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AGENDA - Council - 20040413TOWN OF AUROU COUNCIL AGENDA NO, 04-11 TOESDAY, MBIL 13, Y004 ISO p.m. COUNCIL CHAMBERS TOWN NALL PUBLIC RELEASE 08/04/04 TOWN OF AURORA COUNCIL MEETING AGENDA NO. 04-11 Tuesday, April 13, 2004 7:00 P.M. OPEN FORUM — COUNCIL MEETING TO FOLLOW I DECLARATIONS OF PECUNIARY INTEREST II APPROVAL OF AGENDA RECOMMENDED: THAT the content of the Agenda as circulated by the Corporate Services Department be approved as presented. 111 ADOPTION OF MINUTES Special Council — Public Planning Meeting No. 04-09, Wednesday March 24, 2004 and Council Meeting No. 04-10, Tuesday, March 30, 2004 RECOMMENDED: THAT the Council Minutes of Meeting Numbers 04-09 and 04-10 be adopted as printed and circulated. IV PRESENTATIONS Mr. Bill Fisch, Regional Chair and CEO of the Regional Municipality (pg. 1) of York and Dr. Helena Jaczek, the Region's Medical Officer of Health and Commissioner of Health Services to present Eat Smart Awards to six restaurants and two cafeterias located in Aurora. Mr. Fisch also to provide Council with the Region's outlook for the next three years. Council Meeting No. 04-11 Page 2 of 11 Tuesday, April 13, 2004 V DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION VI ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Vll DELEGATIONS Mr. Henry Wong of WGA Wong Gregersen Architect Inc. (pg. 2) Re: Outline of the Design Concept for the New Seniors' Centre VIII CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION IX REGIONAL REPORT X OTHER BUSINESS, COUNCILLORS XI READING OF BYLAWS RECOMMENDED: THAT the following listed by-laws be given 1st, 2nd and 3rd readings, and enacted: 4519-04.P BEING A BY-LAW to amend (pg. 126) the Driving School schedule of the Business Licensing By-law No. 4258-01.P. (Additional Restricted Areas for Instructors) 4520-04.P BEING A BY-LAW to amend (pg. 127) By-law 4416-03.P for establishing, maintaining, operating and regulating the Aurora Farmers' Market. Council Meeting No. 04-11 Tuesday, April 13, 2004 Page 3of11 4523-04.D BEING A BY-LAW to exempt (pg. 128) Part of Lot 53 on Registered Plan 65M-3677, in Aurora, from the Part Lot Control provisions as provided in subsection 50 (5) of the Planning Act, R.S.O. 1990, c.P.13 (as amended). (RoyalCliff Homes Inc.) 4524-04.0 BEING A BY-LAW to (pg. 129) Confirm Actions by Council Resulting From This Meeting - Tuesday, April 13, 2004. Xll IN CAMERA Legal Matter RECOMMENDED: THAT Council proceed In Camera to address a legal matter. X111 ADJOURNMENT Council Meeting No. 04-11 Tuesday, April 13, 2004 Page 4 of 11 1 2. 3. 4. AGENDA ITEMS Fire Services Report 2004-03 Town of Aurora Emergency Operations Centre RECOMMENDED: THAT Fire Services Report 2004-03, dated March 15, 2004 be received; and THAT Council provide direction as to the further planning of the Emergency Operations Centre. (pg. 3) ADM04-004 — New Recreation Centre Fiscal Impact Analysis (pg. 10) RECOMMENDED: THAT Council receive the attached Fiscal Impact Analysis prepared by Hemson and Associates setting out the impact of the new recreation facility on both tax rate, reserves and the reserve fund balances. CS04-015 -Proposed Street Name & Address Change —Town Hall (pg. 31) RECOMMENDED: THAT Council determine its position on the proposal to change the street name/address for the Town Hall. PW04-016 - Extension of Existing Waste Management Contract (pg. 36) RECOMMENDED: THAT Tender No. PW-1999-13 — Waste Management Services Collection Tender be extended for a one-year period commencing September 1, 2004 to September 1, 2005 with an option for a further six-month extension as required; and Council Meeting No. 04-11 Tuesday, April 13, 2004 Page 5 of 11 THAT the unit prices in Tender No. PW-1999-13 be increased: • on September 1, 2004 Consumer Price Index September 1, 2004; and • on September 1, 2005 Consumer Price Index September 1, 2005; and by the increase in the yearly from September 1, 2003 to by the increase in the yearly from September 1, 2004 to THAT the Mayor and Clerk be authorized to sign the attached agreement with Miller Waste Systems for the extension of Tender No. PW-1999-13 as described in Report No. PW04-016; and THAT additional funding in the amount of $23,000 be incorporated into the waste management section of the final budget estimate. 5. PL04-022 — Plan of Condominium (pg. 43) Wycliffe Westbury Limited Part of Lots 74 and 75, Concession 1, E.Y.S. 227 Vandorf Sideroad File D07-034A •uu_►1_9 THAT subject to the payment of fees, the Mayor and Clerk be authorized to enter into a condominium agreement between the Town of Aurora and Wycliffe Westbury Limited with respect to the lands, as defined within the Agreement, contained within Draft Plan of Condominium D07-03-4A, to be registered on title to the lands subject to the clearance of the conditions of draft approval. 6. PL04-039 — Trusthouse 88 Inc. (pg. 53) Part of Lot 76 & Part of Road Allowance between Lots 75 &76, Concession 1 E.Y.S. 520 Industrial Parkway South, Official Plan Amendment and Zoning By-law Amendment Applications Files D09-03-04 & D14-03-04 respectively RECOMMENDED: THAT Council receive, as information, the following overview of Official Plan Amendment and Zoning By-law Amendment applications D09-03-04 and D14-03-04 respectively regarding 520 Industrial Parkway South, scheduled for the May 26, 2004 Public Planning Meeting. Council Meeting No. 04-11 Tuesday, April 13, 2004 Page 6 of 11 7. PL04-041 — Zoning By-law Amendment Application (pg. 62) - Town of Aurora Part of Lot 19, Concession III 15059 Leslie Street File D14-05-04 RECOMMENDED: THAT Council receive as information the following overview of Zoning By-law Amendment Application D14-05-04, scheduled for the May 26, 2004 Public Planning Meeting. 8. PL04-042 — Official Plan and Zoning By-law Amendment Applications (pg. 66) 2029193 Ontario Inc. Lot 10, Registered Plan 65M-2873 248 Earl Stewart Drive Files D09-02-04 and D14-02-04 RECOMMENDED: THAT Council receive as information the following overview of Official Plan and Zoning By-law Amendment Applications D09-02- 04 and D14-02-04, scheduled for the May 26, 2004 Public Planning Meeting. 9. PL04-043 — Implementation of By-law 4469-03.D (pg. 72) (Town of Aurora Oak Ridges Moraine Conformity Zoning Amendment) N. •uudM9 M THAT Council forward the proposed by-law modifications to the Minister of Municipal Affairs and Housing and request that the Minister expeditiously approve the by-law incorporating the proposed modifications; and THAT, in the event that the Minister is unable to expedite the approval of the modifications, that Council requests the Minister to pre -approve the provisions pertaining to the exemptions for decks, pools, sheds and minor additions; and Council Meeting No. 04-11 Tuesday, April 13, 2004 Page 7 of 11 THAT Council request that the Minister expeditiously correct the mapping associated with watercourses and Staff be directed to implement the by- law on the basis of the new mapping without the need to wait for approval of the entire by-law by the Minister; and THAT the Mayor on behalf of Council contact or meet with the appropriate Ministry Officials to emphasize the need to deal expeditiously with these matters. 10. PL04-044 — Application for Exemption from Part Lot Control (pg. 93) Royalcliff Homes Inc. Lot 53, Registered Plan 65M-3677 Matson Court File D12-PLC-05-04 RECOMMENDED: THAT Council approve the request for exemption from Part Lot Control made by Royalcliff Homes Inc. to divide Lot 53 on Matson Court, Registered Plan 65M-3677, into separate lots; and THAT Council enact By-law 4523-04.D. 11. ADM04-008 - RFP for Real Estate Broker - Disposition of Property (pg. 98) Wellington Street East and Bayview Avenue, Chapman Court Extension RECOMMENDED: THAT subject to Council's future enactment of the necessary by- law to declare surplus the Town owned lands located at Wellington Street East and Bayview Avenue, the proposal submitted by Vincent Cairo and Glenn Crosby of J.J. Barnicke Ltd. be approved for the provision of brokerage services to assist in the disposition of the property. 12. General Committee Meeting Report No. 04-11 (pg. 114) Tuesday, April 6, 2004 RECOMMENDED: THAT the Report of the General Committee Meeting No. 04-11 be received and the recommendations carried by the Committee be adopted. Page 8 of 11 Council Meeting No. 04-11 Tuesday, April 13, 2004 13. Recommendation from the In Camera Session April 6, 2004 (pg. 120) Council and Citizen Appointments to the Various Advisory Committees RECOMMENDED: THAT the following applicants and Members of Council be appointed to Advisory Committees: Accessibility Advisory Committee Catherine Couchman Jim Hamilton Ivy Henriksen Helen Kogan John Lenchak Councillor West Aurora Heritage Committee Margaret Brevik Diane Fergueson Bob McRoberts Walter Mestrinaro Stan Rycombel Jane Staunton Councillor Kean Councillor Wallace Economic Development Advisory Committee David Amborski Jim Beechy Lisa Cruickshank Gabriela Dragomir Richard Wizeman Councillor Morris Councillor Kean Councillor Vrancic Yonge Street Commercial Area Sub Committee Rebecca Beaton Harry Ferguson Darryl Moore Councillor Gaertner Council Meeting No. 04-11 Tuesday, April 13, 2004 Page 9 of 11 Leisure Services Advisory Committee Diane Buchanan Alan Dean Stephen Dupuis John Gallo Dawn Irwin At Wilson Councillor Kean Councillor Vrancic Councillor Gaertner Leash Free Dog Park Sub Committee Elana Campbell Sue Cooke Sandra Couperthwaite Lillian Menzies Robert Schuetze Environmental Advisory Committee Councillor Morris Councillor Gaertner Special Events Sub Committee Clifford Davies Rick Doust Anthony Marinucci Councillor Wallace Traffic Safety Advisory Committee Brett Cole Robert Cooke Juergen Daurer Mike Walters Carmen'Zambri Council Meeting No. 04-11 Tuesday, April 13, 2004 Page 10 of 11 14. Resolution from Councillor Gaertner (pg. 122) Re: Circulation of all Minutes RECOMMENDED: WHEREAS the elected representatives of Aurora need to be fully up to date on all issues affecting the Town; and WHEREAS the minutes from all meetings attended by a member of Council would facilitate this effort; THEREFORE, BE IT RESOLVED THAT these minutes should be provided to Council in a timely manner; and THAT the exception would be the Mayor's Regional Report which would continue to be a bi-weekly verbal report; but also include a monthly written update of items of special importance to Aurora. 15. Resolution from the City of Vaughan (pg. 123) Zero Tolerance of Anti -Semitic Vandalism RECOMMENDED: THAT the Town of Aurora Council receive and endorse the following resolution from the City of Vaughan: WHEREAS the City of Vaughan has recently experienced acts of vandalism to private property in the community of Thornhill; and WHEREAS these acts of vandalism are anti-Semitic hate crimes that clearly target the Jewish community; and WHEREAS this anti-Semitic vandalism is a crime against the entire community and is offensive to all residents of the City of Vaughan; and WHEREAS Vaughan Vision 2007 commits the City of Vaughan to promoting a safe and liveable environment and improving community safety through design, prevention, enforcement and education; and WHEREAS the Council of the City of Vaughan supports the objectives of the Community Relations Committee and the Safe City Committee to promote the fulfillment of human rights, to promote mutual trust and respect among Vaughan's diverse community groups and the institutions and agencies serving them; and to support initiatives to maintain and enhance community safety; and Council Meeting No. 04-11 Tuesday, April 13, 2004 Page 11 of 11 WHEREAS the City of Vaughan supports the activities of the Canadian Jewish Congress and B'nai Brith Canada to raise public awareness of racism and to eliminate hate crimes in the community; BE IT RESOLVED THAT the Council of the City of Vaughan publicly denounces all acts of anti-Semitic vandalism and declares zero tolerance of hate crimes against any member of our community and calls upon the legal authorities to prosecute the perpetrators of hate crimes to the full extent of the law; and THAT the Council of the City of Vaughan directs the City Clerk to communicate this resolution to area municipalities, the Region of York, York Region Police and the Province of Ontario. hid - y,:2ca i BILI Ca led Regir Mayor Tim Jones Town of Aurora P.O. Box 1000 100 John West Way Aurora, ON L4G 6J1 Dear : T L--. The Regional Municipality of York I7250 Yonge Street, Box 147 Newmarket, Ontario UY 6Z1 Tel: 905-895-1231, 905-731-0201 y* Fax: 905-895-1238 RECEIVED FF-8 18 2004 I am writing to request the opportunity to speak at the April 13, 2004 meeting of Aurora Council. I would like to share with your Council the Region's outlook for next three years. At the same time, you and your council will be asked to present the Eat Smart Awards for which there are eight recipients from Town of Aurora. Dr. Helena Jaczek, the Region's Medical Officer of Health and Commissioner of Health Services, will accompany me during the award presentations. We have always awarded the recipients of each municipality at Regional Councii. I thought it would be a nice honour for the recipients to receive their award at your Council meeting. Eat Smart!, Ontario's Healthy Restaurant Program, is a provincial program