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AGENDA - General Committee - 20090310GENERAL COMM11TEE AGENDA NO, 09-12 TOESDAY, MARCN A 2009 1:00 ME COUNCIL CNAMBERS AURORA TOWN NALL PUBLIC RELEASE March 6, 2009 AU cmA TOWN OF AURORA GENERAL COMMITTEE MEETING AGENDA NO. 09-12 Tuesday, March 10, 2009 6:00 p.m. - Closed Session 7:00 p.m. — General Committee Meeting Council Chambers Councillor Gaertner in the Chair I DECLARATIONS OF PECUNIARY INTEREST H APPROVAL. OF AGENDA RECOMMENDED: THAT the agenda as circulated by the Corporate Services Department be approved. 111 CLOSED SESSION RECOMMENDED: THAT Council resolve into a Closed Session to consider: ➢ personal matters about an identifiable individual, including municipal or local board employees; and ➢ litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board General Committee Meeting No. 09-12 Tuesday, March 10, 2009 Page 2 of 10 IV ADOPTION OF PREVIOUS MINUTES Special General Committee Meeting Report No. 09-06 pg. 1 Monday, February 9, 2008 General Committee Meeting Report No. 09-07 pg. 4 Tuesday, February 17, 2008 RECOMMENDED: THAT the Special General Committee Meeting minutes .09-06 dated Monday, February 9, 2009 and the General Committee Meeting minutes 09-07 dated Tuesday, February 17, 2009 be adopted. V DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION VI ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION V11 DELEGATIONS (a) Mr. Jim Zacher pg. 11 Re: Aurora Masters Lacrosse 2"d Annual DOVE 2009 Vlll PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE IX CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION X NEW BUSINESS/GENERAL INFORMATION— COUNCILLORS Xl ADJOURNMENT General Committee Meeting No. 09-12 Tuesday, March 10, 2009 Page 3 of 10 AGENDA ITEMS 1. TSAC09-02 — Traffic Safety Advisory Committee Meeting pg. 32 Minutes — February 11, 2009 RECOMMENDED: THAT the Traffic Safety Advisory Committee Meeting minutes from the February 11, 2009 meeting be received and the recommendations contained therein be approved. 2. EDAC09-02 — Economic Development Advisory Committee Meeting pg. 42 Minutes — February 12, 2009 RECOMMENDED: THAT the Economic Development Advisory Committee Meeting minutes from the February 12, 2009 meeting be received and the recommendations contained therein be approved. 3. LSAC09-02 — Leisure Services Advisory Committee Meeting pg. 52 Minutes — February 19, 2009 RECOMMENDED: THAT the Leisure Services Advisory Committee Meeting minutes from the February 19, 2009 meeting be received 'and the recommendations contained therein be approved. 4. ARTS09-02 — Arts & Culture Advisory Committee Meeting pg. 70 Minutes February 26, 2009 RECOMMENDED: THAT the Arts & Culture Advisory Committee Meeting minutes from the February 26, 2009 meeting be received and the recommendations contained therein be approved. General Committee Meeting No. 09-12 Tuesday, March 10, 2009 Page 4 of 10 5. Central York Fire Services - Joint Council Committee Meeting pg. 77 Minutes — December 2, 2008 RECOMMENDED: THAT the Central York Fire Services - Joint Council Committee Meeting minutes from the December 2, 2008 meeting be received for information. 6. LS09-013 — Aurora Sports Dome pg. 82 RECOMMENDED: THAT staff be directed to apply for a tax exemption for property in accordance with Section 110 of the Municipal Act; and THAT field use fees for the Aurora Sports Dome be approved at $6.33/hour per field for all local sports groups and organizations, subject to the conditions outlined in the Field Use Policy. 7. Memorandum from the Director of Leisure Services pg. 108 Re: General Information — Park Furniture Costs RECOMMENDED: THAT the memorandum pertaining to park furniture costs be received for information. 8. PW09-012 —Award of Bid PW2009-06 — For the Supply and pg. 125 Operation of Street Sweepers RECOMMENDED: THAT Bid PW2009-06 — For the Supply and Operation of Four or More Contracted Street Sweepers, be awarded to A&G The Road Cleaners Ltd. at the bid price of $33,000.00 (exclusive of GST) per year for three years with the option to renew for an additional one year period; and THAT Council authorize the Mayor and Town Clerk to execute the Form of Agreement between the Town of Aurora and the successful bidder, for the supply and operation of street sweepers. General Committee Meeting No. 09-12 Tuesday, March 10, 2009 Page 5 of 10 9. PW09-013 — Award of Bid PW2009-04 — For the Contracted Service pg. 130 of Providing Emergency Drain and Plumbing Services RECOMMENDED: THAT Bid PW2009-04 — For All Labour and Equipment Required for Providing 24 Hour Emergency Drain Services, be awarded to Mr. Rooter Plumbing for $61,425.00 (exclusive of GST) per year with the option to renew for a further two one-year periods; and THAT Council authorize the Mayor and Town Clerk to execute the Contract Agreement between the Town of Aurora and. the successful bidder. 10. PW09-014 — Submission of Annual Drinking Water Quality Report pg. 135 RECOMMENDED: THAT Council receive report PW09-014 for information, on the mandated regulatory reporting of the Town's Drinking Water System, Schedule 22 — Summary Report. 11. PW09-016 — Cooperative Buyers Group Purchase Order Renewals pg. 146 RECOMMENDED: THAT Council receive this report for Information; and THAT the Town issue a purchase order for Suncor Energy Products in the amount of $170,000 for fuel supply in accordance with the Region of York Public Tender CT-06-01; and THAT the Town issue a purchase order for Floyd Preston Ltd. in the amount of $150,000 for salt and winter aggregate supply in accordance with the Region of York Public Tender CT-07-01; and THAT funding for these services be approved in advance of the final 2009 budget. General Committee Meeting No. 09-12 Tuesday, March 10, 2009 Page 6 of 10 12. PL09-028 - Application for Exemption from Part Lot Control Alcorn Gate Home Builders Inc. Plan 65M-4075, Lots 1, 2,119,120 and 121 File D12-PLC-03-09 (Related File 1312-00-1A) RECOMMENDED: pg. 149 THAT Council approve the application for exemption from Part Lot Control made by Alcorn Gate Home Builders Inc. to divide Lots 1,2,119,120 and 121 Plan 65M-4075 into ten separate lots; and THAT Council enact By-law 5117-09.D. 13. PL09-029 - Application for Site Plan Approval pg. 155 Cherry Hill Park Developments Inc. 126 Don Hillock Drive Lot 5, 65M-3974 File D11-01-09 RECOMMENDED: THAT subject to any issues or comments raised by Council, Site Plan Application D11-01-09 be approved to permit a multi -unit industrial building; and THAT Council authorize the Mayor and Town Clerk to execute a Site Plan Agreement between the Owner and the Town of Aurora. 14. PL09-030 - Application for Minor Site Plan Approval pg. 163 Cir-Real Holdings Ltd. 100 Engelhard Drive File D11-03-09 RECOMMENDED: THAT report PL09-030, regarding a warehouse expansion at 100 Engelhard Drive, be received as information. General Committee Meeting No. 09-12 Tuesday, March 10, 2009 Page 7 of 10 15. LS09-004 — Domestic Pets in Municipal Facilities By-law pg. 170 RECOMMENDED: THAT Council authorize Leisure Services and By-law Services staff to draft a by-law restricting the access of domestic animals in municipal facilities, with the exception of service dogs assisting people with a disability or impairment. 16. LS09-008 — Ms Myriam Schut and Mr. Colin Partridge pg. 172 Delegation re: Tree Carving at 65 Spruce Street Aurora RECOMMENDED: THAT Council not support the carving of trees on public property. 17. LS09-009 — Aurora Community Centre HVAC Automated Controls pg. 177 System I" 19 RECOMMENDED: THAT Council award the contract for the supply and installation of an HVAC Automated Controls System at the Aurora Community Centre to Johnson Controls in the amount of $58,625.00. LS09-011 — Hartwell Challenge at Aurora Community Centre RECOMMENDED: pg. 179 THAT Council waive the parking lot and facility permitting fees to host the 2009 Hartwell Challenge. FS09-006 — Annual Debt Repayment Limits RECOMMENDED: THAT report FS09-006 be received pg. 182 General Committee Meeting No. 09-12 Tuesday, March 10, 2009 Page 8 of 10 20. FS09-011 - Council and Local Board Members Remuneration pg. 187 and Expenses for 2008 RECOMMENDED: THAT report FS09-011, Council and Local Board Members Remuneration and Expenses for 2008, be received. 21. ADM09-001 — Request for Proposal for a Review of the Corporate pg. 190 Organization Structure of the Town of Aurora RECOMMENDED: THAT the Request for Proposal for Corporate Organization Structure Review of the Town of Aurora, attached to report ADM09-001, be issued. 22. C09-003 — Council Pending List pg. 196 RECOMMENDED: THAT the Council Pending List be received for information. 23. ADM09-002 — Offer to Purchase from 1769123 Ontario Inc. pg. 236 Unopened Road Allowance Known as Park Street RECOMMENDED: THAT the Offer to Purchase Agreement be accepted and that staff be authorized to take all necessary steps to give effect to the same; and THAT Council enact at the next available Council meeting, By-law 5119- 09.1- to close Park Street on Plan 231 and to declare as surplus and sell Park Street, Part of Lots 3, 4, 5, 8, 9, 10 and 11, Part Reserve and Part of Closed Centre Street on Plan 231, Town of Aurora at the next Council meeting. General Committee Meeting No. 09-12 Tuesday, March 10, 2009 Page 9 of 10 24. PL09-001 — 2C Lands Secondary Plan Study Terms of Reference/ pg. 251 Financial Impact Analysis RECOMMENDED: THAT Council receive report PL09-001, being an update on the Financial Analysis for the "2C Planning Area"; and THAT Council authorize staff to complete the "Terms of Reference" for the comprehensive review and preparation of a Secondary Plan for the 2C lands and that the completed Terms of Reference be presented to Council at a subsequent meeting; and THAT the 2C Secondary Plan Terms of Reference include a more detailed fiscal analysis, with the goal of advance of positive fiscal benefits to be completed upon the Council selection of a preferred development option for the 2C Planning area. 25. Correspondence from Ballymore Development (Bathurst) Corp. pg. 258 Re: Naming of Jaekel Park RECOMMENDED: THAT Council provide direction. 26. Correspondence from the Town of Markham pg. 261 Re: Federal Tax Incentives for Heritage Properties Landmarks Not Landfill Campaign — Heritage Canada (7.3, 16.11) RECOMMENDED: THAT Council receive the correspondence from the Town of Markham and support the recommendations provided. 27. Correspondence from York Region pg. 270 Re: Replacement of Municipal Representative for the Credit Valley Toronto Region and Central Lake Ontario Region Source Protection Committee as Required by the Clean Water Act RECOMMENDED: THAT Council provide direction. General Committee Meeting No. 09-12 Tuesday, March 10, 2009 Page 10 of 10 28. Correspondence from the Ministry of Community Safety and pg. 277 Correctional Services Re: Emergency Management Activities RECOMMENDED: THAT Council receive the correspondence for information. 29. Correspondence from the Association of Municipalities pg. 279 of Ontario Re: AMO Report to Members on January 2009 Board Meeting RECOMMENDED: THAT Council receive the correspondence from the Association of Municipalities of Ontario for information. 30. Correspondence from the City of Hamilton pg. 282 Re: Bill 138 — Protection of Public Participation Act, 2008 RECOMMENDED: THAT Council provide direction. GENERAL COMMITTEE - MARCH 10, 2009 Feb 9 Sp GC Minutes - 1 AupzQRA TOWN OF AURORA 'SPECIAL GENERAL COMMITTEE MEETING MINUTES NO. 09-06 Council Chambers Aurora Town Hall Monday, February 9, 2009 COMMITTEE MEMBERS Mayor Morris in the Chair; Councillors Buck (arrived at 7:11 p.m.), Collins-Mrakas (arrived at 7:13 p.m.), Gaertner, Gallo, Granger, MacEachern, McRoberts and Wilson MEMBERS ABSENT None OTHER ATTENDEES Chief Administrative Officer, Director of Corporate Services/Town Clerk, Director of Leisure Services, Director of Planning, Director of Public Works, Director of Financial Services/Treasurer. Manager of Legislative Services/Deputy Clark, Acting Financial AnalystlBudget Supervisor and Council/Committee Secretary Mayor Morris called the meeting to order at 7:00 p.m. I DECLARATIONS OF PECUNIARY INTEREST There were no declarations of pecuniary interest under the Municipal Conflict of IntefestAct. A APPROVAL OFAGENDA General Committee recommends: THAT the agenda as circulated by the Corporate Services Department, with the following addition, be approved as presented: A Revised Material — Item 1 - FS09-008 Capital Fund Report to December 31, 2008 Al DELEGATIONS None CARRIED -1. GENERAL COMMITTEE - MARCH 10, 2009 Feb 9 Sp GC Minutes - 2 Special General Committee Minutes No. 09-06 Monday, February 9, 2000 Page 2 of 3 IV CONSIDERATION OF ITEMS 1. F509.008 - Capital Fund Report to December 31, 2008 Public Works - Sanitary Sewer System Improvements - Project #42024 - Sediment Removal from SWM Facilities and Project #42027/42034 - Stormwater Management Remedial Strategy General Committee recommends: THAT Project #42024 - Sediment Removal from SWM Facilities and Project #42027142034 - Stormwater Management Remedial Strategy be closed and the funds be allocated to an appropriate reserve fund. CARRIED Leisure Services - Parks - Protect 973016 - Baseball Facility General Committee recommends: THAT a copy of the consultant's report, which was provided to staff regarding the baseball facility, be provided to Council. CARRIED General Committee recommends: THAT the Director of Leisure Services provide a report outlining -a new philosophy regarding soccer field fencing, and specifically addressing Confederation Park. CARRIED Leisure Services - Parks - Proiect #73063 - Mountain Bike Course General Committee recommends: THAT the project be closed and that the funds be transferred to Cash in Lieu of Parkland; and THAT, should the project be required in the future, a new Capital Project Sheet be completed. CARRIED General Committee recommends: THAT report F309.008 - "Capital Fund Report to December 31, 2008" be received; and THAT a new Discretionary Reserve Fund, to be known as the Accessibility Discretionary Reserve Fund, be established; and THAT Council authorize the re -allocation of capital project closing balances, as Identified In Attachment #2 of report FS09-008. CARRIED -2- GENERAL COMMITTEE - MARCH 10, 2009 Feb 9 SP GC Minutes - 3 Special General Committee Minutes No. 09.06 Monday, February 9, 2009 Page 3 of 3 General. Committee recommends: THAT the Director of Financial Services provide a report pertaining to the Accessibility Advisory Committee expending funds for capital items. CARRIED 2. Memorandum from the Director of Finance/Treasurer Re: 2009 Capital Budget General Committee recommends: THAT staff bring back a comprehensive fleet management report, Including a detailed description of the difference between leased vehicles versus purchased vehicles, Indicating how many vehicles were leased in 2007 versus 2000, as well as a description of the staffing complement to drive the request for new vehicles. CARRIED General Committee recommends: THAT the fleet report be received. CARRIED General Committee recommends: THAT the Financial Services section of the Capital Budget be received. CARRIED General Committee recommends: THAT the Library Carpet project #72073 be moved below the line. CARRIED V ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 10:02 p.m. CARRIED THE REPORT OF THE SPECIAL GENERAL COMMITTEE MEETING 09-06 WAS CONSIDERED AND APPROVED BY COUNCIL AT ITS MEETING HELD ON TUESDAY, FEBRUARY N, 2009. PHYLLIS M. MORRIS, MAYOR LUCILLE KING, TOWN CLERK -3- GENERAL COMMITTEE - MARCH 10, 2009 Feb 17 GC Minutes - 1 AuRoRA TOWN OF AURORA GENERAL COMMITTEE MEETING MINUTES NO. 09-07 Counoil Chambers Aurora Town Hall Tuesday, February 17, 2009 COMMITTEE MEMBERS Councillor MacEachern in the Chair; Mayor Morris, Councillors Buck, Collins-Mrakas (arrived at 7:06 p.m.), Gaertner, Gallo, Granger, McRoberts and Wilson MEMBERS ABSENT None OTHER ATTENDEES Chief Administrative Officer, Director of Corporate Services/Town Clerk, Director of Building, Manager of Parks, Director of Planning, Director of Public Works, Director of Financial Services/Treasurer, and Council/Committee Secretary Councillor MacEachern called the meeting to order at 7:04 p.m. DECLARATIONS OF PECUNIARY INTEREST There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. R APPROVAL OFAGENDA General Committee recommends; THAT theagenda as circulated by the Corporate Services Department, with the following additional Items, be approved; New Delegation (a) — Ms Sher St, Kitts Re: 2.009 Canada Day Parade Budget Proposal New Closed Session Item — Personal matters about an Identifiable Individual, including municipal or local board employees CARRIED III ADOPTION OF PREVIOUS MINUTES Special General Committee Meeting Report No. 09.02 Saturday, January 31, 2009 Special General Committee Meeting Report No. 09-03 Monday, February 2, 2009 -4- GENERAL COMMITTEE - MARCH 10, 2009 Feb 17 GC Minutes - 2 General Committee Minutes No. 09.07 . Tuesday, February 17, 2009 Page 2 of 7 Special General Committee Meeting Report No. 09.04 Tuesday, February 3, 2009 General Committee Meeting Report No. 09.05 Tuesday, February 3, 2009 General Committee recommends: THAT the Special General Committee Meeting minutes 09-02, dated Saturday, January 31, 2009, the Special General Committee Meeting minutes 09-03, dated Monday, February 2, 2009, the Special General Committee Meeting minutes 09-04, dated Tuesday, February 3, 2009 and the General Committee Meeting minutes 09-05, dated Tuesday, February 3, 2009 be adopted. CARRIED IV DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 1, 2, 4.5. 6, 0, 910, 11 and 12 were Identified for discussion. V ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION General Committee recommends: THAT the following recommendations respecting the matters listed as "Items not Requiring Separate Discussion" be adopted as submitted to the General Committee and staff be authorized to take all necessary action required to give effect to same: 3. HACOO.02 — Heritage Advisory Committee Meeting - February 5, 2009 THAT the Heritage Advisory Committee Meeting minutes from the February 5, 2009 meeting be received and the recommendations contained therein be approved. PL09-020 — Planning Applications Status List THAT the Planning Applications Status List be received as Information. CARRIED V1 DELEGATIONS (a) Ms Sher $1. Kitts Re: 2009 Canada Day Parade Budget Ms Sher St. Kitts addressed General Committee to request a budget of $11,600 for the 2009 Canada Day Parade, General Committee recommends: THAT the comments of the delegate be received and referred to the 2009 Leisure Services operating budget for consideration. CARRIED -5- GENERAL COMMITTEE - MARCH 10, 2009 Feb 17 GC Minutes - 3 General Committee Minutes No. 09.07 Tuesday, February 17, 2009 Page 3 of 7 V11 PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE None VIN CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION ARTS09.01 — Arts and Culture Advisory Committee Meeting January 29, 2009 General Committee recommends, THAT the Arts and Culture Advisory Committee Meeting minutes from the January 29, 2009 meeting be received and the recommendations contained therein be approved. CARRIED 2. AAC09.02 — Accessibility Advisory Committee Meeting - February 4, 2009 (1) Full Service Gas Station Petition General Committee recommends: THAT the Full Service Gas Station Petition be received for information; and THAT staff be requested to contact the individuals who signed the Full Service Gas Station Petition, to advise them of the new availability of full - service at the Canadian Tire gas station located on Yonge Street at Edward Street during the hours of propane service; and THAT staff be requested to determine details of the service to be provided and how clients can go about receiving the proposed full -service at the Canadian Tire gas station on Yonge Street at Edward Street; and THAT staff be requested to investigate the feasibility of posting this information on the Town's website; and THAT a letter of thanks be sent from the Mayor's Office on behalf of Council to the Manager of Canadian Tire for agreeing to provide this much needed service in Aurora. CARRIED General Committee recommends: THAT the balance of the Accessibility Advisory Committee Meeting minutes from the February 4, 2009 meeting be received and the recommendations contained therein be approved. CARRIED General Committee recommends: THAT the Procedural By-law be waived In order to pull Item 4 for discussion. CARRIED -6- GENERAL COMMITTEE - MARCH 105 2009 Feb 17 GC Minutes - 4 General Committee Minutes No. 09.07 Tuesday, February 17, 2009 Page 4 of 7 4. EAC09.02 — Environmental Advisory Committee Meeting - February 5, 2009 DELEGATIONS (a) Mr. Jim Kyle, Manager of Policy Planning Re: Growth Management General Committee recommends: THAT the delegation from Mr. Jim Kyle, Manager of Policy Planning regarding growth management be received for information; and THAT a working group of the Environmental Advisory Committee be formed to look into sustainable environmental policies within Town of Aurora developments. CARRIED General Committee recommends: THAT the Environmental Advisory Committee Meeting minutes from the February 5, 2009 meeting, as amended, be received and the recommendations contained therein be approved. CARRIED S. BA09-002 — Four -Sided Pool Enclosure General Committee recommends: THAT Council recelve report BA09.002 — Four Sided Pool Enclosure, as information. CARRIED 6. LS09.008 — Ms Myriam Schut and Mr. Colin Partridge Delegation Regarding Tree Carving at 65 Spruce Street, Aurora General Committee recommends: THAT the matter be referred back to staff to provide recommendations for Council's consideration, CARRIED 8. PL09-025 — Consultant Retainer for the Yonge•Wellington Corridor Study General Committee recommends: THAT a contract be approved to retain the consulting team led by the Planning Partnership to undertake the Yonge Wellington Corridor Study to an upset limit of $149,923.00. including GST; and THAT $80,000 be pre -approved in the 2009 Capital Budget to be added to the 2008 Capital Budget amount of $70,000 to complete the study; and THAT the Mayor and Clerk be authorized to sign the necessary documents. CARRIED -7- GENERAL COMMITTEE - MARCH 10, 2009 Feb 17 GC Minutes - 5 General Committee Minutes No. 09-07 Tuesday, February 17, 2009 Page 5 of 7 9. PW09.006-Train Anti -Whistle Update General Committee recommends: THAT Council authorize the expenditure of $6,800 plus GST for UMA Engineering Ltd. to update the Crossing Assessment Report for the four crossings, as requested by Transport Canada; and THAT the funds to undertake this study are available from the Municipal Capital Reserve Fund. General Committee considered the following amendment: THAT a chronology be provided to the public including that Transport Canada has requested the update to the Crossing Assessment Report, CARRIED The recommendation was CARRIED AS AMENDED. 