AGENDA - Council - 20080715AGENDA
NO, 08-20
TUESDAY, JULY 15, 2008
CLOSED
SESSION
-
5:30
P.M.
PUBLIC
MEETING
-
7:00
P.M.
COUNCIL CHAMBERS
AURORA TOWN HALL
PUBLIC RELEASE
11 /07/08
/yam
AURORA
TOWN OF AURORA
COUNCIL MEETING
AGENDA
NO. 08-20
Tuesday, July 15, 2008
5:30 p.m.
Council Chambers
I DECLARATIONS OF PECUNIARY INTEREST
ll APPROVAL OF AGENDA
RECOMMENDED:
THAT the agenda as circulated by the Corporate Services Department be
approved as presented.
111 CLOSED SESSION
RECOMMENDED:
THAT Council resolve into a Closed Session to consider the following
matters:
Legal Matter — Auditor's Report on the Tendering/Purchasing Process
Personal Matter — Staff for Aurora Heritage Centre
Legal Matter — Tax Registration of Properties
Property Matter — Leslie St. Lands
Property Matter — Trails Sub -committee proposed land acquisition
Personal Matter — Staff modification Planning Dept.
Legal Matter— Disposition of Unopened Park Street
Personal Matter — Correspondence from Councillor Collins-Mrakas
Legal Matter— Dical Property
Personal Matter — Correspondence from Special Events Committee
Legal Matter — Legal Opinion from J. Murray Davidson of PMLaw
UPON CONCLUSION OF THE CLOSED SESSION, THERE WILL BE A RECESS UNTIL
7:00 P.M. AT WHICH TIME THE REGULAR COUNCIL MEETING WILL BEGIN.
Council Meeting No. 08-20 Page 2 of 12
Tuesday, July 15, 2008
IV OPEN FORUM
V ADOPTION OF MINUTES
Council Minutes of June 24, 2008, Meeting Number 08-18 pg. 1
Special Council - Public Planning Minutes of June 25, 2008, pg. 15
Meeting Number 08-19
RECOMMENDED:
THAT the Council minutes of June 24, 2008, meeting number 08-18 and
the Special Council Public Planning minutes of June 25, 2008 number
08-19 be adopted as printed and circulated.
VI PRESENTATIONS
Canada Day Parade Plaque and Awards - pg. 19
Awarded by Ms Sher St. Kitts and Ms Cynthia Proctor
Vll PUBLIC SERVICE ANNOUNCEMENTS
Vlll DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
IX ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
X DELEGATIONS
a-i) Mr. Brian Arnott of Novita
Re: Item 5 - FS08-030 — Strategic and Business Plan,
Aurora Heritage Centre
a) Ms Carol J. Beaver, Society of York Region Artists (SOYRA) pg. 22
Re: Proposal to Enter into Five Year Lease with the Town
of Aurora
b) Mr. Art Hagopian, Canadian Ethnocultural Council pg. 24
Re: Coalition of Municipalities against Racism and
Discrimination
Council Meeting No. 08-20
Tuesday, July 15, 2008
Page 3 of 12
c) Ms Yvonne Cattrall, Aurora Selkies Swim Club
Re: Equal Opportunity for Use of Aurora Pools
Item 21 - LS08-035 — Pool Allocation Policy
c-i) Ms Nancy Black, Master Ducks Awin & Triathlon Club
Re: Equal Opportunity for Use of Aurora Pools
Item 21 - LS08-035 — Pool Allocation Policy
d) DELEGATION WITHDRAWN
e) DELEGATION WITHDRAWN
pg. 59
pg. 59-a
pg. 61
f) Representative of Smartcentres pg. 61-a
Re: Item 18 - A08-002 — Request for Sign Variance — 15 -135
First Commerce Drive Whitwell Developments Limited
XI CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Xll REGIONAL REPORT
XIII NEW BUSINESS/GENERAL INFORMATION -COUNCILLORS
XIV READING OF BY-LAWS
RECOMMENDED:
THAT the following listed by-laws be given 1st, 2nd and 3rd readings, and
enacted:
5044-08.D BEING A BY-LAW to exempt Blocks 23 pg. 392
and 24, Plan 65M-4037, from the Part
Lot Control provisions as provided in
subsection 50(5) of the Planning Act,
R.S.O. 1990, c.P.13 (as amended).
Mattamy (Aurora) Limited
5045-08.D BEING A BY-LAW to amend By-law No. pg. 393
2213-78, as amended, being the Zoning
By-law of the Town of Aurora.
(Part of Lot 15, Con 2, E.Y.S., D14-10-08)
Brookvalley Developments (AURORA) Ltd.
Council Meeting No. 08-20
Tuesday, July 15, 2008
Page 4 of 12
5046-08.D BEING A BY-LAW to amend By-law No. pg. 396
2213-78, as amended, being the Zoning
By-law of the Town of Aurora.
(69 Wellington Street East - File D14-11-07)
Richard Arnold
5047-08.D BEING A BY-LAW to amend By-law No. pg. 400
2213-78, as amended, being the
Zoning By-law of the Town of Aurora.
(Part of Lot 71, Con 1, E.Y.S., 65M-
2767 D14-09-08) Ballymore Building
(Bathurst) Corp. and Ballymore
Development (Bathurst) Corp.
5049-08.0 BEING A BY-LAW to confirm actions by pg. 403
Council resulting from meeting 08-20
on July 15, 2008.
XV ADJOURNMENT
Council Meeting No. 08-20
Tuesday, July 15, 2008
Page 5 of 12
1
2.
3.
G!
AGENDA ITEMS
General Committee Meeting
Minutes No. 08-26, Tuesday, June 17, 2008
RECOMMENDED:
pg. 62
THAT the minutes of the General Committee Meeting No. 08-26 be
received and the recommendations carried by the committee be approved.
Special General Committee - Audit Committee Meeting
Minutes No. 08-27, Tuesday, June 24, 2008
RECOMMENDED:
pg. 72
THAT the minutes of the Special General Committee - Audit Committee
Meeting No. 08-27 be received and the recommendations carried by the
committee be approved.
ART08-06 - Minutes of Arts and Culture Advisory Committee
Meeting of June 26, 2008
RECOMMENDED:
pg. 74
THAT the Arts and Culture Advisory Committee Meeting minutes from the
June 26, 2008 meeting be received and the recommendations contained
therein be approved.
EDAC08-06 - Minutes of Economic Development Advisory
Committee Meeting of June 12, 2008
RECOMMENDED:
pg. 79
THAT the Economic Development Advisory Committee Meeting minutes
from the June 12, 2008 meeting be received and the recommendations
contained therein be approved.
Council Meeting No. 08-20 Page 6 of 12
Tuesday, July 15, 2008
5. FS08-030 — Strategic and Business Plan, Aurora Heritage Centre pg. 85
RECOMMENDED:
1) THAT the name of the Aurora Heritage Centre be changed to Church Street
School Cultural Centre.
2) THAT the mission of the Cultural Centre be "community engagement through
arts, culture and heritage programming and promotion".
3) THAT the Town establish a non-profit corporation to operate the Church
Street School Cultural Centre.
4) THAT the Town enter into binding agreements with the Non-profit Corporation
for the Provision of Cultural Services, Occupancy Agreement, and an Asset
Management Agreement.
5) THAT the Town hire interim administrative support until the Corporation is
established and appropriate staff can be hired, and
THAT the funds for this position be taken from the 2008 budget established for this operation.
6) THAT the Town proceed with the recruitment of Program Director for the
Church Street School Cultural Centre so that the resumes are available to the
new board upon appointment.
7) THAT, starting in 2009 budget year, the town provide, annually, base funding
in the amount of $340,000 and a building operations budget of $143,000; and
THAT the base funding be increased annually by the lesser of the annual rate
of inflation or 3%.
8) THAT the Town of Aurora provide the non-profit corporation a one time
$50,000 grant to be paid out upon proof of matching corporate donations.
9) THAT the Town adopt this Strategic and Business Plan as the Guiding
Framework for the development of a Cultural Centre.
Council Meeting No. 08-20 Page 7 of 12
Tuesday, July 15, 2008
6. Memorandum from the Director of Corporate Services/Town Clerk pg. 219
Re: Legal Opinion from Mr. George Rust D'Eye of Weir Foulds LLP
(Deferred from Council Meeting - July 24, 2008)
RECOMMENDED:
THAT the memorandum from the Director of Corporate Services/Town
Clerk regarding the recommendations from Mr. George Rust D'Eye of
Weir Foulds LLP be received for information.
7. LS08-032 — Portable Washrooms in Parks pg. 224
RECOMMENDED:
THAT Council authorize the placement of 15 portable washrooms in
various parks; and
THAT additional funds in the amount of $4,800.00 be approved for this
increase in service level for the remainder of the 2008 sports playing
season.
8. LS08-034 — Completion of Nokiidaa Trail Connection pg. 227
RECOMMENDED:
THAT Council receive this report as information; and
THAT Council authorize the Trails Sub -Committee to embark on a public
notification and input process to obtain input from the public on the
location of the proposed Nokiidaa Trail connecting link.
9. FS08-031 — Request for Proposal for Space Planner, Town Buildings pg. 233
RECOMMENDED:
THAT the firm of Mayhew & Associates Inc. be awarded the contract as
Space Planner for a contract price of $49,850 plus disbursements.
10. CS08-028 — Regulate the Sale and Possession of Replica Firearms pg. 239
RECOMMENDED:
THAT staff report CS08-028 be received for information, and that no
further action be taken at this time.
Council Meeting No. 08-20 Page 8 of 12
Tuesday, July 15, 2008
11. PW08-030 — Award of Tender PW2008-26 for the Removal and pg. 245
Replacement of Concrete Sidewalk at Various Locations
in the Town of Aurora
RECOMMENDED:
THAT Tender PW2008-26 — For the Removal and Replacement of
Concrete Sidewalk at Various Locations in the Town of Aurora be
awarded to Vaughan Paving Ltd. in the amount of $53,750.00, excluding
GST; and
THAT Council authorize the Mayor and Municipal Clerk to execute the
Form of Agreement between the Town of Aurora and the successful
bidder, for the removal and replacement of concrete sidewalks for a three
year term ending December 31, 2010.
12. PW08-031 — Status Update on the Regional Transportation Plan pg. 254
for the Greater Toronto and Hamilton Area- Prepared
by Metrolinx
RECOMMENDED:
THAT Council receive report PW08-031 regarding the Regional
Transportation Plan. .
13. PL08-074 — Zoning By-law Amendment Application pg. 259
Removal of Holding (H) Provision
Brookvalley Developments (AURORA) Ltd.
Part of Lot 15, Concession 2, E.Y.S.
File D14-10-08 (Ref: D12-05-02A)
RECOMMENDED:
THAT Council enact By-law 5045-08.D to remove the Holding (H)
provision from Lots 1-75 inclusive within the Brookvalley Subdivision
being Part of Lot 15, Concession 2, E.Y.S. to allow the subject lands to be
developed for residential purposes.
Council Meeting No. 08-20
Tuesday, July 15, 2008
Page 9 of 12
14. PL08-075 — Zoning By-law Amendment Application pg. 268
Removal of (H) Holding Provision
Ballymore Building (Bathurst) Corp. and Ballymore
Development (Bathurst) Corp.
Part of Lot 71, Concession 1, E.Y.S., 65M-2767
File D14-09-08 (Ref: 1312-04-1A)
RECOMMENDED:
THAT Council enact By-law 5047-08.D to remove the Holding (H)
provision from Lots 1-27, inclusive, within the Ballymore Building
(Bathurst) Corp. and Ballymore Development (Bathurst) Corp Phase 2
Subdivision being Part of Lot 71, Concession 1, E.Y.S., 65M-2767 to allow
the subject lands to be developed for residential purposes.
15. PL08-076 — Application for Exemption from Part Lot Control pg. 276
Mattamy (Aurora) Limited
Plan 65M-4037 — Blocks 23 and 24
File D12-PLC-01-08
(Related File Numbers D12-00-8A, D14-03-08)
RECOMMENDED:
THAT Council approve the request for exemption from Part Lot Control
made by Mattamy (Aurora) Limited to divide Blocks 23 and 24 on
Registered Plan 65M-4037 into eleven separate lots; and
THAT Council enact By-law 5044-08.D
16. PL08-077 — Applications to Amend the Zoning By-law pg. 283
and for Site Plan Approval
66 Wellington Street East Inc.
69 Wellington Street East
Lot 7, S/S Wellington Street, Plan 68
File Numbers Dll-08-08 and D14-11-07
RECOMMENDED:
THAT report PL08-077 regarding a minor site plan application to allow the
construction of a parking lot be received as information; and
THAT Council enact implementing Zoning By-law 5046-08.D.
Council Meeting No. 08-20
Tuesday, July 15, 2008
Page 10 of 12
17
10
PL08-078 — Planning Applications Status List
RECOMMENDED:
THAT the Planning Applications Status List be received as information.
BA08-002 — Request for Sign Variance — 15 -135 First Commerce pg. 320
Drive Whitwell Developments Limited
RECOMMENDED:
THAT Council approve the request for sign variance to allow a ground
sign for Whitwell Developments Ltd. having a sign area of 22.9 square
metres and a height of 12.2 metres. The sign bylaw requires a maximum
sign area of 18 square metres and a maximum height of 9 metres; and
THAT Council approve the elevation as shown on Attachment 2 to report
BA08-002 which includes a sign panel displaying the Town of Aurora logo
at the base of the sign.
19. BA08-003 — CSI Aurora — Customer Service Survey pg. 334
20.
21
RECOMMENDED:
THAT Council receive report BA08-003 for information; and
THAT Council endorse the customer service survey attached to report
BA08-003.
BA08-004 - Request for Sign Variance — 14800 Yonge Street
RECOMMENDED:
pg. 344
THAT Council approve the request for sign variance to permit two ground
signs at 14800 Yonge Street with a height of 12.2 metres whereas the
Sign Bylaw requires a maximum height of 9 metres.
LS08-035 — Pool Allocation Policy
RECOMMENDED:
THAT Council endorse the attached Pool Allocation Policy; and
THAT Pool Permits be issued in accordance with this Policy.
pg. 349
Council Meeting No. 08-20 Page 11 of 12
Tuesday, July 15, 2008
22. Memorandum from Mayor Morris pg. 364
Re: Voting Record of Council
(Notice of Motion was given at Council Meeting of June'24, 2008)
RECOMMENDED:
THAT an amendment be made to the Procedural By-law governing
Council and all committee meetings stating when the Chair of Council or
committee declares a vote to have been unanimous, that it be written into
the record by the Clerk or Committee Secretary; and
THAT, for General Committee minutes (as no recorded votes are
permitted), it can simply say "carried" or "carried unanimously".
23. Motion tabled by Councillor Granger pg. 365
Re: Allocation of Funds for the Farmers' Market
(Notice of Motion was given at Council Meeting of June 24, 2008)
RECOMMENDED:
THAT Council support the allocation of $661.05 to pay for the cost of
building and supplying a storage bin that is being used for the Farmers'
Market materials and other supplies; and
THAT the payment for the storage bin invoice be taken out of an
appropriate reserve fund which the Director of Finance best recommends
to Council, being that this saves a considerable amount of staff resource
time which was used in the past year.
24. Correspondence from City of Toronto Mayor David Miller pg. 366
Re: 25 in 5 - Network for Poverty Reduction
(Tabled by Mayor Morris)
RECOMMENDED:
THAT the correspondence from City of Toronto Mayor, David Miller
regarding 25 in 5 - Network for Poverty Reduction, be received and
endorsed by Council.
25. Correspondence from City of Woodstock Mayor Michael Harding pg. 368
Re: Woodstock Mayor's Blackout Day Challenge
(Tabled by Mayor Morris)
RECOMMENDED:
THAT Council provide direction on this matter.
Council Meeting No. 08-20
Tuesday, July 15, 2008
Page 12 of 12
26. Correspondence from Mr. Jack Gibbons of Ontario Clean Air Alliancepg. 369
Re: "PeakBusters" Contest
(Tabled by Mayor Morris)
RECOMMENDED:
THAT the correspondence from Mr. Jack Gibbons of Ontario Clean Air
Alliance, regarding the "PeakBusters" contest, be received for information.
27. Correspondence from Town of Newmarket pg. 380
Re: Resolution R10-2008 - Hospital Funding
RECOMMENDED:
THAT the resolution from Town of Newmarket, regarding Hospital
Funding, be received and endorsed by Council
28. Correspondence from Mr. Reg Chappell, President pg. 383
Ducks Swimming
Re: The Formation of a New Swimming Team in Aurora
RECOMMENDED:
THAT the correspondence from Mr. Reg Chappell of Ducks Swimming be
received for information.
29. Correspondence from Mr. Tom Heintzman, President pg. 391
Bullfrog Power
Re: Plaque of Recognition to the Town of Aurora for Converting
Town Hall to Bullfrog Power
(Tabled by Mayor Morris)
RECOMMENDED:
THAT the correspondence from Mr. Tom Heintzman of Bullfrog Power be
received for information.
COUNCIL - JULY 15, 2008
Council Minutes - 1
AuRp A
TOWN OF A URORA
COUNCIL MEETING MINUTES
NO. 08-18
Council Chambers
Aurora Town Hall
Tuesday, June 24, 2008
ATTENDANCE
COUNCIL MEMBERS Mayor Morris in the Chair; Councillors Buck (left at
11:55 p.m.), Collins-Mrakas, Gaertner, Gallo,
-
Granger; MacEachem, McRoberts and Wilson.
MEMBERS ABSENT None .
OTHER ATTENDEES Chief Administrative Officer, Director of Corporate
Services/Town Clerk, Director of Leisure Services,
Director of Planning, Director of Public Works,
Director of Financial Servicesrrreasurer and
Council/Committee Secretary.
Mayor Morris called the meeting to order at 8:00 p.m.
I DECLARATIONS OF PECUNIARY INTEREST
Councillor MacEachern declared an interest in closed session item 3 - due to
allegations which have been launched against her, and did not take part in or
vote on any questions in this regard or attempt in any way to influence the voting
on such questions. -
Councillor McRoberts declared a pecuniary interest in item 17 pertaining to the
Northeast Quadrant Traffic Calming Plan, by virtue of hisresidence being in the
affected area, 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 Wilson Seconded by Councillor Collins-Mrakas
THAT the agenda as circulated by the Corporate Services Department,
with the followingadditionalitems, be approved:
Delegation b) Representative from the Ontario Power Authority to be
available for comment in relation to Delegation a) Northland Power Inc.
(at approximately 9:30 p.m.)
Delegation c).Mr. Gary Elgar, President Leeswood Design Build Inc.
Re: Item 1(13) - PL08-050 -Application for Site Plan Approval
Sarjeant-McKoy Holding Inc
32 & 66 Don Hillock Drive
File D11-05-08
➢ Revised Information
Re: Item 1(13) - PL08-050 - Application for Site Plan Approval
Sarjeant-MCKoy Holding Inc.
32 & 66 Don Hillock Drive
File D11-05-08
-1-
COUNCIL - JULY 155 2008 Council Minutes - 2
Minutes of Council Meeting No. 08-18
Tuesday, June 24, 2008
➢ New Item 16 - Correspondence from Residents (as listed below)
Re: Ontario Power Authority - Power Generation Station
(Tabled by Mayor Morris)
• Rocchina Morra
• Tony Morra
• Gus and Paula Badali
• Mario Giorgio
• Sue Walmer and John Green
• Lisa and Thomas Martin
• Richard Gray
D New Item 17 - Correspondence from Mr. Andrew Pick
Re: Item 4(2) - TSAC - Speeding and Traffic Concerns on Fleury Street
CARRIED
1l1 OPEN FORUM
Ms Sher St. Kitts advised that the Canada Day Parade and related events will be
taking place on Tuesday, July 1, 2008 and she encouraged residents to
-participate in the events. Ms St. Kitts also advised that the parade needs more
participants and encouraged Aurora's kids to decorate their bikes, boards,
wagons and scooters and join the parade.
Mr. William Shore of "Mega WHATT' expressed concern regarding the Ontario
Power Authority's proposal to construct a new Peaking Power Generation Facility
in York Region. Mr Shore suggested to Council that this initiative would not be
necessary if wefocused ourresources on better management of electricity,
through improving home insulation, incentives for fuel efficient cars and the use
of wind and solar energy alternatives.
Mr. Thomas Martin, resident of Offord Crescent, advised that his home is the
closest in proximity to the proposed Peaking Power Facility on Bloomington
Road, and he expressed concern regarding the visual and environmental impact
on his home and family as a result of this project.
Ms Bonnie Kraft, resident of Offord Crescent, advised that her home is in close
proximity to the proposed Peaking. Power Facility on Bloomington Road and she
expressed concerns regarding potential pollutants, environmental impact on Oak
Ridges Moraine lands and possibility of an increase in demand on the facility
resulting in increased operation. Ms Kraft requested that the Town of Aurora
oppose the proposed location on Bloomington Road and encourage Northland
Power Inc. to consider an alternative site.
IV ADOPTION OF MINUTES
Council Minutes of June 10, 2008, Meeting Number 08-17
Moved by Councillor Granger Seconded by Councillor Gallo
THAT the Council minutes of June 10, 2008, meeting number 08-17 be
adopted as printed and circulated.
CARRIED
-2-
COUNCIL - JULY 15, 2008 Council Minutes - 3
Minutes of Council Meeting No. 08-18
Tuesday, June 24, 2008
V PRESENTATIONS
Presentation of Certificates to Katimavik Volunteer Program Participants
Mayor Morris advised that two young Aurora residents participated in the 2007-
2008 Katimavik Program, which is a national youth volunteer service program
offering Canadians ages 17 to 21 years old the opportunity to see Canada's
diverse culture and take an active role in education and the arts through various
programs and activities. Mayor Morris awarded certificates of recognition to the
following participants:
Ms Bonnie Devine a graduate of Dr. G.W. Williams who worked with a group in
Tatemagouche, Nova Scotia; Grande Prairie, Alberta and Quebec City, Quebec,
as a teacher's assistant, a support worker at a women's shelter and at a charity
thrift store in Quebec.
Ms Ashley Lewis a graduate of Dr. G.W. Williams worked with a group in Prince
Albert, . Saskatchewan; Drummondville, Quebec and Port Alberni, British
Columbia, working with art students at a local gallery, as a teaching assistant in a
public school, and in outdoor education. _
VI PUBLIC SERVICE ANNOUNCEMENTS
Councillor Wilson advised that he recently attended the Greater Toronto Real
Estate Board Scholarship -Awards and he congratulated Aurora resident,
Kathleen Brennen who received a scholarship of $5,000.
Councillor Granger advised that the Farmers' Market is .celebrating Red & White
Day and the Strawberry Festival on Saturday, June 28, 2008.
Councillor Gaertner extended her congratulations to Councillor Granger for the
ongoing success of the Farmers' Market, due to his dedication and hard work.
Councillor Collins-Mrakas advised that Belinda Stronach, MP for Aurora/
Newmarket, is hosting the third annual 'From the Hill to the Grill" event at the
Seniors' Centre on Thursday, June 26, 2008 from, 11:00 a.m. to 1:00 p.m.
Mayor Morris advised that the next Mayor's Blood Donor Clinic will be taking
place at the Town Hall on Friday, July 4, 2008 from 11:30 p.m. until 2:30 p.m.
Vll DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Items 1(13), 2, 5, 6, 7, 8, 9, 11, 12, 13, 14, 16, 16, 17 and By-law 5036-08,C
were identified for discussion.
VIU ADOPTION OFITEMS NOT REQUIRING SEPARATE DISCUSSION
Moved by Councillor McRoberts Seconded by Councillor Gallo
THAT the following recommendations respecting the matters listed as
"Items not Requiring Separate Discussion" be adopted as submitted to
Council and staff be authorized to take all necessary action required to
give effect to same:
-3-
COUNCIL - JULY 155 2008 Council Minutes - 4
Minutes of Council Meeting No. 08-18
Tuesday, June 24, 2008
;L HAC08-06 —June 9, 2008 Heritage Advisory Committee Meeting
THAT the Heritage Advisory Committee Meeting minutes from the June 9,
2008 meeting be received and the recommendations contained therein be
approved.
4._ TSACD8-04—June 11, 2008 Traffic Safety Advisory Committee Meeting
THAT the Traffic Safety Advisory Committee Meeting minutes from the
June 11, 2008 meeting be received and the recommendations contained
therein be approved.
10. Correspondence from STORM Coalition
Re: Monitoring the Moraine
(Tabled by Mayor Morris)
THAT the correspondence from STORM regarding Monitoring the Moraine
be received for information.
CARRIED
IX DELEGATIONS
DELEGATION (a) - Representatives from Northland Power Inc.
Re: Peak Power Generation (and) -
DELEGATION (b) Mr. Brian Hay, Director of Corporate Communications &
Public Affairs for the Ontario Power Authority to be Available for Comment
in relation to Delegation a) Northland Power Inc.
(To AddressCouncilLater in the Meeting - Approximately 9:30 p.m.)
(c) Mr. GaryElgar, President Leeswood Design Build Inc.
Re: Item 1(13) - PL08-050 - Application for Site Plan Approval
Sarjeant-McKoy Holding Inc.
32 & 66 Don Hillock Drive, File Dll-05-08
Mr. Elgar of Leeswood Design Build Inc. advised that he represents the
designers and builders of the proposed building to be constructed on lots 2
and 3 of Hallgrove Industrial Park. Mr. Eiger advised that, in response to
concerns raised by Council at the General Committee meeting held on June
17, 2008, with respect to the application, updated information and a revised
rendering. have been submitted to Council to better illustrate the landscaping
and the facade for the proposed building. Mr. Elgar requested that Council
approve the site plan application in order to allow the applicant to proceed
with the construction process during the summer months. _
Moved by CouncillorMacEachern Seconded by Councillor Granger
THAT the comments of the delegate be received and referred to item
1(13).
CARRIED
Moved by Councillor MacEachern Seconded by Councillor Buck
THAT item 1(13) be brought forward for consideration at. this time.
CARRIED
-4-
COUNCIL - JULY 155 2008 Council Minutes - 5
Minutes of Council Meeting No. 08-18
Tuesday, June 24, 2008
X CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
1. General Committee Meeting Report No. 08-26 Tuesday, June 17, 2008
CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION FROM THE
GENERAL COMMITTEE MEETING NO. 08-26 TUESDAY JUNE 17 2008
(13) PL08-050 —Application for Site Plan Approval
Sarjeant-McKoy Holding Inc.
32 & 66 DonHillockDrive
File DII-05-08
(and Revised Information - as shown in the Additions to the Agenda)
Moved by Councillor MacEachern Seconded by Councillor Granger
THAT staff finalize any of the added issues with the applicant; and
THAT the Mayor and Clerk be directed to enter into a site plan agreement,
upon resolution of the outstanding matters.
CARRIED
Moved by Councillor Collin-Mrakas Seconded by Councillor Gallo
THAT the balance of the report of the General Committee Meeting No. 08-
26 be received and the recommendations carried by the Committee be
approved.
CARRIED
2. EAC08.06—June 5, 2008. Environmental Advisory Committee Meeting
(8) Town of Aurora Stormwater Ponds Vegetation & Wildlife Study — Letter
fromCanadianWildlife Service & Copy of Article in Landscape Architecture
Quarterly 2008 Winter Edition
Moved by Councillor Gaertner Seconded by Councillor MacEachern
THAT it be recommended to Council that the letter from the Canadian
Wildlife Service and copy of article in Landscape Architecture Quarterly
2D08 Winter edition regarding the Town of Aurora Stormwater Ponds
Vegetation & Wildlife Study be received.
CARRIED
(11) Request for Approval of EAC Committee Expenses
Moved by Councillor McRoberts Seconded by Councillor Collins-Mrakas
THAT staff bring forward a suggested method for Advisory Committees to
streamline small accounting matters pertaining to reimbursement for
expenses incurred by the Committee.
DEFEATED
-5-
COUNCIL - JULY 15, 2008
Council Minutes - 6
Minutes of Council Meeting No. 08-18
Tuesday, June 24, 2008
Moved by Councillor Gaertner
Seconded by Councillor MacEachern
THAT it be recommended to Council that approval be given to reimburse
Gordon Barnes in the amount of $353.96 for material for the 2008 Bird
Box Program and photocopy costs for 2008 Home Show public materials.
CARRIED
(9) Discussion regarding Pesticide/Herbicide Use in the Town of Aurora
Moved by Councillor MacEachern Seconded by Councillor Gallo
THAT it be recommended to Council that staff be requested to implement
a provision in the Pesticide By-law that would allow a permit to be issued
by the Town in extenuating circumstances; and
THAT the proposed revisions to the Pesticide By-law go directly to
Council.
CARRIED .
Moved by Councillor MacEachern Seconded by Councillor Granger
THAT the balance of.the report of the Environmental Advisory Committee
Meeting of June 5, 2008, be received and the recommendations carried by
the committee be approved.
CARRIED
5. PW08-019 - Introduction of a "Bag Tag" System
(Deferred from General Committee - June 17, 2008)
Moved by Councillor MacEachern Seconded by Councillor Collins-Mrakas
THAT the reportbe referred to staff for further consideration to address
the following issues:.
1) .Staff contact Turtle Island to determine if 3 bags is the appropriate
number, given that garbage pick-up has gone from maximum of 3
perlweek to 3 per every two weeks, and
2) Consideration be given to offering the tags for sale on an individual
basis, versus a bulk -buy, as proposed in the report; and
3) That staff consider a means of dealing with all excess garbage
generated in a'one-of' situation, for example "moving"; and
THAT the report be brought back to Council early in spring of 2009.
CARRIED
WE
COUNCIL - JULY 15, 2008
Council Minutes - 7
Minutes of Council Meeting No. 08-18
Tuesday, June 24, 2008
6. GS08-027 — Council Pending List
(Deferred from General Committee - June 17, 2008)
Movedby Councillor MacEachern Seconded by Councillor Gaertner
THAT CS08-027 be received for information purposes.
AMENDMENT: Upon the question of the adoption of the resolution, it was:
Moved by Councillor MacEachern Seconded by Councillor Gaertner
THAT Item NB9 regarding fill activities on the Dical property last summer,
remain on the pending list, subject to a report from the Building
Department.
CARRIED
AMENDMENT: Upon the question of the adoption of the resolution, it was:
Moved by Councillor Gaertner Seconded by Councillor MacEachern
THAT Item AD4 on the pending list, regarding the Jack Woods Property,
be amended to reflect that the note indicating "Deferred until matter on
Hydro Building is resolved" be removed.
CARRIED
AMENDMENT: Upon the question of the adoption of the resolution, it was:
Moved by Councillor Gaertner Seconded by Councillor MacEachern
THAT Item NB38on the pending list, regarding secondary dwelling units,
be amended to reflect that a report is expected to be brought forward in
. September, 2008.
CARRIED
Moved by Councillor Gaertner Seconded by Councillor Collins-Mrakas
THAT Item FS1 on the pending list, regarding a purchasing by-law
supplemental report, be amended to reflect that the report will be brought
to General Committee in September, 2008.
CARRIED
Moved by Councillor MacEachern Seconded by Councillor Gaertner
THAT Item B1 regarding a new fitness centre, be removed from the
pending list.
CARRIED
The main motion was CARRIED AS AMENDED
-7-
COUNCIL - JULY 15.1 2008 Council Minutes 8
Minutes of Council Meeting No. 08-18
Tuesday, June 24, 2008
Moved by Councillor MacEachern Seconded by Councillor McRoberts
THAT Item 14 be brought forward for consideration at this time.
CARRIED
14. Memorandum from the Director of Planning and Development
Re: Item 1(17) Release for Registration
Brookvalley Developments (Aurora) Ltd.
Part of Lot 15, Concession 2, E.Y.S.
File D12-05-02A
Moved by Councillor Gallo Seconded by Councillor Wilson
THAT the memorandum from the Director of Planning and Development
advising of amendments made to sections 5 and 7 and schedules "J", "K"
and "L" of the agreement for the release of registration for Brookvalley
Developments (Aurora) Ltd., be received for information; and
THAT the Mayor and Clerk be authorized to execute a Subdivision
Agreement between The Corporation of the Town of Aurora and
Brookvalley Developments (AURORA) Ltd. in accordance with the draft
approved conditions dated November 1, 2006, subject to the provision of
financial payments and securities as set out in Schedules "K" and "U' (as -
amended) of the Agreement substantially in the form attached; and,
THAT amending By-law 5040-08.R be presented at a future meeting, and
THAT a warning clause be included in the homeowners' Offer of Purchase
and Sale agreement advising of the potential for the construction of the
upgrade of the transmission towers and a peak generation plant on
Bloomington Sideroad
CARRIED
DELEGATION (a) - Mr. Sam Mantenuto, Chief Operating Officer, Northland
Power Inc.
Re: Peak Power Generation
Mr. Sam Mantenuto, Chief Operating Officer, Northland Power Inc., provided a
detailed presentation outlining the proposal for a peaking generating facility that
can start up and shut down quickly to meet peak consumption and/or to provide
support to the power system in York Region. Mr. Mantenuto advised that the
peaking facility will only be used when demand is the greatest; or there are
reliability issues; or to support power system restoration of Northern York Region
in the event of a major transmission line failure. Mr. Mantenuto explained that the
plant will be mostly out of sight, the noise when fully operating would be similar to
normal conversation level, there will. be no smell, emissions would-be the same
natural gas as your home furnace, health effects would be the same as several
home gas furnaces and there will be no water used for power production.
Mr, Mantenuto advised that, based on forecasts of natural gas and electricity
market prices, it is anticipated the plant will not be operating 90% of the time,
thereforeproducing no emission while dormant, and that the maximum NOx
emissions from the proposed Aurora plant, when active, will be much lower at
ground level than the MOF ambient air quality criteria
COUNCIL - JULY 15, 2008
Council Minutes - 9
Minutes of Council Meeting No. 08-18
Tuesday, June 24, 2008
Mr. Mantenuto further advised that the proposed location on Bloomington Road
is far away from residences, adding that the closest resident is over 500 m or
approximately 40 acres away from the subject lands and that this peaking power
generating facility will address not only local needs in Northern York Region, but
will help the province meet its overall system needs.
Moved by Councillor Collins-Mrakas Seconded by Councillor MacEachern
THAT the meeting be extended beyond 10:30 p.m.
CARRIED
DELEGATION (b) Mr. Brian Hay, Director of Corporate Communications & Public
Affairs for the Ontario Power Authority
Mr. Brian Hay, Director of Corporate Communications & Public Affairs for the
Ontaro Power Authority, advised that the Ontario Power Authority will be
purchasing the power from the proposed Peaking Power Facility and that there
will be operators there 24 hours a day, 7 days a week to be able to turn on/off the
power as needed. Mr. Hay advised that there will be an Open House on
Wednesday;. June 25, 2008 at Howard Johnson's in Aurora from 4:00 p.m. to
9:00 p.m., and he suggested that interested parties should attend this information
session to find out more about the proposed project.
Moved by Councillor Gallo Seconded by Councillor MacEachern
THAT the comments of the delegates be received.
CARRIED
8. Resolution from Town of East Gwillimbury
Re: Ontario Power Authority - Power Generation Station
(Tabled by Mayor Morris)
9. Correspondence from "Mega -WHAT?"
Re: Ontario Power Authority - Power Generation Station
(Tabled by.Mayor Morris)
11. Correspondence from Northland Power Inc.
Re: Proposed Town of Aurora Peaking. Generation Station
Notice of Commencement of an Environmental Screening
Process and Public Information Session
16. New Item 16 - Correspondence from Residents (as listed below)
Re: Ontario Power Authority - Power Generation Station - ADDED ITEM
(Tabled by Mayor Morris)
• Rocchina Morra
• Tony Marra
• Gus and Paula Badali
• Mario Giorgio
• Sue Warmer and John Green
• Lisa and Thomas Martin
• Richard Gray
i'M
COUNCIL - JULY 155 2008 Council Minutes - 10
Minutes of Council Meeting No. 08-18
Tuesday, June 24, 2008
Council recessed at 11:13 p.m.
Council reconvened at 11:22 p.m.
Moved by Councillor Wilson Seconded by Councillor Gallo
THAT items 8, 9, 11 and 16, be received for information.
