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AGENDA - Council - 20081209
N0.08-32 TUESDAY, DECEMBER 9, 2008 7:00 P.M. COUNCIL CHAMBERS AURORA TOWN NALL PUBLIC RELEASE 05/12/08 AumoRA TOWN OF AURORA COUNCIL MEETING AGENDA NO. 08-32 Tuesday, December 9, 2008 7:00 p.m. Council Chambers I DECLARATIONS OF PECUNIARY INTEREST ll APPROVAL OF AGENDA RECOMMENDED: THAT the agenda as circulated by the Corporate Services Department be approved as presented. III OPEN FORUM IV ADOPTION OF MINUTES Council Meeting Minutes of November 25, 2008 pg. 1 Meeting Number 08-30 Special Council - Public Planning Minutes of November 26, 2008, pg. 12 Meeting Number 08-31 RECOMMENDED: THAT the Council Meeting Minutes from meeting 08-30, and Public Planning Minutes from meeting 08-31 be adopted as printed and circulated. Council Meeting No. 08-32 Tuesday, December 9, 2008 Page 2 of 6 V PRESENTATIONS (a) Presentation of the 2008 Sponsor Recognition Awards pg. 18 VI PUBLIC SERVICE ANNOUNCEMENTS Vll DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Vlll ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION IX DELEGATIONS a) Mr. Jack Winberg of Ridgewood Developments Inc. pg. 19 Re: Item 5 - FS08-055 — Ridgewood Condominium Request for Development Charge Deferral X CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION XI REGIONAL REPORT Xll NEW BUSINESS/GENERAL INFORMATION -COUNCILLORS Xlll READING OF BY-LAWS RECOMMENDED: THAT the following listed by-laws be given 1st, 2nd and 3rd readings, and enacted: 5093-08.D BEING A BY-LAW to amend By-law pg. 54 No. 2213-78, as amended, being the Zoning By-law of the Town of Aurora. (219 Old Yonge Street File D14-09-07) Council Meeting No. 08-32 Tuesday, December 9, 2008 Page 3 of 6. 5096-08.H BEING A BY-LAW to appoint a pg. 58 Chief Administrative Officer and to establish the duties and responsibilities thereof. (Appoint — Neil Garbe) 509.5-08.0 BEING A BY-LAW to confirm actions pg. 62 by Council resulting from Council Meeting 08-32 on December 9, 2008 XIV CLOSED SESSION THAT Council resolve into a Closed Session to consider the following matters: • personal matters about an identifiable individual, including municipal or local board employees; and • advice that is subject to solicitor -client privilege, including communications necessary for that purpose XV ADJOURNMENT Council Meeting No. 08-32 Tuesday, December 9, 2008 Page 4 of 6 AGENDA ITEMS 1. Memorandum from the Mayor's Office pg. 20 Re: Department Issues and Business Plans RECOMMENDED: THAT the memorandum from the Mayor's Office regarding department issues and business plans be received for information and endorsed. 2. General Committee Meeting Report No. 08-39 pg. 21 Tuesday, December 2, 2008 RECOMMENDED: THAT the report of the General Committee Meeting No. 08-39 be received and the recommendations carried by the committee be approved. 3. BA08-011 — Request for Sign Variance - 14729 Yonge Street pg. 27 Shoppers Drug Mart RECOMMENDED: THAT Council approve the request for sign variance to permit four wall signs on the south elevation of the Shoppers Drug Mart located at 14729 Yonge Street, whereas the sign bylaw does not permit signage on three elevations. 4. FS08-054 — Church Street School Cultural Centre pg. 33 RECOMMENDED: THAT the Town play an active role in supporting the setting up of a non- profit corporation per the Business Corporations Act to be known as the Church Street School Cultural Centre; and THAT Council approve a grant of $9,000 for the costs of incorporating the Church Street School Cultural Centre; and THAT the funds for incorporation be dispersed upon the approval of the Director of Finance/Treasurer. Council Meeting No. 08-32 Tuesday, December 9, 2008 Page 5 of 6 5. FS08-055 — Ridgewood Condominium Request for Development pg. 40 Charge Deferral RECOMMENDED: THAT report FS08-055 be received; and THAT Council recommends there be no deviation from the current practise. 6. CS08-044 — Corporate Insurance Renewal pg. 47 RECOMMENDED: THAT the insurance and risk management proposal submitted by BFL Canada, in the amount of $273,452 plus taxes, be approved; and THAT the Town of Aurora's corporate insurance policy be renewed for a one year period. 7. Adoption of Recommendations from Closed Session Meetings pg. 52 November 25, 2008 RECOMMENDED: THAT the recommendations from the Closed Session Meeting held on November 25, 2008 at 6:00 p.m. regarding the following matter be approved: - Labour Relations Matter - Regarding Identifiable Individuals; and THAT the recommendations from the Closed Session Meeting held on November 25, 2008 at 10:20 p.m. regarding the following matters be approved: - Advise that is subject to Solicitor -Client Privilege - Regarding an Identifiable Individual. Council Meeting No. 08-32 Tuesday, December 9, 2008 Page 6 of 6 8. Adoption of Recommendations from Closed Session Meeting pg. 53 December 2, 2008 RECOMMENDED: THAT the recommendations from the Closed Session Meeting held on December 2, 2008 regarding the following matter be approved: - A Personal Matter about an Identifiable Individual - Advice that is subject to Solicitor Client Privilege - Property Matter COUNCIL- DECEMBER 9, 2008 Council Minutes 08-30 - 1 AURORA TOWN OF AURORA COUNCIL MEETING MINUTES NO. 08-30 Council Chambers Aurora Town Hall Tuesday, November 25, 2008 ATTENDANCE COUNCIL MEMBERS Mayor Morris in the Chair; Councillors Buck (arrived at 6:45 p.m.), Collins-Mrakas, Gaertner, Gallo, Granger, MacEachern, McRoberts and Wilson. MEMBERS ABSENT None OTHER ATTENDEES Director of Corporate ServiceslTown Clerk, Director of Building, Director of Planning and Development, Director .of Public Works, Director of Financial Services/Treasurer. and Council/Committee Secretary, Mayor Morris called the meeting to order at 6:05 p.m- 1 DECLARATIONS OF PECUNIARY INTEREST Councillor Collins-Mrakas declared an interest in Item 5(1) - pertaining to the Stronach Aurora Recreation Centre due to.her spouse's business affiliation. 11 APPROVAL OF AGENDA Moved by Councillor Wilson Seconded by Councillor McRoberts THAT the agenda as circulated by the Corporate Services Department, with the following additional items, be approved: ➢ CLOSED SESSION -NEW ITEM Re: Advice that is subject to solicitor -client privilege involving an identifiable individual. ➢ NEW ITEM 8 - BA08-010 - Building Permit Fee -Aurora Sports Dome (New material resulting from General, Committee meeting 08-38, November 18, 2008.- Item 8) CARRIED - 1 - COUNCIL - DECEMBER Si, 2008 Council Minutes 08-30 - 2, Minutes of Council Meeting No. 08.30 Tuesday, November 25, 2008 Page 2 of 11 ill CLOSED SESSION Moved by Councillor Wilson Seconded by Councillor McRoberts THAT Council resolve into a Closed Session to consider the following matters: Labour Relations matter regarding identifiable individuals. Advice that is subject to solicitor -client privilege involving an identifiable individual. (ADDED ITEM) CARRIED Moved by Councillor Wilson Seconded by CouncillorMacEachern THAT Council re -convene into public session at 7:07 p.m. CARRIED IV OPEN FORUM Mr, James Wood addressed .Council to advise of his concern regarding the recent revisions to the driveway at 32 and 34 Wellington Street. Mr. Wood advised that the garage and trees have been taken down and now the driveway is being used as a drive -through to get from Centre Street over to Victoria Street. Mr. Wood expressed concern that this Is disruptive to traffic and could be dangerous. The Director of Planning and ,Development advised that staff are .currently processing an application for that property and that it is currently undergoing a site plan review. The Director advised that the applicant is expanding the existing business on that site and will be reconfiguring the parking area as well as the access points, any such time the owner is putting up chains to deter through traffic. Mr. Don Zecchino addressed Council to express his opposition to the proposed $70 fee for participants in the Windrow Clearing Pilot Project. Mr. Zecchino suggested that there should be no fees charged for this service and that the Town should absorb all costs. V ADOPTION OF MINUTES Council Meeting Minutes of November 10, 2008 Meeting Number 08-29 Moved by Councillor Gallo Seconded by Councillor Granger THAT the Council Meeting Minutes from meeting 08-29 be revised by amending the "Declarations of Pecuniary Interest" .section to read as follows: Councillor Collins-Mrakas declared an interest in items 7, 8(1), 8(4) and Closed session Item 1 - pertaining to the Stronach Aurora Recreation Centre due to her spouse's business affiliation. AND THAT the revised Council Meeting Minutes from meeting 08-29 be adopted as amended. CARRIED -2- COUNCIL - DECEMBER 9, 2008 Council Minutes 08-30 - 3 Minutes of Council Meeting No. 08-30 Tuesday, November 25, 2008 Page 3 of 11 VI PRESENTATIONS (a) Presentation of the Arts & Culture Awards Mayor Morris introduced Ms Shauna Tepperman representing her father, the late Mr. David Merkur of the Aurora Shopping Centre, who originally founded the Arts and Culture Fund in 1973. Ms Shauna Tepperman advised that when her father established this fund, which provides invaluable financial assistance to citizens or organizations in the Town of Aurora to promote and enrich cultural and artistic activities in the community, it was his wish to promote and showcase the importance of the arts within the framework of society. Ms Tepperman announced each of the recipients of this year's Arts and Culture Awards and, upon receipt of their grants, they each provided a brief description of their programs and activities and what the grant will be used for. 1. Sarah Faulkner on behalf of the Aurora Historical Society (accompanied by Jennifer Steen) 2. Councillor Alison Coliins-Mrakas on behalf of the Heritage Advisory _ Committee of Aurora 3. Members of Council on behalf of Doors Open Aurora 4. Ray Matsalla on behalf of the Aurora Garden & Horticultural Society 5: Ms Mary Louise Icely on behalf Mr Bill Van Oorschot on behalf of the Society of York Region Artists 6. Dierdre Tomlinson on behalf of the Aurora Writers Group 7. Sheila Ghazarian and Dorothy Clark -McClure on behalf of the Aurora Seniors' Art Group 8. Susan Walmer on behalf of the Aurora Community Historical Heritage Fair 9. Marisa Schembrl on behalf of the York Region Media Group Celebration of the Arts 10. Ralf Mundinger and band members on behalf of Mammoth Band 11. Alex Savides on behalf of Penny Sedore and the Dr. G.W. Williams Music Department 12. Rabbi Yosef Hecht on behalf of Chabad Lubavitch of Aurora Unable to attend: Janette Todd on behalf of the St. Andrews & Aurora Scottish Country Dancers Shawn Rochileau on behalf of the Dr. G.W. Williams "Theatre Williams' Flo Murray on behalf of Aurora's Seniors Book Club -3- COUNCIL - DECEMBER 9, 2008 Council Minutes 08-30 - 4 Minutes of Council Meeting No.08.30 Tuesday, November 26, 2008 Page 4 of 11 V/1 PUBLIC SERVICE ANNOUNCEMENTS Mayor Morris advised that a formal celebration took place at the Town Hall on Monday, November 24, 2008 in honour of the Town of Aurora being the proud recipient of the Prince of Wales Prize for Municipal Heritage Leadership for its preservation of built and natural heritage. Mayor Morris advised that among the honoured guests at this celebration were representatives from Heritage Canada who formally presented the award. Mayor Morris read a letter from His Majesty Prince Charles of Wales, and she displayed the Prince of Wales flag which was awarded to the Town of Aurora and advised that an honorary crest will be proudly displayed at the Town Hall. Mayor Morris advised that letters of congratulations were also sent in from the Honourable James M. Flaherty, Minister of Finance; Stephen Harper, Prime Minister of Canada; Dalton McGuinty, Premier of Ontario; Mr. Frank Klees, MPP for Aurora -Newmarket; Lois Brown, MP for Aurora -Newmarket; The Honourable Lincoln M. Alexander, Chair of the Ontario Heritage Trust and Bill Fisch, Regional Chair -Regional Municipality of York, The Mayor recognized the efforts of former Mayors Dick Illingworth, John West and Tim Jones, as well as staff, past and present who helped preserve and enhance the heritage of Aurora. The Mayor also thanked residents and heritage home owners who have taken the time to plaque their homes, as well as the many key residents who volunteer their time and are involved in the historical community and culture of this town. Councillor Gallo advised that the Wells Street Public School Forum will be taking place on December 3, 2008 at 7:00 p.m. and will be located at the Aurora High School. Councillor Granger advised that the Aurora Writers Group has released its, second anthology of creative writing and that it can be purchased through the website at aurorawriters(cDgmall.com. Councillor Granger advised that the annual Optimists Book Sale will be taking place this weekend, November 29 and 30, 2008, at the Aurora Public Library. Councillor McRoberts advised that the organizers of the Salvation Army Christmas Kettle Drive are organizing their 2008 campaign and he encouraged anyone interested in volunteering their time, to please call Info Aurora at 905- 727-8214, Mayor Morris advised that, in preparation for the 2010 Vancouver Olympics, the ceremonial Olympic Torch Relay will be passing through Aurora on Friday, December 18, 2009. Mayor Morris also advised that she will be bringing a notice of motion, in the near future, about forming a Mayors' Steering Committee to begin the process of planning for this event. The Town of Aurora has received the Aurora Chamber of Commerce Conservation and Sustainability Award among their Business Awards. Vill DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 1(3), 1(7), 2, 5, 7 and 8 were identified for discussion. -4- COUNCIL - DECEMBER 9, 2008 Council Minutes 08-30 - 5 Minutes of Council Meeting No. 08-30 Tuesday, November 26, 2008 Page 5 of 11 IX ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Moved by Councillor Granger Seconded by Councillor Gaertner 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: 3. Memorandum from the Director of Financial Services Re: Investing in Ontario Act 2008 THAT the memorandum from the Director of Financial Services, regarding the Investing in Ontario Act 2008, be received for information. 