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AGENDA - General Committee - 20060207GENERAL COMMITTEE AGENDA NO.06-03 TUESDAY, FEBRUARY 7, 2006 7:00 P.M. COUNCIL CNAMBERS AURORA TOWN NALL PUBLIC RELEASE 03/02/06 TOWN OF AURORA GENERAL COMMITTEE MEETING AGENDA NO. 06-03 Tuesday, February 7, 2006 7:00 p.m. Councillor Kean in the Chair. I DECLARATIONS OF PECUNIARY INTEREST U APPROVAL OFAGENDA RECOMMENDED: THAT the content of the Agenda as circulated by the Corporate Services Department be approved as presented. Ill DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION IV ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION V DELEGATIONS None VI CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION Vll OTHER BUSINESS, COUNCILLORS General Committee Meeting No. 06-03 Tuesday, February 7, 2006 Page 2 of 5 M IN -CAMERA None IX ADJOURNMENT General Committee Meeting No. 06-03 Page 3 of 5 Tuesday, February 7, 2006 AGENDA ITEMS 1. BA06-001 — Variance to Sign By-law — Cineplex Odeon — (pg. 1) 15460 Bayview Avenue RECOMMENDED: THAT Council approve a request by Knight Signs on behalf of Cineplex Odeon Theatres located at 15460 Bayview Avenue for variance to Sign By -Law 4622-04.P to increase the total permitted sign area from 68.4 square metres to 196.5 square metres of sign area on the east wall for the purpose of four movie advertising posters; and THAT Council approve a second minor variance to permit individual sign areas to be increased from 35 square metres to 35.7 square metres contingent on approval of the first variance. 2. ADM06-003 — Partnering Opportunities with Neighbouring (pg. 9) Municipalities RECOMMENDED: THAT CAO Report ADM06-003 dated February 7, 2006 regarding Partnering Opportunities with Neighbouring Municipalities be received and the following recommendations, be adopted: 1. THAT the CAO be authorized to: a) meet on a regular basis with the CAOs of the other participating municipalities, Newmarket, East Gwillimbury, Georgina, King and Whitchurch-Stouffville to continue to review areas of mutual interest in the operational and administrative service areas and at the regional and provincial level; and b) partner with the other participating municipalities on a joint approach to: i) implement the three stream waste program; ii) review strategic infrastructure requirements; subject to further reports to the respective Councils setting out details including budget impact. Page 4 of 5 General Committee Meeting No. 06-03 Tuesday, February 7, 2006 43 U 5. 91 CS06-011 - Council Attendance RECOMMENDED: (pg.13) THAT the meeting attendance summary attached as Appendix #1 to this report be received for information. CS06-010 a Crisis Communications Plan RECOMMENDED: (pg. 36) THAT the report entitled CS06-010 - Crisis Communications Plan as outlined in attached Appendix #1 be adopted; and THAT staff be directed to implement the strategies contained within the plan. CS06-009 — Amendments to the Clean Yards By-law (pg. 91) RECOMMENDED: THAT the report entitled CS06-009 - Clean Yards By-law Amendments be received; and THAT the proposed amending By-law attached as Appendix #1 be approved. PW06-003 — Designation of "Overall Responsible Operator" (pg. 97) RECOMMENDED: THAT the report entitled PW06-003 - Designation of Overall Responsible Operator be received for information; and THAT the position of Public Works Supervisor (Water/Wastewater) be designated as the Overall Responsible Operator; and THAT the positions of Manager of Operations Services and Public Works Supervisor (Roads/Traffic) be designated as Operators -in -Charge; and THAT the Overall Responsible Operator and the Director of Public Works may designate an Overall Responsible Operator to act in the absence of the Public Works Supervisor (Water/Wastewater); and General Committee Meeting No. 06-03 Page 5 of 5 Tuesday, February 7, 2006 THAT the Operator -in -Charge and the Director of Public Works may designate Public Works Crew Leaders as Operators -in -Charge as required in the absence of the Public Works Supervisors; and THAT Bylaw No. 4567-04.H be repealed. 7. PL06-017 — Applications to Amend the Official Plan and (pg. 100) Zoning By -Law Aurora Heights Development Inc. 15450 Yonge Street Part of Lot 3 and Part of Block B of Registered Plan 246 Files D09-02-06 and D14-06-06 RECOMMENDED: THAT Council receive as information the following overview of Applications to Amend the Official Plan and Zoning By-law, D09-02-06 and D14-06-06, scheduled for the Public Planning Meeting of March 29, 2006. 8. PL06-018 —Zoning By-law Amendment Application (pg. 107) Paula Bell 15 Mosley Street Pt Lot 1, R.P. 68 File D14-05-06 RECOMMENDED: THAT Council receive as information the following overview of Zoning By- law Amendment Application D14-05-06, scheduled for the Public Planning Meeting of March 29, 2006. 9. PL06-019 — Zoning By-law Amendment Application (pg. 112) Richard Arnold 66 Wellington Street East Pt Lots 15&16, R.P. 107 File Number D14-07-06 RECOMMENDED: THAT Council receive as information the following overview of Zoning By- law Amendment Application D14-07-06, scheduled for the Public Planning Meeting of March 29, 2006. GENERAL COMMITTEE - FEBRUARY 7, 2006 +6- COMMITTEETOWN OF AURORA GENERAL REPO] No. BA06-001 SUBJECT: Variance to Sign By-law— Cineplex Odeon — 15460 Bayview Avenue FROM: Techa van Leeuwen, Director of Building Administration DATE: February 7, 2006 RECOMMENDATIONS THAT Council approve a request by Knight Signs on behalf of Cineplex Odeon Theatres located at 15460 Bayview Avenue for variance to Sign By -Law 4622- 04.P to increase the total permitted sign area from 68.4 square metres to 196.5 square metres of sign area on the east wall for the purpose of four movie advertising posters; and THAT Council approve a second minor variance to permit individual sign areas to be increased from 35 square metres to 35.7 square metres contingent on approval of the first variance. BACKGROUND Staff received a request from Knight Signs, acting as the agent for Cineplex Odeon, to vary the sign by-law to permit 196.5 square metres of wall signs on the east elevation. The applicant is requesting relief from the sign by-law to display movie posters of current and upcoming movies as per the attached images shown on figure 2. COMMENTS Staff in reviewing the request metwith the applicant to discuss the variance forthe posters. The business owners of Cineplex Entertainment expressed their desire to maintain an identifiable national appearance and an economically viable theatre. Cineplex has designed all of their new theatres, containing ten or more Cinemas, with provisions to display four movie advertising posters. A sign is defined as any advertising device used to identify, advertise or attract attention to any business or display any wording used as an announcement The posters portrait actors/actresses and depict film events and by definition are considered signs. -1- GENERAL COMMITTEE - FEBRUARY 7, 2006 February 7, 2006 - 2 - Report No. BA06-001 The proposed posters will be attached to the east elevation of the building facing Bayview Avenue. The current approved aggregate area of signage on the east elevation is 53.7 square metres. The bylaw permits 68.4 square metres of signage based on 91.2 metres of linear wall fagade at a sign area of 0.75 square metres per linear metre. The east elevation has a large building face area at 990 square metres. Including the proposed additional four poster advertising signs, only 20 % of the wall would be encumbered with signage. A site visit by staff revealed that the posters facing Bayview are approximately half a kilometre away from a residential development. It is staffs' opinion that the variance would have minimal visual impact on residents. Staff have investigated other municipalities and noted that some newtheatres have similar signage allowances which were approved through council variances. Theatres within the GTA with four or more advertising movie posters include the Colossus in Woodbridge, Cineplex on the Queensway in Toronto and Cineplex at Warden Avenue and Eglinton Avenue in Toronto. Approving this request would support a desirable unified national look for Cineplex Odeon Theatres. The applicants have requested that we bring their proposal forward, so that Council may have an opportunity to decide on the merit of the sign variance. In addition, the applicants will be requesting delegation status in order to address this matter before Council. OPTIONS Council could deny the request and impose the provisions of the by-law. FINANCIAL IMPLICATIONS ►Ufll CONCLUSIONS For reasons outlined in this report, it is staffs opinion that the requested variances will have little impact on the surrounding area and would further support a desirable unified national look for Cineplex Odeon Theatres. Staff is recommending approval be granted for both requested variances. LINK TO STRATEGIC PLAN Goal B- to support a healthy business environment that attracts new business and is responsive to the needs of our present business community. -2- GENERAL COMMITTEE — FEBRUARY 7, 2006 February 7, 2006 - 3 - Report No. BA06-001 ATTACHMENTS Figure 1 - Application for variance Figure 2 - Proposed building signage Figure 3 - Proposed wall sign detail Figure 4 - Existing approved building signage Figure 5 - Site Plan PRE -SUBMISSION REVIEW Management Team Meeting — February 1, 2006 Prepared by: Andrew Jurrius, ext 4389 Techa van Leeuwen Director of Building Administration -3- GENERAL COMMITTEE — FEBRUARY 7, 2006 Figure 1 - Application for variance Town of Aurora Air T", -%" A Application For Variance Sign By-law # 4622-04.P Application must be accompanied by: Sc`E EXrSirNy S,g �cnnr, 1) site plan showing location of all signs both existing and proposed, •�� r` Fog Cf vE pley, 2) plans showing the proposed sign configuration and size with full dimensions, (width, height in total, height to underside etc.) and, 3) a cheque in the amount of $150.00 to be non-refundable, 4) if the sign variance is approved, the applicant is obligated to make an application for a sign permit, please refer to the enclosed permit fee schedule.. N.B. Prior to applying for the variance, the applicant should discuss all concerns thoroughly with the Director of Building Administration. .Date of Application: ..................... /'S - ............................................................. Address of Subject Property: ................J�... �i1.60......��...q-c./ U/.�`.'-.!:Gj.....1 !l4s............. Lot: ................................... Plan:..................................... Cone#:.................................... Owner: ............. g.q . A.-.Z0 ...... T..>' 41<.ir, .. pf .7. �........... Address:........... «t�..... .1.7 i.... 4 . .. V .l.1 r!� .... �Pn....... Postal Code:...... ......�713...................TelephoneNo:.�l� ...cr? ...:3. :.. Owner's Agent (if any):.Cd e_,aacex .. r�i//�t G�.yP�cJl....A.p..../.�jV�y.4, )ly Address: ...................,`rt..7�. -. 3!�`...K /.T!''? a..�.�........ !ee.).........d00o�, Postal Code:....... LT.G .... �7. T..................... Telephone No: ... 9� -..eii Nature and extent of relie��plied for (state specifically the permission request@d) . d /N.i7W T��'.f6.r1�. T/...(. °u�F/%!``'. .......Y4Qryc'/j�,..................... C�?.�F....�!!?!�p.........�r- / spy �...... � s �i............•,,y�.. why is it not possible to comply with the provisions of the sign by-law?: WVQcCeZ .........^l_lNG.',G.L .. L[SP1S..// ..CJ...........!r!r..... ... rp LAdNrC,!..T....... .W a..r^%.4.. tray�V ............ ....... ./oA/ PLC K 'L� C Current use of the subject property?: ----- ...........�..lr!1.FF.ls�1..!VPcJ....�a ............................................................... ;. G lyeV iS - a .agent Date -4- GENERAL COMMITTEE — FEBRUARY 7, 2006 Figure 2 = Proposed building signage YJ —5— Z 0 a w a 0 m 0 rn m 0 GE ERA COMMITTEE — FEBR $ 32 !0 0,> 0, \ zOzm / \ \\cj / q LU Figures - Proposed _psi detail ( . . 1 / [ / m< \\ \§ §/ ®§\ GENERAL COMMITTEE — FEBRUARY 7, 2006 Figure 4 - Existing approved building signage GRAPHIC ELEVA17ON- Scale: 1122" = 1'•0 PROPOSED AREA OF SIONAGE (sqz I mz): (CS 21A) CHANNEL LETTERS: (13 letters) 159 piz (14.8 MI) r=X is,mtslg, (CS86) STARS (12 on facade):4 piz x 12(itemS) = 48 pie (4.46 mz) E70 S n I,4 (CS44) READ-0-GRAPH: T-31H) x 64'-9"(L)= 110.44 piz (19.55 mz) (=>CIS1'i C�isl" (CS2101"CINEPLEX ODEON" LOGO: ygg,30 piz (14:89 mz) 'CIS"CY�`�Yw� 'CINEPLEX ODEON LOGO 6 6/4'(H) x 24'-7 (L)= ml 1 TOTAL F—WST104AIIEA OF SIGNAGE FACADE OF THE BUILDING 00e1): ALLOWANCE:.75mz /linear facade 577.74 piz (53.67 mz) E)Cl a'i ) 300--0 pi (91.44 m) 'FHC.0-0 ` = t.O 11.7 �n1 22T-0 PP (68.36 MI) —7- GINE'R! ACCokw I "EE F B-it'2006o_ � ..a .._ = Figure 5 - Site Plan Ul 3tM.ICS :SIN', I Wd A )1 --[_BA 1Vi I red Ird ewv� iivlaa wi iI U-1 EASEMENT iro>3d lll� TV.L3a 'maso.i 'ONIIS➢G' sm = &r fj3tt'I6 k lel AYEhIUF �+ Rv OF ! OT .ta+>c •`a mV,.j" �rTs�.,t SJtj Auto "24D, Coo (Cc, (,InvEpLEx P4CC-v F ,I GENERAL COMMITTEE - FEBRUARY.7, 2006 TOWN OF AURORA [AG ENDA ITEM # GENERAL COMMITTEE REPORT No. ADM06-003 SUBJECT: Partnering Opportunities with Neighbouring Municipalities FROM: John S. Rogers, Chief Administrative Officer DATE: February 7, 2006 RECOMMENDATIONS THAT CAO Report ADM06-003 dated February 7, 2006 regarding Partnering Opportunities with Neighbouring Municipalities be received and the following recommendation(s), be adopted. 9. THAT the CA be authorized to: a) meet on a regular basis with the CAOs of the other participating municipalities, Newmarket, East Gwillimbury, Georgina, King, and Whitchurch-Stouffville to continue to review areas of mutual interest in the operational and administrative service areas and at the regional and provincial level b) partner with the other participating municipalities on a joint approach to: i) implementing the three stream solid waste program ii) reviewing of strategic infrastructure requirements subject to a further reports to the respective Councils setting out details including budget impact. BACKGROUND & COMMENTS The CAO's of the Six Northern Municipalities have had a number of meetings as a follow- up to discussions with the Mayors at a meeting of the Mayors of June 30, 2005 to discuss three areas of mutual interest - operational and administrative services, regional issues and provincial issues. These 6 municipalities have common interests and have a number of existing co-operative ventures. The most recent example is the internal auditor service shared between Aurora, East Gwillimbury, Georgina and Newmarket. The CAO's have found great benefit in these meetings in fostering a co-operative working relationship and for a number of administrative reasons which are summarized as follows: a6z GENERAL COMMITTEE — FEBRUARY 7, 2006 February 7, 2006 - 2 - Report No. ADM06-003 1. Information Sharing: This is a good opportunity to share information in general and in particular information that may have an impact beyond our individual municipalities to our neighbouring municipalities. For example we have found that due to resource constraints within the various municipalities it is not always possible to be represented at meetings and on committees dealing with some of these broader issues. A very good example this summer was the OPA meetings dealing with the power requirements for the northern part of York Region. At our CAO's meeting we were able to review issues for those unable to attend and identify upcoming key discussion points. With respect to the POA (courts) review, we have been represented by one of our CAO's on the steering committee. 2. Innovation and identification of opportunities: Our meetings present an opportunity to discuss new ideas, innovative approaches, challenges associated with implementing an innovative initiative, results and opportunities for partnership. Items in this area have included discussions respecting voluntary contributions from developers, customer service and call centres and business planning. Discussion at the CAO level can greatly assist in getting quickly to the strengths, weaknesses, opportunity and threats associated with considering, reviewing, and implementing new innovative ideas. 3. Common standards and Continuous Improvement: Discussion around this table identified common challenges which in many cases have already been faced by a municipality at the table and addressed through a particular standard, practice or policy. Considering common standards can greatly assist both in the area of efficiencies such as joint training (i.e. business planning) and effectiveness in terms of best practice (i.e. development standards). The continuous improvement outcome results from continually identifying and moving towards better standards. In the development area a more unified position can be presented when requested to alter standards or when proposing to improve a standard. Municipalities at the table can benefit from the experiences of a municipality piloting a non-standard development related approach proposed by the development community or by the municipality. 4. Areas of Common Interest: There are many areas of common interest and thus opportunities to provide support which when done as a whole, or where more localized as neighbours, a stronger more cohesive/unified front can be presented improving the probability of success. For example, requests for 400 series highway improvements, regional and provincial transportation master plan updates and related infrastructure programs should be more effective if requested and supported by more than one Mayor and Council. In addition, in areas such as solid waste collection a more collective approach should result in a more efficient and effective service and one that is namless to the customer, our residents. In GENERAL COMMITTEE — FEBRUARY 7, 2006 February 7, 2006 - 3 - Report No. ADM06-003 other areas, the need to consider improving the connectivity of our municipalities has been identified. These areas include economic development, transportation systems including walking trails, bike trails and sidewalks, recreational services and facilities, environmental/natural heritage systems, hard services and emergency planning. Our discussions have been very broad ranging and there is a need for prioritization. We have identified the following priority items: Formalize Meetings: Provide the CAOs with authorization from the Councils of the participating municipalities to continue to meet for the purposes of knowledge sharing and identifying and considering partnering opportunities. The CAOs would continue to meet with the York Region Area CAOs and in addition would meet approximately every 2 months to continue discussions of common interests. The CAO's from the Northern Six Municipalities would continue to consult with and provide opportunities for participation in initiatives to the other municipalities of York Region. The establishment of this group will provide a referral location for the Councils to direct items that should be considered which require coordination with neighbouring municipalities. 