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AGENDA - General Committee - 20091117GENERAL COMMITTEE AGENDA NO.09-29 TUESDAY, NOVEMBER 17, 2009 7:00 P.M. COUNCIL CHAMBERS AURORA TOWN NALL PUBLIC RELEASE November 13, 2009 AuIZoRA TOWN OF AURORA GENERAL COMMITTEE MEETING AGENDA NO. 09-29 Tuesday, November 17, 2009 7:00 p.m. Council Chambers Councillor Wilson in the Chair I DECLARATIONS OF PECUNIARY INTEREST II APPROVAL OF AGENDA RECOMMENDED: THAT the agenda as circulated by the Customer and Legislative Services Department be approved. 111 ADOPTION OF PREVIOUS MINUTES Special General Committee Meeting Minutes pg, 1 Monday, October 26, 2009 RECOMMENDED: THAT the corrected Special General Committee Meeting minutes 09-24, dated October 26, 2009 be adopted. . General Committee Meeting Minutes Tuesday, November 3, 2009 RECOMMENDED: pg. 5 THAT the General Committee Meeting minutes 09-25, dated November 3, 2009 be adopted. General Committee Agenda Tuesday, November 17, 2009 Page 2 of 8 IV DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION V ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION V1 DELEGATIONS None VII PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE Vlll CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION IX NEW BUSINESS/GENERAL INFORMATION —COUNCILLORS X CLOSED SESSION RECOMMENDED: THAT General Committee resolve into a Closed Session, following adjournment, to consider: ➢ labour relations or employee negotiations (2 items) XI ADJOURNMENT General Committee Agenda Tuesday, November 17, 2009 Page 3 of 8 AGENDA ITEMS 1. AAC09-08 — Accessibility Advisory Committee Meeting Minutes pg. 11 November 4, 2009 RECOMMENDED: THAT the Accessibility Advisory Committee Meeting minutes from the November 4, 2009 meeting be received and the recommendations contained therein be approved. 2. EAC09-08 — Environmental Advisory Committee Meeting Minutes pg. 21 November 5, 2009 RECOMMENDED: THAT the Accessibility Advisory Committee Meeting minutes from the November 5, 2009 meeting be received and the recommendations contained therein be approved. 3. ADM09-014 — Corporate Organization Structure Review pg. 32 Phase 2 Report — Implementing the New Departmental Structure RECOMMENDED: THAT Council receive for information the Corporate Organization Structure Review Phase 2 Report prepared by The Randolph Group; and THAT Council endorse proceeding with the re -organization of the Town's administrative structure in accordance with the Phase 2 report prepared by The Randolph Group. 4. CS09-017 — 2010 Council and Committee Meeting Calendar pg. 78 RECOMMENDED: THAT the 2010 Council and Committee Meeting Calendar, attached hereto as Appendix 1, be approved. General Committee Agenda Tuesday, November 17, 2009 Page 4 of 8 5. FS09-048 — Capital Projects Financial Position Report pg. 92 as of October 23, 2009 RECOMMENDED: THAT report FS09-048 be received from management; and THAT the project closures and capital funding adjustments outlined in Attachments #1 and #2, as summarized in Attachment #3 be approved; and THAT, where applicable, the Treasurer is hereby authorized to amend the capital project funding of any project which has received, or .in the future does receive, any grant or donation funding, in a way as to simply return prior approved funding to source, and replace with the grant or donation amount, but not in a manner which increases the total approved project budget. 6. FS09-049 — Interim Operating Budget Forecast - as at pg. 111 August 31, 2009 RECOMMENDED: THAT the overview of results of operations for the eight month period through to August 31, 2009 and the forecast to end of year report from management be received. 7. IES09-055 —Award of Contracts for Winter Salt and Sand Supplies pg. 119 RECOMMENDED: THAT the Town issue a purchase order to Sifto Canada Corp. for the supply of salt for the 2009/2010 season not to exceed $211,700 plus taxes, with two optional extension periods of one year each; and THAT the Town issue a purchase order to Floyd Preston Limited for the supply of sand for an annual amount not to exceed $48,300, plus taxes, at the tendered unit prices for a contract period of three years starting with the 2009-2010 winter season; and THAT the Director of Infrastructure and Environmental Services be authorized to execute any documents necessary to implement the contract award. General Committee Agenda Tuesday, November 17, 2009 Page 5 of 8 8. IES09-059 — Additional Funding for Street Light Repairs on pg. 122 Bayview Avenue RECOMMENDED: THAT Council approve additional street light repair funding in the amount of $50,000 to be transferred from the Public Works Infrastructure Management Reserve; and THAT should the damage be recoverable through insurance, the funds be returned to the reserve. 9. IES09-062 — Award of Request for Proposal No. PW2009-18 pg. 124 Supply and Delivery of One Street Sweeper RECOMMENDED: THAT Request for Proposal No. PW2009-18 — for the supply and delivery of one street sweeper, be awarded to Joe Johnson Equipment Inc. at the submitted price of $177,272, excluding taxes. 10. IES09-063 — Award of Tender PW2009-92 — For the Testing, pg. 129 Repairing, Upgrading and Calibrating of Water Meters RECOMMENDED: THAT Tender PW2009-92 — For the Supply of all Labour, Material and Equipment necessary for the testing, repairing and calibrating of the Town of Aurora's water meters, be awarded to Coulter Water Meter Services Inc. at its per unit bid prices submitted for the works, so as to not exceed the upset budget value amount of $50,000; and THAT Council approve the contract for a one year period with the option to renew for a further two one-year periods; and THAT Council authorize the Mayor and Municipal Clerk to execute the Form of Agreement between the Town of Aurora and the successful bidder. General Committee Agenda Tuesday, November 17, 2009 Page 6 of 8 11. LS09-037 — McLeod Woodlot — Oak Ridges Moraine Land Trust pg. 134 (ORMLT) RECOMMENDED: THAT Council direct staff to finalize an Agreement with the Oak Ridges Moraine Land Trust (ORMLT) and report back regarding the management of the McLeod Woodlot based on the seven principles detailed within the report to Council for approval. 12. LS09-043 —Board Advertising Aurora Community Centre Arena #1 pg. 136 RECOMMENDED: THAT Council approve minor amendments to the Aurora Tigers Arena Board Advertising Agreement; and THAT Council approve the execution of the attached amended Agreement for the Aurora Tigers Junior "A" Hockey Club Incorporated (Tigers) rights to sell advertising space on the boards at the Aurora Community Centre Arena #1. 13. LS09-046 — Aurora Seniors Association Proposal for Liquor Licence pg. 144 RECOMMENDED: THAT Council decline the proposal made by the Aurora Seniors Association with respect to the Town of Aurora applying for and being the holder of a liquor licence for the Aurora Seniors Centre. 14. LS09-048 — Additional 2009 Community Grant Requests pg. 167 RECOMMENDED: THAT additional 2009 Community Grant requests totalling $2,802.00 be approved for distribution as outlined. General Committee Agenda Tuesday, November 17, 2009 Page 7 of 8 15. PL09-084 — Servicing Allocation Update Report pg. 174 RECOMMENDED: THAT report PL09-084 be received for information; and THAT the attached matrix for the Allocation of Servicing Capacity, Appendix 1, be adopted by Council to be used to determine applications that may be considered for allocation. 16. PL09-086 — Application for Exemption from Part Lot Control pg. 188 Royalcliff Homes Bayview Inc. Plan 65M-4079, Lots 11, 34, 35, 39 & 40 File D12-PLC-07-09 Related File D12-00-1A RECOMMENDED: THAT Council approve the Application for Exemption from Part Lot Control submitted by Royalcliff Homes Bayview Inc. to divide Lots 11, 34, 35, 39 and 40 on Plan 65M-4079 into ten (10) separate lots and associated maintenance easements; and THAT Council enact By-law 5181-09. 17. PL09-087 — Application to Amend the Official Plan and Zoning pg. 194 By-law - The Town of Aurora and Chak Wai Cheng and Kathy Cheng (In Trust) 15286 and 15306 Leslie Street Pt. Lot 21, Con 2, Pt 1 and 2, 65R-2640 and Pt. Lot 21, Con 2 Files D09-02-09 and D14-13-07 RECOMMENDED: THAT Council receive as information the following overview of an Official Plan Amendment and Zoning By-law Amendment Applications under files D09-02-09 and D14-13-07 scheduled for the December 15, 2009 Public Planning Meeting. General Committee Agenda Tuesday, November 17, 2009 Page 8 of 8 18. Memorandum from the Director of Building and By-law Services pg. 198 Re: 2009 Construction Activity — Third Quarter Report . RECOMMENDED: THAT the memorandum regarding 2009 Construction Activity — Third Quarter Report be received for information. 19. Memorandum from the Director of Infrastructure and pg. 200 Environmental Services Re: Parking on Richardson Drive RECOMMENDED: THAT the memorandum regarding Parking on Richardson Drive be received for information. 20. Correspondence from Toronto City Summit Alliance — DiverseCity pg. 210 Re: Third Annual Diversity in Governance Awards (Tabled by Mayor Morris) RECOMMENDED: THAT the correspondence regarding the Third Annual Diversity in Governance Awards be received for information. 4N 1 Municipal Drive Gener7ay7tiii eee - Uovember 17, 2009 Am--tp, ' Aurora, ON L4G 6J1 iJ Phone: 995-727-3123 ext. 4745 _ . www.e-aurora.ca yoWmdwgood, cowp y MEMORANDUM DATE: November 13, 2009 TO:. Mayor and Members of Council FROM: Christopher C. Cooper, Acting Town Clerk Special GC Minutes - 1 town of Aurora Customer and Legislative Services Department RE: October 26, 2009 Special General Committee Minutes RECOMMENDED: THAT the corrected minutes of the Special General Committee'meeting on October 26, 2009 be adopted This is to advise that a correction was made to the Special General Committee meeting minutes of October 26, 2009, after approval was given by Council at its November 10, 2009 meeting, The correction was made on page 1, under Delegation a, which read: ".... set at a 1.9% Aurora tax rate increase....." and which now reads as follows: Mr. Neil Garbe, Chief Administrative Officer, provided a brief introduction and overview of the projected Budget forecast for 2010 currently set at a 4.85% Aurora tax rate increase, which "would amount to a 1.6% blended impact., 'Respectfully submitted, 4 . Christopher C. Cooper Acting Town Clerk -1- General Committee - November 17, 2009 Special GC Minutes - 2 AuR_oRA TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING MINUTES . BUDGET & PUBLIC CONSULTATION NO. 09-24 Council Chambers Aurora Town Hall Monday, October 26, 2009 ATTENDANCE COMMITTEE MEMBERS Mayor Morris in the Chair; Councillors Buck, Collins- Mrakas, Gallo, Gaertner, Granger, MacEachern, McRoberts and Wilson MEMBERS ABSENT None OTHER ATTENDEES Chief Administrative Officer, Town Solicitor/Acting Town Clerk, Director of Building, Director of Planning & Development Services, Director of Public Works, Director of Corporate and Financial Services/ Treasurer, Director of Leisure Services,. Chief Executive Officer and Secretary Treasurer - Aurora Public Library, and Council/Committee Secretary Mayor Morris called the meeting to order at 7:03 p.m. . I DECLARATIONS OF PECUNIARY INTEREST There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. 11 APPROVAL OFAGENDA General Committee recommends., THAT the agenda as circulated by the Corporate Services Department be approved: CARRIED 111 DELEGATIONS (a) Mr. Nell Garbe, Chief Administrative Officer and Mr. Dan Elllott, Director of Corporate and Financial Services/Treasurer Re: 2010 Budget Overview Mr. Neil Garbe, Chief Administrative Officer, provided -a brief introduction and overview of the projected Budget forecast for 2010. currently set at a 4.85% Aurora tax rate increase, which would amount to a 1.6% blended impact. Mr. Garbe advised that this budget has already been thoroughly reviewed and reduced dramatically by the Director of Corporate and Financial. Services/Treasurerwith the assistance of the Executive Leadership Team. General CommitfeWia4Q elan"IaDft Minutes Budget & Public Consultation -Monday, October 26, 2009 Special GC Minutes - 3 Page 2 of 3 Mr. Dan Elliott, Director of Corporate and Financial Services/Treasurer, provided background information regarding some of the areas that.have been reviewed and reduced within the 2010 Budget.. Mr. Elliott reviewed various major factors that significantly impact the 2010 budget forecast, including, but not limited to; the new .legislated requirements under the Accessibility for Ontarlans with Disabilities Act; current economic climate; corporate restructuring initiatives; escalating salaries and benefits pressures; increase in cost of fire and emergency services; and several other factors impacting on the 2010 Budget. PUBLIC OPEN SESSION Opportunity for members of the public to Provide input reaardina the 2010 budaet Mr. Klaus Wehrenbero Mr. Wehrenberg addressed General Committee to express his. interest in the budget process with respect to the existence or establishment of appropriate funding reserves for the purpose of procuring lands to construct future trail systems and environmental preservation initiatives, and to fund. related infrastructure and the ongoing maintenance of existing trails and natural assets owned by the Town of Aurora. General Committee recommends: THAT the comments of the delegate be received for information. CARRIED Ms Louise Procter -Maio, Chief Executive Officer and Secretary Treasurer - Aurora Public Library Ms Procter -Maio advised that the projected increase is 6.65% for the Library. If growth assessment were.applied, the increase would be reduced to 4.15% after the growth factor has been applied. General Committee recommends: THAT the comments of the delegate be received for information. CARRIED IV CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 1. FS09.043 - Draft 2010 Business Plan with Operating and Capital. Budgets Overview Report General Committee recommends: THAT this report and accompanying presentation be .received as an overview of the 2010 Business Plan and Operating. and Capital Budgets; and THAT the detailed departmental Draft Operating and Capital Budgets be reviewed at Special Council. meetings scheduled during October and November 2009. CARRIED -3- General Minutes. Special GC Minutes - 4 Budget & Public Consultation:- Monday, October 26, 2009 Page 3 of 3 V ADJOURNMENT General Committee recommends., THAT the meeting be adjourned at 9:05 p.m. CARRIED THE REPORT OF' THE SPECIAL GENERAL COMMITTEE MEETING 09-24 WAS CONSIDERED AND APPROVED BY COUNCIL AT ITS MEETING HELD ON TUESDAY, NOVEMBER 10, 2009. PHYLLIS M. MORRIS, MAYOR CHRISTOPHER C. COOPER ACTING TOWN CLERK General Committee November 17, 2009 AUi?,oxA GC Minutes - 1 TOWN OF AURORA GENERAL COMMITTEE MEETING MINUTES NO, 09-25 ATTENDANCE Council Chambers Aurora Town Hail Tuesday, November 3, 2009 Councillor Buck in the Chair; Councillors Collins- Mrakas, Gaertner (arrived at 7:07 p.m:), Gallo, Granger, MacEachern, McRoberts and Wilson MEMBERS ABSENT Mayor Morris was absent. Chief Administrative Officer, Town Solicitor/Acting Town Clerk, Director of Building, Director of Leisure Services, Director of Planning & Development Services, Director of Public Works, Director of Corporate & Financial ServiceslTreasurer, and Council/Committee Secretary Councillor Buck called the meeting to order at 7:62 p.m. I DECLARATIONS OF PECUNIARY INTEREST Councillor Collins-Mrakas declared an interest in item III Adoption of Previous Minutes — .General Committee Meeting Minutes of October 20, 2009, due to a relative having a contractual relationship with one of the listed companies in item 5 — Planning Applications Status List, and did not take part in any questions in this regard or attempt in any way to influence the voting on such questions. 11 APPROVAL OF AGENDA General Committee recommends: THAT the agenda as circulated by the Corporate Services Department, With the following additional item, be approved: ➢ Closed Session — labour relations or employee negotiations (1 item) CARRIED 111 ADOPTION OF PREVIOUS MINUTES Councillor Collins-Mrakas, having declared an interest in this item, did not take part in or vote on any questions. in this regard or attempt in any way to influence the voting on such questions. -5. General Committee - November 17, 2009 GC Minutes - 2. General Committee Meeting Minutes Tuesday, November 3, 2009 Page 2 of 6 General Committee Meeting Minutes - October 20, 2009 General Committee recommends: THAT the General Committee Meeting minutes 09-23 from the October 20, 2009 meeting be adopted. CARRIED IV DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 3, 6 and 10 were identified for discussion. V ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION General Committee recommends: THAT the fallowing 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: 1. AAC09-07 - Accessibility Advisory Committee Meeting Minutes October 7, 2009 THAT the Accessibility Advisory Committee Meeting minutes from the October 7, 2009 meeting be received.and the recommendations contained therein be approved. 2. LSAC09.07 — Leisure Services Advisory Committee Meeting Minutes September 17, 2009 THAT the Leisure Services Advisory Committee Meeting minutes from the September 17, 2009 meeting, be received and the recommendations contained therein be approved. 4. TSAC09-07 — Traffic Safety Advisory Committee Meeting Minutes October 14, 2009 THAT the Traffic Safety Advisory Committee Meeting minutes from the October 14, 2009 meeting be received and the recommendations contained therein be approved. 5. BA09-009 — Land Property Management Process and Systems Review THAT Prior & Prior Associates Ltd. be retained as a sole source to undertake a review of the Towns. Land and Property Management System in the amount of $35,000 to be funded by the. Building Reserve Fund. 0 -6- General Committee - November 17, 2009 GC Minutes - 3 General Committee Meeting Minutes Tuesday, November 3, 2009 Page $ of 6 PL09-080 —Applications for Site Plan Approval and Amendment to the Zoning By-law 1087931 Ontario Limited Lot 13 and Part of Lot 14, R.P.246 and Part of Parcel A, R.P.36 Files D11-13.06 and D14-11-06 THAT, subject to the final approval of the grading and servicing plan, Site Plan Application D11-13-06 be approved to permit a 6 unit residential development (5 Townhouses; 1 single detached); and THAT Council authorize the Mayor and Town Clerk to execute a Site Plan Agreement between the Town and the Owner to facilitate the subject proposal; and THAT Council determine that no further notice is required to be given in respect of the proposed by-law in accordance with Section 34 (17) of the Planning Act, related to accurately delineating the Environmental Protection Zone (flood plain) and the addition of the EP-17 Zone to permit above grade decks for units 4 and 5; and THAT Council enact implementing Zoning By-law 5173-09; and THAT five (5) units of sewage and water capacity be allocated from the Core Area Infill reserve to 15356 Yonge Street to facilitate the proposed development, 8, PVV09-067 — Train Anti -Whistle in the Town of Aurora THAT Council authorize staff to proceed with the train whistle elimination at all Town's crossings in accordance with Transport Canada's Railway Safety Directorate, Guideline No. 1 Procedure; and THAT Town's residents and relevant organizations be notified of the Town's intention to pass a by-law forbidding the use of whistles at all Town's crossings as per section 23.1 of the Railway Safety Act and as per Transport Canada's Guideline No. 1.Procedure; and THAT the Council for the Corporation of the Town of Aurora petition Metrolinx and the Canadian National Railway to prohibit the soundingof engine whistles of trains at the following road crossings, as required under the Canadian.Rail Operating Rule 14(Q: • Engelhard Drive - Mileage 29.17 — Metrolinx, Newmarket Subdivision • Pedestrian Crossing - Mileage 29.79 — Metrolinx, Newmarket Subdivision • Wellington Street East - Mileage 29.99 — Metrolinx, Newmarket Subdivision • Centre Street— Mileage 30.04 — Metolinx, Newmarket Subdivision • St. John's Sideroad — Mileage 31.28 - Metrolinx, Newmarket Subdivision; and THAT the by-law shall not come into full force and effect until the necessary approval has been granted by Metrolinx, the Canadian National Railway and Transport Canada and the necessary bulletin to their operators has been issued; and THAT a by-law be passed authorizing the Mayor and Clerk to sign a Whistle Cessation Liability Insurance Agreement with Metrolinx. .7- General Committee - November 17, 2009 General Committee Meeting Minutes Tuesday, November 3, 2009 Page 4 of 6 GC Minutes - 4 9. Memorandum from the Director of Corporate and Financial Services Re: Response to General Committee Request: Mr. Mestrinaro's Procurement Process Concern from General Committee - October 20, 2009 (deferred from October 27, 2009 Council meeting) THAT the memorandum from the Director of Corporate & Financial Services be received. CARRIED VI DELEGATIONS None Vll PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE None Vill CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION General Committee recommends: THAT item 6 be brought forward for discussion. CARRIED 6. LS09-047 - Pine Tree Potters Guild Sign General Committee recommends: THAT the Director of Leisure Services be directed to contact the Pine Tree . Potters Guild to Install smaller and less obtrusive signage. DEFEATED General Committee recommends: THAT the current signage at the Pine Tree Potters Guild remain; and THAT the Pine Tree Potters Guild be advised that the signage should be maintained at all times. CARRIED 3. LSAC09.08 — Leisure Services Advisory Committee. Meeting Minutes October 15, 2009 (3) Trails Sub -Committee Minutes, 09-06, September 11, 2009 General Committee recommends: THAT the following recommendations from the September 11, 2009 Trails Sub -Committee Meeting Minutes 09-06 be adopted: General Committee - November 17, 2009 GC Minutes - 5 General Committee Meeting Minutes Tuesday, November 3, 2009 Page 5 of 6 1. Relative to the routing from the Elizabeth Hader Park to Kennedy Rd. West, the Committee recommends that: a) the original Route "A" easement not be relinquished; b) that the trail not be constructed at this time; c) that the trail not be built until after the finalization of the Trails Master Plan; and Recommendation 1.d) as follows be referred to Staff for review of the resolution and the process and Staff provide any suggestions to address the concerns raised: d) that Council follow its policy, as outlined below in the Council Resolution from the April 14, 2009 meeting No. 09-10, to refer back the trail routing issue to the Trails Sub -Committee, as the, Committee's recommended routing was not endorsed: "THAT any recommendations from the Trails Sub -Committee that are amended or re-evaluated be referred beck to the Trails Sub -Committee for their consideration.', and Recommendation 2. as follows be received: 2. That no action be taken to abandon or revise the routing of the Benville Trail at the September 17, 2009 LSAC meeting; and Recommendation 3. as follows be referred to the Director of Finance for input: 3. That Council consider the request of the Trails Sub -Committee to establish a stand alone Capital.Reserve for funding trails initiatives with an annual funding contribution that supports the long term goals and objectives of the Trails Master Plan. The amount of the annual contribution to be determined at the conclusion of the Master Plan Project; and Recommendation 4. as follows be referred to the Director of Leisure Services to reflect the capital projects in the 2010 Capital Budget: That staff include an amount of $250,000.00 in the 2010 Capital Budget for various trail projects including the construction of the Cousins Drive CNR crossing, the Nokiidaa Trail link to Newmarket, the Holland Valley Trail link from St Johns Side Road to. Birkshire Drive: CARRIED General Committee recommends: THAT the balance of the Leisure Services Advisory Committee Meeting minutes from the October 15, 2009 meeting be received and the recommendations contained therein be approved. CARRIED - 9.