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AGENDA - Council - 20080408q, k I I I I � C 1171 N0.08-10 TUESDAY, APRIL 8, 2008 1:00 P.M. COUNCIL CHAMBERS AURORA TOWN NALL PUBLIC RELEASE 04/04/08 k -, AURORA TOWN OF AURORA COUNCIL MEETING AGENDA NO. 08-10 Tuesday, April 8, 2008 7:00 p.m. Council Chambers l DECLARATIONS OF PECUNIARY INTEREST 11 APPROVAL OF AGENDA RECOMMENDED: THAT the agenda as circulated by the Corporate Services Department be approved as presented. II/ OPEN FORUM 1V ADOPTION OF MINUTES Special Council Minutes of March 24, 2008, Meeting No. 08-07 Council Minutes of March 25, 2008, Meeting No. 08-08 Special Council - Public Planning Minutes of March 26, 2008, Meeting No. 08-09 RECOMMENDED: THAT the Special Council minutes of March 24, 2008, meeting no. 08-07, Council minutes of March 25, 2008, meeting number 08-08 and the Special Council - Public Planning minutes of March 26, 2008, meeting number 08-09, be adopted as printed and circulated. Council Meeting No. 08-10 Page 2 of 5 Tuesday, April 8, 2008 V PRESENTATIONS VI PUBLIC SERVICE ANNOUNCEMENTS VIl DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION VIII ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION IX DELEGATIONS None X CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION XI REGIONAL REPORT XIl NEW BUSINESS/GENERAL INFORMATION- COUNCILLORS XIII READING OF BY-LAWS RECOMMENDED: THAT the following listed by-laws be given 1st, 2nd and 3rd readings, and enacted: 5019-08.H BEING A BY-LAW to appoint Building pg. 52 Inspectors , 5020-08.0 BEING A BY-LAW to confirm actions by pg. 55 Council resulting from Council meeting 08-10 on April 7, 2008. Council Meeting No. 08-10 Page 3 of 5 Tuesday, April 8, 2008 XIV CLOSED SESSION Personal, Property and Labour Relations RECOMMENDED: THAT Council resolve into a Closed Session to consider personal matters about identifiable individuals; a property matter regarding the Town owned 404-Leslie Street lands; and labour relations matters regarding non -union staff compensation and Town Hall and Leisure Services Facilities temporary closure for Christmas holidays 2010. XV ADJOURNMENT Council Meeting No. 08-10 Tuesday, April 8, 2008 Page 4 of 5 E 2. 0 AGENDA ITEMS Special General Committee Meeting Report No. 08-15 Monday, March 24, 2008 RECOMMENDED: pg. 1 THAT the report of the Special General Committee Meeting No. 08-15 be received and the recommendations carried by the Committee be approved. Special General Committee Meeting Report No. 08-16 pg. 4 Tuesday, March 31, 2008 RECOMMENDED: THAT the report of the Special General Committee Meeting No. 08-18 be received and the recommendations carried by the Committee be approved. General Committee Meeting Report No. 08-17 pg. 9 Tuesday, April 1, 2008 RECOMMENDED: THAT the report of the General Committee Meeting No. 08-17 be received and the recommendations carried by the Committee be approved. BA08-001 — Customer Service Initiative Team — Terms of Reference pg. 19 RECOMMENDED: THAT Report No. BA08-01 be received as information; and THAT Council endorse the Terms of Reference and Work Plan for the Customer Service Initiative Team outlined in Report No. BA08-01. Council Meeting No. 08-10 Tuesday, April 8, 2008 Page 5 of 5 5. Extract from Special General Committee - Closed Session Meeting pg. 27 of April 1, 2008 Re: Personal Matter — Composition of the CSI Aurora Customer Services Committee — (referred to closed session from General Committee April 1, 2008) RECOMMENDED: THAT, in future, staff committees and the terms of reference be presented. to Council, if Council endorsement is required for the establishment of the committee, prior to the members being appointed to the committee. 6. PW08-017 — Lake Simcoe Clean -Up Fund (LSCUF) - Follow-up Report pg. 28 RECOMMENDED: THAT staff be directed to submit detailed project proposals to Environment Canada for funding from the Lake Simcoe Clean -Up Fund for the Retrofit of SWM Facility C-1 and the removal of the Burnett Pond by the April 14, 2008 deadline; and THAT staff be directed to report to Council as soon as possible after the funding announcements for the program have been made on the result of the applications and, assuming the application were successful, to seek authorization to tender the retrofits of SWM Facility C-1. 7. Resolution from York Region - Transportation and Works Committee pg. 41 Re: Replacement of Municipal Representative for Source Protection Committees as Required by the Clean Water Act RECOMMENDED: THAT the resolution from York Region - Transportation and Works Committee, regarding of the replacement of Municipal Representative for Source Protection Committees as Required by the Clean Water Act, be endorsed by Council 8. Report from Lake Simcoe Region Conservation Authority pg. 47 Re: Hearing, Pursuant to the Fill Construction & Alteration to Waterways Ontario Regulation 179106, Cancellation of Permit AP.2007.23 1160-1360 Bloomington Road, Part of Lot 11, Concession 2, Town of Aurora (Tabled by Councillor MacEachern) RECOMMENDED: THAT the report be received for information. AvRoxA TOWN OF AURORA SPECIAL COUNCIL MEETING MINUTES NO. 08-07 Council Chambers Aurora Town Hall Monday, March 24, 2008 ATTENDANCE COUNCIL MEMBERS Deputy Mayor McRoberts in the Chair; Councillors Buck, Collins-Mrakas, Gaertner, Granger, Marsh and Wilson. MEMBERS ABSENT Mayor Morris and Councillor MacEachern were absent. OTHER ATTENDEES Chief Administrative Officer, Director of Leisure Services, Financial Analyst/Budget Supervisor and Administrative Co-ordinator/Deputy Clerk Deputy Mayor McRoberts called the meeting to order at 10:00 p.m. I DECLARATIONS OFPECUNIARY INTEREST There were no declaration's of pecuniary Interest under the Municipal Conflict of Interest Act. 11 APPROVAL OF AGENDA Moved by Councillor Collins Mrakas Seconded by Councillor Buck THAT the agenda as circulated by the Corporate Services Department be approved. CARRIED III READINGOFBY-LAWS Moved by Councillor Marsh Seconded by Councillor Buck THAT the following by-laws be given 1st, 2nd and 3rd readings, and enacted: 5014-08:17 BEING A BY-LAW to authorize the Mayor and Clerk to execute a Contribution Agreement with the Minister of Canadian Heritage for funding under the Cultural Spaces Canada - Grant Program. (Capital Project No. 72059 - Aurora Heritage Centre - 22 Church Street) AMENDMENT: Upon the question of the adoption of the resolution, it was: Special Council Meeting No. 08.07 Monday, March 24, 2008 Moved by Councillor Marsh Seconded by Councillor Wilson THAT staff adjust the figures on Annex A and Annex B of the Contribution Agreement for funding under the Cultural Spaces Canada - Grant Program to match what was approved at the Special General Committee held on March 24, 2008. CARRIED The main motion was CARRIED AS AMENDED Moved by Councillor Marsh Seconded by Councillor Buck 5015-08.0 BEING A BY-LAW to confirm actions by Council resulting from special meeting 08-07 of March 24, 2008. CARRIED V ADJOURNMENT Moved by Councillor Granger THAT the meeting be adjourned at 10:10 p.m. CARRIED ROBERTJ. McROBERTS KARENEWART DEPUTY MAYOR DEPUTYTOWN.CLERK AuiOxA TOWN OF AURORA COUNCIL MEETING MINUTES NO. 08-08 Council Chambers Aurora Town Hall Tuesday, March 25, 2008 ATTENDANCE COUNCIL MEMBERS Mayor Morris in the Chair; Councillors Collins-Mrakas, Gaertner (arrived at 7:25 p.m.), Granger, MacEachern, Marsh, McRoberts and Wilson. MEMBERS ABSENT Councillor Buck was absent. OTHER ATTENDEES Chief Administrative Officer, Administrative Coordinator/ Deputy Clerk, Director of Building, Director of Leisure Services, Director of Planning, Director of Public Works, Deputy Treasurer and Council/Committee Secretary. Mayor Morris called the meeting to order at 7:05 p.m. I DECLARATIONS OF PECUNIARY INTEREST Councillor MacEachern declared an interest in the closed session item pertaining to the Town owned 404-Leslie Street lands, by virtue of an customer -client relationship, and 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. 11 APPROVAL OF AGENDA Moved by Councillor McRoberts Seconded by Councillor Wilson THAT the agenda as circulated by the Corporate Services Department, with the following additional items, be approved: ➢ SUPPLEMENTAL NOTES FOR DELEGATION -a) Mr. Jack Gibbons, Ontario Clean Air Alliance ➢ NEW ITEM 13 - Correspondence from Mr. Steven Comisso of Lynch & Comisso Architects, to the Director of Leisure Services Re: Aurora Heritage Centre at 22 Church Street, Heating System Alternates Pricing and Revised Expenditure Chart to be handed out at meeting (Requested at Special GC meeting of March 24, 2008) CARRIED Council Meeting No. 08-08 Tuesday, March 26, 2008 Ill OPEN FORUM None IV ADOPTION OF MINUTES Council Meeting Minutes of March 4, 2008 Meeting Number 08-06 Moved by Councillor MacEachern Seconded by Councillor Marsh THAT the Council Meeting Minutes from March 4, 2008, meeting 08-06 be adopted as printedandcirculated. CARRIED V PRESENTATIONS None VI PUBLIC SERVICE ANNOUNCEMENTS Mayor Morris advised that Bud Rodger, former GAO for the Town of Aurora and past President of the Association of Municipal Clerks and Treasurers of Ontario (AMCTO), passed away on Saturday, March 22, 2008. Mayor Morris advised that there will be a service to honour the life of Mr. Rodger on Sunday, March 30, 2008 at 3:00 p.m., with a visitation at 2:00 p.m., at Collier St. United Church, 112 Collier Street in Barrie. Mayor Morris provided details of this service and advised that contributions in his honour can be donated to the Southlake Regional Health Centre Cancer Clinic, through Stecky Gooderman at 705-721-9921. A moment of silence was observed in the memory of Mr. Bud Rodger. Councillor Wilson advised that the date of the next Joint Council Committee - York Central Fire Services meeting was listed incorrectly in the. Era Banner Notice Board. Councillor Wilson advised that the meeting is actually taking place on April 15, 2008. Councillor Granger advised of the adding that the Aurora qualifying February 28, 2008 at the Royal Parkway North. . York Region Optimist Chess Tournament, match will be taking place on Thursday, Canadian Legion of Aurora, 105 Industrial Mayor Morris advised that the Town's Easter Egg Hunt was very successful and she thanked Ms Shelley Ware, Special Events Co-ordinator and the Girl Guides for volunteering to assist. Mayor Morris advised that the Aurora Tigers are doing great and asked that the Director of Leisure Services provide a brief update. The Director advised that the Aurora Tigers have successfully completed.the York Region divisional play-offs and are now embarking upon the Eastern Regional conference starting with the Town of Oakville. Mayor Morris advised that the Town of Aurora will be participating in Earth Hour on Saturday, March 29, 2008 between 8:00 p.m. and 9:00 p.m. Mayor Morris asked the Director of Public Works to provide some information regarding York Region Water Efficiency program initiatives. The Director advised that there is a Water Efficiency Toilet Sale on Saturday, April 5, 2008 and Sunday, April 6, 2008 from 10:00 a.m. until 5:00 p.m. at Home Depot locations across York Region, including Aurora. The Director advised that during this promotion, rebates will be provided when water efficient toilets are purchased. Council Meeting No. 08-08 Tuesday, March 26, 2008 The Director of Public Works also advised that there Is a one -day program on May 24, 2008, when rain barrels, which are regularly priced at $9D.00, can be purchased for $30 cash at the following locations: • The Georgina Ice Palace in Georgina • . Woodbridge Fairgrounds in Vaughan • Markham Fairgrounds in Markham Mayor Morris advised that there will be a pesticide awareness open house taking place at the Town Hall on Thursday, March 27, 2008 at 7:00 p.m. Councillor Marsh advised that Mr. Dick Illingwodh has recovered from a recent illness and, on behalf of the Town Council, welcomed him back.to his post at the Council meetings and in his capacity at ACI as media correspondent for the Town of Aurora. VII DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 4(20), 5, 6, 7, 8, 9, 11, 12 and 13 were identified for discussion. Vlll ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Moved by Councillor Wilson Seconded by Councillor Collins-Mrakas THAT the following recommendations respecting the matters listed as "Items not .Requiring Separate Discussion" be adopted as submitted to Council and staff be authorized to take all necessary action required to give effect to same: 1. Special General Committee - Budget Meeting Report No. 08.11 Wednesday, February 27, 2003 THAT the report of the Special General Committee - Budget Meeting No. 08-11 be received and the recommendations carried by the committee be approved. - 2. Special General Committee - Budget Meeting Report No. 08.12 Monday, March 3, 2008 THAT the report of the Special General Committee - Budget Meeting No. 08-12 be received and the recommendations carriedbythe committee be approved. 