AGENDA - Special General Committee - 20080714SPECIAL GENERAL COMMITTEE
AGENDA
NO.08-28
MONDAY, JULY 14, 2008
7:00 P.M.
Council Chambers
COUNCIL CNAMBERS
AURORA TOWN NALL
PUBLIC RELEASE
10/07/08
TOWN OF AURORA
SPECIAL GENERAL COMMITTEE MEETING
AGENDA
NO. 08-28
Monday, July 14, 2008
7:00 p.m.
Council Chambers
Mayor Morris in the Chair
I DECLARATIONS OF PECUNIARY INTEREST
II APPROVAL OF AGENDA
RECOMMENDED:
THAT the agenda as circulated by the Corporate Services Department be
approved.
III DELEGATIONS
IV ITEMS REQUIRING SEPARATE DISCUSSION
V CLOSED SESSION
Personal Matter
RECOMMENDED:
THAT General Committee resolve into a Closed Session to consider a
personal matter about an identifiable individual.
VI ADJOURNMENT
Special General Committee Meeting No. 08-28 Page 2 of 2
Monday, July 14, 2008
AGENDA ITEMS
1. PL08-061 -Downtown Secondary Plan pg. 1
RECOMMENDED:
THAT the attached Draft Terms of Reference for the comprehensive
review and preparation of a Secondary Plan for the Downtown be
approved; and
THAT staff initiate a Request for Proposal process to retain the required
consultants to undertake the downtown secondary planning process
subsequent to the completion and Council approval of the Terms of
Reference; and
THAT an Ad Hoc Advisory Committee be established to provide guidance
to staff and the consultants during the downtown secondary planning
process study.
2. Council Priority List
Building Administration pg. 7
Chief Administrative Officer pg. 9
Corporate Services pg. 24
Financial Services pg. 29
Central YorkFire Services pg. 31
Leisure Services pg. 33
Planning & Development Services pg. 44
Public Works pg. 51
Other— Region, Council, PowerStream pg. 58
Timeline Chart pg. 58
RECOMMENDED:
THAT the Committee provide direction on this matter.
SPECIAL GC - JULY 14, 2008
ITEM#1-1
/ TOWN OF AURORA
AUR_URA GENERAL COMMITTEE No. PL08-061-
SUBJECT: Downtown Secondary Plan
FROM:. Marco Ramunno, Director of Planning and Development Services
DATE: June 17, 2008
RECOMMENDATIONS
THAT, the attached Draft Terms of Reference for the comprehensive review and
preparation of a Secondary Plan for the Downtown be approved, and
THAT, Staff initiate a Request for Proposal process to • retain the required
consultants to undertake the downtown secondary panning process subsequent to
the completion and Council approval of the Terms of Reference, and
THAT, an Ad Hoc Advisory Committee be established to provide guidance to staff
and the consultants during the downtown secondary planning process study.
BACKGROUND:
The Town of Aurora Strategic Plan and Business Plan indicate that the Chief
Administration Office shall:
Review and update government program initiatives to revitalize private and
public properties and buildings, including the downtown core; and
That, the Planning Department shall:
Undertake a Secondary Plan far the Downtown, historic core that will include
revitalization strategies, beautification initiatives, and cultural opportunities.
I.n addition, the Planning Department is also in the process of working with interested
parties to consider the initiation of a heritage conservation district study for the Southeast
quadrant of Old Aurora. On November 12, 2007, a public information meeting was held at
St. Andrew's Presbyterian Church Hall to consider the possibility of initiating a heritage
conservation district study (Under Part V of the Ontario Heritage Act) for the Southeast
quadrant of Old Aurora. Goals of the meeting included the determination of community
interest in the heritage conservation district concept, seeking input with respect to the
delineation of a potential heritage district study area boundary and answering questions
from the public.
. 1 -
SPECIAL GC - JULY 14, 2008
ITEM # 1 - 2
June 17, 2008 -2- Report No. PL08-061
Furthermore, the Council of the Town of Aurora has proclaimed 2008 as the year of the
celebration of Arts, Culture and Heritage in Aurora.
COMMENTS:
Report PL08-O42 was presented to General Committee on May 20, 2008 in order to
proceed with a combined Downtown Secondary Plan and Heritage Conservation District.
Study. However, based on comments received it appears that combining the two studies
causes complications and may delay one or more components of the studies. Therefore it
is suggested that the two studies be completed separately. The Downtown Study
recommendations are outlined within this report and an additional report pertaining to the
Heritage Conservation District will be presented to General Committee in the near future.
The success of the Downtown revitalization is largely dependant upon input from the
residents, business owners and other stakeholders within the area. As such, it is important
to ensure that vision for the area is developed in cooperation with the various interested
parties. This can be achieved through public open houses, workshops and formal public
planning meetings. Therefore public involvement should be one of the key aspects of the
downtown secondary plan.
In addition, it is suggested that an ad hoc committee be established to guidethe secondary
plan process. The Ad Hoc Advisory Committee may consist of representative(s) from
Planning and CAO Department Staff (Economic Development), retained consultant(s),
Region of York, Chamber of Commerce, Heritage Advisory Committee, Arts and Culture
Advisory Committee, Economic Development Adviso ry Committee, Environmental Advisory
Committee, Council Member(s), the Library Board and Downtown merchants. It should
however be noted that, the roles of the tepresentatives may be scoped and certain
meetings/workshops may not require attendance of all the members. Furthermore it is
suggested that invites go out to all the above committees/organizations and participant
status by determined internally by each committee/organization.
The actual secondary plan. and related studies will be completed by the retained
consultant(s) based on the recommendations of the Ad Hoc Committee and Council.
Staff have prepared a draft terms of reference (see Appendix 1) for consideration and upon
finalization may be utilized for the Request for.Proposal process required to retain the
consultants(s). These terms of reference will be utilized as a starting point and it is
anticipated the public process along with the ad hoc committee meetings will further
enhance the terms of reference and additional benefits may be determined.