2. Solid Waste Collection: The 6 municipalities in northern York Region are at a similar stage with respect to solid waste collection currently providing blue box, leaf and yard waste and garbage collection services. As we move towards the collection of source separated organics, we believe that a more cohesive joint tender approach would maximize the probability of providing the most efficient and effective service to our residents. The tender would provide for a menu of services appropriate to the various municipalities and provide for individual contracts with the participating municipalities. Further contracts would provide for a common commencement date (May 1st, 2007 currently proposed) which would allow for joint advertising, education and promotion and a common transition for all of our residents. For 2006, we believe that external consulting services are required to assist in this endeavour to for example coordinate and prepare tender documents with the cost equally shared among the participants for an estimated total of $30,000 ($5,000 each). We also believe that this would put the participating municipalities in a better position to determine whether further consideration should be given to requesting the transfer` of solid waste collection services to the Region which would be considered after some experience is gained with the three stream system of service. Infrastructure needs: A cohesive strategic review of the infrastructure required to service our municipalities would be appropriate and timely to ensure that we meet our future needs. This would include a more comprehensive approach in reviewing the regional and provincial infrastructure plans. There are current and emerging needs in our various municipalities to ensure that our infrastructure is planned and implemented to meet our individual and common needs to address growing issues related to our hard services including water, sewer, roads, hydro and telecommunications. —11— GENERAL COMMITTEE - FEBRUARY 7, 2006 February 7, 2006 - 4 - Report No. ADM06-003 There are a number of other areas that should also be reviewed which include: i. Emergency services ii. Economic Development iii. Human Resources iv. Environmental v. Library Services vi. Shared Facilities FINANCIAL IMPLICATIONS A budget of $5,000 per municipality would be required for 2006 which would be covered in the C.A.O's Budget. Future budget requirements will be identified as initiatives and projects are recommended to the Mayor and Councils. CONCLUSIONS The formalizing of the current arrangements would be beneficial to the Town of Aurora for the resources set out above. LINK TO STRATEGIC PLAN Goal A - To maintain a well managed and fiscally responsible municipality. OPTIONS That Council take no action. ATTACHMENTS M PRE -SUBMISSION REVIEW Management Team — February 1, 2006 Prepared by. John S. Rogers, Chief Administrative Officer - Ext. 4244 Rogers Chief Administrative Officer -12- GENERAL -COMMITTEE — FEBRUARY 7, 2006 �cNA ffffl#3 -TOWNOF AURORA .+E l GENERAL COMMITTEE r . r SUBJECT: Councii Attendance FROM: Bob Panizza, Director Corporate Services DATE: February 7, 2006 RECOMMENDATIONS THAT the meeting attendance summary attached as Appendix #9 to this report be received for information. BACKGROUND At the Council meeting of January 17, 2006 Councillor West requested a report to Council regarding the attendance of Councillors at all meetings from January to December 2005. COMMENTS In order to provide a complete summary of attendance activity since the beginning of the Council term of office in December 2003, an additional list has been included for 2003 & 2004 meetings. It should also be noted that the attendance summary does not provide details for any absence as per the directive of Council that was passed on February 8, 2005. This resolution is attached as Appendix #2. FINANCIAL IMPLICATIONS None OPTIONS None LINK TO STRATEGIC PLAN Goal E Speaks to promoting open, accountable, transparent and accessible government. —13— GENERAL COMMITTEE - FEBRUARY 7, 2006 February 7, 2006 - 2 - Report No. CS06-011 ATTACHMENTS Appendix #1 — Meeting Attendance Summary Appendix #2 — Council Resolution February 8, 2005 PRE -SUBMISSION REVIEW Management Team — February 1, 2006 Prepared by: Bob Panizza, ext. 4221 Bob Panizza, DIrector Corporate Services —14— GENERAL COMMITTEE - FEBRUARY 7, 2006 MAYOR/COUNCIL ATTENDANCE SUMMARY COUNCIL/PUBLIC PLANNING/GENERAL COMMITTEE TERM 2003/2004 X = absent APPENDIX #1 TIM JONES PHYLLIS MORRIS NI DAMIR VVENOY RON� ,BILL JOHN KEAN VRANCIC 'GAERTNER �WALLACEHOGG WEST i EVELYN ( BUCK HFebruary _ January January X X X March 9 X X March 30 April 13 April 27 Sp. Council April 30 X X X X Ma 11 X Ma 1s X X Sp. Council Ma 25 Ma 25 June 8 Sp. Council June 22 X X June 22 X July 13 Sp. Council July 20 X X X Sp. Council 16 X X X —August August 17 Sp. Council September 7 X X Se tember 14 Se tember 28 October 12 October 26 November 9 X X November 23 X December 14 X Sp. Council December 20 _ X TOTAL COUNCIL ABSENTS 1 0 4 8 ---- 3 0 3 8 - 4 �� 0 PUBLIC PLANNING January 28 X X February 26 X X March 24 X X April 28 X X May 26 X X X June 23 X X X X Se tember29 X X November 24 X X December 15 X X X FTOTAL PUBLIC PLANNING ABSENTS 2 ! 1 j 5 3 0 1 6 4 0 S:\Corporate SeMces\C00 Council, Boards & By -Laws - Gearal\C0IJNCIL7MceAj\2004 Councillor Meeting Attendance - REVISED - without reasons - PINALdoc GENERAL COMMITTEE - FEBRUARY 7, 2006 MAYOR/COUNCIL ATTENDANCE SUMMARY COUNCILIPUBLIC PLANNING/GENERAL COMMITTEE TERM 200312004 X = absent MEETING TIM PHYLLIS NIGEL DAMIR WENORON BILL JONES MORRIS KEAN VRANCIC GAERTNER WALLACE HOGG JOHN EVELYN WEST BUCK COMMITTEE Special GC January17 �-- X X January 20 X x February 3 X Special GC Februar 9 x Special GC Februar 12 x February 17 Special GC Februar 19 X X X x x March 2 x Special GC March 4 x March 23 x April 6 Special GC A rll 17 April 20 X May 4 X x May 18 X x June 1 x June 15 X September 7 X x September 21 October 19 i Special GC October 25 x November2 X X November 16 X X December 7 X TOTALGENERAL COMMITTEE ABSENTS 1 7 4 5 0 1 ttt SACorporate Services\C00 Council, Boards & By -Laws -General\COUNCII701g\2004 Councillor Meeting Attendance - REVISED -without reasons FINAL.doc GENERAL COMMITTEE - FEBRUARY 7, 2006 MAYOR/COUNCIL ATTENDANCE SUMMARY ASSEMBLIES 2003/2004 X - absent * Closed to the public S \Corporate Services1C00 Council, Boards & By -Laws - DeneraNCCUNCII.TMoktt7r=04 Councillor Meeting Attendance - REVISED - without reasons.doc GENERAL COMMITTEE - FEBRUARY 7, 2006 MAYOR/COUNCIL ATTENDANCE SUMMARY IN -CAMERA 2004 jr!l m; low" Jan 13 Jan 20 Feb 10 Q Mar 2 H Mar 9 Mar 30 Apr 13 Apr 30 May 4 May 18 i- June 1 June 8 June15 .1� July 20 -18- GENERAL COMMITTEE - FEBRUARY 7, 2006 MAYOR/COUNCIL ATTENDANCE SUMMARY IN -CAMERA 2004 MIAMI • TE-iil I Oct. 12 Oct 26 I rl -19- GENERAL COMMITTEE - FEBRUARY 7, 2006 MAYOR/COUNCIL ATTENDANCE SUMMARY ADVISORY COMMITTEES 2003/2004 X = absent Accessibility Advisory ! 1 Committee John West Catherine j Couchman Jim Hamilton Ivy Henriksen Helen Kogan John Lenchak May 27 June 24 X July 29 X X August 26 October 28 November25 TOTAL ABSENTS X 2 0 X 2 0 X 1 7 Aurora i Heritage Committee ! ... Nigel; Kean! Ron I Wallace Diane Fergueson Margaret Brevik 1 ! John i Mcintrye I Bob McRoberts Stan Rycombel I Jane Staunton,, ! Walter Mestrinaro May 10 June 15 X X August 9 X X X X Sept. 13 X X October 18 X X November 3 X X Dec. 13 X X __ TOTAL ABSENTS 4 1 1 2 1 3 4 S:\Corporate Services\Coe Council, Boards & By -Laws - General\COUNCIL\MZ flg\2004 Councillor Meeting Attendance -REVISED -without reasons - FINALdoc GENERAL COMMITTEE - FEBRUARY 7, 2006 X = absent MAYORICOUNCIL ATTENDANCE SUMMARY ADVISORY COMMITTEES 2003/2004 SI\Corporate Services\C00 Council, Boards & By-Laws-CR2rjl\Q0UNCtUMeeling\2004 Councillor Meeting Attendance - REVISED -without reasons - FINAL.doc GENERAL COMMITTEE - FEBRUARY 7, 2006 MAYOR/COUNCIL ATTENDANCE SUMMARY ADVISORY COMMITTEES 2003/2004 X = absent Lake Simcoe Region Conservation Authority Board Meetings John West !' January 23 February 27 March 26 A df 23 May 28 June 25 July 23 X August 27 September 24 October 22 November 26 X December10 _ TOTAL ABSENTS 2 SACorporate ServlceslC00 Council, Boards & By -Laws - Caar2r2QDUNClUcIeet1ng@004 Councillor Meeting Attendance - REVISED - without reasons - FINAL.doc GENERAL COMMITTEE - FEBRUARY 7, 2006 MAYOR/COUNCIL ATTENDANCE SUMMARY ADVISORY COMMITTEES 2003/2004 X = absent SACaporate Services\C00 Council, Boards & By -Laws - rc2SQD1-JNCIL\Meet1ng 2004 Councillor Meeting Attendance - REVISED - without reasons - FINAL.doc GENERAL COMMITTEE - FEBRUARY 7, 2006 MAYOR/COUNCIL ATTENDANCE SUMMARY COUNCIL 2005 X- ABSENT MEETING TIMPt1YLLIS JONES MORRIS NIGEL KEAN DAMIR WENDY VRANCIC GAERTNER RON WALLACE 81LL HOGG JOHN WEST EVELYN BUCK COUNCIL January11 Januar 25 X X February 8 X February 22 X Sp. Council 28 X X —February Sp. Council March 8 X X March 8 X S. Council March 17 X Sp. Council March 22 X Sp. Council — shareholder March 24 X X Sp. Council March 24 X X March 29 X X April 12 April 26 X Ma 10 X Ma 24 X June 14 Sp. Council - June 22— Borealis X X X June 28 X July 12 X Sp. Council — Jul 21 X X X X August 16 September 13 X Sp. Council - September 20 X X X X Sp. Council — September 23 X X X X September 27 X October 11 October 25 X November November 22 X December 13 X Sp. Council - Budget December 20 TOTAL COUNCIL ABSENTS 2 7 3 4 1 3 5 :16 1 1 SACorporate Services\C00 Council, Boards 8 By -Laws - GeneraNCOUNC1I[l Councillor Meeting Attendance -REVISED -without reasons - FINAL,doc GENERAL COMMITTEE - FEBRUARY 7, 2006 MAYOR/COUNCIL ATTENDANCE SUMMARY PUBLIC PLANNING 2005 X- ABSENT SACorporate SeNlceMC00 Council, Boards $ By -Laws - GeneraINCOUNCICRv259M005 Councillor Meeting Attendance - REVISED - without reasons - FINAL.doc GENERAL COMMITTEE - FEBRUARY 7, 2006 MAYOR/COUNCIL ATTENDANCE SUMMARY GENERAL COMMITTEE 2005 X- ABSENT TIM PHYLLIS NIGEL DAMIR WENDY -RON BILI. JOHN EVELYN MEETING JONE iVRANCIC GAERTNER WALLACE -NOGG WEST BUCK GENERAL COMMITTEE _ Special GC Capital Budget X X X January 15 January 18 X February 1 X X X February 15 X Sp. GC X February 19 Sp. GC X February 26 March 1 X Sp. GC - Budget X March 7 April 5—cx1d April 19 X May 3 X X X Ma 17 June 7 X X X June 21 — Se tembar6 X X Se tember 20 X X X October 4 X X October 18 X X November 1 X X November 15 X X Sp. GC — Budget X November 24 Sp. GC — Budget X X November 28 Sp. GC — Budget X X Decembers X X X 5 EDecember6. 0 8 7 5 4 6 a 2 0 E mom S:\Corporate Services\C00 Council, Boards & By -Laws - GeneraftCOIJNC=4690006 Counclllor Meeting Attendance -REVISED -without reasons - FINAL.doc GENERAL COMMITTEE - FEBRUARY 7, 2006 MAYOR/COUNCIL ATTENDANCE SUMMARY ASSEMBLIES 2005 X- ABSENT SACorporate Services\C00 Councll, Boards & By -Laws - General\COUNCIL7,lztArggn005 Councillor Meeting Attendance - REVISED - without reasons - FINAL-Acc GENERAL COMMITTEE - FEBRUARY 7, 2006 MAYOR/COUNCIL ATTENDANCE SUMMARY IN -CAMERA 2005 MEETING TIM PHYLLIS JONES IMORRIS NIGEL DAMIR WENDY RON BILL JOHN KEAN VRANCIC GAERTNER WALLACE HOGG WEST EVELYN BUCK IN -CAMERA Jan 11 Jan 25 X X X Feb 8 X Feb 15 X Feb 28 X Mar X X Mar 7 X Mar 8 X X X i Mar 17 X Mar 22 (15 meetin X Mar 22 (2 meeting) xX i Mar 24 X X Apr 5 X Apr 12 X X X May 3 X X X May 17 X X June 7 X X X X X June 14 X X X June 28 X X i TOTAL IN -CAMERA { I * Meeting cancelled due to a lack of quorum GENERAL COMMITTEE - FEBRUARY 7, 2006 MAYOR/COUNCIL ATTENDANCE SUMMARY IN -CAMERA 2005 Sept 13 Sept 27 Oct 4 Oct 11 Nov 1 Nov 22 Dec 6 Dec 13 -29- GENERAL COMMITTEE - FEBRUARY 7, 2006 MAYOR/COUNCIL. ATTENDANCE SUMMARY ADVISORY COMMITTEES 2005 X- ABSENT Diane Fergueson ! Margaret Brevik 1, John Mein i Bop McRoberts Stan ! Rycombal Jane Staunton Walter Mestrinaro Aurora Heritage ql Committee Nigel! Kean' Ron Wallace ' January 10 - cancelled February 14 X X X March 21 X X April - cancelled May 9 X June 13 X X August 15 X 1 September 12 X X X November 14 X X December 12 X X - TOTAL ABSENTS11 2 2 1 3 1 0 1 0 1 4 4 SACcrparate Services\C00 Council, Boards & By -Laws - General\CCUNCILSf aQgT0005 Councillor Meeting Attendance - REVISED - without reasons - FINAL.doc GENERAL COMMITTEE — FEBRUARY 7, 2006 MAYOR/COUNCIL ATTENDANCE SUMMARY ADVISORY COMMITTEES 2005 X- ABSENT ' Environmental Phyllis Wendy Robert Mary Ellen Darryl David Susan Klaus i Advisory Morris Gaertner Cook Hill Mole Moore Tomlinson Walmer Wehrenberg) Committee January 10 X X January 24 X X X February 21 X March 21 X X i April 11 X May 9 X X June 13 X X X X June 27 X X X X September 12 X October 17 X X X November 14 X X December 12 TOTAL ABSENTS se 1 0 1 0 X 5 2 4 1 4� Finance Advisory Committee Tim Jones Bill Evelyn lio Buck January 12 — cancelled February 9 - cancelled March 9 - cancelled April 13 - cancelled May 11 June 8 July 7 X Participated via conference call September 14 November 14 :TOTAL 0 0 0 SACorporate Services\300 Council, Boards&By-Laws -Gpa 1\C0UNCIL\Meel1ng12005 Councillor Meeting Anendance- REVISED - without reasons - FINAL.doc J 1 GENERAL COMMITTEE - FEBRUARY 7, 2006 MAYORICOUNCIL ATTENDANCE SUMMARY ADVISORY COMMITTEES 2005 X- ABSENT ure Wendy Nigel Damir Diane Alan Stephen John Dawn Al ices Gaertner Kean Vrancic Buchanan Dean Dupuis Gallo Irwin Wilson isory ittee 13 X X 10 h14 X X 10 X X 4 X X X X— rum X X X X X X X X Se tember 8 X X X October 13 X X November10 December 8 — cancelled TOTAL 1 0 1 3 1 5 1 2 1 1 1 3 1 5 1 1 1 4 ABSENTS SACorporate Services=0 Council, Boards & By -Laws _C�r{a6COUNCILIMeeting=05 Councillor Meeting Attendance - REVISED- without reasons - FINAL.doc J L GENERAL COMMITTEE - FEBRUARY 7, 2006 MAYOR/COUNCIL. ATTENDANCE SUMMARY ADVISORY COMMITTEES 2005 X- ABSENT so La a Simce�r Region Conservation Authority Board Meetings John West January 28 February 25 March 18 April 14 April 22 May 27 June24 August 26 September 23 October 28 I November 25 December 16 TOTAL ABSENTS 0 SACorporate Servlces\C00 Council, Boards & By -Laws - Gagey3hCOUNCIUMeetingW05 Councillor Meeting Attendance - REVISED - without reasons - FINAL.dac J J GENERAL COMMITTEE - FEBRUARY 7, 2006 MAYOR/COUNCIL. ATTENDANCE SUMMARY ADVISORY COMMITTEES 2005 X- ABSENT SACorporate Services\C00 Council, Boards & By -Laws -GS2v- C0UNCIL\Meet1ngM05 Councillor Meeting Attendance - REVISED -without reasons-FINAL.doc GENERAL COMMITTEE - FEBRUARY 7, 2006 APPENDIX #2 • -O-. EXTRACT FROM • r4 ON r.Y, FEBRUARY 8, 2005 Vill CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 4. Memorandum from Councillor West Re: Council Attendance -Minutes Moved by Councillor West Seconded by Councillor Morris THAT the minutes report Members in attendance after the meeting has been called to order as "present", and those Members not present as "absent'; and THAT arrival and departure times be recorded for Council Members who arrive after the meeting has been called to order and for those Members who leave before the adjournment of the meeting; and THAT for all committees of Council, councillors and citizens be recorded in the same way. AMENDMENT: Upon the question of the adoption of the resolution, it was: Moved by Councillor Vrancic Seconded by Councillor Morris THAT, where the reason for absence is given by the Councillor to the Town Clerk, it shall be recorded in the minutes. DEFEATED The main motion was DEFEATED. CORRESPONDENCE SENT BY: ACTION DEPT.: INFO DEPT.: CAO, Councillor West. File -35- GENERAL COMMITTEE — FEBRUARY 7, 2006 : � NDA ITEM -TOWN OF AURORA GENERAL COMMITTEE REPORT CS06-010 SUBJECT: Crisis Communications Plan FROM: Bob Panizza, Director of Corporate Services DATE: February 7, 2006 RECOMMENDATIONS THAT the report entitled CS06-010 Crisis Communications Plan as outlined in attached Appendix #1 be adopted; and THAT staff be directed to implement the strategies contained within the plan. BACKGROUND The Crisis Communications Plan has been drafted as a complimentary document to the Town's Emergency Response Plan which was adopted by Council on December 13, 2005 and outlines the specific role of Communications staff and the Emergency Control Group during an emergency/crisis situation. The first draft of the Crisis Communications Plan was completed and circulated to Senior Management on November 23, 2005. At that time, Senior Management was given the opportunity to review the document and provide feedback and comments which have been incorporated into the final document. COMMENTS The revised Crisis Communications Plan supports the goals of the Town's Emergency Response Plan and empowers Town staff to be active participants in a crisis situation. The plan focuses on planned emergency responses, procedures and policies that will help staff to be better prepared to manage the situation and deliver clear messages to all stakeholders involved. When notification of a crisis has occurred, the Chief Administrative Officer or designate will immediately contact the Communications/Marketing Coordinator to jointly establish the level of communications support that may be required to assist operations. —36— GENERAL COMMITTEE — FEBRUARY 7, 2006 February 7, 2006 - 2 - CS06-010 The Communications/Marketing Coordinator will assemble the required resources that to effectively meet the needs of the crisis. All members of the crisis communications team will report to the Communications/Marketing Coordinator, who will act as the primary communications link with operational staff and senior management. The Site Information Officer will report to the Incident Commander and the Communications/Marketing Coordinator. The team will also consist of the Web/ Communications Specialist, the Media and Call Centre Team Leaders and the designated Communications alternates (to be designated). The Communications/Marketing Coordinator will report to the Chief Administrative Officer (CAO) and will provide communications support and counsel to the emergency operations team, Mayor, Council and Municipal Control Group. The overall function of this team is to manage all communications and reputation management for the Town and its residents. Some of the crucial tasks performed are to manage all media relations and communications activities, establish open lines of communication with key internal and external stakeholders, develop and manage the roll -out of communications strategies, manage issues (i.e. response, business continuity, support, liability, and policy), media relations etc. Council's endorsement of this plan will provide the necessary directive to staff in order to achieve the proposed crisis communication objectives. It will also improve our responsibility to communicate emergency response messaging to residents and surrounding communities. OPTIONS It is imperative that this plan is adopted in order to be ready for any forthcoming emergencies that may arise in the future. Council need make the decision to adopt the plan as proposed. FINANCIAL IMPLICATIONS The creation of the Crisis Communications Plan does not require additional funding support in current year, however funding for emergency equipment and materials will be needed in the future years which will be identified as part of budget presentations. —37— GENERAL COMMITTEE — FEBRUARY 7, 2006 February 7, 2006 - 3 - CS06-010 CONCLUSION In conclusion, this plan will ensure that the Town of Aurora has adequate resources in place to quickly and effectively meet the information needs of internal and external audiences in a crisis. This plan is in support of the Town of Aurora's Emergency Response Plan, and will be used when the Town needs to respond to the information needs and concerns of their stakeholders in a crisis. At all times the crisis communications team will support emergency operations and take a pro -active role with regard to internal and external communications; including public and media relations. Adoption and practice of this plan will prepare the Town of Aurora staff to effectively react to a crisis situation and manage the emergency response process successfully. Town staff will also participate in annual emergency exercises which will be executed in conjunction with the Emergency Response Plan. The efficient actions and responses of the Town's Crisis Response Team will increase the reputation of the Town and its Council and ensure the safety of all residents. ATTACHMENTS Appendix "I" — Crisis Communications Plan Prepared by: Michelle Outar, ext. 4228 &J Bob Panizza, Director of Corporate Services 121-M GENERAL COMMITTEE - FEBRUARY 7, 2006 APPENDIX 1 Auitoiuk Crisis Communications Plan -39- GENERAL COMMITTEE - FEBRUARY 7, 2006 TABLE OF CONTENTS rE- 1. INTRODUCTION 1.1 Objective........................................................................................... 