVAL OF AGENDA
Moved by Councillor McRoberts Seconded by Councillor Gallo
THAT the agenda as circulated by the Customer and Legislative Services
Department be approved with the following additions:
➢ Delegation (a) and PowerPoint Presentation from Isobel. M. Ralston
& Jan Oudenes
Re: Tree Removal in Aurora
➢ Correspondence from Dan and Kate Revington
Re: Item 6 — Memorandum from Mayor Morris
Letter from the York Region District School Board
CARRIED
/it OPEN FORUM
Sher St. Kitts expressed great respect for Council and thanked them for all of
their support over the last four years. She noted that the Canada Day Parade has
grown along with many other wonderful events and activities in Aurora.
Charles Sequeira, President, and Ruth Church,. Treasurer, both of the Aurora
Seniors Association, presented the . Director of Corporate and Financial
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Council Meeting Agenda
Tuesday, December 14, 2010
Council Minutes - 2
Minutes of Council Meeting
Tuesday, November 23, 2010
Page 2 of 8
ServiceslTreasurer with a cheque in the amount of $8,632 representing the final
payment remaining from the Association's loan in 2004. Mr. Sequeira thanked
the Mayor and Council for their support and co-operation during. the past four
years. Ron Coe, Director of the. Seniors Woodshop, presented Mayor Morris with
a hand-crafted pen in appreciation of her support in the past events at the
Seniors Centre.
IV ADOPTION OF MINUTES.
Council Minutes of Tuesday, September 28, 2010
Moved by Councillor Wilson Seconded by Councillor Granger
THAT, the Council Minutes of Tuesday, September 28, 2010 be adopted
as printed and circulated.
CARRIED
Special Council Minutes of Tuesday, November 2, 2010
Moved by Councillor Wilson Seconded by Councillor Granger
THAT the Special Council Minutes of Tuesday, November 2, 2010 be
adopted as printed and circulated.
CARRIED
V PRESENTATIONS
(a) Recognition of Members of Council 2006-2010
The Chief Administrative Officer, Neil Garbe, thanked all of the members of
Council for their dedicated service to the Town of Aurora and extended his high
regard for the office they held. He noted that as a public servant he felt it was a
privilege and honour to participate in the democratic process that many people
sacrificed their lives to uphold. Mr. Garbe thanked the veterans for fighting to
preserve the freedoms that we have today and thanked Council for their
willingness to participate in this living representation of the liberty we all enjoy.
Mr. Garbe presented tokens of appreciation to the Mayor and outgoing Council
members and noted their individual accomplishments throughout their term of
Council..
He stated that Councillor Wilson has served the residents of Aurora as amember
of the Aurora Public Library Board and Economic Development Advisory
Committee, and as Chair of the Joint Council Committee — Central York Fire
Services, and that Councillor Wilson's leadership role as the Chair of the Joint
Council Committee enhanced the partnership with the Town of Newmarket.
Mr. Garbe then noted the formal involvement of Councillor Granger with the
Town including membership on the Economic Advisory Committee, Leisure
Services Advisory Committee, ,Traffic Safety Advisory Committee, and the Ad
Hoc Arts and Culture Advisory Committee, and his role as Council's appointed
Liaison to the Aurora Farmers' Market. He also noted that Councillor Granger
was a tireless contributor to the life of this community.
Mr. Garbe recognized Councillor MacEachern's passion for the environment
which was reflected in her formal capacities with the Town of Aurora and beyond.
He said that she had falthfully,served on the Economic Development Advisory
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Council Meeting Agenda Council Minutes - 3
Tuesday, December 14, 2010
Minutes of Council Meeting
Tuesday, November 23, 2010
Page 3 of 8,
Committee, Environmental Advisory Committee, Leisure Services Advisory
Committee, Official Plan Review Steering Committee,, the 2C Secondary Plan
Steering Committee, and Ad -Hoc Master Recreation Plan task force. Mr. Garbe
noted that in addition to this impressive list, she also served as York Region's
appointee to the Lake Simcoe Conservation Authority where she held the
position of Chair of the Ad -Hoc Sheppard's Bush Steering Committee.
Mr. Garbe commented that Councillor Collins-Mrakas had served the residents of
Aurora in her official capacities on the Aurora Public Library Board, the Heritage
Advisory Committee, and the Graffiti Abatement Committee. He also spoke of
her contributions to this community through her work with Warm Hands, Warm
Heart, making mittens for children who don't have this basic item of clothing,
demonstrating Councillor Collins-Mrakas kind heart and desire to make a
tangible impact on the lives of those less fortunate.
Mr. Garbe next acknowledged Councillor and Deputy Mayor McRoberts as a
thoughtful, patient and caring man. He noted that these attributes carried forward
In his roles on the Accessibility Advisory Committee, Heritage Advisory
Committee, and the Leisure Services Advisory Committee. Mr. Garbe noted that
Councillor and Deputy Mayor McRoberts showed his caring nature in the
leadership role that he played in the annual Salvation Army Kettle Drive.
Lastly, Mr, Garbe recognized Mayor Morris' passion to this community since
1994. He noted that as an ex-officio on all of the Town Advisory Committees,
Mayor Morris showed up at most of the meetings as well. Mr. Garbe stated that
additionally, as the Mayor and Aurora's representative on York Region Council,
she was also active as Vice Chair on the Region's Audit Committee as well as
having membership on the Region's Finance and Administration, Health and
Emergency Medical Services, Planning and Economic Development, and the
Solid Waste Committees. Mr. Garbe noted that Mayor Morris accepted the
Minister's appointment to the. Lake Simcoe Stakeholders Advisory Committee
which looked at restoring and creating a sustainable future for that treasure. in
York Region. He noted that Mayor Morris also chaired the Official Plan Review
Committee, the 2C Secondary Plan Steering Committee, and the Yonge
Wellington -Aurora Promenade Committee. Mr. Garbe remarked on Mayor
Morris' love for the Town of Aurora and that she was one of its biggest boostersl
(b) Nicole Williams, Sponsorship/Special Events Asst.
Re: Platinum Sponsor Recognition
Nicole Williams, Sponsorship/Special Events Assistant, thanked the Town of
Aurora's 2010 Platinum level event sponsors. She noted that each. Platinum
sponsor has made an invaluable contribution to the overall success of the Town
of Aurora's Special Events in 2610. Ms Williams stated that the exceptional
attendance levels were achieved by the investments made by the Platinum
sponsors and that each year, tens of thousands of residents participated in the
Town of Aurora's menu of events.
Mayor Morris advised that it is partly due to the generous contributions each of
these sponsors that has enabled the Town of Aurora the opportunity to provide
events that created quality time and lasting memories shared with family and new
friends. `
Ms Williams and Mayor Morris noted that Bell Canada hassupported events
within the Town of Aurora since 2003, with over $25,000 in contributions;
Cineplex Odeon Aurora Cinemas has been a sponsorship partner since 2004
and through their continued support have helped to enhance and provide
entertainment opportunities for this community at no cost; and Aurora Home
Hardware Building Centre was recognized for contributing over $30,000 in the
past eight years that has enabled families to enjoy events throughout the year.
.3.
Council Meeting Agenda
Tuesday, December 14, 2010
Council Minutes - 4
Minutes of Council Meeting
Tuesday, November 23, 2010
Page 4 of 8
Ms Williams noted that some of these Patinum-sponsored events include
Canada Day, Concerts and Movies in the Park, Ribfest, Haunted Forest, Tree
Lighting and Santa Under the Stars Parade. She thanked the Platinum sponsors
and recognized their invaluable contributions to the Town of Aurora. %
(c) Mr. Lorne Merkur
Re: Arts and Culture Grant Presentations
Mr. Lorne Merkur and Mayor Morris presented the 2010 Arts and Culture. Grants
to the following recipients;
• Mary Frances Turner on behalf of the Aurora Scottish Country
Dancers
• Flo Murray on behalf of the Aurora Seniors Book Club
Sheila Ghazarian on behalf of the Aurora Seniors Art Group
• Bud Switzer on behalf of the Auroa Seniors Evergreen Choir
Bud Switzer on behalf of the Aurora Seniors Silver Start Drama
Club
Agnes Ballejo on behalf of the Aurora St. Andrews Scottish Country
Dance Group
• Susan Walmer on behalf of the Aurora Community Heritage Fair
• Catherine Richards and Suzanne Reiner on behalf of the Aurora
Historical Society
• Marco Ramunno on behalf of Doors Open Aurora
Marco Ramunno on behalf of the Heritage Advisory Committee
Wooden Interpretive Plaque Program for Heritage Buildings
• Rand Houghton on behalf of Writers Springboard
Herbert Pryke on behalf of Artcures Inc.
Deborah Campo —Artist
• Tahmineh Farbod on behalf of the Aurora Iranian -Canadian Seniors
Group
• Sheena Griffith on behalf of Pine Tree Potters Guild Empty Bowls
Project
• Katherine Toksoy on behalf of Pandora's Box Salon
Anne Currie O'Brien on behalf of Theatre Aurora
• Jaime Leigh Gianopolous on behalf of Wake Up 2 Life
• Bill Vetch on behalf of White Heather Pipes and Drums
The York Region Media Group Celebration of the Arts and the Aurora Writers
Group representatives were unable to attend but will be receiving their grants in
the mall.
One of the recipients noted that the late Mr. David Merkur established this fund
that has provided many citizens and organizations invaluable financial assistance
to promote and enrich cultural and artistic activities within the Town of Aurora.
(d) Welcome Wagon Presentation
Re: 2009 Community of the Year
Mary Jo Williams, a representative of the Welcome Wagon along with other team
members, presented Mayor Morris with a plaque commemorating the Town of
Aurora as the 2009 Welcome Wagon Community of the Year for the' 35,000 to
60,000 residents' division. She noted that the Town of Aurora had been awarded
this honour in years past as well.
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Council Meeting Agenda Council Minutes - 5
Tuesday, December 14, 2010
Minutes of Council Meeting
Tuesday, November 23, 2010
Page 5 of 8
VI PUBLIC SERVICE ANNOUNCEMENTS
Mayor Morris advised that Mr. Ben Kestein has donated a painting entitled, "It's
For the. Birds", to be displayed at Town Hall as a silent auction item. Residents
are encouraged to bid on this painting and proceeds will be used to help anyone
in need within the community. Mayor Morris thanked Mr. Kestein for his
generosity.
Mayor Morris noted that the Santa Claus parade is being held this Saturday. The
Director of Parks and Recreation Services informed Council and those in
attendance that Santa Claus is coming to Town this Saturday, November 27
commencing at 6:00 p.m. at Orchard Heights Drive and is moving south along
Yonge Street. He stated that public notices have been Issued regarding some
road closures to accommodate the parade and invited one and all to come out
and celebrate the holiday season.
Mayor Morris stated that the Aurora Farmers' Market. & Artisan Fair Holiday
Edition is being held this Saturday, November 27, at the Aurora Cultural Centre
from 10:00 a.m. until 4:00 p.m. She also noted there would an Art Show and Sale
called "Facets of Nature" by Marianne Broome at the Aurora Cultural Centre
commencing November 26 until December 22, Tuesday through Saturdays, from
1:00 p.m. until 4:00 p.m.
Vll DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Items 5, 6, and 7 were identified for discussion.
Vill ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
Items 1, 2, 3, and 4 were identified as items not requiring separate discussion.
Moved by Councillor Gaertner Seconded by Councillor Granger
THAT the following recommendations respecting the matters listed as
"Items Not Requiring Separate Discussion" be adopted as submitted to
Council and staff be authorized to take all necessary action required to
give effect to same:
1. BBS10-013 — Request for Sign Variance to Sign By-law No. 4898-07.P
THAT Council. approve a request for signvariance to increase the
maximum permitted sign area from 10 square metres to,14.6 square
metres for the Wellington St. entry sigh located at 650-676 Wellington St.
East.
2. CFS10-032 — Cancellation, Reduction or Refund of Property Taxes
Under Section 354, 357 and 358 of the Municipal Act
THAT a meeting in.accordance with Sections 354, 357 and 358 of the
Municipal Act, 2001 be held in respect of the application made by the
Treasurer.and the owners listed In this report at which applicants may
make representations to Council; and
THAT property taxes in the amount of $10,896.15 be adjusted pursuant to
Section 354 of the Municipal Act, 2001; and
THAT property taxes in the amount of $36,032.42 be adjusted pursuant to
Section 357 of the Municipal Act, 2001; and
-5.
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Council Meeting Agenda Council Minutes - 6
Tuesday, December 14, 2010
Minutes of Council Meeting
Tuesday, November 23, 2010
Page 6 of 8
THAT property taxes in the amount of $10,016.38 be adjusted pursuant to
Section 358 of the Municipal Act, 2001; and
THAT the associated interest if applicable be cancelled in proportion to the
Property Taxes adjusted; and
THAT the Director of Corporate & Finance Services, Treasurer be directed
to remove said property taxes from the Collector's Roll to reflect these
Property Tax Adjustments.
3. CFS10-039 — Authorization to Execute Banking Agreement— Safety Deposit
Box
THAT the Corporation lease a safety deposit box from TD Canada Trust;
and
THAT the Treasurer is hereby authorized to sign and execute on behalf of
the Town such contracts, agreements anddocuments for such purpose,
upon such terms and conditions and for such rental, all as may be
required by the bank; and
THAT TD Canada Trust is authorized to allow the Treasurer, or those
employees so delegated in writing by the Treasurer, to have access to and
control of the safety deposit box rented by the Town from the bank.
4. CF910-040 — Capital Projects Financial Position Report as of August 31,
2010
THAT report CFS10-040 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.
CARRIED
IX DELEGATIONS
(a) Isobel M. Ralston and Jan Oudenes
Re: Tree Removal in Aurora
Mr. Jan Oudenes stated that he and Ms Isobel Ralston have been residents of
Aurora since 1993 and that they have become concerned over the sustained tree
cutting at the Beacon Hail Golf Club. He noted that the current tree permit
process lacks transparency and that there is no public notification or long-term
assessment plan due to the exclusion of golf courses from the tree permit
process. Mr. Oudenes presented photographs of the trees currently designated
to be cut and requested that Council consider strengthening the by-law and
public information process to save the destruction of more trees in the future. He
also noted that he.and Ms Ralston would be meeting with Ian Buchanon of York .
Region on November24, 2010.
Moved by Councillor Buck Seconded by Councillor Gaertner
THAT Council receive and refer the delegation to staff.
CARRIED
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Council Meeting Agenda
Tuesday, December 14, 2010
Minutes of Council Meeting
Tuesday, November 23, 2010
Page 7 of 8
Council Minutes - 7
X CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Mayor Morris relinquished the Chair to Deputy Mayor McRoberts at 8:32 p.m.
5. CLS10-027 — Amendment to the September 14, 2010 Council Minutes
Moved by Councillor Granger Seconded by Councillor Gaertner
THAT the Council minutes of the September 14, 2010 meeting be
amended to reflect that Mayor Morris left the meeting at 1:10 a.m. and that
Deputy Mayor McRoberts was in the Chair when open session
reconvened at 1:11 a.m.
CARRIED
Mayor Morris resumed the Chair at 8:43 p.m.
6. Memorandum from Mayor Morris
Re: Wells Street Public School
Letter from the York Region District School Board
Moved by Councillor Gaertner Seconded by Councillor Granger
THAT Council receive the memorandum from Mayor Morris regarding the
Wells Street Public School; and
THAT Council refer the matter to the incoming Council for
consideration. -
CARRIED
Moved by Councillor McRoberts Seconded by Councillor Wilson
THAT Council receive and refer the correspondence from Dan and Kate
Revington to the Incoming Council for consideration.
CARRIED .
7. Memorandum from the Chief Administrative Officer
Re: Status Update
Moved by Councillor McRoberts Seconded by Councillor Wilson
THAT Council receive the Status Update memorandum from the Chief
Ad niin istrative .Officer.
CARRIED
XI REGIONAL REPORT
None
X11 NEW BUSINESS/GENERAL INFORMATION— COUNCILLORS
None
-7-
Council Meeting Agenda .
Tuesday, December 14, 2010
Minutes of Council Meeting
Tuesday, November 23, 2010
Page 8 of 8
Xlll CLOSED SESSION AGENDA
None
XIV READING OF BY-LAWS
_----- -------- _--------- -_..
Council Minutes - 8
Moved by Councillor Wilson Seconded by Councillor Granger
THAT the following listed by-laws be given 1st, 2nd and 3rd readings, and
enacted:
6290-10 BEING A BY-LAW to amend By-law
Numbers 5108-09.H and 5216-10 to.
appoint a Building Inspector, a Municipal
By-law Enforcement Officer, and a Property
Standards Officer.
5291-10 BEING A BY-LAW to Confjrm Actions by
Council Resulting from Council Meeting
10-26 on November 23, 2610 .
CARRIED
Mayor Morris relinquished the Chair to Deputy Mayor McRoberts at 8:47 p.m.
XV ADJOURNMENT
Moved by Mayor Morris
THAT the meeting be adjourned at 8:48 p.m.
CARRIED
THE MINUTES OF THE COUNCIL MEETING 10-26 ARE SUBJECT TO FINAL
APPROVAL AT. COUNCIL ON TUESDAY, DECEMBER 14, 2010.
