AGENDA - Council - 20220222Town of Aurora
Council Meeting Revised Agenda
Date:February 22, 2022
Time:7 p.m.
Location:Council Chambers, Aurora Town Hall
Due to the COVID-19 pandemic, meetings will be available to the public via live stream only on the
Town’s YouTube Channel. To participate electronically, please visit aurora.ca/participation.
Pages
1.Call to Order
Additional items are marked with an asterisk (*).
2.Land Acknowledgement
3.Approval of the Agenda
4.Declarations of Pecuniary Interest and General Nature Thereof
5.Community Presentations
6.Delegations
6.1.Mark Winfield, Professor, Faculty of Environmental and Urban Change,
York University; Re: Motion 10.1 - Mayor Mrakas; Re: Request to Dissolve
Ontario Land Tribunal (OLT)
1
*6.2.Janet Matthews, Resident; Re: Motion 10.1 - Mayor Mrakas; Re: Request
to Dissolve Ontario Land Tribunal (OLT)
2
7.Consent Agenda
7.1.Council Meeting Minutes of January 25, 2022 3
That the Council meeting minutes of January 25, 2022, be
adopted as circulated.
1.
7.2.Council Closed Session Minutes of January 25, 2022 (confidential
attachment)
That the Council Closed Session minutes of January 25, 2022,
be adopted as circulated.
1.
7.3.Council Closed Session Public Meeting Minutes of January 25, 2022 13
That the Council Closed Session Public meeting minutes of
January 25, 2022, be adopted as circulated.
1.
7.4.Council Public Planning Meeting Minutes of January 18, 2022 16
That the Council Public Planning meeting minutes of January 18,
2022, be adopted as circulated.
1.
8.Standing Committee Reports
8.1.General Committee Report of February 1, 2022 21
That the General Committee meeting report of February 1, 2022,
be received and the recommendations carried by the Committee
approved.
1.
8.1.1.Memorandum from Councillor Gaertner; Re: Lake Simcoe
Region Conservation Authority Board Meeting Highlights of
December 17, 2021
Memo
That the memorandum regarding Lake Simcoe Region
Conservation Authority Board Meeting Highlights of
December 17, 2021, be received for information.
1.
8.1.2.Heritage Advisory Committee Meeting Minutes of January 12,
2022
Minutes
That the Heritage Advisory Committee meeting minutes
of January 12, 2022, be received for information.
1.
8.1.3.Finance Advisory Committee Meeting Minutes of January 18,
2022
Minutes
That the Finance Advisory Committee Meeting Minutes
of January 18, 2022, be received for information.
1.
8.1.4.Anti-Black Racism and Anti-Racism Task Force Meeting
Minutes of January 19, 2022
Minutes
That the Anti-Black Racism and Anti-Racism Task Force
Meeting Minutes of January 19, 2022, be received for
information.
1.
8.1.5.CMS22-006 - SARC Gymnasium Addition – Project Update
Report
That Report No. CMS22-006 be received; and1.
That staff be directed to proceed with Option 1, a single
gymnasium, multipurpose space and renovated
customer service and administration space; and
2.
That staff report back to Council with a final design and
updated cost estimate prior to tender issuance.
3.
8.1.6.PDS22-005 - Application for Site Plan Approval, TFP Aurora
Developments Limited, 20 and 25 Mavrinac Boulevard, Blocks 1,
2 and 6, Plan 65M-3852, File Number: SP-2021-08, Related File
Numbers: OPA-2017-01, ZBA-2017-03 & SUB-2017-02
Report Figures 1-9
That Report No. PDS22-005 be received; and1.
That Site Plan Application File SP-2021-08 to permit the
development of 211 units (210 townhouse units and 1
single detached unit) on two proposed common
element condominiums be approved, in principle,
subject to the following conditions:
2.
That all outstanding comments and requirements
from Town and external agencies be addressed to
the satisfaction of the Director of Planning and
Development Services, prior to execution of a Site
Plan agreement; and
i.
That the Owners enter into a Site Plan Agreement
with the Town to address requirements of the
Town and external agencies, including but not
limited to, the provision for payment by the Owner
of all applicable fees, securities, and any other
financial obligations; and
ii.
That approval of future Draft Plan of Condominium
Application(s) required to implement Site Plan
Application File SP-2021-08 be delegated to the
Director of Planning and Development Services.
3.
8.1.7.CMS22-005 - Disc Golf Course Update
Report Attachment 1
That Report No. CMS22-005 be received; and1.
That Highland Gate be removed as a potential location
to build a disc golf course; and
2.
That the evaluation and review to build a disc golf
course be referred to the Parks and Recreation Master
Plan review process.
3.
8.1.8.CS22-002 - Updates to the Use of Corporate Resources for
Election Campaign Purposes Policy
Report Attachment 1
That Report No. CS22-002 be received; and1.
That the policy be amended to disallow the rental of
Town facilities for election campaign purposes; and
2.
That the policy be amended to allow candidates to use
meeting videos on the Town's YouTube Channel in their
campaign material; and
3.
That the amendments to the Use of Corporate
Resources for Election Campaign Purposes Policy be
approved.
4.
8.1.9.FIN22-003 - Property Tax and Water Bill Payment Options
Report
That Report No. FIN22-003 be received; and1.
That Council endorse the elimination of cash
transactions at Town Hall for property tax and water bill
payments.
2.
8.1.10.New Business Motion No. 1
That the comments from Delegation 6.1, by Michael
White, regarding the responsibility of maintenance of
the catch basin, drainage swale, and retaining wall
between Underhill Cres and Rachewood Crt, be referred
to staff to report back to Council.
1.
8.1.11.General Committee Closed Session Minutes of February 1, 2022
(confidential attachment)
That the General Committee Closed Session minutes of
February 1, 2022, be received for information.
1.
8.1.12.Personal matters about an identifiable individual, including
municipal or local board employees (Section 239(2)(b) of the
Municipal Act, 2001); Re: Verbal Update from the CAO
That the verbal update from the CAO be received for
information.
1.
8.2.General Committee Report of February 15, 2022 31
That the General Committee meeting report of February 15,
2022, be received and the recommendations carried by the
Committee approved.
1.
8.2.1.PDS22-002 and PDS22-026 - Additional Info and Applications
for Zoning By-law Amendment and Site Plan Control, L&B
Aurora Inc., North East Quadrant of Wellington Street and John
West Way
Part Lot 81, Concession 1, Part 4 on Plan 65R-13645, File
Numbers: ZBA-2019-01 and SP-2020-05
PDS22-002: Report Figures 1-10 Appendices A-B Appendix C
PDS22-026: Report Appendix A Appendix B
That Report Nos. PDS22-002 and PDS22-026 be
received for information.
1.
8.2.2.PDS22-032 - Zoning By-law Amendment, Shining Hill Collections
Inc., 306 St. Johns Sideroad West, File Number: ZBA-2021-02
Report Figure 1 Figure 2 Figure 3 Figure 4 Figure 5
Appendices A-B
That Report No. PDS22-032 be received; and1.
That the Zoning By-law Amendment Application File:
ZBA 2021-02 (Shining Hill Collections Inc.) be approved
to rezone a portion of the subject lands from “Oak
Ridges Moraine Rural (RU-ORM)” to “Institutional
Exception Zone” [I (XX)]; and
2.
That the Zoning By-law Amendment be brought forward3.
to a future Council meeting for enactment.
8.2.3.CMS22-008 - Pet Cemetery – Project Update and Fencing
Options
Report Attachment
That Report No. CMS22-008 be received; and1.
That staff be directed to pursue historic recognition
options for the Pet Cemetery site; and
2.
That staff be directed to include a new capital project in
the 2023 budget for Council’s consideration for the
construction of permanent fencing around the Pet
Cemetery lands.
3.
8.2.4.CS22-007 -Town of Aurora Multi-Year Accessibility Plan 2022 –
2026
Report Attachment 1 Attachment 2
That Report No. CS22-007 be received; and1.
That Council endorse the new Town of Aurora Multi-
Year Accessibility Plan 2022 – 2026.
2.
8.2.5.York Regional Council Highlights of January 27, 2022
Regional Report
That the York Regional Council Highlights of January
27, 2022, be received for information.
1.
8.2.6.New Business Motion No. 1
That the comments from Delegation 6.1, by George
Popalis, regarding municipal tree removal request, be
referred to staff to report back to Council.
1.
9.Consideration of Items Requiring Discussion (Regular Agenda)
10.Motions
10.1.Mayor Mrakas; Re: Request to Dissolve Ontario Land Tribunal (OLT)41
11.New Business
12.By-laws
12.1.By-law Number XXXX-22 - Being a By-law to declare as surplus and sell
municipal lands (Barrie Rail Corridor properties).
43
(Closed Session Report No. PDS21-165, Nov 30, 2021)
12.2.By-law Number XXXX-22 - Being a By-law to enact a new Procurement
By-law for the Town of Aurora.
45
(General Committee Report No. FIN22-001, Jan 11, 2022)
12.3.By-law Number XXXX-22 - Being a By-law to amend By-law Number
6000-17, as amended, respecting the lands municipally known as 306
St. Johns Sideroad West (File No. ZBA-2021-02).
78
(General Committee Report No. PDS22-032, Feb 15, 2022)
13.Closed Session
There are no Closed Session items for this meeting.
14.Confirming By-law
14.1.By-law No. XXXX-22 Being a by-law to confirm actions by Council
resulting from a Council meeting on February 22, 2022
82
15.Adjournment
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Delegation Request
This request and any written submissions or background information for consideration by either Council or
Committees of Council is being submitted to Legislative Services.
Council or Committee *
Council
Council or Committee Meeting Date *
2022-2-22
Subject *
Motion to dissolve OLT
Full Name of Spokesperson and Name of Group or Person(s) being Represented (if applicable) *
Mark Winfield, Professor, Faculty of Environmental and Urban Change, York University (as an
individual)
Brief Summary of Issue or Purpose of Delegation *
Purpose of delegation is to speak to the proposed resolution regarding the dissolution of the OLT, in the
context of wider issues in the province's current approach to land-use planning matters, including the
recent report of the housing task force.
Have you been in contact with a Town staff or Council member regarding your matter of interest?
*
Yes No
Full name of the Town staff or Council
member with whom you spoke
Mayor Tom Mrakas
Date you spoke with Town staff or a Council
member
2022-2-16
Page 1 of 82
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Delegation Request
This request and any written submissions or background information for consideration by either Council or
Committees of Council is being submitted to Legislative Services.
Council or Committee *
Council
Council or Committee Meeting Date *
2022-2-22
Subject *
Mayor's motion to dissolve the OLT
Full Name of Spokesperson and Name of Group or Person(s) being Represented (if applicable) *
Janet Matthews, Resident
Brief Summary of Issue or Purpose of Delegation *
delegate to support the Mayor's motion to dissolve the OLT from a resident's perspective
Have you been in contact with a Town staff or Council member regarding your matter of interest?
*
Yes No
Full name of the Town staff or Council
member with whom you spoke
Mayor Tom Mrakas
Date you spoke with Town staff or a Council
member
2022-2-16
Page 2 of 82
1
Town of Aurora
Council
Meeting Minutes
Date:
Time:
Location:
Tuesday, January 25, 2022
7 p.m.
Video Conference
Council Members: Mayor Tom Mrakas (Chair)
Councillor Wendy Gaertner
Councillor John Gallo
Councillor Rachel Gilliland
Councillor Sandra Humfryes
Councillor Harold Kim
Councillor Michael Thompson
Other Attendees: Doug Nadorozny, Chief Administrative Officer
Allan Downey, Director of Operations
Robin McDougall, Director of Community Services
Techa van Leeuwen, Director of Corporate Services
Rachel Wainwright-van Kessel, Director of Finance
Lisa Hausz, Acting Director of Planning and Development
Services
Carley Smith, Manager, Corporate Communications
Brashanthe Manoharan, Planner/Heritage Planning
Patricia De Sario, Town Solicitor
Michael de Rond, Town Clerk
Linda Bottos, Council/Committee Coordinator
_____________________________________________________________________
1. Call to Order
The Mayor called the meeting to order at 7 p.m.
2. Land Acknowledgement
Mayor Mrakas acknowledged that the meeting took place on the traditional
territory of the Wendat, the Haudenosaunee, and the Anishinaabe peoples whose
Page 3 of 82
2
presence here continues to this day. He further noted that Aurora is part of the
treaty lands of the Mississaugas of the Credit and the Williams Treaties First
Nations and thanked them for sharing the land.
3. Approval of the Agenda
Moved by Councillor Humfryes
Seconded by Councillor Gilliland
That the revised agenda as circulated by Legislative Services, including the
addition of section 11, Public Service Announcements, be approved.
Yeas (5): Mayor Mrakas, Councillor Gallo, Councillor Gilliland, Councillor
Humfryes, and Councillor Thompson
Absent (2): Councillor Gaertner, and Councillor Kim
Carried (5 to 0)
4. Declarations of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act, R.S.O. 1990, c. M.50.
5. Community Presentations
None.
6. Delegations
6.1 Steve Armes, Resident; Re: Item 9.1 - PDS22-017 - Heritage Permit
Application, Faraji, 74 Centre Street, Plan 107, Pt Lot 13, RS65R1671, Parts 1
and 2, File Number: HPA-2020-04
Steve Armes expressed concerns regarding the proposed construction of
a two-storey triplex dwelling at 74 Centre Street stating that issues still
need to be addressed including traffic, building size, verandah depth, side-
entry single-car garage, drainage, and an issue pertaining to the land
survey of the property.
Moved by Councillor Humfryes
Seconded by Councillor Gilliland
That the comments of the delegation be received and referred to item 9.1.
Page 4 of 82
3
Yeas (7): Mayor Mrakas, Councillor Gaertner, Councillor Gallo, Councillor
Gilliland, Councillor Humfryes, Councillor Kim, and Councillor Thompson
Carried (7 to 0)
6.2 David Eqbal, Architect, and Hassan Faraji, Owner; Re: Item 9.1 - PDS22-017 -
Heritage Permit Application, Faraji, 74 Centre Street, Plan 107, Pt Lot 13,
RS65R1671, Parts 1 and 2, File Number: HPA-2020-04
David Eqbal provided an overview of the further revised proposal for the
construction of a two-storey triplex dwelling at 74 Centre Street noting
they have addressed the concerns regarding building size, layout and
design, parking, and tree preservation. Hassan Faraji was also present.
Moved by Councillor Kim
Seconded by Councillor Humfryes
That the comments of the delegation be received and referred to item 9.1.
Yeas (7): Mayor Mrakas, Councillor Gaertner, Councillor Gallo, Councillor
Gilliland, Councillor Humfryes, Councillor Kim, and Councillor Thompson
Carried (7 to 0)
7. Consent Agenda
Moved by Councillor Humfryes
Seconded by Councillor Kim
That the Consent Agenda items, 7.1 to 7.4 inclusive, be approved.
