Guide - Council Orientation - 2022-2026COUNCILORIENTATION
2022 - 2026
The Town of Aurora acknowledges that the Anishinaabe lands
on which we live and work are the traditional and treaty territory of the
Chippewas of Georgina Island, as well as many other Nations whose
presence here continues to this day. As the closest First Nation
community to Aurora, we recognize the special relationship the
Chippewas have with the lands and waters of this territory. They are
the water protectors and environmental stewards of these lands, and
as a municipality we join them in these responsibilities.
We further acknowledge that Aurora is part of the treaty lands
of the Mississaugas and Chippewas, recognized through Treaty #13
as well as the Williams Treaties of 1923.
A shared understanding of the rich cultural heritage that has existed
for centuries, and how our collective past brought us to where we are
today, will help us walk together into a better future.
TOWN OF AURORA
LAND ACKNOWLEDGEMENT
Message from the CAO
Congratulations on your recent election to Aurora Town Council!
I sense a great deal of optimism and energy as we head into this new term of Council. I share
this optimism with you, and I am looking forward to working together as a team on the key
priorities that matter to Aurora residents.
This binder is meant to act as a reference guide for you over the Council term. Whether you are
new to Council or returning, there is a breadth of key information here regarding your role,
duties, Town by-laws, policies, procedures and the role of the administration.
The contents have been carefully organized by staff into different categories, including
Governance, Human Resources, Legal, Fiscal Overview and Planning 101. In addition, you will
find information on service responsibilities, the structure of the Town, and an overview of each
department’s responsibilities. We have also included Key Considerations facing each business
area in the departmental overviews, which paints a picture of some of the important work we
have ahead of us. This includes the S.A.R.C. Gymnasium expansion, the greening of our fleet,
Smart City strategy development, and the rollout of new financial systems that will create
internal efficiencies and service improvements for residents, to name just a few.
If you have questions about the information contained within this binder, or any other municipal
or Council matter, please do not hesitate to contact me directly.
On behalf of Team Aurora, I look forward to working with you over the next four years as we
continue to make Aurora an incredible place to live, work and play.
Sincerely,
Doug Nadorozny
Chief Administrative Officer
Table of Contents
Corporate and Departmental Overview .............................................................................................7
Service Responsibilities – Aurora vs York Region ................................................................. 8
Municipal Administration Organizational Chart .................................................................... 9
Office of the CAO ................................................................................................................... 11
Community Services .............................................................................................................. 17
Corporate Services ................................................................................................................. 25
Finance ................................................................................................................................... 32
Operational Services ............................................................................................................. 43
Planning and Development Services ....................................................................................49
Governance ........................................................................................................................................58
Council Meeting Schedule .....................................................................................................59
Senior Staff Contact List ....................................................................................................... 71
Oath of Office ......................................................................................................................... 73
Council Code of Conduct ....................................................................................................... 74
Duties and Responsibilities of a Municipal Councillor ...................................................... 106
Procedure By-Law ................................................................................................................ 109
Council-Staff Communications ........................................................................................... 157
Guide to Councillors’ Records ............................................................................................. 159
Accountability and Transparency By-law .......................................................................... 164
Taking Care of Your Drinking Water: A Guide for Members of Municipal Council .......... 171
Legal ................................................................................................................................................. 183
Indemnification By-law ........................................................................................................ 184
Closed Meetings of Council ............................................................................................... 193
Statements Made During Council Meetings ...................................................................... 195
Defamation .......................................................................................................................... 196
Table of Contents cont’d
Insurance, Risk Management, Litigation and Claims Management ................................ 198
Prosecutions ........................................................................................................................ 203
Conflict of Interest Guidelines ............................................................................................ 204
HR ...................................................................................................................................................... 208
Compensations and Support for Members of Council ..................................................... 209
Expense Report Template ................................................................................................... 213
Employee Code of Conduct ................................................................................................ 214
Harassment Free Workplace Policy ................................................................................... 227
Violence Free Workplace Policy ......................................................................................... 232
Violence and Harassment Free Workplace Program ....................................................... 239
Health and Safety Policy Statement .................................................................................. 254
Health and Safety Policy ..................................................................................................... 256
Community Code of Conduct ............................................................................................ 264
Complaints and Compliments Policy ................................................................................. 278
Frivolous and Vexatious Complaints Policy ...................................................................... 271
Right to Disconnect Policy and Procedure ........................................................................ 283
Fiscal Overview ............................................................................................................................... 289
Introduction ......................................................................................................................... 291
Finance Divisions ............................................................................................................... 291
Financial Management ................................................................................................. ....291
Financial Reporting and Revenue ............................................................................... ....291
Information Technology Services .............................................................................. ....291
Procurement Services .................................................................................................. ....291
Budget ................................................................................................................................... 292
Operating Budget ........................................................................................................... 292
Table of Contents.................................................................................................................. 290
Table of Contents cont’d
Capital Budget ................................................................................................................ .293
Budget Engagement and Approval .............................................................................. ..293
Finance Supports the Implementation of the Strategic Plan and other key plans ..........293
Strategic Plan ................................................................................................................. .293
Fiscal Strategy ............................................................................................................... .294
Capital Planning ....................................................................................................... ..294
Reserve Management ............................................................................................. ..295
Debt Management ................................................................................................... ...296
Revenue Management ............................................................................................... 297
Corporate Technology Plan ............................................................................................... ..298
Resident Digital Services .......................................................................................... ..298
IT infrastructure improvements ............................................................................... ..298
Software .................................................................................................................... ..298
Town of Aurora initiatives ....................................................................................... ..299
New Financial Systems ...................................................................................................... 299
Procurement Bylaw ............................................................................................................ 300
Planning 101 ....................................................................................................................................301
CORPORATE AND
DEPARTMENTAL
OVERVIEW
Function Region of York Town of Aurora Shared Responsibility
9-1-1 Emergency Number
Systems
Building Standards
Emergency Planning
Financial Management
*Fire Protection
Health
Libraries
Licensing
Municipal Hydro Electric Service (Alectra Utilities)
Social Housing
Parks
Planning and Development
Police
Leisure Services & Community
Centres
Roads & Traffic
Sewage Collection
Sewage Treatment
Social Services
Waste Management & Recycling
Tax Collection
Transit
Special needs transportation
Water Distribution
Water Supply
*Central York Fire Services (Town of Aurora and Town of Newmarket)
SERVICE RESPONSIBILITIES
TOWN OF AURORA - MUNICIPAL ADMINISTRATION
2022
APPOINTED
Legislative Services
Legal Services
Bylaw Services
Human Resources (HR)
PMO and Business Transformation
Roads
Fleet
Parks
Solid Waste
Water/Waste Water
Development Planning
Policy Planning & Economic
Development
Building Services
Engineering & Capital Delivery
Aurora Public Library Board
Committee of Adjustment
Accessibility Advisory Committee
Property Standards Committee
Advisory Committee as constituted to deal with specific
issues
Joint Council Commitee
Recreational Services
Cultural Services
Facilities Management
Business Support
Customer Service
Accounting & Revenue
Procurement Services
Financial Management
Information Technology (IT)
TOTAL FTE ORG HEADCOUNT
Approved: 249
Actual: 237
STATUTORY
COMMITTEES & BOARDS
GENERAL
COMMITTEE
MAYOR
and COUNCIL
OFFICE OF THE CAO
Chief Administrative Officer [S221]
Doug Nadorozny
CORPORATE SERVICES
(1)
Techa Van Leeuwen
FINANCE
(1)
Rachel Wainwright-van Kessel
OPERATIONAL SERVICES
(1)
Al Downey
COMMUNITY SERVICES
(1)
Robin McDougall
PLANNING & DEVELOPMENT SERVICES
(1)
Marco Ramunno
TOWN OF AURORA - MUNICIPAL ADMINISTRATION
OFFICE OF THE MAYOR
2022
TOTAL FTE HEADCOUNT
Approved: 2
Actual: 2
Mayor [E-M]
(1)
Tom Mrakas
Executive Assistant, Mayor [S251]
(1)
Betty De Bartolo
OFFICE OF THE CAO
TOWN OF AURORA - MUNICIPAL ADMINISTRATION
ADMINISTRATION (Office of the CAO)
2022
TOTAL FTE HEADCOUNT
Approved: 7
Actual: 7
= contract
ADMINISTRATION
Chief Administrative Officer [S221]
(1)
Doug Nadorozny
Executive Assistant, CAO [S250]
(1)
Kelly Gobbels
Manager, Corporate Communications [S269]
(1)
Daniel Bitonti (ML: Carley Smith)
Senior Communications Advisor [S220]
(1)
Michelle Outar
Communications & Community Engagement Specialist [S341]
(1)
(LOA: Cindy Shaver)
Digital Strategist [S337]
(1)
Lisa Billingsley
Communications Coordinator [S343]
(1)
Dwayne Wynter
Marketing and Communications Specialist [S371]
(1)
Samantha Marren
Communications Coordinator [S343-2]
(1)
Jennifer Norton
Office of the CAO
Doug Nadorozny - Chief Administrative Officer
The Office of the CAO is dedicated to providing leadership that supports the policies and
programs of Council and drives the organization forward. With values rooted in fiscal
responsibility, sound management principles and community engagement, our focus continues
to be on ensuring the Town has efficient and effective systems in place to support the
responsible growth of Aurora. The Office of the CAO includes Corporate Communications which
is headed by a manager reporting to the CAO. Below is an overview of the key functions of the
Office of the CAO.
•Corporate leadership and support, including chairing the Executive Leadership Team
•Key liaison to Council
•Effective and efficient administration
•Effective advice to Council, responding to Council’s requests for assistance and
implementing Council’s policies
•Leadership on all large projects across the organization, including the successful
completion of the Aurora Town Square project as well as the expansion to the Stronach
Aurora Recreation Complex
•Provides direction on all COVID-19 related policies and programs
•N6 (Northern Six Municipalities of York Region) coordination and implementation
Corporate Communications
•Corporate communications strategy
•Community engagement
•Digital strategy/social media/online services, including maintenance of website
•Advertising, branding and marketing
•Corporate events
•Issues management
•Media relations
KEY CONSIDERATION
DEPARTMENT: Office of the CAO
Issue: Implementation of additional Service Delivery Review recommendations
Background: In 2021, The Town of Aurora engaged StrategyCorp to conduct a Service
Delivery Review (SDR), focusing on the services that residents use in their day-to-day today
lives while also driving ongoing efficiencies, innovation, and cost savings. The Office of the
CAO has already led several initiatives stemming from the SDR, including several key
organizational realignments in 2022. This included moving Access Aurora from Corporate
Services to Community Services, and IT from Corporate Services to Finance. These changes
have already created the kinds of synergies needed for the Town to operate as efficiently as
possible. While many of the recommendations in the SDR impact individual departments, the
Office of the CAO will continue to provide strategic advice on all significant organization-wide
initiatives.
Impact:
The impact of implementing SDR recommendations are wide-ranging, and include: providing
better clarity on the services that the Town provides and articulating their value; validating
that Aurora is providing the right services and whether it should provide new ones; identifying
where service levels and key objectives need to be set and documented and how they
currently compare to peers; gaining the resident perspective on the services provided; better
informing further discussions on organizational capacity and how departments should
collaborate to achieve service levels; better understanding growth and future resource needs;
and informing disaster recovery and business continuity planning.
Current Status and Future Activities:
Ongoing discussion at ELT to identify new ways to increase cross-departmental collaboration
and possibly more organizational realignments in the coming years.
Continuing to provide strategic advice to the Project Management Office on organization-
wide transformation projects. This includes our Measure What Matters project, which
implements a new goal-setting framework with cutting-edge technology.
Contact: Doug Nadorozny, CAO, dnadorozny@aurora.ca
KEY CONSIDERATION
DEPARTMENT: Office of the CAO – Corporate Communications
Issue: Resident Satisfaction Survey
Background: In 2021, Council directed the CAO’s office to develop and deploy a statistically
relevant Resident Satisfaction Survey, the first one that the Town has undertaken in more
than 15 years. However, because of the pandemic, the survey was pushed back to 2022,
following the election. Forum Research has been selected to lead the survey, as they are a
leader in working with municipalities on these types of projects. The results of the 2022
survey will provide a baseline to track our progress in future surveys.
Impact: The purpose of the survey is to give residents an opportunity to provide feedback on
the issues that are most important to them. Residents will be asked their opinions on:
•Perceived quality of life in the Town
•Top of mind issues
•Level of satisfaction with programs, services and communication provided by the
Town
•Perceptions and expectations concerning specific municipal planning priorities
•How they would like to receive information and preferred ways of engagement in the
future
Importantly, the survey results will serve as a tool to inform future priorities for Council and all
Town departments.
Current Status and Future Activities:
Randomized telephone interviews are currently being conducted, with the target being 800
completed interviews.
An online survey, to give residents who weren’t called a chance to provide feedback, will go
out the week of December 5, with the survey open until December 16. The Communications
team will be promoting the survey through its normal communications channels.
A full report on the results of the survey will come to Council in early 2023.
Contact: Daniel Bitonti, Manager of Corporate Communications, dbitonti@aurora.ca, 289-879-
8395
KEY CONSIDERATION
DEPARTMENT: Office of the CAO – Corporate Communications
Issue: Communications Strategic Plan
Background: The Office of the CAO, through Corporate Communications, will develop and
implement a new Communications Strategic Plan. Communications was set to develop this
plan in 2021/2022, but this project was delayed due to COVID. Communications will work with
a third-party consultant who can provide critical insights into the effectiveness of our current
communications activities and what other tactics we should be employing.
Impact: The impact of this project is significant not only for Corporate Communications, but
all departments, as it will help inform the types of communications tactics we should be
focusing on to promote all Town services, programs and events. The decisions on what
tactics we prioritize, and what tactics should be added, will be based on an in-depth analysis
of social media data, results of the Resident Satisfactions Survey and emerging digital trends.
This will ensure communications materials are reaching our target audiences on the right
channels.
Current Status and Future Activities:
The initial work on the Communications Strategic Plan will begin in December 2022, with
Corporate Communications currently in the process of selecting a reputable consultant with
experience in creating dynamic communications plans for municipalities. A working draft of
the strategic plan is slated to be done in the first few months of 2023, with implementation in
Q2 of 2023.
Contact: Daniel Bitonti, Manager of Corporate Communications, dbitonti@aurora.ca, 289-879-
8395
COMMUNITY
SERVICES
TOWN OF AURORA - MUNICIPAL ADMINISTRATION
COMMUNITY SERVICES
2022
TOTAL FTE HEADCOUNT
Approved: 70
Actual: 66
= Contract Role
COMMUNITY SERVICES
Director, Community Services [S348]
(1)
Robin McDougall
Administrative Assistant, Department [S201-4]
(1)
Nadia Quattromini
Manager, Cultural Services [S393]
(1)
Phillip Rose
Coordinator, Collections & Exhibitions [S339]
(1)
Michelle Johnson
Coordinator, Cultural Development [S392]
(1)
Nichole Campsall
Manager, Recreation [S281]
(1)
Lisa Warth
Recreation Marketing Coordinator [S379]
(1)
Astero Prattas
Specialist, Sport and Community Development [S362]
(1)
VACANT
Recreation Supervisor, Special Events [S235]
(1)
Shelley Ware
Coordinator, Special Events [S216]
(1)
Erin Hamilton
Program Assistant, Special Events [S340]
(1)
Sarah Reynolds (ML: Andrea Araujo)
Recreation Supervisor, Aquatics/Fitness [S301]
(1)
Adrian Wong
Coordinator, Aquatics [S289-1]
(1)
Terri Edwards
Coordinator, Aquatics [S289-2]
(1)
Diana Dawson-Young
Coordinator, Fitness [S255-1]
(1)
Wayne deRyck
Coordinator Fitness [S255-2]
(1)
VACANT (S: Diana Dawson-Young)
Programmer, Aquatics [S381]
(1)
Shelley Makepeace
Recreation Supervisor, Community Programs [S318]
(1)
Franco DeMarco
Coordinator, Community Programs [S313]
(1)
Jodi Grubb
Community Programmer [S290-1]
(1)
Marco De Benedictis (ML:Courtney Bergin)
Community Programmer [S290-2]
(1)
Remy Slapsys [ML: Chiara Walsh]
Coordinator, Seniors’ [S234]
(1)
Karie Papillon
Assistant, Seniors Program [S291]
(1)
Andrew Bailey
Coordinator, Youth [S238]
(1)
Julie Stephenson
Programmer, Youth [S329]
(1)
Lisa Brankin [AA: Julie Stephenson]
Manager, Business Support [S266]
(1)
John Firman
Supervisor, Business Support [S388-1]
(1)
Nicole Allison
Administrator, Facilities Booking [S208-1]
(1)
Elizabeth Harrison
Administrator, Facilities Booking [S208-2]
(1)
Jessica Giesen
Administrator, Facilities Booking [S208-3]
(1)
Mason Gooch
Administrator, Facilities Booking [S208-4]
(1)
Shauna Young
Coordinator, Facility Advertising/Sponsorship [S350]
(1)
Louise Base-Dyer
Supervisor, Customer Service [S357]
(1)
Paul Spensieri (ML: Alannah Saunders)
CSR - Recreation [S252-1]
(1)
Victoria McArthur
CSR - Recreation [S252-2]
(1)
Nancy Hallas
CSR - Recreation [S252-3]
(1)
Courtney Humphrey
CSR - Recreation [S252-4]
(1)
Natasha Garro- Rauti
CSR - Recreation [S252-5]
(1)
Bernard Ng (ML: Khadija Saburi)
Manager, Facilities Management [S272]
(1)
Doug Bertrand
Administrative Assistant, Operations [S202-5]
(1)
Lisa Lazzaro
Program Manager, Facility Capital Projects [S358]
(1)
Andrea Vento
Contract Vendor, Administration [S344]
(1)
Charlene Waters
Supervisor, Facilities Management [S302-1]
(1)
Greg McClenny
Crew Leader, Facilities [C704-1]
(1)
Scott Davidson
Crew Leader, Facilities [C704-2]
(1)
Denise Frost
Facilities Operator 2 [C713-1]
(1)
Colin Kirkey
Facilities Operator 3 [C714-1]
(1)
David Fifield
Facilities Operator 3 [C714-4]
(1)
Richie Whitton
Facilities Operator 1 [C712]
(1)
MIchelle Morin
Facilities Operator 1 [C712]
(1)
Richard Young
Facilities Operator 3 [C714-5]
(1)
Bill Hawke
Facilities Operator 3 [C714-6]
(1)
Marek Bialkowski
Facilities Operator 2 [C713-2]
(1)
Tracy Graham-Evans
Maintenance Person [C718]
(1)
Richard Arkwell
Carpenter [C722]
(1)
Dustin Cutt
Facilities Operator 3 [C714-10]
(1)
Lindsay Ringle
Supervisor, Facilities Management [S302-2]
(1)
Jenna Firth
Crew Leader, Facilities [C704-3]
(1)
Craig MacLean
Facilities Operator 3 [C714-13]
(1)
Darren Kinney
Facilities Operator 2 [C714-11]
(1)
Julian Fattore
Facilities Operator [C712]
(1)
John Salvatore Falcone
Facilities Operator 3 [C714-12]
(1)
Karen Nurnberg
Building Operator [C735]
(1)
VACANT
Manager, Customer Service [S317]
(1)
Ivy Henriksen
Customer Service Representative [S316-1]
(1)
Joelle Green-Oliveira
Customer Service Representative [S316-2]
(1)
Chelsea Brewster
Customer Service Representative [S316-3]
(1)
Carrie Eastwood
Customer Service Representative [S316-4]
(1)
Emma Kakush
Customer Service Representative [S316-5]
(1)
Janine Weldon (Acting: Jennifer Norton)
Customer Service Representative [S316-6]
(1)
VACANT
Community Services
Robin McDougall, Director
The Community Services department is dedicated to ensuring our community has access to
high-quality facilities and programs through the promotion of a healthy, active lifestyle for all
Aurora residents. Facilities, recreation, sports, fitness, cultural and social programs are all
managed with the aim of encouraging the greatest possible public participation. We are
responsible for providing activities for current residents while planning for growth and
development of new facilities. Below is an overview of the services and programs Community
Services provides:
Business Support Services
•Reception/customer service at community centres
•Registration services
•Facility advertising
•Facility sponsorship
•Facility rentals:
•ice, parks, playing fields, banquet halls & meeting rooms
•Department legal agreements
•Department financial services
Recreation Servicess
•Pre-school programs
•Children’s programs
•Youth programs
•Adult programs
•Aurora Seniors’ Centre &
seniors programs
•Camp programs
•Birthday party & PA day programs
•Aquatics – recreational & instructional
•Club Aurora Fitness Centre
•Community special events & corporate sponsors
•Integration services & leisure buddies
•Community partners & volunteers
•Corporate Automated External Defibrillator (AED) Program
•Facility operations, maintenance and repair of all Town Facilities including Recreation
Centers, Soccer Dome, Town Hall, Joint Operation center, Yonge Street Plaza, Town
Square, Armoury and others
•Project Management including capital asset replacement, upgrades, renovations and
new construction
o Major Projects- Aurora Town Square, SARC Gymnasium addition
•Accommodation, space and furniture Planning
•Capital planning, operations budget development and forecasting
•Lease administration and management
•Contract administration, maintenance and service vendors
Customer Service – Access Aurora
•Greet all visitors entering Town Hall & Joint Operations Centre
•Single point of contact for general inquiries, Town general email & fax
•Corporate call centre (telephony) for all service channels
•Cashiering and posting of payments, including tax and water and EFT bank payments
made to Town of Aurora from financial institutions
•Commissioner of Oath Services for residents/businesses
Facilities Management
•Municipal civil ceremony wedding services
•Corporate mail sort and distribution
•Issuance of lottery licenses, marriage licenses, & burial permits
•Issuance of road closure permits for parades/street parties/events
•Issuance of municipal letters for liquor license applications (AGCO)
Cultural Services
•The mission of the Aurora Museum & Archives is to serve as a repository for the
collective stories and experiences of the Town of Aurora. We are committed to
preserving, promoting and presenting the vibrant and ever-changing character of the
Town by making our collection accessible and available
•Developing, preserving and interpreting collection of more than 16,000 objects, including
artifacts, photographs, textiles, books and documents
•Developing connections and partnerships with local community groups to create cultural
experiences
•Implement the Cultural Action Plan and finalize the Public Art Master Plan and Policy
•Manage Aurora Town Square program development, business planning, community
partnerships, and governance review
KEY CONSIDERATION
DEPARTMENT: Community Services
Issue: Various recreation and culture plans
Background:
The Parks and Recreation Master Plan (PRMP) is updating the recommendations (from the
previous plan) to the long-term needs for recreation programs, services and operations in
order to align with the growing and changing population.
The Cultural Action Plan (CAP) provides a roadmap for nurturing arts and culture in Aurora
over the short to medium term. It includes actions aimed at leveraging local cultural
resources, growing the cultural sector, contributing to downtown revitalization, and building
community cohesion.
The first-ever Public Art Master Plan (PAMP) is being developed. This strategic document
will act as a roadmap for years to come, setting direction for public art in Aurora and
enhancing the impact of current efforts. A strong public art program will foster creativity and
innovation in our community, share our collective histories and animate our public spaces.
Impact:
The results of these plans will help guide Council and the community of future priorities. All
of these plans are being completed with community consultation, Council input and staff
experience.
Current Status and Future Activities:
PRMP – consultation is just wrapping up; the next phase is preparation of the draft plan for
review. The targeted completion date for the new PRMP is Spring 2023.
CAP - staff have completed the research phase and are winding down the public engagement
stage. The next step is to draft the CAP, the target completion date for which is mid-2023.
PAMP – the background analysis and external engagement has taken place; the next phase is
the plan and policy Development stage. The targeted completion date is early 2023.
Contact: Robin McDougall, Director of Community Services 905-726-4717 or
rmcdougall@aurora.ca
KEY CONSIDERATION
DEPARTMENT: Community Services
Issue: SARC Gymnasium Addition
Background: The Parks and Recreation Master Plan recommended the consideration of a
gymnasium and multi-purpose program space at the SARC. Following consultation with the
community, local sports groups and internal staff, a report was brought to Council presenting
options for a single and double gymnasium at the SARC location. Due to site constraints and
environmental impacts (located adjacent to protected lands), a single gymnasium design
was approved to proceed to tender.
Impact: The additional gymnasium will provide space to accommodate Aurora’s growing
population and provide additional program space at the SARC which currently is missing a
typical multi-use facility. With only one other municipal gymnasium located at the AFLC, there
is high demand for indoor sports courts and for space that services general recreation
programs. Often participants are placed on a waitlist or rentals are turned away due to lack
of availability. With the SARC gymnasium designed with versatility in mind (high school sized
gym, divisible), it will support many of our sports groups and community interests.
Current Status and Future Activities: With Council approval to issue the tender, staff have
been working with the consultants to finalize the design specifications and final cost
estimate. First step in the tendering process is to carry out the pre-qualification of the
general contractor followed by the issuance of the tender. Provided the tender results are
within budget, the construction is anticipated to mobilize in the spring of 2023.
Contact: Robin McDougall, Director of Community Services 905-726-4717 or
rmcdougall@aurora.ca
KEY CONSIDERATION
DEPARTMENT: Community Services
Issue: Aurora Town Square
Background: The Aurora Town Square Project is the largest capital infrastructure project the
Town has ever embarked on and will serve as a catalyst for downtown revitalization.
The full scope of the project includes:
•A 32,000 square foot addition to the Church Street School that features performance
space, visual arts studios, museum storage and curatorial space, multi-purpose dance
studio, program rooms, café and catering kitchen.
•A vibrant open-air square featuring amphitheatre, water feature, skating loop and
seating areas.
•An enclosed pedestrian link between the new facility and existing public library, with
accessible connection to Yonge Street and downtown.
•New library programming space and rooftop reading garden.
•Construction began in the fall of 2020 with a completion date of 2023.
Impact: The addition of a community space like Aurora Town Square will contribute to local
economic activity and the growth of Aurora’s creative sector.
Current Status and Future Activities:
Construction commenced fall 2020. First phase of the project was opened to the public in
October 2022 which includes the addition of program rooms, renovation of existing programs
rooms, addition of an outdoor reading garden, boardroom overlooking Yonge St. and a new
façade on the entrance to the library (including an elevator).
Construction of the outdoor square, bridge and addition on 22 Church Street school is
anticipated to be complete in 2023.
Final governance model decisions will be presented for Council approval and implementation
in anticipation of the facility opening to the public.
Contact: Robin McDougall, Director of Community Services 905-726-4717 or
rmcdougall@aurora.ca
CORPORATE SERVICES
TOWN OF AURORA - MUNICIPAL ADMINISTRATION
CORPORATE SERVICES
2022
TOTAL FTE HEADCOUNT
Approved: 36
Actual: 35
= Contract Role
CORPORATE SERVICES
Director, Corporate Services [S242]
(1)
Techa Van Leeuwen
Administrative Assistant, Dept.[S201-1]
(1)
Lauren Joyce
Manager, Bylaw Services [S267]
(1)
Alexander Wray
Coordinator, Bylaw Services [S231]
(1)
Azilda Robinson
Licensing and Court Administrator [S326]
(1)
Sarah Mason
Bylaw Enforcement/Licensing Officer [S219-1]
(1)
Steven Hunter
Bylaw Enforcement/Licensing Officer [S219-2]
(1)
Christian Raposo
Bylaw Enforcement/Licensing Officer [S219-3]
(1)
Mario Munguia
Bylaw Enforcement/Licensing Officer [S219-4]
(1)
Alan Chan
Animal Services Officer [S349]
(1)
(Lindsay Clarke)
Transportation Standards Officer [S376]
(1)
James Gagnon
Transportation Standards Officer [S376]
(1)
Ashmeed Khan
Supervisor, Animal Services [S353]
(1)
Lindsay Clarke (Acting)
Animal Services Officer [S349]
(1)
Hailey MacGillivray
Animal Services Officer [S349]
(1)
VACANT
Animal Services Officer [S349]
(1)
Kayla Recker
Animal Services Officer [S349]
(1)
Bethany Coleman
Manager, Human Resources [S274]
(1)
Demetre Rigakos
HR Consultant [S256-1]
(1)
Tina Chew
HR Consultant [S256-2]
(1)
Alessandra Tuzi
Supervisor, HR [S289]
(1)
Vicki Papadopoulos
HR Coordinator [S233-1]
(1)
Sasha Shore
HR Coordinator [S233-2]
(1)
Julia Sciascia
Learning & Org. Development Consultant[S391]
(1)
Anita Mehta
Town Solicitor [S246]
(1)
Patricia De Sario
Claims and Legal Coordinator [S373]
(1)
Polina Romanos
Administrative Assistant, Div. [S202-8]
(1)
Sabrina DeBiasio
Associate Town Solicitor [S217]
(1)
Slav Szlapczynski
Paralegal Risk Mgmt & Lit [S342]
(1)
Sarah Gill
Law Clerk [S260-1]
(1)
Janet Van Scheyndel
Law Clerk [S260-2]
(1)
Nicole Trudeau
Articling Student [S383]
(1)
Brian Emmanuel
Town Clerk [S325]
(1)
Michael De Rond
Deputy Clerk [S336]
(1)
Jaclyn Grossi
Council/Committee Coordinator [S239-1]
(1)
VACANT
Council/Committee Coordinator [S239-2]
(1)
Linda Bottos
Program Mgr/Records Mgmt [S320]
(1)
Daniel Johnson
Coordinator, Records Mgmt [S225]
(1)
Leisl McDill
Manager, PMO and Business Transformation [S384]
(1)
Martin Stefanczyk
Consultant, Project Management Office [S385]
(1)
Rahul Varadharajulu
Accessibility Advisor [S200]
(1)
Gregory Peri
Corporate Services
Techa van Leeuwen, Director
Corporate Services provides effective and efficient administrative support and customer
service to the Corporation, Council, Committees and the Community. This department is also
responsible for strategic initiatives and business transformation that drive organizational
excellence and innovation in support of being a progressive community with small town
charm. Below are the services that Corporate Services provides:
Legislative Services
•Secretariat services and support to Council and its appointed committees in compliance
with the Municipal Act
•Records management and administration of the Town’s Records Classification and
Retention By-law
•Oversight of processing Freedom of Information requests under the Municipal Freedom
of Information and Protection of Privacy Act
•Lead and Coordinate Municipal elections
Legal Services
•Legal advice, interpretations and opinions to the Corporation and Council
•Manages insurance claims and the Risk Management Program
•Legal representation, advice and direction pertaining to the Town’s services and
operations
of goods and•Preparation, review and interpretation of agreements for the provision
services by and for the Town
•Preparation, review and interpretation of Town by-laws
•Planning and development and real estate services
•Provides legal representation in litigation and administrative tribunal matters
Human Resources
•Attracting, recruiting, training and retaining talent
•Compensation and benefits
•Occupational Health and safety and workplace wellness
•Labour relations and negotiations (CUPE)
•Oversight of Emerging legislation for workplaces as outlined in the Employment
Standards Act
•Client department support and strategic corporate advice related to employees
Bylaw Services
•Parking control
•Property standards
•Clean Communities
•Noise
•Business licensing, mobile and stationary
•Animal licensing and control
•Administrative Monetary Penalty System
•Enforcement support for other departments
Project Management Office and Business Transformation
•Home of the Project Management Office, Strategic Initiatives and Special Projects
•Continuous quality improvement
•Excellence Canada
•Development and oversight of objectives and key results, the goal-setting
framework for our Measure What Matters program
•Accessibility, diversity and inclusion
•Emergency management
KEY CONSIDERATION
DEPARTMENT: Corporate Services
Issue: Risk Management Program
Background: The Town’s Administrative procedure for insurance and risk management was
implemented in 2001. The Policy framework is outdated and requires an update to ensure
good governance for the Corporation. In 2021, the Town retained a consultant to develop a
new risk management policy and enterprise risk management framework.
On October 5, 2021 staff report CS21-073 was brought forward to General Committee. The
consultant also presented to Council to provide an overview of the work conducted and the
importance of an enterprise risk management framework. The report was referred back to
staff to consider the comments from around the Council table. One of the concerns raised
was the lack of engagement with Council throughout the process as they wanted to provide
input to ensure all risks are properly identified.
A capital project was included in the 2022 budget for the second phase of the project to
develop procedures and processes related to the new risk management policy. The capital
project was approved on the condition that staff report back to Council on the Risk
Management Policy for approval prior to moving forward with the second phase.
Impact: The key benefits to an enterprise risk management framework are as follows:
•Risk awareness – an enhanced understating of risks and related controls
•Resource allocation – cost effective risk mitigation priorities are defined
•Dependencies – improved appreciation of internal organizational dependencies
•Proactivity – risk issues are identified earlier
•Communication – practical and useful basis for reporting on risk
•Risk culture – creating transparent, inclusive, integrated and systematic approach to
risk management to improve decision making at all levels
•Continuous improvement – progressively enhanced processes and procedures, risk
assessment and decision making skills at all levels of the organization
Current Status and Future Activities: The Town is currently working with a consultant to
develop a business continuity management program. The consultant provides insurance and
risk management services as well and will assist with next steps to move forward with this
project including engaging with Council. This activity is planned for the first quarter of 2023.
Contact: Techa van Leeuwen, Director of Corporate Services, 905-726-4748
KEY CONSIDERATION
DEPARTMENT: Corporate Services
Issue: Modernization of Town By-laws
Background: Over the last two years, Bylaw Services has been reviewing and modernizing
Town bylaws that have been in existence for many years and not meeting community
expectations and needs as the Town has grown significantly over the years. In November of
2021, a motion carried as follows:
•That staff report back with a modernized review of the Property Standards
By-law.
The Property Standards By-law is currently under review with Bylaw Services and Legal
Services and is expected to be presented to Council in the first quarter of 2023.
Going forward By-law Services will continue to ensure our By-laws are meeting the needs of
our residents and business communities. Also, as we implement the Administrative Monetary
Penalty System (AMPS) in a phased approach starting with Parking infractions and then
transitioning other By-laws to AMPS, we may need to amend some by-laws to include AMPS
provisions. Benefits of AMPS are improved customer experience, reduced court backlog,
reduced dispute rate, more efficient use of staff time and court resources.
Impact: Review and modernization of Town by-laws will ensure we are meeting community
needs and expectations and ensure we are providing services that make people proud to call
Aurora home.
Current Status and Future Activities: The Property Standards By-law is expected to be
presented to Council in the first quarter of 2023. AMPS will be implemented for parking in
February of 2023. In the second quarter of 2023, staff will transition other by-laws that have
been modernized and include the AMPS provisions then staff will consider the next phase of
AMPS implementation. One by-law that will require significant review and updating is our
Business Licensing B-ylaw which will include possibly licensing tow trucks and other mobility
services such as Uber and Lift. The Sign By-law will also be reviewed and updated for election
signs in 2023. The Fireworks B-ylaw is also under review to ensure we are a more inclusive
community for cultural events such as Diwali.
Contact: Techa van Leeuwen, Director of Corporate Services
KEY CONSIDERATION
DEPARTMENT: Corporate Services
Issue: Town-Wide Parking Strategy
Background: Over the years, parking has continued to create challenges for businesses and
residents. As part of the Aurora Town Square project, a consultant was retained and
completed a transportation study specific to parking in and around Aurora Town Square.
Over the last term of Council, staff were hoping to complete a Town-wide parking strategy to
meet community needs. Unfortunately, due to workload and other priorities, the
development of a parking strategy did not occur. Bylaw Services continues to experience an
increase in parking infractions.
Impact: With the possibility of Bill 23 “More Homes Built Faster Act” coming into effect in the
near future, there may be further impacts on parking across the Town. Bylaw Services will
work with the Town’s traffic analyst to engage with our community and partners to develop a
comprehensive Town-wide parking strategy.
Current Status and Future Activities: Planning and Development Services has included a
capital project for 2024 to retain a consultant to assist with the development of the strategy.
Contact: Director of Corporate Service, 905-726-4748 or Director of Planning
FINANCE
TOWN OF AURORA - MUNICIPAL ADMINISTRATION
FINANCE
2022
TOTAL FTE HEADCOUNT
Approved: 40
Actual: 36
FINANCE
Director, Finance [S243]
(1)
Rachel Wainwright-van Kessel
Administrative Assistant, Department [S201-2]
(1)
VACANT
Manager, Financial Reporting & Revenue/Deputy Treasurer [S263]
(1)
Acting: Korina Sinedubskaya (Elizabeth Adams-Quattrociocchi)
Supervisor, Revenue [S377]
(1)
Catherine Mawdsley
Administrator, Water/Wastewater Billing[S211]
(1)
Cathy McNeil (ML:Colleen Gordon)
Administrator, Revenue [S210]
(1)
Cheryl Weddell
Clerk, Revenue [S378-1]
(1)
Jocelyn Glass (Acting: Cathy McNeil)
Clerk, Revenue [S378-2]
(1)
Cameron Clara
Supervisor, Accounting [S300]
(1)
Acting: VACANT (Korina Sinedubskaya)
Financial Accountant [S356-1]
(1)
Anupma Bangur
Coordinator, Accounts Payable [S230]
(1)
Julie McCoy
Payroll Specialist [S390]
(1)
Barbara Wong
Project Manager, Financial System Project (Temporary)
(1)
Elizabeth Adams-Quattrociocchi
Senior Advisor, Financial Systems and Policy [S380]
(1)
Matthew Shum
Financial Accountant [S356-2]
(1)
Thinh (Michelle) Hoang
Manager, Financial Management/Deputy Treasurer [S273]
(1)
Jason Gaertner
Advisor, Financial Management [S232-1]
(1)
Mohamedali Kamalia
Advisor, Financial Management [S232-2]
(1)
Laura Sheardown
Advisor, Financial Management [S232-3]
(1)
Tracy Evans
Senior Advisor, Financial Management [S374]
(1)
Sandeep Dhillon
Manager, Procurement [S280]
(1)
Anna Ruberto
Consultant, Procurement [S319-1]
(1)
MaryBeth Meszaros
Consultant, Procurement [S319-2]
(1)
Scott Luebke
Consultant, Procurement [S319-3]
(1)
VACANT
Coordinator, Procurement [S386]
(1)
Nimrose Walji-Visanji
Manager, IT [S275]
(1)
Michael Mulvenna
Administrative Assistant, Div. [S202-1]
(1)
Franca Romano
IT Supervisor, Project Services [S364]
(1)
Samir Patti
Project Manager/Business Analyst [S370-1]
(1)
Stephen Tiller
Project Manager/Business Analyst [S370-2]
(1)
Nadia O’Sullivan
IT Supervisor, Business Solutions [S366}
(1)
Kent Chau
Business Solutions Analyst [S367-1]
(1)
VACANT
Business Solutions Analyst [S367-2] *
(1)
Leyla Tahouri
GIS & Data Analyst [S372-1]
(1)
Jennifer Schoutsen
GIS & Data Analyst [S372-2]
(1)
Cory MacNeil
GIS & Data Analyst [S372-3] *
(1)
Patrick Laforest
Administrator, Database [S207]
(1)
Heng Xu
IT Supervisor, Infrastructure and Service Desk [S…
(1)
David Sydie
Infrastructure Analyst [S368-1]
(1)
Alexandre Tchervov
Infrastructure Analyst [S368-2]
(1)
Raffi Derderian
Infrastructure Analyst [S368-3]
(1)
Easan Srivamadevan
Service Desk Analyst [S369-1]
(1)
David Jeffrey
Service Desk Analyst [S369-2]
(1)
Jonathan Pinto
•Provide strategic financial advice to Council
•Financial policy and direction for staff
•Long-term financial sustainability (Fiscal Strategy)
•Lead financial reporting
•Procurement policy
•Technology initiatives, infrastructure & cyber security
•Lead continuous improvement and automation
Financial Management
•Budgeting, forecasting and variance reporting
•Fiscal strategy and financial policy
o Capital planning (Asset management planning and reporting)
o Reserve Management ( Policy and forecasting)
o Debt Management (Policy and debt forecasting)
o Revenue Management (Grants & investment management)
•Business unit financial advice
Finance
Rachel Wainwright-van Kessel, Director/Treasurer
The Finance department provides governance and leadership in finance, budgets, technology,
and procurement for the Town of Aurora. The department works with both internal and external
clients to support the Town’s financial and technological goals. Internally, Finance provides
strategic financial advice to help the achieve both short and long-term goals and implements
new technology to support modernization. Finance also has a governance role to ensure
regulatory requirements are met under the Municipal Act, Public Sector Accounting Board
standards and the Procurement B-ylaw. Below is an overview of the services provided by the
Finance department.
Treasurer Office
o Financial reporting and corporate accounting
o Accounts payable
o Payroll
o Development charge administration
o Internal controls, policy & procedure advice
o Financial audit
o Federal and provincial reporting
•Revenue Team
o Administration of tax and water billing & collections
o Tax policy & rates
o Customer service on account inquiries
Information Technology
•Corporate technology strategic plan
•Resident digital services
•IT infrastructure improvements
•Software updates – new and current
•Cybersecurity
•Project management - department software solution automation
•Employee devices - computers, tablets & phones
•Graphical information systems (GIS) mapping
Procurement Services
•Procurement bylaw and protocols
•Supporting departments with high value procurements
•Green procurement policy
Financial System Project Team
This team is implementing Oracle Fusion as the software for the Town’s new Enterprise
Resource Management system.
Financial Reporting and Revenue
•Financial Reporting Team
Benefits
•Provide a fully integrated modern financial system
•Enables residents to access tax and water bill through a customer portal
•Streamline processes, improved internal controls and reporting
•Provides proactive approach to cybersecurity
•Cloud-based subscription service and can grow based on future needs of the town
Timelines
•Kick off – June 2022
•Go live – May 2023
KEY CONSIDERATION
DEPARTMENT: Finance
Issue: Second-Generation Asset Management Plan (AMP)
On December 17, 2017, the province filed regulation 588/17 under the Infrastructure for Jobs
and Prosperity Act, 2015 (“O. Reg 588/17”) which included a prescribed list of asset
management requirements that each Ontario municipality must ensure its compliance to
within the specified timelines. The regulation required the establishment of a Strategic Asset
Management Policy by July 1, 2019 and then the following three phases to improve up this
policy:
Phase 1: Update of Asset Management plan’s core asset categories to add current
level of service standard metrics, including the costs to maintain current levels of service
by July 1, 2022.
Phase 2: Building upon Phase 1, update the Asset Management Plan’s remaining asset
categories to include current level of service standard metrics, including the costs to
maintain current levels of service by July 1, 2024.
Phase 3: Building upon Phases 1 and 2, update of all of Asset Management Plan's
asset categories to include proposed levels of service, lifecycle management and a
financial strategy by July 1, 2025
The Town must ensure its continued compliance with the province’s municipal asset
management regulation to maintain its access to provincial and federal grant opportunities.
Impact:The goal of the Asset Management Plan is to deliver an adequate level of service in
the most cost-effective manner. This involves the development and implementation of asset
management strategies and long-term financial planning. Through the implementation of
sound asset management strategies, the Town can ensure that public infrastructure is
managed to support the sustainable delivery of municipal services. The Second-Generation
Asset Management plan supports the capital planning, reserve management and debt
management pillars of the Fiscal Strategy. The Asset Management Plan will become the
foundation upon which the long-term asset rehabilitation and replacement work will be
planned. The second-generation plan will provide more accurate information on the reserve
contributions needed to support long-term asset management needs once the measures are
put into practice. The true financial impacts will be refined over the next few years as the
completion of Phase 2 and Phase 3 of Asset Management Plan will identify more accurate
reserve needs.
Current Status and Future Activities: Council has endorsed the Town’s Second-Generation
Asset Management Plan and service level measures for the core assets in September 2021.
Phase 2 & Phase 3: Currently, Town staff are about to engage a consultant to develop service
level metrics for the remaining assets along with the recommended level of service for each
asset category along with the financial strategy. Expected completion is Q4 of 2024.
Contact: Rachel Wainwright-van Kessel, Director, Finance Treasurer
Email: rvankessel@aurora.ca
KEY CONSIDERATION
DEPARTMENT: Finance
Issue: Bill 23, More Homes Built Faster Act, 2022
Background: On October 25, 2022, the Province of Ontario introduced Bill 23, More Homes
Built Faster Act, 2022, in support of the More Homes Built Faster: Ontario’s Housing Supply
Action Plan: 2022-2023. The Bill proposes to amend a number of acts, including the
Development Charges Act, Planning Act, Conservation Authorities Act, as well as others.
Impact: If passed, the legislative amendments will have significant impacts on the way
municipalities plan, process, and fund development. Below is a summary of some of the
proposed changes as it pertains to Town’s development charge and cash-in-lieu parkland
revenue:
Development Charge Act, 1997
Mandatory 5-year phase in of DC rates in by-laws, retroactive to June 1, 2022. Year 1
(80%), Year 2 (85%), Year 3 (90%), Year 4 (95%), Year 5 (100%)
Removes some eligible capital costs that can be recouped through development charges
such as studies to determine the eligible capital costs and development charge study.
Municipalities must spend or allocate 60% of reserve fund balances for water,
wastewater and roads DC’s
Removing housing services as an eligible service that can be included in development
charges (DC).
Development charge by-law expires 10 years after they come into force (previously 5
years)
Planning Act,1990
Land valuation for community benefits charges (CBC) are adjusted to exclude existing
development.
Parkland dedication conveyance has been amended to 1 hectare per 600 units.
Parkland dedication cash-in-lieu has been amended to 1 hectare per 1000 units.
Exemption from parkland dedication for affordable units.
Municipalities must spend or allocate 60% of parkland dedication funds (in special
accounts).
Current Status and Future Activities: Historically, development charge revenue forecast
considered for reserve analysis is very conservative compared to the much higher revenue
projections mentioned in the current development charge study. The true impact of the Bill
23 to the Town’s development charge revenue will be analyzed during the 2024 development
charge study and bylaw update and the updated revenue projections will be reflected in the
2024 budget.
Contact: Rachel Wainwright-van Kessel, Director, Finance Treasurer
Email: rvankessel@aurora.ca
KEY CONSIDERATION
DEPARTMENT:: Finance
Issue: Cybersecurity
Background: Last year, the Town engaged a cybersecurity consultant to perform a full review
of the Town’s cybersecurity posture. This was a fulsome review and compared our current
state to industry standard benchmarks such as National Institute of Standards and
Technology (NIST) and the Centre for Internet Security Critical Security Controls. A roadmap
was put in place to fill any gaps and stay current on cybersecurity. Several new capital
projects for 2023 are proposed to further strengthen our cybersecurity footprint.
Impact: The goal of cybersecurity is to ensure a risk-free and secure environment for keeping
the data, network and devices guarded against cyber threats. We accomplish this by
providing a combination of secure processes, security awareness training, data encryption,
identity management and multi-factor authentication, cybersecurity technology, and security
policy. We do this to:
1.Protect the confidentiality of data
2.Preserve the integrity of data
3.Restrict the availability of data to only authorized users
Current Status and Future Activities: The 2023 budget will include a number of projects
which support cybersecurity initiatives. These will ensure the Town is well positioned in
the future to handle emerging cyber risks.
Contact: Rachel Wainwright-van Kessel, Director, Finance Treasurer
Email: rvankessel@aurora.ca
KEY CONSIDERATION
DEPARTMENT: Finance
Issue: Debt Management Policy – Debt Management
Background: Debt financing has been used to finance capital projects at the Town. The Town
has responsibly used both external and internal debt financing for several years as an interim
financing source for necessary Town capital asset creation which has included indoor and
outdoor recreation spaces, as well as library and cultural infrastructure. In all instances, all
debt obligations were repaid on time.
The purpose of the Debt Management Policy is to establish financial guidelines and
appropriate controls for the issuance and management of debt for the Town of Aurora. This
policy applies to the management of existing debt and all future debt financing that may be
issued or planned by the Town of Aurora.
Impact: The Debt Management Policy documents the best practices and principles to
be followed in the acquisition debt, such as:
Adherence to legislative requirements
Capital projects eligible for debt financing and qualifying criteria for the use of debt
Provide guidelines for the long-term debt management and the annual repayment
limit established for the Town (10%).
Provides high level rules of engagement for the debt repayment and allocation of
annual debt payments to reserves after the debt is paid
Rules of engagement for the DC funded debt
Long term debt will only be acquired with fixed rate of interest to limit the financial
exposure
Provides a list of suitable and authorized debt financing instruments for the Town
Guidelines relating to the reporting and adherence to the policy
The development of the Debt Management Policy is a recommended strategic action in
the Fiscal Dtrategy to ensure longer term prudent financial and debt management.
Current Status and Future Activities: A new Debt Management Policy has been
developed and was reviewed by the Finance Advisory Committee in 2022. It will be
considered by Council for approval in January 2023.
Contact: Rachel Wainwright-van Kessel, Director, Finance Treasurer
Email: rvankessel@aurora.ca
KEY CONSIDERATION
DEPARTMENT: Finance
Issue: New Financial System
Background: The Town currently uses four separate systems for managing
financial transactions, budgeting, and reporting. The existing systems are aging and
has poor integration abilities for transactions and reporting.
In 2020, Staff engaged a consultant in to assist the Town in the development of the
specifications for an integrated financial solution which will include budget, procure to
payment, accounting, and enhanced reporting. The request for proposal for the new financial
system was issued in October 2021 and the Oracle Fusion was selected as the Town’s new
financial system.
Impact: The proposed Oracle cloud solution will provide a fully integrated modern financial
system that addresses both the Town’s current and future needs. The Oracle Fusion financial
system will replace iCity, FMW, CaseWare and Smartsheet.
Oracle is a cloud-based subscription service and is accessed through a web browser with no
other technology infrastructure required by the Town. The service is scalable and can grow
based on the future needs of the Town. The system meets all of the requirements identified
by the Town, including transactions, water billing, tax billing, budget, reporting and
dashboards. Since the system exists within a single ecosystem, all data contained within it is
fully integrated by design.
Oracle has a proactive approach to cybersecurity and meets the security standards required
by the Town’s IT division.
Current Status and Future Activities: Implementation of the new financial system is
underway, and staff are just about halfway through the plan in the midst of the
configuration phase, with the expected roll out in Q2 of 2023.
Contact: Rachel Wainwright-van Kessel, Director, Finance Treasurer
Email: rvankessel@aurora.ca
KEY CONSIDERATION
DEPARTMENT: Finance
Issue: Investment Policy Update – Prudent Investment (Revenue Management )
Background: Investing under the Municipal Act, 2001 and O. Reg 438/97 is divided into a
prescribed list of securities which is more commonly referred to as the Legal List and the
Prudent Investor regime. A Prudent Investor regime gives the municipality access to a wider
variety of investments, but also includes a new governance model.
The most cost-effective manner through which the Town is able to access the Prudent
Investor regime is through a Joint Investment Board (JIB) as establishing its own Investment
Board is not financially feasible. There is currently one joint investment board in Ontario that
the Town is able to join should its transition to a Prudent Investor regime be approved.
On November 19, 2019, Council reviewed the benefits of the new Prudent Investor regime –
FS19-033 Prudent Investor Option Analysis and directed staff to proceed with an in-depth
review of the investment options and revised investment policy with FAC.
Impact: The adoption of a Prudent Investor regime is a strategic action under the revenue
management pillar of the Fiscal Strategy which supports long-term financial sustainability.
Moving forward as a Prudent Investor will enable the Town to optimize investment income,
allowing for an overall reduction to the financial burden on tax and rate payers. All investment
income generated from capital asset reserve holdings, of which are mostly funded through
tax and user rates, must be maximized to offset the impact of inflation on reserves in long-
term.
The Prudent Investor under ONE Investment expands upon the investments available under
the Legal List. ONE Investment’s Prudent Investor offers a mix of its current Legal List options
and two funds that are only be available to Prudent Investors – a Global Equity fund and a
Global Bond fund.
Current Status and Future Activities: An updated investment policy will be presented to
Council for approval in Q1 of 2023, which outlines the way the Town of Aurora will invest
under the Prudent Investor regime.
Once the policy is approved, execution of the ONE JIB Agreement will be established
between the Town of Aurora, ONE JIB and ONE Investment
Contact: Rachel Wainwright-van Kessel, Director, Finance Treasurer
Email: rvankessel@aurora.ca
OPERATIONAL
SERVICES
TOWN OF AURORA - MUNICIPAL ADMINISTRATION
OPERATIONAL SERVICES
2022
TOTAL FTE HEADCOUNT
Approved: 56
Actual: 56
= Contract Role
OPERATIONAL SERVICES
Director, Operational Services [S241]
(1)
Al Downey
Administrative Assistant, Department [S201-3]
(1)
Marianna Gentile
Manager, Public Works [S278]
(1)
Luigi Colangelo
Coordinator, Waste/Recycling [S236]
(1)
Amanda Cutler
Administrative Assistant, Division [S202-3]
(1)
Laura Beaton
Coordinator, Applications and Permits (Roads) [S382]
(1)
Kim Teixeira
Supervisor, Water/Waste Water [S306]
(1)
Lindsay Hayworth
Crew Leader, Water/Waste Water [C705]
(1)
Anthony Del Balso
Water Operator [C716]
(1)
Witold Warchol
Water Operator [C717-3]
(1)
Lazarus Papeavangelou
Water Operator [C717-1]
(1)
Wes Smith
Water Operator [C717-4]
(1)
Douglas Eldridge
Water Operator [C717-2]
(1)
Shane Hesmondhalgh
Administrator, Backflow/WaterMeter [S375}
(1)
Emily Moore
Program Coord, Water/Waste Water [S335}
(1)
Iustina Voinea
Supervisor, Roads/Traffic [S305]
(1)
Dan Naccarato
Crew Leader, Roads/Traffic [C701-1]
(1)
Andrew Saltes (LOA: Warren Dyer)
Crew Leader (Roads) [C701-2]
(1)
Robert Salituro
Roads Operator 3 [C708-2]
(1)
Braden Goodfellow
Roads Operator 3 [C708-5]
(1)
Scott Rumgay
Roads Operator 3 [C708-3]
(1)
Andrew Gill
Roads Operator 3 [C708-4]
(1)
David O’Neill
Roads Operator 3 [C708-6]
(1)
Andrew Creary
Roads Operator 2 [C707]
(1)
Vince Forestieri
Roads Operator 3 [C707-2]
(1)
Mike McGuigan
Roads Operator 3 [C708-1]
(1)
Melvin Cuff
Roads Operator 1 [C706-2]
(1)
Justin Campsall
Roads Operator 1 [C706-1]
(1)
James Dean
Flexible Service Person [C719-1]
(1)
Linda West
Flexible Service Person [C719-5]
(1)
Cody Rennie
Flexible Service Person [C719-2]
(1)
Alysha Dupuis
Flexible Service Person [C719-3]
(1)
Brent Gibb
Flexible Service Person [C719-4]
(1)
Ryan Soper
Manager, Parks [S279]
(1)
Sara Tienkamp
Administrative Assistant, Divison [S202-4]
(1)
Samantha King
Senior Landscape Architect [S295]
(1)
Gary Greidanus
Landscape Architect [S259]
(1)
Brian Jakovina
Supervisor, Parks [S304]
(1)
Steve Filippelli
Crew Leader, Forestry [C703]
(1)
Ian Bryant
Arborist [C736]
(1)
Brian Girardo
Crew Leader, Parks [C702-1]
(1)
Deb Toole
Crew Leader, Parks [C702-2]
(1)
Will Kocs
Parks Operator 3 [C711-1]
(1)
David Kiratzis
Crew Leader, Parks [C702-3]
(1)
Greg Scott
Parks Operator 3 [C711-2]
(1)
Mike Bishop
Parks Operator 2 [C711-6]
(1)
Ryan Faber
Parks Operator 3 [C711-3]
(1)
Greg Knuth
Parks Operator 2 [C710]
(1)
Jesse Perry
Parks Operator 3 [C711-7]
(1)
Don Harrison
Parks Operator 3 [C711-4]
(1)
Tim Dixon
Parks Operator 3 [C711-8]
(1)
Brent Harrison
Supervisor, Fleet [S363]
(1)
Darren Read
Head Mechanic [C720]
(1)
Matt Frost
Mechanic [C721-1]
(1)
Adam Beveridge
Mechanic [C721-2]
(1)
Jim Kelly
Mechanic [C721-3]
(1)
Daniel Kay
Operational Services
Allan D. Downey, Director
Operational Services is responsible for many services and functions across the Town, including:
ensuring our community has access to high-quality natural and urban environments; design,
construction and maintenance of parks; clean, safe and modern roads; sewers; waste collection;
and safe water delivery.. Operational Services supports internal clients by providing fleet
management services and equipment procurement and maintenance. The department is also
responsible for some major facility construction. Below is an overview of the key functions and
services of the Operational Services department:
•Maintain Roads, water, sewer, stormwater, street lights
•Parks, open Spaces & sports facility maintenance
•Fleet operations and asset management
•Water testing
•Solid waste collection and recycle program
•Backflow program
•Winter maintenance & snow removal
•New park design & construction
•Subdivision & site plan application review
•Asset management, capital planning and operations budget forecasting
•Environmental protection
•Horticultural programs
•Arboricultural activities
•Road occupancy permits
•Inspections
•Support for special events
KEY CONSIDERATION
DEPARTMENT: Operational Services Department
Issue: Greening of the Fleet
Background: Council approved a Fleet Management Study in February 2020. As part of that
Study, and in cooperation with our Energy & Climate Change Analyst, we are exploring options to
green the Fleet as part of our vehicle acquisition replacement program.
Impact: This initiative may have an impact on our Capital Budget as these vehicles are often
more expensive.
Current Status and Future Activities: Staff are presently allowing an option on our bid requests
for a hybrid vehicle to obtain cost comparison information.
Contact: Allan D. Downey, Director of Operations, 905-726-4752, adowney@aurora.ca
KEY CONSIDERATION
DEPARTMENT: Operational Services Department
Issue: Stormwater Maintenance Program and Implementation
Background: The maintenance of stormwater management features are critical to ensure the
proper operation and flood control in our community. Staff have been working with the Lake
Simcoe Region Conservation Authority (LSRCA) to develop detailed maintenance and pond
improvement plans for each storm pond in the community.
Impact: The Capital and Operating cost of these works is substantial and will have an impact on
our ten (10) Year Capital Plan, Operating Budgets, and rate-based contributions within our water
budget.
Current Status and Future Activities: We are presently working on the ten (10) Year Capital
Budget and multi-year operating impacts of these proposed works.
Contact: Allan D. Downey, Director of Operations, 905-726-4752, adowney@aurora.ca
KEY CONSIDERATION
DEPARTMENT: Operational Services Department
Issue: Waste Management Service Level Review
Background: The Province of Ontario will be transferring the responsibility for collection of blue
box materials to the producers responsible for the creation of such items. This transition will
unfold over a three (3) year period commencing in 2023 with the Region of York scheduled for
2025. This process will also eliminate service to all ICI. Council will be requested to recommend
what changes to our present service to ICI they support.
Impact: This may impact our present collection service level to ICI and depending on the degree
of service reduction may result in operational savings to the Waste Collection budget.
Current Status and Future Activities: Our current service levels will remain unchanged until 2025
or upon the approval of a new service level by Council.
Contact: Allan D. Downey, Director of Operations, 905-726-4752, adowney@aurora.ca
PLANNING
AND DEVELOPMENT
SERVICES
TOWN OF AURORA - MUNICIPAL ADMINISTRATION
PLANNING & DEVELOPMENT SERVICES
2022
TOTAL FTE HEADCOUNT
Approved: 39
Actual: 35
= Contract Role
PLANNING & DEVELOPMENT SERVICES
Director, Planning & Development Services [S247]
(1)
Marco Ramunno
Administrative Assistant, Department [S201-5]
(1)
Pat Rossi
Engineer, Development Planning [S248]
(1)
Bill Butler
Manager, Development Planning [S270]
(1)
(VACANT)
Sr. Planner [S346]
(1)
VACANT
Secretary/Treasurer CofA/Plan Technician [S293]
(1)
Peter Fan
Planner [S283-1]
(1)
Mark Chuang
Planner [S283-2]
(1)
Kenny Ng
Planner [S283-3]
(1)
Sean LaPenna
Planner [S283-4]
(1)
Rosanna Punit
Coordinator, Planning & Development [S387]
(1)
Stephanie February
Manager, Building Division/CBO [S268]
(1)
William Jean
Sr. Plans Examiner [S296]
(1)
Terence Wong
Sr. Plumbing Inspector, Plans Exa. [S297]
(1)
Robin Del Favero
Sr. Building Inspector [S294]
(1)
Jacek Baldyga
Building Inspector/Plans Examiner [S218-1]
(1)
Lida Ghiami
Building Inspector/Plans Examiner [S218-2]
(1)
Steve Loncar
Building Inspector/Plans Examiner [S218-3]
(1)
VACANT
Coordinator, Applications & Permit
(1)
Shahrzad Malekzadeh
Coordinator, Applications & Permits [S222]
(1)
Taylor Cole
Zoning Examiner [S310]
(1)
Samantha Sample
Permit Technician/Plans Examiner [S315]
(1)
Hana Hossain
Zoning & Application Examiner [S309-1]
(1)
Melissa Bozanin
Zoning & Application Examiner [S309-2]
(1)
Ashley Vanderwal
Manager, Policy Planning and Economic Development [S277]
(1)
Lisa Hausz
Senior Planner, Land Use Policy & Real Estate [S285]
(1)
Matthew Volpintesta
Senior Economic Development Officer [S394]
(1)
VACANT
Sr. Planner, Policy [S298]
(1)
Edward Terry
Manager, Engineering Services [S271]
(1)
Anca Mihail
Technologist, Municipal Engineering [S345]
(1)
Michael Nicholas
Analyst, Energy and Climate Change [S355]
(1)
Natalie Kehle
Coordinator, Project Delivery [S312]
(1)
Garry Anggawinata
Municipal Engineer [S249-1]
(1)
Patrick Ngo
Municipal Engineer [S249-2]
(1)
Sabir Hussain
Municipal Engineer [S249-3]
(1)
Glen McArthur
Administrator, Construction Projects [S206-1]
(1)
Daniel Vink
Administrator, Construction Projects [S206-2]
(1)
Mirlinda Nuro
Administrator, Construction Projects [S206-3]
(1)
Steven Ferro
Infrastructure Analyst- Engineering [S308]
(1)
James Jurrius
Analyst, Traffic Transportation [S215]
(1)
Michael Bat
Planning and Development Services
Marco Ramunno, Director
Planning and Development Services manages the growth and physical form of the Town of
Aurora through land use and infrastructure planning in addition to administering the Ontario
Building Code. Planning and Development Services provides professional planning advice to
Council, Town departments, the public and Council endorsed committees on a variety of
planning, engineering and land use policy matters including Planning Act Applications. In
addition, public input is actively solicited on land use related to development applications and
policy reviews. Heritage Planning oversees the Town’s heritage portfolio proactively identifying
and conserving significant heritage resources. Planning and Development Services delivers its
activities and support to internal and external clients through four divisions: Development
Planning, Policy Planning & Economic Development, Engineering & Capital Delivery and Building.
