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Agenda - Council - 20240227Town of Aurora Council Meeting Revised Agenda Date:Tuesday, February 27, 2024 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 Note: 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 Rick Armstrong, Resident; Re: Item 9.3 Member Motion - Councillor Gallo; Re: Windrow Program and Council Compensation 1 7.Consent Agenda 2 That the Consent Agenda, items 7.1 to 7.5 inclusive, be approved. 7.1 Council Meeting Minutes of January 30, 2024 8 That the Council Meeting Minutes of January 30, 2024, be adopted as circulated. 1. 7.2 Council Public Planning Meeting Minutes of January 23, 2024 21 That the Council Public Planning Meeting Minutes of January 23, 2024, be adopted as circulated. 1. 7.3 Special Meeting of Council Minutes of February 6, 2024 26 That the Special Meeting of Council Minutes of February 6, 2024, be adopted as circulated. 1. 7.4 Council Closed Session Minutes of January 30, 2024 (confidential attachment) That the Council Closed Session Minutes of January 30, 2024, be adopted as circulated. 1. 7.5 Council Closed Session Public Meeting Minutes of January 30, 2024 29 That the Council Closed Session Public Meeting Minutes of January 30, 2024, be adopted as circulated. 1. *7.6 Council Public Planning Meeting Minutes of February 13, 2024 32 That the Council Public Planning Meeting Minutes of February 13, 2024, be adopted as circulated. 1. 8.Standing Committee Reports That the Standing Committee Reports, items 8.1 and 8.2, be received and the recommendations carried by the Committee approved. 8.1 General Committee Meeting Report of February 6, 2024 38 8.1.1 Memorandum from Councillor Thompson; Re: Lake Simcoe Region Conservation Authority Board Meeting Highlights of November 24 and December 15, 2023 45 That the memorandum regarding Lake Simcoe Region Conservation Authority Board Meeting Highlights of November 24 and December 15, 2023, be received for information. 1. 8.1.2 Parks and Recreation Advisory Committee Meeting Minutes of January 18, 2024 52 That the Parks and Recreation Advisory Committee Meeting Minutes of January 18, 2024, be received for information. 1. 8.1.3 Mayor’s Golf Classic Funds Committee Meeting Minutes of February 2, 2024 56 That the Mayor’s Golf Classic Funds Committee Meeting Minutes of February 2, 2024, be received for information. 1. 8.1.4 OPS24-001 - Urban Forest Study Update 60 That Report No. OPS24-001 be received; and1. That the recommendations in the Urban Forest Study be endorsed in principle, allowing staff to implement recommendations subject to Council approval of budgetary implications where applicable; and 2. That Council establish a target of 40% tree canopy coverage to be achieved prior to the next Official Plan Update. 3. 8.1.5 OPS24-002 - Parkland Naming 99 That Report No. OPS24-002 be received; and1. That Council approve the selection of names for four Town of Aurora parks as presented. 2. 8.1.6 CMS24-004 - Facility Allocation Policy - Update 106 That Report No. CMS24-004 be received; and1. That the Facility Allocation Policy be approved.2. 8.1.7 PDS24-002 - Aurora Heights Drive Pedestrian Crossover 121 That Report No. PDS24-002 be received for information. 1. 8.1.8 PDS24-003 - Hollandview Trail Pedestrian Crossover 134 That Report No. PDS24-003 be referred back to staff to report back on the option of a physical barrier at the subject location. 1. 8.1.9 Member Motion - Councillor Gilliland; Re: Council/Committee Meeting Structure Under Strong Mayor Powers 147 Now Therefore Be It Hereby Resolved That Council requests that the Mayor reconsider using strong mayor powers to alter the current structure of Council and/or committee meetings, but rather remains the same as officials were originally elected to do; and 1. Be It Further Resolved That a copy of this Motion be sent to the Hon. Doug Ford, Premier of Ontario, the Hon. Michael Parsa, MPP Aurora—Oak 2. Ridges—Richmond Hill, Dawn Gallagher Murphy, MPP Newmarket—Aurora, and all Ontario municipalities. 8.1.10 Member Motion - Mayor Mrakas; Re: Supporting Affordable Housing and Gentle Density 148 Now Therefore Be It Hereby Resolved That as part of the Town’s Comprehensive Zoning By-law Review, staff be directed to implement as-of-right permissions to allow up to four (4) residential units on properties zoned for single detached, semidetached, or townhouse dwellings, provided the lots are of sufficient size and the necessary servicing and parking requirements are met; and 1. Be It Further Resolved That Staff report back to Council on the review and implementation of this update as part of the Comprehensive Zoning By-law Review process. 2. 8.2 General Committee Meeting Report of February 20, 2024 150 8.2.1 Special Council Closed Session Public Meeting Minutes of January 22, 2024 159 That the Special Council Closed Session Public Meeting Minutes of January 22, 2024, be adopted as circulated. 1. 8.2.2 Accessibility Advisory Committee Meeting Minutes of January 10, 2024 162 That the Accessibility Advisory Committee Meeting Minutes of January 10, 2024, be received for information. 1. 8.2.3 PDS24-021 - Aurora Business Improvement Area Governance Review and Downtown Collaboration Model Alternatives 167 That Report No. PDS24-021 be referred back to staff.1. 8.2.4 CS24-005 - Dissolution of General Committee and Establishment of Committee of the Whole 194 That Report No. CS24-005 be received for information.1. 8.2.5 FIN24-009 - ONE Joint Investment Board (JIB) Agreement 289 Amendment and By-law That Report No. FIN24-009 be received; and1. That a by-law be enacted to approve the following:2. an increase in the maximum number of ONE Joint Investment Board (JIB) members from 10 to 12; and a. the ONE JIB Records Retention By-law and the delegation to ONE JIB’s Secretary of the necessary powers and duties to deal with the records of ONE JIB; and b. changes to the amendment provisions of the ONE JIB Agreement. c. 8.2.6 CMS24-005 - Petch House - Considerations 299 That Report No. CMS24-005 be received; and1. That the proposed renovations of the Petch House be approved; and 2. That a new capital project with capital budget authority of $50,000 be approved, to be funded from the Heritage reserve fund. 3. 8.2.7 Member Motion - Mayor Mrakas; Re: Request for Amenity Sharing Memorandum of Understanding (MOU) with School Boards for Evening/Weekend Gymnasium Use 306 Now Therefore Be It Hereby Resolved That this Council requests the Province and the Minister of Education to assist in making school board facilities available to local municipalities on a priority, at a cost recovery rate; and 1. Be It Further Resolved That Council requests the School Boards within the jurisdiction of the Town of Aurora to enter into a Memorandum of Understanding (MOU) with the Town for the shared use of school gymnasiums on evenings and weekends; and 2. Be It Further Resolved That a copy of this request be sent to the relevant School Boards, expressing the Town's interest in establishing a collaborative agreement for evening and weekend gymnasium 3. access; and Be It Further Resolved That the Town staff is directed to collaborate with the School Boards in drafting the terms and conditions of the MOU, ensuring clarity and fairness in the shared use of these facilities; and 4. Be It Further Resolved That upon reaching an agreement, the MOU shall be presented to Council for review and approval; and 5. Be It Further Resolved That a copy of this Motion be sent to The Honourable Doug Ford, Premier of Ontario, The Honourable Paul Calandra, Minister of Municipal Affairs and Housing, The Honourable Stephen Lecce, Minister of Education, Marit Stiles, Leader of the Ontario New Democratic Party, Bonnie Crombie, Leader of the Ontario Liberal Party, and all MPPs in the Province of Ontario; and 6. Be It Further Resolved That a copy of this Motion be sent to the Association of Municipalities of Ontario (AMO) and all Ontario municipalities for their consideration of support. 7. 8.2.8 Member Motion - Councillor Gilliland; Re: Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement 308 Now Therefore Be It Hereby Resolved That the Town of Aurora supports the call of action the Association of Municipalities of Ontario, (AMO), has submitted to the Government of Ontario to introduce legislation to strengthen municipal Codes of Conduct and compliance with them, in consultation with municipal governments; and 1. Be It Further Resolved That the legislation encompasses the Association of Municipalities of Ontario’s letter of recommendations which includes options for enforcing compliance by council members with municipal Codes of Conduct such as 2. Updating municipal Codes of Conduct to account for workplace safety and harassment • Creating a flexible administrative penalty regime, adapted to the local economic and financial • circumstances of municipalities across Ontario Increasing training of municipal Integrity Commissioners to enhance consistency of investigations and recommendations across the province • Allowing municipalities to apply to a member of the judiciary to remove a sitting member if recommended through the report of a municipal Integrity Commissioner • Prohibit a member so removed from sitting for election in the term of removal and the subsequent term of office; and • Be It Further Resolved That a copy of this Motion be sent to the Hon. Doug Ford, Premier of Ontario, the Hon. Michael Parsa, MPP Aurora—Oak Ridges—Richmond Hill, and Dawn Gallagher Murphy, MPP Newmarket—Aurora, the Hon. Paul Calandra, Minister of Municipal Affairs and Housing, and all 444 Ontario municipalities. 3. 8.2.9 York Regional Council Highlights of January 25, 2024 310 That the York Regional Council Highlights of January 25, 2024, be received for information. 1. 8.2.10 New Business Motion No. 1 That the timing and notice provisions in section 46 of the Procedure By-law be waived to permit a motion to reconsider the Special Council Closed Session minutes of January 22, 2024; and 1. That the adoption of the confidential Special Council Closed Session minutes of January 22, 2024, be reconsidered. 2. 9.Consideration of Items Requiring Discussion (Regular Agenda) 9.1 PDS24-022 - Additional Information to Report No. PDS24-002 Aurora Heights Drive Pedestrian Crossover 317 That Report No. PDS24-022 be received for information.1. 9.2 PDS24-023 - Additional Information to Report No. PDS24-003 323 Hollandview Trail Pedestrian Crossover That Report No. PDS24-023 be received for information.1. 9.3 Member Motion - Councillor Gallo; Re: Windrow Program and Council Compensation 333 (Deferred from General Committee meeting of February 20, 2024) Now Therefore Be It Hereby Resolved That the 2024 budget be amended to include the total cost of Council Compensation as outlined in the October 24, 2023 resolution; and 1. Be It Further Resolved That the 2024 budget be amended to include the total cost of the windrow program; and 2. Be It Further Resolved That both items be funded from the tax rate stabilization reserve. 3. 10.New Business 11.By-laws 11.1 By-law Number XXXX-24 - Being a By-law to amend By-law Number 5815-16, to establish a record classification structure and retention periods for The Corporation of the Town of Aurora. 334 (General Committee Report No. CS23-068, Nov. 7, 2023) 12.Closed Session 13.Confirming By-law 13.1 By-law Number XXXX-24 - Being a By-law to confirm actions by Council resulting from a Council meeting on February 27, 2024 490 14.Adjournment 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Delegation Request This request and any written submissions or background information for consideration by either Council or Committees of Council is being submitted to Legislative Services. Council or Committee (Choose One) * Council Council or Committee Meeting Date *  2024-2-27 Subject * Councils pay rise attempts Full Name of Spokesperson and Name of Group or Person(s) being Represented (if applicable) * Rick Armstrong Brief Summary of Issue or Purpose of Delegation * To argue to case against pay hike for the third time being still a thing! Have you been in contact with a Town staff or Council member regarding your matter of interest? * Yes No I acknowledge that the Procedure By-law permits five (5) minutes for Delegations. * Agree  Page 1 of 490 Town of Aurora Council Public Planning Meeting Minutes Date: Time: Location: Tuesday, February 13, 2024 7 p.m. Council Chambers, Aurora Town Hall Council Members: Mayor Tom Mrakas (Chair) Councillor Ron Weese Councillor Rachel Gilliland Councillor Wendy Gaertner Councillor Michael Thompson Councillor John Gallo Councillor Harold Kim Other Attendees: Marco Ramunno, Director, Planning and Development Services Adam Robb, Associate Manager of Development Planning Jaclyn Grossi, Deputy Town Clerk Emily Freitas, Council/Committee Coordinator _____________________________________________________________________ 1. Call to Order The Mayor called the meeting to order at 7:00 p.m. Council consented to recess the meeting at 9:00 p.m. and reconvened the meeting at 9:14 p.m. Council consented to recess the meeting at 11:03 p.m. and reconvened the meeting at 11:13 p.m. Council consented to extend the hour past 10:30 p.m. Council consented to extend until 12:00 a.m. Council consented to extend until 12:30 a.m. Council consented to extend until 1:00 a.m. Page 2 of 490 Council Public Planning Meeting Minutes Tuesday, February 13, 2024 2 2. Land Acknowledgement Mayor Mrakas 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 That the revised agenda as circulated by Legislative Services be approved. Moved by Councillor Thompson Seconded by Councillor Gallo That the revised agenda as circulated by Legislative Services be approved. Yeas (6): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, and Councillor Gallo Absent (1): Councillor Kim Carried (6 to 0) 4. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. 5. Planning Applications The Mayor outlined the procedures that would be followed in the conduct of the public meeting. The Deputy Town Clerk confirmed that the appropriate notice was provided. 5.1 PDS24-017 - Zoning By-law Amendment Application, Regional Municipality of York, 14452 Yonge Street, File Number: ZBA-2022-04 Applicant Page 3 of 490 Council Public Planning Meeting Minutes Tuesday, February 13, 2024 3 Scott Arbuckle, Director, Arcadis IBI Group, noted that they were accompanied by Erin Mahone, Chief Administrative Officer, York Region, Katherine Chislett, Commissioner, Community Health and Services, Karen Antonio-Hadcock, Acting General Manager. Housing Services, Gabriel Wong, Director, Housing Development and Asset Strategy, Colin Simic, Housing Development Planner, Affordable Housing Development, Kevin Powell, General Manager, Social Services, Carmela Siappa, Manager, Homeless and Community Programs, Amy Sheppard, Planner, Arcadis IBI Group, and Harry Zhu, Planner. The Applicant presented an overview of the proposed men's transitional housing, including an introduction to Housing York Inc., planning process, policy analysis, planning justification, environmental considerations, and the site plan. Public Comments Residents, including José Arias, Daniella Attalla, Amanda Arevalo, Neil Asleen, Carolyn Bailey, Alison Bartlet, Michael Barton, Michael Braithwaite, Costabile Carpinelli, Constance, Roy Cohen, Tristan Coolman, Daniel D'Urzo, Nicola Dalton, Janis Dawson, Joyce Deutsch, Phiona Durrant, Steve Falk, Steve Fleck, Sally Haberer, John Hartman, Ehsan Hassani, David Heard, Denis Heng, Benjamin Hognestad, Wasim Jarrah, Jordan, Kathy Kantel, Kevin Kennedy, Amalee Lavigne, Sigmund Lee, Andres Lelarge, Ki- Kat Li, Melissa Losco, Linda Ma, Jasbir Mandla, Alan McClain, Kimberley McLean, Adam Mobbs, Shaheen Moledina, Tracey Park, Gloria Reszler, Adrienne Rizzo, Heyden Santosh, Shanna, Nisa Shivji, Pat Strongitharm, Milad Tabataba, John Taylor, Alexei Tchernobrivets, Harbinder Thandi, Joe Vesia, Jane Wedlock, Klaus Wehrenberg, Eric Wolf, Tania Xerri, and Mike Zelyony, expressed the following comments:  Opposition to the proposed development  Support for the proposed development regarding: o The proposed site location o Alignment with the Town’s Official Plan and Ontario Human Rights Code  Concerns regarding: Page 4 of 490 Council Public Planning Meeting Minutes Tuesday, February 13, 2024 4 o Lack of active transportation and access to surrounding areas by walking, public transportation, and lack of trail systems o Environmental impact on the current woodland, including the removal of trees and species o Community safety and security, lack of social services, and issues of social integration of the individuals o Proximity of the proposed site to the existing railway, sewage pumping station, and businesses o Alignment with the Town's Official Plan and Oak Ridge's Moraine Conservation Plan  Questions regarding: o Noise impact and vibration assessment regarding the railway system o Environmental impact and land rezoning o Renovating Porter Place in East Gwillimbury rather than building a new facility and alternative location possibilities  Suggestions regarding: o Providing background reports and studies including noise impact and vibration assessment, and risk assessment o Possibility of renovating Porter Place and examining alternative sites in the town Applicant The Applicants addressed the concerns, questions, and suggestions regarding community safety/impact, social integration, social services, site compatibility, and proposed site location criteria and alternative locations. Moved by Councillor Gaertner Seconded by Councillor Gilliland 1. That Report No. PDS24-017 be received; and Page 5 of 490 Council Public Planning Meeting Minutes Tuesday, February 13, 2024 5 2. That comments presented at the Public Planning meeting be addressed by Planning and Development Services in a report to a future General Committee meeting. Yeas (3): Councillor Weese, Councillor Gilliland, and Councillor Gaertner Nays (4): Mayor Mrakas, Councillor Thompson, Councillor Gallo, and Councillor Kim Defeated (3 to 4) Moved by Councillor Thompson Seconded by Councillor Kim 1. That Report No. PDS24-017 be received; and 2. That the application for Zoning By-law Amendment regarding 14452 Yonge Street be refused as the proposed development does not conform to the Town’s Official Plan, OPA 34. Yeas (4): Mayor Mrakas, Councillor Thompson, Councillor Gallo, and Councillor Kim Nays (3): Councillor Weese, Councillor Gilliland, and Councillor Gaertner Carried (4 to 3) 6. Confirming By-law 6.1 By-law Number 6583-24 Being a By-law to confirm actions by Council resulting from a Council Public Planning meeting on February 13, 2024 Moved by Councillor Thompson Seconded by Councillor Kim That the confirming by-law be enacted. 7. Adjournment Moved by Councillor Kim Seconded by Councillor Weese That the meeting be adjourned at 1:12 a.m. Page 6 of 490 Council Public Planning Meeting Minutes Tuesday, February 13, 2024 6 Tom Mrakas, Mayor Jaclyn Grossi, Deputy Town Clerk Page 7 of 490 Town of Aurora Council Meeting Minutes Date: Time: Location: Tuesday, January 30, 2024 7 p.m. Council Chambers, Aurora Town Hall Council Members: Mayor Tom Mrakas (Chair) Councillor Ron Weese Councillor Rachel Gilliland Councillor Wendy Gaertner Councillor Michael Thompson Councillor John Gallo Councillor Harold Kim Other Attendees: Doug Nadorozny, Chief Administrative Officer* Patricia De Sario, Director, Corporate Services/Town Solicitor Robin McDougall, Director, Community Services Marco Ramunno, Director, Planning and Development Services Sara Tienkamp, Director, Operational Services Carley Smith, Manager, Corporate Communications Jason Gaertner, Manager, Financial Management Bill Jean, Manager, Code Review and Inspection Michael de Rond, Town Clerk Emily Freitas, Council/Committee Coordinator *Attended electronically _____________________________________________________________________ 1. Call to Order The Mayor called the meeting to order at 7:03 p.m. Page 8 of 490 Council Meeting Minutes Tuesday, January 30, 2024 2 2. Land Acknowledgement Mayor Mrakas 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 Councillor Weese Seconded by Councillor Gilliland That the agenda as circulated by Legislative Services be approved with the addition of Alison Hughes as delegation 6.2. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 4. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. 5. Community Presentations 5.1 Brian North and Kelly Broome, Southlake Foundation; Re: 2024 Nature’s Emporium Run For Southlake Brian North presented an overview of the Nature's Emporium Run for Southlake on April 28, 2024, including: how funds are raised through participant/team pledges and supports new or renovated spaces in the hospital, the Mayor's Challenge, and the Community Spirit Award. Registration for the Nature's Emporium Run for Southlake are being accepted; visit runforsouthlake.ca for details and to apply. Page 9 of 490 Council Meeting Minutes Tuesday, January 30, 2024 3 Moved by Councillor Thompson Seconded by Councillor Gaertner That the presentation be received for information. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 6. Delegations 6.1 John Hartman, Resident; Re: Item 9.3 - PDS24-007 - Twin Town Delegation 2024 – Aurora to Leksand John Hartman spoke about the Twin Cities Town Delegation in Leksand, Sweden and discussed the historical connection between Aurora and Leksand. They expressed that elected officials should not travel and participate in the delegation due to the high costs, and suggested to use the funding towards local facilities that need assistance in the town. Moved by Councillor Thompson Seconded by Councillor Kim That the comments of the delegation be received and referred to item 9.3. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) *6.2 Alison Hughes, Resident; Re: Dear Everybody Commitment Alison Hughes briefly discussed the Dear Everybody Commitment and commented on the community partners that have signed the campaign organized by Holland Bloorview Kids Rehabilitation Hospital. Moved by Councillor Thompson Seconded by Councillor Weese That the comments of the delegation be received and referred to item 10.1. Page 10 of 490 Council Meeting Minutes Tuesday, January 30, 2024 4 Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 7. Consent Agenda Moved by Councillor Weese Seconded by Councillor Gaertner That the Consent Agenda, items 7.1 to 7.12 inclusive, be approved with the exception of item 7.7, which was discussed and voted on separately as recorded below. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 7.1 Council Meeting Minutes of December 12, 2023 1. That the Council Meeting Minutes of December 12, 2023, be adopted as circulated. Carried 7.2 Council Closed Session Minutes of December 12, 2023 (confidential attachment) 1. That the Council Closed Session Minutes of December 12, 2023, be adopted as circulated. Carried 7.3 Council Closed Session Public Meeting Minutes of December 12, 2023 1. That the Council Closed Session Public Meeting Minutes of December 12, 2023, be adopted as circulated. Carried Page 11 of 490 Council Meeting Minutes Tuesday, January 30, 2024 5 7.4 Council Closed Session Minutes of January 16, 2024 (confidential attachment) 1. That the Council Closed Session Minutes of January 16, 2024, be adopted as circulated. Carried 7.5 Council Closed Session Public Meeting Minutes of January 16, 2024 1. That the Council Closed Session Public Meeting Minutes of January 16, 2024, be adopted as circulated. Carried 7.6 Special Council Closed Session Minutes of January 22, 2024 (confidential attachment) 1. That the Council Closed Session Minutes of January 22, 2024, be adopted as circulated. Carried 7.7 Special Council Closed Session Public Meeting Minutes of January 22, 2024 Moved by Councillor Thompson Seconded by Councillor Kim 1. That the Special Council Closed Session Public Meeting Minutes of January 22, 2024, be adopted as circulated. Yeas (3): Mayor Mrakas, Councillor Thompson, and Councillor Kim Nays (4): Councillor Weese, Councillor Gilliland, Councillor Gaertner, and Councillor Gallo Defeated (3 to 4) Moved by Councillor Weese Seconded by Councillor Gallo 1. That the Special Council Closed Session Public Meeting Minutes of January 22, 2024, be referred to the February 20, 2024 meeting. Page 12 of 490 Council Meeting Minutes Tuesday, January 30, 2024 6 Yeas (4): Councillor Weese, Councillor Gilliland, Councillor Gaertner, and Councillor Gallo Nays (3): Mayor Mrakas, Councillor Thompson, and Councillor Kim Carried (4 to 3) 7.8 Mayor’s Golf Classic Funds Committee Meeting Minutes of November 30, 2023 1. That the Mayor's Golf Classic Funds Committee Meeting Minutes of November 30, 2023, be received for information. Carried 7.9 Accessibility Advisory Committee Meeting Minutes of December 6, 2023 1. That the Accessibility Advisory Committee Meeting Minutes of December 6, 2023, be received for information. Carried 7.10 Environmental Advisory Committee Meeting Minutes of December 11, 2023 1. That the Environmental Advisory Committee Meeting Minutes of December 11, 2023, be received for information. Carried 7.11 Active Transportation and Traffic Safety Advisory Committee Meeting Minutes of December 20, 2023 1. That the Active Transportation and Traffic Safety Advisory Committee meeting minutes of December 20, 2023, be received for information. Carried 7.12 Parks and Recreation Advisory Committee Meeting Minutes of December 21, 2023 1. That the Parks and Recreation Advisory Committee Meeting Minutes of December 21, 2023, be received for information. Carried Page 13 of 490 Council Meeting Minutes Tuesday, January 30, 2024 7 8. Standing Committee Reports None. 9. Consideration of Items Requiring Discussion (Regular Agenda) 9.1 CAO24-001 - Multi-Year Communications Strategic Plan, 2023-2026 Main motion Moved by Councillor Thompson Seconded by Councillor Kim 1. That Report No. CAO24-001 be received; and 2. That Council approve the Multi-Year Strategic Communications Plan, 2023-2026. Amendment Moved by Councillor Gaertner Seconded by Councillor Gilliland That the main motion be amended by adding the following clause: 3. That references to leveraging local Aurora social media influencers and micro influencers and Influencer Strategy be removed from the Multi-Year Strategic Communications Plan, 2023-2026. Yeas (5): Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Gallo, and Councillor Kim Nays (2): Mayor Mrakas, and Councillor Thompson Carried (5 to 2) Main motion as amended Moved by Councillor Thompson Seconded by Councillor Kim 1. That Report No. CAO24-001 be received; and 2. That Council approve the Multi-Year Strategic Communications Plan, 2023-2026; and Page 14 of 490 Council Meeting Minutes Tuesday, January 30, 2024 8 3. That references to leveraging local Aurora social media influencers and micro influencers and Influencer Strategy be removed from the Multi- Year Strategic Communications Plan, 2023-2026. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 9.2 FIN24-001 - 2024 Final Budget Reconciliation to Full-Accrual Accounting Moved by Councillor Gallo Seconded by Councillor Thompson 1. That Report No. FIN24-001 be received; and 2. That the reconciliation of the 2024 to 2026 operating budgets to the full-accrual basis of accounting, as required under Ontario Regulation 284/09, as summarized in Attachment 1 be endorsed. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 9.3 PDS24-007 - Twin Town Delegation 2024 – Aurora to Leksand Main motion Moved by Councillor Thompson Seconded by Councillor Gallo 1. That Report No. PDS24-007 be received for information. Amendment Moved by Councillor Gallo Seconded by Councillor Gilliland That the main motion be amended by adding the following clause: 2. That no Town of Aurora funds be used on any attendees including, but not limited to, travel, accommodations, etc. Yeas (6): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Gallo, and Councillor Kim Page 15 of 490 Council Meeting Minutes Tuesday, January 30, 2024 9 Nays (1): Councillor Thompson Carried (6 to 1) Main motion as amended Moved by Councillor Thompson Seconded by Councillor Gallo 1. That Report No. PDS24-007 be received; and 2. That no Town of Aurora funds be used on any attendees including, but not limited to, travel, accommodations, etc. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 9.4 PDS24-010 - Changes to Current Practices for Minimizing Negative Impacts of Residential Infill Construction Moved by Councillor Gallo Seconded by Councillor Thompson 1. That Report No. PDS24-010 be received; and 2. That amendments to the Town’s Administrative Penalty By-law (AMPS) and the Town’s Building By-law to include an administrative penalty for the failure to have a safety fence installed at a residential construction site be brought forward for enactment at a future Council meeting. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 10. Member Motions 10.1 Mayor Mrakas; Re: Dear Everybody Commitment Motion was considered following item 6.2. Moved by Councillor Thompson Seconded by Councillor Gilliland Page 16 of 490 Council Meeting Minutes Tuesday, January 30, 2024 10 Whereas the Dear Everybody Commitment, an initiative from Holland Bloorview Kids Rehabilitation Hospital, champions inclusivity for individuals with disabilities across various sectors, urging authentic representation in marketing, product/service development, hiring practices, and accessibility; and Whereas The Town Of Aurora recognizes the profound commitment of Holland Bloorview Kids Rehabilitation Hospital to empower over 8,500 children and youth with disabilities annually, advocating for their physical, mental, and emotional well-being; and Whereas the Dear Everybody Commitment emphasizes the importance of dissolving biases and barriers against individuals with disabilities in advertising, media, workforce representation, and creating accessible spaces for all; and Whereas by adopting this motion, Council asserts its support for disability inclusion, showcasing The Town of Aurora’s dedication to creating an inclusive and welcoming community for all individuals, irrespective of abilities, fostering a more accessible and equitable environment; and Whereas The Town of Aurora has the opportunity to demonstrate our commitment to accessibility by being the first municipality to sign the Dear Everybody Commitment; 1. Now Therefore Be it Hereby Resolved That Council undertakes the significant step of signing the Dear Everybody Commitment, affirming the municipality's commitment to fostering inclusivity for individuals with disabilities; and 2. Be It Further Resolved That Council directs all Town Departments to explore ways to implement the principles outlined in the Dear Everybody Commitment, specifically focusing on authentic representation in marketing, product/service development, inclusive hiring practices, and ensuring accessibility in municipal spaces, events, and offices. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) Page 17 of 490 Council Meeting Minutes Tuesday, January 30, 2024 11 11. Regional Report 11.1 York Regional Council Highlights of December 21, 2023 Moved by Councillor Thompson Seconded by Councillor Kim 1. That the York Regional Council Highlights of December 21, 2023, be received for information. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 12. New Business Councillor Thompson announced the Town's acquisition of a 16-acre property on Yonge Street and noted their appreciation towards Staff for their efforts. Councillor Gaertner provided an update on Highway 413 and the federal government's environmental assessment requirement. Councillor Weese discussed the 65 St John's Sideroad applications and the need for more traffic safety measures. 13. By-laws 13.1 By-law Number 6579-24 - Being a By-law to repeal By-law Number 5285-10 (Town of Aurora Official Plan 2010), to adopt a New Official Plan for the Town of Aurora. (General Committee Report No. PDS23-152, Dec 5, 2023) Moved by Councillor Thompson Seconded by Councillor Kim That the By-law item 13.1 be enacted. Yeas (5): Mayor Mrakas, Councillor Weese, Councillor Thompson, Councillor Gallo, and Councillor Kim Nays (2): Councillor Gilliland, and Councillor Gaertner Page 18 of 490 Council Meeting Minutes Tuesday, January 30, 2024 12 Carried (5 to 2) 13.2 By-law Number 6580-24 - Being a By-law to exempt Block 1 on Plan 65M- 4079 from part-lot control (File No. PLC-2023-02). That the By-law item 13.2 be enacted. Moved by Councillor Thompson Seconded by Councillor Kim That the By-law item 13.2 be enacted. Yeas (7): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, Councillor Gallo, and Councillor Kim Carried (7 to 0) 14. Closed Session None. 15. Confirming By-law 15.1 By-law Number 6581-24 - Being a By-law to confirm actions by Council resulting from a Council meeting on January 30, 2024 Moved by Councillor Kim Seconded by Councillor Gaertner That the confirming by-law be enacted. Carried 16. Adjournment Moved by Councillor Gallo Seconded by Councillor Kim That the meeting be adjourned at 9:26 p.m. Carried Page 19 of 490 Council Meeting Minutes Tuesday, January 30, 2024 13 Tom Mrakas, Mayor Michael de Rond, Town Clerk Page 20 of 490 Town of Aurora Council Public Planning Meeting Minutes Date: Time: Location: Tuesday, January 23, 2024 7 p.m. Council Chambers, Aurora Town Hall Council Members: Mayor Tom Mrakas (Chair) Councillor Ron Weese Councillor Wendy Gaertner Councillor Michael Thompson Councillor John Gallo Councillor Harold Kim (arrived 7:05 p.m.) Members Absent: Councillor Rachel Gilliland Other Attendees: Doug Nadorozny, Chief Administrative Officer* Marco Ramunno, Director, Planning and Development Services Antonio Greco, Planner Jaclyn Grossi, Deputy Town Clerk Linda Bottos, Council/Committee Coordinator *Attended electronically _____________________________________________________________________ 1. Call to Order The Mayor called the meeting to order at 7:01 p.m. Council consented to recess the meeting at 9:02 p.m. and reconvened the meeting at 9:12 p.m. Council consented to extend the hour past 10:30 p.m. 2. Land Acknowledgement Mayor Mrakas acknowledged that the meeting took place on Anishinaabe lands, the traditional and treaty territory of the Chippewas of Georgina Island, Page 21 of 490 Council Public Planning Meeting Minutes Tuesday, January 23, 2024 2 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 Councillor Weese Seconded by Councillor Thompson That the revised agenda as circulated by Legislative Services be approved. Yeas (5): Mayor Mrakas, Councillor Weese, Councillor Gaertner, Councillor Thompson, and Councillor Gallo Absent (2): Councillor Gilliland, and Councillor Kim Carried (5 to 0) 4. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. 5. Planning Applications The Mayor outlined the procedures that would be followed in the conduct of the public meeting. The Deputy Town Clerk confirmed that the appropriate notice was given in accordance with the relevant provisions of the Planning Act. 5.1 PDS24-012 - Application for Official Plan Amendment and Zoning By-law Amendment, Macaulay Shiomi Howson Ltd., 65 St. John's Sideroad East, Con 1, Pt Lot 85, RS65R1582 Part 1, File Number: OPA-2023-04, ZBA- 2023-04; Related File Number: SP-2023-13 Planning Staff Antonio Greco, Planner, presented an overview of the staff report regarding the Official Plan Amendment and Zoning By-law Amendment applications to facilitate the development of 45 townhouse units on a Page 22 of 490 Council Public Planning Meeting Minutes Tuesday, January 23, 2024 3 common-elements condominium road, noting the applicant proposes to increase the maximum height from 9.0 metres to 11.0 metres for all new development within the Stable Neighbourhoods designation and rezone the subject property from "Detached Third Density Residential (R3) Exception Zone (50)" and "Environmental Protection (EP) Zone" to "Townhouse Dwelling Residential R8 (XX) Exception Zone" and "Environmental Protection (EP) Zone". Applicant Nick Pileggi, Principal, Macaulay Shiomi Howson Ltd., presented an overview of the proposed development including location and site plan, existing Official Plan and zoning, conceptual rendering, elevations and landscape plan, comments raised at the community information meeting, servicing and stormwater management, snow storage and salt mitigation, transportation, site access, tree removal, retaining walls, parking, floodplain, density and unit types, potential options, and next steps. Traffic consultant Darshan Soni was also present to answer questions. Public Comments Aurora residents, including Rick Armstrong, Anthony Basili, Sigmar Bodach, Oriana Brodbeck, Dan Cariou, Saverio Cirone, Steve D'Angeli, Leta Dayfoot, Melanie Duckett-Wilson, Kathy Duncan, Carol Gravelle, Timothy Gravelle, Brian Horton, Michele Horton, Jessica Kazemi, Wendy Kenyon, Erin Kilbride, Roman Komarov, Menka Kostoff, Conan Lear, Tricia Lear, Ashley Lear, Michael Lear, Monica Ly, Paul Martinelli, Angela Martinelli, Colin Nisbet, Olga Partanen, Regina Pochepovich, Duncan Rowe, Heidi Schellhorn, George Skoulikas, Barbara Stanek, Mary Swan, Hieu Ta, Benjamin Tomkinson, Nancee Webb, and Wing Zou, expressed the following comments:  Strong opposition to the proposed development  Support for the proposed development  Concerns regarding: o Impact of proposal on adjacent wetlands and environment o Proposal counter to ongoing protection of McKenzie Marsh Page 23 of 490 Council Public Planning Meeting Minutes Tuesday, January 23, 2024 4 o Impact on drinking water safety, proximity to wellhead, increased pollution, and potential contamination o Impact on diverse wildlife, species at risk, movement corridors and natural connections, including turtle nesting and migratory birds o Impact of excessive lighting and noise on wildlife o Traffic, bicycle, and pedestrian safety and traffic/parking overflow to other local streets o Single, right-in/right-out access off St. John’s Sideroad East and continued integrity of emergency-only access off Pittypat Court o Building on floodplain, addition of fill, and removal of mature trees o Buffer and proposed uses not appropriate, density too high, and proposal not aligned with Town plan o No benefit to affordable housing needs o Lack of conservation authority regulation on salt mitigation for non-commercial lands  Questions regarding: o Review from heritage standpoint o Validity of traffic study timing and independence o Availability of pending additional information and analysis o Tree inventory and tree replacement o Prevention of development on wetlands/green spaces in future o Enforcement of right-in/right-out access policy  Suggestions regarding: o Consider purchase of subject lands or redesignate as green space Moved by Councillor Weese Seconded by Councillor Gaertner 1. That Report No. PDS24-012 be received; and 2. That the applications for an Official Plan Amendment and Zoning By- law Amendment regarding 65 St. John’s Sideroad East be denied as the proposed development does not conform to the Town’s Official Plan for reasons including, but not limited to, the following: Page 24 of 490 Council Public Planning Meeting Minutes Tuesday, January 23, 2024 5 a. the proposal does not align with the principles of good planning that are essential for the sustained growth and well-being of our community; and b. identified environmental concerns, specifically related to the McKenzie Marsh. Yeas (5): Mayor Mrakas, Councillor Weese, Councillor Gaertner, Councillor Thompson, and Councillor Kim Nays (1): Councillor Gallo Absent (1): Councillor Gilliland Carried (5 to 1) 6. Confirming By-law 6.1 By-law Number 6577-24 Being a By-law to confirm actions by Council resulting from a Council Public Planning meeting on January 23, 2024 Moved by Councillor Thompson Seconded by Councillor Kim That the confirming by-law be enacted. Carried 7. Adjournment Moved by Councillor Kim Seconded by Councillor Gaertner That the meeting be adjourned at 10:57 p.m. Carried Tom Mrakas, Mayor Jaclyn Grossi, Deputy Town Clerk Page 25 of 490 Town of Aurora Special Meeting of Council Minutes Date: Time: Location: Tuesday, February 6, 2024 6:00 p.m. Council Chambers, Aurora Town Hall Council Members: Mayor Tom Mrakas (Chair) Councillor Ron Weese Councillor Rachel Gilliland Councillor Wendy Gaertner Councillor Michael Thompson Councillor John Gallo Members Absent: Councillor Harold Kim Other Attendees: Patricia De Sario, Director, Corporate Services/Town Solicitor Robin McDougall, Director, Community Services Marco Ramunno, Director, Planning and Development Services Sara Tienkamp, Director, Operational Services Rachel Wainwright-van Kessel, Director, Finance Jason Gaertner, Manager, Financial Management Michael de Rond, Town Clerk Emily Freitas, Council/Committee Coordinator _____________________________________________________________________ 1. Call to Order The Mayor called the meeting to order at 6:00 p.m. 2. Land Acknowledgement Mayor Mrakas 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 Page 26 of 490 Special Meeting of Council Meeting Minutes Tuesday, February 6, 2024 2 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 Councillor Thompson Seconded by Councillor Weese 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. Delegations None. 6. Consideration of Items Requiring Discussion 6.1 FIN24-006 - 2024 Development Charges and By-law Public Meeting Byron Tan, Manager, Watson & Associates Economists Ltd. provided a presentation on the Town's 2024 Development Charges (DC) outlining the purpose of a DC and DC eligible services, changes to the DC legislation and an overview of Bill 23. They further discussed discretionary exemptions, the growth forecast, calculated DC rates on general services, engineering services, and town-wide services, and presented the differences between residential and non-residential DC rates. Moved by Councillor Gilliland Seconded by Councillor Gaertner 1. That Report No. FIN24-006 be received; and Page 27 of 490 Special Meeting of Council Meeting Minutes Tuesday, February 6, 2024 3 2. That the Development Charges Background Study and Proposed Development Charges By-law be received as presented; and 3. That any new comments, questions, and suggestions arising from the statutory Public Meeting be referred to staff for consideration; and 4. That Council hereby determines that no further public meetings are required under section 12 of the Development Charges Act, 1997. Yeas (6): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, and Councillor Gallo Absent (1): Councillor Kim Carried (6 to 0) 7. Confirming By-law 7.1 By-law Number 6582-24 - Being a By-law to confirm actions by Council resulting from a Special Meeting of Council on February 6, 2024 Moved by Councillor Gaertner Seconded by Councillor Gallo That the confirming by-law be enacted. Carried 8. Adjournment Moved by Councillor Thompson Seconded by Councillor Gallo That the meeting be adjourned at 6:38 p.m. Carried Tom Mrakas, Mayor Michael de Rond, Town Clerk Page 28 of 490 Town of Aurora Council Closed Session Public Meeting Minutes Date: Time: Location: Tuesday, January 30, 2024 5:45 p.m. Holland Room, Aurora Town Hall Council Members: Mayor Tom Mrakas (Chair) Councillor Ron Weese Councillor Rachel Gilliland Councillor Wendy Gaertner Councillor Michael Thompson Councillor John Gallo Councillor Harold Kim Other Attendees: Robin McDougall, Acting Chief Administrative Officer Patricia De Sario, Director, Corporate Services/Town Solicitor Marco Ramunno, Director, Planning and Development Services Michael de Rond, Town Clerk _____________________________________________________________________ 1. Call to Order The Mayor called the meeting to order at 5:45 p.m. Council consented to resolve into a Closed Session at 5:45 p.m. Council reconvened into open session at 6:15 p.m. 2. Approval of the Agenda Moved by Councillor Thompson Seconded by Councillor Weese That the agenda as circulated by Legislative Services be approved. Carried Page 29 of 490 Council Closed Session Public Meeting Minutes Tuesday, January 30, 2024 2 3. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. 4. Consideration of Items Requiring Discussion Moved by Councillor Weese Seconded by Councillor Thompson That Council resolve into a Closed Session to consider the following matter: Council Closed Session Report No. PDS24-014 - Appeal of Official Plan Amendment and Zoning By-law Amendment Applications, 120 Metcalfe Street, 101 and 103 Mosley Street (OPA-2021-01 and ZBA-2021-01) Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board as per Section 239(2)(e) of the Municipal Act, 2001. Carried 4.1 Council Closed Session Report No. PDS24-014 - Appeal of Official Plan Amendment and Zoning By-law Amendment Applications, 120 Metcalfe Street, 101 and 103 Mosley Street (OPA-2021-01 and ZBA-2021-01) Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board as per Section 239(2)(e) of the Municipal Act, 2001. Moved by Councillor Gilliland Seconded by Councillor Kim 1. That Council Closed Session Report No. PDS24-014 be received; and 2. That the confidential direction to staff be confirmed. Yeas (4): Mayor Mrakas, Councillor Gilliland, Councillor Thompson, and Councillor Kim Nays (3): Councillor Weese, Councillor Gaertner, and Councillor Gallo Carried (4 to 3) Page 30 of 490 Council Closed Session Public Meeting Minutes Tuesday, January 30, 2024 3 5. Confirming By-law 5.1 By-law Number 6578-24 Being a By-law to confirm actions by Council resulting from a Council Closed Session on January 30, 2024 Moved by Councillor Gaertner Seconded by Councillor Thompson That the confirming by-law be enacted. Carried 6. Adjournment Moved by Councillor Kim Seconded by Councillor Gallo That the meeting be adjourned at 7:02 p.m. Carried Tom Mrakas, Mayor Michael de Rond, Town Clerk Page 31 of 490 Town of Aurora Council Public Planning Meeting Minutes Date: Time: Location: Tuesday, February 13, 2024 7 p.m. Council Chambers, Aurora Town Hall Council Members: Mayor Tom Mrakas (Chair) Councillor Ron Weese Councillor Rachel Gilliland Councillor Wendy Gaertner Councillor Michael Thompson Councillor John Gallo Councillor Harold Kim Other Attendees: Marco Ramunno, Director, Planning and Development Services Adam Robb, Associate Manager of Development Planning Jaclyn Grossi, Deputy Town Clerk Emily Freitas, Council/Committee Coordinator _____________________________________________________________________ 1. Call to Order The Mayor called the meeting to order at 7:00 p.m. Council consented to recess the meeting at 9:00 p.m. and reconvened the meeting at 9:14 p.m. Council consented to recess the meeting at 11:03 p.m. and reconvened the meeting at 11:13 p.m. Council consented to extend the hour past 10:30 p.m. Council consented to extend until 12:00 a.m. Council consented to extend until 12:30 a.m. Council consented to extend until 1:00 a.m. Page 32 of 490 Council Public Planning Meeting Minutes Tuesday, February 13, 2024 2 2. Land Acknowledgement Mayor Mrakas 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 That the revised agenda as circulated by Legislative Services be approved. Moved by Councillor Thompson Seconded by Councillor Gallo That the revised agenda as circulated by Legislative Services be approved. Yeas (6): Mayor Mrakas, Councillor Weese, Councillor Gilliland, Councillor Gaertner, Councillor Thompson, and Councillor Gallo Absent (1): Councillor Kim Carried (6 to 0) 4. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. 5. Planning Applications The Mayor outlined the procedures that would be followed in the conduct of the public meeting. The Deputy Town Clerk confirmed that the appropriate notice was provided. 5.1 PDS24-017 - Zoning By-law Amendment Application, Regional Municipality of York, 14452 Yonge Street, File Number: ZBA-2022-04 Applicant Page 33 of 490 Council Public Planning Meeting Minutes Tuesday, February 13, 2024 3 Scott Arbuckle, Director, Arcadis IBI Group, noted that they were accompanied by Erin Mahone, Chief Administrative Officer, York Region, Katherine Chislett, Commissioner, Community Health and Services, Karen Antonio-Hadcock, Acting General Manager. Housing Services, Gabriel Wong, Director, Housing Development and Asset Strategy, Colin Simic, Housing Development Planner, Affordable Housing Development, Kevin Powell, General Manager, Social Services, Carmela Siappa, Manager, Homeless and Community Programs, Amy Sheppard, Planner, Arcadis IBI Group, and Harry Zhu, Planner. The Applicant presented an overview of the proposed men's transitional housing, including an introduction to Housing York Inc., planning process, policy analysis, planning justification, environmental considerations, and the site plan. Public Comments Residents, including José Arias, Daniella Attalla, Amanda Arevalo, Neil Asleen, Carolyn Bailey, Alison Bartlet, Michael Barton, Michael Braithwaite, Costabile Carpinelli, Constance, Roy Cohen, Tristan Coolman, Daniel D'Urzo, Nicola Dalton, Janis Dawson, Joyce Deutsch, Phiona Durrant, Steve Falk, Steve Fleck, Sally Haberer, John Hartman, Ehsan Hassani, David Heard, Denis Heng, Benjamin Hognestad, Wasim Jarrah, Jordan, Kathy Kantel, Kevin Kennedy, Amalee Lavigne, Sigmund Lee, Andres Lelarge, Ki- Kat Li, Melissa Losco, Linda Ma, Jasbir Mandla, Alan McClain, Kimberley McLean, Adam Mobbs, Shaheen Moledina, Tracey Park, Gloria Reszler, Adrienne Rizzo, Heyden Santosh, Shanna, Nisa Shivji, Pat Strongitharm, Milad Tabataba, John Taylor, Alexei Tchernobrivets, Harbinder Thandi, Joe Vesia, Jane Wedlock, Klaus Wehrenberg, Eric Wolf, Tania Xerri, and Mike Zelyony, expressed the following comments:  Opposition to the proposed development  Support for the proposed development regarding: o The proposed site location o Alignment with the Town’s Official Plan and Ontario Human Rights Code  Concerns regarding: Page 34 of 490 Council Public Planning Meeting Minutes Tuesday, February 13, 2024 4 o Lack of active transportation and access to surrounding areas by walking, public transportation, and lack of trail systems o Environmental impact on the current woodland, including the removal of trees and species o Community safety and security, lack of social services, and issues of social integration of the individuals o Proximity of the proposed site to the existing railway, sewage pumping station, and businesses o Alignment with the Town's Official Plan and Oak Ridge's Moraine Conservation Plan  Questions regarding: o Noise impact and vibration assessment regarding the railway system o Environmental impact and land rezoning o Renovating Porter Place in East Gwillimbury rather than building a new facility and alternative location possibilities  Suggestions regarding: o Providing background reports and studies including noise impact and vibration assessment, and risk assessment o Possibility of renovating Porter Place and examining alternative sites in the town Applicant The Applicants addressed the concerns, questions, and suggestions regarding community safety/impact, social integration, social services, site compatibility, and proposed site location criteria and alternative locations. Moved by Councillor Gaertner Seconded by Councillor Gilliland 1. That Report No. PDS24-017 be received; and Page 35 of 490 Council Public Planning Meeting Minutes Tuesday, February 13, 2024 5 2. That comments presented at the Public Planning meeting be addressed by Planning and Development Services in a report to a future General Committee meeting. Yeas (3): Councillor Weese, Councillor Gilliland, and Councillor Gaertner Nays (4): Mayor Mrakas, Councillor Thompson, Councillor Gallo, and Councillor Kim Defeated (3 to 4) Moved by Councillor Thompson Seconded by Councillor Kim 1. That Report No. PDS24-017 be received; and 2. That the application for Zoning By-law Amendment regarding 14452 Yonge Street be refused as the proposed development does not conform to the Town’s Official Plan, OPA 34. Yeas (4): Mayor Mrakas, Councillor Thompson, Councillor Gallo, and Councillor Kim Nays (3): Councillor Weese, Councillor Gilliland, and Councillor Gaertner Carried (4 to 3) 6. Confirming By-law 6.1 By-law Number 6583-24 Being a By-law to confirm actions by Council resulting from a Council Public Planning meeting on February 13, 2024 Moved by Councillor Thompson Seconded by Councillor Kim That the confirming by-law be enacted. 7. Adjournment Moved by Councillor Kim Seconded by Councillor Weese That the meeting be adjourned at 1:12 a.m. Page 36 of 490 Council Public Planning Meeting Minutes Tuesday, February 13, 2024 6 Tom Mrakas, Mayor Jaclyn Grossi, Deputy Town Clerk Page 37 of 490 Town of Aurora General Committee Meeting Report Date: Time: Location: Tuesday, February 6, 2024 7 p.m. Council Chambers, Aurora Town Hall Council Members: Councillor Michael Thompson (Chair) Mayor Tom Mrakas Councillor Ron Weese Councillor Rachel Gilliland Councillor Wendy Gaertner Councillor John Gallo Councillor Harold Kim Other Attendees: Robin McDougall, Acting Chief Administrative Officer and Director, Community Services Patricia De Sario, Director, Corporate Services, Town Solicitor Marco Ramunno, Director, Planning and Development Services Sara Tienkamp, Director, Operational Services Rachel Wainwright-van Kessel, Director, Finance Carley Smith, Manager, Corporate Communications John Firman, Manager, Business Support Michael de Rond, Town Clerk Emily Freitas, Council/Committee Coordinator _____________________________________________________________________ 1. Call to Order The Chair called the meeting to order at 7:01 p.m. 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, Page 38 of 490 General Committee Meeting Report Tuesday, February 6, 2024 2 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 General Committee approved the revised agenda as circulated by Legislative Services. 4. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. 5. Community Presentations None. 6. Delegations None. 7. Consent Agenda 7.1 Memorandum from Councillor Thompson; Re: Lake Simcoe Region Conservation Authority Board Meeting Highlights of November 24 and December 15, 2023 General Committee recommends: 1. That the memorandum regarding Lake Simcoe Region Conservation Authority Board Meeting Highlights of November 24 and December 15, 2023, be received for information. Carried 8. Advisory Committee Meeting Minutes Page 39 of 490 General Committee Meeting Report Tuesday, February 6, 2024 3 General Committee recommends: That the Advisory Committee Meeting Minutes, items 8.1 to 8.2 inclusive, be received for information. Carried 8.1 Parks and Recreation Advisory Committee Meeting Minutes of January 18, 2024 1. That the Parks and Recreation Advisory Committee Meeting Minutes of January 18, 2024, be received for information. Carried 8.2 Mayor’s Golf Classic Funds Committee Meeting Minutes of February 2, 2024 1. That the Mayor’s Golf Classic Funds Committee Meeting Minutes of February 2, 2024, be received for information. Carried 9. Consideration of Items Requiring Discussion (Regular Agenda) 9.1 OPS24-001 - Urban Forest Study Update Michelle Sawka, Senior Research Scientist, Toronto and Region Conservation Authority, presented an overview of the Aurora Urban Forest Study, including: tree population and distribution, the Town's tree health, services and benefits, climate vulnerability, and recommendations. General Committee recommends: 1. That Report No. OPS24-001 be received; and 2. That the recommendations in the Urban Forest Study be endorsed in principle, allowing staff to implement recommendations subject to Council approval of budgetary implications where applicable; and 3. That Council establish a target of 40% tree canopy coverage to be achieved prior to the next Official Plan Update. Carried as amended Page 40 of 490 General Committee Meeting Report Tuesday, February 6, 2024 4 9.2 OPS24-002 - Parkland Naming General Committee recommends: 1. That Report No. OPS24-002 be received; and 2. That Council approve the selection of names for four Town of Aurora parks as presented. Carried 9.3 CMS24-004 - Facility Allocation Policy - Update General Committee recommends: 1. That Report No. CMS24-004 be received; and 2. That the Facility Allocation Policy be approved. Carried 9.4 PDS24-002 - Aurora Heights Drive Pedestrian Crossover General Committee recommends: 1. That Report No. PDS24-002 be received for information. Carried 9.5 PDS24-003 - Hollandview Trail Pedestrian Crossover General Committee recommends: 1. That Report No. PDS24-003 be referred back to staff to report back on the option of a physical barrier at the subject location. Carried 10. Member Motions 10.1 Councillor Gilliland; Re: Council/Committee Meeting Structure Under Strong Mayor Powers Whereas the Province expanded Strong Mayor Powers to municipalities over 50,000 in population, who committed to a housing pledge in the fall of 2023 to help address the housing crisis, but was not mandatory to accept with a housing pledge; and Page 41 of 490 General Committee Meeting Report Tuesday, February 6, 2024 5 Whereas the Town of Aurora head of council has the discretion whether to use the strong mayor powers, except for those dealing with the budget; and Whereas strong mayor powers permit the head of council the ability to create new committees of council made under the Municipal Act, 2001, where all members are council members, and assign their functions. The head of council is also able to appoint the chairs and vice-chairs of such committees of council; 1. Now Therefore Be It Hereby Resolved That Council requests that the Mayor reconsider using strong mayor powers to alter the current structure of Council and/or committee meetings, but rather remains the same as officials were originally elected to do; and 2. Be It Further Resolved That a copy of this Motion be sent to the Hon. Doug Ford, Premier of Ontario, the Hon. Michael Parsa, MPP Aurora— Oak Ridges—Richmond Hill, Dawn Gallagher Murphy, MPP Newmarket—Aurora, and all Ontario municipalities. Carried 10.2 Mayor Mrakas; Re: Supporting Affordable Housing and Gentle Density Whereas the Town of Aurora is forecasted to grow to a population of over 85,000 people by 2051, which represents an increase of over 30% from today; and Whereas on September 26, 2023, the Council of the Town of Aurora approved a commitment to the Government of Ontario’s Housing Pledge to build 8,000 new residential units by 2031; and Whereas on February 21, 2023, the Council of the Town of Aurora approved a motion to develop an Affordable Housing Action Plan aimed at promoting attainable and diverse housing options for residents as the Town grows; and Whereas the Town of Aurora has developed a new Official Plan that provides the policy context to encourage gentle density and a mix of housing options through compatible and appropriate-scale intensification in line with Provincial and Regional objectives; and Page 42 of 490 General Committee Meeting Report Tuesday, February 6, 2024 6 Whereas as-of-right permissions from the Province already permit three (3) residential units per lot, with additional residential units recognized as necessary to address the ongoing housing and rental crisis; and Whereas the Federal Government has made funds available through the Housing Accelerator Fund (HAF) to provide funding to local governments for initiatives aimed at increasing affordable housing supply and supporting the development of complete, low carbon and climate-resilient communities that are affordable, inclusive, equitable and diverse; 1. Now Therefore Be It Hereby Resolved That as part of the Town’s Comprehensive Zoning By-law Review, staff be directed to implement as-of-right permissions to allow up to four (4) residential units on properties zoned for single detached, semidetached, or townhouse dwellings, provided the lots are of sufficient size and the necessary servicing and parking requirements are met; and 2. Be It Further Resolved That Staff report back to Council on the review and implementation of this update as part of the Comprehensive Zoning By-law Review process. Carried 11. Regional Report None. 12. New Business None. 13. Public Service Announcements Councillor Weese announced the following activities and events:  Holland Bloorview Hospital's Capes for Kids week takes place on March 1-8, 2024.  The Recreation Needs Assessment for Persons with Disabilities closes on February 14, 2024; visit engageaurora.ca/rna for more information. Page 43 of 490 General Committee Meeting Report Tuesday, February 6, 2024 7 Councillor Gilliland advised that the pilot program that will see alcohol sales at Aurora Tigers Jr. A games starts on February 10, 2024, in the McAlpine Ford Arena at the Aurora Community Centre. Councillor Gaertner announced that the student art exhibit is on display at the Skylight Gallery at Aurora Town Hall. Mayor Mrakas announced the following activities and events:  Community group or non-profit organizations may be eligible for funding through the Mayor’s Charity Golf Classic. For more information, visit aurora.ca/mayorscharitygolf.  The Town of Aurora has partnered with Aurora Black Community Association (ABC) to bring residents and the community exciting opportunities throughout February; visit aurora.ca/BlackHistoryMonth for the full schedule of events and programs.  Aurora’s Arctic Adventure is now a two-day event over the Family Day long weekend in February; visit aurora.ca/ArcticAdventure for more information. Councillor Gallo announced that the Aurora Lions Club will be hosting the Pet Valu Walk for Dog Guides on May 26, 2024. 14. Closed Session None. 15. Adjournment The meeting was adjourned at 9:07 p.m. Page 44 of 490 100 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 November 24 and December 15, 2023 To: Mayor and Members of Council From: Councillor Michael Thompson Date: February 6, 2024 Recommendation 1. That the memorandum regarding Lake Simcoe Region Conservation Authority Board Meeting Highlights of November 24 and December 15, 2023, be received for information. Attachments Attachment 1 – Lake Simcoe Region Conservation Authority Board Meeting Highlights of November 24, 2023 Attachment 2 – Lake Simcoe Region Conservation Authority Board Meeting Highlights of December 15, 2023 Page 45 of 490 Board Meeting Highlights November 24, 2023 Announcements: a)Chair Emmerson advised that Mayor Hackson has taken a three-month medical leave, and that her spot on the Board of Directors will remain vacant during this time. Board members and staff wished Mayor Hackson a speedy recovery. b)CAO Baldwin advised that he was pleased to attend a provincial announcement in Barrie on November 9th. The Hon. Andrea Khanjin, Minister of Environment, Conservation and Parks, announced funding of three Lake Simcoe projects, which are to be led by the Conservation Authority. Presentations: Third Quarter 2023 Financial Report and Year -End Forecast General Manager, Corporate and Financial Services/CFO, Mark Critch, provided an overview of the third quarter 2023 financial results, noting an operation surplus of $545K at September 30th, with all annual priorities progressing well and within budget. Drivers of the surplus are spread across the Conservation Authority’s various service areas. He reviewed the year-end forecasted expenditures for projects, noting that projects aren’t typically completed within the calendar year and progress is often determined by schedules and timelines of municipal and landowner partners, making accurately budgeting in-year spending in Offsetting Programs challenging. He reviewed the 2023 year-end forecasted Capital expenditures and reserve activity. To view this presentation, please click this link: Third Quarter 2023 Financial Report and Year- End Forecast Chloride in the Lake Simcoe Watershed Manager, Environmental Science and Monitoring, David Lembcke, together with Manager, Watershed Plans and Strategies, Bill Thompson, provided an overview of the impacts of chloride on Lake Simcoe and its tributaries, along with efforts to address these impacts. Chloride concentrations in the surface waters of the Lake Simcoe watershed are above Canadian Water Quality Guidelines in many places and continue to increase due to the use of winter salt on roads and parking lots. This trend is not unique to the Lake Simcoe watershed and is mirrored in the lakes and streams across southern Ontario and the northeastern United States. Decreasing the amount of winter salt use throughout the watershed is critical to the long-term health of Lake Simcoe. Attachment 1 Page 46 of 490 LSRCA Board of Directors Meeting Highlights – November 24, 2023 Page 2 Research, including local studies on a large commercial parking lot in the Lake Simcoe watershed, has demonstrated that adopting best practices like those used in New Hampshire can reduce salt use by 40% without any increase in slips and falls. In fact, in some cases, the over-application of salt can create a slipperier surface for walking on. The most substantial barrier to reducing salt application, however, is concern over liability. The Conservation Authority believes that there is a solution within reach to reduce salt application and assist businesses in this sector, while ensuring public safety. The Conservation Authority has been working with organizations including Landscape Ontario and other partners to share information and seek solutions to address the issue of winter salt usage. A Salt Forum held this past October, led by the Conservation Au thority and Landscape Ontario, provided a platform for contractors, provincial staff, municipal staff, conservation authorities, academia, and non-governmental organizations to review lessons learned and solutions to the issue of winter road salt. There was unanimous agreement amongst participants that there are significant challenges for both water quality and business sustainability in Ontario. The solution that all participants are working towards, including contractors and property owners, is implementation of technical standards and a Regulatory framework similar to one in place in the state of New Hampshire. In New Hampshire, contractors that have been trained and certified in winter maintenance best practice and can demonstrate due diligence through appropriate record keeping have limited liability against slip and fall claims. This unanimous agreement amongst such a diverse range of stakeholders is rare, and creating technical standards and a Provincial regulatory framework that limits liability for contractors following best practices significantly benefits each sector and ultimately the environment. It will reduce salt application on private parking lots, provide more certainty and reduce risk for insurance underwriters, thereby helping with business sustainability, while maintaining public safety. It is important to note that the framework that exists in New Hampshire is built upon the Smart About Salt Program that was created and is in use here in Ontario, and that the liability limitation has been successfully defended in the highest level of New Hampshire state courts. Please click this link to view the presentation: Chloride in the Lake Simcoe Watershed Flood Management Programs Director, Engineering, Kenneth Cheney, provided an overview of the Conservation Authority’s Flood Management Programs, noting that a core mandate of the Conservation Authority is to undertake watershed-based programs to protect people and property from flooding. Conservation Authorities carry out programs that serve provincial and municipal interest, including Flood Forecasting and Warning and Floodplain Mapping, along with Review and Regulation of development activities within flood hazards, in accordance with t he provincial governing legislation. The Conservation Authority compiles rainfall data, land-use information Page 47 of 490 LSRCA Board of Directors Meeting Highlights – November 24, 2023 Page 3 (urban, rural, paved surfaces, wooded areas, etc.), topographic information (ground surface elevations to determine high ground and low ground) into computer models to determine flood hazard lands. These models simulate how much flow there will be and where it is expected. This information assists the Conservation Authority in delineating flooding hazards, in accordance with provincial guidelines. The Conservation Authority also conducts technical reviews, typically of Conservation Authorities Act and the Planning Act applications, as part of the approvals process. Within the Lake Simcoe watershed, there are typically three main types of flooding: •Riverine Flooding: Flooding associated with rivers, streams, watercourses. Conservation Authorities have a lead role associated with riverine flooding. •Shoreline Flooding: Flooding associated with the shorelines of large water bodies, such as lakes. Conservation Authorities have a lead role associated with riverine flooding. •Urban Flooding: Flooding in an urban area due to, often related to infrastructure. Municipalities have the lead role when it comes to urban flooding. Since floods are the most frequent natural hazard in Canada and can happen at any time of year and be caused by various factors, there is a need within the Lake Simcoe watershed, as well as a mandate issued to conservation authorities by the Province of On tario, to protect people and property from flooding. Please click this link to view the presentation: Flood Management Programs Correspondence and Staff Reports: Correspondence The Board received the October 20, 2023 letter from the Ministry of Natural Resources and Forestry regarding the Minister’s exception under the Conservation Authorities Act related to Chair and Vice Chair appointments. Third Quarter 2023 Financial Report and Year -End Forecast The Board received Staff Report No. 55-23-BOD regarding the Conservation Authority’s third quarter 2023 financial report and year-end forecast. Chloride in the Lake Simcoe Watershed The Board received Staff Report No. 56-23-BOD regarding Chloride in the Lake Simcoe watershed. Flood Management Programs The Board received Staff Report No. 57-23-BOD regarding the Conservation Authority’s flood management programs. Page 48 of 490 LSRCA Board of Directors Meeting Highlights – November 24, 2023 Page 4 Development Service Fee Update The Board received Staff Report No. 58-23-BOD regarding the Conservation Authority’s Development Services Fees and approved a 2% increase to the current Fees for a cost-of-living increase, approved as part of the budget process and supported by the Watson & Associates report, effective January 1, 2024. Laser Elevation Data Services The Board received Staff Report No. 59-23-BOD regarding the purchase of laser elevation data for the Lake Simcoe Watershed and approved staff’s recommendation to award the contract to Toronto and Region Conservation Authority as a collective purchase be approved for a purchase over $100K. Cyber Security Program Updates The Board received Staff Report No. No. 60-23-BOD regarding the Conservation Authority’s cyber security program updates. Confidential Land Matter The Board received Confidential Staff Report No. 61-23-BOD regarding a confidential land matter and approved the recommendations contained within the report . For more information or to see the full agenda package, visit https://lsrca.on.ca/index.php/board-meetings/ Page 49 of 490 Board Meeting Highlights December 15, 2023 Announcements: a)General Manager, Integrated Watershed Management, Don Goodyear was pleased to advise that on November 30th, two staff members, Julia Marko and Emma Dias, hosted a well- received workshop for municipal planning staff on Bill 23 impacts to natural heritage review. The workshop was well attended with about 50 people representing 14 watershed municipalities. b)CAO Rob Baldwin thanked the Communications team for the successful migration and launch of the Conservation Authority’s new website, noting this unexpected change in website host necessitated the migration of all website material to a new host. c)CAO Rob Baldwin advised that he, Chair Emmerson and Chief of Staff, Trish Barnett, had a very productive virtual meeting with Minister Khanjin recently, where items such as salt and source protection were discussed. d)CAO Rob Baldwin advised that two letters were recently received from the Minister of Natural Resources and Forestry; namely, one granting an extension to March 31, 2024 for the cost apportioning agreements with participating municipalities; and the other n otifying of an extension of the Minister’s direction on the Planning, Development and Permitting fees freeze to the end of 2024. Deputations: Mr. Michael Jacobs regarding Georgina Island Fixed Link Project Mr. Michael Jacobs, Fixed Link Project Manager and Georgina Island Fixed Link Secretariat , made a deputation regarding the Georgina Island Fixed Link project. He shared the Chippewas of Georgina Island First Nation Council Resolution of February 2021; namely, their intent to build a Fixed Link that will connect Georgina Island to the mainland; their desire to complete the Impact Assessment by December 31, 2024; and their intent to have the Fixed Link operational by December 31, 2026. He reviewed the project timelines, as well as the Impact Assessment Agency of Canada process and comments received. From comments received, the Georgina Island Fist Nation have invested in an improved project understanding. He reviewed some of these investments and learnings. He overviewed other work in progress, such as a seven generations financial assessment, nation to nation negotiations and additional research to support engagement requests. Based on their learnings, Georgina Island Fixed Link has better defined its development assumption, and he shared a map of the path to connect. He then outlined the upcoming Attachment 2 Page 50 of 490 LSRCA Board of Directors Meeting Highlights – December 15, 2023 Page 2 engagement plans. In closing Mr. Jacobs noted that Georgina Island First Nation have invested time and money to understand the project and its impacts on the community and the natural world. To view this presentation, please follow this link: Georgina Island Fixed Link Project Update Correspondence and Staff Reports: Correspondence The Board the Lake Simcoe Region Conservation Authority’s letter dated November 17, 2023 to Minister Khanjin and Lake Simcoe Watershed MPPs regarding Winter Salt Management. Georgina Island Fixed Link Project Update The Board received Staff Report No. 62-23-BOD regarding an update on the Conservation Authority’s review of and involvement in the Georgina Island Fixed Link project. New Nature Centre at Scanlon Creek Conservation Area – Project and Funding Progress Report The Board received Staff Report No. 63-23-BOD regarding project and funding updates on the new Nature Centre at Scanlon Creek Conservation Area. New Nature Centre Project: Temporary Utilization of Offsetting Reserves if Required The Board received Staff Report No. 64-23-BOD regarding temporary funding utilizing Offsetting Reserves for the new Nature Centre and approved the use of the Offsetting Reserves if required to act as a funding backstop as outlined in this report. Framework to Limit Liability for Winter Maintenance Contractors Employing Best Practices The Board received Staff Report No. 65-23-BOD regarding a framework to limit liability for winter maintenance contractors employing best practices and directed staff to circulate this report and the attached template resolution to watershed municipalities. For more information or to see the full agenda package, visit https://lsrca.on.ca/index.php/board-meetings/ Page 51 of 490 Town of Aurora Parks and Recreation Advisory Committee Meeting Minutes Date: Time: Location: Thursday, January 18, 2024 7 p.m. Holland Room, Aurora Town Hall Committee Members: Councillor Ron Weese (Chair) Irene Clement* Michelle Dakin (Vice Chair) Jessie Fraser* Shaheen Moledina* Corrina Tai* Members Absent: Adrian Martin Other Attendees: Michelle Johnson, Collections and Exhibitions Coordinator Phillip Rose, Manager of Cultural Services Lisa Warth, Manager, Recreation Linda Bottos, Council/Committee Coordinator *Attended electronically _____________________________________________________________________ 1. Call to Order The Chair called the meeting to order at 7 p.m. 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 Page 52 of 490 Parks and Recreation Advisory Committee Meeting Minutes Thursday, January 18, 2024 2 Mississaugas and Chippewas, recognized through Treaty #13 and the Williams Treaties of 1923. 3. Approval of the Agenda Moved by Michelle Dakin Seconded by Irene Clement 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 5.1 Parks and Recreation Advisory Committee Meeting Minutes of December 21, 2023 Moved by Irene Clement Seconded by Shaheen Moledina 1. That the Parks and Recreation Advisory Committee Meeting Minutes of December 21, 2023, be received for information. Carried 6. Delegations None. 7. Matters for Consideration 7.1 Memorandum from Collections and Exhibitions Coordinator; Re: Community Reflection Space Staff provided an overview of the memorandum and a visual review of the four proposed community reflection space locations for the Committee’s Page 53 of 490 Parks and Recreation Advisory Committee Meeting Minutes Thursday, January 18, 2024 3 consideration. It was noted that the Committee will have an opportunity to provide input on the design features of the space later in the year. The Committee and staff discussed the merits and limitations of the proposed locations, as well as the public consultation process and outreach, including risk assessment, emergency services input, and potential user groups and uses of the space. The Committee expressed support for the Queen’s Diamond Jubilee Park location. Moved by Jessie Fraser Seconded by Michelle Dakin 1. That the memorandum regarding Community Reflection Space be received; and 2. That the Parks and Recreation Advisory Committee comments regarding Community Reflection Space be received and referred to staff for consideration and further action as appropriate. Carried 8. Informational Items 8.1 Memorandum from Manager, Recreation; Re: Recreation Needs Assessment for Persons with Disabilities - Follow-up Staff provided an overview of the memorandum noting the online survey is now available on the Town’s Engage Aurora platform until February 14, 2024, to provide input on the Recreation Needs Assessment for Persons with Disabilities, as well as opportunities to attend a virtual or in-person focus group; visit engageaurora.ca/RNA for more information. Committee members were encouraged to share this information with their contacts. Moved by Jessie Fraser Seconded by Shaheen Moledina 1. That the memorandum regarding Recreation Needs Assessment for Persons with Disabilities - Follow-up be received for information. Carried Page 54 of 490 Parks and Recreation Advisory Committee Meeting Minutes Thursday, January 18, 2024 4 9. New Business The Committee inquired about the Town’s parkland acquisition process and the Chair provided a response. The Chair advised that member David Gren has resigned from the Committee; therefore, the Town is now recruiting to fill this vacancy for the remainder of the term and applications will be received until February 11, 2024. 10. Adjournment Moved by Shaheen Moledina Seconded by Jessie Fraser That the meeting be adjourned at 8:02 p.m. Carried Page 55 of 490 Town of Aurora Mayor's Golf Classic Funds Committee Meeting Minutes Date: Time: Location: Friday, February 2, 2024 10 a.m. Video Conference Committee Members: Angela Covert (Chair) Michelle Black (arrived at 10:18 a.m.) Robert Gaby Abe Reiss (Vice Chair) Dan Winters Members Absent Shaheen Moledina Other Attendees: Jason Gaertner, Manager, Financial Management Michael de Rond, Town Clerk Jaclyn Grossi, Deputy Town Clerk _____________________________________________________________________ 1. Call to Order The Chair called the meeting to order at 10:04 a.m. Item 7.2 and item 7.3 were considered before item 7.1 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. Page 56 of 490 Mayor's Golf Classic Funds Committee Meeting Minutes Friday, February 2, 2024 2 3. Approval of the Agenda Moved by Dan Winters Seconded by Robert Gaby That the agenda as circulated by Legislative Services be approved. Carried 4. Declarations of Pecuniary Interest and General Nature Thereof Dan Winters declared a pecuniary interest regarding item 7.1 Application from The Stratas Foundation; Re: Mental Health Research Funding as he assists the Charity. He did not take part in the discussion or vote on the item. 5. Receipt of the Minutes 5.1 Mayor’s Golf Classic Funds Committee Meeting Minutes of November 30, 2023 Moved by Abe Reiss Seconded by Robert Gaby 1. That the Mayor’s Golf Classic Funds Committee Meeting Minutes of November 30, 2023, be received for information. Carried 6. Delegations None 7. Matters for Consideration 7.1 Application from The Stratas Foundation; Re: Mental Health Research Funding Moved by Abe Reiss Seconded by Robert Gaby 1. That the Application from The Stratas Foundation; Re: Mental Health Research Funding be received; and Page 57 of 490 Mayor's Golf Classic Funds Committee Meeting Minutes Friday, February 2, 2024 3 2. That the Committee grant the funding request in the amount of $5,000.00 Carried 7.2 Application from Community Living Central York; Re: Program Support Moved by Dan Winters Seconded by Abe Reiss 1. That the Application from Application from Community Living Central York; Re: Program Support be received; and 2. That the Committee grant the funding request in the amount of $5,000.00 Carried 7.3 Application from the Women's Centre of York Region; Re: Financial Empowerment Program Moved by Dan Winters Seconded by Robert Gaby 1. That the Application from the Women's Centre of York Region; Re: Financial Empowerment Program be received; and 2. That the Committee grant the funding request in the amount of $5,000.00 Carried 8. Informational Items None. 9. New Business None. 10. Adjournment Page 58 of 490 Mayor's Golf Classic Funds Committee Meeting Minutes Friday, February 2, 2024 4 Moved by Abe Reiss Seconded by Dan Winters That the meeting be adjourned at 10:31 a.m. Carried Page 59 of 490 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. OPS24 -0 01 Subject: Urban Forest Study Update Prepared by: Matthew Volpintesta, Manager of Parks & Fleet Department: Operational Services Date: February 6, 2024 Recommendation 1. That Report No. OPS24-001 be received; and 2. That the recommendations in the Urban Forest Study be endorsed in principle, allowing staff to implement recommendations subject to Council approval of budgetary implications where applicable. Executive Summary This report provides Council with an overview of the recently updated Town of Aurora Urban Forest Study servicing as an update to data collected in 2013:  Study updates a collaboration between the Town of Aurora, the Regional Municipality of York, and Toronto and Region Conservation Authority (TRCA).  Key objectives focused on forest quantity, quality and benefits, climate change, invasive species, soil quality and how these factors impact the overall health of the urban forest.  Aurora’s canopy cover has increased to 34 per cent representing 6 per cent increase over the previous 2014 study, very close to meeting York Regions canopy cover target of 35 per cent. Page 60 of 490 February 6, 2024 2 of 9 Report No. OPS24-001  Invasives species identified in 46% of the study plots.  Aurora’s forest annually sequesters 2,988 tonnes of carbon or 7,665 tonnes of carbon dioxide-equivalents with annual value of $3.1 million and plays an important role in climate mitigation.  Protection and health of mature trees is important as they provide the largest canopy cover benefit. Background Study updates a collaboration between the Town of Aurora, the Regional Municipality of York, Toronto and Region Conservation Authority (TRCA). This is the second iteration of the Urban Forest Study and serves as an update to data collected in 2013, published in the Town of Aurora Urban Forest Study: Technical Report (TRCA, 2014). The 2014 study now forms a baseline against the 2023 Urban Forest Study and is also an opportunity to analyze issues that were emerging in 2014 and have become more crucial to assess in the intervening years. Specifically, this study will include more detailed information on invasive plant species, pest and disease presence, soil quality, and climate vulnerability for Aurora’s forest. To track progress, study partners committed to conducting sample-based field surveys every ten years, and a GIS-based canopy cover assessment every five years. A canopy cover assessment was completed in 2020 and the field data for this study was collected in 2022. Analysis Key objectives focused on forest quantity, quality and benefits, climate change, invasive species, soil quality and how these factors impact the overall health of the urban forest. The objectives of the 2023 Urban Forest Study included:  Assess canopy cover distribution and track progress towards Aurora’s canopy cover goals.  Quantify the current species composition, size, and condition of Aurora’s forest.  Quantify ecosystem services and benefits provided by the forest.  Assess the change in distribution and structure since the 2014 Urban Forest Study.  Analyze key factors relating to forest health, specifically soil health, invasive plant cover, and presence of invasive plants and pests. Page 61 of 490 February 6, 2024 3 of 9 Report No. OPS24-001  Conduct an i-Tree Forecast assessment to estimate tree planting needed to maintain existing canopy cover and to meet the recommended canopy cover goals.  Assess climate change risks and forest vulnerability. Aurora’s canopy cover has increased to 34 per cent representing 6 per cent increase over the previous 2014 study, very close to meeting York Regions canopy cover target of 35 per cent. In 2023, Aurora has 34 per cent canopy cover which is an estimated 865,000 trees, 49 per cent of the tree population occurs on public lands (such as municipal parks, rights- of-ways (ROWs), and protected areas, including conservation authority lands), and 51 per cent of trees are privately owned. The majority of trees are in good condition with approximately 82 per cent of trees in Aurora estimated to be in either excellent, good or fair condition. While the canopy in Aurora has increased by 6 per cent since the 2014 update, the overall number of trees has decreased. The cause for the decline in number of tree stock is largely due to loss of ash trees caused by emerald ash borer (EAB), climate change impacts on species health, and development causing removal of trees. Overall tree cover is projected to increase steadily over a 30-year outlook. It should be noted that most of the addition to the canopy cover is from maturing and mature existing trees, not only the planting of new trees. The forecasted canopy growth predicted a positive trajectory for canopy cover, exceeding the recommended canopy target of 35 per cent by 2053. All scenarios included expected canopy growth and the continued impact of EAB, spongy moth, and beech bark disease. Aurora’s current planting programs predict that canopy cover would reach 41.1 per cent by 2053. If planting efforts were doubled, canopy cover was forecast to reach 41.5 per cent by 2053. And, under a no planting scenario, canopy cover was expected to reach 40.6 per cent by 2053. In theory, 51 per cent (2,532 ha) of the Town’s land area could support additional canopy and when excluding agricultural areas, 42 per cent (2,068 ha) is available. Cedars and sugar maples contribute most significantly to natural regeneration. Looking at species dominance, the top three most abundant tree species made up 41.5 per cent of the total population in 2023 and 43 per cent in 2014. Dominance of the top three most common species in Aurora has remained essentially the same despite some shifts in leaf area since 2014. Sugar maple, eastern white cedar, and Norway maple are the top three most prevalent species in terms of the contribution to the per cent of leaf area. Sugar maple still represents the largest proportion of leaf area in Aurora. Page 62 of 490 February 6, 2024 4 of 9 Report No. OPS24-001 Invasives species identified in 46 per cent of the study plots. Invasive species, pests and diseases continue to be a detriment to the forest in Aurora. While mitigation efforts have proved beneficial in the past, continued work is necessary to preserve and enhance Aurora’s forest. As shown, out of the plots surveyed, 46 per cent had at least one invasive plant species present. Invasive plant species were most prevalent in the residential areas (62 per cent of plots), followed by Open Space Natural Cover (55 per cent). The most commonly found invasive species were European buckthorn (27 per cent), Manitoba maple (20 per cent), garlic mustard (14 per cent), Norway maple (13 per cent), and non-native honeysuckle. Looking at pests and diseases, the presence and/or symptoms of spongy moth were observed at 15 per cent of plots surveyed in Aurora, while EAB was observed at 8 per cent of plots. To mitigate invasives and defend against pests and disease, continued fiscal resources will be required to enhance efforts. This includes funding for prevention and reactionary measures. Some of the recommendations as it relates to invasive and pest prevention include:  Exploration of the development and implementation of a municipal-led invasive plant, pest, and disease education and volunteer program to enhance awareness of invasive plants, pests, and pathogens and proper removal practices.  