that annually awards restaurants for excellence in food safety, smoke - free dining and nutrition. York Region Nutrition Services staff works with the York Region Eat Smart! committee to implement this annual program. rli� i:r .J�-. L +h.. .1 '1 .f nth �. ,,:1 `' L� ,-':ease ion ii.1sl my atte.lual ice, at t a ; �tip.14 13 Coui ci, ...c- ing .iy contacting my Executive Assistant, Lina Bigioni, at (905) 830-4444, Ext. 1101. Thank you for this opportunity. Yours truly, Bill Fisch Regional Chair and CEO c.c. Mr. Bob Panizza, Clerks Department, Town of Aurora 0 t00_1 N T E R OFFICE MEMO To: Bob Panizza, Municipal Clerk/Director of Corporate Services From: Allan D. Downey, Director of Leisure Services Subject: Presentation by WGA Wong Gregersen Architect Inc. Date: Thursday, April 8, 2004 Please place on the Agenda for Tuesday, April 13th Council meeting a Presentation by WGA Wong Gregersen Architect Inc. outlining the Design Concept and associated budget for the new Seniors Centre. Thank you, Allan D. Downey, Director of Leisure Services. ADD/dp cc: Mayor and Members of Council Larry Allison, C.A.O. 000002 AGENDA ITEM #17 CENTRAL YORK FIRE SERVICES March 15, 2004 Fire Services Report 2004-03 To: Aurora Council Origin: Fire Chief Subject: Town of Aurora Emergency Operations Centre THAT Fire Services Report 2004-03 dated, March 15, 2004 be received, AND THAT Council provide direction as to the further planning of the Emergency Operations Centre. BACKGROUND The Fire Chief was asked to comment on the viability of housing the Town's Emergency Operations Centre (EOC), as required by the Emergency Plans Act, at the proposed new Seniors' Centre on John West Way. The Fire Chief provided a letter dated January 29, 2004 advising that the space allocated in the plan would be sufficient for use as an EOC, and that further work would be necessary to provide for sustainability and design of the area, which would serve multiple uses in the normal day-to-day operation of the centre. The Fire Chief has now been requested to make comment on whether the new Fire Station to be constructed in 2005 would be a better option than the Seniors' Centre. Since then the Fire Chief has been asked to give consideration and report with respect to 2 options, 1. Placing the EOC in the new fire station to be constructed in 2005, 2. Further developing the plan to house the EOC at the new Seniors' Centre. 000003 Fire Services Report 2004-03 March 16, 2004 Page 2 of 4 The community Emergency Operations Centre is essential to the process of providing centralized direction and coordination of emergency response and recovery operations. The Emergency Management Act requires that Municipalities have an appropriate primary and alternate Emergency Operations Centre. When determining EOC locations, several general questions should be asked • Is back-up power available at the site, and if so is it sufficient for EOC operations? • Are the EOC locations isolated/protected from as many known hazards as possible? • Is the alternate location far enough away from the Primary EOC to protect it from the effects of a localized emergency? • Can adequate communications be established at each location? (Consider phone line availability, radios signals, cellular coverage, etc.) • Do the locations have enough physical space to support the number of personnel assigned to EOC duties? Ideally, the EOC will have the following facilities: o A room where the Community Control Group can meet; o Work areas for members of the Community Control Group and their staff; o A communications or operations room; o Rooms for support staff, advisors, and sub -committees; o A separate media centre/room, o Rest areas, food service/kitchen facilities, and washrooms (with showers); o Adequate parking; and o Storage space for equipment. Do the locations have pre-existing or easily implemented security measures to protect the safety of the Community Control Group and assembled officials? In considering the 2 locations in question, the Fire Chief spoke to another Fire Chief in the Region where a newly opened fire station included a 700 Sq. Ft. EOC, and in the opinion of that Fire Chief the space is not adequate to serve as a primary EOC because of the crowded conditions that occur when the staff positions within the EOC are fully occupied, and he would recommend a minimum of 1,000 Sq. Ft., be considered as reasonable for proper EOC operations. Given the fact that the additional space for an EOC would have to be added to the construction of the new fire station at considerable cost (in excess of $200.00/Sq. Ft.), and that space meeting the requirements set out above can 000004 Fire Services Report 2004-03 March 15, 2004 Page 3 of 4 more easily, and cost effectively, be accommodated within the footprint of the new seniors' centre, it would appear that the most efficient method of providing for the Primary EOC would be to locate it within the Seniors' Centre. The Seniors' Centre would also provide amenities for other activities such as evacuation registration, housing for displaced persons, meal preparation, or as a warming/cooling centre. A working fire station would be difficult to provide these other services in for a prolonged period of time, as the station is required to house equipment and staff from the elements, especially in the winter months. There will be a need to add backup power generation to the Seniors' Centre at extra cost, where the generator would already be provided in the design of the fire station. Parking at the new fire station would have to be augmented from approximately 15 spaces to 36 spaces in order to provide additional parking for the EOC and support staff. There would need to be parking accommodation for both fire service on duty and callback staff, as well as personnel arriving from the Municipality and from the Region to operate the EOC. Ample parking should be available at the Seniors Centre/Municipal Office complex. The recommendation for the back-up EOC will be that the Towns of Aurora and Newmarket make their respective Emergency Operations Centres available to each other in the event of a need to evacuate one Centre or the other. This concept will need to be formalized within the new Emergency Plans for both municipalities. Based on the financial and operational aspects of the 2 locations, it would be the opinion of the Fire Chief that the Seniors' Centre, if constructed, appears to be the most effective and cost efficient of the 2 options. BUDGETIMPACT This item will need to be considered under the Seniors' Centre or Fire Station budget, depending upon which option is chosen. It would appear that the Seniors' Centre option would be the less costly of the available options. The following cost approximations were arrived at with the assistance of the architect that designed fire station 4-2, using recent actual costs when tendered fire stations in southern Ontario. Senior Centre Option EOC costing • Likely generator size 150KW $110,000.00 • Indoor enclosure 300 Sq. Ft. $ 48,000.00 or 000005 Fire Services Report 2004-03 March 15, 2004 Page 4 of 4 Outdoor pad and additional wiring in lieu of indoor enclosure (less secure, could be less attractive) $ 18,000.00 Fire Station Option EOC costing • Increase in generator capacity not likely required, $ unknown However that would need confirmation based on final fire station and EOC design • 1,000 Sq. Ft. of space provided for EOC operation $205,000.00 • Additional parking would be required and calculated $ unknown based upon final site plan, once the building configuration is determined The Fire Chief made inquiries with respect to grants being available for EOC construction or generators and was advised by Emergency Management Ontario that Joint Emergency Preparedness Planning grants are available only for generators that operate the EOC only and not the entire building. EFFECT ON THE MASTER FIRE SERVICE PLAN Planning and advising on Emergency Preparedness falls within the scope of the Master Fire Service Plan (Section 5.2 (h)). AURIRPT04-03/JM 1 ATTACHMENT �O TOWN OF AURORA �.„�. .,,„d. EXTRACT FROM COUNCIL MEETING NO. 04-06 HELD ON TUESDAY, FEBRUARY 24, 2004 LSO4-007 — New Seniors' Centre — Space Program Finalization/Budget Update Moved by Councillor West Overall Facility Components Seconded by Councillor Kean THAT Council confirm the new Seniors' facility to be located at 50 John West Way will contain a dedicated space for seniors and a permitted space for the community within a 14,000 footz structure generally in accordance with the attached revised Schematic Design and Site Plan dated February 9, 2004; and THAT the cost of the building site shall not exceed $3.1 million, as outlined in the Grey -Noble report; and THAT the funding for the project be approved as outlined in the 2004 Capital Budget— Analysis by Project (Page 10 of the agenda); and 2. Determination of Options THAT Council include in the final design a workshop area of approximately 700 additional square feet; and ii) THAT staff report back with details on the additional cost necessary to include the functionality necessary to operate as an Emergency Operations Centre plus Emergency Evacuation Centre to serve the Town, and other possible locations, such as the new Fire Station ...... to be located on Wellington Street East; and iii) THAT staff meet with CHATS and with the Aurora Seniors' Centre Steering Committee to determine if there is a possible solution regarding space utilization for CHATS within the proposed Seniors' Centre; and iv) THAT staff be directed to meet with CHATS to explore an alternative location for them, and that staff bring back a report outlining alternative options; and 000007 2 -2- 3. Undertaking of Final Design Phase THAT the Project Manager be authorized to complete the Schematic Design Phase, finalize the space program on the basis of the directions above and, working with the Project Architect, finalize the design and preparation of Tender documents as soon as possible. 4. Fundraising Financial Implications THAT the Seniors' Advisory Council be encouraged to take the necessary steps to fulfil the objective of providing a Capital contribution to the facility in an amount of $250,000 (excluding potential Trillium Capital Funding) and staff confirm, prior to the award of Tender for the project that the Advisory Council has a work plan/strategy in place to achieve that goal in a timely fashion. 5. Confirmation of Conditional Consent to Proceed with Design Phase THAT Council confirm that the authorization as set out above to proceed with the design stage of the facility is not consent to proceed with construction and that the construction stage of the facility continues to be subject to the approval of the 2004 Capital Budget; Council's satisfaction with detailed facility budget information to be provided by the Architect through the Design/Tender stage, the fundraising initiatives of the Seniors' Advisory Council and the final Tender price aligning with the availability of financing based on the appended revised Capital Budget information. AMENDMENT: Upon the question of the adoption of the resolution, it was: Moved by Councillor West Seconded by Councillor Kean THAT staff be requested to meet with the Seniors' Centre Steering Committee to investigate the following: The incorporation of the seniors into a formal organization; and The establishment of an agreement to cover operations and operation insurance prior to the approval of construction; and Alternatives to address staffing needs; and THAT staff report back on these issues in a timely fashion. CARRIED W] -3- AMENDMENT: Upon the question of the adoption of the resolution, it was: Moved by Councillor Hogg Seconded by Councillor Kean THAT the plan for the New Seniors' Centre ensures that permitted space has specific yearly revenue objectives set out on a descending basis tied to membership growth needs as outlined in the Culture and Recreation Master Plan. CARRIED The main motion was CARRIED AS AMENDED CORRESPONDENCE SENT BY:. ACTION DEPT.: Leisure Services INFO DEPT.: Legal Svs., Fire, Treasury, PENDING AGENDA ITEM # oZ. TOWN OF AURORA COUNCIL REPORT SUBJECT: New Recreation Centre Fiscal Impact Analysis FROM: L. Allison Chief Administrative Officer DATE: April 13`h, 2004 RECOMMENDATIONS No. ADM04-004 THAT Council receive the attached Fiscal Impact Analysis prepared by Hemson and Associates setting out the impact of the new recreation facility on both tax rates and reserve and reserve fund balances. BACKGROUND Approval to proceed with the Design Phase for the proposed new Recreational Centre was given by Council on February 24, 2004. As part of the series of recommendations that were adopted Council clearly indicated that consent to proceed with design was not final project approval and such approval was to take place as part of the adoption of the 2004 Capital Budget. The staff report (LSO4-008) also referred to the ongoing work of Hemson and Associates who are in the midst of updating the Town's Development Charges By-law. Their preliminary analysis of the apportionment of costs for the proposed facility was included in the Report and in general terms indicated the approximate $24.3 million cost of the Centre would be split as follows: Prior Growth: $7,700,000 Growth Funding Recoverable during next DC Period: 10,800,000 Pre Constructed Facilities Benefiting Post 2013 Growth: 5,800,000 Staff also indicated Hemson would assist staff in updating the impact of the cost of facility on the remainder of the Town's capital initiatives and the five year reserve and reserve fund balances to be considered as part of the capital budget discussions. That work was undertaken and Council, as part of the package of material considered on March 41h had the benefit of that input. At the March 41h Special General Committee meeting a number of changes to the capital plan were endorsed, including reallocation of additional existing funds (youth centre) to the recreation centre project, and the deferral of a couple of larger projects anticipated a number of years hence. These changes have the effect of mitigating future year impacts on the construction of the proposed recreation facility. 