3. Special General Committee Meeting Report No. 08.13 Thursday, March 6, 2008 THAT the report of the Special General Committee Meeting No. 08-13 be received and the recommendations carried by the committee be approved. 10. FS08.013 - Discretionary and Obligatory Reserve Report to December 31, 2007 THAT report FS08-013 be received. CARRIED Council Meeting No. 08-08 Tuesday, March 25, 2008 IX DELEGATIONS a) Mr. Tim Jones and Mr. Tom Taylor Re: Neighbourhood Network of Newmarket and Aurora Mr. Tim Jones and Mr. Tom Taylor addressed Council to advise of the Neighbourhood Network of Newmarket and Aurora, a service which locates caring people who wish to volunteer their time and abilities, and matches them up with local organizations and individuals who are in need of specialized volunteer assistance. Mr. Jones advised that people interested in signing up as volunteers, or looking for volunteers, can sign up on the website www neighbourhoodnetwork org or contact the program administrative assistant, Linda Potter, for information 905-726-3737. Mr. Jones also advised that there will be booths at the Aurora and the Newmarket Home Shows. Mr. Jones requested that Council endorse a proclamation of April 27, 2008 to May 3, 2008 as "National Volunteer Week% to allow the Neighbourhood Network to display this proclamation proudly at their Home Show booths and on their website. Councillor Gaertner arrived at 7:25 p.m. Moved by Councillor MacEachern Seconded by Councillor Wilson THAT the comments of the delegates and the request for proclamation of April 27, 2008 to May 3, 2008 as "National Volunteer Week", be received and referred to the Mayor's office to be handled through the normal process. CARRIED b) Deputy Chief Paul Leslie, Central York Fire Services Re: Item 6 - Fire Services Report 2008-03 - Open Air Burning Deputy Fire Chief Paul Leslie of Central York Fire Services: addressed Council to provide the background for the proposal being put forward from Fire Services Report 2008-03 regarding Open Air Burning. Deputy Fire Chief Leslie outlined the two options which were presented for Council's consideration this evening regarding this matter, and he requested that Council take a position on how to proceed in this regard. Moved by Councillor Wilson Seconded by Councillor MacEachern THAT the comments of the delegate be received and referred to Item 6. CARRIED Moved by Councillor Wilson Seconded by Councillor Gaertner THAT item 6 be brought forward for consideration at this time. CARRIED 6. Fire Services Report - 2008.03 -Open Air Burning (Deferred from March 18, 2008 General Committee) - Moved by Councillor Marsh Seconded by Councillor Wilson THAT Council support option 1 in the drafting of a by-law that can be used in both the towns of Aurora and Newmarket and that this draft by-law be brought back to a public meeting. CARRIED Council Meeting No. 08-08 Tuesday, March 25, 2008 Moved by Councillor Marsh Seconded by Councillor McRoberts THAT item 5 be brought forward for consideration at this time. 5. Correspondence from Ms Martine Payne Re: Open Fires and the Use of Chimineas in Aurora (Tabled by Councillor MacEachern) . Moved by Councillor MacEachern Seconded by Councillor Granger THAT the correspondence from Ms Martine Payne regarding open fires and the use of chlmirieas in Aurora, be received for information. CARRIED c) Mr. Jack Gibbons, Ontario Clean Air Alliance Re: Ontario Power Authority's Proposed 350 to 400 Megawatt Simple -cycle Gas Plant for Northern York Region Mr. Jack Gibbons of the Ontario Clean Air Alliance advised that, in his opinion, the Ontario Power Authority (OPA) has set its requirements too high with respect to the proposed power plant, if it is built to service North York Region (NYR), suggesting that the proposed minimum electricity supply capacity will be double its peak day demand. Mr. Gibbons recommended that the Town of Aurora consider looking into Power -Stream's peaksaver program, which cycles central air conditioners on and off on peak demand days, which he suggested is an excellent demand management program and should be very aggressively promoted. Mr. Gibbons presented the following recommendations to Council for consideration: 1) THAT Council request that the Minister of Energy, the Honourable Gerry Phillips, amend his directive to permit the OPA to contract for a small 30 MW simple -cycle power plant if such a power plant is in the best interests of North York Region. 2) THAT Council should ask PowerStream to provide the foliowing information: a) how many residential and small business central air conditioners are located in Aurora; b) how many of these air conditioners have enrolled in the peaksaver program; and c) what are its peaksaver participation targets for 2008 and 2009? 3) The Town of Aurora should ask Minister Phillips to direct the OPA to remove its cap onthe quantity of demand reductions it will purchase in NYR; and to pay the same price for demand reductions in NYR as it is paying for demand reductions in downtown Toronto. 4) Aurora should create a list of its municipal buildings that could be cost- effective hosts for small-scale combined heat and power plants. In closing, Mr. Gibbons thanked the Town of Aurora for passing a resolution, in February, 2008, requesting Minister Phillips to direct the OPA tore -constitute the NYR Working Group to develop a better electricity plan for the region. Moved by Councillor MacEachern Seconded by Councillor Granger THAT the comments of the delegate be received and referred to item 11. CARRIED Council Meeting No. 08-08 Tuesday,. March 25, 2008 Moved byCounciflorMcRoberts Seconded by Councillor MacEachern THAT items 4(20) and 11 be brought forward for discussion at this time. CARRIED 11. Correspondence from Ms JoAnne Butler, Vice. President, Electricity Resources, Ontario Power Authority Re: New Electricity Generation Requirements for Northern York Region (Tabled by Mayor Morris); 4. General Committee Meeting.Report No. 08-14 Tuesday, March 18, 2008 CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION FROM THE GENERAL COMMITTEE MEETING NO D8-14 TUESDAY MARCH 18 2008 (20) Memorandum from the Chief Administrative Officer Re: Review of Aurora Hosting a Power Generation Plant and a Transforming Station Movedby Councillor McRoberts Seconded by Councillor MacEachern THAT the Town go forward with an independently hosted meeting, which would be. open to the public, to allow members of Council and the public to obtain more information on the issue regarding power generation for North York Region. AMENDMENT: Upon the question of the adoption of the recommendation, it was: Moved by Councillor McRoberts Seconded by Councillor Collins-Mralras THAT appropriate representatives from the Ontario Power Authority, Ontario Clean Air Alliance, PowerStream and the Ontario Power Generators Association (OPGA) be invited to participate in the special meeting, as well as any other representatives deemed necessary; and THAT the public meeting be held in a panel discussion format; and THAT an appropriate Independent moderator be invited to facilitate the meeting; and THAT there be an opportunity at the meeting for Council and the public to ask specific questions during the discussion; and THAT, prior to the meeting, a report be provided by the CAO that would Include but not be limited to questions and answers previously raised by Council, to the best of the ability of staff resources and expertise; outline the pros and cons of a 350 mw plant; where it would be constructed in Aurora; the potential rippling effects if such a facility were to be constructed in Aurora; and consider the issues of generation, distribution and transmission; and THAT the CAO provide the pros and cons of supporting Mr. Gibbons' request that the generation be limited to 30 mw plant; and THAT the report be made available to the public prior to the special meeting AMENDMENT CARRIED The main motion was CARRIED AS AMENDED �._./ Council Meeting No. 08.08 Tuesday, March 25, 2008 Moved by Councillor MacEachern Seconded by Councillor Collins-Mrakas THAT items 4(20), 11 and 12 be received for information. CARRIED Moved by Councillor MacEachern Seconded by Councillor McRoberts THAT the balance of the report of the General Committee Meeting No. 08- 14 be received and the recommendations carried by the committee be approved. NUTM 1w7 d) Mr. Chris Alexander, By-law Services Co-ordinator Re: Graffiti Abatement Ad -hoc Committee - Final Report Mr. Alexander advised that the Graffiti Abatement Ad -Hoc Committee has completed its mandate and he provided a summarization of the work done by the committee, outlining some possible next steps for the Town to take along with associated costs. Mr. Alexander concluded by requesting that the graffiti abatement strategies, as recommended by the Graffiti Abatement Ad -hoc Committee In Its final report, be endorsed by Council and included in the 2009 budget process. Moved by Councillor Gaertner . Seconded by Councillor Collins-Mrakas THAT the comments of the delegate be received. CARRIED Moved by Councillor McRoberts Seconded by Councillor Collins-Mrakas THAT a letter of thanks be sent out, from the Mayor on behalf of Council, to each of the Graffiti Abatement Ad -hoc Committee members and to the representatives of Crime Stoppers and the York Region Police for their diligence and hard work on this issue. CARRIED Moved by Councillor Collin-Mrakas Seconded by CouncillorMacEachern THAT item 9 be brought forward for consideration at this time. CARRIED 9. CS08-009 — Graffiti Abatement Ad -hoc Committee Final Report Moved by Councillor Collins-Mrakas Seconded by Councillor McRoberts THAT staff follow up on the application already submitted for job funding through Canada Summer Jobs 2008; and THAT the Town of Aurora partner with Crime Stoppers and the York