AGENDA - General Committee - 20220301Town of Aurora
General Committee
Meeting Agenda
Date:March 1, 2022
Time:7 p.m.
Location:Council Chambers, Aurora Town Hall
As of March 1, 2022, meetings will be available to the public in person and via live stream on the
Town’s YouTube channel. To participate, please visit aurora.ca/participation.
Pages
1.Call to Order
Councillor Gilliland in the Chair.
2.Land Acknowledgement
3.Approval of the Agenda
4.Declarations of Pecuniary Interest and General Nature Thereof
5.Community Presentations
6.Delegations
6.1.Suzanne Haines and Eric Acker, Aurora Cultural Centre; Re: Item 9.2 -
CMS22-010 - Aurora Town Square Governance - Town Staffing - Update 1
1
7.Consent Agenda
8.Advisory Committee Meeting Minutes
That the Advisory Committee Meeting Minutes items, 8.1 to 8.3 inclusive, be
received.
8.1.Heritage Advisory Committee Meeting Minutes of February 7, 2022 2
That the Heritage Advisory Committee meeting minutes of
February 7, 2022, be received for information.
1.
8.2.Finance Advisory Committee Meeting Minutes of February 8, 2022 7
That the Finance Advisory Committee meeting minutes of1.
February 8, 2022, be received for information.
8.3.Accessibility Advisory Committee Meeting Minutes of February 9, 2022 10
That the Accessibility Advisory Committee meeting minutes of
February 9, 2022, be received for information.
1.
9.Consideration of Items Requiring Discussion (Regular Agenda)
9.1.CMS22-009 - Aurora Town Square Status Update - Agreements and IT
Services
15
That Report No. CMS22-009 be received for information.1.
9.2.CMS22-010 - Aurora Town Square Governance - Town Staffing - Update 1 24
That Report No. CMS22-010 be received; and1.
That the conversion of the Manager of Aurora Town Square
contract position to a permanent position to be funded from the
Aurora Town Square operating budget be approved; and
2.
That the conversion of the Marketing Creative Specialist
contract position to a permanent position to be funded from the
Aurora Town Square operating budget be approved.
3.
9.3.CMS22-013 - Aurora Town Square Status Update - Space Usage and
Room Permitting Policy
31
That Report No. CMS22-013 be received; and1.
That the principles of the Aurora Town Square Space Usage and
Room Permitting Policy be approved.
2.
9.4.CMS22-014 - Aurora Town Square Status Update - Capital Campaign 36
That Report No. CMS22-014 be received; and1.
That the Aurora Town Square Bridge, Outdoor Square, and
Church Street Schoolhouse be approved as a Name Sale
opportunity; and
2.
That staff be directed to initiate negotiations with potential
partners for the purpose of naming the Aurora Town Square
Bridge, Outdoor Square, and Church Street Schoolhouse.
3.
9.5.PDS22-012 - Heritage Permit Application File: HPA-2021-16, 82 Centre
Street
42
That Report No. PDS22-012 be received; and1.
That Heritage Permit Application HPA-2021-16 be approved to
permit a one-storey rear addition to the existing dwelling at 82
Centre Street.
2.
9.6.PDS22-036 - Regional Official Plan Review Update 49
That Report No. PDS22-036 be received; and1.
That staff be directed to work with York Region staff to consider
a substantial transit stop/hub within the Promenade on Yonge
Street, considering the proximity to Town Park and the
significant investments made at Aurora Town Square within the
heart of Town.
2.
10.Notices of Motion
10.1.Councillor Gaertner; Re: Green Infrastructure 54
11.Regional Report
12.New Business
13.Public Service Announcements
14.Closed Session
15.Adjournment
Delegation Request
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General Committee/March 1, 2022
Aurora Town Square Governance
Suzanne Haines/Eric Acker
Aurora Cultural Centre
Speaking to the report on the hybrid governance relationship of Aurora Town Square
between the Town of Aurora and the Aurora Cultural Centre
✔
Robin McDougall 2022-02-10
Page 1 of 54
1
Town of Aurora
Heritage Advisory Committee
Meeting Minutes
Date:
Time:
Location:
Monday, February 7, 2022
7:00 p.m.
Video Conference
Committee Members: Jeff Lanthier (Chair)
Bob McRoberts (Vice Chair)
John Green
Councillor Sandra Humfryes
Matthew Kinsella
Robert Lounds
Members Absent: Hoda Soliman
Other Attendees: Mayor Tom Mrakas (ex-officio)
Brashanthe Manoharan, Planner/Heritage Planning
Ishita Soneji, Council/Committee Coordinator
_____________________________________________________________________
1. Call to Order
The Chair called the meeting to order at 7 p.m.
1.1 Appointment of Chair and Vice Chair
Moved by Bob McRoberts
Seconded by John Green
1. That a Jeff Lanthier be appointed as Chair for Year 2022 of the
Heritage Advisory Committee (2018-2022 Term).
Carried
Moved by John Green
Seconded by Matthew Kinsella
Page 2 of 54
2
1. That Bob McRoberts be appointed as Vice Chair for Year 2022 of the
Heritage Advisory Committee (2018-2022 Term).
Carried
2. Approval of the Agenda
Moved by Bob McRoberts
Seconded by Matthew Kinsella
That the agenda as circulated by Legislative Services, 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. Receipt of the Minutes
4.1 Heritage Advisory Committee Meeting Minutes of January 12, 2022
Moved by Matthew Kinsella
Seconded by John Green
That the Heritage Advisory Committee Meeting Minutes of January 12,
2022, be received for information.
Carried
5. Delegations
None.
6. Matters for Consideration
6.1 Memorandum from Planner/Heritage Planning; Re: Heritage Permit
Application, File: HPA-2021-16, 82 Centre Street
Staff provided an overview of the memorandum and application. The
Committee expressed appreciation to the applicant for adhering to the
heritage features and requirements. The Committee expressed support for
the application.
Page 3 of 54
3
Moved by Robert Lounds
Seconded by Matthew Kinsella
1. That the memorandum regarding Heritage Permit Application File:
HPA-2021-16 be received; and
2. That the Heritage Advisory Committee comments regarding Heritage
Permit Application File: HPA-2021-16 be received and referred to staff
for consideration and further action as appropriate.
Carried
6.2 Memorandum from Planner/Heritage Planning; Re: Report to Designate 34-
38 Berczy Street under Part IV of the Ontario Heritage Act and to Delist 26 &
32 Berczy Street from the Aurora Register of Properties of Cultural Heritage
Value or Interest
Staff provided an overview of the memorandum and sought the
Committee's input regarding the designation and delisting of the subject
properties.
The Committee discussed about the merits of a heritage designation and
sought clarification regarding the accuracy of the site history of 34-38
Berczy Street noted in the heritage impact assessment. The Committee
suggested that further details, including corrections where necessary,
regarding the origin and history of the Sisman Shoe factory, the built years
of subject properties, ownership chronology, and contribution of various
owners be included in the future report. Staff advised that detailed site
history and historical background will be included in the designation by-
law that will be brought for Council’s consideration. The Committee
expressed support for the designation of the 34-38 Berczy Street
properties.
The Committee referred to the delisting of 26 and 32 Berczy Street and
advised that designating the properties would be more appropriate. The
Committee suggested that the properties be designated under Part IV of
the Ontario Heritage Act as they are of historical significance and add
contextual value to the history of surrounding properties.
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4
The Committee further discussed about the overall heritage designation
process and the changes and impact of the appeal process under the
Ontario Land Tribunal (OLT).
Moved by John Green
Seconded by Bob McRoberts
1. That the memorandum regarding the designation of 34-38 Berczy
Street under Part IV of the Ontario Heritage Act as a property of
Cultural Heritage Value or Interest and the removal of 26 and 32
Berczy Street from the Aurora Register of Properties of Cultural
Heritage Value or Interest be received; and
2. That the Heritage Advisory Committee comments regarding
designation of 34-38 Berczy Street under Part IV of the Ontario
Heritage Act be received and referred to staff for consideration and
further action as appropriate; and
3. That the Heritage Advisory Committee comments regarding the
removal of 26 and 32 Berczy Street from the Aurora Register of
Properties of Cultural Heritage Value or Interest be received and
referred to staff for consideration and further action as appropriate.
Carried
7. Informational Items
7.1 Memorandum from Planner/Heritage Planning; Re: Report on 2021 Minor
Heritage Permit Approvals
Staff provided a brief overview of the memorandum. The Committee
inquired about the 160 Degraaf Cres minor heritage permit approval and
staff provided details regarding the permit.