1 1.2 Use................................................................................................... 1 1.3 Notification.........................................................................................1 1.4 Authority............................................................................................1 2. AUDIENCES 2.1 General..............................................................................................2 2.2 Internal Audiences............................................................................. 2 2.3 External Audiences............................................................................ 2 2.4 General Audience Information Needs ................................................ 2 2.5 Specific Audience Information Needs ................................................ 3 3. MEDIA RELATIONS 3.1 Media Relations Policy...................................................................... 4 3.2 Media Relations Guidelines............................................................... 5 3.3 Communications Support................................................................... 5 3.4 Preparing for a Media Interview......................................................... 6 4. KEY MESSAGING 4.1 General Overview..............................................................................7 4.2 Key Messages................................................................................... 7 5. POTENTIAL ISSUES 5.1 Potential Disasters............................................................................. 8 5.2 Potential Issues................................................................................. 8 5.3 Key Messages in a Disaster.............................................................. 8 6. CRISIS COMMUNICATIONS SYSTEM 6.1 Purpose.............................................................................................9 6.2 Levels of Response...........................................................................10 6.3 Set Up for Level III Crisis...................................................................10 6.4 Communications Flow Chart..............................................................11 6.5 Specific Functions 6.5.1 Emergency Operations Centre...........................................12 6.4.2 Site......................................................................................14 6.4.3 Media Centre.......................................................................15 6.4.4 Call Centre..........................................................................18 7. ROLES & RESPONSIBILITIES 7.1 Communications/Marketing Coordinator............................................23 7.2 Site Information Officer......................................................................28 7.3 Media Centre Team Leader...............................................................31 7.4 Call Centre Team Leader..................................................................35 8. CALL FAN -OUT PROCEDURE.................................................................38 GENERAL COMMITTEE — FEBRUARY 7, 2006 9. SUPPORTING DOCUMENTSITEMPLATES 9.1 Forms 9.1.1 Call Centre Log 9.1.2 Media Accreditation 9.1.3 Media Inquiry 9.1.4 Public Information Request 9.2 Procedures 9.2.1 News Release 9.2.2 Web Site Management 9.2.3 Internal Email-Voicemail Broadcast Procedure 9.2.4 Language Interpretation/Translation Services Procedure 9.3 Templates 9.3.1 Internal Information Bulletin 9.3.2 Media Notice 9.3.3 News Release 9.4 Resources 9.4.1 Internal and External Contacts 9.4.2 Media Contacts 9.4.3 Emergency Management Backgrounder 9.4.4 Public Safety Information 9.4.5 Community Map —41— GENERAL COMMITTEE - FEBRUARY 7, 2006 Section 1 Plan Introduction 1.1 Objective This plan will ensure the Town of Aurora has adequate resources in place to quickly and effectively meet the information needs of internal and external audiences in a crisis. 1.2 Use This plan is in support of the Town of Aurora's Emergency Plan, and will be used when the Town needs to respond to the information needs and concerns of their stakeholders in a crisis. At all times the crisis communications team will support emergency operations and take a pro -active role with regard to internal and external communications; including public and media relations. 1.3 Notification When notification of a crisis has occurred, the Chief Administrative Officer or designate will immediately contact the Communications/Marketing Coordinator to jointly establish the level of communications support that may be required to assist operations. 1.4 Authority The Communications/Marketing Coordinator will call in the communications resources that are required to effectively meet the needs of the crisis. All members of the crisis communications team will report to the Communications/Marketing Coordinator, who will act as the primary communications link with operational staff and senior management. The Site Information Officer will report to the Incident Commander at site and the Communications/Marketing Coordinator. APPROVED: REVISED: Page 1 of 36 -42- GENERAL COMMITTEE - FEBRUARY 7, 2006 Section 2 2.1 General Audiences. At all times open lines of communication will be established with internal and external audiences. The type and severity of the crisis will determine which stakeholder audiences are Involved. 2.2 Internal Audiences • Emergency operations personnel. • First responders. • Mayor and Council. • Town staff and contractors. 2.3 External Audiences • Family members of Town staff. • Neighbouring communities. • Emergency response and recovery stakeholders (i.e., industry, Canadian Red Cross, regional health care authority, school board(s), airport authority, Office of Critical Infrastructure Protection and Emergency Preparedness, provincial emergency preparedness organization, other provincial/federal agencies). • Media. • General public. • People directly impacted by the crisis. • Special interest groups. 2.4 General Audience Information Needs At the onset of a crisis the following information will need to be communicated to all audiences: • An incident has occurred. • Nature, location and time of incident. • Status of public safety. • Actions to be taken. • Actions being taken to manage the crisis. • How and when further information will be available. • Where to go for further information. APPROVED: REVISED: Page 2 of 36 —43— GENERAL COMMITTEE - FEBRUARY 7, 2006 2.5 Specific Information Needs In addition to the information needs of all audiences listed in Section 2.4, audiences will require personalized messages as follows: Audience Responsibility Information Needs Mayor and Council Communications/Marketing . Potential issues that may arise. (Site Information Officer) Coordinator . Potential media and public Interest. Chief Administrative Officer . Media and public activities. . Communications strategies and key messages Stakeholder Communicators Communications/Marketing . Community's role/responsibility in the crisis. (i.e., police, industry, Coordinator . Potential issues that may impact their government) organization/clients. . Potential media and public interest. . Key messages & communications strategies. . Potential joint communications strategies. . Immediate or potential support/action required, Staff Communications/Marketing . Impact on staff. Coordinator (through the . Actions staff must take. Media Centre if established) . Support required. . . Impact on operations. Family members (staff) Communications/Marketing . Impact on their family member. Coordinator (through the Call . Actions they should take. Centre if established) . Reassurances on issues with regard to the safety and well being of staff members and others who have been impacted. People directly impacted Communications/Marketing . How they can get help. Coordinator (through the . How they can help themselves. crisis communications team) . Safety precautions to take. Family of people directly Communications/Marketing . Status of family members. impacted Coordinator (through the Call . How they can contact a family members. Centre if established) . Actions they should take. . Reassurances on Issues with regard the safety and well being of family members and others who have been impacted. Media Communications/Marketing . How they can help emergency operations. Coordinator (through the . Safety precautions/actions the public needs to take. spokesperson and crisis . How their information, interviews and picture needs communications team) will be met. General public Communications/Marketing . Safety precautions to take. Coordinator (through the . How they can help emergency response: crisis communications team) ✓ stay away from the area Impacted. ✓ stay off the phone — keep roads and phone lines available for emergency use. ✓ remain calm. ✓ stay tuned to local media for further information. APPROVED: REVISED: Page 3 of 36 -44- GENERAL COMMITTEE - FEBRUARY 7, 2006 Section 3 Media Refations 3.1 Media Relations Policy (Ensure all staff know the policy prior to an emergency). At the onset of a crisis, the Chief Administrative Officer, in conjunction with the Communications/Marketing Coordinator, will appoint a senior staff person to act as the official spokesperson for the community. The official spokesperson (or designate) will be the only person to speak on the community's overall crisis response and recovery efforts. Political, strategic operational decisions and policy issues will be communicated to the media through the spokesperson. The Chief Administrative Officer, in conjunction with the Communications/Marketing Coordinator, will assign key operational personnel to support the spokesperson and speak about matters within their area of expertise. Staff should refrain from speaking to the media on political, strategic operational decisions or policy issues. In their official emergency response capacity, Town of Aurora employees with an emergency response or recovery role (i.e.Fire Chief or designate) may agree to be interviewed by the media provided they only speak about matters within their area of responsibility. At no time should these people speak to the media on political, strategic operational decisions or policy issues. Town of Aurora employees, who don't have a role in emergency response or recovery efforts, should not speak to the media about the emergency unless they have received clearance through the Communications/Marketing Coordinator. Response Personnel... May seek advice in advance from the Communications/Marketing Coordinator if desired or feasible. May respond or refer the information request to their superior or the Communications/Marketing Coordinator. Must refer questions that fall outside of their personal experience or expertise to their supervisor, subject matter experts, or the Communications/Marketing Coordinator. Must inform the Communications/Marketing Coordinator of the interview, and questions that fell outside of their area of expertise. Must ensure the accuracy of any information provided. Must ensure interviews are on the record and for attribution by name/title unless otherwise authorized. Must inform the Communications/Marketing Coordinator of the results of the interview and any speculative questions. 3.2 Media Relations Guidelines When dealing with the media in a official capacity... Never • Respond to media inquiries that fall outside personal experience or expertise, unless otherwise approved. • Undermine the safety of response personnel or the success of response and recovery operations. • Speculate about events, incidents, issues or future policy decisions. APPROVED: Page 4 of 36 REVISED: —45— GENERAL COMMITTEE - FEBRUARY 7, 2006 • Offer personal opinions. • Discuss advice given to superiors. Always Seek advice and support from the Communications/Marketing Coordinator when desired or when in doubt about how to respond. Agree to be interviewed only if you personally want to do it. Respect the principal of security, policy, the judicial process and laws governing the disclosure of information. 3.3 Communications Support The Communications/Marketing Coordinator (and/or designates) will support media relations activities as follows: Manage and coordinate requests for media interviews. Deliver key messages and provide updates to the media. Set up media interviews and news briefings with spokesperson/area experts. Work with response agencies that have a need to release information to the media about the crisis -- research their position, what they are saying and how joint communication efforts can be managed. Brief and prepare personnel for media interviews/briefings. Prepare and distribute key messages and communication pieces. 3.4 Preparing for Media Interviews When possible and appropriate, the Communications/Marketing Coordinator and designates will prepare Town of Aurora personnel for media interviews/briefings as follows: • Situation update. • Needs of reporter(s) — story angle, type of reporter, reporter's attitude, questions likely to be asked, other organizations or people the reporter will be interviewing. • Public's attitudes (general public, stakeholder organizations, special interest groups). • Potentially tough questions or issues that might come up. • Key messages. • Public Directives — i.e. listen to CFRB 1010, FOXY 88.5, 680 News on the FM dial for updates. • Issues to avoid. • Interview or briefing logistics (time, location, format, and time limit). APPROVED: REVISED: Page 5 of 36 —46— GENERAL COMMITTEE — FEBRUARY 7, 2006 Section 4 Key Messaging; 4.1 General Overview Key messages will help the Town of Aurora effectively communicate to all audiences. Although key messages will change and evolve throughout emergency response and recovery operations, the messages should include: The Town's agenda and priorities. Fact about what went well. Facts that refute negatives. Facts that support the Town's story. Public Info/ Directives. 4.2 Key Messages A message of empathy for the impact the crisis has on people or the environment. (This does not mean the Town is taking responsibility for the incident — only showing compassion toward those who have been impacted). The Town's first priority is for public safety (include other priorities such as environmental impact). We are working cooperatively with partner response agencies (name agencies) to effectively manage the crisis and minimize its impact on people, the environment and our community as a whole. Include a message about what is being done to manage the situation. SAMPLE "The Town of Aurora has an effective emergency response system in place. We have well -trained personnel who have practiced and tested the rollout of the emergency response plan. The last drill took place (date). Our personnel are now doing what they have been trained to do. Everything that can be done will be done. ✓ The Town of Aurora is taking a proactive role with regard to the release of information. ✓ New information will be released to all interested parties when it becomes available. (Add any new information) ✓ Ongoing public information about the situation will be posted on our web site at www.e-aurora.ca or listen to CFRB 1010, 680 News or FOXY 88.5 for updates, and Information lines have been established as follows: Public XXX-XXXX Media XXX-XXXX Additional messages that: Support what is being done to manage the crisis. Support what was done in advance of the crisis to reduce its occurrence and impact. Reassure the public and help reduce their emotional reaction to the crisis. Contain safety information. Help emergency response personnel do their job. APPROVED: REVISED: Page 6 of 36 —47— GENERAL COMMITTEE - FEBRUARY 7, 2006 Seetion:5. Potential issues 5.1 Potential Disasters for Aurora • Train accident (GO or CN) • Major Traffic incident (404) • Airplane crash • Tornado/ Hurricane • Ice Storm/Severe Winter Weather Power Blackout Epidemic (Flu, West Nile, Norwalk Virus) Major Fire • Chemical Spill • Flood- Holland River • Terrorist Attack (Anthrax) 5.2 Potential Issues • Lack of resources/ too many resources (contracted personnel may be needed) • Staff overloaded (Reception, Public Works, Parks) • Psychological affects on Staff /Community • Legal action against Town for loss of business, injury or property damage • Public or community associations' criticism regarding emergency services or Town's response - (not enough action / too much action A.e. Mel Lastman calling in the Army for a snowstorm) • Proper Emergency Management Ontario protocol not followed • Non Governmental Organization (NGO)'s and activists protest (chemical spill) 5.3 Key Messages (See 4.2 — Develop according to issue/ disaster) APPROVED: REVISED: Page 7 of 36 109 GENERAL COMMITTEE - FEBRUARY 7, 2006 Section 6 Crisis Communications System 6.1 Purpose Internal communications. External stakeholder notification and coordination. Media relations. Public notification and inquiry. • Web site management. Issues management. Media monitoring. Maintaining accurate (Communications) records. 