GEOFF DAWE, MAYOR JOHN D. LEACH, TOWN CLERK
Council Meeting Agenda
Tuesday, December 14, 2010
AvRoRA
Inaugural Council Minutes - 1
TOWN OF AURORA
INAUGURAL MEETING OF THE
2010 - 2014.COUNCIL
MINUTES
Council Chambers
Aurora Town Hall
Tuesday, December 7, 2010
7:30 p.m.
INAUGURALCEREMONY
The Inaugural Ceremony was held for Members of Council elected to the 2010 — 2014
term of office.
CALL TO ORDER
Mr. John Webster, Town Crier, called the meeting to order.
The processional, led by Piper Steven Sirbovan and the Royal Canadian Legion Branch
385 Colour Guard, escorted the Mayor and Members of Council into the Council
Chambers.
"0 CANADA"
Mr. Josph Likuski sang "O Canada".
PRAYER OF DEDICATION
Reverend .Stephen Kern, Rabbi Marty Steinhouse and Interfaith Council Khaled
Seaydoun gave blessings and prayers of dedication.
The Town Clerk, John D. Leach, introduced His Worship, Douglas Clark, who
Introduced the Colour. Guard and administered the Declaration of Office to Mayor Dawe.
The Town Clerk then presented Mayor Dawe with the Chain of Office.
ADMINISTRATION OF THE OATH OF OFFICE TO THE COUNCILLORS
His Worship Douglas Clark administered the Declaration of Office collectively to the
Members of Council.
-g.
Council Meeting Agenda Inaugural Council Minutes - 2
TuesdayvDecermber 41;-2010-._:,._......._._.r
Inaugural Council Meeting Minutes Page 2 of 2
Tuesday, December 7, 2010
INTRODUCTION OF THE NEW MEMBERS OF COUNCIL
Mayor Dawe assumed the Chair and introduced the new Members of Council.
INTRODUCTION OF DIGNITARIES AND SENIOR MANAGEMENT TEAM
Mayor Dawe recognized a number of dignitaries, Including Frank Klees, MP, and former
Council members, and Introduced members of the Town of Aurora Executive
Leadership Team.
INAUGURAL ADDRESS BY THE MAYOR
Mayor Dawe welcomed family members and special guests. He extended his
appreciation for the trust of the electors and thanked the staff who assisted in the
preparation of the Inaugural Ceremonies. Mayor Dawe gave his Inaugural Address in
which he outlined the excitement and challenges for this new term of Council.
GREETINGS FROM COUNCILLORS
Each Member of Council addressed the audience, acknowledging their families and
friends, and expressed their thanks to the residents of Aurora who have entrusted them
with their position on Council.
RETURN OF THE "FREEDOM OF THE TOWN"
Mayor Dawe, Honorary Commander -in -Chief of The Queen's York Rangers (151
American Regiment) R.C.A.C., presented Lieutenant -Colonel Zdunich, representing the
Regiment, with the "Freedom of the Town". The proclamation symbolizes the freedom
of the Town of Aurora originally granted by Council to the Queen's York Rangers in
1966. Lieutenant -Colonel Zdunich expressed the Regiment's appreciation for the grant
of this freedom.
CLOSING REMARKS AND INVITATION TO ATTEND THE RECEPTION
Mayor Dawe provided brief closing remarks together with an invitation to those in
attendance to meet their newly elected officials and enjoy some refreshments at a
reception on the second floor of the Town Hall.
ADJOURNMENT
The meeting was adjourned at 0:301
GEOFFREY DAWE, MAYOR JOHN D. LEACH, TOWN CLERK
THE MINUTES OF THE INAUGURAL COUNCIL MEETING OF DECEMBER 7, 2010
ARE SUBJECT TO APPROVAL AT COUNCIL ON DECEMBER 14, 2010.
-10-
Council Meeting Agenda
Tuesday, December 14, 2010
Presentation (a) - 1
yyoru're,.Bsar.yooc6 corgi
Customer and Legislative Services
Town Clerk
905-727-3123
info@eaurora.ca
Town of Aurora
1 Municipal Drive,
Box 1000, Aurora, ON L4G 6,11
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
4:30 P.M. ON THE MONDAY PRIOR TO THE REQUESTED MEETING
COUNCILICOMMITTEEIADVISORY COMMITTEE DATE: December 14t" 2010 / General Council
SUBJECT: PACT Aurora (Police & Community Together) and Parks Ambassador Programme
DAME: Cyndy Skillins, Kim Rogers - Presenters for PACT
ADDRESS: for PACT
Id[•I�I�itC�7iGis�l
Cyndy Skillins (Chair)
E-MAIL ADDRESS: aurorapact@gmail.com
PACT Aurora (Police & Community Together)
The purpose of this delegation is to introduce PACT Aurora to the new council and
Mayor and to share a project we wish to undertake this upcoming year called the Parks
Ambassador Programme.
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 6,11 Telephone 905 727-3123,
-11-
Council Meeting Agenda
Tuesday, December 14, 2010
AuRoliA
YPU4,'?, b& good, cowpagy
DELEGATION REQUEST
Delegation (a) - 1
Customer and Legislative Services
Town Clerk
905-727-3123
info@e-aurora.ca
Town of Aurora
1 Municipal Drive,
Box 1000. Aurora. ON LAG 6,11
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
4:30 P.M. ON THE MONDAY PRIOR TO THE REQUESTED MEETING
PLEASE PRINT
COUNCILICOMMITTEEIADVISORY COMMITTEE, DATE:_ Tuesday, December 14110
SUBJECT: POOL ALLOCATION POLICY
NAME:_ YVONNE CATTRALL
ADDRESS: :
Street Address
TownlCity
A
Postal Code
1,11111140I
E-MAIL ADDRESS:
DO YOU REQUIRE ANY ACCESSIBILITY ACCOMMODATION
NO
NAME OF GROUP OR PERSON(S) BEING REPRESENTED (if applicable)
AURORA SELKIES & MASTERS SWIM CLUB
QUESTIONS RELATING TO THE ABOVE SUBJECT
BRIEF STATEMENT OF ISSUE OR PURPOSE OF DEPUTATION
w J F
Community
-12-
Council Meeting Agenda
Tuesdayf December 14, 2010
Au
yaure trt. C,�ood, C<+MP49y
DELEGATION REQUEST
Delegation (b) - 1
Customer and Legislative Services
Town Clerk
.905-727-3123
info@e-aurora.ca
Town of Aurora
1 Municipal Drive,
Box 1000. Aurora. ON L4G 611
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
4:30P.M.OAfTHEunmmndvooino-rnrurh-..,..
PLEASE PRINT
COUNCILICOMMITTEE/ADVISORY COMMITTEE DATE: Tuesday, December 141%.
f
SUBJECT: POOL ALLOCATION POLICY
NAME: NIGEL EVANS TRIATHLETE
ADDRESS:
Street Address
rowalCity
PHONE: HOME:
FAX NO.:
Postal Code
Cell
E-MAIL ADDRESS:
DO YOU REQUIRE ANY ACCESSIBILITY ACCOMMODATION
NO
NAME OF GROUP OR PERSON(S) BEING REPRESENTED (if applicable)
AURORA SELKIES & MASTERS SWIM CLUB
QUESTIONS RELATING TO THE ABOVE SUBJECT
BRIEF STATEMENT OF ISSUE OR PURPOSE OF DEPUTATION
� � A
0. d
Community
-13-
Council Meeting Agenda
Tuesd"ecember 14, 2010
uRo. .
Delegation (c) - 1
Customer and Legislative Services
Town Clerk
905-727.3123
info@e-aurora.ca
A"*e' 4k, 90041 aMP49,V Town of Aurora
1 Municipal Drive,
Box 1000. Aurora, ON L40 oil
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
4:30 P.M. ON THE MONDAYPRIOR TO THERE UESTED MEETING
PLEASE PRINT
CO UNCIUCOMMITTEE/ADVISORY COMMITTEE DATE: Tuesday, December 14/10
SUBJECT: POOL ALLOCATION POLICY
ADDRESS:
PHONE: HOME:
FAX NO.:
Sfraet Address
7-own1city
Postal Code,
BUSINESS:
E-MAIL ADDRESS:
DOYOU REQUIRE ANY ACCESSIBILITY ACCOMMODATION
NO
NAME OF GROUP OR PERSON(S) BEING REPRESENTED (if applicable)
AURORA SELKtES &MASTERS SWIM CLUB
t1i.lESTIQNS RELATING TO THE ABOVE SUBJECT
BRIEF STATEMENT OF ISSUE OR PURPOSE OF DEPUTATION
i 4 I
a �
Community
-14-
Council Meeting Agenda
Tuesday,. December 14, 2010
Item 1 -I
-�� TOWN OF AURORA
AURORA COUNCIL REPORT No. CA010-019
SUBJECT: York Region Courts For Provincial Offences —York Region Courts
Inter -Municipal Agreement
FROM: Neil Garbe; Chief Administrative Officer
Christopher C. Cooper, Director of legal Services/Town Solicitor
DATE: December 14, 2010
RECOMMENDATIONS
THAT Council receive Report No. CAO10-019; and
THAT Council approve the York Region Courts Inter -Municipal Agreement; and
THAT Council authorize the Mayor and Town Clerk to execute the York Region
Courts Inter -Municipal Agreement
PURPOSE OF THE REPORT
The purpose of this report is to present the negotiated York Region Courts Inter -municipal
Agreement (the "Agreement') to Council for approval.
BACKGROUND
In 1998, the Province of Ontario transferred the responsibility for court administration, court
support functions, the conduct of routine prosecutions, and the collection and enforcement
of fines to the municipalities. In return, the municipalities retained a portion of the revenues
generated. At that time, the municipalities within York Region entered into a joint Inter- .
municipal Agreement to permit York Region to administer Court Services on behalf of the
Town of Aurora and the other eight (8) local municipalities. This joint effort ensured that
court services were provided cooperatively and consistently throughout York Region and
that the program remained cost effective. Each municipality. received a share of the
revenues from the court services program.
On March 30, 2010, Report No. CA010-003 (Attachment 1 to this report) was presented to
Council for consideration. That report detailed the background with respect to the
Agreement and addressed the financial impacts to the Town. Council resolved as follows:
"THAT Council receive for information Report No. 8 of the Region of York
.1s-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 1 - 2
March 23, 2010 -2- Report No. CA010-019
Finance and Administration Committee `Provincial Offences Act Courts
Amended Inter -municipal Agreement' that was adopted by Council of the
Region of York on November 19, 2009, and
THAT Council endorse the Region of York's proposal to execute a new "York
Region Courts Inter -Municipal Agreement" amending the current funding
distribution as follows:
a) Funding distributed to the local municipalities be increased from $2.9million
to $4.3 million in 2010,
b) The Region to retain all revenue except those specifically resulting from
local municipal prosecutions commencing in 2011;
c) The total amount of $4.3 million be transferred from the Region to the local
portion of the property tax bill commencing in 2011, effecting a transfer of tax
room to the Town of Aurora in the amount of $209, 641,00; and
THAT Council authorize the Chief Administrative Officer to negotiate a new
inter -municipal agreement to be developed and executed for York Region
courts, reflecting this new funding distribution as described in Recommendation
number two above and an appropriate governance model that will ensure
equitable, high quality and.accountable court services to the Town of Aurora;
and
THAT staff report'back with the draft agreement for consideration by Council."
COMMENTS
Funding Distribution
In its meeting of March 30, 2010, Council endorsed.the funding formula presented by the
York Region Finance and Administration Committee Report, dated November 19, 2009
(Attachment 2). This new funding distribution will see the Region retain all revenues
previously distributed, in return for an exchange of tax room reflected through an increase
to the Town's prior year tax burden and a decrease to the Region's prior year tax burden,
for the purposes of calculating and stating the property tax increase/decrease for each
municipality. The overall impact to the property tax payer is neutral. All nine (9) local
municipalities are treated similarly in the new Agreement.
The discontinuation of the associated payments to the local municipalities in 2011 will
improve the Region's accountability and transparency of its net costs/revenue related to
the Courts, and eliminates any deficits currently borne by the Region.
-16-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 1 - 3
March 23, 2010 - 3 - Report No. CAO10-019
Governance
As noted in the Region's staff report, the governance model set out in the previous York
Region Courts Inter -municipal Agreement has effectively been disbanded. The newly
proposed Agreement resolves important governance issues, such as commitment to
service levels, access to court time, prosecutorial services and advice, and ensures
equitable.and high quality service to local municipal by-law enforcement and the reporting
of same.
The new Agreement has improved the Regions accountability, transparency and customer
service. In the previous Agreement, the Region only reported the charges filed by agency,
the average court cost per charge, the number of charges per staff member, the collection
rate (i.e., defaulted payments) and the average revenue per charge. The Region will be
reporting and including in its Key Performance Indicators the charges filed by type, the trial
rate, the percentage of quashed or withdrawn charges, trial resolution rates, the average
time to trial and the percentage of unanswered telephone calls. This improved reporting
process will allow the stakeholders (i.e., the eight (8) local municipalities) to ensure that the.
Region is providing accountable and valuable service.
Agreement Highlights
Stakeholder Group
The Agreement establishes a Stakeholder Group which is compromised of a broad range
of entities, including, the York Regional Police, the Ontario Provincial Police, other law
enforcement agencies and a representative from each of the stakeholders. The purpose of
the Stakeholders Group is to provide a vehicle for information, input and feedback to be
passed between the Region's POA Court Services Branch and the stakeholders. This
ensures that everyone is working together collaboratively in the spirit of the Agreement and
that any concerns are addressed in a timely manner.
Municipal Prosecution
The Agreement authorizes the Region to conduct prosecutions on behalf of the Town. The
Region provides all of the staffing, collections, scheduling and services related to those
prosecutions. The Agreement contains provisions that give the Town the opportunity to
conduct local prosecutions with respect to a specific matter. Although this scenario would
be a rarity, and the Town does not have the internal resources to facilitate prosecutions,
even on specific matters, it does provide for some flexibility for the Town to contribute to
the process.
Provincial Offences Act, Part 11— Parking Offences
Under the Agreement, the Town provides first attendance facilities with respect to parking
-17-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 1 - 4
March 23, 2010 - 4 - Report No. CA010-019
violations and collects monies with respect to those violations. If the matter is not resolved
at the first attendance, it proceeds to the Region for the prosecution of disputed parking
violations and any unpaid fines. The first attendance process has been in place for quite
some time and allows both the Region and the municipalities to control costs and keep
minor parking infractions out of the court system.
ALTERNATIVE TO THE RECOMMENDATION
There are no practical alternatives to the recommendation.
FINANCIAL IMPLICATIONS
Prior to discussions about revising the old Agreement, the amount paid out to local
municipalities had been capped. As part of the discussions, the cap was removed for
2010, and the 2010 transfer payment made to each municipality would be the amount
established for the tax room transfer for 2011. The removal of the cap on the 2010
revenue payment to the Town of Aurora favourably impacted the Town's 2010 operating.
budget by $68,141.00. Considering that the proposed transfer of tax room in 2011 will be
equal to the increased payment to the Town, the favourable impact will not be one-time,
but effectively will continue in perpetuity.
CONCLUSIONS
The area municipal CAOs, and Treasurers have been consulted by the Region of York
staff throughout the process. Town staff are supportive of the recommendation from the
Region of York Finance and Administration Committee to increase funding for gross
revenues collected under the Provincial Offences Act, as amended (the "POA°), from the
annual capped amount of $2.9 million to $4.3 million in 2010. Staff also supports the
transfer of these revenues back to the Region of York in 2011, in exchange for the
equivalent amount of tax room. This arrangement will put the municipalities and the
Region in a neutral position, being fair and transparent to all parties to the Agreement. In
addition, the amendment to the manner in which the revenues are collected and disbursed
will ensure that the cost of operating the courts is more accountable and transparent in
reflecting the true costs of the services.
The Town of Aurora is not in a position to take over the POA prosecutions. The Region
has provided a good and valuable service to the Town and it is not cost effective to end this
arrangement.
This Agreement is a standard Agreement which was drafted in consultation with all of the
municipalities in York Region. The Regional Council, as well as the Councils for the Town
of Georgina, Township of King, Town of Markham, Town of Newmarket, Town of
Richmond Hill and the City of Vaughan have approved the execution of the Agreement.
The Town of Aurora, Town of East Gwillimbury and the Town of Whitchurch-Stouffville
-18-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 1 - 5
March 23, 2010 - 5 - Report No. CA010-019
have requested that the Agreement be brought back to their respective Councils for the
authority to execute the negotiated Agreement.
ATTACHMENTS
Attachment # 1 - Report CA010-003, March 23, 2010
Attachment # 2 - York Region Report of the Finance and Administration Committee
PRE -SUBMISSION REVIEW
Executive Leadership Team — December 1, 2010
Prepared by. Sarah Gill, Law Clerk, exf. 4230.
Christopher C. Cooper
Director of Legal Services/ Town Solicitor
Nell Garbe
Chief Administrative Officer
-19-
Council Meeting Agenda Item 1 - 6
Tuesday; December 14, 2010
r
ATTACHMENT
TOWN OF AURORA
AURPRA GENERAL COMMITTEE No. CAO-10-003
SUBJECT: York Region Courts For Provincial Offences —Proposed
Amendments To Inter -Municipal Agreement
FROM: Neil Garbe, Chief Administrative Officer ..
DATE: March 23, 2010 " R", 'isooOlon.