Revision of the Tree Planting and Approved Plant List.  Promoting the implementation of natural buffers along the edges of urban woodlots to protect against the encroachment of invasive species.  Targeted removal of high priority invasive plant species at high priority sites. Aurora’s forest annually sequesters 2,988 tonnes of carbon or 7,665 tonnes of carbon dioxide-equivalents with annual value of $3.1 million and plays an important role in climate mitigation. As a tree grows, it removes carbon dioxide from the atmosphere. This process is referred to as gross carbon sequestration, which is expressed as an annual rate of removal. Carbon is then stored in the woody biomass of the tree, and this can be expressed as total carbon storage. When a tree dies, much of the stored carbon is released back to the atmosphere through decomposition. Trees in Aurora sequester approximately 2,988 tonnes of carbon per year, with an associated annual value of $3.1 million and store 97,266 tonnes of carbon, valued at $101.4 million. The annual carbon sequestration and total carbon storage have decreased from the 2014 rate of 4,050 Page 63 of 490 February 6, 2024 5 of 9 Report No. OPS24-001 tonnes of carbon per year and 103,000 tonnes stored. Although this appears to be a large decline, this does not reflect a true change due to changes in the sampling protocol. For this study, trees with a diameter at breast height (DBH) below five centimetres in forest plots were excluded, while they were measured in the previous assessment. Just over 46 per cent of the trees measured in 2014 were below five centimetres in DBH in contrast to eight per cent in 2023. Despite this omission, total carbon stored has remained similar and the decrease in annual sequestration is expected. Aurora’s tree canopy continues to provide financial savings in energy expenditures during heating and cooling seasons as well as providing significant hydrological benefits in combatting effects related to climate change. Trees reduce local air temperature due to shading effects, wind speed reductions, and the release of water vapor through evapotranspiration. In Aurora, the forest reduces the annual energy consumption of residential homes and low-rise apartments with an associated annual financial savings of approximately $451,000. Regarding hydrological impacts, Aurora’s forest helps to prevent rainwater from entering the stormwater system known as avoided runoff, by capturing rainwater, evapotranspiration, and facilitating the infiltration of water into the soil. Using 2019 rainfall data from Pearson International Airport, it was determined that 247,017 cubic metres of precipitation were prevented from entering the stormwater system in 2019 with an associated value of $574,068 per year. To mitigate negative hydrological impacts and effects of climate change, it is recommended the Town of Aurora should engage in strategic planting in high-emission zones to help prevent heat-island effect and, develop mechanisms to support private landowners to protect and enhance canopy. Fourteen of the 20 most abundant tree species in Aurora are highly or extremely vulnerable to climate change under a business-as-usual emissions scenario, including three of the top five species (eastern white cedar, European buckthorn, and Norway maple). These 14 species make up nearly 60 per cent of the total population of trees across the Aurora forest. Only one of the top 20 species were assigned a low vulnerability score, being Manitoba maple, which is not recommended due to their invasive properties. As such, it is essential to increase the diversity of resilient (i.e. low to moderate vulnerability species) native and non-native, non-invasive plant species carry out best management practices to support the urban forest in a changing climate. Page 64 of 490 February 6, 2024 6 of 9 Report No. OPS24-001 Protection and health of mature trees is important as they provide the largest canopy cover benefit. As urban trees increase in size, their environmental, social, and economic benefits increase as well. Large trees provide much greater energy savings, air, and water quality improvements, runoff reduction, visual impact, increase in property values, and carbon sequestration. Large trees also provide greater infrastructure repair savings, for example shaded areas often require lesser or more infrequent maintenance than areas with most sun exposure. It is recommended that Aurora continue to promote the proportion of large, mature trees across the Town’s urban forest by the regulation of tree injury or removal through the application and enforcement of the Private Tree Protection By-law (By-law No. 5850-16) and public sector by the Town of Aurora Tree Removal/Pruning Compensation Policy. In this regard, staff intend to return to Council later in 2024 with recommendations on compensation improvements and a fulsome review of tree removal permit policies and associated fees. This would include an assessment and update to the Landscape Design Standards focusing on guidelines for sustainable streetscape, species diversity, subdivision tree standards including soil volume. It is also recommended that the Town develops a post-tree Planting Management Plan and Monitoring Strategy to improve survivorship, including pest mitigation such as EAB, and a core focus be to continue to plant, prune, and replace trees on municipal roads, parks, and other municipal property with routine evaluation of planting and maintenance budgets as the Town grows and assumes responsibility for new roads, parks and facilities. Attached as Attachment 1, a full list of prioritized recommendations of the report can be found for reference. Advisory Committee Review Presentation to Environmental Advisory Committee – December 11, 2023. The Committee had a very healthy discussion and inquired on tree compensation recommendations and relationship to development, forest management plan and future projections. There were other questions related to availability and use of GIS mapping to capture and monitor canopy data. The Town currently maps and updates GIS data to monitor municipal owned tree inventory which has been instrumental in dealing with EAB and Spongy Moth, however the Urban Forest Study provides a more comprehensive collection of data for the entire urban canopy (private property, woodlots, blvds, parks etc). Climate change mitigation and adaptation was also of interest. Staff clarified recommendations within the study aim to address biodiversity and invasive species Page 65 of 490 February 6, 2024 7 of 9 Report No. OPS24-001 concerns and that staff are already working on some initiatives and will be working to build on the suggested associated recommendations in the coming years. Legal Considerations None. Financial Implications Future budget considerations for plantings and enhancements can be expected, as well as pest, invasive and disease prevention and future mitigation, including managing Aurora’s canopy growth. It can be expected that the Operational Services Department will require additional financial assistance from Council in future budget considerations, as routine maintenance costs are expected to increase with a larger canopy, and more resources required to address the recommendations of this study if endorsed by Council. Communications Considerations To inform the public, this report will be posted on the Town’s website. Communications will continue to work with Parks to inform the public about Aurora’s ongoing tree conservation efforts when appropriate. Climate Change Considerations The recommendations from this report will result in the mitigation of long-term effects to Aurora’s urban canopy, an important carbon sink. The result of protecting the tree canopy on community greenhouse gas emissions are not precisely measurable due to the complex nature of carbon sequestration. In addition, the recommendations from this report will increase the Town’s ability to adapt to a changing climate by decreasing additional stressors to support tree health. With rising temperature trends, windstorms and storm intensity, it’s more important than ever for the Town to protect and restore the Town’s natural heritage, as these changes could cause increased stress on trees. Trees play an important role in mitigating the impacts of a changing climate, from air quality, stormwater management to counteracting the effects of the heat island. The report supports the goals within Aurora urban forest policies and bylaws by protecting the Town’s natural heritage and will only assist in strengthening urban forest policies and cultural practices for the future. This includes supporting the Blue Dot Movement, Page 66 of 490 February 6, 2024 8 of 9 Report No. OPS24-001 Corporate Environmental Action Plan, Climate Change Adaption Plan, and Community Energy Plan. Link to Strategic Plan The second iteration of the Urban Forest Study supports 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 to provide alternative recommendation. Conclusions Since the 2014 Urban Forest Study, there have been noticeable changes to Aurora’s canopy. With a six per cent increase in overall canopy cover, there are optimistic signs that our forests are maturing and remaining resilient to the effects of climate change. That said, climate change, invasive species and disease continue to pose risks and have an impact on the overall health and total tree stock in Aurora. In order to preserve and improve the health of Aurora’s forest, the recommendations within the 2023 Urban Forest Study should be strategically implemented, with appropriate resources over the next 5-10 years secured to ensure staff are equipped to support our forest through various recommendations and measures. Attachments Attachment #1 – List of Recommendations Attachment #2 – Progress Table (2014 recommendations) Attachment #3 – TRCA Presentation Previous Reports PR14-035 Urban Forest Study (UFORE) – July 29, 2014 PR15-026 Urban Forest Management Plan & Policies – November 17, 2015 Page 67 of 490 February 6, 2024 9 of 9 Report No. OPS24-001 OPS2-013 Review of Urban Forest Study & Associated Forestry Policies – September 8, 2020 Pre-submission Review Agenda Management Team review on January 18, 2024 Approvals Approved by Sara Tienkamp, Director, Operational Services Approved by Doug Nadorozny, Chief Administrative Officer Page 68 of 490 TOWN OF AURORA URBAN FOREST STUDY: SUMMARY OF RECOMMENDATIONS Recommendations have been assessed by priority (first, second, and third) based on necessity and feasibility of implementing. Priority: •First Priority (1P) – essential to integrate into the Town’s planning and management of the Urban Forest to maintain or increase forest health •Second Priority (2P) – feasible to integrate into the Town’s planning and management of the Urban Forest •Third Priority (3P) – potentially feasible to integrate into the Town’s planning and management of the Urban Forest Recommendation 1 – 1P: As part of an update to the Town’s Urban Forest Management Plan, the Town will review and update its urban forest policies, including the landscape design standards and tree compensation policies and should address: local canopy targets; species diversity; forest health, maintenance, and monitoring; invasive species management; soil conservation strategies; and climate change mitigation and adaptation. Recommendation 2 – 1P: The next Town of Aurora Official Plan update should include a commitment to at least 35 percent canopy cover target to align with the York Region Forest Management Plan. However, it is recommended to aim for a more ambitious target of 40 percent. Additionally, the development of a woodland cover target should be further explored as a component of an overall canopy target by assessing the feasible restoration potential across the Town. Recommendation 3 – 2P: Develop canopy cover targets for all land use types within the Official Plan. Recommendation 4 – 2P: Work with York Region to customize and utilize the Region’s tree planting prioritization tool for Aurora to improve equitable canopy cover distribution, the maximization of ecological benefits and ecosystem services, and target areas impacted by invasive pests. Recommendation 5 – 3P: Develop mechanisms to encourage and support private landowners (particularly commercial and industrial landowners, and property developers) to protect and enhance canopy and educate those landowners about maintenance best practices. Recommendation 6 – 1P: Continue to plant, prune, and replace trees on municipal roads, parks, and other municipal properties. Evaluate planting and maintenance budgets regularly as the Town grows and assumes responsibility for new roads, parks, and facilities. Recommendation 7 – 2P: Consider the development of a naturalization and restoration plan to bolster planting inputs in appropriate areas of the natural heritage system and in other naturalized areas. Attachment 1 Page 69 of 490 Recommendation 8 – 1P: In line with current practices, continue to establish a diverse tree population in intensively managed urban areas. Set a long-term goal in which no species to represents more than 5 percent of the tree population, no genus represents more than 10 percent of the tree population, and no family represents more than 20 percent of the intensively managed tree population both municipal - wide and at the neighbourhood level. Recommendation 9 – 3P: Investigate the utility and potential application of pest vulnerability tools, such as a Pest Vulnerability Matric (PVM) during species selection for municipal tree and shrub planting. Recommendation 10 – 3P: Consider the development of a campaign focused on educating private landowners and the public about the ecosystem benefits across the Town’s forest and the importance of species diversity for a resilient forest, particularly in the context of climate change. Recommendation 11 – 1P: Utilize native and appropriate non-native, non-invasive planting stock in both intensively and extensively managed areas. Increase genetic diversity of tree populations by using the guidance provided by the Ontario Tree Seed Transfer Policy. Consider integrating seed zone contract requirements to ensure planting stock are selected from appropriate seed zones tolerant of the Town's soil characteristics. Recommendation 12 – 1P: Continue to promote the proportion of large, mature trees across Aurora’s urban forest by the regulation of tree injury or removal through the application and enforcement of the Private Tree Protection By-law (By-law 5850-16) and public sector by the Town of Aurora Tree Removal/Pruning Compensation Policy . Recommendation 13 – 2P: Review and enhance tree preservation requirements in municipal guidelines and regulations for sustainable streetscape and subdivision design standards (and particularly soil volume) to support tree establishment and eliminate conflict between natural and grey infrastructure. Recommendation 14 – 3P: Where appropriate, select and plant long lived, low maintenance, and low volatile organic compound (VOC) emitting tree species. Recommendation 15 – 2P: Bolster evergreen tree population across the municipality to improve year- round pollution removal services. Recommendation 16 – 3P: Engage in strategic tree planting in high emissions zones. Recommendation 17 – 3P: Consider application of subsurface (Silva) cells on a project-by-project basis and other enhanced rooting environment techniques for street trees, particularly in constrained spaces such as intensification areas. Recommendation 18 – 2P: Utilize the Sustainable Technology Evaluation Program Treatment Train Tool to evaluate and quantify the stormwater benefits of planting trees at the site level. Recommendation 19 – 3P: In addition to the Town of Aurora’s Official Plan recommendation to encourage tree planting to reduce the urban heat island effect (Section 9.1 of the Plan), consider including the potential of trees to provide energy savings when developing planting guidelines or standards. Page 70 of 490 Recommendation 20 – 3P: Investigate ranking alignment between various tree planting prioritization tools and develop a decision-making framework focused on identifying similarities and differences between ranking systems. Recommendation 21 – 2P: Ensure best practices for healthy soils are implemented in Aurora’s public and private urban areas in the planning of corporate or public planting programs, from site selection and assessment to species selection. Reference tools and programs such as the Corporate Environmental Action Plan. Recommendation 22 – 3P: Manage compaction, salinity, and pH on public property through amendments and remedial measures like mulching and planting of herbaceous cover and shrubs. Recommendation 23 – 3P: Educate private homeowners and industrial and commercial landowners about soil best practices. Recommendation 24 – 3P: Promote the implementation of natural buffers along the edges of urban woodlots to protect against the encroachment of invasive species. Recommendation 25 – 1P: Consider targeted removal of high priority invasive plant species at high priority sites following best practices. Recommendation 26 – 3P: Explore the development and implementation of a municipal-led invasive plant, pest, and disease education and volunteer program to enhance awareness of invasive plants, pests, and pathogens and proper removal practices. Recommendation 27 – 1P: Consider revising the Tree Planting and Approved Plant List to remove both Japanese tree lilac and callery pear from the ornamental tree list due to the invasive potential of these species. Recommendation 28 – 1P: Develop a monitoring and action strategy for invasive species, including pests and diseases, and continue taking proactive approaches to address new and emerging invasive species, such as hemlock woolly adelgid and oak wilt. Recommendation 29 – 2P: Reassess tree care and maintenance practices for trees in urbanized areas. Indicators associated with street tree mortality should be considered, including plant hardiness and tolerances to harsher urban conditions, tree pit enhancements, direct tree care/stewardship, and assessing local traffic and building conditions. Recommendation 30 – 1P: Continue assessing forest structure, function, and distribution every 10 years through the Urban Forest Studies. Recommendation 31 – 1P: Develop a post-tree planting management and monitoring strategy to complement the tree maintenance program to ensure tree survivorship and mitigate common stressors in the urban environment. Recommendation 32 – 3P: Increase proactive, long-term monitoring of species identified as highly and extremely vulnerable to climate change to assess and evaluate the condition of the at-risk species as incremental climate change impacts advance. Page 71 of 490 Recommendation 33 – 1P: Assess the Town’s current recommended planting list based on the climate vulnerability of each species. Shift recommendations to native and appropriate non-native, non-invasive species that have a higher tolerance and lower vulnerability to climate change impacts. Recommendation 34 – 2P: Incentivise private landowners to plant a greater diversity of native, resilient species as part of the Aurora’s tree planting programs to increase the functional diversity of species planted in Aurora. Encourage private landowners to plant alternatives to eastern white cedar, given its high vulnerability to climate change. Recommendation 35 – 3P: Assisted range expansion and assisted migration should be further investigated. The Town should undertake systematic testing of species from warmer ecodistricts that could be suitable to replace the fourteen highly vulnerable and extremely vulnerable species that are at the greatest risk as a result of climate change. Recommendation 36 – 1P: Begin to integrate green infrastructure into asset management planning, particularly for street trees and other municipal natural assets like woodlands and wetlands. Page 72 of 490 Number Town of Aurora Urban Forest Study (2014) Recommendations 2014-2023 Progress State of the Urban Forest: Existing and Possible Urban Forest Distribution 1 Refine the results of the urban tree canopy (UTC) analysis to develop an urban forest cover target. •A recommended canopy cover range of 29 to 35 percent for the Town was set in the York Region Forest Management Plan. •Currently, Aurora is well within this range with a canopy cover of 34 percent, therefore, Aurora, may wish to set a more ambitious target. The York Region recommended range, or a Town-developed target should be included within Aurora’s Official Plan. 2 Build on the results of the urban tree canopy analysis (UTC) and the priority planting index to prioritize tree planting and establishment efforts to improve the distribution of ecosystem services, including urban heat island mitigation and stormwater management. •York Region has developed a Tree Planting Prioritization Tool which incorporates all these components that can be adapted for the Town of Aurora in partnership with the Region. It is recommended that Aurora use the Region’s prioritization until the Town develops its own naturalization or restoration plan or natural heritage strategy. This has been included as a recommendation in the 2023 study. 3 Increase leaf area in canopied areas by planting suitable tree and shrub species under existing tree cover. Planting efforts should continue to be focused in areas of the municipality that currently support a high proportion of ash species. • State of the Urban Forest: Tree Species Effects 4 Utilize the Pest Vulnerability Matrix during species selection for municipal tree and shrub planting. •This recommendation was adapted and included in this 2023 report. 5 Establish a diverse tree population in which no species represents more than five per cent of the tree population, no genus represents more than 10 per cent of the tree population, and no family represents more than 20 per cent of the •Aurora is working towards a more diverse tree population: The Town’s Tree Planting and Approved Plant List Policy has removed historically planted species like Norway maple and Attachment 2 Page 73 of 490 Number Town of Aurora Urban Forest Study (2014) Recommendations 2014-2023 Progress intensively managed tree population both municipal-wide and at the neighbourhood level. increased the diversity of species included (over 50 species) with many cultivars and varieties. • This recommendation was carried forward in this 2023 report to underscore the importance of a diverse urban forest and to guide diversification efforts. 6 Utilize native planting stock grown from locally adapted seed sources in both intensively and extensively managed areas. • State of the Urban Forest: Tree Size Effects 7 Evaluate and develop the strategic steps required to increase the proportion of large, mature trees in the urban forest. This can be achieved using a range of tools including Official Plan planning policy, by-law enforcement and public education. Where tree preservation cannot be achieved, Official Plan policy can be considered that will require compensation for the loss of mature trees and associated ecosystem services. • Aurora had its Private Tree By-law revised in 2016. • Enforcing by-laws that protect large and/or historically significant trees. • Town of Aurora: Tree Removal/Pruning and Compensation Policy • Through the development process large trees are protected where feasible by altering grading and changing/modifying the design. 8 Develop municipal guidelines and regulations for sustainable streetscape and subdivision design that ensure adequate soil quality and quantity for tree establishment and eliminate conflict between natural and grey infrastructure. • Town of Aurora: Tree Removal/Pruning and Compensation Policy • Town of Aurora Green Development Standards Handbook includes guidelines for soil. • Updated 2014 recommendation in this 2023 study to include the need for review and enhancement of tree preservation requirements. • Town of Aurora Landscape Design Guidelines (developed in 2015 and slated for an update in 2024) 9 Explore the application of subsurface cells and other enhanced rooting environment techniques for street trees. Utilizing these technologies at selected test-sites in the short-term may • Page 74 of 490 Number Town of Aurora Urban Forest Study (2014) Recommendations 2014-2023 Progress provide a cost-effective means of integrating these systems into the municipal budget. Urban Forest Function: Climate Change Mitigation 10 Reduce energy consumption and associated carbon emissions by providing direction, assistance and incentives to residents and businesses for strategic tree planting and establishment around buildings. • The Town developed a Corporate Environmental Action Plan (CEAP) to guide the community in how to reduce emissions and promote ecosystem services via tree planting. • Through the Town’s partnership with LEAF, homeowners are given guidance on how to do this through the selection and placement of trees. Creating a Sustainable Urban Forest: Stewardship and Education 11 Research and pursue new partnerships and opportunities to enhance urban forest stewardship in Aurora. • 12 Pursue the development of an urban forest communication plan that guides the dissemination of key messages to target audiences. • Fact sheets developed as part of this 2023 forest study can serve as a basis for the development of an urban forest communication plan 13 Explore the development and implementation of a municipal staff training program to enhance awareness of tree health and maintenance requirements generally, and of proper tree protection practices to be used during construction activities more specifically. • The Town is developing an urban forest management plan which should consider an action in line with this recommendation. 15 Establish an interagency Urban Forest Working Group to liaise with existing stakeholders and build new partnerships that support shared urban forestry and community sustainability objectives. • Aurora staff participate in the York Region urban forestry and invasive species working groups. Creating a Sustainable Urban Forest: Urban Landscape Ecology 16 Explore and develop targets that achieve a comprehensive distribution of ecosystem services and improve overall landscape function. • The York Region Forest Management Plan has set a woodland cover recommended range for Aurora of 19 to 20 percent. Achieving this goal would improve landscape function. Page 75 of 490 Number Town of Aurora Urban Forest Study (2014) Recommendations 2014-2023 Progress Creating a Sustainable Urban Forest: Adaptive Urban Forest Management 17 Monitor the distribution, structure and function of the urban forest using the methods employed in this baseline study. A potential monitoring scenario may consist of a cover mapping assessment (UTC) at a five-year interval and a field-based assessment (i-Tree Eco) at a ten-year interval. • The York Region Forest management Plan provides a commitment to conduct canopy cover assessments every five years and field-based assessments (i-Tree Eco forest studies) every 10 years. The 2023 Aurora Forest Study is a fulfillment of this recommendation. 18 Support research partnerships that pursue the study of climate change and its impacts on the urban forest and that evaluate the potential for planting more hardy and southern species in select locations • The Aurora Forest Study works towards this recommendation by including a climate vulnerability assessment and related recommendations. Urban Forest Management Plan 19 Develop and implement an urban forest management plan for Aurora. • Aurora is actively working on developing an urban forest management plan to be delivered in 2024. Page 76 of 490 Attachment 3 Aurora Urban Forest Study Presented by: Michelle Sawka, Senior Research Scientist, Toronto and Region Conservation Authority February 06, 2024 Page 77 of 490 Outline 1. What is the Aurora Urban Forest Study? 2. Study background and objectives 3. Research results 4. Recommendations Toronto and Region Conservation Authority 2 Page 78 of 490 Aurora’s Urban Forest Urban forests provide a host of benefits to the public: Provide environmental services Improve livability Improve mental and physical health Provide habitat and resources for wildlife Reduced urban heat island effect 3 Page 79 of 490 Threats to the Urban Forest A number of threats to the health of our urban forests have emerged over recent years: Climate change impacts Urbanization Invasive species Extreme weather events 4 Page 80 of 490 What is the Aurora Urban Forest Study? Tells us what Tells us about the Assessments through remote sensing, GIS Aurora has and factors that may Communication tools, and plot-based where it is, and impact the urban tool field surveys quantifies services forest 5 Page 81 of 490 Aurora Urban Forest Study Objectives • Quantify and characterize existing distribution, structure and function of the forest, including change since the last study • Quantify and characterize key factors relating to forest health • Soil profile • Invasive species • Assess vulnerability of tree species to climate change • Update and develop management recommendations 6 Page 82 of 490 Research Results Toronto and Region Conservation Authority 7 Page 83 of 490 Canopy Cover (%) 2021 Canopy Cover by Municipality • Previous and current assessment method – land cover mapping 40% 34% 35% 30% 28% 28% 30% 25% 24% 25% 22% 21% 18% 20% 17% 15% 10% 5% 0% Aurora Markham Newmarket Richmond Hill Vaughan (2012; 2021) (2010; 2021) (2012/2013; 2021) (2010; 2021) (2011; 2021) Municipality Previous Assessment 2021 Canopy Cover (%) 8 Page 84 of 490 Aurora Tree Population and Distribution Public Private 0 100,000 200,000 300,000 400,000 500,000 600,000 700,000 800,000 900,000 Number of Trees 51% of trees in Aurora fall on private lands and 49% fall on public land Land Use Stratum 9 Page 85 of 490 Possible Planting Opportunities Existing Canopy Possible Vegetated • Excluding agricultural areas, Possible Impervious Unsuitable 42 % of Aurora’s land area – 2,068 ha – is potentially available for tree planting. 34 40 11 14 • Low density residential areas 0 20 40 60 80 100 offer the greatest potential planting area with 559 ha Percentage of Land Area (%) 10 Page 86 of 490 White ash 6%Manitoba maple 5% Leaf Area Species Composition: Top Five Species by Leaf Area Sugar maple Eastern white cedar Norway maple Silver maple Norway spruce 20 10 9 8 6 0 10 20 30 40 50 60 Percent of Total Leaf Area (%) 11 Page 87 of 490 Aurora’s Tree Health • 65% of trees are in good or excellent health Excellent Good Fair Poor Critical Dying Dead 31 34 18 6 9 0 10 20 30 40 50 60 70 80 90 100 Percent of Tree Population (%) Toronto and Region Conservation Authority 12 Page 88 of 490 Invasive Plant Presence European buckthorn Manitoba maple Garlic mustard Norway maple Non-native honeysuckle European buckthorn 0% 5% 10% 15% 20% 25% 30% Percentage of Plots Invaded (%) Page 89 of 490 Invasive Pests and Diseases • Impacts of emerald ash borer beetle were observed at 8 % of plots • Spongy moth was observed at 15 % of plots • Oak wilt and hemlock woolly adelgid are incoming pests/diseases and are an active concern for the Town Toronto and Region Conservation Authority 14 Page 90 of 490 Aurora’s Urban Forest provides many Services and Benefits Toronto and Region Conservation Authority 15 49 tonnes/year of air pollution removed 247,000 m3/year of avoided runoff 97,270 tonnes of carbon stored 2,988 tonnes/year of carbon sequestered $451,000 saved from reduced heating & cooling Shade reduces UV index by 27% 5,574 tonnes of oxygen/year Page 91 of 490 Climate Vulnerability of Aurora’s Common Trees Common Name Percent of Stems (%) Vulnerability Score Tolerances Sensitivities Notes Eastern white cedar 23.4 High x High resistance to ice damage x At the southern end of their current range Sugar maple 11.2 Moderate x Sensitive to drought European buckthorn 6.5 High Invasive Manitoba maple 4.6 Low x Low resistance to ice damage Invasive Norway maple 3.8 High Invasive Toronto and Region Conservation Authority 16 Page 92 of 490 Recommendations Toronto and Region Conservation Authority 17 Page 93 of 490 Select Recommendations Expansion of Canopy Cover Recommendation 2: Include a commitment to at least 35 percent canopy cover target in the next Official Plan update. Recommended to aim for a more ambitious target of 40 percent. Additionally, consider the development of a woodland cover target. Promoting Mature Trees Recommendation 12: Continue to promote large, mature trees across Aurora’s urban forest by the regulation of tree injury or removal through the application and enforcement of the Private Tree Protection By-law and public sector by the Town of Aurora Tree Removal/Pruning Compensation Policy. Toronto and Region Conservation Authority 18 Page 94 of 490 Select Recommendations Invasive Species Recommendation 26: Consider targeted removal of high priority invasive plant species at high priority sites following best practices. Climate Change Recommendation 35: Assess the Town’s current recommended tree planting list based on the climate vulnerability of each species. Shift recommendations to appropriate species that have a higher tolerance and lower vulnerability to climate change impacts. Toronto and Region Conservation Authority 19 Page 95 of 490 Forest Benefits Factsheet Page 96 of 490 Thank You! Toronto and Region Conservation Authority 21 Page 97 of 490 www.trca.ca Page 98 of 490 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. OPS24 -0 02 Subject: Parkland Naming Prepared by: Sara Tienkamp, Director of Operations Department: Operational Services Date: February 6, 2024 Recommendation 1. That Report No. OPS24-002 be received; and 2. That Council approve the selection of names for four Town of Aurora parks as presented. Executive Summary This report is to provide Council with information and recommendations associated with the naming of parkland:  Public Facilities Naming Policy 1997 provides guidelines to naming of parkland.  Historical and geographic connections to parkland blocks with no formal name designation. Background Four different park blocks in the Town are unnamed, of which, two have been developed and two are anticipated to have construction completed in 2024. In accordance with the corporate policy on naming of facilities and parks, staff has compiled a list of suggested names to possibly be used in the naming of the parks with no formal designation. All the names presented have been researched by Cultural Services staff for their historical significance or who had a prominent connection to the lands. Page 99 of 490 February 6, 2024 2 of 5 Report No. OPS24-002 Analysis Public Facilities Naming Policy 1997 provides guidelines to naming of parkland. The Public Facilities Naming Policy 1997 ensures consistency in the recommendations being submitted for consideration. One of the goals outlined in the policy is to remember/retain the memories of past residents, facilities or events which depict our heritage. Specifically, staff are to consider the following guidelines when recommending naming parks, green spaces, and trails:  Geographic or historical significance of the specific location.  Historical/prominent individuals/families/groups.  Significant donation which was instrumental in making the parkland a reality.  Program/Community related name which denotes an appropriate link to its function. The eligibility criteria when utilizing the geographic significance guideline, pertains to landowners that owned or lived on properties within the present or historic Aurora boundaries. The specific criteria to consider when recommending historical/prominent individuals or families is whether they have a historical connection to the Town’s heritage or in some way made a significant contribution to the Aurora community. Historical and geographic connections to parkland blocks with no formal name designation. Provided are name suggestions for the parks and connections to those lands: New Park Names Location 1 – Highland Gate Golf Course Lands (Golf Links Drive) Suggested Name Connection to Lands Park Status Highland Park In the early 1930s, Alvin and Frances Morton purchased the land and establish a nine-hole golf course named the Aurora Golf and Country Club. In the late 1940s the course was expanded to 18-holes under new ownership - Colin S. "Pop" Nisbet, who changed the name to Highland Golf and Country Club. Mr. Nisbet was recently Phase 1 completed in 2023 Page 100 of 490 February 6, 2024 3 of 5 Report No. OPS24-002 inducted in the Aurora Sports Hall of Fame for his contributions to the community. Location 2 – Non- Programmed Park (Hartwell Way) Suggested Name Connection to Aurora Park Status John Abel Park Tribute to former Councillor John Abel who had a strong passion for arts/culture/nature and the indigenous community. Completion in 2024 Location 3 – Brookfield Parkette (Radial Drive) Suggested Name Connection to Lands Park Status Forsyth Parkette The Graham family and Forsyth family both owned the lands at different times between the years 1798 -1939. The town currently has a park named Graham Parkette. Completed 2017 Location 4 – Shining Hill Development Parkland (North of St. Johns Sd Rd.) Suggested Name Connection to Aurora Park Status Thelma Fielding Park First female Councillor for Aurora in 1951. Completion in 2024 Advisory Committee Review Not applicable. Page 101 of 490 February 6, 2024 4 of 5 Report No. OPS24-002 Legal Considerations The suggested names have been selected in accordance with the corporate policy on the naming of parks. Financial Implications Sufficient capital budget authority is available for the construction of the required signage for these parks under Capital Project No. AMO178 – Parks/Trail Signage Strategy and Implementation. Communications Considerations The Town will use “inform” as the level of engagement for this initiative. Once finalized, the names will be placed on signage and shared through the Town’s website and social media. Climate Change Considerations None. Link to Strategic Plan The naming of parks supports the Strategic Plan goal of Supporting Environmental Stewardship and Sustainability for all through its accomplishment in satisfying requirements in the following key objectives within this goal statement: Encouraging the stewardship of Aurora’s natural resources: Assess the merits of measuring the Town’s natural capital assets. Alternative(s) to the Recommendation 1. Council may provide further direction. Conclusions That Council approve the suggested names proposed for the unnamed blocks of parkland. Page 102 of 490 February 6, 2024 5 of 5 Report No. OPS24-002 Attachments Attachment 1 – Parkland Name Locations Previous Reports None. Pre-submission Review Agenda Management Team review on January 17, 2024. Approvals Approved by Sara Tienkamp, Director, Operational Services Approved by Doug Nadorozny, Chief Administrative Officer Page 103 of 490 Page 104 of 490 Page 105 of 490 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. CMS 2 4 -0 04 Subject: Facility Allocation Policy - Update Prepared by: John Firman, Manager, Business Support Department: Community Services Date: February 6, 2024 Recommendation 1. That Report No. CMS24-004 be received; and 2. That the Facility Allocation Policy be approved. Executive Summary The purpose of this report is to provide updated information following presentation of report CMS23-049 Facility Allocation Policies Review on November 7, 2023.  Following presentation of report CMS23-049 Facility Allocation Policies Review, Council requested additional information.  Existing privacy legislation limits the type of information that user groups are legally allowed to share with the Town, resulting in an additional change to the Facility Allocation Policy.  Regional/Representative groups demonstrate various percentages of Aurora residency and continue to offer an important path for Aurora athletes to achieve participation in sport.  Staff have been asked to gather information from user groups regarding the status of their Diversity, Equity and Inclusion policies. Page 106 of 490 February 6, 2024 2 of 5 Report No. CMS24-004 Background Following presentation of report CMS23-049 Facility Allocation Policies Review, Council requested additional information. When the updated Facility Allocation Policy was presented on November 7, 2023, and in subsequent meetings with some members of Council, staff were asked to gather additional information and/or consider additional options to be included in the policy. 1. That consideration be given to acquiring proof of residency for all participants of each user group claiming Aurora-Based or Regional/Representative group status. 2. That staff obtain specific percentages of Aurora residents from groups currently considered as “Regional/Representative”. 3. That staff confirm whether user groups utilizing Town facilities have a Diversity, Equity and Inclusion Policy in place. Analysis Existing privacy legislation limits the type of information that user groups are legally allowed to share with the Town, resulting in an additional change to the Facility Allocation Policy. Through consultation with Legal and Legislative Services, it has been identified that we are not legally allowed to require proof of residency information from individuals who are registered for third-party programs. User groups that collect residency data from individuals for the purpose of registration in their programs are prohibited by law from sharing that information with third parties, including the Town. As a result, staff have amended the updated Facility Allocation Policy to indicate that user groups must provide the Town with the following data on an annual basis:  Total number of registered participants  Total number of registered participants by municipality of residence Individual names may not be associated with this residency information. This information will enable staff to determine whether a user group has the minimum number of Aurora residents to qualify as an Aurora-Based group and can provide general information as to where individual participants not from Aurora, are coming from. Page 107 of 490 February 6, 2024 3 of 5 Report No. CMS24-004 Regional/Representative groups demonstrate various percentages of Aurora residency and continue to offer an important path for Aurora athletes to achieve participation in sport. Staff have reached out to all existing user groups that are identified as Regional/Representative. As many of these groups are volunteer run with limited resources, we have not been able to collect this data for 100 per cent of the organizations but have collected it for most of them. In summary, the percentage of Aurora residents registered with our Regional/Representative groups varies from as low as 18 per cent to as high as 77 per cent, with the average being 34 per cent.  