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AGENDA - General Committee - 20081021GENERAL COMMITTEE NO.08-34 TUESDAY, OCTOBER 21, 2008 1:00 P.M. COUNCIL CHAMBERS AURORA TOWN HALL PUBLIC RELEASE 15/10/08 AURORA TOWN OF AURORA GENERAL COMMITTEE MEETING AGENDA NO. 08-34 Tuesday, October21, 2008 7:00 p.m. Council Chambers Councillor MacEachern in the Chair I DECLARATIONS OF PECUNIARY INTEREST Il APPROVAL OF AGENDA 1:7xK�L�ilJihl�l�]'��71 THAT the agenda as circulated by the Corporate Services Department be approved. III ADOPTION OF PREVIOUS MINUTES General Committee Meeting Minutes, 08-32, October 7, 2008 pg. 1 RECOMMENDED: THAT the General Committee Meeting minutes 08-32 be adopted. IV DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION V ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION General Committee Meeting No. 08-34 Tuesday, October 21, 2008 Page 2 of 6 VI DELEGATIONS (a) Mr. Richard Dowling, Unit Treasurer, Holland River Unit pg. 9 Canadian Cancer Society Re: Relay for Life Event (b) Ms Jane Reeves pg. 11 Re: Item 2(2) - Traffic Safety Advisory Committee Meeting Minutes — Cousins Drive Area Traffic Study VII PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE Vill CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION IX NEW BUSINESS/GENERAL INFORMATION— COUNCILLORS X CLOSED SESSION None X1 ADJOURNMENT General Committee Meeting No. 08-34 Tuesday, October 21, 2008 Page 3 of 6 AGENDA ITEMS 1. ART08-07 — Arts & Culture Advisory Committee Meeting Minutes pg. 12 September 25, 2008 RECOMMENDED: THAT the Arts & Culture Advisory Committee` Meeting minutes from the September 25, 2008 meeting be received and the recommendations contained therein be approved. 2. TSACOB-06 —Traffic Safety Advisory Committee Meeting Minutes pg. 18 October 8, 2008 RECOMMENDED: THAT the Traffic Safety Advisory Committee Meeting minutes from the October 8, 2008 meeting be received and the recommendations contained therein be approved. 3. EAC08-08 — Environmental Advisory Committee Meeting Minutes pg. 29 October 6, 2008 RECOMMENDED: THAT the Environmental Advisory Committee Meeting minutes from the October 6, 2008 meeting be received and the recommendations contained therein be approved. 4. PW08-037 — Purchase Order Increase — Street Lighting pg. 37 Repair Contract RECOMMENDED: THAT Council approve the cost increase of the current purchase order for the 2008 street lighting repairs contract by $11,500 to a revised upset limit of $61, 500. General Committee Meeting No. 08-34 Tuesday, October 21, 2008 Page 4 of 6 5. PW08-039 — Train Anti -Whistle Update pg. 40 RECOMMENDED: THAT Council authorize the expenditure of $10,200 plus GST for LIMA Engineering Ltd. to update the Crossing Assessment Report for the four crossings as requested by Transport Canada; and THAT the funds to undertake this study are secured from the Engineering Fees Reserve Fund which has a current balance of $773,370. 6. PW08-040 Kylemore (Bayview Meadows) Ltd. pg. 44 Agreement to Construct Retaining Walls RECOMMENDED: THAT the Mayor and Clerk be authorized to execute an agreement with Kylemore (Bayview Meadows) Ltd. respecting the master grading and drainage plan and the construction of retaining walls on the rear portion of Lots 155 to 163 inclusive on Plan 65M-3946. 7. PW08-041 — Implementation of a Snow Windrow Clearing Program pg. 59 For Seniors and Physically Challenged Residents RECOMMENDED: THAT Council provide direction on the preferred option; and THAT, should Council approve a windrow program, Council approve the associated contract amendments necessary for the works to be included in the previously awarded Tender No. PW2008-37, for the winter road plowing contract, to 614128 Ontario Ltd. c/o Trisan Construction Ltd; and THAT Council direct staff to report back on the Spring of 2009 on the programs successes and challenges. 8. CS08-040 — 2009 Council and Committee Meeting Calendar pg. 67 RECOMMENDED: THAT the 2009 Council and Committee meeting calendar be approved. General Committee Meeting No. 08-34 Tuesday, October 21, 2008 Page 5 of 6 9. CS08-041 — Council Pending List pg. 81 RECOMMENDED: THAT report CS08-041 be received for information purposes. 10. FS08-045 — 2008 Second Quarter Water/Wastewater Report pg. 117 RECOMMENDED: THAT the 2008 Second Quarter WaterNVastewater Report be received; and THAT the Water/Wastewater Division of the Public Works Department is instructed to eliminate all discretionary spending for the remainder of 2008. 11. PL08-096 — Servicing Allocation Matrix pg. 133 (referred from October 7, 2008 General Committee) RECOMMENDED: THAT the matrix for the Allocation of Servicing Capacity, Appendix 1, be adopted by Council to be used to determine applications that may be considered for allocation; and THAT Council allocate 3 units of the allocation to St. John's Road Development Limited (File: D12-00-1A) to provide for part lots that were merged with the adjacent plan of subdivision; and THAT, when applications are submitted for infill within the "core area" which exceed the allotment of 200 units, staff prepare a new calculation based on the approved regional person per unit amounts. 12. PL08-102 — Downtown Study - Yonge and Wellington Corridor pg. 151 RECOMMENDED: THAT Council approve the Terms of Reference for the Downtown Study - Yonge and Wellington Corridor; and THAT Council authorize staff to initiate a Request for Proposal process to retain the required consultants to undertake the Downtown Study - Yonge and Wellington Corridor. General Committee Meeting No. 08-34 Tuesday, October 21, 2008 Page 6 of 6 13. PL08-103 — Implementing Pre -Consultation By-law (Bill 51) pg. 161 RECOMMENDED: THAT Council enact By-law 5084-08.D, being a by-law to require development proponents to pre -consult with the Corporation of the Town of Aurora respecting planning applications. 14. Correspondence from Neighbourhood Network pg. 167 RECOMMENDED: THAT Council provide direction. GENERAL COMMITTEE - OCTOBER 21, 2008 08-32 GC Minutes - 1 AutoxA TOWN OF AURORA GENERAL COMMITTEE MEETING MINUTES NO, 08-32 Council Chambers Aurora Town Hall Tuesday, October 7, 2008 ATTENDANCE COMMITTEE MEMBERS Councillor McRoberts in the Chair, Mayor Morris, Councillors Buck (left at 10:30 p.m.), Collins-Mrakas, Gaertner (arrived at 7:05 p.m.), Gallo, Granger, MacEachern and Wilson MEMBERS ABSENT None 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 ServiceslTreasurer and Council/Committee Secretary Councillor McRoberts called the meeting to order at 7:00 p.m. I DECLARATIONS OF PECUNIARY INTEREST There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. 11 APPROVAL OF AGENDA General Committee recommends: THAT the agenda as circulated by the Corporate Services Department, with the following additional item, be approved: ➢ Closed Session Property Matter —Town -owned Leslie Street Lands CARRIED f/I ADOPTION OF PREVIOUS MINUTES General Committee Meeting Minutes, 08-30 —September 16, 2008 General Committee recommends; THAT the General Committee Meeting minutes 08-30 of September 16, 2008 be adopted. CARRIED -1- GENERAL COMMITTEE - OCTOBER 21 2008 08-32 GC Minutes -.2 General Committee Report No. d8-32 Tuesday, October 7, 2008 Page 2 of 8 IV DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 1, 3(2), 6, 8, 9, 10, 15, 16, 18, 19 and 20 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: 2. HACOS-06 — Heritage Advisory Committee Meeting Minutes September 8, 2008 THAT the Heritage Advisory Committee Meeting minutes from the September 8, 2008 meeting be received and the recommendations contained therein be approved. 4. EDAG08-07 — Economic Development Advisory Committee Meeting Minutes September 11, 2008 THAT the Economic Development Advisory Committee Meeting minutes from the September 11, 2008 meeting be received and the recommendations contained therein be approved. 5- LSAC08-08 — Leisure Services Advisory Committee Meeting Minutes September 18, 2008 THAT the Leisure Services Advisory Committee Meeting minutes from the September 18, 2008 meeting be received and the recommendations contained therein be approved. 7. CSO8-035 — IT Strategic Plan — RFP THAT Council authorize staff to engage the services of Prior & Prior Associates Ltd. based on their response to Request for Proposal #C.S2008-65 to a maximum of $73,042 for the purposes of completing the IT Strategic Plan and Electronic Services Review; and THAT staff be directed to present to Council the IT Strategic Plan upon completion of this review. 11. FS08-046 - OMEX Insurance Reassessment THAT Council authorize the Treasurer to pay the balance of the OMEX Insurance reassessment in 2008. 12. ADM08-014 — Notice Board Advertising RFP THAT report ADM08-014 "Notice Board Advertising RFP" be received; and THAT Council approve a two year contract with .the Era Banner Newspaper for the Notice Board ad page(s). .2- GENERAL COMMITTEE - OCTOBER 21 2008 08-32 GC Minutes - 3 General Committee Report No. 0'8-32 Tuesday, October 7, 2008 . Page 3 of 8 13. CS08-038 — Council and Council -Staff Communications THAT report CS08-038 be received for information. 14. LS08-043 — 2008 Community Grant Requests THAT the 2008 grant requests, including community grants and special events grants, totalling $64,232 be approved for distribution as outlined. 17. PI08-101 —Zoning By-law Amendment Monopoli Holdings Inc. 144 Wellington Street East File D14-07-08 THAT Implementing Zoning By-law 5077-08.D be enacted to rezone the subject lands from 'Restricted Industrial (M1-A) Exception Zone" to 'Restricted Industrial (M1-15) Exception Zone" to permit business and professional offices (excluding medical uses), retail uses, and a residential use as additional permitted uses. 21. Correspondence from Ontario Power Authority Re: Update on Generation Plant (Tabled. by Mayor Morris) THAT the correspondence from Ontario Power Authority regarding an update on the generation plant be received as information. CARRIED UNANIMOUSLY VI DELEGATIONS (b) Ms Donna Coker Re: New Playground Equipment The delegate was not in attendance. Vll PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE Vlll CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 8. PL08-097 —Servicing — Regional Allocation Update General Committee recommends: THAT, within the urban boundary of the town, the Town of Aurora supports the use of conditional allocation, as approved by the Region, for 342 greenfield units and 147 infill units. CARRIED UNANIMOUSLY -3- GENERAL COMMITTEE - OC TOBER 21�,82008 08-32 GC Minutes - 4 -32 Tuesday, October 7, 2008 Page 4 of 8 9. PL08-096 — Servicing Allocation Matrix General Committee recommends: THAT the matter be referred back to the Director of Planning for further review and be brought back to the October 21, 2008 General Committee meeting. CARRIED VI DELEGATIONS (a) Mr. Daniele Zanotti, CEO, United Way of York Region Re: 2008 United Way Campaign and Fall Report Mr. Daniele Zanotti addressed General Committee to provide an overview of United Way of York Region's document entitled "...if addressed." Mr. Zanotti explained that "...if addressed." juxtaposes the findings of the Metro's Suburbs in Transition report, released in 1979, with current demographic trends and patterns of York Region. Mr. Zanotti advised that the easiest way to contribute to the United Way is through payroll deductions and that pledges can also be.made through special events, for which tax receipts would be issued. General Committee recommends: THAT the. comments of the delegate be received. CARRIED UNANIMOUSLY Vill CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 18. PL08.099 — Northland Power Inc. Application for Official Plan and Zoning Bylaw Amendments Proposed Power. Generation Facility 1166'and 1232 Bloomington Road East Files D09.02-08 and D14-13-08 General Committee recommends: THAT Council reaffirms the motion of June 24, 2008; and THAT, if a Public Planning meeting is required, that it be held after the Ontario Power Authority has made its recommendation on the preferred site. CARRIED 19. Mayors' Forum Resolution (Tabled by Mayor Morris) General Committee recommends: THAT the Mayor's Forum resolution be received for information. CARRIED UNANIMOUSLY -4- GENERAL.COMMITTEE - OCTOBER 21 2008 08-32 GC Minutes - 5 General Committee Report No. 68-32 Tuesday, October 7, 2008 Page 5 of 8 20. Correspondence from The Region of York Re: Information Report on Proposed Sites for Private Electric Power Generation General Committee recommends: THAT the correspondence from The Region.of York regarding proposed sites for private electric power generation be received for information; and THAT staff contact The Region of York to clarify the following paragraph in their correspondence of September 19, 2008: "In September 2005, OPA recommended a 3 pronged solution to provide the additional power to benefit all of York Region. The solution consisted of demand reduction, construction of a new transformer station at Holland Junction and a possible second transformer station in Aurora, and additional supply provided by a natural gas fuelled simple cycle_ generating plant to be provided by private companies.". CARRIED EAC08.07 -- Environmental Advisory Committee Meeting Minutes September 4, 2008 General Committee recommends: THAT the Environmental Advisory Committee Meeting minutes from the September 4, 2008 meeting be received and the recommendations contained therein be approved. CARRIED 3. TSAC08-05 — Traffic Safety Advisory Committee Meeting Minutes September 10, 2008 (2) York Region Road Watch General Committee recommends: THAT Councillor Alison Collins-Mrakas be appointed to the York Region Road Watch Committee. CARRIED General Committee recommends: THAT the balance of the Traffic Safely Advisory Committee Meeting minutes from the September 10, 2008 meeting be received and the recommendations contained therein be approved. CARRIED -5- GENERAL COMMITTEE - OCTOBER 21, 2008 08-32 GC Minutes - 6 General Committee Report No. 08.32 Tuesday, October7,.2008 Page 6 of 8 6. PW08-035 — York Region Transportation Master Plan Update General Committee recommends: THAT this report be received for information; and THAT York Region be requested to do a presentation to Council once the Transportation Master Plan is completed. General Committee considered the following amendment: THAT staff obtain comments from The Region of York on the rationale for assigning speed limits to the Town of Aurora's major arteries. CARRIED The main motion was CARRIED AS AMENDED. 10. CS08-037 — Clean Yards By-law General Committee recommends: THAT report CS08-037 be received for information; and THAT no further amendments to the Town's Clean Yards By-law be implemented. General Committee considered the following amendment: THAT the Mayor's Office send a letter to the owner of the property at Yonge Street and Welfington Street, which is the site of the former Price Chopper, requesting that maintenance of.the designated oak tree be undertaken. CARRIED The main motion was CARRIED AS AMENDED. 15. PWOB-038 — Repaving of Parking Lot at 15207 Yonge Street General Committee recommends: THAT Council approve a budget of $50,000 for the repaving of a parking lot at 15207 Yongo Street as a requirement for accessing these private lands to maintain portions of the sanitary sewer system; and THAT the Town enter into an access agreement prior to commencing the work; and THAT the funding be obtained from the water/waste water reserves; and THAT the reserves be repaid from the 2009 budget. CARRIED UNANIMOUSLY -6- GENERAL COMMITTEE - OCTOBER 21 2008 08-32 GC Minutes - 7 General Committee Report No. a8-32 Tuesday, October 7, 2008 Page 7 of 8 16. LS08-045 — Street Tree Rehabilitation and Health Care General Committee recommends: THAT Council defer the recommended work and consider the work in the 2009 operational budget. DEFEATED General Committee recommends: THAT Council receive this report as information; and THAT an additional $20,000.00 be allocated to the 2008 operating budget for the purposes of implementing the necessary supplementary maintenance required to rehabilitate various street trees; and THAT the funding be obtained from the Hydro Interest Reserve Fund. CARRIED General Committee recommends: THAT the meeting be extended until 11:00 p.m. CARRIED Councillor Buck left the meeting at 10:30 p.m. IX NEIN BUSINESS/GENERAL INFORMATION-- COUNCILLORS Councillor MacEachern gave Notice of Motion regarding the Patch Log House. Councillor MacEachern gave Notice of Motion regarding the former York Region water tower.property. Councillor Gallo inquired how LEED is promoted to developers, to which the Director of Planning responded that it is a regional policy of which developers are aware, and that it is specifically directed to apartment buildings, which, if they can demonstrate that they meet certain criteria, are able to'get a credit on water and sewer allocation. Councillor Gaertner requested an update on the status of the vacant Yonge Street properties, to which the Director of Corporate Services responded that Property Standards notices have been issued and that an update would be provided. -7- GENERAL COMMITTEE - OCTOBER 21 2008 08-32 GC Minutes 8 General Committee Report No. 0r8-32 Tuesday, October 7, 2008 Page 8 of 8 X CLOSED SESSION General Committee recommends: THAT General Committee resolve into a Closed Session to consider the following: Property Matter —Town -owned Leslie Street Lands (Added Item) Property Matter— Disposition of Unopened Road Allowance Park Street Property Matter— Stronach Aurora Recreation Centre Payment of Bulkhead Repairs Property Matter— Disposition of Jack Woods Property Personal Matter - Job Evaluation regarding Identifiable Individual Labour Relations Matter — Recruitment of Director of Corporate Services CARRIED X1 ADJOURNMENT General Committee recommends: THAT the meeting be adjourned at 10:40 p.m. CARRIED THE REPORT OF THE GENERAL COMMITTEE MEETING 08-32 WAS CONSIDERED AND APPROVED BY COUNCIL AT ITS MEETING HELD ON TUESDAY, OCTOBER 14, 2008, WITH THE EXCEPTION OF ITEM 15 WHICH WAS REFERRED TO STAFF AND ITEM 16 WHICH WAS DISCUSSED AND APPROVED AS AMENDED. PHYLLIS M. MORRIS, MAYOR BOB PANIZZA, TOWN CLERK -8- GENERAL COMMITTEE - OCTOBER 21, 2008 Delegation a. - 1 Canadian Societe Holland River Unit. Cancer CanadYenne 30 ProspectSnoe� Sidto 101 Ncvnn"ket oneado Society dU•CanCer DY 3S9 Teleplione,.i9.05) 8340447 Pacsimile:(9Q5) 830-0900 Wednesday, October 01, 2008 Mayor Phyllis Morris The Corporation. of the Town of Aurora 1 Municip'al:Drive,-Box 1060 Aurora ON 14.G.'611 ` Dear Mayor Morris, COPIES CIRCULATED TO: C.A.O. Dir.. Of Building Admin. Dir. Of Corp. Serv. Dir. Of Leisure Services Dir.: Of Planning Dix. OfPublic.Vorks _ Treasurer Members of Council RECVED OCT J 2 2908 MAYORS OFFICE On behalf of the Holland River Unit of the Canadian Cancer Society, I would like to take . this opportunity to thank you once again for being the Honourary Chair ,for the 2008 Aurora Relay For..Life event. As always, we appreciate the support from our sponsors,. which will help to make future events just as successful. At this time, I am writing to enquire about your endorsement for a 2009 Relay For Life event in the Town of Aurora and the Town's support as the official Event Sponsor for. the 2009 event. The dates we would like to propose are Friday June 5 to Saturday June 6, 2009 and the location to remain the same at Lambert Willson Park and the Aurora Family Leisure Complex, In return, the designation of Event Sponsor entitles the Town of Aurora to name, logo and title on the following materials: • Acknowledgement on participant T-shirts • Acknowledgment on localpromotional brochures and posters distributed throughout the unit area promoting the event . • 2.on-site local banners • Acknowledgment on start/finish banner Acknowledgement on stage backdrop Event program • Site map • Directional signs to site • Acknowledgement on Canadian Cancer Society Relay For Life local event web page • Mention in local media releases (paid print advertising excluding psa's) • Acknowledgement in our local edition of the Relay Rap (newsletter), • Acknowledgement at local bank nights In addition, you are entitled to: Acknowledgement from the podium during opening andclosing ceremonies • Street name in tent city Welcome message in participant packs • Display of your town banner during the event We are also offering the opportunity for a representative from the Town of Aurora to sit on our Steering Committee. As well, we can discuss opportunities for Town of Aurora staff to volunteer at the event as. well as Canadian Cancer Society' representatives presenting Relay For Life information to Town of Aurora staff. For information about cancer, oar services or to make a donation / Pour oIoeni, de Pinform efioa s le cancer, nos servicesair pour fain no don 1 wwcn $88 939-3333 � w.oeer..a cbarit6lc Organization No. 11832 9803 RR0006 -9- GENERAL COMMITTEE - OCTOBER 215 2006 Delegation a.- 2 As you are aware, the Holland River Unit's second Relay For Life event in your community was a tremendous success, raising an incredible $85,300 for the Canadian Cancer Society with 21 registered teams, one of which was represented by town staff and their families. Thank you for your consideration of this exciting opportunity. We will be. sending a request for delegation status for the General Committee meeting scheduled for Tuesday October 21, 2008 to the Town of Aurora's Clerk, Mr. Bob Panizza. Should you have any additional queries, please feel free to contact me at.the Aurora Family Leisure Complex at 905-727-3123, .ext. 3116 or via email at dctaawson0e-aurora.ca. The Committee and I look forward to working with you and.the Town of Aurora this coming year to make the third annual Aurora Relay For Life event a great success, Sincerely, Diana R. Dawson Event Co -Chair 2009 Relay For Life, Holland River Unit Canadian Cancer Society t c.c. Unit Manager, Holland River Unit; Canadian Cancer Society - Janice Hodgson, Regional President, South Central Region, Canadian Cancer Society Candace Parlette, RFL Newmarket Event Chair, Holland River Unit, Canadian Cancer society i For information about cancer, ow services or to make a donation i Pout abtauir de (information sur ]e cancer, nos services au pour fair. on don .. 1088939-3333 •.vww cancer ce - -' Charitable Organization No. 11882 9803 RR0006 -10- GENERAL COMMITTEE - OCTOBER 21, 2008 Delegation b - 1 Clark, Carol From: Janzen, Cindy Sent: Tuesday, October 14, 2008 2103 PM To: Clark, Carol Subject: FW: General Council Meeting Request Attachments: ATT2574387.txt FYI From: Jane Reeves __- Sent: Tuesday, October 14, 2008 11:28 AM To: Janzen, Cindy Subject: RE: General Council Meeting Request Thank you! 1 will be speaking to item #2 from the Oct. 8 agenda - Traffic Calming pn Cousins Drive. . Jane -----Original Message ----- From: cjanzen@e-aurora.ca [mailto:cjanzen@e-aurora.ca] Sent: Tuesday, October 14, 2008 10:43 AM To: Jane Reeves Cc: cclark@e-aurora.ca Subject: RE: General Council Meeting Request Hi Jane: Thank you for your delegation request. The minutes of the October 8 TSAC meeting will be going to the October 21 General Committee meeting. We will list you as a delegate. Kind Regards,. Cindy Janzen Manager gfLegislative Services/Deputy Clerk Town ofAurora, 1 Municipal Drive Box 1000Ifurora, ON L4G 6J1 Phone: 905-727-3123 exi. 4217 Pax: 905-726-4732 - Respect - R.esponsibility• - htonesty - Integrity - Dependability - - Fairness - Loyalty - Perseverance- initiative - Empathy - GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM# 1-1 TOWN OF AURORA AURORA GENERAL COMMITTEE No. ART08-07 SUBJECT: Arts & Culture Advisory Committee Recommendation Summary, from September 25, 2008 FROM: Arts & Culture Advisory Committee DATE: October 21, 2008 RECOMMENDATIONS Arts & Culture Advisory Committee Meeting Record No. 08-06, dated Thursday, June 26, 2008 THAT the Meeting Record No. 08-06 dated Thursday, June 26, 2008 be adopted. DELEGATION (a) Mr. Ken Whitehurst Church Street School Cultural Centre THAT it be recommended to Council that the delegation by Mr. Ken Whitehurst, Interim Administrative Assistant of the.Church Street School Cultural Centre be received with thanks and Item 2 be brought forward for consideration. 