RECOMMENDATIONS /0
THAT Council receive for information Report No. 8 of the Region of York Finance and
Administration Committee "Provincial Offences Act Courts Amended Intermunic/pal
Agreement" that was adopted by Council of the Region of York on November 19,
2009;
THAT Council endorse the Region of York's proposal to execute a new "York Region
Counts inter -Municipal Agreement" amending the current funding distribution as
follows:
a. Funding distributed to the local municipalities be increased from $2.9
million to $4.3 million in 2010
b. The Region to retain all revenue except those specifically resulting from
local municipal prosecutions commencing in 2011;
C. The Total amount of $4.3 million be transferred from the Region to the local
portion of the property tax bill commencing in 2011, effecting a transfer of
tax room to the Town of Aurora in the amount of $209,641.00;
THAT Council authorize the Chief Administrative Officer to negotiate a new inter -
municipal agreement to be developed and executed for York Region courts,
reflecting this new funding distribution as described in Recommendation number
two above and an appropriate governance model that will ensure equitable, high
quality and accountable court services to the Town of Aurora..
THAT staff report back with the draft agreement for consideration by Council.
PURPOSE OF THE REPORT
The purpose of this report is to update Council on the recommendations contained within
the report to the Region of York Finance and Administration Committee regarding
"Provincial Offences Act Courts Amended Intermunicipal Agreement" and,the resulting
impact and implication to the Town of Aurora.
-20-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 1 - 7
March 23, 2010 - 2 - W Report No. CAO10-003
BACKGROUND
In 1998, the Province of Ontario transferred the responsibility for court administration,
court support functions, the conduct of routine prosecutions, and collection and
enforcement of fines to the municipalities. In return, the municipality retains a portion of
the revenues generated. York Region agreed to administer Court Services on behalf of
the regional municipality and all nine local municipalities.
The following three agreements provided the framework for the transfer, governance,
service and financial arrangements associated with the Courts:
1. The Memorandum of Understanding with the Province transferring Court
Administration to all municipal partners to ensure that the Court is adequately
maintained.
2. The Local Side Agreement that deals with matters specific to this judicial district.
3. The Inter-municipalAgreement requiring.ft.Region to administer the daily
operation of the .,
e Courts'on behalf of the ten municipalities in York Region and
form a Joint Board of Management to oversee their responsibilities under the
Program.
COMMENTS
Current Funding Distribution
As noted in the Region's Finance and Administration Committee Report, the Inter -
municipal Agreement in York Region contains a unique revenue sharing model wherein
it shares GROSS revenue rather than NET revenue. Under the Inter -municipal ,
Agreement, all expenses are borne by the Region and the Region retains all revenue
from tickets issued by York Regional Police. Any excess above costs from this revenue
source is retained by the Region. Local municipalities keep their respective fines
revenue generated by by-law enforcement staff and also share in the net revenues
achieved from OPP tickets and all other revenue proportionate to.their respective
annual Regional Tax Levy.
Historically, any surplus generated by the Courts program has not been sufficient to
cover the funding distribution to the nine local municipalities and the Region of York
was obliged to absorb the related financial burden. Consequently, in 2004, Regional
Council capped the total annual payments to the local municipalities at $2.9million per
year.
Aurora's share of the total capped annual revenue is $141,500.00.
Proposed Funding Distribution
The Region increased the payment to municipalities for 2010 from $2.9 million to $4.3
million, effectively removing the cap that was imposed in 2004. Commencing in 2011,
the Region has also proposed that the total revenues of $4.3 million be transferred from
the local municipalities to the Region of York commencing in 2011 and accounting
-21-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 1 - 8
March 23, 2010 - 3 - Report No. CA010=003
adjustments to be made in exchange for a transfer_ of "tax room" from the Region to the
local municipalities.
This exchange of tax room would be reflected through an increase to.the Town's prior
year tax burden and a decrease to the Region's prior year tax burden, for the purposes
of calculating and stating the property tax increase/decrease for each municipality. The
overall impact to the property tax payer is neutral.
Similar transfers of "tax room" between the Region of York and the nine local
municipalities have occurred in the past for the transfer of transit costs from the local .
municipalities to the Region in 2001 and the transfer of garbage disposal costs from the
local municipalities to the Region in r2003. In both cases, the local municipalities gained
the tax room and York Region absorbed the costs.
The discontinuation of the associated payments to the local municipalities in 2011 will
improve the Region's accountability and transparency of its net costs/revenue related to
--the-Cou ts,-and-eliminate any -deficits currently borne by the Region. The removal of
the cap on the 2010 revenue payment to the Town of Aurora will favourably impact the
Town's 2010 operating budget by $68,141.00.
Governance
As noted in the regional staff report, the governance model for the original inter -
municipal agreement has effectively been disbanded. It is important that with the
proposed amendment to the agreement that the governance issues also be addressed.
Commitments to service levels, access to court time, prosecutorial services and advice
remain very important to local municipalities. The governance model must consider the
inclusion of processes to ensure equitable and high quality service to local municipal
bylaw enforcement needs.
ALTERNATIVES TO THE RECOMMENDATION
Not endorsing the Region of York's proposal to execute a new "York Region Courts
Inter -Municipal Agreement.
FINANCIAL IMPLICATIONS
The removal of the cap on the 2010 revenue payment to the Town of Aurora has
favourably impacted the Town's 2010 operating budget by $68,141,00. Considering
that the proposed transfer of tax room in 2011 will be equal to the increased payment to
the Town, the favourable impact will not be one-time, but effectively will continue in
perpetuity.
CONCLUSIONS
This report contains recommendations that Council Support the recommendation of the
Region of York Finance and Administration Committee to increase funding for Provincial
-22-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 1 - 9
March 23, 2010 - 4 - Report No. CA010-003
Offences Act gross revenues from the annual capped amount of $2.9 million to $4.3 million
in 2010 and to transfer these revenues back to the Region of York in 2011 in exchange for
the equivalent amount of tax room.
ATTACHMENTS
Attachment # 1 York Region Report of the Finance and Administration Committee
entitled "Provincial Offences Act Courts Amended Intermunicipal
Agreement'.
PRE -SUBMISSION REVIEW
This report was reviewed at the Executive Leadership Team meeting on March 10, 2010.
Prepared by. Neil Garbe, ChiefAdministrative Officer, ext. 4744.
Nei/ Garbe
Chief Administrative Officer
.23.
Council Meeting Agenda
Tuesday, December 14, 2010
Item 1 - 10
ATTACHMENT-2
Report No. 8 of the Finance and Administration Committee
Regional Council Meeting of November 19, 2009
8
PROVINCIAL OFFENCES ACT COURTS
AMENDED INTERMUNICIPAL AGREEMENT
The Finance and Administration Committee recommends that the following report
dated November 2, 2009, from the Chief Administrative Officer, be received and
referred to the local municipalities for their input prior to the Committee's
meeting of December 3, 2009.
RECOMMENDATIONS
It is recommended that:
1. Subject to receiving the concurrence of all local municipal Councils, Regional
Council authorize the Chair and Clerk to execute a new "York Region Courts
Intermunicipal Agreemenf' reflecting the. changes set out in this report.
2. Upon the execution of the new Intermunicipal Agreement, funding distributed to the
local municipalities be increased from $2.9 M to $4.3 M in 2010 conditionally upon:
a. The Region retaining all revenues except those specifically resulting from
local municipal prosecutions, and
b. The increased amount ($4.3 M) being transferred from the Regional to local
portion of the property tax bill starting in 2011.
3. Regional staff prepare and implement a communication plan outlining the property -
tax implications for 2011 in consultation with all of the local municipalities.
2. PURPOSE
The purpose of this report is to:
i. Inform Committee and Council of changes that have occurred over time to the
governance model of the Provincial Offences Act Program (POA);
ii. Provide an update on consultation undertaken over the past three years;
iii. Seek approval for the updating of the Intermunicipal Agreement (originally signed
by all ten municipalities in 1999) to achieve a more accountable and sustainable
governance model; and
iv. Recommend additional funding of $1.4 Min the 2010 budget to meet funding
obligations originally set out in the transfer of POACourt responsibilities from the
Province of Ontario.
-24-
Council Meeting Agenda Item 1 - 11
Tuesday, December 14, 2010
Report No. 8 of the Finance and Administration Committee
Regional Council Meeting of November 19, 2009
3. BACKGROUND
York Region was a "demonstration site" for the transfer of POA Courts to
municipalities
As one of the earliest transfers (July 12, 1999), York Region worked with the Province to
create a smooth transition with uninterrupted service to all stakeholders. The Region took
over responsibility for an existing leased court facility at the Tannery Mall in Newmarket
(three court rooms) and the success of the transfer was well documented and used as a
model for subsequent transfers across the province.
The original transfer required execution of two agreements — one between
the Ministry of the Attorney General and Region of York and another
binding all ten municipalities
The "Transfer Agreement" that forms the basis for the Ministry's transfer of POA Court
administration to York Region is actually based on two agreements. A Memorandum of
Understanding between the Region and the Ministry of the Attorney General sets out the
service expectations of the Ministry. An "Intermunicipal Agreement" is stipulated in the
Memorandum of Understanding and includes, as parties, all ten municipalities in the
Region of York. The Intermunicipal Agreement, among other things, sets out:
i. Revenue distribution
ii. Reporting requirements
iii. Prosecuting obligations
iv. First Attendance obligations (i.e. local municipal responsibility for parking)
v. Budgeting and staffing
vi. Dispute resolution, etc.
The Intermunicipal Agreement also established a Joint Board of Management comprised
of Council appointed staff (one) from each municipality.
Original estimates of workloads, costs and revenues proved to be
inaccurate
Prior to the transfer, the Ministry of the Attorney General (MAG) had operated POA
courts as part of a much larger portfolio of court services. A relatively small number of
staff had been exclusively assigned to POA work, with a much larger number being
involved in combined or shared duties for other levels of courts. Also, separate staff at
the Ministry of Finance had played a very large role in the payment processing
operations, particularly through the Province -wide payment processing centre in Oshawa
(which was subsequently closed).
The "embedded" nature of the Provincial operation made it difficult to accurately identify
the number of staff needed to operate POA courts. Further projections were provided
using statistics collected by the Provincial computer system (ICON) but these were of
-25-
Council Meeting Agenda Item 1 - 12
Tuesday, December 14, 2010
Report No. 8 of the Finance and Administration Committee
Regional Council Meeting of November 19, 2009
limited assistance to municipalities due to the fact that ICON was designed primarily as a
case management system and not a financial forecasting tool.
POA Court services in York Region have been substantially improved over
the past ten years
POA Court services have grown to reflect growth in our communities and expanded to
meet the service level goals set out by Regional Council. In 2002, additional courtrooms
were opened at Yonge Street and Highway 7 in Richmond Hill. Since that time, the
number of courtrooms has grown from three to eight. As well, additional resources have
been applied to reducing the number of charges requiring court room time.
The Intermunicipal Agreement needs to be reconsidered based on current
information
In drawing up the agreement more than ten years ago, the ten municipalities used the best
information of the time. In 2009, alter ten years of practical experience running the
program, more reliable data is readily available. In part this is due to some improvements
being made in the reporting capabilities of the Provincial computer system. Also,
municipalities have worked collaboratively to share best practices and undertake
benchmarking initiatives, e.g. by creating performance indicators for POA courts through
the Ontario Municipal Benchmarking Initiative (OMBI) process.
There have also been some emerging trends over the past ten years that probably could
not have been predicted even if better data had been available at the time of transfer. For
example, the tendency to dispute charges, particularly in the GTA, has increased
dramatically in recent years and created extra strain on court resources. Case law has also
evolved in ways that impact POA operations (e.g. the early resolution system known as
"First Attendance" now requires extra administrative steps, there are now more
transcripts being requested than ever before, etc.). Current trends and performance
metrics are much more reliable than the outdated 1999 estimates which formed the basis
for the original Intermunicipal Agreement.
4. ANALYSIS AND OPTIONS
Joint Management Board's authority was unclear
Regional Council has direct responsibilities for funding and administering the program,
pursuant to the Transfer Agreement with the Province (made under Part X of the
Provincial Offences Act). However, the wording in some sections of the Intermunicipal
Agreement can be construed to suggest that staff members sitting on a "Joint Board"
were given additional or separate authority with respect to key governance functions such
as the approval of budget. Given that Regional Council has ultimate control over the
resources in question, this created some ambiguity as to the role of the Joint Board. In the
IWIz
Council Meeting Agenda Item 1 - 13
Tuesday, December 14, 2010 .
Report No. 8 of the Finance and Administration Committee
Regional Council Meeting of November 19, 2009
first four years after the transfer (1999 to 2003) the Joint Board reviewed and formally
approved the budget before it was submitted to the Regional Treasurer for inclusion in
the Region's normal budget process. In 2004, the Joint Board did not approve the budget,
but Regional Council subsequently reviewed and approved it in the normal manner.
Every budget since 2004 has proceeded through the Region's normal budget process.
Original revenue sharing arrangement created a Regional tax burden
The Intermunicipal Agreement in York Region contains a unique revenue sharing model
which shares GROSS revenue rather than NET revenue. This means that the payments
made to partner municipalities have no relationship to the actual operating costs of the
program. Although the program has created a modest surplus in every year of operation,
that surplus is not sufficient to cover the payments made to partner municipalities and a
tax burden is therefore created. In 2004, Regional Council approved a budget that capped
the payments to the local municipalities at a total of $2.9 M per year. That cap has
remained in place in all subsequent years, including the 2009 budget approved by
Council.
An independent review was conducted on behalf of all ten municipalities
In 2005, PSTG Consulting Inc. was engaged to review the efficiency of the POA court,
operation in York Region and make recommendations for fixture management of the
program. The review was steered by a committee representing the CAOs of the nine local
municipalities and the Region. The final report was completed in January 2006 and
contained the following key recommendations:
1. That the revenue distribution model be changed and revenue distribution he capped
until such time as the operating deficit is eliminated.
2. Joint Board to be replaced by a broader advisory group of stakeholders (no budget
approval powers) with operating responsibility vested in the Region.
3. Pursue a number of prosecutorial efficiencies; improve outstanding fine collection
and agree on performance indicators for measuring progress.
The Independent review of consultants' recommendations have been
largely implemented
While the vast majority of recommendations have been implemented there were two
principle areas to be addressed; governance and revenue sharing. During the review by
PSTG, the CAOs determined that to address the governance issues the Joint Board should
first suspend its activities pending final recommendations. The last Joint Board meeting
took place on October 27, 2006 and the first meeting of the new Stakeholder Group was
held on October 10, 2007. There have been five meetings to date.
_27_
Council Meeting Agenda Item 1 - 14
Tuesday, December 14, 2010
Report No. 8 of the Finance and Administration Committee
Regional Council Meeting of November 19, 2009
The current revenue sharing arrangement (as described in the Intermunicipal Agreement)
has been capped at $2.9M per year since 2004. Since that time, efforts have been made to
improve upon the efficiency of court administration to further reduce the operating deficit
for this program.
In 2008 (the last full year for which actual costs are available), the operating costs for
POA Courts in York Region was $8.448 M. Revenues were $9.164 M, leaving a modest
surplus of $716,000. After distributing $2.9M of gross revenues to local municipalities,
the program operated with a $2.2M deficit.
Three options were considered to replace the current model of revenue
distribution
The three options considered for revenue distribution include:
I. Distribute only the net revenue ($716,000. in 2008).
ii. Maintain the status quo ($2.9 M capped — an amount currently -in the Regional
base budget).
iii. Distribute the amount provided for in the current agreement ($4.3 M in 2008 —
this would require a tax levy increase of $1.4 M).
In addition, the alternative of replacing the revenue distribution to local municipalities
with a one time adjustment of proportional tax billings was proposed. This would
maintain the revenue source that municipalities had become accustomed to and relied
upon, in part, to offset bylaw enforcement costs.
Local municipal staff favour an increase from $2.9 M to $4.3 M (per the
agreement) in 2010 with the amount then transferred from the Regional
portion of the tax bill to the local municipal portion in 2011
Consultation with all local municipal staff has resulted in a further option. The
suggestion is that the revenue distribution from POA Courts be adjusted in 2010 to better
reflect the amounts in the original agreement. Relying on the last year for which actual
figures are available (2008), the amount would increase from $2.9 M to $4.3 M. The
amount would be distributed in proportion to the overall assessment as set out in the
Financial Implications of this report. The additional amount ($4.3 - $2.9 = $lA M) was
not considered in the preliminary Regional tax levy budget for 2010 presented to Council
on October 22, 2009. The additional amount translates into a 2010 budget increase of
$IAM or approximately 0.2%.
It is further suggested that revenue distribution to local municipalities cease in 2011 and
be replaced by a transfer of $4.3 M from the Regional portion of the tax roll to the local
municipal portion. This would conclude an era of annual- deficits in the operation of POA
Courts and restore a more typical program funding outlook. This action would require a
clear communication plan to outline the "zero net" tax levy implications in 2011.