000010 April 13, 2004 - 2 - Report No. ADM04-004 The February Leisure Services Report indicated staff would like the opportunity to further consult with Hemson to examine options emanating from their preliminary analysis and report to Council as part of the finalization of the Capital budget process on any other capital works implications or cash flow issues arising from the ongoing DC review process that may impact on the 10 year capital plan and a projection of reserve and reserve funds over this extended period. Since the February report and the early March consideration of the draft Capital Budget Hemson has made significant progress on our Development Charges review. Work related to establishing service levels over the past 10 year period is virtually complete and preliminary calculations as to the various components of the charge are underway. We are on track to bring the new by-law forward as part of a public meeting in May. This work has also had the effect of modifying the results of the fiscal impact work undertaken by staff in the summer of 2003 as part of the initial analysis related the recreation centre project. This report is intended to provide Council with the updated fiscal impact information in as similar a manner as possible to the previous work, taking the new information with respect to the cost of the facility, revised operating costs, revised growth apportionment calculations, changes to the 10 year capital plan endorsed by Council, new draft development charge quantum's and refined population growth forecasts over the coming ten year period into consideration. COMMENTS In brief terms, the approval of the Culture and Recreation Master Plan by Council on September 23, 2003, resulted in the approval of a list of priority facilities and a Ten Year Capital Forecast for the accelerated delivery of these facilities to meet enhanced service level standards set out within the Culture and Recreation Master Plan. As part of the initial design approval consideration for the recreation centre in February staff advised Council that fiscal modeling initially undertaken by staff based on an $18.5 million gross cost indicated that although our funding was stretched, there were sufficient resources available to proceed with the project provided that Council ultimately approved a debenture for a portion of the construction cost and recognized that there were to be future internal recoveries based on the sale of other assets (i.e. a portion of the Leslie Street lands 2005 — 2008). As the implications of a larger financial commitment to respond to a further enhanced facility size and program combined with increased overall construction costs were identified, staff reported in February that: "In reviewing and assessing the information herein it is critical for Members of Council to understand that approving changes in the Capital Plan as part of future annual budgeting exercises through adding projects or advancing timeframes from those currently shown could have significant impacts on both the analysis undertaken the methodol tO06 yZ pon which the financing for April 13, 2004 - 3 - Report No. ADM04-004 this facility is premised. In other words, the flexibility of future Council's to implement changes to the timeframes set out in the Capital Plan may be severely constrained." Staff further advised that: "Debt financing necessary to ensure adequate cash flow to fund construction of the facility in 2004/2005 would total $19,300,000. A twenty year fixed repayment rate debenture would have principle and interest payments totaling $1,679,000 split such that the existing tax base would be responsible for $739,000 and future growth repaying $939,000 annually. From the perspective of the existing taxpayer, funding the $8,500,000 portion of the construction cost would mean a one time tax rate increase of 4.6% if the debenture were a twenty year term with a fixed (consistent) repayment schedule over that timeframe. A number of other financing scenarios are possible and can be evaluated as part of the finalization of the capital budget process. However, Council should be aware that shifting more than half of the principle and interest cost of the facility to future growth over the timeframe envisaged above will have a substantial negative effect on the Town's current Development Charge Rate. Based on the preliminary work undertaken by Hemson, the recreational component of the Town's overall charge will likely increase substantially from its current $3200/unit to an amount approaching $6000 per unit. That increase is absent any other increases to the other components of the DC By- law for the other eligible service areas. The attached summary of DC rates in the GTA as maintained by the Greater Toronto Homebuilders Association has Aurora's current rate (when combined with those of the Go Transit/ Region and School) as the highest in the GTA. An increase of the magnitude this single change will make will certainly place our rates well above those of our comparators. This factor needs to be considered as our new by-law will likely be the subject of considerable scrutiny and challenge if it were to proceed in this fashion absent other similar increases occurring across the GTA in 2004. Also, as a critical component of the analysis we require a sustainable steady period of growth to our projected 2013 population of 59,000 in order to recover sufficient DC funds to support the other town wide capital initiatives and to pay the principle and interest charges annually for the portion of the debt for the facility included in the calculations. A prolonged recession during the forecast period, a time when growth is stalled as a result of either Council's initiatives to stop growth, future servicing constraints or a successful challenge to our By-law at the OMB by the development community resulting in a mandatory roll back of the approved quantum could all result in the need for the tax based funding to be substantially increased to cover payment shortfalls with very little prior warning." The work undertaken by the consultant has refined the ap ortionment of the costs between 0001 2 April 13, 2004 - 4 - Report No. ADM04-004 the three components set out above and has remodeled the fiscal impact including the updates to the variables referred to above. The cautions previously communicated remain, although the work as detailed in the Financial Implications section below has confirmed that the development to occur during the next 10 year period can bear more of the cost of the facility than originally anticipated, thereby slightly reducing the impact to the tax base for that portion of the debt for the facility. FINANCIAL IMPLICATIONS Revised Capital Implications: As noted above, the Capital requirements for the construction of the facility currently envisaged will total $24,430,000.Completion of the service level analysis work underway in February will have the effect of modifying the apportionment of costs such that future growth pays slightly more that previously contemplated, thereby easing somewhat impacts to the existing taxpayer: Prior Growth: In terms of the Prior Growth component, the total to be borne by the tax base was estimated to be $7,700,000, the new amount is $7,515,0000 and available funding from existing reserves totaling $5,380,000 has now been identified (including existing DC's, youth centre reallocation, previous funding sources and reserves), leaving a shortfall of $2,135,000 to be debt financed and combined with the post 2013 growth component below. (This calculation excludes any potential grants/fundraising revenues.) Current DC Period Growth (2004 — 2013): Based on the completion of the service level analysis as part of the new DC Calculations and growth forecasts for the upcoming DC period. Hemson has now indicated $12,669,000 (this component was previously $10,800,000) of the total cost can be recovered (i.e. recouped during the next 10 year statutory timeframe) from "current" growth. However there are not enough development charge based funds currently collected to sustain an expenditure of this magnitude so early (year 1) in the review period, thus borrowing will be a requirement here as part of the equation. In this circumstance the interest costs for the debenture can legally be attributed to growth, thus the impact to the taxpayer for this portion of the debt is eliminated. Post 2013 Growth: The remaining component is that fraction of the facility that has been deemed to benefit growth occurring after 2013. Where a municipality chooses to "front end" such facilities, such as in this circumstance, it is also permissible to borrow funds and have the interest ultimately accrue at the expense of future growth. Thus this portion of the cost of the facility can also be constructed now and over time costs gradually shifted from the taxpayer to the development community as subsequent updates to the Town's Development Charge take place. In this circumstance the remaining adc"KA161,9A5,700 (previously $5,800,000) April 13, 2004 - 5 - Report No. ADM04-004 would be debentured and initially funded by the tax rate and in 2009 when the next DC review occurs part of the cost can be then property attributed and funded by growth. The final transfer of responsibility for funding would take place in ten years at the review occurring in 2014. In the interim the finance costs would be accrued with the prior growth component and funded by the tax rate. The revised calculations represent a total tax based debt service cost of $599,000 annually (for a 20 year term debenture) is equivalent to a one-time tax rate increase of $3.75%. There is a much more substantial development supported debt service commitment of $1,723,000 annually (based on a 10 year debenture term). In order to meet these principal and interest payments the Town would have to issue approximately 400 building permits annually (based on a $4500 recreational DC component) to not impact funding for other DC projects. This funding level is consistent with 10 year historical average permit issuance in Aurora, however staff caution Council that the debt payment would be mandatory and other DC capital works may be impacted as the Town would need to issue approximately a minimum of 185 single family building permits annuallyjust to service the debt. It will be important to ensure for the coming 10 year period that there is a steady stream of development consistent with historical averages in order to be successful in meeting the entire corporate DC funded capital needs. Operating Implications: In February staff advised Council that the net annual cost to operate the facility was $698,000 excluding debt service costs (the equivalent of a 4.3% tax increase). Those costs have been updated based on the additions to the program of the learning tank and 2 additional swimming lanes as approved by Council and the indication that a 10% userfee increase will be implemented commencing in the fall of 2004 in all facilities. The total annual net operating cost is now estimated to be $494,500. This results in a net additional annual operating cost to the tax base of approximately 3%. Combined, the overall annual increase to the tax rate for the new facility is now estimated to be 6.75% or $ 54 per year for an average house assessed at $250,000. Results — Fiscal Impact Analysis: The work Hemson has completed has indicated that based on the debt and sustainable development assumptions above, the capital program Council has currently contemplated and existing reserve fund balances that the facility is affordable and reserves, although depleted, will be in positive positions at the end of that period. OPTIONS The data provided herein is for Council's information as they contemplate final approval of the 2004 Capital Budget in general and the final approval for funding of the proposed recreational facility in particular. The timing and scope of that project continue to be 000014 April 13, 2004 - 6 - Report No. ADM04-004 discretionary although on one side there are service level implications associated with downscaling and rising cost implications with delay opposed by significant financial commitments now and in the future associated with proceeding with the project as currently envisaged. LINK TO STRATEGIC PLAN Goal "A" speaks to maintaining a well -managed and fiscally responsible municipality. The work undertaken by Hemson provides Council with as complete