Yeas (7): Mayor Mrakas, Councillor Gaertner, Councillor Gallo, Councillor Gilliland,
Councillor Humfryes, Councillor Kim, and Councillor Thompson
Carried (7 to 0)
7.1 Council Meeting Minutes of December 14, 2021
1. That the Council meeting minutes of December 14, 2021, be adopted
as circulated.
Carried
7.2 Council Closed Session Minutes of December 14, 2021 (confidential
attachment)
Page 5 of 82
4
1. That the Council Closed Session minutes of December 14, 2021, be
adopted as circulated.
Carried
7.3 Council Closed Session Public Meeting Minutes of December 14, 2021
1. That the Council Closed Session Public meeting minutes of December
14, 2021, be adopted as circulated.
Carried
7.4 Council Public Planning Meeting Minutes of December 7, 2021
1. That the Council Public Planning meeting minutes of December 7,
2021, be adopted as circulated.
Carried
8. Standing Committee Reports
8.1 General Committee Meeting Report of January 11, 2022
Moved by Councillor Thompson
Seconded by Councillor Gilliland
1. That the General Committee meeting report of January 11, 2022, be
received and the recommendations carried by the Committee
approved, with the exception of sub-item 8.1.7, which was discussed
and voted on separately as recorded below.
Yeas (7): Mayor Mrakas, Councillor Gaertner, Councillor Gallo, Councillor
Gilliland, Councillor Humfryes, Councillor Kim, and Councillor Thompson
Carried (7 to 0)
8.1.1 FIN21-048 - Annual Cancellation, Reduction or Refund of Property
Taxes under Sections 357 and 358 of the Municipal Act
Report
1. That Report No. FIN21-048 be received for information.
Carried
8.1.2 PDS21-025 - Delegated Agreements Report
Report
Page 6 of 82
5
1. That Report No. PDS21-025 be received for information.
Carried
8.1.3 Memorandum from Councillor Gaertner; Re: Lake Simcoe Region
Conservation Authority Board Meeting Highlights of November 26,
2021
Memorandum
1. That the memorandum regarding Lake Simcoe Region
Conservation Authority Board Meeting Highlights of November
26, 2021, be received for information.
Carried
8.1.4 Environmental Advisory Committee Meeting Minutes of November
24, 2021
Minutes
1. That the Environmental Advisory Committee meeting minutes
of November 24, 2021, be received for information.
Carried
8.1.5 Finance Advisory Committee Meeting Minutes of December 7, 2021
Minutes
1. That the Finance Advisory Committee meeting minutes of
December 7, 2021, be received for information.
Carried
8.1.6 Accessibility Advisory Committee Meeting Minutes of December 8,
2021
Minutes
1. That the Accessibility Advisory Committee meeting minutes of
December 8, 2021, be received for information.
Carried
8.1.7 FIN22-001 - Procurement Modernization Proposed New Policy
Report Attachment 1 Attachment 2 Attachment 3
Page 7 of 82
6
Moved by Councillor Gaertner
Seconded by Councillor Thompson
1. That Report No. FIN22-001 be received; and
2. That the Procurement Policy in Attachment 1 be approved; and
3. That the approval of Non-Standard Procurements between
$100,000 and $250,000 be delegated to the Procurement
Governance Committee; and
4. That staff be directed to develop a new Procurement By-law
based on this policy to be enacted at a future Council meeting.
Yeas (7): Mayor Mrakas, Councillor Gaertner, Councillor Gallo,
Councillor Gilliland, Councillor Humfryes, Councillor Kim, and
Councillor Thompson
Carried (7 to 0)
8.1.8 PDS22-001 - Town of Aurora Official Plan Review, Policy Directions
Report and Aurora Promenade Discussion Paper
Report Attachment 1 Attachment 2 Presentation
1. That Report No. PDS22-001 be received; and
2. That the Policy Directions Report and Aurora Promenade/MTSA
Discussion Papers be formally released for public review and
comment; and
3. That staff report back to a future General Committee meeting to
present the results of public consultation and a Draft Official
Plan Amendment.
Carried
8.1.9 CMS22-002 - Sport Plan Progress Report No. 3
Report Presentation
1. That Report No. CMS22-002 be received for information.
Carried
8.1.10 PDS22-002 - Applications for Zoning By-law Amendment and Site
Plan Control, L&B Aurora Inc., North East Quadrant of Wellington
Street and John West Way
Page 8 of 82
7
Part Lot 81, Concession 1, Part 4 on Plan 65R-13645, File Numbers:
ZBA-2019-01 and SP-2020-02
Report Figures 1-10 Appendices A-B Appendix C
1. That Report No. PDS22-002 be deferred to the General
Committee meeting of February 15, 2022.
Carried
8.1.11 OPS22-001 - Lymantria Dispar Dispar (LDD) Control Options
Report Attachment 1 Attachment 2 Attachment 3 Attachment 4
Attachment 5
1. That Report No. OPS22-001 be received; and
2. That Aurora’s Lymantria Dispar Dispar (LDD) Strategy for 2022,
including activities undertaken as part of the 2021 LDD Strategy
and, in addition, an increased communication campaign,
expanded burlap kit program, and active removal of egg masses
from impacted street trees utilizing staff resources, be
approved.
Carried
8.1.12 York Regional Council Highlights of December 16, 2021
Regional Report
1. That the York Regional Council Highlights of December 16,
2021, be received for information.
Carried
9. Consideration of Items Requiring Discussion (Regular Agenda)
Council consented to consider item 9.1 prior to consideration of section 8,
Standing Committee Reports, sub-item 8.1.7.
9.1 PDS22-017 - Heritage Permit Application, Faraji, 74 Centre Street, Plan 107,
Pt Lot 13, RS65R1671, Parts 1 and 2, File Number: HPA-2020-04
Moved by Councillor Gaertner
Seconded by Councillor Thompson
1. That Report No. PDS22-017 be received; and
Page 9 of 82
8
2. That Heritage Permit Application HPA-2020-04 be approved to permit
the construction of a two-storey triplex dwelling at 74 Centre Street.
Yeas (7): Mayor Mrakas, Councillor Gaertner, Councillor Gallo, Councillor
Gilliland, Councillor Humfryes, Councillor Kim, and Councillor Thompson
Carried (7 to 0)
10. Motions
10.1 Councillor Gaertner; Re: Policy to Notify Local Area Residents
Moved by Councillor Gaertner
Seconded by Councillor Thompson
Whereas resident dissatisfaction has been expressed on lack of
communication in some circumstances; and
Whereas this has engendered frustration, sometimes anger, at not being
informed; and
Whereas the Town has a responsibility to ensure residents receive
information on construction, Planning, and Committee of Adjustment
matters that may affect them;
1. Now Therefore Be It Hereby Resolved That staff report back to Council
on our current process and ensure that it includes the following:
a) How area residents will be notified of road reconstruction projects,
including when they are delayed;
b) A process for notifying residents when a Committee of
Adjustment appeal is received in their neighbourhood; and
c) Notification to area residents when developers request changes to
already approved site plans.
Yeas (7): Mayor Mrakas, Councillor Gaertner, Councillor Gallo, Councillor
Gilliland, Councillor Humfryes, Councillor Kim, and Councillor Thompson
Carried (7 to 0)
11. Public Service Announcements
Councillor Gallo acknowledged that January 27, 2022, is International Holocaust
Remembrance Day and commemorates the date on which the Auschwitz camp
was liberated in 1945.
Page 10 of 82
9
Councillor Gallo acknowledged that January 29, 2022, is the fifth anniversary of the
Quebec City Mosque shooting and the inaugural National Day of Remembrance of
the Quebec City Mosque Attack and Action Against Islamophobia.
Councillor Gaertner shared family history in relation to the Holocaust and noted
that antisemitic hate crime remains the number one hate crime in York Region
and Toronto.
Councillor Kim extended a reminder that February 2022 is Black History Month
and an opportunity for everyone to recognize the contributions of Black
Canadians in shaping Canada.
Councillor Gilliland acknowledged the Mayor's proclamation of January 27, 2022,
as International Holocaust Remembrance Day in the Town of Aurora and noted
that the Town facilities’ flags would be lowered to half-mast.
Councillor Gilliland noted there are many events scheduled in Town to celebrate
Black History Month during February 2022.
Mayor Mrakas noted his attendance and the meaningful discussion held at the
Ontario Municipal Leaders Summit on Fighting Antisemitism on January 21,
2022, where municipal leaders have pledged to continue the fight against
antisemitism.
Mayor Mrakas announced that Council would be returning to hybrid meetings
starting with the February 1, 2022 General Committee meeting.
Mayor Mrakas extended congratulations to newly elected Mayor David West of
the City of Richmond Hill.
12. New Business
Councillor Gaertner inquired about the status of the Property Standards By-law
review, and staff provided a response.
Councillor Gaertner inquired about how to proceed on a request for a mural in the
David Tomlinson Nature Reserve (wildlife park), and the Mayor provided a
response.
13. By-laws
None.
Page 11 of 82
10
14. Closed Session
None.
15. Confirming By-law
15.1 By-law No. 6401-22 Being a by-law to confirm actions by Council resulting
from a Council meeting on January 25, 2022
Moved by Councillor Gallo
Seconded by Councillor Gilliland
That the confirming by-law be enacted.
Carried
16. Adjournment
Moved by Councillor Thompson
Seconded by Councillor Gilliland
That the meeting be adjourned at 8:25 p.m.
Carried
Tom Mrakas, Mayor Michael de Rond, Town Clerk
Page 12 of 82
1
Town of Aurora
Council Closed Session Public
Meeting Minutes
Date:
Time:
Location:
Tuesday, January 25, 2022
5:45 p.m.
Video Conference
Council Members: Mayor Tom Mrakas (Chair)
Councillor Harold Kim
Councillor Wendy Gaertner
Councillor Michael Thompson
Councillor Rachel Gilliland
Councillor John Gallo
Members Absent: Councillor Sandra Humfryes
Other Attendees: Doug Nadorozny, Chief Administrative Officer
Lisa Hausz, Acting Director of Planning and Development
Services
Patricia De Sario, Town Solicitor
Michael de Rond, Town Clerk
_____________________________________________________________________
1. Call to Order
The Mayor called the meeting to order at 5:49 p.m.
Council consented to resolve into a Closed Session at 5:50 p.m.
Council reconvened into open session at 5:56 p.m.
Reporting out from Closed Session took place at the end of the January 25, 2022
Council meeting.
2. Approval of the Agenda
Moved by Councillor Gallo
Seconded by Councillor Thompson
Page 13 of 82
2
That the confidential Council Closed Session agenda be approved.
Carried
3. Declarations of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act, R.S.O. 1990, c. M.50.
4. Consideration of Items Requiring Discussion
Moved by Councillor Gaertner
Seconded by Councillor Kim
That Council resolve into a Closed Session to consider the following matter:
1. Litigation or potential litigation, including matters before administrative
tribunals, affecting the municipality or local board (Section 239(2)(e) of the
Municipal Act, 2001); Re: Council Closed Session Report No. PDS22-019–
Proposed Settlement - Appeal of Housekeeping Zoning By-law Amendment
(By-law No. 6365-21)
Carried
4.1 Council Closed Session Report No. PDS22-019 - Proposed Settlement -
Appeal of Housekeeping Zoning By-law Amendment (By-law No. 6365-21)
Litigation or potential litigation, including matters before administrative
tribunals, affecting the municipality or local board (Section 239(2)(e) of
the Municipal Act, 2001)
Moved by Councillor Gilliland
Seconded by Councillor Thompson
1. That Council Closed Session Report No. PDS22-019 be received; and
2. That the Town Solicitor be authorized to settle the appeal by including
wording to By-law No. 6365-21 that the landscaping requirements set
out in By-law No. 6365-21 do not apply to lands subject to existing
landscaping requirements under Section 24 of Comprehensive Zoning
By-law No. 6000-17.
Yeas (6): Mayor Mrakas, Councillor Kim, Councillor Gaertner, Councillor
Thompson, Councillor Gilliland, and Councillor Gallo
Absent (1): Councillor Humfryes
Page 14 of 82
3
Carried (6 to 0)
5. Confirming By-law
5.1 By-law No. 6400-22 Being a By-law to confirm actions by Council resulting
from a Council Closed Session on January 25, 2022
Moved by Councillor Gallo
Seconded by Councillor Gilliland
That the confirming by-law be enacted.
Carried
6. Adjournment
Moved by Councillor Thompson
Seconded by Councillor Kim
That the meeting be adjourned at 8:28 p.m.
Carried
Tom Mrakas, Mayor Michael de Rond, Town Clerk
Page 15 of 82
1
Town of Aurora
Council Public Planning
Meeting Minutes
Date:
Time:
Location:
Tuesday, January 18, 2022
7 p.m.
Video Conference
Council Members: Mayor Tom Mrakas (Chair)
Councillor Harold Kim
Councillor Wendy Gaertner
Councillor Sandra Humfryes
Councillor Michael Thompson
Councillor Rachel Gilliland
Councillor John Gallo
Other Attendees: Doug Nadorozny, Chief Administrative Officer
Lisa Hausz, Acting Director, Planning and Development Services
Brashanthe Manoharan, Planner
Michael de Rond, Town Clerk
Samantha Yew, Deputy Town Clerk
Ishita Soneji, Council/Committee Coordinator
_____________________________________________________________________
1. Call to Order
The Mayor called the meeting to order at 7:03 p.m.
2. Land Acknowledgement
Mayor Mrakas acknowledged that the meeting took place on the traditional
territory of the Wendat, the Haudenosaunee, and the Anishinaabe peoples whose
presence here continues to this day. He further noted that Aurora is part of the
treaty lands of the Mississaugas of the Credit and the Williams Treaties First
Nations and thanked them for sharing the land.
Page 16 of 82
2
3. Approval of the Agenda
Moved by Councillor Thompson
Seconded by Councillor Gilliland
The agenda as circulated by Legislative Services, be approved.
Yeas (5): Mayor Mrakas, Councillor Kim, Councillor Thompson, Councillor
Gilliland, and Councillor Gallo
Absent (2): Councillor Gaertner, and Councillor Humfryes
Carried (5 to 0)
4. Declarations of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act, R.S.O. 1990, c. M.50.
5. Planning Applications
The Mayor outlined the procedures that would be followed in the conduct of the
public meeting. The Town Clerk confirmed that the appropriate notice was given
in accordance with the relevant provisions of the Planning Act.
5.1 PDS22-003 - Application for Zoning By-law Amendment, 2578461 Ontario
Inc., 15356 Yonge Street
PLAN 246 LOT 13 PT LOT 14 RP 65R31151 PARTS 1 TO 3, File Number:
ZBA-2017-06, Related File Number: SP-2017-05
Planning Staff
Brashanthe Manoharan, Planner, presented an overview of the staff report
and revised application respecting the proposal to develop a four-storey
residential apartment building with 35 units with two levels of below-grade
parking requiring site specific amendments to the existing zoning of
“Promenade Downtown Shoulder-Special Mixed Density ‘PDS4(380)’
Exception Zone". It was mentioned that the subject lands is also currently
zoned as "Environmental Protection 'EP(381)' Exception Zone" and
Environmental Protection (EP) and the Knowles-Readman House on the
subject lands will be retained and restored as is and integrated into the
proposed development. She advised that the property is designated under
Part V of the Ontario Heritage Act as part of the Northeast Old Aurora
Page 17 of 82
3
Heritage Conservation District (HCD) and new development and
conservation of existing buildings will be conducted as per the HCD
guidelines. She further provided a summary of the revisions made by the
applicant, public comments, and next steps.