Moved by Councillor Humfryes
Seconded by Matthew Kinsella
1. That the memorandum regarding Report on 2021 Minor Heritage
Permit Approvals be received for information.
Carried
Page 5 of 54
5
7.2 Memorandum from Planner/Heritage Planning; Re: Heritage Advisory
Committee Update List
Staff provided an overview of the memorandum and the purpose of the
update list. The Committee expressed appreciation to staff for compiling
the update list with detailed information.
Moved by Councillor Humfryes
Seconded by John Green
1. That the memorandum regarding Heritage Advisory Committee Update
List be received for information.
Carried
8. Adjournment
Moved by Councillor Humfryes
Seconded by Matthew Kinsella
That the meeting be adjourned at 7:59 p.m.
Carried
Page 6 of 54
1
Town of Aurora
Finance Advisory Committee
Meeting Minutes
Date:
Time:
Location:
Tuesday, February 8, 2022
5:45 p.m.
Video Conference
Committee Members: Mayor Tom Mrakas (Chair)
Councillor Harold Kim
Councillor Michael Thompson
Other Attendees: Councillor Sandra Humfryes
Doug Nadorozny, Chief Administrative Officer
Rachel Wainwright-van Kessel, Director of Finance
Jason Gaertner, Manager, Financial Management
Sandeep Dhillon, Advisor, Financial Management
Linda Bottos, Council/Committee Coordinator
_____________________________________________________________________
1. Call to Order
The Chair called the meeting to order at 5:47 p.m.
2. Approval of the Agenda
Moved by Councillor Thompson
Seconded by Councillor Kim
That the agenda as circulated by Legislative Services 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.
Page 7 of 54
2
4. Receipt of the Minutes
4.1 Finance Advisory Committee Meeting Minutes of January 18, 2022
Moved by Councillor Kim
Seconded by Councillor Thompson
That the Finance Advisory Committee meeting minutes of January 18,
2022, be received for information.
Carried
5. Delegations
None.
6. Matters for Consideration
6.1 Memorandum from Senior Advisor, Financial Management; Re: Corporate
Revenues and Expenditures Reporting Improvements
Staff provided a brief overview of the memorandum and the Committee
expressed its support of the proposed reporting improvements. Further
clarification was provided by staff regarding item recategorization and the
management of grants, variances, budgeting, and reporting.
Moved by Councillor Thompson
Seconded by Councillor Kim
1. That the memorandum regarding Corporate Revenues and
Expenditures Reporting Improvements be received; and
2. That the Finance Advisory Committee comments regarding Corporate
Revenues and Expenditures Reporting Improvements be received and
referred to staff for consideration and further action as appropriate.
Carried
6.2 Memorandum from Manager, Financial Management; Re: Community
Benefits Charge Project Update
The Committee inquired about any comparison and financial benefits of
the new Community Benefits Charge (CBC) over the current system of
density bonusing, the Town's historical use of density bonusing, and the
downstream impacts of how revenue from the CBC is used. Staff provided
Page 8 of 54
3
clarification and the Committee expressed its support of the planned CBC
implementation process and alignment with future development charges
studies.
Moved by Councillor Thompson
Seconded by Councillor Kim
1. That the memorandum regarding Community Benefits Charge Project
Update be received; and
2. That the Finance Advisory Committee comments regarding the
Community Benefits Charge Project Update be received and referred
to staff for consideration and further action as appropriate.
Carried
7. New Business
None.
8. Adjournment
Moved by Councillor Kim
Seconded by Councillor Thompson
That the meeting be adjourned at 6:05 p.m.
Carried
Page 9 of 54
1
Town of Aurora
Accessibility Advisory Committee
Meeting Minutes
Date:
Time:
Location:
Wednesday, February 9, 2022
7:00 p.m.
Video Conference
Committee Members: Rachelle Stinson (Chair)
Matthew Abas (Vice Chair)
Councillor John Gallo
John Lenchak
Hailey Reiss
Jo-anne Spitzer
Members Absent: Max Le Moine
Other Attendees: Mat Zawada, Accessibility Advisor
Ishita Soneji, Council/Committee Coordinator
_____________________________________________________________________
1. Call to Order
The Chair called the meeting to order at 7 p.m.
1.1 Appointment of Chair and Vice Chair
Moved by John Lenchak
Seconded by Hailey Reiss
1. That a Rachelle Stinson be appointed as Chair for Year 2022 of the
Accessibility Advisory Committee (2018-2022 Term); and
2. That a Matthew Abas be appointed as Vice Chair for Year 2022 of the
Accessibility Advisory Committee (2018-2022 Term).
Carried
Page 10 of 54
2
2. Approval of the Agenda
Moved by John Lenchak
Seconded by Matthew Abas
That the agenda as circulated be Legislative Services, 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. Receipt of the Minutes
4.1 Accessibility Advisory Committee Meeting Minutes of December 8, 2021
Moved by Matthew Abas
Seconded by John Lenchak
That the Accessibility Advisory Committee Meeting Minutes of December
8, 2021, be received for information.
Carried
5. Delegations
None.
6. Matters for Consideration
6.1 Memorandum from Manager, Recreation; Re: 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 preferred single gym design including
the site layout, associated budget costs, and site-fit challenges. It was
mentioned that the final design and site plans will be forthcoming.
Page 11 of 54
3
Staff further provided an overview of the suggestions provided to the
consultants and staff regarding accessibility such as proper acoustic
features, universal washrooms, and other accessible features. The
Committee inquired about the plan for accessible seating specifically for
spectators and staff provided clarification.
Moved by John Lenchak
Seconded by Matthew Abas
1. That the memorandum regarding the SARC Gymnasium Addition –
Project Update be received; and
2. That the Accessibility Advisory Committee comments regarding the
SARC Gymnasium Addition – Project Update be received and referred
to staff for consideration and further action as appropriate.
Carried
6.2 Memorandum from Accessibility Advisor; Re: Site Plan Application SP-2021-
13 (Submission #1), 390 Addison Hall Circle
Staff provided an overview of the site plan and any feedback submitted to
the Planner on behalf of the Committee. The Committee and staff
reviewed the site plan and suggested that more detail be provided
regarding the washroom spaces and layout in future submissions. The
Committee had no further input.
Moved by Matthew Abas
Seconded by Hailey Reiss
1. That the memorandum regarding Site Plan Application SP-2021-13
(Submission #1), 390 Addison Hall Circle, be received; and
2. That the Accessibility Advisory Committee comments regarding Site
Plan Application SP-2021-13 (Submission #1) be received and referred
to staff for consideration and further action as appropriate.
Carried
Page 12 of 54
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6.3 Memorandum from Accessibility Advisor; Re: Site Plan Application SP-2021-
08 (Submission #3), 20 and 25 Mavrinac Boulevard
Staff provided an overview of the site plan and comments submitted to
the Planner on behalf of the Committee and the developer's response to
previous comments. The Committee reviewed various aspects of the site
plan and expressed concerns regarding the compromised exterior path of
travel between Turp Drive and Hulse Way and lack of sidewalk connection
from Yule Street onto Kane Street. The Committee suggested that these
be taken into consideration to maintain continuous exterior path of travel
around the block.
Moved by Matthew Abas
Seconded by John Lenchak
1. That the memorandum regarding Site Plan Application SP-2021-08
(Submission #3), 20 and 25 Mavrinac Boulevard, be received; and
2. That the Accessibility Advisory Committee comments regarding Site
Plan Application SP-2021-08 (Submission #3) be received and referred
to staff for consideration and further action as appropriate.
Carried
6.4 Round Table Discussion; Re: Town of Aurora Accessibility Plan 2018 to
2024
Staff provided an update on the new Multi-Year Accessibility plan 2022-
2026 noting that it will be brought for Council's consideration to the
February 15, 2022 General Committee meeting. Staff provided an overview
of the upcoming projects planned for 2022 including: completion and
finalization of the Aurora Seniors Centre ramp project and installation of
wave operators; formation of employee resource groups to address
accessibility concerns and deficiencies at Town facilities; completion of
the first video of the accessibility video project; establishing a high school
outreach program to create accessibility co-op positions; review parking
and by-law policies to address accessible parking regulations; and
installation of audible pedestrian signals at various intersections around
Town.
Page 13 of 54
5
Staff and the Committee further discussed about the accessibility work
plan for the upcoming Municipal Elections in October. The Committee
provided suggestions regarding accessibility at voting locations such as
spaced-out voting tables for easy access for wheelchairs, seating/rest
areas for those waiting in line, and availability of accessible materials to
aid in voting if necessary. Staff noted more information and detailed
elections accessibility work plan is forthcoming.