a future financial picture as is able to be produced with the information available to staff at this time. CONCLUSIONS Staff have received approval to proceed with the design for a new recreation centre anticipated to be constructed commencing in 2004. Final approval to proceed with the project is contingent upon approval of the 2004 Capital Budget. As a precursor to the Budget consideration staff have sought the assistance of Hemson Associates to reflect as clearly as we are able the fiscal impacts associated with proceeding with this major undertaking. The work of the consultant has indicated that approximately half the cost can be successfully recouped from development expected to occur in the coming 10 year period provided that the necessary approvals and infrastructure are in place to facilitate that development. Based on the "financial snapshot' at this point in time the analysis has also said the remainder of the capital works set out in the proposed master plan can be achieved during this timeframe without incurring additional debt . Reserve funds would, however, be further depleted measurably. In considering the information provided it is imperative that Council clearly recognize that there are a substantial number of variables in the analysis that are dependent upon factors beyond the scope of both this Council and staff to control including: • the national/provincial economy • future changes in provincial legislation • decisions related to capital spending of future Councils • the ability of the Region of York to deliver essential servicing infrastructure • the overall GTA housing market Accordingly while staff have strived to provide the most complete and comprehensive analysis in order that Council can have confidence with theirdecisions in this regard, there are no guarantees that the fiscal outcome and other conclusions derived by the consultant will be precisely as has been set out herein. ATTACHMENTS 1. Fiscal Impact Analysis Review — Hemson and Associates 2. Report LSO4-008 dated February 24, 2004. 3. Revised Recreational Facility Capital Budget Sheet0 1orporating latest apportionment April 13, 2004 - 7 - Report No. ADM04-004 of costs PRE -SUBMISSION REVIEW Management Team Meeting, Wednesday, April 7th, 2004. 000016 ATTACHMENT-1 New Recreation Centre Cost Implications Summary: Capital Costs: Total Estimated Budget: $ 24,430,000 a) Less DC Growth Portion $12,669,300 Issues: - Recreation DC Component increases to $4925 from $3219 - Sustainable 400 single family permits/year for 10 years needed to fund debt and complete other DC projects - Minimum of 185 single family permits/year for 10 years needed just to pay annual debt amount of $1,723,135 b) Less Cash (Reserves) Portion $5,380,000 Issues: - No additional capital works advancements possible - Reserve fund depletion over the 10 year term c) Remaining Tax Base Debt Portion $6,380,700 Issues: - onetime 3.75% tax rate increase based on 20 year term Operating Costs: Total Annual Estimated Operating Cost: $ 494,500 Issues: - one time tax rate increase of 3% anticipated after 10% user fee fully implemented in 2005 TOTAL TAX BASE IMPACT $54/year nnnnI+-3 ATTACHMENT-2 TOWN OF AURORA COUNCIL REPORT No. LSO4-008 SUBJECT: New Recreation Centre — Space Program Finalization/Budget Update FROM: Allan D. Downey, Director of Leisure Services DATE: February 24, 2004 RECOMMENDATIONS 1. Overall Recreational Facility Components THAT Council confirm the new recreation facility to be constructed on the Burnett lands is to continue to contain the following major elements: i) An aquatic facility incorporating a 25 metre 8 lane pool, leisure pool and learning pool; ii) A double pad ice surface and related spectator seating; iii) A Pre-school program area; iv) Ancillary support office area and canteen; v) A reduced common space/lobby area configuration. THAT the facility be designed and configured in a manner similar to the drawing attached hereto as Schedule "A" and Schedule "B" allowing for future consideration for expansion to include: i) Up to two additional ice surface(s); and/or ii) A double gymnasium and related community space; and/or iii) An indoor soccer facility. THAT the Site Plan for the overall development of the property take into consideration the desire of Council to include provision for a temporary bubble structure to accommodate the needs of the Aurora Soccer Club and the public/private partnership proposal submitted by Miloslav Prikryl, for an indoortennis facility subject to satisfactory arrangements being finalized with these entities. 2. Undertaking of Design Phase THAT the Project Manager be authorized to complete the Schematic Design Phase, finalize the space program; update the prelims afy,(pAding budget accordingly and February 24, 2004 - 2 - Report No. LSO4-008 finalize the process to recruit a Project Architect to undertake building design. ..../2 3. Financial Implications Analysis/Budget Update THAT the attached preliminary Capital Budget information provided by the Project Manager and the updated Operating Budget information provided by the Director of Leisure Services be received as information; and THAT staff report to Council as part of the consideration of the 2004 Capital Budget process on the implications and options for the financing of the debt component of the project. 4. Public/Private Partnership Solicitation THAT, the Project Manager immediately undertake a public process to solicit requests for expressions of interest from the private sector to partner with the Town in the construction of the facility and report back as to the viability of any of the potential arrangements identified through the process as soon as possible. 5. Fundraising THAT, Council provide general direction as to the overall approach they wish to take with respect to the fundraising component for the project in order that this aspect can be incorporated into the detailed funding analysis to be undertaken. 6. Confirmation of Conditional Consent to Proceed with Design Phase THAT, the Committee confirm that the authorizations as set out above to proceed with the design stage of the facility as approved in the amended 2003 Capital Budget is not consent to proceed with construction and that the construction stage of the facility continues to be subject to the approval of the 2004 Capital Budget; Council's satisfaction with the final budget information to be provided by the Architect through the design stage; final financing information from both operating and capital perspectives and results of the analysis of the solicitation of potential private sector partners. BACKGROUND The Schematic Design for the proposed new Recreational Centre was last considered by Council on February 3, 2004. Council referred the presentation from the Project Manager and the accompanying staff report to a Special General Committee Meeting held February 12, 2004. The recommendations above form the basis of the general outcomes at that February 24, 2004 - 3 - Report No. LSO4-008 meeting and are set out as a means of allowing the project to move forward in accordance to the consensus at that time. COMMENTS With the approval of the Culture and Recreation Master Plan by Council on September23, 2003, staff have proceeded with a numberof public and usergroup meetings to determine the need and desire for new recreation facilities within the Town. ..../3 Council approved a list of priority facilities and a Ten Year Capital Forecast for the delivery of these facilities in a timely fashion to meet the service level standards approved within the Culture and Recreation Master Plan. The recommendations set out above reflect to the best of staffs understanding the general outcomes of the discussion by Council at the Special General Committee Meeting held on February 121h. OPTIONS The expressed priority of Council through a Resolution passed in April 2003 and the completion of the update to the Leisure Services Culture and Recreation Master Plan in September 2003 was the provision of additional facilities to serve the needs of the youth, aquatics and ice users by adding one or two more ice surfaces. The revisions to the Schematic Design forthe centre reflect the understanding of staff and the Project Manager as to the scope and elements of the facility that Council would now like to incorporate. With the exception of the incorporation of facilities to service the needs of youth which would now not be part of this project, the revised Schematic Building Design as revised by the Project Manager addresses those priorities in a manner consistent with the service level standards approved by Council this past spring. The configuration of the facility as now proposed will allow for possible future expansion to address provision of additional ice surface(s), a double gymnasium (a 2008 project in the Master Plan) and/or a potential indoor soccer facility in the future. As well work to endeavor to accommodate interim needs of the Aurora Soccer Club through provision of a temporary bubble structure to cover a playing field and the proposal from Miloslav Prikryl to partner with the Town to provide a series of covered tennis courts will be incorporated into the planning for the related recreational amenities to be provided on site. The $500,000 in funding contained in the 2003 approved Capital Budget for youth needs has been eliminated from the financing scheme for the facility at this time and will be retained pending Council determinations with respect to the youth needs in the community. Allowing the Project Manager to move forward with the solicitation of potential private sector partners will, at this time, permit a public process to commence that will determine if there are any firms willing to enter into negotiation 606Town on the provision of some February 24, 2004 - 4 - Report No. LSO4-008 or all of the new service levels identified in this report. For the past number of years there has been a public fundraising component attached to major municipal capital initiatives. Council direction with respect to the approach to be taken in this regard is sought in order to finalize the funding mechanisms for the facility. CONCLUSIONS The Schematic Design for the new Recreation Centre has evolved from the establishment of priority service areas by Council to the point where a Project Manager has been engaged, a series of consultations with the public and user groups has been conducted, an Architect recruitment commenced and Schematic Building Design has been refined. The Design was presented at the General Committee Meeting held February 3, 2004 and reviewed in detail by Project Manager. /4 Additional detailed discussion took place at the Special General Committee Meeting held February 12'. The discussion at that meeting has been synthesized into the recommendations contained in this report. Formal Council decisions to finalize the centre's functional and spatial element program and the establishment of the resultant construction budget are now necessary if the desire to commence construction this year and complete the ice surfaces in the fall of 2005 is to be achieved. It is intended to phase in the completion of the remainder of the facility by November 2005. NANCIAL IMPLICATIONS As currently proposed the construction budget for the facility is as follows: Arena: $7,964,277 Aquatic Centre 7,178,328 Add 2 pool lanes 637,000 Add Learning Tank 565,000 Site Development 1,600,000 Street Lobby 850,000 Pre School Area 278,000 Subtotal 19,072,605 Contingency 953,630 Furniture & Equipment 200,000 Soft Costs 20,000 Consultants & Disbursements 1,735,000 Total $21,981,236 The cost for the project is approximately $3.5 million higher that envisaged when the Draft 000021 February 24, 2004 - 5 - Report No. LSO4-008 Capital Budget was prepared in the fall of 2003. In that regard staff have consulted with Hemson and Associates, the firm that is engaged to update the Town's Development Charges By-law. They were requested to review the financial model prepared by the former Director of Finance in 2003 that set out an analysis of the impact of the construction of the facility on the Town's Capital Works Program, our Reserve Funds and incorporated estimates of the tax rate impact of adding debt necessary to fund a facility estimated to cost $18.5 million. As Council will recall the modeling initially undertaken in the summer of 2003 contemplated the following: • a 10% increase in all user fees effective this fall • use of approximately $6,000,000 in existing growth and non growth reserves • temporary borrowing of approximately $2,100,000 from the water/sewer reserve to be repaid in the future with interest • a debenture of $10,000,000 to be repaid by the tax base over a ten year term. The impact of the financing costs would be an increase to the tax rate in the range of 2 — 2.5% each year for the 10 year period. ..../5 The results of the modeling work essentially indicated that although our funding was stretched, there were sufficient resources available to proceed with the project provided that Council ultimately approved the debenture and recognized that there were to be future internal recoveries based on the sale of other assets (i.e. a portion of the Leslie Street lands 2005 — 2008). In order to effectively undertake the review, the 10 year Leisure