'In order for the downtown secondary plan to be a success, the Implementation component
must be realistic over the short and long terms. One aspect of this is to achieve "quick
fixes" to jump start the revitalization of the downtown. In this regard the secondary plan
should liaise with the economic development committee pertaining to the disposition of the
grant monies received from Whitwell Developments Limited.
-2-
SPECIAL GC - JULY 14, 2008 ITEM # 1 - 3
June 17, 2008 - 3 - Report No. PL08-061
OPTIONS:
Option 1. As stated in the recommendation of this report.
Option 2. Council may direct Staff to report back on any changes they feel are
necessary, prior to the approval of the Terms of Reference
FINANCIAL IMPLICATIONS:
The Town's 2008 capital budget includes funding in the amount of $70,000 for the
Downtown Secondary Plan. The total cost of the project will be determined through the
Request for Proposal process.
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
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 131: Plan for the future to continue controlled and well -planned growth
CONCLUSIONS
Upon completion of a Terms of Reference and approval by Council, a Request for
Proposal process will be initiated and consultants retained to work with the ad hoc
committee, stakeholders and Council to complete the study. The timelines for completions
of the study will be set out within the Terms of Reference. In addition, the Terms of
Reference will set out the requirement for public open houses, public meetings and
presentations to Council during the various stages of the study.
Attachments
Appendix 1 — Draft Terms of Reference
-3-
SPECIAL GC - JULY 14, 2008 ►TEM # 1-4
June 17, 2008 -4- Report No. PLO8-061
PRE -SUBMISSION REVIEW
Management Team Meeting — June 4, 2008
Prepared by: Jim Kyle, Manager of Policy Planning Extension 4345
Marco Ra p no, CIP, RPP
Director of Planning and Development
Services
-4-
John S. Rogers
C.A.O
SPECIAL GC - JULY My 2008 ITEM # 1 - 5
June 17; 2008 -5- Report No. PL08-061
Appendix 1
Draft Terms of Reference
Downtown Aurora Secondary Plan
The Town of Aurora Council in conjunction with the Strategic Plan has
recommended that a Study be completed to:
"Review and update government program initiatives to revitalize private and
public properties and buildings, including the downtown core; and
Undertake a Secondary Plan forthe Downtown, historic core that will include
revitalization strategies, beautification initiatives, and cultural opportunities."
Study Components
1.0 Background review
• Existing land use policies (local and regional)
• Review of other successful downtowns
• Vacant lands and buildings
• Commercial inventory
■ Existing Traffic/Parking Constraints
• Limits of the study area
• Review of Incentive programs and grants and tax relief potential
1.1 Public involvement
• Questionnaires to be prepared, distributed and analyzed
• One Open House
One Workshop
1.2 Deliverables
• Background Report and Vision Statement
2.0 Components of the Secondary Plan
2.1 Guidelines/Studies/Review
• Urban Design/Streetscape Improvements Guidelines
• Fagade Improvement Recommendations
• Traffic[Parking/Transit/Pedestrian Study
-5-
SPECIAL GC - JULY 14, 2008
ITEM # 1 - 6
June 17, 2008 - 6 - Report No. PL08-061
• Heritage Review
• Land .use provisions including height, density, intensification potential
• Implementation Strategy
2.2 Issues to be considered when completing studies
• Sustainabifity/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
2.3 Public Involvement
Formal Public Planning Meeting
2.4 Deliverables
• Options Report
• Final Report / Implementation Strategy
• Secondary Plan Policies
Notes: During the review certain short term priority projects may be
identified and scheduled to proceed prior to the completion of
secondary plan policies and overall implementation.
GC -JJUI 11 My 2008 ITEM #2 Building - 1
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SPECIAL GC - JULY 145 2008 ITEM #2 Building - 2
Council Priority # 10
Building Department
2008 Council Priorities
Customer Service Program
Goal: To review existing customer services units and customer service delivery
and identify opportunities for improvements
Date Prepared: January 2008
Assigned To: Building Department
Cooperating Department: Corporate Services
Pending List Number: N/A
Deliverable
Date
status
Committee formed
February/08
complete
Develop Terms of Reference
March 18, 2008
complete
Report to General Committee
Re: Terms of Reference and Workplan
April 1, 2068
complete
Develop and conduct internal survey
April 30, 2008
complete
Develop external survey
June 30, 2008
Under-
way
Report to Council
Re: Approval of external survey
July 15, 2008
pending
Conduct Survey
August 30, 2008
pending
Consider options for customer
service model
September 19,
2008
pending
Report to General Committee
Re: Results of survey and direction
October 7, 2008
pending
Develop Customer Service Strategy and
Standards
TBD
pending
Identify Next Steps
TBD
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ITEM #2 Administration - 1
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SPECIAL GC - JULY 14, 2008 ITEM #2 Administration - 2
Council Priority # 2
Administration - CAO
2008 Council Priorities
Department Structure
Goal: To review the current corporate organizational structure to determine if
there is a need for organizational change and if necessary develop and
implementation strategy.
Date Prepared: November 2007
Assigned To: Administration - GAO
Cooperating Departments: ALL
Pending List Number: N/A
Deliverable
Due Date
status
1. Formation of Senior Management Staff to review
Terms of Reference
April 16/ 08
Complete
2. Draft RFP
April 29108
Complete
3. Form Staff Committee
Jul 30/08
4. Report to Council
May 20/08
GC
Complete
5. Issue RFP
May 30/08
_
Complete
6. RFP close
June 21/08
Complete
7. Evaluation completion
August 5/08
8. Report to Council regarding appointment of
consultants _
August 12/08
Council
9. Appoint consultants_
August 13/08
Council
LL
10. Project completion date
End of
December/08
11. Report to Council
January/09
-10-
SPECIAL GC - JULY 14, 2008 ITEM #2 Administration - 3
Council Priority # 3
Administration - CAO
2008 Council Priorities
Governance — wards/number of Councillors
Goal: To determine governance issues such as ward systems, number of
Councillors, Regional representation, Committee structure, Council/Staff
relationships etc.
