AGENDA - General Committee - 20080902GENERAL COMMITTEE
AGENDA
NO.08-20
TUESDAY, SEPTEMBER 2, 2008
7:00 P.M.
COUNCIL CHAMBERS
AURORA TOWN NALL
PUBLIC RELEASE
28/08/08
AutoRA
TOWN OF AURORA
GENERAL COMMITTEE MEETING
AGENDA
NO. 08-29
Tuesday, September 2, 2008
7:00 p.m.
Council Chambers
Councillor Wilson in the Chair
I DECLARATIONS OF PECUNIARY INTEREST
II APPROVAL OF AGENDA
RECOMMENDED:
THAT the agenda as circulated by the Corporate Services Department be
approved.
III ADOPTION OF PREVIOUS MINUTES
General Committee Meeting Minutes, 08-26, June 17, 2008 pg. 1
Special General Committee — Audit Committee Minutes, 08-27 pg. 11
June 24, 2008
Special General Committee Meeting Minutes, 08-28, July 14, 2008 pg. 13
RECOMMENDED:
THAT the General Committee Meeting minutes 08-26, the Special
General Committee — Audit Committee minutes 08-27 and the Special
General Committee Meeting minutes 08-28 be adopted.
General Committee Meeting No. 08-29 Page 2 of 8
Tuesday, September 2, 2008
IV DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
V ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
VI DELEGATIONS
(a) Mr. Michael Rice, Rice Commercial Group pg. 16
Re: Item 11 - PL08-094 — Application for Site Plan
Approval -Revised Access/Median Design for the
Bayview-Wellington Commercial Site Plan Development
Rice Commercial Group
D11-03-07
Vll PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE
Vlll CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
IX NEW BUSINESS/GENERAL INFORMATION —COUNCILLORS
X CLOSED SESSION
RECOMMENDED:
THAT General Committee resolve into a Closed Session to consider:
• Legal Matter — Legal Opinion regarding Stronach Aurora Recreation
Centre
• Personal Matter — Appointment to Committees
• Labour Relations Matter— Recruitment of Town Solicitor/Interim Legal
Services
• Labour Relations Matter— Recruitment of CAO
• Personal/Legal Matter— Identifiable Individual
• Personal/Legal Matter — Human Resources Department Staff Member
• Personal/Legal Matter — Marketing Division Former Staff Member
General Committee Meeting No. 08-29
Tuesday, September 2, 2008
Page 3 of 8
• Legal Matter — Bondfield v. Aurora
• Property Matter — Inquiry regarding Town Land
• Personal Matter— Memo from Councillor Collins-Mrakas
Xl ADJOURNMENT
General Committee Meeting No. 08-29 Page 4 of 8
Tuesday, September 2, 2008
AGENDA ITEMS
1. LSAC08-07 — Leisure Services Advisory Committee Meeting Minutes pg. 17
August 21, 2008
RECOMMENDED:
THAT the Leisure Services Advisory Committee Meeting minutes from the
August 21, 2008 meeting, be received and the recommendations
contained therein be approved.
2. ADM08-010 — Request for Proposal for a Review of the pg. 23
Corporate Organizational Structure of the
Town of Aurora
(referred from August 12, 2008 Council)
RECOMMENDED:
THAT the firm BMA Management Consulting Inc. be awarded the contract
for the Review of the Corporate Organizational Structure of the Town of
Aurora for a contract price of $68,850 plus disbursements.
3. FS08-023 — Property Tax Grant for Low -Income Seniors pg. 25
RECOMMENDED:
THAT due to the introduction by the Province of Ontario of a new
homeowners grant for Seniors, a Low-income Seniors Property Tax
Assistance Programme not be approved for implementation in the 2008
taxation year.
4. FSO8-034 — 2009 Budget Timetable pg. 31
RECOMMENDED:
THAT the 2009 budget timetable be accepted; and
THAT Council request Senior Management Team to bring in a budget at
General Committee Meeting No. 08-29
Tuesday, September 2, 2008
Page 5 of 8
4�
9
7
1.1
FS08-035 — Bad Debt Allowance Discretionary Reserve Fund
RECOMMENDED:
THAT Report No. FS08-035 be received; and
pg. 45
THAT a new Allowance for Bad Debt Discretionary Reserve Fund be
established; and
THAT the 2007 Operating Surplus of $519,000 be transferred to this fund.
FS08-040 — Capital Fund Report to July 14, 2008
RECOMMENDED:
pg. 65
THAT report FS08-040 "Capital Fund Report to July 14, 2008" be
received; and
THAT Council authorize the re -allocation of capital project closing
balances as identified in Attachment #2 of this report.
FS08-041 — Asphalt Price Escalation Clause
RECOMMENDED:
3M.
THAT Council approve the inclusion of a price increase/decrease clause
for the supply of hot mix asphalt in the terms and condition section of all
new bid documents.
PW08-034 —Parking Lot Lighting — Mosaics Condominium and pg. 86
Canadian Tire Corporation
RECOMMENDED:
THAT Council approve the recommendation to accept the maintenance
and operating costs for three (3) street lights in the Canadian Tire parking
lot to service residents of the Mosaics Community — York Region
Condominium Corporation No. 920; and
THAT Council direct staff to develop an Agreement with Canadian Tire
Corporation to acknowledge the transfer of responsibility.
General Committee Meeting No. 08-29 Page 6 of 8
Tuesday, September 2, 2008
9. BA08-005 — Sign Bylaw Amendment — Whitwell Developments Ltd. pg. 90
RECOMMENDED:
THAT Report BA08-005 regarding a request from Whitwell Developments
Ltd. to amend the permanent sign bylaw 4898-07.P to allow for additional
wall signs for the Smart Centres development on the north side of
Wellington Street East between Leslie Street and Highway 404 be
received for information: and
THAT Council enact implementing Sign By-law 5067-08.P to be brought
forward at the Council meeting of September 9, 2008.
10. LS08-043 — Naming of Municipal Parks
RECOMMENDED:
pg.102
THAT Council approve the name Jaekel Park for the new proposed
Municipal Parkette within the Ballymore Development Corporation
Subdivision in the vicinity of Bloomington Road and Bathurst Street Park;
and
THAT Council approve the name English Park for the new proposed
Municipal Parkette within the Brookvalley (Aurora) Development in the
vicinity of Bayview Avenue and Vandorf Road; and
THAT appropriate signage be erected on these sites indicating that the
lands have been named and identified as noted for future park use.
11. PL08-094 — Application for Site Plan Approval -Revised pg. 107
Access/Median Design for the Bayview-Wellington
Commercial Site Plan Development
Rice Commercial Group
File: D11-03-07
RECOMMENDED:
THAT Council receive as information the revised access/median proposal
for site plan application D11-03-07; and
THAT Council determine their position on this matter.
General Committee Meeting No. 08-29 Page 7 of 8
Tuesday, September 2, 2008
12. FS08-037 — 2008 Second Quarter Operating Report pg. 117
NOTE: Attachments 1 & 2 will be distributed at the meeting.
RECOMMENDED:
THAT the budget adjustments as identified in Attachment 2 to Financial
Services Report No. FS08-037 be adopted; and
THAT all departments be directed to defer purchases that can be delayed
to 2009 to assist with the elimination of the projected budget deficit; and
That the projected deficit for Legal Services be taken from the Future
Legal Reserve Fund; and
That the projected deficit for Insurance Claims and Insurance Adjuster
Fees be taken from the Insurance Reserve Fund: and
That any costs associated with the Sale of the Leslie Street Property be
applied to the Sale of Municipal Lands Reserve fund to be recovered from
the proceeds of the Sale; and
That should all of the above not address the total deficit that we take the
balance from the Supplementary Tax Revenue that was to go toward
Capital projects to be assign at a later date.
13. Letter from Lake Simcoe Region Conservation Authority pg. 122
Re: Comments of the Lake Simcoe Region Conservation
Authority in Response to the Proposed Lake Simcoe
Protection Act - EBR 010-3753
RECOMMENDED:
THAT the correspondence from Lake Simcoe Region Conservation
Authority be received and endorsed by Council.
14. Correspondence from the Town of Newmarket pg. 131
Re: Smart Commute - Memorandum of Understanding
RECOMMENDED:
THAT the correspondence from the Town of Newmarket be received for
information.
General Committee Meeting No. 08-29
Tuesday, September 2, 2008
Page 8 of 8
15. Correspondence from the Royal Canadian Air Cadets pg. 138
166 Bulldog Squadron
Re: Use of Aurora Fitness Facility for 166 Summer Biathlon
RECOMMENDED:
THAT the correspondence from the Royal Canadian Air Cadets, regarding
the use of the Aurora Fitness Centre to hold the 166 Summer Biathlon in
October 2008, be received for information.
16. CS08-024 — Corporate Group Benefits Renewal Program pg. 139
RECOMMENDED:
THAT Council approve the Group Benefits Renewal Program submitted by
PPI Financial Group for the employee benefits with Great West Life.
GENERAL COMMITTEE - SEPTEMBER 2, 2008 GC Minutes, June 17, 2008 - 1
AUR`OR.A
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.
I DECLARATIONS OF PECUNIARY INTEREST
There were no, declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
If APPROVAL OF AGENDA
General Committee recommends:
THAT the agendaas 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 - PWOB-026 — Investigation of a Snow Windrow Clearing
Program for Seniors and Physically Challenged
Residents
Y New Delegation b)— Mr. llmar 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
GENERAL COMMITTEE- SEPTEMBER 2, 2008 GC Minutes, June. 17, 2008 - 2
General Committee Report No. 08.26 _
Tuesday, June 17, 2008 .
Ill ADOPTION OFPREVIOUS MINUTES
General Committee Meeting Minutes, 08-25, June 3,.2008
General Committee recommends:
THAT the General Committee Meeting minutes 08-25 be adopted.
CARRIED
IV 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.
V ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
General Committee recommends:
THAT the following recommendations respecting the matters listed as
"Items not Requiring Separate Discussion" be adopted as submitted to the
General Committee and staff be authorized to take all necessary action
required to give effect to same:
6. 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. .
7. PWOS-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 CST per year for a period of three
years.
10. PW08-027— Award ofTender 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.
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GENERAL COMMITTEE - SEPTEMBER 2; 2008 GC Minutes, June 17, 2008 - 3
General Committee Report No.08-26
Tuesday, June 17, 2008
16. PL08-069 —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-thru facility; and
THAT Council authorize the Mayor and ,Clerk to execute the Site Plan
Amendment Agreement.
18. ADM08-009 — 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 Sequelra, 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.
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GENERAL COMMITTEE- SEPTEMBER 2, 2008 GC Minutes, June 17, 2008 - 4
General Committee Report No. 08-26
Tuesday, June 17,2008
8. 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 bring back a report to Council for consideration for the
2008-2009 season.
CARRIED
(b) Mr. Ilmar Simanovskis, 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 - PW08-028 - Replacement of Downtown Core Waste
Receptacles with Town Stream Receptacles be brought forward for
discussion.
CARRIED
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GENERAL COMMITTEE- SEPTEMBER 2, 2008 GC Minutes, June 17, 2008 - 5
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 OdPoint 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 - PL08-050 -Application for Site Plan Approval - Sarjeant-
McKoy Holding Inc. be brought forward for discussion.
CARRIED
13. PL08-060-Application for Site Plan Approval
Sarjeant.McKoy Holding Inc.
32 & 66 Don Hillock Drive -
File D11-05-08
General Committee recommends:
THAT. staff report back to Council addressing any issues that may be
raised at this General Committee meeting, and
- THAT consideration begiven to the following issues:
Y Enhance the fagade;
Y Increase the amount of glass used; -
Y Decrease the brick work;
➢ Increase the landscaping
Y 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. LS08.029 - Brookvalley Development Park Construction
General Committee recommends:
THAT report LS08.029 - Brookvalley Development Park Construction
be received for information; and
THAT the matter be referred to the Leisure Services Advisory
Committee.
CARRIED
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GENERAL COMMITTEE- SEPTEMBER 2, 2008 GC Minutes, June 17, 2008 - 6
General Committee Report No. 08.26 -
Tuesday, June 17, 2008
General Committee recommends:
THAT item 17 -- PL08-071 - 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 " K" 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 andra 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 2gj be removed; and
THAT staff bring backa 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
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GENERAL COMMITTEE- SEPTEMBER 2, 2008 GC Minutes, June 17, 2008 - 7
General Committee Report No. 08-26
Tuesday, June 17, 2008
M CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
1. ART08-04 —Arts& Culture Advisory Committee Meeting Minutes
May 22, 2008
(2) Ms Ariana Moscato Freire, Novita Interpares Limited _
Aurora Arts and Cultural Centre Strategic and Business
Planning Study
Part One —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 ofConduct for Members ofCouncil 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
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GENERAL COMMITTEE- SEPTEMBER 2, 2008 GC Minutes, June 17, 2008 - 8
General Committee Report No. 08-26
Tuesday, June 17, 2008
THAT the recommendations outlined in Mr. Rust D'Eye's report be
included on the next Council agenda.
CARRIED
3. CS08.026 - 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
b. 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. PW08-024- 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 PW08-024, 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.
CARRIED
-8
GENERAL COMMITTEE- SEPTEMBER 2, 2008 GC Minutes, June 17, 2008 - 9
General Committee Report No. 08-26-
Tuesday, June 17, 2008
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 PW08-019 — Introduction of a `Bag Tag" System be
deferred to the June 24, 2008 Council meeting. .
CARRIED
14. PLOB-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. OS08-027 — 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 MacEachern asked whether the outstanding issues pertaining to
clowns and the band have been resolved for the Canada Day Parade to which
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 CAO provide a summary of comments made by staff on the
feedback form which was distributed. The Mayor advised that staff requested
more information on Council's 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.
Mayor Morris advised that she is attempting to negotiate a lesser fee with the
Queen's York Rangers for the Canada Day Parade.
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GENERAL COMMITTEE - SEPTEMBER 25 2008 GC Minutes, June 17, 2008 - 10
General Committee Report No. 08-26
Tuesday, June 17, 2008
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 WAS CONSIDERED
AND APPROVED BY COUNCIL AT ITS MEETING HELD ON TUESDAY. JUNE 24,
2008, WITH THE EXCEPTION OF ITEM 13 WHICH WAS DISCUSSED AND
APPROVED AS AMENDED. _
PHYLLIS M. MORRIS, MAYOR BOB PANIZZA, 'TOWN CLERK
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GENERAL COMMITTEE - SEPTEMBER 2, 2008SPGC Minutes, June 24, 2008 - 1
Aui�pxA
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
Services/Town Clerk, Director of Leisure Services,
Director of Planning, Director of Public Works,
Director of Financial ServicesfTreasurer 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. -
II APPROVAL OF AGENDA
General Committee recommends:
THAT the agenda as. circulated by the Corporate Services Department be
approved as presented.
CARRIED
I11 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.
- 11 -
GENERAL COMMITTEE - SEPTEMBER 2, 20OBSPGC Minutes, June 24, 2008 - 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. FS08-026 --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 inaccordancewith Section 295 of the
Ontario 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 WAS
CONSIDERED AND APPROVED BY COUNCIL AT ITS MEETING HELD ON
TUESDAY, JULY 15, 2008.
PHYLLIS M. MORRIS, MAYOR BOB PANIZZA, TOWN CLERK
GENERAL COMMITTEE - SEPTEMBER 2, 2008SPGC Minutes, July 14, 2008 - 1
r-
.AuRoRA
TOWN OF AURORA
SPECIAL GENERAL COMMITTEE MEETING MINUTES
NO, 08-28
Council Chambers
Aurora Town Hall
Monday, July 14, 2008
ATTENDANCE
COMMITTEE MEMBERS Mayor Morris in the Chair; Councillors Buck (until
10:26 p.m.), Collins-Mrakas, Gaertner, Gallo,
Granger, MacEachern, McRoberts and Wilson
MEMBERS ABSENT None
OTHER ATTENDEES Chief Administrative Officer, Director of Corporate
Services/Town Clerk, Director of Planning &
Development, Manager of Policy Planning and
Manager of Administration/Deputy Clerk
Mayor Morris called the meeting to order at 7:00 p.m.
I DECLARATIONS OF PECUNIARY INTEREST
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
11 APPROVAL OF AGENDA
General Committee recommends:
THAT the agenda as circulated by Corporate Services, with the following
additional item be approved:
➢ Closed Session -- consideration of a legal opinion, regarding
payment of bulkhead repairs at the Stronach Aurora Recreation
Complex, be added to the closed session agenda and that the
closed session commence at 7:00 p.m. -
CARRIED
General Committee recommends:
THAT General Committee convene in a Closed Session to consider the
legal opinion regarding payment of bulkhead repairs at the Stronach
Aurora Recreation Complex
CARRIED
General Committee recessed into a closed session at 7:03 p.m.