Regional Police to establish a reporting protocol for residents to report incidents of graffiti in Aurora via phone or e-mail; and THAT the Town of Aurora maintain a graffiti site databaselinventory, and Council Meeting No- 08-08 Tuesday, March 26, 2008 THAT the Town of Aurora partner with community groups, businesses and other interested parties to organize a community beautification day during the summer of 2008; and THAT contingent upon staff being successful in obtaining the necessary funding from outside sources, summer students be hired for the 2008 summer to work through the By-law Services Department on the removal of graffiti from Town owned properties; and THAT the costs associated with the hiring of summer students to work on the removal of graffiti from Town owned properties, as well as an educational program and package be included in the 2009 budget discussions; and THAT staff be directed to develop and implement a graffiti education/ awareness program with the assistance of the York Regional Police, Crime Stoppers and Police and Community Together (P.A.C.T); and THAT the Town of Aurora partner with local businesses, service and/or communitygroups to sponsor an anti -graffiti poster design competition among Aurora youth ages 14-19; and THAT, in attempting to implement anti -graffiti strategies, staff be directed to formalize partnerships with those partners identified by the committee and pursue any other partnerships that may be presented; and THAT staff bring forward a Graffiti By-law for private property for Council's consideration and implementation. AMENDMENT: Upon the question of the adoption of the -� recommendation, it was: Moved byCouncillor MacEachem Seconded by Councillor Gaertner THAT paragraph 6 be amended to replace the word "included" with the Words "considered during" CARRIED AMENDMENT: Upon the question of the adoption . of the recommendation, it was: Moved by Councillor Marsh - Seconded by Councillor MacEachern THAT the last paragraph which reads as follows: "THAT staff bring forward a Graffiti By-law for private property for Council's consideration and implementation." be removed from the main motion. DEFEATED The main motion was CARRIED AS AMENDED Council Meeting No. 08-08 Tuesday, March 25, 2008 Moved by Councillor MacEachern Seconded by Councillor Gaertner THAT staff be directed to contact the utility companies to seek their support in partnering financially in the endeavours to clean up their utility boxes. CARRIED X CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION Moved by Councillor Collins-Mrakas Seconded by CouncillorMacEachern THAT item 8 be brought forward for consideration at this time. CARRIED 8. CS08-008— Orchard Heights Reservoir Property Moved by Councillor Collin-Mrakas Seconded by Councillor Marsh THAT report CSOS-008 entitled Orchard Heights Reservoir Property be received for information; and THAT the York Regional Police be requested to perform a Crime Prevention through Environmental Design audit of the property; and THAT, once the Audit Report is completed, a.public meeting be arranged with the residents to present the police's report and the Town's plan to address the residents' concerns for this coming summer. AMENDMENT: Upon the question of the adoption of the recommendation, it was: Moved by Councillor Marsh Seconded by Councillor MacEachern THAT In the third paragraph the word "plan" be replaced with "proposed strategy" CARRIED AMENDMENT: Upon the question of the adoption of the recommendation, it was:. Moved by Councillor Granger Seconded by Councillor Collins-Mrakas THAT, if there are any specific costs associated with the proposed strategy, staff report back to General Committee. CARRIED The main motion was CARRIED AS AMENDED. Council Meeting No. 08-08 Tuesday, March 25, 2008 T. Notice of Motion from Councillor Buck Re: Presentations at Council Meetings Moved by Councillor McRoberts Seconded by Councillor MacEachern THAT Item 7 - Notice of Motion from Councillor Buck regarding presentations at Council meetings, be deferred to the April 1, 2008, General Committee meeting. CARRIED 13. Correspondence from Mr. Steven Comisso of Lynch & Comisso Architects, to the Director of Leisure Services Re: Aurora Heritage Centre at 22 Church Street, Heating System Alternates Pricing; (Requested at Special GC meeting of March 24, 2008) (Revised Expenditure Chart to be handed out at meeting) Moved by Councillor McRoberts Seconded by Councillor Marsh THAT the correspondence and the revised expenditure chart be referred to the March 31, 2008 Special General Committee - Budget meeting. CARRIED Xllf READING OF BY-LAWS Moved by Councillor Collins-Mrakas Seconded by Councillor MacEachern i THAT the following listed by-laws be given 1st, 2nd and 3rd readings, and enacted: 5010-08.T BEING A BY-LAW to designate and erect stop signs at the intersection of George Street and Tyler Street, 5011-08.T BEING A BY-LAW to amend Parking By-law 4574-043 as amended, with respect to parking on Walton Drive 5012-083 BEING A BY-LAW to amend Parking By-aw 4574-043 as amended, with respect to parking on Birkshire Drive. 5017-08.0 BEING A BY-LAW to confirm actions by Council resulting from meeting 08-08 on March 25, 2008. CARRIED XI REGIONAL REPORT Mayor Morris advised that she will attend the Regional Council meeting on Thursday, March 27, 2008 and that she will be meeting with staff on Wednesday, March 26, 2008 to be updated on current Town matters and issues which might be of relevance at the Regional Council meeting. Council Meeting No. 08.08 Tuesday, March 25, 2008 Xll NEW BUSINESS/GENERAL INFORMATION— COUNCILLORS Councillor McRoberts confirmed that appropriate action has been taken with regard to a letter, dated March 18, 2008, from the Government of Ontario regarding Seniors' Month and a related nomination for the 2008 Senior of the Year award. Councillor Granger requested that staff look into the possible plans for York Region Police to increase their compliment of vehicles patrolling the vicinity around the water reservoir lands in Aurora. Moved by CouncillorMacEachern Seconded by Councillor Marsh THAT the Procedural By-lawbe waived in order to allow a document entitled Aurora Storm Water Ponds, Vegetation and Wildlife Study,. prepared by Mr. David Tomlinson and volunteer task force, to be added to Other Business for consideration. CARRIED Moved by CouncillorMacEachern Seconded by Councillo' Marsh THAT the "Town of Aurora Storm Water Management fonds, Vegetation and Wildlife Study', previously circulated to the Mayor and members of Council, be received for information and referred to staff for comment with respect to the recommendations included in the report. CARRIED Mayor Morris requested that the Town's auditors be requested to meet with her in relation to two letters that she has drafted in response to previous articles, regarding Town budget matters, written In a local newspaper which may have provided inaccurate information. Mayor Morris advised that, in response to a letter to the editor in the Auroran on March 25, 2008, regarding a recent photography display, the correct process was followed to have this display shown at the Aurora Town Hall. Mayor Morris asked staff to confirm this fact, which the Director of Leisure Services verified that the process which was followed by the Mayors' Office to have this temporary photography display installed on the second floor of the Town Hall, was appropriate. Moved by Councillor MacEachern Seconded by Councillor McRoberts THAT this meeting be extended beyond 10:30 p.m. until 11:00 p.m. in order to address the remaining items on the agenda, including the Closed Session. CARRIED Councillor MacEachern, having previously declared at interest in the closed session item pertaining to. the Town owned 404-Leslie Street lands, 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. Council Meeting No. 08-08 Tuesday, March 25, 2008 XIV CLOSED.SESSION Property, Legal, Personal and Labour Relations Matters Moved by Councillor Gaertner Seconded by Councillor McRoberts THAT Council resolve into a Closed Session to consider personal matters about identifiable individuals; a property matter regarding the Town owned 404-Leslie Street lands; labour relations matters regarding non -union staff compensation, and a Legal matter regarding non-compliance use of land. CARRIED XV ADJOURNMENT Moved by Councillor.MacEachern THAT the meeting be adjourned at 10:35 p.m. CARRIED PHYLLIS M. MORRIS, MAYOR KAREN FWART, DEPUTY CLERK AurZoRA TOWN OF AURORA SPECIAL COUNCIL - PUBLIC PLANNING MEETING MINUTES NO. 08-09 Council Chambers Aurora Town Hall Wednesday, March 26, 2008 ATTENDANCE COUNCIL MEMBERS Mayor Morris in the Chair; Councillors Buck, Gaertner, Granger, MacEachern, Marsh, McRoberts and Wilson MEMBERS ABSENT Councillor Collins-Mrakas was absent. OTHER ATTENDEES Director of Planning, Manager of Development Planning, Planner, Administrative Co-ordinator/ Deputy Clerk and Council/Committee Secretary Mayor Morris called the meeting to order at 7:00 p.m. I DECLARATIONS OF PECUNIARY INTEREST There were no declarations of pecuniary interest under the Municipal Conflictof /nterestAct. Il APPROVAL OFAGENDA Moved by Councillor Buck Seconded by Councillor Gaertner THAT the agenda as circulated by the Corporate Services Department be approved as presented. CARRIED 111 PLANNING APPLICATIONS Mayor Morris outlined the procedures that would be followed in the conduct of the public meeting. The Deputy Clerk confirmed that appropriate notice had been given and that signs had been posted on the subject. properties In accordance with the relevant provisions of the Planning Act. Special Council — Public Planning Minutes No. 08-09 Wednesday, March 26, 2008 1. OL0S-018 — Application to Amend the Zoning By-law ASL Properties Ltd. Part of Lots 2 and 3, Registered Plan 535 16 Industrial Parkway South File D14-14.07 Planning Staff The Planner provided a description of the application and reviewed the contents of the report, outlining the location of the property and current uses of the subject and surrounding lands. The Planner indicated that ASL Properties has submitted a zoning by-law amendment application to permit business and professional office use on the property, specifically the national head office. for Apple Self Storage. Aoplicant/Agent Mr. Gary Templeton, Planning Consultant, addressed Council to provide additional comments to the Planner's presentation, advising that the request by the applicant is in accordance with the Official Plan and that the outstanding issues, which In his opinion are fairly minor, will be resolved through the site plan application process. Public Comments There were no members of the public in attendance to comment on the application. The public portion of the meeting closed at 7:20 p.m. and Council's deliberations began. Moved by Councillor MacEachern Seconded by Councillor Wilson THAT the appiication be approved in principle, subject to the resolution of outstanding issues; and THAT staff prepare an Implementing Zoning By-law amendment, subject to the review of at least the first site plan submission. CARRIED 2. PL08-026 - Application to Amend the Zoning By-law . 