Services Capital plan setting out all known Leisure Services parks and facility projects for the coming decade was updated with the most current information. The one page summary showing the projects upon which the modeling work was based is attached. In reviewing and assessing the information herein it is critical for Members of Council to understand that approving changes in the Capital Plan as part of future annual budgeting exercises through adding projects or advancing timeframes from those currently shown could have significant impacts on both the analysis undertaken the methodology upon which the financing for this facility is premised. In other words, the flexibility of future Council's to implement changes to the timeframes set out in the Capital Plan may be severely constrained. Capital Implications: As noted above the Capital requirements for the construction of the facility currently envisaged will total just under $22,000,000. As indicated in the report respecting the Seniors Centre the Development Charges Act permits recoveries of land costs as part of municipal recreational facilities. Accordingly, forthe purpose of the analysis the total cost of iiW February 24, 2004 - 6 - Report No. LSO4-008 the purchase of the Burnett land has been apportioned and $2,300,000 has been added to the cost of the Centre for the calculations that follow. As indicated in the previous staff report this is not intended to add funds to the construction of the facility, merely to ensure that future growth pays the correct proportionate share of the total cost. Further, in that Hemson was already in the process of updating the Development Charges By-law, the work recently undertaken has also taken the new total cost of the facility and allocated costs to three main areas for funding: Prior Growth: $7,700,000 Growth Funding Recoverable during next DC Period: 10,800,000 Pre Constructed Facilities Benefiting Post 2013 Growth: 5,800,000 Prior Growth: The effect of the preliminary calculations undertaken by Hemson over the last few days generally reduces the potential amount to be borne by the tax payer as much of the future costs can be effectively attributed to future growth. In terms of the Prior Growth component totally $7,700,000, $1,000,000 was funded in 2003, existing reserves can fund $4,000,000 leaving $2.7 million un-funded and to be debentured (tax base) as part of the financing. The attached revised capital budget sheet reflects the new allocations proposed. ....16 Current DC Period Growth (2004 — 2013): Based on the service level standards in place the DC Calculations and growth forecastsfor the upcoming DC period. Hemson has indicated $10,800,000 of the total cost can be recovered (i.e. recouped during the next statutory timeframe) from "current" growth. However there are not enough development charge based funds currently collected to sustain an expenditure of this magnitude so early (year 1) in the review period, thus borrowing will be a requirement here as part of the equation. In this circumstance the interest costs for the debenture can legally be attributed to growth, thus the impact to the taxpayer for this portion of the debt is eliminated. Post 2013 Growth: The remaining component is that fraction of the facility that has been deemed to benefit growth occurring after 2013. Where a municipality chooses to "front end" such facilities, such as in this circumstance, it is also permissible to borrow funds and have the interest ultimately accrue at the expense of future growth. Thus this portion of the cost of the facility can also be constructed now and over time costs gradually shifted from the taxpayer to the development community as subsequent updates to the Town's Development Charge take place. In this circumstance the additional $5 800,000 would be debentured and initially fI( 02-3 February 24, 2004 - 7 - Report No. LSO4-008 funded by the tax rate and in 2009 when the next DC review occurs part of the cost can be then property attributed and funded by growth. The final transfer of responsibility for funding would take place in ten years at the review occurring in 2014. In the interim the finance costs would be accrued with the prior growth component and funded by the tax rate. Implications: In proceeding in the fashion outlined above.there are a number of implications Council needs to be clearly aware of. Debt financing necessary to ensure adequate cash flow to fund construction of the facility in 2004/2005 would total $19,300,000. A twenty year fixed repayment rate debenture would have principle and interest payments totaling $1,679,000 split such that the existing tax base would be responsible for $739,000 and future growth repaying $939,000 annually. From the perspective of the existing taxpayer, funding the $8,500,000 portion of the construction cost would mean a one time tax rate increase of 4.6% if the debenture were a twenty year term with a fixed (consistent) repayment schedule over that timeframe. A number of other financing scenarios are possible and can be evaluated as part of the finalization of the capital budget process. However, Council should be aware that shifting more than half of the principle and interest cost of the facility to future growth over the timeframe envisaged above will have a substantial negative effect on the Town's current Development Charge Rate. Based on the preliminary work undertaken by Hemson, the recreational component of the Town's overall charge will likely increase substantially from its current $3200/unit to an amount approaching $6000 per unit. ..../7 That increase is absent any other increases to the other components of the DC By-law for the other eligible service areas. The attached summary of DC rates in the GTA as maintained by the Greater Toronto Homebuilders Association has Aurora's current rate (when combined with those of the Go Transit/ Region and School) as the highest in the GTA. An increase of the magnitude this single change will make will certainly place our rates well above those of our comparators. This factor needs to be considered as our new by-law will likely be the subject of considerable scrutiny and challenge if it were to proceed in this fashion absent other similar increases occurring across the GTA in 2004. Also, as a critical component of the analysis we require a sustainable steady period of growth to our projected 2013 population of 59,000 in order to recover sufficient DC funds to support the other town wide capital initiatives and to pay the principle and interest charges annually for the portion of the debt for the facility included in the calculations. A prolonged recession during the forecast period, a time when growth is stalled as a result of either Council's initiatives to stop growth, future servicing constraints or a successful challenge to our By-law at the OMB by the development community 000024 February 24, 2004 - 8 - Report No. LS04-008 resulting in a mandatory roll back of the approved quantum could all result in the need for the tax based funding to be substantially increased to cover payment shortfalls with very little prior warning. Staff would like the opportunity to further consult with Hemson to examine options emanating from their preliminary analysis and report to Council as part of the finalization of the Capital budget process on any other capital works implications or cash flow issues arising from the ongoing DC review process that may impact the information provided above. Operating Implications: In order to best review the potential operating costs of the new Recreation Complex and the impact it may have our existing facilities, staff have attached a proposed programming schedule of both the new pool and additional rinks. In addition as indicated earlier in this report a fee increase of 10% is also contemplated and the impact of these proposed fee increases are also provided. Staff have also been requested to provide an indication of the present use of the rinks and pool and the changes that may occur if the new facilities are constructed. As a result of this research staff have estimated the potential operating cost of this new Recreation Complex as follows. Total operating cost of proposed facility as recommended: $1,704,500 Total estimated ice revenues: $ 732,000 Total estimated pool revenues: $ 274,000 Net cost to operate facility: _ $ 698,500 annually Note: The pool revenues are as result of the total revenues anticipated from both pool facilities subtracting the normal annual revenue from the AFLC pool. As indicated in this report, Council may wish to consider a 10% increase to our present user fees. The fee increase will generate the following annually at this facility. ■ $73,200 - ice users ■ $27,400 - pool users The total impact of the increase on all facilities is $252,850. 0000,5 The cost of operation are based on our present level of service and operating cost of our facilities. Council may wish to consider alternative service delivery standards, and with the 24, 2004 - 9 - Report No. LSO4-008 construction of a new facility, energy conservation is a major consideration and it is anticipated that this facility will be much more energy efficient than our existing facilities. The impact of these savings is not known at this time. LINK TO STRATEGIC PLAN Goal "A" speaks to maintaining a well -managed and fiscally responsible municipality. ATTACHMENTS 1. Revised Schematic Design and Site Plan, Appendix "A" and "B". 2. Appendix "C", Revised Draft 2004 Capital Budget Sheet 3. Report LSO4-004 dated February 3, 2004. 4. Ice Statistics and Proposed Scheduling. 5. Pool Statistics and Proposed Scheduling. PRE -SUBMISSION REVIEW Management Team Meeting, Wednesday, February 18, 2004. Prepared by: Allan Downey, Director of Leisure Services, Extension 4752 ALLAN D. DOWNEY Director of Leisure Services 000026 ;b]]b//b/( } \ .,.. § � l.;.! .... , ....................... . ° §. \ . .......... .... .r.. . , .) / \ \ , A ,...� , , « !/ \ ))(/ )\)(( /)()/\/))b a,e \/ o o _ ( 2/R2 =_:._:_--- 000027 \\ \ ( o ci ) 0 ! / k & � \ \\�\ ; ! \ ) \ \ \ ] 0 ol | \ ) ) \ iFE !\[ //} ! (�) )• (\ ( )\_ f ,�j §§® I ` Li ,zƒ !\]/\_)} :}() \ y{) E 1 , ATTACHMENT-3 TOWN OF AURORA 2004 CAPITAL BUDGET ANALYSIS BY PROJECT Department Priority: /1 LSAC Priority: N DEPARTMENT: Leisure Services Department ACCOUNT NO. PROJECT: New Recreation Complex PURPOSE: To construct a new Multi -Use Recreation Facility (approximately 100,000 square foot facility) to accommodate twin pad ice surfaces, indoor pool, general purpose rooms, associated parking and access routes. PFRFORMANCRIACTIVITY MFASITRFS INCREASE(DECREASE Construction of the facility will achieve desired service level standards approved by Leisure Services Advisory Committee as part of the Culture and Recreation Master Plan update.. EFFECT ON FUTURE OPERATION BUDGETS INCREASE (DECREASE) 2003 2004 2005 2006 PROGRAMS —(Operating Expenses Net Cost) $ 0 $ 0 $ 42,500 $ 552,000 SALARIES —(Operations) $ 0 $ 0 $ 91,300 $ 274,000 OTHER COSTS — (Operations) $ 0 $ 0 $ 255,2 00 $ 878,500 REVENUES $ 0 $ 0 $ (389,000) $(1,210,000) TOTAL $ 0 $ 0 $ 0 $ 494,500 2003 2004 2005 TOTAL COSTS PROJECT COST - LAND $2,300,000 $ 0 $ 0 $ 2,300,0 00 PROJECT COST -CONSTRUCTION $1,180,000 $20,800,000 $150,000 $22,130,000 TOTAL PROJECT COST $3,480,000 $20,800,000 $150,000 $24,430,000 FINANCING MUNICIPAL RESERVE $ 280,000 $ 0 $ 280,000 UNXPENDED YOUTH CENTRE $ 0 $ 500,000 $ 500,000 DCA RESERVE FUND $1,100,000 $ 3,350,000 $150,000 $ 4,600,000 DEB. DEBT — DC'S 2003 - 20013 $ 0 $12,669,300 $ 0 $12,669,3 00 DEB. DEBT —FUTURE DC'S —TAX RATE $ 0 $ 4,245,700 $ 0 $ 4,245,700 DEB. DEBT —NON DC'S-TAX RATE $ 0 $ 2,135,000 $ 0 $ 2'136,000 FUND RAISING $ 0 $ 0 $ 0 $ 0 TEMPORARY INTERNAL FINANCING $2,100,000 $(2,100,000) —$--0 $ 0 TOTAL PROJECT FINANCING $3,480,000 $20,800,000 $1—So ,000 $24,430,000 EXPLANATIONS/HIGHLIGHTS: 000000 I AGENDA ITEM # 3 TOWN OF AURORA COUNCIL REPORT SUBJECT: Proposed Street Name & Address Change —Town Hall FROM: Bob Panizza, Director of Corporate Services DATE: April 13, 2004 RECOMMENDATIONS No. CSO4-15 THAT Council determine its position on the proposal to change the street name/address for the Town Hall. BACKGROUND At the meeting of March 30, Council directed that the Notice of Motion proposed by Councillor Kean regarding the possible address change for the Town Hall be referred to staff to investigate for clarification, the Town policies and associated costs. COMMENTS The suggested street name/address change was recommended by Councillor Kean to coincide with the proposed construction of the new Seniors Building that will be adjacent to the Town Hall. A reference was also made related to public buildings fronting on streets named after elected officials. However a review of the Street Naming Policy and the Public Facilities Naming Policy does not contain any provisions that speaks to the issue of new public buildings fronting on streets named after elected officials. Staff also contacted the Region of York, which reviews proposed street names as part of the 911 coordination. The Region expressed concerns that the proposed name of "Civic Way" is somewhat similar to "Civic Square Gate" which is in the neighborhood and therefore would not lend its support to the proposed street name. With respect to the address change for the Town Hall, staff have reviewed the impact of a proposed modification and have compiled a list of the various changes that would be required which affects business stationary, notifications to agencies, printed material, publications and other miscellaneous notices. A summary of this list is enclosed as Appendix #1 to this report. 