2. ACAC08-001 — Church Street School Cultural Centre Program Update THAT it be recommended to Council that Report ACAC08-001 — Church Street School Cultural Centre Program Update be received; and THAT it be recommended to Council that the Arts & Culture Advisory Committee endorses the appointment of Mr. Ken Whitehurst as the Interim Administrative Assistant of the Church Street School Cultural Centre. 1. Copy of that the Society of York Region Artists (SOYRA) Agreement THAT it be recommended to Council that the Society of York Region.Artists (SOYRA) Agreement be deferred to the October 30, 2008 Arts & Culture meeting for further discussion and review of the terms of the agreement with the possibility of making it more inclusive and open to other cultural organizations. -12- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # " 2 October 21, 2008 - 2 - Report No. ARTS08-07 3. Media Release — Town of Aurora Wins the Prince of Wales Prize THAT it be recommended to Council that the correspondence from the Region of York regarding Planning for Tomorrow: 2008 Growth Management Consultation be received. 4. Correspondence from the Region of York Re: Planning for Tomorrow 2008: Growth Management Consultation THAT it be recommended to Council that the Media Release entitled "Town of Aurora Wins The Prince of Wales Prize" be received. ATTACHMENTS Attachment #1 — Arts & Culture Advisory Committee Minutes of September 25, 2008 Prepared by: Carol Clark, Council/Committee Secretary Ext. 4227 *� Carol Clark Council/Committee Secretary On behalf of the Arts & Culture Advisory Committee -13- GENERAL COMMITTEE - OCTOBER 21, 2068 STEM # 1 - 3 AuUORA COMMITTEE MINUTES MEETING NO. '08-07 Committee: Arts & Culture Advisory Committee Date: :'Thursday, September 25, 2008 Time and Location: 7:00 p.m., Leksand Room Committee Members Councillor Gaertner, Chair, Christopher Ballard, Jackie Bennett, Councillor Granger, Helen Roberts Absent: Catherine Molloy, Nadine Raymond, Vice -Chair and Jo-anne Spitzer Other Attendees: Councillor McRoberts,John Gutteridge, Director of Financial Services/Treasurer, Elma Stevenson, Committee Secretary and Kenneth Whitehurst The Chair tailed the meeting to order at 7:15 p.m. DECLARATIONS OF INTEREST There were no declarations of interest under the Municipal Conflict of Interest Act. APPROVAL OF AGENDA Moved by Helen Roberts Seconded by Councillor Granger THAT the agenda with the following additional item be approved: ➢ Item 4 — Correspondence from York Region — Planning for Tomorrow: 2008 Growth Management Consultation WITWITST970 -14- GENERAL COMMITTEE - OCTOBER 21, 2008 �T'/ 9 = 4 Arts & Culture Advisory Committee Record No. 08-07 Thursday, September 25, 2008 ADOPTION OF MINUTES 1. Arts & Culture Advisory Committee Meeting Record No. 08-06 dated Thursday, June 26, 2008 Moved by Chris Ballard. Seconded by Jackie Bennett THAT the Meeting Record No. 08-06 dated Thursday, June 26, 2008 be adopted. CARRIED DELEGATION (a) Mr. Ken Whitehurst Church Street School Cultural Centre Mr. Ken Whitehurst made a delegation in his capacity as Interim Administrative Assistant of the Church Street School Cultural Centre. Mr. Whitehurst provided an update regarding the preparation of a list of candidates in order to allow Council to choose the first three members of the Board of Directors for the Centre. Moved by Councillor Granger Seconded by Helen Roberts THAT it be recommended to Council that the delegation by Mr. Ken Whitehurst, Interim Administrative Assistant of the Church Street School Cultural Centre be received with thanks and Item 2 be brought forward for consideration_ CARRIED MATTERS FOR CONSIDERATION . 2. ACAC08-001 Church Street School Cultural Centre Program Update Moved by Jackie Bennett Seconded.by Chris Ballard THAT it be recommended to Council that Report ACAC08-001 — Church Street School Cultural Centre Program Update be received; and -15- GENER�tFRW(ure dviry GBmmitte� Recoord No. 08-07 11TEM a of Thursday, September 25, 2008 THAT it be recommended to Council that the Arts & Culture Advisory Committee endorses the appointment of Mr. Ken Whitehurst as the Interim Administrative Assistant of the Church Street School Cultural Centre. CARRIED UNANIMOUSLY 1. Copy of that the Society of York Region Artists (SOYRA) Agreement Moved by Councillor Granger Seconded by Helen Roberts THAT it be recommended to Council that the Society of York Region Artists (SOYRA) Agreement be deferred to the October 30, 2008 Arts & Culture meeting for further discussion and review of the terms of the agreement with the possibility of making it more inclusive and open to other cultural organizations. CARRIED INFORMATIONAL ITEMS 3. Media Release — Town of Aurora Wins the Prince of Wales Prize Moved by Jackie Bennett Seconded by Chris Ballard THAT it be recommended to Council that the Media Release entitled "Town of Aurora Wins The Prince of Wales Prize" be received. CARRIED 4. Correspondence from the Region of York Re: Planning for Tomorrow 2008: Growth Management Consultation Moved by Helen Roberts Seconded by Councillor Granger THAT it be recommended to Council that the correspondence from the Region of York regarding Planning for Tomorrow: 2008 Growth Management Consultation be received. CARRIED -16- GENERAL COMMITTEE - OCTOBER 21, 2008 /%E # 1-6 Arts & Culture Advisory Committee Record No. 08-07 . Thursday, September 25, 2008 NEW BUSINESS Helen Roberts informed Committee that the Aurora Historical Society has appointed Ms Jennifer Steen in view of the resignation of Ms Catherine Molloy who was recently hired by the Town of Markham as its Museum Manager. Councillor Granger advised Committee that the Aurora Farmers Market "Apple N' Honey Festival" will take place on Saturday, September 27, 2008 at the Aurora Town Park. ADJOURNMENT Moved by Helen Roberts THAT the meeting be adjourned at 8:35 p.m. Councillor Wendy Gaertner, Chair CARRIED . 17- GENERAL COMMITTEE - OCTOBER 215 2008 ITEM # TOWN OF AURORA AURORA GENERAL COMMITTEE No. TSAC08-06 SUBJECT; Traffic Safety Advisory Committee -Recommendation Summary from October 8, 2008 DATE: October 21, 2008 RECOMMENDATIONS Traffic Safety Advisory Committee Meeting Record No. 08-05, dated Wednesday, September 10, 2008 THAT the Traffic Safety Advisory Committee minutes 08-05, dated Wednesday, September 10, 2008 be adopted. DELEGATIONS (a) Resident Re: Item #2 — TSAC08-012 - Cousins Drive Area Traffic Study (b) Ms Jane Reeves Re: Item #2 — TSAC08-012 - Cousins Drive Area Traffic Study (c) Mr. Brad Wilson Re: Item #2 — TSAC08-012 - Cousins Drive Area Traffic Study (d) Ms Megan Walsh Re: Item #2 — TSAC08-012 - Cousins Drive Area Traffic Study THAT the comments of the delegates be received and item 2 be moved forward for discussion. 2. TSAC08-012 - Cousins Drive Area Traffic Study THAT multi -way stop sign control not be installed at the intersection of Cousins Drive and Wells Street; and THAT multi -way stop sign control not be installed at the intersection of Cousins Drive and Cameron Avenue; and THAT multi -way stop sign control not be installed at the intersection of Cousins Drive and Edward Street; and -18- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # October 21, 2008 - 2 - Report No. TSAC08-06 THAT multi -way stop sign control not be installed at the intersection of Cameron Avenue and Dunning Avenue; and THAT the request to reduce the posted 40km/hr speed limit to 30km/hr be denied; and THAT the request for prohibiting the through traffic on Cousins Drive between 8:00 a.m. and 4:00'p.m. be denied; and THAT the traffic calming request for Cousins Drive and Wells Street be denied; and THAT the York Regional Police be requested to increase enforcement of the "No -Heavy Truck" signs and the posted 40km/hr speed limit on Cousins Drive; and THAT staff address the site line safety issues at Wells Street and Cousins Drive; and THAT a letter be sent to Ms. Jane Reeves with the TSAC's recommendations. (e) Mr. Brad Wilson Re: Item # 3-.TSAC08-013 - Odin Crescent Parking Concerns (f) Ms Gail Young Re: Item #3 - TSAC08-013 - Odin Crescent Parking Concerns THAT the comments of the delegates be received and item 3 be moved forward for discussion. 3. TSAC08-013 - Odin Crescent Parking Concerns THAT the request to have Odin Crescent converted to a one-way street not be supported at this time; and THAT staff continue to work with the Administration of Lester B. Pearson to address the parking concerns created by special events at the school; and THAT staff attend the school during the peak morning and afternoon drop-off and pick-up periods to enforce the on -street parking restrictions on Odin Crescent and during all scheduled special events as outlined in this report; and THAT a letter be forwarded to the York Region District School Board requesting that the Board look at the feasibility of the construction of a shared bus loop with Ecole St. Jean similar to that constructed for Regency Acres P.S. and St. Joseph G.S. in Regency Acres; and - 19- GENERAL. COMMITTEE - OCTOBER 21, 2008 ITEM # 2-3 October 21; 2608 - 3 - Report No. TSAC08-06. THAT a letter be forwarded to the school bus companies servicing Lester B. Pearson P.S. to request them turnoff their engines if idling longer than 3 minutes; and THAT staff report back on the outcome of the report's recommendations in March 2009. THAT the school bus companies take into consideration the comments received from the delegate with respect to having the buses park at the side of the street instead of the middle. 1. Selection of Chair and Vice -Chair THAT the committee defer this to the next meeting with a full quorum. 4. TSAC08-014 - Parking Concerns on Old Yonge Street THAT By-law Services be directed to patrol the area for vehicles at the intersection of Closs Square and Old Yonge Street; and THAT staff install no parking signs at the intersection of Closs Square and Old Yonge Street; and THAT Mr. Gordon Brown be advised of the committee's decision. 5. Memorandum from the.Traffic/Transportation Analyst Re: Walkway Safety Design THATthe memorandum be received for information and referred backto Planning, Public Works and Parks staff to provide the committee with suggestions and recommendations to enhance the Town's Design Criteria Manual for walkways. 6. Memorandum from the Traffic/Transportation Analyst Re: Outstanding Items on the TSAC Pending List THAT the memorandum from the Transportation Analyst, regarding the TSAC Pending List, be received for information. 7. Pending List THAT the pending list be updated using bold for updated and new items and strikethrough for items that are complete: and will be taken off the next revision. -20- GENERAL COMMITTEE - OCTOBER 21, 2008 . ITEM # October 21, 2008 - 4 - Report No. TSAC08-06 8. Correspondence from Mr. Stephen Ross, Resident Re: North East Quadrant Traffic Calming Measures THAT the correspondence be received for information and referred back to staff to respond to in the upcoming report regarding the North East Quadrant Traffic Calming Measures, ATTACHMENTS Attachment #1 — Traffic Safety Advisory Committee Minutes of October 8, 2008 Prepared by: Carol Clark, Council/Committee Secretary ext. 4227 Carol Clark Council/Committee Secretary on behalf of the Traffic Safety Advisory Committee -21- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 2 - 5 COMMITTEE MINUTES MEETING NO. 08-06 Committee: Traffic Safety Advisory Committee Date: Wednesday, October 8, 2008 Time and Location: 7:00 p.m., Holland Room Committee Members: Mike Walters, Vice -Chair, Councillor Granger, Rine Roncadin, Dave Watson and Carmen Zambri Absent: Brett Cole, Worst Wizemann Other Attendees: Jamal .Massadeh, Traffic/Transportation Analyst, Chris Alexander, By-law Services Co-ordinator, Bill Chatwell, By- law Enforcement/Licensing Officer, Constable Terry White, Cynthia Skillins, PACT and Cindy Janzen, Manager of Legislative Services /Deputy Clerk Mike Walters, Vice -Chair called the meeting to order at 7:05 p.m. DECLARATIONS OF INTEREST Mike Walters declared a pecuniary interest in item 8 since his employer, Dillon Consulting Limited, is undertaking the monitoring work for the traffic calming in the Northeast Quadrant and did not take part in or vote on any questions in this regard or attempt in any way to influence the voting on such questions. APPROVAL OF AGENDA Moved by Councillor Granger Seconded by Rino Roncadin THAT the agenda as circulated by the Corporate Services Department be approved with the following additions: • New Delegation — Ms Jane Reeves Re: Item #2 — TSAC08-012 - Cousins Drive Area Traffic Study • Additional Information — for Item #3 — TSAC08-013 — Odin Crescent Parking Concerns CARRIED - 22 - GENERAL COMMITTEE - OCTOBER 21, 2008 Traffic Safety Advisory Committee Meeting No. 08-06 Wednesday, October 8, 2008 ADOPTION OF MINUTES Traffic Safety Advisory Committee Meeting Record No. 08-05, dated Wednesday, September 10, 2008 Moved by Rine Roncadin ITEM # Page 2 of i Seconded by Councillor Granger THAT the Traffic Safely Advisory Committee minutes 08-05, dated Wednesday, September 10, 2008 be adopted. CARRIED DELEGATIONS (a) DfResidentew Re: Item #2 — TSAC08-012 - Cousins Drive Area Traffic Study Drew advised that many cars are exceeding the speed limit on Cousins Drive and that the results of the survey do not reflect the traffic since it was done during the summer when school is out and suggested that now would be a better time to conduct the survey. Drew also advised that the restricted site line at the intersection of Cousins and Wells should also be taken into account when considering a stop sign. Drew advised that the site line is obstructed by a hydro pole, mailbox and trees. (b) Ms Jane Reeves Re: Item #2 — TSAC08-012 - Cousins Drive Area Traffic Study Ms Reeves advised that she has the same concerns raised by the first delegate and also raised some concerns about the intersection of Cameron and Cousins. (c) Mr. Brad Wilson Re: Item #2 — TSAC08-012 - Cousins Drive Area Traffic Study Mr Wilson advised that this corner has been a concern for a very long time and that he has witnessed accidents and near accidents on a number of occasions because drivers race along the street. (d) Ms Megan Walsh Re: Item #2 -- TSAC08-012 - Cousins Drive Area Traffic Study Ms Walsh suggested that if there is no other place to cross then there may be an implication that this intersection would be considered a crossing. Her comments were responded to by suggestions that, if this intersection is not safe to cross then pedestrians should go to the next intersection and cross. -23- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 2 " Traffic Safety Advisory Committee ]Meeting No. 08-06 Page 3 of 7 Wednesday, October 8, 2008 Moved by Councillor Granger Seconded by Carmen Zambri THAT the comments of the delegates be received and item 2 be moved forward for discussion. CARRIED 2. TSAC08-012 - Cousins Drive Area Traffic Study Moved by Councillor Granger Seconded by Rino Roncadin THAT multi -way stop sign control not be installed at the intersection of Cousins Drive and Wells Street; and THAT multi -way stop sign control not be installed at the intersection of Cousins Drive and Cameron Avenue; and THAT multi -way stop sign control not be installed at the intersection of Cousins Drive and Edward Street; and THAT multi -way stop sign control not be installed at the intersection of Cameron Avenue and Dunning Avenue; and THAT the request to reduce the posted 40km/hr speed limit to 30km/hr be denied; and THAT the request for prohibiting the through traffic on Cousins Drive between 8:00 a.m. and 4:00 p.m. be denied; and THAT the traffic calming request for'Cousins Drive and Wells Street be denied: and THAT the York Regional Police be requested to increase enforcement of the "No -Heavy Truck" signs and the posted 40km/hr speed limit on Cousins Drive; and THAT staff address the site line safety issues at Wells Street and Cousins Drive; and THAT a letter be sent to Ms. Jane Reeves with the TSAC's recommendations. CARRIED -24- GENERAL COMMITTEE - OCTOBER 21; Zoos ITEM # 2 - $ Traffic Safety Advisory Committee Meeting No. 08-06 Page 4 of 7 Wednesday, October 8, 2008 (e) Mr. Brad Wilson Re: Item # 3 - TSAC08-013 - Odin Crescent Parking Concerns Mr. Wilson advised that he has been a resident of Odin Crescent for 15 years and has had no real issues with traffic concerns other than when the school hosts special events. Mr. Wilson appreciates the enforcement the street has received over the weekends and suggested that making the street a one-way could make the matters worse. (f) Ms Gail Young Re: Item # 3 - TSAC08-013 - Odin Crescent Parking Concerns Ms Young advised that she had signed the petition initially but was given inaccurate information at that time and would like her name removed from it since she no longer supports having Odin Crescent designated as a one-way street. Ms Young commented that Odin Crescent is a quiet street except at school times and if buses would, stay to the right side of the street instead of the middle it would help alleviate some of the traffic concerns. Moved by Dave Watson Seconded by Councillor Granger THAT the comments of the delegates be received and item 3 be moved forward for discussion. CARRIED 3. TSAC08-013 - Odin Crescent Parking Concerns Moved by Rino Roncadin Seconded by Dave Watson THAT the request to have Odin Crescent converted to a one-way street not be supported at this time; and THAT staff continue to work with the. Administration of Lester B.. Pearson to address the parking concerns created by special events at the school; and THAT staff attend theschool during the peak morning and afternoon drop- off and pick-up periods to enforce the on -street parking restrictions on Odin.Crescent and during all scheduled special events as outlined in this report; and THAT a Letter be forwarded to the York Region District School Board requesting that the Board look at the feasibility of the construction of a shared bus loop with Ecole St. Jean similar to that constructed for Regency Acres P.S. and St. Joseph C.S. in Regency Acres; and -25- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 2 - s Traffic Safety Advisory Committee Meeting No. 08-06 Page 5 of 7 Wednesday, October 8, 2008 THAT a letter be forwarded to the school bus companies servicing Lester B. Pearson P.S. to request them turn off their engines if idling longer than 3 minutes; and THAT staff report back on the outcome of the report's recommendations in March 2009. CARRIED Moved by Dave Watson Seconded by Councillor Gallo THAT the school bus companies take into consideration the comments received from the delegate with respect to having the buses park at the side of the street instead of the middle. CARRIED MATTERS ARISING FROM PREVIOUS MINUTES None MATTERS FOR CONSIDERATION 1. Selection of Chair and Vice -Chair Moved by Councillor Granger Seconded by Carmen Zambrf THAT the committee defer this to the next meeting with a full quorum. CARRIED 4. TSAC08-014 - Parking Concerns on Old Yonge Street Moved by Carmen Zambri Seconded by Councillor Gallo THAT By-law Services be directed to patrol the area for vehicles at the intersection of Gloss Square and Old Yonge Street; and THAT staff install no parking signs at the intersection of Closs Square and Old Yonge Street; and THAT Mr. Gordon Brown be advised of the committee's decision. CARRIED -26- GENERAL COMMITTEE - OCTOBER 21, 2008 Traffic Safety Advisory Committee Meeting No. 08-06 Wednesday, October 8, 2008 5. C Memorandum from the Traffic/Transportation Analyst Re: Walkway Safety Design Moved by Carmen Zambri ITEM # z-10 Page 6 of 7 Seconded by Councillor Granger THAT the memorandum be received for information and referred back to Planning, Public Works and Parks staff to provide the committee with suggestions and recommendations to enhance the Town's Design Criteria Manual for walkways. CARRIED Memorandum from the Traffic/Transportation Analyst Re: Outstanding Items on the TSAC Pending List Moved by Councillor Gallo Seconded by Carmen Zambri THAT the memorandum from the Transportation Analyst, regarding the TSAC Pending List, be received for information. CARRIED INFORMATIONAL ITEMS 7. Pending List Moved by Councillor Granger Seconded by Councillor Gallo THAT the pending list be updated using bold for updated and new items and strikethrough for items that are complete and will be taken off the next revision. CARRIED Mike Walters, having declared an interest in item 8, did not take part in the vote called for in this regard and relinquished the Chair to Councillor Granger. 8. Correspondence from Mr. Stephen Ross, Resident Re: North East Quadrant Traffic Calming Measures Moved by Carmen Zambri Seconded by Councillor Gallo THAT the correspondence be received for .information and referred back to staff to respond to in the upcoming report regarding the North East Quadrant Traffic Calming Measures. CARRIED - 27 - GENERAL COMMITTEE - OCTOBER 21, 2008 Traffic Safety Advisory Committee Meeting No. 08-06 Wednesday, October 8, 2008 Mike Walters resumed the Chair. NEW BUSINESS ITEM # Page 7 of 7 Ms Cynthia Skillins suggested that there is a lack of clarity regarding procedures to appear as a delegate to committee meetings. Ms Skillins recommended running a quarter page ad in the Auroran outlining the procedures and was advised. that there is information in this regard on the Town website and staff does follow up with. the delegates who have submitted a request. Mr. Carmen Zambri inquired about the current membership for the Road Watch Committee and was advised that Councillor Alison Collins-Mrakas has volunteered to represent the Town at this committee. Mr. Zambri suggested that it may be more beneficial for a Traffic Safety Advisory Committee member to attend and inquired about the frequency of the meetings. Cynthia Skillins advised that she attends as a PACT representative and that the meetings are held every third Thursday of each month except through the summer at 200 Industrial Parkway South and will send Mr. Zambri the information. Mr. Zambri will attend one meeting and advise the committee whether he wishes to attend as a representative of the Traffic Safety Advisory Committee. Jamal Massadeh advised that correspondence was received today from a concerned resident on Pedersen Drive and the Chair requested that the information be brought to the next Traffic Safety Advisory Committee meeting. ADJOURNMENT Moved by Rino Roncadin THAT the meeting adjourn at 9:12 p.m. /11V1 Mike Walters, Vice -Chair CARRIED 'I. GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # TOWN OF AURORA AU1Z®RA GENERAL COMMITTEE No. EAC08-08 SUBJECT: Environmental Advisory Committee -Recommendation Summary from October 6, 2008 FROM: Environmental Advisory Committee DATE: October 21, 2008 RECOMMENDATIONS ADOPTION OF MINUTES Environmental Advisory Committee Meeting Record No. 08-07 dated Thursday, September 41 2008 THAT the meeting Record No. 08-07 dated September 4, 2008 be adopted. DELEGATION a) Mr. Doug Pettigrew, Director -- Community Animation Windfall Ecology Centre THAT it.be recommended to Council that the delegation by Mr. Doug Pettigrew, Director, Community Animation, Windfall Ecology Centre be received; and THAT it be recommended to Council that the November 6, 2008 Environmental Advisory Committee meeting be scheduled to take place at the Windfall Ecology Centre, 93A Industrial Parkway South, Aurora at which time Mr. Doug Pettigrew will make an additional delegation and further discussion can take place regarding possible joint initiatives involving the Windfall Ecology Centre and the Town of Aurora. Extract from Council Meeting 08-24, September 9, 2008 Re: Correspondence from the Ontario Power Authority (OPA) Re: Appointing a Designate for Aurora to the Municipal Energy Conservation Officer (MECO) Working Program THAT it be recommended to Council that Susan Walmer be appointed as a designate for Aurora to the Municipal Energy Conservation Officer (MECO) Working Program; and THAT it be recommended to Council that Item 5.