Moved by Matthew Abas
Seconded by Jo-anne Spitzer
1. That the Accessibility Advisory Committee comments regarding the
Town of Aurora Accessibility Plan 2018 to 2024 be received and
referred to staff for consideration and action as appropriate.
Carried
7. Informational Items
None.
8. Adjournment
Moved by Hailey Reiss
Seconded by Matthew Abas
That the meeting be adjourned at 8:16 p.m.
Carried
Page 14 of 54
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
General Committee Report
No. CMS 2 2 -0 09
Subject: Aurora Town Square Status Update – Agreements and IT Services
Prepared by: Phillip Rose, Manager of Aurora Town Square
Department: Community Services
Date: March 1, 2022
Recommendation
1. That Report No. CMS22-009 be received for information.
Executive Summary
This report provides an update on the Aurora Town Square (ATS) project as it relates to
agreements with project partners and IT plan implementation.
For 2022, the Aurora Public Library (APL), Aurora Cultural Centre (ACC), and the
Town’s Recreation Services Division will be granted priority access to Magna
Room, Lebovic Room, and the new programming rooms connected to the second
floor of APL.
The Town and the ACC have worked together to develop a revised draft of the
Provision of Cultural Services Agreement (PCSA) that will be presented to
Council at a future date.
Town staff have started the process of integrating the IT network across ATS.
Background
In June 2020, Council approved the Not-for-Profit/Municipal Hybrid Model as the
governance model for the future operation of ATS (formerly Library Square). Since then,
staff have undertaken various initiatives to apply this model and have provided Council
with implementation status updates on November 3, 2020, June 15, 2021, and
September 21, 2021.
Page 15 of 54
March 1, 2022 2 of 9 Report No. CMS22-009
Below is a summary of Council resolutions passed from the time the Hybrid Governance
Model was approved in June 2020 until the present:
Date Resolution Status
June 16, 2020 That the Not-for-Profit/Municipal Hybrid Model
be approved as the governance model for the
future operation of Library Square.
Implementation is
ongoing.
That staff work with stakeholders to develop a
fees and charges schedule for Library Square
and report back to Council at a later date.
Complete, see
Sept 2021 report
That the Director of Community Services form a
Space Allocation Working Group comprised of
Town staff and key stakeholders that will
provide recommendations regarding rental and
booking responsibilities for Library Square,
including all spaces at 22 Church St. School, the
New Addition, Outdoor Square, Bridge and
Aurora Public Library.
Ongoing.
Additional
approvals related
to space
allocation were
passed in June
2021. See below.
That the Director of Community Services form a
Collaborative Programming Working Group
comprised of Town staff and key stakeholders
that will provide recommendations regarding
program delivery strategies and create a
programming and performance schedule for
Year 1 and Year 2 of Library Square operations.
Ongoing.
Subsequent
updates were
brought to
Council regarding
the work being
undertaken to
develop the Year
1 and Year 2
program
schedule.
That the Director of Community Services form
an Information Technology Working Group
comprised of Town staff and key stakeholders
that will provide recommendations regarding the
delivery of IT Services for Library Square,
including all spaces at 22 Church Street School,
Ongoing.
Additional
approvals related
to IT governance
were passed in
June 2021 and a
Page 16 of 54
March 1, 2022 3 of 9 Report No. CMS22-009
Date Resolution Status
the New Addition, Outdoor Square, Bridge and
Aurora Public Library.
status update is
provided in the
Analysis section
of this report.
November 3,
2020
That Report No. CMS20-026 be received for
information.
N/A
June 15, 2021 That staff implement a unified Internet
Technology network across the entire Library
Square complex, including the Aurora Public
Library.
Ongoing. See
status update
regarding
implementation in
the Analysis
section of this
report.
That staff assume responsibility for all aspects
of the computer network for Library Square,
including the wide area network, local area
network, Wi-Fi, networking, and meeting room
hardware/software across the entire Library
Square complex, including the Aurora Public
Library.
That staff report back in September with an IT
implementation status update, including service
level agreements for the Aurora Public Library
and Aurora Cultural Centre.
That staff assume responsibility for all facility
bookings across the entire Library Square
complex, including the meeting spaces adjoining
the Aurora Public Library, but not the remainder
of the Library.
Ongoing. Staff
have inputted
details for each
new space into
the booking
software and are
in the process of
entering 2022/23
programming
information.
Page 17 of 54
March 1, 2022 4 of 9 Report No. CMS22-009
Date Resolution Status
September 21,
2021
That the Fees and Charges By-law be updated to
accommodate all Aurora Town Square services,
activities, and use of property as necessary.
Complete. The
By-law has been
updated to
include a range of
fees to be applied
to ATS space
usage.
Analysis
For 2022, the Aurora Public Library (APL), Aurora Cultural Centre (ACC), and the Town’s
Recreation Services Division will be granted priority access to Magna Room, Lebovic
Room, and the new programming rooms connected to the second floor of APL.
Between the Town’s Recreation Services Division, APL, and ACC, there is currently more
demand for programming space than rooms available. Therefore, until ATS construction
is complete, and more space becomes accessible, priority access will be granted to the
Town and its project stakeholders as detailed in the following table:
Organization 2022 Room Allocation
Aurora Public Library Magna Room and Lebovic Room
Aurora Cultural Centre New Program Room 1 (2nd floor expansion space
connected to APL)
Recreation Services
Division
New Program Room 2 (2nd floor expansion space
connected to APL)
Each organization has been granted priority access to these rooms with the
understanding that, at times, they may also be provided to other user groups when not
in use. The Reading Garden and Conference Room on the second floor will also be
shared with the public and permitted based on demand. This approach allows the Town
to meet community need for meeting and programming space while also helping the
Town and project stakeholders offer in-demand programs and services to the public.
Beyond 2022, and once ATS is operational, space allocation for Magna Room, Lebovic
Room, and the second-floor expansion spaces connected to the APL will be informed by
the ATS Space Usage and Room Permitting Policy, Provision of Cultural Services
Agreement (currently being revised) and Lease Agreement (currently being revised)
Page 18 of 54
March 1, 2022 5 of 9 Report No. CMS22-009
between the Town and ACC, and a Memorandum of Understanding between the Town
and the APL (under development).
The Town and the ACC have worked together to develop a revised draft of the Provision
of Cultural Services Agreement (PCSA) that will be presented to Council at a future date.
The adoption of the Hybrid Governance Model has been a catalyst for updating the
PCSA between the Town and the ACC. Town staff have met with ACC staff and Board
members numerous times in recent months to revise the PCSA to reflect the ATS
governance model and the evolving nature of the partnership between the Town and the
ACC. The following is a summary of the key principles upon which the draft PCSA has
been developed, including areas of responsibility still under consideration:
The ACC has become an integral part of Aurora’s cultural life since 2010 and
possess the expertise, experience, and professionalism to continue to deliver
Cultural Services that align with the Town’s cultural objectives.
The PCSA will be updated to reflect the growth of ACC programming and to
recognize that the ACC offers cultural services on behalf of the Town across the
entire municipality and not only out of 22 Church Street.
Upon the completion of ATS, the Town and ACC will have access to new custom-
built spaces that will allow for the continuation and/or expansion of
programming, thereby increasing access to services that enhance quality of life
and community wellbeing.
Given that ATS is the largest capital infrastructure project in the municipality’s
history, the Town will assume certain responsibilities that have historically been
provided by the ACC, such as space allocation and room permitting, box office
management, customer service, program registration, and event concession and
bar services.
The portfolio of services provided by the ACC will expand once ATS is
operational to include Front of House Services and Production Technical
Coordination.
Both organizations will continue to provide their own Marketing and
Communication and maintain their existing Volunteer Programs.
During the initial years of operating under the Hybrid Governance Model, regular
monitoring of the PCSA will occur to ensure the needs of both parties are being
met for the benefit of the community.
The PCSA will include a new provision that allows the Town to appoint a non-
voting senior Town staff person, or designate, to the Board. This is in addition to
the appointment of two Council representatives already specified in the PCSA.
Page 19 of 54
March 1, 2022 6 of 9 Report No. CMS22-009
Upon final completion of the PCSA, the agreement will be presented to Council for
approval. Staff are also working with the ACC to revise the Lease Agreement between
the Town and ACC based on the same principles that have guided the negotiations for
the new PCSA.
In addition to working on these two agreements, staff have developed a draft
organizational chart and recruitment strategy that aligns with the responsibilities
assigned to the ACC and the Town in the PCSA. Separate reports will be brought to
Council as details are confirmed.
Town staff have started the process of integrating the IT network across ATS.
Staff have undertaken the initial Discovery phase of the IT implementation plan and
divided the remaining work into the following phases and tasks:
Phase Task Status
Discovery Meet with APL Staff Completed January
2022.