CARRIED
Memorandum from the CAO
Re: Ontario Power Authority_ Request. for Proposals - Local- Municipal
Responses
Moved by Councillor MacEachern Seconded by Councillor McRoberts
WHERAS, input to. the Ontario Power Authority (OPA), Request for
Proposal (RFP) process is due prior to June 30, 2008, and it is imperative
that Council communicate the Town's position indicating whether the
Town of Aurora is a willing host or is not a willing host for the construction
of a 350 MW Gas Powered Generation Power Plant to be located in. the
Town of Aurora; and -
WHEREAS, there are' at least two proponents that have expressed
interest in constructing a 350 MW Gas Powered Generation Power Plant
in the Town of Aurora, and
WHEREAS, the proponent of the 2"tl site, at this time, wishes toretain
confidentiality of both their company name and their selected site, but
have agreed to permit the CAO for the Town of Aurora to inform Members
of Council of their site location and their company name, and as of
yesterday this is now known to Members of Council, and
WHEREAS, the OPA may view a non -decision of Council, on this .issue,
as a willingness to accept a 350 MW Gas Powered Generation Power
Plant to be constructed on one of the proposed sites in the. Town of
Aurora; and
WHEREAS, the OPA procurement process gives points if the site is
located within a willing host municipality; and
WHEREAS, a coal powered plant is incredibly polluting, yet based on
publications put out by the OPA, the proposed 350 MW Gas Powered.
Generation Power Plant will generate as much as 40% of the pollutants
generated by a coal powered plant; and
WHEREAS, the two sites proposed in Aurora as the future location for a
350 MW Gas Powered Generation Power Plant are in close proximity to
established residential neighbourhoods; and
WHEREAS, it has been intimated that if Council does not welcome the
construction of the Power Plant, the alternative for Aurora will be overhead
high voltage power lines, and
WHEREAS, FMF's continue to pose health concerns to both the residents
in our community and the experts in the health field:
THEREFORE BE IT RESOLVED THAT the Town of Aurora does not
support construction of a 350 MW Gas Powered Generation Power Plant
in either site that has been selected within the Town of Aurora through the
OPA RFP process by Northland Power Inc. or Company "X'; and further
- 10-
COUNCIL - JULY 155 2008 Council Minutes - 11
Minutes of Council Meeting No. 08-18
Tuesday, June 24,2008
THAT the Council of the Town of Aurora re -affirms the previously held
position that any new 230 KV feeders be underground through any urban
designated lands; and
THAT a copy of the resolution shall be sent to the Minister of the
Environment, Ontario Energy Board, the Regional Municipality of York and
the OPA.
On a recorded vote the motion was CARRIED.
YEAS:8 NAYS:1
VOTING YEAS: Councillors Gaertner, Gallo, MacEachern, McRoberts,
Collins-Mrakas, Granger, Wilson and Mayor Morris
VOTING NAYS: - Councillor Buck
Councillor Buck left the meeting at 11:55 p.m.
Moved by Councillor MacEachern Seconded by Councillor Collins-Mrakas
THAT the memorandum from the CAO regarding Ontario Power Authority
Request for Proposals - local municipal responses be received for
information.
CARRIED
12. PWOB-029 — Award of Tender PW2008-28 — For the Replacement and
Upgrading of an Existing Storm Sewer
Moved by Councillor Granger ' Seconded by Councillor MacEachern
THAT Tender PW2008-28 — For the Replacement and Upgrading of an
Existing Storm Sewer be awarded to VM DiMonte Construction Ltd. at its
tendered price of $255,630.00, excluding GST; and
THAT Council authorize the Mayor and Municipal Clerk -to execute the
attached Form of Agreement between the Town of Aurora and VM
DiMonte Construction Ltd. for the upgrading of an existing storm sewer.
CARRIED
13. Memorandum from the Director of Corporate ServiceslTown Clerk
Re: Legal Opinion from Mr. George Rust D'Eye of Weir Foulds LLP
Moved by Councillor Collins-Mrakas Seconded by Councillor MacEachern
THAT the memorandum from the Director of Corporate Services/Town
Clerk regarding the recommendations from Mr. George Rust D'Eye of
Weir Foulds LLP be deferred to the July 15, 2008 Council meeting.
CARRIED
11-
COUNCIL - JULY 155 2008
Council Minutes - 12
Minutes of Council Meeting No. 08-18
Tuesday, June 24, 2008
15. Memorandum from the Assistant Solicitor
Re: Municipal Access Agreement
Moved by Councillor MacEachern
Seconded by Councillor Granger
THAT Council authorize the Mayor and Clerk to execute the attached
Municipal Access Agreement between the Town of Aurora and Atria
Networks LP to permit Atria Networks LP to install its equipment within
Town owned rights -of -way under the terms and conditions of the Municipal
Access Agreement.
CARRIED
Councillor McRoberts, having previously declared an interest in item 17, 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.
17. New Item 17 - Correspondence from Mr. Andrew Pick
Re: Item 4(2) - TSAC - Speeding and Traffic Concerns on Fleury Street
Moved by Councillor MacEachern Seconded by Councillor Granger
THAT the correspondence from Mr. Andrew Pick regarding speeding and
traffic concerns on Fleury Street be referred to the Director of Public
Works so that comments may considered in conjunction with the traffic
study impact analysis. -
CARRIED
XI REGIONAL REPORT
Mayor Morris advised that the train anti -whistling policy has been endorsed by
the Region of York.
Mayor Morris advised that an invasive species called the Emerald Ash Borer, is
expected to be moving into York Region's forests over the next five years,
causing the potential destruction of roughly 7,500 ash trees. Mayor Morris
suggested that the Leisure Services Department do what they can to be
prepared for this and advised that financial support has been requested from the
Ministry of Agriculture to assist with the costs for removal and replacement of
damaged trees in York Region's forests.
X11 NEW BUSINESS/GENERAL INFORMATION— COUNCILLORS
Moved by Councillor MacEachern Seconded by Councillor Collins-Mrakas
THAT a Special General Committee meeting be held on Monday, July 14,
2008, at 7:00 p.m., to address the Priority List and to review the Terms of
Reference for the Downtown Secondary Plan.
CARRIED
Mayor Morris gave Notice of Motion with respect to amending the Procedural By-
law to include the recording of unanimous votes in the written minutes of Council
and Committee meetings.
Councillor Granger requested that the Mayor obtain information from the Region
of York regarding the 3% tax levy which is being. proposed for Southlake
Regional Health Centre.
-12-
COUNCIL - JULY 15, 2008 1 Council Minutes - 13
Minutes of Council Meeting No. 08-18
Tuesday, June 24, 2008
Councillor Granger gave Notice of Motion with respect to storage for equipment
for the Aurora Farmers' Market.
Mayor Morris, in response to a letter to the editor in a recent issue of a local
newspaper, asked staff to clarify several matters relating to the issue of the
median on Wellington Street.
Xlll READING OFBY--LAWS
Moved by CouncillorMacEachern Seconded by Councillor Gallo
THAT the following listed by-laws be given 1st, 2nd and 3rd readings, and
enacted: -
5036-08.0
BEING A BY-LAW to adopt a Code of Conduct for
Members of Council.
5037-08.0
BEING A BY-LAW to adopt a Code of Conduct for
Members of Advisory & Statutory Committees.
5039-08.D
BEING A BY-LAW to amend By-law No. 2213-78, as
amended, being the Zoning By-law of the Town of
Aurora.- (1472 Wellington Street East - File: D14-02-
08 - Imperial Oil)
5043-08.P
BEING A BY-LAW to Regulate the Placement of
Newspaper Distribution Boxes on Highways
5041-08.0
BEING A BY-LAW to confirm actions by Council
resulting from the meeting of June 24, 2008.
CARRIED
XIV CLOSED SESSION AGENDA
The Closed Session to consider the following matters was deferred to the next
meeting of Council:
• Legal Matter Re: Tax Regulation of Properties
• Legal Matter Re: Dical Property
• Legal Matter Re: Legal Opinion from PM Law
• Legal Matter Re: Disposition of Unopened Park Street
• Personal Matter Re: Correspondence from the Special Events Sub -
Committee
CARRIED
- 13-
COUNCIL - JULY 15.1 2008
Council Minutes - 14
Minutes of Council Meeting No. 08-18
Tuesday; June 24,2008
" ADJOURNMENT
Moved by Councillor MacEachern
THAT the meeting be adjoumed at 12:15 a.m.
CARRIED
PHYLLIS M. MORRIS, MAYOR 806 PANIZZA, TOWN CLERK
- 14-
COUNCIL - JULY 155 2008
Public Planning Minutes - 1
AURORA
TOWN OF AURORA
SPECIAL COUNCIL - PUBLIC PLANNING MEETING
MINUTES
NO. 08-19
Council Chambers
Aurora Town Hall
Wednesday, June 25, 2008
ATTENDANCE
COUNCIL MEMBERS Mayor Morris in the Chair (arrived at 7:05 p.m.);
Councillors. Buck, Collins-Mrakas, Gaertner,.. Gallo,.
Granger, MacEachern, McRoberts and Wilson
MEMBERS ABSENT None
OTHER ATTENDEES Director of Planning, Planner, Administrative Co-
ordinator/Deputy Clerk and CouncillCDmmittee
Secretary
The Deputy Mayor called the meeting to order at 7:05 p.m.
I DECLARATIONS OF PECUNIARY INTEREST
Councillor MacEachern declared an interest in item 3 of the Closed Session
additional items and did not take part in any questions in this regard or attempt in
any way to influence the voting on such questions.
II APPROVAL OF AGENDA
Moved by Councillor Gallo Seconded by Councillor MacEachern
THAT the. agenda as circulated by the Corporate Services Department,
with the following additions,. be approved as presented:
➢ Closed Session
(Deferred from June 24, 2003 Council Meeting)
• Legal Matter regarding Tax Regulation of Properties
• Legal Matter regarding Dical Property
• Legal Matter regarding Legal Opinion from PM Law
• Legal Matter regarding Disposition of Unopened Park Street
• Personal Matter regarding Letter from Special Events Sub -
Committee
➢ Personal Matter regarding Identifiable Individual
CARRIED
- 15-
COUNCIL - JULY 155 2008
Public Planning Minutes - 2
Special Council— Public Planning Minutes No. 08-19
Wednesday,_ June 25, 2008
III PLANNING APPLICATIONS
Deputy Mayor McRoberts outlined the procedures that would be followed in the
conduct of the public meeting. The Deputy Clerk confirmed that appropriate
notice had been given and that signs had been posted on the subject properties
in accordance with the relevant provisions of the Planning Act.
Mayor Morris arrived at 7:08 p.m. Deputy Mayor McRobers vacated the Chair and
Mayor Morris assumed the Chair.
1. PL08.072 - Zoning By-law Amendment Application
Monopoli Holdings Inc.
144 Wellington Street East
Plan 107, Part of Lots 4 and 5
File D14-07-08
Planning Staff
The Planner provided a description of the. application and reviewed the contents
of the report, outlining the location of the property and current uses of the subject
and surrounding lands. The Planner advised that the applicant is requesting a
zoning by-law amendment to permit additional uses for residential, business and
professional offices and retail. Further, the Planner indicated that the existing
residential use on the property is legal non -conforming, as the existing two -
storey, detached dwelling was built in 1913. The Planner advised that a mutual
access is beingproposed with the property to the west, that 15 parking spots
would be made available, that the porch would accommodate wheelchair access,
and that the heritage features would be preserved and enhanced, as the building
is of historical interest.
Applicant/Agent
The applicant, Ms Kathy Van Nostrand, addressed. Council to advise that she
understands the restrictions in place for residential, retail and medical, but would
like to alter the zoning in order to allow for residential use on the second floor and
business/professional and/or retail on the main floor. Ms Van Nostrand indicated
that obtaining this zoning by-law amendment would make the propertymore
marketable by making it conducive for a small business. - -
Public Comments
There were no members of the public in attendance to comment on the
application.
The public portion of the meeting closed at 7:55 p.m. and Council's deliberations
began.
Moved by Councillor MacEachern Seconded by Councillor Wilson -
THAT the zoning by-law amendment application be approved; and
THAT staff prepare a site specific by-law for the existing structure, with
business/professional offices being allowed, and retail uses to a maximum
of 49% of the building's gross floor area, and
THAT residential use be permitted on the second floor only; and
THAT medical use be excluded; and
THAT the approval be subject to the resolution of outstanding issues.
- 16-
COUNCIL - JULY 155 2008
Public Planning Minutes - 3
Special Council— Public Planning Minutes No. 08-19
Wednesday, June 25, 2008
On a recorded vote the resolution was CARRIED.
YEAS: 8 NAYS: 1
VOTING YEAS: Councillors Collins-Mrakas, Gaertner, Gallo, Granger,
MacEachern, McRoberts, Wilson and Mayor Morris
VOTING NAYS: Councillor Buck
2. PL08-073 -Zoning By-law Amendment Application
Beswick Properties Yonge Street Inc.
14785 Yonge Street
File 014-08-08 -
Planning Staff
The Planner provided a description of the application and reviewed the contents
of the. report, outlining the location of the property and current uses of the subject
and surrounding lands. The Planner advised that the applicant proposes to
replace the two existing buildings with one two -storey building, comprised of a
bank with a drive -through, -retail stores and offices on the second floor. The
Planner indicated that the applicant is also proposing front yard and below grade
parking, as well as two loading spaces rather than three.
Applicant/Agent
Mr. Howard Friedman, HBR Planning, addressed Council to provide comments,
including a description of the proposed building layout, an overview of York
Region's VIVA plans for Yonge Street and to advise that a traffic study and
functional services study are underway.
Public Comments
There were no members of the public in attendance to comment on the
application.
The public portion of the meeting closed at 8:50 p.m. and Council's deliberations
began.
Moved by Councillor MacEachern Seconded by Councillor Gaertner
THAT the application be approved in principle; and
THAT the matter be brought back to a Special General Committee
meeting, to be scheduled the same evening as a regularly scheduled
Public Planning meeting, and
THAT the format of the Special General Committee meeting be structured
similar to a Public Planning meeting.
CARRIED
3. Closed Session
(Added Item)
Moved by Councillor MacEachern Seconded by Councillor Gaertner
THAT items 1, 2, 3, 4 and 5 of the Closed Session additional items be
deferred to the next Council meeting, due to staff not being available to
deal with the items.
CARRIED
- 17-
COUNCIL - JULY 15y 2008
Public Planning Minutes - 4
Special Council — Public Planning'Minutes No. 08.19
Wednesday, June 25, 2008
Moved by Councillor MacEachern Seconded by Councillor Gallo
THAT Council proceed into Closed Session to address item 6 of the
added items — personal matter regarding an identifiable individual.
CARRIED
IV READING OF BY-LAWS
Moved by Councillor Gaertner Seconded by Councillor Gallo
THAT the following listed by-law be given 15% 2"tl and 3" readings, and
enacted:
5042-08.0 BEING A BY-LAW to confirm
actions by Council resulting from
meeting 08-1.9 held on
Wednesday, June 25, 2008.
CARRIED
V ADJOURNMENTS
- Moved by Councillor Wilson
THAT the meeting be adjourned at 9:18 P.M.
CARRIED
PHYLLIS M. MORRIS, MAYOR KAREN EWART, DEPUTY CLERK
mum
COUNCIL - JULY_ 15, 2008
AuRoRA
Y, L ..9,,d, iwNi][!RL
Presentation - 1
MEMORANDUM I Office of the Mayor
Date: July 15, 2008
To: Members of Council
From: Mayor Phyllis Morris
Re: Presentation — Canada Day Parade Plaque and Parade Participant Awards
On Tuesday, July 15, 2008 at 7:00 p.m., Sher St. Kitts and Cynthia Proctor of the
Canada Day Parade Sub -Committee will be presenting the Town of Aurora with a
plaque to commemorate the July 1, 2008 Canada Day Parade.
Aurora Canada Day Parade winners will also be presented with awards at this time.
R* 14,
Phyllis M. Morris
Mayor ,
!rs
COUNCIL - JULY 15, 2008 Presentation - 2
Aurora Canada Day Parade Winners July 1, 2008
1) Best Overall Float
1st Prize: Marquee Theatre
21d Prize: Mardi Gras
3rd Prize: Fitness Clubs of Canada
2) Best Demonstration of Theme
lst Prize: Aurora Seniors
2"d Prize: Marquee Theatre
3r6 Prize: Historical Society
3) Spirit of Canada Attendee
I" Prize: Historica
2"d Prize: Running Room
3rd Prize: Aurora Seniors
4) Best Red Hot Canadian Children
ht Prize: Kim Collins (Pied Pipers & Kids)
2"d Prize: Historica
3rd Prize: PcxPerts
5) Best Red Hot Canadian Adult
I" Prize: Queen Victoria — Dorothy Grummersol
6) Best Red Hot Canadian Family
I" Prize: Clowns & Alison & Mom in Scooter
2"d Prize: Donnie Decker 2 VW Bugs
7) Best Red Hot Canadian Pet
1" Prize: Chukker Farms Horses
2"d Prize: Spirit of Canada — Blaser Dog
S) Best Red Hot Canadian Wheels
I" Prize: Safe Haven Kids
2"d Prize: Pace Car
3rd Prize: Big Top Circus
9) Best Red Hot Canadian Sports Club
151 Prize: Fitness Clubs of Canada
2"d Prize: Aurora Scout Group
3rd Prize: Aurora Youth Soccer
t0) Best Red Hot Canadian Street
1" Prize: Davis Drive Kids
EW-Ple
COUNCIL - JULY 15, 2008
Presentation - 3
11) Best Red Hot Canadian School
I st Prize: Lester B. Pearson School
12) Best Red Hot Canadian Display of our Multi -Cultural Mosaic
I" Prize: Caribana
2"4 Prize: East Side Marios
3`d Prize: Lester B: Pearson School
13) Best Red Hot Entertaininent/Music
I" Prize: Mardi Gras Float
2"d Prize: St. Kitts Music — Funky Town
3'd Prize: Villari's Dragon & Lion Drummers
14) Best Red Hot Canadian Marching Band
lst Prize: Air Cadets
2"d Prize: GGHG Horses and Band
3`d Prize: Newmarket Citizens Band
15) Best Red Hot Canadian Service Club
1st Prize: Legion Colour Party
2"d Prize: Chamber of Commerce & Queen Victoria
3`Prize: Canada Flag York Regional Police Ventures
-21-
COUNCIL - JULY 15, 2008
Delegation (a) - 1
To: BOB PANIZZA
Director of Corporate Services/ Town Clerk
Corporate Services Department
I Municipal Drive
Aurora, ON L4G 6JI
Fax: 905-726-4732
FROM: SOYRA — SOCIETY OF YORK REGION ARTISTS
Represented by Carol J. Beaver, secretary
Foreht Crescent
Aurora, ON
COMMENTS:
A,
Following a conversation Christine Valeatini, SOYRA Executive At Large
had with Allan Downey he directed her to request a delegation to Council on
July 15'j'and to enter into contact with you. Christine is away for a week or
so therefore she requested that I send this note and information to you.
A delegation form was sent this morning through email directly from the
Town of Aurora website. The second page of this communique is a copy of
the presentation I will be making to Council for their consideration. Several
SOYRA members will also be present that evening, Please advise the time
we should be present for the July 15th , 2008 Council Meeting.
Thank you for your attention to this matter..
-22-
COUNCIL - JULY 15, 2008
Delegation (a) 2
SOYRA PROPOSAL
The Society Of `,cork Region Artists requests the approval in principal from this
Council to proceed with a collaborative application to the Trillium Foundation
for a multi -rive -year anpitai grant for the refurbishment of the old library. The
total value of the application will be for $375,000,
SOYRA is no incorporated non-profit organization that was instrumental in
securing a S50,000 Trillium Grant when the Chamber of Commerce required
a cultural partner to designate the Longest Street Sale as a "Festival". As an art
society that serves a wider catchment area than only Aurora, our appeal to
the Trillium Foundation is enhauccd.
Our history of promoting arts and culture in partnerships with Towns, and
School Boards and Regional Offices and private enterprises gives us acknowledged
credibility for our projects.
Thus SOYRA is prepared to be the lead author of a multi -stake -holder application
to the Trillium Foundation for the refurbishment of the old library to meet the needs
of SOYRA and other agencies, clubs, and associations.
The Trillium Foundation favours a collaborative, multi -stake -holder application
and, as such, SOYRA is optimistic that the application would be successful.
SOYRA would require from the Town of Aurora a list of the appropriate
stake -holders and their needs so that SOYRA could collaborate and draft
the application.
SOYRA requires from the Town of Aurora, an agreement in principal, to
enter a five year lease in the old library with the stake-holders,of the application
to the Trillium Foundation.
To suttunarize:
SOYRA will proceed with the authoring of this Trillium application if Council
will:
I. endorse SOYRA as the lead, author of the drafting of the application.
1 agree, in principal, to honour a five-year lease for the stake-bolders identified
in the application should application be successful.
3. provide SOYRA with a list of appropriate stake -holders and any other relevant
information that would support the application:
SOYRA looks forward to a timely response to this proposal.
-23-
COUNCIL - JULY 15, 2008 Delegation (b) - 1
CANADIAN U N S O COMMISSION COMMISSION CANAD ENNE POUR VUN SCO
unesco.ca
RECIMVE®
June 13, 2008 JUN 2 0 2m
Her Workship Phyllis Morris
Mayor
Town of Aurora
1 Municipal Drive
Box 1000
Aurora, Ontario L4G 01
Dear Madam Mayor,
MAYOR'S OFFICE
On behalf of the Canadian Commission for UNESCO, I would like to invite the Town
of Aurora to join the Coalition of Municipalities Against Racism and Discrimination
(CMARD). As you may know, this initiative is part of an international project of
UNESCO (United Nations Educational Scientific and Cultural Organization). The
Canadian Commission for UNESCO has taken the lead in developing a Coalition
adapted to Canadian municipalities.
We invite you to,examine the enclosed booklet where you will find more information
about the Coalition. The Declaration to be signed appears on page 20.
We hope that this information will assist the Council of your Town in making a decision
to join the Coalition and allow to sign the Declaration, as 26 municipalities across
Canada already have(enclosed is the List of the Signatory Municipalities). For any other
information, please communicate with Elisabeth Barot at the Canadian Commission for
UNESCO at the following address: elizabeth.barot@unesco ca
Yours sincerely,
lid A. Walden
Secretary -General
Encls.
Cc Art Hagopian, Past President, Canadian Ethnocultural Council
Elisabeth Barot, Programme Officer responsible for CMARD,
Canadian Commission for UNESCO
350, rue Albert Street, Box/C.P. 1047, Ottawa, Ontario K1P 5V8 Canada
Tel./Te1.: (613) 566.4414 / 1.800.263.5588 • Fax/TBlec.: (613) 566.4405
E-mail/Courriel : info@unesco.ca • Website/Site Web : www.unesco.ca
`Z2
COUNCIL - JULY 15, 2008 Delegation (b) - 2
CANADIAN MMI
N FOR UNESCO
L COMMISSION CO NAD ENO POUR UUN SCO
www.unesco,ca
F 9 Y Y
Signatory Mtinictpaht,es ',
P'rdvtnc� y
Dike o) the
?�" " �, M
`
ResoiutEan at G�iky Cbunctl
j1
R9u�rarp�utess,gnatatres
',, `
Dafe cif la res4Lutioti ''
,
y S y
1. Saskatoon
Saskatchewan
05 - 2005
(became a member)
09 - 2007 (Adopted)
2. Windsor
Ontario
03-2006 .
3. Toronto
Ontario
04 — 2006
4. Wood Buffalo
Alberta
05 - 2006
(which includes I incluant
Fort McMurray).
5. Calgary
Alberta
1 07 - 2006
6. Thunder Bay
Ontario
09 - 2006
7, Halifax
Nova Scotia
09 - 2006
Nouvelle-Ecosse
3. Montreal
Quebec
10 - 2006
9. Gatineau
Quebec
11 - 2006
10. Edmonton
Alberta
11 - 2006
11. Drayton Valley
Alberta
12 - 2006
12. Brooks
Alberta
01 - 2007
List of the Signatory Municipalities wN have joined the
Canadian Coalition of Municipalities Against Racism and Discrimination
Llste des municipalises signetaires engagees a se Joindre, a la
Coalition cenedenne des monicipaldes cantle le tacisme et fa discrimination
1
Revised: May 2, 2008. ,
- 25
COUNCIL - JULY 15y 2008
Delegation (b) - 3
Srgr9atoryMunrcrpahhes
Pfourr�ce
"` ;'Datesofthe,
Mufflctpa/.lic. rgnata�res
dated la testlltrir4rr
r
13.Oshawa
Ontario
04 - 2007
14. Lions Bay
British Columbia
04 - 2007
Colombie-Britanni ue
15. Tecumseh
Ontario
06 — 2007
16. Sudbury
Ontario
06 - 2007
17. Stratford
Prince Edward Island
07 - 2007
Ile-d u-Prince-Edouard
18. Winnipeg
Manitoba
07 - 2007
19. Vaughan
Ontario
08 - 2007
20. Saint John
New Brunswick
08 -. 2007
Nouveau -Brunswick
21. Williams Lake
British Columbia
08 - 2007
Colombie-Britanni ue
22. Lethbridge
Alberta
09— 2007
23. Oakville
Ontario
10 - 2007
24. Truro
Nova Scotia
12 - 2007
Nouvelle-Ecosse
25. Saint -Justin
Quebec
02 — 2008
26. Kings
Nova Scotia
02 — 2008
Nouvelle-Ecosse
List of the Signatory Municipalities who have joined the
Canadian Coalition of Municipalities Against Racism and Discrimination
Llste des muniripalites sigoataires engag€es a se joindre a la
Coalition canadienne des mmNcipalites contre la racisme at /a discrimination
2
Revised: May 2, 2008
-26-
COUNCIL - JULY 15, 2008
Delegation (b) - 4
DECLARATION TO JOIN THE CANADIAN COALITION OF MUNICIPALITIES
AGAINST RACISM AND DISCRIMINATION
Municipalities wishing to join the Coalition are invited to sign this model declaration.
Given that:
The Canadian Commission for UNESCO (United Nations Educational, Scientific and
Cultural Organization) is calling on municipalities to join a Canadian Coalition of
Municipalities Against Racism and Discrimination and be part of UNESCO's international
coalition launched in 2004; and
2. The Federation of Canadian Municipalities endorses the Cali for a Canadian Coalition of
Municipalities Against Racism and Discrimination and encourages its members to join; and
Whereas:
3. Municipal governments in Canada, along with other levels of government, have
responsibilities under Canada's Charter of Rights and Freedoms as well as federal,
provincial and territorial human rights codes, and therefore have an important role to play in
combating racism and discrimination and fostering equality and respect for all citizens;
Be it resolved that:
4. The Municipality of the Town of Aurora agrees to join the Coalition of. Canadian
Municipalities Against Racism and Discrimination and, in joining the Coalition, endorses the
Common Commitments set out below and agrees to develop or adapt its own unique Plan
of Action accordingly.
5. These Common Commitments and the Municipality's unique Plan of Action will be an
integral part of the Municipality's vision, strategies and policies.
6. In developing or adapting and implementing its own unique Plan of Action toward
progressive realization of the Common Commitments, the Municipality will cooperate with
other organizations and jurisdictions including other levels of government, Aboriginal
peoples,01 public and private sector institutions, and civil society organizations, all of whom
have responsibilities in the area of human rights.
The Municipality will set its priorities, actions and timelines and allocate resources
according to its unique circumstances, and within its means and jurisdiction. The
Municipality will exchange its expertise and share best practices with other municipalities
involved in the Coalition and will report publicly on an annual basis on actions undertaken
towards realization of these Common Commitments.
-27-
COUNCIL -
(b)-5
COUNCIL -
(b)-6
COUNCIL -
(b) - 7
COUNCIL - JULY 155 2008
Delegation (b) - 8
Canada along with its provinces and territories has an exceptional
system of human rights laws and ratified international treaties.
Nevertheless, as in other parts of the world, racism and discrimination
continue to raise barriers against the development of individuals and
groups. Racism and discrimination divide communities, pose a serious
threat to peaceful coexistence and exchange among and within
communities, imperil democratic and participatory citizenship, and
entrench and aggravate inequalities within society.
Racism and discrimination continue to perpetuate the historical
disadvantage experienced by Aboriginal peoples and other diverse
groups, many of whom are members of Canada's most economically
and socially marginalized communities.
Municipal governments, as well as other levels of government in Canada,
along with local and national organizations, share responsibility and
have an important rote to play in combating racism and discrimination
and fostering equality and respect for all citizens.
Local communities function at the most practical level and are most
involved in the lives their residents. They are an ideal place to develop
policies, programs and strategies, and take meaningful action toward
eliminating racism and discrimination.
A Canadian Coalition of Municipalities Against Racism and Discrimination
will help broaden and strengthen our society's ability to protect and
promote human rights through coordination and shared responsibility
among local governments, civil society organizations and other
democratic institutions.
By taking action to combat racism and multiple forms of discrimination,
municipalities are able to build respectful, inclusive and safe societies
where everyone has an equal opportunity to participate in the economic,
social, cultural, recreational and political life of the community.
z
-31-
COUNCIL - JULY 155 2008
Delegation (b) - 9
How will municipalities benefit?
By joining together in a Coalition, municipalities will be able to:
® Document and advance work within their own jurisdiction in combating _
racism and discrimination and building more inclusive communities
® Exchange practices and expertise among municipalities and groups`
in Canada and around the world
■ Cooperate and share responsibility with other institutions and,
members of civil society to take action, including developing better
tools to monitor progress
Who is involved?
UNESCO Paris
The call for a Canadian Coalition of Municipalities Against Racism
and Discrimination is part of an international movement.
In 2004, the United Nations Educational, Scientific and Cultural
Organization (UNESCO) launched the International Coalition of Cities
Against Racism initiative. UNESCO's aim was to establish networks
of cities in Africa, the Arab states, Latin America and the Caribbean
region, North America, the Asia -Pacific region and Europe, interested
in sharing experiences to improve their ability to fight racism,
discrimination and xenophobia.
UNESCO is providing technical and scientific support to the development
of world regional coalitions. It helped to establish the European
Coalition, where more than 40 cities have joined so far. UNESCO is
also providing assistance in establishing coalitions in Canada and in
the Asia -Pacific region through assistance and liaison among world
regional coalitions, documentation, dissemination of information,
development of proposals for thematic discussions, organization of
panels, development of research and evaluation tools, and other
support as required.
- 32 -
COUNCIL - JULY 15, 2008 Delegation (b) - 10
The Canadian Commission for UNESCO (CCU)
The Canadian Commission for UNESCO initiated the call for a
Canadian Coalition of Municipalities Against Racism and Discrimination
at the. Roundtable on Combating Urban Racism held in Ottawa in
January2oo5. UNESCO's proposal, based on the European model and
adapted for Canadian realities, was initially discussed with potential
partners, including the cities of Gatineau, Montreal, Ottawa, Toronto
and Vancouver, as well as non -governmental organizations,
researchers and human rights commissions. The idea of involving
Canada in an international platform of exchange and solidarity_
against racism and discrimination was well received.
CCU is now working with a number of partners across the country and
has had considerable success in reaching out to local communities
and national networks.
Pan -Canadian Working Group
A Pan -Canadian Working Group led by CCU with partners from across
Canada' is spreading the word about the initiative. The Working
Group has proposed a declaration of Common Commitments and
sample actions and is holding workshops and consultations with a
wide range of stakeholders, including communities, institutions,
and various local, provincial, territorial and federal government
bodies, to seek their support and input on the initiative. The Working
Group has also proposed a process for municipal governments to
join the Coalition and is helping to mobilize other stakeholders in
these efforts. Several municipalities have already officially declared
their intent to join the Coalition.
-33-
COUNCIL - JULY 15, 2008
Delegation (b) - 11
Action Research
Research is key to developing indicators and standards, generating
data, sharing best practices and measuring progress. Research
being undertaken by UNESCO, along with other organizations and
municipalities, will help to improve the capacity to track and evaluate -'
the impact of actions taken to address racism and discrimination,
and,to showcase examples of effective policies and programs.
UNESCO has sponsored a preliminary study to understand the use
of indicators by municipalities as a means to evaluate the success
of their policies and activities to combat racism and discrimination. -
The study, conducted by the Centre for Research on Immigration,
Ethnicity and Citizenship (CRIEC), looked at indicators for the cities of
Boston, Montreal, Saskatoon, Stockholm, Toronto and Vancouver.
Those involved in related research are invited to contact the CCU to
explore ways to contribute to the Coalition initiative.
-34-
COUNCIL - JULY 15, 2008
Delegation (b) - 12
How can municipalities
participate?
Municipal governments are invited to:
d Contact the Canadian Commission for UNESCO to learn more
about the Coalition
a Discuss the benefits of joining the Coalition with community
organizations and other stakeholders
® Send a letter from the mayor to the Canadian Commission for
UNESCO expressing the municipality's interest in joining the Coalition
® Develop and promote the initiative within the municipality
■ Take steps to have the municipal council pass a resolution to sign
the Declaration of the Canadian Coalition of Municipalities Against
Racism and Discrimination, supporting the Common Commitments
listed in this booklet and pledging to develop or reaffirm its own
plan of action
■ Evaluate activities already being undertaken by the municipality
that correspond to one or more of the Common Commitments
® Identify new actions relating to one or more of the Common
Commitments that the municipality will undertake in the coming years
■ Monitor, evaluate and report on progress made
■ Encourage other municipal governments to join the Coalition
6
-35-
COUNCIL - JULY 15, 2008 Delegation (b) - 13
How can! t and
trganizations contribute?
Eliminating racism and discrimination is everyone's responsibility.
The role of local and national organizations, researchers, community
groups, public and private institutions, other levels of government, and
interested individuals is essential to the success of the Canadian' "
Coalition of Municipalities Against Racism and Discrimination initiative.
Here are some suggestions for getting involved:
a Contact the Canadian Commission for UNESCO to learn more
about this initiative
® Contact your municipality to learn if there are plans to join
the Coalition
® Broaden awareness by discussing and sharing information about
this initiative with other local stakeholders
■ Conduct a consultation on the Common Commitments and sample
actions against racism and discrimination and determine how
your organization could participate in the Coalition
® Write to your mayor to encourage participation in the Coalition
■ Ask for this initiative to be put on the agenda of your municipal
council and organize members of your community to make a
presentation to the council explaining the reasons why belonging
to the Coalition could reinforce action against racism and
discrimination and benefit the whole community
7
-36-
COUNCIL -
(b) - 14
COUNCIL - JULY 15, 2008
Delegation (b) - 15
The municipality as a guardian of
the public interest
1. Increase vigilance against
systemic and individual
racism and discrimination.
Sample actions:
m Support or establish, in collaboration with community organizations,
a monitoring and rapid response system or network to identify and
respond to acts of racism, hate crimes and incidents, including
bringing such incidents to the attention of the appropriate authorities.
n Support.or establish a mechanism for consultation with a network
of groups and individuals involved in the struggle against racism
and discrimination (e.g. NGOs, Aboriginal organizations, youth,
artists, police services, the judiciary, provincial and territorial
human rights commissions, etc.).
u Report regularly on the incidence of hate crimes and responsive_
actions taken.
9
-38-
COUNCIL - JULY 15, 2008
Delegation (b) - 16
2. Monitor racism and
discrimination in the
community more broadly
as well as municipal
actions taken to address
racism and discrimination.
Sample actions:
a Make use of existing data and research, or initiate or facilitate
appropriate collection and use of data, on incidents of hate
activities, racism and discrimination in the community, and share
results in a manner that advances human rights.
® Collect and evaluate data and information on racism and
discrimination in specific fields of municipal endeavour, such as.
housing, recreation, culture and other social programs.
® Define achievable objectives and apply common indicators in
order to assess incidents and trends in racism and discrimination,
such as racial profiling, as welt as the impact of municipal policies
and programs.
:o
-39-
COUNCIL - JULY 15, 2008
Delegation (b) - 17
3. Inform and support
individuals who experience
racism and discrimination.
Sample actions:
® Use awareness materials and campaigns to inform citizens about
their rights and obligations, including available resources and
mechanisms for prevention and redress, as well as penalties for
racist acts or behaviour and other forms of discrimination.