Three of the groups responding have greater than 50 per cent Aurora residents.  Nine of the groups responding have less than 50 per cent Aurora residents. o Of those, three of the groups have less than 25 per cent Aurora residents.  Six groups have not responded. Staff continue to recommend that the proposed allocation priority list provide Youth Regional/Representative groups higher priority than Adult Aurora-Based groups, as these groups are typically the only group offering a specific program to Aurora residents, and in accordance with industry best practices, youth are prioritized over adults for access to sports and recreation programming. However, Council could decide to give Aurora-Based Adult groups higher priority. The recommendation in this report would need to be amended to include this revision to the proposed policy. A suggested recommendation is noted under the Alternative Recommendations section in this report. Should Council decide to give Aurora-based adult groups higher priority this would make it more difficult for the Representative/Regional groups to gain additional time for program growth, which is a concern they’re already experiencing. Staff have been asked to gather information from user groups regarding the status of their Diversity, Equity and Inclusion policies. During the annual seasonal permitting process, staff will ask each user group to identify whether they have a Diversity, Equity and Inclusion Policy in place. This information can be provided to the Sport and Community Development Specialist for consideration related to the Sport Plan. Those with a DEI Policy will be asked to provide a copy to the Town. Page 108 of 490 February 6, 2024 4 of 5 Report No. CMS24-004 Advisory Committee Review None Legal Considerations Municipalities and organizations are required to safeguard against the personal information of others in accordance with various legislation. Residency would be considered personal information. Financial Implications There are no direct financial implications as a result of this report. Communications Considerations Staff will notify all existing permit holders of the new policy/procedures and indicate when they will be effective. Staff will also provide links to the policy/procedures on 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 Ensuring appropriate facility allocation policies and procedures are in place supports the Strategic Plan goal of Supporting an exceptional quality of life for all in its accomplishment in satisfying requirements in the following key objective within this goal statement: Encouraging an active and healthy lifestyle. Alternative(s) to the Recommendation 1. That the allocation priority be amended to move Aurora-Based Non-Profit Adult groups before Representative/Regional Non-Profit Youth. 2. Council can provide further direction. Page 109 of 490 February 6, 2024 5 of 5 Report No. CMS24-004 Conclusions That the Facility Allocation Policy be approved replacing the former Ice Allocation Policy (2017), Room-Hall Permitting Policy (2018), and Sports Field and Park Use Policy (2020). Attachments 1. Facility Allocation Policy Previous Reports CMS23-049 Facility Allocation Policies Review, November 7, 2023 Pre-submission Review Agenda Management Team review on January 17, 2024 Approvals Approved by Robin McDougall, Director, Community Services Approved by Doug Nadorozny, Chief Administrative Officer Page 110 of 490 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Facility Allocation Policy Community Services Contact: Manager, Business Support Approval Authority: Council Effective: November 29, 2023 ______________________________________________________________________________________ Purpose To provide transparency and structure for user groups and individuals pertaining to the fair allocation and use of Town owned and/or operated facilities. To ensure consistency in the programming and ongoing use of the Town’s facility inventory; both municipally owned and/or managed facilities. To provide a framework and consistent approach to the ongoing and occasional use of the Town’s community spaces in a fair and equitable manner. To ensure that the Town’s investment in community spaces is managed in the best interest of all users and the citizens of Aurora. To establish clear guidelines and communication between the Business Support Division, the Facility Management Division, Parks Division, and other internal stakeholders and/or the user group contacts. To accommodate the needs of a growing municipality and the increased demands on the Town’s community spaces. To clearly define the rules of use and procedures in maintaining compliance. Scope This policy is an amalgamation of the following policies, and replaces said policies: •Ice Allocation Policy (2017) •Room/Hall Permitting Policy (2018) •Sports Field and Park Use Policy (2020) This policy applies to all facility permit holders and all individual and/or user groups requesting use of Town owned and/or operated community spaces, including Town Attachment 1 Page 111 of 490 2 staff requesting use of these facilities and Town staff responsible for the operation of these facilities. This policy applies to all Town owned/operated indoor and outdoor facilities, with the following exclusions: • Facilities whose use is governed by lease or other agreement. • Tannery Room and departmental meeting rooms at Town Hall and the Joint Operations Centre. Definitions Adult Organization A group that does not meet the requirements to be classified as a “Youth” organization. Aurora-Based A group that demonstrates that it meets the minimum requirements for its age category as follows: • For an Adult Organization, a minimum of 50% participation from Aurora residents or ratepayers from the Town of Aurora. • For a Youth Organization, a minimum of 70% participation from Aurora residents or ratepayers from the Town of Aurora. Director The Director of Community Services or his/her designate or successor. Facility Any Town owned and/or operated permittable space, not including the spaces identified as exclusions in the Scope. Junior Hockey Team An Aurora-based or regional representative Junior level hockey team. At the time of writing of this policy, the teams included are the Aurora Tigers Jr. A Hockey Club and the Central York Girls Hockey Association Panthers U22AA. Non-Profit Organization Any incorporated not-for-profit organization or registered charitable organization. Proof of status may be required at the discretion of the Director. Any group operating in the spirit of a non-profit organization may also qualify, provided that the group is willing to keep detailed financial records showing only incidental surplus revenue on an annual basis. Records for the previous year must be disclosed to the Town on an annual basis during the seasonal permitting period. Page 112 of 490 3 Normal Operating Hours The hours in which the facility is usually staffed and available for permitting. This may not coincide with normal business hours for Town operations within the facility. Permit Holder The organization, group or individual to which a facility rental permit has been issued, including any and all participants, volunteers, guests and invitees of the permit holder and their participants, volunteers, guests and invitees. Representative/Regional Organization An organization that does not meet the minimum participation required to be deemed Aurora-based but offers a particular program to Aurora residents that is not offered by an Aurora-based group. School Group A school group that is located in Aurora, including public, catholic, and private primary and secondary schools. Seasonal Permit Holder Refers to the organization, group or individual to which a seasonal facility rental permit has been issued, including any and all participants, volunteers, guests and invitees of the permit holder and their participants, volunteers, guests and invitees. A seasonal permit includes regular, repeating dates that spans the length of a season, or majority thereof. Town Refers to The Corporation of the Town of Aurora. Youth Organization An organization that demonstrates that it has a minimum of 80% participation of youth aged 17 or younger. Policy Allocation Procedures Submission of external requests All requests for use of facilities by individuals, businesses, community groups and all other requests other than from Town staff, shall be submitted to the Facility Bookings Administrator in accordance with annual or seasonal submission deadlines, and in no event later than two weeks prior to the permit date. Regardless of facility availability, requests submitted with less than two weeks’ notice may not be able to be accommodated. Page 113 of 490 4 Submission of annual and seasonal requests All seasonal facility requests shall be submitted in the format prescribed by the Facility Bookings Administrator, no later than the published deadline each year. Permit revisions received after the published deadline may not qualify for legacy rights. Diversity, Equity and Inclusion The Town encourages all community groups to develop and maintain a Diversity, Equity and Inclusion Policy for their organization. When submitting annual permit requests, community groups will be required to identify whether they have a Diversity, Equity and Inclusion Policy, and to provide the Town with a copy of the policy. Designated permit holder contacts Prior to the issuance of a permit, individuals and user groups must provide to the Facility Bookings Administrator, the name, address, telephone number and email contact information of the individual to be named on the permit. This individual is responsible for all obligations of the Permit Holder in accordance with this policy, and other applicable Town policies, procedures, and by-laws. Changes or deletions and additions to any permit must be sent by the person to whom the contract was issued, unless written authorization has been received by the Facility Bookings Administrator including a list of persons authorized to do so. All user groups shall submit a list of executives, if any, including contact information, on an annual basis, within seven days following the election/appointment of the executives at the organization’s Annual General Meeting, or upon request of the Director. Any permit change requests as a result of a board changeover will be reviewed on a case-by- case basis to determine feasibility, if made outside the regular permit request schedule. Legacy Rights Legacy rights apply to the Town of Aurora or Aurora-based and Representative/Regional groups seasonal permit holders and annual special events/tournaments only. Due to the rotating ice maintenance schedule, legacy rights do not apply to spring/summer arena permits. Legacy rights do not apply to rooms and halls. All Aurora-based and Representative/Regional group seasonal permit holders will maintain their existing permit times on an annual basis, until such time as the permit holder surrenders that time, subject to availability. Times are approximate and do not guarantee a specific location. All reasonable efforts will be made to maintain time and location; however, the Town has the right to make adjustments to meet overall needs. Exceptions may be made at the mutual agreement of an existing permit holder and the Director for the release of permitted time on a one-time basis to accommodate the Page 114 of 490 5 needs of another organization or for facilities re-allocated at the discretion of the Director. Allocation Priority The following allocation procedures apply only to new requests, time surrendered by an existing permit holder, or in the event that new facilities are made available. The following allocation priority will be utilized for all seasonal requests submitted in accordance with seasonal permitting request procedures. In all other cases, permits will be issued on a first come first serve basis with the established priority ranking applied when deemed necessary by the Director. Facilities will be allocated in the following priority order: o Town of Aurora o Junior Hockey: Aurora Tigers Jr. A and Central York Panthers U22AA Elite (applies to ice rentals only) o 3rd Party Summer Camps booked in another facility at the same site (applies only to gymnasiums in the months of July and August) o Aurora-based non-profit youth o Representative/regional non-profit youth o Aurora-based non-profit adult o Representative/regional non-profit adult o Aurora School Groups o Aurora-based for-profit youth o Aurora-based for-profit adults o Representative/regional for-profit o Other groups and private individuals Any organization claiming either “Youth”, “Aurora-based”, or “Representative/Regional” status shall be required to submit membership data for the organization along with the request, and that data shall include: • Total number of players/participants. • Number of players/participants that resided in Aurora. • Number of players/participants aged 17 or under (if requesting “Youth” status) The membership data shall be in the form of a letter or email signed by the president of the sports organization and submitted to the attention of the Facilities Booking Administrator and shall be representative of the prior season. Organizations may also be required to provide additional information on request from time to time. Providing false information may result in the loss of current and/or future permits. Allocation Procedures Page 115 of 490 6 Facility allocation shall be in accordance with the attached Allocation Procedures, as established under authority of the Director, at their discretion. Rental Periods Permits will only be issued for rental periods, as follows: • Minimum period of one hour, unless approved by Community Services; and • Minimum increments of 30 minutes, unless approved by Community Services. Special Circumstances Community Services staff reserves the right to alter facility permits to accommodate special events, play-off requirements, tournaments, and for other special circumstances as may be required. Any such alterations will be done on a one-time basis and impacted permit holders will resume their legacy rights in the following season. In the event that the re-allocation of facility time is necessary, Community Services staff will work with the affected permit holder to re-allocate facility time in as fair a manner as possible and in an effort to minimize any impact. Fees and Charges 1. User fees shall be applied in accordance with the current Town of Aurora Fees and Charges By-Law applicable at the time of booking. 2. User fees reflect the hourly rates charged and include the costs associated with facility lighting, ongoing facility maintenance and repair, including various supplies required to operate the facility. User fees do not include additional services required by user groups. Additional set-up fees may be applied for extensive set-up requests. 3. Additional fees may be applied where required in accordance with this policy. 4. A deposit may be required at the time of booking to reserve the requested time. 5. Additional fees and/or security deposits will be applicable for special events, tournaments, and other special circumstances as determined by the Director. The amount of these fees shall be based on the actual cost incurred by the Town, and in accordance with the Fees and Charges By-law existing at the time of the special event/activity. Security deposits will be required for any booking that may incur additional costs due to damage, setup/cleanup etc. and are mandatory in some facility locations. 6. All fees and charges levied by third parties related to additional licences, permits, insurance or other requirements, are the sole responsibility of the permit holder and are not subject to refund or reimbursement by the Town under any circumstances. 7. All organizations will be issued a permit for the full amount of time that has been booked for the entire season of play. Selected permit holders may be issued monthly statements on the 1st of each month to each group and payments are Page 116 of 490 7 due within 30 days of the issuance of each statement. Failure to remit payments on time may result in the cancellation of facility permits and/or reallocation of facilities to other user groups at the discretion of the Director. 8. Permits for a calendar year that are booked in the previous calendar year will be subject to any fee increases in accordance with the Town’s Fees and Charges By- law as may be approved by Council from time to time. Annual fee increases, if applicable, are typically, but not always, approved in the Fall to become effective January 1st of the next calendar year. Facility Use Regulations 1. All classes of facilities will be scheduled for organized use by the Town of Aurora’s Facility Bookings Administrators based on the Town’s facility allocation criteria and upon receipt of the user group’s written facility permit request. 2. All permit requests beyond the normal opening or closing time of a specific facility are subject to the approval of the Director. 3. Permit holders must disclose any and all planned usage of the facilities when requesting a permit. The Town reserves the right to deny permits for any usage deemed by the Director to be potentially detrimental to the good and safe maintenance and condition of the facility, or to be inappropriate to be held within the facility. 4. All permits must be signed and returned to the Facility Bookings Administrator a minimum of 2 weeks prior to any facility usage. Failure to submit signed permit(s) will result in the group not being permitted to use the facility. In the event that a facility is booked less than 2 weeks in advance, the permit must be signed and returned prior to any facility usage. 5. All permit holders must abide by the terms and conditions outlined in the facility permit. 6. All permit holders must abide by the Town’s Municipal Alcohol Policy and all other applicable policies, procedures, regulations and legislation including, but not limited to those listed in the References section. 7. Permit holders are required to follow the direction of Town of Aurora staff regarding the use of Town facilities and the conduct of all participants, staff, volunteers, guests and invitees of the permit holder at all times. 8. All permit holders shall remove from their permitted facility all garbage, refuse or debris. This includes but is not limited to rooms, hallways, sidelines, dugouts, player areas and spectator areas. Failure to do so may result in the permit holder being invoiced for the Towns costs to clean up the affected area. No further permits will be issued to the offending permit holder until payment has been received by the Town. 9. Damages to a playing surface and/or other area of the facility and restoration expenses incurred by the Town resulting from unauthorized use of the facility at Page 117 of 490 8 any time will be assessed to the associated permit holder or to the affiliated organization of the permit holder. The amount of damages will be based on the time and materials required to repair the damages and any lost facility rental revenue resulting from the closing of the facility for repairs. All payments in relation to the above shall be paid in full prior to the permit holder’s further use of the facility or the re-issuance of facility use permits. 10. The Town of Aurora reserves the right to require police supervision or security staff at any event at the expense of the permit holder. The Town of Aurora reserves the right to require a Security Deposit for any event. The eligibility and the amount of the refund for a Security Deposit will be considered the week following the event. 11. Sub-leasing or booking of facilities by the permit holder to a third party will not be permitted under any circumstances. Any and all agreements to permanently or temporarily release permitted time to another user group shall be administered by the Facility Bookings Administrator, subject to the approval of the Director. No user group shall be permitted to use any facility without a permit being issued in that user group’s name. 12. Should it be determined that there is unauthorized use of facilities by a permit holder, or being permitted by a Permit Holder, the Town reserves the right to suspend or refuse renewal of the Permit Holder’s permits indefinitely. Upon confirmation of unauthorized use of a facility the associated Permit Holder or user group may be fined a financial penalty based on 10 times the normal hourly rental rate of the facility. The penalty shall be paid in full prior to the issuance of any further facility use permits or any resumption of use by the affected user group. Cancellations 1. The Facility Bookings Administrator must be notified in writing at least 14 days in advance of any facility use cancellations to be entitled to a refund of the permit fees. Cancellations of any ice facilities are subject to a 20% cancellation fee if 14 days, or more, written notice is provided. No refunds shall be issued for any cancellations with less than 14 days’ written notice. Seasonal permits do not allow for individual date cancellations. 2. All internal Town of Aurora bookings for programs, special events or other initiatives will be cancelled a minimum of two weeks prior to the booking date for purposes of operational scheduling and re-permitting the facility. 3. Any group or individual that commits two (2) “no-shows” may be subject to cancellation or denial of future permits, at the discretion of the Director. 4. Weather related cancellations or facility closures will not constitute cause for a refund of user fees for lost time experienced by the permit holder. The Town will accept requests from the permit holder that have been impacted by a facility Page 118 of 490 9 weather event closure to reschedule lost playing time at no additional cost to the affected group(s), provided the request is sent within 48 hours of the weather event. For individual bookings that cannot be reasonably rescheduled due to the nature of the activity or availability of suitable facilities, refunds may be provided at the discretion of the Director. References • Arena Allocation Procedure • Baseball Diamond Allocation Procedure • Court (Pickleball and Tennis) Allocation Procedure • Field Allocation Procedure • Park Allocation Procedure • Room/Hall Allocation Procedure Other regulations, policies, and procedures applicable to facility permits, include but are not limited to: • Fees and Charges By-law • Municipal Alcohol Policy • Third Party Events in Outdoor Town Facilities Policy • Health Protection and Promotion Act, R.S.O. 1990, c. H.7 • Liquor Licence Act, R.S.O. 1990, c. L.19 • Liquor Control Act, R.S.O. 1990, c. L.18 • Gaming Control Act, S.O. 1992, c. 24 • Council Chambers and Holland Room Use Policy • Smoke-Free Ontario Act, S.O. 1994, c. 10 • Parks Bylaw • Noise By-law Page 119 of 490 10 Review Timeline This policy will be reviewed 2 years after the initial approval date. Page 120 of 490 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. PDS24 -0 02 Subject: Aurora Heights Drive Pedestrian Crossover Prepared by: Michael Ha, Transportation and Traffic Analyst Department: Planning and Development Services Date: February 6, 2024 Recommendation 1. That Report No. PDS24-002 be received; and 2. That a mid-block-controlled Level 2 Type D pedestrian crossover be installed on Aurora Heights Drive near the southern terminus of the Machell Park trail and the northern terminus of Fleury Park Trail; and 3. That Parking By-law No. 4574-04.T be amended to prohibit stopping at any time on both sides of Aurora Heights Drive approximately 15 metres east and west of the proposed pedestrian crossover location. Executive Summary This report presents to Council the results of the pedestrian crossover warrant analysis at the requested location on Aurora Heights Drive near the southern terminus of the Machell Park trail and the northern terminus of Fleury Park trail.  A pedestrian crossover warrant analysis was undertaken in accordance with methodologies outlined in the Ontario Traffic Manual (OTM) Book 15 – Pedestrian Crossing Treatment, to determine the need of a controlled crossing and the appropriate type of pedestrian crossing treatment for this location. Page 121 of 490 February 6, 2024 2 of 8 Report No. PDS24-002  Staff recommends implementing a Level 2 Type D pedestrian crossover at the subject location of Aurora Heights Drive based on the warrant analysis and selection matrix outlined in the OTM Book 15. Background In order to provide better connectivity along the north-south oriented trail system along Machell Park and Fleury Park; Town staff have reviewed the need for a mid-block controlled pedestrian crossover on Aurora Heights Drive near the southern terminus of the Machell Park trail and the northern terminus of Fleury Park trail (Attachment 1). A pedestrian crossover warrant analysis was undertaken in accordance with methodologies outlined in OTM Book 15, to determine the need of a controlled crossing and the appropriate type of pedestrian crossing treatment for this location. Analysis A pedestrian crossover warrant analysis was undertaken in accordance with methodologies outlined in the Ontario Traffic Manual (OTM) Book 15 – Pedestrian Crossing Treatment, to determine the need of a controlled crossing and the appropriate type of pedestrian crossing treatment for this location. The existing road conditions on Aurora Heights Drive are consistent with the Town’s design standards for collector roads. Aurora Heights Drive is a two-lane collector road that accommodates two-way traffic operating within an urban cross-section consisting of a 7 metre pavement width and curbs and sidewalks provided on both sides of the road. The posted speed limit is 40 km/hr within the study area. In the requested location of the crosswalk, Aurora Heights Drive is characterized by a curved horizontal geometry with many parking lot access driveways including those to Aurora Community Centre and Machell Park. Based on the characteristics of the location being considered, a preferred location assessment of the future pedestrian crossover was completed prior to undertaking the warrant analysis. It is recommended that the pedestrian crossover be located between the terminus points of the two trails, just west of the Fleury Park parking lot driveway based on the following considerations:  Location connects Machell Park and Fleury Park trails for pedestrian connectivity Page 122 of 490 February 6, 2024 3 of 8 Report No. PDS24-002  Provides adequate sight distances for pedestrians as well as vehicles approaching the subject location  Minimizes number of vehicular driveways that need to be crossed by pedestrians  Minimizes impact to existing infrastructure Staff recommends implementing a Level 2 Type D pedestrian crossover at the subject location of Aurora Heights Drive based on the warrant analysis and selection matrix outlined in the OTM Book 15. In accordance with OTM Book 15, there is a two-step evaluation process for pedestrian crossover assessment:  Step 1: Undertake a warrant analysis which is based on both vehicular and pedestrian volumes to determine if a pedestrian crossover is warranted (Table 1)  Step 2: If the warrant is met under Step 1, select the appropriate type of pedestrian crossover using the selection matrix which is determined by vehicular volumes only (Table 2) The pedestrian crossover warrant (Step 1) is based on the following criteria:  8-hour pedestrian volumes to be greater than 100 or 4-hour pedestrian volumes to be greater than 65  8-hour vehicular volumes to be more than 750 or 4-hour vehicular volumes to be greater than 395  Distance to other traffic control to be greater than or equal to 200 metres or location is on pedestrian desire lines for system connectivity The above noted warrant analysis was undertaken using pedestrian crossing data and vehicular traffic data collected at the subject location. Based on the requirements outlined in OTM Book 15, the subject location is a candidate for a pedestrian crossover (Table 1). Page 123 of 490 February 6, 2024 4 of 8 Report No. PDS24-002 Table 1: Pedestrian Crossover Warrant Analysis Summary (Step 1) OTM Book 15 Criteria Subject Location Requirement Met Pedestrian Volumes: 8-hour volumes greater than 100 or 4-hour volumes greater than 65  8-hour volume: 99  4-hour volume: 84 Yes Vehicular Volumes: 8-hour volumes greater than 750 or 4-hour volumes greater than 395  8-hour volume: 2,952  4-hour volume: 1,715 Yes Distance to other traffic control infrastructure greater than or equal to 200m  Tecumseh Dr: 260m  Yonge Street: 220m Yes Location is on pedestrian desire lines for system connectivity  Location connects Machell Park and Fleury Park trails Yes Using the data collected and the selection matrix for pedestrian crossover treatments in OTM Book 15, a Level 2 Type D pedestrian crossover is recommended for Aurora Heights Drive (Attachment 2). This location connects Machell Park and Fleury Park trails for pedestrian connectivity, minimizes the number of vehicular driveways that need to be crossed by pedestrians and minimizes impact to existing infrastructure. OTM Book 15 outlines four types of pedestrian crossings. The selection of an appropriate pedestrian crossing treatment (i.e. Level 1 Type A, Level 2 Type B, Level 2 Type C, and Level 2 Type D) is based on the road cross-section (i.e., number of lanes) and vehicular traffic volumes over an eight-hour peak period. Level 1 Type A pedestrian crossings are suggested only for road cross-sections with four or more lanes. For areas characterized by higher volumes of pedestrians experiencing significant levels of delay to cross, a pedestrian signal can be considered as a pedestrian crossing treatment option. OTM Book 12 – Traffic Signals provides guidance for checking the warrants for traffic signals such as a mid-block pedestrian signal (MPS) as a pedestrian crossing treatment. Table 2 summarizes the characteristics of the pedestrian crossings, their relevance in the study area based on collected data and the anticipated cost (Attachment 3). Page 124 of 490 February 6, 2024 5 of 8 Report No. PDS24-002 Table 2: Pedestrian Crossing Treatment System Selection for Two-lane Roads (Step 2) Pedestrian Crossing Type Pedestrian Crossing Treatment Characteristics Pedestrian / Vehicular Volume Criteria Estimated Cost (excluding tax and fees for detailed design) Mid-block Pedestrian Signal  Overhead-mounted traffic signal heads  Side-mounted and regulatory signs  Warning signs  Pavement markings Greater than 300 pedestrians and 7,500 vehicles $200,000 Level 1Type A  Side-mounted and regulatory signs  Warning signs  Internally illuminated signs mounted overhead on span wire  Two flashing circular amber LED beacons  “X” pavement markings  Currently installed at Orchard Heights Boulevard 6,000 – 7,500 vehicles $80,000 Level 2 Type B  Side-mounted and overhead- mounted regulatory signs  Warning signs  Pavement markings  Rectangular rapid flashing beacons 6,000 - 7,500 vehicles $50,000 Level 2 Type C  Side-mounted regulatory signs  Warning signs pavement markings  rectangular rapid flashing beacons 4,500 - 6,000 vehicles $30,000 Level 2 Type D  Side-mounted regulatory signs  Warning signs  Pavement markings 750 - 4,500 vehicles $7,000 Page 125 of 490 February 6, 2024 6 of 8 Report No. PDS24-002 Advisory Committee Review Report No. PDS23-148 was presented at the Active Transportation and Traffic Safety Advisory Committee (Committee) meeting on December 20, 2023. The Committee is in support of implementing a pedestrian crossover facility but has requested that a higher order pedestrian facility similar to that provided on Orchard Heights Boulevard west of Yonge Street (Level 1 Type A) or John West Way at Hollandview Trail / Civic Square Gate (pedestrian signal) be implemented. Legal Considerations None. Financial Implications The total approved capital budget authority for Project GN0045 (formally 34518) – Pedestrian Crossings per the 2019 DC Study is $144,000. Of this amount, $46,600 is presently unspent or uncommitted. This project is funded from the roads and related development charges, and the growth and new reserves. Staff recommend the installation of a Level 2 Type D pedestrian crossover at an estimated cost of approximately $7,000. Should Council approve the installation of staff’s recommended crossover, its cost could be accommodated within this noted project’s existing approved CBA. Should Council decide to proceed with a higher pedestrian crossing system than what is recommended, insufficient DCs would be available at this time to fund this proposed work; consequently, an interim funding source would need to be considered. Further, other planned capital work is likely to be impacted to accommodate the resultant unplanned growth and new reserve requirements from this decision. This option would also result in an on-going incremental operating cost to the Town. Communications Considerations The Town of Aurora will inform the public about the information contained in this report by posting this report to the Town’s website. The Communications team will also inform the public about any potential traffic disruptions during the installation of the pedestrian crossover through the Town’s regular communications channels. Page 126 of 490 February 6, 2024 7 of 8 Report No. PDS24-002 Climate Change Considerations None. Link to Strategic Plan This report supports the Strategic Plan goal of Support an Exceptional Quality of Life for All by examining traffic patterns and identifying potential solutions to improve movement and safety at key intersections in the community. Alternative(s) to the Recommendation 1. That Council provide direction. Conclusions This report presents to Council the results of the pedestrian crossover warrant analysis at the requested location on Aurora Heights Drive near the southern terminus of the Machell Park trail and the northern terminus of Fleury Park trail. A pedestrian crossover warrant analysis was undertaken in accordance with methodologies outlined in OTM Book 15 to determine the need of a controlled crossing and the appropriate type of pedestrian crossing treatment for this location. Based on pedestrian volumes analysed at this location, it is recommended that a Level 2 Type D pedestrian crossover be installed at a cost of approximately $7,000. There are funds available to undertake this project through Capital Project No. 34518 – Pedestrian Crossings per the 2019 DC Study. It is also recommended that stopping prohibition at any time be implemented on both sides of Aurora Heights Drive approximately 15 metres east and west of the proposed crossover location. Should Council decide to proceed with a higher pedestrian crossing system than what is recommended, insufficient DCs would be available at this time to fund this proposed work; consequently, an interim funding source would need to be considered. Page 127 of 490 February 6, 2024 8 of 8 Report No. PDS24-002 Attachments Attachment 1 – Location Map Attachment 2 – Level 2 Type D Pedestrian Crossover Attachment 3 – Pedestrian Crossing Treatments Previous Reports Memorandum - Aurora Heights Drive Pedestrian Crossover, Active Transportation and Traffic Safety Advisory Committee, December 20, 2023 Pre-submission Review Agenda Management Team review on January 17, 2024 Approvals Approved by Marco Ramunno, Director, Planning and Development Services Approved by Doug Nadorozny, Chief Administrative Officer Page 128 of 490 Machell Park Fleury Park Machell Park TrailFleury Park TrailYonge StreetValhalla CourtCabotCourtLaurentide AvenueAurora Heig h t s Dr i v e Mark Street HuronCou rt Parkland CourtMaple StreetWater WellLaneIllingworth Court Tecum sehDrive220 m260 m J:\_Departments_space\Works\IES Maps - Engineering\For Michael Ha\Aurora Heights Drive Crossing\MAP\Aurora_Heights_Drive_Crossing.aprx Map created for the Town of Aurora Planning & Development Services Department, 2023-11-28. Base data provided by the Town of Aurora and the Regional Municipality of York. Air photos taken Spring2023,© First Base Solutions Inc., 2023 Orthophotography. k 02550 Metres Proposed Crossing Location ATTACHMENT 1 Location Map - Proposed Crossing Proposed Crossing Location Community Centre LaneHENDERSON DR IVEBAYVIEWAVENUELESLIESTREETBATHURST STREETBLOOMINGTON ROADYONGESTREETSTJOHN'S S I DEROAD WELLINGTON STREET EAST HIGHWAY404HIGHWAY 404Page 129 of 490 Staff Report No. PDS24-002 Attachment 2: Level 2 Type D Pedestrian Crossover Page 130 of 490 StaƯ Report No. PDS24-002 Attachment 3 Type of Pedestrian Crossing Facilities (Signal and PXOs) Estimated Cost (excluding HST and Detailed Designs) Mid-block Pedestrian Signal Image source: Google Maps (Queen’s Park Crescent East, City of Toronto) Approx. $200,000 Level 1 Type A PXO Image source: Ministry of Transportation Ontario Approx. $80,000 Page 131 of 490 StaƯ Report No. PDS24-002 Attachment 3 Level 2 Type B PXO Image source: Ministry of Transportation Ontario Approx. $50,000 Level 2 Type C PXO Image source: Ministry of Transportation Ontario Approx. $30,000 Page 132 of 490 StaƯ Report No. PDS24-002 Attachment 3 Level 2 Type D PXO Image source: Ministry of Transportation Ontario Approx. $7,000 Page 133 of 490 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. PDS24 -0 03 Subject: Hollandview Trail Pedestrian Crossover Prepared by: Michael Ha, Transportation and Traffic Analyst Department: Planning and Development Services Date: February 6, 2024 Recommendation 1. That Report No. PDS24-003 be received; and 2. That a mid-block-controlled Level 2 Type D pedestrian crossover be installed on Hollandview Trail south of St. Jerome Catholic Elementary School to the walkway located between Hollandview Trail and Bowler Street; and 3. That Parking By-law No. 4574-04.T be amended to prohibit stopping at any time on both sides of Hollandview Trail approximately 15 metres east and west of the proposed pedestrian crossover location. Executive Summary This report presents to Council the results of the pedestrian crossover warrant analysis at the identified location on Hollandview Trail south of St. Jerome Catholic Elementary School to the walkway located between Hollandview Trail and Bowler Street.  A pedestrian crossover warrant analysis was undertaken in accordance with methodologies outlined in the Ontario Traffic Manual (OTM) Book 15 – Pedestrian Crossing Treatment to determine the need of a controlled crossing and the appropriate type of pedestrian crossing treatment for this location.  