6.2 Levels of Communications Response At the onset of the crisis, the Communications/Marketing Coordinator, in conjunction with the Chief Administrative Officer, will determine the potential level of public and media interest in the crisis. At this time, the Communications/Marketing Coordinator will determine what resources will be required to effectively manage communication issues. The set up of the crisis communications team will depend on the scale of the crisis, and the anticipated level of public concern and media interest. Only those resources that are needed to effectively respond to the incident will be brought in. All key components of the crisis communications system will need to be implemented in a Level III crisis, where public concern and media interest is extremely high. Additional Communications resources may be necessary to properly manage a crisis (i.e. other municipalities, regions, or contracted agency or services). Level I An incident has occurred that does not pose a threat to public safety or the reputation of the community; it's elected officials, administration or emergency response personnel. • Communications needs are on an internal basis. • There is little or no interest from the public or media. The Communications/Marketing Coordinator can manage all internal and external information requests or notifications. Level II An incident has occurred that may potentially impact or pose a threat to public safety or the reputation of the community; it's elected officials, administration or emergency response personnel. There is a threat to public safety. A serious injury or fatality has occurred. • There is a threat or minor disruption to the public or a sector of the public. There is moderate interest or concern from the media, general public or other audiences. External stakeholder audiences are involved and there is some local or political involvement. There may be a question with regard to the community's liability. APPROVED: Page 8 of 36 REVISED: —49— GENERAL COMMITTEE — FEBRUARY 7, 2006 Level III An incident has resulted in multiple injuries or fatalities and has the potential to threaten the community or the reputation of elected officials, administration and emergency response personnel on many levels. There is a serious threat to public safety. Multiple injuries or fatalities have occurred. There is serious economical threat to the community. There is high interest from the public, media and many other audiences. All levels of political involvement are high. The Town's performance or reputation may be in question. 6.3 Level III Set Up In a Level III crisis members of the crisis communications team may be required to staff the following key areas: • Emergency Operations Centre • Site . Media Centre • Call Centre Additional Communications resources may be necessary to properly manage a level III crisis (i.e. other municipalities, regions, or contracted agency or services). APPROVED: REVISED: Page 9 of 36 —50— GENERAL COMMITTEE — FEBRUARY 7, 2006 6.4 Communications Flow Chart (Level III Crisis) Crisis Communications Team - Communications Flow Chart Level III Crisis Site Emergency Operations Centre Mayor Incident Commander �- ••• • Chief Administrative Officer """""" Municipal Control Group External Communicators (Stakeholder Groups) ............. I............. Site Information Officer (ie. Police Info Off.) Wul APPROVED: REVISED: Internal Audiences Emergency Operations Centre Communications/Marketing Coordinator I Media Centre Team Leader I Web/Communications SDecialist Council Call Centre Team Leader Deputy Clerk Information Admin. Public Inquiry ddmin. Officers Support Officers Support (Rec, /Mun,) ......................y Media 4-0- Page 10 of 36 -51- GENERAL COMMITTEE - FEBRUARY 7, 2006 6.5 Specific Functions 6.5.1 Emergency Operations Centre Primary Location Alternate Location Communications/Marketing Coordinator Contact Information (Internally) TBD (Blackberry/cell) (Spare cell for site) TBD (Alternate cell) TBD (email) TBD (fax) (web site) www.e-aurora.ca Staffing Communications/Marketing Coordinator Web/Communications Specialist Communications Alternates (TBD) Reporting The Communications/Marketing Coordinator will report to the Chief Administrative Officer and work closely with all members of the Emergency Response Team, Mayor, Council and the Municipal Control Group. In order to be accessible at all times, the Communications/Marketing Coordinator will carry a Blackberry telephone. When the Communications/Marketing Coordinator is away, this equipment will be passed on to the Web/Communications Specialist. Function • Manage all communications and reputation management for the community. • Provide communications support and counsel to the emergency operations team, Mayor, Council and Municipal Control Group. Responsibilities Manage all media relations and communications activities. Establish open lines of communication and establish coordinated communications strategies with key internal and external stakeholders. Gather and assign resources needed to effectively manage the information needs of the crisis. Develop and manage the rollout of communications strategies. Phase down or implement communications systems and tools as required. Manage issues (i.e., response, business continuity, support, liability, and policy). In support of operations, gather, target, prepare and distribute information to target all audiences. Brief and prepare spokespersons. Brief media. Coordinate and facilitate media briefings and interviews. APPROVED: REVISED: Page 11 of 36 -52- GENERAL COMMITTEE - FEBRUARY 7, 2006 Establish a media monitoring system. Correct misinformation and deal with issues as required. Web site management. Coordinate arrangements for VIP visits. (with Mayor's Office Staff) Maintain adequate communications records. Participate in post -incident debriefings. Prepare post -incident communications report. Emergency Operations Centre - Equipment and Supplies for Communications 1 laptop computer (Communications and Marketing Coordinator's laptop with spare batteries) 1 Printer 1 Fax Access to photocopier 2 telephones (land -line) 2 cellular telephones (spare battery and charger) Two-way Radio (to communicate with the Site Info/ Media Relations Team Leader) Access to a satellite telephone? 1 workstation Office supplies (binder, paper, pens, pencils, highlighters, stapler, staples, etc.) News release stationery or electronic template available on the laptop Maps Town of Aurora Emergency Plan Town of Aurora Crisis Communications Plan APPROVED: REVISED: Page 12 of 36 —53— GENERAL COMMITTEE - FEBRUARY 7, 2006 6.5.2 Site The location of the incident or where media/public interest is high. Contact Via cellular phone, two-way radio, fax or e-mail. Are fax and e-mail capabilities available through the on -site command -post vehicle? Staffing • Site Information Officer - usually Emergency Services Communications Staff — i.e. Police Info Officer • If the Emergency Operations Centre is operating - Communications/Marketing Coordinator is at EOC NOTE: In some cases, a Town designated Media Relations Officer may be required to be on -site to liaise with the Site Information Officer, relaying pertinent information back to the Communications/Marketing Coordinator in the EOC and deal with site media issues. Reporting When media relations support is required at an incident site, the Site Information Officer, or designate, will report to the Incident Commander and work closely with all emergency responders. Site Information Officer Function Provide overall media relations' support to first responders at the incident site, and the Communications/Marketing Coordinator if the Emergency Operations Centre is open. Site Information Officer Responsibilities • Brief and update media. • Set up and facilitate media briefings and interviews with first responders. • In consultation with the Incident Commander and the Communications/Marketing Coordinator, facilitate the media's needs (i.e., photo opportunities, interviews, logistical support, etc.) • Update Communications/Marketing Coordinator on: ✓ media activities ✓ trends in media inquiries or concerns ✓ confirmed information that may be of public or operational interest ✓ critical activities or decisions made at site that may impact communications strategies or key messages ✓ communications support that may be required at site • Provide media with accreditation. • Correct misinformation reported by the media. • Provide input into post -incident communications report. APPROVED: REVISED: Page 13 of 36 —54— GENERAL COMMITTEE - FEBRUARY 7, 2006 Site Equipment and Supplies Cellular telephone, spare battery and charger Access to a remote fax and photocopier through the Command Post Vehicle Access to a laptop with email and printing capabilities Access a satellite telephones if the cellular network is busy or down (may be obtained through provincial or federal emergency measures organizations) Tape recorder; tapes PA system, loud -hailer Two-way radio system (to communication with the Communications/Marketing Coordinator in the Emergency Operations Centre Maps Media accreditation tags Clipboards, paper, pens, pencils Access to tables, chairs, tent/cover, washroom facilities (for site personnel and the media) Flashlight and batteries Faxed or emailed copies of public information that has been issued Town of Aurora Crisis Communications Plan 6.5.5 Media Centre (if necessary) Primary Location XXX Alternate Location XXX Contact (voice) TBD (email)TBD (fax) TBD (web site) www.e-aurora.ca Staffing Media Centre Team Leader — Web and Communications Specialist Reporting When the CAO and Communications/Marketing Coordinator determine a Media Centre needs to be established, the Media Centre Team Leader will staff, set up and manage the centre. The Team Leader will report to the Communications/Marketing Coordinator and will also work closely with the Call Centre Team Leader if/when one has been established. APPROVED: REVISED: Page 14 of 36 —55— GENERAL COMMITTEE - FEBRUARY 7, 2006 Media Centre Team Leader Function Provide overall media relations support by ensuring: Pertinent information is distributed to internal and external audiences (i.e., news releases, media notices, backgrounders). The logistical and briefing needs of the media and spokespersons are met. Calls from the media are managed. Web site management. Media Centre Team Leader Responsibilities Room set up and management. Brief media on how issues in the Media Centre will be managed. Respond to media telephone inquiries -- deliver key messages and updates as required. Forward interview requests to the Communications/Marketing Coordinator. Direct the media to the appropriate person or external agency that can manage their inquiry. In conjunction with the Communications/Marketing Coordinator: ✓ set up media interviews and news briefings. ✓ develop and distribute communication pieces through (i.e., email, web site, voicemail broadcast, Intranet (once established), fax). I Set up two-way communications link with the Communications/Marketing Coordinator and the Call Centre Team Leader. Update Communications/Marketing Coordinator on: ✓ media activities ✓ trends in public and media inquiries or concerns. ✓ information that may impact operations, communications strategies or key messages ✓ support that may be required. Provide strategic communications counsel to the Communications/Marketing Coordinator as required. If requested by the Communications/Marketing Coordinator, establish a media monitoring system and correct misinformation reported by the media. Report misinformation to the Communications/Marketing Coordinator and the Team Leader, Call Centre. Manage media accreditation in the Media Centre. Set up and facilitate news briefings as requested by the Communications/Marketing Coordinator or designate. Distribute information released in news conferences to the Communications/Marketing Coordinator and the Call Centre Team Leader. Help the media with their technical, logistical and comfort requirements (i.e., washroom facilities, food and beverages). Maintain accurate records. Provide input into the post -incident communications report. APPROVED: REVISED: Page 15 of 36 -56- GENERAL COMMITTEE — FEBRUARY 7, 2006 Media Centre Equipment and Supplies Suggested — To be determined (based on available resources) telephones, computers and workstations laptop computer(s) with batteries, Internet and emailing capabilities (with access to emergency management software) cellular telephones, spare batteries and chargers 1 photocopier, 1 fax printer(s) TV/VCR, AM/FM radio. Maps Office supplies (binder, paper, pens, pencils, highlighters, markers, stapler, staples, copy paper, etc.) Media inquiry forms News release stationery or electronic template Media contact list Town of Aurora Crisis Communications Plan To accommodate news briefings: Projection screen with overhead projector/ laptop computer and LCD projector podium and riser 2 mikes (minimum) 1 backdrop with community logo 1 large community map with plastic overlay easel(s) Sound feed Power sources Media Accreditation Tags Waterjugs and glasses Table for media handouts and food/beverages Working table and chairs for the media. Events board (details of next briefing, what's new, contact numbers, etc.). Signage leading media to the centre 6.5.5 Call Centre Primary — XXX-XXXX Alternate — XXX-XXXX Contact Internal Contact Information Call Centre Team Leader — Deputy Clerk Public Information Number: XXX-XXXX (web site) www.e-aurora.ca Call Centre Staffing Deputy Clerk Team Leader TBD - Alternate Team Leader APPROVED: REVISED: Page 16 of 36 —57— GENERAL COMMITTEE - FEBRUARY 7, 2006 TBD - 2 additional Public Inquiry Officers TBD - Administrative Support TBD - Administrative Support Call Centre Team Leader - Reporting When a large volume of calls from the public is expected, the Communications/Marketing Coordinator will ask the Call Centre Team Leader to staff, set up and manage the centre. The Team Leader will report to the Communications/Marketing Coordinator and work closely with the Media Centre Team Leader. Call Centre Team Leader - Function Respond, research, re -direct, and return calls from the public. Provide call fan -out notification services as required. Call Centre Team Leader - Responsibilities Room set up and management. As instructed by Communications/Marketing Coordinator, make telephone calls to those who have been directly impacted by the crisis. Respond to telephone inquiries -- deliver key messages and updated information that is authorized for release. Provide comfort and reassurance to callers -- especially to those in distress. Research inquiries that fall within the community's responsibility. Return calls. Ensure life -threatening calls are quickly passed to the appropriate response agency. Re -direct callers to the appropriate contactiorganization as required. Keep Media Centre Team Leader briefed on all trends in public inquiries, activities or developments that may impact communications strategies or key messages. Record all calls. Provide input into the post -incident communications report. Call Centre Equipment and Supplies 2 independent telephones (one for the Team Leader and one for outgoing calls only) 6 telephones set up to call forward to the next telephone if the line is busy or there is no answer. 6 telephone headsets 6 computers with Internet and email capabilities 1 cellular telephone with a spare battery and charger Two-way radio (for communications with Communications and Marketing Coordinator in EOC) 1 printer 1 fax 1 photocopier TVNCR, AM/FM radio Large community map with a plastic overlay Public information request and media inquiry forms Copies of key messages, news release, media advisories, backgrounders, maps and any other material that has been released Large events board or access to electronic broadcasting capabilities APPROVED: Page 17 of 36 REVISED: I" GENERAL COMMITTEE - FEBRUARY 7, 2006 APPROVED: REVISED: Easel(s) with paper 6 workstations Office supplies (binders, permanent markers, erasable markers, pens, paper, staplers, staples, file folders, highlighters, tacks, masking tape) Access to counsel or stress de -briefings Town of Aurora Crisis Communications Plan. Page 18 of 36 —59— GENERAL COMMITTEE - FEBRUARY 7, 2006 Section 7 Start -Up Checklist of Considerations 7.1 Communications/Marketing Coordinator Start-up Checklist Upon Notification ❑ Receive briefing from Chief Administrative Officer on the following: • Summary of incident. • Key messages. Level of public and media interest anticipated. Information the media may want. Location of incident. How you or the Site Information Officer(s) can gain access to the site(s). • Name of Incident Commander, if known. How lines of communication will be maintained with the (Chief Administrative Officer). Is the Emergency Operations Centre being established? Exchange contact information (voice, cell). ❑ Discuss the following with the Chief Administrative Officer: Level of crisis -- expected level of public and media interest. • Communications support required. Communication strategies. Examples: ✓ internal communications issues ✓ spokesperson ✓ set up of the Call Centre/Media Centre ✓ media relations support needed at the site ✓ security issues around the public and media ✓ approximate time and location of first media briefing ✓ key messages ✓ where media should park (think about adequate space, safety issues, satellite dishes and heavy equipment) ✓ potential issues that may surface (reference Section 5). ❑ Gather and assign staffing resources needed to meet the anticipated level of public and media interest (reference Section 8 for call fan -out). Brief key players on the situation and establish contact information (voice, cell, fax, email and radio frequency if applicable). Delegate responsibilities as required. Potential staffing components include: Emergency Operations Centre Site Media Centre Call Centre (Confirm with Town Clerk) ❑ Determine how long it will be before the key operational components of the crisis communications system are established. ❑ Report to the Emergency Operations Centre. APPROVED: REVISED: Page 19 of 36 GENERAL COMMITTEE — FEBRUARY 7, 2006 Upon Arrival at Emergency Operations Centre and ongoing: ❑ Transport crisis communications kit from Town Hall (2"d Floor Storage room in Corporate Services Dept.) and ensure the communications work area is set up. ❑ Receive second briefing from the Chief Administrative Officer. Determine what's new, when the first media briefing can be held and who will be attending. ❑ Prepare key messages (reference Section 4). ❑ Brief spokesperson (reference Section 3). ❑ Distribute key messages and open lines of communication with key internal, and external audiences (reference Section 2, for potential audiences, and