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AGENDA - General Committee - 20230516Town of Aurora General Committee Meeting Revised Agenda Date:Tuesday, May 16, 2023 Time:7 p.m. Location:Council Chambers, Aurora Town Hall Meetings are available to the public in person and via live stream on the Town’s YouTube channel. To participate, please visit aurora.ca/participation. Pages 1.Call to Order Councillor Gallo in the Chair. Added items are marked with an asterisk (*). 2.Land Acknowledgement 3.Approval of the Agenda 4.Declarations of Pecuniary Interest and General Nature Thereof 5.Community Presentations 6.Delegations *6.1 Sabrina D'Angelo, Head of School, St. Anne's School, and Kevin McHenry, Head of School, St. Andrew's College; Re: Item 9.1 - OPS23-006 - Shining Hill Neighbourhood Park Design 1 7.Consent Agenda 7.1 Memorandum from Councillor Thompson; Re: Lake Simcoe Region Conservation Authority Board Meeting Highlights of March 24, 2023 2 That the memorandum regarding Lake Simcoe Region Conservation Authority Board Meeting Highlights of March 24, 2023, be received for information. 1. 8.Advisory Committee Meeting Minutes 8.1 Community Recognition Review Advisory Committee Meeting Minutes of 7 April 26, 2023 That the Community Recognition Review Advisory Committee meeting minutes of April 26, 2023, be received for information. 1. *8.2 Active Transportation and Traffic Safety Advisory Committee Meeting Minutes of April 26, 2023 12 That the Active Transportation and Traffic Safety Advisory Committee meeting minutes of April 26, 2023, be received for information. 1. *8.3 Parks and Recreation Advisory Committee Meeting Minutes of April 27, 2023 18 That the Parks and Recreation Advisory Committee meeting minutes of April 27, 2023, be received for information. 1. *8.4 Mayor's Golf Classic Funds Committee Meeting Minutes of May 4, 2023 22 That the Mayor's Golf Classic Funds Committee meeting minutes of May 4, 2023, be received for information. 1. *8.5 Heritage Advisory Committee Meeting Minutes of May 1, 2023 25 That the Heritage Advisory Committee meeting minutes of May 1, 2023, be received for information. 1. 9.Consideration of Items Requiring Discussion (Regular Agenda) *9.1 OPS23-006 - Shining Hill Neighbourhood Park Design 30 That Report No. OPS23-006 be received; and1. That the Concept Plan for park design be approved; and2. That staff enter into a partnership agreement with St. Anne’s School and Shining Hill Estates Collection Inc. (or any related entity), for the cost sharing, design and construction of parkland; and 3. That the condition on the approval of a total of $200,000 in capital budget authority for Capital Project No. 72281 – St. Anne’s School Park be lifted, and the project proceed; and 4. That staff report back to Council with a final recommended park design and estimated cost for review and approval. 5. 40 9.2 CMS23-020 - Special Event Calendar Planning - Policy and Procedure That Report No. CMS23-020 be received; and1. That the Special Event Calendar Planning Policy and Procedure (Attachment #1) be approved. 2. 9.3 CS23-030 - Lessons Learned from Highland Gate Development 63 That Report No. CS23-030 be received; and1. That staff be directed to provide public input opportunities for residents affected by the Highland Gate development; and 2. That staff provide Council with a report after the public input opportunities have concluded to outline the feedback received and any process changes that will be adopted. 3. *9.4 OPS23-009 - Neighbourhood Park on Hartwell Way - Funding Increase 67 That Report No. OPS23-009 be received; and1. That the Capital Budget authority for project No. 73299 - Non- Programmed Park in 2C be increased by $1,220,900 to a total of $2,720,900; and 2. That the total budget authority of $2,720,900 be fully funded from the Cash in-lieu Parkland reserve; and 3. That staff be directed to include the design and construction of an Indigenous Garden in the neighbourhood park on Hartwell Way. 4. 9.5 PDS23-062 - Retail Cannabis Update 2023 76 That Report No. PDS23-062 be received for information.1. 10.Notices of Motion *10.1 Mayor Mrakas; Re: Urban Mobility Vehicles 101 11.Regional Report 12.New Business 13.Public Service Announcements 14.Closed Session 15.Adjournment -RKQ:HVW:D\ $XURUD2QWDULR /*-   DXURUDFD 'HOHJDWLRQ5HTXHVW 7KLVUHTXHVWDQGDQ\ZULWWHQVXEPLVVLRQVRUEDFNJURXQGLQIRUPDWLRQIRUFRQVLGHUDWLRQE\HLWKHU&RXQFLORU &RPPLWWHHVRI&RXQFLOLVEHLQJVXEPLWWHGWR/HJLVODWLYH6HUYLFHV &RXQFLORU&RPPLWWHH &KRRVH2QH  *HQHUDO&RPPLWWHH &RXQFLORU&RPPLWWHH0HHWLQJ'DWH a  6XEMHFW 6KDUHGSDUNIDFLOLW\EHWZHHQ6W$QQH¶V6FKRRODQG7RZQRI$XURUD )XOO1DPHRI6SRNHVSHUVRQDQG1DPHRI*URXSRU3HUVRQ V EHLQJ5HSUHVHQWHG LIDSSOLFDEOH  6DEULQD'¶$QJHORDQG.HYLQ0F+HQU\ %ULHI6XPPDU\RI,VVXHRU3XUSRVHRI'HOHJDWLRQ 6XSSRUWDQGSURPRWLRQRIWKHWRZQSDUNWREHVKDUHGEHWZHHQ6W$QQH¶V6FKRROWKH7RZQRI$XURUD DQG6KLQLQJ+LOO*URXS +DYH\RXEHHQLQFRQWDFWZLWKD7RZQVWDIIRU&RXQFLOPHPEHUUHJDUGLQJ\RXUPDWWHURILQWHUHVW" <HV 1R )XOOQDPHRIWKH7RZQVWDIIRU&RXQFLO PHPEHUZLWKZKRP\RXVSRNH 'RXJ1DGRUR]Q\ 'DWH\RXVSRNHZLWK7RZQVWDIIRUD&RXQFLO PHPEHU  y y Page 1 of 101 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Memorandum Councillor’s Office Re: Lake Simcoe Region Conservation Authority Board Meeting Highlights of March 24, 2023 To: Mayor and Members of Council From: Councillor Michael Thompson Date: May 16, 2023 Recommendation 1. That the memorandum regarding Lake Simcoe Region Conservation Authority Board Meeting Highlights of March 24, 2023, be received for information. Attachments Attachment 1 – Lake Simcoe Region Conservation Authority Board Meeting Highlights of March 24, 2023 Page 2 of 101 Board Meeting Highlights March 24, 2023 Announcements: a)CAO Baldwin advised that the Source to Stream Conference was recently held with over 700 participants in attendance. The conference included great presentations by Conservation Authority staff, Chandler Eves on stormwater pond maintenance and monitoring and Pete Shuttleworth on a dam removal project in Kettleby, as well as a panel discussion by David Lembcke on environmental compliance approvals. Presentations: a)Watershed Planning Integrated Watershed Management Specialist, Pam Strong, provided an overview of watershed planning, noting that among the first plans was the Upper Holland Conservation Report in 1953, with subsequent plans completed in the 1980s and 1990s. A subwatershed plan describes the current state, identifies stressors, and develops recommendations to address stressors and improve overall watershed health. More current plans were a coordinated effort covering the watershed, which were developed between 2010 and 2017 and have seen many successful collaborations and achieved close to 90% of their recommendations. As watershed conditions change and new technologies become available, staff are developing a more modernized approach allowing for streamlining of the process, enabling plans to remain more up to date. Ms. Strong shared the Conservation Authority’s new webpage in development, noting next steps include developing site content, goal setting and recommendations, and the completion of a watershed-based resource management strategy. To view this presentation, please click this link: Watershed Planning Presentation b)Fourth Quarter 2022 Unaudited Financial Report and 2023 Proposed Capital and Operating Budget General Manager, Corporate and Financial Services/CFO, Mark Critch, provide d an overview of the 2022 unaudited financial results, as well as the 2023 proposed Capital and Operating Budget, noting a small year-end operational surplus position. He reviewed the various drivers contributing to the surplus and updated on reserve activity. Next, Mr. Critch reviewed the budget process, noting the budget was built based on the assumptions approved by the Board in June 2022, as well as working with municipal fundin g partners. As of March 24th, 7 of the 9 funding partners had approved the ask for 2023, with the Attachment 1 Page 3 of 101 LSRCA Board of Directors Meeting Highlights – March 24, 2023 Page 2 of 4 two remaining approvals expected within the following week. He reviewed the Conservation Authority’s 2023 annual priorities, which include: 1.Managing and implementing legislative changes in Bills 229 (2020) and Bill 23 (2022); 2.Continuing to develop the Diversity, Equity, Inclusion and Belonging framework; 3.Developing a management plan and conducting community consultation for Lake Simcoe Conservation Preserve; 4.Advancing design and construction of new Scanlon Creek Nature Centre; 5.Advancing business development opportunities for climate change and stormwater management; 6.Assessing and implementing necessary network security solutions; and 7.Implementing corporate records management and asset management financial strategies. To view this presentation, please click this link: 2022 Financial Results and 2023 Budget Presentation c)Summary Overview regarding Bill 229 CAO Rob Baldwin reviewed the changes to the Conservation Authorities Act brought about in Schedule 6 of Bill 229 - Protect, Support and Recover from COVID-19 Act (Budget Measures), 2020, which received royal assent in December 2020. Phase 1 included a categorization of programs and services into three categories: Category 1 - Mandatory Programs and services; Category 2 - Programs and activities undertaken by a conservation authority which are funded by a member municipality require that an agreement be in place; and Category 3 – Non- mandatory but considered critical in effective watershed management and serving the needs of key municipal partners and communities. Also included in Phase 1 is Transition Plans and Agreements for Programs and Services, which covers having a transition plan in place to implement Phase 1 and 2, complete with timelines and approaches. The final element for Phase 1 is Rules and Conduct in Conservation Areas, which involves consolidating several regulations into one regulation for all conservation authorities around public use, prohibited activities, and permitted activities. Phase 2 brought about additional information requirements, including maintaining a governance webpage available to the public with Board member information, administrative by-laws, municipal funding agreements, annual auditor’s report, as well as Board meeting schedule, agendas and minutes. Other requirements include a fee classes policy, determination of amounts owed by specific municipalities, as well as changes to the budgetary process. To view this presentation, please click this link: Overview of Bill 229 Presentation Page 4 of 101 LSRCA Board of Directors Meeting Highlights – March 24, 2023 Page 3 of 4 Correspondence and Staff Reports: Fourth Quarter 2022 Unaudited Financial Report The Board received Staff Report No. 10-23-BOD regarding the Fourth Quarter 2022 Unaudited Financial Report. 2023 Proposed Capital and Operating Budget The Board received Staff Report No. 11-23-BOD regarding the Conservation Authority’s 2023 Proposed Capital and Operating Budget and adopted the 2023 Proposed Capital and Operating Budget and all projects therein. The Board further authorized staff to enter into agreements and/or execute documents with private sector organizations, non-governmental organizations or governments and their agencies for the undertaking of projects for the benefit of the Conservation Authority and funded by the sponsoring organization or agency, including projects that have not been provided for in the approved budget. As required by Ontario Regulation 139/96 (formerly O.S. 231/97), the 2023 Capital and Operating Budget was approved by weighted vote. Summary Overview regarding Bill 229 The Board received Staff Report No. 12-23-BOD regarding a summary and overview of Bill 229. Monitoring Report – Planning and Development Applications for the period January 1 through December 31, 2022 The Board received Staff Report No 13-23-BOD regarding monitoring of planning and development applications for the period January 1 through December 31, 2022. Conservation Authorities Act Transition – Quarterly Progress Report No. 4 - March 2023 The Board received Staff Report No. 14-23-BOD regarding the Conservation Authority Transition Quarterly Progress Report No. 4 and approved the March 2023 Conservation Authority Transition Quarterly Progress No. 4 for submission to the Ministry of Natural Resources and Forestry. Chair and Vice Chair Exception Request under Section 17(1.3) of the Conservation Authorities Act The Board approved Staff Report No. 15-23-BOD regarding the requirement for an exception request for the current Chair and Vice Chair of the Board of Directors for 2023 . Accordingly, a request will be made to the Minister of Natural Resources and Forestry to grant an exception under Section 17(1.3) of the Conservation Authorities Act for Chair Wayne Emmerson and Vice - Chair Peter Ferragine to continue in their Board roles for 2023. Page 5 of 101 LSRCA Board of Directors Meeting Highlights – March 24, 2023 Page 4 of 4 2023 Conservation Awards Program and Ceremony The Board received Staff Report No. 16-23-BOD regarding the 2023 Conservation Awards Program and Ceremony. Confidential Legal Matter The Board received Confidential Staff Report No. 17-23-BOD regarding a confidential legal matter. For more information or to see the full agenda package, visit LSRCA’s Board of Directors’ webpage. Page 6 of 101 1 Town of Aurora Community Recognition Review Advisory Committee Meeting Minutes Date: Time: Location: Wednesday, April 26, 2023 10 a.m. Holland Room, Aurora Town Hall Committee Members: Diane Buchanan (Vice Chair) Phiona Durrant Elaine Martini Glenda Raketti Jo-anne Spitzer Patricia Wallace Members Absent: Ron Weese (Chair) Other Attendees: Shelley Ware, Recreation Supervisor, Special Events Jaclyn Grossi, Deputy Town Clerk _____________________________________________________________________ 1. Call to Order The Deputy Clerk called the meeting to order at 10:13 a.m. Dianne Buchanan assumed the Chair at 10:23 a.m. The Committee resolved into a Closed Session at 11:35 a.m. and reconvened into open session at 2:29 p.m. 1.1 Appointment of Committee Vice Chair Moved By Patricia Wallace Seconded By Jo-anne Spitzer 1. That a Diane Buchanan be elected as Vice Chair of the Community Recognition Review Advisory Committee for a two-year term (2023- 2024). Page 7 of 101 2 Carried 2. Land Acknowledgement The Committee acknowledged that the meeting took place on the traditional territory of the Anishinaabe, the Haudenosaunee, and the Wendat peoples whose presence here continues to this day. It was noted that Aurora is part of the treaty lands of the Mississaugas of the Credit and the Williams Treaties First Nations, and we thank them for sharing the land. 3. Approval of the Agenda Moved By Phiona Durrant Seconded By Jo-anne Spitzer That the revised agenda as circulated by Legislative Services be approved. Carried 4. Declarations of Pecuniary Interest and General Nature Thereof Phiona Durrant declared a conflict of interest regarding item 10.1 being the Selection of Award Recipients for the 2023 Community Recognition Awards, specifically the Good Business Award as her business had been nominated. Patricia Wallace declared a conflict of interest regarding item 10.1 being the Selection of Award Recipients for the 2023 Community Recognition Awards, specifically the Youth Award as she was a direct supervisor of one of the nominees during their volunteer efforts. 5. Receipt of the Minutes None. 6. Delegations None. 7. Matters for Consideration 7.1 Round Table Discussion; Re: 2023 Awards Event - Citizen of the Year Reception Page 8 of 101 3 Shelley Ware, Recreation Supervisor, Special Events provided an overview of the reception in previous years and asked the Committee for ideas regarding the reception, event space, and logistics. The Committee discussed the 2022 event and provided feedback regarding the reception and event spaces, youth event invitations, and selection process, they further advised that the second floor was preferred for the reception, if available. Moved By Patricia Wallace Seconded By Glenda Raketti 1. That the Community Recognition Review Advisory Committee comments regarding the 2023 Awards Event - Citizen of the Year Reception be received and referred to staff for consideration and further action as appropriate. Carried 7.2 Round Table Discussion; Re: 2023 Awards Event - Community Recognition Awards Ceremony Shelley Ware, Recreation Supervisor, Special Events provided an overview of the reception and ceremony in previous years and asked the Committee for ideas regarding the reception, event space, and logistics. The Committee discussed their experiences at previous events, the ceremonial features of the reception, master of ceremonies, and social media presence. Moved By Phiona Durrant Seconded By Elaine Martini 1. That the Community Recognition Review Advisory Committee comments regarding the 2023 Awards Event - Community Recognition Awards Ceremony be received and referred to staff for consideration and further action as appropriate. Carried 7.3 Memorandum from Recreation Supervisor, Special Events; Re: 2023 Community Recognition Awards Page 9 of 101 4 Shelley Ware, Recreation Supervisor, Special Events provided an overview of the award categories for the 2023 Community Recognition Awards and provided additional information regarding the nomination process. The Committee provided feedback regarding the nomination process, recommended providing tutorials or assistance for those completing nomination forms to ensure fulsome packages for the Committee's review, and inquired about the award definitions. Moved By Patricia Wallace Seconded By Jo-anne Spitzer 1. That the memorandum regarding 2023 Community Recognition Awards be received; and 2. That the Community Recognition Review Advisory Committee comments regarding the 2023 Community Recognition Awards be received and referred to staff for consideration and further action as appropriate. Carried 8. Informational Items None. 9. New Business None. 10. Closed Session Moved By Jo-anne Spitzer Seconded By Patricia Wallace That the Community Recognition Review Advisory Committee resolve into a Closed Session to consider the following matter: 1. Personal matters about an identifiable individual, including municipal or local board employees (Section 239(2)(b) of the Municipal Act, 2001); Re: Selection of Award Recipients for the 2023 Community Recognition Awards - Arts and Culture Award, Community Leadership Award, Community Safety Award, Good Business Award, Good Neighbour Award, Green Award, Inclusivity Award, Senior Award, and Youth Award. Page 10 of 101 5 Carried 10.1 Selection of Award Recipients for the 2023 Community Recognition Awards  Arts and Culture Award  Community Leadership Award  Community Safety Award  Good Business Award  Good Neighbour Award  Green Award  Inclusivity Award  Senior Award  Youth Award Personal matters about an identifiable individual, including municipal or local board employees (Section 239(2)(b) of the Municipal Act, 2001) Moved By Jo-anne Spitzer Seconded By Elaine Martini That the confidential direction to staff be confirmed. Carried 11. Adjournment Moved By Phiona Durrant Seconded By Jo-anne Spitzer That the meeting be adjourned at 2:30 p.m. Carried Page 11 of 101 1 Town of Aurora Active Transportation and Traffic Safety Advisory Committee Meeting Minutes Date: Time: Location: Wednesday, April 26, 2023 7:00 p.m. Holland Room, Aurora Town Hall Committee Members: Councillor John Gallo (Chair) Steve Fleck Owen Heritage (Vice Chair) Gino Martino Giovanni Turla Klaus Wehrenberg Lil Kim* Other Attendees: Councillor Rachel Gilliland Nancy Fleming, Manager, Engineering Services Michael Bat, Traffic/Transportation Analyst, Engineering Services Palak Mehta, Council/Committee Coordinator Attended electronically* _____________________________________________________________________ 1. Call to Order The Chair called the meeting to order at 7:05 pm 1.1 Appointment of the Committee Vice Chair Moved by Steve Fleck Seconded by Gino Martino 1. That Owen Heritage be elected as Vice Chair of the Active Transportation and Traffic Safety Advisory Committee for a two- year term (2023-2024). Carried Page 12 of 101 2 2. Land Acknowledgement The Committee acknowledged that the meeting took place on Anishinaabe lands, the traditional and treaty territory of the Chippewas of Georgina Island, recognizing the many other Nations whose presence here continues to this day, the special relationship the Chippewas have with the lands and waters of this territory, and that Aurora has shared responsibility for the stewardship of these lands and waters. It was noted that Aurora is part of the treaty lands of the Mississaugas and Chippewas, recognized through Treaty #13 and the Williams Treaties of 1923. 