® Establish or enhance existing complaint mechanisms within the
municipality's authority (ombudsperson, anti -discrimination unit,
etc.) to deal with allegations of systemic and individual acts of
racism and discrimination.
a Establish protocols to liaise with organizations such as human
rights commissions, legal clinics, and community advocacy
or counselling services that can help facilitate prevention,
interventions, and remedies for those who experience racism
and discrimination.
31
-40-
COUNCIL - JULY 15, 2008
Delegation (b) - 18
4. Support policing services in
their efforts to be exemplary
institutions in combating
racism and discrimination.
Sample actions:
® Consult with local communities to hear concerns and receive
input on responsive measures.
® Establish or enhance a comprehensive anti -racism and anti-
discrimination vision statement and implement effective policies
and procedures (including a complaints mechanism), as well as
staff training to help prevent and respond to issues of racism and
discrimination in policing services and in the community.
n Implement measures or programs to promote accountability of,
and public confidence in, policing services, as well as ensure
appropriate representation of Aboriginal and racialized groups in
recruitment and at all levels of the organization.
12
-41-
COUNCIL - JULY 15, 2008
Delegation (b) - 19
The municipality as an organization
in the fulfillment of human rights
5. Provide equal opportunities
as a municipal employer,
service provider and contractor.
Sample actions:
® Develop, implement, promote and enforce anti -racism and
anti -discrimination strategies, policies and procedures, including
complaints and dispute resolution mechanisms, within the
municipal organization.
• Examine equity at a systemic level, such as auditing different
aspects of the municipality's operations, including corporate
planning, policy and program development, and procedures and
practices with respect to employment, service delivery and
contracting, as well as organizational culture; take steps to
eliminate barriers; and finally, measure progress.
• Educate and sensitize elected officials and civil servants on
mutual respect, citizenship and the obligation to protect and
promote human rights.
13
-42-
COUNCIL - JULY 15, 2008
Delegation (b) - 20
6. Support measures to promote
equity in the labour market.
Sample actions:
m In partnership with local chambers of commerce, set up a
certification program for businesses, organizations, and professional
bodies to integrate mechanisms into their own organizations for
combating racism and building inclusive and respectful workplaces.
m Facilitate monitoring and removal of systemic barriers that impede
fair and equitable access for full participation of Aboriginal and
racialized communities in the economic life of the municipality,
as well as access to professions and trades for foreign trained
professionals.
m Make business licensing renewals conditional upon non-
discriminatory policies and practices.
14
-43-
COUNCIL - JULY 15, 2008
Delegation (b) - 21
7. Support measures to challenge
racism and discrimination and
promote diversity and equal
opportunity in housing.
Sample actions:
® Examine housing and urban planning policies and practices and
address systemic barriers that have a discriminatory effect on ,
Aboriginal and racialized communities, including the further
marginalization of those who are homeless or at risk of homelessness.'
• Work with landlords and social housing providers, with the,
assistance of tenant associations and community organizations,
including legal clinics, to adopt equitable policies and practices
with respect to qualifying applicants and selecting tenants for
market rent units consistent with human rights principles.
w Work with homebuilder, realtor, rental, hotel, tourist and hospitality
associations to draw up anti -discrimination codes of practice for
their respective.industry businesses and organizations.
1_5
-44-
COUNCIL - JULY 155 2008
Delegation (b) - 22
The municipality as a community
sharing responsibility for
respecting and promoting human
rights and diversity
8. Involve citizens by giving them
a voice in anti -racism initiatives
and decision -malting.
Sample actions:
m Take steps to facilitate and increase the representation of
Aboriginal and racialized communities on municipal boards,
commissions and committees.
u Organize regular community forums in collaboration with
existing organizations and mechanisms in order to offer citizens
an opportunity to discuss and be heard on issues of racism and
discrimination in the municipality, including effectiveness of local
policies and programs.
m Empower local NGOs and civil society to share information and.
take action against racism and discrimination.
16
.- 45 -
COUNCIL - JULY 15, 2008
Delegation (b) - 23
9. Support measures to challenge
racism and discrimination
and promote diversity and
equal opportunity in the
education sector and in other
forms of learning.
Sample actions:
is Encourage the development of teaching materials that promote
respect for dignity, human rights, intercultural understanding,
dialogue and peaceful coexistence.
® Support partnerships between educators and front-line community
organizations to reach out to vulnerable youth whose access
to education is adversely affected by bullying and violence or
discriminatory discipline policies or practices.
® Create a program to recognize schools For their anti -racism and
anti -discrimination initiatives.
17
-46-
COUNCIL -JULY 15, 2008
Delegation (b) - 24
so. Promote respect, understanding
and appreciation of cultural
diversity and the inclusion
of Aboriginal and racialized
communities into the cultural
fabric of the municipality.
Sample actions:
® Provide equitable support to cultural projects, programs, events
and infrastructure so that the cultural diversity and heritage
of the community can be preserved and diffused in a fair and
representative way.
n Support initiatives that increase expertise and capacity within
ethno-cultural organizations to effect change in their communities
and enable their members to participate fully in society.
n Promote awareness of the fact that integration of a community's
cultural fabric, together with its economic, educational, social and
security interests, strengthens and benefits the whole community.
18
-47-
COUNCIL -
(b) - 25
COUNCIL - JULY 15, 2008
Delegation (b) - 26
Given that:
v The Canadian Commission for UNESCO (United Nations Educational,
Scientific and Cultural Organization) is calling on municipalities to
join a Canadian Coalition of Municipalities Against Racism and
Discrimination and be part of UNESCO's international coalition
launched in 2004; and
z. The Federation of Canadian Municipalities endorses the Call
for a`Canadian Coalition of Municipalities Against Racism and
Discrimination and encourages its members to join; and
Whereas:
3. Municipal governments in Canada, along with other levels of
government, have responsibilities under Canada's Chorterof
Rights and Freedoms as well as federal, provincial and territorial
human rights codes, and therefore have an important role to play
in combating racism and discrimination and fostering equality
and respect for all citizens;
r Be it resolved that:
4. The Municipality of agrees to
join the Coalition of Canadian Municipalities Against Racism and
Discrimination and, in joining the Coalition, endorses the Common
Commitments and agrees to develop or adapt its own unique
Plan of Action accordingly.
5..These Common Commitments and the Municipality's unique
Plan of Action will be an integral part of the Municipality's vision,
strategies and policies.
6. In developing or adapting and implementing its own unique Plan of
Action toward progressive realization of the Common Commitments,
the Municipality will cooperate with other organizations and
jurisdictions; including other levels of government, Aboriginal
peoples; public and private sector institutions, and civil society
organizations, all of whom have responsibilities in the area of
human rights.
7. The Municipality will set its priorities, actions and timelines and
allocate resources according to its unique circumstances, and within
its means and jurisdiction. The Municipality will exchange its
expertise and share best practices with other municipalities involved
in the Coalition and will report publicly on an annual basis on actions
undertaken toward the realization of these Common Commitments.
(Date) (Puce)
zo (Signature)
-49-
COUNCIL - J
(b)-27
COUNCIL - JULY 15, 2008
Delegation (b) - 28
Among the goals stated in the Charter of the United Nations (1945)
is to "achieve international cooperation in solving international
problems of an economic, social, cultural, or humanitarian character,
and in promoting and encouraging respect for human rights and for
fundamental freedoms for all without distinction as to race, sex,
language, or religion" (article 1.3).
The Universal Declaration of Human Rights (1948) stipulates that
"all human beings are born free and equal in dignity and rights"
(article i) and that "everyone is entitled to all the rights and freedoms
set forth in this Declaration, without distinction of any kind, such as
race, colour, sex, language, religion, political or other opinion,
national or social origin, property, birth or other status" (article 2),
The United Nations Declaration on the Elimination of All Forms of
Racial Discrimination (1963) specifies that "discrimination between
human beings on the ground of race, colour or ethnic origin is an
offence to human dignity and shall be condemned as a denial of the
principles of the Charter of the United Nations, as a violation of the
human rights and fundamental freedoms proclaimed in the Universal
Declaration of Human Rights, as an obstacle to friendly and peaceful
relations among nations and as a fact capable of disturbing peace
and security among peoples" (article i).
22
-51-
COUNCIL - JULY 15.1 2008
Delegation (b) - 29
The International Covenant on Civil and Political Rights (1966)
specifies that:
"Each State Party to the present Covenant undertakes to respect
and to ensure to all individuals within its territory and subject to
its jurisdiction the rights recognized in the present Covenant,
without distinction of any kind, such as race, colour, sex, language,
religion, political or other opinion, national or social origin,
property, birth or other status" (article 2.1);
"Any advocacy of national, racial or religious hatred that constitutes
incitement to discrimination, hostility or violence shall be prohibited
by law" (article 20.2); and
"All persons are equal before the law and are entitled without any_,
discrimination to the equal protection of the law. In this respect,
the law shall prohibit any discrimination and guarantee to all
persons equal and effective protection against discrimination on
any ground such as race, colour, sex, language, religion, political
or other opinion, national or social origin, property, birth or other
status" (article 26).
The International Covenant on Economic, Social and Cultural Rights
(1966) similarly contains provisions that prohibit any form of
discrimination, notably discrimination related to race, colour or
national/ethnic origin.
The International Convention on the Elimination ofAll Forms of Racial
Discrimination (1975) defines racial discrimination as "any distinction,
exclusion, restriction or preference based on race, colour, descent, or
national or ethnic origin which has the purpose or effect of nullifying
or impairing the recognition, enjoyment or exercise, on an equal
footing, of human rights and fundamental freedoms in the political,
economic, social, cultural or any other field of public life" (article 1),
affirms that, among other things, "any doctrine of superiority based
on racial differentiation is scientifically false, morally condemnable,
23
-52-
COUNCIL - JULY 15, 2008
Delegation (b) - 30
socially unjust and dangerous" and requires states to "pursue by all
appropriate means and without delay a policy of eliminating racial
discrimination in all its forms and promoting understanding among
all races," and in particular to "engage in no act or practice of racial
discrimination against persons, groups of persons or institutions and
to ensure that all public authorities and public institutions, national
and local, shall act in conformity with this obligation" and to "prohibit
and bring to an end, by all appropriate means, including legislation
as required by circumstances, racial discrimination by any persons,
group or organization."
The case law of the Committee on the Elimination of Racial Discrimination,
in terms of both individual communications and final observations
toward the periodic reports from states, is consistent in its fight
against discrimination.
The Declaration and the Programme of Action released by the World
Conference against Racism, Racial Discrimination, Xenophobia and
Related Intolerance, held in Durban in September zooi, appeals to
the responsibility of various levels of state governments (federal and
local) to combat racism and acknowledges that "the fundamental
rote of civil society in the fight against racism, racial discrimination,
xenophobia and related intolerance, in particular in assisting States
to develop regulations and strategies, in taking measures and
action against such forms of discrimination and through follow-up
implementation" (par. 116 of the Declaration).
The reports of the Special Rapporteur on contemporary forms of
racism, racial discrimination, xenophobia and related intolerance,
and the Special Rapporteur on the situation of human rights and
fundamental liberties of Aboriginal peoples, which denounce and
document numerous situations of racism and discrimination, are
also relevant.
21,
-53-
COUNCIL - JULY 15, 2008
Delegation (b) - 31
The Canadian Charter of Rights and Freedoms stipulates: "Every
individual is equal before and under the law and has the right to the
equal protection and equal benefit of the law without discrimination
and, in particular, without discrimination based on race, national or
ethnic origin, colour, religion, sex, age or mental or physical disability"
(section 15,1).
Under the Canadian Human Rights Act, "all individuals should have
an opportunity equal with other individuals to make for themselves
the lives that they are able and wish to have and to have their needs
accommodated, consistent with their duties and obligations as
members of society, without being hindered in or prevented from
doing so by discriminatory practices based on race, national or ethnic
origin, colour, religion, age, sex, sexual orientation, marital status,
family status, disability or conviction for an offence for which a pardon
has been granted."
The Citizenship Act provides that all Canadians, whether bybirth
or by choice, enjoy equal status, are entitled to the same rights,
powers and privileges and are subject to the same obligations, duties,
and liabilities.
The Canadian Multiculturalism Act provides that the "Government of
Canada recognizes the diversity of Canadians as regards race, national
or ethnic origin, colour and religion as a fundamental characteristic
of Canadian society and is committed to a policy of multiculturalism
designed to preserve and enhance the multicultural heritage of
Canadians while working to achieve the equality of all Canadians in
the economic, social, cultural and political life of Canada," (Preamble),
affirms that multiculturalism "reflects the cultural and racial diversity
of Canadian society and acknowledges the freedom of all members of
Canadian society to preserve, enhance and share their cultural heritage"
(section 30)(a)) and that it represents "a fundamental characteristic of
the Canadian heritage and identity and that it provides an invaluable
resource in the shaping of Canada's future" (section 3(i)(b)).
2s
-54-
COUNCIL - JULY 15, 2008
Delegation (b) - 32
The recent Canada's Action Plan Against Racism encapsulates a
six -point approach:
i. Assist victims and groups vulnerable to racism and related forms
of discrimination
z. Develop forward -looking approaches to promote diversity and
combat racism
3. Strengthen the role of civil society
q. Strengthen regional and international cooperation
5. Educate children and youth on diversity and anti -racism
6. Counter hate and bias
Under this plan, a number of departments (Citizenship and Immigration
Canada, Canadian Heritage, the National Secretariat on Homelessness,
the Royal Canadian Mounted Police and Infrastructure Canada) are
working with the Federation of Canadian Municipalities to explore
diversity and immigration needs in urban policy -making and cooperation
with civil society through an initiative called "Our Diverse Cities."
The Urban Aboriginal Strategy, introduced in 1998 under the aegis of
the Department of Indian Affairs and Northern Development, addresses,
in partnership with stakeholders, the serious socioeconomic needs of
urban Aboriginal people and the need to improve policy development
and program coordination at the federal and provincial level to reduce
the level of disparity that urban Aboriginal people currently face, and
to offer them better government programs that meet their local needs
and priorities.
26
-55-
COUNCIL - JULY 15, 2008 Delegation (b) - 33
Provincial and territorial human rights codes are premised on the
principle that all human beings are equal in worth and dignity, and are
entitled to equal protection of the law, as well as that every person has
a right to full and equal recognition and exercise of his or her human
rights and freedoms, without distinction, exclusion or preference based
on some or all of the following grounds: race, colour, ancestry, sex,
pregnancy, sexual orientation, civil, marital or family status, age,
religion, political belief, language, ethnic or national origin, social
condition, or disability. Discrimination exists where such a distinction,
exclusion or preference has the effect of nullifying or impairing such
rights, and human rights codes prohibit discrimination and harassment.
27
-56-
COUNCIL - JULY 15, 2008
Delegation (b) - 34
i Participants in the Pan -Canadian Working Group led by the Canadian Commission for
UNESCO included: the Aboriginal Youth Network, the Alberta Human Rights and
"- Citizenship Commission, the Canadian Race Relations Foundation, the City of Toronto,
the Ontario Human Rights Commission and the University of Montreal.
z CRIEC Centre or Research on Immigration Ethnicity and Citizenship, University of Quebec in
Montreal, February zoos, On line: www.criec.ugam.ca/pages/frame_set_f/fs_cahiers_f.html
The study is also available from CCU. Please contact Elisabeth Barot at 1-866-669-4346
or at elisabeth.barotQunesco.ca
3 In undertaking these Commitments and in developing unique Plans of Action for
addressing racism and discrimination, the municipality. will take a participative approach
that will engage Aboriginal peoples and initiate dialogue among diverse communities.
28
-57-
COUNCIL -
(b) - 35
COUNCIL - JULY 15, 2008
Delegation (c) - 1
Panizza, Bob ,
From: yvonne cattrall
Sent: Monday, June 30, 2008 11:16 AM
To: Panizza, Bob
Subject: Request for Delegation at Council, July 15th, 2008
Importance: High
I'd like to request a delegation at council on July 15th please, relating to Equal Opportunity for use of Aurora
Pools.
Thank you.
Yvonne Cattrall
Head Coach, Aurora Selkies Swim Club,
6/30/2008 - 59
COUNCIL - JULY 15, 2008
Delegation (c'-i)
Panizza, Bob
Subject: FW: delegate status on Tuesday night
From: Master Ducks
Sent: Friday, July 11, 2008 11:41 AM
To: Sparks, Debbie; 'Reg Chappell'; Downey, Al
Subject: delegate status on Tuesday night
Hi Debbie/AI
I would like to appear as delegate on Tuesday night.
Please confirm here but if problems, please call my cell as I am heading to Lake Erie for Jade's lake crossing
attempt
Thanks a lot
N
Nancy Black
Master Ducks Swim & Triathlon Club
Ashford Court
Aurora Ontario Canada
L4G-5M2
www.masterducks.ca
7/11/2008 - 59-a -
Delegation d)
WITHDRAWN
Delegation e)
WITHDRAWN
COUNCIL - JULY 15, 2008
Delegation (fl
Panizza, Bob
From: PKafka@smartcentres.com
Sent: Friday, July 11, 2008 11:15 AM
To: Panizza, Bob
Cc: TDyakovska PDavid(
Subject: Delegation
Good morning, Mr. Panizza:
As per our phone conversation this morning, this is to request a delegation on behalf of Whitwell Developments
Limited regarding Sign Variance Application at the forthcoming Council Meeting on July 15. We understand the
agenda is heavy, hence we will condense our deputation to a 1 min summary, after which we will be available to
answer possible questions. Please send me a brief confirmation that you have received this request.
Thank you for your help.
Petr
SmartCentres
Petr Kafka, Ph.D, I Rotation Associate I Phone: 905-760-6200 ext. 7945 1 Fax: 905-760-6220 1 Cell: 416-705-
5591
[ 700 Applewood Cres., Suite 100, Vaughan, Ontario, L4K 5X3 ]
This message is intended fo, ?he addressee it may oantao privileged or con haen.ral lnfor:mation. A ,y urnauthonzed disclosure is strictly pioNb,red. If
you have rect'rr� nrs rncs agc' in e roc p'easJ nctiry us cnmediatety so tbar.ve mar .,oaecr our mter ial rec.o ds Pioase Phan de.c.re .he„oig;nal
messaga. Thanu you
Please Note r FUstPto Shopping —ontros is nor✓ SroarCCet,tres
This email has been scanned by the MessageLabs Email Security System.
For more information please visit http://www.messagelabs.com/email
7/11/2008 -16z'a. —
COUNCIL - JULY 155 2008 JITEM
/y.
AURORA
TOWN OF AURORA
GENERAL COMMITTEE MEETING MINUTES
NO. 08-26
Council Chambers
Aurora Town Hall
Tuesday, June 17, 2008
ATTENDANCE
COMMITTEE MEMBERS Councillor Collins-Mrakas in the Chair, Mayor Morris,
Councillors Gaertner, Gallo, Granger, MacEachern,
McRoberts and Wilson
MEMBERS ABSENT Councillor Buck was absent.
OTHER ATTENDEES Chief Administrative Officer, Director of Corporate
Services/Town Clerk, Director of Leisure Services,
Director of Planning, Director of Public Works,
Director of Financial Services/ Treasurer, and
Council/Committee Secretary.
Councillor Collins-Mrakas called the meeting to order at 7:00 p.m.
DECLARATIONS OF PECUNIARY INTEREST
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
II APPROVAL OF AGENDA
General Committee recommends:
THAT the agenda as circulated by the Corporate Services Department,
with the following additional items, be approved:
➢ New Delegation a) - Mr. Charles Sequeira.
Aurora Seniors' Association
Re: Item 8 - PW08-026 - Investigation of a Snow Windrow Clearing
Program for Seniors and Physically Challenged
Residents
➢ New Delegation b) - Mr. Ilmar Simanovskis, Director of Public Works
Re: Item 11 - PW08-028 - Replacement of Downtown Core Waste
Receptacles with Town Stream Receptacles
➢ REVISED Item 9-PW08-024- Municipal Access Agreement -
Town of Aurora and Rogers Communications Inc.
and Various Utility Service Providers
CARRIED
-62-
COUNCIL - JULY 15, 2008
General Committee Report No. 08.26
Tuesday, June 17, 2008
ll
IV
V
6.
it
10.
ADOPTION OF PREVIOUS MINUTES
General Committee Meeting Minutes, 08-25, June 3, 2008
General Committee recommends:
ITEM# '"2
THAT the General Committee Meeting minutes 08-25 be adopted.
CARRIED
DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Items 1, 2, 3, 4, 5, 8, 9, 11, 12, 13, 14, 16 and 17 were identified for discussion.
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,
PW08-022- Lead Sampling Update
THAT report PW08-022 - Lead Sampling Update, - be .received for
information; and
THAT Council approve the continuation of the lead testing program with
the use of in-house staff.
PW08-026 - Award of Tender PW2008-37 -
For the Supply and Operation of Four Snow
Removal Trucks
THAT the number of snow plow routes increase by one additional route to
a total of nine routes, of which four routes will be maintained by external
contract services and five routes will be maintained by Town staff, and
THAT Tender No. PW2008-37 for the supply and operation of four snow
removal trucks be awarded to 614128 Ontario Ltd, c/o Trisan Construction
Ltd in the amount of $378,980.00 plus GST per year for a period of three
years.
PW08-027 - Award of Tender PW2008-03 - Reconstruction of
Boulding Drive and Navan Crescent
THAT Tender PW2008-02 - Reconstruction of Boulding Drive and Navan
Crescent be awarded to IL Duca Contracting Inc. at its tendered price of
$618,105.50, excluding GST; and
THAT the variances In the storm sewer costs for this project of $9,828.00
be funded from the Storm Sewer Reserve; and
THAT Council authorize the Mayor and Municipal Clerk to execute the
attached Form of Agreement between the Town of Aurora and IL Duca -
Contracting Inc for the reconstruction of Boulding Drive and Navan
Crescent.
-63-
COUNCIL - JULY 15, 2008 1 TEM
General Committee Report No. 08-26 _ -
Tuesday, June 17, 2008
15. PLOB-069 —Zoning By-law Amendment and Site Plan Application
- Imperial Oil Ltd. _
Part of Lot 21, Concession 2
1472 Wellington street East
Files D14-02-08 and D11-21-05(A)
THAT Implementing Zoning By-law 5039-08.D be enacted to permit a
drive-thru and a take-out restaurant as additional permitted uses to the
existing "Service Commercial C3-1 Zone (Rural)"; and
THAT subject to any issues or comments raised by Council, Site Plan
Amendment Application Dll-21-05 (A) be approved to permit the
construction of a drive-lhru facility; and
THAT Council authorize the Mayor and Clerk to execute the Site Plan
Amendment Agreement.
18. ADM08-008 — 404 Gateway Sign
THAT Council approve the construction of one gateway sign, located
within the loop, on the northbound lane of Highway 404, and
THAT Council approve the 404 sign should be lit with a standard electrical.
hook-up.
CARRIED
VI . DELEGATIONS
a) Mr. Charles Sequeira, Aurora Seniors' Association
Re: Item 8 - PW08-026 — Investigation of a Snow Windrow Clearing
Program for Seniors and Physically
Challenged Residents
Mr. Charles Sequeira addressed General Committee in support of the windrow
snow clearing program for seniors and physically challenged residents. Mr.
Sequeira suggested that there is -enough interest within the Town for such a
program, as there were 100 responses to the survey as well as approximately
45 attendees at the workshop. Mr. Sequeira suggested that consideration be
given to adding a hotline for emergency situations.
General Committee recommends:
THAT the comments of the delegate be received and referred to item 8 on
the agenda.
CARRIED
General Committee recommends:
THAT item 8 - PW08-026 — Investigation of a Snow Windrow Clearing
Program for Seniors and Physically Challenged Residents be brought
forward for discussion.
CARRIED
or -Elm
COUNCIL - JULY 15, 2008 ITEM
General Committee Report No. 08-26 -
Tuesday, June 17, 2008
B. PW08-026 — Investigation of a Snow Windrow Clearing Program
for Seniors and Physically Challenged Residents
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,
➢ 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; and
THAT staff contact the Aurora Seniors' Association for their input;
and
THAT staff bringback a report to Council for consideration for the
2008-2009 season
CARRIED
(b) Mr. IlmarSimanovskis, Director of Public Works
Re: Item 11 - PW08-028 — Replacement of Downtown Core Waste
Receptacles with Town Stream Receptacles
The Director of Public Works addressed General Committee to provide a
summary of the existing waste receptacles in the downtown core, and
examples of product options available for the stream receptacles.
General Committee recommends:
THAT the comments of the delegate be received.
CARRIED
General Committee recommends:
THAT item 11 — PWO8-028 — Replacement of Downtown Core Waste
Receptacles with Town Stream Receptacles be brought forward for
discussion.
CARRIED
- 65 -
COUNCIL - JULY 155 2008 ITEM #
General Committee Report No. 08-26
Tuesday, June 17, 2008
11. PW08-028 — Replacement of Downtown Core Waste Receptacles
with Town Stream Receptacles
General Committee recommends:
THAT the Town purchase black waste receptacles for the downtown
core from MidPoint International for locations which will
accommodate the larger, double receptacle units; and
THAT the balance of required waste receptacles be purchased, in
black, from Waste Wise Products.
CARRIED
General Committee recommends:
THAT item 13 — PLOB-050 — Application for Site Plan Approval - Sarjeant-
McKoy Holding Inc. be brought forward for discussion,
CARRIED
13. PL08-050 — Application for Site Plan Approval
Sarleant-McKoy Holding Inc.
32 & 66 Don Hillock Drive
File D11-06.08
General Committee recommends:
THAT staff report back to Council addressing any issues that may be
raised at this General Committee meeting; and
THAT consideration be given to the following issues:
➢ Enhance the fagade;
➢ Increase the amount of glass used;
➢ Decrease the brick work;
➢ Increase the landscaping
➢ Review the use of sustainable landscaping
CARRIED
General Committee recommends:
THAT item 16 — LS08-029 — Brookvalley Development Park Construction
be brought forward for discussion.
CARRIED
16. LSOB-029 — Brookvalley Development Park Construction
General Committee recommends:
THAT report LSO8-029 — Brookvalley Development Park Construction
be received for information; and
THAT the matter be referred to the Leisure Services Advisory
Committee.
CARRIED
MI-M
COUNCIL - JULY 15.1 2008 JiTEM# 1-6
General Committee Report No. 08-26
Tuesday, June 17, 2008
General Committee recommends:
THAT item 17 PLOB-071 — Release for. Registration - Brookvalley
Developments (AURORA) Ltd. be brought forward for discussion.
CARRIED
17. PL08-071 — Release for Registration
Brookvalley Developments (AURORA) Ltd.
Part of Lot 15, Concession 2, E.Y.S
File D12-05-02A
General Committee recommends:
THAT the Mayor and Clerk be authorized to execute a Subdivision
Agreement between The Corporation of the Town of Aurora and
Brookvalley Developments (AURORA) Ltd, in accordance with the draft
approved conditions dated November 1, 2006, subject to the provision of
financial payments and securities as set out on Schedules 1C' and "L" of
the Agreement substantially in the form attached; and,
THAT Council enact Amending By-law 5040-08.R; and
Amendment:
THAT a warning clause be included in the homeowners' Offer of
Purchase and Sale agreement advising of the potential for the
construction of the upgrade of the transmission towers and a peak
generation plant on Bloomington Sideroad; and
THAT the wording of the warning clause be brought to Council for
review.
CARRIED
Amendment:
THAT the matter be referred back to staff to make the following
changes
That the agreement be modified to reflect that item #16 has
been removed from this plan; -
That, under Schedule `J", items 2a) and 2q).be removed; and
THAT staff bring back a summary of the landscaping details that
were originally provided in 2007, as well as the current landscaping
details.
CARRIED
The main recommendation was CARRIED AS AMENDED.
VII PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE
None
-67-
COUNCIL - JULY 15, 2008
General Committee Report No. 08-26
Tuesday, June 17, 2008
JITEM# 1-7
Vlll CONSIDERATION OFITEMS REQUIRING SEPARATE DISCUSSION
ART08-04 — Arts & Culture Advisory Committee Meeting Minutes
May 22, 2008
(2) Ms Ariana Moscote Freire, Novita Interpares Limited
Aurora Arts and Cultural Centre Strategic and Business
Planning Study
PartOne-Strategic Planning Report, and
Part Two — Business Plan Report for the Aurora Heritage Centre
General Committee recommends:
THAT the delegation by Ms Ariana Moscote Freire, Novita Interpares
Limited and document entitled "Church Street School Cultural Centre,
Strategic and Business Planning Study":
• Part One - Strategic Planning Report, and
• Part Two -Business Plan Report -ADDED ITEM
for the Aurora Heritage Centre be received for the purpose of moving
forward to the Implementation Plan for the project, and
THAT Council be provided with a copy of the Strategic Planning
Report and Business Plan Report for information; and -
THAT the consultants be invited to provide a presentation to Council
on the Strategic Planning Report and Business Plan Report.
CARRIED
General Committee recommends:
THAT the meeting be extended beyond 10:30 p.m.
CARRIED
General Committee recommends:
THAT the balance of the Arts & Culture Advisory Committee Meeting
minutes from the May 22, 2008 meeting be received and the
recommendations contained therein be approved.
CARRIED
2. CS08-026 — Codes of Conduct for Members of Council and
Committees
General Committee recommends:
THAT Council enact the proposed by-laws to adopt and implement the
Code of Conduct for Members of Council and the Code of Conduct for
Members of Advisory & Statutory Committees; and
THAT staff report back on the details required to engage the services of
an Integrity Commissioner on a retainer basis, including a job description
and the process for recruitment; and
THAT each advisory committee member be provided with a copy of
the Code of Conduct; and -
68
COUNCIL - JULY 15, 2008
General Committee Report No. 08.26
Tuesday, June 17, 2008
ITEM # 1-8
THAT the recommendations outlined in Mr. Rust D'Eye's report be
included on the next Council agenda.
CARRIED
3. CS08-025 — Newspaper Distribution Boxes
General Committee recommends:
THAT Council approve the enactment of the proposed by-law to license
and regulate the location of newspaper distribution boxes in the Town of
Aurora, and
THAT the Mayor and Town Clerk be. authorized to execute an agreement
with Creative Outdoor Advertising for the provision of Newspaper
Distribution Boxes Corals, and
THAT staff review the number of newspaper distribution boxes as
well as the proposed locations to determine whether they can be
reduced.
CARRIED
5. LS08-030—Library Building Automation System
General Committee recommends:.
THAT Council authorize Leisure Services staff to re -paint the Aurora
Community Centre metal roof and re -submit the request for the
Aurora Public Library building automation system in the 2009 Capital
- Budget. -
DEFEATED
General Committee recommends:
THAT Council authorize Leisure Services staff to proceed with updates to
the building automation and controls system at the Aurora Public Library
for heating, ventilation and air conditioning controls in lieu, of Capital
Project #71046 to re -paint the Aurora Community Centre Arena #2 metal
roof system.
CARRIED
9. PWOB-024 — Municipal Access Agreement — Town of Aurora
and Rogers Communications Inc.
General Committee recommends:
THAT Council authorize the Mayor and Clerk to execute the Municipal
Access Agreement between the Town of Aurora and Rogers
Communications Inc., attached to report PWO8-024, to permit Rogers
Communications Inc. to install its equipment within Town owned rights -of -
way under the terms and conditions of the Municipal Access Agreement;
and
THAT Council authorize the Mayor and Clerk to execute all future
Municipal Access Agreements in the same form between the Town of
Aurora and any other utility service provider as recommended from time to
time by the Director of Public Works
CARRIED
COUNCIL - JULY 15, 2008
General Committee Report No. 08.26
Tuesday, June 17, 2008
ITEM # 1 - 9
General Committee recommends:
THAT the meeting be extended to 11:15 p.m.
CARRIED
12. PW08-019 — Introduction of a "Bag Tag" System
(deferred from June 3, 2008 General Committee Meeting)
General Committee recommends:
THAT report PWOS-019 — Introduction of a "Bag Tag" System be
deferred to the June 24, 2008 Council meeting.
14. - PL08.061 — Downtown Secondary Plan
General Committee recommends:
THAT report PL08.061 — Downtown Secondary Plan be deferred to
discussions pertaining to the second quarter status report; and
THAT a meeting be held in early July 2008,
CARRIED
4. CS08-027 — Council Pending List
General Committee recommends:
THAT report CS08-027— Council Pending List be deferred to the June
24, 2008 Council meeting.
CARRIED
IX NEW BUSINESS/GENERAL INFORMATION— COUNCILLORS
Councillor Granger requested that the Director of Public Works consider the
VIVA bus stop receptacles when reviewing the new receptacles for the downtown
core.
Councillor MacEachem asked whether the outstanding issues pertaining to
clowns and the band have been resolved for the Canada Day Parade towhich
the Director of Leisure Services responded that they have been.
Councillor Granger requested that the matter pertaining to a storage box for the
Farmers' Market be reviewed and resolved.
Mayor Morris advised that a mandatory staff meeting was held recently and she
requested that the CAD provide a summary of comments made by staff on the
feedback form which was distributed. The Mayor advised that staff requested
more information on Councirs vision and achievements and that she will be
working on providing a bulletin every Wednesday following the meetings for staff
to review. Further, the Mayor also advised that she will be working on providing
information on Council's achievements in a condensed format to be posted on
the intranet and that Council's Priority List will be made available for staff to
review as well.
- 70 -
COUNCIL - JULY 155 2008
General Committee Report No. 08-26
Tuesday, June 17, 2008
ITEM # 1 - 10
Mayor Morris advised that she is attempting to negotiate a lesser fee with the
Queen's York Rangers for the Canada Day Parade.
X CLOSED SESSION
None
XI ADJOURNMENT
General Committee recommends:
THAT the meeting be adjourned at 11:25 p.m.
CARRIED
THE REPORT OF THE GENERAL COMMITTEE MEETING 08-26 IS SUBJECT TO
FINAL APPROVAL AT COUNCIL ON TUESDAY, JUNE 24, 2008.
-71-
COUNCIL - JULY 155 2008
JITEM# 2-1
AuRoxA
TOWN OF AURORA
SPECIAL GENERAL COMMITTEE MEETING
AUDIT COMMITTEE MINUTES
NO. 08-27
Council Chambers
Aurora Town Hall
Tuesday, June 24, 2008
COUNCIL MEMBERS Mayor Morris in the Chair, Councillors Buck, Collins-
Mrakas, Gaertner, Gallo, Granger, MacEachern,
McRoberts and Wilson.
MEMBERS ABSENT None
OTHER ATTENDEES Chief Administrative Officer, Director of Corporate
ServiceslTown Clerk, Director of Leisure Services,
Director of Planning, Director of Public Works,
Director of Financial Services/Treasurer and
Council/Committee Secretary.
Mayor Morris called the meeting to order at 7:02 p.m.
I DECLARATIONS OF PECUNIARY INTEREST
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
Il APPROVAL OF AGENDA
General Committee recommends: -
THAT the agenda as circulated by the Corporate Services Department be
approved as presented.
CARRIED
111 DELEGATIONS
(a) Mr. John Gutteridge, Director of Financial Services/Treasurer
Re: 2007 Financial Statements
The Director of Financial Services Treasurer provided an overview of the
results of the 2007 audit reports on the basis of the consolidated financial
position and statements.
(b) Mr..Alister. Byrne, Grant Thornton, Auditors
Re: 2007 Financial Statements
Mr. Alister Byrne, of Grant Thornton Auditors, provided a detailed
summary of the process for conducting the 2007 financial statements audit
and he reviewed several significant findings and provided a comparison
with other similar municipalities to illustrate where the Town of Aurora
stands financially,
- 72 -
COUNCIL - JULY 15, 2008 ITEM # 2-2
Special General Committee Report No. 08-27
Tuesday, June 24,2008
Mr. Byrne advised that the Town of Aurora has had a strong financial year
in 2007, and he outlined various precautionary measures and suggested
best practices which should be considered in order to maintain and uphold
the Town's current and future financial success.
General Committee recommends:
THAT the comments of the delegates be received for information.