Below is an overview of the services provided by Planning and Development Services.
Development Planning Division
•Planning Act Development Application Review including:
o Official Plan and Zoning Bylaw Amendments,
o Subdivisions and Condominiums
o Site Plan Approvals
o Minor Variances and Consents
•Development Conditions of Approval and Agreements
•Development Engineering Review
•Implementation of Environmental Protection & Enhancement Policies
•Administration of the Committee of Adjustment
•Heritage Planning, including Heritage Review, Policy, Events and Programs.
•Respecting the diversity and needs of the public
•Provide full, clear and accurate information to decision makers and inquirers
•Identify and promote opportunities for meaningful participation in the planning process
to all interested parties.
Building Division
•Review, issuance and inspection of Building Permits
•Conducting On-site Sewage Maintenance Inspections
•Zoning By-law administration and interpretation
•Sign Permitting and Inspections (except for Mobile Signs)
•Issuance of Pool Enclosure Permits
Engineering and Capital Delivery Division
•Short and long range planning of municipal services infrastructure
•Support Planning Department with development review
•Provide site supervision for public infrastructure construction in new developments
•Maintain asset inventory and develop capital replacement plans
•Traffic studies and traffic management
•Climate change, energy conservation and environmental initiatives
Policy Planning and Economic Development Division
•Economic Development including investment attraction, business retention and
expansion, and downtown redevelopment.
•Policy planning including the Official Plan, Green Development Standards, servicing
allocation, Parkland Dedication, etc.
•Support for Aurora Economic Development Corporation, Aurora BIA, Aurora Chamber of
Commerce, and other community partners in support of growing the local economy.
•Business and workforce engagement.
•Information and input on policies and strategies that impact the Town.
•Facilitate real property matters (acquisition, disposal, lease, licensing, etc.)
KEY CONSIDERATION
DEPARTMENT: Planning and Development Services
Issue: Downtown Yonge St. Streetscape Plan/Improvements as part of the Aurora Promenade
Streetscape Design
Background: The Aurora Promenade Streetscape Design & Implementation Plan 2013,
identified several actions required to improve the public realm in the Promenade Area. The
majority of the proposed initial streetscape improvements were proposed for the Yonge
Street and Wellington street area, located within the Promenade Secondary Plan. The Aurora
Promenade Streetscape Design & Implementation Plan was presented to Council at the
January 2013 Public Planning Meeting, where Council resolved the following:
THAT report PL13-003 regarding the Aurora Promenade
Streetscape Design and Implementation Plan be received; and,
THAT staff report back with a multi-year capital project for some
of the priority projects that staff will further refine and bring
forward to Council for further discussion.
Following the January 2013 Public Planning meeting, staff evaluated implementation options
and phasing with an emphasis on maximizing the potential impact of improvements and
minimizing costs and disruptions. Based on this evaluation, the several recommendations (as
articulated in the Plan) were identified for implementation. Some of the recommendations
were implemented, or altered to accommodate current conditions, while other
recommendations were never implemented, and required further investigation as to their
feasibility.
In February 2014, staff presented a report recommending that the Town focus the planned
improvements within the “Main Streets” area. This approach ensured that a critical mass of
improvements could be completed within a relatively short timeframe in a focused
geographic area. In October 2019, Council partially lifted a conditional hold on a previously
approved capital project to fund some of the removable public realm streetscape elements of
the 2013 plan including container landscaping, new street furniture and promotional banners
that can be relocated when construction occurs.
In November 2021, Council directed an update to the 2013 Streetscape Plan to bring the plan
up to date regarding new regulations, environmental impacts, technology, lighting,
accessibility, traffic and pedestrian safety, and heritage considerations. Staff were directed to
begin public consultation and report back with a revised plan for Council’s consideration.
Impact: The project supports the Strategic Plan goal of enabling a diverse, creative and
resilient economy and to promote and support a plan to revitalize the downtown. The project
also supports the Economic Development Strategic Plan of Establishing Downtown Aurora as
a Destination and Focal Point for the Community, through specific actions identified in the
Implementation Matrix 2021-2022 including partnership opportunities and engaging with
entrepreneurs.
Departments involved:
Planning and Development Services (EcD/Policy, Engineering)
Operations (Public Works, Parks)
Corporate Services (Finance, Communications, Accessibility, By-Law)
Community Services (Town Square, Special Events)
Current Status and Future Activities:
Public Planning Report PL13-003, January 23, 2013
General Committee Report PL13-030, June 4, 2013
General Committee Report PL14-010, February 4, 2014
General Committee Report PDS19-053, October 1, 2019
October 2021, Staff retained The Planning Partnership (TPP) to facilitate the project and
engage the various stakeholder groups. TPP was the originator of the Aurora Promenade
Plan, have worked on several projects within the Promenade and are engaged as part of the
Aurora Town Square project. Stakeholders were consulted between October 26, 2021 and
November 24, 2021.
The intent is to revisit the draft materials, prepared by TPP, present back to the public for
input in early 2023, and bring recommendations to Council for consideration and direction to
implement the plan.
Contact: Lisa Hausz, lhausz@aurora.ca
KEY CONSIDERATION
DEPARTMENT: Planning and Development Services
Issue: Enabling the town to be 'future ready' as a Smart City - attract, pilot and implement
technologies and services that provide public and private benefits.
Background: ‘Smart’ cities use various software, user interfaces, and communication
networks along with the Internet of Things (IoT) to provide connected solutions to the public.
IoT is a network of connected devices that communicate and exchange data. This includes
everything from vehicles to home appliances to sensors on the road. The data collected by
these devices is stored in the cloud or on servers, increasing efficiency in both the public and
private sectors, resulting in economic benefits and improved lives for citizens.
A combination of infrastructure, automation, machine learning, and IoT enables the adoption
of smart city technology for a wide variety of applications, such as:
•Smart parking helps drivers find parking spaces and enable digital payments;
•Intelligent traffic management that monitors traffic flow and optimizes traffic lights to
reduce congestion;
•Ride-sharing or robotic delivery services can also be managed by smart city
infrastructure, reducing the number of vehicles on the roads;
•Energy savings and eco-efficiency: streetlight that dims when the street is empty.
•Address climate change and air pollution, waste management, and sanitation with
internet-enabled garbage collection, bins, and fleet management systems, as well as
early warning of events such as floods.
•Smart security measures such as monitoring high-crime areas, or event security
management assistance.
To begin to enable Smart City infrastructure, there are several projects underway, including
provincial, town-led and private sector projects.
Provincial:
“Building Broadband Faster in Ontario” – Province of Ontario has committed to $4B to provide
broadband access to all areas of Ontario by 2025. In April, 2021, the “Building Broadband
Faster Act, 2021” was enacted with changes to the Ontario Energy Board Act, 1998. The
changes are intended to expedite the delivery of broadband projects across the province. In
November, 2021, the first version of ‘guidelines’ were shared, followed by the “Getting Ontario
Connected Act, 2022, which passed in April 2022, with final guidelines shared in September
2022. The guidelines:
•Establish new processes and timelines for Internet Service Providers (ISPs), Local
Distribution Companies (LDCs), and municipalities to expedite access to hydro poles
and municipal right-of-ways.
•“Broadband One Window” (BOW) program as part of the guidelines. This is an online
platform to support timely approval, permitting and locate decisions for broadband
projects. Note that the ‘BOW’ program is for Provincially-funded broadband projects.
All non-provincially funded programs are subject to the “Getting Ontario Connected
Act, 2022”, but do not need to be funneled through the BOW platform.
Municipal:
Along with facilitating broadband deployment, there are two projects are under development
to ‘pilot’ various technologies. These include micro-mobility and potential delivery/service
robots, both aimed at preparing the Town for future technologies, reducing vehicle traffic, and
deploying a framework for other technologies.
Private:
•Bell, Rogers and Ontario Broadband Network are evaluating the implementation of
broadband across Aurora;
•Stronach International, and partners including the Town of Stouffville, are working with
staff to deploy a micro-mobility pilot that will help prepare the town for future
transportation technologies;
Impact:
The various Smart City-related projects support the Corporate Strategic Plan goal of enabling
a diverse, creative and resilient economy, and investing in sustainable infrastructure. The
projects also support the Economic Development Strategic Plan in creating a competitive
business climate that supports business, including infrastructure to enable broadband and
smart city initiatives.
Departments involved: All
Current Status and Future Activities:
•Working through Municipal Access Agreements (MAAs) with various ISPs;
•Developing an internal process to ensure compliance with the Act and BOW process;
•Identifying gaps and constraints in enabling compliance (i.e. staff resources,
communication needs for internal teams and externally for residents and businesses.)
•Working through details on pilot projects along with identifying potential other
opportunities.
•Gathering data and project results to inform a future ‘Smart City’ strategy.
Contact: Lisa Hausz, lhausz@aurora.ca
KEY CONSIDERATION
DEPARTMENT: Planning and Development Services
Issue: Completion of OP Update June 2023
Background: According to the Planning Act, it is required that municipalities update their
Official Plan to ensure it is aligned with provincial policies and projected growth forecasts. It
has been ten years since the Town of Aurora last updated their 2010 Official Plan.
The Official Plan review was launched in 2020, which included a background review. 2021
included background documents, discussion papers, extensive public consultation, and
wrapped up with draft policy development. 2022 included work on draft Official Plan
amendments along with specific work around the Aurora Promenade Secondary Plan and the
Major Transit Station Area.
Impact: The Official Plan is a strategic planning document that guides the long-term vision for
the Town of Aurora over a 25 + year horizon. The Official Plan establishes a policy framework
to manage and direct the physical, social, environmental, and economic development of the
Town. It also establishes the goals, objectives, and land use policies to regarding where the
Town will focus future growth, what that growth will look like and how to plan for the impacts
of climate change.
Current Status and Future Activities: After extensive public consultation throughout the last
two years, the Town of Aurora has now released a draft Official Plan Amendment with a
revised vision for town planning over the next 30 years.
Some of the key changes and enhancements being proposed in the draft Official Plan
Amendment include policies for climate change resilience, natural heritage protection,
cultural heritage preservation, active transportation, and updated Promenade/Major Transit
Station Area Secondary Plan, updated maps and schedules. All background documents and
status can be found at: Official Plan Review | Engage Aurora
For 2023 (June), the intent is to bring forward to Council the proposed Official Plan
amendments for approval, and forward to York Region for regional approval.
Contact: Edward Terry, eterry@aurora.ca
GOVERNANCE
(CC) Council Chambers (HR) Holland Room (LR) Leksand Room (TBD) To Be Determined (VC) Video Conference Rev: DRAFTrev0
January 2023
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3 4 5 6 7
New
Year’s
Day
In observance of
New Year’s Day
Municipal
Offices Closed
School Winter
Break Ends
8 9 10 11 12 13 14 6 p.m. Budget
Committee –
Operating Budget
Review (CC)
7 p.m. Aurora Cultural
Centre Board (TBD)
7 p.m. Committee of
Adjustment (VC)
9 a.m.
Budget
Committee
–Capital
Budget
Review
(CC)
15 16 17 18 19 20 21 6 p.m. Budget
Committee –
Operating Budget
Review (CC)
5:45 p.m. Council Closed
Session (if required)
7 p.m. General Committee
(CC)
22 23 24 25 26 27 28 6 p.m. Budget
Committee – if
required (CC)
7 p.m. Public Planning
(CC)
29 30 31
6 p.m. Budget
Committee – if
required (CC)
5:45 p.m. Council Closed
Session (if required)
7 p.m. Council (CC)
(CC) Council Chambers (HR) Holland Room (LR) Leksand Room (TBD) To Be Determined (VC) Video Conference Rev: DRAFTrev0
February 2023
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3 4
5 6 7 8 9 10 11 6 p.m. Budget
Committee – if
required (CC)
7 p.m. Heritage
Advisory Committee
(HR)
5:45 p.m. Council Closed
Session (if required)
7 p.m. General
Committee (CC)
7 p.m. Aurora Cultural
Centre Board (TBD)
7 p.m. Committee of
Adjustment (VC)
12 13 14 15 16 17 18 6 p.m. Budget
Committee – if
required (CC)
7 p.m. Public Planning
(CC)
7 p.m. Aurora Public
Library Board (TBD)
19 20 21 22 23 24 25
Family Day
Municipal
Offices Closed
5:45 p.m. Council Closed
Session (if required)
7 p.m. General
Committee (CC)
26 27 28
5:45 p.m. Council Closed
Session (if required)
7 p.m. Council (CC)
(CC) Council Chambers (HR) Holland Room (LR) Leksand Room (TBD) To Be Determined (VC) Video Conference Rev: DRAFTrev0
March 2023
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3 4
5 6 7 8 9 10 11 5:45 p.m. Council Closed
Session (if required)
7 p.m. General Committee
(CC)
) 7 p.m. Committee of
Adjustment (VC)
12 13 14 15 16 17 18 School Mid-
Winter Break
Begins
School Mid-
Winter Break
Ends
19 20 21 22 23 24 25 7 p.m. Public Planning
(CC)
26 27 28 29 30 31 5:45 p.m. Council Closed
Session (if required)
7 p.m. Council (CC)
(CC) Council Chambers (HR) Holland Room (LR) Leksand Room (TBD) To Be Determined (VC) Video Conference Rev: DRAFTrev0
April 2023
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
2 3 4 5 6 7 1/8 7 p.m. Heritage
Advisory Committee
(HR)
5:45 p.m. Council
Closed Session (if
required)
7 p.m. General
Committee (CC)
Passover (First Day)
Good Friday
Municipal
Offices Closed
9 10 11 12 13 14 15
Easter
Sunday
Easter
Monday
7 p.m. Public Planning
(CC)
6:30 p.m. Aurora
Cultural Centre Board
(Public Meeting) (TBD)
7 p.m. Committee of
Adjustment (VC)
Passover (Last Day)
16 17 18 19 20 21 22
5:45 p.m. Council
Closed Session (if
required)
7 p.m. General
Committee (CC)
7 p.m. Aurora Public
Library Board (TBD)
23/30 24 25 26 27 28 29 5:45 p.m. Council
Closed Session (if
required)
7 p.m. Council (CC)
(CC) Council Chambers (HR) Holland Room (LR) Leksand Room (TBD) To Be Determined (VC) Video Conference Rev: DRAFTrev0
May 2023
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3 4 5 6 5:45 p.m. Council Closed
Session (if required)
7 p.m. General
Committee (CC)
7 8 9 10 11 12 13 7 p.m. Public Planning
(CC)
7 p.m. Aurora Cultural
Centre Board (TBD)
7 p.m. Committee of
Adjustment (VC)
14 15 16 17 18 19 20 5:45 p.m. Council Closed
Session (if required)
7 p.m. General
Committee (CC)
7 p.m. Aurora Public
Library Board (TBD)
21 22 23 24 25 26 27 Victoria Day
Municipal
Offices Closed
5:45 p.m. Council Closed
Session (if required)
7 p.m. Council (CC)
FCM Conference
Toronto FCM FCM
28 29 30 31
FCM
(CC) Council Chambers (HR) Holland Room (LR) Leksand Room (TBD) To Be Determined (VC) Video Conference Rev: DRAFTrev0
June 2023
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3
4 5 6 7 8 9 10
7 p.m. Heritage
Advisory
Committee (HR)
6:15 p.m. Budget
Committee (Public
Consultation) (CC)
7 p.m. General
Committee (CC)
7 p.m. Committee of
Adjustment (VC)
11 12 13 14 15 16 17 7 p.m. Public Planning
(CC)
6:30 p.m. Aurora Cultural
Centre Board/7 p.m. AGM
(Public Meeting) (TBD)
18 19 20 21 22 23 24 5:45 p.m. Council Closed
Session (if required)
7 p.m. General
Committee (CC)
7 p.m. Aurora Public
Library Board (TBD)
25 26 27 28 29 30 6:15 p.m. Audit
Committee (CC)
7 p.m. Council (CC)
In observance of
Canada Day
Municipal
Offices Closed
(CC) Council Chambers (HR) Holland Room (LR) Leksand Room (TBD) To Be Determined (VC) Video Conference Rev: DRAFTrev0
July 2023
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
2 3 4 5 6 7 1/8 5:45 p.m. Council
Closed Session (if
required)
7 p.m. General
Committee (CC)
Canada
Day
9 10 11 12 13 14 15 5:45 p.m. Council
Closed Session (if
required)
7 p.m. Council (CC)
7 p.m. Aurora Cultural
Centre Board (TBD)
7 p.m. Committee of
Adjustment (VC)
16 17 18 19 20 21 22
23 24 25 26 27 28 29
30 31
(CC) Council Chambers (HR) Holland Room (LR) Leksand Room (TBD) To Be Determined (VC) Video Conference Rev: DRAFTrev0
August 2023
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3 4 5
6 7 8 9 10 11 12 Civic Holiday
Municipal
Offices Closed
7 p.m. Committee of
Adjustment (VC)
13 14 15 16 17 18 19
20 21 22 23 24 25 26
AMO
Conference
London AMO AMO AMO
27 28 29 30 31
(CC) Council Chambers (HR) Holland Room (LR) Leksand Room (TBD) To Be Determined (VC) Video Conference Rev: DRAFTrev0
September 2023
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2
3 4 5 6 7 8 9
Labour Day
Municipal
Offices Closed
5:45 p.m. Council Closed
Session (if required)
7 p.m. General
Committee (CC)
10 11 12 13 14 15 16 7 p.m. Heritage
Advisory
Committee (HR)
7 p.m. Public Planning
(CC)
6:30 p.m. Aurora Cultural
Centre Board (Public
Meeting) (TBD)
7 p.m. Committee of
Adjustment (VC)
Rosh
Hashanah
17 18 19 20 21 22 23 5:45 p.m. Council Closed
Session (if required)
7 p.m. General
Committee (CC)
7 p.m. Aurora Public
Library Board (TBD)
24 25 26 27 28 29 30
Yom Kippur
5:45 p.m. Council Closed
Session (if required)
7 p.m. Council (CC)
National Day
for Truth and
Reconciliation
(CC) Council Chambers (HR) Holland Room (LR) Leksand Room (TBD) To Be Determined (VC) Video Conference Rev: DRAFTrev0
October 2023
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3 4 5 6 7 5:45 p.m. Council
Closed Session (if
required)
7 p.m. General
Committee (CC)
8 9 10 11 12 13 14 Thanksgiving Day
Municipal
Offices Closed
7 p.m. Public Planning
(CC)
7 p.m. Aurora Cultural
Centre Board (TBD)
7 p.m. Committee of
Adjustment (VC)
15 16 17 18 19 20 21
5:45 p.m. Council
Closed Session (if
required)
7 p.m. General
Committee (CC)
7 p.m. Aurora Public
Library Board (TBD)
22 23 24 25 26 27 28 5:45 p.m. Council
Closed Session (if
required)
7 p.m. Council (CC)
29 30 31
(CC) Council Chambers (HR) Holland Room (LR) Leksand Room (TBD) To Be Determined (VC) Video Conference Rev: DRAFTrev0
November 2023
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3 4
5 6 7 8 9 10 11 7 p.m. Heritage
Advisory
Committee (HR)
5:45 p.m. Council Closed
Session (if required)
7 p.m. General Committee
(CC)
7 p.m. Aurora Cultural
Centre Board (TBD)
7 p.m. Committee of
Adjustment (VC)
Remembrance
Day
12 13 14 15 16 17 18 7 p.m. Public Planning
(CC)
7 p.m. Aurora Public
Library Board (TBD)
19 20 21 22 23 24 25 5:45 p.m. Council Closed
Session (if required)
7 p.m. General Committee
(CC)
26 27 28 29 30 5:45 p.m. Council Closed
Session (if required)
7 p.m. Council (CC)
(CC) Council Chambers (HR) Holland Room (LR) Leksand Room (TBD) To Be Determined (VC) Video Conference Rev: DRAFTrev0
December 2023
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2
3 4 5 6 7 8 9 5:45 p.m. Council
Closed Session (if
required)
7 p.m. General
Committee (CC)
Hanukkah
(First Day)
10 11 12 13 14 15 16 5:45 p.m. Council
Closed Session (if
required)
7 p.m. Council (CC)
6:30 p.m. Aurora Cultural
Centre Board (Public
Meeting) (TBD)
7 p.m. Aurora Public
Library Board (TBD)
7 p.m. Committee of
Adjustment (VC)
Hanukkah
(Last Day)
17 18 19 20 21 22 23
24/31 25 26 27 28 29 30
Christmas
Eve/
New Year’s
Eve
School Winter
Break Begins
Christmas Day
Municipal
Offices Closed
Boxing Day
Municipal
Offices Closed
Municipal
Offices Closed
Municipal
Offices Closed
Municipal
Offices Closed
TOWN OF AURORA
SENIOR STAFF CONTACT LIST
This list has been complied pursuant to the Municipal Freedom of Information and Protection
of Privacy Act. The personal information contained herein may be released only to Members
of Council and Senior Staff so notified. This information may NOT be provided to the public
and/or for general distribution. Please note that personal telephone numbers are to be used
for emergency only.
STAFF NAME EMAIL TOWN HALL
MOBILE #
Doug Nadorozny
Chief Administrative Officer
dnadorozny@aurora.ca 905-726-4744
Rachel Wainwright van-
Kessel
Director of Finance
rvankessel@aurora.ca 905-726-4772
Techa van Leeuwen
Director of Corporate
Services
tvanleeuwen@aurora.ca 905-726-4748
Robin McDougall
Director of Community
Services
rmcdougall@aurora.ca 905-726-4717
Al Downey
Director of Operations
adowney@aurora.ca 905-726-4752
Marco Ramunno
Director of Planning &
Development
mramunno@aurora.ca 905-726-4755
Daniel Bitonti
Acting Manager of
Communications
dbitonti@aurora.ca
Patricia De Sario
Town Solicitor
pdesario@aurora.ca 905-726-4758
Michael de Rond
Town Clerk
mderond@aurora.ca 905-726-4771
Ian Laing
Fire Chief
ilaing@cyfs.ca 905-895-9222 x
3001
Bruce Gorman
Chief Executive Officer-
Aurora Public Library
BGorman@aurorapl.ca 905-727-9494
x221
Doug Bertrand
Manager of Facilities &
Property
dbertrand@aurora.ca 905-727-3123
Ext. 3446
Sara Tienkamp
Parks Manager
stienkamp@aurora.ca 365-500-3132
Michael Mulvenna
Manager of IT
mmulvenna@aurora.ca 365-500-3030
Alex Wray
Manager of By-law Services
awray@aurora.ca 905-726-4701
DECLARATION OF OFFICE
(Section 232 of the Municipal Act, 2001)
I, , having been elected or appointed to the office
(name of person)
of
(name of office)
in the municipality of
(name of municipality)
do solemnly promise and declare that:
1.I will truly, faithfully and impartially exercise this office to the best of my knowledge and ability.
2.I have not received and will not receive any payment or reward, or promise thereof, for the
exercise of this office in a biased, corrupt or in any other improper manner.
3.I will disclose any pecuniary interest, direct or indirect, in accordance with the Municipal Conflict
of Interest Act .
4.I will be faithful and bear true allegiance to Her Majesty Queen Elizabeth the Second (or the
reigning sovereign for the time being).
And I make this solemn promise and declaration conscientiously believing it to be true and knowing that
it is of the same force and effect as if made under oath.
Declared before me )
at the ................................................................)
.........................................................................)
.........................................................................)signature of declarant
on ....................................................................)
20......)
Commissioner for taking Affidavits
Schedule “A” to By-law Number 6155-19
Town of Aurora Code of Conduct for Members of Council
January 2019
Contents
General Introduction ........................................................................................................ 2
Framework and Interpretation .......................................................................................... 2
Guiding Principles ............................................................................................................ 4
Specific Rules .................................................................................................................. 4
Rule No. 1: Avoidance of Conflicts of Interest .............................................................. 4
Rule No. 2: Gifts, Benefits and Hospitality .................................................................... 8
Rule No. 3: Member’s Expenses ................................................................................ 12
Rule No. 4: Confidential Information ........................................................................... 14
Rule No. 5: Use of Town Resources .......................................................................... 15
Rule No. 6: Election Campaigns ................................................................................. 16
Rule No. 7: Improper Use of Influence: ...................................................................... 18
Rule No. 8: Business Relations: ................................................................................. 19
Rule No. 9: Member Conduct ..................................................................................... 19
Rule No. 10: Media Communications ......................................................................... 20
Rule No. 11: Respect for Town By-laws and Policies: ................................................ 21
Rule No. 12: Respectful Workplace: ........................................................................... 22
Rule No. 13: Conduct Respecting Staff ...................................................................... 22
Rule No. 14: Employment of Council Relatives/Family Members ............................... 24
Rule No. 15: Not Undermine, Work Against Council’s Decisions ............................... 24
Rule No. 16: Reprisals and Obstruction ..................................................................... 25
Rule No. 17: Acting on Advice of Integrity Commissioner .......................................... 25
Rule No. 18: Implementation ...................................................................................... 25
Part A: Informal Complaint Procedure ........................................................................... 26
Part B: Formal Complaint Procedure ............................................................................. 26
Initial Complaint .......................................................................................................... 26
Classification by Integrity Commissioner .................................................................... 27
Investigation ............................................................................................................... 28
Council Review ........................................................................................................... 30
Confidentiality ............................................................................................................. 31
Complaint Form ............................................................................................................. 32
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 2 of 32
General Introduction
Members of Aurora Council recognize their obligation to serve their constituents and the
public in a conscientious and diligent manner understanding that as leaders of the
community, they are held to a higher standard of behaviour and conduct.
Members recognize that ethics and integrity are at the core of public confidence in
government and in the political process; that elected officials are expected to perform
their duties in office and arrange their private affairs in a manner that promotes public
confidence, avoids the improper use of influence of their office and conflicts of interests,
both apparent and real. They recognize the need to uphold both the letter and the spirit
of the law including policies adopted by Council.
This Code of Conduct ensures that Members of Council share a common basis and
understanding for acceptable conduct of Members of Council, in concert with and
beyond the minimum standards of behaviour set out in the existing legislative
framework.
This Code of Conduct is consistent with the principles of transparent and accountable
government, and reflective of the Town’s core values.
Framework and Interpretation
1. This Code of Conduct applies to all Members of Council (“Members”). It is to be
given broad, liberal interpretation in accordance with applicable legislation and the
definitions set out herein. As a living document the Code of Conduct will be brought
forward for review at the end of each term of Council, when relevant legislation is
amended, and at other times when appropriate to ensure that it remains current and
continues to be a useful guide to Members of Council.
2. Commentary and examples used in this Code of Conduct are illustrative and not
exhaustive. From time to time additional commentary and examples may be added
to this document by the Integrity Commissioner and supplementary materials may
also be produced as deemed appropriate.
3. Where an elected official discloses all known facts to the Integrity Commissioner
and as long as those facts remain unchanged, the Member may rely on written
advice provided by the Integrity Commissioner. The Integrity Commissioner will be
bound by the advice given, as long as the facts remain unchanged, in the event that
he or she is asked to investigate a complaint.
4. Elected Officials seeking clarification of any part of this Code should consult with the
Integrity Commissioner.
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 3 of 32
5.The Municipal Act, 2001 is the primary piece of legislation governing municipalities
however there are other statutes that govern the conduct of elected municipal
officials. It is intended that the Code of Conduct operate together with and as a
supplement to the following legislation:
•Municipal Act, 2001;
•Municipal Conflict of Interest Act (MCIA);
•Municipal Elections Act, 1996;
•Municipal Freedom of Information and Protection of Privacy Act (MFIPPA);
•Criminal Code of Canada.
Definitions
a.“Family” includes “child”, “parent” and “spouse” as those terms are defined in
the Municipal Conflict of Interest Act (set out below for ease of reference), and
also includes:
•Step-child and grand-child;
•Siblings and step-siblings;
•Aunt/uncle, niece/nephew, first cousins;
•In-laws, including mother/father, sister/brother, daughter/son;
•Any person who lives with the Member on a permanent basis.
“Child” means a child born within or outside marriage and includes an adopted
child and a person whom a parent has demonstrated a settled intention to treat
as a child of his or her family.
“Parent” means a parent who has demonstrated a settled intention to treat a
child as a member of his or her family whether or not that person is the natural
parent of the child.
“Spouse” means a person to whom the person is married or with whom the
person is living in a conjugal relationship outside of marriage.
b.“Member” means a member of the Council of the Town of Aurora, including the
Mayor.
c. “Social Media” means publicly available, third party hosted, interactive web
technologies used to produce, post and interact through text, images, video
and audio to inform, share, promote, collaborate or network.
d.“Staff” includes the Chief Administrative Officer, Directors, Managers,
Supervisors and all non-union and union staff whether full-time, part- time,
contract, seasonal or volunteers.
e.“Nomination Day” means the last day for filing or withdrawing a nomination as
provided for by the Municipal Elections Act, 1996.
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 4 of 32
Guiding Principles
Members of Council shall serve the public and their constituents in a conscientious
and diligent manner.
Members of Council should be committed to performing their functions with integrity
impartiality and transparency.
Members of Council shall preform their duties in office and arrange their private affairs
in a manner that promotes public confidence and will bear close public scrutiny.
There is a benefit to municipalities when members have a broad range of
knowledge and continue to be active in their own communities, whether in business,
in the practice of a profession, in community associations, and otherwise.
Specific Rules
Rule No. 1: Avoidance of Conflicts of Interest
In this Rule:
a. “disqualifying interest” means an interest in a matter that, by virtue of the
relationship between the Member of Council and other persons or bodies
associated with the matter, is of such a nature that reasonable persons fully
informed of the facts would believe that the Member of Council could not
participate impartially in the decision-making processes related to the matter.
b. non-disqualifying interest” means an interest in a matter that, by virtue of the
relationship between the Member of Council and other persons or bodies
associated with the matter, is of such a nature that reasonable persons fully
informed of the facts would believe that the Member of Council could
participate impartially in the decision-making processes related to the matter
so long as:
• The Member of Council fully discloses the interest so as to provide
transparency about the relationship; and
• The Member of Council states why the interest does not prevent the
Member from making an impartial decision on the matter.
Members of Council shall not participate in the decision-making processes
associated with their office when prohibited to do so by the Municipal Conflict of
Interest Act.
Members of Council shall not participate in the decision-making processes
associated with their office when they have a disqualifying interest in a matter.
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 5 of 32
For greater certainty:
a. Members of Council shall not participate in the decision-making processes
associated with their office when they have a direct, indirect or deemed
pecuniary interest in a matter, except in compliance with the Municipal
Conflict of Interest Act.
b. Members of Council shall not participate in the decision-making processes
associated with their office when they have an interest that though in
compliance with the Municipal Conflict of Interest Act, is nevertheless a
disqualifying interest by virtue of the nature of the relationship between the
Member and other persons or bodies to be affected by the decision.
Treatment of Non-Disqualifying Interests:
a. Members of Council may participate in the decision-making processes
associated with their office when they have a non-disqualifying interest
provided they file at their earliest opportunity a Transparency Disclosure in a
form and manner established by the Town Clerk acting in consultation with
the Integrity Commissioner.
b. Transparency Disclosures are public documents and shall be available for
public viewing on the Town web site.
c. The determination of whether an actual disqualifying interest or an actual non-
disqualifying interest exists, when challenged, is subject to the determination
by the Integrity Commissioner of whether a reasonable person fully informed
of the facts would believe that the Member of Council could not participate
impartially in the decision-making processes related to the matter.
Members of Council should be committed to performing their functions with integrity and
to avoiding the improper use of the influence of their office, and private conflicts of
interest, both apparent and real. Members of Council shall also not extend in the
discharge of their official duties, preferential treatment to Family Members, organizations
or groups in which they or their Family Members have a direct or indirect pecuniary
interest.
Members of Council have a common understanding that in carrying out their duties as a
Member of Council, they will not participate in activities that grant, or appear to grant,
any special consideration, treatment or advantage to a Family Member or an individual
which is not available to every other individual.
Members of Council are governed by the Municipal Conflict of Interest Act (MCIA). The
Integrity Commissioner is empowered to investigate and rule on all conflicts of interest,
whether pecuniary or non-pecuniary, however, until March 1, 2019, in the event an
application under the MCIA is filed with the Court, the provisions of that statute may limit
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 6 of 32
any authority given to the Integrity Commissioner to receive or investigate complaints
regarding alleged contraventions under the Municipal Conflict of Interest Act.
Members of Council may seek conflict of interest or other advice, in writing, from the
Integrity Commissioner. Where members choose to seek external legal advice on
conflict of interest or other Code of Conduct issues, these fees will not be reimbursed by
the Town of Aurora and cannot be charged to any office account.
Members may not participate in activities that grant, or appear to grant, any special
consideration, treatment or advantage to a Family Member or an individual which is not
available to every other individual.
When a member, despite the existence of an interest, believes that he or she may still
participate in a matter with an open mind, the public interest is best served when the
Member is able to articulate the interest, and why the interest does not amount to a
disqualifying conflict of interest.
Members must remain at arm’s length when Town staff or Council is asked to consider a
matter involving a Family Member or a person or organization with whom the Member
has a real or apparent conflict of interest.
Members who seek advice from the Integrity Commissioner with respect to the
application of this Rule may rely on the provisions of Part B. "Framework and
Interpretation" (paragraph 3) and the Rule 17, "Acting on Advice of Integrity
Commissioner."
Members of Council shall avoid any interest in any contract made by him/her in an
official capacity and shall not contract with the Town or any agency thereof for the
sale and purchase of supplies, material or equipment or for the rental thereof.
Members of Council, while holding public office, shall not engage in an occupation
or the management of a business that conflicts with their ability to diligently carry out
their role as a Member of Council, and shall not in any case profit directly or
indirectly from such business that does or has contracted with the Town of Aurora.
Members of Council may for example teach, or run a business that does not conflict or
interfere with their duties.
Despite paragraph 7, a Member of Council may hold office or a directorship in an
agency, board, commission or corporation where the Member has been appointed
by Town Council or by the Council of the Regional Municipality of York, or by the
Federal or Provincial Government.
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 7 of 32
Despite paragraph 7, a Member of Council may hold office or directorship in a
charitable, service or other not-for-profit corporation subject to the Member
disclosing all material facts to the Integrity Commissioner and obtaining a written
opinion from the Integrity Commissioner approving the activity, as carried out in the
specified manner, which concludes that the Member does not have a conflict
between his/her private interest and public duty. In circumstances where the
Integrity Commissioner has given the Member a qualified opinion, the Member of
Council may remedy the situation in the manner specified by the Integrity
Commissioner.
Examples of exceptions include hospital boards, charitable boards, police services
boards, community foundations, the Association of Municipalities of Ontario, the
Federation of Canadian Municipalities, service clubs such as the Rotary Club, Lions
Club and other not-for-profit organizations. Members should exercise caution if
accepting such positions if the organization could be seeking a benefit or preferential
treatment from the Town at any time.
The legislative obligation is set out in the Municipal Conflict of Interest Act (MCIA). If the
Member of Council, or a family member of the Member of Council, sits on a body which
has a pecuniary interest in a matter before Council (such as an application for grant,
support or other contribution), that Member has a deemed pecuniary interest. The
Member of Council should disclose the interest and should not participate in or vote on
such matter, in compliance with the obligations of s.5, MCIA.
The Code of Conduct captures the broader common law responsibility and requires
members to avoid any possible appearance of favoring organizations or groups on
which the Member’s family members serve.
Family members of Members of Council are not precluded, or even discouraged, from
serving on not-for-profit organizations or other bodies. However, where family members
of Members of Council serve in such a capacity, the Member should declare a conflict of
interest whenever there is a matter for Council consideration in which the not-for-profit
organization or body has a pecuniary interest.
For this reason, the following questions may assist Members in assessing
whether they should be a member of the body, or if their family member is a
member of the body, when a matter may give rise to a conflict:
Is this a corporation created to carry on municipal business on behalf of the Town, or to
which I am appointed because I am a Council appointee? In these cases the Municipal
Conflict of Interest Act, s.4(h) exempts Members from MCIA disclosure/recusal obligations.
If no, is this a body (a board, commission, or corporation) which seeks Town resources
such as space, support, funds?
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 8 of 32
If yes, the Member of Council should not serve on the board of directors.
If a family member (spouse, sibling, child) of the Council Member is a member of the
body, then the Member of Council should declare a conflict of interest any time Council
is considering a matter in which the body has a pecuniary interest. In this way, there is
no perception that the Council Member is giving preferential consideration to the body
on which the Member’s family member serves.
Rule No. 2: Gifts, Benefits and Hospitality
In this Rule:
a.“Gift” means money, fee, advance, payment, gift, gift certificate, promise to
pay, property, travel, accommodation, entertainment, hospitality or any other
personal benefit connected directly or indirectly with the performance of a
Member’s duties of office, but excludes:
i.Compensation authorized by law;
ii.Political contributions otherwise reported by law, in the case of
Members running for office;
iii.Services provided by persons volunteering their time;
iv.Contributions of value that are specifically addressed in other
provisions of this Code
v.Gifts provided to the Town of Aurora and which are logged, archived
and/or publicly displayed as such.
b.A Gift provided with the Member’s knowledge to a Family Member or to a
Member’s staff that is connected directly or indirectly to the performance of the
Member’s duties, is deemed to be a Gift to that Member.
c.“Token of Appreciation” means such gifts or benefits that normally accompany the
responsibilities of office and are received as an incident of protocol or social
obligation, or which are a suitable memento of a function honouring the Member.
d.“Official Hospitality” means food, lodging, transportation and entertainment
provided by Provincial, Regional and local governments or political
subdivisions of them, by the Federal government or by a foreign government
within a foreign country or at a conference, seminar or event where the
Member is either speaking or attending in an official capacity at an official
event (such as at meetings of AMO, FCM, or conducted by providers of
continuing education).
e.“Business Hospitality” means food and beverages consumed at banquets,
receptions or similar events, if:
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 9 of 32
i.attendance serves a legitimate business purpose;
ii.the person extending the invitation or a representative of the
organization is in attendance; and
iii.the value is reasonable and the invitations infrequent;
f.“Publications” means communication to the offices of a Member, including
subscriptions to newspapers, and periodicals.
No Member shall accept any Gift unless expressly permitted by this Rule.
No Member shall accept any Gift involving the use of property or facilities, such as a
vehicle, office, club membership or vacation property at less than reasonable market
value or at no cost. Notwithstanding this prohibition, with specific approval provided
by Council, a Member may be sponsored to attend educational site visits connected
with an identified project.
Gifts identified in Column B of Table ‘1’ may be accepted by a Member provided the
Gift is disclosed in accordance with the conditions set out in Column ‘C’.
Gift Disclosure, where required, is to be accomplished by filing within 30 days of
receipt of the gift or reaching the annual limit, a Councillor Information Statement in
a form prescribed by the Integrity Commissioner and providing same to the Town
Clerk for posting on the Town’s web site.
Gifts identified in Column B shall not be accepted, without the Integrity
Commissioner’s specific approval, when the conditions set out in Column ‘D’ are
applicable.
In providing advice to a Member about their obligations respecting Gifts, or in
considering any inquiry with respect to a Councillor Information Statement or an
assertion that this Rule has be breached, or in providing consent, where required,
that a Gift may be accepted, the Integrity Commissioner shall determine whether the
receipt of the Gift or might, in the opinion of the Integrity Commissioner, create a
conflict between a private interest and the public duty of the Member. In the event
that the Integrity Commissioner makes that preliminary determination, he/she shall
call upon the Member to justify receipt of the gift or benefit.
Should the Integrity Commissioner determine the receipt of a Gift was inappropriate,
the Integrity Commissioner may direct the Member to return the gift, reimburse the
donor for the value of any gift or benefit already consumed, or the Integrity
Commissioner may order the Member to forfeit the gift or remit the value of any gift or
benefit already consumed to the Town, or a Town agency, board or commission. Any
such direction ordered by the Integrity Commissioner shall be a matter of public record.
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 10 of 32
Table ‘1’
Gift Treatment and Disclosure
A B C D
Type of Gift Examples Gift Disclosure
Apparent Value at
which Gift, or the
cumulative value
from one source in
a calendar year is
disclosable
Gift No Longer Allowable
Condition or Actual Value beyond
which gift is not allowable (Value
assessed on basis of single Gift
or cumulative Gift value from one
source in calendar year)
(without IC approval)
Token of
Appreciation
Plaques, Pens,
Mugs, Vase, Event
Photos, and similar
No need to record -
Deemed Zero
Value
Actual Value of a single gift is
over $500
(allowable with IC approval)
Perishable
(includes flowers,
food)
No need to record -
Deemed Zero
Value
Excludes Alcohol with actual
value over $100
Gift to Town Not a ‘Gift’. No
need to record.
Town staff (identify)
to record and take
possession unless
otherwise on public
display. Deemed
Zero Value
N/A
Course of
Business
Publications No need to record -
Deemed Zero
Value
N/A
Art $100 $500
Business Meals $100 $500
Business
Hospitality
$100 $750
More than two Event Tickets
(Golf, Gala, Sporting,
Entertainment) per event
More than one event per year
from the same person or
organization
(allowable with IC approval)
Official Hospitality $500 No limit
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 11 of 32
Gifts and benefits are often received by elected officials in the course of their duties and
attendance at public functions is expected and is considered part of their role. Business-
related entertainment and gift-giving can be a token of respect and admiration for the
elected official, but can also be seen as an instrument of influence and manipulation.
The object of this rule is to provide transparency around the receipt of incidental gifts
and benefits and to establish a threshold where the total value could be perceived as
potentially influencing a decision.
The practical problems that nominal gifts and benefits create require a Code of Conduct
that provides clarity and transparency. Personal integrity and sound business practices
require that relationships with developers, vendors, contractors or others doing business
with the Town be such that no Member of Council is perceived as showing favouritism
or bias toward the giver. There will never be a perfect solution.
Members who are members of both Aurora Council and Regional Council will be subject
to both this Rule and the rules in place for the Regional Municipality of York governing
the receipt of gifts, benefits and hospitality. Where a gift, benefit or hospitality offering is
made within the exclusive scope of the Member’s duties as a Member of either
Regional Council or Aurora Council, it will be clear which provision will govern.
However, since business or personal interactions with Members of Council are not
always specific to a discrete matter easily identified as either a Regional or local matter,
in many, if not most circumstances, the Member may be subject to both the provisions
adopted by both municipalities. In such cases the more stringent provision would
govern.
Each Member of Council is individually accountable to the public and is encouraged to
keep a list of all gifts and benefits received from individuals, firms or associations, with
estimated values, in their offices for review by the Integrity Commissioner in the event of
a complaint.
Use of real estate or significant assets or facilities (i.e., a vehicle, office, vacation
property or club membership) at a reduced rate or at no cost is not an acceptable gift or
benefit. The purpose of the Code is not to prohibit Members from accepting all
invitations to socialize at a vacation property with personal friends at their vacation
property, provided the Gift is disclosed in accordance with this Rule.
Proper caution and diligence must however be exercised when a social function occurs
within close proximity to the individual having an issue before Town Council or staff for
approval. It is always prudent to consult with the Integrity Commissioner before
accepting or attending at any such engagements. Any doubts about the propriety of a
gift should be resolved in favour of not accepting it or not keeping it. It may be helpful to
consult with the Integrity Commissioner when a Member chooses to decline a gift as
well as when a recipient may opt to keep a gift.
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 12 of 32
An invitation to attend a function with a developer or supplier could be seen as allowing
the giver an opportunity to influence the elected official. Such invitations should only be
accepted if the invitation is within the scope of permissible gifts and benefits, meaning
that Members should not consistently accept invitations from the same individual or
corporation and should avoid any appearance of favouritism.
For clarification, an invitation to an event celebrating the successful completion of a
development or project or the opening of a new business within the Member’s ward on
the other hand could serve a legitimate business purpose and be seen as part of the
responsibilities of office provided the person extending the invitation or that person’s
representative is in attendance.
An invitation to attend a charity golf tournament or fund-raising gala, provided the
Member of Council is not consistently attending such events as a guest of the same
individual or corporation, is also part of the responsibilities of holding public office.
Likewise, accepting invitations to professional sports events, concerts or dinners may
serve a legitimate business purpose. Where a Member is uncertain in regards to
whether an invitation is or is not appropriate, it may be prudent to consult with the
Integrity Commissioner before attending any such event.
Regular invitations to lunch or dinner with persons who are considered friends of
Members of Council is acceptable in situations where the Member pays their portion of
the meal expense and treats it as a personal expense, meaning a claim is not made
under the Corporate, Travel & Auto Expenses policy. Proper caution and diligence not to
discuss matters before the Town for a decision must be exercised at all times. When in
doubt it is prudent to consult with the Integrity Commissioner.
Rule No. 3: Member’s Expenses
There are a range of expenses that support a Member’s role in community development
and engagement activities. For federal and provincial elected officials, these expenses
are often paid for by Riding Association funds. Municipal elected officials do not have
this benefit. Members should refer to either the Corporate, Travel & Auto Expenses
policy or the Compensation and Support for Members of Council policy for guidance of
expenses eligible for reimbursement.
As community leaders, Members may lend their support to and encourage
community donations to registered charitable, not-for-profit and other community-
based groups. Monies raised through fundraising efforts shall go directly to the
groups or volunteers or chapters acting as local organizers of the group and
Members of Council should not handle any funds on behalf of such organizations.
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 13 of 32
Members of Council routinely perform important work in supporting charitable
causes and in so doing, there is a need for transparency respecting the Member’s
involvement. The following guidelines shall apply:
a. Members of Council should not directly or indirectly manage or control any
monies received relating to community or charitable organizations fundraising;
b. Members of Council or persons acting on behalf of a Member shall not solicit
or accept support in any form from an individual, group or corporation, with any
pending significant planning, conversion or demolition variance application or
procurement proposal before Town Council, which the Member knew or ought
to have known about.
c. With reference to member-organized community events, Members of Council
must report to the Integrity Commissioner, the names of all donors and the
value of their donation that supplement the event.
d. Where a Member of Council sponsors and/or lends support to a community or
charitable event, this Code recognizes that all donations are subject to the
Compensation and Support for Members of Council policy.
e. No donation cheques should be made payable to a Member of Council or to
the Town of Aurora. Members of Council may only accept donation cheques
made payable to a Business Improvement Association, charity or community
group and only for the purpose of passing the cheques on to such group.
f. Members of Council should not handle any cash on behalf of any charitable
organization, not-for-profit or community group, and should always remain at
arm’s length from the financial aspects of these community and external
events. If a Member of Council agrees to fundraise on behalf of a charity or
community group, the Member should ensure that payment is received by a
means that does not involve cash, including bank draft, money order, credit
card or cheque made payable to the applicable group or organization.
Nothing included herein affects the entitlement of a Member of Council to:
a. urge constituents, businesses or other groups to support community events
and advance the needs of a charitable organization put on by others in the
Town;
b. play an advisory ex officio or honorary role in any charitable or non- profit
organization that holds community events in the Town; and
c. collaborate with the Town of Aurora and its agencies, boards or commissions
to hold community events.
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 14 of 32
By virtue of the office, Members of Council will be called upon to assist various charities,
service clubs and other non-profits as well as community associations, by accepting an
honorary role in the organization, lending their name or support to it or assisting in
fundraising. Transparency and accountability are best achieved in today’s era by
encouraging contributors to make donations to such organizations online through a
website or where that is not possible through a cheque made payable directly to the
organization. Cash should never be accepted.
Rule No. 4: Confidential Information
No Member shall disclose the content of any such matter, or the substance of
deliberations, of the in-camera meeting until the Council or Committee discusses the
information at a meeting that is open to the public or releases the information to the
public.
No Member shall disclose or release by any means to any member of the public,
any confidential information acquired by virtue of their office, in either oral or written
form, except where required by law or authorized by Council to do so.
No Member shall use confidential information for personal or private gain, or for the
gain of relatives or any person or corporation.
No Member should directly or indirectly benefit, or aid others to benefit, from
knowledge respecting bidding on the sale of Town property or assets.
Members of Council should not access or attempt to gain access to confidential
information in the custody of the Town unless it is necessary for the performance of
their duties and is not prohibited by Council policy.
Confidential Information includes information in the possession of, or received in
confidence by, the Town of Aurora that the Town is either prohibited from disclosing, or
is required to refuse to disclose, under the Municipal Freedom of Information and
Protection of Privacy Act (“MFIPPA”), or any other legislation.
MFIPPA restricts or prohibits disclosure of information received in confidence from third
parties of a corporate, commercial, scientific or technical nature, information that is
personal, and information that is subject to solicitor-client privilege.
The Municipal Act, 2001 allows information that concerns personnel, labour relations,
litigation, property acquisitions and security of the property of the Town or a local board,
and matters authorized in other legislation including MFIPPA, to remain confidential. For
the purposes of the Code of Conduct, “confidential information” includes this type of
information.
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 15 of 32
As elected officials, Members of Council will receive highly sensitive and confidential
information concerning residents who need their assistance. This is consistent with the
nature of the Members’ duties. In accordance with the Records and Information
Management Policy, Councillor constituency records are at all times under the control of
the Member and are not subject to any municipal disclosure requirements.
Under the Council Procedure By-law, a matter that has been discussed at an in-camera
(closed) meeting remains confidential, until such time as a condition renders the matter
public. The following are examples of the types of information that a Member of Council
must keep confidential:
•items under litigation, negotiation, or personnel matters;
•information that infringes on the rights of others (e.g. sources of complaints where
the identity of a complainant is given in confidence);
•price schedules in contract tender or request for proposal submissions if so
specified;
•information deemed to be “personal information” under the Municipal Conflict of
Interest Act; and
•statistical data required by law not to be released (e.g. certain census or assessment
data)
Where it is clear that a communication was not made in a confidential manner (i.e.
copied to others, or made in the presence of others) or the manner of communication
undermines the validity of labelling it “Confidential”, such communication will not be
given any higher level of confidentiality than any other communication. The words
“Privileged”, “Confidential” or “Private” will not be understood to preclude the appropriate
sharing of the communication for the limited purpose of reviewing, responding or looking
into the subject matter of the communication.
Rule No. 5: Use of Town Resources
No Member shall use for personal purposes any Town staff services, property,
equipment, services, supplies, websites, webboards, or other Town-owned
materials, other than for purposes connected with the discharge of Town duties.
No Member shall obtain personal financial gain from the use or sale of Town
developed intellectual property (for example, inventions, creative writings and
drawings), computer programs, technical innovations or any other item capable of
being patented. Members acknowledge and do not dispute that all such property
remains exclusively that of the Town of Aurora.
No Member shall use information gained in the execution of his or her duties that is
not available to the general public, for any purposes other than his/her official duties.
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 16 of 32
Members, by virtue of their position, have access to a wide variety of property,
equipment, services and supplies to assist them in the conduct of their Town duties as
public officials.
While most of this property is provided within the confines of their office, much of it is
transportable or may be provided for home use, given the nature of the demands placed
on Members in carrying out their duties and in recognition of the fact that the Town does
not provide constituency offices to Members of Council. Members are held to a higher
standard of behaviour and conduct and therefore should not use such property for any
purpose other than for carrying out their official duties. For clarity, this Rule is intended
to prohibit the use of Town resources for purposes such as running a home business. It
is not intended to prohibit occasional personal use, but it should be subject to practical
limitations.
Careful attention should be given to the provisions of the Town’s Compensation and
Support for Members of Council policy and the Corporate, Travel & Auto Expenses
policy which identifies approvable allowable expenses. During election campaigns,
the provisions of Rules 6 and 7 will apply.
No Member shall use the services of Town staff, or make requests for document or
information from Town staff, unless such information is required for the purpose of
carrying out their duties as public officials.
No Member shall include in his or her website, newsletters, E-mails or other printed
material, advertising of businesses in the Town, including the distribution of gift
certificates, free tickets and compiling a list of businesses located in a ward.
Attending and reporting the opening of a new business or a business event in the
Town is permissible and a Member may thank verbally or in a newsletter, a
business by name or an employee of that business, which contributes to a Town or
ward event provided that no such recognition shall constitute an endorsement of
such business.
Rule No. 6: Election Campaigns
Members are required to follow the provisions of the Municipal Elections Act, 1996
and Members are accountable under the provisions of that statute.
No Member shall use the facilities, equipment, supplies, services, staff or other
resources of the Town (including Councillor newsletters, individual websites linked
through the Town ’s website and social media accounts used for ward
communication) for any election campaign or campaign-related activities and all
such sites shall not use the Town of Aurora logo.
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 17 of 32
If a member of Council uses any social media account for campaign purposes, such
account must not be created or supported by Town resources or use the Town logo.
Social media accounts used for campaign purposes must utilize personal cell
phones, tablets and/or computers.
To avoid confusion with any website or social media accounts used for Council
Member work, Council members who choose to create or use social media
accounts for campaign communications must include, for the duration of the
campaign, a clear statement on each campaign website or social media account’s
home page indicating that the account is being used for election campaign
purposes.
Despite the foregoing, Members are allowed to place campaign phone numbers,
websites and email addresses on the election pages on the Town’s website, which
is available and authorized for use by all candidates for municipal and school board
office.
In a municipal election year, commencing Nomination Day until the date of the
election, Members may not publish Councillor newsletters or distribute them in
municipal facilities. All newsletters distributed through the mail must be post-
marked by no later than Nomination Day in an election year. Members of Council
may, during such period, use Town facilities to communicate important notifications
to the residents of their ward by email in normal Outlook format or by letter on the
Councillor’s stationery.
In a municipal election year, commencing on Nomination Day until the date of the
election, no candidate including Members, may directly or indirectly, book any
municipal facility for any purpose that might be perceived as an election campaign
purpose.
Members shall be respectful of the role of the Town Clerk in managing the municipal
election process and meeting all statutory requirements in respect thereof. The
Town Clerk must ensure all candidates are treated equally and no candidate for
elected office should interfere with how the Clerk carries out these duties.
Staff should not interpret or provide advice to Members regarding the requirements
placed on candidates for municipal office.
The restriction on booking facilities ensures that election-related functions, or those that
could appear to be election-related, will not occur at any time there is an advance or
regular poll at the facility. The need to set up in advance means that election night
parties cannot be held in the same facilities that polling stations are located in.
Members should not authorize any event that could be perceived as the Town providing
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 18 of 32
them with an advantage over other candidates. It is the personal responsibility of
Members to ensure that any use of facilities or the services of municipal staff are carried
out in accordance with applicable legislation. Staff are not responsible for monitoring
and advising Members or any other candidates, in this regard.
The Municipal Elections Act, 1996 clearly states that it is the responsibility of the Town
Clerk to conduct the election and take all necessary actions to ensure municipal
elections meet all statutory requirements.
No Members shall use the services of persons for campaign related Activities during
hours in which those persons receive any compensation from the Town.
The Integrity Commissioner may at any time be consulted with regard to complying
with any part of Rule 6 and in particular may rule on whether any activity by staff in a
Councillor’s office during an election year is prohibited election work or permitted
activity sufficiently unrelated to the election.
Rule No. 7: Improper Use of Influence
No member shall use the influence of his or her office for any purpose other than for
the exercise of his/her official duties.
Members shall not contact members of any tribunal regarding any matter before it,
such as the Committee of Adjustment, which is charged with making independent
decisions and whose members have been appointed by Council. Members may with
prior written notice to the Committee of Adjustment Secretary/Treasurer,
infrequently attend meetings to provide the Committee of Adjustment with history
and context of an application before the committee. Members may send a letter or
E-mail addressed to the Secretary of such tribunal expressing the views of the
member on behalf of the community.
If Council has taken a position in an Ontario Municipal Board/Local Planning Appeal
Tribunal (“OMB/LPAT”) matter and instructed the Town Solicitor to appear at a
hearing in support of such position, no member of Council who disagrees with such
position, shall give evidence at such hearing or otherwise work against the will of
Council in such matter. With the consent of the lawyer assigned to represent the
Town at an OMB/LPAT hearing, a member of Council who is in support of the
Council instructions to such lawyer, may give evidence at an OMB/LPAT hearing.
Notwithstanding the above, if the OMB/LPAT has decided to mediate a dispute
between parties in a matter, any member of Council may offer his or her services to
assist with such mediation regardless of his or her position in the matter and
participate, if approved by the OMB/LPAT mediator.
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 19 of 32
Examples of prohibited conduct are the use of one’s status as a Member of Council to
improperly influence the decision of another person to the private advantage of oneself,
or one’s Family Member, or friends. This would include attempts to secure preferential
treatment beyond activities in which Members normally engage on behalf of their
constituents as part of their official duties. Also prohibited is the holding out of the
prospect or promise of a future advantage through a Member’s supposed influence
within Council in return for present actions or inaction.
Contact with members of tribunals appointed by Council on any case might be viewed
as attempts to intimidate the tribunal member. Generally, members of Council should
not take part in the proceedings of any other tribunal where the Town is a party unless
such participation is approved by the Integrity Commissioner.
Pursuant to corporate policy, the Chief Administrative Officer directs Town Directors
who in turn direct Town staff. Town Council and not individual Members of Council
appropriately give direction to the Town administration.
Rule No. 8: Business Relations
No Member shall allow the prospect of his/her future employment by a person or
entity to affect the performance of his/her duties to the Town, detrimentally or
otherwise.
No Member shall borrow money from any person who regularly does business with
the Town unless such person is an institution or company whose shares are publicly
traded and who is regularly in the business of lending money, such as a credit
union.
No Member shall act as a paid agent before Council or a committee of Council or
any agency, board or committee of the Town.
No Member shall refer a third party to a person, partnership or corporation in
exchange for payment or other personal benefit.
Rule No. 9: Member Conduct
Conduct at Council and Committee Meetings:
Members shall conduct themselves at Council and committee meetings with
decorum in accordance with the provisions of the Council Procedure By-law.
Members shall endeavour to conduct and convey Council business and all their
duties in an open and transparent manner (other than for those decisions which by
virtue of legislation are authorized to be dealt with in a confidential manner in closed
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 20 of 32
session), and in so doing, allow the public to view the process and rationale which
was used to reach decisions and the reasons for taking certain actions.
Members recognize the importance of cooperation and strive to create an atmosphere
during Council and committee meetings that is conducive to solving the issues before
Council, listening to various points of view and using respectful language and behaviour
in relation to all of those in attendance.
Various statutes, the Council Procedure By-law and decisions by courts and quasi-
judicial tribunals and the Information and Privacy Commission, establish when Town
Council can discuss issues in closed session. Transparency requires that Council apply
these rules narrowly so as to best ensure that decisions are held in public session as
often as possible.
Unless prohibited by law, Members should clearly identify to the public how a decision
was reached and the rationale for so doing.
Members shall make every effort to participate diligently in the activities of the
committees, agencies, boards, commissions and advisory committees to which they
are appointed by the Town or by virtue of being an elected official.
Individual Members are appointed to committees, agencies, boards and commissions
based on their various backgrounds and their ability to contribute to matters before
them, bringing their expertise and experience. Members shall not be absent from
Council or committee meetings, or from those of agencies, boards and commissions to
which they are appointed without reasonable justification (for example, illness of the
Member, family circumstance, Regional business) for more than three consecutive
scheduled meetings or on a regular basis.
Members shall conduct themselves with appropriate decorum at all times.
As leaders in the community, Members are held to a higher standard of behaviour and
conduct, and accordingly their behaviour should be exemplary.
Rule No. 10: Media Communications
Members of Council will accurately communicate the decisions of Aurora Council,
even if they disagree with the majority decision of Council, and by so doing affirm
the respect for and integrity in the decision-making processes of Council.
Members of Council will keep confidential information confidential, until such time as
the matter can properly be made public.
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 21 of 32
In all media communications, including social media, members will treat each other,
staff and members of the public with decorum, dignity and respect, and shall avoid
messaging that amounts to abuse, bullying or intimidation.
A Member may state that he/she did not support a decision, or voted against the
decision. A Member should refrain from making disparaging comments about other
Members of Council or about Council’s processes and decisions.
When communicating with the media, a Member should at all times refrain from
speculating or reflecting upon the motives of other Members in respect of their actions
as a Member of Council.
While openness in government is critical, governments also must respect confidentiality
when a matter must remain, at least for a period of time, confidential. Breaches of
confidentiality by Members erodes public confidence.
While Members are encouraged to actively participate in vigorous debate, Members
should understand that they are part of a democratically-elected representative body
and should not engage in social media as if they are outsiders. In this regard, caution
should be exercised when blogging, posting, tweeting, re-posting and linking to posts
using social media, whether the member is using a personal account or a Town
account.
Members who post blogs should recognize that the Canadian Association of Journalists
has identified the ethical conflict faced by journalists holding elected public office. It is
recognized that there is an irreconcilable conflict in holding both roles.
While social media can be an excellent tool for communicating quickly with constituents
and sharing ideas and obtaining input, social media can breed incivility that generally is
avoided in face-to-face interactions. In a world where a transitory comment can become
part of the permanent record, Members should exercise restraint in reacting too quickly,
or promoting the social media posts of others whose views may be disparaging of
Council’s decisions or another Member’s perspectives.
Rule No. 11: Respect for Town By-laws and Policies
Members shall encourage public respect for the Town and its by-laws.
Members shall adhere to such by-laws, policies and procedures adopted by Council
that are applicable to them.
A Councillor must not encourage disobedience of a Town by-law in responding to a
member of the public, as this undermines confidence in the Town and in the Rule of Law.
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 22 of 32
Members of Council are required to observe the policies and procedures established by
Town Council at all times, and are directed to pay special attention to, and comply
strictly with, the Council Procedure By-law and both the Corporate, Travel & Auto
Expenses policy and the Compensation and Support for Members of Council. In
exceptional circumstances, a Member may request Council grant an exemption from
any policy.
Rule No. 12: Respectful Workplace
Members are governed by the Town’s Violence and Harassment Free Workplace
polices. All Members have a duty to treat members of the public, one another and
staff appropriately and without abuse, bullying or intimidation and to ensure that their
work environment is free from discrimination and harassment.
All complaints received involving members of Council under the Violence and
Harassment Free Workplace polices shall be referred to the Integrity Commissioner
for processing in accordance with both the said policy and the Council Code of
Conduct Complaints Protocol.
The Ontario Human Rights Code applies in addition to the Violence and Harassment
Free Workplace polices.
It is the policy of the Town of Aurora that all persons be treated fairly in the workplace in
an environment free of discrimination or personal and sexual harassment.
The Town of Aurora’s Violence and Harassment Free Workplace polices ensures a safe
and respectful workplace environment and provides for the appropriate management of
any occurrences of harassment and discrimination as those terms are defined in the
policy.
The Town of Aurora’s Violence and Harassment Free Workplace polices applies equally
to members of staff and Members of Council. It will provide guidance to the Integrity
Commissioner when a complaint is received involving a Member.
Rule No. 13: Conduct Respecting Staff
No Member shall compel staff to engage in partisan political activities or be
subjected to threats or discrimination for refusing to engage in such activities.