Date Prepared: November 2007
Assigned To: Administration - CAO
Pending List Number: N/A
_Deliverable
Due Date
status
1. Budget aroval of consultants costs
March/09
2. Establish Steering Committee
April/09
3. Terms of Reference
May/09
4. RFP for consultants
Ma /09
5. Consultant selection
June/09
6. Project start
Jul /09
7. Report to Council
November/09
-11-
SPECIAL GC - JULY 145 2008 ITEM #2 Administration - 4
Council Priority # 4
Administration - CAO
2008 Council Priorities
Executive Committee
Goal: To determine if an Executive Committee should be formed and
implementation of an Executive Committee structure if deemed appropriate
Date Prepared: January 2008
Assigned To: Administration - CAO
Pending List Number: N/A
Deliverable
Due Date
status
1. Council deliberation regarding need for an
Executive Committee
August/08
2. If desired, research different forms of municipal
Executive Committees
September/08
3. Report to Council
October /08
4. Implementation
November/08
-12-
SPECIAL GC - JULY 14, 2008 ITEM #2 Administration - 5
Council Priority # 5
Administration - CAO
2008 Council Priorities
Filling Senior Staff
Goal: To have a full complement of Senior Management Team.
Date Prepared: April 2007
Assigned To: Administration - CAO
Pending List Number: N/A
Deliverable _ Due Date status
1. Recruit Town Solicitor July/08
2. Recruit Corporate Services Director November/08
-13-
SPECIAL GC - JULY 14, 2008 ITEM #2 Administration - 6
Council Priority # 12
Administration — Economic Development
2008 Council Priorities
Business Development Strategy
Goal: The business development strategy directly supports the Economic
Development Strategy (2003) and Aurora's Strategic Plan
Date Prepared: April 22, 2008
Assigned To,: Administration — Economic Development
Pending List Number; N/A
Deliverable
Due Date
status
Review development applications
May to
Ongoing
December/08
Investigate commercial downtown core
September to
programs/initiatives
December/08
EDO Corporate Calls -- proactive and reactive
May to
Ongoing
December/08
Host business information meeting/seminars
May to
December/08
Targeted Marketing Plans — consultant's final
September/08
Consultant
report
has been
hired
Development of target sector marketing materials
October to
December/08
EC DEV Web Site redesign (partial)
September to
December/08
New Community Profile - completion
July/08
At printers
York Region Bus Tour
October/08
Update York region and OIS web sites
August to
Made
October/08
changes
for York
Region's
website
- 14-
SPECIAL GC - JULY 14, 2008 ITEM #2 Administration - 7
Council Priority # 13
Administration — Economic Development
2008 Council Priorities
404 Signage
Goal: To Provide a major gateway sign into Aurora
Date Prepared: April 22, 2008
Assigned To: Administration — Economic Development
Cooperating Department: Leisure Services
Pending List Number: N/A
Deliverable
Due Date_
status
Review Consultants Conceptual Plan and Cost
Estimates
April/08
Completed
Adhoc Committee Meeting to review plans/estimates
and decide course of action
May/08
Council
approved
June/08
Preparation of RFQ's
July/08
Implementation of sin
October/08
-15-
SPECIAL GC - JULY 14, 2008 ITEM #2 Administration - 8
Council Priority # 14
Administration — Economic Development
2008 Council Priorities
Downtown ImprovementMhitwell. Funds
Goal: To Encourage Development in the Downtown Core,
Date Prepared: April 22, 2008
Assigned To: Administration — Economic Development
Pending List Number: N/A
Deliverable Due Date status
Downtown Secondary Plan August /08 Terms of
Reference
being re-
drafted
Deliberations with EDAC November/08
-16-
SPECIAL GC - JULY 14, 2008 ITEM #2 Administration - 9
Council Priority # 15
Administration _ Economic Development
2008 Council Priorities
Habitat for Humanity -Home
Goal: To identify a possible location within Aurora
Date Prepared: April 24, 2008
Assigned To: Administration - GAO
Cooperating Departments: Planning and Administration - Economic Development
Pending List Number: NIA
Deliverable Due Date status
Researching' Location — Planning working with Ongoing
Habitat
-17-
SPECIAL GC - JULY 14, 2008 ITEM #2 Administration - 10
Council Priority # 17
Administration - CAO
2008 Council Priorities
Former Jack Woods Property — 95 Allaura Blvd.
Goal: To sell 95 Allaura Blvd.
