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AGENDA - General Committee - 20220201Town of Aurora General Committee Meeting Revised Agenda Date:February 1, 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 Councillor Thompson in the Chair. Note: 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 5.1.Brian Titherington, Director, Transportation & Infrastructure Planning, and Lauren Crawford, Manager, Transportation Long-Term Planning, Re: York Region 2022 Transportation Masterplan Update 1 6.Delegations 6.1.Michael White, Resident; Re: Drainage Maintenance between Underhill Cres and Rachewood Crt 15 *6.2.Phiona Durrant, Shurithi Sharad, and Rebecca Murdock, representing Aurora Black Community Association; Re: Black History Month Celebrations 17 *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 18 7.Consent Agenda 7.1.Memorandum from Councillor Gaertner; Re: Lake Simcoe Region Conservation Authority Board Meeting Highlights of December 17, 2021 29 That the memorandum regarding Lake Simcoe Region Conservation Authority Board Meeting Highlights of December 17, 2021, be received for information. 1. 8.Advisory Committee Meeting Minutes 8.1.Heritage Advisory Committee Meeting Minutes of January 12, 2022 32 That the Heritage Advisory Committee meeting minutes of January 12, 2022, be received for information. 1. 8.2.Finance Advisory Committee Meeting Minutes of January 18, 2022 37 That the Finance Advisory Committee Meeting Minutes of January 18, 2022, be received for information. 1. *8.3.Anti-Black Racism and Anti-Racism Task Force Meeting Minutes of January 19, 2022 40 That the Anti-Black Racism and Anti-Racism Task Force Meeting Minutes of January 19, 2022, be received for information. 1. 9.Consideration of Items Requiring Discussion (Regular Agenda) 9.1.CMS22-006 - SARC Gymnasium Addition – Project Update 43 (Presentation to be provided by Lisa Warth, Manager, Recreation) 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. 9.2.PDS22-005 - Application for Site Plan Approval, TFP Aurora Developments Limited, 20 and 25 Mavrinac Boulevard 52 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 That Report No. PDS22-005 be received; and1. That Site Plan Application File SP-2021-08 to permit the2. 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: 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. 9.3.CMS22-005 - Disc Golf Course Update 79 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. 9.4.CS22-002 - Updates to the Use of Corporate Resources for Election Campaign Purposes Policy 84 That Report No. CS22-002 be received; and1. That the amendments to the Use of Corporate Resources for Election Campaign Purposes Policy be approved. 2. 9.5.FIN22-003 - Property Tax and Water Bill Payment Options 95 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. 10.Notices of Motion 10.1.Mayor Mrakas; Re: Request to Dissolve Ontario Land Tribunal (OLT)102 11.Regional Report 12.New Business 13.Public Service Announcements 14.Closed Session There are no Closed Session items for this meeting. 15.Adjournment 12022 TRANSPORTATION MASTER PLAN UPDATE:PROPOSED 2051 TRANSPORTATION NETWORKSPresentation to Town of Aurora CouncilFebruary 1, 2022Page 1 of 103 MEETING OUTLINE2www.york.ca/tmpwww.york.ca/tmp• TMP Study Progress • Proposed 2051 Transportation Networks• Active Transportation• Rapid Transit• Roads• Focus Areas• Next StepsPage 2 of 103 TMP PROJECT OVERVIEW AND TARGET SCHEDULE3Page 3 of 103 PROCESS FOR DELIVERING THE TMP4NEEDS AND OPPORTUNITIESPHASE 1DiscoverJanuary to July 2021PHASE 3RevealJanuary to June 2022NETWORKS & FOCUS AREASDRAFT & FINAL PLANNEEOPPNETFOCDRAFINAWE ARE HEREPHASE 2ExploreJuly to December 2021Page 4 of 103 WHAT WE HEARD IN PHASE ONE5Connections are keySafety a top priorityAll Roads for All ModesFast and convenient travel optionsEnvironmental sustainability is top of mindMore walking, cycling and transitPage 5 of 103 PROPOSED 2051 REGIONAL ROAD CYCLING NETWORK6• Enhance safety• Provide connections to other systems• Align with Pedestrian and Cycling Planning and Design GuidelinesLEGENDGUIDELINES:Page 6 of 103 PROPOSED 2051 REGIONAL TRAIL NETWORK7Lake to Lake Cycling Route and Walking TrailSouth York Greenway Cycling, Pedestrian and Micro-Mobility CorridorLEGENDPage 7 of 103 PROPOSED 2051 RAPID TRANSIT NETWORK8• Alignment with provincial plans• Protect additional corridors• Infrastructure focusedLEGENDGUIDELINES:Page 8 of 103 PROPOSED 2051 ROAD NETWORK9• Prioritizes investments to maximize the benefit to travellers and connecting communities• Recognizes financial realities for both today and into the future• Informed by the Region’s priority setting processLEGENDGUIDELINES:Page 9 of 103 ADDITIONAL PROGRAMS & INITIATIVES 10• Asset Management Program• Transportation Safety Initiatives • Municipal Streetscape and Pedestrian and Cycling Partnership Program • Pedestrian and Cycling Program • Pinch Point and Bottleneck Program • Enhancing Travel Options Programs (e.g., Smart Commute)Page 10 of 103 PROPOSED FOCUS AREAS111. Safetyfor all travellers2. Transportation equity- providing transportation options that fit all lifestyles and abilities3. Reduce car travel -especially during rush hours4. Financial and environmental sustainability5. Review the role and function of Regional corridors Page 11 of 103 KEY MESSAGES12• In alignment with the Region’s fiscal strategy• Reflects the delivery of projects included in the 10-Year Roads and Transit Capital Construction Program• Consistent with both provincial and regional plans• Focus Areas are departmental priorities to be further studied, approved and delivered over the next 4-year term of CouncilPage 12 of 103 NEXT STEPS13• Draft maps and focus areas introduced to Council for consideration (November 2021)• Presentation to local Councils (November 2021 to February 2022)• Draft TMP book for Council consideration (March 2022)• Third and Final PIC (Spring 2022)• Final TMP report for Council approval (June 2022)Page 13 of 103 THANK YOU!Brian TitheringtonDirectorTransportation & Infrastructure Planning1-877-464-9675 ext. 75901Brian.Titherington@york.caLauren CrawfordManagerTransportation Long-Term Planning1-877-464-9675 ext. 73115Lauren.Crawford@york.caPage 14 of 103 100 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 * General Committee Council or Committee Meeting Date *  2022-2-1 Subject * Maintenance of drainage on town property - serving Underhill Crescent and Rachewood Court Full Name of Spokesperson and Name of Group or Person(s) being Represented (if applicable) * Michael White Brief Summary of Issue or Purpose of Delegation * - A drainage swale and catch basin on town property is jeopardized by a failing retaining wall (also on town property). - The drainage swale and catch basin serves a public good for a number of residents - The retaining wall was necessary because of the specific design/installation - which the town signed off on in accepting the subdivision from the developer - This was installed after 31 Underhill was developed and now that it is failing - jeopardizes the grading of the property, as well as drainage for a number of neighboring properties - I respectfully request the town to accept responsibility for the maintenance of these items Have you been in contact with a Town staff or Council member regarding your matter of interest? * Yes No  Page 15 of 103 Full name of the Town staff or Council member with whom you spoke Mayor Mrakas Date you spoke with Town staff or a Council member 2021-12-6 I acknowledge that the Procedure By-law permits five (5) minutes for Delegations. * Agree  Page 16 of 103 100 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 * General Committe Council or Committee Meeting Date *  2022-2-1 Subject * Black History Month celebrations Full Name of Spokesperson and Name of Group or Person(s) being Represented (if applicable) * Board of Directors Brief Summary of Issue or Purpose of Delegation * Presentation about: - Black History Month Celebration - Town Support - Planning ahead Have you been in contact with a Town staff or Council member regarding your matter of interest? * Yes No I acknowledge that the Procedure By-law permits five (5) minutes for Delegations. * Agree  Page 17 of 103 100 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 * General Committee Council or Committee Meeting Date *  2022-2-1 Subject * Don Given Delegation Request - Item 9.2 PDS22-005 Full Name of Spokesperson and Name of Group or Person(s) being Represented (if applicable) * Don Given representing the applicant TFP Aurora Developments Limited Brief Summary of Issue or Purpose of Delegation * Don will be presenting a powerpoint presentation which provides an overview of the application for Council. 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 Anna Henriques Date you spoke with Town staff or a Council member 2022-1-12   Page 18 of 103 20 and 25 Mavrinac BoulevardOverview of SP-2021-08February 1, 2022 presentation by: Don Given, Malone Given Parsons Ltd.TFP Aurora Developments Ltd.1Page 19 of 103 Approved Draft Plan of Subdivision(86+117)0.06ha0.07haHalldorson Ave.Kane Cr.Weslock Cr.Wellington Street EastTFP AURORADEVELOPENTS INC.•Draft Approved by Council on June 22, 2021•The Draft Plan created 36 single-detached lots, a block for senior’s housing (separate application), and townhouse blocks•Site Plan Area consists of 4.8 ha split between either side of Mavrinac Boulevard2Page 20 of 103 Site PlanTFP AURORADEVELOPENTS INC.3853788Units22’ Street (2 storey)22’ Laneway (3 storey)21’ B2B (3 storey)Townhouse:21038’ Single(2 storey)1Single:Page 21 of 103 TFP AURORADEVELOPENTS INC.View from Wellington Street (West side of Mavrinac)4Page 22 of 103 View from Wellington Street (East side of Mavrinac)TFP AURORADEVELOPENTS INC.5Page 23 of 103 Wellington StreetscapeTFP AURORADEVELOPENTS INC.West of Mavrinac BoulevardEast of Mavrinac BoulevardMavrinac Blvd. Mavrinac Blvd.6Page 24 of 103 Proposed Condominium DevelopmentTFP AURORADEVELOPENTS INC.Wellington & Mavrinac 3 Storey Double Front TownsHalldorson Ave. Kane Cr.Weslock Cr.Wellington Street East7Rear ElevationFront ElevationPage 25 of 103 TFP AURORADEVELOPENTS INC.2 storey Condominium Single (view from Wellington)82 Storey Street TownsProposed Condominium Development3 Storey Back to Back TownsHalldorson Ave. Kane Cr.Weslock Cr.Wellington Street EastPage 26 of 103 Private Parkette ProgrammingTFP AURORADEVELOPENTS INC.9Western ParketteEastern ParketteHalldorson Ave. Kane Cr.Weslock Cr.Wellington Street EastPage 27 of 103 20 and 25 Mavrinac BoulevardTFP Aurora Developments Ltd.Page 28 of 103 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Memorandum Councillor’s Office Re: Lake Simcoe Region Conservation Authority Board Meeting Highlights of December 17, 2021 To: Mayor and Members of Council From: Councillor Wendy Gaertner Date: February 1, 2022 Recommendation 1. That the memorandum regarding Lake Simcoe Region Conservation Authority Board Meeting Highlights of December 17, 2021, be received for information. Attachments Attachment 1 – Lake Simcoe Region Conservation Authority Board Meeting Highlights of December 17, 2021 Page 29 of 103 Board Meeting Highlights December 17, 2021 Announcements: a)CAO Baldwin updated the Board on staff’s return to the physical office, which had been planned for January 10th. He advised that the return to office date has been pushed back to an unknown date at this time due to rising case s of COVID. b)CAO Baldwin advised that the Federal Minister’s mandate letter was recently issued, and he was pleased to note that it included implementation funding for a series of the Great Lakes waterways and rivers, and Lake Simcoe is specifically named as a recipient. Staff have been working with Environment Canada over a couple of years on a substantial restoration package and remain optimistic that this funding will come through. He reminded Board members that the Authority received Federal funding a few years back through the Lake Simcoe Clean-up Fund and the Lake Simcoe/south-eastern Georgian Bay Clean-up Fund. c)General Manager, Integrated Watershed Management, Ben Longstaff was pleased to advise the Board that the Climate Wise Business Network recently held its annual awards ceremony, and the Authority was awarded the GHG Achievement Award. This award recognizes efforts to reduce greenhouse gas emissions, and the Authority reduced emissions from fleet vehicles by moving from gasoline to electric and hybrid vehicles . During the period 2016 and 2019, a 30% reduction in fleet vehicle emissions was achieved, with an overall emissions reduction of 16%, putting the Authority halfway to its 2026 targets. Staff Reports: Conservation Authorities Act Transition Plan The Board received Staff Report No. 63-21-BOD regarding the Lake Simcoe Region Conservation Authority’s Conservation Authorities Act Transition Plan and approved the Transition Plan for submission to the Ministry of the Environment, Conservation and Parks and circulation to watershed municipalities and the Authority’s website. Updates to Ontario Regulation 179/06 Implementation Guidelines (formerly Watershed Development Guidelines) The Board received Staff Report No. 64-21-BOD regarding updates to the Lake Simcoe Region Conservation Authority’s Ontario Regulation 179/06 Implementation Guidelines and approved the Guidelines for implementation effective January 3, 2022. Attachment 1 Page 30 of 103 Board Meeting Highlights December 17, 2021 Page 2 Lake Simcoe Shoreline Hazard Project – Request for Proposal – Award to Consultant The Board received Staff Report No. 65-21-BOD regarding the Request for Proposal for the Lake Simcoe Shoreline Hazard Project and approved staff’s recommendation to award the project to W.F. Baird & Associates Coastal Engineers Ltd. Updates Lake Simcoe Region Conservation Authority’s Purchasing Policy The Board received Staff Report No. 66-21-BOD regarding recommended updates to Lake Simcoe Region Conservation Authority’s Purchasing Policy. The Board approved the delegation of authority to the Chief Administrative Officer for project approvals up to $500,000 and purchase order approvals within the projects up to $200,000. The Board also approved changes to Schedule E of the Purchasing Policy to allow for standard procurement/purchase order awards between $200,000 and $500,000 to be authorized by the Chief Administrative Officer , along with the Chair or Vice Chair of the Board of Directors; changes to Schedule D of the Purchasing Policy to increase the threshold for the CAO from $100,000 to $200,000 for standard procurement; and changes to Schedule E to remove the term “designate” from the authorization table. Page 31 of 103 1 Town of Aurora Heritage Advisory Committee Meeting Minutes Date: Time: Location: Wednesday, January 12, 2022 7:00 p.m. Video Conference Committee Members: Councillor Sandra Humfryes (Chair) John Green Matthew Kinsella Robert Lounds Bob McRoberts Members Absent: Jeff Lanthier (Chair) Hoda Soliman (Vice Chair) Other Attendees: Mayor Tom Mrakas (ex-officio) Robin McDougall, Director, Community Services Alicia Cherayil, Collections and Exhibitions Coordinator Jeremy Hood, Museum Assistant Brashanthe Manoharan, Planner/Heritage Planning Ishita Soneji, Council/Committee Coordinator _____________________________________________________________________ 1. Call to Order The Committee consented to appoint Councillor Humfryes as Chair of the meeting. The Chair called the meeting to order at 7:04 p.m. 1.1 Appointment of Committee Chair and Vice Chair The Committee consented to defer the Appointment of Chair and Vice Chair to the Heritage Advisory Committee meeting of February 7, 2022. Page 32 of 103 2 2. Approval of the Agenda Moved by Bob McRoberts Seconded by John Green That the revised 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 November 1, 2021 Moved by John Green Seconded by Matthew Kinsella That the Heritage Advisory Committee Meeting Minutes of November 1, 2021 be received for information. Carried 5. Delegations 5.1 Steve Armes, Resident; Re: Item 6.2 - Memorandum from Planner/Heritage Planning; Re: Heritage Permit Application, Faraji, 74 Centre St Steve Armes expressed concerns regarding the proposed development at 74 Centre Street noting the impacts on the trees, vegetation, and drainage on property. He further referred to the concerns expressed at previous meeting regarding the overall size, increase in traffic, verandah depth, and the proposed garage type noting the long-term impact of the redevelopment to the heritage district. That the comments of the delegation be received and referred to Item 6.2. 