6768148 Canada Limited 219 Old Yonge Street File D14.09-07 Planning Steff The Manager of Development Planning provided a description of the application and reviewed the contents of the report, outlining the location of the property and current uses of the subject and surrounding lands. The Manager indicated that the applicant is proposing to rezone the subject lands to permit the conversion of the existing dwelling to an office for Prolellenium Medical Technologies, a business involved in the sale of cosmetic goods to physicians. The Manager advised that the use would be for administrative purposes only and that no shipping, warehousing or product deliveries are associated with the operations of this business. Special Council— Public Planning Minutes No. 08-09 Wednesday, March 26, 2008 Applicant/Agent Mr. Howard Friedman, HBR Planning, addressed Council to advise that the proposed professional office for Prolellenium Medical Technologies is for administrative purposes only, involving six employees. Mr. Friedman indicated that no manufacturing, shipping or client visits will take place and that no changes to the exterior of the building are being requested. Mr. Friedman also indicated that the septic system would be decommissioned and converted to Town services. As well, Mr. Friedman advised that the amendments requested to parking would only affect the front lot and would maintain the current mature trees. Public Comments Ms Orianna Brodbeck addressed Council in opposition to the application, commenting that it would change the face of the area and open the doors for more businesses to encroach into the residential area: Ms Brodbeck requested assurance that the proposal being outlined now will remain in place in the future. Ms Barbara Stoakland addressed Council in, opposition to the application, questioning why businesses need to encroach into residential areas rather than opening in plazas. The public portion of the meeting closed at 8:10 p.m. and Council's deliberations began. Moved by Councillor Buck Seconded by Councillor MacEachern THAT the application be approved in principle, subject to the resolution of outstanding issues and comments made by Council and the public, and THAT the approval be subject to the submission of the site plan application, which will include but not be limited to the following issues: - retaining an arborist to consider the potential impact the parking will have on trees - screening on the east, south and north sides - Holding prefix - site specific by-law pertaining to the current building - setbacks landscape plan - permeable parking lot surface; and THAT staff be directed to review the possibility of reducing the parking standard requirement. CARRIED 3. Correspondence from Ms Dianne Hurdle of Tara Hill Circle Re: Item 2 - PL08-026 - Application to Amend the Zoning By-law 6768148 Canada Limited 219 Old Yonge Street File D14-09.07 Moved by Councillor Buck Seconded by Councillor MacEachern THAT the correspondence from Ms Diane Hurdle of Tara Hill Circle be received for information. CARRIED Special Council — Public Planning Minutes No. 08-09 Wednesday, March 26, 2008 IV READING OF BY-LAWS Moved by Councillor MacEachern Seconded by Councillor Buck THAT the following listed by-law be given 1", 21" and 3rd readings, and enacted: 5016-08.0 BEING A BY-LAW to confirm actions by Council Resulting From Special. Council — Public Planning Meeting 08-09 on March 26, 2008. CARRIED V ADJOURNMENT Moved by Councillor Buck THAT the meeting be adjourned at 8:56 p.m. CARRIED PNYLLIS M. MORRIS, MAYOR KAREN EWART, DEPUTY CLERK COUNCIL - APRIL 8, 2008 ITEM AuioRA TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING MINUTES NO. 08-15 Council Chambers Aurora Town Hall Monday, March 24, 2008 ATTENDANCE COMMITTEE MEMBERS Deputy Mayor McRoberts in the Chair; Councillors Buck, Collins-Mrakas, Gaertner (arrived 7:05 p.m.), Granger (arrived 7:03 p.m.), Marsh and Wilson MEMBERS ABSENT Mayor Morris and Councillor MacEachern were absent. OTHER ATTENDEES Chief Administrative Officer, Director of Leisure Services Financial Analyst/Budget Supervisor, Curator of Hillary House and Administrative Co- ordinator/Deputy Clerk Deputy Mayor McRoberts called the meeting to order at 7:00 p.m. 1 DECLARATIONS, OF PECUNIARY INTEREST Deputy Mayor McRoberts declared a pecuniary interest in item 1, pertaining to user groups in Aurora, by virtue of his employer being one of the groups represented. Deputy Mayor McRoberts did not take part .in or vole on any questions in this regard or attempt. in any way to influence the voting on such questions. II APPROVAL OF AGENDA General Committee recommends: THAT the agenda as circulated by the Corporate Services Department be approved. - CARRIED Councillor Granger arrived at T03 p.m. Councillor Gaertner arrived at 7:05 p.m. I// DELEGATIONS None -1- COUNCIL - APRIL 8, 2008 ITEM # -2 Special General Committee Report No. 08-15 Monday, March 24, 2008 IV CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 1. LS08-016 - Aurora Heritage Centre General Committee recommends THAT it be recommended to Council that the Mayor and Clerk be authorized to execute the Contribution Agreement with the Minister of Canadian Heritage for funding under the Cultural Spaces Canada - Grant Program for the Aurora Heritage Centre; and - THAT staff incorporate the following amendments as the grant eligible projects to be financed by the grant: New Floating, Ventilation and Air Conditioning System Additional Framing and Millwork Improved Lighting Fixtures Multi Purpose Room Picture Hanging Rails Picture Hanging Rails Basement New Moulding in Multi Purpose Room . Fixtures Store Front Framing Interior Storm Windows Roller Shades Tender Documents Advertising Tender Display Millwork; and THAT, in terms of the heating, ventilationlair conditioning system, staff' return to the contractor to determine specifics regarding Base Case 2 and other options that may be provided; and THAT the matter be referred to the budget deliberations for further . - consideration. CARRIED Staff was requested to provide a copy of the revised Project Expenditure Chart at the March 25, 2008 Council meeting. Deputy Mayor McRoberts vacated the Chair and Councillor Gaertner assumed the Chair. Councillor McRoberts, having previously declared an interest in Item 2, did not take part In the vote called for in this regard. _ 2. LS08-017 User Fee Increase RECOMMENDED THAT' it be recommended to Council that, In order to achieve the $7,000 of required revenue from the artificial turf field user fees, Schedule A of the Sports Field and Park Use Policy be modified for the off-season only (March I" to May 15m and October I" to December 1) from $75.00 per hour to $20.50 per hour with the remainder of the feesremaining the same. CARRIED Councillor, Gaertner vacated the Chair and Deputy Mayor McRoberts resumed the Chair. .2. COUNCIL - APRIL 8, 2008 ITEM # 1.3 Special General Committee Report No. 08-16 Monday, March 24, 2008 V ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 9:59 p.m. CARRIED THE REPORT OF THE GENERAL COMMITTEE MEETING 08-15 IS SUBJECT TO FINAL APPROVAL AT COUNCIL ON TUESDAY, APRIL 9, 2008. J. McRoberts, Deputy Mayor Karen Ewart, Deputy Clerk -3- COUNCIL - APRIL 8, 2008 JITEM# 2 - 1 Aua�oRA TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING MINUTES NO. 08-16 Council Chambers Aurora Town Hall Monday, March 31, 2008 ATTENDANCE COUNCIL MEMBERS Mayor Morris in the Chair; Councillors Buck, Collins- Mrakas, Gaertner, Granger (arrived at 9:50 p.m.), MacEachern and Wilson (arrived at 8:03 p.m.) MEMBERS ABSENT Councillor Marsh .OTHER ATTENDEES Chlef Administrative Officer, Director of Financial Services/Treasurer, Director . of Public Works, Financial/Budget Analyst, Manager of Facilities/ Property and Administrative Co-ordinator/Deputy Clerk Mayor Morris called the meeting to order at 7:14 p.m. I DECLARATIONS OF PECUNIARY INTEREST There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. II APPROVAL OF AGENDA General Committee recommends: THAT the Procedural By-law be waived to .permit additional items to be added to the Special General Committee agenda. CARRIED The meeting was recessed at 7:16 p.m. so the Members of the Committee could review the additional material provided. General Committee recommends: THAT the agenda with the following additional items, be approved: ➢ ITEM 7 - Correspondence from FCM Centre for Sustainable Community Development Re: 2008 Call for Applications: Energy New GMF Funding Opportunity for Green Buildings (ADDED ITEM) ITEM 8 - Memorandum from the Director of Public Works Re: MITI Funding Approval - Allaura Boulevard (ADDED ITEM) _ -4- JCOUNCIL - APRL�e$d ?,Micommitteemeeting No.08-18 ITEM Monday, March 31, 2008 ➢ ITEM 9 - Memorandum from the Director of Public Works Re: Proposed Budget Adjustments to Accommodate Federal Funding from Lake Simcoe Clean-up Program (ADDED ITEM) ITEM 10 - Extract from Arts and Culture Advisory Committee -- March 27, 2008 Re: Aurora Heritage Centre — 22 Church Street (ADDED ITEM) CARRIED Mr. Robert Mancini, consultant for the Town of Aurora regarding Geothermal Heating and Mr. Gerry Dyche, architect for the Aurora Heritage Centre were requested to participate in the meeting to answer questions with respect to the proposed geothermal heating system and other matters related to the building at 22 Church Street. 1. Memorandum from the Financial Analyst/Budget Co-ordinator Re: Aurora Heritage Centre — Cultural Spaces Federal Grant Program Councillor Wilson arrived at 8:03 p.m. Councillor Granger arrived at 9:50 p.m. General Committee recommends:. - THAT Base Case 2 system be included in the Aurora Heritage Centre renovations at an additional cost of $203,000 being allocated to the project; and THAT Council approve funding of $82,890 from the Church Street School Reserve to be applied to the Aurora Heritage Centre renovations (capital project #72059); and THAT Council approve the additional funding requirements as identified in the financial summary chart, including any changes made to the chart during this meeting. CARRIED General Committee recommends: THAT item 9. be brought forward for consideration. CARRIED 9. Memorandum from the Director of Public Works Re: Proposed Budget Adjustments to Accommodate Federal Funding from Lake Simcoe Clean-up Program (ADDED ITEM) General Committee recommends: THAT the memorandum from the Director of Public Works regarding proposed budget adjustments to accommodate federal funding from Lake Simcoe Clean-up Program be received for Information. CARRIED -5- COUNCIL - AP1116pal:99941 Committee Meeting No.08.16 Monday, March 31, 2008 General Committee recommends: THAT item 8 be brought forward for consideration. CARRIED JITEM# 2-3 8. Memorandum from the Director of Public Works Re: MITI Funding Approval —Allaura Boulevard (ADDED ITEM) General Committee recommends: THAT the memorandum from the Director of Public Works regarding MITI Funding Approval for Allaura Boulevard be approved; and THAT capital project 31068 be approved and funded through the Provincial MITI grand monies; and THAT the project be moved above the line AMENDMENT- Upon discussion of the motion itwas General Committee recommends: THAT steps be taken by staff to recognize the funding of the project. CARRIED THE MAIN RECOMMENDATION WAS CARRIED AS AMENDED General Committee recommends: THAT the hour be extended to 11:00 p.m. CARRIED General Committee recommends: THAT item 3 be brought forward for consideration. CARRIED 3. Canada Day Parade —2006 Expense Breakdown and Proposed 2008 Budget General Committee recommends: THAT the proposed 2008 Budget