CARRIED
IV ITEMS REQUIRING SEPARATE DISCUSSION
1. FSOB-026 —Year End Audited Financial Statements
General Committee recommends:
THAT the 2007 Audit Report and Financial Statements for the year 2007
be received and be published in accordance with Section 295 of the
Ontaric"Municipal Act.
CARRIED
2. AC08-001 — Internal Audit Report Building Administration
General Committee recommends:
THAT the Building Administration Audit Report be received: and
THAT appropriate action be taken to resolve all the issues identified and
outstanding. -
CARRIED
V ADJOURNMENT
General Committee recommends:
THAT this meeting be adjourned at 7:59 p.m.
CARRIED
THE REPORT OF THE SPECIAL GENERAL COMMITTEE MEETING 08-27 IS
SUBJECT TO FINAL APPROVAL AT COUNCIL ON TUESDAY, JULY 15, 2008_
PHYLLIS M. MORRIS, MAYOR BOB PANIZZA, TOWN CLERK
- 73 -
COUNCIL - JULY 15, 2008
ITEM # 3 -1
TOWN OF AURORA
AURORA GENERAL COMMITTEE No. ART08-06
SUBJECT: Arts & Culture Advisory Committee
Recommendation Summary from June 26, 2008
FROM: Arts & Culture Advisory Committee
DATE: July 15, 2008
RECOMMENDATIONS
Arts & Culture Advisory Committee Meeting
Record No. 08-05, dated Thursday, May 22, 2008
THAT the Meeting Record No. 08-05 dated Thursday, May 22, 2008 be adopted,
subject to changing the date in Item 3 to June 26, 2008.
2. Mr. Brian Arnott, Novita Interpares Limited
Presentation of the Final Report -- Strategic and Business Plan for the
Church Street School Cultural Centre (Aurora Heritage Centre)
THAT it be recommended to Council that the delegation by Mr. Brian Arnott, Novita
Interpares Limited and document entitled "Town of Aurora Church Street School
Cultural Centre Strategic and Business Planning Study Final Report" be received;
and
THAT it be recommended to Council that the Town of Aurora, in consultation with
Catherine Molloy, Project Liaison working with the Financial Services Department,
implement a public communications program to bring the community up to date on
the building renovation and restoration of the Church Street School Cultural Centre;
and
THAT it be recommended to Council that the Town of Aurora Communications
Department, in consultation with Catherine Molloy, Project Liaison prepare a
communications program to support Council's decision on its future plan for the
Church Street School Cultural Centre; subjectto adoption of the plan for the project
by Council; and
THAT it be recommended to Council that the ".Town of Aurora Church Street School
Cultural Centre Strategic and Business Planning Study Final Report" prepared by
Novita Interpares Limited be adopted.
- 74 -
COUNCIL - JULY 15, 2008
IITEM# 3-2
July 15, 2008 2 - Report No. ART08-06
3. Copy of 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 September 25, 2008 Arts & Culture
meeting.
4. August Arts and Culture Committee Meeting
THAT a meeting of the Arts and Culture Committee, if required, be held in August,
2008, at the call of the Chair.
ATTACHMENTS
Attachment-41 —Arts and Culture Advisory Committee Minutes of June 26, 2008
Prepared by. Karen Ewart, Manager of Administration/Deputy Clerk Ext 4222
Karen Ewarf
Manager of Administration/Deputy Clerk
On behalf of the Arts and Culture Advisory Committee
75 -
COUNCIL - JULY 15, 2008
ITEM #
Committee:
Date:
Time and Location:
AURORA
COMMITTEE MINUTES
MEETING NO. 08-06
Arts & Culture Advisory Committee
Thursday, June 26, 2008
7.00 p.m., Leksand Room
Committee Members: Councillor Gaertner, Chair, Jackie Bennett, Catherine Molloy,
Nadine Raymond, Vice -Chair, Helen Roberts, Jo-anne
Spitzer and Kenneth Whitehurst
Absent: Christopher Ballard, Councillor Granger
Other Attendees: Mayor Morris, Councillor MacEachern, Councillor McRoberts,
John Gutteridge, Director of Financial ServicestTreasurer,
and Elma Stevenson, Committee Secretary
The Chair called the meeting to order at 7:05 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 Catherine Molloy
THAT the content of the agenda as circulated by the Corporate Services
Department be approved.
CARRIED
- 76 -
COUNCIL - JULY 15, 2008 ITEM #
Arts & Culture Advisory Committee Record No. 08-06
Thursday, June 26, 2008
ADOPTION OF MINUTES
1. Arts & Culture Advisory Committee Meeting
Record No. 08-05, dated Thursday, May 22, 2008
Moved by Nadine Paymond
Seconded by Jackie Bennett
THAT the Meeting Record No. 08-05 dated Thursday, May 22, 2008 be
adopted, subject to changing the date in Item 3 to June 26, 2008.
CARRIED
DELEGATION
2. Mr. Brian Arnott, Novita Interpares Limited
Presentation of the Final Report —
Strategic and Business Plan for the
Church Street School Cultural Centre (Aurora Heritage Centre)
Mr. Brian. Arnott, Novita Interpares Limited was in attendance to present and
respond to questions and comments with respect to the "Town of Aurora Church
Street School Cultural Centre Strategic and Business Planning Study Final
Report" document. This document brings together the three plans for the Church
Street School Cultural Centre, being the Strategic Plan, Business Plan and
Implementation Plan for the project.
Moved by Kenneth Whitehurst
Seconded by Jackie Bennett
THAT it be recommended to Council that the delegation by Mr. Brian
Arnott, Novita Interpares Limited and document entitled "Town of Aurora
Church Street School Cultural Centre Strategic and Business Planning
Study Final Report" be received; and
THAT it be recommended to Council that the Town of Aurora, in
consultation with Catherine Molloy, Project Liaison working with the
Financial Services Department, implement a public communications
program to bring the community up to date on the building renovation and
restoration of the Church Street School Cultural Centre; and
THAT it be recommended to Council that the Town of Aurora
Communications Department, in consultation with Catherine Molloy,
Project Liaison prepare a communications program to support Council's
decision on its future plan for the Church Street School Cultural Centre;
subject to adoption of the plan for the project by Council; and
- 77 -
COUNCIL - JULY 15, 2008
Arts & Culture Advisory Committee Record No. 08-06
Thursday, June 26, 2008
ITEM # s-5
THAT it be recommended to Council that the "Town of Aurora Church
Street School Cultural Centre Strategic and Business Planning Study Final
Report" prepared by Novita Interpares Limited be adopted.
CARRIED
MATTERS FOR CONSIDERATION
3. Copy of the Society of York Region Artists (SOYRA) Agreement
4,
Moved by Jo-anne Spitzer
Seconded by Kenneth Whitehurst
THAT it be recommended to Council that the Society of York Region
Artists (SOYRA) Agreement be deferred to the September 25, 2008 Arts &
Culture meeting.
CARRIED
August Arts and Culture Committee Meeting
Moved by Nadine Raymond
Seconded by Helen Roberts
THAT a meeting of the Arts and Culture Committee, if required, be held in
August, 2008, at the call of the Chair.
CARRIED
ADJOURNMENT
Moved by Catherine Molloy
THAT the meeting be adjourned at 9:15 p.m.
CARRIED
Coundillor We dy Gaertner, Chair
COUNCIL - JULY 153,2008
ITEM #
TOWN OF AURORA
AURORA GENERAL COMMITTEE No. EDAC08-06
SUBJECT: Economic Development Advisory Committee
Recommendation Summary from June 12, 2008
FROM: Economic Development Advisory Committee
DATE: July 15, 2008
RECOMMENDATIONS
1. Economic Development Advisory Committee Minutes
Meeting EDAC08-04 dated Thursday, April 10, 2008
THAT the Economic Development Advisory Committee Minutes of meeting
EDAC08-04 dated Thursday, April 10, 2008 be adopted.
2. BizPal-
No motion
3. . April Monthly Report from the Economic Development Officer
THAT staff be requested to consider the purchase of additional banners which
would reflect Arts, Heritage and Culture, to be located in the downtown core area.
4. May Monthly Report from the Economic Development Officer
THAT the Economic Development Officer continue to provide a monthly report for
the past month and that part of this report include forthcoming initiatives for
committee discussion.
5. Draft Community Profile
THAT items 2, 3 4, and 5 be received for information.
6. Chamber of Commerce Minutes of Executive Round Table
(verbal update by Sean Herbinson)
No motion
79 -
COUNCIL - JULY 15, 2008
JITEM# 4-2
July 15, 2008 - 2 - Report No. EDAC08-06
7. Review of Site Plan Applications
THAT the Review of Site Plan Applications be received for information.
8. Media Advisory regarding 2008 Farmers' Market
THAT the Media Advisory regarding the 2008 Farmers' Market be received for
information.
ATTACHMENTS
Attachment 41 - Economic Development Advisory Committee Minutes of June 12, 2008
Prepared by. Carol Clark, Council/Committee Secretary Ext. 4227
Carol Clark
Council/Committee Secretary
On behalf of the Economic Development Advisory Committee
Mm
COUNCIL - JULY 15, 2008
ITEM # a-s
Committee
Date:
Time and Location:
AUIZQRA
COMMITTEE MINUTES
MEETING NO. 08-06
Economic Development Advisory Committee
Thursday, June 12, 2008
7:00 p.m., Tannery Room
Committee Members: Councillor Al Wilson, Chair, Councillor Wendy Gaertner
(arrived at 7:20 p.m.), Councillor Stephen Granger,
Christopher Ballard, Vice -Chair, Bryan Black, Kent Dinning,
Bryan Moir and Angelo Giannetta
Absent: 1 vacancy (Aurora Chamber of Commerce Representative),
Bryan Moir
Other Attendees: Mayor Morris - ex-officio member (arrived at 7:32 p.m.),
Marnie Wraith, Economic Development Officer, Carol Clark,
CouncillCommittee Secretary
The Chair called the meeting to order at 7:06 p.m.
DECLARATIONS OF INTEREST
None
APPROVAL OF AGENDA
Moved by Christopher Ballard
Seconded by Kent Dinning
THAT the agenda as circulated by the Corporate Services Department be
approved.
CARRIED
-81-
COUNCIL - JULY 15, 2008
IITEM# 4-4
Economic Development Advisory Committee Record No. 08-06 Page 2 of 4
Thursday, June 12, 2008
ADOPTION OF MINUTES
Economic Development Advisory Committee Minutes
Meeting EDAC08-04 dated Thursday, April 10, 2008
Moved by Angelo Giannetta
Seconded by Kent Dinning
THAT the Economic Development Advisory Committee Minutes of
meeting EDAC08-04 dated Thursday, April 10, 2008 be adopted.
CARRIED
NEW BUSINESS
Councillor Wilson advised the committee members about a matter pertaining to the Rice
Commercial Group and their request for a full -turns access from Wellington Street into
the site on the north-west corner of Bayview Avenue and Wellington Street, Councillor
Wilson stated that he had attempted to call an emergency Economic Development
Advisory Committee meeting for Monday, June 9, 2008, but that he could not get
quorum. Councillor Wilson advised that the matter was considered at Council on
Tuesday,. June 10, 2008 and the result was to deny the request for a fullturnsaccess
on a tie vote. Councillor Wilson provided the committee with copies of report PL08-056
pertaining to the issue, as well as other related correspondence and materials.
MATTERS FOR CONSIDERATION.
2. BizPaL
The Economic Development Officer (EDO) reviewed the BjzPaL program by presenting
the on-line business licensing and permit application system and providing a hands-on
opportunity for the committee members to walk through a mock business application
process_ The EDO advised that a soft launch has been, introduced and that an
introduction to the system would .roll out within 3-4 weeks. The EDO also advised that
she would follow up with the Aurora Chamber of Commerce regarding partnering on this
initiative. The EDO provided the website address http://iframe.bizpal-perle.ca for those
committee members who wished to test the system.
-82-
COUNCIL - JULY 155 2008
STEM #
Economic Development Advisory Committee Record No. 08-06 Page 3 of 4
Thursday, June 12, 2008
INFORMATIONAL ITEMS
3. April Monthly Report from the Economic Development Officer
4.
5.
7
Moved by Councillor Granger Seconded by Councillor Gaertner
THAT staff be requested to consider the purchase of additional banners
which would reflect Arts, Heritage and Culture, to be located in the
downtown core area.
CARRIED
May Monthly Report from the Economic Development Officer
Moved by Angelo Giannetta
Seconded by Kent Dinning
THAT the Economic Development Officer continue to provide a monthly
report for the past month and that part of this report include forthcoming
initiatives for committee discussion.
CARRIED
Draft Community Profile
Moved by Christopher Ballard Seconded by Bryan Black
THAT items 2, 3 4, and 5 be received for information.
CARRIED
Chamber of Commerce Minutes of Executive Round "Table
(verbal update by Sean Herbinson)
This item was deferred.
Review of Site Plan Applications
Moved by Councillor Gaertner Seconded by Christopher Ballard
THAT the Review of Site Plan Applications be received for information.
CARRIED
I MIcIM
COUNCIL - JULY 155 2008
JITEM# 4-6
Economic Development Advisory Committee Record No. 08-06 Page 4 of 4
Thursday, June 12, 2008
8. Media Advisory regarding 2008 Farmers' Market
Moved by Seconded by
THAT the Media Advisory regarding the 2008 Farmers' Market be
received for information.
CARRIED
NEW BUSINESS
Bryan Black advised that the Town of Aurora has not provided ice costing to the Aurora
Panthers girls hockey team, which is making is difficult for the organization to move
forward. Mayor Morris advised that the Pricing Policy is currently being reviewed and
that she would ensure that the Director of Leisure Services responds to the Aurora
Panthers as soon as possible.
Councillor Gaertner congratulated Councillor Granger on the success of the Farmers'
Market. .
Councillor Gaertner advised that Ms Susan Walmer was named Citizen of the Year.
Councillor Granger advised that he is resigning from the Economic Development
Advisory Committee effectively immediately.
ADJOURNMENT
Moved by Christopher Ballard
THAT the meeting be adjourned at 9:35 p.m.
CARRIED
Councillor Al Wilson, Chair
'�: Economic Development Advisory Committee
Nam
COUNCIL - JULY 153,2008
IITEM# 5 - 1
-]
Au1 TOWN OF AURORA
COUNCIL REPORT No. FS08-030
SUBJECT: Strategic and Business Plan, Aurora Heritage Centre
FROM: L. John Gutteridge, Director of Finance[Treasurer
DATE: July 15, 2008
RECOMMENDATIONS
1. That the name of the Aurora Heritage Centre be changed to Church
Street School Cultural Centre.
2. That the mission of the Cultural Centre be "community engagement
through arts, culture and heritage programming and promotion".
3. That the Town establish a non-profit corporation to operate the
Church Street School Cultural Centre.
4. That the Town enter into binding agreements with the Non-profit
Corporation for the Provision of Cultural Services, Occupancy Agreement,
and an Asset Management Agreement.
5. That the Town hire interim administrative support until the
Corporation is established and appropriate staff can be hired; and
That the funds for this position be taken from the 2008 budget
established for this operation.
6. That the Town proceed with the recruitment of Program Director for
the Church Street School Cultural Centre so that the resumes are available
to the new board upon appointment.
6. That starting in 2009 budget year the town provide annually base
funding in the amount of $340,000 and a building operations budget of
$143,000. and
That the base funding be increased annually by the lesser of the annual rate
of inflation or 3%.
-85-
COUNCIL - JULY 155 2008
ITEM # 5-2
July 15 2008 - 2 - Report No. FS08-030
7. That the Town of Aurora provide the non-profit corporation a one time
$50,000. grant to be paid out upon proof of matching corporate donations.
8. That the Town adopt this Strategic and Business Plan as the. Guiding
Framework for the development of a Cultural Centre.
BACKGROUND
On December 11, 2007 Council adopted a resolution that appointed Novita
Interpares Limited to prepare a business plan for the Aurora Heritage Centre and
subject to receiving a grant from the Canadian Arts and Heritage Sustainability
Program they would also prepare a Strategic and Implementation Plan.
Further to this the Arts and Culture Committee was appointed the steering group for the
project.
Novita made presentations to the Arts and Culture Committee in the months of
February through June which resulted in the Committee adopting the report and
recommending presentation to Council July 15, 2008.
COMMENTS
It is important to note that the items included in this report only represent a small
portion of the content of the entire report, a full understanding of the concept and
recommendations will require reading the entire document. As a result we are
submitting this to you with as much time as possible before discussion on July 15'h.
The Committee sees this building as being critical to the downtown core and
revitalization. It is important that this project is a success as the ability to foster the
corporate sponsorships and corporate interest in the downtown core can only be
positive for the future of Aurora.
The final report recommends a number of items some of which are captured in the
recommendations section of this report.
Two main recommendations in the report are that the name of the facility be
changed from the Aurora Heritage Centre to "Church Street School Cultural
Centre", it is felt that this will better reflect the proposed usage of the facility and
provides a geographical and historical tie to the facility.
9 :M
COUNCIL - JULY 15, 2008
ITEM # 5-3
July 15, 2008 - 3 - Report No. FS08-030
The second main recommendation is that the operation of the facility be
administered by a Non -Profit Corporation. It is felt that a Non -Profit Corporation will
have a better opportunity to formulate partnerships in the community which will result
in the following mission:
"Community engagement through arts, culture and heritage programming and
promotion".
The critical role for Council is ensuring strong leadership of the Cultural Centre
Corporation is in place and poised to begin work as quickly after the plan is
approved as possible.
In the implementation section of the report Council would be responsible for sections
3.1 and 3.2 of the plan and it is important that the tasks and a timeline be
established to complete these sections. As a result we are proposing the following
tasks and timeline:
Task 1 July 15 to July 31
1. Appointment of a sub committee of Council and representatives of the Arts and
Culture Committee to:
a. Develop a list of potential candidates to fill the role as Chairperson of the
new corporation. The key feature of the leader and board members is:
Entrepreneurial attitude and capacity
b. Prepare a Memorandum of Agreement for presentation to interim leaders
confirming their willingness and capacity to carry forward the development
of the Church Street School Cultural Centre as described in the Strategic
and Business Plan.
c. Appoint members to meet with selected candidate to explain the purpose
of the corporation and the role of the chairperson in the success of the
project.
d. Recommend to Council the Chairperson of the Board of the Corporation.
e. Meet with Chairperson of the Board and Sub. Committee to determine two
additional members of the board.
Concurrent with the above:
a. That the Town's Human Resources Department proceed to advertise for
the position of Program Director for the Church Street School Cultural
Centre.
We believe that Leadership development and subsequent Board recruitment is a key
component of the business plan and must be fully in place in order for the business
plan to succeed.
IF:kA8
COUNCIL - JULY 15, 2008
ITEM #
July 15, 2008 - 4 - Report No. FS08-030
The Committee would like Council to be aware that the implementation plan is quite
extensive and is not projected to be completed until May of 2009. In recognizing this
and the anticipation that the public will be interested in what is happening it is
important that regular and appropriate information be shared with the public.
To assist in trying to improve the timeline for the implementation plan it is our
recommendation that we start the recruitment process for the Program Director
immediately up the acceptance of this report. This will reduce the delay in the
implementation for the recruitment as outlined in Novita's implementation schedule.
Immediately upon the appointment of the Chair of the Board we can proceed with
interviews.
In addition the Committee recognizes that the new corporation should hire their own
staff but that there is a need in the interim to carry out the day to day administrative
duties and public relations functions, it is recommended that an interim
administrative support be hired using the funds contained in the 2008 budget.
OPTIONS
1. As stated in the recommendations of this report
2. That Council not adopt the recommendations and refer it back to the Arts and
Culture committee with direction.
FINANCIAL IMPLICATIONS
When reviewing the financial portion of the report please remember that the costs
identified are costs that will be there whether the Town operates the facility as a
Town operation or establish a non-profit Corporation.
The implementation if adopted by Council does not recognize this facility being in
operation until 2009, however, in the interim there is significant work to be done to
meet this timeline. It is suggested that the 2008 budget of $98,545. for the operation
of the Cultural Centre be revised to meet the needs of the implementation process
and be presented to Council for approval.
Once the non profit corporation is established there are three components of cost
identified in this report:
1. Seed grant
2. Base annual contribution
3. Building Maintenance
Seed Grant
sa-Z
COUNCIL - JULY 15, 2003
11TEM# 5-5
July 15, 2008 - 5 - Report No. FS08-030
In order for the new Board to be able to meet its mandate and not feel constrained
and given that it will take time to cultivate program partners, it is recommended that
the Town provide a one time grant in the amount of $50,000. These funds will only
be able to be drawn from on a matching dollar -for -dollar basis.
Base Annual Contribution
As has been pointed out if we were not to contract with the non-profit agency the
costs would have to be borne by the Town. With this proposal it is suggest that the
town fix its commitment to the operations by contributing $340,000. per year to the
non-profit corporation and Council can determine if that will be a fixed annual
contribution or will include an annual inflationary factor. The advantage to this type
of arrangement is that Council's commitment is fixed and the new non-profit agency
will have to work with community partners to raise additional operating funds, which
in turn will produce a return on the municipality's investment. The schedule included
in 3.7 of the business plan show a forecast of this return on investment for the next 5
years, this forecast is base on similar type projects in other Ontario municipalities.
The $340,000 figure was arrived at based on estimate for cost which include:
• Core staff
• Benefits
• Administrative overheads
These are based on the Management Model as outlined in Section 3.1 of the
Business Plan.
Building Maintenance
The report and recommendations include the Town being responsible for the Asset
or the building envelope. It was felt that the Non-profit board needs to focus on the
day to day activity of developing programs and forming community partnerships.
The consensus was that the asset would be better maintained by town staff as they
currently have the expertise in building maintenance and repair and this would not
create duplication, Plus the municipality can protect their investment.
The anticipated annual operating costs for the building would be approximately
$143,000.
When reviewing the finances of this proposal one must look at the Program
-89-
COUNCIL - JULY 155 2008
JITEM# 5 6
July 15, 2008 - 6 - Report No. FS08-030
Financing Model on page 54 of the attached report and the projected self -generated
program funding on page 55, The ability for the non-profit charitable organization to
raise funds through program sponsorship and corporate sponsorship is one of the
key benefits to this proposal.
CONCLUSIONS
Novita together with the Arts and Culture Committee have completed the project as
directed and are prepared to recommend the plan to. Council for adoption.
The proposed model is a new initiative for the Town of Aurora, although it is in
practice in other municipalities.
The committee had a representative from the City of Burlington to discuss with them
how their program worked, and the committee sees this as an opportunity to invest
and to see a return of one to two times your investment.
Council should remember that if this model does not work to the satisfaction of the
Town then Council has the ability to terminate the agreements with the non profit
agency and have the operations revert back to the direct care and control of Town
Council or some other governance model.
It is important that an appropriate model be determined as soon as possible as the
building renovations appear to be on schedule for a September completion.
LINK TO STRATEGIC PLAN
Goal "A" — To Maintain a Well Managed and Fiscally Responsible Municipality.
ATTACHMENTS
Attachment #1 — Copy of Strategic and Business Planning Study Final Report
PRE -SUBMISSION REVIEW
Prepared b _ L. John Gutteridge, ext. 4111
"
L. Jahn Gutteridge
Director of Finance/Treasurer
,_�hn. S. Rogers
C.A.O.
900
COUNCIL - JULY 155 2008
f
ITEM # 5 "'
jf
j'n'cticdcN'S^iGnf ny
Town of Aurora
Church Street School
Cultural Centre
Strategic and Business
Planning Study
FINAL REPORT
June 2008
301 Jane St.
Toronto, ON M6S 3Z3
(416) 766 0403
_91_
COUNCIL - JULY 15, 2008
ITEM # 5-8
TABLE OF CONTENTS
Vision for the Church Street School Cultural Centre
EXECUTIVE SUMMARY TO THE COMPLETE REPORT
Overview
Identity of the Project
A Separately Incorporated Entity
Recommendations
Summary of Part One: Strategic Plan
Summary of Part Two: Business Plan
Summary of Part Three: Implementation Plan
PART ONE: STRATEGIC PLANNING REPORT
Executive Summary
Purpose and Method of This Report
Goals of the Arts and Cultural Centre
Strategies for Success
Summary of Strategies
Strategic Planning Report
Introduction: A New Venture
1. Town of Aurora Corporate Policy Strategy
2. Community Service and Market Strategy
3. Strategy for Purpose and Identity
4. Strategy for Use of the Church Street School Building
5. Facility Management Strategy
6. Organizational Strategy
7. Governance Strategy
8. Operational Development Strategy
9. Program Delivery Strategy
10. Cooperative Programming Strategy
11. Communications Strategy
12. Capital Development Strategy
13. Strategy to Support Heritage
1
3
5
6
8
9
12
13
14
15
22
24
26
30
32
33
34
35
36
-92-
COUNCIL - JULY 15, 2008
1j'TEM# 5-9
TABLE OF CONTENTS
14. Urban Development Strategy
15. Precinct Development Strategy
PART TWO: BUSINESS PLAN REPORT
1.0 Introduction
1.1 Background
1.2 Executive Summary
1.3 Conclusions
2.0 Basic Principles of the Business Plan
2.1 Core Business of the Cultural Centre
2.2 Purposes of the Cultural Centre
2.3 Organization to Run Core Business
2.4 Relation of Core Business to the Town of Aurora
3.0 Management of the Core Business
3.1 Overall Management Model
3.2 Leadership of the Cultural Centre
3.3 Accountability
3.4 Program Delivery Model
3.5 Heritage Building Stewardship
3.6 Heritage Collection Agreement
3.7 Community's Return on Investment
4.0 Strategies for Success of Core Business
4.1 Creation New Venture
4.2 Development Period
4.3 Benchmarks of Success
5.0 Principles of Cost and Revenue Pro Forma
5.1 Financial Coordination and Reporting
5.2 Budgetary Year
5.3 Budget Development and Approval
5.4 Operating Style
-93-
38
40
41
42
43
46
48
50
51
57
59
61
62
63
I
COUNCIL - JULY 15, 2008
ITEM # 5- 10
TABLE OF CONTENTS
PART THREE: IMPLEMENTATION PLAN
1.0 Introduction
2.0 Principles
2.1 Initial Implementation Team
2.2 Implementation Period
3.0 Tasks
3.1 Town's Role Prior to Formation of Cultural Centre Corporation
3.2 Implementation Part 1: Organizational Relationships Confirmed
3.3 Implementation Part 2: Governance Structure Established
3.4 Implementation Part 3: Operations Roll Out
3.4.1 Administrative Development
3.4.2 Program Implementation
3.5 Timeline
_. , . a W ,_ y;.
Appendices to Part One
Appendix A: Town of Aurora Policy Context
Appendix B: Church Street School Project History
Appendix C: Church Street School Building Context
Appendix D: Tables
Appendix to Part Two
Appendix E: Fulfillment of Grant Commitments
Appendix F: Case Studies
67
■
71
72
75
FL
82
87
96
101
tii
- 94 -
COUNCIL - JULY 15, 2008
ITEM #
NOTE TO READERS
How to Read this Document
The following Strategic and Business Plan for
the Church Street School Cultural Centre in
Aurora has been created to guide planning
and decision -making in the early stages of the
project. Accordingly, the report is more
descriptive than prescriptive. Its intent is to
establish the conditions that will aflowthe Church
Street School Cultural Centre to be established
and be sustainable.
- J5 -
COUNCIL - JULY 15, 2008 STEM # 5 -12
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
VISION FOR THE CHURCH STREET SCHOOL CULTURAL CENTRE
The Church Street School Cultural Centre will engage the community of Aurora
through arts, culture and heritage programming and promotion.
The Cultural Centre will be a dynamic hub in the heart of Aurora, providing a focus
for arts and culture in the town.
The Cultural Centre will be a generator of cultural programming and program
partnerships. The Cultural Centre will also be a steward for the designated
historical building (Church Street Public School) and for the collections stored
within it.
Through the establishment of partnerships with local groups and businesses, the
Cultural Centre organization will generate momentum and create capacity for the
achievement of the Town of Aurora's cultural development goals.
1
COUNCIL - JULY 15, 2008
ITEM # 5 - 13
EXECUTIVE SUMMARY TO THE COMBINED REPORT
- 97 -
COUNCIL - JULY 15, 2008 �TEM # 5 - 14
S
- Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study _
COMBINED REPORT -June 2008
OVERVIEW
The Town of Aurora commissioned a Strategic and Business Plan for an arts and
cultural centre in the Church Street School and work began in January 2008.
Through the Strategic and Business Planning process, the Consultants developed
and presented to the newly formed Arts and Cultural Advisory Committee of Council
three plans: a Strategic Plan, a Business Plan and an Implementation Plan for the
Centre to be created at the Church Street School
This document brings together the three plans for the Church Street School Cultural
Centre. Together, these reports provide a guiding concept and framework for the
Cultural Centre and outline steps for its implementation.
Identity of the Project
In 2007, the Town took over responsibility for the project to create a cultural
centre in the Church Street School. This project had been initially undertaken bythe
Aurora Historical Society and conceived as the Aurora Heritage Centre.
In recognition of the Town's cultural development needs and goals, the original
mandate for the Centre has been broadened to incorporate a wider set of arts and
cultural programming including heritage programming.
This report recommends that the new arts and cultural centre be called the Church
Street School Cultural Centre. Because of the change in the name, in the scope of
the activities to occur within it and in the entity that will undertake the venture (no
longer the Aurora Historical Society and only indirectly the Town), communications
will be a very high initial priority for the Centre.
A Separately Incorporated Entity
The Business Plan portion of this report describes the recommended
relationship to be established between the Town of Aurora and the Church Street
School Cultural Centre, which will be a separately incorporated organization with
close ties to the Town.
Agreements with the Town
An Occupancy agreement will allow the Cultural Centre to operate within the Town -
owned Church Street School property. A Services Provision agreement between the
two corporations whereby the Centre agrees to offer services on the Town's behalf
will outline the responsibilities of each party in the relationship. Core funding from
the Town of Aurora will provide stability to the Centre and guarantee its ability to
3
a'"m
COUNCIL JULY 155 2008
ITEM # 5 - 15
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
run programs. This core funding will be provided in exchange for services offered
to Town residents. An Asset Management agreement will also be struck through
which the Town will take responsibility for base facility management costs such as
heating, lighting and insurance.
It is important to bear in mind that as a Town -owned building, the Church Street
School property would have a number of costs associated with it regardless of the
governance structure in place.
By allowing a separately incorporated organization to run the Centre, the ability is
provided for the Cultural Centre Corporation to generate revenues which would not
be available to the Town were it to run it through a Town department.
The strength of this model is that it will allow the Centre a measure of flexibility
and the advantages of independence while the close ties with the Town will ensure
accountability of the project to the residents of Aurora and to the municipality.
COUNCIL - JULY 15, 2008 ITEM # 5 -16
Town of Aurora
Church Street School Cultural Centre- Strategic and Business Planning Study _
COMBINED REPORT -June 2008 -.-�
RECOMMENDATIONS
The Strategic and Business Plan makes the following overall recommendations:
• That the Town adopt this Strategic and Business Plan as the Guiding Framework
for the development of a Cultural Centre
• That the Town make available the historic Church Street School as the site for
the Cultural Centre
• That the Cultural Centre be called the "Church Street School Cultural Centre"
• That the mission of the Cultural Centre be "community engagement through
arts, culture and heritage programming and promotion"
• That the purpose of the Cultural Centre be delivery of programs in keeping with
its mandate
• That all programs in the Cultural Centre be delivered in partnership with the
community as described in the Plan
• That the Town play an active role in setting up a non-profit corporation to operate
the Cultural Centre
• That the Town use its resources to ensure that the Cultural Centre corporation
has the highest level of leadership as set out in the Plan
• That the Town enter into binding agreements with the Cultural Centre regarding
tenure of the building, service provision and asset management as set out in
the Plan
•. That the Town provide base funding to the Cultural Centre corporation in the
order of $340,000 annually for the Cultural Centre corporation to act as the
Town's agent for cultural development
That the Town provide administrative and other support in the establishment of
the Cultural Centre corporation
5
- 100 -
COUNCIL - JULY 15, 2008 ImEm # 5 - 17
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
SUMMARY OF PART ONE: STRATEGIC PLAN
The Strategic Plan was completed at the beginning of April 2008 and examined the
strategies needed to realize the project, The work was based on:
• Review of documentation relating to physical building
• Review of documentation relating to past history of project
• Review'of Town strategies and policies relevant to project
• Site visit and field research
• In -person interviews with over 30 Town staff members and key community
opinion leaders
• Preliminary environmental scan of Aurora arts and cultural groups and events
• Preliminary research of cultural facilities in similar municipalities
• Preliminary research of other arts and culture centres'
Goals of the Arts and Cultural Centre
The goals for the project are set out in the application which was made by the Town
to the Cultural Spaces Canada program.
These goals include:
• Provide a space for artistic creativity and innovation
• Provide a central venue for cultural expression
• Safe, central, modern facility in historic building
• Multi -disciplinary activities
• Increased and improved access to performing arts, visual arts, media arts,
museum collections, heritage displays, exhibitions
• Focal point for arts, heritage and culture for the Town of Aurora
• A new cultural facility for Aurora
• Assist in the economic viability of downtown Aurora and set the standard for
further arts and cultural development
Strategies for Success
Although the Arts and Cultural Centre already has its building (the historic Church
Street School), it is otherwise an entirely new venture.
This part of the study identifies the various strategies which need to be enacted to
make the Arts and Cultural Centre a reality and a sustainable entity.
The following summary lists a total of 15 strategies which need to be mobilized
as work proceeds toward the public launch of the Arts and Cultural Centre in the
9
- 101 -
COUNCIL - JULY 15, 2008 ITEM # 5 1a
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
Church Street School
These strategies are:
1. Corporate Policy Strategy for the Arts and Cultural Centre
2. Community Service and Market Strategy
3. Strategy for Purpose and Identity
4. Strategy for Use of the Church Street School Building
5. Facility Management Strategy
6. Organizational Strategy
7. Governance Strategy
8. Operational Development Strategy
9. Program Delivery Strategy
10. Cooperative Programming Strategy
11. Communications Strategy
12. Capital Development Strategy
13. Strategy to Support Heritage
14. Urban Development Strategy
15. Precinct Development Strategy
Where appropriate, this report makes recommendations for the pursuit of these
strategic goals.
Structure of the Report
The body of the Strategic Plan provides a description of each of the strategy issues
and a recommendation where appropriate.
The Appendices to the Strategic Plan consist of the following reference pieces:
• Town of Aurora Policy Context
• Church Street School Project History
• Church Street School Building Context
7
- 102 -
COUNCIL - JULY 15, 2008
ITEM #
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
SUMMARY OF PART TWO: BUSINESS PLAN
The Business Plan report for the Church Street School Cultural Centre was
completed at the end of April. It provides a framework for the operation of the
Cultural Centre in the historic Church Street School including:
• The core business will be 'community engagement through arts, culture and
heritage programming and promotion"
• A separate organization will be required to deliver the programming
• The Church Street School Cultural Centre will have a close relationship to the
Town
• The Town will fund building occupancy and the base operations
• The Cultural Centre will develop, fund and deliver the programming
• The Cultural Centre will enter into agreements with the Town for use of the
building and delivery of programs
• By means of the base operations funding, the Cultural Centre will engage
professional staff
• Professional staff will be led by the Program Director whose main
responsibilities will be program development, partnerships and community
relations
• The Cultural Centre will develop a corps of volunteers
• Leadership development and subsequent Board recruitment is a key
component of the business plan and must be fully in place in order for the
business plan to succeed
• The Cultural Centre will work with program partners and sponsors to deliver
programming
• The Cultural Centre will serve the citizens participating in programs through its'
own efforts and those of its partners
• Programs in the Cultural Centre will be self financing
• Programs in the Cultural Centre will cover a broad program mix
• Pre -opening organizational development has been funded by the Town
• A seed grant of $50,000 for start up programming will be required for Year 1
(2009) and will be matched dollar for dollar
• The period ending December 2009 will conclude the development period for the
Cultural Centre
• The base operating budget for running the Cultural Centre in Year 1 will be in
the order of $340,000
Even though there may be pressure to get the, program up and running sooner,
the sequence of organizational development must be followed. The key goal
of the business plan is to create the organization which will fund and deliver
E.