Site Visit
Requirements Definition
Develop Project Plan
Comms
Closet –
Basement/
2nd Floor
Install Rack - Basement Commenced January
2022 with an
anticipated completion
date of June 2022.
YTN Fiber – Prepare for Use
Procure WAN Switch
Pre-Configure Switches at Eclipse
Install WAN Switch and Patch Panel
Install Fiber to Second Floor Comms Closet
Install Rack – 2nd Floor
Procure Edge Switch
Install Edge Switch and Patch Panel
Configure and Test
Wi-Fi Upgrade Procurement of Aruba Controller
Page 20 of 54
March 1, 2022 7 of 9 Report No. CMS22-009
Phase Task Status
Procurement of Aruba Access… Commenced in
February 2022 with an
anticipated completion
date of June 2022.
Wi-Fi Requirement Evaluation (Heat Map)
Install Network Cable Runs
Install Access Points
Testing Phase
Go Live
Meeting
Rooms
Determine Requirements for Program and
Meeting Rooms
Commenced in
February 2022 with an
anticipated completion
date of June 2022. Procure A/V Hardware
Install and Configure Each Room
Testing Phase
Go Live
The implementation of the communications closets and the racks and switches will
provide the necessary infrastructure for the future phases to assume and manage the
wired ethernet network. Staff are also presenting a harmonized meeting room
technology platform that will be similar or identical to meeting room technology that will
be implemented at the 22 Church Street Schoolhouse and other Town buildings.
The remainder of the IT implementation plan is under review and more details will
follow in future reports.
Advisory Committee Review
Not applicable.
Legal Considerations
Legal Services has been involved and will continue to be involved in preparing a new
PCSA and Lease Agreement.
Page 21 of 54
March 1, 2022 8 of 9 Report No. CMS22-009
The Town will review the impact of IT security and risk management related to IT
integration and include additional information in a subsequent ATS IT report.
Financial Implications
There are no direct financial implications as a result of this report.
Communications Considerations
Corporate Communications will support the key developments of the ATS project by
creating any needed media products or providing support in reviewing marketing
materials.
Climate Change Considerations
The recommendations from this report do not impact greenhouse gas emissions or
impact climate change adaptation.
Link to Strategic Plan
Aurora Town Square supports the following Strategic Plan goals and key objectives:
Supporting an exceptional quality of life for all in its accomplishment in satisfying
requirements in the following key objectives within these goal statements:
Invest in sustainable infrastructure
Celebrating and promoting our culture
Encourage an active and healthy lifestyle
Strengthening the fabric of our community
Enabling a diverse, creative, and resilient economy in its accomplishment in satisfying
requirements in the following key objectives within these goal statements:
Promoting economic opportunities that facilitate the growth of Aurora as a
desirable place to do business
Alternative(s) to the Recommendation
1. Council may provide further direction.
Page 22 of 54
March 1, 2022 9 of 9 Report No. CMS22-009
Conclusions
This report provides a status update on various aspects related to ATS governance.
Staff will continue to provide Council with regular progress updates regarding the
ongoing implementation of the Hybrid Governance Model.
Attachments
None
Previous Reports
CMS20-008, Library Square – Governance Review, March 3, 2020
CMS20-012, Library Square – Governance Review, June 16, 2020
CMS20-026, Library Square – Governance Review, November 3, 2020
CMS21-022, Library Square Governance Update, June 15, 2021
CMS21-029, Aurora Town Square Governance Update, September 21, 2021
Pre-submission Review
Agenda Management Team review the week of February 14, 2022
Approvals
Approved by Robin McDougall, Director, Community Services Department
Approved by Doug Nadorozny, Chief Administrative Officer
Page 23 of 54
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
General Committee Report
No. CMS 2 2 -0 10
Subject: Aurora Town Square Governance – Town Staffing – Update 1
Prepared by: Robin McDougall, Director of Community Services
Department: Community Services
Date: March 1, 2022
Recommendation
1. That Report No. CMS22-010 be received; and
2. That the conversion of the Manager of Aurora Town Square contract position to a
permanent position to be funded from the Aurora Town Square operating budget be
approved; and
3. That the conversion of the Marketing Creative Specialist contract position to a
permanent position to be funded from the Aurora Town Square operating budget be
approved.
Executive Summary
As the Aurora Town Square governance model continues to evolve, a couple of
positions have been confirmed as priorities and subsequently require confirmation from
Council to formalize their future with the Aurora Town Square project and Cultural
Services in general.
Manager of Aurora Town Square contract position has proven to be a role that
will be required on a permanent basis
Marketing Creative Specialist contract position has proven to be a role that will
be required on a permanent basis
Page 24 of 54
March 1, 2022 2 of 7 Report No. CMS22-010
Background
In 2019, the Operating Plan proposed various staffing considerations and two of those
positions were brought on early as contract positions during the construction phase to
support the evolution of the project. The remaining staffing needs have been evaluated
and considered throughout the discussions with Town staff, Aurora Cultural Centre, and
the Aurora Public Library. The goal of the discussions continues to support the Not-for-
profit/Municipal Hybrid governance model Council approved in 2020.
One of the contracted positions is the Manager of Aurora Town Square and the other is
the Marketing Creative Specialist. Both positions have been instrumental in supporting
the Aurora Town Square project to date and it is expected that they will be needed on a
permanent basis once the facility is open. This report is seeking Council approval to
convert these two contracted positions to permanent status utilizing the operating
funds from Aurora Town Square (same source to where they are funded now).
To manage the pace of decision making needed to be ready for the opening year, staff
are bringing to Council confirmation of staffing needs as soon as they can be
confirmed. It is important to note that onboarding of any positions will be confirmed
and staggered based on demand (i.e., some may need to come on by the end of 2022 in
preparation of opening, the others could be deferred until 2023 once the facility is open)
and to minimize overlap with existing contracts.
Analysis
Manager of Aurora Town Square contract position has proven to be a role that will be
required on a permanent basis
The contract position titled Manager of Library Square, now known as the Manager of
Aurora Town Square, has been critical in ensuring the facility hits the ground running
and is well prepared for success upon opening. This role has been responsible for
engaging the community, partners, and artists along with confirming the staffing needs
in preparation for opening the facility. This position has been responsible for:
Governance model review consisting of the analysis and feasibility of a Direct
Delivery versus Not-for-Profit/Municipal Hybrid model. The Hybrid model was
confirmed as the preferred model in 2020
Review and coordinate Service Level and Lease agreements between the Town
and its partners
Page 25 of 54
March 1, 2022 3 of 7 Report No. CMS22-010
Facilitate a Collaborative Programming Working Group to establish program
delivery strategies
Facilitate a Space Allocation Working Group to provide recommendations
regarding rental and booking responsibilities and subsequently prepare a Space
Use and Room Permitting Policy
Facilitate an Information Technology Working Group to provide
recommendations regarding the delivery of IT services
Research and generate a recommended fees and charges schedule
Ongoing update and adjustment to the Operating Plan based on the Hybrid model
integrating decisions as the governance review progresses
Propose staffing needs based on the review with the partners of how a service is
best delivered (by the Town vs the partner)
Manage a marketing and communications plan to promote and share updates on
the construction project
Support the Capital Fundraising Campaign led by a consultant
Other duties have included:
o Cultural Master Plan review and update
o Public Art Master Plan and Policy development
o Wall Mural project creation and delivery
This position will transition from project start up to the day-to-day management of
Aurora Town Square and will evolve to oversee a Cultural Services Division. To make
the best use of resources and to meet deliverables, we will be restructuring the staffing
model for the Aurora Museum and Archives integrating them into a cultural services
division. The division will oversee the management and operation of the Aurora Town
Square, Aurora Museum and Archives and support for Aurora’s cultural community
through partnerships, cultural experiences, and creation of new programs. Some of the
anticipated responsibilities for this position, which will be retitled to Manager of Cultural
Services, will include:
Provide management, leadership, and promotion of activities to support arts and
culture services in Aurora, including Aurora Town Square and Aurora Museum &
Archives.
Plan, execute and promote community arts, cultural programs and events at
Aurora Town Square.
Develop new programming to maximize the use of Aurora Town Square for
community groups and the public to meet needs and maximize potential usage
of the facility.
Page 26 of 54
March 1, 2022 4 of 7 Report No. CMS22-010
Lead the Cultural Services Division by managing general operations, including
financial management, strategic planning, general administration, revenue
generation, and community partnerships.
Develop and maintain Business Plans for Aurora Town Square and Aurora
Museum & Archives.
Oversee the implementation of the Cultural Action Plan and Public Art Master
Plan.