10. PW09.009 - Early Approval of Capital Projects General Committee recommends: THAT Council grant early approval for the following 2009 Capital Projects In advance of budget approval: • Capital Project 43030, Structural Watermain Relining ($350,000); • Capital Project 42022, Wastewater Infrastructure Rehabilitation Program ($350,000); • Road Reconstruction; Capital Project 31072, Reconstruction of Mary Street and Industry Street ($517,888; 31073, Reconstruction of Batson Drive and Moorecrest Drive ($1,823,851); and 31074, Reconstruction of Richardson Drive, Lee Gate, Hutchinson Road, Patrick Drive and Webster Road ($1,926,776); • Road Design: Capital Project 31075, Nesbit Drive and Sandusky Crescent ($87,925); 31076, Kemano Road, Sioux Gate, and Foreht Crescent ($115,900); 31077, Irwin Avenue ($27938), $1078 Davis Road and Jones Court ($60,925); • Stormwater Management Facility Reconstruction: Capital Project 42041, Environmental Assessment Addendum for the Design of the Reconstruction of Stormwater Management Facility SW2 located at northeast corner of Bathurst Street and McClellan Way ($10,000) and, Reconstruction of Stormwater Management Facility C1 located at southeast corner of Wellington Street East and Mary Street ($618,388). CARRIED -g- GENERAL COMMITTEE - MARCH 10, 2009 Feb 17 GC Minutes - 6 General Committee Minutes No. 09.07 Tuesday, February 17, 2009 Page 0 of 7 11. Memorandum from the Chief Administrative Officer Re: Changes to Council and General Committee Report Template General Committee recommends: THAT the memorandum from the Chief Administrative Officer regarding Changes to Council and General Committee Report Templates be received for information. CARRIED 12. FS09.007 — Development Charges Study General Committee recommends: I THAT the purchasing policy be waived and that we sole source the service of Hemson,Consulting Ltd. to complete the Development Charges Study for a cost of $45,000.00. CARRIED IX NEW BUSINESS/GENERAL INFORMATION— COUNCILLORS General Committee recommends: THAT the Procedural By-law be waived In order to put Item 1 on the table for discussion again. CARRIED 1. ARTS09.01 —Arts and Culture Advisory Committee Meeting January 29, 2009 (3) Review of Arts and Culture Advisory Committee Terms of Reference General Committee recommends: THAT the following recommendation be referred to the Chief Administrative Officer for his consideration and comment: "The Office of the Chief Administrative Officer will provide technical support to the committee." CARRIED Mayor Morris requested the Director of Corporate Services/Town Clerk to address the process of agenda distribution to which the Director responded and requested that the General Committee agendas be distributed on Fridays rather than Wednesdays, which was generally agreed to by Mayor and Council. Councillor Granger advised that he will provide a memo on behalf of the Farmers' Market for the February 21, 2009 Operating Budget meeting addressing the Issue of using the band shell at Town Park, Mayor Morris introduced Julia Vassileyeva , a grade 12 co-op student from Dr. G.W, Williams High School who will be with the Town until June, working In the Mayor's Office. .9- GENERAL COMMITTEE - MARCH 10, 2009 Feb 17 GC Minutes - 7 General Committee Minutes No. 09.07 Tuesday, February 17, 2009 Page 7 of 7 X CLOSED SESSION General Committee recommends; THAT General Committee resolve Into a Closed Session to consider: Personal matters about identifiable individuals, Including municipal or local board employees. CARRIED XI ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 8:51 p.m. CARRIED THE REPORT OF THE GENERAL. COMMITTEE MEETING 09-07 WAS CONSIDERED AND APPROVED BY COUNCIL AT ITS MEETING HELD ON TUESDAY, FEBRUARY 24, 2009, PHYLLIS M. MORRIS, MAYOR LUCILLE KING, TOWN CLERK - 10- GENERA&o l0" MARCH 10, 2009 yow'r& iro gOO46 CocacpaMy Delegation a - 1 MEMORANDUM CorporateServices Date: March 10, 2009 To: Mayor and Members of Council From: Cindy Janzen Re: Delegation Request from Mr. Jim Zacher Attached please find: • Correspondence from Mr. Jim Zacher outlining the DOVE 2009 Event request for support • Correspondence from CCAA (Canadian Centre for Abuse Awareness), re: 2nd Annual DOVE Event • Press Release • A Council extract adopted at Council on Tuesday, March 25, 2008 • Report LS08-026, re: Dove 2008 (Determined to Oppose Violence Everywhere) RECOMMENDATION: THAT Council: E✓ Receive for information ❑ Endorse the recommendations ❑ Provide direction - 11 - GENERAL COMMITTEE - MARCH 10, 2009 Delegation a - 2 Re: DOVE 2009 Event March 10, 2009 Good evening Madame Mayor, Councillors and Staff, t� oppose Piore re 0 0 1 4, ,�� w 10 DOPE 2008 Going the Distance/ Once again, and in order to make this event as successful as possible, we are asking support from the community, support that can take many forms. • We ask that the Aurora Council repeat the gesture from 2008 to provide the facilities free of charge, which would include the floor time and auditorium usage at the ACC for the duration of the event, a gesture that will allow us to earmark additional funds for donation. This support will be applied towards the Councillor's Cup (see below). • To the individual members of the council and staff, we challenge you to take part in the lacrosse;event by taking part in the rematch of last year's one hour challenge match against those dreaded foes, the Newmarket Councillors, and this year the stakes are even greater: for DOVE 2009, we will keep score of this aspect of the entire game, with the winning side taking home the first annual DOVE Councillor's Cup, which has three major components. The details of the three-part challenge include: i) the score of the one hour game; ii) the total amount of money pledged by each side; and iii) which group has created the biggest buzz about this event up and including the game. • To secure a. letter of support from the Mayor and council for the DOVE 2009 Campaign. • To proclaim June 12 & 13, 2009 as DOVE days. No matter the outcome of this segment of the DOVE 2009 contest, the spirit of cooperation, camaraderie, and 'concern for the cause —the collective spirit Determined to Oppose Violence Everywhere —will go a long way toward breaking the cycle and moving toward a healthier, happier society. James Zaeher & Grady Robson DOVE 2009 Executive Aurora Masters Lacrosse Executive Chief Bottle Washers -12- GENERAL COMMITTEE - MARCH 10, 2009 Delegation a - 3 February 4, 2009 Abawllwtamm COnWIn Co,Illvloe PbWO r::vv,Mn1 I�v:1.mmwJpNA�mM ....... Ma . Martin KrUxa Mamorialrle! Fund To Whom It May Concern: 1151 Gorham$treet On behalf of the Canadian Centre for Abuse Awareness, I would like to thank the Aurora umr$Newmorket Masters Lacrosse Association for organizing the 2ndAnnual DOVE(Determined to Oppose ON Oyey1 Violence Everywhere) Celebration event in 'support of CCAA. T 905.967.06117 1:800379.98s8 Last year you raised nearly $50,000 and as a result were instrumental In helping over F. 90A90..0625 200,000 individuals in 125 agencies and shelters that CCAA supports across Canada. Your Executive Committee has grown In membership and enthusiasm and we know that this " ear's event is going to be even bigger and betterl We are planning additional outdoor Y g g gg p g activities forthe whole family and have already caught the attention of our media www,"busoh"rtxcom supporters. s s We, the staff and volunteers at CCAA, are also determined to make the world a safer place j for our children and grandchildren and to have such an organization as the Ontario Lacrosse Association on board with the Aurora Masters in support of our charity is both encouraging r: and humbling. s f On behalf of the DOVE Executive and the CCAA, I would also like to personally express my - " gratitude for Rick Mercer's continued support In providing another PSA to promote both + %" 17 DOVE 2009 and the CCAA's work here and across Canada! Rick's PSA has become a beacon, drawing communities and rnedia attention to this event, „`; . We are grateful for all the sponsors that generously donated and lent their support last year. I would like to encourage corporate partnership, volunteer participation and registrants everywhere to get on board with the 2n'Annual DOVE 2009 Celebration June 12tb & June 13tb lacrosse marathon. Ner Nonor Ruth Anil Onley _ Abuse hurts everyone...help' us give a voice to victims and end the cycle. Together, we can Ellen Campbell ma ke a difference! '. . Advisorylionrd mum; Ea,rtMo Sincerely, - Cn.:miis:o^eKirr Davirl Young i„:noon i'rlc::I i'rr::vn q7+ Fo,O!r, t?8nm,,y C,epf4Ul 07)(011J Scott Newark Ellen Campbell, tC'ill!tV„1lam" l Founder, Executive Director. A,,,;;,., rmmervir<reAsh. � ;;rice ;! Lorretto Merritt -13- GENERAL COMMITTEE - MARCH 10, 2009 Delegation a - 4 PRESS RELEASE - .FOR IMMEDIATE RELEASE CONTACTS: Grady Robson - Executive Member of Aurora _Masters Lacrosse - www.amll.da w raydon.robson(ir)amnil.com 905 713-5638 James Lacher - L)irector of Aurora Masters Lacrosse - www.amll.ca zacher(cr evr.yorku.ca 416 712-7080 DOVE 2009 - Determined to Oppose Violence Everywhere! 37 Hour Charity Lacrosse Game Going the distance! www.laxdove.ca Aurora Community Centre —Rink #1, Aurora Ontario, Canada Starting June 12, 2009 at 5:00 am Ending Juice 13, 2008 at 7:00 pm Media Hour -- June 12 from 5:00 to 6:00 pm It started as a "What if" during an otherwise ordinary mid -winter breakfast gab -session, and after three frantic months of preparation, it came to life as an extraordinarily successful 25 hour charity lacrosse game at an Anl'Ora rink. The overwhelming success has led us to DOVE 2009, to be held from June 12u' through June 13"i, 2009 at the Aurora Community Centre, and the 37 hour long event promises to be even bigger and even better in its sophomore year. We thank all those who helped to make DOVE 2008 a resounding success, and now we need to enlist all of You once again to assist us this year to achieve our dual goals of promoting the game of lacrosse, and raising both awareness and funds for the Canadian Centre for Abuse Awareness (www.abu sehu rts. com), I..ast year's game produced a series of very impressive statistics, starting with the 584 goals scored during the 25 hour contest (a natural tie of 292-292), next came the contribution of over 175 participants and volunteers, and which resulted in generating over $47,000 for the CCAA. Another amazing DOVE 2008 statistic is the 3.2 million media contact hits generated from the various media outlets (highlights here include Rick Mercer's public service announcement, the Toronto Sun's two'/4 page four colour advertisements, Q 107's own Ryan Parker participating and recording on video his first experience as a (sort of) lacrosse goalie, numerous announcements on 640 AM and Q 107, Sportsnet and newspaper interviews, local and regional events calendars, sponsorship pages on the CCAA and the DOVE 2009 websites, placement on -14- GENERAL COMMITTEE - MARCH 10, 2009 Delegation a - 5 the commemorative poster, and exclusive rights for product/service specialty). A truly noteworthy statistic uses the numbers 14 and 1500:. these numbers are extremely significant to us, since the benchmark of exemplary participation at the '09 event will be based on the efforts of last year's 14 players who each generated in excess of $1,500 in pledges --an outstanding contribution by dedicated, committed members of our extended lacrosse community. For DOVE 2009, we have established a number of lofty yet achievable goals. In no particular order, this list sets out a few of these goals: • A challenge to all participants to bring along at least two friends with you for tills year (these friends can'play, volunteer, or take part in some of the other activities taking place this year); • All players are challenged to secure pledges in excess of $600 (there will be incentives provided to those individuals who meet various benchmarks; at the end of the DOVE 2008 event, for example, 3 of the high-fliers were rewarded by participating in a memorable round of golf with Toronto Maple Leaf legend Johnny Bower as a special thank you; • At the conclusion of our 37 hour event this year, at about 7:00 1'M on Saturday June 13"i, we would like to arrange a huge group photo that captures At,], participants in the DOVI3 2009 game; • We will support and promote an outstanding lacrosse initiative spearheaded by Toronto Rock legend Jim Veltman, his "Spirit of the Stick" project, a programme that reaches out to members of the community by promoting lacrosse ---fostering life skills, nurturing self- esteem, and inspiring community involvement; • To establish new world records for the longest continuous lacrosse game and the longest ever non-stop lacrosse festival. These are just the first series of goals we have established —there will be plenty more to come in the months to follow. In addition to our lofty goals, we will once again run the highly successful silent auction. We hope to have outstanding items like we had last year, when we offered everything from white - water rafting weekend getaways to Argonauts tickets to high calibre lacrosse memorabilia (Josh Sandorson's Toronto Rock equipment bag, including helmet and gloves; an autographed game used Jim Veltman lacrosse stick; and Bobby Watson autographed game worn goalie shin pads to name just a few of the item of the items that should have been bound for the Hall of Fame that our participants were able to add to their own archives). We encourage you to consider donating items which can be included in the auction this year. Tax receipts will be available to the donors in the amount of the retail value of the product or service offered. Another aspect of the DOVE 2009 campaign is to request support from the corporate community. We offer the challenge of matching every hour we'play with a $100 or more in -15 GENERAL COMMITTEE - MARCH 107 2009 Delegation a - 6 donation to the CCAA. Again, corporate sponsors will be front and centre in the media stream for this event. But more importantly, everybody wins! Finally, the CCAA and the Toronto Rock Road Show will be in attendance all day on Saturday June 13t" to put on a "Family Day" in the parking lot of the Aurora Community Centre. There will be games, rides, and activities available to all, including some lacrosse related activities. We are honoured by the overwhelming support from the Ontario Lacrosse Association, The Masters Division of the OLA, the'rowns of Aurora and Newmarket, and so many more from the community. We have a growing list of DOVE co-chairs which include Ellen Campbell, Director ofthe CCAA, Jim Veltman, Brian Shanahan, Ryan the Kid from Q107, Bruce Barker from the West with more to come! At this early date these are a few of the highlights in store for the DOVE 2009 lacrosse extravaganza. We look forward to counting you in as a participant in this truly worthwhile event. Going the Distancel -16- GENERAL COMMITTEE - MARCH 10, 2009 Delegation a - 7 AuRoRA. EXTRACT FROM GENERAL COMMITTEE MEETING NO. 08.14 HELD ON TUESDAY, MARCH 18, 2008 & ADOPTED AT COUNCIL ON TUESDAY, MARCH 25, 2008 W DELEGATIONS (a) Mr. Jim Zacher . Re: DOVE 2008 (Determined to Oppose Violence Everywhere) Mr. Jim Zacher addressed General Committee to provide information regarding a lacrosse game which will be played on June 13, 2008 at the Aurora Community Centre in order to raise funds for the Canadian Centre for Abuse Awareness. The campaign is entitled DOVE 2008 (Determined to Oppose Violence Everywhere), Mr. Zacher requested support as follows: That the Town of Aurora assume the costs for the facilities for the event, including the floor, auditorium, boardroom rental costs and staffing; and ➢ That Council consider participating in the opening and closing ceremonies; and ➢ That Council consider joining the players on the floor to play against Newmarket Council during the first hour of the game — or acting as an honourary coach to demonstrate support for the project; and Y That Council and staff support the Canadian Centre for Abuse Awareness by collecting pledges for the event; and > That Council proclaim June 13, 2008 as "DOVE Day'; and ➢ That Council provide written support in the form of a letter which would be posted on the website and placed in the participants' registration packages. General Committee recommends: THAT the comments of the delegate be received; and THAT the matter be referred to the Director of Leisure Services fora report to outline the fixed and variable costs associated with the event. CARRIED CORRESPONDENCE SENT BY: ACTION DEPT.- Leisure INFO DEPT.: , Fending 17- GENERAL COMMITTEE - MARCH 10, 2009 Delegation a - 8 / TOWN OF AURORA AURORA GENERAL COMMITTEE REPORT No. LS08-026 SUBJECT: Dove 2008 (Determined to oppose Violence Everywhere) FROM: Allan D. Downey, Director of Leisure Services DATE: May 6, 2008 RECOMMENDATIONS THAT this report be received by Council for information and that Council provide direction on the preferred option. BACKGROUND On March 18, 2008 a delegation was made to General Committee by Mr. Jim Zacher regarding a Lacrosse Tournament on June 13"' and 14", 2008 at the Aurora Community Centre in support of the Canadian Centre for Abuse Awareness. At that meeting the following motion was recommended: V1 DELEGATIONS (a) Mr. Jim Zacher Re: DOVE 2008 (Determined to Oppose Violence Everywhere) General Committee recommends: THAT the comments of the delegate be received; and THAT the matter be referred to the Director of Leisure Services for a report to outline the fixed and variable costs associated with the event, CARRIED Council approved the motion on March 25, 2008. COMMENTS Staff have investigated the request of Council and have determined that fixed costs of (staffing) accommodating this tournament is $266.04, At present there are no other individuals requesting to permit the facility during the time of the Tournament representing no lost opportunity. The permit fee, for this event is $1,611.00 (see attached). 12 -18- GENERAL COMMITTEE - MARCH 10, 2009 Delegation.a - 9 May 6, 2008 .2- Report No. LSOO.026 OPTIONS 1. Council may recommend that the applicant pay the rental fee of $1,611.00. 2. Council may recommend that the applicant pay a reduced rental fee of $266,04. 3. Council may recommend that the fee be waived. .FINANCIAL IMPLICATIONS Depending on the option selected by Council. CONCLUSIONS The fundraising efforts of Dove 2008 are to be applauded and staff request Council's direction regarding the desired option, LINK TO STRATEG19 PLAN Goal C: Promote a healthy environment that fosters social and physical well being Goal D: Ensure transparent, accountable and open governance in concert with informed and involved citizens Objective C4: Encourage healthy lifestyles by promoting healthy, active lifestyle choices Objective CS: Promote community involvement and volunteerism opportunities. Objective D.1: Continue the commitment of fiscal responsibility and accountability Objective 133: Be accountable and transparent to residents by ensuring open and accessible information flow and accessible decision -making ATTACHMENTS Attachment 41; Extract from Council dated March 25, 2008. Attachment #2; Memo from Judy Sherin, Facility Bookings Administrator, April 22, 2008. Attachment #3; Email to Mayor Morris dated March 2, 2008. Attachment #4; Dove 2008 Event Correspondence dated February 24, 2008. PRE -SUBMISSION REVIEW Management Team Meeting, Wednesday, April 23, 2008. Prepared by: Allan D. Downey, Director of Leisure Services - Ext 4752 Allan D. Downey, n S. Rogers Director of Leisure Services Chief Administrative Officer -19- GENERAL COMMITTEE - MARCH 10, 2009 Delegation a - 10 Auikoi2A EXTRACT FROM GENERAL COMMITTEE MEETING NO. 08-14 HELD ON TUESDAY, MARCH 18, 2008 & ADOPTED AT COUNCIL ON TUESDAY, MARCH 26, 2008 VI DELEGATIONS (a) Mr. Jim Zacher Re: DOVE 2008 (Determined to Oppose Violence Everywhere) Mr. Jim Zacher addressed General Committee to provide information regarding a lacrosse game which will be played on June 13, 2008 at the Aurora Community Centre in order to raise funds for the Canadian Centre for Abuse Awareness. The campaign is entitled DOVE 2008 (Determined to Oppose Violence Everywhere). Mr. Zacher requested support as follows: A That the Town of Aurora assume the costs for the facilities for the event, including the floor, auditorium, boardroom rental costs and staffing; and A That Council consider participating in the opening and closing ceremonies; and A That Council consider joining the players on the floor to play against Newmarket Council during the first hour of the game — or acting as an honourary coach to demonstrate support for the project; and A That Council and staff support the Canadian Centre for Abuse Awareness by collecting pledges for the event; and A That Counoll proclaim June 13, 2008 as "DOVE Day'; and A That Council provide written support in the form of a letter which would be posted on the website and placed in the participants' registration packages. General Committee recommends: THAT the comments of the delegate be received; and THAT the matter be referred to the Director of Leisure Services for a report to outline the fixed and variable costs associated with the event. CORRESPONDENCE SENT BY: ACTION DEPT.: rLeisure INFO DEPT ., CdMIAME -20. GENERAL COMMITTEE- MARCH 10, 2009 Delegation a - 11 DEI�'ARTMENT OF LEISUitE SERVICES i TO: At Downey, Director of Leisure Services From: Judy Sherin, Facility Bookings Administrator Subject: Dove Fundraising for24 hour Lacrosse Game Date: April 22, 2008 Attached please find the contract for Jim Zacher of the Aurora Masters Lacrosse League, This contract covers the cost of their 24 hour Lacrosse game for the floor rental and auditorium rental. There is a Jack & Jill party in the Auditorium on the Saturday evening of their event which we are unable to move, The Masters Lacrosse League will vacate this area by 1 pm on June 14, 2008. The Boardroom beside the Aurora Minor Hockey office is normally assigned for tournament use and this room will suffice for the remaining Saturday time. During the month of June, the Floor normally sits idle for Friday evenings and is rented for Saturday night and Sunday afternoons for ball hockey. This tournament for the Masters Lacrosse does not displace any users or any potential revenue we may have earned, Regards, :js C.C. A. Karmazyn, Manager of Facilities & Property GENERAL COMMITTEE - MARCH 105 2009 Delegation a - 12 AuwoRA Rental ContractlPormit Jim Zacher Jim Zacher 11 Murdock Avenue Aurora ON L4G 5E7, Department of Leisure Services 1 Municipal Drive, Box 1000, Aurora, Ontario L4G GA Tel: 905-726.4754 Contract #: 10713 User: jsherin Date: 22-Feb-08 Status: Contract' Town of Aurora hereby grants Jim Zacher (herelnafter called the "Lieonsoe") represented by Jim Zacher, permission to use the Facilities as outlined, subject to the Terms and Conditions of this Agreement contained herein and attached hereto all of which form part of this Agreement. NO PERSON SHALL USE A CAMERA, CELL PHONE OR PERSONAL DIGITAL ASSISTANT (PUNS, PALM PILOT, BLACKBERRY, ETC.) IN ANY CHANGE ROOM OR WASHROOM IN OUR FACILITIES. Parking on any spots field is prohibited unless permission has been specifically granted by the Leisure Services Department. In emergency situations please call our emergency on call pager at 416-235-8891. _ 1) Purpose of Use Meeting Lacrosse Tournament 11) Conditions of use Any damage to persons or property should be documented and a copy given to operational staff as soon as passible. INSTRUCTIONS TO APPLICANT; PLEASE SIGN THIS PERMIT AND RETURN COPY TO THE TOWN OF AURORA ALONG WITH YOUR PAYMENT, THANK YOU G.S.T. #124722109. IN THE EVENT OF ACCESS PROBLEMS CALL EMERGENCY PAGERAT416-235.8891 In) Delete) and Time(s) of Use # of Bookings: 6 Starting: Fri 13 Jun 08 01:00 PM Expeoted: 0 Ending; Sat 14 Jun 08 06:00 PM Faoil[WEgUipment Day Start Data Start Time End Date End Time Fee XFee Tax Total Community Centre - Rm, #1 Fri 13Jun-08 01:00 PM 14-Jun-08 12:00 AM $0,00 $0.00 $0,00 $0.00 Community Centre- Fri 13-Jun-08 03:00 PM 14-Jun-08 12:OOAM $326,71 $0,00 $16.29 $342.00 Auditorium Community Centre- Floor #1 Fri 13-Jun-08 03:00 PM 14-Jun-08 12:00 AM $402.66 $0.00 $20.14 $423.00 Community Centre- Sat 14-Jun-08 12:00 AM 14Jun-08 01:00 PM $0.00 $0.00 $0.00 $0.00 Auditorium Community Centre -Rm. #1 Sat 14-Jun08 12;00AM 14-Jun-08 05:16 PM $0.00 $0.00 $0.00 $0.00 Community Centre-Floor#1 Sal 14-Jun-08 12;00 AM 14-Jun-08 06:00 PM $605.71 $0.00 $4029 $846.00 Iv) Additional Fees v) Payment Method Rental Foes Extra Fees Tax Rental Total Damage Deposit Total Applied Balance Current $1,634.28 $0.00 $76.72 $1,611,00 $0.00 $0.00 $1.611.00 $0,00 vl) Other Information The undersigned has read and On behalf of the Licensee agrees to be bound by this Permif/Llriense and the Terms and Conditions contained herein and attached hereto, and hereby warrants and represents that he/she executes this PermiVLicense on behalf of the Licensee and has sufficient power, authority and capacity to bind the Licensee with his/her signature. PLEASE SIGN AND RETUR O E COPY OF THIS CONTRACT ALONG WITH PAYMENT TO THE ATTENTION OF THE LEISURE SERVICES DEPARTMENT. X: x: - Jim Zacher TOWN OP A RA' Jim Zachor Date:. _ Date: Page: 1 . 22 - GENERAL COMMITTEE - MARCH 10, 2009 Delegation a - 13 Sherin, Jud From: Jim Zacher [zacher@cvr.yorku.ca] Sent: Sunday, March 02, 2008 7:19 PM To: Morris, Phyllis Cc: Sherin, Judy Subject: Re: DOVE 2008 - Determined to Oppose Violence Everywhere! Going the Distance! Attachments: DOVE2008PIedge.pdf; DOVE2008Reg.pdf; DOVEParticipantpdf; RELEASE.pdf; CCAAHandout.pdf ldl DOVE200SPiedg DOVE20081leg,pDOVEPart!clpant. RELEASE.pdf CCAAHandout.p e.pdf(156 KB) df(178 KS) pdf(248 KB) (192 KB) 1(605 KB) Greetings Mayor Morris, Well things have come together extremely quickly over the past couple of days! The concept of supporting the Canadian Centre of Abuse Awareness by playing the longest, box lacrosse game (25 hours) starting on June 13 at the Aurora Community Centre has a few interesting twists and seems to caught the attention of a growing number of organizations, groups and individuals who want to help in some way. Thus far we have secured the support from the Ontario Lacrosse Association, the Toronto Rock Lacrosse organization, The Rochpster Kn.ighthawks organization, various other NLL players, the Newmarket Redbirds Minor Lacrosse Association, Adidas Canada, various media establishments (Television, Print and Radio) who have .indicated as interest to cover this event, various local businesses who will donate food, materials and manpower to support this event along with SportAurora and politicians and ministers from both the Provincial and Federal levels. In addition, we have a another layer.