4. Correspondence from the City of St. John's, Newfoundland His Worship Mayor Dennis O'Keefe Re: Prince of Wales Prize for Municipal Heritage Leadership 2008 Awarded by the Heritage Canada Foundation THAT the correspondence from His Worship Mayor Dennis O'Keefe of The City of St. John's, Newfoundland, be received for information. 6. Adoption of Recommendations from Closed Session Meeting November 18, 2008 THAT the recommendations from the Closed Session Meeting held on November 18, 2008 regarding the following matters be approved: 1. Labour Relations Matter - CAO Recruitment 2. Labour Relations Matter - Integrity Commissioner Appointment THAT the Town retain the services of David Nitkin as the Town's integrity Commissioner. CARRIED X DELEGATIONS a) Ms Melissa Spellen and Ms Ingrid LeClaire, Board Members - York Region Children's Aid Society Re: Information about the York Region Children's Aid Society Ms Melissa Spellen and Ms Ingrid LeClaire, volunteer Board Members for the York Region Children's Aid Society, appeared before Council to provide an overview of the important work and services that the Children's Aid Society provides for this community and the new strategies and approaches they are implementing to better address the needs of their clients, focussing primarily on the.safety, happiness and well-being of the children in need of their services. Ms Spellen and Ms LeClaire advised of the importance of outreach in the community to educate people to recognize the signs of neglect and abuse, and to help identify situations which the Children's Aid Society could assist with. -5- COUNCIL - DECEMBER 95 2008 Council Minutes 08-30 - 6 Minutes of Council Meeting No. 08-30 Tuesday, November 26, 2008 Page 6 of 11 Moved by Councillor Buck Seconded by Councillor MacEachern THAT the comments of the delegates be received for information. CARRIED b) Ms Leslie Woo; General Manager, Transportation Policy and Planning, Metrolinx Re: Update on the Draft Regional Transportation Plan and Draft Investment Strategy Related to Item 2 - PWOS-046 Ms Leslie Woo, General Manager of Transportation Policy and Planning for Metrolinx provided a thorough overview of the Regional Transportation Plan for the Greater Toronto and Hamilton Area which is entitled `The Big Move". Ms Woo outlined the factors which have led to the need to develop a new and enhanced regional transportation plan and she reviewed the eight major moves which will be implemented over the first 15 years of this 25 year plan. Ms Woo reviewed the proposed cost structure and outlined the three step investment strategy which is being proposed. Ms Woo concluded by reviewing the next steps of the phasing in process and she advised that she would be able to answer questions of Council Moved by Councillor Bock _ Seconded by Councillor MacEachern THAT the comments of the delegate be received and referred to item 2. CARRIED Moved by Councillor MacEachern Seconded by Councillor McRoberts THAT item 2 be brought forward for consideration. CARRIED 2. PWOM46 — Metrolinx Update on Draft Regional Transportation Plan Moved by Councillor MacEachern Seconded by Councillor McRoberts THAT Council receive report PW08-046 regarding the status of the - Metrolinx Draft Regional Transportation Plan; and THAT Council receive staff comments of the Draft Regional Plan as submitted to Metrolinx on November 14, 2008. CARRIED -6- COUNCIL - DECEMBER 9, 2008 Council Minutes 08-30 - 7 Minutes of Council Meeting No. 08-30 Tuesday, November 26, 2008 Page 7 of 11 XI CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 1. General Committee Meeting Minutes No. 08-38 Tuesday, November 18, 2008' CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION FROM THE GENERAL COMMITTEE MEETING NO 08-38 TUESDAY NOVEMBER 18 2008 (7) PW08-047 — Implementation of 'a Snow Windrow Clearing Program for Seniors and Physically Challenged Residents MovedbyCouncillor MacEachern Seconded by Councillor McRoberts THAT the Town of Aurora provide the snow windrow clearing program at full cost recovery for $70 per household; and THAT Council direct staff to report back In the Spring of 20W on the programs successes and challenges; and THAT, when the program is reviewed in the Spring of 2009, the options of outsourcingthe entire program to an external contractor with no Town involvement, and delivering the program through a tendering process, be considered; and THAT staff be directed to review the 40 "hot spots" indentified; and THAT windrow clearing requests from residents be referred to Neighbourhood Network for volunteer services; and THAT local high school students be. encouraged to fulfil their volunteer requirements through offering windrow clearing to seniors; and THAT the Director of Public Works send a letter to all local high school principals, requesting that a program be set up for students to offer windrow clearing In order to fulfill volunteer requirements. AMENDMENT: Upon the question of the adoption of the recommendation, it was: Moved by Councillor Collins-Mrakas Seconded by Councillor Wilson THAT, when the program is reviewed in the Spring of 2009, the options of outsourcing the entire program to an external contractor with no Town involvement, delivering the program through a tendering process, and opportunities to deliver the program, at no cost to the recipients of the service, in future years be considered,; and CARRIED Moved by Councillor Collin-Mrakas Seconded by Councillor MacEachern THAT the following recommendation be deleted from.the motion: "THAT windrow clearing requests from residents be referred to Neighbourhood Network for volunteer services; and" CARRIED On a recorded vote the main motion was CARRIED AS AMENDED. YEA& 8 NAYS: 1 VOTING YEAS: Councillors Collins-Mrakas, Gaertner, Gallo, Granger, MacEachern, McRoberts, Wilson and Mayor Morris VOTING NAYS: Councillor Buck -7- COUNCIL - DECEMBER 9, 2008 Council Minutes 08-30 - 8 Minutes of Council Meeting No. 08-30 Tuesday, November 25, 2008 Page 8 of 11 (3) EAC08-09 — Environmental Advisory Committee Meeting Minutes November 6, 2008 Delegation (a) Mr. Vino Jeyapalan, CEO and Founder of the Youth Environmental Network of York Region — Ecological Action Conference Moved by Councillor MacEachern Seconded by Councillor Geartner THAT the matter pertaining to an Ecological Action Conference be referred to staff to work with the delegate to identify the issues and report back. CARRIED Moved by Councillor MacEachern Seconded by Councillor Geartner THAT the balance of the Environmental Advisory Committee Meeting minutes from the November 6, 2008 meeting be received and the recommendations contained therein be approved. CARRIED Moved by Councillor Gallo Seconded by Councillor MacEachern THAT the balance of the minutes of the General Committee Meeting No. 08-38 be received and the recommendations carried by the committee be approved. CARRIED Moved by Councillor Wilson Seconded by Councillor Gallo THAT added item 8 be brought forward for consideration. CARRIED 8. BAOB-010 - Building Permit Fee - Aurora Sports Dome ADDED ITEM Moved by Councillor Wilson , Seconded by Councillor MacEachern THAT report BA08-010 - Building Permit Fee.- Aurora Sports Dome, be received for information; and THAT the funds for the building permit fee for the Aurora Sports Dome be made available as a grant and be taken from the Capital Reserve Fund. On a recorded vote the motion was CARRIED. YEAS:B NAYS:1 VOTING YEAS: Councillors Collins-Mrakas, Gaertner, Gallo, Granger, MacEachern, McRoberts, Wilson and Mayor Morris VOTING NAYS: Councillor Buck .8- COUNCIL - DECEMBER 9, 2008 Council Minutes 08-30 - 9 Minutes of Council Meeting No. 08.30 - Tuesday, November 25, 2008 Page 9 of 11 Councillor Collins-Mrakas, having previously declared an interest in item 5(1) did not take part in the discussion or the vote called for in this regard. 5. Adoption of Recommendations from Closed Session Meeting November 10, 2008 Moved by Councillor MacEachern Seconded by Councillor McRoberts THAT the recommendations from the Closed Session Meeting held on November 10, 2008 regarding the following matters be approved: I.. Property Matter — Stronach Aurora Recreation Centre Town — Bondfield - NORR Claim 2. Personal Matter— Appointment of Accessibility Committee Member THAT Mr. Tim Savage be appointed to fill the vacancy on the Accessibility Advisory Committee. - - 3. Legal Matter —Solicitor Opinion, Re: Code of Conduct 4. Legal. Matter — Mediation Hearing, Re: Identifiable Individual 5. Labour Relations Matter —Re: Identifiable Individuals 6. LegalMatter— Bluegrass - Application for Judicial Review CARRIED 7. Memorandum from the Acting Town Solicitor Re: Refusal by a Member of Council to Sign the Code of Conduct Governing Council Members Moved by Councillor Wilson - Seconded by CouncillorMacEachern THAT the memorandum be received for Information. On a recorded vote the motion was CARRIED UNANIMOUSLY, Xll REGIONAL REPORT Mayor Morris advised that there will soon be a new procedure for providing the Regional Report. Mayor Morris explained that, for the purpose of better information and communication, the Regional Report will be provided in advance as part of the agenda. Mayor Morris advised that this practice will allow staff and Council to review the Regional Highlights in advance and that they may raise any questions of comments at the meeting under this section. Mayor Morris further advised that the Region of York has appointed a new Deputy Clerk, Mr. Chris Rayner, and she extended her congratulations to him. Mayor Morris 'advised that the York Region United Way has exceeded their fundraising goal for this year. Mayor Morris advised that the Region is the proud recipient of the Gold Sustainability Award, in our population bracket, at the 2008 National Awards for Liveable Communities. -9- COUNCIL - DECEMBER 9, 2008 Council Minutes 08-30 - 10 Minutes of Council Meeting No. 08-30 Tuesday, November 25, 2008 Page 10 of 11 Mayor Morris advised that the Ontario Power Authority has released the remaining three possible locations under consideration for the proposed power generation station. Mayor Morris advised that the sites are located in the Town of East Gwillimbury, Township of King and the Town of Bradford West Gwillimbury and that the final location should be announced in December of 2008. The Mayor concluded her report by advising that the Minister of Energy and Infrastructure met with her and the rest of the Northern Six Municipal Mayors and she advised that the Town of Aurora's position on power generation in York Region was presented and acknowledged by the Minister. Xlll NEW BUSINESS/GENERAL INFORMATION— COUNCILLORS Councillor Gaertner advised that the number of parking spaces at Thompson's Funeral Home is insufficient and that, during large funerals, there are cars parked along Vandorf Sideroad. Councillor Gaertner expressed concern that residents attending a funeral are in danger of being ticketed, and she suggested that By- law staff refrain from issuing tickets in these cases and further, that warning signs or markers be put out during large funerals so that there are less chances of accidents resulting from the overflow of parking. Councillor Collins-Mrakas advised that the Provincial Government held public hearings on Bill 99 respecting the Lake Simcoe Protection Act on November 17, 2008 and November 19, 2008. Councillor Collins-Mrakas advised that, as former environmental consultant, she made a presentation at those hearings in her own capacity. Councillor Collins-Mrakas offered to provide the handouts of the proceedings to anyone who would like them. . Mayor Morris advised that, in a recent publication of the Auroran, Mr. Dick Illingworth published a very informative column with respect to the history and process required for Aurora to address the need for an additional seat on Regional Council. She advised that she is considering following some of the strategies Mr. Illingworth suggested and she expressed her appreciation to him for the helpful information. XIV READING OP BY --LAWS Moved by Councillor Gaertner Seconded by Councillor Wilson THAT the following listed by-laws be given 1 st, 2nd and 3rd readings, and enacted: 5090-08.D BEING A BY-LAW to amend By-law No. 2213-78, as amended, being the Zoning By-law of the Town of Aurora. (268 Kennedy Street West- File: D1445-07) 5091-08.0 