GENERAL COMMITTEE - SEPTEMBER 27 2008SPGC Minutes, July 14, 2008 - 2
General Committee Report No..08-28
Monday, July 14, 2008
General Committee recommends:
THAT General Committee reconvene in public session.
CARRIED
General Committee reconvened in public session at 9:24 p.m.
1. PL08.061 — Downtown Secondary Plan
General Committee recommends:
THAT Section 2.1 of the Draft Terms of Reference be amended to include
the York Region Transit (YRT) transit impact study.
CARRIED
General Committee recommends:
THAT Section 1 of the Draft Terms of Reference be amended to include
the review of current and future YRT land impacts within the study area.
CARRIED
General Committee recommends:
THAT Section 2.2 of the Draft Terms of Reference be amended to include
the review of any Regional and Provincial policies regarding growth
related reports including intensification policies.
CARRIED
General Committee recommends:
THAT report PL08-061 — Downtown Secondary Plan be received and
referred to the Economic Development Advisory Committee for review and
to report back to Council in September, and
THAT the report address, but not be limited to, the following areas of
concern:
➢ As an outline, the study area include Wellington Street westerly to the
Bacon Basketware building and easterly to the CNR railway tracks and
Yonge Street from St. Andrews Plaza southerly to Henderson Drive
➢ Ensure that the stakeholders' consultation will provide sufficient
opportunity for all to provide input
➢ Consideration of the composition of the proposed ad Hoc committee
➢ Consider likelihood that the policies during this process may be
different for certain aspects of the Yonge Street stretch and Wellington
Street stretch
➢ Incorporation of items on the Council pending list for the downtown
revitalization
CARRIED
GENERAL COMMITTEE - SEPTEMBER 2, 2008SPGC Minutes, July 14, 2008 - 3
General Committee Report No. 08-28
Monday, July 14, 2008
Councillor Buck left at 10:26 p.m.
2. Council Priority List
General Committee recommends:
THAT the Council priority list be received and any items that do not have a
Council resolution be removed from the list.
CARRIED
General Committee recommends:
THAT the meeting be extended to 11:00 p.m.
CARRIED
General Committee recommends:
THAT staff review the priorities that reflect the resolutions of Council.
CARRIED
IV ADJOURNMENT
General Committee recommends:
THAT the meeting be adjourned at 10:58 p.m.
CARRIED
THE REPORT OF THE SPECIAL GENERAL COMMITTEE MEETING 08-28 WAS
CONSIDERED AND APPROVED BY COUNCIL AT ITS MEETING HELD ON
TUESDAY, AUGUST 12, 2008.
PHYLLIS M. MORRIS, MAYOR 80B PANIZZA, TOWN CLERK
-15-
GENERAL COMMITTEE - SEPTEMBER 2, 2008 Delegation a) - 1
August 28, 2008
Town of Aurora,
1 Municipal Drive,
Aurora, On L4G 6J1
Attention: Bob Panizza
Director of Corporate Services
RE: Aurora Gateway Centre File # D11-03-07
Delegation at Council Meeting Sep. 2, 2008
Dear Mr. Panizza,
Please accept this as a formal request to appear before.Council at the meeting of
Sep. 2, 2008,
On our behalf, the following individuals would like to address council.
• Michael Rice, Rice Commercial Group
Mr. Rice would like to address members of Council and answer any questions
regarding our revised site plan for Aurora Gateway Centre.
Please confirm acceptance of this request by return email.
Trusting all is in order,
Sincerely,
John McGovern
Vice President, Development
15 Gormley Industrial Avenue, Box 21.5, Gormley, Ontario LOH 1G0
Phone (905) 888-1277 Fax (905) 888- 1440
- 16-
GENERAL COMMITTEE - SEPTEMBER 2, 2008 JITEM# 1-1
TOWN OF AURORA ,
AURORA GENERAL COMMITTEE No. LSAC08-07
SUBJECT: Leisure Services Advisory Committee - Recommendation Summary
from August 21, 2008
FROM: Leisure Services Advisory Committee
DATE: September 2, 2006
RECOMMENDATIONS
ADOPTION OF MINUTES
Leisure Services Advisory Committee Minutes No. 08-06 Thursday, June 17, 2008
THAT the Leisure Services Advisory Committee Minutes No. 08-06 held on
Thursday, June 17, 2008 be adopted. .
1. Parks and Recreation Master Plan
THAT the presentation from Monteith Brown Planning Consultants, regarding the
Parks and Recreation Master Plan, be received for information.
2. Town of Aurora Pricing Policy & Fee Schedule for Recreation Services
THAT the presentation from the IBI Group consultants, regarding the Town of
Aurora Pricing Policy & Fee Schedule for Recreation Services, be received for
information.
ATTACHMENTS
Attachment 41 — Leisure Services Advisory Committee Minutes of August 21, 2008
Prepared b y: Cindy Janzen, Manager of Legislative Services /Deputy Clerk Ext. 4217
Cindy Janzen
Manager of Legislative Services /Deputy Clerk
On behalf of the Leisure Services Advisory Committee
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM
- 78
GENERAL COMMITTEE - SEPTEMBER 2, 2008
JITEM. #
Au RoxA
COMMITTEE MINUTES
MEETING NO. 08-07
Committee: Leisure Services Advisory Committee
Date: Thursday, August 21, 2008
Time and Location: 7:00 p.m., Leksand Room
Committee Members: Councillor MacEachern, Chair, Councillor Granger Vice -
Chair; John Clement, Michael Levesque, Councillor
McRoberts, Judy Norwell and Carol Walthers
Members Absent: Margaret Kingerski and Kenneth Whitehurst
Other Attendees: Al Downey, Director of Leisure Services and .Carrie
Eastwood, Committee Secretary
The Chair called the meeting to order at 7:00 p.m.
DECLARATIONS OF INTEREST
There were no declarations of interest under the Municipal Conflict of Interest
Act.
APPROVAL OF AGENDA
Moved by Councillor McRoberts
Seconded by John Clement
THAT the content of the agenda as circulated by the Corporate Services
Department be approved.
CARRIED
GENERAL COMMITTEE - SEPTEMBER 2, 2008 ITEM #
Leisure Services Advisory Committee Record No. 08-07
Thursday, August 21, 200..8
ADOPTION OF MINUTES
Leisure Services Advisory Committee Minutes No. 08-06 Thursday, June
17,2008
Moved by Judy Norwell
Seconded by Michael Levesque
THAT the Leisure Services Advisory Committee Minutes No. 0.8.06 held
on Thursday, June 17, 2008 be adopted.
CARRIED
DELEGATIONS
See Matters for Consideration.
MATTERS FOR CONSIDERATION
1. Parks and Recreation.Master.Plan
Mr. Todd Brown, President/Principal Planner for Monteith Brown Planning
Consultants, addressed the Leisure Services Advisory Committee to provide an
overview of the research and consultative process used to compile the data and
content for the Town of Aurora's Parks and Recreation Master Plan. Mr. Brown
outlined the timelines and methods that his firm used to gather concise and up to
date statistics, information, inventories and a clear understanding of the needs
and challenges of the user groups, stakeholders and community at large with
respect to indoor and outdoor facilities and parks.
Mr. Brown requested that the Leisure Services Advisory Committee members.
review the draft Parks and Recreation Master Plan and advise if there are any
activity or facility needs which are not receiving due consideration within the plan.
Mr. Brown concluded by advising that the next area of research will be a detailed
assessment of leisure needs in Aurora and a review, rationalization and
prioritization of the municipal service delivery system.
Moved by Michael Levesque
Seconded by John Clement
THAT the presentation from Monteith Brown Planning Consultants,
regarding the Parks and Recreation Master Plan, be received for
information.
CARRIED
-20-
GENERAL COMMITTEE - SEPTEMBER 2, Zoos JITEM# 1-5
Leisure Services Advisory Committee Record No. 08-07
Thursday, August 21, 2008
2. Town of Aurora -Pricing Policy & Fee Schedule for Recreation Services
Ms Amy Shepherd, IBI Group Associate, provided a detailed review of the
purpose of the .user fee study and study approach, outlining the results of the
stakeholder consultation process which involved a focus group session, user
group questionnaire, as well as a community open house and questionnaire. Ms
Shepherd outlined the recommended guiding principles, activity cost analysis
and key findings of the benchmarking analysis.
Ms Shepherd concluded by advising that the next phase of research will focus on
the ,categorization of activities/services, recommendations for future cost
recovery and will then lead into the presentation of a draft User Fee Policy.
Moved by John Clement
Seconded by Michael Levesque
THAT the presentation from the IBI Group consultants, regarding the Town
of Aurora Pricing Policy & Fee Schedule for Recreation Services, be
received for information.
CARRIED
ADJOURNMENT
Moved by Carol Walthers
THAT the meeting be adjourned at 9:45 p.m. ,
CARRIED
;C or Evelina MacEachern, Chair
-27-
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM # ~ s
-22-
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM # 2 -'
4.
EXTRACT FROM COUNCIL MEETING NO. 08-22
. HELD ON TUESDAY, AUGUST 12, 2008
ADM08-010 — Request for Proposal for a Review of the Corporate
Organizational Structure of the Town of Aurora
Moved by Councillor Gaertner
Seconded by Councillor MacEachem
THAT report ADMOS-010 - Request for Proposal for a Review of the
Corporate Organizational Structure of the Town of Aurora be referred to the
September 2, 2008 General Committee meeting.
CARRIED UNANIMOUSLY
-23-
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM #
TOWN OF AURORA
AURORA COUNCIL REPORT No.ADM08-010
SUBJECT: Request for Proposal for a Review of the Corporate Organizational
Structure of the Town of Aurora
FROM: John S. Rogers, Chief Administrative Officer
DATE: August 12, 2008
RECOMMENDATIONS
THAT the firm BMA Management Consulting inc. be awarded the contract for
the Review of the Corporate Organizational Structure of the Town of Aurora for
a contract price of $68,850 plus disbursements.
BACKGROUND
At the May 13, 2008 meeting of Council the Following resolution from the General
Committee of May 6, 2008 was adopted:
THAT the Proposal for Organizational Review, attached to reportADM08-007,
be issued as pan` of the Request for Proposals for consultants for the
Corporate Organizational Structure review of the Town of Aurora, with the
following amendments:
Section 3.2 - Organizational Structure
The role and responsibilities of the Chief Administrative Officer (CAO). in
respect to the legislative requirements placed on this position, and the
expectations of this (remove) Council.
Section 4.2 - Council Liaison Committee - 4 Members of Council
An Ad Hoc Committee of Council.consisting of four members of Council will
provide the opportunity for the. Consultant to liafso with Council during the
entire length of the project on an as needed basis.
Section 5.1- Consultant Study Team
The consultant will report to the GAO and Council.
Section 5.2- Deliverables
The consultants may be required to make two electronic presentations to
Council as required by the CAO.
Electronic copies of all reports are to be provided to the Town of Aurora and
will be the property of the Town of Aurora Council.
-24-
GENERAL COMMITTEE - SEPTEMBER 2, 2008 ITEM # s -
r TOWN OF AURORA
AURORA GENERAL COMMITTEE REPORT No.FS08-023
SUBJECT: Property Tax Grant for Low -Income Seniors
FROM: L. John Gutteridge, Director of Finance/Treasurer
DATE: September 2, 2008
RECOMMENDATIONS
THAT due to the introduction by the Province of Ontario of a new homeowners grant for
Seniors, a Low-income Seniors Property Tax Assistance Programme not be approved for
implementation in the 2008 taxation year;
BACKGROUND
The General Committee recommended at its meeting held on Monday, February 27, 2008:
• THAT report FS08-011 Property Tax Assistance for Low -Income Seniors and Low-.
Income Persons with Disabilities be received and
THAT Council adopt a Low -Income Senior's Property Tax Assistance Program under
Section 107 of the Municipal Act similar to that set out in Appendix 'A" of Report FS08-
011 for implementation in the 2008 taxation year.
CARRIED
This recommendation was subsequently approved by Council at its meeting on Tuesday, March .
25, 2008,
Council at its meeting on Tuesday, April 22, 2008 approved the 2008 Operating Budget that
included an amount of $25,000 to fund a Low -Income Senior's Property Tax Program.
COMMENTS
Province Announces Property Tax Grants for Seniors
The Province, in its March 25, 2008 budget, acted on its campaign promise to create a new
homeowners grant for seniors who have difficulty paying their taxes by providing a new property
tax grant to seniors with low and moderate incomes who own their own homes. This new grant
would be available in early2009 to help seniors pay their 2009 municipal and education property
taxes. Grants would be provided in each year thereafter. Also included in the budget was a
proposal increase the senior couples' income threshold in 2008.
-25-
GENERAL COMMITTEE SEPTEMBER 2y 2008
ITEM #
September 2, 2008 _ - 2 - Report No. FS08-023
The new Provincial program provides that starting in 2009; senior homeowners would be ableto
obtain anew grant of up to $250. The maximum grant would. be increased to $500 for 2010 and
subsequent years. Senior homeowners would apply for the grant when filing their 2008 and
subsequent income tax returns.
Eligible single seniors with $500 or more in property taxes and income of up to $35,000 a year
would receive the maximum grant. Eligible single seniors with income between $35,000 and
$50,000 would receive a proportionately smaller grant.
Eligible senior couples with $500 or more in property taxes and income. up to $45,000 a year
would receive the maximum grant. Eligible senior couples with income between $45,000 and
$60,600 would receive a proportionately smaller grant.
Although the budget announcement did not specify the definition of "Seniors", Region of York.
staff was able to confer with Ministry of Finance officials to obtain clarification. Region of York
staff were advised that seniors, as they are referred to in the 2008 Budget proposal, were meant
to be persons age 65 or older. This explanation is consistent with reference to other provincial
tax relief initiatives for seniors such as the Ontario Property and Sales Tax Credit program.
The following tables provided in the 2008 Ontario Budget show the combined effect of the new
grant and existing property tax credit. This is in addition to the deferral program available forthe
Region of York.
Table 1
Single Senior Paying $2,000 in Property Taxes
2009
2010 and Subsequent Years
Income
New
Seniors'
Property
Tax Grant
Existing
Property
Tax
Credit l
Total
Tax
Relief
New
Seniors'
Property
Tax Grant
Existing
Property
Tax
Credit 1
Existing
Property
Tax
Credit 1
$20,000
250
825
1075
500
825
1325
$25,000
250
718
968
500
718
1218
$30,000.
250
540
790
500
540
1040
$35,000
250
361
611
500
361
861
$40,000
167
183
350
334
183
517
$45,000
84
4
88
167 J
4
171
$50,000
0
0
0
0
0
0
Source: 2008 Ontario Budget
(1) Calculated as a share of property and sales tax credits proportionate to eligible property tax.
-26-
GENERAL COMMITTEE - SEPTEMBER 2, 2008
September 2, 2008 - 3 - Report No. FS08-023
Table 2
Senior Couples Paving $U00 in Property Taxes
2009
2010 and Subsequent Years
Income
New
Seniors'
Property
Tax Grant
Existing
Property
Tax
Credit 1
Total
Tax
Relief
Now
Seniors'
Property
Tax Grant
Existing
Property
Tax
Credit (1)
Existing
Property
Tax
Credit 1
$25,000
250
803
1,053
500
803.
1,303
$30,000
250
642
892
500
642
1,142
$35,000
250
481
731
500
481
981
$40,000
250
320
570
5 00
320
820
$45,000
250
159
409
500
'159
659
$50,000
167
0
167
334
0
334
$55,000
84
0
84
167
0
167
$60,000
0
0
0
0
0
0
Source: 2008 Ontario Budget
il) Calculated as a share of property and sales tax credits proportionate to eligible property tax, using an estimate of the
proposed increase to the 2008 senior couples' income threshold.
Region of York staff contacted the Ministry of Finance to verify the methodology that will be
used in administering the new low-income seniors' property grant. Ministry staff was able to
confirm only that applications for these grants by the eligible low-income seniors will be
automatic, by virtue of these seniors filing annual income tax returns starting in 2009. This
would remove the burden from the seniors of having to apply for this benefit annually.
Proposed Enhancements to the Ontario Property and Sales Tax Credits
In addition to the new property tax grant program, the Province proposes to increase the amount
of senior couples' income threshold with the new threshold amount to be determined when the
federal government finalizes Old Age Security (OAS) and Guaranteed Income Supplement (GIs)
amounts. The Ontario Property Tax Credit for seniors was increased in 2004 from a maximum
of $500 to $625. For 2007 the income reduction threshold was subsequently increased to
$23,820 per senior couple and the property tax credit is fully clawed back at $39,445.
Province Is Well Equipped To Deliver Grant Programs
The proposed new grant for seniors is an income redistribution program and as such properly
resides with the Province. Appropriately, the administration of this proposed grant for low-
income seniors will be done through the income tax system, an effective mechanism for a broad
based program.