- Additional Information Item — City of Hamilton, Municipal Energy Saving Ideas & Initiatives, September 19, 2008 MECO Presentation be brought forward for. consideration. -29- GENERAL COMMITTEE - OCTOBER 215 2008 ITEM # 3 - 2 October 21, 2008 - 2 - Report No. EAC08-08 5. City of. Hamilton, Municipal Energy Saving Ideas & Initiatives September 19, 2008 MECO Presentation THAT it be recommended to Council that the Additional Information Item — City of Hamilton, Municipal Energy Saving Ideas & Initiatives, September 19, 2008 MECO Presentation be brought forward for consideration. 2. Environmental Advisory Committee Pending List THAT it be recommended to Council that the Environmental Advisory Committee Pending List and the verbal discussion of the Pending List Prioritization update be received. 3. Invitation — York Region Moving on Sustainability Symposium THAT it be recommended to Council that the invitation from York Region to the October 14, 2008 York Region Moving on Sustainability Symposium. be received; and THAT it be recommended to Council that Richard Wizemann and Klaus Wehrenberg, Trails Sub -Committee (on behalf of David Tomlinson) attend this event. 4. Update from York Region Water Conservation Bylaw Meeting THAT it be recommended to Council that the Minutes from the September 9, 2008 York Region Water Conservation By-law Meeting be received as information. ATTACHMENTS Attachment #1 -Environmental Advisory Committee Minutes of October 6, 2008 Prepared by: Carol Clark, Council/Committee Secretary ext. 4227 ev�awc Carol Clark Council/Committee Secretary On behalf of the Environmental Advisory Committee - 30 - GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 3-3 AURORA, COMMITTEE MINUTES MEETING NO, 08-08 Committee: Environmental Advisory Committee Date: Thursday, October 6, 2008 Time and Location: 7:00 p.m., Seniors Centre — Priestly A & B Meeting Room Committee Members: Peter Piersol, Chair, Gordon Barnes, Carol Cooper, Councillor Gallo (arrived 7:55 p.m.), Councillor MacEachern, Vice -Chair, Catherine Marshall, David Tomlinson, Susan Walmer and Richard Wizemann Absent: Robert Cook and Councillor Gaertner Other Attendees: Christina Nagy -Oh, Manager of Environmental Initiatives, Ilmar Simanovskis,. Director of Public Works and Elma Stevenson Committee Secretary Chair Peter Piersol called the meeting to order at 7:00 p.m. The Director of Public Works introduced and extended a warm welcome to Ms Christina Nagy -Oh, Manager of Environrimental Initiatives. DECLARATIONS OF INTEREST There were no declarations of interest under the Municipal Conflict of Interest Act. APPROVAL OF AGENDA Moved by Gordon Barnes Seconded by David Tomlinson THAT the agenda with the following additional item be approved: ➢ Item 5 — Addition Information to Item 1 — September 9, 2008, Council Meeting 08-24 Extract — Correspondence from the Ontario Power Authority (OPA) -- Appointing a Designate for Aurora to the Municipal Energy Conservation Officer (MECO) Working Program — City of Hamilton, Municipal Energy Saving Ideas & Initiatives, September 19, 2008 MECO Presentation. CARRIED -31- GENERAL COMMITTEE OCTOBER 21, 2008 ITEM # 3 - a Environmental Advisory Committee Record No. 08-08 Thursday, October 6, 2008 ADOPTION OF MINUTES Environmental Advisory Committee Meeting Record No. 08-07 dated Thursday, September 4, 2008 Moved by Susan Wzilmer Seconded by Carol Cooper THAT the meeting Record No. 08-07 dated September 4, 2008 be adopted. CARRIED DELEGATION a) Mr. Doug Pettigrew, Director — Community Animation Windfall Ecology Centre Mr. Doug Pettigrew, Director, Community Animation, Windfall Ecology Centre was in attendance representing Mr. Brent Kopperson, Windfall's Executive Director. Mr. Pettigrew provided an overview of the Centre and its mission as a non-profit community based environmental organization. to build sustainable .communities by conserving resources, preventing pollution and protecting and enhancing the natural ecological process. Examples of Windfall Ecology Centre active programs that are directed towards organizing community action include: • Reduce energy used in. homes and businesses; Create new energy from clean renewable sources; • Curb water consumption for cleaning and yard care; • Lower the damaging environmental impacts of personal transportation; • Prevent contamination of air, soil, ground and surface waters; • Minimize waste resources in a modern industrial society; and • Maximize biological diversity and ecological functions in a human - dominated environment.. Committee advised that they have hosted Windfall Ecology Centre initiatives and it was suggested that further discussion should take place with respect to working together in the future to promote programs and events that would be mutually beneficial to both the Centre and the Town of Aurora. -32- GENERAL COMMITTEE - OCTOBER 215 2008 ITEM # 3-S Environmental Advisory Committee Record No. 08-08 Thursday, October 6, 2008 Moved by Councillor MacEachern Seconded by Catherine Marshall THAT it be recommended to Council that the delegation by Mr. Doug Pettigrew, Director, Community Animation, Windfall Ecology Centre be received; and THAT it be recommended to Council that the November 6, 2008 Environmental Advisory Committee meeting be scheduled to take place at the Windfall Ecology Centre, 93A Industrial Parkway South, Aurora at which time Mr. Doug Pettigrew will make an additional delegation and further discussion can take. place regarding possible joint initiatives involving the Windfall Ecology Centre and the Town of Aurora. CARRIED MATTERS FOR CONSIDERATION 1. Extract from Council Meeting 08-24, September 9, 2008 Re: Correspondence from the Ontario Power Authority (OPA) Re: Appointing a Designate for Aurora to the Municipal Energy Conservation Officer (MECO) Working Program Moved by Richard Wizemann Seconded by David Tomlinson THAT it be recommended to Council that Susan Walmer be appointed as a designate for.Aurora to the Municipal Energy Conservation Officer (MECO) Working Program; and THAT it be recommended to Council that Item 5 — Additional Information Item — City of Hamilton, Municipal Energy Saving Ideas & Initiatives, September 19, 2008 MECO Presentation be brought forward for consideration. CARRIED S. City of Hamilton, Municipal Energy Saving Ideas & Initiatives September 19, 2008 MECO Presentation Moved by Gordon Barnes Seconded by Susan Walmer THAT it be recommended to Council that the Additional Information Item — City of Hamilton, Municipal Energy Saving Ideas & Initiatives, September 19, 2008 MECO Presentation be brought forward for consideration. NN-11JOhl I�r7 -33- GENERAL COMMITTEE - OCTOBER 21, 2008 Environmental Advisory Committee Record No. 08-08 Thursday, October 6, 2008 2. Environmental Advisory Committee Pending List Moved by Carol Cooper STEM # age o Seconded by Richard Wizemann THAT it be recommended to Council that the Environmental Advisory Committee Pending List and the verbal discussion of the Pending List Prioritization update be received. INFORMATIONAL ITEMS 3. Invitation — York Region Moving on Sustainability Symposium Moved by Councillor Gallo Seconded by Councillor MacEachern THAT it be recommended to Council. that the invitation from York Region to the October 14, 2008 York Region Moving on Sustainability Symposium be received; and THAT it be recommended to Council that Richard Wizemann and Klaus Wehrenberg, Trails Sub -Committee (on behalf of David Tomlinson) attend this event. CARRIED Moved by David Tomlinson Seconded by Gordon Barnes THAT the meeting be extended past 9:00 p.m. CARRIED 4. Update from York Region Water Conservation Bylaw Meeting Moved by Councillor MacEachern Seconded by Robert Cook THAT it be recommended to Council that the Minutes from the September 9, 2008 York Region Water Conservation By-law Meeting be received as information. -34- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 3 Environmental Advisory Committee Record No. 08-08 Thursday, October 6, 2008 NEW BUSINESS Ilmar Simanovskis, Director of Public Works will arrange that the 2009 Capital Budget items that relate to environmental issues be brought forward to the. November 6, 2008 Environmental Advisory Committee for review and discussion. Carol Cooper provided Committee with information regarding a proposed 2nd Annual Ecological Action Conference being set up by the Youth Environmental Network of York Region. The purpose of the conference, tentatively scheduled for April, 2009, is to create . stronger awareness of sustainability with a focus on action towards environmental issues. The conference is intended to be a platform for youth to gain understanding of their ecological impact on .their community and the world and to develop initiatives to enable youth to make changes to reduce their ecological footprints. The Network is hoping that the Town of Aurora will participate in this event by hosting and contributing financial support to the Conference. Committee requested that Carol Cooper invite a representative of the Youth Environmental Network of York Region -to make a delegation to the November 6, 2008 Environmental Advisory Committee meeting. Committee suggested that the delegation from Ms Gayle Wood, Chief Administrative Officer/Secretary-Treasurer of the Lake Simcoe Region Conservation Authority be deferred to the December 4, 2008 Environmental Advisory Committee meeting. It was suggested by Committee that the December 4, 2008 Environmental Advisory Committee meeting should include as an Agenda item the Re-examination of the Role of EAC Working Groups. Gordon Barnes provided an update regarding the forthcoming Weather and Climate EAC Seminar to be held at the Aurora Seniors Centre on a date as yet to be determined.. Committee was advised that Dr. Heather Auld, Environment Canada and Dr. Hans Martin, retired from Environment Canada are scheduled as speakers and that the seminar will address such issues as: What is the difference between weather and climate; and What we can do to mitigate and adapt to weather changes. -35- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 3 - 8 Environmental Advisory Committee Record No. 08-08 Thursday, October 6, 2008 ADJOURNMENT Moved by David Tomlinson THAT the meeting be adjourned.at 9:10 p.m. Peter Piersol, Chair CARRIED -36- GENERAL COMMITTEE - OCTOBER 215 2008 ITEM # a -1 TOWN OF AURORA AURORA GENERAL COMMITTEE REPORT No. PW08-037 SUBJECT: Purchase Order Increase -Street Lighting Repair Contract FROM: llmar Simanovskis, Director of Public Works DATE: October 21, 2008 RECOMMENDATIONS THAT Council approve the cost increase of the current Purchase Order for the 2008 street lighting repairs contract by $11,500 to a revised upset limit of $61,500. BACKGROUND As one of the Town's many maintenance activities, the works associated with the general repair of street lights is a contracted item, which is typically outsourced because of the speciality of the work. The works include bulb, ballast and photo cell replacement, plus an assortment of other electrical industry related activities necessary for the overall maintenance of the Town's street lighting inventory. The Town's street light maintenance work is currently contracted to Mead Electric, which was awarded in August 2004, for a five year term ending June 30, 2009. Council had authorized an estimated annual upset limit of $50,000, based on the volume of work that was being performed at the time of contract award. There were no expected changes to the volume of work during the contract term, except in the case of increases to the size of the Town's street lighting inventory. It has now become apparent that as a result of some recent increased work activities in this area, as well as other associated works, that an adjustment to the contractor's Purchase Order is required. The Town's purchasing by-law requires a report to Council for contracts above $50,000 which is the basis for this report. COMMENTS Some of.the other associated works in the scope of this contract include the installation and removal of town flags and banners, new street light installations requested by residents, underground electrical locate services, installation and maintenance of Yonge Street Christmas decorations, and other electrical services occasionally requested by the Town. The overall inventory of street lights has increased since the initiation of the contract which includes walkway lighting, parking lots, Town facilities, etc., which had also contributed to the additional costs. -37- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # a - 2 October 21, 2008 - 2 Report No. PW08-037 Another significant area where costs have been increasing is the service of providing underground electrical locates. When other utility companies or contractors request a stake -out of the Town's underground electrical service, the locate is performed by our contractor at an added expense. This service has usually been performed by Aurora Hydro at no cost, however, since the utilitytakeover by PowerStream, the locate service is no longer provided. The 2008 Operations Budget for this area was approved at $80,000, however, for the reasons mentioned earlier and because of the original contract estimates, the Purchase Order was limited to $50,000 per year. The value of work performed to the end of August 2008 is in the order of $41,000. As street light maintenance is an operational type of work, the cash flow is relatively even through the year. It would therefore be necessary to increase the purchase order by $11,500 to complete the work program to the end of 2008. OPTIONS Recommendations as stated in this report. FINANCIAL IMPLICATIONS The 2008 Operations Budget approved $80,000 for this contract service. There is currently a commitment of $50,000 that was previously approved. With the request of $11,500, the revised contract amount will be $61,500. CONCLUSIONS The routine and emergency maintenance works associated with the Town's street lighting inventory is a common and necessary service, which should not be interrupted because of the liability and safety aspects of failing to provide proper illumination. The contractor performing the work has been associated with the Town for such works for a number of years and has continually exhibited professional and competent workmanship.. The increasing of the Purchase Order will not overspend the available budget amounts set aside for this service. LINK TO STRATEGIC PLAN Goal D: Ensure transparent, accountable and open governance in concert with informed and involved citizens. Objective C2: Enhance and promote public safety. Objective D1: Continue the commitment of fiscal responsibility and accountability,. -38- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # October 21, 2008 .3. Report No. PW08-037 Objective D2: Enhance customer service. PRE -SUBMISSION REVIEW Management Team Meeting — October 1, 2008 Prepared by. Peter Horvath, Manager of Operations Services- Ext. 3446 of Public Works -39- GENERAL COMMITTEE OCTOBER 21, 2008 ITEM # 5 - 1 TOWN OF AURORA AURORA GENERAL COMMITTEE REPORT No. PW08-039 SUBJECT: Train Anti -Whistle Update FROM: llmar Simanovskis, Director of Public Works DATE: October 21, 2008 RECOMMENDATIONS THAT Council authorize the expenditure of $10,200 plus GST for UMA Engineering Ltd, to update the Crossing Assessment Report for the four crossing as requested by Transport Canada; and THAT the funds to undertake this study are secured from the Engineering Fees Reserve Fund which has a current balance of $773,370. BACKGROUND ' At the May 27 Council meeting, staff presented a recommendation to undertake a community survey to communicate the proposed train anti -whistle policy and receive feedback. Public consultation is a mandatory requirement set out by Transport Canada when.proposing to eliminate train whistling at a public railway crossing. At the meeting of May 27, a delegation from a resident in support of the proposal was also made to Council. Upon reviewing the staff reports and the resident's address, Council endorsed the following recommendation: "That the item be referred back to staff for a furtherreport on incremental costing analysis. This report outlines the steps taken to satisfy this direction. COMMENTS Transport Canada outlines the conditions under which a municipality can seek an exemption from whistling and the process to be followed in seeking an exemption. The steps to be followed and staff comments on the status are outlined as follows: Contacting the rail company in question (Staff have been communicating with GO Transit staff regarding this matter) Notify the general public and all relevant organizations of the intent to .pass a resolution forbidding the use of train whistles in the area. (Not Complete) Discuss the issue with the applicable road authority (On June 19, 2008, the GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 5 2 October 21, 2008 - 2 Report No. PW08-039 Regional Council adopted a resolution to entertain anti -whistling by-laws) • Jointly conduct a detailed safety assessment of the crossing with the railway company and the road authority (Available reports have been deemed out of date and must be updated) • Pass.a resolution prohibiting train whistling at the crossing (Pending completion of above requirements) . A step in implementing an anti -whistling policy, as indicated above, includes ensuring that the safety features of the crossings meet specific requirements. Costs to correct any deficiencies at the crossings would be the responsibility of either the Town or GO Transit depending on jurisdictional ownership. It is these improvements that will form the majority of costs to the Town and is the information requested by Council prior to providing further direction. Required improvements have been identified in a report prepared by UMA Consulting Ltd. (UMA) in 2004. UMA was selected as the preferred consultant as they were the engineer of record for GO Transit who is the owner of the section of rail through Aurora. An addendum to the above report was completed in November 2006 by UMA which was required due to configuration changes implemented at the St. Johns Sideroad crossing. These two reports are the most current information the Town has on file regarding the safety standards of the four crossing within Aurora. Staff have forward these reports to GO Transit who reviewed them and consulted Transport Canada on their suitability. Transport Canada would not accept the reports and requested up to date reports be prepared to ensure that the current condition of each crossing is accurately reported. As stated in the recommendations of this report. FINANCIAL IMPLICATIONS The fee for updating these reports has not been budgeted for. It is recommended that the fee of $10,200 plus GST be secured from the Engineering Fees Reserve Fund which has a current balance of $773,370. CONCLUSIONS There are several steps that must be completed in the process of requesting elimination of train whistles at public railway crossings. Staff has been working with the various agencies and is now required to complete additional studies to meet the requirements of Transport Canada. -41- GENERAL COMMITTEE - OCTOBER 21, 2008 /TEM # October 21, 2008 - 3 - Report No. PW08-039 Once. these reports are completed and reviewed by the various agencies, final implementation costs can be determined and a follow-up report will be provided to Council on the incremental costs of implementing an anti -whistle policy. LINK TO STRATEGIC PLAN Objective C2: Enhance and promote public safety Objective D1: Continue the commitment of fiscal responsibility and accountability Objective D2: Enhance customer service Objective D3: Be accountable and transparent to residents by ensuring open and accessible information flow and accessible decision -making ATTACHMENTS • Appendix "A" - Quote from UMA Engineers Ltd. PRE -SUBMISSION REVIEW Management Team Meeting — October 8, 2008 Prepared by: llmar Simanovskis, Director of Public Works. Ext. 4371 Director of Public Works GPM GENERAL COMMITTEE - OCTOBER 21, 2008 APPENDIX "A" ITEM # 5-4 UMA I a _..Oi UMA Enginaadnn I.W. 500 commerw Hqouloxwd Missisnrn.iy7a On,ario 14W 41!12 T 9M2.18.o007 F 905.938.0038 vrww.u�riaa.aecorn.com July 28, 2008 Jamal Massadeh Town of Aurora Dear Jamal: Re: Anti -Whistle Review File Name: Aurora Quote As requested, please accept the following as a quotation for anti -whistle review of for 4 crossings on GO Transit's Newmarket Subdivision in the Town of Aurora. Anti -whistle Study - $10,200 This will include: Request and analyze general information • Field visit, review and analysis of existing conditions • Final report and recommendations . UMA Engineering Ltd. is prepared to carry out the above scope of work as a lump sum payable on delivery of the Final Report. Should you have any questions or concerns please contact the undersigned at 905-206-8104. Sincerely, UMA Engineering Ltd. Steve Donald Project Manager steve.donald@uma.aocom.com cc: -43- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # -nTOWN OF AURORA AURORA GENERAL COMMITTEE REPORT No.PW08-040 SUBJECT: Kylemore (Bayview Meadows) Ltd. -Agreement toConstruct Retaining Walls FROM: 1. Simanovskis, Director of Public Works T. Van Leeuwen, Director of Building Administration DATE: October 21, 2008 RECOMMENDATIONS THAT the Mayor and Clerk be authorized to execute an Agreement with Kylemore (Bayview Meadows) Ltd. respecting the master grading and drainage plan and the construction of retaining walls on the rear portion of Lots 155 to 163 inclusive on Plan 65M-3946. BACKGROUND In 2007, Kylemore (Bayview Meadows) Ltd. (the 'Builder") purchased 9 adjoining properties located on .Kane Crescent, legally described as Lots 155 to 163 inclusive on Plan 65M-3946 (the "Lots") from Preserve Homes Corporation. This is a development of a residential subdivision located east of BayviewAvenue and north of Wellington Street. The Builder subsequently requested permission from the Town to construct retaining walls along the rearyards of the Lots in order to produce a larger usability area for each Lot than was originally shown on the master grading and drainage plan. The original master grading and drainage plan did not include provisions for the construction of a retaining wall. Staff met with the Builder and the Developer to determine a process for amending the master grading and drainage plan through the subdivision agreement. However, the Developer was not prepared to enter into an Amendment to the Subdivision Agreement because the sale of the lots to the builder had been completed and no longer had, interest in the