AGENDA - Special General Committee - 20070423CouncillCommittee
Secretary
SPECIAL GENERAL
COMMITFEE
AGENDA
118m 07=22
I10110AY, APRIL 23, 2007
7:00 P.M.
HOLLAND ROOM
AURORA TOWN NALL
PUBLIC RELEASE
20/04/07
AURORA
TOWN OF AURORA
SPECIAL GENERAL COMMITTEE MEETING
AGENDA
NO. 07-22
Monday, April 23, 2007
7:00 p.m.
Holland Room
Mayor Morris in the Chair
I DECLARATIONS OF PECUNIARY INTEREST
II APPROVAL OF AGENDA
RECOMMENDED:
THAT the agenda as circulated by the Corporate Services Department be
approved.
111 DELEGATIONS
Helen Roberts, President, Aurora Historical Society pg. D-1
Re: The Aurora Heritage Centre
IV CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
X ADJOURNMENT
General Committee Meeting No. 07-22
Monday, April 23, 2007
Page 2 of 2
AGENDA ITEMS
1. LS07-012 —The Aurora Heritage Centre Renovations pg. 1
RECOMMENDED:
THAT the General Committee recommend to Council that $2,321,440 be
identified in the 2007 Budget for renovation of the Aurora Heritage Centre;
and
THAT the General Committee recommend to Council that the architectural
firm of Lynch & Comisso be engaged by the Town to complete these
works; and
THAT the General Committee recommend to Council that staff engage the
services of a Project Management Consultant to administer the project;
and
THAT the General Committee recommend to Council on the preferred
financing option as presented by the Director of Financial Services.
2. LS07-013 — The Aurora Heritage Centre Operations pg. 16
RECOMMENDED:
THAT staff be directed to develop a Terms of Reference for the formation
of an Arts and Culture Advisory Committee; and
THAT the operations of the Aurora Heritage Centre be assumed by the
Town of Aurora.
Message
Delegation (a)
Eastwood, Carrie
Subject: FW: delegation status
From: Helen Roberts
Sent: April 20, 2007 7:14 AM
To: bpanizza@e-aurora.ca
Subject: delegation status
I would like to request delegation status for the Aurora Historical Society at the Special General Committee
Meeting of April 23, 2007.
Helen Roberts
President, Aurora Historical Society
D-1
SPECIAL GENERAL COMMITTEE - APRIL 23, 2007 Aa�N®AITE� # 1
TOWN OF AURORA
AURORA SPECIAL GENERAL COMMITTEE REPORT No. LS07-012
SUBJECT: The Aurora Heritage Centre Renovations
FROM: Allan D. Downey, Director of Leisure Services
DATE: April 23, 2007
RECOMMENDATIONS
THAT the General Committee recommend to Council that $2,321,440 be identified in
the 2007 Budget for renovation of the Aurora Heritage Centre; and
THAT the General Committee recommend to Council that the architectural firm of
Lynch & Comisso be engaged by the Town to complete these works; and
THAT the General Committee recommend to Council that staff engage the services
of a Project Management Consultant to administer the project; and
THAT the General Committee recommend to Council on the preferred financing
option as presented by the Director of Financial Services.
BACKGROUND
Church Street School has facilitated a number of uses throughout the years, as well as a
number of renovations and alterations. In 2003 the Town completed an exterior renovation
and installation of an elevator at a cost of approximately $800,000.00. This work followed
a number of smaller projects involving, upgrades to the HVAC system, electrical upgrade,
roof repairs etc., since the facility was vacated by the York Region District School Board.
Following the execution of an agreement with the Aurora Historical Society in August of
2003, works commenced on the demolition and renovation of the school. To date the
Aurora Historical Society has invested approximately $300,000 into the renovations of the
facility.
Staff presented Report LS07-007 to General Committee on March 20, 2007 (see attached).
At that meeting a presentation was made to the General Committee by representatives of
the Aurora Historical Society and their architects Lynch & Comisso. The General
Committee provided the following direction approved by Council on March 27, 2007.