Staff recommends implementing a Level 2 Type D pedestrian crossover at the subject location of Hollandview Trail based on the warrant analysis and selection matrix outlined in OTM Book 15. Page 134 of 490 February 6, 2024 2 of 8 Report No. PDS24-003 Background In order to provide better pedestrian connectivity, Town staff have reviewed the need for a mid-block controlled pedestrian crossover on Hollandview Trail south of St. Jerome Catholic Elementary School to the walkway located between Hollandview Trail and Bowler Street (Attachment 1). A pedestrian crossover warrant analysis was undertaken in accordance with methodologies outlined in OTM Book 15, to determine the need of a controlled crossing and the appropriate type of pedestrian crossing treatment for this location. Analysis A pedestrian crossover warrant analysis was undertaken in accordance with methodologies outlined in the Ontario Traffic Manual (OTM) Book 15 – Pedestrian Crossing Treatment to determine the need of a controlled crossing and the appropriate type of pedestrian crossing treatment for this location. The existing road conditions on Hollandview Trail are consistent with the Town’s design standards for collector roads. Hollandview Trail is a collector road that accommodates two-way traffic operating within an urban cross-section consisting of a 9-metre pavement width. There is a sidewalk on the north side of the road along the St. Jerome Catholic Elementary School frontage. The posted speed limit is 40km/hr within the study area. Staff recommends implementing a Level 2 Type D pedestrian crossover at the subject location of Hollandview Trail based on the warrant analysis and selection matrix outlined in OTM Book 15. In accordance with OTM Book 15, there is a two-step evaluation process for pedestrian crossover assessment:  Step 1: Undertake a warrant analysis which is based on both vehicular and pedestrian volumes to determine if a pedestrian crossover is warranted (Table 1)  Step 2: If the warrant is met under Step 1, select the appropriate type of pedestrian crossover using the selection matrix which is determined by vehicular volumes only (Table 2) The pedestrian crossover warrant (Step 1) is based on the following criteria: Page 135 of 490 February 6, 2024 3 of 8 Report No. PDS24-003  8-hour pedestrian volumes to be greater than 100 or 4-hour pedestrian volumes to be greater than 65  8-hour vehicular volumes to be more than 750 or 4-hour vehicular volumes to be greater than 395  Distance to other traffic control to be greater than or equal to 200 metre or location is on pedestrian desire lines for system connectivity The above noted warrant analysis was undertaken using pedestrian crossing data and vehicular traffic data collected at the subject location. Based on the requirements outlined in OTM Book 15, the subject location is a candidate for a pedestrian crossover (Table 1). Table 1: Pedestrian Crossover Warrant Analysis Summary OTM Book 15 Criteria Subject Location Requirement Met Pedestrian Volumes: 8-hour volumes greater than 100 or 4-hour volumes greater than 65  8-hour volume: 170  4-hour volume: 162 Yes Vehicular Volumes: 8-hour volumes greater than 750 or 4-hour volumes greater than 395  8-hour volume: 889  4-hour volume: 605 Yes Distance to other traffic control infrastructure greater than or equal to 200m  Bayview Avenue: 250m Yes Location is on pedestrian desire lines for system connectivity Location connects sidewalk located on north side of Hollandview Trail and the pedestrian walkway on the south side of Hollandview Trail Yes Using the data collected and the selection matrix for pedestrian crossover treatments in OTM Book 15, a Level 2 Type D pedestrian crossover is recommended for Hollandview Trail (Attachment 2). The OTM Book 15 outlines four types of pedestrian crossings. The selection of an appropriate pedestrian crossing treatment (i.e. Level 1 Type A, Level 2 Type B, Level 2 Type C, and Level 2 Type D) is based on the road cross-section (i.e., number of lanes) Page 136 of 490 February 6, 2024 4 of 8 Report No. PDS24-003 and vehicular traffic volumes over an eight-hour peak period. Level 1 Type A pedestrian crossings are suggested only for road cross-sections with four or more lanes. For areas characterized by higher volumes of pedestrians experiencing significant levels of delay to cross, a pedestrian signal can be considered as a pedestrian crossing treatment option. The OTM Book 12 – Traffic Signals (OTM Book 12) provides guidance for checking the warrants for traffic signals such as a mid-block pedestrian signal (or MPS) as a pedestrian crossing treatment. Table 2 summarizes the characteristics of the pedestrian crossings, their relevance in the study area based on collected data and the anticipated cost (Attachment 3). Advisory Committee Review A memorandum (Report No. PDS24-158) was presented at the Active Transportation and Traffic Safety Advisory Committee (Committee) meeting on December 20, 2023. The Committee is in support of implementing a pedestrian crossover facility but has requested that a higher order pedestrian facility similar to that provided on Orchard Heights Boulevard west of Yonge Street (Level 1 Type A) or John West Way at Hollandview Trail / Civic Square Gate (pedestrian signal) be implemented. Legal Considerations None. Page 137 of 490 February 6, 2024 5 of 8 Report No. PDS24-003 Table 2: Pedestrian Crossing Treatment System Selection for Two-lane Roads (Step 2) Pedestrian Crossing Type Pedestrian Crossing Treatment Characteristics Pedestrian / Vehicular Volume Criteria Estimated Cost (excluding tax and fees for detailed design) Mid-block Pedestrian Signal  Overhead-mounted traffic signal heads  Side-mounted and regulatory signs  Warning signs  Pavement markings Greater than 300 pedestrians and 7,500 vehicles $200,000 Level 1Type A  Side-mounted and regulatory signs  Warning signs  Internally illuminated signs mounted overhead on span wire  Two flashing circular amber LED beacons  “X” pavement markings  Currently installed at Orchard Heights Boulevard 6,000 – 7,500 vehicles $80,000 Level 2 Type B  Side-mounted and overhead- mounted regulatory signs  Warning signs  Pavement markings  Rectangular rapid flashing beacons 6,000 - 7,500 vehicles $50,000 Level 2 Type C  Side-mounted regulatory signs  Warning signs pavement markings  rectangular rapid flashing beacons 4,500 - 6,000 vehicles $30,000 Level 2 Type D  Side-mounted regulatory signs  Warning signs  Pavement markings 750 - 4,500 vehicles $7,000 Page 138 of 490 February 6, 2024 6 of 8 Report No. PDS24-003 Financial Implications The total approved capital budget authority for Project GN0045 (formally 34518) – Pedestrian Crossings per the 2019 DC Study is $144,000. Of this amount, $46,600 is presently unspent or uncommitted. This project is funded from the roads and related development charges, and the growth and new reserves. Staff recommend the installation of a Level 2 Type D pedestrian crossover at an estimated cost of approximately $7,000. Should Council approve the installation of staff’s recommended crossover, its cost could be accommodated within this noted project’s existing approved CBA. Should Council decide to proceed with a higher pedestrian crossing system than what is recommended, insufficient DCs would be available at this time to fund this proposed work; consequently, an interim funding source would need to be considered. Further, other planned capital work is likely to be impacted to accommodate the resultant unplanned growth and new reserve requirements from this decision. This option would also result in an on-going incremental operating cost to the Town. Communications Considerations The Town of Aurora will inform the public about the information contained in this report by posting this report to the Town’s website. The Communications team will also inform the public about any potential traffic disruptions during the installation of the pedestrian crossover through the Town’s regular communications channels. Climate Change Considerations None. Link to Strategic Plan This report supports the Strategic Plan goal of Support an Exceptional Quality of Life for All by examining traffic patterns and identifying potential solutions to improve movement and safety at key intersections in the community. Alternative(s) to the Recommendation 1. That Council provide direction. Page 139 of 490 February 6, 2024 7 of 8 Report No. PDS24-003 Conclusions This report presents to Council the results of the pedestrian crossover warrant analysis at the identified location on Hollandview Trail south of St. Jerome Catholic Elementary School to the walkway located between Hollandview Trail and Bowler Street. A pedestrian crossover warrant analysis was undertaken in accordance with methodologies outlined in OTM Book 15 to determine the need of a controlled crossing and the appropriate type of pedestrian crossing treatment for this location. Based on pedestrian volumes analysed at this location, it is recommended that a Level 2 Type D pedestrian crossover be installed at a cost of approximately $7,000. There are funds available to undertake this project through Capital Project No. 34518 – Pedestrian Crossings per the 2019 DC Study. It is also recommended that stopping prohibition at any time be implemented on both sides of Hollandview Trail approximately 15 metres east and west of the proposed crossover location. Should Council decide to proceed with a higher pedestrian crossing system than what is recommended, insufficient DCs would be available at this time to fund this proposed work; Consequently, an interim funding source would need to be considered. Attachments Attachment 1 – Location Map Attachment 2 – Level 2 Type D Pedestrian Crossover Attachment 3 – Pedestrian Crossing Treatments Previous Reports Memorandum - Hollandview Trail Pedestrian Crossover, Active Transportation and Traffic Safety Advisory Committee, December 20, 2023 Pre-submission Review Agenda Management Team review on January 17, 2024 Page 140 of 490 February 6, 2024 8 of 8 Report No. PDS24-003 Approvals Approved by Marco Ramunno, Director, Planning and Development Services Approved by Doug Nadorozny, Chief Administrative Officer Page 141 of 490 J:\_Departments_space\Works\IES Maps - Engineering\For Michael Ha\Location Map for Hollandview Trail\MAPS\Location Map for Hollandview Trail.aprxMap created for the Town of Aurora Planning & Development Services Department, 2023-12-14. Base data provided by the Town of Aurora and the Regional Municipality of York.Air photos taken Spring2023,© First Base Solutions Inc., 2023 Orthophotography.k03060MetresProposed Crossing LocationATTACHMENT 1Location Map -Proposed CrossingBaywell CrescentBridgenorth DriveSnedden AvenueLuxtonAvenueMcMaster AvenueHollandview TrailEarlStewartDriveDovercourt LaneBowler StreetWatkins Glen CrescentBaywell CrescentOstick StreetSteckley StreetHollandview TrailBaywell CrescentBBayaywyweweell CCrecreesscnceentnteAdnAvenueeen AvAveveenueueMcMcMccMSt.Jerome CatholicElementary School250 MetresSidewalks0105MetersPage 142 of 490 Staff Report No. PDS24-002 Attachment 2: Level 2 Type D Pedestrian Crossover Page 143 of 490 StaƯ Report No. PDS24-003 Attachment 3 Type of Pedestrian Crossing Facilities (Signal and PXOs) Estimated Cost (excluding HST and Detailed Designs) Mid-block Pedestrian Signal Image source: Google Maps (Queen’s Park Crescent East, City of Toronto) Approx. $200,000 Level 1 Type A PXO Image source: Ministry of Transportation Ontario Approx. $80,000 Page 144 of 490 StaƯ Report No. PDS24-003 Attachment 3 Level 2 Type B PXO Image source: Ministry of Transportation Ontario Approx. $50,000 Level 2 Type C PXO Image source: Ministry of Transportation Ontario Approx. $30,000 Page 145 of 490 StaƯ Report No. PDS24-003 Attachment 3 Level 2 Type D PXO Image source: Ministry of Transportation Ontario Approx. $7,000 Page 146 of 490 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Member Motion Councillor’s Office _______________________________________________________________________________________ Re: Council/Committee Meeting Structure Under Strong Mayor Powers To: Mayor and Members of Council From: Councillor Rachel Gilliland Date: February 6, 2024 _______________________________________________________________________________________ Whereas the Province expanded Strong Mayor Powers to municipalities over 50,000 in population, who committed to a housing pledge in the fall of 2023 to help address the housing crisis, but was not mandatory to accept with a housing pledge; and Whereas the Town of Aurora head of council has the discretion whether to use the strong mayor powers, except for those dealing with the budget; and Whereas strong mayor powers permit the head of council the ability to create new committees of council made under the Municipal Act, 2001, where all members are council members, and assign their functions. The head of council is also able to appoint the chairs and vice-chairs of such committees of council; 1. Now Therefore Be it Hereby Resolved That Council requests that the Mayor reconsider using strong mayor powers to alter the current structure of Council and/or committee meetings, but rather remains the same as officials were originally elected to do; and 2. Be It Further Resolved That a copy of this Motion be sent to the Hon. Doug Ford, Premier of Ontario, the Hon. Michael Parsa, MPP Aurora—Oak Ridges—Richmond Hill, Dawn Gallagher Murphy, MPP Newmarket—Aurora, and all Ontario municipalities. Page 147 of 490 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Member Motion Mayor’s Office _______________________________________________________________________________________ Re: Supporting Affordable Housing and Gentle Density To: Members of Council From: Mayor Tom Mrakas Date: February 6, 2024 _______________________________________________________________________________________ Whereas the Town of Aurora is forecasted to grow to a population of over 85,000 people by 2051, which represents an increase of over 30% from today; and Whereas on September 26, 2023, the Council of the Town of Aurora approved a commitment to the Government of Ontario’s Housing Pledge to build 8,000 new residential units by 2031; and Whereas on February 21, 2023, the Council of the Town of Aurora approved a motion to develop an Affordable Housing Action Plan aimed at promoting attainable and diverse housing options for residents as the Town grows; and Whereas the Town of Aurora has developed a new Official Plan that provides the policy context to encourage gentle density and a mix of housing options through compatible and appropriate-scale intensification in line with Provincial and Regional objectives; and Whereas as-of-right permissions from the Province already permit three (3) residential units per lot, with additional residential units recognized as necessary to address the ongoing housing and rental crisis; and Whereas the Federal Government has made funds available through the Housing Accelerator Fund (HAF) to provide funding to local governments for initiatives aimed at increasing affordable housing supply and supporting the development of complete, low- carbon and climate-resilient communities that are affordable, inclusive, equitable and diverse; 1. Now Therefore Be it Hereby Resolved That as part of the Town’s Comprehensive Zoning By-law Review, staff be directed to implement as-of-right permissions to allow up to four (4) residential units on properties zoned for single detached, semi- detached, or townhouse dwellings, provided the lots are of sufficient size and the necessary servicing and parking requirements are met; and Page 148 of 490 Supporting Affordable Housing and Gentle Density February 6, 2024 Page 2 of 2 2. Be It Further Resolved That Staff report back to Council on the review and implementation of this update as part of the Comprehensive Zoning By-law Review process. Page 149 of 490 Town of Aurora General Committee Meeting Report Date: Time: Location: Tuesday, February 20, 2024 7 p.m. Council Chambers, Aurora Town Hall Council Members: Councillor Michael Thompson (Chair) Mayor Tom Mrakas Councillor Ron Weese Councillor Rachel Gilliland Councillor Wendy Gaertner Councillor John Gallo Councillor Harold Kim Other Attendees: Marco Ramunno, Acting Chief Administrative Officer and Director, Planning and Development Services Patricia De Sario, Director, Corporate Services, Town Solicitor Robin McDougall, Director, Community Services Rachel Wainwright-van Kessel, Director, Finance Luigi Colangelo, Acting Director, Operational Services Carley Smith, Manager, Corporate Communications Lisa Hausz, Manager, Economic Development* Michael de Rond, Town Clerk Linda Bottos, Council/Committee Coordinator *Attended electronically _____________________________________________________________________ 1. Call to Order The Chair called the meeting to order at 7:02 p.m. 2. Land Acknowledgement General Committee acknowledged that the meeting took place on Anishinaabe lands, the traditional and treaty territory of the Chippewas of Georgina Island, Page 150 of 490 General Committee Meeting Report Tuesday, February 20, 2024 2 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 General Committee approved the revised agenda as circulated by Legislative Services, as amended by the deferral of Member Motion 10.3 to the Council meeting of February 27, 2024. 4. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. 5. Community Presentations None. 6. Delegations None. 7. Consent Agenda 7.1 Special Council Closed Session Public Meeting Minutes of January 22, 2024 General Committee recommends: 1. That the Special Council Closed Session Public Meeting Minutes of January 22, 2024, be adopted as circulated. Carried 8. Advisory Committee Meeting Minutes Page 151 of 490 General Committee Meeting Report Tuesday, February 20, 2024 3 8.1 Accessibility Advisory Committee Meeting Minutes of January 10, 2024 General Committee recommends: 1. That the Accessibility Advisory Committee Meeting Minutes of January 10, 2024, be received for information. Carried 9. Consideration of Items Requiring Discussion (Regular Agenda) 9.1 PDS24-021 - Aurora Business Improvement Area Governance Review and Downtown Collaboration Model Alternatives General Committee recommends: 1. That Report No. PDS24-021 be referred back to staff. Carried 9.2 CS24-005 - Dissolution of General Committee and Establishment of Committee of the Whole General Committee consented to vote on each clause separately. General Committee recommends: 1. That Report No. CS24-005 be received. First clause Carried 2. That the draft Procedure By-law (Attachment No. 2) be brought forward for enactment and replace the existing by-law. Second clause Defeated 9.3 FIN24-009 - ONE Joint Investment Board (JIB) Agreement Amendment and By-law General Committee recommends: 1. That Report No. FIN24-009 be received; and 2. That a by-law be enacted to approve the following: Page 152 of 490 General Committee Meeting Report Tuesday, February 20, 2024 4 a. an increase in the maximum number of ONE Joint Investment Board (JIB) members from 10 to 12; and b. the ONE JIB Records Retention By-law and the delegation to ONE JIB’s Secretary of the necessary powers and duties to deal with the records of ONE JIB; and c. changes to the amendment provisions of the ONE JIB Agreement. Carried 9.4 CMS24-005 - Petch House - Considerations General Committee recommends: 1. That Report No. CMS24-005 be received; and 2. That the proposed renovations of the Petch House be approved; and 3. That a new capital project with capital budget authority of $50,000 be approved, to be funded from the Heritage reserve fund. Carried 10. Member Motions 10.1 Mayor Mrakas; Re: Request for Amenity Sharing Memorandum of Understanding (MOU) with School Boards for Evening/Weekend Gymnasium Use General Committee recommends: Whereas the Town of Aurora recognizes the importance of fostering community engagement and providing recreational opportunities; and Whereas schools are funded by local taxpayers; and Whereas school gymnasiums serve as valuable amenities that can enhance recreational activities for residents; and Whereas existing school board policies/procedures do not prioritize municipal residency within their allocation of the use of space; and Whereas the school board charges a premium rate to use the schools on weekends causing a barrier for the Town or local organizations to afford; Page 153 of 490 General Committee Meeting Report Tuesday, February 20, 2024 5 1. Now Therefore Be It Hereby Resolved That this Council requests the Province and the Minister of Education to assist in making school board facilities available to local municipalities on a priority, at a cost recovery rate; and 2. Be It Further Resolved That Council requests the School Boards within the jurisdiction of the Town of Aurora to enter into a Memorandum of Understanding (MOU) with the Town for the shared use of school gymnasiums on evenings and weekends; and 3. Be It Further Resolved That a copy of this request be sent to the relevant School Boards, expressing the Town's interest in establishing a collaborative agreement for evening and weekend gymnasium access; and 4. Be It Further Resolved That the Town staff is directed to collaborate with the School Boards in drafting the terms and conditions of the MOU, ensuring clarity and fairness in the shared use of these facilities; and 5. Be It Further Resolved That upon reaching an agreement, the MOU shall be presented to Council for review and approval; and 6. Be It Further Resolved That a copy of this Motion be sent to The Honourable Doug Ford, Premier of Ontario, The Honourable Paul Calandra, Minister of Municipal Affairs and Housing, The Honourable Stephen Lecce, Minister of Education, Marit Stiles, Leader of the Ontario New Democratic Party, Bonnie Crombie, Leader of the Ontario Liberal Party, and all MPPs in the Province of Ontario; and 7. Be It Further Resolved That a copy of this Motion be sent to the Association of Municipalities of Ontario (AMO) and all Ontario municipalities for their consideration of support. Carried 10.2 Councillor Gilliland; Re: Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement General Committee recommends: Page 154 of 490 General Committee Meeting Report Tuesday, February 20, 2024 6 Whereas all Ontarians deserve and expect a safe and respectful workplace; and Whereas municipal governments, as the democratic institutions most directly engaged with Ontarians need respectful discourse; and Whereas several incidents in recent years of disrespectful behaviour and workplace harassment have occurred amongst municipal members of councils across Ontario; and Whereas these incidents seriously and negatively affect the people involved and lower public perceptions of local governments; and Whereas municipal Codes of Conduct are helpful tools to set expectations of council member behaviour; and Whereas municipal governments have limited abilities in their toolkit to adequately enforce compliance with municipal Codes of Conduct; and Whereas the most severe penalty that can be imposed on a municipal member of council is the suspension of pay for 90 days, even when egregious acts are committed and substantiated; and Whereas AMO has called on the government to table and pass legislation that reflects the following recommendations:  Updating municipal Codes of Conduct to account for workplace safety and harassment  Creating a flexible administrative penalty regime, adapted to the local economic and financial circumstances of municipalities across Ontario  Increasing training of municipal Integrity Commissioners to enhance consistency of investigations and recommendations across the province  Allowing municipalities to apply to a member of the judiciary to remove a sitting member if recommended through the report of a municipal Integrity Commissioner  Prohibit a member so removed from sitting for election in the term of removal and the subsequent term of office; Page 155 of 490 General Committee Meeting Report Tuesday, February 20, 2024 7 1. Now Therefore Be It Hereby Resolved That the Town of Aurora supports the call of action the Association of Municipalities of Ontario, (AMO) has submitted to the Government of Ontario to introduce legislation to strengthen municipal Codes of Conduct and compliance with them, in consultation with municipal governments; and 2. Be It Further Resolved That the legislation encompasses the Association of Municipalities of Ontario’s letter of recommendations which includes options for enforcing compliance by council members with municipal Codes of Conduct such as:  Updating municipal Codes of Conduct to account for workplace safety and harassment  Creating a flexible administrative penalty regime, adapted to the local economic and financial circumstances of municipalities across Ontario  Increasing training of municipal Integrity Commissioners to enhance consistency of investigations and recommendations across the province  Allowing municipalities to apply to a member of the judiciary to remove a sitting member if recommended through the report of a municipal Integrity Commissioner  Prohibit a member so removed from sitting for election in the term of removal and the subsequent term of office; and 3. Be It Further Resolved That a copy of this Motion be sent to the Hon. Doug Ford, Premier of Ontario, the Hon. Michael Parsa, MPP Aurora— Oak Ridges—Richmond Hill, and Dawn Gallagher Murphy, MPP Newmarket—Aurora, the Hon. Paul Calandra, Minister of Municipal Affairs and Housing, and all 444 Ontario municipalities. Carried 10.3 Councillor Gallo; Re: Windrow Program and Council Compensation Member Motion 10.3 was deferred to the Council meeting of February 27, 2024. Page 156 of 490 General Committee Meeting Report Tuesday, February 20, 2024 8 11. Regional Report 11.1 York Regional Council Highlights of January 25, 2024 General Committee recommends: 1. That the York Regional Council Highlights of January 25, 2024, be received for information. Carried 12. New Business New Business Motion No. 1 General Committee recommends: 1. That the timing and notice provisions in section 46 of the Procedure By-law be waived to permit a motion to reconsider the Special Council Closed Session minutes of January 22, 2024; and 2. That the adoption of the confidential Special Council Closed Session minutes of January 22, 2024, be reconsidered. Carried on a two-thirds vote 13. Public Service Announcements Councillor Thompson extended congratulations to Mayor Mrakas on being awarded the Hazel McCallion Community Leadership Award by the Economic Developers Council of Ontario on February 8, 2024. Mayor Mrakas announced the following activities and events:  Reminder that February is Black History Month and there are still more events to participate in to learn and celebrate Aurora’s Black community; visit aurora.ca/BlackHistoryMonth for the full schedule of events and programs.  The Accessibility Advisory Committee is recruiting for a new member; visit aurora.ca/Committees for information and to apply by February 25, 2024.  Wristbands are now on sale for the Town’s annual Hello Spring event; visit aurora.ca/HelloSpring for more details. Page 157 of 490 General Committee Meeting Report Tuesday, February 20, 2024 9  The Mayor’s annual State of the Town Address, hosted by the Aurora Chamber of Commerce, will begin at 11:30 a.m. on February 21, 2024, at the Royal Venetian Mansion. Councillor Gallo inquired about the Heritage Advisory Committee new member recruitment and the application deadline of February 25, 2024, was confirmed. Councillor Gilliland announced the following activities and events:  The Coldest Night of the Year fundraising event will be held Saturday, February 24, 2024, in support of homelessness shelters and transitional housing, and all were encouraged to join Councillor Gilliland’s team or donate.  The Aurora Tigers Jr. A hockey team will be playing at the Aurora Community Centre at 7:30 p.m. on Saturday, February 24, 2024, which is one of the final days of the pilot project to purchase an alcoholic beverage during a game.  All were encouraged to check out the great shows and events being offered at the Aurora Cultural Centre, Hillary House, Aurora Public Library, Royal Rose Art Gallery, and Theatre Aurora. Councillor Weese encouraged all to participate in the Capes for Kids fundraising event on March 1-8, 2024, in support of the Holland Bloorview Kids Rehabilitation Hospital; visit capesforkids.ca for more information or contact Councillor Weese. Councillor Gaertner noted that the Mayor’s celebration of student arts will be held at 6 p.m. on Thursday, February 22, 2024, at Town Hall. The Mayor encouraged all to visit the second floor at Town Hall to view the extraordinary artwork. Mayor Mrakas noted that Aurora’s Arctic Adventure event was held over the past long weekend and expressed appreciation to the Town’s Special Events team, staff, and volunteers for another excellent event. 14. Closed Session None. 15. Adjournment The meeting was adjourned at 8:39 p.m. Page 158 of 490 Town of Aurora Special Council Closed Session Public Meeting Minutes Date: Time: Location: Monday, January 22, 2024 5:45 p.m. Holland Room, Aurora Town Hall Council Members: Mayor Tom Mrakas (Chair) Councillor Ron Weese Councillor Rachel Gilliland* Councillor Wendy Gaertner Councillor Michael Thompson Councillor John Gallo Councillor Harold Kim Other Attendees: Doug Nadorozny, Chief Administrative Officer Patricia De Sario, Director, Corporate Services/Town Solicitor Marco Ramunno, Director, Planning and Development Services Andrew Biggart, External Legal Counsel *Attended Virtually Michael de Rond, Town Clerk _____________________________________________________________________ 1. Call to Order The Mayor called the meeting to order at 5:49 p.m. Council consented to resolve into a Closed Session at 5:49 p.m. Council reconvened into open session at 6:43 p.m. 2. Approval of the Agenda Moved by Councillor Weese Seconded by Councillor Gallo That the agenda as circulated by Legislative Services be approved. Carried Page 159 of 490 Special Council Closed Session Public Meeting Minutes Monday, January 22, 2024 2 3. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. 4. Consideration of Items Requiring Discussion Moved by Councillor Gaertner Seconded by Councillor Weese That Council resolve into a Closed Session to consider the following matter: 1. Council Closed Session Report No. CS24-003 - Appeals of Official Plan and Zoning By-law Amendment Applications, 1289 Wellington Street East(OPA- 2022-02 and ZBA-2022-02) – Settlement Offer Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board as per Section 239(2)(e) of the Municipal Act, 2001. Advice that is subject to solicitor-client privilege, including communications necessary for that purpose as per Section 239(2)(f) of the Municipal Act, 2001. 4.1 Council Closed Session Report No. CS24-003 - Appeals of Official Plan and Zoning By-law Amendment Applications, 1289 Wellington Street East (OPA- 2022-02 and ZBA-2022-02) – Settlement Offer Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board as per Section 239(2)(e) of the Municipal Act, 2001. Advice that is subject to solicitor-client privilege, including communications necessary for that purpose as per Section 239(2)(f) of the Municipal Act, 2001. Moved by Councillor Thompson Seconded by Councillor Gaertner 1. That Council Closed Session Report No. CS24-003 be received for information. Page 160 of 490 Special Council Closed Session Public Meeting Minutes Monday, January 22, 2024 3 Yeas (4): Mayor Mrakas, Councillor Gaertner, Councillor Thompson, and Councillor Kim Nays (3): Councillor Weese, Councillor Gilliland, and Councillor Gallo Carried (4 to 3) 5. Confirming By-law 5.1 By-law Number 6576-24 Being a By-law to confirm actions by Council resulting from a Special Council Closed Session on January 22, 2024 Moved by Councillor Thompson Seconded by Councillor Gallo That the confirming by-law be enacted. Carried 6. Adjournment Moved by Councillor Kim Seconded by Councillor Gallo That the meeting be adjourned at 6:50 p.m. Carried Tom Mrakas, Mayor Michael de Rond, Town Clerk Page 161 of 490 Town of Aurora Accessibility Advisory Committee Meeting Minutes Date: Time: Location: Wednesday, January 10, 2024 7 p.m. Holland Room, Aurora Town Hall Committee Members: Councillor Harold Kim (Chair) Peter Angelo* (Vice Chair) Lois Davies John Lenchak Hailey Reiss* Jo-anne Spitzer Members Absent: Alison Hughes Jeffrey Preston Other Attendees: Michelle Johnson, Collections and Exhibitions Coordinator Phillip Rose, Manager of Cultural Services Gregory Peri, Accessibility Advisor Linda Bottos, Council/Committee Coordinator *Attended electronically _____________________________________________________________________ 1. Call to Order The Chair called the meeting to order at 7:01 p.m. 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 Page 162 of 490 Accessibility Advisory Committee Meeting Minutes Wednesday, January 10, 2024 2 Mississaugas and Chippewas, recognized through Treaty #13 and the Williams Treaties of 1923. 3. Approval of the Agenda Moved by Jo-anne Spitzer Seconded by John Lenchak 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 5.1 Accessibility Advisory Committee Meeting Minutes of December 6, 2023 Moved by Peter Angelo Seconded by John Lenchak 1. That the Accessibility Advisory Committee meeting minutes of December 6, 2023, be received for information. Carried 6. Delegations None. 7. Matters for Consideration 7.1 Memorandum from Collections and Exhibitions Coordinator; Re: Community Reflection Space Staff provided an overview of the memorandum and a visual review of the four proposed community reflection space locations for the Committee’s consideration. It was noted that this project would come back for the Page 163 of 490 Accessibility Advisory Committee Meeting Minutes Wednesday, January 10, 2024 3 Committee’s input on amenities and accessibility options for the selected space later in the year. The Committee and staff discussed various aspects and Committee feedback included: (1) Town Park and Lambert Willson Park/Arboretum locations may not be appropriate due to heavy use and activities; (2) Consider providing an alternative indoor reflection space in addition to the outdoor space; (3) Support for the Town Hall and Queen’s Diamond Jubilee Park locations for reasons of security, accessible parking and transit; (4) Ensure barrier-free options for any seating and pathways; and (5) Consider bookable space for organized reflection gatherings. Moved by John Lenchak Seconded by Jo-anne Spitzer 1. That the memorandum regarding Community Reflection Space be received; and 2. That the Accessibility Advisory Committee comments regarding Community Reflection Space be received and referred to staff for consideration and further action as appropriate. Carried 7.2 Memorandum from Accessibility Advisor: Re: Stronach Aurora Recreation Complex (S.A.R.C.) Gymnasium Update Staff provided an overview of the memorandum and a visual review of the S.A.R.C. addition and alterations, including site and floor plans, conceptual drawings, interior finishes, and accessibility measures. The Committee inquired about the emergency exit stairway from the new gymnasium and recommended that an accessible ramp be installed with connectivity to existing paths of travel. The Committee provided further feedback on accessible design aspects including the need for: colour contrast to define boundaries between the walls and floors or objects such as seating; uniform floor colour; and safety decals for glass surfaces. Page 164 of 490 Accessibility Advisory Committee Meeting Minutes Wednesday, January 10, 2024 4 Moved by Peter Angelo Seconded by John Lenchak 1. That the memorandum regarding Stronach Aurora Recreation Complex (S.A.R.C.) Gymnasium Update be received; and 2. That the Accessibility Advisory Committee comments regarding Stronach Aurora Recreation Complex (S.A.R.C.) Gymnasium Update be received and referred to staff for consideration and further action as appropriate. Carried 7.3 Round Table Discussion; Re: Town of Aurora Multi-Year Accessibility Plan 2022 to 2026 (Link to Multi-Year Accessibility Plan) Staff provided an update on various matters including: (1) An online survey is now available on the Town’s Engage Aurora platform at engageaurora.ca/RNA until February 14, 2024, to provide input on the Recreation Needs Assessment for Persons with Disabilities, as well as opportunities to attend one of the virtual or in-person focus groups; (2) Confirmed that the accessibility compliance report was submitted to the Ministry in December 2023 and the website non-compliance issues are being addressed; and (3) National AccessAbility Week will be held May 25 to June 1, 2024, and the Region is looking to collaborate with local municipalities. The Committee and staff discussed various ideas and ways to celebrate National AccessAbility Week and shared information on the initiatives of previous years. Staff agreed to provide feedback to the Region. Moved by Peter Angelo Seconded by John Lenchak 1. That the Accessibility Advisory Committee comments regarding the Town of Aurora Accessibility Plan 2018 to 2024 be received and referred to staff for consideration and action as appropriate. Carried Page 165 of 490 Accessibility Advisory Committee Meeting Minutes Wednesday, January 10, 2024 5 8. Informational Items None. 9. New Business Staff advised that a Town-wide parking lot review and study will be completed over the next couple of years. It was also noted that the Town is currently embarking on the Promenade Streetscape Detailed Design project and staff have requested that the Accessibility Advisory Committee be involved in the consultation process as the streetscape plan evolves. The Committee expressed concern regarding the number of parking spaces provided in relation to the size and number of buildings being developed. Staff advised that private facilities must meet minimum requirements and the Committee can always make recommendations for improvements. 10. Adjournment Moved by John Lenchak Seconded by Lois Davies That the meeting be adjourned at 8:23 p.m. Carried Page 166 of 490 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. PDS 2 4 -0 21 Subject: Aurora Business Improvement Area Governance Review and Downtown Collaboration Model Alternatives Prepared by: Lisa Hausz, Manager, Economic Development Department: Planning and Development Services Date: February 20, 2024 Recommendation 1. That Report No. PDS24-021 be received; and 2. That staff be directed to implement Alternative 1, as described herein, that a by-law be brought forward to a future Council meeting to repeal BIA Designation By-law No. 6128-18 and any amending by-laws, thereby dissolving the Aurora Business Improvement Area; and a. That staff be directed to perform all necessary administrative functions to conclude the business of the Aurora BIA, and assume their assets and liabilities in accordance with section 214 of the Municipal Act, 2001, as amended; and b. That the Aurora Economic Development Corporation be requested to incorporate the functions of the BIA into their economic development services; and c. That staff lead the development and implementation of a business engagement strategy for the Downtown area, and report back to a future meeting of Council. Executive Summary With Council’s focus and strategic initiatives to revitalize the downtown area, staff were directed by way of a Council Motion on November 28, 2023 to review the Aurora Business Improvement Area (the “BIA”) governance model. Further, staff were to report Page 167 of 490 February 20, 2024 2 of 14 Report No. PDS24-021 back on alternatives to ensure an effective and collaborative approach to supporting the entire downtown area. This report seeks Council’s direction on an alternative model to the Aurora BIA model as a local board of Council, and recommends that the Aurora Economic Development Corporation assume the BIA role responsibilities into its economic development services program on behalf of the Town. The Aurora BIA was initially designed and implemented, under the Municipal Act, 2001, as amended (the “Act”), to provide local business-to-business support in the downtown. The efforts to establish the Aurora BIA are noted and the intentions of the volunteer board are to be commended, as it takes a great deal of time and effort to form a business improvement area and there is desire to see the BIA thrive. However, under the current governance model, there is potential risk, duplication of efforts and extraordinary use of town resources. A different model to support the entire downtown area needs to be explored as directed by Council.  In 2016, Council approved a study to determine the feasibility of establishing a Business Improvement Area (BIA) (previous report- CAO16-001).  The Aurora BIA’s performance under the current governance model is not sustainable, and its activities in efforts in support of the Downtown area are a duplication of efforts.  Avoidance of duplication of efforts and a streamlined approach are needed to promote and support the entire Downtown Area.  There are alternative models to consider that would better serve as support for Downtown Aurora. Background In 2016, Council approved a study to determine the feasibility of establishing a Business Improvement Area (BIA) (previous report- CAO16-001). The study conducted in 2016 intended to outline the steps to establish a BIA, business interest in establishing a BIA and to fulfill the recommendations in the 2013 Aurora Promenade Plan. The Aurora Promenade Plan identified a specific area for business improvement and suggested that the Town investigate the interest and implementation of a BIA. While there was consultation with local businesses, there was not sufficient interest across the entire Promenade that would support the establishment of a Promenade-wide BIA. However, a small group of interested parties worked within a Page 168 of 490 February 20, 2024 3 of 14 Report No. PDS24-021 smaller catchment and solicited enough support to establish an Aurora BIA. The mandate for any BIA board in Ontario is outlined in the Act as follows: (a) to oversee the improvement, beautification and maintenance of municipally- owned land, buildings and structures in the area beyond that provided at the expense of the municipality generally; and (b) to promote the area as a business or shopping area. In September 2018, the Town passed By-Law No. 6128-18 to establish a BIA that includes the businesses along portions of Wellington and Yonge Street (see Attachment 1: Aurora BIA area map). In 2019, the Board of Management (the “Board”) began work to establish itself and begin engagement with its members. The Board proposed a three- year budget for the years 2019, 2020 and 2021. In 2020, COVID hit and being a new organization, the Aurora BIA did not collect tax levies from the members and went dormant for one year. In 2021, the Town assisted the BIA in re-engaging and establishing itself as a resource for the members following COVID. Several initiatives were completed in 2021 and the momentum was intended to carry into 2022. There were successful events completed in 2022, including the launch of the new website, musical entertainment in Machell’s Alley, and seasonal events held by local businesses. In 2023, a new BIA Board was appointed including the support of two Ward Councillors to make up the governing board. The BIA relies heavily on a few volunteers and Town support to ensure activities are completed. Despite the intentions of the Board, the BIA still lacks member participation, and governance as mandated by the Act. Additionally, since 2019, governance, process and adherence to the rules of a Local Board of Council have not been consistent which may pose risks to the Town. Analysis The Aurora BIA’s performance under the current governance model is not sustainable, and its activities in efforts in support of the Downtown area are a duplication of efforts. While the designated BIA boundary is dense with businesses, this area is a small part of the entire downtown, and the BIA representation does not fully reflect the entirety of the potential of the area. The voice of the downtown business community is missed with the BIA’s small catchment, low member engagement, inefficient use of budget, and limited deliverables from the Board of Management. The BIA relies heavily on the Town to remain operational. Page 169 of 490 February 20, 2024 4 of 14 Report No. PDS24-021 The BIA has relied heavily upon staff support and participation. The BIA has not proven that it can function as the intended, self-managing, local board of Council designed to promote and beautify the downtown area. The Aurora BIA’s performance under the Act governance model is not sustainable, and the past and proposed initiatives are a duplication of efforts, primarily in the area of marketing and promotion. Attachment 2: Aurora BIA Governance Review provides a detailed summary of the Aurora BIA’s adherence to the Act and the Aurora BIA By-law, and outlines areas of duplication. The background and current plans of the BIA assisted in determining the proposed alternative models for downtown support, with several factors considered. Primarily, the proposed models are to avoid duplication of efforts and to create a streamlined approach that is necessary to promote and support the entire Downtown Area. Avoidance of duplication of efforts and a streamlined approach are needed to promote and support the entire Downtown Area. The Aurora Promenade is an identified plan to encourage redevelopment, revitalization and intensification. Through the Aurora Promenade Plan, several key areas were identified including the historic downtown core. Current support and initiatives are implemented through a variety of groups to encourage revitalization, animation, activation and population in the downtown area. The Aurora BIA is a small geographic section within the boundaries of the Promenade, and its only two objectives are to promote the area and to add to the beautification of the area, which duplicates efforts of other downtown-focused support. Avoidance of duplication and a streamlined approach to business engagement will better support the downtown. Below are a few examples of existing downtown support organizations and initiatives: Town of Aurora: Nearly every department and division supports the downtown area in some way. These include all divisions of Planning and Development Services (Economic Development, Policy, Planning, Building, and Engineering), to Community Services with Aurora Cultural Centre support, and the numerous events that promote, engage and invite residents and visitors to the downtown. Additionally, Town Square staff have been visiting businesses in the downtown soliciting feedback and informing them of the progress of Town Square. Significant support is also provided through the Town’s Operations teams that provide the beautification and maintenance of the town’s assets. The Finance department plays an integral role supporting the downtown through ongoing budget support, levy administration, and facilitating grant opportunities. The Corporate Services team also provides support for the downtown initiatives through Legal assistance, Town Clerk consultation and By-law services. Page 170 of 490 February 20, 2024 5 of 14 Report No. PDS24-021 The Town has several strategies and plans underway in support of the downtown area including: the Official Plan Review with the Promenade Plan update, Streetscape project with traffic study, Active Transportation Master Plan, and Town-wide parking strategy to name a few. Each plan has components that impact the Downtown area and requires a streamlined approach to communication and engagement. The BIA was invited to participate in several of the initiatives, however in their draft 2024 budget and workplan presented to members in December 2023, the BIA is proposing duplicate efforts in the areas of parking, traffic, marketing, and events. Aurora Chamber of Commerce: The Chamber is a partner in grassroots support of the local business community. Their ongoing promotion, innovative business support programs and ongoing frontline assistance plays a key role in helping to revitalize the downtown. The Chamber and its partners, including the Town, promote local business through the Explore Aurora brand. This is a website, ongoing social media campaign, and a magazine that promotes the business to consumer businesses in Aurora, including a dedicated page and directory specific to Downtown Aurora. The Chamber also hosts the annual downtown street fair and other events in direct support of the downtown and local business community. The BIA has contracted a third party to act as coordinator and marketer for the BIA, duplicating promotional efforts of the Chamber. Aurora Economic Development Corporation (AEDC): The AEDC consists of a 12-member Board of Directors that are the advisors, facilitators and supporters of the Town’s Economic Development Strategic Plan. Within the plan, one of the key goals is in support of revitalizing and reinvigorating the Aurora Promenade area, specifically, the downtown core. As such, there have been several initiatives conducted by the AEDC in support of building momentum to the downtown. These include window decorating project during COVID; street parking striping to build awareness; advocacy and connection with property owners in the downtown; event hosting and support of major projects in the downtown; and a video prospectus promoting the future of the downtown. Additionally, with an updated Economic Development Strategic Action Plan (2024-2030), the AEDC’s Downtown Action Team is supporting the abovementioned Town initiatives, specifically in the Streetscape project, downtown parking strategies, wayfinding strategy, traffic management, and downtown business engagement. As mentioned, the BIA is attempting to duplicate efforts in this regard. In addition to the above organizations, several individual businesses and organizations contribute their own resources in promoting their establishment and their connection to Downtown Aurora. Two of the organizations that contribute to downtown visitor attraction is the Aurora Farmer’s Market and The Armoury that regularly draw attention Page 171 of 490 February 20, 2024 6 of 14 Report No. PDS24-021 to the area. Other area entrepreneurs host their own events and see themselves as promoters of the downtown area as opposed to promoters of the specific boundary of the BIA. Each of the above organizations already collaborate on events and cross-promotion. The BIA has been included and invited to take advantage of the various events and promotion opportunities, but do not currently have solid plans to host their own events in support of the area. In late 2023 the BIA contracted a marketing company and have just started to see some impact in business engagement. While this is promising, the opportunity cost, associated with allocating the entire annual budget to outsourcing member outreach and social media, is that neither the entire BIA membership nor the entire downtown area are supported through the BIA program. This opportunity cost further proves duplication of marketing efforts to fill the gaps between promotion of BIA members and the entire downtown area, and the need to streamline efforts. Additionally, their social media is starting to gain followers and outreach, but it is missing an overall value proposition. Instead, the marketing consists of promoting individual businesses that are members of the BIA, and not meeting the objectives which are to promote the downtown area as a place to shop and do business and beautification of the area. Budget is a perceived limitation that prevents the BIA from producing events. The BIA Board presented a larger budget to the members in late 2023 that considered the options of an increased levy or request financial support from the Town. However, even with funding, there is little support by the BIA Board or members to organize events or even leverage existing events that are held directly in the BIA catchment area (i.e. Chamber Street Festival and Saturday Night Fever on Yonge St.). There are several ways for a BIA to raise funds besides increasing the levy or requesting additional funds from the Town. However there needs to be a tangible plan and benefit to the area, and alignment with the mandate of the BIA that includes promotion of the area for shopping and visitation, and beautification. Additionally, there needs to be an implementation plan for the funded events, including procurement of services and reporting metrics to the funding authority. The BIA is not currently organized in this regard to meet the requirements of external funding. Page 172 of 490 February 20, 2024 7 of 14 Report No. PDS24-021 There are alternative models to consider that would better serve as support for Downtown Aurora. With the combination of the Town’s downtown revitalization efforts, and planned strategic initiatives, it is an opportune time to evaluate more efficient and effective models of serving the entire downtown business community. The Act gives municipalities the flexibility to create, change or dissolve local boards to address local needs. The Act provides several alternative models, in lieu of a traditional designated BIA, that may provide a more comprehensive approach to service delivery in the Downtown. In reviewing alternative models and approaches across Ontario (See Attachment 3: Municipal alternative approaches to traditional BIAs), the two proposed alternative models are below. Alternative 1: Economic Development Corporation Under s. 9 (3) of O. Reg. 599/06 filed under the Act, a municipality can establish a corporation to conduct economic development services. These services may include:  Providing a counselling service to or encouraging the establishment and initial growth of small businesses operating or proposing to operate in the municipality, for example a ‘concierge service’ for small business in the Downtown.  