3. Approval of the Agenda Moved by Klaus Wehrenberg Seconded by Giovanni Turla That the agenda as circulated by Legislative Services, be approved. Carried 4. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. 5. Receipt of the Minutes None. 6. Delegations 6.1 Renee McCammon, Resident; Re: Item 7.3 - Request for a Parking By-law Amendment on Benville Crescent, and Parking Restrictions at Evans Park Renee McCammon provided comments regarding the need for accessible parking at the southern trailhead on the Nokiidaa Trail at Evans Park on Benville Crescent, expressed that they did not support the proposed by- law amendment, and suggested that the temporary/permanent no parking signs be removed. Page 13 of 101 3 Moved by Gino Martino Seconded by Owen Heritage That the comments of the delegation be received and referred to item 7.3. Carried 7. Matters for Consideration The Committee consented to consider items in the following order: 7.1, 7.3, and 7.2. 7.1 Memorandum from Traffic/Transportation Analyst; Re: Active Transportation Master Plan Status Update Dave McLaughlin, Senior Project Manager, MMM Group Ltd. provided project background information and a progress update on the Active Transportation Master Plan (”Master Plan”). The overview included draft vision statement options and objectives, policy review highlights, best practices review, consultation and engagement, online survey highlights, online mapping tool highlights, network development process, existing pedestrian facility inventory, existing cycling facility inventory, route selection criteria, proposed candidate cycling network and pedestrian network, as well as next steps. The Committee inquired about having a workshop to discuss the Master Plan and opportunities to provide input. As well as opportunities to increase active transportation in the community, pedestrian, and cycling infrastructure, traffic safety, including youth involvement in discussions about connectivity, active transportation best practices, lighting requirements on roads, and liability issues regarding roadways and connections. The presenter provided a response. The Committee discussed the rail corridor and the need to challenge Metrolinx and identify those level crossings. Page 14 of 101 4 Moved by Gino Martino Seconded by Steve Fleck 1. That the memorandum regarding Active Transportation Master Plan Status Update be received; and 2. That the Active Transportation and Traffic Safety Advisory Committee comments regarding Active Transportation Master Plan Status Update be received and referred to staff for consideration and further action as appropriate. Carried 7.2 Memorandum from Traffic/Transportation Analyst; Re: Request for Traffic Calming Measure - Various Locations The Committee provided comments regarding delaying further implementation on traffic calming while the Master Plan was being developed, and supported the policy be reviewed considering updated traffic calming guidelines, and best practices from neighbouring municipalities. The Committee inquired whether the Master Plan would deal with traffic calming and how hotspots are identified. Staff provided a response. The Committee inquired about temporary traffic calming measures, such as flexible posts in the interim. Staff provided a response. Moved by Gino Martino Seconded by Giovanni Turla 1. That the memorandum regarding Request for Traffic Calming Measures - Various Locations be received; and 2. That the Active Transportation and Traffic Safety Advisory Committee comments regarding Request for Traffic Calming Measures - Various Locations be received and referred to staff for consideration and further action as appropriate. Carried Page 15 of 101 5 7.3 Memorandum from Traffic/Transportation Analyst; Re: Request for a Parking By-law Amendment on Benville Crescent The Committee inquired where parking issues had been identified and restrictions related to trail usage, future development in the Benville Crescent area, plans to create more parking areas, the volume of trail usage, as well as additional locations to be considered. Staff provided a response. The Committee discussed possible parking options and supported parking be allowed on both sides on the trail on Benville Crescent until staff report back with a comprehensive review of the policy as it relates to parking and issues of safety. The Committee also expressed support for the provision of parking studies for trails. Moved by Owen Heritage Seconded by Gino Martino 1. That the memorandum regarding Request for a Parking By-law Amendment on Benville Crescent be received; and 2. That the Active Transportation and Traffic Safety Advisory Committee comments regarding Request for a Parking By-law Amendment on Benville Crescent be received and referred to staff for consideration and further action as appropriate. Carried 8. Informational Items None. 9. New Business The Committee inquired about yield signs on local roads. The Chair advised that they would explore how to address this inquiry and report back. Page 16 of 101 6 9. Adjournment Moved by Gino Martino Seconded by Owen Heritage That the meeting be adjourned at 9:01 p.m. Carried Page 17 of 101 Town of Aurora Parks and Recreation Advisory Committee Meeting Minutes Date: Time: Location: Thursday, April 27, 2023 7 p.m. Holland Room, Aurora Town Hall Committee Members: Councillor Ron Weese (Chair) Irene Clement Michelle Dakin (Vice Chair)* Jessie Fraser* David Gren* Adrian Martin* Shaheen Moledina* Corrina Tai Other Attendees: Lisa Warth, Manager, Recreation John Firman, Manager, Business Support Matthew Volpintesta, Senior Policy Planner* Linda Bottos, Council/Committee Coordinator *Attended electronically _____________________________________________________________________ 1. Call to Order The Chair called the meeting to order at 7:03 p.m. Introductions were made around the table. 1.1 Appointment of Committee Vice Chair Moved by Irene Clement Seconded by Corrina Tai 1. That Michelle Dakin be elected as Vice Chair of the Parks and Recreation Advisory Committee for a two-year term (2023-2024). Carried Page 18 of 101 Parks and Recreation Advisory Committee Meeting Minutes Thursday, April 27, 2023 2 2. Land Acknowledgement The Committee acknowledged that the meeting took place on Anishinaabe lands, the traditional and treaty territory of the Chippewas of Georgina Island, recognizing the many other Nations whose presence here continues to this day, the special relationship the Chippewas have with the lands and waters of this territory, and that Aurora has shared responsibility for the stewardship of these lands and waters. It was noted that Aurora is part of the treaty lands of the Mississaugas and Chippewas, recognized through Treaty #13 and the Williams Treaties of 1923. 3. Approval of the Agenda Moved by Irene Clement Seconded by Michelle Dakin That the revised agenda as circulated by Legislative Services be approved. Carried 4. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. 5. Receipt of the Minutes None. 6. Delegations None. 7. Matters for Consideration 7.1 Memorandum from Manager, Business Support; Re: Parks and Recreation Master Plan - Draft Presentation John Firman, Manager, Business Support, presented an overview of the Draft Parks and Recreation Master Plan including: scope; public engagement; community survey results and broad themes; other trends Page 19 of 101 Parks and Recreation Advisory Committee Meeting Minutes Thursday, April 27, 2023 3 and emerging influences; recommendations for indoor and outdoor recreation facilities, parkland, service delivery and program support; and next steps. Committee members were encouraged to provide feedback on the Master Plan by May 3, 2023, directly to John via email, at the Open House on May 1, or through the Engage Aurora digital platform at engageaurora.ca/parksandrec. The Committee and staff discussed various aspects including: community survey results showing an increase in outdoor activities and anticipated trends post-COVID; the Town’s priorities with respect to the popularity of non-registered outdoor activities in parkland and trails versus the lack of desired facilities or programs and availability; the lack of fully accessible playgrounds and the plan for upgrading existing playgrounds or building new ones; the need for lighting on basketball courts to accommodate extended play; and the process for compiling and disseminating community feedback. Moved by Jessie Fraser Seconded by Shaheen Moledina 1. That the memorandum regarding the Parks and Recreation Master Plan - Draft Presentation be received; and 2. That the Parks and Recreation Advisory Committee comments regarding the Parks and Recreation Master Plan - Draft Presentation be received and referred to staff for consideration and further action as appropriate. Carried 7.2 Memorandum from Senior Policy Planner; Re: Update to the Town of Aurora's Parkland Dedication By-Law Staff provided an overview of the memorandum and background on the Parkland Dedication By-law update including purpose and key changes. The Committee inquired about the decision process for the conveyance of parkland versus collecting cash-in-lieu thereof and whether a procedure is in place to determine which method would be preferred in any particular case. Staff provided clarification and agreed to provide more information on any relevant policies and procedures. Page 20 of 101 Parks and Recreation Advisory Committee Meeting Minutes Thursday, April 27, 2023 4 Moved by Irene Clement Seconded by Corrina Tai 1. That the memorandum regarding the Update to the Town of Aurora’s Parkland Dedication By-law be received; and 2. That the Parks and Recreation Advisory Committee comments regarding the Update to the Town of Aurora’s Parkland Dedication By- law be received and referred to staff for consideration and further action as appropriate. Carried 8. Informational Items None. 9. New Business The Committee was advised of upcoming events at the Arboretum in April and May including: Garlic Mustard Pulling, Community Planting, and Spring Tree Tour; volunteers are required to pre-register at auroraarboretum.volunteer@gmail.com; visit auroraarboretum.ca for more information. 10. Adjournment Moved by Michelle Dakin Seconded by Irene Clement That the meeting be adjourned at 8:09 p.m. Carried Page 21 of 101 Town of Aurora Mayor's Golf Classic Funds Committee Meeting Minutes Date: Time: Location: Thursday, May 4, 2023 10 a.m. Video Conference Committee Members: Angela Covert (Chair) Michelle Black Robert Gaby Abe Reiss (Vice Chair) Dan Winters Members Absent: Shaheen Moledina Other Attendees: Joanne Witt, York Region Food Network Jason Gaertner, Manager, Financial Management Michael de Rond, Town Clerk _____________________________________________________________________ 1. Call to Order The Town Clerk called the meeting to order at 10:09 a.m. The Chair took control of the meeting at 10:11 a.m. 1.1 Appointment of Committee Chair Moved by Abe Reiss Seconded by Robert Gaby 1. That Angela Covert be elected as Chair of the Mayor's Golf Classic Funds Committee for a two-year term (2023-2024). Carried 1.2 Appointment of Committee Vice Chair Moved by Robert Gaby Seconded by Michelle Black Page 22 of 101 Mayor's Golf Classic Funds Committee Meeting Minutes Thursday, May 4, 2023 2 1. That Abe Reiss be elected as Vice Chair of the Mayor's Golf Classic Funds Committee for a two-year term (2023-2024). Carried 2. Land Acknowledgement The Committee acknowledged that the meeting took place on Anishinaabe lands, the traditional and treaty territory of the Chippewas of Georgina Island, recognizing the many other Nations whose presence here continues to this day, the special relationship the Chippewas have with the lands and waters of this territory, and that Aurora has shared responsibility for the stewardship of these lands and waters. It was noted that Aurora is part of the treaty lands of the Mississaugas and Chippewas, recognized through Treaty #13 and the Williams Treaties of 1923. 3. Approval of the Agenda Moved by Michelle Black Seconded by Abe Reiss That the agenda as circulated by Legislative Services be approved. Carried 4. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50 5. Receipt of the Minutes None. 6. Delegations None. 7. Matters for Consideration Page 23 of 101 Mayor's Golf Classic Funds Committee Meeting Minutes Thursday, May 4, 2023 3 7.1 Application from York Region Food Network; Re: Community Breakfast Program The Committee discussed the application from York Region Food Network and agreed it merited funding. Moved by Robert Gaby Seconded by Dan Winters 1. That the Application from York Region Food Network; Re: Community Breakfast Program be received; and 2. That the funding request be approved in the amount of $5,000.00. Carried 8. Informational Items None. 9. Adjournment Moved by Dan Winters Seconded by Abe Reiss That the meeting be adjourned at 10:21 a.m. Carried Page 24 of 101 Town of Aurora Heritage Advisory Committee Meeting Minutes Date: Time: Location: Monday, May 1, 2023 7 p.m. Holland Room, Aurora Town Hall Committee Members: Councillor John Gallo (Chair) Cynthia Bettio David Heard Kevin Hughes* John Green Jeff Lanthier (Vice Chair)* Bob McRoberts Other Attendees: Councillor Ron Weese* Adam Robb, Senior Planner, Development/Heritage Linda Bottos, Council/Committee Coordinator *Attended electronically _____________________________________________________________________ 1. Call to Order The Chair called the meeting to order at 7 p.m. Introductions were made around the table. 1.1 Appointment of Committee Vice Chair Moved by John Green Seconded by Bob McRoberts 1. That Jeff Lanthier be elected as Vice Chair of the Heritage Advisory Committee for a two-year term (2023-2024). Carried Page 25 of 101 Heritage Advisory Committee Meeting Minutes Monday, May 1, 2023 2 2. Land Acknowledgement The Committee acknowledged that the meeting took place on Anishinaabe lands, the traditional and treaty territory of the Chippewas of Georgina Island, recognizing the many other Nations whose presence here continues to this day, the special relationship the Chippewas have with the lands and waters of this territory, and that Aurora has shared responsibility for the stewardship of these lands and waters. It was noted that Aurora is part of the treaty lands of the Mississaugas and Chippewas, recognized through Treaty #13 and the Williams Treaties of 1923. 3. Approval of the Agenda Moved by David Heard Seconded by Bob McRoberts That the agenda as circulated by Legislative Services be approved. Carried 4. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. 