for the Canada Day Parade in the amount of $3,000 be approved. CARRIED -6- COUNCIL - APRMW%I7zQQtjql Committee Meeting No.08-16 Monday, March 31, 20D8 2. LS08-016—Aurora Heritage Centre General Committee recommends: ITEM # 2-4 THAT the amount of $80,000 be included in the 2008 budget for the replacement of the Aurora Heritage Centreroof, provided that there are no other works that the Ontario Heritage Trust requires before. this change will be approved by the Ontario Heritage Trust; and THAT the roof replacement be subject to the normal tender process; and THAT the Director of Financial Services report back on the source of funding for the roof replacement CARRIED 4. Memorandum from the Director of Finance/Treasurer 'Re; Library Board General Committee recommends: THAT the memo regarding the Library Board be received for information. CARRIED 6. Memorandum from the Chief Administrative Officer Re: Staff Justifications — EconomicDevelopmentDivision General Committee recommends THAT memorandum from the Chief Administrative Officer entitled Staff JustiBcatlons — Economic Development Division be received for information. CARRIED 5. Memorandum from the Chief Administrative Officer Re: Calendar of Staff Initiative Events — 2007 and Preliminary Calendar- 2008 General Committee recommends: THAT the Calendar of Staff Initiative Events — 2007 and Preliminary Calendar— 2008 be deferred to the next budget meeting. CARRIED Correspondence from FCM Centre for Sustainable Community Development Re: 2008 Call for Applications: Energy New GMF Funding Opportunity for Green Buildings (ADDED ITEM) - General Committee recommends: THAT the correspondence from FCM.Centre for Sustainable Community Development regarding 2008 .Call for Applications: Energy New GMF Funding Opportunity for Green Buildings be deferred to the next budget meeting. CARRIED JCOUNCIL - APRV#e%I2QQI%I Committee Meeting No.08.16 ITEM Monday, March 31, 2008 10. Extract from Arts and Culture Advisory Committee — March 27, 2008 Re: Aurora Heritage Centre —22 Church Street General Committee recommends: THAT the Extract from Arts and Culture Advisory Committee— March 27, 2008 regarding the Aurora Heritage Centre — 22 Church Street be deferred to the next budget meeting. CARRIED 1V ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 11:11 p.m. CARRIED THE REPORT OF THE GENERAL COMMITTEE. MEETING 07-16 IS SUBJECT TO FINAL APPROVAL AT COUNCIL ON TUESDAY, APRIL 8, 2007. PHYLLIS M. MORRIS, MAYOR - KAREN EWART, DEPUTY CLERK -8- COUNCIL - APRIL 8, Zoos JITEM# 3.1 AUr�_oRA TOWN OF AURORA GENERAL COMMITTEE MEETING MINUTES NO. 08-17 Council Chambers Aurora Town Hall Tuesday, April 1, 2GO8 ATTENDANCE COMMITTEE MEMBERS Councillor Wilson in the Chair; Mayor Morris, Councillors Buck, Collins-Mrakas, Gaertner, Granger, MacEachern and McRoberts MEMBERS ABSENT Councillor Marsh was absent. OTHER ATTENDEES Chief Administrative Officer, Administrative Co- ordinator/Deputy Clerk, Director of Building, Director of Planning, Director of Public Works, Director of. Financial Services/ Treasurer, and Counc lCommittee Secretary. Councillor Wilson called the meeting to order at 5:39 p.m. DECLARATIONS OF PECUNIARY INTEREST Councillor MacEachern declared a pecuniary interest in the closed session property matter regarding the 404 lands, due to a customer/client relationship and did not take part in any questions in this regard or attempt in any way to influence the voting on such questions. General Committee recommends: THAT General Committee resolve into a Closed Session to consider personal matters about identifiable individuals; a property matter regarding the Town owned 404-Leslie Street lands; and labour relations matters regarding non -union staff compensation and Town Hall and Leisure Services Facilities temporary closure for Christmas holidays 2010, CARRIED General Committee resolved into closed session at 5:40 p.m. General Committee reconvened into public session at 7:08 p.m. DECLARATIONS OF PECUNIARY INTEREST Councillor MacEachern reiterated her pecuniary interest in the closed session property matter regarding the 404 lands, due to a customer/client relationship and did not take part in any questions in this regard or attempt in any way to influence the voting on such questions. -g- COUNCIL - APRIL 8�a2008 GCommittee Report No. 06-17 Tuesday, April 1, 2008 If APPROVAL OF AGENDA General Committee recommends: ITEM THAT the agenda as circulated by the Corporate Services Department, with the following additional items, be approved: ➢ Closed Session Item Re: Legal Matter Pertaining to OMB Application by Westhill Redevelopment Company Limited ➢ Additional Material for Delegation b) Mr. Vincent Santamaura, SRN Architects Inc. Re: 15160 Yonge Street — Request for Cash -in -lieu -of -Parking Delegation c) - Ms Heather Truster Delegation d) - Mr. Stephen Lerner, Manager, Real Estate - Suncor Delegation e) - Mr. Don Dussault, Manager of Real Estate Development for Ontario - Imperial Oil Re: Item 3 - AAC08-02 — Accessibility Advisory Committee Meeting Minutes - March 19, 2008 (Item 5) : Site Plan Amendment Application — Imperial Oil — 1472 Wellington Street East (Item 14) — Correspondence from Mr. Stephen Lemer, Manager, Real Estate— Succor Energy Products Inc. Application for Site Plan Approval — 152,55 Leslie Street and 1540 Wellington Street East (Item 15) — Correspondence from Mr. Don Dussault, Manager, Real Estate Development —imperial Oil Limited Imperial Oil Site at NAN Corner of Wellington Street and Leslie Street ➢ New Item 15 Memorandum from the Deputy Clerk Re: Special Meetings cf General Committee CARRIED III ADOPTION OF PREVIOUS MINUTES Special General Committee Meeting Minutes 08-11, Wednesday, February 27, 2008 Special General Committee Meeting Minutes No. 08-12 Monday, March 3, 2D08 Special General Committee Meeting Minutes 08-13 Thursday, March 6,'2008 General Committee Meeting Minutes 08-14, March 18, 2008 General Committee recommends: THAT the Special General Committee Meeting minutes 08-11, 08-12, 08- 13 and General Committee Meeting minutes 08-14 be adopted. _ CARRIED IV DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 3, 4, 5, 6, 8, 9, 10, 11, 12, J 310 and 16 were identified for discussion. COUNCIL - APRGL 8�a2008ittee Report No. 08-17 ITEM # 3.3 Tuesday, April 1, 2008 V ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION General Committee recommends: THAT the following recommendations respecting the matters listed as "Items not Requiring Separate Discussion be approved as submitted to the General Committee and staff be authorized to take all necessary action required to give effect to same: 1. EAC08-03 — Environmental Advisory Committee Meeting Minutes March 6, 2008 THAT the Environmental Advisory Committee Meeting minutes from the March 6, 2008 meeting be received and the recommendations contained therein be adopted. 2. HAC08.02 — Heritage Advisory Committee Meeting Minutes, March 17, 2008 THAT the Heritage Advisory Committee Meeting minutes from the March 17, 2008 meeting be received and the recommendations contained therein be adopted.. , PL08.019 — Request for Street Names Stirling Cook Aurora Inc. 13777, 13796, 13815 Yonge Street and 74 Old Bloomington Road Parts of Lot 17, 18, 19 And 20, Registered Plan 166 File D07-02-06 THAT the following street name be approved for the proposed private road within Draft Plan of Condominium, D07-02-06, Stirling Cook Aurora Inc. Street "A" — Davina CARRIED VI DELEGATIONS (a) Mr. John Lenchak, Accessibility Advisory Committee Member Re: Item 3 - AAC08-02 — Accessibility AdvisoryCommitteeMeeting Minutes - March 19, 2008 (Item 5) — Site Plan Amendment Application — Imperial Oil — 1472 Wellington Street East (Item 14) - Correspondence from Mr. Stephen Lerner, Manager, Real Estate — Suncor Energy Products Inca Application for Site Plan Approval — 15266 Leslie Street and 1540 Wellington Street East (Item 15) - Correspondence from Mr. Don Dussault, Manager, Real Estate Development— Imperial Oil Limited Imperial Oil Site at WIN Corner of Wellington Street and Leslie Street Mr. John Lenchak addressed General Committee to request that any new gas station provide full service for 6 hours per day to its customers. Mr. Lenchak advised that requiring disabled customers to call ahead for an appointment singles them out, when the focus should be to attempt to integrate them. - 11 - COUNCIL - APRIL 8, 2008 General Committee Report No. 08-17 Tuesday, April 1, 2008 General Committee recommends; ITEM THAT the comments of the delegate be received for information and referred to item 3 on the agenda. CARRIED General Committee recommends: THAT delegations c and d and item 3 be brought forward. CARRIED (c) Ms Heather Trusler Re: Item 3 - AAC08-02 — Accessibility Advisory Committee Meeting Minutes - March 19, 2008 {Item 5) — Site Plan Amendment Application — Imperial Oil — 1472 Wellington Street East (Item 14) — Correspondence from Mr. Stephen Lerner, Manager, Real Estate — Suncor Energy Products Inc. Application for Site Plan Approval — 15255 Leslie Street and 1540 Wellington Street East (Item 15) —Correspondence from Mr. Don Dussault, Manager, Real Estate Development —Imperial Oil Limited Imperial Oil Site at NIW Corner of Wellington Street and Leslie Street Ms Heather Trusler addressed General Committee to suggest that full service should be available to any customer who requires it, whether they he disabled, with small children or in other circumstances: Ms Trusler advised that she was able to buy gas at a, full service station at Yonge Street and Ransom Street and then at Wellington Street East and Mary Street, but now has to travel to Newmarket or Oak Ridges, which adds unnecessary travel time. Ms Trusler advised that she finds it insulting to be required to make an appointment 24 hours ahead in order to buy gas and that not providing the full service component is short sighted. Ms Trusler also pointed out that having to hand over a credit card to an attendant who takes it out of sight into the payment booth is very concerning. General Committee recommends: THAT the comments of the delegate be received for information and referred to item 3 on the agenda. CARRIED (d) Mr. Stephen Lerner, Manager, Real Estate — Suncor Energy Products Re: Item 3 - AAC08-02 — Accessibility Advisory Committee Meeting Minutes - March 19, 2008 (Item 5) — Site Plan Amendment Application — Imperial Oil — 1472 Wellington Street East (Item 14) — Correspondence from Mr. Stephen Lerner, Manager, Real Estate — Suncor Energy Products Inc. Application for Site Plan Approval -15255 Leslie Street and 1540 Wellington Street East (Item 15) —Correspondence from Mr. Don Dussault, Manager, Real Estate Development — Imperial Oil Limited Imperial Oil Site at N/W Corner of Wellington Street and Leslie Street -12- �. i COUNCIL - APRIL 8, 2008 General Committee Report No. 08-17 Tuesday, April 1, 2008 ITEM # 3.5 Mr. Stephen Lerner addressed General Committee to advise that Surcor Energy Products is not adverse to providing full service at their gas stations and that stations are being designed to be accessible. Mr. Lerner advised that the Accessibility for Ontarians with Disabilities Act, which has been in effect since January 2008, does not yet address customer service standards, which have not yet been detailed but will come Into effect in'2012. Mr. Lerner suggested that it would be appropriate to have disabled persons make