- General Committee - November 17, 2009 GC Minutes - 6 General Committee Meeting Minutes Tuesday, November 3, 2009 Page 6 of 6 10. Correspondence from The Royal Canadian Legion Re: Aurora Peace Flame Tree Sculpture Initiative . General Committee recommends: THAT Council receive and accept the recommendation by the Royal Canadian Legion and refer it to the appropriate staff to bring back an alternative placement for the Aurora Peace Flame Tree Sculpture. CARRIED IX NEW BUSINESS/GENERAL INFORMATION —COUNCILLORS None X CLOSED SESSION General Committee recommends: THAT this Committee convene into a closed session to consider: ➢ labour relations or employee negotiations (1. item) ➢ labour relations or employee negotiations (1 added Item) CARRIED XI ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 7i45 p.m. CARRIED THE REPORT OF THE GENERAL COMMITTEE MEETING 09-25 WAS CONSIDERED AND APPROVED BY COUNCIL AT ITS MEETING HELD ON TUESDAY, NOVEMBER 10, 20M, WITH THE EXCEPTION OF ITEM 4(2) WHICH WAS REFERRED BACK TO STAFF, ITEMS 4(4) AND 6, WHICH WERE APPROVED AS ORIGINALLY. PRESENTED AND ITEMS 7 AND 9, WHICH WERE APPROVED AS AMENDED. PHYLLIS M. MORRIS, MAYOR CHRISTOP14ER C. COOPER ACTING TOWN CLERK -10- General Committee -November 17, 2009 _ ITEM # 1-1 AUK TOWN OF AURORA GENERAL COMMITTEE REPORT No. AAC09-08 SUBJECT:. Accessibility Advisory Committee Recommendation Summary from November 4, 2009 DATE: November 17, 2009 RECOMMENDATIONS. Accessibility Advisory Committee Meeting Minutes of October 7, 2009 THAT the minutes of the Accessibility Advisory Committee meeting of October 7, 2009 be adopted. MATTERS FOR CONSIDERATION 1.. Review of Previous Accessibility Plans and _Lists, in Consultation With Mr. Aaron Karmazyn, Town Facilities Manager THAT it be recommended to Council that staff be directed to go forward with completing the accessibility retrofits and upgrades, identified by the Manager of Town Facilities, as outlined in the 2009 Accessibility Plan —Appendix " B" -items 1, 3, 4, 11, 13, 15, 16 and 19; and THAT the funding for the identified retrofits and .upgrades be allocated from the 2009 Accessibility Advisory Committee budget; and THAT it be recommended to Council that the Accessibility Advisor be requested. to relay the concerns of the Committee, to appropriate senior staff, with respect to items 5 and 10 as outlined in the 2009 Accessibility Plan — Appendix "B"; and THAT it be recommended to Council that two new items be added to the list of accessibility retrofits and upgrades, identified by the Manager of Town Facilities, as follows: New item - Additional lighting to accompany fire alarm systems in the Town Hall; and New Item — Installation of access doors at the external entrance to the Building Department at the Town Hall; and THAT it be recommended to Council that the Manager of Facilities be requested to report back to the December 9, 2009 Accessibility Advisory Committee meeting to provide. updates on the outstanding projects as identified; and 11- General Committee - November 17, 2009 ITEM # 1-2 November 17, 2009 - 2 - Report No. AAC0.9-08 THAT it be recommended to Council that the Manager of Facilities be invited to come back to a future Accessibility Advisory Committee meeting, to provide input regarding the Accessibility Work Plan for 2010. 2. Budget Projections for 2010 THAT it be recommended to Council. that consideration be given to continuing the Accessibility Advisory.Committee budget in order to address accessibility issues pertaining to the Town of Aurora; and THAT a separate budget line be: established to address and implement the compliance requirements as set out in the AODA; and THAT staff be requested to investigate and advise how other municipalities are setting their budgets, with respect to percentage levels and/or funding allocation to account for AODA Compliance. I Preparation for Aurora's Annual Accessibility Plan - 2610 THAT it be recommended to Council that staff be requested to create a consolidated list of outstanding pending items from Accessibility Plans, Building Audits and Remedial Action Plans from previous years, also indicating the length of time each matter has been outstanding; and THAT this list be reviewed as a regular item on the Accessibility Advisory Committee agenda. 4. Update from the Accessibility Advisor Re: Accessibility Clause for Inclusion in Requests for Quotations & Requests for Tenders involving Contractors/Agencies Providing Customer Service on behalf of the Town of Aurora THAT the update from the Accessibility Advisor, regarding.the accessibility clause for inclusion in requests for quotations, be received for information. 5. Update from the Accessibility Advisor Re: The Role of an Accessibility Advisory Committee and Review of Terms of Reference THAT the update from the Accessibility Advisor, regarding the role of an Accessibility Advisory Committee, be received for information; and -12- General Committee - November 17, 2009 ITEM # 1 - 3 November 17, 2009 - 3 - Report No AAC09-08 THAT it be recommended .to Council that the Accessibility. Advisor be requested to review the Terms of Reference with respect to the role of the Accessibility. Advisory Committee and its membership requirements. .6. Update from Mr. Thom Vandenbussche, Senior Building Inspector Re: Review of the Process for Bringing Site Plans to.the Accessibility Advisory Committee for: Review and Comment THAT the update from Mr. Vandenbussche be received for information; and THAT it be recommended to Council that the Planning Department be requested to forward all site plan applications to the Accessibility Advisor and Committee Secretary to ensure that they be placed on the Accessibility Advisory Committee agendas in a timely manner for review and input. 7. Site Plan Application Malfara, Fiorgio; Bucciol 15086 & 15088 Yonge St. Lot52, Plan 246,.File: Dll-10-09 THAT the Accessibility Advisory Committee advise Council that it has no concerns with the application, and is in full support of the forward thinking initiative, on behalf of the applicant, to include accessible parking when the minimum standards had not been reached; and THAT, should substantial revisions be made to the application, it be brought back to the Accessibility Advisory Committee for review and input. INFORMATIONAL ITEMS 8. The Town's Sidewalk Policy THAT the Town's Sidewalk Policy be received for information. ATTACHMENTS Attachment #1 — Accessibility Advisory Committee Minutes of November 4, 2009 Prepared by. Carol Clark, CounciflCommittee Secretary, ext. 4227 Carol Clark, Council/Committee Secretary On behalf of the Accessibility Advisory Committee -13- General Committee - November 17, 2009 ITEM # 1-4 AURORA COMMITTEE MINUTES MEETING NO. 09-08 Committee: Accessibility Advisory Committee Date: Wednesday, November 4, 2009 Time and Location: 7:00 p.m., Leksand Room Committee Members: Ann Boden Chair, Councillor Bob McRoberts, Ca -Chair, Catherine Couchman, John Lenchak and Tim Savage Absent: None Other Attendees: Ivy Henriksen - Accessibility Advisor, Thom Vandenbussche - Senior Building Inspector, Aaron Karmazyn - Manager Facilities & Property,. Carrie Eastwood - 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. 4 APPROVAL OF AGENDA Moved by Catherine Couchman Seconded by John Lenchak THAT items to be placed on Accessibility Advisory Committee agendas .are submitted in written form, with recommendations provided; and THAT any additional or new items introduced at a meeting, be followed up with written material. CARRIED Moved by Catherine Couchman Seconded by Tim Savage THAT the content of the agenda as circulated by the. Corporate Services Department be approved. . CARRIED r" -14- General Committee - November 17, M9 ITEM # 1 5 Accessibility Advisory Committee Minutes Wednesday, November 4, 2009 Page 2 of 7 ADOPTION OF MINUTES Accessibility Advisory Committee Meeting Minutes of October 7, 2009 Moved by Councillor McRoberts Seconded by Tirn Savage THAT the minutes of the Accessibility Advisory Committee meeting of October 7, 2009 be adopted. CARRIED DELEGATIONS None MATTERS FOR CONSIDERATION L. Review of Previous Accessibility Plans and. Lists, in Consultation With Mr. Aaron Karmazyn, Town Facilities Manager Moved by Catherine Couchman Seconded by Councillor McRoberts THAT it be recommended to Council that staff be directed to. go forward with completing the accessibility retrofits and upgrades, identified by the .Manager of Town Facilities, as outlined in the 2009 Accessibility Plan — Appendix " B" - items 1, 3, 4, 11, 13, 15, 16 and 19; and THAT the funding for the identified retrofits and upgrades be allocated from the 2009 Accessibility Advisory Committee budget. CARRIED Moved by Catherine Couchman Seconded by John Lenchak THAT it be recommended to Council that the Accessibility Advisor be requested to relay the, concerns of the Committee, to appropriate senior. Staff, with respect to items 5 and 10 as outlined in the 2009 Accessibility Plan —Appendix " B". CARRIED -15- General Committee - November 17, 2009 ITEM # 1-66 Accessibility Advisory Committee Minutes Wednesday, November 4, 2009 Page 3 of 7 Moved by Catherine Couchman Seconded by John L.enchak THAT it be recommended to Council that two new items be added to the list of accessibility retrofits and upgrades; identified by the Manager of Town Facilities, as follows: New item — Additional lighting to accompany fire alarm systems in the Town Hall; and New Item — Installation of access doors at the external entrance to the Building Department at the Town Hall CARRIED Moved by Catherine Couchman Seconded by Councillor McRoberts THAT it be recommended to Council that the Manager of Facilities be requested to report back to the December 9, 2009 Accessibility Advisory Committee meeting to provide updates on the outstanding projects as identified: CARRIED Moved by Catherine Couchman Seconded by Councillor McRoberts THAT it be recommended to Council that the Manager. of Facilities be invited to come back to a future Accessibility Advisory Committee meeting, to provide input regarding the Accessibility Work Plan for 2010. CARRIED 2. Budget Projections for 2010 Moved by Catherine Couchman Seconded by Tim Savage THAT. it be recommended to Council that consideration be given to continuing the. Accessibility Advisory Committee budget in order to address accessibility issues pertaining to the Town of Aurora; and -16- General Committee - November 17, 2009 ITEM # 1-7 Accessibility Advisory Committee Minutes Wednesday, November 4, 2009 Page 4 of 7 THAT a separate budget line be established to address and implement the compliance requirements as set out in the AODA; and THAT staff be requested to investigate and advise how other municipalities are setting their budgets, with respect to percentage levels and/or funding allocation to account for AODA Compliance. 3. Preparation for Aurora's Annual Accessibility Plan- 2010 Moved by John Lenchak. Seconded by Catherine Couchman THAT it be recommended to Council that staff be requested to create a consolidated list of outstanding pending items from Accessibility Plans, Building Audits and, Remedial Action Plans from previous years, also indicating. the length of time each matter has been outstanding; and THAT this list be reviewed, as a regular item on the Accessibility Advisory Committee agenda. CARRIED 4. Update from the Accessibility Advisor Re: Accessibility. Clause for Inclusion in Requests for Quotations & Requests for Tenders Involving Contractors/Agencies Providing Customer Service on behalf of the Town of Aurora Moved by Councillor McRoberts Seconded by Catherine Couchman THAT the update from the Accessibility Advisor, regarding the accessibility clause for inclusion in requests for quotations, be received for information. CARRIED -17- General Committee - November 17, 2009 ITEM # 1 - 8 Accessibility Advisory Committee Minutes Wednesday, November 4, 2009 Page 5 of 7 5. Update from the Accessibility Advisor Re:, The Role of an Accessibility Advisory Committee and Review of Terms of Reference Moved by Councillor McRoberts Seconded by Tim Savage THAT the update from the Accessibility Advisor, regarding the role of an Accessibility Advisory Committee, be received for information; and THAT it be recommended to Council that the Accessibility Advisor be requested to review the Terms of Reference with respect to the role of the Accessibility Advisory Committee and its membership requirements. CARRIED 6. Update from Mr. Thom Vandenbussche, Senior Building Inspector Re: Review of the Process for Bringing Site Plans to the Accessibility Advisory Committee for Review and Comment Moved by John Lenchak Seconded by Tim Savage THAT the update from Mr. .Vandenbussche be received for information; and THAT it be recommended to Council that the Planning Department be requested to forward all site plan applications to the Accessibility Advisor and Committee Secretary to ensure that they be. placed on the Accessibility Advisory Committee agendas in a timely manner for review and input. CARRIED . 18 General Committee -'November 1. 7, 2009 ITEM # 1 - 9 Accessibility Advisory Committee Minutes Wednesday, November 4, 2009 Page 6 of 7 7. Site'Plan Application Malfara, Fiorgio,,Bucciol 15086 & 15088 Yonge St. Lot 52, Plan 246, File: D11-10-09 Moved by Tim Savage Seconded by Councillor McRoberts THAT the Accessibility Advisory Committee advise Council that it has no concerns with the application,and is in full support of the forward. thinking initiative, on behalf of the applicant, to include accessible parking when the minimum standards had not been reached;. and THAT, should substantial revisions be made to the application, it be brought back to the Accessibility Advisory Committee for review and input. CARRIED INFORMATIONAL ITEMS 8. The Town's Sidewalk Policy Moved by Councillor McRoberts Seconded by Catherine Couchman THAT the Town's Sidewalk Policy be received for information. CARRIED OTHER BUSINESS The Accessibility Advisor advised that the .final proposed AODA Employment Accessibility Standards have been released. The Accessibility Advisor advised that the Town of Aurora will be recognizing "International Day of Persons with Disabilities" on Thursday, December 3, 2009, .and that there will be cake served at the Town Hall at which time the Mayor will be issuing a proclamation and there will. a display of information about accessibility.. The Accessibility Advisor advised that the Chamber of Commerce will be holding an Open House in recognition of "International Day of Persons. with Disabilities" on Thursday, December 3, 2009. .19. General Committee - November 17, 2009 ITEM#1 -10 Accessibility Advisory Committee Minutes Wednesday, November 4, 2009 Page 7 of 7 The committee discussed the long line-ups for H1N1 vaccinations and expressed concern with regard to the lack of accessible considerations for people with disabilities. The Committee requested that the Accessibility Advisor send a message to York Region Public Health advising of the concerns raised by the Accessibility Advisory Committee. ADJOURNMENT Moved by. Tim Savage THAT the meeting be adjourned at 9:30.p.m. _Ann Boden, Chair Accessibility Advisory Committee CARRIED -20- General Committee - November 17, 2009 ITEM # 2 - 1 TOWN OF AURORA AURORA GENERAL COMMITTEE REPORT No. EAC09-08 SUBJECT: Environmental Advisory Committee Recommendation Summary from September 10, 2009 FROM: Environmental Advisory Committee DATE: November 17, 2009 RECOMMENDATIONS ADOPTION OF MINUTES Environmental Advisory Committee Meeting Minutes of Thursday, September 10, 2009 THAT the Environmental Advisory Committee Meeting minutes of Thursday, September 10, 2009 be adopted. MATTERS FOR CONSIDERATION EAC09-002 -Town of Aurora Stormwater Ponds, Vegetation and Wildlife Study, With Additional Information from Mr. David Tomlinson THAT the information provided.by Mr. David Tomlinson, Ms Anca Mihail, Municipal Engineer and Mr. Gary Greidanus, Landscape Architect, in conjunction with report EAC09-002 -Town of Aurora Stormwater Ponds, Vegetation and Wildlife Study, be received for information; and THAT it be recommended to Council that staff be directed to prepare a policy and implementing by-law to establish criteria for stormwater management pond design, taking into account matters relating to safety and steepness of slope; and THAT staff also be requested to forward report EAC09-002 - Town of Aurora Stormwater Ponds, Vegetation and Wildlife Study, along with the additional information from 'Mr. David Tomlinson, to Lake Simcoe Region Conservation Authority; and THAT it be recommended to Council that Mr. Gary Greidanus, Landscape Architect., be requested to review the new information from Mr. Tomlinson and provide comments to Lake Simcoe Region Conservation Authority. - 21 . General Committee - November 17, 2609 ITEM # 2-22 November 17, 2009 -2- 2. Budget Projections. for 2010 Report No. EAC09-08 THAT it be recommended to Council that the Environmental Advisory Committee budget be set at $4,500 for the 2010 Operating Budget. 3. Joint January Workshop with YREA, and 11.- "Organize to Win" Seminar and Workshop THAT it be recommended to Council that the Town support and partner with the York Region Environmental Alliance in holding the "Organize to Win" Seminar and Workshop, taking place on Sunday, January 17, 2010, from 1:00 p.m. to 5:.00 p.m.; and THAT the Town provide support by supplying a facility for the event to be held; and THAT the Manager of Environmental Initiatives, in consultation with Leisure Services staff, be requested to determine an appropriate facility and confirm its availability; and THAT the York Region Environmental Alliance arrange a speaker and publicize the event. 4. Letter to Church Street School Cultural Centre Re: Heritage Tree Designation for Red Oak, 22 Church Street THAT the letter from the Environmental Advisory Committee supporting the designation of the red oak in front of the Church St Cultural Centre as a Heritage Tree be received for information and sent on behalf of the Committee. 5. Letter to Mr. Marco. Ramunno, Director of Planning and Mr. Gory Fagan, GIS Database Analyst THAT the letter from the Environmental Advisory Committee to Mr: Marco Ramunno, Director of Planning and Mr. Cory Eagan, GIS Database Analyst, thanking them for their assistance with Mr. Tomlinson's wildlife maps be received for information and sent on behalf of the Committee. -22- General Committee - November 17, 2009 ITEM # 2-3. November 17, 2009 INFORMATIONAL ITEMS - 3 - Report No. EAC09-08 6. Nest Box Program Update from Mr. David Tomlinson THAT the Nest Box Program update from Mr. David Tomlinson be .received for information. 7. Cities Alive — World Green Roof Infrastructure Congress Update from Mr. Gordon Barnes THAT the update from Mr. Gordon. Barnes regarding Cities Alive — World Green Roof Infrastructure Congress; be received for information.. 8. Environmental Advisory Committee Pending List THAT items 63, 87, 88, 97, 114 and 116 be removed from the Environmental Advisory Committee pending list; and THAT the Environmental Advisory Committee pending list, as amended, be received for information. 9. Trails Sub:Committee Progress Report for a Trails Master Plan -Draft. October 2009 THAT the Trails Sub -Committee Progress Report for a Trails Master Plan — Draft October 2009 be received for information. 10. EAC09-005 - LED Street Light Pilot THAT report EAC09 005 - LED Street Light Pilot be received for information. 12. Discussion of Next Months Agenda The Chair advised that he will be tabling an item regarding greenhouse gases on the next agenda. 0 -23- General Committee - November 17, 2009 ITEM # 2-4 November 17, 2009 - 4 - Report No. EAC09-08 13. Notice of Open House — The Aurora Promenade November 18, 2009 at the Church Street Cultural Centre — (Added Item) THAT the notice of open house for the Aurora Promenade on November 18, 2009 at the Church Street Cultural Centre be received for information. ATTACHMENTS Attachment #1 - Environmental Advisory Committee Minutes of November 5, 2009 Prepared by. Carrie Eastwood, Council/Committee Secretary, ext. 4225 Carrie Eastwood Council/Committee .Secrefary On behalf of the Environmental Advisory Committee -24- General Committee -,November 17, 2009 ITEM # 2-5 AURORA COMMITTEE MINUTES MEETING NO. 09-08 Committee: Environmental Advisory Committee Date: Thursday, November 5, 2009 . Time and Location: 7:00 p.m., Leksand Room Committee Members: Peter Piersol, Chair, Councillor Evelina MacEachern, Vice - Chair; Councillor Wendy Gaertner, Councillor John Gallo, Gordon Barnes, David Tomlinson, and Richard Wizemann Absent: Susan Walmer and Heather Cole Other Attendees: Christina Nagy -Oh, Manager of Environmental Initiatives, Anca Mihail, Municipal Engineer, Gary Greidanus, Landscape Architect and Carrie Eastwood, 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 Richard Wizemann THAT the agenda with the following additional items be approved: ➢ 10 -Report EAC09-005 —LED Street Light Pilot Project ➢ 14 - Notice of Open House — The Aurora Promenade November 18, 2009 at the Church Street Cultural Centre CARRIED -25- General Committee - November 17, 2009 ITEM #. 