- 103 -
COUNCIL - JULY 15, 2008 ITEM # 5 - 20
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
programming.
Accordingly, organizational capacity comes first, program development second.
SUMMARY OF PART THREE: IMPLEMENTATION PLAN
The Implementation Plan report was completed in late May. It outlines the concrete
steps and roles and responsibilities leading to the establishment of the Cultural
Centre Corporation.
Recruitment of strong leadership and timing are critical. A list of tasks and a target
timeline for completion is provided.
Phases in the Implementation Plan are as follows:
• Role of the Town prior to the formation of the Cultural Centre Corporation
• 1— Organizational Relationships Confirmed
• 2 — Governance Structure Established
• 3 — Operations Roll Out (Including Administrative and Program Development
The Implementation of the Church Street School will take place from June to
December 2008 following a fairly aggressive schedule.
a
- 104 -
COUNCIL - JULY 15, 2008
liTEm# 5 - 21
PART ONE
STRATEGIC PLAN
105 -
COUNCIL - JULY 15, 2008
ITEM # 5 - 22
Note to Readers:
This section of the report refers to the
project as the Arts and Cultural Centre.
At the end of this phase of the work,
the suggested name of the project was
changed to the Church Street School
Cultural Centre.
- 106 -
COUNCIL - JULY 15, 2008
ITEM #
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
EXECUTIVE SUMMARY
Purpose and Method of This. Report
In January 2008, the Town of Aurora engaged Novita to undertake a Strategic
and Business Planning study related to the establishment of an Arts and Cultural
Centre in the historically designed building known as the Church Street School,
located in the centre core of Aurora.
Work began on January 30 2008 following the inaugural meeting of the Arts and
Culture Advisory Committee of Council which has oversight for this study.
The study is being carried out in three parts, each culminating in the production of
a report:
• Part One: Strategic Planning
• Part Two: Business Planning
• Part Three: Implementation Planning
This present report examines the strategies required to realize the Church Street
School project.
The work carried out to complete this report includes:
• Review of documentation relating to physical building
• Review of documentation relating to past history of project
• Review of Town strategies and policies relevant to project
• Site visit and field research
• In -person interviews with over 30 Town staff members and key community
opinion leaders
• Preliminary environmental scan of Aurora arts and cultural groups and events
• Preliminary research of cultural facilities in similar municipalities
• Preliminary research of other arts and culture centres
9
- 107 -
COUNCIL - JULY 15, 2008 JITEM# 5 - 24
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
GOALS OF THE ARTS AND CULTURAL CENTRE
The goals for the project are set out in the application which was made by the Town
to the Cultural Spaces Canada program.
These goals include:
• Provide a space for artistic creativity and innovation
• Provide a central venue for cultural expression
• Safe, central, modern facility in historic building
• Multi -disciplinary activities
• Increased and improved access to performing arts, visual arts, media arts,
museum collections, heritage displays, exhibitions
• Focal point for arts, heritage and culture for the Town of Aurora
• A new cultural facility for Aurora
• Assist in the economic viability of downtown Aurora and set the standard for
further arts and cultural development
13
COUNCIL - JULY 15, 2008
ItTEm# 5 - 25
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
STRATEGIES FOR SUCCESS
Although the Arts and Cultural Centre already has its building (the historic Church
Street School), it is otherwise an entirely new venture.
This part of the study identifies the various strategies which need to be enacted to
make the Arts and Cultural Centre a reality and a sustainable entity.
The following summary lists a total of 15 strategies which need to be mobilized
as work proceeds toward the public launch of the Arts and Cultural Centre in the
Church Street School.
These strategies are:
1. Corporate Policy Strategy for the Arts and Cultural Centre
2. Community Service and Market Strategy
3. Strategy for Purpose and Identity
4. Strategy for Use of the Church Street School Building
5. Facility Management Strategy
6. Organizational Strategy
7. Governance Strategy
8. Operational Development Strategy
9. Program Delivery Strategy
10.Cooperative Programming Strategy
11.Communications Strategy
12.Capital Development Strategy
13.Strategyto Support Heritage
14.Urban Development Strategy
15.Precinct Development Strategy
Where appropriate, this report makes recommendations for the pursuit of these
strategic goals.
Capacity Gap
There is currently a significant gap between the identification of these goals and
their execution. The existence of this gap is made more critical by the very short
timeframe between the time of writing (end of March 2008) and the anticipated
opening of the project (Fall 2008).
Addressing this gap is the highest priority for the project.
14
- 109 -
COUNCIL - JULY 15.12008
ITEM # 5 - 26
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED. REPORT - June 2008
SUMMARY OF STRATEGIES
1. Town of Aurora Corporate Policy Strategy
The Arts and Cultural Centre is a project of the Town of Aurora.
The Arts and Cultural Centre will therefore meet, support and enhance many official
policies of the Town of Aurora.
The key Town policy goals which relate to the Arts and Cultural Centre are:
• Strategic Plan Actions
• Economic Development Strategic Goals
• Nascent arts and cultural development goals (represented by striking of Arts
and Culture Advisory Committee and proclamation of 2008 as Year of Arts,
Culture and Heritage in Aurora)
Appendix A itemizes the Town Policy context relevant to this project.
2. Community Service and Market Strategy
The Town is developing the Arts and Cultural Centre project in order to meet the
community service goals enshrined in its various policies.
This report finds that Aurora does not currently have the. cultural programs and
facilities that are found in other mid -size Ontario cities (see Appendix D, Table 1).
There are missed opportunities for enjoyment of cultural programming which the
Arts and Cultural Centre could address.
Cultural development through opportunities for participation is accordingly a clearly
defined need in Aurora.
Recommendation
The purpose of the Arts and Cultural Centre will be to meet the needs of community
arts and the needs for cultural development in Aurora.
3. Strategy for Purpose and Identity
What is an arts and cultural centre?
Unlike a pool, arena, museum or theatre, an arts and cultural centre could be many
things.
The Arts and Cultural Centre needs to be defined in relation. to its market
(community arts), in its purpose (cultural development) and its service. delivery
15
110 -
COUNCIL - JULY 15, 2008
�imm# 5 27
(programs).
Town of Aurora
Church Street School Cultural Centre --Strategic and Business Planning Study
COMBINED REPORT - June 2008
Recommendation
The Arts and Cultural Centre should define itself as a participatory community
cultural centre.
Recommendation
The mission of the Arts and Cultural Centre will be to reflect and interpret the past,
present and future of Aurora through creative art.
4. Strategy for Use of the Church Street School Building
The layout of the Church Street School is a typical 8-room school house with
a centre hall plan. The rehabilitation work which is currently underway will not
fundamentally alter the basic building form.
While an Arts and Cultural Centre could be many things, the Church Street School
building is a finite entity.
And, while there are many cultural development needs in Aurora, not all can
be accommodated in the Church. Street School. It is best suited to small-scale
gatherings, exhibits and classes.
The Arts and Cultural Centre can, however, be a useful and effective bridging
project which will promote cultural development in Aurora and set the stage for
future cultural facilities.
Recommendation
The Arts and Cultural Centre will adopt a strategy that reflects the actual capacity of
the Church Street School to accommodate programs.
5. Facility Management Strategy
This study touches upon two related projects:
1) The renovation of the historic Church Street School
2) The creation of an arts and cultural centre in the historic Church Street School
The facility management strategy relates to the first project: the Church Street
building itself.
The Church Street School property is owned by the Town of Aurora. The Leisure
Services Department runs all Town buildings.
110
COUNCIL - JULY 15, 2008 JITEM# 5 - 28
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study. -
COMBINED REPORT - June 2008
Since the Town is the owner and has substantial facility management capacity, the
facility management strategy for the Church Street School foresees the physical
building managed by the Town.
Recommendation
The Town will manage the physical facility through the Leisure Services department.
Management in this case refers to the building only, not use of it.
6. Organizational Strategy
One of the key mandates of the Arts and Cultural Centre is the facilitation of
community cultural development through cultural animation. While the Town
operates facilities and offers a variety of arts programs through contractors, there
is currently no mechanism within the Town structure specifically dedicated to
cultural promotion and capacity building.
The organizational capacity to fulfill the vision and mandate of the Arts and Cultural
Centre needs to be created.
Recommendation
The Arts and Cultural Centre will develop an organizational structure with the ability,
power, and authority to select programs, raise funds, hire staff, organize volunteers
and produce programs.
This organization may also include a fundraising foundation.
7. Governance Strategy
As recommended above, the physical asset of the Church Street School will be
managed by the Town under its governance and operating protocols.
The program delivery function of the Arts and Cultural Centre will be governed
under an authority which is separately delegated -toward programming. The nature
and constitution of this authority will be determined in the study process.
The strategy for governance will reflect the need for an integral relationship with the
cultural community and the need to raise program funding.
Recommendation
A separately incorporated entity operating under a service covenant with the Town is
recommended.
17
- 112 -
COUNCIL - JULY 15, 2008
ItTEm# 5 - 29
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
8. Operational Development Strategy
Just as there is currently no organizational structure for cultural program delivery
for the proposed Arts and Cultural Centre, there is no existing operational structure
and no staff.
The building will need to be fully staffed for the first day of operations.
Recommendation
Between now and the first day of operations, appropriately skilled and experienced
cultural programming staff will be recruited for operating and/or programming the
venue.
9. Program Delivery Strategy
The operating goal of the Arts and Cultural Centre will be to provide cultural
programming delivery through its own efforts and that of other providers.
The nature and type of providers who will deliver programming is to be determined
in the business planning stage.
10. Cooperative Programming Strategy
The Aurora Public Library which occupies the property abutting the Church Street
School is the major cultural service provider in Aurora with roughly 300,000 person -
visits annually and a substantial roster of ongoing cultural programs.
Recommendation
The Arts and Cultural Centre will develop a strategy for programming cooperation
and will join the Aurora Public Library as a major provider of cultural services in the
core.
11. Communications Strategy
The change in project identity from a "Heritage Centre" to an "Arts and Cultural
Centre" has not been communicated to the public.
As noted above, the concept of an arts and cultural centre is not well understood
and, once defined, needs to be communicated to the public.
As the project moves toward opening, an active flow of information to and from all
stakeholders needs to be maintained. There is a need to define the stakeholders
and to define what needs to be communicated to them.
M
- 113 -
COUNCIL - JULY 15, 2008 1 TEM # 5 - 30
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
Recommendation
In order to move the project towards opening, a structured communications plan is
required as soon as possible along with the capacity to manage it.
12. Capital Development Strategy
Renovations to the Church Street School facility are currently being
completed under a General Contract which is being managed by the Leisure
Services Department. The work includes building fabric and systems and some
minor fit -ups.
Capital funding to date has been provided by contributions from the Aurora
Historical Society, from Cultural Spaces Canada and from the Town of Aurora.
Furnishings, systems and equipment for yet -to -be -determined program delivery are
not included.
Recommendation
The Arts and Cultural Centre needs a strategy to address the capital costs of program -
related equipment once the scope of programming is known. This strategy will include
the means and sources of additional funding.
13. Strategy to Support Heritage
The project was originally conceived by the Aurora Historical Society as the Aurora
Heritage Centre.
While it has not been officially re -named, the mandate is different and the scope of
the project as articulated in the Cultural Spaces Canada application is broader than
that of a "heritage centre" and the application states the name is under review.
Recommendation
The heritage mandate of the Arts and Cultural Centre will have three components:
Stewardship and education related to the historic building
Accommodation of heritage programs and events
Accommodation of heritage materials
14. Urban Development Strategy
The Church Street School is an icon in the historic downtown core.. This historic
core has the potential to be a leisure and cultural destination for residents and
visitors alike.
19
- 114
COUNCIL - JULY 15, 2008
liTEm# 5-31
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
Recommendation
The Arts and Cultural Centre will adopt a strategy which allows it to play a leading role
in the revitalization of Aurora's historic central core.
15. Precinct Development Strategy
The precinct which is occupied by the Church Street School, the new Aurora Public
Library, the old Public Library and old Fire Hall has the capacity to be developed as
a civic destination within the historic core.
Recommendation
The Arts and Cultural Centre will be a partner in the development of the precinct.
20
- 115 -
COUNCIL - JULY 15, 2008
liTEm# 5 - 32
ME&M
COUNCIL - JULY 155 2008
liTEm# 5 - 33
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
INTRODUCTION: A NEW VENTURE
Apart from being housed in a renovated old building, the proposed Arts and.
Cultural Centre in the Church Street School is an entirely new venture for the Town
of Aurora.
Accordingly, there are many goals to be pursued and many strategic initiatives to be
developed in order to meet these goals.
This part of the study therefore identifies the various strategies which are required
to bring the project to a successful realization and sustainable operation.
Above all, timing is critical as the Church Street School building is expected to be
ready for occupancy in September 2008.
1. Town of Aurora Corporate Policy Strategy
POLICY FRAMEWORK
Mayor's Proclamation
In January 2008, the Town Council of Aurora passed a resolution proclaiming 2008
The Year of Arts, Culture and Heritage in Aurora.
The proclamation refers to the historic and strategic value of, arts, culture and
heritage for and in Aurora and lists numerous community groups, places and
activities contributing to Aurora's cultural, artistic and heritage landscape.
Council Resolution
On April 24, 2007, Council resolved to support the renovation of the Aurora
Heritage Centre begun by the Aurora Historical Society, in the amount of
$2,321,440.
Council further resolved to hold a public Open House at the Centre, to direct
staff to produce a report on options for names for the facility, and to review the
building's design to reflect the fact that it would be managed and operated by the
Town as a municipal building.
With these resolutions, the Town also took over the building from the Aurora
Historical Society. The relationship of each party to the new building and its
future collections, programming and operations was not further formalized in this
Resolution.
22
- 117 -
COUNCIL - JULY 15, 2008 ITEM # 5 - 34
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study .
COMBINED REPORT -June 2008
Town Policies
The Arts and Cultural Centre will be developed in the furtherance of the official
public policy objectives of the Town of Aurora. (See also Appendix A)
Strategc Plan Update 2006
The 2006 update will emphasize the development of local assets which capitalize
on the strengths and opportunities in the area.
Goals and objectives include:
• Development and maintenance of a strong local economy
• A Town that respects its historic culture and character
• Importance of a healthy environment and the social and physical well-being of
the residents
• 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
• Promote and market the beauty and uniqueness of the historic and natural
areas throughout Aurora
• Plan for the preservation and restoration of the local heritage areas and
buildings
Economic Development Strategy 2003
Goal #2 of the Town of Aurora's Economic Development Strategy is to "Improve and
increase the Town's efforts to 'Market' Aurora as a premier business address."
The revitalization of the Historic Downtown Commercial Core is identified as key to
this goal- Eight action items relating to the revitalization of the core are:
• Assisting in maintenance and restoration of older buildings
• Re-establishing tenant opportunities
• Ensuring adequate parking in core area
• Reviewing opportunities for development
• Considering 'theme' treatments to distinguish core from other areas of town
• Examine use of signage
• Support completion of Heritage Resource Area Urban Design Guidelines
• Determine possibility of developing tourism strategy
23
COUNCIL - JULY 15, 2008
ITEM # 5 - 35
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
_. . COMBINED REPORT -June 2008
Culture and Recreation Master Plan 2003
The Culture and Recreation Master Plan 2003 contains a 10-Year Facilities
Forecast which foresees the creation of an Arts and Cultural Centre in 2011 and
which estimates the cost of this facility at $3.3 million.
A new Master Plan for Recreation will be created before 2009. A separate Arts &
Culture Master Plan will be developed in a similar time frame.
Arts and Culture Master Plan
The Town of Aurora does not currently have a stand-alone Arts and Cultural Master
Plan.
The creation of a Plan is listed as an item in the workplan of the Arts & Culture
Advisory Committee of Council which was struck at the end of 2007.
2. Community Service and Market Strategy
GAPS IN COMMUNITY CULTURAL OPPORTUNITIES
A review and analysis of the inventory of cultural facilities and activities in Aurora
and in communities of its size (provided in Appendix D) reveals there are a number
of gaps in community cultural opportunities which could be filled by the Arts and
Cultural Centre -
Cultural Venues and Opportunities for Cultural Participation
Most cities of Aurora's size have a number of cultural institutions and amenities
which are not currently present in Aurora.
Aurora has a national historic site and medical museum, (Hillary House), several
commercial galleries, the Skylight Gallery in the Town Hall and a local theatre.
However, currently there is no public art gallery in Aurora.
Arts instruction and cultural programming in Aurora is offered by schools, the
Library, churches, and the Town (through Leisure Services) and commercial
providers.
Artistic and Cultural Community
There are two dozen cultural and artistic groups and associations, several
institutional program providers and several private businesses operating in the
area of arts and culture (see full listing in, Appendix D, Table 3).
24
- 119 -
COUNCIL - JULY 155 2008 ITEM # 5 - 36 .
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
The activities of these groups range from amateur to professional. Event types
include courses, seminars, speaking engagements and workshops.
While there are a variety of cultural groups, their activity is small and
somewhat fragmented. There is no forum for all groups to discuss common needs,
interests or projects. Some artistic groups could use increased visibility through
exhibit venues. Increased opportunities to build relationships between
organizations and the Town would also be valuable.
Aurora therefore has a need for community development of arts. (Currently the
Town does not have a cultural policy, however as stated above this is planned as
part of the mandate of the Arts and Cultural Advisory Committee).
There is an opportunity for the Arts and Cultural Centre to be a meeting place and
hub for divergent creative interests —a focal point for creativity in Aurora.
Demand for Cultural Programs
While the Consultants have not conducted a systematic study of demand at this
stage, several indicators suggest there is latent demand for cultural programming
in Aurora.
• The success of the Seniors' Centre and the Library as cultural programmers
• Waiting lists for classes offered by the Library and by independent program
providers such as Marquee Theatre Productions
• Use by Aurora residents of cultural facilities in neighbouring communities (e.g.
Newmarket Theatre, Varley Art Gallery)
Downtown Core
The downtown core of Aurora currently houses one major cultural asset, the
Aurora Public Library. The Library is a key provider of cultural programs for Town
residents.
The Arts and Cultural Centre in the Church Street School could cooperate with the
Library in providing cultural programming opportunities in the historic downtown.
A large percentage of Aurora residents live within walking distance of the downtown
historic core, there is an opportunity to build pedestrian -friendly, centre -focused
activities to draw residents into the area.
25
MrKIM
COUNCIL - JULY 15, 2008
ITEM # 5 - 37
Town of Aurora
Church Street School Cultural Centre - Strategic andBusiness Planning Study
COMBINED REPORT - June 2008
Recommendation
The purpose of the Arts and Cultural Centre will be to meet the needs of
community arts and the needs for cultural development in Aurora.
3. Strategy for Purpose and Identity
IDENTITY OF ARTS AND CULTURAL CENTRE
Mission of the Facility
The identity of the Arts and Cultural Centre is to be found in its mission
statement.
The Town of Aurora lacks the cultural infrastructure which exists in most other
communities of its size (see Appendix D, Table 1) and the citizens of Aurora are
thereby lacking opportunities for cultural expression and participation which are
available elsewhere.
In order to address this situation, Council has determined that the historic Church
Street School will become an Arts and Cultural Centre.
This facility will serve to promote community cultural development and will provide
a bridge to future cultural facilities.
The facility and its programs will also provide a bridge between the community's
past and its future.
As such, the programming for the Arts and Cultural Centre will focus on the history
of place, social identity and change.
Recommendation
The recommended mission for the Arts and Cultural Centre as proposed in this
report is:
To understand and Interpret community history, continuity and change
The recommended name for the Arts and Cultural Centre as proposed in this report
is:
Church Street School Cultural Centre
26
- 121 -
COUNCIL - JULY 155 2008 liTEm# 5 - 38
Town of Aurora -
Church Street School Cultural ,Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
PURPOSE OF ARTS AND CULTURAL CENTRE
Mandate
The purpose of the Arts and Cultural Centre is to be found in its mandate
statement.
The Town of Aurora has a number of leisure venues (see Appendix D, Table 2).
Although some arts and cultural activities are offered within them, none of these
venues was built nor is designated for the expressed purpose of providing arts and
cultural programming.
Within Aurora, there are a number of cultural groups, institutions and businesses
(see Appendix D, Table 3) who may wish to collaborate on program provision on a
regular or occasional basis.
Recommendation
The recommended mandate and operating goal of the Arts and Cultural Centre as
proposed in this report will be:
To provide cultural programming delivery through its own efforts and in
partnership and cooperation with other cultural program providers
DEFINITION OF AN ARTS AND CULTURAL CENTRE
The definition of an Arts and Cultural Centre is to be found in its core functions and
capacities.
For the purpose of this report, arts and culture is construed to be the creative arts
including:
• Two dimensional art (drawing, painting, print making, etc.)
• Three dimensional art and crafts (sculpting, ceramics, fibres, print -making,
etc.)
• Literary arts (fiction, non-fiction, plays; poetry, storytelling, etc.)
• Performing arts (music -making, dance, spoken word, puppetry)
• Electronic arts (film, video, audio, digital & animation, new media, etc.)
• Heritage (folkloric arts, natural heritage, built heritage, material heritage)
27
- 122 -
COUNCIL - JULY 15, 2008
ItTEm# 5 - 39
Town of Aurora
_Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
Cultural Institution Typologies
Public Art Gallery
If it were a public art gallery, the core functions and capacities of the Arts and
Cultural Centre would (as per the Ontario Association of Art Galleries' membership
criteria):
• Be a not -for -profit institution dedicated to the service of the general public
• Include among its primary aims and objectives the exhibition, interpretation and
preservation of works in the visual arts
• Have an unpaid board or supervisory committee representative of the
community it serves, and charged with and ultimately responsible for the
institution's policies
• Employ a full-time, paid director or curator who is charged primarily with the
gallery's operation
• Have a space with measurable boundaries or a building that is publicly
designated as an art gallery
• Strive to meet the physical standards for its operations as set out in OAAG's
Environmental Standards for Art Galleries
• Ensure that works of art are cared for in a safe and acceptable manner
• Be open to the public on a regular basis
• Pay fees to professional artists for services rendered
• Maintain a balanced exhibition program according to its aims and objectives
While the Arts and Cultural Centre may exhibit works of art, it is not specifically a
public art gallery.
Public Museum
If the Arts and Cultural Centre were a public museum, its requirements would be
much the same as those of an art gallery.
The core functions and capacities of the Arts and Cultural Centre would relate to the
following (as per the International Council of Museums definition of a museum):
"a non-profit making, permanent institution in the service of society and
of its development, and open to the public, which acquires, conserves,
researches, communicates and exhibits, for purposes of study, education
and enjoyment, material evidence of people and their environment (... )"
The Arts and Cultural Centre may exhibit heritage artifacts. It could be a
public museum or incorporate a museum function within a wider set of
m
- 123 -
COUNCIL - JULY 15; 2008
JITEM# 5 - 40
Town of Aurora
Church Street School. Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
programming offerings.
Artists' Cooperative Centre
If it were an artists' cooperative centre, the core functions and capacities of the
Arts and Cultural Centre would be:
• Gallery and studio space
• Art classes
• Art exhibitions
• Art and craft sales
• Core programming provided by staff and affiliated instructors
• Rental of facilities by other program providers
The Arts and Cultural Centre could have the capacity to be an artists' cooperative
centre.
Participatory Community Arts Centre
If it were a participatory community arts centre, the core functions and capacities
of the Arts and Cultural Centre could include:
• Gallery and studio space
• Art classes
• Programming staff
• Resident groups
• Capacity to accommodate drop -in groups
• Rentals
• tong opening hours
The Arts and Cultural Centre could have the capacity to be a participatory centre.
Multi -purpose Event Centre
If it were a multi -purpose event centre, the core functions and capacities of the Arts
and Cultural Centre would be:
• Event coordinating staff
• Capacity to host corporate, social and community events
• Relationship with suppliers (e.g. caterers, photographers, etc.)
The Arts and Cultural Centre could have the capacity to be a multi -purpose event
centre, however this would affect its identity as an arts facility.
29
- 124 -
COUNCIL - JULY 155 2008 JITEM #
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008- -
Recommendation
The recommended definition of the Arts and Cultural Centre as proposed in this
report is:
Participatory community culturai centre
4. Strategy for Use of the Church Street School Building
See also Appendix C: Church Street School Building Context
SUITABILITY AND BEST FIT
The Church Street School is a typical 8-room schoolhouse with a centre hall plan
and classrooms in the order of 900 sf each in their original configuration.
The building is currently under renovation with repairs and improvements to
foundations, building envelope, systems, fire and life safety. Some minor
modifications are also being made to the interior layouts.
Upon completion of construction, the Church Street School building will yield the
following undedicated space:
Lower floor Activity Room
1,740 sf
Main floor Aurora Gallery
1,100 sf
Upper floor Multi -purpose Room
1,885 sf
Aurora Gallery
731 sf
Great Hall Gallery
1,015 sf
The area on the lower floor (basement) is most suitable to secondary uses and.
studio uses which generate a mess and require a large area per participant
(pottery, children's art, woodworking).
The former classroom spaces on the main and upper floors are light -filled with
large windows on two sides. These spaces are well suited to small gatherings,
exhibits which require relatively little wall space and instructional studios for clean
art forms such as drawing, textiles and new media.
The multi -purpose room is suitable for these uses and can be used for larger
gatherings and for some live presentations (readings, guitar recitals, etc.)
The multi -purpose room is too small and has no support facilities for dramatic
presentations.
30
- 125 -
COUNCIL - JULY 15, 2008 ITEM # 5 - 42
.. - Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
The Great Hall Gallery which is also a circulation corridor is best suited to wall
mounted exhibits.
Without affecting the anticipated vibrancy of the Centre, scheduling of programs
within the Arts and Cultural Centre should take into account the nature and
character of the building as it relates to sound isolation. The general rule should be
ensuring that one use not prevent the enjoyment of a neighbouring use.
Recommendation
The Arts and Cultural Centre will adopt a strategy that reflects the actual capacity
of the Church Street School to accommodate programs.
CAPACITY OF THE TOWN IN RELATION TO THIS PROJECT
Leisure Services Department
The Leisure Services department manages all Town -owned facilities. It manages
and programs some facilities, such as the Aurora Family Leisure complex or the
Aurora Recreation Centre. It also manages some facilities which are programmed
by others, for example, the Seniors' Centre.
The Leisure Services department offers a number of arts and cultural programs
aimed at children, youth, adults and older adults. These programs are taught by
contracted instructors and take place at a variety of the Town's facilities (see
Appendix D, Table 2 for a list of facilities).
Current offerings include:
• Dance programs
• Craft (e.g. jewelry, beading)
• New media (e.g. digital photography, film viewing)
• Visual arts (e.g. cartooning and drawing, watercolours, pottery)
• Music (e.g. songwriting workshop, drum clinic)
The Leisure Services department has the capacity to be a key partner for the new
Arts and Cultural Centre through both its facility management expertise and in its
provision of arts and culture programming for a range of ages and levels.
Special Events
The Town's Special Events department has expertise in the area of event
organization which could be mobilized through the Centre on occasion.
31
- 126 -
COUNCIL - JULY 15y 2008
liTEm# 5 - 43
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
5. Facility Management Strategy
Since the Leisure Services Department has expertise in building management and
has oversight for all Town buildings, it is recommended that Leisure Services be
responsible for physical oversight of the building. This oversight will include:
• Grounds keeping
• Routine maintenance and upkeep of building fabric and systems
• Fire and life safety compliance
• Building security and monitoring
• Utilities and energy
Recommendation
The Town will manage the physical facility through the Leisure Services
department. Management in this case refers to the building only, not use of it.
6. Organizational Strategy
This study makes reference to two projects. The first of these is the rehabilitation
and ongoing operation of the historic Church Street School. As noted above, the
organizational structure for building stewardship will be provided by the Town of
Aurora through its Leisure Services division.
The second project is the creation and mobilization of arts and cultural programs
which will occur within the Church Street School building in furtherance of the
mandate which has been given by the Town through this study.
One of the key mandates of the Arts and Cultural Centre is the facilitation of
community cultural development through cultural animation. While the Town
operates facilities and offers a variety of arts programs through contractors, there
is currently no mechanism within the Town structure specifically dedicated to
cultural promotion and capacity -building.
Due to the fact that this is a new venture for the Town and due to the need for
close integration with community leadership, this study proposes that a separate
organizational structure is required to develop anddeliver cultural programming.
The responsibilities of this organization will include:
• Creating and maintaining a direct relationship with the Town
• Recruiting and maintaining a strong leadership base
• Adopting a set of goals and objectives for the Arts and Cultural Centre
32
- 127 -
COUNCIL - JULY 15y 2008
JITEM # 5 - 44 _
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
• Taking responsibility for budgeting and funding of program delivery
• Recruiting a director to administer and oversee program delivery
Recommendation
The Arts and Cultural Centre will develop an organizational structure with the
ability, power, and authority to select programs, raise funds, hire staff and produce
programs.
This organization may also include a fundraising foundation.
7. Governance, Strategy
The organization which is created to deliver programs will be an incorporated entity
having a Board of Directors and Members who will be charged with upholding the
goals and objectives of the organization.
This corporate entity will have a well-defined relationship with the Town of Aurora
which includes:
• Terms of tenure in the Church Street School including roles and
responsibilities
• Covenant with the Town for service delivery
• Clearly defined and mutually supporting fiscal arrangements
The specific form of governance and the relationship between the Town and the
delivery organization will be further developed in the next phase of the study.
Recommendation
A separately incorporated entity operating under a service covenant with the Town
is recommended.
8. Operational Development
Work on this study began about eight months prior to the anticipated opening day
of the rehabilitated Church Street School project and is due to be. concluded about
four months prior to opening.
The implementation of the Arts and Cultural Centre project within such a timeframe
would be a challenge even if a functioning organization were in place. As it is,
there is organizational building to be done to build the capacity to meet the public
expectations forth is project.
33
- 128 -
COUNCIL - JULY 15, 2008
ITEM # 5 - 45
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
Accordingly, this study has identified an organizational capacity gap which must be
addressed as soon as possible and urges the Town to begin building organizational
capacity while the study is still in progress.
Recommendation
Between now and the first day of operations, appropriately skilled and
experienced cultural programming staff will be recruited for operating and/or
programming the venue.
9. Program Delivery Strategy
The operating goal of the Arts and Cultural Centre will be a program driven agency
which provides cultural programming delivery through its own efforts and that of
other providers.
The nature and type of providers who will deliver programming is to be determined
in the business planning stage.
Recommendation
At this point, the study recommends that the need for a program delivery strategy
be acknowledged and that this strategy include the efforts of the Arts and Cultural
organization in cooperation with a wide range of other program providers.
10. Cooperative Programming Strategy
Aurora Public Library
The Aurora Public Library which occupies the property abutting the Church Street
School is the major cultural service provider in Aurora with over 30,000 members,
roughly 300,000 person -visits annually and a substantial roster of ongoing cultural
programs.
The Library is therefore a major generator of traffic to Church Street, and in addition
to its cultural programming, is a meeting rooms site and the site of an artist studio
(Pine Tree Potters' Guild),
The Library not only offers cultural programming but has expertise in book and
audio-visual material collection management and maintenance.
There could be an opportunity to explore partnerships in database management
and in accessibility of materials to the public via the Web.
34
- 129 -
COUNCIL - JULY 15, 2008 ITEM # 5 - 46
Town of Aurora '
Church Street School Cultural Centre - Strategic and Business Planning Study -
COMBINEDREPORT-June 2008
Recommendation
The Arts and Cultural Centre will develop a strategy for programming cooperation
and will join the Aurora Public Library as a major provider of cultural services in
the core.
11, Communications Strategy
The project to rehabilitate the Church Street School has enjoyed ongoing press
coverage and it currently has a public identity as a "heritage centre."
The initial success of the Arts and Cultural Centre project depends heavily on
providing clear information on a regular basis in order to set public expectations
and to encourage broad public involvement.
A structured plan for communications is a very high priority. Once the purpose and
identity of the Arts and Cultural Centre is adopted, there is a need to identify the
various stakeholders and to enter into two-way communication with them. More
broadly, there is an equally pressing need to create awareness in the general public
sphere.
Recommendation
In order to move the project towards opening, a structured communications plan
is required as soon as possible along with the capacity to manage it.
12, Capital Development Strategy
The rehabilitation of the Church Street School building has been organized and
funded to support the building fabric, systems and some interior fit -ups.
Once the nature and extent of the programming within the building is more clearly
defined, there will be a requirement for equipment and furnishings that have not
yet been identified.
The extent of the resources which are required to support program delivery will be
defined within the next phase of the study.
Recommendation
The Arts and Cultural Centre needs a strategy to address the capital costs of
program -related equipment once the scope of programming is known. This
strategy will include the means and sources of additional funding.
35
- 130 -
COUNCIL - JULY 153,2008
STEM # 5 - 47
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2D08
13. Strategy to Support Heritage
HERITAGE MANDATE
Aurora Historical Society
Background of Interest in Heritage Centre
The Aurora Historical Society occupied the upper level of the Church Street School
building from 1981 2000, running the Aurora Museum and its administrative
offices in this space rented from the Town.
When in 2000, the tenants of Church Street School, including the Aurora Historical
Society, were required to vacate the building for renovations, AHS conceived the
idea of a new Aurora Heritage Centre which would expand on the Aurora Museum
including space for programming, archival and storage functions and enhanced
exhibit space.
The Aurora Historical Society entered into a long-term lease with the Town of Aurora
in 2003 in order to develop the Aurora Heritage Centre.
A 2004 statement of intent for the Centre adopted by the Board of Directors of the
Aurora Historical Society was: "to develop the heritage building known as Church
Street School as a facility that is a source of pride for the citizens of Aurora,
reflecting the Town's unique character and development, both past and future.
The building will be renovated to accommodate a dynamic, sustainable program
presenting the cultural development of the Town which informs, involves, and
inspires the user, inviting continued participation."
It later became apparent that the Society would not be able to complete the project
with its own funding. The Town agreed in April 2007 to take over responsibility for
completing renovations and eventually operating the building.
Investment to Date
Up to December 31, 2007, the Aurora Historical Society has spent $467,358 on
costs for the Aurora Heritage Centre.
The figure includes:
• $100,000 Trillium grant
• $89,882 spent on storage system (ownership of system has not yet been
determined)
• $277,476 of its own funds
-E Ri iTJ3-- 36
-131-
COUNCIL - JULY 15, 2008
ItTEm# 5 - 48
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT- June 2008
Furthermore, an Aurora Historical Society staff member has contributed
substantial time to writing grant applications for the Centre on the Town's behalf.
Future Involvement in the Project
The Aurora Historical Society intends to enter into a collections agreement with the
Centre in order to allow it to use the collection to mount museunnAype exhibits.
At this time, the AHS does not foresee the need for office space in the Church
Street School building nor does the organization intend to run programming out of
the facility.
The Historical Society wishes to maintain a relationship with the Centre and would
be interested in potential cross -programming possibilities with Hillary House, its
other major asset and a National Historic Site.
The Society would also be interested in being granted occasional free access to
the Arts and Cultural Centre in recognition of the substantial monetary investment
it has made in the building and project.
Stewardship of Historic Building
The Arts and Cultural Centre should tell the story of the Church Street School
building and be a steward for the building.
Care for Collection
The Aurora Historical Society's collection of material artifacts relating to Aurora's
history and the Hillary House archival collection will both be stored at the Arts and
Cultural Centre.
The Arts and Cultural Centre will enter into a Collections agreement with the AHS
outlining the responsibilities of each party in the care and interpretation of the two
collections.
Heritage Programming
The Centre's collection should be used as a basis for creating dynamic programs
that will foster public enjoyment and stimulate discussion of Aurora's past, present
and future.
The Centre's wider creative mandate should allow for' the exploration of
interesting connections between heritage and the arts. Programming and events
can capitalize on thematic links between the material artifact collection of the
Centre and the creative arts.
37
- 132 -
COUNCIL - JULY 153,2008
ITEM #
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
Recommendation
The heritage mandate of the Arts and Cultural Centre will have three
components:
• Stewardship and education related to the historic building
• Accommodation of heritage programs and events
• Accommodation of heritage materials
See also Appendix B on Church Street School Project History.