6. Matters for Consideration The Committee consented to consider item 6.2 prior to item 6.1. Page 33 of 103 3 6.1 Memorandum from Director, Community Services; Re: Pet Cemetery – Project Update 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 which include obtaining names, dates, details of each stone and the respective archival and historical context. A video outlining details of the overall project and work conducted on site was presented. Jeremy Hood and Alicia Cherayil were also present to respond to any questions. The Committee sought clarification on the available options and process for designating the site. Staff advised that the site could be designated under Part IV of the Ontario Heritage Act, Ontario Heritage Trust Easement, or through the National Historic Site Designation, and advised that Council direction would be required to pursue the heritage designation. The Committee expressed support for pursuing a future designation for the site. The Committee further sought clarification regarding the available permanent fencing options and associated costs. The Committee suggested that any temporary fencing could be converted to permanent fencing in the future to ensure security of the property in addition to the proposed security features. The Committee and staff further discussed about the available funding options to help facilitate the project initiatives and future maintenance of the property. The Committee expressed appreciation to staff for their efforts on the project and expressed support for the initiatives presented by staff. Moved by Matthew Kinsella Seconded by John Green 1. That the memorandum regarding Pet Cemetery – Project Update be received; and Page 34 of 103 4 2. That the Heritage Advisory Committee comments regarding Pet Cemetery – Project Update be received and referred to staff for consideration and further action as appropriate. Carried 6.2 Memorandum from Planner/Heritage Planning; Re: Heritage Permit Application, Faraji, 74 Centre Street, File Number: HPA-2020-04 David Eqbal, Architect, presented an overview of the proposed revised design highlighting the reduction in gross floor area, reduction in height, revised elevations, design layout, and floor plans. Mr. Eqbal noted that all comments and concerns to date have been taken into consideration in the revised proposal. Hassan Faraji, Owner, was present to respond to any questions. Staff provided an overview of the memorandum and provided a summary of the revisions noting that the proposal aligns with the guidelines in the Northeast Old Aurora Heritage Conservation District Plan. The Committee referred to the comments and concerns expressed at previous meetings and suggested that review of the Heritage Conservation District Plans in the future would be beneficial to ensure conformity to heritage aspects and safeguard heritage features. The Committee sought clarification regarding the storm water management, proposed parking and driveway layout, impacts to the trees and vegetation on the property, need for variances, and the applicant and staff provided clarification. The Committee expressed support for the detached garage as it conforms to the character of the neighbourhood. The Committee expressed appreciation to the applicant and owner for considering the comments provided by the Committee to date and submitting a revised proposal. Staff noted that the application and report will be brought for Council's consideration to the Council meeting of January 25, 2022. Moved by Matthew Kinsella Seconded by Bob McRoberts 1. That the memorandum regarding Heritage Permit Application HPA- 2020-04 be received; and Page 35 of 103 5 2. That the Heritage Advisory Committee comments regarding Heritage Permit Application HPA-2020-04 be received and referred to staff for consideration and further action as appropriate. Carried 7. Informational Items None. 8. Adjournment Moved by Matthew Kinsella Seconded by Robert Lounds That the meeting be adjourned at 9:01 p.m. Carried Page 36 of 103 1 Town of Aurora Finance Advisory Committee Meeting Minutes Date: Time: Location: Tuesday, January 18, 2022 5:45 p.m. Video Conference Committee Members: Mayor Tom Mrakas (Chair) Councillor Harold Kim Councillor Michael Thompson Other Attendees: Doug Nadorozny, Chief Administrative Officer Rachel Wainwright-van Kessel, Director, Finance Jason Gaertner, Manager, Financial Management Elizabeth Adams-Quattrociocchi, Manager, Financial Reporting and Revenue Ishita Soneji, Council/Committee Coordinator _____________________________________________________________________ 1. Call to Order Councillor Kim called the meeting to order at 5:46 p.m. Mayor Mrakas assumed the Chair at 5:48 p.m. 2. Appointment of Committee Chair Moved by Councillor Thompson Seconded by Mayor Mrakas That the Committee appoint Mayor Mrakas as Chair for year 2022 of the Finance Advisory Committee (2018-2022 term). Carried Page 37 of 103 2 3. Approval of the Agenda Moved by Councillor Thompson Seconded by Councillor Kim The agenda as circulated by Legislative Services, be approved. Carried 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. Receipt of the Minutes 5.1 Finance Advisory Committee Meeting Minutes of December 7, 2021 Moved by Councillor Thompson Seconded by Councillor Kim That the Finance Advisory Committee meeting minutes of December 7, 2021, be received for information. Carried 6. Delegations None. 7. Matters for Consideration 7.1 Memorandum from Senior Advisor, Financial Systems and Policy; Re: Property Tax and Water Bill Payment Options Update Staff provided an overview of the memorandum proposing the elimination of cash transactions at Town Hall for property tax and water bill payments. The Committee inquired about any exceptions to the process and alternate cash payment options, and staff advised that cash payments will be accepted at user financial institutions. The Committee suggested that an adequate transition period would be beneficial to the residents and business owners. Staff noted that residents and business owners will be Page 38 of 103 3 notified well in advance of the effective due date as part of the roll-out plan. The Committee and staff further discussed about the potential cost savings due to the reduction in armoured vehicle cash pick-up services. The Committee expressed support for the proposed initiative. Moved by Councillor Thompson Seconded by Councillor Kim 1. That the memorandum regarding Property Tax and Water Bill Payment Options Update be received; and 2. That the Finance Advisory Committee comments regarding Property Tax and Water Bill Payment Options be received and referred to staff for consideration and further action as appropriate. Carried 8. New Business None. 9. Adjournment Moved by Councillor Kim Seconded by Councillor Thompson That the meeting be adjourned at 5:59 p.m. Carried Page 39 of 103 1 Town of Aurora Anti-Black Racism and Anti-Racism Task Force Meeting Minutes Date: Time: Location: Wednesday, January 19, 2022 7 p.m. Video Conference Committee Members: Mark Lewis (Chair) Noor El-Dassouki Edlene Antonio Shivangi Bagga Jennie Dekkema (Vice Chair) Councillor Harold Kim Members Absent: Keenan Hull Mae Khamissa Other Attendees: Techa van Leeuwen, Director of Corporate Services Linda Bottos, Council/Committee Coordinator _____________________________________________________________________ 1. Call to Order The Chair called the meeting to order at 7 p.m. Following the appointment of the new Chair and Vice Chair, it was agreed that Mark Lewis would continue as Chair of this meeting and Noor El-Dassouki would assume the role of Chair at the next meeting. 1.1 Appointment of Chair and Vice Chair Moved by Jennie Dekkema Seconded by Edlene Antonio 1. That Noor El-Dassouki be elected as Chair for Year 2022 of the Anti- Black Racism and Anti-Racism Task Force (2018-2022 Term); and Page 40 of 103 2 2. That Jennie Dekkema be elected as Vice Chair for Year 2022 of the Anti-Black Racism and Anti-Racism Task Force (2018-2022 Term). Carried 2. Approval of the Agenda Moved by Noor El-Dassouki Seconded by Jennie Dekkema 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 Anti-Black Racism and Anti-Racism Task Force Meeting Minutes of November 17, 2021 Moved by Noor El-Dassouki Seconded by Jennie Dekkema That the Anti-Black Racism and Anti-Racism Task Force meeting minutes of November 17, 2021, be received for information. Carried 5. Delegations None. 6. Matters for Consideration 6.1 Presentation; Re: York Regional Police's Inclusive Policing Action Plan Alicia Lauzon, Equity and Inclusion Specialist, York Regional Police, Diversity, Equity and Inclusion Bureau, presented an overview of the York Regional Police (YRP) Inclusion Strategy and highlighted elements of the Inclusive Policing Action Plan 2020-2022, actions and accomplishments, the path forward for 2022, and the Anti-Racism Action Plan. She noted the Page 41 of 103 3 aim of the Action Plan is to promote equity and inclusion throughout YRP and to prevent discrimination and harassment in the workplace and in the community. Ms. Lauzon provided background on the Anti-Racism Action Plan, noting the involvement of internal support networks, working groups, community partners, and the establishment of a Black Community Consultative Roundtable among other initiatives. Superintendent Ryan Hogan of Community Services and Superintendent Ed Villamere of the Professionalism, Leadership and Inclusion Office were also present. There was discussion on the collection of race-based data, equity-seeking data, data quality, program success metrics and sustainability, hiring practices and statistics, focus on diversity, equity and inclusion within the YRP organization and transition into the community, anti-racism training, accountability, transparency and reporting, and continued collaboration with the community and committees. Ms. Lauzon also noted that YRP is reviewing its business planning process and suggested a presentation could be given to the Task Force at a future meeting where members could provide input on the YRP business plan. Moved by Noor El-Dassouki Seconded by Shivangi Bagga 1. That the presentation regarding York Regional Police's Inclusive Policing Action Plan be received; and 2. That the Anti-Black Racism and Anti-Racism Task Force comments regarding York Regional Police's Inclusive Policing Action Plan be received and referred to staff for consideration and further action as appropriate. Carried 7. Informational Items None. 8. Adjournment Moved by Jennie Dekkema Seconded by Edlene Antonio That the meeting be adjourned at 7:50 p.m. Carried Page 42 of 103 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. CMS 2 2 -0 06 Subject: SARC Gymnasium Addition – Project Update Prepared by: Lisa Warth, Manager, Recreation Services and Andrea Vento, Program Manager, Facility Capital Projects Department: Community Services Date: February 1, 2022 Recommendation 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. Executive Summary This report summarizes the work done to date on the SARC gymnasium addition project and seeks Council direction to proceed with Option 1, a single gymnasium, multipurpose space and renovated customer service and administration space.  Through a competitive bid process in accordance with the Procurement Bylaw, the consulting firm CS&P Architects Inc. were awarded the contract as the design consultant for this project.  Community consultations revealed the desire for a double gymnasium to better meet needs.  Design options include a single gymnasium (Option 1) or a double gymnasium (Option 2). Both designs include additional multipurpose space, change rooms, and renovated administration and customer service functions. Page 43 of 103 February 1, 2022 2 of 9 Report No. CMS22-006  Site fit challenges include grading and close proximity to environmentally sensitive wetlands, as well as potential parking/traffic considerations. Background The Parks and Recreation Master Plan (January 2016) recommended the construction of an additional gymnasium for community use. Current gymnasium space at Aurora Family Leisure Complex (AFLC) is well used and offers programs for all ages and abilities. Pre-covid, there were waitlists or rentals that were turned away due to a lack of availability. School gymnasiums are also available for community use but there are challenges with these rentals as groups (including the Town), can get cancelled at the last minute due to school use of the space or other issues, and a general lack of availability/suitability. Also, the rental rates have been increasing steadily over the past few years and use is becoming increasingly unaffordable for community use. A new gymnasium will allow for the expansion of program offerings to the community. It will service all areas of general programming such as fitness classes, children’s programs, preschool programs, summer day camp, sports programs and leagues, special events such as fairs and trade shows, along with sport community use for game play, practice, small tournaments, dryland training and more. The existing gymnasium at the AFLC is well utilized especially during peak times (early morning, after school, evenings and weekends), and potential users have had to be turned away. Additionally, the AFLC gymnasium is not suitable for any kind of formal competitive game play due to the size, lack of ceiling height, the barrier created by the walking track and the lack of spectator seating. The SARC gymnasium addition will address the lack of gymnasium space and multipurpose space for recreation, sport, training and other uses in the community. This project also addresses the lack of administration and customer service space and functionality in the facility. This project was tabled during the 2021 capital project deliberations and included options for a single gymnasium and a double