AGENDA - Council - 20080812COUNCIL MEETING
Uld I J111, I
N0.08-22
TUESDAY, AUGUST 12, 2008
Closed Session - 5:00 mm.
Holland Room.
Be9ular council - too p.m.
COUNCIL CHAMBERS
AURORA TOWN HALL
PUBLIC RELEASE
06/08/08
AUptoizA
TOWN OF AURORA
COUNCIL MEETING
AGENDA
NO. 08-22
Tuesday, August 12, 2008
Closed Session - 5:00 p.m.
Holland Room
Regular Council - 7:00 p.m.
Council Chambers
I DECLARATIONS OF PECUNIARY INTEREST
Il APPROVAL OF AGENDA
RECOMMENDED:
REVISED
THAT the agenda as circulated by the Corporate Services Department be
approved as presented.
III CLOSED SESSION
Legal Matter
THAT Council resolve into a Closed Session to consider a legal matter — a
presentation of legal opinion from Gowlings.
And
THAT Council resolve.into a Closed Session to consider a Legal/Personal
Matter regarding a Presentation of a Legal Opinion from Aird & Berlis LLP.
IV OPEN FORUM
Council Meeting No. 08-22
Tuesday, August 12, 2008
Page 2 of 13
V ADOPTION OF MINUTES
Council Minutes of July 15, 2008, Meeting Number 08-20 pg. 1
Special Council Minutes of July 22, 2008, Meeting Number 08-21 pg. 18
RECOMMENDED:
THAT the Council minutes of July 15, 2008, meeting number 08-20, and
the Special Council minutes of July 22, 2008, meeting number 08-21 be
adopted as printed and circulated.
V1 PRESENTATIONS
a) Mayor Morris Presenting Certificate. and Prizes to
Aurora Teen Idol Contest Winner and Runner -Up
Vll PUBLIC SERVICE ANNOUNCEMENTS
Vlll
IX
DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
X DELEGATIONS
a) Mr. Allister Byrne, Partner, Grant Thornton LLP, Auditors pg. 21
Re: Capital Projects — Tendering, Budgeting,
Communication and Completion Process
b) Ms Barb Allan, Founding Director pg. 28
Re: The ABLE Network
c) Mr. Geoffrey Dawe pg. 31
Re: Chamber of Commerce Business Awards Dinner
d) Ms Gail McIntyre pg. 32
Re: Clean Yards By-law and Oak Tree Maintenance
Council Meeting No. 08-22 Page 3 of,13
Tuesday, August 12, 2008
XI CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
XIl REGIONAL REPORT
Xlll NEW BUSINESS/GENERAL INFORMATION -COUNCILLORS
XIV READING OF BY-LAWS
RECOMMENDED:
THAT the following listed by-laws be given 1st, 2nd and 3rd readings, and
enacted:
5033-08.P BEING A BY-LAW for the prohibition pg. 339
of the application of cosmetic pesticides
in the Town of Aurora
5055-08.D BEING A BY-LAW to amend By-law pg. 345
No. 2213-78, as amended, being the
Zoning By-law of the Town of Aurora
(Part of Lots 19 and 20, Concession 2
E.Y.S., File: D-14-08-94)
5056-08.R BEING A BY-LAW to rename the pg. 348
Aurora Heritage Centre the "Church
Street School Cultural Centre"
5057-08.0 BEING A BY-LAW to govern the pg. 349
Procedures of the Council of the Town
of Aurora and its Committees and .
Boards
5058-08.0 BEING A BY-LAW to Appoint pg. 350
an Acting Head of Council (Deputy
Mayor) for August 24, 2008 to August
27, 2008
5059-08.D BEING A BY-LAW to amend By-law pg. 351
No. 2213.78, as amended, being the
Zoning By-law of the Town of Aurora
(Part of Lot 23, Con 2, E.Y.S.,
65M-2767, File: D14-06-08)
Council Meeting No. 08-22
Tuesday, August 12, 2008
Page 4 of 13
5060-08.D BEING A BY-LAW to exempt Block 35 pg. 354
Plan 65M-4047, from the Part Lot Control
Provisions as provided in subsection
50(5). of the Planning Act, R.S.O. 1990,
c.P.13 (as amended)
5061-08.D BEING A BY-LAW to amend By-law pg. 356
No. 2213.78, as amended, being the
Zoning By-law of the Town of Aurora
(Part Lots 24 and 25, Concession 2 EYS,
File: D14-12-08)
5063-083 BEING A BY-LAW to amend Parking pg. 359
By-law 4574-043, as amended, with
respect to parking on Earl Stewart Drive
and Bridgenorth Drive
5065-08.D BEING A BY-LAW to establish pg. 360
highways on Plans 65M-3677 and
65M-4037 (St. John's and Mattamy
Subdivision)
5064-08.0 BEING A BY-LAW to confirm actions by pg. 361
Council resulting from meeting 08-22
on August 12, 2008.
XV ADJOURNMENT
Council Meeting No. 08-22
Tuesday, August 12, 2008
Page 5 of 13
1
2.
3.
AGENDA ITEMS
Special General Committee Meeting Minutes
Monday, July 14, 2008
RECOMMENDED:
pg. 33
THAT the Special General Committee meeting minutes of July 14, 2008
be received and the recommendations carried by the committee be
approved.
LSAC08-06 — Leisure Services Advisory Committee Meeting
Minutes —June 19, 2008
RECOMMENDED:
pg. 36
THAT the Leisure Services Advisory Committee minutes of June 19, 2008
be received and the recommendations carried by the committee be
approved.
Joint Council Committee — Central York Fire Services Minutes
Tuesday, June 17, 2008
RECOMMENDED:
pg. 53
THAT the Joint Council Committee — Central York Fire Services minutes
of June 17, 2008 be received and the recommendations carried by the
committee be approved.
4. ADM08-010 — Request for Proposal for a Review of the pg. 57
Corporate Organizational Structure of the
Town of Aurora
RECOMMENDED:
THAT the firm BMA Management Consulting Inc. be awarded the contract
for the review of the Corporate Organizational Structure of the Town of
Aurora for a contract price of $68,850 plus disbursements.
Council Meeting No. 08-22
Tuesday, August 12, 2008
Page 6 of 13
A
7
CSO8-029 — Pesticide By-law Update
RECOMMENDED:
THAT the proposed Pesticide Use By-law be adopted; and
pg. 76
THAT upon the passing of the Provincial Legislature's Bill 64 - An Act to
amend the Pesticides Act to prohibit the use and sale of pesticides in
Ontario for cosmetic purposes, that the Pesticide Use By-law be reviewed
for compliance with the amended Pesticides Act.
CS08-030 — IT Operating Policies
RECOMMENDED:
3M.
M :•
THAT the proposed IT Operating Policies attached as Appendix #2 to
report CS08-030 be received and approved by Council for implementation.
CS08-031 — Appointment of an Integrity Commissioner
RECOMMENDED:
THAT staff report CS08-031 be received for information; and
pg. 131
THAT staff proceed with advertising for the recruitment of an Integrity
Commissioner on a retainer basis.
LS08-033 — York Region Food Network - Community Garden
Location
RECOMMENDED:
pg. 137
THAT Council approve the proposal to relocate the Aurora Community
Garden from the former Jack Woods Property to a parcel of Town owned
open space (Alliance Park) on Industrial Parkway South; and
THAT staff be directed to prepare the site in time for the start of the 2009
gardening season.
Council Meeting No. 08-22
Tuesday, August 12, 2008
Page 7 of 13
9. LS08-037 — Completion of Nokiidaa Trail Connection Update pg. 146
RECOMMENDED:
THAT Council receive this update report as information; and
THAT Council authorize the Trails Sub -Committee to conduct a public
notification and input process to obtain input from the public on the
location of the proposed Nokiidaa Trail connecting link.
10. LS08-038 — GO Station Landscaping pg. 162
RECOMMENDED:
THAT Council endorse the GO Station Landscaping Conceptual
Landscape Plan; and
THAT Council authorize staff to continue to work with GO Transit officials
for the purposes of finalizing the landscape project details and the
preparation of an agreement to be entered into with GO Transit and the
Town outlining the terms of park construction and ongoing maintenance of
the site.
11. LS08-040 — Confederation Park, St. Josephs Catholic School, pg. 171.
Regency Acres Public School Sports Field Restoration
Project
RECOMMENDED:
THAT Council authorize staff to proceed with the Confederation Park, St.
Josephs Catholic School and Regency Acres Public School Sports Field
Restoration Project; and
THAT the Town's portion of Confederation Park Project Capital Project be
transferred from Operating Accounts #1-4-07301-2000 and #1-4-07302-
2000; and
THAT the project be approved to begin subject to receiving purchase
orders from the York Central District School Board and the York Region
District School Board.
Council Meeting No. 08-22
Tuesday, August 12, 2008
Page 8 of 13
12.
13
14.
15.
16.
LS08-041 — Seston Park Playground Replacement Tender
LS2008-55
RECOMMENDED:
THAT Council accept the bid submitted by A.B.C. Recreation Ltd. for
Tender LS2008-55 in the amount of $75,595.85 for the supply, delivery
and installation of playground equipment in Seston Park; and
THAT the Capital Budget be amended to reflect the additional costs
identified in report LS08-041.
PW08-032 — Lake Simcoe Clean -Up Fund (LSCUF) - pg. 194
Funding Announcements
RECOMMENDED:
THAT report PW08-032 be received for information.
FS08-033 — Investment Summary Report as of December 31, 2007 pg. 199
RECOMMENDED:
THAT report FS08-033 be received for information.
LS08-039 — Online Pond Removal and Channel Restoration pg. 207
RECOMMENDED:
THAT Council receive this report, consider the available options and
provide direction to staff on the matter of the Burnett Online Pond
Removal and Channel Restoration Project.
LS08-042— Tender LS2008-29 Asphalt Paving and Concrete Works pg. 221
For Ada Johnson Park
RECOMMENDED:
THAT Council consider the request by Lincoln Paving and Contracting
Limited for additional compensation for increased asphalt costs associated
with the Ada Johnson Park Construction Project.
Council Meeting No. 08-22
Tuesday, August 12, 2008
Page 9 of 13
17. CS08-032 —Council Pending List pg. 229
RECOMMENDED:
THAT report CS08-032 be received for information purposes.
18. PL08-016 — Second Suites (Two -Unit Houses) Study pg. 267
RECOMMENDED:
THAT report PL08-016 be received as information; and
THAT staff commence a Second Suites Study to consider an amendment
to the Zoning By-law permitting second suites as -of -right and schedule a
future Public Planning Meeting.
19. PL08-079 — Technical Zoning By-law Amendment pg. 273
1207309 Ontario Inc. (Magna)
Concession 2 E.Y.S., Part Lots 19 and 20
RECOMMENDED:
THAT report PL08-079 regarding a technical amendment to Zoning By-law
2213-78, as amended, pertaining to the site specific definition of a lot
applying to the RU-6 and RU-7 Exception Zones be received as
information; and
THAT Council enact Implementing Zoning By-law 5055-08.D.
20. PL08-081 — Zoning By-law Amendment Application pg. 282
Removal of Holding (H) Provision
Minto Communities (Toronto) Inc.
Part of Lot 23, Concession 2, E.Y.S.
File D14-06-08 (Ref: D12-01-4A)
RECOMMENDED:
THAT Council enact By-law 5059-08.D to remove the Holding (H)
provision from Lots 119, 120 and 1-95 inclusive on registered plan 65M-
3979, located within the second phase of the Minto subdivision, to allow
the subject lands to be developed for residential purposes.
Council Meeting No. 08-22
Tuesday, August 12, 2008
Page 10 of 13
21. PL08-082 — Application for Exemption from Part Lot Control pg. 290
Mattamy (Aurora) Limited, Plan 65M-4047, Block 35
File D12-PLC-01-08
(Related Files: D12-00-8A, D14-03-08)
RECOMMENDED:
THAT Council approve the request for exemption from Part Lot Control
made by Mattamy (Aurora) Limited to divide Block 35 on Registered Plan
65M-4047 into six separate lots; and
THAT Council enact By-law 5060-08.D.
22. PL08-083 — Zoning By-law Amendment Application pg. 298
Removal of Holding (H) Provision
St. John's Road Development Corp. (Metrus)
Part of Lots 24 and 25, Concession 2, E.Y.S.
File D14-12-08 (Related File: D12-00-1A)
23.
24.
RECOMMENDED:
THAT Council enact By-law 5061-08.D to remove the Holding (H)
Provision from the lands described as Phase II, Plans A-1, A-2 and A-3
within the St. John's Road Development Corp. (Metrus) Subdivision being
Part of Lots 24 and 25, Concession 2, E.Y.S. to allow 402 of the 408 lots
to be developed for residential purposes.
Memorandum from the Director of Building Administration
Re: Dical Property Activity
RECOMMENDED:
VIM
THAT the memorandum regarding Dical Property Activity be received for
information.
Memorandum from the Director of Corporate Services
Re: Appointment of Acting Head of Council
RECOMMENDED:
pg. 311
THAT Council appoint an Acting Head of Council for the period of August
24 — 27, 2008 while Mayor Morris and Deputy Mayor McRoberts attend
the 109th Annual AMO Conference.
Council Meeting No. 08-22
Tuesday, August 12, 2008
Page 11 of 13
25. Recommendation from Closed Session — July 22, 2008 pg. 312
RECOMMENDED:
THAT the Town declare the unopened road, Park Street, as surplus; and
THAT the unopened road, Park Street, be closed and offered for sale; and
THAT a letter be sent to the abutting owners, the Stantes, advising them
to notify the Town if they have any objection to the closure and sale of
Park Street; and
THAT the Town obtain an appraisal for the unopened road; and
THAT staff report back to Council.when the appraisal is received.
26. Correspondence from the Town of Newmarket pg. 313
Re: Clarification of Resolution regarding Northern York Region
Electricity Needs
RECOMMENDED:
THAT Council provide direction on this matter.
27. Correspondence from the Environmental Commissioner of Ontario pg. 317
Re: Request to Endorse the Ten Recommendations Contained in
The Environmental Commissioner's Report
RECOMMENDED:
THAT Council receive and endorse the ten recommendations contained in
the Environmental Commissioner's Report.
28. Correspondence from the Federation of Canadian Municipalities pg. 324
Re: Auxiliary Role Project — Canadian Red Cross Society
RECOMMENDED:
THAT Council receive and endorse the following proposed motion:
WHEREAS the Canadian Red Cross is celebrating the 100th
anniversary of its creation as a national non-profit volunteer
humanitarian organization under The Canadian Red Cross Society
Act, 1909; and
Council Meeting No. 08-22
Tuesday, August 12, 2008
Page 12 of 13
WHEREAS, under national and international law, the Canadian
Red Cross and other national Red Cross and Red Crescent
Societies are considered "auxiliary to the public authorities in the
humanitarian field'; and
WHEREAS the mandate of the Canadian Red Cross is to: "In time
of peace or war to carry on and assist in work for the improvement
of health, the prevention of disease and the mitigation of suffering
throughout the world"; and
WHEREAS millions of Canadians and beneficiaries in other
countries have been assisted by the Canadian Red Cross for over
a century through programs aimed at disaster assistance,
emergency preparedness, international aid, assistance and
development, health, injury prevention and the promotion of
international humanitarian law and humanitarian values; and
WHEREAS the Canadian Red Cross' Auxiliary Role Project seeks
to revitalize the relationships with public authorities at the federal,
provincial, territorial and municipal levels so as to better serve the
needs of humanity;
THEREFORE BE IT RESOLVED THAT the Council of the Town of
Aurora expresses its support for the Auxiliary Role Project and, in
particular, the renewal of the framework for cooperation between
public authorities and the Canadian Red Cross to better address
the humanitarian challenges of the 215t century by:
a) working to reinforce the status, and roles of the Canadian
Red Cross as auxiliary to public authorities in the
humanitarian field: and
b) reviewing existing measures, arrangements and instruments
supporting the relationship
29. LS08-036 — Church Street School Cultural Centre Budget and pg. 326
Schedule Report
RECOMMENDED:
THAT Council receive as information the projected schedule, including
anticipated completion date for the renovation and re -construction works
at 22 Church Street; and
THAT the purchase order for Lynch and Comisso Architects be increased
by an additional amount not to exceed $50,000 to a total contract value of
$93,500 to account for additional services.
Council Meeting No. 08-22
Tuesday, August 12, 2008
Page 13 of 13
30. Memorandum from Mayor Phyllis Morris pg. 336
Re: AMCTO Membership Service Recognition
RECOMMENDED:
THAT the memorandum from Mayor Phyllis Morris regarding AMCTO
Membership Service Recognition be received as information.
31. Memorandum from the Director of Corporate Services pg. 338
Re: Closed Session Reports
RECOMMENDED:
THAT Council approves the release to the public of the report from the
Director of Financial Services regarding the interim administrative support
for the Church Street School Cultural Centre and the report from the
Director of Planning regarding the new position of Manager of Heritage
Planning.
COUNCIL - AUGUST 12, 2008
Council Minutes 08-20 - 1
AuRoizA
TOWN OFAURORA
COUNCIL MEETING MINUTES
NO. 08-20
Council Chambers
Aurora Town Hall
Tuesday, July 15, 2008
ATTENDANCE
COUNCIL MEMBERS Mayor Morris in the Chair; Councillors Buck (left at 10:19
p.m.), Collins-Mrakas, Gaertner, Gallo, Granger,
MacEachern, McRoberts and Wilson
MEMBERS ABSENT None
OTHER ATTENDEES Chief 'Administrative Officer, Director of Corporate
Services/Town Clerk, Director of Building, Director of
Leisure Services, Director of Planning, Director of Public
Works, Director of Financial Services/ Treasurer, Town
Solicitor and Council/Committee Secretary.
Mayor Morris called the meeting to order at 5:35 p.m.