000031 April 13, 2004 - 2 - Report No. CSO4-15 In addition to the various changes that would be required, staff have provided an estimate of the costs for the reprinting of material with the new address. This has been detailed in the Financial Implication component of this report. . OPTIONS Street naming and address changes to Town owned facilities is entirely under the discretion of Council. Council has the option to implement the street name and address change or maintain the existing address. FINANCIAL IMPLICATIONS Most Town publications that contain information on the Towns address, phone number etc. are produced on an annual or periodic basis such as the Leisure Services Guide. However some publications such as the Resident's Guide that has been recently printed is circulated once every 3 years. If Council supports an address/street name change for the Town Hall it is recommended that the changeover occur at year end in order to provide sufficient opportunity to implement the change before new publications are circulated in the forthcoming year. With respect to stationary, the Town normally maintains at least one year's supply of various stationary supplies such as envelopes, letterhead, water bills, tax bills etc. in stock. An address change would require a design change to stationary supplies, however this cost can be substantially reduced by implementing the change in the new year thus allowing the gradual phasing out of old stock before the new stock is used. Any remaining inventory could be amended utilizing labels with the new address. Regardless of the measures used, there will be a cost associated with the preparation of new artwork used by the printer as well as the printing of address change labels for old inventory. Some inventory such as business cards that have recently been printed for all staff as a result of the telephone changes would require an entire new reprinting. Due to the numerous documents that contain the Town's address, it is conservatively estimated that the cost of the changeover would be at minimum approximately $5,000. In addition to the printed material, considerable staff time would be required to send notification to the various government agencies (Municipal, Provincial, Federal); notification to suppliers, contractors and other service agencies (Canada Post, Bell Telephone, Hydro, Consumers Gas, etc.) Lastly, changes would be required to the Town web site locations which reference the Town's address. These notification would require a considerable amount of staff time which are immeasurable indirect costs at this time. 000032 April 13, 2004 - 3 - Report No. CSO4-15 CONCLUSIONS As outlined in this report, considerable time and resources would be required to implement an address change for the Town Hall, accordingly careful consideration should be given before a final decision is made by Council LINK TO STRATEGIC PLAN Goal A speaks to maintaining a well managed and fiscally responsible municipality. ATTACHMENTS Appendix #1 — List of Changes Affected PRE -SUBMISSION REVIEW Management Team — April 7, 2004 Prepared by: Bob Panizza ext. 4221 Bob Panizza Director of Corporate Services 000033 APPENDIX 1 PUBLICATIONS Resident's Guide — 3 year publication —would be circulating with the incorrect address Public Works collection calendar — will be in circulation for a year Government publications we do not control — many publications would be in circulation with the incorrect address Association publications - i.e.. AMO, AMCTO Telephone book listings (Le. Telus Super Pages, Upper York Region Phone Book, Belt Phone book) Leisure Services Membership Handbook— produced every two — three years Economic Development Promotional Folder —(designed for long-term promotional use) International Economic Development publications/ print ads — we do not control circulation Era Banner Masthead would need to be revised Business Directories — often in circulation for extended periods TOWN STATIONARY. NOTICES & STOCK DOCUMENTS Website templates — must be completed by a consultant Business cards Letterhead Parking tickets Tender envelopes Water bills Tax bills Water envelopes Tax envelopes Clerk's Dept. envelopes Mayor's Stationary, i.e.. Letterhead, envelopes, etc. Interim tax billing inserts Accounts receivable invoices Pay remittance mailers Building permits Maps - Parks & Trails Map Leisure Services program/membership registration forms Bidders application forms Departmental templates — i.e, Tender and Purchasing Templates Pre-printed Purolator bills of lading Vehicle ownerships Insurance certificates A/P cheques Staff pay cheque stubs Parking Circle Info Flyers New Subdivisions Frequently Asked Questions Flyer — 2000 copies in stock Road Watch Flyers/Forms Facility booking contracts 0000-34 Building Applications (with & without levies) Building Handouts (I.e. swimming pool, deck, demolition) Plumbing Permits Occupancy Inspection Sheets Notify of Violation Drain Cards Stop Work Orders Orders to Comply SIGNAGE 5 Bulletin boards (Town Hall, ACC, Leisure Complex) — signs would have to be changed Minor Variance signs NOTIFICATION Notification to all Municipalities Provincial Government Federal Government Governmental Agencies Change of address with the Canada Post Notification to Vendors - Accts Payable Notification to all contracts SELF INKING STAMPS Departmental Self Inking -Stamps 00Q®035 EENDA ITEM # TOWN OF AURORA COUNCIL REPORT No. PW04-016 SUBJECT: Extension of Existing Waste Management Contract FROM: W. H. Jackson, Director of Public Works DATE: April 13, 2004 RECOMMENDATIONS THAT Tender No. PW-1999-13 — Waste Management Services Collection Tender be extended for a one-year period commencing September 1, 2004 to September 1, 2005 with an option for a further six-month extension as required; THAT the unit prices in Tender No. PW-1999-13 be increased. on September 1, 2004 by the increase in the yearly Consumer Price Index from September 1, 2003 to September 1, 2004; and on September 1, 2005 by the increase in the yearly Consumer Price Index from September 1, 2004 to September 1, 2005; THAT the Mayor and Clerk be authorized to sign the attached agreement with Miller Waste Systems for the extension of Tender No. PW-1999-13 as described in Report NO. PW04-016; and THAT additional funding in the amount of $23,000 be incorporated into the waste management section of the final budget estimate. BACKGROUND Council at its meeting of February 24, 2004 in considering the February 17, 2004 Report No. PW04-007 entitled "Waste Management Update" adopted among other matters the following: "THAT staff discuss with Miller Waste Systems extending the existing waste and recyclable collection contract at the same terms, conditions and unit prices quoted in their May 18, 1999 tender submission until such time as collection of kitchen organic and co -mingled recyclable materials is implemented and report back to Council on the results of this discussion as soon as practicable" 000036 April 13, 2004 - 2 - Report No. PW04-016 COMMENTS Staff communicated with Miller Waste Systems (Miller) (see attached letters) and met with a representative of Miller Waste System to discuss this matter. The attached letter from Mr. George South of Miller requests our consideration of 3 items with respect to the extension of the existing contract as discussed below. 1 Establishment of the Number of Collection Units Serviced by Miller The existing contract calls for the establishment of the number of collection units to be serviced by Miller on January of each year. We have reviewed the number presented by Mr. South (13,622) and are in agreement with it. It is noted, however, that our estimated unit count prepared in September 2003 for the budget process forecast the number of collection units at 13,500. Accordingly, an increase to the proposed 2004 budget in the order of $10,000 (122 units) is necessary to account for this discrepancy. 2 Annual Consumer Price Index Adjustment Staff believes this is a reasonable request inasmuch as the basic unit prices have not changed since May 1999. Mr. South has agreed that a Consumer Price Index inflationary adjustment would be made on September 1 of each yearthat the existing contract is still in force and would apply for the twelve months following September 1. The Consumer Price Index would be calculated using the previous twelve months. For example, under the proposed scenario, the unit prices will be increased on September 1, 2004 by the increase in the Consumer Price Index for the period September 1, 2003 to September 1; 2004 inclusive. Based on information obtained from the Statistics Canada web site, the yearly inflation factor from September to September over the last 3 years has been in the range of 2 to 3%. Assuming a 3% increase to the unit prices in each September, would result in an additional $13,000 increase for 2004 (for a total increase of $23,000 which includes the under estimate adjustment) and a potential $55,000 increase for 2005 over the original forecast if we retained this contract for the entire 2005. 3. Six Month Extension With Three Months Advance Notice As noted in Mr. South's letter, this request has been made to allow Miller the opportunity to effectively manage their workforce and capital requirements. In principal staff are in agreement with this request with the only concern being that we are not in control of the situation inasmuch as the Region is responsible for delivering the facilities that will accept our waste, recycling and organic material. 000037 April 13, 2004 - 3 - Report No. PW04-016 Nevertheless, in consideration that the worse case scenario would see the Town, at most, 6 months behind in the implementation of the 3-stream collection system, staff believes this is a reasonable request. OPTIONS Council may not wish to extend the existing contract under the terms that have been negotiated with Miller. In this instance, staff should be directed to prepare a new tender document. In selecting this option, Council may wish to establish a tender for one year only based on the existing collection system. After that, Council will need to call tenders for the 3-stream collection system which is expected to begin mid 2005. Council may not wish to extend the existing contract under the terms that have been negotiated with Miller and may wish to provide further guidance to staff in this regard. FINANCIAL IMPLICATIONS As noted above, the extension of the existing waste management contract presents two areas with financial implications. The first is the number of units underestimation presented in the 2004 budget documents to date resulting in a required adjustment of approximately $10,000 to the budget estimate. It is noted that this adjustment is not related to the contract extension but is more a result of the growth that occurred last year especially nearer the end of the year after the budget estimations had been made. The second financial implication is the Consumer Price Index increase. Again, as noted earlier, an estimated 3% increase will cost the Town in the order of $13,000 for 2004 and $55,000 for the entire year of 2005 if the contract is extended that long. Final costs however will be dependent upon confirmation of the Consumer Price Index, and may be more or less. CONCLUSIONS The Town's existing waste collection contractor has presented us with, in the opinion of staff, a reasonable proposal to allow us to extend the existing contract into 2005 prior to establishing a new contract to deal with the introduction of the 3-stream collection system. This will allow the collection of waste and recycling material to continue uninterrupted until such time as the 3-stream collection system is implemented. As with any collection system of this magnitude, some service concerns have been received from the Town's residents. In total, however, staff believes our existing contractor has provided exemplary service and is very responsive and proactive in dealing with the relatively few concerns we receive. 