3. LS07-007 — Church Street School
General Committee recommends:
THAT Council receive this report and presentation as information; and
THAT Council approve, in principle, sufficient funding in the 2007 Capital Budget to
complete the renovations of Church Street School; and
..../2
—1—
SPECIAL GENERAL COMMITTEE — APRIL 23, 2007
April 23, 2007 - 2 - Report No. LS07-012
THAT staffreport back to Council regarding the construction administration process
for the renovations; and
THAT staff report back to Council regarding an amended agreement with the Aurora
Historical Society; and
THAT the Church Street School capital project #72059 be referred to a future
General Committee for a comprehensive report including the following:
➢ Justified expected capital costs
➢ Related operational costs
➢ identify specific funding sources
➢ Merits of a grant versus a capital project
➢ Recommendations in terms of project management and
construction and future considerations; and
THAT the report reflect the feasibility of the Town being the primary funder of the
project, and
THAT staff continue the current discussions with the Historical Society regarding the
operating agreement; and
THAT the matter be brought back to a future Special General Committee meeting.
CARRIED
Memorandum from the Director of Corporate Services
Re: Special General Committee Meeting to discuss Church Street School
Moved by Councillor MacEachern
Seconded by Councillor Wilson
THAT a Special General Committee Meeting be held on Monday, April 16,2007 to discuss
Church Street School.
CARRIED
This date was later revised to April 23, 2007.
COMMENTS
As a result of Council direction, staff have continued to meet with representatives from the
Aurora Historical Society to discuss issues related to the renovations of the Aurora
Heritage Centre.
On March 20, 2007 the General Committee was presented with an updated cost estimate
from the Architect engaged by the Historical Society. This estimate had the benefit of
being calculated based on approved architectural drawings and work already completed at
the Aurora Heritage Centre.
�/
.../3
—2—
SPECIAL GENERAL COMMITTEE — APRIL 23, 2007
April 23, 2007 - 3 - Report No. LS07-012
The cost estimator has calculated the cost of renovation at $2,201,400. The Architect has
reviewed this report and agrees with the cost estimator. This estimate does not include an
upgrade and replacement of the HVAC system for the facility, however the existing system
presently addresses the needs of the Aurora Heritage Centre adequately. Replacement of
the system is estimated within the next ten (10) years. Staff are not able at this time to
estimate the cost of these works without the benefit of a Mechanical Engineering Report.
During the review of the planned renovations of the Aurora Heritage Centre by the Ontario
Heritage Trust, the belfry was noted as an item of concern.
In a letter received from the Ontario Heritage Trust, they stated the following:
"The wood elements are deteriorating and immediate repair is required. The bottom rails of
the balustrade have detached especially along the north and west elevations. The paint is
cracking and peeling off leaving the exposed wood underneath to start rotting,
Considerable splicing, patching and repair is needed as well as, filling, surface preparation
and repainting. The ownershould retain a conservation professional to prepare a detailed
conservation plan for the repair and refurbishment of this element These repairs can no
longer be deferred."
The estimated cost of evaluation, design, and repair to the belfry is $50,000.00.
Staff recommends the retention of the architectural firm of Lynch & Comisso for the
completion of the project. The Aurora Historical Society is extremely pleased with the
service they have provided and strongly recommend that they continue on the project. Staff
has attached correspondence from the Historical Society supporting this.
Since the expertise to complete the renovations to the Aurora Heritage Centre does not lie
within the Historical Society, staff recommend that the responsibility to complete the works
be transferred to the Town and that the architects be engaged by the Town. Staff have
received documentation from Lynch & Comisso requesting fees in the amount of
$35,040.00 to complete the renovations to the Aurora Heritage Centre.
The estimated length of the construction period is between 6 to 8 months and approval of
this report will set the anticipated date of completion for December 2007, to commence
operations in January of 2008.
Staff recommends that a Project Management Consultant be engaged to assist in the
administration of the renovation works. Renovation of historic facilities is unique in nature
and at times extremely time consuming. With the potential number of projects to be
completed this year, staff are concerned that adequate time could not be provided to the
project.
Staff have commenced the investigation of alternative funding services and have contacted
both the Provincial and Federal Ministry's responsible for Culture and Heritage. A tour of
the facility was provided to representatives of the Ministry of Culture and representatives of
Heritage Canada.