Applicant
Bruce Hall, Planner, The Planning Partnership, presented an overview of
the application including details of the proposed site layout, landscaping
plan, changes to the proposal such as reduction in height, gross floor area,
number of units, and heritage preservation strategy. Wayne Morgan,
Heritage Planner, presented a detailed overview of the plan to retain and
integrate the Knowles-Readman House in the proposed development
noting the proposal intends to follow the Northeast Old Aurora HCD
guidelines. It was noted that comments provided to date from the
previous Public Planning meeting, staff, Aurora Design Review Panel,
Heritage Advisory Committee, Ontario Heritage Trust, and local
community have been taken into consideration in the revised proposal.
Public Comments
Patricia Wallace, President, Aurora Historical Society (AHS), spoke in
support of the proposed development noting that the applicant, in
consultation with the AHS and the Ontario Heritage Trust (OHT), has taken
into consideration ways to mitigate any impacts to the Hillary House and
preserve its heritage value. She further noted that the applicant has
entered into a binding legal agreement with the AHS to ensure the
measures are followed.
Aurora residents, Glen Payne, Sadisha Galapatti, Bonnie Chan Bynoe,
Marcel Garnier, and Ben Pourdad expressed the following concerns and
questions:
Concerns regarding:
Overall Impact to surrounding neighbourhood due to proposed
development
Construction impacts including duration, parking, noise pollution,
construction vehicles on street, lack of privacy
Safety issues during construction and post-construction
Page 18 of 82
4
Social impacts of increased density; surrounding area is already
dense
Lack of visitor parking on property
Overflow parking in the neighbourhood hindering the regular flow
of traffic
Traffic congestion on Yonge street and Irwin Avenue
Impact to the sewage and drainage system from the new
development
Proposed development offers no benefit to community
Questions regarding:
Proposed project timeline
Construction management plan to reduce impact to surrounding
neighbourhood
Means to mitigate impact on sewage and drainage systems
Tree preservation and landscape plan
Parking study of the surrounding area
Public consultation process
Clarification regarding pending response from the Lake Simcoe
Region Conservation Authority (LSRCA) regarding stormwater
management
Planning Staff and Applicant
Mr. Hall addressed the questions regarding the construction management
plan noting an evaluation will be carried out pre and post construction to
alleviate any impacts to the surrounding neighbourhood. He further
addressed questions and concerns regarding the public consultation
process, tree preservation and landscape plan, impact to sewage and
drainage systems, and parking study.
Staff addressed the concerns and questions regarding traffic and visitor
parking on the property. Staff further noted that the stormwater
management report is under review and additional comments from the
LSRCA will be detailed in a future report.
Moved by Councillor Thompson
Seconded by Councillor Gallo
1. That Report No. PDS22-003 be received; and
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5
2. That comments presented at the Public Planning Meeting be
addressed by Planning and Development Services in a report at a
future General Committee meeting.
Yeas (6): Mayor Mrakas, Councillor Kim, Councillor Humfryes, Councillor
Thompson, Councillor Gilliland, and Councillor Gallo
Nays (1): Councillor Gaertner
Carried (6 to 1)
6. Confirming By-law
6.1 By-law No. 6399-22 Being a By-law to Confirm Actions by Council Resulting
from a Council Public Planning Meeting on January 18, 2022
Moved by Councillor Gilliland
Seconded by Councillor Humfryes
That the confirming by-law be enacted.
Carried
7. Adjournment
Moved by Councillor Kim
Seconded by Councillor Gilliland
That the meeting be adjourned at 8:58 p.m.
Carried
Tom Mrakas, Mayor Michael de Rond, Town Clerk
Page 20 of 82
1
Town of Aurora
General Committee
Meeting Report
Date:
Time:
Location:
Tuesday, February 1, 2022
7:00 p.m.
Council Chambers, Aurora Town Hall
Council Members: Councillor Michael Thompson (Chair)
Mayor Tom Mrakas
Councillor Harold Kim
Councillor Wendy Gaertner*
Councillor Sandra Humfryes*
Councillor Rachel Gilliland
Councillor John Gallo*
Other Attendees: Doug Nadorozny, Chief Administrative Officer
Allan Downey, Director of Operations*
Robin McDougall, Director of Community Services*
Lisa Hausz, Acting Director, Planning and Development
Services*
Techa van Leeuwen, Director of Corporate Services*
Carley Smith, Manager, Corporate Communications*
Patricia De Sario, Town Solicitor*
Jason Gaertner, Manager, Financial Management*
Elizabeth Adams-Quattrociocchi, Manager, Financial Reporting
and Revenue*
Lisa Warth, Manager, Recreation*
Stephen Corr, Senior Development Planner*
Michael de Rond, Town Clerk
Samantha Yew, Deputy Town Clerk
Ishita Soneji, Council/Committee Coordinator
*Attended electronically
_____________________________________________________________________
Page 21 of 82
2
1. Call to Order
The Chair called the meeting to order at 7 p.m.
A moment of silence was observed in honour of former Councillor David Griffith,
who passed away on January 25, 2022.
General Committee consented to recess the meeting at 9:15 p.m. and
reconvened the meeting at 9:25 p.m.
General Committee resolved into a Closed Session at 10:13 p.m. and reconvened
into open session at 10:50 p.m.
2. Land Acknowledgement
General Committee acknowledged that the meeting took place on the traditional
territory of the Wendat, the Haudenosaunee, and the Anishinaabe peoples whose
presence here continues to this day. It was noted that Aurora is part of the treaty
lands of the Mississaugas of the Credit and the Williams Treaties First Nations
and we thank them for sharing the land.
3. Approval of the Agenda
General Committee approved the revised agenda as circulated by Legislative
Services, and further revised the agenda on a two-thirds majority vote to include
Closed Session Item 14.1 - Personal matters about an identifiable individual,
including municipal or local board employees (Section 239(2)(b) of the Municipal
Act, 2001); Re: Verbal Update from CAO.
4. Declarations of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act, R.S.O. 1990, c. M.50.
5. Community Presentations
5.1 Brian Titherington, Director, Transportation & Infrastructure Planning, and
Lauren Crawford, Manager, Transportation Long-Term Planning, Re: York
Region 2022 Transportation Masterplan Update
Lauren Crawford and Brian Titherington, from the Region of York, provided
an update on the York Region 2022 Transportation Masterplan Project
Page 22 of 82
3
(TMP) and presented an overview of the process and study in developing
the TMP. They further provided details of the focus areas, proposed 2051
transportation networks, other programs and initiatives, and the next
steps.
General Committee received the presentation for information.
6. Delegations
6.1 Michael White, Resident; Re: Drainage Maintenance between Underhill Cres
and Rachewood Crt
Michael White referred to an ongoing dispute regarding the responsibility
of maintaining the catch basin, drainage swale and retaining wall located
behind his property, indicating that they are on Town property. He
requested that the Town investigate the concerns and assume
maintenance responsibilities.
General Committee received the comments of the delegation.
6.2 Phiona Durrant, Shurithi Sharad, and Rebekah Murdoch, representing Aurora
Black Community Association; Re: Black History Month Celebrations
Phiona Durrant referred to the upcoming Black History Month Celebrations
and Aurora Black Community (ABC) Association programs and activities
and inquired about the possibility of funding or sponsorship to help
facilitate the programs and celebrations in the future.
General Committee received the comments of the delegation.
6.3 Don Given, President, Malone Given Parsons Ltd, representing TFP Aurora
Developments Ltd.; Re: Item 9.2 - PDS22-005 - Application for Site Plan
Approval, TFP Aurora Developments Ltd, 20 and 25 Mavrinac Blvd
David Stewart, representing TFP Aurora Developments Ltd., provided
background and overview of the site plan application to permit the
development of 211 units on two common element condominiums on the
subject lands. He further provided details of the site plan, proposed
streetscape and elevations, sidewalk connections, and private parkettes.
Don Given, Steven McIntyre, Steven Yu, Doug Woo, and Eva Li were in
attendance to respond to any questions.
Page 23 of 82
4
General Committee received and referred the comments of the delegation
to item 9.2.
7. Consent Agenda
General Committee recommends:
That Consent Agenda Item 7.1 be received for information.
Carried
7.1 Memorandum from Councillor Gaertner; Re: Lake Simcoe Region
Conservation Authority Board Meeting Highlights of December 17, 2021
1. That the memorandum regarding Lake Simcoe Region Conservation
Authority Board Meeting Highlights of December 17, 2021, be received
for information.
Carried
8. Advisory Committee Meeting Minutes
General Committee recommends:
That the Advisory Committee Meeting minutes 8.1 to 8.3 inclusive, be received
for information.
Carried
8.1 Heritage Advisory Committee Meeting Minutes of January 12, 2022
1. That the Heritage Advisory Committee meeting minutes of January 12,
2022, be received for information.
Carried
8.2 Finance Advisory Committee Meeting Minutes of January 18, 2022
1. That the Finance Advisory Committee Meeting Minutes of January 18,
2022, be received for information.
Carried
8.3 Anti-Black Racism and Anti-Racism Task Force Meeting Minutes of January
19, 2022
1. That the Anti-Black Racism and Anti-Racism Task Force Meeting
Minutes of January 19, 2022, be received for information.
Page 24 of 82
5
Carried
9. Consideration of Items Requiring Discussion (Regular Agenda)
The Committee considered the items in the following order: 9.2, 9.1, 9.3, 9.4, and
9.5.
9.1 CMS22-006 - SARC Gymnasium Addition – Project Update
Lisa Warth, Manager, Recreation, presented an overview of the Stronach
Aurora Recreation Complex (SARC) gym addition project noting the
progress thus far and the community consultation process and outcomes.
She further provided details of the two design options and highlighted the
pros and cons of each design layout, site fit challenges, and budget
availability. It was noted that final design and updated cost estimate will
be provided upon further consultation.
General Committee recommends:
1. That Report No. CMS22-006 be received; and
2. That staff be directed to proceed with Option 1, a single gymnasium,
multipurpose space and renovated customer service and
administration space; and
3. That staff report back to Council with a final design and updated cost
estimate prior to tender issuance.
Carried
9.2 PDS22-005 - Application for Site Plan Approval, TFP Aurora Developments
Limited, 20 and 25 Mavrinac Boulevard, Blocks 1, 2 and 6, Plan 65M-3852,
File Number: SP-2021-08, Related File Numbers: OPA-2017-01, ZBA-2017-03
& SUB-2017-02
General Committee recommends:
1. That Report No. PDS22-005 be received; and
2. That Site Plan Application File SP-2021-08 to permit the development
of 211 units (210 townhouse units and 1 single detached unit) on two
proposed common element condominiums be approved, in principle,
subject to the following conditions:
Page 25 of 82
6
i. That all outstanding comments and requirements from Town and
external agencies be addressed to the satisfaction of the Director
of Planning and Development Services, prior to execution of a Site
Plan agreement; and
ii. That the Owners enter into a Site Plan Agreement with the Town to
address requirements of the Town and external agencies,
including but not limited to, the provision for payment by the
Owner of all applicable fees, securities, and any other financial
obligations; and
3. That approval of future Draft Plan of Condominium Application(s)
required to implement Site Plan Application File SP-2021-08 be
delegated to the Director of Planning and Development Services.
Carried
9.3 CMS22-005 - Disc Golf Course Update
General Committee recommends:
1. That Report No. CMS22-005 be received; and
2. That Highland Gate be removed as a potential location to build a disc
golf course; and
3. That the evaluation and review to build a disc golf course be referred
to the Parks and Recreation Master Plan review process.
Carried
9.4 CS22-002 - Updates to the Use of Corporate Resources for Election
Campaign Purposes Policy
General Committee recommends:
That the policy be amended to permit the rental of Town parks for
campaign purposes.
Defeated
General Committee recommends:
1. That Report No. CS22-002 be received; and
Page 26 of 82
7
2. That the policy be amended to disallow the rental of Town facilities for
election campaign purposes; and
3. That the policy be amended to allow candidates to use meeting videos
on the Town's YouTube Channel in their campaign material; and
4. That the amendments to the Use of Corporate Resources for Election
Campaign Purposes Policy be approved.
Carried as amended
9.5 FIN22-003 - Property Tax and Water Bill Payment Options
General Committee recommends:
1. That Report No. FIN22-003 be received; and
2. That Council endorse the elimination of cash transactions at Town
Hall for property tax and water bill payments.
Carried
10. Notices of Motion
10.1 Mayor Mrakas; Re: Request to Dissolve Ontario Land Tribunal (OLT)
Whereas Municipalities across this province collectively spend millions of
dollars of taxpayer money and municipal resources developing Official
Plans that meet current Provincial Planning Policy; and
Whereas an Official Plan is developed through months of public
consultation to ensure, “that future planning and development will meet
the specific needs of (our) community”; and
Whereas our Official Plan includes provisions that encourage
development of the “missing middle” or “gentle density” to meet the need
for attainable housing in our community; and
Whereas our Official Plan is ultimately approved by the province; and
Whereas it is within the legislative purview of Municipal Council to
approve Official Plan amendments or Zoning By-law changes that better
the community or fit within the vision of the Town of Aurora Official Plan;
and
Page 27 of 82
8
Whereas it is also within the legislative purview of Municipal Council to
deny Official Plan amendments or Zoning By-law changes that do not
better the community or do not fit within the vision of the Town of Aurora
Official Plan; and
Whereas municipal planning decisions may be appealed to the Ontario
Land Tribunal (OLT; formerly the Ontario Municipal Board or “OMB”), an
unelected, appointed body that is not accountable to the residents of
Aurora; and
Whereas the OLT has the authority to make a final decision on planning
matters based on a “best planning outcome” and not whether the
proposed development is in compliance with municipal Official Plans; and
Whereas all decisions—save planning decisions—made by Municipal
Council are only subject to appeal by judicial review and such appeals are
limited to questions of law and or process; and
Whereas Ontario is the only province in Canada that empowers a separate
adjudicative tribunal to review and overrule local decisions applying
provincially approved plans; and
Whereas towns and cities across this Province are repeatedly forced to
spend millions of dollars defending Official Plans that have already been
approved by the province in expensive, time consuming and ultimately
futile OLT hearings; and
Whereas lengthy, costly OLT hearings add years to the development
approval process and acts as a barrier to the development of attainable
housing;
1. Now Therefore Be It Hereby Resolved That Town of Aurora Council
requests the Government of Ontario to dissolve the OLT immediately
thereby eliminating one of the most significant sources of red tape
delaying the development of more attainable housing in Ontario; and
2. Be It Further Resolved That a copy of this Motion be sent to the
Honourable Doug Ford, Premier of Ontario, the Minister of Municipal
Affairs and Housing, the Leader of the Opposition, the Leaders of the
Liberal and Green Party, all MPPs in the Province of Ontario; the Large
Page 28 of 82
9
Urban Mayors’ Caucus of Ontario, the Small Urban GTHA Mayors and
Regional Chairs of Ontario; and
3. Be It Further Resolved That a copy of this Motion be sent to the
Association of Municipalities of Ontario (AMO) and all Ontario
municipalities for their consideration.