•of corporate sponsors who have been contacted for their support.. I've attached support documents for this event. If you could circulate them to your fellow councilors and staff.. in Leisure Services, I would greatly appreciate the effort. The DOVE 2000 website is laxdove.ca. We would like to receive.council support by absorbing all the rental fees for ACC One and the auditorium for the during of this event (approximately 52,100). In addition, since the Canadian Centre for Abuse Awareness is located in Newmarket, we will contacted the Newmarket Mayor and Council to play against your council in the opening hour of this event. Your letter welcoming the participants to Aurora along with any media coverage promoting this event would also be greatly appreciated. Finally, our group of OLA players have committed to secure at a minimum of $250 in pledges for this event, This effort will generate at least $45,000 for the CCAA. I would like to extent the same challenge to each of your councilors! Attached are a few revised support documents for this event. Our website is still www'.laxdove.ca Cheers, Jim DOVE 2008 coordinator .Aurora Masters Lacrosse President Stephen Crawley wrote: > Greetings Madam Mayor, > It was a pleasure meeting you briefly during the last SportAurora > executive meeting.' Your passion for enriching the lives of. all > Aurorians is quite energizing! I represent the Aurora Masters > Lacrosse Association. We have been providing the opportunity for all > adults regardless of ability level to play a non -contact form of -23- GENERAL COMMITTEE - MARCH 10y 2009 Delegation a - 14 > lacrosse which fosters teamwork, sportsmanship and overall fitness. > We are always looking for ways to give back to our community while > increasing the profile of Canada's first national sport - lacrosse and > the town which we live. > Our latest project: is called "Determined to Oppose Violence > Everywhere" .it will consist of playing the longest recorded box > lacrosse game (2$ hours) to raise funds for the Canadian Centre for > Abuse Awareness (www.ccfaa.com), We have already booked floor one at > the Aurora Community Centre for June 13 at 3:00 pm until 5:00 pm June > 14, We expect.to have over 160 players of all ages ranges and ability > levels participating from the community. > I would like to request an opportunity to present this event to > council in hopes of generating some additional support in the form of >'having them participate .in the game, proclaiming June 13and June 3.4 r "DOVE Day", acquiring a welcome letter from the council and mayor to > the participants and possibly securing some assistance with the rental > cost of the facility. > 1 have attached our media release and sponsorship letter as reference > documents. The DOVE 21006 webs.i.te is www,laxdove.ca. > > I would be happy to discuss this matter with you before presenting > this matter to the entire council, > Cheers, > > Jim 2acher > DOVE 2000 Co-organizer > Aurora Master Lacrosse President > JimZacher Research Associate - Systems Administrator Centre for Vision Research - CVR - York University 4700 Keels Street, Room 0014 CSE Toronto, Ontario M3J IP3 Telephone: (416) 736-2100 Ext. 331.77 FAH: (416) 736-5857 Email zacher@evr.yorku.oa Celli (416) 712-7080 Website http://www.hpl.cvr.yorku.ca/jz,html "If something seems worthwhile but impossible,- doit anyway! Because it is only the impossible that is worthwhile." Jim Floyd - AVRO Engineer E -24- GENERAL COMMITTEE - MARCH 10, 2009 Delegation a - 15 www laWove.aa OAF 0 w �. Determined to Oppose Violence.Everywherel 1 I Murdock Avenue, Aurora, Ontario, L40 5E7 Voice: (416) 712-7080 FA.X: (416) 736-5857 Email: zacher@ovr,yorku.ca Re: DOVE 2008 Event Dear Participant, February 24, 2008 Lacrosse IS the fastest game on two feet! But to be successful, players must possess qualities such as endurance and stamina. During a 25 hour game format, well, you can imagine the determination required to complete this task. Unfortunately, these efforts pale in comparison to work completed by the Canadian Centre for Abuse Awareness. We applaud the support they provide to women and children who have suffered From the effeots of violence. Today we announce the beginning of an annual event where we celebrate both group's determination to go the distance! This summer the Aurora Masters Lacrosse association has decided to organize and play the longest box lacrosse game ever recorded in modern history. We have begun calling in players from all over the province to join our merry band to accomplish this task. We expect a wide variety of players to arrive at our door, ranging from the first time player to seasoned veteran, We even expect a few professional players and coaches to offer their services. This 25 hour game will start on Friday June 13 at 3:00 pm, and will run non- stop until 4:00 pm Saturday June 14. The Guinness Book of Records will officially acknowledge our accomplishment We hope to showcase the community spirit of Aurora while reminding everyone of Canada's first official national sport — Lacrosse. A second vitally important goal is to rally our community to raise money for the Canadian Centre for Abuse Awareness (www.cefaa.eom). This agency has developed 14 programs for both children and women who have been the victims of abuse and violence. CCAA has successfully lobbied and developed legislation to combat items such as child pornography. We are inspired by their efforts and wish to support their cause! -25- GENERAL COMMITTEE - MARCH 10, 2009 Delegation a - 16 It is ironic that lacrosse is often seen as a violent sport, but it is through this event that we can assist with the process of eliminating violence in everyday life, We hope to raise funds in a number of ways during this event: first, all the players will pay a registration fee of $35 to participate in the game, and after base expenses, the remaining ftmds will be applied to our total donation; second, all the, players are expected to submit a.pledge form, which will he forwarded to CCAA for processing including tax. receipts; third, we plan to have a number of DOVE 2008 items for sale such as baseball hats, golf shirts, t-shirts along with other items; and fourth, we plan to have a cafeteria serving hot food and non-alcoholic beverages. All surplus funds will be sent to CCAA. Finally, since the CCAA accepts online donations, we have notified our participants and supporters to mention the DOVE 2008 when processing these donations To ensure our success we would like you to consider supporting our efforts. Any donation will be accepted and acknowledged on the DOVE 2008 website (laxdove.ca). The guaranteed success of running an event like this requires community Involvement such as: • Players (Runners and Goalies) Please note the registration deadline is noun on May 16"', 2008 • Referees • Volunteers • Sponsors If you have any comments, or wish to discuss this matter further, please call or email. I will be happy to speak with you directly. Sincerely, James Zacher DOVE 2008 Co-organizer President Aurora Masters Lacrosse - 26 - GENERAL COMMITTEE - MARCH 10, 2009 Delegation a - 17 PRESS RELEASE - FOR IMMEDIATE RELEASE CONTACTS: Grady Robson - Executive Member of Aurora Masters Lacrosse - www.amll.ca wgraydon robson@gm iA I,co1u 905 713-5638 James Zaeher - Director of Aurora Masters Lacrosse - www.amlJ.ca zachcrCpvr.yorku.ca 416 712-7080 DOVE 2008 -Determined to Oppose Violence Everywhere! Going the distance! www.laxdove.ca February 22;2008 Aurora Community Centre — Rink #1, Aurora Ontario, Canada Lacrosse IS the fastest game on two feet! But to be successful, players must possess qualities such as endurance and stamina. During a 25 hour game format, well, you can imagine the determination required to complete this task. Unfortunately, these efforts pale in comparison to work completed by the Canadian Centre for Abuse Awareness. We applaud the support they provide to women and children who have suffered from the effects of violence. Today we announce the beginning of an annual event where we celebrate both group's determination to go the distance! In a well-wom community centre in the'rown of Aurora, a merry yet determined group of lacrosse players will begin a quest on Friday June I at 3:00 pm, with the hope of playing the longest game of box lacrosse recorded in modern history, as officially acknowledged by the Guinness Book of World Records, This 25 hour continuous game will be played by two teams composed of a wide variety of individuals (old and young; male and female; talented and not so gifted) with two fundamental goals in mind:'first, to raise the awareness of Canada's first national sport'— lacrosse; and second, to unify the community while we champion the mission and raise money for the Canadian Centre for Abuse Awareness (www.ccfaa.com). Once the call was sent across the province, both players,and curious onlookers are expected to venture to Aurora, hoping to watch a loved one, an athlete, a friend or a former great walk onto the floor and share in the historical moment. Drop by to cheer on the teams and support the players. You'll never know who may be showing up as well! tvww laxdave.ca '�®O' A % 0 AURORA wM.tSTHxsd'.GCROSfE .Determined to Oppose Violence Ewrywherel - 27 - GENERAL COMMITTEE - MARCH 10y 2009 Delegation a - 18 Deaa: !woofedred to you know how tfseyoungpeopic frnmMaberfy House were -toonend the Disney on ice performance Opporneillles like fhls aeso impoitontlor rhechikiren that we serge, ondweoregrotefuf fwyourcontinuing support in making them happen. Afyvery best wishes to you Ellen andolirheothers who workwith you of the Conorfion Centre for Abusedworeness. Sheilagh B. Johnson, Executive Director, Children's Aid Foundation. , To my irtend: - Thonkyouverymuchforgivingma rnycompmer, Have if. Mymom andmy bralherhelpedmelnnallaligWnd orhandreadinygomes, Youorelusllike tanta becaurnlwanredacomputrrolmyown. 'Yhonkyou. �a��- Love ((am I.D. ftawartha Childsen's Aid Society. x. DearCCAA: lam writing U(is fe¢eron behal/oflhe SexualAssoultCrisis Centrelor 'k- WinchorEssex County. TheC£Ny Deningery (!ream Wishesprogrom has ,i`kq, ., recenrlyossisledthmefamitieilowWdwithmyagency. r' "`w" salfcred tea( because oftheabose they leave endured. ihecf,ildierl and their a`" tnrnkies also experience financwihardshipsorxldu not lmve the resources. ovadobleroprovidemanyolthe extras"otherchNdrenhove. a s. =' y ZA ,' Thraugh this vronderfulorgonlzaiiontwa lamilieshavereceivrd computers ,and oneaPkryS(odon2game system as welios theopporrunity to see her wry first rt10Vleaf lhatheotre In addhion(hey havereceivedmanyextrastogo olong .�., withfhesegeraeousglfts.CCMmsolsoobletoossistafamilybypmvidingg,hs � y' R., „r,r for theirchildrenarCbdsfmas. ��i „' ` .� r^a:.� " �3 �Kkw Carol Brengel, Children's Program Social Worker, Sexual Assault Crisis Centre,Wlndsor EssexCounty .v,' A!^;f iA xur.v�u:at�.. Nn M0,1<t Muw Yuo Spell,lbun Ca Centcn Cor Abuse waz cas FWW P.vmuiM aCnaa A'--ne Adult Vk5.L0. II Hu,I, 12.16715 Yonge Street, Suite 308, NW IMClrket> OntorloOX 1Xa Telephone: 905,967.0687 1,800,379.8858 Fax; 905.967.0825 www.abusehurts.com dAR'T WORK LTDor .....^ . C, This publication has been madeposslblebyour trends at TheAdveniting Compony,,BurUngton0ocaria . 28 - GENERAL COMMITTEE - MARCH 10, 2009 Delegation a - 19 The stark statistics state that it is likely that you know a victim of abuse. It could be a friend, a relative, an employee where you work•...it could even be you. Wh©ls CCAA and What Do We Do? 19 Different Programs Since 1993 the Conodion Centte forAbuseAWareneys (CCAA) has workedtireles{l to raise awareness about the true cost of neglect and Abuse. CCAAisanon-ptoB6non-governmenichotitobleorganizotion dedicared to efiminoling child abuse through advocacy, education, pubitcoworenessandpreventionprogroms. CCAA also provides aciessibfe ArpporL healirx7 and individual empowermenffor aduR survivors, theirfamiliesand caregivers thtough community and corporote patinefships. How Does CCAA Operate? We fund raise forevery dollar uadct nt the agency We do not depend on or occeptgovenanent funding, Ourogency relies on theklndness of others who care enough tosee change happen. What Are CCAA's Programs & Services? TheCCAAprovldes o comprehensive army ofptogroms and services to oddress the needs of both childondadult victims ofabuse. CCAA programs oreavaffobie to anyone recommended of referred by qualified frontlinelxofesslonoi that works with peopte who have been se✓erekabusedorneglected The CCAA also refers individuals that callln to ourd7ce to uyendcs thaYpraylde counsefling andarher forms of assistance. One of the most important ways that society can protect children is through legisfativereform. Ccm Is proudofits initionves, tinough Martina Hope Report, torolseaworenessobovt the laws that need to change to better protectthe safetyofourchlldten. This reportlncludes recommendations on the Age ofConsenrondl lollya Low(chfid pornogrophyand the interneU. Fora lookat Martin's Hope Report go to: www.abusehurts.com -29- Children • Derdngera bream Wishes • Bear Hugs • Camp Funding •Community Hugs • Holiday Helpers • tluggom's Hope Memorial • identification Progrorn Adult • A7ime For Men - Peer5uppon Croups - Emergency Funding • Mopie Leaf Gardens Theropy Progrorn • AAartin Kiuze Memortol Scholarships - Fairview's Women Mentoring Women Progrom Outreach • Dream Bulids • Guidebook to Re.comyltook-Product Aistributf • Resource & Referral • upgro�, • WorkshopslConferences Together, through ki make a difference in suffered so much. GENERAL COMMITTEE . MARCH 10 2009 Delegation _.2 � � � �y � y� � ^ }\ -30- GENERAL COMMITTEE - MARCH 10, 2009 Delegation a - 21 Hpwmlaxdove.ca eP ty Ilk, 14 04 Determined to Oppose Violence Everywherel PERSONAL INFORMATION FIRST NAME: _ LAST NAME, DATE Or BIRTH, DD_/ MM_l YY_— AGEGENDER (Please circle): MALE FEMALE ADDRESS: CITYI POSTAL COOBt TELEPHONE NUMBER: HOMIg:— MOBILElPA I!R: _ WORK: EMAIL ADDRESSLACROSSE EXPERIENCE YEARS PLAYED; MAJOR SII IR'A' JR'B' MINOR - FIELD MASTERS POSITION (Circle) GOALIE PLAYER SHOT (Please circle): L R SHIRT SIZE (Circle) L XL XXL XXXL PREFERRED TIMESLOTS" (Circle) 3 -11 pm 12 -S am S - S pm " Please note that every effort will be made to place you into your preferred slot, However, we reserve the right to assign you into a slot other that your first choloo to accommodate any unforeseen scheduling issues. REGISTRATION FEE, Players - $35.00 Please make your cheque payable to; "Aurora Masters Lacrosse" Registration Deadline Is neon on Friday May loth, 2008 CASH: CHEQUE # DATE RECEIVED In coneldefalion of the acceptance of (Print Name) as a participant In any program offered by Aurora Moslem Lacrosse League end any of It's subsldlarfes, the undersigned agree Thal padiclpagon In any of the by Aurora Masters Lacrosse programs is at the participant's own risk. The Aurora Masters Lacrosse shall not be held responsible forany damages arising from pat Masters Lacr sustained by the Is participant. The participant assumes full responsibility far any InJunoe ur damages which may actor to the partictpant. Tina participant hereby dully and forever release and discharge by Aurora Masters Lacrosse League, Ihelr employees and agents, servants and 51Ann from any and all henry demands, damages, rights of action, or causes of action, present or future, where the same be Nhown or unknown, anticipaled or man y an all resulting from or arising out of the participation In any Aurora Masters Lacrosse League, game, practice or aciivlty, The Aurora Masters Lacrosse reserves the right to use any pictures taken during the program for advertising, promotional and lot Instructional purposes and the participant waives any proprietary rights he or she may have In any pictures taken or used. The undersigned hereby further consent to the Aurora Masters Laerpsse and Ihoir employees or eganls obtaining whatever medical treatment anal or care Is deemed necessary by such stag for the health and welt -being of the pargdpanis during the program or avant, Including the consent to obtain and have administered any emergency medical or surgical treatment recommended bye physician. I, the undersigned participant, hereby acknowledge that we have raed the foregoing, understand Its content, import, and meaning, and hereby do approve and consent to the terms and conditions stated above. I further acknowledge that the Information given on this application Is complete and accurate, SIGNATURE: DATE: D.O.D.: DEW__ Participant or Guardian if participant Is under 18 years old. -31. GENERAL COMMITTEE - MARCH 10, 2009 ITEM # 1 _ TOWN OF AURORA AURORA GENERAL COMMITTEE No. TSAC09-02 SUBJECT: Traffic Safety Advisory Committee -Recommendation Summary from February 11, 2009 FROM: Traffic Safety Advisory Committee DATE; March 10, 2009 RECOMMENDATIONS Traffic Safety Advisory Committee Meeting Record No. 09-01, dated Wednesday, January 14, 2009 THAT the Traffic Safety Advisory Committee minutes 09-01, dated Wednesday, January 14, 2009 be adopted. DELEGATIONS (a) Mr. Chris Alexander, Manager of By-law Services Re: GO Train Parking Concerns Referred to a future Traffic Safety Advisory Committee meeting. MATTERS ARISING FROM PREVIOUS MINUTES 1. TSAC09-004 - GO Train Parking Concerns Referred to a future Traffic Safety Advisory Committee meeting. MATTERS FOR CONSIDERATION 2. TSAC09-003 - Multi-Way'Stop Sign Control at the Pedersen Drive and Kirkvalley Crescent Intersection THAT the Traffic Safety Advisory Committee recommend to Council that an all -way stop sign control.not be installed at the intersection of Pedersen Drive and Kirkvalley Crescent; and THAT the York Regional Police be requested to increase enforcement of the posted 40kmihr speed limit on Pedersen Drive; and -32- GENERAL COMMITTEE - MARCH 10, 2009 ITEM# 1-2 March 10 2009 - 2 - Report No. TSAC09-02 THAT a letter be sentto Mr. and Mrs. Kakush with the Traffic Safety Advisory Committee's recommendations. 3. Correspondence from Ms Marla Marren Re: Parking at St. Andrew's Presbyterian Church THAT the Traffic Safety Advisory Committee recommend to Council that the correspondence from Ms Marla Marren regarding parking at St. Andrew's Presbyterian Church be referred to staff to investigate the concerns of the resident and report back to the Traffic Safety Advisory Committee. 4. Correspondence from Mr. Vince Campobasso Re: Parking on Birkshire Drive between Gateway Drive and Billingham Heights THAT the Traffic Safety Advisory Committee recommend to Council that the correspondence from Mr. Vince Campobasso regarding parking on Birkshire Drive between Gateway Drive and Billingham Heights be received for information; and THAT the request to move the on street parking on Birkshire Drive to the north side of the street be denied; and THAT. a letter be sent to Mr. Vince Campobasso with the Traffic Safety Advisory Committee's recommendations. INFORMATIONAL ITEMS 5. Correspondence from the Region of York Re: Bathurst Street and Orchard Heights Drive THAT correspondence from the Region of York regarding Bathurst Street and Orchard Heights Drive be received for information. 6. Memorandum from the Director of Public Works Re: Pros and Cons of All -Way Stop Signs THAT the memorandum from the Director of Public Works regarding Pros and Cons of All -Way Stop Signs -be received for information. 7. Traffic Safety Advisory Committee Pending List THAT the Traffic Safety Advisory Committee recommend to Council that the following amendments be made to the Traffic Safety Advisory Committee Pending List: Item # 111 — THAT item #111 of the Traffic Safety Advisory Committee pending list be deleted. -33- GENERAL COMMITTEE - MARCH 10, 2009 ITEM# 1-3 March 10, 2009 - 3 - Report No. TSAC09-02 Item # 112 — THAT item #112 of the Traffic Safety Advisory Committee pending list be deleted. Item # 121 — THAT item #121 of the Traffic Safety Advisory Committee pending list be deleted. Item # 123 — THAT item #123 of the Traffic Safety Advisory Committee pending list be deleted. Item # 114 — THAT item #114 of the Traffic Safety Advisory Committee pending list be deleted. Item # 115 — THAT item #115 of the Traffic Safety Advisory Committee pending list be deleted. Item #114 and # 115 - THAT information regarding the RoadWatch Program be included in the response letter sent to the residents on Cousins Drive; and THAT staff include a RoadWatch brochure in all correspondence sent to residents addressing speeding and traffic concerns. Item # 124 — THAT staff request a written response from the Region of York advising of its position regarding imposing left turn restrictions at the corner of Old Yonge Street and St. John's Sideroad; and THAT staff bring the response from the Region of York back to the Traffic Safety Advisory Committee. 8. Extract from Council Meeting, December 9, 2008 Re: Traffic Safety Advisory Committee Minutes, November 19, 2009 THAT the Extract from the December 9, 2008 Council meeting, regarding Traffic Safety Advisory Committee Minutes, November 19, 2008 be received for. information. 9. Correspondence from Erina Kelly Re: Parking in Downtown Aurora (Added Item) THAT the Traffic Safety Advisory Committee recommend to Council that a copy of the correspondence from Erina Kelly regarding parking in downtown Aurora be forwarded to the Mayor and Chief Administrative Officer to provide recommendations. -34- GENERAL COMMITTEE - MARCH 10, 2009 4 March 10, 2009 .4. Report No. TSAC09-02 ATTACHMENTS Attachment #1 — Traffic Safety Advisory Committee Minutes of February 11, 2009 Prepared by: Cindy Janzen, Manager of Legislative Services, Deputy Clerk, ext. 4217 CindyJanzen Manager of Legislative Services, Deputy Clerk On behalf of the Traffic Safety Advisory Committee GENERAL COMMITTEE - MARCH 10, 2009 ITEM # AURORA COMMITTEE MINUTES MEETING NO. 09-02 Committee: Traffic Safety Advisory Committee Date: Wednesday, February 11, 2009 Time and Location: 7:00 p.m., Council Chambers Committee Members: Mike Walters, Vice -Chair, Councillor Granger, Rine Roncadin, Dave Watson, Carmen Zambri and Brett Cole Absent: Councillor Gallo and Constable Terry White Other Attendees; Jamal Massadeh, Traffic/Transportation Analyst, Chris Alexander, Manager of By-law Services, Cyndy Skillins, PACT and Cindy Janzen, Manager of Legislative Services/Deputy Clerk Mike Walters, Vice -Chair called the meeting to order at 7:00 p.m. DECLARATIONS OF INTEREST None APPROVAL OF AGENDA Moved by Carmen Zambri Seconded by Rino Roncadin THAT the agenda as circulated by the Corporate Services Department be approved with the following additions: • Refer Item # 1—TSAC09-004 - GO Train Parking Concerns to a future Traffic Safety Advisory Committee Meeting • New Item 9— Correspondence from Erina Kelly Re: Parking in Downtown Aurora CARRIED -36- GENERAL COMMITTEE - MARCH 10, 2009 ITEM# 1-6 Traffic Safety Advisory Committee Meeting No. 09.02 Wednesday, February 11, 2009 Page 2 of 6 ADOPTION OF MINUTES Traffic Safety Advisory Committee Meeting Record No. 09-01, dated Wednesday, January 14, 2009 Moved by Brett Cole Seconded by Dave Watson THAT the Traffic . Safety Advisory Committee minutes 09-01., dated Wednesday, January 14, 2000 be adopted. CARRIED DELEGATIONS (a) Mr. Chris Alexander, Manager of By-law Services Re: GO Train Parking Concerns Referred to a future Traffic Safety Advisory Committee meeting. MATTERS ARISING FROM PREVIOUS MINUTES TSAC09-004 - GO Train Parking Concerns Referred to a future Traffic Safety Advisory Committee meeting. MATTERS FOR CONSIDERATION 2. TSAC09-003 - Multi -Way Stop Sign Control at the Pedersen Drive and Kirkvalley Crescent Intersection Moved by Councillor Granger Seconded by Rino Roncadin THAT the Traffic Safety Advisory Committee recommend to Council that an all -way stop sign control not be installed at the intersection of Pedersen Drive and Kirkvalley Crescent; and THAT the York Regional Police be requested to increase enforcement of the posted 40km/hr speed limit on Pedersen Drive; and THAT a letter be sent to Mr. and Mrs. Kakush with the Traffic Safety Advisory Committee's recommendations. CARRIED 37- GENERAL COMMITTEE - MARCH 10, 2009 ITEM# 1-7 Traffic Safety Advisory Committee Meeting No. 09-02 Wednesday, February 11, 2009 Page 3 of 6 3. 