...14
—3—
SPECIAL GENERAL COMMITTEE — APRIL 23, 2007
April 23, 2007 - 4 - Report No. LS07-012
A discussion followed regarding potential funding sources and the nature of the funding
available, either to support operational or capital expenditures.
It was recommended that applications be submitted immediately to commence the review
process. The Aurora Historical Society is preparing the submission as the facility tenant
indicating approval in principle of capital funding for the facility renovations. The
representative from Heritage Canada indicated that capital funding is available up to 1/3 of
the capital costs, however a final decision would not be made on the application until the
fall. He also indicated that the project could commence and funding would be retro-active
to the date of the submission.
The Provincial representatives are able to provide operational funding in support of the
efforts of the Aurora Historical Society and any role they may play in the operation of the
Aurora Heritage Centre.
OPTIONS
1. Option 1; The General Committee may recommend that the project not be funded at
this time and await the outcome of any grant support. This will delay the project until
the fall and subsequently delay the opening of the Aurora Heritage Centre, the cost of
renovations will also increase with the passage of time.
FINANCIAL IMPLICATIONS
An update cost estimate was provided on March 16, 2007 estimating the construction cost
at $2,201,400.00. The existing architectural firm of Lynch and Comisso are requesting fees
in the amount of $35,040 to complete the renovations. The estimated cost of the belfry
evaluation, design and construction is $50,000. Project Management Consultant is
estimated at a fee of $35,000. The total cost of the project = $2,321,440.
If the application to Heritage Canada is approved the grant could be as much as
$733,800.00 reducing the Town's commitment to $1,587,640.00. The Director of Financial
Services has provided three (3) options for General Committee consideration (please see
attached).
CONCLUSIONS
The Aurora Heritage Centre when completed will be a focal point and destination spot
within the downtown core. The renovation of this facility is required before planning of
events, displays, rentals etc. can commence.
LINK TO STRATEGIC PLAN
�i
Goal A: Foster and enhance a strong and stable economy consistentwith the attributes of
a sustainable community.
.../5
—4—
SPECIAL GENERAL COMMITTEE — APRIL 23, 2007
April 23, 2007 - 5 - Report No. LS07-012
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 B2: Promote and market the beauty and uniqueness of the historic and natural
areas throughout Aurora
Objective B3: Plan for the preservation and the restoration of local heritage areas and
buildings
Goal C: Promote a healthy environment. that fosters social and physical well being
Goal D:. Ensure transparent, accountable and open governance in concert with informed
and involved citizens
Objective D1: Continue the commitment of fiscal responsibility and accountability
Objective D2: Enhance customer service
Objective D3: Be accountable and transparent to residents by ensuring open and
accessible information flow and accessible decision -making
ATTACHMENTS
Attachment #1 - Report LS07-007, Church Street School dated March 20, 2007.
Attachment #2 - Capital Budget Analysis by Project Sheet.
Attachment #3 - Director of Financial Services financing options.
Attachment #4 - Letter from the Aurora Historical Society dated April 19, 2007.
PRE -SUBMISSION REVIEW
Management Team Meeting, Wednesday, April 18, 2007.
Prepared by. Allan Downey, Director of Leisure Services, Extension 4752
-- Allan D. Downey
Director of Leisure Services
John S. Rogers
Chief Administrative Office
—5—
SPECIAL GENERAL COMMITTEE — APRIL 23, 2007
APPENDIX 1
TOWN OF AURORA
AUR—ORA GENERAL COMMITTEE REPORT No. LS07-007
SUBJECT: Church Street School
FROM: Allan D. Downey, Director of Leisure Services
DATE: March 20, 2007
RECOMMENDATIONS
THAT Council receive this report and presentation as information; and
THAT Council approve sufficient funding in the 2007 Capital Budget to complete the
renovations of Church Street School, and
THAT staff report back to Council regarding the construction administration process
for the renovations; and
THAT staff report back to Council regarding an amended Agreement with the Aurora
Historical Society.