- 27 -
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM #
September 2, 2008 - 4 - Report No. FS08-023
Municipal Act, Section 319 Property Tax Deferral
York Region has a long standing policy of providing property tax relief for qualified seniors, a
policy similar to that of the other GTA regional municipalities but one that has been enhanced a
number of times since 1998. Most recently, at its February 21, 2008 meeting, Regional Council
voted to reduce the threshold for property tax increases for low-income seniors aged 55-64 from
$300 to $100.
Key provisions of the York Region property tax relief policy for homeowners are as follows:
All property tax increases in a year may be deferred for seniors 65 years of age and older
and low-income disabled persons;
• Low-income seniors aged 55-64 may defer increases greater than $100;
• The deferral applies to the local, regional and provincial education components of the
property tax bill;
• All deferrals are free of interest until the property is sold or ownership changes;
+ The low-income threshold is $23,000 for individuals and $40,000 for a household of two
persons or more,
Currently, we have 10 individuals utilizing the property tax deferral program for an annual
deferral of approximately $2602.
Municipal Act Section 107 Grants
Vaughan, Richmond Hill and Newmarket have grant programs for low-income seniors butdo not
include other low-income individuals or low-income disabled persons. Staff are aware of four
GTA lower -tier municipalities outside of York Region that offer a grant or loan programs for low-
income seniors.
These municipalities grant assistance to low-income seniors as authorized by Section 107 of the
Municipal Act, 2001, which allows a municipality to provide grants.
In most municipalities eligibility criteria for this grant includes a clause that such owners or the
spouse of such owners or both are receiving a monthly Guaranteed Income Supplement (GIS)
under the Income Security Program of the Government of Canada. The City of Vaughan verifies
with Human Resources Development Canada that GIS is paid. All applicants must apply
annually for the grant.
Table 1 following provides a summary of the local municipal grant programs in York Region.
-28-
GENERAL COMMITTEE - SEPTEMBER 2, 2008
�ITEM # 3-5
September 2, 2008 - 5 - Report No. FS08-023
TABLE 1
LOCAL MUNICIPAL GRANT PROGRAMS FOR SENIORS
Municipality
Program
Date of
Number of
Amount of
Total Cost
Name
Program
Participants
Grant
to
Provided
Municipality
Town of
Seniors
2005
49
$213
$10,437
Newmarket
Tax Rebate
Grant
Town of
Seniors
1994
330
$265
$87,450
Richmond Hill
Grant
City of
Seniors
1970
1139
$270
$275,000
Vaughan
Grant
OPTIONS
1. As per the recommendation contained in this report.
2. That Council adopt the Low -Income Senior's Property Tax Assistance Program for
implementation in 2009.
3. Council adopt a Low-income Senior's Property Tax Assistance Program in the amount of
$150.00 under Section 107 of the Municipal Act,
FINANCIAL IMPLICATIONS
There are no financial implications associated with the recommendation contained in this report;
however, should Council wish to implement a Low -Income Senior's Grant Program, we estimate
that we could expect up to 150 seniors to apply and qualify for the program. This number is an
estimate based upon the number of participants in the other municipalities.
If the grant for the 2008 taxation years was set at $150.00 per qualified property; staff estimates
the 2008 Cost to the Taxpayers would be:
150RESIDENTS X $150.00 = $22,500,00
In addition to the cost of the grants, there will be administrative costs. We will have to receive
the applications, then do the verification of eligibility and finally process the credit. The number
of applications will determine if the Financial Services Department have the resources to
accommodate the requests.
In addition there would be some promotional costs.
-29-
GENERAL COMMITTEE - SEPTEMBER 25 2008
STEM #
September 2 2008 - 6 - Report No. FS08-023
CONCLUSIONS
The Province acted on its promise by extending to seniors with low or moderate incomes a
property tax grant that could earn eligible seniors a maximum of $250 in 2009 and $500 in 2010
a beyond. The provincial budget also proposed, starting in 2008, an increase in the threshold
amounts for senior couples when the federal government finalizes OAS and GIS. These two
initiatives demonstrate the Province's commitment to assisting low and moderate income senior
homeowners having difficulty paying their property taxes.
We believe that Council's Intentwhen considering a grant program was to recognize a need for
senior tax relief that wasn't being met by other levels of government. Subsequent to Council
recognizing this need the Provincial Government introduced an enhanced program that
increases the assistance to Seniors. This relieves the burden from the local tax base and in our
opinion puts the responsibility at the level best suited to deal with this.
From the Senior's perspective it is also easier as the do not have to make a specific application
for this grant from the municipality.
With the provision of this new grant from the Province of Ontario, no further action is
recommended.
LINK TO STRATEGIC PLAN
Goal D: Ensure transparent, accountable and open governance in concert with informed and
involved citizens
Objective D1: Continue the commitment of fiscal responsibility and accountability
Objective D2: Enhance customer service
ATTACHMENTS
None
PRE -SUBMISSION REVIEW
Management Team Review — Wednesday, August 20, 2008.
Prepared JayVPaul Dillman, Deputy Treasurer/Tax Collector- Ext. 4112
Director of
-30-
GENERAL COMMITTEE - SEPTEMBER 2, 2008
�JTEM# 4-'
TOWN OF AURORA
AURORA GENERAL COMMITTEE REPORT No.FS08-034
SUBJECT: 2009 Budget Timetable
FROM: L. John Gutteridge, Director of Finance / Treasurer
DATE_ September 2, 2008
RECOMMENDATIONS
THAT the 2009 budget timetable be accepted; and
THAT Council request Senior Management Team to bring in a budget at_
BACKGROUND
The last two years the budget timetable was established with the intent to be completed by
the end of December, in both cases the budget was not finalized until April. It would still be
the Senior Management Teams objective to complete the budget by the end of December
for all of the reasons detailed in previous reports on this subject. One of the major
arguments, for wanting to complete the budget before the end of December is that it
condenses the work involved to do the budget and it allows departments to starttheir work
plans at the beginning of the years as opposed to early May. From a Financial Services
perspective it separates the two major workloads of budget and year end.
.However as we know Council has to feel comfortable that the process has had, the
appropriate review to determine that the tax rate being recommended is acceptable.
COMMENTS
With this report we are suggesting a budget schedule that concludes at the end of
February with final budget presentation for March 3, 2009.
In order to complete this timeline the most important piece is providing Council with the
information to make appropriate decisions. The purpose of this report is not only to
determine the budget timetable but to discuss the process and determine the right
information for a Council decision.
Your Senior Management Team have reviewed the 2008 process and the following issues
need to be discussed and in some cases a determination made to improve the process.
-37-
GENERAL COMMITTEE - SEPTEMBER 2, 2008 ITEM # 4 - 2
September 2, 2008 - 2 - Report No. FS08-034
BUSINESS PLANS
Details should be brief and refer to new initiatives and not just business as usual.
New initiatives should be set-up in chart form with set goals and action steps.
• Business plans should be done by Department not by business unit.
• CAO should complete his business plan and discuss with Senior Management
Team to tie in departmental plans with CAO vision where possible
• Goals and action steps should be specific and kept to a minimum, should be
beyond normal expectations
• Need to establish clear goals and targets to meet activities of the Department, need
tangible goals that you can see the difference once it has been completed.
• Need to use KPI's to show effectiveness to the Ratepayers
+ Management like the idea for 3 year forecast but would like to get feedback from
Council as to the value.
CAPITAL BUDGET
First order of business is to determine effectiveness of project scoring and to obtain
feedback from Council on suggested changes to scoring or criteria for scoring
(Current criteria is attached hereto as Attachment #1)
• ManagementTeam suggest that in addition to Corporate scoring that the report gets
presented with Departmental Rankings as well.
• Details on impact on Operating to be elaborated on
• Projects to include detailed breakdown of components .
• Revise budgets in system to determine if still a need to keep them on the list and to
make sure that the timing and value is correct.
OPERATING BUDGET
+ The RAC Budgeting System is being updated in September which will provide us
the ability to create better reports, therefore we need to know what Council would
like for information to assist in making their decisions
• Incorporate in this years process a form with details on new employees by
department
• Require feedback on the Columns used for the current budget year, current
suggestions are
• 2009 Adjusted Base
• 2008 Non -Recurring
• 2009 Mandatory
• 2009 Growth
• 2009 Enhancements
• 2009 Capital Impact
• 2009 Non Recurring
• 2009 Final Budget
o A copy of the budget Document is attached hereto as Attachment #2
o A copy of the descriptions for each category is attached hereto as
Attachment #3
-32-
GENERAL COMMITTEE - SEPTEMBER 2, 2008 �JTEM# 4-3
September 2, 2008 - 3 - Report No. FS08-034
• Does Council wish to. provide Senior Management Team with a budget target?
• Attachment #7 is the 2009 Budget increase projection from the 2008 Budget
Process which shows a projected increase of 7.6%.
• Last year we presented department budgets in two formats that showed Detailed
and Summary, was this effective or is there another method of presentation that
Council wishes. Senior Management Team would recommend as per2007 budget
just the summary method be printed in the budget book with detail being provided to
those who request it, or it can be brought up on screen when the budget is being
presented. Copies of last years presentation are Attachment #4 and Attachment#5
GENERALBUDGET PRESENTATION ISSUES
Establish a Schedule for the various Department budgets to be presented to
Council and once time allotted is used up if there is further information required a
future date be scheduled.
• Mow would Council like to see Departmental budgets presented, i.e. in a common
format or at the discretion of the Department
• Does Council wish to have a budget open house during the process to provide
ratepayers, user group or interested parties the ability to provide their input into the
Current years budget.
o Should this beat the beginning, the middle or the end of the process?
o Where should it be held?
In lieu of the fact we are upgrading our RAC Budgeting system and we will need time to get
Lip to speed on this upgraded Software we are suggesting a budget timeline that would see
the Business Plans adopted in Principal before the end of the year and the Budget Process
be condensed into January and February with the information on the budgets provided to
Council in Mid. December.
A copy of a proposed Schedule is attached as Attachment #6.
OPTIONS
1. As per the recommendation of this report
2. That the budget timeline be revised to provide a conclusion to the budget prior to
December 31. 2008.
3. That the budget timeline be revised to provide a conclusion to the budget prior to
April 1, 2009.
FINANCIAL IMPLICATIONS
From a budget process there should be no financial implications if we meet this budget
time table, however if it extends beyond the recommended timeline there will be a cost and
management will have to bring budget items forward for pre budget approval.
-33-
GENERAL COMMITTEE - SEPTEMBER 2, 2008
JITEM# 4 - 4
September 2, 2008 - 4 - Report No. FS08-034
From anapplication perspective there will be a number of driving factors thatwill affectthe
2009 and beyond budgets.
A major change from our forecast of 7.6% in 2009 is inflation, when we were doing the
2008 budget inflation appeared to be in check and we built in a modest increase in certain
cost centres. However, there appears to be a change in thinking about what will happen
with inflation in the next year, CIBC World Markets are projecting "The Return of Six
Percent Inflation". This projected increase is based upon the increase in the price of Oil,
as we have seen the price at the pumps has increased from $.85 to $1.30. This increase
in oil results in increases in all commodities and will increase our budgets in a dramatic
way. As a result we will be changing our projected budget line items from our original
inflation factor of 5% to the rates shown for the following goods:
2009
2010
2011.
Gas and Oil
20%
8%
8%
Heating Costs
20%
8%
8%
Utilities
20%
8%
8%
Other Commodities
4%
4%
4%
Even with these numbers we may very well be still under estimating.
We will reforecast our budget summary sheet to reflect these changes.
Attachment #8 are excerpts from Mr. Jeff Rubin, StrategEcon, of July 30, 2008
CONCLUSIONS
The budget process is Council's process and can only be effective if it is effective for
Council. We need to have discussion about the information you need to make your
decisions. As part of the budget time table we have incorporated a special meeting to
discuss Council's Capital priorities and to review the scoring process.
LINK TO STRATEGIC PLAN
Goal D: Ensure transparent, accountable and open governance in concert with informed
and involved citizens
Objective D1: Continue the commitment of fiscal responsibility and accountability
Objective D2: Enhance customer service
Objective D3: Be accountable and transparent to residents by ensuring open and
accessible information flow and accessible decision -making
-34-
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM #
September 2, 2008 - 5 - Report No. FS08-034
Objective D4: Create a respectful environment that fosters team work and open dialogue,
consistent with a Character Community. These Objectives acknowledge the responsibilities
required by governance that contribute to informed and involved citizens.
ATTACHMENTS
Attachment #1 --
. Priority Setting Matrix for 2008 Capital Budget.
Attachment #2 --
Sample of Operating Budget Presentation
Attachment #3 --
Operating Preparation Guidelines
Attachment #4 --
Copy of 2008 Operating Budget Presentation
Attachment #5 --
Page 2 of 2008 Operating Budget Presentation
Attachment #6 --
2000 Council Budget Timetable
Attachment#7 --
Excerpts from Jeff Rubin, CIBC World Markets, StrategEcon
PRE -SUBMISSION REVIEW
Management Team Review — Wednesday, August 20, 2008
Prepared by: L. John Gutteridge, Director of Finance/Treasurer-Ext. #4111
L. John Gutteridge (l
Director of Finance/Treasurer
-35-
GENERAL COMMITTEE-.SEP.TEMBER-4_2008 _.-_.-
niTACHwNT#i .
Priority Setting Matrix for 2008 Capital Budget
Categories
Potential Scores
Maximum
Score
LegaI:04[igation
- Must be done this year-25 points
25
Is the project necessary to support legal
- Must be done next year- 15 points
-
obligations? (Regulations/Legislation/Council
- Must be done in the next three to five
Policy)
years -5points
- Must be done in more than flue years -
0 points
Health and Safety -
- Immediate action required to protect
20
Is the project necessary from a mandated
Health and Safety - 20 points - -
Health and Safety perspective?
- Preventative action required to Improve
Health and. Safety- 10 points
-
- Not necessary to protect Health"and
-
Safety-0 points
Support Approved Town Programs/
- Supports approved pten(s) and
16
Direction
identified for action In this year-15
Does,the project support approved Town
points
programs/directions, such as:
- Supports approved plan(s) and
- Strategic Plan _
identified for action next year- 10
-
- Official Plan
points
- Master Servicing Plans
- Supports approved plan(s) and
- Capital Asset Management Plan. -"
identified for action In the next three to
- Economic Development Study'
,' five years -5points
- Culture and Recreation Master Plan
- Does not support any approved plans -
.
0 points
Growth Related -
- Growth related project- 10 points
10
Is the project growth related?
Partlally,growth related project - 5
points
_
Not a growth related project-0 points
'External Funding
- 70% ormore of funding from external
8
Will the projecll. receive external funding?
sources - 8 paints:
"- Government grant - -
- 50% to 09% of funding from external'
- Development Charge Reserve funding-
sources 6 points
'
- ObligatoryReserve funding - . -
- Up to 60% of funding from external
,
sources-4 points
-
- -No funding to come from external ,
sources --0polnts' -
impact of deferral
- High Impact of deferral -11 ,points .-
- 11
Impact of deferral
- . Medium impact of deferral - 8 points l
- Low Impact of deferral - 5 points
.
No impact of deferral - 0 points -
Impact on Operations -
- Decrease in ongoing operational costs,
6 -
Impact on operating budgets
net of revenues - 6 points
-
- No impact on ongoing operational
- -
casts, net of revenues - 3 points
Increase in ongoing operational costs,
net of revenues - 0 points
Related -to Service Levels
Required to improve service levels - 5
5
Is the project related to service levels?
points -
Required to maintain service levels-3
'
points
Not related to service levels -0 points
-
-36-
GENERAL. COMMITTEE -. SEPTEMSER..2,_.2D08--_-_-____._...__ �JT-EM# 4-7
' m.�py oo-o ulo 000 G;booObOoo bO � -
p O .
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V85_
Operating Budget Workshect
Financial Services will do the salary and benefit calculations for the budget sheets and .
will provide you with 2 copies of the calculation, one copy will be.signed by you and
returned to the Financial Services Department and the second copy will be for your
record:
All new staff will be budgeted for the full year as in the 2009 budget.
Presentation:.
Budget layout is the same as in 2008 with this budget we are developing a business
strategy for the remainder of the term of Council and We will be looking at the years 2010
through 2011 as closely as the 2009year;
As a reminder the columns are as follows:.
Adjusted Base:
Cost required to maintain the level of service offered in the prior year (includes
inflationaryincreases for those items such as utilities, and inflationary increases for
contracted services)
2008 Non -Recurring:
This column is used to back our any amounts that were in the 2008 Non -Recurring
Column, or items that were required in 2008 but will not be required in future years.