No Member shall use, or attempt to use, their authority for the purpose of
intimidating, threatening, coercing, commanding or influencing any staff member
with the intent of interfering in staff’s duties, including the duty to disclose improper
activity.
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 23 of 32
Members shall be respectful of the role of staff to advise based on political neutrality
and objectivity and without undue influence from any individual Member or faction of
the Council.
No Member shall maliciously or falsely impugn or injure the professional or ethical
reputation or the prospects or practice of staff, and all Members shall show respect
for the professional capacities of the staff of the Town.
Under the direction of the Chief Administrative Officer, staff serve the Council as a
whole, and the combined interests of all Members as evidenced through the decisions of
Council. Only Council as a whole has the authority to approve budget, policy, committee
processes and other matters.
Accordingly, Members shall direct requests outside of Council-approved budget,
process or policy, to the Budget Committee or directly to Council.
In practical terms, there are distinct and specialized roles carried out by Council as a
whole and by Councillors when performing their other roles. The key requirements of
these roles include dealing with constituents and the general public, participating as
standing committee members and as chairs of standing committees, and participating
as Council representatives on agencies, boards, commissions and other bodies.
Similarly, there are distinct and specialized roles expected of Town staff in both the
carrying out of their responsibilities and in dealing with the Council. Staff are expected
to provide information to Members to which they are entitled.
Town staff are accountable to the Chief Administrative Officer who is accountable to
Town Council. Sometimes the line between staff duties and activities that are political in
nature is not clear. Members of Council must respect the difference between the two in
making requests of staff.
Members of Council should expect a high quality of advice from staff based on political
neutrality and objectivity irrespective of party politics, the loyalty of persons in power, or
their personal opinions.
The Town’s Violence and Harassment Free Workplace polices applies to Members of
Council. Staff and Members of Council are all entitled to be treated with respect and
dignity in the workplace.
It is inappropriate for a Member to attempt to influence staff to circumvent normal
processes in a matter, or overlook deficiencies in a file or application. It is also
inappropriate for Members to involve themselves in matters of administration or
departmental management which fall within the jurisdiction of the Chief Administrative
Officer. Any such attempts should be reported to the Integrity Commissioner.
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 24 of 32
Rule No. 14: Employment of Council Relatives/Family Members
No Member shall attempt to influence the outcome, or to influence any Town
employee to hire or promote a Family Member.
No Members shall make any decision or participate in the process to hire, transfer,
promote, demote, discipline or terminate any Family Member.
No Member shall supervise a Family Member, or be placed in a position of influence
over a Family Member.
No Member shall attempt to use a family relationship for his or her personal benefit
or gain.
Every Member shall adhere to the Town’s Staff Recruitment and Selection policy
If a Family Member of a Councillor is an applicant for employment with the Town or is a
candidate for promotion or transfer, the Family Member will proceed through the usual
selection process pursuant to the Town’s hiring policies, with no special consideration.
Rule No. 15: Not Undermine, Work Against Council’s Decisions
Members of Council shall not actively undermine the implementation of Council’s
decisions.
The role of elected officials, once a council decision is made, is to support the
implementation of that decision, not to work against its implementation, publicly or
behind the scenes. Council decisions are arrived at following discussion and debate,
reflecting the democratic process. Members are expected to engage in debate with
their fellow council members through the democratic process of government. However,
once Council has made its decision, Members must recognize that decision as the duly-
considered decision of the body of Council. As members of that body of Council,
individual members—those who did not agree with the decision—are not to engage in
activities that seek to challenge or undermine that decision.
Members can express disagreement with Council’s decisions, but it is contrary to the
ethical behaviour of members of Council to actively seek to undermine, challenge or
work against Council’s decisions.
Members of Council shall not engage in litigation or other legal challenges against
the municipality or Council’s decisions.
Despite this provision, Members may pursue a complaint or request for investigation
under any of the oversight, transparency and accountability mechanisms provided
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 25 of 32
under Part V.1 and under section 239 of the Municipal Act.
When members are allowed to participate in activities to challenge Council’s properly
considered decisions, such as legal challenges or other forms of litigation, this is
contrary to the interests of the municipality as determined by the decision of the
democratically elected governing body, Council. It can create challenges to staff as to
when and how much information can be provided to Council (legal advice for example)
because of the presence of a legal challenge, which may benefit by ‘insider knowledge’.
Despite this Rule, Members of Council may seek to have a Council decision
reconsidered in accordance with Council’s Procedure By-law.
Rule No. 16: Reprisals and Obstruction
It is a violation of the Code of Conduct to obstruct the Integrity Commissioner in the
carrying out of his/her responsibilities.
No Member shall threaten or undertake any active reprisal against a person
initiating an inquiry or complaint under the Code of Conduct, or against a person
who provides information to the Integrity Commissioner in any investigation.
It is a violation of the Code of Conduct to destroy documents or erase electronic
communications or refuse to respond to the Integrity Commissioner where a formal
complaint has been lodged under the Code of Conduct.
Rule No. 17: Acting on Advice of Integrity Commissioner
Any written advice given by the Integrity Commissioner to a Member binds the
Integrity Commissioner in any subsequent consideration of the conduct of the
Member in the same matter, as long as all the relevant facts were disclosed to the
Integrity Commissioner, and the Member adhered to the advice given.
Rule No. 18: Implementation
Members are expected to formally and informally review their adherence to the
Code on a regular basis or when so requested by Council.
At the beginning of each term, Members will be expected to meet with the Integrity
Commissioner.
Members are expected to understand the obligations on elected officials set out in this
Code of Conduct, and are encouraged to contact the Integrity Commissioner for any
clarification required. A Code of Conduct component will be included as part of the
orientation for each new term of Council. April 2018
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 26 of 32
Council Code of Conduct Complaint Protocol
Part A: Informal Complaint Procedure
Any person or representative of an organization who has identified or witnessed
behaviour or an activity by a member of Council that they believe is in contravention of
the Council Code of Conduct (the “Code”) may wish to address the prohibited
behaviour or activity themselves as follows:
Advise the member that the behaviour or activity contravenes the Code;
Encourage the member to stop the prohibited behaviour or activity;
Keep a written record of the incidents including dates, times, locations, other
persons present, and any other relevant information;
If applicable, confirm to the member your satisfaction with the response of the
member; or, if applicable, advise the member of your dissatisfaction with the
response; and
Consider the need to pursue the matter in accordance with the formal complaint
procedure outlined in Part B, or in accordance with another applicable judicial or
quasi-judicial process or complaint procedure.
All persons and organizations are encouraged to initially pursue this informal complaint
procedure as a means of stopping and remedying a behaviour or activity that is
prohibited by the Code. With the consent of the complaining individual or organization
and the member, the Integrity Commissioner may be part of any informal process.
However, it is not a precondition or a prerequisite that those complaining must pursue the
informal complaint procedure before pursuing the Formal Complaint Procedure in Part B.
Part B: Formal Complaint Procedure
Initial Complaint
1.1. A request for an investigation of a complaint that a member has contravened the
Code of Conduct (the “complaint”) shall be sent directly to the Integrity
Commissioner by E-mail substantially in the form attached to this Protocol as
Schedule “A”.
1.2. All complaints shall be submitted by an identifiable individual (which includes the
authorized signing officer of an organization).
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 27 of 32
1.3. A complaint shall set out reasonable and probable grounds for the allegation that
the member has contravened the Code. The complaint should include the name of
the member, the provision of the Code allegedly contravened, facts constituting the
alleged contravention, the names and contact information of witnesses, and
contact information for the complainant during normal business hours.
1.4. Election Blackout Period:
No investigation shall be commenced or continued, nor shall the Integrity
Commissioner report to Council respecting an investigation, within the election
period described within s.223.4 and 223.4.1 of the Municipal Act, except as
described in those sections.
1.5. Transitional Provision:
For the purposes of the October 2018 regular municipal election, this provision of
the Protocol shall be interpreted as if the provisions of s.223.4 and 223.4.1 as
amended were already in force.
Classification by Integrity Commissioner
2.1. Upon receipt of the request, the Integrity Commissioner shall make an initial
classification to determine if the matter is, on its face, a complaint with respect to
non-compliance with the Code and not covered by other legislation, a
complaint with respect to the Municipal Conflict of Interest Act or other relevant
Council policies.
2.2. If the complaint, on its face, is not a complaint with respect to non-compliance with
the Code or another Council policy governing ethical behaviour or the Municipal
Conflict of Interest Act, or if the complaint is covered by other legislation, the
Integrity Commissioner shall advise the complainant in writing as follows:
(a)if the complaint on its face is an allegation of a criminal nature consistent with
the Criminal Code of Canada, the complainant shall be advised that if the
complainant wishes to pursue any such allegation, the complainant must
pursue it with the appropriate police force;
(b)if the complaint on its face is with respect to non- compliance with the
Municipal Freedom of Information and Protection of Privacy Act, the
complainant shall be advised that the matter will be referred for review to the
Town Clerk; and
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 28 of 32
(c)the complainant shall be advised that the matter, or part of the matter, is not
within the jurisdiction of the Integrity Commissioner to process, with any
additional reasons and referrals as the Integrity Commissioner considers
appropriate. The Integrity Commissioner may proceed with that part of the
complaint that is within jurisdiction.
2.3. The Integrity Commissioner may assist the complainant in restating, narrowing or
clarifying the complaint so that the public interest will be best served were the
complaint to be pursued.
2.4. The Integrity Commissioner may report to Council that a specific complaint is not
within the jurisdiction of the Integrity Commissioner.
2.5. The Integrity Commissioner shall report annually to Council on complaints not
within the jurisdiction of the Integrity Commissioner, but, where possible, shall not
disclose information that could identify a person concerned.
Investigation
3.1. The Integrity Commissioner is responsible for performing the duties set out in this
Protocol independently and shall report directly to Council in respect of all such
matters. In applying this Protocol, the Integrity Commissioner shall retain the
discretion to conduct investigations applying the principles of procedural fairness,
and any deviation from the provisions of this Protocol for that purpose shall not
invalidate the investigation or result in the Integrity Commissioner losing
jurisdiction.
3.2. If the Integrity Commissioner is of the opinion that a complaint is frivolous,
vexatious or not made in good faith, or that there are no grounds or insufficient
grounds for an investigation, or that the pursuit of the investigation would not, in
the opinion of the Integrity Commissioner be in the public interest, the Integrity
Commissioner shall not conduct an investigation, or, where that becomes
apparent in the course of an investigation, terminate the investigation.
3.3. The Integrity Commissioner shall file an annual report to Town Council respecting
the advice, education and investigations carried out in the previous year, and
developments or recommendations of significance related to the role of the
Integrity Commissioner. Other than in exceptional circumstances, the Integrity
Commissioner will not report to Council on any complaint described in subsection
(2) except as part of an annual or other periodic report.
3.4. Where the Integrity Commissioner rejects or terminates an investigation pursuant
to this section, reasons shall be provided.
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 29 of 32
4.1. If a complaint has been classified as being within the Integrity Commissioner’s
jurisdiction and not rejected under section 3, the Commissioner shall investigate
and may attempt to settle the complaint.
4.2. The Integrity Commissioner may in exceptional circumstances elect to exercise the
powers of a Commission under Parts I and II of the Public Inquiries Act, as
contemplated by Subsection 223.4(2) of the Act.
If the Integrity Commissioner elects to conduct an inquiry under the Public Inquiries Act,
he/she shall report to Council before proceeding, setting out the reasons for the
investigation, and providing an estimate of the expected cost and time that the
investigation will require, and providing an opportunity for Council to respond to the
reasonableness of the expenditure of public funds for the purpose of such Commission.
4.3. When the Public Inquiries Act applies to an investigation of a complaint, the
Integrity Commissioner shall comply with the procedures specified in that Act and
this Complaint Protocol, but, if there is a conflict between a provision of the
Complaint Protocol and a provision of the Public Inquiries Act, the provision of the
Public Inquiries Act prevails.
5.1. The Integrity Commissioner will proceed as follows, except where otherwise
required by the Public Inquiries Act and/or in the context of a particular situation,
the principles of procedural fairness:
(a) provide the complaint and supporting material to the member whose conduct
is in question and provide the member with a reasonable opportunity to
respond.
5.2. Except where the Integrity Commissioner determines that it is not in the public
interest to do so, the name of the complainant shall be provided as part of the
complaint documents.
5.3. If necessary, after reviewing the written materials, the Integrity Commissioner may
speak to anyone relevant to the complaint, access and examine any of the
information described in subsections 223.4(3) and (4) of the Municipal Act, and
may enter any Town work location relevant to the complaint for the purposes of
investigation and settlement.
5.4. The Integrity Commissioner shall not issue a report finding a violation of the Code
of Conduct on the part of any member unless the member has had reasonable
notice of the basis for and an opportunity to comment on the proposed findings.
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 30 of 32
5.5. The Integrity Commissioner may make interim reports to Council where necessary
and as required to address any instances of interference, obstruction or retaliation
encountered during the investigation.
6.1. The Integrity Commissioner shall report to the complainant and the member
generally no later than 90 days after the making of the complaint.
6.2. Where the complaint is sustained in whole or in part, the Integrity Commissioner
shall also report to Council outlining the findings, the terms of any settlement, or
recommended corrective action.
6.3. Where the complaint is dismissed, other than in exceptional circumstances, the
Integrity Commissioner shall not report to Council except as part of an annual or
other periodic report.
6.4. Any recommended corrective action must be permitted in law and shall be
designed to ensure that the inappropriate behaviour or activity does not continue.
7.1 If the Integrity Commissioner determines that there has been no contravention of
the Code of Conduct or that a contravention occurred although the member took
all reasonable measures to prevent it, or that a contravention occurred that was
trivial or committed through inadvertence or an error of judgement made in good
faith, the Integrity Commissioner shall so state in the report and shall recommend
that no penalty be imposed.
8.1 The Town Clerk shall process the report for the next meeting of Council.
Council Review
9.1. Council shall consider and respond to the report within 90 days after the day the
report is laid before it.
9.2. In responding to the report, Council may vary a recommendation that imposes a
penalty, subject to Section 223.4, subsection (5) of the Municipal Act, but shall not
refer the recommendation other than back to the Integrity Commissioner.
9.3. Council can terminate the Integrity Commissioner only by a two-thirds vote of all
members.
9.4. Upon receipt of recommendations from the Integrity Commissioner, Council may, in
circumstances where the Integrity Commissioner has determined there has been a
violation of the Code of Conduct, impose either of two penalties:
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 31 of 32
(a) a reprimand; or
(b) suspension of the remuneration paid to the Member in respect of his/her
services as a Member of Council or a local board, as the case may be, for a
period of up to 90 days, and may also take the following actions:
(c) removal from membership of a committee;
(d) removal as chair of a committee;
(e) repayment or reimbursement of monies received; or
(f) return of property or reimbursement of its value.
Confidentiality
10.1. A complaint will be processed in compliance with the confidentiality requirements
in sections 223.5 and 223.6 of the Municipal Act, which are summarized in the
following subsections.
10.2. The Integrity Commissioner and every person acting under her or his instructions
shall preserve secrecy with respect to all matters that come to his or her
knowledge in the course of any investigation except as required by law in a
criminal proceeding.
10.3. All reports from the Integrity Commissioner to Council will be made available to
the public.
10.4. Any references by the Integrity Commissioner in an annual or other periodic
report to a complaint or an investigation shall not disclose confidential information
that could identify a person concerned.
10.5. The Integrity Commissioner in a report to Council on whether a member has
violated the Code of Conduct shall only disclose such matters as in the Integrity
Commissioner’s opinion are necessary for the purposes of the report.
Schedule “A” to By-law Number 6155-19 Code of Conduct for Members of Council
Town of Aurora Page 32 of 32
Attachment “A”
Complaint Form
I, , hereby request the Integrity Commissioner for the
Town of Aurora to conduct an inquiry about whether or not the following member(s) of
the Town Council has contravened the Council Code of Conduct or the Municipal
Conflict of Interest Act:
I have reasonable and probable grounds to believe that the above member(s) has
contravened the Council Code of Conduct and/or the Municipal Conflict of Interest Act by
reason of the following (please include date, time and location of conduct, the Rules
contravened, and particulars, including names of all persons involved, and of all
witnesses, and information as to how they can be reached (attach additional pages as
needed):
I hereby request the Integrity Commissioner to conduct an inquiry with respect to the
above conduct. Attached are copies of documents and records relevant to the
requested inquiry.
Date: Signature:
Name:
Address:
Email:
Phone:
Email completed Complaint to Principles Integrity at:
postoffice@principlesintegrity.org
DUTIES AND RESPONSIBILITIES OF THE MUNICIPAL COUNCILLOR AND TOWN
ADMINISTRATION
Municipal Corporations
Municipalities are created by the Province to be responsible and accountable
governments with respect to matters within their jurisdiction. The varied and complex
powers and duties of municipalities are found in many statutes including the following:
• Municipal Act, 2001;
• Development Charges Act, 1997;
• Municipal Conflict of Interest Act;
• Planning Act;
• Municipal Freedom of Information and Protection of Privacy Act;
• Building Code Act, 1992;
• Safe Drinking Water Act, 2002;
• Assessment Act;
• Oak Ridges Moraine Conservation Act, 2001;
• Accessibility for Ontarians with Disabilities Act, 2005;
• Highway Traffic Act;
• Drainage Act; and
• Occupational Health and Safety Act.
These powers and duties are constantly changing and council members must be well
informed on their many and varied roles.
The Municipal Act, 2001 provides that the powers of the municipality shall be exercised
by its council. These powers must be exercised by by-law, unless there is specific
authorization in a statue to act without a by-law. While the scope of powers of a
municipality is interpreted to be broad, a lower-tier municipality such as the Town of
Aurora is subject to certain spheres of jurisdiction as described in the Municipal Act,
2001, and is also subject to provincial and federal jurisdiction.
Role of Council
Section 224 of the Municipal Act, 2001 provides that the role of council is:
• to represent the public and to consider the well-being and interests of the
municipality;
• to develop and evaluate the policies and programs of the municipality;
• to determine which services the municipality provides;
• to ensure that administrative policies, practices and procedures and
controllership policies, practices and procedures are in place to implement the
decisions of council;
• to ensure the accountability and transparency of the operations of the
municipality, including the activities of the senior management of the municipality
• to maintain the financial integrity of the municipality; and
• to carry out the duties of council under any legislation.
Not only must a council provide both long term and short term policy guidance and
direction, but a council must also ensure the policies are fulfilled by staff and that the
municipality functions in an accountable and efficient way.
Role of the Head of Council
The head of council for the Town of Aurora is the Mayor. Section 225 of the Municipal
Act, 2001 also provides that the role of the head of council includes the following
responsibilities:
• to act as chief executive officer of the municipality;
• to preside over council meetings so that its business can be carried out efficiently
and effectively;
• to provide leadership to the council and, without limiting such leadership, to
provide information and recommendations to the council with respect to the role
of council regarding administrative policies, controllership policies, and the
accountability and transparency of the operations of the municipality;
• to represent the municipality at official functions; and
• to carry out the duties of the head of council under any legislation.
The Mayor is referred to as the “Chief Executive Officer”. The Municipal Act, 2001
imposes mandatory legislative duties on a mayor, without granting specific expanded
authority to a mayor. A mayor under the current legislation remains as a single member
of council with one vote.
As stated in section 226.1 of the Municipal Act, 2001, as chief executive officer of a
municipality, the head of council shall:
• uphold and promote the purposes of the municipality;
• promote public involvement in the municipality’s activities;
• act as the representative of the municipality both within and outside the
municipality, and promote the municipality locally, nationally and internationally;
and
• participate in and foster activities that enhance the economic, social and
environmental well-being of the municipality and its residents.
The Mayor also serves as a signing officer along with the Clerk for the Town of Aurora
with respect to legal documents and by-laws. As well, the Town of Aurora’s Procedure
By-law that governs all meetings of Council provides the Mayor with the ability to call
special council meetings. In addition, under the “Policy for Ad Hoc/Advisory
Committees and Local Boards”, the Mayor sits as an ex-officio member of all Council ad
hoc and advisory committees and local boards, and may take part in discussions but
cannot take part in a vote unless the Mayor’s attendance is counted in order to form
quorum for a particular meeting of such committee or board.
The Mayor, by virtue of the office, represents the Town of Aurora on the Region of York
Council and sits on Regional Committees.
Role of the Administration
Section 227 of the Municipal Act, 2001 also provides that the role of the officers and
employees of the municipality are as follows:
• to implement council’s decisions and establish administrative practices and
procedures to carry out council’s decisions;
• to undertake research and provide advice to council on the policies and
programs of the municipality; and
• to carry out other duties required under any legislation and other duties assigned
by the municipality.
Chief Administrative Officer
A municipality may appoint a Chief Administrative Officer and, in accordance with
section 229 of the Municipal Act, 2001, once the Chief Administrative Officer is
appointed, he or she is responsible for:
• exercising general control and management of the affairs of the municipality for
the purpose of ensuring the efficient and effective operation of the municipality;
and
• performing such other duties as are assigned by the municipality.
Officers and Other Employees
Generally, a municipality will have two distinct classes of employees – officers who hold
offices created by Council and who are appointed by Council by by-law, and other
employees.
Officers of a municipality include those positions that are mandated by statute, such as
the Clerk (s. 228 of the Municipal Act, 2001), the Treasurer (s. 286 of the Municipal Act,
2001) and the Chief Building Official (s. 3 of the Building Code Act, 1992). Each of
these positions is required to undertake the duties and responsibilities that are set out in
a number of statutes and regulations. Although the Clerk is not required to be an
employee of the municipality, someone must assume the role and the responsibilities.
Deputy Clerks and Deputy Treasurers may also be appointed to fulfill the role of Clerk
or Treasurer.
By-law No. 6228-19, as amended Page 1 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
Office Consolidation
This is a consolidation of the Town’s Procedure By-law being By-law No. 6228-19, as
amended. This is an electronic reproduction made available for reference and
information purposes only. It is not an official version of the By-law. Official versions of
all by-laws can be obtained by contacting the Legislative Services Division at (905) 727-
3123 or clerks@aurora.ca. If there are any discrepancies between this consolidation
and By-law No. 6228-19, as amended, the By-law(s) shall prevail.
By-law No. 6228-19, as amended by
By-law No. Purpose Date Enacted
6246-20 Emergency Meetings during a Declared
Emergency Mar 31, 2020
6258-20 Emergency Meetings during a Declared
Emergency, Electronic Meetings May 26, 2020
6275-20 Electronic Participation (repeals 6246-20, 6258-
20) Aug 25, 2020
6350-21 Closed Session, Openness and Transparency May 25, 2021
6453-22 Deputy Mayor Rotation of Ward Councillors Sep 20, 2022
Effective Nov 15, 2022
Contents
1. Definitions..........................................................................................4
2. Purpose and Application ....................................................................7
3. Principles of the Procedure By-law ....................................................7
4. Interpreting the Procedure By-law .....................................................8
5. Suspension of Rules ..........................................................................9
6. Standing Committees ........................................................................9
7. Committees ..................................................................................... 10
8. Chair of Meeting .............................................................................. 10
9. Duties of the Chair ........................................................................... 11
10. Deputy Mayor (section added per By-law No. 6453-22) .................. 13
By-law No. 6228-19, as amended Page 2 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
11. Members of Council and Committees .............................................. 14
12. Breach of Rules ................................................................................ 15
13. Right of Public Input and Notice ...................................................... 16
14. Members of the Public ..................................................................... 16
15. Preparation of Agendas ................................................................... 17
16. Availability of Agendas .................................................................... 17
17. Additional Items and Corrections .................................................... 18
18. Reports of Council and General Committee ..................................... 18
19. Information Reports ......................................................................... 19
20. Meetings .......................................................................................... 19
21. Notice of Meetings........................................................................... 22
21.1 (Former section 20.1 removed per By-law No. 6275-20) ............. 24
22. Closed Session ................................................................................ 24
23. Speaking Order and Limit................................................................. 26
24. Rules of Debate ................................................................................ 27
25. Order of Business – General Committee.......................................... 27
26. Order of Business – Council ............................................................ 28
27. Order of Business – Other ............................................................... 28
28. Record of Meetings .......................................................................... 29
29. Changes in Order of Agenda ............................................................ 30
30. Declarations of Pecuniary Interest ................................................... 30
31. Staff and Community Presentations ................................................ 30
32. Delegations at Meetings of Council and General Committee ........... 31
33. Consent Agenda ............................................................................... 33
34. Notice of Motion .............................................................................. 34
35. Regional Report ............................................................................... 35
36. New Business .................................................................................. 35
37. Public Service Announcements ....................................................... 35
38. By-laws ............................................................................................ 36
By-law No. 6228-19, as amended Page 3 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
39. Adjournment .................................................................................... 37
40. Correspondence ............................................................................... 37
41. Petitions ........................................................................................... 37
42. Motions from Other Municipalities .................................................. 38
43. Motions – Impact on Corporate Resources ..................................... 38
44. Procedures Concerning Motions ..................................................... 39
45. Voting .............................................................................................. 43
46. Reconsideration of a Matter ............................................................ 45
47. Point of Order .................................................................................. 46
48. Point of Personal Privilege .............................................................. 46
49. Public Record ................................................................................... 47
50. Administrative Authority of Clerk .................................................... 47
51. Recording, Broadcasting and/or Live Streaming Meetings .............. 47
52. Review of Procedure By-law ............................................................ 48
53. Severability ...................................................................................... 48
54. Enactment ........................................................................................ 48
By-law No. 6228-19, as amended Page 4 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
The Corporation of the Town of Aurora
By-law Number 6228-19
Being a By-law to govern the proceedings of
Council and Committee meetings of the
Town of Aurora.
Whereas subsection 238 (2) of the Municipal Act, 2001 requires every Council and local
board to adopt a Procedure by-law for governing the calling, place and proceedings of
Meetings;
And whereas subsection 11 (2) of the Municipal Act, 2001 provides that upper and lower
tier municipalities may pass by-laws respecting accountability and transparency of the
municipality and its operations and of its local boards and their operations; and,
And whereas it is Council’s desire to follow a process of municipal governance that reflects
an open, transparent government;
And whereas Council, in the interest of good governance, recognizes a Procedure By-law as
a hallmark of accountability and transparency; and,
And whereas Council considers it necessary to enact a by-law in this regard and to repeal
Procedure By-law Number 6068-18;
Now therefore the Council of The Corporation of the Town of Aurora hereby enacts as
follows:
1. Definitions
In this Procedure By-law:
a) “CAO” means the Chief Administrative Officer of the Town or his/her
designate;
b) “Chair” means the presiding officer at a meeting of Council or a
Committee;
c) “Clerk” means the Clerk of the Town or his/her designate;
By-law No. 6228-19, as amended Page 5 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
d) “Closed Session” means a Meeting, or part of a Meeting of Council or a
Committee, which is closed to the public as permitted by the Municipal
Act, 2001;
e) “Code of Ethics” means the “Code of Ethics”, a declaration of the
principles of good conduct and ethics.
f) “Committee” means any Standing Committee of Council or an advisory or
special Committee established by Council from time to time;
g) “Confirming By-law” means a by-law passed for the purpose of giving
effect to a previous decision or proceeding of Council;
h) “Council” means the Members of Council of the Town of Aurora;
i) “Delegation” means an address to Council or a Committee at the request
of a person wishing to speak;
j) “Deputy Mayor” means the Member appointed to assume the duties,
rights, powers and authority of the Mayor in the circumstances set out in
Section 242 of the Municipal Act, 2001; (amended per By-law No. 6453-
22)
k) “Director” means a Director of the Town or his/her designate or successor
in title;
l) “Emergency Weather Event” means an emergency weather event as
defined by Town Policy No. HR-23 – Facility Closure – Inclement
Weather/Power Failure – as may be amended from time to time;
m) “Friendly Amendment” means an amendment to the Motion under debate
with the consent of the mover and seconder only, and without the
requirement for an amending Motion to be made;
n) “Frivolous” means without merit or substance or is trivial;
o) “Head” means the individual or body determined to be head under the
Municipal Freedom of Information and Protection of Privacy Act, 1990
p) “Inaugural Meeting” means the first Meeting of Council after a regular
election;
By-law No. 6228-19, as amended Page 6 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
q) “Local Board” means a local board defined by the Municipal Act, 2001;
r) “Mayor” means the Mayor of the Town;
s) “Meeting” means any regular, special or other Meeting of Council or a
Committee and includes a Workshop;
t) “Member” means any individual elected to Council or a person appointed
by Council to a Committee;
u) “Motion” means a proposal moved by a Member, and seconded by another
Member, to adopt, amend, or otherwise deal with a matter before Council
or a Committee;
v) “Municipal Act, 2001” means the Municipal Act, 2001, S.O. 2001, c.25, as
amended;
w) “Municipal Conflict of Interest Act” means the Municipal Conflict of
Interest Act, R.S.O. 1990, c. M.50, as amended;
x) “Municipality” means The Corporation of the Town of Aurora;
y) “Notice” means written notice, except where legislation, by-law or policy of
the Town provides for another form and manner of notice;
z) “Offending Member” means a Member who has been found by the Chair or
by Council or by a Committee to have disobeyed a rule in this Procedure
By-law or a Chair’s ruling;
aa) “Point of Order” means a Motion raised by a Member drawing attention to
an infraction of this Procedure By-law;
bb) “Point of Personal Privilege” means a Motion raised by a Member which
concerns the health, safety, rights, or integrity of the Member, the Council,
a Committee, Staff or anyone present at a Meeting;
cc) “Procedural Matter” means a matter or Motion of a procedural nature;
dd) “Public Planning Meeting” means a Meeting held pursuant to the Planning
Act, R.S.O. 1990, c. P.13, as amended, or other statute;
By-law No. 6228-19, as amended Page 7 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
ee) “Quorum” means the number of Members required for the legal conduct of
the business of Council or a Committee.
ff) “Resolution” means the decision of Council on any Motion;
gg) “Robert’s Rules of Order” means the most current edition of Robert’s Rules
of Order, Newly Revised;
hh) “Rules of Procedure” means the rules and regulations contained in this
Procedure By-law and that govern the proceedings of Council and its
Committees;
ii)“Staff” means an employee(s) of the Town;
jj) “Standing Committee” means a Committee established by Council and
consisting solely of all Members of Council;
kk) “Town” means The Corporation of The Town of Aurora;
ll)“Town Hall” means the municipal offices located at 100 John West Way,
Aurora, Ontario;
mm)“Vexatious” means without merit and pursued in a manner that is
malicious or intended to embarrass or harass the recipient or others;
nn) “Workshop” means a Meeting of Council or Committee for the purpose of
discussing issues in an informal venue.
2.Purpose and Application
a)This By-law shall be known as the Procedure By-law and establishes the
rules of procedure for Council and Committee Meetings.
3.Principles of the Procedure By-law
a)The principles of openness, transparency and accountability to the public
guide the Town’s decision-making process. In the context of Council and
Committee proceedings, this is accomplished by:
i)Ensuring the decision-making process is understood by the public
and other stakeholders;
By-law No. 6228-19, as amended Page 8 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
ii) Providing access to information and opportunities for input by the
public and other stakeholders consistent with the requirements of
this Procedure By-law and other statutory requirements;
iii) Exercising and respecting individual and collective roles and
responsibilities provided for in this Procedure By-law and other
statutory requirements.
b) The protection of basic rights by recognizing the right of the majority to
decide, the minority to be heard and individuals to have the opportunity to
participate.
c) The principles of parliamentary law governing Council and Committee
Meetings include:
i) Every Member has the right to one vote, unless prevented by law;
ii) Each Member has the right to be heard on a matter, unless
prevented by law;
iii) Each Member has the right to information to help make decisions,
unless prevented by law;
iv) Each Member has the right to an efficient meeting;
v) Each Member has the right to be treated with respect and courtesy;
vi) Each Member represents the public and will first and foremost
consider the well-being and interests of the Municipality.
4. Interpreting the Procedure By-law
a) In the event of conflict between this Procedure By-law and legislation, the
provisions of the legislation prevail.
b) If there is a conflict between two or more rules in this Procedure By-law, or
if there is no specific rule on a matter, the Chair will rule. In making a
ruling, the Chair may consult the Clerk, rely on previous rulings and
practices, or refer to Robert's Rules of Order.
By-law No. 6228-19, as amended Page 9 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
5. Suspension of Rules
a) Rules of Procedure provided for in this Procedure By-law may be
suspended by a two-thirds majority vote of Council or a Committee, with
the exception of the following circumstances:
i) Where required by law;
ii) Contractual agreements binding the Town;
iii) Quorum requirements.
b) A Motion to suspend the Rules of Procedure required by this Procedure
By-law shall not be debatable or amendable.
6. Standing Committees
a) General Committee
i) The General Committee shall be comprised of all Members of
Council.
ii) The General Committee may consider delegations, Community
presentations, correspondence, staff reports and matters which
may require more elaboration and discussion than would be
appropriate in a Council Meeting and such other matters as Council
may determine. Recommendations from General Committee will be
considered by Council.
b) Audit Committee
i) The Audit Committee shall be comprised of all Members of
Council.
ii) The Audit Committee shall:
(a) Review audited financial statements;
(b) Review significant management letter comments and related
recommendations;
(c) Review the appointment of auditors; and
(d) Make recommendations regarding the above to Council.
By-law No. 6228-19, as amended Page 10 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
iii) The Committee’s mandate shall include operational reviews.
iv) Meetings will be held at the call of the Chair. Agendas will be
distributed to Members of Council at least forty-eight (48) hours
prior to the Meeting.
c) Budget Committee
i) The Budget Committee will be comprised of all Members of
Council.
ii) The Budget Committee shall make recommendations to Council on
approval of the Town’s annual operating and capital budgets.
iii) The Budget Committee has delegated authority to:
(a) Approve the Meeting minutes of the Budget Committee;
(b) Direct staff to bring forward information to the Budget
Committee as needed, and defer matters to a future General
Committee or Budget Committee meeting; and
(c) Direct staff to prepare and bring forward for Council’s
consideration a report summarizing Committee
recommendations on the annual capital and operating
budgets.
iv) Budget Committee Meetings will be held as outlined in the Meeting
Schedule, as approved by Council.
7. Committees
a) When not provided for in the Committees’ Terms of Reference or the Town
Policy for Ad Hoc/Advisory Committees and Local Boards, the Rules of
Procedure set out in this Procedure By-law shall govern all Meetings of all
Committees, including any ad hoc, Advisory Committees, or Local Boards.
8. Chair of Meeting
a) The Chair is the presiding officer at a Meeting of Council or a Committee.
b) The Chair of a Meeting of Council, Audit Committee, Budget Committee, a
Closed Session or a Workshop Meeting is the Mayor. In the absence of the
Mayor, the Deputy Mayor is Chair.
By-law No. 6228-19, as amended Page 11 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
c) The Chair of a Meeting of General Committee shall be the Deputy Mayor
as provided for in Section 10 of this By-law. (amended per By-law No.
6453-22)
d) In the absence of the person appointed as Chair, the Members shall
appoint one of their Members as Chair for the purpose of that Meeting.
e) The Chair and any Vice Chairs of other Committees are appointed in
accordance with the Town’s Policy for Ad Hoc/Advisory Committees and
Local Boards, or their Terms of Reference.
9. Duties of the Chair
a) The Chair is responsible for, where applicable:
i) Carrying out the roles and responsibilities of his/her role as
described in the Municipal Act, 2001;
ii) Chairing the Meeting in an objective manner in accordance with this
Procedure By-law;
iii) Enforcing the Rules of Procedure in this Procedure By-law;
iv) Enforcing order and good behaviour of all Members at all times;
v) Announcing the business before Council or a Committee and the
order in which it is to be considered;
vi) Receiving, stating and framing all Motions presented to clarify their
intent as moved;
vii) Ruling on whether a Motion is in order;
viii) Protecting Council or a Committee from a Motion that is obviously
Frivolous or tending to cause delay by refusing to acknowledge the
Motion;
ix) Providing information to Members on any matter related to the
business of Council or a Committee;
x) Deciding to acknowledge, and ruling on, whether a Point of Order or
Point of Personal Privilege is in order subject to an appeal by any
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Member to the Council or a Committee on any question of order in
respect to business before the Council or a Committee, and giving
the facts, circumstances and reasons for the ruling;
xi) Calling a vote on the question of sustaining the ruling of the Chair,
and announcing the results of the vote, if there is an appeal to the
ruling of the Chair. In this regard, the Chair may provide further
explanation of the ruling prior to calling the vote;
xii) Recessing a Meeting for a brief, specified time to consult the Clerk,
the CAO or other staff person if necessary;
xiii) Recessing the Meeting for a specified time if there is a threat or
imminent threat to the health or safety of any person, or if there is a
possibility of public disorder;
xiv) Ensuring that Members take a health break by announcing a
minimum ten (10) minute recess after two (2) hours have passed
since the last break;
xv) Ensuring that all Members who wish to speak on a Motion have
spoken;
xvi) Ensuring clarity, where required, by reading, or requesting the Clerk,
recording secretary or other appropriate person to read Motions
before voting;
xvii) Putting all Motions to a vote and announcing results;
xviii) Voting on all matters unless the Municipal Conflict of Interest Act
prohibits it;
xix) Declining to put to a vote any Motion which contravenes this
Procedure By-law;
xx) Calling Members to order;
xxi) Adjourning the Meeting when the business of the Meeting has
concluded; and,
xxii) Signing all by-laws, Resolutions, and minutes when required.
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10. Deputy Mayor (section added per By-law No. 6453-22)
a) The Deputy Mayor shall be composed of all Ward Council Members
with appointments running concurrently on a monthly rotation
basis. The Clerk shall prepare and circulate a schedule for the
rotation of the Deputy Mayor at the beginning of each term of
Council for the entire term of Council, as follows:
i) Each Ward Councillor shall hold the position of Deputy
Mayor for seven (7) non-consecutive months throughout the
term of Council;
ii) Each Ward Councillor shall be the Deputy Mayor in July or
August once over the course of the term of Council; and,
iii) No Deputy Mayor will be appointed in July, August,
September, October, November and December of a
Municipal Election Year.
b) Ward Councillors shall notify the Clerk of any exchanges of their
appointed months with other Ward Councillors due to a foreseen
absence.
c) In the absence of the Deputy Mayor, the Mayor will Chair any
General Committee meetings.
d) The Deputy Mayor shall act in the absence of the Mayor in the
following circumstances:
i) When the Office of Mayor is vacant;
ii) When the Mayor is absent due to illness, or scheduling
conflict;
iii) When the Mayor is absent from the Town;
iv) When the Mayor refuses to act; or
v) When the Mayor declares a conflict of interest.
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e) The Deputy Mayor has, and may exercise all the rights, powers, and
authority of the Mayor as Head of Council in the Mayor’s absence,
as defined in Section 241 and 242 of the Municipal Act, 2001.
11. Members of Council and Committees
a) Members are responsible for, where applicable:
i) Carry out the responsibilities of the role of Council as described in
the Municipal Act, 2001, Municipal Conflict of Interest Act and any
other legislation;
ii) Attending scheduled Meetings;
iii) Carefully considering and making decisions about Meeting
business, including seeking information and advice from staff prior
to and during a Meeting;
iv) Voting on Motions put to a vote, unless the Municipal Conflict of
Interest Act prohibits it;
v) Respecting the Rules of Procedure in this Procedure By-law;
vi) Listening attentively, participating in a Meeting and not interrupting,
unless to raise a Point of Order or Point of Personal Privilege;
vii) Remaining silent in their seats while Council or a Committee votes
and until the Chair announces the result of the vote;
viii) Refraining from using indecent, offensive or insulting language or
speak disrespectfully of any individual.
ix) Refraining from engaging in private conversation while in the
Meeting or using communication devices in any manner that
disrupts the Member speaking or interrupts the business of
Council;
x) Respecting and following the decisions of Council or a Committee;
xi) Not disclosing any of the content of a Meeting that was closed to
the public or provide confidential documents or materials to
unauthorized individuals;
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xii) Complying with the Chair’s rulings and Council’s decisions; and
xiii) Complying with the Council Code of Ethics.
12. Breach of Rules
a) If a Member disobeys a rule in this Procedure By-law or a Chair’s ruling:
i) After the first occurrence, the Chair calls the Member to order.
ii) After the second occurrence, if the Member continues to disobey
this Procedure By-law or the Chair’s ruling, the Chair will
immediately order the Member to leave his/her seat and observe
the Meeting from the audience for the remainder of the Meeting.
iii) Any Member other than the Offending Member may appeal the
Chair’s ruling in ii), and Council or a Committee may overturn or
uphold the Chair’s ruling. Should the Chair’s ruling be overturned,
the Offending Member may return to his/her seat.
iv) At the next available opportunity in the Meeting, the Chair will offer
the Offending Member the opportunity to apologize to Council or a
Committee. The apology will not include additional comments or
debate by the Offending Member or by Council or a Committee.
v) After an apology is made by the Offending Member, Council or a
Committee may consent to allow the Offending Member to return
to the Meeting.
vi) Should, at any point, the Offending Member create a disturbance
while seated in the audience in accordance with subsection 10.b)ii),
the Chair will order the Offending Member to leave the Council
chamber or meeting room.
vii) Council cannot appeal the Chair’s ruling in accordance with
subsection 10.b) vi).
viii) If the Offending Member refuses to leave his/her seat or leave the
Council chamber or meeting room as required in subsection
10.b)vi), the Chair may request the CAO to contact security or the
police for assistance.
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13. Right of Public Input and Notice
a) The public has the right to have input and receive Notice on Council’s
decision-making process. The methods for doing so include: writing to
Council through the Clerk; submitting a petition; or speaking as a
Delegation. The public will receive Notice in accordance with the
requirements of legislation, this Procedure By-law and the Town’s Notice
By-law.
b) Should an individual wish to be provided with further Notice related to a
matter of business before Council or Committee, he/she is required to
indicate this wish to the Clerk on the prescribed form, which is available
on the Town’s website or at the Town Hall.
14. Members of the Public
a) The Chair may expel or exclude any person who disrupts a Meeting, and
may request security and/or police assistance in doing so.
b) No persons, other than Members and Town staff, are permitted to
approach the area where Members and staff are seated.
c) Attendees will submit all materials for Council or Committee through the
Clerk.
d) Attendees are responsible for:
i) Maintaining order and not heckling, or engaging in conversations,
displaying placards or props or any behavior that may be
considered disruptive;
ii) Speaking respectfully at all times;
iii) Using recording, broadcasting or streaming devices respectfully,
and should the Chair direct it, moving or ceasing to use recording,
broadcasting or streaming devices.
e) All communication devices shall be turned off or set to silent mode during
any meeting, with the exception of assistive devices for people with
disabilities.
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15. Preparation of Agendas
a) The CAO and his/her staff are charged with providing guidance and
recommendations to Council or Committee related to municipal business,
and implementing the decisions of Council.
b) The CAO chairs a regularly scheduled internal meeting to review draft
agenda items in order to support the business of Council.
c) The Clerk provides an administrative process to support the approval,
preparation, Notice, publication and distribution/public access to agendas
and agenda items, following approval by the CAO and/or Director.
16. Availability of Agendas
a) Council Meeting agendas are generally available to Members of Council
and the public on each Thursday preceding a Meeting.
b) General Committee Meeting agendas are generally available to Members
on the Monday that is eight (8) days preceding a General Committee
Meeting and are generally available to the public on the following
Tuesday.
c) Closed Session agendas will be provided to Council in accordance with
the publishing timeframes set out in Section 15 a) where required.
d) Council Public Planning Meeting agendas are generally available to
Members of Council and the public seven (7) days prior to the Meeting
date.
e) Special General Committee and Council, Workshop and emergency
Meeting agendas will be provided to Members in accordance with the
publishing timeframes set out in the Notice of Meetings section of this
Procedure By-law, where required.
f) Agendas for Committees, including Audit Committee and Budget
Committee and excluding General Committee, are generally available
seven (7) days prior to the meeting date.
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17. Additional Items and Corrections
a) An additional item is any item that is to be added to a Council or
Committee agenda following publication of the original agenda.
b) Any corrections to the agendas of Council or Committee may be listed on
the additional items to be distributed, for information only.
c) Committees are required to consent to the introduction of additional items
by approving the agenda, as amended.
d) Requests for items to be added to the agenda as an additional item shall
have met at least one of the following conditions:
i) Government/agency deadlines;
ii) Legal implications;
iii) Contractual implications;
iv) Financial implications;
v) Council or General Committee direction; or
vi) As directed by the CAO.
e) Additional items to Council or General Committee Meeting agenda are
available on each Monday preceding the Meeting, and further additional
items may be provided up to and including the Meeting day.
18. Reports of Council and General Committee
a) In accordance with established administrative protocols, reports prepared
by staff are submitted in writing to the Clerk and distributed with the
agenda for the applicable Meeting of Council or General Committee.
b) Reports prepared by staff members contain information and
recommendations prepared in the context of their professional, technical
and administrative expertise independent of any particular political,
constituent or stakeholder interest.
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19. Information Reports
a) An information report is prepared for the information of Council and
generally relates to a matter considered at Council or General Committee,
or is a matter of Town business.
b) An information report does not contain recommendations.
c) An Information Report may be requested by Council or General Committee
in the form of a motion.
d) Information reports are circulated directly to Council Members by email
and made available to the public on the Town’s website in accordance
with the timelines set out in the Availability of Agendas section of this
Procedure By-law. Information reports are not published on a General
Committee or Council agenda unless a Council Member makes such a
request to the Clerk.
e) Information Reports will be placed on an upcoming General Committee
agenda at the request of a Council Member. Where required due to
urgency or timing, information reports may be considered directly at
Council as an item.
20. Meetings
a) Meetings Open to the Public
i) All Meetings shall be open to the public except as provided for in
the Closed Session section of this Procedure By-law.
b) Inaugural Meeting
i) The first Meeting of a newly elected Council after a regular
municipal election shall be held on the first Tuesday in December at
7 p.m. or such other date and time as determined by the Clerk.
c) Approval of the Meeting Schedule
i) Prior to January 1 of every year, Council approves a Meeting
schedule of Council and Standing Committees for each calendar
year, which may be amended. The Meeting Schedule is made
available to the public on the Town’s website.
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ii) The Meeting schedule of Committees is determined by its
Members, in accordance with each Committee’s Terms of
Reference and/or prescribed mandate.
d) Location of Meetings
i) Meetings shall take place at Town Hall, or at another location within
the municipality or adjacent to the municipality, as authorized by
the Mayor or by Council, or as provided for in the Municipal Act,
2001 when Notice is given.
e) Schedule of Meetings
i) Meetings shall take place in accordance with the Meeting Schedule
as prepared by the Clerk and approved by Council.
ii) All Council Meetings will generally be held on the fourth Tuesday of
each month at 7 p.m. and General Committee Meetings will
generally be held on the first and third Tuesday of each month at 7
p.m. Where a Council Meeting day is a public or civic holiday,
Council will meet at the same hour on the Wednesday immediately
following the holiday.
iii) Unless otherwise determined by the Clerk, Council Closed Session
will be scheduled at 5:45 p.m. immediately prior to a Council or
General Committee Meeting, and will recess or adjourn at least ten
(10) minutes prior to the scheduled time of the meeting.
f) Public Planning Meetings
i) Council will meet on the second Tuesday of each month at 7 p.m.
for a Council Meeting to consider development-related applications
and other matters that have been submitted under the Planning Act,
R.S.O. 1990, c. P.13, as amended.
g) Quorum
i) A majority of Members shall constitute a Quorum.
ii) As soon as there is a Quorum after the time appointed for
commencement of a Meeting, the Mayor or Chair will call the
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Meeting to order. If a Quorum is not present 30 minutes after the
time appointed for commencement of a Meeting, the Clerk shall
indicate that no Quorum is present and the Meeting shall not
commence.
iii) If during the course of a Meeting, Quorum is lost, the Chair shall
declare that the Meeting shall be adjourned until the date of the
next scheduled Meeting. The agenda items are deemed to be
deferred to the next scheduled Meeting.
h) Late Arrival
i) If a Member arrives late at a Meeting, any prior discussion is not
reviewed without the consent of the Members present.
i) Electronic Participation (section added per By-law No. 6275-20)
i) Any member may participate electronically in a Meeting that is
open to the public or in Closed Session.
ii) Any Member who is participating electronically in a Meeting shall
be counted in determining whether or not a Quorum is present at
any point in time during the Meeting.
iii) For staffing and scheduling purposes, any Council Member who is
participating electronically in a General Committee or Council
Meeting shall notify the Clerk, at least twenty-four (24) hours prior
to the General Committee or Council Meeting.
iv) Delegates may participate electronically in a Meeting, by
completing and submitting an Electronic Delegation Request Form
to clerks@aurora.ca, in accordance with the Delegation protocols
and submission deadlines outlined in this by-law.
v) A Member who participates electronically in a Meeting shall have
the same rights and responsibilities as if they were in physical
attendance, including the right to vote.
vi) Electronic participation in a Meeting shall be conducted by way of
electronic means, including, but not limited to, audio
teleconference, video teleconference, or by means of the internet,
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following instructions provided by the Clerk in order to ensure that a
Meeting may proceed in the most transparent and successful
manner under the current timelines and circumstances.
21. Notice of Meetings
a) General Provisions
i) The Clerk gives Notice of a Meeting by:
(a) Posting the annual approved schedule of Meetings; or
(b) Using the Town’s social media accounts and website; or
(c) Publishing Notice on the Town’s regular advertising page in
the local newspaper; or
(d) Providing the agenda to Members and the public; or
(e) All of the above.
ii) Every Notice of a Meeting shall indicate the date, time and place of
the Meeting, and the contact information for the Clerk’s office.
iii) Nothing in this Procedure By-law shall prevent the Clerk from using
more extensive methods of Notice.
iv) Nothing in this Procedure By-law shall prevent the Clerk from using
longer timeframes for providing Notice.
b) Special Meetings of Council or General Committee
i) A special Meeting of Council or General Committee may be called
by the Mayor at any time. A special Meeting of Council or General
Committee is limited to business matters included in the Notice of
Meeting.
ii) Upon receipt of a written petition from a majority of the Members of
Council, the Clerk will summon a special Meeting of Council or
General Committee for the specific purpose and time identified in
the petition.
iii) In addition to the general Notice provisions in this Procedure By-
law, the Clerk shall give Notice of a special Meeting of Council or
General Committee by providing an agenda at least twenty-four (24)
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Town of Aurora Procedure By-law Effective January 1, 2020
hours prior to the Meeting or if the Meeting is to be scheduled in
less than twenty-four (24) hours, then by providing an agenda at the
first opportunity to do so.
c) Workshop Meetings
i) The Mayor and/or CAO may hold a Workshop Meeting for Members
of Council to discuss issues in an informal venue. With the
exception of Procedural Matters, no Motions are passed.
ii) A record describing, in general terms, the Meeting and the subject
matter discussed is made at all Workshop Meetings and placed on
a future Council agenda to be received only for the purposes of
information.
iii) In addition to the general Notice provisions in this section of the
Procedure By-law, the Clerk shall give Notice of a Workshop
Meeting by providing an agenda at least twenty-four (24) hours
prior to the Meeting.
iv) Delegations shall not be permitted at Workshop Meetings.
d) Cancellation or Postponement of Meetings
i) A Meeting may be cancelled or postponed where it is known in
advance that Quorum will not be achieved, by Council Resolution, in
the event of an emergency or Emergency Weather Event, or where
the Meeting is no longer required, as deemed by the CAO.
ii) Where possible, the Clerk shall give Notice of cancellations or
postponements of Meetings by:
(a) Providing Notice to each Member by email notification no
less than forty-eight (48) hours prior to the time set for the
Meeting; or
(b) Providing Notice to the public no less than 3 hours by:
Posting a Notice on the Town website;
Sending a Notice via the Town’s social media accounts;
Posting a Notice on the Town’s regular advertising page in
the local newspaper, if time permits; and
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Where (c) cannot be achieved, posting a Notice at the main
entrance to Town Hall.
(c) Notwithstanding subsection 19.d) ii), in the case of an
emergency or an Emergency Weather Event, the Clerk shall
provide Notice to each Member and the public as soon as
practically possible.
iii) Meetings of Committees may be cancelled or postponed by the
Clerk, recording secretary, Chair or other assigned person where
Quorum cannot be achieved, by Committee resolution, or in the
event of an emergency or Emergency Weather Event.
e) Invalidation of Notice of Meeting
i) If a Meeting Notice is substantially given, but varies from the form
and manner provided in this Procedure By-law, the ability to hold
the Meeting and the actions taken at the Meeting are not
invalidated.
21.1 (Former section 20.1 removed per By-law No. 6275-20)
22. Closed Session
a) Matters of Closed Session
i) Council or a Committee may, by Resolution, close a Meeting or part
of a Meeting to the public in accordance with section 239 of the
Municipal Act, 2001.
ii) Council or a Committee may also resolve into a Closed Session to
the public for the following purposes:
(a) An ongoing investigation respecting the Municipality, a Local
Board or a municipally-controlled corporation by the
Ombudsman appointed under the Ombudsman Act, an
Ombudsman referred to in subsection 223.13 (1) of the
Municipal Act, 2001, or the investigator referred to in
subsection 239.2 (1) of the Municipal Act, 2001.
b) Notice of Closed Session
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Town of Aurora Procedure By-law Effective January 1, 2020
i) Where a matter may be considered by Council or General
Committee for discussion in Closed Session, wherever possible,
written Notice by way of a published agenda will include:
(a) The fact that the Meeting will be closed to the public as
provided for in the Municipal Act, 2001; and
(b) The general nature of the matter to be considered at the
Closed Session.
c) A Motion to close a Meeting or part of a Meeting to the public shall state
the:
i) Intention to close the Meeting to the public; and
ii) General nature of the matter to be considered at the Closed
Session, and the grounds for closing the Meeting as set out in the
Municipal Act, 2001.
d) Voting during Closed Session
i) Only votes relating to procedural matters or direction to staff may
be taken during a Closed Session, unless otherwise authorized.
e) Upon completion of the Closed Session:
i) The Members shall immediately reconvene in open session;
ii) The Mayor shall report any outcomes on the Closed Session as
necessary; and,
iii) If applicable, the Members shall vote on any Resolution(s)
originating from the Closed Session.
f) Reporting Out and Confidentiality of Closed Session Discussions
i) Any required vote will occur following the Closed Session
discussion of a Council or Committee Meeting.
ii) Public General Committee and Council Closed Session agendas,
minutes or reports shall provide sufficient detail without
detrimentally affecting the confidentiality of the matter(s)
discussed in Closed Session and the position of the Municipality.
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iii) Minutes of a Closed Session shall be presented for adoption at a
scheduled Meeting of Council that does not occur on the same day.
iv) No Member shall disclose or discuss, through written, electronic or
verbal communication or any other means, to any individual or
corporate third party, any information that has been or will be
discussed at a Closed Session of Council or a Committee until such
time that Council or a Committee has determined or has been
advised by staff that the matter, or any part of the matter, may be
made public, subject to review by the head or designate under the
Municipal Freedom of Information and Protection of Privacy Act or if
directed to do so by a court.
g) (section removed per By-law No. 6350-21)
h) Closed Meeting Investigation
i) A person may request that an investigation be undertaken to
determine whether Council or Committee complied with the
requirements of the Municipal Act, 2001 and this Procedure By-law
in respect of a Meeting or part of a Meeting closed to the public. A
person may initiate such a request by submitting a written request
to the Town Clerk.
23. Speaking Order and Limit
a) The Chair shall maintain a list of Members who have requested to speak
or ask questions. The Chair shall designate Members to speak or ask
questions in the order in which they appear on the list. The Chair shall give
priority to Members who have not spoken to the matter previously.
b) At Committee Meetings, Members are permitted to speak two (2) times on
a matter, the first time being for a maximum of ten (10) minutes, and the
second time being for a maximum of five (5) minutes; and
c) At Council Meetings, Members are permitted to speak two (2) times on a
matter for a maximum of five (5) minutes each time.
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24. Rules of Debate
a) Members’ comments are relevant to the matter of business before Council
or a Committee. Members should avoid comments intended to be
statements or assertions.
b) Any Member may require a Motion or question under discussion to be
read at any time during the debate but not so as to interrupt the Member
speaking.
c) Members shall express themselves succinctly without repetition.
d) Questions may be asked only of:
i) The Chair;
ii) Staff;
iii) A previous speaker; and,
iv) A delegation.
25. Order of Business – General Committee
a) The order of business of General Committee is set out in the agenda, as
follows, where provided for:
i) Approval of the Agenda
ii) Declarations of Pecuniary Interest and General Nature Thereof
iii) Community Presentations
iv) Delegations
v) Consent Agenda
vi) Advisory Committee Meeting Minutes
vii) Consideration of Items Requiring Discussion (Regular Agenda)
viii) Notices of Motion
ix) New Business
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x) Closed Session
xi) Adjournment
26. Order of Business – Council
a) The order of business for the Council is set out in the agenda as follows,
where provided for:
i) Approval of the Agenda
ii) Declarations of Pecuniary Interest and General Nature Thereof
iii) Community Presentations
iv) Delegations
v) Consent Agenda
vi) Standing Committee Reports
vii) Consideration of Items Requiring Discussion (Regular Agenda)
viii) Motions
ix) Regional Report
x) New Business
xi) Public Service Announcements
xii) By-laws
xiii) Closed Session
xiv) Confirming By-law
xv) Adjournment
27. Order of Business – Other
a) The order of business for any other meeting type is at the discretion of the
Clerk.
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28. Record of Meetings
a) The Clerk records the minutes of Meetings of General Committee and
Council without note or comment. The minutes record:
i) The date, time and location of the Meeting;
ii) The name of the Chair and a record of the attendance at the
Meeting;
iii) The name and nature of presenters and Delegations; and
iv) All Resolutions, decisions and other proceedings of the Meeting;
b) Minutes of Committees, excluding standing Committees are submitted to
General Committee for receipt.
c) The receipt of Committee minutes, excluding standing Committee
minutes, by Council does not constitute endorsement by the Town of any
recommendations or actions contained in the minutes.
d) A General Committee report is submitted to the next regular Council
meeting for consideration of the recommendations to Council. The report
from General Committee that is presented to Council shall not contain the
mover or seconder on each item but rather shall only show
recommendations endorsed by the General Committee.
e) Minutes of each Meeting of Council are presented to the subsequent
regular Meeting of Council for approval. The approved minutes form the
official record of the Meeting.
f) After the Council Meeting minutes have been approved by Council, they
shall be signed by the Mayor and Clerk.
g) Approved minutes of Council, including the report of the General
Committee, will be posted on the Town’s website as they become
available.
h) The Clerk shall ensure that the minutes of each Meeting are made
available to Members within a reasonable amount of time after the
holding of such Meeting.
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29. Changes in Order of Agenda
a) The business of General Committee and Council is dealt with in the order
stated on the published agenda, unless Council consents to changing the
order.
30. Declarations of Pecuniary Interest
a) Members are required to make declarations of pecuniary interest in
accordance with the requirements of the Municipal Conflict of Interest Act
and/or other relevant legislation and shall refrain from speaking to and
voting on the matter. At a Meeting at which a Member discloses a
pecuniary interest, or as soon as possible afterwards, the Member shall
file a written statement of the interest and its general nature with the Clerk
or the secretary of the Committee or Local Board.
b) A public registry of all declarations of pecuniary interest will be maintained
by the Clerk in accordance with the Municipal Conflict of Interest Act.
c) Where a Meeting is not open to the public, in addition to complying with
the requirements set out in the Closed Session section of this Procedure
By-law, the Member shall leave the Meeting or the part of the Meeting
during which the matter is under consideration.
d) Where the interest of a Member has not been disclosed by reason of the
Member’s absence from a particular Meeting, the Member shall disclose
the Member’s interest and otherwise comply at the first Meeting of
Council or Committee, as the case may be, attended by the Member after
the particular Meeting.
e) The Clerk shall record the particulars of any disclosure of pecuniary
interest and general nature thereof made by a Member, and this record
shall appear in the minutes of that Meeting.
31. Staff and Community Presentations
a) Staff Presentations
i) Staff presentations, if related to a report on the agenda shall occur
at the time the report is discussed. Presentations by Staff at
Meetings shall be a maximum of ten (10) minutes.
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b) Community Presentations
i) Community Presentations may be made by third-parties invited by
staff to Council or General Committee on matters of interest to the
Town. Such presentations are received or presented by the Chair.
ii) Requests to be added to the Community Presentations section of
an agenda shall be submitted to the Clerk at least three (3) weeks
prior to the Meeting date.
iii) Any accompanying materials must be submitted to the Clerk in an
electronic format at least three (3) business days prior to the
Meeting date.
iv) Community Presentations may be up to five (5) minutes. The
consent of Council or General Committee is required to extend a
presentation beyond five (5) minutes.
v) The Clerk may limit the frequency and/or number of times a group
or individual may appear before General Committee or Council.
32. Delegations at Meetings of Council and General Committee
a) General Provisions
i) Delegates shall be encouraged to appear at the appropriate
Committee first rather than Council.
ii) Anyone wishing to appear before General Committee shall register
as a delegate by submitting the prescribed form to the Clerk no
later than 9 a.m. on the scheduled Meeting date.
iii) Anyone wishing to appear before Council shall register as a
delegate by submitting the prescribed form to the Clerk no later
than 9 a.m. one (1) business day prior to the scheduled Meeting
date.
iv) Delegates shall advise the Clerk that the audio-visual equipment
will be required and shall submit supporting material to the Clerk
for approval in an electronic format no later than 4:30 p.m. on the
Friday prior to the Meeting date.
By-law No. 6228-19, as amended Page 32 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
v)Delegates requesting specific financial assistance or services in-
kind from General Committee or Council shall be directed to a
Budget Committee meeting. Requests made outside the Budget
Committee Meeting must include a detailed written request to the
Clerk prior to the Meeting, which will be forwarded to the
appropriate department for review. A decision will not be made at
the Meeting where the Delegation is heard.
vi)The Clerk shall give due consideration to the length of the agenda
and the number of Delegations and shall advise to the requester the
earliest possible date when his/her Delegation may be
accommodated. A limit of four (4) Delegations will be considered at
a Meeting of General Committee, and two (2) Delegations will be
considered at a Meeting of Council.
vii)The Clerk may limit the frequency and/or number of times a group
or individual may appear before General Committee or Council.
viii)Delegation requests received after the deadline or limit has been
reached will be acknowledged by the Clerk but not placed on an
agenda.
ix)Delegations at General Committee and Council Meetings shall be
on a subject that is within the jurisdiction or influence of local
government. Delegations at a Meeting of Council shall be related to
an item of business on the agenda.
x)Delegations regarding active planning applications will not be
permitted at a Council Meeting
xi)Delegates shall refrain from making statements or comments that
are, in the opinion of the Chair, frivolous or vexatious in nature.
xii)Delegates who share the same position on a matter or are from the
same organization, are encouraged to speak in one delegation.
xiii)Delegates shall be restricted to a speaking limit of five (5) minutes,
regardless of whether they are representing an organization,
association or other group.