BEING A BY-LAW to confirm actions by Council resulting from Council Meeting 08-30 on November25, 2008. CARRIED _10- COUNCIL - DECEMBER 9, 2008 Council Minutes 08-30 - 11 Minutes of Council Meeting No. 08-30 Tuesday, November 25, 2008 Page 11 of 11 III CLOSED SESSION - Continued Moved by Councillor Wilson Seconded by Councillor McRoberts THAT Council resolve into a Closed Session to consider the following matter: • Advice that is subject to solicitor -client privilege involving an identifiable individual. (ADDED ITEM) CARRIED XV ADJOURNMENT Moved by Councillor McRoberts THAT the meeting be adjourned at 10:15 p.m. PHYLLIS M. MORRIS, MAYOR CARRIED - 11 - LUCILLE KING, TOWN CLERK COUNCIL - DECEMBER 9, 2008 Public Planning Minutes - 08-31 - 1 AuR_ORA TOWN OF AURORA SPECIAL COUNCIL - PUBLIC PLANNING MEETING MINUTES NO. 08-31 Council Chambers AuroraTownHall Wednesday, November26, 2008 ATTENDANCE COUNCIL MEMBERS Deputy Mayor McRoberts in the Chair, Councillors. Buck, Collins-Mrakas, Gaertner, Gallo, Granger, and Wilson MEMBERS ABSENT Mayor Morris and Councillor MacEachern were absent. OTHER ATTENDEES Marco Ramunno, Director of Planning and Development, Fausto Filipetto, Policy Planner, Andrew Harper, Planner, Deborah Giannetta, Planner, Cindy Janzen, Manager of Legislative Services/Deputy Clerk and Carol Clark, Council/Committee Secretary The Deputy Mayor called the meeting to order at 7:02 p.m. I DECLARATIONS OF PECUNIARY INTEREST There were no declarations of pecuniary interest under the Municipal Conflict of l aterest Act. 11 APPROVAL OF AGENDA Moved by Councillor Collins-Mrakas Seconded by Councillor Buck THAT the agenda as circulated by the Corporate Services Department be approved as presented. CARRIED Deputy Mayor McRoberts advised that Mayor Morris is attending the Regional Council meeting this evening. III PLANNING APPLICATIONS Deputy Mayor McRoberts outlined the procedures that would be followed in the conduct of the public meeting. The Deputy Clerk confirmed that appropriate notice had been given and that signs had been posted on the subject properties in accordance with the relevant provisions of the Planning Act. -12- COUNCIL - DEC%W67nLgr1-2t99jqPlanning Minutes ' Jip Planning Minutes - 08-31 - 2 Wednesday, November26, 2008 Page 2 of 6 PLOB-126 — Proposed Official Plan Amendment and Zoning By-law Amendments for Second Suites (Two -Unit Houses! Basement Apartments) Files D09-04-08 and D14.18.08 Planning Staff The Policy Planner, Fausto Filipetto; addressed Council to provide an overview of the matter of second suites, advising that there is a potential for the creation of Official Plan policies and Zoning By-law provisions stemming from this issue. The Policy Planner provided a definition of second suites and advised that the study of this began in 2004 via a Secondary Dwelling Unit Task Force, which was later dissolved, and that the matter was referred to this term of Council. The Policy Planner advised that in 1994, the New Democratic Party (NDP) government passed Bill 120 requiring all municipalities to permit second suites in all single, semi & town homes. Further, in 1996 the Conservative government passed Bill 20, which again restored the power to permit second suites back to municipalities. The Policy Planner indicated that, prior to November 16, 1995, second suites were considered legal, non -conforming in Aurora and that the legalization of second suites is encouraged by provincial policy,, taking into consideration intensification strategies and affordable housing, as well as Regional policy. The Policy Planner outlined some benefits of legalized second suites as follows: Provides assistance in achieving intensification targets Makes efficient use of existing housing stock & infrastructure Provides affordable rental housing options Ensures that health and safety standards of the Building and Fire Codes are being met The Policy Planner outlined some barriers of legalized second suites as follows: Public reaction regarding property standards and parking Impacts of increased density on hard and soft surfaces Cost of construction upgrades to meet the current Building and Fire Codes The Policy Planner advised that many second suites are already in existence and that there is little evidence to show that legalizing them would result in a dramatic increase. The Policy Planner indicated that legalization would give the municipality a greater ability to account and plan for them and that water and wastewater services could be sized to accommodate them and schools and other human services could be properly planned. As well, the Policy Planner advised that they would be Inspected and regulated. Public Comments Mr, Eric McCartney addressed Council to comment on the following matters: - That the City of Barrie be considered when reviewing this matter - That, if a home is sold, the new owner should re -apply - Concern about multiple second suites per dwelling - Concern about second suites that are already existing - That findings from the Secondary Dwelling Unit Task Force be taken into consideratlon - That matters such as safety within unit, schools, garbage, water, parking and hydro be considered - That another public meeting be held -13- COUNCIL - DECl�MQ9 % 2fg6?@Planning Mlnutesji##JjR Planning Minutes - 08-31 - 3 Wednesday, November 26, 2008 Page 3 of 6 Ms Lydia Ingles, who is a real estate agent residing in Newmarket, addressed Council to advise that there are many illegal apartments in Aurora and that, if apartments are legal, they must have insurance, therefore, the illegal ones must be brought up to standard. Mr. Gordon Barnes addressed Council to request that consideration be given to the Region's report entitled "Places to Grow", and therefore where the additional 20,000 residents within the next 20 years are going to live. Mr. Barnes also indicated that a new transit plan will be coming forward and that parking spots may be decreased in areas near public transportation. The public portion of the meeting closed at 7:26 p.m. and Council's deliberations began. Moved by Councillor Wilson Seconded by Councillor Buck THAT report PL08-126 be received as information; and THAT any comments received be addressed by the Planning and Development Services Department in a future report; and THAT staff be authorized to schedule at least one (1) additional public meeting. CARRIED UNANIMOUSLY . 2. PL08-126 - Zoning By-law Amendment Application Dr. Dean McClelland and Caroline McClelland 65 Wellington Street East Lot 6, Plan 68 File D14-15-08 Planning Staff The Planner, Andrew Harper, provided a description of the application and reviewed the contents of the report, outlining the location of the property as being on the south side of Wellington Street between Wells Street and Larmont Street. The Planner advised that a Zoning By-law Amendment is being requested for the property in order to permit chiropractic office, having a maximum of two (2) practitioners on the main floor. The Planner indicated that the second floor would continue to be a residence and that an eight (8) space parking lot would be constructed at the rear of the property. Applicant/Agent Mr. Gary Templeton addressed Council and reiterated that the applicant, Dr. Dean McClelland is a chiropractor and would have his practise on the main floor and that he and his family would reside on the second floor. Mr. Templeton suggested that such an application is an excellent way to preserve and enhance an old structure and that parking can be facilitated without impact on the neighbourhood. - 14- COUNCIL - DEM�Rn9��8 Punning Minutes �iou��f Planning Minutes - 08-31 - 4 . Wednesday, November 26, 2008 Page 4 of 6 Public Comments Mr, Mark Warburton addressed Council to raise concerns pertaining to the following matters: - The status of the maple tree on the property which is being proposed to be removed, as it provides shade for his property - The required fence height to screen the parking lot Mr. Warburton also addressed Council on behalf of his neighbour, Mr. Brent Smith, and raised the following issues: - Where the privacy fence will terminate - Emissions from idling cars in the proposed parking lot, as Mr. Smith's property abuts this proposed parking lot - Light casting over into the neighbour's yard from the proposed parking lot Whether the proposed parking will be sufficient In response to public comments, Mr.. Gary Templeton made the following comments: - The maple tree, to be removed, has been identified as being in poor condition in the Landscape Architect's report - The parking lot fence would be 1.5 meters high, but could be increased to 1.8 meters - An extra buffer, as well as a fence, is being proposed - If preferred, vegetation only could be Installed instead of a fence on the south side - Only one tree is being removed in an effort to balance parking versus tree preservation - Parking would be on the east side of the parking lot, furthest from Mr. Smith's property - Headlights would be directed away from Mr. Smith's property - Lighting would be directed downward and contained within the parking lot, which would not be heavily lit - The practise, in general, would be open no later than 6:30 p.m., with occasional clients remaining until 8:00 p.m. - The by-law would be met with the proposed eight (8) parking spots The public portion of the meeting closed at 8:28 p.m. and Council's deliberations began. Moved by Councillor Buck Seconded by Councillor Wilson THAT the application be approved in principle; and THAT staff prepare a site plan, taking into consideration the comments received. CARRIED UNANIMOUSLY -is- COUNCIL - DECMffRncgii=P�61Planning MinutesfAIN Planning Minutes - 08-31 - 5 Wednesday, November 26, 2006 Page 5 of 6 3. PL06-124— Draft Plan of Subdivision and Zoning By-law Amendment Applications Daniels LR Corporation 15933 Bayview Avenue Files D12-03-06 and D14-17-06 Planning Staff The Planner, Deborah Giannetta, provided a description of the application and reviewed the contents of the report, outlining the location of the property as being on the south-east corner of Bayview Avenue and St. John's Sideroad. The Planner indicated that the draft plan of subdivision includes 27 freehold street townhouses, a residential condominium block comprised of 151 townhouse units and a commercial block. The Planner advised that a number of technical issues should be addressed by the applicant prior to requesting approval of the draft plan of subdivision conditions and therefore, staff would be reporting back to a future General Committee meeting. Applicant/Agent Mr. Remo Agostino, Daniels Corporation,. addressed Council to provide an overview of the proposed subdivision, detailing the layout, as was described in the Planner's report. Mr. Agostino indicated that the residential portion would be high density, low-rise and directed at first time home buyers or the buy -down market. Further, Mr. Agostino advised that three (3) of the hnits would be Habitat for Humanity. Public Comments Mr. Eric McCartney addressed Council to suggest that the commercial block should have a similar exterior frontage as the St. Androw s plaza, in order to twin both sides of the Town. Mr. McCartney inquired about where the snow would be stored, once plowed and where the mail pick-up would be. Further, Mr. McCartney applauded the provision of affordable housing. Mr. Agostino replied to Mr. McCartney's comments by indicating that the Daniels Corporation would prefer a distinctive look but would review the St. Andrew's plaza. Mr. Agostino advised that the snow removal would be handled by their property management company and would either be stored in designated areas or carted off -site and that a central location would be identified for mail pick-up. Ms Lydia Ingles inquired as to what the condominium fees would cover, where visitor parking would be located and what is considered "affordable housing". Mr. Agostino responded to Ms Ingles inquiries by responding that the Daniels Corporation attempts to minimize condominium fees and that they would cover things such as snow removal and landscaping. Mr. Agostino further advlsed that visitor parking would be located in designated visitors parking areas which meet by-law requirements and that the prices are market condominium housing prices. The public portion of the meeting closed at 9:56 p.m. and Council's deliberations began. Moved by Councillor Buck Seconded by Councillor Collins-Mrakas THAT the application be approved in principle, subject to the resolution of outstanding issues. CARRIED -16- COUNCIL - DECEMBERn?a 2008ic PIanntng Minutes Po oe c Planning Minutes - 08-31 - 6 Wednesday, November 26, 2008 Page 6 of 6 IV READING OF BY-LAWS Moved by Councillor Buck Seconded by Councillor Collins-Mrakas THAT the following listed by-law be given 1', 2nd and 3`" readings, and enacted; 5092-08.0 BEING A BY-LAW to Confirm Actions by Council Resulting From Special Council Public Planning Meeting 08-31 on November 26, 2008 CARRIED V ADJOURNMENT Moved by Councillor Wilson THAT the meeting be adjourned at 10:20 p.m. CARRIED BOB McROBERTS, DEPUTY MAYOR CINDY JANZEN, DEPUTY CLERK - 17- COUNCIL - DECEMBER 9, 2008 Presentation - a - 1 From: Williams, Nicole Sent: August 27, 2o0S 3:44 PM To: Panizza, Bob Cc: Eivart, Karen; Ware, Shelley Subject: Sponsor Recognition at Council Meeting - Request Hi Bob, In the past, our corporate platinum sponsors have been recognized by Council during an evening meeting. In keeping with this, our 2007Platinum sponsors did not have the opportunity to be recognized in the spring as this position was vacant. As the new contact for our Platinum sponsors, I would like to continue mypositive relationship with them and recognize both our 2007and 2ooSPlatinum sponsors, with the help ofMayorMorris and our Council thisfall. I understand thatfall is a very busy time for Council, however I am wondering tf it is possible to secure a date in. late. November or early December that would work best for Council, so I could invite my sponsors to be recognized. I will prepare the information for Council regarding each sponsor as well as take care of inviting the sponsors to this meeting. If late November or early December are not a good time, perhaps you can suggest a better date to book some time at a council meeting for this recognition. Thank you for your help in this matter, Nicole Williams Sponsorship and Special Events Assistant Town: of Aurora Please consider the environment before printing this email. . 