1ldandatorvlLeeislative:
Uncontrollable costs imposed/committed by Council, the Province or others
Growth:
Costs required to maintain service at prior year, levels directly related to the Growth
Area's for the Town's increased population
.Enhancements
IWVJI
GENERAL COMMITTEE - SEPTEMBER 2, 2008 ITEM
I
This Column is used to identify costs to the budget for new or enhanced levels of service
over and above the service that was'proyided for in the previous budget year. An
example would be where we wash to windows at Town hall twice instead of the one time .
we did it'm the previous budget year. The cost to increase the window washing for the .
second time would appear in this column.
Note: - any reductions in service levels should be recorded.here and
Reflected as a negative value.
Capital Impact
In this column you identify: the impact the completion of a capital project would have,
either positively or negatively on that years operating budget. For example construction
of a new building will result in maintenance costs, these maintenance costs will appearin
i
this column.
Non recurring
Costs that are one time and will not occur in the following budget year.
i
-39-
GENERAL COMMITTEE - Sgf,
r '
o C C 00 000,000 O a 0 0 d aq q 0 0 F=a{
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-40-
GENERAL COMMITTEE.
-_.SEPTEMBER 2, 2008
JITEM#
"
SPECdAL
OENERAL..COMMITTEE —
NOVEMBER;10, 2007
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no
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ATTACHMENT#6
2009 Budget Timetable
# 4-12
Process
Dale
Processes
Budget Timetable
September 9, 2008
Budget Time Table Approved by Council
Approval
Monday, Oct.20108
Special GC Meeting - BusinessPlans .
Monday, Oct. 27108
Special GC Meeting - Business Plans
Wednesday, Dec. 17J08
Budget Book to Council
Special GC Meeting - To discuss Council
Monday, Sept. 20100
Capital Prorities and to review and discuss
scoring process
Wednesday, Dec. 17108
Budget Book to Council
Monday , Jan. 5109
Special GC Meeting -Capital
Monday, Jan. 12/09
Special GC Meeting - Capital
Monday, Jan. 19/09
Special GC Meeting - Capital
Wednesday, Dec..17103
Budget Book to Council '
Monday, Jan. 26109
Special GC Meeting - Operating
Budget Meetings
Monday, Feb. 2109
Special GC Meeting - Operating
Monday, Feb. 9/09
Special GC Meeting - Operating
Monday, Feb. 16/09
Special GC Meeting - Finalize Budget
Monday, Feb. 23109
Special GC Meeting -finalize, Budget
Approve Budget
Tuesday, March 3, 2009
Council Meeting
Approve Water Budget
March 2009
Water Budget Council
S.Vinandal servimsT05 Budgets &Estimates12009 Budget\0pera0ng\2008 SMT Budget Time Table
-42- .
GENERAL COMMITTEE - SEPTEMBER 2, 2008
JITEM# 4 - 43
GBC WORLD MARKETS INC.
Electricity Prices To Surge
Benjamin Tal and Krishen Rangasamy
While natural gas prices have dipped in recent weeks,
the longer -term outlook for the commodity remains
bullish. Natural oas prices are up 50% in the past year
and should continue to rise alongside oil prices. This will
cause electricity bills to surge in North American centers
that use natural gas to run their generating, stations.
Natural Gas Prices Will Rise
The relationship between oil prices and natural gas
prices is complex, being a substitute and complement in
consumption and a rival in production, but as illustrated
in Chart 1, oil prices clearly drive natural gas prices. Even
with domestic production staging a modest rebound, the
latest surge in WT.] prices led to a 50% rise in benchmark
Henry Hub natural.gas prices from $6/mn Btu in late
2007 to the current $9, ,And ,it's: far from over. As oil
moves towards the $150 mark, and given that the full
impact of higher oil prices on natural gas prices usually
works with a 12-month Jag, Icok for natural -oaf
to reach a record high of $15/mn'�Btu nett year. Ard
the fundamentals suggest that natural gas prices will
not stop there. Simply put, global warming is bullish for
natural gas. Demand for natural gas is sensitive to rising
temperatures. Many coal-fired generation capacity plans
are likely to be canceled all over North America and to be
Chart I
Nat. Gas Prices Will Rise Alongside oil Prices
Oil vs. Natural Gas.
. Natural Gas
140
$/Oarrel $/mmbtu
14
16
$/mmbtu
120
12
14
100
10
12
80
F7 1
Q
10
60
Y' in
6
A.i
'-
6
40
Si
4
::
/AY
4.
0
0
2
94969800020406 08
0-
-Oil Price (L.)
02 03 04 05 06 07 08-09F
—Natural Gas Price (R)
* Year to date
0
30, 2008
replaced by nuclear and natural gas facilities. And given
that half of the energy content of ethanol comes from
natural gas, demand for natural gas will rise alongside
ethanol production:
Rising Electricity Bills
With natural gas now representing one -fifth of total
power generation in the US, up from 15% ten years
ago, and gas -fired generation accounting for the lion's
share of planned increased capacity in the coming five
years, natural gas prices are, increasingly becoming
an important driver of US electricity prices. Average
electricity prices in the US have already risen by 20%
over the past three years (Chart 2)- And with gas prices
continuing to rise, look for Us electricity prices to rise by
an additional 20% by 2010, with regions that rely heavily
on gas -fired generation such as New England seeing the
largest increases.
Rising electricity prices south of the border are clearly
bullish for the Canadian provinces that supply the US
with power (Chart 3). By far the largest winner here is
Quebec with over C$1 billion of net power exports to
the US. Based on the average price of the province's main
electricity export destinations (New England, New York
Chart 2
US Electricity Prices
- 43.-
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM #
CIBC WORLD MARKETS INC.
Chart 3
Net Electricity Exnorts to the US (2007)
source: Nanonai Energy roam, cwcwrw -
and Vermont) we. estimate that the upcoming rise in
electricity prices in North America will add some C$300
million to the province's electricity revenues.
Ontario is also a net exporter of electricity, but its growing
reliance on gas -fired generation makes it increasingly
sensitive to rising natural gas prices. As illustrated in
Chart 4 electricity prices in Ontario dance very. c ose y
to the time. of natural nas The surge in natural gas
prices in the aftermath of hurricane Katrina led to a 40%
increase in electricity prices in. Ontario. On average, a
one percentage point increase in natural gas prices in
the province leads to a 0.6% rise in electricity prices in
Ontario. I
.
Chart 4
Natural Gas Drives Electricity Prices in Ontario
30, 2008
And electricity prices in the province are already rising
up from just over 4 reins per kWh earlier in the yu,�[
to 6.2 cents per kWh in June. But a second glance at
Chart 4 clearly reveals that this adjustment is still too'
small given the average level of natural qas prices this
year. In fact. electricity prices in Ontario will have to rise
an additional 25% to Z$cents per kWh just to catch
up with natural gas prices, and by an additional 15%
(to roughly 9 cents per kWh) as natural gas prices climb
further to an average $15 next year.
And that's in an environment in which natural gas
accounts for less than 15% of Ontario's electricity supply.
But given that 50% of projected new sources of power
between now and 2015 will be based on natural gas
(Chart 5), the province's sensitivity to swings in natural
gas prices will double.
The other casualty of higher electricity prices is Alberta -
Not only is the province a net importer of electricity,
but its reliance on gas -fired generation is the largest in
the nation. Roughly 20% of the province's electricity
generation comes from burning natural gas, and as is the
case in Ontario, a one percentage point increase in the
price of natural gas leads to an electricity price increase
of about 0.6%. And this elasticity will increase given
that the share of natural gas in electricity generation will
be. rising in the coming years with new gas -fired plant
additions to capacity. Overall, look for electricity prices
in Alberta to rise by 15% by 2010 just in time for the
regulated rate, which was implemented in 2006, to have
completely expired, and expose Albertans to the full
impact of a rising free market price.
Chart 5
Distribution of Planned New Power Resources
in Ontario (2007-2015)
Conservation Refurblsh'd
and Demand Nuclear
� ,M
Management,x- ==5_
Sola:a
r �_ �'—�"�-'.
New Wind ""-
Renewables
Water
New Gas
Source: OPA, CfBCWM
-44-
GENERAL COMMITTEE - SEPTEMBER 2, 2008 ITEM # 5
TOWN OF AURORA
AURORA GENERAL. COMMITTEE REPORT No. FSOB-035
SUBJECT: Bad Debt Allowance Discretionary Reserve Fund
FROM: L. John Gutteridgs, Director of Finance/Treasurer
DATE: September 2, 2008
RECOMMENDATIONS
THAT Report No. FSOB-035 be received; and
THAT a new Allowance for Bad Debt Discretionary Reserve Fund be
established; and
THAT the 2007 Operating Surplus of $519,000. be transferred to this fund.
BACKGROUND'
At the May 20, 2008 meeting of Council Report No. FS08-15 was presented with the
following recommendation:
THAT Report No. FSOB-015 be received, and;
THAT the additional operating surplus to that previously report be transferred
to the Allowance for .Bad Debt Account.
This report was referred back by Council to clarify why the recommendation was to the
Allowance for Bade Debt Account as opposed to a Reserve for Bad Debt.
COMMENTS
After reviewing the appropriate accounting handbooks and regulations we agree that this
would be better suited as a Discretionary Reserve Fund as opposed to an Allowance.
In this regard we are recommending that Council establish a new Discretionary Reserve
Fund to be called "Allowance for Bad Debt Discretionary Reserve Fund". The described
purpose for this Reserve Fund will be:
"This fund to be used to fund large write-offs as a result of Assessment Appeals or larger
than budgeted uncollectable taxes."
-45-
GENERAL COMMITTEE - SEPTEMBER 25 2008
ITEM # s-z
September 2, 2008 -2 - Report No, FS08-035
This fund is being recommended as a result of some pending decisions on outstanding
assessment appeals and some tax arrears issues that were identified to Council.
OPTIONS
1. As stated in the recommendations of this report.
FINANCIAL IMPLICATIONS
There are a number of assessment appeals outstanding that could if the municipality loses
result in large repayment of taxes. If this were to happen with no provision the cost would
be a direct hit on the current years levy resulting in a large tax increase.
This allowance was recommended in a previous report to Council on the 2007 Operating
Surplus. . 1.
CONCLUSIONS
We believe that the best method to deal with this is through a Reserve Fund.
LINK TO STRATEGIC PLAN
Goal "A" — To Maintain a Well Managed and Fiscally Responsible Municipality.
ATTACHMENTS
7k F/M
PRE -SUBMISSION REVIEW
Management Team — Wednesday, August 20, 2008.
Prepared by: L. John Gutteridge, ext. 4111
r -
L. JohlrG4itteridge
Director of Finance/Treasurer
46 -
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM # 5-3
August 12, 2008 -2- Report No. ADM08-010
In addition to this resolution there was a Capital Project No. 12009 for Corporate
Organizational Structure Review in the amount of $95,000.00 a copy of the project sheet is
attached hereto as Attachment #1.
As a result a Request for Proposal fora review of the Corporate Organizational Structure of
the Town of Aurora was issued July 5, 2008 with a closing date of June 20, 2008.
COMMENTS
We received a very good response to our proposal with 12 companies submitting
proposals, these companies were (in no particular order):
1. PSTG CONSULTING
2. ROCG HOBB
3. AM FM CONSULTING
4. OCG STRATEGY,
5. BERKELEY CONSULTANT
6: BURKE GROUP
7. BMA MANAGEMENT
8. IMAGINATE
9 COVENCO LTD
10. DPRA CANADA
11.OLIVER WYMAN-DELTA
12,BLACKSTONE PARTNERS
A Staff review team was formed with the following members:
Director of Planning and Development
Manager of Administration/Deputy Clerk
Manager of Information. Technology
The evaluation criteria were as follows:
CRITERIA
Wei htin
Proposal meeting/exceeding our needs
35%
Fee charges
25%
Firm profile & people assigned
20%
Performance commitments & Times
10%
Additional support/value added
5%
Reference check comments
5%
TOTAL
100%
After a thorough review of the proposals and interviews with the three of the proponents
the firm of BMA received the highest marks and are being recommended for this work.
The BMA price is $68,850 including disbursements.
-47-
GENERAL COMMITTEE - SEPTEMBER 2, 2008
JITEM# 5-4
August 12, 2008 - 3 - Report No. ADM08-010
BMA Consulting produces an annual report called Municipal Study that the Town
subscribes to and the report provides us with useful comparative data relating to financial
information.
OPTIONS
1. As stated in the recommendations of this report.
2.. That the Review of the Corporate Organizational Structure project not be awarded at
this time.
FINANCIAL IMPLICATIONS
The price of this proposal is well within the budget amount of $95,000.00.
CONCLUSIONS
We believe that the firm of BMA Management Consulting Inc. are capable of meeting the
needs for this proposal
LINK TO STRATEGIC PLAN
Goal D: To Maintain a Well Managed and Fiscally Responsible Municipality.
ATTACHMENTS
Attachment #1 — Copy of Capital Budget for Review of Corporate Organizational Structure
Attachment #2 -- Terms of Reference for Organizational Review
Attachment #3 — Project Schedule and Work Plan
PRE -SUBMISSION REVIEW
Management Team Meeting - July 30, 2008
Prepared by. John S. Rogers, Ext. 4744
�n�S. R"ogers Chief Administrative Officer
-48-
GENERAL COMMITTEE - SEPTEMBER 2, 2008 �JTEM# 5-5
Final 2008 Operating and Capital Budget -April 22, 2008
TOWN OF AURORA
CAPITAL BUDGET - ANALYSIS BY PROJECT
Page No: 3
Project ID :
Project Name
Department:
Service / Program
Year of Initiation :
Addresses Council Direction
2008
No
Organizational Structure Review
�� "'� '��CIIIiiHf��H�fH111H�1N�i �7"? ' � �IIH�IIVHHHIIH�A%�af�' m ®��'H"i;H�rr���A�if, ��HIHf�IINIgHH11�911�8�1dll�l` 1
Review the current corporate organizational structure to determine if there is a need for
organizational change and If necessary develop an implementation strategy.
in the overall efficiency and effectiveness of the
organization.
Retain consultants to conduct a review of the corporate structure of the Town b
Council, staff .and stakeholders. If changes are suggested then an appropriate
implementation strategy will be developed.
�
! illll 1111111 1..111.9 :i a : k?!, � a Ilid'' �;
�.... , r
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o
—
,.�
'tl(,.
P'i` piiih? It „f(!�li�. T
�,,, ,
�
_..,
,::iql
I
If
Estimated E# endltUres
Contracts
5,0DD
Tot,',I E$; ili�afiei;;ExpefrdrttiCpS
;; 95,t1'6i)
�s;a�al�',;,,�
�
, ,t
I �ttmaEedllnanr ing I
r
Contribution from General
9 t}A01
95 000
dtb'
r aCe,
t
..:
I.,
...
total Esttrnw ed, j
lna4.Crng
1 95,'OOd 1
;eI,FI!�.S''Y!'Qii'
',c''.t.''!7 l :,t•..'i:
, a
Total Ciweahi'der) Funded+`I 4A2�°ill it t 1'.' I I tl3' I' tl
-49—
GENERAL COMMITTEE - SEPTEMBER 2, 2008 ITEM #
Request for Proposals for
Corporate Organizational Structure Review
of the Town of Aurora
1.0
2.0
Definitions
The term "Municipality" shall be understood to mean The Corporation of the Town of
Aurora.
The term "Town" shall be understood to mean The Corporation of the Town of Aurora.
Introduction
2.1 Introduction
The Town of Aurora is a growing municipality located in the centre of York
Region. The Town of Aurora's current population is approximately 50,000
persons. The Town recognizes that there is opportunity to improve our
current organizational structure and to increase the organization's
efficiency and effectiveness, ensuring the best use.of staff and municipal
resources.
An overall review of the corporation's structure has not been conducted since
1985. Council and staff are committed to building a more focused, responsive,
resource -conscious and results -oriented organization. An organizational review
would be helpful in this process.
2.2 Purpose
To undertake an Organizational Review of the overall departmental operations
comprehensive and organizational structure of the Corporation of the Town of
Aurora ("the Town") in order to build a more efficient and effective organization.
2.3 Organizational Review Principles
This Organizational Review will be based on the following principles:
• Council will make the final decision on any changes to the current
organizational structure and/or processes.
• The current level of municipal service will not be compromised, and
should improve.
• The Town's organizational structure should foster the efficient and
effective delivery of municipal services to the residents of Town of
Aurora.
■ The Organizational Review will incorporate fiscal responsibility. The
existing CUPE agreement will be respected and acknowledged.
2
50 -
GENERAL COMMITTEE - SEPTEMBER 2, 2008 �JTEM# 5-7
3.0 Organizational Review Objectives
3.1 Organizational Design
To assess the Town's current organizational structure in light of both the
municipality's goals and service requirements, as well as sound organizational
principles.