14. Urban Development Strategy
The Church Street School is an icon and an emblem of the Town's past. In its new
use as an Arts and Cultural Centre, it is also poised to become an important part of
the Town's future. The project will have an impact on the development of Aurora's
historic_ core and its success will send a signal about the value which the Town
places on the heritage assets in the central core.
The Arts and Cultural Centre therefore has a role to play beyond the walls of its
building and it can be an advocate for the kind of intelligent urban planning that
delivers high economic value.
Recommendation
The Arts and Cultural Centre will adopt a strategy which allows it to play a leading
role in the revitalization of Aurora's historic central core.
15. Precinct Development Strategy
Similarly and closerto home, but still outside its walls, the Arts and Cultural Centre
has a pivotal role to play in the development of the civic assets and properties in
its immediate precinct.
As the Town moves forward in developing this area, the Arts and Cultural Centre
needs to be brought to the table and given a strong voice.
It is ideally suited to use its role as a cultural advocate to create public projects
(e.g., ideas contests) which would stimulate interest and public engagement in
planning this important precinct.
Recommendation
The Arts and Cultural Centre will be a full partner in the development of the
precinct.
91
- 133 -
COUNCIL - JULY 15, 2008
JITEM# 5 - 50
- 134 -
COUNCIL - JULY 155 2008
ITEM # 5"s'
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
1.0 INTRODUCTION
1.1 Background
This Business Plan Report is the second of three documents being prepared for
the Town of Aurora to guide strategic and business planning for the Church Street
School Cultural Centre set to open in the Fall of 2008.
A Strategic Plan report was completed at the beginning of April. An Implementation
Plan report will follow the submission of this present report.
1.2 Executive Summary of the Business Plan
This report provides a framework for the operation of the Cultural Centre in the
historic Church Street School in Aurora including:
• The core business will be 'community engagement through arts, culture and
heritage programming and promotion"
• A separate organization will be required to deliver the programming
• The Church Street School Cultural Centre will have a close relationship to the
Town
• The Town will fund building occupancy and the base operation
• The Cultural Centre will develop, fund and deliver the programming
• The Cultural Centre will enter into agreements with the Town for use of the
building and delivery of programs
• By means of the base operations funding, the Cultural Centre will engage
professional staff
• Professional staff will be led by the Program Director whose main
responsibilities will be program development, partnerships and community
relations
• The Cultural Centre will develop a corps of volunteers
• Leadership development and subsequent Board recruitment is a key
component of the business plan and must be fully in place in order for the
business plan to succeed
• The Cultural Centre will work with program partners and sponsors to deliver
programming
• The Cultural Centre will serve the citizens participating in programs through its
own efforts and those of its partners
• Programs in the Cultural Centre will be self financing
• Programs in the Cultural Centre will cover a broad program mix
• Pre -opening organizational development has been funded by the Town
• A seed grant of $50,000 for start up programming will be required for Year 1
.s
- 135 -
COUNCIL - JULY 15, 2008 JITEM# 5 - 52
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study .
COMBINED REPORT - June 2008
(2009) and will be matched dollar for dollar
• The period ending December 2009 will conclude the development period forthe
Cultural Centre
• The base operating budget for running the Cultural Centre in Year 1 will be in
the order of $340,000
1.3 Conclusions
The Church Street School Cultural Centre is in the business of delivering arts,
cultural and heritage programming to the citizens of Aurora and, through this
programming, further many policy goals for the Town of Aurora.
As a corporate entity separate from the Town structure, the Cultural Centre will
be in a position to attract and generate revenues and provide programs through
community partnerships. In order to develop and deliver this programming, the
Town of Aurora will enter into a service provision agreement with the Church
Street School Cultural Centre. As principal partner, the Town will cover the building
occupancy and base costs. The Cultural Centre will fund the programming.
The business plan requires an organization to implement it. Organizational
development, especially leadership development, is the highest priority followed by
policy development.
Once the leadership is in place, the Cultural Centre corporation is created and
policies are confirmed, recruitment of staff and program development can
begin. This process will be described in detail in the implementation plan report.
Even though there may be pressure to get the program up and running sooner,
the sequence of organizational development must be followed. The key goal of the
business plan is to create the organization which will fund and deliver programming.
Accordingly, organizational capacity comes first, program development second.
41
- 136 -
COUNCIL - JULY 15, 2008
ITEM #
Church Street School Cultural Centre -
Town of Aurora
and Business Planning Study
1BINED REPORT -June 2008
2.0 BASIC PRINCIPLES OF THE BUSINESS PLAN
2.1 Core Business of the Cultural Centre
The core business of the Cultural Centre will be:
Community engagement through arts, culture and heritage programming and
promotion.
2.2 Purposes of the Cultural Centre
The purposes of the Church Street School Cultural Centre organization will
include:
• To provide education, instruction, opportunities for participation and enjoyment
in the fields of arts, culture and heritage for the citizens of Aurora
• To contribute to cultural development and the furtherance of the quality of life
goals of the Town of Aurora
• To make the historic Church Street School a centre of cultural life in the
community
2.3 Organization to Run Core Business
There are three potential models for the organization which will be required to run
the Cultural Centre:
• Through a department of the Town
• Wholly separate non-profit corporation
• Non-profit corporation with arm's length relationship to the Town
The vision for the Cultural Centre whereby it not only delivers programs but also
works to promote and develop cultural capacity within the community of Aurora
speaks to a need for an organization with the ability to:
• Forge strong links and mutual dependencies with community partners
• Fundraise, attract donations and engage in other revenue -generating activities
• Foster cultural leadership and development among existing organizations
Provide a focus for arts and culture within Aurora and assist in its broad
development
• Bring the business and corporate community together in a hub and active and
dynamic program space
• Work toward the above goals and in a relatively tight timeframe
This report therefore recommends that the Cultural Centre will be a separately
42
SKIS
COUNCIL - JULY 155 2008 ITEM # 5 54
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
incorporated entity with very close ties to the Corporation of the Town of Aurora.
A separately incorporated entity having a close relationship with the Town of Aurora
will allow the Cultural Centre the independence needed to attract financial support
from a variety of sources while being supported by existing Town infrastructure and
expertise.
2.4 Relation of Core Business to the Town of Aurora
The relationship between the Church Street School Cultural Centre and the
Corporation of the Town of Aurora will be defined by three agreements:
• Occupancy Agreement
• Provision of Services Agreement
• Asset Management Agreement
Town
Town provides
occupancy
agreement to
Cultural Centre
Cultural Centre`
r�
provides
6
program service
agreement
\
to Town /
Cultural
Centre
Town provide
building
3 management
agreement to
Cultural
Centre i
43
- 138 -
COUNCIL - JULY 15, 2008
ITEM #
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2003
Occupancy Agreement
Upon formation of the Cultural centre organization, the Town will confirm the
Church Street School Cultural Centre as the sole occupant of the 22 Church Street
property. The terms and tenure of the occupancy will be defined in the Provision of
Services agreement.
Provision of Cultural Services Agreement
Upon completion of the Occupancy Agreement, the Cultural Centre corporation will
enter into an agreement with the Corporation of the Town of Aurora for Provision
of Services related to the fulfillment of municipal policy goals in the areas of arts,
culture and heritage.
Under this agreement, the responsibilities of the Cultural Centre will include:
• Furtherance of municipal cultural goals
• Maintenance of appropriate program mix
• Provision of qualified professional staff
• Funding of programs
• Fiscal responsibility and accountability
Under this agreement, the responsibilities of the Town will include:
Annual funding to support base operations with COLA related increases
In return for core funding by the Town, the Cultural Centre will also assist local
cultural groups in organizational and program development.
The relationship between the Cultural Centre and the Arts and Culture Advisory
Committee of Council will need to be defined as organizational development moves
forward. The process for bringing forward the budget for the Cultural Centre to
Council will also need to be defined.
Operation of Historic Church Street School (Asset Management Agreement)
The Cultural Centre corporation will also enter into an agreement with the
Corporation of the Town of Aurora regarding management of the Church Street
School asset.
Under this agreement, the responsibilities of the Cultural Centre will include:
• Management of all uses
• Supervision of all uses
- 139 -
COUNCIL - JULY 15, 2008
liTEm# 5 - 56
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
Under this agreement, the responsibilities of the Town will include provision of:
• Insurance
• Energy and utilities
Grounds keeping
• Building security
• Custodial
• Building systems maintenance
• Building maintenance
45
- 140 -
COUNCIL - JULY 15; 2008
ITEM #
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
3.0 MANAGEMENT OF THE CORE BUSINESS
3.1 Overall Management Model
The Management Model for the Cultural Centre has three tiers:
• The relationship (via Agreements) between the Town and the Cultural Centre
• The goals and policies of the Cultural Centre corporation
• The Professional Staff who fulfill the goals and policies
Assistant
Program
Director
Corporation of the
Town of Aurora
Agreements
Cultural
Centre
Corporation
Program
Director
Administrative 4 Program
Assistant I Technician
- 141 -
Volunteer
Coordinator
Volunteers
Building
Supervisor
L - -
Ed W
COUNCIL - JULY 15, 2008 ITEM #
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
The diagram above outlines the proposed relationship between the Town and the
Cultural Centre Corporation and principal proposed staffing roles. The actual roles
and job descriptions for each position will be developed and approved prior to
hiring.
Relationship Between Town and Cultural Centre
The relationship between the Town and the Church Street School Cultural Centre is
outlined in the section above and illustrated in the preceeding diagram.
Policies of the Cultural Centre will include:
• Vision statement
• Organizational mission
• Governance policies
• Relationship to the Town
• Relationship to the community and partners
• Program mix
• Partnership and sponsorship policies
Core Staff
The Professional Staff will be led by the Program Director whose responsibilities
include:
• Fulfillment of program delivery policies as set by the Board
• Maintenance of budget as set by the Board and financial reporting
• Promotion of the Centre and community relations
• Maintenance of the program mix
• Relations with program partners
• Relations with program funders
The Program Director will have proven experience in:
• Operation of small cultural organizations
• Cultural program development
• Community relations and representation
• Private fundralsing and sponsorship
• Program funding from public sources
The Program Director will be actively engaged in the community outside the
Centre and will be the Centre's chief marketer, program developer and revenue
generator.
47
W EIP C
COUNCIL - JULY 15, 2008
�iTEM# 5 - 59
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
The Assistant Program Director will oversee program delivery in the Centre,
including volunteer management, and will provide support in revenue generation.
The Administrative Assistant will provide reception and public information services,
volunteer coordination and administrative support.
The Technician will supervise and support all events and will supervise
volunteers.
3.2 Leadership of the Cultural Centre
The organizational structure of the Cultural Centre is a new venture which does not
currently exist.
In order for the Cultural Centre to become a reality, a volunteer leadership group
will need to be formed to take responsibility for moving the project forward. The two
critical features of this group are:
• Entrepreneurial attitude and capacity (as this is a new organization)
• Only the very best people are recruited
• Their tasks in this period are clearly set out
Leadership Recruitment
As soon as possible, the Cultural Centre will need to identify potential leadership
candidates.
The characteristics of effective leaders are:
• High-energy
• Seen as credible within the community
• Have extensive networks of volunteer affiliations, business associates, and
friends
• Strong individually
• Ability to work effectively with other Board members
Prior experience with volunteer project fundraising is critical.
Leadership should be recruited through a selective process: the key leader is
selected first and other leaders subsequently selected from a pre -approved list.
Candidates with a conflict of interest will not be considered.
A small initial leadership group will identify and recruit other leaders for the Board
once the Cultural Centre Corporation is established. (See the Implementation
Plan).
!>F E
- 143 -
COUNCIL - JULY 15, 2008 ITEM # 5 - 60
Town of Aurora
Church Street. School Cultural Centre- Strategic and Business Planning Study
COMBINED REPORT -June 2008
The following tool can be used for candidate selection and evaluation:
dam:�
,11
as:'
ii
Leadership skills and credibility within the
1
2
3
4
5
community
Ability to strategize and look at the big picture
1'
2
3
4
5
Ability to follow through on volunteer
1
2
3
4
5
commitments
Ability to communicate well
1
2
3
4
5
Ability to work well as part of a team
1
2
3
4
5
The leadership group should include a mix of people with expertise in different
areas. In addition to the general qualities that all members should have, other
factors that should make a difference when weighing individual applications are:
se"
'SSn
-ss�d]
L
tl
.:_ .. `'S`ra��;�.u::
Previous experience serving on Boards or
1
2
3
4
5
volunteering with community groups
Involvement with or enthusiasm for the arts,
1
2
3
4
5
culture, and entertainment sector
Fundraising expertise
1
2
3
4
5
Grant -writing expertise
1
2
3
4
5
Experience in advertising or promoting events
1
2
3
4
5
The selection form used to recruit leaders should list these criteria and provide
space for their relevant experience and qualifications.
IN
- 144 -
COUNCIL - JULY 15, 2008
STEM #
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
Once the Cultural Centre Corporation is in place, it will have a Board of Directors
who will provide entrepreneurial leadership for the project.
3.3 Accountability
The creation of a separately incorporated entity to run the Cultural Centre and the
mission that the Cultural Centre will take on as agent of cultural development for
the Town mean that the Cultural Centre Corporation will need to be accountable to
the Town, to cultural development partners and to residents.
There are numerous ways to ensure that the Cultural Centre Corporation which
delegated to achieve some of the Town's cultural development goals is accountable
to the Town, the public and its goals. This will be enshrined in:
• Agreements between the Town and the Cultural Centre
Further.opportunities for accountability can be achieved through means such as:
• Council representation on the Board (voting or non -voting)
• Ratification of the Board by Town Council
• Approval of the Centre's core budget by Town Council
• Monitoring and evaluation tools
• Program Advisory Committee
The Cultural Centre Corporation will also be held accountable to key performance
indicators including:
• Achievement of broad and balanced program mix
• Engagement of citizens of all ages and walks of life
• Engagement of broad range of program partners
• Engagement of broad range of local funders
• Achievement of high managerial standards and fiscal responsibility
32]
- 145 -
COUNCIL - JULY 15, 2008
1 TEM # 5 " 62
Town of Aurora
Church Street School Cultural Centre - Strategic. and Business Planning Study
COMBINED REPORT - June 2008
3.4 Program Delivery Model
Program Markets
The Cultural Centre will have two principal markets: program partners/sponsors
and citizens.
The core business of the Cultural Centre is community engagement of the citizens
of Aurora through programming. These programs will be organized and delivered
by the Cultural Centre in partnership with program partners and sponsors in the
community.
The market development plan for the Cultural Centre will focus on the program
providers and sponsors, assuming that each program will address a niche market
within the overall community.
Partnership Template
The Cultural Centre will sign an agreement with each program partner. The general
principles of this agreement include:
• All programs will conform to the mission and mandate of the Cultural Centre
• The objective will be that most programs will be self-financing (i.e. provided at
no cost to the Cultural Centre)
• The Cultural Centre will provide program administration and space for all
programs
• The Cultural Centre will solicit partners for programs or will consider program
proposals brought forward by partners
• The Cultural Centre has the right to refuse any program proposal
• Program Partners can be institutions, agencies, private or public corporations,
non-profit corporations or individuals.
• Partners may contribute
• Fully funded program content
• Cash
• Goods -in -kind
• Services -in -kind
• The Cultural Centre reserves the right to determine all admission or
participation fees
• The Cultural Centre reserves the right to refuse any programs or partners who
have pre -committed sponsorship agreements
51
- 146 -
COUNCIL - JULY 15, 2008
IITEM# 5 - 63
Program Mix
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study.
COMBINED REPORT - June 2008
Through its programming, exhibits and displays, the Cultural Centre will be an agent
of cultural development and civic engagement for the Town of Aurora.
Accordingly, the Cultural Centre will function almost exclusively as a program
generator (through partnerships with program providers) rather than a rental agent
for the facility.
Programs at the Cultural Centre will be divided into heritage and creative arts as
indicated below:
Social history
3.
Drawing and painting
• Aboriginal
• European
Media and digital arts
• Multicultural
Natural heritage
Plastic (3D) arts
• Landforms
• Ecosystems
Spoken word and literary arts
• Archaeology
Built heritage
Printmaking
• Architectural
• Building conservation
Ceramics and textiles
Material heritage
• Domestic and institutional
Music
• Commercial
• Industrial
Public issues and ideas
52
- 147 -
COUNCIL - JULY 15, 2008
ITEM # 5 - 64
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
Major Program Partners and Sponsors
Program partners have the capacity to create appropriate programming which can
be presented in the Cultural Centre in joint venture with the Cultural Centre. These
partners include:
• Town of Aurora (Leisure Services, Special Events, committees, etc.)
• Aurora Public Library
• Local public agencies
• York Region, District School Board
• York Region District Catholic School Board
• Aurora Historical Society
• Colleges and Universities with interests in York Region
• Creative and Heritage Organizations and Associations
• Individuals
Program sponsors are individuals, corporations or institutions who do not have
the capacity to create programming but who are prepared to support programming
financially or through goods and services.
Program Target Segments
In addition to the subject areas described in the program mix section above, the
programs of the Cultural Centre will be offered to meet the needs of all sectors of
Aurora's population including:
• Pre-school
• Elementary school/young families
• Teens
• Young adults
• Adults
• Seniors
53
NCr 'TM
COUNCIL - JULY 155 2008
ITEM #
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
Program Financing Model
All funding will support program delivery whether directly or indirectly. The financial
model forthe Cultural Centre has three principal sources of revenue:
• The Town's support through its asset management role
• The Town's support of base funding of the Cultural Centre
• The funding developed by the Cultural Centre to support program delivery
Town Support
of Asset
Culku ral
Centre Programs
Town Support
of Base r
Operations
Self -Generated
Revenues
Program Program Dedicated
Partners Fundraising I I Project Grants
In Kind Cash Fees Sponsorships Donations and
Investments
54
- 149 -
COUNCIL - JULY 155 2008
ITEM # 5 - 66
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
Since building occupancy costs and base operational costs are covered by the
Town, this model assumes that all programs will be individually and collectively
self-financing.
A budget forecast for self -generated program funding is shown below.
a.
�`4�.'Mi
r
w.
'ter119 '
i
Kk ire:67 J'
NO-
Program Partner
40,000
47,500
60,000
85,000
88,000
Funding
-
Sponsorships
20,000
27,500
30,000
40,000
40,000
Special Project
5,000
10,000
15,000
24,000
25,000
Grants
Supporting Donors
30,000
32,500
35,000
35,000
35,000
Rentals and Services
5,000
5,500
6,000
6,500
7,000
Investment and
0
2,000
4,000
4,500
5,000
Related Income
BEER -
Total - 3 r i
Z�Dkfj?Q
'3 c40
d aGQ?
37'rQDQ(7,tjp
55
- 150 -
COUNCIL DULY 15, 2008 liTEm# 5 - 67
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
Donor Support Revenues Calculation
This category of self -generated revenue supports the overall programming mission
of the Cultural Centre.
The Church Street School Cultural Centre will develop and run an annual campaign
for donors. This campaign might be styled as follows:
Principal
ap ;'19 L B°wevmv
Over $5,000
1I ,r F k
$5,000
Vice -Principal
$2,500 - $4,999
$6,000
Home Room Teacher
$1,000 - $2,499
$6,000
Hall Monitor
$500 - $999
$8,000
Classmate
Under $500
$5,000
$30,000
Pre -opening Organizational Development Funding
The capital project for the rehabilitation of the Church Street School will be
completed and the building will be ready for occupancy in early fall of 2008. (Note:
The roof will have to be replaced soon with an estimated cost of $120,000 over
the next couple of years.)
Organizational development, on the other hand, has only recently begun and will
require a substantial and concerted effort to catch up.
The Town has recently provided some pre -opening development funding and has
authorized the engagement of resources to move the Cultural Centre project for-
ward under the supervision of the Chief Financial Officer.
The immediate goals for this organizational development work include:
• Creation of draft policies
• Development of a communications plan
• Identification of community leaders
• Creation of corporation
56
151 -
COUNCIL - JULY 15, 2008
ITEM # 5 - 68
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
• Confirmation of 2008 operating budget
• Identify capital gaps (fit -ups, equipment, etc.)
Year 1 (2009) Program Seed Funding
Programs typically require a year to develop and implement. Given the time it will
take and the time that is available to find the right person, the Program Director for
the Cultural Centre (who will have responsibility for developing all programs) will not
likely be engaged before the building is ready for occupancy.
Since relationships with program partners and sponsors will take time to cultivate,
this report recommends that the Town provide seed funding in a one-time fund of
$50,000 for program support with the proviso that the Cultural Centre will only be
able to draw from this fund on a matching dollar -for -dollar basis.
3.5 Heritage Building Stewardship
The. Cultural Centre will provide heritage programs as a key component within its
overall program mix.
The Cultural Centre will also provide stewardship of the designated heritage
building (the Church Street Public School) as a separate program stream. This
stewardship will include:
• Building markers (signage, static displays, building brochures)
• Active programming (interpretation of building and context)
• Observance of best building management practice of historic assets
The building stewardship program will be funded by the Town, as owner, but
delivered by the Cultural Centre.
3.6 Heritage Collection Agreement
The original plans for the transformation of the Church Street School into a cen-
tre for arts, culture and heritage were drawn up under stewardship of the Aurora
Historical Society, which intended on storing and exhibiting its collections and
archives within the Centre. Since the transfer of the project to the Town of Aurora,
there has been an understanding that these AHS-owned collections would still be
housed at and remain available to the Cultural Centre for the purposes of mounting
exhibits.
57
- 152 -
COUNCIL - JULY 155 2008
ItTEm# 5 - 69
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
The artifact and archival collections and related materials and equipment currently
owned by the Aurora Historical Society which would be held at the Centre are:
• General Artifact collection including shelving and moving storage system
• General Archival collection including shelving and storage system
• The Hillary Archival collection
• A selection of artifact care materials
At this time it is understood that the Aurora Historical Society would retain
ownership of the collections. The Cultural Centre would be responsible for
artifact insurance. Accordingly, a Collections Agreement between AHS and the
Church Street School Cultural Centre will need to be developed and drawn up.
Currently, the expectations of the Aurora Historical Society regarding how the
collection will be stored, managed and used at the Cultural Centre involve the
following principles:
• That the Centre will hire professional staff who will care for the collection within
the standards as set out by the Ontario Museum Association
• That the Society will have the ability to approve policies related to the
collection. (AHS has developed a number of policies related to the collection
that the Centre can use as the basis for a new set of policies better related to
the new operation),
• That the Board of the Cultural Centre will have some connection to the
Society so that the Society may review the exhibit schedule and be aware of
any projects involving work on the collection (This could be AHS members of a
Committee or the Board or via a designated appointee from the AHS board to
the Cultural Centre board)
• That the Society would have the power to remove the collection from the care of
the Centre if it is perceived that the collection is not being cared for properly
• There is a hope that the Society will. be able to assist with funding to help care
for and display the artifacts, however given its current financial situation, it may
be a few years before the Society is in a position to help
The transfer of the collection from storage to the Centre will need to be addressed;
certain items should also be removed from the collection before transfer.
It should be noted that some grant programs are contingent upon a facility owning
a collection (rather than simply caring for it).
W.
- 153 -
COUNCIL - JULY 15y 2008 ITEM # 5 - 70
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
3.7 Community's Return on Investment
The Town's funding for the Cultural Centre will create services and opportunities
which are not currently available in Aurora. These include both the programs of the
Cultural Centre and the Cultural Centre's role as a cultural facilitator.
As the Cultural Centre's operation matures, the Town's annual funding will create
higher and higher levels of return from an investment that remains fixed (except for
inflation) as shown below:
e�
All-
_NIUM
Town Support for
340,000
350,000
360,000
370,000
380,000
Core Program
Self -Generated
100,00D
130,000
155,000
180,000
200,000
Program Revenue
Town Support
Creates Total
440,000
480,000
515,000
550,000
580,000
Program Value of:
% Contribution
777%73%
70%
67%
66 %
by Town
Includes inflation: 2.5% per year. Numbers have been rounded.
Other Benefits
In addition to the values described above, the Church Street School Cultural Centre
will provide a number of tangible and intangible benefits such as;
• Appropriate use of Town -owned heritage building
• Complementary use to neighbouring Library
• Contribution to animation of historic core
• Provision of a focal point for cultural development in Aurora
+ Fulfillment of many of the Town's policy goals
• Creation of an agency for cultural development in Aurora
• Building cultural capacity in local organizations
59
- 154 -
COUNCIL - JULY 15, 2008
liTEm#
5 - 71
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
• Engaging all sectors of the community
• Multiplying the core funding through community partnerships
Support of the Cultural Centre by the Town of Aurora will also provide a venue for
delivery of Town programs as a program partner.
:l
- 155 -
COUNCIL - JULY 155 2008
ITEM # 5 - 72
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
4.0 STRATEGIES FOR SUCCESS OF CORE BUSINESS
4.1 Creation of New Venture
The Cultural Centre is an entirely new venture around which an organizational
structure must be created. Moreover, this organizational structure will be created
as a free-standing entity outside any existing institutional structure.
Currently, organizational development is occurring under the supervision of the Arts
and Culture Committee of the Town of Aurora and administered through the office
of the Town's Chief Financial Officer.
The milestones in this development include:
• Confirmation of goals for the Centre
• Development of draft policies for the Centre
• Recruitment of key leaders for the organization
• Creation of Cultural Centre corporation and confirmation of goals and policies
• Recruitment of Program Director
• Development of Year 1 program
Set Goals
F.Develop Policies
Recruit Leaders
Establish Separate Organization
Recruit Program Director
W
Develop Year 1 Program
61
W&VE
COUNCIL - JULY 15, 2008
jjTEM# 5 - 73
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
4.2 Development Period
As an entirely new venture, the Cultural Centre will need time to get on its feet
even though organizational development has started much later than capital
development and the building will be ready for occupancy before programming is
established.
Accordingly, the expectations of the Centre's early performance should be realistic
and should be properly communicated.
The development period will include:
• Organizational development period (spring and summer 2008)
• Pre -opening period (through to end of 2008 fiscal)
• Inaugural year (January 1 to December 31 2009)
Realistic and achievable goals should be set for each of these periods.
4.3 Benchmarks of Success
Ultimately, the success of the Cultural Centre will be measured by a number of
standards including:
• Achievement of broad and balanced program mix
• Engagement of citizens of all ages and walks of life
• Engagement of broad range of program partners
• Engagement of broad range of local funders
• Achievement of high managerial standards and fiscal responsibility
The achievement of these benchmarks will be a consideration in every decision
which is made in the development of the Cultural Centre beginning now.
M
157-
COUNCIL - JULY 155 2008
JITEM# 5 - z4
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
5.0 PRINCIPLES OF COST AND REVENUE PRO FORMA
5.1 Financial Coordination and Reporting
The Cultural Centre and the Town will coordinate their financial planning and
accounting through the Arts and Culture Committee.
5.2.Budgetary Year
The Cultural Centre will establish its financial year as the calendar year in order to
be fiscally aligned with the Town's financial year.
5.3 Budget Development and Approval
Asset Management Budget
The asset management budget for the Church Street School property will be
developed annually by the Leisure Services Department of the Town. Consultations
between the Town and the Cultural Centre will occur prior to submission of budgets
to Council
Base Operations Budget
Consultations between the Town and the Cultural Centre will occur prior to
submission of budgets to Council
The recommended initial base budget for the Cultural Centre is $340,000, which
includes:
• Core staff
• Benefits
• Administrative overheads
Program Delivery Budget
The program delivery budget will be developed annually by the Cultural Centre on
a self-financing basis. The Cultural Centre will be wholly responsible for fulfillment
of the program budget. The Cultural Centre will consult with the Town prior to the
approval of its annual program budget.
63
- 158 -
COUNCIL - JULY 155 2008
ITEM #
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
5.4 Operating Style
Seasonal Variations
The proposed programming and exhibit cycle is seasonal. Planning for the Centre
should ensure that events on offer speak to different market segments across
the community and throughout the year, while giving citizens of Aurora a reason to
attend events and visit exhibits more than once per season.
By designing "series" of particular kinds of cultural activity or using a similar
organizational tool to market happenings at the Church Street. School Cultural
Centre, individual offerings can be positioned as forming part of a larger
programming purpose, with potential benefits to the Centre and its primary users.
There are several potential program providers operating in Aurora representing
multiple types of cultural activity. By creating a sustainable program mix that is
relevant to the community of Aurora, the Cultural Centre will be taking steps to-
ward becoming viewed as a key cultural agency in addition to serving as the city's
premiere cultural facility.
Principles for Developing a Sustainable Program Mix
The Cultural Centre will take an active role in the shape and content of its annual
program. The design of the annual program will ensure that:
• There will be "something for everyone" in every program year
• Programs will be organized around seasonal cycle
• Programs will be distributed throughout the year
• Programs will take into account social cycles and important dates
K
- 159 -
COUNCIL - JULY 15, 2008
ITEM # 5 - 76
Town of Aurora
.Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
Seasonal cycles may be divided in units as follows:
A Late Summer/Early Fall
Labour Day to Thanksgiving
50
B Fall
Thanksgiving to end of November
50
C Holiday
December and New Year
30
D Winter
Early January to Spring Break
55
E Spring Break
March
30
F Spring
Spring Break to early May
30
G Early Summer/End of School
May and June
55
H Summer Holidays
July and August
65
Assumptions About the Mix
• The Cultural Centre will actively work toward achieving a balance across all its
market segments
• The Cultural Centre will actively work toward achieving a balance across all its
areas of interest
• The Cultural Centre will actively work to target programming to meet community
needs
+ Programming will also be tied into local festivals and celebrations (e.g. World's
Longest Street Festival, Doors Open Aurora, Canada Day, etc.)
• The Cultural Centre will work to develop a specific set of programs for the
summer period
-9
- 160 -
COUNCIL - JULY 15, 2008
ITEM # 5
-161-
COUNCIL - JULY 15, 2008 JITEM# 5 - 78
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study ,
COMBINED REPORT - June 2008
1.0 INTRODUCTION
This report is the third of three parts of a Strategic and Business Planning Study
for the Church Street School Cultural Centre to be housed in the historic Church
Street School in Aurora.
The first two parts were:
• Strategic Plan
• Business Plan
This third part, the Implementation Plan, outlines guiding principles, priorities and
sequences for creating the Cultural Centre beginning with the Town's approval of
the Strategic and Business Plan and leading up to opening day.
This report places a very high priority on a rigorous process of core
leadership selection led by the Town followed by a period of intensive networking
and partnership -building on the part of the leadership group as essential to bring
the project to fruition and foster its growth into a dynamic and relevant cultural hub
for the residents of Aurora.
2.0 PRINCIPLES
2.1 Initial Implementation Team
The work to date related to the historic Church Street School project including the
Strategic and Business Planning Study has been commissioned by the Town of
Aurora and overseen by the newly formed Arts and Culture Advisory Committee and
senior staff from the Town.
As planning moves forward, a new organization will be created. The Church Street
School Cultural Centre corporation which is proposed in the Strategic and Business
Plan will be developed jointly by the Town of Aurora and the Church Street School
Cultural Centre Corporation.
As planning moves into the Implementation phase, the Church Street School
Cultural Centre Corporation will be formed as a corporation without share capital
and, upon its formation, will take a leadership role in creating the organization to
run the Cultural Centre.
In the initial weeks, the Cultural Centre Corporation will require administrative
support (on a pro tern basis) and legal support with the specific task of assisting
in organizational development prior to the engagement of the Cultural Centre's
professional staff.
67
- 162 -
COUNCIL - JULY 15, 2008
ITEM #
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
2.2 Implementation Period
Organizational and operational development for the Church Street School Cultural
Centre will begin as soon as the Town of Aurora has approved the Strategic and
Business Plan in principle.
Implementation will occur in three streams:
• Confirmation of Organizational Relationships
• Establishment of Governance Structure
• Beginning Operations
Renovations which are currently underway at the Church Street School are
expected to be complete in the early fall of 2008. Interior fit -ups will be completed
following the renovations.
This report assumes that the Implementation of the Church Street School Cultural
Centre will begin with approval of the Strategic and Business Plan by the Town of
Aurora not later than July 31 2008.
This report also assumes that identification and recruitment of Volunteer Leaders
will be complete at this time. If the leadership is not in place by this date, this
report assumes that further organizational development will not go forward until
the Leaders are committed.
W
- 163 -
COUNCIL - JULY 15, 2006 ITEM # 5 - 80
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2003
Implementation Flow Chart
Operational
Capacity Building
0
� o
m
Qo
n
�
N �
inR!M"hA'1Pi
On 3
a
o W
o
Relationship
Agreements
- 164 -
COUNCIL - JULY 15y 2008
liTEm# 5 - 81
3.0 TASKS
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
3.1 Town's Role Prior to Formation of Cultural Centre Corporation
The Town has a critically important role to play in ensuring that strong leadership
of the Cultural Centre Corporation is in place and poised to begin work as soon as
the Town has approved the Cultural Centre Plan.
Task 1: Volunteer Leadership Recruitment
Fulfillment of the recruitment plan for the leadership of the Cultural Centre
Corporation (described in section 3 of the Business Plan) will be the responsibility
of the Town and, ideally, should be completed to coincide with the Town's approval
so that the Implementation can begin at once.
Task 2: No Advancement until Recruitment is Successful
However, given the critical significance of leadership to this project, the time for
recruitment should be sufficient to allow for a thorough and professional process.
The impact of any slippage in the schedule at this time will pale in comparison to
the consequences of the choice of inappropriate leadership.
70
- 165 -
COUNCIL - JULY 15, 2008
JITEM# 5 - 82
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
3.2 IMPLEMENTATION PART 1: ORGANIZATIONAL RELATIONSHIPS CONFIRMED
The Town takes the leadership for this part
of the implementation.
Task 3: The Town Approves the Plan
The Town of Aurora will take the first step by approving the project as described in
the Strategic and Business Plan.
Task 4: Town Prepares Memorandum
Upon approval, the Town will prepare and sign a Memorandum of Agreement with
the interim Leaders confirming their willingness and capacity to carry forward
the development of the Church Street School Cultural Centre as described in the
Strategic and Business Plan.
In the Memorandum, the Town will signal its intent to enter into the three
agreements identified in the Business Plan:
• Occupancy Agreement
• Program Service Agreement
• Building Management Agreement
In the Memorandum of Agreement both parties will agree to develop the project as
described in section 2 of the Business Plan.
Task 5: Commitment by Leaders
For their part, the interim Leaders will make their commitment on behalf of the
proposed Church Street School Cultural Centre Corporation and they will commit
therein to carry out incorporation immediately upon signing the Memorandum of
Agreement.
The Leaders will further commit to Aims and Objects forthe Corporation which fulfill
the mission and mandate of the Cultural Centre as described in the Strategic and
Business Plan.
71
- 166 -
COUNCIL - JULY 15, 2008 limm# 5 - 83
Town of Aurora
Church street School Cultural Centre Strategic and Business Planning Study
COMBINED REPORT -June 2008
3.3 IMPLEMENTATION PART 2: GOVERNANCE STRUCTURE ESTABLISHED
The Cultural Centre Corporation takes the leadership
for this part of the implementation.
Task 6: Leaders Form the Corporation
Upon completion of the Memorandum of Agreement with the Town of Aurora,
the Volunteer Leaders (minimum of three) will apply for a Letters Patent for a
Corporation Without Share Capital called the Church Street School Cultural Centre
with head office in the Town of Aurora. Once formed, the Corporation will apply for
registered charity status.
The Town will provide the volunteer leadership with an appropriate level of staff and
financial support to aid the incorporation process.
At this point, the Volunteer Leaders become the Directors of the Church Street
School Cultural Centre Corporation.
Task 7: Working Group Formed
The Board and the Town will immediately nominate a working group (not more
than two from each side) to administer the development of the formal agreements
between the Corporation and the Town.
Task 8: Founding Directors Recruit the Balance of the Board
Upon incorporation, the Board will be expanded from the original three Directors to
seven to ten directors. Through the recruitment process for the initial leaders, a list
of potential candidates for the Board will have been produced. In consultation with
the Town, the founding Directors will recruit the remaining Directors..
Task 9: Board Formally Adopts the Mission and Mandate
At its first full meeting, the Board will adopt the mission and mandate of the
Cultural Centre as described in the Strategic and Business Plan.