I DECLARATIONS OF PECUNIARY INTEREST
Councillor MacEachern declared an interest in the closed session item regarding
a legal opinion from J. Murray Davidson of PMLaw - due to allegations which
have been launched against her, 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 MacEachern Seconded by Councillor McRoberts
THAT the agenda as circulated by the Corporate Services Department,
with the following additional items, be approved:
WITHDRAWALS FROM THE AGENDA
➢ Delegation 0 Representative of SmartCentres
Re: Item 18 - BA08-002 — Request for Sign Variance-15 -135
First Commerce Drive Whitwell Developments Limited
➢ Item 1 —June 17, 2008 General Committee Minutes
(Recommendations approved at June 24, 2008 Council meeting)
ADDITIONS TO THE AGENDA
➢ New Item 30 - Memorandum from Mayor Morris
Re: Recipients of the 2008 Town of Aurora Governance Awards
➢ New Item 31 - Memorandum from the By-law Services Co-ordinator
Re: Request fo-r Exemption to the Noise By-law
CARRIED
. 1 -
COUNCIL -AUGUST 12, 2008
Council Minutes 08-20 - 2
Minutes of Council Meeting No. 08-20
Tuesday, July 15, 2008
111 CLOSED SESSION
Moved by Councillor MacEachern
Seconded by Councillor McRoberts
THAT the closed session item regarding a Legal Matter —Auditors Report
on the Tendering/Purchasing Process be deferred to the public agenda for
the August 12, 2008 Council meeting; and
THAT the closed session agenda be amended to include the following
item:
➢ New Closed Session Item - Legal matter regarding the Stronach
Aurora Recreation Complex, authorization of payments for repairs to
the arena bulkhead
THAT the following items be considered first among the, closed session
matters for consideration:
• Legal .Matter - Stronach Aurora Recreation Complex, authorization
of payments for repairs to the arena bulkhead (ADDED ITEM)
• Legal Matter— Dical Property
Personal Matter— Correspondence from Special Events Committee
• Legal Matter Legal Opinion from J. Murray Davidson of PMLaw
Followed by;
• Personal Matter— Staff for Aurora Heritage Centre
• Legal Matter— Tax Registration of Properties
• Property Matter— Leslie St. Lands
• Property Matter — Trails Sub -committee proposed land acquisition
Personal Matter— Staff modification Planning Dept.
• Legal Matter— Disposition of Unopened Park Street
• Personal Matter— Correspondence from Councillor Collihs-Mrakas
CARRIED
Moved by Councillor MacEachern Seconded by Councillor Gallo
THAT Council recess into a Closed Session to consider the following
matter: (5:40 p.m.)
Legal matter - Stronach Aurora Recreation Complex, authorization of
payments for repairs to the arena bulkhead
(ADDED ITEM)
CARRIED
-2-
COUNCIL - AUGUST 12, 2008
Council Minutes 08-20 - 3
Minutes of Council Meeting No. 08-20
Tuesday, July 15, 2008
Moved by CouncillorMacEachern
Seconded by Councillor Wilson
THAT Council re -convene into public session at 7:20 p.m.
CARRIED
IV OPEN FORUM
Ms Sandra Gothard, resident from the Town of Newmarket, advised that she had
difficulty getting to the Town Hall for this meeting. She explained that the
accessibility service of the York Region Transit system, on the route that she was
using, was not able to accommodate her mobility needs very effectively this
evening.
V ADOPTION OF MINUTES
Council Minutes of June 24, 2008, Meeting Number 08-18
Special Council - Public Planning Minutes of June 25, 2008, Meeting
Number 08-19
Moved by Councillor Wilson Seconded by Councillor McRoberts
THAT the Council minutes of June 24, 2008, meeting number 08-18 and
the Special Council - Public Planning minutes of June 25, 2008, meeting
number 08-19 be adapted as printed and circulated.
CARRIED
VI PRESENTATIONS
Canada Day Parade Plaque and Awards - Awarded by Ms Sher St, Kitts
Ms Sher St. Kitts advised that the 2008 Canada Day Parade was a tremendous
success with the help of the participants, volunteers and Town staff. Ms St. Kitts
suggested that the Town of Aurora host Canada Day Parade Movie Night to
allow anyone who is interested to join together in the park and view a movie of
the parade on Friday, August 15, 2D08, with a rain date of Friday, August 22,
2008.
Ms St. Kitts presented the 1" place awards for each of the following categories
(runner ups are listed as well):
1) Best Overall Float
16' Prize: Marquee Theatrical Productions
2"d Prize: Aurora Mardi Gras
3fd Prize: Fitness Clubs of Canada
2) Best Demonstration of Theme
1 s' Prize: Aurora Seniors' Association
2"d Prize: Marquee Theatrical Productions
3`d Prize: Aurora Historical Society
3) Spirit of Canada Attendee -
1" Prize -Aurora Community Historica Fair
2"d Prize - Aurora Running Room
3`d Prize - Aurora Seniors' Association
-3-
COUNCIL -AUGUST 12, 2008
Council Minutes 08-20 - 4
Minutes of Council Meeting No. 08-20
Tuesday, July 15, 2008
4) Best Red Hot Canadian Children
1" Prize - Kim Collins (The Co-operators) Pied Pipers & Kids
2nd prize - Aurora Community Historica Fair
3rd Prize - pcXperts Kids
5) Best Red Hot Canadian Adult
Queen Victoria: Dorothy Gummersall
6) Best Red Hot Canadian Family
1": Sandra & Alison Gothard - Belly Dancer & Clown on Scooter
2"d: Donnie Decker & Merritt Polhamus - 2 Vintage VW Bugs
7) Best Red Hot Canadian Pet
I": Chukker Hill Farm's Polo Ponies
2nd: Shadow Blazer - Spirit of Canada Dog
8) Best Red Hot Canadlan Wheels
1": Safehaven Kids
20: Mike Maguire's Pace Car
3'd: Big TopCircusSchool
9) Best Red Hot Canadian Sports Club
1": Fitness Clubs of Canada .
2nd: Aurora Scout Group
3`d: Aurora Youth Soccer Club
10) Best Red Hot Canadian Street
18': Davis Road Kids
11) Best Red Hot Canadian School
V': Lester B. Pearson School
12) Be'st.Red Hot Canadian Display of our Multicultural Mosaic
V': Caribanna 2008--C.T. Girls Entertainment
2nd: East Side Mario's/Bayview
3`d: Lester B. Pearson School
13) Best Red Hot Canadian Entertainment/Music
1": Aurora Mardi Gras
2nd: St. Kitts Music - FunkYtown
3rd: Villarl's Dragons & Lion Drummers
14) Best Red Hot Canadian Marching Band
1": 140th Aurora Air Cadet Band
2nd Governor General's Horse Guard & Band
3rd: Newmarket Citizens Band
15) Best Red Hot Canadian Service Club
15': Royal Canadian Legion - Colour Party
2"": Chamber of Commerce & Queen Victoria
3'0: York Regional Police Venturers and Rovers - Canadian Flag Support
Your Troops
Ms St. Kitts presented the Mayor with a large wall plaque which displays the
names of each of the I'tplace winners from the 2008 Canada Day Parade, Ms
St. Kilts advised that the plaque is meant to be displayed in a place of honour at
the Town Hall to proudly show the successful participants in the Canada Day
Parade. Ms St. Kitts advised that the plaque has enough space to honour eight
years of winners.
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COUNCIL - AUGUST 12, 2008
Council Minutes 08-20 - 5
Minutes of Council Meeting No. 08-20
Tuesday, July 16, 2008
Vil PUBLIC SERVICE ANNOUNCEMENTS
Councillor Granger advised that, on Saturday, July 19, 2008. the Aurora Farmers'
Market Will be featuring "Artists in the Park". Councillor Granger added that an
exhibit in conjunction with the "Artists in the Park" will also be on display at the
Masonic Lodge located at the south-west corner of Wells and Mosley Street.
Councillor McRoberts advised that "Christmas in July", a fun filled charity event,
featuring carolling, karaoke, glow -bowling and delicious treats, will be taking
place at the Gateway Cafe and Lanes, on Thursday, July 24 from 10:00 a.m. to
10:00 p.m. Councillor McRoberts advised. that non-perishable food donations will
be welcomed in exchange for complimentary bowling and that the goal for this
event is to collect 1,000 Ibs of food for the Aurora Food Pantry.
Mayor Morris presented Mr. Allan Downey, Director of Leisure Services, with a
Plaque of Recognition from the President of Bullfrog Power to the Town of
Aurora, to express their appreciation and commendation to the Town for
converting the Town Halt over to Bullfrog Power.
VIB DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Items 3, 4, 5, 7, 1.1, 12, 16, 17, 21, 22, 25 and 27 were identified for discussion.
IX ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
Moved by Councillor Wilson Seconded by CouncillorMacEachern
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. WITHDRAWN FROM THE AGENDA
2. Special General Committee . Audit Committee Meeting Minutes No. 08.27,
Tuesday, June 24, 2008
THAT the minutes of the Special General Committee - Audit Committee
Meeting No. 08-27 be received and the recommendations carried by the
committee be approved.
6. Memorandum from the Director of Corporate ServicesTrown Clerk
Re: Legal Opinion from Mr. George Rust D'Eye of Weir Foulds LLP
(Deferred from Council Meeting -July 24, 2008)
THAT the memorandum from the Director of Corporate Services/Town
Clerk regarding the recommendations from Mr. George Rust D'Eye of
Weir Foulds LLP be received for information.
8. LS08-034 — Completion of Nokiidaa Trail Connection
Please refer to page 16 for final recommendation
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COUNCIL - AUGUST 12, 2008 Council Minutes 08-20 - 6
Minutes of Council Meeting No. 08-20
Tuesday, July 16, 2008
9. F808-031 — Request for Proposal for Space Planner, Town Buildings
THAT the firm of Mayhew & Associates Inc. be awarded the contract as
Space Planner for a contract price of $49,850 plus disbursements.
10. CS08-028 - Regulate the Sale and Possession of Replica Firearms
THAT staff report CS08-028 be received for, information, and that no
further action be taken at this time.
13. PL08-074—Zoning By-law Amendment Application
Removal of Holding (H) Provision
Brookvalley Developments (AURORA) Ltd.
Part of Lot 15, Concession 2, E.Y.S.
File D14-10-08 (Ref: D12-05-02A)
THAT Council enact By-law 5045-08.1) to remove the Holding (H)
provision from Lots 1-75 inclusive within the Brookvalley Subdivision being
Part of Lot 15, Concession 2, E.Y.S. to allow the subject lands to be
developed for residential purposes.
14. PL08-076--Zoning By-law Amendment Application
Removal of (H) Holding Provision
Ballymore Building (Bathurst) Corp. and Ballymore
Development (Bathurst) Corp.
Part of Lot 71, Concession 1, E.Y.S., 65M-2767
File D14-09-08 (Ref: D12-044A)
THAT Council enact- By-law 5047-08.D to remove the Holding (H).
provision from Lots 1-27, inclusive, withinthe Ballymore Building
(Bathurst) Corp. and Ballymore Development (Bathurst) Corp Phase -2
Subdivision being Part of Lot 71, Concession 1, E.Y.S., 65M-2767 to allow
the subject lands to be developed for residential purposes.
15. PL0&076 - Application for Exemption from Part Lot Control
Mattamy (Aurora) Limited
Plan 65M4037 — Blocks 23 and 24
File D12-PLC-01-08
(Related File Numbers D12-00-8A, D14-03-08)
THAT Council approve the request for exemption from Part Lot Control
made by Mattamy (Aurora) Limited to divide Blocks 23 and 2.4 on
Registered Plan 651 into eleven separate lots, and
THAT Council enact By-law 5044-08.D
18. BA08-002 — Request for Sign Variance — 15 -135 First Commerce
Drive Whitwell Developments Limited
THAT Council approve the request for sign variance to allow a ground
sign for Whitwell Developments Ltd. having a sign area of 22.9 square
metres and a height of 12.2 metres. The sign bylaw requires a maximum
sign area of 18 square metres and a maximum height of 9 metres; and
THAT Council approve the elevation as shown on Attachment 2 to report
BA08-002 which includes a sign panel displaying the Town of Aurora logo
at the base of the sign.
-6-
COUNCIL - AUGUST 12, 2008
Council Minutes 08-20 - 7
Minutes of Council Meeting No. 08-20
Tuesday, July 15, 2008
19, BA08-003—CSIAurora —Customer Service Survey
THAT Council receive report BA08-003 for information; and
THAT Council endorse the customer service survey attached to report
BA08-003:
20. BA68.004 - Request for Sign Variance — 14800 Yonge Street
THAT Council approve the request for sign variance to permit two ground
signs at 14800 Yonge Street with a height of 12.2 metres whereas the
Sign Bylaw requires a maximum height of 9 metres.
23. Motion tabled by Councillor Granger
Re: Allocation of Funds for the Farmers'.Market
(Notice of Motion was given at Council Meeting of June 24, 2008)
THAT Council support the allocation of $661.05 to pay for the cost of
building and supplying a storage bin that is being used for the Farmers'
Market materials and other supplies; and
THAT the payment for the storage bin invoice be taken out of an
appropriate reserve fund which the Director of Finance best recommends
to Council, being that this saves a considerable amount of staff resource
time which was used in the past year.
24. Correspondence from City of Toronto Mayor David Miller
Re: 25 In 5 - Network for Poverty Reduction
(Tabled by Mayor Morris)
THAT the correspondence from City of Toronto Mayor, David Miller
regarding 25 in 5 - Network for Poverty Reduction, be received and
endorsed by Council
25. Correspondence from Mr. Jack Gibbons of Ontario Clean Air Alliance
Re: "PeakBusters" Contest
(Tabled by Mayor Morris)
THAT the correspondence from Mr. Jack Gibbons of Ontario Clean Air
Alliance, regarding the "PeakBusters" contest, be received for information.
28. Correspondence from Mr. Reg Chappell, President Ducks Swimming
Re: The Formation of a New Swimming Team in Aurora
THAT the correspondence from Mr. Reg Chappell of Ducks Swimming be
received for information.
29. Correspondence from Mr. Tom Heint7man, President. Bullfrog Power
Re: Plaque of Recognition to the Town of Aurora for Converting
Town Hall to Bullfrog Power
(Tabled by Mayor Morris)
THAT the correspondence from Mr. Tom Herntzman of Bullfrog Power be
received for information.
7-
COUNCIL - AUGUST 12, 2008 Council Minutes 08-20 - 8
Minutes of Council Meeting No. 08-20
Tuesday, July 15, 2008
30. Memorandum from Mayor Morris
Re: Recipients of the 2008 Town of Aurora Governance Awards
THAT the memorandum from Mayor Morris, regarding the recipients of the
2008 Town of Aurora Governance Awards, be received for information.
31, Memorandum from the By-law Services Co-ordlnator
Re: Request, from Rochon Building Corporation for Exemption from the
Noise By-law for work being done on July 17, 2008 and July 18, 2008
THAT the request frdm Rochon Building Corporation, for Exemption from
the Noise By-law for work being done on July 17, 2008 and July 18„2008,
be approved as presented.
CARRIED
X DELEGATIONS
a-t) Mr. Brian Arnett of Novita
Re: Item 5 - FS08-030 — Strategic and Business Plan, Aurora Heritage
Centre
Mr. Brian Arnett of Novita provided an overview of the Strategic and Business
Planning Study for the Aurora Heritage Centre. Mr. Arnett announced that the
official name for this facility will be the Church Street School Cultural Centre, and
that the mission for this centre will be to facilitate community, engagement
through arts, culture and heritage programming and promotion. Mr. Arnett
requested that Council endorse the main overall recommendations of this plan,
which are to approve the plan for the development of the "Church Street School
Cultural Centre" and to facilitate the creation of a separately incorporated partner
organization to develop and deliver programs.
Mr. Arnett reviewed the Town of Aurora's role and level of accountability in this
process which involve the drafting of agreements between the Town and Cultural
Centre Organization, ratification and Council representation on the Founding
Board, approval of the core budget, monitoring and evaluation tools,: program
advisory role and key performance indicators. Mr. Arnett explained that the initlal
implementation stage will depend upon volunteer leadership recruitment, and a
memorandum of agreement. Mr. Arnett advised that the next phase of
implementation will involve the formation of the Cultural Centre Corporation and
the Board, approval of the mission, mandate, business plan and key agreements
and policies.
Mr. Arnett further advised that the final implementatlon phase will entail the
recruitment of a Program Director and the engagement of staff as well as the
establishment of a volunteer program, followed by Initial discussions with
program partners, finalization of first year programs and finally with the Opening
Ceremonies.
Moved by Councillor Wilson Seconded by Councillor MacEachern
THAT the comments of the delegate be received for information.
CARRIED
ME
COUNCIL - AUGUST 12, 2008
Council Minutes 08-20 - 9
Minutes of Council Meeting No. 08-20
Tuesday, July 15, 2008
Moved by Councillor Granger Seconded by Councillor MacEachern
THAT Item 5 be brought forward for consideration at this time.
CARRIED
S. FS08-030 — Strategic and Business Plan, Aurora Heritage Centre
Moved by Councillor MacEachern Seconded by Councillor Gaertner
1) THAT the name of the Aurora Heritage Centre be changed to Church Street
School Cultural Centre; and
2) THAT the mission of the Cultural Centre be "community engagement through
arts, culture and heritage programming and promotion" ; and
3) THAT the Town establish a non-profit corporation to operate the Church
Street School Cultural Centre; and
4) THAT the Town enter into binding agreements with the Non-profit Corporation
for the Provision of Cultural Services, Occupancy Agreement, and an Asset
Management Agreement; and
5) THAT the Town hire interim administrative support until the Corporation is
established and appropriate staff can be hired; and
THAT the funds for this position be taken from the 2008 budget established
for this operation; and
6) THAT the Town proceed with the recruitment of Program Director for the
Church Street School Cultural Centre so that the resumes are available to the
new board upon appointment; and
7) THAT, starting in 2009 budget year, the Town provide, annually, base funding
in the amount of $340,ODO and a building operations budget of $143,000; and
THAT the base funding be Increased annually by the lesser of the annual rate
of inflation or 36/6; and
8) THAT the Town of Aurora provide the non-profit corporation a one lime
$50,000 grant to be paid out upon proof of matching corporate donations; and
g) THAT the Town adopt this Strategic and Business Plan as the Guiding
Framework for the development of a Cultural Centre.