By-law No. 6228-19, as amended Page 33 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
xiv)The consent of Council or General Committee is required to grant a
delegate one (1) extension of up to five (5) minutes at a Council or
General Committee Meeting, and to consider more than two (2)
Delegations at a Council Meeting.
xv)Delegates who appear before General Committee are not permitted
to make a Delegation in relation to the same item at the following
Council Meeting, but may submit written material to Members of
Council through the Clerk’s Office.
b)Conduct of Delegates
i)Delegates shall not make detrimental, offensive or insulting
comments, or speak ill of, or malign the integrity of Staff, the public,
Council or Committee or other external public agencies.
ii)Delegates who contravene this section will not be permitted to
finish their delegation and will be asked by the Chair to take their
seat in the audience.
c)Delegations at Council Meetings
i)Anyone wishing to speak on an item that is not on the Council
agenda may be placed on a Committee agenda to address an issue
that is not on the Council agenda.
d)Delegations at Public Planning Meetings
i)Any person may speak on a matter on the agenda at a Public
Planning Meeting. The delegate shall not speak for more than five
(5) minutes, but may have an opportunity to speak more than once
on the agenda item.
33.Consent Agenda
a)Consent Agenda will include the following items that do not have
presentations or Delegations:
i)Receipt of the Minutes (i.e., Special Council, Workshop, Closed
Session) (Council Meeting agenda only);
ii)Procurement items that are within the approved budget;
By-law No. 6228-19, as amended Page 34 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
iii) Communications addressed to Council;
iv) Information reports requested by Council through motions; and
v) Items as directed by the CAO or Clerk.
b) Questions of clarification may be asked by Members about any consent
item during the adoption of the Consent Agenda without requiring a
separate vote.
c) Members shall identify any items contained on the Consent Agenda which
they wish to speak to and the matter shall be extracted from the Consent
Agenda to be dealt with separately under Consideration of Items Requiring
Discussion (Regular Agenda).
d) In the event that a Member declares a pecuniary interest on an item that is
included on the Consent Agenda, that item shall be considered under
Consideration of Items Requiring Discussion (Regular Agenda).
e) Items on the Consent Agenda or the balance of the items, as the case may
be, shall be adopted in one Motion.
34. Notice of Motion
a) A Member desiring to introduce a subject for discussion by Council will
provide the proposed Notice of Motion to the Clerk in writing for inclusion
in a regular agenda of General Committee by 12 p.m. on the Wednesday
prior to the meeting.
b) The Motions will be included on the next Council agenda for consideration
and disposition. Motions that are not in order, as determined by the Clerk,
will not be included.
c) Closed Session Notices of Motion may be published as part of a General
Committee or Council agenda to fulfil Notice provisions. The subsequent
Motion will be brought forward to the next scheduled Council Closed
Session meeting, or to a meeting agreed to by the authoring Member and
the Clerk.
By-law No. 6228-19, as amended Page 35 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
d) The CAO or Staff may be requested to comment on the Motion raised in
this section, but no staff report will be prepared unless the Motion, once
adopted by Council, is referred to staff for a further report.
e) It is the duty of the Member to:
i) Prepare the proposed Motion in writing
ii) Submit the proposed Motion to the Clerk
iii) Ensure the content of the proposed Motion allows for it to be
published on a public agenda.
35. Regional Report
a) The representative of the Town on Regional Council will provide a report at
regular Meetings of Council on matters of interest to the Town, when
available.
36. New Business
a) Any Member of Council or a Committee, at any Meeting, may present and
introduce any matter of new business during the New Business portion of
the Meeting, and shall have regard to the following guidelines:
i) Members are encouraged to raise operational matters prior to the
Meeting through the CAO, Director or appropriate Staff;
ii) Members are discouraged from raising substantive policy matters,
in particular consideration of corporate policies or by-laws; and,
iii) Members of Council are encouraged to raise announcements and
community events under the Public Service Announcements
portion of the Council agenda.
37. Public Service Announcements
a) Members may speak for no more than three (3) minutes on public service
announcements and community events, unless the consent of Council is
granted.
By-law No. 6228-19, as amended Page 36 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
38. By-laws
a) By-laws are considered by Council and approved by Motion.
b) Every by-law adopted by Council is done so under the seal of the Town
and signed by the Clerk and the Mayor.
c) All by-laws shall be given first, second and third readings in a single
Motion, unless a Member wishes to discuss the contents of a by-law, at
which time the subject by-law shall be removed from the Motion and dealt
with separately.
d) The following types of by-laws may be presented directly to Council
without an accompanying staff report:
i) Those directed to be presented directly to Council by General
Committee or Council;
ii) The appointment of statutory positions, staff for by-law inspection,
municipal law enforcement and provincial offences administration;
iii) Consolidation of by-laws or housekeeping amendments;
iv) General by-laws where the purpose and intent of the by-law has
been clearly authorized by a previous resolution;
v) A by-law to levy interim property taxes;
vi) A by-law to set tax rates in accordance with the approved budget;
vii) Part-lot control by-laws;
viii) Assumption by-laws;
ix) A by-law to establish a public highway;
x) Minor amendments resulting from changes to provincial enabling
legislation; and,
xi) Other administrative by-laws deemed appropriate by the CAO.
e) Every Council Meeting shall be confirmed by by-law so that every decision
of Council at that Council Meeting and every Resolution of the Meeting
By-law No. 6228-19, as amended Page 37 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
shall have the same force and effect as if each and every one of them had
been the subject matter of a separate by-law duly enacted.
f) All amendments to any by-law approved by Council shall be deemed to be
incorporated into the by-law and if the by-law proposing the amendment is
enacted by Council, the amendments shall be inserted by the Clerk.
g) All by-laws, including the confirming by-law, shall be voted on prior to
Adjournment.
39. Adjournment
a) No item of business shall be considered at a Meeting of Council or
General Committee after 10:30 p.m. unless a majority of the Members
present enact a resolution to extend the hour. The Resolution must include
a proposed time for adjournment of the Meeting.
40. Correspondence
a) Where correspondence is not requested to be included in a Council or
General Committee agenda, it is circulated by the Clerk to Members, the
CAO, Directors and applicable Staff for their information, and forms a part
of the Clerk’s records.
b) Where correspondence has been requested to be included on a Council or
General Committee Meeting agenda or on the request of a Member to the
Clerk, correspondence is placed on the General Committee meeting
agenda for consideration. Where required due to urgency or timing,
correspondence may be considered directly by Council as an Additional
Item.
c) The Council’s receipt of correspondence does not constitute endorsement
of the correspondence by the Town of any recommendations it may
contain or actions it may advocate.
41. Petitions
a) Petitions may be submitted to the Clerk and will include a minimum of two
(2) persons and their respective addresses unless otherwise required by
law, and a clear statement of the purpose for the petition.
By-law No. 6228-19, as amended Page 38 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
b) If the petition meets the requirements of the Petition Policy and/or any
other related Town Policies, the request conveyed in the petition will be
considered by General Committee for disposition. Where required due to
urgency or timing, petitions may be considered directly by Council.
c) Staff may prepare recommendations related to the matter for Council’s
consideration.
d) The Town is not accountable for the accuracy or reliability of petitions that
are submitted.
42. Motions from Other Municipalities
a) All requests for endorsement of resolutions from other municipalities will
be electronically circulated to Council and acknowledged by the Clerk, with
the advice that the Town does not take action on resolutions received
from other municipalities, but rather makes its position known through the
appropriate municipal association, or alternatively, directly to the relevant
Minister or government leader.
b) A Member of Council may request that a resolution from another
municipality be added to a General Committee agenda for consideration.
c) The Council’s receipt of resolutions from other municipalities does not
constitute endorsement by the Town of any recommendations or actions
they may contain.
43. Motions – Impact on Corporate Resources
a) The CAO will advise on the appropriate means of disposition for matters
that make an impact on administration.
b) Council is not required to pass a Motion that makes an impact on
corporate resources where a matter:
i) Has already been approved by Council;
ii) Is considered by the CAO to be minor in nature; and/or,
iii) Falls within existing service levels.
By-law No. 6228-19, as amended Page 39 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
44. Procedures Concerning Motions
a) General Rules
i) Every Motion in any Meeting of Council or Committee requires a
mover and a seconder.
ii) When duly moved and seconded, every Motion, other than a Motion
to adjourn, recess, table or suspend the rules of this Procedure By-
law, is open for discussion.
iii) No debate is permitted on any Motion or amending Motion until it
has been properly seconded.
iv) A Member may move a Motion in order to initiate discussion and
debate, but vote in opposition to the Motion. A seconder of the
Motion may vote against the Motion.
v) A Motion or amending Motion may not be withdrawn without the
consent of the mover and seconder.
vi) The Chair of a Meeting of Council or a Committee will not move or
second a Motion.
All Members of Council or a Committee will vote on all Motions
except in the instance where the Member refrains from voting on an
issue due to a declaration of a pecuniary interest in the matter by
the Member. If any Member does not vote, he/she will be deemed
as voting in the negative (except where prohibited from voting by
statute).
b) Motion under Debate
i) When a Motion is under debate, no other Motion may be considered
except for the following Motions, to be considered in the listed
order of priority:
(a) To adjourn;
(b) To recess;
(c) To table an item;
(d) To put the question to a vote or call the vote;
By-law No. 6228-19, as amended Page 40 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
(e) To defer;
(f) To refer;
(g) To amend.
c) Motion to Adjourn
i) A Motion to adjourn means a Motion to end a Meeting.
ii) A Motion to adjourn is not debatable and shall always be in order
except when:
(a) Another Member is in possession of the floor;
(b) A vote has been called; or
(c) Members are voting.
iii) A Motion to adjourn is not amendable, except when moved to set
future time for adjourning.
iv) A Motion to adjourn shall take precedence over any other Motion
and shall be put immediately without debate.
d) Motion to Recess
i) A Motion to recess means to suspend a meeting for a specific
length of time.
ii) A Motion to recess when other business is before the Meeting:
(a) Specifies the length of time of the recess;
(b) Is debatable as to the length or timing of the recess; and
(c) Can only be amended with respect to the length of the
recess.
e) Motion to Table
i) A Motion to table means to postpone a matter without setting a
definite date for future discussion for a matter. A tabled Motion
that has not been decided on by Council during the term of Council
in which the Motion was introduced is deemed to have been
withdrawn.
ii) A Motion to table:
By-law No. 6228-19, as amended Page 41 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
(a) Is not to be amended or debated; and
(b) Applies to the Motion and any amendments thereto under
debate at the time when the Motion to table was made.
iii) If the Motion to table carries, in the absence of any direction from
Council, the matter may not be discussed until the CAO, or a
Member through a Motion, brings it forward to a subsequent
Meeting.
f) Motion “To Put the Question to a Vote” or “To call the Vote”
i) A Motion “To Put the Question to a Vote” or “To call the Vote”
means to stop debate and immediately proceed to vote on the
Motion.
ii) Any Member may request the Chair “To Put the Question to a Vote”
or “To call the Vote” by presenting a Motion that the question “now
be put to a vote.” A Motion to put the question to a vote must:
(a) Be seconded;
(b) Is not open to debate;
(c) Immediately put to a vote without debate;
(d) Requires a 2/3 majority vote to close debate.
g) Motion to Refer
i) A Motion to refer means to direct a matter under discussion by
Council or a Committee to Staff or another Committee for further
examination or review.
ii) A Motion to refer a matter under consideration to a Committee or
to Staff:
(a) Shall be debatable as to the rationale of referring, and
cannot go into the merits of the Motion or subject being
referred; and
(b) May be amended as to the Committee or group to whom it is
being referred, as to the time the Committee or Staff reports
back, and as to directions given to the Committee or Staff;
and
By-law No. 6228-19, as amended Page 42 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
(c) Includes the terms on which the Motion is being referred and
the time at which the matter is to be returned; and
(d) Includes the reasons for the referral.
iii) This Motion may be delayed by the Chair in order to permit
Members on the speaking list to speak.
h) Motion to Defer
i) A Motion to defer means to postpone all discussion on a matter
until a future date or time, one which is established as part of the
Motion.
ii) A Motion to defer to a certain time or date:
(a) Is open to debate as to advisability of postponement and
cannot go into the merits of the Motion or subject being
postponed; and
(b) May be amended as to the time or date to which the matter
is to be deferred.
iii) This Motion may be delayed by the Chair in order to permit
Members on the speaking list to speak.
i) Motion to Amend
i) The purpose of this Motion is to modify a Motion. It cannot be used
to directly contradict or negate the effect of another Motion.
ii) A Motion to amend:
(a) Is open to debate; and,
(b) Is to be relevant to the main Motion; and
(c) Is applied to a Motion at one time, and that amendment may
be amended [by a secondary amendment], which then
cannot be amended.
iii) If a Motion to amend is not considered a Friendly Amendment, then
the Motion to amend:
By-law No. 6228-19, as amended Page 43 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
(a)If more than one Motion, will be put to a vote in the reverse
order to that in which they were moved;
(b)Will be decided upon or withdrawn before the main Motion is
put to the vote;
(c)Will not be amended more than once, provided that further
amendments may be made to the main Motion; and,
(d)Will not be directly contrary to the main Motion.
j)Motion Containing Two or More Matters
i)When the Motion under consideration concerns two (2) or more
matters, the Chair, upon the request of any Member, will direct that
the vote upon each matter be taken separately. Such request may
also be made by the Chair.
ii)A vote on the main Motion or the Motion, as amended, may be split
for the purpose of complying with the Municipal Conflict of Interest
Act, or at the discretion of the Chair.
k)Withdrawal of Motion
i)A request to withdraw a Motion:
(a)May only be made by the mover of the Motion;
(b)Requires consent of the seconder of the Motion; and,
(c)Is in order any time during the debate.
l)Adoption in a Single Motion
i)One or more items on an agenda may be adopted in a single
Motion.
45.Voting
a)General Rules
i)After a Motion is finally put to a vote by the Chair, no Member
speaks to it nor will any other Motion be made until after the vote is
taken and the result has been declared.
ii)All Members of Council or a Committee will vote on all Motions.
Failure by any Member to announce his/her vote openly and
By-law No. 6228-19, as amended Page 44 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
individually, including an “abstention,” is deemed to be a vote in the
negative.
iii) Each Member present and voting announces or indicates his/her
vote upon the Motion openly and individually, and no vote is taken
by ballot, or any other method of secret voting.
b) Majority Vote
i) A majority means more than half of the Members present, or:
(a) If 7 Members present: 4
(b) If 6 Members present: 4
(c) If 5 Members present: 3
ii) Unless this Procedure By-law states otherwise, a matter passes
when a majority of Members present vote in the affirmative.
iii) Where required in this Procedure By-law, a two-thirds majority
means 2/3 of the Members present, or:
(a) 2/3 of 7: 5
(b) 2/3 of 6: 4
(c) 2/3 of 5: 4
(d) 2/3 of 4: 3
c) Tie Vote
i) Any Motion on which there is a tie vote is deemed to be defeated.
d) Recorded Vote
i) A recorded vote is only permitted at Council Meetings and will be
taken at the request of a Member prior to the commencement of
the vote being taken or immediately thereafter.
ii) A Member of Council’s failure to participate in a recorded vote
when he/she has not declared a pecuniary interest is deemed to be
a negative vote.
iii) A recorded vote at Council Meetings will be taken as set out in a) or
b) below:
By-law No. 6228-19, as amended Page 45 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
(a) Each Member announces his/her vote openly, and the Clerk
records his/her vote in the minutes. Votes are called in
random order as determined by the Clerk.
(b) Each Member first indicates his/her vote by using an
electronic device. Each Member’s vote is then electronically
displayed on a screen, and the Clerk announces the outcome
of the vote and records each Member’s vote in the minutes.
iv) Notwithstanding recorded votes, a record or notation of a
Member’s opposition to an issue is not recorded in any Meeting
minutes.
46. Reconsideration of a Matter
a) Council cannot reconsider a matter until six (6) months have passed from
the date of the matter’s original disposition by Council, except upon a vote
in the affirmative of two-thirds majority of the Members present.
b) Decisions which contractually bind the Town shall not be reconsidered.
c) A Motion to reconsider shall be introduced by way of a Notice of Motion
and considered either at the next Council Meeting or at a special Meeting
called to reconsider the Motion unless the Council, without debate,
dispenses with the requirement for a Notice of Motion on a two-thirds
vote.
d) A Motion to reconsider is debatable, which debate will be restricted to the
rationale for reconsidering the matter, and no debate of the main Motion
shall be allowed until the Motion for reconsideration is carried.
e) Once the reconsideration Motion has carried, the matter is reopened in its
entirety unless the reconsideration Motion specifies otherwise.
f) If the matter is reopened, all previous decisions of the Council remain in
force until the Council decides otherwise.
g) No Motion to reconsider may, itself, be the subject of a Motion to
reconsider.
h) Notwithstanding the time period set out in s. 45 (a), if a Council matter
was lost as a result of a tie vote due to an absent Member, the matter may
By-law No. 6228-19, as amended Page 46 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
be reconsidered at the next Council meeting via a Motion to reconsider
carried by a majority of the Members present.
47. Point of Order
a) A Member may interrupt the person who has the floor to raise a Point of
Order when such Member feels that there has been:
i) A deviation or departure from this Procedure By-law; or
ii) A deviation from the matter under consideration and the current
discussion is not within the scope of the proposed Motion.
b) Upon hearing such Point of Order, the Chair decides and states his/her
ruling on the matter.
c) Upon hearing the Point of Order ruling, a Member only addresses the Chair
for the purpose of appealing the Chair’s decision to the Council or a
Committee.
d) If no Member appeals, the decision of the Chair is final.
e) If a Member appeals the Chair’s ruling to the Council or a Committee, the
Member has the right to state his/her case, the Chair has the right to reply
and the Council or Committee decides the question of whether the
decision of the Chair be sustained without further debate. The decision of
the majority of the Members who are present at the Meeting is final.
48. Point of Personal Privilege
a) A Member may rise at any time on a Point of Personal Privilege where
such Member feels that the health, safety, rights, or integrity of his/her
own person, the Council, a Committee Member, Staff or anyone present at
the Meeting has been called into question by another Member or by
anyone present at the Meeting.
b) Upon hearing such Point of Personal Privilege, the Chair decides and
states his/her ruling on the matter.
c) Where the Chair rules that a breach of privilege has taken place, he/she
demands that the offending Member or individual apologize and, failing
By-law No. 6228-19, as amended Page 47 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
such apology, requires said Member or individual to vacate the Meeting
room for the duration of the Meeting.
d) With the exception of providing an apology, the Member addresses the
Chair for the purpose of appealing the Chair’s ruling of a breach of
privilege to the Council or a Committee.
e) If no Member appeals, the decision of the Chair is final.
f) If a Member appeals the Chair’s ruling to the Council or a Committee, the
Member has the right to state his/her case, the Chair has the right to reply
and the Council or Committee decides the question of whether the
decision of the Chair be sustained without further debate. The decision of
a majority of the Members who are present at the Meeting is final.
49. Public Record
a) All communications that the Clerk receives about a matter on the agenda
of a public or open Meeting will form part of the public record. Personal
information and opinions in communications are part of the public record
unless the author of the communication requests the removal of his/her
personal information when submitting it, or where confirmed by the Clerk.
50. Administrative Authority of Clerk
a) The Clerk is authorized to amend by-laws, minutes and other Council and
Committee documentation for technical, typographical or other
administrative errors and omissions for the purpose of ensuring an
accurate and complete record of proceedings.
b) The Clerk is authorized to create and amend an annotated version of the
Procedure By-law from time to time, to assist Members in complying with
the rules as enforced and interpreted.
51. Recording, Broadcasting and/or Live Streaming Meetings
a) All Meetings with a Quorum of Members shall be audio and/or visually
recorded, broadcast and/or live streamed publicly by the Town, with the
exception of Meetings closed to the public provided for in the Closed
Session section of this Procedure By-law.
By-law No. 6228-19, as amended Page 48 of 48
Town of Aurora Procedure By-law Effective January 1, 2020
b) All Meetings of Committee of Adjustment, Property Standards Committee,
and other quasi-judicial bodies or Committees of the Town shall be audio
and/or visually recorded, broadcast and/or live streamed publicly by the
Town, with the exception of Meetings closed to the public provided for in
the Closed Session section of this Procedure By-law.
c) Attendees using their own recording, broadcasting and/or streaming
devices are encouraged to inform the Clerk or recording secretary to
ensure attendees at the Meeting are notified through the Chair.
d) The approved minutes of a Meeting will form the official record of the
Meeting. Any audio, video, or other record of the Meeting shall not be
considered an official record.
52. Review of Procedure By-law
a) Council shall review this By-law within the first six (6) months of the
second year of each term of Council.
b) The Clerk shall bring forward housekeeping amendments, as required or
as directed by Council.
53. Severability
a) Each and every one of the provisions of this Procedure By-law is severable
and if any provisions of this Procedure By-law should, for any reason, be
declared invalid by any Court, it is the intention and desire of Council that
each and every one of the then remaining provisions of this Procedure By-
law shall remain in full force and effect.
54. Enactment
a) By-law Number 6068-18 be and is hereby repealed.
b) This By-law shall come into full force and effect on January 1, 2020.
AURORA
yowrcis goo.G COWP449'
Section
Original Policy Date:
Effective Date:
Prepared By:
1. POLICY
Administrative Policies & Procedures
Council/Staff Communications
Policy No. 5
Administration
Information
Administration
April 6, 1988
January 29, 2013
Administration
Affects: All
Replaces: I Old Policy No. 5
Prior Revision Date: I August 23, 1989
Next Revision Date: i January, 2016
Approval Authority: j Council
In executing the office for which they were elected, Members of Council individually have a right to
make reasonable requests of the administration for documents or information available for any matter
affecting the municipality, its processes, its records, services, programs orinitiatives.
2. PURPOSE
The purpose of this policy is to establish procedures to govern the ways and means by which
members of Council gain access to information concerning Town business, and to describe the forms
of information which will be provided.
3. WHO TO CONTACT
A Council member who wishes to inquire into a certain matter or who wishes to obtain copies of
documents on file with the Town should address the inquiry to the appropriate Director. In the
absence of the Director, the request should be made to the C.A.O. Departmental staff are not to be
consulted for the purposes of making inquiries in any circumstances.
4. METHODS OF COMMUNICATION
Routine inquiries can be made in person, by telephone or by email. Unless copies of documents are
requested, the reply will usually be communicated in the same manner as the question.
Councillors requesting a written response town inquiry should submit same in writing.
Inquiries which will require extensive research and staff time, should be directed through Council.
Where doubt exists about the magnitude of effort required for responding to an inquiry, the C.A.O. or
Director should be consulted prior to any Notice of Motion or request to Council.
5. DOCUMENTS AND INFORMATION AVAILABLE
In general, members of Council have access to any documents on file with the Town save and
except:
5.1 Those documents protected from release by the provisions of the Municipal Freedom of
Information and Protection of Privacy Act (MFIPPA).
5.2 Copies of documents prepared by staff which are still in draft format (i.e. not approved by the
author for release) or documents which are to be provided to Councillors simultaneously at a
future time. (e.g. Agenda materials)
Town of Aurora — Administrative Policies & Procedures
Administration — Council/Staff Communications No.5 Page 2 of 2
5.3 Personnel files related to any specific employee, former employee, or applicant, or any
recruitment process.
5.4 Original files, drawings, or other documents will not be provided.
5.5 Material which should most appropriately be provided to all members of Council in a closed
6. TIME FOR RESPONSE
Members of Council can expect to receive a response to a routine inquiry generally within one
business day, although in practical terms, the response can usually be obtained in a shorter time.
Where a response cannot be provided within one business day, the member making the inquiry shall
be informed of the reasons for delay and the expected response date.
7. DISTRIBUTION OF RESPONSE AT DISCRETION OF STAFF
When the response to an inquiry made by a member of Council is to be communicated in written
format (e.g. a memo, or a copy of a file document), it shall be at the sole discretion of the CAO orthe
Director whether all other members of Council receive a copy of the response accompanied by a note
indicating the name of the Councillor making the requisition and the date of the requisition. The
decision shall be based on the perceived level of interest of Council, and the nature, sensitivity or
volume of the information requested. Likewise, the CAO may determine that the information would be
of public interest, and may add such information to a public agenda of the General Committee.
8. UPDATES
Minor administrative updates to this policy by the CAO are authorized, provided no material changes
affecting members of Council or changes which may have a material financial impact on the
corporation are made without Council approval.
Signed:
Neil Garbe, Chief Administrative Officer
2 F � -,)-e) /�
Date
The Municipal Freedom of Information and Protection
of Privacy Act and Councillors’ records
April 2016
INTRODUCTION
The Information and Privacy Commissioner of Ontario (IPC) sometimes decides appeals
relating to requests for access to records created or held by municipal councillors. The
Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) does not
expressly refer to records of municipal councillors and, therefore, before a determination
can be made on access to those records, the IPC must decide whether MFIPPA applies.
In making this decision, the IPC examines the specific facts of each case in light of a
number of principles.
The IPC has been calling for amendments to MFIPPA to clarify when it applies to these
records, including in August 2015, when the IPC wrote to the Minister of Municipal Affairs and
Housing setting out proposed amendments (this letter is available on the IPC’s website).
In the absence of amendments, however, the IPC is issuing this fact sheet, which explains
when and how councillors’ records are subject to MFIPPA.
WHEN ARE COUNCILLORS’ RECORDS SUBJECT TO MFIPPA?
Councillors’ records are subject to MFIPPA where:
1. a councillor is acting as an officer or employee of the municipality, or performs a duty
assigned by council, such that they might be considered part of the institution, or
2. the records are in the custody or control of the municipality.
WHEN IS A COUNCILLOR AN OFFICER OR EMPLOYEE OF A MUNICIPALITY?
A councillor is likely to have several roles, such as an individual constituent representative,
a politician, or a head or member of a municipal committee or board, such as a transit
corporation. Some of these roles may entail the councillor acting as an officer or employee,
while others do not.
FOI Fact Sheet 1
FOI FACT SHEET 1: THE MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT 2
AND COUNCILLORS’ RECORDS
The term “officer” refers to a “high ranking individual within the municipal civic service, who
exercises management and administrative functions, and who derives his or her authority
either from statute or from council” (IPC Order M-813).
The courts have found that elected members of a municipal council are not agents or
employees of the municipal corporation in all circumstances. This is consistent with the
treatment of Members of Provincial Parliament under the Freedom of Information and
Protection of Privacy Act (FIPPA).
In applying these principles, the IPC has found in many cases that municipal councillors
are not officers or employees of a municipal institution. For example, in Order MO-2821,
the IPC found that communications between municipal councillors about cycling issues
were not created in their capacity as officers or employees of the city. This office decided
that although the councillors were members of a city committee, the records did not relate
to the discharge of any special authority to act on behalf of the city. In Order MO-2824, the
IPC determined that the analysis of whether or not a councillor is an officer did not turn on
who the councillor communicated with, but rather in what capacity the councillor was
acting.
In other situations, the IPC has found that a councillor is an officer or employee of a
municipal corporation. For example, a mayor is an officer of a municipality, as he or she is
its chief executive officer (IPC Order MO-1403). Therefore, records created or received in
connection with his or her duties as a mayor are covered by MFIPPA, in the same manner
as the records of city employees or other officials of the city.
DOES THE MUNICIPALITY HAVE CUSTODY OR CONTROL OF THE RECORDS?
Even where a councillor is not an officer or employee of a municipal corporation, the IPC
may still find that the councillor’s records are subject to MFIPPA because they are in the
custody or control of the institution. These findings are based on section 4(1) of MFIPPA
that states “every person has a right of access to a record or part of a record in the
custody or under the control of an institution” unless specific exemptions apply.
A record does not need to be both in the custody and under the control of an institution,
but rather one or the other (IPC Order P-239).
The IPC has interpreted “in the custody or under the control” broadly, and considers a
number of factors in making a determination under section 4. These factors go beyond the
physical location of a record, and involve factors such as the purposes of the record, its
originator, and whether the record pertains to the institution’s mandate or functions. For
example, bare possession of municipal councillors’ records by itself may not establish that
a municipality has “custody or control” of those records. (City of Ottawa v. Ontario, 2010
ONSC 6835 (Div. Ct.)). For a list of some of the factors, please see Appendix A.
FOI FACT SHEET 1: THE MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT 3
AND COUNCILLORS’ RECORDS
In cases where the record is not held by an institution, such as where it is solely held by a
councillor, the IPC looks at the factors set out in Appendix A within the framework of the
following two-part test from Canada (Information Commissioner) v. Canada (Minister of
National Defence), 2011 SCC 25 (CanLII):
1. Do the contents of the record relate to the institution’s business?
2. Could the institution reasonably expect to obtain a copy of the record upon request?
On the second question, the Supreme Court of Canada stated:
…all relevant factors must be considered in order to determine whether the
government institution could reasonably expect to obtain a copy upon
request. These factors include the substantive content of the record, the
circumstances in which it was created, and the legal relationship between the
government institution and the record holder… The reasonable expectation
test is objective. If a senior official of the government institution, based on all
relevant factors, reasonably should be able to obtain a copy of the record,
the test is made out and the record must be disclosed, unless it is subject to
any specific statutory exemption. In applying the test, the word “could” is to
be understood accordingly (National Defence).
If you answer yes to each part of the two-part test above, then the records are in the control
of the municipality, MFIPPA applies, and the institution must issue an access decision.
RECENT IPC ORDERS
In finding that the City of Vaughan had control of toll road invoices held by councillors in
Order MO-2750, the IPC considered that:
• the city reimbursed the councillors for expenses incurred using the toll road because
the councillors incurred them in the conduct of city business. The city made the
reimbursements in accordance with city policy, and
• the city’s policy required the councillors to retain supporting invoices and entitled
the city to obtain copies of them on request
In Order MO-3281, the IPC found that an email sent from a councillor to an outside party
was under the control of the City of Oshawa because:
• the email’s content related to a city matter, namely the hiring of an investigator to
review allegations made by the city’s auditor general, and
• the email played a crucial role in the negotiations, which led to the hiring of the
investigator, it related directly to the city’s mandate and functions, and the city could
reasonably expect to obtain the email upon request
FOI FACT SHEET 1: THE MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT 4
AND COUNCILLORS’ RECORDS
In Privacy Complaint MC10-75 and MC11-18, the IPC found that emails received by the
chair of the Toronto Transit Commission (TTC) in his capacity as the chair were in the
custody or control of the TTC and the City of Toronto. The investigator’s findings were
based on the following:
• the city had enacted a code of conduct governing the conduct of members of
council sitting on boards which addressed confidentiality concerns
• the record was held by the city on a server maintained by the city, and
• the record related to a matter that fell within the city’s mandate and functions, and
was sent to the councillor as the chair of the TTC, who then passed the record on
to TTC staff for processing as a service complaint
In contrast, the IPC found in Order MO-2842 that a councillor’s communications with a
third party in relation to bringing a National Football League (NFL) team to the City of
Toronto were not in the city’s custody or control. In coming to this finding, the order noted:
• the records related to the councillor’s role as an individual constituent representative
and were in their nature “political” rather than “city” records
• the councillor had no express authority to act for the city in regards to this matter
• the records (if they existed) related to a matter that was speculative or hypothetical,
and
• an agreement to bring an NFL team to the city was not discussed or reviewed by the
city and no agreement ever materialized
CONCLUSION
Determining whether councillors’ records are subject to MFIPPA very much depends on the
context. It involves a consideration of a number of factors and circumstances to determine
first whether the councillor is either an officer or employee of a municipality and, if not,
whether his or her records are in the custody or under the control of the municipality.
Municipalities need to take steps to ensure the transparency of their business activities and
the privacy of personal information entrusted to them. To address the unique role of
municipal councillors, municipalities should develop comprehensive policies and procedures
regarding the appropriate management of records relating to the conduct of municipal
business and the protection of privacy. These policies and procedures should inform
councillors that, on occasion, they will be required to provide city staff with records to
respond to an FOI request. To ensure that the policies and procedures are followed,
municipalities should provide training on them during orientation of councillors and on a
regular basis throughout their tenure.
FOI FACT SHEET 1: THE MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT 5
AND COUNCILLORS’ RECORDS
APPENDIX A
The IPC has developed a list of factors to consider in determining whether a record is in
the custody or control of an institution. The list is not intended to be exhaustive. Some of
the listed factors may not apply in a specific case, while other unlisted factors may apply.
• Was the record created by an officer or employee of the institution?
• What use did the creator intend to make of the record?
• Does the institution have a statutory power or duty to carry out the activity that
resulted in the creation of the record?
• Is the activity in question a “core”, “central” or “basic” function of the institution?
• Does the content of the record relate to the institution’s mandate and functions?
• Does the institution have physical possession of the record, either because it has
been voluntarily provided by the creator or pursuant to a mandatory statutory or
employment requirement?
• If the institution does have possession of the record, is it more than “bare
possession”?
• If the institution does not have possession of the record, is it being held by an officer
or employee of the institution for the purposes of his or her duties as an officer or
employee?
• Does the institution have a right to possession of the record?
• Does the institution have the authority to regulate the record’s content, use and
disposal?
• Are there any limits on the use to which the institution may put the record, what are
those limits, and why do they apply to the record?
• To what extent has the institution relied upon the record?
• How closely is the record integrated with other records held by the institution?
• What is the customary practice of the institution and other similar institutions in
relation to possession or control of records of this nature, in similar circumstances?
THE CORPORATION OF THE TOWN OF AURORA
By-law Number 5690-15
BEING A BY-LAW to
define the accountability
and transparency policies
and procedures for The
Corporation of the Town of
Aurora.
WHEREAS paragraph 5 of subsection 270(1) of the Municipal Act, 2001, S.O. 2001,
c. 25, as amended provides that a municipality shall adopt and maintain policies with
respect to the manner in which the municipality will try to ensure that it is accountable
to the public for its actions and the manner in which it will try to ensure that its actions
are transparent to the public;
AND WHEREAS on November 27, 2007 the Town adopted a corporate policy
regarding procedures by which the Town will try to ensure that it is accountable to the
public for its actions and that its actions are transparent to the public, being Town
Administration Procedure No. 67;
AND WHEREAS it is deemed necessary to adopt a policy by by-law with respect to
the Town's accountability and transparency to replace Administration Procedure No.
67;
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF
AURORA HEREBY ENACTS AS FOLLOWS:
TABLE OF CONTENTS
PART 1: DEFINITIONS, PRINCIPLES, PURPOSE AND APPLICATION
1. DEFINITIONS OF THIS BY-LAW............................................................................ 2
2. VISION, MISSION AND VALUES OF THE TOWN .................................................. 2
3. PURPOSES, GOALS, AND OBJECTIVES OF THIS BY-LAW ............................... 2
4. ACCOUNTABILITY AND TRANSPARENCY PRINCIPLES AND PRACTICES ..... 3
5. APPLICATION......................................................................................................... 3
6. RESPONSIBILITIES................................................................................................ 3
7. EXCEPTIONS AND CONFLICT.............................................................................. 6
8. ACCESS TO INFORMATION.................................................................................. 6
9. ACCESSIBILITY CONSIDERATIONS..................................................................... 6
PART 2: GENERAL ITEMS
10. BY-LAW REVIEW.................................................................................................... 6
11. SEVERABILITY....................................................................................................... 6
12. SHORT TITLE.......................................................................................................... 7
13. IN FORCE................................................................................................................ 7
By-law Number 5690-15 Page 1
PART 1: DEFINITIONS, PRINCIPLES, PURPOSE AND APPLICATION
1. DEFINITIONS OF THIS BY-LAW
1.(1) In this by-law, the following words have the following meanings:
(a) "AODA" means the Accessibility for Ontarians with Disabilities Act,
2005, S.O.2005, c. 11, as amended;
(b) "CAO" means the Chief Administrative Officer of the Town, or his/her
designate;
(c) "Closed Meeting" means a regular, special or other meeting of a
Council, of a local board or of a committee that is closed to the public
within the meaning ascribed to it under section 239 of the Municipal Act,
2001, S.O. 2001, c. 25, as amended;
(d) "Council" means the Council of The Corporation of the Town of
Aurora;
(e) "Department" means a department of the Town;
(f) "Department Head" means a Director, or his/her designate, of the
Town who is responsible for a Department, and shall include the CAO
with respect to his/her direct responsibilities for a Department;
(g) "Town" means The Corporation of the Town of Aurora.
2. VISION, MISSION AND VALUES OF THE TOWN
2.(1) The Town's vision is to be a respected leader in municipal government,
seeking innovative approaches and effective solutions that meet community
expectations.
2.(2) The Town's mission is to be a professional and resilient organization
dedicated to providing high quality service and better understanding the needs
of our community.
2.(3) The Town values the following:
(a) Acting with honesty and integrity while serving the community;
(b) Providing a positive work environment that promotes employee health
and well-being;
(c) Recognizing and respecting the diversity of its community and
workforce;
(d) Protecting and enhancing the natural environment;
(e) Valuing the cultural heritage and the history of our community; and
(f) Contributing to the economic vitality of our community.
3. PURPOSES, GOALS, AND OBJECTIVES OF THIS BY-LAW
The purposes, goals, and objectives of this by-law are:
(a) to ensure openness, accountability and transparency while protecting
the best interests of the Town;
By -la w Number 5690-15 Page 2
(b) to deliver high quality services while promoting the efficient use of
public resources;
(c) to avoid conflicts between the interests of the Town and those of the
Town's employees and elected officials;
(d) to foster an environment that invites and encourages citizen
participation and engagement; and
(e) to incorporate, where applicable, the requirements of the AODA in
practices of the Town as well as any requirements contained in other
legislation (either provincial or federal) which may impact the practices
of the Town.
4. ACCOUNTABILITY AND TRANSPARENCY PRINCIPLES AND PRACTICES
Accountability and transparency affect and are affected by the public sector
organization as a whole, and the community it serves, whether at the local,
provincial, or national level. Accountability and transparency are standards of
good governance that enhance public trust. Therefore, the Town has adopted
Accountability and Transparency Principles and Practices, as follows:
Accountability:
Taking ownership and being responsible to stakeholders for our actions or
inactions. This value is essential to preserve the public trust and to protect the
public interest.
Efficiency:
Efficient management of the Town. This value is essential to ensure issues
and needs of the public are responded to in a timely fashion.
Ethics:
Acting in a manner true to the values listed herein. Acting ethically is essential
to preserve the public's trust.
Impartiality:
Unbiased decision -making and action. This value is essential to ensure
fairness for the public good.
Professionalism:
Upholding high standards of job performance and ethical behavior. This value
is essential to balance diverse public interests.
Service:
Obligation to assist stakeholders. This value is essential to support the public
good.
Transparency:
Easily accessible and understandable policies and processes. This value is
essential to ensure active encouragement and fostering of public participation
in the Town's decision -making.
5. APPLICATION
5.(1) This by-law shall apply to all members and committees of Council and
employees of the Town with respect to their roles in the political processes,
decision -making and administrative management of the Town.
6. RESPONSIBILITIES
6.(1) Council is responsible for providing good government for its constituents in an
accountable and transparent manner by:
By4aw Number 5690-15 Page 3
(a) encouraging public access and participation to ensure that decision
making is responsive to the needs of its constituents and receptive to
their opinions;
(b) delivering high quality services to its constituents; and
(c) promoting the efficient use of public resources.
6.(2) With respect to financial dealings, as required under the Municipal Act, 2001,
as amended, the Town shall be responsible for providing accountability and
transparency to its constituents in a manner that may include, but is not limited
to, the following:
(a) publishing internal and external audits;
(b) publicly providing financial statements and reporting;
(c) documenting long term financial planning;
(d) demonstrating a commitment to asset management;
(e) adopting open and transparent procurement policies and practices;
(f) providing, when concluded, the details of any purchase or sale of land;
and
(g) ensuring open and accessible budget processes including opportunities
for public input.
6.(3) With respect to internal governance, the Town shall be responsible for
ensuring accountability on the part of its employees through the following
initiatives:
(a) mission, vision and value statements;
(b) code of conduct for staff;
(c) performance management and evaluation;
(d) hiring policies;
(e) orientation and continuing education;
(f) compensation and benefits;
(g) health and safety programs; and
(h) administrative practices and procedures that recognize Council's
commitment to accountability and transparency.
6.(4) With respect to Town meetings, the Town shall be responsible for providing
accountability and transparency to its constituents in a manner that may
include, but is not limited to, the following:
(a) implementing a processes outlining how, when and under what rules
Town meetings will take place;
(b) ensuring the Town meetings are open to the public where required by
the Municipal Act, 2001, as amended;
(c) providing members of the public with an opportunity to make delegations
or comments in writing on specific items at meetings that are open to the
public; and
By-law Number 5690-15 Page 4
(d) fostering meaningful and effective public participation at Town meetings,
by disclosing information in a timely manner on various media, which
may include print media and websites, where such information may
include, but is not limited to, the following:
(i) Procedural By-law;
(ii) Code of Ethics for Councillors;
(iii) Strategic Plan;
(iv) development of the Customer Service Strategy;
(v) employee satisfaction survey, action plan and report care;
(vi) membership with Excellence Canada and related action plans;
(vii) Delegation By-law and policy;
(viii) Records Retention By-law and policy;
(ix) corporate records and documents management plan;
(x) Public Notice By-law and policy;
(xi) provincial and municipal benchmarking;
(xii) financial information reporting;
(xiii) online availability of the Town's Operating and Capital
Budget/Business Plans;
(xiv) the maintenance of an inventory of the Town's landholdings;
(xv) Annual Community Report, which includes the Town's
performance results in the Municipal Performance Measurement
Program;
(xvi) audited financial statements, which shall be compliant with the
Public Sector Accounting Board requirements;
(xvii) salary information, released in accordance with the Public Sector
Salary Disclosure Act, 2006,
(xviii) information required by the AODA;
(xix) by-laws, agendas, minutes and reports of General Committee
and Council, provided on the Town's website;
(xx) the Town's Emergency Plan, provided on the Town's website;
and
(xxi) live streaming of General Committee meetings, and local
broadcast of Council meetings, where both recordings will be
available online following the meeting on an on -demand basis.
6.(5) With respect to Closed Meetings, the Town shall be responsible for ensuring
accountability and transparency to its constituents by:
(a) ensuring the Town's procedural by-law and practices enable detailed
compliance with the requirements of the Municipal Act, 2001, as
amended, for holding a Closed Meeting;
By-law Number 5690-15 Page 5
(b) informing the public, when possible, of the reason for the holding of the
Closed Meeting by providing information which may include, but is not
limited to:
(i) the general nature of the matter to be considered at the Closed
Meeting; and
(ii) the resolutions made at the Closed Meeting.
7. EXCEPTIONS AND CONFLICT
7.(1) All political processes, decision -making and administrative management of the
Town shall comply with this by-law and all other Town by-laws and policies,
including the Town Corporate Policies and Procedures, the Employee Code of
Conduct and the Council Code of Ethics By-law.
7.(2) In case of conflict between any Town policy and this by-law relating to matters
of accountability and transparency, the provisions contained in this by-law
shall prevail. In case of conflict between this by-law and any other Town by-
law, the provisions of the by-law that is more specific in addressing the matter
in conflict shall prevail.
7.(3) Notwithstanding the provisions of this by-law, all political processes, decision -
making and administrative management of the Town shall comply with any
provincial or federal Act, or a regulation made under any such Act, and any
instrument of a legislative nature.
S. ACCESS TO INFORMATION
8.(1) The disclosure of information by the Town shall be made in accordance with
the provisions of the Municipal Freedom of Information and Protection of
Privacy Act, R.S.O. 1990, c. M.56 and the Personal Health information
Protection Act, 2004, S.O.2004, c. 3, Sched. A, as amended.
9. ACCESSIBILITY CONSIDERATIONS
9.(1) The Town is committed to giving people with disabilities the same opportunity
to access and participate in the decision -making processes of the Town and
allowing them to benefit from the same services and public participation
opportunities as other constituents, pursuant to the provisions of the AODA.
Programs, services, facilities, etc. should be accessible to persons with
disabilities (visible and invisible), including (without limitation): hearing loss,
vision loss, physical or mobility related impairments, temporary disabilities,
learning, speech, language, cognitive, psychological, psychiatric, intellectual
and developmental disabilities, allergies, and multiple chemical sensitivities.
PART 2: GENERAL ITEMS
10. BY-LAW REVIEW
10.(1) This by-law shall be monitored and evaluated for effectiveness continuously by
the CAO and shall be comprehensively reviewed upon specific request by the
Council.
11. SEVERABILITY
11.(1) If any provision of this by-law or the application thereof to any person or
circumstance is held to be invalid by a court of competent jurisdiction, the
invalidity does not affect other provisions or applications of this by-law which
can be given effect without the invalid provision or application, and to this end
the provisions of this by-law are severable.
By-law Number 5690-15 Page 6
12. SHORT TITLE
12.(1) This by-law may be referred to as the "Accountability and Transparency By-
law".
13. IN FORCE
13.(1) This by-law shall come into full force and effect on the date of final passage
hereof.
READ A FIRST AND SECOND TIME THIS 10'h DAY OF MARCH, 2015.
READ A THIRD TIME AND FINALLY PASSED THIS 10'h DAY OF MARCH, 2015.
Approved as to Form
Bj G ga(Servkes
Slgaatu; e W AM11 % r_MJL'-
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,
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-
STEPHEN M.A. HUYC
, TOWN CLERK
By-law Number 5690-15 Page 7
11/26/2018 Taking Care of Your Drinking Water: A Guide for Members of Municipal Councils I Ontado.ca
Ontario
Taking Care of Your Drinking Water: A Guide for Members of Municipal Councils
A guide fan municipal muecillon to help them undeenand weir V-1, litim under the Safe Dn,bng Warr Act W02 and povide them wnh infomution nn how Omuio'e docking rote, is safeguarded
Introduction
A Message from the Chief Drinking Water Impectur ofOotaria
Saf —ding dtickag wa¢r, now and for our fo— gcoerawou, i e. itadly in,, —cote. It rtVim Imdenhip, vigilmro andongoug culuburanon b.wem the pooh. and Oent,—nicipdid-
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As good m cut.m results are, cemnot atmnnan it o.ded f keep sur dtiokug were, sale.
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Sumo L.
Chief nrinkmg Wet¢ leap¢mr ortiIiari.
A Message from Ontario's Chief Medical Officer of Health
Safe drinking weer is one ofthe kry pillar orpubli, health in Omaio. Pra¢tion of our driokmg —it a v W tespmdbility chaed by many parmen.
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J.-De 0-Cannon 2002. Report Ifthe W Ikearon lnquby
What You Need To Know About Your Drinking Water RespomlbNOes
t�tanma eap¢tsafe. high quality drinking wate,.h isamme, vital mpublichdN. Ar a memberofamn4.1 coancit you have.imp.ant ml, topley ..sae Nat your community has sums. sale, high quality dnokiog antra andpu.I,0Iy,bligdWdo an.
Here Are Three Tbiaes To Remember AI A Municipal Caoncdlorr
Ili Your Duty. The Sq" Drl�g Water A.. 2002 includes a atnnu etundad of —for md,vidud•who have d.uioe.outinq auWwily onr mudcipal drmkieg water rytew or wbo oven. the operating authority of the If—n, can Mead tomunicipal —Him. The. ate legal cumequevem for ono•stingu
Iequired by the smderd of.., including p—ibt. fin. m un msovmeni
Beinf.rmd-Ack q—fi—Get amwers. Yalu dent beve m be an eapertm&mkmg weer .perm—, but you do nod to be W d abom them. Your d¢uiau ran have anip.t oatpublic hcdth Sack advice fiom Near with e:p—s. and W ptudmdy on that ul—,
Be Mail— Camphecocy can peal one of the g.aten risks to drinking water rynvns. It u MOW that you never coke drinking weer salary f¢ glanbd or amume all it well with it, dneking watt sy— und, you cue and du¢tiom The heath of you community dcpmdu on your dil igmt ad p nd-oversight of its
driokivg water.
Wet¢u unique melocal —m—It is, of mutaq emcotiel to buman life anti to Ne fimctiodvg of.ommuniti.,fund) the cunstqumcm If. fa'lu.in Ne—ryatem(a.)mostnnomly felt by Nose wbo depeedooitI¢ally. Mudcipal.—Itehp.and Ncensuing reryomibilinm, eh.Wd provide a high&c of
public mcounbility m motion m Ne Iota wat.'yam.
J.—Dauls 0 Cu 2002, Report of the W.I&H n lnquby
Understanding Your Responsibilities For Overseeing Drinking Water
Protecting Ontario's Drinking Water
Ontario hen...prnccouw.safety satto salegmrd in drinking water fiom mane to tap. It it ,multi -faced approach that helps pevent cuenudmtioRd.t.and.0— water quality pmblemn,mforw Ian and rtgulenom and uc.mm people'• ewarenma oflhe in,,, a of.ale, high quality M.b.gwat¢.
O—W. Drieklog Water P—caoo Safety Net
''71•jf l:
S"' ' st"tong
action on
adverse wate
uuali -
What h our Mu1LLFundd Approarhy
Om mule-faz.d approach is an mu gntd IyA. ofp—du—, —.. ad tuah that collatinly prevent or reduce the tnou unatun of drinking water fiom .—I to cummnr in ode, m reduce risks to public bedN
hat mWtipl. burin, include
• S... pate.ite to keep the nw... d—ulm•Nl. u.crier to lower Ne rick Nat h—de ate pmene
• Trmbnent to.move and/orvmbaliae heads.
• Man, eorthe fopgrity off diambutino ryamt to ptevea.co—imu.aher ceammt.
• Moo'nming p.gnuns m drnn and act on synm pmbl— that mid impair dnnki, wamr Way and in verify Ne prfomuocc of Ne ayttmt compoomu and fiouhed drinking veer¢qulity.
• ERctiv, ounus nmteynmu ind ding• aomatic.obolsytew,well-developed responem and opemaog pmticm that ate Ne ultiwn mean for pmecneg Ne miry.fdrinking cot¢ aymnu.
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-Tx 1
WatefSt a�io
c
(Source Ovbrio M ate r, fthe avimnmeot. 2002, Implementing Quality MmogmmL A Guide for Ommo's Drinking Weer Synte v)
A Legislative and Regulatory Framework far Protecting Water
Sbmg legislative end rcgWmory enema.. kip wmp... isofOnmoi Linking watt, nfery n.. This guide f can on to, Sqf Dmku,gIN— Aar2002(SD-WA or the ut), which provide a kilial.ive framework for all municipal drinking wma system,. wellu,ome ten -municipal rymem. The SD -WA povidt,I
mmntent rat of pmvui wide muededs sod rWe to swore emese to edi, high que ly, elude driekiog cast,.
TSe Safe Dtuetlng Wme, AK M02-Ao Overvlm
ThisSp-WA ucogeon that the peuple of Oemuo an, motl,d to wyen their drinking wets W bemle. It provide, fen the pmectim o fbmun bmhh and pas ts&eld.gcast, health hamrde through thecmbol andregulmen of dtudivg wma tystenb and drinking wets temog. 1, amuWcipJcmta.,a Linking caster
rymem include di colianm, tr®mien 1 and nonge fi ilitin and diembutm pipe orally up to ewmma property It., but don sot i,,I.& plumbing.
The SDA'A and Is euocimd ngumewsp.dy the nqui.mmta I,, dnaking water yeamts, temogservices, cmifiedmofry.ms opIoso. sod Linkingw.agalay eml"..halso•ate gwliry sbodard, and mechsami for ..ph and eofort ml
Peer a Peer
As a Comciller, en=ring the bet gwliry of Linking caster for our.—udry may be the a mt impormt dung we do.
ComnllorJ kMillm Cit gwsdlerilre
Hew Please Fh Together
To tom mart a bow how venous arm and r 1puaim,a=W mWtiple sudgued, W purser drinldng canvas, download Comenuioe Oemii i bmchurt mfilled"'.v./`r:L:++:'e It, 1;: , WPSefJ9A't4Svfd4d,(h401/14aem mnop{OOp,4WJIbG1ty;Siuwmlucummnh"d"Ig haw-'z-o mv-dpgyjpg�Orgs[4s6°tfplj�°_•:
xa4[p-m4'=tuna ".
The Big Plume
nave mI pp..i—.Iy 660 municipal tmidenlul Melon, weer synomu, go,aed with the Ministry of the 11shoo==, and Cli+*•s• Clunge (MOECC) the apply drinking caste, to mom thm 80 pment of the home in Oomo la,went tntmg sppmsimmely 530,000 drinking water test resvlb wen eubouned to MOYQC;
by I,bonmriea liceecd to perform these testa for municipal drinking cast, ry.em. Ova 99 pauat of Mee drinking wets tam met the pnvwm , rigorow, beJN-based d i ki g water gmliry ender h
Key Settle., of the SD -WA for MuWdpal C.—Ilan
Serbo. 11: Dade of Owven sad Openting Aothoufie,
Section 11 of the SDWA Luribes the legJ nepmebilhm ofo and operating wthontimof,IpIwM drinking water system, It is impnrmt for you to uaN d the scope ofyou mmialdity oroperating euthonry',day-talsy respmribLan
Owvm and opmtm mempondblc fm =wring their drukvg wma sysem:
• pmvid, came, them 61 prescribed drinking water gwliry emderd,
• apcneinmcoday. with the act mdib rtgul.iow, sod vas krytinefit.de of rrydr
art appro w,ly,tff d and wperviud by q W ifid proms
• comply wi oatiog plivg, mstivg and monitoring nquvmmb
me. all eryorting.quirtmrnta
Esemplts oreu, w rgII,,d of,wean and aptrae. under Secfioo 11:
• Sampling and bestial of ikinking wma Mob, I qu=ry epproptime to the type, can and om. ofthe system in .,.rd.,.th thta wie t i odaresp covdiog mol.io.
• Using an eccbditd said licewd Isbonmry for dnnkng wma tem., services
• Repo,fiag ofedvme unit multi that exceed my of the Amilind, in Me Dnmuo Dnebdtg Hot,,QWBY Stavdasdr Regulorion, both wblly and in writing, to the local mtdiN officer ofheeth edMOECC
• Obte iag adrinkingw Iic.eforammicipd raid=sal dunking wemr ryrtan hum the MOECC, which iacidnafimnciel plan
• F uurmg N, drinking awn system u opmtd by m mmdiwd opm iog wthonry
•Hiring c ritdoP—..orbi.d pmow oppraprute. the clewofthe ry.em
• P„panng an 1 report to inform the puble m the.me of the ui.iclydiry'e dunking ware, evi the aysbm pmviding it, and m amud w,.wy report for the own= of the drinking wuer ryatrm
W'ho 416e "owner" of a mueidpd drin keg water rysumi ..it,, the SD -WA'. Who 4 the "opera..."T
The ^ew.f of a mwdeipJ dunking we. rymem is open he muwcipdily n, a c9Rmme mtiry. Members of municipal camcile atW mmicipd officiala who provide ovmiehl a his mryonte em y also provide oversight m nereiu L,nuie-making authority in ,aspect of Me dunking wota,,stme it —us. They m
n P_d1e for having policies, outua mmt tools and p__.upl.eso'he the ...j6pliry=seatit in legislative andregWmiq rega.menta rode, Me SILWA.
The "opmaute or pum ,S a ahonry of, munic'ryal drinking came, ry,em o the pmoo or=lily that is given repoosibiliry by the oama for the dry -envy op ,mi w of the drivkivg came, system in menage neat, maim=ma a dmnlioo. A mmic ipaliry may take on this operatioml tale through in own. if or it any
ch. to emend it tat to a thid perry. (eg. by hiring ..=died operating suthority). The sombry.mded of care.-rone, m apply 10 muninpsim. then ..tier. oat, dw tale to s third party.
Se.iow I9: Yoar Doty and ILb01ty-Statutory Sbodard of Care
Given the the ssety of drinking weer is essential for public heJM, Mon who dimhine, the oversight n ,mutbilifies of the m,.i,ipJ ity eh.Wd be, held w e mmory smd.d of care
Jmnce Demo O'Canmr, 2002, Report afNe Walkerton Ap"
no is me of the maoy important m,ento dmiow the came om of the Walkmm legwry W. to 2002. Senior 19 of the Sd1WA reganL due.ly to thi, taco iIimioa.
Sedan 19 of Me SDSVA ezprmly wader legal respmabiliry m Ample with daoim-mldeg wthoriry over muNc'ryJ Linkng aver syaew nerd Mme slut ovenro Me =,died opmfing wthonry for the Mtem h ngwre that thty eneaoe the level of tart diligence and shill with rtged m n mmicipd Linkng came,
ry.em then a numebly prdrnt perm, woWd be np.ted m nercoe in • fimiim news= and that Mry naci,e Mu due diligence bo eeiy, comp.mdy and with integrity
Meed,g year eetvle-yetaedad f.re respewthWdes
Mating the mmulory.mded o rc is Ne reap onaibiliry of
the owner If the mmicipd dunkng wma eym m
ifthe m syam is_Wbysue,ipfievery
ry peon who owimse the a oditedopmof;authority ereacrt... Lcisien-mkng wthonry over Ne ry.m pmcntully including taw mtlimitdtammbm ofmunicipd camcl4
ifthe municipal Liokiag cast, spate= a owned by a coryontim other Nan a mmic'rpdiry, every officer and Nramr of the coryor.ion
It iorpormt then membm ofmuWcipal comcil and mmicipd olRcidf cash decision-mekkg aufiwnry ova Ne dnnkieg wma ry.m and oversight rnpowibiliun over the =,fisted opereWng authority wdmund Nat thry ate pmmJly Iiablt even if We dunking weer,y,tem u opened by o corponu entity other thin
the
municipdiry.
Section 14 (3) free SDBd specifics ly note the m owner, tam rtli,wd if thm duty to comply with Satioa 19, no if dirt is =agreement W delegate the opmtiom ofth, dunking wma rymem a m..ee sue.
The owrw is. 11 obt,g.d to
orwe the operating nuthod y is wiping out its reryoruibilitie =cording a the uct
• m c.n when it W not, w take rtmoeeble .cps to ewure they do
E,,mple, or,umu rN,I,d of o rs and opener, under Section 14(3):
• Being case ofthe-oblishd pmcdun fa commmirmion with the operming eofbnty, including how ivfo=udonoeap-d m be,hartd with municipal come11l and sem,mg the efeini a of this perdue
• Holding rtgW. menial, with use opmting anthonry, especWly in taus wbm there may be -me to b.1c the opentingwN.nty u not tarrying cat its respowibilitie,
Sim,fiemomanicipdifi. mmge and govern mmicipd drinking aver rymnw in a vtui yofwsys, the people oho art wbj act to the matuery—tied of wewithi. Nei, corpuim.. will am very... the pm tat and would dtped on specific fvets nleed to miiv .l eitumow
Peer. P.,
This guideuAmit elmswh.o.fid.iey andle urnpowibilities en and pvides the ee e,seygoestiom to uk which allows w to become d, mMbly knowledgeable= this up- few tnpnesibihoo, 1mcounge all stalled andsppotmd ofr 1, to take the me to it., -the iaform0onm the, guide evd
putit to good use.
Forma Mayen Michel Powe,, Mmickiolity ofGre ,eat and Pwt-Pmdmr Assodanon o`U.kW.1um ofOebno
Couplet, wod4g of &Wse 19, Safe Drinking Warne Aa, 2092
19. (I) F_., ofths pen— lived in sub—i. (2) shall,
a.
ate fiat keel of care, dilig=,e ad skill in resod of a munidpd duki nng-cant eysteu the a rtuonebly pdmt perwa w Wd be upend a eeerciu to a nmils, simmim; midb. set honwfiy, cionp—dy and with motguy, with a view 19 eeturing the proration sed "fay ofthe wen of the m nicipol dringing wma ryxem. 2002, c 32, y 19 (1)
Sam
(2) The fdlowiag m the pmees liotd for the p.W— ofeubuction (I):
1st "11
e ownmm . of icipd dndring weer rymem
I If the mmicipel Linking -were, sysnm is owned by s wrpmmim .her than s t000mpeiry, every offi,a and di—ii, of the cotpontion.
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3. Ifthe eynmt if owed by a mmic(pJity, everypmm who,., behalf of the mudcip liry, wen ens the ecadikd opo owe eufority ofthe eymmt or amuer eonoo-mmkmg amhadry over the ynmi. 2002, s: 32, L 19 (2)
Off...
(3) Every pmoo under a duty dose bdto eubmctio,(1) who Cub .terry wl thin dory i. guilty ofm B «. 2002. a 32, x 19 (3)
Som
(4) A perm. my be owwiomd of m neremndertowool uempea of, mmkipJ dnvkug-wna quell, whether or not the ow.aof the Mod, i, prmemkd It cmvktd 2002, g, 32, L 19(4)
Ronan... aperb
(5)Aprone ebell not be commend to Woe fold to carry out, duty demnbed msubsecti.d(1)umy dramutmeeuwinch the prma rthmm good futh oea report ofm.guar, ioiy .• —dect or other permit wbme pm(mmioal quekficoimm Imd credibility to thecaner 2002,L 32,L 19 (3),
Nde Foe copy of the Safe Dnrtgng Wera A4S00l edits reload rtgWoioa, gem the Ovruio o-lawe webnuothe_y ay,•,_,b,si, �)1N�?-L �.�:;�,ay.,
Mehl m Appr.pf.,e Level of Care
Stoddard of cue It a wc114moam locapt witbm Connie, legirla w.
For example, the Rurmm Coepo,arma An r quro that every director and officer of. ecTermm.0 honestly and to god faith with a view to the but twi rests ofhh corporation oed aceim the cue, difgm« end skill that a mesmehly prudent pomp would iv comparable eimumemw.
Sutumry emedsofcueddrm theoedtoprovide mat the neodiligentovmigtm What iscoonemdto be meppmpnmeIwel of ore wdI vary hood me situation to mmNo.A••muvinpJ comcillo, itu impo.aal to&cone youndfoe Wis atuway rtquirmimt andu gammmdamvdmg ofthe apmtion of dnvkug serer
eynem is your wvmudry to help You dad fa
re rtqurmtmu.
Yw m col apated m be en eapen iv the erne, adrbdn, wets kademot and( damn
Sidi e, 19 olows for a perm to rely in good loth m e report of od rnSir. , I..M,, recmtm. or other panne when pro,-wal quJifa time lend credibility to the report
North Hodliterd: Commit Dablms with Seri... Comaq.moa
In Spring 2001, early 6,000 rmidew, of Nit Seeloewil. it, of 13,000 ell virum to m outbreak of.ryploepoidimm, en illnem oed by a permit, in huann and=into mule, which mm,d the lent drieking wede, supply. Symptom mdod dierfea, ebd,,i,,l Imerpe, lever, Quota odd heedi
to an article en Ne e.1we lmot Commission of Inquiry, fe Co dun Fnvimnmend Law Avooion. dwd:
..who bamme clear wu th. the people .f North Bodefad wort let dower Their municipality, co yug a bWgieg contingoory fend rtfud to epmd mmey oe upermi.g their decrepit wna er—cm film, itch pro-6.1 governm et, elthmgh ewua the pled wu in poor con idoq hedn't impend it in the
ten Intent price b the outbrak .. plent cmpl."ce, who hell been w.hing witb... supervimr for we, food mmfs, were amble to had the waving oem of a pmentio drinking meter problem.
