AGENDA - General Committee - 20060620EIRAL CO
AGENDA
N0.06-12
117EE
TUESDAY, DUNE 20, 2006
7:00 P.M.
COUNCIL
TOWN NALL
PUBLIC RELEASE
16/06/06
TOWN OF AURORA
GENERAL COMMITTEE MEETING
AGENDA
NO. 06-12
Tuesday, June 20, 2006
7:00 p.m.
Councillor Gaertner in the Chair.
I DECLARATIONS OF PECUNIARY INTEREST
11 APPROVAL OF AGENDA
RECOMMENDED:
THAT the content of the Agenda as circulated by the Corporate Services
Department be approved as presented.
111 DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
IV ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
V DELEGATIONS
(a) Mr Geoffery Dawe of Aurora Public Library Board (pg. D-1)
Re: Item 2 - LS06-024 — Determination of Use for Library
Square Facilities
General Committee Meeting No. 06-12 Page 2 of 9
Tuesday, June 20,2006
VI CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Vll OTHER BUSINESS, COUNCILLORS
Vlll IN -CAMERA
Legal Matter
RECOMMENDED:
THAT Committee proceed In -Camera to address a legal matter.
IX ADJOURNMENT
General Committee Meeting No. 06-12 Page 3 of 9
Tuesday, June 20, 2006
AGENDA ITEMS
1. ADMO6-005— Amendments to the Town of Aurora By-law 4280-01.0 (pg. 1)
(as amended), being a By-law to govern the procedure
of the Council of the Town of Aurora and its Committees
and Boards
RECOMMENDED:
THAT the Committee provide direction on this matter.
2. Memo from the Director of Leisure Services (pg. 54)
Re: Community Use of Facilities
RECOMMENDED:
THAT memo be received for information.
3. LS06-024 — Determination of Use for Library Square Facilities (pg. 56)
RECOMMENDED:
THAT Council provide direction to staff with regards to the disposition of
facilities within Library Square.
4. LS06-023 — Alternative Uses of the Former Hydro Building (pg. 84)
at 215 Industrial Parkway South
RECOMMENDED:
THAT Council provide staff with direction on the preferred alternative as
presented in Report No. LS06-023.
5. CS06-022— Regulate the sale and possession of replica firearms (pg. 95)
RECOMMENDED:
THAT staff report CS06-022 be received; and
THAT the report and draft by-law be circulated to the other municipalities
within York Region and the York Regional Police Dept requesting their
support for this initiative.
General Committee Meeting No. 06-12
Tuesday, June 20,2006
Page 4 of 9
6. CS06-026— Newspaper Distribution Boxes & Waste Containers (pg. 113)
RECOMMENDED:
THAT staff report CS06-026 be received; and
THAT the Town place a notice in the Notice Board and advise all
newspaper distribution box companies of the proposal to enact a by-law to
regulate and permit newspaper boxes in the Town of Aurora; and
THAT the Town enter into discussions with Creative Outdoor Advertising
for the provision of Blvd Waste Containers and Newspaper Distribution
Boxes Corals; and
THAT a further staff report be submitted to Council once all of the details
with the distribution companies and Creative Outdoor Advertising have
been addressed.
7. PW06-031 — Tender Award No. PW2006-01 - Reconstruction of (pg. 135)
Stormwater Management Facilities NW-1 & NC-2
RECOMMENDED:
1. THAT Tender PW2006-01 - Reconstruction of Stormwater
Management Facilities NW-1 & NC-2, be awarded to S & F Excavating
Limited at its tendered price of $402,685.50;
2. THAT Council authorize the Mayor and Municipal Clerk to execute the
attached Form of Agreement between the Town of Aurora and S & F
Excavating Limited for the reconstruction of Stormwater Management
Facilities NW-1 & NC-2;
3. THAT Council acknowledge the assistance of the Lake Simcoe Region
Conservation Authority in the undertaking of this project; and
4. THAT, with regard to the potential future upgrades of other stormwater
management facilities in the Town of Aurora, Council authorize staff:
■ to issue a Request for Proposal for the Class Environmental
Assessment and Detail Design for the retrofit of two stormwater
management facilities, one located immediately south of Wellington
Street East, adjacent to Ab Cox auto dealership, (facility C-1) and
the other located immediately east of Bathurst Street, north of
McClellan Way (facility SW-2);
General Committee Meeting No. 06-12
Tuesday, June 20, 2006
Page 5 of 9
■ to expend funds in the amount of $100,000 from the Storm Sewer
Reserve for the environmental assessment and design work for the
upgrades of facilities C-1 and SW-2 with such funds to be provided
as described in Report PW06-031;
■ to contact the Lake Simcoe Region Conservation Authority
regarding possible financial assistance for these projects; and
■ to report to Council with the results of the Class Environmental
Assessment and Detail Design.
8. LS06-025 — Tri- Party Property Use Agreement between YRDSB, (pg. 146)
YCDSB and the Town of Aurora
RECOMMENDED:
THAT Council authorize the Mayor and Clerk to execute a Tri- Party
Property Use Agreement between the Town of Aurora, the York Region
Catholic District School Board and the York Region District School Board.
9. PLO6-077 — Release for Registration (pg. 156)
Elderberry Hill
Schickedanz Bros. Ltd.
13990 and 14028 Yonge Street
D12-01-3A
RECOMMENDED:
THAT the Mayor and Clerk be authorized to execute a Subdivision
Agreement between The Corporation of the Town of Aurora and
Schickedanz Bros. Limited in accordance with the draft approved
conditions dated subject to the provision of financial payments and
securities as set out on Schedules "K" and "L" of the Agreement; and
THAT the Mayor and Clerk be authorized to execute all documents
necessary to give effect to same.
General Committee Meeting No. 06-12
Tuesday, June 20,2006
Page 6 of 9
10. PL06-079 — Applications to Amend the Zoning By-law
and Application for Site Plan Approval
Chapman Court (Kylemore Homes)
Part of Lot 80, Concession 1, E.Y.S
Files: D14-13-05A & 1311-10-05
RECOMMENDED:
(pg. 207)
THAT Council enact implementing Zoning By-law Amendment being By-
law 4813.06.D; and,
THAT Report PL06-079 be received as information and that, subject to the
resolution of all outstanding issues and the submission of all fees and
securities, Council authorize the Director of Planning and Development
Services to execute a Site Plan Agreement between the Owner and the
Town of Aurora to permit the construction of 48 residential townhouses.
11. PL06-084 — Applications to Amend the Zoning By-law and (pg. 225)
for Site Plan Approval
The Merkur Group
14800 Yonge Street
Pt Lot 77, Concession 1 W.Y.S.
Files D14-04-06 & 1311-12-05
RECOMMENDED:
THAT report PL06-084 be received as information;
THAT Council enact implementing Zoning By-law Amendment 4814-06.D;
and
That subject to the resolution of all outstanding issues and the submission
of all fees and securities, Council authorize the Director of Planning and
Development Services to execute a Site Plan Agreement between the
Owner and the Town of Aurora to permit the 693m2 (7450ft2) expansion of
the grocery store, as well as to conduct other site works.
12. PL06-085 — Servicing Allocation Matrix (pg. 237)
RECOMMENDED:
THAT the attached Matrix for the Allocation of Servicing Capacity,
Appendix 1, be adopted by Council to be used to determine applications
that may be considered for allocation.
General Committee Meeting No. 06-12
Tuesday, June 20, 2006
Page 7 of 9
13. PL06-075 — St. John's Road Development Corp. (pg. 257)
East Aurora Wetland Complex Swale Buffer
Part of Lots 24 and 25, Concession 2, E.Y.S.
East side of Bayview Avenue
Files: DO8-10-96, D12-00-1A and D14-05-00
OMB Case No. PL000902
OMB File Nos. 0000160, S000085 and Z000137
RECOMMENDED:
THAT Council receive Staff Report PL06-075 — St. John's Road
Development Corp. related to a proposed buffer adjacent to the East
Aurora Wetland Swale. Files: D08-10-96, D12-00-1A and D14-05-00.
That the Ontario Municipal Board be notified that, based on the technical
reports provided, Council supports a minimum 20m (65 ft,) buffer adjacent
to the East Aurora Wetland Swale.
14. Memo From the Policy Planner (pg. 266)
Re: Revised Implementing Zoning By-law - Town of Aurora
Part of Lot 19, Concession III - 15059 Leslie Street
File: D14-05-04
RECOMMENDED:
THAT the memo be received for information
15. PL06-082 — Proposed Official Plan Updates pertaining to (pg. 271)
Industrial/Commercial designations and Economic
Development
File Number D09-03-06
RECOMMENDED:
THAT report PL06-082 be received as information; and
THAT, staff finalize the Official Plan Updates and bring the completed
Official Plan Amendment document to Council on July 11, 2006 for their
review and on August 15, 2006 for adoption.
General Committee Meeting No. 06-12
Tuesday, June 20, 2006
Page 8 of 9
16.
17
9"
19.
PW06-032 — Joint Municipal Waste Diversion Strategy
RECOMMENDED:
(pg. 274)
THAT Council approve, in principle, the joint municipal waste diversion
strategy as described in Report PW06-032 subject to the outcome of the
public consultation planned for this summer;
THAT staff report back to Council in the fall of 2006 on recommended
amendments to the strategy as a result of input from the public
consultation process; and
THAT Report No. PW06-032 be referred to the Environmental Advisory
Committee for their information.
PL06-081 —Update of Studies in Support of Regional Official Plan (pg. 282)
Amendment for the 2C Planning Area
RECOMMENDED:
THAT, based on the completed supporting studies, Council request that
the Region of York initiate a Regional Official Plan Amendment to include
the 2C lands within the "Urban Area" designation of the Regional Official
Plan; and
THAT, the Region of York be requested to include a policy, within the
amendment, to require a phasing strategy at the secondary planning
stage to ensure that employment land development is concurrent with or
precedes residential development in the 2C lands.
PL06-080 — Servicing Allocation Matrix
RECOMMENDED:
(pg. 289)
THAT the attached Matrix for the Allocation of Servicing Capacity,
Appendix 1, be adopted by Council to be used to determine applications
that may be considered for allocation.
PW06-030 — Region 10-Year Roads Capital Program — Criteria (pg. 298)
for Prioritizing Projects
RECOMMENDED:
THAT Report PW2006-30, `Region 10-Year Roads Capital Program —
Criteria for Prioritizing Projects", be received for information; and
General Committee Meeting No. 06-12
Tuesday, June 20, 2006
Page 9 of 9
20
21
22.
THAT the Region of York be advised that the Town of Aurora is in favour
of the revised Priority Setting Model Criteria as detailed in the April 5,
2006 Report from the Commissioner of Transportation and Works to the
Regional Transportation and Works Committee.
PW06-033 — Anti -train Whistle Update
RECOMMENDED:
(pg. 312)
1. THAT Transport Canada be encouraged to expedite their review of the
use of wayside horns at level crossings; and
2. THAT the Regional Municipality of York be encouraged to review the
matter of elimination of train whistles at level crossing under their
purview within the Town of Aurora as soon as possible following the
decision by Transport Canada as described in Recommendation No. 1.
PL06-076 — Issues Related to New Over Sized Housing
Developments in Existing Neighbourhoods
RECOMMENDED:
(pg. 318)
THAT Report PL06-076 regarding the construction of over sized infill
housing in existing neighbourhoods be received as information;
THAT Council direct Planning Staff to initiate a working group with the
Building Administration Department, in order to determine which infill
zoning provisions used in other municipalities can be successfully applied
in the Town of Aurora;
THAT Staff be further directed to identify a preferred zoning option and
determine the geographic area or areas where the infill zoning provisions
would apply;
THAT Staff be directed to seek public involvement in the process by
hosting a Public Open House; and
THAT, Staff report back on the matter in September 2006.
PL06-083 — Planning Applications Status List
RECOMMENDED:
(pg. 347)
THAT the Planning Applications Status List be received as information;
GENERAL COMMITTEE — JUNE 20, 2006
Delegation (a)
Panizza, Bob
From: Colleen Abbott [colleen.abbott@library.aurora.on.ca]
Sent: Wednesday, June 14, 2006 7:50 PM
To: Panizza, Bob
Subject: Delegation at June 20th General Committee Meeting
Dear Mr. Panizza:
s
The Library Board wishes to appear as a delegate at the General Committee Meeting of June
20, 2006 with respect to Report No. LS06-024, Determination of Use for Library Square
Facilities. The Board will be represented by its Chair, Geoffrey Dawe.
Colleen Abbott, Secretary
Aurora Public Library Board
Colleen Abbott - Chief Executive Officer
Aurora Public Library 15145 Yonge Street Aurora ON L4G iM 1
colleen. abbott@llbrary. aurora. on. ca
let: (905) 727-9494 ext 221 fax:(905) 727-3454
The Information contained in this message is directed in confidence solely to the persons) named above and may not be otherwise
distributed, copied or disclosed. The message may contain information that is privileged, confidential and exempt from disclosure under the
Municipal Freedom of Information and Protection and Privacy Act. If you have received this message in error, please notify the sender
immediately advising of the error and delete the message without making a copy. Thank you.
6/15/2006 D - 1
GENERAL COMMITTEE — JUNE 20, 2006 [AGEMDA IT
I N T E R
OFFICE MEMO
To: Members of Council
From: Bob Panizza, Director of Corporate Services
Subject: Procedural By-law Review
Date: June 2, 2006
At the General Committee meeting of May 16 it was recommended that balance of the
issues related to the Procedural By-law review be deferred to the next General Committee
meeting namely, June 6.
However given the size and number of items that are on the agenda for the meeting of
June 6, it is proposed that the Procedural By-law matter be deferred and will be placed on
the General Committee agenda for June 20.
A �
Bob Panizza
Director of Corporate Services
c. J. Rogers
—1—
GENERAL COMMITTEE - JUNE 20, 2006
Adjournment of Meetings
Section 3.2 and section 13.2 set out under Order of Business that In Camera (closed)
sessions be held prior to the adjournment of the meeting. The practice has developed.
that if nothing is to be reported out of the In Camera session then the meeting is
adjourned and the In Camera meeting is then held. This practice means..that the In
Camera session has no formal status or record of decisions. It is therefore suggested that
the Order of Business be rigorously followed and that the meeting not adjourn until after
the In Camera session is completed (whether or not anything is to be reported out of the
In Camera session).
Approved
2. Procedural Orientation
It is strongly recommended that at the beginning of each term of Council the Town
sponsor a formal seminar for all Councillors and members of the public who may be
members of Council appointed Committees, on the general rules of meeting procedures
and practices to emphasize the value of a knowledgeable chair in the conduct of meetings
in a fair and consistent manner. Two orientation meetings should be convened, one
for Members of Council and a second for members of committees.
Approved as amended
3. Formal Procedures
It is generally recommended that all references to meeting procedures within the By-law
as "informal' be removed from the text of the By-law as all aspects of the procedures to be
followed by the Council or any of its Committees in the governance of its meetings must
be formal.
Approved
4. Governance
Separate and apart from the recommendations of this report, the Town of Aurora should
seriously consider undertaking a comprehensive governance study of its
Council/Committee structure in 2007, to ensure that the structure being used is the very
best that can be developed to serve both the short and long term needs of a growing
contemporary municipality and the residents and businesses it serves.
Approved as amended
-2-
GENERAL COMMITTEE — JUNE 20, 2006
5. Attendance of Staff
A general issue that arose during the review of the By-law was the mandatory attendance
of senior staff (other than the Chief Administrative Officer and the Clerk) at Council
meetings where they have no items on the agenda to address and where they are not
aware of any other requirements for their presence. This matter is not an issue for the
Procedural By-law but rather a matter of administrative propedure 2nd practice based
predominately on individual meeting requirements, When deemed appropriate to the
circumstances, the Chief Administrative Officer in consultation with Council, could arrive at
some alternative procedures whereby Members of Council could obtain any information
and advice in advance of each Council Meeting thus eliminating the necessity for some
senior staff members to attend all evening meetings. Please note that the above
suggestion does not cover GeReFa" eFnFnl#e9 Council Meetings as senior staff members
should be in attendance at all Ge eFal GerRmot Council Meetings or at least be
available to attend the meeting on a moments notice. That this practice be implemented
on a trial basis for the balance of the year. ,
Approved as amended
Time of General Committee Meetings
It is recommended that General Committee meetings should, after December 1, 2006,
commence at 2:00 p.m. in order to allow Staff to be available to assist in the deliberations
of Committee. The General Committee meetings are meant to be an opportunity for
Members of Council to spend time in discussing the items on the Agenda and depending
on the topic there are times when staff members other than Senior Staff could assist in the
deliberations. If the meetings were to start in the afternoon it would be easier to call the
staff member into the meeting if necessary. The afternoon time would also allow those
residents who are not able to attend evening meetings the opportunity to attend at least
the General Committee meetings. Further, there are recommendations in this report that
would see Advisory Committee Minutes coming to General Committee before going to
Council and the expectation is that the General Committee meetings could become
lengthier and the earlier start time would ensure that the discussions would not take place
too late into the night. Council would also have the option to defer a particular matter to a
Council meeting or special meeting if there was a concern that the matter needed to be
heard at an evening time. If Council is not comfortable with the 2:00 p.m. time it is
suggested that the start time be 4:30 p.m.