4. Correspondence from Ms Marla Marren Re: Parking at St. Andrew's Presbyterian Church Moved by Brett Cole Seconded by Carmen Zambri THAT the Traffic Safety Advisory Committee recommend to Council that the correspondence from Ms Marla Marren regarding parking at St. Andrew's Presbyterian Church be referred to staff to investigate the concerns of the resident and report back to the Traffic Safety Advisory Committee. CARRIED Correspondence from Mr. Vince Campobasso Re: Parking on Berkshire Drive between Gateway Drive and Billingham Heights Moved by Councillor Granger Seconded by Rino Roncadin THAT the Traffic Safety Advisory Committee recommend to Council that the correspondence from Mr. Vince Campobasso regarding parking on Birkshire. Drive between Gateway Drive and Billingham Heights be received for information; and THAT the request to move the on street parking on Birkshire Drive to the north side of the street be denied; and THAT a letter be sent to Mr. Vince Campobasso with the Traffic Safety Advisory Committee's recommendations. INFORMATIONAL ITEMS 5. Correspondence from the Region of York Re: Bathurst Street and Orchard Heights Drive Moved by Rino Roncadin Seconded by Dave Watson THAT correspondence from the Region of York regarding Bathurst Street and Orchard Heights Drive be received for information. CARRIED . 38 - GENERAL COMMITTEE - MARCH 10r 2009 ITEM# 1-S Traffic Safety Advisory Committee Meeting No. 09-02 Wednesday, February.11, 2009 Page 4 of 6 6. Memorandum from the Director of Public Works. .Re: Pros and Cons of All -Way Stop Signs Moved by Councillor Granger Seconded by Brett Cole THAT the memorandum from the director of Public Works regarding Pros . and Cons of All -Way Stop Signs be received for information. CARRIED 7. Traffic Safety Advisory Committee Pending List THAT the Traffic Safety Advisory Committee recommend to Council that the following amendments be made to the Traffic Safety Advisory Committee Pending List: Moved by Councillor Granger Seconded by Dave Watson Item # 111 — THAT item #111 of the Traffic Safety Advisory Committee pending list be deleted. CARRIED Moved by Councillor Granger Seconded by Rino Roncadin Item # 112 — THAT item #112 of the Traffic Safety Advisory Committee pending list be deleted. Item # 121 — THAT item #121 of the Traffic Safety Advisory Committee pending list be deleted. Item # 123 — THAT item #123 of the Traffic Safety Advisory Committee pending list be deleted. . Moved by Councillor Granger Seconded by Dave Watson Item # 114 — THAT item #114 of the Traffic Safety Advisory Committee pending list be deleted. Item # 115 — THAT item #115 of the Traffic Safety Advisory Committee pending list be deleted. CARRIED -39- GENERAL COMMITTEE - MARCH 10, 2009 ITEM# 1-9 Traffic Safety Advisory Committee Meeting No. 09-02 Wednesday, February 11, 2009 Page 5 of 6 Moved by Councillor Granger Seconded by Brett Cole Item 9114 and # 115 - THAT information regarding the RoadWatch Program be included in the response letter sent to the residents on Cousins Drive; and THAT staff include a RoadWatch brochure in all correspondence sent to residents addressing speeding and traffic concerns. CARRIED Moved by Rino Rincadin Item # 124 — THAT staff request .a written York advising of its position restrictions at the corner o John's Sideroad; and Seconded by Brett Cole f response from the Region of regarding imposing left turn Old Yonge Street and St. THAT staff bring the response from the Region of York back to the Traffic Safety Advisory Committee, CARRIED 8. Extract from Council Meeting, December 9, 2008 Re: Traffic Safety Advisory Committee Minutes, November 19, 2008 Moved by Rino Rincadin Seconded by Brett Cole THAT the Extract from the December 9, 2008 Council meeting, regarding Traffic Safety Advisory Committee Minutes, November 19, 2008 be received for information. If IRTW R7 9. Correspondence from Erina Kelly Re: Parking in Downtown Aurora (Added Item) Moved by Councillor Granger Seconded by Carmen Zambri THAT the Traffic Safety Advisory Committee recommend to Council that a copy of the correspondence from Enna Kelly regarding parking in downtown Aurora be forwarded to the Mayor and Chief Administrative Officer to provide recommendations. CARRIED -40- GENERAL COMMITTEE - MARCH 10, 2009 ITEM # Traffic Safety Advisory Committee Meeting No. 09-02 Wednesday, February 11, 2009 Page 6 of 6 NEW BUSINESS Councillor Granger inquired about By-law Services standards for property and safety concerns and whether they are being addressed. Chris Alexander advised that By-law Services responds to all complaints received by the department. Council Granger expressed his appreciation to the good work provided by the By-law Services Division. Carmen Zambri provided the committee with an update from the Roadwatch meeting and advised that they will be having a re -launch on Thursday, May 7 at a location to be determined. Brett Cote raised concerns relating to the GO parking issue and especially the snow removal. Chris Alexander advised that staff will investigate when a complaint regarding snow removal is received. Chris Alexander advised that the Batson Drive parking restrictions has been referred back to staff and will be brought back to the Traffic Safety Advisory Committee. Mr. Alexander advised that the notification process will be changed by providing notice to all affected residents and that staff will bring back a recommendation that is best for the safety of the residents, ADJOURNMENT Moved byRino Roncadin THAT the meeting adjourn at 8:08 p.m. 2Wilke W alters, Vice -Chair Traffic Safety Advisory Committee CARRIED -41. GENERAL COMMITTEE - MARCH 10, 2009 ITEM # 2 - 1 TOWN OF AURORA AURORA GENERAL COMMITTEE No. EDAC09-02 SUBJECT Economic Development Advisory Committee Recommendation Summary from February 12, 2009 FROM:- Economic Development Advisory Committee DATE: March 10, 2009 MINUTES OF THE PREVIOUS MEETING Economic Development Advisory Committee Meeting Minutes EDAC08-10 dated Thursday, December 11, 2008 THAT the Economic Development Advisory Committee Minutes of meeting EDAC08-10 dated Thursday, December 11, 2008 be adopted. DELEGATIONS (a) Mayor Phyllis Morris and Mr. Christopher Ballard, Chair, Economic Development Advisory Committee Re: Presentation of Mayor's Proclamation "2009 — The Year of Business Initiative" THAT the draft proclamation "2009 — The Year of Business Initiative" be received for information. MATTERS FOR CONSIDERATION 1. Verbal Presentation by the Economic Development Officer Re: Draft Timeline of Events Associated with Proclamation This item was replaced by item 11. 2. Endorsement and Comments Regarding Distribution of New Economic Development Newsletter: 2008 Economic Development Review THAT the new Economic Development newsletter be received for information. -42- GENERAL COMMITTEE - MARCH 10, 2009 ITEM# 2-2 March 10, 2009 -2- Report No. EDAC09-02 3. Verbal Presentation by the Economic Development Officer Re: USB Key Flash Drives as a Tool for Investment Marketing THAT the verbal presentation by the Economic Development Officer pertaining to USB Key Flash Drives as a Tool for Investment Marketind be received for information. 4. Economic Development Advisory Committee Pending List THAT items EDAC44 and EDAC46 be marked `completed". THAT item EDAC47 be referred to the Chief Administrative Officer to provide advice and guidance to the committee pertaining to this matter. THAT item EDAC1 be removed from the pending list. THAT the balance of the Economic Development Advisory Committee pending list be received. INFORMATIONAL ITEMS 5. Arboretum News — Winter Issue Article Regarding Town of Aurora's Parks and Recreation Master Plan 6. York Region Green Business Guide www.york.ca — Sustainable Economic Development 7. Monthly Report from the Economic Development Officer Dated February 2, 2009 8. Economic Development Officer's Implementation Matrix For Recommendations from Sector Marketing Plans Study and 2009 Proposed Budget Items 9. Extract from January 20, 2009 Council Meeting Re: December 11, 2008 Economic Development Advisory Committee Meeting Minutes THAT items 5, 6, 7, 8 and 9 be received for information. -43- GENERAL COMMITTEE - MARCH 110, 2009 March 10, 2009 -3- Report No. EDAC09-02 10. Memorandum from the Chief Administrative Officer and the Economic Development Officer Re: Supporting the Proclamation "2009 — The Year of Business Initiative" (Additional Item) 11. Memorandum from the Chief Administrative Officer and the Economic Development Officer Re: Calendar of Events (Additional Item - Replaces Item 1) THAT items 10 and 11 be received for information. 12. Letter of Resignation from Bryan Moir (Additional Item) THAT the letter of resignation from Bryan Moir be received, with regrets. ATTACHMENTS Attachment #1 - Economic Development Advisory Committee Minutes of February 12, 2009 Prepared by. Carol Clark, Council/Committee Secretary Ext. 4227 arc Carol Clark Council/Committee Secretary On behalf of the Economic Development Advisory Committee -44- GENERAL COMMITTEE - MARCH 10, 2009, ITEM # 2 - 4 AURORA COMMITTEE MINUTES MEETING NO. 09-02 Committee: Economic Development Advisory Committee Date: February 12, 2009 Time and Location: TOO p.m., Leksand Room Committee Members: Christopher Ballard, Chair, Councillor Evelina MacEachern, Vice -Chair, Councillor Wendy Gaertner, Geoffrey Dawe, Kent Dinning, Angelo Giannetta and Mayor Morris, ex -off icio Absent: Councillor Al Wilson, Bryan Black and Bryan Moir (resignation provided at this meeting) Other Attendees: Neil Garbe, Chief Administrative Officer, Marnie Wraith, Economic Development Officer, Carol Clark, Council/Committee Secretary The Chair called the meeting to order at 7:05 p.m. DECLARATIONS OF INTEREST There were no declarations of interest under the Municipal Conflict of Interest Act. APPROVAL OF AGENDA Moved by Councillor MacEachern Seconded by Councillor Gaertner THAT the content of the agenda as circulated by the Corporate Services Department, with the following additions and deletions, be approved: ➢ Material regarding Delegation (a) — Draft Proclamation "2009 — The Year of Business Initiative" ➢ Deletion of Item 1 - Verbal Presentation by the Economic Development Officer Re: Draft Timeline of Events Associated with Proclamation (Replaced by Item 11) -45- GENERAL COMMITTEE - MARCH 10, 2009 ITEM # . 2 - 5 Economic Development Advisory Committee Record No. 09-02 Thursday, February 12, 2009 Page 2 of 7 ➢ New Item 10 — Memorandum from the Chief Administrative Officer and the Economic Development Officer Re: Supporting "2009 — The Year of Business Initiatives" ➢ New Item 11 - Memorandum from the Chief Administrative Officer and the Economic Development Officer Re: Calendar of Events (Replaces Item 1) ➢ New Item 12 — Resignation Letter from Bryan Moir CARRIED INTRODUCTION OF NEW CHIEF ADMINISTRATIVE OFFICER The Chair introduced and welcomed Mr. Neil Garbe, Chief Administrative Officer for the Town of Aurora. MINUTES OF THE PREVIOUS MEETING Economic Development Advisory Committee. Meeting Minutes EDAC08-10 dated Thursday, December 11, 2008 . Moved by Kent Dinning Seconded by Angelo Giannetta THAT the Economic Development Advisory Committee Minutes of meeting EDAC08-10 dated Thursday, December 11, 2008 be adopted. CARRIED DELEGATIONS (a) Mayor Phyllis Morris and Mr. Christopher Ballard, Chair, Economic Development Advisory Committee Re: Presentation of Mayor's Proclamation "2009 — The Year of Business Initiative" Mayor Morris distributed a draft proclamation — "2009 — The Year of Business Initiative" and received feedback from committee members. -46- GENERAL COMMITTEE - MARCH 105 2009 ITEM# 2-6 Economic Development Advisory Committee Record No. 09-02 Thursday, February 12, 2009 Page 3 of 7 Moved by Councillor MacEachern Seconded by Geoffrey Dawe THAT the draft proclamation "2009 — The Year of Business Initiative" be received for information. CARRIED Moved by Councillor Gaertner Seconded by Councillor MacEachern THAT items 10 and 11 be brought forward for discussion. CARRIED 10. Memorandum from the Chief Administrative Officer and the Economic Development Officer Re: Supporting the Proclamation "2009 — The Year of Business Initiative" (Additional Item) and 11. Memorandum from the. Chief Administrative Officer and the Economic Development Officer Re: Calendar of Events (Additional Item - Replaces Item 1) Moved by Kent Dinning Seconded by Councillor MacEachern THAT items 10 and 11 be received for information. CARRIED MATTERS FOR CONSIDERATION 1. Verbal Presentation by the Economic Development Officer Re: Draft Timeline of Events Associated with Proclamation This item was replaced by item 11. -47- GENERAL COMMITTEE - MARCH 10, 2009 ITEM # 2 - 7 Economic Development Advisory Committee Record No. 09-02 Thursday, February 12, 2009 Page 4 of 7 2. Endorsement and Comments Regarding Distribution of New Economic Development Newsletter: 2008 Economic Development Review Moved by Councillor MacEachern Seconded by Councillor Gaertner THAT the new Economic Development newsletter be received for information. CARRIED 3. Verbal Presentation by the Economic Development Officer Re: USB Key Flash Drives as a Tool for Investment Marketing Moved by Councillor MacEachern Seconded by Angelo Giannetta THAT the verbal presentation by the Economic Development Officer pertaining to USB Key Flash Drives as a Tool for Investment Marketing. be received for information. W,C[-b1 4. Economic Development Advisory Committee Pending List Moved by Councillor MacEachern Seconded by Kent Dinning THAT items EDAC44 and EDAC46 be marked 'completed". CARRIED Moved by Councillor MacEachern Seconded by Kent Dinning THAT item EDAG47 be referred to the Chief Administrative Officer to provide advice and guidance to the committee pertaining to this matter. CARRIED -48- GENERAL COMMITTEE - MARCH 10.1 2009 ITEM# 2-8 Economic Development Advisory Committee Record No. 09-02 Thursday, February 12, 2009 Page 5 of 7 Moved by Councillor MacEachern Seconded by Geoffrey Dawe THAT item EDAC1 be removed from the pending list, CARRIED Moved by Angelo Giannetta Seconded by Geoffrey Dawe THAT the balance of the Economic Development Advisory Committee pending list be received. CARRIED MATTERS ARISING FROM PREVIOUS MEETING None INFORMATIONAL ITEMS 5. Arboretum News — Winter Issue Article Regarding Town of Aurora's Parks and Recreation Master Plan 6. York Region Green Business Guide www.york.ca —Sustainable Economic Development 7. Monthly Report from the Economic Development Officer Dated February 2, 2009 8. Economic Development Officer's Implementation Matrix For Recommendations from Sector Marketing Plans Study and 2009 Proposed Budget Items -49- GENERAL COMMITTEE - MARCH 10, 2009 ITEM# 2-9 Economic Development Advisory Committee Record No. 09-02 Thursday, February 12, 2009 Page 6 of 7 9. Extract from January 20, 2009 Council Meeting Re: December 11, 2008 Economic Development Advisory Committee Meeting Minutes Moved by Geoffrey Dawe Seconded by Councillor MacEachern THAT items 5, 6, 7, 8 and 9 be received for information. CARRIED 12. Letter of Resignation from Bryan Moir (Additional Item) Moved by Geoffrey Dawe Seconded by Councillor MacEachern THAT the letter of resignation from Bryan Moir be received, with regrets. muffltff al] NEW BUSINESS Mayor Morris addressed item 7 — the EDO's Monthly Report, and advised that Christopher Ballard also attended the announcement of Next Generation Jobs funding for Axiom on January 23, 2009. Councillor Gaertner requested details pertaining to the three businesses that opened between December 15, 2008 and January 15, 2009, to which the EDO responded that they were in the area of Wellington Street East and Highway 404. Christopher Ballard inquired whether the Town of Aurora could obtain re -print rights for the articles in Edifice and the Association of Municipalities of Ontario piece, in order to distribute these to interested parties. Councillor MacEachern inquired whether a copy of Edifice magazine could be available at the library. Kent Dinning requested details regarding the land inquiries, to which the EDO responded that they were general industrial land inquiries and a manufacturing .inquiry pertaining to solar panels. -50- GENERAL COMMITTEE - MARCH 10, 2009 ITEM # 2 - 10 Economic Development Advisory Committee Record No. 09-02 Thursday, February 12, 2009 Page 7 of 7 ADJOURNMENT Moved by Councillor Gaertner THAT the meeting be adjourned at 8:43 p.m. Christopher Ballard, Chair ' Economic Development Advisory Committee -51- GENERAL COMMITTEE - MARCH 10, 2009 ITEM# 3-1 /-. TOWN OF AURORA AURORA GENERAL COMMITTEE No. LSAC09-02 SUBJECT: Leisure Services Advisory Committee - Recommendation Summary from February 19, 2009 FROM: Leisure Services Advisory Committee DATE: March 10, 2009 RECOMMENDATIONS ADOPTION OF MINUTES Leisure Services Advisory Committee Minutes No:09-01 Thursday, January 22, 2009 THAT the Leisure Services Advisory Committee Minutes No. 09-01 held on Thursday, January 22, 2009 be adopted. DELEGATIONS a) Ms Slier St. Kitts, Re: Canada Day Parade Budget THAT the delegation be received; and THAT the Leisure Services Advisory Committee recommend to Council that the request for a follow-up award ceremony be held on the day of the Canada Day Parade, which would take place in the Town Park from 11:00 a.m. to 12:30 p.m., be approved; and THAT, if possible, power, washroom access, bleachers and any available picnic tables be provided at the Town Park for this follow up award ceremony. THAT the Leisure Services Advisory Committee recommend to Council that the Canada Day Parade be listed as an advertising opportunity through the promotional information put out by the Town. THAT the Leisure Services Advisory Committee recommend to Council that the Town supports the Canada Day Parade and that it be presented as part of the Canada Day events; and THAT Councillor MacEachern be the liaison between the Canada Day Parade Sub- committee and the Leisure Services Advisory Committee. -52- GENERAL COMMITTEE - MARCH 10, 2009 ITEM # 3 - 2 March 10, 2009 - 2 - Report No. LSAC09-02 b) Ms Nancy Black and Mr. Reg Chappell, Re: Pool Policy THAT the delegation be received for information. c) Ms Kelly Hughes, Aurora Selkies, Re: Pool User Policy THAT the delegation be received for information. d) Reg Chappell, Re: Pool Allocation Policy (ADDED ITEM) THAT the delegation be received for information MATTERS ARISING FROM PREVIOUS MINUTES 1. LS09-010 - Pool Allocation Policy THAT it be recommended to Council that Report No. LS08-010 — Pool Allocation Report be referred to the next Leisure Services Advisory Committee meeting on Monday March 23; and THAT, in the interim, the current allocated pool hours remain unchanged; and THAT the three pool user groups be encouraged to work together to formulate their recommendations toward developing an agreeable pool.use policy; and THAT any new information or suggestions be forwarded to Mr. Downey to incorporate into the report for March 23, 2009. 2. Approval of the Leisure Services Pricing Policy THAT the Leisure Services Advisory Committee recommend to Council that the Final Leisure Services Pricing Policy be referred back to the Director of Leisure Services; and THAT the Price Comparison Chart, referenced. on page 40 of the agenda, be reworked with the following changes: • Remove the percentages • .Remove Aurora from the averages, but, leave in the chart • Include column for children's soccer and ball • Include footnotes as required • Include the Towns of Ajax and Oakville in the Matrix; and THAT the Director of Leisure Services be requested to provide options for implementation of phasing in any decreases and increases; and 53 - GENERAL COMMITTEE - MARCH 10, 2009 ITEM# 3-3 March 10, 2009 -3- Report No. LSAC09-02 THAT the wording from the "IBI Group" recommendations be included in the policy. 3. Approval of the Culture and Recreation Master Plan THAT it be recommended to Council that the Final Culture and Recreation Master Plan be referred to the next Leisure Services Advisory Committee meeting on Monday, March 23, 2009, INFORMATIONAL ITEMS 4. Leisure Services Capital and Operating Budget THAT the Leisure Services Capital and Operating Budget be received as information. 5. Correspondence from Ms Yvonne Cattrall, Head Coach, Aurora Selkies Swim Club Re: Membership and Pool User Guide Policy THAT the Leisure Services Advisory Committee defer the correspondence from Ms Yvonne Cattrall, Head Coach of Aurora Selkies Swim Club regarding membership and Pool User Guide Policy to the next Leisure Services Advisory Committee meeting on Monday, March 23, 2009. 6. Correspondence from the Aurora Chamber of Commerce To the Canada Day Sub- Committee Re: Aurora Chamber of Commerce Street Festival THAT the Leisure Services Advisory Committee receive the correspondence from the Aurora Chamber of Commerce regarding the Aurora Chamber of Commerce Street Festival as information. Trails Sub -Committee Minutes 08-19, October 24, 2008 (Deferred from the January 22, 2009 meeting) THAT the Leisure Services Advisory Committee receive the Trails Sub -Committee Minutes 08-19, October 24, 2008 and the following Trails Sub -Committee recommendations be endorsed and recommended to Council: THAT the Trails Sub -committee recommend that the former Kwik-Kopy Trail (as noted in item 3 of the minutes) be carried in the 2009 capital budget and that the trail be implemented as originally contemplated, subject to any minor revisions in the routing that may be requested by the current property owners and agreed to by staff; and -54- GENERAL COMMITTEE - MARCH 10, 2009 ITEM # 3.4 March 10, 2009 - 4 - Report No. LSAC09-02 THAT staff continue with the public notification process and obtain any necessary agency approvals that may be required to construct the final link of the Nokiidaa Trail connecting the Town of Newmarket to Aurora, through the Class 1 wetland north of St. John's Sideroad, including the preparation and provision of any design and construction details that will be required for this; and THAT all future regular Trails Sub -committee meetings take place on the first Friday of the month and that any ensuing recommendations be prepared by the following Monday and circulated to the committee members for review. Upon revision and confirmation of the minutes, they will be forwarded to the Director of Leisure Services not later than the following Thursday for inclusion in the upcoming LSAC meeting agenda. 8. Trails Sub -Committee Minutes 08-20, November 14, 2008 (Deferred from the January 22, 2009 meeting) THAT the Leisure Services Advisory Committee receive the Trails Sub -Committee Minutes 08-20, November 14, 2008 and the following Trails Sub -Committee recommendation be endorsed and recommended to Council: THAT a working meeting, with the Leisure Services Advisory Committee and the Trails Sub -Committee members present, be arranged for early 2009, with the exclusive agenda item being the presentation for the draft trails map and draft core documents. 9. Trails Sub. -Committee Minutes 08-21, December 12,, 2008 (Deferred from the January 22, 2009 meeting) THAT the Trails Sub -Committee Minutes 08-21, December 12, 2008 be deferred to the next Leisure Services Advisory Committee meeting on Monday, March 23, 2009. 10. Canada Day Sub -Committee Minutes November 18, 2008 THAT the Canada Day Sub -Committee Minutes dated November 18, 2008 be received for information. 