Task 10: Board Approves the Business Plan in Principle
At its first full meeting, the Board will also approve the Strategic and Business Plan
as its template for developing and operating the Cultural Centre.
72
- 167 -
COUNCIL - JULY 15, 2008 JITEM# 5 - 84
Town of Aurora -
Church Street School Cultural Centre - Strategic and Business Planning Study .
COMBINED REPORT - June 2008
Task 11: Corporation Enters into Agreements with the Town
An Occupancy Agreement will be provided to the Cultural Centre Corporation by
the Town. In this agreement, the Town will make a long term commitment to the
Cultural Centre Corporation for exclusive use of the Church Street School property
for the purposes set out in the Strategic and Business Plan.
A Program Service Agreement will be provided to the Town by the Cultural Centre
Corporation to provide program development and delivery services as set out in
the Strategic and Business Plan in exchange for which the Town will provide annual
base operations funding.
A Building Management Agreement will be provided to the Cultural Centre
Corporation by the Town. In this agreement, the Town will make a commitment to
maintain the physical asset of the historic Church Street School in keeping with the
Town's asset management standards.
Task 12: Board Sets Short Term Goals
As a newly formed entity with minimal initial resources, the Board will set its short
term priorities and timetable bearing in mind that organizational development and
program development will occur on parallel tracks.
Task 13: Board Approves Budget for 2008
Depending upon the timing of the initial organizational development in relation to
the fiscal year, the balance of the budget which has been set aside by the Town for
2008 may be used in a variety of ways.
Task 14: Board Develops Interim Communications Plan
Not only will the Church Street School Cultural Centre be an entirely new
organization, it will be a wholly new concept in the minds of the citizens of Aurora.
Exceptional communications about the nature and potential of the Cultural Centre
therefore become the foundation for a successful beginning. This situation is even
more acute due to the former identity of the project as the Aurora Heritage Centre
as conceived by the Aurora Historical Society (for example, a sign at the site of
on -going construction still identifies the building as the future home of the Aurora
Heritage Centre.)
Clarity of identity, purpose and expectations for the project needs to be
developed as soon as possible. All the residents of Aurora will need to understand
the broader scope and proposed agency function of the Cultural Centre as will
EVIal ® 73
COUNCIL - JULY 155 2008
limm# 5 - 85
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
potential programming partners and donors. The change in the name of the facility
will also need to be communicated to the public.
Task 15: Key Board Policies Written and Approved
The Church Street School Cultural Centre Corporation will require rules and
procedures for the governance and stewardship of the organization.
The Board will engage in a process to create a governance manual to be in place
by the end of 2008 at the latest. This commitment will be incorporated into the
Corporation's covenant with the Town.
Task 16: Program Director Job Description Written and Approved
After recruitment of the Directors, the next most important step for the
Cultural Centre Corporation is the recruitment of the Program Director. The outline
for the Program Director's job description is contained in the Business Plan. This
job description will be formalized and approved by the Board.
Task 17: Program Director Recruitment Takes Place
The recruitment of the Program Director should be managed by a recruitment
professional. The recruitment program should be national or, at very least, province
wide. No advancement of the project should occur until a fully qualified candidate
is found.
Task 18: Board Formally Engages the Program Director
Upon completion of the recruitment, the Board will turn over to the Program Director
full authority for operations.
74
- 169 -
COUNCIL - JULY 15; 2008
ITEM #
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
3.4 IMPLEMENTATION PART 3: OPERATIONS ROLL OUT
The Program Director takes the leadership for this
part of the implementation.
3.4.1 Administrative Development
Task 19: Program Director Submits Staff Job Descriptions for Approval
In keeping with the approved plans and terms, the Program Director will
develop the job descriptions for each staff position. The Program Director will
submit the job descriptions and pay scales to the Board for approval together with
a recommended process for recruitment.
Task 20: Program Director Recruits and Hires Staff
In consultation with the Board and in cooperation with the Town, the Program
Director will carry out the staff recruitment through wide ranging advertisements,
assessment of submissions, interviews and short lists.
Task 21: Program Director Identifies Facility Fit -up Requirements
The General Contract for the renovation of the historic Church Street School which
was let by the Town included some fit -ups. It is assumed that additional fit -ups plus
furnishings and equipment will be needed. The Program Director will identify these
requirements together with priorities, timing, cost, and recommended process for
procurement.
Task 22: Program Director Further Develops Communications Plan
Building on the Interim Communications Plan developed by the Board, the Program
Director will develop a complete Communications Plan for the Centre including
messages and media. The Cultural Centre will need to establish a website
immediately as its primary communications platform.
This Plan will need a strategy for communicating the roles of the various partners in
fulfilling the Centre's mandate of delivering quality cultural programming to Aurora
residents and serving as an agent of cultural development for the Town.
75
- 170 -
COUNCIL - JULY 15, 2008 ItTEm# 5 - 87
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
Task 23: Program Director Develops Volunteer Program
The Cultural Centre will need to be supported by a group of volunteers who can
assist with a variety of day-to-day tasks within the Centre.
The Program Director will develop the scope of the roles and activities of volunteers
and develop partnerships with local high schools, the Neighbourhood Network, and
other relevant agencies in Aurora and York Region.
3.4.2 Program implementation
Task 24: Program Director Develops List of Potential Partners
There is a very wide range of potential partners for program delivery in the Cultural
Centre. Some of these potential partners are ready to go (Town, Library, AHS) while
others will need cultivation. The Program Director will develop a comprehensive list
of potential partners in keeping with mission and mandate of Centre.
Task 25: Program Director Enters into Discussion with Potential Partners
The Program Director will be the ambassador and chief salesperson for the Cultural
Centre. The Program Director will spend a substantial amount of time out of the
Church Street building and within the community meeting with potential partners to
stimulate ideas and participation in the Cultural Centre's programs.
Cultivation of program partners will be a continuous and ongoing activity for the
Program Director.
Task 26: Program Director Prepares Draft Program Plan for 2009
Following the initial round of discussions with the community, the Program Director
will prepare a draft program for presentation to the Board.
The Program Director will also report on the initial plan for program revenue
generation.
Task 27: Volunteer Recruitment and Training Begins
The Program Director will appoint a Volunteer Coordinator to develop a volunteer
protocol and to begin recruitment. A training program will be required.
Task 28: Official Opening Ceremony Designed and Approved
Working with the Special Events department of the Town, the Board will design and
develop a program for the "ribbon cutting" and official opening ceremony.
76
- 171 -
COUNCIL- JULY 155 2008 ITEM # 5.- 88
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
Task 29: Program Partners for "Gala Opening Period" Committed
The official opening will be followed by a period of intense programming activity last-
ing at least three months. The. purpose of this period is to provide a wide range of
program choices which will attract people of all ages and from all walks of life.
The Program Director's initial discussions with potential program partners will
concentrate on making this period as full, rich and varied as possible.
77
- 172 -
COUNCIL - JULY 15, 2008
ItTEm# 5 - 89
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
3.5 TIMELINE continued on next page
W.,
- 173 -
COUNCIL - JULY 15, 2008
�ITEM # 5-90 1 :
Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
Won=
H
1 WN
iR. F
�004*
t -V 0
.......
Kf-
Mr,
M
W
NMI,
WWW"...k.n E
V115,
m R
F �V.N
IN
P
Ogg
21
P9,
41-
R
mmm!
MAI
Mill
-
4HR
iff
!nK
—11
W 1,9
bi
—
Y
IN
11
T
F
s9
m 9�11
Is
M M,
NspRmrm,
ffig His �Hqm
v
gffl
13
n
7M
'Age
0 ON iris
sni L
Em
. . . . . . . .
......
BR�
79
- 174 -
COUNCIL - JULY 15, 2008
ITEM
- 175 -
COUNCIL - JULY 15, 2008
ItTEm# 5 - 92
APPENDICES TO PART 1
- 176 -
COUNCIL - JULY 15, Zoos ITEM #
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
APPENDIX A: POLICY CONTEXT
Mayor's Proclamation 2008
On January 8 2008, the Town of Aurora Council passed a resolution proclaiming
2008 as the Year of Arts, Culture and Heritage in Aurora.
This proclamation makes reference to:
• The value of arts, culture and heritage
• The Town's strategic goals
• Significant milestones in the Town's development
• Significant personages of the Town
• The Town's built and natural heritage assets
• Schools and youth
• Seniors
• Arts and Culture Fund
• Performance groups and churches
• Private arts related business, all other creative professions
• Doors Open Aurora and the Aurora Historical Society
• Festivals, media and community cable
Arts and Culture Advisory Committee
In November 2007, the Town of Aurora struck an Arts and Culture Advisory
Committee made up of three citizen members, an Economic Development Advisory
Committee Representative, a Leisure Services Advisory Committee Representative,
two Historical Society representatives and two Councillors, whose duties include:
• Serve as the liaison between the Aurora Historical Society and the Town in
regards to the Aurora Heritage Centre, artifact collection, shared initiatives (e.g.
donor wall), volunteer partnerships, and new initiatives
At its February meeting, the Arts and Culture Advisory Committee created a
framework for its work, to encompass:
• Identification of stakeholders in the arts & culture community
• Existing agreements
• Inventory of available spaces
• Cultural demographics
• Arts and culture policies
• Guest lecturers
• Cultural mapping
• Public art policies
E-M
- 177 -
COUNCIL - JULY 15.1 2008 ITEM # 5 - 94
APPENDICES Town of Aurora
Church Street School cultural Centre - strategic and Business Planning Study
COMBINED REPORT- June 2008
• Grant opportunities available for arts and culture
• Comparison with what other municipalities are doing
• Arts and Culture Master Plan
Town of Aurora Strategic Plan Update 2006
The re -development of the 22 Church Street building as the Aurora Arts and
Cultural Centre relates well to the Town's Strategic Plan.
The 2006 update of the Strategic Plan will emphasize the development of local
assets which capitalize on the many strengths and opportunities in the area.
Aurora's Strategic Plan is an umbrella document that provides guidance and
direction for all the Town's plans, programs and services. The Strategic Plan will
also incorporate recommendations from recent legislation (e.g. Greater Golden
Horseshoe Growth Plan.)
Planning for the Arts and Cultural Centre will relate to a number of Aurora's plans
including:
• Cultural Heritage Study
• Recreation and Leisure Services Master Plan
• Economic development Strategy
• Capital Asset Management Plan
Planning for the Arts and Cultural Centre also connects with the following findings
of the SWOT analysis:
• Strong sense of community pride with high levels of support from volunteers
• Substantial retail opportunities and recreational options minimize the need to
travel beyond Auroras borders
• Redevelopment of downtown making it a more attractive destination and
gathering location
• Preservation of Town's built cultural heritage. This can form the basis of
additional tourism opportunities
Planning for the Arts and Cultural Centre also relates to the key themes of the
Strategic Plan:
• Development and maintenance of a strong local economy
• A Town that respects its historic culture and character
• Importance of a healthy environment and the social and physical well being of
the residents
E9
- 178 -
COUNCIL - JULY 15, 2008 JITEM # 5 - 95
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
More specifically, the Arts and Cultural Centre relates to Goal B of the Strategic
Plan:
• 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
Further:
• The natural environment and historic culture are the most noted and
defining characteristics of Aurora. Protection of the environmental assets includ-
ing natural environment and historic culture goes hand in hand with economic
prosperity
Objectives for Goal B Include
• Promote and market the beauty and uniqueness of the historic and natural
areas throughout Aurora
• Plan for the preservation and restoration of the local heritage areas and
buildings
Strategic Plan Actions
Many of the action items in the Strategic Plan relate to the Arts and Cultural Centre
including:
• Implement the recommendations of the economic sectors analysis competitive
positioning study that identifies Aurora's economic sectors of importance and
those emerging sectors of significance
• Develop a strategy to promote cultural and tourism events that are supported
by and contribute to local businesses
• Review and update government program initiatives to revitalize private and
public properties and buildings including the downtown core
• Working with local partners, develop a comprehensive database presenting the
Town's cultural heritage which would be used as a guiding document to continue
controlled and well planned growth while protecting cultural heritage
• Market the beauty and uniqueness of Aurora including the downtown core
through historical tours and cultural activities
• Develop strategies to use more art throughout the Town to reflect the cultural
heritage
• Develop and implement a master plan (Secondary Plan) for the downtown core
0'
- 179 -
-]COUNCIL - JULY 15y 2008 JITEM# 5 - 96
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
which will include revitalization, restoration and beautification initiatives and
cultural opportunities
• Support the development of local theatre
• Develop and implement a heritage strategy
• Integrate heritage preservation into all aspects of municipal planning
• In cooperation with the Aurora Heritage Committee and other community based
heritage organizations, maintain and update an inventory of local heritage areas
and buildings
• Preserve and maintain the heritage of Aurora's communities through promoting
community programs and events
• Review and update standards for lighting, signage, intersections and pedestrian
crossings
• Continue to provide recreational programs and services that are responsive to
the changing needs of the residents
• Continue to update the Culture and Recreation Master Plan to encourage healthy
and active lifestyle choices and to ensure community based arts and cultural
activities can flourish
• Continue to encourage, support and recognize the efforts of volunteerism and
outstanding community contributions
• Develop and implement a strategy aimed at increasing youth engagement
• Implement and promote a volunteer management program including a process
to inform residents of issues and volunteer opportunities
• Develop and implement a strategy aimed at increasing senior engagement
• Develop partnerships to assist with public education, planting events,
restoration and preservation projects
• Provide accessible cultural and recreational programs and services for
residents with disabilities
Town of Aurora Economic Development Strategy
The Town's Economic Development Strategy includes revitalization of the Historic
Downtown Core in which the Arts and Cultural Centre is located. The Strategy
notes 8 action items:
• Identify and promote programs and initiatives that assist owners in maintaining
and restoring older buildings
0
COUNCIL - JULY 15, 2008
�ITEM #
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
• Identify absentee landlords and work to improve vacant properties and re-
establish tenant opportunities
• Work with Town staff to ensure adequate parking within the core area to support
commercial activity
• Review opportunities for the development, redevelopment, and conversion of
properties, both vacant and existing, which will not dramatically change the
character or distinct nature of this planning precinct and maintain a healthy
business environment
• Consider 'theme' treatments through the use of appropriate architectural
streetscaping and landscaping elements that would distinguish this area from
others in the Town
• Examine the use of additional entrance features. signage to acknowledge the
perimeter of the area and consider developing a separate section in the Town's
Sign By-law for specific signage standards in the downtown commercial core
• Support the completion of the Town's Heritage Resource Area — Urban Design
Guidelines and the proposed recommendations
• Determine the possibility of developing a tourism strategy
Culture and Recreation Master Plan 2003
The Culture and Recreation Master Plan 2003 contains a 10-Year Facilities
Forecast which foresees the creation of an Arts and Cultural Centre in 2011 and
which estimates the cost of this facility at $3.3 million.
A new Master Plan for Recreation will be created before 2009. A separate Arts &
Culture Master Plan will be developed in a similar time frame.
Arts and Cultural Master Plan
The Town of Aurora does not currently have a stand-alone Arts and Cultural Master
Plan.
The creation of a Plan is listed as an item in the workplan of the Arts & Culture
Advisory Committee of Council which was struck at the end of 2007.
Downtown Core Area Parking Study
This study examined the needs and availability of parking in the core and concluded
that there is sufficient on -street parking to meet the needs of not only the Aurora
Library but the more intensive use of three other municipal buildings (including 22
Church Street) in the immediate area.
m
- 181 -
COUNCIL - JULY 155 2008 ITEM # 5 - 98
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study _
COMBINED REPORT - June 2008
APPENDIX B: CHURCH STREET SCHOOL PROJECT HISTORY
AURORA ARTS AND CULTURAL CENTRE: BACKGROUND AND DEVELOPMENT
CONTEXT
The purpose of this document is to establish a factual basis for operational
planning forthe Aurora Arts and Cultural Centre to be housed in the historic Church
Street School building in Aurora.
A Brief History of the 22 Church Street Building
Site and Lot
The 22 Church Street building is located blocks from Yonge Street in Aurora's
historic and civic core, a well-preserved 19th century townscape that includes
residential properties, churches and other public buildings.
The building sits on a slight elevation, adjacent to the former Library and old Fire
Hall Two parking lots separate the building from the back entrance of the new
Aurora Public Library, which opened during the Fall of 2001.
1886 - 1952: Usage as a School
The original owner of the Church Street School property was the precursor to the
York Region District School Board, the York County Board of Education. Aurora
Public School was designed by architect Thomas Kennedy and completed in 1886
on the site of an earlier school.
It served as a primary school until 1952. Among its students was Lester B.
Pearson, who attended the school from 1901- 1903.
1950s - 1970s: Other Uses (Prior to Heritage Designation)
Remington Rand used the building as an office in the 1950s.
The Town of Aurora purchased the school during the 1960s and from 1969,
the Town rented it to the York County Board of Education for use as the Board's
headquarters.
1980 - 2000: Other Uses (After Heritage Designation)
In 1980, Aurora Public School received its Ontario Heritage designation as a bu i Idi ng of
architectural significance, the first building in the Town to be so designated.
From 1981- 2000 the Aurora Historical Society rented the top floor of the building
-
- 182 -
COUNCIL - JULY 15, 2008
ITEM # 5 - 99
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
for the Aurora Museum and office space. Over these years, the lower floors were
host to various community groups including the Boy Scouts and senior citizens.
2000 - : Aurora Heritage Centre
In 2000, the Town of Aurora received a Superbuild grant to make improvements
to the Church Street School building including repairs to the foundations, repairs
and replacement of windows, and the installation of an elevator to allow disabled
access.
Tenants of the Church Street School were required to move out during the term of
the renovations.
While this work was being completed, the Aurora Historical Society conceived the
idea of a new Aurora Heritage Centre which would expand on the Aurora Museum
including space for programming, archival and storage functions and enhanced
exhibit space.
A 2004 statement of intent for the Centre adopted by the Board of Directors of the
Aurora Historical Society read:
"The intention of this project is to develop the heritage building known as
Church Street School as a facility that is a source of pride for the citizens
of Aurora, reflecting the Town's unique character and development, both
past and future. The building will be renovated to accommodate a dynamic,
sustainable program presenting the cultural development of the Town which
informs, involves, and inspires the user, inviting continued participation."
A Brief History of the Aurora Heritage Centre Project Prior to January 12008
• In 2003, the Aurora Historical Society signed a 10-year lease for the use of the
Church Street School to create an Aurora Heritage Centre
• In 2004, architect firm of Lynch and Comisso was hired and plans drawn up
• Building returned to original design
• Successfully applied for $100,000 Trillium grant
• Successfully applied for $45,000 Canadian Heritage matching grant for storage
system
• Allocated -a portion of the AHS' Memorial funds ($140,000) to the project
• Removed false ceilings, walls and floor coverings to expose original tin ceilings
and wood floors
• Held open houses for AHS Members, Council and invited guests and the general
public
• Conducted thorough survey of the building, resulting in a Building Condition
- 183
COUNCIL - JULY 15, 2008 ITEM # 5 - 100
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study _
COMBINED REPORT - June 2008
report
• Over the course of 2007, negotiated new partnership agreement with the Town
of Aurora for operating and programming the Aurora Arts and Cultural Centre
• Town agreed to finance completion of construction of the Aurora Heritage Centre
(approximately $2.5 million)
• Town agreed to assume responsibility for operating the Aurora Heritage Centre
• AHS planned to store its collection at the Aurora Heritage Centre and enter into
a loan -agreement with the Town in order to allow the Centre to mount museum -
type exhibits
• Cultural Spaces Canada grant awarded in February 2008 ($775,000)
2003 Business Plan
The Aurora Historical Society commissioned Dave Barr to create a preliminary
Business Plan for the Aurora Heritage Centre. This Plan was completed in April
2003,
The Business Plan foresaw:
• The Centre managed by the Aurora Historical Society and its Board
• Volunteer activities coordinated by a volunteer committee chaired by a volunteer
manager
• Volunteers playing a key role in Society's programs
• Curator and assistant reporting to new management committee of the Society's
Board
• Managerial functions carried out by volunteer Board members
• Curatorial activities carried out by contract staff funded by project -specific
grants
• Existing staff continuing to advise and plan curatorial activities
01
WrE'E110
COUNCIL - JULY 155 2008 ITEM # 5 - 101
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
Projected Operating Revenues for the Aurora Heritage Centre were:
Admissions and program revenues
13,000
Bequests
1,250
Donations
5,000
Sponsorships
10,000
Fundraising
21,250
Investment income
1,500
Investment income - Memorial Fund
8,000
Memberships
4,313
Facilities rentals
5,000
Sales
11,750
Total Self -Generated
81,063
Municipal Grant
62,500
Provincial Grant
12,000
Total Grants
74,500
TOTAL
155,563
Projected Operating Costs for the Aurora Heritage Centre were:
^-'i„�FIU
-W-Wla WINStaff
r
55,000
60,000
f
P .=
65,000
70,000
75,000
Maintenance
44,800
49,250
50,250
50,750
51,300
Administration
10,500
11,500
12,500
13,500
14,000
Promotion
3,000
4,500
5,000
7,500
7,500
Interpretation
3,500
4,000
5,000
5,000
5,000
Exhibit
18,500
6,500
6,500
6,500
6,500
Curatorial & Conservation
1,000
1,000
1,000
1,000
1,000
Acquisitions
0
0
0
0
0
TOTAL
136,300
136,7501
145,250
154,250
160,300
Excess/Deficiency of
Revenues over Expenses for
the Year
(2,550)
6,750
3,250
8,000
7,700
.s
- 185 -
COUNCIL - JULY 15y 2008
ITEM # 5 - 102
APPENDICES Town of Aurora
- - Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
Application to Cultural Spaces Canada Program
The Aurora Historical Society applied for capital support to the Cultural Spaces
Canada program on behalf of the Town. In February 2008, the Town was awarded
$775,000 for capital improvements and renovations to the Church Street School.
The application described the project as conceived by the AHS.
It is understood that the general spirit of the project remains the same now that the
Town has taken over and that the project goals will now be the Towns.
Vision: What the Centre Proposes To Be
• Provide a space for artistic creativity and innovation
• Provide a central venue for cultural expression
• Safe, central, modern facility in historic building
• A new cultural facility for Aurora
• Serve the cultural needs of Aurora and wider community
• Only municipally -run multi -use arts and cultural facility in the Town
• Support network for the arts
• Improvement to cultural infrastructure of the Town
• Effective participant in the culture of Aurora
• Part of planning process for Town of Aurora, guiding growth of arts and culture
for the Municipality
• Focal point for arts, heritage and culture for Aurora
• Venue for local and fine art
• Performance space for professional and amateur musicians and actors
• Relevant venue for presenting cultural programs from outside Aurora area
• A place to learn about the community
• Venue for the expression of culture
• Gathering spot for youth
Benefits: What the Centre Proposes To Do
• Allow for multi -disciplinary activities
• Art and artifact exhibits and displays
• Special events (e.g. food tasting)
• Display community and borrowed exhibits (frequent exhibit changes)
• Performance on portable stage
• Increased and improved access to performing arts, visual arts, media arts,
museum collections, heritage displays, exhibitions
• Highlight local history
• Wider spectrum of activity than the former Aurora Museum -
91
- 186
COUNCIL - JULY 15, 2008
ITEM #
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
• Improved operations
• Telling the history of Aurora, bringing stories up to present day in a social and
cultural context
• Storage of Hillary House archival collection
• Assist in economic viability of downtown Aurora; set standard for further arts
and culture development
• Educational and research functions
Operations: How the Centre Will Be Run
• Centre will be operated by the Town of Aurora
• Operating budget developed according to Finance Department standards
• Most revenues will be realized from rental fees, program fees and
sponsorship
• Centre will rely on the Town for basic operating support
• Revenue will be used to support the exhibit program
• Community Partnerships & Sponsorships
Key Relationships as of January J. 2008
The central parties to the operation of the Aurora Arts and Cultural Centre are the
Municipality and the Aurora Historical Society.
Corporation of the Town of Aurora
The Town took title to the property at 22 Church Street during the 1960s.
The asset is currently managed by the Leisure Services Department.
The Town is anticipating an annual operating budget for the Aurora Arts and Cultural
Centre of $350,000.
Arts and Culture Advisory Committee
The Town of Aurora's first Arts and Culture Advisory Committee was struck in
November 2007. The Committee is composed of three citizen members, an
Economic Development Advisory Committee representative, a Leisure Services
Advisory Committee Representative, two Aurora Historical Society representatives
and two Town Council members.
During the first meeting of the Arts and Culture advisory committee in
January 2008, a Working Group was created to focus on the Church Street School
property.
•K
- 187 -
COUNCIL - JULY 15; 2008 ITEM # 5 - 104
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
Aurora Historical Society (incorporated body with Charitable Status)
Up to December 31, 2007, the Aurora Historical Society has spent $467,358 on
costs for the Aurora Heritage Centre.
The figure includes:
• $100,000 Trillium grant
• $89,882 spent on storage system (ownership of system has not yet been
determined).
• $277,476 of its own funds
Furthermore, an Aurora Historical Society staff member has contributed
substantial time to writing grant applications for the Centre on the Town's behalf.
Although a formal agreement has not yet been drawn up, the Aurora Historical
Society intends to enter into a storage and collections agreement with the Centre.
22 Church Street Designation Under Ontario Heritage Act
The Church Street School building was designated under the Ontario Heritage Act
through By-law #2390-80 passed by Aurora Town Council on November 3 1980.
The By-law declares:
"Whereas the reason for designation is that it is an excellent example of
Late Victorian architectural style with elaborately patterned brickwork. It
represents an example of the importance placed upon education in the
1880s and 1890s. Aurora was not a wealthy town when this school was
built; nevertheless, the town employed an architect to design one of the
finer public schools of the period."
Approved Capital Construction
On April 24, 2007, Aurora Council approved a total project budget of $2,696,440
for renovation work.
The Town's commitment is $2,321,440.
Architects are Lynch & Comisso. The construction contract was awarded to
Rutherford Construction on December 11 2007.
93
COUNCIL - JULY 15, 2008
liTEm#5-105
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
CULTURAL ASSETS IN AURORA
Heritage Conservation District
The Northeast Old Aurora Heritage Conservation District Plan (By-law 4809-06)
under the Ontario Heritage Act was approved by Council June 13 2006,
The Heritage Conservation District is located in the quadrant to the north of
Wellington Street and east of Yonge Street and includes nearly 250 properties and
sites.
There is interest and discussion around the possible creation of a Southeast
Heritage Conservation district, which would encompass 22 Church Street. A public
pre -consultation meeting was held in November 2007.
Hillary House, National Historic Site
Hillary House, located on Yonge St., is a National Historic Site which served as the
home and practice of three Aurora doctors in the late 19th century.
The House, built in 1862 by Dr. Walter B. Geikie, is an example of Gothic Revival
domestic architecture. Two front rooms were used as an examining room, while
the back was for family use. The property was purchased in 1876 by Dr. Robert
William Hillary, and the Hillary family continued to occupy the House through three
generations, until 1992. The Aurora Historical Society took ownership of Hillary
House in 1981.
Hillary House and its rich collection that includes books, papers, medical
instruments and household furnishings is now owned by the Aurora Historical
Society and operates as the Koffler Museum of Medicine.
Doors Open Buildings
The Town of Aurora has presented Doors Open Aurora since 2006,
Participating buildings for 2008 are:
• Hillary House
• Aurora Armoury
• Barnes' Garden
• Jac Kryn France
• Trinity Anglican Church
• Pine Tree Potters Guild
• Healing Hands Wellness Centre
ME:i 1111!
COUNCIL - JULY 15, 2008 JITEM#5-106
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
• Theatre Aurora
• Grimshaw House
• Sheppard's Bush
• Merlin's Hollow
• Cenotaph & War Memorial
• Aurora Lions Club Hall
• Church Street School
• Farmers' Market
See also Appendix D, Tables 3 and 4 for a list of arts, culture and heritage groups,
agencies and businesses as well as community festivals and events.
95
- 190 -
COUNCIL - JULY 15, 2008 ITEM # 5 - 107
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
APPENDIX C: CHURCH STREET SCHOOL BUILDING CONTEXT
FACILITIES AND SPATIAL CAPACITY
In addition to its mission, mandate and core functions, the programs and
activities of Arts and Cultural Centre will be conditioned by the Church Street School
building.
Facility Plans and Space Analysis
When renovations are complete in late 2008, the Aurora Arts and Cultural Central
will have the following accommodations:
Lower Level
• Activity space (1,740 sq ft)
• Foyer
• Hall
• Shipping/storage space (1,220 sq ft)
• Women's and men's washrooms
• Maintenance space
• Electrical and mechanical rooms
• Elevator
First Floor
• Arcade Gallery (1,102 sq ft)
• Archives/Storage space
• Reception area
• Hall
• Office Space (106 sq ft x2)
• Conference Room (186 sq ft)
• Cafe & Seating
• Cloak Room
• Vestibule
Second Floor
• Multi -Purpose Rooms (921 sq ft, 963 sq ft)
• Aurora Gallery (731 sq ft)
• Great Hall
• Digital Lab
• Treasury
• Work Room
• . Kitchen (172 sq ft)
-191-
COUNCIL - JULY 15, 200E ITEM # 5 -108
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -.June 2008
• Volunteer Lounge (129 sq ft)
• Small Artifact Storage
• Unisex Washrooms (2)
• Cloak Room
• Foyer
Space and Functional Analysis
liff s_
Public Space
Entry
Vestibule
100
222
Public Lobby
2,000
634
Refreshments
100
239
Coats
200
161
WCs
300
544
Visitor Reception
75
57
2,7751
1,783
Program Space
Program + Administration Offices
500
654
Program Delivery Spaces
5,000
7,191
Program Preparation
300
642
Program Storage
200
601
6,000
9,088
Building Services
Custodial and Recycling
250
336
Building Systems
300
393
General Storage
100
1,355
Loading
100
-
750
2,084
S
W &PM
COUNCIL - JULY 155 2008
STEM #
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
98
- 193 -
COUNCIL - JULY 15,,2008 JITEM #5-110
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
a��A 1i QKAW
AwE�AE�.
VV
10
1. A
Aurora Heritage Centre LEVEL 2
-N-Ruilu- 99
- 194 -
COUNCIL - JULY 15.1 2008 ITEM # 5 -111
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008 -
Aurora Heritage Centre LEVEL 3
100
- 195 -
COUNCIL - JULY 15, 2008 IITEM # 5 -112
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Businjess Planning Study
COMBINED REPORT - June 2008
TABLE 1: ARTS AND CULTURAL FACILITIES IN SELECT ONTARIO
MUNICIPALITIES (POPULATION: 100,000 AND UNDER)
Im
919""
M
-
mli
li -0
,I. 10,11 N
0
AR.
30,461
x
x
x
x
45,965
x
x
x
x
48,4211
x
x
x
x
x
49,629
x
x
50,331
x
x
53,939
x
Ty, pq
53,966
x
x
x
x
xxx
Aug-MoR
e.Tim!
55,289
x
x
x
57,050,
62,563
x
x
71,419
x
x
xx
x
x
74,295
x
x
W-
74,561
xx
x
P, Iq
74,898
xx
x
xx
xx
74,948
x
x
x
x
xx
Wq
90,192
x
x
x
109,140
x
x
x
x
xx
-U-Rl� 101
- 196 -
COUNCIL - JULY 15, 2008 ITEM # 5 - 113
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
TABLE 2: TOWN OF AURORA FACILITIES
�-
jSt`v"..�_
Meeting rooms, rentals
52 Victoria St.
(former Seniors' Centre)
Town of Aurora
Town -run youth activities,
Rentals
56 Victoria St.
Town of Aurora
Resident groups: Aurora
(former Library Building)
Bridge Club, Society of York
Region Artists,
Aurora Air Cadets
Aurora Community Centre
Town of Aurora
Skating, Group sports
Aurora Family Leisure Com-
Town of Aurora
Skating, Swimming, Fitness
plex
centre, Arts & crafts (youth)
Infant/childrens' activities,
Children/adultbook clubs,
Art -based programs, Author
visits, Children's music &
theatre, Storytelling,
Aurora Public Library
Aurora Public Library
Computer training, ESL
programs, Genealogy
research, Movie nights
Resident grougs:. Pine Tree
Potters' Guild, Philosophy
Club
Aurora Recreation
Town of Aurora
Skating
Complex
Swimming
Aurora Seniors' Centre
Town of Aurora/Aurora Se-
Fitness, Games, Crafts,
niors' Association
Choir, Dance, Trips
Aurora Town. Hall
Town of Aurora
Rentals, Arts and Crafts
Town Park
Outdoor activities and
(Outdoor Bandshell)
Town of Aurora
festivals including free
summer concerts
Victoria Hall
Town of Aurora
Town -run youth activities,
Rentals
Factory Theatre
Theatre Aurora
Live theatrical
performances
102
- 197 -
COUNCIL -JULY 15.1 2008 ITEM # 5 114
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
TABLE 3: AURORA ARTS, CULTURE AND HERITAGE GROUPS, INSTITUTIONS,
AND BUSINESSES
!.
iWIR-H O
Y
B.
Aurora Cable T.V.
350 Industrial Pkwy
Commercial
Broadcasting
Limited
S.
Jaymor School of
255 Industrial Pkwy
Commercial
Dance
S.
Dancing
Northern Lights
265 Edward St., Unit
Dance Studio
Commercial
Dance
14 & 15
Davies Music
Commercial
Music
64 Temperance St.
Academy
The Arts Music
Commercial
Music
15140 Yonge St.,
Store
Unit 3
Veronika Music
Commercial
Music
15105 Yonge St.
Studio
Art Lab
Commercial
Visual Arts &
38 Delattaye Ave.
Crafts
Visual Arts &
Art of the Matter
Art of the Matter
Commercial
Crafts
Gallery
Visual Arts &
26 Crawford Rose
Artique
Commercial
Crafts
Dr.
Biggs' Gallery and
Visual Arts &
15165 Yonge St.,
Framing Shop Ltd.
Commercial
Crafts
Unit 1
Chameleon
Visual Arts &
14845 Yonge St.,
Decorative Arts
Commercial
Crafts
Unit 2
Studio
Flower Bliss
Commercial
Visual Arts &
74 Mark St.
Crafts
Foxwood Gallery
Commercial
Visual Arts &
47 Sandusky Cres.
Crafts
Gallery 15516
Commercial
Visual Arts &
15516 Leslie St.
Crafts
Needles & Knits
Commercial.
Visual Arts &
15040 Yonge St.
Crafts
The Spice Tree
Commercial
Visual fts is &
75 Mary St., Unit 3
Crafts
103
198 -
COUNCIL - JULY.155 2008 ITEM # 5 - 115
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
5t
Wellington Gallery
Commercial
Visual Arts &
32 Wellington St.
Crafts
West
York Region
Old Town Hall,
Amateur Radio Club
Community Group
Broadcasting
Newmarket
(Botsford St.)
Happy Hoppers
Seniors Meeting
Square Dance Club
Community Group
Dance
Place, Newmarket
(474.Davis Dr.)
St. Andrew's
Scottish Country
Community Group
Dance
St. Andrew's
Dancing
Presbyterian Church
Aurora Wine Circle
Community Group
Food/Drink
11 Catherine Ave.
Wine Tasters Guild
Aurora
Community Group
Food/Drink
members' homes
Upper Canada
Community Group
Music
Old Fire Hall.
Chordsmen
Newmarket
York Chamber
CommunitGrou
y p
Music
Trinity Anglican
Ensemble
Church
York Highlands
Community Group
Music
Old Fire Hall,
Chorus
Newmarket
West Humber
Naturalist Club
Community Group
Nature
Kleinburg
56 Victoria St.
Aurora Bridge Club
Community Group
Social
(former Library
Building)
Aurora Abstracts
Community Group
Visual Arts &
Exhibit @ Skylight
Crafts
Gallery
Country Images
Visual Arts &
Old Town Hall,
Camera Club
Community Group
Crafts
Newmarket
(Botsford St.)
Creative Connection
Co-operative
Visual Arts &
155 Wellington St.
Crafts
E.