Defeated
—3—
GENERAL COMMITTEE - JUNE 20, 2006
7. Calling of Meetings
It is recommended that clause 2.8 be amended to mirror specifically the wording and
provisions of section 239 (1) of the Municipal Act, 2001 with respect to the wording of the
stated exemptions to Open Meetings of Council.
Approved #
8. Order of Business
(a) The terminology entitled "In Camera" in the order of business should be amended to
read "Closed Session"
Approved
(b) The terminology entitled "Other Business — Councillors" in the order of business
should be amended to read "New Business/General Information — Councillors aad
Chief Administrative OfflGe
Approved as amended
A new provision should be added to the By-law stating that any new business and
general information considerations that result in a direction to staff requires a
Notice of Motion by a Member of Council. A resolution shall then be
presented at the next Council or Committee to give such direction effect.
Approved as amended
The New Business/General Information — Councillors section shall be moved
near the beginning of the agenda.
Approved
(c) Open Forum should become apart of the formal order of business of Council in that
the provision would read "Any ratepayer of the Town of Aurora is entitled to make a
deputation to Council on matters that are not on the Agenda of Council provided the
maximum time allotted is five minutes for each delegate and the total time of all
delegates for this portion of the Agenda be restricted to twenty minutes.
Approved
ME
GENERAL COMMITTEE — JUNE 20, 2006
9. Deputy Mayor —Acting Head of Council
Remain intact as written, until the conclusion of the existing term of Council; and that
effective with the term of Council commencing December 1, 2006, the clause be amended
to mirror section 242 of the Municipal Act, 2001 respecting the appointment of a member
of Council "to act in the place of the Head of Council when the Head of Council is absent
or refuses to act or the office is vacant and while so acting(,such member has all the
powers and duties of the Head of Council". Council may wisk to consider the option of
rather than having the Councillor with the highest number of votes being the Acting Head
of Council that there be a regular (monthly, bi-monthly, quarterly etc.) rotation of the role of
Acting Head of Council, similar to the way the General Committee meetings are chaired.
Defeated
10. Rules of Order
Section 4.8 be amended by deleting reference to Robert's Rules of Order and be replaced
with Bourinot's Rules of Order. The new wording of section 4.8 would read "Rules of
Order for 4.8 - The provisions of this By-law shall govern the proceeding of the
Council/Committee(s) and except as provided herein, the rules of Parliamentary
Procedure as contained in Bourinot's Rules of Order shall be followed.
Approved
11. Suspension of Rules
ot-
WrW
0
mem-
1-0 -W
- ----- - -
That the proposed recommendation notbe supported and that staff report back with
a revised amendment to this section to reflect that the suspension of the procedural
by-law shall not apply to any item for reconsideration.
Approved as amended
—5—
GENERAL COMMITTEE — JUNE 20, 2006
In response to the aforementioned direction, staff have reviewed the provisions of sections
4.6 and 5.13 and suggest the following be implemented as the new section 4.6:
4.6 Suspension of Rules
a) The provisions of this by-law shall be observed in all proceedings of Council and its
Committees, except that the rules and regulations pntaindd herein may be
suspended by a two-thirds majority vote of -the lkilembersipresent.
b) A motion to suspend the rules of procedure shall not be debatable or amendable.
c) A motion to suspend the rules of procedure shall not applicable to section 5.21,
Reconsideration.
GENERAL COMMITTEE - JUNE 20, 2006
16
TOWN OF AURORA
APPENDIX #1
GENERAL COMMITTEE REPORT No. ADM06-005
SUBJECT: Amendments to the Town of Aurora By-law 4280-01.0 (as
amended), being a By-law to govern the procedure of the
Council of the Town of Aurora and its Committees and Boards
FROM: John S. Rogers, Chief Administrative Officer
DATE: May 2, 2006
RECOMMENDATIONS
THAT Report No. ADM06-005 be received.
THAT the revised By-law to govern the procedures of the Council of the Town
of Aurora and its Committees and Boards attached to this Report be enacted
by Council.
THAT a Procedural Orientation Session be held within the first three months of
each new term of Council for members of Council and all members of
Committees of Council.
THAT a comprehensive governance review be considered by Council in the
2007 Business Plan and Budget.
THAT the attendance of Senior Staff at Council and General Committee
meetings be determined by the Chief Administrative Officer in consultation
with the Mayor and Chair of the meetings.
BACKGROUND & COMMENTS
It is common knowledge that organizations of all sizes and types will be effective if they are
able to conduct their business in an orderly fashion. Even if section 238 of the Municipal
Act did not require Municipalities to have Procedure By-laws the Town of Aurora Council
and its various appointed bodies and committees would benefit from a Procedure By-law.
The current Procedure By-lawwas passed by Council in 2001 and has been amended four
times since. Council has asked staff to review various aspects of the Procedural By-law
and in the Fall of 2005 the Chief Administrative Officer authorized Mr. Scott Somerville to
meet with Council to discuss appropriate revisions to the By-law.
COMMENTS
The review of the By-law has raised some issues that can and should be addressed by
Council as soon as possible and there are other areas where it may be advisable to have
the recommendations take effect as of December 1, 2006 when a new Council will be
taking office. Discussion of individual areaslwill be now set out with separate headings.
GENERAL COMMITTEE — JUNE 20, 2006
April 18, 2006 - 2 - Report No. ADM06-005
Adjournment of Meetings — Section 3.2 and section 13.2 set out under Order of
Business that In Camera (closed) sessions be held prior to the adjournment of the
meeting. The practice has developed that if nothing is to be reported out of the In
Camera session then the meeting is adjourned and the In Camera meeting is then
held. This practice means that the In Camera session has no formal status or
record of decisions. It is therefore suggested that the Order of Business be
rigorously followed and that the meeting not adjourn until dfter the In Camera
session is completed (whether or not anything is to be reported out of the In Camera
session).
2. Procedural Orientation —It is strongly recommended that at the beginning of each
term of Council the Town sponsor a formal seminar for all Councillors and members
of the public who may be members of Council appointed Committees, on the
general rules of meeting procedures and practices to emphasize the value of a
knowledgeable chair in the conduct of meetings in a fair and consistent manner.
3. Formal Procedures - It is generally recommended that all references to meeting
procedures within the By-law as "informal' be removed from the text of the By-law
as all aspects of the procedures to be followed by the Council or any of its
Committees in the governance of its meetings must be formal.
4. Governance — Separate and apart from the recommendations of this report, the
Town of Aurora should seriously consider undertaking a comprehensive governance
study of its Council/Committee structure to ensure that the structure being used is
the very best that can be developed to serve both the short and long term needs of
a growing contemporary municipality and the residents and businesses it serves.
5. Attendance of Staff — A general issue that arose during the review of the By-law
was the mandatory attendance of senior staff (other than the Chief Administrative
Officer and the Clerk) at Council meetings where they have no items on the agenda
to address and where they are not aware of any other requirements for their
presence. This matter is not an issue for the Procedural By-law but rather a matter
of administrative procedure and practice based predominately on individual meeting
requirements. When deemed appropriate to the circumstances, the Chief
Administrative Officer in consultation with Council, could arrive at some alternative
procedures whereby Members of Council could obtain any information and advice in
advance of each Council Meeting thus eliminating the necessity for some senior
staff members to attend all evening meetings. Please note that the above
suggestion does not cover General Committee Meetings as senior staff members
should be in attendance at all General Committee Meetings or at least be available
to attend the meeting on a moments notice.
6. Time of General Committee Meetings — It is recommended that General
Committee''meetings should, after December 1, 2006, commence at 2:00 p.m, in
orderto allow Staff to be available to assist in the deliberations of Committee. The
General Committee meetings are meant to be an opportunity for Members of
Council to spend time in discussing the items on the Agenda and depending on the
topic there are times when staff members otherthan Senior Staff could assist in the
deliberations. If the meetings were toftart in the afternoon it would be easier to call
GENERAL COMMITTEE — JUNE 20, 2006
April 18, 2006 - 3 - Report No. ADM06-005
the staff member into the meeting if necessary. The afternoon time would also allow
those residents who are not able to attend evening meetings the opportunity to
attend at least the General Committee meetings. Further, there are
recommendations in this report that would see Advisory Committee Minutes coming
to General Committee before going to Council and the expectation is that the
General Committee meetings could become lengthier and the earlier start time -
would ensure that the discussions would not take place too late into the night.
Council would also have the option to defer a particular mattertb a Council meeting
or special meeting if there was a concern that the matter needed to be heard at an
evening time. If Council is not comfortable with the 2:00 p.m. time it is suggested
that the start time be 4:30 p.m.
7. Section 2 — Calling of Meetings — It is recommended that clause 2.8 be amended
to mirror specifically the wording and provisions of section 239 (1) of the Municipal
Act, 2001 with respect to the wording of the stated exemptions to Open Meetings of
Council.
8. Section 3 — Order of Business
(a) The terminology entitled "In Camera" in the order of business should be
amended to read "Closed Session"
(b) The terminology entitled "Other Business — Councillors' in the order of business
should be amended to read "New Business/General Information — Councillors
and Chief Administrative Officer". A new provision should be added to the By-
law stating that any new business and general information considerations that
result in a direction to staff requires a resolution of Council and or Committee to
give such direction effect.
(c) Open Forum should become a part of the formal order of business of Council in
that the provision would read "Any ratepayer of the Town of Aurora is entitled to
make a deputation to Council on matters that are not on the Agenda of Council
provided the maximum time allotted is five minutes for each delegate and the
total time of all delegates for this portion of the Agenda be restricted to twenty
minutes.
9. Section 4.3 — Deputy Mayor — Acting Head of Council
Remain intact as written, until the conclusion of the existing term of Council; and
that effective with the term of Council commencing December 1, 2006, the clause
be amended to mirror section 242 of the Municipal Act, 2001 respecting the
appointment of a member of Council "to act in the place of the Head of Council
when the Head of Council is absent or refuses to act or the office is vacant and
while so acting such member has all the powers and duties of the Head of Council".
Council may wish to consider the option of rather than having the Councillorwith the
highest number of votes being the Acting Head of Council that there be a regular
(monthly, bi-monthly, quarterly etc.) rotation of the role of Acting Head of Council,
similar to the way the General Committee meetings are chaired.
10. Rules of Order
Section 4.8 be amended by deleting reference to Robert's Rules of Order and be
replaced with Bourinot's Rules of Order. The new wording of section 4.8 would read
"Rules of Order for 4.8 - The provisions of this By-law shall govern the proceeding of
the Council/Committee(s) and except as provided herein, the rules of Parliamentary
Procedure as contained in Bourinot_s9Rules of Order shall be followed".
GENERAL COMMITTEE — JUNE 20, 2006
April 18, 2006 - 4 - Report No. ADM06-005
11. Suspension of Rules
"A request had been made that staff review section 5.13 (b) of the Procedural By-
law for the purposes of determining whether there were any inconsistencies
between this section and the balance of the Procedural By-law. As a result of this
review it is concluded that section should be removed from the Procedural By-law.
In addition, as both section 4.6 and 5.13 speak to Suspension of Procedural
Requirements and Suspension of Rules, it has been determined that for clarity,
ease of reference and application, there:: -need be only dine section which speaks to
Council's suspension of the Procedural By-law. Hence, it is recommended that
section 5.13 dealing with Suspension of Rules be deleted in its entirety and that
section 4.6 be amended to contain therein all the necessary by-law provisions
pertaining to Suspension of Procedural Requirements. Therefore, a new section 4.6
(b) has been added to reflect that a motion to suspend the rules of procedure is not
debatable or amendable."
12. Standing Committees —Audit Committee
A new clause should be Inserted into the By-law recognizing that Council has
formally delegated the role and responsibilities of an audit committee to the General
Committee of Council.
13. Section 13.2 -should be changed from "Other Business—Councillor'to read "New
Business/General Information — Councillors and Chief Administrative Officer"
14. Closed Session — All terminology throughout the By-law stating "In Camera"
should be amended to read "Closed Session"
15. Advisory, Ad Hoc Committees — Chair —A provision should be added to the By-
law such that members of the public who have been appointed by Council to any
Advisory Committee of Council may be elected by the members of that Advisory
Committee to the position of Chair.
16. Reporting Mechanism for Advisory Committees — The By-law should be
amended to reflect that all Advisory Committees appointed by Council should
report to Council through the General Committee as of December 1, 2006.
17. Review of By-law — There should be a provision inserted into the By-law that
would require the By-law to be reviewed within the first six months of each term of
Council.
18. Review of Code of Ethics and Conflict of Interest Policy Statement— Similarly
there should be a provision within the By-law that requires the Council Code of
Ethics and the Conflict of Interest Policy statement of Council be reviewed within
the first six months of the term of Council.
19. Attachments to the By-law —The following schedule should be appended to the
By-law:
I. Schedule A — Audit Committee Terms of Reference
II. Schedule B — Council Code of Ethics
III. Schedule C — Conflict of Interest Policy Statement
—10—
GENERAL COMMITTEE — JUNE 20, 2006
April 18, 2006 .5. Report No. ADM06-005
20. Procedure for Determination and Consideration of Items Requiring Separate
Discussion —A provision should be placed in the By-law that requires a Council to
indicate the reason for requesting an item to be considered for separate discussion
and when the item is reached for separate discussion the CAO or their designate
would be requested to provide comment to Committee or Council prior to the
discussion taking place.
21. Conduct of Members - Clause 4.4 (a) should be am9pded tdread "use offensive
words, inappropriate actions or un-parliamentary language in or against the Council
or against any member of Council, any Staff or member of the public.
22. Improper Conduct — Clause 4.5 (a) should be amended to make it clear that
improper conduct includes a member of the public or staff using improper language
or offensive words or actions.
23. Electronic distribution of Material — In this age of electronic technology it would
make sense to allow Councillors to decide whether they wish to receive their
materials electronically or in print form. Clause 2.6 should be amended to allow
Councillors to decide the format of the materials they are to receive.
24. Electronic Recording of Meetings — Clause 43.1 should be amended to say
electronic recording of meetings rather than just audio as the Council Chambers
are now equipped with DVD recording equipment to allow for visual as well as
audio recording.
25. Agenda Preparation — Clauses 18.3 and 27.3 deal, in part, with the preparation of
Agendas for the meetings of Ad Hoc Committees and Advisory Committees.
These clauses should be amended so that the Agendas are prepared by Staff and
reviewed by the Chair being a more accurate reflection of what does normally
happen.
OPTIONS
Council may adopt all, some or none of the suggestions contained within this report. It
should be noted that all of the clauses are mutually exclusive and Council may make
changes to one clause without impacting other clauses.
FINANCIAL IMPLICATIONS
There are no direct financial implications to this report.
LINK TO STRATEGIC PLAN
Goal A — Maintaining a well managed and fiscally responsible municipality.
Goal B — Supporting a healthy business environment that attracts new business and is
responsive to the needs of our current business community.
Goal C — Continuing controlled well planned growth.
Goal E — Promoting open, accountable, transparent and accessible municipal government.
—11—
GENERAL COMMITTEE - JUNE 20, 2006
April 18 2006 - 6 - Report No. ADM06-005
CONCLUSIONS
The changes suggested in this Report are offered in an attempt to assist Council and
its Committees to proceed in manner that will allow full and open debate of matters
placed before them. There may be other suggestions that Council would like to
suggest and it is hoped that this Report will encourage other ideas to assist the
Town in the conduct of its business.
:t H
ATTACHMENTS
Draft Procedure Bylaw with changes highlighted.
PRE -SUBMISSION REVIEW
Management Team - April 12, 2006
Prepared by. John S. Rogers, Chief Administrative Officer- Ext. 4244
John S. Rogers
Chief Administrative Officer
-12-
GENERAL COMMITTEE — JUNE 20, 2006
APPENDIX #2
To: Mayor and Members of Council
From: John S. Rogers, Chief Administrative Officer
Date: May 16, 2006
Re: Changes to Report ADM06-005 Procedure By-law Review
During the deferral of this Report there has been a further review of the Report and
Draft By-law with respect to Items 12 onward in the Report. As a result of that review
there are some changes as follows:
1. The Attachments to the By-law will be reduced by removing Schedule
C — Conflict of Interest Policy Statement as this Policy is for Staff and
Council is governed by the Municipal Conflict of Interest Act.
2. Sections 23, and 32 of the Draft By-law have been amended by adding
a subsection to implement paragraph 16 of the Report.
3. A new Section 45 has been added to the Draft By-law to implement
Paragraphs 17 and 18 of the Report.