gymnasium. A budget of 8.2 M was approved at that time for the project which included a single gymnasium, new multipurpose space, and administration space. Staff also received direction to ensure consultation with community groups and potential user groups was completed and to consider the various uses of the gymnasium including competition. As a result of the Page 44 of 103 February 1, 2022 3 of 9 Report No. CMS22-006 approval, staff commenced the design phase of the project by securing an architectural firm to generate the design. Analysis Through a competitive bid process in accordance with the Procurement Bylaw, the consulting firm CS&P Architects Inc. were awarded the contract as the design consultants for this project In October 2021, the Town awarded a contract to CS&P Architects Inc. and kicked off the project shortly after. Since then, the team have challenged the site by exploring multiple layouts and meeting with external community/sports groups, internal users and began exploring options with the Lake Simcoe Regional Conservation Authority. Multiple studies are also underway such as an environmental site assessment, site surveys and geotechnical investigation. Following a review of all options and various iterations presented, the project team narrowed down the preferred layouts with option 1 (single gymnasium) and option 2 (double gymnasium). Community consultations revealed the desire for a double gymnasium to better meet needs Throughout the initial stages of design, the Town along with design consultants CS&P Architects met with internal and external user groups to discuss end user requirements, programming of the space, special constraints and to provide a general understanding of the gymnasium design and intent. Through discussion, it was revealed there was a strong desire from external groups that a double gymnasium was preferred. The double gymnasium would allow for more practice play, competitive play and access for the community. A double gymnasium would also be well utilized for Town programming, where multiple activities could be going on at the same time in the space. A double gymnasium would enable a tournament, where one team would be warming up on one court, while a game is being played on the other. Additionally, it would allow for more participants to take part in practice play and for full court drills to be part of practice. User groups shared that a single gymnasium could not be used for tournaments but that a double gymnasium could. All groups said a single gymnasium would be beneficial for practice and training purposes (possibly individual games). There were a total of four consultation sessions and attendees included representatives from:  Internal staff Page 45 of 103 February 1, 2022 4 of 9 Report No. CMS22-006  Sport Aurora  Volleyball  Basketball  Karate  Baton  Aurora Black Community  Newmarket Welcome Centre Written surveys were also sent to community groups who could not attend the consultation meetings and feedback was received from Aurora Diggers Softball, Ducks Swimming Club, and York Artistic swimming. Topics discussed at these meetings and through the survey’s included:  The size of the gymnasium  The uses (competition, practice, dryland training, fitness etc.)  Ceiling height requirements  Windows/glazing  Various court sizes, runoffs  Lighting  Spectator seating  Change rooms/washrooms  Storage  Sports Hall of Fame relocation  Acoustics Additionally, staff will be presenting to the Accessibility Advisory Committee, and the Community Advisory Committee during the month of February. This engagement will be seeking input on design features, amenities, and programming. Design options include a single gymnasium (Option 1) or a double gymnasium (Option 2). Both designs include additional multipurpose space, change rooms and renovated administration and customer service functions The uses, goals, site and existing building were all taken into consideration when developing the design options along with the future growth of the community and the potential for a future multi-use community centre within Town. Option 1 includes a single gymnasium with a 24’ ceiling clearance, change rooms, storage, bleachers, a small multipurpose space and renovated administration and Page 46 of 103 February 1, 2022 5 of 9 Report No. CMS22-006 customer service space. This option is a fit for the designated space, and only encroaches minimally on the surrounding wetlands and environmentally sensitive lands. A single gymnasium would meet the needs of the community in the areas of general programming, camps, sports programming and also meet the growing internal needs of the community services recreation team by providing them with a functional usable workspace. The single gymnasium design has incorporated the feedback from the sports groups that would make the space functional for training and individual games, but it would not be suitable for tournament play. The single gymnasium has also met the regulation area of the Lake Simcoe Region Conservation Authority with the floodplain and floodplain setback requirements. The single gymnasium would not pose any significant occupancy changes therefore, resulting in no further parking/traffic studies or major occupancy changes within the building. This option includes 15,000 sq ft. of new construction and 4320 sq. ft. of renovated space. A very high-level construction cost estimate for this option is approximately 8.4 M (original budget estimated 6.1 M in construction costs) which would bring the total costs from the original approved estimate of 8.2 M to a revised amount of closer to 11.3 M. Option 2 includes a double gymnasium with a 30’ ceiling clearance, change rooms, storage, bleachers, dividing curtain, a small multipurpose space and renovated administration and customer service space. This option does have significant impacts to the floodplain and floodplain setbacks and would require a parking study potentially resulting in the need for additional parking and land acquisition at the site. However, the double gymnasium comes with significant benefits for use and would be an important asset for the community. This option includes 26,000 sq. ft. of new construction and 4320 sq. ft. of renovated space. A very high-level construction cost estimate for this option is approximately 13.9 M which results in approximately 18.8 M total cost. Both options require a separate corridor for access from the main lobby. This ensures minimal disruption to the use of the building during construction. Using the existing corridor was eliminated from the options as it is an exterior wall that is load bearing and would require demolition during the construction resulting in the lengthy closure of other parts of the building. As noted in the original scope of work, both options also include renovations to the existing customer service and administration areas. This work has numerous benefits including:  Enhanced security addressing some items in the security audit related to cash handling and security for staff Page 47 of 103 February 1, 2022 6 of 9 Report No. CMS22-006  Provides a welcoming experience and enables customers more immediate and easy access to customer service  Allows for proper workspaces for staff. The current customer and administration areas were not designed for the volume of staff now working in those spaces. The building is heavily used and requires a full staff compliment at most times during operating hours. Some staff are currently working in spaces that are makeshift or sharing spaces that were meant for one staff and are not suitable as there are numerous distractions due to noise, foot traffic etc.  Although this specific project will not result in the need for additional full time administration or customer service staff, the space should be re-designed to include space for future staffing related to growth. A lack of proper workspace has been an issue at the SARC for several years and this project presents an opportunity to address the current issues and plan for the future. Also noted in the original scope of work, both options include a small multipurpose room as an addition to the existing preschool space. The existing preschool space would require minor renovations such as a divider wall, that would make the space more suitable for multipurpose uses. This space is needed to accommodate the demand internally and externally for multipurpose space for activities, meetings etc. This space would also accommodate the uses of some multipurpose space that will be lost because of the customer service space renovation. Consistent with the consultation that the Town completed for the Sport Tourism Strategy, the double gymnasium would meet the needs for a tournament site. Also, during this consultation, sport organizations said they were hosting tournaments and events in other communities due to a lack of suitable facilities in Aurora, or they were unable to host events at all. The double gymnasium, although desired by external community/sports groups, appears to pose some greater challenges with the encroachment on the significant wetlands and floodplain setbacks, increased parking/traffic needs along with the potential need to acquire additional land for parking expansion. Site fit challenges include grading and close proximity to environmentally sensitive wetlands, as well as potential parking/traffic considerations The single gymnasium site is within the regulation area of the Lake Simcoe Region Conservation Authority and consideration is required to meet setback requirements that address floodplain, watercourse and wetlands of the surrounding area. Initial discussion with the Lake Simcoe Region Conservation Authority indicates a single Page 48 of 103 February 1, 2022 7 of 9 Report No. CMS22-006 gymnasium would not pose any significant concerns however, a double gymnasium space increases the site challenges with the requirement of a 30m setback required to provincially significant wetland. If a 30m setback is encroached by new construction, then an environmental impact study is required to identify impacts and proposed mitigation. Following a review of options presented by CS&P, the double gymnasium will pose the greatest site challenges. Although doable, the double gymnasium has significant impacts to the environmental floodplain and 30m setback required to Provincially significant wetlands. As for parking, there are 324 existing parking spaces and 6 barrier- free that would also need to be challenged with a double gymnasium . Even though, preliminary review indicates that the east side of the parking lot is typically underutilized, it would be critical to confirm parking capacity needed to service the addition of a double gymnasium (tournament site). A Site Plan Approval Planner would be consulted as to any traffic requirements should the Town want to pursue the double gymnasium. In addition, the double gymnasium has a possible 4.57m drop below the gym at the west side, 2.74m at the south side, due to sloping grades. The double gymnasium will also have a much taller and wider building volume from west side/ravine. The most significant impact is budget and schedule as a double gymnasium is outside of original scope of work set out within the RFP and has significant budget constraints. Advisory Committee Review This project will be presented to the following committees: Accessibility Advisory Committee – February 9 Community Advisory Committee – February 17 Legal Considerations None. Financial Implications A total of $8,200,000 in capital budget authority being fully funded from Parks & Recreation development charges has been approved for the design and construction of the SARC gymnasium addition. Page 49 of 103 February 1, 2022 8 of 9 Report No. CMS22-006 Furthermore, Council has approved $8,200,000 in debt authority in support of this project. In 2021 the Town was successful in acquiring an equivalent valued construction line of credit to be converted into a 20-year debenture upon substantial completion of the SARC gymnasium from Infrastructure Ontario. Should any further capital budget authority be required in this instance, a funding source is not readily available and will need to be determined. Communications Considerations Further consultation with the general public is planned using the Bang the Table platform. A survey will be available asking residents what features they would like to see in the gymnasium and what type of programming they would like to see offered in the new space. The Town will continue to update the community on this project as it progresses. Climate Change Considerations The recommendations from this report have undetermined impacts on greenhouse gas emissions and climate change adaptation. These issues can be addressed during the final design and subsequent construction of the space. Link to Strategic Plan This project supports Objective #4 – Encouraging an active and healthy lifestyle under the Goal: Supporting an exceptional quality of life for all. Alternative(s) to the Recommendation 1. Council has the option of selecting Option 2 (double gymnasium) Conclusions Several options were considered and challenged during this initial phase of exploring design options for a gymnasium. There is a lack of gymnasium space in Aurora and a new space will be well utilized. It is important to share the results of the consultation and initial design phase with Council to obtain direction before further detailed design is completed. Page 50 of 103 February 1, 2022 9 of 9 Report No. CMS22-006 Although Option 2 (double gymnasium) allows for much greater use and contributes to the goals of sport tourism, Option 1 (single gymnasium) is being recommended as it more closely aligns to the initial budget and is a better fit within the designated space. Attachments None Previous Reports Pre-submission Review Agenda Management Team review via email. Approvals Approved by Robin McDougall, Director, Community Services Approved by Doug Nadorozny, Chief Administrative Officer Page 51 of 103 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. PDS2 2 -0 05 Subject: 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 Prepared by: Stephen Corr, Senior Development Planner Department: Planning and Development Services Date: February 1, 2022 Recommendation 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: 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. 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. Page 52 of 103 February 1, 2022 2 of 18 Report No. PDS22-005 Executive Summary This report seeks Council’s approval in principle of the Site Plan Application File SP- 2021-08 for 20 and 25 Mavrinac Boulevard, to permit the development of 211 units (210 townhouse units and 1 single detached unit) on two proposed common element condominiums.  