11. Regional Report
None.
12. New Business
Councillor Humfryes offered her condolences to former Councillor David
Griffith's family and expressed appreciation for his and his family's contributions
to the Town.
New Business Motion No. 1
General Committee recommends:
That the comments from Delegation 6.1, by Michael White, regarding the
responsibility of maintenance of the catch basin, drainage swale, and retaining
wall between Underhill Cres and Rachewood Crt, be referred to staff to report
back to Council.
Carried
13. Public Service Announcements
Mayor Mrakas announced the following updates and activities in Aurora:
The Town will be celebrating Black History Month throughout February and
noted the formal flag raising ceremony held at Town Hall earlier today
Installation of outdoor rinks is complete; visit aurora.ca/outdoorrinks for
updates and location information
Mayor Mrakas noted that starting this week, the Province has permitted the
reopening of indoor facilities, gyms, cinemas, event spaces at 50% capacity; as a
result, the following Town programs and services will resume to in-person:
Payments for water, tax, parking tickets or pet licenses can be made at Town
Hall; contact info@aurora.ca or 905-727-3123 for more information
Page 29 of 82
10
Club Aurora Fitness Centre programs offered in-person and virtual; visit
aurora.ca/fitnessclasses for more information
Aquatic programs including lane swims, leisure swim, and aquafit classes;
more information is available at aurora.ca/aquatics
Drop-in programs at the Aurora Family Leisure Complex (AFLC); visit
aurora.ca/aflcdropin for more information
Councillor Gilliland announced that the Town is seeking entries to community
and individual photo contests and submissions can be emailed to
aaraujo@aurora.ca by the following dates:
Cabin Fever Reliever Photo Contest, by Monday, February 7, 2022, visit
aurora.ca/cabinfever for more information
Aurora's Snow Sculpture Contest, by Sunday, February 13, 2022, visit
aurora.ca/arcticadventure for more information
Councillor Gaertner extended a reminder to follow the public health guidelines to
help prevent the spread of COVID-19.
14. Closed Session
General Committee consented to resolve into Closed Session to consider Item
14.1 - Personal Matters about an identifiable individual, including municipal or
local board employees (Section 239(2)(b) of the Municipal Act, 2001); Re: Verbal
Update from the CAO
14.1 Personal matters about an identifiable individual, including municipal or
local board employees (Section 239(2)(b) of the Municipal Act, 2001); Re:
Verbal Update from the CAO
General Committee recommends:
That the verbal update from the CAO be received for information.
Carried
15. Adjournment
That meeting was adjourned at 10:50 p.m.
Page 30 of 82
1
Town of Aurora
General Committee
Meeting Report
Date:
Time:
Location:
Tuesday, February 15, 2022
7:00 p.m.
Council Chambers, Aurora Town Hall
Council Members: Councillor Rachel Gilliland (Chair)
Mayor Tom Mrakas
Councillor Wendy Gaertner*
Councillor John Gallo*
Councillor Sandra Humfryes
Councillor Harold Kim
Councillor Michael Thompson
Other Attendees: Doug Nadorozny, Chief Administrative Officer
Allan Downey, Director of Operations*
Robin McDougall, Director of Community Services*
Lisa Hausz, Acting Director, Planning and Development
Services*
Techa van Leeuwen, Director of Corporate Services*
Rachel Wainwright-van Kessel, Director of Finance*
Carley Smith, Manager, Corporate Communications*
Patricia De Sario, Town Solicitor*
Anna Henriques, Manager, Development Planning*
Rosanna Punit, Planner*
Mat Zawada, Accessibility Advisor*
Michael de Rond, Town Clerk
Samantha Yew, Deputy Town Clerk
Ishita Soneji, Council/Committee Coordinator
*Attended electronically
_____________________________________________________________________
Page 31 of 82
2
1. Call to Order
The Chair called the meeting to order at 7:02 p.m.
General Committee consented to recess the meeting at 8:55 p.m. and
reconvened the meeting at 9:06 p.m.
General Committee consented to extend the hour past 10:30 p.m. to 11 p.m.
2. Land Acknowledgement
General Committee acknowledged that the meeting took place on the traditional
territory of the Anishinaabe, the Haudenosaunee, and the Wendat peoples whose
presence here continues to this day. It was noted that Aurora is part of the treaty
lands of the Mississaugas of the Credit and the Williams Treaties First Nations,
and we thank them for sharing the land.
3. Approval of the Agenda
General Committee approved the revised agenda as circulated by Legislative
Services on a two-thirds majority vote to further include Delegations 6.5, 6.6, and
6.7 on the agenda.
4. Declarations of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act, R.S.O. 1990, c. M.50.
5. Community Presentations
5.1 Brian North, representing Southlake Foundation; Re: 2022 Nature's
Emporium Run for Southlake
Brian North, on behalf of the Southlake Foundation, presented an overview
of the growth of Southlake Regional Health Centre and services provided
to the community, and invited everyone to participate in the 2022 Nature's
Emporium Run for Southlake to help raise funds to serve the community.
He reviewed details of the four-week virtual event to take place throughout
April and the in-person race/walk to be held on Sunday, April 24, 2022, and
noted that registration is open at runforsouthlake.ca. He further
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3
encouraged Mayor Mrakas and Council members to form their team to
help raise funds for the hospital and keep the Mayor's Challenge Cup in
Aurora.
General Committee received the presentation for information.
6. Delegations
General Committee consented to consider Delegation 6.3 prior to Delegation 6.2.
6.1 George Popalis, Resident; Re: Municipal Tree Removal Request
George Popalis expressed concern regarding the municipal crab-apple
tree located in front of his property causing nuisance and damage to his
property and requested that the tree be removed. He further offered
support in the tree removal and replacement process if necessary.
General Committee received the comments of the delegation.
6.2 Wendy Kenyon, Resident; Re: Item 9.1 - PDS22-002 - Applications for Zoning
By-law Amendment and Site Plan Control, L&B Aurora Inc., North East
Quadrant of Wellington Street and John West Way
Wendy Kenyon expressed concerns regarding the proposed development
noting the impacts on the existing wildlife, natural habitats, woodlots, and
ecologically fragile portions of the subject land. She emphasized the need
to preserve the natural features and uphold the Official Plan policies and
the existing zoning of the subject land.
General Committee received and referred the comments of the delegation
to Item 9.1.
6.3 George Skoulikas, Resident; Re: Item 9.1 - PDS22-002 - Applications for
Zoning By-law Amendment and Site Plan Control, L&B Aurora Inc., North
East Quadrant of Wellington Street and John West Way
George Skoulikas expressed concerns regarding the proposed
development noting that the subject land is a flood plain with high risk of
flooding and soil erosion. He further expressed concerns regarding the
proposed cut and fill and emphasized the need to uphold and preserve the
existing zoning of the subject land and the Official Plan policies. He
Page 33 of 82
4
requested that the comments and concerns expressed by residents at
previous Public Planning meetings be taken into consideration
General Committee received and referred the comments of the delegation
to Item 9.1.
6.4 Maricella Sauceda, Resident; Re: Item 9.1 - PDS22-002 - Applications for
Zoning By-law Amendment and Site Plan Control, L&B Aurora Inc., North
East Quadrant of Wellington Street and John West Way
Maricella Sauceda expressed concerns regarding the proposed
development and inconsistencies in the Environment Impact Study
submitted by the applicant noting the lack of mention of snapping turtles
under species at risk. She further emphasized the need to thoroughly
evaluate the existing wildlife and endangered species habitats, and the
need to protect the natural environmental features of the subject land.
General Committee received and referred the comments of the delegation
9.1.
6.5 Joanna Fast, Evans Planning, representing L&B Aurora Inc.; Re: Items 9.1
and 9.2 - PDS22-002 and PDS22-026 - Applications for Zoning By-law
Amendment and Site Plan Control, L&B Aurora Inc., North East Quadrant of
Wellington Street and John West Way
Joanna Fast, Evans Planning, presented an overview of the proposed
development to facilitate the construction of a six storey, 150-unit
apartment building on the subject land. She further provided details of the
site plan and contextual plan, proposed land use designation, cut and fill
plan on the site, and environmental features preservation and
management plan. Jean-Christophe De Massaic, Amber Palmer, and John
Fracchioni were present to respond to any questions.
General Committee received and referred the comments of the delegation
to Items 9.1 and 9.2.
6.6 Don Given, Allyssa Hrynyk, Sarah Kurtz, and Brian Henshaw, representing
Shining Hill Collections Inc.; Re: Item 9.3 - PDS22-032 - Zoning By-law
Amendment, Shining Hill Collections Inc., 306 St. Johns Sideroad West, File
Number: ZBA-2021-02
Page 34 of 82
5
Don Given provided a brief overview of the zoning by-law amendment
application and along with Brian Henshaw, Allyssa Hrynyk, Sarah Kurtz
responded to any questions from the Committee.
General Committee received and referred the comments of the delegation
to Item 9.3.
6.7 Yevheniya Pokhvalina, Resident; Re: Item 9.1 - PDS22-002 - Applications for
Zoning By-law Amendment and Site Plan Control, L&B Aurora Inc., North
East Quadrant of Wellington Street and John West Way
Yevheniya Pokhvalina, on behalf of the residents on Amberhill Way,
expressed concerns regarding the proposed development noting the
overall impact to the surrounding community. She further expressed
concerns with the building height, possible traffic congestion on
Wellington Street West, and the overall increase in density in the area due
to the development.
General Committee received and referred the comments of the delegation
to Item 9.1.
7. Consent Agenda
None.
8. Advisory Committee Meeting Minutes
None.
9. Consideration of Items Requiring Discussion (Regular Agenda)
General Committee consented to consider Items 9.1 and 9.2 together.
9.1 PDS22-002 - Applications for Zoning By-law Amendment and Site Plan
Control, L&B Aurora Inc., North East Quadrant of Wellington Street and John
West Way, Part Lot 81, Concession 1, Part 4 on Plan 65R-13645, File
Numbers: ZBA-2019-01 and SP-2020-05
9.2 PDS22-026 - Additional Information to Applications for Zoning By-law
Amendment and Site Plan Control, L&B Aurora Inc., North East Quadrant of
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6
Wellington Street and John West Way, Part Lot 81, Concession 1, Part 4 on
Plan 65R-13645, File Number: ZBA-2019-01 and SP-2020-05
General Committee recommends:
1. That Report Nos. PDS22-002 and PDS22-026 be received; and
2. That the Zoning By-law Amendment Application File: ZBA 2019-01 be
endorsed in principle, including the proposed increase in height in
exchange for the proposed community benefits as discussed herein;
and
3. That the proposed Zoning By-law Amendment be brought forward to a
future Council meeting for enactment once an agreement has been
executed between the Town and the Owner to secure the proposed
Section 37 community benefits; and
4. That Site Plan Application File: SP-2020-05 be approved in principle to
permit the development of a six-storey residential apartment building
with 150 units; and
5. That servicing allocation be allocated to service the development with
150 apartment units.
Defeated
General Committee recommends:
1. That Report Nos. PDS22-002 and PDS22-026 be received for
information.
Carried
9.3 PDS22-032 - Zoning By-law Amendment, Shining Hill Collections Inc., 306
St. Johns Sideroad West, File Number: ZBA-2021-02
General Committee recommends:
1. That Report No. PDS22-032 be received; and
2. That the Zoning By-law Amendment Application File: ZBA 2021-02
(Shining Hill Collections Inc.) be approved to rezone a portion of the
subject lands from “Oak Ridges Moraine Rural (RU-ORM)” to
“Institutional Exception Zone” [I (XX)]; and
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7
3. That the Zoning By-law Amendment be brought forward to a future
Council meeting for enactment.
Carried
9.4 CMS22-008 - Pet Cemetery – Project Update and Fencing Options
Robin McDougall, Director, Community Services, presented an overview of
the Pet Cemetery Project highlighting the focus of the on-site work for the
next few years including site restoration involving debris removal, stone
restoration, entrance design, and restoring internal pathways. She further
provided details regarding the temporary and permanent perimeter
fencing options, security of the site, future heritage designation options,
and future programming initiatives to obtain archival and historical
context of the existing stones. A video outlining details of the overall
project and work conducted on site was presented.
General Committee recommends:
1. That Report No. CMS22-008 be received; and
2. That staff be directed to pursue historic recognition options for the Pet
Cemetery site; and
3. That staff be directed to include a new capital project in the 2023
budget for Council’s consideration for the construction of permanent
fencing around the Pet Cemetery lands.
Carried
9.5 CS22-007 -Town of Aurora Multi-Year Accessibility Plan 2022 – 2026
General Committee recommends:
1. That Report No. CS22-007 be received; and
2. That Council endorse the new Town of Aurora Multi-Year Accessibility
Plan 2022 – 2026.
Carried
10. Notices of Motion
None.
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8
11. Regional Report
11.1 York Regional Council Highlights of January 27, 2022
General Committee recommends:
1. That the York Regional Council Highlights of January 27, 2022, be
received for information.
Carried
12. New Business
New Business Motion No. 1
General Committee recommends:
That the comments from Delegation 6.1, by George Popalis, regarding municipal
tree removal request, be referred to staff to report back to Council.
Carried
Councillor Gallo referred to the Province’s recently announced changes in the
COVID-19 vaccination proof mandate and inquired if the Town intends to
implement similar regulations at Town facilities, and staff provided a response.
Councillor Gaertner referred to residents' concerns regarding the lack of notice
given to residents regarding a recent appeal to the Ontario Land Tribunal (OLT)
and emphasized the need for notices to all registered interested parties.
13. Public Service Announcements
Mayor Mrakas announced the following updates and activities in Aurora:
The Town is celebrating Black History Month throughout February noting that
various activities will be held throughout the month such as Paint and Writing
Night hosted by the Aurora Black Community Association on Friday, February
18, 2022, and an all-day screening of Ninth Floor documentary directed by
Mina Shum on Sunday, February 20, 2022; visit aurora.ca/blackhistorymonth
for more details.
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9
Aurora's Arctic Adventure will be held from Friday, February 18, 2022, to
Monday, February 21, 2022; visit aurora.ca/arcticadventure for further details
on activities and pre-registration
The Aurora Economic Development Corporation (AEDC) is seeking additional
board members and deadline to apply is Friday, March 4, 2022, at 4:30 p.m.;
visit aurora.ca/aedc for more information
The Town is accepting nominations for the 2022 Community Recognition
Awards and the deadline for nominations is Friday, April 4, 2022; visit
aurora.ca/cra for more information
Councillor Gaertner extended appreciation to Phiona Durrant, representing Aurora
Black Community Association, and Loba Fallah, owner of Bookworms and
Company, who were featured on the CBC radio show hosted by Jill Dempsey.