BACKGROUND
Council approved an Agreement with the Aurora Historical Society on August 26, 2003 to
become the sole tenant of Church Street School for a period of ten (10) years with the
option for two additional 5 years terms.
In principle the lease provides that:
Aurora Historical Society
1. will contribute a fixed amount of $20.000 annually to the Building Capital Fund for
improvements to the interior and exterior of the premise failing which they shall provide
$5,000 at the end of each year to the Landlord (Town);
2. will pay all operating costs of the facility;
3. will use the entire facility as a heritage centre;
4. will provide public access and space to the -Leisure Services Department;
5. will have the right to sublet space to other organizations with the consent of the Town
and Management Committee provided fifty(50) percent of any revenue generated by
such sublet will be contributed to the Building Capital Fund;
6. upon Council's direction will undertake to: -renovate and restore the interior of the
building throughout the term of the lease in<accordance with the Redevelopment Plan
and in consultation with the Management Committee referred to below.
Town of Aurora
1. will maintain and insure the exterior of the building as obligated by the Easement
Agreement in favour of the Ontario Heritage Foundation;
2. will be responsible for the Replacement costs of the heating, ventilation, air
conditioning, water and structural systems of the building;
SPECIAL GENERAL COMMITTEE — APRIL 23, 2007
March 20, 2007 - 2 - Report No. LS07-007
Will provide snow removal and grounds maintenance.
As part of this Agreement a "Management Committee"was formed to make presentations
to the Leisure Services Advisory Committee for determination and coordination of building
issues and long term renovation of the interior and exterior of Church Street School.
The Agreement was amended on June 14, 2005 to create a Historical Society Capital
Works Committee and extend the term of the Agreement from 20 years to 40 years.
The Capital Works Committee met on a regular basis to discuss and determine what works
would be required at the facility and estimated cost of construction.
Council approved the award of Tender for the installation of a fire suppression system on
August 22, 2006. As a result of discussions regarding the installation of the fire
suppression system, Council directed staff to meet with the Historical Society and
investigate the overall cost of renovations at the newly named "Aurora Heritage Centre".
Staff have continued to meet with the Historical Society and submitted a 2007 Capital
Budget request to complete the renovations to the Heritage Centre.
At the February 3, 2007 Special Committee Meeting the following motion was adopted by
Council on February 13, 2007.
General Committee recommends:
THAT the report requested at the January 20, 2007 Special General Committee meeting
also reflect the feasibility of the Town being the primary funder of the project.
CARRIED
General Committee recommends:
THAT the Church Street School capital project #72059 be referred to
Committee for a comprehensive report including the following:
• Justified expected capital costs
• Related operational costs
• Identify specific funding sources.
• Merits of a grant versus a capital project
• Recommendations in terms of project
considerations; and
a future General
I
I
I
management and construction and future
THAT the Historical Society make a presentation at the General Committee meeting; and
THAT staff continue the current discussions with the Historical Society regarding the
operating agreement.
CARRIED
.../3
—7—
SPECIAL GENERAL COMMITTEE — APRIL 23, 2007
March 20 2007 .3. Report No. LS07-007
COMMENTS
Staff have continued to meet with the Historical Society and their design team in
preparation of this report.
The Historical Society and their design team will be reporting to General Committee on:
1. expected Capital costs;
2, identification of additional funding sources;
3. proposed design of the Aurora Heritage Centre.
Staff have investigated the potential operating cost of the facility. Operating costs for the
facility would be approximately $104,000 per year in 2007 dollars, which includes all
utilities, operating material, service contracts and insurance.
The Architect for the facility is presently engaged by the Historical Society. The Historical
Society has expressed a desire to transfer the Project Management, administration and
design responsibilities over to the Town. Staff will be preparing a future report should this
direction be recommended by Council.
Staff have also discussed a new Operating Agreement with regards to the facility. The
Historical Society is agreeable to a similar arrangement that the Town haswith the Seniors
Association. The initial framework of the•proposed agreement is based on the Town being
responsible for the operations of the facility and the Historical Society responsible for the
programming of the facility.