000038 April 13, 2004 - 4 - Report No. PW04-016 LINK TO STRATEGIC PLAN Goal A — To Maintain A Well Managed and Fiscally Responsible Municipality ATTACHMENTS • Letter dated February 25, 2003 (sic) from W. H. Jackson Letter dated March 10, 2004 from Mr. George South, District Manager of Miller Waste Systems. Agreement Extension between Miller Waste Systems and Town PRE -SUBMISSION REVIEW Management Team Meeting — April 7, 2004 Prepared by: W. H. Jackson, Director of Public Works,. ext. 4371 zv" W. H. Jac Director of Public Works O000039 ATTACHMENT-1 100 John West Way Box 1000 Aurora, Ontario L4G 6J1 Tel: (905) 727.1375 Web: www.town.aurora.on.ca February 25, 2003 Mr. George South District Manager Miller Waste Systems 8050 Woodbine Avenue Markham, ON L3R 2N8 Dear Mr. South DEPARTMENT OF PUBLIC WORKS Reply Attention: W.H. Jackson, P.Eng. Director of Public Works (905) 727-1375, Extension 371 Re: Town of Aurora Tender No. PW-1999-13—Waste Management Services Collection As you are aware, the above contract expires on August 31, 2004. As you are also aware, the Town will implement a three -stream collection system once all of the required facilities are in place. At this time, it appears that these facilities will not be available until mid-2005. Accordingly, with this in mind, Town Council at its meeting of February 24, 2004 in considering this matter adopted the following: "THAT staff discuss with Miller Waste Systems extending the existing waste and recyclable collection contract at the same terms, conditions and unit prices quoted in their May 18, 1999 tender submission until such time as collection of kitchen organic and co -mingled recyclable materials is implemented and report back to Council on the results of this discussion as soon as practicable" Based on our knowledge to date, we suggest an initial twelve-month extension of your contract with additional month -by -month extensions at the Town's discretion. We do not see the existing contract being extended beyond February 28, 2006. In order to allow us sufficient time to deal with this matter, we request your response no later than March 10, 2004, If you have any questions, please call. Yours truly, W. H. acckson P. Eng, Director of Public Works Cc L. Allison, C.A.O. K. Lauppe, Manager of Operations 000.040 ATTACHMENT-2 Miller Waste Systems 8050 Woodbine Avenue Markham, Ontario L3R 2N8 WASTE E-mail: millerwabte@mil[erg roup.ca SYSTEMS TeL (905)475-6356 A DIVISION OF MILLER PAVING LIMITED =.RECEIVED Fax: (905). 475-6396 Mr. Wayne Jackson, P.Eng. March 10, 2004 Director of Public Works Town of Aurora 100 John West Way, Box 1000 Aurora, Ontario L4G 6J1 Re: Town of Aurora Tender No. PW-1999-13 — Waste Management Services Collection Dear Mr. Jackson: I wish to take this opportunity to thank you for your correspondence of February 25, 2004 regarding the possible extension of our current collection contract. As we value our relationship and wish to be of on- going service to the Town of Aurora we continue to be interested in extending our current agreement, but would request your consideration of the following items. 1). We would like to confirm with the Town of Aurora that the current number of units presently being serviced by Miller Waste Systems is 13,622 (including commercial totes), and that this unit count would be used for the 2004 calendar year. 2) With the unit count established above, we would request that an annual CPI inflationary adjustment commencing January 1, 2004 as well as any increase in the annual unit number be included at the start of the calendar year. 3) We would also request, that following the initial twelve-month extension, any further extensions be made for six month time periods, with three months advance notice of your intention to extend or to seek tender submissions. This request is being made to allow the opportunity to effectively manage our workforce and capital requirements. We look forward to possibly being of on -going service to you in this regard. Should you have any questions regarding these items, please contact myself at your convenience. Sincerely, ACTIVE &0 f1ECYCLING COUNCIL OFONTARIO 000041 CONTAINS 100-A RECYCLED PAPER Member �� ONTARIO W.M. Mane ..w Aes .ft. AGREEMENT ADDENDUM ATTACHMENT-3 THE CORPORATION OF THE TOWN OF AURORA DEPARTMENT OF PUBLIC WORKS THIS AGREEMENT made in triplicate this 13 th day of April A.D. 2004. BETWEEN: and - The Corporation of the Town of Aurora (hereinafter called "Aurora") of the First Part Miller Waste Systems, a Division of Miller Paving Limited (hereinafter called "Miller") of the Second Part WHEREAS on June 9, 1999 Aurora entered into an agreement with Miller for the supply of waste management services for a period of five (5) years, in accordance with Tender No. PW- 1999-13; and WHEREAS on April 13, 2004 the Council of Aurora approved an additional one (1) year extension, with an option for a further six-month extension as required, in accordance with Tender No. PW-1999-13; and NOW THEREFORE this Addendum witnesseth that, in consideration of the mutual covenants and agreements herein contained, the parties hereto agree as follows: 1. The Agreement is hereby extended from September 1, 2004 to September 1, 2005, with an option for a further six-month extension as required; 2. The Town shall advise Miller in writing prior to June 1, 2005 whether a further six-month extension is required. 3. That the unit prices be increased on September 1, 2004 by the increase in the yearly Consumer Price Index for the Greater Toronto Area from September 1, 2003 to September 1, 2004; 4. If a further six-month extension is required, that the unit prices be increased on September 1, 2005 by the increase in the yearly Consumer Price Index for the Greater Toronto Area from September 1, 2004 to September 1, 2005; and 5. All other obligations in accordance with the Agreement and Tender will remain in full force and effect. IN WITNESSETH WHEREOF Aurora and Miller have hereunto affixed their corporate seals under the hands of its respective signing officers. THE CORPORATION OF MILLER WASTE SYSYEMS, A DIVISION OF THE TOWN OF AURORA MILLER PAVING LIMITED Tim Jones, Mayor Bob Panizza, Municipal Clerk (We have authority to bind the Corporation.) Blair McArthur, Vice President (I have authority to bind the Corporation.) 000042 AGENDA ITEM # 5 TOWN OF AURORA COUNCIL REPORT No. PL04-022- SUBJECT: Plan of Condominium Wycliffe Westbury Limited Part of Lots,74 and 75, Concession 1, E.Y.S. 227 Vandorf Sideroad File Number D07-034A FROM: Sue Seibert, Director of Planning DATE: April 13, 2004 RECOMMENDATION THAT subject to the payment of fees, the Mayor and Clerk be authorized to enter into a condominium agreement between the Town of Aurora and Wycliffe Westbury Limited with respect to the lands, as defined within the Agreement, contained within Draft Plan of Condominium D07-034A, to be registered on title to the lands subject to the clearance of the conditions of draft approval. BACKGROUND As illustrated on Figure 1, the subject lands are located on the south side of Vandorf Sideroad, west of Bayview Avenue and are known municipally as 227 Vandorf Sideroad. The legal description of the lands is Part of Lots 74 and 75, Concession 1, E.Y.S. The application was draft approved by the Town of Aurora on October 21, 2003. The applicant is now in the position to enter into the condominium agreement with the Town, which will be registered on title to the lands, subject to clearance of all the conditions of draft approval. The three-phase condominium plan will also be registered, however .the applicant has the option of registering the plan in phases. It is our understanding that the first two phases of the plan will be registered first, with the third to follow at a later date. COMMENTS There is currently a site plan agreement registered on title to the lands dated August 21, 2001, and a subsequent site plan amendment agreement was also registered on June 13, 2002. As illustrated on Figure 2, the subject application is for a 109 unit rowhouse condominium project, including all applicable resident and visitor parking, access ways, and both private and joint amenity areas. The conditions of draft approval mainly addressed standard requirements to ensure that the development proceeds in accordance with the site plan agreement. These have been incorporated into the condominium agreement, along with some site -specific clauses. The draft condominium agreement has been attached to this report as Appendix 1. 000043 It should be noted that some of the driveway slopes do not meet the Town's standards, which has delayed final approval of the condominium. The applicant has resolved this issue by agreeing that these driveways will be heated in order to ensure the safety of the residents during the winter months. A clause is therefore included in the condominium agreement which states that driveways shall be constructed in general accordance with the Town of Aurora Design Criteria, and that securities will be held until such works are completed. A clause has also been included in the agreement which will allow the Town to take a 30 metre road allowance along Vandorf Sideroad. OPTIONS: Not applicable. CONCLUSIONS The subject application is for a 109 unit rowhouse condominium project, including all applicable resident and visitor parking, access ways, and both private and joint amenity areas. This application has been draft approved and the applicant is now in the position to enter into the condominium agreement with the Town. Staff therefore recommends that the Mayor and Clerk be authorized to enter into a condominium agreement between the Town of Aurora and Wycliffe Westbury Limited, subject to the payment of the required fees identified in the condominium agreement. FINANCIAL IMPLICATIONS: Not applicable. LINK TO STRATEGIC PLAN The Strategic Plan contains objectives to ensure high quality, comprehensive community planning to protect the overall investment of citizens in the community. The condominium approval process involves the review of the plan of condominium by departments and external agencies, who provide conditions for draft approval that are later included in an agreement that is registered on the title to the lands. Thus the condominium approval process facilitates the objectives of the Strategic Plan. ATTACHMENTS Figure 1 - Location Plan Figure 2 -Approved Draft Plan of Condominium Appendix 1 - Draft Condominium Agreement PRE -SUBMISSION REVIEW: Management Team Meeting - April 7, 2004 Prepared by: Fausto Filipetto, Planner Extension 4342 I�L S e ei ert, Director of Planning Tree ((id9e LOCATION PLAN APPLICANT: WYCLIFFE WESTBURY LIMITED FILE: D07-03-4A AURORA PLANNING DEPARTMENT W Z W 0 125 250 Metres FIGURE 1 Location Plan Map created by the Town of Aurora rlanning 101", m.,.o r,ay voo" u r, you ur u,u,—,—,,-,,-, a is oao x rcz i ei, 9 e 9g i � { li st �w?ozLL�Y le ==i{e9 r'�@.., Rai E@ pia IIi too `ow o0E w ei B3 y6gi4p{1: afi p` @$E{` q{ LLa0 pz_>: ¢oz�z LL'R'O Qp OW LLi :� ORUau FaO ill, i; •I ee ee,e riei li r rl!@a,l lf; dg ! 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MM{uG[Ilf n[f[III[ E Rd ��1lalIIII PILCCIIII FJ! 11111 FlI1111 it 1111 a� 11ECo[GI 11GGGIIIC Ii4[CIIII 11C[[III" �R[CG' i+i�1 naoani�MGGEm d++tomll BnannuB mav°° @ m°°ourE I II M ��a:{allll Ihallllll ♦9lIIIIII 6:1111 tEEG111L ❑GIIIIIG 11CC[IIIC �EtElll 14rlCI �c<y'Y�� MG[[Glllo bElllll[ MCCGIIt n[C[IIIC Et[I[ . 't A Na�� m°evvn'E�1°@IddlEE�mc@crnd�r a u'E�i °fEE ��`AA o�wM�"' • {�llr B191{Ilalll Vl a6111 Fl a: III PJRCIIII RI all M�� - OCCEEEIIC�II{GGtIIGBO a[[CII[�IIDLEIII[BL[[[I[°tir! r = i�;� mEpaanE m[GG[nE v[[[[u h¢Eult n¢n •sop 5� mc!°�onE r° u°EEdE iovcwn! m°mnr@ Iv ee@ E A ��RL:IIII aaalalll Plailllll 6:1111 Pl dill ~� COGEIII[�LICGGEIlo�l1[EEIIIG��j[COIII�IE[ECIi 1 �''. [EGtnll ntoocnc MILGmo anu° MmnE m°e°nnd ro°°°euE moron d mcvomdi mmnd� �p ��.. IrIr`` ErrrrkklI`fffEE`tktk4{4EE`jkjkII ff ``{`jkjy[4`I`Io..� �� r 'C , L�lI!!E! {IIVN, • , y� R /1f��r ' �� It LU 0 @L APPENDIX 1 CONDOMINIUM AGREEMENT THIS AGREEMENT DATED THE DAY OF 2004. BETWEEN: THE CORPORATION OF THE TOWN OF AURORA AGREEMENT MADE PURSUANT TO THE CONDOMINIUM ACT THE CORPORATION OF THE TOWN OF AURORA (hereinafter called the "Town") OF THE FIRST PART - and - WYCLIFFE WESTBURY LIMITED 34 DONCASTER AVENUE SUITE 201 THORNHILL, ONTARIO L3T 4S1 (hereinafter called the "Owner") OF THE SECOND PART WHEREAS the Owner is the owner of certain lands situated In the Town of Aurora, Regional Municipality of York, being Part of Lots 74 and 75, Concession 1, E.Y.S., designated as Parts 1, 2 and 3, Plan 65R-26724, hereinafter called the "Lands"; AND WHEREAS the Owner has applied for approval of a Plan of Condominium for the Lands, hereinafter called the "Plan"; AND WHEREAS the Owner entered into a Site Plan Agreement with the Town dated August 21, 2001, registered as Instrument No. YR157713; and a Site Plan Amendment Agreement with the Town dated April 2,2002, registered as Instrument No. YR261835, hereinafter collectively called the "Site Plan Agreements". AND WHEREAS this Agreement is entered pursuant to the Condominium Act; NOW THEREFORE, in consideration of the premises, the Owner and the Town hereby mutually covenant and agree as follows: I. The Owner agrees to develop the Lands in accordance with the condominium Plan attached hereto as Schedule "A". The proposed condominium has been designated a "Detached Dwelling First Density Residential R1-28 Exception Zone," "Environmental Protection (EP-13) Exception Zone" and "Open Space (0-14) Exception Zone" pursuant to the provisions of By-law 2213-78, as amended. As such, parking spaces have been determined by the uses proposed by the Owner at the time of execution of the Site Plan Agreements. 2. The Owner agrees to, prior to the signing of this Agreement by the Town, pay the following: Fees: Registration ($625.00 per phase) $1,250.00 00004'7 Condominium Agreement Wycliffe Westbury Limited April 13, 2004 Final Approval ($102 per unit) $11 118.00 Total; $12,368.00 3. Priorto final approval, the Owner agrees to demonstrate compliance with all applicable provisions of the Oak Ridges Moraine Conservation Act, 2001, and the relevant prescribed provisions as set out in the Oak Ridges Moraine Conservation Plan. 4. The Owner has provided cash -in -lieu of land in the amount of $328,500 to the Town of Aurora, in accordance with the Town's Parkland Policy and By- law (being a by-law to require land or cash -in -lieu thereof for park or other public recreational purposes as a condition of the development or redevelopment of land). 