Councillor Gallo announced that the Diversity on the Ice event as part of the
Black History Month celebrations will be held at Queen's Diamond Jubilee Park
on Sunday, February 20, 2022, at 1:30 p.m.
Councillor Gilliland announced that the Aurora Optimist Club, in partnership with
the Aurora Food Pantry and Joe and Val's No Frills, will be hosting the "Fill the
Freezer" campaign kick-off event in front of the store on Saturday, February 19,
2022, at 11 a.m. She further announced that Joe and Val's No Frills store will be
celebrating their one-year anniversary on this day and will be making a
contribution to the pantry and accepting donations at the register in store for a
week.
Councillor Gilliland announced that the Aurora Optimist Club will be hosting a
mobile food truck for patrons at the 2022 Aurora Arctic Adventure event to raise
funds for the community and encouraged everyone to contribute.
Mayor Mrakas extended a reminder that the Aurora Tigers Jr. A team will be
playing at the Aurora Community Centre on Saturday, February 19, 2022, at 2:30
p.m. and will be the featured game of the week on CHCH-TV. He further noted
that all Aurora Minor Hockey Association players who wear their jerseys will be
granted free entry into the arena and a best sign contest will be conducted at the
game.
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Mayor Mrakas announced that the Central York Girls Hockey Association "She
Shoots She Saves" fundraising campaign kick-off event will be held on Sunday,
February 20, 2022, from 10 a.m. to 11:30 a.m. at the Newmarket Lions Hall
outdoor rink.
14. Closed Session
None.
15. Adjournment
The meeting was adjourned at 11:02 p.m.
Page 40 of 82
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Motion
Notice given February 1 , 2022
_______________________________________________________________________________________
Re: Request to Dissolve Ontario Land Tribunal (OLT)
To: Members of Council
From: Mayor Tom Mrakas
Date: February 22, 2022
_______________________________________________________________________________________
Whereas Municipalities across this province collectively spend millions of dollars of
taxpayer money and municipal resources developing Official Plans that meet current
Provincial Planning Policy; and
Whereas an Official Plan is developed through months o f public consultation to ensure,
“that future planning and development will meet the specific needs of (our) community”;
and
Whereas our Official Plan includes provisions that encourage development of the
“missing middle” or “gentle density” to meet the need for attainable housing in our
community; and
Whereas our Official Plan is ultimately approved by the province; and
Whereas it is within the legislative purview of Municipal Council to approve Official Plan
amendments or Zoning By-law changes that better the community or fit within the
vision of the Town of Aurora Official Plan; and
Whereas it is also within the legislative purview of Municipal Council to deny Official
Plan amendments or Zoning By -law changes that do not better the community or do not
fit within the vision of the Town of Aurora Official Plan; and
Whereas municipal planning decisions may be appealed to the Ontario Land Tribunal
(OLT; formerly the Ontario Municipal Board or “OMB”), an unelected, appointed body
that is not accountable to the residents of Aurora; and
Whereas the OLT has the authority to make a final decision on planning matters based
on a “best planning outcome” and not whether the proposed development is in
compliance with municipal Official Plans; and
Page 41 of 82
Request to Dissolve Ontario Land Tribunal (OLT)
February 22, 2022 Page 2 of 2
Whereas all decisions—save planning decisions—made by Municipal Council are only
subject to appeal by judicial review and such appeals are limited to questions of law
and or process; and
Whereas Ontario is the only province in Canada that empowers a separate adjudicat ive
tribunal to review and overrule local decisions applying provincially approved plans; and
Whereas towns and cities across this Province are repeatedly forced to spend millions
of dollars defending Official Plans that have already been approved by the p rovince in
expensive, time consuming and ultimately futile OLT hearings; and
Whereas lengthy, costly OLT hearings add years to the development approval process
and acts as a barrier to the development of attainable housing;
1. Now Therefore Be It Hereby Resol ved That Town of Aurora Council requests the
Government of Ontario to dissolve the OLT immediately thereby eliminating one of
the most significant sources of red tape delaying the development of more attainable
housing in Ontario; and
2. Be It Further Resolved That a copy of this Motion be sent to the Honourable Doug
Ford, Premier of Ontario, the Minister of Municipal Affairs and Housing, the Leader of
the Opposition, the Leaders of the Liberal and Green Party, all MPPs in the Province
of Ontario; the Large Urban Mayors’ Caucus of Ontario, the Small Urban GTHA
Mayors and Regional Chairs of Ontario; and
3. Be It Further Resolved That a copy of this Motion be sent to the Association of
Municipalities of Ontario (AMO) and all Ontario municipalities for their consider ation.
Page 42 of 82
__________________________________
The Corporation of the Town of Aurora
By-law Number XXXX-22
Being a By-law to declare as surplus and sell municipal lands
(Barrie Rail Corridor properties).
Whereas section 5(3) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended (the
“Act”) states that a municipal power, including a municipality’s capacity, rights, powers
and privileges under section 9 of the Act, shall be exercised by by-law unless the
municipality is specifically authorized to do otherwise;
And whereas The Corporation of the Town of Aurora (the “Town”) is the owner of the
lands described on Schedule “A” attached hereto and forming part of this By-law (the
“Lands”);
And whereas the Town does not require the Lands for municipal purposes and deems it
necessary to declare as surplus and sell the Lands;
And whereas on May 8, 2001, the Council of the Town enacted By-law Number 4255-
01.A, being a By-law to provide procedures with respect to the sale of municipal land,
which provisions with respect to the sale of the Lands has been adhered to;
Now therefore the Council of the Corporation of The Town of Aurora hereby enacts as
follows:
1. The Lands be and are hereby declared as surplus.
Enacted by Town of Aurora Council this 22nd day of February, 2022.
__________________________________
Tom Mrakas, Mayor
Michael de Rond, Town Clerk
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By-law Number XXXX-22 Page 2 of 2
Schedule “A”
All and singular those certain parcels or tracts of land and premises situate, lying and
being in the Town of Aurora, in the Regional Municipality of York and being composed
of:
(a) Part of the Road Allowance between Lots 75 and 76, Concession 1, designed
at Part 2 on Plan 65R-38201, being part of PIN 03670-0722 (LT); and
(b) Block C on Registered Plan M-51, designed at Part 1 on Plan 65R-38293, being
part of PIN 03644-0003 (LT).
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The Corporation of the Town of Aurora
By-law Number XXXX-22
Being a By-law to enact a new Procurement Policy
for the Town of Aurora.
Whereas paragraph 3 of subsection 270(1) of the Municipal Act, 2001, S.O. 2001, c. 25,
as amended provides that, a municipality shall adopt and maintain policies with respect
to its Procurement of goods and services;
And whereas on May 8, 2018, The Corporation of the Town of Aurora (the “Town”)
passed a by-law regarding its Procurement of goods and services, being By-law Number
6076-18;
And whereas it is deemed necessary to adopt a policy by by-law with respect to the
Town’s Procurement of goods and services to replace By-law Number 6076-18;
And whereas it is then deemed necessary and expedient to repeal By-law Number
6076-18;
Now therefore the Council of The Corporation of the Town of Aurora hereby enacts as
follows:
1. By-law Number 6076-18, as amended, and all previous by-laws and policies passed
under paragraph 3 of subsection 270(1) of the Municipal Act, 2001, S.O. 2001, c.
25., or any predecessor thereof, are repealed in their entirety, including all sections,
schedules, and amendments.
2. The Town of Aurora Procurement Policy, attached hereto as Appendix “A”, is
hereby adopted and enacted as the policy for the procurement of goods and
services for the Town, pursuant to paragraph 3 of subsection 270(1) of the
Municipal Act, 2001, S.O. 2001, c. 25.
Enacted by Town of Aurora Council this 22nd day of February, 2022.
___________________________________
Tom Mrakas, Mayor
___________________________________
Michael de Rond, Town Clerk
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Table of Contents
PROCUREMENT POLICY ............................................................................................................. 2
SECTION 1 – PURPOSE AND PRINCIPLES ............................................................................................. 2
SECTION 2 – INTERPRETATION AND APPLICATION ........................................................................... 2
SECTION 3 – ETHICAL CONDUCT AND CONFLICTS OF INTEREST ................................................... 5
SECTION 4 – ROLES AND RESPONSIBILITIES ....................................................................................... 5
SECTION 5 – ESTABLISHMENT OF SUPPLY ARRANGEMENTS ......................................................... 8
SECTION 6 – PROCUREMENT OF DELIVERABLES ................................................................................ 9
SECTION 7 – SUPPLIER RELATIONS AND CONTRACT MANAGEMENT .......................................... 13
SECTION 8 – PROCUREMENT RECORD-KEEPING .............................................................................. 14
SECTION 9 – COMPLIANCE MONITORING AND REPORTING ........................................................... 15
SECTION 10 – GREEN PROCUREMENT ................................................................................................ 16
SCHEDULE A – GLOSSARY OF TERMS ................................................................................................. 17
SCHEDULE B – EXCLUSIONS ................................................................................................................. 21
SCHEDULE C – PROCUREMENT THRESHOLDS .................................................................................. 24
SCHEDULE D – THRESHOLD AND AUTHORIZATION SCHEDULE ..................................................... 25
SCHEDULE E – SUPPLIER CODE OF CONDUCT ................................................................................... 31
Page 1
Appendix “A”
Town of Aurora Procurement Policy
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Town of Aurora Procurement Policy
Page 2
PROCUREMENT POLICY
SECTION 1 – PURPOSE AND PRINCIPLES
1.1 Purpose
The purpose of this policy is to detail the principles, procedures, roles, and responsibilities
for the Town’s Procurement operations.
1.2 Principles
The Town is committed to conducting its Procurement operations in accordance with the
following principles:
• compliance and consistency with applicable legislation, trade agreements,
policies, and procedures;
• open, fair, and transparent processes that afford equal access to all qualified
Suppliers;
• reciprocal non-discrimination and geographic neutrality with respect to its trading
partners in accordance with trade treaty obligations;
• achieving best value through consideration of the full range of Procurement
formats and the adoption of commercially reasonable business practices;
• effective balance between accountability and efficiency; and
• ensuring adherence to the highest standards of ethical conduct.
SECTION 2 – INTERPRETATION AND APPLICATION
2.1 Defined Terms
Terms used in this policy are defined in the Glossary of Terms (Schedule A).
2.2 Application
This policy applies to the Procurement of all Deliverables with the exception of the
exclusions set out in Schedule B of this policy. Procurement includes the acquisition of
Deliverables by purchase, rental, or lease.
This policy does not apply to:
• Contracts or agreements relating to hiring of employees or employee
compensation or reimbursement of employee expenses;
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Town of Aurora Procurement Policy
Page 3
• Contracts or agreements for the sale, purchase, lease or license of land or existing
buildings; or
• Procurement conducted by Central York Fire Services, the Aurora Public Library
Board or any municipal services corporation established by the Town.
2.3 Authorization Schedule
The Authorization Schedule (Schedule D) sets out the authorities for:
a) initiating a procurement;
b) conducting a Procurement process and approving the award of a Contract;
c) issuing Purchase Orders and signing Contracts on behalf of the Town; and
d) approving amendments to existing Contracts.
2.4 Procurement Protocols and Procedures
Procurement Services is responsible for developing and maintaining detailed protocols
and procedures to support this policy. All procurements covered by this policy must be
conducted in accordance with all applicable protocols and procedures.
2.5 Emergency Purchases
Notwithstanding any other provisions of this policy, where an emergency exists and prior
approval of the Procurement Manager cannot be obtained, a Department Head, or their
designate, may authorize any officer or employee to acquire required Deliverables in an
expedited manner.
For greater certainty, an emergency Procurement includes any other expenditure that is
necessary to respond to or effectively manage any Town emergency, or as required under
the Emergency Management and Civil Protection Act, R.S.O. 1990, c. E.9, as amended.
Emergency procurements shall only be to the extent necessary to mitigate the immediate
threat or risk, or to temporarily contain the situation or circumstance and restore services.
Longer term projects or work for replacement of lost significant infrastructure must
follow the provisions of this policy.
Situations of urgency resulting from the failure to properly plan for a Procurement do not
constitute an emergency.
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Town of Aurora Procurement Policy
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2.5.1 Purchases During a Declared Emergency or Similar
During an emergency declaration or similar situation where the CAO, or other authorized
person, convenes some or all of the members of the Municipal Emergency Control Group,
but for which a formal declaration of an emergency is not made, but an emergency
intervention is approved, this policy is suspended only for purchases that relate directly
or indirectly to the emergency situation. All other routine Procurement activities of the
Town during the emergency, but unrelated, remain subject to this policy.
Purchases relating to the situation to contain and manage the emergency situation shall
be authorized as set out in the Municipal Emergency Management Response Program
and the Town’s Treasurer shall prepare the required accountability and financial reports
for Council for information following the termination of the emergency.
2.5.2 Emergency Procurement not Related to a Declared Emergency
An emergency Procurement may be made when an event occurs or a circumstance is
discovered that is determined by the Department Head or the Chief Building Official to be
an imminent and significant threat to, or which has already significantly affected or
threatened: (a) public health; (b) the maintenance of essential Town services; (c) the
safety or welfare of persons or of public property; or (d) the security of the Town’s
interests; but such emergency Procurement is only permitted where time does not permit
open competitive bidding or obtaining invitational quotations.
2.6 Co-operative Purchasing
The Town may participate in co-operative or joint purchasing initiatives with other
government agencies or public authorities where such initiatives are determined by the
Procurement Manager to be in the best interests of the Town to do so. If the Town
participates in such co-operative or joint purchasing initiatives, the Town may adhere to
the policies of the entity conducting the purchasing process, provided that such policies
comply in spirit with this policy. If the Town is leading a co-operative or joint purchasing
initiative, this policy will be followed.
2.7 Piggyback Purchasing
The Town may piggyback on an existing procurement by accepting the results of a
competitive Procurement process of another government agency or public authority
where the provisions of the original Solicitation Document allow for such a piggyback, or
when the Supplier is willing to do so, and it is believed by the Procurement Manager it is
in the best interest of the Town to do so. Piggyback Procurements shall be considered a
Non-Standard Procurement and shall comply with the reporting and approval
requirements set out in Schedule “D" - Threshold and Authorization Schedule that apply
to Non-Standard Procurements.
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SECTION 3 – ETHICAL CONDUCT AND CONFLICTS OF INTEREST
3.1 Conduct and Conflicts of Interest
The Town’s Procurement activities must be conducted with integrity, and all individuals
involved in the Town’s Procurement activities must act in a manner that is consistent with
the principles and objectives of this policy and in accordance with the Town’s Code of
Conduct, and the Council Code of Conduct.
All participants in a Procurement process, including any outside consultants or other
service providers participating on behalf of the Town, must declare any perceived,
possible, or actual conflicts of interest.
“Conflict of interest,” when applied to the activities of the Town and its Suppliers, means
a conflict or tension between one’s private interests and one’s public or fiduciary duties.
3.2 Supplier Conduct and Conflicts of Interest
The Town requires its Suppliers to act with integrity and conduct business in an ethical
manner.