5. Receipt of the Minutes None. 6. Delegations None. 7. Matters for Consideration 7.1 Memorandum from Senior Planner; Re: Heritage Permit Application File: HPA-2023-04, 19 Catherine Avenue Peter Hillar, President/CEO of Greyfield Construction Co. Ltd., presented an overview of the application including depictions of the proposed Page 26 of 101 Heritage Advisory Committee Meeting Minutes Monday, May 1, 2023 3 demolition, two-storey rear yard addition, and exterior materials. Staff provided further comment and acknowledged that effort had been made to respect compatibility and noted the main elements for consideration and input from the Committee including feedback on the westerly balcony component, chimney location, and general massing. The Committee discussed and inquired about various aspects including the increased footprint size, feedback from neighbours, and other rear additions on the street. The Committee expressed support for the application as presented. Moved by Jeff Lanthier Seconded by John Green 1. That the memorandum regarding Heritage Permit Application File: HPA-2023-04, 19 Catherine Avenue, be received; and 2. That the Heritage Advisory Committee comments regarding Heritage Permit Application File: HPA-2023-04, 19 Catherine Avenue, be received and referred to staff for consideration and further action as appropriate. Carried 7.2 Memorandum from Senior Planner; Re: Request to Remove 28 Wells Street from the Aurora Register of Properties of Cultural Heritage Value or Interest Paul Oberst, Heritage Consultant and Architect, presented an overview of the heritage evaluation of the property at 28 Wells Street, including a review of the criteria ratings under Ontario Regulation 9/06, and conceptual elevations of the proposed replacement buildings. Staff provided further comment on the property’s heritage value and noted the impact of Provincial Bill 23 on the heritage planning process. The Committee discussed and inquired about various aspects including designation priorities, previous ownership and significance, the previous evaluation process versus new regulations and criteria, and the potential to fully restore the building or incorporate the existing building/facade with a rear addition. The Committee did not support the removal of 28 Wells Street from the Heritage Register. Page 27 of 101 Heritage Advisory Committee Meeting Minutes Monday, May 1, 2023 4 Staff agreed to have the owner conduct a title search and research the previous ownership of the property to determine any potential significance. Moved by David Heard Seconded by Bob McRoberts 1. That the memorandum regarding Request to Remove 28 Wells Street from the Aurora Register of Properties of Cultural Heritage Value or Interest be received; and 2. That the Heritage Advisory Committee comments regarding Request to Remove 28 Wells Street from the Aurora Register of Properties of Cultural Heritage Value or Interest be received and referred to staff for consideration and further action as appropriate. Carried 8. Informational Items None. 9. New Business The Committee expressed concerns regarding the impact of Provincial Bill 23 and the remaining 287 properties on the Heritage Register that may be worthy of designation, which need to be addressed by January 1, 2025. It was suggested that members would benefit by guidance on how to use the new criteria under Ontario Regulation 9/06. Staff agreed to bring this item forward for discussion and prioritization at the next meeting. Committee members recommended that the Committee meet on a monthly basis and requested that the Terms of Reference be revised accordingly. The Committee referred to the Town’s newly renovated train station and noted the wood plaque is faded and should be refreshed or replaced. It was further suggested that other wood plaques be reviewed and addressed as necessary. Staff noted that wood plaques are available and can be prepared for properties as needed. Page 28 of 101 Heritage Advisory Committee Meeting Minutes Monday, May 1, 2023 5 Committee members expressed concerns about the purpose and value of the Committee under the current format of providing only comments instead of making recommendations for Council’s consideration as done in previous terms of Council. The Committee discussed potential ideas and events toward the promotion of heritage, increased community awareness, education, and youth engagement. 10. Adjournment Moved by Cynthia Bettio Seconded by Kevin Hughes That the meeting be adjourned at 8:36 p.m. Carried Page 29 of 101 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. OPS 2 3 -0 0 6 Subject: Shining Hill Neighbourhood Park Design Prepared by: Sara Tienkamp, Manager of Parks & Fleet Department: Operational Services Date: May 16, 2023 Recommendation 1. That Report No. OPS23-006 be received; and 2. That the Concept Plan for park design be approved; and 3. That staff enter into a partnership agreement with St. Anne’s School and Shining Hill Estates Collection Inc. (or any related entity), for the cost sharing, design and construction of parkland; and 4. That the condition on the approval of a total of $200,000 in capital budget authority for Capital Project No. 72281 – St. Anne’s School Park be lifted, and the project proceed; and 5. That staff report back to Council with a final recommended park design and estimated cost for review and approval. Executive Summary The purpose of the report is to provide Council with the concept plan for the neighbourhood park within the proposed Shining Hill Development on St. John’s Sideroad and inform Council of a potential partnership with St. Anne’s School (SAS) and Shining Hill Estates Collection Inc. (Shining Hill) on the project:  The proposed concept design plan incorporates several amenities, not typical of servicing for a neighbourhood park, including a multi-use artificial turf and hard surface courts.  Partnerships play an important role in fostering a strong sense of community and have proven successful for the Town. Page 30 of 101 May 16, 2023 2 of 7 Report No. OPS23-006  Park to be constructed by Shining Hill as part of a proposed tri-party funding agreement with St. Anne’s School and the Town. Background Shining Hill Estates Collection Inc. (Shining Hill) holds the lands in the northwest corner of St. John’s Sideroad and Yonge Street, formerly known as the Dunin Estate, and are currently in the process of developing the lands. Council approved Shining Hill’s applications, including a draft plan of subdivision on March 28, 2023 (Report PDS23- 019). Parkland has been allocated as per the Town’s Parkland Dedication By-law. St. Andrew’s College (SAC) school approached the Town to discuss the future Town parkland adjacent to property they were purchasing within the Shining Hill development. The future school property would become a new private school for girls. SAC expressed interest in opening discussions with the Town on a potential partnership on the development of the parkland, specifically related to an artificial turf sports field that would serve both the schools and Town’s sport objectives. Since the initial dialogue with the school, staff have continued discussions with representatives from St. Anne’s School and Shining Hill on the parkland partnership. As a result, staff have worked to develop a concept plan for the park incorporating the proposed artificial turf and other park amenities desired by the Town, as well as a high- level budget for the proposed park. Analysis The proposed concept design plan incorporates several amenities, not typical of servicing a Neighbourhood Park, including a multi-use artificial turf and hard surface courts. The land allocated within the Shining Hill development for a future park (Block 94 on the draft approved plan) is bordered by SAS to the west and residential properties to the southeast with roads along the other frontages. The block of land is 1.61 hectares (approximately 4 acres) in size and is classified as a neighbourhood park on the draft approved plan. The proposed parkland will include 0.13 ha of land owned by the Town of Newmarket, who have agreed to the use of those lands by the Town for the park. The Parks and Recreation Master Plan defines the parkland classification hierarchy:  Community Parks servicing the entire community and visitors to the Town, of which the minimum size is 4-8 hectares to allow for facilities such as Page 31 of 101 May 16, 2023 3 of 7 Report No. OPS23-006 playgrounds, major sports fields, skateparks, hard court surfaces, outdoor aquatics etc.  Neighbourhood Parks servicing the immediate surrounding residential area, of which the minimum size is 1.6 to 4 hectares to allow for facilities such as playgrounds, splash pads, sports fields, outdoor skating rinks, picnic area etc. The amenities being proposed in the park are more in line with the level of service that would be provided in a Community Park rather than a Neighbourhood Park, including an artificial turf field and hard surface courts. The preliminary concept design for the park includes the following amenities:  Asphalt paved parking lot, +/-20 cars with accessible space(s)  Multi use, lit artificial turf field  Shelter area for shade  Playground  Integrated pedestrian walkway system with multiple access points  Washroom building  Splash pad  Full basketball court  Multi-use, lit court (tennis/pickleball) The sharing of the border to the west with the school allows for easy flow and opportunity to utilize a portion of St. Anne’s school lands for additional parking and sports field bleachers that could not otherwise be accommodated within the park without sacrifice to the other facilities. Partnerships play an important role in fostering a strong sense of community and have proven successful for the Town. The Town has many proven strong partnerships with groups over the years. These relationships have demonstrated how working together can benefit both the Town, the partner, and the greater community. The relationship with SAC is well established, from working with the school students on town naturalization projects, to utilizing the campus soccer fields for programming and most recently the boardwalk project along Yonge Street at St. John’s Sideroad. Establishing a new partnership with St. Anne’s to assist in delivering their outdoor sport program would be a natural progression in a long-proven association. Page 32 of 101 May 16, 2023 4 of 7 Report No. OPS23-006 Park to be constructed by Shining Hill Developments as part of a proposed tri-party funding agreement with St. Anne’s School and the Town. Based on the parkland design concept, the parties have engaged in discussions surrounding the funding and construction of the park. Staff prepared very high-level cost estimates to construct the park with the full complement of amenities proposed within the parkland concept plan. Approximate estimate to construct the park as designed is $4.597M, including contingency. Staff have prepared a second estimate that reduces the scope of the project to what the Town would normally recommend for a neighbourhood park of this size and location. This estimate indicates construction costs of approximately $1.625M. The difference between these two estimates represents the estimated cost of the proposed upgrades to this park being approximately $2.972M in 2023 dollars. Discussions to date have centred around the splitting of these noted upgrade costs between the groups, based upon current estimates. This funding model has been agreed to, in principle, by the parties and the costs and contributions are summarized as follows: Town Contribution $1.626M + $990K + *$296K = $2.912M St. Annes School Contribution $1.232M + *$296K = $1.528M Shining Hill Contribution $750K *Represents a 50/50 cost share between Town and St. Annes School for bleaches and score board. The final funding model would be adjusted and approved after the final park design is completed and accurate cost estimates are available. It has also been proposed that Shining Hill complete the entire project (design/build) with offsetting contributions from the Town and SAS. This arrangement would significantly speed up the delivery of the completed park for use by SAS and the Town. SAS would like the park completed for the start of the 2024 school year. Formal agreements between the parties relating to the different aspects (construction, maintenance, usage of the park, operating/capital funding) will be required. Upon Page 33 of 101 May 16, 2023 5 of 7 Report No. OPS23-006 Council approval of the funding strategy, staff will move forward with those negotiations. Advisory Committee Review Park Design will be presented to the Parks and Recreation Advisory Committee and the Accessibility Committee when a more detailed design has been developed by the landscape design consultant. Legal Considerations Once staff have negotiated terms with the SAS Shining Hill, a tri-party agreement will be entered into which will include provisions to clarify the roles of the parties, the funding strategy and the necessary insurance and indemnification provisions. Since the park will also be constructed on lands owned by the Town of Newmarket, and since some amenities will be located on the SAS lands, the Town will also be required to enter into some type of use arrangement with both of them. Staff have delegated authority for any agreements or documents required to implement this arrangement. Financial Implications $200,000 in capital budget authority was conditionally approved by Council as part of the 2022 capital budget for the engagement of a consultant to assist the town in the design of the new park. To date, this condition has not been lifted by Council. As noted previously, the park design will be undertaken by the Shining Hill on behalf of the three parties who will all share in this cost. Upon conclusion of this design work and the determination of a total estimated cost for the park’s construction, staff will bring a follow up report to Council for its review and approval of this park’s final design and budget. Communications Considerations The Town will inform the public of the information contained in this report by posting it to the Town’s website. Additionally, the Corporate Communications division will provide regular public updates about the progress of construction, as well as completion of the project, through regular communications channels. Page 34 of 101 May 16, 2023 6 of 7 Report No. OPS23-006 Climate Change Considerations The recommendations from this report do not immediately impact greenhouse gas emissions or impact climate change adaptation. However, when the project progresses to detailed design, green infrastructure for storm water, soft landscape, building design and green procurement will be considered as they all play an important roll mitigating the impacts of a changing climate, from air quality, stormwater management to counteracting the effects of the heat island. Link to Strategic Plan Park facilities support the Strategic Plan Goal of Supporting an Exceptional Quality of Life for All, by encouraging an active and healthy lifestyle. Develop a long-term needs assessment for recreation programs, services, and operations to match the evolving needs of the growing and changing population. Alternative(s) to the Recommendation 1. Council provide staff direction. Conclusions Staff recommend that Council approve the Park Concept Plan and proposed funding model allowing staff to finalize the tri-party partnership agreement to construct the park. In addition, a follow up report will be presented to Council for review and approval of this park’s final design and budget, upon completion of the design work and total estimated construction costs. Attachments Attachment #1 - Park Concept Design Plan Attachment #2 - Capital Project No. 73338 – St. Anne’s School Park Previous Reports None. Page 35 of 101 May 16, 2023 7 of 7 Report No. OPS23-006 Pre-submission Review Agenda Management Team review on February 16, 2023. Approvals Approved by Sara Tienkamp, Manager Parks and Fleet, Operational Services Approved by Doug Nadorozny, Chief Administrative Officer Page 36 of 101 Attachment 1 Page 37 of 101 Town of Aurora Capital Projects Project Department Version Year 73338 St. Anne's School Park (Conditionally Approved 2022) Operational Services Final Approved Budget 2023 TARGET START DATE AND END DATE: Use format Q4 2017 - Q1 2018 Ongoing. 2022 Budget Authority conditionally approved. Staff to submit report to Council. Provide a brief overview of the project and include the key goals, objectives and performance measures. Design and construction of a new park in the Shining Hill Development (once approved) in partnership with St.Anne's School. Park and school properties border one another allowing for easy flow and partnering opportunities. Park to include a multi use artificial turf, playground, tennis, basketball washroom and small 20 vehicle parking lot. Additional parking and bleacher seating will be accommodated on St. Anne's School lands. Retention of design consultant in 2022 to provide detailed design,tender documents and contract administration, followed by construction of park in 2023. Provide the reasons the project should be approved and what will be the impact of the project to service levels. Partnership will be similar to St.Max Artificial Turf field which has been very successful model. Town would have booking rights to the turf in the evenings/weekends and summer months, which are our primary demand time slots for sports users. The addition of an artificial field would assist in offsetting the loss of magna land fields in 2025 and provide field use opportunities. Artificial surfaces also have little to no down time due to rain and extend playing season by approximately 3 months, providing booking opportunities and increased revenue. In addition, the other park amenities will provide area residents with recreational opportunities in their neighborhood. The park will have impact on operational staff levels and budget as it will be an increase in service with the additional amenities and parkland to maintain. The costs will be identified in 2024 operating budget, The artificial turf requires less maintenance than a natural turf field however washroom, grass and courts will increase the service demand. Financial Information Budget 10-Year Plan Previously Approved Budget Capital Budget Authority Budget Change Actuals to Dec 31/2021 2022 Forecast 2023 2024 2025-2032 Expenditures Estimated Expenditures CONSULTING 200,000 200,000200,000 CONTRACTS 4,493,900 4,493,9004,493,900 4,693,900 4,693,9004,693,900 4,693,900 4,693,9004,693,900Expenditures Total Funding Special Purpose Reserve Funds CIL PARKLAND CONTRIBUTION 3,129,267 3,129,267 Other Funding Sources OTHER 1,564,633 1,564,633 4,693,900Funding Total Attachment 2 Page 38 of 101 Town of Aurora Capital Projects Project Department Version Year 73338 St. Anne's School Park (Conditionally Approved 2022) Operational Services Final Approved Budget 2023 Explain the benefits of the project which could include Citizen/Client, compliance, financial, internal, learning & growth or utility benefits. Ongoing strong community partnership with St.Andrew/St.Annes Premier sorts field with top of the line turf Support the health/wellness and active lifestyle of residents Please provide an explanation of what the outcomes would be if the project was not approved. Loss of recreational opportunities for residents that promote health and wellness in the community Residents would need to cross St. Johns, cross into Newmarket or travel by vehicle to access parks with similar features Page 39 of 101 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. CMS 2 3 -0 20 Subject: Special Event Calendar Planning – Policy and Procedure Prepared by: Shelley Ware, Special Event Supervisor, and Lisa Warth, Manager, Recreation Department: Community Services Date: May 16, 2023 Recommendation 1. That Report No. CMS23-020 be received; and 2. That the Special Event Calendar Planning – Policy and Procedure (Attachment 1) be approved. Executive Summary This report seeks approval of the Special Event Calendar Planning Policy and Procedure (the Policy).  