Lead and oversee collaboration with community groups to prompt ideas and
suggestions for continuous improvement to Cultural Services.
Develop, review, and revise divisional policies and procedures, service levels and
standards/performance measures, administrative processes and statistical
information.
Act as a liaison and/or resource to municipal departments and community
organizations to promote Cultural Services, foster partnerships and maximize
usage of cultural facilities and spaces.
Liaise with cultural partners and economic development stakeholders to promote
cultural tourism.
Marketing Creative Specialist contract position has proven to be a role that will be
required on a permanent basis
The Marketing Creative Specialist was brought on to support the commitment to
relationship building and community engagement. The role has been responsible for
innovative and creative advertising and marketing techniques. They have developed the
Town Square webpage and numerous marketing posts through social media channels.
Some of these marketing efforts have also included video creation using images from
the timelapse camera. They have been responsible for brand development for Town
Square including a name change and logo creation. These tasks were achieved with a
clear understanding of the marketing and advertising needs of community and cultural
spaces. In addition, the Specialist created promotional materials supporting the new
Town Square facility from pre-construction and during construction.
With the importance of the Aurora Town Square’s success, including revenue
expectations, cultural tourism opportunities, growth, and evolution of promoting various
uses, this position will be critical in creating marketing materials and opportunities to
promote the facility and its potential to the public and prospective interests. Therefore,
once the facility opens to the public, the Marketing position will continue to be needed
to support all marketing efforts. Some of those marketing responsibilities will include:
Grand Opening Celebration
Page 27 of 54
March 1, 2022 5 of 7 Report No. CMS22-010
Oversee the brand development as the facility activity continues to grow
Manage the Aurora Town Square website and social media channels
Liaise with stakeholders to provide complementary marketing of their programs
and services
Have a clear understanding of the marketing and advertising needs of
community and cultural spaces
Create marketing campaigns that support cultural tourism
Deliver comprehensive strategies to increase awareness and participation in
cultural activities and programs delivered at Aurora Town Square and Aurora
Museum & Archives
Advisory Committee Review
Not Applicable
Legal Considerations
When an employee on contract works for over a two-year period, the Town is required to
offer OMERS to the employee. It would be up to the employee as to whether they would
like to join the plan.
When an employee on contract is employed for five years and is terminated without
cause, the Town may be obligated to pay the same amount of termination pay as if the
employee was a full-time employee, even if there are terms in the employment contract
providing for only two weeks' notice.
Financial Implications
The existing Manager of Aurora Town Square and Marketing Creative Specialist
contract positions have historically been funded from the already established baseline
operating budget for the Aurora Town Square.
Should Council approve the conversion of both contract positions to full time, their
resultant salary and benefit requirements are to be funded from the same funding
source as their contracts have been. Furthermore, the Town’s total approved FTEs will
be increased from 251 to 253.
Page 28 of 54
March 1, 2022 6 of 7 Report No. CMS22-010
Communications Considerations
Corporate Communications will support the key developments of the ATS project by
creating any needed media products or providing support in reviewing marketing
materials.
Climate Change Considerations
The recommendations from this report do not impact greenhouse gas emissions or
impact climate change adaptation.
Link to Strategic Plan
Aurora Town Square supports the following Strategic Plan goals and key objectives:
Supporting an exceptional quality of life for all in its accomplishment in satisfying
requirements in the following key objectives within these goal statements:
Invest in sustainable infrastructure
Celebrating and promoting our culture
Encourage an active and healthy lifestyle
Strengthening the fabric of our community
Enabling a diverse, creative, and resilient economy in its accomplishment in satisfying
requirements in the following key objectives within these goal statements:
Promoting economic opportunities that facilitate the growth of Aurora as a
desirable place to do business
Alternative(s) to the Recommendation
1. Council to provide further direction.
Page 29 of 54
March 1, 2022 7 of 7 Report No. CMS22-010
Conclusions
With Council’s approval to convert these positions from contract to permanent, the
positions would be posted for recruitment of permanent positions at the appropriate
time. The timing of the job postings would take place to ensure there is a smooth
transition, knowledge transfer and minimal overlap. These positions are currently and
would continue to be funded through the Aurora Town Square operating budget.
Other staffing positions will be presented to Council for approval in future reports.
Attachments
None
Previous Reports
CMS19-009 – Library Square – Proposed Operating Plan, March 21, 2019
CMS20-008 – Library Square – Governance Review, March 3, 2020
CMS20-012 – Library Square – Governance Review, June 16, 2020
CMS20-026 – Library Square – Governance Review, November 3, 2020
CMS21-022 – Library Square Governance Update, June 15, 2021
CMS21-029 – Aurora Town Square Governance Update, September 21, 2021
Pre-submission Review
Agenda Management Team review on February 10, 2022
Approvals
Approved by Robin McDougall, Director, Community Services
Approved by Doug Nadorozny, Chief Administrative Officer
Page 30 of 54
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
General Committee Report
No. CMS 2 2 -013
Subject: Aurora Town Square Status Update – Space Usage and Room
Permitting Policy
Prepared by: Phillip Rose, Manager of Aurora Town Square
Department: Community Services
Date: March 1, 2022
Recommendation
1. That Report No. CMS22-013 be received; and
2. That the principles of the Aurora Town Square Space Usage and Room Permitting
Policy be approved.
Executive Summary
This report provides an update on the Aurora Town Square (ATS) Space Usage and
Permitting Policy.
Staff have developed the ATS Space Usage and Room Permitting Policy based
on the principle of transparency and to provide structure for user groups
pertaining to the fair allotment and use of space at ATS.
Background
In June 2020, Council approved the Not-for-Profit/Municipal Hybrid Model as the
governance model for the future operation of ATS (formerly Library Square). Since then,
staff have undertaken various initiatives to apply this model and have provided Council
with implementation status updates on November 3, 2020, June 15, 2021, and
September 21, 2021.
Below is a summary of Council resolutions related to the development of the Space
Usage and Room Permitting Policy.
Page 31 of 54
March 1, 2022 2 of 5 Report No. CMS22-013
June 16, 2020 - “That the Director of Community Services form a Space
Allocation Working Group comprised of Town staff and key stakeholders that will
provide recommendations regarding rental and booking responsibilities for
Library Square, including all spaces at 22 Church St. School, the New Addition,
Outdoor Square, Bridge and Aurora Public Library.”
June 16, 2020 – “That the Director of Community Services form a Collaborative
Programming Working Group comprised of Town staff and key stakeholders that
will provide recommendations regarding program delivery strategies and create a
programming and performance schedule for Year 1 and Year 2 of Library Square
operations.”
June 15, 2021 – “That staff assume responsibility for all facility bookings across
the entire Library Square complex, including the meeting spaces adjoining the
Aurora Public Library, but not the remainder of the Library.”
Analysis
Staff have developed the ATS Space Usage and Room Permitting Policy based on the
principle of transparency and to provide structure for user groups pertaining to the fair
allotment and use of space at ATS.
The ATS Space Usage and Room Permitting Policy (the Policy) would apply to all
individuals and user groups granted use of ATS. The Policy is consistent with other
Town policies related to Town-owned indoor and outdoor facilities, such as meeting
rooms, sports fields, and parks.
The objectives of the Policy are to:
Ensure consistency in the programming and ongoing use of space at ATS.
Ensure that the highest quality facility is maintained and available for all user
groups.
Provide a framework and consistent approach to the use of space at ATS in a fair
and equitable manner.
Ensure that the Town’s investment in ATS is managed in the best interest of all
users and the citizens of Aurora.
Establish clear guidelines and communication between applicable Town
divisions, stakeholders, and user groups.
Clearly define the rules of use and the departmental procedures in maintaining
compliance.
Page 32 of 54
March 1, 2022 3 of 5 Report No. CMS22-013
The Policy identifies which Town staff are responsible for administering, monitoring,
and ensuring compliance, and describes the procedures related to permit requests and
space allocation for the following groups and program types:
Town-run programs
Aurora Cultural Centre
Aurora Public Library
Cultural Partners and other local cultural groups
External user groups
Moreover, the Policy specifies submission deadlines, grandfathering rights, cancellation
requirements, and facility use regulations pertaining to ATS. Finally, the Policy
establishes a ranking that prioritizes the allocation of space and how to address
conflicting requests when they arise. The priority order is as follows:
Town of Aurora (including Aurora Museum & Archives)
Aurora Cultural Centre and Aurora Public Library. In the event of conflicting
requests, first priority will be given to the ACC for space at 22 Church Street,
including the addition to the heritage schoolhouse, and first priority will be given
to the APL for space adjacent to the Library.