The proposed applications are consistent with the Provincial Policy Statement and Growth Plan  The proposed Site Plan Application conforms to the Lake Simcoe Protection Plan (LSPP)  The proposed Site Plan Application conforms to the York Region Official Plan (YROP)  The Proposed Site Plan Application conforms to the Official Plan and Bayview Northeast Area 2B Secondary Plan Area (OPA 30)  The Proposed Site Plan Application conforms to Zoning By-law 6000-17, as amended  Planning Staff are satisfied with Site Design and Building Elevations  Planning Staff recommend that the site plan application be approved in principle, subject to conditions. Final technical matters will be addressed prior to the execution of the site plan agreement. Background Application History The subject lands were created as part of larger development blocks through the registration of Plan of Subdivision 65M-3852 in 2005. These blocks were initially intended for employment uses and were designated as ‘Business Park’ in the Bayview Northeast Area 2B Secondary Plan Area (OPA 30). The Applicant submitted Official Plan Amendment, Zoning By-law Amendment and Draft Plan of Subdivision Applications in 2017, (files OPA-2017-01, ZBA-2017-03 & SUB-2017- 02) which included the blocks subject to this site plan application. The applications Page 53 of 103 February 1, 2022 3 of 18 Report No. PDS22-005 proposed a total of 36 freehold detached lots fronting Westlock Crescent, Haldorson Avenue and Kane Crescent, and a 0.77 ha (1.9 ac) block on a portion of 25 Mavrinac Boulevard for 6-storey supportive housing seniors building. The Applicant also submitted an employment land conversion request to the Region of York to be considered as part of the Region’s Municipal Comprehensive Review (RMCR) process. Region of York Council endorsed the conversion request on October 22, 2020, allowing the Official Plan Amendment, Zoning By-law Amendment and Draft Plan of Subdivision Applications submitted to proceed through the Town’s development review process. On June 15, 2021, Town Council approved the Draft Plan of Subdivision and implementing Zoning By-law Amendment. The Official Plan Amendment was approved in principle by Town Council as the Region was the approval authority. The Official Plan and Zoning By-law Amendments are now in full force and effect, and the Draft Subdivision Approval was issued on June 21, 2021. The applicant is working on clearing conditions of draft plan approval prior to registering the plan of subdivision which will create the development blocks required for the proposed development. Staff note that future plan of condominium and part lot control applications will be required to implement the subject site plan application. The subject Site Plan Application (File SP-2021-08) was submitted on May 6, 2021, in which the third submission review has been completed by Town Departments and external agencies. Location / Land Use The subject lands comprise two development blocks that are part of a draft approved plan of subdivision (See Figure 1). The ‘west’ block (municipally known as 20 Mavrinac Boulevard) is located at the northwest intersection of Wellington Street East and Mavrinac Boulevard and has an approximate area of 2.72 ha (6.72 ac). This block is vacant and undeveloped. The ‘east’ block (municipally known as 25 Mavrinac Boulevard) is located on the north side of Wellington Street East and east side of Mavrinac and has an approximate area of 2.01 ha (4.96 ac). This block contains four closed temporary home sales trailers with a paved parking area and driveway which accesses Mavrinac Boulevard. Page 54 of 103 February 1, 2022 4 of 18 Report No. PDS22-005 Surrounding Land Uses The surrounding land uses are as follows: North: Low-density residential, Halldorson Avenue, and Kane Crescent. South: Wellington Street East, open playing fields, and Magna Headquarters. East: David Tomlinson Nature Reserve, and low-medium density residential. West: Weslock Crescent, and medium density residential. Policy Context Provincial Policies All planning applications shall have regard to the Provincial Policy Statement (PPS), which provides policy direction on matters of Provincial interest. These policies support the development of strong communities through the promotion of efficient land use and development patterns. A Place to Grow: Growth Plan for the Greater Golden Horseshoe (the Growth Plan), is a guiding document for growth management within the Greater Golden Horseshoe Area. The Growth Plan provides a framework that guide land-use planning. The Lake Simcoe Protection Plan (LSPP) provides policies that address aquatic life, water quality and quantity, shorelines and natural heritage, other threats and activities (invasive species, climate change and recreational activities) and implementation. A portion of the subject lands on the east development block is within an area regulated by the LSRCA under Ontario Regulation 179/06 of the Conservation Authorities Act. A permit from the LSRCA will be required prior to development or site alteration occurring on this portion of the subject lands. York Region Official Plan (YROP) The YROP designates the subject lands as “Urban Area”. The vision for the Urban Area is to strategically focus growth while conserving resources; and to create sustainable, lively communities. A goal of the YROP is to enhance the Region’s urban structure through city building, intensification, and compact, complete vibrant communities. Page 55 of 103 February 1, 2022 5 of 18 Report No. PDS22-005 A wetland and watercourse are located within 120 metres east of the subject lands as identified on Map 4 of the YROP. Wellington Street is a Regional Road with a planned road width of up to 36 metres. The subject lands are partially within a Wellhead Protection Area D (WHPA-D), and a Recharge Management Area (WHPA-Q). In October 2020, Regional Council endorsed a site-specific employment conversion request on the subject lands through the MCR process which has been deemed to conform to the 2031 Regional Official Plan. Therefore, the subject applications are able to proceed through the Town’s development review process. Bayview Northeast Area 2B Secondary Plan Area (OPA 30) On August 20, 2021, Official Plan Amendment (OPA) 23 was approved to redesignate the subject lands from ‘Business Park’ in the Bayview Northeast Area 2B Secondary Plan Area (OPA 30) to ‘Medium-High Density Residential’. The ‘Medium-High Density Residential’ designation applicable to the subject lands is shown in Figure 2. This designation contemplates ‘a range of predominantly above- grade housing forms such as stacked rowhouses, terrace houses, maisonettes, and garden apartments. In areas designated Medium-High Density Residential, a mix of housing types shall be provided, and may include street and/or block row houses in the Low-Medium Density designation’. The maximum permitted net residential density for the subject lands is generally not to exceed 99 units per hectare (40 units per acre). Zoning By-law 6000-17, as amended The subject lands are zoned Townhouse Dwelling Residential – Exception 539 (R8*539) by Zoning By-law 600-17, as amended as shown in Figure 3. The applicable zoning was approved as a site specific by-law amendment to permit the development contemplated by this proposed site plan application, and permits the following:  Detached Dwelling (1)  Back-to-back townhouse dwellings (88)  Townhouse Dwellings (122)  Home Occupations  Private Parks  Stormwater Management facilities  Exception 539 also provides site specific development standards to permit the proposed development. Page 56 of 103 February 1, 2022 6 of 18 Report No. PDS22-005 Reports and Studies Plan and Report Name Plan and Report Author Site Plan, Elevations and Floor Plans Hunt Design Associates Inc. Site Survey David B. Searles Surveying Ltd. Functional Servicing Report SCS Consulting Group Stormwater Management Report SCS Consulting Group Erosion and Sediment Control Report SCS Consulting Group Civil Engineering Drawings, including Servicing Drawings, Erosion and Sediment Control Plans, Grading Plan, Traffic Management Plans SCS Consulting Group Private Streetlight Plan RTG Systems Inc. Hydrogeological Assessment and Water Balance Report, Infiltration Balance and Source Water Impact Assessment & Mitigation Plan R.J Burnside & Associates Limited Geotechnical Soils Report Soil Engineers Ltd. Letter of Opinion, Pavement Design and Fire Access Soil Engineers Ltd. Environmental Impact Study and Buffer Planting Plans Beacon Environmental Arborist Report Beacon Environmental Landscape Plans The MBTW Group Traffic Impact Study Supplement WSP Parking Breakdown Plan Malone Given Parsons Detailed Environmental Nosie and Vibration Report Jade Acoustics Green Development and Design Report Malone Given Parsons Page 57 of 103 February 1, 2022 7 of 18 Report No. PDS22-005 Plan and Report Name Plan and Report Author Urban Design Brief The MBTW Group Retaining Wall Plans Verti-Crete Stormwater Management Facilities Operations and Maintenance Manual SCS Consulting Group Garbage Truck Turning Template WSP Proposed Applications Proposed Site Plan Application The Applicant has submitted a Site Plan Application proposing two common element condominium developments containing a total of 211 units on the subject lands. As a common element condominium, the units and lots will be freehold, but are also Parcels of Tied Land (POTLs), meaning they will be ‘tied’ on title for shared maintenance and access to common elements within the development sites. The shared common elements include an internal private road which each of the lots front and access, private parkettes, walkways and sidewalks, private water, storm and sanitary services and visitor parking areas. The site plan application comprises two development blocks, proposed to be developed as follows: ‘West’ Block, 20 Mavrinac Boulevard (See Figure 4) Number of Units and type  Detached Dwelling – 1  Townhouse Dwelling – 63 within 10 Blocks  Back-to-back Townhouse Dwelling – 66 within 6 Blocks Unit Widths  Detached Dwelling – 9.65 m (31.66 ft)  Townhouse Dwelling – 6.7 m (21.98 ft)  Back-back Townhouse Dwelling – 6.4 m (21.0 ft) Parkette Size, location, and feature  552.5 m2 (5,974.1 ft2)  Central to the Site  Landscaping, walkways, benches, and a playground structure Page 58 of 103 February 1, 2022 8 of 18 Report No. PDS22-005 Total Amount of Parking  Two spaces per dwelling, one in private garage and one on a private driveway  36 visitor parking spaces across the site (including two barrier free spaces). Vehicular Access to Site Locations Two vehicular accesses provided via the private condominium road:  At the northwest portion of the site to Haldorson Avenue; and  At the east side of the site to Mavrinac Boulevard. Pedestrian Access to Site Locations There two pedestrian access points to and from the site, at the east side to Mavrinac Boulevard. ‘East’ Block, 25 Mavrinac Boulevard (See Figure 5) Number of Units and type  Townhouse Dwelling – 59 within 11 Blocks  Back-back Townhouse Dwelling – 22 within 2 Blocks Unit Widths  Townhouse Dwelling – 6.7 m (21.98 ft)  Back-back Townhouse Dwelling – 6.4 m (21.0 ft) Parkette Size, location, and feature  697.0 m2 (7,502.4 ft2)  Southwest portion of the site  Landscaping, walkways, benches, a playground structure and a shade structure  Note it is intended that residents of the future Seniors Building to the southwest will have access to this private park, to be secured via an access easement Total Amount of Parking  Two spaces per dwelling, one in private garage and one on a private driveway.  31 visitor parking spaces across the site (including two barrier free spaces). Vehicular Access to Site Locations Two vehicular accesses provided via the private condominium road: Page 59 of 103 February 1, 2022 9 of 18 Report No. PDS22-005  At the northeast portion of the site to Kane Crescent; and  At the west side of the site to Mavrinac Boulevard. Pedestrian Access to Site Locations There are four pedestrian access points to and from the site, two at the west side to Mavrinac Boulevard, and two at the south side to Wellington Street East. With respect to proposed site configuration, the townhouse buildings frame the outer edges of both sites to provide a compatible built from with existing surrounding development. The back-to-back townhouses are internalized to the site to ensure the more dense building forms are transitioned away from abutting low density development. All units front and have garage and driveway access to an internal private condominium road. The townhouse dwellings along Wellington Street East and Mavrinac Boulevard are designed to provide a strong urban edge along both these highly visible public streets where residents will have pedestrian access to these streets through their front door (with vehicular access internalized to the site at the rear). The private road within the two sites is approximately 8.7 m (28.5 ft) to provide a sufficient right-of-way for two-way traffic and lay-by visitor parking on one side of the private street (which is included in the visitor parking totals noted in the Tables above). Elevations showing the proposed detached dwelling and examples of the townhouse and back-to-back townhouse buildings are shown in Figures 6 to 8. The dwellings will have a modern aesthetic and comprise clay brick and stone veneer with stucco, aluminium and cement fibre siding as accents. The detached dwelling and townhouse dwellings are two storeys in height, and the back-to-back townhouse dwellings are three storeys in height. As per the site specific zoning standards, the maximum permitted heights for the detached dwelling and townhouse buildings is 11 metres, and the maximum permitted height for the back-to-back townhouses interior to both development sites is 12.0 m. Analysis Planning Considerations The proposed Site Plan application is consistent with the Provincial Policy Statement and conforms with the Growth Plan Page 60 of 103 February 1, 2022 10 of 18 Report No. PDS22-005 The subject lands are located within a Settlement Area as defined by the PPS and the proposed development is consistent with the PPS objectives of contributing to a healthy, liveable and safe community, and focusing growth to settlement areas. The development makes efficient use of vacant land within an existing community that has municipal services, community facilities, and infrastructure in place. The density of the proposed development is considerate of the adjacent building stock, with an appropriate transition in massing, with the densest of the housing forms located internal to both development sites. The Growth Plan encourages intensification throughout Settlement Areas and supports the development of complete communities, which may take on different shapes and forms appropriate to their context. The proposed development supports the objective of complete communities by providing for a mix and range of housing types and tenures to the community, while providing an appropriate built form transition to the existing community. Population targets established in municipal official plans continue to apply to all planning matters in accordance with the Growth Plan. The YROP requires a minimum of 40% of all residential development to occur within the built-up area, as defined by the “Built Boundary” in the Growth Plan. The proposed development will contribute to the minimum 40% intensification target within the Built-Up Area of the Town. The proposed Site Plan Application conforms to the Lake Simcoe Protection Plan (LSPP) The subject lands are