98 - COUNCIL - DECEMBER 9, 2008 Delegation - a - 1 Eastwood, Carrie To: Eastwood, Carrie Subject: FW: Aurora - Delegation Request Form Subject: FbV: Aurora -Delegation Request Form for the Dec 91o8 council agenda Name = Jack Winberg Meeting Date = Dec 9th 2oo8 Subject =,Finance report concerning Development charges deferral -19- COUNCIL - DES B�ER 9, 2008 AuRZORA Y-,ro,Girt,V,",iC Zpgy MEMORANDUM I Office of the Mayor Date: December 9, 2008 To: Members of Council From: Mayor Phyllis Morris Re: Department Issues and Business Plans In preparation for the Chief Administrative Officer to assume office, I am requesting that each Director be directed to individually prepare a listing of current issues that they and their Departments are working on. If there are any issues that have cross -departmental responsibilities, each Director can indicate such. Furthermore, it is requested that a copy of each Department's Business Plan also be attached to the individual lists of current issues. Respectfully, I am asking that the department issues and Business Plans be provided to the Mayors office by Monday, December 15, 2008. Mayor Phyllis Morris /rs AURORA COUNCIL - DECEMBER 9, 2008 ITEM # 2 " AURORA TOWN •OF AURORA GENERAL COMMITTEE MEETING MINUTES NO, 08-39 Council Chambers .Aurora Town Hall Tuesday, December 2, 2008 ATTENDANCE COMMITTEE MEMBERS Councillor Buck in the Chair; Mayor Morris, Councillors Gaertner, Gallo, Granger, MacEachern; McRoberts and Wilson (arrived at 7:13 p.m.) MEMBERS ABSENT Councillor Collins-Mrakas was absent. OTHER ATTENDEES 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 and Council/Committee Secretary Councillor Buck called the meeting to order at 7:02 p.m. DECLARATIONS OF PECUNIARY INTEREST There were no declarations of pecuniary Interest under the Municipal Conflict of Interest Act. 11 APPROVAL OFAGENDA General Committee recommends: THAT the agenda as circulated by the Corporate Services Department, with the following additions and deletions be approved: New Delegation a — Representative from AECOM Re: New Item 12 -- PW08-128 — Stirling Cook Aurora Inc. ➢ New Item 12 — PW08-128 - Release for Registration of Vacant Land Condominium Stirling Cook Aurora Inc. Pad of Lot 17, 18, 19 and 20, Registered Plan 166 North of Bloomington Road, east of Yongs Street File D07-02-06 ➢ Withdrawal - Item 2 — EAC08-09 — Environmental Advisory Committee Meeting Minutes November 6, 2008 previously approved at November 25, 2008 Council meeting 08-30 -21- COUNCIL - DECEMt htt20Mi`i8tes No.08-39 Tuesday, December 2, 2008 Page 2 of 6 ➢ Added Item - CLOSED SESSION Advice pertaining to a property matter that Is subject to solicitor - client privilege CARRIED N ADOPTION OF PREVIOUS MINUTES General Committee Meeting Minutes, 08-38, November 18, 2008 General Committee recommends: THAT the General Committee Meeting minutes 08-38 be adopted. CARRIED IV DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 6, 7, 8, 9, 10 and 12 were identified for discussion. V ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION General Committee recommends: THAT the following recommendations respecting the matters listed as "Items not Requiring Separate Discussion" be adopted as submitted to the General Committee and staff be authorized to take all necessary action required to give effect to same: 1., HAC08-07 — Heritage Advisory Committee Meeting Minutes November 3, 2008 THAT the Heritage Advisory Committee Meeting minutes from the November 3, 2008 meeting be received and the recommendations contained therein be approved. 2. EA008.09 — Environmental Advisory Committee Meeting Minutes November 6, 2008 WITHDRAWN FROM THE AGENDA 3. EDAC08-09 — Economic Development Advisory Committee Meeting Minutes November 13, 2008 THAT the Economic Development Advisory Committee Meeting minutes from the November 13, 2008 meeting be received and the recommendations contained therein be approved. 4. TSAC08-07 — Traffic Safety Advisory Committee Meeting Minutes November 19, 2008 THAT the Traffic Safety Advisory Committee Meeting minutes from the November 19, 2008 meeting be received and the recommendations contained therein be approved: -22- COUNCIL - DECrBalomi9iritterrutes No. 08.39 ITEM. # 2 " 3 Tuesday, December2, 2008 Page 3 of 6 5. PLOB-122 — Application for Site Plan Approval Sazeh Construction Inc. 158 Don Hillock Drive File DII-07-08 THAT, subject to any issues or comments raised by Council, Site Plan Application Dll-07-08 be approved to permit the construction of a 2 storey, 3,608m' (38,837 it.) multi -unit industrial building; and THAT Council authorize the Mayor and Clerk to execute a Site Plan Agreement, 11. Memorandum from the Economic Development Officer and the Marketing/Communications Co-ordinator Re: Proposed Budget for Prince of Wales Communications and Marketing Strategy THAT the memorandum regarding the proposed budget for the Prince of Wales Communications and Marketing Strategy be received for information. CARRIED VI DELEGATIONS a) Representative from AECOM Re: New Item 12 — PL0O-128 —Release for Registration of Vacant Land Condominium Stirling Cook Aurora Inc. (Added /iem) - The delegate was not in attendance. . VII PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE Vlll CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION General Committee recommends, THAT item 12 be brought forward for discussion. CARRIED 12. PL08428 - Release for Registration of Vacant Land Condominium Stirling Cook Aurora Inc. Part of Lot 17, 18, 19 and 20, Registered Plan 166 North of Bloomington Road, east of Yonge Street File 007-02-06 (Addedltem) General Committee recommends: THAT the Mayor and Clerk be authorized to execute a Vacant Land Condominium Agreement between The Corporation of the Town of Aurora and Stirling Cook Aurora Inc. in accordance with the approved draft plan of condominium conditions dated November 27, 2007, and subject to the provision of financial payments and securities as set out on Schedules "K" and "L" of the Agreement substantially in the form attached. CARRIED -23- COUNCIL - DECEMBER 9, 2008 ITEM # 2 - 4 General Committee Minutes No, 08.39 Tuesday, December 2, 2008 Page 4 of 6 6. PLOB-123 — Application for Zoning Amendment and Site Plan Approval 6768148 Canada Limited 219 Old Yonge Street File D11-12-08 General Committee recommends: THAT, subject to any issues or comments raised by Council, Site Plan Application Dll-12-08 be approved for the conversion of the. existing residential dwelling for business and professional offices excluding medical uses; and . THAT Council authorize the Mayor and Clerk to execute a Site Plan Agreement; and THAT Council allocate one (1) unit of servicing allocation for the residential use; and THAT Implementing Zoning By-law 5093-08.D be enacted to rezone the subject lands from "Row Dwelling Residential Holding Exception Zone (H) (R6-52)" to "Special Mixed Density Residential (RS-33) Exception Zone" to permit a residential dwelling,_ and business and professional offices, excluding medical uses; and THAT staff be directed to work with the applicant regarding new plantings along the south side of the property,' bordering the town homes on Tara Hill Circle. CARRIED 7. PL08-127 — Application for Site Plan Approval RT Properties Inc. 67Industrial Parkway North File D11-18-08 General Committee recommends: THAT report PL08-127 be received for Information; and THAT, subject to anyissues or comments raised by Council, Site Plan application Dll-18-08 be approved to permit the construction of a 2 storey, 1,900m2 (20,451ft2) multi -unit industrial building; and THAT Council authorize the Mayor and Clerk 10 execute a Site Plan Agreement between the Town and RT Properties Inc. CARRIED 8. PL08-129 — Application for Site Plan Approval Monopoli Holdings Inc. 144 Wellington Street East File D11-15-08 General Committee recommends: THAT, subject to any issues or comments raised by Council, Site Plan Application Dll-15-08 be approved to permit the conversion of the existing residential dwelling for business and professional office uses (excluding medical), retail uses, and a residential use as additional permitted uses; and -24- COUNCIL - DECMFCR L28tes No. 08-39 Tuesday, December 2, 2008 Page 5 of 6 ITEM# 2-5 THAT Council authorize the Mayor and Clerk to execute a' Site Plan Agreement, CARRIED General Committee recommends: THAT item 10 be brought forward for discussion. CARRIED 10. PL08-118 -Application for Site Plan Approval Region of York Police, Investigative Services and Support Services Facility Lots 15, 16& 17, Plan 65M-3974 and Pt. Lot 19, Conc. 3 EYS Southwest Corner Don Hillock Drive and Goulding Avenue File D11-14-08 General Committee recommends: THAT, subject to any issues or comments raised by Council, the Site Plan Application submitted by the Region of York Police Investigative Services and Support Services Facility, File; D11-14-08, to permit the construction of a four (4) storey 22,690m2 office building and three. (3) storey 15,63Dm2 garage on the total 3.03 he parcel, be approved; and THAT Council authorize the Mayor and Clerk to execute a Site Plan Agreement; and THAT, prior to the execution of the, Site Plan Agreement, Council shall have approved a request from the Region of York to the Town of Aurora to grant an easement and/or encroachment agreement to allow the construction of a road and a temporary turning circle at the southerly terminus of Goulding Avenue; and THAT the preparation and registration of the temporary easement/encroachment agreement documents and road construction works occur at no cost to the Town. CARRIED 9. CS08-043-Council Pending List General Committee recommends: THAT Item FS9 (Rev 7) on page 9 of the report be amended to reflect that the report will be forthcoming in mid -January, 2009. CARRIED General Committee recommends: THAT item LS3 (Rev 9) on page 18 of the report be deleted. CARRIED General Committee recommends: TFIAT item NB29 on page 1 of the report be deleted. CARRIED -25- COUNCIL - DECfX§ r9ii1tt27vTi Stes No. 08-39 ITEM # 2 " 6 Tuesday, December 2, 2008 Page 6 of 6 IX NEW BUSINESS/GENERAL INFORMATION— COUNCILLORS Councillor Gallo requested an update pertaining to replanting of the boulevard trees around the Town, to which the Director of Leisure Services replied that he will provide a memo to advise Council as to whether this has been completed. Councillor McRoberts advised that he prefers the header of the agenda to reflect Item numbers and corresponding pages within the item, which was not provided for this agenda due to technical Issues with the software. Councillor Wilson provided a Notice of Motion pertaining to the Aurora Food Bank. Councillor Granger requested an update pertaining to Spirit Aurora and sponsorship for the Stronach Aurora Recreation Complex, to which the Director of Leisure Services responded that he would provide an update to General Committee in January, 2009. Councillor MacEachern inquired whether the project regarding spraying of certain trees prior to freezing temperatures had been completed, to which the Director of Leisure Services responded that it had been. Councillor . MacEachern requested information pertaining to the industriallresidentiallcommercial ratio, to which the Director of Financial Services responded that he would provide a report. Councillor Buck requested information reflecting which areas within the Town would perpetually remain green space. X CLOSED SESSION General Committee recommends: THAT General Committee resolve into a Closed Session to consider! - A personal matter about an identifiable individual, including municipal or local board employee, and - Advice pertaining to a property matter that is subject to solicitor - client privilege CARRIED XI ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 8A3 p.m. CARRIED THE REPORT OF THE GENERAL COMMITTEE MEETING 08-39 IS SUBJECT TO FINAL APPROVAL AT COUNCIL ON TUESDAY, DECEMBER 9, 2008. -26- COUNCIL - DECEMBER 9, 2008 ITEM # 3 " ,,—MQz7 TOWN OF AURORA AURORA COUNCIL REPORT No.BA08-11 SUBJECT: Request for Sign Variance —14729 Yonge St. Shoppers Drug Mart FROM: Techa van Leeuwen, Director of Building Administration DATE: December 9, 2008 RECOMMENDATIONS