2 - 6 Environmental Advisory Committee Minutes Thursday, November 5, 2009 Page 2 of 7 ADOPTION OF MINUTES Environmental Advisory Committee Meeting Minutes Thursday, September.10, 2.009 Moved by Gordon Barnes Seconded by David Tomlinson THAT the Environmental Advisory Committee Meeting minutes of Thursday, September 10, 2009 be adopted. CARRIED DELEGATIONS None MATTERS FOR CONSIDERATION 1, EAC09-002 -Town of Aurora Stormwater Ponds, Vegetation and Wildlife Study, With Additional Information from Mr. David Tomlinson Moved by Councillor MacEachern Seconded by David Tomlinson THAT the information provided by Mr. David Tomlinson, Ms Anca Mihail, Municipal Engineer and Mr. Gary Greidanus, Landscape Architect, in. conjunction with report EAC09-002 -Town of Aurora Stormwater Ponds, Vegetation and Wildlife Study, be received for information; and THAT it be recommended to Council that staff be directed to prepare a policy and implementing by-law to establish criteria for stormwater management pond design, taking into account matters relating to safety and steepness of slope; and . THAT staff also be requested to forward report EAC09-002 -. Town of Aurora Stormwater Ponds, Vegetation and Wildlife Study, along with the additional information from Mr. David Tomlinson, to Lake Simcoe Region Conservation Authority. CARRIED -26. General Committee - November 17, 2009 ITEM # 2 -7 Environmental Advisory Committee Minutes Thursday, November 5, 2009 Page 3 of 7 Moved by Councillor MacE"achern Seconded by Gordon Barnes THAT it be recommended to Council that Mr. Gary Greidanus, Landscape Architect, be requested to review the new information from Mr. Tomlinson and provide comments to Lake Simcoe Region Conservation Authority. CARRIED Moved by Richard Wizemann Seconded by David Tomlinson THAT the hour be extended beyond 9:00 p.m. to allow the committee to complete the agenda. CARRIED 2. Budget Projections for 2010 Moved by David Tomlinson Seconded by Gordon Barnes. THAT it be recommended to Council that the Environmental Advisory Committee budget be set at $4,500 for the 2010 Operating Budget. CARRIED The Chair requested, with the consent of the committee, that item 11 be brought forward for consideration in conjunction with. item 3. . 3. Joint January Workshop with YREA, and 11. "Organize to Win" Seminar and Workshop Moved by Gordon Barnes Seconded by Richard Wizemann THAT it be recommended to Council that the Town support and partner with the York Region Environmental Alliance in holding the "Organize. to Win" Seminar and Workshop, taking place on Sunday, January .17, 2010, from 1:00 p.m. to 5:00 p.m.; and -27- General Committee - November 17, 2009 ITEM # 2-8 Environmental Advisory Committee Minutes Thursday, November 5, 2009 Page 4 of 7 5. THAT the Town provide support by supplying a facility for the event to.be held; and THAT the Manager of Environmental Initiatives, in consultation with Leisure Services staff, be requested to determine an appropriate facility and confirm its availability; and . THAT the York Region Environmental Alliance arrange a speaker and publicize the event. CARRIED Letter to Church Street School Cultural Centre . Re: Heritage Tree Designation for Red Oak, 22 Church Street Moved by Councillor Gaertner Seconded by Richard Wizemann THAT the letter from the Environmental Advisory Committee supporting the designation of the red oak in front of the Church St Cultural Centre as a Heritage Tree be received for information and sent on behalf. of the Committee. CARRIED Letter to Mr. Marco Ramunno, Director of Planning and Mr. Cory Fagan, GIS Database Analyst Moved by David Tomlinson Seconded by Gordon Barnes THAT the letter from the Environmental Advisory Committee to Mr. Marco Ramunno, Director of Planning and Mr. Cory Fagan, GIS Database Analyst, thanking them for their assistance with Mr. Tomlinson's wildlife maps be received for information and sent on behalf of the Committee. CARRIED -28- General Committee - November 17,'2009 ITEM # 2 - 9 Environmental Advisory Committee Minutes Thursday, November 5, 2009 Page 6 of 7 INFORMATIONAL ITEMS 6. Nest Box Program Update from Mr. David Tomlinson Moved by Councillor MacEachern Seconded by Councillor Gaertner THAT the Nest Box Program update from Mr. David Tomlinson be received for information. CARRIED 7. Cities Alive — World Green Roof Infrastructure Congress Update from Mr. Gordon Barnes Moved by Councillor MacEachern Seconded by Richard Wizemann THAT the update from Mr. Gordon Barnes regarding Cities Alive — World . Green Roof Infrastructure Congress, be received for information. CARRIED 8. Environmental Advisory Committee Pending List Moved by Councillor MacEachern Seconded by Councillor Gaertner THAT items 63, 87, 88, 97, 114 and 116 be removed from the Environmental Advisory Committee pending list; and THAT the Environmental Advisory Committee pending list, as amended, be received for information. CARRIED General Committee - November 17, 2009 ITEM # 2 -10 Environmental Advisory Committee Minutes Thursday, November 5, 2009 Page 6 of 7 9. Trails Sub -Committee Progress Report for a Trails Master Plan — Draft October 2009 10 12. 13. Moved by Councillor MacEachern Seconded by Councillor Gaertner THAT the Trails Sub -Committee Progress Report for a Trails Master Plan — Draft October 2009 be received for information. CARRIED EAC09-005 - LED Street Light Pilot Moved by Councillor MacEachern Seconded by Richard Wizemann THAT report EAC09-005 - LED Street Light Pilot be received for information. CARRIED Discussion of Next Months Agenda The Chair advised that he will be tabling an item regarding greenhouse gases on the next agenda. Notice of Open House — The Aurora Promenade November 18, 2009 at the Church Street Cultural Centre — (Added Item) Moved by Councillor Gaertner Seconded by Richard Wizeinann THAT the notice of open house for the Aurora Promenade on November 18, 2009 at the Church Street Cultural Centro be received for information. CARRIED -30- General Committee - November 17, 2009 ITEM # 2 - 11 Environmental Advisory. Committee Minutes Thursday, November 5, 2009. Page 7 of 7 NEW BUSINESS Gordon Barnes provided a brief overview of a new permeable pavement and bio- retention swale which was the subject of a study conducted at Seneca College in November, 2008. Mr Gordon Barnes advised that he attended an open house for the now Rodeo Housing Development in York Region, which will be using "Platinum Leed Design Standards" and he advised that they will. soon be issuing a DVD on the green initiatives featured in this project. Councillor MacEachern advised that the stormwater management pond project at McClellan Drive and Bathurst Street, which was outlined in a previous presentation to the committee from Mr. Mike Walters, is going. forward. ADJOURNMENT Moved by Gordon Barnes THAT the meeting be adjourned at 10:15 p.m, . Peter Piersol, Chair Environmental Advisory Committee CARRIED 31 - General Committee - November 17, 2009 ITEM # 3 - 1 TOWN OF AURORA AuRoRA GENERAL COMMITTEE No. ADM09-014 SUBJECT: Corporate Organization Structure Review - Phase 2 Report— Implementing the New Departmental Structure FROM: Neil Garbe, Chief Administrative Officer DATE: November 17, 2009 RECOMMENDATIONS THAT Council receive for information the Corporate Organization Structure Review Phase 2 Report prepared by The Randolph Group; THAT Council endorse proceeding with the re -organization of the Town's administrative structure in accordance with the Phase 2 report prepared by The Randolph Group. PURPOSE OF THE REPORT To update Council on the results of the Corporate Organization Review and present the Phase 2 report prepared by The Randolph Group. BACKGROUND As part of the 2008 Capital Budget process Council approved the engagement of a consulting firm to proceed with a high level review of the Town's organizational structure. The objective of this review is to build a more efficient, effective and resilient organization that meets the needs of Aurora's present and future residents. Following a competitive RFP process, the firm The Randolph Group was awarded the contract for the Review of the Corporate Organization Structure of the Town of Aurora. Carolyn Kearns and Susan Wright are the two partners of the firm who have been conducting the work. In accordance with the Request for Proposal, the Randolph Group's work was organized into.the following two main phases, namely: Phase One - Setting Department Structure Phase Two - Implementing the New Departmental Structure, The Randolph Group concluded their Phase One work and. presented their Phase 1 findings and options for departmental structure which have been included in the Phase 2 work. -32- General Committee - November 17, 2009 ITEM # 3-2 November 17, 2009 -2- Report No. ADM09-014 COMMENTS' Following confirmation of the overall direction of the departmental structure, The Randolph Group commenced their Phase 2 work which involved developing management structures for each department and identifying processes and practices needing review as a result of any structural changes. The Randolph Group consultants worked with each of the department heads to develop a proposed management structure including allocations of responsibilities and existing staff. A copy of the PhasE 2 Report Implementing the New Departmental Structure prepared by The Randolph Group is attached. As set out in the Phase 2 Report, the recommended names of the departments in the Town are as follows: Administration Building and By -Law Services Corporate and Financial Services Planning and Development Services Customer and Legislative Services Infrastructure and Environmental Services Parks and Recreation Legal Services ALTERNATIVES TO THE RECOMMENDATION That council not endorse proceeding with the re -organization of the Town's administrative structure in accordance with the Phase 2 report prepared by The Randolph Group. FINANCIAL IMPLICATIONS As with any strategic plan, endorsement does not mean budget approval. The need for budget approval will be brought forward in subsequent budgets. CONCLUSIONS The recommendations presented by The Randolph Group provide the framework for a human resource strategic plan that has long term administrative vision. Proceeding with the re -organization of the Town's administrative structure in accordance with the. Phase 2 report prepared by The Randolph Group provides an organization structure that is resilient and adaptable and able to meet the demands of a growing and progressive community. -33- General Committee - November 17, 2009 ITEM # 3-3 November 17, 2009 - 3 - Report No. ADM09-014 ATTACHMENTS Attachment # 1 Phase 2 Report — Implementing the New Departmental Structure prepared by The Randolph Group Prepared by: Neil Garbe, Chief Administrative Officer, ext. 4744, Neil Garbe Chief Administrative Officer -34- General Committee - November 17, 2009 ITEM # 3-4 Qa C O � Qi .N O 41J ©" � O on L. LL. u O cn U S:- Ln M Q% E a n. 3 z u u c 0 co i CD co M � M J i 0 O d M S CD Q N S L O a-J O � -35- General Committee . November ,7,2o: ITEM # 3'S Q. § \ fn \(U /\ c0 /gym =m Wig/ 7/& c w 0� w 2 ) E® 0 CL A/\.§ \ /\\ (D±Ln on ru 0 uo$o ±D00 D\ dV)Lnf /,.. 5 � ■ -36- General Committee - November 17, 2009 ITEM # 3-6 0 11"Poe T L. CL 0 V c .r. r� 0 �0 N !-! N M M M CL c a E - t C O E 0) In N Q L V ro o a E Q S- IAN LAC ra C V C O U c C O ro O V N O N y O Q N O ro o N a cn a`i +^ E u c on E c E E j 3 cn cE � c a o a a s ao UiaUooauu d > W v'''i K any a n c1 � vh _ m w vi c o E 8-0-0 a J i7 -d O -b o W. -0 -b c p N lei N O lh N O U N N U. �/ 01 N d � 0. OJI on a L on on a d7 on on CL p n On 0- E on on a on on n. On on a E E A O ,n ) n a *, y 1✓1 t!1 n N 4/7 N l/1 ` N N n 1/1 ,[ [/1 VI Vl c IA 0. O U cn N m V on -Op L b-0 Ri L N . 37 - General Committee - November 17, 2009 ITEM # 3-7 c O • r. V 0 L. 4-+ W 0 0 Ln V) v u 0 L- d 0 -0o uM i WE General Committee - November 179 2009 ITEM # 3 - 8 MR im Q) O � L E +-J > L L u to `~ 4L V) O Q) O rn U L1 V) +-+ O (D '^ 4� O O io r tJ! N O E tCf 4- 4-J E O G (U O 4� U rA C N 0 O � N O Q) N 4-J -0 O V) N fJ o O E a a� co a1 r- 0 .4':; V 'a 0 G -39- General Committee - November 17,2009 ITEM# 3-9 lNv; U� Ulm 3L. --c I.O - Tpl... ..... . . . . . . , m N F-r o p, PLQi t4 V) Q i 4w f,ODPIk.t E BEEN> a) 10-K 1 2i it i0igE! 7i�; fj OMER -.p —E MaU) W, mlMS2-9z - 4� ...... 43J g 4"®r ;p; Q-, -q- -n 0- fRwfi 7M . Eq n mi Ln 0 AIR > AIR % ) ra on I.- — W" CL 1 Ln .� - bR e Iz— i:il "T fu -V E— > 1.4 4� E-R, RS Q) C fo C) E ag -NO: ------ CL -!!7V= IL 001' ln - AYX MAE a) 4-1 25<gF 0 :1 tII U N 1 'S 0 U Ml Q) tvtg c—. 05 44 M- - 6:4,M e-i 0 , -- - j ?, &!c -4 aJ 0 (u u 4- Ln CL — 0- OD -Op coo LM a 0 u 0 H .40- General Committee - November 177 2009 ITEM # 3 -10 f� V1 Q 0 3 0 res � N_ H 4-1 O 0 .••I _ fa w. S 0 N O L J - a •-j a n • r ri acn cn as tA o a V 4� u t Q� ra L- u o .-j 0 rt cn N O N o Lr (A c� S C C w U11 N 0 v > 4 ( W^, W .(u N Y G fl_ O a o 0 o Y L vim. N 00 00 Y V •` o ro v Ean $ _ cn O N tid N O y L V G a. N 0 O W O 0 YU, V v O C « 3 N EOn { on u� c 5 GJ D on r on Y L ru --FSj 6i to vim- t l v0- a.O 3 C LA WR N O Y N 1 -x y v b o 4 c f c c c no,on „ c +' ro m � 1 gj N N rd C7 _ W O W p p c.. x Ld {' Z I—i [a Ji Q 4 x '^ G1 to v U u_ u u n v E U aS U G1 Y N O C - }7 O v 4 E v a c Jt N u c ` 0 3 rz n �_ W p �0 J Q1 on t2j Y U li N N N U cd u U� 4 O on M C E O dd V C Y U N O a 7 0° L a OD D ffj -41- General Committee - November 17, 2009 ITEM #3 -11 v s 3 a U C_ N L N 0 .N d Q1 L C CL Vl LJ N U L) v � i L 0 y W 4� C N ;7- 4 w U . w ' U °c to O E 4L a Q E L a) tf C ca 0 N N VL N C1 0 � p � U v ' 4� V i N O a E N V_ U Qj L E C N Ln a+ _, V, (U p L7 E y^ N a •�- -v Q v � in /R�i CL ' '� Q1 (z N cn f p ar N w 0. >. V N N V J > 'Uf1 L*J 6 v ° vy m cal v a 4-1 � L LEI (U Lt yy+��/� U V) C L �_ W �1 ^ p d C C p 4- rt3 t N Q /� �..I N 0 rcLi y Q J m U 0- U_ L1 o` LL • N N . . z -42- General Committee - November 17, 2009 ITEM # 3 -12 0 0 4 C onen u ro ro m G M G jp �v W oo� oOnw WE'+ fw�0 ig .n O c J W M m U c p r N 8 d u q4C lw Q Zia �o:w 0 p(N� m � w any vu o�i�mu 3 c -43. General Committee - November 17, 2009 ITEM # 3 -13 y r U 3 v 0 N m E m � Y co d n 0) E N > 0. b td v�O C � v' _^• N .Y U > C q C] 7 -0 d � C .� V a a '00 N Q v C 0 �c ° w o a u rt c ° o v w J n o U >1 bIl as Y O C � � _V u C W Y O N QOi L a Y v � L V E v E c ft O N (,� ❑. Da 0 E 7 CL E U to rt3 b V C Jv-+ aO+ M1Y N U E O u O O h 0� . ao:a.0 o Lo , 0) o '^ �t'� U U C3 D 02 c-b0 W -44- General Committee - November 17, 2009 ITEM # 3 -14 i.r u 4- 0 4-J T. E a u 4.-- O w u 4— ru W T UP ai to M - N L V c7 0 O 4 N 4 G U O S N N N L N � O d O .aJ •'4�NL O1 '0 ro W � N C co u (0O- on u C G 0_ :^ V O E Y N E w w a)u E E C M q U -0 a U E v ua u �w 3vai uN d . 45 - General Committee - November 17, 2009 ITEM # 3 -15 O r) tM � •� v Q- ?+ U U i- U on � O N Q)on C L •1-� Q) Q M U L o :,. on N, - a) . �� C Q) p L O 4 t6 CU n 0 O N 0 OV N � Q . �. Ln (1 V d ..0 -� C Q) O s..° N O O �, O r6 � +0 S' O O L- O> O Ln Y p V p O Ln +-gyp up wL a� a a) w 0 o an > o ,:3 L L L O 0 L O + U O O 0 •v a rtf 3 4, Q0) Crin Op v N0-td `- O Q U NO O O CL u E Ln c� CD w E v rp O tntn y o ^ Oc 4-J > ro - O V)ro oa O °`1N EoQom 0- n X 4- 0 a O c ON V ' Qj E ii!) a'N n �- Q U V Ln n ''� O M +�+ O LiU Q) > w c rd0-0 0 O > > +-+ N 0 O ro •� O E -"O tn O O 4- LN ap � o C Q u M Q) N wp a) Q) c u u Ep Q) J�j ) N L > E o on c4. O �°Nfu Q `oac 0 on O N •u wE �u E 0 aJ a) O U U> 4� an _c O 3 ar N (U «Y O Q) �. � R3 �- Q ' o W O V v> 0 4� LL "CJ L m "L7 O -0 U L O Q O LL. r- N M �I Ln ,p 9EVE General Committee - November 17, 2009 ITEM # 3 -16 w E CL 0 y LA (i . u•°- W •> .�. kA V 7 0 n� W _CL O� c by fCf N r - 47 . General Committee - November 17, 2009 ITEM #3 -17 On `� Y General Committee - November 17, 2009 ITEM # 3 - 18 • • 4a E L . d Q) •u V f on W .J d-) O u 4J CM C L O 4- N N `O L ro L O Ln 4� G Q) E L ru 0- lll N 4- O O 3 -0 b (D L 0 0 w v c: C c- _CL OD -0 o ID-0@m L TM -49- General Committee - November 17, 2009 ITEM # 3 -19 44 YI tail -j W E Q Ln tn •w u....o 0 C. O • V Ln W p �E.i .r .4 ►!. M O a: QJ a C- O V N _u L OOP N ro V1 Mc m N y ro O %- C L C a lOj � Y c:vu E �a c �'S c u u p ,O ro c J w a w Ln V V N p E H J L.J �> a c v on L° m p n o v O •E sY.. ^� a L O E CLLQcroL: O .� tE CL 0 cn c 3m c 0 00 o V ) 0 v C v S c O L O c m O Q v COPE on u Y cU u c `{ -O -0 p -0�^ L N C S C J N O T, CJ c2 E a � O LO cr aL V N � 4P tt C a)C O 00 aa) N CL J C u a � c v N Y_ CL N y QE d N v } C E qj N E C v n a Q o E o 0 0- V Q U. . . . r um . 50 - General Committee - November 17,2o ITEM #3-20 � � 4-J CA 4) .on on � � ® •. on 2 4,J U � � 4wJ % }\ ® E \ . . \ ) Q - ® 06 / { m G » ) \ \ OL } e }j\ 2 {/ /§3 ae 2)} \\ )f \ \a ° ° \3 /j ] 2j \ & .§ m/ { ?$ \%\/ Q )\ CJ on {{{ f{ / ] /j \j ] » - a 00 E@ z2 : -51- General Committee - November 17, 2009 ITEM # 3 - 21 WJ a-+ L— a CL V) J c U l 4- on 0 c. nn _c m '� 4- d Ca o v u -c U V o v 3 17. S L (0 O v o V a O b�11 E c O N L_ � cl a -a 0 o U O 4w- .N O C� c:L . , a) c: Su. U 4- 4�4 �u vv U � L_ C w 3 0 _j 4- O C c +� O c v � u � L 0 � v M Qa > � U u v U N a, w O Ln M N v 0 O U 4- 0 w a, > 0 4� a Q L Q n. 0 Q) 0 L 4-, O c Qa Ln U 4� L O •Ln W O 3 0' J � C4�L1 � L Q4-1 0 M u 0 L "Q Ln c c 7 c :4, u -. 0 c 3 O [O Qa Q J 4- V] [Q L_ > 0 c i > OL L O tan o (D (� 4� 0- O U U > uh o oa)v —. CL (u Y LLcd b nib A LL Qa U O L_ 3 u a- Can on -O .N Q 0 N Q) N N CL Q7 c u > cu a c �. E U to .. v1 r O c �. L U c: 3 c _ 0 C U Q) N d L E M U > on r O O 0 a (j >Q C N 4' a -a N r > v v o u (U� � v o L4�Q ,° c n L -a O O Ln 0 'a in c ion c O w O 0- 10 C (a L_ N c Q c -0 vas p v o ((f L N o o ro ° c U U 4-E-0 O N o a v o O CQ) V) ro.v L cn O Q). c 4) - c' c v c: 0Q q� a E % Q 0 L L O O Q7 L U Qt o u n L A 06 -52- General Committee - November 17; 2009 ITEM # 3 - 22 -J 4A �on vi • 4J E d t/1 •u N V) U •� Lfr U. ctj O m u c c o�v tLt -u o 1 n L °a. v 0 0 m O N d C W \ E QU Va-fl N ( N W N L LZ a1)Ea�aciw0 A S-. a:wa�.cnz'r L v =o � N 0c: V J o 0 U c (Uro U O CL m L u ti p E t�6 (a > C X rC v �M�ra L co < c- c a � c � T Q p 0 x aa) E c c E Fro 4 oa'ron'�:5 0 N N CN E 0 > �w��ai:�Ew W U on an O pa C un � U a) OP u G Y C 41 c c ro � .� c on fu a v o U N m 41 N N C 8-l0 d 41 d o a E ca a o o rs tau a o on `� an ro v Ql d r N L1: rCL Y L tt7 Y 2 cu ii U' ...a 4c. U V d' O U LX I N C 0" c 0 Z N .E m OS1 O c a E C a 0 Q w L Q LJ -53- General Committee - November 17, 2009 ITEM # 3 - 23 s -Q r) O `+-J a7 U N b.0 vOi u W �O w 0 on * V 2 .ate ") = a� ��Qj �"n `�° onR u b E S a Q u v o z v ro •m •tn �6 = O 7 N O g v sc� za a 4 Y N N E N. L 0 E t a o o rc a q a s � 4% O a+ i >. N vOi N v w ✓ q N O. C u i..ir C on E C U to QQ ZvOiQ p Q h' �.N.. m 0 E � ° w ) a Q U C O C W ub N O � a) c d` � ^ O lL V M m L o to w ut Y N O T a u v O V on i C O O o �/W/� 7 i O C C u' C w V! O V dj _0 V -' N on c N v� �'` co O u 7 >1 O w a O N C N > 0. d N v' - Q cn a V Q Y a f > N vi L 3 a. O Q o cl L a � " N 0 E (0� V O c cd _a 6 r _Q M Q 0 0 ++ w O C Nv s E o s m r- e L Q oto 0 U o C � �^ E O U. +4 -J ( l 0 . 54 - General Committee - November 17, 2009 ITEM # 3 - 24 • . C E L 0 N u *r . H .>> C V cd 00�+ -76 �.I •rNi• /u ,y •� u c on cu RS •� G1 Q. L Ia. V o �` _CL O Q Vi V) (U 02. bn O ebA On E O i7 = a 0 Q p > V) V) to cn N O on [� on c W., u u N . w 4 N L Qy �- u � v �V) �M u w p 0 cC [0 O V) w �' N _ (a N w .4., p J u �' E tCf n G N (CS U p p Ln CA Q Z1 C W p. O O E H > w w u u 4� li cn w u O O u i Ql w CL L o O O O N E -0 L7 Ctti L p O O Q) w w (0 LW N ti V) (6 4� 'V) L-. V C V) 40- w O M to - oN on 0 tom.) u w p ~ � L N L N mac+- � O E °ELnO:N w O 0 Q C V)� E O C 0 4,•,, � S- to O N C7 4W N V) �Q^7 E u w L. p .Ltj .0 C2 0� Q. u rn� O 4• 4• r 0- -0 nGL � (U N w aj r ^L, 0 w Q tc w -p � �O � � > W Czf: O o N L 0° E w > L C w w N .� V) > O CL •� r(f w w C] Q ca. .N L � L C Con afo x w n- Q) w E-0 u c 4� -C= cyy -0 -) -0 -0 w = Q (U •c U I— 0 on 0- o ,� an c on N m E a, 3 4w 4 c as n3 3 3 cn 3 0> v �o ,> 00 �;a� a�.0 w w w wa�N. >"0) Q w~ (a OU a C n > > > j [� LA 4�wcn� in - v u� O O w w w w. .. . ... _ 1- +-J u <C m u a. or Q� c 0 i r N M d Lf -56- General Committee - November 17, 2009 ITEM # 3 - 25 Ln � Ln 4� N Ln L N E O C O o CL CL +— Q N E cn > � (A� ". u ` -JJ Ln -Ln 0 �cci 0 i. U LLn n C L N "' 4-J v O O ;^ it � 4c G L LZ 4. O _'> Ln L QJ N itS L v M iri E 0- v O N u y i LCi LL on (a ctj tW ^ L -0 y L d u - /L W V) ^ Lh Q) ..0 �- N L a) 4-J 0 c: p 4" on N � U ....i O C C C cn U s0 0 O N �� Uf1 0 O rrs 0- 0 +-+ XZ- a--+ V Q a- o o C N v ca u _ U u �^ (0� L c:(� on c 0 J I -U � 4-J4-JG (a «� N [6 'C L- 4� u U d U ct j 0 ru N r N (CS Ln'C7 rt3 E> > 0 Q Q a--) C� 1 O L a. V, — O L Q ►— a)rt3 >u v � Ln O N V W C6r- N -56- General Committee - November 17, 2009 ITEM # 3 - 26 3 91 K N C, CU CO E. O c w o c ro p > o d >C.w O a > v Ln a in on c . cu v � N � yJ ++ a V: L c J tZi Si. LA ) 41 E 0 O O N U N L ct1 N M Ln •] G •� O � W O m L N O q on WI f�6 on N o O 0. N ro+ �'C c c c on a°nE© ro u m ro c 3 v ro L v ro. as o� ai x< DOf �. o m b 3 w c c ; A S na � a1� o `w c a ac �� ac o m fu o- v w fa S w o a a w a O¢ n+ 4 U W cn U V Q _CL QD -Op r . k— N N El -57- General Committee - November 17, 2009 ITEM # 3 - 27 W E W r�f t a) U `W V ! nLn' i..I. L 0 1W 4t 1 V � L 0 .l.-J cu .0 t/f C on on .... N C Qj L E.c v b C - o ro a w oi 0. y ru ru Q L Q �. Q On E C V U .- > N EL A +% v N On ro T N N C 0 a 0 `o > V a V ) C C N v C L�ai� a v On a on on w C 0 C and C C C (0N C a D L N 0 � o v m L O C Oon N iC v �Qa o¢ in M N - 58 . General Committee - November 17, 2009 ITEM # 3 - 28 W Q. Vf E. C E W ®0. E aj W ItW� cd on on4"w 0 CL R`f . CL vi 4 - V) X .N V) G7 on � Vl Ow a) (U a� L N N C _0 w a) C C w f 4 O C ra (� L O 0 0- a-+ .O " .Q •u Ln O O CL u -. O Z U-O QO C Ln >o o «s +� c non v v w O a) w (0 CL 0) O 4- +, 0 E to on L _ C N � Ln O C +- OO G � QU.I Q1 On -p N vUi a) a a Ln O UO Cti (� d (6. CL•c 0 O rr z Q) w4v y..., V7 0 0 � ..- LA .... (y. VI 4NI .V > .j,.J y/ li � a) Qj (A J > ro c w� � 3 v, 4) > O O Q) y— L V1 c a an c U � O > .0 O U O v O U o .0, N v rt Q) O U_ (U C L E _0 i ' ' en O () P6. Q) O a>i n- a) (u Ln cu L G]- � C O CS C Ln > 4N rtS — O fa L- (U -0 1- O to .W a.) .G 3: (0 U C]- C ^ (a T a L V, .1 c000 .1—j� O� 3�>0 N-' -0 _ N -' � W %,L- v -0 CL w �, a Q 4� CV M sm _CL Ci N C ro a C O N N C co n„ O M a E ru a b 0 T -59. General Committee - November 17, 2009 ITEM # 3 - 29 .o 0) cn D�W^I W' Z LIn L � 7 O � Vfl Q •o U .N y ICU, r n C v p v N u o 0 o a 0 0 � n y 4 U OL. Q ru G a) v L U vai y y C •� O U 0 W U 'W Em -60- General Committee - November 17, 2009 ITEM # 3 - 30 LA on on () L cb °f u L u a a)u D : v w w cu RS V N N Ei o on o N 0. u udf c> d J U o a) v� .� ro y :U cam' c V O O °�' u U t4 U r i v E O N N ti ? uLn (U N an N O L an C V N O 4£ " N v a Q '0 V (aa)V O V U) a U J v1 cJ b N -61- General Committee - November 17, 2009 ITEM #3 - 31 y-. O y Ln L QJ in N cu (U v O O ^ +, Ln w � � U V U Ln O t0 U -0 QJ j > 4- O 4- O Q N Q) Ln N Q C L 3 (tf C L C y L y d/ VI L •. L N a i r-. Q) `n � O N C � U O O w Q Q Q1 arts Q U ^ N , , ,_, , O U Q) Ln U L M N vi N N p 'u 0 O 3 N 4 �N�'n � v CL � C O O d Q L O L «3 U C ra N. N ° a� Ln o IJ W u ^, a) •V h fV 0 > v1 V! Z7 LJ CU Vcn! O E i• i C N V/ > y 4• C O U N >. O > LCU O L qn E ry U L- "(� aj F c I— U O O "" 4O C LJ 4 O > � tlJ N C N N C rn `C7 U }0+ ton (D - (� EL N L. L E D 0 N N E- C1 �j. (� O a-' '� QJ OL. � O En tJ Q tU fa UtI o Q� u U � N 3 O U N J A t V/ y C N C 4^ E 4--- O � L Q O 4- O .^ on O C O E O i..! {•V " Q) O_ cn- C a [Ci d � i E v� to /ice O U Ln C � v v � tan E C W O � L o�GI •U�n 1 U O ® O U O QCj_. _ v' 4-/ 4.>L--✓ V) E-U V N r N M Ni r O� u 0O bo L W 0 fn D U on ro . -o O N r- on U 'Ln w � U ,O O L Ln LJ N C O •^ 0- u 05 O (n 4. N (o C M O n- _ - O U N N i W1 O O O 7-0 � � C O O v O ( � 4� 0. Ll -62- General Committee - November 17, 2009 ITEM # 3 - 32 R L E •© W E E 0 W LLB t�(1 t3 V) 0 r, O Q 4- V) Q Q V 7 Ri N � u Q� J V) 4- VI O N C Q U W U on tCf .fl n N 4- C (U C V O ..O O C O CA O V L O 4-- N N V) C O Q V) a� L a M on Q aD c .j .• 8 N M R d O N N .G M bft 0 ru E ra n a� 0 w 0 -63- General Committee - November 17, 2009 ITEM # 3 - 33 CUV1 ylI to •w-- C 4-i 0 W `�. T 0 0 L •ram W 0 c V N 0 Q V 1.