To identify options and make recommendations to improve the efficiency and
effectiveness of the structure.
To benchmark the Town's organizational structure against comparable
organizations to identify "best .practices", and to make recommendations as to
whether the "best practices" can and should be integrated into the Town of
Aurora's organizational structure.
To review and identify whether staff levels are appropriate to meet work loads in
each division, and provide comparisons, -with other similar jurisdictions.
To evaluate the current decision -making processes and make recommendations
that foster corporate -based decisions.
3.2 Organizational Culture
To evaluate and make recommendations in regard to the following areas:
• The steps Council has taken to date in reviewing or establishing the
vision, mission, values and priorities which set the course for the
municipality.
• The current working relationship between Council and management.
• Employee retention and succession planning.
• Internal and external communication processes.
• The role and responsibilities of the Chief Administrative Officer (CAO) in
respect to the legislative requirements placed on this position, and the
expectations of Council.
• Principles for conducting business.
• Individual accountability and Township.
3.3 Summary and Recommendations
To provide a high-level implementation plan for any proposed changes.
3
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GENERAL COMMITTEE - SEPTEMBER 2, 2008 ITEM # 5 - 8
4.0 Organizational Review Team.
4.1 Organizational Review Team
An Organizational Review Team comprised of the Town of Aurora's CAO and
staff members from across the organization will be established to work in
conjunction with the selected consultant.
The primary role of the Organizational Review Team is to assist the consultant in
completing the review. The consultant will carry out the review in consultation
with this team.
The Organizational Review Team will act as a liaison between the consultant
and Staff, and will participate in:
• The review of the organization structure and culture
The review of administrative processes
• The formulation and evaluation of options
• The creation of recommendations for consideration by the Town Council
The Organizational Review Team, under the direction of the CAO, will be
responsible for informing Town of Aurora Council of the organizational review's
progress and matters relating thereto.
4.2 Council Liaison Committee — 4 Members of Council -
An Ad Hoc Committee of Council consisting of four members of Council will
provide the opportunity for the Consultant to liaise with Council during the entire
length of the project on an as needed basis.
4.3 The Role of the Consultant
The consultant will provide independent expertise and advice on the
Organizational Review. The consultant will lead the Organizational Review Team
and:
Guide, manage and monitor the progress of the Organizational Review
process
• Identify methods to engage and obtain feedback from the organization
and stakeholders
• Identify best management practices in other comparable organizations
• Formulate options for organizational change
• Provide expert advice on each key decision and recommendation
4
-52-
GENERAL COMMITTEE - SEPTEMBER 2, 2008 ITEM # 5 - 9
4.4 Stakeholders
The following stakeholders will provide critical input and feedback in the review
process:
a) Town of Aurora Council — Mayor Morris and Members of Council.
b) Town of Aurora Staff (individuals) — Including the Chief Administrative Officer,
Directors, Managers, Supervisors and representatives from Town Staff
c) Citizens of the Town of Aurora — All citizens of the Town of Aurora are
stakeholders in the review process. It is not essential that a broad based
communication process be established with the general public or local agencies;
however some level of community / agency involvement is required. A
communication strategy directed at the general public and local agencies is
required as part of the implementation of the new / modified organizational
structure.
5.0 Work Program & Schedule
Proposals must contain a detailed work schedule or work plan containing dates
for completion of major tasks.
6.1 Consultant Study Team
The proposal must contain detailed curriculum vitae of the consulting staff to be
involved on this project, including qualifications and previous experience.
The consultant will report to the CAO and Council.
5.2 Deliverables
The consultants may be required to make two electronic presentations to Council
as required by the CAO.
The consultant will prepare progress reports for the CAO for each milestone in
the approved work plan, including a breakdown of the costs to achieve the
milestone.
The consultant will prepare a final reportforCouncil consideration detailing the
Organizational Review's findings, organizational observations and
recommendations for change. The final report will include an implementation
plan that provides detailed recommendations on transitionirig in the new/modified
organizational structure, as well as a detailed monitoring plan.
Electronic copies of all reports are to be provided to the Town of Aurora and will
be the property of the Town of Aurora Council
6.0 Fees
Including all reimbursable expenses and GST. The consultant should provide an
itemized cost estimate required to achieve each milestone within the consultant's
recommended approach, including consulting fees (hourly and per diem rates for each
member .of the team), miscellaneous expenses, disbursements and GST to, achieve
deliverables.
The proposal will also include an itemized.cost for additional meetings, workshops, and
presentations, if required.
-53-
GENERAL COMMITTEE - SEPTEMBER 2, 2008 JITEM# 5 - 10
Corporate Organization Structure —Town of Aurora
Submitted by BMA Management Consulting Inc.
In addition to examining the elements listed above, BMA will conduct a survey of staff to measure
job satisfaction levels on a variety of topics ranging from the quality of internal communications,
i comprehension of job expectations, training opportunities, physical work environment and
organizational effectiveness. Through this process recommendations will be made to increase
the effectiveness of each HR management strategy in order to achieve optimal service delivery
{ and maintain a positive and desirable organizational culture.
Corporate culture is often determined by the behaviors within the more formal aspects of an
organization and as part of our process, BMA will examine the Town's Corporate Vision, Mission
Statement and Values to ensure alignment with the desired corporate culture. This will include
an examination of high level job functions, responsibilities, internal connectivity and the quality of
working relationships between Town Departments, between staff and Town Council and the
corporation as a whole. Individual and corporate accountabilities and tracking methodologies
will also be examined to ensure that appropriate checks and balances are in place in support of
good and responsible business practices.
Project Schedule and Work Plan
The chart below provides an overview of the basic process that will be followed. The CAO and
`j Project Team will be updated on a regular basis, after each milestone in the review has been
-j completed. This ensures that the Town is aware of the findings and is given ample opportunity to
provide feedback throughout the engagement. The next section of the proposal provides
additional detail on each step, followed by some specific areas of review that will be undertaken
on a service by service basis.
U,31 A.,.t 5-$epl. 12 Sept 16,10 $epl. 22Ad.16 W.15-D.. 10
Page 24
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GENERAL COMMITTEE SEPTEMBER 2, 2008 JITEM# 5 - 19
Corporate Organization Structure —Town of Aurora
_ Submitted by BMA Management Consulting Inc.
`First Principles" Meeting
The project will start from a "first principles" basis to confirm the desired outcomes prior to
developing the final work plan. We will organize a meeting with the Organizational Review
Team to:
• Review the key objectives and confirm that our interpretation of these objectives Is
consistent with the Town's position
• Review the methodology
• Review staff, Council and stakeholder consultation
Discuss communications
• Review the proposed work plan prepared by our team and the time line for project
completion, staff involvement and reporting requirements
• Gather all, relevant background reports and documents including, but not limited to:
• Departmental organizational charts and staff headcount
• Position descriptions of management
• CUPE contract
• Current and capital budgets
• Major background reports
Pertinent studies
• Strategic Plan and Corporate Business Plan
• Any other pertinent studies or reports
Page 25
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GENERAL COMMITTEE - SEPTEMBER 25 2008 �JTEM# 5 - 12
Corporate Organization Structure —Town of Aurora
Submitted by BMA Management Consulting Inc.
Communications and Change Management Ulan
The communications and change management plan will employ the following guiding principles
through the consultation process;
Timing
• Consultation will be undertaken before decisions are made
• Consultation will provide stakeholders adequate time to consider issues
Responsiveness
• Consultation must be responsive to the expectations of those being consulted
Transparency
• The objectives and scope of consultation will be clearly communicated before consulta-
tion begins
• The steps in the consultation process will be clearly defined at the outset
Respect
• Consultation will be undertaken in a climate of mutual respect
• The methods used will be adapted to the participants, the purpose of consultation and the
available resources
The consultation may not always lead to consensus, but it will -be designed to lead to a
better understanding of the perspectives and positions of all involved
Responsibility
• Consultation is a two-way communication process
• Engaging in. the consuitation.proeess carries with it the responsibility to participate in
good faith and with due attention to the public as well as private interest
Change management is about developing a positive forward motion throughout the project
through the use of a variety of continuous strategies to connect with stakeholders. This
Involves taking a good base read on the expectations of all parties and providing clear
Information about the "rules of engagement' throughout the process. Our plan will provide a
variety of communications strategies to be used throughout the project and we will guide key
personnel in the management of all two-way information flow in order to minimize concerns and
maximize the opportunities for positive engagement. We will prepare all supporting materials
and review with the GAO, prior to release.
-56-
GENERAL COMMITTEE - SEPTEMBER 2, 2008 ITEM # 5 -13
ft
Corporate Organization Structure —Town ofAurora
Submitted by SMA Management Consulting Inc.
Review Existing Programs, Services and Organizational Structure
The consultants will use a multifaceted approach .to reviewing theexisting programs, services
and organizational structure to ensure that there are opportunities for feedback and input
throughout the engagement. As identified in the terms of reference, BMA will meet with
management/professional staff, front-line, clerical and administrative staff, staff from all
departments and members of -Council.
Consultation will include:
1. One-on-one meetings —Management Staff, Council
2. Focus group sessions —Stakeholders, Management Staff, Staff in the Organization
3. Surveys —All Staff
BMA will meet with each Councillor to gain their perspective of Town Services *and specifically
to discuss:
• how each Department supports Council's decision -making process
• the processes involved in the working relationship between Council and staff
suggestions that may be helpful In improving the communication and decision -making
processes
The Town's corporate culture
In order to gain a clear understanding of the roles and responsibilities and how the organization
is currently structured, BMA will undertake a review of the programs and services provided by
each Department and Division. One-on-one meetings with each of the Department Directors
and Division's manager/supervisors will focus on gaining a clear understanding of the existing
programs and services with a focus on the following:
• What are the objectives of the program/functional area?
• Does the program/service support the Town's priorities?
• Are .the service levels and standards defined? What are they?
• Are the objectives currently being met?
• What are the future challenges and how will these impact staffing decisions?
• What are the staffing levels, roles and responsibilities?
• What skills/competencies and training is required within your division?
* How is performance currently measured/tracked?
• Are there opportunities to re -align priorities and resources?
• How is technology used and what impact does this have on staffing?
• What are the policies, practices and procedures?
• How has the organizational structure changed over the years and what is needed to be
L jsueegssful in the future?
Pago 27
-57-
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM # 5-'a
a
Corporate Organization Structure —Town of Aurora
Submitted by BMA Management Consulting Inc.
This step in the process will also include a review of all relevant documents available including any
studies, policies, by-laws, internal procedures, organizational structures, job descriptions, current
and capital budgets and performance measurements gathered from the first principles meeting.
This will. provide BMA an opportunity to seek clarification from senior management on current
policies and practices. In addition to the one-on-one meetings with senior and mid level
managers, the consultants will conduct function specific individual interviews with internal
customers wherein a department provides corporate support services or regularly interfaces
within the corporation in order to provide service. This will assist in identifying opportunities for
greater corporate -wide synergy in ways that may not be traditional at this time. It will also help to
identify any inefficiencies by assessing the functional relationships between Departments including
documenting the extent and nature of interactions, degrees of overlap, gaps and opportunities for
improvement.
It is proposed that the consultant will hold focus group sessions with each of the Departments to
solicit input from front-line staff. These structured sessions will focus on the strengths,
weaknesses, opportunities and challenges of each Department, co-ordination of tasks and
processes, work flows, workloads, etc. ' Further, opportunities for confidential one-on-one
meetings will also be provided to ensure that staff have opportunities to share their Ideas in a non -
confrontational environment.
In consultation with the CAO and the Project Management Team, BMA will determine an
appropriate listing of community stakeholders to participate in 6 targeted focus group interviews.
These Will be structured discussions to determine input from identified client groups or community
stakeholders who may have views that need to be considered relative to the structure and.
provision of specific service areas provided by the Town. In addition, any key community agency
representatives or York Region partners will be identified at this point to be contacted for individual
Key Informant Interviews.
Value Added: Upon discussion with the CAD and Project Management Team, an e-survey of all
staff may be undertaken to provide an opportunity for anonymous feedback. The completed
surveys will be sent directly to BMA and will focus on opportunities for 'efficiencies from an
operational perspective and provide feedback with respect to the culture of the organization. We
have found this tool effective in other studies to assess workloads, resources, staff involvement in
declsion-making,, teamwork, quality and customer focus, job satisfaction, opportunities for growth
and departmental communications. This information will prove to be very useful in understanding
the culture of the organization.
As � Page 28
-58-
GENERAL COMMITTEE - SEPTEMBER 21 2008 JITEM# 5 - 15
Corporate Organization Structure --Town of Aurora
Submitted by BMA Management Consulting Inc.
An environmental review and assessment of all existing operations will be undertaken to provide
an understanding of the existing operations, areas of concern and areas where programs and
services are being effectively delivered.
Opportunities will be investigated to ensure that high quality services are being delivered efficiently
and effectively within the framework of the values and goals of the Town and to ensure that these
are flexible enough in structure to meet changing demands.
The internal analysis will also identify trends and patterns. We will prepare a.summary of the key
j — findings with respect to all operations and organizational entities and will identify any duplication/
�— overlap, gaps and workload challenges.
Quality service delivery is also dependent' upon a well designed performance measurement
system that clearly articulates the service goals and objectives, demonstrates the expected .
service outputs and articulates the expected quality levels for these outputs. We will review the
existing performance measurements currently in place, determine their appropriateness and make
any needed recommendations for improvements in this regard.
Summary of.Consultation.and.Review.of: Existing. Programs and Services
The results of the consultation will be summarized and will not reflect the source of the comments.
This will identify and summarize:
• Significant patterns and trends in perceptions regarding the current level of services provided,
organization structure,:reporling relationships and position functions
• Suggestions and comments for improving the quality of services
Identification of skills/competencies required for the positions
• Based on feedback from staff, Council and stakeholders, a list ofpriority improvements to
increase the efficiency of the Department and/or cost effectiveness
The consultants will further analyze and provide preliminary feedback in the following key areas:
Organizational structure
Duplication/overlap of effort and service gaps within the Department
Operational, administrative and business systems
_ Policies, procedures, practices
• Program effectiveness
Compliance with legislation
Employee work assignment
Administrative, financial, human resource management
V-1
Page 29
I
-59-
GENERAL COMMITTEE - SEPTEMBER 2, 2008 �JTEM# 5 - 16
-.
Corporate Organization Structure —Town of Aurora
Submitted by BMA Management Consulting Inc.
Conduct External Analysis and Benchmarking
A comprehensive external analysis willbe conducted by the BMA project team. This .will
include a survey of approximately 6.8 municipalities and will explore all aspects of service
provision identified in the internal analysis section of the work plan. In consultation with the
CAO and the Project Team, we will select municipalities of similar size and service portfolio,
municipalities considered to be innovative or that have recently undertaken an organization
review and in consideration of technologies employed. Through a phone survey and receipt of
supporting documentation, we will gather information on:
J • How services are provided in other jurisdictions
_a Staffing levels, management job descriptions, roles and responsibilities.
• Organization structure, # divisions
• Centralize/decentralization of services across the Corporation
- Processes, policies, departmental/corporate budgets
• Trends, what's working and what is not and whether there are gaps in the provision of
services
This will be used during the process to assess alternative organization models and to
determine whether they may be suitable for Aurora to provide the most efficient and effective
services. Further, a comparison of staffing levels, positions and responsibilities will be
undertakenand included in the report. We will also gather job descriptions from management/
supervisory positions, as appropriate.
SWOT Analysis
Upon completion of the Internal and external analysis, the consultants will complete a SWOT
analysis. This is an effective way of identifying the Department's Strengths and Weaknesses,
and of examining the Opportunities and Threats. Carrying out an analysis using the SWOT
framework will help focus the recommendations into areas where there are greatest
opportunities and to mitigate threats to program effectiveness. The evaluation will include the
following key areas:
• Significant patterns and trends in perceptions regarding the current level of services
provided, organization structure, reporting relationships and position functions
j0 Effectiveness and efficiency of the services and programs being delivered
• Appropriateness of the systems/processes in place and impact of new technologies
• Current staffing levels, roles and responsibilities in comparison to Industry benchmarks
• Appropriateness of the service levels based on stakeholder feedback
• Duplication/overlap of responsibilities within and between Divisions and other
Departments
Assessment of customer service processes, current communications and culture
• Identification of any risks with respect to compliance with legislation/regulations
I OWunitles to improve the current services and how to address potential, threats
l r lcta Page 30
-60-
GENERAL COMMITTEE - SEPTEMBER 2, 2008
1 TEM # 5-
•s
Corporate Organization Structure —Town of Aurora
Submitted by BMA Management Consulting Inc.