That Council approve the Request for Sign variance to permit four wall signs on the south elevation of the Shoppers Drug Mart located at 14729 Yonge Street whereas the sign bylaw does not permit signage on three elevations. BACKGROUND On September 9, 2008 Building Administration received a request from Pride Signs Ltd. on behalf of Shoppers Drug Mart for a sign variance at 14729 Yonge St. The request is to permit wall signs on three elevations whereas the bylaw restricts signage to two elevations. The Shoppers Drug Mart project is a redevelopment of the site. Site plan approval for the redevelopment was received on February 12, 2008.and subsequently a building permit was issued. An final inspection was performed on November 5, 2009 and occupancy was granted. The new store is open for business. During the site plan process approval, elevations depicting vinyl graphics of historic scenes of Aurora were negotiated to be incorporated in the proposed elevations. These along with the signage for which this variance .is sought, was shown on the approved site plan elevations. COMMENTS The property is zoned Shopping Centre Commercial (C4-17) Exception Zone and is located on the north east corner of Yonge and Edward Street. This property also contains the Canadian Tire gas station. Both uses are permitted on this site.. The property is bounded by "Shopping Centre" zoning to the South, West and the North with "General Industrial' zoning to the immediate West. Staff has reviewed the request and identified the following area of non compliance with the sign bylaw: 27- COUNCIL - DE'CEMBER 9, 2008 1 TEM # 3 - 2 December 2, 2008 - 2 - Report No. BA08-011 Variance 1 — Number of Signs Section 5.7(c) of the sign.bylaw allows for wall signs in accordance with the size area restrictions on one elevation with an additional wall sign permitted where the property is located on a corner. This property is a corner lot and therefore signage is permitted on a•maximum of two elevations. Sign permits have been issued in accordance with the bylawforthe west elevation facing Yonge Street and the north elevation (see attachments). The variance required is to permit four wall signs on a third elevation being the south elevation facing Edward St. The Messages displayed on the signs are the business identification "Shoppers Drug Mart' with their Corporate logo, store hours, information of services and web site address. The area of the proposed signage on the south elevation is 4.7% which if permitted complies with the 20% maximum wall coverage provisions of the bylaw. The proposed signs for the south elevation are an integral part of the overall design of the building and do not negatively impact the surrounding area. It is staff's opinion they meet the intent of the sign bylaw. OPTIONS 1. Council may deny the requested variance and impose the requirements of the Sign Bylaw. FINANCIAL IMPLICATIONS Nil CONCLUSIONS For reasons outlined in this report staff is recommending that Council approve the requested variance to allow for a total of four wall signs to be erected on a third elevation the building being the south elevation. LINK TO STRATEGIC PLAN Goal A: Foster and enhance a strong and stable economy consistent with the attributes of a sustainable community. - 28 . COUNCIL - DECEMBER 9, 2008 ITEM # 3-3 December 2, 2008 - 3 - Report No BA08-011 Objective A2: Support the growth of a variety of businesses to encourage a sustainable business environment ATTACHMENTS Attachment #1 — Site Plan Attachment #2 — South and West•(Front) Elevation of Building Attachment #3 — North and East Elevation PRE -SUBMISSION REVIEW Senior Management Team — November 26, 2008 Prepared by. Thom Vandenbussche Senior Building Inspector- Ext. 4393 &POW" _. Techa van Leeuwen Director of Building Administration -29- COUNCIL - DECEMBER 9, 2008 ITEM # 3 - 4 0 I � c `-_------------------ -LL I'Y a -------- tR IrKriN6N pa - lu HU Ix - Aalry cc - ul I " q o. _I • ., `JNIdYJvMNYI q q '.•..�..-'.-.n AtlN3Na0 AYAAINaU �NIISIX3 - 'JNLL51%3 r��J, 8 m a 133N1S 39NOA s a m 5j w� ��mg x 24 � tl2X -30- COUNCIL - DECEMBER 9, 2008 /TEM # 3 - s t; itffi i _iii co f zi LL i IH I R n -31- COUNCIL - DECEMBER 9, 2008 ITEM # -3 - 6 0 4 C -14 -32- COUNCIL - DECEMBER 9, 2008 ITEM# 4-1 TOWN OF AURORA AURORA COUNCIL REPORT No. FS08-054 SUBJECT: Church Street School Cultural Centre FROM: L. John Gutteridge, Director of Finance/Treasurer DATE: December 9, 2008 RECOMMENDATIONS THAT the Town play an active role in supporting the setting up of a non-profit corporation per the Business Corporations Act to be known as the Church Street School Cultural Centre; and THAT Council approve a grant of $9,000 for the costs of incorporating the Church Street School Cultural Centre, and THAT the funds for incorporation be dispersed upon the approval of the Director of Finance/Treasurer; BACKGROUND On July 15, 2008 Council adopted the following resolution: 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 -33- COUNCIL - DECEMBER 93,2008 ITEM # 4 - 2 December 9, 2008 - 2 - Report No. FS08-054 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 $340,000 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 3%; and 8) THAT the Town of Aurora provide the non-profit corporation a one time $50,000 grant to be paid out upon proof of matching corporate donations; and 9) THAT the Town adopt this Strategic and Business Plan as the Guiding Framework for the development of a Cultural Centre. Moved by Councillor McRoberts THAT the list of "Strategies Business Planning Study additional point as follows: 16. Collection Care Moved by Councillor McRoberts Seconded by Councillor Collins-Mrakas for Success" on page 7 of the Strategic and for the Aurora Heritage Centre, include an Seconded by Councillor MacEachern 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. COMMENTS Since passing of the above resolution we have been working hard to fulfil the mandate of Council. For various reasons this has taken longer than anticipated, however, we are now ready to move forward on points 3 and 4 of the resolution. For reference of Council we are attaching- hereto as Attachment #1 the Summary of the Business Plan from Pages 8 and 9 of the Novita Report which outlines the framework for the operation of the Cultural Centre. -34. COUNCIL - DECEMBER 9, 2008 ITEM # 4 - 3 December 9, 2008 -3. Report No. FS08-054 The purpose of this report is to: To have Council appoint Town Representatives to work with the Corporation in Negotiating Provision of Cultural Services, Occupancy Agreement, and an Asset Management Agreementf To have Council approve the advance of funds for the Incorporation Process under the Business Corporation Act. Bullet 3 is requested as there will be a cost to incorporate, this request is in the form of a grant to the individuals who have put their names forward to work as the initial Board. It has. not been the intent of this plan or Council to ask private citizens to advance their own funds to form this not -for -profit corporation. You can see by the attached financial statement that there are funds available in this year's budget. Once the incorporation has been established there would then be a legal entity with proper accountability for future fund transfers. As this is a basic Not -for -Profit incorporation under the Business Corporations Act we would anticipate the costs to be $9,000. The larger part of the cost for this Corporation will be when the Board applies for Charitable Status and, by then, the board will have established a budget and funding for this application. One of the concerns that we are sure Council would have until the Board gets incorporated is that of accountability. We would suggest that the Director of Finance for the Town be responsible for the approval of any expenditure for the Incorporation process and also be involved in negotiations of the accountability portions of any agreements. It should be pointed out that the Novita Report specified that the incorporation be a separate and distinct Corporation as opposed to a Municipal Service Corporation under Section 203 of the Municipal Act and following are some of the reasons. 1. It is easier and cheaper to establish and legally simpler. 2. It gives the Corporation the autonomy it requires to establish partnerships in the community for the delivery of programs. 3. It provides them the creativity to establish programming. 4. Council has control through the 3 agreements that are negotiated with the Corporation. 5. If Council is not happy with the work of the Corporation it simply invokes the termination clauses of the agreements. 6. This approach was the recommendation of the Town's experienced cultural consultants and also took into account the consultant's findings after consultations in the communityand with stakeholders. -35- COUNCIL - DECEMBER 9, 2008 ITEM # 4 - 4 December 9, 2008 - 4 - Report No. FS08-054 7. A separate non-profit corporation ensure that the goals and objectives of the plan can be carried out by a board of like-minded members of the community with an interest in Arts and Culture including Heritage. OPTIONS 1. As stated in the recommendations of this report. FINANCIAL IMPLICATIONS As has been reported the budget has been established for this project Attachment #2 is the current position of the funds for the Arts and Culture Centre. The 2008 budget established was $98,553. and to date we have expended $13,996., leaving a balance of $84,557. If Council agrees with this recommendation we are still projecting a.$.65,357. surplus at year end. We are estimating that the costs for incorporation will be around $9,000. CONCLUSIONS The report we are presenting is as per Council's approval and as outlined in the Novita report and, it is critical for the success of this project that we move forward. LINK TO STRATEGIC PLAN Goal "A" — To Maintain a Well Managed and Fiscally Responsible Municipality. ATTACHMENTS Attachment #1 -- Summary of Business Plan as prepared by Novita pages 8 & 9 Attachment #2 -- 2008 Budget with ActuaIs and Projections PRE -SUBMISSION REVIEW Management Team — December 3, 2008 Prepared by. L. John Gutteridge, ext. 4111 Director of Finance/Treasurer -36- COUNCIL - DECEIVIOW 9, 2008 ATTACIIIGIENT #1 ITEM # ' 4 ' - Town of Aurora Church Street School Cultural Centre -,Strategic and Business Planning Study - COMBINED REPORT - June 2008 SUMMARY OF PART TWO: BUSINESS PLAN The Business Plan report for the Church Street School iCultural Centre was completed at the end of April. It provides a framework for the operation of the Cultural Centre in the historic Chuech Street School Including: The core business will be "community engagement through arts, culture and heritage programming and promotion • A separate organization will be required to deliver the programming The Church Street School Cultural Centre will have.a close relationship to the Town • The Town will fund building occupancy and the base operations • The Cultural Centre will develop, fund and deliver the programming • The Cultural Centre will enter into agreements .with the Town for use; of the Wilding and delivery, of programs By means of the base operations funding, the• Cultural Centre wi 11 .engage professional staff Professional staff will : be .led by the. Program Director whose main. 'responsibilities will be program developme.nt,.partnerships and community relations • The Cultural Centre will develop a corps of volunteers • Leadership development and subsequent Board, recruitment, is a key component of the business. plan and must be fully in place in order for the business plan to succeed • The: Cultural Centre will work with program.partne.rs and sponsors to deliver programming. The Cultural Centre will serve the citizens participating in programs through its own efforts and those of its partners Programs in the Cultural Centre will be self financing . Programs in the Cultural Centre will cover a broad program mix Pre -opening organizational development has been funded by the Town,: • A seed grant of $50,000 for start up programming will be required for Year 1 (2009) and will be matched dollar for dollar The period ending December 2009 will conclude the. development period for the Cultural Centre The base operating budget for running the,Cultural Centre in Year 1 will be in the order of $340,000: " " EJen oug ere maybe pressure 4o get`the program up and "r'unning ssooner; -" the sequence of organizational development must be followed, The key goal of the. business plan is to create the. organization which will fund and deliver' - 37 COUNCIL - DECEMPER 91 2008: Church Street School Cultural Centre — ITEM'# 4 - 6 .ToVVn of Aurora to and Business Planning Study ')MRINFn RFPORT - June 2008 programming. Accordingly, organizational. *capacity comes first; program development second_ SUMMARY OF PART THREE: IMPLEMENTATION PLAN The Implementation Plan report was completed in late May. It outlines the concrete steps and roles add responsibilities leading to the establishment of.the Cultural Centre Corporation. Recruitment of strong leadership and timing are critical. A list of tasks and a target timeline for completion is provided. Phases in the.implementation Plan are as follows: • Role of the Town prior to the formation of the Cultural Centre Corporation 1 —Organizational Relationships Confirmed + .2; > Governance