The City ofNmh e®lefmd mbsequmtly food dw,ectian lowmits medics allmm ofdollon The finm."'Ummt wu e.mrof<autag—, awarding S32milhao to mme700 deinwu.
(Source:. and ry>,yplgCymw mwrhaire "'... -.t ., )
Eofori, the Stemwry Suedod of Care
M a cmuip I comcillen yen mad k be awe thu not comer, your mmukry a dud of can rapo isibiliti. «con with mnom clove loocn. Sea,, 19 p wwa fe pmviv« with m mfortanmt option when vmded.
A providiJ officohu the suNoriry,o l,y a pnvivcid .wen« merge egainn.pamo u whom the nm.ded epplia. The rage ofpmdtin include maomum fern of up m 54 millimv for a fen oRmec and pnviJm far imprirm.mmt fen up m five yeah. No minimum pmaldn oe mub(uhed AevW pemhin would be
&aided by fe o.um depmdivg m the =verity and ,m,qumcm of fe olrmm.
It i, ireryorkal k vote the diR ce berom fe prwiow offs MunlrodAa2001. that limits the permed liability ofmmbm mr—i,ipitomtit it ffkiel, it the, moodmi of,—irepoud wader, the 5j2WA. Undo eectiom 449<50ofthe Mlm1np1 Art 2001, m1micipo cowmit ormoi end Ofidls have relief
Oven pmwd civil liability when fey have awed in god fail. Howwq eepier then pmtatioq mmicipal comcillon odd oRci W that art wbjat to the dory impend by Smtim 19 of Ilse spWA cold be pmdimd if • pmmme.n u comment& end a man dctermivd fry have f filed m carry aim fe dory imposed coder
mod mctim.
Peer to Peer
Thm l, eo arena immodbiliry impend gtoe m electd m=i.pd oRcid dim the diligm4 ccomirntiou ovmight of a mmid,w] water kmtmew or dismbom. system
Forma Cuunrlllo, Kim Graham. Town mfSi A, Fall.
Pea u Par
Ae myw, it ie vmIly imprewt thn the suvderd &cue u put in puce oed to mminpal elected officials w ,were, of der rcepoo ib,fon u mamieg then the public It. of. and metre drinking woo.
F raw Mayor Ddbn Sheer lr, Town ofGaden'rh
Some Qoetiem e.d —ere oa the SIlWA Suuury Sneded of Cart
I! a g rue nebeeM•el eat•rn reryeerAk fw ae•Onkrg,W4W alone?
Ifye..v themcrtdi.d opri.g euforey or somedmuim-euloeg mthdity ofthn driakmg watereynmt, you rmuu mepmtable formeeting thenodded ofcue me though yow mmicipJiry has cooumkd out.permiou to mopntug mdedriry.
Ir uwetlka Fe wmeg wen t e, led!_ Wert
The.awardofconrtladtod,mlk woo i, to came the decisim-makemdoing their den fligroa k priert public health ohm meting ecuiou shamdrivkieg water system andpmvifvg oversight fthe aecreditd op,lita m%,nry.7te einooutmce, andyew, mtimm- whet you didw didn't do, what
quntiou You ukd, slut step wen mkm u addrm iemifd nets or pmblcvu with your drul'ng woo sysem -will JI be imporkat u elermuug whether you mod yom conned of cam ad ifym should be held rvpouble.
wen m. Wsra r. waw.e.e. e,e.rgwne.k.e..a mmnt
mcloli vOg firm
code it clear tWt the navdad.feme u JI atom edswing rnpoaibk mtiou ue kken to prole. humor hdth. Given the edvumem of fie dory b yew emmmiry, Nose whom eeriom fW brow the etandud of art, fail k proton Ne public end node harm la hwan hmlN could fare aignifant pendtin,
and imprimvmmt
— dekroba ante •keen& er rue kw aem.rooaro
VA. m recidew mown then my cuamute a beach of the mudded of cur, the MOECC will witine a rag one that my imlue en ievongmioe and gefaieg of evidcvcc to ekmtioe if,bran A Wd be led Iv o we where cbuga m loll it ie up to the corm to determine if=oft nee hu ban mmmifted erd if
perehim o f eee will be mtpomd Toe pmeedum u followed m my pokmidly mnom bench ofUOECC nwtn.
Adoe. Yoe, Co. Thke
The following m come mnom you an take to be better inform& ebout yom drinkng wear overogbt r,Nmbilitim. Inek for were ofthem euggmled Aetwm You Cm Take throughout We guide.
• Comider uking the Stendmd ofCm, mining.Rod by the Welkmm Clem 0.'mer Centre. Gm manna dmou add onew, o11firrnp o .- .. m by phoning toll eee 14"0 S 15-0550.
• I. —about drinking e,akr,efety end its link to public hellth. Speek to wile, ryelem and public hedthsuwm Irmo art.
• wmr Become femiliu withur m your drinking wets Y....A,k your, rmmager to give s p,nenutiod to cowed .We,men, a tour of,. drinking wner fmilivn.
• Review threp e orts of Walked,, Walkon Inquiry, specificamanor m lly nobtd m to aiclpJ govrmmmt (Chepmr 7 in Report 1. Cmptm 10 end 11 in Rreport,ep). The repom.vaibbk.Jine o
•Become fiuthereelummed with dunking to legiJmm and rtguLti,m, av Imm m fc Owoio Gwmwm to-Lm,,twileo -- ..,.. Seml,erbmw.e current corooliekd law m find wh.ymuve lmk,ngfor To k.rent eater Ne title, or my per, of the lido, of the low yen
wish to find (for om eplS'Safe Limlog W wAct', "Ontario Warn Rmowrm Acf m,-flee, yom A,ei. If yen don't kmw my pot offs lid, ofdo kw, mler a and wphone fat you think might b , in Ne tat of fe law
What Should 1 Be Asking?
When doi,im com helm yew comcil relating to drinking wner, you wed te deemed the impob on your mmmuviry and public health. While wary income, will be diR t. the follewmg art eon Mhortmry quations you might want to ask
• Who me, the dike to public health?
• An them my uene ofriel, thn..it Beds a eddoo?
• Who check, and bdotcn ere u place to came, the anti..& aeley ofow drivkug wskr?
• Arc we mectug ow legidnive and rtgwamry r quirtmmu7
• Wbo i, the politic battle inci or torsi coo of def, 'og thu doioiaot
• Will this doirm JCret ow, di ki goval, minas orate mew risks to drinking wner wuna7
• How will Nis datum imp. our ccmmmiV. dead fen merIa
• How ere we.vnagug ow dnvldvg wna inhestrono? Do we have en ascot aame ugt plot fen our meta iafiremo vmT
rt • Albemmy emogug'- 'm.[-it to ow drinkingnth wer n c.acil ehowd be—mc oft
• If there in a drinkng wirer ema8eecy, wbol i. our magemy vum8cmmt film? Wbm I, the ale of.—tii in a dridkmg wale, mogenryT
• Have euff tekm mil wed training and upg,Wio87
Check Your Knowledge
Ask yoomIftom quat ma to check your current level ofkmwledge •bow yom drinking woo eynrm ad ovmight rapouNtame.
• (lave l had oe . mu, ofew drmlung w,(mil.y?
• Am l hoWim Me, our mowipel drmldng woo ryerm idludivg:
a th
brteT
. fe p wa ' al coldid. ofrmpr u(rmmcvueT
,. fe b.ckgmud end apfor
do, .M, and
dtha appmvd,fen have ban printed fen owoenhip ell open& noffe fmititimT
• Am l ar pound erif thn dridtmg, talquillim mdregulad,re?
• Do t kedrvorcf, quimomo 1, emit, awake cerymd the api d., ofweo works hcilitinT
• Do 1 wdcrnand &w rtgorc,nrnts to me. minmum stmdue for thuldng wetcfl
• Dollmow bowmsod the overall polity (ration far Nemmiciyal dnekug moue syatm7
• Dolmderemd fe diwermt min and rtspoaibilitin ofthne wbobrve...dime-makingauf—. ppdcipJ f oil.n,mJm mmagment, ofer mudcipJ officiauT
• 1. etunedthat comp.eell 1, pmmagmentherhem eymo Oo they mdmt rtgWu dom? epTeiuls mfakllT
• b fort degaerle win Iles 4 opener =d vuivku the imernm How ere new .pmkn k.ivd7
• Wu ow tset fbe rue —fly fthn Minurry o f the ot, rvmrnt end Climoece it ki00p tare WhIf o, —It.p
• Amem in- coorgrkr oumehe ri ingoww.krmourtm b.p, .deol hciolinand How MllI e7Whumfe pbakdens thnen@e?
• ifthemof melookwith f's keporo won mi,i pl=mc,gcarm re followed) How willlbe vaifidTlfoa will the public be notified?
• Amlawm of my maicipJiryl rn(roafilitim ie ivrplmmting ow eourte protection pl,o7
• How and when del ukfr mood rtpo.sm fedriokug weto,yetm fiom moor muugonentT
• When mhould 1 look for io the mitre «port W Wt question man it mawo7
• Who.h thedolfert lm ep... ecluing 1. cool iyl
• Do Imow theappropriateetepmebeing ,kenm?He,=y?W, eh1ld I dwhen outside,rwite 1,nand?
• Are ow "Ideaifw wmer,ymkmp mom melly m=,i lly matt, or hefinod.wbminaiveeditmi,plorcmaidcntioni
• Oollmochuen dnheug wake myetmu vef mcidlymsububed,mg theftm7Are then �et, almplea io pbca
• Amlf liu with the requirtmenu ofkeeping ow mmicipJ dnokug meter liceae vJi4 soh urmewJ timeliemT
If(ere m my lntiou yen cuit come,,, mice, fen with muvi,ipJ mWr Trooing my the Sofa Drmhbg who, An: Suvderd of Coe u with m through the Welkertm Clem WeerrCooke. Vint ter Credo's webaite efe r trm"ww era':. to its courts ".pm
Overview of Drinking Water Management Topics
Orgeted.danal and G.ver...ce Models
M=Y diff.t menagemeet ell options model, me wolable for m=inp l couidred... Comity, moot wooer sc ka i. Owi. en pnvidd fmugh mudrial deposer mts, with ovmigh, pnNded directly by reurtnipol —.1,
Some munidpoitin hill amen 1 conumton to oprm them dn.kivg weer, myetem wbc alien owe and opener their eyarem.
mi, dr of mmicipJitin hove uppr-tier =&Iowa -der govemotce omens, with the IowcNiu mmicipJiry open owddg odd aprnting fair own dnekivg wna rynom, There w euo cool, for me mites mye,mtm u Onun. in which system Irma muni.pm bomdenu. There Mere ere 8.vemd by boards rcprocv,ieg
fair mmioipd oavm.
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Monxipulifia —Y.bo rmve:
• C,tpu ni ns fie, eo.r ti whore menM. tee sppomted by waned rod could include couwil member, private citlume or both
. Corpomtiomfor ester utilitim,anirilvm Mmefw vewrd gas wdmo-iriry distbutiw
The pupse of Mc qu Iny mamgenment qT,.h in the wntat of d i king cot- b to prowt public health by vhwc ing cvmisuet good practice in memging and opesting •water ryrum
It is fimdemm W for mumetpoines to have a vumgemevt mod.panting mucurre fm Moir wstn ryes. that enables them to pmdde safe wucr. I . making two impnrbm rtwmmevdetiom to etaist in this Mud. First, I rtwnuneod Ibat manic ipeliem be rcq.L ed to have an agenry...m opera. tb,v rymenu. The
ag-ry should be ewredild..?bc municip hry mart also submit an openstional plan m M[Ministry e of the F—inenmmt and Clima u^ Change] for their mar ryrtem(a). Saved, 1 twomermMat d Mmc rap.mible fw ermcm, the mudcipsliry', -aught nopecobilities be hold to suoury msedad duty of
cut.I onto th,t, for mueicipAitim, Me FXLenmevdatiw will be e.ignif set rep in sntirfyivg the emend
Jmdce D-dr O'Coewr, 2002. Frp,rt o/Me Nblk n lnquuy
My municipality is enmlderlog Atv a Modcipd Servloe Board,, a Maddp•I Services Corponatio. -odd to govern our drinking must foe rmm. Would s 19 ofth, WWA as apply to at. all—d,e ownenbip modeb7
Yes. The sundud or care pmvisiw m the 5q', D A gWary A,,,2N2would continue to apply in either the Muckipsl Service Bond .,,be Municipal Services Cup orationmodel Awe the r[andud applies to mudciptl dnoldeg warn ryrmu.weed by cithu a..udpdity or oMn cosporauov.
Municipal Licensing: Helping you protect your drinking water
In Oman.,.11 municpal dr .king mar ny tot p-vide mar to taidmcn in ae.mmoniry must haw. licence from MDECC. The mmisny'a Muniapl Ddvltiog Wnim Licemmg Pmgnm requiresowe.andopera,ofdridemg mar rystems to ivwrporrte the concepts ofguality management unto sys—operation
and management
As of Sep —be, 2012, nil municipal naidcou l drinking mar sy— have.—d Men licetrra n put of the Municipal Drinking Water Licensing Pmgnol.
For, drinking won rystem to tcei- or now in li—ce, the owner and opmtw must have a plane:
a driel'eg wv wotlu permit
• encmdi.vpp-6.g pltn(rw eontsation for more debib)
• vwdited op.ivg antnriry
e fimvcbl play
• epermituuke --
The Operational Plan and You —Setting an Overall Policy
he operoucs] plan eeb col a fiamework to develop a Qudiry Mvug-r-1 System (QMS) tbn is specific end rt1-1 m your drinking water rya..
Pen ofyow dridtiog water syme, , opersti-sl plan will document a,QMS polity. This policy is Me bvkbme of Mc quality mmugement system. The policy — imlude commiunents to:
to nui endcotined imp --of to DMS
previde vf. drink,. won to Mc... mv
comply with spill icuble legislation and tegulmiom
Your op—.g aubority court get he omes's writim mdonement of the dd&i g mar ryst.'s options) plea Including this polity. M . municipal councillor, your council nay be eked to -done the policy sod its commitments. If your municipdiry has ol—dy completed Mb policy mdonentent step, obtain a copy
bom your municipal muff.
1, ddibo. m teQMS policy, to WormonA plan will also include
basic key mfornutiou abaci every drinking wain syst. ymn unnewipslity
• a prmev for ongoing rick sumam-t
• a dncriptiw of nrg—ti.cal so —(,lea rery bilidee, wterily)
a pmcedu a for t1 anvutu review oft, da7urry oft. io Rattructure the safety
et op yo end mdnuin Mc drinking water ayutur. plua •commitment for to op.tieg mMoriry m c.mmuoicve review findioy m you
• apmcedun for aherioB sampling, taming end mo,itoriog ,.porn about teukry of yom drinking warn
• w.nion. t some omn'rrcrponeibilitiesdwi-cod c. g-rycitmtiws
• mmitmemmcmunuA improve--tlhrough wrwtve ecGan
a pmcedurc for eonducting a mans,.-t review —ry 12 mantis which evniudes the adubilny, adequacy and elfectfvmae of Me,QMS against the tryviresn"n oft, Divkiog Wvur Quality M-agemwl Stendvd (pWQMS) sed how to rtpon the resdb of to review, including idevuftd defici-sties, and niacin..
ad action items
nollyi Bb Memuudvd up -which dtiaing marst-rop.tionel plea —developed and op—a.g ouhoritia x mmedited The r .irem-n.fibeJ&QMS, ahem implemmud, will stem own.rnd,p.mn ofmunicipal drinking mar"Vents to drvrlop mud op d... I pocdures-dcon
Drinking Wder Q.Oty Management Seaud.rd ID_wQMg)
Improve
Plan
Check
Do
The D,WQMS is based on a plan,do, check and icop-ve metodoingy which isnmdvtotat found m come Intemetionml.undeds Pion re wcn-n of Me. -dad lypially specify polieia eM peeedura tun mm1 be do -mend in the apesdimA plans forte drinking mar mnen, whi le do tequinmmb specify Out to
policies end prwedum stun be unpl cmcmd. C'hcck ad imp.- to ucmmb of Me stvndvd— reflected in to rcgulrem-btoemdum intenW-dib sad mnalleneel rtviem.
E.mmp le of. QMS Policy
The foluwing is an ccampl. of.,QMS policy forte Watill Weser Supply u d Disvibmion System
The Municipality of the Tom of Westill owes, mminuina ed.pent. to Wenh.11 Weser Supply end Dist Lutiom System.
The Town of Westili is wmmiaed m:
1. comri.g. cwusuvt supply of ufc, high quality drinking mar,
2. nuiouidng and continuously improving its quality tmeugement ryrutrt and
). westing nr.urpauing applicable nV6uw and legislation
(Source:Ooudo Ministry of the Fedmntacnt, 2007, b pleeteming Quality Monts— A Guide for Ontarios Drinking Wur System•)
Deaaitiau
Continual Impmwmm[
is understanding whet you Andy do mil, end tun filing way m do a bmn
Cart- ireA.6-
u.method of improvement, and the solutions that ire g-caned by tune tic.. w Asu input m continual mop-vement.
(Souse Gnurio Mivirtry of Me F—tun-t, 2W7. implcmcvting Quality Mmegement A Guido for Omurio's DriNmg Wvur S,nctm)
Action. You C.. Tske
• A.kywr sed.o mMmity tosp I di., w cit.i pdwmcil about )id np.d d.r. lvn
• Consider and udanmy dvica(i-lading deficiencies red action itesm)idevufied during to annualmwgemmt review pone..
• Review Me RhlS poliryuynw opentinvni pbn endiu wmmitmenb.
• Ark your .patio, anMariry to show how it n meeting tare mmmitm-b
Drinking Water System Report, and lo,pectio— What they tell you about your drinking water system
MudcipA Report,
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Av.warm of, drivliog orates rymm b rtquGed m mste thLL m-oval a--ary spine u preaenrM m the member ofcoumd m local eemca board Summary rryaru min boa pnduwd by Mvol, 31 of cmh year m warm tb<prerediog drvdv yin.
71. mmmery ,p.,t mua iodate
. ivf Gov about my regwrmenb ofthe S(2W9, the rcgWLLioo; tha ey,tem's appnval, drivkmg wetmwmb pe,mit, municipal drmkieg wu,licmw and my order thLL the ryetem Wledmmmt during Nc limy perioQ phu the dmadw ofthe Whue
• s datriptioo of Ne -arms taken m correct rxh fuhue
• ecompviavv vfthe,ystmrioapabiliry with the qumriGa and now nor ofthe wum applied the prtwthng yevmhelpmm dmvg and planed area
M: eicipnlitia me alto rtquhM m povide de W m about meh,aidmGal drinking emw rye., i. m metal repo,% It cams--. Tbis—.W re;,m must be r.mpleted by Feb,uary 28 mh year ad'mclode:
• .brio(damfm of the drivkivg weary plwt a pp dtemIt—od
. oaroo.oy of. raulu ofrry-1 to quu wthe.,,twat, licmottieyo die oR..t. ad niod
tob,Cthe hm,
• a doomp y ofmy edveru tea remlb rtquirtd m be repon,d m the MiWstry of the E.virmmmt avd Clivute @evge
e dacriptioo ofmy cortmGve mdwu mkm
• adeuviptivv ofmy major opmaa ivrmred minsult, e,,wr- e,,lo,e regi d q ipmm,
AM—. Yeo Cen Take
Obtain and thomogWy review wpi, of the moa mcmt vend and mmenuy,epvna.
A,k for o ple eti— of my inforoudw you dov't-deemed
Couidw, as a and conmt my deficimcla nvttd in the -poor.
MWmtry of the E.A.— ad Cllmtt Chat, I.VWo.,
Every mmtinpal midatial drem.gwaar synemb Wapmted alust once•year by the MWbtry fthe Favin.mmtand Climate Cbavge. Anmjp .o.iwle, the oviw o fi, rynmiawane,,rtmnmt and dimibam c Toomet, u well m water quality m ewtWgtaole, and;r idura to evew rymm vuvM.mt
and opendov,.
MQECC"_minspection tepon the highlight my um ofoon<omplimee ad be aMe— amrtquired to carnet Nam The rt ,tdw mile. mivap,Gwndog oot of IN percent to help you comport your ryrtme's ream and pan performer<S andidentify ueu for improvemmt Av iW rdoo ndog then
Im that 100 pertml doo, oat n..o emily meat y..r oerit.poliyl kmotz water is ouefe. It d.a mat dui then may be oppo,teiity for improvement in opemiod or dmiumaive eee,.
Wkat h.ppm, if the MI.mtry of Ibe E.A...... l and Chas, Cbmg, Id,aGnn .00-eompWm, Wu,,1 pert.( it, ..earl Imprebm?
Inepwtion ruing.to, muacipalitoWOmmo hove bem e... Ilmtand have rev.Wcd c wmtformmy y,u. The ministry cmdnua W work with .wren and o,, t ofrynr-with W,pme,.ruing. below 100 percentmhelp them gei.. bearer mde—diog of them obligaio. andrvp.mibil iris ao they cm
improve the pefornunro oftb" ryauma. I., amal I mb,of me.euh year, impevon my ieme, Pmvineml 0 Mm s OW, than rtqu thea)vtem owver or vpmur 1omks w.eufve e,tio.bya rpecific demlive orrtf, m incident to the m oy', I-atigwoo and En( ant Rnvch.
AM... Y.. Co. Take
• Review you rmnuelivpertionnwlu and uk quatl.0 if tbmebmyindiwdon ofdalining quality.
• • ,irymtal
Ail, bow d.litimcia matt,.
are being eddrtseM.
• Review your sym. s m doig W the.tinge reported in the Chief Drivking Wee, Impcuor , Amoal Report If your ndog i. Im that 100 pm % eek by.
• Couid,,,etoomd w,rtet my deficimciu WghlighmdWtheiupemim_
Ma.aging the Mika to Drinking Water
Cooduming a risk euammnt b , key campwmt ofyoo, drinking water eynmt', opcnivval plan By ,o f..ing a rick aummmt your op,.d,g eab.6ry will mat
Wing yr pmmrial h.mdoa evmm faring your drnking wLLm eynem, cg. rut car dcrallmmt, alga bloow, wum meiv bsekA tle.
• themryamoo drivking aver ifs haudou ovmt weurae.g.biologic(them cal conmvy Imywwwwethrooab m,% vlogicWchm emumi o, tductolv„ofevpply/Ivw p,murt, ale.
• Nc.eem,vy mea,wa mrtspovx meeaurtefor emb hezvdou evmt(thae mea.me.vuy,lrndy be to plate through tech bertimuwwceprotativomo-oamrmtpncma)
rmkivg afeuh evoat awardivg to ib likelhood of oomnrivg sad tho wuegwwa m arveriry of the raWu
W eddieoemthe rbk, eueaud by your .porting atuhoriry yow lard aounepn cam euthoriia have performed deWid,,neme-baud rvkmmmmb ofm-icipal driNcive wewaaurem withi. wurtv pn,mno. ertu.
Deneltlom
Rink Aammmt
u m orderly methodologyofidmde mat N fyi.8lamb,mhifeel.at may.Rmt the aaferyof drinking inter ad evJULLivg
Rtek thrir.igtif ace.
u the pnbebility ofidmbfied bead,caving hate, iwludivg the vugviter ofimt berm m Ne wesNoe -
Heard
u a..—ofdmgaw. property that —ye— di.b.g weer- beuuei, I. hmue touuvrpioa
(Sane: Ovm,iv MinieU fthePvinvvtmt,2007,lo,plmm.Geg Quality Mae, —A Guide for Ovuriv'. Drinking W.mr Sy,—)
Homo. Ac AH. ARectmg Source WwW,
OM Nitrogen C1rl"-Ih _.►
(souse: P.Rueoo Probe, 2006, The some, Water Pmtmdm Pima)
W wmv mq the opmtivg,uthvrity may idenGry meuttoa to addrm heradou wort which will dl for improve--- that requirt bngaemr pore-W gin Thoae typo of dmbiou will vflen ivvolve cowcil nppmval A.. wmcilior, you should take time to—demmd the-d.lyi.g tM a eaoci..d with these decbiou, their
potential likelihood and impmu to public health
In ether...,the .porting authority may identify tick, bot w omide of fear cov.oL For tb Sit may be eW.pwo to developcmi,Smy w emergmry rtap0euo,ro,.dmoa
Pt" to Peer
Ntvar mks the goahry of.w dnnkivg warm for gnnle . Then me 1. mmy ado. Not rot mat goad wuw lot. bad
ComAlfar Jwk Miller City ofBdlevifle
Peer m Peer
Adequate m=,,ip J fmdmg u e kry coteryonent of d,k vmuagemeot
Forms Cv fflm Km Grvh.m, Town o/Satoh, Folh
More oar Hm,dow Evmm .ad Ifaardr to Dd.kWg Weur
Heardou evmb un be wmW or tahnvlogid in origin, w melt fiom humor artivitie.. Nvmnl evevu include Oohs, ice menu, drought and.pring rat oR. T,hnologioal even- told ivclude equipment feilurt m a power outage. Humor ectivito thu mind lead to a drinking wum risk include vmdalum, twmtirm,
cheoii . iit, and couwc e, eeideeu.
The row dilfermt typ, of haeaWa that may effete drinking water etc biological, :hemd, phy,id and eii.l,gi,e:
at•Yeke ItueL:
od.& bmtwi"hel . vand pavidc orgmbrtu, such u E,c.k, Gail. and Cryptoeporidium
muidred the me nmifirmt drinking water ho th tick be. eRwb ate more; on enure dWm widdn hour
eee commonly uwcieted with free wow hum humor or evio I., e, oomr morally to the environment
C..v4a1 H•...+•,
include me rpilm, hoary m W., divolved gaoa like redo., pemiida, vi— ,wdium, and Iod
eattau Gum.care. wnttr.,.cew ie the.anmrm, and dl Luuw,y.—
ny.-.--:
include wpmded piM 1, and ndimmm thu rat vary micnbivlogid bawd, and W WKom with 14,15,dov prvcm
cm m,uk Goer wnheiwdoo mNm poor prooedwa LL diRvevt pvinm W the dclivmy of caeca to the c.vavma
aWbt•pkJ Rawl:
m be arm Mly w eivg chemioab nett u ulm w unn:um oem fivqueedy aww W Wooed— W low quaint,
may Brim Gom mat -made ...... 6 a.
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1.1-tructure Pmndng
Having a —inabk drinking wan inBitmaamn u nnmery W naa the dwiand to, nfe drinking wa,. Mahkery, equipment and mucemn ucd W produce eid p ,& aefe dneo,g wa, mart lic k pink, manite-d and io p iv d when necnnry.
Yom op,toeg eithomy, rtquirtd to:
• document a pocedma fen mndaoog ev smut
riew e'po, drinking wa, vymm, mfre —t-
. pwvidee runmey of*e pogrmn kplme to inanew,nibihou. it renew that ivfiaeeptceno
• repent their fiodmp Oka the review to the owner
• maetc Ne f--- ofib eennsoce pwgrem
Depmding mthe mmtun of— e d nlatiomhip betwmn— the owner andopmting vuthenty, the rmWb of the aooWnvicw rm be commmica Nwugh rah mama coundk budges, plmodng or ofuowtganmtmcetkgs.
Mumeeance ectivilin cm be ciih, pi—d or uplavned;
•Planed meetmmakdudnmheduledvrporstivemoviun nailed to Dui-uiemiorpwve m6s mine elemevu_gg. equipmmtmuetmme4 envoi nplmanmmpk TLey vudmeW reduce Ne nrkofmmplmnedfulun.
• Ueplmved mevtmance imludn remove minion, e.g. to deal with mine break;pumpfu-lurn,F{c. lLry ore dew hmvilymrwurcm and advmely J(at dnJeivg enter gaiety
By esmbwhing pinned pmgrevb for muotmmce, rr*abilimoe and renew&, *e opuwng itu*onty cm save one and caw and k,ose public wnfidcece k drkwvg
Some &Hering weer ryemm Iuve five m 10-year wiling plw to eddtns such emndereuom a nun rehebilimuon, upgr�o and replacement water treamevt and Hangs due b ieermsed projemed demmdr. Thex tYpr o(rystem mentmmu rtqummmb art,...,.gy oed w the npi W budget ofNe apmtkg mthoury
md/m the owvcr of the drinking wan sy,4m.
Peer w Par
Aging mfretro a i, the major challenge f kg—ciiiplitin Wdey,e A,,)id leg -keen plea to eddren thi,uamust
17-11or Pad Hubei, City of London
ANene Yau Cite Ulic
• Find out wive mJvkmnee, rthabilibom and rmewalpka vein plmefor yow drinking welerrymm.
• Ask your opnaong ath-nry w p.smt Ne fiMkgs ofib mast infivsvucwn nvicw.
D,Onidam
Infiatruwrc
Ne set of intenom,kd muceurnl elvnmb the povide Ne fiemewoh for sgryortkg *e operation of the drinking waen rynem, including buildings, workspace; porno equipment hmdworc and,oftwee, and supponing,mica such a traayon or mmmuni000a
Rtbitbuiteie,
the pram of tapering or nfuNishmg m kfiostwcwn element.
Rcnewd
Ne pun of rtphci-g the inf hoe element with new elemmb.
(Sane (]tin— Ministry of the E-iwnmeee, 2007, lmplemmti-g Qudiry Maegemme A Guide for Gemio, Dndtkg W4kr Syctmm)
Su,bimble Financial Planning for Drioking Water Symin,
Achieving fmmciW—takbibly in Gnkiio'• muaiapel weer and—ncr is a Img-oaten god. FivmciW ruraldebility i, mdel w cnsurt this O tniuu—oc to enjoyclew and eel dnelong wan, wetu and —wer-A—art refuble and cvvimenmW pntecnm it eaeancd
To rc aloe or renew a munwip.1 dm*wg wake licence for yom dunking we, ryemh your onowipeay ncd, to prep— a fi- W plat.
Y. have m poctet mle to pity in eesuriog Net a pppopruk amass tin mode aveileble to mare thin a fivacie plat cat be prep-.& Mmidpid tomtits have ulovwe rnpowibihty fw epp—ing 11acid ple, Net ert —p—d (or a wJa utility.
The following are not, kry pnecipin for developing a fieenc W plan:
• Ongoing public to,pM -tan& treapenecy on build rapport fc-end cmfidemviv -*e fiend& plm and the drivkmg wake ryotn,
• An ivkgnkd epp—h w pluming among wen, wakwokr end storm wet. tyekw u dniroblc given the iehamt relaoonn p, emu-g *ore scrvicm.
. Revevun mllctM w pmvi&wan and wevewe, tomiree ahoWd ulfinuady be acdmmar the- cede nfthnn eervicn.
• Lifo-ryck pluming with midcowee mmctiom u p Jtrabk to pleuivg ova the rho. -keen w not plmdng a Jl.
• M moat vwuVo,ene plea i, a kg input to the d.kpmnt of • fionciA plm.
• FmmciJ plw bmdl(m.1h,do. Mitibe-Wouofvmou gaup wdudmg engineer; w—oets, mditon, ality rtaff and muoicipel council.
Fim-cial plea fin dnnlo-g wwa ry— en regaled m 1— men ova • trunvnwn perod of nz you, although mmicipdinn w ..gel W adopt a life cycle appmW mana ech managing the, eu e, dmlong — eb u a Img-tam god. Fivan art W pkw WW gocum deob and eh.Wd be up&,W and ewe revid u new
i,=m bcomn eail,ec. Ae a bat preace, they rh,Wd be ,pdawd etvully to hater, eoob,wus impwvemmt and wiled kw the anvil ennui ipei budget paten
These en ninny di Bumf eau,both e,piul red opendag, eseociued with plaeeng,bull*eg and opnai.g.9,vyrt—Somecabcf-owpm-ot etvibumble W thepmmio, of water rah a fire pwketion rervicn, ar that opera ,ofswrm ends ry reactMtc^a.
A taeakeble "m in one the rm a quakly went avrrent -paving cork, vuinkin ad repair in mining en et ban, mphu uub whet epp,priw, , hM fuwro grow* and cM.—mk to arnica, ad mcoiml fa biLuoo end ehmgn ie tabnkU.
A Building-block Appwmh to Dd—iiikg Utility Nods
Building Oka It—, N.rd,
• Funding for Hbtoric Under-
mt
• Fulling fe w0eoov k Aeet C,m
• Fmdivg for Sy.— GwwN Atwbiorblelnel of revenue entomb(-rNefvue kvrxknevt Heal of the udliry ie eddiom to anent prod apron Rrvmvn in acne of cunmtpmod ecpmsn will be rcRend amtuow[kg turplorkfintncid ewunmm.
• Fending for Smite atuot -ram
• Funding for Debt Pnecipel
Rcpeymcnt
Amoco aim oI`T.gible Cnpikl Aaem If--atea*upot, theuoliy ujurt meefieg mnenl period eapmsee. It it oat edcip-dy pinning kr the 1—
le— Espo- (IfAoy) If---enadi. poke. the utility ujun nmvering ash cow. It is tigvificmdy mderfu Wild
Op —mg Eitpean
(Source Oeino M-myofda Envi—cet, 2007, Towed Fiti—aly Samkedl thinking We, and Wetewe, Synma)
„mayRm w 1levntnnmSaveMany
0
0
c
U
10 15 20 25 30 35 40 45 50 55 60 6
Year
5
— Poor Asset
Management
($60m total):
Let asset
deteriorate,
then replace
— Smart Asset
Management
($40m total):
Make timely
investments
throughout
asset life
(Souce: Adqu,d hum Onuno Mimmy nflnf nue,2012, Building Togeth,: G.& for Mmicipel Aeea M.M.— Planing)
Maicipenim need to n ore tint the, wake ryakrm ec edequtey fi—til. Over *e long term, nfery depends m ruble and et qute finmcing to adobe, the wercr rys4m't infeno... end its apenoonel upe.q w apply higbquelity wet, coau4mly
Jrunce Dennir 0 Conmr, 2002. Report jar With— Anq y
Weer Audlu cod Arcouetlg kr Weser L.—
Ai, impmmnt wel inmdenmvding Ne conditionof your ducking warn e. ancn ie•ware edit This it the proem of otkutkg whereJI of Ne wake—cti.g the dumbutioe,.—tuh up.0-c of the Napam4r audit will —I a how muh wake u being toe to Ink, foe weer main and acm,,—ciom.
Legg, ort a ronum a *ry cat
e,,nal demoreoeg water men condition and be a pcurwr to non brokagea
• bce,mrte of GctmW c 1. in mg
tte_8c addiumd tom fen pumping mdtmm�gw uNaumtultitraecly delimndeo coaumm
• dungc other infiemucwn such a weds and ecwcn
(Sauce: 0eah, Kni ryof Ne Evvirormce.2007,Towards FinmciWly Susteinble Dnnkivg-Weer ad Wastewver Syeeou)
The Big Pleura
Auordkg w Enviwnmmt Canada, 10.6 parent of ILL. pne=M a mueicipei ware —in failitim to O,mrio u toe, meNy des to lank, to the duMbunoe ryrko, kfa-ucwe. ONrre mum1 noma4 thi, figure i, u With a 30 to 40 p cot
(Sower: Evviro-mcve Cowie, 2011, 2011 Moompe Wen Ure Report 2000 Smtin,r)
Communicating With Your Operating Authority
Within the operational pin, your opeeieg eohonry it ngkred to hove a pwudurt for mmmuduneg wif the owe, of do d-I-S wa, ryakm, iu permmei, rupplim end the public. You should be (value with how commmioom ebaut dri-king weer ukn plat. The pr—dun fin commmiunit with the owner wy
be a simple u iedicaing *e Haas of the implemmmein- of *e pNdg and ib eBuvivmm &mina tchafWed mating; wch n mmcil mcconge. Commmicenm with the public may i-elude potdvg kformLLion on •publicly accmible wcbJte u *rough billing ia,b.
At voted peviouly, your eomeil emy be ukedwprovideewunee mdornmmtof the ryseem't opewtioeJ pia. Depmdingm*<mmn of your Mt,n'rmmegemmtewsmue, thcopnovg m*Dory may Ja involve*eown. in nth, ermaofNe DMSsuchmriek werement, nunagcment nvicw or ief nuctwe.
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AWom Yon C.. Tkke
Ddowd.o wino o.d how yow opmtivg unb,ny will mennowie,n to you as an own.
Find out whin id-mmem is v.do available to the public and bow.
Emergeney Planning for Drinking Water
Under the Emagnu:y Mmaga.ert and CMII Pmrmno. Act, yow munidpah will heady Noe an Fmergmcy, Respow, Plan fa .aide nngeofpn.ml amerim. Some ofthsa omen.. my involve drinking—w- and my link to planning done m past of the WS to document pmcedurn to montal, a rom, of
emcrgrory preparedness
E—Meny pmpsmdmw meson identifying what ..]it beppno in yow systm to ome m m„gmcy sd bvvlvg p.mms, and procedures in plate to prtpm for o d Inpod in those anagconies. Some almrmn -fan mnrgmry impoea plan inclde.mmuondom, training, mrdg respombilitin and conrm
nadrinking Milerconmxt,Mire,gentinc.b.ppmm the nook ofova.ieyofmuraledhunwo-m—dworts Michssscumwinter, mjarpm, ouugm,,pill,,pmdeminanddel' wanactsof.dsim,orI,rorimPm 6,1nowilwineonbeidentifiedthroughIlk ssscsmmts,htOEQCinspmtiw.Ta
r ?dim n mans, eompmy reviews, sod records of pent mu,ge ,im
Ao element or be QMg sormemy procdurn is indal dolly daumem the role, and rmpomibi0tin owe, end
d op—ni.g euthoriy, eac during h mmrgnory For eaaispin. m an mrttyow gmny amk-Tmow, my be stigned the r iq..ibiliy of.krm i.g ourm auborusnon firm eoonnl and not m chief lirw iswith
muo,it sd the Myer.
The.Qj1S also requim this Jon d'oeedo for nmmwirdng to the own, and ohm doming an emergency be mmbli,hed. Planting beforehand how than, in charge will Iaf to sub oth, and the media con —id .wpliatiw during an mragenry.
Preparing eU, mew Ironing and testing. The bon mtegmry nopona pmmdww we orfldw ifper oml we not property uJod no what to do sod the X mdwm not tnted.All pnoowl waking within the driokieg wen,syr—onoil to know whin to do in.mr,gcmy, mpmiJly those with rymisl mpma min.
Coounoe fomu of Wring and training include mimmion ad Mwenw, aka.., noble -tap a mum, wdk.through dill; f9w,mbeal will, or fdl-aide aomi.n.
Dr.oftiw
Drinking Witter E—Tenq
is a p.-6.1 Mold ,...vice iwern lion it. may rood, in be ton efth, abiliy to mntai. a We supply of disking weer, to conwmm
(Soule Omni, Ministry,rth, Envinn meal, 2007, Implwmtlng (lmliy M.sgmenr A Guide for Ontario', Dowkieg Wes, System)
Utilities Hdpng Utigtier
A numb, orowario, mmkipalitin and utility are- ws.m mwjoined tagetherw omblab the Ontario W.t,/Wniewenr Ageery Response Nms k, orO..WAR.Y
A pmvinco-aide ate—Aof'wilitin helping utilitim" paWAEN sopport+ and prom.. pmviam-wide emergency "..do—, rmpomq and munW ud and soutane, for pub is nod print, weer and orw w .utilities.
].was how yow mmkipalky wo b.... pm of thi, growing network t the
Five pigs,, of rmergmry manstmo—
Eno ilwey mmgemart includesgnouslid msconpiehruw, program,sold ati. in baledeal Min 'tn for potmti,lno,gmcin or iisun oe teIt is hd.eoakmionaromt eppmah nodinclude, acuvitin ve in fimmvc. pots'.Prevention, mitiganoq pI,psdw en rn, respown. d Y.Thee ononentaw mp
illostremd i, the following Rgw
V`Slks E
R�51��
Z
O
Z
O
LU
�
F-
QLU
O
W�
>
OIL
LU
a
g
w
HAZARD IDENTIFICATION & RISK ASSESSMENT
(Source: OR.. of0m Fire MarabJl sod Emag.ory Momgle mt, 2010, Emergewy Mmagemml Doctrine for Ontario)
Acti-s, You Cao Tkke
• Ark your opmtingmthori,pm,,edu the drinking
rm,geonypalm with mmml end to explain whet respomibili,in hove been smignedm the owner.
• Know who will be the spokerpmon during a drinking wet. w,gency.
• Emurt«iticJ staRhave mkm.mnsary troning o.....mry pmcedwsanit have parti,ipud in testivg.
Advera Drinking Wale, Insiden4 11,11 Water AdAn ry and Drtaki g W,ter Advusry -Ilan, art they different?
An role wad,gwity incident(AWpn idirarn that a drnkingweer imodisrd tar bee. amended or. problem has arise, within ,drinking win, ryetem.AWZIatem mlprn oot morponnot of the droingn .water fe The y nee rcpon of.AWpf. does not to itaclf imicete the,".1,wa won is nouk or tht the moin.,
standard of sue bon an, been met but reth, Ihat no incident bin omorm l.4.-6,o now most be taken w pramd the public. In rime cam, bone conemb,. acvom my kiclode a toil win, dvimry (RWA) or a drinking ... dvisn, (p-WA).
Thered Method OKca of Hdth in rah of Onario i 26 public hedth now is respomibl.I i.ai.g BWA, and IRA, when nmwery.
A$WA is mend whin ..edition dab with v drinking Minor supply Wt my reds no a limlth risk end W cmdition, ao bar mired by boili.g the ureter or by dumfmtion. An nwpl, is Ibe presence ofbadifL in the Milm apply ebb u E.nb.
A DWA is brad whoa a mdim, onme, with a drinking mmr,upply that cnomt be monad by boiling the note or by dieinfeuim. Alt .ample is the pmaem, of rbernit'l nontantinam.
1, both cue; the lad Mdiwi ORlmr o f llrilth will direct the system Dana to inform oem of the dviaory, through memos soh er dnnN door mtir—rim, public polingof.mic. ed loutIndia ..],is .boil Mutt and/or we so Ll,—.wan, supply mUl further nodes. An dvimry will be lifted only eftmIbe lonl
Medina] Officer of Hdtb in sm.fid that mroemI,, amwo won taken and the.i—i.. is rmedied
Drloldog Water System Operatars: What do they do? What e,rtifkatloo req.1reenesit, must they meet? Why do you need to plan?
Ontario his established requi=mts for the training and certification of drinking mt,(and Minn,-) yawn opltm.Monicip.lrmidentul drinking win,systemmrequird to use certified opuuon to perform all opnuond wok.
Drinking Morr spin, opinion play a v,ill openuoml role o providing safe drinking was, Io yow mo —o y. The rmpomibilirin of no apmmr my include
Chmki.&lilluning and.,. ong equipment awhm pump,,mum,filters awly.n, snd.1maiulspnm, and h,vng.spate not porn, m -,in for eAticJ reps,,
Deiamlo,g shroud dwq, end imps, hrnid fed equip
ment sppropue nly filled with cbemrds, dWesson, and tin, Pmpaly
main sting operating rm,di and submiftng operating rtpom to the system', oprnnng suthony/owner and be pmviom
Ordering ud midi-Ii.j, .,-it ofpsrs, chentiun ands Wpli.
Collecting -it
mbminng wiser swplm. rsqui.d by rtguldoe (fhb osmay involve taking —,I. from a numb, of of key luadw and varoponing thw to a licentd sodmertdad labors w, )
E.pl.nng and rmommendi.g to the opwai.g vubony/owner my major reply, nplam.m. or improvan.nu that should be nude to the plant -&or d aribuuon spasm
Drinking wrier opmmn is Ontario noon be emifid sod uJond sm ding in the type and compinxly(elm)of the drinking Minor mtmt bey Wont. Oporto, rem required ta go tlwugh ngwu,miming, ante essawati-m, sod meet nunduory continuing eduwne nquirtmem to mom and nnmtai, their nenificufon
A certificate is alidfor Wee yam. To renew their certifier.,opmmn must cmplsn 20 to 50 honn of mmd.tary training per ywoe mbjmmrelined to the d.in o is meta rysm opinolm. Cootmbig eduntim helpsopmmm stedily improve their knowledge and skim throughout their canon. Ow.m and opening
authonties m rmpomible for mustang drinking meter system Me sppwpw mly t,ffed and sopervind by gwli fin pion,.
Type. of Drnkis, W.- System Op ... is.
Overall Rup—M, Open, (ORO)
dnigmtd by the omr, w,pmti,g mthony, th,.CW bon well opauinnal responsibility for the system and mull have m opervtor's certifiete that u the snore ci.aifintio, u (or higher than) the syemm
Opa.w.in-Chug. (01CJ
designed by W .m, w,pmwtg nothony, the= eon direct other,pa noon, sat IptedooJ panmtm in the sysmu, and hill the aotinwiy to ,it, rep innimJ detu urns.
Operaton
n promwho condo'oposa nd chinks; who adjusts, nits, evaluetna proem or dirt. be Row, prtaw or gmliy of the Minor Mft. the y.—Opaton most hold avoid op—.r*, uw fiute.Nw,wtifd persons my wok nod, the direct write.opaviim, of, certifid opnmr, who phpiully o nwr all
opmtioml wok.
Open in-TNning (Alp
ew opentan who ran -pate. drinking meter. spter. Thq arrow be den wiml a m ABQ or,OlC.
Warm Qmliy A.4yn
e person who is trained and certified la .it. op—i.W tests, such m chlonne rteidu l or turbiditytoo, wibl. a drinking meat, ryemm.
Peer ta Peer
Conpaan, unified,p—.. are a key eImnew to it. dilig.n. Municipalities hove an obligstm w fmilitate.,.n, treiniog for wear nossorms opasme.
Forme, Ci11o, Ken Groh— Town oJSoUrk F,11,
Asti,,, Von Can Tkke
• Fww, then tie mTteienl maonn for.qui,d level, oftddng for municip.1 stvifiowlvd in operating a drm .king mt, e,stt
• Coefim that an overall mpomible opewm(W) bon bone dwigmted sod lit pnuduro an is plate to semi Jl regard staff andcoetnnonm certified
• Check to tie ifdnnkieg worm operator muemio. planing is being done and that meeswea w takes to ddrw my cum.t or mfidpud chollmS, to no uitng Aillsd emp]oyow.
Emam paw mmicipaliy u Wonting awhw y bin cnotng... y plw inpl•m for aibWiom ahem yaw cenifid open m Miry not be evwl.bl. is g. labnu di,wm, illo—no, —monies, plc.) nod, if ass -ad. rmfitm thin these metiegeoey plw Wme beat when regwrtd approved by the Ministry of the E,vi,,mmt
and Climn Chnoge and w w.Id.g.
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Water Coovenatlon
Crntivg and implanmtivg wua mmawtion meuwa help b mdum wuc and energy cevumptivv, lower Img-tram W frutructue mats inmeem ware ewuimbiliry end pmtmt We en—w—t.
It is ntiml dthu every addition! litre ofwuc capmity cash mMbly f dollar fen apmdcd—and wmbwabrivf tructae. Mmy muacipJinm m o.b io erer.14mg aigwi It— ,bp fi—weermmervanon mea,wn.
The mrt of energy m pump, di,lnbub and heir wua and wenewutt b a eigeificmt eapeme for non Ovmrio mmicipJitin. Sasvg wamr iron mmry, mvgy and rtdma gmmhome ga enuniom. Beau watt mamgcmmt hen the polevtiJ b be am of We mmt coucRmtive megy rtdmnvv muegia fro Oebrio i
icipJina.
(Svartt: Oobno MiJatry of We Favimement and the Ontario MW ispy ofNenuJ Remuw, 2009, Selbguudieg eed Smwoivg Ovnno'e Weer Rnmuca for Fuvac Genendom)
Peer m Peer
Wirer is ow nut valuahle vwN rmmrte. Now we u mmcillon prow.t Wu rmwce will banns mme and mart important u we mnooue b requirt safe dnnkiog wirer m We fume.
Cvw 11 -m-Len Rrbam Johuon, City of made By
Wirer CavvenaU.. Fmb
. In Ontario, the average midmtiJ webr tics b •bout 7]3litrn of wua per penov per day, which is sigvificmdy more Woo mmmn with simile smrdvd, of living mch u Gvvuoy, We United Kingdom and We NeWmmda.
• Pumping end distributing wabrm bona and b ndb,p,mmg, Fgwebr sodweatewabr makes ui-Wirdmooebalf ofammk m-1.mmmt'a bbl JemicJ mSwhicb bdouble Wu of oWcrmuvicryJ mw suthu mat lighting.
• Camdim mrvrya have comiAmlly ahowv Wu tithe percmbge of mitered homamammmuviry iocwra,wabr uu per apiu dcmcua.Iv Cmadim mmicipalitin tbetum volumo-bamd wets chvgn(j.e melon), thervmgc dJly camumpumb229ft. per penan, whilebmmicipalitia Nat chvgee Datm
mend ru<, We correspved W g figwe is 65 pemmt higher, or 3]d lino perpcmu
(Souse bvimemmt Carude• 2011. 2011 MmicipO Wuw Uwe 11 y— 2009 Sbnrtia)
Learn More About Drinking Water
Sourte pf Water
Onuno'a drinWeg watt come fiom swf— wua or gmmdwuc. II a important b kmw the amens of,o mmmmdty', wear u it will delennme
• tb<Ided oftrvtrnrnt and diain(ecrddyaw drinking wua rystem must have
• We equipmrnt meded m kmg arM d -y lb yaw wucr
We types of risks yaw drinking wuc may Face. d
• palming fro yaw wuc supplies (or We fume
Surfeee W.—
Surf— wirer for public ne is taken Oom men, 1•kn ar —ia which ire cplmiand by sin and .now_ Surface rower u more suacepnble to cmbmimoon for We following rnmm:
Riven
rmy Dow Wmugh FwWwd, md—W arm, sewage diuhmge man and vtbe scar which may cane hermDJ metaminmoo end/ar af- Wte, odour, cluiry and colow. River wua qu ,ty will vary thmughout the yeti.
Lakes and rm
uwlly haw bmn water qtW iry then riven. Suspendrd wntemiomb will'amle mf ie lakn_ Ifowevc, !skit and rncrvvin tic wbjal W plmt and dgm gmaW, which ran give lake wucr unpicuml mle or odow. Numm mtivitia (power bmb, fad -lots, r1cJ art Jm • Wrvt m eddieae, lake art oflev (ed by riven
which carry mvbmiomb.
Below: A gnphial rtpremnwim of the dmdvg water cycle d—w—tmg how water Dawn fiom We murte Wmugh Ibe wuc tratmmt pmcea W your tap and buk m the sauna.
1. Water in the environment
2. Water intake
3. Water treatment
4. Water distribution
5. Safe drinking water usage
•�'' � � 6. Sewage and wastewater
I�`^J
flows to sewers
0 7. Sewage treatment
B. Release to surface water
9. Rural wells and septic
systems
L_
•_►
(Smma: O-no Ministry ofth, Fiwimvm m 2009, A—W Report 2007-2008 Cmef Drmkmg Wirer mryamr)
71e Crest Lekea wed DAakme Water
Orebro bend&. m the Gral lake; which wen ebmt 95 pemml of N,nh Ammce', supply of hash wuc —1 about M,fiflh of the —Id', mMly at finh:wfnce wucr. Oniy one pertml ofth,, wuc b renewed mch yar by sin and. —hit. Marc Wen 80 pemml of O—i— get Web drinking water f— We Gmu Lakn,
Grauvdsnter
Gmuvdmtc (defined u'wuc Wu Demo beneeW We aurfine of We bah') ran be fond.. mmt part of Ontario. It guhen u, aquifer; We layer tf,md, grovel and mek Wmugh which watrr,mpv hem We-11—
Swdandgraeel equifmireu"Iy We non nibble fen public rower systcw baeum wen is more plentiful. Among mek aquiten,amdbt— boflm penes and ran beagoodamens ofM=d—. Limmom is not pomu but nay have mek, uJ meson Wmugh wench wuc tin mow end 1w p.vJ aware .nly
Gromdwater Under Dt— w—w,. rim
m ed&fi,, m gmwd—ands 1--tn, thrm iaa W'od source of.Jer known..CdM which nand, for Gmmdwetc Under Ohal lvnmvice oB.d ,Wire
A ,quiftt applied by,CLLUI is viewed W We woe euegory u swfine wirer and hu We some trnanrnt and den kctioo mpa—ma
II:E' 111 :)Ufii1I.E; VVifIEB
0'f
k
(Source Ontario Ministry of the P vi—,, 2M7, "Drinking Wucr 101- wurac mumJa)
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So a Pr ,ale. In 0-d.
Protecting owevune ofdi ldg water u the pwpme oftheClean Wazrr Act ggdd rod the first componrntofO, n,',multi-f.ed approach W providing rife, dew Innking -
The wane protwav, proem W Onrano help, m..ini litim rod urban idenfify risk,be,owce ofeeenieipldrinking water co that better daui-a an be made eboWa&,ssing suchri,b througb rower pmativn plea.Thu-ne—bued proses hu ideeofied vulomble artu W protect drinking were, sowrm.
Mmic'ryalitie have a Agnifiennt role in ivrplemeoting row epwemfl npbm: they anreepovubin f. erne, halfof We policiein tb,p1w. Mwyof throe poWen art kgally binding ne mwiipOitim. Far eumple, mu dpalitie may be nqulred to Vpointrisken—gemem officnu rod iupenan. The. olFcid. will
,egoti,W risk enmg—ne, plea with ludo— or buineae ne dd—rho ri,b Weir eenvifien wWd pme to wwcn of munic"ryW drmleg wea.
TheC7=Wok,Act,2:6 dw neqrm-u uinierl.1BriWwe oplen conform prd with wane eenon pt. vlkieWpntwI.—bl. erne Municipeliee my need Winclude polidth e in e offidal pla uwell uzwig by-Iw Wpreventfhtun rub w one, W One . Phu may rtquin muvinpsitie W take otha.pmifi,
.tiara to pwtat,owcof dneing water.
Te lean m,, ebout,oune pwlectiw pla-iog for enneipelitie, plena wit the ,tyedyzfyffdWfLLkyefnyly�l 1p:il5=•co ♦ won onkroon tW wheel wo-taw ,r-tg4talalOfi!.
A,tlo.. Yea C.e Tyke
• Review the wwee protection pen, for yein, rt and find old w Wt eetiau ere being mkm te pwnct vWeenble area wand yew dunking were, -
Find .1 ifyew nwdcipdiry hen appointed risk nunegemwl of dau and ienj m in qWn wuroe puned,n Pleasing ned whether you art Waring throe&fie. with athe munieipdiue err delegating W clots wane p.-.. whoriry.
Delnldng Water Treatment Proe—es
hmtmwt pocew,,d.e or elimiun the pot-tid for the peaty ofpetbogem(orguisw that ken nose ill.—) in dnddng wea end ac u-dW easurt your drining roue men pmvioci 11 atwd Di Rceet weer Ww inacanWn di@r-t I —IS end - 116 ofeenne.1 W.k, clew wea i. providedW
In Nunn, WI e,micips dunk& won, ryeenu mmt have. dumfation p-cu in pea end al water mm1 be di.io(ecled W.ne it u supplied W the public. The non widely uud duiaawt u chloriet whieh u a 1-1. powerful a i. W feeant which ..,in— dui,f.n.,;. ware, parsec through the disaibus- eynem.
Drlol,g roam eysum, wing s,f=e wea or gro-dweu-the u wider the dine M... of>urf.e roue, must W. povide . filtrafien procem Need of the duinfe ti- -
Somemurticipdinm ue certain t pnee—en weddrw eeethetie noble —with d-U.gwe.,wchu-1,ando&.issue,the, do notpme a rukW public health but which co,nmen lied objecd.neble, or W ad —specific issue We ere mart IoW in moue, like uInn muscle .1.
Typl,A grouodweter nutmeat peon,
Disinfection
(addition of
chlorine)
1
Raw water
pumps
Well supply
Typlea..K." weer matron' pwcee
Distribution
Contact tank
Coagulation Flocculation Clarification/ Filtration
sedimentation
Alum I
Raw water Disinfection
(Addition of
Disinfection HChlorine)
(Addition of Low lift pump
Chlorine) station
To Distribution
Disinfection
(Addition of
Clearwell Chlorine)
Tnement Proem, Temu
Coagvletbe Cwguknov i, nebemieW perm that ewes amdla panicle Wbind togethm end form lergmp",Ia Thepmceuu ww to impow the removal orPeniele thnugM1 sedimrnnti-rod filnnfivn in the driaine-weter em,ncnt paeu
Fl-culetlov Fl,eeW,6=i, the gathering Wgethee of fine panicle ne warm by&mile wnigo,, then umen oremgulent ehmrdede In
fan Wgerperticlm Wet e. then be mnowd by,ed,—.ion and lilnetion
CTariRcetlee/ eedlmeetetlee Cluj! sin.movm wepmhd wlida pear W filtrati- In Ootuiv, We mmt common method o(clenfiatioo mad u.dimwtenoo - a allowing eu.p-dad vwenW W u,le wing gnviry.
Ftltrase, Nitration Sava pertick, five, the water the wart not removed during cluifimtioe by p.,eg the water d,.nhegrwuW or meth. filter the W. Wl err non of the.01W on a within iuelf,and,move pubogeu nipped in the solid, poor to disi,f.6ne,
DWafatlae Duinfeefien u Wuelly the addition er alarine W raw a filtn wea Inn .i..five. hum- p.thogem each uvi—., b.te rod pwvnu in wea n,,-thepuryouofine,uidog, enevw level of eblorive W a dbiaiii- warm dab,bative i,, n
Reyend Couwtloe.I hmtmeot
Comm-i cent -q= weer- brentcWmg,,from awe then in dude lowqudiry wetrn.—en,—.drota being degMM n it move through the dimib..io. ", .the eeM n mat i. ing couumer&.—A
As�,,sail,your commwiry may nee older weal Vmmrwt pot ame ofwhi,h art de -Abed in We chnn below, to nee yew community', unique challenge
Wonr Tn ant Pmce.
Type efweer trmten- .eu
Wb.t Rdoe
Membrane fileeine
Help, nnmve eni-1.11uunu
Bnfiltndon
Impm n w
ledodend
d red.... dieinfaovn by -prod- e end ..b.equl need fro mgul-
A&-,.doxidationp-
Help ucn redthenfecboo by.prvd.0 rod -poll-, erW unpwve lute wdodnu enddiainfeet.-
SludgencinWUi- clarifier
Impmve ry 1= eepeeity
Meg,etic fan aclunge ruin
Reduce di,infenron by-pwducu rod cuh.querl neM for -gale- and di.infece,nt
D...i-d nk Ooention
Rm-. dgee
Aeiwnd curb..
I.p.— inn rod odour
Uleeviolat QM light
Diideiuw e, without axing chonicou
Water Dlstributloo
Tb, o duoibuuov ry, u the network ofprym, valve; i hydrenti.Wmgrare.r ro e nk,, d mnp.g,tatiau the wen W cane eery Manicipalthe Weir treed get wenne, , fia t .Lf..My in mer oth--is ipdry roh� id-ly ve a th.mbem Wion eynm fill nquhed ne mcnl. due th-en liget. d
o ight.Clew,49,ddunk ing wear c- baoe,e weum-M through a pendy m i-m.d di,eib tioo eye System owncnerero.Ined in rnmW.. wmieml Icwl of di.in fee Wwughaut the dueibuda, rynam to in u a bane Mg iut wnummti-.
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Taking Care of Your Drinking Water: A Guide for Members of Municipal Councils Ontario.ca
Water Users
Elevated
1IT711 --don"
Storage
4ft
Water
Tank
Homes
Treatment
Plant
10
Im
Valves
Businesses/Institutions
Industries
Fire Hydrant
Typa of Pip,
Thc most common ryp, of nwrris1 mod for pipe mild,:
plutic
polyvinyl chloride ULXQ or polyethylme pip,; tie w &ly —d today
Cm
long-usd, sturdy but mpablo of,.mding b come tern
Durtile-
widely-wed, news vmion of cart -iron, more flcaible sod lea likely to corrode
Asbeno, W,g,
eo langa farnrd but still coed in ninny distributiov rystems
Water Msioa/P'piag
We,, moms smeomWly braid i.ths public street right-If.—y. Atmnk ottiv It s Wga sin m
rued to move lags q=tifim of aster Thnmdi.,la diea pipe which evnnecvemta ouiv to miodwiduol Wilding is slledswnla savice. These slla pip, cmwo s buried vJ to JI.w eeMts shutoff. Wata
smi., pipieg i.,ide the pmat py I- is consid—d plumbing wd is mW de .=wipdjurudictrovn ru
Thc pip, fthe dismbutim systmt mart be Isrg, mougb b meet domestic wd itdumid see& wd provide adcqusso sod ample flaw far fim protemiw.
V9...
Valvm are imW led a iotavau b the pipbg ryMo,n so Mat aegmmm oft . system cm be shut off for maime.wce or repair
ffydnom
flydrarm art dismbuMd ie M.dmtisl, mmmem W wd iedustrid artm, sod art 0,,ily mod by f dapssenmo in fighting firm. Fhe hydtwu sod y9. vdvn should be open d and t,wd of rcgW, Wavab.
Water storage Fsdlhla
ww" avenge f"ilitim exist to coon..wipoli— to provide a nerve supply for lima of cwagmry w hos y me Cost. firefigbdng) sod can weds:
eI,,Md=I,(pmvidieg w,wr poe Iw asyet.)
• amvdpipm (,I,, v Vp:y prtvwe fiom s high point of lend)
• bydm-,earmark sysmu (we sir presmrt to create was pr,.wre I. rmell sy—)
• surface I, m-growd navel. (when watt eve be nmd and pumped ou' for uw)
Pumpivgsmtlom
Pumping smti. w facilities incidwg pumps end cquipmmtfa pumping fiuids ft. neeplace to manta. Pumping fitilitim m.,,,md when gravityc of becord to supply rota to Ms distribution sym. wda mlfticm p, u to melt silr o, dcmwds.
Ws a Melee
VIM, mean record the emowt of wua tressd sod &H—d to Me tvssa system sod mumre the amount of w and by cmwmen.
Wster DlsWbutloe AM.
Your m=mpsliry may m,mwivsniter duttil,wian rwm sslm which provide deWled mapping ofthe dutnb.d.. ry,wm wd infbm oo on mfr,tt —end msintmwce roods Mtsiledmapping helps your municipality plmforfit- repels sod is wmtiel fw quick r.po to pmblmu mch Is wssa vain break,.