- 4-J W7 on y c O E v a o tJ ° E . . `21 u c c y v > �a N N c Ui v U > •lJ n N q1 L'- Ui 0i.L wa::E W Li N }J N N c: = p rt c = N •� Qj }�, Y •V J-J lJ ` W1'CL N w Na v o W E ::E N C C � � v � • 011 O o V •� C O .'. C rd q) N ` v vi a.+ 1LU v N QN o.a aa.b v. Oar v� 4 p NN Ri L m O v ru f > g> "'ro c v c c c c mv> ro E� E� ccco N p-� c° c c c v O •� O O, v •C •C C W 16 LJ V1 a-W W CL 4- 6 . • IME General Committee - November 17, 2009 ITEM # 3 - 34 d-J E L U .ram L fu N l6 o� W E C Q .? w •,W ++J u t� L 4-J on . ^ VI C L a • � d �. u M o .o a L a o N ,-� V O C M al O a o v m a an u v g 12 ro N v a a .a Z a, a a Cc�r c on m +� d V v=i V O v�i O vi O 2 v�i U N O � vOi ti U N N � } L N T c � �n 6 Cto N c v •� = O N an 'C N V V u V Q 4 O � V E W Q C i y C m w > v � 3 ro ri o N L h y 6 a L C C " M J rtJ V_ G Ofl 'F, -U N p' ro v U N N .�' N L N Q c `L° Z a. ' a v a s L v O v�i .o an Q� v o 0 3 O m Y N OOnv' to c ro 'C C W a M c b CL C O fu N N .E Ofl tu E C C1 a a 4 . 65 - General Committee - November 17, 2009 ITEM # 3 - 35 E 0 L W .0 W 0' N L 4+ I Ln Ln ru 4� C Q) C O L w C � w � 3 v L V1 Q) � 4- O O a) N O u 'Ln Q C O N �- C � v Sri -66- cn E C O > Q u � Eu (u E Q) C Ql E LnU i E o Q u .� U - 4- Q) >. +, N C 3 L . V Q c `2 LZ v Lc o J Q 5 00y. D4 C O V .0 cL Ln C N O 4 � L 4+ C Q) to as 0 � O M Q) E -c-- i-J 4, L I Q) Q M cn c) �, o � Ln =3 O U 0 U c fCi to � � a d C c O o Q) N ro U an O O 4� 4 Ln.° N °J � O rt ctf C a�i O_� o ro 0 General Committee - November 17, 2009 ITEM # 3 - 36 • 4-J E Q, R �.[ h 0 - 'c J 4- . 4-J W c Z 4� -� 0' 4- L > Q} "' on Y+ .W � o cu ci. J .J � h E 4� c 0 o 4; a 0 0 w u 0 o u 0 CL (U Q1 .N 0 !{3 4- 4} N > C M cn N M 67 - General Committee - November 17, 2009 ITEM # 3 - 37 on on VI pi L a) Ln 0 0 V 0 w 3 v > v w E o v a E�Y `L EL a O 5 Y i � > Y u i N i a o 0 v ri t° N E p y � as on o a) o u_ on � V a, a N. V Ufl O a fun 01 ca m Off!! u O •� Y c ro o aci p 41 ts. T E N R E b W N W oay ° ° O 9 C un c N Y C a > v V N y •Y VI > f1 ZE cn U Qj aj LLnOf v � a i In a LL Li a` U M M . 68 - General Committee - November'17, 2009 ITEM # 3 - 3s 0 on e� Y ! • • E 4a �N [M1� W Lne®AA V • r. W V) c O .,... L /w W Vf 4-J U L a n Y ro .N C oY > c VO 12 N 3 0 d vi Q J C o Y c � w m v •� y� V_ N � Y N > a aj O N N O. amc 2 a) a� ro-Eoo u vi 4 U_ <-. wkz General Committee - November 17, 2009 ITEM # 3 - 39 O .0 L. a Y 1 E S. (U c Nf .d C -J 0 W /1•� E 0 a c aI C V � � O r6 U o on a C � N L QJ (({ on c C 0 � 0 N N C 4- 0 'C L rn Q 0 Q C •C) Gl �C:u U ., 0 ref 0 :D � rl3 >, V , 44 v�i u an 0 v aJ '� C 0- E LO L 00 M 0-0 Q FJ V N Q ru Q) Q) y__.... L N C 0 'U Q) U 0 O V) M L 0 Q 4_- >(u > Ln Q) (U L cu 'a) E O 4 Calf M +' O N C e3ll O Q) U N . > V, E fl. `0 r u 0 �Q L O L u O Q) Cb-0 N ,� 4� a c6 4L V N 0 M ° - V' > a) U L ro 0 N v `^ n C U C TJ � Q) � � C QJ UN Q) ro Ln ` E 0- 0 0 > p N Q) O L > N t6 C O _O 4+ CS r C) C:ti C7 U V cn N 0 (1 fo C RJ On 4 Ln on d i LL 'on C N 4J Q) a� O C J Q Q a-J C Lnn 4.1 - tU N � O 0 C rtf > y` on Q (0 O ><L ro Q U � O ra 0- (7 a-� _r 0 Q) ref C _ r0 C) 0 on O O O 4r fo Ln *' f- O O u N (ac rt N E Q) Q) p p L CO'^ U U *' r �' 0 > p E o O Ri 4� E V L- 44 N > N > U ref L- C a) _ Q) Q 0- p -0 0 0 U ) 0 C 0 .fl 4.1 N rCf °n O r6 -O0 O r6 U O > Q C0 N ,U 4.1 p C Q � C r0 rti L] C QJ C . O- C C N d c[f 4 J 4 :1 fYLn E Q) 0 N L > > Q) > 0 Y o Q) N N C r�:" > O N L M C C U> .a) > L J c) c) �u a 0 ci u s �' �a 0 N M �t fri �p h 06 -70- General Committee - November 17, 2009 ITEM # 3 - 40 LA c E E w O U O CL. M .Sa C_L. Q:D -OP coo r'-fCi -71- General Committee - November 17, 2009 ITEM # 3 - a1 L 4 a,E� V > fCS Q fCS - N 4�-, O U N 4— 1-+ t� Q) 0-W O -0 N E W O �. N on `� V 0- C 4-L- C on 0 ) i E L Q L C O C L1 •� O in N N 0 N • s V1 _ 0 _� (n N c > QJ > 3 L -0 L- L Q) " = Z) 4�0 QI O uRs nc Pn 4�O ru as A • W w 4D c h Ln flu w.O L Ln O 0 . a)4ti .1 � E i- ) .N On (Ii C .1-J On U ..�. 0 O O a C r E an Q) Q N> N O O O O U v L 0 � .> 4� :3 ro on 4-4- o ,� O r� a7 C d-J L O E V1 Q) v -a'J M V O U > C D C O >Q) > aQ) Ou d0 a C1 v�i E n E OD 0Lq L bu O Q) (D0 L co > N V 4- O U Q) U = Qj fo 4-J 0- c 23 Q) 0 L O V O C 0- QLUJ QLJ Ln N 4 U U L O O O r aL+ 4v Q U-) V 0 C Vl L Q O O a- 4- N u u w _0 0 c 4� ,v M 4 U L rts 0 N M a c Q) u v 0 Q) ) ~ . o L 4 o >% 4- U c17 vn v - fu E v c 4� Q) 0- C L o O U) v o u Q) QJ O N O N 4..1 4� L Ci. j C E o QE-0 N 0 O > F= E y E Q u ua 0 . 72 - General Committee . November 1z2o ITEM #3'42 � / 4 . § 2. E / 5 4 / 3 � _ "P 2 / § § F 9 0.�11 § ?t.. ..ƒ.\. k ° _ ¢ e � \ -� 4-) ' § � / d N 2 � ° 2 .� . y V)� ± \ 4. .#« / � ? E ,R Q Q J ® e. m V) O / / 3 $ £ .E2 $ $/ E o b 2 > / 3 < 4-c _ m = ) ? / / . f 7 t , e • 5 = (D k \ a . a _.c Q- .OD � y 72 ■ -73- General Committee - November 17, 2009 ITEM # 3 - 43 0 t rY efa ' T A� W E CL E r� -74- General Committee - November 17, 2009 ITEM # 3 - 44 7 0 4-J 0 a.-+ N on L. S0` r/ L C ? V) O Q N > Q O L n• o a ram. -c a !a N = N iJ - L'• N ULf> 4- y , n -.0.. E C N . O o •1 v cu � as u On (0 . fa p O C a O C:O O C cLU CL LA Cl :N N 0. •r- C N a)'"'• O a-J W T�aJ1 Vol R3 .1L U N O J O E � � 3 Ln r 3 (D P v 0 •o ra .� a � CJ C E N C L U (U an O C) C Ln can oU J .o O Q) O ui . U N O 44 C fa O N V O 4 p C C C O .0 C N M tCf O 0to (Urtf N cn N cu N � Uf1 .1 4� O O N N W i M 4 C u > d r6 U t CL 01 O V, C i U . E O a)E O G1 Ln Cl O O C Cl i E c E 4- NE E � _dN Znn L- N vElJO V Wh - YLo Ut1 " 4� 4� ^ a) O w c > > . u Q N° w V E C a) X Q cn L L O U- F- 8 a O Qj v El , -75- General Committee - November 17, 2009 ITEM # 3 - a5 W{ 0 4-J c .O (U .N c On O 3 c u O a ra M O Z) O L un 4- O tN Qi •L N ra on O L 4� on a- L 3 L_ 4 N O r QU i-j fo V N w E :N E u E w V C Q1 Q, 0 c O 4h- Q) c O i N c on L 0 3 w c -C d-+ J-J r- aj 0 Q). Q Q� V rt7 C Lu L Q c Q Q) an rtS c fCl E w O V V) r) (15 4N N ltJ 4- : Ln N V) w u v Ln L O N Q C O Ln ai L .l--J N c LL- 'a. -76- General Committee - November 17, 2009 ITEM # 3 - a6 i%; W! V 4J O N tu on 0 u/y 0 L 0 0 [C 4" W1 0 fCS. C 0 0 tCf h .Q -J V1 N W 0 [N N :L7 u Ln 4— O L U G O .II N Q� L V1 x VkV) W N .. 4. Q LA Q 4� L CCi N 4J O N O U � p .N c Q O N •� ... Ln L L- [f3 00 (U O N (U a r 'N E .r 4 O t7J) w cu L— in U Q (a. N O_ 3 q i NM N 0 O 4 'E 00 0 C C _ O 4� E O CU 4� X w Q � (V O O y L1 O U y_ ; O 0 0 O fo i..... O O N N - �<ta M0 W U U U B ry;: L .�' -77- General Committee - November 17, 2009 ITEM # a -1 TOWN OF AURORA Aui,oRA GENERAL COMMITTEE REPORT No. CS09-017 SUBJECT: 2010 Council and Committee Meeting Calendar FROM: Christopher C. Cooper, Acting Town Clerk DATE:. November 17, 2009 RECOMMENDATIONS THAT the 2010 Council and Committee Meeting Calendar, attached hereto as Appendix 1, be approved. PURPOSE OF THE REPORT The purpose of this report is to establish the 2Q10 meeting schedule for regular General Committee, Council, Public. Planning and Advisory Committee' meetings. BACKGROUND The calendar of Council and Committee meetings has been prepared for 2010, and is based on the same format used in previous years. In _order to plan for the upcoming meetings, as well as provide notification to the public through various publications, it is necessary to establish a schedule of meetings for next year. COMMENTS A calendar of projected meeting dates for Council Meetings, Public Planning Meetings, General Committee Meetings and Advisory. Committee Meetings for 2010 is attached for Council's consideration. The proposed calendar generally maintains the practice for the regular meetings scheduled in the past. It should be noted that some minor adjustments have been made to the meeting dates as a result of special holidays and Town events. Additionally, the meeting dates have been adjusted in the latter part of the year to compensate for the municipal election and the inaugural meeting of the new Council. ALTERNATIVE(S) TO THE RECOMENDATIONS The proposed meeting calendar is generally in keeping with Council's present meeting schedule and the Procedural By-law. Consideration of the proposed meeting calendar is entirely within Council's discretion. -78- General Committee - November 17, 2009 ITEM # 4-2 November 17, 2009 - 2 - FINANCIAL IMPLICATIONS None CONCLUSIONS CS09-017 The proposed 2010 meeting calendar is in keeping with the established meeting schedule, as well as requirements outlined in the Procedural By-law. Any amendments, deemed to be required by Council, can be made to accommodate conflicts in schedules. ATTACHMENTS Appendix 1 - 2010 Meeting Calendar PRE -SUBMISSION REVIEW Executive Leadership Team Meeting — November 11, 2009 Prepared by; Carol Clark, Council/Committee Secretary ext. 4227 Christopher C. Cooper Neil Garbe Acting Town Clerk Chief Administrative Officer -79- ,i r—► a0 00 N Ol 1 } ri HE �Qd ¢ cc � W U J n N o. o. O Q O O a 'w` Q C q Q O L V a U o a a z' Nt 00 I 9F:TIFE General Committee - November 17, 2009 ITEM # 4 - 4 0o 0 a� rY m m Y C J H I I F w N E E cu o U � c m 00 II US N K U UQ W U � � E U �¢ N a 0 E E 0. Q E oa b M CR c U U � ro. E N �U a ... a a a o a .. r � O E N o 0 E a ti o Ih� o n z 5 rV-g o ., � ¢ i - 07 II Z U m iL }0 EEU E 0 I U ON 0 0> E o Q �U E o' cU 4wno � . I QQU awe General O N E E 0 o �o K U N 2 General EE O O cr ° m c Y c a) N �a QI EE L O c o US ree_-_novemper i i, zuu 3 a 00 a N N a �ci a U w O M h rn c E r�-1 (y a V b a UU U U U U W a 0 0 O � Q i+ 0 TL a M O = r` M General Committee - November 17, 2009 ITEM # 4 - 8 O 0 N 00 0 0 .c Z' ca c J I I 0 E E L 0 0 a U2 U S LL d` N MW Q BUJ Ua U E En' N 0 - rn U �E U U U U U. U U E `- N N a a r: r- r�EE N Q N co .85. B E E 0 U a N EiF � NE F d O Q N O N �o E EsO Ow I , aQ 00 UW General O O N :ommittee November 17, 2009 ITI 00 � N N - _— ,..,00 0 :M # 4-9 E 0 U ' 2.1 0 N C Q N C N 3E v Q .2, o u� d � d Ea O U UW Q.Q DQ Uw o�. Q Eat E �U E � E 0 ENU O' O U Q j O p >O N r- N Q � � iD O N V Q Q V N OR Y O N } NFL° E � EEoU EUd U Z 0 �¢E a Q U m c E o � O U Q W � I U ¢wn General. Committee - November 1.7, 2009 ITEM # a -10 0 VO4 O N O p Y O. Y � J F O F N E E r O cS O US W LL rn OZ. - >-Q¢. LL o n mm C�h: Ott-. .0 C E o. 0 0 -t 00 LL O EoU oU U 2`w N o •— E > 0 ¢ @U N 3 E 'o U c 0 ¢w� ,I ¢wn General Committee - November 17. 2009 Q O N o E O O 0 0 N c . N l4 J I— I I N W O U0 m c°i 2 I I U2 ITFNl # 4 - 11 d J x Z 0 O 0 M O O J C 00 N (6 �� O d ti v � U U �E �U U N N .' a a O I� r N N . cv o � 3 = N qEm mU o E N U O -Q O UQ y N - Q. (/1 M W D F z „ IOU TJFy- m U Z N (D lL Y 0 EEC) EE I U Z �N o •— E.. >Qo a Q @U �d c E p ti OU Lu p I ¢w� - 00 . General Committee - November 17, 2009 0 0 M U2 ITEM # 4 - 12 0 N C)1 N �--� 00 U U w N E < o sat W' tit 0, a M Q �- zz ro U U c E o o E a 0 n ,f 1: it 0 zgi d v/ F W W o W i W N irl- z till t tit N1 � Q N General Committee - November 17, 2009 O N 0 E 0 0 0 ry � N rn c .ae c I NO U0 C cx ITEM # 4 - 73 ITEM # 4 -14 General Committee - November 177 2009 O V-4 O N General Committee - November 17, 2009 ITEM # 5 -1 TOWN OF AURORA AUR`oRA GENERAL COMMITTEE REPORT No. FS09-048 SUBJECT: Capital Projects Financial Position Report as of October 23, 2009 FROM: Dan Elliott, Director of Corporate & Financial Services . Treasurer DATE: November 17, 2009 RECOMMENDATIONS THAT report FS09 048 be received from management; and, THAT the project closures and capital funding adjustments outlined in Attachments #1 and #2, as summarized in Attachment #3 be approved; and, THAT where applicable, the Treasurer is hereby authorized to amend the capital project funding of any project which has received, or in the future does receive, anygrant or donation funding, in a wayas to simplyreturn priorapproved funding to source, and replace with the grant or donation amount, but not in a manner which increases the total approved project budget. PURPOSE OF THE REPORT To present Council with information necessary to monitor capital project status through to October 23, 2009 and to propose project closures and funding adjustments. BACKGROUND The Capital projects financial position status report as of October 23, 2009, provides an overview of the Town's capital projects and was prepared in consultation with various Town staff that are responsible for managing their department capital projects. All capital projects have been reviewed and recommendations provided for any budget adjustments, and potential closures of projects with any funding surpluses being returned to their original funding sources. This report includes the following four appendices: 1) Attachment #1— Capital Projects to be Closed, identifies 30 capital projects that are completed and can be closed. The net surpluses from these closed projects are to be returned to their original source of funding and minor shortfalls are requested to be funded from the original funding source. -92- General Committee - November 17, 2009 ITEM # 5-2 November 17, 2009 - 2 - Report No. FS09-048 2) Attachment #2 — Capital Projects with Funding Adjustments lists 1 project which is recommended for consolidation with another open capital project. 3) Attachment #3 — Summary of Budget Adjustments, summarizes the adjustments resulting from the various project closures and budget adjustments as outlined in Attachments #1 and #2. 4) Attachment #4 — Remaining Open Capital Projects provides an inventory and a progress status update for all 119 projects remaining open as of October 23, 2009, including projects which may be included on Attachment #2 as receiving funding adjustments. .Any such proposed adjustments are presumed as approved for purposes of preparing this schedule and are reflected in the list of open inventory of projects. COMMENTS As of October 23, 2009, the Town had a total of 150 active capital projects. Staff is recommending the closure of 30 of these capital projects as noted in Attachment #1. These 30 projects have a net surplus of $1,708,789 to be returned to their original source of funding. In addition to the closures, staff are also recommending consolidation of 1 project account with another existing project in Attachment Q. Notes of explanation are provided. Status of Open Capital Projects - Attachment #4 Town staff from all departments have reviewed the open capital projects list and have identified the progress of the 119 remaining projects. (150 -30-1 = 124) For purposes of enhancing the simplicity and usefulness. of the report, Financial Services established categories of progress for staff to use in their deliberations: Not Started, Design Phase, Financially Committed, Warranty, or Other. All projects are listed by department, show their status as reported by the project managers, and additional comments are provided where warranted. Each department head has reviewed this report for their respective projects. -93- General Committee - November 17, 2009 ITEM # 5-3 November 17, 2009 - 3 - Report No FS09-048 ALTERNATIVE(S) TO THE RECOMMENDATIONS 1. Amend the recommended projects for closure and/or funding adjustments. 2. Direct that certain projects identified by staff to remain open be cancelled and closed at the current status. FINANCIAL IMPLICATIONS This report recommends net capital project closures and funding adjustments of $1,708,789 being returned to the original funding sources, since the projects are complete and/or the funding is no longer required to bring the project to full completion. The portfolio of remaining open capital projects contains 119 projects, with a total budget funded value of $36,545,905, with $22,038,840 spent to date, with a remaining approved available budget value of $14,507,065 as detailed on Attachment #4. Capital projects vary in expected delivery time from date of approval; some projects naturally taking several years to complete, such as major computer systems projects, while some projects may only take a few months from approval to complete, such as a vehicle replacement. Project delivery can also be constrained by staff resources, or project integration with other departments or the Region of York. Occasionally, the Town receives grant or donation amounts to fund in part some of our capital undertakings. Staff recommend that the Treasurer be authorized to make necessary funding adjustments to open capital projects as appropriate upon receipt of funding from other sources, to return to source previously approved Town funding, and substitute the received grant or donation amount. The treasurer would not be authorized to increase the total project budget, or to increase the scope of the project by the new funding. CONCLUSIONS Staff from all departments continue to work on completing outstanding capital projects to which Council has committed funding, and which the community anticipate realization. This report is intended to update Council on the status of each open approved project, bring closure to some, funding adjustments to others, and provide a status report on all remaining projects. General Committee - November 17, 2009 ITEM # 5-4 November 17 2009 - 4 - Report No. FS09-048 ATTACHMENTS Attachment #1 — Capital Projects to be Closed Attachment #2 — Capital Projects Funding Adjustments Attachment #3 — Financial Summary of Budget Funding Adjustments and Closures Attachment #4 — Inventory and Status of Capital Projects Remaining Open PRE -SUBMISSION REVIEW Input solicited from all staff responsible for projects and compiled by Financial Services. Executive Leadership Team — Wednesday November 11, 2009 Prepared by: Dan Elliott, Director of Corporate & Financial Services — Treasurer Ext. #4772 loft, C.A. Director of Corporate & Financial Services - Treasurer Neil Garbe Chief Administrative Officer -95- General Committee - November 17, 2009 ITEM # 5-5 . o } N N C LO w °° E 8 = �° m m �. m m w m ��':; sp ci2N " E N 'u N pub' N =?U� -x v� N �t�j U F° �°�° u� U 0 a N U .'� m N X N N e N� •U E a) Q F O O s3'':" . `p 'fl s {��`` A M y O 'C fA +; N a p O 'V (� N K N N CL CN 7 ZU 1G w+ 9'aF' j O (n j cam-` N Q N In (D aa)(n L U7 Oc LL � fOA= Na � p7 N RM ro'� nib =i�Uj °ai:»�> •� ai��w Nii&P'S Ll a'u fl v o n-a+yr N N N `mw N N O i c y Ul Ui 0 (IJ a3 v N. C O `L': : c O 3 to U N C P P `F..'` E O w ?� N O p T- N M `C O 'am O C {.. E O w M O p tp Q O U U R' U U w EA Un E9 U w. W Ne j fk�� O, sS O yO O p i O Q O itl �y !, :O ; O O O N O O Q N a ^v'ivPc' Qtn' iit N ItIt rwi o M m uNi V r N [I O p . M M N to .ki--�2'4-.tea W H H !fi V3 j IR E9 to .y 5 n{. M a : 0) O w - OiCL n N J+ N dY� (fl ' . !flPROW fR fA,` FA fR [9 Q O O O O O ` IDf. r W W Q N- �'+ ? 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D$ U M D U C) , C) M2i D Q ,- U4-0i D 3: a a CL Z Z a k l(a U CO) o 0 m.. 0 h .. 0 I- 0 0 0 `., 0 M- 0 M- 0 rn 0 M 0 M 0 O N O N O N O N O N O N O N O N O N O N O N O N r O O N OpD� O Y 1� W O O M N c tt O N O M to N M N N Y Y W N W fA M fA fA Vi fA fA d} ffl O a N- 0 ON O M Y m ' W <t N C7 O l0 1� V M w N M h 'V M W N N r O_ cq 01 N M M M fA fA % f9 EA N fA FA 69 O O N h O O h It1 O O M c N r C O W a00 M tD O aD M M O O N V M O� M (0 tD N O N M (Npj N M E9 fA (A 69 fA M fA f9 (A fA ffi L co V h ;C U M N C V m chi M . x N r C C- N "U� N O Y C O O pl G C 2 O a) C 4 U v moo u m con O U y w .N o C £, "i O E O vC4 > f0 a 1 C 'K) O) Q lb U a1 C W' I C z a. D � m WroU c CD W Ndu MWN y6y N W C r O Nr O L dN 1 9Np J N N R C"i O NO M IL U 0 F U) w (09 N !n Q J D w M O N f9 It f0 CD h 00 M -97- General Committee - November 17, 2009 ITEM # 5-7 fli c c c E '0 d U J J o- if m U E 9 O O Q O O O •fl N O L y J J J J J 4 N N N N ID aro n' °n E� QMU - o W J fl. J J ) a m m J 2 v a InU UU 0 UU M �U tea' fq y N� (A N tit" _ N �� 6 �o 0, va > No J a o'U a yci o >7n75 o o� � o � o o o U a a U 2 02 U w U m U° m °- N N N _ N N N �'- N N N N N N LO O == N 1� O O) N M I {{tryryt c i ce! '_ M V O tl' n tA qF)i t9 #' fA to bh -1- en eR to Vt fA to 0 ems: P�� er MEE n. s fit 69 f%i Viz:'=' fA fR H3 Eis (/! (fl !: �•:'. O T O O O c O O ^. O � O O O c' n' � p W O O O of O O O CD :50 cu N =' a rawN co M V o W c0 N may' M S �s O to N *J N _ �'e.H c i'^ v S > uC ~ roa cc U xQLL mm J >y fV Q `p ar TI. Oco ro N� av lL O N co n' '� m C c O— N N d 0 Y N N 0 C U iV C N W N O fA N N i0 N N G�-�sNj• YM ys, 'f� O CUO 3 imi cfCiL Y ¢fn U ¢Q I°- O ♦- N NO N "� N fN4 (D N N (A NN N . MSO 11146li11! General Committee - November 17, 2009 ITEM # 5-8 w. 2 v4 N „�•5219 c ;o c ]co C d _ C E NN Q c c U U a . xF. '22uN h o shu i � N uv � d � .. m N Q' dN P - 99 General ittee-ploijmb �,2 9 !:-,! ! §( . f| � #• ; � |H \! })| ) !|, �. ,!- | !!, ig ) \| � B = „ �� !, �§'!!; r • !# || z. x \R 8R \-Rig \ \. 5!;`\9 ITEM # 5-9 General IN 11 ITEM #5 - 10 General Committee - November 17, 2009 .4 ITEM #5 - 11 Al N E O -FO 0 No 2 c go E isl 00 -zcj ;R le w iR Z5 p a S -'E > a M 0.0m w w UO H R%S 1 wag 2 I—M R Von -ru .unO Hvu'. EMB J C4, ce IZ cl '7� R W c; CD (6 c; 16 T"E. No 21 E E Z� F! E 0 M 0 o lx E .1 > E 32 of ta 3 10 —M 3O 5 L - 1 ME c P. E iT (2 U) -102- ITEM #5-12 General Committee - November 17, 2009 OE 6 6 g-p RN4 0 E 12 2 0 n c� 3,. c s .2.-d E 6 6 . . . . . . . . . . M CL -2h M.0 ZO M. M=- N rffi-E 5ig: .6 16 co ni n'. :. — — — — — — iM NEI k6 W-0 HO MCI cl w CL ct SQ — ci cs 6 C6 C'� ME c! N N —W pm , — — — — — — — — — — — — " — V w M n u-,:—! 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W O pN Q Yl e �E eY1D' � b RA�t t S S. �♦ 9 C O ,f C '? o �Um ITEM # 5 - 19 i m - 110 - General Committee - November 17, 2009 ITEM # 6 -1 i TOWN OF AURORA AUIZ(7RA GENERAL COMMITTEE REPORT No. FS09-049 SUBJECT: Interim Operating Budget Forecast— as at August 31, 2009 FROM: Dan Elliott, Director of Corporate & Financial Services.