John S. Rogers
Chief Administrative Officer
• Page 1
—13—
GENERAL COMMITTEE - JUNE 20, 2006
THE CORPORATION OF THE TOWN OF AURORA
By-law Number 4280-01. C
BEING A BY-LAW to jovern
the procedures of the Council
of the Town of Aurora and its
Committees and Boards.
WHEREAS the Municipal Act, R.S.O. 1990, c.M. 45, (as amended, the "Municipal Act")
authorizes every municipal Council to enact By-laws to govern the proceedings of
Council, the conduct of Council Members and the calling of meetings and authorizes the
head or other presiding officer to expel or exclude from any meeting any person who
has been guilty of improper conduct;
AND WHEREAS the Council of the Corporation of the Town of Aurora considers
desirable to enact a By-law in this regard and to repeal prior procedural By-laws;
NOW THEREFORE, THE COUNCIL OF THE CORPORATION OF THE TOWN OF
AURORA HEREBY ENACTS AS FOLLOWS:
Section 1 - Definitions
In this By-law the following terms shall have the following meanings:
1.1 "Ad Hoc Committee" shall mean a committee constituted by Council from time
to time pursuant to Part III of this By-law to act on a temporary or singular issue,
and shall be discontinued by Council resolution when their recommendations
upon the specified initiative or matter have been provided and further
recommendations are no longer required.
1.2 "Advisory Committee" shall mean a committee constituted by Council from
pursuant to Part IV of this By-law to act in an advisory capacity to Council on
operational and strategic issues during the full term of Council.
1.3 "C.A.O." shall mean the Chief Administrative Officer for the Municipal
Corporation.
1.4 "Chair" shall mean the person presiding at a meeting in accordance with the
provisions in this By-law governing that meeting.
1.5 "Clerk" shall mean the Clerk of the Corporation of the Town of Aurora, or
his/her delegate.
1.6 "Committee Member" shall mean a member of a Committee governed by this
By-law.
—14— Page 7 of 47
GENERAL COMMITTEE — JUNE 20, 2006
1.7 . "Council" shall mean the Council of the Corporation of the Town of Aurora.
(1)
1.8 "Local Board" shall mean a body established by Council pursuant to a specific
statutory authority.
gx
1.9 "Local Board Member" shall Mean a member of a Local Board governed by
this By-law.
1.10 "Member" shall mean a member of Council.
1.11 "Municipal Corporation" shall mean the Corporation of the Town of Aurora.
1.12 "Secretary" shall mean the person appointed to this By-law to record the
proceedings of any meeting constituted pursuant to this By-law.
1.13 "Staff" shall mean employees of the Municipal Corporation.
1.14 "Standing Committee" shall mean a committee constituted pursuant to Part II
of this Bylaw and shall be composed of Members of Council only.
1.15 "Record" shall mean written, audio, video or any combination thereof for
for the purpose of compiling minutes of a public meeting. (4384-02.C)
PART I - MEETINGS OF COUNCIL
Section 2 - Calling of Meetings
Inaugural Meetina
2.1 The inaugural meeting of Council after a regular municipal election shall be held
in the Council Chambers of the Aurora Town Hall, and shall be held, except as
otherwise provided for, on the first Tuesday in December at 7:300 p.m. local
time.
Regular Meetings
2.2 The next and each succeeding Regular meeting shall be held in the Council
Chambers at the Town Hall, except as otherwise provided for in this By-law, and
shall be held in accordance with the schedule of meetings of Council as
prepared by the Municipal Clerk and approved by Council. All such Regular
Council meetings shall generally be held on the second and fourth Tuesday of
each month, at 7:00 p.m. or such other time as is prescribed by resolution of
Council where it is necessary to reschedule a Regular meeting. Where a
Regular meeting day is a public or civic holiday, Council shall meet at the same
hour on an alternate day which is not a public or civic holiday, as prescribed by
resolution of Council
—15—
GENERAL COMMITTEE — JUNE 20, 2006
The starting time of Regular Meetings of Council shall be preceded by a twenty
(20) minute Open Forum period, if necessary as determined by Council.
(2)
as
July/August Meetings
2.3 Notwithstanding the provisions of this By-law, during the months of July and
August there shall be no Regular meetings of Council, save and except that a
Council meeting may be scheduled for one date in each month.
Public Planning Meetings
2.4 In addition to its schedule of Regular meetings, where development related
applications have been submitted under the Planning Act, Council shall meet in
the Council Chambers on the last —fourth Wednesday of each month
commencing at 7:00 p.m. to conduct public hearings to consider such
applications.
Special Meetings
2.5 Where it is deemed necessary to hold a meeting that is not a regularly
scheduled meeting, as evidenced by the consent of two-thirds of all of the
Members, a Special meeting of Council may be held in order to deal with a
range of matters, including but not limited to ratifying, confirming, and expediting
business arising out of Committee meetings, matters which require urgent
consideration or matters which require the Mayor and Clerk to sign and affix the
seal of the Corporation to any agreement, deed, conveyance or other document
purporting to bind the Corporation.
Notice of Meetings Provided to Council Members
2.6 (a) Notice to Council Members shall not be required to be given of Regular
meetings of Council, unless the day of meeting is other than that provided
by this By-law or by Council resolution. It is understood that provision of
the Agenda for Regular Council and Public Planning meetings by the
Clerk for pick-up by the Members or in electronic format if requested by a
Member shall be considered adequate notice of such Regular meetings.
(b) At least 48 hours previous notice of all Special meetings, shall be given to
each Member of Council, either by first class mail, by facsimile, by e-mail
or by the delivery of notice or delivery of the Agenda for such a meeting to
each Member's home or place of business or in electronic format if
requested by a Member.
(c) At Special meetings of the Council, it shall not be within the jurisdiction of
Council at that meeting to consider or decide upon any matter unless such
matter had been specified in the notice calling the meeting. This provision
may be only waived where all Members of Council are present to vote
upon a motion to waive this clause.
—16— Page 9 of47
GENERAL COMMITTEE - JUNE 20, 2006
(d) The Council may by resolution provide that any meeting shall be held at a
place within the Town of Aurora other than in the Council Chambers at the
Town Hall.
Notice of Meetings Provided to the Public
2.7 (a) Council shall generally hold its meetings at the Town Hall on the second
and fourth Tuesday of each month at 7:00 p.m. beginning with a 20
minute Open Forum if necessary as determined by Council, unless
Council meets in a Special meeting called pursuant to the terms of this
By-law or unless Council authorizes holding any meeting at a different
location or date or time and notice thereof has been provided in
accordance with the provisions of this By-law.
(b) Notice of all meetings of Council shall be provided to the public by placing
a copy of the Agenda on the counter of the Corporate Services Dept. in
the Town Hall by posting an electronic version of the Agenda on the
Town of Aurora website and by making a copy of the Agenda available to
the Aurora Public Library and to those members of the press who have
requested that they be placed on the circulation list with the Municipal
Clerk, not less than twenty-four (24) hours prior to the said meeting.
Notwithstanding the foregoing, where such meeting is a Special meeting
called pursuant to this By-law and it is not possible to provide the
aforementioned notice, the Municipal Clerk shall make reasonable efforts
to provide notice to those concerned.
Open Meetings - Exceptions
2.8 (a) Except as provided in this clause 2.8 aAll meetings of the Ce, innil an
Gemm4ees-shall be open to the public_, ex^, apt when matt�-"be
n :+rz+Nwrsd.
+ ji) the security of the property of the municipality or local board;
+ ii personal matters about an identifiable individual, including
municipal or local board employees;
iii a proposed or pending acquisition or disposition of land fer-b
the municipal
or local board pur-peses; k439602-.t4
iv labour relations or employee negotiations;
-17- Paee 10of47
GENERAL COMMITTEE — JUNE 20, 2006
• (v) litigation or potential litigation, —_including matters before
administrative tribunals, affecting the municipality or local boards;
• (vi) the re^^^^^^ ^f advice- that is subject to solicitor -client
privilege, including communications necessary for that purposes; ardor
• M a matter in respect of which, a bouncil ouncil, board,
committee or other body ha or jbd a meeting t Vie—;=csed-
hold a closed meeting under another Act.
(c) A meeting shall be closed to the public if the subject matter relates to the
consideration of a request under the Municipal Freedom of Information and
Protection of Privacy Act if the Council Board, Commission or other body is the
head of an institution for the purposes of that Act.
(d) Before holding a meeting or part of a meeting that is to be closed to the public, a
municipality or local board or committee of either of them shall state by resolution,
i. The fact of the holding of the closed meetings; and
ii. The general nature of the matter to be considered at the closed meeting.
(e) Subiect to subsection (f) a meeting shall not be closed to the public during the taking
of a vote
(f) A meeting may be closed to the public during a vote if,
i. Subsection II or III permits or requires the meeting to be closed to the public; and
or persons retained by or under a contract with the municipality or local board.
(g) Formal minutes will be taken at all closed session meetings of Council or its
committees or its local boards and such minutes will be under the care and control
of the Town Clerk and not made public.
h) As part of Council's or its Committee's closed session deliberations a determination
will be made by Council or Committee members as to when the matter(s) will be
ratified publicly by Council or its Committees to the extent that the public interest
permits At no time will Committees report publicly, since closed sessions
deliberations must only be reported to Council.
(i) All information documentation or deliberations received, reviewed or provided in a
closed session meeting is confidential. Members of Council shall not release,
reproduce copy or make public any information or material considered at a closed
(j) While in closed session members of'Council will, determine how and when
information concerning the matters dealt with shall be reported out publicly. By
way of examples matters dealt with in closed session can either be ratified in open
—18— Page 11 of 47
GENERAL COMMITTEE — JUNE 20, 2006
Council immediately after the closed session or at a future scheduled Council
meeting.
(k) Upon the reporting out of any closed session agenda item any individual members
may express their own personal position on the item but shall not refer to or
VUU11611 VI LUMI OLcll 1.
p�.
(1) The agenda or any other support items for consideration by Council or its
committees in closed session shall not be released to the public in advance of the
in closed session meeting or prior to the time agreed upon for public ratification by
Council.
,
senvene "'R Gamera".
u
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- -
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- -
- -
GENERAL COMMITTEE - JUNE 20, 2006
the "in Camem
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-20-
GENERAL COMMITTEE — JUNE 20, 2006
Section 3 - Order of Business
f5-)
3.21 The Order of Business of Council at a regular meeting shall in all cases, be
taken up in the following sequence, unless otherwise decided by the majority of
the Members present:
➢ Declaration of Pecuniary Interest
➢ Approval of the Agenda
➢ Open Forum
➢ Adoption of the Minutes
➢ Presentations
➢ Determination of Items Requiring Separate Discussions
➢ Adoption of Items not Requiring Separate Discussions
➢ Delegations
➢ Consideration of Items Requiring Separate Discussion
➢ Regional Reports
➢ Other New Business/General Information, Councillors and Chief
Administrative Officer
➢ Reading of By-laws
➢ in CameraClosed Session
➢ Adjournment
3.32
3.3 Notwithstanding the provisions of this section, it shall be open to Council to
consider aP4n-R;an4e4;aa Closed Session matter at any point in the order of
business upon enactment of a resolution in that regard.
3.4 As soon after the hour fixed for holding the meeting of the Council as there is a
quorum present, the Mayor shall assume the Chair and shall call the Members
to order.
3.5 A majority of the Members shall constitute a quorum.
3.6 3-.6—If there be no quorum present within one half (1/2) hour after the time fixed
for holding the meeting of Council, the Clerk shall call the roll and take down the
—21 Page 14 of 47
GENERAL COMMITTEE — JUNE 20, 2006
names of the Members present and the meeting shall immediately stand
adjourned until the next meeting.
3.7 At the time of Determination of Items Requiring Separate Discussion the
Approval of Agenda
3.7-9 (a) At the outset of the meeting the Chair shall call for a vote on a motion to
approve the contents of the agenda. During the consideration of the
motion any Member may request the addition or deletion of any item or
a revision to the order of business. The debate shall then relate to whether
the agenda should be approved, not the merits of the items themselves.
(b) No addendum items shall be included in the Council Agenda unless it is
deemed to be a significant issue and approved bythe Chief Administrative
Officer.
Zvi
Delegations
3.109 (a) Delegations shall be encouraged to appear at the appropriate Committee
first rather than Council. Anyone wishing to appear before General
Committee or Council shall advise the Director of Corporate
Services/Town Clerk by 4:30 p.m. on the Monday prior to the meeting.
The request to appear shall be in writing and shall state in detail the
nature of the matter to be presented by the spokesperson.
(b) Anyone wishing to speak on an item that is not on the Council Agenda
shall be directed to appear at the Open Forum Session that precedes
Council meetings. Alternatively, the delegate may be placed on a
Committee Agenda to address an, issue that is not on the agenda.
(c) ; No person other than the designated spokesperson may speak on the
matter and for not more than five (5) minutes, except that a delegetation
consisting of 3 or more persons who are present at the meeting and wish
to discuss the same issue may have more than 1 speaker provided that
the speaking time collectively does not exceed fifteen (15) minutes.
—22— Page 15 of 47
GENERAL COMMITTEE — JUNE 20, 2006
(d) A delegate not on the agenda shall not be heard without the consent of
at least two thirds majority of the Members present.
(e) All delegations appearing before General Committee or Council shall be
permitted to speak only once on an item. Once discussion in.respect of a
motion or resolution has commenced, no further presentation shall be
made by the delegate or by any other person other than a Member of
Council..
(f) A delegation appearing before General Committee or Council shall not
be placed on an agenda to discuss the same matter within four (4)
weeks of the last appearance by the same delegate, unless the matter
has been deferred or referred by General Committee or Council to a
future meeting date, or specific direction has been given by General
Committee or Council to re -attend a future meeting in order to provide
additional information or clarification on the subject.
(g) Any person may speak on the matter at a Public Planning Meeting
provided that the spokesperson is speaking on an item that is
contained in the agenda. The delegate shall not speak for more than
five (5) minutes, by -but may have an opportunity to speak more than
once on the agenda item.
(h) Delegations shall speak in order of the item as it is listed on the agenda.
t�
Correspondence
3.911 (a) Correspondence addressed to the Mayor and Council shall be
acknowledged by the Director of Corporate Services and sent directly to
the appropriate Committee or Director for response or action.
(b) Copies of such correspondence shall also be distributed to Members of
Council and the Chief Administrative Officer.
By-laws
3.120 (a) All By-laws together with a brief description and the notation of the
number of readings required shall be listed on the agenda for the meeting
at which they are to be read;
(b) Every By-law shall be introduced upon the motion of a Member specifying
the title of the By-law;
—23—
GENERAL COMMITTEE — JUNE 20, 2006
(c) Every By-law when introduced shall be in typewritten form and shall
comply with the provisions of any relevant Act;
(d) Every By-law shall have three readings prior to it being passed;
(e) Any Member may request that the purpose and effect of any particular By-
law be explained and the Chief Administrative Officer, Clerk, or any other
Town Official having knowledge thereof ay provide such explanation;
{f)(flf the majority of Council so determines, a By-law shall be taken as
having _been read;
(g) If the Council determines that a By-law is to be considered by a
Committee, it shall be so considered prior to the third reading thereof;
(h) The Clerk shall endorse on all By-laws passed by the Council, the date of
each reading thereof;
(i) By-laws shall be circulated in a draft format until such time as final
approval is required. By-laws shall then be given three readings and
enacted at the same meeting.
(k) Every By-law passed by Council shall be numbered and dated, and shall
be sealed with the Seal of the Municipal Corporation and signed by the
Mayor and Clerk and shall be kept by the Clerk in his/her office or any
other place appointed for that purpose.
0
Notice of Motion
3.143 (a) A Member desiring to introduce a subject for discussion shall, during the
opportunity granted by the Chair, verbally provide notice of the proposed
motion including the date when the motion will be brought forward and the
nature of the motion. This notice shall be received by the balance of the
Members without debate. The Member shall then deliver a written copy of
the proposed motion to the Clerk for inclusion in the agenda not later than
4:00 p.m. on the Thursday preceding the regular meeting at which the
proposed motion is to be discussed;
(b) The Clerk, upon receipt of such a proposed motion in written form, shall
print the proposed motion in full in the agenda for the next regular meeting
of the Council and shall circulate to the Members any supporting data
provided therewith;
(c) A Motion of this nature need not be considered or otherwise disposed of
by the Council at the regular meeting at which it is first introduced but may
be considered or otherwise disposed of at any subsequent meeting of the
—24— Page 17of47
GENERAL COMMITTEE — JUNE 20, 2006
Council provided the mover of the motion is in attendance at the meeting;
(d) Any Member may agree to second the proposed motion when it is called
for by the Chair,
Other Business
3-423.14 This section shall contain items which a member may introduce which was
not circulated with the agenda and which, du& to its urgent nature cannot be
properly presented at a subsequent meeting of Council or appropriate
Committee. In addition, a member may introduce a notice of motion or a motion
to reconsider in accordance with the provisions of this by-law. Members may also
raise questions regarding matters that may be appropriate for staff comment in
the form of immediate response or subsequent follow up. Any Direction to Staff
Proclamations/Resolutions
3-433.15 All requests for endorsement of resolutions from municipalities outside of the
Region of York shall be acknowledged by the Director of Corporate
Services/Town Clerk, with the advice that the Town of Aurora does not take
action on resolutions received from other municipalities, but rather makes its
position known through the appropriate municipal association, or alternatively,
directly to the relevant Minister or government leader;
Resolutions initiated by the Town of Aurora shall not be circulated to other
municipalities for endorsement outside of York Region, but shall instead by
directed to the appropriate Minister of the government involved, and to the
relevant municipal association;
Proclamations/Resolutions from charitable or non profit organizations shall be
acknowledged by the Mayor, and subject to the nature of the resolution, the
Mayor may direct that the request be added to a Council or Committee agenda
for consideration;
Copies of all resolutions will be circulated to all Members of Council, the C.A.O. and
Directors;
Any resolution may be placed on a Council or Committee agenda at the request
of a Council Member.