AMENDMENT: Upon the question of the adoption of the resolution, it was:
Moved by Councillor McRoberts Seconded by Councillor Collins-Mrakas
THAT the list of "Strategies for Success' on page 7 of the Strategic and
Business Planning Study for the Aurora Heritage Centre, include an
additional point as follows:-
16. Collection Care
CARRIED
NO
COUNCIL - AUGUST 125 2008 Council.Minutes 08-20 - 10
Minutes of Council Meeting No, 08.20
Tuesday, July 15, 2008
AMENDMENT: Upon the question of the adoption of the resolution, it was:
Moved by Councillor McRoberts Seconded by Councillor Buck
THAT the list of "Goals of the Arts and Cultural Centre" on page 13 of the
Strategic and Business Planning Study for the Aurora Heritage Centre,
include an additional point as follows:
• Research and development of material and archival culture of Aurora
DEFEATED
AMENDMENT: Upon the question of the adoption of theresolution, it was:
Moved by Councillor McRoberts Seconded by Councillor Collin-Mrakas
THAT the Program Delivery Strategy section .on page 18 of the Strategic
and Business Planning. Study for the Aurora Heritage Centre, include an
additional wording:
Care for, interpret and exhibit the artefact and archival collection
DEFEATED
AMENDMENT: Upon the question of the adoption of the resolution, it was:
Moved by Councillor McRoberts Seconded by CouncillorMacEachem
THAT the second recommendation on page 16 be amended to read as
follows:
Recommendation
The mission of the Arts and Cultural Centre will be to reflect and interpret
the past, present and future of Aurora through creative expression.
CARRIED
On a recorded vote, the main motion was CARRIED AS AMENDED.
YEAS:8 NAYS:1
VOTING YEAS: Councillors Gaertner, Gallo, MacEachern, McRoberts,
Collins-Mrakas, Granger, Wilson and Mayor Morris
VOTING NAYS: Councillor Buck
-10-
COUNCIL - AUGUST 12, 2008
Council Minutes 08-20 - 11
Minutes of Council Meeting No. 08-20
Tuesday, July 16, 2008
a) Ms Carol J. Beaver, Society of York Region Artists (SOYRA)
Re: Proposal to Enter into Five Year Lease with the Town of Aurora
Ms Carol Beaver, Secretary for the Society of York Region Artists (SOYRA)
addressed Council to present a proposal for consideration. Ms Beaver outlined
the proposal from SOYRA to enter into a lease agreement with the Town of
Aurora for a five year period in the former Aurora Public Library. Ms Beaver
requested that Council approve, in principal, proceeding with a collaborative
application to the Trillium Foundation for a multi -five-year capital grant for the
refurbishment of the former Aurora Public Library, advising that the total value of
the application will be for $375,000. .
Ms Beaver advised that SOYRA will proceed with the authoring of this Trillium
application, if Council approves the following actions:
• endorse SOYRA as the lead author of the application;
• agree, in principal, to honourb five year lease for the stake -holders indentified
in the application, should said application be successful; and
• provide SOYRA with a list of appropriate stake -holders and any other relevant
information that would support the application.
Moved by Councillor Gallo Seconded by Councillor Gaertner
THAT the comments of the delegate be received for information,
CARRIED
b) Mr. Art Hagopian, Canadian Ethnocultural Council
Re: Coalition of Municipalities Against Racism and Discrimination
Mr. Art Hagopian, 21 year resident of Aurora and member of the Canadian
Ethnocultural Council, addressed Council to advise of a program initiated by the
United Nations. Educational, Scientific and Cultural Organization (UNESCO),
called the Coalition of Municipalities Against Racism and Discrimination, which
was created to promote multiculturalism in rural municipalities like Aurora. Mr.
Hagopian advised of the many actions and progressive initiatives which can be
taken at the municipal level to discourage racism and facilitate a welcoming and
unified community for citizens of all cultures. Mr. Hagopian requested that
Council give consideration to becoming one of the many municipalities joining in
this program.
Moved byCounclllorGallo Seconded by Councillor Gaertner
THAT the comments of the delegate be received and referred to the
Mayor's Office to prepare a proclamation; and
THAT staff be requested to report back on what level of involvement the
Town wishes to commit to the Coalition of Municipalities Against Racism
and Discrimination. -
CARRIED
- 11 -
COUNCIL -AUGUST 12, 2008
Council Minutes 08-20 - 12
Minutes of Council Meeting No. 08.20.
Tuesday, July 15, 2008
c) Ms Yvonne Cattrall, Aurora Selkies Swim Club
Re: Equal Opportunity for Use of Aurora Pools
Item 21 - LS08-035 — Pool Allocation Policy
Ms Yvonne Cattrall, of the Aurora Selkies Swim Club, addressed Council to
express her support for the proposed Pool Allocation Policy as outlined in report
LS08-035. Ms Cattrall advised that she feels that her experience as a dedicated
swim coach will be an asset to the young swimming community in Aurora.
Moved by CouncillorMacEachern Seconded by Councillor Buck
THAT the comments of the delegate be received and referred to Item 21 -
LS08-035 — Pool Allocation Policy.
CARRIED
c-i) Ms Nancy Black, Aurora Ducks Swim Club
Re: Item 21 - LS08-035 — Pool Allocation Policy
Me Nancy Black, of the Aurora Ducks Swim Club, addressed Council to request
that the proposed Pool Allocation Policy be deferred to a later date, in order to
allow more time for staff to fully evaluate the needs of the community, Ms Black
suggested that this policy should take into consideration the needs of the long
standing Aurora based swim clubs who currently rely on their regularly allocated
hours to accommodate existing and future enrolment.
Movedby Councillor Wilson Seconded by CouncillorMacEachern
. THAT the comments of the delegate be received for Information.
CARRIED
Moved by Councillor MacEachern Seconded by Councillor Gaertner
THAT the Item 21 be brought forward for consideration at this time.
CARRIED
21. LS08-035—Pool Allocation Policy
Moved by Councillor MacEachern Seconded by Councillor Buck
THAT the pool allocation schedule be approved for 2009 as follows:
Aurora Ducks: 172:75 Hours
Aurora Masters: 116:00 Hours
Aurora Selkies: 10:25 Hours
THAT Pool Permits be issued in accordance with this schedule for
2009; and
THAT the proposed Pool Allocation Policy and the comments from
the delegates be referred to the Leisure Services Advisory
Committee for further review.
CARRIED
DELEGATIONS d), e) and f) were withdrawn from the agenda.
-12-
COUNCIL -AUGUST 12, 2008 Council Minutes 08-20 - 13
Minutes of Council Meeting No. 08-20
Tuesday, July 16, 2008
XI CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Moved by Councillor MacEachern Se conded by Co uncillor Wils on
THAT Item 16 be brought forward for consideration at this time.
CARRIED
Councillor Buck left the meeting at 10:19 p,m.
Moved by Councillor MacEachern Seconded by Councillor Gallo
THAT the applicable provisions within the Procedural By-law be waived to
allow the representative for the applicant to provide input on this matter.
CARRIED
Mr Gary Templeton, of Templeton Planning Ltd., provided background
Information pertaining to the subject application and answered questions from
Council.
16., PL08-077 —Applications to Amend the Zoning By-law
and for Site Plan Approval
66 Wellington Street East Inc.
69 Wellington Street East
Lot 7, S/S Wellington Street, Plan 68
Files D11-08-08 and D14-11-07
Moved by Councillor Wilson Seconded by Councillor Collins-Mrakas
THAT report PL08-077 regarding a minor site plan application to allow the
construction of a parking lot be received as information, and
THAT Council enact implementing Zoning By-law 5046-08.D.
AMENDMENT: Upon the question of the adoption of the resolution, it was:
Moved by Councillor MacEachem . Seconded by Councillor Gaertner
THAT staff provide a copy of the report to the owner of the neighbouring
property.
CARRIED
The main motion was CARRIED AS AMENDED.
Moved by Councillor Granger Seconded by Councillor McRoberts
THAT the meeting be extended beyond 10:30 p.m. until 11:00 p.m.
CARRIED
-13-
COUNCIL - AUGUST 12, 2008 Council Minutes 08-20 - 14
Minutes of Council Meeting No. 08-20
Tuesday, July 16, 2008
3. ART08-06 - Minutes of Arts and Culture Advisory Committee Meeting of
June 26,2008
Moved by Councillor McRoberts Seconded by Councillor MacEachern
THAT the Arts and Culture Advisory Committee Meeting minutes from the
June 26, 2008 meeting be received and the recommendations contained
therein be approved.
CARRIED
4. EDACOO-06 - Minutes of Economic Development Advisory Committee
Meeting of June 12, 2008
Moved by Councillor McRoberts Seconded by Councillor MacEachern
THAT the Economic Development Advisory Committee Meeting minutes
from the June 12, 2008 meeting be received and the recommendations
contained thereln be approved. .3 .
CARRIED
7. LS08-032 — Portable Washrooms in Parks
Moved by CouncillorMacEachern_ Seconded by Councillor Gallo
THAT report LSO9-032 - Portable Washrooms in Parks be referred to
the Leisure Services Advisory Committee.
CARRIED
11. PW0B-030 — Award of Tender PW2008-26 for the Removal and Replacement
of Concrete Sidewalk at Various Locations in the Town of
Aurora
Moved by Councillor Granger Seconded by Councillor McRoberts
THAT Tender PW2008-26 — For the Removal and Replacement of
Concrete Sidewalk at Various Locations in the Town of Aurora be
awarded to Vaughan Paving Ltd. in the amount of $53,750.00, excluding
CST: and
THAT Council authorize the Mayor and Municipal Clerk to execute the
Form of Agreement between the Town of Aurora and the successful
bidder, for the removal and replacement of concrete sidewalks for a three
year term ending December 31, 2010.
CARRIED
12— PW08-031 — Status Update on the Regional Transportation Plan for the
Greater Toronto and Hamilton Area - Prepared by Metrolinx
Moved by Councillor Gaertner Seconded by Councillor G8110
THAT Council receive report PW08-031 regarding the Regional
Transportation Plan, and
THAT the Region of York and Metrolinx be invited to provide a
presentation at a future meeting.
CARRIED
- 14-
COUNCIL - AUGUST 12, 2008 Council Minutes 08-20 - 15
Minutes of Council Meeting No. 08-20
Tuesday, July 15, 2008
17. PL08-078 — Planning Applications StatusList
Moved by Councillor Gaertner Seconded by Councillor MacEachern
THAT the Planning Applications Status List be received as information.
CARRIED
22. Memorandum from Mayor Morris
Re: Voting Record of Council
(Notice of Motion was given at Council Meeting of June 24, 2008)
Moved by Councillor McRoberts Seconded by Councillor Collins-Mrakas
THAT an amendment be made to the Procedural lay -law governing
Council and all committee meetings stating that, when the Chair of
Council or committee declares a vote, that It be recorded by the
Clerk or Committee Secretary as "carried", "carried unanimously"
or "defeated".
CARRIED
25. Correspondence from City of Woodstock Mayor Michael Harding
Re: Woodstock Mayor's Blackout Day Challenge
(Tabled by Mayor Morris)
Moved by Councillor MacEachern Seconded by Councillor McRoberts
THAT the correspondence from City of Woodstock Mayor Michael
Harding, regarding the "Woodstock Mayor's Blackout Day
Challenge", be referred to PowerStream.
CARRIED
27. Correspondence from Town of Newmarket
Re: Resolution R10-2008 -Hospital Funding
Moved by.Councillor Granger Seconded by Councillor MacEachern
THAT the resolution from the Town of Newmarket, regarding hospital
funding, be received and endorsed by Council.
CARRIED
Special Council Meeting -Tuesday, July 22, 2008
Moved by Councillor Granger Seconded by Councillor MacEachern
THAT a Special Council meeting be called for Tuesday, July 22, 2008 to
address legal matters in Closed Session.
CARRIED
15-
COUNCIL - AUGUST 125 2008
Council Minutes 08-20 - 16
Minutes of Council Meeting No. 08-20
Tuesday, July 15, 2008
Xii REGIONAL REPORT
No Regional Report was provided at this meeting.
XIII NEW BUSINESS/GENERAL iNFORMATION-- COUNCILLORS
Councillor Gaertner advised that report L308-034 — Completion of Nokiidaa Trail
Connection, which was approved in the consent items, does not contain the most
up to date information attached.
Moved by Councillor MacEachern Seconded by Councillor Gaertner
THAT the applicable provisions within the Procedural By-law be waived to
allow Item 8 to be considered under New Business.
CARRIED
8. LS08-034— Completion ofNokiidaaTrail Connection
Moved by Councillor Gaertner Seconded by Councillor MacEachern
THAT Council receive this report as information and refer it to staff
for an update.
CARRIED
Mayor Morris requested that staff listen to the recording of the Special General
Committee - Audit Committee meeting of June 24, 2008, to determine if the
Auditor advised that he would provide a follow up report back to Council on
outstanding matters, and report back to Council via memorandum.
XIV READING OF BY-LAWS
Moved by Councillor Collins-Mrakas Seconded by Councillor Gaertner
THAT the following listed by-laws be given 1st, 2nd and 3rd readings, and
enacted:
5044-08.D BEING A BY-LAW to exempt Blocks 23 and 24, Plan 65M-
4037, from the Part Lot Control provisions as provided in
subsection 50(5) of the Planning Act, R.S.O. 1990, c.P.13
(as amended). Mattamy (Aurora) Limited
5045-08.D BEING A BY-LAW to amend By-law No. 2213-78, as
amended, being the Zoning By-law of the Town of Aurora.
(Partof Lot 15, Con 2, E.Y.S., D14-10-08)
Brookvalley Developments (AURORA) Ltd.
5046-08.D BEING A BY-LAW to amend By-law No. 2213-78, as
amended, being the Zoning By-law of the Town of Aurora.
(69 Wellington Street East - File D14-11-07) Richard Arnold
16-
COUNCIL - AUGUST 12, 2008
Council Minutes 08-20 - 17
Minutes of Council Meeting No. 08-20
Tuesday, July 15, 2008
5047-08.D BEING A BY-LAW to amend By-law No. 2213-78, as
amended, being the Zoning By-law of the Town of Aurora.
(Part of Lot 71, Con 1, E.Y.S., 65M-2767 D14-09-08)
Ballymore Building (Bathurst) Corp. and Ballymore
Development (Bathurst) Corp.
5049-08.0 BEING A BY-LAW to confirm actions by Council resulting
from meeting 05-20 on July 15, 2008. _
CARRIED
CLOSED SESSION
Moved by Councillor MacEachern Seconded by Councillor Granger
THAT the closed session matters be deferred to the Special Council
meeting scheduled for Tuesday, July 22, 2008.
CARRIED
XV ADJOURNMENT
Moved by Councillor Wilson
THAT the meeting be adjourned at 11:07 p.m.
CARRIED
PHYLLIS M. MORRIS, MAYOR 130E PANIZZA, TOWN CLERK
- 17-
COUNCIL -AUGUST 12, 2008 Special Council Minutes 08-21 - 1
/gym
AuRpRA
TOWN OF AURORA
SPECIAL COUNCIL MEETING MINUTES
NO. 08-21
Council Chambers
Aurora Town Hall
Tuesday, July 22, 2008
ATTENDANCE
COUNCIL MEMBERS Mayor Morris in the Chair; Councillors Buck, Collins-
Mrakas, Gaertner, Granger, MacEachern, McRoberts
and Wilson
MEMBERS ABSENT None
OTHER ATTENDEES Chief Administrative Officer, Director of Corporate
Servicesfrown Clerk, Director of Financial Services
and the Director of Planning & Development Services
Mayor Morris called the meeting to order at 7:00 p.m.
I DECLARATIONS OF PECUNIARY INTEREST
Councillor MacEachern declared an interest in the closed session item regarding
a legal opinion from J. Murray Davidson of PMLaw - due to allegations which
have been launched against her, 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 MacEachern Seconded by Councillor Gallo
THAT the agenda as circulated by the Corporate Services Department be
approved subject to the following change to the description of the items
listed on the Closed Session Agenda:
Item 1 Legal matter — Authorization for Bulkhead Payment and Bondfield
Claim at Stronach Aurora Recreation Centre
Item 11 Personal matter — Correspondence from Councillor Collins-
Mrakas
CARRIED
111 MATTERS FOR CONSIDERATION
None
- 18-
COUNCIL - AUGUST 12, 2008 Special Council Minutes 08-21 - 2
Minutes of Council Meeting No. 08-21
Tuesday, July 22, 2008
IV DELEGATIONS
None
V CLOSED SESSION
Moved by Councillor Granger Seconded by Councillor MacEachern
THAT Council resolve into a Closed Session to consider the following
matters, 7:10 p.m.:
Legal Matter — Authorization of Bulkhead Payment and Bondfield Claim at
Stronach Aurora Recreation Centre
Property Matter— Leslie St. Lands
Legal Matter —Tax Registration of Properties
Legal Matter —Dical Property
Personal Matter— Correspondence from Special Events Committee
Legal Matter — Legal Opinion from J. Murray Davidson of PMLaw
Personal Matter — Staff for Aurora Heritage Centre
Property Matter —Trails Sub -committee proposed land acquisition
Personal Matter— Staff modification Planning Dept.
Legal Matter — Disposition of Unopened Park Street
Personal Matter— Correspondence from Councillor Collins-Mrakas
On a recorded vote, the motion was CARRIED
YEAS:9 NAYS:0
VOTING YEAS: Councillors Buck, Gaertner, Gallo, MacEachern, McRoberts,
Collins-Mrakas, Granger, Wilson and Mayor Morris
VOTING NAYS: None
Moved by Councillor Granger Seconded by Councillor MacEachern
THAT Council reconvene into a public session, 12:35 a.m.
CARRIED
-19-
COUNCIL - AUGUST 12, 2008
Special Council Minutes 08-21 - 3
Minutes of Council Meeting No. 08-21
Tuesday, July 22, 2008
Recommendations from Closed Session Meeting of July 22, 2008,
1. Letter from the Special Events Subcommittee
Moved by Councillor Gallo Seconded by Councillor Granger
THAT Council confirms the removal of the memo from the'Director of
Leisure Services from the LSAC agenda of May 2007.
CARRIED
2. Interim Administrative Assistant for the Church St. School Cultural Centre
Moved by Councillor Gaertner Seconded by Councillor Granger
THAT the Town retain Mr. Ken Whitehurst as the interim Administrative
Assistant for the Church St.School Cultural Centre, contingent that he
takes a leave of absence from the Arts & Cultural Advisory Committee for
the duration of the consulting contract.