Lots noted above. The purpose of this report is to enter into an agreement directly with the Builder to ensure that the master grading and drainage plan is amended as required, and thatthe necessary restrictive covenants related to the retaining wall are registered on title. COMMENTS The retaining walls proposed by the Builder are of similar design and construction previously approved by the Town to be used in other subdivisions. The Builder has obtained building permits for the Lots and for the construction of the retaining walls. Under GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # October 21, 2008 - 2 - Report No. PW08-040 the Building Code Act, the Chief Building Official was legally obligated to issue the permits. In March of 2007, the master grading and drainage plan was revised to show the retaining walls and was approved by the Builder's Engineer in October2007, and also reviewed and approved by the Public Works Department. Appropriate fees and Letters of Credit have been secured in advance of finalizing the agreement. Subsequently, the building permit was issued. In addition to the above approvals, there is the need to include certain restrictive covenants that would normally have been captured within the Subdivision Agreement, but since the developer is not required to amend an agreement for lots which they no longer own, it is necessary to create a separate agreement directly with the Builder. This restrictive covenant.would restrict future owners of the Lots from placing certain structures within close proximity of the retaining walls and also include warning clauses in any Offers of Purchase and Sale Agreements advising purchasers that they would be ultimately responsible for the retaining wall which is located on their private property. The Builder has been made aware of these restrictive covenants and has notified purchasers of these requirements through a notice within their purchase and sale agreement. Staff have discussed the status of these lots with the Builder and understand that 6 of the 9 Lots have been sold but have not closed at this point. In addition, the Builder has provided confirmation that purchasers have been made aware of the retaining wall and that restrictive covenants will be registered on title immediately following acceptance of the Retaining Wall Agreement by the Town. It is therefore recommended that the proposed Agreement be entered into as soon as possible in order to ensure that proper controls are put into place before the lots are sold to. future purchasers. OPTIONS As recommended in this report. FINANCIAL IMPLICATIONS N/A CONCLUSIONS The Builder is constructing a retaining wall along.the rearyards of Lots 155 to 163 inclusive on Plan 65M-3946 in order to increase the usability area for each Lot. There are no provisions in the underlying subdivision agreement with the developer to allow the proposed retaining walls to be constructed on the Lots as no retaining walls were anticipated at the time that the development was finalized. The Town cannot legally withhold building permits to construct retaining walls on private property. Staff is therefore -45- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # October 21, 2008 - 3 - Report No. PW08-040 recommending that an Agreement be entered into as expeditiously as possible in order that the Builder will be subject to the Town's standard provisions respecting the construction of retaining walls on private properties prior to the Lots.being sold to future purchasers. LINK TO STRATEGIC PLAN Objective B1: Plan for the future to continue controlled and well -planned growth Objective D1: Continue the commitment of fiscal responsibility and accountability Objective D2: Enhance customer service ATTACHMENTS • Appendix "A" — Location Map Appendix "B" —Agreement Appendix "C Cassels Brock Letter PRE -SUBMISSION REVIEW Senior Management Team - October 8, 2008 Prepared by: L Simanovskis, Director of Public Works LHmar Sir novskis Director of Public Works T. Van Leeuwen 7 L Director of Building Administration GENERAL - OCTOBER 21, 2008 APPENDIX "A" PROPOSED RETAINING WALL ON LOTS 155 TO 163 KEY PLAN SHOWING PROPOSED RETAINING WALL PUBLIC WORKS DEPARTMENT - 47 - OCTOBER 2008 GENERAL COMMITTEE - OCTOBER 21, 2008 APPENDIX "B" ITEM # 6 - 5 Page 1 THIS AGREEMENT made this day of BETWEEN 1 THE CORPORATION OF THE TOWN OF AURORA hereinafter referred to as the "Town" PARTY OF THE FIRST PART and - KYLEMORE (BAYVIEW MEADOWS) LTD. hereinafter referred to as the "Owner" PARTY OF THE SECOND PART WHEREAS the Town and Preserve Homes Corporation entered Into a Residential Subdivision Agreement dated October 17, 2006, registered as Instrument No. YR931759 on the 2nd day of January, 2007 with respect to all of the Lots and Blocks on Plan 65M-3946, Town of Aurora, Regional Municipality of York (hereinafter referred to as the "Subdivision Agreement"); AND WHEREAS the Owner is the owner of Lots 155 to 163 inclusive on Plan 65M-3946, Town of Aurora, Regional Municipality of York as described on Schedule "A" hereto (hereinafter referred to as the "Lands'); _ AND WHEREAS the Owner has commenced construction of the dwellings on the Lands pursuant to the Subdivision Agreement, which terms and conditions thereof do not include provisions respecting the construction of retaining walls on. private lands; AND WHEREAS the Owner has requested a building permit from the Town respecting retaining walls to be constructed along the rear yards of the Lands prior to the sale of said Lands to potential purchasers; NOW THEREFORE this agreement witnesseth that in consideration of the payment of the sum of One Thousand Two Hundred and Ninety Dollars ($1,290.00) by the Owner to the Town, the parties hereto agree as follows: Retaining Walls _ - 1. a) The Owner agrees to construct retaining walls along the rear yards of Lots 155 to 163 inclusive on Plan 65M-3946, Town of Aurora, Regional Municipality of York In . accordance with the detailed engineering drawings, prepared and certified by a professional engineerand approved bythe Building Administration Departmentand Public Works Department for the Town as set out on Schedule "B" attached hereto. Said retaining walls shall be constructed entirely on private lands priorto the completion of* the construction of the dwellings to be located on the Lands and the future salsof said Lands bytheOwnertopotentialpurchasers. The Owner and the Town herebyagreethat the Town shall not be responsible for any and all maintenance costs and liability of the retaining walls located on the private property. b) - The Owner agrees that any retaining wall that is 0.6 metres or greater in height shall be prepared, designed and certified by a professional Engineer and submitted to the Town's Director of Building Administration Department for review. Any and all retaining walls that are more than 0.6 metre or greater in height shall incorporate a chain link fence 1.2 m in height in accordance with the Town's design standards. c) The Owner agrees to maintain the retaining walls for a period of five (5) years after construction and certification by the design Engineer that the wall has been constructed in accordance with the approved design. The Ownerfurther agrees that the Town will retain Securities until the end of the five (5) year maintenance period equal to the full value of the retaining walls. . 48 - GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # Page 2 d) The owner agrees to register Restrictive Covenants in the form attached hereto on Schedule "D" against the title of Lots 155 to 163 inclusive on Plan 65M-3946, Town of Aurora, Regional Municipality of York In order to protect the structural integrity of the retaining will. Securities 2. To ensure compliance with the tennsandconditions ofthis Agreement, ortoguarantee the performance of the Owner, the Owner agrees to deliver to the Town prior to the execution of this Agreement, Securities in such amounts as are set out in Schedule "C" attached hereto, In a form satisfactory to the Town. The Owner's name set forth on the Securities shall correspond to the Owner's name In this Agreement. The Owner acknowledges that such Securities are held by the Town In relation to all of the Owner's obligations pursuant to this Agreement. The said Securities may be returned to the Owner in full upon satisfaction of the completion of the works and expiration of the 5 year maintenance period- required herein to the satisfaction of the Director of Public Works for the Town, notwithstanding that it Is not the registered owner of the Lands in accordance with the terms of this Agreement if they have not already been drawn upon in whole or in part by the Town or are not being held by the Town in connection with a claim against the Town arising In relatlon to the subject matter of this Agreement. The Director of Public Works for the Town may reduce any of the Securities in such amount pursuant to the terms of this Agreement, upon being satisfied that the total of the Securities remains sufficient for the Town to adequately perform any of the obligations for which the Securities were required. Restrictive Covenants 3. The Owner agrees that the restrictions and covenants set out on Schedule "D" attached hereto will attach to, run with and bind the portion of the Lands Identified therein and the Owner agrees to execute and register such documents and to do all such acts and things as are necessary to attach. the said restrictions and covenants to the said lands at the sole - expense of the Owner. Notice to Purchasers 4. The Owner agrees that the warning clause hereunder shall be Included in each Offer of Purchase and Sale for lots 155 to 163 inclusive on Plan 65M-3946,. Town of Aurora, Regional Municipality of York: "Purchasers are advised that a retaining wall is located at the rear of the property, and that all maintenance and liability associated with the said retaining wall shall be the complete obligation and responsibility of the owner of the private properly and not the Town of Aurora. Purchasers are further advised that a Restrictive Covenant has been registered against the title of the property with respect to protection of the structural Integrity of the said retaining wall." Indemnification & Insurance 5. The Ownerwill always indemnify and save harmless the Town from and againstall actions, suits, claims and demands which maybe brought against or made upon the Town and from all foss, costs, charges and expenses which may be incurred, sustained or paid by the Town in relation to the works to be constructed on the Lands pursuant to this Agreement and the Subdivision Agreement. - The Owner and the Town hereby acknowledge that evidence of general liability Insurance is required to be provided to the Town until such time as the subdivision has been assumed by -49- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # Page 3 the Town In accordance with the Subdivision Agreement. 6. The Owner shall indemnify and hold the Town harmless from and against liability, claim, damages or expenses duo to or arlsing from any claim made against the Lands where works are installed thereon pursuant to this Agreement for all liens related to all work done by or on behalf of the Owner and any such liability, claims, damages or expenses incurred by the Town shall be paid by the Owner to the Town forthwith upon demand; and the Owner shall cause all registration of claims fog mechanics' liens and/or certificates of action under the Construction Lien Act and relating to any such work done byor on behalf of the Owner, to be discharged or vacated as the case may be within three (3) months of such registration or within three (3) months after notice from the Town. Registration This Agreement shall be enforceable by and against the parties herein, their heirs, executors, administrators, successors, and assigns, and the Agreement and all the covenants by the Owner herein contained shall run with the Lands for the benefit of the Town. The Owner hereby agrees that this Agreement will be registered on title to the Lands In a form satisfactory to the Town Solloitor forthe Town in priority to all other encumbrances at no cost to the Town. The Owner and the Town hereby acknowledge that the Town shall provide its consent to the Owner's future release of this Agreement from the title to the Lands upon confirmation that the Owner has completed all of the works required pursuant to this Agreement to the satisfaction of the Director of Public Works and Director of Building Administration for the Town - Notice 8. Any notice to be given pursuant to this Agreement shall, unless otherwise specified in this Agreement, be delivered or sent by registered letter or facsimile transmission to the Owner and the Town as follows: caner• Kylemore (Bayview Meadows) Ltd. Attention: Frank Spaziani, Vice -President 10000 Kennedy Road, Markham, Ontario L6C 1 N9 Fax: (905) 887-5197 Town: The Corporation of the Town of Aurora . Attention; ,town Clerk Box 1000, 1 Municipal -Drive, Aurora, Ontario L4G 6,11 Fax: 905-726-4733 or to such other address as the Owner and the Town may respectively from time to time appoint in writing, and any such notice, it mailed, shall be conclusively deemed to be received by the other party three (3) business days after the date of the mailing thereof, postage prepaid or dated transmission of afacsimile, Assignment 9. This Agreement shall not be assigned by the Owner or its assignees without an express written consent to assignment executedpy both the Town and the assignee. Default of Owner in Performance of Retaininq Wail Works: 10 a) If, in the opinion of the Director of Public Works for the Town, the Owner is not constructing and performing the retaining wall works required herein or causing them -50- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 6-8 Page A lobe constructed or performed so as to ensure their completion within the time limit set forth in this Agreement, or is Improperly performing the said works, or If the Owner shall neglect orabandon the said works before completion, or unreasonably delaythe same, or if the said works are being carelessly executed, or are not being proceeded with diligently or in good faith so as to meet all requirements of this Agreement, or If the Owner neglects or refuses to repair or replace or again perform such works as may be rejected by the Director of Public Works for the Town as defective or unsuitable, or if the Owner in any other manner, in the opinion of the Director of Public Works for the Town acting in good faith and not unreasonably, makes default in performance of the terms of this Agreement, then in any such case the Director of Public Works for the Town may notify the Owner in writing of such default or neglect and of any steps which must be taken by the Owner to remedy same and It the defaults complained of are not remedied and no response is received by the Director of Public Works for the Town which is satisfactory to the Director of Public Works forthe Town within ten (10) calendardays aftersuch notice, then this Agreement shall have been breached. Where this occurs, in addition to any other remedy available at law, the Director of Public Works for the Town or his designate shall thereupon have full authority and power Immediately to arrange for the completion or repair of said works at the sole cost and expense of the Owner. b) If said works must be done quickly because of any emergency, the existence of which shall be in the rote determination of the Director of Public Works for the Town, acting reasonably, then such works may be done without prior notice to the Owner, but the Owner shall be notified as soon as possible thereafter. c) The cost of anyworks done or constructed by the Town pursuantto this section shall be in the sole determination of the Director of Public Works for the Town, whose decislon shall be final, and such costs shall include an administration fee of ten per cent (10%) of the total costs of all labour, materials, equipment, or contract costs Incurred to complete the Works and further fee of thirty per cent (30%) of the costs so determined as compensation to the Town for the tasks of the Director of Public Works for the Town and for the dislocation and inconvenienoe caused to the Town . as a result of such default on the part of the Owner. The Town may at any time use any or all Securities to pay the cost of such works and the aforementioned fee. In the event that the Securities are not suit Intent to pay the cost of such works, then the Owner shall pay to the Town on demand any such additional cost. d) When the Owner has received a notice of default from the Town, and when and if the Town deems it necessaryto enter upon the Lands for the purpose of rectifying or remedying any works or to complete any obligations of the Owner which are in default, it is understood and agreed that the Town and Its employees, agents, or contractors shall be allowed unimpeded access to the Lands for the purpose of undertaking said works. No Waiver of Default 11. No condoning, excusing, overlooking or delay in acting upon by the Town of any default, breach or non -observance by the Owner at any time or times in respect of any covenant, provision or condition in this Agreement shall operate as a waiver of the Town's rights under this Agreement in respect of any such or continuing subsequent default, breach or non- observance and no waiver shall be inferred from or implied by anything done or omitted by the Town except an express waiver in writing. Entire Agreement 12, The Owner acknowledges that there are no covenants, representations, warranties, agreements or conditions, express or implied, collateral or otherwise, forming part of or in any way affecting or relating to this Agreement save as expressly set out or Imported by reference in this Agreement and that this Agreement constitutes the entire Agreement duly executed by the Town and the Owner. Severability -51- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # Page 5 13. If any clause or clauses or part or parts of clauses In this Agreement be illegal or unenforceable, they shalt be considered separate and severable from the Agreement and the remaining provisions of the Agreement shall remain in full force and effect and shalt be binding upon the parties hereto as though the said clause or clauses or part or parts of clauses had never been Included. Interpretation 14, Whenever a word Importing the singular number only is used in this Agreement such word shall include the plural and words Importing either gender and firms or corporations where applicable. IN WITNESS WHEREOF the parties have hereunto affixed their corporate seals attested by the hands of their respective proper officers duly authorized In that behalf. (BAYVIEW MEADOWS) LTD. 'l ctc O' AA k-0n1 s(6EL .t I Title: pu7/%satzr-� sit>irJt�lc� aF�icz-R (I/We have the authority to bind the Corporation) THE CORPORATION OF THE TOWN OF AURORA Phyllis M. Morris, Bob Panizza, Town Clerk -52- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # Page 6 SCHEDULE "A!' DESCRIPTION OF LANDS All and singular that certain parcel or tract of land and premises situate, lying and being in the Town of Aurora, in the Regional Municipality of York, and being composed of: Lots 155 to 163 inclusive on Plan 65M-3946 -53- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 6 - 11 SCHEDULE"l Page 7 SCHEDULE OF CONSTRUCTION DATES, ESTIMATED COSTS OF CONSTRUCTION, LIST OF PLANS AND SPECIFICATIONS 1) Schedule of Construction Dates of Public Works The Owner agrees to complete all Works set out herein within 36 months of the date of the execution of this Agreement. - 2) Summary of Estimated Costs of Construction of Public Weil a) Retaining Wall System and miscellaneous items as per Stantec Consulting Ltd cost estimates dated January 8, 2008 $ 170,858.84 SUB -TOTAL $ 170;858.84 b) Contingencies/Engineering Fees (15%) - $ 25,628.83 TOTAL $ 196,487.67 TOTAL (rounded) - $ 196,500.00 3) Detailed Plans and Soeclfications for the Retaining Wall Installation The Plans shall form part of this Schedule and are listed as follows: Number - Firm Date/Revise d.(EngineerStamped 508. Stantec Consulting Ltd. March 2007/October 12, 2007 ON07207Sheet 1A - Pete MaoCallum Ltd. May 2, 2007/July 27, 2007 ON07207Sheet 1 B Pete MapCallum Ltd. May 2, 2007/July 27, 2007 ON07207Sheet 2A Pete MaoCallum Ltd. May 2, 2007/July 27, 2007 ON07207Sheet 213 Pete MaoCallum Ltd. May 2, 2007/July 27, 2007 ON07207Sheet 2C - Pete MaoCallum Ltd. May 2, 2007/July 27, 2007 ON07207Sheet 2D Peto MaoCallum Ltd. May 2, 2007/July 27, 2007 ON072079heet 2E Pete MaoCallum Ltd. May 2, 2007/July 27, 2007 ON07207Sheet 2F Fete MaoCallum Ltd. May 2, 2007/July 27, 2007 ON07207Sheet 2G Peto MaoCallum Ltd. May 2, 2007/July 27, 2007 ON07207Sheet 2H Fare MaoCallum Ltd. May 2, 2007/July 27, 2007 ON07207Sheet 21 Peto MaoCallum Ltd. May 2, 2007/July 27, 2007 ON07207Sheet 3 Fete MaoCallum Ltd. May 2, 2007/July 27, 2007 WG 375-090 Pete MacCallum Ltd, December 11, 1992/May25, 2006 WG 375-013 Pete MaoCallum Ltd. September 25, 1997/Jan 26, 2007 -54- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # Page 8 1. Retaining wall Securities TOTAL SCHEDULE"C" PROVISION OF SECURITY $196,500.00 $196,500.00 -55- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # Page 9 SCHEDULE"D" RESTRICTIVE COVENANTS The following restrictions shall apply to Lots 156 to 163 inclusive on Plan 65M-3946, Town of Aurora, Regional Municipality of York: 1) No in -ground structures including building foundations and pools shall be constructed or permitted 'to. be erected or constructed, or excavated or earth extracted for any purpose such as tree planting and lands6aping on the restricted Portion of said Lots, designated as Parts 1, 3, 5, 7, 9,11, 13, 15 and 17, inclusive on Reference Plan 65R-30773; and 2) no above -ground pools or hottubs shall be erected orconstructed orpermittedto be erected or constructed on the restricted portion of Lots 155 to 163 all inclusive on Registered Plan 65M-3946, designated as Parts 1 to 18, inclusive on Reference Plan 65R-30773. This Restrictive Covenant shall run with the lands described herein and shall be binding upon their owners, their successors and assigns. This Restrictive Covenant shall ensure to the benefit of the Corporation of the Town of Aurora and shall not be withdrawn, altered or modified except with the consent in writing of the Town Clerk of The Corporation of the Town of Aurora. - -56- GENERAL COMMITTEE - OCTOBER 215 2008 ITEM # 6 - ?4 Page to SCHEDULE"E" FINANCIAL PAYMENTS AND OTHER COSTS FEES a) Administration Foe b) Registration Fee C) Engineering Fee —Total (4%of $196,500.00) TOTAL FEES AND RECOVERIES (payable on execution) AMOUNT $1,290.00 $ 326.00 $7,860.00 $9,476.00 - 57 - GENERAL COMMITTEE - OCTOBER 21 2008 APp�NDIX "c" ITEM # 6.151 CASSELS BROCK L A W Y 5 A S October 10, 2008 By E-mail — TvanLeeuwen@e•aurora,ca Techa van L.eouwen Director of Building Administration and Chief Building Official Town of Aurora Dear Sirs/Mesdames: rangeIson@casseIsbrock.com tel: 416.869.6349 fax: 416.640.3041 file # 39103-70 Re: Kylemore (Bayview Meadows) Ltd. (the "Developer") and the Retaining Wall Agreement with the Town of Aurora dated June 10, 2008 We are solicitors for the Developer and have been advised that six (6) lots have been sold which are governed by the Retaining Wall Agreement. To -date none have closed and the formal closings are scheduled for varying dates in December 2008, March 2009, July 2009 and August 2009. Each Agreement of Purchase and Sale (the "Agreement") contains a series of restrictive covenants which were required by the Town of Aurora (the "Town") in conjunction with our client's application for municipal approvals. Reference was made In each Agreement to the necessity, in some instances, for a retaining wall but as the specifics were not known at that time no details could be provided. It is intended that the restrictive covenants be registered immediately following acceptance by the Town of the Retaining Wall Agreement. The restrictions as registered will be available for review by the solicitors for the purchasers prior to closing, upon searching title. Reference would also be made to the existence of the retaining walls and the obligations In the title memorandum which accompanies the closing documents. If you require any further information, please do not hesitate to contact the writer. Yours truly, D.R. Angelson DRA:/hjn cc: Kylemora cc: Mr. Order 5lmanovskis.