Cultural Partners as defined in this Policy, and other local cultural groups
Aurora-based non-for-profit groups
District School Boards
Aurora-based commercial groups
Other groups and individuals
Staff are seeking Council’s approval of the principles of the Policy, which has been
developed to guide space usage and allocation within the ATS.
Advisory Committee Review
Not applicable.
Legal Considerations
None.
Financial Implications
All revenues generated from the ATS’ usage and room permitting will be directed in
support of the ATS’ ongoing operations.
Page 33 of 54
March 1, 2022 4 of 5 Report No. CMS22-013
Communications Considerations
Corporate Communications will support the key developments of the ATS project by
creating any needed media products or providing support in reviewing marketing
materials.
Climate Change Considerations
The recommendations from this report do not impact greenhouse gas emissions or
impact climate change adaptation.
Link to Strategic Plan
Aurora Town Square supports the following Strategic Plan goals and key objectives:
Supporting an exceptional quality of life for all in its accomplishment in satisfying
requirements in the following key objectives within these goal statements:
Invest in sustainable infrastructure
Celebrating and promoting our culture
Encourage an active and healthy lifestyle
Strengthening the fabric of our community
Enabling a diverse, creative, and resilient economy in its accomplishment in satisfying
requirements in the following key objectives within these goal statements:
Promoting economic opportunities that facilitate the growth of Aurora as a
desirable place to do business
Alternative(s) to the Recommendation
1. Council may provide further direction.
Conclusions
This report provides a status update regarding ATS governance and recommends the
approval of the principles of the ATS Space Usage and Room Permitting Policy. Staff
will continue to provide Council with regular progress updates regarding the ongoing
implementation of the Hybrid Governance Model.
Page 34 of 54
March 1, 2022 5 of 5 Report No. CMS22-013
Attachments
None.
Previous Reports
CMS20-008, Library Square – Governance Review, March 3, 2020
CMS20-012, Library Square – Governance Review, June 16, 2020
CMS20-026, Library Square – Governance Review, November 3, 2020
CMS21-022, Library Square Governance Update, June 15, 2021
CMS21-029, Aurora Town Square Governance Update, September 21, 2021
Pre-submission Review
Agenda Management Team review week of February 14, 2022
Approvals
Approved by Robin McDougall, Director, Community Services Department
Approved by Doug Nadorozny, Chief Administrative Officer
Page 35 of 54
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
General Committee Report
No. CMS 2 2 -014
Subject: Aurora Town Square Status Update – Capital Campaign
Prepared by: Phillip Rose, Manager of Aurora Town Square
Department: Community Services
Date: March 1, 2022
Recommendation
1. That Report No. CMS22-014 be received; and
2. That the Aurora Town Square Bridge, Outdoor Square, and Church Street Schoolhouse
be approved as a Name Sale opportunity; and
3. That staff be directed to initiate negotiations with potential partners for the purpose of
naming the Aurora Town Square Bridge, Outdoor Square, and Church Street
Schoolhouse.
Executive Summary
This report provides a status update on the Aurora Town Square Capital Campaign and
recommends that Council approve the Aurora Town Square Bridge, Outdoor Square, and
Church Street Schoolhouse as a Name Sale opportunity in accordance with the Facility
Naming Rights Policy and direct staff to begin negotiations with potential partners to
name the Aurora Town Square Bridge, Outdoor Square, and Church Street Schoolhouse.
Based on the scope of work included in the Request for Proposals, the campaign
consultant has been largely successful in meeting the contract deliverables.
The campaign has been profitable thus far, but there is more work to be done to
reach the overall campaign goal of $5 million.
Page 36 of 54
March 1, 2022 2 of 6 Report No. CMS22-014
Background
On February 22, 2021, Mayor and Council were notified by internal memo that Interkom
Inc. was awarded a contract in the amount of $68,500 to commence the ATS Capital
Campaign. The memo also stated that the fundraising goal was $5 million, and that until
the campaign was cash flow positive, campaign expenses were to be drawn from the
ATS operating budget.
Council also received a Closed Session campaign update on July 6, 2021. The report
presented Council with a shortlist of donor prospects to be approached and stated that
once the collateral material and campaign tools were developed, prospective donors
would be contacted starting in September 2021. It was also noted that the fundraising
goal was designed so that the funds raised could support a variety of opportunities
including, but not limited to. asset replacement, program subsidy, facility enhancement,
public art, operating budget offset and capital cost. During negotiations with donors, it
would be determined how they prefer their funds to be assigned/allocated.
Analysis
Based on the scope of work included in the Request for Proposal, the campaign
consultant has been largely successful in meeting the contract deliverables.
Since February, the consultant has worked with staff and the Mayor’s office to
accomplish the following:
Project kick-off meeting in March 2021.
Multi-faceted capital campaign plan and fundraising strategy: Divided into two
phases, the consultant developed a campaign fundraising strategy that has
started with a Quiet Phase and included the development of a naming assets
valuation and gift chart based on the overall fundraising goal. In total, there could
be 33 naming opportunities, representing over $5 million in possible naming
gifts.
Cultivation of lead and insider gifts, including donor research, identification,
approach, solicitation, and follow-up.
Campaign collateral material: Based on ATS branding, the consultant finalized
the creative design of a presentation folder, campaign letterhead, a placemat
showcasing major naming opportunities, and the case for support presentation.
Capital campaign tools and implementation plan: In addition to the above, the
consultant developed a pledge agreement, letter of intent, customized 'ask'
Page 37 of 54
March 1, 2022 3 of 6 Report No. CMS22-014
presentations based on donor prospects, and a stand-alone website that will go
live in 2021 to support the Public Phase of the campaign.
Plan/strategy for ongoing donor stewardship and cultivation: Donor stewardship
and cultivation has been an ongoing part of the campaign based on leads,
prospects generation, research, and the outcome of the construction site hard
hat tours.
Plan/strategy for ongoing donor tracking and recognition, and capital campaign
recognition: The consultant has organized and maintained a donor contacts
database. Once naming gifts are secured, individual gift terms and donor
recognition will also be tracked. The consultant has also started researching
other donor recognition opportunities, such as a Donor Recognition Display.
The campaign has been productive thus far, but there is more work to be done to reach
the overall campaign goal of $5 million.
While the capital campaign has achieved a number of important milestones, there are
several next steps to be undertaken to reach the campaign’s overall goal. Based on the
naming opportunities identified, it is estimated that between 103 and 155 donor
prospects will need to be approached (some multiple times) to achieve the campaign
goal. To date, of the possible 155 donor prospects, the campaign has targeted a small
group of high-net-worth individuals to secure major gifts first, which will be followed by
a community campaign later this year. The following is the remaining scope of work
necessary to complete the entire campaign:
1. Continued Capital Campaign Implementation
Ongoing hard hat tours and targeting of lead gifts
Regular status update for the Mayor’s office and staff
Stewardship with donors
Updates to donor solicitation packages as required
Contract draft for naming gifts for major lead gifts
Ongoing research and donor identification to maintain a healthy donor prospect
pool
Pledge agreement administration, follow-up, and tracking
2. Community Campaign Announcement and Donor Recognition Events
Coordination of donor recognition events, including event protocol and invitee
selection
Collateral design and production (i.e., invitation, mailing, signage, etc.)
Page 38 of 54
March 1, 2022 4 of 6 Report No. CMS22-014
Event videography and post-production
Work with the Corporate Communications Division and donors regarding press
release(s), when needed
3. Community Campaign Implementation
Community campaign development and roll-out
Direct Mail (DM) campaign to High-Net-Worth households, including postal code
selection, creative design of DM piece, print production and lettershop
Community campaign donor gifts follow-up, facilitation, finalization, and tracking
4. Donor Communications and Donor Recognition
Newsletters for donors, including creative design, production, and distribution
Donor database management and gifts tracking, including populating
recommended donor tracking software
Launch, hosting, and maintenance of community campaign website
Donor recognition display planning, evaluation of RFP submissions, and
participation in interviews with shortlisted candidates
Donor recognition display approval facilitation
Video production
Advisory Committee Review
Not applicable.
Legal Considerations
The capital campaign is being guided by the Facility Naming Rights Policy to ensure
Aurora Town Square naming rights and donor recognition are aligned with the
Principals, Procedures, and Criteria established in the Policy. Legal Services has
reviewed and will continue to review and provide legal advice on any agreement and
templates arising out of this campaign, including the pledge agreement and letter of
intent.
Financial Implications
To date, all capital campaign costs have been funded from the Town’s Aurora Town
Square operating budget. As the campaign progresses, all arising expenses will
continue to be funded from this same operating budget as sufficient funds are
anticipated for 2022.