- Treasurer DATE: November 17, 2009 RECOMMENDATIONS THAT the overview of results of operations for the eight month period through to August 31, 2009 and the forecast to end of year report from management be received. PURPOSE OF THE REPORT To present Council with information necessary to monitor the financial performance of the operating budget for the eight month period through to August 31, 2009, and management's forecast to year end. BACKGROUND For the benefit of the member of the public reading this report, the broad roles and responsibilities of the Council are set out in Section 224 of the Municipal Act of Ontario, 2001. Section 224 reads as follows: 224. It is the role of council, (a) to represent the public and to consider the well-being and interests of the municipality; (b) to develop and evaluate the policies and programs of the municipality; (c) to determine which services the municipality provides; (d) to ensure that administrative policies, practices and procedures and controllership policies, practices and procedures are in place to implement the decisions of council; 0.1) to ensure the accountability and transparency of the operations of the municipality, including the activities of the senior management of the municipality; (e) to maintain the financial integrity of the municipality; and (f) to carry out the duties of council under this or any other Act. To assist Council in fulfilling its roles and responsibilities with respect to Town finances and accountability, the Financial Services Department has worked with all operating departments to review the financial performance to date within the operating budget. Each General Committee - November 17, 2009 ITEM # 6-2 November 17, 2009 - 2 - Report No. FS09-049 department head has reviewed each budget line item, its results to date, and forecasted expected year end positions for each. Finance staff have reviewed each submission in detail. A high level summary of each operating department's budget, results to date, and forecast with variance is presented for Council's review in Attachment #1. Staff have similarly reviewed the results of operations to date and expected year end positions for the Water and Wastewater Budget. Items of note are presented by department in the Comments Section below. The forecasts and representations are those of each department head, and have not been altered by Finance Staff. Each department head is charged with delivering their approved portfolio of municipal services, within the approved budget. They may manage issues encountered throughout the year by reallocating approved financial resources amongsttheirbudget detailed line items so as to best deliver their portfolio of services in the circumstances of an ever changing community operational environment and economic conditions. For purposes of preparing and reporting the interim results, the changes of the recently approved Organizational Review have not been reflected. The old cost centres and departments are reflected. COMMENTS Operating Budget Overall, the Town's general municipal operations budget is forecast to close the year with a surplus of $963,700, up from an estimate as at May 31, 2009 of $601,300. The approved budget for 2009 included $41,884,000 of expenditures, together with other revenues including user fees, charges, and investment income, and a total "town purposes" tax levy for the year of $25,913,300. The GAO and Council The CAO and Council budget areas are forecasting favourable variances of approximately $148,700 on a net budget of $2,191,000 (previous forecast showed surplus $195,000). Council area shows anticipated savings in special functions, conferences and civic responsibilities. In the CAO's area, these variances are mainly due to staff vacancies in Economic Development and Communications. Communitygrants approved areforecastto be lower than budgeted. legal expenses are higher than .forecast based on additional reliance on contract legal staff required to fill the vacant Town Solicitor position. These additional costs are somewhat off -set by budget savings in the full time salaries cost accounts in the legal division. Corporate Services Department The Corporate Services Department is forecasting favourable budget variances of approximately $136,200, (previously $90,400) on a net budget of $2,527,700. The expected variances arise from staff vacancies in the Clerk/Secretariat functional group, as well as from some renegotiated IT services contracts, and the ongoing vacancy of the Director/Clerk position. Minor savings on insurance and copier charges also contribute. -112- General Committee - November 17, 2009 ITEM # 6-3 November 17, 2009 - 3 - Report No FS09-049 By-law enforcement section revenues are down due to lower cat registrations and lower fine revenues. Financial Services Department The Financial Services Department is currently forecasting budget savings of $164,000, (previously $71,200) due to staffing changes and earlier vacancies. Consulting costs are currently expected to be less than budget also. The corporate revenues and expenses (Municipal Purposes) accounts are forecasting a budget deficit of $321,800, (previously $246,600), due primarily to lower than expected investment income due to the economic conditions, and limited yields available to reinvest maturities of higher. interest products.. Budget for 201.0 has been adjusted accordingly. Additionally, tax adjustments arising from assessment amendments are exceeding budget expectations. Building Department The Building Department has year of fluctuations. Revenues are now expected meet or just exceed budget. Salary savings have led to a current overall forecast of ending the year in a small surplus. However, it should be noted that the Building Department has an established obligatory reserve fund with a current balance of $2.4 million that was established in 2006 in accordance with the Building Code Act to be used to off -set workload and economic fluctuations, such as we are currently experiencing. Surpluses and deficits are to be offset by the reserve fund. Accordingly, for purposes of forecasting the year end position of the Town overall, the Department is reporting a balanced forecast to yearend. York Central Fire Services and Emergency Planning The Fire Chief reports that the current operations appear to be on track to end the year with a deficit of $61,200 on a budget of $16,078,900. The deficit has already been approved by the Joint Council Committee to be funded from a joint Fire Services Reserve. This is the same expected outcome that Newmarket Finance Department is reporting to their Council Infrastructure and Environmental Services The department is forecasting an overall budget savings of $349,800 (previously $267,900) on a net budget of $4,505,800. Winter operations are projecting a slight budget deficit due to weather, while the fleet group is forecasting a balanced close. All other program cost centres are forecasting a surplus position at this time, contributing to the net surplus position overall for the department. The projected budget savings is. primarily related to vacancies and staff turn over. -113- General Committee - November 17, 2009 ITEM # 6-4 November 17 2009 - 4 - Report No. FS09-049 Leisure Services Department The Leisure Services Department is anticipating an overall budget surplus of $213,000 (previously $286,000) on a net approved budget of $6,333,600. A minor overage in the Community Programs is off -set by savings in each of the other report areas. Savings in the Facilities section arise from savings in salaries due to vacancy, operating materials and supplies and equipment repair services. Energy savings from recent energy management and conservation investments are also contributing to the surplus. Special Events surplus is as a result of increased revenue and reduced expenditures. Planning Department The Planning Departmentis forecasting an overall budget.surplus.or. savings of $38,500 (previously $27,400) on a net budget of $920,800. The savings arise from early year vacancies experienced in the operations, and minor savings on some contracted services accounts. Offsetting cost savings in the Planning group, the Heritage and Urban Design section is over -budget, due to having budgeted gapping on a position which was retained early in the year to meet work loads. Summary Overall, the management team of the Town of Aurora are predicting that the general municipal operations budget will end the year with a surplus of $963,700 (previously $601,300), with no adverse impacts to anticipated service levels. A number of the key drivers of this anticipated surplus have been considered in the preparation of the 2010 draft budget. Water and Wastewater Budget With the timing of this report and the conflict of needing to also prepare the budget, staff have not had adequate opportunity to review the water and wastewater budget. ALTERNATIVE(S) TO THE RECOMMENDATIONS 1. Provide directions to staff on specific management actions to take intended to further control expenditures,. enhance revenues, or alter service levels to manage the year end results to a balanced position. FINANCIAL IMPLICATIONS The anticipated surpluses in both the Water and Wastewater and the General Municipal Operations budgets will be allocated by Council to various reserves at year end. There are no other immediate financial implications arising from this report. Council fulfills its role, in part, by receiving and reviewing this financial status report on the operations of the municipality relative to the approved budget. - 114 - General Committee - November 17, 2009 ITEM # 6 - 5 November 17, 2009 - 5 - Report No FS09-049 CONCLUSIONS Having completed eight months of operations, the management team of the Town is now forecasting a year end surplus of $963,700 arising primarily from.staffvacancies, offset by a reduced expected investment income and higher tax assessment losses. Staff recommend that this report be received, and that no new budget control measures, or budget amendments are required to be imposed by Council at this time. ATTACHMENTS Attachment #1 — Operating Budget Summary Report and Forecast PRE -SUBMISSION REVIEW Executive Leadership Team Meeting — Wednesday November 1.1, 2009 Prepared by. Dan Elliott, Director of Corporate& Financial Services — Treasurer -Ext. #4772 U Dan Elliott, C.A. Director of Corporate & Financial Services - Treasurer Neil Garbe Chief Administrative officer -115- General Committee - November 17, 2009 ITEM # 6-6 ATTACHMENT #1 operating Forecast as at August 31, 2009 Town of Aurora 2009 2009 Forecastto Forecast Variance YTD Approved Year End (Favourable) Actual$ Budget Unfavourable Council Administration 308,346 510,787 492,043 (18,744) Council Programs 54,595 100,600 80,100 (20,500) Accessibility Committee 0 200 0 (200) Heritage Committee 1,712 6,200 5,000 (200) Economic Development Committee 0 8,000 7,60D (400) Environmental Committee 670 3,000 1,670 (1,330) Farmer's Market (983) 1,040 80 (960) Council Office Total 364,340 628,827 586,493 (42,334) CHIEF ADMINISTRATIVE OFFICE CAO Administration 170,224 345,447 301,456 (43,991) Communications 198,897 389,883 336,284 (63,599) Economic Development 56,991 230,650 169,048 (71,602) Legal Services 414,361 596,051 658,858 62,807 Chief Administrative, Office Total 840,473 1,562,031 1,455,646 . (106,385) CORPORATE SERVICES ADMINISTRATION Customer & Legislated Services Administration 460,125 727,904 706,591 (22.313) Human Resources 241,038 479,880 419,348 (60,532) Elections 2,480 2,500 4,980 2,480 Information Technology 488,471 868,908 821,451 (47,457) Tolecomm 101,577 183,600 176,207 (8,393) Corporate Services Total 1,293,691 2,262,792 2,126,577 (136,215) FINANCIAL SERVICES Financial Services 548,553 1,096,014 931,984 (164,030) Corporate Revenue and Expense Accounts 795,904 (161,025) 160,745 321,770 Financial Services Total 1,344,457 934,989 1,092,729 157,740 -116- General Committee - November 17, 2009 ITEM # 6-7 Operating Forecast as at August 31, 2009 Town of Aurora 2009 2009 Forecast to Forecast Variance YTD Approved Year End (Favourable) Actuals Budget Unfavourable PROTECTION OF PERSONS & PROPERTY Building Department (152,558) 0 (3) (3) Central York Fire 4,742,518 6,317,947 6,317,947 0 By-law Services 125,135 176,207 200,900 24,693 Emergency Preparedness 12,700 17,485 16,920 (565) Animal Control 69,283 88,749 113,607 24,858 Protection of Persons & Property Total 4,797,078 6,600,388 6,649,371 46,983 PUBLIC WORKS ADMINISTRATION Public Works Administration 6,878 84,831 40,971 (43,860) Engineering 15,038 (85,114) (83,423) 1,691 Vehicle Maintenance (20,407) 0 0 0 Scanlon Court Building 98,162 117,750 102,655 (16,095) Roads Winter 822,420 1,234,676 1,241,955 7,379 Road Summer 324,136 641,866 571,538 (70,328) Traffic 497,168 844,210 768,746 (76,464), Waste Collection 243,178 444,718 429,296 (16,422) Recycling 699,084 1,222,924 1,084,263 (138,661) Public Works Administration Total 2,685,657 4,505,761 4,156,001 (349,760) LEISURE SERVICES Leisure Services Administration Facilities Parks Department Community Programs Special Events Leisure Services Total 372,431 533,955 1,683,352 2,948,283 990,084 1,932,170 136,243 728,151 101,342 191,022 491,904 (42,051) 2,765,311 (182,972) 1,887,089 (46,081) 795,937 67,786 180,348 (10,674) 3,283,452 6,333,581 6,120,589 (212,992) -117- General Committee - November 17, 2009 ITEM # 6 - 8 Operating Forecast as at August31, 2009 Town of Aurora 2009 2009 Forecast to Forecast Variance YTD Approved Year End (Favourable) Actuals Budget Unfavourable PLANNING Policy Planning 311,282 426,126 407,508 (18,618) Development Planning 254,200 419,704 383,670 (36,034) Heritage & Urban Design 58,230 74,963 91,078 16,115 Planning Department Total 623,712 920,793 882,256 (38,537) LIBRARY Library Services Support Grant Library Services Total TAXATION PILs/Supps net of Tax Adjustments Town Taxes Taxation Total Revenue Operating (Surplus) Deficit 1,559,772 2,589,146 2,689,146 A 1,559,772 2,589,146 2,589,146 0 (69,591) (425,000) (709,161) (284,161) (25,718,290) (25,913.308) (26,913,308) 0 (25,787,881) (26,338,3D8) pu,622;469) (284,161) (8,995,249) 0 (963,661) (963,661) - 118 - General Committee - November 17, 2009 ITEM # 7-1 TOWN OF AURORA AUR-QRA GENERAL COMMITTEE REPORT No. IES09-055 SUBJECT: Award of Contracts for Winter Salt and Sand Supplies FROM: IlmarSimanovskis, Director of Infrastructure & Environmental Services DATE: November 17, 2009 RECOMMENDATIONS THAT the Town issue a purchase order to Sifto Canada Corp. for the supply of salt for the 200912010 season not to exceed $211,700 plus taxes, with two optional extension periods of one year each; THAT the Town issue a purchase order to Floyd Preston Limited for the supply of sand for an annual amount not to exceed $48,300, plus taxes, at the tendered unit prices for a contract period of three years starting with the 2009-2010 winterseason; and THAT the Director of Infrastructure and Environmental Services be authorized to execute any documents necessary to implement the contract award PURPOSE OF THE REPORT To. report to Council on the purchase of winter road materials in accordance with the Town's Purchasing By-law. BACKGROUND The supply and delivery of winter salt, plus the mixing and stock piling of screened winter sand are typically both facilitated through the York Purchasing Co-operative, who tenders on behalf of the participating members. The Town of Aurora is a participating member and uses the results of various co-operative tenders to procure. necessary materials and services. However, due to recent changes in the Region's procurement documents, the municipalities of Aurora, Newmarket and Stouffville elected to proceed with a separate cooperative process on just the salt supply for this contract period. This decision was based on increased penalties included in the Regional documents that could have resulted in increased costs. The Town of Newmarket was responsible for issuing the salt tender. For the sand supply, the Town of Richmond Hill was responsible for calling the Regional cooperative tender. - 119 - General Committee - November 17, 2009 ITEM # 7-2 November 17 2009 - 2 - Report No. IES09-055 COMMENTS Salt Supplv Tender No. CT-09-04 for salt supply was advertised by the Town of Newmarket for the York Purchasing Co-operative and closed. on August 6, 2009. Three bids were received and reviewed for completeness, accuracy and a recommendation was completed by the Town of Newmarket's Purchasing Department. Estimated quantities were identified and provided in the documents as a basis for bid evaluation. The following are the official bid results for the 3-year term based on estimated. quantities required for the Town. BIDDER TOWN OF AURORA PORTION Sifto Canada Corp. $639,480.00 Cargill De-icing Technology $ 649,440.00 The Canadian Salt Co. $ 729,060.00 The lowest compliant bidder, Sifto Canada Corp., is the incumbent and Aurora staff is confident that. this firm has the experience, capability and equipment to successfully complete this project. Above prices are without taxes. Winter Sand Supplv Tender #CT-09-03 for winter sand was advertised by the Town of Richmond Hill on behalf of the York Purchasing Cooperative and closed on July 7, 2009. Two bids were received and reviewed for completeness, accuracy and a recommendation was completed by the Town of Richmond Hill's Purchasing Department. Estimated needs were provided and contract unit pricing was applied. The following are the official bid results for the 3 year term (excluding PST and GST). BIDDER TOWN OF AURORA PORTION Floyd Preston Limited $144,900.00 John Eek and Son Ltd. $146,475.00 The lowest compliant bidder, Floyd Preston Limited, is also the incumbent and Town staff is confident that this firm has the experience, capability and equipment to successfully complete this project. -120- General Committee - November 17, 2009 ITEM # 7 - 3 November 17, 2009 - 3 - Report No IES09 055 ALTERNATIVE(S)TO THE RECOMMENDATION 1. There are no alternatives. FINANCIAL IMPLICATIONS The annual budget for thecombination of these materials in the 2009 winter operations activity is $260,000. This fund includes both the winter salt and mixed sand purchases for one calendaryear (not per season), meaning that there is typically stock piles remaining in storage from the previous season and the materials under this purchase will overflow to 2010. To date, there remains $146,010 in the 2009 budget to stockpile the sand shed for both materials for the upcoming winter season. The upset limits identified in the recommendations for the respective purchase orders reflect estimated volumes based on previous,years and may vary from one product to another. Depending on the severity of the winter season, there may be fluctuations in salt use versus mixed sand. That aside, the combined budget for both materials remains at $260,000 annually, which has been apportioned to each material based on estimated use. Funds for these supply agreements remain available in the 2009 budget. It is therefore recommended that the combination of the sand and salt purchases do not exceed the annually approved upset limits. I CONCLUSIONS This report is to award contracts for the supply of salt and sand in accordance with the purchasing by-law. The recommended suppliers have both been approved through a public tender process as administered through the York Purchasing Co-operative and have provided reliable service to the Town. since the initial award of their current supply agreement. PRE -SUBMISSION REVIEW Executive Leadership Team Meeting of November 4, 2009 Prepared by: peter Horvath, Manager of Operations Services, Extension 3446 of Infrastructure & Environmental Services Neil Garbe Chief Administrative Officer 6121- General Committee - November 17, 2009 ITEM # 8 -1 TOWN OF AURORA AURORA GENERAL COMMITTEE REPORT No. IES09-059 SUBJECT: Additional Funding for Street Light Repairs on Bayview Avenue FROM: IlmarSimanovskis, Director of infrastructure & Environmental Services DATE: November 17, 2009 RECOMMENDATIONS THAT Council approve additional street light repairfunding in the amount of $50,000 to be transferred from the Public Works Infrastructure Management Reserve; and THAT should the damage be recoverable through insurance, the funds be returned to the reserve. PURPOSE OF THE REPORT To obtain approval for the necessary funding to replace and repair damaged street lights on Bayview Avenue as a result of storm damage to the power lines. BACKGROUND The annual operating budget incorporates a cost activity for the contracted general maintenance and repair of. the Town's street lighting inventory.. This budget amount is primarily determined through forecasted needs and typical historic trends. As such, operational plans do not take into account any unforeseen or extraordinary events that will generate significant expenditures beyond the annual budget amounts. An extraordinary event had occurred this past surnmer when a strong storm came through Aurora and knocked down several hydro poles on Bayview Avenue between Wellington Street and St. John's Sideroad. The street lighting luminaries that were attached to these poles are considered as.appliances by the respective electrical authorities that own the poles, and they do not take responsibility for their maintenance or replacements. Being that the Town is responsible for the street lighting for both Town and Regional roadways, it is incumbent on the Town to now repair the damaged lighting throughout this section of Bayview Avenue. COMMENTS The summer storm damaged a number of poles of both Ontario Hydro One and the local Power Stream supplier's system and there were approximately twelve street lights that were affixed to the poles and also damaged beyond repair. The event also damaged the power lines for the remaining street lighting fixtures along both sides of Bayview Avenue that also need to be repaired.. -122- General Committee - November 17, 2009 ITEM # 8 - 2 November 17 2009 -2- Report IES09-059 In addition to this damage, there remains a number of lighting fixtures along the west side of Bayview Avenue just south of St. John's Sideroad which also need to be relocated due to the replacement of several poles in early 2009. The power authority had relocated a number of their poles in the summer and through their own policy, did not include the relocation of the Town's lighting systems. These now must be relocated onto the new poles. As a result of all these required repairs, there is a lighting deficiency along Bayvie.w Avenue. Currently, there is some light present along Bayview Avenue as a result of functioning lighting adjacent to the road. Staff is also investigating whether or not such damage would be eligible for a claim through the Town's insurance carrier. Council will be apprised of this matter should. such coverage be available. The repairs will be completed by our current street lighting contractor. ALTERNATIVES TO THE RECOMMENDATION 1. Defer the repairs into the 2010 Budget. 2. Defer the repairs until confirmation of insurance eligibility FINANCIAL IMPLICATIONS There is currently no additional available funding'in the street. lighting budget. The additional net funding request of $50,000 has been provided by the Town's street lighting contractor as an estimate to complete the repairs. Funding for these repairs will be provided through the Public Works Infrastructure Management Reserve which has a current balance of $143,500. CONCLUSIONS A severe summer storm event had. caused extensive damage to the Town's street lighting systems. along Bayview Avenue and operating funds in the 2009 budget are insufficient to complete the repairs. It is recommended that $50,000 be provided from the appropriate reserve account to fund these repairs. PRE -SUBMISSION REVIEW Executive Leadership Team Meeting — November 4, 2009 Prepared b Peter Horvath, Manager of Operations ices11 - Ext. 6 llmar Simanovskis Neil Garbe Director of Infrastructure Chief Administrative Officer & Environmental Services -123- General Committee - November 17, 2009 ITEM # 9 -1 i TOWN OF AURORA AURORA GENERAL COMMITTEE REPORT No. IES09-062 SUBJECT: Award of Request for Proposal No. PW2009-18 - Supply and Delivery of One Street Sweeper FROM: llmar Siman ovskis, Director of infrastructure &,Environmental Services DATE: November 17, 2009 RECOMMENDATIONS THAT Request for Proposal No. PW2009-18 — For the Supply and Delivery of One Street Sweeper, be awarded to Joe Johnson ,Equipment Inc, at the submitted price of $177,272. excluding taxes. PURPOSE OF THE REPORT To receive Council's authorization to award Request For Proposal No. PW2009-18 — Supply and Delivery of One 2009 Street Sweeper. BACKGROUND The Town's Capital Fleet Replacement Program had previously scheduled the current 1997 model street sweeper to be replaced because it has surpassed its projected life and is no longer operational. Staff had previously included the cost of this replacement into the Capital Budget for fleet replacements in the amount of $200,000. Staff have called for proposals for both mechanical and vacuum design models to be evaluated based on design, quality, operation, price and a number of other determining criteria. The results are presented in this report. COMMENTS 1. Summary of Submitted Proposal Prices The proposal specifications called for a "Part A" — Three wheeled high dump mechanical street sweeper and a "Part B" — Dustless regenerative air model. On June 23, 2009, the Proposal Opening Committee opened 3 submissions for the supply and delivery of one 2009 Street Sweeper with the following results: -124- General Committee - November.17, 2009 ITEM # 9-2 November 17, 2009 Company VQuip Inc Joe Johnson Equipment Inc. -2- Part "A"— Mechanical Sweeper Make and Model Submitted Price Allianz - Model 3000 $147,503.27 Elgin — Model Pelican P $173,661.00 All prices exclude taxes. No. IES09-062 Deliver 147 Days 120 Days Three submissions were received for the dustless model requested as Part B in the tender. These submissions where not considered further due to total costs exceeding the current budget. The Request for Proposal was issued in accordance with the purchasing By-law and advertised according to the requirements of the Town's standard purchasing procedures. 