FINANCIAL IMPLICATIONS
Staff have submitted a Capital Budget request for the renovations of the facility. Future
financial costs will be identified upon the approval of recommendations by Council and
future staff reports.
i
CONCLUSIONS
Church Street School is a significant structure in our downtown core and will play an
important role in the vitality of the core. The facility has been vacant for a number of years
and renovations of this Centre is necessary to initiate a number of new program
opportunities within the core and this facility.
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.
....A
SPECIAL GENERAL COMMITTEE — APRIL 23, 2007
March 20, 2007 - 4 - Report No. LS07-007
Objective B2: Promote and market the beauty and uniqueness of the historic and natural
areas throughout Aurora.
Objective B3: Plan for the preservation and the restoration of local heritage areas and
buildings.
Objective Cl: Maintain, respect, preserve and enhance natural environment, natural
heritage and green spaces.
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 1133: Be accountable and transparent to residents by ensuring open and
accessible information flow and accessible decision -making.
ATTACHMENTS
PRE -SUBMISSION REVIEW
Management Team Meeting, Wednesday, March 7, 2007.
Prepared by. Allan Downey, Director of Leisure Services, Extension 4752
Allan D. Down S. Rogers
Director of Leisure Services Chief Administrative Office
SPECIAL GENERAL COMMITTEE - APRIL 23, 2007
TOWN OF AURORA
APPENDIX 2
Project ID :
Project Name
Department :
Service! Program
Year of Initiation
Flexible:
CAPITAL BUDGET -ANALYSIS BY PROJECT
72069
Heritage Centre Renovations
Leisure services
Facilities
2007
Yes
Improve conditions on the interior and exterior of Church Street School and prepared
building for occupancy.
Improvements to include some structural (interior walls and doors), exterior facade,
plumbing (washrooms/kitchen), mechanical, electrical (electrical wiring and fixtures) and
interior finishes. Operating costs for the Heritage Centre are estimated at $404,000.
TotalOv®r';(,UnderjFunded` ( I
—10—
1.n ENERAL COMMITTEE - APRIL 23, 2007
Aupoit A,
APPENDIX 3
- -Yow min, good Goo,Paiv
MEMORANDUM
Date: April 19, 2007
To: Mr. Al Downey, Director of Leisure Services
From: L. John Gutteridge
Re: Memo on Cultural Center
Director of Finance
Financial Services
Further to your memo presented April 18th at Senior Management Team I would like to
address a couple of issues.
1. How Council will pay the $2,300,000. requested.
I would suggest that Council could pay our portion of the $2,300,000 as
follows:
$200,000 from the funds we are allocating from supplementary taxes
to capital projects.
$220,000 from the Aurora Hydro Sale Investment Fund this is the
interest that we were to put into General Fund. The use of
this money is an acceptable use in accordance with the
terms and conditions of the establishment of the Reserve.
$902,751 from the Major Capital Repair Reserve
$977,249 from the Municipal Capital Reserve
A second option would be to use funds from the Council Discretionary Reserve Fund.
This would require Council to take the following action:
"THAT Council establish a Council Discretionary Reserve Fund in
the amount of 10% of the Aurora Hydro Sale Investment Fund; and
THAT the funds in the Council Discretionary Reserve Fund will be
expended at the discretion of Council; and
THAT Council determine the terms and conditions of the use of the
Council Discretionary Reserve Fund and that these be reviewed at the
beginning of each new term of Council; and
—11—
SPEC I.KHL COMMITTEE — APR I L 23, 2007
AUiOxA
yow'rciiv yood rowpaKy
THAT, should Council wish to use any of the principal from the Council
Discretionary Reserve Fund, proper public notice must be provided at
least 30 days.in advance before the matter is discussed at open Council;
and
THAT any donations or expenditures from the Council Discretionary
Reserve Fund must recognize in program or project advertising that the
contribution was made from proceeds from the sale of Aurora Hydro; and
THAT funds be allocated to the appropriate Reserves at year-end once
the fund balance has been determined; and
Providing that, in the event that the entire Council is not present for three
consecutive Council meetings, the requirement for 100% of members
needed to attend be reduced by 1 member of Council.