11. Canada Day Sub -Committee Minutes December 2, 2008 THAT the Canada Day Sub -Committee Minutes dated December 2, 2008 be received for information. -55- GENERAL COMMITTEE - MARCH 10, 2009 ITEM # 3 - 5 March 10, 2009 - 5 - Report No. LSAC09-02 12. Canada Day Parade Sub -Committee Minutes January 27, 2009 THAT the Canada Day Parade Sub -Committee minutes dated January 27, 2009 be received as information; and THAT the Leisure Services Advisory Committee recommends to Council thatthe following Canada Day Parade Sub -Committee recommendations 3(b - g) be referred to staff for staff consideration: 3.b) Disposal in a timely fashion i.e. newspapers/magazines, Month Ahead, Leisure Services Magazines; School Newsletters; On Town On-line site (articles and ads prepared by CDPSC with review by Town staff); Provide CDPSC with a complete list of all such media, contact information print and production dead -lines issue dates from now until July 1s` 2009 to ads/articles/designs can be prepared on time; o) CDPSC to assist with radio presence on 88.5 and Rogers television programming i.e. Local Notes and Rogers daytime show d) Town staff to provide consistent up -dates to the public regarding all parade activities on-line up to and including parade day. e) Communications Plan roll -out will be developed and include but not be limited to: On- line and other Town advertising (Town notice boards etc.); insertion of information and invitations to citizens to above noted promotional events; insertion of taglines in Town communications and letterhead that Aurora is proud to be Canada's Birthday Town — Join us forthe 2009 Canada Day Parade; strategic and timely news releases to various media in the York Region area to attract more spectators (to have these releases put out a few times leading up to parade day); f) Town staff to commandeer proactive advertising as it does with other events throughout the year— to broaden that approach in this instance making the Canada Day Parade a really big initiative as Canada's Birthday Town. Town staff to print and place posters in local banks, library, schools, shopping plazas (posters designed with approval of CDPSC); g) Costs of promotions; advertising and all printing all to be borne by the Town and included in parade budget. 13. Leisure Services Advisory Committee Pending List THAT the Leisure Services Advisory Committee Pending List be received as information. -56- GENERAL COMMITTEE - MARCH 10, 2009 ITEM# 3-s March 10, 2009 -G - Report No. LSAC09-02 14. . Extract from the January 20, 2009 Council Meeting Re: November 27, 2008 Leisure Services Advisory Committee Meeting Minutes THAT the extract from the January 20, 2009 Council meeting regarding the approval of the November 27, 2008 Leisure Services Advisory Committee meeting minutes be received as information. ATTACHMENTS Attachment #1 — Leisure Services Advisory Committee Minutes of February 19, 2009 Prepared by: Cindy Janzen, Manager of Legislative Services/Deputy Clerk ext. 4217 Cindy Janzen Manager of Legislative Services/Deputy Clerk On behalf of the Leisure Services Advisory Committee - 57 - GENERAL COMMITTEE - MARCH 10, 2009 AURcoRA COMMITTEE MINUTES MEETING NO. 09-02 Committee: Leisure Services Advisory Committee Date: Thursday, February 19, 2009 Time and Location: 7:00 p.m., Leksand Room ITEM# 3-7 Committee Members:. Councillor Evelina MacEachern, Chair, Councillor Granger, Vice -Chair, Councillor McRoberts, John Clement, Michael Levesque, Judy Norwell, Carol Walthers, Kenneth Whitehurst and Mayor Morris, ex-officio (arrived at 9:05 p.m.) Absent: None Other Attendees: Al Downey, Director of Leisure Services and Carrie Eastwood, Committee Secretary The Chair called the meeting to order at 7:10 p.m. DECLARATIONS OF INTEREST There were no declarations of interest under the Municipal Conflict of Interest Act, APPROVAL OF AGENDA Moved by John Clement Seconded by Councillor McRoberts THAT the agenda with the following additional item be approved: ➢ Correspondence from Reg Chappell Re: Pool Allocation Policy CARRIED -58- GENERAL COMMITTEE - MARCH 10, 2009 ITEM# 3-8 Leisure Services Advisory Committee Record No. 09-02 Thursday, February 19, 2009 Page 2 of 12 ADOPTION OF MINUTES Leisure Services Advisory Committee Minutes No. 09-01 Thursday, January 22, 2009 Moved by Michael Levesque Seconded by Judy Norwell THAT the Leisure Services Advisory Committee Minutes No. 09-01 held on Thursday, January 22, 2009 be adopted. CARRIED DELEGATIONS a) Ms Sher St. Kitts Re: Canada Day Parade. Budget Ms St. Kitts addressed the Leisure Services Advisory Committee to request that the committee support the Canada Day Parade Sub -Committee's request that the Town provide additional staff assistance and funding for the Canada Day Parade, Ms St. Kitts requested that the Parade be taken on as a `Town event", as is the "Santa Under the Starts Parade" and that Town staff assist with the advertising, fundraising, promotion, operations, and other duties and costs involved with running this event. Ms St. Kitts also requested that the Committee support the establishment of a follow-up award ceremony on the day of the Canada Day Parade, which would take place in the Town Park from 11:00 a.m. to 12:30 p.m. Ms St. Kitts requested that picnic tables and bleachers, power and washroom access be made available in the Town Park for this ceremony. Ms St. Kitts also requested that the parade route be shortened to accommodate seniors in the parade and to condense the spectators into a smaller area. Ms St. Kitts concluded that she would like to get a better level of communication from staff to advise what staff can do to assist her with this event. 59 - GENERAL COMMITTEE - MARCH 10, 2009 ITEM# 3-9 Leisure Services Advisory Committee Record No. 09-02 Thursday, February 19, 2009 Page 3 of 12 Moved by Councillor Granger Seconded by Judy Norwell THAT the delegation be received; and THAT the Leisure Services Advisory Committee recommend to Council that the request for a follow-up award ceremony be held on the day of the Canada Day Parade, which would take place in the Town Park from 11:00 a.m. to 12:30 p.m., be approved; and THAT, if possible, power, washroom access, bleachers and any available picnic tables be provided .at the Town Park for this follow up award ceremony. CARRIED Moved by Michael Levesque Seconded by Councillor Granger THAT the Leisure Services Advisory Committee recommend to Council that the Canada Day Parade be listed as an advertising .opportunity through the promotional information put out by the Town. CARRIED Moved by Michael Levesque Seconded by Councillor Granger THAT the Leisure Services Advisory Committee recommend to Council that the Town supports the Canada Day Parade and that it be presented as part of the Canada Day events; and THAT Councillor MacEachern be the liaison between the Canada Day Parade Sub -committee and the Leisure Services Advisory Committee. CARRIED Moved by Councillor McRoberts Seconded by Councillor Granger THAT item 12 be brought forward for consideration at this time. CARRIED -60- GENERAL COMMITTEE - MARCH 105, 2009 ITEM # 3 - 10 Leisure Services Advisory Committee Record No. 09-02 Thursday, February 19, 2009 Page 4 of 12 12. Canada Day Parade Sub -Committee Minutes January 27, 2009 Moved by Michael Levesque Seconded by Councillor Granger THAT the Canada Day Parade Sub -Committee minutes dated January 27, 2009 be received as information; and THAT the Leisure Services Advisory Committee recommends to Council that the following Canada Day Parade Sub -Committee recommendations 3(b - g) be referred to staff for staff consideration: 3. b) Disposal in a timely fashion i.e. newspapers/magazines, Month Ahead, Leisure Services Magazines; School Newsletters; On Town On-line site (articles and ads prepared by CDPSC with review by Town staff); Provide CDPSC with a complete list of all such media, contact information print and production dead -lines issue dates from now until July 15t 2009 to ads/articles/designs can be prepared on time; c) CDPSC to assist with radio presence on 88.5 and Rogers television programming i.e. Local Notes and Rogers daytime show d) . Town staff to provide consistent up -dates to the public regarding all parade activities on-line up to and including parade day. e) Communications Plan roll -out will be developed and include but not be limited to: On-line and other Town advertising (Town notice boards etc.); insertion of information and invitations to citizens to above noted promotional events; insertion of taglines. in Town communications and letterhead that Aurora is proud to be Canada's Birthday Town — Join us for the 2009 Canada Day Parade; strategic and timely news releases to various media in the York Region area to attract more spectators (to have these releases put out a few times leading up to parade day); -61- GENERAL COMMITTEE - MARCH 10, 2009 ITEM # 3 - 11 Leisure Services Advisory Committee Record No. 09-02 Thursday, February 19, 2009 Page 5 of 12 f) Town staff to commandeer proactive advertising as it does with other events throughout the year — to broaden that approach in this instance making the Canada Day Parade a really big initiative as Canada's Birthday Town. Town staff to print and place posters in local banks, library, schools, shopping plazas (posters designed with approval of CDPSC); g) Costs of promotions; advertising and all printing all to be borne by the Town and included in parade budget. CARRIED b) Ms Nancy Black and Mr. Reg Chappell Re: Pool Policy Ms Black requested that, when considering the Pricing Policy, no user group be frozen at'a recovery rate in excess of 106%. Ms Nancy Black addressed the committee to clarify some of the questions raised on the issue of pool allocation and she suggested that the pool user groups work together to draft an agreeable policy or guidelines.in the form of a coalition. Moved by John Levesque Seconded by Judy Norwef! THAT the delegation be received for information. CARRIED c) Ms Kelly Hughes, Aurora Selkies Re: Pool User Policy Ms Hughes, of the Aurora Selkies, advised that the Selkies membership has increased significantly and the need for pool hours, particularly in prime time has also increased. Ms Hughes advised that the Selkies are willing to work with the other pool_ users to formulate an agreeable pool use policy. Ms. Hughes advised that all three of the pool users groups are for -profit organizations. -62- GENERAL COMMITTEE - MARCH 10, 2009 Leisure Services Advisory Committee Record No. 09-02 Thursday, February 19, 2009 Page 6 of 12 Moved by Councillor McRoberts Seconded by Councillor Granger THAT the delegation be received for information. d) Reg Chappell Re: Pool Allocation Policy (ADDED ITEM) Mr. Chappell provided a series of points on behalf of the Ducks and a list of suggestions with regard to pool time allocation. Mr. Chappell agreed that the pool user groups should work together to draft an agreeable policy or guidelines in the form of a coalition, and advised that the Ducks are willing to participate in this process. Moved by Councillor McRoberts Seconded by Councillor Granger. THAT the delegation be received for information. CARRIED MATTERS ARISING FROM PREVIOUS MINUTES 1. - LS09-010 -Pool Allocation Policy Moved by John Clement Seconded by Councillor Granger THAT it be recommended to Council that Report No. LS08-010 - Pool Allocation Report be referred to the next Leisure Services Advisory. Committee meeting on Monday March 23; and THAT, in the interim, the current allocated pool hours remain unchanged; and THAT the three pool user groups be encouraged to work together to formulate their recommendations toward developing an agreeable pool use policy; and THAT any new information or suggestions be forwarded to Mr. Downey to incorporate into the report for.March 23, 2009. W-MR11:1 -63- GENERAL COMMITTEE - MARCH 10, 2009 ITEM # 3 - 13 Leisure Services Advisory Committee Record No. 09-02 Thursday, February 19, 2009 Page 7 of 12 Moved by Judy Norwell Seconded by Councillor McRoberts THAT the meeting be extended beyond 9:30 p.m. in order to address the remaining items on the agenda. P' 130047 2. Approval of the Leisure Services Pricing Policy Moved by Michael Levesque Seconded by Ken Whitehurst THAT the Leisure Services Advisory Committee recommend to Council ,that the Final Leisure Services Pricing Policy be referred back to the Director of Leisure Services; and THAT the Price Comparison Chart, referenced on page 40 of the agenda, be reworked with the following changes: . • Remove the percentages • Remove Aurora from. the averages, but, leave in the chart • Include column for children's soccer and ball • Include footnotes as required • Include the Towns of Ajax and Oakville in the Matrix; and THAT the Director of Leisure Services be requested to provide options for implementation of phasing in any decreases and increases; and THAT the wording from the 1131 Group" recommendations be included in the policy. CARRIED 3. Approval of the Culture and Recreation Master Plan Moved by Ken Whitehurst Seconded by Carol Walthers THAT it be recommended to Council that the Final Culture and Recreation Master Plan be referred to the next Leisure Services Advisory Committee meeting on Monday, March 23, 2009. CARRIED -64- GENERAL COMMITTEE- MARCH 10, 2009 ITEM # 3 - 14 Leisure Services Advisory Committee Record No. 09-02 Thursday, February 19, 2009 Page 8 of 12 INFORMATIONAL ITEMS 4. Leisure Services Capital and Operating Budget Moved by Carol Walthers Seconded by Ken Whitehurst THAT the Leisure Services Capital and Operating Budget be received as information. CARRIED Correspondence from Ms Yvonne Cattrall, Head Coach Aurora Selkies Swim Club Re: Membership and Pool User Guide Policy Moved by Carol Walthers Seconded by Councillor McRoberts THAT the Leisure Services Advisory Committee defer the correspondence from Ms Yvonne Cattrall, Head Coach of Aurora Selkies Swim Club regarding membership and Pool User Guide Policy to the. next Leisure Services Advisory Committee meeting on Monday, March 23, 2009. CARRIED Correspondence from the Aurora Chamber of Commerce To the Canada Day Sub- Committee Re: Aurora Chamber of Commerce Street Festival Moved by John Clement Seconded by Councillor Granger THAT the Leisure Services Advisory Committee receive the correspondence from the Aurora Chamber of Commerce regarding the Aurora Chamber of Commerce Street Festival as information. CARRIED 65 - GENERAL COMMITTEE - MARCH 10, 2009 ITEM # 3 - 15 Leisure Services Advisory Committee Record No. 09-02 Thursday, February 19, 2009 Page 9 of 12 7. Trails Sub -Committee Minutes 08-19, October 24, 2008 (Deferred from the January 22, 2009 meeting) Moved by Councillor Granger Seconded by John Clement THAT the Leisure Services Advisory Committee receive the Trails Sub - Committee Minutes 08-19, October 24, 2008 and the following Trails Sub - Committee recommendations be endorsed and recommended to Council: THAT the Trails Sub -committee recommend that the former Kwik- Kopy Trail (as noted in item 3 of the minutes) be carried in the 2009 capital budget and that the trail be implemented as originally contemplated, subject to any minor revisions in the routing that may be requested by the current property owners and agreed to by staff; and THAT staff continue with the public notification process and obtain any necessary agency approvals that may be required to construct the final link of the Nokiidaa Trail connecting the Town of Newmarket to Aurora, through the Class 1 wetland north of St. John's Sideroad, including the preparation and provision of any design and construction details that will be required for this; and THAT all future regular Trails Sub -committee meetings take place on the first Friday of the month and that any ensuing recommendations be prepared by the following Monday and circulated to the committee members for review. Upon revision and confirmation of the minutes, they will be forwarded to the Director of Leisure Services not later than the following Thursday for inclusion in the upcoming LSAC meeting agenda. CARRIED -66- GENERAL. COMMITTEE - MARCH 10, 2009 ITEM# 3-Ts Leisure Services Advisory Committee Record No. 09-02 Thursday, February 19, 2009 Page 10 of 12 is Trails Sub -Committee Minutes 68-20, November 14, 2008 (Deferred from the January 22, 2009 meeting) Moved by Michael Levesque Seconded by Councillor McRoberts THAT the Leisure Services Advisory Committee receive the Trails Sub - Committee Minutes 08-20, November 14, 2008 and the following Trails Sub -Committee recommendation be endorsed and recommended to Council: THAT a working meeting, with the Leisure Services Advisory Committee and the Trails Sub -Committee members present, be arranged for early 2009, with the exclusive agenda item being the presentation for the draft trails map and draft core documents. Trails Sub -Committee Minutes 08-21, December 12, 2008 (Deferred from the January 22, 2009 meeting) Moved by John Levesque Seconded by Councillor McRoberts THAT the Trails Sub -Committee Minutes 08-21; December 12, 2068 be deferred to the next Leisure Services Advisory Committee meeting on Monday, March 23, 2009. CARRIED 10. Canada Day Sub-Committee.Minutes November 18, 2008 Moved by Councillor McRoberts Seconded by Carol Walthers THAT the Canada Day Sub -Committee Minutes dated November 18, 2008 be received for information. CARRIED -67- GENERAL COMMITTEE - MARCH 70, 2009 ITEM#3-17 Leisure Services Advisory Committee Record No. 09-02 Thursday, February 19, 2009 Page 11 of 12 11. Canada Day Sub -Committee Minutes December 2, 2008 13. Moved by Councillor McRoberts Seconded by Carol Walthers THAT the Canada Day Sub -Committee Minutes dated December 2, 2008 be received for information. CARRIED Leisure Services Advisory Committee Pending List Moved by Councillor Granger Seconded by Councillor McRoberts THAT the Leisure Services Advisory Committee Pending List be received as information. a:: e 14. Extract from the January 20, 2009 Council Meeting Re: November 27, 2008 Leisure Services Advisory Committee Meeting Minutes Moved by Councillor Granger Seconded) by Judy Norwell THAT the extract from the January 20, 2009 Council meeting regarding the approval of the November 27, 2008 Leisure Services Advisory Committee meeting minutes be received as information. NEW BUSINESS None CARRIED =68- GENERAL COMMITTEE --MARCH 10, 2009 ITEM# 3-18 Leisure Services Advisory Committee Record No. 09-02 Thursday, February 19, 2009 Page 12 of 12 ADJOURNMENT Moved by Councillor. Granger THAT the meeting be, adjourned at.10:20 p.m. Councillor Evelina MacEachern, Chair Leisure Services Advisory Committee CARRIED -69. GENERAL COMMITTEE MARCH 10, 2009 ITEM # 4 - 1 �. TOWN OF AURORA AXJR—ORA GENERAL COMMITTEE No. ARTS09-02 SUBJECT: Arts & Culture Advisory Committee Recommendation Summary from February 26, 2009 FROM: Arts & Culture Advisory Committee DATE: March 10, 2009 RECOMMENDATIONS ADOPTION OF MINUTES THAT the Arts & Culture Advisory Committee Minutes No. 09-01 dated January 29, 2009 be adopted. MATTERS FOR CONSIDERATION Correspondence from the Ministry of Citizenship and Immigration Re: Newcomer Champion Awards THAT it be recommended to Council that the correspondence from the Ministry of Citizenship and Immigration regarding the Newcomer Champion Awards be received for information. INFORMATIONAL ITEMS 2. York Region Arts Council Meeting Schedule THAT the verbal report of Jo-anne Spitzer regarding the February 26, 2009 York Region Arts Council meeting be received;. and THAT thanks be extended to Jo-anne Spitzer for attending the subject York Region Arts Council Meeting. 3. Request for Arts and Culture Information THAT it be recommended to Council that Staff of the Office of the Chief Administrative Officer be requested to provide the following information for the March 26, 2009 Arts and Culture Advisory Committee meeting: Any information related to arts and culture Interpares Report; ➢ List of Arts and Culture group from the Aurora 70 - groups as contained in the Novita Leisure Services Guide; GENERAL COMMITTEE - MARCH 10, 2009 ITEM# 4-2 March 10, 2009 - 2 - Report No. ARTS09-02 ➢ List of Aurora arts and cultural groups from the Seniors Co-ordinator; > List from the Chamberof Commerce of all arts and cultural related profit and not -for - profit businesses in the Town of Aurora; and > List of Aurora arts and cultural groups available from Information Aurora. 4. Request for Information Related to Arts and Culture Awards THAT it be recommended to Council that Staff of the Office of the Chief Administrative Officer be requested to provide information about arts and cultural awards for which there can be public nominations that are available from the provincial and federal governments. 5. Outreach to Arts and Culture Groups in the Town of Aurora THAT it be recommended to Council that, as per the recommendation contained in Item 3, Arts & Culture Advisory Committee Minutes 08-02, February 28, 2008, Framework forArts & Culture Agenda Items, the Arts & Culture Advisory Committee requests that the Town put a notice, on the Town Notice Board in the Era Banner and the Town Website that the Arts & Culture Advisory Committee is requesting public input in written form from individuals, organizations and businesses residing in the Town and actively involved in a serious way in arts and cultural -related activities and businesses as the Committee is seeking to increase its awareness of the arts and culture community in the Town; and THAT it be recommended to Council that this information be sent to the Office of the Town Clerk to be forwarded to the Arts & Culture Advisory Committee. 6. Framework for Arts & Culture Agenda Items THAT it be recommended to Council that the Framework for Arts & Culture Agenda Items as outlined in Item 3 of the February 28, 2008 Arts & Culture Advisory Committee Minutes 08-02 be included as an Agenda item on the March 26, 2009 Arts & Culture Advisory Committee Agenda. ATTACHMENTS Attachment #1 - Arts and Culture Advisory Committee Minutes of February 26, 2009 Preparedby., Cindy Janzen, Manager of Legislative Services, Deputy Clerk, ext. 4217 Cindy Janzen Manager of Legislative Services, Deputy Clerk On behalf of the Arts and Culture Advisory Committee -71- GENERAL COMMITTEE - MARCH 10, 2009 AuRcoRA COMMITTEE MINUTES MEETING NO. 09-02 Committee: Arts & Culture Advisory Committee Date: Thursday, February 26, 2009 Time and Location: 7:00 p.m., Holland Room ITEM# 4-3 Committee Members: Councillor Wendy Gaertner, Chair, Councillor Granger, Helen Roberts, Jo-anne Spitzer and Kenneth Whitehurst Absent: Nadine Raymond, Vice -Chair, Christopher Ballard and Jackie Bennett Other Attendees: John Gutteridge, Director of Financial Services/Treasurer (left at 7:20.p,m.) and Elma Stevenson, Committee Secretary The Chair called the meeting to order at 7:10 p.m. APPOINTMENT OF CHAIR Moved by Jo-anne Spitzer Seconded by Councillor Granger THAT the appointment of Chair and Vice -Chair be deferred to a later date. CARRIED DECLARATIONS OF INTEREST There Were no declarations of interest under the Municipal Conflict of Interest Act. APPROVAL OF AGENDA Moved by Councillor Granger Seconded by Helen Roberts THAT the agenda with the following additional items be approved: - 72 - GENERAL COMMITTEE - MARCH 10, 2009 ITEM # 4 - 4 Arts & Culture Advisory Committee Record No. 09-02 Thursday, February 26, 2009 Page 2 of 5 ➢ Item 3 — Request for Arts and Culture Information; ➢ Item 4 — Request for Information Related to Arts and Culture Awards; ➢ Item 5 — Outreach to Arts and Culture Groups in the Town of Aurora; and ➢ Item 6 — Item 3 of the Arts & Culture Advisory Committee Minutes 08-02, February 28, 2008, Framework for Arts & Culture Agenda Items. ADOPTION OF MINUTES Moved by Helen Roberts CARRIED Seconded by Councillor Granger THAT the Arts & Culture Advisory Committee Minutes No. 09-01 dated January 29, 2009 be adopted. CARRIED DELEGATIONS None MATTERS FOR CONSIDERATION 1.. Correspondence from the Ministry of Citizenship and Immigration Re: Newcomer Champion Awards Moved by Helen Roberts Seconded by Councillor Granger THAT it be recommended to Council that the correspondence from the Ministry of Citizenship and Immigration regarding the Newcomer Champion Awards be received for information.. CARRIED - 73 - GENERAL COMMITTEE - MARCH 10, 2009 ITEM# 4-S Arts & Culture Advisory Committee Record No. 09-02 Thursday, February 26, 2009 Page 3 of 5 INFORMATIONAL ITEMS 2. 3. 