For Further Information
To 1. mae ebom dh.b.g wna, visit these websitm
— The Govmmmt of DnWlei webpage oRen.g a single point of,,,m to ittforwtim wdri,liiig wsta sod drivkwg wssa smic io 0omno.
S.ulieilplLGLSg¢99LL *L�([Zf0:Us.ihe*J.www fiiy—The webeim oftlte Walkewo Clem Wua Cmtre,megmry of Mc Ovmrio Govaomcot, which pmHd<sivfotvuhoemeveilebleo-sivivg and ducNion oRad by Me Ceetrt, espaullyw Mme strnng mmli mdremow commuoitn.
M,a[itii'linit�'ll2\g5uy�fihYlp_!1Wp.^=T94s'31: The website ofthe Ontario Clan Wata Agevcy,megenty oflhe Onmriv 0ovemment. which ioclwln wf ion oe wamr and fewage worb mdrtlewd semcm pmvlded by Ne Agency
G�1.dTiStihiLLtsklSJ�tN1fmS41w�ut i.D!31—The Oo... Govemmmt webnte povlding euwto pmvincid laws and rcgWationa.
k)fddilp_\lulLrt'tll �ldgf iYflOal,gt�sCllclhlipullt _.. .A The -his fthe 0 Mwicipol Wssa Nsodstim.
QfltVlo N•tta R•alkg.hAEgt cnun wg(.SIt4Jhap._1'`]1'N.vt m The w,bit, ft. Oot io Wewr Work, A,wistio I"fitte ofih, Americm Wata Works A,mition( )
Glossary
Thc follow og if a list of drivkivg wawrmlmd tams and phase you my come acme wbc. orryieg out your ovenigbt mqp liliti,.
Accreditdm body
a passe dmigmtd or embluhed m m sscreditstiov body wda Pon N. of the SY� Deb Meg Wowr Aa,, 1001.
Aartditd opomtieg atabvtiry
w opassing I "iry aurtditd under Pert aof Me S� ihinting W.ra A,S 7001.
Ad- Water Q"iry btiden' fpw
event is
which madam, trot remit biggm s pramor,,tirc iw wd to.b .measure
Aquifear
. Iaya of veil, rid, gravel o, rock the mntaiu ro.dwawr.
Ave' .mrmgtmmt pwwbg
ie the Audit poemofoul.ng the best poutbledeci—Ismgstlm'the bIddl.g,vP..f.&sottsining,--in,, rtplssing and dispsivg ofivh,trucwre wcm. Tboobjective is to mammies be.efiu, nonage risk; wd provide astisfsslory 1-1, of.a ,, w the public inaammwable vunner
I Mtmuhc wd dnmmmwd vm11 pmcn,that revolve objectively Owing sod mltuting daumcnm sod pro,mua to detamine wheba a quality mwMg 1ty.—cm(omuto the regwrements o fthe Drinking Wua Qualiry Miosp. t Swdvd LDR.QWS).
eaeknnw prtvema
mmbwiol dents for s wna supply ppo to prevent the bukflow ofwaver lot, the weersupply s,w hum Meemits too—tiom.
boil wsser dvimry
nonce vmud by localMdww Ofntaoflfest to dviu themmmwiry to boil or disinfest watt ilb, corownptiov. It is daiptd w nuke waversafe to drink when then is o btold, risk through e—iosooethe tin be co—td by boiling or disinfeRing the wua.
Chemically wined filtration
sstt b,osl— pmcw the men chawul,, mch ire, It shire, s mnWmt to bind —.JI prrticln wgmha into largo p,rtidss tot art iWco roily fltaed ow wbm the wua pusm through send bds I, other filtm.
CTbn.er,idml
le cowtotrdw of chlotne..ining bt the W.rinsid water a the end of, give. wntmt time thst is mil,ble to conk... to di —fen. Mw,,d It Fite Chlorine, Combind Chlonw sod Tots] Chlo,ine
Clsri fi-wilsedimevmtim
rmwvrl of suspendd solids pri, to filmion. In Ontario, Me mmt common methd of,wrifiutim andis sedimmmti..-or,llowivg suspedd v i.1 to rcole Islas g,viry.
Coagulssiw
a thermal It— Mss team maller paticln to bid wgetha wd form lugs puticlo. Thc pm,m is and to improve the cowed of ps ,icla through adimmmti.. sod Fit.... iv It, drinking-wna tratmmt poemm
Colony count
ie.tific mevwe thst ideotifim the numbs of bwtafa, ywt a mould, the am capable of forming wlmim.
Coco on Audtont IaW—,.bidvwugemml agenda tbst deli,, ssrvicm sod pmgrwu,ha, Fovea and vunege wvta wdolhaystwsl mmumnin perw,nhip with gove ,, Iwdownm sod other wguumtiw,
Conmminwt
my,.I,d, liquid g, dour, hest. sound, vibmtioq Miatiov a cambiution of wy of Man —Wting dirtctly or mdmnly hum humor ,nivitin that ewes a.wy time w dame even,.
Crnu-cawaEon '
tie pbysicei mwatiwof. vfe wpwhle weresupply with eno,ha wnaapply of tmknowm or conwmiuwd gmliry mch Met Me powbl, wna—Id beeon .o,[a po]lmd.
,,'.spond.—
e,ingleselld pmtuow ps—iw Pond ie Me bt,tind Irsst of—y -I, lfthe wimel wrote conuieivg Crylton iditonc ttotirum dtiokieg wsstt, it may taco gv mt.ti.d due— inh.—
Dmigodd f wlity
unclothe So/s Ormbng Ww An,1001, dmigutW facilitin w defned afaciliun Mn serve pmpie who art p..GWly mom murp ble willow ifthey dank waver thst uof000,quality. Theso fscilitim inddeechod,, twiv tin andcollcga ,bild=and youth cvo fecilib..
Disi.f—oe
uwelly the adiuon of chlorine to raw or fihmdxawrto canoes ortun,vew humae pethogem mch uviwe; banaiawprwomamw ,or fw Me purpwa of wmtuwngs muttatlwel of tblonw madnvkwg-water dimibutioo syawm.
Drmkie8 aver
(.)aver inimded fro humor,ovsttmptiw,or(b)wma dot is r,gW,d by sst, mpWinn, wder, m wip,lby-I,w or otherdwumml ismd wde, thesIth.nry of act to be'powble"or to'y or nod the regw,m of the plea bd drinking tvva quaity emedvds."
Dnnloeg wva dvirory
.olive i,ud by Iocal Mod IOlf—of IlesIM wh,n a drinking veto problem cstow be concvwd simply by boiling the weltt or dhrough dui.fauna.D.der a thinking Waver Advisory,.manic.am.40.dw me mother saute of drinking wets writ h her naive.
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Ormldng wuorayatcm
A sycsccI of work; ecldmg plumbin& this is ssreblitd forte purpom ofpdc idmg cues fthe syskm with drmldvg waur and that ixludm:
s. mytbivg used for the ,IId oovdtrm , pnucdov, mteu,sun tg;am supply
mytNeg rt Wed m tie mmegemevt of rmdue five the treumeu procev or the mmsgemmt of the fahuge oh subnma mto the carats] mvirvommt fine the trcazmmt vystem, svd
c. a wJl a ivkke thu servo a the mwm a entry pout of raw were apply for the ryetmc.
Drining Worer Quality Mwgmmt Slmded (DYZQW)
1e D,,kmg Wutt Q W,ty Mwm==t Standard isu a vdolc,C)II io nmdou ud thu uu t s fivmcwark for the opmtiog mthonry and the owlet ofa d i ld,g waz. rysm um dwelop o qus]iry, do—gmlmt rysum thu u rtlevmt and epproprwe foesys their specific tevc Op —mg -th.66. x.,I"d if fry
dentotstnu fat fry
the toqubemmb of the D.Wjyafs through third -potty venfimtroo.
rmldo Dg weer q.Wiry nmdds
rm
e
Andmds pcnbed by 0mm�o RquI v1,n 169N3 (Ovuno Dnokiett g WuSuvd•rds) foe microbiologics L che ek. and ndi.l.gimme l porstm which wbm above serum aotr cotetiomave hkoowv or suspend tot— health elfecv sod rtqui t ndo,um w uJ.
Dibibtg we warts Pttmit
a dnnldng wets web is oil is m MOECC-teed spp cv th—in spedfic requlremeou for when a our.—Ops] raidmtid dhaucg mar system u i-WtId or when m existing system is being mdiftd.
E.cnli (Fahmchia ml)
a sperm ofbscui, osturslly poet in the mtetiee ofhumor, sd mims]s.Ifschool .huoun wane conwvingE—B cmkndmte drinkingml., it my ceuu gmmmustins] diseme in humors. Mon type ofF wh=huodes; but same mtiwm�m, especWly OI STIi7, pmdux hormfol bur, and rot coom
ttc illnma.
Fs dm e
vioktion ofo limit far a covlemieant o procnbedm fo Ontario DnrrkvIg Wake Skrdmds Regulation (RRsg, /69/03).
Fllucfon
vas penidm five the mltt thu wttc cot rtmovd duung cldfimtiov by paving to weer through a granule or eels filter Wet ream JI or eon of the solid ov or within iuelf, and remove pelhogem prior m duiefmnon.
Fiemcw plm
Onrmia Regulation 153/OTmdenthe S.Ddnrlbllg Water Act, 2002 au rot to rtquiremmnfory fimtcw plm. Finmcis] plw helpmmicipuium build capuiry to plm !or dunking wan rystemn'long-tenfeeds] smninability.Afiuxis] plm man bemplace beforetlicenm robe iuud or renewed,ed must
npptyforaolieimum .fans -yam periodd fat stu,'m tc Jne fcom (crmcwd)licmce will be issud.F mdJ plw must mntao devils ofa synmiafiomcw pmitim,fimncis] opentiom and cuh Bow ecM on rtquircdtobe yrprowdby•reolwim ofmmicipJ romcil.
Flmmlati
the gofmng Ngefn off pertielo in wear by genOo miung ally to ditian of coagWmbchemimistofore lugs pmiAm farce for be mnowdby adimmtatix and filtrstim.
Giwdia
proem; mmlly non-pefogmic, Out may be pumitic in the intestine of wnebrebe including humor, and met dommtic mimeo. If edmal woste cmlainmg Giudia canwnivne drinking mar, it may ewe guminletiml diazu in humane.
Heurotrophic Plaza Corot UMQ
HEG ie a micobialogi.l test that given m ivfation of genera bederid popuktioa HPC resin, ere cot m idicazor of wazm nfcty and eduld sat be aced e m ufnt. ofpdmtw dv.0 humor hell eW.k. Thk e s routine ten k mmimr wear plmt op.atiom and vvwe treatment u wohblg prop.Iy.
Isbontory
s plea where duokkg rot. lord arc or will be modmlari Iv Onldo, Iabwuorie met be mcdiud and licwd for each type of dnekieg wu. ust Wry perform. 46oremrie may order of. type of tor, a well.
Mdie•1 Off ctt of HeJf
wit rtfnmm to s ddvlvg went systmc fe mediml o111", of health for the hes]f wit in which the system u lecud; if... Isists, euthodty, -id. with the ChicfMediwl Offices of HeeRh,
Microbiobgi,J otgmum
m .9.1 l so smolt thu it cmmt be um without a oucrouop; including bateus, pmtwoe, Nngi, vtd s i, and Jgu.
Muckiprl El iokmg Wot. Lic.. OdIM)
A municipJ drinking water licmce is•e•pp.v toop—s mmicipol rssidmJs] dunking watt system.The It— oil ism speific opmtionJ psrsid—for the system itcldfg red apaciry, maximum Bow rue and moTHn& testing sd monitoring rtquiremmu. The haV&replmm the Ceni ficue of
Approvslwhich ho bee phssd ow for muoicips] drming water sysuou.
ModwipJ dQuig rot. system
v drinitg wuc system (or pw ofv dnokiog wuc synmc):
• TWtuvwved by a municipdiry or byemmicip•l ecm.c hood embliehcd undo c 195 ofd,e Mroddpal Act, 2001
• Thuisomed byery coordnt mtablishdmder& 20J offe Mawdpa/Act, 2001
• From which a dommipnity abudirs or will obui, mar redo,fldim, or, corned b—ca the—aidpoliry and the Dave of the syaancm
• Thu is ie a presmbd clew
OpnntiegauWanry
with rtfttmne m a drinking wearsyeutrt the pe I, mhty, Ihet is given rmpmrribility by theomer for to opc,sd.,do--anent, ueintenmcem Jtmtiov ofthesystem
Opentiocel plm
docrmcm the Qus]iry Mwgemmt System CQMS) for • mbjnt driuing water system
Owner
with rtnmm w a drinkng mar system, every penot why is s legs] or bmeficiol Dace of JI or pm fthe synlm (but does not include the On- Clem Wutt Agency [OCWA) or my of is prdmeemn ahem O.CWA is rtginod of 69e Is the Date fthe system).
Pafogm
m otgmism that case fseeu in molder.gmism.
Permit to Take Wotcr
pttmit five the Mivisvy of the Eeviroemeet and Climate Chmgo odd, the Osuno W w Rnourcm Act, IO, rtpd,d of my perm, who Mk, oar 50,000 lit,. of— pn day from my source.
Poublc wet.
W.I. thu, el a tou.i. , mess the rtqunemmisp bd by p,A&16➢103(DriJdeg Waur Quality Suodmds).Of. definilivae ivclude weurofsuRcicod, high rpulity thu it inn bra mmumed ormldwifout risk ofio—diet. I, I.g-tom ham; watlrthstsunfl. the suedarde o ffcr.,..ibl. health
authnntie a duokiog watm, rot. to u -fit to drink-.
bozm Pro
a vny divine group comptimis some 50,000 orgmisms thu consist ofone « I1. Mon sue oble to move on fur own, Some ort • hcnth cores in drinking watt. (Sec Gimdia and Cryplooposidium)
Provincial OBicer Ddcr
m ode, ivud by a mmittry of the FEIvimoo,"I and Climau Chmgo Pm"md'l OfIl" to my pesos who comrewms my act govemd by the Mobby fthe Envimnmmt and aimuc C'honge.
Raw worn
aurfine or groundwun tat is available v a mace of drvling watt but hen oat raved my tr,mocol
Soave watt
mxmcd mkt in stremu, rwod, Iske ormdlrpomd squifen which isuud for the supply ofaw sisterfmdtinldng weer rynem.
source au. proles
worn, token to prtvmt the pollwiov or depletion of drink., —ti muro., ixlutvg groundmtel, hker, tivm aol nreum. Smuce —1ci protctim order Omuiol Ckm Ware, Act helps emus public hmlth thmugb dcwloping and unpile —dins cool pl., to omvge Imd m. and potmtiJ cii-odnonu.
Tots) eolith basics
a group of wu li. bscur[s annealing ofthen.. wbbpoup, with memo,chusotorini. t11et is uud Is —di— gmloy. The preunce oflow colirorm b,c in mkt loving a trosmmt plmt or to my o- dwen boocd'uuly sifter tmlmml. could mdicaze iodequuc trcatrncot nail poaible
—1. covlood Uon.
'osmanystm tt sypart ofa dunking wuc rysum thu 0 and in the trcmnmt of ores, mclding.
mythingfu nvrys or and is pal ofa trobmmt pmcev ncludmg my oe cot cq.p.,,t somiNd in plwnbing
mything rtlatd too the ou.= tot of—cloe form the tic tit procm or thv mwgem�loffe fahege ofv substance into fcnvtuw envlroenmt from the rysum
• well mivmketuserveofa murcemmtry poim of Haan mpply for the rynem.cn
Turbidity
v visible M1me or cloufnm in mkt cvuad by the preuxe o! suspended man., resullkg in the aerating or abmrption of light The doditt the wour, the pear the Nrbidiry.
Wilk— Bpuiry
the public coou rt otm of inquiry led by Jmice Dmnis O'Comm lto the ewnn Out.,cued io Mey 20W when the wol. supply in the Owano town of Walkmon It— w—dinud with a main of E.cab bi den.
Wuerbome ill—
s duce trammiecd thrwrgb the ingcnion ifemumi—d mar. Wa.r ace ss s pavive ceni. fthe infatra, agent, chemicJ or mafmoe pathogen
Wiser qus]iry
uxd 1. d cube the chmucol, physics] and biological ebsratensti. ofwuttn , uJly in toped W its euiubiliry for a peticulu purpwo, such o d.luos.
Wumhea
a regim or arts bomded pmpherd ly by a (vide and dniung into a psmcWe wec..ose ar body ofwu..
Formort inlbod on, s]I the Mtoutry of the Fsvimommt and Ch—c Chmge u I.g00.565,1923
Etruil
D L
Acknowledgements
Ministry of the Favlronmmt sd ChouuCTunge would Irk s to acknowledge the emmbutiom of tit. fallowing purple andav«iui,. in the development fthe guidvrlce&.co t,andfork fee for shoic, Weir limo and aperrise: fomer Comcillor Aodrt RwIst.Comcilkr Bum Colonm, Cevg Reid, forma Mayor
DelbmShowflt, Doug Parker,CowcillorJmkMOI., former Camollor Ken Gahml,rormc Mayor Michal Power, Comcillor Pool llub.%Comcillor-ot Lf cReb.cslohmoq on. tobb,TE. Send Janet, Adml Sikora, Alesa Pagel, Am Defy, Am Mane Wm Lso,B•fus Stokcs, Brands Kof., Brim Alton, Brun
Gildnn, Carol Salubuey, Cheryl Dvvis, Christine Cenpbell, Ch.,— Mmlc, Chmtopher Mwm& lode Prmhd, lekob Rehlieger, Jill Mane Bowgewlt, Krya Potvpayk, Laurtnee Bor& Mon Uri, Pratt FeJ•k, Rhobi Chach; Siobhm Con, Testy Bulmsq Stephen Hethenng o; Wens CapAbo, to Aamcimw of
Municipahuci, I'Misdo, the Ontaio Wutt Wohs Assod,tim and the Oewm Mm TO Wutt Asmcintim.
• For wwere to gexnl questitm, tartar fe Ministry of thl Enviromlcnt and Chow, Chmge 9 1-800.5654923
• Legal Doclsimcr- This guide should tot he vicod Is legs] wrath,, lspert deice. For Vocific quesu.m sgeding the legs] spplicdon of the Su�v t mkoig obuc,Act (SD-WA)mci its ceguldom,plemoco.Wt o Is", mil/, review fe ton of the Act al We
Sources
Much offe mazms] to this guide hen b= dgwd five the Ootano Mmkipid Wucr Associstim's 2004 hmdbook "Oordo Dnokmg Wun Stewedship Rmpm,uld ihcs with their pconuoio; Inf—Moto wen aka A cm,d foe the folloawg mace.:
• Ameucm Wucr Walks Associss- 2W9, IN —Bork. for Daimm Mokm
• Ofia offe Fite Modmi and Emergenry Mmegemeni, 2010, Emergmry Meagan., Docaieo for Ouvio
• Eevirmmmt Cmeds,2011, 2011 Muofcipl Wutt Use Ripon: 2W9 Sutim.
• Oetuio Ministry ofth, Atkmry Gmm1,2002, Pet Two Repon of the WJk,noe loquhy
• Oewio Ministry of fe Ect,ro enl, 2006, The C7eas W.. Act Promoting MunicipJ Awm ed Ucimc ding
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LEGAL
THE CORPORATION OF THE TOWN OF A URORA
By-law Number 5359-11
BEING A BY-LAW to provide for the
indemnification of members of
Council and employees for legal
expenses and liability incurred
while acting on behalf of the Town
of Aurora.
WHEREAS, pursuant to subsection 279(1) of the Municipal Act, 2001, S.O. 2001, c.
25, as amended (the "Act"), despite the Insurance Act, R.S.O. 1990, c. 1.8, as
amended (the "Insurance Act"), a municipality may be or act as an insurer with
respect to the following matters:
(a) the protection against risks that may involve pecuniary loss or liability on the
part of the municipality or any local board of the municipality;
(b) the protectionof its employees or former employees or those of any local
board of the municipality against risks that may involve pecuniary loss or
liability on the part of those employees;
(c) subject to section 14 of the Municipal Conflict of Interest Act, R.S.O. 1990, c.
M.50, as amended (the "MCIA"),
(i) the protection of the members or former members of the council or of
any local board of the municipality. or any class of those members
against risks that may involve pecuniary loss or liability on the part of
the members;
(ii) the payment of any damages or costs awarded against any of its
employees, members, former employees or former members or
expenses incurred by them as a result of any action or other proceeding
arising out of acts or omissions done or made by them in their capacity
as employees or members, including while acting in the performance of
any statutory duty; and
(iii) the payment of any sum required in connection with the settlement of
an action or other proceeding referred to in paragraph (c)(ii) and for
assuming the cost of defending the employees or members in the
action or proceeding;
AND WHEREAS indemnification for the defense of MCIA applications and MCIA
matters is not provided for in this By-law despite the fact that subsection' 14(1) of the
MCIA permits a municipality to pass by-laws to have the municipality act as an
insurer to protect a member of Council, who has been found not to have contravened
section 5 of the MCIA, against any costs or expenses incurred by the member as a
result of a proceeding brought under the MCIA;
AND WHEREAS subsection 448(l) of the Act states that no proceeding for damages
or otherwise shall be commenced against a member of council or an officer,
employee or agent of a municipality or a person acting under the instructions of the
officer, employee or agent for any act done in good faith in the performance or
intended performance of a duty or authority under the Act or a by-law passed under it
or for any alleged neglect or default in the performance in good faith of the duty or
authority;
AND WHEREAS subsection 448(2) of the Act states that subsection 448(1) of the
Act does not relieve a municipality of liability to which it would otherwise be subject in
respect of a tort committed by a member of council or an officer, employee or agent
By-law Number 6369-11
Page 2
of the municipality or a person acting under the instructions of the officer, employee
or agent;
AND WHEREAS subsection 283(2) of the Act states that, despite any other statute, a
municipality may only pay the expenses. of the members of its council or of a local
board of the municipality and of the officers and employees of the municipality or
local board if the expenses are of those persons in their capacity as members,
officers or employees and if: (a) the expenses are actually incurred; or (b) the
expenses are, in lieu of the expenses actually incurred, a reasonable estimate, in the
opinion of the council or local board, of the actual expenses that would be incurred;
AND WHEREAS The Corporation of the Town of Aurora (the "Town") considers it
necessary and expedient to assume the cost of defending members of Council and
employees of the Town in proceedings arising out of the acts or omissions done or
made by them in their capacity as employees of the Town or members of Council,
including while acting in the performance of any statutory duty;
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF
AURORA ENACTS AS FOLLOWS:
1. Definitions
In this By-law, the terms below shall have the following meanings:
(a) "CAO" shall mean the Chief Administrative Officer of the Town;
(b) "Council" shall mean the Council of The Corporation of the Town of
Aurora;
(c) "Director" shall mean those Town Employees occupying the position of
Director of various Town departments from time to time, and who sit on
the Executive Leadership Team of the Town;
(d) "Employee" shall mean any salaried officer or any other person in the
employ of the Town, and shall include any former employee or former
officer of the Town that worked for the Town at the time the actions that
formthe cause of the Legal Proceeding arose, but shall exclude
volunteers.
(e) "Individual," shall mean an Employee or Member of Council;
(f) "Legal Proceeding" shall mean any civil or administrative action, motion;
hearing, trial, tribunal matter, or any appearance before one or more
judges, masters, members, or any other such persons authorized by
law to hear and/or rule upon a legal dispute, but shall exclude:
11 (1) any proceeding brought under the MCIA;
(ii) any proceeding. brought under the Criminal Code, R.S.C. 1985,
c. C-46, as amended;
(iii) any proceeding brought under the Highway Tra>fc Act, R.S.O.
1990, c. H.8, as amended;
(iv) any proceeding brought under, the Controlled Drugs and
Substances Act, S.C. 1996, c. 19, as amended;
(v) any proceeding brought. under the Provincial Offences Act,
R.S.O., 1990, c. P.33, as amended;
(vi) any proceeding brought under the Libel and Slander Act, R.S.O.
1990, a L.12, as amended;
(vii) any proceeding commenced by the Town;
By-law Number 5359-11
Page 3
(viii) any proceeding in which the Town is a party adverse in interest
to the Individual; or
(ix) any proceeding commenced by an Employee against another
Employee, a Member of Council against another Member of
Council, an Employee against a Member of Council, or a
Member of Council against an Employee.
(g) "Member of Council" shall mean a current member of Council or the
Mayor, and shall also include a former Mayor or a former member of
Council who made a decision while acting in his or her capacity as a.
member of Council or as the Mayor at the time the actions that form the
cause of the Legal Proceeding arose.
(h) "Town" shall mean The Corporation of the Town of Aurora;
(i) "Town Solicitor" shall mean the Town Solicitor/Director of Legal
Services or his/her designate;
2. Legal Representation
(a) Subject to the provisions of this By-law, the Town Solicitor shall
represent the Individual in a Legal Proceeding provided that the interest
of the Town and the interest of the Individual may not conflict and there
are sufficient internal resources to permit such representation.
(b) In the event that the Town Solicitor is not able to provide
-representation, the individual may retain external legal counsel and
may be indemnified by the Town for such external legal counsel in
accordance with the terms of this By-law.
(c) Where legal representation is provided to an Individual by the Town
Solicitor, then the Town Solicitor may conduct the necessary
investigations and settle any Legal Proceeding in a manner that is in
the sole discretion of the Town Solicitor, and in accordance with the
Town's Administration Procedure No. 52: Litigation and Claims Policy.
3. Indemnification
(a) Subject to the provisions of this By-law, the Town shall indemnify any
Individual in the manner and to the extent provided for in this By-law
where the CAO, in consultation with the Town Solicitor, determines that
the act or omission done or made by the Individual 'which caused the
Legal Proceeding:
(1) was done in his or her capacity as an Employee or Member of
Council;
(ii) was done or made in good faith and in the best interests of the
Town; and ,
(III) was based on reasonable grounds for believing his or her
conduct was lawful and made in accordance with the Town's
policies.
(b) If an Individual seeks indemnification pursuant to this By-law, he or she
shall make a. written request:
(i) to the CAO, with a copy to the Town Solicitor;
(ii) where the Individual requesting the indemnification is the CAO,
then to the Town Solicitor, who shall perform the functions of the
CAO that are provided for in this By-law; or
II By-law Number 5359-11 Page 4
(iii) where both the CAO and the Town Solicitor are requesting
indemnification and are named as parties in the Legal
Proceeding giving rise. to the request, to Council who shall
perform the functions of the CAO that are provided for in this By-
law:
(c) In accordance with this By-law, the CAO, in consultation with the Town
Solicitor, shall determine whether or not the Town will indemnify the
Individual for the Legal Proceeding and shall thereafter notify the
Individual in writing of the CAO's determination within ten (10) business
days from receipt of the request by the CAO.
(d) Further to subsection 3(c) of this By-law, as part of the determination
regarding qualification for indemnification, the Town Solicitor shall
determine the factual background to the Legal; Proceeding. In
determining if the Individual is entitled to indemnification pursuant to the
criteria set out in this By-law, the Town Solicitor may obtain the
assistance of a qualified third party.
(e) In the event that indemnification will not be provided to the Individual,
the Individual shall be solely responsible for retaining and paying for his
or her own legal counsel and the payment of any fines, damages, costs
or interest awarded against him or her.
4. Town Approval of Individual's Lawyer
(a) A written request for indemnification pursuant to subsection 3(b) of this
By-law may include a request for approval of a lawyer chosen by an
Individual, or may request that the Town Solicitor suggest three (3)
lawyers in order to represent the individual in the Legal Proceeding.
(b) Where a request for indemnification also seeks approval of a lawyer
chosen by the Individual, the response referred to in subsection 3(c) of
this By-law shall also, at the discretion of the CAO and the Town
Solicitor:
(i) approve the request to retain the lawyer chosen by the
Individual; or
(ii) deny the request and suggest three (3) lawyers of the Town
Solicitor's choice who could represent the Individual in the Legal
Proceeding.
(c) Where the Town Solicitor has provided the names of three (3) lawyers,
the Individual shall select from the list and shall notify the CAO of the
selection within five (5) business days of receipt of the list.
(d) Should the Individual not wish to accept any of the three (3) lawyers on
the list provided by the Town Solicitor, then the Individual shall not be
entitled to indemnification pursuant to this By-law.
5. Manner and Extent of Indemnification
(a) Where an Individual qualifies for indemnification pursuant to this By-
law, the Town shall:
(i) pay the reasonable legal expenses incurred by the Individual
regarding the Legal Proceeding;
(ii) pay all damages, costs, interest, fines, and/or awards against the
Individual as a result of the Legal Proceeding; and
pay any sum required in connection with the settlement of the
Legal Proceeding, provided that as a condition precedent the
Town Solicitor approves the terms of the settlement.
By-law Number 5359-11
Page 5
(b) The amounts of indemnification to be paid pursuant to subsection 5(a).
of this By-law shall only be paid to the extent that such legal expenses,
damages, costs, interest, fines, awards, and/or settlement amounts are
not otherwise assumed, paid, or reimbursed under any provision of the
Individual's personal insurance or the Town's insurance for the benefit
and protection of the Individual against any liability incurred by him or
her.
6. Limits of Indemnification
(a) The Individual shall reimburse the Town for any and all amounts paid
by the Town, pursuant to this By-law out of any damages, costs,
awards, or fees ordered payable to the Individual in the Legal
Proceeding.
(b) In the event that the Town has paid for legal costs associated with the
defense of an Individual in the belief that the Individual acted in
accordance with the requirements of clauses 3(a)(i) to (M), and it is later
determined by a court or tribunal that the individual did not act in
accordance with the requirements of clauses 3(a)(1) to (III), then the
Individual shall be responsible for the repayment of any legal fees
incurred in the Legal Proceeding and shall be responsible for all
damages or costs awarded against him or her.
(c) The Individual shall arrange for the law firm representing him or her in
the Legal Proceeding to submit the following to the Town, at the
reasonable request of the Town Solicitor:
(i) detailed bills of account for all fees, costs and disbursements,
together with all information requested by the Town Solicitor
relating to the said bills;
(ii) complete details and copies of the evidence and testimony given .
by the Individual with regards to the Legal Proceeding, including,
but not limited to, any and all affidavits, documentary evidence,
or transcripts that are otherwise publicly available;
(iii) periodic budgets for anticipated legal costs, which may be
revised; and/or
(iv) status updates in respect of the progress of the Legal
Proceeding.
(d) As a condition of indemnification, and prior to any payment being made,
the Individual shall execute an indemnification agreement with the
Town which sets out the terms contained in this By-law and any other
such terms and conditions as required by the Town Solicitor in order to
protect the interests of the Town. Should the Individual be unwilling to
execute the said indemnification agreement, the Individual will not be
entitled to receive any indemnification as set out in this By-law. The
Town Solicitor is hereby authorized to execute the said indemnification
agreement on behalf of the Town.
(e) Once the indemnification is approved by the CAO, the amount of legal
expenses paid by the Town shall be limited to the reasonable legal
expenses incurred by the Individual for the purposes of providing him or
her with legal advice and representation regarding the Legal
Proceeding.
(f) The Town Solicitor shall determine the reasonable amount of legal
expenses that shall be paid by the Town pursuant to this By-law, and
may obtain the advice and assistance of a qualified independent party
in order to make that determination.
By-law Number 5359-11 Page 6
(g) The Town has the right to require that any account for legal expenses
for which reimbursement is sought be assessed by a Court Assessment
Officer prior to payment by the. Town.
(h) The Town Solicitor shall be provided with copies of the statements of
account on a monthly basis, which shall outline all fees and
disbursements.
(i) The CAO has the right, acting reasonably and in consultation with the
Town Solicitor, to impose a limit on the amount of indemnification for
legal expenses granted to the Individual for the Legal Proceeding.
7. Obligation to Notifv
(a) An Employee who becomes aware that a Legal Proceeding has been
commenced or threatened against him or her shall forthwith advise his
or her Director and the Town Solicitor. The Director shall thereafter
advise the CAO. When an Employee receives any process issued by a
court, administrative tribunal or other administrative, investigative or
quasi-judicial body, the Employee shall deliver a copy to his or her
Director who in turn shall deliver a copy to the CAO and the. Town
Solicitor.
(b) Any Member of Council who becomes aware that a Legal Proceeding -
has been commenced or threatened against him or her shall forthwith
advise the CAO. When a Member of Council receives any process
issued by a court, administrative tribunal or other administrative,
investigative or, quasi-judicial body, the Member of Council shall deliver
a copy to the CAO.
8. Co-operation and Assistance of the Individual
(a) The Individual shall:
provide all documents and information relevant to the matter to
the lawyer appointed to represent the interests of the Town and
the Individual;
attend at all parts of the Legal Proceeding when requested to do
so by legal counsel; and .
(III). make available all information of documentation relevant to the
Legal Proceeding and provide all the documentation requested
by the Town.
(b) At all times the Individual must co-operate with legal counsel for the
Town and the Town's insurer (where applicable). A lawyer retained by
the Town's insurers to defend the Town in any Legal Proceeding shall
represent the Individual with respect to the Legal Proceeding unless the
Town Solicitor determines otherwise.
9.. Failure to Comply with the By-law
(a) The Town shall not be liable to assume or pay any of the legal
expenses, costs, damages, awards, fines, or settlement amounts that
the Individual agrees to pay or is found liable to pay by a court or.
tribunal in the Legal Proceeding, if the Individual:
(i) fails or refuses to comply with any of the provisions of this By-
law;
(ii) or the Individual's lawyer takes a step which is unnecessary or
otherwise prejudicial to the conduct of the Legal Proceeding, as
determined by the Town Solicitor;
By-law Number 6359-11
Page 7
(iii) exceeds the limit for legal expenses referred to in subsection 6(i)
of this By-law; or
(iv) commences an appeal, counterclaim, crossclaim, third party
claim, or other proceeding related to the Legal Proceeding for
which reimbursement is sought, without first obtaining the
approval as specified in section 10 of this By-law.
(b) The Individual shall reimburse the Town for all amounts received by the
Individual, or paid by the Town on behalf of the Individual, should it be
determined that the Individual has failed to comply with the By-law as
specified in subsection 9(a) of this By-law.
10. Appeals, Counterclaims. Crossclaims, and Third Party Proceedings
The Individual will not commence an appeal, counterclaim, crossclaim, or third,
party claim unless approved by the Town in advance. In the event the Town
does not provide its approval, then the Individual may proceed at his or her
own risk and expense. If the individual is successful then the Town may
decide, in its sole discretion, to reimburse the Individual's legal expenses in
that matter.
11. Exclusions
(a) This By-law does not apply to Legal Proceedings related to a grievance
filed under the provisions of a collective agreement or to a disciplinary
action taken by the Town as the employer, unless the Individual is
representing the Town in his or her .role as management or in a
management support function.
(b) This By-law does not permit an Individual to obtain indemnification for
any Legal Proceeding that has commenced prior to the effective date of
this By-law.
(c) This By-law does not permit an Individual to obtain indemnification for
any future Legal Proceeding that is based on the acts or omissions
done or made by an Individual, in his or her capacity as an Employee of
the Town or as a Member of Council, which occurred prior to the
effective date of this By-law.
(d) This By-law does not affect any written. indemnification agreement
between an Individual and the Town that is in place on the effective
date of this By-law.
12. Effective Date
The provisions of this By-law shall come into full force and effect on the date of
final passage hereof.
READ A FIRST AND SECOND TIME THIS 11th DAY OF OCTOBER, 2011.
READ A THIRD TIME AND FINALLY PASSED
2011. �l
11TH DAY OF OCTOBER,
JOHN D. LEACH, TOWN CLERK
CLOSED MEETINGS OF COUNCIL
Meetings of Council and Committees are open to the public except for the meeting
or part of a meeting that is permitted to be closed under the provisions of the
Municipal Act, 2001 (the “Act”) as set out below. In order to close a meeting, a
resolution is required prior to holding the meeting that is closed to the public, and
the resolution must state that a closed meeting will be held and the general nature
of the matter to be considered at the closed meeting.
Subsection 239(2) of the Act provides that a meeting or part of a meeting may be
closed to the public if the subject matter being considered is:
(a) the security of the property of the municipality or local board;
(b) personal matters about an identifiable individual, including municipal or
local board employees;
(c) a proposed or pending acquisition or disposition of land by the municipality
or local board;
(d) labour relations or employee negotiations;
(e) litigation or potential litigation, including matters before administrative
tribunals, affecting the municipality or local board;
(f) advice that is subject to solicitor-client privilege, including communications
necessary for that purpose;
(g) a matter in respect of which a council, board, committee or other body may
hold a closed meeting under another Act.
(h) information explicitly supplied in confidence to the municipality or local
board by Canada, a province or territory or a Crown ageny of any of them;
(i) a trade secret or scientific, technical, commercial, financial or labour
relations information, supplied in confidence to the municipality or local
board, which, if disclosed, could reasonably be expected to prejudice
significantly the competitive position or interfere significantly with the
contractual or other negotiations of a person, group of persons, or
organization;
(j) a trade secret or scientific, technical, commercial or financial information
that belongs to the municipality or local board and has monetary value or
potential monetary value; or
(k) a position, plan, procedure, criteria or instruction to be applied to any
negotiations carried on or to be carried on by or on behalf of the municipality
or local board.
Subsection 239(3) of the Act provides that a meeting shall be closed to the public
if the subject matter relates to:
(a) the consideration of a request under the Municipal Freedom of Information
and Protection of Privacy Act (“MFIPPA”) if Council is the head of the
institution for the purposes of MFIPPA. (However, this section is not
applicable to Aurora, since, as is the normal practice in most municipalities
across the province, Council has delegated the authority to administer
MFIPPA to the Town Clerk); and
(b) an ongoing investigation respecting the municipality, a local board or a
municipally-controlled corporation by the Ombudsman appointed under the
Ombudsman Act or similar legislated persons.
Lastly, in addition to the above, a meeting of Council or a committee of Council
may also be closed to the public for educational or training session under
subsection 239(3.1) of the Act if the following conditions are both satisfied:
(a) the meeting is held for the purpose of educating or training the Council or
committee members; and
(b) at the meeting, no member discusses or otherwise deals with any matter in
a way that materially advances the business or decision-making of the
Council or Committee.
Generally, a meeting shall not be closed to the public during the taking of a vote;
however, subsection 239(6) of the Act permits a meeting to be closed to the public
during a vote if:
(a) the meeting is permitted to be closed under subsections 239(2) or (3) of
the Act, as noted above; and
(b) the vote is for a procedural matter or for giving directions or instructions to
officers, employees or agents of the municipality, local board, or committee
of either of them or persons retained by or under a contract with the
municipality or local board.
Material received in or for a closed meeting and discussions that ensue at
the closed meeting must not be referred to in a public meeting, as this is
considered to be a violation of the Code of Conduct for Council Members.
Public discussion or release of confidential materials could cause loss or damage
to the Town, or violate MFIPPA. Ultimately, confidentiality rests with Council and
only Council as a whole may waive its right to confidentiality, after consultation with
the Town Clerk and Town Solicitor.
CLOSED SESSION CONFIDENTIALITY, PRIVILEGE, AND WAIVER
As is noted in the section entitled “Closed Meetings of Council,” the Municipal Act,
2001 allows Council and its Committees to meet in the absence of the public where
certain matters are under consideration.
Confidential materials, including closed session reports stating legal opinions, will
be provided to Council Members in an electronic format, which is password
protected. This information is highly sensitive and, if released or shared with any
individual other than those to which it has been provided, including other staff
members, it could jeopardize the financial, security or legal interests of the Town.
Only Council as a whole can authorize the disclosure of confidential information.
Each Council Member holds a position of trust in the Town and has a fiduciary duty
to act in the best interests of the Town at all times. This fiduciary duty extends
beyond any Council Member's term of office with respect to the use or disclosure
of confidential or sensitive information obtained while in office. Therefore,
information provided to a Council Member in a confidential format must not be
shared with anyone at any point in the future, even if the Council Member is no
longer sitting on Council. In addition, a Council Member’s use of confidential
information is governed by the Code of Conduct for Council Members. Release or
sharing of confidential information without the consent and authorization of Council
as a whole is a serious matter. Where a breach of this duty occurs, the Town is
entitled to commence legal action against a Council Member for breach of fiduciary
duty, breach of trust, intentional interference with contractual relations and other
such action. Significant monetary and other penalties may be imposed.
Waiver
Under the common law and the Municipal Freedom of Information and Protection
of Privacy Act (“MFIPPA”), communications between a solicitor and his or her client
are privileged and confidential. Accordingly, the disclosure of legal advice is not
compellable under MFIPPA. However, there are circumstances where this
privilege will or can be waived, thereby allowing third parties access to sensitive
legal advice. A waiver of this privilege will occur where:
(a) A document is disclosed and the party obtaining the document reads it or
makes a copy. This is true also where legal advice is provided to staff within
the Town generally. Strictly speaking, the client in the municipal context is
Council, as a whole (and not individual Council Members) and, in some
circumstances, senior officers of the Town. Communications between the
Town and its solicitors, whether in-house or external, should never be
provided to internal staff or third parties, including other government
agencies, without seeking clarification first from the Legal Services Division;
and
(b)Possibly where the existence of, or reliance upon, a legal opinion is referred
to in an open meeting of Council to support an action or position of Council.
This includes any opinion given in a report, specifically under Legal
Considerations. Unless it is the intention of Council as a whole to waive
privilege over legal advice, Council Members should refrain from referring
to any legal advice received in Closed Session or in a confidential format.
Where privilege has been lost, the document(s) may be used against the Town in
litigation.
Records of confidential information discussed at a closed meeting of Council,
which records do not fall under the category of legal advice, are compellable under
MFIPPA only when the subject matter of the closed session deliberations has been
considered in a meeting open to the public.
STATEMENTS MADE DURING COUNCIL MEETINGS
Section 5 of the Municipal Act, 2001 provides that Council must act by by-law
unless the municipality is specifically authorized to do otherwise. This
requirement is in part to ensure that the intended actions of the municipality are
clearly communicated.
However, the courts have determined that there is a difference between
legislative and quasi-judicial acts of a municipality, and operational acts of a
municipality for which a municipality may be held liable for negligent
misrepresentation. This applies to statements made during Council meetings
which others may rely upon as the position of the municipality. The Ontario
Court of Appeal in the case of Moin v. Blue Mountains (Town)1 found that a
developer can rely upon statements made during a Council meeting even if a by-
law or resolution is not passed. In that case, a developer requested of Council
the date when a certain road would be reconstructed to allow access to his lands.
In an open council meeting, the Reeve, who is the equivalent of the Mayor,
advised that the road would be open at a certain time. The other Council
Members did not contradict the Reeve but, unbeknown to the developer, not all
were in agreement with the assertion. The developer relied on the Reeve’s
assurance and when the road was not reconstructed, the developer sued the
municipality.
The court allowed the claim as the statement was made in an open Council
Meeting, made by the head of Council, was not contradicted by the other
Councillors present, and it was determined that the developer had a legitimate
expectation that the municipality would reconstruct the road. The municipality
was ordered by the court to reimburse the developer for his losses.
Although the facts are unique, the Moin case has raised the possibility that
individual Members of Council can bind the municipality based on promises
made, particularly during open meetings of Council. When Council is discussing
a particular matter, and in the absence of a Council resolution or by-law providing
proper direction, Council Members must be in agreement with the course of
action determined to be taken surrounding the matter, or their disagreement
should be noted such that a member of the public in attendance will realize that
the Council has not endorsed a certain course of action.
Where individuals approach Council requesting certain actions, where one
Council Member indicates that an action will occur, and where other Council
Members are not in agreement, it is advisable that Council Members do not
remain silent on the matter but express any reservations they may have.
Unilateral commitments on the part of the Town should be avoided by a Member
of Council.
1 (2000), 13 M.P.L.R. (3d) 1 (Ont. C.A.)
DEFAMATION
From time to time, matters will come before Council concerning identifiable
individuals, community groups or corporations. Comments made by Members of
Council during Council Meetings and subsequently reported in the local media
have been the subject of claims. What follows is a brief overview of the law in this
area.
Defamation is the act of harming the reputation of another person by making a
false statement, either verbally or in writing, to a third party. By its nature, the tort
of defamation is directed toward protecting the private interest.
The typical form of a defamatory statement is an attack upon the moral character
of a person, attributing to the person any form of disgraceful conduct. Examples
include suggesting that someone has committed a crime or is untruthful. A
defamatory statement is a publication, whether permanent or transitory, that tends
to lower a person in the estimation of right-thinking members of society, or tends
to cause others to shun or avoid the individual, or exposes the individual to hatred,
contempt or ridicule.
Individual Members of Council and municipal employees are all capable of
defaming an individual. A municipality may be vicariously liable for statements
made by its employees.
In defending a claim, the Town must prove that the words complained of are true
or that the comment made was a fair comment, without malicious intent, on a
matter of public interest and was the product of an honestly held view.
While statements made in the provincial Legislature or federal House of Commons
by MPPs or MPs are protected from libel actions under absolute or parliamentary
privilege, there is no such absolute privilege for statements made by Council
Members in Council Chambers during a meeting. However, municipal Council
meetings are generally held to be forums where the defence of qualified privilege
can be raised. If a statement is made in the discharge of a public duty, it may be
protected by qualified privilege if it is considered important that the facts be known
in the public interest. A defamatory statement may be made even if it is false, but,
if the statement is made with malice, there will be no defence. Malice is not limited
to personal spite, but may also arise when a Council Member speaks out of an
improper motive, even if they believe what they have said. As well, if the remarks
are not related to an issue before Council, they may also be defamatory.
Councillors have a duty to act with respect. Proper decorum and respect are the
safest avenues for a Council Member when making statements during a meeting,
no matter how divisive the debate or strong the opinion.
The Town’s insurance policy provides coverage to Council Members for
statements made while performing their duties for, or in association with, the Town.
All comments made during a Council Meeting may not be afforded coverage and
Council Members should exercise caution. Coverage may be denied where
comments are intentional acts, or motivated by malice or are irrelevant to the
business before Council.
How the law would interact with any given statement will vary from case to case.
Accordingly, if a Council Member has concerns about any specific comments, that
Council Member should seek legal advice from his or her own personal lawyer.
The Town Solicitor or Associate Town Solicitor cannot and will not provide legal
advice to an individual Council Member.
The comments above should not be relied upon in making a judgement regarding
when a statement would be defamatory or when a defence would be available.
These comments are made only for the purpose of providing you with sufficient
information to identify those instances when seeking further advice may be
warranted.
INSURANCE, RISK MANAGEMENT, LITIGATION AND CLAIMS MANAGEMENT
GENERAL OVERVIEW
The Town is a large municipal corporation that provides a vast array of services to the
general public and owns a number of public spaces such as parks and recreational
facilities. In addition, the Town has care and control over all municipal highways and
sidewalks within the Town, save and except for those under regional jurisdiction. As a
result, the Town faces a number of risks which the Town mitigates through various
mechanisms, including the purchase of insurance, risk transfer, the development of
policies and procedures and continued effective maintenance practices in accordance
with the Minimum Maintenance Standards for Municipal Highways.
Given the nature of the Town’s business, the Town also receives several claims. All
claims are investigated thoroughly and processed by Legal Services as further explained
below.
Insurance Coverage
The Town’s standard municipal insurance coverage is broken down into the following
areas:
(a)Comprehensive General Liability: coverage for general bodily injury and
property damage that may be caused by the Town’s actions or inactions. This
also covers liability attributable to public officials.
(b)Excess Liability: additional insurance coverage for large losses/claims that are
in excess of the Town’s general liability coverage.
(c)Environmental Impairment Liability: specific coverage for environmental
damage or pollution caused by the Town or impacting the Town’s property that
is caused by a third party.
(d)Automobile: automobile insurance coverage for the Town’s vehicle fleet.
(e)Property/Crime: property insurance for the Town’s buildings and facilities,
covering items such as fire damage, burglary/crime, and boiler and machinery.
(f)Municipal Officials’ Accident: accident, death, and dismemberment coverage
for members of Council.
(g)Cyber Liability Insurance: financial losses that result from data breaches
and other cyber events. Various consulting services are included in the
insurance premium.
(h)Aviation: unmanned aircraft (i.e. drones)
The Town’s insurance coverage includes, but is not limited to, general liability coverage
in the amount of $5,000,000 with excess liability of $45,000,000. There is a limitation of
$5,000,000 per occurrence and a deductible of $10,000 per claim on most matters and
$25,000 for property related claims. The deductible is paid by the Town for each claim.
The Town’s insurance coverage, including the deductible, should remain confidential and
not be disclosed to anyone.
Key players involved
•The Town purchases insurance through an Insurance Brokerage whose function
is to negotiate with various insurance markets to obtain the best possible
insurance premium rates for the Town.
•The Town’s insurance policies are underwritten by various insurers. The insurer
underwrites the policies of insurance for which the Town has coverage against
claims. Insurers provide administration of the insurance policy and is the
financial backer who determines the Town’s liability position, based upon the
Claims Adjuster’s recommendation, and determines how much should be paid for
litigation and claim settlements or if a matter should proceed to trial.
•The Claims Adjuster is a third party retained by the Town who works with both the
insurer and the Town to investigate insurance claims (for example, speaking with
the claimant, inspecting/documenting damage, reviewing relevant documentation)
in order to determine the validity of the claim and the extent of the Town’s liability.
•Town staff assist the Claims Adjuster in their investigation, where applicable, and
coordinates the processing of claims with the Claims Adjuster, the insurer, and
external legal staff (where required based on the nature and extent of the claim).
Where a claim is below the deductible amount, Town staff investigate and resolve
the claim in-house.
•External Legal Counsel are retained by the Town’s insurer to litigate significant
claims that were not able to be resolved. These lawyers work with both Town staff
and the insurer until the claim comes to a conclusion either through settlement or
trial.
Insurance Premium
The Town’s insurance premium is determined by numerous factors, including:
(a)Legislation Reform: New or existing legislation, Ministry of Justice reforms,
health and safety Reforms, court decisions impacting Ontario municipalities
(i.e., joint and several liability)
(b)Claims Trends: Changing behaviours, claims inflation, climate change
(c)Austerity and Recession: effects of austerity (i.e. increased social unrest,
fewer resources available for training, maintenance and repairs), recessionary
losses (theft, fraud, malicious damage, unemployment rates), quality and
management (reduced funding and inattention to risk management and the
development of policies and procedures); market conditions (hard or soft
market).
(d)Financial: investment returns, solvency
(e)Motor: Frequency of injury claims, fraudulent claims, changing landscapes
(i.e. more cyclists), future care costs, repair costs
(f)Casualty: fraudulent liability claims, lack of organizational risk management
practices, increased care costs, emerging claims/risks, population.
(g)Property: Frequency of claims, fraud, lack of risk improvement (i.e. postponing
capital-funded projects), climate change, large catastrophic losses, flooding,
social habits, health and safety, building regulations, modern methods of
construction.
Claims Management
Most claims that occur in the Town are related to personal injury (slips/falls), sewer back-
ups, construction activities, property damage and vehicle damage. As the Town can be
viewed as an easy target with big pockets, it is frequently named in proceedings before
the courts even when the Town may not be liable for a claim.
Internal Process for Handling Claims
•Claims under $10,000
o Processed by Legal Services Division in-house
o Adjuster involved only where liability is questionable
o Not reported to insurer
•Claims over $10,000
o Processed by Legal Services Division in-house
o Adjuster involved in resolving claim
o Reported to insurer and insurer assigns a Claims Examiner.
•Litigation Claims (Insured & Non-Insured)
o A claim becomes a litigation matter once a Statement of Claim is served
o Adjuster involved, where appropriate
o Handled by external legal counsel
For insured matters, legal counsel is appointed by the Insurer
For non-insured matters, the Town Solicitor recommends the retainer of
legal counsel
o All litigation is overseen by the Legal Services Division
Ensuring timelines are met
Gathering records and data, providing information, providing, and
coordinating professional advice and technical guidance (with assistance
of affected department(s))
Preparing Town staff to be witnesses at Examinations for Discovery.
•Contractor claims
o Contractors may be responsible for some claims as well. In those instances, the
Town generally works with the Contractor to resolve the claim; however, in some
instances, the Town resolves the claim and pursues cost recovery from the
contractor by enforcing the indemnity set out in the contract or by subtracting the
claim paid from monies owed to contractors for works performed.
•Subrogation Claims
o Legal Services pursues cost recovery from other parties and their insurers in
relation to damage to Town infrastructure (i.e. drivers that damage streetlight
poles, fire hydrants, etc).
Denial of Claims
The Town and the insurer deny claims where investigation determines that the Town is
not liable. In regard to insured claims, the insurer solely determines whether the claim is
denied.
DOS and DON’TS When Communicating With Residents
The do’s and don’ts suggested below are intended to offer some guidelines to limit the
Town's potential liability in the event of a future claim. These guidelines should be used
by Council Members when communicating with residents who allege that they have been
injured on Town property or may have some other claim against the Town:
DO feel free to respond to residents - Members of Council should not feel unduly
restricted in addressing resident concerns, provided that you remain aware of the
issues mentioned in this overview. However, resident concerns should be directed
to the relevant staff and Members of Council should be mindful in their responses
back to residents to ensure statements are not made that could attribute liability
on the Town.
DO make the Town Solicitor aware of any potential claim against the Town in order
to allow the Town's staff or Claims Adjuster to conduct an investigation in a timely
manner in the event that a claim arising out of an incident or accident is made at
some point in the future.
DO direct residents to the relevant staff person or department that can deal with
their concerns. A comment such as, "I understand your concerns - I'll have
someone at the Town look into the matter as soon as possible and follow-up with
you," is usually fine.
DO provide direction and general assistance to residents but avoid becoming a
part of the incident or immersed in the investigation.
DO be aware that the Town cannot always address a resident's concern, despite
the resident's initial reaction - sometimes incidents happen on Regional or private
property and the Town is in fact not responsible.
DON’T make any promises, commitments, or comments to any person with
respect to compensation for loss, damages or reimbursement which may result
from the incident.
DON’T admit to any fault or liability on behalf of the Town.
DON’T offer specific apologies or cast blame on the Town when responding to an
alleged incident.
While it is okay to see what the cause of the problem is, DON’T go out in person by
yourself - always have someone you know with you. Ensure there is a witness
present in case someone alleges you said certain statements that you didn't
make. Verbal statements are always more difficult to corroborate than written
statements.
Once a claim is made against the Town, it is in the best interests of the Town that
you DON’T become involved in the claim or comment on the claim or litigation. It’s
always best to acknowledge their correspondence and direct it to the Town
Solicitor for follow up by the applicable claims staff.
DO ask for help of needed. If you aren’t sure how to respond or are worried about
what to say, that’s ok. Reach out to the Town Solicitor for guidance.
PROSECUTIONS
The Region of York entered into an agreement with the local municipalities to provide
court administration, court support and the prosecution of offences under the Provincial
Offences Act on behalf of the municipalities, including Aurora. While the Region collects
the fines relating to prosecution matters, Aurora receives the fine revenue from
prosecution matters relating to Aurora.
The agreement provides that the municipalities, including elected officials, are to
comply with the attached Conflict of Interest guidelines in all matters relating to the
administration of the Provincial Offences Court. Please familiarize yourself with these
guidelines.
SCHEDULE "A."
CONFLICT OF INTEREST GUIDELINES
ADOPTED IN RELATION TO ADMINISTRATION
OF THE PROVINCIAL OFFENCES COURT
Preamble
Whereas administration of the Provincial Offences Court by the Municipal Partners pursuant to
agreement with the Attorney General must be conducted in accordance with the fundamental
principles of justice, which include prosecutorial independence, fairness, impartiality,
competence and integrity;
Therefore, the Municipal Partners, on behalf of their elected representatives and staff, agree to
implement and adhere to these Guidelines in all matters relating to'the administration of the
Provincial Offences Court (Central East Region).
General Principles
1.1 These Guidelines apply to elected representatives, officials and members of the staff of the
Municipal Partners.
1.2 No person shall attempt to improperly influence or interfere, financially, politically or
otherwise, with the administration or prosecution functions of the Provincial Offences
Court or with persons performing duties in relation to the Provincial Offences Court.
1.3 Every person involved with the administration and prosecution functions of the
Provincial Offences Court shall endeavour to carry out such duties in a manner which
upholds the integrity of the administration of justice.
Oblitz tion to Report
2.1 Every member of Region staff involved in administration of the Provincial Offences
Court, including the prosecution function, shall immediately disclose to the Regional
Solicitor any attempt at improper influence or interference in relation to matters before the
Provincial Offences Court made by any elected representative, official or member of the
staff of the Municipal Partners. If the matter is deemed to be improper influence or
interference, the Regional Solicitor shall advise the Crown Attorney.
2.2 Every member of staff of a Municipal Partner, other than the Region, performing any
duties with respect to the Provincial Offences Court, including prosecution, shall
immediately disclose to the person designated by the Municipal Partner for such purposes
any attempt at improper influence or interference in relation to matters before the
Provincial Offences Court made by any elected representative, official or member of the
staff of the Municipal Partner. If the matter is deemed to be improper influence or
interference, the designated person shall advise the Crown Attorney. When the Municipal
Partner employs a member or members of the Law Society of Upper Canada in positions
relevant to the administration of justice, the Municipal Partner shall endeavor to so
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designate one of such members.
2.3 No action may be taken against a person making such disclosure in good faith.
Administrative Structure
3.1 Members of staff of the Municipal Partners who are engaged in administration or
prosecution functions shall not directly report to or be supervised by persons who are
municipal finance officers or who are employed by police agencies.
3.2 Where a member of staff of a Municipal Partner who is engaged in administration or
prosecution functions has been charged with an offence created under a federal or
provincial statute or regulation and where continuing to perform his or her duties may
erode public confidence in the administration of justice, the charge shall be disclosed to
the Municipal Partner. Upon notification, the Municipal Partner shall determine if any
actual or perceived conflict of interest exists and. if so, shall take appropriate action to
address the conflict.
3.3 Members of staff of the Municipal Partners who are engaged in the prosecution function
shall adhere to the following:
(a) a prosecutor shall not place him or herself in a position where the integrity of the
administration of justice could be compromised;
(b) a prosecutor shall disclose any actual or reasonably perceived conflict as soon as
possible to the Municipal Partner. Upon notification, the Municipal Partner
shall determine if any actual or perceived conflict of interest exists and, if so,
shall take appropriate action to address the conflict;
(c) a prosecutor may not also be engaged in the enforcement function*,
(d) each prosecutor must be a member in good standing of the Law Society of Upper
Canada or report to or be supervised by a member in good standing of the Law
Society of Upper Canada;
(e) a prosecutor must not hold or have held office within the period of twelve months
prior to engaging in any prosecution function-,
(0 each prosecutor shall take oath of office as may be required from time to time;
(g) a prosecutor shall not, personally or through any partner in the practice of law, act or
be directly or indirectly involved as counsel or solicitor for any person in respect of
any offence charged against the person under the laws in force in Ontario, unless it
relates to his or her own case; and
(h) a prosecutor, who is charged with an offence under the Criminal Code of Canada
or any other federal statute or regulation that is dealt with under the Criminal Code,
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shall disclose such charge in the same manner, as provided in paragraphs 2.1 and 2.2.
Where a prosecutor is charged with an offence under other federal statutes or
regulations thereunder or a provincial statute or regulation thereunder and where
continuing to perform his or her duties may erode public confidence in the
administration of justice, the charge shall be disclosed to the appropriate Municipal
Partner. Upon notification, the Municipal Partner shall determine if any actual or
perceived conflict of interest .exists and, if so, shall take appropriate action to address
the conflict.
Implementation
4.1 Each elected representative of the Municipal Partners shall be provided with a copy of these
Guidelines as part of the orientation process following each municipal election.
4.2 The Guidelines shall form part of the corporate policy of each Municipal Partner in relation
to, administrative reporting structures and in relation to the standards expected of
municipal staff and, for this purpose, shall be drawn to the attention of municipal staff.
4.3 The attention of all persons affected by these Guidelines is drawn to the possibility of
civil litigation by persons harmed by certain breaches of this Guideline and to the
possibility. of penal sanction under applicable federal and provincial legislation and
regulations thereto, including applicable provisions of the Criminal Code.
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STATEMENTS MADE DURING COUNCIL MEETINGS
Section 5 of the Municipal Act, 2001 provides that Council must act by by-law
unless the municipality is specifically authorized to do otherwise. This
requirement is in part to ensure that the intended actions of the municipality are
clearly communicated.
However, the courts have determined that there is a difference between
legislative and quasi-judicial acts of a municipality, and operational acts of a
municipality for which a municipality may be held liable for negligent
misrepresentation. This applies to statements made during Council meetings
which others may rely upon as the position of the municipality. The Ontario
Court of Appeal in the case of Moin v. Blue Mountains (Town)1 found that a
developer can rely upon statements made during a Council meeting even if a by-
law or resolution is not passed. In that case, a developer requested of Council
the date when a certain road would be reconstructed to allow access to his lands.
In an open council meeting, the Reeve, who is the equivalent of the Mayor,
advised that the road would be open at a certain time. The other Council
Members did not contradict the Reeve but, unbeknown to the developer, not all
were in agreement with the assertion. The developer relied on the Reeve’s
assurance and when the road was not reconstructed, the developer sued the
municipality.
The court allowed the claim as the statement was made in an open Council
Meeting, made by the head of Council, was not contradicted by the other
Councillors present, and it was determined that the developer had a legitimate
expectation that the municipality would reconstruct the road. The municipality
was ordered by the court to reimburse the developer for his losses.
Although the facts are unique, the Moin case has raised the possibility that
individual Members of Council can bind the municipality based on promises
made, particularly during open meetings of Council. When Council is discussing
a particular matter, and in the absence of a Council resolution or by-law providing
proper direction, Council Members must be in agreement with the course of
action determined to be taken surrounding the matter, or their disagreement
should be noted such that a member of the public in attendance will realize that
the Council has not endorsed a certain course of action.
Where individuals approach Council requesting certain actions, where one
Council Member indicates that an action will occur, and where other Council
Members are not in agreement, it is advisable that Council Members do not
remain silent on the matter but express any reservations they may have.
Unilateral commitments on the part of the Town should be avoided by a Member
of Council.
1 (2000), 13 M.P.L.R. (3d) 1 (Ont. C.A.)
HR
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Compensation and Support for Members
of Council
Contact: Manager, Human Resources, Human Resources Division
Approval Authority: Council
Effective: April 9, 2013
______________________________________________________________________________________
1. Policy
The Corporation of the Town of Aurora provides appropriate and clear support for
members of Council their activities to carry out the duties of their election position.