Date Prepared: August 2007
Assigned To: Administration — CAO
Cooperating Department — Leisure Services
Pending List Number: AD4
Deliverable
Due Date
status
1. RPP for Real Estate Services
Ma /08
Com leted
2. Determination of location of Community
Gardens
August/08
3. Selection of Real Estate Agent
Au ust/O8_
4. Sale of property offer
October/08
_
5. Closing of property
December/08
-18-
SPECIAL GC - JULY My 2008
Administration - CAO
2008 Council Priorities
Sale of Leslie Street Lands
Goal: Sell Leslie Street lands
Date Prepared: September 2006
Assigned To: Administration - CAO
Pending List Number: AD11
ITEM #2 Administration - 11
Council Priority # 18
Deliverable Due Date status
1. Instructions from Council regarding method of July/08
proceeding _
2. Acceptance of offer September/08
3. Closing transaction December/08
- 19-
SPECIAL GC - JULY 14, 2008 ITEM #2 Administration - 12
Council Priority # 19
Administration - CAO
2008 Council Priorities
2C Lands -- Implications of developing for recreational
use
Goal: To determine the implications of developing 2C lands for recreational use
Date Prepared: November 2007
Assig.ried To: Administration - CAO
Cooperating Department: Leisure Services"
Pending List Number: B15
Deliverable
Due Date
status
1. Director of Planning & Development and the Town
Solicitor prepare a report regarding the implications of
using the 2C lands prior to the development of the
Secondary Plan (PL08-005 — Stewart Burnett Park)
December
4/07
Complete
2. Director of Leisure Services to.provide a report
regarding the net operating cost and participation of
the preschool program
Complete
3. LS08-024 — Development of One Senior Baseball
Facility
April 22,
2008
Complete
4. Conceptual Design of Burnett Park
August
2008
5. LSAC Review
September
2008
6. Budget Approval
October
2008
-20-
SPECIAL GC - JULY 14, 2008 ITEM #2 Administration - 13
Council Priority # 30
Administration -- Communication and Marketing
2008 Council Priorities
Downtown Improvements Communications Plan
Goal: To implement a communications plan to inform stakeholders of the planned
improvements to the Aurora downtown core
Date Prepared: April 22, 2008
Assigned To: Administration -Communications and Marketing
Pending List Number: NIA
Deliverable
Due Date
status
Meet with CAO and Director of Planning to
April 23
Complete
discuss project plan
Develop framework for communications plan —
May 21
Pending
outlining all possible tactics for communicating
with stakeholders.
First draft review by SMT
Meet with Planning staff to determine project
Week of July
milestones and outline in communications plan
22
Provide second draft of communications plan for
August 6
SMT review
Continue to meet with planning staff to ensure
Month of Aug.
updates are made to plan based on
implementation of project plan
Make revisions to plan based on Council feedback
Week of Aug.
and planning staff updates
18
Provide SMT with third draft for review and
Aug. 27
comment
Provide Council with final draft for review
Sept. 2
Finalize plan based on Council feedback
Week of Sept.
8
Begin Implementing plan
In conjunction
with
Improvement
milestones
-21-
SPECIAL GC - JULY 14, 2008 ITEM #2 Administration - 14
Council Priority # 31
Administration — Communications and Marketing
2008 Council Priorities
Implementation of Notice Board Contract .
Goal: To implement a medium -term contract for the Town Notice Board
Date Prepared: October 13, 2007
Assigned To: Administration - Communications and Marketing
Pending List Number: AD3
Deliverable
Due Date
status.
Issued Notice Board RFP
Feb. 1
Complete
RFP Closed
Feb. 26
Complete
Issuing 'Best and Final Offer" to vendors who
answered RFP *
August
Pending
Best and Final Offer proposals due
May 23
Pending
Evaluation panel will evaluate submissions
May 30
Pending
Draft council report to G.C.
September
Pending
Council Decision
September
Pending
Execute contract with successful vendor
October
Pending
*When staff issued the RFP on February 1st, prior to final budget approval, the
amount designated for the Notice Board in the RFP was $45,000 - $601,000,
Council then made a decision to decrease the advertising budget to $33,000 and
staff issued an addendum to the RFP, indicating that submissions were to be
based on the new budget amount.
Council agreed in a subsequent meeting, to increase the advertising budget to
$60,000.
Staff met and made a decision to hold the submissions until final budget approval
and after that time, offer the vendors whom submitted proposals, an opportunity
to come back to the Town with their best and final offers, based on the new
budget amount.
-22-
SPECIAL GC - JULY 14, 2008
ITEM #2 Administration - 15
Mayor and Councillors
Council Priorities 2008
Second Regional Representation
Council Priority # 40
Goal: Research the need for a second Regional Representative and develop a
strategy for obtaining the appropriate approvals
Date Prepared: October 13, 2007
Assigned To: Mayor
Cooperating Department: Administration - CAO
Pending List Number: NB13
Deliverable Due Date status
1. Information Report August/
Se tember/08
2. 'Resolution of Council September/08
-23-
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ITEM #2 Corporate Services - 9
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SPECIAL GC - JULY 14, 2008 ITEM #2 Corporate Services - 2
Council Priority # 7
Corporate Services
2008 Council Priorities
Replica Handgun By-law
Goal: To introduce new regulations to prohibit the sale of replica handguns to
minors.
Date: March 6, 2007
Assigned to: Corporate Services Department
Pending List Number: CS4
Deliverable
Date
status
Preliminary report. CS07-013 and draft by-law was
resented to Council.
Mar. 6/07
Matter was deferred back to staff for further review
and input from other municipalities in the Pegion as
well as the York Region Police Dept.
Matter still under review with other by-law
enforcement staff from surrounding municipalities.
Report to be presented to Council.
_
TJuly 15/08
_
-25-
SPECIAL GC - JULY 14, 2008 ITEM #2 Corporate Services - 3
Council Priority # 8
Corporate Services
2008 Council Priorities
Newspaper Boxes
Goal: To introduce regulatory measures to control the location and number of
newspaper distribution boxes in Town..
Date: July 10, 2006
Assigned to: Corporate Services Dept.
Pending List Number: CS2
Deliverable
Date
status
Preliminary report CS08-012 presented to General
Committee
Mar 18/08
Meeting with newspaper company representatives
May/08
Confirm agreement with Creative Outdoor
Advertising for newspaper corrals
May /08
Council approved project and final report and
enacted by-law
June 24
/08
Completed
Installation of newspaper corrals
July to
Oct 2008
-26.
SPECIAL GC - DULY 145 2008
Corporate Services
2008 Council Priorities
Code of Conduct
ITEM #2 Corporate Services - 4
Council Priority # 9
Goal: To introduce new Code of Conduct for Members of Council and
Committees.