Or a third option would be to take the entire $2,300,000. from the Aurora Hydro Sale
Investment Fund. This would require Council to take the following action:
THAT 90% of the balance in the Aurora Hydro Sale Investment Fund
remain in the fund and that the balance of the earned interest from the
prior year be utilized for new initiatives identified in the Municipalities
Strategic Plan; and
THAT proposed Strategic Plan Initiatives be budgeted as separate
projects for separate consideration and, should, all the funds from the
current year not be used, that they be carried forward to the next budget
year; and
THAT, should Council wish to use any of the principal from the Aurora
Hydro Sale Investment Fund, proper public notice must be provided at
least 30 days in advance before the matter is discussed at open Council;
and
Providing that, in the event that the entire Council is not present for three
consecutive Council meetings, the requirement for 100% of members
needed to attend be reduced by 1 member of Council.
With regard to the remainder of the report I would suggest that you either clearly identify
that the operating budget being projected will only cover the opening of the building to
the extent of the cost projected.
—12—
SPEC IAL COMMITTEE - APR IL 23, 2007
AURORA
yowre!r goodco`6Y v
Or my suggestion would be that you develop a budget that clearly outlines the times of
operation, unfortunately I believe that the operating budget being projected is to open
ended for Council to make a decision such as this.
If you need help with this Laura and I would be happy to sit down with you to work this
out.
Yours truly
?John utteridge
Director of Finance/Treasurer
Cc J. Rogers
L.John Gutteridge, Director of Financial Services/Treasurer
Ext. 4151
LJG:sm
Att.
cc:
—13—
SPECIAL GENERAL COMMITTEE — APRIL 23, 2007
APPENDIX 4
April 19, 2007
To: Al Downey, Director, Leisure Services
From: Helen Roberts, President, Aurora Historical Society
Re: retaining the firm of Lynch and Comisso Architects, for the Aurora Heritage Centre
project at Church Street School
In 2000 the President's Steering Committee of the Aurora Historical Society began a
search for a company to provide architectural services for the Heritage Centre which the
Society proposed to create in the Church Street School.
An initial plan was put forward by Vaughn Dues a member of the Society who sketched
out a draft incorporating use of the entire building should the Town of Aurora and the
Aurora Historical Society enter into a lease agreement.
In 2001 the Project Management Committee (PMC) of the Aurora Historical Society met
several times with David Eckler of Rasch Eckler Associates Ltd. (AREA) regarding the
proposed project. The committee and Board of Directors entered into correspondence
with Mr. Eckler who, in March 2003 submitted a proposal for heritage and architectural
services for "Concept Design and Feasibility Study for a Museum in the Church Street
School". After much discussion the board agreed that Mr. Eckler had not captured the
vision of the proposed Heritage Centre and decided to look elsewhere for architectural
advice.
Our Project Manager, Ron McKnight, former Superintendent of Plant Services for the
York Region School Board introduced the committee to a team of young architects who
had expressed an interest in working on this project. The committee and the board met
with Mary Ellen Lynch and Steve Comisso of Lynch and Comisso and immediately felt
comfortable with their grasp of the concept and their enthusiasm for the building. Of
primary importance to the PMC was the retention of the unique historic architectural
features of the school while incorporating modern usages through technology and
complementary design. Mary Ellen, a trained architect with a background in lighting
design brought to the project a knowledge and expertise in restoring and renovating older
structures. Steve Comisso's architectural work covered a variety of innovative projects.
In February 2004 AHS Board of Directors voted to retain the services of McKnight
Associates for management services including the services of Mary Ellen Lynch and
Steve Comisso as architects for the project.
—14—
SPECIAL GENERAL COMMITTEE — APRIL 23, 2007
During the ensuing three years the team of Lynch and Comisso has worked closely with
the Project Management Committee through the Project Manager to design and plan the
Heritage Centre to our specifications. Their dedication and enthusiasm has persevered
throughout the extended time period and they have adjusted their own professional
schedules to accommodate the Society's needs. Their work has included numerous
meetings and presentations to the PMC, the Board of Directors, the AHS membership
and finally to Council. Public input from two charettes was considered in the initial
planning stages and plans were submitted for approval by AHS at every step of the
process. Their recent work in creating the Arcade Gallery, funded by the Trillium grant,
is an example of their attention to detail and respect for the integrity of the building. Final
plans have been submitted to the town building department and a building permit based
on those plans has been approved. All costs incurred to this point have been paid by the
Historical Society.