Structure Established 3 :Qperations Roll Out (Including Administrative and Program Development The implementation of the Church Street School willtake place from June to December 2068 following' a.fairly aggressive schedule. �IIl g -38- COUNCIL - DECEMBER 9, 2008 ITEM # 4 - 7 ATTACHMENT #2" w,om ,oaaawav Town of Aurora Summary of Operating Expenses —2008 Year to Date -- November 30, 20D8 DepertmeM: Lt Projections YTD Budget YTD Actuals YTD To Variances _ Dec. 31/08 Nov. 30108 Year End Act. vs Budget Expenditures Salaries & Benefits 4-2000 SALARIES - F7r 84,175 0 D (84,175) 4-2002 SALARIES - PH' 0 0 0 4-2100 BENEFITS -OMERS 7,196 D (7,196) 4-2101 BENEFITS - EHT 1.643 0 (1,643) 4-2102 BENEFITS- WSIS 1,266 0 (1,266) 42103 BENEFITS- CPP 2.059 0 (2,059) 42104 BENEFITS- El 996 0 (996) 4-2105 BENEFITS - DENTAL 779 0 (779) 4-2106 BENEFITS - HEALTH 2,164 0 (2,164) 4.2107 BENEFITS - LTD/ADD 2,105 0 (2,105) 4.2108 BENEFITS - OTHER 420 0 (420) Total Salaries& Benefits 102,663 0 0- (102,003) Materials & Supplies 4-01300 OFFICE SUPPLIES 15o 0 200 50' 4-40150PERATING MATERIALS 500 390 500 $90' 44021 EQUIPMENT -OTHER 250 0 -(250) 4-4047 BIRTHDAY PARTY SUPPLIES 250 0 (250) Total Materials & Supplies 1,150 390 700 (60) Contracted Services reel paid 4-6033 EQUIPMENT REPAIR$ 100 0 /�r to Historludesical t0 (250) 4-5034 EQUIPMENT RENTALS 250 0/ and Ken Whitehurst (z5o) d KeniW Itehur t 4-5069 CONTRACTS 500 13,606 9,500 22.606 4-5076 GENERAL MARKETING EXPEP 4,000 0 9,000 - 5,000 4-5092 EXHIBIT DEVELOPMENT 600 0 0 500) 4-5093 ARTIFACTS/CONSERVATION 250 0 (250) Total Contracted Services 5.600 13.606 16.50n In ruin Revenues Miscellaneous for 3A206 DONATIONS (1,000) 0 0 1,000 Total Miscellaneous (1,000) 0 D 1,0m User Foes 3-1$09 PROGRAM (3,750) D 0 3,750 3-1313 PROGRAM -ADULT (400) 0 0 400 3-1314 PROGRAM - CHILDREN (500) 0 0 Soo 3-1315 PROGRAM - PRESCHOOL (250) 0 0 250 3-1316 PROGRAM - FAMILY (250) 0 0 250 3-1319 ADMISSIONS (3,750) 0 0 3,760 3-1331 BIRTHDAY PARTIES (600) 0 0 600 Total User Fees (9,500) 0 0 9,500 Grants 3-1801 PROVINCIAL GRANTS (500) 0 0 Soo Total Grants (500) 0 0 500 -39- Grant COUNCIL - DECEMBER 9, 2008 ITEM # 5 - 1 Au>I�oxA TOWN OF AURORA COUNCIL REPORT No. FS08-055 SUBJECT: Ridgewood Condominium Request for Development Charge Deferral FROM: L. John Gutteridge, Director of Finance/Treasurer DATE December 9, 2008 RECOMMENDATIONS THAT report No. FS08-055 be received; and THAT Council recommends there be no deviation from the current practise BACKGROUND Attachment ##1 is a letter from The Rockport Group who are developing the property immediately to the North of Town Hall at 180 John West Way, known as The Ridgewood Condominium. With this letter they are requesting relief from the payment of Development Charges at the Building Permit Stage, which is the Town's normal practise. They have requested this consideration pursuant to the following provisions of the Development Charges By-law. Time of Payment of Development Charges 3.9 Development charges imposed under this section are payable upon issuance of a building permit with respect to each dwelling unit, building or structure for library, parks; recreation, public works, fire and genera[ government services. Development charges for town -wide engineered services shall be payable upon registration of subdivision agreement. 3.10 Despite subsection 3.9, council, from time to time, and at anytime, may enter into agreements providing for all or any part of a development charge to be paid before or after it would otherwise be payable. The Town's policy has always been to collect our development charge at the time of issuing the first Building Permit, the by-law does specify that Council may enter into agreements. COMMENTS After numerous meetings and discussions it is our recommendation that the request 40 - COUNCIL - DECEMBER 95 2008 ITEM # 5 - 2 December 9, 2008 - 2 - Report No. FS08-055 for any deviation from the Development Charges normal practise of payment of Development Charges at the time of issuance of the first Building Permit be denied. We do not recommend that Council enter into an agreement to defer the by-law to accept Letters of Credit in Lieu of Cash payment at the time of issuing the building per There are a number of factors that were considered with this recommendation. A Change in policy to allow for Letters of Credit should apply to every Condo or Apartment development which requires another agreement with details of when and how the municipality could draw down on the letter of credit. This will create additional effort on both parties. If we accept a change in policy then we would recommend that our by-law be amended to allow all developments of this type this consideration, thus avoiding a report to Council on every application. The letter of credit would be drawn upon after a specified time resulting in additional administrative work in providing the Bank the required information to draw down funds. If we agree to deferral of Development Charges to the above grade building permit stage there is no definitive time when this could occur, it is logical that it would follow immediately after the foundation permit but if they decide to wait the foundation could sit there for a lengthy period of time before the developer obtains the final permit. Further to this there is the administrative responsibility of monitoring the collection of the Development Charges, now there is little administration as we know we have to collect this at.Building Permit issuance. Development Charges can not be applied as a lien on the property and therefore to protect the interest of the Town we must receive the payment at the start of the process with the leverage of the building permit. If we accept Letters of Credit it is like depositing funds with the credit granting agency this would in.turn force the municipality to rate the guarantor of the letter of credit as we do with other investments. This would put a whole new. layer on levels of responsibility. If we accept a letter of credit this will cost the municipality, as we are forgoing the collection of $931,383. anywhere from 3 to 18 months. At the present interest rates this would result in a lost opportunity cost of approximately $7,100 to $43,000 -41- COUNCIL - DECEMBER 9, 2008 ITEM # 5 - 3 December 9, 2008 - 3 - Report No, FS08-055 We do not anticipate that the saving to the developer would-be that significant as they are looking at the spread on the borrowing costs of money to pay the Development Charges to that which the Banks charges to guarantee the Letter of Credit. As can be seen in their letter the Regional By-law does make provision for the payment of Development Charges on these types of property by way of a Letter of Credit. The Town is only the collection agent for these charges. In circumstance where they accept a letter of credit it is the Regions responsibility to collect on the letter of credit. We mention this so Council is aware that we would not be doing all of the above for the Region. OPTIONS 1. As stated in the recommendations of this report. 2. That the Town of Aurora agree that Development Charges on the Ridgewood Condominium Project not be payable until issuance of the final building permit and that the Town enter into an agreement with the Rockport Group, 3. That Council recommends that the Town enter into an agreement with the Rockport Group for the provision of an Irrevocable Letter of Credit for the Ridgewood Condominium Project; and That staff be instructed to amend Town Policy to Accept Letters of Credit for all similar projects in the future. FINANCIAL IMPLICATIONS As mentioned Development Charges cannot become a lien on the property, therefore failure to pay by the developer means lost revenue to the municipality. If the municipality accepted a letter of credit and the developer became bankrupt the letter of Credit is available for the Town to cash, at that point the Town would be dependent on the viability of the credit holder. As with our Investment Policy we would want to be concerned about the credit rating of the agency guaranteeing the Credit. As was also pointed out in this report the municipality would be out the earned interest on the payment of the Development Charges estimated to be between $7,100 and $43;000. CONCLUSIONS We feel that developers are aware of the financial requirements when they start a project and with a request such as this they are asking the Municipality to partner -42- COUNCIL - DECEMBER 9, 2008 ITEM # 5 - 4 December 9 2008 - 4 - Report No. FS08-055 with them until they complete the project. We believe that the municipality should consider the precedent when establish such a practice. As such we will not be recommending the acceptance of a letter of credit. ATTACHMENTS Attachment #1 — Copy of letter from the Rockport Group LINK TO STRATEGIC PLAN Goal 'A" —To Maintain a Well Managed and Fiscally Responsible Municipality PRE -SUBMISSION REVIEW Management Team — November 26, 2008 Prepared by: L. John Gutteridge, ext. 4111 4T.n.Gkuttedd4gge_(_ Director of Finance/Treasurer -43- COUNCIL - DECEMBER 9, 2008 liar li'Y�fiY. ei 1 UCKPOR . GROUP' .;esr..rng4 Novembor 10, 2008 'Town of Aurora I I Wficipal VxWe,.13t36:10.O0 Aurora, ON 4G6f1 Via Ftnall: pmorrio& ampra.ca Attr lylayor:P6yllisxojris Dear Mhyor Morris: Re the li ZO-W- AW C9msitrri0iu , . ISO 0$ )Yest Vf'av Aln tiro :Given the 9i14ttc location o'f our'proPoxedcondominium, f trust: fttt €lit noC basing prosumptop when Isay that l ant sure that you and the Members of ,Goancil, cowl see dint rove have begun earth works on the Ridgewood ttotld'orrtinium and (rope shortly to fully aotirmanae aDii"sttuot pn. of this 153. suite residence, I am pleased to say that we have now suogessfuliy sold over % ✓ of the builditrg and area working very closely w iA upr hankers to meet the balance of our tinarialal ,pre -conditions to fully core erne eadstructiort with tho confwolee that our ,ffnan¢itigwill be, thereto ensure the bwkiings, oomplotioti. At this titre, as we pregara to p0eop.:our, Fotnulation Pemot, ht'ortithing of IN,. paymoat of developtirent sltarfvs is svluarafy.rafsod. This proJaot:vvould ontall46epaymentofdeveloptnent citarges:as follows: (l)'Town ofAvurora $ 03.1,38$.00 () Reglon'of At'k $1,90: ,943.00 (3j'tiducatio#t:T3evelopmenfCharg$s $ 255',51000 Total $3,.088i3$6.00 As you cart Well imagine, the paymentofthis large sum of;meacy in: any development prolecr;isa very signiticantmatter and has an impaet ovt our financing, To particular, it,i'5 of great signifkando to 4s particularly sinoo n.on® of the :services that aro to be paid for by the Devet'apntent Chagos will be trade. use of for soma 18 rrlcrotbs after the issuance oftho first permit 410 Ia fact thins when our purchasers pay ns This is very mach unlike the eircumstenCes pertaining to .single £amdy.or townhouse development where the time betwaen: permit.and occupanoy is inthe area of a 5 to 6 mMuih period. The Town's Development Charge By -Law 4533 contemplates: oireuttistonces where Couno'il would consider an application to permit a different time for making.the payment of development charges. In our particnla'r.case, we are asking That; (i) The Forind'ation or Below Orade Permit be issued to allow the property to be taken to grade, without the payrnent of the development charges or tho,posting of scourity at all. liU Vhc p.nn:tvay 'tAiest>. -9,urte 307` :lion .14 ills., .ontar:la, MIL 2:63: 761, 4'I6-444-749-1- Pax: 4:1:6-445-x1-8 49 www.., o oltp ortgt•a a P. Per lrll'� COUNCIL - DECEMBER 9, 2008 ITEM # 5 - 6 2 (2) That upunthe issuance of the Move,Grade permitfor tiie ljuil4lhig .the `Town ao pt.a ettat o Credit in tlta fb13 smo#ut: of its Development Charges with a Wrin wiuel+ wTsuirt; prayido that the Letter n£ Gredit wool He cashed on til earl➢er of [tegtstratioa At'tlio eotlllokh7i<iU n.or I a ritonths. WO respOt• to the Region'$ posit 01 on. this .matter, the Town need trot be conderned. abgt+tAW. format in that theTLeg3`on. already has a specific policy in place pertuttiimg. the posting of fire Lot Credit and in fact,, the tdril s that I have repited IA paragraph number 2 above, are the very policy nt ilte Region today. Irr .am en losing horsy doh a aopy of the Regional Munieipatity of 1 cl1<'s De"vela»menf Charges pamphtot `t IAh, $dfs this out very'cleal'lY, The only issue that we raise is witeibor or nit the Foundation Petmit is "a Building Porn fr` `.Air the purposes ofttecessitatirlg.the payment urthe gttar'ges or the posting ofseQurity, bi my.respeetik+l'.vi ; I think that Parr the purposes of the Devaopmegt Changes Act the kind of permit contetnplate4 is alto which could ere-, a demand, on the sorlfted t'dt' kv'1#tich lbe Development Charges Are. being eolleetet ; Tit tl at no one can I.