Date: September 11, 2007
Assigned to: Corporate Services Department
Pending List Number: CS7
Deliverable
Date
status
Preliminary report CS07-034 presented to General
Committee
Sept. 4/08
Item deferred for review by a citizens committee.
Sept. 4/08
Council reintroduced issue as part of the Council
Priority List
Mar. 4108
Revised report and Codes to be represented to
General Committee
May 6/08
Codes of Conduct and enacting by-law approved by
Council
June
24/08
Completed
Additional report regarding the appointment of a
Integrity Commissioner to be presented to Council
Aug 12108
- 27 -
SPECIAL GC - JULY 14, 2008
Corporate Services
2008 Council Priorities
Pesticide By-law
ITEM #2 Corporate Services - 5
Council Priority # 117
Goal: To introduce new regulations to prohibit use of cosmetic pesticides on
properties.
Date: May 21, 2005
Assigned to: Corporate Services Department
Pending List Number: EAC7, EAC43
Deliverable
Date
status
Preliminary report and draft by-law was presented to
the Environmental Advisory Committee.
Dec. 107
Public information meetings were convened at the
Town Hall in March /08 to receive input from the
public.
Mar. /08
Revised report incorporating suggestions presented
at the public information meetings, to be presented to
LAC.
May 1/08
Report and proposed by-law to be presented to
General Committee.
May 20/08
Council deferred by-law and requested staff to
consider comments from delegates and present a
report to the next Environmental Committee
May 27/08
Environmental Committee directed that revised report
and by-law be referred directly back to Council.
June 5108
Report and by-law to be presented again back to
Council
_
Aug. 12/68
GC
ITEM #2 Financial Services - 1
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SPECIAL GC - JULY 14, 2008 ITEM #2 Financial Services - 2
Council Priority # 1
Financial Services
2008 Council Priorities
Scanlon Court Operations Centers expansion/hydro
building usage / Town Hall
Goal: To complete the space needs study and recommend the future space
needs for Operations and recommend direction for Former Hydro Building
and Town Hall
Date Prepared: December 4, 2007
Assigned To: Financial Services
Cooperating Departments: Public Works
Pending List Number: B9, CP3
Deliverable
Due Date
status
Council Re ort Written by Finance
Mar 18
complete
Councilapprove recommendations
Mar 25
complete
Draft. Space Needs terms of reference
April 10
drafted
PFP for services process completion
May 1
Review submissions and draft award
recommendation
May 15
Submit to SMT agenda for May 21
Jul 2
corriplete
GC- Space Planner Award Report
July.15
Council- Space Planner Award Report
July 15
Consultant project start
Jul 21
Data gathering
Aug 15
Field investigations and staff interviews with council
facility tour
Sep 1
Draft report on space needs
Sep 10
Stakeholder workshop_ (present info to staff
Se 19
_Facil y space configuration options report
Stakeholder and council presentation
23
----Sep
Draft report for staff review
Sep 30
Presentation to council o_ n draft recommendations
Oct 7
Final report submission
Oct 21
Final recommendations to council for endorsement
Oct 28
-30-
Oc.Vu k14 2008 ITEM # FireServices - I
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SPECIAL GC - JULY 14, 2008
ITEM #2 Fire Services - 2
Council Priority # 6
Central York Fires Services — Joint Committee of
Council
2008 Council Priorities
Fire Protection - Prevention
Goal: Review the Master Fire Services Plan to ensure the currency of the plan to
the end of the year 2001 and to add an additional five years to the plan
taking it out to the year 2016.
Date Prepared: April 22, 2008
Assigned To: Master Fire Plan Steering Committee and Central York Fire
Services
Pending List Number: N/A
Final Master Fire Plan report
-32-
Due
ongoing
'Cid
ITEM #2 Leisure Services - 1
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SPECIAL GC - JULY 14, 2008
Leisure Services
2008 Council Priorities
Victoria Square — Short Term (Interim)
Goal: Current use of Building
Date Prepared: April 24, 2008
Assigned To: Leisure Services
Pending List Number: N/A
ITEM #2 Leisure Services - 2
Council Priority # 20
Deliverable I Due Date Status
Former Seniors Centre permitted to
Providence Learning Centre
Former Library is being permitted fo.
& SOYRA IAu ust/06
g
August/06
WLID
ongoing
ongoing
SPECIAL GC - JULY 14, 2008
Leisure Services
2008 Council Priorities
Victoria Square — Long Term
ITEM #2 Leisure Services - 3
Council Priority # 21
Goal: To Recommend the Future Uses of the Former Library and
Seniors Centre
Date Prepared: April 24, 2008
Assigned To: Leisure Services
Pending List Number: N/A
Victoria Square
Due Date
Q4 Awaiting Downtown Revitalization Report
n third auarter.