Adjournment
3.164 (a) On a motion, which is non -debatable and does not require a seconder,
and is approved by the majority of Members present, the meeting shall be
adjourned;
(b) No item of business shall be considered at a meeting of the Council after
10:30 p.m. local time unless a majority of the Members present enact a
resolution to extend the hour;
-25 Page 18 of47
GENERAL COMMITTEE — JUNE 20, 2006
(c) If the Council is still in session at the hour of midnight local time, it shall be
adjourned unless a two-thirds majority of Council concur in the extension.
Minutes
3.175 The Clerk shall record in the minutes:
(a) The date, time and place of meeting;
(b) The attendance of the Me rribers including the time the Member arrives or
leaves a meeting;
(c) The reading, if requested, correction and adoption of the minutes of prior
meetings; and
(d) All other proceedings of the meeting without note or comment.
3.186 It shall be the duty of the Clerk to ensure that the minutes of each Regular
Meeting, Public Planning Meeting and Special Council Meeting are made
available to each Member no later than 48 hours after the holding of such
Meeting.
Confirmatory By-law
3.19-7 It shall be the practice of Council to enact a Confirmatory By-law at the end of
every Council Meeting. (4614-04.C)
LS61
Section 4 - Conduct of Meetings
Duties of the Chair
4.1 The Chair of every Council meeting shall be the Mayor. In the absence or
unavailability of the Mayor, the Chair shall be the 9eputyActin Mayor. In the
absence or unavailability of the Mayor and SeputyActin Mayor, the Chair shall
be selected by those members of Council being present.
4.2 It shall be the duty of the Chair:
(a) To open the meeting of the Council by taking the Chair, and calling the
meeting to order. If the Mayor is the Chair, he/she shall wear the Mayor's
Chain of Office;
—2 6— Page 19 of 47
GENERAL COMMITTEE — JUNE 20, 2006
(b) To announce the business before the Council in accordance with the
Agenda;
(c) To receive and submit to a vote, in the proper manner, all motions which
do not contravene the rules and regulations of the Council and to declare
the results of the vote, except where a recordedvoteis called for;
(d) To decline to put to a vote motions Which infringe upon the rules of
procedure;
(e) To restrain the Members, within the rules of procedure, when engaged in
debate;
(f) To enforce on all occasions the observance of order and decorum among
the Members and the provisions of this By-law;
(g) To authenticate, by his/her signature when necessary, all By-laws,
resolutions and minutes of the Council;
(h) To inform the Members on any point of order; and
(i) To adjourn the meeting without the question being put or to suspend or
recess the sitting for a time to be named, if it is considered necessary by
virtue of a grave disorder or other disruption arising in the course of the
meeting.
Beery May Acting Head of Council
4.3 The Council shall appoint by By-law the Member who received the highest
number of votes to b^ ^'� to act in the place and stead of the Mayor when
the Mayor is absent fF^ the muniGipality, or is absent t thFGugh illness,or
refuses to act, or leis -the office is vacant. Such appointee shall be known a e
Deputy Mayor and shall have all of the duties, rights, powers and autharity
duties of the Mayor during such absence, refusal to act, orvacancy of office and
shall be known as the Acting Mayor during such times.
444
Conduct of Members
4.4 No Member shall:
(a) Use offensive words, inappropriate actions or unparliamentary language in
or against the Council or against any Member of Council, any Staff or
member of the public;
(b) Speak on any subject other than the subject in debate;
(c) Criticize any decision of the Council except for the purpose of moving that
—27— Pave 20 of47
GENERAL COMMITTEE - JUNE 20, 2006
the question be reconsidered;
(d) Disobey the rules of procedure of the Council or a decision of the Chair or
of the Council on questions of order or practice or upon the interpretation
of the rules of the Council. Where a Member persists in any such
disobedience after having been called to order by the Chair, the Chair
may order that such Member leave his/her seat, for the duration of the
meeting of the Council, but if the Member apologizes he/she shall be
permitted to retake his/herseat.,. vY
Improper Conduct
4.5 (a) Improper conduct shall be deemed to exist where any person breaches
the rules of procedure or interrupts the proceedings of Council such that
continuation of the meeting is rendered difficult or impossible.
(b) Where a person has, in the opinion of the Chair, been guilty of improper
conduct at any meeting the Chair may expel or exclude any such person
from the meeting.
(c) In order to expel or exclude such person, the Chair may require the
security personnel for the Town or such other persons as are present to
take such reasonable measures as are necessary to exclude or expel the
person whose conduct has been improper and such measures may
include involving police assistance,
Suspension of Procedural Requirements
4.6 (a) Except as provided herein, the provisions of this By-law shall be observed in all
proceedings of Council and its Committees, provided that the rules and
regulations contained herein may be suspended by a two-thirds majority vote of
all-ef-the Members present. Upon suspension, the new procedure to be
followed shall be determined by a majority vote of the Members present.
Statutory Hearings
4.7 Hearings required by statute shall be undertaken in accordance with the
prescription and procedure outlined in the relevant statute or as otherwise
directed by law.
ME
GENERAL COMMITTEE — JUNE 20, 2006
Rules of Order
4.8 In all circumstances in the proceedings of the Council or in Committee not
provided for in this By-law, resort shall be had to Robert's Bourinot's Rules of
Order as a rule for guidance on the question, and in such cases, the decision of
the Chair shall be final and acquiesced in without debate.
Conflicts and Disclosures of Interest
4.9 All Members of Council, and its Committees shall govern themselves in
accordance with the requirements of applicable conflict or disclosure of interest
legislation with respect to matters noted therein, including disclosures of
pecuniary interests, receipt of gifts, recompense or other benefit not in
accordance with applicable law and attempts to use information gathered
through the Council or Committee process for personal financial gain, where
such information is not generally available to members of the public.
Section 5 - Rules of Debate
Debate
5.1 (a) Every Member who wishes to speak to any motion shall raise his/her hand
to be recognized by the Chair and, upon being recognized, shall address
the Chair;
(b) When two or more Members indicate that they desire to speak, the Chair
shall recognize the Member who first indicated his or her desire to speak;
(c) Members shall remain seated at all times during the meeting except that a
motion, which requires no seconder, may be made that any Member who
has risen "BE NOW HEARD". When the Chair calls for the vote on such
a motion, each Member shall occupy his/her seat and shall remain in their
place until the result of the vote has been declared, and during such time
no Member shall rise or speak to any other Member or make any noise or
disturbance. No Member shall speak to the motion nor shall any other
motion be made until after the vote is taken and the result has been
declared;
(d) When a Member is speaking, no Member shall interrupt the speaker
except to raise a question of privilege, appeal from the decision of the
Chair, raise a point of order or move reconsideration;
(e) Any Member may require a motion under discussion to be read at any
time during the debate but not so as to interrupt a Member while speaking;
(f) No Member shall speak more than twice to the same motion without leave
of the Council, except that a reply shall be allowed to be made only by the
Member who has presented the motion to the Council;
(g) No Member, without leave of the Council, shall speak to the same motion,
or in reply, for longer than thirty (30) minutes;
—29—
GENERAL COMMITTEE — JUNE 20, 2006
43)
(h) A Member may ask a question only for the purpose of obtaining
information relating to the motion under discussion and such question
must be stated concisely and asked only through the Chair.
Notwithstanding the foregoing, when a Member has been, recognized_ as
the next speaker, such Member may immediately before speaking, ask a
question through the Chair on the motion underdiscussion but onlyforthe
purpose of obtaining relevant information, folloWing which the Member
shall speak;
(i) The Chair of Council or Committee shall be permitted to speak on any
issue to conclude the debate without the need to transfer the Chair to
another Member.
Seconding of Motions
5.2 Except as otherwise provided in this By-law, a motion shall be formally
seconded before debate on a question and before the Chair can put the motion
or a motion can be recorded in the minutes by the Clerk.
Ultra Vires
5.3 A motion in respect of a matterwhich is ultra vires the jurisdiction of the Council
shall not be in order.
Voting
5.4 (a) The Chair, except where he/she is disqualified to vote by statute, is
entitled to vote on all motions that are presented; (461404.C)
(b) The vote required to pass a motion shall be a simple majority except as
otherwise provided in this By-law or by statute;
(c) In the case of an equal division of votes on a motion, the motion shall be
deemed to have been decided in the negative;
(d) . The manner of determining the decision of the Council on a motion shall
be by show of hands as declared by the Chair, unless a recorded vote is
called for by a Member. Each Member present, except a Member who is
disqualified from voting by statute, shall vote and any failure to vote by a
Member who is not disqualified shall be deemed to be a negative vote;
(e) The Chair shall declare the vote carried, carried unanimously, or defeated.
(f) Where a vote is to be taken for any purpose, a Member may request that
the vote be recorded immediately before or afterthe taking of the vote, but
prior to any consideration of another matter of Council, and each Member
present, except a Member who is disqualified from voting by Statute, shall
announce their vote openly, and any failure to vote by a Member who is
not disqualified, shall be deemed to be a negative vote. Members shall
vote in alphabetical order according to surname, with the Mayor
announcing his/her vote last.
—3 0— Page 23 of 47
GENERAL COMMITTEE — JUNE 20, 2006
04)
The Clerk shall record each vote and announce the results. (4614-04.C)
Division of Motion
5.5 A motion containing distinct proposals may be divided ,and a separate vote
shall be taken upon each proposal contained ir1 the motion if requested by one
of the Members present.
Precedence of Motions
5.6 Except as otherwise provided in this By-law, the order of presentation and
disposition of motions shall be as follows with the lowest ranking motion being at
the bottom of the list. A motion shall not be in order if a motion having higher
precedence is pending or is raised:
(a) Privileged Motions
(i) Adjourn
(ii) Recess
(iii) Question of Privilege
(b) Incidental Motions
(i) Appeal
(ii) Point of Order
(iii) Withdrawal of Motion
(iv) Suspension of Rules
(c) Subsidiary Motions
(i) Previous Question
(ii) Limit or Extend Limits of Debate
(iii) Postpone to a Definite Time (Defer)
(iv) Refer (to a different entity)
(v) Amend
(vi) Postpone Indefinitely (Table)
(d) Main (Principle) Motions
Main Motion
Take from the table
Reconsider
Motion to Adjourn
5.7 A motion to adjourn:
(a) Shall always be in order except as otherwise provided in this By-law;
(b) When resolved in the negative, the motion shall not be presented again
until after some intermediate proceedings have completed bythe Council;
—31— n___nA _VAS
GENERAL COMMITTEE — JUNE 20, 2006
f �-5)
(c) Shall not be in order when a Member is speaking or during the verification
of a vote on a motion;
(d) Shall not be in order immediately following the affirmative resolution of a
motion for the previous question; ay.
(e) Shall not be debatable;
(f) Shall not be amendable;
(g) Shall not have a motion to reconsider applied to it; and
(h) Shall be entertained by the Chair without a seconder.
Motion to Recess
5.8 (a) A motion to recess when other business is before the meeting:
(i) Shall specify the length of time of the recess;
(ii) Shall not be debatable and shall only be amendable with respect to
the length of the recess; and
(iii) Shall not have a motion to reconsider applied to it.
(b) A motion to recess at a future time shall have no privilege and shall be
treated as a main motion.
Question of Privilege
5.9 (a) Where a Member considers that his/her integrity or the integrity of the
Council as a whole has been called into question, such Member may, as a
matter of privilege, raise the matter at any time, with the consent of the
Chair, no debate being allowed, for the purpose of drawing the attention of
the Council to the question;
(b) A motion resulting from a question of privilege shall be treated as amain
motion and shall receive disposition by the Council forthwith and, following
such disposition, the motion so interrupted shall be immediately
considered at the point where it was suspended.
5.10 A motion to appeal from the decision of the Chair:
(a) May only be made with regard to a point of order at the time a ruling is
made by the Chair on a point of order;
(b) Shall not be debated, amended or reconsidered; and
—32— Pa2e 25 of47
GENERAL COMMITTEE — JUNE 20, 2006
(c) Shall yield to a privileged motion.
0-6)
Point of Order
5.11 (a) A point of order may be called by a Member to bring attention to:
(i) Any breach of the Rules of Procedure of Council;
(ii) Any defeat in the constitution of any meeting of Council;
(iii) The use of improper, offensive or abusive language or
inappropriate action;
(iv) Notice of the fact that the matter under discussion is not within the
scope of the proposed motion; or
(v) Any other informality or irregularity in the proceedings of Council.
(b) When a Member wishes to raise a point of order, the Member shall ask
leave of the Chair to raise the point of order and after leave is granted the
Member shall state the point of order to the Chair and no further business
shall be conducted until the Chair has decided and stated the point of
order;
(c) Thereafter, a Member shall only address the Chair for the purpose of
appealing the Chair's decision to the Council;
(d) If no Member appeals, the decision of the Chair shall be final;
(e) If a Member appeals the Chair's decision on a point of order to the
Council, the Member shall have the right to state his/her case, the Chair
shall have the right to reply and Council shall decide the question without
further debate and its decision shall be final.
Withdrawal
5.12 (a) A request to withdraw a motion:
(i) Shall only be made by the mover of the motion;
(ii) Shall have the consent of the seconder of the motion; and
(iii) Shall be in order at anytime during debate.
(b) If any Member objects to the withdrawal of the motion, a withdrawal
motion may be entertained, is debatable, requires a seconder and a
majority vote. If no Member objects to the withdrawal of the motion, the
motion shall be considered withdrawn without the necessity of a vote.
—33— PaQe 26 of47
GENERAL COMMITTEE — JUNE 20, 2006
Previous Question
5.14 A motion for the original question (to close debate):
(a) Shall not be debatable or amendable;
(b) Shall not be proposed when there is an amending motion under
consideration, except for the purpose of moving that the amending motion
be put;
(c) Shall require a two-thirds majority vote;
(d) When resolved in the affirmative, the original motion shall be put forward
without debate or amendment; and
(e) Shall not be moved by a Member who has spoken on the main motion.
Limit or Extend Limits of Debate
5.15 A motion to limit or extend the limits of debate:
(a) Shall not be debatable;
(b) May be amended;
(c) May be reconsidered; and
(d) Shall require a two-thirds majority vote.
Postpone to a Definite Time
5.16 (a) A motion to postpone a matter to a definite time (defer) shall be
debatable, amendable and may be reconsidered;
(b) If a matter has been postponed to a definite time and a Memberwishes to
bring it back before the appointed time, the motion to bring the matter
back shall require a two-thirds majority vote.
—34— Paee 27 of 47
GENERAL COMMITTEE — JUNE 20, 2006
W
Motion to Refer;
5.17 A motion to refer a matter to a different entity shall not be debatable or
amendable and shall not be reconsidered or tabled.
Motion to Amend
5.18 A motion to amend:
(a) Shall be debatable and may be reconsidered;
(b) Shall be relevant to the main motion;
(c) Shall receive the disposition of the Council before a previous amendment
or the motion;
(d) Shall not be further amended more than once, provided that further
amendments may be made to the main motion;
(e) Shall not be in order if it proposes a direct negative to the main motion;
(f) Shall be put in the reverse order to that in which it is moved; and
(g) May be presented by the mover and seconder of the main motion.
Motion to Postpone Indefinitely
5.19 A motion to postpone indefinitely (to table) shall be debatable, shall not be
amended and may be reconsidered.
Motion to take from the Table
5.20 A motion to take from the table:
(a) Shall not be in order when another motion is before the meeting;
(b) Shall not be debatable or amendable;
(c) When resolved in the negative, shall not be presented again until after
some intermediate proceedings have been completed by the Council; and
(d) When resolved in the affirmative, the matter taken from the table shall not
be laid on the table again until after some intermediate proceedings have
taken place.
—35—
GENERAL COMMITTEE — JUNE 20, 2006
Reconsideration
5.21 (a) After a resolution/By-law that determines the final outcome of a main
motion has been enacted, Council may not reconsider or rescind such
resolution/By-law for a period of six months, except in accordance with
these provisions,
(b) Any Member may give nbticer of a motion to reconsider or rescind a
resolution/By-law.