Section 9 for contact information). ❑ Develop communications strategies with external audiences that have a role in response operations. Determine their role, explain your role, and what potential support you may require. Determine joint communications strategies and share key messages. ❑ Call in or put outside resources on stand-by as required. ❑ Disclose facts immediately. (reference Section 9 for communication templates). ❑ Get updates from members of the Emergency Operations Centre and the Site Information Officer. ❑ Confirm with the Chief Administrative Officer, Spokesperson and/or Site Information Officer about the logistics of the first media briefing at site or in the Media Centre. Ensure media notices are issued within a reasonable time period so media have time to arrive. ❑ Before issuing external communication pieces, ensure all members of the crisis communications team are set up and ready to assume their responsibilities. While they set up, prepare communication pieces for distribution. Have the Chief Administrative Officer approve all information before it's released. (reference Section 9 for templates). Internal Information Bulletin. • News Release. • Media Notice. ❑ Determine if additional communications support is required at site or the Media Centre. Access security resources through the Emergency Operations Centre. If media air traffic near the site is a concern, ask the Chief Administrative Officer to request that a NOTAM (Notice to Airmen) be issued to designate the emergency site as a 'no -fly zone'. ❑ Work with the Site Information Officer to decide how media relations' issues will be managed at the site. APPROVED: Page 20 of 36 REVISED: —61— GENERAL COMMITTEE - FEBRUARY 7, 2006 ❑ Maintain a record of contact information for internal and external stakeholders that need to be kept informed. ❑ Establish media monitoring services by engaging outside Media Monitoring Agency (TBD). ❑ Determine media monitoring reporting requirements (i.e., hourly, daily). ❑ If necessary, make arrangements for language interpretation or translation services (reference Section 9 for procedure). ❑ Receive updates and keep lines of communication open with the Site Information Officer, Team Leader, Media Centre and other key internal/external stakeholders. ❑ Prepare or delegate the preparation of media notices, media backgrounders and news releases. ❑ Monitor media reports and determine strategies for dealing with contentious issues that may surface in the response or recovery phase of the crisis. ❑ Think about the next shift. Put staffing resources on stand-by. ❑ Think about what's next (VIP tours, joint news releases/briefings on recovery issues, etc.). Crisis Communications Principles ❑ Appoint a spokesperson. The presence of the MayorICAO or their designate is an important symbol of leadership and management -- choose when to speak out. ❑ Express empathy. ❑ Act quickly, truthfully, responsibly and thoughtfully. ❑ Show willingness to cooperate. a Meet the needs of the media -- be available 24 hours if necessary. ❑ Focus on opportunities the crisis may present -- demonstrate the community's leadership with honesty and ardent assistance. ❑ Recognize the efforts of those who have responded. ❑ Follow up when the crisis is over: Reassure your stakeholders that the Town is a caring and efficient organization. Get input on what went well, and what could be improved. Stay positive. Unite the community. State what went well, and where improvements will be made -- and when. Say thank you to everyone involved. Follow up when improvements have been implemented. APPROVED: Page 21 of 36 REVISED: -62- GENERAL COMMITTEE - FEBRUARY 7, 2006 7.2 Site Information Officer Start-up Checklist Upon Notification ❑ Receive briefing from the Communications/Marketing Coordinator on the following: Summary of incident. Key messages. Communications strategy. Level of media interest anticipated. Information the media may want. Location of the site. How your access to the site can be obtained. Name of Incident Commander if known. How lines of communication will be maintained with Communications/Marketing Coordinator — exchange contact information (radio frequency, cell phone, fax, email). How you and the media can access copies of news releases and other information being released. Determine fax, email capabilities at site. ❑ Discuss the following with the Communications/Marketing Coordinator with regard to the media: • Security issues at site. • Parking and access issues (think about space, safety, heavy equipment and satellite dishes). • Approximate time to target for the first media briefing. • Key messages. • Site spokesperson. • Potential issues that may surface. ❑ Get your crisis communications kit and go to the site. Upon arrival and ongoing: ❑ Introduce yourself to the Incident Commander and confirm the following: Your role -- how you can help them. How media interviews and need for pictures will be managed in a safe and non - intrusive manner. Respect the media's need to get pictures and interviews at the site. Look after the people who have been impacted by the crisis. If the media want to interview people who have been impacted set up the interview with someone who wants to talk to them -- brief this person prior to the interview. Think about pooling reporters if safety and mass media issues become a problem. Emergency responders that can be available to do media interviews. New information. Key messages. If additional media relations support is required. If additional security is required for media at the site. (i.e., if media air traffic near the site is a concern, request that a NOTAM (Notice to Airmen) be issued to designate the emergency site as a 'no -fly zone'. APPROVED: REVISED: Page 22 of 36 -63- GENERAL COMMITTEE - FEBRUARY 7, 2006 ❑ Brief media with information that has been authorized for release -- deliver the key messages and helpful messages or directives (i.e., road closures, stay clear from the area). ❑ Advise the media: • Where to gather and WHY. • Areas to avoid and WHY. • How information needs, interviews, briefings and photo opportunities will be managed and WHY. If the above information is not available when the media first arrive, work out the details with the Incident Commander and then advise the media -- FIRST TELL THE MEDIA THAT YOU ARE GOING TO DO THIS. ❑ Ask the media what their needs are. ❑ On a consistent basis, update or consult with the Communications/Marketing Coordinator on media relations' activities and other pertinent information that may impact communications strategies or key messages. ❑ Establish regular media briefing times at the site. ❑ Request additional support from the Communications/Marketing Coordinator as required. APPROVED: REVISED: Page 23 of 36 -64- GENERAL COMMITTEE - FEBRUARY 7, 2006 7.3 Media Centre Team Leader Start-up Checklist of Considerations Upon Notification: ❑ Receive initial briefing from Communications/Marketing Coordinator on the following: Summary of incident. • Key messages to be delivered. Level of media interest anticipated. Location of Media Centre. How to gain access to the Media Centre and where to get logistical support Information the media may want. When the first news briefing may be held and who will attend (if known). Who will facilitate the first news briefing. Communications strategies (i.e., internal communications, key messages, first media briefing set up of the Call Centre/Media Centre, security issues, parking (think about space, safety issues, the media's heavy equipment and satellites). How lines of communication will be maintained with the Communications/Marketing Coordinator and the Team Leader, Call Centre if established — confirm contact information. Potential issues. ❑ Gather and assign staffing resources to meet the anticipated level of media interest. (reference Section 8 for call fan -out). Potential staffing resources include: Potential staffing resources include: Information Officers Web Master/Internal Communications/Marketing Coordinator Administrative Support. ❑ Determine when personnel will assume their responsibilities -- advise Communications/Marketing Coordinator and Team Leader, Call Centre. Upon Arrival and Ongoing: ❑ Ensure set up begins as follows: Set up key positions in the following rooms: ✓ Team Leader ✓ Information Officers TBD ✓ Web backup TBD ✓ Media briefing and a work area if required Set up telephones, workstations, fax, printer (power up all equipment and run a test). Media events board (include such information as briefing times, spokesperson(s), 5 W's (What, When, Who, Where, Why) and 2 H's (How, , key events, briefing times). Accreditation table. Riser, podium, corporate backdrop, mike system, maps. Tables for refreshments and information that has been released. Chairs for media briefing (leave enough room in front for camera crews). Display signage (Media Centre, Media Accreditation, News Releases). APPROVED: REVISED: Page 24 of 36 -65- GENERAL COMMITTEE - FEBRUARY 7, 2006 ❑ Receive second briefing from the Communications/Marketing Coordinator, Determine what's new and advise him/her when the Media Centre is set up. Find out: When the first new briefing will be held. Which spokesperson(s) will be attending (get the proper spellings) Who will facilitate the briefing. An estimate number of media that might attend the first briefing. When copies of internal information bulletins, news release, media notices and backgrounders will arrive in the Media Centre. Key messages. a Brief the Communications/Marketing Coordinator on the set up of the Media Centre and discuss the potential number of media that may be working from the centre. ❑ In conjunction with the Communications/Marketing Coordinator, write media notices as required (reference Section 9 for template). ❑ Discuss overall communications strategy and outcome with the Communications/Marketing Coordinator and Team Leader, Call Centre. Ensure staff is well informed about the strategy so a coordinated approach with all audiences is achieved. ❑ Provide the Communications/Marketing Coordinator with electronic copies of internal news bulletins, news releases and other information that has been released. Ensure the information is distributed to internal audiences. Direct Staff not to use outside lines and to forward all media calls to Call Centre ❑ Ensure the web site is updated and accurately reflects the community's concerns about the crisis. (reference Section 9 for procedure,.) ❑ Before issuing the public information number to the media, ensure that the Call Centre is ready to take calls. Remind everyone to use the appropriate forms to record and track media calls. ❑ Advise the switchboard operator where to direct calls from the public and media. ❑ In conjunction with the Communications/Marketing Coordinator, establish how media interviews and briefings will be managed. ❑ If the Communications/Marketing Coordinator has not already done so, establish media monitoring services. Determine media monitoring reporting requirements (i.e., hourly, daily). ❑ If requested by the Communications/Marketing Coordinator, make arrangements for language interpretation or translation services. Advise appropriate team members how to access this service (reference Section 9 for procedure). APPROVED: REVISED: Page 25 of 36 GENERAL COMMITTEE - FEBRUARY 7, 2006 ❑ Ensure that the following personnel receive copies of the media monitoring reports, news releases, media backgrounders and media notices. Draw their attention to any misinformation and ensure they correct the misinformation with their audiences: Communications/Marketing Coordinator — Emergency Operations Centre • Site Information Officer — Police (if fax or email capabilities are available on Site) Call Centre Team Leader — Deputy Clerk Public Inquiry Officers — (TBD) Media Centre Team Leader — Web and Communications Specialist Information Officers — (TBD) ❑ Prepare Media Relations Officers to take calls from the media — ensure they know the issues and the key messages. Remind them to record all calls. ❑ Set up media interviews with the Communications/Marketing Coordinator as required. ❑ Ensure that media arriving in the centre receive accreditation. Brief them on Media Centre operations and ask them what they need. ❑ Facilitate news briefings as requested by the Communications/Marketing Coordinator. a Ensure new information released during media briefings is quickly passed to the Call Centre Team Leader. ❑ Through the Communications/Marketing Coordinator, ensure appropriate food and refreshments are ordered for staff and media working in the Media Centre and staff in the Call Centre. ❑ Think about the next shift. How long will the Media Centre be open? What, if any additional resources will be required (staffing and logistics). Request additional resources from the Communications/Marketing Coordinator as required. Put staff on stand-by. ❑ Determine if the current centre will continue to meet the needs of the crisis in the upcoming hours or days. If necessary, make arrangements to change the location. APPROVED: REVISED: Page 26 of 36 -67- GENERAL COMMITTEE - FEBRUARY 7, 2006 7.4 Call Centre Team Leader - Startup Checklist Upon Notification ❑ Receive initial briefing from the Communications/Marketing Coordinator on the following: Summary of incident. Key messages. Level of public interest anticipated. Information the public may want. Location of incident. Action the public needs to take. Where media should be referred. How lines of communication will be maintained with the Communications/Marketing Coordinator and the Media Centre Team Leader — confirm contact information. Communications strategy. Gather and plug-in analogue telephones, set up workstations and printers (power up all equipment and run a test). Set up event board (or electronic broadcasting capabilities) which outline the five W's, map of area impacted, details on media briefings, spokespersons, key messages, key events or information. Table where resource information can be held (i.e., phone books, contact lists, Town of Aurora Emergency Plan and Crisis Communications Plan.). Receive briefing from Media Centre Team Leader ❑ Advise the Media Centre Team Leader when the Call Centre is ready to receive calls. Ensure staff has the key messages, news releases, media notices, maps and any other information being released. ❑ Brief Public Inquiry Officers as follows: What you expect from them Key messages. How they can get help. That it's ok not to know something — say you don't know, but find out and get back to the caller. Return calls, even if it's just to say the information is still not available. Don't agree with a caller — but express empathy to their situation. Never speculate or give personal opinions. Refer media requests for interviews or information updates to the Media Centre. If the media call, give them the information they need with regard to contact information and media briefings. Refer difficult callers to Call Centre Team Leader. Refer return calls to Call Centre Team Leader if incoming lines are extremely busy. ❑ Through the Media Centre Team Leader, ensure Call Centre personnel have appropriate food and refreshments. ❑ Watch Public Inquiry Officers for signs of emotional stress or fatigue. Seek counsel for them through the Communications/Marketing Coordinator as required. APPROVED: Page 27 of 36 REVISED: .: GENERAL COMMITTEE - FEBRUARY 7, 2006 ❑ Determine if a second shift will be required. Shifts for Inquiry Officers should only be 4-5 hours in duration. ❑ Continually update inquiry officers as new information becomes available. ❑ Update Media Centre Team Leader on: activities in the Call Centre. trend of questions being received by the public. number of incoming calls. ❑ Research information that isn't available to operators. APPROVED: REVISED: Page 28 of 36 GENERAL COMMITTEE — FEBRUARY 7, 2006 Section 8> Call Fan -Out Procedure -- Level I11 CriSiS First Response Call -Out Lists (Confidential & Restricted Circulation) Complete call fan -out as outlined in the table below. When your calls are complete, advise the Communications/Marketing Coordinator who will be reporting to work. Staff reporting to a secured area should be prepared to show ID. If they have a problem gaining access, they should ask the securit, officer radio the Emergency Operations Centre for access authorization. m .,' jLLr IS7i' �2G 1 G2�P Via,• , APPROVED: REVISED: Page 29 of 36 —70— GENERAL COMMITTEE - FEBRUARY 7, 2006 Crisis Communications Plan Section 9 Supporting Documents/Templates Table of Contents Forms 9.1.1 Call Centre Log 9.1.2 Media Accreditation 9.1.3 Media Inquiry 9.1.4 Public Information Request Procedures 9.2.1 News Release 9.2.2 Web Site Management 9.2.3 Internal Email-Voicemail Broadcast 9.2.4 Language Interpretation/Translation Services Templates 9.3.1 Internal News Bulletin 9.3.2 Media Notice 9.3.3 News Release Resources 9.4.1 Internal and External Contacts 9.4.2 Media Contacts 9.4.3 Community Backgrounder 9.4.4 Public Safety Information 9.4.5 Community Map -71- GENERAL COMMITTEE - FEBRUARY % 2006 P.