The Policy provides transparency and structure when requests are made by Council for new special events to be added to Annual Special Event Calendar and requests for one-time celebratory events to the current Calendar year.  The Policy establishes, through the Event Evaluation Matrix tool, clear controls to determine if there is capacity to produce the proposed event or where there isn’t capacity, how that will be addressed.  The Policy identifies which Town staff are responsible for administering, monitoring and ensuring compliance of the policy. Background The Municipal Service Delivery Review, completed and approved in 2022, provided a recommendation for developing clear controls and guidelines for new event requests and contingencies throughout the year. The Town of Aurora currently directly produces Page 40 of 101 May 16, 2023 2 of 5 Report No. CMS23-020 more than twenty special events annually. At times, the Special Events team is required to produce additional events that were not originally scheduled and budgeted, which causes capacity challenges for a variety of Town divisions and impacts the ability to deliver safe, quality events while maintaining existing services. The Municipal service review recommends that this policy establish clear controls to not increase service levels without dedicating extra resources. In response to the Municipal Service Delivery Review, an Annual Special Events Calendar Policy has been developed to guide decisions related to additional event requests by Council. Analysis The Policy provides transparency and structure when requests are made by Council for new special events to be added to Annual Special Event Calendar and requests for one- time celebratory events to the current calendar year This Policy applies to all additional requests or proposals for any special event which the Town is to produce and/or support with Town resources. The objectives are to:  Ensure that capacity is determined prior to any commitment to proceed with any new event.  Ensure that as new special events are added to the annual calendar that they can be produced safely without compromising any quality of service for the already existing Town events and other Town services.  Provide a framework and consistent approach for evaluating new ad hoc event requests. The Policy establishes through the Event Evaluation Matrix tool clear controls to determine if there is capacity to produce the proposed event or where there isn’t capacity, how that will be addressed. The Event evaluation matrix includes considerations such as:  Size of proposed event  Infrastructure required  Displacement of other programs or services  Noise and traffic disruptions  Funding (sources etc.)  Economic impacts Page 41 of 101 May 16, 2023 3 of 5 Report No. CMS23-020  Impact to various Town divisions (staff hours required etc.) The Event Evaluation Matrix results will indicate how event requests are to be handled. The overall matrix score will determine:  Ability to Proceed (score of 5 or lower) which indicates that there is capacity to produce the requested event with the existing resources.  Ability to Proceed with Caution (score of 6 to 10) which indicates there is some capacity to produce the event but some of the event elements or features will need to be modified or changed.  Not to Proceed (score 11 or higher) which indicates there is no capacity to proceed with the event proposal. The Policy identifies which Town staff are responsible for administering, monitoring and ensuring compliance. This Policy provides the specific steps required by staff on how to:  Add a new Town Special Event to the annual Calendar,  Add a one-time celebratory event and,  Prioritize new event proposals Events and festival production and execution requires extensive planning, communication, cooperation, and consideration for various elements including risks and resources. Successful events are the result of responsible leadership, organization, coordinated effort, preparation, and evaluation. These scoring results will ensure that if new events are added to the Annual Special Events Calendar they can be done safely, to the highest quality and with all of the town’s resources required without compromising the delivery of any other municipal services. Advisory Committee Review Not applicable Legal Considerations In accordance with the Town’s Policy Program, this policy has been reviewed by CMT and ELT. Page 42 of 101 May 16, 2023 4 of 5 Report No. CMS23-020 Financial Implications There are no direct financial implications as a result of this report. Of note, every special event offering by the Town consumes finite human and financial resources. As per the presented policy and procedure any resource implications arising from a proposed unplanned special event will be assessed and a funding request made of Council, if deemed necessary. Communications Considerations The Town will inform the public on the information contained in this report by posting it to the Town’s website. Climate Change Considerations The recommendations from this report do not impact greenhouse gas emissions or impact climate change adaptation. Link to Strategic Plan The Special Event calendar planning policy supports the following Strategic Plan goals and key objectives: Supporting an exceptional quality of life for all in its accomplishment in satisfying requirements in the following key objectives within these goals statements:  Invest in sustainable infrastructure  Celebrating and promoting our culture  Encourage an active and healthy lifestyle  Strengthen the fabric of our community Promoting service accountability, excellence, innovation Alternative(s) to the Recommendation 1. Council may provide further direction. Page 43 of 101 May 16, 2023 5 of 5 Report No. CMS23-020 Conclusions This report recommends the approval of the Special Events Calendar planning – policy and procedure. The policy will provide guidance on the future direction of new Special Events and ensure the Town continues to deliver safe events that are properly resourced for the community to enjoy. Attachments Attachment 1 – Special Event Calendar Planning – Policy and Procedure Attachment 2 – Municipal Service Level Review – Opportunity #15 Excerpt Attachment 3 – Annual Special Events Calendar (2023) Attachment 4 – Special Event Evaluation Matrix Previous Reports None Pre-submission Review Agenda Management Team review on April 27, 2023 Approvals Approved by Robin McDougall, Director, Community Services Approved by Doug Nadorozny, Chief Administrative Officer Page 44 of 101 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Special Event Calendar Planning – Policy and Procedure Community Services Department Contact: Manager of Recreation, Community Services Approval Authority: Council Effective: XXXX ______________________________________________________________________________________ Purpose Aurora has a long history of producing a variety of exciting community events and festivals throughout the year including parades, sporting events, music festivals, community events and many more. The Town of Aurora recognizes that festivals and events are powerful tools that contribute to the quality of life, building community pride, place making and creating additional economic value. These events increase civic pride and celebrate culture and heritage of the community. Both are vital ingredients in bringing the community together. Events attract visitors and media attention from beyond the current market trading area which supports the Town objectives for building community capacity and civic pride. However, events and festivals require extensive planning, communication, cooperation, time, mitigation of risks and resources. Successful events are the result of responsible leadership, organization, coordinated effort, preparing for the unexpected, and evaluation. The Special Events Calendar Planning - Policy and Procedure formalizes the process for how Council Ad Hoc or new event requests will be managed, including an evaluation criteria to prioritize proposals. This Policy establishes clear controls to not increase the service levels without dedicating extra resources. Objectives •Ensure that budget, resources and service level capacity are secured for the annual Special Events calendar •Establish a process for managing One-Time Celebratory Events •Establish a process for evaluating and prioritizing new event Proposals Scope This Policy has been created to address a recommendation in the Municipal Service Delivery Review. This Policy applies to Town Council when additional special event requests outside of the approved budget for the Annual Special Events calendar are made. When additional events are added, they can cause capacity challenges for a variety of town divisions and can impact the ability to deliver safe quality service. This Attachment 1 Page 45 of 101 2 policy will formalize how additional special event requests will be managed, based on a Council approved evaluation criteria to prioritize proposals. Definitions Ability to Produce is an event organizer that has demonstrated proof of prior experience producing a similar event in the past, has references and insurance in good standing and can demonstrate a thorough knowledge of legislative and permitting requirements. Ad Hoc is an unplanned and not resourced item. In reference to this Policy, this is a special event. Community Event is a special event that benefits the community and/or is hosted by an organization that directly impacts or serves the community and does not profit an individual, group of individuals or a for profit company, and is typically open for the public to attend at no cost. Evaluation Matrix is a tool used to determine a score for a proposed event which involves a variety of weighted factors. Major Event is an event that; • is one or more days in duration, • has multiple activities with higher potential for risk including but not limited to, a licensed area for serving of alcohol, road closures, stages or large tents, • has an anticipated attendance over 1,000 and • has a higher impact on Town infrastructure and resources. Minor Event is an event that; • is one day or less in duration, • has more low risk activities • has an anticipated attendance under 1,000 and or • has lower impact on Town infrastructure and resources. One-Time Celebratory Event is a special event that would only happen one-time such as the Queen’s Platinum Jubliee, Town Facility Grand Opening, a Stanley Cup Community Celebration, etc. These events are time sensitive and showcase a municipal, provincial, national, or global cause for celebration. Proposal is the written proposal of an event that an event organizer or organization has compiled for the Town’s consideration, where the organizer will lead the event or with an expectation that the Town will lead the event. Resource Capacity is but not limited to the process of defining the amount of human time, physical, financial and infrastructure capability available to fulfill the task requirements for work required within either current or future demands. Page 46 of 101 3 Risk Assessment is the process of evaluating the potential risks associated with a specific event. These potential risks could include but not limited to corporate liability, financial liability, health, and safety aspects (as it relates to staff and general public), property restoration post event and Town image. Policy The guidelines established in this Policy shall be followed when determining how to: • Add a new Town event to the annual calendar, • Add a One-time Celebratory Event, • Prioritize new event Proposals. The Annual Special Event calendar is established and approved through the budget process. This process considers if there is capacity based on available human, physical and financial resources within all impacted divisions within the Town. Impacted divisions could include but not limited to Recreation, By-Law, Communications, Parks, and Roads. Any new special event added to the calendar has a compounding impact on many divisions. In order to establish clear controls needed for this Policy an Event Evaluation Matrix has been created to evaluate proposed events. The Event Evaluation Matrix will determine: • If the Town has capacity to deliver a proposed event, • If there is capacity but to proceed with caution as some event elements may need to be modified or • That there is no capacity for this event to be added. If Council would like a new Minor Event or Major Event added to the Annual Special Event calendar, Council would present this event to the Director of Community Services (or designate) before the end of the second quarter of the current year for review, assessment, estimation, and evaluation. Various resources, capacity, funding and a Risk Assessment would be required based on whether the event is defined a as Minor or Major Event. Once evaluated the Director of Community Services (or designate) determines if the event will fit within the existing resources and budget for the next fiscal year. If it doesn’t fit, the cost for resources would be identified and it would be the responsibility of Council to approve the required annual budget increase. If Council would like to proceed with a One-time Celebratory Event on Town property, Council would present this event to the Director of Community Services (or designate) to identify and evaluate the scope of the event to determine if the Town has the Resource Capacity required for the event to happen. The Director (or designate) would use the Event Evaluation Matrix to gather input from all Divisions impacted by the one- Page 47 of 101 4 time event. If the Town does not have the Resource Capacity to produce the event, the CAO would determine if and how to proceed to secure the required resources. If Council would like to add a new Minor Event, Major Event or a third-party community event with the intention of it becoming apart of the Annual Special Events Calendar, they would be required to present this to the CAO (or designate) and the Director of Community Services (or designate). The Event Evaluation Matrix is used to determine the required Resource Capacity to execute. If the required Resource Capacity is not available due to lack of physical or financial capacity, the proposal should be denied or alternatives to event delivery need to be explored. If Council would like to add a new annual Minor Event or Major Event during the existing year for Town staff to produce, the proposal can only be presented a minimum of six months in advance of the proposed event date. The Proposal is presented to the CAO (or designate) and Director of Community Services (or designate) for review. Upon receipt of the Proposal, the Director of Community Services (or designate) would use the Event Evaluation Matrix to determine if the Resource Capacity to execute are available. In order to proceed with a Major or Minor Event within the existing year, it would only be considered if the event can be delivered and all divisions have the existing Resource Capacity. Responsibilities Management The Recreation Manager (or designate) is responsible for providing necessary additional information for the Event Evaluation Matrix to be completed by the Director of Community Services (or designate). Executive Leadership The Director of Community Services (or designate) is responsible for reviewing the new event requests and identifying the Resource Capacity. All Corporate Departments The impacted divisions within each Department whose support is identified by the Manager of Recreation (or designate), as essential will be required to provide information for the Event Evaluation Matrix. All Members of Council All Members of Council will adhere to this Policy. Monitoring and Compliance The Department of Community Service will monitor compliance to this policy. Page 48 of 101 5 References • Hyperlink 1 Annual Calendar of Special Events) • Hyperlink 2 (Corporate Service Review Opportunity #15 excerpt) • Hyperlink 3 (Event Evaluation Matrix) Review Timeline This policy will be reviewed 2 years after the initial approval date. Page 49 of 101 6 Procedure for Special Event Calendar Planning Request for New Minor / Major Event (for the next fiscal year) If Council would like a new Minor Event or Major Event added to the Annual Special Event calendar, the following steps would be followed: Step Details Present written request to Director of Community Services (or designate) Council member submits a formal request as follows: • No later than in 2nd quarter of current calendar year • Request must include event scope, purpose for request, value to the community, target attendance and / or participation at the event Evaluation of Event Request Using the Event Evaluation Matrix, Director of Community Services (or designate) will: • Engage with all divisions impacted to collect necessary information; • Determine whether it is a Major or Minor Event; • Identify if the event can be delivered within the approved budget, and; • Identify the impact of proceeding with the Resource Capacity available Recommendation Development • If there are not the financial and physical services available, the event cannot proceed. • Based on the results from the Event Evaluation Matrix, the findings and decision are presented to Council Budget Implications • If the recommendation