-35-
SPECIAL GC - JULY 14, 2008
Leisure. Services
2008 Council Priorities
Parks & Recreation Master Plan
ITEM #2 Leisure Services - 4
Council Priority # 22
Goal: Review and Development of the Parks and Recreation
Master Plan
Date Prepared: October 13, 2007
Assigned To: Leisure Services
Pending List Number: B1
Deliverable
Due Date
Status
Award of Consultant
Provision of Background
Material
April 22, 2008
Complete
Initial Meeting with Leisure
Services Advises Committee
May 15, 2008
Complete
Phase I —Existing Conditions
and Emerging Trends
June 20, 2008
Complete
Phase II — Plan Development
July 25, 2008
Meeting with LSAC
Au ust 21, 2008
Phase III — Plan Finalization
September
2008
-36-
SPECIAL GC - JULY 14, 2008
Leisure Services
2008 Council Priorities
Pricing Policy
Goal: To Develop a New Pricing Policy
Date Prepared: Apri124, 2008
Assigned To: Leisure Services
Pending List Number: NIA
ITEM #2 Leisure Services - 5
Council Priority # 23
Deliverable
Due Date
Status
Award of Contract
March 25, 2008
Complete
Initial meeting with Leisure
Services Advisory Committee
April 17, 2008
Complete
Phase I — Project start-up and
secondary research
May 2, 2008
Complete
Phase li — Public Consultation
and Primary Research
May 30, 2008
Complete
Phase III —Financial Analysis
June 20, 2008
Complete
Meeting with LSAC
August 21, 2008
Phase IV — Strategy
Development &
_Implementation
September 2008
-37-
SPECIAL GC - JULY 145 2008 ITEM #2 Leisure Services - 6
Council Priority # 24
Leisure Services
2008 Council Priorities
Community Wildlife Park Master Plan
Goal: Needs to be defined by EAC
Date Prepared: July 24, 2006
Assigned To: Leisure Services
Pending List Number: EAC 39
Deliverable
Due Date
status
EAC to verify clear expectations of project
Set 2008
Staff report on work plan for project (SMT)Sept
24
Staff report on work plan for project (GC)
Oct 1
Staff report on work plan for project (Council)
Oct 14
Notes:
• This has been proposed as a priority 2 item for EAC and will be reviewed
at its May. meeting. Future tasks will be defined through EAC to assist in
determining goals and direction.
• PW involved through EAC, Leisure Service Priority
-38-
SPECIAL GC - JULY 14, 2008
Leisure Services
2008 Council Priorities
ITEM #2 Leisure Services - 7
Council Priority # 25
Lake Simcoe Region Conservation Authority — Bank
Rehabilitation
Goal: To Assist LSRCA in Improving the Water Quality of the
Lake Simcoe Watershed
Date Prepared: April 24, 2008
Assigned To: Leisure Services
Pending List Number: NIA
Deliverable Due Date Status
On -Line Pond Removal September 2008 Ongoing
-39-
SPECIAL GC - JULY 143,2008
Leisure Services
2008 Council Priorities
Aurora Heritage Centre
ITEM #2 Leisure Services- 8
Council Priority # 26
Goal: To Renovate 22 Church Street into a Heritage Centre
Date Prepared: February 12, 2008
Assigned To: Leisure Services
Pending List Number: B58
Deliverable
Due Date
Status
Selection of Architect
Complete
Approval of Design
Complete
Approval of Budget
Complete
Award of Tender
Complete
Construction
September/08
Ongoing — Schedule to be
Complete
September 2008
Open of Centre
-by
Subject to recommendation in
Novita Report
-40-
SPECIAL GC - JULY My 2008
Leisure Services
2008 Council Priorities
Petch House
ITEM #2 Leisure Services - 9
Council Priority # 27
Goal: To Find Alternative Uses and Restoration of the Petch
House
Date Prepared: . December 11, 2007
Assigned To: Leisure Services
Pending List.Number: B34
Submissions of Budget D". (September 2007
mc+ fn "'. ico Romnve
Fundino Not
-41-
SPECIAL GC - JULY 143,2008
Leisure Services
2008 Council Priorities
ITEM #2 Leisure Services - 10
Council Priority # 28
Trail System
Goal: To Promote Trails within the Town
Date Prepared: February 12, 2008
Assigned To: Leisure Services
Pending List Number: LS16
Deliverable I I Due Date I status
Establishment of a Trails
Committee Reporting to
Leisure Services Advisory
Committee
January 2008 I Complete
ZP'M
SPECIAL GC - JULY 14, 2008
Leisure Services
2008 Council Priorities
Youth Committee
ITEM #2 Leisure Services - 11
Council Priority # 29
Goal: To Establish a New Structure for a Youth Committee
Date Prepared: December 19, 2006
Assigned To: Leisure Services/Councillor Wilson
Pending List Number: NB2
I Deliverable I Due Date I Status
Two (2) Youth Members Selected for Leisure
Services Advisory Committee
-43-
Complete
GC
ITEM #2 Planning - 1
4 m()0 W
-44-
SPECIAL GC - JULY 14, 2008
ITEM #2 Planning - 2
Planning & Development Services
2008 Council Priorities
Council Priority # 32
Heritage District Study for Southeast Quadrant
Goal: Heritage District Study for Southeast Quadrant
Date Prepared: April 24, 2008
Assigned To: Jim Kyle, Manager of Policy Planning
Community Planner
Pending List Number: 57
Deliverable
Due Date
Status
Heritage District Study for Southeast
Fall 2009
2008 Budget Approved
Quadrant
Project
Staff to provide a report to
Council for direction to initiate
study in June/July 2008.
Preparation of Terms of
Reference/Workplan for
Council approval in Fall 2008.
Public Consultation to also
begin in Fall 2008.
-45-
SPECIAL GC - JULY 14, 2008 ITEM #2 Planning - 3
Council Priority # 33
Planning & Development Services
2008 Council Priorities
Monster Home By -Law
Goal: Monster Home By -Law
Date Prepared: April 24, 2008
Assigned To: Fausto Filipetto, Policy Planner
Pending List Number: 58
Deliverable
Due Date
status
Monster Home By-law
July 2008
On March 18/08, Council
referred Staff Report for
further public input and
clarification of proposed
by-law changes. An
additional Public
Planning Meeting was
held in May 2008 to allow
for further public input.
At this -time the draft by-
law was denied by
Council. A separate by-
law specific to the
Hillsview Road.Area will
proceed to Council for
consideration at a future
General Committee
meeting.
-46-
SPECIAL GC - JULY 14, 2008
ITEM #2 Planning - 4
Planning and Development Services
2008 Council Priorities
Council Priority # 34
Downtown Secondary and Revitalization Plan
Goal: Downtown Secondary and Revitalization Plan
Date Prepared: April 24, 2008
Assigned To: Jim Kyle, Manager of Policy Planning
Community Planner
Pending List Number: 59
Deliverable
Due Date
Status
Downtown Secondary and
Fall 2009
2008 Budget Approved
Revitalization Plan
Project
Staff to provide report to
Council for direction to initiate
study in July/August 2008.