located within 120 metres of a Provincially Significant Wetland (East Aurora Wetland Complex), and valley lands characterized by steep sloped associated with a tributary of Marsh Creek. The LSRCA has reviewed the proposed applications in concert with the LSPP and has provided that consistency with Section 3.1 of the PPS has been demonstrated, and there is no objection to the proposed site plan application. The LSRCA had provided conditions of Draft Subdivision approval for the related subdivision application. Prior to the issuance of site plan approval, the applicant will be required to register the subdivision, which will include clearing all draft subdivision conditions (including those provided by the LSRCA). Additionally, a portion of the subject lands are regulated by the LSRCA and therefore, a permit will be required prior to development or site alteration. The proposed Site Plan Application conforms to the York Region Official Plan (YROP) Page 61 of 103 February 1, 2022 11 of 18 Report No. PDS22-005 The proposed applications conform to the objective of achieving healthy communities. The development provides a mix and range of unit types, sizes, and tenures for all household types, including seniors. Further, the proposed development contributes to the York Region Population forecasts for the Town of Aurora. The YROP encourages dense compact residential housing forms to be located in proximity to transit and other human services. York Region Transit (YRT) bus routes are located in proximity to the subject lands, and the Aurora GO Station is located 2.2 kilometers west of the subject lands. Several community facilities are in proximity to the development. The proposed applications conform to the YROP objective of achieving a sustainable natural environment. Development of the common element condominium portion of the subject lands, and the supportive housing building will be subject to Site Plan Control, where the applicant will be required to have an integrated and innovative approach to water management, landscape treatment, and will incorporate low impact development measures where appropriate and feasible. Additionally, the Official Plan encourages building designs to incorporate green initiatives. The Proposed Site Plan Application conforms to the Official Plan and Bayview Northeast Area 2B Secondary Plan Area (OPA 30) As noted, an Official Plan Amendment preceded the submission of this site plan application, which was approved to redesignate the subject lands from ‘Business Park’ to ‘Medium-High Density Residential’ in the Bayview Northeast Area 2B Secondary Plan Area (OPA 30). The purpose of the OPA was to permit the proposed land uses, built form and density contemplated through this site application. Planning staff are therefore of the opinion that the proposed site plan application conforms to the land use and development policies of the Official Plan. The maximum permitted net residential density for the subject lands is generally not to exceed 99 units per hectare (40 units per acre). Approval of the site plan application will result in density of 48 units per hectare (20 units per acre) for the ‘West’ block and 41 units per hectare (17 units per acre). The Proposed Site Plan Application conforms to Zoning By-law 6000-17, as amended Approval of a site-specific Zoning By-law Amendment preceded the submission of this site plan application. Conceptual site plans were submitted in support of the zoning by- law amendment application which are consistent with those submitted with this site plan application. Consequently, the implementing zoning by-law was drafted to permit the proposed land uses and all necessary site-specific development standards to permit the built form and building configurations proposed through the site plan application. Page 62 of 103 February 1, 2022 12 of 18 Report No. PDS22-005 The Site Plan has been reviewed by the Building and Zoning Division, which has confirmed it is in full compliance with Zoning By-law 6000-17, as amended. Planning Staff are satisfied with Site Design and Building Elevations; The proposed Site Plan configuration has been reviewed extensively through the former Draft Plan of Subdivision and Official Plan and Zoning By-law Amendments applications, approved in the Summer of 2021. Consequently, the proposal is in full compliance with the Town’s Official Plan policies and Zoning requirements. The site plan configuration is well thought out, with townhouse buildings framing both development blocks, including ‘dual-frontage’ units to provide a strong urban edge along Wellington Street East and Mavrinac Boulevard. The back-to-back townhouses are internalized to the site ensuring that the denser housing forms are transitioned from adjacent surrounding low density development. Adequate pedestrian and vehicular access are provided to both development sites, including the provision of an internal sidewalk network throughout the sites. Both development sites include a private parkette to provide shared amenity space and playgrounds for residents. Additionally, adequate amenity space is provided for each unit in the form of traditional rear yards for the detached dwelling and internal townhouse blocks (i.e. blocks not abutting Wellington Street East or Mavrinac Boulevard), enlarged terraces on the dual frontage townhouse blocks (oriented internal to the site) and balconies on the back-to-back units. With respect to elevations, the units will be constructed with high-quality materials, resulting in a desired modern aesthetic for the development sites. The elevations have been reviewed and approved by the Design Control Architect to ensure compliance with the Architectural Control Guidelines applicable to the Bayview Northeast Area 2B Secondary Plan Area. Future Draft Plan of Condominium Application A future Draft Plan of Condominium Application is required to create the common element condominium for both the ‘East’ and ‘West’ development blocks subject to this site plan application. Registration of the Condominium application will establish a condominium over the private road, shared walkways, parkettes and any common utilities or services within the sites only. Review of the Draft Condominium Applications by staff and external agencies is technical in nature. Town Council has approved this proposed development through previous Official Plan Amendment, Zoning By-law Amendment and Draft Plan Application approvals. Page 63 of 103 February 1, 2022 13 of 18 Report No. PDS22-005 Approval of this Site Plan Application is implementing these previous approvals by ensuring that technical components of the development are in accordance with the requirements of Town Departments and external agencies. Considering Council has approved the previous development applications, and has now considered this Site Plan Application for approval, staff consider it appropriate that the future Draft Plan of Condominium applications to register a condominium over common elements be delegated to the Director of Planning and Development Services. This will streamline the implementation of the proposed development approved by Council. Department / Agency Comments Planning Staff recommend that the site plan application be approved in principle, subject to conditions. Final technical matters will be addressed prior to the execution of the site plan agreement. The proposed applications were circulated to all internal and external agencies for review and comments. Generally, all circulated departments and agencies are satisfied with the Site Plan Application with some minor technical matters to be addressed prior the execution of a Site Plan Agreement and issuance of Site Plan Approval. The following is a summary of comments provided by Town Departments and external agencies: Development Engineering, Municipal Servicing The Development Engineering division provided technical comments requiring minor revisions to the civil engineering and servicing plans as well as confirmed financial obligations to be secured through the Site Plan Agreement for review fees, bulk water fees and securities. Outstanding comments that have yet to be addressed, or any additional comments, will be required to be addressed prior to the execution of a Site Plan Agreement and issuance of site plan approval. Transportation Upon review of the second submission of the site plan application, the Traffic and Transportation Analysist provided comments recommending improved pedestrian connectivity on the ‘East’ Block to connect two sidewalks that end at the private road to other sidewalks accessing Wellington Street East at the southeast and southwest portions of the site. In response, the applicant updated the site plan to improve pedestrian connectivity by including pedestrian crosswalks across the private road to both parkettes on the ‘East’ Page 64 of 103 February 1, 2022 14 of 18 Report No. PDS22-005 and ‘West’ blocks. A sidewalk connection to Wellington Street East was added at the southeast portion of the ‘East’ Block. The sidewalk connecting on the southwest portion of the ‘East’ Block was only partially extended however to connect Wellington Street East to parkette. Extending it further north to the sidewalk will result in zoning non-conformity for an end unit townhouse which is a concern to the applicant. Development Planning staff are satisfied with the revisions made to the site plan to improve pedestrian connectivity. In evaluating this compromised approach, Development Planning Staff have considered that the development is served by an internal private road network serving residents to this site only, and that the private road is designed for relatively low speeds by having a reduced right of way in comparison to public streets. Notwithstanding, in a memorandum dated January 4, 2021, the Transportation Division indicated concerns with this compromised approach which is not consistent with the recently approved Master Transportation Study to provide a seamless and continuous network to encourage pedestrian activities for both existing and future residents. Figure 9 shows the sidewalk connectivity improvements proposed. Accessibility The Accessibility Coordinator on behalf of the Accessibility Advisory Committee requested that crosswalks be added to the site plan to connect proposed sidewalks to the parkettes. As noted above, the Applicant made this revision as part of the third submission of the Site Plan Application. Any additional Accessibility comments stemming from the third submission review of the site plan will be required to be addressed prior to the execution of a Site Plan Agreement and issuance of Site Pan Approval. Operations – Parks Division The Parks Division provided technical comments requiring minor revisions to the Environmental Buffer Planting Plans and Landscape Plans. The Environmental Buffer Planting Plans related to additional planting within the David Tomlinson Nature Reserve, which abuts the east side of the ‘East’ Block subject to this Site Plan Application. Outstanding comments, or any additional comments, will be required to be addressed prior to the execution of a Site Plan Agreement and issuance of site plan approval. Building/Zoning – Division The Building and Zoning Division confirmed the proposed Site Plan complies with the requirements of Zoning By-law 6000-17, as amended. Operations – Capital Works Page 65 of 103 February 1, 2022 15 of 18 Report No. PDS22-005 The Capital Works Division provided technical comments on the civil engineering servicing plans requiring revisions to the servicing plans. These will be required to be addressed prior to the execution of a Site Plan Agreement and issuance of site plan approval. Operations - Waste Division The Waste Division and Green For Life Inc. (GFL) has reviewed the application and has no concern. Snow clearance within the sites will be the responsibility of the condominium corporation. Through the future condominium review process, Staff will ensure appropriate Condominium Declaration clauses are in place to ensure snow clearance will not interfere with waste pick-up operations. Central York Fire Services CYFS confirmed that all previous comments have been addressed satisfactorily. Lake Simcoe Region Conservation Authority The LSRCA confirmed that they are satisfied with the proposed development and the only outstanding matters are clearance of the related Draft Plan of Subdivision conditions. York Region The Region of York identified financial obligations to be satisfied by the applicant prior to the Region signing off on the issuance of site plan approval. Financial obligations related to the Region’s development application review fees, securities for works along Wellington Street East and proof of insurance. The Region did not identify any concerns with respect to the proposed development. The applicant will be required to satisfy the Region’s financial obligations prior to the execution of a Site Plan Agreement and issuance of Site Plan Approval. Other circulated agencies, including Canada Post, Alectra Utilities, Enbridge and Bell Canada and Rogers, CN Rail, Metrolinx, Hydro One and the York Region and York Catholic School Boards have indicated no objection to the proposed site plan application. Page 66 of 103 February 1, 2022 16 of 18 Report No. PDS22-005 Public Comments Planning Staff have not received comments from the public on the proposed site plan application. Advisory Committee Review Not Applicable. Legal Considerations In accordance with section 41 of the Planning Act, the owner may appeal a site plan application if Council fails to approve the application within thirty (30) days of the application being submitted. The owner may also appeal any of the Town’s conditions, including the terms of a site plan agreement. There is no right of appeal for any other person. If Council approves this application, Legal Services will review any agreements required to implement final approval. Financial Implications Upon execution of this Site Plan agreement, all applicable fees and securities will be collected relating to this development. Communications Considerations Site plan applications submitted under Section 41 of the Planning Act do not require public notification or a statutory public meeting. All planning applications are listed on the Town’s website through the Planning Application Status List, which is reported to Council and updated on a quarterly basis. Climate Change Considerations The proposed development will generate an increase greenhouse gas (GHG) emissions as it comprises new development within a greenfield site. It should be noted that the subject lands however are existing development blocks that are intended for development through previous Official Plan Amendment, Rezoning and Draft Plan of Subdivision applications. Additionally, the subject lands are predominantly vacant, and no significant vegetation or natural features will be disturbed through the proposed residential development of the site. In support of the Site Plan Application, a Green Page 67 of 103 February 1, 2022 17 of 18 Report No. PDS22-005 Development and Design Report was submitted to identify how the applicant intends to mitigate GHG emissions and impacts to the natural environment in accordance with Section 5 of the Official Plan, Measures include but are not limited to:  Enhanced environmental protection by providing appropriate buffers to an abutting wetland feature, ensuring water quantity and quality controls, incorporating low impact development techniques to ensure pre-development groundwater control and minimizing soil erosion in accordance with Town standards.  