The Board of Directors of the Aurora Historical Society strongly recommends that,
should Council approve funding to complete the renovations for the Heritage Centre that
Lynch and Comisso be retained as the architects for the project.
Helen Roberts
President, Aurora Historical Society
—15—
SPECIAL GENERAL COMMITTEE - APRIL 23, 2007 AGENDA ITEM # 2-
TOWN OF AURORA
AURORA SPECIAL GENERAL COMMITTEE REPORT No. LS07-013
SUBJECT: The Aurora Heritage Centre Operations
FROM: Allan D. Downey, Director of Leisure Services
DATE: April23, 2007
RECOMMENDATIONS
THAT staff be directed to develop a Terms of Reference for the formation of an Arts
and Culture Advisory Committee; and
THAT the operations of the Aurora Heritage Centre be assumed by the Town of
Aurora. .
:-1TiIk -i11IW
On August 26, 2003 the Aurora Historical Society entered into an Agreement to be the sole
Tenant of Church Street School. The Agreement was amended on June 14, 2005 to
extend the Lease to 40 years and form a Capital Works Committee.
The Aurora Historical Society since that date has been actively involved in the renovation
of the newly named the Aurora Heritage Centre.
The Historical Society has invested approximately $300,000 in the demolition and
renovation of the facility to date. They have engaged the services of an Architect and
Project Manager to re -design and oversee the work to date. The Historical Society has also
been successful in securing Trillium funding and has received bequests to assist in the
completion of the Aurora Heritage Centre.
3. LS07-007 - Church Street School
General Committee recommends:
THAT Council receive this report and presentation as information; and
THAT Council approve, in principle, sufficient funding in the 2007 Capital8udget to
complete the renovations of Church Street School; and
THAT staff report back to Council regarding the construction administration process
for the renovations, and
THAT staff report back to Council regarding an amended agreement with the Aurora
Historical Society; and
....12
-16-
SPECIAL GENERAL COMMITTEE - APRIL 23, 2007
April 23, 2007 - 2 - Report No. LS07-013
THAT the Church Street School capital project #72059 be referred to a future
General Committee for a comprehensive report including the following:
➢ Justified expected capital costs
➢ Related operational costs
➢ Identify specific funding sources
➢ Merits of a grant versus a capital project
➢ Recommendations in terms of project management and
construction and future considerations, and
THAT the report reflect the feasibility of the Town being the primary funder of the
project; and
THAT staffcontinue the current discussions with the Historical Society regarding the
operating agreement; and
THAT the matter be brought back to a future Special General Committee meeting.
CARRIED
On March 27, 2007 Council provided the following direction to staff.
Memorandum from the Director of Corporate Services
Re: Special General Committee Meeting to discuss Church Street School
Moved by Councillor MacEachern
Seconded by Councillor Wilson
THAT a Special General Committee Meeting be held on Monday, April 16, 2007 to discuss
Church Street School.
CARRIED
This date was later revised to April 23, 2007.
Staff have continued to meet with representatives of the Historical Society, however as
discussions continued it became clear that the Historical Society did not have the capability
to operate the Aurora Heritage Centre as was previously envisioned.
As a result of these discussions the Aurora Historical Society met on Wednesday, April 11,
2007 and passed the following motions.
Moved by Sara Faulkner Seconded by Michael Thompson
THAT the Aurora Historical Society is not willing to assume the financial responsibility for
the operation of the Heritage Centre.
CARRIED
And a second motion:
Moved by Bob McRoberts
Seconded by Michael Thompson
THAT Cathy Milloy and Helen Roberts be directed to continue negotiations with Town staff
re: the operations of the Centre and the role that the Aurora Historical Society would play.