- 0 LL -i f # � «• � \ k CD * � ■ 2 � 0 A-� 0 §k k am 0" A�> ®LL � 2 R� k z � } 3 _ k GENERAL COMMITTEE - FEBRUARY 7, 2006 :'I 0 z 0 .Ir (D v V a U) V z U) a� s c E O L V � C N R Z v C d Q d -13- GENERAL COMMITTEE - FEBRUARY 7, 2006 Section 9.1.3 Media Inquiry Form Date/Time: Television ❑ Newspaper In Radio ❑ Wire Service ❑ Other (specify) Affiliation Reporter Telephone Fax Email Update Requested ❑ Interview Requested ❑ Pictures/Footage Requested ❑ Request Completed ❑ Request Referred To Spokesperson Spokesperson Contact No. Time of Interview Location of Interview Airtime/Publication Date (If Known) Call taken by: Focus of Interest (Name of Information/Inquiry Officer) -74- GENERAL COMMITTEE - FEBRUARY 7, 2006 Section 9.1.4 Public information Request Form Date/Time Staff ❑ Media ❑ Other (specify) Name Contact Number Location Focus of Call Special Interest Group ❑ Family Member ❑ Request Referred To Time of Call Back Further Action if Required Request Completed Call taken by: _ General Public ❑ (Name of Information/Inquiry Officer) -75- GENERAL COMMITTEE — FEBRUARY 7, 2006 Section 9.2.1 News Release 0roced'ure' Emergency Operations Centre During the response phase of the crisis all news releases will be written by communicators working in the Emergency Operations Centre (or designate) and approved by the (Chief Administrative Officer). Once a news release or backgrounder piece has been approved, the Communications/Marketing Coordinator will ensure copies of the news release are distributed to all members of the Emergency Operations Centre and forwarded by email to the Media Centre Team Leader for further distribution (if a centre has been established). The Communications/Marketing Coordinator or designate will ensure that the Media Centre Team Leader has the contact information for all internal/external stakeholders that should receive copies of news releases and backgrounders. Media Centre The Media Centre Team Leader will ensure that information to be released is immediately distributed to Administrative Support by hand, email and/or fax. Administrative Support in the Media Centre will ensure that news releases and backgrounders are immediately distributed as follows: (Hand deliver, email, fax) • Communications/Marketing Coordinator • Web Master/Internal (TBD) • Media Centre Information Officers Call Centre Team Leader • All local media (as per the current media distribution list -- see Section 9 for contact list) • Site Information Officer (if a fax is available) Internal and external stakeholders as identified by the Communications/Marketing Coordinator Media in the Media Centre The Call Centre Team Leader will distribute news releases and backgrounders to Call Centre staff as required. —76— GENERAL COMMITTEE - FEBRUARY 7, 2006 Section 9.2.2 Web Site Management Procedure Before a crisis... The Communications/Marketing Coordinator will ensure that webmaster backup is available in order to post all public information released during the crisis on the Town of Aurora's web site at www.e-aurora.ca. During a crisis... All information posted on the web site must be approved by the Chief Administrative Officer and the Communications/Marketing Coordinator Information to be posted on the web site will be sent by email to the Communications/Marketing Coordinator. Public information released during news conferences will be immediately forwarded to the Webmaster backup who will ensure that the 'what's new' section of the web site is immediately updated. The Webmaster backup will post information on the web site. All information will indicate whether the information is intended for: ❑ the general public ❑ staff only ❑ all of the above Technical assistance with regard to website updating can be obtained through Barry Bridgeford — (To be discussed) After the crisis... The Communications/Marketing Coordinator, in conjunction with Web/Communications Specialist, will report on the effectiveness of the web site during a crisis and make recommendations for improvements. Section 9.2.3 Internal' Email-Voleemait Broadcast Procedure The Communications Department will prepare and issue all internal a -mails for distribution to staff unless otherwise delegated. The Corporate Services Director and IT Services Supervisor will make all arrangements for voice -mail broadcast messages. Section 9.2.4 Lannguage Interpretation/Translation Services Procedure> The Communications/Marketing Coordinator, will make arrangements for translation or translator services if necessary. (Need to determine supplier) For urgent calls needing a translator immediately, staff can refer to an employee with the appropriate language skills, if available. -77- GENERAL COMMITTEE - FEBRUARY 7, 2006 Section 9.3.1; Internal News Bulletin Template - Level 1H Crisis - Develop template based on Town logo standards - Internal Bulletin No. 1 Date/ Time To: Town of Aurora Employees and Contractors At (time) today, the Town of Aurora Emergency Response Team responded to a (what happened) at (where did it happen -- the 'why' isn't always possible at the onset of a crisis). (Make statement about staff impact) We need everyone to remain calm and to think logically so we can offer assistance to our fellow colleagues and community, as we deal with this situation. At this time we ask staff without a role in emergency response to (insert what you want staff to do: stay at work stations, how to leave their work place in an orderly manner, etc. If you ask people to leave tell them the exit route and areas to avoid). Staff with a pre -assigned emergency response role will be contacted as required in accordance to our emergency call fan -out procedure. First responders are currently evaluating the situation and dealing with the priorities of the incident. Specific details are not yet known or confirmed for release. The community's first concern is for the safety and well being of our first responders, our staff and the general public. We are working with other response agencies to manage the situation and minimize the impact it has on people and the community as a whole. We will release new information to all interested parties as soon as it becomes available. Ongoing information about the situation will be posted on our web site at www.e-aurora.ca. We will forward the latest information to the media. You can also obtain further information through the public information line that has been set up at (xxx)-xxx-xxxx. We are establishing a Media Centre in the (name the location). Please avoid this area so we can accommodate the needs of media and emergency response personnel. If the media should approach you about the situation, do not speak to them about the incident unless you have received clearance through the Communications/Marketing Coordinator at xxx-xxxx. Please refer all media inquiries to xxx-xxxx. It is critical that information released by the community remains accurate and consistent. Conflicting and speculative information will only raise public anxiety levels. We currently do not have a clear understanding of the long-term impact this incident will have on our people or the services we offer. As soon as more information becomes available we will share it with you through (Intranet, email, voicemail, Internet) and the aforementioned sources. An incident like today's affects every member of our staff and our community. On behalf of the Town of Aurora, I want to express the sincere concern (use words that fit the situation) we're all feeling for what has happened in our community today. We are taking this incident very seriously. We have an effective emergency response system in place, and trained personnel who are working closely with external agencies to minimize the impact of this incident. Please be assured that we are doing everything possible to manage this incident and all its implications. Thank you for your cooperation during this difficult time. Name of Spokesperson IBM GENERAL COMMITTEE - FEBRUARY 7, 2006 Sample Media Notice Section 9.3.2 Media Notice Template — Level III Crisis Date of Release: Time of Release: News Release Number: RE: Incident EVENT: Media Briefing WHEN: (date and time) WHERE: Media Centre (location) WHY: To update the media on the latest developments in the (name of incident). WHO: Spokesperson(s) Available: (list spokespersons) PARKING: Media parking is available (name parking location). Access to the Media Centre will only be granted through (name location) entrance. Once you have parked proceed to the (name of building) located (give directions) of the parking lot. 191111 Please note: To receive accreditation and the latest information please sign in when arriving at the Media Centre. All media will be required to show identification when arriving on site. Staff in the Media Centre will be available to set up interviews and facilitate information requests. For more information please call the Media Centre at (xxx) xxx-xxxx or visit our web site at www.e-aurora.ca. -79— GENERAL COMMITTEE — FEBRUARY 7, 2006 yowre &.Cjood. Cow DIA RELEASE For Immediate Release Release No. 1 Date: Time: is _117 u For Immediate Release Aurora, Ontario, January 30, 2006—. [BODY] 5 W'S BACKGROUND /DETAIL QUOTE CALL TO ACTION / MORE DETAIL /BOILER PLATE STATEMENT -30- For more information contact: I{risten Yemm, Communications/Marketing Coordinator - 905-727-3123 ext. 4228 e-mail: kyemm@town.aurora.on.ca Town of Aurora, I Municipal Drive, Box 1000, Aurora, Ontario L4G 6JI GENERAL COMMITTEE - FEBRUARY 7, 2006 SAMPLE TEXT FOR LEVEL III EMERGENCY RELEASE Aurora, Ontario, (DATE)-- At (time) today, the Town of Aurora's Emergency Response Team responded to a (what happened) at (where did it happen -- the `why' isn't always possible at the onset of a crisis). Only (who has been impacted) by may have been affected by this incident -- everyone else on in the community remains completely safe (only if this is the case). The Town's trained emergency response crews are currently responding to the situation and dealing with the priorities of the incident. An evaluation of the situation is underway and specific details will be released as they are confirmed for release. The Town of Aurora's first concern is for public safety and the safety of our emergency response personnel. We are working with other response agencies (list them specifically) to manage the situation and minimize the impact it has on our community as a whole. The Town of Aurora will release new information to all interested parties as soon as it becomes available. Ongoing public information about the situation will be posted on our web site at www.e-aurora.ca and information lines have been established as follows: Public 905-XXX-XXXX Media 905-XXX-XXXX "An incident like today's affects every member our community and beyond," said (name and title of spokesperson). "On behalf of the Town of Aurora, I want to express the sincere concern (use what ever word fits the situation) we're all feeling for what has happened in our community today. We are taking this incident very seriously. The Town of Aurora has an effective emergency response system in place, and well -trained personnel who will continue to work closely with external agencies to minimize the impact of this incident. Please be assured that we are doing everything possible to manage this crisis, and all its implications." The Town of Aurora is currently setting up a Media Centre where briefings will be held. The logistics around this centre (include the media's access to centre and parking) will be issued within the next (time line). We ask for your understanding during this time. We are doing everything we can to ensure information is released as soon as it becomes available. Right now we request your help to ask the public to: Avoid the (name location) so emergency responders can effectively perform their duties Stay tuned to the media or call the above information number(s) for further information NOT to call 911 unless it's a life threatening emergency Remain calm Stay by the phone to receive a call if they think one of their family members has been impacted. -30- For more information go to our web site at www.e-aurora.ca or contact the Media Centre at: (xxx) xxx-xxxx 23C GENERAL COMMITTEE - FEBRUARY 7, 2006 9.4.1 Internal and External Contacts (EOC) (See Emergency Plan for home #'s) --pure Mayor Tim Jones Refer all emergency e- Refer all mails to: TBD emergency faxes to the Non -emergency: EOC at xxx- toones(a)e-aurora.ca xxxx Chief Administrative John Rogers Officer (Emergency Non -emergency: Operations Centre - rogersee-aurora.ca EOC) Communications/M Kristen Yemm EOC Refer all emergency e- arketing mails to: TBD Coordinator (EOC) Non -emergency: kyemmae-aurora.ca Media CentreTeam Leader- TBD Web/Communicatio ns Specialist Call Centre Team Leader- Karen Ewart Non -emergency: Deputy Clerk kewartae-aurora.ca Site Information Officer TBD — depending on emergency Web Backup Barry Bridgeford (TBD) Public Information Public Inquiry Refer all emergency e- Line (Call Centre) Officers mails to: York Region Director, Patrick patrick.casey(o)vork.ca Communications Casey OEM GENERAL COMMITTEE — FEBRUARY 7, 2006 Other Operational Contacts - For additional Opera ional Contacts — see Emergency Call Centre List GO Transit Ed Shea, Emsagotransit.com GO Police — See Director of Call Centre PA Emergency Karen Majerly Comm. KMaierlyCa gotransit. numbers Specialist com Hilda Jackson Call Centre Supervisor CALL CENTRE Media Monitoring Language Trans lation/I nterpretati on Services Im GENERAL COMMITTEE - FEBRUARY 7, 2006 9.4.2 Media Contacts EMERGENCY PUBLIC SERVICE ANNOUNCEMENT RADIO MEDIA First three prima contacts bold shaded area for Public Service Announcements STATION/CONTACT LOCATION TELEPHONE IVOS. A CHANNEL Barrie 1-800-461-5820, Ext. 325 (Toll Free) TV STATION (705) 734-3300+ `ltkNtl i`21" � ��1�� f � 1 E ��L� tl � R��9j� � Mk �i "i B y.4'[t•!]j GI'} � �ip�li"o-� i��tt it. CHAY Barrie (705) 737-3511 ENERGY RADIO 93.1 FM CITY TV Toronto (416) 591-6757 (416) 593-6397 FAX CIQB Barrie (705) 726-1011 B101 FM CJXY Hamilton (905) 521-0953 Y95.3 FM 1 � a"ry, t ��..yy ��##��,, '4 1'!Y � ] aS s f �Ak��c�.4 i� '� F �t �Yf � L i��+ Y d. Y••Fi '��}s k...y4T. Fp r 41,i ) f� a,l TOWN OF AURORA Aurora 905-727-1375 — central reception (Emergency Call Centre- when activated) York Region Amateur Radio Aurora Tel- 905-989-1877 Club Radio - VA3RBM President: Rob Metcalfe 680 NEWS AM Toronto (416) 872-5397 sm GENERAL COMMITTEE - FEBRUARY 7, 2006 Media List Periodicals Naive/Ct�ntact ", Address' ;99"'' T`!/Fpp ,!'Y., ,S MACLEAN'S MAGAZINE 777 Bay Street, 7 Floor 416-596-5386 ^ Bus. Editor: Berton Toronto, ON Woodward M5W 1A7 FAX: 416-596-7730 SOUTHAM 1450 Don Mills Road 416-445-6641 COMMINCATIONS Toronto, ON LIMITED M36 2X7 VP: Gordon Fisher FAX: 416-442-2077 THE CANADIAN PRESS 36 King Street East 416-364-0321 Editor: John Valorzi Toronto, ON M5C 21-9 FAX: 416-364-0207 YORK REGION REAL 27 Main Street W. 905-895-7624 ESTATE BOARD Aurora, ON Administrator: Patti Ruby L3Y 3Z6 FAX: 905-895-9216 Newspapers MIN, elCortt,'f r $. �i�LdQ��w.i1 R .n..t« w .. Auroran x$�'`S{}r',e_. 75 Mary Street, Unit #3, 905-727-3300 Editor: Ron Wallace Aurora L4G 1G3 Fax 905-727-2620 BEETON/SCHOMBERG P.O. Box 310 905-729-2287 RECORD SENTINEL 34 Main Street West Editor: Bruce Haire Beeton, ON FAX: 905-729-2541 LOG 1A0 BRADFORD WEST 32 Holland Street East 905-775-4471 GWILLIMBURY TIMES Bradford, ON Editor: Miriam King L3Z 2138 FAX: 416-775-4489 DAILY COMMERCIAL 280 Yorkland Blvd. 416-494-4990 NEWS Willowdale, ON Editor: John Leckie M2J 4Z6 FAX: 416-756-2767 ERA BANNER PO Box 236 905-853-8888 Editor: Tracy Kibble 580 Steven Court Aurora, ON FAX: 905-853-4626 L3Y 4X1 GEORGINA ADVOCATE 204 Simcoe Ave. Unit 4 905-476-7753 Editor: John Slykhuis Keswick ON L4P 3S6 FAX: 905-476-5785 GLOBE AND MAIL 444 Front Street West 416-585-5151 Toronto, ON M5V 2S9 FAX: 416-585-5085 LIBERAL 9350 Yonge Street 905-881-3373 Editor: David Teetzel PO Box 390 ON10 GENERAL COMMITTEE — FEBRUARY 7, 2006 Richmond Hill, ON L4C 4Y6 FAX: 905-881-9924 LO SPECCHIO 166 Woodbridge Ave 905-856-2823 Suite 100 Woodbridge, ON FAX: 905-856-2825 L4L 2S7 MARKHAM 9 Heritage Road 905-294-2200 ECONOMIST / Markham, ON STOUFFVILLE TRIBUNE L3P 1M3 Editor: Jim Mason FAX: 905-294-1538 NATIONAL POST 1450 Don Mills Road 416-383-2300 Toronto ON M513 3R5 FAX: 416-383-2443 PLANET TODAY 1091 Gorham Street 905-853-0349 Suite 302 Aurora, ON L3Y 7V9 FAX: 906-853-3754 STOUFFVILLE SUN 34 Civic Avenue 905-640-2612 Editor: Jim Mason Stouffville, ON L4A 7Z5 FAX: 905-640-8778 TORONTO REAL 15 Kern Road 416-443-8113 ESTATE NEWS Toronto, ON Editor: Merilla Torchia M3131S9 FAX: 416-443-9185 TORONTO STAR 1 Yonge Street 416-869-4330 Assignment Editor Toronto, ON M5E 1 E6 FAX: 416-869-4328 TORONTO SUN 333 King Street East 416-947-2222 Bus Editor: Linda Toronto, ON Letherdale M5A 4N2 FAX: 416-947-2041 Television 350 Industrial Parkway S. 905-727-1981 f AURORA CABLE TV Steve Mitchell PO Box 547 Aurora, ON L4G 31-13 FAX: 905-727-7407 CBC TV NEWS 205 Wellington Street W. 416-205-3311 Assignment Editor Toronto, ON M5V 3G7 FAX: 416-205-7166 CFTO TV 9 Channel 9 Court 416-299-2000 Darwyn Smith Toronto, ON M 1 S 4B5 FAX: 416-299-2273 CITY TV 299 Queen Street W. 416-591-5757 Peter Dworschak Toronto, ON M5V 2Z5 FAX: 416-593-6397 GLOBAL TV 81 Barber Greene Road 416-446-5460 GENERAL COMMITTEE — FEBRUARY 7, 2006 Assignment Desk Don Mills, ON M3C 2A2 FAX: 416-446-5447 ROGERS CABLE TV 20 Gladman Avenue 905-895-3603 David Blackwell Aurora, ON Community News: L3Y 2N2 FAX: 905-898-7577 Jennifer Buchanon Wendy Grande (Community Listings) Steve Walsh SHAW CABLE 244 Newkirk Road 905-884-8111 Carmen Salerno Richmond Hill, ON L4C 3S5 FAX: 905-780-7072 The A Channel 33 Beacon Road 1-800-461-5820 James Tuckett Barrie, ON L4M 4T9 FAX: 705-734-2061 IF-►C GENERAL COMMITTEE - FEBRUARY 7, 2006 9.4.3 Community Emergency Management Backgrounder Sample Backgrounder (get logos from appropriate joint communicators for joint releases if time warrants) • The Regional Municipality of York, York Regional Police and the Town of Aurora maintain active Emergency Measures Plans to be ready in the event of a large-scale emergency, such as a chemical spill, plane crash, tornado, flash flood, severe winter storm or earthquake. • The purpose of these Emergency Measures Programs is to protect and preserve life and property during times of crisis by providing efficient, co-ordinated emergency services and responsible decision -making. • The Regional Municipality of York and the Town of Aurora supports emergency preparedness through planning, training and exercises. • The Regional Municipality of York, York Regional Police and the Town of Aurora last exercised their plans on November 28, 2005. • York Region and the Town of Aurora's Emergency Plans are available at www.reaion.vork.on.ca. and www.e-aurora.ca respectively. -30- Contact: Patrick Casey, Senior Media Relations Specialist, York Region -(905) 830-4444, ext. 1235 -Toll-free: 1-877-464-9675, ext. 1235 -E-mail: Patrick. caseycDregion.york.on.ca Kristen Yemm, Communications/Marketing Coordinator, Town of Aurora -905-727-1375, ext. 4228 -E-mail: kyemm@e-aurora.ca GENERAL COMMITTEE - FEBRUARY 7, 2006 9.4.4 Public Safety Information Check the following web sites for public safety information on the risks in your area: Emergency Measures Ontario at www.mpss.'us.gov.on.ca/english/pub security/emo/about emo.html Office of Critical Infrastructure Protection and Emergency Preparedness at www.ocipep.gc.ca . Canadian Red Cross at www.redcross.ca Town of Aurora Website at www.e-aurora.ca/EmergencyPreparedness/EmergencyPreparedness.htm GENERAL COMMITTEE - FEBRUARY 7, 2006 9.4.4 Community Map DIRE`CTIOhS TO AURORA TOWN HALL t P 4luv � p FROM BARRIE (HWY 400 SOUTHBOUND) W( DAVia DR r Y 16TH$ORD MULOCK MULOCKOR DR g: y'y�qy�p ykp�rg N 2i.. LLOVDTO NAIIRORq RO T. A o x PRD QRD Jy�f r 3. 3 i^L R„' fMd fL✓%pAIORIVE LU t JliydlrrL' 1 TTH aPRD ELLINGTGN ST ',`""E LPiGR R .S,:) (ppAU.ARORiA56tR,D) 'T r1 -. K�A'�1'6:0 � L .I 1 KING V, �� `a�i 4'wJx"�i�PP'2JW: A� , t 1BTHs.a. HENe�ft50 ., '- ANDORF SDRQ {_ a � - :r .INN 15TH SDRQ LOOMINGTON pal�p=p ,BETH�BD (ift � I FROM TORONTO (HWY 400 NORTHBOUND) KIN K4UGHAN Gf St �' t�`� Ftldl.lM '9 CIRONTL}�i } xx'�.' g I ' fd ({ --a,' t ri t He Q1WWY 4f83OC'THBC3UPPD)1- f„$ (..11; mod' r°9r Ai'Y.a IFQ.46i it�y�� 4 °y�})""l 1 f-zi r Y2� MrS 37=5 1 wls` igrl.,' FROM BARRIE FROM TORONTO FROM TORONTO (HWY 400 SOUTHBOUND) (HWY 400 NORTHBOUND) 0111404 NORTHBOUND) Highway 400 South to Highway g Highway 400 North to King Road HiyhWay 404 North (!mown ns I'JvF' exit. Travel East on Highway 9 exit. Travel East on King Road to "util of Highway 401 j to Uva (Davis Drive) to Bathurst Street, Bathurst Street. Travel North on Wellington Street 0-'Ir fi,IJrora Travel South on Bathurst Street to Bathurst Street to Wellington Street Sid<nrood exit Toe ow ramp sign m Wellington Street West. Travel Wust. Travel East on Wellington Ir?b*alleo Aurora Side,,.ad. '1'navaJ East on Wellington Street to John Street to John West Way. Travel vvest On Wellington str'eat f-ast to West Way. 