-28-
Council Meeting Agenda Item 1 - 15
Tuesday, December 14, 2010
Report No. 8 of the Finance and Administration Committee
Regional Council Meeting of November 19, 2009
It is further recommended that the existing Intermunicipal Agreement be
replaced to give effect to the changes in revenue distribution
It is recommended that the Intermunicipal Agreement be amended to reflect the following
changes:
i. The distribution of revenue to local municipalities (beyond these revenues
resulting from their own prosecutions) cease in 2011 and be offset with a one-time
adjustment to tax levy billings, reallocating $4.3 M from the Regional billing to
the local municipal billings in proportion to their overall assessed value.
ii. The Joint Management Board and its governance responsibilities be deleted from
the agreement and role of the POA Stakeholder Group be reaffirmed and
continued.
The revised agreement will require execution by all ton municipalities. Upon confirming
the authorization of all nine local Councils to execute the amended agreement, the
increased 2010 revenue distribution can be confirmed.
Relationship to Vision 2026
Administration of the POA Courts in York Region addresses two of the Vision 2026
goals:
L Infrastructure for a growing Region
The caseload of Court Services has doubled since the program was downloaded from the
Province in 1999. Regional Council has made significant investments in the
administration of justice by adding further courtrooms, support staff and other resources.
A safe community continues to be high on residents' priorities according to surveys.
ii. Engaged communities and a responsive Region
The Region's Court Services Branch continuously responds to the emerging community
needs of the nine local municipalities by providing the court resources needed to handle a
wide range of regulatory issues (including road traffic, environmental safety, community
health, building code, fire code, etc.).
5. FINANCIAL IMPLICATIONS
A now revenue sharing arrangement is proposed
A new arrangement is now proposed wherein the Region will remain fully responsible for
all costs of the program and will, after 2010, retain the net revenue after costs are
covered. It is proposed that only the revenue directly related to prosecuting local
municipal charges will be transferred to the applicable local municipality
-29-
Council Meeting Agenda Item 1 - 16
Tuesday, December 14, 2010
Report No. 8 of the Finance and Administration Committee
Regional Council Meeting of November 19, 2009
In order to replace the lost revenue source for local municipalities an arrangement has
been developed to adjust tax rates between the two tiers in 2011.
1n effect, the two municipal levels would excbange tax room by restating the 2010 tax
rates to reflect a lower tax rate for the Region and a higher rate for the local
municipalities. This would result in higher tax revenues for the local municipalities to
offset the loss of revenue from POA payments.
Table 1 illustrates the impacts of this transfer.
TABLE 1
2010 POA Revenue Distribution
2008 Regional % of total Proposed 2009 Funding Difference
Taxation Assessment 2010 funding
Aurora
33,679,121
4.82%
209,641
141,500
68,141
East Gwiilimbury
14,092,490
2.02%
86,940
58,006
27,934
Georgina
21,246,380
3.04%
128,910
87,009
41,901
King
17,788,665
2.55%
106,944
73,533
35,411
Markham
195,308,170
27.96%
1,208,801
$15,893
392,908
Newmarket
45,434,150
6.50%
280,390
189,252
91,138
Richmond Hill
125,568,033
17.97%
775,629
523,619
252,110
Vaughan
222,440,853
31.83%
1,393,268
940,401
452,867
Whitchurch-StouflMlle
23,223,148
3.32%
148,876
100,486
48,391
Total
698,781,000
100.00%
4,340,399
2,929,598
1,410,801
'In 2011, the Region would reduce its tax rate by approximately 0.003202% to reflect that
it no longer shared the POA revenues and each municipality would increase their rate by
the same amount. This could be done either after all tax rates have been established or
before.
6. LOCAL MUNICIPAL IMPACT
The Joint Board of Management which formerly was in place has been disbanded since
2005. Since that time, day-to-day operations have been managed within the Regional
organization structure. The issues and needs of local municipalities are addressed
through the Stakeholder Group. Stakeholder consultation meetings have already proven
effective to convey improvements requested in the program administration: Participation
in the group gives local bylaw enforcement staff the added benefit of consultation with
Police and other Provincial Offences officers.
-30-
Council Meeting Agenda Item 1 - 17
Tuesday, December 14, 2010
Report No. 8 of the Finance and Administration Committee
Regional Council Meeting of November 19, 2009
7. CONCLUSION
The proposed change in the governance model is consistent with conventional
governance models and practices across the Province in addressing accountability for the
program and provides a clear understanding of day-to-day management and business
planning. The model also ensures that stakeholders are consulted and their needs are
taken into account on matters which affect them.
The Senior Management Group has reviewed this report.
-31-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 2 - 1
TOWN OF AURORA
AUI[ 0- COUNCIL REPORT No. BBS10-014
SUBJECT: Request for Sign Variance — 669 Wellington St. East
Aurora Toyota
FROM: Techa van Leeuwen, Director of Building and Bylaw Services
DATE:' December 14, 2010
RECOMMENDATIONS
THAT Council receive Report No. BBS10-014; and
THAT Council approve an increase to the maximum permitted sign area of the existing
ground sign located at 669 Wellington St. East, to 3.3m2 whereas the Sign Bylaw
requires a maximum of 2.2m2.
PURPOSE OF THE REPORT
To request a variance to Sign Bylaw 4898-07P, as amended.
BACKGROUND
A Sign Bylaw variance application dated September 2, 2010 was received by Building and By -
Law Services from Permit World on behalf of Aurora Toyota for a sign variance to the existing
ground sign at 669 Wellington St. East.
The existing sign is located in an Environmental Protection Zones (EP zone) and at the time of
construction required a Committee of Adjustment variance to permit a structure in the EP zone.
A variance was granted on October 11, 2007 and subsequently a building permit was issued
November 8, 2007 for the erection of a ground sign structure with a sign area of 2.16m2. The
original sign did comply with the provisions of the sign bylaw.
COMMENTS
The property is located at the south west corner of Bayview Ave and Wellington St. East and is
somewhat unique in that it is bounded by three distinctive zoning designations being Service
Commercial (C3-15) Exception zone, Environmental Protection (EP-15) Exception Zone and
Major Open Space (0-18) Exception Zone. The location of the building and a portion of the
parking are within the limits of the C3-15 Service Commercial Zone with additional. parking
located on the Open Space zone.
There are two ground signs on the site; the sign at the corner of Wellington St East and Bayview
Ave. being the subject of this variance and the other at the entrance to the dealership off
-32-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 2 - 2
December14 2010 -2- Report No. BBS10-014
Bayview Ave. At the time of construction the ground sign at the corner of Wellington Ave East
and Bayview Ave received a minor variance from the Zoning Bylaw to permit the erection of a
structure within an Environmental Protection Zone.
The surrounding areas include open space and residential to the south, open space to the east
and a commercial development on the north west corner of Bayview Ave and Wellington St
East.
As the existing sign is located in an Environmental Protection Zone; the sign area is restricted to
a maximum of 2.2m2 whereas if the sign structure had been located in the adjacent commercial
zone the sign would be allowed a maximum sign area of 10m2. Although the sign is located in
an EP zone it supports and advertises a commercial development. Further this variance will not
add to the structure or increase the footprint of the sign.
The area of signage is calculated using the area of the wording, logo or graphic display but
excludes the area of the structure. The sign area is the sum of the area containing the Toyota
logo, the word TOYOTA and the Scion name and logo. The existing sign currently displays only
the Toyota logo and the word TOYOTA.
Since the opening of Aurora Toyota in the fall of 2007, a new car model has been introduced.
Aurora Toyota is seeking approval of the additional sign area to attract clientele for the new
model and future business. The new model creates a new logo for Toyota and theywould prefer
adding the logo to their existing ground signs rather than to the building elevation as part of their
corporate identity plan. The proposed additional signs are proportional to the rest of the sign
and blend with the architectural style of the ground sign.
No new impacts to the surrounding area or environmental protection zone have been identified.
Staff has reviewed the request and identified the following area of non compliance with the sign
bylaw:
Variance required for an increase in the sign area beyond the maximum permitted under
the Sign Bylaw:
1. Ground signs in an Environmental Protection Zone are permitted a maximum sign area of 2.2
m2. This proposal is to increase the sign area by 1.14m2 for a total of 3.3m2.
ALTERNATIVE(S) TO THE RECOMENDATIONS
1. Council could deny the requested variance and impose the requirements of the Sign Bylaw.
FINANCIAL IMPLICATIONS
NIL
-33-
Council Meeting Agenda Item 2 - 3
Tuesday, December 14, 2010
December14, 2010 - 3 - Report No. BBS10-014
CONCLUSIONS
For reasons outlined in this report staff is recommending that Council approve the requested
variances to allow for the increased sign area to a maximum of 3.3 m2.
ATTACHMENTS
Attachment #1 — Site Plan.
Attachment #2 — Elevations
PRE -SUBMISSION REVIEW
Executive Leadership Team — December 14, 2010
Prepared by: Dale Robson, Manager of Code Review and Inspections- Ext. 4319
T. a wen.
Director of Building and Bylaw Services
Neil Garbe
Chief Administrative Officer
-34-
'Council Meeting Agenda
Tuesday, December 14, 2010
Item 2 - 4
December14, 2010 - 4 - Report No. BBS10-014
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- 35
Council Meeting Agenda Item 2 - 5
Tuesday, December 14, 2010
ATTACHMENT-2
December14,2010 Report No. BBSI0-014
1.36m2
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-36-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 3 - 1
r TOWN OF AURORA
AU1ZoRA. COUNCIL REPORT No. BBS10-015
SUBJECT: Animal Control Services Contract Extension (OSPCA)
FROM: Techa van Leeuwen, Director Building & By-law Services
DATE: December 14t". 2010
RECOMMENDATIONS
THAT Council receive Report No. BBS10-015; and
THAT Council exercise the extension option.in the current agreement between the
Town of Aurora and the Ontario Society for the Prevention of Cruelty to Animals
(OSPCA) fora period of one (1) yearfrom January 1st to Decomber315; 2011 subject
to the terms of the amended agreement at a cost of $191,387 plus CPL
PURPOSE OF THE REPORT
To seek Council's approval to exercise the extension option in the current Animal Control
Services agreement for a period of one (1) year between the Town and the OSPCA.
BACKGROUND
On October 17", 2007 the Town of Aurora issued a Request for Proposal (RFP) for the
provision of animal control and shelter services.
At the meeting of December 4M 2007 General Committee recommended:
The agreement was executed on January 2"d, 2008 and it expires on December 31 st, 2010.
COMMENTS
The OSPCA has been the towns animal control provider since January 2, 2008; they
also provide animal control services for the Town of Markham and the Town of
Richmond Hill. The current mandatory service provisions within the agreement require
-37-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 3 - 2
December 14th, 2010 -2. Report No. BBS10-015
the OSPCA to provide daily patrol services in order to pick up any stray dogs or cats
and respond to any complaints from residents about pets running at large. The
mandatory service also requires the shelter be open six (6) days a week to provide pet
owners the opportunity to pick their impounded pets.
By-law Services staff has consulted with the management from the OSPCA and both
parties have agreed on amendments to the existing provisions of the agreement to
enhance the animal control services provided to the Town. The proposed
enhancements to the agreement are as follows:
1- The OSPCA will provide patrol services 40 hours a week based on a rotating
schedule mutually agreed upon by both parties, this will include enforcement on
Saturday and Sunday's which currently does not occur.
2- The definition of 24 hour emergency service will now include calls for dogs at or
found running at large.
3- Hold times are reduced to five (5) days for dogs and cats in accordance with the
Animal Control By-laws before the animal enter the OSPCA adoption program.
4- The OSPCA will provide the town with monthly activity reports for animal control
and shelter services.
OSPCA has made significant operational changes to its organization and upgrades to
its Woodbine Avenue facility. The operational changes are designed to improve,
modernize and streamline all OSPCA services including its animal control services
provided to municipalities. The facility upgrades are. a result of recommendations made
by experts following the ringworm outbreak of this past year and are designed to
prevent future outbreaks. Staff has reviewed the changes to the organization and
toured the shelter facility and is satisfied with the changes and work that has occurred
to date.
By -Law Services staff has also reviewed possible alternative animal control service
providers within the region, this review has indicated that no other service providers are
located with close proximity to Aurora. These service providers are also not able to
provide both animal control and shelter services under one operation and multiple
agreements would be required. The resources, location and facility operated by the
OSPCA coupled with the organizational changes and enhanced service makes OSPCA
the most viable option for the Town's animal control service for the next year.
Exercising the extension provisions of the agreement for one year provides staff with
the opportunity to assess the service OSPCA provides to the Town under the new
regime and also allows staff to consider other options more comprehensively. Staff will
bring forward a report in the fall of 2011 outlining options and a preferred
recommendation.
-38-
Council Meeting Agenda Item 3 - 3
Tuesday, December 14, 2010
December leh, 2010 .3- Report No. BBS10-015
ALTERNATIVE($) TO THE_RECOMENDATIONS
1. Council may request the Request for Proposal (RFP) process be initiated to locate
other possible service providers. The initiation. of the RFP process will still require the
extension of the current agreement with the OSPCA until the service contract is
awarded.
FINANCIAL IMPLICATIONS
Animal Control Services will be provided by the OSPCA to the town at a cost of $191,387
which is the same cost as 2010. The draft animal control services operating budget for
2011 has allocated $192,000 for these services.
CONCLUSIONS
Staff is supporting the one (1) year extension of the service agreement with the OSPCA.
The OSPCA has demonstrated their ability to provide the mandatory.services and non -
mandatory services required under the agreement. The OSPCA physical location,
resources, facility and service capabilities make them an ideal service provider for the
residents of Aurora.
ATTACHMENTS
None
PRE -SUBMISSION REVIEW
Executive Leadership Team Meeting— December 1". 2010
Prepared by, Jon Popple, Manager, By-law Services
Techa van Leeuwen, Director of Building & By-law Services
Neil Garbe
Chief Administrative Officer
WPM
Council Meeting Agenda
Tuesday, December 14, 2010
Item 4-1
TOWN OF AURORA
AURORA. COUNCIL REPORT No. CFS70-035
SUBJECT: 2010 Surplus/Deficit Control
FROM: Dan Elliott, Director of Corporate & Financial Services - Treasurer
DATE: December 14, 2010
RECOMMENDATIONS
THAT report CFS10-035 be received, and,
THAT By-law Number 5287-10 be adopted to authorize the Treasurer and the Chief
Administrative Officer to make necessary year=end adjustments and to allocate any
2010 Operating Fund surplus in the following order of priority:
i. Any unspent funds allocated in the 2010 Budget for suggested
expenditures be returned to the respective original reserve and reserve
fund sources: Accessibility Reserve, Arts and Cultural Reserve Fund,
Building Department Fees Reserve, Election Reserve Fund, Engineering
Fees Reserve Fund, Landscape Fee Reserve, Parks Development and
Facilities Development Charges Reserve Fund, Storm Sewers Reserve
Fund, Water & Sewer Reserve Fund, and WSIB Reserve Fund;
A That any net Building Permit revenue surplus/deficit be allocated
to/funded from the Building Department Fees Reserve;
iii. Up to a maximum of the first $100,000.00 of any remaining surplus be
retained for 2011 Budget funding, subject to Council's 2011 budget
deliberations;
iv. Up to a maximum of $275,000.00 of any then remaining surplus be
allocated to the Tax Rate Stabilization Reserve Fund to assist with
stabilizing tax rates in future years which may experience fluctuations
due to significant changes in service levels or municipal costs, or
changes in expected revenues;
v. That the then remainder of anysurplus maybe allocated to budget carry -
forward items, being Council approved projects or initiatives funded in
the Operating Fund in the subject year, but not started by year end; and
vi. That the remainder of any surplus be allocated to the Municipal Capital
Reserve;
-40-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 4 - 2
December 14, 2010 - 2 - Report No. CFS70-035
THAT the provisions made within By-law Number5287-10 be adopted to authorize
the Treasurer and the Chief Administrative Officer to allocate any 2010 surplus or
alternatively fund any deficit in the Water, Wastewater, Stormwater, or Pumping
Station budgets to or from the appropriate related reserve accounts; and,
THAT the Treasurer and Chief Administrative Officer report to Council through
General Committee after the year end surplus/deficit control adjustments and
allocations have been performed.
PURPOSE OF THE REPORT
To propose a surplus control by -lave for the 2010 yearend, similar to the one used in 2009.
This report is now an annual report to General CommitteelCouncil prior to year end.
BACKGROU
Surplus Control
Surpluses and deficits created by operating results must carry into the following budget
years as set out in subsection 290(4) of the Municipal Act, 2001, S.O. 2001, c. 25, as
amended (hereinafter the "Municipal Act'). The Town normally includes the disposition of
prior year surpluses as part of its annual budget process, including them in the next year's
budget as the Municipal Act states must be done. This approach is not always effective, as
actual results may not be known at the time of setting such budgets. Any variance in
results from those budgeted give rise to challenging budget, accounting, communication
and reporting issues.
To manage the unpredictable impacts that such carry-overs could have on long range tax
rates and budget pressures, the Town should control the year-end surplus amounts by
making specific allocations to reserves and reserve funds. Any such allocation must be
authorized before the end of the fiscal year. Since the final results of the calendar year are
not known for some time until after the close of the year, a formula approach to surplus
allocations is necessary, followed by a detailed report back to Council. Today's report and
by-law will set this budget control approach in place. A number of municipalities utilize the
same approach as it results in separating the disposition of surpluses of one yearfrom the
following year's budget process. It simplifies both the budget process, and the year end
reporting process, and assists with transparency to the community.