CARRIED
3. Creation of a New Manager of Heritage Planning & Urban Design Position
Moved by Councillor Wilson Seconded by Councillor McRoberts
THAT the new position of Manager of Heritage Planning & Urban Design
be approved.
CARRIED
V1 READING OF BY-LAWS
Moved by Councillor MacEacbern Seconded by Councillor Gallo
THAT the following listed by-laws be given 1st, 2nd and 3rd readings, and
enacted:
5054-08.0 BEING A BY-LAW to confirm actions by Council resulting
from the Special Council meeting of July 22, 2008.
CARRIED
V11 ADJOURNMENT
Moved by Councillor Granger
THAT the meeting be adjourned at 12:40 a.m.
PHYLLIS M. MORRIS, MAYOR
CARRIED
- 20 -
PANIZZA, TOWN CLERK
COUNCIL - AUGUST 12, 2008 . Delegation a-. 1
r ' .
Grant'Thornton
Mayor and Members of Council
Town of Aurora
Grant Thomton LLP
Suite 200
15AIhWeParkway
Makham, ON
UR fiat
T (416) 356-010D
July. 15, 2008 f (9051475-8906
w .GranlThcrnlomca
Dear Ladies and Gentlemen:
I am pleased to enclose our Report to Council arising out of our review of the Church Street
project. -
You earlier received a copy of our Report, which, regrettably was not the "Final" version. We
apologize for this confusion. We ask that you replace the copy that you originally received with
this one:
There are no substantive changes between the two copies, mainly clarification in the language
of our recommendations.
We look forward to discussing this Report with you.
Yours sincerely,
Grath Thornton LLP
Allister Byrne, F.C.A.
Partner
Eric
J.\ Data\ Continuing Frmk 7) Town of Aurora\ Matti Shay &howl - Aurorn Heritage Cenhn\enloosure report letter.doc
4L1111MmIm LLP.AC�narcbofd Gtenllhamion lnlelnNcnd Lltl
-21-
COUNCIL - AUGUST 12, 2008
Delegation a - 2
ta'rte,;
Town of Aurora
Capital Projects — Tendering, Budgeting,
Communication and Completion Process
July 15, zoos
-Y2-
COUNCIL - AUGUST 12, 2008
Delegation a - 3
Town of Aurora, Capital Projects
Contents
Scope and Procedures
Findings and Recommendations
Audit • Tax - AdNsor,
e) Grant Thornton LLP. A Canadian Member of Grant Thornton Irdematlonal Ltd. All riBhla reserved.
-23-
Page
2
3
1
COUNCIL -AUGUST 12, 2008 Delegation a - 4
Town of Aurora. Capital Projects - 2
Scope and. Procedures
Scope
At the request of the Mayor we have reviewed the Church Street School —Aurora Heritage
-. Centre Project ("Church Street Project"). Our review focused on compliance with the
Town's documented procurement policy (Procuremeot by-law 4621-04.1� and the budgeting,
spending and communication practices related to this Project..
As part of our audit we also reviewed a small number of other capital projects for
compliance with the Town's procurement by-law.
Procedures
Our procedures included: _
• Review of Procurement by-law 4621-04.F
• Review of minutes, capital budget documents and other reports to Council related to
the Church Street Project
• Review of tender applications
• Review of contracts, invoices and accounting entries related to the Church Street
Project
• Interviews with selected members of the Town's staff
- 24
COUNCIL - AUGUST 12, 2008
Delegation a - 5
Town of Aurora- Capital Projects
Findings and Recommendations
Findings
We can report that we found no exceptions to the Town's procurement policy during out
review of the Church Street project. However, through our review and consultation with
members of your staff we did note a number of areas where there are opportunities to
significantly improve the'rowds policies and procedures with regard to procurement,
budgeting, spending and reporting on capital projects.
First, and foremost, the Town does not maintain a formal written policy outlining the -
specific budgeting, reporting and spending practices to be followed throughout a capital
project. While we acknowledge that a number of the following recommendations are already
being followed by the Town, there needs to be a formalized written policy which gets
communicated to each department and monitored for compliance.
We encourage the Town to consider the benefits of incorporating these recommendations as
part of this policy. This will create cn onsistecy across the Town's departments, improve
accountability and reporting"to.Councif, as well as provide for a more timely response to
issues that arise.
Recommendations
Capital project budgets should be presented to Council, in as much detail as is reasonably
practicable, preferably on a component basis, where components for such items as
tender costs, consultant costs, and other components as maybe required by the project
are identified and estimated. By providing detailed financial reports by component,
Council will be in a better position to understand and assess the costs within a project
and better determine whether the project should be approved. Where only a single
budget amount is provided to Council, the department should explain why no
components cost information is available.
2 To continue the improvements to financial management and reporting that have been .
implemented over the last few years, all departments should, on a quarterly basis, report -.
to Council on each of the capital projects for which they are responsible, outline any
expected over -spending, and address the reasons for the over -budget situation. It should
-25-
COUNCIL -AUGUST 12y 2008
Delegation a - 6
Town of Aurora -Capital Projects
be a requirement that the department report to Council at the carliest.time when it has
been determined that a project will exceed the Council approved budget. Such reporting
should explain as a minimum why and where a project is exceeding budget.
3 On a quarterly basis, each department should review all of their capital projects in
,progress and project the costs expected to complete the project. If any project is
expected to exceed budget, the department shorild report to Council and request
- additional approval prior to making the expenditure: This provides Council the option
of discontinuing a project or providing direction to reduce costs, prior to the project
going over -budget This recommendation is intended to ensure that any "over -budget"
situation is reported to Council on a timely basis and is approved prior to the funds
being spent: In the rare circumstance where it might not be possible to convene a
meeting of Council quickly enough to address a budget situation on a particular capital
project where a timely decision is required, the CAO in consultation with the Mayor
could review and approve the particular project matter and report to Council at the -
. earliest possible opportunity..
4 Where the tendering process results in awarding contracts significantly below the
previously approved budget, a revised budget should be prepared by staff and approved
by Council. This would provide for act adjustment to the departmenes budget and ensure.
total capital project costs arc managed appropriately and kept to a tnittimum.
5 Under no circumstances should capital project costs be recorded to Operations.
6 In addition to the prior approval of Council all purchase orders of $50,000 or more
should also be approved by the Director of Finance.
7 For all projects involving demolition or significant renovations, documented
consideration (by way of a capital project checklist or other means) should be provided
as to whether a hazardous materials study is recommended, and if not, the reasons well
documented. This should be a requirement of the budgeting and approval process. This
Will alert Council to possible issues and the associated costs early in the process, and.
allow Council to assess all costs associated with the project.
8 All tenders from suppliers should be reviewed for compliance upon closing of the
request for tenders and all "non -compliant" bidders notified on a timely basis.
9 . Financial. Services department should produce annually (as a nunhmutt) a report
summarizing all completed capital projects identifying variances between approved
budgeted and actual capital expenditures.
IWIM
COUNCIL - AUGUST 12,.2008 Delegation a - 7
Town of Aurora- Capital Projects 5
10 As part of our. review it was noted that, presently, there is no documented. policy with
regard to situations where a Councillor may wish to initiate or complete purchases on
behalf of the Town. To the extent that it is deemed appropriate for Councillors to be
.granted such authority we recommend a policy be developed establishing spending
limits, timely notification and approval by the applicable Department or. other authorized
staff as appropriate.
Summary
We encourage you to consider both the costs and benefits of implementing our
recommendations and look forward to assisting you further on this matter.
Sincerely, - -
Grant ThorntonLLLrp
. 27 -
COUNCIL - AUGUST 12, 2008
Delegation b - 1
Panizza, Bob
From: Headley, Joanne
Sent: Monday, June 16, 2008 8:52 AM
To: Panizza, Bob
Subject: FW: The ABLE Network at August Council Meeting
Attachments: Brochure.02.doc
Hi Bob. Would you please place this group on the August 12, 2008 Council Meeting Agenda.
Joanne Headley
Administrative Assistant to the Members of Council
TOWN OF AURORA
1 Municipal Drive, Box 1000, Aurora, ON L4G 6J1
Tel: 905-727-3123, extension 4260
Fax:905-727-4993
jheadl ey@e-aurora, ca
www.e-aurora.ca
From: Barb Allan
Sent: Sunday, June 15, 2008 3:41 PM
To:'Headley, Joanne
Cc: 'Robin HursN; 'Jennifer Mitchinson'
Subject: The ABLE Network at August Council Meeting
Hi Joanne,
As we told you on Friday, The ABLE Network is an Aurora based program for young adults with intellectual
disabilities who have finished high school. Our mission statements is as follows:
`We area network of committed community partners. We provide relevant inclusive work and recreation
opportunities for adults with intellectual disabilities in natural job and community settings.' Mayor Morris
was enthusiastic about our program and suggested that we make a presentation to council to increase our
awareness and gain support in the community.
Thank you for helping to get us on the schedule to present at the August 12/08 council meeting. I have attached
a copy of your current brochure and as you suggested, we will provide more information as the council date
approaches. Please confirm that we are onthe agenda for this date. If you have any questions or need.any more
information, please do not hesitate to contact me.
Sincerely,
Barb Allan
Founding Director of The ABLE Network
OPME
COUNCIL - AUGUST 12, 2008
Delegation b - 2
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COUNCIL - AUGUST 12, 2008
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-30-
COUNCIL - AUGUST 12, 2008
A
Delegation c - 1
Panizza, Bob
From: Carla Adams [c:adams@aurorachamber.on.ca]
Sent: Tuesday, August 05, 2008 9:34 AM
To: Panizza, Bob
Cc: Geoffrey Dawe (E-mail); Sharon Culver (E-mail); Kathy van Nostrand (E-mail); Marion Tripp (E-
mail)
Subject: FW; Chamber of Commerce Business Awards Dinner r 2008 Town Sponsoship
:..
As per the e-mail exchange below, I would like to roquest.delegation status for the Aurora Chamber of Commerce
to appear at the Town Council meeting on Tuesday, August 12th. The purpose of our delgation will be to request
Town sponsorship of the Aurora Chamber's 2008 Business Achievement Awards gala event, ,Further details
regarding the gala will be presented at the meeting.
As I am on vacation on August 12th, it is my understanding that Geoffrey Dawe, the Chamber's representative
on EDAC, will appear as the Aurora Chamber delegate, and he may have others accompany him. We will
confirm the members of the delegation as soon as possible.
Thank you very much for your assistance with this.
Regards,
Carla Adams
Executive. Director
Aurora Chamber of Commerce
-31-
COUNCIL - AUGUST 12, 2008
Delegation d - 1
t a JAIL 14 14:10 3"1s
r
Jul V
f� 11Z
-32-
COUNCIL - AUGUST 125 2008 ITEM # -
AuTtoxA
TOWN OF AURORA
SPECIAL GENERAL COMMITTEE MEETING MINUTES
NO. 08-28
Council Chambers'
Aurora Town Hall
Monday, July 14, 2008
Mayor Morris in the Chair; Councillors Buck (until
10:26 p.m.), Collins-Mrakas, Gaertner, Gallo,
Granger, MacEachern, McRoberts and Wilson
MEMBERS ABSENT None
OTHER ATTENDEES Chief Administrative Officer, Director of Corporate
Services/Town Clerk, Director of Planning &
Development,. Manager of Policy Planning and
Manager of Administration/Deputy Clerk
Mayor Morris called the meeting to order at 7:00 p.m.
I DECLARATIONS OF PECUNIARY INTEREST
There were no declarations of pecuniary interest under the Municipal Conflict of
InterestAct.
II APPROVAL OF AGENDA
General Committee recommends:
THAT the agenda as circulated by Corporate Services, with the following
additional item be approved:
➢ Closed Session — consideration. of a legal opinion, regarding
payment of bulkhead repairs at the Stronach Aurora Recreation
Complex, be added to the closed session agenda and that the
closed session commence at 7:00 p.m.
CARRIED
General Committee recommends:
THAT General Committee convene in a Closed Session to consider the
legal opinion regarding payment of bulkhead repairs at the Stronach
Aurora Recreation Complex
CARRIED
General Committee recessed into a closed session at 7:03 p.m.
-33-
COUNCIL - AUGUST 12, 2008
ITEM # 1- 2
General Committee Report No. 08.28
Monday, July 14, 2008
General Committee recommends:
THAT General Committee reconvene in public session.
CARRIED
General Committee reconvened.in public session at 9:24 p.m.
PL08-061 - Downtown Secondary Plan
General Committee recommends:
THAT Section 2.1 of the Draft Terms of Reference be amended to include.
the York Region Transit (YRT) transit impact study.
CARRIED
General Committee recommends:
THAT Section 1 of the Draft Terms of Reference be amended to include
the review of current and future YRT land impacts within the study area.
CARRIED
General Committee recommends:
THAT Section 2.2 of the Draft Terms of Reference be amended to include
the review of any Regional and Provincial policies regarding growth
related reports including intensification policies.
CARRIED
General Committee recommends:
THAT report PLO8-061 — Downtown Secondary Plan be received and
referred to the Economic Development Advisory Committee for review and
to report back to Council in September; and
THAT the report address, but not be limited to, the following areas of
concern:
Y As an outline, the study area include Wellington. Street westerly to the
Bacon Basketware building and easterly to the CNR railway tracks and
Yonge Street from St. Andrews Plaza southerly to Henderson Drive
➢ Ensure that the stakeholders' consultation will provide sufflclent
opportunity for all to provide input
Consideration of the composition of the proposed ad hoc committee
Consider likelihood that the policies during this process may be
different for certain aspects of the Yonge Street stretch and Wellington
Street stretch
Y Incorporation of items on the Council pending list for the downtown
revitalization
CARRIED
-34.
COUNCIL -AUGUST 125 2008
General Committee Report No, 08-28
Monday, July 14, 2008
ITEM #
Councillor Buck left at 10:26 p.m.
2. Council Priority List
General Committee recommends:
THAT the Council priority list be received and any items that do not have a
Council resolution be removed from the list.
CARRIED
General Committee recommends: -
THAT the meeting be extended to 11:00 p.m.
CARRIED
General Committee recommends:
THAT staff review the priorities that reflect - the. resolutions of Council.
CARRIED
IV ADJOURNMENT
General Committee recommends:
THAT the meeting be adjourned. at 10:58 p.m.
CARRIED
THE REPORT OF THE GENERAL COMMITTEE MEETING 08-28 IS SUBJECT TO
FINAL APPROVAL AT COUNCIL ON TUESDAY, AUGUST 12, 2008.
PHYLLIS M. MORRIS, MAYOR
-35-
BOB PANIZZA, TOWN CLERK
COUNCIL - AUGUST 12, 2008
ITEM #
/— TOWN 'OFAURORA
AURORA GENERAL COMMITTEE No. LSAC08-06
SUBJECT: Leisure Services Advisory Committee - Recommendation Summary
from June 19, 2008
FROM: Leisure Services Advisory Committee
DATE: August 12, 2008
RECOMMENDATIONS
ADOPTION OF MINUTES
THAT the Leisure Services Advisory Committee Minutes No. 08-05 dated May 15,
2008 be adopted; and
THAT it be recommended to Council that a Leisure Services Advisory Committee
meeting be scheduled for Thursday, August 21., 2008 to deal specifically with the
Recreation Master Plan and Pricing Policy.
1. Correspondence from Ms Carol Walthers
. Re: Aurora Sports Council
THAT it be recommended to Council that the correspondence from Ms Carol
Walthers be received for information; and
THAT it be recommended to Council that that the Draft 2009 Leisure Services
Operating and Capital Budget be provided to the Leisure Services Committee, when
available; and
THAT it be recommended to Council that the Director of Leisure Services be
requested to verbally update Committee on issues of interest to the Committee; and
THAT it be recommended to Council that the issue of development of a Town of
Aurora Policy on Sports be placed on a future LSAC meeting Agenda.
2, Trails Sub -Committee Minutes — Meeting No. 08-09 — April 4, 2008
THAT it be recommended to Council that the Minutes of the Trails Sub -Committee
meeting held April 4, 2008 be received for information; and
THAT it be recommended to Council that the following recommendations be
approved:
-36-
COUNCIL -AUGUST 12, 2008
ITEM # 2-2
August 12 2008 - 2 - Report No. LSAC08-06
1. . THAT staff be directed to correspond with the Region of York to advise the
Region of Council's intentions to have the Chair of the Aurora Trails Sub -
Committee and a member of staff attend such meeting functions as required
with the expectation that the Region will include any or all Trails Sub -
Committee representatives in the meetings, as deemed necessary by the
Trails Sub -Committee, in matters relating to trail connections leading into or
out of the municipal limits of the Town of Aurora in accordance with the Trails
Sub -Committee Terms of Reference; and
2... THAT Leisure Services Advisory Committee and Council authorize and
support the Trails Sub -Committee in approaching the Region of York
Planning and or Transportation Departments with a formal request for the
Region to be the coordinating agency in the role of facilitating ongoing
meetings, workshops and planning in the future development of off road,
heritage and green space trail linkages on all municipal borders of the Town
of Aurora, the Town.of Richmond Hill, the Township of King, the Town of
Whitch urch-Stouffville and the Town of Newmarket; and
3. THAT the correspondence being sent to the Region of York include a request
for information pertaining to the status of the Regional "Heritage Trails
Network Study" that was being contemplated by the Region and the further
information on the timing and structure of the study be provided to the Town
of Aurora at the earliest possible time frame.
3. Trails Sub -Committee Minutes -- Meeting No. 08-10 — April 11, 2008
THAT it be recommended to Council that the Minutes of the Trails Sub -Committee
meeting held April 11, 2008 be received for information; and
THAT it be recommended to Council that the following recommendations be
approved:
THAT recommendation 1 of the April 11, 2008 Meeting No. 08-10 of the Trails Sub -
Committee minutes be referred to the Director of Finance for a report to Council
with respect to the fees outlined in the recommendation - re proposed.fee increase
by Hydro One Networks Inc. from $300 per crossing to $400 per crossing; and
THAT staff provide information regarding any fees charged by the Town of Aurora
to Hydro One Networks Inc. for any easements.