is to proceed, financial and physical resource implications will be presented to Council for approval. Request for One-Time Celebratory Event If Council would like to proceed with a One-time Celebratory event, the following steps would be followed: Step Details Present written request to Director of Community Services (or designate) Council member submits a formal request which includes: • Event scope, purpose for celebration, value to the community, target attendance and / or participation at the event Evaluation of Event Request Using the Event Evaluation Matrix, Director of Community Services (or designate) will: • Engage with all divisions impacted to collect necessary information; Page 50 of 101 7 • Identify the cost to deliver the event, along with possible potential funding sources; • If there are not any potential funding sources, Council will have to determine where to obtain these sources, and; • If the Town does not have the Resource Capacity to produce the event, the CAO would determine if and how to proceed to secure the required resources. Recommendation Development • Based on the results from the Event Evaluation Matrix, the impact of proceeding with the current Resource Capacity available will be presented to Council. Budget Implications • If the recommendation is to proceed, Resource Capacity implications will be presented to Council for approval. Request for New or Community Event Proposals Within Existing Year (Minor Events or Major Events that are new or are from a third party where Town resources are required with the intention of adding the event to the Annual Special Events Calendar) If Council would like to add a new Minor Event or Major Event or Community Event to the Annual Special Event calendar during the year or from a third party, the following steps would be required to follow in order to prioritize new event Proposals: Step Details Present written request to CAO (or designate) and the Director of Community Services (or designate) Council member submits a presentation and formal request as follows: • Request received a minimum of six months from proposed event date; • Include proof that the third party has the Ability to Produce the event, and; • Proposal must include event scope, purpose for request, value to the community, target attendance and / or participation at the event Evaluation of Event Request Using the Event Evaluation Matrix, Director of Community Services (or designate) will: • Engage with all divisions impacted to collect necessary information; • Determine whether it is a Minor Event or Major Event; • Identify if the event can be delivered within the approved budget, and; • Identify the impact of proceeding with the current Resource Capacity available. Recommendation Development • If the required financial and physical services are not available, the event cannot proceed. Page 51 of 101 8 • Based on the results from the Event Evaluation Matrix, the findings and decision are presented to Council Budget Implications • If the recommendation is to proceed, financial and physical resource implications will be presented to Council for approval. Scoring Measurements Once the Event Evaluation Matrix is completed, the weighted result will determine if the event should proceed, proceed with caution or not proceed. The scores have been weighted for each category. Weighted Score Range Determination 5 or lower This range indicates that there is capacity to proceed with this event. 6 to 10 This range indicates that there is some capacity to proceed but to proceed with caution for this event. This could be the result of not enough information available when reviewed, or that there will be a strain on capacity to deliver and event elements should be further scoped and/or modified. 11 or higher This range indicates that there is no capacity to proceed with the event. The event would need to be denied or alternatives such as outsourcing the event to a contractor to facilitate, or for additional resources to be secured with Council approval for these additional costs. Page 52 of 101 52b. Improvement Opportunity: Community Services – Special EventsOpportunity #15: Develop a Council-approved policy for Special Events Calendar planning.Rationale & Description: An annual Special Events Calendar is developed and includes room for ad hoc requests and contingencies throughout the year. However, sometimes the Special Events team is required to host more ad hoc events than originally budgeted, which causes capacity challenges for staff and impacts the ability to deliver quality service.•There is opportunity to formalize this process further by developing a Council-approved policy on how those ad hoc requests will be managed, includingdeveloping a Council-approved evaluation criteria to prioritize proposals.•The policy would also establish clear controls to not increase the service levels without dedicating extra resources (i.e., hosting more events thanbudgeted).Revenues/Cost SavingsCost-savings: Productivity savings of $23,000 per year from Standardizing Processes.Risks/ChallengesCOVID-19 and related public health measures have disrupted events programming around the world. There is likely to be some uncertainty around events planning over the next 12-18 months. Level of Investment5-10% (or 2-5 weeks) ofManager, Recreationcapacity to drive policydevelopment ($7,100 to$14,300).TimingWave 1.Change Impact AssessmentService Delivery HProcesses MOrg Structure LTechnology LData and Reporting LPeople and Culture MOverall MLeading Practice/Benchmarking•The City of Sarnia have a Festivaland Event Policies & ProceduresManual that serves as the guidingdocument to manage festivals andevents that benefit the City and itscitizens (see here).•The Town of Richmond Hill hasdeveloped a Festival and EventsStrategy that aligns decision-making on events to the Town’sStrategic Plan and Cultural Plan(see here). Pg. 34-41 outline anevaluation framework for events.SERVICE LEVEL REVIEW & RELATED OPPORTUNITIES – Service Driven 3“The special events are amazing and so personalized, other towns and cities don't do as well of a job.” – Aurora ResidentAttachment 2Page 53 of 101 Town of Aurora Annual Calendar of Special Events (2023) Mayor and Council New Year’s Levee Saturday, January 21 10 a.m. to 12 p.m. Stronach Aurora Recreation Complex www.aurora.ca/levee Come out and meet the Aurora Town Council while participating in some family friendly activities. Some activities include, swimming, skating, crafts, face painting, a Bubble Show and a Balloonist. Arctic Adventure Saturday, February 18 and Monday, February 20 10 a.m. to 4 p.m. Aurora Town Park www.aurora.ca/arcticadventure Bundle up and spend family day at the Aurora Town Park. Take in some great outdoor activities such as mini snow tubing, snow shoeing, skating, live entertainment, animal show, fire juggling, professional ice carving and snow much more. Hello Spring Saturday, April 8 9:30 a.m. to 1 p.m. Aurora Seniors Centre www.aurora.ca/hellospring Hop on down and enjoy Aurora’s Hello Spring where there is lot of eggcitement happening with the variety of games and activities that are available such as; make and take crafts, baby bunnies and baby chicks in an educational display area to name a few. Aurora Art Show and Sale Jurying Wednesday, May 3, 4 p.m. to 11 p.m. Gala Reception Friday, May 5, 4 p.m. to 10 p.m. Show Saturday, May 6 and Sunday, May 7 10 a.m. to 4 p.m. Aurora Town Hall www.aurora.ca/artshow Colour isn’t just an adjective…it can be an experience. For all art enthusiasts this is a must see event featuring over 300 pieces of artwork. Artists will be displaying their original two and three-dimensional artwork created in any medium. Community Recognition Awards Monday, May 29 6 p.m. to 9 p.m. Aurora Town Hall www.aurora.ca/cra Attachment 3 Page 54 of 101 The Community Recognition Awards is an evening acknowledging the outstanding citizens that dedicate their time to make a difference in our community. Cycle Aurora July 1 to September 1 Throughout Aurora www.aurora.ca/cycleaurora Explore Aurora while enhancing your cultural connection with interesting cycle destinations. There are a variety of cultural points of interest predetermined throughout Aurora. Aurora Performing Arts Festival Saturday, June 10 10 a.m. to 1 p.m. Aurora Town Park www.aurora.ca/artsfestival Aurora Performing Arts Festival, presented by Marquee Theatrical Productions, in partnership with the Town of Aurora, is an exciting performance opportunity for children and youth. Those that are age 6 and under, 7 to 9 years, 10 to 12 and 13 to 17 years old can compete amongst their peers within each age range either in singing, acting or dancing. The winner of the age 13 to 17 vocal category will be named the 2023 Aurora Teen Idol. Dance in the Park Friday, June 30 7 p.m. to 11 p.m. Town Park www.aurora.ca/canadaday Bring out your dancing shoes and kick off the Canada Day festivities with the Dance in the Park! There will be fantastic live bands, great food and the Rotary Beer Garden. Celebrate the start of Canada Day by dancing up a storm. Canada Day Festivities Saturday, July 1 – Canada Day Parade and Festivities, Yonge St. (Parade) and Lambert Willson Park 10 a.m. to 10 p.m. www.aurora.ca/canadaday Start your Canada Day celebrations by joining us to enjoy marching bands, cultural performers, buskers, steel band and so much more on Yonge Street. Continue your celebrations in Lambert Willson Park with family-oriented activities, live entertainment, parade, fireworks and more! Travel across Canada with our passport providing an interactive activity reflective of each Province and Territory. Page 55 of 101 Concerts in the Park Wednesdays, July 5, 12, 19 &26, August 2, 9, 16, 23 & 30 7 p.m. to 9 p.m. Aurora Town Park www.aurora.ca/summerconcerts Enjoy the summer outdoor concert tradition. All you need to bring with you is your family, friends, chairs and enjoy! Food vendors will be set-up on site. Movies in the Park Thursday, August 10 Thursday, August 17 Thursday, August 24 Thursday, August 31 Aurora Town Park www.aurora.ca/moviesinthepark Enjoy seeing movies under the stars and on Canada’s largest outdoor screen. Bring a blanket to snuggle with and a lawn chair to relax in while enjoying this fantastic experience. Aurora’s Ribfest August 25 to 27 Machell Park www.aurora.ca/ribfest Enjoy a full weekend of fantastic food including ribs from professional barbecue teams and many other culinary delights! There will be a full beer garden and live entertainment all weekend long. Saturday Night Fever Saturday, September 9 4 p.m. to 11 p.m. Yonge Street Join us as we take over Yonge Street in downtown Aurora for a night of dancing and great live music – all while enjoying the shops. Patios will be set-up to enjoy the food from the fantastic restaurants on-site. Aurora’s Multicultural Festival Saturday, September 23 11 a.m. to 4 p.m. Aurora Town Park www.aurora.ca/multiculturalfestival Join us as we celebrate diversity and come together as a community at this festival. Entertainment will include dancing, music, family activities such as inflatables, henna, face painting and parachute play. Page 56 of 101 Truth and Reconciliation Day Saturday, September 30 Aurora Town Park www.aurora.ca/truthandreconciliation The Town will honour the National Day Truth and Reconciliation on September 30 in Town Park. This is a time to remember the children who did not come home, those who have lived as survivors and their families. It is important to recognize and commemorate the history and ongoing legacy of residential schools and the trauma experienced by so many. Colours of Fall Concert Thursday, October 5 6 p.m. to 8 p.m. Aurora Town Park www.aurora.ca/fallconcert Enjoy an evening of pumpkin carving, live entertainment and a community corn roast! Aurora’s Haunted Forest Saturday, October 28 6 p.m. to 9 p.m. Sheppard’s Bush and Aurora Family Leisure Complex www.aurora.ca/hauntedforest Join us for some scary surprises throughout the many haunted trails leading up to a bonfire and more! This event is great for families and those not faint of heart. Aurora’s Youth Innovation Fair Wednesday, November 8, 2023 Aurora Family Leisure Complex www.aurora.ca/innovationfair This fair will feature a wide variety of innovative ideas and inventions created by youth. It is an exciting opportunity for youth to engage in innovation and share their ideas to tackle real-world issues. Santa Under the Stars Parade Saturday, November 25 6 p.m. to 8 p.m. Yonge Street www.aurora.ca/santaparade Don’t miss this year’s parade! Aurora is the first municipality to bring night time parades to life! Dress up in your winter attire with a cup of hot chocolate and join us for this year’s evening parade as Santa comes to town Page 57 of 101 Aurora’s Christmas Market December 1 to 3 & 8-10 Aurora Town Park www.aurora.ca/christmasmarket Join the family fun and festivities, greet Santa, list to Mrs. Claus do a special reading and sing carols. You don’t want to miss out trimming the Town’s tree, live reindeer and more. Menorah Lighting Ceremony December 10, 2023 6 p.m. to 8 p.m. Aurora Town Hall www.aurora.ca/menorahlighting The Town of Aurora, in partnership with Chabad Aurora, will host this year's Menorah Lighting Ceremony. Everyone is welcome to attend this ceremony along with the local Jewish community as they celebrate the Festival of Light. The ceremony will include the lighting of the menorah, traditional foods and a glow juggling show. Family First Night Sunday, December 31 6 p.m. to 9 p.m. Aurora Family Leisure Complex www.aurora.ca/firstnight Ring in the New Year early with your family and friends. Enjoy magic shows, reptile shows, swimming, skating, games, children’s activities and more Page 58 of 101 Town of Aurora New Special Event Evaluation Evaluation Matrix Score Values Enter Score Weighting Weighted Score Event and Organizer (scores entered for example only) Minor or Major Event 1 = One day or less, with anticipated attendance of 1000 or less, involves low risk activities and lower impact on Town infrastructure and resources (Minor) 2 = More than one day, with anticipated attendance of 1000 or more, involves multiple high risk activities such as alcohol, road closures, stages and has higher impact on Town infrastructure and resources (Major) 0 20%0 Level of Risk 1 = Event has low risk activities 2 = Event has moderate risk activities 3 = Event has high risk activities (road closures, alcohol) 0 40%0 Experience - Does the event organizer have experience and committed organizational capacity to execute the event? 1= Yes, the Town has confidence in their ability to produce this event 2 = Town has partial confidence in their ability to produce this event 3 = Town has no confidence or not enough information to determine if they have the ability to produce this event 0 40%0 100% Event Venue Can the event be successfully staged within the existing Town infrastructure? 1 = Yes 2 = Partially 3 = No 0 15%0 Attachment 4 Page 59 of 101 Town of Aurora New Special Event Evaluation If not, what is the nature of the extent of temporary event infrastructure required for this event? in put a zero above the 1 for the scoring 1 = Event organizer would be bringing in the infrastructure needed 2 = Town and event organizer would need to work together to bringin the infrastructure needed 3 = Town would need to bring in and source the infrastructure needed 0 25%0 Will the event displace other regularly scheduled or previously scheduled community programs or otherwise displace or adversely affect resident use of the event space? 1 = No 2 = Partially 3 = Yes 0 30%0 Will the event have any other adverse impacts on residents or businesses (e.g. parking, noise, traffic congestion)? 1 = No 2 = Particially 3 = Yes 0 30%0 100% Budget Implications Does the event have support from other levels of government? 1 = Yes 2 = No 0 15%0 Are there other public and private sector funding parties committed to this event? 1 = Yes 2 = Partially 3 = No 0 15%0 Has the event secured sufficient sponsorship support to be viable? 1 = Yes 2 = Partially 3 = No 0 20%0 If the event requires funding from the Town operation budget are there funds available? 1 = Yes 2 = Partially 3 = No 0 50%0 100% Alignment with Emerging Aurora Is this a private, by invitation, only event?1 = No 2 = Yes 0 20%0 Page 60 of 101 Town of Aurora New Special Event Evaluation Will the event provide a wide cross section of the community with an opportunity to visit one or more of the Town's parks, public spaces, or other destinations? 1 = Yes 2 = Partially 3 = No 0 15%0 Will the event provide a range of volunteer opportunities for residents? 1 = Yes 2 = No 0 10%0 Will the event program provide an opportunity to showcase local artisans and performers? 1 = Yes 2 = No 0 15%0 Does the event provide an opportunity for bringing residents together for the purposes of place making and building community pride? 