- Dlreotor of Public Works, Town of Aurora Cassels Brock & Blackwell LLP 2100 scotla Plaza, 40 Kln4 Street West, Toronto Canada MOIL 3c2 te1, 416.869.5300 faX 416,360,8077 www.casselsbrock.com Legal3731845.1 - L Techa van Leeuwen [Town of Aurora) 100008 - revised -58- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # -1 ,--�Qz7 TOWN OF AURORA AL WO- RA GENERAL COMMITTEE REPORT No. PW08-041 SUBJECT: Implementation of a Snow Windrow Clearing Program for Seniors and Physically Challenged Residents FROM: llmar Simanovskis, Director of Public Works DATE: October 21, 2006 RECOMMENDATIONS THAT Council provide direction on the preferred option; THAT should Council approve a Windrow Program, Council approve the associated contract amendments necessary for the works to be included into the previously awarded Tender No. PW2008-37, for the winter road plowing contract, to 614128 Ontario Ltd. c/o Trisan Construction Ltd, and THAT Council direct staff to report back on the Spring of 2009 on the programs successes and challenges. BACKGROUND Report PW08-026 -Investigation of a Snow Windrow Clearing Program for Seniors and Physically Challenged Residents was presented at the General Committee Meeting of June 17, 2008 and adopted at Council the following week: General Committee recommends: THAT Council endorse, in principle, the service delivery option of a contract service for a 3 year period for seniors and/or persons with physical constraints only; and THAT Council endorse, in principle, the cost recovery option using a blended funding model; and THAT the level of service would be as follows: ➢ Service will be offered to residents aged 65 and over, or residents with physical disabilities, ➢ Windrow clearing will occur when snowfall accumulation exceeds 10 cm (4 inches) per event; -59- GENERAL COMMITTEE - OCTOBER 215 2008 ITEM # 7-2 October 21, 2008 -2- rt No. PW08-041 ➢ Clearing will be completed within 24 hours after completion of road plowing operations, ➢ Annual registration to be submitted to the Town by December 1 of each season; ➢ THAT staff contact the Aurora Seniors' Association for their input, and ➢ THAT staff bring back a report to Council for consideration for the 2006-2009 seasons. With this direction, staff is presenting in this to the 2008/09 winter season. COMMENTS report the program details for implementation Previously presented service delivery options, cost analysis and funding sources had outlined a number of program models, complete with financial impacts and a suggested start-up target of 150 households. Staff reviewed the initial proposal to Council and has made adjustments based on service delivery requirements. The following sections provide details of the program implementation and costs. 1.0 Program Registration Eligible Participants & Particulars As endorsed in Report PW08-026, the windrow service will be offered to residents aged 65 and over and residents that are physically challenged. Registration will be via application forms made available for each successive winter season through the Seniors Centre, for the first 250 eligible residents for this season being approved after December 1, 2008. Attempts will be made prior to December 18t to have application forms also available from the Town's web site. For residents unable to pick up applications, staff will fax or mail out applications for those who request one. It is anticipated that it will take approximately two weeks to process the applications to determine the first 250 eligible addresses, develop a route and to respond to applicants that did not make the list. Some of the other program particulars and eligibility requirements that will be outlined on the application forms are as follows: The windrow removal service provided by the Public Works Department will be available to households where all members are 65 years of•age or older, and there is NO person over the age of 12 physically able to remove snow. Applicants will be required to attach a copy of their birth certificate, senior citizen card, drivers licence or passport. GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # - 3 October. 21, 2008 .3. Report No. PW08-041 > For applicants under the age of 65 that are physically challenged, there will be a requirementto submit a current and valid doctor's certificate confirming they are physically unable to clear snow. > The Town of Aurora will clear from municipal roadways the bank of snow deposited by the snow plow at the base of residential driveways following 'snow fall accumulations of .10 cm or greater. The base of the driveways will be .cleared within 24 hours of the completion of road plowing. > The base of the driveway will be cleared for one car width minimum. The snow banks from sidewalks not being included with the service. > The resident is to ensure that the house number is clearly visible and illuminated. > All obstructions from the base of the driveway must be removed and the Town will not be responsible for any damage. > The resident will also be responsible to notify the program administrator of any additional household members, temporary or otherwise, and if they move from the address. 2.0 Program Costs Report No. PW08-026 identified an anticipated cost of $15:00 per driveway cleaning per event and estimated program costs based on 1Q events per year. Staff subsequently approached the current Snow Plow Contractorwho has now confirmed a cost of $7.00 per drive per event based on 10 events. There was, however a request to provide a minimum of 250 driveways compared to the initially proposed 150 driveways. This was requested to provide a minimal work load to make the program financial feasible for the contractor. Alternately, the Town could commit to a reduce customer base which would increase the unit costs. The initial cost analysis matrix had depicted an estimated total program cost of $37,500 for the first year for 150 customers. With the revised unit costs it is now expected that 250 customers can be serviced for a total overall cost of $32,500 for the first year as presented in the following table. Table No. 1 Aneg3:h^,.�'x. r'.-rr-^r=�sF: ,_ vi. -z�_..-.a"R xyT •._vT:_ =�-w- Participant Cost Per Contractor Administrative Year Count House/Season Costs Costs Total 2008/09 250 $70.00 $17,500 $15,000.00 $32,500.00 2009/10 350 $70.00 $24,500 $15,000.00 $39,500,00 2010/11 1 500 $70.00 $35,000 $15,000.00 $50,000.00 W-SE GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # - 4 October 21, 2008 - 4 - Report No. PW08-041 Should demand be less than 250 customers, the Town may be obligated to supplement the unit cost to cover the contractor's costs to deliver the program. Plowing System Varying systems to remove windrows have been deployed throughout the industry for some time ranging from the standard pick-up truck and plow system to a waste gate apparatus that is mounted to a one-way road clearing plow. It is the second method of a waste gate system that has been proposed by the contractor whereby after the roadways have been plowed, a second road plowing style truck will respond to the participating address using this specialized system to clear the windrow. It is felt that this style of removal equipment is more time effective and will deliver a more consistent level of plowing service.. Contract Amendments The recently awarded road plowing contract to Trisan Construction Ltd. is for a.three year term for the standard plowing, sanding and salting services typically associated with winter roads maintenance. There are currently no provisions in the contract to accommodate a specialized windrow plowing service, and as such, the recommendations in this report include the formalization of an amendment to have this service included. Should Council approve the program, works will proceed to formally amend the current contractwith the added provisions and costs identified to accommodate these works. This is also inline with the previously adopted recommendation of contracting the windrow program for a three year period. 3.0 Cost Recovery Options The previous report identified an average program cost of $55 per customer per season based on a survey of existing programs and proposed a cost of $50 for the Town of Aurora. The following table identifies cost recovery options for consideration. Table No. 2 First Year F Cost Reco_ve O `�iotts ' a! Participant Annual program Customer fee Customer Tax Levy Count costs Portion Portion 250 $32,500 $50 $12,500 $20,000 Participant Annual program Customer fee Customer Tax Levy Count costs Portion Portion 250 $32,500 $130 $32,500 $0 -62- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # October 21, 2008 - 5 - Report No. PW08-041 Proceeding with a $50 per customer fee will result in a tax levy increase of $20,0007, alternately, a $130 per customer fee is expected to cover all program costs. 4.0 Contract Administration As had originally been recommended, the registration and compilation of the final approved participant list will be developed by Aurora Seniors Centre staff. Once complete, the address list will then be applied to a routing system developed for the contractor by Public Works staff at the Works Yard. The day to day contract administration will then be centralized at the Works Yard where residents can report complaints such as delays, etc. and general program inquires. As had also been described originally, this service will be set aside from all other typical road winter maintenance works and run independently by designated staff. There will be a request for 0.5 FTE's in the 2009 budget for the administrative component of the program should Council approve implementation. 5.0 Continued Program Development As with all newly established programs, a start up learning curve is anticipated, with necessary adjustments being needed to accommodate program enhancements and corrections. The three year program being recommended extends to the 2010/11 winter season, with the corresponding costs depicted earlier. Other risks that might affect the program in future years may include contractor commitments, fees and performance which all may result in the need to re-evaluate the service. These risks will be addressed and reported to Council should they occur. As described earlier, this contract will ramp the participant number up to 500 by year 3, which was the initial total estimated participant count for Aurora. However, should these limited participant numbers prove to be inadequate to accommodate the demand for the service, a report will once again be •presented to address this: Staff will also monitor contractor performance regarding damages and potential claims. As this program requires closer contact with the resident's properties, there are increased opportunities for damages to driveways and grass areas. It will be important to ensure that spring restoration is done in a timely manner. Community awareness will also be an essential component of the program. There are two aspects; awareness of the program availability, and awareness of the program criteria and service levels. Program availability will be communicated through various channels as well as in cooperation with the Seniors Centre staff and members. It is expected that participation awareness will be high due to the surveys conducted earlier this year during program development. 19-ICIM GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # - 6 October 21, 2008: - 6 - Report No, PW08-041 It will also be important to inform the participating residents on the program criteria and service levels. It will be important to educate the community on when clearing will occur; how the program will be delivered and why certain events may not qualify for clearing. OPTIONS 1. This service not be introduced at this time. 2. A windrow program be provided based on a full cost recovery fee of $130 per household per season. 3. A windrow program be provided based on a partial cost recovery fee of $50 per household per season. FINANCIAL IMPLICATIONS The financial implications may range from full cost recoveryto $20,000 for the 2008/2009 season. This cost should be recovered'through tax levy. CONCLUSIONS As identified through the previous approval of Report No. PW08-026, Council has endorsedin principle to implement a Seniors Windrow Clearing Program, and this report describes the program details and associated costs. LINK TO STRATEGIC PLAN Goal C: Promote a healthy environment that fosters social and physical well being - Objective C2: Enhance and promote public safety - Objective C6: Review and improve accessibility for persons with disabilities. Goal D: Ensure transparent, accountable and open governance in concert with informed and involved citizens. - Objective D2: Enhance customer service. - Objective D3: Be accountable and transparent to residents by ensuring open and accessible information flow and accessible decision making.. ATTACHMENTS • Appendix "A" Quotation Letter from Trisan Construction Ltd. -64- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # �- October 21, 2008 - 7 - Report No. PW08-041 PRE -SUBMISSION REVIEW Senior Management Team Meeting - October 8, 2008 Prepared bv. Peter Horvath. Manaaer of Operations, ext. 3446 Director of Public Works 65 - INT449E - OCTAMR2A49M s TPEM #.00i/obi- 8 APPENDIX "A" rTRISAN CONSTIRYMON October 14, 2008 BT Fax 705-727-7616 Town of Aurora Department of Public Works 9 A Scanlon Court Aurora, ON L40 7132 Attention: Peter Horvath Operations Manager Re: Winter Windrow Clearing Program Dear Mr. Horvath, Further to our discussion in regard to the clearing of snow windrows for Seniors and Physically Challenged, 614128 Ontario Ltd c/o Trisan Construction will provide to the Town of Aurora the above service at the cost of $7.00 per driveway per event. Details of the event criteria and .timing of plowing to be specified at a later date. if this is acceptable to the Corporation please notify me. Sincerel , Matth w Santo h Vice-Presideht 614128 Ontado LTD O/A Tdsan Construction Box 502, Schombarg, Ontario LOG 1TO T. 41.6,410.3839 .F; 905,794.3093 www. trfsanconstruction.com -66- To0/Toarm pxex eXaopf LSOInl[tl 01 9191 LZL- 906 XVA 09:9 aaM 800Z/ST/01 GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM# AIZ�TOWN OF AURORA U GENERAL COMMITTEE REPORT No. CS08-040 SUBJECT: 2009 Council and Committee Meeting Calendar FROM: Bob Panizza, Director of Corporate Services DATE: October21, 2008 RECOMMENDATIONS THAT the 2009 Council and Committee Meeting Calendar attached hereto as Appendix #1 be approved. BACKGROUND The calendar of Council and General Committee meetings has been prepared for 2009, and is based on the same format used in the previous years. In order to plan for the forthcoming meetings as well as provide notification to the public through various publications, it is necessary to establish a schedule of meetings for next year. COMMENTS A calendar of projected meeting dates for Council Meetings, Public Planning Meetings, and General Committee Meetings for 2009 is attached for Council's consideration. The proposed calendar generally maintains the practice for the regular meetings scheduled in the past. The calendar includes the meeting dates for the Advisory Committees and Board based on the same meeting schedule as in the previous year. It should be noted that some minor adjustments have been made to the meeting dates as a result of special holidays. OPTIONS The proposed meeting calendar is in keeping with Council's present meeting schedule and the Procedural By-law. Consideration of the proposed meeting calendar is entirely within Council's discretion. - 67 - GENERAL COMMITTEE - OCTOBER, 21, 2008 ITEM # a-2 `October 21, 2008 - 2 - Report No. CSO8-040 FINANCIAL IMPLICATIONS ►WO" LINK TO STRATEGIC PLAN Goal D: Ensure transparent, accountable and open governance in concert with informed and involved citizens. ATTACHMENTS Appendix 1 - 2008 Meeting Calendar PRE -SUBMISSION REVIEW Management Team — October 15, 2008 Prepared by: B. Panizza, ext. 4221 Bob Panizza Director of Corporate Services OEM 8-3 o ° !Y � U�1 C J � N U a a r.: U _o 00 U= m I I F• C)= w K• I'm 0 r� 2 U Qoo E E E oQQ ° rr.h �N 2 ' o�- r t` a� a WM a U rn a o a gp E o o m �a r: U U V 1`-- r--� N N Q 0 a r 0 o r U U K 2 U U N= CTF Q Q Q Q r _ oU o �U r CO N -69- GENERA 0% O O N 0 0 0 0 Y C N f0 I t m� W 0 C) 0 •C a !0 0m I I US ! 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Z d x O O a m� o � d E m U U d ° O < •z Ud U d o U uai •�., .r V `a v� u m'mff ,_.i w U E JF . 0 a oP o o UUc .: W.- =JF U m m LWN u Q @ �9 fYl a ci E N � M o q Q r <? o o n 00 ..`uJ U U U-0U U U U _�13 N C31 E f= '� E C70 0� p 3 E N U N o � E r r E E i od ou - ou dw Ua U < Qwu 77 - GENERAL C1 O O N L COMMITTEE - OCTOBER 21, 2008 ITEM # 8 - 12 M N rn o� Q E' OO( E� N' C f 4. J � U � O aU g v m� m w N a �.--+ ()p �� N N �JF - a aE W _ v Y U p7 ~ MM J Q C J' � � o gE O. N EM 0 ,,.,. o w E E' E o< oU• U � Z E O S Q W �c QUU< W k Q W - z8 - GENERAL 01 O cq EE 0 O 00 � T (6 N J F I I N N Q O 00 U z I I US L COMMITTEE - OCTOBER 21, 2008 ITEM # 8 - 13 � N � o 0 0 Q E' O U_ E U Q 0 J K U _:U IY ^j 2 Q co) N N - 79 - OFTOM GENERAL COMMITTEE - OCTOBER 21, 2008 /� TOWN OF AURORA ITEM # 9 -1 AURORA GENERAL COMMITTEE REPORT No.CS08-041 SUBJECT: Council Pending List FROM: Bob Panizza, Director of Corporate Services DATE: October 21, 2008 RECOMMENDATION THAT CS08-041 be received for information purposes. BACKGROUND Attached is a list of pending matters from Council. The list supersedes the September. 2008 Pending List and is intended for information purposes. The text in bold represents changes in status since the last distribution. All outstanding matters originating from or referred to an advisory committee are identified in a separate pending list. The advisory committee pending lists will be circulated.with the respective advisory committee agenda for consideration. OPTIONS None FINANCIAL .IMPLICATIONS None -81. GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 9-21 October 21. 2008 - 2 - Report No. CS08-041 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 D2: Enhance customer service Objective D3: Be accountable and transparent to residents by ensuring open and accessible information flow and accessible decision -making Objective 134: Create a respectful environment that fosters team work and open dialogue, consistent.with a Character Community. These Objectives acknowledge the responsibilities required by governance that contribute to informed and involved citizens. ATTACHMENTS Attachment #1 —Council Pending List PRE -SUBMISSION REVIEW Senior Management Team`` October 7, 2008 Prepared by. B. Panizza ext. 4221 Director of Corporate Services 82 - Lol E 0 z P w u QMMITTEE - 0 CTO& FR 21,. 2008 t7gM # g.3 L 4 .6 o w a cr) 0 a o m..F- < cp -Z c6 0 0. tl ;w 0 0 0 0 0 0 Z c 0 0 0 c UJ n V D 0 w m >0� w n 0 0 M w 0 0 w LL.IL CL 0 C) :5 U) 0 0 0 ID I 0 -0 D 0-0E -= m w,O 0 -�6 m > w 0 E C) C, 2 E () � 0 m 0 E oo E t E E Z -c w -E 0 0 o 0 0 W 0 - 0 0 '6 0 E mw 6: - 0 > xarc @Q) 0 > Wom� 015 (L c , E- 0 w 0 �6 0 0.§ 0 -.2 0 a Q M—0 0 0 0 (D Q) 0 0 0 0 m 0,5p u 0 0 'E 0 0 46 U- �5 E > 0 0 76 & 0 .01- 0- 0 IE ca M= 0 0 c �.Lu w :E 02 0 0 0 > 0 C 0, 0 D o 0 z C/) 6 2 > rn m o w > > 4s 0 0 0 dL 0 C) > wu, WO-C 0- :2 > ID W a E 0 .0 -60, 0 E 0 C) co 0- 0 0 -0 0 2P -0 0,6 0 (D 0 E 0- 1 E 0 D 0 �6 0 2 U-z 00-0 <( 0 m 0 o 0 0 z c .2 0 = 0-0 0 5; -0 0 0,2 - (D LP 0 0 �5 m -0 (0 C? C? 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U C (D W CO a LU LU Uff x LU to AD qz, w C: 00 0 -Z n EK X -a Eol) to ri) 400 Alt S U m 0 Q) C: CL� 0 w E I Ol a 2 ti E), CL C) C) -0 IXM :t� 5CX. .Q N 0 > z w z 0 N 0 �- 0 CL 0 0- c -r3 U) 2.w 61) 0 -'r, .Q CL Q C� z zn 0 to a -j ro Q �z Y) u amp NU fL a it 0 o . � CX Z3 :r CL:z 70 0 0: CO 0 az :3 co Q) Q 50 yC, 0- -CC r4 C? adz Q) Lt. z o 0� G COMMITTEE - OCTOBER 21, 2008 EM 9 - 17 o'" .. N-E fir♦ i0 O Q w c 4 O &� m 16 a ii a W C m O O I p Im Iw- o m a a LU LU z r a-:E -: �. w w m �t s OC ~.O Cmf '+.O L' m D y� c: to~�E ya%a toOmU S b1 m� V•cmiy�u Eo 00 WcgEwy«� end qua' ."m2 mm yOw^. .wa.w y 'Rm ; mom 3.C= wL �� Um° ro Lj w m E 7 irj Q '"' +m. W .= mIr '. a= -0 ii=rn5 0(0 0�p '�4 aw `mO J,.. wGm .. t m -roC tb 0 LU = O vm= = .4 m v1O 1 C mm mq•�CC;. tLfo�U C�3Ly 0 Z0 m W °ob== oayne 0 rL 0n. WornQ i."«o0 s-msav2 3my1 toji E°°m som Vf¢nIL m O} O .� W ci « W ti'� uWt.Emm WEm �oym Zsmv S°`'a. 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M �T a"k, m 47 caj w ro 0_' w NroU �UNO O�'a �'hO 01 W S N 3 C m k M Q CO � `w-• you Zm°w'v - 0.oco ro° � iU <ca po ace acao o nQO:U nmo v--OAF-� 4U Q m I- T W W bJ Cp C O m T - N N N N Oj N ,CO �CC I. n. ..� 0.