All Suppliers participating in a Procurement process or providing Deliverables to the Town
must declare any perceived, possible, or actual conflicts of interest and must conduct
themselves in accordance with the Supplier Code of Conduct in Schedule E of this policy.
The Town may refuse to do business with any Supplier that has engaged in illegal or
unethical bidding practices, has an actual or potential conflict of interest or an unfair
advantage, or fails to adhere to ethical business practices.
SECTION 4 – ROLES AND RESPONSIBILITIES
4.1 Role and Responsibilities of Council
It is the role of Council to establish policy and approve expenditures through the Town’s
budget-approval process. Through this policy, Council delegates to the Town’s officers
and employees the authority to incur expenditures in accordance with approved budgets
through the Procurement of Deliverables in accordance with the rules and processes set
out in this policy and applicable protocols and procedures. Council will not generally be
involved in the day-to-day Procurement operations or individual Procurement processes,
except to the extent that the approval of Council is required under this policy or in the
event that an exception to this policy is required.
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Town of Aurora Procurement Policy
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4.2 Roles and Responsibilities of Employees
Specific responsibilities pertaining to all stages of a Procurement process, from the initial
identification of requirements through to the management of Contracts with Suppliers,
are detailed in this policy and applicable protocols and procedures. In addition to those
specific responsibilities, the general roles and responsibilities delegated to the Town’s
employees are set out below.
4.2.1 Procurement Manager
It is the role of Procurement Services to lead the Town’s Procurement operations. In
fulfilling this role, the Procurement Manager, or designate, is responsible for:
a) ensuring the consistent application of this policy and the provision of Procurement
services to the Departments efficiently and diligently;
b) developing Procurement strategies and continually analyzing business
requirements and spending patterns to identify opportunities for more strategic
sourcing;
c) researching, developing, maintaining, updating, and communicating Procurement
protocols, procedures, and templates;
d) addressing any issues or concerns that arise in respect of a Procurement process
and seeking guidance, support, and advice of Legal Services, as required; and
e) providing appropriate orientation, training, and tools to employees involved in
Procurement activities.
4.2.2 Department Heads
It is the role of the Departments to ensure that their requirements for Deliverables are met
in accordance with the principles and objectives of this policy. In fulfilling this role,
Department Heads are responsible for ensuring that their Department complies with this
policy and all applicable protocols and procedures, encouraging sound Procurement
practices and ensuring the provision of appropriate education and training to employees
involved in Procurement activities.
Department Heads will be held accountable for any decision to proceed with a
Procurement process or transaction that is not conducted in accordance with this policy
or does not have the approval of Procurement Services.
4.2.3 Department Employees
Employees of all Departments are responsible for complying with this policy. Department
employees involved in Procurement activities must understand their obligations and
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Town of Aurora Procurement Policy
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responsibilities under this policy and all applicable protocols and procedures, and they
should consult with Procurement Services in respect of any questions regarding the
application or interpretation of this policy or any relevant procedures.
4.2.4 Procurement Services Employees
Employees of Procurement Services are responsible for complying with this policy and
ensuring this policy and all protocols and procedures are applied consistently. Employees
of Procurement Services are responsible for:
a) providing strategic support, consultation and procurement services to the
Departments efficiently and diligently;
b) assisting with the development of Procurement strategies and analysis of
business requirements and spending patterns to identify opportunities for more
strategic sourcing;
c) communicating Procurement protocols, procedures, and templates to the Town;
and
d) training clients on the procurement policy, protocols and forms.
Employees of Procurement Services must understand their obligations and
responsibilities under this policy and all applicable protocols and procedures, and are
responsible for complying with this policy and ensuring consistent application of this
policy. Employees of Procurement Services should consult with the Procurement
Manager in respect of any questions regarding the application or interpretation of this
policy.
Employees of Procurement Services must understand their obligations and
responsibilities under this policy and all applicable protocols and procedures, and they
should consult with the Procurement Manager in respect of any questions regarding the
application or interpretation of this policy, and the protocols and procedures.
4.2.5 Legal Services
It is the role of Legal Services to provide legal advice and assistance on the Town’s
Procurement activities and its relationships with Suppliers. In fulfilling this role, Legal
Services is responsible for:
a) advising the Procurement Manager as required on legal issues arising from
Procurement activities and reviewing and approving specific Solicitation
Documents and related documentation referred for legal review by the
Procurement Manager;
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Town of Aurora Procurement Policy
b) providing advice on the finalization of Contracts and agreements and reviewing
and advising on proposed changes to the Town’s standard terms and conditions,
legal agreements, and Solicitation Document templates; and
c) providing legal advice and counsel to the Town in the event of a Contract dispute
or legal challenge flowing from a Procurement process.
4.3 Procurement Governance Committee
Procurement Governance Committee (“PGC”) is hereby established for the purpose of
making determinations under:
(a) the Procurement Protest Protocol;
(b) the Supplier Suspension Protocol; and
(c) the Non-Standard Procurements authority to procure between $100,000 and under
$250,000,
and for considering and providing input on other Procurement matters that may be
referred to it by the Procurement Manager.
Meetings and deliberations of the PGC will include the Procurement Manager and at least
two members of the Executive Leadership Team or employees of the Town. Legal
Services will provide guidance and advice to the PGC, as required.
SECTION 5 – ESTABLISHMENT OF SUPPLY ARRANGEMENTS
5.1 Recurring Requirements
Before initiating a Procurement, Departments must consider the availability of existing
supply arrangements. If the Deliverables will be required on a frequent or regularly
recurring basis, and there is no existing supply arrangement, the Department must
consult with Procurement Services about the possibility of establishing a Standing Offer
or Qualified Supplier Roster.
5.2 Standing Offers
Standing Offers may be established for standardized Deliverables to be purchased by all
Departments, where:
(a) the requirements for Deliverables are recurring and predictable over an extended
period of time;
(b) the requirements are standard and clearly defined at the time of establishment of
the Standing Offer; and
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Town of Aurora Procurement Policy
(c) it is possible to fix pricing for the Deliverables for the duration of the Standing
Offer.
The establishment of a Standing Offer does not create a contractual commitment to
procure Deliverables from the Supplier. The commitment to purchase against a Standing
Offer is formed at the time a specific order is placed through the issuance of a Purchase
Order to the Supplier.
The Procurement Manager is authorized to establish Standing Offers through an Open
Competition. The Open Competition will be managed by Procurement Services, with the
co-operation and involvement of subject-matter experts from the relevant Department(s).
If multiple Standing Offers are established for the same goods or services, clear ranking
methodologies and call-up procedures must be specified.
5.3 Qualified Supplier Rosters
Qualified Supplier Rosters may be established to prequalify Suppliers that will be eligible
to compete for individual work assignments involving the delivery of a particular type of
Deliverables, as and when required.
The establishment of a Qualified Supplier Roster does not create a contractual
commitment to procure Deliverables from any of the Suppliers. When Deliverables are
required, a Roster Competition will be conducted for the purposes of awarding a contract
to one of the qualified Suppliers.
The Procurement Manager is authorized to conduct Open Framework Competitions to
establish Qualified Supplier Rosters. The Open Framework Competition will be managed
by Procurement Services, with the co-operation and involvement of the Department(s), in
accordance with the Qualified Supplier Roster Protocol.
SECTION 6 – PROCUREMENT OF DELIVERABLES
6.1 Procurement Planning
Effective Procurement planning is essential to ensuring an effective result and to limit
risk to the Town. Departments must follow the Procurement Planning Protocol and
ensure that they leave sufficient time to plan for a procurement, including time for:
a) developing proper specifications and business requirements;
b) obtaining internal reviews;
c) conducting a Competitive Process, as required; and
d) obtaining necessary approvals.
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6.2 Market Research
Where the Department is uncertain about the Deliverables required or where there is
insufficient internal knowledge about the market, the Department must consult with
Procurement Services about conducting a Request for Information (“RFI”) process. An
RFI process must be conducted by Procurement Services, and be openly posted in order
to gather market research from prospective Bidders. It must not be used as a pre-
qualification tool.
6.3 Procurement Value
It is important to accurately estimate the value of the Procurement to determine the
appropriate Procurement method and ensure compliance with the requirements of this
policy. Possible extension years must be included in the calculation of the Procurement
Value. Departments must refer to the Procurement Planning Protocol for additional
guidance on determining the Procurement Value.
6.4 Contract-Splitting
Subdividing, splitting or otherwise structuring Procurement requirements or contracts in
order to reduce the value of the Procurement or in any way circumvent the requirements
or intent of this policy is not permitted.
6.5 Initiating Procurement
Unless specifically permitted under this policy or the Procurement protocols or
procedures, Departments are not permitted to procure Deliverables or engage with
potential Suppliers regarding the Procurement of Deliverables without the involvement of
Procurement Services. All procurements must be initiated in accordance with the
Procurement Planning Protocol.
6.6 Procurement Authorization
Before any Procurement process begins, authorization of the Procurement and
delegation of authority to procure must be obtained in accordance with the Authorization
Schedule.
6.7 Standard Procurement Methods
Depending on the nature, value, and circumstances of the Procurement, the Town may
procure Deliverables through the standard Procurement methods outlined below in this
Section. The various thresholds are set out in Schedule C of this policy.
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6.7.1 Existing Supply Arrangement
6.7.1.1 Ordering from Standing Offer
When a Standing Offer is available, its use is mandatory for all Departments. To purchase
from a Standing Offer, Departments should process orders directly with the Supplier. The
purchase from a Standing Offer can be made through P-Card or Purchase Order referring
to the Standing Offer details should be created and sent to the Supplier as per the
Contract. The Purchase Order referencing the Standing Offer and reflecting the prices and
terms and conditions of the Standing Offer will be created and issued to the Supplier by
the Department.
6.7.1.2 Roster Competition
If the Deliverables are available under an existing Qualified Supplier Roster, they must be
acquired through a Roster Competition.
Roster Competitions will be managed by Procurement Services, with the co-operation and
involvement of the Department, in accordance with the Qualified Supplier Roster Protocol.
6.7.2 Low-Value Procurement
Where the Procurement Value is below the Low-Value Purchase Threshold and the
Deliverables are not covered under an existing Standing Offer or Qualified Supplier Roster,
Departments may make Low-Value Procurements without the involvement of
Procurement Services.
It is the responsibility of the Department to determine if there is an existing Standing Offer
or Qualified Supplier Roster for the required Deliverables before making a purchase. When
available, the Deliverables must be purchased in accordance with the terms of the
Standing Offer or in accordance with the Qualified Supplier Roster Protocol.
For Low-Value Procurements, the Department is only required to obtain one quote and
may acquire the Deliverables using a corporate purchasing card or by submitting a
Purchase Order requisition to be approved by the Manager or Department Head based on
the individual’s Financial Authority.
Where practical, Departments are encouraged to obtain multiple quotes to ensure they
are obtaining the best value. Quotes may be obtained through advertisements or Supplier
catalogues or by contacting the potential Supplier(s) by telephone or email.
The Department Head is responsible and accountable for Low-Value Procurements and
may authorize specific individuals within the Department to make Low-Value
Procurements and may assign specific spending authority limits, in accordance with the
individual’s Financial Authority.
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If a Department anticipates making multiple Low-Value Procurements of the same
Deliverables and the total value of those purchases may exceed the applicable Low-Value
Purchase Threshold, the Department must contact Procurement Services to discuss the
possibility of setting up a Standing Offer or Qualified Supplier Roster.
6.7.3 Mid-Value Procurement (Invitational Competition)
A Mid-Value Procurement uses an Invitational Competition, in which Bids are solicited
from a minimum of three Suppliers, and is the standard method of Procurement when the
Procurement Value is between the Low-Value Purchase Threshold and the Open
Competition Threshold. For Mid-Value Procurements, the Department may acquire the
Deliverables by submitting a Purchase Order requisition to be approved by the Manager
or Department Head based on the individual’s Financial Authority.
The Department Head is responsible and accountable for ensuring that the process is
conducted in accordance with the Invitational Competition Protocol.
Open Competition may be conducted in lieu of a Mid-Value Procurement, where the
Procurement Manager, in consultation with the Department, determines that it would be
in the Town’s best interest.
6.7.4 Open Competition
An Open Competition, in which Bids are solicited from all interested Suppliers through a
publicly posted Solicitation Document, is the standard method of Procurement when the
Procurement Value equals or exceeds the Open Competition Thresholds.
Open Competitions must also be used to establish Standing Offers.
Open Competitions may include two-stage Procurement processes in which a pre-
qualification process is conducted by soliciting and evaluating submissions from all
interested Suppliers in order to establish a short list of prequalified Suppliers that will be
eligible to submit a Bid in response to a second-stage Solicitation Document. A two-stage
Procurement process may be used whenever determined appropriate by the Procurement
Manager.
Open Competitions will be managed by Procurement Services, with the co-operation and
involvement of the Department, in accordance with the Open Competition Protocol.
6.8 Non-Standard Procurement
Non-Standard Procurement means the acquisition of Deliverables through a method
other than the standard method for the type and value of the Deliverables, as set out
above under Section 6.7.
Non-standard Procurement methods include:
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a) acquiring Deliverables directly from a particular Supplier without conducting a
Competitive Process when an Invitational Competition or an Open Competition
would normally be required; and
b) soliciting Bids from a limited number of Suppliers without conducting an open pre-
qualification process when an Open Competition would normally be required.
The use of a Non-Standard Procurement process is permitted only under the specific
circumstances set out in the Non-Standard Procurement Protocol and must be approved
in accordance with the Non-Standard Procurement Protocol.
Under no circumstances will a Non-Standard Procurement be used for the purpose of
avoiding competition among Suppliers or in a manner that discriminates against or
advantages Suppliers based on geographic location.
6.9 Contract Award and Finalization
Contracts must be awarded in accordance with this policy and the applicable protocol(s)
governing the Procurement process and must be authorized in accordance with the
Authorization Schedule.
A Contract may be entered into through the execution of a legal agreement and/or the
issuance of a Purchase Order evidencing the contract. The Contract must be entered into
prior to the delivery or provision of the Deliverables. No work shall commence without a
Purchase Order having been issued with sufficient funds available for the work.
The Procurement Manager has delegated authority to issue Purchase Orders on behalf
of the Town. Agreements must be signed in accordance with the Authorization Schedule.
No Contract may be entered into, either through the issuance of a Purchase Order or the
execution of an agreement, unless:
a) approved funding in an amount sufficient to cover the Procurement Value is
available;
b) the Procurement process was conducted in accordance with this policy; and
c) applicable protocols and all required authorizations have been obtained.
SECTION 7 – SUPPLIER RELATIONS AND CONTRACT MANAGEMENT
7.1 Debriefings
Where the Town has conducted an Open Competition, unsuccessful Suppliers may
request a debriefing. Debriefings must be conducted in accordance with the Bidder
Debriefing Protocol.
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7.2 Procurement Protests
Suppliers may formally protest the outcome of a Procurement process. Procurement
protests must be managed and responded to in accordance with the Procurement Protest
Protocol.