104
- 199 -
COUNCIL - JULY 153,2008 JITEM#5-116
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT —June 2008
-
Aurora Opera
Company (also
35 Murdoch Ave
called Aurora
Non profit
Music
Newmarket Theatre
Performing Arts
Group
Aurora Film Circuit
Non profit
Film
Aurora Public Library
Aurora Historical
Nonprofit
Heritage
Hillary House
Society
The KofPler Museum
Non profit
Heritage
Hillary House
of Medicine
York Region
Non profit
Music
Aurora High School
Children's Chorus
Trinity Anglican
Church (Saturdays),
York Symphony
Non profit
Music
Markham Theatre for
Orchestra
the Performing Arts
(Sundays)
Aurora Garden &
Non profit
Nature
Royal Canadian
Horticultural Society
Legion
Beta Sigma Phi
Non profit
Social
Sorority
University Women's
Non profit
Social
Aurora Legion
Club
Newmarket Theatre, .
Canadian Children's
Non profit
Theatre
2 Orchard Heights
Theatre Company
Blvd. #28 Aurora
73 Industrial Pkwy
N., Newmarket
Marquee Theatre
Non profit
Theatre
Theatre, City
Productions
Playhouse in
Vaughan
Theatre Aurora
Non profit
Theatre
Factory Theatre,
150 Henderson Or.
Pine Tree Potters
Non profit
I
Visual Arts &
I
Aurora Public Library
Guild
Crafts
105
- 200 -
COUNCIL - JULY 155 2008 limm#5-117
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008 -
Society of York
Visual Arts &
56 Victoria Street^
Region Artists
Non profit
Crafts
(former Library
Building)
Aurora Grove Public
School (YRDSB)
School
415 Stone Rd.
Aurora Heights Pub-
lic School (YRDSB)
School
85 Tecumseh Dr.
Aurora High School
School
155 Wellington St.
(YRDSB)
W.
Aurora Senior Public
School
125 Wellington St.
School (YRDSB)
W.
Cardinal Carter CHS
School
210 Bloomington
Rd. W.
Crossroads
School
320 Bloomington
Rd. W.
Devins Drive Public
School (YRDSB)
School
70 Devins Dr.
Dr. G. W. Williams
Secondary School
School
39 Dunning Ave.
(YRDSB)
George Street Public
School
School
115 George St.
Hartman Public
School
School
130 River Ridge Rd.
Highview Public
School
School
240 McClellan Way
Holy Spirit CES
School
315 Stone Rd.
Lester B. Pearson
Public School
School
15 Odin Cres.
Light of Christ CES
School
290 McClellan Way
Northern Lights
Public School
School
40 Bridgenorth Dr.
Our Lady of Grace
School
120 Aurora Heights
CES
Dr.
-w-RU Ta- 106
- 201 -
COUNCIL - JULY 155 2008 JITEM # 5 - 118
APPENDICES Town of Aurora
Church Street School .Cultural Centre - Strategic and Business Planning Study _
COMBINED REPORT -June 2008 -
UNIONS..
-
Regency Acres
Public School
School
123 Murray Dr.
(YRDSB)
St. Jerome CES
School
20 Bridgenorth Dr.
St. Joseph CES
School
2 Glass Dr.
(Aurora)
St. Maximilian Kolbe
School
278 Wellington St E.
Wells St. Public
School
64 Wells St.
School (YRDSB)
Aurora Seniors
Centre, Aurora
Town of Aurora
Visual Arts &
Recreation
Town
Centre, Aurora
Leisure Services
Crafts
Family Leisure
Complex, Aurora
Community Centre
Aurora Public Library
Town
Visual Arts &
56 Victoria St.
Crafts, Music
Aurora Seniors
Town/Non-profit
Visual Arts &
5 Municipal Dr.
Centre
Crafts, Dance
107
- 202 -
COUNCIL - JULY 15, 2008 �iTEm#5-119
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
TABLE 4; CULTURAL AND COMMUNITY EVENTS AND ANNUAL ACTIVITIES
February
Gala Big Band Night
York Regional Police
Royal Canadian Le -
and Silent Auction
Male Chorus
gion
February
Grand Dessert Night
Canadian Cancer
Roman Palace
Society
(Newmarket)
March
Dancing with the
KingFest Music Inc.
Dinardo's Mansion
Stars Dinner Dance
Banquet Facilities
Community Tribute
Community Living
The Manor, Carrying
March
Dinner
Newmarket/Aurora
Place Golf and Coun-
District
try Club (Kettleby)
Networking Breakfast
March
and New Member
Aurora Chamber of
Aurora Sports Dome
Trade Show
Commerce
March
Annual Faster Egg
Aurora Girl Guides
Aurora Family Leisure
Hunt
and Town of Aurora
Complex
April
Annual Treat Yourself
Community Living
Newmarket/Aurora
Madsen's Banquet
Auction
Hall (Newmarket)
.District
April
Annual Civic Appre-
Town of Aurora
Aurora Town Hall
ciation Awards
April
2008 Aurora Home
Aurora Chamber of
Aurora Community
Show
Commerce
Centre
York Region Public
School Board, York
Region
April
p
Aurora Community
Catholic School
St. Andrew's College
Historica Fair
Board, York Region
French Catholic
School, Private Au-
rora Schools
May
Aurora Art Show and
Society of York Re -
Sale
gion Artists
Aurora Town Hall
Community Living
May
Art of Living Art Show
Newmarket/Aurora
Artistic Revival
District
(Newmarket)
em
203 -
COUNCIL - JULY 15, 2008 liTEm#5-120
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
g
FTi'ifl
World's Longest
'a'�a '"�k-
],i
From Wellington
June
Street Festival on
Aurora Chamber of
Street to Murray
World's
Commerce
Drive (on Yonge)
Longest Street
Windfall Ecology
Windfall Ecology
Fairy Lake Park
June
Festival
Centre
(Newmarket)
Aurora Family Leisure
July
Canada Day Parade
Town of Aurora
Complex and
Lambert Wilson Park
August
Doors Open Aurora
Town of Aurora
Various locations
Sept.
Ribfest
Town of Aurora
Machell Park
Sept.
Candlelight Evening
Aurora Historical
Hillary House
Society
Colours of Fall Con -
October
cert - Community
Town of Aurora
Aurora Town Park
Corn Roast
October
A Haunted Forest
Town of Aurora
Sheppard's Bush
Yonge St. between
Aurora Santa Claus
Orchard Heights
November
Parade
Town of Aurora
Blvd. and Murray
Drive
December
Annual Tree -lighting
Town of Aurora
Aurora Town Hall
Ceremony
December
Family First Night
I Town of Aurora
Aurora Town Hall
109
-204-
COUNCIL - JULY 15, 2008
JITEM#5-121
• r�•. • y,
wtilm
COUNCIL - JULY 155 2008 ITEM # 5 - 122
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
APPENDIX E: FULFILLMENT OF GRANT COMMITMENTS
As the original proponent of the Church Street School project, the Aurora Historical
Society made an application on behalf of the Corporation of the Town of Aurora for
capital funding to:
• Cultural Spaces Canada
This application have resulted in the following receipt of capital funding:
• Cultural Spaces Canada $ 775,000
The commitments which were made in pursuit of these grants include:
• Seek approval for changes in the project proposal from the Department of
Canadian Heritage
• To submit reports and financial accounting
Namely:
_m ;_ .
Provision of space for artistic creativity and innovation
x
Multi -disciplinary activities (exhibits, art displays)
x
Increase community access to performing arts (portable stage),
visual arts, media arts, museum collections, heritage displays and
exhibitions
x
Highlight local history
x
Borrowed and community exhibits
x
Frequent exhibit changes (3-4 months maximum)
tbd
Improved storage and exhibit preparation space
x
Municipally -run multi -use arts and cultural facility
tbd
Wider spectrum of activity than a Museum
x
Telling the history of Aurora, bringing stories up to the present day
in a social and cultural context
x
Involving wider arts community, local businesses, community orga
nizations and schools
x
Co-op students, volunteer partnerships
x
Activity space: children's day programs, wedding receptions, etc.
I tbd
_N_qULTa_ ill
- 206 -
COUNCIL - JULY 15, 2008 ITEM # 5 - 123
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
Youth programming
x
Operated by Town of Aurora with revenues realized from rental
fees, program fees and sponsorships
tbd
Space for preservation of heritage collections
x
Proper control of temperature and humidity levels
x
Hillary House Archival Collection moved into storage area
x
Heritage presentation will be greatly improved
x
Work with community groups to develop displays
x
Display of private collections
x
Year-round events, exhibits, presentations
x
112
- 207 -
COUNCIL - JULY 15, 2008 ITEM # 5 -.124
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
APPENDIX F: CASE STUDIES
'.:
ru
env
�.
h
Building Area
13,000 SF
Approx.
3 rooms in
44,000 SF
on 2 acre
8,000 SF of
Heritage
property
programming
House
space
Approx
.1,300 SF
Total
$170,000 -
$200,000
$315,500
$150,000 -
$2.3 million
Budget
$220,000
$300,000
City % of
N/A- small
$40,000
$102,500
$34,000 (in
29%
Budget
operating
or 20%
or 40%
kind),
grants only
or 10-20%
Number of
2Fr
2 FT
1 FT
2FT
23 FT
Staff
1PT
4 PT
10 PT
2PT
7 PT
volunteers
Various art
13
60 contract
instructors
volunteers
staff
500
volunteers
Hours of
Gallery
M-SAT: 9-4
M-TH:
M-SAT:
M-F:
Operation
hours:
T night 7-9
9am-10pm
10-5
9am-10pm
M-F:
classes
F:9am-2pm
SAT:
9:30am
Sun 12-4
Wknd:
9am-5pm
-3:30pm
classes
9am-5pm
SUN:
Wknd:
12-5pm
1-3:30pm
Types of
Classes,
Classes,
Art Classes,
Classes and
Programming
Exhibitions,
Exhibitions,
Art
Workshops,
Art and
Art and Craft
Exhibitions,
Exhibitions,
Craft Sales,
Sales
Art and Craft
Art and Craft
Lectures,
Sales
Sales
studios
113
- 208 -
COUNCIL - JULY 153, 2008 ITEM # 5 - 125
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
- COMBINED REPORT - June 2008
�a
y----
Building
Elora Centre
City of
City of
City of
City of
Owner(s)
for the Arts
Toronto
Toronto
Sarnia
Burlington
Building
Elora Centre
Neilson Park
City of
Burlington
Operator
for the Arts
Creative
Sarnia pays
Art Centre
Centre
maintenance
costs such
as lawn
care, gas,
hydro
Programs
Elora Centre
Organized by
Organized by
Lawrence
Guilds, staff
provided by
for the Arts
staff
volunteers
House
Rentals are
Rentals are
Rentals are
Centre for
permitted
permitted
permitted
the Arts and
(20% com-
partners
mission)
(Partners
pay 20%.
commission)
Rentals are
permitted
Lessons from Case Studies
• Typical minimum of two full-time and two part-time staff
• Municipal funding as a percentage of budgetvaries 10 — 40%for mature cultural
centres
• Many cultural centres serve a role in their community as agencies for the
promotion of culture, not only delivery of programs; mandates include providing
a focus to diverse arts and cultural community as both meeting place and voice
for the arts community
• The relationship, between the municipality and the cultural centre varies,
however core funding and/or coverage of building occupancy costs from the
municipality regularizes budgetexpectations and ensures programs continue
year after year
• Partnerships with other community agencies such as the Library are common
• Artists' groups provide high quality programming in their area of expertise (e.g.
guilds)
114
- 209 -
COUNCIL - JULY 15, 2008 ITEM # 5 - 126
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study -
COMBINED REPORT - June 2008
• Incorporation as.separate entities allows cultural centres to access fund-
ing such as grants and donations which would not be accessible to a Town
department
Elora Centre for the Arts, Elora, ON
Education in the Arts by Expanding Artistic Excellence"
Summary:
The Elora Centre for the Arts is located in a restored, three-story limestone school
building on a 2-acre property in the heart of one of Ontario's most picturesque
villages. Ten large classrooms were converted.to provide over 10,000 square feet
of dedicated space plus additional service corridors and amenities. Rooms vary
from 700 to 1,000 square feet.
The facility includes working studios, rehearsal and performance space and
teaching venues. Activities include exhibits, performances, residencies,
lectures, classes and workshops, symposia and forums. Programs are offered for
children, youth and adults and supports a wide variety of groups including the
Centre Wellington Children's Drama Club, Centre WellingtonYouth Band, Puppets
Elora, Elora Community Theatre, and the Celtic Music School.
While Elora has a population of only 3,500, the centre draws on a population of
over 500,000 from surrounding areas. The Centre is seen to have largely benefited
the community through its programming and through its preservation of one of the
community's most historic buildings, formerly used as the Elora Junior School.
Vision and Mission:
• Build on Centre Wellington's extraordinary arts assets to form a vibrant
institution composed of working studios, rehearsal and performance facilities,
and teaching venues and offer enrichment to the local community;
• Complement the area's rich natural and cultural heritage by creating an
environment that will inspire and stimulate artistic excellence;
• Provide a focus for the strong, diverse arts and cultural community and the
talented volunteer support that already exists in Centre Wellington, and provide
a meeting place, showcase, and powerful voice for the arts;
• Offer strong youth component to encourage interest in the arts and support
young artists through teaching, counseling and mentoring;
• Bring together local, regional and international artists, students and teaching
masters to create synergies, and encourage excellence and innovation in the
arts;
115
-210-
COUNCIL - JULY 15, 2008
ITEM # 5 - 127
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
• Be a source of community pride, contributing to the image of arts in the area.
Financing:
When the old school building was left by the school board in 1996, it was held in
trust by the township until the Elora Centre had secured the $157,000 necessary
to purchase the facility. The Centre collects between $170,000 and $220,000 in
revenue each year. The Elora Centre for the Arts receives support for operations
from the Ontario Trillium Foundation, the Township of Wellington Centre, and the
Ontario Arts Council. The building recently underwent $80,000 in renovations and
repairs to the roof (funded 95% by the Ontario Trillium Foundation).
116
- 211 -
COUNCIL - JULY 155 2008 ITEM # 5 - 128
APPENDICES Town of Aurora w
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
Neilson Park Creative Centre, Etobicoke, ON
Neilson Park Creative Centre is a creative arts facility built by the City of Etobicoke
in 1992 and operated by a non-profit volunteer corporation. It is managed by a
Board of Directors which includes representatives from the Resident Groups and
the community.
The Centre is home to six Resident Groups: The Etobicoke Handweavers and
Spinners, The Etobicoke Quilters Guild, The Heritage Rugcrafters of Etobicoke, The
Humber Valley Art Club and The Etobicoke Art Group and the Calligraphic Arts Guild
of Toronto.
The fully accessible facility provides a community focus for creative visual arts in
west Toronto. It includes four studios, 2 public galleries, administrative offices and
ancillary spaces in a single storey structure.
The galleries feature a wide variety of exhibitions with a strong emphasis on local
and contemporary artists. These Galleries and the four bright, spacious studios
offer residents the unique opportunity for the creation, teaching and displaying of
fine arts and crafts.
Mandate:
To establish and operate an organization to promote the advancement,
appreciation and study of the visual arts by the general public in the City of Toronto
and the surrounding areas. To achieve this goal NPCC will:
• operate a facility for the visual arts in the City of Toronto
• use the above mentioned facility to provide a permanent home for the non-profit
member groups who support the aims and objectives of NPCC
• operate the facility for classes, seminars, meetings, exhibitions and other such
activities involving the visual arts for the general public
• receive and maintain a fund or funds to provide bursaries and scholarships to
worthy artists and craftspeople who are studying for the visual arts field
• encourage and foster co-operation between NPCC and regional visual arts
organizations
NPCC offers classes for
• adults, including a variety of workshops
• teens, including March Break and the Artsmartz summer program
• children, including March Break and the Artsmartz summer program
117
- 212 -
COUNCIL -_JULY 155 2008 limm#5-129
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
Neilson Park Creative Centre hosts a variety of special events. These events are
an important opportunity for the community to come to the Centre and enjoy its
members' activities in a friendly and welcoming environment and include Art In the
Park, Muskoka Chairs, Quilt Fever, Winter Artfest and the Gateway Project.
118
- 213 -
COUNCIL - JULY 15, 2008 JITEM#5-130
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
Cedar Ridge Creative Centre, Toronto, ON
Cedar Ridge Creative Centre is a vibrant arts and cultural hub housed in a
historic mansion in Scarborough. Built as a family home in 1912, Cedar Ridge is
surrounded by lush gardens and scenic woods with a variety of walking trails.
The main house features the Cedar Ridge Gallery, which encompasses much of the
lower floor including the library, living room, dining room and solarium. Innovative
art exhibitions featuring a variety of media are held in the gallery from September
to June. The upper floor of the house, as well as the adjacent Carriage House,
consists of working studio spaces where hands-on creative arts programs are
offered for all ages.
Every year more than 1,000 adults take courses at Cedar Ridge. Hundreds of
children and youth attend classes as well as annual day camps at Cedar Ridge,
such as the Expressions Summer Art Camp and the Artstravaganza March Break
Camp.
Programs & Workshops
Cedar Ridge Creative Centre offers 10-week arts courses as well as shorter -
term special interest workshops for adults, youth and children. The programming
year is divided into seasonal sessions - fall, winter, spring and summer. The
summer session is largely devoted to Expressions, a fine arts camp for children,
and shorter -term evening courses for adults. Cedar Ridge offers a diverse roster of
art programs, including drawing, painting, folk art, weaving, pottery, sculpture and
watercolours for adults throughout the fall, winter and spring sessions. Children's
classes include Fine Art, Creative Art and Creative Clay. Cedar Ridge offers more
than 40 different classes and workshops each session.
119
- 214 -
COUNCIL - JULY 15, 2008
ITEM # 5 -131
APPENDICES Town of Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
Lawrence House Centre for the Arts, Sarnia, ON
"Where creativity, growth and expression live."
The Lawrence House Centre for the Arts provides programming in all of the art
disciplines (performing, literary and visual) and an informal forum for artists and
the public to meet. Programming also includes performances, exhibitions, lectures,
educational programs, and special events.
The building is owned by the City and rented to the Lawrence House for $1 per
year. The City of Sarnia looks after gas, hydra and lawn care for the facility. It is
estimated that the value of these in -kind services is $34,000 annually.
The Lawrence House Centre for the Arts is a separately incorporated charitable
organization which opened seven years ago. They do not receive funding from the
City, however given the benefits the facility provides and its location in Sarnia's
downtown core, this is perceived as a situation that should and will change as
recognition of the value of the arts in the promotion of quality of life increases.
For youth, Lawrence House offers workshops in new media and video arts, a rock
n' roll camp and theatre programming. Many children's and adult programs are also
offered.
Revenues come from a variety of sources: self -generated (membership fees,
rentals), corporate funding, foundations. The annual budget for the Centre varies a
great deal year to year. For the past three years the budget, not including the value
of operating the Lawrence House building has been as follows:
2007: $145,000
2006: $185,000
2005: $300,000
Programming at the Lawrence House Centre for the Arts makes extensive use of
the outdoor areas of the building and the adjacent park.
Increasingly, the Lawrence House Centre is coming to play a role as cultural
steward for Sarnia-Lambton and with funding from the Trillium Foundation is in the
process of creating a cultural directory for the City's cultural resources.
120
- 215
COUNCIL - JULY 155 2008 ITEM # 5 - 132
APPENDICES Town of Aurora b
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT - June 2008
Burlington Art Centre
"Inspiring Imagination, Enriching Lives"
Summary:
Built in 1978, the Burlington Art Centre was developed as an ideal home for the
many visual art and craft guilds that had been active in Burlington since the 1950s.
The gallery is located on the shore of Lake Ontario.
The Burlington Art Centre champions the role and value of art in life. It provides
diverse experiences and discovery as a leading and sustainable organization
through nurturing artistic development; being home to art and fine craft guilds
and active affiliate groups; displaying exhibitions and education programs, special
events and community outreach services and the acclaimed permanent collection of
contemporary Canadian ceramic art; and offering volunteer and active
community participation opportunities, retail service, membership and corporate
partnerships.
The building is situated in a downtown setting across the street from a large park
that hosts many festivals. Surrounding the area are many shops and restaurants,
and the Botanical Gardens are located one mile up the road. This location has been
tremendously beneficial in terms of increasing walk-in traffic to the centre.
Operations:
This Class °A"gallery attracts over 120,000 visitors annually from Burlington,
the Bay Area, Toronto, and across Ontario and the USA. The 44,000-square-foot
facility contains 13,121 square feet of exhibition space, including four display
areas and an exterior courtyard. The centre also boasts fully equipped studios for
photography, hand weaving and spinning, sculpture and woodcarving, pottery, fine
arts, rug hooking and quilting; a conservatory; an art education room; a gift shop;
art rental services; a restaurant; and meeting rooms.
The Art Centre is owned by the City of Burlington and operated by the Burlington Art
Centre. The governing board of directors consists of 21 members; one member is
a city councillor and four are city residents.
The Burlington Art Centre plays a unique national role in collecting contemporary
Canadian ceramics. The centre is home to seven artist guilds and 500 artists work
in the building. The development of a critical mass of 1,000 artworks is a principal
"driver" fortheir curatorial work. Exhibitions of contemporary ceramics are curated
from the Centre's collection and from practicing Canadian artists. International
121
- 216 -
COUNCIL - JULY 15, 2008
limm # 5 - 133
APPENDICES Town of ,Aurora
Church Street School Cultural Centre - Strategic and Business Planning Study
COMBINED REPORT -June 2008
and historic artworks are utilized to provide context and background for Canadian
developments.
Financing:
The building is 25 years old and has an estimated insurance value of $9.8 million.
In 2001, the gallery underwent a $2.2 million renovation and expansion to add
8,000 square feet and to increase accessibility and visibility,with a new entrance.
Fifteen thousand square feet were renovated. The renovations were two -fold in that
they helped increase revenue generating potential by adding a gallery shop that
generates $500,000 in sales income, by adding a cafe and catering services, and
by adding an educational area for programming. All of these new amenities have
contributed significantly to the Centre's self-sufficiency. The $2.2 million in capital
came from various sources: $480,000 from the federal, government, $240,000
from the provincial government, $750,000 from individual and family donations,
and $950,000 from corporate sponsorship.
The Burlington Art Centre has an operating budget of $2.3 million.
Revenue sources and amounts include:
• City of Burlington: $670,000
• Ontario Arts Council: $45,000
Donations: $150,000
• Earned Revenue: $1.5 million
The Burlington Art Centre is working to increase its self-sustainability within the
community. The Burlington Art Centre Foundation has an endowment fund of
$520,000 that will provide an essential cornerstone for the future of the Centre.
122
- 217 -
COUNCIL - JULY 15, 2008
STEM # 5 - 134
- 218 -
COUNCIL - JULY 15, 2008
ITEM #
EXTRACT FROM COUNCIL MEETING NO. 08-18
HELD ON TUESDAY, JUNE 24, 2008
13. Memorandum from the Director of Corporate Services/Town Clerk
Re: Legal Opinion from Mr. George Rust D'Eye of Weir Foulds LLP
Moved by Councillor Collins-Mrakas Seconded by Councillor MacEachern
THAT the memorandum from the Director of Corporate Services/Town Clerk
regarding the recommendations from Mr. George Rust D'Eye of Weir Foulds LLP
be deferred to the July 15, 2008 Council meeting.
CARRIED
- 219 -
COUNCIL - JULY 153, 2008
ITEM # s-2
AURORA.
yowrbi, go bCo pany,
MEMORANDUM Director of Corporate Services
Corporate Services Department
Date: June 24, 2008
To: Members of Council
From: Bob Panizza, Director of Corporate Services
Re: Legal Opinion from Mr. G. Rust-D'Eye, of WeirFoulds LLP
At the General Committee meeting of June 17'', Committee recommended that the
recommendations outlined in Mr. Rust-D'Eye's report be included in the next Council
agenda_ As directed attached is a copy of the recommendations from Mr. Rust-D'Eye's
letter.
Bob Panizza
Director of Corporate Services
G
- 220 -
COUNCIL - JULY 155 2008
ITEM #
VVeirFoulds.1,
OFRRIsi Exs s soLCITORs
In accordance with the foregoing, it is recommended that Council:
(1) establish an executive committee, including the Mayor and certain other members
of the Town Council, with jurisdiction or terms of reference enabling it to receive
and give consideration to reports and information of a confidential nature, in
accordance with rules, procedures and other laws applicable to committees of the
Council
{7) review and amend its Council Procedure By-law by .the enactment of a Code of
Conduct, in the form attached ns Appendix 41, including provisions intended for
the purpose of prohibiting members of Council from contravening the by -taw, and
from unlawfully disclosing information or records contrary to the provisions and
intent of the Municipal Act, 2001, the Municipal Freedom of Information and
Protection of Privacy Act, and by-law regulations enacted by the Town Council;
(3) assuming the adoption of a Code of Conduct, appoint an integrity Commissioner,
and assign to the Integrity Commissioner issues involving the application of the
Town's Code of Conduct and of procedures, rules and policies of the municipality
governing the ethical behaviour of members with respect to conduct such as that
referred to above;
(4) should any member of Council persist in conduct in contravention of the law or
the lawful procedures of the Town, consideration be given to what further and
other legal or other proceedings are available to the Council to ensure its right to
enforce effectively laws supporting decision -making referred to above, within the
context of the provisions of applicable legislation for that purpose.
- 221 - 13
COUNCIL - JULY 15, 2008
ITEM # 6-4
WeirFoulds«P
BARRISTERS & SOLICITORS
1 trust that the foregoing will be of assistance to you, and will be pleased to
discuss this matter. further with you. at any time.
GHR/jnb
Attachment
1017625,1
- 222 - 14
COUNCIL - JULY 15, 2008
JITEM# 6-5
i
Aupo"
EXTRACT FROM GENERAL COMMITTEE MEETING NO. 08-26
HELD ON TUESDAY, JUNE 17, 2008
2. CSOO-026 — Codes of Conduct for Members of Council and
Committees
Genera! Committee recommends:
THAT Council enact the proposed by-laws to adopt and implement the Code of
Conduct for Members of Council and the Code of Conduct for Members of
Advisory & Statutory Committees; and
THAT staff report back on the details required to engage the services of an
Integrity Commissioner on a retainer basis; including a job description and the
process for recruitment; and
THAT each advisory committee member be provided with a copy of the Code of
Conduct; and
THAT the recommendations outlined in Mr. Rust D'Eye's report be included on
the next Council agenda.
CARRIED
- 223 -
COUNCIL - JULY 155 2008
�ITEM# 7-'
/ TOWN OF AURORA
AURORA COUNCIL REPORT No. LS08-032
SUBJECT: Portable Washrooms in Parks
FROM: Allan D. Downey Director of leisure Services
DATE: July 15, 2008
RECOMMENDATIONS
THAT Council authorize the placement of 15 portable washrooms in various parks;
and
THAT additional funds in the amount of $4,800.00 be approved for this increase in
service level for the remainder of the 2008 sports playing season.
BACKGROUND
With the ongoing use of our parks system for organized sports there has been an
increasing need to provide restroom facilities at some of our more active park facilities.
Permanent washrooms are available in the major community parks, including Lambert
Willson Park, Sheppard's Bush, Town Park and Fleury Park.
The issue of providing more facilities is not by any means a new emerging issue. In 2002
staff had proposed to include a public washroom facility in the design of Optimist Park, the,
site of two senior lighted playing fields.
This proposal was met with strong opposition from local ratepayers who viewed public
washrooms to be an inappropriate facility to include in any park design as itwas theirview
that public washrooms in a public park posed a risk in the community relating to
inappropriate and in some case criminal behaviour.
Staff did not concur with this position as there was no evidence to support this claim based
on our previous experience and management of the four existing facilities in our parks
system.
In any event, it was determined that a washroom would not be included in the Optimist
Park design and since that time staff have been reluctant to provide any additional
washroom facilities in our parks system.
Recently we have been receiving complaints from residents and park users observing
sports organization participants relieving themselves in our parks. Staff has notified the
user groups who permit our facilities of these incidents with a request to advise their
members that this behaviour is unacceptable and that it must not continue.
- 224 -
COUNCIL - JULY 155 2008
ITEM # '" 2
July 15, 2008 - 2 - Report No. LS08-032
Our user groups have been very cooperative in delivering this message, however the
situation has not been completely resolved as there are no provisions for temporary
facilities at 15 locations. In view of this we can expect this situation to continue and further
complaints to be registered.
As such, staff are recommending that portable washroom facilities be located at all Town
owned parks facilities where active recreation is being permitted to our user groups for the
remainder of the 2008 playing season.
COMMENTS
Staff have obtained a price quotation from the Town's waste collection company for the
portable washroom rental services which include the ongoing regular maintenance and
sanitary requirements. Portable washrooms are proposed to be located at the following
park locations_
Legion Field
Norm Weller Park
Civic Park
Summit Park
Confederation Park
Copland Park
Craddock Park
Elizabeth Hadar Park
Hamilton Park
Highland Field
Harmon Park
Hickson Park
McMahon Park
Sunoco (North Machell)
Ecole St. Jean
The actual washroom units will be placed in as discrete a location as possible at each site
in consideration of neighbouring residents and park users.
1. As recommended in this report.
2. To defer the decision to locate the portable washrooms in the parks.
3. To direct the user groups to install the portable washrooms at their cost.
4. To provide the portable washrooms for the user groups for the balance of the 2008
playing season and include portable washrooms in the2009 Operational Budget with a
corresponding user fee increase to offset this additional level of service.
FINANCIAL IMPLICATIONS
Given that staff did not have this level of service built into the 2008 Operational Budget, it
will be necessary to obtain additional funds in the amount of $4,800.00 to ensure that the
parks applicable Parks Operations budget.
CONCLUSIONS
That Council authorize the placement of the 15 portable washrooms and that the additional
funding be provided.
_/3
1W*4CZ
COUNCIL - JULY 15, 2008
JiTEM# 7-3
-3
July 15, 2008 - 3 - Report No. LS08-032
LINK TO STRATEGIC PLAN
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.B1: Plan for the future to continue controlled and well -planned growth
Objective B2: Promote and market the beauty and uniqueness of the historic and natural
areas throughout Aurora
Objective Cl: Maintain, respect, preserve and enhance natural environment, natural
heritage and green spaces
Objective C2: Enhance and promote public safety
Objective C4: Encourage healthy lifestyles by promoting healthy, active lifestyle choices
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
Not applicable.
PRE -SUBMISSION REVIEW
Management Team Meeting, Wednesday, June 18, 2008
Prepared by. Jim Tree, Manager of Parks, Ext. 3222
Allan D. Down ohn S. Rogers
Director of Leisure Services Chief Administrative Officer
- 226 -
COUNCIL - JULY 15, 2008 11TEM # a "'
TOWN OF AURORA
AURORA COUNCIL REPORT No. LS08-034
SUBJECT: Completion of Nokiidaa Trail Connection
FROM: Allan Downey Director of Leisure Services
DATE: July 15, 2008
RECOMMENDATIONS
THAT Council receive this report as information; and
THAT Council authorize the Trails Sub -Committee to embark on a public notification
and input process to obtain input from the public on the location of the proposed
Nokiidaa Trail connecting link.
BACKGROUND
During the 2006 Capital Budget deliberations Council approved $250,000 for the
construction of the final section of the Nokiidaa Trail connection, our trail into the Town of
Newmarket. Council approved this funding on the provision that the Town of Newmarket
would have a viable trail connection to facilitate the joining up of the two municipal trails
(see attached Council resolution).
Unfortunately, the Town of Newmarket was not able to commit to us that their portion of the
trail would be in place in 2006 and in fact the Town of Newmarket remains non -committed
in terms of an exact date that this connection will be made to the Aurora border.
This issue has been the source of a great deal of frustration for our staff, the Nokiidaa
Trails Committee, as well as the Town of Newmarket, in that the Town of Newmarket has
experienced ongoing difficulty in obtaining a key parcel of private property required to
facilitate this connection.
Recently staff have been advised that the Town of Newmarket is still in the process of
exploring their various options and methodology in securing these lands, however the
specific details in terms of the manner in which the property will be obtained and the timing
of the acquisition are not forth coming at this time. As such, this important connection
remains on hold despite the fact that the Town of Aurora would be in a position to move
rather quickly in completing this final trail section.
In our discussion with the Town of Newmarket last fall staff were advised that there had
been some major advancements in securing of the private lands that they required to build
the connecting trail link, as such our staff had applied for and were successful in receiving
a funding allocation in the amount of $80,000 from the Region of York Municipal
Partnership Program for advancement of the Regional Pedestrian and Cycling Master
Plan.
..../2
- 227 -
COUNCIL - JULY 155 2008 ITEM #
July 15, 2008 - 2 Report No. LS08-034
This funding was to be directed exclusively to the construction of the final section of the
Nokiidaa Tail linking our trail to the Town of Newmarket during the 2008 construction
season.
As a result of this further delay staff has contacted the Region of York to determine
whether or not this funding can be carried over into 2009 when it is expected that the
Newmarket property matter would be resolved
At the time of writing this report our staff did not have confirmation of this from the Region
and a further report on this issue will be forthcoming once staff has the information.
COMMENTS .
As is typical in all new trail construction related initiatives there is a public process involved
where staff conduct a Public Open House to obtain input from trail users, neighbouring
residents and all who have an interest in the process.
In this particular case and with the benefit of having a Trails Sub -Committee of the Leisure
Services Advisory Committee it has been determined by the Committee that this public
process be organized and attended by the Trails Sub -Committee. Staff feels that this is an
appropriate approach and that the Trails Sub -Committee is an excellent vehicle in
obtaining the necessary feed back in order to move this project one step closer to
completion.
OPTIONS
Not applicable.
FINANCIAL IMPLICATIONS
Not applicable.
CONCLUSIONS
That Council receive this report as information and authorize staff and the Trails Sub -
Committee to proceed with the public processes as outlined herein.
LINK TO STRATEGIC PLAN
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 All: Develop economic opportunities to aid in the growth and progress of Aurora
as a desirable place to do business
...13
- 228 -
COUNCIL - JULY 15, 2008
ITEM # 8"3
July 16, 2008 - 3 - Report No. LS08-034
Objective A3: Increase the quantity and diversity of employment opportunities in Aurora to
enhance local livelwork opportunities and to promote efforts to reduce commuting through
local economic initiatives
Objective B2: Promote and market the beauty and uniqueness of the historic and natural
areas throughout Aurora
Objective 63: Plan for the preservation and the restoration of, local heritage areas and
buildings
Objective Cl: Maintain, respect, preserve and enhance natural environment, natural
heritage and green spaces
Objective C2: Enhance and promote public safety
Objective C3: Develop strategies to encourage stewardship of Aurora's air, water and land
resources
Objective C4: Encourage healthy lifestyles by promoting healthy, active lifestyle choices
Objective C5: Promote community involvement and volunteerism opportunities.
Objective C6: Review and improve accessibility for persons with disabilities
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 D4: Create a respectful environment that fosters team work and open dialogue,
consistentwith a Character Community. These Objectives acknowledge the responsibilities
required by governance that contribute to informed and involved citizens.
ATTACHMENTS
Attachment #1 - Extract from Council held on June 10, 2008
Attachment #2 - Town of Newmarket Proposed Trail Connection Plan
Attachment #3 - Proposed Nokiidaa Trail Concept Plan
PRE -SUBMISSION REVIEW
Management Team Meeting, Wednesday, July 2, 2008.
Prepared by: Jim Tree, Manager of Parks - Ezt. 3222
Allan D. Downey, John S. Rogers
Director of Leisure Services - 229 - Chief Administrative Officer
COUNCIL - JULY 155 2008
ITEM # 8"a
V
13.
AURA A
EXTRACT FROM GENERAL COMMITTEE MEETING NO. 08-25
HELD ON TUESDAY, JUNE 3, 2008 & ADOPTED AT COUNCIL
ON TUESDAY, JUNE 10, 2008
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:
Notice of Motion tabled by Councillor Gaertner
Re: Nokiidaa Trail
THAT staff be requested to provide a report on the status of the linkage for the
Nokiidaa Trail between the Town of Aurora and the Town of Newmarket.
CARRIED
CORRESPONDENCE SENT BY.,
ACTION DEPT.:
Leisure Services
INFO DEPT.: Councillor Gaertner