(c) Such notice may only be given during the Other Business section of a
meeting and may relate to a resolution/By-law enacted during that
meeting or at a prior meeting;
(d) If the motion is seconded, Council may only enact such a motion by a two-
thirds majority vote;
(e) Where it is determined that a resolution/By-law shall be reconsidered, no
further action shall be taken to carry into effect the affected resolution/By-
law until after the motion to reconsider has been disposed of, either at the
next regular meeting or at a special meeting called to consider the motion
to reconsider;
(f) No discussion of the affected resolution/By-law shall be allowed at a
Council meeting where notice to reconsider is given, until Council has
voted to reconsider the same, but the Member giving such notice shall
have the privilege of stating the reasons for doing so;
(g) When the affected resolution/By-law is reconsidered, either at the next
regular meeting or at a special meeting, it shall be declared lost, unless
passed by the majority of the Members present;
(h) Once a resolution/By-law has been the subject of a motion to reconsider
duly seconded and voted on, such resolution/By-law may not again be
reconsidered until six months after its original enactment and no resolution
to reconsider may itself be the subject of a motion to reconsider.
—36— Pa2e 29 of 47
GENERAL COMMITTEE — JUNE 20, 2006
f2-9
PART II - STANDING COMMITTEES
Section 6 - Creation and Disposition
6.1 Council hereby establishes a General Committee. (4614-04.C)
6.2 Standing Committees shall only be discontinued by amendment to this By-law.
Section 7 - Terms of Reference
7.1 The General Committee may consider delegations, correspondence, staff
reports and matters for discussion in relation to matters ordinarily within the
competence of the Municipal Corporation's Departments which may require
more elaboration and discussion than would be appropriate in a formal Council
Meeting and such other matters as Council may by resolution determine.
7.2 The General Committee may consider the Records and Reports of such Ad Hoc
and Advisory Committees as have been directed by Council to report to the
General Committee.
7.3-4 Upon consideration of such matters as are provided for herein, the General
Committee shall report to and make recommendations to Council.
Section 8 - Membership
8.1 All Members of Council shall be General Committee members.
Section 9 - Chair
9.1 The Chair for the General Committee shall be rotated among the Members of
Council, excluding the Mayor, on a meeting to meeting basis, in order of elected
officials concurrent with the present term of this Council.
9.2 The Chair shall have such responsibilities and powers as are provided for the
Chair in Part I of this By-law, subject to the intention that conduct of General
Committee meetings shall be informal
9.3 In the absence of the person appointed as Chair, the Committee Members shall
—37—
GENERAL COMMITTEE — JUNE 20, 2006
appoint one of their members as Chair for the purposes of that meeting.
—38— Page 31 of 47
GENERAL COMMITTEE — JUNE 20, 2006
Section 10 - Quorum
10.1 A quorum for the General Committee shall require the attendance of a majority
of the appointed Council Members. (4396-02.C)
Section 11 - Administrative Support
11.1 The duties of the Secretaryto the General Committee shall be carried out by the
Municipal Clerk including preparation of an Agenda and Attachments, the giving
of notice, recording the proceedings, including Records of such proceedings on
Agendas for Council's consideration and related correspondence.
Section 12 - Open Meetings & Notice of Meetings
12.1 The General Committee shall meet on the first and third Tuesday of the month
at 7:00 p.m. or as determined and approved by resolution of Council. After
12.2 The provisions in Part I in relation to scheduling Regular and Special Meetings,
Notice of Meetings provided to Council Members and to the Public and Open
Meetings apply to meetings of the General Committee.
Section 13 — Order of Business
13.1 It is intended that the conduct of all Standing Committee Meetings (+neluding the
ngan„er, � shall be informal
13.2 The Order of Business of General Committee shall in all cases be taken up in
the following sequence, unless decided otherwise by the majority of the
Members present:
➢ Declaration of Pecuniary Interest
➢ Approval of the Agenda
➢ Adoption of the Minutes
➢ Determination of Items Requiring Separate Discussion
➢ Adoption of Items Not Requiring Separate Discussion
➢ Delegations
➢ Consideration of Items Requiring Separate Discussion
➢ Other —New Business/General Information;_ Councillors and Chief
Administrative Officer
➢ AR GameraClosed Session
➢ Adjournment
13.3 Debate on any matter shall proceed informally under the direction of the Chair,
except that Committee Members may speak to any issue more than once
provided all other Committee Members who wish to speak have had an
-39— Page 32 of 47
GENERAL COMMITTEE - JUNE 20, 2006
opportunity to do so.
13.4 No vote taken at a Committee meeting shall be a recorded vote and any vote
previously taken during that meeting may be reconsidered.
13.5 4-3-5-The Chair shall have authority to determine the conduct of members
meetings in accordance with the appropriate parts of Sections2-2 and 3 herein.
a�
Section 14 - Reporting
14.1 The General Committee shall report directly to Council.
14.2 No discussion or recommendation of the General Committee shall constitute an
act of Council unless such recommendation is adopted by Council.
14.3 The Report from General Committee that is presented to Council shall not
contain the. mover or seconder on each item but rather shall only show the
recommendation as endorsed by General Committee.
-40- Page 33 of 47
GENERAL COMMITTEE — JUNE 20, 2006
fis
PART III - AD HOC COMMITTEES
Section 15 - Creation and Disposition
15.1 Council may from time to time by resolution establish such Ad Hoc Committees
as it deems appropriate.
15.2 Ad Hoc Committees shall be discontinued by Council resolution when their
recommendations upon the specified initiative or matter have been provided
and further recommendations are no longer required.
Section 16 - Terms of Reference
16.1 Ad Hoc Committees may consider delegations, correspondence, staff reports
and matters for discussion in relation to the initiative or matter specified in their
Terms of Reference in order to provide recommendations to Council.
(4614-04.C)
16.2 Whenever possible the operating Terms of Reference shall be established by
Council concurrent with the creation of the Ad Hoc Committee. In circumstances
where to do so is not possible as a prelude to undertaking any other action, the
Ad Hoc Committee shall meet, prepare and submit to Council the Terms of
Reference for approval as soon as is practicable. (4614-04.C)
Section 17 - Membership
17.1 The Mayor (or BeputyActing Mayor when acting in the place and stead of the
Mayor) shall be ex-officio a Member of all Ad Hoc Committees as may be
established from time to time. Accordingly, the ex-officio member may take part
in discussions but may not take part in the vote unless that member is counted
in order to form a quorum.
17.2 Council shall appoint all of the members to its Ad Hoc Committees and such
persons may be such Council Members, or members of the public as Council
determines may be of assistance to its Ad Hoc Committees.
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GENERAL COMMITTEE — JUNE 20, 2006
17.3 Council Members who are not Committee Members shall be entitled to attend
all Ad Hoc Committee meetings, including any in -camera portion of the meeting
and shall be entitled to speak, but shall not be entitled to vote. (4614-04.C)
Section 18 - Chair
18.1 The Chair and Vice Chair shall be appointed -elected from among members of
the committee and shall have such responsibir'ities and powers as are provided
for the Chair in Part I of this By-law. (4396-02.C)
18.2 In the absence of the person appointed by Council as Chair, the Committee
Members shall appoint one of their members as Chair for the purposes of that
meeting.
0
18.3 The Chair shall provide leadership and direction to the Committee, and in
consultation with such staff shall detem,ine-review the content of the Agenda
including any attachments for each Committee meeting. (4614-04.C)
18.4 The Chair shall direct the affairs of the Committee in accordance with the
provisions of this By-law, applicable policies and procedures of the Municipal
Corporation and provincial legislation.
Section 19 - Quorum
19.1 A quorum for Ad Hoc Committees shall require the attendance of a majority of
the members who may have been appointed. (4396-02.C)
Section 20 - Administrative Support
20.1 The duties of the Secretary to each Ad Hoc Committee shall be carried out by
staff as appointed by the C.A.O. in consultation with the Chair and each
Secretary shall continue under the supervision of their respective Department
Head.
20.2 Where the staff person appointed by the C.A.O. is unavailable, Committee
members shall appoint a person as Secretary for the purposes of that meeting.
20.3 The Secretary shall prepare, an Agenda and Attachments at the direction of the
Chair and shall make such materials available as provided in this By-law to all
Council Members, to the Committee's Members, to the C.A.O. and the Clerk
and, the Secretary shall provide Notice of the meeting to the public in
accordance with the provisions of section 2 herein.
20.4 Where materials are provided for the Committee's consideration that were not
previously circulated with the Agenda and Attachments, the Secretary shall
make such materials available to all Council Members, the C.A.O. and the Clerk
as soon as is practicable after the Committee meeting by placing a copy of such
—42— Page 35 of47
GENERAL COMMITTEE — JUNE 20, 2006
materials in the internal mail system of the Municipal Corporation.
20.5 The Secretary shall provide, under the signature of the Chair, a Committee
Report of the Committee's meetings to the Clerk for inclusion on the Ssuneil
General Committee Agenda. (4614-04.C)
20.6 Repealed (4614-04.C)
If
20.7 The duties of Ad Hoc Committee `SecretarVyshall not include circulation of
correspondence arising from adoption of Ad Hoc Committee recommendations
by Council, since that function will be provided by the Clerk. (4614-04.C)
k
20.8 It shall also be open to the C.A.O to provide the Committee with staff technical
support should the matters to be considered by the Committee require such
expertise and, in such cases, the role of the Secretary may be separated or
consolidated with the role of the technical support person.
Section 21 - Open Meetings & Notice of Meetings
21.1 Meetings of Ad Hoc Committees appointed by Council shall be held at the
Aurora Town Hall or other disability accessible Town owned facility at a time
and date established by the Committee at the beginning of the year/term, unless
it is in the public interest to temporarily convene a meeting at another location
within the Town of Aurora. (4303-01.C)
21.2 Any meeting of an Ad Hoc Committee may be cancelled or scheduled subject to
the approval of the majority of the committee, and proper notice of the change
shall be circulated to the media and posted on the Town's Notice Board if
possible. (4303-01.C)
21.3 The Secretary shall give notice of all meetings by making available for pick-up
or electronically, if requested a copy of the Agenda and Attachments to all
Council Members, to the Committee's Members, to the C.A.O. and to the Clerk.
21.4 The Secretary shall also place a copy of the Agenda on the bulletin board in the
lobby of the Town Hall and shall make a copy of the Agenda available to the
Aurora Public Library and to those members of the press who have requested
thatthey be placed on the circulation list.
21.5 Where a meeting is called upon less than twenty-four (24) hours advance
notice, it shall be the responsibility of the Chair and the Secretary to make
reasonable efforts to provide notice to those concerned.
—43—
GENERAL COMMITTEE — JUNE 20, 2006
21.6 All meetings of Ad Hoc Committees shall be open to the public, except as
provided for in section 2 herein, and Committee Members shall observe all
provisions respecting in--c aclosed session meetings in this By-law.
Materials supplied for in-sameraclosed session consideration must previously
have been circulated to all Members of Council, the C.A.O. and the Clerk, taking
due care to ensure the confidentiality of such materials.
Section 22 - Procedures and Rules of Debate Y
22.1 It is intended that the conduct of all Ad Hoc Committee Meetings OneWd+ng-the
^^ar of att'Fe) shall be informal.
22.2 The order of business shall include disclosures of interest and the Committee
shall have authority to hear delegations and to consider reports and
correspondence in addition to topics for general discussion within the
Committee's Terms of Reference.
22.3 Debate on any matter shall proceed informally under the direction of the Chair,
except that Committee Members may speak to any issue more than once
provided all other Committee Members who wish to speak have had an
opportunity to do so.
22.4 No vote taken at a Committee meeting shall be a recorded vote and any vote
previously taken during that meeting may be reconsidered.
22.5 The Chair shall have authority to determine the conduct of members in
accordance with Section 2 herein.
Section 23 - Reporting
23.1 234—No discussion or recommendation of an Ad Hoc Committee shall
constitute an act of Council unless such recommendation is adopted by Council.
(4384-02.C)
Council.
—44— Pace 37 of_47
GENERAL COMMITTEE — JUNE 20, 2006
PART IV- ADVISORY COMMITTEES
Section 24 - Creation and Disposition
24.1 Council may from time to time by resolution establish such Advisory Committees
as it deems appropriate to provide directions to such Department Heads as it
may designate on a specific initiative or matter. (4614-04.C)
24.2 Advisory Committees shall be discontinued by Council resolution when their
recommendations upon the specified initiative or matter have been provided
and further recommendations are no longer required.
Section 25 - Terms of Reference
25.1 Advisory Committees may consider delegations, correspondence, staff reports
and matters for discussion in relation to their Terms of Reference in order to
provide advice and guidance to such departments of the Municipal Corporation
as Council may designate.
25.2 Whenever possible the operating Terms of Reference shall be established by
Council concurrent with the creation of the Advisory Committee. In
circumstances where to do so is not possible as a prelude to undertaking any
—45— Pagc 38 of47
GENERAL COMMITTEE — JUNE 20, 2006
other action, the Advisory Committee shall meet, prepare the Terms of
Reference for inclusion in a Report to Council for approval as soon as is
practicable. (4614-04.C)
Section 26 - Membership
26.1 Council shall appoint all of the members to its Advisory. Committees and such
persons may consist of Members of CounciI4and members of the public as
Council determines may be of assistance to ifs Advisory Committees.
26.2 Council Members who are not Committee Members shall be entitled to attend
all Advisory Committee meetings, including any in -camera portion of the
meeting, and shall be entitled to speak, but shall not be entitled to vote. This
privilege shall not be extended to Statutory Committees or Boards such as the
Committee of Adjustment, or the Library Board. (4614-04.C)
Section 27 - Chair
27.1 The Chair and Vice Chair shall be appointed from amongst members of the
committee, and shall have such responsibilities and powers as are provided for
the Chair in Part I of this By-law. (4614-04.C)
27.2 In the absence of the Chair, the Committee Members shall appoint one of their
members as Acting Chair for the purposes of that meeting.
27.3 The Chair shall provide leadership and direction to the Committee and in
consultation with staff determine review the content of the Agenda including any
attachments for each Committee meeting. (4614-04.C)
I`�:]
27.4 The Chair shall direct the affairs of the Committee in accordance with the
provisions of this By-law and applicable policies and procedures of the
Municipal Corporation and provincial legislation.
Section 28 - Quorum
28.1 A quorum for Advisory Committees shall require the attendance a majority of
the members who have been appointed. (4396-02.C)
Section 29 - Administrative Support
29.1 The duties of the Secretary to each Advisory Committee shall be carried out by
staff as directed by the Clerk. (4614-04.C)
29.2 Where the staff person is unavailable, Committee members shall appoint a
person as Secretary for the purposes of that meeting.
29.3 The Secretary shall prepare an Agenda and Attachments at the direction of the
Chair and shall make such materials available as provided in this By-law to all
Council Members, to the Committee's Members, to the C.A.O. and the Clerk
—4 6— Cage 39 of 47
GENERAL COMMITTEE — JUNE 20, 2006
and the Secretary shall provide Notice of the meeting to the public in
accordance with the provisions of section 2 herein.
29.4 Where materials are provided for the Committee's consideration that were not
previously circulated with the Agenda and Attachments, the Secretary shall
make such materials available to all Council Members, the C.A.O. and the Clerk
as soon as is practicable afterthe Committee meeting by placing a copy of such
materials in the internal mail system of the Mgpicipal Corporation.
29.5 The Secretary shall prepare an informal Report of all Committee meetings to
form part of the files retained by the Municipal Corporation and may, at the
direction of the Chair, prepare a formal Record of the Committee's meetings to
be included as an attachment to a Report on a related issue from the Chair's
Department to the appropriate Standing Committee.
Section 30 - Open Meetings & Notice of Meetings
30.1 Meetings of Advisory Committees appointed by Council shall be held at the
Aurora Town Hall or other disability accessible Town owned facility at a time
and date established by the Committee atthe beginning of the year/term, unless
it is in the public interest to temporarily convene a meeting at another location
within the Town of Aurora. (4303-01.C)
30.2 Any meeting of an Advisory Committee may be cancelled or scheduled subject
to the approval of the majority of the committee, and proper notice of the
change shall be circulated to the media and posted on the Town's Notice Board
if possible. (4303-01.C)
0
30.3 The Secretary shall give notice of all meetings by making available for pick-up a
copy of the Agenda and Attachments to all Council Members, to the
Committee's Members, to the C.A.O. and to the Clerk.
30.4 The Secretary shall also place a copy of the Agenda on the bulletin board in the
lobby of the Town Hall and shall make a copy of the Agenda available to the
Aurora Public Library and to those members of the press who have requested
that they be placed on the circulation list.
30.5 Where a meeting is called upon less than twenty-four (24) hours advance
notice, it shall be the responsibility of the Chair and the Secretary to make
reasonable efforts to provide notice to those concerned.