Prepare Options and Draft Recommendations
j Based on the SWOT analysis and discussions with the CAD and Project Management Team,
BMA will provide preliminary options and draft recommendations in the following key areas:
• A list of priority improvements to increase the efflciency,`effectiveness or quality of the
corporation's services by Department and on a corporate -wide basis
Organizational structure options and .the .pros/cons of each
II Proposed staffing ievels,.typ'es of positions and roles and responsibilities, employee work
assignment and workloads and interfaceialignment between Departments
Management/professional positions and core competencies required
• Recommended performance and quality standards
Streamlining of services to align with new technologies —Integration, co-ordination,
training requirements, process changes required
• Actions to improve communications within the Divisions and other.Town Departments
• Succession planning and career paths to attract and retain high caliber talent
This information will be presented to the. CAO for further feedback. The recommendations will
be supported by sound rationale, specific examples and benchmarking data.
Page 31
-61-
GENERAL COMMITTEE - SEPTEMBER 2, 2008 JITEM_# 5 - 98
Corporate Organization Structure —Town of Aurora
Submitted by BMA Management Consulting Inc.
Prepare New Proposed Organization Structure
Upon completion of. the internal and .extemal analysis, the SWOT analysis,
and input from staff, the consultant's will; then focus on the 'organization
structure and will address the following keygfi.estio'ns.
Strategy
Alignment
What is the hotel.. Whatis.the- How do llie How should
Department's the plan for organization the
Plan to deliver Department acquiring, and the organlzat[an
optimal value? need to do Investing in programs & be designed
well to and deploying practices to support
Implement people to build create, the people
the business the needed sustain and sbstegies7
strategy? capabilities? reward the
How do they workforce?
compare to What are the
other similar training needs
organizations - of the.
intheses Department
capabilities?
Strategy �.
-Planning
Implementation •Dudgeling !'• •Proeretnoaaelapmam
Pumhaeln
•Acvountlng/Pinenaelgopwtlag •Process Cohbol
PapltM Anle Managamant •Communlca4�ns
•Capital llGcetlon •Customer Sert'ica
•Dolegetloti a(AUMody _
•ReaourmNignment
`'1 •Planning
'.x t •Stalling
ip veto matt&
•Vblan and Veluea rain1ng
•EmploYea Invavoment 'Rawarde
•Citlzen Paaa •0tgerltdra Concept P m5a&nco
•quality Menagomanl •Deplhand8panconwl MaPagar Wort,
•De4e1W.MeW1g Style Environment
•Padomtonoa Focus
- 'SWauml(mmewoM
:CIA
µ�..u4�T...n.�mnmAmA
Page 32
-62-
GENERAL COMMITTEE - SEPTEMBER 2y 2008
ITEM # 5 - 19
1
Corporate Organization Structure —Town of Aurora
Submitted by BMA Management Consulting Inc.
To ensure that the proposed organization structure is appropriate and has the sufficient staffing
levels, the consultants Will undertake the following steps:
Identify and discuss;
-Key Issues
-Organizational requirements
-Preliminary selection criteria
-identify data required to
describe 'as is" situation
-Interviews
-Focus groups
-Surveys
-Document review
-team member analysis
7RAININ GICO RE SKILLS
•Process design
Data requirements Identification
-Opportunity dentition and identification
•Intervlevving
•Prioritizing work activities
-Work cluster summary
•Major undedyying
processesisubproceses
assessment
-Process maps/preliminary
analysis
-Root cause analysis
-Opportunities
-Determine how to
address
-Review options with
senior mgmt
Prepare Final Report
The Town will receive a detailed report highlighting the findings, recommendations and action
plan. This will include a summary of potential financial implications of the recommendations
(one-time and ongoing) and next steps. BMA will present the findings to the CAO and Project
Management Team. This will include organization alternatives and specific recommendations.
Page 33
-63-
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM #
Corporate Organization Structure —Town of Aurora
Submitted by BMA Management Consulting Inc.
Communications and Change Management Plan
The quality of communications will drive the quality of the perceptions. It will be critical to build
in supports to ensure that key leaders are vigilant. about the _quality of.the Information, the
timing and the tone. The .best outcomes are realized when there is a clear and
universal understanding of next steps.
At this stage in the process, BMA will develop a communications and change management
plan, with a focus on strategies to roll out the recommendations for the new organization. The
above noted elements will be incorporated into the communication and change management
plan. The objectives.of the communication and change management plan are to:
• Use communication mechanisms to be inclusive, empowering, open and transparent as
well as providing staff with critical information, feedback mechanisms and support during
the change
• Assist with the implementation of the recommendations
Develop an environment conducive to the successful implementation of change
A draft plan will be prepared by BMA for review by the CAO. The communication and change
management plan will occur in, phases including:
16 Awareness —developing knowledge of the change
+ Understanding —staff comprehending the nature and intent of the change and start
developing an understanding of what itwill mean to them
Positive perception —strategies will be implemented to try and engage staff in developing
a positive perception of the change
• Implementation —change becomes operational
Adoption —strategies for continuous communication after implementation
Presentations
BMA will be available to make two presentations to Council on the project and findings in
accordance with the RFP and additlonal presentations upon request from the CAO.
Page 34
-64-
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM # 6 -'
TOWN OF AURORA
ACJR_ORA GENERAL COMMITTEE No. FS08-040
SUBJECT: Capital Fund Report to July 14, 2008
FROM: L. John Gutteridge, DirectorbfFinance/Treasurer
DATE: September 2, 2008
RECOMMENDATIONS
THAT report FS08-040 "Capital Fund Report to July 14, 2008" be received and;
THAT Council authorize the re -allocation of capital project closing balances as
identified in Attachment #2 of this report.
BACKGROUND
Attachment #1 is the financial report for the Capital Fund to July 14, 2008.
Financial Services compiled a report and shared this with the appropriate Director from
which we have provided a project status and proposed resolution if necessary. If there is a
surplus or deficit it is identified in the proposed resolution section.of the. report. .
This report has been enhanced from the last time the report was presented as a result of a
report from the Auditors. This report includes a new column that asks the question "Do
you anticipate over expenditure forthis project Y/M', this question gives the appropriate
Director the opportunity to identify at this stage if they anticipate the project to be within
budget. If they are anticipating a deficit it is expected that in the Proposed Resolution
Column they will provide options to Council as to how they will fund the deficit, this can be
done by either finding the funds elsewhere in the budget or recommendations on where the
project can be cut back to save the money required.
COMMENTS
There are still a number of Capital Budget's that represent projects prior to 2008 our
objective is to keep the carry over projects to a minimum. We can accomplish this in two
ways, the first is the timing of budget approval, the second is the appropriate department
assigning appropriate staff to complete projects as scheduled.
The objective should be that we complete budgeted projects in the year of the budget or
worse case the year following.
- 65 -
GENERAL COMMITTEE - SEPTEMBER 21 2008 ITEM #
September 2 2008 - 2 - Report No. FSOB-040
Due to the budget not being approved until April of this year, many of the 2008 projects are
either still in the early stages or have not yet been started.
OPTIONS
1. As per the recommendation of the report.
2. The report identifies the status of the various capital projects and a proposed
resolution, Council may wish to adjust any particular recommendation.
FINANCIAL IMPLICATIONS
The purpose of the report is to provide Council with regular reporting on the various funds
of the municipality. One of the consequences of the report will be a need to make
appropriate budget adjustments, this report identifies the budget adjustments required for
this period.
Attachment #2 is a summary of the projects on Attachment #1 that identifies what fund the
surplus or deficit will affect, by approving this report you are approving the transferof funds
as summarized below:
Reserve/Fund
Amount to/(from) Reserve
Municipal Ca ital
$ 436.
Develo ment Char es - General
$8,053.
Development Charges - Road Related
$6,700.
Cash in Lieu of Parkland
$10,939.
Development Charges — Water/Sewer
$6,693.
Major Capital Repairs Reserve
$15,000.
Engineering Reserve
$401.
Storm Sewers Reserve Fund
$359,158.
Once the funds are transferred to the appropriate reserves, they will once again be subject
to the restrictions specific to each reserve.
CONCLUSIONS
This will clean up a number of capital projects and re -allocate surplus funds to other
projects or reserves.
LINK TO STRATEGIC PLAN
Goal D: Ensure transparent, accountable and open governance in concert with informed
and involved citizens
Objective D1: Continue the commitment of fiscal responsibility and accountability
-66-
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM # 6-3
September 2, 2008 - 3 - Report No, FS08-040
ATTACHMENTS
Attachment #1 Capital Budget Report
Attachment #2 Summary of Financial Transfers for Capital Projects
PRE -SUBMISSION REVIEW
Senior Management Team Wednesday August 27, 2008
Director of Finance/Treasurer
- 67 -
GENERAL COMMITTEE - SEPTEMBER 25_2008
ITEM # 6-4
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-68_
GENERAL COMMITTEE- SEPTEMBER 2, 2008
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GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM # 7-'
/ TOWN OF AURORA
AUR-OP-A GENERAL COMMITTEE REPORT No. FSO.8-041
SUBJECT: ASHPHALT PRICE ESCALATION CLAUSE.
FROM: L. John Gutteridge, Director of Finance / Treasurer
DATE: September2, 2008
RECOMMENDATIONS
THAT Council approve the inclusion of a price increaseldecrease clause for
the supply of hot mix asphalt in the terms and condition section of all new bid
documents.
BACKGROUND
One of the price components in many construction projects is asphalt.
Oil prices have increased dramatically over the last few months. As oil is a large
component in the manufacture of asphalt, there have been several unprecedented price
increases associated with hot mix asphalt and bidders are unable to estimate realistic
pricing for the asphalt component of projects. These increases have been confirmed by
the hot mix asphalt manufacturing plants. These increases are illustrated on Attachment
#1.
As such, bid prices may be overestimated to compensate for any increases which may
occur between the bid closing date and the actual date of asphalt work to be done (asphalt
cannot be purchased in advance). As well, bidders may choose to not bid on, or not
complete jobs which have an asphalt component. Bid prices, as per the terms and
conditions of our bid documents, must be kept firm for a period of 60 days from anticipated
date of completion.
Several Municipalities have addressed this problem. by adding the following clause in the
general terms and conditions section of bids that will address price increases or decreases.
Allowances are made for price fluctuations according to the Ministry of Transportation's
(MTO) Performance Graded Asphalt Price (PGAC) price index (updated monthly). Bidders
are therefore able to bid a more realistic price, knowing that they will be compensated for
unpredictable price increases. As well, should there be decreases in the cost of hot mix
asphalt, the Town will benefit from the price decrease. Price adjustments will be made in
accordance with the formula described below.
- 80 -
GENERAL COMMITTEE - SEPTEMBER 2, 2008 ITEM # , - 2
September 2 2008 - 2 - Report No. FS08-041
HOT MIX ASPHALT PRICING BASED ON THE LIQUID ASPHALT CEMENT PRICE INDEX
The Town of Aurora will adjust the payment for hot mix asphalt to the Bidder based on changes to the Ministry of
Transportation's (MTO) Performance Graded Asphalt Price (PGAC) price index. The price index is published monthly in
the MTO Contract Bulletin and will be displayed on the OHMPA (www.ohmoa.org) and MTO websites
(www.ragsa.mto.gov.on.ca). The price index will be used to calculate the amount of the payment adjustment per tonne of
new asphalt cement.
The price index will be based on the price, excluding taxes, FOB the depots in the Toronto area, of asphalt cement grade
PG 58-28 or equivalent. One index will be used to establish and calculate the payment adjustment for all grades. The
price index for each month will reflect the previous month's prices.
A payment adjustment pertonne of new asphalt cement will be established for each month in which paving occurswhen
the price index for the month differs by more than $15.00/tonne from the price index for the month in which the tender.
closed. When the price index differential is less than $15.00/tonne, there will be no payment adjustment for that month.
The payment adjustment per tonne will apply to the quantity asphalt cement purchased during the month. The payment
adjustment for the month will be calculated by the following means:
1. When AC Prices are Rising by more than a $15.00/tonne difference: the payment adjustment to be paid to the
Bidder Is the result of subtracting the price index in effect when the tender closed from the price index in effect
when paving took place, minus the $15.00 float, multiplied by the number of tonnes of PGAC Incorporated in the
mix as determined by the job mix formula. If the answer is negative, no adjustment is made.
2. When AC Prices are Falling by more than $15.00/tonne difference: the payment adjustment made in favour of
the Town is the result of subtracting the price index in effect when paving took place from the price index when the
tender closed, minus the $15.00 float, multiplied by the number oftonnesof PGAC incorporated in the mix as
determined by the job mix formula. If the answer is negative, no adjustment is made.
The quantity of new asphalt cement includes all grades of asphalt cement supplied by the Bidder with and without
polymer modifiers. For each month In which a payment adjustment has been established, the quantity will be calculated'
using the hot mix quantity purchased that month and its corresponding total asphalt cement content as required by the
job mix formula. '
Example 1 —AC prices rising by more than $15.00(tonne
• PGAC 64-28 specified, 3,000 tonnes of HL3 @ 5.2% AC (156.0 tonnes AC)
• Price index on April 51", 2005 on tender closing $330/tonne (PG58-28)
• Price index on August 17"-241h, 2005 actual paving dates - $365/tonne (PG 58-28)
• Payment adjustments to be paid to the Contractor: _ ($365-$330) - $15 (float) = $20 x 156 tonnes AC = $3,120.00
Example 2—AC prices falling by more than $15.00/tonne
PGAC 58-28-specified, 4,500 tonnes of HL4 @ 4.6% AC (207.0 tonnes AC)
• Price index on April 5". 2005 on tender closing $330/tonne (PG 58-28)
• Price index on October 111h-181", 2005 actual paving dates - $285/tonne (PG 58-28)
Payment for hot mix items reduced by: ($330 - $285) - $15 (float) = $30 x 207 tonnes AC = $6,210.00
Notes
Bidders should bid the hot mix asphalt item using the cost of the PGAC specified. The AC Price Index is only a tool
for qualifying hot mix prices and is not intended as a standard AC price to be incorporated Into the bid.
The payment adjustment calculated using this formula is full compensation for any and all PGAC grades specified.
• This AC price adjustment applies only to items that are measured on a tonnage basis; there will be no AC price
adjustment for asphalt measured for payment on a square meter basis or for asphalt not measured but included in
pavement under other items.
If the AC index has not changed more than $15.00 per tonne up or down, no adjustment is required. Only the amount of
the change that is greater than $15.00 is used to calculate payment adjustments, -
-81-
GENERAL COMMITTEE - SEPTEMBER 25 2008
JITEM# 7-3
September 2, 2008 - 3 - Report No. FS08-041
When it is recognized that the Town has no obligation to provide compensation in this
matter, staff also recognize that the increased prices associated with petroleum based
products are in fact unprecedented, this was deemed an appropriate matter to present to
Council for consideration.
COMMENTS
The Town of Aurora participates in a York Public Buyers Co-op bid for the supply of hot mix
asphalt which is released as required for a period of one year. The fluctuations in price
have been addressed and Co-op pricing is re -calculated every month (prices in previous
years have been held firm for one year)
OPTIONS
1. Option 1: As per the recommendation included in this report
2. Option 2: Not adopt the resolution included in this report
FINANCIAL IMPLICATIONS
We believe that this provision in our tender documents will save the Town money as
bidders will continue to bid their best price as they know they are protected should there be
wide fluctuation in the price.
The only difficulty will be, we will not know the amount of the contract until the end of a
project and we have applied the appropriate calculation.
The other issue would be, that should the escalation cost be invoked this could drive the
cost of a tender up over $50,000 threshold and that would require the approval of Council.
We would suggest in these very rare cases that the final project report to Council would be
sufficient.
CONCLUSIONS
We believe that a policy such as this would be in the best interest of the Town.