an appointment in order to allow full service during a shift change when more than one employee would be on site. Further, Mr. Lerner advised that this process is currently In place, but not well communicated. Pertaining to price, Mr. Lerner advised that the price differential. for full service is usually 5¢ per litre, but that the price would be the same on an appointment basis. General Committee recommends: THAT the comments of the delegate be received for information and referred to item 3 on the agenda. CARRIED General Committee recommends: THAT the Procedural By-law be waived in order to allow a member of the audience to speak, (e) Mr. Don Dussault, Manager of Real Estate Development— . Imperial Oil Limited Re: Item 3 - AAC08-02 —Accessibility Advisory Committee Meeting Minutes - March 19, 2008 - (Item5)— Site Plan Amendment Application — Imperial Oil = 1472Wellington Street East lltem 14) —Correspondence from Mr. Stephen Lerner, Manager, Real Estate — Suncor Energy Products Inc. Application for Site Plan Approval -15255 Leslie Street and 1540 Wellington Street East (Item 15) — Correspondence from Mr. Don Dussault, Manager, Real Estate Development— Imperial Oil Limited Imperial Oil Site at N/W Corner of Wellington Street and Leslie Street Mr. Don Dussault addressed General Committee to advise that Imperial Oil is proposing to add a drive-ihru to the existing gas station on the northwest corner of Wellington Street East at Leslie Street. Mr. Dussault advised that Imperial Oil has a concern regarding the request by the Accessibility Advisory Committee to provide full service on the site for 6 hours per day. Mr. Dussault indicated that he responded via a letter to the committee, providing Imperial Oil's website, tol(-free number, the phone -numbers for the gas stations at Yonge Street. and Cousins Drive and at Leslie Street and Wellington Street East, and information pertaining to the national policy which is in place. The policy states that full service will be provided at self serve stations to persons with disabilities at the self serve price, with adequate advance notice. General Committee recommends: THAT the comments of the delegate be received for Information and referred to item 3 on the agenda. COUNCIL-APRI� 8�a2008itteoReportNo,os-1T �TEM Tuesday, April 1, 2008 3. AAG08-02 — Accessibility Advisory Committee Meeting Minutes March 19, 2008 General Committee recommends: THAT items 5, 14 and 15 be referred to staff for a report regarding the site plan issues; and THAT the comments of the four delegates also be referred to staff; and THAT, if necessary, staff contact the delegates to discuss the matter further before finalizing the report; and THAT staff prepare a report taking into consideration the Ontarians with Disabilities Act with relation to service requirements. CARRIED General Committee recommends: THAT the balance of the Accessibility Advisory Committee Meeting minutes from the March 19, 2008 meeting be received and the recommendations contained therein be adopted. CARRIED (b) Mr. Vincent Santamaura, SRN Architects Inc. Re: 15160 Yonge Street — Request for Cash-Inrlieu-of-Parking Mr. Vincent Santamaura addressed General Committee to provide an overview of the mixed use proposal for 5 Tyler Street. Mr. Santamaura requested consideration for cash -in -lieu of parking, as the applicants preference is to retain the house currently on the property, having been Identified as a building of interest by the Heritage Advisory Committee, and would result in a deficit of 11 parking spots. Mr. Santamaura advised that the application for the site includes a 3 storey, heritage inspired building with the ground floor being 4,500 square feet of commercial space and the top two floors being residential rental units with 6 units per floor. General Committee recommends; THAT the comments of the delegate be received. CARRIED General Committee recommends: THAT the matter be referred to staff for a report to address how cash -in lieu of parking can be addressed; and THAT the report reflect where overflow parking could be accommodated if the deficiency in parking were to be accepted; and THAT the report identify the actual parking requirement for the subject mixed use proposal and how the parking is calculated for specific uses and the ability to share on -site parking; and THAT the report include any other cases along Yonge Street, within the J past 5 years, where the parking standard requirement was altered. CP114 -D COUNCIL - APRGLn8eFa12C0a0m8ittee Report No. 08-17 Tuesday, April 1, 2008 General Committee recommends: THAT item 5 be brought forward for discussion. CARRIED ITEM # 3.7 5. PL08-.027— Release for Registration Ballymore Building (Bathurst) Corp. and Ballymore Development (Bathurst) Corp. Part of Lot 71, Concession 1, E.Y.S., 65M-2767 North of Bloomington Road, East of Bathurst Street File D12-04.1A General Committee recommends: THAT the Mayor and Clerk be authorized to execute a Subdivision Agreement between The Corporation of the Town of Aurora and Ballymore Building (Bathurst) Corp. and Ballymore . Development (Bathurst) Corp., in accordance with the draft approved conditions dated July 26, 2007, subject to the provision of financial payments and securities as set out on Schedules "K' and "L" of the agreement substantially in the form attached and subject to the execution of the Sewer Connection Agreement between the Owners, the Town of Richmond Hill and the Town of Aurora, and THAT the Mayor and Clerk be authorized to execute all documents necessary to give effect to same. CARRIED General Committee recommends: THAT item 9 be brought forward for discussion. CARRIED 9. LS08-018 — Request for Proposal — LS2008.25 Ada Johnson Park Water Play . General Committee recommends: THAT Council accept RFP LS2008-25, submitted by ABC Recreation Ltd in the amount of $134,859.33, for the provision of design and installation of the Ada Johnson Park Water Play system. CARRIED VII PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE None COUNCIL'- APRIL 8�a2008ittee Report No. 08-17 Tuesday, April 1, 2008 ITEM # 3-8 . Vlll CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 4. EDACO8-03 - Economic Development Advisory Committee Meeting Minutes - March 19, 2008 General Committee recommends: THAT the Economic Development Advisory Committee Meeting minutes from the March 19,2008 meeting be received with the correction to add Mayor Morris as an attendee, and the recommendations contained therein be adopted. CARRIED 6. PL08-021 -Application for Minor Site Alan 999080 Ontario Limited 14800 Yonge Street File D11-09-07 General Committee recommends: THAT report PL08-021 regarding proposed fagade and structural alterations to the Aurora Shopping Centre be received as information. CARRIED 8. BA08.001 - Customer Service Initiative Team - Terms of Reference General Committee recommends: THAT report BA08-001 be referred to closed session. CARRIED General Committee recommends: THAT report BA0B-001 be deferred to the April 8, 2008 Council meeting. CARRIED 10. PWOB-014-Lake Simcoe Clean-up Fund General Committee recommends: THAT Council support the reconstruction of Pond C1 and adjust the 2008 capital budget by increasing it by $176,000, with the funds to come from the Storm Sewer Reserve; and THAT Pond SW3 remain as is; and THAT staff consider the option of maintaining the dry pond on the southeast corner; and THAT, considering Environment Canada has approved the submitted projects, staff be directed to report more fully on the projects to the April 8, 2008 Council meeting to receive Council's approval to submit detailed proposals for the project(s) by the April 14, 2008 deadline. PIP -PIED COUNCIL - APR GL 8Ia2008itzee Report No. 08-17 Tuesday, April 1, 2008 11. Memorandum from the Chief Administrative Officer Re: Council Priority List General Committee recommends: ITEM # 3 - 9 THAT the memorandum regarding the Council Priority List be received for Information; and THAT an update meeting be set. CARRIED 12. Correspondence from the Regional Municipality of York Police Services Board Re: Resolution Pertaining to the Corrections and Conditional Release Act General Committee recommends: THAT Mayor and Council support an on-line petition from Karl Wash, President of the Ontario Provincial Police Association regarding the Corrections and Conditional Release Act and the need to address the rights of victims and their families when determining where a criminal will be incarcerated. CARRIED 13. Correspondence from the Minister Responsible for Seniors Re: Senior of the Year General Committee recommends: THA1' the correspondence from the Minister Responsible for Seniors regarding Senior of the Year be received for information; and THAT the correspondence be forwarded to the Seniors' Centre Co- ordinator, CARRIED 14. Proposed Motion from Councillor Buck Re: Presentations at Council Meetings (deferred from March 25, 2008 Council) This item was withdrawn from the agenda at the request of Councillor Buck. 15. Memorandum from the Administrative Co-ordinator/Deputy Clerk Re: Special Meetings of General Committee General Committee"recommends: THAT Monday, April 7, 2008 be scheduled for a Special General Committee meeting regarding the Aurora Heritage Centre and any budget items that may be addressed. CARRIED - 1 7 - COUNCIL - APR 8laF008ittee Report No.08-17 Tuesday, April 1, 2008 . General Committee recommends: JITEM# 3.10] THAT Monday, April 14, 2008 be scheduled for a Special General Committee — Budget meeting. CARRIED General Committee recommends: THAT the first hour of the April 15, 2008 General Committee meeting be dedicated to discussions regarding the Council Priority List. CARRIED General Committee recommends: THAT Wednesday, April 30, 2008be scheduled for the panel discussion — Ontario Power Authority meeting. CARRIED IX NEW BUSINESS/GENERAL INFORMATION— COUNCILLORS' None X CLOSED SESSION Personal, Legal, Labour Relations and Property Matters General Committee recommends: THAT General Committee resolve into a closed session to consider personal matters about identifiable individuals; a property matter regarding the Town owned 404-Leslie Street lands; and labour relations matters. regarding non -union staff compensation and Town Hall and Leisure Services Facilities temporary closure for Christmas holidays 2010. CARRIED XI ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 10:10 p,m. CARRIED THE REPORT OF THE GENERAL COMMITTEE MEETING b8-17 IS SUBJECT TO FINAL APPROVAL AT COUNCIL ON TUESDAY, APRIL 8, 2008, -18- COUNCIL - APRIL 8, 2008 ITEM # 4.1 u ram... .A►.uRoRA EXTRACT FROM GENERAL COMMITTEE MEETING NO. 08-17 HELD ON TUESDAY, APRIL 1, 2008 8. BA08-001 — Customer Service Initiative Team — Terms of Reference General Committee recommends: THAT report BA08-001 be referred to closed session. CARRIED General Committee recommends: THAT report BA08-001 be deferred to the April 8;, 2008 Council meeting. CARRIED -19- COUNCIL - APRIL 812008 ITEM # a - 2 r TOWN OF AURORA AURORA GENERAL COMMITTEE REPORT No. BA08-001 SUBJECT: Customer Service Initiative Team —Torras of Reference FROM: Techa van Leeuwen, Director of Building DATE: April 1, 2008 RECOMMENDATIONS THAT Report No. BA08-01 be received as information; and THAT Council endorse the Terms of Reference and Work Plan for the Customer Service Initiative Team outlined in Report No. BA08-01. BACKGROUND As part of 2007 budget Council