30.6 All''meetings of Advisory Committees shall be open to the public, except as
provided for in section 2 herein, and Committee Members shall observe all
provisions respectingin closed session meetings in this By-law.
Materials supplied for On cameraclosed session consideration must previously
have been circulated to all Members of Council, the C.A.O. and the Clerk, taking
—47— Pa¢e 40 of47
GENERAL COMMITTEE — JUNE 20, 2006
due care to ensure the confidentiality of such materials.
Section 31- Procedures and Rules of Debate
31.1 It is intended that the conduct of all Advisory Committee Meetings (includingthe
manner of attire) shall be informal.
31.2 The order of business shall include disclosures of interest and the Committee
shall have authority to hear delegations +pnd to'�consider reports and
correspondence in addition to' topics for 'general discussion within the
Committee's Terms of Reference.
31.3 Debate on any matter shall proceed informally under the direction of the Chair,
except that Committee Members may speak to any issue more than once
provided all other Committee Members who wish to speak have had an
opportunity to do so.
31.4 No vote taken at a Committee meeting shall be a recorded vote and any vote
previously taken during that meeting may be reconsidered.
31.5 The Chair shall have authority to determine the conduct of members in
accordance with Section 2 herein.
Section 32 - Reporting
32.1 32-1—No discussion or recommendation of an Advisory Committee shall
constitute an act of Council unless such recommendation is adopted by Council.
(4384-02.C)
Council.
W
PART V - LOCAL BOARDS
Section 33 - Creation and Disposition
33.1 Council may from time to time by By-law establish such Local Boards as it
deems appropriate to carry out those functions which Council may lawfully
authorize such Local Boards to perform pursuant to the statute authorizing the
creation of the Local Board.
33.2 Local Boards shall only be discontinued by Council By-law, provided such Local
Boards are not mandated by provincial legislation.
Section 34 - Terms of Reference
—48— Pave 41 of 47
GENERAL COMMITTEE — JUNE 20, 2006
34.1 The operating Terms of Reference shall be provided in the Council By-law
establishing the Local Board or subsequent amendments thereto within the
jurisdiction of Council and in the provincial legislation authorizing creation of the
Local Board.
Section 35 - Membership
35.1 The members for each Local Board shall be appointed from time to time by By-
law or resolution.
35.2 Council Members who are not Local Board Members shall be entitled to attend
all Local Board meetings and shall be entitled to speak at the invitation of the
Chair, but shall not be entitled to vote.
Section 36 - Chair
36A The Chair of each Local Board and the term of the Chair shall be determined by
Local Board Members except to the extent that Provincial legislation or a
Council By-law relating specifically to that Local Board provides otherwise.
36.2 In the absence of the person appointed as Chair, the Local Board Members
shall appoint one of their members as Chair, as well as a Vice Chair.
(4396-02.C)
36.3 The Chair shall, in consultation with such staff support persons as may be
assigned, provide leadership and direction to the Local Board and shall direct
the Secretary to prepare an Agenda and shall determine the Attachments for
each Local Board meeting.
36.4 The Chair shall direct the affairs of the Local Board in accordance with the
provisions of this By-law, applicable policies and procedures of the Municipal
Corporation and provincial legislation.
Section 37 - Quorum
37.1 Except to the extent that Provincial legislation or a Council By-law relating
specifically to that Local Board provides otherwise, a quorum for the Local
Boards shall require the attendance of a majority of the Local Boards Members
who may have been appointed.
(31)
Section 38 -Administrative Support
38.1 The duties of the Secretary to each Local Board shall be carried out by staff as
appointed by the C.A.O. and each Secretary shall continue under the
supervision of their respective Department Head.
38.2 Where the staff person appointed by the C.A.O. is unavailable, Local Board
members shall appoint a person as Secretary for the purposes of that meeting.
38.3 The Secretary shall prepare an Agenda and Attachments at the direction of the
Chair and shall make such materials available as provided in this By-law to all
—49— pave 42 of 47
GENERAL COMMITTEE — JUNE 20, 2006
Council Members, to the Board's Members, to the C.A.O. and the Clerk and the
Secretary shall provide Notice of the meeting to the public in accordance with
the provisions of section 2 herein, subject to applicable provincial legislation.
38.4 Where materials are provided for the Board's consideration that were -not
previously circulated with the Agenda and Attachments, the Secretary shall
make such materials available to all Council Members, the C.A.O. and the Clerk
as soon as is practicable after the Local Boago meeting by placing a copy of
such materials in the internal mail s)istem of the Municipal Corporation.
38.5 The Secretary shall prepare a formal Record of the Local Boards meetings to be
provided for the information of Council under the signature of the Chair, if so
directed by the Chair of the Local Board, or shall prepare an informal Record of
the Board's meetings to form part of the files retained by the Municipal
Corporation, subject to applicable provincial legislation.
38.6 Where the Local Board's meetings generate recommendations to be considered
by Council, the Secretary shall prepare a Local Board Report under the
signature of the Chair to be placed on the Agenda for Council's consideration.
Section 39 - Open Meetings & Notice of Meetings
39.1 Meetings of Local Boards appointed by Council shall be held at the Aurora
Town Hall or other disability accessible Town owned facility at a time and date
established by the Committee at the beginning of the year/term, unless it is in
the public interest to temporarily convene a meeting at another location within
the Town of Aurora. (4303-01.C)
39.2 Any meeting of a Local Board may be cancelled or scheduled subject to the
approval of the majority of the committee, and proper notice of the change shall
be circulated to the media and posted on the Town's Notice Board if possible.
(4303-01.C)
39.3 The Secretary shall give notice of all meetings by making available for pick-up a
copy of the Agenda and Attachments to all Council Members, to the Local
Board's Members, to the C.A.O. and to the Clerk.
(32-)
39.4 The Secretary shall also place a copy of the Agenda on the bulletin board in the
lobby of the Town Hall and shall make a copy of the Agenda available to the
Aurora Public Library and to those members of the press who have requested
that they be placed on the circulation list.
39.5 Where a meeting is called upon less than twenty-four (24) hours advance
notice, it shall be the responsibility of the Chair and the Secretary to make
reasonable efforts to provide notice to those concerned.
—50— Page 43 of 47
GENERAL COMMITTEE — JUNE 20, 2006
39.6 All meetings of Local Boards shall be open to the public, except as provided for
in section 2 herein, and Board Members shall observe all provisions respecting
in carneaclosed session meetings in this By-law. Materials supplied for in
eameraclosed session consideration must previously have been circulated to all
Members of Council, the C.A.O. and the Clerk, taking due care to ensure -,the
confidentiality of such materials.
Section 40 - Procedures and Rules of Debate
40.1 It is intended that the conduct of all Local Board Meetings (including the manner
of attire) shall be informal, but that the meeting shall incorporate all statutory
requirements in relation to that Local Board.
40.2 The order of business shall include disclosures of interest.
40.3 Debate on any matter may proceed informally under the direction of the Chair,
except that Local Board Members may speak to any issue more than once
provided all other Local Board Members who wish to speak have had an
opportunity to do so.
40.4 The Chair shall have authority to determine the conduct of members in
accordance with Section 2 herein.
Section 41 - Reporting
41.1 Each Local Board shall report to the entity set forth in its enabling provincial
legislation or the Council By-law enacted in relation to that Board.
41.2 No discussion or recommendation of a Local Board shall constitute an act of
Council unless such recommendation is adopted by Council.
k33)
PART VI — FINANCIAL
Section 42 — Financial Budget Allocations
42.1 Any budget allocations for Ad Hoc, Committees, Advisory Committees, and Local
Boards shall be used solely for the purpose of the mandate established in the
—51— Pave 44 of 47
GENERAL COMMITTEE — JUNE 20, 2006
Terms of Reference or as approved by Council. (4303-01.C)
PART VII — AUDIO RECORDINGS
Section 43 — Audio-EDlectronic Reco.ndings 0
43.1 Audio Electronic recordings of proceedings shall occur at all public meetings of
Council, General Committee, Public Planning and any other Committees
deemed by Council resolution. (4384-02.C)
PART VIII - ASSEMBLY
Section 44 - Assembly
44.1 In this By-law, "Assembly" means an informal gathering of Members of Council or
of a Committee, held in accordance with this section.
44.2 An Assembly shall not be deemed to be a meeting of the Council or Committee
and shall not be subject to the rules and regulations applicable to meetings,
contained in this By-law.
44.3 The Council may decide, at a meeting open to the public, to convene an informal
gathering of its Members, or of the Members of a Committee, to receive and
discuss information or advice of a general nature involving subject matters of
interest to the Members, at a time and place designated at that time by the
Council or Committee.
44.4 The Council, in deciding to convene an Assembly, shall designate the general
purpose or purposes for which the Assembly is to be held, and no other matters
may be considered by the Assembly.
44.5 An Assembly maybe held at anyplace designated by the Council at the time at
which it makes its decision to convene the Assembly, whether or not within the
boundaries of the Town or of any adjacent municipality.
44.6 All Members of the Councilor Committee respectively are entitled to attend at the
Assembly, together with designated staff or consultants retained by the Town; by
the GGu . In deciding to convene the Assembly, Council or Committee may
decide to exclude the public therefrom.
—52— Paze 45 of 47
GENERAL COMMITTEE - JUNE 20, 2006
44.7 No motion, resolution, by-law, debate, agreement in principle, consensus, straw
vote, report, recommendation or other action or decision may be proposed,
discussed, decided upon, adopted, taken or made at an Assembly that would
further the business of the Corporation.
44.8 The Council or Committee shall, at the commencement of an Assembly,
designate a person to make notes describing in general terms each subject
matter dealt with at the Assembly, ,
44.9 44-.9The notes taken pursuant to 44.8 shall, after the conclusion of the
Assembly, be maintained as a public record under the control of the
Clerk.
Section 45 Review of By-law
45.1 Council shall within the first six months of a term of Council review this By-law
and make any changes deemed appropriate.
45.2 This By-law may be reviewed at anv other time or times as deemed appropriate
by Council.
45.3 Any review of this By-law includes the review of any Schedules to this By-law.
Section 456 - SEVERABILITY
46.1 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 anv
court, it is the intention and desire of Council that each and every of the then
remaining provisions hereof shall remain in full force and effect.
Section 467 — Conflict
47.1 If there is any conflict between this By-law and any statute the provisions of
the statute prevail.
Repeal
By-laws 3737-96.C, 3769-96.C, 3833-97.C, 3892-97.C, 3906-98.C, 3925-98.C, 3972-
98.C,and-4136-99.C,4280-01.C, 4303-01.C,4384-02.C.4396-02.0 and 4614-04.0
are hereby repealed.
READ A FIRST, SECOND AND THIRD TIME THIS 8' DAY OF MAY, 2001.2006
"Tim Jones" "Bob Pa,=sa"
T. JONES, MAYOR B. PANIZZA, TOWN CLERK
—53—
Pace 46 of 47
GENERAL COMMITTEE — JUNE 20, 2006 n
I N T E R DEPARMENT OF LEISURE SERMES
oG
OFFICE MEMO
To: Mayor and Members of Council
a'
From: Allan D. Downey, Director of Leisure Services
Subject: Community Use of Facilities
Date: Friday, June 16, 2006
On the June 20th, General Committee Agenda staff have prepared Reports LS06-023 and
LS06-024 regarding the disposition of the facilities within Library Square and the former
Hydro facility..
Each report considers the facilities in isolation or stand-alone units. Staff propose that
while these reports can be considered in isolation of other issues related to the use of
community facilities, the timing of a number of other outstanding issues in concert with
these reports merit a more global view of the future uses of community facilities.
As Council is aware staff have presented a number of reports regarding potential uses
and associated costs of the former Public Library and Seniors Centre. Staff Report LS06-
023 regarding the former Hydro facility also presents Council with a number of potential
uses, however detailed costing analysis will be presented upon the determination of the
proposed future of the facility.
The Department of Leisure Services at present is also in discussions with community
groups regarding space requirements fortheir organizations, the members of the Fitness
Club regarding proposed renovations and expansion, York Region Neighbourhood
Services regarding the Boys and Girls Club as well as future expansion consideration for
operations related functions within the Public Work's and Leisure Services Departments.
With all of these issues in simultaneous consideration, staff request that Council consider
the following option and request that staff report back to Council at the July 11th Council
meeting with estimated costs and timing considerations.
The existing Hydro building is presently constructed as an operations facility. With the
growing need for expansion of both Public Work's as well Park's operations we propose
the relocation of Park's operations to the Hydro facility and expansion of the Public Work's
operations into the space vacated by Park's.
Park's would occupy the yard, garage and rear office area of the facility, with the exception
of the warehouse area. That area would be used by the Carpenter, who would relocate
out of the Aurora Family Leisure Complex.
..../2
—54—
GENERAL COMMITTEE — JUNE 20, 2006
Mayor and Members of Council
Community Use of Facilities
Friday, June 16, 2006
Page2
The main office area, both the ground floor and the second floor would be converted into
an expanded fitness facility, relocated from the Aurora Family Leisure Complex. This
would address the need for future expansion and provide an opportunity to redesign a
fitness facility with membership input. The vacated fitness area could then be converted
into a Youth Centre and renovate the existing fitness area into 'a gymnasium as was
originally constructed in 1986. The associated office and cyclefit areas could be used for
youth programming. This location is central, provides additional opportunities for
swimming and skating, outdoor amenity space, available space for a skateboard park and
is located on a regular bus route and connected to a major trail system. The Town could
then consider a partnership with the York Region Neighbourhood Services and the Boys
and Girls Club of York Region to provide funding, programming and operational needs to
offset the cost of this renovation.
The former pre-school area and the baby sitting area (no longer required with the
relocation of fitness) would be converted to much needed program space and community
rental space presently being provided at Library Square.
The facilities at Library Square could then be considered independently for demolition in
support of the Heritage Centre and Library or renovation as Council directed.
The vacated Carpenters space at the Aurora Family Leisure Complex could then be
renovated by the Aurora Figure Skating Club for coaches and storage space and
complete their relocation from the Aurora Community Centre #2 to their new home at the
Aurora Family Leisure Complex.
The following proposal requires further investigation and discussions, however staff
recommend that the proposal be seriously discussed. The proposal addresses a number
of outstanding issues with no new infrastructure constructed and cost avoidance related to
expansion needs and operational costs.
Staff provide this information to Council for their consideration and direction to staff.
Thank you,
At Db
Director of Leisure Services.
ADD/ds
cc: John Rogers, C.A.O.
—55—
COMMITTEE — JUNE 20,
SUBJECT:
FROM
DATE:
s 1UM1T61-
GENERAL COMMITTEE REPORT
Determination of Use for Library Square Facilities
Allan D. Downey, Director of Leisure Services
June 20, 2006
RECOMMENDATIONS
r
No. LS06-024
THAT Council provide direction to staff with regards to the disposition of facilities
within Library Square.
BACKGROUND
On March 7, 2006 a Library Square Public Meeting was held and staff prepared Report No.
LS06-009 (attached) and made a presentation to Council with regards to information on
Library Square.
The Public were then invited to comment to General Committee on issues related to the
future uses of the facilities within Library Square.
As a result of the information presented and the options discussed the following motion
was made and adopted at Council on March 28, 2006,
1. LS06-009 — Library Square Public Meeting
General Committee recommends:
THAT some or all of the buildings on the Library Square property be demolished to
increase parking for the Library and Church Street School, after assessing the need
for parking in the area.
WITHDRAWN
General Committee recommends:
THAT Option #5 outlined in Report LS06-009 be referred to staff for a report to
address the following key issues surrounding Library Square:
a) assessment of the potential parking availability resulting from each of these
options:
- demolition of the old Library
- demolition of the old Seniors' Centre
- demolition of both buildings
- no demolition;
b) cost of demolishing:
- the old Library
- the old Seniors' Centre
- both buildings; /2
—56—
GENERAL COMMITTEE - JUNE 20, 2006
June 20, 2006 - 2 - Report No. LS06-024
c) update of costing regarding required repairs to each building,
d) consideration of a multi -level parking facility;
e) projection of parking requirements including the Heritage Centre (Church
Street School).
CARRIED
Further to Council's direction of March 28, 2006 staff.have engaged the services of LIMA
Engineering Ltd. as well as other Town staff -'and Contractors to address the issues
requested by Council.
The following information is presented in order to assist Council in their deliberations with
regards to the determination of uses of the facilities within Library Square.
a) assessment of the potential parking availability resulting from each of these
options:
- demolition of the old Library
- demolition of the old Seniors' Centre
- demolition of both buildings
- no demolition;
Please find attached four (4) Plans of Library Square that address the options
requested by Council. The options presented area preliminary attempt to identify the
amount of additional parking that would be available upon the demolition of the former
Seniors Centre or former Public Library.
The layouts have not been reviewed by all Town Departments to ensure compliance
with all zoning or servicing requirements but are meant to provide Council with a
general indication of the impact of demolition and associated construction of parking.