4. Trails Sub -Committee Minutes — Meeting No. 08-11 — May 9, 2008
THAT it be recommended to Council that the Minutes of the Trails Sub -Committee
meeting held May 9, 2008 be received for information; and
-37-
COUNCIL -AUGUST 12, 2008
ITEM #
August 12, 2008 - 3 - Report No. LSAC08-06
THAT itbe recommended to Council that the following recommendations be
approved:
THAT the Trails Sub -Committee endorse the trail connection being
requested by staff through the site planning process associated with theYork
Region District School Board parking lot project as outlined on the attached
sketch; and
THAT the Trails Sub -Committee be provided with a comprehensive summary
on the status of all Parkland dedication and/or Cash In Lieu of Parkland
relative to:
a) Required to convey under section 51 of the Planning Act;
b) Actual lands conveyed or cash in lieu paid;
c) Quantity of cash in lieu of parkland or acres of parkland which remain
outstanding;
Relative to all lands associated with Magna or Magna subsidiary companies
within the area bounded by Bayview Avenue to the west, Leslie Street to the
east, Wellingtori Street to the north and the northern boundary of Lot 16
between Bayview Avenue and Leslie Street (see attached map); and
THAT this information be provided at the earliest possible opportunity but not
later than September 30, 2008. .
5. Trails Sub -Committee Minutes -Meeting No. 08-12 — May 16, 2008
THAT it.be recommended to Council that the Minutes of the Trails Sub -Committee
meeting held May 16, 2008 be received for information; and
THAT it be recommended to Council that the following recommendations be
approved:
1. THAT the eastern portion of the major east -west trails corridor between
Bayview Avenue and Leslie Street that doubles as the provincially significant
Oak Ridges Trail be moved away from Vandorf Road alignment and that
negotiations be started by October 2008 with landowners along the
envisioned routing shown on the attached sketch; and
2. THAT support be given to the Parks Department's intention to construct a
trail link between Elizabeth Hadar Park and Kennedy Street West on lands
that were shown on a survey for an easement for a pedestrian trail that was
secured by the Town through the Leonard Lindresidential development
agreement. This trail should be implemented subject to staff meeting with
-38-
COUNCIL - AUGUST 92, 2008
,TEM # 2-4
August 12; 2008 4 - Report No. LSAC08-06
neighbouring residents to address their concerns (map attached);
3. THAT the construction of the trail on this easement be submitted and
approved in the 2009 capital budget for commencement of construction in
2009 as the easement provision for implementing a trail across the former
Kwik Kopy lands at the south west corner of St. John Side Road and Yonge
Street (see attached plan) expires in 2012 if not constructed; and
THAT the current owner of this property be notified in writing of the proposed
trail project and the anticipated comment date not later than July 30, 2008,
THAT construction of the final link of the Nokiidaa Trail extending north 6f St.
John Side Road into the Town of Newmarket be constructed in 2009 subject
to the Town of Newmarket completing the expropriation process of the lands
necessary to link the Newmarket Trail to Aurora's trail; and
THAT staff communicate this information to the Region of York with a
request to hold their approved 2008 Community Pedestrian and Cycling
Partnership Program trail funding contribution of $80,000.00 approved for the
Town of Aurora section of the Nokiidaa Trail until 2009.
6. Media Release —Aurora Idol 2008
THAT it be recommended to Council that the Media Advisory —Aurora Idol 2008, be
received for information.
7. Media Release — 2008 Canada Day Parade Comes Alive
THAT it be recommended to Council that the Media Advisory — 2008 Canada Day
Parade Comes Alive, be received for information.
8 a) Canada Day Parade Sub -Committee - May 1, 2008 Minutes
THAT it be recommended to Council that the Minutes of the May 1, 2008 Canada
Day Parade Sub -Committee be received for information.
8 b) Canada Day Parade Sub -Committee -May 8, 2008 Minutes
THAT it be recommended to Council that the Minutes of the May 8, 2008 Canada
Day Parade Sub -Committee be received for information.
8 c) Canada Day Parade Sub -Committee -May 15, 2008 Minutes
THAT it be recommended to Council that the Minutes of the May 15, 2008 Canada
-39-
COUNCIL - AUGUST 12, 2008 ITEM # 2.5
August 12, 2008 - 5 - Report No. LSAC08-06
Day Parade Sub -Committee be received for information.
8 d) Canada Day Parade Sub -Committee -May 22, 2008 Minutes
THAT it be recommended to Council that the Minutes of the May 22, 2008 Canada
Day Parade Sub -Committee be received for information.
8 e) Canada Day Parade Sub -Committee - May 29, 2008 Minutes
THAT it be recommended to Council that the Minutes of the May 29,2008 Canada
Day Parade Sub -Committee be received for information.
8 f) Canada Day Parade Sub -Committee -June 5, 2008 Minutes
THAT it be recommended to Council that the Minutes of the June 5, 2008 Canada
Day Parade Sub -Committee be received for information.
8 g) Canada Day Parade Sub -Committee -June 12, 2008 Minutes
THAT it be recommended to Council that the Minutes of the June 12, 2008 Canada
Day Parade Sub -Committee be received for information.
9. Discussion regarding the Development of Bike Paths/Trails in Aurora
THAT it be recommended to Council thatthe mandate of the Trails Sub -Committee
consider bike paths/trails to provide residents with a safe alternate means of
travelling through Town.
10. Discussion regarding Capital Replacement Costs
THAT it be recommended to Council that a discussion regarding capital
replacement costs be deferred to the September 18, 2008 Leisure Services
Advisory Committee meeting.
11. Memorandum from the Manager of Facilities and Property —Fitness Centre
Cleaning and Maintenance
THAT it be recommended to Council that the memorandum from the Manager of
Facilities and Property regarding fitness centre cleaning and maintenance be
received; and
THAT it be recommended to Council that staff investigate the logistics of moving the
spinning class to the Activity Room with the equipment being moved to the sides of
the room to accommodate the spinning class and provide a report back to Leisure
-40-
COUNCIL - AUGUST 12, 2008
ITEM # 2-6
August 12 2008 - 6 - Report No. LSAC08-06
Services Advisory Committee regarding this matter; and
THAT it be recommended to Council that staff investigate methods to improve the
ventilation in the spinning room; and
THAT it be recommended to Council that staff investigate the complaint received
regarding missing shower curtains in the ladies pool change room; and
THAT it be recommended to Council that staff investigate the complaint received
regarding mould, dirt, hair, dust, grime and odour in the ladies change room next to
the gym; and
THAT it be recommended to Council that Capital Budget Item, Nos. 72055 and
72071 be identified as priority items in the 2009 Capital Budget in order to improve
the environmental conditions and ventilation for the users of the Aurora Family
Leisure Complex, Fitness Centre.
CLOSED SESSION
12. Trails Sub -Committee Minutes of June 10, 2008
THAT it be recommended to Council that the presentation by Mr. Klaus
Wehrenberg representing the Trails Sub -Committee be received; and
THAT it be recommended to Council that Mr. Wehrenberg be requested to provide
a closed session presentation to the July 15, 2008 Council meeting regarding this
matter: and
THAT Council direct staff to review all options of establishing a trail link in the area.
ATTACHMENTS
Attachment 91 — Leisure Services Advisory Committee Minutes of June 19, 2008
Prepared by. Karen Ewart, Administrative Co-ordinator/Deputy Clerk Ext. 4222
Kar n
Manager of Administration/Deputy Clerk
On behalf of the Leisure Services Advisory Committee
-41-
COUNCIL - AUGUST 12, 2008
ITEM # 2-7
AURORA.
COMMITTEE MINUTES
MEETING NO. 08-06
Committee: Leisure Services Advisory Committee
Date: Thursday, June 19, 2007
Time and Location: 7:00 p.m., Leksand Room
Committee Members: Councillor MacEachern, Chair, Councillor Granger,
Vice -Chair, Michael Levesque, Councillor McRoberts,
Judy Norwell, Carol Walthers and Kenneth Whitehurst
Absent: John Clement and Margaret Kingerski (Margaret
attended the Canada Day Parade Sub -Committee
meeting)
Other Attendees: Al Downey, Director of Leisure Services and Elmo
Stevenson, Committee Secretary
The Chair called the meeting to order at 7:10 p.m.
DECLARATIONS OF INTEREST
Councillor McRoberts declared a pecuniary interest .in Item 4,
Recommendation 1 by virtue of his employer being the York Region
District School Board 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.
APPROVAL OF AGENDA
Moved by Councillor Granger
Seconded by Carol Walthers
THAT the agenda with the following additional items be approved:
1 Added Item 8 — Canada Day Parade Sub -Committee Minutes —
May 1, 2008, May 8, 2008, May 15, 2008, May 22, 2008, May
29, 2008, June 5, 2008, June 12, 2008
-42r
COUNCIL -AUGUST 92, 2008 ITEM # 2" 8
2 Added Item 9 — Discussion regarding the Development of Bike
Paths/Trails in Aurora
3 Added Item 10 — Discussion regarding Capital Replacement
Costs
4 Added Item 11 —Memorandum from the Manager of Facilities
and Property - Fitness Centre Cleaning and Maintenance
CARRIED
ADOPTION OF MINUTES
Moved by Michael Levesque Seconded by Councillor McRoberts
THAT the Leisure Services Advisory Committee Minutes No. 08-05
dated May 15, 2008 be adopted; and
THAT it be recommended to Council that a Leisure Services
Advisory Committee meeting be scheduled for Thursday, August
21, 2008 to deal specifically with the Recreation Master Plan and
Pricing Policy.
CARRIED
DELEGATIONS
None
MATTERS FOR CONSIDERATION
1. Correspondence from Ms Carol Walthers
Re: Aurora Sports Council
Moved by Carol Walthers Seconded by Judy Norwell
THAT it be recommended to Council that the correspondence from
Ms Carol Walthers be received for information; and
THAT it be recommended to Council that that the Draft 2009
Leisure Services Operating and Capital Budget be provided to the
-43-
COUNCIL -AUGUST 12, 2008 ITEM #
Leisure Services Committee, when available; and
THAT it be recommended to Council that the Director of Leisure
Services be requested to verbally update Committee on issues of
interest to the Committee; and
THAT it be recommended to Council that the issue of development
of a Town of Aurora Policy on Sports be placed on a future LSAC
meeting Agenda.
CARRIED
MATTERS FOR CONSIDERATION
LEASH FREE PARK SUB -COMMITTEE
None
TRAILS SUB -COMMITTEE
2, Trails Sub -Committee Minutes — Meeting No. 08-09 — April 4, 2008
Moved by Kenneth Whitehurst Seconded by Councillor Granger
THAT it be recommended to Council that the Minutes of the Trails
Sub -Committee meeting held April 4, 2008 be received for
information; and
THAT it be recommended to Council that the following
recommendations be approved:
1. THAT staff be directed to correspond with the Region of York
to advise the Region of Council's intentions to have the Chair
of the Aurora Trails Sub -Committee and a member of staff
attend such meeting functions as required with the
expectation that the Region will include any or all Trails Sub -
Committee representatives in the meetings, as deemed
necessary by the Trails Sub -Committee, in matters relating to
trail connections leading into or out of the municipal limits of
the Town of Aurora in accordance with the Trails Sub -
Committee Terms of Reference; and
THAT Leisure Services Advisory Committee and Council
W'
COUNCIL - AUGUST 12, 2008
ITEM # 2 - 10
3.
4.
authorize and support the Trails Sub -Committee in
approaching the Region of York Planning and or
Transportation Departments with a formal request for the
Region to be the coordinating agency in the -role of facilitating
ongoing meetings, workshops and planning in the future
development of off road, heritage and green space trail
linkages on all municipal borders of the Town of Aurora, the
Town of Richmond Hill, the Township of King, the Town of
Whitchurch-Stouffville and the Town of Newmarket; and
3. THAT the correspondence being sent to the,Region of York
include a request_ for information pertaining to the status of
the Regional "Heritage Trails Network Study" that was being
contemplated by the Region and the further information on
the timing and structure of the study be provided to the Town
of Aurora at the earliest possible time frame.
CARRIED
Trails Sub -Committee Minutes — Meeting No. 08-10— April 11, 2008
Moved by Kenneth Whitehurst Seconded by Councillor Granger
THAT it be recommended to Council that the Minutes of the Trails
Sub -Committee meeting held April 11, 2008 be received for
information; and
THAT it be recommended to Council that the following
recommendations be approved:
THAT recommendation 1 of the April 11, 2008 Meeting No. 08-10 of
the Trails Sub -Committee minutes be referred to the Director of
Finance for a report to Council with respect to the fees outlined in
the recommendation - re proposed fee increase by Hydro One
Networks Inc. from $300 per crossing to $400 per crossing; and
THAT staff provide information regarding any fees charged by the
Town of Aurora to Hydro One Networks Inc. for any easements.
CARRIED
Trails Sub -Committee Minutes — Meeting No. 08-11 — May 9, 2008
Moved by Michael Levesque
Seconded by Judy Norwell
-45-
COUNCIL - AUGUST 12, 2008 ITEM #
THAT it be recommended to Council that the Minutes of the Trails
Sub -Committee meeting held May 9, 2008 be received for
information; and
THAT it be recommended to Council that the following
recommendations be approved:
1. THAT the Trails Sub -Committee endorse the trail connection
being requested by staff through the site planning process
associated with the York Region District School Board
parking lot project as outlined on the attached sketch; and
.2. THAT the Trails Sub -Committee be provided with a
comprehensive summary on the status of all Parkland
dedication and/or Cash In Lieu of Parkland relative to:
a) Required to convey under section 51 of the Planning
Act;
b) Actual lands conveyed or cash in lieu paid;
c) Quantity of cash in lieu of parkland or acres of
parkland which remain outstanding;
Relative to all lands associated with Magna or Magna
subsidiary companies within the area bounded by Bayview
Avenue to the west, Leslie Street to the east, Wellington
Street to the north and .the northern boundary of Lot 16
between Bayview Avenue and Leslie Street (see attached
map); and
THAT this information be provided at the earliest possible
opportunity but not later than September 30, 2008.
CARRIED
5. Trails Sub -Committee Minutes -Meeting No. 08-12 — May 16, 2008
Moved by Councillor McRoberts Seconded by Councillor Granger
THAT it be recommended to Council that the Minutes of the Trails
Sub -Committee meeting held May 16, 2008 be received for
information; and
THAT it be recommended to Council that the following
recommendations be approved:
W0D
COUNCIL - AUGUST 92, 2008
ITEM #
1. THAT the eastern portion of the major east -west trails
corridor between Bayview Avenue and Leslie Street that
doubles as the provincially significant Oak Ridges Trail be
moved away from Vandorf Road alignment and that
negotiations be started by October 2008 with landowners
along the envisioned routing shown on the attached sketch;
and
2. THAT support be given to the Parks Department's intention
to construct a trail link between Elizabeth Hadar Park and
Kennedy Street West on lands that were shown on a survey
for an easement for a pedestrian trail that was secured by
the Town through the Leonard Lind residential development
agreement. This trail should be implemented subject to staff
meeting with neighbouring residents to address their
concerns (map attached);
3. THAT the construction of the trail on this easement be
submitted and approved in the 2009 capital budget for
commencement of construction in 2009 as the easement
provision for implementing a trail across the former Kwik
Kopy lands at the south west corner of St. John Side Road
and Yonge Street (see attached plan) expires in 2012 if not
constructed: and
THAT the current owner of this property be notified in writing
of the proposed trail project and the anticipated comment
date not later than July 30, 2008.
4. THAT construction of the final link of the Nokiidaa Trail
extending north of St. John Side Road into the Town of
Newmarket be constructed in 2009 subject to the Town of
Newmarket completing the expropriation process of the lands
necessary to link the Newmarket Trail to Aurora's trail; and
THAT staff communicate this information to the Region of
York with'a request to hold their approved 2008 Community
Pedestrian and Cycling Partnership Program trail funding
contribution of $80,000.00 approved for the Town of Aurora
section of the Nokiidaa Trail until 2009.
INFORMATION ITEMS
CARRIED
-47-
COUNCIL - AUGUST 12, 2008
ITEM #
6. Media Release — Aurora Idol 2008
Moved by Councillor McRoberts Seconded by Kenneth Whitehurst
THAT it be recommended to Council that -the Media Advisory —
Aurora Idol 2008, be received for information.
NOT-ITUIT51-11
7. Media Release — 2008 Canada Day Parade Comes Alive
Moved by Councillor McRoberts Seconded by,Kenneth Whitehurst
THAT it be recommended to Council that the Media Advisory —
2008 Canada Day Parade Comes Alive, be received for
information.
CARRIED
CANADA DAY PARADE SUB -COMMITTEE
8 a) Canada Day Parade.Sub-Committee - May 1, 2008 Minutes
W
8 c)
Moved by Judy Norwell
Seconded by Michael Levesque
THAT it be recommended to Council that the Minutes of the May 1,
2008 Canada Day Parade Sub -Committee be received for
information.
CARRIED
Canada Day Parade Sub -Committee - May 8, 2008 Minutes
Moved by Judy Norwell
Seconded by Michael Levesque
THAT it be recommended to Council that the Minutes of the May 8,
2008 Canada Day Parade Sub -Committee be received for
information.
CARRIED
Canada Day Parade Sub -Committee - May 15, 2008 Minutes
191f-IM
COUNCIL. -AUGUST 12, 2008
ITEM # 2 -14
Moved by Judy Norwell
Seconded by Michael Levesque
THAT it be recommended to Council that the Minutes of the May
15, 2008 Canada Day Parade Sub -Committee be received for
information.
CARRIED
8 d) Canada Day Parade Sub -Committee - May 22, 2008 Minutes
Moved by Judy Norwell
Seconded by Michael Levesque
THAT it be recommended to Council that the Minutes of the May
22, 2008 Canada Day Parade Sub -Committee be received for
information.
CARRIED
-49-
COUNCIL - AUGUST 12, 2008
ITEM #
8 e) Canada Day Parade Sub -Committee -May 29, 2008 Minutes
Moved by Judy Norwell
Seconded by Michael Levesque
THAT it be recommended to Council that the Minutes of the May
29, 2008 Canada Day Parade Sub -Committee be received for
information.
CARRIED
8 f) Canada Day Parade Sub -Committee - June 5, 2008 Minutes
Moves! by Judy Norwell
Seconded by Michael Levesque
THAT it be recommended to Council that the Minutes of the June 5,
2008 Canada Day Parade Sub -Committee be received for
information.