4. York Region Arts Council Meeting Schedule Moved by Councillor Granger Seconded by Helen Roberts THAT the verb@] report of Jo-anne Spitzer regarding the February 26, 2009 York Region Arts Council meeting be received; and THAT thanks be extended to Jo-anne Spitzer for attending the subject York Region Arts Couhcii Meeting. CARRIED Request for Arts and Culture Information Moved by Kenneth Whitehurst Seconded by Jo-anne Spitzer THAT it be recommended to Council that Staff of the Office of the Chief Administrative Officer be requested to provide the following information for the March 26, 2009 Arts and Culture Advisory Committee meeting: ➢ Any information related to arts and culture groups as contained in the Novita Interpares Report; . ➢ List of Arts and Culture group from the Aurora Leisure Services Guide; ➢ List of Aurora arts and cultural groups. from the Seniors Co- ordinator; ➢ List from the Chamber of Commerce of all arts and cultural related profit and not -far -profit businesses in the Town of Aurora; and ➢ _ List of Aurora arts and cultural groups available from Information Aurora. CARRIED Request for Information Related to Arts and Culture Awards Moved by Helen Roberts Seconded by Councillor Granger THAT it be recommended to Council that Staff of the Office of the Chief Administrative Officer be requested to provide information about arts and cultural awards for which there can be public nominations that are available from the provincial and federal governments. CARRIED r 74 - GENERAL COMMITTEE - MARCH 10, 2009 ITEM # 4 - 6 Arts & Culture Advisory Committee Record No. 09-02 Thursday, February 26, 2009 Page 4 of 5 5. Outreach to Arts and Culture Groups in the Town of Aurora Moved by Kenneth Whitehurst Seconded by Jo-anne Spitzer THAT it be recommended to Council that, as per the recommendation contained in Item 3, Arts & Culture Advisory Committee Minutes 08-02, February 28, 2008, Framework for Arts & Culture Agenda Items, the Arts & Culture Advisory Committee requests that the Town put a notice on the Town Notice Board in the Era Banner and the Town Website that the Arts & Culture Advisory Committee is requesting public input in written form from individuals, organizations and businesses residing in the Town and actively involved in a serious way in arts and cultural -related activities and businesses as the Committee is seeking to increase its awareness of the arts and culture community in the Town; and THAT it be recommended to Council that this information be sent to the Office of the Town Clerk to be forwarded to the Arts & Culture Advisory Committee. CARRIED 6. Framework for Arts & Culture Agenda Items Moved by Kenneth Whitehurst Seconded by Jo-anne Spitzer THAT it be recommended to Council that the Framework for Arts & Culture Agenda Items as outlined in Item 3 of the February 28, 2008 Arts & Culture Advisory Committee Minutes 08-02 be included as an Agenda item on the March 26, 2009 Arts & Culture Advisory Committee Agenda. CARRIED MATTERS ARISING FROM THE PREVIOUS MINUTES None NEW BUSINESS None - 75 - GENERAL COMMITTEE - MARCH 10, 2009 ITEM# 4-7 Arts & Culture Advisory Committee Record No. 09-02 Thursday, February 26, 2009 Page 5 of 5 ADJOURNMENT Moved by Councillor Granger THAT the meeting be adjourned at 8:40 p.m. Councillor dy Gaertner, Chair Arts & CultuW Advisory Committee CARRIED - 76 - GENERAL C,O�i'EE - MARCH 10, 2009 AuR�QRA yowYe��ooc�,y MEMORANDUM Corporate Services Department Date: March 10, 2009 To: Mayor and Members of Council From: Cindy Janzen ITEM # 5. 1 Re: Central York Fire Services —Joint Council Committee Meeting Minutes — December 2, 2008 RECOMMENDATION: THAT Council: Receive for information ❑ Endorse the recommendations ❑ Provide direction . 77 . GENERAL COMMITTEE - MARCH 10, 2009 ITEM# 5-2 CENTRAL YORK FIRE SERVICES I&A JOINT COUNCIL COMMITTEE MEETING UESDAY, DECEMBr^.R 2, 2008 AT 2:00 r,.M. TOWN OF NEWMARKET, COUNCIL CHAMBERS MINUTES A meeting of the Joint Council Committee was held on'Tuesday, December 2, 2008 at 2:00 p.m. in the Council Chambers at the Town of Newmarket. Members Present: Newmarket Aurora Regional Councillor Taylor Councillor Emanuel Councillor Woodhouse Councillor Buck (2:07 to 3,56 p.m.) Councillor Gallo Councillor Wilson Staff: Newmarket R, N. Shelton, Chief Administrative Officer M. Mayes, Assistant Director of Finance L. Gibson, Deputy Clerk CYFS: J. Molyneaux, Fire Chief P. Leslie, Deputy Fire Chief The meeting was called to order at 2:00 p.m. Councillor Emanuel in the Chair. ADDITIONS TO AGENDA The Chair advised of an addition to the Closed Session agenda regarding employee negotiations. DECLARATIONS None. 1. JOINT COUNCIL COMMITTEE MINUTES — DECEMBER 2, 2008ITEM 1 CORRESPONDENCE Letter to Inspection DiClemente dated October 22, 2008 regarding two firefighters. 78 - GENERAL COMMITTEE - MARCH 10, 2009 ITEM # Moved by Regional Councillor Taylor Seconded by Councillor Woodhouse THAT the letter to Inspection DiCiemente dated October 22, 2008 regarding two firefighters be received for information. CARRIED 2. JOINT COUNCIL COMMITTEE MINUTES — DECEMBER 2, 2008 ITEM 2 CORRESPONDENCE Letter to Town Clerk, Town of Newmarket dated October 24, 2008 regarding Central Dispatch Services Update. Moved by Regional Councillor Taylor Seconded by Councillor Gallo THAT the letter to Town Clerk, Town of Newmarket dated October 24, 2008 regarding Central Dispatch Services Update be received for information. CARRIED 3. JOINT COUNCIL COMMITTEE MINUTES — DECEMBER 2, 2008— ITEM 3 APPROVAL OF MINUTES Joint Council Committee Minutes of October 21, 2008. Moved by Councillor Woodhouse Seconded by Councillor Wilson THAT the Joint Council Committee Minutes of October 21, 2008 be approved. CARRIED 4. JOINT COUNCIL COMMITTEE MINUTES --.DECEMBER 2, 2008— ITEM 4 FIRE SERVICES REPORT 2008-13 2008 THIRD QUARTER BUDGET REPORT Fire Services Report 2008-13 dated October 6, 2008 regarding 2008 Third Quarter Budget Report. The Fire Chief provided an overview of the 2008 Third Quarter Budget Report and discussion ensued regarding overtime and maintenance costs. Councillor Buck arrived at 2:07 p.m. Moved by Councillor Wilson Seconded by Councillor Woodhouse Central York Fire Services -Joint Council Committee Minutes December 2, 2008 79 - Page 2 of 4 GENERAL COMMITTEE - MARCH 10, 2009 ITEM# 5-4 5. CC 7 THAT Fire Services Report 2008-13 dated October 6, 2008 regarding the 2008 Third Quarter Budget Report be received; AND THAT the Fire Chief prepare a report outlining alternatives to address the issue of overtime costs. CARRIED JOINT COUNCIL COMMITTEE — DECEMBER 2, 2008 — ITEM 5 JOINT FIRE SERVICESIFINANCE REPORT 200846 POLYBROMINATED DIPHENYL ETHERS (RBDE'S) Fire Services Report 2008-16 dated November 11, 2008 regarding Polybrominated Diphenyl Ethers (PBDE'S). Moved by Regional Councillor Taylor Seconded by Councillor Gallo THAT Fire Services Report 2008-16 dated November 11, 2008 regarding Polybrominated Diphenyl Ethers (PBDE'S) be received for information purposes. CARRIED JOINT COUNCIL COMMITTEE — DECEMBER 2, 2008 — ITEM 6 MONTHLY CALL SYNOPSIS AND ADDITIONAL INFORMATION Monthly Call Synopsis and additional information for the month of September 2008. Moved by Councillor Woodhouse Seconded by Councillor Wilson THAT the Monthly Call Synopsis and additional information for the month of September 2008 be received for information. CARRIED JOINT COUNCIL COMMITTEE MINUTES — DECEMBER 2, 2008 -- ITEM 7 OUTSTANDING LIST List of outstanding matters. Moved by Councillor Woodhouse Seconded by Councillor Wilson THAT the Outstanding Matters List be received; CARRIED Central York Fire Services -Joint Council Committee Minutes December2, 2008 Page 3 of 4 GENERAL COMMITTEE - MARCH 10, 2009 ITEM # g _ g 8. JOINT COUNCIL COMMITTEE —DECEMBER 2, 2008 — ITEM 8 MASTER FIRE PLAN UPDATE CENTRAL YORK FIRE SERVICES 2008-2017 Master Fire Plan Update Central York Fire Services 2008-2017. Deputy Fire Chief Leslie provided a PowerPoint presentation which provided a review and update on the Master Fire Plan Central York Fire Services 2008-2017, Services that were reviewed included: Administration, Fire Prevention and Fire Safety Education, Emergency Responses, Staff development, Equipment, Staffing and Facilities. Moved by Councillor Wilson Seconded by Councillor Woodhouse THAT Master Fire Plan Central York Fire Services 2008.2017 be received; AND THAT the Master Fire Plan Central York Fire Services 2008-2017 be forwarded to the Councils of the Town of Newmarket and Aurora for approval; AND THAT Deputy Fire Chief Leslie's presentation also be presented to the Councils of the Town of Newmarket and the Town of Aurora. CARRIED The Committee resolved into a Joint Council Committee Closed Session at 3:07 p.m The Minutes of the Joint Council Committee Closed Session are recorded under separate cover. The Committee resumed into public session at 3:52 p.m. 9. (CONTINUTED) JOINT COUNCIL COMMITTEE MINUTES — DECEMBER 2, 2008 — ITEM 11 NEW BUSINESS Councillor Wilson inquired as whether or not the Fire Department would be conducting any public relations regarding fire awareness during the holiday season. The Fire Chief advised there will be messages to the public. Moved by Councillor Buck Seconded by Councillor Woodhouse THAT the meeting adjourn. CARRIED There being no further business, the meeting adjourned at 3:56 p.m. Date Central York Fire Services -Joint Council Committee Minutes December 2, 2008 Councillor Emanuel, Chair Page 4 of 4 GENERAL COMMITTEE - MARCH 10, 2009 ITEM #. g - 1 - TOWN OF AURORA AURORA BUDGET COMMITTEE REPORT No. LS09-013 SUBJECT: Aurora Sports Dome FROM: Allan D. Downey, Director of Leisure Services DATE: March 10, 2009 RECOMMENDATIONS TWAT staff be directed to apply fora tax exemption for property In accordance with Section 110 of the Municipal Act; and THAT field use fees for the Aurora Sports Dome be approved at $8.33/hour per field for all local sports groups and organizations, subject to the conditions outlined in the Field Use Policy. PURPOSE OF THE REPORT To provide Council with recommendations in response to inquiries regarding the permitted use of the Aurora Sports Dome. BACKGROUND At the Budget meeting of Monday, February 23, 2009, staff were directed to provide information to Council regarding the use of the Aurora Sports Dome, primarilywith regards to the conditions for Town use and that staff report back on March 2, 2009. COMMENTS In response to Budget Committee direction, staff have met with the Operators of the Aurora Sports Dome to determine the amount of use they had outside of the Town requested hours. In accordance with section 9(m)(ii) which reads: ii) from and including May 1st to and including September 30t" in each year of this Agreement, a minimum of sixty (60) hours each week between the hours of 8 a.m. and I I p.m., Monday to Friday inclusive,.and further, a minimum of twenty-eight (28) hours each week on Saturday and Sunday combined. -82- GENERAL COMMITTEE - MARCH 10, 2009 ITEM# 6-2 March 10, 2009 -2 - Report No. LS09-013 During this 21-week period of time, the Town permitted the Aurora Sports Dome in 2007 for 572 hours and in 2008 for 696 hours to the Aurora Youth Soccer Club (AYSC) and the Aurora Minor Baseball Association (AMBA) as well as a soccer tournament. This is well below what is available, but represents the needs of these local sports organizations who would prefer to play outdoors. The revenues collected during these years were $3,203.65 in 2007 and $5,801.79 in 2008. The operation of the Aurora Sports Dome are required to staff the facility during the Town permitted time. Staff have met with the Operators of the Aurora Sports Dome and confirmed that they operate a sports camp at the facility during those times not requested by the Town. This is primarily operated during the daytime hours. The camp operated for eight weeks and uses 23 hours of field time per week or 134 hours of field use. In accordance with our Sports Field User Policy, they could be subject to a fee of $6.33/hour if requested to pay or $1,256.72. The operation of the Aurora Sports Dome is unique, as many Public/Private Partnership Agreements tend to be. The Operator is required to cover the cost of staffing the facility during the Town permit times; however, hydro costs during the summer are the responsibility of the Town. The cost of hydro in 2008 was $16,738.00. Staff recommend that a permit fee be charged to the Operator during their use of the Aurora Sports Dome in order to ensure that all the permitted uses during the summer are paid to the Town. During the remainder of the year, the following condition applies as per section 9(m)(i) of the Agreement which reads: from and including October 1't to and including April 30th in each year of this Agreement, a minimum if fifteen (15) hours each week between the hours of 9 a.m, and 5 p.m. Monday to Friday inclusive. This permits the Town 15 hours per week of non -prime time for the use of the Aurora Sports Dome which would normally be subject to a fee of $120/hour for the user groups or Town Programs. During the Budget deliberations, staff have also identified a cost for paying the taxes on the property, since the purpose of the land has been changed to a commercial venture. Staff have attached a copy of a memorandum to Mayor and Council dated April 16, 2007. This was provided to Council as a result of a Budget discussion in 2007 and outlines the taxes required for the property. .../3 -83- GENERAL COMMITTEE - MARCH 10, 2009 ITEM # 6 - March 10, 2009 .3 - Report No. LS09-013 Staff have.contacted the Town of Richmond Hill, Town of Newmarket and the City of Vaughan, who have similar Public/Private Partnerships, and found these properties are tax exempt. As indicated in the April 16, 2007 memorandum, this property could also be tax exempt if the municipality applies through Section 110 of the Municipal Act. Although as stated in the memorandum, regional taxes would not be affected. The result of eliminating the Municipal and School Board portion would be $44,658.85, leaving a balance of $12,460.95 per year, for the Regional portion. Council may then wish to consider contacting the Region to exempt their taxes as well. From a financial perspective, the cost of the Aurora Sports Dome would be reduced significantly and if all other costs as well as savings are included, the Aurora Sports Dome actually provides financial as well as program advantage to the tax payer. ALTERNATIVEM TO THE RECOMENDATIONS 1. Not to pursue tax exempt status and continue to Identify the costs in the Leisure Services Budget. 2. Not to require payment of a user fee during the summer for permits other than AYSC and AMBA. FINANCIAL IMPLICATIONS N/A CONCLUSIONS Staff recommend that all fees for the use of the Aurora Sports Dome be collected during the summer months in order to maximize the Town's revenue; however, significant reductions in the tax status would result if an exemption was granted similar to other municipalities. ATTACHMENTS Attachment #1 --Agreement between The Corporation of the Town of Aurora and 1661883 Ontario Inc. dated July 21, 2005, Attachment #2 — Memorandum from L. John Gufteridge re Taxes on Soccer Bubble dated April 16, 2007. Attachment #3 — Facility Usage Report Summary ... /4 -84- GENERAL COMMITTEE - MARCH 10, 2009 ITEM# 6-4 March 10, 2009 - 4 - Report No. LS09-013 PRE -SUBMISSION REVIEW Neil Garbe, Chief Administrative Officer, Friday, February 27, 2009 Prepared by, Allan D. Downey, Director of Leisure Services- Ext. 4752 Allan D. Downey . Director of Leisure Services Neil Garbe Chief Administrative Officer -85- GENERAL COMMITTEE - MARCH 10, 2009 �A;I THIS AGREEMENT made in triplicate this oZ 157- day of July 2005. BETWEEN: THE CORPORATION OF THE TOWN OF AURORA (hereinafter called the "Town") vrr�¢ 72jrnc,�"V °,V PARTY OF THE FIRST PART j -and- �1;1" 1651883 ONTARIO INC, operating as AURORASPORTSDOME (hereinafter called the "Licensee") PARTY OF TILE SECOND PART WHEREAS the Town is the registered owner orcertain lands known as Lambert Wilson Park, which Park contains thereon a soccer pitch hereinafter referred to as the Legion Field and legally described as Firstly, Parcel 1-1, Section 65M-3075, Block 4, 65M-3075, together with Part Lot 82, Concession 1, and Part Lot 28, Plan 231, Parts 4, 7 and 8, 65R• 14423 as in R494293 and Secondly, Part Lots. 25, 26 and 27, Plan 231, Parts 25, 26 and 27, 65R-25954 together with RI64459, subject to R493625, Town or Aurora, Regional Municipality of York; AND WHEREAS the Town is desirous of making the Legion Field available for ycar- round use;. AND WHEREAS the Licensee represents that it has expertise in constructing an air supported structure for the purpose of providing indoor recreational facilities and further represents that it has expertise in operating such recreational facilities; AND WHEREAS the Licensee is desirous of oonstructing and operating a year round air -inflated indoor sports dome structure (hereinafter the "air dome") on the Legion Field; AND WHEREAS the Licensee has entered into a Permit Agreement dated the 91h day of Ame, 2005, with the Aurora Youth Soccer Club (hereinafter referred to as "AYSC"), attached hereto as Schedule "A", wherein the AYSC has agreed to the rental of facility time at the air dome for a ten (10) year period upon certain terms and conditions set forth therein which the Town acknowledges and by which the Licensee is strictly bound; AND WHEREAS the Town acknowledges that the Legion Field is zoned "RU" which permits agricultural uses but not recreational uses; AND WHEREAS the Town has waived compliance with its Zoning By-law in accordance with the provisions of said Zoning By-law; AND WHEREAS the Town and Licensee acknowledge that although a Site Plan Agreement is not required for the supply, installation and construction of an air dome, Clubhouse and any related storage facilities on the Legion Field, such supply, installation and construction shall be subject to and in compliance with the Town's Site Plan approval process and requirements; NOW THRREFORE IN CONSIDERATION of the mutual covenants heroiu contained, the parties hereto agree as follows; The Town hereby grants to the Licensee the exclusive license to operate an air - dome at the Legion Field from and including October 1", 2005 to and including September 301h, 2020 (the "Tenn") subject to any renewals thereof as set out herein. Provided that the Licensee duly and regularly pays the License Fee and performs and complies with each and every of the covenants and provisions herein on the C -86- GENERAL COMMITTEE - MARCH 10, 2009 /TEIWgff 6 -,6. part of the Town to be paid and performed, and provided the Licensee is not in default hereunder, and subject to the Town not requiring the Legion Field for its . own purposes in its sole determination, the Town shall, at the cost of the Licensee, grant the right to renew this Agreement at the expiration of the term for two (2) further five (5) year periods (the "Renewal Periods"), upon such terms 4 - amid conditions as the parties shall agree upon, failing which this Agreement shall terminate. The Town shall provide the .Licensee with written notice as to whether it requires the Legion Field for its own purposes no later than three months prior to the expiry of this Agreement, that being Juno30`h, 2020. Should the Town not require the Legion Field for its own purposes, the Licensee shall provide written notice of its intentions to renew no later than 2 months prior to the expiry of this Agreement, that being July 31s, 2020. 3. In consideration of the License hereby granted the Licensee shall pay to tho Town a License Fee of Two (2) Dollars plus Goods and Services Tax per year for each year of the Term of this Agreement. 4. In addition to the annual fee payable herein, the Licensee shall, at its sole and own expense, excavate the natural grass turf located at the Legion Field and remove it therefrom, and shall replace it with artificial state of the art turf commonly known as "Field Turf' or similar and like artificial turf surface, of an approximate value of Four Hundred Thousand Dollars ($400,000.00). 5, The Licensee shall, at its sole and own expense and in a high quality mid professionally competent manner, supply, construct and install the air dome, which shall have approximate dimensions of two hundred feet (200) by (x) three hundred feet (300') by (x) sixty feet (60'), and which shall include a concrete grade beam, a storm water management pond and a chain link fence around the perimeter of the existing soccer pitch at Legion Field. The Licensee shall also supply, construct and install, at its sole cost and expense and in a high quality and professionally competent manner, a concrete pad upon which shall be provided a 8mmace and inflation unit, and a standby fan act. 6. The Licensee shall, at its sole and own expense, also provide either a portable or permanent Clubhouse of approximate dimensions of forty feet (401) by fifty feet (50') which shall be located adjacent to the air dome and which shall contain washrooms, change rooms, a lounge area, a snack bar and administrative offices. The Licensee shall also, at is sole and own expense, provide any storage facilities as may be required for the air dome mid Clubhouse operation. Any modifications or alterations which the Licensee may wish to make to the Clubhouse shall require the prior written approval of the Town. 7. The Licensee covenants and agrees that no supply, installation or construction of . the facilities referenced in paragraphs 5 and 6 herein shall be installed or constructed until detailed plat specifications and calculations relating to such facilities have been stamped by a qualified Professional Bngineer. g. The Licensee further covenants and agrees that neither supply, installation nor construction of any of the facilities referenced in paragraphs 5 and 6 herein shall commence until the Licensee has delivered to the Town a. Performance Bond, satisfactory to the Town, in the amount of $250,000,00 as security for the supply, installation and construction of the facilities set out in paragraphs 5 and 6 herein. The said Bond shall be. returned to the Licensee following the completion of the supply, installation and construction of the facilities set out in paragraphs 5 and 6 herein to the full and entire satisfaction of the Town. 9. During the Term of this Agreement, the Licensee further covenants and agrees as follows: (a) to be responsible for all costs associated with managing mid staffing the air dome and Clubhouse from and including May I` to and including September 30" in each year; �pFW�Fo ern - 87 - �� GENERAL COMMITTEE - MARCH 10, 2009 ITEMP#c 3 6 - 7 (b) to maintain at its own expense a listed telephone service at the air dome and Clubhouse; (c) to maintain the area within one (1) metre of ilia air dome and the Clubhouse in a clean, neat, tidy and presentable condition and ensure that any and all garbage contained in such area is deposited in containers to be provided to the Licensee by the Town in accordance with applicable municipal by-laws; (it) to provide and maintain, at its own expense, in a location approved by the Town, a waste disposal bin of a type approved by the Town into which shall be .deposited all garbage generated from use of the air dome and the Clubhouse; (e) to maintain in a good stale of repair and in a clean, neat, tidy and presentable condition and appearance, at its own expense, the air dome, the Clubhouse, the perimeter fence and any related storage facilities related thereto; (f) to pay for all utility costs including hydro, gas, water acid sewer charges related to the operation of the air dome and Clubhouse from and including October I`t to and including April 301b of the following year for each year of the Term of this Agreement, whether such costs are billed directly to the Licensee or to the Town; (g) to pay when due any and all taxes of any kind whatsoever levied with respect to the supply, installation and operation of the air dome and Clubhouse and any related storage facilities; (h) to operate the air dome and Clubhouse as a community use type of operation providing activities to adults, children and senior citizens and to be made ' available for such use in .accordance with applicable 'town policy requirement including those regarding residency; (i) .to repair at its sole cost and expense any and all damage to the air dome, stomr water management pond, grounds therein and surrounding the air dome, Clubhouse and any related storage facilities, caused as a result of die supply, installation and construction of the air dome, Clubhouse and any related storage facilities, and any removal of any of the same, or as a result of the operation of the air dome, Clubhouse and any related storage facilities; Q) to ensure that the operation of the air dome and Clubhouse and related storage facilities are supervised at all times during the Hours of operation by a qualified adult. Such person or persons, while on duty, shall be neatly and cleanly groomed and dressed, clearly identified by a badge or other form of identification, and be courteous and mannerly toward the public. The Licensee agrees to remove any such person employed by it to supervise to air donee, Clubhouse and any related storage facilities at the request of the Town if in the opinion of the Town such person fails to meet the standards set out Herein; (k) not to assign in whole or in part this Agreement without die prior written approval of the Town which approval may be unreasonably withheld; (1) to maintain the path/walkway fiom the parking lot to the Clubhouse free and clear of all obstructions and ice and snow during the winter season; (m) to provide the Town with a minimum of the following hours for use of the air dome, Clubhouse and any storage facilities related thereto, at no cost to the Town, such type of use to be in the sole determination of the Town: i) from and including October 1" to and including April 30" in each year of this Agreement, a minimum of fifteen (15) hours each week between the hours of 9 a.m. and 5 p.m. Monday to Friday inclusive; and -'ZveOVFo - $$ - oyw��ev' GENERAL COMMITTEE - MARCH 105 2009 ITEIWN 6 S ii) from and including May I" to and including September 30" in each year of this Agreement, a minimum of sixty (60) hours each week between the hours of 8 a.m. and I I p.m, Monday to Friday inclusive, and further, a minimum of twenty-eight (28) hours each week on Saturday and Sunday combined. (n) to deliver to the Town, prior to commencing the installation of the facilities, evidence of public liability insurance coverage for personal injury and property damage in -a minimum amount of $5,000,000.00 with an insurer and in a form approved by the Town. Such insurance shall name the Town as an additional insured and such insurance shall not be cancelled unless thirty (30) days written notice to the Town has been given. T.n the event of cancellation of any such insurance coverage the operation of die air dome, Clubhouse and related storage facilities shall cease until such time as further proof of public liability insurance coverage is deliver to the. Town; (0) to maintain financial books and records of the Licensee's operations in accordance with generally accepted principles of good accounting practice, and shall at all reasonable times, and on reasonable notice, permit the Town and/or its designated representative to inspect and/or audit the said books and records and make copies thereof or any part thereof; (p) to comply with the Municipal Alcohol Risk Management Policy of the Town prior to obtaining any liquor license pursuatrt to the laws of the Province of Ontario. Subsequent to the Licensee obtaining any liquor license, the Licensee shall comply with all the terms and conditions of that license and the applicable law in respect of the license; (q) to comply with all federal, provincial and municipal laws, rules, regulations and by-laws, and the orders and directions of the Regional Municipality of York Police Department or any other body having jurisdiction pertaining to any aspect of this Algoement; (r) to provide the Town with satisfactory evidence of ownership of the air dame and any financing agreements, debt imstnrmonts and encumbrances relating thereto. 