Support for residential housing and/or parking facilities within the downtown area.  Undertake actions provided for under a Community Improvement Plan.  Support for heritage and culture assets and systems.  Promotion and marketing of the municipality for any purpose, including the collection and dissemination of information and the development of economic development strategic plans.  Improvement, beautification and maintenance of municipally owned land, buildings and structures in an area designated by the municipality beyond the standard provided at the expense of the municipality generally, and promotion of any area of the municipality as a business or shopping area. (Note that is provision is the same, and only, responsibility for an established BIA under the Act, within their designated area.) The Town established the Aurora Economic Development Corporation (AEDC) by way of Letters Patent dated December 18, 2018, to serve all businesses by providing many economic development services as outlined in the Act. The AEDC operates as a separate, 12-member board consisting of business leaders, residents of Aurora and two members of Council. The AEDC leads the development and implementation of the Page 173 of 490 February 20, 2024 8 of 14 Report No. PDS24-021 Town’s Economic Development Strategic Action Plan that includes a designated Action Team specific to supporting Downtown Aurora. As such, the AEDC is well positioned, and authorized under the Act and its Letters Patent, to absorb the two responsibilities of the BIA relating to improvement, beautification and maintenance of municipally owned lands, and promotion of business and shopping. To facilitate a transfer of BIA responsibilities to the AEDC, Council would need to dissolve the BIA by passing a by-law to repeal the by-law establishing the BIA, and absorb any remaining BIA assets and/or liabilities. Alternative 2: Economic Development Staff The Town’s Economic Development staff are positioned to facilitate and support downtown economic growth. Currently, staff, in partnership with the Aurora Chamber of Commerce, work to promote the area and provide opportunities for businesses through events and engagement. Additionally, Economic Development staff work closely with other departments in support of downtown projects and improvements, and also provide support to the Aurora Economic Development Corporation. As with Alternative 1, under the Act, Council can dissolve the Aurora BIA and absorb any remaining assets or liabilities. Services that were to be provided by the BIA, where appropriate, could be absorbed within Town operations to avoid duplication. Refer again to Attachment 3 for references other municipalities that have taken this approach in lieu of establishing an economic development corporation. For reasons identified in this report, the structure of the BIA is not the best model to support the entire downtown, and leverage the BIA Board members’ commitment and enthusiasm. However, either proposed alternative can recognize the volunteer BIA board members and their desire to support the downtown area. The BIA Board, members and other stakeholders would be engaged as part of the development of the comprehensive downtown engagement strategy. In this way, utilizing local business leaders across the entire downtown through one of the alternatives will allow for a greater amount of input, beyond the current BIA borders, and truly capture the voice of business in the downtown. Advisory Committee Review Discussions with the Aurora Economic Development Corporation, in particular the Downtown Action Team (formerly the Downtown Committee) resulted in support for reducing duplication and streamlining the promotional and business support efforts in Page 174 of 490 February 20, 2024 9 of 14 Report No. PDS24-021 the Downtown. This includes the dissolution of the Aurora BIA, in favour of a different, collaborative and encompassing model of delivering support and promotion of the entire downtown area, as well as participating in the development of a collective Downtown engagement strategy. Discussions with the Aurora Chamber of Commerce resulted in support of reducing duplication and streamlining the support of the downtown area. The Chamber remained impartial on the option to dissolve the BIA, as the Chamber has had representation on the Board of Management during the BIA’s first term. However, the Chamber did not seek election/appointment to be on the current Board of Management for the 2023- 2027 term. Additionally, the Chamber has voiced concern to the Board of Management over the years regarding the duplication with the Chamber and Town’s efforts in promotion of the downtown. The Chamber is in favour of a collective Downtown engagement strategy and would participate in its development. The Aurora BIA Board supports Council’s motion to review current governance and determine options of continuing as a BIA or transitioning the responsibilities to the Town. However, the Board has mixed feelings about a new model. On one side, the Board Members want to see the BIA survive and provide value to the members. On the other side, the Board acknowledges that there is a duplication of efforts, and that they may require significantly more funding to provide the value to members as they envision. They are considering the process to expand the BIA boundaries, but have been advised by the Ontario BIA Association (OBIAA), and Town staff, that expansion should not be used as a means to increase their budget. They need to demonstrate value to current members before adding more members. The BIA expansion process is a longer- term exercise, and they require short-term progress before moving down the path to expansion. The volunteer BIA board members are busy entrepreneurs and community leaders, eager to produce value, but collectively struggle in organization, duplication, governance, and individual time to commit to the necessary hands-on work required. While the BIA board recognizes the challenges, they stop short in formally requesting that Council dissolve the BIA and leave the decision of a new model up to Council. Legal Considerations The BIA and its governing Board were established pursuant to provisions outlined in the Act. The mandates, membership, budget process and other aspects of the Board are directed by the Act. At its core, the Board is meant to be a body that is independent of Page 175 of 490 February 20, 2024 10 of 14 Report No. PDS24-021 the Town and, pursuant to its statutory mandates, that acts to promote private commercial enterprises that make up its membership and the beautification of the BIA area only. The Board’s role is limited to working within its legislative mandate. Pursuant to Act, the Town’s role is mostly to oversee the appointments of directors to the board and to oversee the budgeting process. It should also be noted that pursuant to section 106 of the Act, the Town is prohibited from providing assistance to commercial enterprises through the granting of bonuses. As the BIA generally operates for the purpose of promoting private businesses that make up its membership and is limited to its boundaries, the Town is limited in how it can assist the Board and it may not be proper to direct Town resources in the furtherance of the stated mandates of the BIA. The Town does not have authority to override legislative mandates or requirements that govern the BIA and the Board. If the function or operation of the Board is envisioned to be different than mandated by the Act or to operate as a Town managed entity, a structure other than a BIA should be considered for that purpose. The Act provides two options for the dissolution of BIAs: (1) unilateral dissolution by the municipality and (2) dissolution at the request of the Board or membership. Unilateral dissolution by the municipality is at the discretion of Council and can be done without notice or consultation with the membership of the BIA. In such scenario, Council may direct staff to bring forward a by-law to a future Council meeting for the purpose of dissolving the BIA, which would entail the repeal of the by-law that established the BIA. The dissolution at the request of the Board or membership would require a request for dissolution from either the Board or signed by members who are responsible for at least one-third of the total taxes levied within the business area. In the case of dissolution, all assets and liabilities of the Board of the BIA would become the Town’s. Financial Implications The Aurora BIA is meant to be a financially self-sustaining organization through a special tax levy of its membership, collected by the Town on the BIA’s behalf. Should the BIA be dissolved, there are specific financial references under the BIA By-law that would need to be considered: 7.12 Upon dissolution of the Board of Management, the assets and liabilities of the Board of Management become the assets of the Town. Page 176 of 490 February 20, 2024 11 of 14 Report No. PDS24-021 The aforementioned provision relating to the assumption of assets and liabilities is based on the same mandate outlined in the Act. Upon completion of the 2023 financial audit of the BIA’s accounting records, staff will know the total value of the assets and liabilities that would be transferred to the Town should the dissolution of the BIA occur. Other BIA assets that would be transferred include, but not limited to:  website and domains  social media accounts  tent (in need of repair)  generator  banners (any left undamaged from storms) Another applicable clause within the BIA By-law that would require consideration in an instance of dissolution would be, which is based upon provisions outlined in the Act: 7.13 If the Board of Management is dissolved and the liabilities exceed the assets assumed by the Town, Council may recover the difference by imposing a charge on all rateable property in the former business improvement area that is in a prescribed business property class. If Council’s direction is to repeal the bylaw and dissolve the BIA, the designated BIA levy would cease as of the date of the repealing bylaw. Consequently, if the Town is to continue the delivery of the previously provided BIA services, there would be no levy in 2024, and any future funding requirements would be brought forward during the regular budget process. Communications Considerations Communications will inform the public of this report by posting it to the website. Communications will inform the public about the decision of Council by including information in Council Highlights news release, and posted to the Town’s website. Communications works in collaboration with Economic Development staff and the AEDC’s Strategic Action Teams and Aurora Town Square Project to promote downtown businesses and events. Climate Change Considerations There are no climate change considerations as a result of the recommendations outlined in this report. Page 177 of 490 February 20, 2024 12 of 14 Report No. PDS24-021 Link to Strategic Plan The Town of Aurora’s Strategic Plan identifies several links in support of a streamlined approach in revitalizing the downtown area. Goal – Economy: Objective 1: Promotion of Economic Development Opportunities  Work with the Aurora Economic Development Corporation to examine opportunities for the Town to actively promote downtown revitalization;  Actively promote and support the plan to revitalize the downtown;  Continue work closely with the Aurora Chamber of Commerce and the business community to better understand and address local business needs and promote business retention/expansion; The Economic Development Strategy outlines several objectives in support of the downtown. The updated Economic Development Strategic Action Plan has identified specific actions, and Action Teams, to facilitate ongoing marketing, communication and support of redevelopment in the Downtown. Additionally, the Town partners with the Aurora Chamber of Commerce to deliver marketing and promotion of tourism-related and main street businesses through Explore Aurora. Links to the strategies include:  Develop a marketing and communications strategy along with programming to attract and direct local residents and visitors to the downtown;  Develop a communications strategy to better inform and engage residents and businesses in the downtown;  Work with the Aurora Economic Development Corporation to examine opportunities for the Town to actively promote downtown revitalization;  Strengthen the Town’s value proposition and support programs to spotlight business in Aurora through video, website, brand awareness, social media. Alternative(s) to the Recommendation 1. That a bylaw be brought forward to a future Council meeting to repeal BIA Designation By-law No. 6128-18 and any amending by-laws, thereby dissolving the Aurora Business Improvement Area; and d. That staff be directed to perform all necessary administrative functions to conclude the business of the Aurora BIA, and assume their assets and liabilities in accordance with section 214 of the Act, as amended; and Page 178 of 490 February 20, 2024 13 of 14 Report No. PDS24-021 e. That Economic Development Office incorporate the functions of the BIA into the economic development portfolio; and f. That staff be directed to develop and implement a business engagement strategy for the Downtown area and report back to a future meeting of Council. 2. That Council permit the BIA to continue to operate status quo, provided that the BIA provides proof of performance in accordance with its by-law and the Act, and upholds it responsibility as a local board of the Town. 3. That Council provide direction. Conclusions Council directed staff to review the BIA and report back on alternatives to ensure an effective and collaborative approach to supporting the downtown area. The Aurora BIA was initially designed and implemented to provide local business-to-business support in the downtown. As it was developing, the structure became condensed to the main road arteries of Yonge Street and Wellington. While dense with businesses, this area is a small part of the entire downtown, and the BIA representation does not fully reflect the entirety of the potential of the downtown area. There is a demonstrated duplication of efforts by the BIA in relation to the Town, Aurora Economic Development Corporation, the Aurora Chamber of Commerce and other individual organizations’ activities in support of the downtown area. Through Council’s motion, the review of the BIA’s governance and opportunities for collaboration were explored. The Town does not have authority to override legislative mandates or requirements that govern the BIA and the Board. If the function or operation of the Board is envisioned to be different than mandated by the Act, or to operate as a Town managed entity, a structure other than a BIA should be considered for that purpose. This report provides alternatives to the current structure and service level provided by the BIA, and how the services can be incorporated and streamlined into existing strategic plans. The recommendation is to dissolve the Aurora BIA and request that the Aurora Economic Development Corporation incorporate the responsibilities of the BIA, as permitted under the Act. Page 179 of 490 February 20, 2024 14 of 14 Report No. PDS24-021 Attachments Attachment 1: Aurora BIA Boundary Map Attachment 2: Aurora BIA Governance Review Attachment 3: Municipal alternative approaches to traditional BIAs Previous Reports None Pre-submission Review Agenda Management Team review on February 1, 2024 Approvals Approved by Marco Ramunno, Director, Planning and Development Services Approved by Doug Nadorozny, Chief Administrative Officer Page 180 of 490 7\OHU6WUHHW :DOWRQ'ULYH(GZDUG6WUHHW6SUXFH6WUHHW)OHXU\6WUHHW%L UFK &RXUW&KXUFK6WUHHW 0RVOH\6WUHHW *XUQHWW6WUHHW,UZLQ$YHQXH 0HWFDOIH6WUHHW &DWKHULQH$YHQX H :HOOV6WUHHW%HUF]\6WUHHW/DUPRQW6WUHHW9LFWRULD6WUHHW&RQQDXJKW$YHQXH &HQWUH6WUHHW +DUULVRQ $YH QXH7HPSHUDQFH6WUHHW:(//,1*721675((7($67 <21*(675((7$8525$%86,1(66,03529(0(17$5($ Map created by the Town of Aurora Planning & Development Services Department, September 12, 2018. Base data provided by York Region and Aurora - GIS. ¯ 0HWUHV $XURUD%XVLQHVV,PSURYHPHQW$UHD Attachment 1 Page 181 of 490 Attachment 2: Aurora BIA Governance Review In reviewing the Aurora BIA’s governance and determining model options for the Aurora BIA, several factors were considered. • Business Mix: Is the Aurora BIA Business mix conducive to the intent of the Municipal Act guidelines? • Model and Risk: Is the performance of the Aurora BIA sustainable in its current model or pose risks to the municipality? • Budget Optimization: Has the BIA’s budget for promotion and beautification been utilized effectively? Aurora BIA Business mix is not conducive to the intent of the Municipal Act guidelines. The Municipal Act outlines two mandates for BIAs: promotion of the area, and beautification of the area. The current business mix (see Table 1) of the Aurora BIA results in low engagement by the service-related businesses (75%) compared to the retail and restaurant establishments (25%). At the same time, the majority of the levy is collected from the service businesses that are not active in the BIA, do not volunteer and do not support the efforts of the BIA. Table 1: Aurora BIA Facts In 2021 the Town conducted a Business Survey, and specifically highlighted the downtown area to determine the mix, needs and gather insight into the local economy. Additionally, during the summer months of 2021, the Town collected visitor analysis to determine if the efforts of the BIA during the summer months helped to facilitate traffic to the downtown. The results concluded that while the downtown mix encourages individual business visitation, the recent efforts of the BIA, excluding the entertainment provided for Machell’s Alley, were not a driving force in the uptake of visitors to local businesses. The main drivers of downtown visitation were the many events put on by the Town, either along Yonge Street or nearby at Town Park, or by individual business owners hosting their own events to drive traffic. BIA Facts Established: 2018/2019 Total owners: ~58 Total tenants: ~150 Business mix: 75% service 25% retail/restaurant Page 182 of 490 Performance of the Aurora BIA, to date, is not sustainable in its current model and poses risk to the municipality. The Municipal Act, 2001, 204(2.1), states that a BIA Board of Management is a local board for all purposes, and as such must follow provisions outlined in the Act pertaining to local boards. The Aurora BIA is required to perform according to the Act and its By- law(s). Failing to do so puts pressure on the municipality to further support, monitor and/or provide corrective actions to ensure the BIA’s compliance with the Act. This may put the Town in a position of risk. Below in Table 2: Aurora BIA Governance Assessment, the BIA’s performance is considered with regard to the Act and other requirements set out in By-Law-6128-18, and the amending By-law 6356-21. Table 2: Aurora BIA Governance Assessment Requirement Aurora BIA Governance Objectives/Mandate The Aurora BIA was established under By- law 6128-18 as a local board of Council. The two objectives of the BIA as prescribed in the by-law include: 1. To oversee the improvement, beautification and maintenance of municipally-owned land, buildings and structures in the area beyond that provided at the expense of the municipality generally; and 2. to promote the area a business or shopping area. The Aurora BIA relies upon the Town for maintaining the structures and assets in the BIA boundary. This includes planters, banners, garbage, benches/seating, and general maintenance. The BIA does not contribute to objective 1. In 2021 the BIA began hosting events, in partnership with the Town, in Machell’s Alley along with seasonal events/campaigns to encourage visitors to the area. While the campaigns of 2021 and 2022 were successful, the BIA requires significant resources from the Town, Chamber of Commerce and individual businesses, outside of its levy, to fulfill objective 2. Prohibitions Section 4.4 of By-law 6128-18 specifically outlines various BIA prohibited activities including: a) Spend money, or incur debts or other financial obligations except in compliance with the requirements set out in this by-law; b) Offer or provide support in any form to political candidates or political parties; The Aurora BIA has not incurred debt or financial obligations except in compliance with the requirements. The BIA has developed a Local Code of Conduct to address issues raised that potentially violate paragraph (e) of the By- law, where the public opinion of one or more Directors was not aligned with the decisions and/or positions of Council. The Director(s) were made aware of the Page 183 of 490 c) Advertise or pay for advertisements in any political publication; d) Participate in a hearing of the OMB, Local Planning, Committee of Adjustment, etc. or similar tribunal, unless the Board of Management has conducted a general meeting of the members to obtain approval to participate in a specific hearing, and to get approval for any expenditures; or if the Board of Management has been called as a witness; e) Pass a resolution or take a position contrary to any Council-approved policy or decision. conflict, but have yet to approve the draft Local Code of Conduct or recognize that Council’s Code of Conduct applies to them. Local Board Policies BIAs are considered local boards of the Town under the Municipal Act. As such they are required to have the following policies in place pursuant to s. 270 (2) of the Act: Policies of local boards 270 (2). A local board shall adopt and maintain policies with respect to the following matters: 1. Its sale and other disposition of land. 2. Its hiring of employees. 3. Its procurement of goods and services. Other policies governing the BIAs include: - Meeting procedures - Local Board Code of Conduct (adopted by Council) - Use of Corporate Resources for Election Purposes (Municipal Elections Act requirement) The Aurora BIA follows the Act within its By-law, but does not have additional policies adopted, specifically for procuring goods and services. The Board discussed governance policies including procurement, but has yet to take action to develop and implement such policies. This may be considered a violation of the Act 270(2), 2006, c.32. A.s.113. Accessibility Standards The BIA may be required to follow the provisions of the Accessibility for Ontarians with Disabilities Act (AODA), at least for the purposes and functions of the board. BIA agendas and minutes are not made publicly accessible. In-person meetings are not regularly made public, although most meetings have been hosted at facilities that are accessible. Page 184 of 490 Code of Conduct Board members are subject to the provisions of the Town’s Code of Conduct for local board members, and must follow the provisions of the Municipal Conflict of Interest Act (MCIA). Board members are made aware that they are to follow the Code of Conduct and are provided with a copy. Members of the public are entitled to file complaints with the Town’s Integrity Commissioner for violations of the local board’s Code of Conduct. If the Integrity Commissioner choses to investigate a complaint regarding a BIA Board member, the cost of the investigation could be reasonably high, possibly exeeeding the BIA’s budget, depending on the circumstances. Given the limited budget of the BIA, this is a significant liability for the Town as the cost would be borne by the Town and therefore the taxpayers. Agendas and Minutes According to the By-Law 6128-18: The Board shall keep proper minutes and records of every meeting of the Board, and shall forward approved minutes and records to all members of the Board, and the Town Clerk, if requested. The BIA Board meeting minutes vary significantly in format and content. The Municipal Act, 2001 requires that minutes of all meetings be taken without note or comment and should include all resolutions, decisions, and other proceedings of the local board. Appointed Secretary of the Board of Management Section 6.14 of By-law 6128-18 outlines the role of the Board of Management in appointing a Secretary. The secretary appointed by the Board of Management shall: a) give notice of the meetings of the Board of Management; b) keep all minutes of meetings and proceedings of the Board of Management; c) record with note or comment all resolutions, decisions and other proceedings at a meeting of the Board of Management whether it is closed to the public or not; and d) perform such duties, in addition to those outlined in paragraphs (a), (b) and A Secretary has been appointed, however there is no record of the agendas or minutes being managed by the Secretary. Most of the documentation responsibility was offloaded to Town staff by default, or currently outsourced to a paid service, rather than the elected Board member. Until the new Board was elected for the 2023-2027 term, staff have been asked to be the keepers of minutes, agendas and financial documentation, contrary to By- Law-6128-18. Currently, the documents are stored online (via Slack), but not accessible to all members. Past notice of meetings was sporadic and not consistent in order to ensure quorum at each meeting of the Board of Management, nor were agendas posted Page 185 of 490 (c) as the Board of Management may from time to time direct. or shared with members for public attendance. According to the By-Law 6128-18: On or before the March 31st in each year, the Board shall submit its annual report for the preceding year to Council, including a complete, audited, and certified financial statement of its affairs. On an annual basis, the BIA submits their annual budget to Council however has yet to meet the timelines established in the By-law, despite numerous reminders from staff. In 2021, the Board failed to develop a draft budget and offloaded the draft budget and annual report development responsibility to Town staff. The Chair presented the draft budget to the members at the AGM and then to Council for approval. Staff had to provide significant input and support in the development of the 2022 budget and AGM materials. For 2023, a proposed budget increase was presented to the Members in preparation of a budget and presentation to Council. For the 2024 budget, as of January 19, 2024, the audit has not started for the 2023 financials that are required to be presented to the membership at an AGM, prior to being presented to Council, all before March 31, 2024. According to the By-law, the Board shall hold at least four (4) Meetings per year, including the Annual Meeting of Members. The BIA has met the meeting requirements according the By-law. In accordance with the Municipal Act, 2001, members of a business improvement area consist of persons who are assessed, on the last returned assessment roll, with respect to rateable property in the area that is in a prescribed business property class and tenants of such property. As such, it is imperative for the Clerk to be provided an updated list of the properties. The list provided by the Town’s tax department includes the roll number of the property owner responsible for the levy. The members include both the owners and tenants of the commercial buildings. In 2021 the member list was updated by the efforts of the local Ward Councillor, Town staff and the Chamber of Commerce. In 2022, the Region conducted its Business Survey and provided an updated list. In 2023, the BIA hired an external party to reach out the to members and update a list. The Town works with the Region as well as other means to update and maintain a Page 186 of 490 full business list, that includes the businesses within the BIA. While this is an ongoing task, daily changes in businesses result in the list only being accurate on the day it is completed. Maintaining separate lists of downtown businesses by the Town, Chamber, Region, and a partial list by the BIA is a duplication of efforts and should be streamlined. According to the By-law: “Quorum” means half of the directors, less vacancies, rounded up to the nearest integer, but no less than 3 despite the number of directors. Majority of meetings had quorum of the Board and met the requirement. Notice of all Meetings of the Board of Management shall be provided by the Secretary. Board of Management meetings are open to the public. Notice of regular Board meetings are circulated to Board Members only. The agenda, if completed, is circulated either the day before or day of the meeting, and is not posted publicly. The BIA struggles in maintaining and circulating meeting minutes, as required, despite having an appointed Secretary. In 2023, with an external coordinator, this issue is starting to improve. Notice of all Meetings of Members shall be provided to all members by: a) Sending it prepaid mail not less than thirty (30) days prior to the meeting to the address last provided, or if not provided, to the address of the owner indicated on the last municipal assessment roll; b) Sending it by email not less than twenty (20) days prior to the meeting to any member that has provided an email address for this purpose; or c) Delivering it personally not less than ten (10) days prior to the meeting. Notice of Meetings of Members have followed the guidelines of 30 days notice by mail. The amended by-law added additional requirements for notice to encourage member participation and quorum at the Annual Meeting of Member. The by-law was also amended to allow for quorum of the Board to constitute quorum for the meeting of members, provided notice was adequately given according to the by-law. This was to avoid the regular occurrence of non- quorum at Members meetings, or the last-minute struggle to secure proxy participation of members. Page 187 of 490 In addition to the above, the Board of Management shall make reasonable efforts to provide additional notice of any meetings of the members using public media, and social media accounts, websites associated with the Town or Board of Management. Quorum at a Members meeting must have: a) At least 10% or at least 10 members present; or b) Quorum of the Board of Management as set out in 6.3. The 2021 Annual General Meeting of Members was the highest participation due to an election of new directors to the board. (19 members including the Board, plus guests). The 2022 Annual General Meeting was back to low member participation (total of 9 members, including the Board of Management), and the reliance upon quorum of the board to constitute quorum of the meeting of members. The 2023 Annual General Meeting is scheduled for February 28, 2024, however the audited financials preparation has yet to start. Notice needs to be sent out to members 30 days ahead. Failing quorum at a members meeting would result in the BIA not having a budget for Council’s approval prior to March 31, 2024, in violation of the By-law. The BIA has only two obligations according the Municipal Act: a) To oversee the improvement, beautification and maintenance of municipally-owned land, buildings and structures in the area beyond that provided at the expense of the municipality; and b) To promote the area as business or shopping area. With the support of the Town, Chamber and limited volunteers, the Aurora BIA has put forward efforts in marketing and events. However there is duplication of efforts between the Town, Chamber, AEDC, and BIA in the area of promotion and business support. There has been zero or minimal effort in the area of beautification by the BIA, whereas the BIA relies solely on the Town for beautification efforts. In addition to the above governance analysis, the Aurora BIA Board of Management relies heavily on the Town for operational support. The BIA Board of Management must be able to operate as an independent local board of Council and cannot be an extension of the Town or staff responsibilities. The current level of support required to ensure that the BIA remains operational is not sustainable. Even with a Board of eight (9) members (see Table 3) staff are relied upon for administrative support, financial management support, including past support in preparation of the annual budget and presentation to Page 188 of 490 Council. Staff have been asked to complete tasks that the Board of Management fails to perform, which may put the municipality at risk and is inconsistent with the mandates and legislation applicable to business improvement areas. Table 3: Aurora BIA Board of Management Aurora BIA Board of Management Number of Board Members permitted: 8+1 Number of Board Members 2018-2022: (+1 is a reserved seat for Council) 8+1 Number of Board Members resigned during 2018-2022*: 3 Number of New Board members during 2018-2022: 3 Number of Board Members that did not be seeking re-election/appointment for new term 2023-2027: 2 Number of Board Members appointed by Council for 2023-2027: (7 members plus 2 members of Council) 7+2 *Included in the resignations are the Treasurer, the past Vice Chair and the representative from the Aurora Chamber of Commerce. The BIA’s budget for promotion and beautification have not been utilized effectively. Council approves the BIA’s annual budget based and has the authority to approve the budget in whole or part but may not add expenditures to the budget. The BIA carries a large portion of its budget for administration purposes (insurance, website, banking and audit fees), averaging 23.4% per year over the past 5 years, and the remainder for use in events or promotion, or carried over to the following year. Over the inaugural term of the BIA Board of Management (2019-2022), and continuing into the current term, the budget has not been maximized to benefit the members. Below in Table 4, is a breakdown of the annual budget from 2019-2023. Note that 2023 figures have not been audited as of the time of this report. Table 4: Aurora BIA Annual Budget Breakdown Budget Amount Approved by Council Budget Levy (budget less carryover) Percentage budget for Admin Actual spend ($/%) 2019 $40,400 $40,400 10% $34,107 (84%) 2020 (COVID – carryover from 2019) $6293 $0 38% $2,367 (38%) 2021 $40,400 $37,553 15% $24,442 (61%) 2022 (includes grant from Town) $55,711 $37,269 37% $9,136 (16%) Page 189 of 490 2023 (including grant and surplus carryover) $65,400 $18,825 17% $42,284 (65%) (unaudited) 2024 (being proposed) $94,942 $71,826 12% Again, while some events and promotion have been implemented, the overall impact and budget utilization could have been greater with a more collaborative and streamlined approach in the downtown area. Page 190 of 490 Attachment 3: Municipal alternative approaches to traditional BIAs The Municipal Act gives municipalities the flexibility to create, change or dissolve local boards to address local needs. The Act provides several alternative models, in lieu of a traditional designated BIA, that may provide a more comprehensive approach to service delivery. Below is a chart of recent decisions regarding municipal alternative approaches to traditional BIAs. Table 1: Alternative approaches to traditional BIAs BIA Municipality Dissolution Decision Simpson Street BIA Thunder Bay, ON April 10, 2017 Council votes in favour of BIA dissolution due to lack of Board and member engagement. Municipality absorbs BIA role. Bolton BIA Caledon, ON May 18, 2018 The Bolton BIA membership voted to dissolve the BIA and provided notice to Clerk and Council seeking the repeal of the Bolton BIA by-law to establish the BIA. Municipality absorbs BIA role. Oshawa Central Business District Improvement Area Oshawa, ON January 25, 2021 That in accordance with Report CNCL-21- 02, dated January 20, 2021, concerning Options for Future Representation for the Downtown, Council adopt Option 1 - City Assumes All Business Improvement Area Responsibilities That By-law 6-2021, being a by-law to dissolve the Oshawa Central Business District Improvement Area and its Board of Management and to repeal By-law 94-74, as amended effective February 28, 2021 be passed. Bloor Street BIA Toronto, ON March 10, 2022 Council votes in favour to dissolve the Bloor Street BIA and transfer the BIAs responsibilities to the Bloor-Yorkville BIA. Page 191 of 490 Downtown Ajax BIA; and Pickering Village BIA Ajax, ON March 28, 2022 Council approved the recommendation that a By-law to dissolve the Downtown Ajax and Pickering Village Business Improvement Areas be approved; and That staff be directed to perform all necessary administrative functions to conclude the business of the BIAs and assume their assets and liabilities in accordance with section 214 of the Municipal Act, 2001, as amended; and That staff be directed to develop and implement a Business Engagement Strategy. Municipality absorbs BIA role. Downtown Napanee Business Improvement Area Napanee, ON April 28, 2022 Council approves a staff report to dissolve the Downtown Napanee BIA and that Napanee will absorb the responsibilities. Walkerton Business Improvement Area Brockton, ON May 6, 2022 Council approves the staff report to dissolve the Walkerton BIA, and transferring the responsibilities of the BIA to the Economic Development Committee and internally through Economic Development staff. Meaford Business Improvement Area Meaford, ON November 28, 2022 That Committee of the Whole recommend Council of the Municipality of Meaford: Enact a by-law to dissolve the Meaford Business Improvement Area; and Direct staff to include funding to support the founding of a Main Streets organization in the 2023 operating budget; The ByWard Market BIA Ottawa, ON March 31, 2023 The city of Ottawa and businesses moved to have a "single voice" speak for the area, while also streamlining programming and operations in the popular tourist area. A new committee being formed to align all downtown groups. Page 192 of 490 Niagara Falls Downtown BIA Niagara Falls, ON November 8, 2023 In the review process, considering a Merchant’s Group which is less formal with less requirements that BIAs have under the Municipal Act; or no formal group in the Downtown area, moving the responsibility of business engagement and support to municipal staff. Page 193 of 490 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No.CS2 4 -0 05 Subject: Dissolution of General Committee and Establishment of Committee of the Whole Prepared by: Jaclyn Grossi, Deputy Town Clerk Department: Corporate Services Date: February 20, 2024 Recommendation 1. That Report No. CS24-005 be received; and 2. That the draft Procedure By-law (Attachment No. 2) be brought forward for enactment and replace the existing by-law. Executive Summary The report seeks Council’s approval of necessary changes to the Town’s Procedure By- law in relation to the Committee of the Whole meeting structure.  