7.3 Contract Management
All contracts for Deliverables must be managed by the Department in accordance with
the Contract Management Protocol. Master Framework Agreements will be managed by
Procurement Services in accordance with the Qualified Supplier Rosters Protocol.
7.4 Contract Extensions or Amendments
Contract extensions and amendments must not be used to expand a Contract beyond
what was contemplated under the terms of the Contract and the original Procurement
process or to circumvent the need to procure additional Deliverables through a
Competitive Process in accordance with this policy.
If a Contract amendment results in a net increase to the Contract value previously
approved, the amendment must be approved in accordance with the Contract
Management Protocol and the Authorization Schedule.
7.5 Supplier Performance
The performance of a Supplier under Contract must be monitored and tracked in
accordance with the Supplier Performance Evaluation Protocol.
7.6 Supplier Suspension
Suppliers can be suspended from participating in future Procurement processes in
accordance with the Supplier Suspension Protocol.
SECTION 8 – PROCUREMENT RECORD-KEEPING
8.1 Supplier Information
The Town must ensure that Supplier information submitted in confidence in connection
with a Procurement process or Contract is adequately protected. Procurement Services
and the Departments must ensure that all Bids and Contracts are kept in a secure location
and are only accessible by those individuals directly involved with the Procurement or
management of the Contract.
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8.2 Procurement Records
The maintenance, release, and management of all Procurement records must be in
accordance with the Town’s policies and procedures on document management and
access to information and the Municipal Freedom of Information and Protection of Privacy
Act.
Procurement Services is responsible for ensuring that all documentation relating to a
Procurement is properly filed and maintained in a Procurement project file.
Documentation and reports regarding Procurement processes and Contract awards
(including Non-Standard Procurements) and data necessary to trace the process
conducted electronically must be maintained as required under the Town’s document
management policies.
SECTION 9 – COMPLIANCE MONITORING AND REPORTING
9.1 Compliance Monitoring
Non-compliance with this policy may expose the Town to the risk of Supplier complaints,
reputational damage, Bid disputes, legal challenges, and may comprises the integrity,
fairness, openness, and transparency of the process.
Department Heads are required to observe and address non-compliance with this policy
within their Departments. Where instances of non-compliance are identified, the
Department Head is expected to notify the Procurement Manager and obtain advice; (a)
with respect to mitigating potential risks to the Town arising from the non-compliance;
and (b) to ensure future non-compliance is avoided.
The Procurement Manager is responsible for monitoring compliance across the
organization. Based on the results of compliance monitoring, reports outlining instances
of non-compliance will be issued by the Procurement Manager to the relevant Department
Head. The Department Head must address the identified compliance concerns and
submit a written confirmation of actions taken to the Procurement Manager. Ongoing
concerns with respect to compliance will be subject to internal audit.
The Procurement Manager will address noncompliance in accordance with the
procedures established under the Non-Compliance Reporting and Remediation Protocol.
9.2 Audit
All Procurement activities will be subject to audit by York Region Audit Services.
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9.3 Reporting
The Procurement Manager will prepare and submit to Council a quarterly report
summarizing the Town’s Procurement activities, including:
(a) Non-standard Procurements; and
(b) Procurements over $250,000.
SECTION 10 – GREEN PROCUREMENT
10.1 Green Procurement
Town staff are responsible for ensuring that their procurements address the Town’s
green procurement objectives in a manner consistent with the Green Procurement Policy.
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SCHEDULE A – GLOSSARY OF TERMS
“Bid” means a submission in response to a Solicitation Document, and includes
proposals, quotations, or responses.
“Bidder” means a Supplier that submits a Bid, and includes proponents and respondents.
“CAO” means the Chief Administrative Officer for the Town.
“Competitive Process” means the solicitation of Bids from multiple Suppliers.
“Contract” means a commitment by the Town for the Procurement of Deliverables from
a Supplier, which may be evidenced by an agreement executed by the Supplier and the
Town, or a Purchase Order issued by the Town to the Supplier.
“Contract Administrator” means an employee assigned to the management of a
Contract.
“Council” means the elected Council of the Town.
“Deliverables” means any goods, services, or construction, or combination thereof.
“Department” means the department of the Town that is requisitioning the purchase of
the Deliverables.
“Department Head” means a Director (or designate) of the Town who is responsible for
a Department, and shall include the CAO with respect to his/her direct responsibilities
for a Department.
“Department Lead” means the Department employee assigned primary responsibility for
a Procurement.
“Division” means the division of the Town that is requisitioning the purchase of the
Deliverables.
“Division Manager” means the Manager, or their designate, of the Town who is
responsible for a Division.
“Financial Authority” refers to the Town’s financial authority registry which outlines the
signing authority for individual Town employees.
“Invitational Competition” means a Competitive Process in which an invitation to submit
Bids is issued to at least three Suppliers.
“Legal Services” means the Town’s Legal Services division.
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“Low-Value Procurement” means any Procurement of Deliverables with a value below the
Low-Value Purchase Threshold set out in Schedule C, except where the Procurement is
made through an existing Standing Offer or Qualified Supplier Roster.
“Low-Value Purchase Threshold” means the maximum value for a Procurement of
Deliverables that the Town may procure without proceeding with an Open Competition.
“Master Framework Agreement” means a master agreement entered into between the
Town and the prequalified Suppliers that have been included on a Qualified Supplier
Roster.
“Mid-Value Procurement” is an Invitational Competition where bids are sought from
three suppliers.
“Non-Standard Procurement” means the acquisition of Deliverables through a process
or method other than the standard method required for the type and value of the
Deliverables. Non-standard Procurement methods include:
a) acquiring Deliverables directly from a particular Supplier without conducting a
Competitive Process when an Invitational Competition or an Open Competition would
normally be required; and
b) soliciting Bids from a limited number of Suppliers without conducting an open pre-
qualification process when an Open Competition would normally be required.
“Open Competition” means the solicitation of Bids through a publicly posted Solicitation
Document.
“Open Competition Threshold” means the minimum value for a Procurement that the
Town must procure using an Open Competition.
“Open Framework Competition” means the Competitive Process used to establish a
Qualified Supplier Roster and provide for an ongoing application process during the term
of the Qualified Supplier Roster, as further described in the Qualified Supplier Rosters
Protocol.
“Performance Evaluation Report” means a report evaluating a Supplier’s performance in
accordance with the Supplier Performance Evaluation Protocol, and includes both Interim
and Final Performance Evaluation Reports.
“Procurement” means the acquisition of Deliverables by purchase, rental, or lease.
“Procurement Governance Committee” (“PGC”) means the committee established by the
Town under the Procurement Policy for the purposes of considering and making
determinations on procurement-related matters, including determinations under the
Procurement Protest Protocol, and the Supplier Suspension Protocol.
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“Procurement Manager” means the individual officer or employee who is responsible for
Procurement Services.
“Procurement Plan” means the plan developed by a Department at the outset of an
Invitational Competition or Open Competition in accordance with the Competitive
Procurement Planning Protocol.
“Procurement Services” means the branch, department, division, or unit responsible for
purchasing Deliverables for the Town.
“Procurement Value” means the maximum total value of the Deliverables being procured,
and it must include all costs to the Town, including, as applicable, acquisition,
maintenance, replacement, and disposal; training, delivery, and installation; and extension
options, less applicable rebates or discounts and exclusive of sales taxes.
“Purchase Order” means the Town’s written document issued by a duly authorized
employee of the Town to a Supplier formalizing all the terms and conditions of the
purchase and supply of the Deliverables identified on the face of the Purchase Order.
“Purchasing Card” means a credit card provided by the Town to authorized officers and
employees for use as a payment method to purchase directly from Suppliers where
permitted under the Procurement Policy and in accordance with any cardholder
agreement and applicable procedures.
“Qualified Supplier Roster” means a list of Suppliers that have participated in and
successfully met the requirements of a Request for Pre-Qualifications (“RFPQ”) and have
therefore been prequalified to perform individual work assignments involving the delivery
of a particular type of Deliverable. The Suppliers that qualify for inclusion on the Qualified
Supplier Roster will enter into a Master Framework Agreement and will be eligible to
participate in Roster Competitions, as and when the goods or services are required.
“Request for Information” or “RFI” means a market research initiative for the collection
of data for the purposes of future Procurement planning.
“Roster Competition” means an expedited, invitational competition between Suppliers
that have been included on a Qualified Supplier Roster for the selection of a Supplier to
perform a discrete work assignment during the term of the roster.
“Solicitation Document” means the document issued by the Town, or in the case of a
piggyback Procurement by a government agency or public authority, to solicit Bids from
Bidders.
“Standing Offer” means a written offer from a pre-approved Supplier to supply
Deliverables to the Town, upon request, through the use of an ordering process during a
particular period of time, at a predetermined price or discount, generally within a
predefined dollar limit. The Standing Offer does not create a contractual commitment
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from either party for a defined volume of business. The commitment to purchase against
a Standing Offer is formed at the time a specific order is placed through the issuance of
a Purchase Order to the Supplier.
“Supplier” means a person carrying on the business of providing Deliverables.
“Total Cumulative Increase” means the total value of all increases to the original
Procurement Value, including the value of all previously approved amendments and the
value of the proposed amendment.
“Town” means The Corporation of the Town of Aurora.
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SCHEDULE B – EXCLUSIONS
1. Excluded Acquisitions and Expenditures
(a) This policy does not apply to Contracts, agreements or costs related for the sale,
purchase, lease, or licence of land or existing buildings.
(b) This policy does not apply to the acquisition of the following Deliverables:
i. services provided by licensed lawyers, notaries or forensic auditors;
ii. services of expert witnesses or factual witnesses used in court or legal
proceedings, including tribunal matters;
iii. financial services including banking, merchant fees, brokerage, debt
issuance, and investments;
iv. insurance premiums and services, including insurance adjusters, and
replacement purchases made as a result of an insurance claim;
v. goods intended for resale to the public;
vi. goods purchased on a commodity market;
vii. works of art; and
viii. subscriptions to newspapers, magazines, or other periodicals.
(c) This policy does not apply to Contracts or agreements relating to hiring of
employees or employee compensation, or memberships or dues, or
reimbursement of employee expenses, or employee training, including
conferences, courses, and seminars.
(d) This policy does not apply to goods or services procured from a government entity
or non-profit organization. Note: This exclusion does not apply to procurements
that are covered by the Canada-European Union Comprehensive Economic and
Trade Agreement (the “CETA”).
(e) This policy does not apply with respect to competitive Procurement requirements,
and in such cases Procurement can be conducted as a Non-Standard
Procurement, when it can be demonstrated that the goods or services can be
supplied only by a particular Supplier and no alternative or substitute exists for the
following reason(s):
i. there is an absence of competition for technical reasons;
ii. patents, copyrights, or other exclusive rights must be protected.
(f) This policy does not apply when the Procurement is for:
i. goods or consulting services regarding matters of a confidential or
privileged nature and the disclosure of those matters through an Open
Competition could reasonably be expected to compromise government
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confidentiality, result in the waiver of privilege, cause economic disruption,
or be contrary to the public interest;
ii. a prototype or a first good or service to be developed in the course of and
for a particular Contract for research, experiment, study, or original
development, but not for any subsequent purchases;
iii. goods available under exceptionally advantageous circumstances that
arise only in the very short term, such as resale of used equipment,
liquidation, bankruptcy, or receivership;
iv. a Contract to be awarded to the winner of a design contest and the contest
was organized in a fair and transparent manner and was advertised by
publicly posted notice and participants were judged by an independent jury;
v. The Procurement is being conducted on behalf of an entity that is not
covered by the Procurement Policy.
(g) This policy does not apply with respect to competitive Procurement requirements
when unforeseeable events have resulted in a situation where extreme urgency
exists and the goods or services could not be obtained in time through an Open
Competition. In such cases, the Procurement may be conducted as a Non-
Standard Procurement. Note: The Department Lead must clearly identify and
explain the unforeseeable events that brought about the urgency. Failure to plan
for and proceed with a Procurement in a timely manner will not be considered a
valid reason for a Non-Standard Procurement.
(h) This policy does not apply with respect to competitive Procurement requirements
when the Procurement Value is below the Open Competition Threshold and it is in
the best interests of the Town to proceed with a Non-Standard Procurement. In
such cases, the Procurement may be conducted as a Non-Standard Procurement.
Note: The Department Lead must clearly explain why it is in the Town’s best
interest to proceed with a Non-Standard Procurement rather than an Invitational
Competition.
(i) This policy does not apply with respect to competitive Procurement requirements
when the Procurement is otherwise exempt from Open Competition requirements
under all applicable trade agreements, and it is in the best interests of the Town to
proceed with a Non-Standard Procurement. In such cases, the Procurement may
be conducted as a Non-Standard Procurement. Note: The Department Lead must
indicate the specific section(s) of the applicable trade agreements that provide for
the exemption and clearly explain why it is in the Town’s best interest to proceed
with a Non-Standard Procurement rather than an Open Competition.
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(j) This policy does not apply to payment of the Town’s general expenses, such as:
i. Taxes including Harmonized Sales Tax (HST), remittance of property taxes
and development charges to school boards and York Region
ii. Debt repayment and sinking fund contributions
iii. Costs related to employee training, development and recruitment in
accordance with Town policies
iv. Grants to agencies in accordance with Town policies
v. Postage and courier services
vi. Utility charges for consumption and acquisition of water, sewer, electricity,
natural gas
vii. Utility relocation and construction costs relating to a capital project
viii. Town sponsored employee purchase programs
ix. Employment agencies for temporary employment contracts
x. Appraisal fees
xi. Arbitrator, mediator and other similar professionals
xii. Suppliers and entertainers for special events and programs
xiii. Goods, services or construction where 100 percent of the total cost is
funded by a third party
2. Approval and Payment of Excluded Acquisitions and Expenditures
The approval and payment of excluded items is to be completed in accordance with
the Town’s financial authority registry.
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SCHEDULE C – PROCUREMENT THRESHOLDS
Table 1 – Procurement Thresholds
Low-Value Procurements Below $25,000
Mid-Value Procurements (Invitational
Competition)
$25,000 to less than $50,000
Open Competition $50,000 and over
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SCHEDULE D – THRESHOLD AND AUTHORIZATION SCHEDULE
A. STANDARD PROCUREMENT
Table 1 – Table of Authority
Procurement
Method and
Threshold
Authorized to
Initiate
Procurement
Delegated
Authority to
Award*
Contract Requirement
Order from
Existing
Standing Offer
Department
Head
Division Manager Use existing contract
from standing offer if
available
Contract approved
based on Financial
Authority
Roster
Competition
Less than
$50,000
Department
Head
Division Manager Use existing contract
from roster if available
Contract approved
based on Financial
Authority
Roster
Competition
$50,000 and
over
Department
Head
Division Manager
and
Procurement
Manager
Use existing contract
from roster if available
Contract approved
based on Financial
Authority
Low-Value
Procurement
Below $25,000
Department
Head or
designate
Division Manager None required
Mid-Value
Procurement
(Invitational
Competition)
$25,000 to
<$50,000
Department
Head
Division Manager Required only for
construction
procurements over
$25,000 in a form
approved by Legal
Services
Contract approved
based on Financial
Open
Competition
< $1M
Department
Head
Division Manager
and
Procurement
Manager
Required for all
procurements in a
form approved by
Legal Services
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Procurement
Method and
Threshold
Authorized to
Initiate
Procurement
Delegated
Authority to
Award*
Contract Requirement
Contract approved
based on Financial
Authority
Open
Competition
≥ $1M
Department
Head
Division Manager
and
Procurement
Manager
Required for all
procurements in a
form approved by
Legal Services
Contract approved by
the CAO
* The Ability to award is contingent on the individual having the Financial Authority to do
so.