10, During the Term of this Agreement the Town agrees as follows: (a) to pay the cost of utilities for the period from and including May 1" to and including September 30" in each year of this Agreement; (b) at its cost, to provide for the installation of services to the site including hydro -electricity, natural gas, water and sewer; (c) to not require the Licensee to operate the air dome, Clubhouse and related storage facilities during statutory holidays should the Licensee determine not to do so; (d) to compensate the Licensee for any and all municipal taxes of any kind whatsoever levied with respect to the supply, installation and operation of the air dome and Clubhouse arid any related storage facilities; (c) to provide for additional parking for the air dome, Clubhouse and related storage facilities which shall supplement, when required, the Legion Field parking lot availability, and which additional parking shall consist of that area of land legally described as Part of Lot 103; Registered Plan.246 and part of Lot 82, Concession 1, Geographic Township of Whitchurch, Town of Aurora, Regional Municipality of York being Part I on. 65R-20044, save and except part I on 65R-20476, registered in the ownership of The Royal Canadian Legion Col. Fred. Tilston V.C. (Ontario No. 385) over which lands [lie Town has a perpetual license with the registered owner for use of access and parking facilities for the Town, which License Agreement is attached hereto as Schedule "R"; �pao"F 89 - GENERAL COMMITTEE - MARCH 10, 2009 ITEM *e 5 6,79 (t) to cant' out an inspection with the Licensee prior to aay supply, installation and/or construction of the air dome, storm water management pond, Clubhouse and related storage facilities, and following removal, if any, of said facilities, to determine if any repairs to the lands and/or facilities thereon are required to be made by the Licensee. 11. The Town shall have the right to request. and require that air conditioning be supplied and installed in the air dome, which supply and installation shall be at its expense. The Licensee shall make provision for the possible supply and installation of such air conditioning during the term of this Agreement in its electrical plans, drawings and requirements, in its drawings for approval by the Town, in its specifications for the air dome, and in any physical space required to .. accommodate same. 12. Upon expiry of the term of this Agreement or any renewal thereof, or early tennination of this Agreement, any and all improvements to the Legion Field and/or Clubhouse, if it is a permanent structure, made by the Licensee including the Field Turf or similar Turf located on the Legion Field shall become the sole property of the Town, provided that the Licensee may remove such of its business fixtures and equipment as may be detached without major damage, provided that the Licensee immediately repairs any damage caused by such removal. 13. The Town acknowledges that the Licensee has the right to install signage within and outside the air dome, Clubhouse and related storage facilities and the Licensee agrees to comply with all provisions of the Town's sign by-laws in this regard. 14. The Town makes no representation or warranty of any kind with respect to due condition of the Legion Field and the Licensee enters into this Agreement accepting the Legion Field in an "as is" condition. 15. The Licensee hereby releases, discharges, covenants and agrees to indemnify and save the Town completely harmless with respect to any claims, demands, costs, actions, causes of actions, suits, proceedings, debts, damages or costs whatsoever at law or in equity suffered or incurred by the Town either directly or indirectly as a result of any matter or thing in connection herewith, caused by or attributable to, pertaining hereto, including any default by the Licensee of the terms of this Agreement or by reason of any negligence or wrongful act of the Licensee, its servants, agents or representatives. - 16. The Town shall not be responsible for any loss or damage occasioned by fire, burglary, or any cause whatsoever to the Licensee's fixtures, equipment or inventory at or in the Clubhouse or air dome or storage related facilities and any proceeds from any claim pursuant to the insurance coverage thereon shall fottliwith be applied toward replacement and restoration. 17. Prior to the supply, installation or construction of the air dome, storm water management pond, Clubhouse and related storage facilities to the Legion Field, the Licensee shall deliver to the Town an acknowledgment from any patty or person, who will be supplying, installing and constructing said facilities, releasing the Town from any construction lien requirement failing which the Town shall require all. documentation necessary to ensure compliance with the Construction Lien Act, including but not limited to, any securities required to be posted and any Statutory Declarations required. 18. The Licensee agrees to provide proof of Workplace Safety and insurance Board ("WSIB") coverage prior to any installation and conduction at the Legion Field during the term of this Agreement, as requested by the Town and as required by applicable laws. 19. The Licensee: (a) recognizes and agrees that safety of workers mid members of the pubO&V i are of prime concern to both the Licensee and the Town; - 90 - GENERAL COMMITTEE - MARCH 109 2009 ITEKV 6 � 10 20, (b) shall comply with all statutes and regulations that establish health and safety requirements, includingbut not restricted to the Occupational Health & Safety Act and regulations enacted thereunder, and will ensure and be responsible for the establishment and enforcement of safe working procedums; (a) shall familiarize itself with the Town's safety policy and program and will promptly comply with all safety instructions identified by the Town. The Licensee shall be solely responsible for enforcing safety requirements and standards of its own employees; (d) shall provide all safety equipment necessary to protect its own workforce and all persons affected by the work prescribed in this Agreement; (a) shall be responsible for ensuring that all equipment, machinery, tools or devices that it brings to and on the Legion Field is in good working order and safe repair and that workers who operate the equipment are fully trained and qualified to do so in a safe manner at all times; (f) agrees that if the Town becomes involved in a charge, offense, prosecution, civil litigation or any other legal proceedings under or related to the Occupational Health and Safety Act arising out of or related to a breach of this Agreement or the Licensee's performance or lack of performance of this Agreement or the Licensee's violation of the Occupational Health and Safety Act or any regulations thereunder, then the Licensee shall be fully liable for, indemnify and pay the Town's fines, penalties, judgment, debt, damages and reasonable legal fees and disbursements. (g) if the Licensee fails to comply with an obligation pursuant to sub - clauses (a), (b), (c), (d) or (e) herein, the Town may, at its exclusive discretion, in addition to any other remedy, perform the obligation on the Licensee's behalf and the cost or expense inemred by the Town shall be a debt due and owing from the Licensee to the Town; (a) If the Licensee makes default in any obligation or obligations binding on it pursuant to this Agreement, the Town shall give notice to rectify any such default within seven (7) days of the giving of the notice and such notice shall be in writing and delivered by mailing such notice by prepaid registered post which shall in such case shall be deemed received upon the third business day subsequent to mailing, or by facsimile or delivered personally which shall be deemed received on the same day, addressed to: 1651883 Ontario Ire. 140 Angus Boulevard Markham, Ontario L6C 3B8 Attention: Terry Redvers The.Corporation of the Town of Aurora 1 Municipal Drive Box1000 Aurora, Ontario . LAG 6J 1 Attention: Director of Leisure Services In the event that the Licensee does not rectify the default within the said seven (7) day period, the Town may either: (i) terminate this Agreement on the giving of ten (10) days written notice to.that effect by mailing said notice by prepaid registered post and addressed to the Licensee at the above -mentioned address, �QnoVFo m - 91 �uaw4 GENERAL COMMITTEE - MARCH 10, 2009 ITEM44c 6 - 11 provided that if the Licensee rectifies any such default before the " .expiry of the ten (10) day period, such notice shall be null and void; or (ii) rectify the default on the Licensee's behalf and the cost or expense incurred by the Town shall be a debt, due and owing from the Licensee to the. Town. (b) Any termination of this Agreement pursuant to sub -clause (a) hereof shall not constitute a surrender or waiver by the Town of any right to proceed against the Licensee for breach of contract, and shall not relieve the Licensee from its obligation to pay any fees herein or to pay any other monies or indemnification provided for in this Agreement. 21. This Agreement may be terminated by: (a) either parry upon three (3) months' written notice. Upon termination, the Licensee shall remove all of its equipment, facilities and inventory at its expense, and shall prior to removing said equipment, facilities and inventory, pay to'the Town any monies which may be owing to it pursuant to this Agreement, failing which, the Town may, retain any of said equipment, facilities and inventory pending payment in full of any monies owing to the Town, (b) the Town, without notice, if; (i) the Licensee declares bankruptcy; (ii) a receiver is appointed on account of its insolvency or in respect of any of its property; or (iii) the Licensee makes a general assignment for the benefit of creditors; (iv) there is failure to comply with any of the terns of this Agreement after having received written notice from the. Town requesting compliance; (v) the Licensee abandons the facilities located at Legion Field; (vi) the Licensee fails to remove within thirty (30) days of registration thereof, any liens which inay have been registered against Legion Field; (vii) a circumstance(s) or event(s) transpires of such a serious nature as in the sole, discretion and determination of the Town requires and warrants the termination of this Agreement, including the occurrence of any event set out in paragraph 19 (f) herein, In this event, the Licensee may be removed from possession of Legion Field and all strictures thereon, including the air dome, Clubhouse and any storage facilities related thereto, without notice and shall not be entitled to any claim against the Town for such removal nor to any refund or compensation for any anticipated profit, unperformed service, or lost opportunity and the Town shall not bear any liability for any damages which the Licensee may suffer or incur in ibis regard. 22. The Town shall have the right to enter or permit entry to the air dome, storm water management pond, Clubhouse and related storage facilities at any time for the purposes of conducting and inspection of said air dome, Clubhouse and related storage facilities or in the event of an emergency situation, 23. This Agreement constitutes the complete and exclusive statement of the Agreement between the parties, which supersedes all proposals, oral or written, express or implied, arid all other communications between parties, relating to the subject matter of this Agreement. 24. If one or more of the phrases, sentences, clauses, sub -clauses or paragraphs contained in this Agreement shall be declared invalid by the order, deeree or judgment of any court of competent jurisdiction, this Agreement shall be, construed as if such phrase(s), sentence(s), clausc(s), sub-clause(s), or paragraph(s) had not been inserted. QenovFo r 92 - � Ne ¢� 0 GENERAL COMMITTEE - MARCH 10, 2009 ITEM* 6 - 12 25. This Agreement may be changed only by a written amendment signed and sealed ' by the authorized representatives of both parties. 26. This Agreement and the covenants, provisions and conditions contained herein shall entire to the benefit of and be binding upon the respective successors, heirs or assigns of each of the parties hereto and, if the Licensee is more than one party, 4he obligations of the Licensees shall bejoint and several IN WITNESS WHEREOF the Parties herein have hereunto affixed their corporate seals, duly attested by the hands of the proper along officers in that behalf, and the said signing officers certify that they have authority to bind their corporation. 165I$$3 ONTARIO INC. per: / N e: 9' tle: Name: Title: (We have the authority to hurl the coapometan) Title: Tov c�brn OeVaTy joWN C.LMlai~ (IlWe have the atehor(ty to bind Ike Corporation) APPROVED 5__ppETOWN OF AURORA L:ouncil �— Committee Date 014L� dl Q-'T Report # LjjQO -056 -93- GENERAL COMMITTEE - MARCH 10, 2009 ITEM # 6 - 13 Schedule "A" Permit Agreement r�im �r]YO .�, 1 ,CLUB _ HOME OF THE STIN'GEFiS1 a PERMIT AGREEMENT Julie.9, 2005 1651883 Ontario Inc. O/A Aurora Sports Dome 140 Angus Glen Blvd. Markham, ON L6C 3B8 Attn: Terry Redvers Dear Mr, Redvers; Re: New Air Sunnorted Indoor Soccer Structure— Aurora We are pleased to submit this Permit Agreement which outlines the basic terms and conditions upon which the Aurora Youth Soccer Club ("AYSC") is prepared • to enter into an agreement with 1651883 Ontario Inc., operating as Aurora Sports Dome ("ASD") for the rental of facility time in an air supported indoor soccer i structure, as tltrther defined, to be constructed in Aurora, based on the following terns and conditions: rmmcwurn P�•Iww 1. The Term of the agreement will be for a period of ten (10) years, ' BUNIL UNI 114 commencing on or about October 1, 2005 and for such time periods, such a,Mo140 NIS hours and such programs asset out below. Ph: IN 727024 tor: SVS]fI-less emaR Wofl<ryK.ra 2, ASD shall construct, elect and operate in a first class manner an air supported indoor soccer structure ("Structure"), with outside dimensions of approximately 200' by 300' in a location referred to as the "Upper Legion Field" adjacent to the Family Leisure Complex parking lot in the Town of Aurora. The structure will be planned, constructed and erected by ASD as per its agreement with the Town of Aurora. ASD will make such installations and provide all equipment and furnishings for and in the Structure so that it can be used.as an indoor soccer facility. Such installations, equipment and furnishings will include, but not limited to, adequate lighting, IIVAC system (not to include air conditioning) and a m - "FiehlTurf' or similar artificial turf surface. The Structure shall be laid out o with three (3) soccer fields with approximate dimensions of 180' by 90' o ("Individual Fields'), which can be combined to form one full size field N with approximate dimensions of 180' by 270' ("Full Field"). The fields shall be lined for soccer and will include the AYSC m S 3 OLlAYSC&ASDMar24/05 -94- C GENERAL COMMITTEE - MARCH 10, 2009 ITEM # 6 - 14 3. "Stinger" logo (digital artwork to be supplied by AYSC, soccer goals and nets for the Individual Fields as well as the Full Field, timing clock& and equipment for all fields, field dividers, player benches, spectator seating, as well as appropriate locker rooms, washrooms, office for ASD staff (with access for AYSC staff while using the Structure) and lounge, as befitting a first class facility. 4. Commencing on or about October 1, 2005, the AYSC will agree to rent an average of fifty (50) Individual Field hours per week during the fall/winter/spring indoor season, which will run from October 1, 2005 through April 30, 2006, being approximately 30 weeks (the "Season"), Subsequent indoor Seasons will be of similar duration, with start and end dates adjusted annually. The AYSC agrees to rent a minimum of 1500 Individual Field hours during the 2005-2006 Season, which may be unevenly distributed throughout each week or part of the Season. 5. In the event that completion of the Structure is delayed for the start of the 2005-2006 Season, then the AYSC shall have the right to reduce its required hours, as set out in Clause 3, calculated on a,pro-rats basis versus the actual number of days lost to the delay. If the Structure is not completed by December 1, 2005, then tite AYSC shall have the right, acting reasonably, to temrinatc this agreement in writing to ASD, and this Permit Agreement shall be of no ftirther force and effect, 6. For the 2005-2006 Season, a rental rate of$145.00 per hour, plus applicable taxes, will be charged for each Individual Field. The $345.00 rate is for prime time hours, defined as those weekday hours between 5:00 p.m. and 11:00 p.m., and weekend hours between 8:00 a,m, and 10:00 p.m. (prince time hours shall also be in effect from 9:00 a.m. to 11:00 p.m, during each of the Christmas and March Break weeks) and is a preferred rate for the AYSC, ASD plans to establish a prime time hourly rate of $160.00 for the 2005-2006 Season, which shall be the published rate for contacted rentals. The preferred rate for AYSC shall at all times throughout tine Term be a minimum of ten percent (10%) lower than the prime time rate published, set or charged for contracted rentals. In the event that any other individual or group at any time receives a contracted prime time rate lower than the AYSC preferred rate, or a rate that is within ten percent (10%) of the AYSC preferred rate, than the AYSC will be entitled to receive an adjusted lower preferred rate (calculated as ten percent (10%) lower than the contracted prime time rate charged to the other group) for all prime time hours remaining in the Season. The AYSC preferred rate for non -prime time hourly rate (defined as those weekday hours before 5:00 p.m. and after 11:00 p.m., and weekend hours before 8:00 a,m. after 10:00 p.m.) shall be set at $75.00 per hour, plus applicable taxes. The ten percent (10%) guidelines set out above for AYSC prime time hours shall also be in effect for AYSC non -prime time hours. T The AYSC shall provide ASD with a detailed schedule ("Schedule") of the hours that it agrees to rent for the upcoming Season prior to 7uly I" of each year. The Schedule will set out prime time. hours and non -prime time hours, for both weekdays and weokends. The contracted hours for the upcoming season will be based on this Schedule. The Schedule shall also set out those programs (as further defined in Clause 7) that the AYSC �InovFo OUAYSCceiUDIVlar24/05 -2- - 95-�c4�Qr GENERAL COMMITTEE - MARCH 10, 2009 ITEM # 6 - 15 shall be offering during these hours. The AYSC shall have the first right to revise its Schedule for each upcoming Season and will have the first right to the same or similar hours, Schedule and Programs as in the preceding year. The AYSC shall have the first right to schedule its hours for the 2005-2006 Season, provided that the Schedule has been provided to ASD by August 1, 2005. 8. The AYSC shall have the right to increase its weekly hours, as required, throughout any Season, provided that such time is available. Such additional rental hours shall be at the AYSC preferred rate (prime time or non -prime time, as applicable), as set out in Clause 5. 9, The AYSC shall have, for the entire Term and any extensions thereto, the first right to offer soccer or soccer related programs, including but not limited to practices, games, chilies, camps, leagues, academies, exhibitions, tournaments and tryouts (collectively "Programs") in the structure. In no event shall any other soccer club, soccer academy, soccer school or similar organization, be permitted to offer similar soccer Programs in the Structure without the written approval of the AYSC, not to be unreasonably withheld. As set out in Clause 5, for each upcoming Season, AYSC shall present to ASD a Schedule which shall include the Programs being offered for that Season. In the event that AYSC is not offering a specific Program during that Season, then other soccer organizations will be permitted to offer such Programs. The AYSC reserves the right to collaborate with other soccer or sport organizations to offer Programs and to sublet any flours in its Schedule to other soccer or sport organizations, provided that the AYSC does not sublet any such hours for more than the current published prime time rate, 10. The AYSC shall have the right to rent one, two or all throe of the Individual Fields in the Structure based on the Schedule for the Season, as adjusted as per Clause 7. 11. ASD shall install within the Structure, at its own. expense, signage and bulletin boards for the purpose of marketing and promotion. AYSC shall be permitted, at no charge, to use (a) one bulletin board for the purpose of promoting programs, and communicating with AYSC members, and (b) three banner signage areas of approximately 3' by 8' each, to be located one per individual field. The AYSC shall be permitted to display and offer for sale AYSC clothing, gear and accessories in the ASD Pro -Shop, The AYSC and ASD, each acting reasonably, will work together to name the Structure, such name to reflect the AYSC and soccer focus of the Structure. 12. In the event that ASD should wish to rent, to another party, time that has otherwise been set out in the Schedule by the AYSC, then ASD shall request a change in the Schedule to the AYSC, in writing, no less than sixty (60) days prior to the proposed change. If the AYSC determines, based on its judgment, that n change can be approved, it will provide approval for such change in writing to ASD. The AYSC shall receive a credit based on AYSC rates for ally hours lost due to the change. 