� z o o! C v ej) N. ni a a.:.. w o 7. E dE MM17TEE-- OC a m z 0 ; Q. o o v ci rx o m c a C Z c> to d w m U c a U m 'a 01 •° RU o a a m w a ° 3 a c tz G C O 0 U °cy-0 oc 0tz Zap 2 rm cr 'OBER 215 2008 - 116 - ITEM # 9 - hen l GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 10 " TOWN OF AURORA AURORA GENERAL COMMITTEE REPORT No.FS08-045 SUBJECT: 2008 Second Quarter Water/WastewaterReport FROM: L. John Gutteridge, Director of Finance / Treasurer DATE: October 21, 2008 RECOMMENDATIONS THAT the 2008 Second Quarter Water/Wastewater Report be received; AND THAT the Water/Wastewater Division of the Public Works Department is instructed to eliminate all discretionary spending for the remainder of 2008. BACKGROUND This is the July 31 2008 report on the WaterNVastewater budget. COMMENTS The quarterly report presents the department position to July 31 2008 and any significant events that have occurred since July 3151. We do have concerns with this. statement and are projecting a deficit in the Water/Wastewater accounts. The main reason for this is a result of a decrease in water sales due to the wet summer we have experienced. Our rates are determined by establishing our cost and dividing it by our projected sale of water, if our water sales do not match our projection and our costs continue as budgeted then we will be in a deficit position at year end. OPTIONS 1. As per the recommendation contained in this report. FINANCIAL IMPLICATIONS Attachment #2 is a graph showing our water sales for 2008 compared to sales for 2006 and 2007 and as you can see our sales our down from the two comparative years. - 117- GENERAL COMMITTEE - OCTOBER 21, 2006 ITEM # October 21, 2008 - 2 - Report No..FS08-045 Obviously if our water usage is down our billings from the Region for water will in turn be down, however, it is the margin on the purchase of water which we use to determine our water and sewer rates, and if we don't sell enough product we will not produce the margin required to cover our expenses. As a result of decreased sales we will see a variance in our budget in costs and revenues as follows: Budget Region Town Cubic Meters 6,.192,910 5,697,477 Cost Revenue Water $3,292,751, $ 5,629,065. Sewer $3,680,829, $ 4,704,493.. Total. _ $6,973,580. $10,333,558. Projected. Actual Cubic Meters 5,944,479 6,218,479 Water $3,159,678. $5,156,034. Sewer $3,528,528. $4,308,786. Total $6,688,206, $9,464,820: Cost Savings Revenue Shortfall $285,374 $868,738. Projected Net Revenue Shortfall as at Dec 31/08 $583,364. The net impact of our reduction in sales and our increase in water loss is $583,364. We are projecting some savings in other areas in the budget but in order to break even for the year it will require that we reduce costs in other areas. Our recommendation is that all discretionary spending be restricted between now and the end of the year. By discretionary spending we are referring to things like conferences and conventions, training, etc. CONCLUSIONS The trend to date is projecting a deficit in the $400,000 range. This will be the third year in a row that this budget area has had a deficit, we made some adjustments to the budgeting process the last two years and again we see the deficit. This years budget deficit is a result of two areas the lack of water sales due to the wet summer and the higher than normal water loss. - 118 - GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 10-3 October 21, 2008 - 3 - Report No. FS08-045 LINK TO STRATEGIC PLAN Goal D: Ensure transparent, accountable and open governance in concert with informed and involved citizens Objective D1: Continue the commitment of fiscal responsibility and accountability ATTACHMENTS Attachment #1 — Quarterly Summary of Operating Expenses — Attachment #2 — 2008 Graph showing comparative consumption 2006 to 2008 Attachment #3 — 2008 Comparison of Regional Billings to Town Billed PRE -SUBMISSION REVIEW Management Team Review — Wednesday, October 8, 2008 L. John Gutteridge Director of Finance/Treasurer - 119 - Attachment #1 GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 10 - 4 Town of Aurora Summary of Water operating Expenses -- 2008 Year to Date -- July 31, 2008 Department: 03500 Storm Water System Expenditures Salaries & Benefits Materials & Supplies Contracted Services Internal Transfers to Capital, Reserves, Library & Other 2003 Budget to Actuals Aug -Dec Forecastle Variances Budget July 31f08 July 31108 Forecast Yearend Act vs. Budget 141,644 81,388 37,108 67,398 194,506 (37,138) 7.000 3,451 0 3,549 3,549 (3,451) 61,500 60,598 1,356 902 - 2.258 (59,242) 5,000 4,911 398 89 487 (4,513) Revenues Contributions from Reserves & Reserve Funds _ 215,144 125,246 0 - 215.144 215,144 0 �' M"^� "r�i� F± -" �2' s � �• 3 i� - �r q a'7s.<r "at � mxa ero< . {gc Ix �r1S1 Y � ,�z15 laaj ii2 as�� a B ( 5 'ENRO a) � � ' ' W f: „x, a..E ^a1. " #.. r Tu'3esF 1 Y @t'$�. *er'+��-s » y�&� i"�,��.�sF,f .� �'-aka ri'•hq`'4.,�"F w� 'i+s�s,,� ,Y'k '.�-�, t m..z�,$:ck'.=)E r ;hur.;�•-��et ""�rkiz�i� `�+'. a`��E-�a.q`^'5028?1'-�BZiti4�d 03510 Catchbasin Curb Maintenance . 2008 Budget to Actuals Aug -Dec Forecastto Variances Budget July 31103 July 31108 Forecast Yearend Act vs. Budget Expenditures Salaries&Bonefits 15,868 8,928 1,697 7,293 8,990 (6,878) Materials & Supplies 2,600 2,171 981 468 1 p49 (1,061) Contracted Services 36,000 0 0 36,000 36,000 0. Internal Transfers to Capital, Reserves, Library & Other 2,500 2,118 327 489 816 (1,684) ?a�6 868{, 13 217� �25�nrs�g,4'�d7 .t'nt :1<„tk3��•n-''1c b�'ti, �. a_ ;' < r?�4'_ .��3 .. �'t> ��3,O.p5t > -- 255-1 ��ig. Sic'i)( Revenues Contributions from Reserves & Reserve Funds 56.868 1,043 0 55,826 55,825 (1,043) na.'si - 120 - Attachment #1 GENERAL COMMITTEE OCTOBER 21y 2008 ITEM # 10-5 03520 Catchbasin Expenditures Salaries & Benefits Materials &,Supplies Contracted Services Internal Transfers to Capital, Reserves, Library & Other Revenues 2008 Budget to Actuals Aug -Dec Forecastto Variances .Budget July 31108 July 31108 Forecast Yearend Aetvs. Budget 7,933 4,460 5,818 3,653 9,471 1,538 500 250 0 250 250 .(250) 29,000 29,000 .0 0 0 (29,000) 2,500 1,892 3,665 805 %4,470 1,970 Contributions from Reserves & Reserve Funds - 39,933 5,323 0 39,933 39,933 , 0 03530 Ditches Culverts Expenditures Salaries & Benefits Materials & Supplies Contracted Services Internal Transfers to Capital, Reserves; Library & Other VIEW f� �4x 2008 Budget to Aetuals Aug=nee Forecastle .Variances Budget July 3V06 Juiy31108 Forecast Year end Act Vs. Budget 7,933 4,460 975 3,496 4,471 - (3,462) 5,500 4,485 5,119. 3,063 8,182 2.682 25,000 0 0 25,000 25,000 0 6,000 3,113 1,010 2,906 3,916 (2,084) Revenues Contributions from Reserves & Reserve Funds 44,433 1,508 0 42,025 42,925 (1,508) ��'7ilns ,a --3k z`yF fir.."a �Y^ ; z i..r :s>=+=s l rs hi„-c y ,el., u,- a•= z s.a. 92S'+ d2e9-S �.�'ve,:C6^�'-sx�:.F ��-p:-.7s.}.-9, .€.�'-, -ice :�F+`1*�i-s* j ��T s� �s-.,� '„Z'�``�,.^"�'�;s�.. a�sa'.�IA�50��i.�'�0'x4,.._>�fr't8✓J4�,.�u�`,1w�iC��. �. �` -. �, 356j - 121 - GENERAL COMMITTEE - OCTOBER 21, 2t�rr�nent #1 ITEM# 10-s 03540 Watercourses Expenditures Salaries & Dene6ts Internal Transfers to Capital, Reserves, Library & Other 2008 Budget to. Aetuals Aug -Dec Budget July 31108 July 31108 Forecast 7,933 4.460 167 - 3A68 5D0 5D0 42 0 Forecastle Variances Yearend Act vs. Budget 3,635 (4,298), 42 (458) Revenues Contributions from Reserves & Reserve Funds 8,433 5,796 0 8.433 8,433 - 0 c fe` ;c a'''YIx Af t5 v YF tl�t zR' r v i*,£'Fii t.w-s-3£'*✓ � m� t''s.s r$}yy r C'--I sk# St16kTDta1 ReL�rtUcs �f . q; (8 43�)1 �5�96�� , 0 � ",r A.'rk' w8 #4.#8.� 5 k l� �3�)'' �• G' `0-' ��`ki-•hr"` .2.- -Et fr ).. eT..xn ,nY'% .x}in... eb.Nry ,3+a�k..(F.CIIIf I. .-.:i a.i.': 4l>". v� �`�'S *�j Department: 03550 Retention Ponds Expenditures salaries & Benefits Contracted Services 2008 Budget to Actuals _Aug -Dec Budget July 31108 'July 31106 Forecast 8,940 4,739 4,741 4,858 65,000 ' 0 0 65,000 Foroeaslto Variances Yearend Act vs. Budget 9,599 659 65,000 0 Revenues ,Contributions from Reserves & Reserve Funds 73,940 12,270 0 73,940 73,940 0 �- "�. f,4it �. � ec.#s�v A`r r.'` i'?� K •��r -xlu' a5 s .� s v -4� e w a � < r; �'�f'a s s-� �f&k. tic£>x �3 `L:.Y�i"x 5�yy�''� a - 122 - GENERAL COMMITTEE - OCTOBER 215_11ffalff . ITEM # 10-71 04110 Mainline Maintenance Expenditures Salaries & Benefits Materials & Supplies Contracted Services Internal Transfers to Capital, Reserves, Library & Other Revenues 2008 Budget to Actuals Aug -Dec Forecast to Variances Budget July 31108 July 31108 . Forecast Year end Act vs. Budget 326,911 184,786 71,043 151,902 222,945 (103,966) 12,000 8,265 -- 695 3,735 4,431 (7,569) 3,766.829 1.063,505 1,016,799 2,626,765 3,642,564 (123,265) 389,206 2,809 530 . 386,428 :386,958 (2,247) Municipal 4,719,493 2,000,740 2,372,470 1,943,926 .4,316.396 (4031097) �.)•1�ta�i4�RyL6wes�.� _.. ; '��" �.,s"r�„_.;s„ 4"y 8�$ z��,tx JSdc'��"��"ar^'s ��a.. i y'H`t3`�i( +� �3�95�Tw¢`7' 9 '�-097' �1��6"Udget t 5 '" �3a4, ice._-.r ,�:.<'"`s�.. x7:`:u�.�122�$..,s4.82�'�i��.�.✓�4�+?��3��a�c>��62) �w��a�.t...�'`a,,�9-z��951)f Department: 04120 Sanitary Laterals Expenditures Salaries & Benefits Materials & Supplies Contracted Services Internal Transfers to Capital, Reserves, Library & Other Revenues 2008 Budget to Actuals _ Aug•Dec - Forecast to Variances Budget July31108 '_ July31108 Forecast Yearend Act vs. Budget 134,512 77,098 17,548 59,341 76,889 (57,623) 10,503 4,397 1,094 6,709 7,803 (2,700) 53,000 20,922 11,188 32,179 43,367 (9,633) 6,000 2,522 5,664 4,029 9,693 3,643 - 123 Attachment #1 GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 10-s 04130 Service Connections '- 2008 Budget to Actuate Aug -Dec Forecast to Variances Budget July 31108 July 31708 Forecast Year end Act vs, Budget Expenditures Salaries & Benefits 13,853 6.583 _ 6,625 8,199 14.824 971 Materials & Supplies 0 0 81 0 81 81 Contracted Services (6,000) (9,055) 1,262 .10,155 11,417 16,417 Revenues 04155 Storm Sewers Maintenance Expenditures Materials & Supplies Internal Transfers to Capital, Reserves, Library & Other 2003 _Budget to Actuals Aug -Dec Forecastto Variances Budget July 31/08 'Ju1y31108 Forecast Yearond Act vs. Budget 20,000 0 10,000 20.000 30,000 10.000 95%250 0 0 959,250 959,260 0 Revenues Municipal 979,260 472,213 599.265 379,985 979,250 0 9e� .1w:t,. Kyi2}250j �`a d-ikv G-A'v 01000�,"',tif`1O�ObtiJ' e-.�C-✓1� ,..�as+�as ,�.,-z:.,.s.wl�6Aex.+:a1 - 124 Attachment #1 GENERAL COMMITTEE - OCTOBER 219 2008 ITEM # 10 - 9 Department: 04205 Ballymore Sewage Pumping 2008 Budget to Acluals' 'Aug -Dec Forecastle Variances _ Budget July 31108 July W08 Forecast Year end Act Vs. Budget Expenditures „ Materials & Supplies 3.000 1,831 973 1,333 2,306 (694) Contracted Services 12.693. 6,901 7,222 6,734 13,956 1,263 Internal Transfers to Capital, Reserves, Library & Other 2,500 0 .0 21500 2.500 0 Revenues Municipal 18,193 6,192 9,050 9,050 18,100 (93) Y*1° 3�aa"iia,w1 tc y rp4 cFti4�!"iy� ey x �m{u�.-+-a-.suu. `c u, r aYx X• ^r ".S:""[ SuLTot,�Y•�`e`,r.1en�Ues , ?k' ?;t: �ie+..,51'i..�7.93)�..., t69,.2i1fv�u`,+t.050)s'a,'a9007','k �z�+�8'04�,2`5��s� '* 93i F 3`6�62 d?ss: fs esll`lY Department: 04210 Bayview Vandort Sewage.Pump Stn. 2008 Budget to Actuals Aug -Dec Forecastle Variances Budget July 31108 July 31108 Forecast Yearend Act vs. Budget Expenditures Materials & Supplies - 3,000 1,735 1.609 1,565 3,174 174 Contracted Services 12.605 5,781 10,334 8,198 78,532 5;927 Internal Transfers to Capital, Reserves, Library & Other 2,500 0 (] 2,600 2,500 0 Revenues . Municipal. . 18,105 9,317 12,706 5,399 18,105 0 'a�u'b 'frotal''3Zeiien end � �� '�- .��.t.� $- JrF;yr a•gw ,L� �+x xy�bysFa ./air �.s xvy.•'s-a �.'.'Ib�S': �.y2r `�.'� � "1Y L - 125 - Attachment #1 GENERAL COMMITTEE - OCTOBER 21y 2008 %EM # Department: 04215 Brentwood Sewage Pumping Stn. Expenditures Materials & Supplies _ Contracted Services Internal Transfers to Capital, Reserves, Library & Other ^ 2008 Budget to Actuals Aug -Dec Foreeaslto Variances Budget July 31108 July 31108 Forecast Year end Act vs. Budget 3.000 1,750 0 1,250 1.250 (1,750) 12.605 7,350 - 289 5,297 5,586 (7,019) 2,500 1,456 0 1,044 1,044 (1,456) Revenues Municipal 18,105 10,563 0 18,105 18,105 0 `�, i; b 4n.^k 4 `43 -F .S 7• "`u A "5 'h SY Suk,Tb`taln �teyki "�Y;; r ne N�tBuGe2} 11ti+ z z vcR{{W1jL ��t't y� �nYw��[>k sr y n2 Department: 04220 Temperance Sewage Pumping Stn. . 2008 Budget to .Actuals Aug -Doc Forecast to Variances Budget July 31108 July 31108 Forecast Yearend Act vs. Budget Expenditures Materials & Supplies 2,000 1.061 272 997. 1,269 (731) Contracted Services 10,680 4,764 6,600 7,429 14,029 3,349 s.5t,bpT,,'pOfat E1PeT(t,�tures 3 a '`a�.' n'12&89�`".,'`81� 6'-�t*�I�B 18 i6 11 %•8.. r . SY:f 001, Revenues - 126 - Attachment #1 GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 04225 Vandorf Water Booster Station 2008 `Budget Budget to Actuals Aug -Dec. Forecastle Variances July 31108 July 31M rorecast Yearend Act Vs. Budget Expenditures Materials & Supplies 6.000 3,012 4,102 2,327 6.429 1,429 Contracted Services 14,000 - 5,934 7,812 9,182 16,994 2,994 Revenues - 'r�YBudgetb„t 04301 Water Administration 2008 Budget to Actuals Aug -Dec Forecastlo Variances Budget July 31108 July 31108 Forecast Yearend Act Vs. Budget Expenditures Salaries & benefits . 397,258 - 99,919 158.247 302,716 460,963 63,705 Materials-4 Supplies 101,065 ., 53,146 (47,500) 47,919 - 419 (100,646) Contracted Services - 143,632 90,259 44.809 63,821 98,630 (45,002) Revenues Miscellaneous 0 0 339 0 339 339 Municipal 5,709,065 2,438,938 2,982,832 2,312,036 5,294,868 (414,197) ad Y:•'"�`�ac a.a<T 3� - 1 k. '4L��« lY"c».nti-'.K �5 � .i.� Yyi• I - r.1S} 'YZY 4 N-,L lfty n3» 4 £.F n :�<i SUbTofdt eve es� >� x '1i, r St �-�(5�70 A65,,YY (2 `438R9�& �}}2983M171 2 ;` ��" - 127 - Attachment #1 GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM# 10-12 . 04320 Watermain Maintenance Expenditures Salaries & Benefits Materials & Supplies Contracted Services - Internal Transfers to Capital, Reserves, Library & Other - 2008 Budget to Actuats Budget July 31108 July 3Vria . 242,063 138,688 180,763 45,000, 20,452 52,442 3,415,261 1,039,841, 1,130,632 1.109,537 30,406 46,124 Aug -Dec Forecastto Variances Forarasl Yearend Act vs. Budget 127,218 307,971 65,908 26,239 78,681 33.681 2,219,242 '• 3,349,874 (65,377) 1,083,177 1,129,301 19,764 Revenues -'. $ i r 5..: i o e. 7 x r r ,r .s Mr a z "?r 3--ss ✓':» -rt i - Net 8t slge x r - 4 BJ H1 85 4 1 229 387,+' I OtJ;951 +f 3 45 878 L4 i365 827 > tj 6� 5-.�s. 3 J ,� Department: 04330 Water Quality - 2008 Budgetto Actuats Aug -Dec Forecastto Variances _ Budget July 31108 July 31108 Forecast Yearend Act vs, Budget Expenditures Salaries & Benefits 38,611 22,364- 41,446 25,341 66,787 - 28,176 MateriaIs &Supplies - 4,000 734 614 3,395 4,009 9 Contracted Services - 18,000 5.297 14,900 12,703 27,603 9,603 Internal Transfers to Capital, Reserves, Library & Other 17,000 11,438 10,493 8,274 18,767 1,767 Revenues aai5,t�115.a K. �, ,:w_.zh },.1 ?1i�i'�r` <. E,..�s,.. "nr „�{?S .�rxrx�.. rsr ��es.e Qs�ax_., ,.se ., n.3�t..,�ta r.,. rsy"Sf�,sS:s�'LSt� 3 Y-..-. •-m :a 4 wk-f-M Attachment #1 GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # nt: 04340 Stake Outs Expenditures Salaries & Benefits Materials & Supplies Contracted Services Internal Transfers to Capital, Reserves, Library & Other 2008 Budgetto Actuals Aug -Dec Forecastto Variances Budget July 31108 July 31108 Forecast Yearend Act vs. Budget 26.700 15,395 38.888 17,849 56,737 30.037 2,000 2.000 58 0 58 (1,642) 2,000 1,000 0 1,000 1,000 (1,000) 8,000 4,111 7,067 5,014 12,081 4,081 Revenues ai��Y�kcti��t3ssyy.. � i.�(4�s i�si��''-*'w3 x� x'- ,., xi°7s Q�� 22506r* 4t6 OA3�k(�r _.•23863v � 'h��1�87•6 nr s.�t:3�`17fi6°' 04350 Water Meters Expenditures Salaries & Benefits Materials & Supplies Contracted Services Internal Transfers to Capital, Reserves, Ltbrary & Other Revenues 2008 Budget to Actuals Aug -Dec Forocastto Variances Budget July31108 July 31108 Forecast Yearend Act vs. Budget 90,337 51,500 44,716 46,341 01,057 720 100,000 17,957 69,294. 100,407 169,701 69,701 (95,000) (29,638) (74,404) (101,108) (176,612) (80.512) 22,00D 14,306 9,362 9,440 18,802 (3,198) _ - 129 - Iffn GENERAL COMMITTEE - OCTOBER 21, 2008 ent #1 STEM # Department, 04360 Service Connections 2008 Budget to Actuals Budget July 31106 July 31108 Expenditures Salaries & Benefits - 13,853 6,583 . 6,625 Contracted Services (11,442) (5,671) (39.820) Internal Transfers to Capital, Reserves, Library& Other 200 100 0 Aug -Dec Forecast to Variances Forecast Yearend Actvs.Budget 8,199 14,824 971, (21.601) (61,421) (49,979) - • 100 100 (100) Revenues .r S,u .. yvf t '��eic'�Sdv yaks 7ra„,�Z aiK�ft�t{ n T' YS< t ✓"3i'Pr• 5ye. M�'< r Y ...fi'u',e �, az 'r , < i ., r . r-��.a3u ax�Y�e.Y.� t ✓.... t= A.. . [.tF r> ,s si .. m,.v .3 ] r flsY c t §. vl.x, .: TOTAL 380,951 - 130 - GENERAL COMMITTEE - OCTOBER 21, 2008 O r 0 0 0 0 O o N 1N7 f0N N ITEM # 10 - 15 t.. a �Y fYJ �SSt / I :rt Y i (N1M1 J r xp WIN 1 l ! f Y ±`- - Y- is t A S: t` r Yg X 5 f. tw- tv V 1, yt51A t o AY,:'\ 17 post i tC S i Y t j .ra. :; yrkkTyv fi'?fK t 1 i Y1n1' f f R" h gu t Y .. .>. y. MEN ?� LY A f. yi h L; .y .yy'hYWIWWI✓"f' kSxZ,� k✓2 G r y' t,r{irC v 1 k �.p '.. rzn_ fa t c ag > Two -➢y td ,v."s�3 rk'�''�Pa r 5f ��# 7'r"ew 's � a ) � ?y< }- Ts xt dYt \j :4Y f tLky; s 11111 r� 4 r L G8 f £•[ i� � s i,�� +s�+� S)Y''i`}�i3 �`Iy�A$* �Y ~�R;R �' Y _i ]ki'L Jy yf2s+yq'4Y •f'l bb`R Ell �S$� SR i�fjl L L yr3�€c y p-F t{Hnqd X r. / ' st + N;''�5 '� }F'n , No—ON" gg, gt,5/fl F- phi ma NORtY l rss, h KNOD*a 7y '1�5z a r e .f 10 ti Nlli , to r stTY+cis love! y t Y O o 0 o O O O O O o o O O O p O 0 0 0 0 o O o o 0 0 0 0 0 0 0 0 O O O O O o O O O p O O O O O O Sia;aw a!gno (U n O Z co a m J] LL - 131 - GENERAL COMMITTEE IF OCTOBER 215 2008 JSTEM # 10-16 z X 10 CD cq M mlk W"Im W I'S I- b l0 e"Ori(f5i..gh IRMS . WX S I k �:g WIN zu) m IF 1�1 I N IF. Q 22N4 U lox gw� I'm ; v., A 10, gl rw ....... . .,,, M _N t V Wm. VW1 ...... It 1eftFmN 1FR: 2MY As-55 g IN Pm `V?� W'sX pt n o m 51 l- 'all f n Q 0 0 Q 0 O 0 0 0 0 0 n 0 0 0 Cl O Q O O O 0 CD 0 0 0 C) 0 0 0 O O O O O O O O 0 0.0 0 O 0 0 00 co IT N co (D It C14 0 m (D 1* 0 (D Lo LD I0 IlT `:r IT Ill- (1) V) (1) m (1) sialow oiqna a LL - 132 - GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # AuR-o EXTRACT FROM GENERAL COMMITTEE MEETING NO. 08-32 HELD ON TUESDAY, OCTOBER 7, 2008 & ADOPTED AT COUNCIL ON TUESDAY, OCTOBER 14, 2008 9. PL08-096 - Servicing Allocation Matrix General Committee recommends: THAT the matter be referred back to the Director of Planning for further review and be brought back to the October 21, 2008 General Committee meeting. CARRIED - 133 - GENERAL � CTOBER 21, 2008 ITEM # 11- 2 yowre iw yood Co�z�(xur� Planning and Development Services MEMORANDUM Department Date: October 21, 2008 To: Mayor and Members of Council From: Marco Ramunno Re: ' Additional Information Item # 9, October 7, 2008 General Committee Meeting Servicing Allocation Matrix (Staff Report PLOS-096} RECOMMENDATION As stated within the recommendations of Planning Report PL08-096 which includes the addition of the following. "That when applications are submitted for infill within the. "Core Area" which exceed the allotment of 200 units, staff prepare a new calculation based on the approved Regional person per unit amounts." Comments Planning Report PL08-096 was considered at the October 7, 2008 General Committee meeting and the committee recommended: "That the matter be referred back to the Director of Planning for further review and brought back to the October 21, 2008 General Committee meeting." The referral was based on the following three issues: 1. What is the status of the Sifton Application and how was it able to be ranked number 2. Also how did the Sifton application receive a full 3 points for Criteria 6 when Council has not approved the application? 2. Has the McGrath — Hunter property been allocated? 3. Has the Tyler Street property been allocated? Response: The Sifton application is located within the Bayview Southeast Secondary Plan — OPA No. 20 area also known as the 2A Secondary Plan, The Sifton lands were designated as "Urban Residential' on May 21, 1999 and the lands abut the recently approved Polsinelli subdivision. The Sifton application (D12-04-07) was submitted on October 15, 2007 so it was not included within the October 2007 allocation report. A public meeting for the application was held on December 12, 2007. The applicant has been addressing the Town and agency comments and the application is proceeding towards a second public planning meeting. Criteria Number 6 of the allocation policy has been utilized to ensure that the applications respect the urban design, density and other applicable Official Plan policies and guidelines. Allocations will, however not be granted allocation until Council approves the development. - 134 - GENERAL COMMITTEE - OCTOBER 215 2008 # Staff does not interpret Criteria 6 of requiring Council approval to obtai applications would have Council approval prior to allocation as both occur simultaneously. However; Staff has reassessed the Sifton application and based on compliance with the Official Plan provisions have reduced the scoring of Criteria 6 from 3 to 2 points. This change does not impact the ranking of the application on the matrix. The amended Matrix is attached as Appendix 1. The Sifton application has a total of 28 units, however there was a typographical error. pertaining to the unit count within Appendix 2. (The Matrix — Appendix 1 and Report listed the correct unit number.) 2. There are no active applications on the McGrath Hunter lands and as such there is no reserved allocation. Should an application be submitted there is a reserve of 50 units (3$ units should Tyler be allocated) and also an additional 147 units of conditional allocation available (also see below pertaining to persons per unit). 3. The Tyler Street property proposal is based on variance applications and a site plan was not submitted so the project was not included within the allocation report (Subsequently a site plan application has been submitted for 12 units and these units will be available for allocation within the "Core Area" should Council support the site plan). In addition within the "Core Area" the Region of.York has agreed to allow the Town to use 1.8 persons per unit for Apartments and Z67 person per units for Townhouses, whereas the reserve capacity of 200 units in the "Core Area" was based on an average of 3.0 person per unit. Thus once the full 200 units have been allocated the, Town can prepare a per unit calculation to free up approximately 100 additional apartments in the "Core Area" with no allocation restrictions. Regional Allocation Update: In addition, the General Committee requested that staff provide details of the Regional allocation triggers and dates pertaining to the interim allocation discussed within Planning Report PI_08-097. The three outstanding infrastructure projects associated with the triggers are the Duffin Creek Water Pollution Plant, Southeast Collector Sewer (alternatively YDSS flow structures) and the Leslie/Wallington Watermain. The trigger dates for Aurora are as follows (please note that these dates have been bumped up as of July 2008 due to advances in awarding contracts): Interim Allocation Triggers Completion of Regional Works Presales Registration/Permits Occupancy 64-2 110 Q4 - 2009 1 Q2 - 2010 Q4-2010 The triggers relate to Draft Plan of residential subdivisions only (lower density grade related housing). The Region will support site plan approvals, removal of holding provisions and building permit issuance for apartment buildings of up to 18 months in advance of the completion of the infrastructure. Therefore registration/ permit dates for site plans would be as early as 02 2009. The capacity triggers allow the Region and local municipalities to ensure the occupancy of new homes is timed to coincide with the availability of the required water and wastewater services. MEZ:f Planning and Development Services Ext. 4341 cc: Bob Panizza, Clerk Attachments: Appendix 1 - Revised Allocation Matrix - 135 - GENERAL COMMITTEE - OCTOBER 210 2008 N Op C U oa yz z V' o M— N O o m '? � oa p ❑a y.z � O N C t O N -pi O M mt w 0 z Q x 00 N NOS-NNm N N a 0 oc N O } 0 q z � o 0 PL E o o�t zpz t N n O � M '_11 O ry O8 YZ' 111te Z cp Hi cD h .F NI � .t n � N @ 4 M N co 0 n. z « t7 M N N M M C C? 0000 @ p N'c - CM N C Ya OEZEO'cOi RUUVi%zOUU0 w � w w a •s ° o a a O u3 ro N £ oa w y'm d w ca 3 °ut W mo� w i P1 m W aT $ $oo N� Q� W Wru me 03 w m m n ma w qm@ ma u 4+�b an NWm L Oj a yam^" OIL ca L2 0*d 0 NN N - C o ? E3c v'E Z QC0 0C i6 [ECG 0 O _ @L C WNQ �m a9 c :s y� mn t c m E• oo 'm Y .ram pT� y c m N? m W 0U @m8 ml! No do o m$c po x c onOE m EE ° c<E =y c o m m o E Z N C E O° SF E >°>m ec v4 8a m m U d C m y N 8.ONL W c = c u� a =0 - E. c w E m `v g£ 9 g- rN T m >« t 3 C y c 3 �cM� �wa 9c EMS ra �m �E aNSw -6 W oy: j's W Toi rn w O Q r 4 p ttl .q A'p @8 Y0 uc 0 am N '� a wmN m N m 0 v w ?w'.2s tc50 nc W°o3 W4'W=GO U9 •ryy ynSmwJ ` $$pypypypypypy mo ° c IJ :C CU mV V cc UO C am0CC' m 4. p°py-WW m_mnHaZm Va 30 a000vNa c o � c P � v � m .. 3 E W n `@ m �n o� •� w O a rn c Yn .... 