Providing development at a transit supportive density in accordance with the Provincial Growth Plan, and incorporating a interconnected system of roads and sidewalks to encourage active modes of transportation.  Being energy efficient, in which the residential buildings will achieve a minimum performance level that is equal to ‘Energuide 83 Standard as per the Ontario Building Code’. As well as providing LED streetlighting that is approximately 10 times more efficient than incandescent bulbs.  Implementation of a Transportation Demand Management Plan to promote transit use, with the site in proximity to existing transit stops and routes along Wellington Street East and Mavrinac Boulevard.  Implementation of water conservation measures, such as high efficiency toilets, low flow shower and lavatory faucets, providing a minimum of 0.3 m topsoil and incorporation of drought resistant native plantings.  Diversion and reduction of waste materials through the construction process, where possible, and providing resident information packages on the Town’s three-stream waste program. Link to Strategic Plan The proposed applications support the Strategic Plan goal of supporting an exceptional quality of life for all by strengthening the fabric of our community. Site plan approval will permit the addition of 211 residential units, which comprise a diverse housing stock of townhouses and back-to-back townhouses in an area predominantly characterized by detached dwellings. This is achieved in collaboration with the development community to ensure future growth includes more inclusive housing opportunities. Page 68 of 103 February 1, 2022 18 of 18 Report No. PDS22-005 Alternative(s) to the Recommendation 1. That Council provide direction. Conclusions Planning and Building Services reviewed the proposed Site Plan Application in accordance with the provisions of the Provincial, Regional, the Town’s Official Plan, Zoning By-law and municipal development standards respecting the subject lands. The proposed Site Plan Application is considered to be in keeping with the development standards of the Town. Staff therefore recommends approval of Site Plan Application SP-2021-08. Attachments Figure 1 – Location Map Figure 2 – Existing Official Plan Designation Figure 3 – Existing Zoning By-Law Figure 4 – ‘West’ Block Site Plan Figure 5 – ‘East’ Block Site Plan Figure 6 – Detached Dwelling Elevations Figure 7 – Townhouse Elevation Example Figure 8 – Back-to-back Townhouse Elevation Example Figure 9 – Sidewalk Improvement Sketches Previous Reports Public Planning Report No. PDS20-057, dated October 13, 2020 General Committee Report No. PDS21-075, dated June 15, 2021 Pre-submission Review Agenda Management Team review on January 13, 2022 Approvals Approved by Lisa Hausz, Acting Director, Planning and Development Services Approved by Doug Nadorozny, Chief Administrative Officer Page 69 of 103 Stronach BoulevardAm e s CrescentElyseCourt Pattemore Gate Halldorson Avenue MavrinacBoulevardM o r l a ndCrescentSteel Drive Kane Crescent Wellington Street East Nickla us Drive Wellington Street East Weslo c k C rescentLOCATION MAP Map created by the Town of Aurora Planning and Building S ervices Department, 07/01/2022. Base data provided by York Region & the Town of Aurora. Air Photos taken Spring 2021, © First Base Solutions Inc., 2021 Orthophotography. ¯FIGURE 1 St John's Sdrd Wellington St E Vandorf SdrdHenderson Drive ^Wellington St W UV404 UV404Leslie StYonge StBathurst StBayview AveBloomington Rd 0 50 100 150 200 Metres APPLICANT: TFP Aurora Developments Ltd.FILE: SP-2021-08 Document Path: J:\data\data\Planning Maps\20 & 25 Mavrinac Boulevard (TFP Aurora Developments Ltd.) (OPA-2017-01, ZBA-2017-03 & SUB-2017-02, SP-2021-08)\Report_Maps_January_2022 (SP-2021-08)\Figure_1_Location_Map.mxd Subject Lands Freehold Detached Units Seniors Care Facility Page 70 of 103 Stronach BoulevardAm e s CrescentElyseCo urt Pattemore Gate Halldorson Avenue MavrinacBoulevardM o rl a ndCrescentSteel Drive Kane CrescentNicklaus Drive Weslo c k C rescent¬«WP ¬«WP WELLINGTON STREET EAST EXISTING OFFICIAL PLAN (OPA 30)¯0 20 40 60 80 100 Metres APPLICANT: TFP Aurora Developments Ltd.FILE: SP-2021-08FIGURE 2 SUBJECT LANDS OPA 30 OPA 73Environmental Protection Area Medium-High DensityResidentialLow-Medium DensityResidential Mixed Use Linear and Other Open Space Business Park Map created by the Town of Aurora Planning and Building Services Department, 07/01/2022. Base data provided by York Region & the Town of Aurora. Air Photos taken Spring 2021, © First Base Solutions Inc., 2021 Orthophotography. Document Path: J:\data\data\Planning Maps\20 & 25 Mavrinac Boulevard (TFP Aurora Developments Ltd.) (OPA-2017-01, ZBA-2017-03 & SUB-2017-02, SP-2021-08)\Report_Maps_January_2022 (SP-2021-08)\Figure_2_Existing Official Plan (OPA 30).mxd Page 71 of 103 Stronach BoulevardElyse CourtNicklaus DrivePattemore Gate Halldorson Avenue MavrinacBoulevardKane Crescent Steel Drive Wesloc k C r escentO1RA2(540) O1 R4(308) E-BP(319) EP R4(310) R4(538) R8(539) R8(363) R4(513) (H)E-BP(160) RU WELLINGTO N STREET EAST EXISTING ZONING BY-LAW ¯0 30 60 90 120 Metres APPLICANT: TFP Aurora Developments Ltd.FILE: OPA-2017-01, ZBA-2017-03 & SUB-2017-02FIGURE 3 SUBJECT LANDS Zoning Legend RESIDENTIAL ZONES Public Open Space OPEN SPACES ZONES O1 RuralRU Environmental ProtectionEP Townhouse DwellingResidentialR8 COMMERCIAL ZONES Convenience CommercialC1 Community CommercialC4 Detached FourthDensity ResidentialR4 EMPLOYMENT ZONES Business ParkE-BP Map created by the Town of Aurora Planning and Building Services Department, 06/01/2022. Base data provided by York Region & the Town of Aurora. Air Photos taken Spring 2021, © First Base Solutions Inc., 2021 Orthophotography. Document Path: J:\data\data\Planning Maps\20 & 25 Mavrinac Boulevard (TFP Aurora Developments Ltd.) (OPA-2017-01, ZBA-2017-03 & SUB-2017-02, SP-2021-08)\Report_Maps_January_2022 (SP-2021-08)\Figure_3_Existing_Zoning_By-law.mxd Page 72 of 103 WEST BLOCK SITE PLAN Map created by the Town of Aurora Planning & Building Services Department, 06/01/2022. Base data provided by Hunt Design Associates Inc. APPLICANT: TFP Aurora Developments Ltd.FILE: SP-2021-08FIGURE 4 Document Path: J:\data\data\Planning Maps\20 & 25 Mavrinac Boulevard (TFP Aurora Developments Ltd.) (OPA-2017-01, ZBA-2017-03 & SUB-2017-02, SP-2021-08)\Report_Maps_January_2022 (SP-2021-08)\Figure_4_W est_Block_Site_Plan.mxd Page 73 of 103 EAST BLOCK SITE PLAN Map created by the Town of Aurora Planning & Building Services Department, 06/01/2022. Base data provided by Hunt Design Associates Inc. APPLICANT: TFP Aurora Developments Ltd.FILE: SP-2021-08FIGURE 5 Document Path: J:\data\data\Planning Maps\20 & 25 Mavrinac Boulevard (TFP Aurora Developments Ltd.) (OPA-2017-01, ZBA-2017-03 & SUB-2017-02, SP-2021-08)\Report_Maps_January_2022 (SP-2021-08)\Figure_5_East_Block_Site_Plan.mxd Page 74 of 103 DETACHED DWELLING ELEVATIONS Map created by the Town of Aurora Planning & Building Services Department, 06/01/2022. Base data provided by Hunt Design Associates Inc. APPLICAN T: TFP Aurora Developments Ltd.FILE: SP-2021-08FIGURE 6 Document Path: J:\data\data\Planning Maps\20 & 25 Mavrinac Boulevard (TFP Aurora Developments Ltd.) (OPA-2017-01, ZBA-2017-03 & SUB-2017-02, SP-2021-08)\Report_Maps_January_2022 (SP-2021-08)\Figure_6_Detached_Dwelling_Elevations.mxd Page 75 of 103 TOWNHOUSE ELEVATION EXAMPLE Map created by the Town of Aurora Planning & Building Services Department, 06/01/2022. Base data provided by Hunt Design Associates Inc. APPLICANT: TFP Aurora Developments Ltd.FILE: SP-2021-08FIGURE 7 Document Path: J:\data\data\Planning Maps\20 & 25 Mavrinac Boulevard (TFP Aurora Developments Ltd.) (OPA-2017-01, ZBA-2017-03 & SUB-2017-02, SP-2021-08)\Report_Maps_January_2022 (SP-2021-08)\Figure_7_Townhouse_Elevation Example.mxd Page 76 of 103 BACK-TO-BACK TOWNHOUSE ELEVATION EXAMPLE Map created by the Town of Aurora Planning & Building Services Department, 06/01/2022. Base data provided by Hunt Design Associates Inc. APPLICANT: TFP Aurora Developments Ltd.FILE: SP-2021-08FIGURE 8 Document Path: J:\data\data\Planning Maps\20 & 25 Mavrinac Boulevard (TFP Aurora Developments Ltd.) (OPA-2017-01, ZBA-2017-03 & SUB-2017-02, SP-2021-08)\Report_Maps_January_2022 (SP-2021-08)\Figure_8_Backtoback_Townhouse_Elevation_Example.mxd Page 77 of 103 SIDEWALK IMPROVEMENT SKETCHES Map created by the Town of Aurora Planning & Building Services Department, 06/01/2022. Base data provided by Hunt Design Associates Inc. APPLICAN T: TFP Aurora Developments Ltd.FILE: SP-2021-08FIGURE 9 Document Path: J:\data\data\Planning Maps\20 & 25 Mavrinac Boulevard (TFP Aurora Developments Ltd.) (OPA-2017-01, ZBA-2017-03 & SUB-2017-02, SP-2021-08)\Report_Maps_January_2022 (SP-2021-08)\Figure_9_Sidewalk_Improvement_Sketches.mxd Page 78 of 103 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. CMS 2 2 -0 05 Subject: Disc Golf Course Update Prepared by: Erin Hamilton, Sport & Community Development Specialist Department: Community Services Date: February 1, 2022 Recommendation 1. That Report No. CMS22-005 be received; 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 & Recreation Master Plan review process. Executive Summary This report provides an update on the status of proposed land options for a disc golf course and future community engagement to develop recommendations for a future disc golf course in Aurora.  The Highland Gate Ratepayers Association - Ad Hoc Park Committee has communicated they are opposed to a disc golf course on the Highland Gate property via letter received on December 20, 2021.  Community consultation including education and a review of demand would align well with the Parks & Recreation Master Plan review process. Background On January 26, 2021, a delegation was made to Council requesting an opportunity to discuss how the addition of disc golf could contribute to the community and provide a COVID-19 safe sport option for 2021 and beyond. Page 79 of 103 February 1, 2022 2 of 4 Report No. CMS22-005 A motion was put forward on June 22, 2021, for staff to investigate feasibility, operating models and locations to build a disc golf course in Aurora. On November 16, 2021, a recommendation was approved to identify Highland Gate property as the potential location for a future nine-hole disc golf course subject to additional consultation with the community and Highland Gate Ratepayers Association. Analysis The Highland Gate Ratepayers Association - Ad Hoc Park Committee has communicated they are opposed to a disc golf course on the Highland Gate property via letter received on December 20, 2021 In response to the staff report presented to Council on November 16, 2021 a letter was received from the Ad Hoc Park Committee (attached), dated December 20, 2021 and addressed to Mayor Mrakas. The letter states that the Committee is opposed to Highland Gate property being a possible location for a disc golf course. The letter further states that a disc golf course is not in keeping with the purpose of the property and the community is not in favour of this possible addition. Community consultation including education and a review of demand would align well with the Parks & Recreation Master Plan review process. A review of the Parks & Recreation Master Plan is scheduled for 2022 which will require community consultation. To properly understand the desire and potential use of a disc golf course in Aurora, community consultation for this can be incorporated into the review of the Parks & Recreation Master Plan. Information gathered through the consultation will provide staff with the necessary direction on whether a disc golf course should be incorporated into the updated Parks & Recreation Master Plan. If the demand is demonstrated through consultation, potential locations can be identified based on the ideal specifications to meet the needs of the community. This would include the degree of difficulty and course length. Aligning the community consultation with the Parks & Recreation Master Plan review will also ensure staff can consider and review all elements simultaneously. Advisory Committee Review None Page 80 of 103 February 1, 2022 3 of 4 Report No. CMS22-005 Legal Considerations None Financial Implications There are no direct financial implications as a result of this report. Any financial implications that may result from this service enhancement will be considered as part of the 2022 Parks & Recreation Master Plan update. Communications Considerations The Parks & Recreation Master Plan review will have an extensive communications plan to generate awareness, provide opportunities for feedback and will involve residents, community groups and other stakeholders. Climate Change Considerations The recommendations from this report do not impact greenhouse gas emissions or impact climate change adaptation. Link to Strategic Plan Supporting an exceptional quality of life for all in its accomplishment in satisfying requirements in the following key objectives within these goal statements:  Encourage an active and healthy lifestyle Alternative(s) to the Recommendation 1. Receive report, further discussion by staff will no longer take place. 2. Direct staff to revisit alternative lands to build a disc golf course in advance of the results from the Parks and Recreation Master Plan update. Conclusions Removing Highland Gate as a potential location for a disc golf course and aligning community consultation with the Parks & Recreation Master Plan review will enable Council to make an informed decision about the future of disc golf in the community. Page 81 of 103 February 1, 2022 4 of 4 Report No. CMS22-005 Attachments Attachment 1 – Ad Hoc Park Committee Disc Golf Course Objection Letter Previous Reports CMS21-038 Disc Golf Opportunities in Aurora Pre-submission Review Agenda Management Team review on January 21, 2022 Approvals Approved by Robin McDougall, Director, Community Services Approved by Doug Nadorozny, Chief Administrative Officer Page 82 of 103 December 20, 2021 Mayor Tom Mrakas Aurora Town Council tmrakas@aurora.ca Reference: Staff Report CMS21-038 Mayor Mrakas, Thank you for meeting with us on December 15, 2021. This letter is to confirm our discussion and restate that the Ad Hoc Park Committee is opposed to the proposal that Highlands Park be considered as a possible location for a disc golf course. As per the attached Town of Aurora document, dated August 9, 2018, entitled “NOTICE TO RESIDENTS”, the plan for this Park was carefully negotiated by a Working Group and approved by Council on November 28, 2017. The plan specifies walking trails, a playground, meditation circle, and specialized benches that can also be used for fitness exercises. The design calls for “naturalizing the area to promote biodiversity and to create a passive setting where nature would thrive.” A disc golf course is not in keeping with the design, amenities, or purpose of Highlands Park, nor is the community in favour of its addition. The Highlands Community Ratepayers Association expressed their opposition to the disc golf course in an email sent to Council at the General Committee Meeting of November 16, 2021. The HGRPA was part of the Working Group, along with Town Staff, the developer, and this Committee. We ask that the park design approved by Council in 2017 be honoured, and without further delay, that the Highlands Park be removed from consideration as a location for any size of disc golf course. Yours truly, Jo-Anne Bartholomew, Bob Callow, Gordon Weir, on behalf of Ad Hoc Park Committee Cc: HGRPA Page 83 of 103 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. CS2 2 -002 Subject: Updates to the Use of Corporate Resources for Election Campaign Purposes Policy Prepared by: Samantha Yew, Deputy Town Clerk Department: Corporate Services Date: February 1, 2022 Recommendation 1. That Report No. CS22-002 be received; and 2. That the amendments to the Use of Corporate Resources for Election Campaign Purposes Policy be approved. Executive Summary This report seeks approval for amendments to the Use of Corporate Resources for Election Campaign Purposes Policy.  