1 = Yes 2 = No 0 20%0 Does the event has the potential to draw visitors from outside of the community?1 = Yes 2 = No 0 20%0 100% Division Resource Capacity By Law 0 = Not Required 1 = Capacity 2 = Limited Capacity 3 = No Capacity 0 15%0 Facilities 0 = Not Required 1 = Capacity 2 = Limited Capacity 3 = No Capacity 0 15%0 Parks and Roads 0 = Not Required 1 = Capacity 2 = Limited Capacity 3 = No Capacity 0 20%0 Page 61 of 101 Town of Aurora New Special Event Evaluation Special Events 0 = Not Required 1 = Capacity 2 = Limited Capacity 3 = No Capacity 0 35%0 Communications 0 = Not Required 1 = Capacity 2 = Limited Capacity 3 = No Capacity 0 15%0 Legal 0 = Not Required 1 = Capacity 2 = Limited Capacity 3 = No Capacity 0 10%0 Business Support 0 = Not Required 1 = Capacity 2 = Limited Capacity 3 = No Capacity 0 10%0 Finance 0 = Not Required 1 = Capacity 2 = Limited Capacity 3 = No Capacity 0 10%0 100% Total Score:0 Page 62 of 101 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. CS2 3 -030 Subject: Lessons Learned from Highland Gate Development Prepared by: Jaclyn Grossi, Deputy Town Clerk Department: Corporate Services Date: May 16, 2023 Recommendation 1. That Report No. CS23-030 be received; and 2. That staff be directed to provide public input opportunities for residents affected by the Highland Gate development; and 3. That staff provide Council with a report after the public input opportunities have concluded to outline the feedback received and any process changes that will be adopted. Executive Summary This report seeks Council’s direction on public input opportunities related to the Highland Gate development;  Town staff from various departments host bi-monthly meetings to discuss the Highland Gate development  Public input opportunities are a modern tool for staff and Council to learn how past developments affected residents Background At their meeting on July 12, 2022, Town of Aurora Council passed the following motion: Whereas there have been many issues that have and continue to affect residents in the adjacent neighbourhood; and Page 63 of 101 May 16, 2023 2 of 4 Report No. CS23-030 Whereas the Town will be doing a substantial redevelopment through intensification in existing residential neighbourhoods; and Whereas the Highland Gate development can provide us with valuable information and knowledge on how to improve the quality of life for those experiencing construction disruptions going forward; Now Therefore Be It Hereby Resolved That this Council recommend to the next Council that a task force be formed to review lessons learned from the Highland Gate development. As the 2022-2026 term of Council began on November 15, 2022, staff are looking for direction regarding this request. Staff recommend that the public be provided with options to provide their feedback regarding Highland Gate, and other developments in Town, instead of the Town forming a task force. Analysis As the Town of Aurora continues to grow and introduce new developments into our framework, staff are constantly learning and improving policies and processes to ensure that the public has ample opportunity to provide their comments on applications and to ensure that process of reviewing future developments take all lessons learned into consideration. Town staff from various departments host bi-monthly meetings to discuss the Highland Gate development The Director of Planning and Development Services meets monthly with representatives from the development team and other internal staff to ensure that ongoing matters are monitored and to provide an open communication channel. Public input opportunities are a modern tool for staff and Council to learn how past developments affected residents The traditional task force structure is founded on longer-term commitments by appointing small groups of people for a set period, such as a one-year term, or a four- year term concurrent with that of Council. By its nature, this model engages with a limited number of community voices and with new models of consultation and technological advancements, the Town is equipped to conduct broader community outreach to a diverse set of opinions. Council and staff have the opportunity to leverage alternative consultation models and increase participation from residents throughout Page 64 of 101 May 16, 2023 3 of 4 Report No. CS23-030 Town. Aurora has successfully used Engage Aurora for many large-scale projects including the Community Energy Plan, annual budgets, and by-law reviews which has allowed significantly more residents to provide input as opposed to a single task force. Staff are recommending that the public be provided with options to provide their feedback regarding Highland Gate, and other developments in Town, as an opportunity to communicate with staff and voice details of their experiences. This can be through the Engage Aurora webpage or other webforms used regularly by the Town. If Council approves this recommendation, staff will work with the Communications team to develop these opportunities. Staff will then provide Council with a report which outlines the themes heard from the public, and how staff plan to address them or how they are already being managed for current and future developments. The Town will also continue to provide exceptional customer service to residents who bring concerns forward, with tools like the Compliments and Complaints Submission Form, and connect residents with the applicable staff members. Advisory Committee Review None. Legal Considerations None. Financial Implications None. Communications Considerations Legislative Services and Planning staff will inform the public of all opportunities for public consultation through regular communications channels. Climate Change Considerations The recommendations from this report do not impact greenhouse gas emissions or impact climate change adaptation. Page 65 of 101 May 16, 2023 4 of 4 Report No. CS23-030 Link to Strategic Plan The proposed public feedback opportunities support progressive corporate excellence and continuous improvement by implementing policies and processes that reflect sound and accountable governance. Alternative(s) to the Recommendation 1. That a task force be established to review lessons learned from the Highland Gate development; and 2. That staff be directed to provide Council with draft Terms of Reference for approval. 3. Council provide direction. Conclusions Staff will continue to strive for improvement on all policies and procedures related to developments, and create opportunities for residents to provide feedback on their experiences related to projects throughout the Town. Attachments None. Previous Reports None. Pre-submission Review Agenda Management Team review on April 27, 2023 Approvals Approved by Doug Nadorozny, Chief Administrative Officer Page 66 of 101 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. OPS 2 3 -0 0 9 Subject: Neighbourhood Park on Hartwell Way – Funding Increase Prepared by: Sara Tienkamp, Manager of Parks and Fleet Jason Gaertner, Manager, Financial Management Department: Operational Services Financial Services Date: May 16, 2023 Recommendation 1. That Report No. OPS23-009 be received; and 2. That the Capital Budget authority for project No. 73299 – Non-Programmed Park in 2C be increased by $1,220,900 to a total of $2,720,900; and 3. That the total budget authority of $2,720,900 be fully funded from the Cash in-lieu Parkland reserve; and 4. That staff be directed to include the design and construction of an Indigenous Garden in the neighbourhood park on Hartwell Way. Executive Summary This report seeks Council approval to increase funding for Capital Project No. 73299 for the construction of a new municipal park on Hartwell Way:  Original project budget based on traditional design criteria for a municipal park.  Timelines for construction delayed due to challenges related to Pandemic.  Tender bid prices approximately 7% higher than 2022 bid prices for the park construction.  Inflation pressures due to pandemic and supply chains cause for significant increase in park construction delivery.  Natural themed park playground and community garden are the park amenities that have the largest associated construction costs. Page 67 of 101 May 16, 2023 2 of 8 Report No. OPS23-009  Un-programmed space in park optimal for future indigenous garden, proposed as part of the Town’s recognition of Truth and Reconciliation. Background Original project budget based on traditional design criteria for a municipal park. Through the development of the 2C lands, the Town of Aurora acquired .85 hectares of parkland from Brookfield Homes and another .75 hectares from St. John’s Development Corporation. Both properties make up the parklands located on Hartwell Way. As part of the 2018 budget deliberations, Council approved Capital Project No: 73299 Non – Programmed Park 2C Lands to design, tender and construct the neighbourhood park in the amount of $1,500,000. The original budget for the park design/construction was established based upon traditional neighbourhood park design with standard playground equipment, open greenspace to accommodate free play/small sports field and trails. The project scope evolved due to Council/public input (Natural Playground) and Parks and Recreation Master Plan priorities (Community Garden). The natural themed design components of the park provide a service enhancement versus traditional design. Timelines for construction delayed due to challenges related to Pandemic. On March 24, 2020, staff presented Report No. OPS20-006 - 276 and 310 Hartwell Way Non-Programmed Park Design. As a result, staff were directed to initiate the design process and report back to Council after public consultation for design approval. A Request for Proposal (RFP) for park design was tendered and awarded in August 2020 to landscape design firm Henry Kortekass & Associates Inc. and preliminary design work was initiated, along with public consultation process. On January 12, 2021, staff presented Report No. OPS21-001 – Hartwell Way Non- Programmed Park – Public Consultation. Council directed staff to proceed with detailed design and tender. Request for Tender (RFT) 2021-99- OPS-P for the Construction of the Neighbourhood Park on Hartwell Way was issued and closed in February 2022. Submitted bids for the construction of the park ranged from $2,116,462 to $2,900,074, all exceeding the approved 1.5M budget for the project. Proponent bid price was $2,116,462 (not including contingency), a difference of $826,887 between cost estimate and bid price for project. Page 68 of 101 May 16, 2023 3 of 8 Report No. OPS23-009 Staff prepared report OPS22-006 - Neighbourhood Park on Hartwell Way Funding Increase for the May 3, 2022, General Committee meeting. After the report had been presented the contractor advised procurement staff that they would not hold their price due to the volatility in the construction market and significant inflationary pressures on labour and materials. Due to this factor, report OPS22-006 was referred back to staff. Analysis Tender bid prices are approximately 7% higher than 2022 bid prices for the park construction. Staff considered requesting additional funding as part of the 2023 Capital budget; however, it was decided to issue a tender and to secure a firm price in early 2023. This was the best option considering inflationary pressures that still existed in fall of 2022 when budget prepared and allow for staff to request additional funding one time through Council. As a result, Tender 2023-17- OPS-P for the Construction of the Neighbourhood Park on Hartwell Way closed March 27, 2023, and the Town received submittals from seven (7) contractors with bids ranging from $2,271,860 to $3,189,582. Proponent bid price is $2,271,860 (not including contingency) and represents 7% increase from 2022 to 2023. The consultant provided a cost estimate for the project in December 2021 for $1,289,575 (not including contingency). The difference between the original consultant cost estimate and project bid price is $982,285. Inflation pressures due to pandemic and supply chains cause for significant increase in park construction delivery. Inflation has been rampant over the last couple of years and its impacts have been felt in almost every sector of our economy, affecting all Canadians daily lives. Many factors are impacting the construction industry specifically:  supply chain issues  labour cost increases and shortages  fuel cost increases  increased demand and reduced material availability  significant cost increase for various materials (concrete, wood, metal, rubber) Page 69 of 101 May 16, 2023 4 of 8 Report No. OPS23-009 Finance staff estimate costs for parks construction/amenities have increased on average by 31% between January 2020 – January 2023, with inflation slowing increasing steadily since. Natural themed park playground and community garden are the park amenities that have the largest associated construction costs. The Council approved park design contains many amenities including a natural themed playground, community garden, shade shelter, parking lot, small amphitheater, and welcoming center/trail head to the David Tomlinson Nature Reserve. When report OPS22-006 was presented to Council in May 2022, both the playground and the community garden represented a large portion of the construction costs for the park. The naturalized playground and community garden elements continue to be the largest contributors to the budget. Options were presented as part of report OPS22-006 to potentially reduce the scope of the project, redesign or utilize a phased approach to the construction to offset costs. Council, however, indicated the design and construction should proceed as originally approved as the park would provide unique amenities and opportunities to the residents. In addition, a phased approach to the construction would cause increased disturbance to residents over the long term. As such, staff are recommending the project funding be increased and park be constructed as designed. It is important that this neighborhood park be developed as the subdivision is nearing completion and residential homes bordering the park have been completed and occupied for a few years. Un-programmed space in park optimal for future indigenous garden, proposed as part of the Town’s recognition of Truth and Reconciliation. Through ongoing discussions with the staff Indigenous Relations Committee Working Group, it has been identified that the concept of creating an Indigenous Garden would be a welcomed space within the community. The inclusion of an indigenous garden supports the Town’s efforts and commitment to moving forward with taking steps towards meaningful Truth and Reconciliation. An Indigenous Garden would provide space for healing, wellness, culture and educational opportunities. The garden will also provide space to serve for reflection for all impacted by the residential school system. Staff feel the new park on Hartwell Way would make an ideal location for this project as the park design is rooted in nature and community inclusiveness. Also, there is ample Page 70 of 101 May 16, 2023 5 of 8 Report No. OPS23-009 opportunity to incorporate the garden easily in the un-programmed space. The amphitheatre, interpretive signage (part of current park design) and two (2) future schools across the road would provide for excellent educational opportunities. Should the location be agreed upon, staff would work in consultation with the Indigenous community to receive guidance during the planning stages and design. Advisory Committee Review Staff presented the park design to both the Community Advisory Committee and the Accessibility Committee. Comments received from both groups were taken into consideration and staff were able to incorporate numerous suggestions into the park design. Some of the incorporated suggestions include, additional seating/shade opportunities, utilization of berm to incorporate playground amenities to enhance the natural play theme and a variety of garden plot sizes/heights for accessibility. Legal Considerations The procurement process, with respect to this project, yielded bids that were all above the approved budget. Consequently, Council approval is required to increase the project budget for staff to be able to award the project to a compliant bidder. If Council does not increase the capital budget amount, the tender will be cancelled, and the contract will not be awarded to any of the bidders. It is in Council’s discretion to not award the contract where there are insufficient funds available. Financial Implications Staff recommend that Council proceed with the full proposed project scope. It is recommended that total capital budget authority of $2,720,940 be approved for this project, representing an increase of $1,220,900. Table 1 presents a summary of the estimated total requirements to construct the proposed new park on Harwell Way as designed and recommended by staff: Table 1 Non - Programmed Park in 2C (Project # 73299) Page 71 of 101 May 16, 2023 6 of 8 Report No. OPS23-009 Description Total Budget Consultant $60,100 Park Construction $2,271,860 Contingencies $339,960 Non-Recoverable HST (1.76%) $48,980 Total Budget $2,720,900 Less: Previously Approved Budget $1,500,000 Variance $1,220,900 Staff recommend that the full proposed capital budget authority of $2,720,900 be fully funded from the Cash-in-Lieu of Parkland Reserve as there are sufficient funds available in this reserve to accommodate this requirement. Should Council approve the proposed funding for this project, this reserve’s balance is projected to remain healthy over the next ten (10) years concluding the period at $30,000,000. By fully funding this project from this alternative funding source, it will help to alleviate pressure on an already strained Parks & Recreation Development Charge reserve. If this project continues to be funded from this funding source, the Parks & Recreation DC reserve balance is projected to reach a deficit of $14,641,200 by the end of the current ten (10)-year planning period. Of note, this projection also assumes the construction of a new recreation facility. Should the alternative funding source for this project be approved, the balance of the Parks & Recreation DC reserve at the end of ten (10) years would improve slightly to a deficit of $13,408,600. Table 2 outlines the proposed funding source changes to Capital Project # 73299. Page 72 of 101 May 16, 2023 7 of 8 Report No. OPS23-009 Table 2 Non-Programmed Park in 2C (Project # 73299) Funding Source Approved Proposed Change Proposed Total Parks & Recreation DC $1,350,000 -$1,350,000 $0 Growth & New $150,000 -$150,000 $0 Cash in Lieu Parkland $0 $2,720,900 $2,720,900 Total $1,500,000 $1,220,900 $2,720,900 Communications Considerations The Town of Aurora will inform the public of any construction and closures because of the capital project through regular communications channels, including appropriate signage at the site. Climate Change Considerations The park design has an overall natural theme, utilizing natural products and incorporating extensive landscape plantings that all play an important roll mitigating the impacts of a changing climate. Recommendations from this report do not immediately impact greenhouse gas emissions or impact climate change adaptation; however, if design of components change there could be some minimal impact. Link to Strategic Plan The Non-Programmed Park Design supports the Strategic Plan Goal of Investing in sustainable