Preparation of Terms of
Reference/Workplan for
Council approval Fall 2008.
Retain consultants and
commence study in early
2009. Study to carry over to
2010
-47-
SPECIAL GC - JULY 14, 2008
ITEM #2 Planning - 5
Planning and Development Services
2008 Council Priorities
Council Priority # 35
Fagade Improvement/ Downtown Revitalization
Goal: Prepare a study regarding Fagade Improvement/ Downtown Revitalization
Date Prepared: April 24, 2008
Assigned To: Planning and Development
Cooperating Department: Administration - Economic Development
Pending List Number: N/A
Deliverable
Due Date
Status
2008 Budget Approved Project
April 2008
Complete
Staff to provide report to Council for
July/August
direction to.initiate study
2008
Preparation of Terms of
Fall 2008
Reference/Workplan for Council
approval
January
Retain consultants and commence
2009
study
Downtown Secondary and
2010
Revitalization Plan
SPECIAL GC - JULY 14, 2008
ITEM #2 Planning - 6
Planning and Development Services
2008 Council Priorities
Council Priority # 36
Core Secondary Plan%Downtown Revitalization
Goal: To provide a Core Secondary Plan
Date Prepared: April 24, 2008
Assigned To: Planning and Development
Pending List Number: N/A
Deliverable
Due Date
Status
Budget Approved Project
April 2008
Approved
Staff to provide report to Council for
July/August 2008
direction to initiate study
Preparation of Terms of
Fall 2008
Reference/Workplan for Council
approval
Retain consultants and commence
January 2009
study
2010
Core Secondary Plan
ll�
SPECIAL GC - JULY 145 2008
ITEM #2 Planning - 7
Planning and Development Services
Council Priorities 2008
2C Secondary Plan
Goal: 2C Secondary Plan
Date Prepared: April 24, 2008
Assigned To: Jim Kyle, Manager of Policy Planning
Pending List Number: none assigned
Council Priority # 44
Deliverable
Due -Date
Status
2C Secondary Plan
Adoption
2008 Budget Approved
of final
Project
version of
Secondary
Staff to provide Council with a
Plan late
status report May 2008.
2010.
Seeking direction to prepare
Terms of Reference to
commence study.
-50-
GC
ITEM #2 Public Works - 1
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-51-
SPECIAL GC - JULY 14, 2008
ITEM #2 Public Works - 2
Public Works
Council Priorities 2008
Council Priority # 37
Waste receptacles in the Yonge Street, Wellington
Business district
Goal: To replace existing waste receptacles in the Yonge Street, Wellington
Business district with appropriate 2 stream receptacles.
Date Prepared: December 11, 2007.
Assigned To: Public Works
Pending List Number: PW9
Deliverable
Due Date
Status
Review History of Project
Mar 25
Complete
Meeting with Midpoint International to review product
Mar 27
Complete
Identify Scope of replacement and no. of units
Mar 25
Apr 4 .
Identify suitable products and develop specification
Apr 18
Complete
Procure quotes for product supply of various options
May 16
Complete
Prepare evaluation report and recommended options
with pricing
May 20
Complete
SMT
June 4
GC
June 17
Council
Jun 24
Procure products and delivery
Jun 27
Complete
Installation by staff _
Jun 30
Complete
COMPLETE
Notes:
• Direction to purchase a blend of two products to the upset limit of $10,000.
Purchase additional units based on available Turtle Island Funding of
$5,000
• Assume responsibility for collecting waste from three parks receptacles
along Yonge Street corridor
• Include additional funding in 2009 budget for remaining receptacles
-52-
SPECIAL GC - JULY 14, 2008
ITEM #2 Public Works - 3
Public Works
Council Priorities 2008
EAC 80: Community in Bloom Project
Council Priority # 38
Goal: To develop a financial and implementation plan and set goals for the
various competition categories for communities in bloom so that the volunteer
groups can proceed with a 2009 summer season implementation
Date Prepared: April 10, 2008
Assigned To: Public Awareness Working Group
Pending List Number: EAC 80
Council Priority Reference: Q1/08- Communities in Bloom -Plan
Deliverable
Due Date
status
Confirm Advisory Committee with new Liaison Person
Liaison with Rebecca Beaton)
Jun 30
Complete
Advisory committee to review CiB website information
and criteria
July 31
Planning Workshop 1- identify target areas
August 31
Planning Workshop 2- Develop task/ funds and
resource plan
Sept 31
EAC Endorsement
Oct
meetin
Council Update and 2009 funding request (SMT)
Oct 22
_Council Update and 2009 funding request (GC)
Nov 4
Council Update and 2009 funding request with
resentation .(Council)
Nov 10
Pause until spring
Jan 31
Community awareness cam ai n start February)
On going
Plan Fundraising programs
Feb 31
Registration Deadline
Mar 31/ 09
Execute implementation plan
TBD
Notes:
• At April 2008 EAC Meeting Richard Wizemann was appointed as the
replacement Communities in Bloom Environmental Advisory Committee
Liaison.
• Has been identified as a low priority by EAC for 2008.