5. The Owner hereby agrees to substantially complete all outstanding site work In relation to the Site Plan Agreements for each phase of the condominium priorto the registration of the condominium for that phase, to the satisfaction of the Director of Public Works. 6. The Owner hereby agrees to maintain the Stormwater Management systems as per Ministry of the Environment Certificate of Approval number 5600- 53RPUL dated November 7, 2001. 7. The Owner hereby agrees to pass on to the future condominium corporation information In the background documents on stormwater management systems that is referenced in the MOE Certificate of Approval. 8. The Owner hereby agrees to provide the future condominium corporation Information on the upkeep and maintenance of the stormwater management system, including the pipes and catchbasins, ponds, stormceptors and the infiltration trenches, including downspouts. 9. The Owner hereby agrees to ensure that all required servicing easements in relation to the Site Plan Agreements are registered on title prior to final approval of the condominium. 10. The Owner hereby agrees to ensure to the satisfaction of the Directors of Public Works and Building Administration that all driveways are constructed in general accordance with the Town of Aurora Design Criteria. The Owner further agrees that the Town will withhold securities until the works are completed. 11. The Owner hereby agrees to complete all landscape works in accordance with the Site Plan Agreements to the satisfaction of the Director of Leisure Services, prior to the final approval of the Condominium. 12. The Owner hereby agrees that all natural areas as identified on the approved Draft Plan of Condominium are to be protected and maintained in their natural state without alteration to surface drainage and natural plant cover with the exception of trails and conservation measures. The Owner further agrees that motorized vehicles are prohibited and that no structures shall be built in the natural areas. 13. The Owner hereby agrees to maintain all fire hydrants installed on the Lands in accordance with the minimum standards provided for maintenance of fire hydrants by Part 6 of the Ontario Fire Code, as may be amended or replaced from time to time. 000048 Condominium Agreement Wycliffe Westbury Limited April 13, 2004 14. The Owner hereby agrees to maintain all fire access routes required to be constructed under the Building Code in conformance with Part 2.5 of the Ontario Fire Code, as may be amended or replaced from time to time. 15. The Owner hereby agrees to maintain all other components as may be required by the Fire Code and shall also agree to submit annual Maintenance Reports to Central York Fire Services. 16. The Owner hereby agrees to enter into an Electrical Plant Agreement with Aurora Hydro Connections Limited. 17. The Owner hereby agrees that if the Lands are privately owned then the proposed electrical installation for the condominium development will be privately owned and maintained by the Condominium Corporation. The Owner further agrees that Aurora Hydro will be the controlling authority over the privately owned plant and agrees to provide Aurora Hydro Connections Limited the following in regards to the Condominium Corporation: corporation name, contact(s), mailing address and telephone and fax numbers. 18. The Owner hereby agrees that their consultant will submit electrical installation construction plans in both hard copy and digital (in DWG drawing format) to Aurora Hydro Connections Limited for comments and approval. The submitted electrical plans will have assessed the electrical systems of the proposed surrounding developments and integrated where possible. 19. The Owner agrees to Install adequate temporary protection around the above ground electrical plant to the satisfaction of Aurora Hydro Connections Limited prior to the application for building permit and/or construction undertaken by any builder and shall further agree to provide certification from the engineer or architect that said protection is in place. 20. The Owner hereby agrees that the "Tree Planting (Landscape) Plan" will take account of the electrical installation plan to ensure that there are no conflicts with the electrical plant (above and/or below grade). The Owner further agrees to install trees within the boulevard adjacent to energized plant, in accordance with Aurora Hydro Connections Limited's "Excavation Guidelines." 21. The Owner hereby agrees to be responsible for all costs involving engineering, installation and connection to the proposed electrical plant. 22. The Owner hereby agrees that they or their consultants will contact Aurora Hydro Connections Limited to review their conditions of draft approval and all other requirements for servicing the site. 23. The Owner hereby agrees to consult with Canada Post to determine suitable locations for the placement of Community Mailboxes and to indicate these locations on appropriate servicing plans. 24. The Owner hereby agrees that, prior to offering any of the residential units for sale, they will place a "Display Map" on the wall of the sales office, in a place readily available to the public which Indicates the location of all Canada Post Community Mailbox site locations, as approved by Canada Post and the Town of Aurora. 25. The Owner hereby agrees to include in ail offers of purchase and sale or Condominium Agreement Wycliffe Westbury Limited April 13, 2004 disclosure statements, a statement, which advises the prospective purchaser that mail delivery will be from a designated Community Mailbox and to include the exact locations (list of lot numbers) of each of these Community Mailbox Locations. 26. The Owner hereby agrees to provide the following for each Community Mailbox site and include these requirements shown In detail on appropriate servicing plans: An appropriate sized sidewalk section (concrete pad), as per Canada Post specifications, to place the Community Mailboxes on; Any required walkway across the boulevard, as per municipal standards; and Any required curb depressions for wheelchair access. 27. The Owner hereby further agree to determine and provide a suitable temporary Community Mailbox location(s) to be "fit up" prior to first occupancy, which may be utilized by Canada Post until the above -mentioned criteria is completed at the permanent Community Mailbox site locations. This will enable Canada Post to provide mail service to new residents as soon as homes are occupied. 28. The Owner hereby agrees to make satisfactory arrangements with Aurora Cable Internet for the provision of cable service. 29. Prior to the Director of Planning's final release of the Plan for the lands identified as Part of Lot 75, Concession 1, EYS, designated as Part 3, Plan 65R-26724, and prior to the issuance of any building permits for the lands identified as Part of Lot 75, Concession 1, EYS, designated as Part 3, Plan 65R-26724, the Owner agrees to convey to the Town for nominal consideration and freefrom encumbrances, such lands as determined bythe Town that are required to accommodate a 30 metre road allowance along Vandorf Sideroad. The Owner agrees to prepare and deposit a reference plan, to the satisfaction of the Directorof Public Works, legally describing the proposed road widening. The Owner shall provide the Town Solicitor with a Solicitor's Opinion as to Title with respect to the subject lands and deliverthe Transfer document in a registerable form in an electronic format pursuant to the Land Registration Reform Act, R.S.O., 1990 and the Electronic Registration Act, S.O., 1991, and any amendments thereto. 30. This Agreement with the Schedules thereto, shall be registered upon the title of the Lands. The covenants, agreements, conditions and undertakings herein contained on the part of the Owner shall run with the Lands and shall be binding upon it, its successors or assigns from time to time. The Owner hereby appoints its successors or assigns as its attorney and agent with full authority to enter Into any agreement with the Town to amend this Agreement in any way that is mutually agreeable. 31. The Owner agrees to pay to the Town the cost of registration of this Agreement as well as any further costs incurred by the Town as a result of the registration of any other documents pertaining to this Agreement. 32. Final approval for registration may be issued in phases provided that: i) Phasing is proposed in an orderly progression; and Condominium Agreement Wycliffe Westbury Limited April 13, 2004 ii) All agencies agree to registration by phases and provide clearances as required in Conditions 1 through 28 inclusive for each phase proposed for registration by the Owner. 33. The Owner shall not sell, assign ortransferthe lands identified as Part of Lot 75, Concession 1, EYS, designated as Part 3, Plan 65R-26724, or any part thereof or the whole or any part of its interest therein prior to the complete fulfilment of all of its obligations hereunder, unless such party obtains from such purchaser, assignee or transferee, an agreement in writing to be bound by the terms of this Agreement in the place and stead of the first mentioned party. 34. The provisions of this Agreement shall ensure to the benefit of and be binding upon the parties hereto and their respective successors or assigns. IN WITNESS WHEREOF the parties hereto have hereunto affixed their corporate seals duly attested to by their proper signing officers on that behalf. SIGNED, SEALED AND DELIVERED in the presence of THE CORPORATION OF THE TOWN OF AURORA Per: Tim Jones, Mayor Per: Bob Panizza, Town WYCLIFFE WESTBURY LIMITED Per: G.Bensky Title: 0 have the authority to bind the Corporation) Q®QQ01 Condominium Agreement Wycliffe Westbury Limited April 13, 2004 SCHEDULE"A" 000052 AGENDA ITEM # TOWN OF AURORA COUNCIL No. PL04-039- SUBJECT: TRUSTHOUSE 881NC. Pan` ofLot 76 & Part of Road Allowance between Lots 75 &76, Con 1 EYS 14,575 Bayview Avenue Official Plan Amendment and Zoning By-law Amendment Applications File Nos. D09-03-04 & D14-03-04 respectively FROM: Susan Seibert, Director of Planning DATE: April 13, 2004 RECOMMENDATIONS THAT Council receive as information the following overview of Official Plan Amendment and Zoning By-law Amendment applications D09-03-04 and D14-03-04 respectively regarding 520 Industrial Parkway, scheduled for the May 26, 2004 Public Planning Meeting. BACKGROUND Location/Land Use: The subject property, consisting of approximately 0.73 hectares (1.8 acres), is located at the north-east corner of Yonge Street and Industrial Parkway South (Figure 1). There is currently an abandoned bungalow on the subject lands. Surrounding Uses: North: Railway & Automotive north of the railway South: Chamber of Commerce & Estate Residential East: Highland Park West: Vacant Land & Yonge Street Official Plan: The subject lands are designated "Estate Residential' in the Official Plan (Figure 2). 000053 April 13, 2004 - 2 - Report No. PL04-039 Zoning By-law: The subject lands are zoned"Rural (RU-ORM) Zone" (Figure 3). Zoning By-law No. 4469- 03.1) states that "Notwithstanding any other provisions of this By-lawto the contrary, where a Zone symbol is followed by the letters "ORM", no person shall use the land, (including expanding, enlarging or otherwise altering an existing use, building or structure), for any use other than a use existing as of November 15, 2001, without an amendment to this By- law in accordance with the policies of the Official Plan, the Oak Ridges Moraine Conservation Plan, the Oak Ridges Moraine Conservation Act, 2001, and the Planning. Act, as amended. PROPOSAL The applicant has applied for an amendment to the Official Plan and the Zoning By-law to permit a funeral home and a business and professional office use, including medical. The lands are on the Oak Ridges Moraine (ORM) and therefore, the applicant is required to demonstrate compliance with the provisions of the policies of Official Plan Amendment No. 48, the Oak Ridges Moraine Conservation Plan, the Oak Ridges Moraine Conservation Act, 2001, and the Planning Act. OPTIONS Not Applicable FINANCIAL IMPLICATIONS Not Applicable CONCLUSIONS THAT Council receive as information the following overview of Official Plan Amendment and Zoning By-law Amendment applications D09-03-04 and D14-03-04 respectively regarding 520 Industrial Parkway, scheduled for the May 26, 2004 Public Planning Meeting. 000,054 April 13, 2004 - 3 - Report No. PL04-039 LINK TO STRATEGIC PLAN The Strategic Plan has goals of well planned growth and fiscal responsibility, efforts to balance these goals are pursued to the extent possible in dealing with development applications. ATTACHMENTS Figure 1 — Location Plan Figure 2 — Existing OP Designation Figure 3 — Existing Zoning Figure 4 — Proposed Site Plan Figure 5 — Proposed Elevations PRE -SUBMISSION REVIEW Management Team Meeting — April 7, 2004 Prepared by: Michael Mallette, Acting Manager of Planning (Development) Extension 4346 ,"Izz S�ian eibert, M.CJ.P., R.P.P. Director of Planning Q00055