The Use of Corporate Resources for Election Campaign Purposes Policy is reviewed before every municipal election  A series of updates to the Policy format, definitions and references have been made to conform with best practices  Updated language is required to reflect changes in technology and social media Background The Use of Corporate Resources for Election Campaign Purposes Policy is reviewed before every municipal election The Use of Corporate Resources for Election Campaign Purposes Policy (“Policy”) provides a consistent approach regarding the use of Corporate Resources in a campaign period in accordance with the Municipal Elections Act, the Council Code of Page 84 of 103 February 1, 2022 2 of 4 Report No. CS22-002 Conduct, and other applicable policies and legislation. This Policy is brought forward for Council review and endorsement prior to every municipal election. All proposed changes are noted in the attached draft Policy. Analysis A series of updates to the Policy format, definitions and references have been made to conform with best practices A review of the Policy prior to each municipal election is undertaken as an effort towards continual improvement and to reflect any changes in policy best practices and legislation. This review has resulted in the following administrative changes:  Added “Background”, “Monitoring and Compliance” and “References” sections to conform with new policy standards;  Simplified definitions to reduce revisions due to legislative changes;  Removed direct references to sections of the Municipal Elections Act;  Added wording to clarify section 5 of Responsibilities - All Staff and section 1.6 of Campaign – General; and  Added wording to include reference to the Council Code of Conduct. This Policy has also been reviewed and updated with language to reflect changes in technology and social media. Updated language is required to reflect changes in technology and social media Since 2018, the Town’s use of technology has expanded as a result of the implementation of the IT Strategic Plan and the COVID-19 Pandemic. The Policy has been updated to include rules around the use of Town-owned and Town-supported software subscriptions (such as Zoom), websites, social media accounts, and other internet-based systems. The new provisions can be found in section 1.9 of Campaigning - General, and sections 4 through 6 of Responsibilities- Members of Council and Candidates. Advisory Committee Review None Page 85 of 103 February 1, 2022 3 of 4 Report No. CS22-002 Legal Considerations The administration of the Policy will be at the discretion of the Clerk or its designate. In the event that there is a contravention of the Policy, the Clerk or its designate will have the authority to investigate and resolve the complaint. Contravention of this Policy by an existing member of Council may also be a contravention under the Council Code of Conduct and any such contraventions will be directed to the Integrity Commissioner. Financial Implications There are no direct financial implications as a result of this report. Communications Considerations This Policy will be available on the Town’s Election webpage and provided to all candidates and third parties who register for the 2022 Municipal Election. An education plan to inform Staff, Council and Candidates of the Policy will be developed prior to the nomination period. Climate Change Considerations None Link to Strategic Plan This Policy update promotes progressive corporate excellence and continuous improvement by implementing policy and processes that reflect sound and accountable governance. Alternative(s) to the Recommendation 1. Council could receive the report for information. 2. Council could remove or make additional changes to the Policy. Conclusions This report recommends the adoption of an updated Use of Corporate Resources for Election Campaign Purposes Policy to ensure that policy best practices, legislative changes, and technological changes are adequately captured. Page 86 of 103 February 1, 2022 4 of 4 Report No. CS22-002 Attachments Attachment No. 1 – Updated Corporate Resources for Election Campaign Purposes Policy Previous Reports None Pre-submission Review Agenda Management Team review via email. Approvals Approved by Techa Van Leeuwen, Director, Corporate Services Approved by Doug Nadorozny, Chief Administrative Officer Page 87 of 103 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Use of Corporate Resources for Election Campaign Purposes Legislative Services Contact: Town Clerk, Corporate Services Approval Authority: Council Effective: March 1, 2022 ______________________________________________________________________________________ Background In order to preserve the public trust and comply with the provisions of the Municipal Elections Act, 1996, as amended it is essential that Members of Town Council, all election candidates, and all Town employees maintain the highest standards of ethical conduct. This Policy reflects both provincial legislation and the conduct necessary to set a leading example in meeting the objectives of the Town’s Strategic Plan for being well equipped and managed through decision-making processes that reflect sound governance and accountability. Objective •Ensure compliance of Town of Aurora staff, municipal election candidates, third party advertisers, and Members of Council with the Municipal Elections Act, 1996 •Ensure that municipal election candidates, third party advertisers, and Members of Council are treated fairly and consistently within the municipality •Ensure integrity, transparency, and accountability of election processes/practices •Ensure that Town operations, events, and facilities are used for non-partisan purposes and not for election campaign related purposes/activities Scope This Policy applies to all Town Staff, all municipal election Candidates (whether for Council or for school trustee), Third Party Advertisers, any Acclaimed Candidate, and Members of Council (including a Member not seeking re-election). Definitions “Acclaimed” means a Candidate elected by acclimation pursuant to section 37 of the Act. “Act” means the Municipal Elections Act, 1996, S.O. 1996, c. 32, as amended. Attachment 1Page 88 of 103 2 “Campaigning” means a municipal election-related activity for the purpose of supporting or opposing the election of a Candidate or a question on the ballot, and includes, without limiting the generality of the foregoing, the distribution of materials, advertising, display of signage, etc. “Candidate” means any person who has filed the prescribed nomination form to run in a Municipal, Regional, School Board, Provincial or Federal Election or By-Election or for a position in a political party. a person who has filed a nomination for an office pursuant to section 33 of the Act, and includes a person who has filed a nomination for election to a school board pursuant to the Education Act, R.S.O. 1990, c. E.2, as amended. “Clerk” means the Clerk of the Town or his/her designate. “Council” means the Council of the Town. “Member” means a member of the Council of the Town, and includes the Mayor of the Town. “Nomination Day” means the date in a regular Election or a By-Election (as defined in Municipal, Provincial, or Federal legislation) where nominations close means, in the case of a regular election, the fourth Friday in July in the year of the election -or- in the case of a by-election, the 45th day prior to the voting day, as noted in section 31 and subsection 65(4) of the Act. “Policy” means this Use of Corporate Resources for Election Campaign Purposes – Policy No. 76. “Staff” means all full-time and part-time persons hired by the Town, including but not limited to the Chief Administrative Officer, Directors, Managers, Supervisors, Coordinators, salaried employees, union employees, administrative staff, and contract, temporary, student, secondment, and co-operative placement staff. “Third Party Advertisers” means those that incur a cost to support, promote or oppose a candidate, or support, promote or oppose a “yes” or “no” question on the ballot. “Town” means The Corporation of the Town of Aurora. “Town resources” means real property, goods and/or services owned, controlled, leased, acquired, or operated by the Town including but not limited to: facilities, parks, materials, equipment, monetary funds, technology, Town IT systems and resources, databases, intellectual property, and supplies. “Voting Day” means, in the case of a regular election, the fourth Monday in October in the year of the election -or- in the case of a by-election, the 45th day after Nomination Day, as noted in section 5 and subsection 65(4) of the Act. Page 89 of 103 3 Policy 1. Campaigning – General 1.1 No person shall use Town resources for Campaigning. 1.2 Notwithstanding subsection 1.1, “All-Candidates” meetings may be held in a Town facility at the discretion of the Clerk, subject to the usual rental charges and permit procedures for such use and provided that subsection 1.4 is adhered to. 1.3 Notwithstanding subsection 1.1, Campaigning on public walkways, thoroughfares, and rights-of-way are permitted, provided that all Campaigning is in compliance with Town by-laws. 1.4 No Campaigning signs or material may be displayed in any Town owned or operated facilities. 1.5 Campaigning shall not be permitted at any Town-operated events, e.g., Concerts in the Park, Ribfest, Canada Day celebrations, etc. 1.6 Candidates and third parties may rent spaces at community centres or parks for campaign purposes following the standard processes for the permitting of Town facilities and at the regular rate established for the rental of that space. 1.7 No person shall use the services of Staff for Campaigning during normal working hours of such Staff, unless such Staff are on a leave of absence without pay, lieu time, float day, maternity/parental leave, or vacation leave. 1.8 In any material printed, distributed, or paid for by the Town, a Candidate is not permitted to: a. illustrate that an individual is a Candidate; b. identify where they or any other individual will be running for office; or c. profile or make reference to a Candidate. 1.9 Websites or domain names that are funded, owned, or operated by the Town shall not include any Campaigning, other than non-partisan election information material that is required for the proper administration of the election under the Act and basic contact information for Candidates. 1.10 The Town’s voicemail system shall not be used to record Campaigning messages, and the Town resources comprising the computer network, e- mail, and related IT systems and software subscriptions shall not be used for Campaigning. Page 90 of 103 4 1.11 The Town’s logo, crest, coat of arms, slogan, brand, other marks, chain of office, etc. shall not be used in any Campaigning or included on any Campaigning related website, social media, or electronic publication. 1.12 Photographs and videos produced for and owned by the Town may not be used for Campaigning. 1.13 As provided for in section 11 of the Act, the Clerk is responsible for conducting elections within the Town. Accordingly, any decision regarding the conduct of an election, including the interpretation and application of this Policy, shall fall under the authority of the Clerk. 2.Limitations 2.1 Nothing in this Policy shall prohibit a Member of Council from performing his/her job as a Member of Council, nor impede them from representing the interests of his/her constituents. 2.2 Nothing in this Policy shall preclude a Staff member from exercising his/her civic right and duty to participate in the municipal election process as a private citizen. 2.3 Nothing in this Policy shall prevent Staff from conducting an election in accordance with the Act, or providing non-partisan election information material on behalf of the Town so as to inform the public about the election and the election process. Responsibilities All Staff 1.Staff shall not use any Town resources for Campaigning. 2.Staff shall neither canvass nor actively work in support of a Candidate during normal working hours, unless such Staff is on a leave of absence without pay, lieu time, float day, maternity/parental leave, or vacation leave. 3.Staff shall neither canvass nor actively work in support of a Candidate while wearing a Town uniform, badge, crest or other item identifying them as a member of Town Staff, or while using a Town owned or leased vehicle. 4.Staff working directly for a Member of Council (i.e., Executive and Administrative Assistants), shall not be assigned to work as Voting Clerks, Returning Officers, Deputy Returning Officers, or in any part of the voting process. Page 91 of 103 5 5. Staff who are also relatives of any Member of Council or Candidate shall not be assigned to work as Voting Clerks, Returning Officers, Deputy Returning Officers, or in any part of the voting process. Staff will be required to declare that they are not relatives to any Member of Council or Candidate during the recruitment process. 6. Staff shall not use their official authority or influence for the purpose of interfering with or affecting the result of a municipal election or a question on the ballot, nor use their official title while participating in otherwise permissible political activities. 7. Staff are advised to be especially mindful of public perception during municipal elections, and to ensure that their activities neither conflict with nor adversely affect their duties as members of Town Staff. Moreover, Staff have a responsibility to ensure that public resources are not used for Campaigning by any person. 