Budget Carry -Forwards
A Budget Carry -Forward is a technique to move unused Operating Budget funding for a
specific project or initiative from one year into the next budget year, without the process of
formally budgeting the item a second time. For example, the use of a budget carry -forward
-41-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 4 - 3
December 14, 2010 .3 - Report No. CFS10-036
would be applicable if a major economic development initiative funded in one year as a
special project in the operating budget did not get started by year end, and it was the intent
to complete the project in the following year. Council could separately approve a budget
carry -forward for this item, allocating budget dollars from the old year into the new -year,
despite having already approved the new budget.
Any budget carry -forwards must be approved first by the Treasurer, followed py Council.
Council would approve any such carry -forwards as part of the report from the Treasurer
and CAO on the allocation of the surplus as required of the surplus control by-law of
today's report.
FINANCIAL IMPLICATIONS
Forecasted Operating Results
Departments were asked to forecast their December 31, 2010 expected results based or
actual account results to August 31, 2010. If no surplus control measures are introduced,
the Town can anticipate a surplus of about $1,750,000 on the 2010 balanced budget of
$42,617,700 of expenditures as reported in detail in a separate report.
2010 Surplus Control
The 2010 Operating results appear to be headed for a surplus. The Municipal Act
requires any surplus or deficit to be carried forward into the following year's budget, unless
otherwise controlled as proposed in this report.
a) Operating Surplus
If a surplus in Operating results for 2010 is recognized, the following allocations are
recommended:
i) Any unexpended portions of the 2010 Operating Budget funding allocations .
provided from Reserves and Reserve Funds for specific expenditures be returned to
their sources. The 2010 budget funding allocations from Reserves and Reserve
Funds were as follows:
-42-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 4 - 4
December 14, 2010 -4- Report No. CFS10-036
Reserves & Reserve Funds 2010 Budget Allocation
Accessibility
$35,000
Arts and Cultural
10,000
Building Department Fees
528,700
Election
175,000
Engineering Fees
25,100
Landscape Fee
65,092
Parks Development & Facilities Development Charge
140,201
Storm Sewer
61,000
Water & Sewer
105;000
WSIB
60,000
ii) As part of the cost justification exercise of Building Permit fees completed
previously and as required for Bill 124, a Building Department Reserve Fund was
established in which provisions for potential recessionary years may be made. Any
surplus in these activities is required by legislation to be allocated to the Building
Department Reserve Fund and any deficit funded from this source. The 2010 Budget
included a $528,700 draw to fund budgeted permit revenue shortfalls due to the
economic downturn.
iii) Occasionally, the Town has relied upon prior year surpluses to fund a small portion
or initiative of the following year in its budgets. As 2011 is anticipated to be a difficult
budget year, staff are recommending that the surplus control by-law provide for "up to
$100,000.00 of any remaining surplus" be allowed to be carried into the 2011 budget
as a funding source. During budget deliberations, should Council wish to rely more
heavily on the 2010 Surplus, it would need to draw on a different source for any
excess over this $100,000.
iv) It is wise for a municipality to maintain reserves specifically intended to stabilize or
cushion the annual tax rates from significant one-time or temporary pressures. Such
pressures could. include the impacts from significant new service or facility costs,
market conditions affecting revenues, or other factors. Staff recommend transferring
up to a maximum of approximately 1 % of tax revenue annually to such anew reserve,
until such time as that reserve has a balance of approximately 10% of annual tax
revenue, a benchmark used by many municipalities. For 2010, 1 % of tax revenue
equates to $275,000.00.
v) Any remainder of surplus to be allocated to Council approved carry -forwards to
2011, if. any.
140
Council Meeting Agenda
Tuesday, December 14, 2010
Item 4 - 5
December 14, 2010 - 5 - Report No. CFS10-035
vi) Any remaining surplus thereafter be transferred to the Municipal Capital Reserve
Fund.
b) Water, Wastewater, Stormwater and Pumping Stations Budgets
It is recommended that any surplus or deficit in these budgets be allocated to or
funded from the appropriate related reserve fund. This will assist in meeting the
requirements of Bill 175 of full provision for replacement of water and wastewater
infrastructure.
ALTERNATIVES TO THE RECOMENDATIONS
1. Council could choose not to approve the Surplus/Deficit Control By-law and address
any year end results byway of budget amendment following early budget approval.
2. Council could direct staff to return to the process of past years of making informed
estimates of year end positions, and making surplus allocations as part of the
following budget approval process.
Council could adopt a higher or lower amount than $100,000.00 for advancing
surplus to the following year's budget.
4. Council could approve a different amount than the $275,000.00 proposed transfer
to the Tax Rate Stabilization Reserve Fund.
CONCLUSIONS
Staff are recommending that By-law Number 5287-10 be adopted that will authorize the
Director of Corporate & Financial Services —Treasurer and the Chief Administrative Officer
to control the 2010 Operating Fund surplus and the surpluses or deficits in the Water,
Wastewater, Stormwater and Pumping Station budgets by giving them authorization to
make adjustments and allocate surplus funds as itemized in this report. Not doing so will
cause all fund surpluses or deficits to be carried forward into the 2011 budgets, which will
require formal budget amendments to address their disposition.
As part of the year-end procedures, staff will report back to General Committee as to the
actual year-end results and the final surplus allocations made for 2010.
-44-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 4 - 6
December 14, 2010 - 6 - Report No. CFS10-035
ATTACHMENTS
By-law Number 5287-10 as drafted by staff for adoption has been included in the by-laws
portion of this meeting's agenda.
PRE -SUBMISSION REVIEW
Executive Leadership Team meeting, December 1, 2010
Prepared by. Dan Elliott, Director of Corporate & Financial Services — Treasurer
-Ext. 4772
DWY-Elliott, C.A.
Director of Corporate and Financial
Services - Treasurer
6
Neil Garbe
Chief Administrative Officer
-45-
Council Meeting Agenda
Tuesday, December 14, 2010
Items-1
TOWN OF AURORA
AUR RRA►. COUNCIL REPORT No. CFS90-036
SUBJECT: Renewal of External Auditor Contract
FROM: Dan Elliott, Director of Corporate & Financial Services - Treasurer
DATE: December 14, 2010
RECOMMENDATIONS
THAT report CFS10-036 be received, and,
THAT the expired three year appointment of Grant Thornton, LLP as the Town's
auditor be extended for an additional two year period, to provide external audit
services for the operating year ends December 31, 2010 and 2011.
PURPOSE OF THE REPORT
To extend the auditor's appointment to now include auditing of the Town's 2010 and 2011
year end financial statements.
BACKGROUND
During 2007, the Town partnered with the Town of Whitchurch-Stouffville and issued a joint
Request for Proposals {RFP} for external audit services. The call was for a three yearterm
with options to renew for a further two years. The contract was awarded to Grant Thornton
LLP for a period of three years. Whitchurch--Stouffville has already extended their contract
for an additional two years utilizing administrative delegated authority contained within their
original approval language. Aurora's original approval did not refer to extension periods.
Section 296 of the MunicipalAct, 2001, S.O.2001, c. 25 as amended, addresses the roles
and responsibilities of a municipal auditor, their qualifications and their reporting
relationships. This section states that a municipal auditor may not be appointed for terms
which exceed five years.
COMMENTS
Grant Thornton have been the Town's auditor for three years. The last three years
resulted from a formal RFP process. They have performed their audits professionally and
promptly when possible. They have assisted staff with guidance and advice as we
transitioned to the accounting for our tangible capital assets. These were audited and
reported upon for the first time at the December 31, 2009 year end. Their appointment by
the Town extends to include them auditing the books and records of the Library.
-46-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 5 - 2
December 14, 2010 .2. Report No. CFS10-036
Since the completion of the year end audit, staff missed the opportunity to issue an RFP for
audit services for 2010. Accordingly, staff have approached Grant Thornton and requested
a quotation for services for the 2010 and 2011 years. Their quotation for 2010 is as
follows:
2007-2009 - per quote
Less: 5% group discount
Add: 5% increase for 2010 (rounded)
Extra billing - new requirements since RFP
- segment reporting
- capital assets
TOWN LIBRARY
54,000 5,000
(2,700)
(250)
51,300
4,750
2,700
250
54,000
5,000
2,000 . -
2,000 500
58,000 5,500
For the Town share, the 2007 through 2009 original quotation was $51,300, but was
increased as the additional. reporting requirements came on-line in 2008 and 2009 year
ends. For 2010, they have increased their fee for the first time since the original quotation
by $2,700 or approximately 5%. They have advised in writing that the fee for 2011 would
be further increased by 3%. Staff of both the Town of Aurora and the Town of Whitchurch-
Stouffville believe the quotations provided for 2010 and 2011 represent fair value for the
services provided.
Given the short timing available to issue a full RFP, the favourable quotation, and the
positive track record of services this firm has offered the Town in the past, staff
recommend renewing Grant Thornton as the Town's auditor for a further two year period,
to report on the Town's 2010 and 2011 year end consolidated financial statements.
Staff intend to issue an RFP for audit services during 2012 in conjunction with Whitchurch-
Stouffville and will report upon same to the appropriate committee of Council at that time.
FINANCIAL IMPLICATIONS
The 2010 annual budget provides funding i
services and any ancillary services provided
their portion of the audit separately.
n
the amount of $72,000 for external audit
by the external auditor. The Library funds
-47-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 5 - 3
December 14, 2010 - 3 - Report No. CFS10-036
ALTERNATIVE(S) TO THE RECOMMENDATIONS
1. Ask staff to issue an RFP for audit services for the December 31, 2010 year end
financial statements, although this would delay the delivery of 2010 audited financial
statements.
2. Renew the existing services agreement for only one additional year and issue an RFP
during 2011 without the other municipality's participation or buying power.
CONCLUSIONS
Staff recommend a two year extension renewal of the external auditors services contract
with Grant Thornton, LLP, to provide audit services for the financial statements for the
2010 and 2011 year ends.
ATTACHMENTS
None
PRE -SUBMISSION REVIEW
Management Team Meeting - Wednesday, December 1, 2010
Prepared by. "Dan Elliott, Director of Corporate & Financial Services — Treasurer
Ext, 4772
L
Dan Elliott, C.A.
Director of Corporate & Financial
Services - Treasurer
I:q
Neil Garbe
Chief Administrative Officer
Im
Council Meeting Agenda Item 6 - 1
Tuesday, December 14, 2010
TOWN OF AURORA
AURQRA COUNCIL REPORT No. CFS10-038
SUBJECT: 2010 Report on Corporate Financing Leases
FROM: Dan Elliott, Director of Corporate & Financial Services - Treasurer
DATE: December 14, 2010
RECOMMENDATIONS
THAT report CFS10438 be received for information.
PURPOSE OF THE REPORT
To fulfil the obligation under the Town's Corporate Financing Leases Procedure which
requires an annual report on the status of Financial Leases to be presented to Council.
BACKGROUND
Ontario Regulation 653/05, as amended, to the Municipal Act 2001, S.O. 2001 o.25, as
amended, requires that a municipality have a Policy in place regarding all Financial Leases
for Municipal Capital Facilities. In February of 2003, Council adopted Administrative
Procedure No. 60, a Corporate Financing Lease Policy. One of the requirements under
that Policy is an annual report to Council providing:
• A description of the estimated proportion of the total financing arrangements of the
municipality that is undertaken through Financing Leases to the total long-term debt
of the municipality;
• A description of the change, if any, in that estimated proportion since the previous
year's report;
• A statement by the Treasurer as to whether, in his/her opinion, all Financing Leases
were made in accordance with this policy; and
• Any other information that may be requested by Council or that, in the opinion of the
Treasurer, should be recorded.
In 2010, the Town has no Material or Non -Material lease agreements in place for the
acquisition or Town use of any Capital Facility. This represents no change from 2009.
Council Meeting Agenda
Tuesday, December 14, 2010
Item 6 - 2
December 14, 2010 - 2 - Report No. CFS10-038
FINANCIAL IMPLICATIONS
There are no financial implications under this report.
ALTERNATIVE(S) TO RECOMENDATIONS
Not applicable -- report is for information only to meet a reporting requirement.
CONCLUSIONS
This report satisfies the reporting requirement underthe Corporate Financing Lease Policy.
ATTACHMENTS
None
PRE -SUBMISSION REVIEW
Management Team Meeting - Wednesday, December 1, 2010
Prepared by. Wayne Church, Manager of Financial Planning/Deputy Treasurer
-Ext. 4145
an Elliott, C.A.
Director of Corporate & Financial
Services - Treasurer
V- 0
Neil Garbe
Chief Administrative Officer
-50-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 7 - 1
/ TOWN OF AURORA
AUR_4JRA. COUNCIL REPORT No. CFS10-041
SUBJECT: 2011 Interim Tax Levy
FROM: Dan Elliott, Director of Corporate & Financial Services - Treasurer
DATE: December 14, 2010
RECOMMENDATIONS
THAT report CFS10-041 be received, and,
THAT By-law No, 5293-10 be adopted to authorize the levying of interim tax amounts
on all rateable properties and to establish installment due dates.
PURPOSE OF THE REPORT
To authorize the levying of interim tax amounts for 2011 and adopting the necessary by-
law in accordance with Section 317 of the Municipal Act, 2001, S.O. 2001, c. 25 'as.
amended.
BACKGROUND
Section 317 of Municipal Act, 2001, allows a municipality to levy an interim tax amount on
all rateable property prior to the adoption of final budgets for each tax year. The maximum
allowable interim levy is 50% of the prior year annualized total taxes.
Interim tax levies for properties added to the assessment roll for 2011, which do not have
prior yeartaxes, will be calculated using 50% of the 2010 tax rates. Bill 140, The Continued
Protection for Property Taxpayers Act, 2000 mandates municipalities to issue 2011 interim
property tax bills based on 50% of the total 2010 final property taxes levied on a properly
by property basis.
Consistent with prior year's interim property tax levies, it is recommended that the 2011
Interim Property Tax Levy be due in two instalments as follows:
First installment Tuesday, February 22, 2011
Second installment Monday, April 25 2011
Due dates are normally set to allow for four (4) business days to ensure that all payments
have been processed priorto the application of interest charges on properlytaxes pastdue
on the first business day of each month. This gives those ratepayers on fixed incomes an
-51-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 7 - 2
December 14, 2010 - 2 - Report No. CFS10-041
unofficial grace period to make their payments without incurring interest charges on or
before the last day of the month.
The Municipal Act, 2001 has given the Treasurer the authority to apply a partial paymentto
an account in a manner different from the legislated payment application rules, upon the
request of the taxpayer. Despite this flexibility it is recommended that all payments be
applied on a consistent basis in order to ensure fair and consistent treatment for all
taxpayers. Accordingly, the by-law speaks to consistent payment application rules.
The by-law also includes a provision to authorize the Treasurer to adjust the interim tax
amount levy for the property if it is too high or low in relation to the estimated taxes for the
year. This can occur when a property is severed for the current year thereby significantly
reducing the returned assessment for that year. Levying 50% of the prior year taxes in
these cases often results in the interim levy being much higher than 50% of the estimated
taxes for the year. Such adjustments are permitted under Subsection 317(9).
FINANCIAL IMPLICATIONS
The interim levy is required to provide the necessary cash flow to meet the obligations of
the Town including interim payments to the Region of York and School Boards until the
final tax rates can be set and the final tax notices prepared in June of 2011.
ALTERNATIVE(S) TO THE RECOMMENDATIONS
1. There are no practical alternatives to the recommendations contained in this report.
The interim levy provides cash flow, avoiding the need for borrowing.
CONCLUSION
In order to provide the necessary cash flow requirements forthe Town, Region and School
Boards, the interim tax levy should be calculated, billed and collected as set out in this
report.
ATTACHMENTS
By -Law 5293-10 as drafted by staff for adoption has been included in the by-laws portion of
this meeting's agenda.
PRE -SUBMISSION REVIEW
Management Team Meeting -Wednesday, December 1, 2010
-52-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 7 - 3
December 14, 2010 - 3 - Report No. CFS10-041
Preparedby: PaulDi11man, ManagerofAccounting andRevenues, Deputy Treasurer
Ext. 4112
Dan lott, C.A. Neil Garbe
Director of Corporate & Financial Chief Administrative Officer
Services - Treasurer
-53-
Council Meeting Agenda
Tuesday, December 14, 2010
Item a - 1
i- TOWN OF AURORA
AURORA COUNCIL REPORT No. CFSIO-042
SUBJECT: Release of contingent funding from the 2010 operating budget.
FROM: Dan Elliott, Director of Corporate & Financial Services - Treasurer
DATE: December 14, 2010
RECOMMENDATIONS
THAT report CFS10-042 be received; and,
THAT an additional transfer of $24,400 of operational grant funding to the Aurora
Public Library Board be authorized, funded from the Town's Working Capital
Reserve, account number 3-4-90001-8005; and,
THATan additional draw from reserve funds in the amountof$207,600 be approved
to fund contract and wage settlements previously approved for the Town's union
and non -union staff groups, funded from the Town's Working Capital Reserve, .
account number 3-4-90001-8005,
PURPOSE OF THE REPORT
With the approval of Council, contingency funding was identified in the 2010 operating
budget to address contract and wage settlements for both the Town and the Library, as
both CUPE agreements were due for negotiation during the year, and non -union wage
settlements were yet to be determined. Those contracts and wage settlements have now
been ratified by the Town, and also by the Library Board respecting the library staff. This
report is required to now release these contingent funds to both the Library, and to the
Town's operating budget to fund our approved labour commitments.