Proposed revisions are being recommended to conform with the Town’s Committee of the Whole meeting structure  Procedure By-law revisions are required to maintain openness and transparency Background Section 284.8 of the Municipal Act, 2001 (the “Act”) grants the Mayor with power to establish Committees of Council, assign their functions, and appoint Chairs and Vice Chairs. This power applies only to committees that are comprised solely of Members of Council. On January 26, 2024, Mayor Mrakas exercised these powers with Mayoral Decision No. 2024-03 which dissolved General Committee and implemented a Committee of the Whole meeting structure effective March 1, 2024. Page 194 of 490 February 20, 2024 2 of 4 Report No. CS24-005 Further, the Act requires Council to pass a bylaw to govern its rules of procedure for Council and Committee meetings. Council’s current Procedure By-law has been in effect as of January 1, 2020. This bylaw requires updates to reflect the Town’s Committee of the Whole meeting structure. Analysis Proposed revisions are being recommended to conform with the Town’s Committee of the Whole meeting structure The recommended Procedure By-law (the “By-law”) revisions outlined in Attachment No. 1 reflect the meeting structure transition from General Committee to Committee of the Whole, and capture the changes required to present the public, Council and staff with a clear picture of how the Town operates its meetings. These changes ensure that the By- law continues to respect the accountability and transparency of the municipality and its operations. The changes are as follows:  Including Committee of the Whole as a standing committee and removing General Committee  Clarifying the role of the Deputy Mayor, in the absence of the Mayor  Reflecting the appropriate schedule of meetings  Reflecting the appropriate orders of business for Committee of the Whole agendas  Replacing references to the former General Committee with the current Committee of the Whole The draft By-law does not include the Strong Mayor Power amendments that were recommended in report no. CS23-073 Procedure By-law Review on November 7, 2023. If Council wishes to include these revisions as well, an amendment can be made. Procedure By-law revisions are required to maintain openness and transparency The By-law is without effect to the extent of any conflict with a federal or provincial Act or a regulation made under an Act, meaning that any sections of the By-law that are in conflict with the Act would not be in effect. Where a conflict arises, staff would follow the Act and not follow the Procedure By-law as the provisions of the legislation prevail. The proposed revisions to the By-law would ensure that staff, the public, and Council Page 195 of 490 February 20, 2024 3 of 4 Report No. CS24-005 have a document that is easily accessible to all parties and presents relevant information in a succinct format, ensuring that confusion is mitigated, and correct information is presented publicly. The principles of openness, transparency and accountability to the public guide the Town’s decision-making process. The By-law is a document that ensures the decision- making process is understood by the public and other stakeholders, provides access to information and opportunities for input by the public, and exercises and respects individual and collective roles and responsibilities provided for in the By-law and applicable legislation. It reflects good governance and provides a way forward for Council to conduct their meetings, and is a blended reflection of current legislation and operations of Council. Advisory Committee Review None. Legal Considerations The Mayor has the sole authority to dissolve and establish committees that are comprised solely of Members of Council. Council is being requested to approve amendments to the Procedure By-law to implement the Mayor’s decision. If the amendments are not approved, staff will continue to implement the decision in accordance with the Municipal Act, 2001. As mentioned above, it is prudent to have a revised Procedure By-law for openness, transparency and accountability. Financial Implications There are no direct financial implications as a result of this report. Communications Considerations Upon Council approval, the updated Procedure By-law will be posted on the Town’s website, and applicable webpages will be updated with relevant information. Climate Change Considerations The recommendations from this report do not impact greenhouse gas emissions or impact climate change adaptation. Page 196 of 490 February 20, 2024 4 of 4 Report No. CS24-005 Link to Strategic Plan The proposed Procedure By-law supports progressive corporate excellence and continuous improvement by implementing policy and processes that reflect sound and accountable governance. Alternative(s) to the Recommendation 1. That Council direct staff to include the proposed Procedure By-law amendments regarding Strong Mayor Powers, as presented in staff report CS23-073 on November 7, 2023, in the draft By-law brought forward for enactment. 2. Council provide direction. Conclusions The Procedure By-law is the guiding governance document for the municipality and is built on the principles of good governance, openness, accountability, and transparency. The recommended changes reflect the way Council will operate as of March 1, 2024 within their Committee of the Whole meeting structure. Attachments Attachment No. 1 – Current Procedure By-law with track changes Attachment No. 2 – Draft Procedure By-law (clean) Previous Reports CS23-069 Strong Mayor Powers Pre-submission Review Agenda Management Team review on February 1, 2024 Approvals Approved by Patricia De Sario, Director, Corporate Services/Town Solicitor Approved by Doug Nadorozny, Chief Administrative Officer Page 197 of 490 By-law No. 6228-19, as amended Page 1 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 The Corporation of the Town of Aurora By-law Number 6228-19 Being a By-law to govern the proceedings of Council and Committee meetings of the Town of Aurora. Whereas subsection 238 (2) of the Municipal Act, 2001 requires every Council and local board to adopt a Procedure by-law for governing the calling, place and proceedings of Meetings; And whereas subsection 11 (2) of the Municipal Act, 2001 provides that upper and lower tier municipalities may pass by-laws respecting accountability and transparency of the municipality and its operations and of its local boards and their operations; and, And whereas it is Council’s desire to follow a process of municipal governance that reflects an open, transparent government; And whereas Council, in the interest of good governance, recognizes a Procedure By-law as a hallmark of accountability and transparency; and, And whereas Council considers it necessary to enact a by-law in this regard and to repeal Procedure By-law Number 6068-18; Now therefore the Council of The Corporation of the Town of Aurora hereby enacts as follows: 1.Definitions In this Procedure By-law: a)“CAO” means the Chief Administrative Officer of the Town or his/her designate; b)“Chair” means the presiding officer at a meeting of Council or a Committee; c)“Clerk” means the Clerk of the Town or his/her designate; Attachment 1 Page 198 of 490 By-law No. 6228-19, as amended Page 2 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 d) “Closed Session” means a Meeting, or part of a Meeting of Council or a Committee, which is closed to the public as permitted by the Municipal Act, 2001; e) “Code of Ethics” means the “Code of Ethics”, a declaration of the principles of good conduct and ethics. f) “Committee” means any Standing Committee of Council or an advisory or special Committee established by Council from time to time; g) “Confirming By-law” means a by-law passed for the purpose of giving effect to a previous decision or proceeding of Council; h) “Council” means the Members of Council of the Town of Aurora; i) “Delegation” means an address to Council or a Committee at the request of a person wishing to speak; j) “Deputy Mayor” means the Member appointed to assume the duties, rights, powers and authority of the Mayor in the circumstances set out in Section 242 of the Municipal Act, 2001; (Amended per By-law No. 6453- 22) k) “Director” means a Director of the Town or his/her designate or successor in title; l) “Emergency Weather Event” means an emergency weather event as defined by Town Policy No. HR-23 – Facility Closure – Inclement Weather/Power Failure – as may be amended from time to time; m) “Friendly Amendment” means an amendment to the Motion under debate with the consent of the mover and seconder only, and without the requirement for an amending Motion to be made; n) “Frivolous” means without merit or substance or is trivial; o) “Head” means the individual or body determined to be head under the Municipal Freedom of Information and Protection of Privacy Act, 1990 p) “Inaugural Meeting” means the first Meeting of Council after a regular election; Page 199 of 490 By-law No. 6228-19, as amended Page 3 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 q) “Local Board” means a local board defined by the Municipal Act, 2001; r) “Mayor” means the Mayor of the Town; s) “Meeting” means any regular, special or other Meeting of Council or a Committee and includes a Workshop; t) “Member” means any individual elected to Council or a person appointed by Council to a Committee; u) “Motion” means a proposal moved by a Member, and seconded by another Member, to adopt, amend, or otherwise deal with a matter before Council or a Committee; v) “Municipal Act, 2001” means the Municipal Act, 2001, S.O. 2001, c.25, as amended; w) “Municipal Conflict of Interest Act” means the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50, as amended; x) “Municipality” means The Corporation of the Town of Aurora; y) “Notice” means written notice, except where legislation, by-law or policy of the Town provides for another form and manner of notice; z) “Offending Member” means a Member who has been found by the Chair or by Council or by a Committee to have disobeyed a rule in this Procedure By-law or a Chair’s ruling; aa) “Point of Order” means a Motion raised by a Member drawing attention to an infraction of this Procedure By-law; bb) “Point of Personal Privilege” means a Motion raised by a Member which concerns the health, safety, rights, or integrity of the Member, the Council, a Committee, Staff or anyone present at a Meeting; cc) “Procedural Matter” means a matter or Motion of a procedural nature; dd) “Public Planning Meeting” means a Meeting held pursuant to the Planning Act, R.S.O. 1990, c. P.13, as amended, or other statute; Page 200 of 490 By-law No. 6228-19, as amended Page 4 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 ee) “Quorum” means the number of Members required for the legal conduct of the business of Council or a Committee. ff) “Resolution” means the decision of Council on any Motion; gg) “Robert’s Rules of Order” means the most current edition of Robert’s Rules of Order, Newly Revised; hh) “Rules of Procedure” means the rules and regulations contained in this Procedure By-law and that govern the proceedings of Council and its Committees; ii) “Staff” means an employee(s) of the Town; jj) “Standing Committee” means a Committee established by Council and consisting solely of all Members of Council; kk) “Town” means The Corporation of The Town of Aurora; ll) “Town Hall” means the municipal offices located at 100 John West Way, Aurora, Ontario; mm) “Vexatious” means without merit and pursued in a manner that is malicious or intended to embarrass or harass the recipient or others; nn) “Workshop” means a Meeting of Council or Committee for the purpose of discussing issues in an informal venue. 2. Purpose and Application a) This By-law shall be known as the Procedure By-law and establishes the rules of procedure for Council and Committee Meetings. 3. Principles of the Procedure By-law a) The principles of openness, transparency and accountability to the public guide the Town’s decision-making process. In the context of Council and Committee proceedings, this is accomplished by: i) Ensuring the decision-making process is understood by the public and other stakeholders; Page 201 of 490 By-law No. 6228-19, as amended Page 5 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 ii) Providing access to information and opportunities for input by the public and other stakeholders consistent with the requirements of this Procedure By-law and other statutory requirements; iii) Exercising and respecting individual and collective roles and responsibilities provided for in this Procedure By-law and other statutory requirements. b) The protection of basic rights by recognizing the right of the majority to decide, the minority to be heard and individuals to have the opportunity to participate. c) The principles of parliamentary law governing Council and Committee Meetings include: i) Every Member has the right to one vote, unless prevented by law; ii) Each Member has the right to be heard on a matter, unless prevented by law; iii) Each Member has the right to information to help make decisions, unless prevented by law; iv) Each Member has the right to an efficient meeting; v) Each Member has the right to be treated with respect and courtesy; vi) Each Member represents the public and will first and foremost consider the well-being and interests of the Municipality. 4. Interpreting the Procedure By-law a) In the event of conflict between this Procedure By-law and legislation, the provisions of the legislation prevail. b) If there is a conflict between two or more rules in this Procedure By-law, or if there is no specific rule on a matter, the Chair will rule. In making a ruling, the Chair may consult the Clerk, rely on previous rulings and practices, or refer to Robert's Rules of Order. Page 202 of 490 By-law No. 6228-19, as amended Page 6 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 5. Suspension of Rules a) Rules of Procedure provided for in this Procedure By-law may be suspended by a two-thirds majority vote of Council or a Committee, with the exception of the following circumstances: i) Where required by law; ii) Contractual agreements binding the Town; iii) Quorum requirements. b) A Motion to suspend the Rules of Procedure required by this Procedure By-law shall not be debatable or amendable. 6. Standing Committees a) General CommitteeCommittee of the Whole i) The General CommitteeCommittee of the Whole shall be comprised of all Members of Council. ii) The General CommitteeCommittee of the Whole may consider delegations, Community presentations, correspondence, staff reports and matters which may require more elaboration and discussion than would be appropriate in a Council Meeting and such other matters as Council may determine. Recommendations from General CommitteeCommittee of the Whole will be considered by Council. b) Audit Committee i) The Audit Committee shall be comprised of all Members of Council. ii) The Audit Committee shall: (a) Review audited financial statements; (b) Review significant management letter comments and related recommendations; (c) Review the appointment of auditors; and (d) Make recommendations regarding the above to Council. Page 203 of 490 By-law No. 6228-19, as amended Page 7 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 iii) The Committee’s mandate shall include operational reviews. iv) Meetings will be held at the call of the Chair. Agendas will be distributed to Members of Council at least forty-eight (48) hours prior to the Meeting. c) Budget Committee i) The Budget Committee will be comprised of all Members of Council. ii) The Budget Committee shall make recommendations to Council on approval of the Town’s annual operating and capital budgets. iii) The Budget Committee has delegated authority to: (a) Approve the Meeting minutes of the Budget Committee; (b) Direct staff to bring forward information to the Budget Committee as needed, and defer matters to a future General CommitteeCommittee of the Whole or Budget Committee meeting; and (c) Direct staff to prepare and bring forward for Council’s consideration a report summarizing Committee recommendations on the annual capital and operating budgets. iv) Budget Committee Meetings will be held as outlined in the Meeting Schedule, as approved by Council. 7. Committees a) When not provided for in the Committees’ Terms of Reference or the Town Policy for Ad Hoc/Advisory Committees and Local Boards, the Rules of Procedure set out in this Procedure By-law shall govern all Meetings of all Committees, including any ad hoc, Advisory Committees, or Local Boards. 8. Chair of Meeting a) The Chair is the presiding officer at a Meeting of Council or a Committee. Page 204 of 490 By-law No. 6228-19, as amended Page 8 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 b) The Chair of a Meeting of Council, Audit Committee, Budget Committee, a Closed Session or a Workshop Meeting is the Mayor. In the absence of the Mayor, the Deputy Mayor is Chair. c) The Chair of a Meeting of Committee of the Whole shall be the Mayor. c) The Chair of a Meeting of General Committee shall be the Deputy Mayor as provided for in Section 10 of this By-law. (Amended per By-law No. 6453-22) d) In the absence of the person appointed as Chair, the Members shall appoint one of their Members as Chair for the purpose of that Meeting. e) The Chair and any Vice Chairs of other Committees are appointed in accordance with the Town’s Policy for Ad Hoc/Advisory Committees and Local Boards, or their Terms of Reference. 9. Duties of the Chair a) The Chair is responsible for, where applicable: i) Carrying out the roles and responsibilities of his/her role as described in the Municipal Act, 2001; ii) Chairing the Meeting in an objective manner in accordance with this Procedure By-law; iii) Enforcing the Rules of Procedure in this Procedure By-law; iv) Enforcing order and good behaviour of all Members at all times; v) Announcing the business before Council or a Committee and the order in which it is to be considered; vi) Receiving, stating and framing all Motions presented to clarify their intent as moved; vii) Ruling on whether a Motion is in order; viii) Protecting Council or a Committee from a Motion that is obviously Frivolous or tending to cause delay by refusing to acknowledge the Motion; Page 205 of 490 By-law No. 6228-19, as amended Page 9 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 ix) Providing information to Members on any matter related to the business of Council or a Committee; x) Deciding to acknowledge, and ruling on, whether a Point of Order or Point of Personal Privilege is in order subject to an appeal by any Member to the Council or a Committee on any question of order in respect to business before the Council or a Committee, and giving the facts, circumstances and reasons for the ruling; xi) Calling a vote on the question of sustaining the ruling of the Chair, and announcing the results of the vote, if there is an appeal to the ruling of the Chair. In this regard, the Chair may provide further explanation of the ruling prior to calling the vote; xii) Recessing a Meeting for a brief, specified time to consult the Clerk, the CAO or other staff person if necessary; xiii) Recessing the Meeting for a specified time if there is a threat or imminent threat to the health or safety of any person, or if there is a possibility of public disorder; xiv) Ensuring that Members take a health break by announcing a minimum ten (10) minute recess after two (2) hours have passed since the last break; xv) Ensuring that all Members who wish to speak on a Motion have spoken; xvi) Ensuring clarity, where required, by reading, or requesting the Clerk, recording secretary or other appropriate person to read Motions before voting; xvii) Putting all Motions to a vote and announcing results; xviii) Voting on all matters unless the Municipal Conflict of Interest Act prohibits it; xix) Declining to put to a vote any Motion which contravenes this Procedure By-law; xx) Calling Members to order; Page 206 of 490 By-law No. 6228-19, as amended Page 10 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 xxi) Adjourning the Meeting when the business of the Meeting has concluded; and, xxii) Signing all by-laws, Resolutions, and minutes when required. 10. Deputy Mayor (Section added per By-law No. 6453-22) a) The Deputy Mayor shall be composed of all Ward Council Members with appointments running concurrently on a monthly rotation basis. The Clerk shall prepare and circulate a schedule for the rotation of the Deputy Mayor at the beginning of each term of Council for the entire term of Council, as follows: i) Each Ward Councillor shall hold the position of Deputy Mayor for seven (7) non-consecutive months throughout the term of Council; ii) Each Ward Councillor shall be the Deputy Mayor in July or August once over the course of the term of Council; and, iii) No Deputy Mayor will be appointed in July, August, September, October, November and December of a Municipal Election Year. b) Ward Councillors shall notify the Clerk of any exchanges of their appointed months with other Ward Councillors due to a foreseen absence. c) In the absence of the Deputy Mayor, the Mayor will Chair any General Committee meetings. d)c) The Deputy Mayor shall act in the absence of the Mayor in the following circumstances: i) When the Office of Mayor is vacant; ii) When the Mayor is absent due to illness, or scheduling conflict; iii) When the Mayor is absent from the Town; iv) When the Mayor refuses to act; or v) When the Mayor declares a conflict of interest. Page 207 of 490 By-law No. 6228-19, as amended Page 11 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 e)d) The Deputy Mayor has, and may exercise all the rights, powers, and authority of the Mayor as Head of Council in the Mayor’s absence, as defined in Section 241 and 242 of the Municipal Act, 2001. 11. Members of Council and Committees a) Members are responsible for, where applicable: i) Carry out the responsibilities of the role of Council as described in the Municipal Act, 2001, Municipal Conflict of Interest Act and any other legislation; ii) Attending scheduled Meetings; iii) Carefully considering and making decisions about Meeting business, including seeking information and advice from staff prior to and during a Meeting; iv) Voting on Motions put to a vote, unless the Municipal Conflict of Interest Act prohibits it; v) Respecting the Rules of Procedure in this Procedure By-law; vi) Listening attentively, participating in a Meeting and not interrupting, unless to raise a Point of Order or Point of Personal Privilege; vii) Remaining silent in their seats while Council or a Committee votes and until the Chair announces the result of the vote; viii) Refraining from using indecent, offensive or insulting language or speak disrespectfully of any individual. ix) Refraining from engaging in private conversation while in the Meeting or using communication devices in any manner that disrupts the Member speaking or interrupts the business of Council; x) Respecting and following the decisions of Council or a Committee; xi) Not disclosing any of the content of a Meeting that was closed to the public or provide confidential documents or materials to unauthorized individuals; Page 208 of 490 By-law No. 6228-19, as amended Page 12 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 xii) Complying with the Chair’s rulings and Council’s decisions; and xiii) Complying with the Council Code of Ethics. 12. Breach of Rules a) If a Member disobeys a rule in this Procedure By-law or a Chair’s ruling: i) After the first occurrence, the Chair calls the Member to order. ii) After the second occurrence, if the Member continues to disobey this Procedure By-law or the Chair’s ruling, the Chair will immediately order the Member to leave his/her seat and observe the Meeting from the audience for the remainder of the Meeting. iii) Any Member other than the Offending Member may appeal the Chair’s ruling in ii), and Council or a Committee may overturn or uphold the Chair’s ruling. Should the Chair’s ruling be overturned, the Offending Member may return to his/her seat. iv) At the next available opportunity in the Meeting, the Chair will offer the Offending Member the opportunity to apologize to Council or a Committee. The apology will not include additional comments or debate by the Offending Member or by Council or a Committee. v) After an apology is made by the Offending Member, Council or a Committee may consent to allow the Offending Member to return to the Meeting. vi) Should, at any point, the Offending Member create a disturbance while seated in the audience in accordance with subsection 10.b)ii), the Chair will order the Offending Member to leave the Council chamber or meeting room. vii) Council cannot appeal the Chair’s ruling in accordance with subsection 10.b) vi). viii) If the Offending Member refuses to leave his/her seat or leave the Council chamber or meeting room as required in subsection 10.b)vi), the Chair may request the CAO to contact security or the police for assistance. Page 209 of 490 By-law No. 6228-19, as amended Page 13 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 13. Right of Public Input and Notice a) The public has the right to have input and receive Notice on Council’s decision-making process. The methods for doing so include: writing to Council through the Clerk; submitting a petition; or speaking as a Delegation. The public will receive Notice in accordance with the requirements of legislation, this Procedure By-law and the Town’s Notice By-law. b) Should an individual wish to be provided with further Notice related to a matter of business before Council or Committee, he/she is required to indicate this wish to the Clerk on the prescribed form, which is available on the Town’s website or at the Town Hall. 14. Members of the Public a) The Chair may expel or exclude any person who disrupts a Meeting, and may request security and/or police assistance in doing so. b) No persons, other than Members and Town staff, are permitted to approach the area where Members and staff are seated. c) Attendees will submit all materials for Council or Committee through the Clerk. d) Attendees are responsible for: i) Maintaining order and not heckling, or engaging in conversations, displaying placards or props or any behavior that may be considered disruptive; ii) Speaking respectfully at all times; iii) Using recording, broadcasting or streaming devices respectfully, and should the Chair direct it, moving or ceasing to use recording, broadcasting or streaming devices. e) All communication devices shall be turned off or set to silent mode during any meeting, with the exception of assistive devices for people with disabilities. Page 210 of 490 By-law No. 6228-19, as amended Page 14 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 15. Preparation of Agendas a) The CAO and his/her staff are charged with providing guidance and recommendations to Council or Committee related to municipal business, and implementing the decisions of Council. b) The CAO chairs a regularly scheduled internal meeting to review draft agenda items in order to support the business of Council. c) The Clerk provides an administrative process to support the approval, preparation, Notice, publication and distribution/public access to agendas and agenda items, following approval by the CAO and/or Director. 16. Availability of Agendas a) Council Meeting agendas are generally available to Members of Council and the public on each Thursday preceding a Meeting. b) Agendas for Committees, including Committee of the Whole, Audit Committee and Budget Committee, are generally available to Members of Council and the public seven (7) days prior to the Meeting date. b) General Committee Meeting agendas are generally available to Members on the Monday that is eight (8) days preceding a General Committee Meeting and are generally available to the public on the following Tuesday. c) Closed Session agendas will be provided to Council in accordance with the publishing timeframes set out in Section 165 a) where required. d) Council Public Planning Meeting agendas are generally available to Members of Council and the public seven (7) days prior to the Meeting date. e) Special General CommitteeCommittee of the Whole and Council, Workshop and emergency Meeting agendas will be provided to Members in accordance with the publishing timeframes set out in the Notice of Meetings section of this Procedure By-law, where required. f) Agendas for Committees, including Audit Committee and Budget Committee and excluding General Committee, are generally available seven (7) days prior to the meeting date. Page 211 of 490 By-law No. 6228-19, as amended Page 15 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 17. Additional Items and Corrections a) An additional item is any item that is to be added to a Council or Committee agenda following publication of the original agenda. b) Any corrections to the agendas of Council or Committee may be listed on the additional items to be distributed, for information only. c) Committees are required to consent to the introduction of additional items by approving the agenda, as amended. d) Requests for items to be added to the agenda as an additional item shall have met at least one of the following conditions: i) Government/agency deadlines; ii) Legal implications; iii) Contractual implications; iv) Financial implications; v) Council or General CommitteeCommittee of the Whole direction; or vi) As directed by the CAO. e) Additional items to Council or General CommitteeCommittee of the Whole Meeting agenda are available on each Monday preceding the Meeting, and further additional items may be provided up to and including the Meeting day. 18. Reports of Council and General CommitteeCommittee of the Whole a) In accordance with established administrative protocols, reports prepared by staff are submitted in writing to the Clerk and distributed with the agenda for the applicable Meeting of Council or General CommitteeCommittee of the Whole. b) Reports prepared by staff members contain information and recommendations prepared in the context of their professional, technical and administrative expertise independent of any particular political, constituent or stakeholder interest. Page 212 of 490 By-law No. 6228-19, as amended Page 16 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 19. Information Reports a) An information report is prepared for the information of Council and generally relates to a matter considered at Council or General CommitteeCommittee of the Whole, or is a matter of Town business. b) An information report does not contain recommendations. c) An Information Report may be requested by Council or General CommitteeCommittee of the Whole in the form of a motion. d) Information reports are circulated directly to Council Members by email and made available to the public on the Town’s website in accordance with the timelines set out in the Availability of Agendas section of this Procedure By-law. Information reports are not published on a General CommitteeCommittee of the Whole or Council agenda unless a Council Member makes such a request to the Clerk. e) Information Reports will be placed on an upcoming General CommitteeCommittee of the Whole agenda at the request of a Council Member. Where required due to urgency or timing, information reports may be considered directly at Council as an item. 20. Meetings a) Meetings Open to the Public i) All Meetings shall be open to the public except as provided for in the Closed Session section of this Procedure By-law. b) Inaugural Meeting i) The first Meeting of a newly elected Council after a regular municipal election shall be held on the first Tuesday in December at 7 p.m. or such other date and time as determined by the Clerk. c) Approval of the Meeting Schedule i) Prior to January 1 of every year, Council approves a Meeting schedule of Council and Standing Committees for each calendar year, which may be amended. The Meeting Schedule is made available to the public on the Town’s website. Page 213 of 490 By-law No. 6228-19, as amended Page 17 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 ii) The Meeting schedule of Committees is determined by its Members, in accordance with each Committee’s Terms of Reference and/or prescribed mandate. d) Location of Meetings i) Meetings shall take place at Town Hall, or at another location within the municipality or adjacent to the municipality, as authorized by the Mayor or by Council, or as provided for in the Municipal Act, 2001 when Notice is given. e) Schedule of Meetings i) Meetings shall take place in accordance with the Meeting Schedule as prepared by the Clerk and approved by Council. ii) All Council Meetings will generally be held on the fourth Tuesday of each month at 7 p.m. and General CommitteeCommittee of the Whole Meetings will generally be held on the first and third Tuesday of each month at 7 p.m. Where a Council Meeting day is a public or civic holiday, Council will meet at the same hour on the Wednesday immediately following the holiday. iii) Unless otherwise determined by the Clerk, Council Closed Session will be scheduled at 5:45 p.m. as indicated in the Meeting Schedule prepared by the Clerk and approved by Council. immediately prior to a Council or General Committee Meeting and will recess or adjourn at least ten (10) minutes prior to the scheduled time of the meeting. f) Public Planning Meetings i) Council will meet on the second Tuesday of each month at 7 p.m. for a Council Meeting to consider development-related applications and other matters that have been submitted under the Planning Act, R.S.O. 1990, c. P.13, as amended. g) Quorum i) A majority of Members shall constitute a Quorum. Page 214 of 490 By-law No. 6228-19, as amended Page 18 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 ii) As soon as there is a Quorum after the time appointed for commencement of a Meeting, the Mayor or Chair will call the Meeting to order. If a Quorum is not present 30 minutes after the time appointed for commencement of a Meeting, the Clerk shall indicate that no Quorum is present, and the Meeting shall not commence. iii) If during the course of a Meeting, Quorum is lost, the Chair shall declare that the Meeting shall be adjourned until the date of the next scheduled Meeting. The agenda items are deemed to be deferred to the next scheduled Meeting. h) Late Arrival i) If a Member arrives late at a Meeting, any prior discussion is not reviewed without the consent of the Members present. i) Electronic Participation (Section added per By-law No. 6275-20) i) Any member may participate electronically in a Meeting that is open to the public or in Closed Session. ii) Any Member who is participating electronically in a Meeting shall be counted in determining whether or not a Quorum is present at any point in time during the Meeting. iii) For staffing and scheduling purposes, any Council Member who is participating electronically in a General CommitteeCommittee of the Whole or Council Meeting shall notify the Clerk, at least twenty- four (24) hours prior to the General CommitteeCommittee of the Whole or Council Meeting. iv) Delegates may participate electronically in a Meeting, by completing and submitting an Electronic Delegation Request Form to clerks@aurora.ca, in accordance with the Delegation protocols and submission deadlines outlined in this by-law. v) A Member who participates electronically in a Meeting shall have the same rights and responsibilities as if they were in physical attendance, including the right to vote. Page 215 of 490 By-law No. 6228-19, as amended Page 19 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 vi) Electronic participation in a Meeting shall be conducted by way of electronic means, including, but not limited to, audio teleconference, video teleconference, or by means of the internet, following instructions provided by the Clerk in order to ensure that a Meeting may proceed in the most transparent and successful manner under the current timelines and circumstances. 21. Notice of Meetings a) General Provisions i) The Clerk gives Notice of a Meeting by: (a) Posting the annual approved schedule of Meetings; or (b) Using the Town’s social media accounts and website; or (c) Publishing Notice on the Town’s regular advertising page in the local newspaper; or (d) Providing the agenda to Members and the public; or (e) All of the above. ii) Every Notice of a Meeting shall indicate the date, time and place of the Meeting, and the contact information for the Clerk’s office. iii) Nothing in this Procedure By-law shall prevent the Clerk from using more extensive methods of Notice. iv) Nothing in this Procedure By-law shall prevent the Clerk from using longer timeframes for providing Notice. b) Special Meetings of Council or General CommitteeCommittee of the Whole i) A special Meeting of Council or General CommitteeCommittee of the Whole may be called by the Mayor at any time. A special Meeting of Council or General CommitteeCommittee of the Whole is limited to business matters included in the Notice of Meeting. ii) Upon receipt of a written petition from a majority of the Members of Council, the Clerk will summon a special Meeting of Council or General CommitteeCommittee of the Whole for the specific purpose and time identified in the petition. Page 216 of 490 By-law No. 6228-19, as amended Page 20 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 iii) In addition to the general Notice provisions in this Procedure By- law, the Clerk shall give Notice of a special Meeting of Council or General CommitteeCommittee of the Whole by providing an agenda at least twenty-four (24) hours prior to the Meeting or if the Meeting is to be scheduled in less than twenty-four (24) hours, then by providing an agenda at the first opportunity to do so. c) Workshop Meetings i) The Mayor and/or CAO may hold a Workshop Meeting for Members of Council to discuss issues in an informal venue. With the exception of Procedural Matters, no Motions are passed. ii) A record describing, in general terms, the Meeting and the subject matter discussed is made at all Workshop Meetings and placed on a future Council agenda to be received only for the purposes of information. iii) In addition to the general Notice provisions in this section of the Procedure By-law, the Clerk shall give Notice of a Workshop Meeting by providing an agenda at least twenty-four (24) hours prior to the Meeting. iv) Delegations shall not be permitted at Workshop Meetings. d) Cancellation or Postponement of Meetings i) A Meeting may be cancelled or postponed where it is known in advance that Quorum will not be achieved, by Council Resolution, in the event of an emergency or Emergency Weather Event, or where the Meeting is no longer required, as deemed by the CAO. ii) Where possible, the Clerk shall give Notice of cancellations or postponements of Meetings by: (a) Providing Notice to each Member by email notification no less than forty-eight (48) hours prior to the time set for the Meeting; or (b) Providing Notice to the public no less than 3 hours by: Posting a Notice on the Town website; Sending a Notice via the Town’s social media accounts; Page 217 of 490 By-law No. 6228-19, as amended Page 21 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 Posting a Notice on the Town’s regular advertising page in the local newspaper, if time permits; and Where (c) cannot be achieved, posting a Notice at the main entrance to Town Hall. (c) Notwithstanding subsection 19.d) ii), in the case of an emergency or an Emergency Weather Event, the Clerk shall provide Notice to each Member and the public as soon as practically possible. iii) Meetings of Committees may be cancelled or postponed by the Clerk, recording secretary, Chair or other assigned person where Quorum cannot be achieved, by Committee resolution, or in the event of an emergency or Emergency Weather Event. e) Invalidation of Notice of Meeting i) If a Meeting Notice is substantially given, but varies from the form and manner provided in this Procedure By-law, the ability to hold the Meeting and the actions taken at the Meeting are not invalidated. 21.1 (Section formerly numbered 20.1 deleted per By-law No. 6275-20) 22. Closed Session a) Matters of Closed Session i) Council or a Committee may, by Resolution, close a Meeting or part of a Meeting to the public in accordance with section 239 of the Municipal Act, 2001. ii) Council or a Committee may also resolve into a Closed Session to the public for the following purposes: (a) An ongoing investigation respecting the Municipality, a Local Board or a municipally-controlled corporation by the Ombudsman appointed under the Ombudsman Act, an Ombudsman referred to in subsection 223.13 (1) of the Municipal Act, 2001, or the investigator referred to in subsection 239.2 (1) of the Municipal Act, 2001. Page 218 of 490 By-law No. 6228-19, as amended Page 22 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 b) Notice of Closed Session i) Where a matter may be considered by Council or General CommitteeCommittee of the Whole for discussion in Closed Session, wherever possible, written Notice by way of a published agenda will include: (a) The fact that the Meeting will be closed to the public as provided for in the Municipal Act, 2001; and (b) The general nature of the matter to be considered at the Closed Session. c) A Motion to close a Meeting or part of a Meeting to the public shall state the: i) Intention to close the Meeting to the public; and ii) General nature of the matter to be considered at the Closed Session, and the grounds for closing the Meeting as set out in the Municipal Act, 2001. d) Voting during Closed Session i) Only votes relating to procedural matters or direction to staff may be taken during a Closed Session, unless otherwise authorized. e) Upon completion of the Closed Session: i) The Members shall immediately reconvene in open session; ii) The Mayor shall report any outcomes on the Closed Session as necessary; and, iii) If applicable, the Members shall vote on any Resolution(s) originating from the Closed Session. f) Reporting Out and Confidentiality of Closed Session Discussions i) Any required vote will occur following the Closed Session discussion of a Council or Committee Meeting. Page 219 of 490 By-law No. 6228-19, as amended Page 23 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 ii) Public General CommitteeCommittee of the Whole and Council Closed Session agendas, minutes or reports shall provide sufficient detail without detrimentally affecting the confidentiality of the matter(s) discussed in Closed Session and the position of the Municipality. iii) Minutes of a Closed Session shall be presented for adoption at a scheduled Meeting of Council that does not occur on the same day. iv) No Member shall disclose or discuss, through written, electronic or verbal communication or any other means, to any individual or corporate third party, any information that has been or will be discussed at a Closed Session of Council or a Committee until such time that Council or a Committee has determined or has been advised by staff that the matter, or any part of the matter, may be made public, subject to review by the head or designate under the Municipal Freedom of Information and Protection of Privacy Act or if directed to do so by a court. g) (Section deleted per By-law No. 6350-21) h) Closed Meeting Investigation i) A person may request that an investigation be undertaken to determine whether Council or Committee complied with the requirements of the Municipal Act, 2001 and this Procedure By-law in respect of a Meeting or part of a Meeting closed to the public. A person may initiate such a request by submitting a written request to the Town Clerk. 