8. Any member of Staff who considers being a Candidate in a municipal election should familiarize themselves with the rules set out in the Act and the Education Act, R.S.O. 1990, c. E.2, as amended. Legislative Services • The Town Clerk or their designate shall communicate this policy to staff, candidates, third party advertisers, and Members of Town Council. Members of Council and Candidates 1. A Member of Council is responsible for ensuring that the content of any communication material that is printed, sponsored, hosted, or distributed by the Town at the request of such Member of Council is not for Campaigning. 2. A Member of Council shall not print or distribute Campaigning material using Town resources and/or paid for by Town funds. 3. Office furnishings, office/desk locations, stationary, and other supplies normally provided for Members of Council will remain status quo from Nomination Day until the end of the Council term. However, none of these Town resources may be used for Campaigning. 4. Social media accounts hosted by members of Council are not sponsored by the Town. In addition, any website activity such as a blog account for a member of Council will be deactivated and their page will be removed. Any election related social media activity using Town resources is prohibited. Page 92 of 103 6 5.In an Election Period, Mayor and Council biographies will remain static, and no changes to these pages will be allowed. 6.Candidates, Third Party Advertisers and members of Council shall not use Corporate Resources, for any election-related purposes, including computers, cell/smart phones, tablets, printers, scanners, corporate Zoom and Microsoft Teams accounts, or other services such as email, Internet, and file storage. 7.A Member of Council who is also a candidate shall continue to comply with the provisions in the Council Code of Conduct throughout the Campaign period, including but not limited to Rule No. 6: Election Campaigns. Monitoring and Compliance 1.Administration of the Policy will be at the discretion of the Clerk or designate. Procedures may be defined, and amended from time to time, by the Clerk to address specific implementation of this Policy. Legislative requirements, business practices, and changing Town needs may also merit a review. 2.Should a complaint arise regarding the alleged Use of Corporate Resources in contravention of this Policy, the Clerk or their designate shall have the authority to investigate and resolve the complaint. All complaints shall be submitted to the Clerk in writing. 3.Complaints against a Member of Council alleging contravention of Rule 6: Election Campaigns of the Council Code of Conduct will be directed to the Integrity Commissioner. Relevant Codes and References •Town of Aurora Council Code of Conduct •Employee Code of Conduct •Elections Signs By-Law 6058-2018 •Council-Staff Relations Policy •Municipal Elections Act, 1996 •Election Finance Act, R.S.O. 1990. c.E.7 •Canada Elections Act, S. C. 2000, c.9 Review Timeline This policy will be reviewed by May 1, 2026. January 2022: Policy updated for 2022 Municipal Election. •Simplified definitions to reduce revisions due to legislative changes; Page 93 of 103 7 •Removed direct references to sections of the Municipal Elections Act; •Added wording to clarify section 5 of Responsibilities - All Staff, and 1.6 of Campaigning - General; •Added wording to include reference to the Council Code of Conduct; and •Added additional rules to capture changes in technology. Page 94 of 103 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. FIN 2 2 -0 03 Subject: Property Tax and Water Bill Payment Options Prepared by: Matthew Shum, Senior Advisor Financial Systems and Policy Department: Finance Date: February 1, 2022 Recommendation 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 Executive Summary The purpose of this report is to inform council of the changing needs of the community and examine the impacts of eliminating cash transactions at Town Hall relating to property tax and water bill payments.  The use of cash at Access Aurora to pay water and tax bills is declining compared to other forms of payment  Other Ontario municipalities show support for moving away from cash towards other payment options  Eliminating cash transactions for property tax and water bill payments has multiple benefits Background The Town of Aurora collects $30 million in water billings and $145 million in taxes annually (before remittances to the education boards and York Region). There are five ways property tax and water bills can be paid: 1. Online or telephone banking; Page 95 of 103 February 1, 2022 2 of 7 Report No. FIN22-003 2. At local bank branch by teller or automatic teller machine (ATM); 3. Pre-authorized payment plans for direct debit from their bank accounts; 4. By mail; and 5. Through our after-hours drop box or in person. Currently, cash is accepted at the local bank branches or in person at Access Aurora. Cash is not accepted by mail or through the after-hours drop box. Analysis The use of cash at Access Aurora to pay these bills is declining compared to other forms of payment Finance has observed a decline in cash payment transactions at Access Aurora counters for property tax and water bill payments in recent years. In 2019, less than $2.3 million of the gross $175 million combined water and tax revenues were collected through cash. Table 1 below shows payments by cheque have consistently been the most popular method of payment followed by debit/credit cards, with cash being the least used method. Table 1 Transactions Processed by Access Aurora 2015 … 2018 2019 2020* # % … # % # % # % Cash 3,390 14% … 2,433 13% 2,962 14% 793 6% Debit/Credit 4,332 18% … 3,961 22% 5,029 25% 1,543 11% Cheques 16,612 68% … 12,000 65% 12,510 61% 11,551 83% Grand Total 24,334 100% … 18,394 100% 20,501 100% 13,887 100% Page 96 of 103 February 1, 2022 3 of 7 Report No. FIN22-003 While 2020 was impacted by COVID-19, it demonstrated the community’s ability to adapt and use other payment options as the Town continued to receive property tax and water bill payments despite the public’s limited access to Aurora’s Town Hall. Town Hall was either closed or open to the public on an appointment basis to comply with the Ontario’s Stay-at-Home Order from April 2020 onwards due to health and safety measures implemented to help mitigate the spread of COVID-19 during the pandemic. During this time the use of other payment options like cheques and electronic payments saw an increase. Electronic payments are not included in Table 1 as they are not processed at the cash counters. Of the total number of cash transactions processed by Access Aurora, over half to three quarters relate to water or property tax bill payments. A survey of other Ontario municipalities show support for moving away from cash towards other payment options The increasing trend towards digital payments has also been observed by neighbouring municipalities. Table 2 below shows that the Cities of Brampton, Markham, and Vaughan, as well as the Towns of Milton and Oakville having already opted to eliminate cash transactions for either specific services or entirely with many other municipalities considering discontinuing the acceptance of cash. Table 2 Comparator municipalities policy on accepting cash Municipality Eliminating Cash Comments Brampton Jan 1, 2021 Property tax + Building division fees Caledon Considering/discourage cash Georgina No Markham Partial - Jan 1, 2020 Property tax Milton March 1, 2021 Property tax Mississauga June 24, 2020 Cashiers at Civic Centre Newmarket Estimated 2022 with report going to Council in 2021 Cashless during COVID Oakville Partial - Jan 1, 2021 Town Hall only Page 97 of 103 February 1, 2022 4 of 7 Report No. FIN22-003 Municipality Eliminating Cash Comments Parry Sound No Has seen a decrease, but will continue to accept cash Peterborough Considering Currently preparing additional research on cashless options Pickering Considering Richmond Hill No Thunder Bay No Cashier in Civic Centre was closed throughout 2021 Toronto No Vaughan Yes – effective immediately Passed at Sept 14, 2021 Committee of the Whole Whitby No Believes cash transactions will naturally lessen Windsor No Trending towards cashless Eliminating cash transactions for property tax and water bill payments has multiple benefits The main benefits of eliminating cash transactions for property tax and water bill payments are:  Reduces risk of theft  Reduces foot traffic at Town Hall  Reduces health and safety risks with handling cash  Reduces risk of fraud from counterfeit bills  Reduced frequency and cost for armoured car services  Potential cost savings on the armored car service Most of the cash collected at Town Hall are in the days that lead up to the due date of a tax installment. Cash as a payment method is a target of theft since it is tangible so eliminating it for a large volume of Access Aurora transactions will greatly reduce this risk. The public will no longer need to stop by Town Hall if their sole reason is simply to pay their property tax or water bills. The reduction of foot traffic and handling of cash Page 98 of 103 February 1, 2022 5 of 7 Report No. FIN22-003 both contribute to a healthier work environment as it reduces the number of person-to- person contacts. Similarly, fraud from counterfeit bills will also be greatly reduced if cash no longer accepted as a form of payment at Access Aurora for tax and water billings. Cash will continue to be an option for payment by property owners and water customers at their financial institution, so the risk will be shifted to the local bank branches instead. Financial institutions have better tools and expertise to manage potential theft, fraud, and counterfeit cash. In addition, they have a responsibility to report large cash deposits to Financial Transactions and Reports Analysis Centre of Canada (FINTRAC) where municipalities do not. Historically, the Town has contracted an armored car service to pick up deposits from Town facilities multiple times a week to accommodate the cash and cheque payments that are processed at cashiering counters. The actual cost of this service fluctuates on the number of pick ups during the year. With less cash on hand the Town can consider reducing the frequency of the armored car schedule pick up and therefore reduce the overall annual cost of the service. Also, insurance coverage related to the amount of cash on hand and in transportation can affect the cost of insurance premiums. Reducing this dollar value significantly may have additional insurance savings. Advisory Committee Review A memo to the Finance Advisory Committee was reviewed at the meeting on January 18th, 2022. The Committee was supportive of moving forward with no longer accepting cash at Town Hall for payment of water and tax bills. Legal Considerations None. Financial Implications Eliminating cash transactions will result in lower cash balances at the end of day for administrative staff to reconcile resulting in some staff efficiencies. Additionally, there are potential cost savings through the reduction in frequency of armoured vehicle cash deposit services if there are fewer items requiring physical deposit. Page 99 of 103 February 1, 2022 6 of 7 Report No. FIN22-003 Communications Considerations Town Staff will roll-out a detailed communication plan to effectively inform residents and business owners of the changes being made to the acceptable forms of payment and the alternative payment options for property tax and water bills that are still available. Alternative payment options to cash at the Town Hall cashiers include:  At financial institutions by teller or ATM including cash;  Online or Telephone banking;  Pre-authorized payment plans for direct debit from their bank accounts; and  Post-dated cheques, mailed, dropped of in-person or in the after-hours drop box. Climate Change Considerations The proposal to eliminate cash transactions for property tax and water bills at Town Hall helps to mitigate greenhouse gas emissions in the community as it encourages the use of alternative payments like electronic payments through online or telephone banking. This is expected to reduce green house gas emissions resulting from the travel to Town Hall to pay bills and the reduced frequency of armoured car services needed. Additionally, it is expected to reduce the foot traffic at Town Hall, which decreases the building’s energy consumption needs to heat/cool the building as less will be escaping into the environment. The related communication plan to promote alternative payment options for payment of property tax and water bills encourages the community to adopt innovative solutions pre-emptively adapting to climate change effects. Link to Strategic Plan Goal: Supporting an exceptional quality of life for all Objective #6 Promoting service accountability, excellence and innovation  Work with community partners to define, redefine and meet community expectations  Regularly examine the Town’s municipal structure and resource allocation to maintain flexibility and respond to rapid changes within the community  Develop a plan to review and realign service levels to reflect current and future demographic trends Page 100 of 103 February 1, 2022 7 of 7 Report No. FIN22-003 The proposal to eliminate cash transactions for property tax and water bills at Access Aurora cashiers in Town Hall is part of the Town’s examination of its’ resource allocation in response to rapid changes in the community to reflect the current trend away from cash transactions. The related communication plan will help promote accountability it realigns community expectations to support the Town’s progress towards a more innovative work environment that is healthier and safer. Alternative(s) to the Recommendation 1. Maintain status quo and continue to accept cash transactions for property taxes and water bills at Town Hall. Conclusions In response to the COVID-19 pandemic, alternative forms of payment such as electronic payments like online banking or telephone banking, cheques as well as cash at financial institutions are now being used as effective and efficient payment methods for property taxes and water bills. The elimination of cash transactions for property tax and water bill payments at Town Hall reduces many of the risks associated with handling cash and presents and opportunity to gain efficiencies as well as possibly reduce costs. It is recommended that the Town work towards eliminating cash transactions for property tax and water bills by rolling out a communication plan. Attachments None. Previous Reports None Pre-submission Review Agenda Management Team review via email on January 14, 2022 Approvals Approved by Rachel Wainwright-van Kessel, CPA, CMA, Director, Finance Approved by Doug Nadorozny, Chief Administrative Officer Page 101 of 103 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Notice of Motion Mayor’s Office Re: Request to Dissolve Ontario Land Tribunal (OLT) To: Members of Council From: Mayor Tom Mrakas Date: February 1, 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 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 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 102 of 103 Request to Dissolve Ontario Land Tribunal (OLT) February 1, 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 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 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. Page 103 of 103