8 O n @ y ° @ C •pal w O t L p w F - 136 - GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 11 - 5 TOWN OF AURORA AURO- RA GENERAL COMMITTEE REPORT No. PL08-096 SUBJECT: Servicing Allocation Matrix FROM: Marco Ramuhno, Director of Planning and Development Services DATE: October 7, 2008 RECOMMENDATIONS THAT the attached Matrix for the Allocation of Servicing Capacity, Appendix 1, be adopted by Council to be used to determine applications that may be considered for allocation. That Council allocate 3 units of the allocation to St. John's Road Development Limited (File: D12-00-1A) to provide for part lots that were merged with the adjacent plan of subdivision. BACKGROUND The allocation of services to individual development applications is granted by Council based on capacity numbers provided by the Region of York. The allocation of sewer and water capacity to permit development is constrained in York Region. Several major infrastructure projects have undergone additional review and study due to concern with the environmental impacts of these projects. The Region anticipates that very little additional servicing allocation will be available until 2011 or 2012. Regional staff have undertaken a rigorous review of the overall system and identified a limited amount of capacity that remains available to service development in the mid term. On that basis, Regional Council has approved servicing.capacity to provide for growth based on population projections for each of the municipalities that are serviced by the York Durham Servicing Scheme. At the November 22, 2005 Council meeting, By-law 4721-05. D, dealing with the adequacy of services for new development, was enacted by Council. Subsequently on January 17, 2006 Council adopted the servicing allocation policy and directed staff to prepare an allocation matrix to prioritize development applications suitable for servicing allocation. Furthermore on January 15, 2008 Council revised the allocation policy to remove the criteria pertaining to "Front Ending". The approved policy is included as Appendix 3. COMMENTS Staff have now updated the allocation matrix based on the current status of each proposal and the matrix is attached as Appendix 1. The following chart provides a summary of the applications being considered at this time for allocation (since the last update) and based - 137 - GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # October 7, 2008 -2- Report No. PL08-096 on the rankings indicates that there is full allocation forthe additional 3 units within the St. John's Development, along with the Sifton application and thus only 98 units of allocation for the Daniels application (The application can be approved with phasing provisions to permit 98 units in the first phase). It should be noted that the Daniels application is a resubmission on the same lands as the former Clairtree application. When each application is presented to Council for approval, Council will be requested to formally allocate servicing. It should, however, be noted that the allocation may also include certain restrictions pertaining to registration. In addition due to the merging of part lots on the St. John's Road Development the Region of York requires that 3 additional units be allocation to finalize this development. Should Council allocate such units then the units will be removed form the remaining capacity and the next allocation update will reflect such changes. Undated Seotember 2008 Matrix results Name File # Units Ranking Remaining Capacity 129 St. John's D12-00-1A 3 1 126 Sifton D12-04-07 28 2 98 Daniels D12-03-06 179 3 -81 Perwick D14-16 05 184 1 4 1 -265 The Region of York still anticipates that new allocation will not be available until 2011 or 2012, however the Region has prepared a new policy that will allow a limited amount of draft plan approvals and site plans to be processed without allocation provided no permits are issued until the allocation is available. The Region has also prepared policies pertaining with servicing triggers pertaining to allowance for an additional intensification reserve to accommodate infill residential development within Regional Corridors. It is intended that this "Intensification Reserve" would allow infill project to proceed with certain holding and pre -sales restrictions to ensure occupancy does not occur until the infrastructure is operational. The Region has indicated that these reserves for Aurora will consist of 342 units for draft plan of subdivision and 147 units for site plan infill for a total of 489 units. More details pertaining to this allocation are included within Planning Report PL08-097. In addition, on June 21, 2007 Regional Council approved a new policy, Sustainable Development Through LEEDT"', which will provide an increase in water/wastewater servicing allocation to high density residential development proposals meeting a variety of sustainability objectives. In addition the new Planning Act makes it possible to deal with sustainability issues through site plans. Planning Staff will be preparing a report to Council pertaining to changes required within the Official Plan and Site Plan process to deal with "sustainable design" features of site plans. The attached Appendix 2, contains a list of all applications that have servicing allocation or require servicing allocation. - 138 - GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 11 - October 7, 2008 .3- Report No. PL08-096 OPTIONS Option 1. As stated in the recommendation of this report. Option 2. Currently allocation is reviewed every six months, based on applications received. This review period appears to be appropriate; however Council can suggest alternative review periods. FINANCIAL IMPLICATIONS The policy and by-law are tools for Council's use in planning for growth. Financial projections are based on approximately 400 building permits being issued each year. While it is difficult to ensure that this will happen in individual years, over a several year period this should be achievable based on the current allocation granted to the Town. LINK TO STRATEGIC PLAN The Strategic Plan has objectives of well planned growth. Careful consideration of the allocation of servicing capacity will help achieve this. CONCLUSIONS Staff have prepared a Matrix to be used by Council in determining which applications shall be considered for allocation (Attachment 1). The applications with the highest rankings will be prioritized for allocation. Actual allocation will not occur until Council approval of the application, at the appropriate trigger date, as set out within the allocation policy. There are currently 129 units of allocation remaining (an additional 50 units are available within the "Core Area"). The highest ranked applications are St. John's, Sifton and Daniels with only 98 units available for Daniels which would require the application to be phased. The Region. of York has adopted a new policy pertaining to a.additional one year interim allocation supply available to the Town and the details of this policy are outlined within Planning Report PL08-097. St. John's Road Development requires 3 additional units based on the combination of part lots. These are part of the Registered Plans; however they were missed when calculating servicing allocation since they straddled two plans. ATTACHMENTS Appendix 1 Allocation Matrix Appendix 2 Draft and Pending Applications Appendix 3 Council approved allocation policy Figure 1 -3 Application Location Maps - 139 - GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 11 J October 7, 2008 - 4 - Report No. PL08-096 PRE -SUBMISSION REVIEW Management Team Meeting — September 24, 2007 Prepared by. Jim Kyle, Manager of Policy Planning Extension 4345 Marco Ram nno, MCIP, RPP Director of Planning and Development Services . - 140 GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM# 11-9 �m M j O F 4 C I.. N Z. O �2 0 � O U oa >0 � N O L O LO N N O OUl }Z O M O = � W t N V j � OU) ZJ x O O C 0 0 V1 }Z � o - O o E v 0 0 0 Z Z $ r O � N O N N N N O an z 4 +t It c4 m eY �uD 1 Z tVl tYl c11Q.I'h Nc 7 N M N 00 N N b in4 ZJ x M mN vC? O 6,6 0 0 .O. �--NM V tO �O i @ n c c c ro E Yi E roroa�m roa; c O N@ c O p'M^'c O ro iLZ 7UUU UU V (�U I- R' i g O O C C go K d i A3 M N t Zm «_ o N � L .C6C p. O 0 O cW W C aL c^ a LSE mm ei > «upEo E« d� W p�mV NC_ mom 0i ya�aWq. m� a 5 o E m o L'o .>L NOW CM 0� i NNE E� W L rcc,, am Il. VC p qm ails m� o.E @ pmp `m w i m �U .m N40 $qm z ^ E Ed v5 c dmV Eq c m . e o mm y U@g �W .ma m mmm E� c N e c O y D 4 q N m m m sv q5 NEroa '2 m� m� 0O0"' bmu mm e$Om0 0Q >. cm �omm Cu 0=N am_ -v asL'm L16 SI tOyC a)m'Oi r c d m �m3°; ryO .N�mm "C•�LJUyUt00 �a�aW�a anZc 30 a00 U¢gvma -141- GENERAL COMMITTEE - OCTOBER 21, 2008 APPENDIX 2 STEM # 11 - 10 Town of Aurora- Servicing Allocation- Updated October 2008 # File Name File No. & Status & Date # of Site Characteristics & Detailed Status Date Approved units Received Council Allocated 1 Schickendanz D12-01A03 Registered 38 40 units. 2 permits issued 2 CDCL D11-02-07 153 units of approved .153 Site plan approved. Developments allocation 3 J.A. D12-PLC- Approved 1 Creation of an additional "Suburban Developments 03-02 2005-05-10 Residential" development lot with a 2002-10-28 minimum lot size of 0.2 ha 0.5 ac . 4 Lips D14-06-02 Servicing allocated 0 (7) Row Dwellings. Servicing allocated 2002-04-23 2005-09-27 and site plan delegated on 2005-09-27. . Dl l-02-05 New application submitted for Office uses. 5 Magna D14-19-03 Cando agreement in 10 Vacant land condominium for 10 single D07-03-3A process. detached dwellings. 2003-05-05 6 Brookvalley D14-06-05 Registered 75 Single Detached Dwellings on a variety of Loukres D12-05-2A lot sizes. Registered August 26, 200& 7 Ballymore D14-04-04 Phase 1 Registered 38 60 detached dwellings. 33 units registered D12-04-1 A Phase 2 D/A and 2�ermits issued. 8 MI Developments D12-01- Draft Approved 134 Application for 134 townhouses. Public 06A Planning Meeting June 28, 2006. Draft 1)14-03-06 approvedon Au ust 14, 2007. 9 Polsinelli D12-01-01 Draft Approved 61 Draft approved on 10 Cook D07-02-06 Draft Approved 22 Draft approved on October 16, 2008 SEE NEXT CHART 11 Core Area Infill Committed allocation 200 Subtotal 732 r 213 Extra Allocation 12 St. Johns D12-OOA01 Registered 376 408 units extra allocation, 32 built. 13 Preserve D12-01A05 Registered 70 Detached dwellings on a variety of lot 2001-11-19 sizes. 14 Minto d12-01-4A Registered 117 Preservicing granted for Phase 2 on (Amend). March 29, 2007 2005-11-22. Registered 2004-11-26 Subtotal 563 Allocated Units Built Jan 1, 04 to Aug 31, 05 98 Allocated units built 1079 Sept 1, 05 to October 2, 08 Total 2472 Original Region Allocation 2161 New Regional Assignment June 05 450 Total Region Allocation 2601 Remaining Capacity 129 - 142 - GENERAL. COMMITTEE - OCTOBER 215 2008 ITEM # Appendix 2 — Con't Core Area Infill # File Name File No. & Status & # of Site Characteristics & Detailed Date Date Approved units .Status Received 1 Aurora Heights D14-08-02 By-law approved, site 61 4 one -bedroom, 55 two -bedroom and Development 2002-05-03 plan delegated 2 three -bedroom units for a total of 61 D11-01-05 2005-08-16 condominium units. By-law approved, 2004-12-15 site plan delegated 2005-08-16. 2 WED Investments- D09-03-97 Approved in principle 58 6-storey condominium building with (Amourin - D14-16-97 2005-06-29 commercial on ground floor (14 units Cordone) 1997-08-12 79.9m or less, 26 units 80m-109:9m & 18 units 110m or larger). Approved in principle at the 2005-06-29 Public Planning Meeting. 3 2091585 Ont. Inc. D14-08-06 Under review 15 5 storey apartment building (rentals) Submitted 4 1087931 Ont. Ltd. D14-11-06 Under review 5 5 infill townhouses Submitted 5 Petratos D14-16-06 Under Review 2 Scheduled for March 28, 2007, Public eating. 6 Robert Delcourt D14-05-07 Consent approved 3 Severance of lands has been and Rui Chan Lin conditionally approved by C of A subject to conditions not yet satisfied. Total 144 6 _'tr_eviouSV'BuW Allocation 200 Remaining 50 - 143 - GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM# 11-12 Appendix 2 - Col Applications Requiring Servicinq Allocation # File Name File No. & Status # of. Site Characteristics & Detailed Date units Status 1 Pandolfo D14-21-03 Pending further 29 Single Detached Dwellings on a D12-03-2A information variety of lot sizes. Comments were 2003-05-07 issued on 2003-10-14. 2 Mattamy (213) D09-06-04 Pending further public 110 Mixed Use including "Medium -High S. Blue 2004-04-16 meeting Density Residential." Public Meeting D14-07-00 held on 2001-02-28. Pending further 1999-12-14 public meeting once outstanding issued are resolved. 3 Perwick D09-03-05 Currently being 184 Seven storey residential condominium 1)14-16-05. reviewed consisting of 184 units. Inactive 2005-10-11 4 Silverhill D14-30-03 Pending further public 8 Eight Row Dwellings. Council 2003-08-07 meeting directed applicant to address outstanding issues at the 2004-02-26 public meeting. Application to proceed to a further public meeting. File closure letter sent on 2005-03-16 and applicant responded to keep the file'o en. 5 Magna D09-02-03 Pending 16 Detached dwellings ranging from 0.84 2003-01-27 to 1.59 acres (0.34 to 0.64 ha). A plicat!on in 2C area. 6 Daniels Group D14-17-06 Application under 179 "Medium -High Density Residential." (Claretree) D12-02-06 review Application. Application has been circulated. 7 Sifton D12-04-07 Application under 22 Single Family Residential. Application review rocessed. 8 P.A.R.C.E.t. D09-03-08 Submitted July 31, --being 46 Under review D14-14-08 2008 _ Total i594 SAP1anning\D00 General\servicing allocation\Draft and pending list of applications -October 2008.doc - 144 - GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 11.131 Revised January Appendix 3 Policy for the Allocation of Servicing Capacity All development that will have the effect of creating new or additional residential dwelling units within the Town of Aurora and is subject to By-law 4721-05.D shall be governed by this policy. Servicing Allocation Policy A) In this by Policy i) "Servicing Capacity" means water and wastewater capacity within the York Durham Servicing System as distributed by the Region of York and allocated by the Town of Aurora. B) No residential development will be given final approval pursuant to the provisions of the Planning Act except in accordance with this policy. C) Non residential development shall not require the specific allocation of sevicing capacity but shall in all other respects be subject to the Town's policies, by-laws and conditions of approval pursuant to the provisions of the Planning Act with respect to servicing availability. This. does not preclude the need to ensure that there is adequate capacity within the Town's distribution system. D) Council will be solely responsible for the allocation of servicing capacity to developments. Developers groups may request that such capacity is assigned to a property be transferred but the discretion to provide for any such transfer shall rest with Council. E) Applications that are incomplete (incomplete under .the terms of the Planning Act or incomplete based on studies required by the Town as listed within the application review letter to the applicant) will not be considered for allocation. F) Applications for which a "file closure" letter has been sent will on the date set out within the letter lose their allocation unless the closure date is extended by staff. G) Should several applications obtain equal rankings, Council may authorize Staff to prorate the available allocation among the applications. In addition, in appropriate situations distribution may be made on a pro -rated basis. H) Upon completion of the ranking matrix, Staff, based on total available allocation, will determine a "cut-off" point to determine applications that - 145 - GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # can proceed and those that are not suitable to be considered allocation. Applications that are not considered suitable for allocation consideration must wait until additional allocation is available or until a recommended or allocated application "loses" its allocation. 1) Applications within the "2C ..: Northeast Aurora Planning Area" will not be granted allocation or be included within the ranking matrix until such time as a phasing strategy is approved by Council as part of the Secondary Planning process for the "2C" lands. Priority Criteria Rankine The allocation of servicing capacity shall be based on the following: 1. Council will give priority to developments that restore, protect and enhance Natural Heritage Features in keeping with Official Plan and Provincial policies pertaining to environmental protection. (Applications are given from 0-2 points with 2 points being the highest score). In addition conveyance to the Town or other public authority of Natural Heritage Features such as woodlots, wetlands etc will increase the points to 3. 2. Council will give priority to projects that currently can be serviced,.with minimal or no municipal investment in infrastructure required. (Applications. are given from 0-3 points with 3 points being the highest score). 3. Council will give priority to projects that further the Town's economic development objectives (Applications are given from 0.2' points with 2 points being the highest score). 4. Applications that represent a logical expansion of the community are favoured. (Applications are given from 0-2 points with 2 points being the highest score) 5. Applications that have satisfactorily addressed all department and agency comments will receive 3 points. Applications that have not addressed all comments will receive 1 or 2 points dependant on status. 6. Servicing Capacity will not be granted to any development unless it conforms to the Official Plan, and such policies respecting urban design, density etc. as may be contained within the Official Plan or guidelines prepared in accordance with it and Council has approved the development. (Applications are given from 0-3 points with 3 points being the highest score) Council will retain a proportion of the allocation to ensure important projects 2 - 146 - GENERAL COMMITTEE - OCTOBER 21, 2008 can proceed. The 200 units reserved for Historic Core criteria. Such developments must comply with the Town's heritage preservation objectives. (Currently applications u would utilize all of this capacity). 11TEM # 11-15 infill re ecs This Urban Design and ider consideration All development applications that meet the criteria must use capacity within a reasonable timeframe in the application approvals chart below. Failure to use the capacity within this timeframe will result in the loss. of the allocation- In addition the servicing allocation status list will be reviewed at least annually. Application Type Council Allocation Trigger Deadline for use Allowable Timeframe Plan of Subdivision Draft Approval Re istration 2 years" Plan of Condominium Draft approval Permit issuance 12 months Site Plan Execution of the agreement Permit Issuance 18 months Consent Committee Decision Permit issuance 18 months In addition the registered agreement shall contain a clause indicating a date for which allocation is removed should permits not be issued. In addition it is anticipated that larger subdivisions will phased and in this case the conditions of draft plan approval shall require a phasing strategy which must be adhered to in order to retain allocation for future phases. Updates to the Official Plan Policies, Provincial Policies and other regulatory policies may have the impact of changing the ranking of the allocation or adding new priorities. These shall be incorporated into the annual review of the allocation status list and this policy shall be revised accordingly. The allocation criteria will be used to evaluate applications and based on this evaluation a preliminary allocation chart will be prepared. Actual allocation will however be subject to Council approval of the application at the appropriate trigger date as set out in the above chart. S:\Planning\D00 Generaliservicing allocation\Servicing Allocation crieria Schedule A - Revised January 15_2008 - Approved Option 3 .don - 147 - ENERAL COMMITTEE - OCTOB R 21, 2008 rT,.7N x w 0 $4DIJO drgsumoy II0 y O m l`C `2 C O J O Q iz Q. N Q N y_ l0 Q L U o ,NO� C} 1+7` .N a Om 0� m U LL W O Z O U f 0 06 I t O C � _ z 0 m eo ✓ C a17'UaA�y MaIA�{'g$ U N o v y 5 'G o o } H v c w ? z O U IQ ;aar;S asuo� N 4 �L C r O c O tn O 2 m o n � i nM� � h ;aaa�S �sany;Qa m mm >m` o bO dCo Oa. � 8 E � a c Q000 tt.c N N y�N N.Y >N t C4 O µ� U (�� N O 0 N U O Q d N 2 ry— p 0 0..: N C Z o h o b 2 Coco �O..UUtna� �qo p m p Q 1'IS N d' �O CO I� c0 m o r N M d' A A A a1 GENERAL COmm Ir £.ocros .