%ym 9rr a 3a updatiQn or andergratltitl garage, the issuance of ttiAt7 ertnit. will rrot or geul l not lead to the alatnurtd on services and Acdordniglyv>: ksuiug that Permit W4111 srjG'any paytsren# OrSO lty m respect of the Development Charges is appropriatt:and should follaw. To provide satttie comfort to. the Town nip-rding the allowan0o.. of:00Ve grade+ pet4dh W. T. advised that die, CRY ©f 7;o enfb collectg DQYeiopaFenf:Charges on the, absit�t; grade permit; not tltQ pertsStt. regarding sub gi'ada:strnetures: We thutslcyittver3 rt+noh frn your^eonsfderatioit ofthis tnatter We.am anxiousto gOAM.datvrAji. .With the £oundation Work and -pick-up the perrgl t'... Accordingly,. we ask f4 ttic Town's tiiost Q.a€lYed7fiibus consideration ofihistegiiSt.. Please dQ:rtot hesitate to call if rrtUze hd!otmtvtion is required. `ours very truly, RI:OG WOOD DBV ar.TrfErIT INC, t look Witiberg JW/hap one[. e.c.John Gulteridge,Treasurer (via e+nait) c.c. Bob,Pardzm, Aeting'CAO (via eiiall). Teelra vani.eeuWen, CDO (viaeinail) co.. Robyn Smart, Exceutive Assift to Mayor'-tvia email) PA,yonlYtldgonmdlTavn ofAumaWngorAfiurispG:UrnrV1,00EAPpY - . -45- COUNCIL - DECEMBER 9, 2008 JITEM # 5 Two AN, Q,vv Roft-Roold'onfial DOV01,010molilt Charge Pwate The followlqg.i�hart oqtljqqs the development chargerates In affect throughout the Rag oral Municipality. of -York. -46- COUNCIL - DECEMBER 9, 2008 ITEM # 6 " TOWN OF AURORA AURORA. COUNCIL REPORT No. CS08-044 SUBJECT: Corporate Insurance Renewal FROM: Lucille King, Director of Corporate Services DATE: December 2, 2008 RECOMMENDATIONS THAT the insurance and risk management proposal submitted by BFL Canada in the amount of $273,452 plus taxes be approved; and THAT the Town of Aurora's corporate insurance policy be renewed for a one year period. BACKGROUND At the November 27, 2007 meeting, Council resolved: THAT the insurance and nsk management proposal submitted by BFL Canada in the amount of $264,054 (taxes included) be approved, and THAT the Town of Aurora's Corporate Insurance Policies be renewed with BFL Canada for 3 years with annual renewal periods. COMMENTS Municipal insurance is a highly specialized field where few insurance companies provide this level of coverage. The Town's Corporate Insurance consists of the following policies namely: Municipal General Liability that includes Errors & Omissions, Environmental Impairment, Property including Boiler & Machinery, Crime, Automobile and Accident. A summary of the coverage including the limit and deductible for each policy is attached to this report in Appendix #1. To cover any unforeseen spikes in the claims management, the Town has also established an Insurance Reserve that currently has a balance of $252,360. In addition, to counteract the exposure to risk and reduce claims, the Town initiated a number of claims avoidance measures over the past few years. For example regular/monitored sanding and salting procedures during winter maintenance was implemented; the introduction of a Risk Management Administrative Procedure that establishes guidelines and training measures -47- COUNCIL - DECEMBER 91 2008 ITEM # 6 - 2 December 9, 2008 - 2 - Report No. CS08-044 for staff to minimize risk was introduced in 2001; and the increased maintenance program for sidewalk repairs to identify and repair faulty sidewalks has been in effect for the past three years. It is intended that these and other evolving proactive measures by the Town will assist in mitigating claims against the Town thereby controlling overall costs. OPTIONS As recommended in the report. FINANCIAL IMPLICATIONS The 2009 insurance premium of $273,452 is an increase of $27,885 over the premium of 2008 which was $245,567. This represents an increase of 10.1%. This premium increase is driven by three factors: Prop" - The building appraisal has increase the total property limit from $95,903,076 to $146,31.1,000. This is an increase of $50,407,924 and resulted in an additional premium of $23,289 • Municipal General Liability - The liability premium has increase by $3,756 due to the growth of the Town of Aurora over the past year Owned Automobile - The addition of 2 vehicles and 1 _ trailer within the current policy term. The additional premium for the vehicles is $840. The following table highlights the policies and the premium increase between 2008 and 2009. COMPARISON OF ANNUAL PREMIUM COSTS COVERAGE ANNUAL 2008 ANNUAL 2009 Differential % increase Municipal General Liability including Errors & Omissions 127,780.00 131,536.00 3,756.00 2.8% Excess Liability — additional to the generalliabili 42,975.00 42,975,00 0 0% Environmental Im airment Liabilil 19,174,00 19,174.00 0 0% Property including Boiler& Machinery 38,560.00 61,839.00 23,289.00 37.6% Crime Insurance 1,100.00 1,100.00 0 0% Owned Automobile 14,476.00 15,316.00 840.00 1 5.4% Municipal Officials' Accident 1,512.00 1,512.00 0 0% TOTAL 245,667.00 273,452.00 27,885.00 10.1% 1=i:3111! COUNCIL - DECEMBER 9, 2008 ITEM # 6 - 3 December 9, 2008 -3- No. CS08-044 An insurance premium budget has been included as part of the Town's annual operating budget. This premium is subsequently charged back to each of the operating departments based on the proportionate size of operations. The current balance of $252,360 in the Insurance Reserve also provides a sufficient cushion in the event of any unexpected claim exposures. Our insurer has recommended a review of the contents values which could be adjusted during the current policy term, subject to the appropriate pro rata premium. LINK TO STRATEGIC PLAN Goal D: Ensure transparent, accountable and open governance in concert with informed and involved citizens Objective D1: Continue the commitment of fiscal responsibility and accountability Objective D3: Be accountable and transparent to residents by ensuring open and accessible information flow and accessible decision -making ATTACHMENTS Appendix #1 — Coverage Summary PRE -SUBMISSION REVIEW Senior Management Team — December 3, 2008 Prepared by: Karen Ewart, Manager of Administration/Deputy Clerk ext. 4222 Lucille King Direc or of C rporate Services/Town Clerk BERM COUNCIL - DECEMBER 9, 2008 ITEM # 6 - 4 APPENDIX #1 SUMMARY OF POLICIES AND COVERAGE 1. Municipal General Liability • insures against, third party claims for bodily injury (including death), personal injury including libel, slander, defamation of character, etc. and property damage. • $50 Million with $10,000 deductible Errors & Omissions • insures against third party claims for financial loss resulting from an error, omission, negligent misstatement or misrepresentation, or breach of duty on the part of the municipality and its employees. • $50,000 with $10,000 deductible Conflict of Interest • provides coverage for legal costs arising out of the defence of an alleged breach of any municipal conflict of interest legislation on the part of the municipality's elected officials • . $100,000 with $ NIL deductible Wrongful Dismissal • Provides defence costs for any claim relating to the Wrongful Dismissal of Town staff • $250,000 with a $5,000 deductible 2. Environmental Impairment (Pollution) Liability • insures against third party claims for bodily injury and property damage arising out of the release of a pollutant or a contaminant into the environment. • $5 Million with $10,000 deductible - 50 COUNCIL - DECEMBER 9, 2008 ITEM # 6 - 5 3. Property Insurance provides replacement cost coverage for the buildings and equipment owned or leased by the municipality against damage from such perils as fire, wind and water damage, flood, earthquake and collapse, • Replacement cost with $10,000 deductible Boiler and Machinery • covers mechanical and electrical breakdown of building equipment $50 Million with $10,000 deductible 4. Crime Insurance • primarily insures the money and securities of the municipality against loss due to dishonesty on the part of the employees, • $1 Million with no deductible 5. Automobile • insures all of the licensed vehicles owned or leased by the municipality • $50 million with $10,000 deductible Non Owned Automobile • insures vehicles of staff and councillors when vehicles are used for Town business • provides secondary coverage in, excess of owners insurance $50 million with a $1,000 deductible 6. Councillor's Accident • provides life insurance in the event of accidental death, weekly indemnity for total or partial disability arising from an accident. Coverage is provided on a 24 hours basis, • $250,000 Principal Sum with no deductible -59. COUNCIL - DECEMBER 9, 2008 ITEM # 7- 1 Adoption of Recommendations from Closed Session Meetings November 25, 2008 That the recommendations from the Closed Session Meeting held on November 25, 2008 at 6:00 p.m. regarding the following matters be approved: Labour Relations Matter-- Regarding Identifiable Individuals That the recommendations from the Closed Session Meeting held on November 25, 2008 at 10:20 p.m. regarding the following matters be approved: Advice that is Subject to Solicitor -Client Privilege— Regarding an Identifiable Individual -52- COUNCIL - DECEMBER 95 2008 ITEM # 11 Adoption of Recommendations from Closed Session Meeting December 2, 2008 That the recommendations from the Closed Session Meeting held on December 2, 2008 regarding the following matters be approved: A Personal Matter about an Identifiable Individual Advice that is subject to Solicitor -Client Privilege Property Matter -53- 952008 By-law wn of The Corporation of the Town of Aurora By-law Number 5093-08.51 BEING A BY -LA W to amend By- law No. 2213-78, as amended, being the Zoning By-law of the Town of Aurora. (219 Old Yonge Street, File: 014-09-07) WHEREAS Section 34 of the Planning Act, R.S.Q. 1990, c.P.13. as amended provides the Council of a local Municipality may pass a Zoning By-law; AND W HEREAS the Council of the Corporation of the Town of Aurora enacted By- law 2213-78 being. the Zoning By-law, as amended; AND WHEREAS the Council of the Corporation of the Town of Aurora deems it advisable to further amend By-law 2213-78, as amended; _ NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF AURORA HERBY ENACTS AS FOLLOWS: 1. THAT the zoning category applying to the lands shown in grey pattern on Schedule "A" attached hereto and forming part of this By-law, is hereby amended from "Holding Row Dwelling Residential (R6-52) Exception Zone" to "Special Mixed Density Residential (R5-33) Exception Zone". 2. THAT the following be added as Section 14.3.33 "Special Mixed Density Residential (R5-33) Exception Zone". Section 14.3.33 SPECIAL MIXED DENSITY RESIDENTIAL (145-33) EXCEPTION ZONE: (5093.08.D) 14.3.33.1 Uses Permitted: In accordance with Section 10.1 and subject to the zoning provisions of Section 10.2, with the exception that the minimum required interior side yard setback shall be 3.0 metres. The existing building on the lands zoned R5-33 on schedule "A" may be used for business and professional offices excluding. medical offices, with - the exception that the basement shall only be used for accessory storage to the office use, and in accordance with the following: i) The provisions of Section 14 shall not apply. ii) Notwithstanding the provisions of Section 6.27.7 with respect to a parking area in a front yard in any Residential Zone, a parking area shall be permitted in the front yard. III) 'Notwithstanding the provisions of Section 6.26, the minimum required manoeuvring space in the parking area shall be 6.5 metres. -54- 9y 2008 By-law 50V - 2 iv) Notwithstandingany provisions tothe contrary. aminimum of 12 parking spares shall be provided and two of the required parking spaces shall be permitted within the existing garage. v) The provisions of Section 627.8.f shall not apply to the lands. vi) Notwithstanding the provisions of Section 6.31.2 (i) and (ii) no earth berm or. fencing shall be required. 14.3.33.2 Notwithstanding any provisions to the contrary, for the purposes of the R5-33 zone, Old Yonge Street shall be deemed to be the front lot line. THAT no part of this By-law will come into,force until the provisions of the Planning Act have been complied with, but subject to such provisions the By-law will take effect frorn the day of passing thereof. READ A FIRST AND SECOND TIME THIS 9TH DAY OF DECEMBER, 2008. READ A THIRD TIME AND FINALLY PASSED THIS 9TH DAY OF DECEMBER, 2008. PHYLLIS M. MORRIS, MAYOR LUCILLE KING, TOWN CLERK -55- - DE CE BER 9, 2008 Explanatory Note RE: Zoning By-law No. 5093-08.0 By-law Number 5093-08.D the following purpose and effect: By-law To amend By-law 2213-78, as amended; the Zoning By-law in effect in the Town of Aurora, to rezone the subject lands, municipally known as 219 Old Yonge Street, from "Holding Row Dwelling Residential (H) R652 Exception Zone" to "Special Mixed Density Residential (R5-33) Exception Zone." The subject zoning amendment will permit the use of the lands for business and professional offices in the existing single family dwelling and provides site specific zoning provisions to implement the approved site plan on the lands. -3 -56- COUNCIL - DECEMBER 9, 2008 By-law 5093 - 4 TOWN OF AURORA . THE REGIONAL MUNICIPALITY OF YORK LOCATION: Lot 4, Plan 461 _ 219 Old Yonge Street THIS IS SCHEDULE "A" TO BY-LAW NO. 5093-08.1) PASSED THIS — DAY OF 2008. LUCILLE KING, TOWN CLERK PHYLLIS. M. MORRIS, MAYOR LANDS REZONED FROM "(H) 116-52 TO "R5-33" EP t C4-1911RA2.2 I EP ST JOHN'S SIDEROAD EP o RU o EP EP-4 x � R2.69 z C10 R1 R2 R2-20 Hill Cir Q:2-.- SCHEDULE "A" TO BY-LAW NO. 5093-08.D -57- COUNCIIµ - DECE#IBER 9, 2008 By-law 50q,6 - 1 THE CORPORATION OF THE TOWN OF AURORA By-law Number 5096-08.H .