CARRIED
..../3
-17-
SPECIAL GENERAL COMMITTEE — APRIL 23, 2007
April 23, 2007 - 3 - Report No. LS07-013
COMMENTS
As a result of the motion approved by the Historical Society the Town will no longer be
discussing an Agreement with the Historical Society, but consideration must now be given
to how to best operate the Aurora Heritage Centre upon the completion of the renovations.
Staff have met with Cathy Milloy and Helen Roberts to discuss the impact of their decision
and how to define the role of the Historical Society in the operation of the Aurora Heritage
Centre.
As previously reported the Aurora Historical Society is completing and submitting grant
applications. The representatives from the Ministry's stated that ongoing dialogue with the
Town regarding the operations of the Aurora Heritage Centre is an important consideration
in the grant approval process.
Therefore, staff are recommending that an Arts and Culture Advisory Committee be
established to provide assistance in the development of program opportunities at the
Aurora Heritage Centre. The Committee will be comprised of members from both the
Aurora Historical Society, citizens and the Town.
The Historical Society would continue to maintain their charitable status as well as the
recently formed Aurora Heritage Foundation which could be used to offset future capital
costs at the Aurora Heritage Centre, or finance special displays or exhibits beyond the
Operating Budget of the Aurora Heritage Centre.
The Historical Society have also requested that they maintain input to the Committee
regarding room and donor recognition opportunities.
Their fundraising campaign was predicated on the recognition of all donations and the
ability to display the donors names as well as name rooms within the Aurora Heritage
Centre. The Historical Society has already committed to levels of recognition within the
facility.
The Historical Society has agreed to loan their artefact collection to the Aurora Heritage
Centre as well as continue to pay the insurance on the collection. They will provide a core
of volunteers for the Aurora Heritage Centre to assist in various elements of the operation,
in turn for a commitment from Council to maintain the present grant provided to the
Historical Society for the operations of the Hillary House.
If the Committee approves the recommendation that the facility be operated by the Town
the Aurora Heritage Centre would require additional staff to ensure adequate public access
and operation of programs within the facility. The preliminary recommendations would be
the addition of a Heritage Programmer/Curator, facility reception, as well as part-time
research and facility staff, to be reflected in the 2008 Operating Budget.
Issues such as hours of operation, program opportunities, revenue sources etc. have not
be thoroughly investigated at this time. A future report will be provided outlining in detail
the proposed needs and programs that would be offered at the Aurora Heritage Centre.
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SPECIAL GENERAL COMMITTEE — APRIL 23, 2007
April 23, 2007 - 4 - Report No. LS07-013
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As reported to Council in staff Report LS07-007 the operating costs for utilities, operating
materials, services contracts and insurance are estimated at $104,000.00.
OPTIONS
The Committee may recommend that the operations of the facility not be the responsibility
of the Town and that the Aurora Heritage Centre not be renovated until alternative
operation scenarios are investigated. This option would delay any renovation work and
alternative sites may be considered for the construction of a Heritage Centre elsewhere in
the Town.
FINANCIAL IMPLICATIONS
Operating Costs
Staff costs (subject to a future report and
upon determination of hours of operations)
Historical Society Rental Fee
Total Cost:
CONCLUSIONS
$104,000 (already in budget outlook)
$250,000
50,000 (already in budget outlook)
With the motion from the Aurora Historical Society not willing to assume the financial
responsibilities for the operation of the Heritage Centre, staff are recommending that
consideration be given to operating the Heritage Centre as the responsibility of the Town
and that an Arts and Culture Advisory Committee be formed to assist in the programming
of the facility.
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 E12: Promote and market the beauty and uniqueness of the historic and natural
areas throughout Aurora
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
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Objective D3: Be accountable and transparent to residents by ensuring open and
accessible information flow and accessible decision -making
/5
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SPECIAL GENERAL COMMITTEE - APRIL 23, 2007
April 23, 2007 - 5 - Report No. LS07-013
ATTACHMENTS
None.
PRE -SUBMISSION REVIEW
Management Team Meeting, Wednesday, April 18, 2007.
Prepared by. Allan Downey, Director of Leisure Services, Extension 4752
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Allan D. Downey
Director of Leisure Services
John S. Rogers
Chief Administrative Office
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