1. Authorization Process
a) The Department Lead completes the Procurement Authorization Form and submits it
to the Department Head.
b) The Department Head reviews and approves the Procurement Authorization Form.
c) If a Contract is required and less than $1 million dollars, then it must be in a form
approved by Legal Services and signed by an individual in the Department with the
appropriate Financial Authority. If the contract required is equal to or greater than $1
million dollars, then the Contract must be in a form approved by Legal Services and
approved by the CAO.
d) No Procurement may be authorized unless sufficient funding is available in an
approved budget, unless authorized by Council.
2. Delegated Authority to Procure
The delegation of authority to procure includes the authority to:
a) conduct the Procurement process in accordance with this policy and applicable
protocols;
b) approve the Procurement document(s) for a Competitive Process;
c) approve the selection of qualified Bidders in a multi-stage Open Competition;
d) approve the establishment of qualified Supplier rosters in an Open Framework
Competition; and
e) approved the award of the Contract.
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3. Conditions of Delegated Authority to Procure
Delegated authority to procure is subject to the following conditions:
a) No Procurement may be initiated unless approved budget funding in an amount
sufficient to cover the Procurement Value is available.
b) In the case of a multi-stage Open Competition or an Open Framework Competition,
qualified Bidders are selected in accordance with the evaluation and selection
process set out in the Solicitation Document.
c) No Contract award may be approved unless:
i. sufficient funding is available in an approved budget;
ii. the Procurement process was conducted through the standard
Procurement method, as determined in accordance with this policy;
iii. the Procurement process was conducted in accordance with this
policy and all applicable protocols; and
iv. in the case of a Competitive Process, the Contract is awarded to the
top-ranked Bidder, as determined in accordance with the evaluation
and selection process set out in the Solicitation Document.
Where the authority to procure is delegated to multiple individuals, all those individuals
must be satisfied that the above conditions of delegated authority are met.
4. Council Authority
If any of the applicable conditions of delegated authority are not met, Council approval
must be obtained before proceeding with any Procurement activity.
B. NON-STANDARD PROCUREMENT
Table 2 – Table of Authority
Procurement Value Authorize
Procurement
Delegated Authority to
Procure
< Open Competition Threshold Department Head Department Lead
≥ Open Competition Threshold and
< $100K
CAO Department Head
$100K < $250K PGC Department Head
$250K and over Council Department Head
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1. Authorization Process
a) The Department Lead completes the Non-Standard Procurement Authorization Form
and submits it to the Department Head.
b) The Department Head reviews and approves the Non-Standard Procurement
Authorization Form.
c) If the Procurement Value is less than the applicable Open Competition Threshold, the
Department Head may authorize the Procurement and delegate the authority to
procure to the Department Lead.
d) If the Procurement Value is equal to or greater than the applicable Open Competition
Threshold but less than $100,000, the Department Head submits the Non-Standard
Procurement Authorization Form to the CAO.
e) If the Procurement Value is equal to or greater than $100,000 but less than $250,000,
the PGC may authorize the Procurement and delegate the authority to procure to the
Department Head.
f) If the Procurement Value is equal to or greater than $250,000, the Department Head
submits a report to Council for authority to proceed with the procurement. Council
may authorize the Procurement and delegate the authority to procure to the
Department Head.
g) No Procurement may be authorized unless sufficient funding is available in an
approved budget, unless authorized by Council.
2. Delegated Authority to Procure
In the case of a Non-Standard Procurement, the delegation of authority to procure
includes the authority to negotiate and finalize the Contract with the selected Supplier.
Contract requirements follow the same thresholds as standard Procurements. No
Contract may be finalized unless sufficient funding is available in an approved budget
and is approved by Legal Services.
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C. CONTRACT ISSUANCE OR EXECUTION
1. Authorized Signatories
The Procurement Manager has delegated authority to issue Purchase Orders on behalf
of the Town.
The following individuals have delegated authority to execute legal agreements on behalf
of the Town:
Table 3 – Authorized Signatories
Procurement Value Authorized Signatory
< $1M Department Head or delegate,
in accordance with Financial
Authority
≥ $1M CAO
Note: All contracts shall be reviewed by Legal Services prior to signing.
2. Review and Execution Process
a) In accordance with the delegated authority to procure, the authorized individual(s):
i. approves the award of the Contract;
ii. confirms all pre-conditions of award are met; and
iii. assembles all Contract documents and provides the Contract documents to
Legal Services for review.
b) If an agreement is to be signed, Legal Services reviews and approves the
agreement for signature and the agreement is sent to the Authorized Signatory.
c) The agreement is signed by the Authorized Signatory.
3. Pre-Approval of Standard Term Contracts
Legal Services may approve standard term Contract documents, including Purchase
Order terms, standard forms of agreement, and supplementary terms and conditions for
use in specified circumstances and subject to established conditions.
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Town of Aurora Procurement Policy
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D. CONTRACT AMENDMENTS
Table 4 – Table of Authority if Total Cumulative Increase is Less Than 20% of Original
Procurement Value
Total Cumulative Increase Authorize Amendment
< $50,000 Department Head
≥ $50,000 CAO
Table 5 – Table of Authority if Total Cumulative Increase is Equal to or More Than 20%
of Original Procurement Value
Total Cumulative Increase Authorize Amendment
< $250,000 Chief Administrative Officer
≥ $250,000 Council
Total Cumulative Increase means the total value of all increases to the original
Procurement Value, including the value of all previously approved amendments and the
value of the proposed amendment.
1. Authorization Process
a) The Contract Administrator completes the Contract Amendment Authorization Form.
b) If the Procurement Value is less than the applicable Open Competition Threshold, the
Contract Administrator obtains the appropriate authority based on the above tables.
If the amendment must be authorized by the Department Head or CAO, the Contract
Amendment Authorization Form must first be approved by the Department Head when
CAO approval is required.
c) If the Total Cumulative Increase is equal to or greater than the applicable Open
Competition Threshold, the Contract amendment must be treated as a Non-Standard
Procurement and the Contract Amendment Authorization Form must be reviewed by
the PGC. The PGC reviews and addresses any concerns with the Department Head.
Once any concerns have been resolved or noted on the Contract Amendment
Authorization Form, the Form shall be submitted to the CAO based on Table 4 above
and if the increase is more than 20% of the original value, the Department Head shall
seek approval from Council in a report in accordance with the authority in Table 5
above.
d) No Contract amendment may be authorized unless sufficient funding is available in
an approved budget, unless authorized by Council.
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Town of Aurora Procurement Policy
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SCHEDULE E – SUPPLIER CODE OF CONDUCT
The Town requires its Suppliers to act with integrity and conduct business in an ethical
manner. The Town may refuse to do business with any Supplier that has engaged in illegal
or unethical bidding practices, has an actual or potential conflict of interest or an unfair
advantage, or fails to adhere to ethical business practices.
Suppliers are responsible for ensuring that any employees, representatives, agents, or
subcontractors acting on their behalf conduct themselves in accordance with this
Supplier Code of Conduct. The Town may require the immediate removal and
replacement of any individual or entity acting on behalf of a Supplier that conducts
themselves in a manner inconsistent with this Supplier Code of Conduct. The Town may
refuse to do business with any Supplier that is unwilling or unable to comply with such
requirement.
A. ILLEGAL OR UNETHICAL BIDDING PRACTICES
Illegal or unethical bidding practices include:
a) bid-rigging, price-fixing, bribery or collusion, or other behaviours or practices
prohibited by federal or provincial statutes;
b) offering gifts or favours to the Town’s officers, employees, appointed or elected
officials, or any other representative of the Town;
c) engaging in any prohibited communications during a Procurement process;
d) submitting inaccurate or misleading information in a Procurement process; and
e) engaging in any other activity that compromises the Town’s ability to run a fair
Procurement process.
The Town will report any suspected cases of collusion, bid-rigging, or other offences
under the Competition Act to the Competition Bureau or to other relevant authorities.
B. CONFLICTS OF INTEREST
All Suppliers participating in a Procurement process must declare any perceived,
possible, or actual conflicts of interest.
The term “conflict of interest,” when applied to Suppliers, includes any situation or
circumstance where:
a) in the context of a Procurement process, the Supplier has an unfair advantage or
engages in conduct, directly or indirectly, that may give it an unfair advantage,
including but not limited to:
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Town of Aurora Procurement Policy
Page 32
i. having, or having access to, confidential information of the Town that is
not available to other Suppliers;
ii. having been involved in the development of the Procurement document,
including having provided advice or assistance in the development of
the Procurement document;
iii. receiving advice or assistance in the preparation of its response from
any individual or entity that was involved in the development of the
Procurement document;
iv. communicating with any person with a view to influencing preferred
treatment in the Procurement process (including but not limited to the
lobbying of decision-makers involved in the Procurement process); or
v. engaging in conduct that compromises, or could be seen to
compromise, the integrity of an open and competitive Procurement
process or render that process non-competitive or unfair; or
b) in the context of performance under a potential Contract, the Supplier’s other
commitments, relationships, or financial interests:
i. could, or could be seen to, exercise an improper influence over the
objective, unbiased, and impartial exercise of its independent judgment;
or
ii. could, or could be seen to, compromise, impair, or be incompatible with
the effective performance of its contractual obligations.
Where a Supplier is retained to participate in the development of a Solicitation Document
or the specifications for inclusion in a Solicitation Document, that Supplier will not be
allowed to respond, directly or indirectly, to that Solicitation Document.
C. ETHICAL BUSINESS PRACTICES
In providing Deliverables to the Town, Suppliers are expected to adhere to ethical
business practices, including:
a) performing all Contracts in a professional and competent manner and in accordance
with the terms and conditions of the Contract and the duty of honest performance;
b) complying with all applicable laws, including safety and labour codes (both domestic
and international as may be applicable); and
c) providing workplaces that are free from harassment and discrimination.
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The Corporation of the Town of Aurora
By-law Number XXXX-22
Being a By-law to amend By-law Number 6000-17, as amended,
respecting the lands municipally known as 306 St. Johns Sideroad West
(File No. ZBA-2021-02).
Whereas under section 34 of the Planning Act, R.S.O. 1990, c. P.13, as amended (the
“Planning Act”), zoning by-laws may be passed by the councils of local municipalities to
prohibit and regulate the use of land, buildings and structures;
And whereas on June 27, 2017, the Council of The Corporation of the Town of Aurora (the
“Town”) enacted By-law Number 6000-17 (the “Zoning By-law”), which Zoning By-law was
appealed to the Ontario Municipal Board (the “OMB”);
And whereas on January 29, 2018, the OMB made an order, in accordance with
subsection 34(31) of the Planning Act, providing that any part of the Zoning By-law not
in issue in the appeal shall be deemed to have come into force on the day the Zoning
By-law was passed;
And whereas the OMB and the Local Planning Appeal Tribunal (the “LPAT”) is continued
under the name Ontario Land Tribunal (the “Tribunal”), and any reference to the Ontario
Municipal Board or OMB or Local Planning Appeal Tribunal or LPAT is deemed to be a
reference to the Tribunal;
And whereas the Council of the Town deems it necessary and expedient to further amend
the Zoning By-law;
Now therefore the Council of The Corporation of the Town of Aurora hereby enacts as
follows:
1. The Zoning By-law be and is hereby amended to replace the “Oak Ridges Moraine
- Rural (RU-ORM) Zone” zoning categories applying to the lands shown on
Schedule “A” attached hereto and forming part of this By-law with “Institutional
Exception (I-X) Zone”;
2. The Zoning By-law be and is hereby amended to add the following:
Parent Zone: I
Exception No. (543)
Map: Schedule “A” Map No. 2 Previous Zone:
RU-ORM
Municipal Address: 306 St. Johns Sideroad
Legal Description: Part of Lot 86, Concession 1
24.X.1 Permitted Uses
• Athletic Fields
• Day Care Centres
• Museum
• Place of Worship (1)
• Recreation Centre
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___________________________________
___________________________________
By-law Number XXXX-22 Page 2 of 4
• School, Private (1)(2)
• Place of Entertainment
24.X.1.1 Notes
(1) A Dwelling unit may be permitted as an accessory use and shall be in
accordance with Section 7.2 with respect to height and yard requirements for
the R3 Zone.
(2) Dormitories may be permitted as an accessory use.
24.X.2 Zone Requirements
Minimum Lot Area 460m2
Minimum Lot Frontage 15m
Minimum Front Yard (East) 10m
Minimum Rear Yard (West) 0m
Minimum Side Yard (South) 2.0m
Minimum Side Yard (North) 10m
Maximum Building Height 15.0m
Maximum Building Coverage 35%
24.X.2.1 Notes
(1) Notwithstanding the minimum setbacks, a minimum setback for an accessory
structure shall be 1m.
3. This By-law shall come into full force subject to compliance with the provisions
of the Planning Act and subject to compliance with such provisions, this By-law
will take effect from the date of final passage hereof.
Enacted by Town of Aurora Council this 22nd day of February, 2022.
Tom Mrakas, Mayor
Michael de Rond, Town Clerk
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By-law Number XXXX-22 Page 3 of 4
Explanatory Note
Re: Zoning By-law Number XXXX-22
By-law Number XXXX-22 has the following purpose and effect:
To amend By-law Number 6000-17, as amended, being the Zoning By-law in effect in the
Town of Aurora, to rezone the subject site from “Oak Ridges Moraine - Rural (RU-ORM)
Zone” to “Institutional Exception (I-543) Zone” to permit the development of a private
school.
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By-law Number XXXX-22 Page 4 of 4
Schedule “A”
Location: Part of Lot 86, Concession 1, Town of Aurora, Regional Municipality of
York
Page 81 of 82
The Corporation of The Town of Aurora
By-law Number XXXX-22
Being a By-law to confirm actions by Council
resulting from a Council meeting
on February 22, 2022.
The Council of the Corporation of The Town of Aurora hereby enacts as follows:
1. That the actions by Council at its Council meeting held on February 22, 2022, in
respect of each motion, resolution and other action passed and taken by the
Council at the said meeting is hereby adopted, ratified and confirmed.
2. That the Mayor and the proper officers of the Town are hereby authorized and
directed to do all things necessary to give effect to the said action or to obtain
approvals where required and to execute all documents as may be necessary in
that behalf and the Clerk is hereby authorized and directed to affix the corporate
seal to all such documents.
Enacted by Town of Aurora Council this 22nd day of February, 2022.
Tom Mrakas, Mayor
Michael de Rond, Town Clerk
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