The Consultant indicates that surface parking lot construction would range between
$1,000 and $2,000/space depending on the option selected.
b) cost of demolishing:
- the old Library
- the old Seniors' Centre
- both buildings;
Staff have obtained a budgetary quote from Priestly Demolition Inc. (attached) for the
demolition of the former Seniors Centre and former Public Library. Based on the
quote provided the cost of demolition of the former Seniors Centre would be
$20,000.00 and the former Public Library would be $80,000.00. Partial demolition of
the former Public Library is not recommended by Priestly or LIMA Engineering Ltd.
due to structural complications and issues related to enclosing and servicing the
remaining structure.
c) update of costing regarding required repairs to each building;
Staff prepared and presented to Council assessment reports on both the former
Public Library and Seniors Centre in 2002. As part of that assessment report, cost of
repairs and upgrades were included. Staff have obtained an updated version of those
costs and attach the information for Council review. Staff indicated that the estimated
cost of initial repairs of the facilities in 2002 were $377,000, the updated report has
now estimated these same initial upgrades at $480,000, plus the cost of upgrades to
the elevator (if required) estimate at $90,000 for a total estimated cost of $570,000.
—57—
GENERAL COMMITTEE - JUNE 20, 2006
June 20, 2006 - 3 - Report No. LS06-024
d) consideration of a multi -level parking facility;
LIMA Engineering Ltd. were requested to consider the cost of an elevated parking
structure. They have estimated that a one storey parkade in combination with option
three (the demolition of both structures) would be approximately $900,000:00 and -
yield approximately 45 more parking spaces.
e) projection of parking requirements including the Heritage Centre (Church Street
School);
The Director of Building Administration has reviewed the proposed Plans for the
Heritage Centre (Church Street School) and based on the uses proposed has
estimated that the Centre will require a total of 79 parking spaces in accordance with
present parking standards. Presently 12 spaces are located on site adjacent to the
Centre.
OPTIONS
Not applicable.
FINANCIAL IMPLICATIONS
The financial implication will be determined upon staff receiving direction from Council. At
present no sources of funding have been allocated in the 2006 Budget to perform any
works within Library Square related to this report.
CONCLUSIONS
The facilities within Library Square are presently being permitted to user groups on an
interim basis. Staff continue to operate the facilities, however the state of repair,
particularly of the former Public Library is becoming an issue with regards to roof leaks,
mechanical breakdowns and a decommissioned elevator. Depending on the direction staff
receives consideration should be given to the permitted users, regarding either relocation
or notice of termination.
LINK TO STRATEGIC PLAN
Goal "A" speaks to maintaining a well managed and fiscally responsible municipality.
ATTACHMENTS
1. Report No. LS06-009, dated March 7, 2006.
2. Plans of Options, dated June 2006.
3. Quote from Priestly Demolition Inc., dated March 27, 2006.
4. Letter from LIMA Engineering Ltd., dated. May 22, 2006.
Prepared by: Allan Downey, Director of Leisure Services, Extension 4752
ALLAN D. D WNF,-P ohn S. Rogers
Director of Leisure Services -58-C.A.O.
GENERAL COMMITTEE - JUNE 20, 2006 ATTACHMENT - 1
46
TOWN OF AURORA
COUNCIL REPORT No. LS06-009
SUBJECT: Library Square Public Meeting
FROM: Allan D. Downey, Director of Leisure Services
DATE: March 7, 2006
RECOMMENDATIONS
THAT Council provide direction to staff with regards to which option(s) they prefer
and recommend that staff report back to Council on these preferred option(s).
BACKGROUND
The issue with regards to the disposition of facilities within Library Square has been
ongoing for a number of years, howeverthis staff report will focus on the activities afterthe
decision to construct the new Public Library. Once the direction was approved to build a
new library facility and prior to the opening of the new Public Library on November 16th
2001, staff reports have been prepared for Council deliberation regarding the disposition of
the facilities within Library Square (namely Church Street School, former Public Library,
Seniors Centre and Victoria Hall) commencing on April 24, 2001.
Staff have attached a summary of all reports and Council recommendations regarding
Library Square.
COMMENTS
At the November 15, 2005 General Committee Meeting, staff presented Report No.
ADM05-022 recommending that a Special General Committee Meeting be held to discuss
Library Square.
The evening of March 7, 2006 was selected by Council and the Corporate Services
Department, informed all previously interested groups or individuals in writing of the
meeting as well as advertised the meeting and the options identified in ReportADM05-022
as per our standard advertising procedures. Please see advertisement attached which
was placed in the paper on February 141h, 21 gt and 281h.
OPTIONS
There would appear to be a number of options available to Committee some options are
set out below:
1. General Committee initiate anew review of the expression of interest utilizing anew
matrix. /2
—59—
GENERAL COMMITTEE — JUNE 20, 2�06 Report No. LS06-009
March 7, 2006
2. Accept the recommendations of the Leisure Services Advisory Committee with
appropriate amendments.
Declare the land and buildings surplus and sell them on the open market.
4. General Committee undertake its own review of the Expressions of Interest utilizing
the current matrix approved by General Committee.
.r
5. Demolish some or all of the buildings on the property to"increase parking for the
Library and Church Street School after assessing the need for parking in the area.
6. Find a primary tenant and lease the buildings to the primary tenant for $1.00 per year
on the basis that the primary tenant would be responsible for all capital repairs
including the $377,000.00 of renovations determined to be required to bring the
buildings up to appropriate standards.
7. Use some or all of the facilities for Town purposes.
These options are provided to Committee to indicate options that have been raised in the
past and some that are as a result of more recent developments.
CONCLUSIONS
Staff will be making a presentation to Members of Council and the public prior to
commencement of receiving comments from the public, identifying site characteristics,
photographs and the options to be discussed.
ATTACHMENTS
1. Report No. ADM05-022, November 15, 2005.
2. Era/Banner Notice Board Advertisement, dated February 28, 2006.
3. Library Square Report Summary.
Prepared by: Allan Downey, Director of Leisure Services, Extension 4752.
4�--A�—
ALLAN D. DOWNE
Director of Leisure- ices
GENERAL COMMITTEE - JUNE 20, 2006
-TOWN OF AURORA
GENERAL COMMITTEE REPORT No. ADM05-022
SUBJECT: Library Square
FROM: John S. Rogers, Chief Administrative Officer
DATE: November 15, 2005
RECOMMENDATION
THAT Council hold a Special General Committee Meeting to discuss Library
Square.
BACKGROUND
Council at its September 27th, 2005 meeting requested that the "matter regarding the
disposition of Library Square be referred to staff for a report to the October 18', 2005
General Committee Meeting due to the volume of information involved it has been
necessary to wait until the November 15th General Committee Meeting to provide
Committee with this report. This report is meant to provide Committee with sufficient
background to have a discussion to determine the direction it wishes to proceed in.
Attached to this report as Appendices A & B are summaries of the various reports and
recommendations, firstly from the Library Square Ad Hoc Committee (Appendix A) and
then the Library Square Report Summary (Appendix B). As Committee will note there have
been substantial discussions relating to Library Square and the disposition of the buildings.
To summarize, Council decided at its meeting of November 23rd, 2004 to lease the space
in the buildings after approximately $377,000.00 renovations had taken place. Prospective
tenants were to submit Expressions of Interest based on a willingness to pay $9.00 a
square foot per year for space occupied by the organization. The Leisure Services
Advisory Committee would recommend tenants for the building once it evaluated the
Expressions of Interest based on predetermined evaluation criteria.
The recommendations were made to Council, however, Council has not accepted the
recommendations.
COMMENTS
This report is intended to provide Council with some options for discussion and the options
are set forth in the "Options" section of this report. Staff anticipates that this discussion will
take a significant amount of time and are therefore recommending a Special General
Committee Meeting be held in order to provide Committee with sufficient time to fully
discuss all of the options.
-61-
GENERAL COMMITTEE — JUNE 20, 2006
November 15 2005 - 2 - Report No. ADM05-022
It should be noted that if an option other than leasing the facility is to be adopted by
Committee then it would be appropriate for Committee to recommend to Council that the -.
original decision made at the November 23rd, 2004 Council Meeting be rescinded so that
only one disposition of the property is on the record.
r
OPTIONS
There would appear to be a number of options available to Committee some options are
set out below:
1. General Committee initiate a new review of the expression of interest utilizing a
new matrix.
2. Accept the recommendations of the Leisure Services Advisory Committee with
appropriate amendments.
3. Declare the land and buildings surplus and sell them on the open market.
4. General Committee undertake its own review of the Expressions of Interest
utilizing the current matrix approved by General Committee.
5. Demolish some or all of the buildings on the property to increase parking for the
Library and Church Street School after assessing the need for parking in the
area.
6. Find a primary tenant and lease the buildings to the primary tenant for $1.00 per
year on the basis that the primary tenant would be responsible for all capital
repairs including the $377,000.00 of renovations determined to be required to
bring the buildings up to appropriate standards.
7. Use some or all of the facilities for Town purposes.
These options are provided to Committee to indicate options that have been raised in the
past and some that are as a result of more recent developments.
FINANCIAL IMPLICATIONS
Each of the options has financial implications which would be discussed in more detail at
the suggested Special General Committee Meeting.
LINK TO STRATEGIC PLAN
Goal A — Speaks to maintaining a well managed and fiscally responsible municipality.
Goal D — Speaks to conserving our natural and cultural heritage.
Goal E — Speaks to promoting accessible municipal government.
—62—
GENERAL COMMITTEE — JUNE 20, 2006
November 15, 2005 - 3 - Report No. ADM05-022
ATTACHMENTS
Library Square Ad Hoc Committee - Appendix A
Library Square Report Summary - Appendix B
CONCLUSIONS
This report is providing some options Council may wish to consider regarding the
disposition of the lands and buildings at Library Square. A Special General Committee
meeting is suggested to allow for a full discussion of the issue.
PRE -SUBMISSION REVIEW
Management Team — November 9, 2005
Prepared by. John S. Rogers, Chief Administrative Officer - Ext. 4244
John S. Rogers
Chief Administrative Officer
—63—
GENERAL COMMITTEE — JUNE 20, 2006
, ON
ra. ca
Id on Wednesday, February 22, 2006, the following
mdment application for 14800 Yonge Street;
ing By-law Amendment applications for the Montessorl
eat East;
:ndment application for 185 and 205 Industrial Parkway
Ing By-law Amendment applications for the lands at the
w Trail.
COMING
nary 28, 2006, the following items will be considered:
:stigation for the proposed retaining walls on Bloomington
i Draft Plan of Subdivision for Chapman Good;
reduction of hours for voting in nursing and retirement
m ent Program in the 2006 budget;
ding. supply and operation of street sweepers to A&G The
ervation Land Statute Law Amendment Act;
iertaining to Industrial/Commercial Designations and
ing By-law Amendment applications for 289 W0IIIngtan Street
s Advisory Committee meeting;
Advisory Committee meeting;
elopment Advisory Committee meeting;
cry Committee meeting;
ction ballot related to election wards;
of Study Area In Northeast Aurora.
ARCH 2O06 MEETINGS
Meeting/Event
Council
Environmental Sub -Committee -
Naturalization/Wildlife
Yonge Street Commercial Area Sub -Committee
Environmental Sub -Committee —
Public Awareness/Education
Environmental Sub -Committee —
Waste Management
Special General Committee — Library Square
Joint Council Committee — Central York
Fire Services
Finance Advisory Committee
Traffic Safety Advisory Board
Leisure Services Advisory Committee,
Committee of Adjustment
are open to the public. For further information contact
1375. For d complete listing of upcoming meetings,
battle: vvww.e-aurora.ca and select "Notice Board".
A Special General Committee meeting will be held on Tuesday March 7, 2006 at
7:00 p.m. at the Town Hall. The purpose of the meeting is to receive input from
the public regarding the possible future uses of the Old Town Library and the for.-
mer Seniors' Building both located on Victoria St. north of Church St.
In addition to any feedback from the public, Members of Council will also be con-
sidering a number of options related to these buildings including but not.limited to
the following:
1. Initiate a new review of the expressions of interest utilizing a new deci-
sion matrix.
2. Accept the recommendations of the Leisure Services Advisory
Committee with
appropriate amendments.
3. Declare the land and buildings surplus and sell them on the open mar-
ket.
4. Undertake a review. of the Expressions of Interest utilizing the current
decision matrix approved by General Committee.
5. Demolish some or all of the buildings on the property to increase parking
for the New Library and Church Street School after assessing the need
for parking in the area.
6. Find a primary tenant and lease the buildings to the primary tenant for
$1.00 per year on the basis that the primary tenant would be responsible
for all capital repairs including the $377,000 of renovations determined to
be required to bring the buildings up to
appropriate standards.
7. Use some or all of the facilities for Town purposes.
The meeting will be conducted in an open forum format; therefore speakers will
be permitted to address Committee without the need to request delegation status
prior to the meeting. A copy of a report on this subject is available at the Town
Hall or on the Town's Web Site in the What's New Section. Any other inquiries
regarding the Library Square buildings can be directed to Mr. AI Downey, Director
of Leisure Services (905)727-1375 or through e-mail www.e-aurora.ca.
The 2006 Interim Property Tax Bill -was mailer) to Town of Aurora property owners on Tuesday,
January 31, 2006. This property tax bill is payable in two (2) installments on Wednesday, February
22, 2006 and Monday, April 24, 2006.
Your Current Value Assessment (CVA) as determined by the Municipal Property Assessment
Corporation (MPAC) has not been used in the calculation of the Interim Property Tax Levy.
Legislation stipulates that the Interim Tax Levy shall not exceed 50 per cent of the total amount of
property taxes levied for municipal (both Town and Region) and school purposes levied on the prop-
erly for the previous taxation year.
tia:xo u�aa�rm� o®aryr r ry Interest is charged at a rate of 1.25% per month (15.0 % per annum) on all property taxes past due,
ase visit the Town of Aurora wabsile: www.e-aurcra.ca Interest is applied on the first day of the month following default and on the first day of each month
thereafter until all pate property taxes are paid in full. -
sa 4
rJ,Q .d j i If you have not received your 2006 Interim Property Tax Bill, please contact the sown of Aurora
Tar nivicinn at Qn5-79F-4747
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ATTACHMENT
G RAL OMMIFRIE,§ DEMOLITION ING.
PDf fnto® desd.w x
OMi
AR10 LAG iWt
85 EDWARD STREET, AURORA,
TEL, 905.841-3735 FM 005-841-8282 3 nt yyyyyy pNry,ca
March 27, 2006 11
r.
Town of Aurora
1 Municipal Drive
P.O. Box 1000 Phone: 905-727-1375
Aurora, ON LAG 6J1 " Pax: 905-727-3903
Attn: Jim Tree
Re: Old Library / Senior Centre
Dear Jim,
As discussed, a budget price for the demolition at the above noted site would be:
Unit rate: five dollars ($5.00) per square foot plus G.S.T.
s
r r ' a
This price would include our machine and labour to backfill the siteiwith either imported
excavation material, or if the Town wished to use granular material, (Town supplied), for
backfill. :y
Trusting the above is satisfactory, should you require further information, or have any
questions, please do not hesitate to contact the undersigned,
Yours truly,
v
r. & 0X-- �
P3 t Vic Priestly/
p06-03-66 nld library aw= to _
_79_ TOTAL P.Oi
GENERAL COMMITTEE - JUNE 20, 2006
uMA I AECOM
UMA Engineering Ltd.
5080 Commerce Boulevard
Mississauga, Ontario AW 41`2
T 905.238,0007 F 905,238.0038
May 22, 2006
www.urn a.aecom.coin
Al Downey
Director of Leisure Services
Town of Aurora
1 Municipal Drive, Box 1000, Aurora, ON L4G 6,11
Dear Al
Re: Former Library & Former Seniors Centre
Updated Capital Repair Budgets
ATTACHMENT-4
File Name: D772-004-00
v
As requested, we have reviewed and updated the projected repair costs for the above captioned properties,
based on UMA's 2002 Building Condition Assessments.
The Town of Aurora requested that no site visits be conducted for this process; accordingly it is understood that
there is uncertainty as to the amount of deterioration that has taken place over the past 4 years. LIMA has
projected this based on general deterioration tendencies, to provide an order of magnitude estimate of what the
Town may expect. If it is determined that repairs should proceed, the next step should be a site visit to assess
actual conditions and verify adequacy of proposed repair budgets.
The revised budgets account for four years' Inflation, based on Statistics Canada rates for construction costs.
They include costs for items which were originally scheduled to be repaired or replaced by 2006.
For the former library, the initial construction cost for required capital repairs is about $425,000; with a total of
$500,000 over a six- year period. This excludes any cost of renovation required to adapt the facility to a new use.
For the former Seniors' Centre, the initial construction cost for required capital repairs is about $55,000; with a
total of about $110,000 over a six -year period. Similarly, this excludes any cost of renovation required to adapt
the facility to a new use.
Consulting costs for design, tendering and construction supervision are excluded from these budgets. They could
vary from 5% to 20%, depending on the scope of services selected.