• Rebecca Beaton has been identified as prime coordinating contact based
on June 6 EAC discussions.
i14*11
SPECIAL GC - JULY 14, 2008
ITEM #2 Public Works - 4
Public Works
Council Priorities 2008
Council Priority # 39
R4: Yonge St/ Wellington Traffic Congestion (Active)
Goal: To work with the Region to investigate options for improving traffic flow at
this intersection
Date Prepared: March 20, 2008
Assigned To: Jamal
Pending List Number: R4
Council Priority Reference: 2008 no quarter- Yonge St/ Wellington intersection
Deliverable
Due Date
status
Meeting with Mayor Morris to Review Report
April 8
complete
Meeting with York Region to Review Report
Aril 17
complete
Town/Region staff to define clear requirements of
project
May 9
complete
Town draft report for council to direct Region on next
steps
May 16
complete
SMT
May 21
Ma 7
GC
Jun 3
May 20
Council (Recommend Region CAO direct staff to
proceed)
Jun 10
May 27
Meeting with Region to review work program
June 16
_
Region to complete additional traffic analysis and
options
Aug 31
Internal meeting with Mayor to review
Aug 31
Advertise open house
Sept 1-15
Public open house to review methods and options
(Mayor letter inviting public to attend open house)
Sept 15
Report updates
Sept 30
Final Report to SMT
Oct 8
GC with public notice and pre -meeting public forum
Oct 21
Final Council Report__
Oct 28
Notes:
• April 8, concerns raised with report
• Region requested council direction on next steps
• Meeting with .Region to review work plan set for early July.
-54-
SPECIAL GC - JULY 94, 2008
ITEM #2 Public Works - 5
Public Works
Council Priorities 2008
Council Priority # 42
R2, CP5: Traffic Safety issues at Hadley Grange Seniors
Residence (Active)
Goal: TBD
Date Prepared: March 18, 2008
Assigned To: Jamal
Pending List Number: R2
Deliverable
Due Date
status
Meeting with Residents and Region
Apr 11
Complete
Resident commitment to provide written response
with summary of suggestions for improvement
May 30
Complete
Region to respond to resident letter and copy town
June 30
June 12
Region to proceed with St. Johns Sideroad
entrance improvements
Design and Tendering
Aug 31
Construction
Nov 30
Notes:
r Schedule based on Region Information
- 55 -
SPECIAL GC - JULY 14, 2008
ks-6
Council Priority # 43
Public Works
Council Priorities 2008
PW4, CP6: Anti- Whistling at Train Crossings
Goal: To implement an Anti Whistling plan within the Town of Aurora
Date Prepared: March 20, 2008
Assigned To: Jamal
Pending List Number: PW4, CP6
Deliverable
Due Date
status
Staff undertake rail crossing inspections as safety
update
Mar 31
complete
Meeting with Region Staff to review Policy
A r 10
complete
Communicate with all approval agents to determine
requirements for proceeding
May 2
May 6
complete
Consult and secure opinion from Town Legal Dept on
acceptance of liability and exposure of risk
May 23
Prepare.public notice announcement and request for
feedback form
May 6
Complete
SMT
Ma 7
Complete
GC Meeting for approval (presented but referred back
to staff for costing information and revised wording)
May 20
eamplete
Council (Ad wording, approved but costing requested)
complete
June 3 GC- Additional costing memo prepared but
pulled fromagendaRe
tJune3
complete
ion Policy to Region Committee
com lete
Region Policy to Region Council
complete
Post on notice board and web site for public
feedback. Post for Jun 10 and Jun 17, with comments
closing Jun 27
Jun 27
Receive response from GO on their components of
the crossing upgrades
May 23
Prepare cost estimates and implementation plan
May 16
_
SMT
Aug 20
GC _
Sept 2
Council
Se t 9
(Next steps contingent on council outcomes) __
Notes:
• Decision to not proceed with advertising until accurate costing is
developed.
• Review Markham's presentation to Regional Committee on their request
for possible reuse of information.
-56-
SPECIAL GC - JULY 14, 2008
ITEM #2 Public Works - 7
Public Works
Council Priorities 2008
Council Priority # 45
PW9, CP1, EAC 81: Recycling Services in Public Spaces
Goal: To replace existing waste receptacles in the Yonge Street, Wellington
Business district with appropriate 2 stream receptacles.
Date Prepared: March 20, 2008
Assigned To: Peter Horvath
Pending List Number: PW9
Council Priority Reference: Q1/08- Garbage Containers
Deliverable
Due Date
Status
Review History of Project
Mar 25
Complete
Meeting with Midpoint International to review product
Mar 27
Complete
Identify Scope of replacement and no. of units -
Mar 25
Apr 4
Identify suitable products and developspecification
Apr 18
Complete
Procure quotes for product supply of various options
May 16
Complete
Prepare evaluation report and recommended options
with pricing
May 20
Complete
SMT
May 21
June 4
GC
Jun 3
June 17
Council
Jun 10
June 24
Procure products and delivery _
Jun 27
complete
Installation by staff
Jun 30
complete
COMPLETE
Notes:
• Direction to purchase a blend of two products to the upset limit of $10,000.
Purchase additional units based on Available Turtle Island funding of
$5,000.
• Assume responsibility for collecting waste from three parks receptacles
along Yonge Street corridor.
• A total of 4 containers from MidPoint international and 10 containers from
waste wise will be in place prior to the Canada Day Parade.
Next Steps:
• Include additional funding in 2009 budget for remaining receptacles.
Require total of 13 more cans for 2008 at an estimated budget of $15,000.
This will fulfill the recommended count of 27 including three parks
receptacles
- 57 -
GC
ITEM #2 OTHER - 1
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-58-
SPECIAL GC - JULY 44, 2008
ITEM #2 OTHER - 2
Administration - CAO
Council Priorities 2008
Hydro Generation
Goal: To determine suitable hydro generation
Date Prepared: 2005
Assigned To: Administration - CAO
Pending List Number: NIA
Council Priority # 4.6
Deliverable Due Date status
Host a public forum to discuss local power generation April 30I08. Complete
and transformation in Aurora and Northern York
June
Monitor overall RFP of Ontario Power Authority Ongoing
Monitor any local planning applications that may be
made
-59-
SPECIAL GC - JULY 14, 2008 ITEM #2 Timeline - 1