13. Hourly rental rates for each Individual Field shall be increased or decreased annually based on prevailing market rates for similar facilities in Southern Ontario. ASD and the �TROV 01JAYSC&ASDMar2496 •qyN e'er - 3 - ct0 GENERAL COMMITTEE - MARCH 10y 2009 ITEM# s-16 AYSC shall agree on such market rates not leas than fifteen (15) days prior to July I" of each year in order that the AYSC can complete and submit its Schedule to ASD for the then upcoming Season, Any increase (decrease) in hourly rental rates greater than the increase (d"ecrease) in the Consumer Price Index ("CPI") for York Region, as set by Statistics Canada or such other federal government agency, shall be based on actual increases (decreases) in the cost of utilities used in the Structure, to a maximum increase (decrease) of 5% per arum. The CPI base level will be act as June 1, 2005. ASD shall provide back-up information to AYSC for any utility cost increases greater than CPI. 14. Rental payments shall be duo and payable on the tenth (10th) day of each month during the Season. The monthly rent payable will be based on the hours set out in the Schedule. An adjustment made for actual hours used - more or less than the Schedule - shall take place at the end of each month. An end of Season adjustment for the total actual hours used will also occur, with either the AYSC or ASD making the appropriate payment to the other party within fifteen (15) days of the end of the Season. 15. This Permit Agreement is subject to ASD obtaining all municipal approvals and agreements for the planning, construction and operation of the Structure for the 2005- 2006 Season, failing which this Permit Agreement shall be of no further forceand effect. This agreement will be governed by and construed in accordance with the laws of the Province of Ontario and time shall be of the essence. If the terms of this Permit Agreement are acceptable, please acknowledge your acceptance thereof by executing all four (4) copies of this agreement and returning two (2) fully executed copies to us on or before 3:00pm on June 10, 2005, failing which this Permit Agreement shall be of no further force and effect. Yours very truly, AURORA YO ITI SOCCER CLUB Per: e�— Ron eese President 1651883 Ontario Inc. hereby acknowledges, accepts and confirms the terms slid conditions of this Offer to Lease.. Signed at /C�/ , this day oFs/t' 12005. 1651983 Ontoonc. per: T ry Redv s resident OL/AYSC&ASI)W24/097 - , - 4 - Ck GENERAL COMMITTEE - MARCH 10, 2009 ITEM # 6 - 17 Schedule aBD License Agreement !�'y�ACUm@rlt [�anarai on4,lo � {3, �jy.,nb .. Lmd R.p4lnnan P.lo,m Ad Number., (1) Inabitly BY Lend Tlae CERTIFICATE OFREGISTRATICN (BI m�mmmP1 stark A99.JAN-5 p in39 --Q�� H) ust. oM...o in ronxnwidn 'zurieert 44AEe { I1a, 55 ya'a9' on cnnatdarationTwo—am1DD B II(wRAa1Ff IrM IV,pws. M 5 Isl DnaNpllnn o Pont of Lot 100, Registered Plan 240 p and Pad of Lot 82, Cona9961Dq 1, E.Y,0 doolgnoted as Port 1 on Rulerence Pion 00R-2UD44 (says and except for Pert 1 on Raferanc , Flan 6SR-29476) New prepay laamMeu Town of Aurora. Fail Municipally or York s:eluenal' (In the geogrnphro Township of WnkhUroh) 6d,edutb Ind.sonan I II 6iFeJuleL lyl Cenuine;l (n1has IaN8kaf M Uj lar0eamryllonY© Pntlisv al U 00ar Lnl IN Yals Dacumeniprovldeanatallnwa; A ceNillad copy. of an Agreement helwea i Tito Csrponumn of the Tovrn of Aworo and The Royal Canadian Laglnn Cot Fred l'ilston V.C. (Ontario No. 386) Branch Is attached hereto. Gonlh,wd on sMeaulB �. Or This ea[umon( ralales b invaYmBnl hibUlq list Pe,I Wj (8a1 del alalad er lnlerea) 8lgne1me(s gale pta Bmiaro % Y d 0 TI IC CORPORATION OF THE TOWN OF AURORA a '_ -; . , , , t000 i ya i Pad .. Jugae a ............ .1. ......... Lawrence ydilsou, Municipal Clerk I 1 (11) Add,.,.Town of Auroro, 100 John West Way, P.O.Oox 1001), Aurora, Onlado, L4O 6Jt 1121 P.dyQeel (Setoulslelussilwaid) thwidi lnnslam Name0) ... ................................................................. ......... .......................... .. a'I4natum(s) ...................... y M n I . ....... ...... ... �...�. .. 1 I pal Address far berries W 1141 Iuaklpsl Addraas of Property 11n1 Documaal PYopaw eY: _ Fees one ice T—�� f NenlelmOon Fee Lonny G.Knox, 8o71elEor not asslgned Town of Aurora B ..._.....-...-. Igo John West Why YI PA: Plait 1000 "—"'— Aurora,Ontirlo L40 out a a l II lbtal �pPOVF.0 , 98 - GENERAL COMMITTEE - MARCH 10y 2009 ITEM# 6-18 �dL- 0 THIS AGREEMENT made in triplicate this V1 day of July, 1998 BETWEEN; THE CORPORATION OF THE TOWN OF AURORA (hereinafter referred to ae the "Town") OF THE FIRST PART - and - THE ROYAL CANADIAN LEGION COL. FRED TIL.STON V.C. (ONTARIO NO. 385) BRANCH (hereinafter referred to as "Legion") OF THE SECOND PART WHEREAS the Parties Iereto wish to enter Into an agreement umpcetng A pegwtual licence for die use of access and parking facilities for the Town and its invitees on lands owned by the Legion inconsideration of the purchase by the Town of Part 1 on Reference Plan 65R-20476 for the sum of Forty -Thousand Dollars ($40,000.00); - NOW THEREFORE-, in consideration of the premises, other good and valuable Consideration payment of $14.00 by the Town, den receipt and sufficiency of which is hereby acknowledged by ilia Legion, Ilse parties hereto agree as follows: Section 1• Definition 1.1 "Parking Lot" shall mean Elie area set forth an Schedule °A" karate, 1.2 "Soccer Pields" shall mean the area set forth on Schedule "A" hereto. 13 "Soccer Hours° shall mean the hours Ram 6:00 p.m. to 10:00 p.nl. Monday to Friday inclusive, and l0 a.m, to 7 p.m. on Saturdays and Sundays, Inclusive, 3g@Iki er ' 2A This Agreement shall commence on the date it is signed by the last of the two panics and shall run in perpetuity, shall be binding on all subsequent owners of the Parking Lot and shall enum to ilia benefit of all future owners of the Soccer Fluids, in perpemity. 2.2 Should the Legion decide to sell, give, bequeath or convey the Parking Lot, the Legion agrees that, prior to die Conveying of tale, It shall a) give prior notice of Oils Agreement to any purchaser; and b) shall obtain ilia purchasers' acknowledgement Omt be, she or It is bound by the provisions of this Agreement and shall obtain binding signatures on an identical agreement between the purchaser and the Town. ftun 3t Grant (LuAtcense 3A Tba Legion hereby provides the Town, its representatives, employees and invirees with e license to enter upon, over, on, in, across end through the Parking Lot during all Soccer Hours pursuant to the provisions, of this Agreement, for the purpose of accessing Ili^ Soccer Fields by way of Induslrial Parkway, and for the parking of vehicles on the Park Lat. And for every such purpose, die Town and dense claming under it, together with Wan vehicles, machinery, equtpmua, materials and supplies, shall have the right of free unimpeded access to the said lands during Soccer Flours, and at such other fimes as are agreed to by the parties, for All purposes alit things necessary for or incidental to den �pPOVoO - 99 - GENERAL COMMITTEE - MARCH 10, 2009, ITEM # 6 - 19 3 exercise and enjoyment of the rights hereby granted. 3.2 The legion, for itself. Its successors and assigns, hereby covenants and agrees widr the Town, ihal the Town, on behalf of ilsolf and on behalf of the members of the public who may use the Parking Lot, shall and may peaceably hold and enjoy die slights, privileges and license hereby granted without hindrance, molestation or interruption on the part of the Legion, ita successors and assigns or of any person, tirnr or corporation claiming by, through, under or in tons( for the Legion, its aacoess irs and assigns. Nolvithu nding the foregoing, don Town reserves the right to surrender, mlesm and abandon or quitclaim the licence over We Parking Lot in whale or in pan, in its role discictian. 3.3 The Town shall have the right to perform such construction, at its own expense, as It deems reasonable to control drainage of the Parking Lo( onto film Soccer Fields which' construction may include the installation of drainage features, Including the construction of a swale and stormwater manngament fixtures, together widr such incidental implements as ono necessary la Farrah access to die Soccer Fields over any swate or femros constructed. 'Ilia Legion shall not he linbte for We cubdcnanee or repair of such drainage features Installed by the Town and the Town agrees to maintain these features in good repair. 3.4 11 Is acknowledged and agreed that the consumption of alcohol is Rol perminW on the Soccer Fields or Ilia Parking Let by the 'town, its represenmtivea, employees, contractors or invltces. 3.5 The parties hereto acknowledge that members of the public may from time to time enter upon the parking lot during the events of the Town or its invitees. Where such persons are creating a nuisance, the Legion reserves die right to exclude lilt entry of such persons, but Ilia Legion shall not be required to exclude such persons. $action 4i Repair slid Maintenance 4.1 _ Ilia Legion shall conlinue to have absolute aulhodry and responsibility to maintain And repair the Parking Lot to reasons life standards, and the Town shall not be liable for any repairs or maintenance 'notwithstanding the licence granted pursuant to this Agreement. Notwlihalanding the foregoing, the Town shall be liable for maintenance mid repair with respect to drainage and shamewater mmsagemenl Natures only, Installed by it on llw Parking Lot 4.2 The Town agrees to report all damage to and lack of maintenance of Ilia Parking Lot and all conditions which might create a hazard to any users of the Parking Lot as soon as possible to the Legion, and don Legion covenants to carryout such reasonable repairs and maintenance as are necessary to keep the Parking Lot In good condition and to remove such hazards immediately after receiving said notice, 4.5 The Town shall onsme drat the Parking Lot is left In a clean and tidy condition at the end of each soccer event and that all refuse is placed in containers provided for (flat purpose by the Town andlor die Legion. 4.4 Provided that Ilia Legion, In maintaining the Parking lot, shall lake such actions as are necessary in the Opinion of die Legion, acting reasonably, to rninludw disruption of access to and egress from We Soccer Fields $ecllon S f de itv ^^Ik.(tL4lrnrrce 5.1 The Legion hereby Indeoaldes and holds harmless the Town from and against any and all actions, suits, clahns and demands and from all loss, costs, charges and expenses, Including legal expenses, Which JURY be brought against or made upon (he Town by �P hP0 - 100 - GENERAL COMMITTEE - MARCH 10, 2009 ITEM # 6 - 20 fCY party whatsoever, Including but not limited to damages under the Occupier's Liability Am, or successor legislation thorem, or which may be incurred, sustained or paid by the 'row In consequence of the performance or non-performance of obligations arising pursuant to this Agreement or Inconsequence of Ole Town's or the Town's invitees' use of the Parking Lot (the `Cisims'). Provided only that Ono, above indemnity shall not apply to actions, suits, claims, demands, loss, costs, charges and expenses, Including legal expenses arising solely from the failure of the Town to maintain drainage features or stormwalcr management fixtures as installed by it; S.y The Legion will respond to and defend all Claims on Ole Town's behalf regardless of the Legion's peroopllon or opinion of Its liability or negligence in relation to Ott porson or the entity malting the Claims. Provided only that the Laginn shell not be responsible far the defence of claims podaimng solely to the failure of the Town to maintain dmlrwge features or smnnwater management ft ocroa as Installed by it; 5,3 The Legion shall maintain throughout OW, lems of ails Agreement, liability insumocu satisfactory to the Town in which the Town is named as an insured with respect to the obligations expressed in.thls Agreement, ill mnounts equal to ne in excess of the-fotowlp minimum requirements and shall file with the Town a Certificate of Liability Itrsup evidencing such requirements. 5,4 Tile. Liability Insurance shall: (a) have a limit of liability of not less than $2,000,000.00 for any one occurraucc; (b) be cmnprblumsi ve liability insurance covering all operations and liability assmued under the Agreement; (e) be endorsed to provide that the policy will not be shored, cancelled or allowed to Japan without thirty (30) days prior written notice to the Town; and (d) contain a cross -liability Clause Serttan fir Cenerg) . 6,1 All notices, demands, reglosis, agreements, consents, approvals and payments which may he or are required to be given pursuant to this Agreement shall be in writing and shall be sufficiently given If delivered personally, faxed or mailed; to file •rown at: 100 John west way, P.P. }lox IDOD Aurora, Ontarm ]AO 611 Altendon: Director of Leisure Services Pax No.:(905) 941.7119 to the Legion a0 105 Industrial Parkway Aurora, Ontario, LA03Ji1 Attention: President Fax No, (905) or at such other address in Canada as the applicable party may from time m time ac by notice, In writing, to the other party. 6.2 The captions contained to lids Agreement are for reference only and in no way affect ads Agreement, �Pfa0VFO 101 - �rMreq GENERAL COMMITTEE - MARCH 10, 2009 ITEM# 6-21 0 J 6.3 The invalidity or unenfomeabillty of any provision or covenant contained in this Agrcemcnt shall not offset the validity or enforceability of any other provision or covenant herein contained and any such Invalid provision or covananl shall be deemed to be severable. 6.4 Each covenant In this Agreement Is a separate and independent covenant and a breach or covenant by any party will not relleve the other party from Its obligation to perform each of its covenants, except as otherwise expressly provided herein. 6.5 No supplement, modification, amendment, waiver or termination of this Agreement shall be binding unless executed in writing by the parties 6.6 All of the provisions of this Agreement shell be binding upon and inure to the benefit of the parties and their respective so masom and permitted asslglu. The Town shall not assign the obligations, duties, responsibilities, rights and privileges contained in this Agreement hereunder unless the Legion has given its prior written consent, which may not be unreasonably withhold, IN WITNESS WHEREOF the parties hereto have hereunto affixed their corporate seals, where applicable, under the hands of their officers duly antborlaml to That behalf SIGN, SEALED AND DELIVERED TI3E CORPORATION OF THE TOWN OF AURORA Per Mayo , Tint Jones Pcr: 4cc, Municipal Clerk THE ROYAL CANADIAN LEGION COL, FRED TILSTON V.C. (ONTARIO NO. 385)/ERANCII Per: Per: .,, CL��i/PY' (We b audsorlty to bind Ne Emneh) C -102- GENERAL COMMITTEE - MARCH 10, 2009 ITEM # g - 22 a SrUEDULB "A" Lends known as the Parking Lot are better described as: Part of Lot 103, Registered Plan 246 and part of Let 83, Concession 1, Gectimpldc Township of bitehurch, Town of Aurora, Regional Municipality of York being Part I on 6511-20044, save and except.Part 1 an 6SR-20416• Lands known as the Saucer Fields are better described as: Part of Lot 103, Registered Plan 246 and part of Lot 82, Concession 1, Geographic Township of Whitchurch. Town of Aurora, Regional Municipality of York being Part I an 651•20416, -103- GE ER�t'tRNl TTEE -MARCH 10, 2009 .UK0 Alrit.ranstt-!Pt #? yawY��,Good�� MEMORANDUM Date; April 16, 2007 To: Mayor and Members of Council From: L. John Gutteridge Re: . Taxes on Soccer Bubble Director of Finance Financial Services In the last few weeks there has been a number of Email's regarding the Tax Situation on the Soccer Bubble. We felt that it would be best addressed for all of Council so we have added this to the agenda for Monday's Budget Meeting. First Council should be aware that all municipal properties are classed as exempt So we do not pay taxes on property owned by the municipality. The only time we would be taxed is when we lease the property to an organization that is subject to taxation in accordance with the Assessment Act. This is the case currently with the Soccer Bubble and the Jack Woods Property. The 2006 taxation for the Soccer Bubble was broken down as follows: Town's Share $ 9,098.64 School Board's Share $35,660.21 Regional Share $12,460.46 Total Taxation $54,119.30 Once the property becomes taxable we must issue a tax bill for the property, once the tax bill is'issued there are only a couple of ways we can deal with this. • Send the tax bill to the business leasing the property for payment. • Write the taxes off as an expense to the municipality. In order to write the taxes off there has to be justification to do so. In the case of the Soccer Bubble the justification is in the agreement clause 10 Subsection (d): 10.. During the Term of this Agreement the Town agrees as follows; (d) to compensate the Licensee for any and all municipal taxes of any kind whatsoever levied with respect to the supply, installation and operation of the air dome and Clubhouse and any related storage facilities; As a result of this clause the municipality has expensed the cost of the taxes to the Leisure Services Budget as it represents the cost of doing business for the municipality. This issue was identified to Council during the negotiation process in report No. LSO4-031 dated July 13, 2004 a copy of which is attached hereto. - 104 - _. ITEM # s - 24 GENERAL CGM�M4 =EF -MARCH 10, 2009 [�yoj�J;H, good Co09P F There were some questions regarding the Aurora Soccer Club Inc. and this is a little different situation in that this property Is classed as exempt which means it is not subject to tax. In their case the agreement is a little different on taxes and it states: Tenant's taxes (b) To pay all taxes, rates, charges, licenses, duties and assessments whatsoever, whether provincial, federal or otherwise, now or hereafter charged, assessed, levied or imposed in respect of any real or personal' property, fixtures, business or other activity of the Tenant carried out upon or in connection with the Premises. Notwithstanding the foregoing the Tenant shall not be liable for any municipal taxes (Town of Aurora portion only) levied against the Premises: So in this case, if the property was taxable, the municipality would be responsible for the "Town of Aurora portion only". As for what we can do to eliminate the tax on the property there is only one option for the municipality and that is provided for in Section 110 of the Municipal Act which provides for Agreements for municipal capital facilities. This provision in the Act is very complex and would take significant effort to put something in place and at the end of the day it would only exempt the property from the municipal and school board portion of the tax but not the region's portion. I do not intend to get into any further discussion about this section of the Act as this would require legal involvement. At the present time we expense the cost of the taxes to the Leisure Services budget as this represents the true cost of doing business. The only other option is to charge the write offs to the tax write off account, this will not change the budget impact and will not represent the true cost of doing business which is contrary to the direction the municipality would like to go, I hope this provides you with the information required on this subject. L.John Gutteridge, Director of Financial Services/Treasurer Ext. 4111 L,IG:sm Aft, LSO4-031 Public/Private Pannership - Soccer Bubble - 105 - GENEJ� LCOMMIT. Facility Usage ITEM # 6 - 25 V.mpi - Printed:26-Feb-09, 11;00AM User. jsherin Booking Types: Rentals Date from: Thursday, May 01, 2008 Date to: Tuesday, September 30, 2008 Complex: Bubble - Legion Facility Option: Complex Rental Status: Closed/Firm(i'entative Complex: Bubble - Legion Facility: Bubble Field#1 Duration Fee Amount Extra Fee Amt. Total Revenue Hours Avail: 3672:00 Baseball 95:00 $601.21 $300.00 $901.21 Soccer 213:00 $f,386.44 $200.00 $1,585.44 Tournament Soccer 28:00 $173.34 $0.00 $173.34 Total for Facility: Bubble Field#1 336:00 $2,159.99 $500,00. $2,659.99 Facility: Bubble Fleld#2 Hours Avail: 3672:00 Baseball 44:00 $286.20 $0.00 $286,20 Soccer 138:00 $897.69 $200.00 $1,097.69 Total for Facility: Bubble Field#2 182:00 $1,183.89 $200.00 $1.383.80 Facility: Bubble Field#3 Hours Avail: 3672:00 Baseball 100:00 $650.62 $400.00 $1,060.52 Soccer 78:00 $507.39 $200.00 $707.39 Total for Facility: Bubble Field#3 178:00 $1,157.91 $600.00 $1.757.91 Total for Complex: Bubble -Legion Report Totals: 696:00 696:00 - 106 - $4,601.79 $1,300.00 $5.801.79 $4,601.79 $1,300.00 $6,801.79 Page: 1 GENERAL RMMITTEE - MARCH 10, 2009 AummA Booking Types: Rentals!Courses/Maint/AdminlHoliday Facility Usage JITEM# 6 - 26 Printed: 05Jan-09, 02:26 PM User. Jsherin Date from: Tuesday, May 01, 2007 Date to: Sunday. September 30, 2007 Complex: Bubble - Legion Facility Option: Complex Rental Status: Closed/Firm/Tentative Duration Fee Amount Extra Fee Amt. Total Revenue Complex: Bubble - Legion Facility: Bubble Field#1 Baseball Soccer Special Event Tournament Soccer Total for Facility: Bubble Field#1 Total for Complex: Bubble - Legion Report Totals: Hours Avail; 3672:00 47:00 395:30 49:30 79:00 672:00 572:00 - 107 - $288,21 $0.00 $288,21 $2,430,98 $0.00 $2,430.98 $0.00 $0.00 $0.00 $484.46 $0.00 $484.46 $3,203.66 $U0 $3,203,66 $3,203.65 $0.00 $3,203.65 $3,203.65 $0.00 $3,203.66 Page: 1 GENERAL COMWTTEE - MARCH 70, 2009 AuRoRA You=re iw Good, Gowpa+ry [ITEM # . MEMORANDUM I Department of Leisure Services Date: March 10, 2009 To: Mayor and Members of Council From; Allan D. Downey, Director of Leisure Services Re: General Information [ am attaching a memorandum prepared by Jim Tree, Manager of Parks, which details park furniture costs as follow-up to the verbal request made by Councillor MacEachern at the January 315t, 2009 Special General Committee Meeting. I trust this information is of assistance. Sincerely, Allan D. Downey, Director of Leisure Services. Extension 4702 Attachments /ms 708 - GE TEE - MARCH 10, 2009 ITEM # 7 - 2 YOWM is good co wpalw . Department of MEMORANDUM Leisure Services, Parks Division Date: February 10, 2009 To: Allan Downey, Director of Leisure Services From: Jim Tree, Manager of Parks Re: Park Furniture Costs In response to the verbal request of Couniclior MacEachern concerning the cost comparison of Park furnishings purchased from the outside marketplace versus in house fabrication I provide the following information. Every effort was made to obtain pricing for products which most closely resemble our in house fabricated items, however it is not possible to obtain identical products from the outside market. Time has proven that our own products are in fact more durable and tend to last much longer in the field. Please note that all wages, materials and supplies have been included in the items fabricated by the Town of Aurora and that all items being out sourced do not include taxes or freight. ITEM QTY SUPPLIER COST. PER ITEM TOTAL Picnic Table 35 Classic Displays $895 $31,325 Park Bench . 35 Classic Displays $695 $24,325 Trash Receptacle 35 Classic Displays $695 $24,325 $79,975 ITEM QTY SUPPLIER COST PER ITEM TOTAL Park Bench 35 Toronto Fabricating $1,595 $55,825 Trash Receptacle 35 Toronto Fabricating $995 $34,825 $90,650 - 109 - GENERA MARCH 10, 2009 ITEM # 7 - 3 yoa4wiu& good CORTav ITEM QTY SUPPLIER COST PER ITEM TOTAL Park Bench 35 Victor Stanley $724 $25,340 Trash Receptacle 35 Victor Stanley $798 $27,930 Picnic Table 35 Victor Stanley $998 $34,930 $88,200 ITEM QTY SUPPLIER COST PER ITEM TOTAL Park Bench 35 Town of Aurora $358 $12,530 Picnic Table 35 Town of Aurora $560 $19,600 Trash Receptacle 35 Town of Aurora $594 $20,790 $52,920 2009 Capital Budget Request was $60,000 for this project. Jim Tree Parks Manager Ext. 3222 Aft. cc: - 110 - GENERAL COMMITTEE - MARCH 10, 2009 ITEM# 7-4 Park Furnishing Costing — February 2009 In —House Construction Park Benches Framework (ends) Cedar 2x4x6 (9 pieces) Hardware Paint/primer 13ft-27/8" Labour (2 x2hrs) Picnic Tables Framework Spruce 2x12x8 (Spieces) Stain/Paint/Primer Hardware Labour (2x2.5hrs) Garbaee 12eceotacles Framework Cedar 2x4x 12 (9 pieces) Paint/POrner Hardware 45 gal. drum Labour (2x2.5hrs) $ 98.00 $ 30.00 $ 18.00 $ 7.00 $ 85.00 $120.00 Total $358.00 $290.00 $ 80.00 $ 20.00 $ 20.00 150.00 Total $560.00 $345.00 $ 60.00 $ 10.00 $ 10.00 $ 19.00 $150.00 Total $594.00 015 16. AR,