BACKGROUND
The CUPS collective agreements for both the Library union staff and the Town's outside
union staff expired in 2010. Wage adjustments would naturally form part of the
negotiations. As part of the budget and as part of the negotiation strategy, contingent
funding was identified in the budget process to be accessed following ratification to fund
settlements.
Both the Library and the Town have ratified new COPE agreements and wage adjustments
for non -union staff. The amounts budgeted for salaries and benefits for staff in both the
Library budget and the Town budget were insufficient on their own to fund the settlements
without accessing the contingent funding. Contingent funding, held in the Town's Working
Capital Reserve account, in the amount of $24,400 for the Library and $207,600 for the
-54-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 8 - 2
December 14 2010 - 2 - Report No. CFS10-042
Town operating budget, now need to be transferred back from the reserve to the respective
operating budgets. This entails an increase to the Library's operating grant approved in the
2010 budget.
This subject transfer report was held until following the Library's recent ratification of their
collective agreement to maintain full bargaining positions. Now that the labour agreements
for both the Library and the Town have been ratified, these contingent funds need to be
released and transferred into the operating budgets of both parties to fund these wage
settlements in the current year.
FINANCIAL IMPLICATIONS
No direct financial implications, as the funding being released was approved as part of the
2010 budget.
ALTERNATIVE(S) TO THE RECOMMENDATIONS
No practical alternatives exist, as both parties have now ratified their respective
collective agreements and adjustments for non -union staff. Funding needs to be
formally provided to the respective operating budgets.
CONCLUSIONS
Both the Library Board and the Town require release of the approved contingent funding
being held in the Town's Working Capital Reserve account.
ATTACHMENTS
M0
PRE -SUBMISSION REVIEW
Management Team Meeting - Wednesday, December 1, 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
-55-
Council Meeting Agenda Item 9 - 1
Tuesday, December 14, 2010
r TOWN OF AURORA
AURORA COUNCIL REPORT No. CLS10-025
SUBJECT: 2011 Council and Committee Meeting Calendar
FROM: John D. Leach, Director of Customer and Legislative Services/Clerk .
DATE: December 14, 2010
RECOMMENDATIONS
THAT report CLS10-025 be received, and
THAT the 2011 Council and General Committee. Meeting Calendar attached hereto
as Attachment 1 be approved.
PURPOSE OF THE REPORT
To establish dates for 2011 Council and General Committee meetings.
BACKGROUND
The calendar of Council and General Committee meetings has been prepared for 2011,
and is based on the same format used in the previous years. In order to plan for the
forthcoming meetings as well as provide notification to the public through various
publications, it is necessary to establish a schedule of meetings for next year.
COMMENTS
A calendar of projected meeting dates for Council Meetings, Public Planning Meetings, and
General Committee Meetings for 2011 is attached for Council's consideration. The
proposed calendar generally maintains the practice for the regular meetings scheduled in
the past in accordance with Council's Procedural By-law. The calendar does not include
the meeting dates for the Advisory Committee meetings but does include the meetings of
the Aurora Public Library Board and the Committee of Adjustment being statutory bodies
and the Joint Council Committee. Once Council has made a determination on the Advisory
Committees, the calendar will be updated to reflect those additions.
-56-
Council Meeting Agenda
Tuesday,. December 14, 2010
Item 9 - 2
December 14 2010 - 2 - Report No. CLS10-025
ALTERNATIVE(S) TO THE RECOMENDATIONS
The proposed meeting calendar is in keeping with Council's present meeting schedule
and the Procedural By-law. Consideration of the proposed meeting calendar is entirely
within Council's discretion.
FINANCIAL IMPLICATIONS
1►C 11Ta
CONCLUSIONS
Council may wish to make changes to the meetings listed on the meeting calendar or
approve as presented.
ATTACHMENTS
Attachment 1 - 2011 Meeting Calendar
PRE -SUBMISSION REVIEW
Executive Leadership Team — December 1, 2010
Prepared by; CindyJanzen, Manager of Legislative Services/Deputy Clerk ext.
4297.... .
Customer &. Legislative Services
Neil Garbe
Chief Administrative Officer
-57-
Council Meeting Agenda
Tuesday, December 14, 2010 ATTACHMENT
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Tuesday, December 14, 2010
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Tuesday, December 14, 2010
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Council Meeting Agenda
Tuesday, December 14, 2010
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Council Meeting Agenda
Tuesday, December 14, 2010
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Council Meeting Agenda
Tuesday, December 14, 2010
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- 63 -
Council Meeting Agenda
Tuesday, December 14, 2010
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-64-
Council Meeting Agenda
Tuesday, December 14, 2010
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-65-
Council Meeting Agenda
Tuesday, December 14, 2010
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-66-
Council Meeting Agenda
Tuesday, December 14, 2010
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Council Meeting Agenda
Tuesday, December 14, 2010
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Council Meeting Agenda
Tuesday, December 14, 2010
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-69-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 1
r TOWN OF AURORA
AuRKORA COUNCIL REPORT No. CLS10-026
SUBJECT: Statutory and Advisory Committees
FROM: John D. Leach, Director of Customer and Legislative Services/Town
Clerk
DATE: December 14, 2010
RECOMMENDATIONS
THAT report CLS10-026 be received; and
THAT Council appoint three Members of Council to sit on the Joint Council
Committee which oversees the operation of the Central York Fire Services, as the
Town of Aurora's representatives on the Committee; and
THAT staff be directed to advertise for applications to statutory boards and
committees namely, the Aurora Public Library Board, the Committee ofAdjustment,
and the Accessibility Advisory Committee; and
THAT Council consider which advisory committees it wishes to reconstitute for the
2010-2014 term of office and provide any direction deemed appropriate.
PURPOSE OF THE REPORT
The purpose of this report is to seek direction from Council to advertise for applications
from the public to be considered for appointment to sit on various statutory boards and
other bodies for the 2010-2014 term. In addition, staff is seeking direction from Council
respecting advisory committees to be reconstituted for this term.
BACKGROUND
Enclosed as Attachment 1 to this report is a listing of and the terms of reference for
statutory and advisory committees that were in place during the last term of Council. Also
included as Attachment 2 is a chart listing these various bodies and showing their
composition. At the start of each term of Council, it has been the practice for Council to
provide direction respecting which advisory committees may be disbanded and those that
Council may wish to reconstitute following which staff would advertise to recruit members of
the public who may be interested in making application to be appointed to those
committees.
Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 2
December 14, 2010 - 2 - Report No. CLS10-026
COMMENTS
Council is obliged to make appointments to certain statutory bodies namely the Aurora
Public Library Board, the Committee of Adjustment, and the Accessibility Advisory
Committee. In addition Council is committed to make appointments to the Joint Council
Committee.
Previous Councils have appointed various advisory committees from time to time. As
indicated above Attachment 1 lists the advisory committees that were operating during the
last term of Council. The term of these committees runs with that of Council. Appointments
have been for two years with an option for a two year renewal. Council may reconstitute
any or all of these committees as it sees fit.
Council has the option of disbanding certain committees and to have the staff of the
particular functional area report.directly to General Committee (GC). In general, advisory
committees are an additional layer in the decision making process as matters are initially
considered by the advisory committee who make recommendations to GC which then
makes recommendations to Council. While this may provide forvaluable citizen input and
expertise it may be confusing to the public and could be seen as being less democratic and
accountable. As members of Council also sit on these committees it adds to their workload
as they consider matters at an advisory committee, at GC, then again at Council This may
be seen as unnecessary duplication to some. It is also noted that the advisory committees
require considerable staff resources in support from the functional area as well as
secretarial support.
The Town of Aurora Councils' have a long history of appointing advisory committees and
their numbers have varied over time depending on the issues and priorities of the day.
Council may wish to consider disbanding one or more of the advisory committees on the
attached list and have staff respond directly to GC. Direction from Council in this regard is
requested.
Joint Council Committee
In 2001 the Towns of Aurora and Newmarket amalgamated their fire services to form the
Central York Fire Services. The agreement between the two municipalities approved the
creation of a joint committee composed of six Members of Council, three from the Town of
Aurora and three from the Town of Newmarket. It is necessary to proceed to have the
three Council members from Aurora appointed as soon as possible so that the Joint
Council Committee can meet in the new year to discuss Central Fire Services operational
issues.
-71-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 3
December 14, 2010 .3. Report No. CLS10-026
Lake Simcoe Region Conservation Authority
The Conservation Authority's operating Board has representatives from each municipality
that is within the watershed district. The Mayors of each municipality are usually appointed
by the Region to represent the municipality on the Authority.
ALTERNATIVE(S) TO THE RECOMENDATIONS
As previously stated Council is obliged to make appointments to certain statutory bodies
and advisory bodies as set out above. In addition, as noted, Council has the option of
disbanding certain advisory committees as it deems appropriate.
FINANCIAL IMPLICATIONS
Should Council decide to discontinue one or more advisory committees there may be an
impact on staff resources being utilized.
CONCLUSIONS
It would be appropriate for Council to direct staff to advertise for applications for
appointment to various statutory and other bodies that Council is required to make
appointments to. In addition, staff is requesting that Council consider which advisory
committees it would like to reconstitute for the 2010-2014 term of office.
ATTACHMENTS
Attachment 1 —Summary of.Committees
Attachment 2 — Boards and Committees Membership Composition
PRE -SUBMISSION REVIEW
Executive Leadership Team — December 1, 2010
Prepared by. John D. Leach, Director of Customer and Legislative
Servicysffown Clerk ext. 4771
Customer & Legislative Services
Neil Garbe
Chief Administrative Office
. 72 -
Council Meeting Agenda
Tuesday, December 14, 2010
Attachment 1
TABLE OF CONTENTS
BOARD/COMMITTEES APPOINTED BY COUNCIL
ACCESSIBILITY ADVISORY COMMITTEE
AUDIT COMMITTEE
AURORA PUBLIC LIBRARY BOARD
HERITAGE ADVISORY BOARD
COMMITTEE OF ADJUSTMENT
PROPERTY STANDARDS
ECONOMIC DEVELOPMENT ADVISORY COMMITTEE
ENVIRONMENTAL ADVISORY COMMITTEE
LEISURE SERVICES ADVISORY COMMITTEE
TRAFFIC SAFETY ADVISORY COMMITTEE
EXTERNAL BOARDS AND COMMITTEES
JOINT COMMITTEE OF COUNCIL -- CENTRAL YORK FIRE SERVICES
NOKIIDAA TRAIL COMMITTEE
2
5
9
11
13
15
16
18
21
24
26
30
Item 10 - 4
EF&M
Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 5
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ACCESSIBILITY ADVISORY COMMITTEE
TERMS OF REFERENCE
Accessibility Advisory Committee
Terms of Reference
1. Purpose
The purpose of the Accessibility Advisory Committee is to encourage and facilitate
accessibility on, behalf of all persons with disabilities by promoting public awaCeness
and sensitivity; encouraging co-operationamong all service and interest groups to
ensure an inclusive community for all persons; identifying and documenting relevant
issues and concerns; improving access to housing, transportation, education,
recreation, and employment ;which are all qualities of a five star community;
improving communication among all levels of government and service agencies to
make recommendations regarding policy, procedure and legislation; to educate and
champion needs that arise based on the Accessibility for Ontarians with Disabilities
Act.(2005) and recognizing that the needs of all persons, including persons with
disabilities are constantly changing.
2. Membership
The committee shall be comprised of five (5) members, encompassing:
• Three (3) members who are people with disabilities;
• One (1) member of Council;
• One (1) member who is a citizen volunteer, parent of a child with a disability
or professional from the stakeholder community.
3. Term
The committee shall be appointed for a two year team, with the option of a further
two year term and will be concurrent with the term of council.
-74-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 6
4., Remuneration
The committee member shall be compensated for his/her expenses as provided by
the current legislation. The remuneration practice should take into consideration that
people with disabilities might have additional expenses related to travel, disability
accommodations and attending meetings in general. This may include, for example,
sign language interpretation for individuals who are deaf, specialized transportation.
and support care and/or attendant services for committee meetings.
5. Duties and Functions
The committee assists council by advising, reviewing and making comments and
recommendations of interest to/for people with disabilities and dealing with
community issues relevant to persons with disabilities.
Some of the items to be reviewed by the Committee include:
• ;Providing advice to council each year regarding the preparation„
implementation and effectiveness of the annual municipal accessibility plan
and making recommendations on the outstanding accessible project list or
items based on councils funding allocation for accessibility;
• Provide advice to council and staff for compliance purposes as per the
Accessibility for Ontarians with Disabilities Act (2005);
• Establishing.guidelines pertaining to accessibility; that staff may consider in
the review of site plans and subdivision agreements (i.e. building
accessibility, curb cuts on roadways, audible traffic signals, etc);
• Commenting on selected designated accessible parking, including: ensuring
that it is.as convenient to the entrance as possible, ensuring that it is properly
identified and signed as designated accessible parking, reviewing the total
number of designated accessible parking spots in relation to the total number
of parking spaces in new development (1:30 ratio), reviewing ways to
improve the placement of existing designated parking within the municipality,
suggesting ways to increase, wherever possible, on both public and private
lands, the number of designated accessible parking spaces within the
municipality;
• Commenting on the accessibility for persons with disabilities to a building,
structure, or premises or part of a building, structure orpremises that the
municipality purchases, contracts or significantly renovates or for which a
new lease is entered into;
• Commenting on the proposed and existing by-laws, services, practices,
programs and policies of the municipality and how they relate to the general
public, including persons with disabilities;
• Commenting on how the needs of persons with disabilities can be better
served through the municipality's purchasing of goods and services;
• Monitoring federal and provincial government directives and regulations and
advising council regarding same;
-75-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 7
• Conducting research on accessibility issues;
• Liaising with other municipalities, region of York and local stakeholder groups
on accessibility and disability issues/interests.
6. Meeting times and Locations
The Accessibility Advisory Committee meets on the 15t Wednesday of each month
at 7:00 p.m. with the exception of July and August. Meeting agendas are available
for members the week before. Location is usually an accessible meeting room at
the Aurora Town Hall.
7. Staff Support
The Corporate Services Department provides administrative support services to the
committee. Additional staff such as the Accessibility Advisor (when/where available)
and Senior Building Inspector shall also attend as required, to be determined by
agenda items. Other staff representatives will attend Committee meetings when/if
required, and if the issues are relevaotto the. Accessibility Advisory Committee. (I.e..
Facilities Manager for updates on physical access improvements within town
facilities', updates on annual accessibility plan items, Human Resource staff re:
recruitment policy, etc.)
-76-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 8
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AUDIT COMMITTEE
TERMS OF REFERENCE
(By-law 4835-06. C)
Purpose: To provide oversight responsibilities for the Town of Aurora's:
➢ Financial reporting processes;
➢ Overall guidance and direction to the CAO and Management related to the Town's
systems) of internal control;
➢ Internal and external audit processes; and
➢ Processes for monitoring compliance with. laws and regulations (applicable law), the
Code of Conduct and the Conflict of Interest Policy Statement;
Authority: The Audit Committee is empowered to:
➢ Recommend the appointment, dismissal and compensation of the Town's external
auditors;
➢ Oversee the work of the internal and external auditors of the Town;
➢ Resolve any disagreements between management and the auditor(s) regarding
financial reporting;
➢ Retain independent counsel, accountants or others to advise the Committee, or
assist in the conduct of an investigation;
➢ Seek any information the Committee requires from Management, employees and/or
agents of the Municipality;
➢ Meet with the Town's management team, external auditors, or outside legal
counsel, as required, independently or together;
➢ Review and recommend for approval audit fee billings in excess of the approved
budget for the completed audit of the period year; and
-77-
Council Meeting Agenda Item 10 - 9
Tuesday, December 14, 2010
➢ Review the audit plan and audit fee schedule for the ensuing year end.
Composition:
➢ The Audit Committee is comprised of all Members of Council (General Committee)
and reports directly to the Council of the Town of Aurora.
Meetings:
➢ The Audit Committee Will meet at minimum two times per year with authority to
convene additional meetings, as circumstances require;
➢ Meetings of the Audit Committee will be open to the public subject to exceptions
pursuant to Section 239 (2) of the Municipal Act, 2001, as amended;
➢ The Committee will invite members of management, auditors and/or others to
attend meetings and provide pertinent information; as necessary;
➢ Meeting agendas will be prepared and provided in advance to members, along with
appropriate briefing materials; and
➢ Minutes will be prepared.
Financial Statements.:
➢. Review significant accounting and reporting issues, including complex or unusual
transactions and highly judgmental areas, recent professional and regulatory
pronouncements, and understand their impact on financial statements;
➢ Review with management and the external auditors the results of the audit,
including any difficulties encountered;
➢ Review and receive the annual financial statements with management, and consider
whether they are complete, consistent with information known to Committee
members, and reflect appropriate accounting principles;
➢ Recommend to Town Council the approval of the annual financial statements; and
➢ Review with management and external auditors all matters required to be
communicated to the Committee under Generally Accepted Auditing Standards.
_78-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 10
Internal Control:
➢ Consider the effectiveness of the Town's internal control system(s), including
information technology security and control;
➢ Understand the scope of internal and external auditor's review of internal control
and obtain reports on significant findings and recommendations, together with
Management's responses and the timing of the disposition of significant findings;
and
➢ Review the external auditor's Management Letter (if any) together with
Management's responses.