Page 39 of 54
March 1, 2022 5 of 6 Report No. CMS22-014
Communications Considerations
Corporate Communications will support the key developments of the ATS capital
campaign by creating any needed media products or providing support in reviewing
marketing materials.
Climate Change Considerations
The recommendations from this report do not impact greenhouse gas emissions or
impact climate change adaptation.
Link to Strategic Plan
Aurora Town Square supports the following Strategic Plan goals and key objectives:
Supporting an exceptional quality of life for all in its accomplishment in satisfying
requirements in the following key objectives within these goal statements:
Invest in sustainable infrastructure
Celebrating and promoting our culture
Encourage an active and healthy lifestyle
Strengthening the fabric of our community
Enabling a diverse, creative, and resilient economy in its accomplishment in satisfying
requirements in the following key objectives within these goal statements:
Promoting economic opportunities that facilitate the growth of Aurora as a
desirable place to do business
Alternative(s) to the Recommendation
1. Council may provide further direction.
Conclusions
The Aurora Town Square Capital Campaign has been successful to date, however, there
is more work to be done to achieve the campaign goal of $5 million. Staff are seeking
Council’s approval of the Aurora Town Square Bridge, Outdoor Square, and Church
Street Schoolhouse as a Name Sale opportunity in accordance with the Facility Naming
Rights Policy and direction to begin negotiations with potential partners to name the
Aurora Town Square Bridge, Outdoor Square, and Church Street Schoolhouse.
Page 40 of 54
March 1, 2022 6 of 6 Report No. CMS22-014
Attachments
None
Previous Reports
CMS19-030, Closed Session - Library Square Capital Fundraising Campaign Feasibility
Study, December 3, 2019
CMS21-026, Closed Session - Library Square Capital Campaign – Progress Update, July
6, 2021
Pre-submission Review
Agenda Management Team review week of February 14, 2022
Approvals
Approved by Robin McDougall, Director, Community Services Department
Approved by Doug Nadorozny, Chief Administrative Officer
Page 41 of 54
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
General Committee Report
No. PDS2 2 -012
Subject: Heritage Permit Application File: HPA-2021-16
82 Centre Street
Prepared by: Brashanthe Manoharan, Planner/Heritage Planning
Department: Planning and Development Services
Date: March 1, 2022
Recommendation
1. That Report No. PDS22-012 be received; and
2. That Heritage Permit Application HPA-2021-16 be approved to permit a one-storey
rear addition to the existing dwelling at 82 Centre Street.
Executive Summary
This report seeks Council’s approval to the application for Heritage Permit Application
HPA-2021-16. The purpose of the heritage permit application is to construct a one-
storey rear addition to the existing dwelling at 82 Centre Street, which is located within
the Northeast Old Aurora Heritage Conservation District.
Staff support the one-storey rear addition as it does not contribute to or
adversely impact the heritage value of the property.
Staff are satisfied that the proposal generally meets the design guidelines of the
Northeast Old Aurora Heritage Conservation District Plan.
Background
Property Description
The subject property is located on the north side of Centre Street, north of Wellington
Street East and east of Yonge Street (see Attachment 1). The property contains a one
and a half (1½) storey brick dwelling that was constructed c1925. The dwelling reflects
Page 42 of 54
March 1, 2022 2 of 5 Report No. PDS22-012
an Arts and Crafts architecture style characterized by its side gable roof with long front
slopes, wide front-gable dormer, verandah, and double hung windows.
The rear elevation currently contains a wide rear-gable dormer and 2 patio style sliding
doors. Parking is provided on the existing driveway that is located along the west side
of the property. Mature vegetation exists on the property, which includes a two (2) large
tree in the front yard, large trees in the rear yard, and vegetation along the west property
line.
The dwelling originally exhibited many attributes of the original Arts and Crafts style
(i.e., divided over single-pane glazing). On December 12, 2016, Council consented to
Heritage Permit Application No. NE-HCD-HPA-16-10, with conditions for alteration to the
front verandah, removal of chimney, and modified roofline on the rear elevation.
Heritage Designation
In 2006, Town Council passed By-Law 4804-06.D to designate 82 Centre Street under
Part V of the Ontario Heritage Act as part of the Northeast Old Aurora Heritage
Conservation District. Town Council also passed By-Law 4809-06.D to adopt the
“Northeast Old Aurora Heritage Conservation District Plan” as the document to guide
the preservation, redevelopment and alteration of the properties and streetscapes
located within the boundaries of the District.
Heritage Permit Application
The applicant submitted a heritage permit to construct a 36.78 m2 396 (ft2) one-storey
rear addition to the existing dwelling. The proposed addition is designed with a flat roof,
two (2) single pane windows, and horizonal siding dark-grey vinyl to match existing trim
of the existing second storey.
The proposed development will be subject to a zoning review to confirm compliance
with the Zoning By-law prior to the issuance of a building permit.
Analysis
Staff support the one-storey rear addition as it does not contribute to or adversely impact
the heritage value of the property.
The proposed one-storey addition will not adversely affect the heritage integrity of the
existing dwelling as it is located entirely behind the main building. Further, the proposed
Page 43 of 54
March 1, 2022 3 of 5 Report No. PDS22-012
rear yard addition is not visible from the streetscape. As such, there will be minimal
impacts on the streetscape.
Staff are satisfied that the proposed addition generally meets the design guidelines in the
Northeast Old Aurora Heritage Conservation District Plan.
As indicated in Section 9.1.2.5 of the District Plan, exterior additions are to be located at
the rear or an inconspicuous side of the historic building. The proposed one-storey
addition is located directly behind the existing dwelling in the rear yard. The proposed
addition will not be visible from the street and will not adversely impact the streetscape.
Further, the existing mature trees in the front yard, as well as the vegetation along the
west property line will provide screening to mitigate any visual impacts to the
streetscape.
Section 9.1.3 of the District Plan states that additions and alterations to an existing
heritage building should be consistent with the style of the original buildings. Staff
consider the overall design of the proposed addition to be compatible with the original
architectural character of the main building. The proposed horizontal siding and
proposed windows are consistent with the style of the dwelling as well as the guidelines
of the Heritage District Plan.
Section 9.3 of the District Plan provides that new addition should not have a greater
height or scale than the original building. The proposed one-storey addition will maintain
the height of the first storey of the existing dwelling. The floor area of the proposed
addition is less than 20% of the footprint of the existing house. The proposed first story
addition is considered subordinate to the existing house and will not detract from the
property or reduce its heritage value.
Advisory Committee Review
The Heritage Advisory Committee discussed Heritage Permit Application HPA-2021-16
at its meeting on February 7, 2022. The Committee expressed their support on the
proposal and commended the owner for adhering to the guidelines in the District Plan.
The Heritage Advisory Committee had no objection to the approval of HPA-2021-16.
Legal Considerations
Under Section 42 of the Ontario Heritage Act, any developments or alterations that
would potentially impact the heritage attributes of a designated property requires
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March 1, 2022 4 of 5 Report No. PDS22-012
Council’s consent. This legislative requirement is implemented in the Town of Aurora
through the process of a Heritage Permit Application, which is subject to Council’s
approval. Council must make a decision on a heritage permit application within 90 days
after the notice of receipt is served on the applicant, otherwise Council shall be deemed
to have consented to the application. The 90-day deadline for this permit application is
April 10, 2022. Council may extend the review period of a heritage application in a
heritage conservation district without any time limit under the Ontario Heritage Act
provided it is agreed upon by the owner.
If Council refuses the application, the owner may appeal the refusal to the Ontario Land
Tribunal.
Financial Implications
There are no direct financial implications arising from this report.
Communications Considerations
The Town will use ‘Inform’ as the level of engagement for this application. There are five
different levels of community engagement to consider, with each level providing the
community more involvement in the decision-making process. These levels are: Inform,
Consult, Involve, Collaborate and Empower. Examples of each can be found in the
Community Engagement Policy. These options are based on the International
Association of Public Participation (IAP2) Spectrum and assist in establishing
guidelines for clearly communicating with our public and managing community
engagement. In order to inform the public, this report will be posted to the Town’s
website.
Climate Change Considerations
The recommendations from this report does not impact greenhouse gas emissions or
impact climate change adaptation.
Link to Strategic Plan
The conservation of heritage resources supports the Strategic Plan goal of Supporting
an Exceptional Quality of Life for All through its accomplishment in satisfying
requirements in objective Celebrating and Promoting our Culture.
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March 1, 2022 5 of 5 Report No. PDS22-012
Alternative(s) to the Recommendation
1. That Council approve the application with terms and conditions.
2. That Council refuse the Heritage Permit Application HPA-2021-16 with an
explanation for the refusal.