'travel Nonl1 on John North on John West Way. Travel to John blast Way T'rswem Nnrifl on West Way. Travel to 1 Municipal Drive. 'I Municipal Drive. John West Wr,, Tc3vml'.c t n,Runicipal Dnv¢ Legend 2Vwr s —►-- Suggested Route 1 Munlalpal Drive — Major Road eox N11000 _--_--- - 0 2.5 5 Aurora, ontorto Minor Road "G eJi "_--- Proposed Road Kilometres tel:(905) 727J123 c Turvn 'r — I.-.. oase m°n1. Febrvory l]Yy sN a. M eillletl nunry 19F3006. B oa byre Mpl°n W Y°rk. Pl°e°e ba eavkaa NN Ne Mlenl nr inlllaea °sip"oo;°�°'e�°alb.urv�°°.a°°ovTpaa°�..°°�e'nitl'u°:ae°aem:oa'.",C.i:m.�a mw,...�°.,.m. e,°e.mnPavi: wino WE ' GENERAL COMMITTEE - FEBRUARY 7, 2006 t TE GENERAL COMMITTEE SUBJECT: Amendments to the Clean Yards By-law FROM: Bob Panizza, Director, Corporate Services DATE: February 7, 2006. RECOMMENDATIONS No. CS06-009 THAT report CS06-009 entitled Clean Yards By-law amendments be received, and THAT the proposed amending By-law attached as Appendix #9 be approved. BACKGROUND The Clean Yards By-law was initially passed by Council on September 24, 2002, to deal with unwanted or unsightly conditions on properties in Town including the storage of inoperable vehicles. In 2005, By-law Services conducted a proactive campaign to address concerns expressed by a number of residents over the storage of inoperable vehicles on residential properties throughout the Town. Approximately 85 properties were identified in the course of this exercise. Each property owner was subsequently sent a Notice to have the vehicle properly licensed by the Ministry of Transportation; or stored in a garage or removed from the property. Although the exercise was successful with 85% of the residents complying, several property owners still have not complied with the Notices. COMMENTS As part of this exercise, staff noted a number of language issues with the by-law that should be addressed. Staff have reviewed the by-law for the purpose of tightening up the language in both the definitions and the general provisions sections of the by-law. These changes have been included in the draft by-law attached to the report in Appendix #1. In addition to these changes, staff will be seeking set fines for offences under the by-law for situations when compliance is not forthcoming from the resident. Currently, there are no set fines for non-compliance leaving staff to have to enter onto the property and have the work done and place any costs on the property owner's municipal taxes. This is a costly and time consuming process. The introduction of set fines should motivate residents to comply thereby expediting the process for compliance. —91— GENERAL COMMITTEE — FEBRUARY 7, 2006 February 7, 2006 -2- CS06-007 OPTIONS Council has the discretion to implement the proposed changes to the by-law. The revised by-law is supported by both By-law Enforcement Services and Legal Services. FINANCIAL IMPLICATIONS None. CONCLUSIONS The recommended amendments to the Clean Yards By-lawwill tighten up the language of the by-law and provide staff with a more effective tool in dealing with property -related complaints. The addition of set fines will also assist staff in situations where compliance is not received by expediting the compliance process. LINK TO STRATEGIC PLAN Goal C Continuing, controlled and well -planned growth, incorporating measures into Town policies and programs, which contribute to a safe living and working environment. ATTACHMENTS 1. Draft By-law 2. Current Clean Yards By-law 4754-06.P with proposed amendments PRE -SUBMISSION REVIEW Management Team — February 1, 2006 Prepared by: Chris Alexander, By-law Services Co-ordinator Bob Panizza, Director of Corporate Services Bob Panizza Director of Corporate Services —92— GENERAL COMMITTEE - FEBRUARY 7, 2006 ATTACHMENT 1 THE CORPORATION OF THE TOWN OF AURORA By-law Number)0=46.P BEING A BY-LAW requiring properties to be maintained in a safe condition and kept clear of refuse. WHEREAS the provisions of Section 127 (a), (b), (d),75(1),127 and 131ofthe Municipal Act, R.S.O., 2001, as amended, authorizes the Town of Aurora to enact by-laws to require yafds to be kept in a safe condition anhfree of refuse; WHEREAS the Municipal Council of the Cur orat`n ©fit e Town of Aurora deems it necessary and expedient to amend By -I NOW THEREFORE THE MUNICIP, NCIII THEt O� "ILATJON OF THE TOWN OF AURORA ENACTS AS 1. THAT Section 1 (d) of By-law and "or unlicensable." by deleting "or debris" 2. THAT Section 1 (d) of By-aw Z_i�P be ameR4;e�£6y inserting after fixtures, "except within a whollyF`e' a p wlding ' 2. THAT Section 1 (a) of By a 754� detef _• . 3. THAT Section 1 (f) of By -I 75Q� P be ended by deleting "because of Its mechanical conddi or .1 to of r air. 4. THAT Section 1 (m ©# By-law 4754e amended by deleting "or debris." 5. THAT Section fW4>4754-05.P be amended by deleting "All private property all be fuse, and." 6. TFI T""zjr#�eafy law 470P be amended by deleting "or debris" and 7. THAT Section 2.V(:kj� law 4754-05.P be amended by deleting "or 3(a),91 law 4754-05.P be amended by deleting "or debris." 9. THAT' o f'Ry-law 4754-05.P be amended by deleting "or debris." 10. THAT By la 0d�70 5.P be amended by inserting the following: 10.1 Each and every one of the provisions of this By-law is severable and if any provisions of.this By-law should, for any reason, be declared invalid by any court, it is the intention and desire of this Council that each and every of the then remaining provisions hereof shall remain in full force and effect. READ A FIRST AND SECOND TIME THIS XX DAY OF XXXXXXX 2006 READ A THIRD THE AND FINALLY PASED THIS XX DAY OF XXXXX 2006 TIM JONES, MAYOR -93- BOB PANIZZA, TOWN CLERK GENERAL COMMITTEE - FEBRUARY 7, 2006 ATTACHMENT e 2 THE CORPORATION OF THE TOWN OFAURORA By-law Number 4754-05.P BEING A BY-LAW requiring properties to be maintained in a safe condition and kept clear of refuse. WHEREAS the provisions of Section 127 (a), (b), (d),75(1), 127 and 131ofthe Municipal Act, R.S.O., 2001, as amended, authorizes the Town of Aurora to enact by-laws to require yards to be kept in a safe condition and free of refuse; and d debris; NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF AURORA ENACTS AS FOLLOWS: 1. For the purpose of this by-law; a) Corporation means the Corporation of The Town of Aurora. b) Property shall mean any private or public lands including yards or vacant lots. c) Provincial Offences Officer means a person appointed by by-law of the Corporation of the Town of Aurora as a Provincial Offences Officer pursuant to the authority under s. 15 of the Police Services Act, R.S.O. 1990, c.P.15 or designated in writing by a Minister under Section 1(3) of the Provincial Offences Act, R.S.O. 1990. C. P.33 as a Provincial Offences Officer. d) Refuse or BebFms shall mean any waste material of any kind whatsoever and without limiting the generality of the foregoing includes rubbish, in -operable or unlisensable vehicles or boats and mechanical equipment, automobile and mechanical parts, tires, furnaces, water and fuel tanks, furniture, glassware, plastic, cans, garden refuse, grass clippings, trees, tree branches, earth or rock fill, snow, materials from construction or demolition projects, old clothing and bedding, refrigerators, freezers, or similar appliances; whether operable or inoperable and containers of any kind and un-maintained garden fixtures except within a wholly enclosed building. e) w ReFt d nn t_. Vehicle means - vehlGle that has been leftunattended and that in th oo ' Henke., by re -e of Its nee, er cr meohan'Gal GOndifien 'ask Gf liGense plates OF invalid lisense plates, appeaFs to he„e hean-handpoo.t f) Inoperable Motor Vehicle means a vehicle not having valid provincial license plates or unable to be licensed by the Ministry of Transportation. because -et g) Naturalized Areas mean lands that may be subject to environmental protection and/or conservation, pursuant to the Town of Aurora's Official Plan and/or Zoning by-law and amendments thereto, or lands that are either environmentally sensitive, susceptible to flooding, erosion, have steep slopes, ponds, and/or other natural or ecological features that make either the existence of a lawn and/or the maintenance of such an area's vegetative growth to a height of no more than 8 inches or 20 millimetres impossible, and/or that preserve the natural environment for the protection and existence of wildlife, watercourses, conservation and forestry areas. GENERAL COMMITTEE - FEBRUARY 7, 2006 By-law Number 4754.05.P Page 2 of 3 (h) Depression or Excavation shall mean a man made condition on property that is capable of holding water for more than five (5) consecutive days but does not include a storm water management facility or a natural body of water. (i) Medical Officer of Health means the Medical Officer of Health for the Region of York; (j) Natural Body of Water refers to a creek, stream, bog, marsh, river, pond or lake crated by the forces of nature and which contains water on a regular basis. (k) Owner means the person(s) that appears on the assessment rolls of The Town of Aurora; (1) Person includes a natural individual, corporation, partnership or association; (m) Standing Water means any water, other than a natural body of water that is found either on the ground or in refuse er-debris as defined in this by-law and contains or is likely to contain mosquito larvae. GENERAL: 2. All pFlvate prepeFty shall be kept GleaF ef refuse, and No person shall dump, place, deposit, keep or permit to be dumped, placed, deposited or keep on any grounds, yards or vacant lots within the Town of Aurora any refuse er debris and, without limiting the generality of the foregoing, this shall include -'aportcd or inoperable motor vehicles and parts thereof. 2.1 No person shall keep a property unless it is free of: (a) depressions or excavations on the property capable of holding standing water for more than five days; (b) refuse erdebris of any kind capable of holding standing water; 3. a) No person shall throw, place or deposit any refuse erdebris on any private property or lands owned by the Town or permit the use of his or her property to be utilized for such a purpose. b) No person shall aid or assist any person to throw, place or deposit any refuse er debris on any private property or lands owned by the Town or permit the use of his or her property to be utilized for such a purpose. 4. All refrigerators, freezers or similar appliances which are no longer being used shall be: a) maintained inside an enclosed building, or; b) disposed of through the Town's waste management services. 4.1 No person shall keep a swimming pool, hot tub, wading pool, garden fountain or artificial pond unless it is maintained in good repair and working condition. 5. Refrigerators, freezers or similar appliances which are placed out on boulevard for disposal thereof shall have removed there from all doors and not limiting the generality of the foregoing shall include all sliding, swinging, spring loaded, and pull - to -open doors. -95- GENERAL COMMITTEE — FEBRUARY 7, 2006 By-law Number 4754-05.P Page 3 of 3 6. All private property owners shall cut and maintain the grass on their lawns to a height no higher than 8 inches or 20 millimetres, except for those areas which are "naturalized areas" as defined within this by-law. 7. When any property is not maintained pursuant to the requirements of this by-law, the Corporation shall send a notice requiring them to make the property conform to the requirements of this by-law and the notice shall specify the time allowed for compliance. 8. The aforesaid notice in writing may either be delivered or mailed by first class post to the address of the owner or occupant, as shown on the last revised assessment role, and the sending of such notice shall be deemed to be good and sufficient delivery of notice upon the owner. 9. Wherever this by-law directs or requires any matter to be done, in default of its being done by the person directed to do it, such matter or thing shall be done by the Town or its agents at the expense of such person and the Town may recover all expenses so incurred by action or in a like manner as municipal taxes. PENALTY: 10. Every person who contravenes any of the provisions of this by-law is guilty of an offence and upon conviction is liable to a fine pursuant to the provisions of the Provincial Offences Act, as amended SEVERABILITY: 10.1 Each and every one of the provisions of this By-law is severable and if any provisions of this By-law should, for any reason, be declared invalid by any court, it is the intention and desire of this Council that each and every of the then remaining provisions hereof shall remain in full force and effect. 11. By-law 4370-02.13 is hereby repealed. READ A FIRST AND SECOND TIME THIS 13" DAY OF DECEMBER 2005 READ A THIRD THE AND FINALLY PASED THIS 13" DAY OF DECEMBER 2005 TIM JONES, MAYOR BOB PANIZZA, TOWN CLERK .M GENERAL COMMITTEE — FEBRUARY 7, 2006 AGENDA ITEM TOWN OF AURORA GENERAL COMMITTEE REPORT SUBJECT: Designation of "Overall Responsible Operator" FROM: W. H. Jackson, Director of Public Works DATE: February 7, 2006 RECOMMENDATIONS No. PW06-003 THAT Report No. PW06-003 entitled "Designation of Overall Responsible Operator" be received for information; THAT the position of Public Works Supervisor (Water/Wastewater) be designated as the Overall Responsible Operator; THAT the positions of Manager of Operations Services and Public Works Supervisor (Roads/Traffic) be designated as Operators -in -Charge; THAT the Overall Responsible Operator and the Director of Public Works may designate an Overall Responsible Operator to actin the absence of the Public Works Supervisor (Water/Wastewater); THAT the Operator -in -Charge and the Director of Public Works may designate Public Works Crew Leaders as Operators -in -Charge as required in the absence of the Public Works Supervisors; and THAT Bylaw No. 4567-04.H be repealed. BACKGROUND Council, at its meeting of July 13, 2004, considered Report No. PW04-030, "Safe Drinking WaterAct", which outlined the various regulations enacted underthe Safe Drinking Water Act and the implications of these regulations to the Town of Aurora. As recommended in Report No. PW04-30 and adopted by Council, the position of Manger of Operations was designated as the Town's "Overall Responsible Operator" and the three senior Public Works Operations positions were designated as "Operators -in -charge". By-law No. 4567- 04.11 passed on July 13, 2004 enacted these designations. At the same Council meeting, staff was directed: "...to report further on the matter of the operation of the Town's water and sewer systems as necessary or as additional Provincial regulations are enacted..." —97— GENERAL COMMITTEE — FEBRUARY 7, 2006 February 7, 2006 - 2 - Report No. PW06-003 COMMENTS At its meeting of July 13, 2004, Council designated an "Overall Responsible Operator" (ORO) and "Operators -in -Charge" (OIC) as required under the regulations surrounding the Safe Drinking Water Act. Since that time, the Department has critically reviewed and monitored the operation of our water and sewer systems in an ongoing effort to improve our effectiveness and efficiency in this area. Among other changes such as improving our daily log to clearly identify who is performing the ORO and OIC roles, we are of the opinion that for administrative and organizational effectiveness, the ORO designation can now better be undertaken by the Public Works Supervisor (Water/Wastewater). The Public Works Supervisor (Water/Wastewater) has direct, daily involvement in the operation of the Town's water and sewer system and the critical understanding of up-to- date construction activities. The Supervisor has a hands-on role and is continually aware and informed on a 24 hour basis about all operating and construction activities impacting the water and sewer systems. Concurrently, it is felt that the Manger of Operations Services and Public Works Supervisor (Roads/Traffic) should, more effectively, be designated as OIC's. Either of these positions could also assume the ORO designation if required in the absence of the Public Works Supervisor (Water/Wastewater). It is further noted that the designation recommendations do not require by-law enactment and accordingly, to achieve a reflection of the present management operation of the Water/Wastewater Section, By-law No. 4567-04.H should be repealed and the positions of ORO and OIC be appropriately designated as described above. OPTIONS There are no options available to Council at this time from an operational perspective to deal with the designated positions and, at the same time, maintain the effectiveness of the Department. FINANCIAL IMPLICATIONS There are no financial implications with the changing of the Overall Responsible Operator and Operator -in -Charge designations. CONCLUSIONS The Town of Aurora continues to be in complete compliance with all regulatory requirements for drinking water systems. The change in operator designation detailed in this report is an example of Aurora's commitment for continual review of operation efficiencies, understanding and compliance with all new provincial regulations and is ME GENERAL COMMITTEE - FEBRUARY 7, 2006 February 7, 2006 - 3 - Report No. PW06-003 required in order to reflect the current management and operation of the Water/Wastewater Section of the Department. LINK TO STRATEGIC PLAN Goal A speaks to maintaining a well -managed and fiscally responsible municipality. ATTACHMENTS None PRE -SUBMISSION REVIEW Management Team Meeting - February 1, 2006 Prepared by. Peter Horvath, Manager of Operations Services, Ext. 3446 4✓�./Y W. H. Jackso Director of Public Works GENERAL COMMITTEE - FEBRUARY 7, 'r1 Ut1b -TOWN OF AURORA GENERAL COMMITTEE LAGENDAIEM # 7 No. PL06-017 SUBJECT: Applications to Amend the Official Plan and Zoning By -Law Aurora Heights Development Inc. 15450 Yonge Street Part of Lot 3 and Part of Block B of Registered Plan 246 Files: D09-02-06 and D14-06-06 FROM: Sue Seibert, Director of Planning and Development Services DATE: February 7, 2006 RECOMMENDATION THAT Council receive as information the following overview of Applications to Amend the Official Plan and Zoning By-law D09-02-06 and D14-06-06 scheduled for the Public Planning Meeting of March 29, 2006. BACKGROUND An Application to Amend the Zoning By-law was submitted by the applicant in 2000 for the subject lands. The proposal was for a 5 storey residential building with commercial uses at grade. A total of 64 