£ ; j / L. mow»§imp± 2{ /i ! �Q \ §\} 0 \2ƒ \ 3oCJ 0 / §j)IL0mw §\ Q § | } \ .w ...........9 / / � \ / � . / R uj ¥ 0 . , £+� ƒ ^®q(/ � f , 0- ! ;! /\\}\ ENERAL COMMITTEE - OCTOB R 215 2008 0II?A33no;S-u3mqo;t 5 # 11 - 18 V ro rn � d N N 0 c;aaa;S Ouse ) y I I 0 81a ;s b Q' 1 11f y , a0-� y t O O C W N _ w anUaAb MaJA�(Bg I fA n - r`' C M• e i Q anuanb Marn�na o o I v y H o 9 i c I u z 0 U Or3uoA ro o. I m ia ;S a6U0 H: 1 N r` .o Y y _i m I y .Z m C O �i t C-a I M N 7I I I m o N U O T r r k""jo digsumoLL ;aa��S;sang;e$ U!u tooi {11 0, Sc m Cmo o m J Fw4 s a o 04 o ©a(L 3 o mo''d o v:� ro Cf r _� > a` om� x U vro �cro�o� okb.o U_ mmai.ymmU¢ JI rNMVln CS7 1`r� Z3�6'v^ v) - 150- °yam GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # TOWN OF AURORA AURORA GENERAL COMMITTEE No. PL08-102- SUBJECT: Downtown Study - Yonge and Wellington Corridor FROM: Marco Ramun no, Director of Planning and Development Services DATE: October21, 2008 RECOMMENDATIONS THAT, Council approve the attached Terms of Reference for the Downtown Study- Yonge and Wellington Corridor; and THAT, Council authorize Staff to initiate a Request for Proposal process to retain the required consultants to undertake the Downtown Study - Yonge and Wellington Corridor, BACKGROUND: On July 14, 2008 General Committee passed the following resolution (approved by Council on August 12, 2008): • THAT Section 1 of the Draft Terms of Reference be amended to include the review of current and future YRT land impacts within the study area. • THAT Section 2.2 of the Draft Terms of Reference be amended to include.the review of any Regional and Provincial policies regarding growth related reports including intensification policies. • THAT report PL08-061 Downtown Secondary Plan be received and referred to the Economic Development Advisory Committee for review and to report back to Council in September; and • THAT the report address, but not be limited to, the following areas of concern: • As an outline, the study area include Wellington Street westerly to the Bacon Basketware building and easterly to the CNR railway tracks and Yonge Street from St. Andrews Plaza southerly to Henderson Drive • Ensure that the stakeholders' consultation will provide sufficient opportunity for all to provide input • Consideration of the composition of the proposed ad hoc committee • Consider likelihood that the policies during this process may be different for certain aspects of the Yonge Street stretch and Wellington Street stretch • Incorporation of items on the Council pending list for the downtown revitalization On September 11, 2008'a presentation was made to the Economic Development Advisory Committee pertaining to the Study and EDAC supported the Terms of Reference with some additions. The minutes of the EDAC meeting were adopted by Council on October -151- GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # October 21, 2008 - 2 Report No. PL08-102 COMMENTS: Staff prepared and presented draft terms of reference to Council and the Economic Development Advisory Committee (EDAC). On September 11, 2008 EDAC passed the following resolution which was approved by Council on October 14, 2008: THAT the Delegation from the Director of Planning and Development, regarding Downtown Revitalization, be received, for information; and THAT the Economic Development Advisory Committee support the proposed boundaries of the Downtown Study as outlined in report PL08.087; and THAT staff provide options on the need for, and make-up of, the Downtown Study Review Committee; and THAT if a Review Committee is established by Council, that a representative from the Economic Development Committee be appointed; and THAT the primary focus of the Downtown Study be on increasing economic development in the Downtown Core. Based on input from Council and EDAC the Terms of Reference have been modified as attached within Appendix 1. EDAC has also asked for options pertaining to the establishment of a review committee and appointment to such committee. Staff suggest that Council establish the review committee to include approximately 6-8 members with representation from Council;. Economic Development Advisory Committee, Arts and Culture Advisory Committee, Chamber of Commerce(! nclud ing member representative) in addition to staff and consultant representation. Since there has been lengthy debate on this topic and in order to expedite the retainer of a consultant(s) an option would be to deferthe establishment of a committee until afterthe retainer of the consultant. Another option would be for Council to choose the selected representatives at this time. The final option would be for Council to determine that there is no need for a committee to be established. The limits of the study area as set out by the General Committee include most of Yonge Street and portions of Wellington Street. Figures 1 to 3 show the limits of the study area and the sub areas. - 152 - GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # October 21, 2008 - 3 - Report No. PL08-102 The components of the studies will be based on the Terms of Reference, and deal with generally with the following: o Economic benefits o Intensification o Traffic/parking issues. o Transit and pedestrian access. o Heritage Preservation and other aspects of Heritage District Plan. o Fagade improvements and Urban Design Issues. o Incentive programs and grants and tax relief. potential. o Streetscape Design. o Possibility of a Community Improvement Plan. o Sustainability and LEED provisions.. o Tourism Potential. o Infrastructure requirementsllimitations. o Review and suggested utilization/disposition of Town owned Lands and Buildings. The components of the study as noted also include fagade improvements and core area heritage preservation and as such will combine several Council priorities. A Request for Proposal process will be initiated to select a suitable consultant/consulting team and a report will be presented to Council based on the results of the RFP process. The timeline for completing the Study is estimated to be between 12 and 20 months. This timeline will commence upon the Council retainer of the Consultant(s). OPTIONS: Option 1. As stated in the recommendation of this report. Option 2. Council may determine that a review committee should be established to guide the Study process. FINANCIAL IMPLICATIONS: There is currently $70,000 in the 2008 budget to initiate the study and an additional amount is targeted for the 2009 budget to complete the study. LINK TO STRATEGIC PLAN Goal A: Foster and enhance a strong and stable economy consistent with the attributes of a sustainable community. Goal B: Promote a sustainable community that respects its historic culture and character - 153 - GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 12 - 4 October 21, 2008 me Report No. PLOS-102 and embraces diverse cultural development and renewal in harmony with sound environmental management and business development activity. Objective All: Develop economic opportunities to aid in the growth and progress of Aurora as a desirable place to do business. Objective 151: Plan for the future to continue controlled and well -planned growth CONCLUSIONS . Upon Council approval of the Tenors of Reference'and approval by Council, a Request for Proposal (RFP) process will be initiated and consultants retained to .work with Staff, stakeholders and Council to complete the study. Attachments Appendix 1 —Terms of Reference Figures 1 — 3: Study Area Limits PRE -SUBMISSION REVIEW Management Team Meeting — October 8, 2008 Prepared by: Jim Kyle, Manager of Policy Planning Extension 4345 Marc�l?Vniuhno, MCIP, RPP Director of Planning and Development Services - 154 - GENERAL COMMITTEE = OCTOBER 21, 2008 fTEM # Appendix 1 Note: New Additions from the Draft Terms of Reference are highlighted in Bold Italics. Terms of Reference Downtown Study - Yonge and Wellington Corridor Goals for the study include: • Stimulate economic development and make it a more profitable location to do business; • Intensification along the Yonge and Wellington Corridors; • Return Downtown to being a focal point for retail/service and special events in the community, • Create a vibrant street life and maximize use of upper floors; • Improve the appearance of downtown through restoration of heritage resources/fagade improvements; • Create a positive image of the downtown as a desirable place to work, live, shop and invest. Study Components 1.0 Study Area The study area shall include Wellington Street westerly to the Bacon Basketware building and easterly to the CNR railway tracks and Yonge Street from St. Andrews Plaza southerly to Henderson Drive. 2.0 Background review • Existing land use policies (local and regional) • Review of other successful downtowns • Vacant lands and buildings ■ Commercial inventory ■ Problems/constraints ■ Existing Traffic/Parking Constraints ■ Review of Incentive programs and grants and tax relief potential. ■ Review and suggested utilization/disposition of Town owned Lands and Buildings. 2.1 Public involvement - 155 - GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 12 - 6 • Presentation to General Committee/Council ■ Questionnaires to be prepared, distributed and analyzed • Open House(s) ■ Workshop(s) 2.2 Deliverables ■ Background Report and Vision Statement 3.0 Components of the Study 3.1 Guidelines/StudieslReview ■ Land use provisions including height, density, intensification potential (including Provincial and Regional growth reports) ■ Urban Design/Streetscape Improvements Guidelines ■ Fagade Improvement Recommendations ■ Traffic/Parking/Transit/Pedestrian Study (Including Future YRT land requirement impact and future VIVA concepts) ■ Heritage Review ■ Implementation. Strategy including protocols to allow formonitoring ofsuccess. 3.2 Issues to be considered when completing studies ■ Economic benefits ■ Sustainabili#y/LEED requirements • CPTED Principals (Crime Prevention through Environmental Design) ■ Incentive programs and grants and tax relief potential • Tourism Potential • Cultural Potential ■ Environmental Features • Possibility of a Community Improvement Plan 3.3 Public Involvement ■ Presentation to General Committee/Council ■ Formal Public Planning Meeting(s) 3.4 Deliverables ■ Options Report - 156 GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # • Final Report / Implementation Strategy ■ Secondary Plan Policies 4.0 Timellnes 4.1 Study Timing ■ The study shall be completed within 12 to 20 months of commencement • . The consultant shall prepare a detailed timeline chart and work plan as part of the proposal document. Notes: During the review certain short term priority projects may be identified and scheduled to proceed prior to the completion of study and overall implementation. - 157 - ENERAL COMMITTEE - OCTOBER 2 `,2008 J - 1270 $ 3 LUi w S W , I Q 4 Industrial Pkwy Ni4impul m cU o o, centraluJ, o ci Cres; (D m, pr . � U'r J... - �' Gi...o v m; W� 3: NO rsueaj' O9p(uM re NlI _ S iGn�ld IEu;snpui JQ uo;ieM� "�f — 7 ry Z �i o £sue110�/�fsro�pe�— .._-+— Q) C { yoJiS 3S AzoJagro rn o sa co 3S pJemp J 1S pJenn Ui m? m w .)S silem iti S aofudS » O d of N �..... __........ Jf cu Cameron _ c a 1, 0 0AVe� 13321 3J I coJ w i 4S4ouinE) s cC 1 -7777 \ a C I 'tLr—�--LL 32l1S g y` N �i aAVlla4oe ueradwaj .. ONOd ]° 2. iS ao _ 7(° g m; f ISflrw ... T @ Q E ...... W;: a S m opS Q. o;U� m ° dl ' 0° z° Ljj Y F aS a6JoaC �, Nr Z 01 �_ �.... , Vi C" £ i ci �6j � Q A d' �; U,: v, QV t 'S Q 00 2 .I U / pi Z. {it c >, W ¢ Highland eny �' c Crt .• m ca? 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I... .......... .. — 11 Richardson Dr Davidson Rd Patrick Dr 0 R 0 I. -I MR P! lWIN Inm e ti GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # TOWN OF AURORA AURORA GENERAL COMMITTEE No. PL08-103 SUBJECT: lmplementing Pre -consultation By-law (Bill51) FROM: Marco Ramunno, Director of Planning & Development Services DATE: October 21, 2008 RECOMMENDATION THAT Council enact By-law No. 5084-08.D, being a by-law to require development proponents to pre -consult with the Corporation of the Town of Aurora respecting planning applications., BACKGROUND Official Plan Amendment (OPA), No. 69 came into force on March 6, 2008. The Amendment implemented the provisions of the Planning and Conservation Land Statute LawAmendmentAct, 2006- Bill51. Specifically, the Amendment contains policies which identify additional information that will be required as part of any application for an Official Plan Amendment, Zoning By-law Amendment, Plan of Subdivision/Condominium and Consent. The Amendment also contains a policy which requires applicants to pre -consult with Staff prior to the submission of a planning application. The pre -consultation meeting is intended to allow the applicant the opportunity to discuss with municipal staff matters pertaining to the application. Through these discussions, municipal staff will have the opportunity to outline the information and materials which will be required to be submitted concurrently with the application. Specifically, Staff will identify on a check list any materials, plans, studies, reports and/or analysis required to be submitted as part of an application. For applications that may be considered straight forward or minor in nature, limited additional information may be required. The pre -consultation meeting will also afford Staff the opportunity to identify if any of the required studies identified can be scoped or submitted later in the planning approvals process. This policy needs to be implemented by way of a by-law passed by Council. This by-law has therefore been drafted_ and is attached for Council's review. In accordance with the policies of OPA 69, Staff have drafted a by-law which would require applicants to pre -consult with Staff prior to the submission of a planning application. This authority was given to municipalities through Bill 51, the Planning and Conservation Land Statute Law Amendment Act, 2006. - 161 - GENERAL COMMITTEE- OCTOBER 21, 2008 ITEM # October 21, 2008 .2. Report No. PL08-103 OPTIONS Council has the following options regarding the subject draft by-law: Option 1 As stated in.the recommendation section of the report. Option 2 Direct staff to report back to Council addressing any issues that may be raised at the General Committee Meeting. FINANCIAL IMPLICATIONS N/A. LINK TO STRATEGIC PLAN Through the passing of By-law No. 5084-08.1), the following goals and objectives of the strategic plan would be met. Goal B: Promote a sustainable community that respects its historic culture and character and embraces diverse cultural development and renewal in harmony with sound environmental management and business development activity. Goal C: Promote a healthy environment that fosters social and physical well being. Goal D: Ensure transparent, accountable and open governance in concert with informed and involved citizens. Objective D2: Enhance customer service. Objective D3: Be accountable and transparent to residents by ensuring open. and accessible information flow and accessible decision -making. PROVINCIAL POLICY STATEMENT This proposed development is consistent with the policies of the Provincial Policy Statement. 1 162 - GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # October 21, 2008 - 3 - . Report No. PL08-103 CONCLUSION The Planning and Conservation Land Statute Law Amendment Act, 2006 - Bill 51 received Royal Assent on October 19, 2006 and a number of key changes to the Planning Act came into effect on January 1, 2007. The Town has implemented some of these though OPA 69, including policies which require applicants to pre -consult with Staff prior to the submission of a planning application. This policy needs to be implemented byway of a by- law passed by Council. This by-law has therefore been drafted and is attached for Council's review. ATTACHMENT Appendix 1: Draft Copy of By-law 5084-08,D PRE -SUBMISSION REVIEW Management Team Meeting - October 8, 2008 Prepared by. Fausto Filipetto, Policy Planner Extension 4342 Marco nno, m.CIP, R.P.P. Director of Planning and Development Services - 163 - GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 13-4 APPENDIX 1 DRAFT B Y-LA W NO. 5084-08. D - 164 - GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # Bill 61, Pr&wnsuliatlon By-law �reVw o f qj,� THE CORPORATION OF THE TOWN OFAURORA jet By-law Number 5084-08.D BEING A BY-LAW to require development proponents to pre -consult with the Corporation of the Town of Aurora respecting ' planning applications. WHEREAS the Planning and Conservation Land Statute LawAmendmentAct, 2006, which makes numerous changes to the. Planning Act, received Royal Assent on October 19, 2006 and a number of key changes to the Planning Act came into effect on January 1, 2007; AND WHEREAS Sections 22(3.1), 34(10.0:1), 41(3.1) add 51(16.1) of the Planning Act provide that an applicant can pre -consult. with the Municipality and that the Municipality may, by By-law, require applicants to pre -consult prior to the submission of an application for an official plan amendment, zoning by-law amendment, plan of subdivisionlcondominium and site plan control; AND WHEREAS the Council of the Corporation of the Town of Aurora deems it advisable to require pre -consultation with development proponents for said applications; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF AURORA HEREBY ENACTS AS FOLLOWS: THAT development proponents shall pre -consult with the Municipality prior to submission of the following planning applications: • Official Plan Amendments; • Zoning By-law Amendments; • Plans of Subdivision/Condominium; and • Site Plan Control 2. This By-law shall come into force and take effect on the day of the final passage thereof. READ A FIRST AND SECOND TIME THIS _ DAY OF , 2008. READ A THIRD TIME AND FINALLY PASSED THIS _ DAY OF 2008. PHYLLIS M. MORRIS, MAYOR B. PAN IZZA, TOWN CLERK - 165 GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # Explanatory Note Re: By-law No. 5084-08,D By-law Number 5084-08.1) has the following purpose and effect: To implement Official Plan Amendment No. 69 for the Town of Aurora which permits Council through the passing of a by-law, to require applicants to consult with the municipality before submitting or making requests or applications for amendments to the Official Plan and Zoning By-law or the submission of plans and drawings for approval. This authority was given to municipalities through Bill 51, the Planning and Conservation Land Statute Law Amendment Act, 2006. - 166 - GENERAL COMMITTEE - OCTOBER 21, 20Q& ITEM # NeighbourhoodNetwork Building Better Communities Together September 12, 2008 SEP 2 4 2008 MAYOR'S OFFICE Mayor Phyllis Morris Town of Aurora 1 Municipal Way Aurora, ON L4G 6j1 Dear. Phyllis: Thank you so much for attending our Volunteer Recognition BBQ held at the Town Park this past August 181". It was a shame you could not stay given your previous commitment. I know you value the work of volunteers and understand that recognizing volunteers for the contribution they make to our great community is in the forefront of what we do at Neighbourhood Network. Thank you also for your thoughtful and supportive words you expressed on Rogers television. We all know the difference volunteers make in the community and how much we have come to rely on their efforts throughout the town. At Neighbourhood Network we have partnered with a great number of organizations already and are officially bringing more on board every day. I have enclosed such a partnership contract for you to complete on behalf of the Town of Aurora so that our town can be added to the outstanding list of groups and organizations who are already members. This relationship will providing volunteers Aurora is engaged. Sincerely, Steve Hinder Coordinator allow us to work together. We will be able to assist the Town in and support for the many fantastic projects in which the Town of A Magna for Community Initiative U-� GENERAL COMMITTEE - OCTOBER 21y 2008 ITEM # NeighbourhoodNetwork Building Better Communities Together Neighbourhood Network of Newmarket and Aurora Community/Volunteer Group Support Agreement Agreement between Neighbourhood Network and Town of Aurora The Neighbourhood Network is a Magna for Community initiative, whose objective is to support the neighbourhoods of Newmarket and Aurora by providing volunteers and linking community resources to our associated charities, community groups and agencies. Assistance to community groups, associated charities and agencies can include services that: • work with community organizations to prevent duplication of the valuable volunteer network raise awareness of the need and value of' the volunteer commitment in Newmarket and Aurora by illustrating how volunteers can all help in so many ways • create a "volunteer pool" through advertising, public engagements, focus groups and a web site • match new volunteers with community organizations that meet the desires/abilities of the volunteer • establish a follow up system that "keeps in touch" with our volunteers to get feedback and to recognize and thank volunteers in a personal manner for their help • contact the professions and corporations to establish "mobile groups" that go out to a specific charity/agency and provide the expertise in areas such as accounting, IT, NR, report writing, legal, fundraising and grant applications • ensures volunteers view this as a positive and enjoyable experience given this Is a neighbour helping neighbour program that will benefit all The above referenced community group, charity/agency, or volunteer agrees to abide by the spirit of the terms as described above and the specific intent and detail as described in the appendix of this agreement. Further Town of Aurora agrees to hold Neighbourhood Network free of any claim associated with the provision of volunteers or services (Liability). Tom Taylor - Neighbourhood Network Partner Signature Steve Hinder - Neighbourhood Network Print Name Date signed: A Magna for community Initiative - 168 - GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # Neigh bourhoodNetwork Building Better Communities Together Terms of Agreement Guide - Appendix A If a group requiring volunteers or supporting the Neighbourhood Network initiative: • describe # volunteers required and duties they are needed to perform • of possible) provide requirement for names to be added with specific duty reference to this agreement. • days/hours per week/month expectation • identify contact person responsible for volunteer and for our follow up identify periodic report back on volunteer performance and value to group • identify how volunteer is to be recognized by group and NN + Provide for follow up insertion - evaluation of volunteers named and recognition given • Use Neighbourhood Network link on your web site and allow your link to be used on the Neighbourhood Network site If you are a Volunteer: Identify Volunteer name, address, phone number Identify days/hours per week/month expectation • identify contact person responsible for volunteer and for our follow up • identify agreement for periodic report back on volunteer performance and value to group • identify how volunteer is to be recognized by group and NN Provide for follow up insertion - evaluation of volunteers named and recognition given at end of commitment If you are providing a professional/technical Service: • identify services to be provided • identify who is to provide the service • identify how often tyre service can be provided • identify contact person responsible for NN service provider and for our follow up • identify periodic report back on service provider and value to organization • identify how service provider is to be recognized by group and NN • Provide for follow up insertion - evaluation of service provided and recognition given • Use Neighbourhood Network link on your web site and allow your link to be used on the Neighbourhood Network site If your group requires a Professional/technical service: identify service provider by name + identify service to be provided • identify how often the service is to be provided + identify contact person responsible for NN service provider and for our follow up • identify agreement for periodic report back on service provider and value to organization identify how service provider is to be recognized by group and NN • Provide for follow up insertion - evaluation of service provided and recognition given at end of commitment • Use Neighbourhood Network link on your web site and allow your link to be used on the Neighbourhood Network site. - 169 - GENERAL COMMITTEE - OCTOBER 21, 2008 ITEM # 'tI NeighbourhoodNetwork Building Better Communities Together Appendix "A" Town of Aurora _ and Neighbourhood Network agree to `partner' and enhance the participation of volunteers in Newmarket and Aurora in the following areas: 1: Town of Aurora will refer volunteer inquiries to Neighbourhood Network that they are unable to address, for both those people looking to volunteer in Newmarket and/or Aurora as well as for groups or agencies who are in search of volunteers to assist in their function. 2. Town of Aurora will assist in promoting the Neighbourhood Network concept and services offered by or through the Neighbourhood Network 3. Town of Aurora will assist the Neighbourhood Network in identifying and encouraging among its members those who would volunteer their time to work with community groups and charitable agencies in areas of specific professional and/or technical expertise. 4. The Neighbourhood Network would display a link to Town of Aurora on the Neighbourhood Network web site and Town of Aurora would display the Neighbourhood Network link on the Town of Aurora site. 5. The Neighborhood Network would refer appropriate volunteers to Town of Aurora _ as identified for service areas requested by Town of Aurora _ 6. Town of Aurora agrees to review all volunteer assignments with Neighbourhood Network to recognize the value of the voluntary service with those volunteering. 7. Neighbourhood Network Ambassadors and Town of Aurora contact person agree to review the terms of this agreement and effectiveness of the partnership annually. 8. From time to time, representatives of Town of Aurora would be invited to attend special events put on by the Neighbourhood Networkto highlight this partnership and the successes accomplished. Neighbourhood Network: Form 007-08 September 8, 2008 - 170 - GENERAL COMMITTEE - OCTOBER 21, 2008 t ITEM # 14- 5 Name of Group Address 'sown Phone _ Website Main Contact Phone Back Up Contact NeighbourhoodNetwork Building Better Comniunities Together Community Group Information Sheet Email Phone ___-_ Email Summary of organization (i.e., mission, goals) Postal Code Fax Please return to: NEIGHBOURHOOD NETWORK 14996 YONGE STREET, AURORA, ON L4G 1 M6 PHONE: 905-726-3737 FAX: 905-726-9779 Neighbourhood Network: Form 004-08 September 8, 2008 - 171 - ADDITIONAL ITEMS TABLED FOR GENERAL COMMITTEE MEETING Tuesday, October 21, 2008 ➢ Closed Session - Town -owned Leslie Street Lands