LINK TO STRATEGIC PLAN
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 D1: Continue the commitment of fiscal responsibility and accountability
-82-
GENERAL COMMITTEE - SEPTEMBER 2. 2008 11TEM #
September 2 2008 - 4 - Report No. FS08-041
Objective 103: 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,
consistent with a Character Community. These Objectives acknowledge the responsibilities
required by governance that contribute to informed and involved citizens,
ATTACHMENTS
Attachment 41 — OHMPA AC Price Index and Graph
OHMPA website (www.ohmpa.org)
MTO website (www.ragsa.mto.gov.on.ca)
PRE -SUBMISSION REVIEW
Management Team Review— Wednesday, August 20, 2008
Prepared by: Kathie Bishop, Purchasing Coordinator - ext 4121
L:lJohn Gutteridge
Director of Finance/Treasurer
-83-
GENERAL COMMITTEE - SEPTEMBER 21 2008
11TEM# 7-5
Ontario Hot Mix Producers Association
;:
Ontario Hot Mix
Producers Association
AC Price Index
ATTACHMENT #1
About OHMPA I Our Members I Education/Training Resources I. MTO
2001
2002
2003
2004
2005
2006
2007
2008
Jan
$298.90
$258.80
$291.00
$283.75
$270.00
$312.20
$41420
$435.90
Feb
$298.90
$268.80
$291,00
$283.75
$270.00
$312.20
$414.20
$435M
Mar
$298.90
$258.80
$327.50
$283.75
$270.00
$31220
$414.20
$435.90
Apr
$289.25
$258.80
$349.75
$284.50
$270.60
$332.90
$508.60
$676.47
May
$286.75
$260.OD
$33925
$293.25
$282.80,
$377.40
$5MOO
$633.60
Jun
$281.75
$273.50
$315.75
$283.75
'$285:5D
$433.80
$505.45
$691.53
$288.76
$298.75
$281.25
$285.40
$522.05
$607.00
$845.53
Aug
$287.50
$298.25
$281.25
$28U0
$521.45
$504.00
IDK$�
$285.95
$282.60
$277.80
$302.75
$518.30
$475.60
$289.50
$289.50
$270.00
$310.00
$451.66
$451.35
$291.00
$283.75
$270,00
$312.20
$414.20
$435.90
9d
$291.00
$283.76
$270.00
$312.20
$414.2D
$435.90
Dedicated to Excellence in Asphalt Pavements T
YaxwnB 8811(d8170t
s 3
http://www.ohiiip,i.org/aepi/aepiView.asp 84 - 8/19/2008
GENERAL COMMITTEE - SEPTEMBER 25 2008
ITEM # ' s
e e • s a -fi „�._n � x sR ;.Pis �P
About OHMPA I Our Members I Educationlrraining Resources I MTO
AG �[ Irrdtttrfirxt -^-?
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Dedicated to Excellence in Asphalt Pavements
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liup://www.ofimpa.urg/aepi/GraphSuintnary.asp _ 85 -
8/19/2008
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM # 8-1
TOWN OF AURORA
AURORA GENERAL COMMITTEE REPORT No. PW08-034
SUBJECT: Parking Lot Lighting -- Mosaics Condominium and Canadian Tire
Corporation
FROM: llmar Simanovskies, Director of Public Works
DATE: September 2, 2008
RECOMMENDATIONS
THAT Council approve the recommendation to accept the maintenance and
operating costs for three (3) street lights in the Canadian Tire parking lot to service
residents of the Mosaics Community— York Region Condominium Corporation No.
920; and
THAT Council direct staff to develop an Agreement with Canadian Tire Corporation
to acknowledge the, transfer of responsibility.
BACKGROUND
At its meeting of June 26, 2007, staff presented Report ADM07-008 regarding a parking lot
lighting dispute between Canadian Tire Corporation and the Mosaics Condominium
Community located on Murray Drive west of Yonge Street. Council directed staff to assist
with mediation between the two parties and resolve the issues.
Staff has worked closely with both the Canadian Tire Corporation and the Mosaics
Condominium Community and have negotiated a resolution acceptable to both parties
which is the subject of this report.
COMMENTS
The three street lights being considered are identified in the Key Map attached as
Appendix "A" and are currently owned and operated by Canadian Tire. These lights are
operated during normal business hours and do not remain on through the night. The
Canadian Tire access road is considered private property but is also a common access
route for the Mosaics Community. Residents from that community are requesting that
these lights remain on through the night similar to other town owned street lights.
The Town's responsibility is to operate street lighting within municipal rights of way. Since
these lights are not on a municipal right.of way, the town will be required to enter into an
agreement with Canadian Tire detailing an operation and maintenance agreement.
Although not a common practice, this type of arrangement will address the concerns of the
residents.
- 86 -
GENERAL COMMITTEE - SEPTEMBER 2, 2008
JITEM# 8-2
September 2, 2008 -2- Report No. PW08-034
Discussions with the parties have resulted in the following proposal:
• Canadian Tire and the Mosaics community will cost share the work required to
convert the existing lights to the Town's system on a 50/50 basis.
• The Town will. enter into an agreement with Canadian Tire Corporation to formalized
and acknowledge the maintenance arrangement.
• The Town will issue a purchase orderto our street lighting Contractorto perform the
works at a quoted cost of $9,195,00, plus GST.
• Funding for this work will be collected in advance of the work proceeding.
• Once converted, the three light standards will then become the responsibility of the
Town.
OPTIONS
Recommendations as stated in this report.
FINANCIAL IMPLICATIONS
The cost of converting the three light standards is expected to be $9,195.00 plus GST.
This cost will be covered by the two parties as agreed. ,
The annual operating .and maintenance costs will be assumed by the Town and are
expected to be $360.00 per year for the three lights. These costs will be included in the
street light operating budget:
CONCLUSIONS
An agreement has been reached to permit the Town to assume ownership of three street
lights along a common private driveway that services both a Canadian Tire store and the
Mosaics Community. The initial capital conversion costs will be paid for by the two parties,
and the Town will assume all future operating and maintenance costs.
This resolution will address street lighting safety concerns raised by the Mosaics
Community,
LINK TO STRATEGIC PLAN
Goal D: Ensure transparent, accountable and open governance in concertwith informed
and involved citizens.
Objective C2: Enhance and promote public safety.
Objective DI: Continue the commitment of fiscal responsibility and accountability.
Objective D2: Enhance customer service.
- 87 -
GENERAL COMMITTEE - SEPTEMBER 2, 2008
JITEM # 8-3
September 2, 2008 - 3 - Report No. PW08-034
ATTACHMENTS
• Appendix "A" - Key Map showing location of streetlights
PRE -SUBMISSION REVIEW
Management Team Meeting —August 20, 2008
Prepared by. Peter.Horvath, Manager of Operations Services- Ext. 3446
dr-sGanovskis
Director of Public Works
411111ZAAPIT01"T
,
7qk
'F
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM # 9 -
/-�— TOWN OF AURORA
AURORA GENERAL COMMITTEE REPORT No.BA08-005
SUBJECT: Sign Bylaw Amendment-- Whitwell Developments Limited
FROM: Tocha van Leeuwen, Director of Building Administration
DATE: September 2, 2008
RECOMMENDATIONS
THAT Report BA08-005 regarding a request from Whitwell Developments Ltd. To
amend the permanentsign bylaw4898-07.P to allow foradditional wall signs for the
Smart Centres development on the north side of Wellington Street East between
Leslie Street and Highway 404 be received for information; and
THAT Council enact implementing Sign By-law 5067.08.P to be brought forward at
the Council meeting of September 9, 2008.
BACKGROUND
Building Administration has received a request from Whitwell Developments Limited, as
owner of the lands, to amend the permanent sign bylaw to permit additional wall signs for
the multi -unit buildings in the Smart Centres development located at First Commerce Drive
and Wellington Street East.
The first phase of the development received Site Plan approval in June of 2007 for a
Walmart anchor store and nine perimeter multi -tenant pad buildings. The Zoning
bylaw permits a mix of retail and service commercial uses. Building permits for the
shell buildings were issued subsequent to the Site Plan approval with a requirement
for further tenant improvement permits for the individual occupancies. To date
Building Administration has issued 32 occupancy permits in phase 1.Only two units
remain vacant.
As retailers and service providers opened their doors to the public Building
Administration began receiving requests for business advertising signs. Given the
vastness of the development and the layout of the buildings almost all individual
tenants were seeking sign variances to permit additional wall signs on the rear wail
of their units particularly units facing the arterial roads. In order to be consistent and
equitable to all businesses, staff recommended the developer approach Council with
a request for a sign bylaw amendment to encompass the entire development.
90 -
GENERAL COMMITTEE - SEPTEMBER 25 2008
11TEM # s-2
September 2, 2008 - 2 - Report No. BA08-005
The second phase of the development is well underway. Foundation permits have
been issued fonnine buildings. Tenant occupancies are expected for spring of 2009.
Similarly, tenants will be seeking business advertising signs at that time. The
proposed bylaw amendment would apply to both phases of the development.
COMMENTS
The subject lands are zoned Business Park (BP-5) Exception Zone and were rezoned in
2005 to allow for a regional shopping centre. In 2007, staff initiated amendments to the
sign bylaw mainly for the purpose of creating a temporary sign bylaw administered through
a different Department and house cleaning the numerous errors contained within the
bylaw.
The permission for signage under the bylaw is dependant on the zone designation. The
recent amendment recognized the business park zone designation by reference to either
the Commercial Zones or Industrial Zones depending on the proposed use.
Commercial Zones within the Town of Aurora are generally located in the downtown core
and along arterial roads. Development within these zones is smaller and more compact in
comparison to the Whitwell development. The sign bylaw permissions for commercial
zones may not meet the business advertising needs of a regional shopping centre.
Therefore staff is in agreement that the permanent sign bylaw should be amended to
include provisions specific to the Business Park (BP-5) Zone.
Smart Centres, as acting agent for the owner, has provided a transmittal letter (attachment
#1) outlining reasons and justification for the request. They are requesting a secondary
sign for all tenants that face a public or private street and are relying on the Urban Design
Guidelines as the principle document for allowing the additional signs. Turner Fleischer
Architects Inc.,. the architects who prepared the Urban Design Guidelines has also
submitted a letter of support (attachment#2).
In considering this request Building Administration has worked with Planning staff to ensure
the integrity of the Urban Design. Guidelines is not compromised. Staff felt it was prudent to
retain the services of the Town's consultant, Anne Mcillroy of Brook Mcllroy Inc, Smart
Centres has agreed to cover the cost of the peer review. The proposal was circulated to
Anne Mcllroy for comment and the Town is in receipt of the following. recommendations.
The sign proposal and recommendations will result in Urban Design Uniformity.
These large box commercial areas tend to be overly sterile in the design and
corporate architecture. Sign design is a way to add the character of place,
The proposed sign area for the secondary sign is appropriate. Whitwell
Developments Ltd. is proposing a secondary sign with a maximum sign area of 0.57
square metres per linear metre of fagade with a maximum wall coverage of 15%.
-91-
GENERAL COMMITTEE - SEPTEMBER 2, 2008
JITEM # 9 - 3
September 2, 2008 - 3 - Report No. BA08-005
The primary sign -is permitte&at 0.75 square metres per linear metre of fagade with
a maximum coverage of 20%. Whitwell has determined through consultants thatthe
proposed smaller sign area is indicative of the size of sign required in order to be
legible from approaching customers
External illumination is preferred for signs along Wellington Street East and First
Commerce Drive. Avoid Sign boxes as they do not add character to architectural
design.
The current sign bylaw is quite restrictive considering the type of development that
is occurring. It is important that large shopping complexes such as this have
appropriate signage to assist in customers finding their destination from numerous
approaches. On a single tenant building allow for 1 additional sign on all elevations.
For multi -tenant buildings allow for three signs for end units and two signs for
interior units. The current bylaw allows for signs on two elevations with a maximum
wall coverage of 20%. Staff is recommending the additional signs be limited to a
maximum of 15% wall coverage with external illumination only.
With respect to the recommendations from the peer reviewer staff is in agreement and has
prepared an implementing sign bylaw amendment to be tabled at the Council meeting of
September 9, 2008 with one exception. Staff has not included a prohibition on internally lit
signs since all the buildings in phase have been constructed without wiring for external
lights. Retrofitting the buildings at this point would be costly. Staff has also received sign
details from all the tenants for phase 1 which indicate their corporate messaging. Sample
drawings are attached to this report for reference. All the signs will be individual lettering
internally lit. No sign boxes are proposed and the implementing bylaw will prohibit standard
sign boxes for future tenants.
For the single tenant buildings staff is in agreement with signs on four elevations with
limitations and controls with respect to size and illumination. The amendments include a
15% maximum wall coverage for the additional signs with external illumination only. These
provisions for single tenant buildings are geared toward phase 2 of the development where
many of the buildings will be used solely as restaurants and financial institutions.
Recognizing that signage is key for business viability and sustainability and has significant
impacts Urban Design impact, staff from Building Administration and Planning and
Development services are committed to reviewing the Site Plan process in 2009 thatwould
include a much more comprehensive sign review at the early stages of future development.
Staff is aware that a some tenants have erected secondary signs unlawfully and have
advised the tenants that if the sign bylaw amendments are not enacted they will be
required to remove the signs immediately. The unlawful signs do comply with the proposed
amendments. Also there are some temporary banner signs that will be removed in
accordance with the temporary sign bylaw upon approval of a secondary permanent sign. It
should be noted that if Council enacts the sign bylaw amendments, staff will likely not be
-92-
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM # 9-4
September 2, 2008 - A - Report No. BA08-005
supportive of future sign variances for individual tenants. However there will be a request
before Council in, the near future for the pylon sign for phase 2 of the development similar
to the pylon signs for phase 1 which did receive approval from Council. Staff will be
supporting the variance for the pylon sign and is currently working with Smart Centres on
the appropriate location.
OPTIONS
1. As recommended in this report
2. Council could deny the request for the sign bylaw amendment and impose the
current bylaw restrictions.
3. Council could request staff to report back with a modified sign bylaw amendment.
Staff would require some direction from Council on the modifications for this option.
FINANCIAL IMPLICATIONS
NIL
CONCLUSIONS
For reasons outlined in this report staff is in agreement that the current sign bylaw
restrictions are not suitable for this type of regional shopping centre development. Staff is
recommending site specific amendments to the bylaw to support the business needs of the
tenants as well as add to the character of the development as a whole.
LINK TO STRATEGIC PLAN
Goal A: Foster and enhance a strong and stable economy consistent with the attributes of
a sustainable community.
Goal B: Promote a sustainable community that respects its historic culture and character
and embraces diverse cultural development and renewal in harmony with sound
environmental management and business development activity
Objective Al: Develop economic opportunities to aid in the growth and progress of Aurora
as a desirable place to do business
Objective A2: Support the growth of a variety of businesses to encourage a sustainable
business environment
Objective A3: Increase the quantity and diversity of employment opportunities in Aurora to
enhance local live/work opportunities and to promote efforts to reduce commuting through
local economic initiatives
-93-
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM # 9 5
September 2, 2008 - 5 - Report No. BA08-005
Objective 131: Plan for the future to continue controlled and well -planned growth
resources
ATTACHMENTS
Attachment #1 — Transmittal Letter from Smart Centres
Attachment #2 — Letter of Support from Turner Fleischer Architects Inc.
Attachment #3 — Samples of Signage
PRE -SUBMISSION REVIEW
Senior Management Team —August 27, 2008
Prepared by. Techa van Leeuwen, Director of Building Administration Ext, 4748
Tech van Leeuwen
Director of Building Administration
WOZIM
GENERAL COMMITTEE - SEPTEMBER 25 2008
ITEM #
September 2 2008 - 6 - Report No. BA08.005
CJWa&9ba aot+Gllil G7
700 Apprewood Crescent; Vaughan, ON, IAK 5X3 Telephone (905) 760-6900 Fax (905) 760.6202
April 17, 2008
i . Techa Van Lecuwen
Chief Building Official .
Town of Aurom
I Municipal Drive, Box 1000 ..
Aurora, ON L4G 011
Ite: Application for Amendment or Vaiiaum for Building Signs
Whitwell Developments Limited
Aurora Gateway Centre, Wellington Street East and FnstComa"ce Drive -
Dear Ms. Van Leeuwen:
Whitwell Developments Limited ("Whitwell") Is the owner of the lands treated on the nonh,side of
Wellington Street East between Leslie Street and highway 404, in the Town of Aurora ((he "Aurora
Gateway Centre'). The Aurora Gateway Centre lands are designated Business Park (BP-5) Exception
Zone according to the Zoning Bylaw No. 2213 78.
Whitwell requests an amendment to By-law Number 4898-07.P (the "Sign By-law) to permit sworulacy
wall, awning or canopy signs on each wall/facade with public street, private roadway, pedestrian walkway
or other public aces frontages within the Aurora Gateway Centre,
The Aurora Gateway Centre is a regional serving shopping centre,cotnprised of a number of commercial
buildings in a campus format. 'rho concept plan for the Aurora Gateway Centre was developed in
consultation" with the staff and consultants of the Town of Aurora: - Urban Design Guidelines were
prepared for die Aurora Gateway Centro by Tamer Fleischer Architects Inc, in consultation with the
Town's urban design consultant. The Urban Design Guidelines were formally approved by Council of
the Town of Aurora in May 2005.(the "Urban Design Guidelines"). - -
The 'Urban Design Guidelines specifically address the issue of site signage (section 4.2) and building
facades (section 8.3.1), The Urbarr Design Guidelines emphasize that all die facades of the buildings in
the Amore Gateway Centre should be animated. In particular, the Urban Design Qddelivas provide that
signage is to be located on all publicly visible facades (Urban Design Guidelines, section V.L12),
The Sign By-law, section 530), limits the number of wall, awning or canopy signs on a business
premises. It is reasonable wassumo the. intent of the Sign By -Law restrictions regarding wall, awing or
canopy signs was primarily intended to regulate signs for smaller neighbourhood and community retail
developments located in urban and downtown areas and are not directly applicable to the regional serving
shopping centre format of the Aurora Gateway Centre.