approved $100,000 for phase 1 of the .Capital Asset Management System. The second phase of the Capital Asset Management System is being considered as one of the capital projects included in the 2008 budget. A component of the software will include a Customer Relationship Management (CRM).system for tracking and responding to enquiries, complaints and service requests. The Senior Management Team has participated in demonstrations of various software applications and through discussions realized that a corporate customer service vision and service delivery model must be developed prior to purchasing the technological tool to enable a successful implementation. COMMENTS A customer service initiative team referred to as CSI Aurora has been established - comprised of senior management, middle management and frontline customer service representatives from across the organization. The team is to review our current customer service model and make recommendations for improved service delivery. CSI Aurora has met twice. A Terms of Reference and Work Plan have been prepared for Council's review and approval as well as the following vision statement; "To provide a customer focused service that is informative and easily accessible" CSI Aurora has discussed the methodology for moving forward with the Work Plan. The team agreed the best approach for determining corporate customer service strengths and weaknesses is to survey both internally and externally and to target the people who use our -20- COUNCIL - APRIL 8, 2008 ITEM # 4-3 April 1, 2008 -2- Report No. BA08-001 services, visit our counters, telephone ore -mail our staff and Council, visit our website and participate in our programs. CSI Aurora would like to commence with a survey for internal staff and Council and based on the outcome develop an external survey. A report will come forward to Council requesting approval of the external survey prior to conducting the survey. OPTIONS 1. As recommended in this report 2. Council provide direction with respect to the customer service initiative. FINANCIAL IMPLICATIONS In 2007 $100,000 was approved for phase 1 of a Capital Asset Management system. Phase 2 is included in the 2008 budget. Part of the funds are allocated to a CRM system. There may be additional costs associated with a new and improved customer service model depending on Council's direction. Associated costs may include but are -not limited to facility upgrades, additional staff and training. CONCLUSIONS CSI Aurora is committed to defining a best practices approach for improved service delivery to our residents, customers and business partners. CSI Aurora is recommending Council endorse the attached Terms of Reference and Work Plan. LINK TO STRATEGIC PLAN Goal D: Ensure transparent, accountable and open governance in concert with informed and involved citizens. Objective D2: Enhance customer service. Objective D3: Be accountable and transparent to residents by ensuring open and accessible information flow and accessible decision -making. Objective D4: Create a respectful environment that fosters team work and open dialogue, consistent with a Character Community. These. Objectives acknowledge the responsibilities required by governance that contribute to informed and involved citizens. -21- COUNCIL - APRIL 85 2008 JITEM# 4.4 April 1, 2008 - 3 - Report No. BA08-001 ATTACHMENTS Attachment #1 — CSI Aurora - Terms of Reference Attachment #2 - CSI Aurora - Work Plan Attachment #3 — Capital Budget — Analysis by Project #14030 PRE -SUBMISSION REVIEW Senior Management Team — March 26, 2008 Prepared by: Techa van Leeuwen, Director of Building Administration, Ext. 4748 s Techa van Leeuwen John S. Rogers Director of Building Administration Chief Administrative Officer -22- COUNCIL - APRIL 8, 2008 Au_ RoRA r JITEM# 4.5 - y..'n.i:r Gaul tarwww CSI Aurora Customer Service Initiative Team Terms of Reference March 2008 Scope and Summary Terms of Reference The customer service team is charged, with the task of reviewing existing customer service units and customer service delivery within the corporation and identifying opportunities for customer service improvements. The main focus of the team is to consider and make recommendations on a centralized customer service model versus a decentralized model including associated benefits and challenges. The scope of the services that will be considered at this time are services provided within Tovni Hall Team Name and Membership The team shall be referred to as the Customer Service Initiative Team or CSI Aurora Members Techa van Leeuwen Al Downey Ilmar Simanovskis Peter Horvath Karen Bates- Denney Heather Green Darlene Munro Cheryl Banks Leigh Ann Wiseman Samantha Sample Director of Building Administration - Team Leader Director of Leisure Services Director of Public Works Manager of Operations Services, PW Manager of IT Services, CS Bylaw Enforcement Officer, CS Supervisor of Accounting, FS Revenue Administrator, FS Junior Planner,PL Zoning and Application Examiner, BA - PW = Public Works, CS = Corporate Services, FS = Financial Services, PL = Planning and Development Service, BA = Building Administrations Reporting Protocol The CSI Aurora team 'leader shall provide regular progress updates to the Senior Management Team (SMT). Minutes of the meetings will be taken and circulated to SMT. The team will formally report to General Committee .and Council as necessary for direction and critical decision making. It is anticipated the first report to General Committee will go forward In April 2008. Revised — March 24, 2008 - 23 - COUNCIL - APRIL 8; 2008 ITEM # a-6 Meetings Meetings will be held regularly. Initially meetings will be scheduled every two weeks and may be out back to monthly when the scope of the work is more clearly defined. Meeting will be scheduled for every second Thursday afternoon between 2pm and 4pm. Terms of Reference Mission Statement and Corporate Vision The CSI team shall make recommendations on a Corporate Customer Service Mission and Vision statement. The statements will stand as our customer service motto and our vision for desired outcomes. Customer Satisfaction Survey The CSI team shall develop a customer satisfaction survey for both internal and external feedback that shall be focused on service delivery including questions relating types of service enquiries, timeliness of response, accuracy of information, knowledge based applications, service channels ic. phone, counter, e-mail, website, written correspondence. The team will also determine the methodology for conducting the survey that will represent an appropriate cross section of citizens and the thresholds for acceptable response results. Customer Service Models The CSI Team will review and consider the benefits and challenges related to a centralized customer service model versus a decentralized customer service model or j variation thereof. Consideration shall be given to costs, staffing and training, facilities, specialized knowledge, software application tools, etc The team shall consider and may draw on customer service.successes and best practices in other municipalities. Customer Service Strategy and Standards The Team shall develop a customer service strategy and standards for all, service channels. The strategy shall benchmark acceptable standards for transfer of calls and redirect e-mails, timelines for responding to complaints and service requests, protocols for escalating complaints, trucking and monitoring of enquiries, etc Customer Relationship Management Software Two options for CRM delivery are a purchased in house system and hosted systems via an Application Service Provider (ASP). Part of the CSI Team's responsibility will be to consider and assess the various solutions based on our customer service module, during the evaluation phase of this project. This will involve active participation at the software demos and feedback based on the software solutions presented. Attachment #1 — CSI Aurora - Terms of Reference Revised — March 24, 2008 -24- COUNCIL - APRIL 8, 2008 JITEM# 4.7 Au>_or.A CSI Aurora — Work Plan Task Expected Completion date Develop Terms of Reference March 18, 2008 Report to General Committee Re: Terms of Reference and Work Plan April 1, 2008 Develop and conduct internal survey April 30, 2008 Develop external survey May 15, 2008 Report to General Committee. Re: Approval of external survey May 20, 2008 Conduct Survey June 30, 2008 Consider options for customer service model June 30, 2008 Report to Council Re: Results of survey and direction July 15, 2008 Develop Customer Service Strategy and Standards TBD Identify Next Steps TBD Attachment #2 — CSI Aurora - Work Plan Revised — March 24, 2008 - 25 - COUNCIL - APRIL 81, 2008 ITEM TOWNOFAURORA CAPITAL BUDGET - ANALYSIS BY PROJECT " Project 10: 114030 __-_�_,_ "•_"� Project Name: Gapitni Asset Management system Department: Corporate Services Service f Program : IT Oepedment ' Year of Inflation': 2007 . Addresses Council Direction : No To research and develop a capital asset management system that not only . meets the PSAB reporting requirements but also provides all of the Information required to allow the T6wri to manage its assets as efficiently and effectively as possible. Please note that this is the second part at this project. Part onawas approved as part of the 2007 Capital Budget. The Public Sector Accounting Board (PSAB) of the Canadian Institute of Chattered Accountants (CICA) has served notice that municipalities will be required to report on Tangible Capital Assets (7GA) on their'MUnicipal Financial Statements beginirtg i62009. This change will have a huge Impact on the way . municipalities account for their capital assets, in order to meet this reporting requirement, the Town will need to continue work in 2009 on researching the. historical cost of the assets as well as design policies and procedures for winch assets are being to be tracked and how this tracking will be petiormed. The., acquisition of the software will also Include a Customer Relationship - Management (CRM) component. Please note that this note has beerrupdatod to reflect revised funding requesting in both 200a and 2009. . hl`Qt (t0}+H�t t +ul�3rStIR i } 1;fR,61A i i,3h4`r�AA � 9+'13iG:A; :1:r010at8i:t.ExpenditumS Fulbmq Salaries i 9,aMoO Contracts ...,��. 3tjU.(7t)fl ,� b50001 69,00o 99,000 . 219000 ,�--.....