residential units were proposed for floors 2 thru 5. A Public Meeting was held on November 27, 2002 for this application at which Council approved the application. The implementing by-law was passed on August 16, 2005. A site plan application was subsequently submitted and processed by staff. Site plan approval was delegated to the Director of Planning and Development Services and is virtually complete with the exception of the execution of the agreement. Since the original submission of this application, the size of the residential units were reduced. As a result, 61 units are proposed for floors 2 thru 5 with the 3 remaining units on the main floor. This is not permitted by the Official Plan therefore, the applicant has submitted this application for this permission. PROPOSAL The subject application proposed three residential units on the main floor of the following residential/commercial building: • 61 residential units on floors 2 thru 5; • Commercial Gross Floor Area: 436.8m2 (4,701.83ft2) -100- GENERAL COMMITTEE — FEBRUARY 7, 2006 February 7, 2006 - 2 - Report No. PL06-017 Total Gross Floor Area: 6637.4 m2 (71,447 ft2) Building Height: 5 Storeys • Parking: 122 spaces (40 at grade and 82 underground) • . Access: Full moves accesses are proposed on both Yonge Street and Aurora Heights Drive. • Landscaped Open Space: 42.1 % or 1912.7m2 The three ground floor units are proposed to be located at the north side of the building (See Figures 2 and 3). These three units will comprise a total area of 655.2m2 and each unit will have a small walk -out patio. A privacy fence will be installed to separate.these units from the commercial uses to the north. Location/Land Use: The subject property is located at the north-west quadrant of Yonge Street and Aurora Heights Drive. It is municipally known as 15450 Yonge Street and is legally described as Part of Lot 3 and Part of Block B of Registered Plan 246. The property is currently used for the purposes of a car leasing business, bus storage and residential purposes. The subject lands have the following characteristics: • a lot area of 0.45 hectares (1.13 acres); • irregular shaped with a portion of the lands being floodplain; • two road frontages, along Yonge Street and along Aurora Heights Drive; and, currently has a 1 '/2 storey storey building with a frame garage (these are proposed to be demolished). Surrounding Land Uses The surrounding land uses are as follows: North: existing commercial lands; South: existing commercial lands (Petro Canada Gas Station); East: Yonge Street, beyond which are existing commercial lands; and, West: Aurora Heights Drive, beyond which is the Aurora Community Centre and Tannery Creek. Official Plan The subject property is designated "Community Commercial Centre" within the Official Plan. Overall the proposal is in keeping with the objectives and policies contained therein. However, Section 3.2.2 b, d vi, a vii and Section 3.2.3 c viii and d ii of the Community Commercial Centre Policies and Historic Core -Community Commercial Centre Policies within the Official Plan consistently refer to residential uses above commercial uses where permitted. Based on these references, the subject —101— GENERAL COMMITTEE — FEBRUARY 7, 2006 February 7, 2006 - 3 - Report No. PL06-017 proposal would not conform with these policies therefore, an amendment to this document is required to facilitate this proposal. Zoning By-law The property is zoned "Central Commercial Residential (C2-14) Exception Zone" and "Open Space (0) Zone" under zoning by-law 2213-78, as amended. This site specific zoning permits residential uses however, Section 21.16.1 of the by-law permits "dwelling units above the first storey to a maximum of 61 units." The subject proposal does not comply with this provision of the by-law. Accordingly, an amendment to the by-law will be required to facilitate this application. PROVINCIAL POLICY STATEMENT The proposal is consistent with the provisions of the Provincial Policy Statement. SERVICING ALLOCATION The original Aurora Heights development project has servicing allocation for 61 units. The 3 additional residential units proposed by these applications will be required to obtain additional servicing allocation. FINANCIAL IMPLICATIONS Development charges, cash -in -lieu of parkland and associated economic spin-off benefits to the Historic Core of the Town are anticipated as a result of this development. LING( TO STRATEGIC PLAN The Strategic Plan contains objectives to ensure high quality, comprehensive community planning to protect the overall investment of citizens in the community. The subject proposal is consistent with these objectives. OPTIONS Not applicable. CONCLUSIONS Staff recommends that Council receive as information the overview of the proposed Applications to Amend the Official Plan and Zoning By-law (Files: D09-02-06 and D14- 06-06) and schedule the subject applications for the March 29, 2006 Public Planning Meeting. —102— GENERAL COMMITTEE - FEBRUARY 7, 2006 February 7, 2006 .4 - Report No. PL06-017 ATTACHMENTS Figure 1 - Location Plan Figure 2 - Proposed Site Concept Plan Figure 3 - Ground Floor Plan 7:7�T13i��3+�L�I►L��L�ri1 The subject applications were reviewed at the Management Team Meeting of February 1, 2006. Prepared by: Deborah Giannetta, M.Sc.PI., Planner Extension 4347 S e efb , M.C.I.P., R.P.P. Director of Planning and Development Services -103- > > X m 0 (1) z z 6 c Z m ;a go 0 a � Z Do m 1p = u 'a 0 M > m cn > z a z q m m 0 'a 9 m z --I E 0 Cl) c m 0 r SIMON z cn C: ;u m C e ZUUb '11 D � G 0m �o T Ornr n O Zoe _ WO 0i f p / ... q A- m 1p y 3 A'� kit. @ i a ex a. s k ra x. A e € a o � m � � e 9.i➢aAi j A_._._.—_._. •1 3 IiAE�.i eep� : F85iij- ij o [e 5 Hp {cafe F °$ d � i&e5• � F�9 �€� pp � ju R l eI a e!•yd ii a[ 91 ile efj ii.'pSi Aip � 9fi� 77 �vp94 �5 iiA� �B��p �6 I e e t jl� ji #III ,9 j s ij i 68E A ¢ g N jjji• F �e5 p�e5 gg)(g)g[ ! [ p• € 'aa �gYs3pp4,<fpi W °iUP - �� EV, ••• � e a� 33IId 3Id1I3Io �f( i i ifF �� ap �8'da F9B&S I:q k �� dgu. �. d tfi ace ej:kd595 k!!!i �fff�f'I'j FP hfP 5 iigp �. 5 p9•p a i a ? 3°x9 iiii�il+` °. jag FF a: 9 a 7 < an C € 91r .. R m O s D D cF�o ;um O ��z O r ZoI ;° aA ;Cu O47 m co X :y y � ,,.f jI ® ��, jl'P i �x ® l II toy e l m — ilIF r r O v G f& r. C1 _ r1 IV m Z 9 Ilk ye1,10 I �'I fP No, o 0 co Nf O ( 'i1�yO� O I try f ii Y �g t �l o I yisll z c------- - - - -- -, - i i l L �' m m m a e � I i 1, 5 �I'If�- � m I � `��*m..__ Avl m m I m I I i gay II I I I I I sa j I I 1 GENERAL COMMITTEE — FEBRUARY 7, 2006 10 TOWN OF AURORA GENERAL COMMITTEE REPORT No. PL06-018 SUBJECT: Zoning By-law Amendment Application Paula Bell 15 Mosley Street Pt Lot 1, R.P. 68 File NumberD14-05-06 FROM: Sue Seibert, Director of Planning and Development Services DATE: February 7, 2006 RECOMMENDATION THAT Council receive as information the following overview of Zoning By-law Amendment Application D14-05-06, scheduled for the March 29th, 2006 Public Planning Meeting. BACKGROUND Location/Land Use As illustrated on Figure 1, the subject lands are located east of Yonge Street, west of Victoria Street, and are municipally known as 15 Mosley Street. The subject property has an area of 611M2 (6,577ft2) and has a frontage of approximately 20m (66ft.) on Mosley Street. There is an existing 130m2 (1,40Oft2) two -storey residential building on the subject lands. Surrounding Uses To the North: Mixed Use South: Institutional East: Residential West: Office Commercial Official Plan The subject lands are designated as "Urban Residential" by the Town of Aurora Official Plan. In addition, the subject property is also within the designated Heritage Resource Area. To support the viability of Aurora's Heritage Resource Area, the Official Plan contains policies that permit limited commercial uses, such as small scale business or professional offices, within Urban Residential and Heritage designated areas. Such uses are subject to a site plan agreement and the availability of sufficient on -site parking which is screened to protect adjacent residential areas. —107— GENERAL COMMITTEE — FEBRUARY 7, 2006 February 7, 2006 .2. Report No. PL06-018 Zoning By-law The subject lands are currently zoned "Special Mixed Density Residential (R5) Zone" by the Town of Aurora Zoning By-law 2213-78, as amended. The R5 Zone permits the subject lands to be used for residential purposes and a private home day care. PROPOSAL The purpose of the application is to rezone the subject lands to a site specific 'R5-X' Exception Zone to permit the following: ■ Include a specialty retail boutique and interior design consulting service as additional permitted uses on the ground floor of the existing building (residential use will remain on 2"d floor); ■ Reduce the required parking on site from 6 spaces to 5; ■ Permit one parallel parking space to be located in the front yard; ■ Permit an accessory building (gazebo) to be located within the front yard, 3.5 metres from the front lot line. The applicant has prepared a draft site plan (refer to Figure 2) to accommodate 5 on -site parking spaces, and proposes to construct a gazebo in the front yard. OPTIONS Not applicable. FINANCIAL IMPLICATIONS Not applicable. LINK TO STRATEGIC PLAN The Strategic Plan contains objectives to ensure high quality, comprehensive community planning to protect the overall investment of citizens in the community. Review of the subject application through the Zoning By-law Amendment process will facilitate this objective. CONCLUSIONS Staff recommend that Council receive as information the overview of Zoning By-law Amendment Application D14-05-06, scheduled for the February 7th, 2006 Public Planning Meeting. ATTACHMENTS Figure 1 - Location Plan Figure 2 - Draft Site Plan IlIffily-M GENERAL COMMITTEE - FEBRUARY 7, 2006 February 7, 2006 - 3 - Report No. PL06-018 PRE -SUBMISSION REVIEW Management Team Meeting - February 1, 2006 Prepared by. Andrew Harper, Planner Extension 4349 S e e%b rt L'�- M.C.I.P., R.P.P. Director of Planning -109- FL I T WELLINGTON I n LIM STREET EAST Cy X. W W to g c _U ''W^ V Z Mosley St Tyler St a� w rn Church St m U c Metcalfe St CL a 0 50 100 m Harrison Ave Metres LOCATION PLAN OWNER: PAULA BELL FILE: D14-06-06 M3 SUBJECT LANDS Aui�—®RA AURORA PLANNING DEPARTMENT DATE: FEBRUARY 7, 2006 FIGURE 1 Location Map created by the Town of Aurora Planning Department, 0o4egeq 109� 2005. Modified January 27, 2006. Base data provided by York Region. GENERAL COMMITTEE - FEBRUARY 7, 2006 EEEEEE g SpY13YYS $ Ld a w Yr m � w m a ry T>- g{ UJ Ln €s ' ��rtts ti��ia� N p a.. O p a N i 1 ��i•IIIjI{%• '�' ERR, � �A_ ^�''`dfym�.P x^znox `tcoN.�^ew8 ----�: .. °e� ;� c I x m 4ovx r i 4` SP % Orc�"� 4a �'ai s, I i "� $� ��'�' W �� `I \$ kf•�n s�"C �i 7 b ^ u- a. yyam�,,,,�� ...., gg L. S' qt r Cs I Cr _q to 133�g ,,9N0,( N 18 cd n -111- GENERAL COMMITTEE - FEBRUARY 7, 2006 TOWN OF AURORA GENERAL COMMITTEE REPORT SUBJECT: Zoning By-law Amendment Application Richard Arnold 66 Wellington Street East Pt Lots 15&16, R.P. 107 File Number D14-07-06 FROM: Sue Seibert, Director of Planning and Development Services DATE: February 7, 2006 RECOMMENDATION No. PL06-019 THAT Council receive as information the following overview of Zoning By-law Amendment Application D14-07-06, scheduled for the March 29v", 2006 Public Planning Meeting. BACKGROUND Location/Land Use As illustrated on Figure 1, the subject property is located two lots east of Wells Street North and is municipally known as 66 Wellington Street East. The subject property has an area of 386m2 (4,155ft2) and has a frontage of approximately 14m (46ft.) on Wellington Street East. There is an existing 161m2 (1,733ft2) two -storey residential building on the subject lands. Surrounding Uses To the North: Residential South: Residential East: Residential with Home Office West: Residential Official Plan The subject lands are designated as "Urban Residential" by the Town of Aurora Official Plan. In addition, the subject property is also within the designated Heritage Resource Area. To support the viability of Aurora's Heritage Resource Area, the Official Plan contains policies that permit limited commercial uses along arterial streets in the Heritage Resource Area. Such uses are subject to a site plan agreement and the availability of sufficient on - site parking which is screened to protect adjacent residential areas. —112— GENERAL COMMITTEE — FEBRUARY 7, 2006 February 7, 2006 -2. Report No. PL06-019 Zoning By-law The subject lands are currently zoned "Special Mixed Density Residential (R5) Zone" by the Town of Aurora Zoning By-law 2213-78, as amended. The R5 Zone permits the subject lands to be used for residential purposes and a private home day care. PROPOSAL The purpose of the application is to rezone the subject lands to a site specific 'R5-X' Exception Zone to permit the following: ■ Include a business and professional office as an additional permitted use; ■ Reduce on site parking space requirement from 6 parking spaces to 5; ■ An exception to parking standard to permit two parking spaces to be in tandem; ■ An exception to reduce the minimum aisle width from 4 metres to 3.3 metres; ■ An exception to reduce the minimum side and rear lot buffer requirement from 1.5 metres to 0.3 metres. The applicant has prepared a draft site plan (refer to Figure 2) to illustrate the above noted non-use related propositions. OPTIONS Not applicable. FINANCIAL IMPLICATIONS Not applicable. LINK TO STRATEGIC PLAN The Strategic Plan contains objectives to ensure high quality, comprehensive community planning to protect the overall investment of citizens in the community. Review of the subject application through the Zoning By-law Amendment process will facilitate this objective. CONCLUSIONS Staff recommend that Council receive as information the overview of Zoning By-law Amendment Application D14-07-06, scheduled for the February 7th, 2006 Public Planning Meeting. ATTACHMENTS Figure 1 - Location Plan Figure 2 - Draft Site Plan —113— GENERAL COMMITTEE - FEBRUARY 7, 2006 February 7, 2006 - 3 - Report No. PL06-019 PRE -SUBMISSION REVIEW Management Team Meeting - February 1, 2006 Prepared by: Andrew Harper, Planner Extension 4349 d- Sa , V ei eC.I.P., R.P.P. Director of Planning -114- U L W W Centre St CIO LU _z C9 U) Z � 0 s! WELLINGTON STREET EAST co to 3 0 _U Mosley St 0 50 100 Metres LOCATION PLAN OWNER: RICHARD ARNOLD FILE: D14-07-06 SUBJECT LANDS �- Auw-) 2A AURORA PLANNING DEPARTMENT DATE: FEBRUARY 7, 2006 FIGURE 1 Location Map created by the Town of Aurol9 j'(gnaing Department, January 27, 2006. Base data provided by York Region. GENERAL COMMITTEE - FEBRUARY 7, 2006 L. N Lu .., AS Mlls -116- ADDITIONAL ITEMS TABLED FOR GENERAL COMMITTEE MEETING Tuesday, February 7, 2006 New Delegation A - Mr. Fabrizio Stranghieri of Cineplex Re: Item 1 - BA06-001 — Variance to Sign By-law — Cineplex Odeon — 15460 Bayview Avenue New Item 10 - Memo from Councillor Morris Re: FCM Expenses New Item 11 - Memo from Director of Corporate Services Re: Special General Committee Meeting Tuesday, March 7, 2006 at 7:00 p.m. New Item 12 - Memo from Director of Corporate Services Re: Special Council Meeting - Annual Shareholders Meeting, Borealis Holding Inc., - Tuesday, February 21, 2006 at 7:00 p.m. Page 1 of 1 ADDED ITEM Delegation (a) Panizza, Bob From: Doug Jackett [djackett@knightsigns.ca] Sent: Tuesday, February 07, 2006 10:01 AM To: Panizza, Bob Cc: fabrizio.stanghieri@cineplex.com; Bill Tishler Subject: Sign Variance Application for Cineplex Theatre, Municipal Committee Hearing Bob Panizza, This is to confirm, Mr. Fabrizio Stanghieri of Cineplex Entertainment and the writer, will be in attendance at the 7:00 pm meeting this evening re: the Subject noted. In the event there are questions from the Committee Members which we could be asked to address, we therefore request our presence be noted as the official delegation authorized to speak to the matter. We also understand, the Subject is noted as Item # 1) on the Meeting Agenda. Thank you for your help and advice. Doug Jackett Knight Signs - Eastern, div. of Pacific Sign Group Inc. 23-131 Whitmore Rd. Woodbridge ON L41- 6E4 tel 905,265,8410 ext 203, fax 905.265.8433 cell 905.815.5540, da�Q4knighisiens,ca 2/7/2006 ADDED ITEM AGENDA ITEM # I d AUlZORA MEMO To: Mayor & Members of Council From: Councillor Phyllis Moms Date: February 7, 2006 Subject: FCM Expenses As members of Council are aware, for the past number of years I have been attending the Federation of Canadian Municipalities conferences at locations across the country, as well as the Association of Municipalities of Ontario conferences in either Toronto or Ottawa. As you know, conferences such as these help to keep municipal councillors abreast of common issues and trends as they affect towns such as Aurora. The workshops and panels offered on current matters as well as the networking opportunities that present themselves benefit all of us that attend. Last year, I was honoured to be selected to serve on a sub -committee of FCM of which have been keeping you informed of our work and soliciting your feedback. As I discovered last year, the costs of registration, travel and accommodation have risen to the point where, for those of us that wish to attend and participate with both, make it difficult to do so without the outlay of some personal funds. Add to that, expenses associated with participating on a sub -committee of either group and it becomes cost prohibitive to participate. Anticipating that some members of Council will not use much or any of their conference allowance for 2006, and projecting that my costs for this involvement will exceed my personally allotted amount, I respectfully request that my expenditure for AMO, FCM and associated committee costs be covered with funds budgeted for Council in this area. I would anticipate this amount to be in the area of $800.00 and would appreciate Councils understanding and support. Should this amount change, will keep Council informed. Councillor Phyllis Morris ADDED ITEM I N T E R O F F I C E To: Members of Council From: Bob Panizza, Director of Corporate Services Subject: Special General Committee Meeting Date: February 7, 2006 MEMO In order to formalize the date scheduled for the Library Square Public meeting, it is requested that Committee confirm that Tuesday March 7 at 7:00 p.m. be rescheduled from a Council meeting to a Special General Committee meeting. 0Paa Director of Corporate Services ADDED ITEM I N T E R O F F I C E To: Members of Council From: Bob Panizza, Director of Corporate Services Subject: Special Council Meeting Date: February 7, 2006 MEMO Staff requests that a Special Council Meeting beset for Tuesday February 21 at 7:00 p.m. in order that Council can convene for the Annual Shareholder Meeting for Borealis Holding Inc. The regular Council meeting scheduled for this time will follow the special meeting. Bob Panizza Director of Corporate Services