2. Review of Proposals/Evaluations As a component of the proposal evaluations, an evaluation team was assembled to review and test demonstrator models of each proponent. The team was made up by Peter Norvath, Manager of Operations, Brad Schonauer, Roads/Traffic Supervisor and Anthony Lott, Mechanic. The findings are described below. Elgin Model Pelican P On July 21, 2009, the team had evaluated a newly delivered Pelican P unit at the City of Peterborough and had interviewed their Public Works staff on their experiences with this model. The City of Peterborough had just awarded the purchase of two new units and they were to replace two older sweepers of the exact same design. Their mechanical staff stated that their current 10 year old Pelican sweeper is in excellent condition and they have experienced very little down time. This performance record supported a sole source purchase for the same equipment. Communication with the Town of Newmarket's Public Works staff also took place because of their recent purchase of a Pelican sweeper, with favourable feedback. Allianz Model3000 On August 19, 2009, the team had an opportunity to test a demonstrator unit that was delivered to the works yard. The representatives had provided a detailed presentation and inspection of their product, highlighting a number of attributes they wished to bring to staffs' attention. Staff had the opportunity to test drive and sweep around the area to assess quality of sweep, design, comfort and manoeuvrability. -125- General Committee - November'17, 2009 ITEM #. 9-3 November 17, 2009 - 3 - Report No. IES09-062 ,!~valuations Results The evaluation consisted of a field test review and equipment specifications scoring sheet, and a technical evaluation of the submissions. The equipment was evaluated with the following criteria: • Compliance with proposal requirements • Timeline for delivery • After sales service and parts availability • Safety, ergonomics, training, usability • Warranties • History, experience, field test performance of equipment Description Allianz Model 3000 Elgin Model Pelican P Technical Score (75%) 55.5 62.0 Price Score (25%) 25.0 21.2 Total Score 80.5 83.2 Some of the main points that resulted in the higher technical score for the Pelican P model are: • Front unloading design -,so that operators do not need to back up to unload debris into trucks. This is a considerable safety advantage and will better avoid vehicle damage and personal injury. • 3601 visibility from the cab - the Pelican P sweeper has a clear line of sight to the curb line, whereas because of the Allianz product's rear dumping design, there is limited visibility. • The Allianz product has a higher maintenance requirement due to the elevator design of the sweeping system,.which requires daily cleaning of the system. • Quality of sweeping —As a result of the geometry and front single wheel steering design, the Allianz product leaves trails of debris when turning along. radius curbs and the rear wheels tend to ride up on the curb. • Overall mechanical & finish quality - the Pelican has a superior inside cab quality and hydraulics assembly that is easy to access. 3. Recommended Purchase Based on the above evaluations, test drive and field experience, staff is recommending the purchase of the Pelican P. -126- General Committee - November 17, 2009 ITEM # 9 - 4 November 17, 2009 - 4 - 4 Equipment Options No. IES09-062 A key consideration for street sweepers is a new standard referred to as PM 10 compliant. This is a health and air quality consideration that was established by the US -EPA and sets limits on the total suspended particulates emitted by the equipment. The new standard focuses on smaller particles that may contribute to adverse health effects. The PM-10 standard includes particles with a diameter of 10 micrometers or less. An optional .feature on the Pelican P sweeper was to have the unit meet this PM-10 standard by adding additional spray nozzles throughout the pick up system which effectively builds a curtain of water around the mechanical sweeping components. The cost to add the system is $3,111, excluding taxes. The addition of a radio is also being recommended as a standard option. The radio is a component of an interior overhead lighting assembly that will cost about $500. Taking into consideration these two optional features, the total cost of the.Pelican street sweeper is $177,272 excluding taxes. ALTERNATIVE(S) TO THE RECOMMENDATIONS 1. Award to an alternate supplier meeting the technical requirements. FINANCIAL IMPLICATIONS The submitted price for the Joe Johnson Equipment Inc. proposal for the 2009 Pelican P street sweeper, including the recommended options, comes to a total cost of $177,272, excluding taxes. 'Council had approved $200,000 in the Capital Budget - Project No. 34143 to replace the aging Town street sweeper No. 37, therefore sufficient funds are available to proceed with the purchase. CONCLUSIONS Proposals were called for the supply and delivery of one new street sweeper and were issued in accordance to the Town's purchasing procedures. Three proposals were received and evaluated, complete with road tests of the proponent's products, investigation of other commuriity's experiences and by financial effectiveness evaluations. Based on the results of the evaluations, staff is recommending the purchase of the Pelican P product for the reasons and advantages listed above. -127- General Committee - November 17, 2009 ITEM # 9-5 November 17, 2009 -. 5 - Report No. IES09-062 PRE -SUBMISSION REVIEW Executive Leadership Team Meeting — November 4, 2009 Prepared by: Peter Horvath, Manager of Operations Services, Ext. 3446 llmar Si anov kis Director of Infrastructure & Environmental Services `� 51S0, � 2 Neil Garbe Chief Administrative Officer -128- General Committee - November 17, 2009 ITEM # 10 - 1 ,,,-zmQz- TOWN OF AURORA AURORA GENERAL COMMITTEE REPORT No. IES09-063 SUBJECT: Award of Tender PW2009-92 — For the Testing, Repairing, Upgrading and Calibrating of Water Meters. FROM: IlmarSimanovskis, Director of Infrastructure & Environmental Services DATE: November 17, 2009 RECOMMENDATIONS THAT Tender PW2009-92 — For the Supply of all Labour, Material and Equipment necessary for the testing, repairing and calibrating of the Town of Aurora's water meters, be awarded to Coulter Water Meter Services Inc. at its per unit bid prices submitted for the works; so as to not exceed the upset budget value amount of $50,000; THAT Council approved the contract fora one yearperiod with the option to renew for a further two one-year periods; and THAT Council authorize the Mayor and Municipal Clerk to execute the Form of Agreement between the Town of Aurora and the successful bidder. PURPOSE OF THE REPORT To report to Council on the purchase of goods and services in accordance with the Town's Purchasing By-law. BACKGROUND As one of the standard maintenance operations scheduled for the Town's water meter inventory, the testing and calibrating is a requirement by the Weights and Measures Act of Canada, which requires that all measuring devices used in commercial transactions continue to measure accurately. The Weights and Measures Regulations specify the accuracy performance requirements. for measuring devices, commodities, services, measurement standards, measuring device installation and usage requirements, and the fees and charges associated with measuring device approval and certification. As presented in the 2009 Operating Budget underwater meters, the commercial, industrial and institutional large 50mm to 150mm meters in Town have once again reached their -129- General Committee - November 17, 2009 ITEM # 10 - 2 November 17, 2009 - 2 - Report No. IES09-063 cycle forthis necessary testing and have accordingly. been scheduled for the testing works to commence this year. COMMENTS Tender No. PW09-092 was issued by the Financial Services Department and advertised according to the requirements of the Town's standard purchasing procedures. The submission of the bid by Coulter Meter Service Inc. was the only tender received. This submission meets all necessary requirements. The bidder has extensive municipal experience in this type of work and has previously performed this type of work for the Town in a competent and professional manner. The submitted bid price for all the works and quantities identified in the tender documents totalled $61,145.58, exclusive of taxes. The quantities of work described in the tender documents do not necessarily entitle the full value of the project needs, but rather provide a basis to evaluate bids and compare unit prices. ALTERNATIVES) TO THE REPORT Not proceed with meter calibration. FINANCIAL IMPLICATIONS There is $50,000 included in the 2009 budget for water meter testing. The total contract value will be limited to this budget amount based on submitted unit pricing. CONCLUSIONS The purpose of the work is to ensure the Town of Aurora's large water meters are registering water consumption accurately pursuant to the Weights and Measures Act. Owners of these water meters are legally responsible for ensuring their devices measure accurately. Staff had called tenders for these services in accordance with the Town's Purchasing By- law and are recommending that the work be awarded to Coulter Meter Services Inc. at their per unit bid prices, not to exceed $50,000 excluding taxes. ATTACHMENTS Appendix A" —Form of Agreement -130- General Committee - November 17, 2009 ITEM # 10 - 3 November 17, 2009 - 3 - Report No IES09-063 PRE -SUBMISSION REVIEW Executive leadership Team Meeting — November 4, 2009 Prepared by. Luigi Colangelo, WaterMastewater Supervisor- Ext.3442 Sim" vskis Director, Infrastructure & Environmental Services i Neil Garbe Chief Administrative Officer - 131 - General Committee-;AovMhW"jIQ§VPETOWN OFAUBOBA PUBLIC WORKS ' APPENDIX A-- TENDER # PW 2009-92 DATE ISSUED: October 7, 2009 CLOSING DATE: 12:00:00 NOON, local time, OCTOBER 27, 2009 FOR.; SENSUS WATER METER TESTING AND CALIBRATION FORM OF AGREEMENT THIS AGREEMENT made (in triplicate) this J6-: day of M�XC AD 2009 BETWEEN: The Corporation of the Town of Aurora hereinafter called the "OWNER" of the First Part and hereinafter called the "CONTRACTOR" of the Second Part WHEREAS the Bid of the Contractor respecting the construction work, hereinafter referred to and described, as accgp ed by the Owner on the day of _j o cs` - 2009. THEREFORE THIS AGREEMENT WITNESSETH that in consideration of the premises and the covenants hereinafter contained, the Parties hereto agree as follows: . 1. The Contractor hereby, covenants and agrees to provide and supply at the Contractor's own expense, all and every kind of labour, appliances, equipment, and materials for, and to undertake and .complete In strict accordance with this Bid Document dated OCTOBER 27, 2009 prepared for the Town of Aurora Public Works Department, all of which said Documents are annexed hereto and form nart of this agreement to the same extern as if fully, embodied herein at and for the price or sum of 2. The Contractor further covenants and agrees to undertake and perform the said work in a proper work like manner under the supervision and direction and to the complete satisfaction of the Owner within the period of time specified in the Form of Bid. 3. The Contractor further covenants and agrees that the Contractor will at all times, indemnify and save harmless the Owner, the Owners officers, servants, and agents from and against all loss or damage, and from and against all actions, suits, claims and demands whatsoever which may be made or brought against the Owner, the Owners officers, servants, and agents by reason or in consequence of the execution and performance or maintenance of the said work by the Contractor, the Contractor's servants, agents or employees. 4. The Contractor further covenants and agrees to furnish in accordance with the above specification, a Performance Bond in an amount equivalent to one hundred percent (100%) of the contract price approved by the Owner's Solicitor, guaranteeing the faithful performance of the said work, in accordance with the terms of this Agreement. 5. The Owner hereby covenants and agrees that if the said work shall be duly and properly executed and materials provided as aforesaid and if the Contractor shall carry out, perform and observe all of the requirements and conditions of this agreement, the Owner will pay the Contractor the contract price herein set forth in the Contractor's Bid, such payment or payments to be made in accordance with the provisions of the General Conditions of the Contract referred to above. 14 -132- s mare r�ent ar�� euer�tt�tng h re�in contained shalt ensure to the benefit of ano oe orncing Gpupon ,le a>� tAt? #h i�Yi�CC�'S rid A99A, respectively. ITEM # 5 7. All communications in writing between the. parties or between them and the Town shall be deemed to have been received by the addressee if delivered to the Individual or to a member of the bidder or to an officer of the Corporation for whom they are intended or if sent by post, telegram or facsimile addressed as follows: THE OWNER: CORPORATION OF THE TOWN OF AURORA 1 Municipal Drive P.O. Box 1000 Aurora, Ontario L4fG 6J1 FAX: 905-841-7119 THE CONTRACTOR: _ c hti��eC�r� Se cvPcxS FAX; IN WITNESS WHEREOF the parties hereto have hereunto affixed their corporate seals duly attested by the hands of }heir proper officers in that behalf respectively. CONTRACTOR OWNER Mayor Town Clerk . 15 -133 General Committee - November 17, 2009 ITEM # 11 -1 ra TOWN OF AURORA AURORA. GENERAL COMMITTEE REPORT No. LS09-037 SUBJECT: McLeod Woodlot— Oak Ridges Moraine Land Trust (ORMLT) FROM: Allan D. Downey, Director of Leisure Services DATE: November 17, 2009 RECOMMENDATIONS THAT Council direct staff to finalize an Agreement with the Oak Ridges Moraine Land Trust (ORMLT) and report back regarding the management of the McLeod Woodlot based on the seven principles detailed within the report to Council for approval. PURPOSE OF THE REPORT To obtain Council approval to proceed with directing a Management Agreement with the ORMLT regarding the management of the McLeod Woodlot. BACKGROUND At the December 12, 2006 General Committee meeting, a delegation was received by General Committee from Fred Shaw, Chair of Planning and Partnerships with the ORMLT regarding the recent acquisition of the McLeod Woodlot by the ORMLT. General Committee recommended the following: THAT the comments of the delegate be received for information; and THAT the letters from the delegate be referred to staff fora feasibility report and comments Council approved the recommendation on December 19, 2006 and sufficient funds were placed in the budget to pay the taxes for the property for one year. COMMENTS Since that date, staff have met several times with representatives of the ORMLT to address their issues with regards to long-term management of the property. The ORMLT have suggested that an Agreement be drafted for presentation to Council and the ORMLT for approval. A draft Agreement has been prepared; however, has yet to be finalized by staff or the ORMLT. The draft Agreement contains the following terms and conditions: 1. Ten year term with renewal option. 2. Management Plan for the future use and care of the site. 3. Payment of insurance by the Town of Aurora. -134- General Committee - November 17, 2009 ITEM # 11 - 2 November 17, 2009 - 2 - Report No. LS09-037 4. Payment of taxes by the Town of Aurora (including taxes owed). 5. Signage. 6. Termination provisions. 7. Notification provisions. . Staff will finalize the draft Agreement containing the above terms and conditions and submitting to the ORMLT and finally to Council for approval. ALTERNATIVE(S) TO THE RECOMENDATIONS 1. Council may alter, delete or add to the terms and conditions in preparation of the draft Agreement. 2. That Council not enter into an Agreement to assume management responsibility for the McLeod Woodlot. FINANCIAL IMPLICATIONS Staff will report to Council the final cost of entering into this Agreement as part of the report seeking Council approval. The total amount of taxes owing on. the McLeod Woodlot to date totals $21,543.31. The annual projected taxes are $6,437.67. CONCLUSIONS That Council provide direction to staff to continue with the development of an agreement with the inclusion of the approved terms and conditions. ATTACHMENTS None. PRE -SUBMISSION REVIEW Executive Leadership Team Meeting, Wednesday, November 11, 2009 Prepared by. Allan D. Downey, Director of Leisure Services- Ext. 4752 Allan D. Downey - Director of Leisure Services 1 Nei! Garbe Chief Administrative Officer -135- General Committee - November 17, 2009 ITEM # 12 -1 r- TOWN OF AURORA AURORA GENERAL COMMITTEE REPORT No. LS09-043 SUBJECT: Board Advertising Aurora Community Centre Arena #1 FROM: Allan D. Downey, Director of Leisure Services DATE: November 17, 2009 RECOMMENDATIONS THAT Council approve minor amendments to the Aurora Tigers Arena Board Advertising Agreement, and THAT Council approve the execution of the attached amended Agreement for the Aurora Tigers Junior "A" Hockey Club Incorporated (Tigers) rights to sell advertising space on the boards at the Aurora Community Centre Arena #1. PURPOSE OF THE REPORT To provide the Aurora Tigers Junior "A" Hockey Club with.approval for the advertising rights at the Aurora Community Centre Arena #1. BACKGROUND At the June 2"d, 2009 General Committee meeting, Council approved proceeding with the. attached amended Agreement between the Town of Aurora and the Aurora Tigers Junior "A Hockey Club to sell arena board advertisements at the Aurora Community Centre. Report LS09-14 and respective Council Extract No. 09-18 are attached.. COMMENTS Prior to legally executing the attached Agreement, the Tigers have requested the following amendments: 1. Payment for the program will be made at one time per contractual year no later than December 31"t. 2. The Town will have no liability associated with any advertising sales between the licensee and any third party. 3. The Licensee shall provide the Town of Aurora with Special Audited Statement of arena board advertising revenues for each year by December Vt for each contractual year of this agreement. 4. The Town of Aurora reserves the right to refuse approval or remove any advertisement that is in conflict with any of the Town's service or product Agreements. 5. To minimize the potential risks, the Town of Aurora will perform all installation, cleaning, -136- General Committee - November.17, 2009 ITEM # 12 - 2 November 17, 2009 - 2 - Report No. LS09-043 repair and placement of all signs. 6. The Licensee will be required to carry theft and fire insurance. only. 7. Upon expiry of the Agreement. the Town of Aurora will remove all signs. 