External Audit:
➢ Review the external auditor's proposed audit scope and approach;
➢ Subjact to Section: 296 of the Mgpicipal, Act,, 2001 , as amended,.. review the
performance of the external auditors, and recommend to Town Council the
appointment or discharge of the auditors;
➢ Review and confirm the independence of the external auditors by obtaining
statements from the auditors on relationships between the auditors and the Town of
Aurora, including non -audit services, .and discussing the relationship with the
auditors; and
➢ Review the audit plan and audit fees for the ensuing year end.
Internal Audit:
➢ Review the Town's control processes and systems to ensure compliance with
Town's policies, laws and' regulations which impact operations and reports;
➢ Review policies used to safeguard corporate assets and verify the existence of
these assets; and
➢ Review the efficiency and effectiveness of the utilization of the Town's resources on
programs and projects.
Compliance:
➢ Review the effectiveness of the system(s) for monitoring compliance with laws and
regulations and the results of Management's investigation and follow-up (including
disciplinary action) of any instances of non-compliance;
➢ Review the findings of any examinations by regulatory agencies, and any auditor
observations;
-79-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 11
➢ Review the process for the communication of the Code of Conduct and Conflict of
Interest Policy Statement to Town personnel, and for monitoring compliance
therewith; and
➢ Obtain regular updates from Management and the municipality's legal counsel
regarding compliance matters.
Reporting Responsibilities:
➢ .Report to the Town Council about Audit Committee activities, issues and related
recommendations;
➢ Provide an open avenue of communication between the external auditors and Town
Council; and
➢ Review any other reports the Municipality issues that relate to Audit Committee
respQnslbilities.
Other Responsibilities:
➢ Perform. other activities related to these Terms of Reference as requested by Town
Council;
➢ Institute and oversee special investigations as required; and
➢ Review and asses the adequacy of the Audit Committee Terms of Reference
annually, requesting Council approval for proposed changes and ensure appropriate
disclosure as may be required by law or regulation.
..80.
Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 12
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AURORA PUBLIC LIBRARY BOARD
TERMS OF REFERENCE
1. PURPOSE
To oversee the planning and policy decisions related to the Aurora Public Library
service.
2; MEMBERS'HIP
The Board shall be comprised of nine (9) members, including three (3) members of
Council and six (6) members of the public who are:
➢ At least eighteen years of age;
➢ A Canadian citizen;
➢ A resident of Aurora;
➢ Not employed by the Town of Aurora.or by the Aurora Public Library.
3, TERM
The Board shall be appointed for a four year term, and will remain in office until a
new Board has been appointed by Council.
4. REMUNERATION
None
5. DUTIES AND FUNCTIONS
Strategic planning:
• Identifying needs and approving appropriate plans to ensure that Aurora Public
Library services are responsive to changing community circumstances and are
accessible to all.
-81-
Council Meeting Agenda Item 10 - 13
Tuesday, December 14, 2010
Policy development:
Determining and adopting written policies to govern the services and
operations of the Library.
Advocacy:
• Ensuring that the important and essential role of the Library in the community is
communicated .clearly.
• Ensuring that its value and contribution are understood and appreciated by all
key stakeholders.
Actively promoting Library services in the community.
Financial management:
Ensuring that community needs for Library services are met in a cost-effective
manner.
Developing and recommending to Town Council required operating and capital
kudgbts.
6. MEETING TIMES AND LOCATIONS
3`d Wednesday of the each month at 7:00 p.m. at the Aurora Public Library.
7. STAFF SUPPORT
The Library provides technical and administrative support services to the Board.
M:110
Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 14
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HERITAGE ADVISORY COMMITTEE OF AURORA
TERMS OF REFERENCE
1. PURPOSE
The Heritage Advisory Committee of Aurora shall advise and assist Council on all
matters relating to the conservation of buildings of historic or architectural value and.
on all matters relating to the designation and preservation of heritage conservation
districts in accordance with the Ontario Heritage Act, and not on new planning &
development, except for new applications within the heritage resource area, as
identified in the Town of Aurora's Official Plan and on all properties as defined in Park
IV and V of the Ontario Heritage Act.
2. MEMBERSHIP
The Committee shall be comprised of nine (9) members, including two (2) members
of Council and seven (7) members of the public, which includes one Honorary
Member.
3. TERM
The Committee shall be appointed for a two year term, with the option of a further
two year term and will be concurrent with the term of Council.
4. REMUNERATION
None
5. DUTIES AND FUNCTIONS
To encourage heritage preservation in Aurora by examining, researching and
evaluating properties and areas that may deserve recognition and protection;
• To recommend to Council the designation of architecturally significant properties
or districts under the Ontario Heritage Act;
-83-
-Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 15
• To promote heritage conservation within the Town through newsletters, guides,
exhibits and other educational material about notable buildings, streets, and
districts in the Town in order to raise community awareness.;
To compile data and other information on heritage buildings and features that
may have historical or architectural significance;
• To comment to Council and staff on proposed development applications and
demolition permits. on properties within the heritage area, as identified within the
Town of Aurora's Official Plan.
6. MEETING TIMES AND LOCATIONS
2"d Monday of each month at 7:00 p.m. with the exception of July and August.
7. STAFF SUPPORT
The .Planning and Development: Services Department prouides, tec..hnical support
services and the Customer and Legislative Services Department provides
administrative support services to the Committee.
Other staff. representatives will attend'Committee meetings on an as -required basis
and will provide technical assistance to the Committee.
N:L!
Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 16
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COMMITTEE OF ADJUSTMENT
TERMS OF REFERENCE
1. PURPOSE
The Committee considers the merits of applications for land severances and minor
variances to land, buildings or structures, in accordance with the Planning Act.
2. MEMBERSHIP
The Committee shall be comprised of five (5) members of the public.
3. TERM
The Committee shall be appointed for a four year term and will remain in offibe until
a new Committee has been appointed by Council.
4. REMUNERATION
Chair - $65.00 per meeting
Members - $55.00 per meeting
5. DUTIES AND FUNCTIONS
The. Committee:
• Meets in a public forum to hear applications for severances and minor variances;
• Listens to presentations by the applicant, Town staff and any other'interested
parties;
• Receives written submissions and staff reports;
• Renders a decision on applications that are placed before the Committee,
including imposing any conditions of approval that it deems desirable.
-85-
Council Meeting Agenda Item 10 - 17
Tuesday,. December 14, 2010
6. MEETING TIMES AND LOCATIONS
2Id Thursday of each month at 7:30 pm:
7. STAFF SUPPORT
The Planning and Development Services Department provides technical and
administration support services to the Committee.
N.,
Council Meeting Agenda
Tuesday, December.14, 2010
Item 10 - 18
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PROPERTY STANDARDS COMMITTEE
TERMS OF REFERENCE
1. PURPOSE
The Property Standards Committee is appointed by Council to sit and hear appeals
of any Orders to Comply issued by staff under the Town's Property Standards By-
law relating to the conditions of properties in Town.
2. MEMBERSHIP
The Committee shall be comprised of five (5) members of the public and are
members of the Committee of Adjustment.
3. TERM
The Committee shall be appointed for a four year term, will remain in office until a
new Committee has been appointed by Council.
4. REMUNERATION
None
5. DUTIES AND FUNCTIONS
To review and make recommendations relating to any appeals that may be filed in
relationship to the Property Standards By-law and associated orders.
6. MEETING TIMES AND LOCATIONS
As required basis
7. STAFF SUPPORT
The Customer and Legislative Services Department provides administrative support
services to the Committee.
-87-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 19
AURORA
ECONOMIC DEVELOPMENT" ADVISORY COMMITTEE
TERMS OF REFERENCE
PURPOSE
The Economic Development Advisory Committee will make recommendations to
Council on matters that will foster and enhance a strong and stable economy
consistent with the attributes of a sustainable community. The Committee will liaise
with existing businesses and facilitate the development of new enterprises through
support and provision of opportunities for new economic development growth to
enhance the quality of life and prosperity in our community and to meet the needs of
the future.
MEMBERSHIP
The Committee shall be comprised of nine (9) members as follows:
• Three (8) members of Council to be selected by Council;
• One (1) Representative appointed by the Chamber of Commerce;
• Up to five (5) Citizen Members to be selected by Council.
In making, its citizen appointments, Council shall have regard for the diversity of
business interests and qualifications of citizen candidates for the Committee and
shall endeavour to have at least one member appointed to represent the interests of
the historic business core.
Citizen members. will:
• Be experienced business people with a well developed business community
network;
• Be a broad spectrum of the business community representing a cross section of
the business community
• Sign confidentiality and conflict of interest agreements may be required;
0 Be strong proponents of business growth for the Town.
Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 20
3. TERM
The Committee shall be appointed for a two year term, with the option of a further
two year term and will be concurrent with the term of Council.
4. REMUNERATION
None
S. DUTIES AND FUNCTIONS
To assist and support Council and staff in order to meet the following objectives:
Develop economic opportunities to aid in the growth and progress of Aurora as a
desirable place to do business;
• Support the growth of a variety of 'businesses to encourage a sustainable.
business environment;
Increase the ,quantity and diversity of employment in Aurora to enhance local
live/work opportunities and promote efforts to reduce commuting through local
economic initiatives;
• To assist Council in developing an economic development vision to retain the
viability of the existing community core;
• Form sub -committees to deal with specific new initiatives, and identify strategic
solutions;
• Undertake other assignments as maybe requested by Council from time to time.
6. MEETING TIMES AND LOCATIONS
2"d Thursday of each month at 7:00 p.m. except during July and August.
7. STAFF SUPPORT
The Manager of Strategic Initiatives will attend all meetings, act as a staff resource,
and provide the Committee with technical assistance.
The Customer and Legislative Services Department will provide administrative
support services to the Committee.
WPM
Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 21
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ENVIRONMENTAL ADVISORY COMMITTEE
TERMS OF REFERENCE
PURPOSE
The Environmental Advisory Committee is to act as an advisory committee of
Council on matters relating to protection and enhancement of the environment; be
a catalyst for local initiatives that promote environmental sustainability, integrity and
conservation of our resources and ecosystems, as well as provide input to protect,
maintain, restore and enhance the environment and our common natural heritage
within the Town of Aurora; and endeavour to create a practice of stewardship within
the community towards our open spaces, parks and woodlots,
2. MEMBERSHIP
■ Three (3) members of Council and
■ Up to nine (9) members
3. TERM
The Committee shall be appointed for a two year term, with the option of a further
two year term and will be concurrent with the term of Council.
4. REMUNERATION
None
S. DUTIES AND FUNCTIONS
The Committee shall consider in establishing its objectives the need to:
Act as a link between citizens, town staff and government to facilitate the
resolution of environmental concerns and to assist in developing projects that
will enhance our community environment;
Identify changing needs, bring forward and recommend appropriate actions to.
deal with environmental issues impacting Aurora;
Work at building relationships and establishing partnershipswith interested
environmental organizations and individuals;
-90-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 1.0 - 22
• Provide advice to Council on environmental policies, procedures and
regulations;
• Advise Council on by-laws, operational policies and protocols relating to issues
such as: pesticide use, anti -idling initiatives, litter, tree preservation,. clean air,
green purchasing, stream protection, natural heritage studies, trail systems, road
maintenance, and waste diversion;
• Identify opportunities to implement initiatives for education, outreach, public
awareness, public consultation, and to seek funding sources;
• Undertake educational initiatives, both formally and informally, to raise the profile
of the environment and provide advice to Council and staff on identifying
opportunities to implement initiatives for education, outreach, public awareness
and public consultation;
• Assist Council and staff,. where feasible, in identifying research needs and
environmental data gaps and assist in gathering data, undertaking research and
formulating a strategy to improve the information available for private and public
use;
• Encourage the acquisition of environmentally sensitive areas through
conservation easements and other mechanisms;
Assist in the promotion of green space, environmental restoration, environmental
rehabilitation and enhancement projects;
• Support development and education of the public on energy conservation
initiatives;
• undertake any assignments as may be requested by Council;
• Provide input into the Leisure Services Department and the Planning
Department in the preparation of a State of the Environment report and review it
every five years at a minimum.
6. MEETING TIMES AND LOCATIONS
1st Thursday of each month at 7:00 p.m. except during July and August.
Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 23
7. STAFF SUPPORT
The Customer and Legislative Services Department will provide administrative
support services to the Committee.
The Manager of Environmental Initiatives will attend the meetings to provide
technical assistance to the Committee.
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Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 24
AUiZORA
yow'rcin. yaod (.awr�,any
LEISURE SERVICES ADVISORY COMMITTEE
TERMS OF REFERENCE
PURPOSE
Providing policy advice and assistance to Council through the Parks and Recreation
Services Department respecting the delivery of Leisure Services programs and
activities within the Town of Aurora; to act as a liaison with the community, providing
an hfonma[mechanism to loth otitain; and disseminate information relevanttb the
department's mandate.
2. MEMBERSHIP
The Committee shall be comprised of nine (9) members, including three (3)
members of Council, five (5) citizen members, one (1) citizen member from. the
Sports Council and up to two (2) youth. members for an overall membership of 11
citizens.
3. TERM
The Committee shall be appointed for a two year term, with the option of a further
two year term and will be concurrent.with the term of Council.
4. REMUNERATION
None
5. DUTIES AND FUNCTIONS
To solicit and assess community feedback with respect to service levels, costs,
priorities, issues and concerns pertaining to the delivery of leisure services
within the community;
To provide analysis and commentary on policy initiatives, core document
review/updates and similar departmental recommendations to Council on
Leisure Services matters;
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-Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 25
• To assist the Parks and Recreation Services Department in evaluating
community needs, prioritizing and recommending changes to Council regarding
the Leisure Services Master Plan;
• To review annually the Parks and Recreation Services Fees and Services
Charges;
To facilitate communication by serving as a liaison along with a citizen liaison
between the Town and various community groups;
• To review and comment on annual Parks and Recreation Services capital
objectives within the context of the Town of Aurora Strategic Plan, the Master
Plan, the Departmental Pricing Policy and long range community development
objectives;
• To receive. and comment on the merits of proposals and concepts for new
Parks and Recreation Services related projects brought forward by the
department, individuals, community groups and the public or private sector;
• Staff will solicit and receive applications for Civic Appreciation Awards
nominations and will then submit to the Leisure Services Advisory Committee to
select;
• Become fully conversant with existing Parks and Recreation Services programs
and facilities in the community;
• Review the Strategic Plan, the Parks and Recreation Services Master Plan, the
mission statement of the department and become familiar with their contents;
• Review policy related reports prepared by the Director of Parks and Recreation
Services and provide input on those reports;
• Liaise with and provide ongoing encouragement to community groups and
agencies which provide recreation related programs and activities;
• Periodically seek input on matters relevant to the provision of leisure services,
especially in areas where service levels could potentially be impacted by such
factors as budget constraints, user fees, financial reallocations, etc.;
• Form sub -committees to deal with specific new initiatives, policy issues,
problems areas and identify strategic solutions;
• Meet on an as -required basis with volunteer groups, community organizations
and associations to foster partnerships, promote and encourage
communication, determine problem areas and identify strategic solutions;
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Council. Meeting Agenda
Tuesday, December 14, 2010
Item 10. - 26
• Identify new/expanded facilities and programs which may be required as a
result of growth in the community and suggest ways and means for
accommodating such demands within achievable financial parameters;
• Identify facilities, programs and activities that may have continued beyond their
effectiveness within the community, the resources for which might be
appropriately directed elsewhere;
• Undertake other assignments as may :be requested by Council from time to
time;
• To provide advice and consent to the Parks and Recreation. Services
Department through the Special Events Coordinator with respect to the delivery
of department operated annual events.
6. MEETING TIMES AND LOCATIONS
3'd Thursday of each month at 7:00 p.m. with the exception of July and August.
7. STAFF SUPPORT
The Parks and Recreation. Services Department provides technical support to the
Committee.
The Customer and Legislative Services Department provides administrative support
services to the Committee.
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Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 27
AuioxA
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TRAFFIC SAFETY ADVISORY COMMITTEE
TERMS OF REFERENCE
PURPOSE
TheTrafficSafety Advisory Committee is an advisory body that will review traffic
safety concerns on Town right-of-ways and recommend various courses of action to
Council.
2. MEMBERSHIP
• Two (2) Council members;
• Six (6) Council appointed citizens representing across section of all areas within
the town limits.
3. TERM
The Committee shall be. appointed for a two year term, with the option of a further
two year term and will be concurrent with the term of Council.
4. REMUNERATION
None
5. DUTIES AND FUNCTIONS
To review traffic safety concerns identified by various stakeholders including
Council, citizens, ratepayer groups, staff and other interested parties. These
concerns may include but not be limited to addressing the overall movement of
traffic and traffic volumes on Town roads, speeding concerns, traffic calming
requests, highway safety considerations, parking restrictions, the application of
school safety zones and community safety zones, and any alternatives and
strategies related thereto.
-96.
Council Meeting Agenda .
Tuesday, December 14, 2010
Item 10 - 28
To promote strategies that will modify aggressive driving behaviours through
public education and awareness, through the implementation of by-laws, police
enforcement, traffic calming measures and any other methods.that have the
effect of improving the .general safety, of the public at, large by reducing
accidents, property damage, personal injuries and fatalities.