2.Purpose
The Town of Aurora is committed to providing clear expectations and guidance for
existing and potential members of council with respect to compensation of members of
Council, as well as the support and services provided to them as members of Council as
they carry out the duties of their election position. This policy document is meant to set
clear expectations to avoid conflicts between members of council and the
administrative staff.
3.General
Direct Compensation and Benefits
Council sets its own compensation and benefits remuneration from time to time, and
changes are enacted by by-law. Any Council may revisit the enacted by-law at any time,
subject to the Procedural By-law. Such direct compensation and benefits remuneration
will include salary, but may also include auto allowances, benefits, home office
expenses, and other financial equivalent arrangements.
Provision of Office Space and Support
The Mayor is provided with the following:
•access to a private furnished office space at Town Hall, including a hard-line
telephone;
•a Town owned laptop computer station which shall be connected to the Town’s
secure network, and have access to the Internet;
2
• the assistance of an Executive Assistant, who is an employee of the Town and
who also supports where possible the administrative needs of other members of
Council;
• a Town owned and subscribed PDA type device (currently Blackberry);
• necessary and appropriate office supplies, access to a fax ad copier/printer;
• meeting room space to meet with constituents or other Town guests;
• a reserved parking space at Town Hall;
• passes for fitness, pools, and ice for the duration of the term of office, and
• Town logo merchandise or clothing to a value of $250 per year for personal use.
Members of Council are provided with the following:
• access to a furnished shared office space, including hard-line telephones;
• shared resource computers in the shared office space, which shall be connected
to the Town’s secure network, and have access to the Internet;
• Internet connection rights to the Town’s secured network for Councillor access;
• The assistance of the Executive Assistant to the Mayor, who is an employee of
the Town, and who supports where possible the administrative needs of other
members of Council;
• at the request of members of Council, a Town owned and subscribed PDA type
device (currently Blackberry);
• necessary and appropriate office supplies, access to a fax ad copier/printer;
• meeting room space to meet with constituents or other Town guests;
• passes for fitness, pools, and ice for the duration of the term of office, and
• Town logo merchandise or clothing to a value of $150 per year for personal use.
All staff and members of council are subject to the Town’s ITS policies when using
Town computer or telecommunications equipment or facilities.
Reimbursement of Appropriate Expenses
The annual approved budget sets out the provisions of funding for the following groups
of expenses.
• Conferences/seminars/training & development expenses;
• Constituency business and related expenses; and
• Other expenses of Members of Council, including those related to holding of
committee or public meetings which they chair or host.
Where paid directly by a Member of Council, reimbursement of these expenses is
subject to Policy No.28 and approval of the Mayor and the Treasure. Policy No.28
“Employment Expenses” sets out guidelines and restrictions applicable to staff, and
should serve as guidance for members of Council. The Executive Assistant to the Mayor
3
may arrange direct Town payment of certain conference or training type of registration
costs.
Authorized conferences, seminars, training, and development sessions are restricted to
destinations within North America and include, but are not limited to the following:
Conferences/Seminars
Training & Development
• FCM Sponsored events
• AMO Sponsored events
• Ontario Traffic Conference
• Cdn. Public Works Assoc.
events
• Ontario Good Roads
• Cdn. Parks & Rec. Association
• Parks & Recreation Ontario
• Cdn. Institute of Planners
events
• OMHRA Sponsored events
• Communication/Public Speaking Training
• Health & Safety / W.H.I.M.I.S. (First Aid /
C.P.R.)
• Executive Management Workshops
• Management / Supervisory Skills Workshops
• Change Management / Business Process
Improvements
• Stress in the Workplace
• Harassment & Discrimination
• Information Technology Training &
Development (i.e., Word, Excel, PowerPoint)
•
The frequency and/or number of sessions attended will be determined based on
availability of financial resources relative to the above referenced spending limits. The
Mayor shall pre-approve Council members’ attendance to a conference or training event
following confirmation of remaining available funding. Travel, accommodation, and
ancillary expenses associated with attendance at such events are funded from the
same budget account.
Eligibility criteria for spending annually approved constituency expenses associated
with attendance at such events are funded from the same budget account.
Other Expenses
• Attendance at Community event
• York Regional Police Gala
• United Way Charity events
• Conservation Authority General Meeting
• Lunch meetings, other business related hospitality
• Meals provided to Council between/prior to scheduled
meetings
4
4.Disclosure of Compensation and Expenses
Prior to each March 31, the Treasurer must provide to Council a statement of all
remuneration and expenses paid in the prior year to members of Council and members
of appointed boards and committees. Such report is a statutory report required of the
Municipal Act, 2001, S.O. 2001. c. 25 as amended (the “Act”) and is a public record.
Further. This policy document, any By-law of the Corporation, compensation of
members of Council, and expense supporting documentation (subject to MFIPPA), is a
public record.
In April 2013, Council directed that expenses of members of Council be reported
publicly semi-annually by way of publication in a logical and readily located section of
Town’s website. The form of such report shall be that as used in reporting the 2012
expenses. The interim reports are not to be placed on the public agenda, rather
produced, and published by staff on the website. The website published reports are to
“be retained on the Town’s website for the duration of the Council term”. The annual
statutory report will continue to appear in the public agenda as required by legislation,
and will also be available at he new “Expenditures of Council” section of the website.
5.Updates
Minor administrative updates to this policy by the CAO are authorized, provided no
material changes affecting members of Council or changes which may have a material
financial impact on the corporation are made without Council approval.
6.Reference
Employment Expenses for Staff – Policy No. 28
Annual Budget
TOWN OF AURORA - EXPENSE REPORT
Date: ____________________________
Complete each line in full, with account code for each line.
DATE VENDOR REASON AMOUNT GL ACCOUNT
TOTAL $0.00
Approved by: ____________________________
For the period from: _______________to________________
Attach all receipts and documents, attain approval signature and send to A/P by Tuesday at 4:30 for same week's payment.
Name: ____________________________
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Employee Code of Conduct
Corporate Services
Contact: Manager, Human Resources
Approval Authority: Chief Administrative Officer
Effective: September 26, 2006
Last Review Date: October 20, 2022
______________________________________________________________________________________
1. Policy Statement
The Town of Aurora’s mission of “Deliver exceptional services that make people proud to
call Aurora home” requires employees to demonstrate the highest standards of ethical,
business, and personal behaviour. Town employees are accountable to the Town, Council
and citizens of Aurora and are responsible for the assets entrusted to them.
Therefore, every Town employee is expected to comply with the Code of Conduct and
other policies and procedures that govern employee behaviour.
2. Purpose
Employees of The Town of Aurora must be independent, impartial, and responsible to the
public in carrying out their duties. The public must have confidence in the integrity of
employees and in their dedication to the Town's best interests.
The Code of Conduct sets out broad principles and establishes expected standards of
behaviour for Town employees. The purpose of this policy is to promote a high level of
ethical conduct by employees and to ensure confidence in the public service.
The items included in this Code of Conduct do not address all possible standards of
behaviour. Employees should consult with their Supervisor if uncertain about the
application or breadth of this policy.
Employees are expected to use sound judgement and apply the Code in a proactive
fashion in order to maintain the public's trust in the Town's objectivity and integrity.
2
The observance of the Code of Conduct constitutes a condition of employment for all
employees and breaches of the Code may be grounds for disciplinary action up to and
including termination of employment.
3. Definitions
Breach of Trust: an act or omission by a Town employee (in connection with the
execution of his or her duties) which benefits him or her personally either directly or
indirectly. This includes breach of trust as defined in the Criminal Code.
Confidential Information: information that is of a personal nature to Town employees or
clients, or information that is not available to the public and that, if disclosed, could result
in loss or damage to the Corporation or could give the person to whom it is disclosed an
advantage.
Employee: For the purposes of this policy, shall mean a person who performs work or
provides services for monetary compensation from the Town. Town Councillors and
independent contractors are not considered employees.
Fraud: any intentional or deliberate act to deprive another of property or money by guile,
deception, or other unfair means. This includes fraud as defined in the Criminal Code.
Relative: includes a parent, spouse, same-sex partner, brother/sister, or child.
Town: Shall mean the Corporation of the Town of Aurora.
4. Employee Expectations
Abiding by The Law:
In acting on behalf of The Town of Aurora, no employee shall at any time take any action
which he or she knows, or reasonably should know, violates any applicable law or
regulation. The Town of Aurora requires that employees be honest in their dealings with
Members of Council, Officers of the Corporation, other Town employees, clients, and the
public. It is every employee's responsibility to ensure that all information they
communicate is as accurate as possible. No employee shall withhold information or
wilfully mislead Members of Council, officers, employees, clients, or the public about any
issue of corporate concern.
3
The operations of Town are subject to many complex and changing provincial and federal
laws. Employees are responsible for maintaining an up-to-date knowledge of the
legislation within their area of responsibility.
The Town's standard operating procedures do not take precedence over legal obligations.
Appropriate recommendations for change should be brought forward where a practice is
in clear conflict with an overriding legal obligation.
If uncertain about the application or interpretation of a law or regulation, employees
should consult with their supervisor, who in case of doubt will consult with their Director,
Town Solicitor, or the Chief Administrative Officer.
Fraud and Breach of Trust:
All employees of the Town are responsible for immediately reporting suspected fraud,
breach of trust or other wrongdoings to their Supervisor, Director, Town Solicitor, or the
Chief Administrative Officer.
In addition to contravening the policy, acts of fraud and breach of trust may constitute a
criminal offence as referenced in the Criminal Code. Examples of fraud and breach of
trust include, but are not limited to the following:
Inappropriately obtaining a benefit or avoiding an obligation by actions such as, but not
limited to:
• Illegally obtaining money, including acceptance of bribes;
• Using equipment or property for illegal purposes;
• Avoiding penalties, fees, or taxes;
• Obtaining approvals under false pretences;
• Avoiding contractual obligations; or
• The use of a public position for private gain, either directly or indirectly.
Using deceit to gain a benefit or advantage by actions such as, but not limited to:
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• Providing false or incomplete information;
• Falsifying records;
• Avoiding proper procedures; or
• Non-compliance with statutory requirements.
All suspected fraud or breach of trust will be investigated fully and the rights of all persons
accused or suspected will be respected. All employees are required to co-operate fully
with the investigator(s) or the police.
Employees should not discuss cases of suspected fraud outside of the investigation. If
evidence is given which is based on opinions formed as a result of gossip rather than on
fact, then an investigation could be misdirected and employees could be treated
inappropriately.
Employees suspected of fraud or breach of trust should only be informed when this
action is authorized by the investigator.
Retaliation against informants or witnesses involved in investigations of wrongdoing is
forbidden. Retaliation will be grounds for disciplinary action up to and including dismissal.
Confirmed act(s) of fraud or breach of trust will result in disciplinary action up to and
including termination of employment and may result in criminal charges.
Conflict of Interest
An employee will be considered to have a conflict of interest when the decisions made
and/or the actions taken by an employee in the course of exercising his or her corporate
duties are affected by, may be affected by, or could be seen by another party to be
affected by:
• The employee's personal, financial, or business interests; or
• The personal, financial, or business interests of relatives or business associates
of the employee.
The employee is ultimately responsible and accountable for using good judgement in the
course of exercising corporate duties and must:
• Disclose conflicts of interest to his or her Director or Chief Administrative Officer
in writing; and
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• Avoid situations which may present conflicts of interest while dealing with
persons or organizations doing business or seeking to do business with the
Town.
The following are the Town’s expectations of its employees in situations that could result
in a conflict of interest:
Outside Employment/Activities
An employee must not engage in any outside employment or paid business undertaking
that interferes with the performance of his or her duties as a Town employee, or from
which an economic advantage may be derived solely as a result of confidential
information gained from employment with the Town. Where this conflict exists,
employees may be required to cease participation in the activity, transfer to other duties,
or choose between continued employment at the Town and the outside activity.
Special Treatment
An employee shall not use their position to give any person or organization special
treatment that would advance the employee’s own interests or that of any of the
employee's relatives or business associates.
Financial Interests
An employee must not participate in any decision, promotion or make any
recommendation to their Supervisor or Council in which they, their relatives or business
associates have any financial interest, direct or indirect.
Appointments
An employee may not seek or accept appointment, except in the capacity of an employee,
to an Advisory Committee, Task Force, Board or Ad Hoc Committee of the Town. Staff
who hold positions as board members on community agencies that deal with issues
related to their work at the Town should inform their Director or Chief Administrative
Officer of their appointment. When agency issues arise that place them in actual,
potential, or perceived conflict with Town policies or procedures, they shall declare an
interest and may be required to remove themselves from the issue.
Representing Others
An employee may not appear before Council or an Advisory Committee of the Town on
behalf of a private citizen, or a relative.
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Entertainment and Gifts
The frequency and scale of the hospitality accepted should not be greater than the
employee’s Director or Chief Administrative Officer would allow to be claimed on an
expense account if it were charged to the Town.
An employee shall not seek or accept for personal benefit or gain, any gifts, donations,
benefits or favours from any person or organization whose business or financial interests
may be impacted in any fashion by the employee in the course of exercising the
employee's corporate duties, in accordance with the following:
Acceptance of Invitations
Generally, employees of the Town shall not attend cultural, social, charitable, political,
recreational, or sporting events at the expense of a person or corporation that conducts
business with the Town. Exceptions to this policy may be made if, in the opinion of the
Director and/or the Chief Administrative Officer determines that it would be beneficial for
corporate purposes and provided that the employee is accompanied by the person
extending the invitation. All such attendance shall be approved by the Director and the
Chief Administrative Officer in advance.
Travel and/or Accommodation
Employees shall not accept travel costs and/or accommodation, or payment related to
travel or accommodation, from any person or business organization involved with the
Town. Notwithstanding this, an employee may accept travel costs and/or
accommodation or payment if he or she is attending in the capacity as an authorized
member of a Town approved association, board, or committee, subject to the approval of
the Director and Chief Administrative Officer.
Meals
Generally, employees shall not accept complimentary meals from any person or business
organization that is representing a business interest or potential business interest
associated with the Town. Town business should normally be carried out in a business
environment, such as the Town offices.
In certain circumstances, it may be appropriate for an employee, in the course of carrying
out normal business activities, to attend a meeting that overlaps with a meal time, such
as a working breakfast or lunch. In such circumstances the employee shall pay for their
own meal and submit a receipt to the Town for reimbursement.
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A meal may be offered at the expense of the Town if approved by the Director or the Chief
Administrative Officer based on a determination that it would be beneficial for corporate
purposes and/or would further the interests of the Town.
Receipt of Gifts by an Individual
Employees shall not seek or accept any gift, service, commission, reward, advantage,
favour, benefit, or privilege that could be viewed as given in anticipation of or in
recognition of special consideration or that may influence or be perceived to influence
the employee in the course of their employment.
In compliance with this, occasional gifts of a nominal or promotional value may be
accepted. Examples of gifts of a nominal or promotional value that may occasionally be
accepted are: a cap, shirt, mug, pen, or calendar.
Gifts of more than a nominal or promotional value shall be returned to the sender with an
acknowledgement of the return and reference to this policy. Alternatively, the gift shall be
donated to a local charity with acknowledgement sent to the sender.
Gifts of real property, cash, the equivalent of cash such as negotiable securities, the use
of vacation property, boats or vehicles, and airline tickets shall not be accepted.
If any employee has a question as to whether a gift may be accepted in compliance with
this Code, the employee should consult with his/her Director. Directors may consult with
the Chief Administrative Officer for clarification on this policy.
5. Corporate Information and Confidentiality
Confidential information about The Town of Aurora, its customers, clients, suppliers, or
employees should not be released to anyone other than persons who are authorized to
receive such information. (See Municipal Freedom of Information and Protection of
Privacy Act.)
Employees cannot disclose confidential or privileged information about the property, or
affairs of the organization, or use confidential information to advance personal or others'
interests. Employees cannot divulge confidential or privileged information about Town
employees without those employees' written authorization and the authorization of the
Manager of Human Resources.
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Employees who allege wrongdoing on the part of Council, officers, employees, agents, or
contractors should disclose this information to their Director, Chief Administrative
Officer, or to the appropriate policing authority. Such disclosure is permitted as long as
the disclosure is not frivolous, vexatious, or slanderous and making the disclosure serves
the public interest.
Employees are responsible for proper storage, safeguarding and disposal of confidential
information. This includes both hard copy and electronic documents.
This rule against disclosing confidential information does not apply to information
requested under the Municipal Freedom of Information and Protection of Privacy Act. An
employee who is subpoenaed to give evidence under oath in court or before a tribunal
should consult with their Director and Town Solicitor prior to disclosing any confidential
information.
The Town depends on the maturity and integrity of each employee to keep personal and
confidential information private. If an employee is in doubt as to whether certain
information is confidential, no disclosure should be made without consultation with their
Supervisor. This basic policy of caution and discretion in handling confidential
information extends to both disclosing information within the corporation and externally.
Employees should also refer to and are bound by any confidentiality requirements
established by their department.
Protection of Proprietary Information
Employees frequently have access to proprietary information of the Town, or of others
which is confidential and must be protected from unauthorized or inadvertent disclosure.
This includes information contained in business strategies and plans; pending proposals
or contracts; unannounced services; research results; financial projections; client and
prospect lists; proposed acquisitions and divestitures; computer programs and software;
engineering expertise and inventions.
Such information may be released only to employees who have a need for such
information, or in accordance with the Municipal Freedom of Information and Protection
of Privacy Act. All rights and title to any tangible or intellectual property produced by an
employee during the course of employment shall remain with the Town.
Post-Employment/Service Restrictions
Former Town employees will not disclose or use any proprietary information or data of
the Town or of any other person where such information was acquired during
employment with the Town, unless the release or disclosure is properly authorized by the
9
Town, the individual, or firm owning the information. In addition, confidential information
must not be used for personal gain or commercial advantage. This rule does not restrict
former Town employees from using their knowledge and expertise gained through
employment with the Town.
6. Standards of Conduct
Employees in exercising their authority in performing their duties shall at all times:
• Promote public safety including safety of buildings and municipal infrastructure
with reference to public health, fire protection, structural efficiency, barrier free
accessibility, energy conservation and environmental integrity.
• Apply all Codes, By-laws, and all applicable legislation uniformly and impartially
without influence from anyone.
• Act only within the qualifications that they have achieved through technical
accreditations, applicable legislation, and job authority.
• Commit to a continuous education program to maintain technical qualifications
where required by legislation.
7. Media and Public Relations
The Corporate Communications Division of the Chief Administrator’s Office is responsible
for the co-ordination of communications with the media on behalf of the Town.
Notwithstanding this, the Chief Administrative Officer, Town Solicitor and Directors are
authorized to discuss and provide information to the media in accordance with the Town’s
media policy (Administration Procedure No. 54).
All opinions or information sought by outside groups or organizations including telephone
interviews and site visits should be conducted in accordance with the Town’s Media and
Public Relations Administration Procedure.
8. Use of Town Property
Employees shall not use any Town property, facilities, equipment, supplies or other
resources for activities not associated with their work, including the use of information
technology. Any exceptions must be expressly approved in writing by either the Chief
Administrative Officer, the appropriate Director or as permitted in other corporate policies.
Each department shall maintain a registry of all equipment that may be borrowed.
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Upon termination of employment, employees shall deliver to the Corporation all real
property, as well as correspondence, drawings, digital storage devices, documents and all
other property belonging to the Corporation which may be in the employee's possession.
9. Disclosure
An employee shall, as soon as the employee is aware of a conflict of interest that they may
have in any matter under consideration by the Town, shall notify their Director, or Chief
Administrative Officer in writing of the interest, and the record of the disclosure shall be
placed in the employee’s human resources file and maintained for the duration of his or her
employment with the Corporation. An employee’s conflict of interest shall include business,
financial or other material interest and those of their relative.
In addition, an employee shall immediately notify their Director or Chief Administrative
Officer if they have been convicted of any criminal offence or have had their driver’s license
suspended or revoked if their duties require this in the job description.
10. Solicitation of the Town’s Employees by Outside Parties
In the interest of the orderly and efficient operation of the Corporation's business, it is
necessary to restrict soliciting and the distribution of material to Town employees.
Any broad solicitation of employees, or distribution of non-work-related materials, such as
brochures, pamphlets etc. to employees on Town premises, or during working hours, will
require prior approval by management. Such material will only be made available in the staff
lunchroom.
11. Respecting Individual Employee Rights
Political Activities
Political involvement in Municipal, Provincial or Federal levels of government is permitted
on the clear understanding that employees are acting personally and not as representatives
of The Town.
Town employees are entitled to run for office for Council in the Town of Aurora, only if they
take an unpaid leave of absence. See The Municipal Elections Act and other applicable
statutes for further information.
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Any political involvement must not interfere with the employee's ability to perform his or her
corporate duties objectively. Employees should not engage in any political activity during
working hours, or utilize Town’s assets, resources, or property for political purposes.
An employee's decision to support a candidate or political party financially will remain a
personal decision.
Freedom of Speech
Employees have the freedom to express an opinion on general interest matters, where the
employee makes it clear that he or she is commenting as a private citizen and does not
link their opinion in any way with their role as a Town employee. In such instances caution
should be exercised so that the Town is not compromised in any way.
12. Other Responsibilities
The Office of the Chief Administrative:
• Overall administration of the Code to ensure implementation and compliance.
• Provide guidance in interpreting the Code.
• Investigation of suspected wrongdoing of any Senior Town employee.
• Provide guidance to Directors in dealing with confirmed violations of the Code.
Human Resources
• Distribute a copy of the Code of Conduct to all employees.
• Request a signature of employees, verifying that they have seen, read and
understand their responsibility under the Code.
• Assist Managers with interpretation and application of the Code.
Finance
• Assist Management in the discharge of their responsibilities through
investigations of reported frauds and breaches of trusts or non-compliance with
the Code of Conduct.
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Directors
•Administer the Code and ensure compliance.
•Issue instructions necessary for implementation of the Code.
•Provide guidance in interpreting the Code.
•Investigate fully any incident of suspected wrongdoing.
•Deal firmly and fairly with any confirmed violations of the Code.
•Inform the Chief Administrative Officer, Legal Services, and Human Resources if
any violations of the Code occur that they should be aware.
Managers / Supervisors
•Ensure that employees are informed of and comply with the requirements of the
Code.
•Highlight any areas that have particular relevance, given the nature of the
employee's work.
•Determine whether a contravention of the Code has occurred and what actions, if
any, are to be taken.
•Review content of the Code with employees on a regular basis (minimum
requirement is annually).
•Consult with their Director or Chief Administrative Officer if interpretation of this
Code is required.
•Establish procedures for employees to report a violation of the Code.
•Report any violations of the Code to their Director.
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Employees
• Subscribe in writing, prior to their first day of employment, that he or she has read
and agrees to abide by the Code of Conduct.
• Adhere to the standards of behaviour outlined in this policy.
• Seek clarification if unsure about any information included in the policy.
• Disclose breaches of the Code of Conduct to his or her immediate Supervisor,
Director or designate, in writing.
• Avoid situations which may present conflicts of interest while dealing with
persons or organizations doing business or seeking to do business with the
Town.
• Report verbally or in writing any violation of this Code of which they are aware.
Relevant References/Codes
• Criminal Code (R.S.C., 1985, c. C-46)
• Human Rights Code, R.S.O. 1990, c. H.19
• Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.
M.56
• Harassment Free Workplace Policy
• Violence Free Workplace Policy
• Violence and Harassment Workplace Free Program
• Health and Safety Policy
Review Timeline
This policy will be reviewed every year after the initial approval date.
Policy Last Reviewed on: October 15, 2022
Policy Modified on: October 15, 2022
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Harassment Free Workplace
Corporate Services
Contact: Manager, Human Resources
Approval Authority: Chief Administrative Officer
Effective: March 30, 2011
Last Review Date: September 2022
______________________________________________________________________________________
1. Policy Statement
The Corporation of the Town of Aurora is committed to providing a work environment
for its employees which is free from harassment and discrimination. All members of the
Corporation are responsible for respecting the dignity and rights of their colleagues and
the public they serve.
Harassment and discrimination are both prohibited under the Ontario Human Rights
Code and the Occupational Health and Safety Act.
Workplace harassment and discrimination will not be tolerated from any person in the
workplace. Everyone in the workplace must be dedicated to preventing workplace
harassment and discrimination. Elected officials, directors, managers, supervisor and
employees are expected to uphold this policy and accompanying program, and will be
held accountable by the Corporation.
2. Purpose
The Town of Aurora is committed to providing an maintaining a safe and harassment
free working environment for our employees. In pursuit of this goal, the Town maittains
a “zero tolerance” policy towards harassment and discrimination and will not tolerate,
ignore, or condone such against or made by any Town employee or elected official. This
Policy and the supporting Violence and Harassment Free Workplace Program reflects
the commitment of the Town of Aurora as an Employer to meeting its obligations under
the Ontario Occupational Health and Safety Act as well as the Ontario Human Rights
Code.
Workplace harassment and discrimination are considered to be serious offenses which
may results in disciplinary action up and including dismissal.
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The Corporation of the Town of Aurora will ensure that this policy and supporting
program are implemented and maintained and that all employees, supervisors,
managers and directors have the appropriate information and instruction to protect
employees from workplace harassment.
All employees at all levels must work in compliance with this policy and supporting
program. Everyone is expected to raise any concerns about workplace harassment and
to report any incidents of harassment with the assurance there will be no negative
consequences for reports made in good faith.
3. Scope / Application
This Policy applies to all Town employees, as defined by the Ontario Employment
Standards Act, 2000 (“ESA”). For clarity, “employee” under this Policy means only those
employees of the Town which are considered employees under the ESA.
It also applies to all Town Elected Officials as defined by the Municipal Act.
4. Definitions
Workplace: For the purpose of this policy, the workplace includes any place
the business f the Town is conducted or where social or other functions
occur. Workplace includes off-site business related functions (e.g.
conferences, trade shows), at social events related to work, in residents
homes or away from work but results from work (e.g. harassment
telephone call to your home from a client, resident etc.)
Workplace Harassment: is defined under the Occupational Health and
Safety Act and the Ontario Human Rights Code as:
“Engaging in a course of vexatious comment or conduct against a worker in
a workplace that is known or ought reasonable to be known to be
unwelcome”.
The definition of workplace harassment is broad enough to include harassment
prohibited under the Ontario Human Rights Code, as well as what is often called
“psychological harassment” or “personal harassment”. Workplace harassment can
involve unwelcome words or actions that are known or should be known to be
3
offensive, embarrassing, humiliating or demeaning to an employee or a group of
employees. It may be one serious incident or a series of incidents and may also exist
systemically as part of the work environment and can include behaviour that intimidates
isolates or even discriminates against the targeted employee(s).
Examples of workplace harassment include, but are not limited to:
•Verbally abusive behaviour such as yelling, insults and name calling
•Making remarks, jokes or innuendos that demean, ridicule, intimidate, humiliate
or offend
•Workplace pranks, vandalism and hazing;
•Gossiping or spreading malicious rumours;
•Excluding or ignoring someone, including persistent exclusion of a particular
persona from workplace related social gatherings;
•Sabotaging someone’s work;
•Displaying or circulating offensive pictures or materials in print, electronic or any
other form;
•Patronizing behaviour, language or terminology which undermines self respect or
adversely affects work performance or work conditions;
•Bullying; and
•Offensive or intimidating phone calls or e-emails;
Harassment may be a single incident or a series of incidents that continues over a
period of time.
Workplace harassment should not be confused with legitimate, reasonable
management actions that are part of the normal work function and does not include:
•Measures to correct performance deficiencies:
•Imposing discipline for workplace infractions; or
•Requesting medical documents in support of an absence from work.
Workplace harassment also does not include normal workplace conflict that may occur
between individuals or differences of opinion between co-workers.
Sexual Harassment: Includes conduct or comments of a sexual nature that the recipient
does not welcome or that offend him or her. It also includes negative or inappropriate
conduct or comments that are not necessarily sexual in nature, but which are directed
at an induvial because of his or her gender. Both men and women can be victims of
sexual harassment, and the harasser can be of the same or opposite sex.
Examples of sexual harassment include, but are not limited to:
•Sexual advances or demands that are unwelcome;
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•Threats, punishment, or denial of a benefit for refusing a sexual advance;
•Offering a benefit in exchange for a sexual favour;
•Leering, suggestive staring or other gesture;
•Displaying sexually offensive material such as posters, pictures, calendars,
cartoons, screen savers, pornographic or erotic websites or other material;
•Distributing sexually explicit email messages or attachments such as pictures or
video files;
•Sexually suggestive or obscene comments or gestures;
•Unwelcome remarks, jokes, innuendo, propositions or taunting about a persons
body, clothing or sex;
•Persistent, unwanted attention after a consensual relationship ends;
•Physical contacts of a sexual nature, such as touching or caressing.
Discrimination: Harassment may relate to a form of discrimination as set out in the
Ontario Human Rights Code. It includes any distinction, exclusion or preference based
on the protected grounds under the Human Rights Code, which nullifies or impairs
equality of opportunity in employment or equality in the terms and conditions of
employment.
The Corporation of the Town of Aurora recognizes the protected grounds listed under
section 5(2) of the Human Rights Code and all Town of Aurora employees have a right
to equal treatment with respect to employment without discrimination because of race,
colour, creed, marital status, ancestry, ethnic origin, age, family status, place of origin,
citizenship, handicap, record of offenses, sex, and sexual orientation.
5.General
This policy is to be followed in conjunction with the Violence and Harassment Free
Workplace Program and will be reviewed on an annual basis.
Relevant References/Codes
•Ontario Human Rights Code R.S.O. 1990, c.H.19
•Occupational Health and Safety Act, R.S.O. 1990, c. O.1
•Health and Safety Policy
•Code of Conduct
•Progressive Disciplinary Action Policy
•Violence and Harassment Free Workplace Program
5
Review Timeline
This policy will be reviewed every year after the initial approval date.
Policy Last Reviewed on: September 15, 2022
Policy Modified on: N/A
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Violence Free Workplace
Policy
Corporate Services
Contact: Manager, Human Resources
Approval Authority: Chief Administrative Officer
Effective: March 30, 2011
Last Review Date: October 20, 2022
______________________________________________________________________________________
1. Policy
The Management of the Corporation of the Town of Aurora is committed to the prevention
of workplace violence and is ultimately responsible for the Health and Safety of its
employees ensuring that all employees and elected officials feel safe and secure at all times
within the workplace. The corporation will treat any form of violence that occurs in the
workplace seriously irrespective of the alleged perpetrator’s position and will take whatever
steps are reasonable to protect its employees and elected officials from workplace violence
from all sources.
Violence in the workplace can have devastating effects on the quality of life for employees
and on the productivity of the organization. Violent behaviour in the workplace is
unacceptable from anyone. Maintaining a workplace that is free from violence is a
responsibility of all elected officials, management, and employees. The corporation will
not tolerate, ignore or condone workplace violence.
2. Scope
This policy applies to all Town of Aurora employees and Elected Officials.
3. Purpose
The Town of Aurora is committed to providing and maintaining a safe working
environment for its employees. In pursuit of this goal, the Town maintains a “zero
2
tolerance” policy towards violence and will not tolerate, ignore, or condone such acts
against or made by any Town employee or elected official.
There is a workplace violence and harassment free program that implements this policy.
It includes measures and procedures to protect employees and elected officials from
workplace violence, a means for summoning immediate assistance and a procedure for
impacted individuals to report incidents or raise concerns.
The Corporation of the Town of Aurora will ensure that this policy and supporting program
are implemented and maintained and that all employees, supervisors, managers,
directors and elected officials have the appropriate information and instruction to protect
them from workplace violence.
All employees at all levels must work in compliance with this policy and supporting
program. Everyone is expected to raise any concerns about workplace violence and to
report any violent incidents or threats of violence with the assurance there will be no
negative consequences for reports made in good faith.
The Corporation o the Town of Aurora pledges to investigate and deal with all incidents
and complaints of workplace violence in a timely and fair manner according to the
Workplace Violence and Harassment Free Program, respecting the privacy of all
concerned to the extent possible.
With respect to workplace violence exercised by members of the public against a Town
employee or elected official, the Town will take appropriate action, considering all legal
resources available.
4. Definitions
Workplace: For the purpose of this policy, workplace includes any place where the
business of the Town is conducted or where social or other functions occur. Workplace
includes off-site business related functions (conferences, trade shows, etc.). Employees
are expected to assist the Town of Aurora in its attempts to prevent any instances of
violence in the workplace.
Workplace Violence: The Occupational Health and Safety Act defines workplace violence
as:
a) the exercise of physical force by a person against a worker, in a workplace, that
causes or could cause physical injury to the worker,
b) an attempt to exercise physical force against a worker, in a workplace, that could
cause physical injury to the worker,
3
c) a statement or behaviour that it is reasonable for a worker to interpret as a threat
to exercise physical force against the worker, in a workplace, that could cause
physical injury to the worker.
Forms of workplace violence include:
• Violence by Strangers – Usually enters the place of work on the pretense of being
a customer. Normally commits robbery or other violent acts;
• Violence by Customers/Clients – May be an expected or unexpected situation;
• Violence by Co-workers – Could include current employee and manager, former
employee, a prospective employee, and may occur inside or outside the workplace;
• Violence by Personal Relations – This includes spouse, partner, relative, or friend
and usually occurs when a personal dispute occurs with the worker and enter the
workplace to harass, threaten, or injure the employee physically or psychologically.
• Sexual Violence: Any sexual act or act targeting a person’s sex, sexuality, sexual
orientation, gender identity or gender expression, whether the act is physical or
psychological in nature, that is committed, threatened, or attempted against a
person without the person’s consent and includes, but is not limited to, sexual
assault, stalking, indecent exposure, voyeurism and sexual exploitation.
5. General
This policy is to be followed in conjunction with the Violence and Harassment Free
Workplace Program.
Relevant References/Codes
• Occupational Health and Safety Act, R.S.O. 1990, c. O.1
• Criminal Code (R.S.C., 1985, c. C-46)
• Human Rights Code, R.S.O. 1990, c. H.19
• Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.
M.56
• Health and Safety Policy
• Violence and Harassment Workplace Free Program
• Code of Conduct
4
Review Timeline
This policy will be reviewed every year after the initial approval date.
Policy Last Reviewed on: October 15, 2022
Policy Modified on: October 15, 2022
13
14
15
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Violence and Harassment
Free Workplace Program
Corporate Services
Contact: Manager, Human Resources
Approval Authority: Chief Administrative Officer
Effective: March 30, 2011
Last Review Date: October 20, 2022
______________________________________________________________________________________
objective of reducing risk of injury.
1.Purpose
The Corporation of the Town of Aurora is committed to maintaining a work environment
free of violence, harassment, and discrimination in the firm belief that such workplace
guarantees the dignity of every employee. This program supports the Violence and
Harassment Free Workplace Policy. This set of procedures will outline how an employee
can report an incident of workplace violence, harassment and/or discrimination and how
the Town will address the incident. The successful resolution of concerns and complaints
is often determined by the way in which they are handled. The existence of a process with
detailed procedures is critical to ensure that complaints are dealt with in a consistent and
fair manner while allowing some flexibility to accommodate different types of
circumstances and needs.
2. Scope / Application
The Corporation of the Town of Aurora will investigate and address incidents, complaints
or concerns of violence, harassment, and discrimination in the workplace.
This program applies to all employees engaged in work-related activities that occur in the
workplace. It should be noted that workplace violence, harassment and discrimination can
occur at off-site business-related functions (e.g., conferences, trade shows, etc.), at social
events related to work, in residents’ homes or away from work but resulting from work (e.g.,
a threatening telephone call to your home from a client, customer, resident, etc.).
2
Each department has the responsibility to implement measures and procedures specific to
that workplace to mitigate workplace violence. It is important to recognize that each
workplace is different, taking into consideration the workplace circumstances and type of
work done.
3. Roles and Responsibilities of Workplace Parties:
Elected Officials
•Support the implementation and management of the Violence Free Workplace and
Harassment Free Workplace policies and this program in support of those policies.
•Assist the corporation in meeting its legal obligations by refraining from any
behavior or statements which may be seen or interpreted as infringing directly or
indirectly on employees’ rights to a workplace free from violence and harassment.
•Assist the corporation in meeting its legal obligations by monitoring activities
occurring within council, committee or other public meetings and calling to order
any participant who breaches the employee rights to a workplace free from
violence and harassment, regardless of source.
Employer (Executive Leadership)
•Ensure the measures and procedures in the Workplace Violence and Harassment
Free Workplace Program are carried out and that management is held accountable
for responding to and resolving complaints of workplace violence and harassment;
•Ensure that in consultation with the Joint Health and Safety Committee, regular
risk assessments are conducted; ·
•Ensure that in consultation with the Joint Health and Safety Committee,
appropriate control measures are established;
•Ensure that in consultation with the Joint Health and Safety Committee, establish
and deliver training and education for all employees;
•Review all reports of violence, threats of violence and/or harassment in a prompt,
objective, and sensitive manner. This includes a review of all investigations
associated with violence and/or harassment;
•Ensure appropriate corrective action is taken;
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Managers and Supervisors
• Provide employees with a safe work environment free from violence and/or
harassment and take appropriate action to prevent violence and harassment in the
workplace;
• Ensure that violence and/or harassment is not tolerated, ignored, or condoned;
• Take action in accordance with appropriate policies and programs if violence
and/or harassment occurs or if management becomes aware of violence and/or
harassment in the workplace;
• Ensure employees are aware of their rights and responsibilities under the Violence
Free Workplace and Harassment Free Workplace policies and protect the
confidentiality of all parties and witnesses of the complaint;
• Participate in and ensure employee attendance at Town education and training
sessions on violence and harassment prevention in the workplace;
• Provide employees who have been subjected to workplace harassment and/or
violence and their co-workers who witnessed the incident, with appropriate support
(or resources as appropriate) in consultation with the Human Resources Division;
• Post this policy and related programs in a conspicuous place for all employees to
view.
• Provide department specific instructions to employees relating to workplace
violence and harassment prevention as applicable;
• Immediately report a workplace violence incident to Human Resources, who will
ensure appropriate procedures contained in this program are executed;
• Take action in accordance with appropriate policies and this program, including
initiating progressive discipline if violence and/or harassment occurs or if you
become aware of violence, threat of violence or harassment occurs in the
workplace;
• Consult with Human Resources for advice and guidance with respect to workplace
violence and/or harassment prior to initiating any action with respect to this
program or associated policies;
Employees
• Be familiar with workplace violence and harassment prevention policies and the
related workplace violence and harassment program by participating in education
and training programs regarding workplace Violence and Harassment
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• Act in accordance with the Town of Aurora program and policies with respect to
Workplace Violence and Harassment;
• Act in accordance with the Town’s value of respecting other staff and the
environment in which they work;
• Report any incidents of violence, threatened violence or harassment in the
workplace to Supervisors, Managers or directly to Human Resources;
• Cooperate fully in investigations as required;
• Be aware of the consequences of unacceptable behaviour as it pertains to
workplace violence and harassment;
Joint Health and Safety Committee
• Promote the principles of this policy to all staff;
• Recommend improvements to these policies and program as required;
4. Reporting and Investigation
Reporting – Violence or threats of Violence
An employee must report a situation that he/she believes is a threat of workplace violence
exists or workplace violence has occurred to his/her Supervisor, Manager, Director, and
Human Resources Manager or designate. The Human Resources Manager or designate will
investigate without delay. (See Violence/Harassment Reporting Form – APPENDIX A).
A report may be made by any party including but not limited to the actual victim of alleged
workplace violence, a co-worker who witnessed the incident(s) and/or a third-party reporting
on behalf of the victim(s).
Employees involved with incidents of workplace violence should immediately summon
assistance. Whenever a situation in the workplace becomes volatile or escalates into a
situation where workplace violence is likely to occur, employees should contact police or
emergency assistance.
Employees who are in a situation where workplace violence is likely to occur because of
threats made by someone in person, over the phone, by e-mail or mail should contact police
or emergency assistance.
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An employee has a number of options including, but not limited to:
• Using a panic button depending on location, as appropriate;
• Using code words with co-workers to seek immediate assistance (identified
within the department);
• Yelling for assistance from co-workers;
• Phoning someone within the Town for immediate assistance; or
• Phone police or emergency assistance (Dial 911).
Right to Refuse Unsafe Work
An employee has the right to refuse work, subject to applicable legislation, if he/she has
reason to believe that workplace violence is likely to endanger him/her. In that instance the
employee should immediately contact his/her Supervisor/Manager, at which point
appropriate measures will be taken to protect the employee and investigate the situation
(Right to Refuse Unsafe Work Form- APPENDIX B)
Domestic Violence
If an employee is experiencing domestic violence or an employee has reason to believe that
a co-worker is experiencing domestic violence that could expose that employee or another
employee to physical injury in the workplace, the employee should seek immediate
assistance by contacting their Supervisor, Manager or Director and/or the Human
Resources Manager. The Human Resources Manager, in consultation with the Director and
Chief Administrative Officer will develop a safety plan on a case-by-case basis in
consultation with the targeted employee to assist in preventing and responding to the
situation. In developing the plan, the employer and employee may be able to work with the
police, courts, or other organizations who may already be involved. Information about a
Person with a History of Violent Behaviour:
The employer will provide information, including personal information, where known, to
employees related to a risk of workplace violence from a person with a history of violent
behaviour and all such information will be provided to the Chief Administrative Officer and
the Human Resources Manager. This information will be provided when the employee can
be expected to encounter the violent person in the course of employment with the Town and
the risk of workplace violence is likely to expose the employee to physical injury. The
employer must also not disclose more information than is reasonably necessary for the
protection of an employee from physical injury.
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Reporting – Workplace Harassment and Discrimination
An employee who is experiencing workplace harassment as defined in the Workplace
Harassment Policy is encouraged to make it known that the behaviour is offensive and
contrary to the Ontario Human Rights Code and Town of Aurora Policy.
Silence can and is often interpreted as acceptance. In many circumstances the alleged
harasser does not even know that their actions are unwelcome.
Should an employee feel, they cannot confront the harasser, or if the harassment continues
after having done so, an employee can and is encouraged to follow the
procedure as outlined in this program
Reporting an Incident - Procedure
The Human Resources Manager and/or designate will coordinate the investigation of
incidents or complaints of workplace violence and harassment for internal purposes. The
investigation will commence immediately.
(Violence/Harassment Reporting Form – APPENDIX A).
Generally, there are three levels of incident reporting that can facilitate internal resolution.
They are discussed in more detail below. Whether an employee chooses the informal or
formal complaint procedure, the complaint should be in writing using the appropriate
incident reporting form attached to this program. For Violence or threats of Violence, the
complaint should be submitted according to the formal complaint process below.
Informal Complaint
An employee who is experiencing harassment, or may not be sure if it is indeed
harassment and requires clarification can contact any of the following people for
assistance and/or advice:
• Supervisor
• Any other member of management
• Human Resources staff
Upon receipt of the informal complaint the person receiving the complaint is obligated to
treat the conversation and written complaint as serious and attempt to resolve the matter
in a confidential manner. This will involve clarifying the concern that is being raised and
ensuring proper records are kept regarding the pertinent details surrounding the concern. A
supervisor or other member of management may request the assistance of his/her
Manager and/or the Human Resources Manager (or designate).
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Proceeding informally may produce a quick and simple solution at an early stage without
having to engage in a full investigation.
The respondent shall be informed of the complaint.
The supervisor will attempt to facilitate a mutually agreeable resolution.
The complainant and the respondent will acknowledge in writing the mutually acceptable
resolution.
The supervisor will document the situation and ensure that the Department Head and the
Human Resources Manager are notified. All documentation will be placed into a separate
and confidential file in the Human Resources Office.
Formal Complaint
Where attempts to achieve a resolution at the informal stage prove unsuccessful or
unsuitable, a formal written complaint may be filed.
Formal complaints will be investigated by the Human Resources Manager or designate or a
third party depending on the circumstances.
Formal complaints shall be filed in writing to the Human Resources Manager (use the
Violence/Harassment Reporting Form attached to this program). The written report must
include the following:
• A detailed description of the incident;
• Date(s), times, etc.;
• Witnesses, if any;
• Steps, if any, already taken to date.
Where an employee is unable, or under the circumstances it is unreasonable to request a
written complaint, assistance will be made available to ensure that the complaint is
documented on their behalf. The complaint may be documented by the Human Resources
Manager and verified in writing, by the complainant.
The respondent will be notified of the complaint where it is determined reasonable cause
exists.
The Human Resources Manager will schedule a confidential meeting with the complainant
to discuss and clarify the incident and identify steps taken to date. The complainant may
request the support of another employee.
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If an employee has specific concerns about filing a formal complaint, he/she is strongly
encouraged to contact the Human Resources Manager or designate for advice and
guidance.
Investigation of Complaint
Where a formal and informal complaint is received a file will be opened by the Human
Resources Manager or designate.
Where it is determined that reasonable cause exists, the Human Resources Manager or
designate will investigate the complaint or will arrange to have the investigation carried out
by a neutral third party. The Human Resources Manager may request additional resources
to assist with an investigation.
The investigative process involves three primary steps; fact finding, preliminary findings and
further investigations as outlined below.
The Human Resources Manager or designate will conduct confidential interviews with
relevant parties to obtain information and clarify the details of the reported incident.
The complainant and the respondent will have an opportunity to identify witnesses or others
to be interviewed.
All interviews will be conducted confidentially and in a manner that respects the nature of
the work environment.
Employees covered by a collective agreement may wish to request the presence of a union
representative. Non-union employees may also request the presence of a support person.
Where the information revealed early in the investigation suggests a reasonable possibility
of resolution, the Human Resources Manager may make resolution recommendations to
the affected parties.
Where mutual agreement is reached to the satisfaction of all parties, the Human Resources
Manager will prepare a summary report for the appropriate Director and Chief
Administrative Officer.
Where, as a result of preliminary findings a more detailed investigation is warranted, a
resolution cannot be reasonably proposed or achieved, or where the Human Resources
Manager determines that file closure at this point would not be appropriate, further
investigation will be conducted.
Upon completion of further investigation and where mutual agreement for resolution of the
incident is reached to the satisfaction of all parties, the Human Resources Manager will
prepare a summary of the complaint and results of the investigation and provide a copy to
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the Director and/or union representative where appropriate, the parties affected by the
outcome, and the Chief Administrative Officer.
Resolution
Upon completion of the investigation, one of the following should occur:
a)Complaint is proven.
b)Complaint is unfounded.
c)Complaint has mitigating circumstances and a systemic investigation is required.
If the complaint is proven or mitigating circumstances are present, the recommended
action may include but may not be limited to:
•Education and training.
·
•Review and modification of policies, procedures, programs, and practices.
•Disciplinary action up to and including dismissal.
•Documentation on employee’s personnel file, as appropriate; and/or
•Continuous monitoring.
Where deemed reasonable and appropriate, the Human Resources Manager in consultation
with the parties involved in the complaint, may propose, and develop a more comprehensive
strategy for the elimination and/or prevention of workplace violence, harassment and/or
discrimination to improve the culture of the overall workplace. Both the complainant and the
respondent will be informed of the results of the investigation.
Monitoring
Where complaints have been supported, follow-up is a critical component of effective
complaint resolution. The Human Resources Manager in conjunction with the relevant
supervisor will ensure that an effective monitoring plan is developed, as appropriate.
Implementation and Execution of Resolutions
Where, as a result of the monitoring process, or through other means, it is determined that
there are difficulties in implementing or executing the solutions recommended from the
investigation, or where actions have been taken but are deemed ineffective, inappropriate
or untimely; the Human Resources Manager or designate, in consultation with the Director,
shall determine what further actions and/or support can be provided to ensure that the
terms of resolution can be met more effectively and efficiently.
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Malicious Complaints
Where it is determined that the complaint was made maliciously or in bad faith with
reasonable knowledge of and intent to harm, disciplinary action may be taken against the
complainant. Documentation regarding this disciplinary action will be placed in the
complainant’s personnel file.
File Retention and Disposal
Upon determination and notification of the results of a complaint investigation to both
parties, the file will be closed and retained in Human Resources.
Anonymous Complaints
Complaints that have been made anonymously may not be investigated. An anonymous
complaint is difficult if not impossible for the Town to adequately investigate and take
appropriate action.
Complaints involving Elected Officials and Members of Boards and Committees
Where the complaint involves an elected official or members of boards and committees, the
complaint will be referred by the Human Resources Manager, in consultation with the Chief
Administrative Officer, to an outside third party to investigate the matter. The results of the
investigation and recommendations of the investigator will be submitted to the Human
Resources Manager who will review same with the Chief Administrative Officer and/or
Mayor as appropriate. A copy of the report will be maintained in the file opened for that
purpose.
Reporting a complaint using any of the options identified in this program does not preclude
an employee from filing a complaint with the Ontario Human Rights Commission or pursuing
any other available avenues.
Confidentiality of Complaints and Investigations
The Corporation recognizes the sensitive nature of violence, harassment and discrimination
complaints and will keep all complaints confidential, to the extent that it can do so.
The Corporation will only release as much information as is necessary to investigate and
respond to the complaint or incident or if required to do so by law.
Out of respect for the employees involved in a complaint, it is essential that the complainant,
respondent, witnesses, and anyone else involved in the investigation of a complaint
maintain confidentiality throughout the investigation and afterwards.
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5. Risk Assessment
On an annual basis Human Resources, in collaboration with Department
Managers/Supervisors and the Joint Health and Safety Committee will conduct a risk
assessment specific to workplace violence that is likely to arise from the nature of the
workplace, type of work or conditions of work. The results of the risk assessment will be
used to identify the measures and procedures to control risks of violence in the workplace.
The Joint Health and Safety Committee will make appropriate recommendations to senior
management.
The risk of workplace violence should/will also be re-assessed as often as is necessary to
protect employees from workplace violence. For example, a reassessment will be
completed if:
•The workplace moves or the existing workplace is renovated or reconfigured.
•There are significant changes in the type of work.
•There are significant changes in the conditions of work.
•There is new information on the risks of workplace violence.
•A violent incident indicates a risk related to the nature of the workplace, type of
work or conditions of work that was not identified during an earlier assessment.
6.Education and Training
All employees and management will receive appropriate training and education regarding
the Workplace Violence and Harassment Policies and Program. This will include an annual
review of the program components.
General and workplace specific Violence and Harassment Policy and Program training and
education will be a part of all new employee’s orientation.
All training and education with respect to the Violence and Harassment Free workplace
program and associated policies will be done in consideration of input and recommendation
for the JHSC.
Relevant References/Codes
•Occupational Health and Safety Act, R.S.O. 1990, c. O.1
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• Criminal Code (R.S.C., 1985, c. C-46)
• Human Rights Code, R.S.O. 1990, c. H.19
• Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.
M.56
• Health and Safety Policy
• Harassment Free Workplace Policy
• Violence Free Workplace Policy
• Code of Conduct
Appendices
• Violence/Harassment Reporting Form – APPENDIX A
• Right to Refuse Unsafe Work Form – APPENDIX B
Review Timeline
This policy will be reviewed every year after the initial approval date.
Policy Last Reviewed on: October 15, 2022
Policy Modified on: N/A
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Health and Safety Policy Statement
The senior management team at The Corporation of the Town of Aurora ("The Town of Aurora") are vitally
interested in the health and safety of its workers. Protection of workers from injury or occupational disease
is a major continuing priority for the Town.
The Town of Aurora will make every effort to provide a safe, healthy work environment for all our employees.
In addition, Supervisors and employees must also be dedicated to the continuing objective of reducing risk
of injury in the workplace.
The Town of Aurora, as an employer, is ultimately responsible for our employee’s health and safety. As Chief
Administrative Officer, I give you my personal commitment that I will comply with my duties under the
Occupational Health and Safety Act (“The Act”), such as taking every reasonable precaution for the protection
of workers in the workplace.
Under the Occupational Health and Safety Act a supervisor is defined as "a person who instructs, directs and
controls workers in the performance of their duties." Any person regardless of title who meets this definition
even temporarily has the responsibilities of a supervisor for the workers under their control.
Management and supervisors are responsible for knowing and complying with the applicable occupational
health and safety requirements and will demonstrate their commitment to health and safety by leading by
example, and will ensure that the personnel that they are responsible for have the necessary knowledge
to perform their work safely. Supervisors will be held accountable for the health and safety of employees
under their supervision and will give health and safety the same priority as productivity.
Every employee is also responsible for protecting his or her own health and safety by working in
compliance with the law and with the safe work practices and procedures established by the Town.
Employees will receive the required information, training, and competent supervision in their specific work
tasks to protect their health and safety.
Employees from every area of the corporation, regardless of position, will be encouraged to contribute to the
Town's health and safety program. The Town encourages the involvement of all workers in the development
of the program. We will provide support and promote the program to ensure that safety has the overriding
priority.
It is in the best interest of all parties to consider health and safety in every activity. Commitment to health
and safety must form an integral part of this organization, from the Chief Administrative Officer to the
employees.
January 3, 2022
Doug Nadorozny
Chief Administrative Officer
Date
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Health and Safety Policy
Corporate Services
Contact: Manager, Human Resources
Approval Authority: Chief Administrative Officer
Effective: March 30, 2011
Last Review Date: September 2022
______________________________________________________________________________________
1. Policy Statement
The health and safety of Town staff is a top priority. As such, the Town of Aurora will
make every effort to provide a safe and healthy working environment. All staff must
work together and be dedicated to the continuing objective of reducing risk of injury.
2. Purpose
This policy supports the organization’s commitment to health and safety and outlines
the responsibilities within the organization to ensure employees are working safely. No
job is so important and no service so urgent that time cannot be taken to perform the
work safely. While working, it is important to keep in mind at all times that safety comes
first. A safe working environment is a top priority for everyone involved in a work activity
and employees' own personal commitment to safety will ensure that injury to persons
and damage to property are minimized.
3. Scope / Application
This policy applies to all employees regardless of status.
Outside contractors also have a responsibility for the health and safety of their
employees. Town employees who have the responsibility of supervising outside
contractors shall ensure that contractors follow the requirements of the Occupational
Health and Safety Act and applicable Town safety regulations.
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4. Definitions
Accident: An undesired event that results in injury, and includes a critical injury, to people,
damage to property or loss.
Critical Injury: an injury of a serious nature that puts life in jeopardy, produces
unconsciousness, results in substantial loss of blood, involves the fracture of an arm or leg
(but not a finger or a toe), involves the amputation of an arm, leg, hand or foot (but not a
finger or a toe), consists of burns to a major part of the body or causes the loss of sight in
an eye.
Employee: Any Town of Aurora staff member, management and non-management.
Incident: An undesired event, which, under slightly different circumstances, could have
resulted in harm (injury or illness, regardless of severity) to people, damage to property or
loss. Also referred to as a ‘near miss’.
Multi-Site Joint Health and Safety Committee (MJHSC): a multi-workplace committee
comprised of worker and management representatives that are mutually committed to
improving health and safety conditions in the corporation.
Occupational Health and Safety Act, R.S.O. 1990, c. O.1: provincial legislation that sets out
the rights and duties of all parties in the workplace as well as the procedures for dealing
with workplace hazards and for enforcement as needed.
Personal Protective Equipment (PPE): clothing or device(s) utilized by an employee that are
designed to protect against safety and/or health hazards. PPE generally reduces the risk of
injury but does not eliminate the hazard.
Worker: is an employee who does not have managerial or supervisory responsibilities.
Workplace Hazardous Materials Information System (WHMIS): Canada’s national standard
for communicating information about hazardous workplace products.
5. Responsibilities
Employees are responsible for:
• Be aware of, understand, follow, and work in compliance with related legislation,
Occupational Health and Safety procedures and Town policies.
• Be aware of the health hazards in their workplace(s) and of the preventative
measures to be taken to protect themselves, fellow employees, and Town
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property.
• Be aware of the Workplace Hazardous Materials Information System (WHMIS).
• Report any hazardous conditions or any unsafe work procedures to their
supervisor and, when necessary, to a member of the MJHSC.
• Report all accidents or injuries to their supervisor immediately
• Complete the Injury/Incident Reporting Form and submit it to their supervisor
within 24 hours
• Work safe and do not work or operate any equipment in a manner that may
endanger themselves or fellow employees.
• Properly use and care for protective clothing and safety equipment.
• Have the obligation to use safety provisions correctly, including PPE and safety
devises
Supervisors/Managers are responsible for:
• Ensure understanding and compliance of the Occupational Health and Safety
Act, the Town Health and Safety Policy/Program and all applicable
legislation/regulations pertaining to the health and safety of their employees.
• Foster and encourage a culture of health and safety with their staff.
• Give prompt and serious consideration to all recommendations for a safer and
healthier work environment.
• Ensure employees are provided with the appropriate personal protective
equipment and provided with training on how to use it.
• Ensure that all accidents are investigated promptly, that Injury/Incident reports
are completed, signed and submitted to Human Resources within 24 hours and
that corrective action is taken when required to prevent further incidents.
• In the event of an accident or incident that may have had immediate potential
to result in a critical injury or involved a vehicle or machinery, the Human
Resources Manager and Communications Manager should be notified
immediately.
• In the event of an accident or incident that resulted in emergency services
(Police, Fire, Ambulance) or the Ministry of Labour, the Human Resources
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Manager and Communications Manager should be notified immediately.
• Ensure appropriate training is provided to all staff depending on their role
including the mandatory introductory training provided within a new employee’s
first week as outlined below in section 6.0.
Multi-Site Joint Health and Safety Committee is responsible for:
• Ensure that periodic inspections of the workplace(s) and equipment are
completed.
• Identify conditions that may be a source of danger or hazard to employees.
• To review accident statistics and health and safety training records to make
recommendations for the establishment, maintenance and monitoring of
programs, standards and procedures for the health and safety of employees.
• Assist in developing communications, enhancing the awareness of safety
issues and promoting health and safety in the workplace.
• Advise and assist in the development, implementation and operation of the
Health and Safety policies and procedures for the Town.
• Make recommendations to the Corporation through Human Resources
members on the MJHSC on health and safety initiatives and programs of benefit
to its employees.
• Encourage an atmosphere of co-operation between management and staff to
achieve a safe work environment and safe work practices.
• Depending on the nature and severity of the incident, a certified member of the
MJHSC may participate in the accident investigation.
Management is responsible for:
• Provide the administration and direction of the Health and Safety policies and
procedures within their own departments/divisions.
• Provide leadership in all safety activities including the development of safe
working attitudes and encouraging a culture of health and safety.
• Ensure that departmental standards and procedures are developed and
maintained to administer health and safety policies and regulations.
• Ensure that their employees are trained in the procedures and requirements of
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the Occupational Health and Safety Act, Highway Traffic Act and other
applicable legislation/regulations and Corporate and/or Departmental policies
pertaining to their safety in their workplace(s).
• Ensure that a comprehensive departmental health and safety training program
is developed and implemented, specific to departmental roles and
responsibilities.
• Review accident reports, safety audit reports, accident statistics and other
related material to evaluate the effectiveness of the Health and Safety
procedures in their respective departments.
• Review and ensure follow-up on recommendations from the MJHSC.
• Ensure all staff receive, and take health and safety training within their first week
as described in Section 6.0.
Human Resources is responsible for:
• Coordinate the overall Health & Safety function for the Corporation including
corporate policy and procedure development and communication.
• Act as a Health & Safety resource to Departments and Committees.
• Ensure, in part, the Corporation is meeting its obligations as an employer under
the Occupational Health and Safety Act through monitoring Committee work,
ensuring appropriate/required Committee composition, maintaining required
records, ensuring the required workplace circulation and/or posting of
legislation/regulations, and facilitating employer response to formal
complaints/recommendations made by the MJHSC and/or employees.
• Administer the Workplace Safety and Insurance portfolio.
• Provide legislated health and safety training to all staff within their first week as
outlined below in section 6.0.
• If an employee is required to be off work as a result of their injury, the Supervisor
and Human Resources will work together to ensure medical authorization and
clearance is obtained prior to commencing work.
• Will respond immediately to an accident or incident that may have had
immediate potential to result in a critical injury or involved a vehicle or
machinery.
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•Will respond immediately to an accident or incident that resulted in emergency
services (Police, Fire, Ambulance) or the Ministry of Labour.
•Will notify the Ministry of Labour in the event of a critical injury.
•Will notify the MJHSC Chair and Co-Chair (and the Union Health and Safety
representative in the event of a unionized employee injury) in the event that an
employee is injured critically, or had the immediate potential to be injured
critically.
•Document and track health and safety information, including training and health
and safety metrics.
6.Procedures
6.1 Personal Protective Equipment (PPE)
•PPE is to be used in conjunction with other hazard protection strategies such
as administrative controls, engineering controls etc. to ensure employeeprotection.
•Supervisors are responsible for ensuring the applicable PPE is available as
prescribed according to the work being performed. The PPE must be properlyfitted and in good repair to ensure its effectiveness.
•Employees must be provided with instruction on how to use PPE properly as
required.
6.2 Training
•Employees of the Town of Aurora will receive adequate and regularOccupational Health and Safety training including refresher courses as required
according to relevant legislation.
•All employees will receive instruction on the following subjects during their firstweek of employment from Human Resources. This training may be
administered face to face through their orientation, online or a combination.
o Occupational Health and Safety Act and/or any other applicable safetylegislation
o Town of Aurora Occupational Health and Safety Policy and Program
o Generic training on Workplace Hazardous Materials Information System
(WHMIS)
•All employees will receive instruction on the following subjects during their first
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week of employment from their Supervisor.
o Departmental Health and Safety standards and procedures
o Applicable Occupational Health and Safety (or other) Regulations for their position
o Specific training related to WHMIS for materials they may interact with in
their roles
o Emergency evacuation procedures
o Accident reporting procedures
6.3 Composition of MJHSC
• In accordance with current applicable legislation, the MJHSC shall be created
and be comprised of:
o a minimum of four (4) employees, at least half of whom are workers employed at the workplace who do not exercise managerial functions
o "worker" representatives who shall be selected by the employees they
represent; or, if unionized, such employees who shall be selected by their Union and the Union shall notify Human Resources in writing
o "management" representatives who shall be selected by the employer
o One worker representative and one management representative shall Co-
Chair their Committee, one of whom shall be selected by the members who represent workers and the other of whom shall be selected by the members
who exercise managerial functions
• A list of current members may be obtained from Human Resources.
6.4 Injury/Accident/Incident Reporting
• Any injury or illness that occurs, that is the result of the workplace, no matter
how minor, must be reported by employee(s) to their Supervisor and recorded
by the Corporation via the Injury/Incident Reporting Form (HS-07)
• Refer to Procedure No. HS-01-04 – Accident/Incident Response, Investigation
& Reporting for detailed reporting instructions.
• In the case of an injury, Employees must seek medical aid immediately if required.
• Accidents which cause personal injury will be investigated and a report
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completed within 24 hours.
• In the event of an accident or incident that may have had immediate potential to result in a critical injury or involved a vehicle or machinery, the Human
Resources Manager and Communications Manager should be notified immediately.
• In the event of an accident or incident that resulted in emergency services (Police, Fire, Ambulance) or the Ministry of Labour, the Human Resources
Manager and Communications Manager should be notified immediately.