Conclusions
Staff have reviewed Heritage Permit Application HPA-2021-16 for 82 Centre Street and
are satisfied that the proposed work aligns with the design guidelines of the Northeast
Old Aurora Heritage Conservation District Plan. Staff recommend to Council that
Heritage Permit Application HPA-2021-16 for 82 Centre Street be approved.
Attachments
Attachment 1 - Location Map
Attachment 2 - Drawing
Previous Reports
Heritage Memorandum - Heritage Permit Application File: HPA-2021-16 - February 7,
2022
Pre-submission Review
Agenda Management Team review on February 10, 2022
Approvals
Approved by Lisa Hausz, Acting Director, Planning and Development Services
Approved by Doug Nadorozny, Chief Administrative Officer
Page 46 of 54
Wellington Street East Walton DriveCentre Street
Wells Street NorthCeda r Cre scent
Wells StreetLarmont StreetCatherine AvenueFleuryStreet Birch CourtLEGAL DESCRIPTION: PLAN 107 PT LOT 11
MUNICIPAL ADDRESS: 82 Centre Street
File No.: HPA-2021-16
04080
Metres
Map created by the Town of Aurora
Planning Department, February 7, 2022
Base data provided by York Region. This map is for
addressing purposes only and should not be used for
calculations or measurements.
LOCATION MAP
¯St John's Sdrd
Wellington St E
Vandorf SdrdHenderson
Drive
^Wellington St W
UV404
UV404
Subject Lands
Leslie StYonge StBathurst StBayview AveBloomington Rd
Attachment 1 Page 47 of 54
Attachment 2
Ext addition - dark grey vinyl - same as ext trim on house/garage
Page 48 of 54
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
General Committee Report
No. PDS22 -036
Subject: Regional Official Plan Review Update
Prepared by: Edward Terry, Senior Policy Planner MCIP, RPP
Department: Planning and Development Services
Date: March 1, 2022
Recommendation
1. That Report No. PDS22-036 be received; and
2. That staff be directed to work with York Region staff to explore a substantial transit
stop/hub within the Promenade on Yonge Street, considering the proximity to Town
Park and the significant investments made at Aurora Town Square within the heart of
Town.
Executive Summary
The purpose of this report is to provide an update on the Regional Official Plan Review,
outline its impact on the timeline for the Town’s Official Plan Review, and seek Council’s
direction to allow Town Staff to work with York Region Staff regarding the consideration
of a substantial transit stop within the Promenade.
York Region is expected to grow to approximately 2.02 million people and
990,000 jobs by 2051.
The draft York Region Official Plan (ROP) was released for review and comment
in November 2021.
The Town of Aurora Official Plan Review has recently concluded Phase 3 of the
Study.
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March 1, 2022 2 of 5 Report No. PDS22-036
Background
York Region is expected to grow to approximately 2.02 million people and 990,000 jobs
by 2051.
To accommodate this growth, York Region has been engaging Regional Council, the
community, local municipalities, Indigenous communities and stakeholders on the
update to the Regional Official Plan through a process called the Municipal
Comprehensive Review (MCR). The MCR was initiated to inform the update to the 2010
Regional Official Plan. The updated York Region Official Plan will be a blueprint to guide
growth to the year 2051.
The Plan was last updated in 2010 and since then, many Provincial Plans have been
revised. An update is required in order to ensure that the Regional Official Plan aligns
with the revised Provincial Plans. Regional Official Plan adoption by Regional Council is
anticipated in mid 2022. As outlined by the Province, the date by which upper and
single-tier municipalities must have their Officials Plans in conformity with the updated
policies in A Place to Grow (2020) is July 1, 2022.
The Town of Aurora’s Official Plan Review (OPR) is a provincially legislated Municipal
Comprehensive Review, conformity exercise and major undertaking. Once the new
Regional Official Plan is approved by the Province, local municipalities must ensure that
their respective plans conform to the Region’s Plan within one year.
Analysis
Regional Municipal Comprehensive Review
The draft York Region Official Plan (ROP) was released for review and comment in
November 2021.
The draft ROP:
Prioritizes building “complete communities” where people can conveniently
access most necessities for daily living
Prioritizes sustainable growth and financial responsibility by phasing growth,
infrastructure and other community services over time
Identifies natural areas for protection and supports designing and building
communities resilient to the impacts of climate change
Includes affordable housing targets and purpose-built rental targets for each local
municipality
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March 1, 2022 3 of 5 Report No. PDS22-036
Encourages employment close to existing and future transit service and
opportunities for people to live and work in their communities
Plans for an interconnected, efficient and safe public transit system for people of
all ages and abilities
Identifies and protects agricultural areas and supports economic connections,
prosperity, and viability of the agricultural sector
Town Staff have reviewed the draft ROP and essentially have no concerns. Our only
suggestion would be the consideration of a substantial transit stop/hub within the
Promenade on Yonge Street, taking into account the proximity to Town Park and the
significant investments made at Aurora Square within the heart of Town.
Town of Aurora Official Plan Review
The Town of Aurora Official Plan Review has recently concluded Phase 3 of the Study.
On January 11, 2022 Staff and the Project Team presented the Policy Directions Report
and the Discussion Paper for the Promenade and the MTSA. Council has provided
direction to release the documents for public consultation. The Project team is also
preparing the draft Official Plan Amendment with the intent to present the draft to Council
in the Spring/Summer of 2022.
Staff and the Project Team have made adjustments to the schedule for the Official Plan
Review Study because the Town cannot seek approval for the amendment from the
Region until the Regional Official Plan is approved by the Province. The additional time
in the schedule allows the project team time to schedule one-on-one meetings with
stakeholders who may have specific concerns and focus on the preparation of the
Promenade/MTSA secondary plan. The Town’s Official Plan Review documents and
status can be found at www.engageaurora.ca/opr.
Legal Considerations
None.
Financial Implications
There are no direct financial implications arising from this report.
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March 1, 2022 4 of 5 Report No. PDS22-036
Communications Considerations
This report will be available for public viewing on the Town's website, as well as on the
Official Plan Review Consultation on the Town's public engagement platform, Engage
Aurora.
Climate Change Considerations
The recommendations from this report will increase the Town’s ability to adapt to a
changing climate by exploring new policy directions that promotes active transportation
and transit use and reduces green house gases.
Link to Strategic Plan
The Municipal Comprehensive Review and review of the Official Plan supports the
Strategic Plan goal of: Supporting an exceptional quality of life for all, via the objective
of Strengthening the fabric of our community, specifically through the action item:
Prepare and update the Town’s Official Plan and Zoning By-law in accordance with the
requirements of the Planning Act.
Alternative(s) to the Recommendation
1. That Council provide direction.
Conclusions
Staff are seeking Council direction to allow Town Staff to work with York Region Staff
regarding the consideration of a substantial transit stop within the Promenade. This
would promote alternative forms of transportation within the Town’s core.
Attachments
N/A
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March 1, 2022 5 of 5 Report No. PDS22-036
Previous Reports
General Committee Report No. PDS19-098, dated December 3, 2019
General Committee Report No. PDS20-014, dated February 11, 2020
Public Planning Report No. PDS20-077, dated December 8, 2020
Public Planning Report No. PDS21-034, dated May 11, 2021
General Committee Report No. PDS22-001, dated January 11, 2022
Pre-submission Review
Agenda Management Team review on February 16, 2022
Approvals
Approved by Lisa Hausz, Acting Director, Planning and Development Services
Approved by Doug Nadorozny, Chief Administrative Officer
Page 53 of 54
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Notice of Motion
Councillor’s Office
_______________________________________________________________________________________
Re: Green Infrastructure
To: Mayor and Members of Council
From: Councillor Wendy Gaertner
Date: March 1, 2022
_______________________________________________________________________________________
Whereas recent events worldwide and in Canada clearly show that climate change is
causing disastrous consequences for communities; and
Whereas adaptation and mitigation are crucial for residents' safety and quality of life;
and
Whereas trees and green infrastructure are critical to mitigate climate change impacts
like intense storms that could cause flooding; and
Whereas tree canopies are important to mitigate the urban heat island effect and to
decrease atmospheric carbon through sequestration;
1. Now Therefore Be it Hereby Resolved That staff be directed to review the Official
Plan for revisions to strengthen protective language in the Plan and any
implementing policies and by-laws including Green Development Standards, Tree
Compensation and Protection; and
2. Be It Further Resolved That staff be directed to review existing policies and by-laws
that could be strengthened regarding the tree canopy for climate change mitigation
and report back to Council at their earliest convenience.
Page 54 of 54