8. Upon the termination of the Agreement the Town of Aurora will have the right to remove signs for which they have not received payment. ALTERNATIVE(S) TO THE RECOMENDATIONS Do not proceed with amendments to the agreement. FINANCIAL IMPLICATIONS Based on existing advertising, the Town of Aurora would receive $4,800.00 which is based on 24 advertisements sold in 2008. The Tigers must provide to the Town of Aurora a Special Audited Statement of Revenues, for the advertising program only, to confirm this amount. As of the date of this report, the Tigers are in arrears in the amount of $5,334.00 for the March and June instalment of the 2009 Rink Board Advertising. CONCLUSIONS The Aurora Tigers continue to be proud and respectable sports representatives of the Town of Aurora. In an effort to support the Aurora Tigers Jr "A" Hockey Club, staff recommends proceeding with the execution the amended Agreement for an additional five- yearterm. ATTACHMENTS Attachment #1— Amended Agreement between the Town of Aurora and the Aurora Tigers Junior "A" Hockey Club signed by the Tigers. Attachment #2 — Extract from General Committee Meeting No. 09-18. PRE -SUBMISSION REVIEW Executive Leadership Team Meeting, Wednesday, September 30, 2009 Prepared by. Aaron Karmazyn, Manager Facilities and Property- Ext. 4323 Allan D. Downey Director of Leisure Services Neil Garbe Chief Administrative Officer -137- General Committee - November 17, 2009 BETWEEN: ITEM # 12 - 3 DIE CORPORATION OF THE TOWN OF AURORA (hereinafter called the "Town") PARTY OF THE FIRST PART .and - AURORA TIGERS JUNIOR A HOCKEY CLUB INC., A corporation duty incorporated pursuant to the laws of the Province of Ontario (hereinafter collectively called the "Licensee") PARTY OF THE SECOND PART WHEREAS the Town has rink board advertising space available at the Town's municipal facility known as the Aurora Community Centre, located at 1 Community Centre Lane, Aurora (hereinafter ACC #1); AND WHEREAS Council for the Town determiner) on August 17, 2004 to consider an agreement with Aurora Tigers Junior `A' Hockey Club Inc, for the opportunity to market rink board advertising at ACC #1; AND WHEREAS Council for the Town subsequently further determined on June 13, 2006 to enter an agreement with the Aurora Tigers Junior `A' Hockey Club Inc. for the marketing of rink board advertising, which agreement was prepared by the Town and sent to the Aurora Tigers Junior `A' Hockey Club Inc. for execution but was not executed; AND WHEREAS Council for the Town subsequently further determined on June 9, 2009, to enter into this Agreement; NOW THEREFORE this Agreement witnesseth that in consideration of the mutual covenants, promises and provisions hereinafter contained, other good .and valuable consideration, and Payment of the sum of ten ($10.00) dollars by the Licensee to the Town, the receipt and sufficiency of which is acknowledged, the Town and the Licensee hereby agree with the other as follows: 1. TERM Subject to the general terms and conditions set out herein and, in particular, subject to paragraph 6 of this Agreement, the Town, hereby grants to the Licensee the exclusive right to place advertisements on the rink boards of the ACC #1 from and including September lay, 2009, being the commencement date of this Agreement, to and including August 3 131 ' 2014, at which time this Agreement shall be at an end, subject to the exercise of any renewal hereinafter contained 2. PAYMENT The Licensee shall pay to the Town twenty per cent (20%) of the cash revenues received by the Licensee from the sale of rink board advertising at ACC #1, during the temt of this Agreement and any renewal thereof. Such payment shall be submitted by the Licensee once each year, payable no later than December 31a during each contractual year of the term of this Agreement and any renewal thereof. Each such required payment.shap be accompanied by a listing of all advertisements sold, their respective installation dates and their payment schedule. The payments shall be submitted to the attention of the Director of the Leisure Services Department All payment cheques must be made payable to The Corporation of the Town of Aurora. -138- General Committee - November 17, 20092 3. TERMS AND CONDITIONS ITEM # 12 - a The exclusive right hereby granted by the Town is provided subject to the following terms and conditions regarding number, location, size, ownership and responsibilities for the advertising of which the Licensee acknowledges and agrees to: (a) The Licensee agrees to submit a special audited statement to the Town, listing the advertisements approved and installed at ACC #1, the installation dates for each and every advertisement, and the payment schedule in accordance with paragraph 2 hereof referencing each and every advertisement. Such disclosure shall be provided by the Licensee to the Town by December 31" of each contractual year of this Agreement and any renewal thereof; failing which this Agreement may be terminated by the Town in accordance with paragraph 10 hereof. (b) All advertising signs shall remain the property of the Licensee and may be replaced at any time. However, the Town shall not be liable for damage to any signs for any reason, other than gross negligence of the Town or any person for whom the Town is at law responsible; (c) All advertising sign sales agreements between the Licensee and any third party for the right to advertise on the rink boards at the ACC shall include a clause therein stipulating that the Town shall bear no liability whatsoever as it pertains to such advertising sign sales agreements between the Licensee and such third party. The Licensee shall provide the Town with the advertising sign sales agreement it intends to use with third parties and the contractual clause therein providing the Town shall bear no liability pertaining to same; (d) Nothing in this Agreement shall affect the Town's right to license, sell the rights to, or otherwise allow any form of sign or advertising device anywhere on the premises of the ACC # 1 other than as provided for in this Agreement; (e) The Licensee shall be responsible for replacing any damaged or defaced signs other than that caused by the gross negligence of the • Town and further, the Licensee shall at all times ensure that the signs are regularly maintained in good, safe and clean condition with a pleasing appearance; (f) The Licensee undertakes that the advertising placed by it shall be in accordance with the regulations and standards set by the Canadian Advertising Council, subject however, to the right of the Town.at any time, and from time to time, to remove any advertising which, in the sole opinion of the Town, is not considered appropriate; (g) All advertising displays to be placed by the Licensee will be of high moral standard, non -political in nature and not contrary to public order and good taste. No advertisements promoting alcohol or tobacco will be featured and the Town must grant its approval for each sign prior to its display; (h) The Licensee shall maintain its financial books and records of its 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 portions of the said books and records pertaining to rink board advertising sales and make copies thereof; and (i) The Town reserves the right at any time, to refuse approval and/or request removal of any advertising which, in the sole opinion of the Town, is in conflict with any of'the Town's service or product agreements, including soft.drink beverage advertising. -139- General Committee - November 17, 200% ITEM # 12 - 5 4. BANKRUPTCY In the event that, at anytime during the term of this Agreement and any renewal thereof, the Licensee makes an assignment for the benefit of creditors, or becomes bankrupt or insolvent, or makes a proposal to its creditors, this Agreement shall immediately be terminated and the Town shall be entitled to remove the signs and enter into a contract with a new supplier. S. LIMITATION Notwithstanding paragraph 1 of this Agreement, in the event of corporate sponsored events, the Town shall, in its absolute discretion, have the right to cover all or any of the Licensee's advertisements for the duration of the particular corporate -sponsored event. The Town shall inform the Licensee seven (7) days in advance of its intention to do so and shall allow a pro rata abatement in the contract price of an amount calculated to the daily fee for all advertisements so covered. 6. INSTMMCE The Licensee shall maintain such Fire and Theft Insurance as will provide adequate coverage for the loss by burglary, fire or theft of any stock or equipment of the Licensee upon Town premises. 7. NDVERTISING SIGNS The Town agrees to perform all of the installation, cleaning, repair, placement, replacement, and removal of the advertising signs. The Tigers shall provide seven (7) days' written notice to the Director of Leisure Services for the Town when an advertising sign requires installation, cleaning, repair, placement, replacement or removal, except in cases where the advertising sign poses or could pose a safety hazard and requires immedlate repair. S. REMOVAL OF ADVERTNEMENTS Upon the expiry of the term of this Agreement or any renewal thereof the Licensee agrees to the removal of all rink board advertising signs placed at ACC #1 during the currency of this Agreement or any renewal thereof. All work required to remove the advertising signs shall be performed by the Town. The Licensee, at its sole expense, will return all dasherboards to the condition they were in at the commencement date of this Agreement and provide any such material for the Town. 9. ASSIGNMENT The rights granted under this Agreement may not be assigned by the Licensee without the prior written consent of the Town, which may be reasonably withheld. 10. TERMINATION In addition to any other remedies it may have in law or in equity, the Town may terminate this Agreement on thirty(30) days' written notice to the Licensee: 1, a) for n(n-payment of any fees or costs within the thirty (30) day period so specified, all of which is set out pursuant to paragraph 2 hereof or b) For any breach by the Licensee of any of the covenants and obligations to be observed and preformed on its part, provided that the Town has provided written notice of such breach and same has not boon remedied or rectified by the Licensee within the period so specified herein; or -140- General Committee - November 17, 20094 c) in the event of any change from the current ownership of the Licensee as of the date of commencement of this Agreement. 2. a) The Town may, at its option, remove any or all advertising signs upon a termination pursuant to subparagraph I l(1)(a) or I l(1)(b) hereof. b) The Town may, at its option, remove any or all advertising signs in the event of a termination pursuant to subparagraph I l(1)c) hereof, upon the expiration of the term of each individual advertising sign sales agreement entered into' by a third party and the Licensee, provided that all monies payable to the Town for the respective advertising sign(s) have been, paid in full to the Town by the Licensee, failing which the Town shall have the right to remove the advertising signs and all costs and expenses to remove same shall be recoverable from the Licensee. 3. Either the Town or the Licensee shall be entitled to terminate this agreement upon one hundred and twenty (120) days' written notice to the other. 11. ME-MN09ATION The Licensee hereby covenants to indemnify and save harmless the Town from any and all actions, causes of action, suits, claims and demands whatsoever, which may arise either directly or indirectly as a result of or arising from the placing of any advertising by the Licensee under the terms of this Agreement including any and all agreements as between the Licensee and any third party for rink board advertising at the ACC. The Licensee shall not be liable for any damages caused directly by the gross negligence of the Town. 12. NOTICE a) Subject to paragraph 10 hereof; 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 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: Aurora Tigers Junior A Hockey Club Inc. 46 Birch Avenue Richmond Hill, Ontario, L4C 6C6 Attention: Ben Soscia, Owner The Corporation of the Town of Aurora 1 Municipal Drive, Box 1000 Aurora, Ontario, L40 6J 1 Attention: Town Clerk 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 thirty (30) days' written notice to that effect by mailing said notice by prepaid registered post and addressed to the Licensee at the above -mentioned address, provided that if the Licensee rectifies any such default before the expiry of the thirty (30) 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. ITEM # 12 - 6 - 141 - General Committee - November 17, 2009 5. obligation to pay any fees herein or to pay any other monies -or indemnification provided for in this Agreement. .13 COIVFLTCT . This Agreement oonstitutes the complete and exclusive statement.o£ the agreement between the parties, which supersedes all proposals, oral or.writ�n, express or.implied, - _ and all other communications between the parties relating, to this Agreement. 14. SEPERABTLITY .. ' . . If one or more of the pbrases, sentences, clauses, sub -clauses or paragraphs contained in this Agreement shall be declared invalid by the order, decree or judgment of any cow of competent jurisdiction, ibis Agreement shall be construed as if such phrase(s), Sentence(s), clauses(s), sub-clauses(s) or paragraph(s) had net been inserted. 15. Tp�i The'torms and provisions of this AgreemenCshalt be governed by the laws of the Province.ofOntario: is. , APPLzcABT,r� Law - . The .parties shall comply witty. all 'federal, .provinolal and municipal laws, rules, regulations and by-laws, and the, orders and directions of the Regional Municipality of York Police Department or any other bodyhaving jtnisiliWon pertaining to any aspect of this Agreement, " 17. AME DPL MENTS This Agreement may be changed only by a. written amendment signed and sealed by the authorized rcpresentativcs of both parties. .' . IN WITNESS WAEREOTt the parties hereto have affixed their zorporate seals duly attested under the bandi of the proper signing officers. SIGNED, SEALED AND DELIVERED ) ).. AURORA TLA Lucille Kin$; Town. Clerk 142 " General Committee- November 17, 2009 ITEM #12-s AURORA: EXTRACT FROM GENERAL COMMITTEE MEETING NO. 09-18 HELD ON TUESDAY, JUNE 212009 ADOPTED AT COUNCIL ON TUESDAY, JUNE 912009 5. LS09-014 -- Board Advertising Aurora Community Centre Arena #1 General Committee recommends: THAT Council approve the execution of the attached amended agreement for the Aurora Tigers Junior "A" Hockey Club Incorporated (Tigers) rights to sell advertising space on the boards at the Aurora Community Centre Arena #1. CARRIED UNANIMOUSLY was sent by Council Secretariat: Yes No x orrespondence to be sent by: W7a,orrespondence DEPARTMENT: Admin Building Corporate Finance Leisure works planning ,rector and Secretary) x STAFF:an above)DEPT: Finance, Chandra, Lauren, Legaln required) General Committee - November 17, 2009 ITEM # 13 -1 ice.. TOWN OF AURORA AURORA GENERAL COMMITTEE REPORT No. LS09-046 SUBJECT: Aurora Seniors Association Proposal for Liquor Licence FROM: Allan D. Downey, Director of Leisure Services DATE: November 17, 2009 RECOMMENDATIONS THAT Council decline the proposal made by the Aurora Seniors Association with respect to the Town of Aurora applying for and being the holder of a liquor licence for the Aurora Seniors Centre. PURPOSE OF THE REPORT The purpose of this Report is to grant the Aurora Seniors Association's ("ASA") request that. its proposal for the Town to apply for and be the holder of a liquor licence for the Aurora Seniors Centre (the "Centre") be laid before Council. BACKGROUND The ASA has advised that, through an ad -hoc committee of its Board of Directors, it has been exploring the viability of pursuing a liquor licence for the Centre. In this regard, the ad -hoc committee has recommended that the ASA approach the Town with a proposal that the Town apply for and be the holder of a licence to serve beer and wine at the Centre. The ad -hoc committee further recommends that the entire Centre be licensed. Proceeds for external events would be split 50/50 between the ASA and the Town, whereas all proceeds generated with respect to ASA-sponsored functions would stay with the ASA. At the July 21, 2009 Council Meeting, staff received the following direction: Moved by Councillor Granger Seconded by Councillor Gaertner THAT the matter be referred to staff for a response to the letter presented by the Aurora Seniors Association, including options, to be provided for the next. available Council meeting. CARRIED As directed by Council (see Attachment 1), staff has provided a written response, dated October 5, 2009 (Attachment 2), to the ASA's March 20, 2009 letter (Attachment 3), wherein the ASA set out its proposal for obtaining a liquor licence. -144- General Committee - November 17, 2009 ITEM # 13 - 2 November 17 2009 - 2 - Report No. LS09-046 Staff met with the ASA Board of Directors on October 5, 2009 to address any further issues they may have regarding their proposal. COMMENTS -Leisure Services Department As a result of staffs October 5, 2009 letter and meeting, the ASA, in its letter of October 6, 2009 (Attachment 4) advised the Director of Leisure Services that the ASA wishes to pursue this matter further with Council: Also, at its July 215t, 2009 Council meeting, Council directed staff to provide a response to the letter presented by the ASA at the next available Council meeting. Town staff have contacted a number of other municipalities to determine whetherthey hold a liquor licence for their respective seniors' centres. The Town of Newmarket is the only municipality that holds the licences -for their seniors centre, whereas all others use special occasion permits at the request of their seniors associations. Legal Services Department By virtue of obtaining a licence pursuant to the Liquor Licence Act (the Act') and engaging in the sale of liquor (i.e., spirits, wine and beer or any combination thereof), a licensee is deemed to fall within the category of commercial hosts. The common law views hosts in that category as being under a recognized duty of care to third-party,members of the public for the actions of impaired patrons. A licensee is, likewise, subject to the civil liability rules set out in section 39 of the Act. Thus, if the Town applies for and holds a liquor licence on behalf of the ASA, the Town could be held vicariously liable and/or jointly and severally liable to, say, third -party users of the highway who might share the highway with a patron who has become intoxicated at a function held, pursuant to a liquor licence, at the Centre. ALTERNATIVE(S) TO THE RECOMMENDATION 1. That Town staff be directed to apply for, obtain and hold a liquor licence for the Centre. FINANCIAL IMPLICATIONS If Council directs that the alternative be explored, Town staff would report back regarding potential capital and operating expenses, as well as potential revenue opportunities. CONCLUSIONS The ASA has proposed that the Town apply for and be the holder of a liquor licence for the Centre. Town staff has declined consideration of the proposal, and the ASA has asked that this matter be brought to Council for its consideration. Section 12 of the July 11, 2006 Agreement between the Town and the ASA (Attachment 5) contemplates the ASA itself applying for and holding a liquor licence for the Centre. Section 25 of that Agreement provides that the ASA's Commercial Indemnity insurance policy "shall provide coverage for any and all claims arising from the ASA's liquor licence and the operation, staffing and stocking of the bar at the Centre. -145- General Committee - November 17, 2009 ITEM # 13 - 3 November 17, 2009 - 3 - Report No LS09-046 ATTACHMENTS Attachment 1 Extract from Council Meeting No. 09-21 held on Tuesday, July 21, 2009. Attachment 2 Letter from Director of Leisure Services to Charles Sequeira, President, Aurora Seniors Association, dated October 5, 2009 Attachment 3 Letter from Charles Sequeira to the Director of Leisure Services, dated March 20, 2009. Attachment 4 Agreement between the Town of Aurora and the Aurora Seniors Centre, dated July 11, 2006 PRE -SUBMISSION REVIEW Executive Leadership Team Meeting, Wednesday, November 11, 1009 Prepared by. Allan D. Downey, Director of Leisure Services-Ext. 4752 All n. D. Downey Direct6r of Leisure Services Neil Garbe Chief Administrative Officer -146- General Committee - November 17, 2009 ITEM # 13 - 4; AUR40RA EXTRACT FROM COUNCIL MEETING NO.09-21 HELD ON TUESDAY, JULY 213 2009 20. ,LS09-035 - Request for Liquor License Moved by Councillor Granger Seconded by Councillor Gaertner THAT the matter be referred to staff for a response to the letter presented by the Aurora Seniors Association, including options, to be provided for the next available Council meeting. CARRIED IX DELEGATIONS f) Mr. Charles Sequelra, Aurora Seniors Association Re; Item 20 - LS09-035 — Request for Liquor License - (Added Item) Mr. Charles Sequeira addressed Council to request that the Town of Aurora be the. holder of the liquor license for the Aurora Seniors Centre (ASA), for which the ASA will apply and pay. External Correspondence was sent by Council Secretariat: Yes . X No External Correspondents 4o be sent by: ACTION DEPARTMENT; Admin nuilding Corporat9 Finance leisure X works Planning (7o Director and Secretary). ACTION STAFF: (If otherthen above) INFO DEPT: Finance, Legal, Corporate Svs., PENDING (No action required) - 147 - General Committee - November 17, 2009 . uRgoR. ,yow're Lc good Corupow� , October 5, 2009 Charles Sequeira, President Aurora Seniors Association c/o Aurora Seniors Centre 5 Municipal Drive Aurora ON L4G 6,11 Dear Mr. Sequeira, RE: Council Re ort i-S09-035.Request for Liquor License Department JL't.1gKr#13 - 5 vroes Allan D_ Downey, Director 905-727-3123 ext. 4752 . adowney@e-aurora,ca Town of Aurora 1 Municipal Drive, Box 1000. Aurora. ON L4G 6J1 Further to our meeting of Tuesday, September.29s' regarding the above matter, and in response to your letter dated March 20, 2009, please be advised that your request to have the Town of Aurora hold a permanent liquor license at the Aurora Seniors Centre on behalf of the ASA will not be granted. Please find attached a chart outlining the Licensing Agreement with other Seniors Associations and their respective municipalities. If you wish to take this matter before Council for their decision, please contact me. Regards, r Allan D. Downey Director of Leisure Services Encl. Copy: Melodie McKay, Manager of Community and Programs AD/kpfms C.onTmunity -148- General Committee - November 17, 2009 ITEM # 13 - 61 Senior Centres and Associations Liquor License Summary Centre Permanent License Special Occasion Permit None Notes Ancaster (Hamilton) Yes Barrie Yes Cambridge Yes Franklin Horner (Toronto)_., Yes Gloucester Yes Halton Hills Yes Markham Yes Mississauga Yes Newmarket Yes. Permit held by the Municipality Niagara Falls Yes Oakville Yes Pickering Yes Seniors Association Kingston Region Yes South Gate Centre (Woodstock Yes Held by the Incorporation not city run The Good Companies Ottawa Yes -149 General Committee - November 17, 2009 ITEM # 13 - 7 Aurora Seniors ASSOCI$t1011 October 6, 2009 Mr. AI Downey Director of Leisure Services Town of Aurora l Municipal Drive, Box 1000 Aurora, ON L4G 6J1 Dear Al: Re: Aurora Seniors Association Proposal for a Liquor License Thank you for your courtesy in attending our Special Board Meeting held October 5, 2009 to personally present your response to our Proposal for a Liquor License as detailed in our letter of March 20, 2009 and the accompanying report. .'Following your presentation, the A.S.A. Board reached consensus on the following decision: . Min. No. D09-05-03 - That the Board pursue a decision from Town Council regarding the A.S.A. Proposal for a Liquor License as detailed in the letter and report dated March 20, 2009 submitted to the Director of Leisure Services, and request that this matter be plated on the Council Agenda for the Regular, Council Meeting scheduled for October 20, 2009. Accordingly, we respectfully request your assistance in placing our proposal on the Council Agenda, and attach a copy of our letter and report of March 20, 2009 for your convenience. Thank you again for your courtesy and attention to this request.