infrastructure by maintaining infrastructure to support forecasted population growth through technology, waste management, roads, emergency services and accessibility. Alternative(s) to the Recommendation 1. Council could choose to defer construction of the playground and/or the community garden to a future year. 2. Council provide further direction. Page 73 of 101 May 16, 2023 8 of 8 Report No. OPS23-009 Conclusions Staff recommend that this project move forward as per the original approved scope as designed, for the construction of a new neighborhood park on Hartwell Way. Consequently, it is recommended that the total capital budget authority for Capital Project No. 73299 be increased to $2,720,940 and that this full spending authority be funded from the Cash-in-Lieu of Parkland Reserve. Attachments Attachment # 1 – Proposed Park Design Previous Reports OPS20-006 Non-Programmed Park Design, March 24, 2020. OPS21-001 Hartwell Way Non-Programmed Park - Public Consultation, January 12, 2021. OPS22-006 Neighbourhood Park on Hartwell Way – Funding Increase, May 3, 2022 Pre-submission Review Agenda Management Team review on April 27, 2023 Approvals Approved by Luigi Colangelo, Acting Director, Operational Services Approved by Doug Nadorozny, Chief Administrative Officer Page 74 of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of 202020-062JOB NO.:File #2020-062.599 LIVERPOOL ROADPICKERING, ON L1W 1R1TEL 905-839-5599EMAIL INFO@HKLA.CAHARTWELL WAYST. JOHNS SIDEROADWILLIAM GRAHAM DR.SUBJECT PROPERTY276 & 310 HARTWELL WAY, AURORA, ONPETER FEHERTY, M.Sc., P.EngBaseTech Consulting Inc.309 Roywood Crescent, Newmarket,ON L3Y 1A6ENGINEER:ANDREW WOODV.A.Wood Assoc. Ltd1080 Tapscott Rd, Scarborough, ONM1X 1E7GEO-TECHNICAL:REVISIONS NO. DATENOTES BY 1 2020/08/31 CONCEPT DESIGN LZH 2 2021/07/23 COMPLETED DRAWING SET LZH 3 2021/12/02 REVISED AS PER COMMENTSLZHThe Town's Procurement # 2021-99-OPS-PTMARYLEINJ.MEMBERONOITICOSSAOIRATNOSTCEIHCRAEPACSDNALFTA LANDSCAPE PLAN 1:3005L-L10 2 4 6 8 10 20 30 40mSCALE 1:3002515SUMM E R W INTERSUN PATHSUN PATHSET SETRISERISENWE ENLARGEMENT ON L-L2ENLARGEMENT ON L-T1 ENLARGEMENT ON L-L3ENLARGEMENT ON L-L42L-D4HEAVY DUTYASPHALT SURFACE9L-D3VAN ACCESSIBLEPARKING SIGN11L-D3ACCESSIBLEPARKING SIGN7L-D3STANDARDACCESSIBLEPARKING STALL12L-D3SIDEWALK RAMPS -TOWN OF AURORA(3)200cm Ht.ACE SAC(5)80cm Ht.COR STO(9)80cm Ht.RHU TYP(5)80cm Ht.COR ALT(3)200cm Ht.ACE SUGFIRE AND EMERGENCY ROUTETHE CONTRACTOR TO WEED THESEEDED BEDS FOR 2 YEARS,UNTIL WILDFLOWER MEADOW ISESTABLISHED.NOTE (REQUIRED):15L-D3PEDESTRIANCROSSING PAINTLINEPARK DIVISIONHORTICULTURAL STAFF WILLBE DESIGNING ANDINSTALLING NATIVEPERENNIALS12L-D3SIDEWALK RAMPS -TOWN OF AURORA15L-D3PEDESTRIAN CROSSINGPAINT LINECONCRETE SIDEWALK TERMINATED3L-D6NO ENTRY SIGN1L-T1TREE PROTETIONFENCING - TOWN OFAURORA1L-T1TREE PROTETIONFENCING - TOWN OFAURORA2L-D7DRIVEWAYENTRANCE - TOWNOF AURORA8L-D3VAN ACCESSIBLEPARKING STALLTYPE A13L-D3CONCRETESIDEWALK - TOWNOF AURORA8L-D4CONCRETE BARRIERCURB14L-D4DOG WASTECONTAINMENTLIGHT STANDARD ALONG WALKWAYLEGEND - LIGHTINGL#LP#LIGHT STANDARD FOR PARKING LOTLG#LIGHT UNDER SHADE STRUCTUREAttachment 1Page 75 of 101 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. PDS 2 3 -0 62 Subject: Retail Cannabis Update 2023 Prepared by: Lisa Hausz, Manager, Economic Development and Policy Department: Planning and Development Services Date: May 16, 2023 Recommendation 1. That Report No. PDS23-062 be received for information. Executive Summary This report provides an update on the Town’s thirteen (13) authorized retail cannabis locations, and the $78,619 in funding received as part of the Ontario Cannabis Legalization Implementation Fund.  Summary of criteria for objections to cannabis licensing.  Town received funding as an Opt-in Cannabis community.  There are currently 13 ACGO authorized retail locations open in Aurora. Background On January 21, 2019, Aurora Council passed a resolution to opt-in and permit cannabis retail stores within the Town of Aurora. In September 2022, a notice of motion was passed by Council with the following direction: Now Therefore Be It Hereby Resolved That staff report back to Council at its earliest convenience and include in a report, but are not limited to: a) Number of retail Cannabis stores in Aurora; b) A full financial accounting of what the Town received directly or indirectly as a result of opting in; Page 76 of 101 May 16, 2023 2 of 8 Report No. PDS23-062 c) All written submissions issued by staff to the AGCO after receiving notice of a new Cannabis retail store in Aurora. The Alcohol and Gaming Commission of Ontario (AGCO) allows for written submissions in objection to a proposed license to a cannabis retail operator. Written submissions to the AGCO, within the 15-day submission period, are limited to whether the issuance of a retail store authorization for the specific location is in the public interest. For this purpose, matters of public interest pertain only to protecting public health and safety, protecting youth and restricting their access to cannabis and preventing illicit activities in relation to cannabis. The Province has established criteria, and Council recommended additional criteria for ACGO’s consideration on applications. Summary of criteria for objections to cannabis licensing. Provincial Criteria for Objections to Cannabis Licensing The ACGO Registrar will consider written submissions as to why the proposed store is not in the public interest as set out in the regulation made under the Cannabis Licence Act, 2018. The following are matters of public interest that can be considered by the Registrar:  Protecting public health and safety;  Protecting youth and restricting their access to cannabis;  Preventing illicit activities in relation to cannabis. A cannabis retail store must be a stand-alone store (i.e. it cannot be part of another store that sells other products), cannot be located near a school or private school, as defined in the Education Act, and is considered near if the proposed retail store is less than 150 metres away from the property line of the school or private school. Town Criteria for Objections to Cannabis Licensing At a special Council meeting on January 21, 2019, Town Council recommended additional criteria as part of opting in to permit cannabis retail stores in Aurora. Council requested that the AGCO consider the following restrictions as a matter of public interest: 1. That private cannabis retail stores not be permitted within 150 metres from daycares, nurseries, parks, group homes or addiction and counselling facilities, the Aurora Community Centre, the Aurora Family Leisure Complex, the Stronach Aurora Recreation Complex, the Aurora Public Library and Town Hall and any other similar public gathering uses; Page 77 of 101 May 16, 2023 3 of 8 Report No. PDS23-062 2. That private cannabis retails stores not be permitted within 150 metres of each other. Further, Council authorized staff to review applications and provide written submissions to the ACGO for those that do not meet the Town’s criteria. Submissions were sent to the ACGO on 8 of 14 applications (see Attachment 1 – Town Submissions to the ACGO). The number of cannabis retail locations and/or proximity to each other are not objectionable criteria for submission to the ACGO. While location clustering or saturation is a common concern in many opt-in communities, it is not from an enforcement perspective, but rather a community perception concern. Municipalities have no control over locations other than zoning enforcement. Despite Council’s recommendation, the ACGO has not adopted Council’s additional criteria, and the ultimate decision whether a retail cannabis store is permitted to operate solely lies with the Alcohol and Gaming Commission of Ontario. However, there are examples of advocacy for regulation revisions on both sides of the retail landscape including municipalities, the Association of Municipalities of Ontario (AMO), Ontario’s Cannabis Policy Council (Ontario Chamber of Commerce), and the Retail Cannabis Council of Ontario. Each stakeholder group recognizes that in order to support the safe and sustainable growth of the industry, revisions must be made to ensure all stakeholders are protected. Most recent municipal advocacy is from Mississauga and Brampton, where Mississauga’s Council recently voted 8-4 to opt-in to host authorized retailers to combat the city’s illegal cannabis operations. Brampton Council recently passed a motion to advocate to the ACGO for more municipal control over clustering and location proximity (i.e. expanding the 150m distance from schools, and adding other restrictions, similar to those proposed by Aurora Council in 2019). Analysis Town received funding as an Opt-in Cannabis community. Through the Ontario Cannabis Legalization Implementation Fund (OCLIF), the Province provided municipalities with proportioned shares of approximately $44 million in funding to help with the implementation costs of recreational cannabis legalization. OCLIF was distributed as follows:  A first payment of $15 million to all municipalities on a per-household basis, adjusted so that at least $5,000 is provided to each municipality. Page 78 of 101 May 16, 2023 4 of 8 Report No. PDS23-062  Following the deadline for municipalities to opt-out under the Cannabis Licence Act, a second payment of $15 million. o Municipalities that opted-out of hosting private retail stores received $5,000 each. o Municipalities that do not opt-out of hosting private retail stores received funding on a per-household basis, adjusted to that each received at least $5,000. The remaining $10 million was set aside as contingency, to deal with any “unforeseen circumstances” that municipalities might encounter in relation to legalization of recreational cannabis, along with $4 million to complete the $44 million commitment. The Ministry has also committed that if Ontario’s portion of the federal excise duty on recreational cannabis over the first two years of legalization exceeds $100 million, the province will provide 50 percent of the surplus only to municipalities that have not opted out as of January 22, 2019. Any municipality that did not permit private cannabis retail stores did not receive this further funding. Therefore,  A third payment of the remaining $4 million to municipalities that did not opt-out of hosting retail stores on a per-household basis, adjusted so that each recipient municipality received at least $5,000, completing the $44 million commitment.  The final payment of $6.74 million as part of the federal excise duty was paid to municipalities that did not opt-out of hosting retail stores, adjusted so that each received at least $5,000. Below in Table 1 is a break down of the Town’s funding received as part of the opt-in payments:, Table 1 – Town of Aurora OCLIF Payments Date Payment Received Amount November 26, 2018 $26,324 February 12, 2019 $32,208 August 14, 2019 $13,420 March 29, 2021 $ 6,667 TOTAL $78,619 Page 79 of 101 May 16, 2023 5 of 8 Report No. PDS23-062 There are currently 13 ACGO authorized retail locations open in Aurora. The ACGO submits notification of licensing applications through the Town’s Clerks office who in turn, send the notice to the Chief Building Official, Manager of By-Law and Manager of Economic Development and Policy to review the application’s location and proximity to schools under the Province’s regulations. Additionally, the application location is screened at the 150m radius of Council’s recommended additional criteria. Table 2 outlines the current inventory of licensed cannabis retail locations in the Town. There are a total of 13 approved locations, and 1 license pending final approval. Table 2 – Authorized Retail Cannabis Locations in Aurora Store Name Address Status* Alpha Cannabis 118 Wellington St. E. Open - authorized 2020 Ashiro 15114 Yonge St. Open - authorized 2020 Cannera 15543 Yonge St. Open - authorized 2020 Dab Cannabis 444 Hollandview Trail Open - authorized 2021 Fika Local Cannabis 91 First Commerce Dr. Open - authorized 2020 Havok Smoke Cannabis 38 Wellington St. E. Open - authorized 2021 Jane's Cannabis Shop 160 Wellington St. E. Open - authorized 2020 Malibu Road 150 Hollidge Blvd. Open - authorized 2021 Nature's Haze 15570 Yonge St. Open - authorized 2020 Sessions Cannabis 15480 Bayview Ave. Open - authorized 2020 Spark Cannabis 15191 Yonge St. Open - authorized 2021 The Woods Cannabis 16015 Bayview Ave. Pending authorization Tokyo Smoke Aurora 14800 Yonge St. Open - authorized 2023 Value Buds 650 Wellington St. E. Open – authorized 2020 *authorized year is when the license was approved by ACGO, not necessarily the store’s opening year. Economic Impact Cannabis is a legal product that can be sold through retail outlets under a number of federal and provincial requirements, including that a municipality cannot restrict locations based on the type of product being sold. The Provincial Cannabis Retail requirements are much stricter than other products, including alcohol. Each store must have a licensed operator/owner, authorized location, certified manager and employees must follow strict training guidelines. The investment in a retail location is similar to other retailers including capital investment, risk, employment and compliance with all regulations under local, provincial and federal retail operations requirements. Page 80 of 101 May 16, 2023 6 of 8 Report No. PDS23-062 The Town of Aurora was the only municipality in York Region that opted-in to allow for retail cannabis locations in the first round. This put pressure on the Town as one of the closest locations serving York Region’s larger, southern, municipalities. As such, the Town experienced several applications through 2019, 2020, 2021 with 85% of the applications in the first two years, even during a pandemic. In 2022 and 2023, the applications have slowed with only 2 applications, and the market is beginning to see some stabilization, as far as saturation of the market. As of April 2023, as detailed in Table 2, above, there are 14 locations (13 approved, 1 pending). Product perception or stigma is inherent when a previously illegal substance is made legal. Despite any perception, the entrepreneurs that their risk time, capital and opportunity cost to open legitimate, legal businesses in Aurora, contribute in ways that should be recognized. These include:  Direct economic contribution – capital investment, local and self-employment, direct wages, revenues;  Indirect economic contribution – supplier activity that supports the retailers including manufacturing, packaging, transportation, insurance, finance, legal, and construction;  Induced economic contribution – wages spent locally by employees, and suppliers’ employees, on food, gas, daycare, housing, and other local goods and services;  GDP contribution – harmonized sales tax, payroll tax, property tax, corporate and personal income tax, licensing fees, etc. The authorized operators in Aurora are complying with regulations, and are operating under mandates as set out by the ACGO. Since the early days of opt-in, Town staff have received minimal and minor complaints related to the legal retail operations. Most inquires were signage or minor parking related issues, inquiries about the number of stores in town (clustering/saturation complaints) or to express general disapproval of them. Any specific complaints about store operations were referred the ACGO, and smoking offences were referred to the Region who deals with issues related to the Smoke-Free Ontario Act. Advisory Committee Review None Page 81 of 101 May 16, 2023 7 of 8 Report No. PDS23-062 Legal Considerations The Town does not have the authority to license private cannabis retail stores or prohibit them as a land use. However, private cannabis retail stores are still required to comply with the Town’s zoning by-law and the Official Plan in regard to zones and standards that apply to all retail stores (i.e. the store may only be located in a retail zone, it must comply with setbacks, etc.). In addition, the Building Code and Fire Code may apply if permits are required and where these codes do apply, the appropriate inspections would be required. All the above-mentioned authorized retail cannabis stores are in a retail zone and have complied with (or, in the case of the store that is pending authorization, is in the process of complying) with the Building Code and the Fire Code. Financial Implications As summarized under Table 1, the Town received a total of $71,952 in funding from the province in support of its implementation of recreational cannabis legalization within its borders. The Town also received a minor share of the province’s federal excise duty revenue on recreational cannabis in excess of $100 million of $6,667 in 2021 as a municipality that did not opt out. No further revenue sharing opportunities have been offered by the province as of this time. Communications Considerations The Town will inform the public on the information contained in this report by posting it to the Town’s website. Climate Change Considerations The recommendation from this report does not impact greenhouse gas emissions or impact climate change adaptation. Link to Strategic Plan This update is in support of the Town’s Strategic Plan’s Objective 2: Supporting small business and encouraging a more sustainable business environment. Page 82 of 101 May 16, 2023 8 of 8 Report No. PDS23-062 Alternative(s) to the Recommendation 1. That Council provide direction. Conclusions The Town of Aurora opted in to the Province’s legalized cannabis retail program that permitted the opening of regulated retail operations within commercial zones. By opting in, the Town received funding from the Province in the amount of $78,619, and the opening of 13 stores, with 1 pending. Attachments Attachment 1 – Town Submissions to the ACGO Previous Reports CS19-001, Proposed Private Cannabis Retail Stores in Aurora, January 21, 2019 CS19-004, Proposed Private Cannabis Retail Stores in Aurora – Additional Information, January 21, 2019 Pre-submission Review Agenda Management Team review on April 27, 2023 Approvals Approved by Marco Ramunno, Director, Planning and Development Services Approved by Doug