Accordingly, Whitwell requests that each tenant business promises in the Aurora Gateway Comic be
- permitted to have one or more wall, awning or canopy signs on mob walUfagade that faces a public street,
private roadway; pedestrian walkway or other public area The primary wall, awning or canopy sign will .
be located above the :front entrance for each tenant and will comply with the rostricfions'of section 5.9 and
8(b). hi addition, it is proposed that one or.more secondary wall, awning or canopy signs be permitted on
the other walisbfacades of the building. It is intended that secondary wall, awning or canopy signs will be
Attachment #1 —Transmittal Letter from
Smart Centres
-95-
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM # 9-7
September 2, 2008 - 7 - Report No. BA08-005
smaller (75%) than the primary wall, awning or canopy signs. Specifically, it is proposed that the
aggregate area of the one or more secondary wall, awning or canopy signs on a wall shall have a
maximum area of M7 mz per linear metre of the wall face on which they are located and shall not cover
more than 15% of the total aggregate wall area on which they are located. The general location and size
of the proposed secondary wall, awning or canopy signs is, contained on the drawings prepared by Tumer
Fleischer Architects Inc., copies of which are attached to this application. We also enclose a letter report
from Turner Fleischer Architects Inc. confirming that the proposed signs comply with the Urban Design
Guidelines.
:The specific amendment requested to the Sign By-law to permit the proposed secondary wall, awning or
canopy signs on each tenant or business promise within the Aurora Gateway is set out below.
,In addition to the wall signs, awning signs and canopy signs permitted in section 5.7 and section
8(b), the following will be permitted in the Aurora Gateway Centre, BP-5 zone:
To permit all business premises in the Aurora Gateway Centre to have one or more secondary
wall signs, awning signs and/or canopy signs on each wall or facade that faces a public street,
private roadway, pedestrian walkway or other public area, provided that on each, wall the
aggregate area of the one or more secondary wall signs, awning signs or canopy signs shall be a
maximum of 0.57 m' per linear metre of the wall face on "which they are located andshall not
cover more than 15$b of the total aggregate wall area on which they are is located,
In our opinion, the proposed additional secondary wall, signs am appropriate for the Aurora Gateway
Centre. They are consistent with the Urban Design Guidelines that apply to theAmom Gateway Centre
and conform with the general intent and purpose of the Sign By-law. The proposed amendment to the
Sign By-law will'ensuie that the Aurora Gateway Centre becomes a successful and vibrant component of
the Aurora community and astrong regional commercial hull.
Application Submission
Please find enclosed the 61lowing materials in support of the sign variance application:
• Site Concept Plan of the Aurora Gateway Centre;
• Two (2) dimensioned elevations of building facades with proposed signage; and
• Letter from Turner Fleischer Architects Inc. regarding conformity to. the Urban Design
Guidelines
Should you have any questions, please contact the undersigned or Who I,akha at (goo 760-620o.
Xours very truly,
Ptakash David
- 96 -
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM #
September 2 2008 - 8 - Report No. BA08-005
TURNER FLEISCHER
ARCHITECTS' INC.
11
Techa Van Leeuwen
Chief Building' Official
Town of Aurora,
1 Municipal Drive, Box 1000
Aurora, Ontario L4G 6A
Dear Mrs. Van Leeuwen,
I- IVI
)1 7 2008
Re: Amendment Application for Wall, Awning or Canopy Signs
Aurora Gateway Centre
Wiiftwell Developments Limited
Wellington Street East and First Commerce Drive
67 Lesmill Road
Toronto, ON
M35 2T8
1e1416 425 2222
fax 416 425 6717
tussellrolUal.com
www.Uatcom '
April 14, 2008
File 03.023
We are the architects who prepared the Urban Design Guidelines for the Aurora Gateway Centre in conjunction with
and under review with the Town of Aurora's Urban Design' consultant Anne Molloy of Brook Mcllroy Inc.
Please refer to Section 4.2 of the Guidelines which outlines the intention of the signage for all of the building facades,
which are not only an integral part. of thedevelopment and design but will contribute to an 'artful and dynamic
building presence". These signs are to be located'on all publicly visible facades (refer to Section 5.3.1).
Signage is an important element of the centre and will contribute to the quality of the public realm. We have attached
drawings "pad 09 Area" and "Multi 08 Area", which indicates the proposed signage criteria for a single tenant, pad
building and a multi -tenant building.
PrincipaM
SeMorAssocie(es Assodales
-
PelerTumer
BArM., ALP. P.O.], OAA,
Claudia Rabaglno CAA, MRAIC einoolvtdo
B.Tallh rah.Onsgn '
AAMI, NSAA, AAA, MAIBC,
Ellen9enaky Clroarnof Finance Kojo La-Any'"a
M.Sc. [Afch.1 OAA - r
-
MRAIC, KIP
Jasul mccauley
B.Tadr. rAmh.) 010- uah.
Russell Pfelaaher
BArch, OAA, AANB, NSAA,
Davtd McConrmll
AA.tli0,0AA,MRAIC
AAPUI, AAA, MRAIC
_
John Ohm
BArch„ OAA, AAPEI, MNAA,
-'
AAA, MAIBC, MRAIC
-
Jar«nynoPe
BARh.,MROAA' NSAA,anA,
Attachment #2 -
Letter of Support from
MAIBC, MRAIC
Turner Fleischer Architects Inc.
P:rPmtA3g23100. Aamin�XynU7. LaUers1080414aeucrM1d.daa
,
..: ....
- 97 -
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM # 9 - 9
September 2, 2008 - 9 - Report No. BA08-005
TURNER FLEISCHER
ARCHITECTS INC, - -
It is our opinion that the proposed signage Is not only appropriate for.the Aurora Gateway Centre but Is an integral
element inthe establishment of this successful centre in the Town of Aurora.
Y.ourst
Russeli Fleischer
B.Arch., CAA, AANB, NSAA, AAPEI, AAA, MRAIC
c.c.: Prakash David SmartCentres .
Irfan Lakha SmartCentres
-98-
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM # 9 - 10
September 2 2008 -10 - Report No. BA08-006
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-99—
GENERAL COMMITTEE - SEPTEMBER 2, 2008 ITEM # 9
September 2, 2008. -11 - Report No. BA08-005
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- 100 -
GENERAL COMMITTEE - SEPTEMBER 2, 2008
�ITEM #
September 2, 2008 -12- Report No. BA08-005o.
V, 01
GENERAL COMMITTEE - SEPTEMBER 2, 2008 ITEM # 10 -
TOWN OF AURORA
AURORA GENERAL COMMITTEE REPORT No. LSO$-043
SUBJECT: Naming of Municipal Parks
FROM: Allan Downey Director of Leisure Services
DATE: September 2, 2008
RECOMMENDATIONS
THAT Council approve the name Jaekel Park for the new proposed Municipal
Parkette within the Ballymore Development Corporation Subdivision in the vicinity of
Bloomington Road and Bathurst Street Park; and
THAT Council approve the name English Park for the new proposed Municipal
Parkette within the Brookvalley (Aurora) Development in the vicinity of Bayview
avenue and Vandorf Road, and
THAT appropriate signage be erected on these sites indicating that the lands have
been named and identified as noted for future park use.
BACKGROUND
With the conveyance of municipal park land within the Ballymore and Brookvalley Homes
Subdivision developments it will be necessary to appropriately name these parks.
As such and in accordance with the Towns Facilities Naming Policy the names for these
parks have been selected through a process whereby the naming rights to these Parks
were purchased via a significant individual donations.
These donations were the result of the Town of Aurora participationg in the Southlake
Regional Health Centres Expansion Fund Raising event in 2007 by auctioning off the
naming rights to the highest bidder with all proceeds being returned to South Lake
Regional Health Centre.
In view of this situation and to complete this naming process it is necessary to officially
dedicate these park names to the actual parks and proceed with preparing the standard
park signage for installation on the sites.
- 102
GENERAL COMMITTEE - SEPTEMBER 2, 2008
JITEM# 10 - 2
September 2, 2008 - 2 - Report No. LS08-04
COMMENTS
Given the fact that these parks have not yet been constructed it may be necessary to install
temporary name signs in the vicinity of the proposed park, Staff would suggest that the
signs display the following content on an interim basis only, e:g. "Future home of Jaekel
Park" and "Future home of English Park"
OPTIONS
1. No viable options exist in this matter as the Corporation is committed to honouring
the donation in this regard
FINANCIAL IMPLICATIONS
Funds in the amount of $250.00 for the purchase and installation of temporary signage.are
available in the following Parks Operating account # 1-4-07302-4049 Park Signage
CONCLUSIONS
That Council approve the names Jaekel Park and English Park and authorize staff to
proceed with installing temporary signage in each location.
LINK TO STRATEGIC PLAN
Goal D: Ensure transparent, accountable and open governance in concert with informed
and involved citizens
Objective D1: Continue the commitment of fiscal responsibility and accountability
Objective D3: Be accountable and transparent to residents by ensuring open and
accessible information flow and accessible decision -making
Objective D4: Create a respectful environment that fosters teamwork and open dialogue,
consistent with a Character Community. These Objectives acknowledge the responsibilities
required by governance that contribute to informed and involved citizens.
ATTACHMENTS
Attachment #1 Jaekel Park Location Plan
Attachement #2 English Park Location Plan
- 103
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM # 10-3
September 2, 2008 - 3 - Report No. LS08-04
PRE -SUBMISSION REVIEW
Management Team Review — Wednesday, August 20, 2008.
Prepared by. Jim Tree, Manager of Parks Ext. 3222
Lv
Allan Downey,
Director of Leisure ondces
- 104 -
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM # '0-4
ATTACHMENT1
LOCATION PLAN
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM # 10 - 5
ATTACHMENT
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GENERAL COMMITTEE - SEPTEMBER 2, 2008 ITEM # 11-1
TOWN OF AURORA
AURORA GENERAL COMMITTEE No. PL08-094
SUBJECT: Application for Site Plan Approval -Revised Access/Median Design
for the Bayview-Wellington Commercial Site Plan Development
Rice Commercial Group
D11-03-07
FROM: Marco Ramunno, Director of Planning and Development Services
DATE: September2, 2008 .
RECOMMENDATIONS
THAT Council receive as information the revised access/median proposal for site
plan application D11-03-07; and,
THAT Council determine their position on this matter.
BACKGROUND
At the Council meeting of August 12, 2008, the applicant appeared as a delegation
requesting Council's reconsideration of access to the subject property that was
previously considered at the June 10, 2008 Council meeting. The applicant advised
that an alternative access arrangement had been designed and the associated
supporting traffic reports had been prepared which would minimize impact to the
median on Wellington Street East. Council passed the following resolution:
"THAT Council approve re -consideration of the matter pertaining to access into the
Aurora Gateway Centre at Bayview Avenue and Wellington Street East."
Accordingly, this report outlines the proposed alternative access arrangement proposed
by the applicant for Council's reconsideration as well as staffs comments on said
proposal.
PROPOSAL
As illustrated on Figures 3 thru 5, the applicant is now proposing an alternative access
arrangement to the subject property that consists of left-in/right-in/right-out movements
from Wellington Street East in lieu of a full moves signalized intersection. Access to the
site would also include a right-inlright-out from Bayview Avenue and would also have an
interconnection to the abutting properties to the north.
The design of the proposed alternative access arrangement incorporates a 40 metre
storage component and a 30 metre taper length resulting in approximately 190m2 of the
- 107 -
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM # "- 2
September 2, 2008 - 2 - Report No. PL08-094
Wellington Street median being removed. The applicant has estimated that approximately
6 median trees will be lost however, the applicant is willing to compensate the loss in
additional plantings or the replacement of these trees elsewhere along the median.
The applicant is also proposing to use a similar roll-over curb design (as is the case further
west along the median where the flagpoles are located) with the same coloured concrete
material used elsewhere along the median.
Further, As part of the Traffic Report prepared by Cole Engineering a site line assessment
was also undertaken. This assessment concluded that based on the design of the
proposed left -in access, appropriate sight lines for vehicles would be maintained and none
of the existing vegetation, beyond the area that is proposed to be removed, would be
required to be removed to accommodate the proposed left -in access.
The applicant has submitted a revised site plan illustrating the alternative access
arrangement described above accompanied by a Traffic Report prepared by Cole
Engineering dated August 7, 2008 to Town Staff and the Region of York Transportation
and Works Staff. Town Staff and Region of York staff have reviewed said documents and
have provided comments outlined below.
Planning and Development Services
Planning Staff have reviewed the proposed alternative access arrangement.. The previous
proposal for full moves access to the subject property required a 37m storage length, a
35 metre taper, a 30 metre deceleration length in the easterly direction, and, a 15m storage
length, a 30 metre deceleration and a 30 metre taper in the westerly direction.
Accordingly, this would have resulted in the removal of 625m2 of the median. To facilitate
the current proposal, only a 40 metre storage component and a 30 metre taper length is
required thereby resulting in approximately a 190m2 area of the median being removed.
This represents a significant reduction of area that is proposed to be removed, and the
proposed use of similar materials, namely, coloured concrete and rolled curbs, as is used
elsewhere along the median will maintain the appearance of the median and provide the
lookof continuity.
Public Works
The Town's Public Works staff advise they have no objection to the proposed right-inlright-
out/left-in access arrangement proposed by the applicant subject to the following:
■ the Region providing comments on the geometric suitability of both accesses from
Wellington Street East and Bayview Avenue;
• that the commercial property (Aurora Toyota Dealership) acknowledge in writing
- 908 -
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM # "-3
September 2, 2008 - 3 - Report No. PL08-094
thatthey are in agreementwith the proposed access arrangement and thattheywill
not be requesting and/or requiring additional accessibility to their site from
Wellington Street East;
• any financial securities associated with the site plan agreement be adjusted
accordingly; and,
• that Lake Simcoe Region Conservation Authority review the proposed access
arrangement regarding any stormwater management issues that may relate to the
revised access arrangement. .
York Region Transportation and Works
York Region Transportation staff have also indicated that they have no objection alternative
access arrangement proposed taking into taking into consideration the Town's desire to
maintain as much of the median island as possible, and in light of their earlier indication
that itwould consider an access at this location provided that suitable minimum standards
could be achieved. York Region staff offer their endorsement of this revised access
conditional upon the following:
■ additional design efforts being made to consider/add provisions to try to preclude
left turns to/from the opposing entrance on the south side of Wellington Street
East, subject to York Region approval;
• the applicant's agreement that York Region reserves the right to provide
additional technical design requirements for the median, the access, and entire
.site plan once a revised detailed fullsubmission is made; and,
• the submission is supplemented by the written confirmation from the land -owner
(Aurora Toyota) on the south side of Wellington Street that they have no
objection.
OPTIONS .
Council has the following options regarding the subject site plan application:
Option 1: As stated in the Recommendation section of this report; or,
Option 2: Direct staff to report back to Council addressing any issues that may be
raised at the General Committee Meeting.
FINANCIAL IMPLICATIONS
There would be no financial implications to the municipality associated with the proposed
left turn access design to the subject lands since all construction costs would be incurred
by the applicant. As part of the site plan approval process, development charges,
securities and other fees have already been received for this commercial development.
- 109 -
GENERAL COMMITTEE - SEPTEMBER 2, 2008
ITEM #
September 2 2008 - 4 - Report No. PL08-094
LINK TO STRATEGIC PLAN
Goal B: Promote a sustainable community that respects its historic culture and character
and embraces diverse cultural development and renewal in harmony with sound
environmental management and business development activity
Objective 131: Plan for the future to continue controlled and well -planned growth
Link to Goals and Objectives
Critical review of the subject application through the Site Plan approval process contributes
to the development of a well -planned and sustainable community.
CONCLUSIONS
Regional and Town Staff have reviewed the alternative access arrangement for the
Bayview-Wellington commercial development and are of the opinion that access
from Wellington Street East as proposed will function appropriately while protecting
.the existing landscaped median to the greatest extent possible.
ATTACHMENTS
Figure 1: Location Plan
Figure 2: Revised Site Plan with Left -In Access
Figure 3: Details of Left -in Access
Figure 4: Existing Median
Figure 5: Median with Proposed Left -In Access
Appendix A: Letter from John Chapman (Owner of Aurora Toyota Dealership)
PRE -SUBMISSION REVIEW
Management Team Meeting - August 27, 2008.
Prepared by: Deborah Gfannetta, M.Sc.PI, Planner
Extension 4347
Marco Ramunno, M.C.I.P., R.P.P.
Director of Planning and Development
Services
timer Simanovskis
Director of Public Works
- 110 -
GENERAL COMMITTEE - SEPTEMBER 2, 2008
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