CARRIED
8 g) Canada Day Parade Sub -Committee -June 12, 2008 Minutes
Moved by Judy Norwell
Seconded by Michael Levesque
THAT it be recommended to Council that the Minutes of the June
12, 2008 Canada Day Parade Sub -Committee be, received for
information.
CARRIED
9. Discussion regarding the Development of Bike Paths/Trails in Aurora
Moved by Councillor McRoberts Seconded by Councillor Granger
THAT it be recommended to Council that the mandate of the Trails
Sub -Committee consider bike paths/trails to provide residents with
a safe alternate means of travelling through Town.
CARRIED
-50-
COUNCIL - AUGUST 12, 2008
ITEM # 2 - 16
10. Discussion regarding Capital Replacement Costs
Moved by Carol Walthers
Seconded by Kenneth Whitehurst
THAT it be recommended to Council that a discussion regarding
capital replacement costs be deferred to the September 18, 2008
Leisure Services Advisory Committee meeting.
Ca_T:ZWX
11. Memorandum from the Manager of Facilities and Property — Fitness
Centre Cleaning and Maintenance
Moved by Councillor Granger
Seconded by Judy Norwell
THAT it be recommended to Council that the memorandum from
the Manager of Facilities and Property regarding fitness centre
cleaning and maintenance be received; and
THAT it be recommended to Council that staff investigate the
logistics of moving the spinning class to the Activity Room with the
equipment being moved to the sides of the room to accommodate
the spinning class and provide a report back to Leisure Services
Advisory Committee regarding this matter; and
THAT it be recommended to Council that staff investigate methods
to improve the ventilation in the spinning room; and
THAT it be recommended to Council that staff investigate the
complaint received regarding missing shower curtains, in the ladies
pool change room; and
THAT it be recommended to Council that staff investigate the
complaint received regarding mould, dirt, hair, dust, grime and
odour in the ladies change room next to the gym; and
THAT it be recommended to Council that Capital Budget Item Nos.
72055 and 72071 be identified as priority items in the 2009 Capital
Budget in order to improve the environmental conditions and
ventilation for the users of the Aurora Family Leisure Complex,
Fitness Centre.
CN_1Z�1CO
-51-
COUNCIL - AUGUST I2y 2008 ITEM #
CLOSED SESSION
12., Trails Sub -Committee Minutes of June 10, 2008
Mr. Klaus Wehrenberg made a presentation to the Committee in closed
session regarding a potential land acquisition.
Moved by Judy Norwell
Seconded by Councillor McRoberts
THAT it be recommended to Council that the presentation by Mr.
Klaus Wehrenberg representing the Trails Sub -Committee be.
received; and
THAT it be recommended to Council that Mr. Wehrenberg be
requested to provide a closed session presentation to the July 15,
2008 Council meeting regarding this matter; and
THAT Council direct staff to review all options of establishing a trail
link in the area.
CARRIED
ADJOURNMENT
Moved by Kenneth Whitehurst
THAT the meeting be'adjourned at 11:15 p.m.
CARRIED
Cou iilor elina MacEachern, Chair
-52-
COUNCIL -AUGUST 12, 2008
ITEM # 3 -
f f- CENTRAL YORK FIRE SERVICES
1
JOINT COUNCIL COMMITTEE MEETING
TUESDAY, JUNE 17, 2008 AT 10:30 Am.
TOWN OF AURORA
` MINUTES
For consideration by Committee of the Whole at its meeting of August 11, 2008
A meeting of the Joint Council. Committee was held on Tuesday, June 17, 2008 at 10:30 a.m. in
the Holland Room at the Town of Aurora.
Members Present: Newmarket Councillor Emanuel
Councillor Woodhouse
Aurora Councillor Buck
Councillor Wilson
Absent: Regional Councillor Taylor
Staff: Newmarket R. N. Shelton, Chief Administrative Officer
M. Mayes, Assistant Director of Finance
L..Gibson, Deputy Clerk
Aurora: .. J. Rogers, Chief Administrative Officer
J. Gutteridge, Director of: Finance
CYFS: J. Molyneaux, Fire Chief
P. Leslie, Deputy Fire Chief
The meeting was called to order at 10:35 a.m.
Councillor Emanuel .in the Chair.
DECLARATIONS
None.
1. JOINT COUNCIL COMMITTEE MINUTES - JUNE 17, 2008 -ITEM 1
CORRESPONDENCE FROM DIRECTOR OF CORPORATE SERVICES/TOWN
CLERK
Correspondence dated May 30, 2068 from the Director of Corporate Services/Town
Clerk, Town of Aurora regarding Creation of a Fire Services Training Obligatory Reserve
Fund.
- 53 -
COUNCIL -.AUGUST 12, 2008
STEM #
Moved by Councillor Buck
Seconded by Councillor Woodhouse
THAT the correspondence dated May.30, 2008 from the Director of Corporate
Services/Town Clerk, Town of Aurora regarding Creation of a Fire Services
Training Obligatory Reserve Fund be received for information purposes.
CARRIED
2. JOINT COUNCIL COMMITTEE MINUTES --JUNE 17, 2008 — ITEM 2
APPROVAL OF MINUTES
Joint Council Committee Minutes of May 20, 2008.
Moved by Councillor Wilson
Seconded by Councillor Buck
THAT the Joint Council Committee Minutes of May 20, 2008 be approved.
CARRIED
3. JOINT COUNCIL COMMITTEE MINUTES —JUNE 17, 2008 —.ITEM 3
FIRE SERVICES REPORT 2008-08
OUTDOOR BURNING BY-LAW UPDATE
The Deputy Fire Chief provided the. Committee with an update regarding the Outdoor
Burning By-law and requested direction regarding regulation applicable to outdoor fires.
.Discussion ensued.
Moved by Councillor Wilson
Seconded by Councillor Woodhouse
THAT the wording "offensive to persons residing in the immediate .area" in
'Section 2 (n) of the Draft By-law to Regulate Outdoor Burning be replaced with the
Wording in Option 2 being "dangerous to persons in the area, as deemed by the
Central York Fire Services staff responding to an incident'.
CARRIED
Central York Fire Services - Joint Council Committee
Minutes June 17, 2008 - 54 - Page 2 of 4
COUNCIL - AUGUST 125 2008
ITEM #
Moved by Councillor Buck
Seconded by Councillor Wilson
THAT Fire Services Report 2008-08 dated' June 4, 2008 regarding the Draft
Outdoor Burning By-law together with the draft by-law be received, as amended;.
AND THAT the Fire Chief be given the authority to grant exemptions to the by-law;
AND THAT the Fire Chief report back to the Joint Council Committee in twelve
months after the passing of the Outdoor Burning By-law regarding the impact of
the by-law on Central York Fire Services.
CARRIED
4. JOINT COUNCIL COMMITTEE MINUTES —JUNE 17, 2608 - ITEM 4
FIRE SERVICES REPORT 2008-09
Fire Services Report 2008-09 dated June 5, 2008 regarding 2007 Year End Budget
Report and Report on Fire Services Surplus.
Moved by Councillor Wilson
Seconded by Councillor Woodhouse
THAT Fire Services Report 2008-09 dated June 5, 2008 regarding 2007 Year End
Budget. Report and Report on Fire Services Surplus be received;.
AND.THAT the amount of $159,146, the 2008 surplus projected in the report, be
transferred to the appropriate reserve fund with the 2007 surplus.
.CARRIED
5. JOINT COUNCIL COMMITTEE MINUTES —JUNE 17, 2008 —ITEM 5
OUTSTANDING LIST.
List of outstanding matters.
Moved by Councillor Woodhouse
Seconded by Councillor Buck
THAT the Outstanding Matters List be received;
CARRIED
Central York Fire Services - Joint Council Committee
Minutes June 17, 2008 - 555 Page 3 of 4
COUNCIL - AUGUST 125 2008
ITEM # 3-4
6. JOINT COUNCIL COMMITTEE MINUTES — JUNE 17, 2008 " ITEM 6
NEW BUSINESS
Councillor Wilson inquired with respect to the newspaper ad for the Deputy Fire Chief
noting it did not include the Town of Aurora's logo only that of the Central York. Fire
Services and the Town of Newmarket. The Fire Chief advised that future ads will
respect both municipalities.
Moved by Councillor Wilson
Seconded by Councillor Woodhouse
THAT the meeting adjourn.
CARRIED
There being no further business, the meeting adjourned at 11:25 a.m.
Date Councillor Emanuel, Chair
Central York Fire Services. -Joint Council Committee
Minutes June 17, 2009 - 56 - Page 4 of 4
COUNCIL - AUGUST 125 2008 ITEM # 4-1
TOWN OF AURORA
AUIZQI2A COUNCIL REPORT No.ADM08-010
SUBJECT: Request for Proposal for a Review of the Corporate Organizational
Structure of the Town of Aurora
FROM: John S. Rogers, Chief Administrative Officer
DATE: August 12, 2008
RECOMMENDATIONS
THAT the firm BMA Management Consulting Inc. be awarded the contract for
the Review of the Corporate Organizational Structure of the Town of Aurora for
a contract price of $68,850 plus disbursements.
BACKGROUND
At the May 13, 2008 meeting of Council the Following resolution from the General
Committee of May 6, 2008 was adopted:
THAT the Proposal for Organizational Review, attached to reportADM08-007,
be issued as part of the Request for Proposals for consultants for the
Corporate Organizational Structure review of the Town of Aurora, with the
following amendments:
Section 3.2- Organizational Structure
The role and responsibilities of the Chief Administrative Officer (CAO). in
respect to the legislative requirements placed on this position, and the
expectations of this (remove) Council.
Section 4.2 - Council Liaison Committee - 4 Members of Council
An Ad Hoc Committee of Council consisting of four member's of Council will
provide the opportunity for the Consultant to liaise with Council during the
entire length of the project on an as needed basis.
Section 5.1- Consultant, Study Team
The consultant will report to the CAD and Council
Section 5.2 - Deliverables
The consultants may be required to make two electronic presentations to
Council as required by the CAD.
Electronic copies of all reports are to be provided to the Town of Aurora and
will be the property of the Town of Aurora Council
COUNCIL - AUGUST 125 2008
ITEM # 4-2
August 12 2008 - 2 - Report No. ADM08-010
In addition to this resolution there was a Capital Project No. 12009 for Corporate
Organizational Structure Review in the amount of $95,000.00 a copy of the project sheet is
attached hereto as Attachment #1.
As a result a Request for Proposal for a review of the Corporate Organizational Structure of
the Town of Aurora was issued July 5, 2008 with a closing date of June 20, 2008.
We received a very good response to our proposal with 12 companies submitting
proposals, these companies were (in no particular order):,
1. PSTG CONSULTING
2. ROCG HOBB
3. AM FM CONSULTING
4. OCG STRATEGY .
5. BERKELEY CONSULTANT
6. BURKE GROUP
7. BMA MANAGEMENT
8. IMAGINATE
9. COVENCO LTD
10.DPRA CANADA
11,OLIVER WYMAN-DELTA
12. BLACKSTONE PARTNERS
A Staff review team was formed with the following members:
• Director of Planning and Development
• Manager of Administration/Deputy Clerk
• Manager of Information Technology
The evaluation criteria were as follows:
CRITERIA
Weighting
meeting/exceeding our needs
35%
-Proposal
Fee charges
25%
Firm profile & people assigned
20%
Performance commitments & Times
10%
Additional support/value added
5%
Reference check comments
5%
TOTAL
100%
After a thorough review of the proposals and interviews with the three of the proponents
the firm of BMA received the highest marks and are being recommended for this work.
The BMA price is $68,850 including disbursements.
58 -.
COUNCIL -AUGUST 12, 2008 ITEM #
August 12, 2008 - 3 - Report No ADM08-010
BMA Consulting., produces an annual report called Municipal Study that the Town
subscribes to and the report provides us with useful comparative data relating to financial
information.
OPTIONS
1. As stated in the recommendations of this report.
2. That the Review of the Corporate Organizational Structure project not be awarded at
this time.
FINANCIAL IMPLICATIONS
The price of this proposal is well within the budget amount of $95,000.00.
CONCLUSIONS
We believe that the firm of BMA Management Consulting Inc. are capable of meeting the
needs for this proposal.
LINK TO STRATEGIC PLAN
Goal D; To Maintain a Well Managed and Fiscally Responsible Municipality.
ATTACHMENTS
Attachment #1 — Copy of Capital Budget for Review of Corporate Organizational Structure
Attachment #2 — Terms of Reference for Organizational Review
Attachment #3 — Project Schedule and Work Plan
PRE -SUBMISSION REVIEW
Management Team Meeting - July 30, 2008
Prepared by: John S. Rogers, Ext 4744
�n Jon
Chief Administrative Officer
5&7'M
COUNCIL - AUGUST 12, 2008 ITEM #
Final 2008 Operating and Capital Budget - April 22, 2008 ATTACHMENT -1
TOWN OF AURORA
CAPITAL BUDGET - ANALYSIS BY PROJECT
Page No: 3
Project ID: Rim
Project Name I Corporate Organizational structure Review
Department
Service I Program JCAD
Year of Initiation : 2009
Addresses Council Direction : No
...__..w _
Reviethe current corporate organizational structure to determine if there Is a need for
organizational change and if necessary develop an implementation strategy.
Potential Improvement
organization.
Retain consultants to conduct a review of the corporate structure of the Town I:
Council, staff and stakeholders. If changes are suggested then an appropriate
implementation strategy will be developed.
Ell"ll'I'l
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Contracts
Tojal;,E; ttiiafedExperSdFf'ures,
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E$ttf�t ted �tnan
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Gonlrfbution^ from beneras
9 Od0 _
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PlYIlm
COUNCIL - AUGUST 12, 2008
ITEM # 4 - 5
ATTACHMENT -'Z
Request for Proposals for
Corporate Organizational Structure Review
of the Town of Aurora
1.0 Definitions
The term "Municipality" shall be understood to mean The Corporation of the Town of
Aurora.
The term "Town" shall be understood to mean The Corporation of the Town of Aurora.
2.0 introduction
2.1 Introduction
The Town of Aurora is a growing municipality located in the centre of York
Region. The Town of Aurora's current population is approximately 50,000
persons. The Town recognizes that there is opportunity to improve our
current organizational structure and to increase the organization's
efficiency and effectiveness, ensuring the best use.of staff and municipal
resources.
An overall review of the corporation's structure has not been conducted since
1985. Council and staff are committed to building a more focused, responsive,
resource -conscious and results -oriented organization. An organizational review
would be helpful in this process.
2.2 Purpose
To undertake an Organizational Review of the overall departmental operations
comprehensive and organizational structure of the Corporation of the Town of
Aurora'("the Town") in order to build a more efficient and effective organization.
2.3 Organizational Review Principles
This Organizational Review will be based on the following principles:
• Council will make the final decision on any changes to the current
organizational structure and/or processes.
• The current level of municipal service will not be compromised, and
should improve.
• The Town's organizational structure should foster the efficient and
effective delivery of municipal services to the residents of Town of
Aurora. .
■ The Organizational Review will incorporate fiscal responsibility. The
existing CUPE agreement will be respected and acknowledged.
-61-
COUNCIL - AUGUST 125 2008 ITEM # 4-6
3.0 Organizational Review Objectives
3.1 Organizational Design
To assess the Town's current organizational structure in light of both the
municipality's goals and service requirements, as well as sound organizational
principles.
To identify options and make recommendations to improve the efficiency and
effectiveness of the structure.
To benchmark the Town's organizational structure against comparable
organizations to identify "best, practices", and to make recommendations as to
whether the "best practices" can and should be integrated into the Town of
Aurora's organizational structure.
To review and identify whether staff levels are appropriate to meet work loads in
each division, and provide comparisons with other similar jurisdictions.
To evaluate the current decision -making processes and make recommendations
that foster corporate -based decisions.
3.2 Organizational Culture
To evaluate and make recommendations in regard to the following areas:
• The steps Council has taken to date in reviewing or establishing the
vision, mission, values and priorities which set the course for the
municipality.
• The current working relationship between.Council and management.
• Employee retention and succession planning.
• Internal and external communication processes.
The role and responsibilities of the Chief Administrative Officer (CAO) in
respect to the legislative requirements placed on this position, and the
expectations of Council
• Principles for conducting business.
• Individual accountability and Township.
3.3 Summary and Recommendations
To provide a high-level implementation plan for any proposed changes.
-62- s
COUNCIL - AUGUST 12, 2008
4.0 Organizational Review Team.
ITEM # a -
4.1 Organizational Review Team
An Organizational Review Team comprised of the Town of Aurora's CAO and
staff members from across the organization will be established to work in
conjunction with the selected consultant.
The primary role of the Organizational Review Team is to assist the consultant in
completing the review. The consultant will carry out the review in consultation
with this team.
The Organizational Review Team will act as a liaison between the consultant
and Staff, and will participate in:
• The review of the organization structure and culture
• The review of administrative processes
• The formulation and evaluation of options
• The creation of recommendations for consideration by the Town Council
The Organizational Review Team, under the direction of the CAO, . will be
responsible for informing Town of Aurora Council of the organizational review's
progress and matters relating thereto.
4.2 Council Liaison Committee — 4 Members of Council,
An Ad Hoc Committee of Council consisting of four members of Council will
provide.the opportunity for the Consultant to liaise with Council during the entire
length of the project on an as needed basis.
4.3 The Role of the Consultant
The consultant will provide independent expertise and advice on the
Organizational Review. The consultant will lead the Organizational Review Team
and:
• Guide, manage and monitor the progress of the. Organizational Review
process
• Identify methods to engage and obtain feedback from the organization
and stakeholders
• Identify best management practices in other comparable organizations
Formulate options for organizational change
• Provide expert advice on each key decision and recommendation
-63-
COUNCIL - AUGUST 125 2008 ITEM # 4-8
4.4 Stakeholders
The following stakeholders will provide critical input and feedback in the review
process:
a) Town of Aurora Council — Mayor Morris and Members of Council.
b) Town of Aurora Staff (individuals) — Including the Chief Administrative Officer,
Directors, Managers, Supervisors and representatives from Town Staff
c) Citizens of the Town of Aurora — All citizens of the Town of Aurora are
stakeholders in the review process. It is not essential that a broad based
communication process be established with the general public or local agencies;
however some level of community / agency involvement is required. A
communication strategy directed at the general public and local agencies is
required as part of the implementation of the new / modified organizational
structure.