Sincerely,
UMA Engineering Ltd.
Bill Hjelholt
Senior Project Manager
Signatory's E-mail
Encl.
cc: file
GENERAL COMMITTEE - JUNE 20, 2006
UMA-Englneadng Ltd.
OPINION OF PROBABLE COSTS
PARKING LOT ALTERNATIVES - VICTORIA SQUARE
mm
02-Jun-06
Town of Aurora
.,ter ....... .............
Concrete Curb
.__.._
162 m
$55
_
$8,900 --
Curb Removal
25 m
$20
$500 "
Retaining Wall
70 m2
$500
$35,000 - . •1_
Guard Rall
35 m
$65
= $2,300 v
Catch Basins I Manholes
2 ea
$3,000
$6,000
Storm Sewers
50 m
$200
$10,000
Topsoil & Sod
200 m2
$5
$1,000
Landscaping
1 LS
$2,000
$2,000
General Contractor OH & P
1 IS
$20,D00
$20,000
Sub -Total:
$156,Do0
Contingency
20%
$ 156,000
$30,000
Engineering & Construction Supervision
11%
$ 156,000
$17,000
e-
r r,r
NUMBER OF SPACES ADDED
COST PER SPACE
Qty
43
$4,700
Asphalt Pavement
650 m2
$50
$32,500 Includes rough grading, 400 mm granular, 100 mm asphalt
Concrete Curb
82 m
$55
$4,500
Curb Removal
97m
$20
$1,900
Retaining Wall
0 m2
$500
$0
Guard Rail
0 an
$65
$0
Catch Basins l Manholes
1 as
$3,000
$3,000
Sturm Sewers
50 m
$200
$10,000
Topsoil& Sod
50 m2
$10
$500
Landscaping
1 LS
$500
$500
General Contractor OH & P
1 LS
$8,000
$8,000
Sub -Total
$61 000
Contingency 20% $ 61,000 $10,000
Engineering & Construction Supervision 11 % $ 61,000 $7,000
NUMBER OF DDr 16
COST PER SPACE rr
Item
Qty
Unit
Total Notes
Cost
Asphalt Pavement
1700 m2
$50
$85,000 Includes rough grading, 400 mm granular, 100 mm asphalt
Concrete Curb
225 m
$55
$12,400
Curb Removal
38 m
$20
$800
Retaining Wall
70 m2
$500
$35,000
Guard Rail
35 m
$65
. $2,300
Catch Basins I Manholes
2 as
$3,000
$6,000
Storm Sewers
50 an
$200
$10,000
Topsoil & Sod
200 m2
$5
$1,000
Landscaping
1 LS
$2,000
$2,000
Contingency 20% $ 178,000 $40,000
Engineering & Construction Supervision 11 % $ 178,000 $20,000
NUMBER OF SPACES ADDED 67
COST PER SPACE $3,600
GENERAL COMMITTEE -:JUNE 20, 2006
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GENERAL COMMITTEE — JUNE 20,
TOWN OF AURORA
GENERAL COMMITTEE REPORT
AGENDA ITEM i
No. LS06-023
SUBJECT: Alternative Uses of the Former Hydro Building at 215 Industrial_
Parkway South
FROM: Allan D. Downey, Director of Leisure Services(
y
DATE: June 20, 2006
RECOMMENDATIONS
THAT Council provide staff with direction on the preferred alternative as presented
in Report No. LS06-023.
BACKGROUND
At the May 16, 2006 General Committee meeting staff prepared Report PW06-021
regarding the disposition of the former Hydro building (attached). As a result of that report
staff have explored a number of alternative uses for the facility.
FACILITY DESCRIPTION
imms
The main building was constructed in 1987 and encompasses 20,500 square feet on 2
floors.
The first floor contains a 12 bay parking/service bay area, change/shower facilities,
large indoor storage/workshop area, reception area, cafeteria and offices all totalling
over 13,200 square feet of which 7,200 square feet is the parking/service bay area.
The second floor has 7,300 square feet of additional offices, reception and boardroom
facilities. There is an elevator that connects the two floors. The second floor can also
be isolated from the first floor with some renovation.
The property has been used to house both the administrative and operational
components of an electrical utility and consequently, is well suited for an operations
centre. The administration of the utility was basically carried out on the second floor
while the operational arm occupied the first floor. The loading docks, storage rooms
and change/locker room all attest to this previous use. They also may provide some
guidance on the future use of the building.
2. Yard Area
The yard consists of 26,200 square feet of secure storage area for equipment,
vehicles and material. Loading docks lead to inside warehouse facilities and the inside
parking area is accessed from this rear yard.
/2
—84—
GENERAL COMMITTEE — JUNE 20, 2006
June 20, 2006 - 2 - Report No. LS06-023
This location is ideal from an operational aspect inasmuch as the neighbours are
either industrial based themselves or far enough away to not be unduly impacted by
typical operational activities.
Commentary
Any number of activities can operate successfully at No. 215 Industrial Parkway South.
f
The office space on the second floor can tie used for a Single entity or a number of
different organizations. Each of the offices can be locked to provide security and the
second floor can be cordoned off from the first floorwith some renovation. The existing
elevators make the second floor totally accessible.
COMMENTS
Staff have investigated several alternative uses or options for the site and facility. The
alternatives listed below are not in priority or reflect preferred options.
1.
F%
Lease of Facility
The facility has been leased by Aurora Hydro and then Power Stream for several years
at an annual rate of $101,000.00. The facility is in excellent repair and could be re-
leased immediately for a short or long term, depending on future uses of the facility.
The Economic Development Officer estimates the potential lease rate at $112,750 per
year.
PROS
■ Immediate re -use of facility.
■ No impact on budget.
■ Term of lease can be set in accordance
with future uses.
■ Provides Council with an opportunity to
deliberate future uses.
Sale of the Property
CONS
■ Renovations maybe required.
Council may wish to declare the facility surplus and direct staff to sell the site. The site
is presently insured at a value of $2,054,000 and assessed at a value of $2,144,000.
It would be logical to assume that a value similar to the assessed value could be
obtained, however an independent appraisal is recommended prior to sale of the
property.
PROS
■ Provides Council with immediate funds.
Conversion to Municipal Animal Shelter
CONS
■ Precludes any future uses.
In December 2005 staff presented report No.CS05-036 that identified the requirement
for a new Animal Shelter.
WIV
..../3
GENERAL COMMITTEE — JUNE 20, 2006
June 20, 2006 - 3 - Report No. LS06-023
The report highlighted the details of a model animal control facility that would service
the municipalities of Markham, Richmond Hill, Vaughan, Aurora and King who
combined, have a population of 731,000 residents.
It was proposed that the shelter should be approximately 25,000 sq. feet and it was
estimated that the operating costs would be $3 million dollars. A proposal to convert
the former hydro building would achieve the goal of providing a viable animal control
shelter for the municipalities of southern York Region while at the same time ensuring
a sustainable long term revenue generation to the Town of Aurora through the lease of
the facility to the other member municipalities that would participate in the operation of
the shelter. The eventual lease rate would be at least equivalent if not greater that the
estimated $112,750 per year lease rate previously referenced and would ensure that
the Town of Aurora maintain possession this valuable asset.
PROS
Addresses future needs of Municipality.
Source of future funding.
Town operated facility ensures quality
of care to animals.
4. Operate as a Youth Centre
CONS
■ Requires significant renovations
to facility.
■ Subject to 2007 Budget approval.
■ No temporary uses of facility
possible for short term.
Staff have investigated the requirements and needs of a Youth Centre since the
establishment of a Youth Coordinator position in 2000. As a result of a re-established
Youth Advisory Committee and survey of youth within the school community and site
visits to local centres a report on a proposed youth centre was prepared in May of
2002.
Ideally, the Aurora Youth Centre should include at least a double gym with high
ceilings, a lounge, computer lab, and a multipurpose room for games. Sufficient
storage and office space is essential, as is good washroom facilities. A small to
medium kitchen area would also be a benefit for programming as well as nutrition
needs. It is estimated that something between 10,000 and 14,000 square feet would
be required to provide for sufficient flexibility in use for a variety of programs, activities
and services.
With information received from the recent youth needs assessment survey in 2001,
and the recent suggestions bythe current Youth Action Committee, a large numberof
recreational, cultural and social programs and activities have been suggested.
Determination of a location and a facility with attendant capital costs are paramount
considerations. It will also be important to carefully consider how costs of operation
(personnel, maintenance, and program equipment and resources) may be budgeted
and to what degree these costs can be recovered by fees of various kinds.
..../4
:-
GENERAL COMMITTEE — JUNE 20, 2006
June 20, 2006 .4. Report No. LS06-023
Youth will make use of services that interest them and that are provided at relatively
little cost.
Any substantial cost will definitely not attract some of the youth that programs and
activities and intended for, especially "youth -at -risk." However, small costs for -
participation in at least some of the services of the centre may be a rational and
reasonable part of the financial support ledger.
V
Finally, a centre dedicated to the needs of youth would be beneficial to the community
in many different ways. Schools are expected to provide many essential services to
teens and are not necessarily able to sustain the level of support desired or needed. A
youth centre would help to supplement educational, recreational, and social services in
a community environment. The youth centre will be a place for teens to access all their
needs in "one -stop -shop" setting and effective communication and coordination with
the school may well provide a better mix of service for all youth that are in school.
Moreover, it will be the prime source of service for those youth who are not in regular
school attendance.
In summary, various options should be evaluated for 'best fit', appropriateness, and
cost-effectiveness in the determination of location, site, structure and operational
principles.
A centre may stand-alone and be used strictly for youth, as is the situation with
Aurora's Seniors Centre. This scenario would definitely enable youth to call ittheir own
place. The construction of a new well -designed facility would be the ideal compared to
the occupation of a pre-existing facility that would require renovations. However the
latter is far more feasible than the former. Another scenario would be that the centre
co -exists within a large multipurpose recreational facility with specific activity and
program spaces allocated for youth use at all times or at some designated times of the
day and week. This scenario would be advantageous in reducing overall capital and
operating costs by collaboration with an existing building and its programs.
The former Hydro building has components that could be used by the youth
community, however lacks the primary component of a gymnasium to make it a
success unless extensive renovations are proposed. The location is central, however
transit is on a peak service only.
PROS
■ Provides immediate access to youth
for limited activities.
■ Provides temporary use of facility.
■ Centrally located.
■ Shared -use opportunity.
5. Parks Yard
CONS
■ Requires Budget for operation.
■ Limited revenue opportunity.
■ Only temporary solutions to
Youth Centre needs.
■ Renovations required.
■ Limited bus access.
The facility was an operations centre and is designed and laid out for that purpose.
With the increase in population and in order to meet the demands of the future an
expanded operations centre is required. This expansion has been identified in the
preparation of our Development Charges By-law.
/5
—87—
GENERAL COMMITTEE — JUNE 20, 2006
June 20, 2006 - 5 - Report No. LS06-023
Staff of both the Park's Division as well as Public Work's Operations have evaluated
their respective growth needs. The Park's Division has estimated that their future
needs based on a population of 75,000 is approximately 100,000 fee? of combined
yard, garage and facility space. The Hydro site would accommodate all of the Park's
Division future needs, with little modification required to the existing facility.
The Public Work's Operations have estimated that th it futureneeds could be
accommodated at the existing Scanlon Court Site with the relocation of the Park's
Division to the Hydro site.
In November of 2005, staff Report No. PW05-030 was prepared as a result of a Fleet
Management Review. That report discussed the need for additional repair, storage and
wash bays and recommended that consideration of these items be provided within a 2-
3 year term.
Expansion of the Public Work's Operations must also include an additional salt dome
and sufficient site area for adequate snow storage. The existing Scanlon site provides
sufficient space for these items. Details of the forecasts are outline below.
PARK'S DIVISION OPERATIONS FACILITY NEEDS
EXISTING SPACE INVENTORY
9 SCANLON COURT
Office Administration Area
1,080 sq. ft.
Staff Lunch Room/Locker Change Room/Washrooms
1,080 sq. ft.
Garage, Vehicle and Equipment Storage Area
5,480 sq. ft.
Green House
2,904 sq. ft.
TOTAL SQUARE FEET — 9 SCANLON COURT
10,544 sq. ft.
MACHELL AVENUE YARD
Enclosed Yard Area, Bulk Material Storage and Nursery Stock Holding
85,520 sq. ft.
Quonset Hut, Inside Storage
1,680 sq. ft.
Tool Shed Inside Storage
135 sq. ft.
TOTAL SQUARE FEET — MACHELL AVENUE YARD
87,335 sq. ft.jj
TOTAL COMBINED PARKS OPERATIONS YARD
AND ADMINISTRATION SQUARE FEET
97,879 SQUARE FEET
mum
..../6
GENERAL COMMITTEE — JUNE 20, 2006
June 20, 2006 - 6 - Report No. LS06-023
Public Work's Forecasts
Current
Land Area
CX)
Current
Bldg. A
Current Bldg.
A & PW's area
in Bldg. B
%
Growth
Future
Needs
Current
Bldg. A & B
Land Area
("A" &"B")
Population
48,000
36 (%)
75,000
Land
16,900 m'
36 (%)
23,000 m'
24,126 m'
Bldg's*
1,114 m2
36 (%)
1,51� m2
2,321 m2
Land (less Bldg's)
15,738 m2
_
20,858 m'
Snow dump*
3,700 W
36 (%)
5,032 m2
4,400 m'
Asphalt
3,500 m2
5,300 m2
Fleet Size
18
36 (%)
25 m2
Salt Shed
580 m2
36 (%)
788 m2
Office Staff Area
362 m'
36 (%)
492 m2
464 m2
Yard Staff Area
102 m2
36 (%)
139 m2
204 ml
Garage Bays
668 m'
1,263 m2
36 (%)
1,717 m'
1,773 m'
]
Mechanics Bays
167 m2
36 (%)
227 m2
I
,
Notes *
Bldgs's include sheds and greenhouses
This redistribution of operations centres will also provide a cost avoidance for joint
operations with regards to the construction of expanded facilities and the purchase of
new lands to accommodate an additional salt dome and snow storage area.
PROS
CONS
■ Limited renovations required. ■ Requires Budget for operation.
■ Addresses future needs of both Park's
and Public Work's.
■ Fully accessible.
■ Site provides office, garage and outdoor
storage.
■ Cost deferral of operations centre needs.
■ Addresses many Fleet Management needs.
■ Allows for future expansion into second floor.
6. Community Space
Council has been asked to consider accommodating the needs of community based
groups in the past. Their need for office, storage and meeting space has been well
documented. The Hydro facility is presently constructed to address those needs with
little to no modification required. Council may wish to consider leasing a portion of the
facility to meet the needs of the community and reduce the pressures of permitting
meeting room space in several of our other facilities.
PROS
■ Addresses needs previously expressed to
Council
■ Revenue generating or neutral at best.
■ Reduces depending on other facilities
for space and permits:
—89—
CONS
■ Not required to be addressed
by Council.
....a
GENERAL COMMITTEE — JUNE 20, 2006
June 20, 2006 - 7 - Report No. LS06-023
7. Town Storage
With the increase in population and the growing need to provide adequate space for
both employees as well as storage of required documents a portion of the Hydro -
facility could serve as a storage facility for Town documents. The facilitywould be local
and accessible for quick retrieval of any required document.
s
PROS - CONS
■ Geographically close.
■ Minor renovations required.
■ Addressed existing and future needs.
Carpenter
The Town carpenter is presently situated in the Aurora Family Leisure Complex. The
space is not adequate and has no exterior access for delivery or removal of materials.
The warehouse within the facility would be ideal for a new workshop with adequate
space and easy access for all materials. The existing carpenters shop could then be
converted to address the needs of the Aurora Figure Skating Club for office and
Coaches space.
PROS CONS
■ Minor renovations required.
■ Improved access.
■ Allows for renovations of existing workshop
to address Skating Club needs.
OPTIONS
Council may consider any or a combination of the alternatives presented or may request
staff to investigate other potential uses.
FINANCIAL IMPLICATIONS
The impact on the finances of the Corporation will be dependent on the alternative Council
recommends for consideration.
CONCLUSIONS
That Hydro facility' represents a unique opportunity to address the present and future
needs of the community. It is centrally located and in reasonable condition to provide a
number of alternative uses, with both office space and yard space available.
IH
.s
GENERAL COMMITTEE - JUNE 20, 2006
June 20, 2006 - 8 - Report No. LS06-023
LINK TO STRATEGIC PLAN
Goal "A" speaks to maintaining a well managed and fiscally responsible municipality
ATTACHMENTS
1. Appendix "A" Location Map.
2. Appendix "B" Location Map.
3 Former Aurora Hydro Building Floor Plan.
PRE -SUBMISSION REVIEW
Management Team Meeting, Wednesday, June 14, 2006.
Prepared by. Allan Downey, Director of Leisure Services, Extension 4752
ALLAN D. 60WNfY o �n S. Rogers
Director of Lei-0-re Services C.A, O.
—91