�pVJ KOfg4r BEING A BY-LAW to appoint a t. ° ChiefAdministrativeOfficerand Sol to establish the duties and responsibilities thereof. (Appoint — Neil Garbe) WHEREAS Section 229 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, authorizes the Council of The Corporation of the Town of Aurora, to appoint a Chief Administrative Officer who shall be responsible for exercising general control and management of the affairs of the municipality for the purpose of ensuring the efficient and effective operation of the municipality and performing such other duties as assigned by the municipality; AND WHEREAS it is deemed expedient and desirable to establish the position of Chief Administrative Officer and thedutiesand responsibilities thereof; NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF AURORA ENACTS AS FOLLOWS: 1. THAT, The Council of The Corporation of the Town of Aurora aces hereby establish the position of Chief Administrative Officer of The Corporation of the Town of Aurora. 2. THAT the duties and responsibilities of the Chief Administrative Officer are those set forth in Schedule "A" attached hereto and forming part of this by-law. 3. THAT The Council of The Corporation of the Town of Aurora hereby appoints Neil Garbe.to the position of Chief Administrative Officer of The Corporation of the Town .of Aurora effective January 5, 2009. 4. THAT, if the Chief Administrative Officer is absent from duty, on vacation or through illness, the Town Clerk shall be the responsible official for Town contact and staff direction, and should such absence exceed three weeks, the Council may appoint an Acting Chief Administrative Officer who shall have all the powers, duties and responsibilities of the Chief Administrative Officer under this by-law. 5. THAT the provisions of By-laws 4649-05.H and 5070-083.H be and are hereby repealed. 6. THAT the provisions of this By-law shall come into force and effect the 51° day of January, 2009. READ A FIRST AND SECOND TIME THIS 91.. DAY OF DECEMBER, 2008. READ A THIRD TIMEAND FINALLYPASSED THIS 9`h DAYOFDECEMBER, 2008, PHYLLIS M. MORRIS, MAYOR LUCILLE KING, TOWN CLERK -58- 9, 2008 By-law 5096 - 2 By-law 5096-08.H - Schedule "A" SCHEDULE A" To By-law No. 5096-08.H SUBJECTto the provisions of the Municipal Act and any other statutes, the duties and responsibilities of the Chief Administrative Officer shall be to: t. Administering and supervising the management and business affairs of the Corporation in accordancewith the policies and plans established and approved by Council; 2. Coordinating and facilitating the flow of information between the administration and Council, and between Committees and Council, including the development of an effective format and rnode of presentation with respect to the reports and other communications from the Town's administration and Committees to the Town Council; In doing so: Reviews and ensures that all information presented to Council, orthat could be of assistance to Council is accurate, pertinent, timely and facilitates decision making by Council; Approves all reports from each Department in the Administration prior to consideration by Council and/or Committees of Council; Submitting to Town Council- all reports and recommendations of Directors together with comments or recommendations where deemed necessary; Ensures the implementation and maintenance of all health and safety legislation and lends executive direction to the Corporate Safety Committee Meetings; 3. Directing, coordinating and generally supervising the implementation of all policies, plans and programs approved by the Town Council; • Enhances producti,vityby creating a positive work environment that motivates and improves morale • Ensures the adequacy of the Corporation's organization and structure to deliver services and programs effectively and efficiently • Provides individual and group leadership to Department Heads 4. Attending. all meetings of Town Council and, where necessary, committees established by Council and to participate in discussion for the purpose of clarifying or providing information on any matter being discussed by Council; 5. Keeping current with the community needs and trends that may be reflected in the Corporation's priorities, policies and plans; 6. Directing the overall policy direction relating to the Town's Economic Development Program as established by Council; 7. Coordinating the presentation to Council, at least quarterly, of a report on the Corporation's operations, finances and works -in -progress together with any recominendations necessary for Council to achieve its objectives and any other matter that ought to be reported to Council; 8. Encouraging throughout the Town's administrative departments a continuous search for improvement in the delivery of Town services to the public and the management of the Town's affairs; 9. Developing long and short range plans to achieve established priorities and goals and objectives and recommending to Council services and programs to support the goals and objectives; -59- 9, 2008 By-law 5096 - 3 By-law 5096-08.H - Schedule "A" 10. Preparing and submitting to Council, primarily through Directors, recommendations: or the establishment of new, or the revision of existing Town policies, programs and services; 11. Ensuring that all public inquiries and/or complaints are responded to in a timely manner; 12. Coordinating and directing the implementation of the policies, plans and programs of Council and dealing with any matter including complaints from citizens, with the assistance of the Directors without further reference to Council subject to regularly reporting to Council upon actions taken. 13. Consolidating and enhancing the Town's public relations and communication functions; 14. Acting as directed in accordance with the Town's Emergency Plan; 15. Attending to the interestsofthe municipality on intergovernmental matters atthe administrative level; 16, Regularly reporting to Council on the status and progress of all aspects of the Corporation's affairs consistent with priorities and plans; 17. Directing, preparing and submitting the Corporate Strategic Plan, on a five year basis, to Council and directing its implementation, once approved; 18. Ensuring the development and promotion of appropriate and effective corporate administrative policies and practices; 19. Undertaking such other responsibilities as may be assigned by Council, or exercises any power from time to time, as lawfully granted by Council; Human Resources Administration: 20, Overseeing the process involving the appointment, employment, suspension and dismissal of employees of the Town, other than Directors and other statutory officers, in accordance with generally accepted Human Resources Procedures and Policies, 21. Recommending to Council the appointment and terms of employment of the Directors and statutory officers of the Town and maintaining the authority to suspend and recommend to Council the termination of the employment of any Directors and statutory officer in accordance with generally accepted Human Resources Procedures and policies; 22. Conducting an annual performance appraisal of Directors, which would include a 360 degree evaluation program including multi -source input from Members of Council, the Chief Administrative Officer, other Directors and managers who report to the Director to be evaluated. Following the completions of the appraisal of the Director, the Chief Administrative Officer report to Council for Information purposes on the merit increase and the annual evaluations; 23. Ensuring that any action by the Directors involving the appointment, suspension or dismissal of employees of the Town is in accordance with the relevant provisions of collective agreement and any applicable Human Resources procedures and policies of the Town; 24. Directing the collective bargaining process carried out by Human Resources staff with CUFF and associations of Town employees and recommending to Council the terms of any agreements concerning wages, benefits, and terms of service, and upon approval to direct the administration of such agreements by Human Resources staff; - 60 - 9, 2008 By-law 5096 - 4 Financial Administration Sy -law 5096-08 H - Schedule "A" 25. Directing the preparation, with the assistance of the Director of Financial Services, the presentation to Council of the annual operating budget and its submission to Council together with such recommendations and observations' with respect to the expenditures and revenues which are deemed appropriate; 26. Directing the preparation, with the assistance of the Director of Financial Services the presentation to Council of an annual capital budget together with a five year forecast of the Town's capital requirements, revenues and operating costs and the subsequent administration and control of the municipality's financial affairs according to the estimates as approved by Council; 27. Overseeing the performance of all contracts or agreements entered into by the Town and ensures that all conditions related thereto have been fulfilled in accordance with the provision of such contracts or agreements as approved by Council; 28. Overseeing the establishment of policies and procedures for procurement of goods and services within limits set by Council; Accounting for the responsibility for purchasing on behalf of the Town with authority to purchase all materials, supplies and services, and to enter into contracts involving an expenditure not exceeding $50,000 in accordance with the approved budget and any purchasing by-laws; and 29. Exercising and maintaining sound financial management over the Corporation including the effective monitoring and control of revenue and expenditures. 30. Directing the exercise of a general financial control of all departments with the assistance of the Director of Financial Services - 61 9, 2008 By-law . Ow 3°{'jtr, THE CORPORATION OF THE TOWN OF AURORA ire � °"� By-law Number 5095-08.0 BEING A BY-LAW to Confirm Actions by Council Resulting from Council Meeting 08-32 on December 9, 2008. NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF AURORA HEREBY ENACTS AS FOLLOWS: THAT the actions of the Council at its meeting held on December 9, 2008 in respect to each motion, resolution and other action passed and taken by the Council at the said meeting is, except where prior approval of the Ontario Municipal Board is required, hereby adopted ratified and confirmed. 2. - THAT the Mayor and the proper officers of the Town are hereby authorized and. directed to do all things necessary to give effect to the said action or to obtain approvals where required and to execute all documents as may be necessary in that behalf and the Clerk is hereby authorized and -directed to affix the corporate seal to all such documents. READ A FIRST AND SECOND TIME THIS 9TH DAY OF DECEMBER, 2008. READ A THIRD TIME AND PASSED THIS 9TH DAY OF DECEMBER, 2008. PHYLLIS M. MORRIS, MAYOR LUCILLE KING, TOWN CLERK - 62 - ADDITIONAL ITEMS TABLED FOR COUNCIL MEETING TUESDAY, DECEMBER 9, 2008 NEW DELEGATION b) - Mr. Loy Cheah, Region of York Re: Update to the 2002 Transportation Master Plan ➢ Memorandum - Manager of Administrative Services Re: Update Information & Revised Motion regarding Item 6 - CS08-044 - Corporate Insurance Renewal ➢ NEW ITEM - CLOSED SESSION Re: Advice that is subject to solicitor -client privilege. Eastwood, Carrie ADDED ITEM Delegation (b) From: Eastwood, Carrie Sent: Tuesday, December 09, 2008 10:15 AM To: Eastwood; Carrie Subject: FW: Presentation to Aurora Council Subject: Presentation to Aurora Council Importance: High With regards to the Dec gth presentation, the info you are looking for is as follows: 1. Who will be doing the presentation - Loy Cheah 2. How much time is required - 20 - 30 minutes 3. "briefoutline of the presentation - an update to the 2002 Transportation Master Plan with draftpolicy, transit and road network recommendations. It will be based on our November,5th Planning Committee report which you can view at http://Www.yorkca/Regional+Government/Agendas+Minutes+and+Reports/ 2008 /PEDC+rpt+Y o+pre.htm. Thanks. Loy AuiZoRA ADDITIONAL MATERIAL YoWr& iw, Good cowrpa4y MEMORANDUM Date: December 9, 2008 To: Mayor and Members of Council RE: ITEM 6 Corporate Services. From: Lucille King, Director of Corporate Services/Town Clerk Re: Item 6 CS08-44 — Corporate Insurance Renewal Subsequent to the publishing of the Council agenda, the CEO of the Aurora Public Library advised staff of revised (increased) content values with respect to the library collection. These values have resulted in an increase of $947 to the property premium referenced in report CS08-044. The total 2009 insurance premium of $274,399 (incorporating the additional $947 property premium for the Aurora Public Library) is an increase of $28,832 over the premium of 2008 which was $245,567. This represents an increase of 10.5%. The following table highlights the impact of the adjustments to the property premium of the Aurora Public Library increased content values. COMPARISON OF ANNUAL PREMIUM COSTS ANNUAL COVERAGE 2008 ANNUAL 2009 Differential % increase Property including Boiler & Machinery 38,550.00 62,786.00 24,236.00 38.6% TOTAL 245,567.00 274,399,00 28,832.00 10.5% Staff recommends as follows: THAT the insurance and risk management proposal submitted by BFL Canada in the amount of $274,399 plus taxes (incorporating the additional $947 property premium for the Aurora Public Library) be approved; and THAT the Town of Aurora's corporate insurance policy be renewed for a one year period. Lucille King PA Directo old f C�, porate Services/Town Clerk Ext. 4771