5.0 Work Program & Schedule
Proposals must contain a detailed work schedule or work plan containing dates
for completion'of major tasks.
5.1 Consultant Study Team
The proposal must contain detailed curriculum vitae of the consulting staff to be
involved on this project, including qualifications and previous experience.
The consultant will report to the CAO and Council.
6.2 Deliverables
The consultants may be required to make two electronic presentations to Council
as required by the CAO.
The consultant will prepare progress reports for the CAO for each milestone in
the approved work plan, including a breakdown of the costs to achieve the
milestone.
The consultant will prepare a final report for Council consideration detailing the
Organizational Review's findings, organizational observations and
recommendations for change. The final report will include an implementation
plan that provides detailed recommendations on transitionirig in the new/modified
organizational structure, as well as a detailed monitoring plan.
Electronic copies of all reports are to be provided to the Town of Aurora and will
be the property of the Town of Aurora Council.
6.0 Fees
Including all reimbursable expenses and GST. The consultant should provide an
itemized cost estimate required to achieve each milestone within the consultant's
recommended approach, including consulting fees (hourly and per diem rates for each
member of the team), miscellaneous expenses, disbursements and GST to, achieve
deliverables.
The proposal will also include an itemized.cost for additional meetings, workshops, and
presentations, if required.
64
COUNCIL -AUGUST 12, 2008
ITEM #
ATTACHMENT-3
Corporate Organization Structure —Town of Aurora
Submitted by BMA.Management,Consulting Inc.
In addition to examining the elements listed above, BMA will conduct a survey of staff to measure
job satisfaction levels on a variety of topics ranging from the quality of internal communications,
comprehension of job expectations, training opportunities, physical work environment and
organizational effectiveness. Through this process recommendations will be made to increase
the effectiveness of each HR management strategy in order to achieve optimal service delivery
and maintain a positive and desirable organizational culture,
Corporate culture is often determined by the behaviors within'the more formal aspects of an
organization and as part of our process, BMA will examine the Town's Corporate Vision, Mission
Statement and Values to ensure alignment with the desired corporate culture. This will include
an examination of high level job functions, responsibilities, internal connectivity and the quality of
working relationships between Town Departments, between staff and Town Council and the
corporation as a whole. Individual and corporate accountabilities and tracking methodologies
will also be examined to ensure that appropriate checks and balances are in place in support of
good and responsible business practices.
Project Schedtile and WorkPlan
The chart below provides an overview of the basic process that will be followed. The CAD and
Project Team will be updated on a regular basis, after each milestone in the review has been
completed. This ensures that the Town is aware of the findings and is given ample opportunity to
provide feedback throughout the engagement. The next section of the proposal provides
additional detail on each step, followed by some specific areas of review that will be undertaken
on a service by service basis.
Ju1y31 Appuel5-Sept 12 e,I. 1&19
-65-
Sept22-0&15 oG, 15-Dec to
Page 24
COUNCIL - AUGUST 12, 2008
ITEM # 4-1 . 0
Corporate Organization Structure —Town of Aurora
Submitted by BMA Management Consulting Inc,
"First Principles" Meeting
The project will start from a "first principles" basis to confirm the desired outcomes prior to
developing the final work plan, We will organize a meeting with the Organizational Review
Team to:
.i Review the key objectives and confirm that our Interpretation of these objectives is
consistent with the Town's position
Review the methodology
• Review staff, Council and stakeholder consultation
Discuss communications,
Review the proposed work plan prepared by our team and the time line for project
completion, staff involvement and reporting requirements
+ Gather all relevant. background reports and documents including, but not limited to:
+ Departmental organizational charts and staff headcount
r • Position descriptions of management
• CUPE contract
Current and capital budgets
f Major background reports
• . Pertinent studies
Strategic Plan and Corporate Business Plan
Any other pertinent studies or reports
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COUNCIL -AUGUST 12, 2008
ITEM # 4 - 11
Corporate Organization Structure —Town of Aurora
Submitted by BMA Management Consulting Inc.
Communications and Change Management Plan
The communications and change management plan will employ the following guiding principles
through the consultation process:
Timing
• Consultation will be undertaken before decisions are made
• Consultation will provide stakeholders adequate time to consider Issues
Responsiveness
• Consultation must be responsive to the expectations of those being consulted
Transparency .
• The objectives and scope of consultation will be clearly communicated before consulta-
tion begins
• The steps in the consultation process will be clearly defined at the outset
Respect
• Consultation will be undertaken in a climate of mutual respect
• The methods used will be adapted to the participants, the purpose of consultation and the
available resources
• The consultation may not always lead to consensus, but It will be designed to lead to a
better understanding of the perspectives and positions of all. involved
Responsibility
• Consultation -is a two-way communication process
• Engaging in: the consultation process.carries:with it the responsibility to participate in
good faith and with due attention to the public as well as private interest
Change management is about developing a positive forward motion throughout the project
through the use of a variety of continuous strategies to connect with stakeholders. This
involves taking a good base read on the expectations of all parties and providing clear
information about the "rules of engagement' throughout the process. Our plan will provide a
variety of communications strategies to be used throughout the project and we will guide key
personnel in the management of ail two-way information flow in order to minimize concerns and
maximize the opportunities for positive engagement. We will prepare all supporting materials
and review with the CAO, prior to release.
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COUNCIL - AUGUST 125 2008
ITEM # 4 - 12
ft
Corporate Organization Structure —Town of Aurora
Submitted by BMA Management Consulting inc.
Review Existing Programs, Services and Organizational Structure
The consultants will use a multifaceted approach to reviewing. theexisting programs, services
and organizational structure to ensure that there are opportunities for feedback and input
throughout the engagement. As identified in the terms of reference, BMA will meet with
management/professional staff, front-line, clerical and administrative staff, staff from all
departments and members of Council
Consultation will include:
i. One-on-one meetings —Management Staff, Council
2.° Focus group sessions —Stakeholders, Management Staff, Staff in the Organization
3. Surveys —All Staff
BMA will meet with each Councillor to gain their perspective of Town Services and specifically
to discuss:
• how each Department supports Council's decision -making process
• the processes involved in the working relationship between Council and staff
• suggestions that' may be helpful in improving the communication and decision -making
processes
The Town's corporate culture
In order to gains clear understanding of the roles and responsibilities and how the organization
is currently structured, BMA will undertake'a review of the programs and services provided by
each Department and Division. One-on-one meetings with each of the Department Directors
and Division's manager/supervisors will focus on gaining a clear understanding of the existing
programs and services with a focus on the following:
• What are the objectives of the program/functional area
• Does the program/service support the Town's priorities?
• Are .the service levels and standards defined? What are they?
• Are the objectives currently being met?
• What are the future challenges and how will these impact staffing decisions?
• What are the staffing levels, roles and responsibilities?
• What skills/competencies and training is required within your division?
• How is performance currently measured/tracked?
• Are there opportunities to re -align priorities and resources?
• How is technology used and what impact does this have on staffing?
• What are the policies, practices and procedures?
• How has the organizational structure changed over the years and what is needed to be
Aggg in the future?
Page 27
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COUNCIL - AUGUST 12, 2008
ITEM #
I
Corporate Organization Structure —Town of Aurora.
Submitted by BMA Management Consulting Inc.
This step in the process will also include a review of all relevant documents available including any
studies, policies, by-laws, internal procedures, organizational structures, job descriptions, current
and capital budgets and performance measurements gathered from the first principles meeting.
This will provide BMA an opportunity to seek clarification from senior management on current
policies and practices.. In addition to the one-on-one meetings with senior and mid level
managers, the consultants will conduct function specific individual Interviews with Internal
customers wherein a department provides corporate support services or regularly interfaces
within the corporation in order to provide service. This will assist in identifying opportunities for
greater corporate -wide synergy in ways that may not be traditional at this time. It will also help to
identify any inefficiencies by assessing the functional relationships between Departments including
documenting the extent and nature of interactions, degrees of overlap, gaps and opportunities for
improvement.
It is proposed that the consultant will hold focus group sessions with each of the Departments to
solicit input from front-line staff. These structured sessions will focus on the strengths,
weaknesses, opportunities and challenges of each Department, co-ordination of tasks and
processes, work flows, workloads, etc. Further, opportunities for confidential one-on-one
meetings will also be provided to ensure that staff have opportunities to share their ideas in a non -
confrontational environment.
In consultation with the CAO and the Project Management Team, BMA will determine an
appropriate listing of community stakeholders to participate in 6 targeted focus group interviews.
These will be structured discussions to determine input from Identified client groups or community
stakeholders who may have views that need to be considered relative to the structure and
provision of specific service areas provided by the Town. In addition, any key community agency
representatives or York Region partners will be identified at this point to be contacted for individual
Key Informant Interviews.
Value Added: Upon discussion with the CAO and Project Management Team, an a -survey of all
staff may be undertaken to provide an opportunity for anonymous feedback. Thecompleted
surveys will be sent directly to BMA and will focus on opportunities for efficiencies from an
operational perspective and provide feedback with respect to the culture of the organization. We
have found this tool effective in other studies to assess workloads,, resources, staff involvement in
decision -making, teamwork, quality and customer focus, job satisfaction, opportunities for growth
and departmental communications. This information will prove to be very useful in understanding
the culture of the organization.
X;V038
Page 28
COUNCIL - AUGUST 12.1 2008
STEM # 4 - 14
ft
Corporate Organization Structure —Town ofAurora
Submitted by BMA Management Consulting Inc.
An environmental review and assessment of all existing operations will be undertaken to provide
an understanding of the existing operations, areas of concern and areas where programs and
services are being effectively delivered.
Opportunities will be investigated to ensure that high quality services are being.delivered efficiently
and effectively within the framework of the values and goals of the Town and to ensure that these
are flexible enough in structure to meet changing demands.
The internal analysis will also Identify trends and patterns. We will prepare a summary of the key
findings with respect to all operations and organizational entities and will identify any duplication/
overlap, gaps and workload challenges.
Quality service delivery is also dependent upon 'a well designed performance measurement
system that clearly articulates the service goals and objectives, demonstrates the expected
service outputs and articulates the expected quality levels for these outputs. We will review the
existing performance measurements currently In place, determine their appropriateness and make
^ { any needed recommendations for improvements in this regard.
�( Summary of Consultation and Review of Existing Proarams and Services
The results of the consultation will be summarized and will not reflect the source of the comments.
This will identify and summarize:
. 'Significant patterns and trends in perceptions regarding the current level of services provided,
organization structure, -reporting relationships and position functions
. Suggestions and comments for improving the quality of services
Identification of skills/competencies required for the positions
Based on feedback from staff, Council and stakeholders, a list of priority improvements to
increase the efficiency of the Department and/or cost effectiveness
The consultants will further analyze and provide preliminary feedback in the following key areas;
. Organizational structure
Duplication/overlap of effort and service gaps within the Department
- •a Operational, administrative and business systems
. Policies, procedures, practices
Program effectiveness
Compliance with legislation
Employee work assignment
. Administrative, financial, human resource management
r` g
Page 29
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COUNCIL -AUGUST 12, 2008
ITEM# a-15
Corporate Organization Structure —Town of Aurora
Submitted by BMA Management Consulting inc.
Conduct External Analysis and.#enchmarking
A comprehensive external analysis will be conducted by the BMA project team. This will
Include a survey of approximately 6-8-municipalities and will explore all .aspects of service
provision identified in the internal analysis section of the work plan. In consultation with the
CAO and the Project Team, we will select municipalities of similar size and service portfolio,
municipalities considered to be innovative or that have recently undertaken an organization
review and in consideration of technologies employed. Through a phone survey and receipt of
supporting documentation, we will gather information on:
• How services are provided in other jurisdictions
• Staffing levels, managementjob descriptions, roles and responsibilities.
• Organization structure, # divisions
• Centralize/decentralization of services across the Corporation .
• Processes, policies; departmental/corporate budgets
• Trends, what's working and what is not and whether there are gaps in the provision of
services
This will be used during the process to assess alternative organization models and to
determine whether they may be suitable for Aurora to provide the most efficient and effective
services. Further, a comparison of staffing levels, positions and responsibilities will be
undertaken and included in the report. We will also gather job descriptions from management/
supervisory positions, as appropriate.
SWOT Analysis
Upon completion of the internal and external analysis, the consultants will complete a SWOT
_ analysis. This is an effective way of identifying the Department's Strengths and Weaknesses,
and of examining the Opportunities and Threats. Carrying out an analysis using the SWOT
r framework will help focus the recommendations into areas where there are greatest
opportunities and to mitigate threats to program effectiveness. The evaluation will include the
following key areas:
• Significant patterns and trends in perceptions regarding the current level of services
provided, organization structure, reporting relationships and position functions
• Effectiveness and efficiency of the services and programs being delivered
• Appropriateness of the systems/processes in place and impact of new technologies
Current staffing levels, roles and responsibilities in comparison to industry benchmarks
• Appropriateness of the service levels based on stakeholder feedback
• Duplication/overlap of responsibilities within and between Divisions and other
i Departments
Assessment of customer service processes, current communications and culture
• Identification of any risks with respect to compliance with legislation/regulations
+ O portunitles to improve the current services and how to address potential threats
R i ., n s:
Page 30
71
I
COUNCIL - AUGUST 12, 2008
STEM #
Corporate Organization Structure —Town of Aurora
Submitted by BMA Management Consulting Inc.
e
Prepare Options and Draft Recommendations
Based on the SWOT analysis and discussions with the CAD and Project Management Team,
BMA will provide preliminary options and draft recommendations In the following key areas:
• A list of priority improvements to .increase the efficienby,' effectiveness or quality of the
corporation's services by Department and on a corporate -wide basis
• Organizational structure options and the pros/cons of each
• Proposed staffing levels, types of positions and roles.and responsibilities, employee work
assignment and workloads and interface/alignment between Departments
• Management/professional positions and core competencies required
• Recommended performance and quality standards
• Streamlining of services to align with new technologies —Integration, co-ordination,
training requirements, process changes required
• Actions to improve communications within the Divisions and other Town Departments
• Succession planning and career paths to attract and retain high caliber talent
This information will be presented to the. CAD for further feedback. The recommendations will
be supported by sound rationale, specific examples and benchmarking data.
Page 31
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COUNCIL AUGUST 12, 2008
ITEM #
Strategy
Alignment
i
Strategy
Implementation
Corporate Organization Structure —Town of Aurora
Submitted by BMA Management Consulting Inc.
Prepare New Proposed Organization Structure
Upon completion of.the Internal and external analysis, the SWOT analysis,
and input from staff, the consultants will then focus on the organization
structure and will address the following key questions.
n,
WIN
E17
e a E�
What is the Whatdoes What Is the How do the How should
Departments the plan for - organization the
Plan to deliver Department - acquldng,, and_the or
anlzation
optimal value? need to do investing In programs & be designed
well to and deploying practices to support
Implement people to build create, the people
the business the needed sustain and sbategies?
strategy? capabllitles? reward the
How do they workforce?
compare to What are the
other similar training needs
organizations of the
Intheses Department?
capabllldes?
Rapprkng - r alas
menl 'Croce.,
'Comm.,
Y _ •Cueto,m
'Vision and Veleea
•Employee Involvement
'Citizen Cows
'Ouallly Menacomant'
73 -
'OmenlrJnp COnmpt
'Nplh eM Spen.Contml
'UedW.h-M.Wne Style
•Pedom,anm Focus
'Shu(lumlfmmework
'SteeeQ
TrolnV1W'nt &
-Rewards
Maannager
n periormam
MeponnerWork
Enn,olirmnt
Page 32
COUNCIL -AUGUST 12, 2008
ITEM # 4 - 18
Corporate Organization Structure —Town of Aurora
Submitted by BMA Management Consulting Inc.
To ensure that the proposed organization structure is appropriate and has the sufficient staffing
levels, the consultants will undertake the following steps:
Identify and discuss:
-Keyissues
-Organizational requirements
-Preliminary selection criteria
-Identify data required to
describe "as is" situation
Interviews -
-Focus groups
-Surveys
-Document review
-Team member analysis
TRAININOICORE SKILLS
Process design
-Data requirements Identification
-Opportunity definitlon and identification
-Interviewing
-Prloiltizing work activities
-Work cluster summary
-MaJor undedyyg
processestsubpnroceses
assessment
-Process mapslpreliminary
analysis
-Root cause analysis
-Opportunities
-Determine how to
address
-Review oplions with
senior mgmt
_ Prepare Final Report
The Town will receive a detailed report highlighting the findings, recommendations and action
plan. This will include a summary of potential financial implications of the recommendations
(one-time and ongoing) and next steps. BMA will present the findings to the CAO and Project
Management Team. This will include organization alternatives and specific recommendations.
Page 33
74 -
COUNCIL - AUGUST 12, 2008.
ITEM #
Corporate Organization Structure —Town of Aurora
Submitted by BMA Management Consulting Inc.
Communications and Change Management Plan
The quality of communications will drive the quality of the perceptions. [twill be critical to build
in supports to ensure that key leaders are vigilant .aboutthe quality of the information,.. the
timing and the tone. The best, outcomesare realized when there is a clear and
universal understanding of next steps.
At this stage in the process, BMA will develop a communications and change management
plan, with a focus on strategies to roll out the recommendations for the new organization. The
above noted elements will be incorporated into the communication and change management
plan. The objectives.of the communication and change management plan are to:
• Use communication mechanisms to be inclusive, empowering, open and transparent as
well as providing staff with critical information, feedback mechanisms and support during
the change
• Assist with the implementation of the recommendations
Develop an environment conducive to the successful implementation of change
A draft plan will be prepared by BMA for review by the CAO. The communication and change
management plan will occur in phases including:
Q Awareness —developing knowledge of the change
+ Understanding —staff comprehending the nature and intent of the change and start
developing an understanding of what it will mean to them
• Positive perception —strategies will be implemented to try and engage staff in developing
a positive perception of the change
+ Implementation --change becomes operational
+ Adoption —strategies for continuous communication after implementation
Presentations
BMA will be available to make two presentations to Council on the project and findings in
accordance with the RFP and additional presentations upon request from the CAO.