6. MEETING TIMES AND LOCATIONS
2"d Wednesday of each month at 7:00 p.m. with the exception of July and August.
7. STAFF SUPPORT
The Committee will receive support in the form of one representative appointed
from each of the following organizations:
• York Regional Police;
• York Region District Public School Board;
■ York Catholic District School.Boardi
• Traffic Transportation Analysis;
• By -Law Services Coordinator.
The Customer and Legislative Services Department provides administrative support
services to the Committee.
Weym
,Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 29
Aur oRA
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JOINT COMMITTEE OF COUNCIL
CENTRAL YORK FIRE SERVICES
TERMS OF REFERENCE
1. PURPOSE
A joint committee of the Municipal Councils of Aurora and Newmarket shall be
formed and constituted as of January 1, 2002 for the purposes of providing and
administering fire protection and preventative services for both municipalities in
accordance with the Consolidated Fire Services Agreement.
Although accountable to both the Council of the Town of Aurora and the Town of
Newmarket, it is the responsibility of committee members to make decisions which
shall favour neither municipality, butwill provide an equal level of service to all of the
combined residents of both municipalities.
2. . MEMBERSHIP
The committee shall total six (6) members, composed of three (3) members of the
Municipal Council of Aurora and three (3) members of the Municipal Council of
Newmarket, whose terms shall be concurrent with the term of the Councils which
appointed them. No member shall be permitted or eligible for membership for more
than two (2) consecutive terms.
Quorum
In order to constitute a quorum, at least two (2) members appointed by Newmarket
and. two (2) members appointed by Aurora shall be present at all times, and all
matters shall be decided by a majority vote of the members attending, each of
whom shall have one (1) vote including the Chair. In the event of a tie, the matter
shall be deemed to have been denied or refused.
Majority
Any decision or recommendation of the Committee shall require the following:
a) The concurring vote of a majority of the members present, and
b) A concurring vote from at least one representative of each municipality.
A tie vote is considered a defeated vote.
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-Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 30
TERM
The appointment for a term to be determined by Council and will remain in office
until a new appointee has been appointed by Council.
4. REMUNERATION
None
5. DUTIES AND FUNCTIONS
The Fire & Emergency Services Committee shall be delegated the following
responsibilities in fulfilling the mission statement:
Conduct planning for the provision of effective and efficient fire and
emergency services, in accordance with the Consolidated Fire Services
Agreement including fire suppression, fire prevention, fire safety, education,
communication, train, ing.,Qf pe,rsons.involve.d in the provision of fire.protection..
services, rescue and emergency services and delivery of all these services,
in a fiscally prudent manner within the municipalities;
2. Present & maintain a Fire & Emergency Services Master Plan to meet the
community needs and provide strategic direction for approval of the
Municipal Councils;
3. Recommend service levels, capital budgets, and operating budgets in
accordance with the consolidated Fire Services Agreement and the approved
Fire & Emergency Services Master Plan;
4. Administer the provision of fire services to the municipalities in accordance
with the approved plans and budgets including the provision and use of
facilities, equipment, .human resources and programs;
5. Ensure that any agreements currently in effect relating to communications
services and mutual aid with other municipalities are maintained and properly
performed;
6. Provide regular and proactive information to the Councils of the participating
municipalities on the operations of the consolidated fire services.
The committee shall make recommendations in accordance with the Consolidated
Fire Services Agreement with respect to the service standards, namely:
• Fire & emergency services master plan;
• Annual capital & operating budgets;
• Labour contracts and amendments;
• Fire communication services and mutual aid agreements;
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Council Meeting Agenda Item 10 - 31
Tuesday, December 14, 2010
Purchases or contracts related to fire services.
Notwithstanding the above referenced responsibilities, the Town of Newmarket shall
be responsible for any negotiations and execution of agreements related to any
labour relation contracts and amendments thereto.
The committee will be responsible for coordinating the Central York Fire Services,
which includes both full-time and volunteer firefighters. The committee shall ensure
the efficient and proper delivery of fire and emergency services throughout the
municipal boundaries of Aurora and Newmarket in accordance with the
Consolidated Fire Services Agreement and service standards approved by the
Council of both municipalities including and extending to the following:
a) Establish a program in the municipalities, which must include public
education with respect to fire safety and certain components of fire
prevention;
b) Establish and maintain an annual fees for services schedule;
c) Engage in mutual aid relationships with adjacent. Fire and Emergency
Services providers in York Region;
d) Provide a tiered response to emergency events in Aurora and Newmarket;
e) Examine the feasibility of providing fire and emergency services to other
municipalities and the receipt of like, services from other municipalities,
subject to the collective bargaining agreement;
f) Meet all obligations and responsibilities of Aurora and Newmarket under the
Fire Protection and Prevention Act,. as amended, and any regulations there
under;
g) Consider the recommendations of the Fire Marshal concerning the operation
of the department and delivery of service to Aurora and Newmarket and
report to the Municipal Council of the parties concerning these
recommendations;
h) From time to time as needed, participate in the process for the recruitment of
a Fire Chief;
i) Develop, with the Fire Chief, an ongoing communication process, including a
quarterly report between the Department and the municipal Councils;
j) Review departmental organization; and
k) Review such other matters as the Municipal Councils may determine.
Notwithstanding, the above referenced functions, the Committee shall not interfere
with any of the Fire Chiefs statutory duties.
The committee shall review and maintain a Master Fire and Emergency Services
Plan that would establish and harmonize service levels throughout Aurora and
Newmarket and standardize operating procedures for the department. The
committee shall be responsible for providing at no time less than the current level of
service in existence for the delivery of fire and emergency services of. each
municipality, at the time of the effective date of this agreement.
-100-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 32
The Committee may meet with any other municipalities that are interested, with the
objective of expanding the service area of the committee forthe provision of fire and
emergency services beyond Aurora and Newmarket and consolidating regional fire
and emergency services. Following such discussions, the Committee shallaeport to
Aurora and Newmarket concerning the proposed amendments to this agreement to
implement such arrangements.
6. MEETING. TIMES AND LOCATIONS
The committee meets on a monthly basis with the location alternating between the
Town of Aurora and the Town of Newmarket. The meetings for July and August are
at the call of the Chair of the committee.
7. STAFF SUPPORT.
Central York Fire Services staff will provide technical. support to the committee.
Corporate Services staff of the Town of Newmarket shall provide administrative
support to the committee and the meetings shall be governed by the Town of
Newmarket's Procedural By-law.
- 101 -
Council Meeting Agenda
Tuesday, December 14, 2010
Item 10 - 33
AuRoxA
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NOKIIDAA TRAIL COMMITTEE
TERMS OF REFERENCE
1. PURPOSE
To investigate the possibilities of building a walking trail from Aurora to Lake
Simcoe through the East Holland River Watershed.
2: MEMBERSHIP
■ Three (3) members from each of the participating municipalities (Aurora,
Newmarket and East Gwillimbury);
• One (1) member from the Lake Simcoe Region Conservation Authority;
• One (1) member from the Region of York.
3. TERM
The appointment for a term to be determined by Council and will remain in. office
until a new appointee has been appointed by Council.. .
4. REMUNERATION
=1-
5. DUTIES AND FUNCTIONS
6. MEETING TIMES AND LOCATIONS
8. STAFF SUPPORT
-102-
Council Meeting Agenda Item 10 - 34
Tuesday, December 14, 2010
Attachment 2
Boards and Committees - Membership Composition
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1 Council member
ME
Accessibility Adviso Committee
3 Citizen members with disabilities
1 Citizen volunteer or professional from
the stakeholder communit
5
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Audit Committee
9 Council members
9
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3 Council members
Aurora Public Library Board
6 Citizen members
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0 Council members
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5 Citizen members
5
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0 Council members
Property Standards Committee
5 Citizen Members (same members as
the Committee of Adjustment
5
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3 Council members
Economic Development Advisory Committee
5 Citizen members
1 Chamber of Commerce representative
9
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Environmental Advisory Committee.
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3 Council members
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9 Citizen members
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7 Citizen members
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3 Council members
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5 Citizen members
1 Sports Council member
2 Youth members
11
Nokiidaa Trail Committee
1 Aurora Council member
1 Council member from Newmarket and
East Gwillimbury
1 Member from the LSCA
1 Member from the Region of York
5
_ ton
Traffic Safe Adviso Committee
2 Council members
6 Citizen members
8
-103-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 11 - 1
TOWN OF AURORA
►UMBRACOUNCIL REPORT No.CLSI0-029
SUBJECT: 2011 Corporate Insurance Policy
FROM: John D. Leach, Director of Customer& Legislative Services/Town Clerk
DATE: December 14, 2010
RECOMMENDATION
THAT report CLS10-029 be received, and
THAT the insurance and risk management proposal submitted by BFL Canada in the
amount of $315,557 plus taxes be approved; and
THAT the Town of Aurora's corporate insurance policy with BFL Canada be extended
for a one-year period.
PURPOSE OF THE REPORT
To provide Council with information regarding the Town's corporate insurance program and
to extend the Town's corporate insurance policy with BFL Canada for a further one year
period to the end of 2011.
BACKGROUND
At the November 27, 2007 meeting, Council resolved:
THAT the insurance and risk management proposal submitted by BFL Canada in
the amount of $264, 054 (taxes included) be approved; and
THAT the Town of Aurora's Corporate Insurance Policies be renewed with BFL
Canada for 3 years with annual renewal periods.
As the 3 year renewal period approved by Council at the November 27, 2007 meeting is
complete at the end of 2010, staff would typically recommend that the Town release a
request for proposals to obtain insurance and risk management proposals for insurance
coverage beginning in 2011. However, the Northern Six Municipalities in York Region
(consisting of the Towns of Aurora, Newmarket, East Gwillimbury, Georgina, Whitchurch-
Stouffville and the Township of King, hereinafter referred to as the "Northern Six
Municipalities") have been discussing the possibility of a joint request for proposals
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Council Meeting Agenda
Tuesday, December 14, 2010
Item 11 - 2
December 14, 2010 - 2 - Report No. CS10-029
process for municipal insurance coverage beginning in 2012 in order to reduce insurance
costs. The Northern Six Municipalities are currently in the process of preparing "Terms of
Reference" for a consultant to assist in the process of analyzing the insurance needs of the
Northern Six Municipalities to determine if it would be beneficial to proceed with a joint
request for proposals for insurance services and, if so, to assist with the preparation of the
joint request for proposals for insurance coverage beginning in 2012.
COMMENTS
Municipal insurance is a highly specialized field where few insurance companies provide
this level of coverage. After releasing a request for proposals for insurance services in
2007, the Town changed its corporate insurer from OMEX (the Ontario Municipal Insurance
Exchange) to BFL Canada. The Town's corporate insurance consists of the following
policies, namely: Municipal General Liability that includes Errors & Omissions,
Environmental Impairment, Property (including Boiler& Machinery), Crime, Automobile and
Accident. A summary of the coverage including the limit and deductible for each policy is
attached to this report in Appendix #1.
To cover any unforeseen spikes in claims management, the Town has also established an
Insurance Reserve that currently has a balance of$271,500. In addition, to counteract the
exposure to risk and reduce claims, the Town initiated a number of claims avoidance
measures over the past few years. For example regular/monitored sanding and salting
procedures during winter maintenance was implemented; the introduction of a Risk
Management Administrative Procedure that establishes guidelines and training measures
for staff to minimize risk was introduced in 2001; and the increased maintenance program
for sidewalk repairs to identify and repair faulty sidewalks has been in effect for the past
few years. It is intended that these and other evolving proactive measures by the Town will
assist in mitigating claims against the Town thereby controlling overall costs.
ALTERNATIVE(S) TO THE RECOMENDATIONS
The Town could release a request for proposals for insurance coverage for the 2011
insurance policy period.
FINANCIAL IMPLICATIONS
The 2011 insurance premium of $315,557 is an increase of $22,926 (or 8%) over the 2010
premium which was $292,631. This premium increase is driven by two main factors:
Municipal General Liability The rate has increased $20,880 from last year due to
increased claim activity over the past few years. The increase in claim activity can
be attributed to various factors, including population growth in the Town, multiple
sewer back up losses, more comprehensive claims reporting and a general upswing
in claims during the worldwide economic downturn.
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Council Meeting Agenda
Tuesday, December 14, 2010
Item 11 - 3
December 14, 2010 - 3 - Report No. CS10-029
Property The value of all the buildings and contents have been increased by 3%
to reflect inflation and two new buildings (Arboretum Storage Building and
Sheppard's Bush Washroom Concession) have. been added to the list of Town -
owned property.
Staff have consulted their peers at other N6 municipalities and those municipalities are
either facing similar increases or have not yet received notice of the amount of their 2011
premiums. An insurance premium budget has been included as part of the Town's annual
operating budget. This premium is subsequently charged back to each of the operating
departments based on the proportionate size of operations. The current balance of
$271,500 in the Insurance Reserve also provides a sufficient cushion in the event of any
unexpected claim exposures. The amount of the insurance premium is included in the draft
2011 budget.
CONCLUSIONS
As the Northern Six Municipalities are pursuing the possibility of a joint request for
proposals process for insurance coverage beginning in 2012, staff does not recommend
going through the process of releasing a request for proposals for insurance services for
2011 as such proposals are typically for three year or more renewal periods. Instead, staff
recommends that the current insurance coverage provided by BFL Canada be extended for
a further one year period to the end of 2011.
ATTACHMENTS
Attachment #1 — Coverage Summary
PRE -SUBMISSION REVIEW
Executive Leadership Team -- December 1, 2010
Prepared by: Shannon Boychuk, Manager of Administration, ext. 4224
John
of qustomer & Legislative Services
Neil Garbe
Chief Administrative Officer
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Council Meeting Agenda
Tuesday, December 14, 2010
Item 11 - 4
December 14, 2010 - 4 - Report No. CS10-029
ATTACHMENT #1
SUMMARY OF POLICIES AND COVERAGE
1. Municipal General Liability
insures against third party claims for bodily injury (including death), personal injury
including libel, slander, defamation of character, etc. and property damage.
• $50 Million with $10,000 deductible
Errors & Omissions
insures against third party claims for financial loss resulting from an error,
omission, negligent misstatement or misrepresentation, or breach of duty on
the part of the municipality and its employees.
$50 Million with $10,000 deductible ($25,000 deductible for Sewer Back Up
claims)
Wrongful Dismissal
Provides defence costs for any claim relating to the Wrongful Dismissal of
Town staff
$250,000 with a $10,000 deductible
2. Environmental Impairment (Pollution) Liability
insures against third party claims for bodily injury and property damage arising out of
the release of a pollutant or a contaminant into the environment.
• $5 Million with $10,000 deductible
3. Property Insurance
provides replacement cost coverage for the buildings and equipment owned or leased
by the municipality against damage from such perils as fire, wind and water damage,
flood, earthquake and collapse.
Replacement cost with $10,000 deductible
Boiler and Machinery
* covers mechanical and electrical breakdown of building equipment
• . $50 Million with $10,000 deductible
-107-
Council Meeting Agenda
Tuesday, December 14, 2010
Item 11 - 5
December 14, 2010 - 5 - Report No. CS10-029
4. Crime Insurance
• primarily insures the money and securities of the municipality against loss due to
dishonesty on the part of the employees_
$1 Million with no deductible
5. Automobile
insures all of the licensed vehicles owned or leased by the municipality
• $50 million with $10,000 deductible
Non Owned Automobile
• insures vehicles of staff and councillors when vehicles are used for Town
business
• provides secondary coverage in excess of owners insurance
• $50 million with a $1,000 deductible
6. Councillor's Accident
• provides life insurance in the event of accidental death, weekly indemnity for total or
partial disability arising from an accident.
• $250,000 Principal Sum with no deductible
W [0Iaa
Council Meeting Agenda Item.12.w.1.,
Tuesday, December 14, 2010
T o TOWN OF AURORA
COUNCIL REPORT No, PR10-034,
SUBJECT: 2010 Community Grant Requests — Additional Requests
FROM: Allan D. Downey, Director of Parks and Recreation Services
DATE:
2010
RECOMMENDATIONS
THAT report PR10-035 be received; and
THAT Council approve the 2010 Community Grant request'oceived from Optimist Club
of Aurora Inc. ($1,000.00) and Ms Shay Pileggi ($867.00) and York Reg/on 55+ Games
($500.00); and
THAT Council deny 2010 Community Grant requests . received ($1,000.00). from Artcures Inc.
PURPOSE OF THE REPORT
This report details additional requests for Council. 2090 Community Grants to be considered by
BACKGROUND
Each year Council considers requests from various community organizations for funding
assistance through the Town of Aurora's Recreation Grant Policy.
The Policy identifies three (3) major goals as follows:
9. Temporary start-up assistance (seed funding) f.,or;new community recreation_.based
programs.
2. Programs that are joint community service group/departmental ventures.
3. Programs that have no other Municipal funding assistance but are recognized as a
recreational community program meritorious of Council's support.
Town Grants are comprised of the following:
i) Cash Grants:.
• Granted by Council to specific organizations in the budget process;
• Allowed by Council during the year from an unallocated lump -sum that may be
included in the budget.
ii) Recreation Program Grants,.
Payable out of a special program assistance fund sponsored by the Town, Service
Clubs, Business, etc. Such assistance requires that the participant pay one-third of the
program cost to a maximum of $20 with one person/program/session being allowed.
-109-