Relevant References/Codes
• Occupational Health and Safety Act, R.S.O. 1990, c. O.1
• Highway Traffic Act, R.S.O. 1990, c. H.8
• HS-07 Injury/Incident Reporting Form
• HS-01-04 – Accident/Incident Response, Investigation & Reporting
Review Timeline
This policy will be reviewed every (2) two years after the initial approval date.
Policy Last Reviewed on: September 15, 2022
Policy Modified on: N/A
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Community Code of Conduct
Community Services
Contact: Recreation Supervisor, Aquatics and Fitness, Community Services
Approval Authority: Council
Effective: November 3, 2022
______________________________________________________________________________________
Purpose
The purpose of this policy is to clearly define a Community Code of Conduct that
promotes safety and respect through quality customer service; and outlines options
available to Town staff to curtail or prevent inappropriate conduct from occurring in all
Town facilities and properties, and the possible action and consequences that will
result. As a corporation, the Town strives to provide quality service to all of the Aurora
residents and visitors to Aurora, supporting inclusivity, diversity, and respect in all of its
Town facilities and properties.
Scope
This policy applies to all Town facilities and properties owned by the Town of Aurora,
including but not limited to Town Hall, recreation centres, sports fields and parks;
and/or any person participating in an activity or event at those facilities. This policy also
applies to all Town staff in a working capacity outside of Town facilities (e.g. Bylaw
staff, Parks staff, Operations staff).
Definitions
Ban: means the prohibition of an individual (or group of individuals) from entering
specific Town properties or facilities for a specific duration.
Inappropriate behaviour: may be demonstrated in person, while the individual is in or
around Town facilities, but may also occur over the telephone, through email or other
messaging directed towards staff or patrons. The following behaviour is considered to
be inappropriate: violent behaviour (or threats of violent behaviour) that may affect an
individual or group; harassment, abusive or disrespectful language; disrespect for public
property and the damage of property of others; bullying (including cyber-bullying);
deliberate misuse of cellular phones, personal digital assistants or recording devices in
the change rooms, washrooms and dressing rooms; smoking in non-designated areas;
display non-inclusionary behaviour towards others; display of “hate behaviour”;
contravention of any Town policies, bylaws, and/or regulations.
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Incident: means any occurrence involving inappropriate conduct on behalf of an
individual, which includes, but is not limited to any of the following: damage to property;
harm to individual(s) (workplace violence, workplace harassment, inappropriate
behaviour); disturbance to peace; contravention of Town by -laws related to property,
facility and/or posted rules; any illegal activity that warrants a formal report to or
request for assistance from York Regional Police, by a Town staff, patron or visitor.
Staff: means all full time and part time employees with the Town of Aurora; and
volunteers, students, and co-op placement staff with the Town.
Town property: means all Town-owned assets, including real property, buildings,
structures, facilities and equipment.
Trespass Notice: as authorized under the Trespass to Property Act, R.S.O. 1990, c.T.21,
is a written notice prohibiting an individual from entering specific Town properties or
facilities for a specific duration and is issued to an individual by the Town with a copy to
York Regional Police for the purpose of imposing a Ban.
Workplace Violence: as defined under the Occupational Health and Safety Act, R.S.O.
1990, c.O.1; the exercise of physical force by a person against a worker, in a workplace,
that causes or could cause physical injury to the worker (e.g. physical attacks – hitting,
shoving, pushing, or kicking). An attempt to exercise physical force against a worker, in
a workplace, that could cause physical injury to the worker (e.g. threatening behavior –
such as shaking fists, destroying property or throwing objects). A statement or behavior
that is reasonable for worker to interpret as a threat to exercise physical force against
the worker, in a workplace, that could cause physical injury to the worker (e.g. verbal or
written threats – any expression of intent to inflict harm).
Workplace Harassment: as defined under the Occupational Health and Safety Act,
R.S.O. 1990, c.O.1; engaging in a course of vexatious comment or conduct against a
worker in a workplace that is known or ought reasonably to be known to be unwelcome.
Policy
The Town of Aurora (“The Town”) strives to engage members of the community to
work, live, and play together in a positive manner. The Town recognizes that the majority
of patrons use Town programs, facilities and properties in a responsible manner and
conduct themselves appropriately when visiting Town facilities and properties, and that
all deserve an environment free of harassment and violence. Occasionally, however,
there may be instances where individuals engage in activities while using Town facilities
and properties or interacting with staff in person, online or on the phone that the Town
may deem to be inappropriate. In cases of inappropriate behaviour that jeopardize the
peaceful enjoyment of Town programs, facilities and properties, and in such instances
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where intervention strategies and de-escalating tactics are not effective, the Town will
take steps to maintain/restore order, and to ensure the safety of the public and staff.
Responsibilities
All Staff
• Uphold the purpose and intent of the policy
• Ensure that the safety of the public and staff is of paramount priority, including
calling the police (e.g. dial 911) where appropriate
• Report and document all incidents to their immediate Supervisor
• Report any inappropriate behaviours on social media to the Manager of
Corporate Communications
• Notify the police depending on the severity of the situation (e.g. involving a
weapon)
Management and Department Heads
• Uphold the purpose and intent of the policy
• Work with members of the public in identifying inappropriate behaviour in Town
programs, facilities, or properties
• Work with the Communications Department to communicate key information to
Town staff (where applicable)
• Enforce the policy with public education and awareness
• Provide training, guidance, and mentorship to staff regarding the policy
• Follow-up on complaints and issues raised in accordance to the policy
Members of the Public
• Conduct themselves in a manner consistent with the policy
• Contact and/or report inappropriate behaviour to Town staff
Monitoring and Compliance
In accordance with the Town of Aurora policies, collective agreement and applicable
legislation and policies any non-compliance with this policy will result in an
investigation. Any employee found to be disrespecting the terms of this policy other
than under exceptional circumstances, emergencies or operational requirement is
subject to possible discipline up to and including termination. CAO / Director /
Managers / supervisors and employees should work collaboratively to resolve issues
related to this policy. Employees can escalate issues to Human Resources where
difficulties continue.
References
• Harassment Free Workplace
• Violence Free Workplace
• Accident Incident Reporting Form
• Detailed Statement
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• Quick Reference Sheet
Review Timeline
This policy will be reviewed 2 years after the initial approval date.
5
Procedure for Community Code of Conduct
Updated November 3, 2022
Steps
1.When staff will act:
•Upon observation or being informed of any behaviours that contravene the
Community Code of Conduct
•Upon observation of verbal abuse or threat
•At the request of a Town staff member, who acting reasonably, is unable to
get cooperation from program participants, parents, or spectators
•At the request of a patron and/or participant who formally complains about
experiencing behaviours listed above
2.Response to inappropriate behaviour:
•Upon witnessing the inappropriate behaviour, staff will attempt to use
intervention strategies (e.g. ask the individual to leave the facility) and de-
escalating tactics to resolve the situation. For staff who work outside of a
facility, they are asked to disengage with the individual and leave the scene.
•Upon the individual’s persistence to not comply with the Community Code of
Conduct or upon staff observing physical violence or threat of violence;
contact York Regional Police (dial 9-1-1 or push the panic button where
available) immediately, respond accordingly to ensure the safety of the
patrons and/or participants, advise your supervisor immediately, and utilize or
mobilize your peers and other staff to provide support.
•Where a staff has received inappropriate email, phone calls, or voicemail
messages; they are to notify their Supervisor immediately. The messages will
be documented, and there will be a discussion about an appropriate response.
In some circumstances, it may be appropriate for the Town to have said
messages blocked from the sender.
3.Consequences to inappropriate behaviour:
•For Level 1 offences (e.g. minor acts or first offences), contravention may result
in but is not limited to the following: verbal warning by staff; written warning
for social media offences; staff may ask the individual to leave where the
incident is taking place on Town property; a letter of reprimand may be issued
at the discretion of the Manager, and ban from facilities and/or denial of non-
essential services for a period of time through a Trespass Notice.
•For Level 2 offences (e.g. serious offences and/or repeated offences),
contravention is at the discretion of the Manager and may result in but is not
limited to the following: a letter of reprimand will be issued; invoice for full cost
of repairs will be issued where property damage has incurred; ban from
facilities and/or denial of non- essential services for a period of time through a
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Trespass Notice, and/or other actions as may be deemed appropriate (e.g.
notify the authorities).
•For Level 3 offences (e.g. serious offences and/or repeated offences),
contravention is at the discretion of the Manager and may result in but is not
limited to the following: invoice for full cost of repairs will be issued where
property damage has incurred; ban from facilities and/or denial of non-
essential services for an extended period of time through a Trespass Notice,
and/or other actions as may be deemed appropriate (e.g. notify the
authorities).
4.Incident report and decision making:
•An Accident/Incident Report will be filled out when there is an incident of
inappropriate behaviour. The Accident/Incident Report is to be completed
immediately following the incident and provided to the staff person’s
immediate full time supervisor, who will provide the report to Human
Resources promptly and Legal when necessary.
•The Incident is to be reported through to the respective Supervisor who will
consult with the respective Manager regarding the level of offence and the
degree of discipline.
•In situations when a Manager is considering a comprehensive ban (i.e. ban
for an extended period of time, or ban from multiple services), they are asked
to consult with their respective Director for further direction.
•Incidents related to social media will be reported to the Manager, Corporate
Communications.
5.Communication between Departments:
•When an individual or a group is banned from facilities, a memorandum must
be sent to community centre staff and Bylaw staff.
•When an individual or a group is banned from Town Hall, the Communications
department will send a memorandum to all Town of Aurora full time staff
(including Access Aurora staff, Bylaw staff, and Department Managers).
•When an individual or a group is denied of non-essential services from
community centres, a memorandum must be sent to community centre staff
and Access Aurora staff.
•When an individual or a group is denied interaction with Town staff, the
Communications department will send a memorandum to all Town of Aurora
full time staff (including Access Aurora staff, Bylaw staff, and Department
Managers) and community centre staff.
•When an individual or a group is denied communication (e.g. email) with
Town staff, the Communications department will send a memorandum to all
Town of Aurora full time staff (including Access Aurora staff, Bylaw staff, and
Department Managers) and community centre staff.
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6.Appeal process:
•For facility ban/ denial of non -essential services, a banned individual may
request reconsideration when new factual information is available. Such
requests must be addressed to the respective Manager responsible, who will
consider the new information and make his or her decision. Bans will remain
in effect pending the outcome of the appeal.
•For social media and other mode of communication ban, a banned individual
may request reconsideration when new factual information is available. Such
request must be address to the respective Manager responsible, who will
consider the new information and make his or her decision. Bans will remain
in effect pending the outcome of the appeal.
•In the event where the individual is not satisfied with the response from the
appeal process, they may escalate and appeal to the Director level.
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Frivolous and Vexatious Complaints
Legislative Services
Contact: Legislative Services
Approval Authority: CAO
Effective: November 2, 2022
___________________________________________________________________________________
Purpose
The purpose of this policy is to address frivolous, vexatious or unreasonably persistent
requests or complaints that consume a disproportionate amount of Town time and
resources and impede staff from attending to other essential issues. This policy
establishes the process to be used by all staff when handling such requests or
complaints. Actions taken pursuant to this policy will ensure that municipal resources
are used effectively and efficiently, while maintaining a high level of service excellence
and responsiveness.
This policy will guide staff to identity situations that meet the criteria of frivolous,
vexatious or unreasonably persistent, and the associated actions that may be taken in
such circumstances. The aim of this policy is to contribute to the Town's commitment
to service excellence and good governance by addressing all requests and complaints
equitably and efficiently, while acknowledging that there may be a need to protect staff
from unreasonable behavior.
For immediate threats to persons or property, 911 should be contacted.
Scope
This policy is not intended to deal with generally difficult requests or complaints. This
policy applies to frivolous, vexatious or unreasonably persistent requests or complaints.
Deciding whether a request or complaint is frivolous, vexatious or unreasonably
persistent, is a flexible balancing exercise, taking into account all the circumstances of
the situation. There is no rigid test or criteria in deciding whether a request or complaint
is frivolous, vexatious or unreasonably persistent. The key question is whether there is a
pattern of conduct likely to cause distress, disruption or irritation, without proper or
justified cause.
The decision to classify a subject person's behaviour as unreasonable, or to classify a
request or complaint as frivolous or vexatious, could have serious consequences for the
subject person, including restricting their access to municipal services.
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The decision may be made as a result of a repeated pattern of conduct when, on
multiple occasions, the subject person engages in one or more behaviours or actions
identified as unreasonable, frivolous or vexatious. This does not preclude a single
significant incident from being considered under this policy.
Definitions
Frivolous: means a Complaint that is reasonably perceived by Town staff to be (a)
without reasonable or probable cause, (b) without merit or substance, or (c) trivial;
Vexatious: means a complaint that is frivolous and which is pursued in a manner that is
reasonably perceived by Town staff to be (a) malicious, (b) intended to embarrass or
harass the recipient, or (c) intended to be a nuisance
Policy
The Corporation of the Town of Aurora (the "Town") is committed to providing
exemplary service to all members of the public. The Town aims to address service
requests and complaints equitably, comprehensively, and in a timely manner.
Examples of Frivolous, Vexatious or Unreasonably Persistent Requests or Complaints
Examples of what might be considered frivolous, vexatious or unreasonably persistent
requests or complaints are provided below. The list is not exhaustive, nor does a
singular action set out below necessitate the application of this policy.
•Complaints concerning an issue which staff have already investigated and
determined to be groundless.
•Complaints concerning an issue which is substantially similar to an issue which
staff have already investigated and determined to be groundless (e.g. with
respect to the same neighbour or same property).
•Unreasonable conduct which is abusive of the complaints process, including, but
not limited to:
o harassing, verbally abusing or otherwise seeking to intimidate staff
dealing with a complaint;
o excessive or multiple lines of enquiry regarding the same issue (e.g.
pursuing a complaint with staff in multiple Town departments and/or an
elected official simultaneously) while a complaint is in the process of
being investigated;
o repeatedly challenging the findings of a complaint investigation,
complaining about the outcome and/or denying t hat an adequate
response has been given;
o refusing to accept that an issue falls outside the scope of the Town's
jurisdiction;
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o making unreasonable demands on staff by, for example, insisting on
responses to complaints and enquiries within an unreasonable time-
frame;
o making statements or providing representations that the subject person
knows or ought to know are incorrect, or persuading others to do so;
o demanding special treatment from staff by, for example, not following the
normal chain of command and immediately demanding to speak to a
manager or supervisor;
o using new complaints to resurrect issues which were investigated and
completed in previous complaints;
o changing the basis of the complaint as the investigation progresses
and/or denying statements made at an earlier stage;
o refusing to co-operate with the investigation process while still wanting
the complaint to be resolved;
o failing to clearly identify the precise issues of the complaint, despite
reasonable efforts of staff to obtain clarification of the concerns; or
o providing false or misleading information.
Application of Restrictions
Actions available under this policy may include, but are not limited to:
•limiting the subject person's correspondence with staff to a particular format
(e.g. email only with a particular email address), time (e.g. telephone calls only at
specific times and days of the week) or duration (e.g. conversations may last no
longer than ten minutes);
•limiting the subject person to a particular point of contact at the Town (where
possible, other staff members should be advised not to respond to the subject
person, but to refer them to the point of contact);
•limiting their interactions through social media with the Town;
•requiring any face-to-face interactions between the subject person and staff to
take place in the presence of an appropriate witness;
•requiring that the subject person produce full disclosure of documentation or
information before staff will further investigate a complaint;
•instructing staff not to respond to further correspondence from the subject
person regarding the complaint or a substantially similar issue;
•instructing staff not to investigate any complaints regarding an issue that has
already been investigated, or which is substantially similar to an issue which has
already been investigated;
•instructing staff to severely reduce or completely cease responding to further
complaints and correspondence from the subject person;
•instructing staff to close the matter;
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•limiting or regulating the subject person's use of municipal services e.g.
community centres, access to technology systems, etc.;
•refusing the subject person access to any municipal buildings except by
appointment;
•informing the subject person that further contact on the matter of the
complaint/request will not be acknowledged or replied to;
•pursuing legal action; and/or
•blocking emails being received by Town staff;
•other actions as deemed appropriate.
Review of Restrictions
When any restrictions are put in place, a review date will be set. This will be based on
the circumstances of the case and could be for a period of 3 months or longer
depending on the severity of the situation. The status of the subject person will be
reviewed by the relevant Manager (or designate) on or before the review date. The
subject person (where possible) will be informed of the outcome of the review.
The Director may extend the restrictions beyond the review date where appropriate. The
subject person shall be notified of the extension and be given another date for review.
Responsibilities
Staff must establish, through documented words and/or actions of the subject person
(e.g. emails, letters, posts on social media, photographs, voicemails, and staff notes
reporting a conversation or incident), that the complaint or request is frivolous,
vexatious or unreasonably persistent, before applying the processes and restrictions
outlined in this policy.
Each case will be considered on an individual basis. The decision to classify the subject
person's behavior as unreasonable or to classify the request as frivolous or vexatious
will be made by the Manager or designate of the relevant service area in consultation
with the relevant Director.
Employees
If an employee believes that a request or complaint is unreasonable, frivolous or
vexatious, the employee should consult with their Manager (or designate), provide any
supporting materials and advise the Manager (or designate) of the steps that have been
taken to resolve the issue, including as appropriate:
•the length of time that staff have been in contact with the subject person, the
history of the interactions (where appropriate), and the amount of
correspondence that has been exchanged with the subject person;
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•the number of requests and complaints made by the subject person and the
status of each; and
•the nature of the subject person's behaviour.
Maintaining Records
Staff are responsible for maintaining detailed records of their interactions in order to
justify any action being taken to restrict the subject person's access to Town staff.
Records must be retained in accordance with the Records Retention By-law, as
amended.
Management
The Manager (or designate) is responsible for reviewing the information provided by
staff in a timely manner. The Manager (or designate) may want to contact other
municipal departments to determine if the subject person is contacting multiple
municip al staff/departments.
The Manager (or designate) will;
•meet with their Director and outline the situation, including proposed restrictions,
how to inform the subject person of the restrictions and determine a review date
for removing, modifying or continui ng restrictions.
Executive Leadership Team (ELT)
Before making a determination to classify the subject person's request or complaint as
frivolous, vexatious or unreasonably persistent, the Executive Leadership Team (ELT)
must be satisfied that;
•the request has been properly investigated;
•communication with the subject person has been adequate; and
•the subject person is not attempting to provide any significant new information
when contacting staff.
Monitoring and Compliance
In accordance with the Town of Aurora policies, collective agreement and applicable
legislation and policies any non-compliance with this policy will result in an
investigation. Any employee found to be disrespecting the terms of this policy other
than under exceptional circumstances, emergencies or operational requirement is
subject to possible discipline up to and including termination. CAO / Director /
Managers / supervisors and employees should work collaboratively to resolve issues
related to this policy. Employees can escalate issues to Human Resources where
difficulties continue.
6
References
Not applicable
Review Timeline
This policy will be reviewed 2 years after the initial approval date.
7
Procedure for Frivolous and Vexatious Complaints
Updated November 2, 2022
Notification to the Subject Person
When the decision, in consultation with the relevant Director, has been made to classify
the subject person's request or complaint as frivolous, vexatious or unreasonably
persistent, the subject person (where possible and appropriate) will receive written
notification that:
•detail what action staff have taken and why;
•explain what it means for the subject person's contact with the Town; and,
•advise how long the restrictions will last and when the decision will be reviewed.
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Complaints and Compliments Policy
Legislative Services
Contact: Town Clerk
Approval Authority: CAO
Effective: November 2, 2022
______________________________________________________________________________________
Purpose
The purpose of this policy is to outline the underlying principles and processes for the
disposition of complaints related to services delivered by the Town of Aurora, ensuring
and supporting transparency and accountability. This policy provides for a local dispute
resolution process before complaints are escalated to the Ontario Ombudsman. This
policy attempts to ensure that any response and review of complaints is fair, impartial
and respectful to all parties involved.
This policy also provides a mechanism for the public to express their approval for the
efforts of a staff member while completing the duties associated with their position.
This policy should be used when residents of the Town of Aurora are not satisfied with
the results of informal discussions that have been had with Town of Aurora staff.
Scope
This policy does not apply to complaints made by employees, contractors, or volunteers
working on behalf of the Town, complaints about Members of Council or issues already
addressed by legislation or an existing municipal by-law or policy. Examples of
complaints that could be made under this policy are as follows;
•A failure to do something agreed to do;
•A failure to observe policy or procedures;
•An error made by an employee, contractor, or volunteer of the Town;
•Unfair or discourteous actions or statements made by an employee, contractor,
or volunteer of the Town;
•Access, or lack thereof, to services;
•Timeliness of service; and,
•Quality of service.
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Definitions
Complainant: means a member of the public making a complaint under this policy.
Complaint: means a written expression of dissatisfaction about services, actions, or
lack of actions by an employee, contractor or volunteer of the Town of Aurora by a
member of the public. Examples include but are not limited to perceptions of:
•A failure to do something agreed to do;
•A failure to observe policy or procedures;
•An error made by an employee, contractor, or volunteer of the Town;
•Unfair or discourteous actions or statements made by an employee, contractor,
or volunteer of the Town;
•Access, or lack thereof, to services;
•Timeliness of service; and,
•Quality of service.
Compliment: an expression of approval for a Town of Aurora program, service, facility
or staff member;
Frivolous: means a Complaint that is reasonably perceived by Town staff to be (a)
without reasonable or probable cause, (b) without merit or substance, or (c) trivial;
Harassment or Harass: involves engaging in a course of behaviour, comment or
conduct, whether it occurs inside or outside the work environment, that is or ought
reasonably to be known to be unwelcome. It includes but is not limited to any behaviour,
conduct or comment by a member of the public that is directed at or is offensive to
another person:
a)on the grounds of race, ancestry, place of origin, colour, ethnic origin, citizenship,
creed, sex, age, disability, sexual orientation, marital status, or family status, as
well as any other grounds under the provisions of the Human Rights Code; or
b)which is reasonably perceived by the recipient as an intention to bully, embarrass,
intimidate or ridicule the recipient.
Ombudsman: means the Ombudsman of Ontario or the Ombudsman appointed by
Council in accordance with Section 223.13 (1) of the Municipal Act, 2001, as amended
where applicable;
Town : means The Corporation of The Town of Aurora;
Vexatious: means a complaint that is frivolous and which is pursued in a manner that is
reasonably perceived by Town staff to be (a) malicious, (b) intended to embarrass or
harass the recipient, or (c) intended to be a nuisance.
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Policy
The Town is committed to promptly and effectively addressing systematic program and
service delivery concerns raised by members of the public. This policy will assist the
municipality in providing excellent service to the public and contribute to the continuous
improvement of the Town’s operations.
Anonymous, frivolous or vexatious complaints, or if the complaint is initiated with the
intent to embarrass or harass an employee, will not be considered. This determination
can be made by the Town Clerk and/or the CAO.
Responsibilities
Not applicable.
Monitoring and Compliance
In accordance with the Town of Aurora policies, collective agreement and applicable
legislation and policies any non-compliance with this policy will result in an
investigation. Any employee found to be disrespecting the terms of this policy other
than under exceptional circumstances, emergencies or operational requirement is
subject to possible discipline up to and including termination. CAO / Director /
Managers / supervisors and employees should work collaboratively to resolve issues
related to this policy. Employees can escalate issues to Human Resources where
difficulties continue.
References
•Complaint or Compliment Submission Form
Review Timeline
This policy will be reviewed 2 years after the initial approval date.
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Procedure for Compliments and Complaints
Updated November 2 ,2022
Steps
Wherever possible, The Town will attempt to address concerns from members of the
public through discussions in an informal manner. If the member of the public is not
satisfied, the following process allows the member to file a formal complaint that will be
addressed by the Director of the relevant service delivery area.
1.When informal discussions do not lead to a satisfactory resolution, a member of
the public may file a formal complaint on the form linked in the “References”
section of this policy.
2.A member of the public may use the same form attached to this policy to
compliment the Town of Aurora. In this case, the Town Clerk will forward the
compliment to the appropriate Director who will pass it along to the employee(s)
associated with compliment.
3.When a complaint is received by the Town Clerk, the Clerk’s Office will log the
complaint for record keeping purposes and immediately forward the complaint to
the Director responsible for the service area in which the complaint is being
made, with a copy to the Chief Administrative Officer (CAO). Complaints being
made about a Director will be forwarded to the CAO. Complaints about the CAO
will be forwarded to the Manager of Human Resources.
4.Upon receiving a complaint from the Town Clerk, the CAO, Director or Manager
has three (3) business days to contact the complainant to advise of receipt of the
complaint and to set up a meeting, if the complainant has selected that option.
5.Within ten (10) days of receiving the complaint, the CAO, Director or Manager
must notify the complainant of the expected duration of the investigation, if
deemed necessary, including an approximate timeline for when the complaint
will be formally responded to. The timeline may not be longer than thirty (30)
days, except for extraordinary circumstances.
6.When the CAO, Director, or Manager has completed their investigation, they must
provide a written response to the complainant, copying both the Town Clerk and
the CAO. The written response must include, but not be limited to, a summary of
the actions taken to correct the issue in the complaint or reasons why no action
is being taken. All responses must be on Town letterhead and emailed to the
complainant whenever possible.
7.After the complaint has been responded to by the CAO, Director or Manager and
logged by the Town Clerk, it will then be considered closed. The Town Clerk will
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provide Council with an annual information report regarding the number of
complaints and compliments received and their outcomes.
8.Should the complainant not be satisfied with the outcome of his/her complaint,
he/she may choose to file a complaint with the Ombudsman.
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Right to Disconnect Policy &
Procedure
Corporate Services
Contact: Manager, Human Resources
Approval Authority: Chief Administrative Officer
Effective: June 2, 2022
Last Review Date: New Issue
______________________________________________________________________________________
Background
The Town of Aurora understands that due to work-related pressures, the current
landscape of work, or the working environment, employees may feel obligated to perform
their job duties outside their normal working hours. Work-related pressure and feeling an
inability to disconnect from the job can lead to stress and deterioration of mental and
physical health. This policy has been established to support employee wellness, minimize
excessive sources of stress, and ensure that employees feel they can disconnect from
their work outside their regular working hours and to comply with all relevant legislative
requirements.
Objective
The intent of this policy and its procedures is to ensure the Town has clear definitions,
roles, and responsibilities as well as meeting obligations under Ontario’s Working for
Workers Act, 2021 (Bill 27).
Scope
This Policy applies to all Town of Aurora employees, although it is primarily intended for
employees who can remain connected to the workplace outside their hours of work
because of their use and/or access to their personal and/or Town-issued technology,
including through remote work/hybrid work arrangements.
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Definitions
Disconnecting from work
Not engaging in work-related communications, including emails, telephone calls, video
calls or the sending or reviewing of other messages, to be free from the performance of
work.
Includes scheduled on-call and standby hours, as outlined in collective agreements.
And includes alternative hours of work as agreed to by an employee and their
manager/supervisor due to accommodation.
Emergency
A situation or impending situation that requires timely or immediate attention and/or
action, failing which the situation may reasonably result in an adverse impact on human
health, animal health, property, or the environment.
Hours of Work
Includes core hours of work for a department/division as set based on operational
requirements. For example, core hours for Town hall are generally 8:30 am – 4:30 pm
while core hours for operational sites often begin and end earlier and may include evening
and night shifts as well as weekends and holidays.
Unforeseen Circumstance(s)
An unforeseeable incident or occurrence that unless addressed can reasonably lead to
an adverse impact on: (a) the delivery (including, for greater certainty, the failure to
deliver) of the Town’s services and/or programs, and/or (b) the Town’s reputation, legal
position or strategy or financial interests; and/or (c) impacts the health and safety of
employees or the community.
Work
Executing employment duties and/or responsibilities including but not limited to
engaging in work-related communications, including telephone calls, text messages, e-
mails, and video calls.
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Policy
The Town of Aurora prioritizes the health and wellbeing of its employees and recognizes
that disconnecting from work is an important part of a healthy work-life balance. An
increased connection and work activity can lead to overwork and/or other unintended
adverse health consequences such as increased anxiety, stress and/or burnout.
In keeping with The Town’s Diversity, Equity and Inclusion vision of “Our workforce is
talented, diverse, and committed to fostering a safe, fair, and inclusive workplace and
community” this policy aims to outline key definitions and responsibilities related to
disconnecting from work outside of regular hours of work.
Responsibilities
To foster a culture where employees feel supported to disconnect from work, it is
important to recognize that everyone has responsibilities and accountabilities, and we
must work together to achieve the desired work culture.
Directors
The CAO and Directors are responsible for:
•Oversight of core hours of work within the department
•Role modelling appropriate disconnect behaviours after their own regular work
hours finish for the workday and ensure managers and supervisors model
appropriate behaviours.
Manager / Supervisor
Managers and Supervisors are responsible for:
•Ensuring team members take meal breaks and rest periods from work in
accordance with the Employment Standards Act, 2000 and applicable collective
agreements.
•Respecting team members’ ability to disconnect from work outside of Hours of
Work by not routinely emailing, messaging or calling outside Hours of Work, except
in the event of an emergency, unforeseen circumstances and/or when operational
requirements require contact through communication methods established with
the employee directly or through the appropriate collective agreement.
•Following on-call and standby processes, where applicable, for emergencies and
unforeseen circumstances. Where on-call and/or standby employees are not
available, establishing appropriate communication methods with employees for
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emergencies and unforeseen circumstances (examples – emails with the subject
line “Please respond ASAP” or a direct telephone call).
•Reminding team members of their ability to disconnect outside of Hours of Work
and discussing with team members best practices to uphold this ability.
•Not penalizing an employee for acting in compliance with this policy.
•Role modelling appropriate disconnect behaviours after their own regular hours of
work finish for the workday.
Employees
Employees are responsible for:
•Performing the required daily and weekly hours of work as specified for their job
to complete work and requesting additional time to complete work, when
necessary, through the appropriate process. This includes any on-call or standby
requirements of their role.
•Taking meal breaks and rest periods from work in accordance with the
Employment Standards Act, 2000 or their collective agreement.
•Fully cooperating with any time recording methods used to record working time
including when working remotely.
•Respecting other employees’ ability to disconnect by not routinely expecting work-
related contact outside of Hours of Work.
•Discussing with their manager/supervisor when being excessively contacted while
exercising their ability to disconnect from work to review options plans, and
balance the requirement to implement Council’s policies/decisions with the ability
to disconnect from work.
Human Resources
Human Resources is responsible for:
•Ensuring that managers/supervisors and employees are aware of, and comply
with, related legislation in all jurisdictions such as the Employment Standards Act,
2000 and applicable collective agreements.
•Supporting problem solving where challenges are experienced in disconnecting
from work and, when required, investigating claims of retaliation under this policy.
•Reviewing, updating, and communicating any changes to the policy as outlined in
the legislation.
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•Role modelling appropriate disconnect behaviours after their own Hours of Work
hours finish for the workday.
Procedure
1.Disconnecting from Work
Employees have an ability to disconnect from work outside of their Hours of Work. This
ability applies to employees working core hours or alternative hours. Should an
employee have concerns surrounding their working time or an inability to disconnect
from work, it is important to bring this to the attention of their manager/supervisor to
resolve any concerns.
CAO/Directors will monitor and support Managers to ensure that their right to
disconnect is not impacted by work demands and that that responsibilities for outside
core business hours are equitably distributed. In addition, CAO/Directors will ensure that
Managers are compensated in accordance with the Town’s lieu time / overtime policies.
Managers/supervisors will first contact employees who are on-call and/or on standby
for emergencies, unforeseen circumstances and/or operational requirements, wherever
possible, as outlined in the applicable collective agreement.
Employees may need to be occasionally contacted outside of their Hours of Work if an
emergency or an unforeseeable circumstance arises, and/or when operational
requirements require contact. This contact will be made through communication
methods established between the CAO/Director/manager/supervisor and the employee.
Where a CAO/Director/manager/supervisor sends communications outside an
employee’s Hours of Work and no immediate response is required, employees should not
feel they need to respond until their next scheduled Hours of Work. However,
CAO/Director/managers/supervisors are encouraged to role model disconnection from
work outside of their own Hours of Work, recognizing that their behaviour sends an
important message to employees.
All employees should be mindful of times emails and work-related texts or messages are
sent and work-related telephone calls are made. Should a Director/CAO/manager/
supervisor notice that a member of their team is sending/responding to work
communications at odd hours or are logging in excessively, they should speak to the
employee as soon as possible, as this may indicate they are finding it difficult to manage
their workload during their Hours of Work.
Employees should use communication methods such as out-of-office alerts, voice
messages and calendar settings to indicate their Hours of Work. Employees are
encouraged to use other technologies, such as ‘delayed send’ emails, where their Hours
of Work may not coincide with a colleague’s Hours of Work.
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Employees who are excessively contacted while exercising their ability to disconnect
from work are encouraged to discuss the difficulty with their manager/supervisor. The
employee is permitted to file a complaint with Human Resources. Human Resources will
conduct the investigation, following up with parties as necessary, supporting problem
solving.
Compliance
In accordance with the Town of Aurora policies, collective agreement and applicable
legislation and policies any non-compliance with this policy will result in an investigation.
Any employee found to be disrespecting another employee’s ability to disconnect from
work outside of Hours of Work other than under exceptional circumstances, emergencies
or operational requirement is subject to possible discipline up to and including
termination.
CAO/Director/Managers/supervisors and employees should work collaboratively to
resolve issues related to disconnection. Employees can escalate disconnection issues to
Human
Resources where difficulties continue.
Reprisals
It is a violation of this Policy for anyone to take any reprisal against any person for the
reason that they invoked this policy or participated in an investigation of a complaint.
Relevant References/Codes
•Bill 27, Working for Workers Act, 2021, S.O. 2021, c. 35
•Employment Standards Act, 2000, S.O. 2000, c. 41
•Human Rights Code, R.S.O. 1990, c. H.19
•CUPE 905.01 Collective Agreement (Intranet)
Review Timeline
This policy will be reviewed 2 years after the initial approval date.
FISCAL OVERVIEW
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Table of Contents
Introduction ............................................................................................................................ 2
Finance divisions ................................................................................................................... 2
Financial Management ...................................................................................................... 2
Financial Reporting and Revenue ..................................................................................... 2
Information Technology Services ..................................................................................... 2
Procurement Services ....................................................................................................... 2
Budget .................................................................................................................................... 3
Operating Budget ............................................................................................................... 3
Capital Budget .................................................................................................................... 4
Budget engagement and approval .................................................................................... 4
Finance supports the implementation of the Strategic Plan and other key plans ............. 4
Strategic Plan ..................................................................................................................... 4
Fiscal Strategy ................................................................................................................... 5
Capital Planning ............................................................................................................. 5
Reserve Management .................................................................................................... 6
Debt Management ......................................................................................................... 7
Revenue Management ................................................................................................... 8
Corporate Technology Plan (IT Strategic Plan) ............................................................... 9
Resident Digital Services ............................................................................................... 9
IT infrastructure Improvements .................................................................................... 9
Software ......................................................................................................................... 9
Cybersecurity ................................................................................................................. 9
Town of Aurora Initiatives ............................................................................................. 9
New Financial System ..................................................................................................... 10
Procurement Policy and Bylaw ....................................................................................... 11
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Introduction
The Finance department provides governance and leadership in finance, budgets,
technology, and procurement for the Town of Aurora. The department works with both
internal and external clients to support the Town’s financial and technological goals.
Internally, Finance provides strategic financial advice to help the achieve both short and
long-term goals and implements new technology to support modernization. Finance
also has a governance role to ensure regulatory requirements are met under the
Municipal Act, Public Sector Accounting Board standards and the Procurement Bylaw.
Finance divisions
The department has four main divisions, each headed by a manager which report to the
Director/Treasurer. These divisions are:
Financial Management
Financial Management leads the strategic long-term planning, multi-year operating and
capital budget and in-year forecast reporting. The team performs analysis and makes
recommendations that support the Fiscal Strategy. They also manage Aurora’s cash
flow and investments to align with reserve and investment strategies. Other
responsibilities include grant management and playing a key role in capital asset
management.
Financial Reporting and Revenue
Financial Reporting and Revenue is responsible for financial accounting and external
reporting, expenditure management, protecting the Town's assets through development
of financial policies, procedures and controls and billing and collections relating to
water, taxes, development charges etc.
Information Technology Services
Information Technology Services (IT) provides services and support to all departments
including project services for all technology initiatives and information technology
infrastructure management. The IT division leads the Town’s effective and innovative
use of technology to become a progressive municipality that delivers exceptional and
modern digital services.
Procurement Services
Procurement Services manages the process for effective procurement of goods and
services, promotes the principle of fair and open competition in the acquisition process,
and adherence to Procurement Bylaw and Trade Treaties. The division develops
Procurement strategies and analyzes business requirements and spending patterns to
identify opportunities for more strategic sourcing.
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Budget
The budget includes an operating and a capital budget. Operating includes ongoing
programs and services and sets the tax levy and user rates for water, wastewater and
stormwater, while capital includes asset management, growth investments and studies
and is funded from reserve.
Operating Budget
The Town of Aurora develops the budget on a modified-accrual basis of accounting,
where the audited financial statements are prepared under a full-accrual basis of
accounting following the Public Sector Accounting Standards. The modified-accrual
basis balances the budget based on the timing of when the expense or revenue occurs,
but expenses such as amortization are not included. This method is used for municipal
budgeting as it enables the municipality to track all inflows and outflows of cash and
reserves making it easier to calculate the annual tax levy to support current operations
and reserve contributions.
Aurora follows a multi-year operating budget approval process
Multi-year budgets are more strategic and provide
the following benefits to the Town:
•Better coordination of budgeting and
strategic priorities
•Greater certainty for departments in
managing expenditures and service levels
•Improved fiscal discipline of the
organization
•Streamlined budget reviews that focus on
key changes in assumptions and the
reasons driving such changes
•Allowing staff to develop budgets with
fixed targets in place, allowing early
response to circumstances and budget
constraints of such targets
•Reduced uncertainty about future year tax
levies.
Aurora’s multi-year budget process aligns with the four-year term of Council. In the first
year Council is provided with a proposed operating budget for one year and an outlook
for the next three addressing upcoming pressures and risks. In the second year, Council
is presented with a three-year proposed operating budget for consideration and
•Approve single year budget for 2023
Council Term Year 1 -2023
•Approve three-year budget for 2024-6
Council Term Year 2 -2024
•Reaffirm/approve budget changes for
2025 and 2026
Council Term Year 3 -2025
•Reaffirm/approve budget changes for2026
Council Term Year 4 -2026
Multi-year budget process
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approval. In the last two years of the Council term, the budget focuses on the changes
to the approved budget from the previous year, for the remaining years in the term.
Council then has the option to re-affirm the previously approved budget or approve
changes to the budget. This meets the requirement in the Municipal Act for Council to
approve or re-affirm the budget on an annual basis.
Capital Budget
The capital budget is a project budget that includes capital asset management,
developing new assets and other projects including studies.
The capital budget includes a complex set of approvals that ensure the total
commitment for a project is accounted for while at the same time the planned cash
outflows are managed.
Capital Budget Authority (CBA) is used to manage commitments to capital projects.
CBA reflects the total spent on a project to date, plus the forecast for the current year,
the budget commitment needed for future years. The amount of future commitment is
needed to award multi-year procurement contracts.
Budget engagement and approval
In June, Aurora holds a public session to gather input from the public on the budget. In
addition, engagement is sought out online through surveys. Each year staff strive to
increase engagement over the previous year.
Finance supports the implementation of the Strategic Plan and
other key plans
The Finance department has a governance role that supports the Strategic Plan and
other plans that support fiscal and technology objectives.
Strategic Plan
The Finance department supports many of the guiding principles of the strategic plan.
Finance supports an exceptional quality of life for all objectives:
•Invest in sustainable infrastructure by investing in technology infrastructure and
developed the Fiscal Strategy which ensures growth and capital planning are
aligned.
•Strengthening the fabric of our community through the implementation of
online tools that support residents access to town services.
•Promoting service accountability, excellence and innovation by expanding e-
services, following multi-year budgeting practices, developing longer-term plans
and the Fiscal Strategy
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Finance is also committed to leadership in corporate and financial management and
progressive corporate excellence, innovation and continuous improvement.
Fiscal Strategy
The fiscal strategy provides a long-term view to financial stewardship and financial
management of Town’s resources. It ensures that the Town maintains a desired service
levels and adapts to the growth while managing the fiscal impacts year-over-year. It will
enable the town to adapt to changing economic circumstances and ensure the ability to
effectively maintain and replace assets.
The fiscal strategy is built upon the four strategic pillars of capital planning, reserve
management debt management and revenue management. The four pillars of fiscal
strategy must work together to achieve financial sustainability.
Fiscal Strategy: https://www.aurora.ca/en/your-government/resources/budget-and-
finances/Fiscal-Strategy---Approved-June-22-2021.pdf
Capital Planning
A long-term capital plan ensures the town’s current and future capital asset goals and
objectives are met. The capital planning pillar ensures that:
•The Town’s 10-Year capital plan is aligned with:
o the second-generation Asset Management Plan for all the rehabilitation
and replacement needs of Town’s assets and;
o the Official plan and Development charge study for the growth projects
A detailed capital budget policy and a second-generation asset management plan has
been developed for the Town to ensure that the fiscal strategy principles are applied in
the capital budget development annually.
Asset Management Plan
The asset management plan (AMP) presents the outcomes of the municipality’s asset
management program and identifies the resource requirements needed to achieve a
defined level of service. The Town’s AMP includes state of infrastructure of core assets
and the recommended asset management strategies to mitigate poor infrastructure
health. The AMP is a living document that is updated regularly as additional asset and
financial data becomes available. This will allow the Town to re-evaluate the state of
infrastructure and identify how the Town’s asset management and financial strategies
are progressing.
Currently, Town is working on developing the desired level of service for core assets.
Once complete this analysis will be presented to this Council, so they can make a
financially informed decision on selecting the service levels for asset.
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Asset Management Plan: https://www.aurora.ca/en/your-
government/resources/budget-and-finances/Town-of-Aurora-2nd-Generation-AMP---
Final.pdf
Reserve Management
The Reserve management pillar of the fiscal strategy ensures that the Town’s reserves
are maintained to meet the needs of the long-term capital plan (capital budget) and
manage the risk for unexpected economic impacts (operating budget). Currently, staff
is working on developing a reserve management policy for the Town which should
capture the following:
•The types of reserve and their intended purpose
•The adequate level of balance for reserves
•The rules of engagement for each reserve
•The rules regarding the funding of each reserve
•The policy will ensure the integration of reserve management with the
requirements of asset management plan and debt management strategies
Presently, the Town maintains a set of Obligatory and Discretionary reserves to meet
their short-term and long-term financial requirements.
Capital projects in the 10-year plan are funded from reserves. There are a number of
reserves that are used to fund capital projects and the funds are applied to the project
based on the purpose for which each reserve can be used. The table below shows the
balance of these reserves over the next 10 years.
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10 Year Reserve forecast
($M)2022 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032
Tax Levy Funded
Rehab & Replacement
Roads 7.6 3.0 (4.2) (2.2) (1.1) (3.4) (0.2) (2.9) (5.9) (4.6) 3.2
Facilities 4.6 2.8 3.4 3.4 1.8 2.8 3.0 3.5 4.3 4.9 6.2
Information Technology 0.6 (1.1) (1.0) (0.7) (0.4) 0.4 1.2 2.1 3.0 4.1 5.3
Fleet 3.0 2.9 3.0 3.1 1.9 1.2 2.2 2.9 3.0 3.6 3.9
Parks & Recreation 2.4 1.8 1.4 1.4 0.4 0.9 1.6 1.7 2.2 2.5 4.0
18.2 9.4 2.6 5.1 2.6 1.8 7.7 7.2 6.6 10.5 22.6
Growth & New 2.7 1.2 0.5 1.0 0.1 0.1 2.6 1.7 4.7 4.1 4.0
Studies & Other 0.8 (0.2) (0.3) (0.1) (0.1) 0.0 (0.1) 0.2 0.2 0.1 0.5
21.6 10.4 2.9 5.9 2.6 1.9 10.1 9.1 11.5 14.8 27.1
Rate Funded
Water 11.6 7.7 7.1 8.8 11.0 13.5 16.2 19.1 22.5 26.0 29.8
Wastewater 4.4 3.4 4.2 5.3 6.5 7.9 9.4 11.1 12.9 14.8 16.8
Stormwater 8.7 (2.3) (6.7) (5.4) (8.4) (6.3) (11.5) (16.2) (15.3) (13.3) (7.7)
24.7 8.8 4.5 8.6 9.2 15.1 14.1 14.0 20.0 27.5 38.9
Development Charges
Fire Services (2.4) (2.2) (3.0) (4.7) (5.1) (5.0) (4.8) (4.7) (5.4) (5.2) (5.1)
Roads & Related 13.6 13.3 13.8 14.0 12.9 12.7 10.4 11.2 9.2 7.9 (4.3)
Parks & Recreation 6.2 2.4 1.9 (0.7) (3.1) (4.4) (5.8) (7.5) (10.3) (11.0) (11.8)
Library Services 1.7 2.0 1.7 1.4 1.1 0.8 0.5 0.6 0.8 1.0 1.2
Water Supply & Distribution 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 2.0 2.1 2.2
Sewer 1.4 1.6 1.8 1.8 2.0 0.7 0.8 1.0 1.2 1.3 1.5
General Government 0.3 (0.0) 0.1 0.2 0.4 0.6 0.7 0.5 0.6 0.8 0.9
Municipal Parking Spots 0.4 0.4 0.3 0.3 0.3 0.4 0.4 0.4 0.4 0.4 0.4
22.3 18.8 18.0 13.9 10.1 7.4 3.9 3.4 (1.6) (2.8) (15.0)
Cash-In-Lieu Park Land
Cash-In-Lieu Park Land 19.8 15.2 14.5 14.3 13.8 14.1 14.3 14.3 14.1 14.1 14.1
Hydro Reserve
Hydro Reserve 32.9 32.9 32.9 32.9 32.9 32.9 10.1 10.1 10.1 10.1 10.1
Total 121.3 86.0 72.9 75.7 68.6 71.5 52.6 50.9 54.2 63.6 75.2
Debt Management
The debt management pillar of fiscal strategy ensures debt financing is used to manage
the long-term financial flexibility of the town. Debt is a financing tool which has enables
Aurora to manage the timing difference between when a growth capital project is
constructed and when the funds are collected through development charges. Debt
financing has been used to fund capital projects at the Town historically. In order to use
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debt wisely, the Town had established best practices that have guided historical debt
management. These best practices include:
•Debt will only be considered as an interim financing source for capital projects
when a funding source can be confidently assured for the repayment of the debt
being considered.
•Debt could be considered when the asset is built in advance of growth.
•Debt can only be considered when the annual carrying costs remain under the
provincially prescribed Annual Repayment Limit.
The Town has responsibly used both external and internal debt financing for several
years as an interim financing source for necessary Town capital asset creation which
has included indoor and outdoor recreation spaces, as well as library and cultural
infrastructure. In all instances, all debt obligations were repaid on time. The
development of the debt management policy is a recommended strategic action in the
fiscal strategy to ensure longer term prudent financial and debt management. The Town
staff has developed Debt management policy which will be presented Council approval
in Q1 2023.
Revenue Management
Revenue management optimizes revenues from all sources to ensure reserves are
adequately funded. Currently, most of the funding for capital reserves comes from tax
levy or the user rates for water, wastewater and storm water services as contributions in
the operating budget. Over the next 10 years strategic steps will be undertaken to
reduce reliance on tax and rate payers such as
•Improve the ability to seek our grant opportunities
•Improve investment income on reserves by becoming a prudent investor –
report due for Council approval
•Alignment of upcoming 2024 DC study with projected growth and funding
strategies
•Update Town’s existing investment policy to become more prudent investor
centric
Through the enforcement of fiscal strategy pillars Town ensures that the sustainable
capital and operating budget is developed and delivered for the Town.
2021 Updated Development Charge Study: https://www.aurora.ca/en/business-and-
development/resources/Development-charges/Town-of-Aurora-Updated-DC-Study-
Bylaw-2021.pdf
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Corporate Technology Plan (IT Strategic Plan)
The Technology Strategic Plan was published in the fall of 2019. The Plan provides a
five-year recommended direction for the Town. To align well with the Technology
Strategic Plan five strategic action areas have been identified as follows:
Resident Digital Services
The goal is to digitize current manual processes and make them available to residents
through the Town’s website. This would allow them to access these services 24 hours a
day using their own computers or mobile devices. To ensure ease of use, we will be
building a single landing page on the aurora.ca website that will provide access to all
digital services.
In 2022, Electronic Plans Review (EPR) was introduced which enabled the CityView
Plans Drop portal to make submission of drawings available electronically. In 2023,
occupancy permits and purchase of blue boxes and green bins will be developed.
IT infrastructure Improvements
The IT infrastructure improvements are essential to keep hardware current and good
working condition. In 2022, Town’s end-of-life hardware-based phone system was
replaced with a new cloud-based software phone switch. This system provides
enhanced functionality and greater flexibility compared to old system. Hardware based
telephones were replaced with a soft phone (Microsoft Teams) as part of the upgrade.
In 2023, wide area network infrastructure (WAN) will be replaced with new higher
performance switches to speed up communication between Town’s facilities while
offering greater resiliency.
Software
A careful analysis is underway for all Town’s software’s to determine which ones should
be updated and which can be retired. The Town is also implementing new software to
improve processes and digital services.
Cybersecurity
Last year, the Town engaged a cybersecurity consultant to perform a full review of
Town’s cybersecurity posture. This was a fulsome review and compared the Town’s
current state to industry standard benchmarks such as National Institute of Standards
and Technology (NIST) and the Centre for Internet Security Critical Security Controls. A
roadmap was put in place to fill any gaps and stay current on cybersecurity. Several new
capital projects for 2023 are proposed to further strengthen our cybersecurity footprint.
Town of Aurora Initiatives
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These are projects that the Town has embarked upon that have a large technology
component to them but are not being driven by the IT division. The IT team always
strives to help enable the Town with technology and work with any other team to
achieve these goals. As a result, we are key participants in major projects like the new
Oracle Fusion ERP implementation, Measure What Matters, and the Business Continuity
Management System.
Corporate Technology Plan: https://www.aurora.ca/en/your-
government/resources/Legislative-Services/Agendas-and-Minutes-Archives/2019-
Archive-Agendas-and-Minutes/General-Committee/Agendas/2019-11-19-General-
Committee-Agenda-bookmarks.pdf
New Financial System
Oracle Fusion has been selected as the new financial system for the Town which is able
to meet both current and future needs. Oracle Fusion is a cloud-based subscription
service and is accessed through a web browser with no other technology infrastructure
required by the town. The service is scalable and can grow based on the future needs of
the town.
The system meets the requirements identified by the town including transactions, water
billing, tax billing, budget, reporting and dashboards. Since the system exists within a
single ecosystem, all data contained within it, is fully integrated by design. Oracle has a
proactive approach to cybersecurity and meets the security standards required by the
town’s IT division.
The system includes the functionality required for tax and water billing. In addition, the
system will enable property owners and water customers to access their billing
information online and support the electronic delivery of water and tax bills reducing the
need to issue paper bills for those that wish to receive them electronically.
In addition to the billing, the system supports the issuance of tax and water certificates
which are ordered by lawyers to support real estate transactions. The system will
automate this process to accept payment and issue the certificate. The system will
improve financial reporting and provide the ability to complete all reporting under the
Public Sector Accounting Standards (PSAS) in one system.
Internal reporting will significantly improve, each system user may have a personalized
dashboard on their landing page. This dashboard will be tailored to their role and can
easily be edited to fit their needs or clicked on to dig deeper into the details.
The system provides comprehensive project management functionality including an
ability to manage all aspects of a project from planning in the budget, managing the
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active project and closing the project with tangible capital assets being recognized for
addition/disposal at the appropriate time during the project plan.
The new system includes workflow which will automate a number of paper-based
processes while also improving reporting and internal controls at the same time. This
system’s implementation also supports actions which are recommended as part of the
water billing and procurement internal audits which would not be possible using the
town’s existing financial systems.
Implementation of the new financial system has been divided into five milestones as
follows:
•Phase 1 – Initiation (June 2022 – August 2022)
•Phase 2 – Validation (August 2022 – October 2022)
•Phase 3 – Configuration (September 2022 – February 2022)
•Phase 4 – Implementation (January 2022 – May 2022)
•Phase 5 – Stabilization (May 2022 – June 2022)
The implementation of the new software is underway and staff has successfully
completed the initiation and validation milestones.
Procurement Policy and Bylaw
The Town’s new Procurement By-law enacted a Procurement Policy that was approved
by Council on February 22, 2022.
The Bylaw provides details to the role and responsibilities for various staff and Council.
The role of Council is to establish policy and approve expenditures through the Town’s
budget-approval process. Through this policy, Council delegates to the Town’s officers
and employees the authority to incur expenditures in accordance with approved
budgets through the Procurement of Deliverables in accordance with the rules and
processes set out in the policy and applicable protocols and procedures. Council is not
generally involved in the day-to-day Procurement operations or individual Procurement
processes, except to the extent that the approval of Council is required under the policy
or in the event that an exception to the policy is required.
Procurement Bylaw: https://www.aurora.ca/en/your-government/resources/by-
laws/Consolidated-Procurement-Bylaw-6404-22.pdf
PLANNING 101
PLANNING 101
Town of Aurora
Overview of Planning and
Development Application
Approval Process
Provincial Policies
•The Planning Act together with other legislations sets
out the ground rules for land use planning in Ontario.
•How land uses may be controlled and who may
control them?
•Other Legislation Including:
o Provincial Policy Statement
o Places to Growth Act
o Oak Ridges Moraine Conservation Act
o Greenbelt Act
o Ontario Heritage Act
York Region
•Establishes Regional structure and Community Building Policies
•Allocates growth projections to local municipalities
•Environmental – Regional Greenlands System
•Infrastructure Planning
•Regional and local Official Plans must conform to Provincial plans
Upper-Tier Municipality
Lower Tier Municipality
Town of Aurora
•Makes local planning decisions that determine the future of communities
•Prepare planning documents, such as:
o an Official Plan, which sets out the municipality’s general planning goals and
policies that will guide future land use
o Zoning By-laws, which set the rules and regulations that control development as
it occurs
•Ensures planning decision and planning documents are consistent with the
Provincial Policy Statement and conform or do not conflict with provincial plans,
such as Oak Ridges Moraine Plan, Greenbelt Plan and Growth Plan and the York
Region Official Plan
What is an Official Plan?
•The Official Plan is approved by Council that describes policies and objectives on
how the future land uses in your community should be used.
•It contains policies to ensure future development will meet the specific needs while
conforming to the Regional and Provincial Plans such as:
o Where new housing, industry, parks, offices, retail areas, community
services and other land uses will be located?
o Policies for improvements to the municipal hard services like roads and sewers
o Protection of Natural Environment and Heritage features
o When, and in what order, parts of your community will grow
•With changes in provincial policy the Region has adopted a new Plan June 2022 and
updates to the Town’s Official Plan is anticipated to be completed by June 2023.
Aurora Official Plan
•Aurora has a parent Official Plan and a
number of Secondary Plans (Community
Plans)
•The new draft Official Plan (June 2022)
establishes the vision, principles and
supporting policies to guide the Town’s
evolution and development to the year
2051
•Zoning By-law implements the objectives and policies of the municipality’s Official
Plan and controls the use of land by setting rules/standards for development:
o how land may be used;
o where buildings and other structures can be located;
o the types of buildings that are permitted and how they may be used;
o lot sizes and dimensions, parking requirements, building heights and setbacks
from streets and other lots.
What is a Zoning By-law?
Holding By-laws
Other Land Use Controls
Interim Control By-laws
•Must be used in the context of a land
use study
•Temporarily freezes development of
land
•Can be in effect for a one-year period
with provisions for an extended
period
•Appealable
•Holding Provision may be applied to a
Zoning By-law to prevent development
until local municipal services such as
roads and sewers are in place or
schools/support facilities
•When development is ready to occur,
the holding symbol “H” can be
removed by an Amending By-law
•Not Appealable
What is an Official Plan Amendment (OPA)?
•OPA is authorized by the Planning Act and sets out a process to allow applicants to
make changes to the Town’s Official Plan policies
•Considerations must be given:
o General intent of the Official Plan must be maintained;
o Consultation with Town departments and other government and agencies; and
o Public input through Public Process
What is a Zoning Bylaw Amendment (ZBA)?
•If a proposed development/use does not comply with the current zoning of the
subject property, an application for a ZBA is required;
•The amendment must be consistent with the policies of the Official Plan;
•Public Process is required; and
•Zoning does not regulate who lives in the building or if the owner occupied or rented.
•Land is subdivided into lots or blocks for the purpose of sale;
•Completed by a licensed Ontario Land Surveyor and consist of:
o exact boundaries and dimensions of lots;
o location, width and names of streets; and
o sites of any schools and parks.
•Once approved, a developer may enter into sales agreement with
homeowners to sell the parcels of land; and
•Only after the developer enters into an agreement with the
Town and all conditions has been clear can the Subdivision
be registered and convey the lots to purchasers.
Draft Plan of Subdivision
•A condominium can be a high-rise or low-rise apartment,
townhouse, freehold or detached house, office complex or
commercial mall – any configuration of buildings.
•There are three primary types:
o Standard Condominium
o Vacant Land Condominium
o Common Elements Condominium
•Process similar to Draft Plan of Subdivisions
Draft Plan of Condominium
Draft Plan of Condominium
Standard Condominium
The applicant proposes to convert an existing warehouse building into a commercial mall
with three individually owned units and shared ownership and maintenance of parking,
driveway and landscaping areas.
Draft Plan of Condominium
Vacant Land Condominium
Units in a vacant land condominium are effectively vacant lots upon which
buildings will be located after the condominium is registered.
Draft Plan of Condominium
Common Elements Condominium
Consists only of common elements (e.g., a laneway or amenity space), with no units. The
owners of common interest are owners of freehold parcels of tied land (POTL) which are
not part of the condominium property.
Site Plan Approval
•Site plan Control Bylaw governs the site plan
process
•No Public Meeting but signage is required if is
not related to other applications
•No 3rd party appeal process
•Site Plan Agreement and registered on title
•Staff is the approval authority to all types of site
plan application
Site Plan Approval
General Site Plan details and considerations:
•consideration given to suitability of land for proposed use;
•location of buildings and structures;
•relationships between buildings;
•building design/elevations;
•landscaping (attractive/sustainable);
•grading information;
•access, parking and loading facilities;
•garbage handling facilities;
•walkways, lighting and fencing; and
•signage
For residential development less than 10 units –Bill
23 eliminated the ability to regulate architectural
details and landscape design
Committee of Adjustment
Minor Variance
•The Committee of Adjustment is a Committee appointed by Council comprised of five
residents of the Town that meet on a monthly basis.
•The Committee has the power to grant changes to the Zoning By-law which does not
conform to the existing Zoning By-law.
•The Planning Act provides four tests that a minor variance must meet:
o Is the application minor?
o Is the application desirable for the appropriate development of the lands in
question?
o Does the application conform to the general intent of the zoning bylaw?
o Does the application conform to the general intent of the official plan?
Committee of Adjustment
Consent
•The Committee has the power to approve Consent Applications such as:
o Created a limited number of new lots (lot creation)
o Add land to a neighbouring lot (lot addition)
o Create one or more right of way (easements)
o Change over a part of property (mortgage)
o Enter into a lease over 21 years inclusive of renewal options
Heritage Planning in Aurora
Heritage Planning is the function of managing change to ensure the
conservation of the Town’s cultural heritage resources. A variety of
municipal and provincial policies are used to protect our heritage
resources, including:
•The Town of Aurora’s Official Plan -Heritage Policies
•The Ontario Heritage Act
•The Planning Act and its associated Provincial Policy Statement
•Strategic Plan
The Town can pass bylaws to designate properties of cultural heritage
value or interest or larger groups of properties known
as a heritage conservation districts
•The evaluation and preservation of heritage
resources is guided by the Town’s HAC
•The HAC considers new properties to be added to
the Heritage Register based on the architectural,
historic or contextual value of a property and
review development applications to ensure
heritage assets are being preserved
•Aurora has a variety of individually designated
heritage properties as well as the Northeast Old
Aurora Heritage Conservation District
Heritage Advisory Committee (HAC)
Heritage Planning in Aurora
Ontario Land Tribunal (OLT)
•The OLT is an adjudicative tribunal that hears cases in
relation to a range of municipal planning and land use
matters.
•The Tribunal has the power to allow or dismiss an
appeal, repeal or amend a by-law and approve, modify or
refuse to approve all or part of a plan or amendment.
Application Process
The proceeding slides highlights the basic process
for the various development application types:
•Draft Plan of Subdivision
•Zoning Bylaw Amendment
•Official Plan Amendment
•Site Plan Approval
Site Plan
Approval
Process
Applicant Meets with Town Staff for Pre-
consultation
Applicant submits complete Application
Town circulate Application to staff and external
agencies
Application approved by staff with conditions
Review Completed
Town prepares Site Plan Agreement
Final Site Plan Agreement executed
and registered by Town
Applicant submits complete Application to Town
Town circulates Application to staff and external agencies
Applicant Meets with Town Staff for Pre-Consultation
Reviews Completed
Staff Submits report and recommendation to Council
Council review report and makes decision
Draft Plan of Subdivision Approval
granted with conditions Town
prepares
subdivision
agreement
Application
may be
appealed to
OLT
Town
prepares
subdivision
agreement
Plan Registered
Developer clears
conditions and
enters into
Agreement
Applicant submits complete Application to Town
Town circulates Application to staff and external agencies
Applicant Meets with Town Staff for Pre-Consultation
Reviews Completed
Staff Submits report and recommendation to Council
Draft Plan of Subdivision Approval
granted with conditions
Plan of
Subdivision
Approval
Process
Applicant submits complete Application to Town
Town circulates Application to staff and external agencies
Applicant Meets with Town Staff for Pre-Consultation
Reviews Completed
Public Meeting held
Public Meeting Notice is sent to residents within 120 metres of
subject lands
(Public Notice sign posted on property) and Notice in local paper
Staff Submits recommendation report to Council
Council Reviews report and makes decision
Zoning By-law passed by Council Application
may be
appealed to
the OLT
Zoning
Bylaw
Amendment
Process
Official Plan Amendment Process
Applicant submits complete Application to Town
Applicant Meets with Town Staff for Pre-Consultation
Town circulates complete Application to staff and
external agencies for review
Council decision to
approve or refuse OPA
Town mails Public Meeting Notice to residents within 120 metres of
subject lands
(Public Notice sign posted on property)
Public Meeting held
Staff Submits recommendation report to Council
Appeals to OLT
Thank You
•Marco Ramunno
•905-726-4755
•MRamunno@aurora.ca