�_.._. YataC. atQit.1 at en It(tke 43t; Ono. i. -;Bsttinat. Etna �jfF r' i... ., Attachment #3 — Capital Budget — Analysis by Project #14030 Revised March 24, 2008 - 26 - COUNCIL - APRIL 8, 2008 �ITEM# s - iI AuytoRA EXTRACT FROM SPECIAL GENERAL COMMITTEE CLOSED SESSION MEETING OF APRIL 1, 2008 Personal Matter— Composition of the CSI Aurora Customer Services Committee — (referred to closed session from General Committee April 1, 2008) THAT, ,in future, staff committees and the terms of reference be presented to Council, if Council endorsement is required for the establishment of the committee, prior to the members being appointed to the committee. - 27 . COUNCIL - APRIL 812008 ITEM # 6.1 /--7Qz7 TOWN OF AURORA AURORA COUNCIL REPORT No. PW08-017 SUBJECT: Lake Simcoe Clean -Up Fund (LSCUF) -Follow-up Report FROM: Ilmar Simanovskis, Director of Public Works DATE: April8, 2008 RECOMMENDATIONS THAT staff be directed to submit detailed project proposals to Environment Canada for funding from the Lake Simcoe Clean -Up Fund for the Retrofit ofSWM FacilityC-1 and the removal of the Burnett Pond by the April 14, 2008 deadline; THAT staff be directed to report to Council as soon as possible after the funding announcements for the program have been made on the result of the applications and, assuming the application were successful, to seek authorization to tender the retrofits of SWM Facility C-1. BACKGROUND Atthe General Committee Meeting of April 1, 2008, Council considered Report PW08-014 (Lake Simcoe Clean -Up Fund) and recommended: "THAT Council support the reconstruction of Pond C-1 and adjust the 2008 capital budget by increasing it by $176, 000, with the funds to come from the Storm Sewer Reserve; and THAT Pond SW-3 remain as is; and THAT staff consider the option of maintaining the dry pond on the southeast comer, and THAT, considering Environment Canada has approved the submitted projects, staff be directed to report more fully on the projects to. the April 8, 2008 Council meeting to receive Council's approval to submit detailed proposals for the projects) by the April 14, 2008 deadline. Given the deadline for submission of detailed project proposals, it is necessary for Council to decide at this meeting whether it wishes to proceed with the applications. The intent of this report is to respond to questions that were raised at the April 1, 2008 General Committee Meeting related .to facility SW-2/SW-3 and the Committee's . 28 - COUNCIL - APRIL 8, 2008 ITEM # April 8, 2008 - 2 - Report No. PW08-017 recommendation to not retrofit the southern (SW-3) .portion, and to obtain Council's approval to proceed with the applications for facility C-1. COMMENTS 1.0 General The three projects that were submitted for consideration were: Leisure Services Project No. 73032 - Burnett Pond Removal; and s Public Works Project No. 42039 - Retrofit SWM Facility SW2/SW3 and C-1 (two separate applications). The Burnett Pond Removal project was approved in the 2007 Capital Budget and does not require further discussion. Staff will prepare and submit the detailed proposal, and any grant money received from the LSCUF program willsimply reduce.the Town's financial contribution on the project. This report provides additional detail on Capital Project No. 42039 (Retrofit of SWM Facilities SW2/SW3 and C-1) which is currently "below the line" and therefore not approved for implementation in the proposed 2008 Capital Budget. The General Committee at its Special Budget Meeting of March 31, 2008 "received for information" a memo related to the budget for these projects (see attached Appendix "C"), This report is. intended in part to provide further information related to the financing of the projects. 2.0 Questions Related to Facility SW-2/SW-3 Two issues were raised at the April 1, 2008 General Committee meeting related to this facility and the Committee recommended that the SW-3 portion of the facility not be retrofitted. Information related to both questions and the Committee's recommendation is noted below: 2.1 Is Upgrading Facility SW-3 necessary? A question was raised regarding the upgrading of the part of the current SWM facility that is located on the south side of McClellan Way, and the Committee recommendation was to not do anything to this part of the facility. The current, and the proposed future, SWM facility in this area is composed of two sections that function together to provide the overall SWM controls to the tributary area, with one section (SW-3) located south of McClellan Way and the other section (SW-2) located north of the road. These are not two separate facilities; it is one overall facility that happens to have a road running through the middle of it. Neither section of the facility can provide the necessary SWM controls on its own; both have to be considered and upgraded together. -29- COUNCIL: APRIL 8, 2008 JITEM# 6.3 April 8, 2008 = 3 - Report No. PW08-017 2.2 Public Consultation Another question that was raised was in relation to consulting the public in the area about the project, and whether there would be concerns raised when the project gets underway. While staff cannot guarantee that there won't be any concerns raised, staff can advise that this upgrade. project was the subject of a Class Environmental Assessment, which included an extensive public consultation component. This included: 1) Notice of EA Study Commencement: Published twice in the Notice Board section of the Era Banner in December 2006; 2) Notice of Public Information Centre: Published twice in the Notice Board section of the Era Banner in April 2007; 3) Letter to residents regarding Public Information Centre: Hand -delivered to all residents in the area around the facilities, in both Aurora and King; and 4) Notice of Study Completion: Published twice in the Notice Board section of the Era Banner in September 2007. Following the Public Information Centre, a memo (see Appendix "D") was sent to Mayor and Council summarizing the results of the Centre. 2.3 Conclusions and Next Steps for Facility SW-2/SW-3 Given the General Committee's desire not to make changes to the southern portion of the overall facility at this time, the upgrade of the overall facility SW-2/SW-3 cannot proceed in its current form. As there are considerable environmental benefits to the overall upgrade project, staff intend to review the project and to report further on the project later in 2008 with ideas and options on how to move the project forward. There will be opportunities to apply to the LSCUF for funding for the project in the future, with the next ones being in January 2009 and April 2009. 3.0 Funding Scenarios for Facility C-1 The Lake Simcoe Clean-up Fund offers financial contributions ranging from one third to a maximum of two thirds of the total project cost. The total capital costs of the facility C-1 upgrade project is estimated to be $528,300 Between one third and two thirds of this amount would be eligible for grant funding based on the program criteria. This would result in the following range of funding: One Third Two Thirds Facility C-1 $176,100 $352,200 -30- COUNCIL - APRIL 8, 2008 ITEM # 2008 - 4 . Report No. PW08-017 In addition to this grant funding, the LSRCA has previously approved a 2008 contribution through the Lake Simcoe Water Quality Improvement Program for the C-1 project of $57,500. Based on this project cost and funding sources, the net capital cost impact on the Town would range from $294,700 for the one third funding scenario to $118,500 forthe two thirds funding scenario. Staff, would make the applications for the full two thirds funding scenario, which if approved would result in a net project savings of $409,800 to the Town. The approved funding amounts will not be known until May 1, 2008 when the funding approval notification is to occur. 4.0 Proiect Status The detailed design and submissions for regulatory approvals have been completed for both retrofit projects, and tender package preparation for the facility C-1 project is proceeding at this time. Key dates for proceeding with the project are summarized in Table No. 1, assuming that the funding announcements are made as scheduled by May 1, 2008. Table No. f Date/Period Activity April 14 Submit detailed pro'act forms for funding to Environment Canada May 1 Environment Canada recommends funding approvals May 13 . Report to Council to inform on amount and conditions of funding • If Council approves projects based'on funding, staff will recommend that project be tendered, and that the Director of Public Works be authorized to award the contract for the project if the tender results are within budget Ma 15 Tender facility retrofit project May 29 Tender closes June 3 Contract award by Director of Public Works OPTIONS 1. Option 1: As stated in the recommendations of this report (i.e. apply for facility C-1 only). 2. Option 2: Apply for funding for both the facility C-1 and the facility SW-21SW-3 projects. 3. Option 3: Do not proceed with either of the funding applications, and do not proceed with either of the facility retrofits in 2008. FINANCIAL IMPLICATIONS. If Council decides to pursue Option 1 and the funding application is successful, the 2008 Capital Budget would have to be revised to include a net contribution of $118,600 to be funded from the Storm Water Reserve. -31- COUNCIL - APRIL 8, 2008 ITEM # 6-5 April 8, 2008 - 5 - Report No. PW08-017 If Council decides to pursue Option 2 and the funding applications are successful, the 2008 Capital Budget would have to be revised to include a net contribution of $339,933 to be funded from the Storm Water Reserve. For either of Options 1 and 2, if Environment Canada approves a lesser amount than what has been requested, the next report on this project scheduled for May 13, 2008will provide details on options for Council to consider. If Council decides to pursue Option 3 there are no financial implications. The projects will be deferred for consideration as part of the 2009 Capital Budget. Staff can re -apply for federal funding from the LSCUF in January 2009. With regard to the Burnett Pond removal project, any funding that is received from the LSCUF will reduce the Town's financial contribution to the already -approved project. CONCLUSIONS Environment Canada has confirmed acceptance of the Letters of Intent for all three projects. Detailed project submissions can now be prepared and must be submitted by April 14, 2008. It is recommended that staff be directed to apply for funding for the Burnett Pond removal project. With regard to the two SWM facility retrofit projects, Council currently has three options; 1) to make detailed submissions for only the facility C-1 project by the April 14, 2008 deadline, 2) to make detailed submissions for both the facility C-1 and the facility SW-2/SW-3 projects, or 3) to not pursue the funding for either project. It is recommended that staff be directed to make a detailed submission forfunding from the Lake Simcoe Clean-up Fund for the facility C-1 project and to report further in May 2008 on the results of the applications and the next.steps in the project. Operationally, 8W-2/SW-3 is a single facility that happens to be split into two sections by McClellan Way. If it is to be upgraded, both sections must be included in the project; the section on the south side of the street (SW-3) cannot be left out of the project. Given the concerns and questions that have been raised with regard to the SW-2/SW-3 project, staff will review the project and report further to Council later in 2008 with ideas .and options on how to proceed with this project. LINK TO STRATEGIC PLAN Goal C: Promote a healthy environment that fosters social and physical well being -32- COUNCIL - APRIL 8, 2008 �ITEM# 6-6 April 8, 2008 _- - 6 - Report No. PW08-017 Objective C3: Develop strategies to encourage stewardship of Aurora's air, water and land resources ATTACHMENTS Appendix "A" Location of Stormwater Management Facility "Cl Appendix "B" - Location of Stormwater Management Facility "SW2/SW3" Appendix "C" _ March 27,2008 memo related to Proposed Budget Adjustments Appendix "D" - April 30, 2007 memo related to results of Public Information Centre PRE -SUBMISSION REVIEW Senior Management Team Meeting of April 2, 2008 Prepared by. David Atkins, Manager of Engineering Services, ext. 4382 ar Simanovskis n S. Rogers Director of Public Works Chief Administrative Officer -33- COUNCIL - APRIL 89 2008 TEM # 6.7 a X -34-