=.:.,, Q
161 .,1`t
� ,
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Page 34
COUNCIL - AUGUST 12, 2008
ITEM #
TOWN OF AURORA
AURORA COUNCIL REPORT No.CS08-029
SUBJECT: Pesticide By-law Update
FROM: Bob Panizza, Director Corporate Services
DATE: August 12, 2008
RECOMMENDATIONS
THAT the proposed Pesticide Use By-law be adopted, and
THAT upon the passing of the Provincial Legislature's Bill 64-AnAct to amend
the Pesticides Act to prohibit the use and sale of pesticides in Ontario for cosmetics
purposes, that the Pesticide Use By-law be reviewed for compliance with the
amended Pesticides Act.
BACKGROUND
At the Council Meeting held on May 20, 2008, presentations were made Mr. John Clement,
Mr. David Tomlinson and Ms. Gloria Marsh concerning the Town's proposed Pesticide By-
law. Mr. Tomlinson and Mr. Clement generally concurred with the purpose of the by-law,
however they suggested that careful, responsible and controlled use of pesticides and
herbicides in certain circumstances to preserve and, protect the environment may be
useful. Both gentlemen explained that in a practical and controlled fashion, these
substances can be useful in habitat establishment and management to attract and
preserve native wildlife and to protect natural lands from infestation of invasive species.
Mr. Tomlinson and Mr: Clement requested that Council give consideration to amending
the by-law to allow the Town to issue permits for practical controlled applications in cases
where it would be considered useful and appropriate.
Ms. Gloria Marsh also spoke in support of the proposed by-law to prohibit the use of
pesticides for cosmetic purposes in Aurora and expressed a concern that the infestation
clause may allow businesses to misuse the option of claiming infestation to use pesticides
when they could alternatively use organic lawn care. strategies with better results. Ms.
Marsh advised that the Town of Markham.has a permit process for infestations and she
fully supports the suggestion posed by Mr. Clement and Mr. Tomlinson, to include a permit
provision in the Town of Aurora's pesticide by-law. Ms. Marsh also advised that the City of
Vaughan's pesticide by-law does not contain an infestation clause, and she advised that
she would also support the removal of the clause from Aurora's proposed pesticide by-law,
leaving organic strategies as the only option.
- 76 -
COUNCIL - AUGUST 92, 2008
ITEM # 5-2
August 12 2008 - 2 - Report No. CS08-029
As a result of these presentations, Council passed the following resolution:
THAT proposed Pesticide By-law 5033-08.P be deferred for further review and that staff
report back addressing the issues discussed at this meeting.
Staff subsequently met with Mr. Tomlinson and also spoke to Ms. Marsh of the York
Region Environmental Alliance as part of the formal consultation process of the by-law
and staff is well aware of their concerns regarding the proposed by-law.
Permit System
The original draft of the by-law presented earlier this year, contained a "Permit Section"
that would require residents or their contractors to obtain a permit for the application of a
cosmetic pesticide where there was a documented infestation on their property. However,
this section was deleted and modified and the onus placed on the property owner to
document that their property had suffered an infestation as defined in the by-law before
applying a pesticide. The original definition of an infestation was defined as specific level
of grubs, cinch bugs etc. per square metre. This was later changed to a less restrictive
definition with infestation meaning "the presence of pests in numbers or under conditions
which involve an immediate or potential risk of substantial loss or damage to property or
harm to a person."Therefore, if the Town did receive a complaint from a resident that the
property owner or his contractor did apply a pesticide, they would have to satisfy the Town
there was an infestation as defined in the by-law.
Staff has investigated other "Permit Systems" for the application of pesticides that are
already in place, and found the Town of Markham's example to be the most comparable.
Markham's by-law came into full effectthis year, and they have processed only 10 permits
for the application of pesticides, but have received in excess of 1,000 applications for
permits. The bulk of these applications have been for preventative measures against
infestations where there has been no documented infestation on the property.. Staff has
learned from the Markham experience that it is imperative to ensure that it is clear to both
the residents and the landscaping business community that a permit will not be issued
unless there is a documented infestation on the property. Accordingly staff is prepared to
introduce a similar permit system whereby the property owner or agent would be required
to file an application for a permit including evidence of infestation from an IPM accredited
professional. A report would then be presented to Council for approval before a permit
would be issued.
In their comments to Council, Mr. Clement and Mr. Tomlinson as volunteers with the
Aurora Arboretum expressed a concern over the apparent prohibition on the use of
pesticides for use for what they refer to as "forestry and habitat management."
77-
COUNCIL - AUGUST 12, 2008
ITEM #
August 12, 2008 - 3 - Report No. CS08-029
These are occasions where there isn't an infestation of an unwanted species of plant or
insect, but rather, as in the case of a large tree planting, where it is necessary to "knock
down" the tall grass with a single application of pesticide or herbicide to give the plantings
a chance to thrive. None of the by-laws reviewed by staff in the preparation of the Town's
proposed by-law addressed this issue. Staff nevertheless, is not averse to also using the
permit system for "forestry and habitat management" issues such as those raised by Mr.
Clement and Mr. Tomlinson.
Staff therefore has reconsidered the implementation of a Permit System and is now
proposing a two -tiered Permit System for the application of cosmetic pesticides or
herbicides here in Aurora as follows:
Infestation Permit
❑ Taken out by the property owner or their agent
❑ Must meet the definition of an Infestation as defined in the by-law
❑ Infestation must.be present on the property at the time of the application
❑ Application of the pesticide or herbicide must follow the conditions of the permit
❑ The permit application must be approved by Council
2. Forestry and Habitat Management Permit
❑ Taken out by the property owner or their agent
❑ Must meet the definition of Forestry and Habitat Management as defined in the
by-law
❑ Application of the pesticide or herbicide must follow the conditions of the permit.
❑ The permit application must be approved by Council
As outlined, any requests for either of the two types of permits namely, Infestations permits
and Forestry and Habitat Management permits would be presented to Council with a
covering report for approval by Council. This approval process would provide Council with
the same opportunity to oversee the approval process as in the Town's Tree Preservation
By-law where applications are forwarded to Council for approval. Staff does not foresee a
large number of these permits to be issued on an annual basis and the turnaround process
can be accommodated to meet the expectations of the public,
Ontario Legislature Bill 64
As Council is aware, the Provincial Government has introduced Bill 64—An Act to amend
the Pesticides Act to prohibit the use and sale of pesticides in Ontario for cosmetics
purposes. Included in this Bill is a provision for of an exemption for the application of
pesticides for "Uses related to forestry" which may depending on .the prescribing
requirements in the Regulations to follow, provide support for the proposed Forestry and
Habitat Permit in the by-law.
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COUNCIL -AUGUST 12, 2008
ITEM #
August 12 2008 4 - Report No. CS08-029
The Bill also contains an "Inoperative Clause" that depending on the Regulations passed
under the amending Act, may make parts or all of a municipal pesticide by-law inoperable
or invalid if it is found to be more restrictive than the Provincial legislation being proposed.
It is for this reason that staff are recommending that the Pesticide By-law if passed be
reviewed once Bill 64 is passed and the accompanying Regulations have been prescribed.
OPTIONS
Option #1 —As recommended in this report
Option #2 — That Council provides an alternative recommendation.
FINANCIAL IMPLICATIONS
It is anticipated that there will be financial implications to cover the costs forthe preparation
and distribution of printed material and workshops for stakeholders in order to educate the
public on the .by-law's regulations. These costs will be included in the 2009 operating
budget. Furthermore, depending on the volume of calls, additional staff may be required to
properly administer and enforce the proposed by-law: Staff will be in a better position to
comment on the extent of the financial implications to Council once the by-law is in place
and the extent of the Provincial legislation is known including the proposed regulations to
the Pesticides Act.
It is also proposed that a $60 application fee be implemented for anyone that may wish to
file an application for a permit. The fee would be utilized to offset any administration costs
for processing an application.
CONCLUSIONS
Staff has reconsidered the implementation of a Permit System as found in a number of
other municipal by-laws to address the, issue of infestations. In addition, staff has also
addressed the issue of the need forthe application of pesticides in cases where it furthers
good "forestry and habitat management." These proposed changes are highlighted in bold
in the accompanying by-law. There is also a realization that the provisions of the proposed
by-law will have to be reviewed and possibly amended once the Province's Bill 64 and its
Regulations have been passed.
LINK TO STRATEGIC PLAN
Goal C: Promote a healthy environment that fosters social and physical well being
- 79 -
COUNCIL - AUGUST 12, 2008
ITEM #
August 12, 2008 - 5 - Report No. CS08-029
Objective C1: Maintain, respect, preserve and enhance natural environment, natural
heritage and green spaces
Objective C2: Enhance and promote public safety
Objective C3: Develop strategies to encourage stewardship of Aurora's air, water and
land resources
ATTACHMENTS
Appendix #1 — By-law 5033-08.P
Appendix #2 -Application form for a permit
PRE -SUBMISSION REVIEW
Management Team Meeting — July 30, 2008
Prepared by. Chris Alexander, By-law Services Manager
Bob Panizza
Director, Corporate Services
John S. Rogers
C.A.0.
- 80
COUNCIL -AUGUST 12, 2008 ITEM #
APPENDIX #1
eKO Nn'of j4�o THE CORPORATION OF THE TOWN OF AURORA
4ws(n/ -
.By-law Number 5033.08.P
A0!BEING A BY-LAW for the prohibition of
the application of cosmetic pesticides in the Town
of Aurora.
WHEREAS the provisions. of Section 2 of the Municipal Act, 2001, as amended,
Municipalities are recognized as responsible and accountable governments and are
given powers and duties that include fostering the current and future environmental
well-being of the municipality;
AND WHEREAS pursuant to Section 130 of the Municipal Act as amended.
Municipalities may enact by-laws for purposes related to the health, safety and well-
being of its inhabitants;
AND WHEREAS Council has determined through extensive consultation to and other
research that pesticide use has potential negative health and environmental effects on
the well-being of its inhabitants and the use of pesticides shall be prohibited to mitigate.
the injurious impacts of pesticides on health and the environment;
AND WHEREAS prohibiting the use of pesticides will help to promote and protect the
physical environment and the health of the Towns residents;
AND WHEREAS prohibiting the use of pesticides respects the "precautionary principal'
of international law which provides that to achieve sustainable development,
environmental policy must Anticipate, prevent and attack the causes of environmental
degradation and the lack of scientific certainty should not be used as a reason for
postponing, measures that would prevent environmental degradation;
AND WHEREAS.prohibiting the use of pesticides by by-law will enhance and will not
conflict with existing federal or provincial legislation;
AND WHEREAS Council Intends to undertake a public notification and awareness
program on the prohibition of pesticides and alternative methods to control pests as
part of its pesticides prohibition scheme;
NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE
TOWN OF AURORA ENACTS AS FOLLOWS:
1. Definitions:
In this By-law:
ENCLOSED — means closed in by a roof or ceiling and walls with an opening
or openings for Ingress and egress, which openings are quipped with doors
which are kept closed except when actually in use for egress or ingress.
FORESTRY AND HABITAT MANAGEMENT — means recognized
practices consistent with the preservation and development of all
aspects of plant life and includes the application of pesticides on a
limited basis where necessary;
INFESTATION — means the presence of pests in numbers or under
conditions which involve an immediate or potential risk of substantial loss or
damage to property or harm to a person.
-81.
COUNCIL - AUGUST 12, 2008 ITEM #
I.P.M. ACCREDITED PROFESSIONAL — means a person who obtains and
maintains accreditation in a recognized integrated pest management program
such as from the Audubon Cooperative Sanctuary System of Canada or
Landscape Canada or equivalent, as determined by the Town and provides
proof of Current I.P.M. accreditation upon request from the Town.
PEST — means an animal or plant or other organism that is injurious, noxious
or troublesome, whether directly or indirectly, and an injurious, noxious or
troublesome condition or organic function of an animal, a plant or other
organism.
PESTICIDE —includes a product, an organism or a substance that is a
registered control product under the federal Pest Control Products Act which
is issued as a means for directly or indirectly controlling, destroying, attracting
or repelling a pest or for mitigating or preventing its injurious, noxious or
troublesome effects but does not include the products listed In Schedule "A"
of this by-law.
PLAYING FIELD- means a public or private property or piece of public or .
private property that's use is dedicated to organized sporting events including
but not limited to soccer fields, baseball diamonds and footfall fields.
PROPERTY —includes both Town owned property and privately owned
property in the Town of Aurora.
TOWN — means the Corporation of the Town of Aurora.
2. Restrictions:
2.1 No person shall apply or cause or permit the application of any
pesticide within the boundaries of the Town of Aurora.
2.2 The provision set out in subsection 2.1 does not apply when pesticides
are used:
(a) To disinfect swimming pools, whirlpools, spas or wading pools;
(b) To purify water intended for use of humans or animals;
(c) Within an enclosed building;
(d) To control termites;
(e) As a wood preservative;
(f) As an insecticide bait which is enclosed by the manufacturer in
a plastic or metal container that has been made in a way that
prevents or minimizes access to the bait by humans and pets;
(g) To comply with the Wood Control Act R.5.0. 1990 c. W.5, as
amended and the regulations made there under or;
(h) As an insect repellent for personal use;
(i) In furtherance of a normal farm practice carried on as part of an
agricultural operation pursuant to the Farming and Farm
Production Protection Act 1998, S.O, 1998. c. 1. as amended;
Q) To control or destroy pests which have caused an infestation to
a property where a permit has been obtained;
(k) On a golf course where there is an accredited Integrated Pest
Management professional employed on a full time basis by the
dolt course;
(1) By the direction of the Medical Officer of Health for the Region
of York;
(m) To promote good forestry and habitat practices where a
permit has been obtained.
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COUNCIL - AUGUST 125 2008
ITEM # 5 - $
3. Infestation - Permit:
3.1 Where a property has suffered an infestation as defined in the by-
law, the property owner or his agent shall document the infestation
fully and make application for a permit from the Town before
applying a pesticide.
3.2 Whore an application for a permit is received, the permit application
and all relevant documentation and the permit fee as outlined in
Schedule `B" of this by-law shall be forwarded to Council for
approval.
4. Forestry and Habitat Management - Permit
4.1 Where a property owner wishes to apply pesticides consistent with
good forestry or habitat management practices, the property owner
or their agent shall document the need for the use of pesticides and
make application for a permit from the Town before applying a
pesticide. .
4.2 Where an application for a permit is received,the permit application
and all relevant documentation and the permit fee as.outlined in
Schedule "B" of this by-law shall be forwarded to Council for
approval.
5. Enforcement:
5.1 A Police Officer, Provincial Offences Officer or employee of the
Town of Aurora is authorized to inform any person of the provisions of
this by-law and to request compliance therewith.
5.2 Effective from one (1) year from the passing of this by-law, no person
shall discharge or permit the discharge of a pesticide on a golf course
unless applied by a licensed applicator licensed under the Pesticides
Act and the golf course has an accredited Integrated Pest
Management Professional on their staff.
6. Offences:
Any person contravening any of the provisions of this by-law is guilty of an
offence and on conviction is liable to a fine in such amount provided by the
Provincial Offences Act, R.S.O. 1990 c. P.33, as may be amended from time
to time.
7. Severability:
If a court of competent Jurisdiction should declare any section or part of a
section of this by-law to be invalid, such section or part of section shall not be
construed as having persuaded or influenced Council to pass the remainder
of the by-law and it Is hereby declared that the remainder of the by-law shall
be valid and shall remain in full force and effect: .
8. Short Title:
The short title of this by-law shall be the " Pesticide By-law".
9. Effective Date:
That the by-law comes into full force on January 1, 2009.
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COUNCIL - AUGUST 12, 2008
ITEM #
READ A FIRST AND SECOND TIME THIS 12th DAY OF AUGUST 2D08.
READ A THIRD TIME AND FINALLY PASSED THIS 12th DAY OF AUGUST 2008.
PHYLLIS M MORRIS, MAYOR BOB PANIZZA, TOWN CLERK
-84-
COUNCIL - AUGUST 12, 2008 ITEM # 5 - 10
SCHEDULE `A'
1. A product that uses pheromones to lure pests, sticky media to trap pests or
"quick — kill" traps for vertebrate species considered pests, such as mice and
rats.
2. A product that is or contains only the following active ingredients:
(a) A soap
(b) A mineral oil, also called dormant or horticultural oil
(c) Silicone Dioxide, also called "diatomaceous earth"
(d) Biological pesticides, including BT (bacillus thuringiensis) and
nematodes;
(a) Borax, also called "boric Acid' or " boracic acid";
(f) Ferric acid;
(g) Acetic acid; (horticultural vinegar).
(h) Pyrethrum or pyrethrins;
(1) Fatty acids;
Q) Sulphur; or
(k) Corn gluten meal.
- 85 -
COUNCIL -AUGUST 12, 2008
ITEM # 5 - 11
SCHEDULER
Permit Fees
Permit fees for both Infestation and Forestry and Habitat
Management
Type of Permit
Cost of a Permit
Infestation
$50.00
Forestry and Habitat
Management
$50.00
86 -
COUNCIL -AUGUST 12, 2008
=ITEM# 5.12
APPLICATION FOR THE USE OF PESTICIDES
UNDER BY-LAW NO. 5033.08.P
AU12ORA,
you,YeiwyoozCocx j, v
By-law Services
1 Municipal Drive
Aurora, Ontario L4G 6J1
(905) 726-4751
APPENDIX #2
A) REASON FOR APPLICATION (please check one)
❑ To control or destroy a health hazard
❑ To control or destroy pests which have caused an infestation to property
Type: .
B) APPLICANT INFORMATION
First Name: Last Name:
Address:
Unit:
City: Prov.
Postal Code:
Telephone #: (�) Fax M
Cell#: ( )
E-mail:
Property owner_ Occupant/Authorized Agent_
Lic'd Applicator_
C) APPLICATOR INFORMATION
(Name is to be that of the contact person for the contracted company)
First Name: Last Name:
Address: Unit:
City: Prov. Postal Code:
Telephone #: Fax #: U Cell#: { )
E-mail:
Provincial Pesticides Operator License No.
D) TYPE OF PESTICIDE APPLICATION
Name of chemicals to be used:
Application method:
Approximate size of area to be treated:
Date pesticide to be applied:
Please submit form to the Town of Aurora,
or by fax to (905) 726-4732
- 87
Municipal Drive