- . . Sincerely, C. Charles Sequeiia President Encl. ' Copy: Melodic McKay, Manager of Community and Programs Karie Papillon, Seniors Co-ordinator ' csns 5 Municipal Drive, Box 1000, Aurora, ON VG 01 Telephone: 905-726-4767 E-Mail: auroraseniors@rogers.com Website: www.aurorasenims.ca Registered Charity No, SN/85774 4544 PROW R -1:50- :' General -Committee - Nuvember-1-7; 2009- -- — ^-ITEM-4"13 '$ Aitrora.Senia�slassociation March20, 2009 Mr. AI Downey Director of Leisure Services Town of Aurora 1 Municipal Drive Aurora, ON L4G 6J1 Dear Al: Re' Proposal for a Liquor License The A.S.A. Board has, through an ad -hoe committce,.been exploring the viability of pursuing a liquor licence for the Aurora Seniors Centre. The committee's report was addressed at our March 16u, 2009 Board meeting and resulted in the following decision: MinAD09-09-03 That A.S.A. approach the Town of Aurora with a proposal that the Town apply for and be the holder of a license to serve beer and wine at the Aurora Seniors Centre on the premise that it would benefit the Town in renting the facility for external events by offering.a.liicensed beer and, wine establishment. A.S.A. would provide the Smart Servers to the client fora fee of $15.00 per hour. A.S.A. would manage the bar service for all functions. Profit proceeds for external events would be split 50% each to A.S.A. and the Town ofAurora. Profit proceeds for all A S.A functions will stay with A.S.A. We accordingly request an opportunity for our committee — Virginia Bodnar, Bob Collard and Marie Leone - to meet with you to further discuss the details of the above proposal and in the interim, enclose a copy of the report for your perusal. Looking forward to hearing from you, .Sincerely, �ra President Encl.:. A.S.A. Board Report re. Liquor License Proposal • . C.C. Virginia Bodnar Bob Collard Marie Leone 5 Municipal Drive, Box 1000, Aurora, ON L466J1 Telephone: 905-726-4767 E-Mail: seniors@eci.on.ca Website: www.auroraseniors.ca ' Registered Charity, No. BN/85774 4544 RRO01 .1 .51 - General Committee - November 17, 2009 ITEM #13-9 ASA Board of Directors Report The A.S.A. Board has, through an ad -hoc committee, been exploring the viability of pursuing a liquor license for the Aurora Seniors Centre. The committee's report was addressed at our March 161h, 2009 Board meeting and resulted in the following decision: RECOMMENDATION ASA approach the Town of Aurora to apply and be the license holder. It would seem reasonable that the Town of Aurora should be.the license holder as it is to their benefit. They would be in a better position to rent the facility for external events offering a licensed beer & wine establishment. ASA would provide the Smart Servers to the client for a fee to be negotiated with the Town of Aurora. ASA would manage the liar service for all functions. Profit proceeds for external events would be split 50% ASA and Town of Aurora. Profit proceeds for ALL ASA functions will stay with ASA. Benefits to the Town of Aurora • Enhanced service'to clients • Increased frequency of rentals • Increased revenue to Town • Benefit of having ASA Smart Serve volunteers on premises to monitor use of facility Benefits to AS • Enhance service to membership • Increase membership • Attractive to junior seniors It is further recommend that the entire centre be liceosed; otherwise it would be restricted to serving in specific areas of the centre. Opting to license another area afterwards (such as the outside deck(patio) will result in reapplying and paying an additional $815.00 plus advertising costs. We would likely only be using the lounge, dock or function rooms, and drinks should not be allowed in the poolroom, workshop or computer room. Application Costs .License (valid for 2 years) $1055.00 Advertising (approximate) $200.00 Renewal application (valid for 3 years) $450.00 Additional Insurance requirements (ASA) $500.00 Page I -152- General Committee - November 17, 2009 ITEM #P3 - 10 Possible Profits Price of decent wine approximately $10.00 for 750 ml, bottle (approximately 5 glasses per bottle) 5 oz. glass @ $4.00 (plus applicable taxes) $4.00 X 5 = $20.00 Profit would be $10.00 or 100% (Profit could be higher depending on the price of wine) Average cost of case of 24 beer $37.50 Price per bottle to members would $3.00 (plus applicable taxes) . $3.00 X 24 = $72.00 Profit would be $34.50 or almost 100% Soft drinks and water could be sold at $1.00 each. The service should be open for all Special Events, including New Year's Eve and Friday night dances. It is further recommended that we are open for service on Tuesday, Wednesday, and Thursday 2 to 4 pm, and for the weekly Budget Bistro and BBQ. Beer & Wine inventory would be kept ata minimum (average stock on hand would be 4 bottles each of white & Red wine, and 2 cases (48 bottles) of beer until pattern established. (LCBO and Sobys Vineyards are always available for emergencies) A committee would have to be set up with a very strong organized Chair that would manage inventory and Smart Servers. Strict controls must be held on Smart Servers, size of drinks, inventory and cash. A Guide Lines Manual would be helpful. Ticket sales would be the most accurate and efficient method of control. Smart Servers will volunteer their time for ASA (should always have 2 servers on site for control and ease of working.) Smart Servers would be available for outside or Town fuucfions:with prices to be, negotiated. A reasonable hourly rate for outside events would be $15.00 per hour per server. We would also train more Smart Serve personnel to ease the workload. Price Research Aurora Legion 6oz. glass of wine $4.35 Dmft.Beer $2.60 Bottle Beer $3.25 Page 2 -153- General Committee - November 17, 2009 ITEM #3 - 11 Newmarket Seniors Meeting Place Beer & Wine $3.50 Juice & Pop $1.50 Newmarket is Only open for Special Events and includes rye, whisky rum, vodka etc. License held by Town of Newmarket, with all profits going to Seniors Advisory Committee. Servers are member volunteers and they offer themselves to outside events at $50.00 per server for 2 hours or more, Contact was Kathleen Willis 905 953-5325 Page 3 - 154 - General Committee - November 17, 2009 ITEM #3 - 17 -155- General Co' �mjttee -November 17, 2009 THIS AGREEMENT made in triplicate this 11th day of July, 2006. ITEM #P3 -13 BETWEEN: THE CORPORATION OF' THE OF AURORA (hereinafter referred to as "the Town") -and- PARTY OF THE FIRST PART AURORA SENIORS ASSOCIATION (a non -share capital corporation incorporated pursuant tothe laws of the . Province of Ontario, hereinafter referred to as "the ASA") PARTY OF THE SECOND PART. WHEREAS'the, Town has constructed, owns and operates, a Seniors Centre on its lands located immediately south of the Town 13all lands, legally described as Part of Lot Sl, Con. I (EYS), designated as parts 1, 6 and 16, 65R-13645, Town of Aurora, Regional Municipality of York (formerly in the geographic Township of Whitchurch), municipally known as 5 Municipal Drive, Aurora, Ontario (herei6after the "Centre"); - - AND WHEREAS the primary purpose of the Centre is as an activity centre for lhe.ASA; AND WHEREAS the parties wish to set out their mutual responsibilities and obligations fir relation to the ASA's presence. in the operation of the Centre; NOW TIMREFORE, in consideration of the mutual covenants, promises and provisions hereinafter contained other good and valuable consideration and payment of the sum of two. dollars ($2.00) by ASA to the Town, the receipt and sufficiency of which is acknowledged, the Parties hereto agree each with the other as follows: Pa nents to the Town - 1- The ASA shall pay to .the Town by DecewbeT 31, 2009, the total,6ount of Two., Hundred and Fifty Thousand Dollars ($25000.00) provided that provincial Trillium. grant funding is received. Subject to the provisions hereof, paymentofsaidmoniesshall be achieved.primarily,through fundraising efforts., 2. In rho event that the ASA receives a Provincial Trillium grant, the equivalent amount of such grant shall be applied directly to the indebtedness to the Town as set out in - paragraph one (1) hereof, thereby reducing sanre by the value of the said Trillium grant, �c 3• The Town has the discretion to airPly any monies paid to the Town by the ASA for the Centro in any fashion or manner as determined by the Town. ` 4. Concurrently with capital fundraising and beyond, the ASA, agrees to take the following actions to assist in minimizing the operating costs of the Centre to the Town: a) aid in the efforts of the Town to rent space at the Centre to third parties by - allowing, where.possible, some changes in the ASA planned program schedules; b) - provide substantial aid to the Town's Seniors Co-ordinator by ASA members to - - assist in minimizing increased staffing for the Centre; . c) assist the Town for purposes of increasing ASA membershiips, thereby increasing. annual Town user fees collected by the ASA and remitted a the Town; and d) take responsibility for maintaining and replacing the ASA's furnishings and equipment located at the Centre. Participation in Centre Operations 5- The Town acknowledges and supports the important and extensive role that the ASA members play, in conjunction with Town staff, in the efficient and effective operation of the Centre: The Town hereby agrees to encourage and support the activoparticipalionof - ASA members in ilia Centre operations. , . - 156- .::. General Commi#teef- November 17, 2009 ITEM �13 - 14 Use of the Centre 6. The Town acknowledges that as the ASA's membership increases, demand forprograms may increase. In that event, the Town hereby agrees that the ASA shall bave priority over use of space and hours at the Centre by third patties. 7. In the event that the Town is required to activate or set up its Emergency Operations Centre f artherto invoking its EmorgencyFlan oranytraining thereunder, the Town shall have sole and exclusive use of the entire Centre for any duration of time it so requires for such purposes. 8. The parties hereby acknowledge that the ASA is the principal user and has exclusive use of the workshop, billiards room, the ASA office, storage room, reading room, games room and computer room located at the Centre. With the exception of theToves use of the computer room for training purposes, the ASA shall otherwise have exclusive use thereof. 9. The ASA acknowledges that the Town has overall authority and responsibility for managing the ASA's use of the Centre and co-ordinating use by the ASA and third parties. 10. Within the agreed upon hours ofuseofthe Centre bythe ASAhereinafter provided and, . - so tong as the ASA program room schedules do not conflict, the Town is entitled to rent to third parties, for periods of time not exceeding six (6) months to any particular third party, those parts of the Centre which are not for the ASA's exclusive use. All revenues from such rentals and use by third parties shall be paid to the Town. - 11. The ASA maynot provide or assign their "mated hours and space at the Centre to ally other individual or organization without the Town's prior written cement.- 12. In the event that the ASA obtains a liquor license, the ASA, on request from the Town, shall stock, staff and operate a bar with Smart Serve trained volunteer ASA members for any thins party rentals, 'as the ASA would for their own functions, and the ASA is entitled to retain any/all proceeds therefrom for its own use. Smart Serve training shall be provided to ASA members by the Town upon request and at the sole cost ofthe ASA members. The ASA recognizes and acknowledges that in obtaining a liquor license, staffing and operating the bar, they arc thereby incurring potential liability forwhich the ASA's insurance policy shall provide coverage. 13, The ASA acknowledges that the Centre is designated as a smoke -free facility and that any/all fines laid for smoking at the Centre during use by the ASA shall be paid by the ASA 14. Subject to statutory holiday closure, the ASA shall be entitled to use of the Centre on a weekly basis from 9:00 a.m. to 5:00 pm on Mondays and Thursdays, from 9:00 a.m. to 9:00 p.m. on Thesdays, from 9:00 am. to 6:00 p.m. on Wednesdays, and from 9:00 a.m. to 1130 p.m. on Fridays. 15, Upon agreement between the parties, the ASA shall be entitled to use of the Centre on an extended hourly basis for a trial period as so determined by the Town, in order to accommodate the needs of the ASA membership. 16. During the term and any renewal hereof, consideration shall be given by the Town to having the Centre open during statutory holidays or periods thereof. Access to ASA Member's Personal Information 17. The ASA shall have a privacy policy covering the collection, use and retention of Personal information about its members. This policy shall- specifically allow the Centre's Town administrative staff only access to such ASA member personal information, Such information shall notbeshared with staffinotherTowndepartments -157- General Committee - November 17, 2009 ITEM 13 - 15 3 without specific written consent from the ASA. Monthly Newsletter 18. The monthly Seniors' newsletter, which sets out, together with other 'information, - scheduled activities and Programs available at the Centre, will be the sole responsibility of the Town to publish. Operating Costs M . Use of the Centre by the ASA is free of at property taxes, overheads and other charges not specifically mentioned herein. 20. The Town shall provide and pay the montdywsts for telephone service to the Centre's reception, the ASA office and Town staff offices, exclusive of all long distance charges to the ASA office which shall be paid by the ASA. 21. The Town shall provide and pay for the monthly costs for one (1) high speed intemet connection to the Centre which shall be available for use by the ASA. ASA Programs 22. Programs with outside instructors, traditionally arranged by the Town, shall continue to be provided, with all revenues therefrom going to the Town. These programs shall either be proposed by the Town or the ASA. The foregoing does notpreclude the ASA from arranging instruction to ASA members bypersons volunteering their time to the ASA. Travel and/or theatre trips by ASA members and guests are to be managed by the, Town and any/all revenues therefrom are to be paid to the Town. ASA Funds - 23. All monies raised and collected by the ASA shall be initially deposited into the ASA's various bank accounts with payments made to the Town thereafter. presently, the ASA has two (2) funds from which payments shall be made to the Town, which funds consist of the following: a) the Building Fund (fundsraised towards the $250,000.00payment requiremenl to the Town are paid into this account and thereafter paid to the Town pursuant. to the ASA's financial responsibilities to the Town); and b) the Holding Fund (monies collected by the ASA on behalf of the Town representing Town user fees levied in accordance with the Town's Fees and Services 13y_law#4821-06.F, as amended, which monies are to be transferred to the Town on a quarter yearly basis). 24. Financial Statements of the ASA, including details regarding all accounts, shall be made available on an annual basis to the Town. Ilia Town shall provide to the ASA, upon their request, the annual costs of operating die Centre and the approved budget for the Centre. Insurance 25. The ASA shall maintain `Trofessional hhdemnity�' insurance, otherwise known as "Directors and Officers" insurance, as well as Two Million Dollars ($2,000,000.00) in "Commercial Indemnity" insurance with the Town being named as aaadditional named insured on the policy. The ASA shall provide the Town, upon execution of this Agreement by the Licensee, with a certificate of the said insurance indicating proof of comprehensive general liability coverage in the amcant ofnot less than TWOMiLLION DOLLARS ($2,000,000.00). The certificate shall indicate that the policy contains a clause adding the Town as an additional named insured with a provision for cross - liability. The certificate shall indicate that the policy will not be cancelled or changed without fast giving the Town thirty (30) days prior written notice. Such insurance shall .158= General Committee November 17, 2009 ITEM 3 - 16- d . provide coverage for any and all clai is misingfroa,the'ASA's liquor license and the . operation, staffing and stocking of Ihe,bar at the Centre. The Towri; as owner and operator of the Centre shall be responsible for defending against claidis of personal injury from users of ale -Centre, specifically ASA {neinbers and their, guests. 26. The ASA adknowledges and agrees that in order forthe above liabilityeoberage to be . extended to the Town, Ali ASA activities held internal and ext8mal to the Centre shall be _ - organized, led, and supervised by. anNASA volunteer who bas been approved by the Town's Seniors Co-ordinator as being experienced and responsible for such a role.. . - Lynrty Loss and/o D�ag�— 2.7. With respect to property loss and/or damages, Ali Rimilbings and equipment owned by the Town and located in the Centre shall be the.responsibility of the Town to insure. Any furnishings andequipment owned by the ASA as set out in Appendix" A" atiacbed. . hereto (which Appendix. "A" shall be updated, on a"yearly basis), shall be the _ ... responsibility ofthe ASA to insure against loss aid damage and the Town shall bear no liability in this regard, spbjact todamage o loss to the Cen(reorPortion thereof arising from fire; flood, theft, break and enter and third party property, damages.: purnishinas and 1?auiament 2& All fixtures, lighting, heating and air conditioning, Town administrative and custodial . .staff office/storage and multi -purpose room furnishings and equipment, washrooms, _ floor and window coverings and major kitchen appliances at the Centre'shall be owned,. - provided, maintained and replaced by the Town. The ASA may duly add fixtures and fittings to enhance file Centre with the written permission ofthe Town, suchf itures and fittings beooming the property of the Town. All other.furnishings and equipment' located at the. Centre,as set out in Appendix "A'attached hereto and forming part of this Agreement, are the sole property of and in the ownership of the ASA and.shall not - be. removed from the Centre without the ASA s appmv Tra hine'Prog ams 29. The ASA shall co-operate in a Town -operated .program to ,provide training to Pita members for the safe use of equipment in the workshop' room located in the Centre further shall co-operate with the Town's Schims Co-ordinator to ensure that access to the equipment is limited to trained and pre -qualified ASA members Only. The selection of ASA supervisors for the workshop will be subject to the approval by Town 30, The ASA" shall co-operate in a Town -operated program to provide training to its members for the health protection and promotion of food to be stored, prepared and ' served at the Centre in order to niply with all laws; regulations, orders, guidelines and other regulations of any governmental or other jurisdictional body. Access to the Centre - - - 31. Within the agreed hours forthe ASA use, access to the Centre will normally be granted. " to. all ASA members free of charge by the Town, other than that portlon.of the ASA membershipconstituting the user fee component thereofwhich is paid.to the Town and any course fee which is paid to the Town for Tovm=operated programs 32. Guests of ASA.members who have purchased tickejs.for ASA events and activities are , permitted access to the. Centre. 33, Within the agreed hours of the ASA use of the Centre, any person over the age of 55. years, who does not wish fo be an ASA member or is net a potential ASA member':" wishing to have a trial period consisting of three (3) visits, may access the;Cenhe on a' daily basis subject Wale following: a) signing in, and being issued a day pass: badge including signing the Town's 159 - General Cornmittee - November 17, 2009 ITEM #3 -17 s Liability. waiver; - - b) payment of a Four Dollar ($4.00) daily access fee of which Tbree Dollars - ($3.00) is remitted to the Town and One Dollar ($1.00) is retained by the ASA; and c) payment to the.Town of any applicable course fees for Town -operated programs and/or payment to the ASA of the daily activity fee for. any ASA-operated activities in which a person partakes. 34. The Town shall have the right to bar any person from access to the Centre, for various reasons including disruptive or harmful behaMour as well as those reasons asset out:in its Policy and Procedure regarding use of Town facilities, including but not limited to: a) recurrent use of foul language; • b) abuse of alcohol or use of non medication drugs; - - c) theft; - d) wilful damage to property; - e) physical and verbal abuse or threat thereof with or v4diout the use of weapons; - l) racial intolerance; and 8). failure to sign liability waivers designed to protect either the Town or in the case of the ASA, its Board Members, or Officers volunteering on behalf of its - members. The ASA's Board of Directors is to be consulted and is to have•input in the case of all investigations of allegations of such behaviour, as well as proposed actions bythe Town, which would affect members of the ASA, - 35. Persons barred from. time Centre by the Town will auto the ASA. matically lose their membership in - , . Term 36. This Agreement shall be in ftdl force and effect for a term of five (5)ye ars0om J< nuary ' 1, 2006 to January 1, 2011, subject to two (2) further five (5) year renewals provided' ' that the $250,000.00 indebtedness to the Toym as set out in paragraph I herein ispaid in. fill], failing which, this Agreement shall be at an end. Termination - - 37: This Agreement may, be terminated by: (a) either party upon sixty (60) days', written, notice. Upon termination, the ASA ; shall remove all of its fumishings and:equiptnem at its expense: - - . (b) the Town, without notice, if., - - - - - (i) the ASA .declares bankruptcy;- (ii) a receiver is appointed oA account of its insolvency or i of its n"respect of any pro1�J the ASA makes a gonoml assignment for the benefit of creditors; _ (iv) the ASA fails to comply with any of the teims of this Agreement after: having received written notice from the. Town iequesting compliance;' .. (v). a ciicumstaace(s) or event(s) transpires ofsucn a serious nature as, inthe. .. sole discretion and determination ofthe Town, requires and warrants the. termination of this Agrcement; (vi) upon termination by the Town in any of the aforementioned events, noted as subsections, i u ,, ut , (iv), or v herein, the ASA. shall remove all of its ftirtusbings and equipment at its expense:. ' Notice•.. . -, .. , '.: ". '.. 38. For tbe,�mposes of thIs.Agreement, not'tw.shall be deemed to'be given to the parties if _4rn_- i General Comrrtittee - November-17, 20083 - 18 6 mailed by ordinary mail or delivery personally to the parties as follows:. ' - Aurora -Senior Association _ - 5 Municipal Drive, P.O. Box 10W Aurora, Ontario, L4(3 67I. - Attention: President The Corporation of the Town of Aurora. IMunicipal Drive, P.O. Box*1000 : - Aurora, Ontario, LAG 6.11 Attention: Diredtor of Leisure Services Entire Agreemen[, - - - .. 39. This Agreement shall. enure to the benefit of .and be binding,vpon the..heirs,: .- administrators, executors, successors and assigns of the Parties hereto. 40. This Agreement shall not be assigned by theASA without the prior writtett consent of .. the Town. - 41. Words importing the masculine gender shall include the feminine and neuter, and the singular shall include.the plural where the meaning or context so:regoires. , - - . - 42. a) This Agrecment constitutes the- complete and exclusive statementof the `. Agreement between the parties, which supersedes all proposals; oral or written, ; express oe implied, and all other communieatiohs betweenpaoes, relalii g to the:, subject matter bf this Agreement; b) If one or more of the phrases, sentences; clauses, sub -clauses or paragraphs :. contained in this Agreement shall bedeclared invalid by the order, decree or _ - judgment of any _court of competent jurisdiction, this Agreement "shall be construed as' if such phrase(s); sentenee(s),. clauae(s); ,'sub: clauses);-.-oxa - paragraphs) had not been uiser;e ; c) This Agreement maybe changed only by awritten amendment signed and select,:; by the authorized representatives of both parties: IN WITNFSS WHEREOF the parties have hereunto affixed their corporate seals attested by the hands oftheir respective p[oper officers duly authorized in that behalf. it AURO ENIORS ASSQOIATION' Per; Name: Charl s S.Nueira Title: PPresident_ me: ' NaRuth C hurc h . Title: Treasurer: (IIWe have a on bind the Corporationj' THE G RP OF THE TOWN OF AURORA TOWN. FAURORA164-e� Councilones - Corn.mittee I ayor. Date �`�. y... .. - Report 8 ' : Bob Paiirz�a . . Town Clerk ;. 161' -