Nadorozny, Chief Administrative Officer Page 83 of 101 Attachment 1 - Town Submissions to the ACGO Page 84 of 101 March 25, 2021 Tom Mungham, Chief Operating Officer Alcohol and Gaming Commission of Ontario 90 Sheppard Ave E, Suite 200-300 Toronto, ON M2N 0A4 Dear Mr. Mungham, Re: Cannabis retail store authorization application # 1146563 Please accept the Town of Aurora’s written submission in response to a cannabis retail store application file number 1146563, proposed to be located at 38 Wellington St E, Suite 1, with comments due by March 26, 2021. Town staff reviewed the proposed location against the Town’s criteria and offer the following comments: Municipal criteria In January 2019, Council recommended additional criteria be applied as part of opting in to permit cannabis retail stores in Aurora. Council requested that the AGCO consider the following restrictions as a matter of public interest: “That private cannabis retail stores not be permitted within 150 metres from daycares, nurseries, parks, group homes or addiction and counselling facilities, the Aurora Community Centre, the Aurora Family Leisure Complex, the Stronach Aurora Complex, the Aurora Public Library and Town Hall and any other similar public gathering uses;” AND “That private cannabis retail stores not be permitted within 150 metres of each other.” Planning and Development Services David Waters 905-726-4755 dwaters@aurora.ca Town of Aurora 100 John West Way Box 1000 Aurora, ON L4G 6J1 Page 85 of 101 Page 2 of 2 The following service represents a sensitive use within 150 metres of 38 Wellington St E, Suite 1, which results in the proposed retail cannabis location in Aurora to fail the Town’s criteria: Addiction and Counselling Facilities - Freedom From Addiction, located at 33 Victoria St is within 90 meters of the subject property at 38 Wellington St E, Suite 1. Therefore, the Town of Aurora officially objects to the cannabis retail store authorization application number 1146563, located at 38 Wellington St E, Suite 1. Yours truly, David Waters, MCIP, RPP, PLE Director of Planning and Development Services Page 86 of 101 July 14, 2020 Tom Mungham, Chief Operating Officer Alcohol and Gaming Commission of Ontario 90 Sheppard Ave E, Suite 200-300 Toronto, ON M2N 0A4 Dear Mr. Mungham, Re: Cannabis retail store authorization application # 984413 Please accept the Town of Aurora’s written submission in response to a cannabis retail store authorization application proposed for 118 Wellington Street East. Town staff have reviewed the proposed location against the Town’s criteria, and offer the following comments: Municipal criteria At a special Council meeting on January 21, 2019, Town Council recommended additional criteria as part of opting in to permit cannabis retail stores in Aurora. Council requested that the AGCO consider the following restrictions as a matter of public interest: “That private cannabis retail stores not be permitted within 150 metres from daycares, nurseries, parks, group homes or addiction and counselling facilities, the Aurora Community Centre, the Aurora Family Leisure Complex, the Stronach Aurora Complex, the Aurora Public Library and Town Hall and any other similar public gathering uses;” Daycares - Aurora Early Learning Centre, 138 Centre St, Aurora Ontario. It is located within 90 metres of 118 Wellington St E. Planning and Development Services David Waters 905-726-4755 dwaters@aurora.ca Town of Aurora 100 John West Way Box 1000 Aurora, ON L4G 6J1 Page 87 of 101 Page 2 of 2 There is a sensitive use within 150 metres of 118 Wellington Street East, which results in the proposed retail cannabis failing the Town’s criteria. Therefore, the Town of Aurora officially objects to the cannabis retail store authorization application number 984413, proposed for 118 Wellington St East. Yours truly, David Waters, MCIP, RPP, PLE Director of Planning and Development Services Page 88 of 101 June 29, 2020 Tom Mungham, Chief Operating Officer Alcohol and Gaming Commission of Ontario 90 Sheppard Ave E, Suite 200-300 Toronto, ON M2N 0A4 Dear Mr. Mungham, Re: Cannabis retail store authorization application # 870779 Please accept the Town of Aurora’s written submission in response to a cannabis retail store authorization application within the municipality. Specifically this is regarding your file number 870779, proposed to be located at 150 Hollidge Blvd, Unit 5, with comments due by July 3, 2020. Town staff have reviewed the proposed location against the Town’s criteria, and offer the following: Town of Aurora Criteria At a special Council meeting on January 21, 2019, Town Council recommended additional criteria as part of opting in to permit cannabis retail stores in Aurora. Council requested that the AGCO consider the following restrictions as a matter of public interest: “That private cannabis retail stores not be permitted within 150 metres from daycares, nurseries, parks, group homes or addiction and counselling facilities, the Aurora Community Centre, the Aurora Family Leisure Complex, the Stronach Aurora Complex, the Aurora Public Library and Town Hall and any other similar public gathering uses;” Daycares - Eh to Zed Preschool Canada Early Learning Academy, 108 Hollidge Blvd, Aurora Ontario. It is located within 125 metres of 150 Hollidge Blvd Unit, 5. Planning and Development Services David Waters 905-726-4755 dwaters@aurora.ca Town of Aurora 100 John West Way Box 1000 Aurora, ON L4G 6J1 Page 89 of 101 Page 2 of 2 Parks - Town of Aurora’s Chapman Park, located at 47 McMaster Ave, is located within 95 metres of 150 Hollidge Blvd, Unit 5. To conclude, there are at least two sensitive uses within 150 metres of 150 Hollidge Blvd, Unit 5, which cause the proposed retail cannabis location in Aurora to fail the Town’s criteria. Therefore, the Town of Aurora officially objects to the cannabis retail store authorization application number 870779, at 150 Hollidge Blvd, Unit 5. Yours truly, David Waters David Waters, MCIP, RPP, PLE Director of Planning and Development Services Page 90 of 101 December 11, 2020 Tom Mungham, Chief Operating Officer Alcohol and Gaming Commission of Ontario 90 Sheppard Ave E, Suite 200-300 Toronto, ON M2N 0A4 Dear Mr. Mungham, Re: Cannabis retail store authorization application # 1070799 Please accept the Town of Aurora’s written submission in response to a cannabis retail store authorization application file number 1070799 located at 265 Edward Street, Unit 7, with comments due by December 17, 2020. Town staff have reviewed the proposed location against the Town’s criteria, and offer the following comments: Municipal Criteria At a special Council meeting on January 21, 2019, Town Council recommended additional criteria as part of opting in to permit cannabis retail stores in Aurora. Council requested that the AGCO consider the following restrictions: “That private cannabis retail stores not be permitted within 150 metres from daycares, nurseries, parks, group homes or addiction and counselling facilities, the Aurora Community Centre, the Aurora Family Leisure Complex, the Stronach Aurora Complex, the Aurora Public Library and Town Hall and any other similar public gathering uses;” AND “That private cannabis retail stores not be permitted within 150 metres of each other.” Planning and Development Services David Waters 905-726-4755 dwaters@aurora.ca Town of Aurora 100 John West Way Box 1000 Aurora, ON L4G 6J1 Page 91 of 101 Page 2 of 2 Parks - The Town of Aurora’s Aurora War Memorial Peace Park, located at 14659 Yonge St is located adjacent to the southern property line of the subject property at 265 Edward Street, Unit 7. In summary, there is at least one sensitive use within 150 metres of 265 Edward Street, Unit 7, which results in the proposed retail cannabis location in Aurora failing the Town’s criteria. Therefore, the Town of Aurora officially objects to the cannabis retail store authorization application number 1070799 located at 265 Edward Street, Unit 7. Yours truly, David Waters, MCIP, RPP, PLE Director of Planning and Development Services Page 92 of 101 November 10, 2020 Tom Mungham, Chief Operating Officer Alcohol and Gaming Commission of Ontario 90 Sheppard Ave E, Suite 200-300 Toronto, ON M2N 0A4 Dear Mr. Mungham Re: Cannabis Retail Store Authorization Application Number 1061749 This letter is submitted in response to a cannabis retail store authorization application proposed to be located at 15114 Yonge St in the Town of Aurora. Specifically, this submission represents the Town of Aurora’s response to File Number 1061749. Town staff have reviewed the proposed location against the Town’s criteria, and offer the following comments: Municipal criteria In January 2019, Town Council endorsed additional criteria as part of opting in to permit cannabis retail stores in Aurora. Council requested that the AGCO consider the following restrictions as a matter of public interest: “That private cannabis retail stores not be permitted within 150 metres from daycares, nurseries, parks, group homes or addiction and counselling facilities, the Aurora Community Centre, the Aurora Family Leisure Complex, the Stronach Aurora Complex, the Aurora Public Library and Town Hall and any other similar public gathering uses;” The Church St Montessori at 17 Church Street is a daycare that is located within 87.5 metres of 15114 Yonge Street. The Aurora Public Library at 15145 Yonge St is located within 57.3 metres of 15114 Yonge Street. Planning and Development Services David Waters 905-726-4755 dwaters@aurora.ca Town of Aurora 100 John West Way Box 1000 Aurora, ON L4G 6J1 Page 93 of 101 Page 2 of 2 In summary, there is at least two sensitive uses located within 150 metres of 15114 Yonge Street which results in the proposed retail cannabis location in Aurora failing the Town’s criteria (see attached map). Therefore, the Town of Aurora officially objects to the Cannabis Retail Store Authorization Application Number 1061749 at 15114 Yonge Street. Yours truly, David Waters, MCIP, RPP, PLE Director of Planning and Development Services Encl. Page 94 of 101 October 19, 2020 Tom Mungham, Chief Operating Officer Alcohol and Gaming Commission of Ontario 90 Sheppard Ave E, Suite 200-300 Toronto, ON M2N 0A4 Dear Mr. Mungham, Re: Cannabis retail store authorization application # 1034476 Please accept the Town of Aurora’s written submission in response to a cannabis retail store authorization application within the municipality. Specifically this is regarding your file number 1034476, proposed to be located at 15480 Bayview Ave, Unit D0103, with comments due by October 19, 2020. Town staff have reviewed the proposed location against the Town’s criteria, and offer the following: Municipal criteria At a special Council meeting on January 21, 2019, Town Council recommended additional criteria as part of opting in to permit cannabis retail stores in Aurora. Council requested that the AGCO consider the following restrictions as a matter of public interest: “That private cannabis retail stores not be permitted within 150 metres from daycares, nurseries, parks, group homes or addiction and counselling facilities, the Aurora Community Centre, the Aurora Family Leisure Complex, the Stronach Aurora Complex, the Aurora Public Library and Town Hall and any other similar public gathering uses;” Daycares - Eh to Zed Preschool Canada Early Learning Academy, 108 Hollidge Blvd, Aurora Ontario. It is located within 135 metres of 15480 Bayview Ave, Unit D0103. Planning and Development Services David Waters 905-726-4755 dwaters@aurora.ca Town of Aurora 100 John West Way Box 1000 Aurora, ON L4G 6J1 Page 95 of 101 Page 2 of 2 To conclude, there is at least one sensitive use within 150 metres of 15480 Bayview Ave, Unit D0103, which results in the proposed retail cannabis location failing the Town’s criteria. Therefore, the Town of Aurora officially objects to the cannabis retail store authorization application number 1034476, located at 15480 Bayview Ave, Unit D0103. Yours truly, David Waters, MCIP, RPP, PLE Director of Planning and Development Services Page 96 of 101 December 11, 2020 Tom Mungham, Chief Operating Officer Alcohol and Gaming Commission of Ontario 90 Sheppard Ave E, Suite 200-300 Toronto, ON M2N 0A4 Dear Mr. Mungham, Re: Cannabis retail store authorization application # 989711 Please accept the Town of Aurora’s written submission in response to a cannabis retail store authorization application file number 989711, proposed to be located at 15543 Yonge St, Unit 1, with comments due by December 11, 2020. Town staff have reviewed the proposed location against the Town’s criteria, and offer the following comments: Municipal Criteria At a special Council meeting on January 21, 2019, Town Council recommended additional criteria as part of opting in to permit cannabis retail stores in Aurora. Council requested that the AGCO consider the following restrictions: “That private cannabis retail stores not be permitted within 150 metres from daycares, nurseries, parks, group homes or addiction and counselling facilities, the Aurora Community Centre, the Aurora Family Leisure Complex, the Stronach Aurora Complex, the Aurora Public Library and Town Hall and any other similar public gathering uses;” AND “That private cannabis retail stores not be permitted within 150 metres of each other.” Planning and Development Services David Waters 905-726-4755 dwaters@aurora.ca Town of Aurora 100 John West Way Box 1000 Aurora, ON L4G 6J1 Page 97 of 101 Page 2 of 2 Parks - The Town of Aurora’s Craddock Park, located at 5 Batson Drive is located within 90 metres of 15543 Yonge St, Unit 1. Private Cannabis Retail Stores - Nature’s Haze, located at 15570 Yonge St, Unit 8, Aurora Ontario (Application # 961551) listed status on the AGCO’s website as “In Progress” is located within 85 metres of 15543 Yonge St, Unit 1. In summary, there is at least two sensitive uses within 150 metres of 15543 Yonge St, Unit 1, which result in the proposed retail cannabis location in Aurora failing the Town’s criteria. Therefore, the Town of Aurora officially objects to the cannabis retail store authorization application number 989711, located at 15543 Yonge St, Unit 1. Yours truly, David Waters, MCIP, RPP, PLE Director of Planning and Development Services Page 98 of 101 July 24, 2020 Tom Mungham, Chief Operating Officer Alcohol and Gaming Commission of Ontario 90 Sheppard Ave E, Suite 200-300 Toronto, ON M2N 0A4 Dear Mr. Mungham, Re: Cannabis Retail Store Authorization Application # 961551 This letter is submitted in response to a cannabis retail store authorization application proposed to be located at 15570 Yonge St, Unit 8 in the Town of Aurora. Specifically, this submission represents the Town of Aurora’s response to File Number 961551. Town staff have reviewed the proposed location against the Town’s criteria, and offer the following comments: Municipal Criteria In January 2019, Town Council endorsed additional criteria as part of opting in to permit cannabis retail stores in Aurora. Council requested that the AGCO consider the following restrictions as a matter of public interest: “That private cannabis retail stores not be permitted within 150 metres from daycares, nurseries, parks, group homes or addiction and counselling facilities, the Aurora Community Centre, the Aurora Family Leisure Complex, the Stronach Aurora Complex, the Aurora Public Library and Town Hall and any other similar public gathering uses;” Two municipal parks are located within 150 metres of the proposed cannabis store - The Town of Aurora’s Machell Park, located at 15 Orchard Park Blvd is located within 75 metres of 15570 Yonge St, Unit 8. - The Town of Aurora’s Craddock Park, located at 5 Batson Dr is located within 70 metres of 15570 Yonge St, Unit 8. Planning and Development Services David Waters 905-726-4755 dwaters@aurora.ca Town of Aurora 100 John West Way Box 1000 Aurora, ON L4G 6J1 Page 99 of 101 Page 2 of 2 In summary, there is at least two sensitive uses located within 150 metres of 15570 Yonge St, Unit 8, which results in the proposed retail cannabis location in Aurora failing the Town’s criteria. Therefore, the Town of Aurora officially objects to the Cannabis Retail Store Authorization Application Number 961551, at 15570 Yonge St, Unit 8. Yours truly, David Waters, MCIP, RPP, PLE Director of Planning and Development Services Page 100 of 101 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Notice of Motion Mayor’s Office _______________________________________________________________________________________ Re: Urban Mobility Vehicles To: Members of Council From: Mayor Tom Mrakas Date: May 16, 2023 _______________________________________________________________________________________ Whereas the Province of Ontario intends to propose legislation to allow Urban Mobility Vehicles (UMVs) to be driven on municipal roads as part of a pilot project, should a municipality choose; and Whereas UMVs have emerged as a promising new form of sustainable transportation that can reduce traffic congestion, improve air quality, and promote healthy lifestyles; and Whereas the Town of Aurora recognizes the need for sustainable transportation options that can meet the needs of urban communities; 1. Now Therefore Be It Hereby Resolved That the Town staff be directed to create a proposed bylaw that allows UMVs to be driven on municipal roads in the Town of Aurora once the legislation that allows UMVs to be driven on municipal roads is in force; and 2. Be It Further Resolved That the proposed bylaw be designed to ensure the safety of all road users, including pedestrians, cyclists, and other vehicles, and will include provisions for insurance, licensing, and registration of UMVs; and 3. Be It Further Resolved That the Town staff be directed to engage with the public and stakeholders throughout the process, including hosting public meetings and seeking feedback on the proposed bylaw; and 4. Be It Further Resolved That the Town staff be directed to report back to Council within six months of hosting the public meetings with a detailed report outlining the implementation plan for the proposed bylaw, and any necessary amendments or adjustments to ensure the safety and effectiveness of UMVs on municipal roads. Page 101 of 101