23. Speaking Order and Limit a) The Chair shall maintain a list of Members who have requested to speak or ask questions. The Chair shall designate Members to speak or ask questions in the order in which they appear on the list. The Chair shall give priority to Members who have not spoken to the matter previously. b) At Committee Meetings, Members are permitted to speak two (2) times on a matter, the first time being for a maximum of ten (10) minutes, and the second time being for a maximum of five (5) minutes; and Page 220 of 490 By-law No. 6228-19, as amended Page 24 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 c) At Council Meetings, Members are permitted to speak two (2) times on a matter for a maximum of five (5) minutes each time. 24. Rules of Debate a) Members’ comments are relevant to the matter of business before Council or a Committee. Members should avoid comments intended to be statements or assertions. b) Any Member may require a Motion or question under discussion to be read at any time during the debate but not so as to interrupt the Member speaking. c) Members shall express themselves succinctly without repetition. d) Questions may be asked only of: i) The Chair; ii) Staff; iii) A previous speaker; and, iv) A delegation. 25. Order of Business – General CommitteeCommittee of the Whole a) The order of business of General CommitteeCommittee of the Whole is set out in the agenda, as follows, where provided for: i) Approval of the Agenda ii) Declarations of Pecuniary Interest and General Nature Thereof iii) Community Presentations iv) Delegations v) Consent Agenda vi) Advisory Committee Meeting Minutes vii) Community Services Committee Agenda Page 221 of 490 By-law No. 6228-19, as amended Page 25 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 viii) Corporate Services Committee Agenda ix) Finance and Information Technology Committee Agenda x) Administration Committee Agenda xi) Operational Services Committee Agenda vii)xii) Planning and Development Services Consideration of Items Requiring Discussion (Regular Committee Agenda) viii)xiii) Member Motions (Amended per By-law No. 6569-23) ix)xiv) New Business x)xv) Closed Session xi)xvi) Adjournment 26. Order of Business – Council a) The order of business for the Council is set out in the agenda as follows, where provided for: i) Approval of the Agenda ii) Declarations of Pecuniary Interest and General Nature Thereof iii) Community Presentations iv) Delegations v) Consent Agenda vi) Standing Committee Reports vii) Consideration of Items Requiring Discussion (Regular Agenda) viii) (Deleted per By-law No. 6569-23) ix) Regional Report x) New Business Page 222 of 490 By-law No. 6228-19, as amended Page 26 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 xi) Public Service Announcements xii) By-laws xiii) Closed Session xiv) Confirming By-law xv) Adjournment 27. Order of Business – Other a) The order of business for any other meeting type is at the discretion of the Clerk. 28. Record of Meetings a) The Clerk records the minutes of Meetings of General CommitteeCommittee of the Whole and Council without note or comment. The minutes record: i) The date, time and location of the Meeting; ii) The name of the Chair and a record of the attendance at the Meeting; iii) The name and nature of presenters and Delegations; and iv) All Resolutions, decisions and other proceedings of the Meeting; b) Minutes of Committees, excluding standing Committees are submitted to General CommitteeCommittee of the Whole for receipt. c) The receipt of Committee minutes, excluding standing Committee minutes, by Council does not constitute endorsement by the Town of any recommendations or actions contained in the minutes. d) A General CommitteeCommittee of the Whole report is submitted to the next regular Council meeting for consideration of the recommendations to Council. The report from General CommitteeCommittee of the Whole that is presented to Council shall not contain the mover or seconder on each Page 223 of 490 By-law No. 6228-19, as amended Page 27 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 item but rather shall only show recommendations endorsed by the General CommitteeCommittee of the Whole. e) Minutes of each Meeting of Council are presented to the subsequent regular Meeting of Council for approval. The approved minutes form the official record of the Meeting. f) After the Council Meeting minutes have been approved by Council, they shall be signed by the Mayor and Clerk. g) Approved minutes of Council, including the report of the General CommitteeCommittee of the Whole, will be posted on the Town’s website as they become available. h) The Clerk shall ensure that the minutes of each Meeting are made available to Members within a reasonable amount of time after the holding of such Meeting. 29. Changes in Order of Agenda a) The business of General CommitteeCommittee of the Whole and Council is dealt with in the order stated on the published agenda, unless Council consents to changing the order. 30. Declarations of Pecuniary Interest a) Members are required to make declarations of pecuniary interest in accordance with the requirements of the Municipal Conflict of Interest Act and/or other relevant legislation and shall refrain from speaking to and voting on the matter. At a Meeting at which a Member discloses a pecuniary interest, or as soon as possible afterwards, the Member shall file a written statement of the interest and its general nature with the Clerk or the secretary of the Committee or Local Board. b) A public registry of all declarations of pecuniary interest will be maintained by the Clerk in accordance with the Municipal Conflict of Interest Act. c) Where a Meeting is not open to the public, in addition to complying with the requirements set out in the Closed Session section of this Procedure By-law, the Member shall leave the Meeting or the part of the Meeting during which the matter is under consideration. Page 224 of 490 By-law No. 6228-19, as amended Page 28 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 d) Where the interest of a Member has not been disclosed by reason of the Member’s absence from a particular Meeting, the Member shall disclose the Member’s interest and otherwise comply at the first Meeting of Council or Committee, as the case may be, attended by the Member after the particular Meeting. e) The Clerk shall record the particulars of any disclosure of pecuniary interest and general nature thereof made by a Member, and this record shall appear in the minutes of that Meeting. 31. Staff and Community Presentations a) Staff Presentations i) Staff presentations, if related to a report on the agenda shall occur at the time the report is discussed. Presentations by Staff at Meetings shall be a maximum of ten (10) minutes. b) Community Presentations i) Community Presentations may be made by third parties invited by staff to Council or General CommitteeCommittee of the Whole on matters of interest to the Town. Such presentations are received or presented by the Chair. ii) Requests to be added to the Community Presentations section of an agenda shall be submitted to the Clerk at least three (3) weeks prior to the Meeting date. iii) Any accompanying materials must be submitted to the Clerk in an electronic format at least three (3) business days prior to the Meeting date. iv) Community Presentations may be up to five (5) minutes. The consent of Council or General CommitteeCommittee of the Whole is required to extend a presentation beyond five (5) minutes. v) The Clerk may limit the frequency and/or number of times a group or individual may appear before General CommitteeCommittee of the Whole or Council. Page 225 of 490 By-law No. 6228-19, as amended Page 29 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 32. Delegations at Meetings of Council and General CommitteeCommittee of the Whole a) General Provisions i) Delegates shall be encouraged to appear at the appropriate Committee first rather than Council. ii) Anyone wishing to appear before General CommitteeCommittee of the Whole shall register as a delegate by submitting the prescribed form to the Clerk no later than 9 a.m. on the scheduled Meeting date. iii) Anyone wishing to appear before Council shall register as a delegate by submitting the prescribed form to the Clerk no later than 9 a.m. one (1) business day prior to the scheduled Meeting date. iv) Delegates shall advise the Clerk that the audio-visual equipment will be required and shall submit supporting material to the Clerk for approval in an electronic format no later than 4:30 p.m. on the Friday prior to the Meeting date. v) Delegates requesting specific financial assistance or services in- kind from General CommitteeCommittee of the Whole or Council shall be directed to a Budget Committee meeting. Requests made outside the Budget Committee Meeting must include a detailed written request to the Clerk prior to the Meeting, which will be forwarded to the appropriate department for review. A decision will not be made at the Meeting where the Delegation is heard. vi) The Clerk shall give due consideration to the length of the agenda and the number of Delegations and shall advise to the requester the earliest possible date when his/her Delegation may be accommodated. A limit of four (4) Delegations will be considered at a Meeting of General CommitteeCommittee of the Whole, and two (2) Delegations will be considered at a Meeting of Council. vii) The Clerk may limit the frequency and/or number of times a group or individual may appear before General CommitteeCommittee of the Whole or Council. Page 226 of 490 By-law No. 6228-19, as amended Page 30 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 viii) Delegation requests received after the deadline or limit has been reached will be acknowledged by the Clerk but not placed on an agenda. ix) Delegations at General CommitteeCommittee of the Whole and Council Meetings shall be on a subject that is within the jurisdiction or influence of local government. Delegations at a Meeting of Council shall be related to an item of business on the agenda. x) Delegations regarding active planning applications will not be permitted at a Council Meeting xi) Delegates shall refrain from making statements or comments that are, in the opinion of the Chair, frivolous or vexatious in nature. xii) Delegates who share the same position on a matter or are from the same organization, are encouraged to speak in one delegation. xiii) Delegates shall be restricted to a speaking limit of five (5) minutes, regardless of whether they are representing an organization, association or other group. xiv) The consent of Council or General CommitteeCommittee of the Whole is required to grant a delegate one (1) extension of up to five (5) minutes at a Council or General CommitteeCommittee of the Whole Meeting, and to consider more than two (2) Delegations at a Council Meeting. xv) Delegates who appear before General CommitteeCommittee of the Whole are not permitted to make a Delegation in relation to the same item at the following Council Meeting, but may submit written material to Members of Council through the Clerk’s Office. b) Conduct of Delegates i) Delegates shall not make detrimental, offensive or insulting comments, or speak ill of, or malign the integrity of Staff, the public, Council or Committee or other external public agencies. Page 227 of 490 By-law No. 6228-19, as amended Page 31 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 ii) Delegates who contravene this section will not be permitted to finish their delegation and will be asked by the Chair to take their seat in the audience. c) Delegations at Council Meetings i) Anyone wishing to speak on an item that is not on the Council agenda may be placed on a Committee agenda to address an issue that is not on the Council agenda. d) Delegations at Public Planning Meetings i) Any person may speak on a matter on the agenda at a Public Planning Meeting. The delegate shall not speak for more than five (5) minutes and shall speak no more than twice on the agenda item. (Amended per By-law No. 6531-23) 33. Consent Agenda a) Consent Agenda will include the following items that do not have presentations or Delegations: i) Receipt of the Minutes (i.e., Special Council, Workshop, Closed Session) (Council Meeting agenda only); ii) Procurement items that are within the approved budget; iii) Communications addressed to Council; iv) Information reports requested by Council through motions; and v) Items as directed by the CAO or Clerk. b) Questions of clarification may be asked by Members about any consent item during the adoption of the Consent Agenda without requiring a separate vote. c) Members shall identify any items contained on the Consent Agenda which they wish to speak to and the matter shall be extracted from the Consent Agenda to be dealt with separately under Consideration of Items Requiring Discussion (Regular Agenda)the appropriate departmental committee Page 228 of 490 By-law No. 6228-19, as amended Page 32 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 section of the Committee of the Whole Meeting, or the Consideration of Items Requiring Discussion (Regular Agenda) of the Council Meeting. d) In the event that a Member declares a pecuniary interest on an item that is included on the Consent Agenda, that item shall be considered under the appropriate departmental committee section of the Committee of the Whole Meeting, or the Consideration of Items Requiring Discussion (Regular Agenda) of the Council Meeting.Consideration of Items Requiring Discussion (Regular Agenda). e) Items on the Consent Agenda or the balance of the items, as the case may be, shall be adopted in one Motion. 34. Member Motions (Section amended per By-law No. 6569-23) a) A Member desiring to introduce a subject for discussion by Council will provide the proposed Motion to the Clerk in writing for inclusion in a regular agenda of General CommitteeCommittee of the Whole by 12 p.m. on the Wednesday prior to the meeting. b) The Motions will be included on the next General CommitteeCommittee of the Whole agenda for consideration and disposition. Motions that are not in order, as determined by the Clerk, will not be included. c) Closed Session Motions may be published as part of a General CommitteeCommittee of the Whole or Council agenda and discussed at the meeting where the motion appears on the agenda. d) The CAO or Staff may be requested to comment on the Motion raised in this section, but no staff report will be prepared unless the Motion, once adopted by Council, is referred to staff for a further report. e) It is the duty of the Member to: i) Prepare the proposed Motion in writing ii) Submit the proposed Motion to the Clerk iii) Ensure the content of the proposed Motion allows for it to be published on a public agenda. Page 229 of 490 By-law No. 6228-19, as amended Page 33 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 35. Regional Report a) The representative of the Town on Regional Council will provide a report at regular Meetings of Council on matters of interest to the Town, when available. 36. New Business a) Any Member of Council or a Committee, at any Meeting, may present and introduce any matter of new business during the New Business portion of the Meeting, and shall have regard to the following guidelines: i) Members are encouraged to raise operational matters prior to the Meeting through the CAO, Director or appropriate Staff; ii) Members are discouraged from raising substantive policy matters, in particular consideration of corporate policies or by-laws; and, iii) Members of Council are encouraged to raise announcements and community events under the Public Service Announcements portion of the Council agenda. 37. Public Service Announcements a) Members may speak for no more than three (3) minutes on public service announcements and community events, unless the consent of Council is granted. 38. By-laws a) By-laws are considered by Council and approved by Motion. b) Every by-law adopted by Council is done so under the seal of the Town and signed by the Clerk and the Mayor. c) All by-laws shall be given first, second and third readings in a single Motion, unless a Member wishes to discuss the contents of a by-law, at which time the subject by-law shall be removed from the Motion and dealt with separately. d) The following types of by-laws may be presented directly to Council without an accompanying staff report: Page 230 of 490 By-law No. 6228-19, as amended Page 34 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 i) Those directed to be presented directly to Council by General CommitteeCommittee of the Whole or Council; ii) The appointment of statutory positions, staff for by-law inspection, municipal law enforcement and provincial offences administration; iii) Consolidation of by-laws or housekeeping amendments; iv) General by-laws where the purpose and intent of the by-law has been clearly authorized by a previous resolution; v) A by-law to levy interim property taxes; vi) A by-law to set tax rates in accordance with the approved budget; vii) Part-lot control by-laws; viii) Assumption by-laws; ix) A by-law to establish a public highway; x) Minor amendments resulting from changes to provincial enabling legislation; and, xi) Other administrative by-laws deemed appropriate by the CAO. e) Every Council Meeting shall be confirmed by by-law so that every decision of Council at that Council Meeting and every Resolution of the Meeting shall have the same force and effect as if each and every one of them had been the subject matter of a separate by-law duly enacted. f) All amendments to any by-law approved by Council shall be deemed to be incorporated into the by-law and if the by-law proposing the amendment is enacted by Council, the amendments shall be inserted by the Clerk. g) All by-laws, including the confirming by-law, shall be voted on prior to Adjournment. 39. Adjournment a) No item of business shall be considered at a Meeting of Council or General CommitteeCommittee of the Whole after 10:30 p.m. unless a Page 231 of 490 By-law No. 6228-19, as amended Page 35 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 majority of the Members present enact a resolution to extend the hour. The Resolution must include a proposed time for adjournment of the Meeting. 40. Correspondence a) Where correspondence is not requested to be included in a Council or General CommitteeCommittee of the Whole agenda, it is circulated by the Clerk to Members, the CAO, Directors and applicable Staff for their information, and forms a part of the Clerk’s records. b) Where correspondence has been requested to be included on a Council or General CommitteeCommittee of the Whole Meeting agenda or on the request of a Member to the Clerk, correspondence is placed on the General CommitteeCommittee of the Whole meeting agenda for consideration. Where required due to urgency or timing, correspondence may be considered directly by Council as an Additional Item. c) The Council’s receipt of correspondence does not constitute endorsement of the correspondence by the Town of any recommendations it may contain or actions it may advocate. 41. Petitions a) Petitions may be submitted to the Clerk and will include a minimum of two (2) persons and their respective addresses unless otherwise required by law, and a clear statement of the purpose for the petition. b) If the petition meets the requirements of the Petition Policy and/or any other related Town Policies, the request conveyed in the petition will be considered by General CommitteeCommittee of the Whole for disposition. Where required due to urgency or timing, petitions may be considered directly by Council. c) Staff may prepare recommendations related to the matter for Council’s consideration. d) The Town is not accountable for the accuracy or reliability of petitions that are submitted. Page 232 of 490 By-law No. 6228-19, as amended Page 36 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 42. Motions from Other Municipalities a) All requests for endorsement of resolutions from other municipalities will be electronically circulated to Council and acknowledged by the Clerk, with the advice that the Town does not take action on resolutions received from other municipalities, but rather makes its position known through the appropriate municipal association, or alternatively, directly to the relevant Minister or government leader. b) A Member of Council may request that a resolution from another municipality be added to a General CommitteeCommittee of the Whole agenda for consideration. c) The Council’s receipt of resolutions from other municipalities does not constitute endorsement by the Town of any recommendations or actions they may contain. 43. Motions – Impact on Corporate Resources a) The CAO will advise on the appropriate means of disposition for matters that make an impact on administration. b) Council is not required to pass a Motion that makes an impact on corporate resources where a matter: i) Has already been approved by Council; ii) Is considered by the CAO to be minor in nature; and/or, iii) Falls within existing service levels. 44. Procedures Concerning Motions a) General Rules i) Every Motion in any Meeting of Council or Committee requires a mover and a seconder. ii) When duly moved and seconded, every Motion, other than a Motion to adjourn, recess, table or suspend the rules of this Procedure By- law, is open for discussion. Page 233 of 490 By-law No. 6228-19, as amended Page 37 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 iii) No debate is permitted on any Motion or amending Motion until it has been properly seconded. iv) A Member may move a Motion in order to initiate discussion and debate, but vote in opposition to the Motion. A seconder of the Motion may vote against the Motion. v) A Motion or amending Motion may not be withdrawn without the consent of the mover and seconder. vi) The Chair of a Meeting of Council or a Committee will not move or second a Motion. All Members of Council or a Committee will vote on all Motions except in the instance where the Member refrains from voting on an issue due to a declaration of a pecuniary interest in the matter by the Member. If any Member does not vote, he/she will be deemed as voting in the negative (except where prohibited from voting by statute). b) Motion under Debate i) When a Motion is under debate, no other Motion may be considered except for the following Motions, to be considered in the listed order of priority: (a) To adjourn; (b) To recess; (c) To table an item; (d) To put the question to a vote or call the vote; (e) To defer; (f) To refer; (g) To amend. c) Motion to Adjourn i) A Motion to adjourn means a Motion to end a Meeting. ii) A Motion to adjourn is not debatable and shall always be in order except when: Page 234 of 490 By-law No. 6228-19, as amended Page 38 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 (a) Another Member is in possession of the floor; (b) A vote has been called; or (c) Members are voting. iii) A Motion to adjourn is not amendable, except when moved to set future time for adjourning. iv) A Motion to adjourn shall take precedence over any other Motion and shall be put immediately without debate. d) Motion to Recess i) A Motion to recess means to suspend a meeting for a specific length of time. ii) A Motion to recess when other business is before the Meeting: (a) Specifies the length of time of the recess; (b) Is debatable as to the length or timing of the recess; and (c) Can only be amended with respect to the length of the recess. e) Motion to Table i) A Motion to table means to postpone a matter without setting a definite date for future discussion for a matter. A tabled Motion that has not been decided on by Council during the term of Council in which the Motion was introduced is deemed to have been withdrawn. ii) A Motion to table: (a) Is not to be amended or debated; and (b) Applies to the Motion and any amendments thereto under debate at the time when the Motion to table was made. iii) If the Motion to table carries, in the absence of any direction from Council, the matter may not be discussed until the CAO, or a Member through a Motion, brings it forward to a subsequent Meeting. Page 235 of 490 By-law No. 6228-19, as amended Page 39 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 f) Motion “To Put the Question to a Vote” or “To call the Vote” i) A Motion “To Put the Question to a Vote” or “To call the Vote” means to stop debate and immediately proceed to vote on the Motion. ii) Any Member may request the Chair “To Put the Question to a Vote” or “To call the Vote” by presenting a Motion that the question “now be put to a vote.” A Motion to put the question to a vote must: (a) Be seconded; (b) Is not open to debate; (c) Immediately put to a vote without debate; (d) Requires a 2/3 majority vote to close debate. g) Motion to Refer i) A Motion to refer means to direct a matter under discussion by Council or a Committee to Staff or another Committee for further examination or review. ii) A Motion to refer a matter under consideration to a Committee or to Staff: (a) Shall be debatable as to the rationale of referring, and cannot go into the merits of the Motion or subject being referred; and (b) May be amended as to the Committee or group to whom it is being referred, as to the time the Committee or Staff reports back, and as to directions given to the Committee or Staff; and (c) Includes the terms on which the Motion is being referred and the time at which the matter is to be returned; and (d) Includes the reasons for the referral. iii) This Motion may be delayed by the Chair in order to permit Members on the speaking list to speak. h) Motion to Defer Page 236 of 490 By-law No. 6228-19, as amended Page 40 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 i) A Motion to defer means to postpone all discussion on a matter until a future date or time, one which is established as part of the Motion. ii) A Motion to defer to a certain time or date: (a) Is open to debate as to advisability of postponement and cannot go into the merits of the Motion or subject being postponed; and (b) May be amended as to the time or date to which the matter is to be deferred. iii) This Motion may be delayed by the Chair in order to permit Members on the speaking list to speak. i) Motion to Amend i) The purpose of this Motion is to modify a Motion. It cannot be used to directly contradict or negate the effect of another Motion. ii) A Motion to amend: (a) Is open to debate; and, (b) Is to be relevant to the main Motion; and (c) Is applied to a Motion at one time, and that amendment may be amended [by a secondary amendment], which then cannot be amended. iii) If a Motion to amend is not considered a Friendly Amendment, then the Motion to amend: (a) If more than one Motion, will be put to a vote in the reverse order to that in which they were moved; (b) Will be decided upon or withdrawn before the main Motion is put to the vote; (c) Will not be amended more than once, provided that further amendments may be made to the main Motion; and, (d) Will not be directly contrary to the main Motion. j) Motion Containing Two or More Matters Page 237 of 490 By-law No. 6228-19, as amended Page 41 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 i) When the Motion under consideration concerns two (2) or more matters, the Chair, upon the request of any Member, will direct that the vote upon each matter be taken separately. Such request may also be made by the Chair. ii) A vote on the main Motion or the Motion, as amended, may be split for the purpose of complying with the Municipal Conflict of Interest Act, or at the discretion of the Chair. k) Withdrawal of Motion i) A request to withdraw a Motion: (a) May only be made by the mover of the Motion; (b) Requires consent of the seconder of the Motion; and, (c) Is in order any time during the debate. l) Adoption in a Single Motion i) One or more items on an agenda may be adopted in a single Motion. 45. Voting a) General Rules i) After a Motion is finally put to a vote by the Chair, no Member speaks to it nor will any other Motion be made until after the vote is taken and the result has been declared. ii) All Members of Council or a Committee will vote on all Motions. Failure by any Member to announce his/her vote openly and individually, including an “abstention,” is deemed to be a vote in the negative. iii) Each Member present and voting announces or indicates his/her vote upon the Motion openly and individually, and no vote is taken by ballot, or any other method of secret voting. b) Majority Vote i) A majority means more than half of the Members present, or: Page 238 of 490 By-law No. 6228-19, as amended Page 42 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 (a) If 7 Members present: 4 (b) If 6 Members present: 4 (c) If 5 Members present: 3 ii) Unless this Procedure By-law states otherwise, a matter passes when a majority of Members present vote in the affirmative. iii) Where required in this Procedure By-law, a two-thirds majority means 2/3 of the Members present, or: (a) 2/3 of 7: 5 (b) 2/3 of 6: 4 (c) 2/3 of 5: 4 (d) 2/3 of 4: 3 c) Tie Vote i) Any Motion on which there is a tie vote is deemed to be defeated. d) Recorded Vote i) A recorded vote is only permitted at Council Meetings and will be taken at the request of a Member prior to the commencement of the vote being taken or immediately thereafter. ii) A Member of Council’s failure to participate in a recorded vote when he/she has not declared a pecuniary interest is deemed to be a negative vote. iii) A recorded vote at Council Meetings will be taken as set out in a) or b) below: (a) Each Member announces his/her vote openly, and the Clerk records his/her vote in the minutes. Votes are called in random order as determined by the Clerk. (b) Each Member first indicates his/her vote by using an electronic device. Each Member’s vote is then electronically displayed on a screen, and the Clerk announces the outcome of the vote and records each Member’s vote in the minutes. Page 239 of 490 By-law No. 6228-19, as amended Page 43 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 iv) Notwithstanding recorded votes, a record or notation of a Member’s opposition to an issue is not recorded in any Meeting minutes. 46. Reconsideration of a Matter a) Council cannot reconsider a matter until six (6) months have passed from the date of the matter’s original disposition by Council, except upon a vote in the affirmative of two-thirds majority of the Members present. b) Decisions which contractually bind the Town shall not be reconsidered. c) A Motion to reconsider shall be introduced by way of a Member Motion and considered either at the next General CommitteeCommittee of the Whole Meeting or at a special Meeting called to reconsider the Motion unless the Council, without debate, dispenses with the requirement for a Member Motion on a two-thirds vote. (Amended per By-law No. 6569-23) d) A Motion to reconsider is debatable, which debate will be restricted to the rationale for reconsidering the matter, and no debate of the main Motion shall be allowed until the Motion for reconsideration is carried. e) Once the reconsideration Motion has carried, the matter is reopened in its entirety unless the reconsideration Motion specifies otherwise. f) If the matter is reopened, all previous decisions of the Council remain in force until the Council decides otherwise. g) No Motion to reconsider may, itself, be the subject of a Motion to reconsider. h) Notwithstanding the time period set out in s. 45 (a), if a Council matter was lost as a result of a tie vote due to an absent Member, the matter may be reconsidered at the next Council meeting via a Motion to reconsider carried by a majority of the Members present. 47. Point of Order a) A Member may interrupt the person who has the floor to raise a Point of Order when such Member feels that there has been: i) A deviation or departure from this Procedure By-law; or Page 240 of 490 By-law No. 6228-19, as amended Page 44 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 ii) A deviation from the matter under consideration and the current discussion is not within the scope of the proposed Motion. b) Upon hearing such Point of Order, the Chair decides and states his/her ruling on the matter. c) Upon hearing the Point of Order ruling, a Member only addresses the Chair for the purpose of appealing the Chair’s decision to the Council or a Committee. d) If no Member appeals, the decision of the Chair is final. e) If a Member appeals the Chair’s ruling to the Council or a Committee, the Member has the right to state his/her case, the Chair has the right to reply and the Council or Committee decides the question of whether the decision of the Chair be sustained without further debate. The decision of the majority of the Members who are present at the Meeting is final. 48. Point of Personal Privilege a) A Member may rise at any time on a Point of Personal Privilege where such Member feels that the health, safety, rights, or integrity of his/her own person, the Council, a Committee Member, Staff or anyone present at the Meeting has been called into question by another Member or by anyone present at the Meeting. b) Upon hearing such Point of Personal Privilege, the Chair decides and states his/her ruling on the matter. c) Where the Chair rules that a breach of privilege has taken place, he/she demands that the offending Member or individual apologize and, failing such apology, requires said Member or individual to vacate the Meeting room for the duration of the Meeting. d) With the exception of providing an apology, the Member addresses the Chair for the purpose of appealing the Chair’s ruling of a breach of privilege to the Council or a Committee. e) If no Member appeals, the decision of the Chair is final. Page 241 of 490 By-law No. 6228-19, as amended Page 45 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 f) If a Member appeals the Chair’s ruling to the Council or a Committee, the Member has the right to state his/her case, the Chair has the right to reply and the Council or Committee decides the question of whether the decision of the Chair be sustained without further debate. The decision of a majority of the Members who are present at the Meeting is final. 49. Public Record a) All communications that the Clerk receives about a matter on the agenda of a public or open Meeting will form part of the public record. Personal information and opinions in communications are part of the public record unless the author of the communication requests the removal of his/her personal information when submitting it, or where confirmed by the Clerk. 50. Administrative Authority of Clerk a) The Clerk is authorized to amend by-laws, minutes and other Council and Committee documentation for technical, typographical or other administrative errors and omissions for the purpose of ensuring an accurate and complete record of proceedings. b) The Clerk is authorized to create and amend an annotated version of the Procedure By-law from time to time, to assist Members in complying with the rules as enforced and interpreted. 51. Recording, Broadcasting and/or Live Streaming Meetings a) All Meetings with a Quorum of Members shall be audio and/or visually recorded, broadcast and/or live streamed publicly by the Town, with the exception of Meetings closed to the public provided for in the Closed Session section of this Procedure By-law. b) All Meetings of Committee of Adjustment, Property Standards Committee, and other quasi-judicial bodies or Committees of the Town shall be audio and/or visually recorded, broadcast and/or live streamed publicly by the Town, with the exception of Meetings closed to the public provided for in the Closed Session section of this Procedure By-law. c) Attendees using their own recording, broadcasting and/or streaming devices are encouraged to inform the Clerk or recording secretary to ensure attendees at the Meeting are notified through the Chair. Page 242 of 490 By-law No. 6228-19, as amended Page 46 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 d) The approved minutes of a Meeting will form the official record of the Meeting. Any audio, video, or other record of the Meeting shall not be considered an official record. 52. Review of Procedure By-law a) Council shall review this By-law within the first six (6) months of the second year of each term of Council. b) The Clerk shall bring forward housekeeping amendments, as required or as directed by Council. 53. Severability a) Each and every one of the provisions of this Procedure By-law is severable and if any provisions of this Procedure By-law should, for any reason, be declared invalid by any Court, it is the intention and desire of Council that each and every one of the then remaining provisions of this Procedure By- law shall remain in full force and effect. 54. Enactment a) By-law Number 6068-18 be and is hereby repealed. b) This By-law shall come into full force and effect on January 1, 2020. Page 243 of 490 By-law No. XXXX-24 Page 1 of 45 Town of Aurora Procedure By-law Effective XX The Corporation of the Town of Aurora By-law Number XXXX-24 Being a By-law to govern the proceedings of Council and Committee meetings of the Town of Aurora. Whereas subsection 238 (2) of the Municipal Act, 2001 requires every Council and local board to adopt a Procedure by-law for governing the calling, place and proceedings of Meetings; And whereas subsection 11 (2) of the Municipal Act, 2001 provides that upper and lower tier municipalities may pass by-laws respecting accountability and transparency of the municipality and its operations and of its local boards and their operations; and, And whereas it is Council’s desire to follow a process of municipal governance that reflects an open, transparent government; And whereas Council, in the interest of good governance, recognizes a Procedure By-law as a hallmark of accountability and transparency; and, And whereas Council considers it necessary to enact a by-law in this regard and to repeal Procedure By-law Number 6068-18; Now therefore the Council of The Corporation of the Town of Aurora hereby enacts as follows: 1.Definitions In this Procedure By-law: a)“CAO” means the Chief Administrative Officer of the Town or his/her designate; b)“Chair” means the presiding officer at a meeting of Council or a Committee; c)“Clerk” means the Clerk of the Town or his/her designate; Attachment 2 Page 244 of 490 By-law No. XXXX-24, as amended Page 2 of 45 Town of Aurora Procedure By-law Effective XX d) “Closed Session” means a Meeting, or part of a Meeting of Council or a Committee, which is closed to the public as permitted by the Municipal Act, 2001; e) “Code of Ethics” means the “Code of Ethics”, a declaration of the principles of good conduct and ethics. f) “Committee” means any Standing Committee of Council or an advisory or special Committee established by Council from time to time; g) “Confirming By-law” means a by-law passed for the purpose of giving effect to a previous decision or proceeding of Council; h) “Council” means the Members of Council of the Town of Aurora; i) “Delegation” means an address to Council or a Committee at the request of a person wishing to speak; j) “Deputy Mayor” means the Member appointed to assume the duties, rights, powers and authority of the Mayor in the circumstances set out in Section 242 of the Municipal Act, 2001; (Amended per By-law No. 6453- 22) k) “Director” means a Director of the Town or his/her designate or successor in title; l) “Emergency Weather Event” means an emergency weather event as defined by Town Policy No. HR-23 – Facility Closure – Inclement Weather/Power Failure – as may be amended from time to time; m) “Friendly Amendment” means an amendment to the Motion under debate with the consent of the mover and seconder only, and without the requirement for an amending Motion to be made; n) “Frivolous” means without merit or substance or is trivial; o) “Head” means the individual or body determined to be head under the Municipal Freedom of Information and Protection of Privacy Act, 1990 p) “Inaugural Meeting” means the first Meeting of Council after a regular election; Page 245 of 490 By-law No. XXXX-24, as amended Page 3 of 45 Town of Aurora Procedure By-law Effective XX q) “Local Board” means a local board defined by the Municipal Act, 2001; r) “Mayor” means the Mayor of the Town; s) “Meeting” means any regular, special or other Meeting of Council or a Committee and includes a Workshop; t) “Member” means any individual elected to Council or a person appointed by Council to a Committee; u) “Motion” means a proposal moved by a Member, and seconded by another Member, to adopt, amend, or otherwise deal with a matter before Council or a Committee; v) “Municipal Act, 2001” means the Municipal Act, 2001, S.O. 2001, c.25, as amended; w) “Municipal Conflict of Interest Act” means the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50, as amended; x) “Municipality” means The Corporation of the Town of Aurora; y) “Notice” means written notice, except where legislation, by-law or policy of the Town provides for another form and manner of notice; z) “Offending Member” means a Member who has been found by the Chair or by Council or by a Committee to have disobeyed a rule in this Procedure By-law or a Chair’s ruling; aa) “Point of Order” means a Motion raised by a Member drawing attention to an infraction of this Procedure By-law; bb) “Point of Personal Privilege” means a Motion raised by a Member which concerns the health, safety, rights, or integrity of the Member, the Council, a Committee, Staff or anyone present at a Meeting; cc) “Procedural Matter” means a matter or Motion of a procedural nature; dd) “Public Planning Meeting” means a Meeting held pursuant to the Planning Act, R.S.O. 1990, c. P.13, as amended, or other statute; Page 246 of 490 By-law No. XXXX-24, as amended Page 4 of 45 Town of Aurora Procedure By-law Effective XX ee) “Quorum” means the number of Members required for the legal conduct of the business of Council or a Committee. ff) “Resolution” means the decision of Council on any Motion; gg) “Robert’s Rules of Order” means the most current edition of Robert’s Rules of Order, Newly Revised; hh) “Rules of Procedure” means the rules and regulations contained in this Procedure By-law and that govern the proceedings of Council and its Committees; ii) “Staff” means an employee(s) of the Town; jj) “Standing Committee” means a Committee established by Council and consisting solely of all Members of Council; kk) “Town” means The Corporation of The Town of Aurora; ll) “Town Hall” means the municipal offices located at 100 John West Way, Aurora, Ontario; mm) “Vexatious” means without merit and pursued in a manner that is malicious or intended to embarrass or harass the recipient or others; nn) “Workshop” means a Meeting of Council or Committee for the purpose of discussing issues in an informal venue. 2. Purpose and Application a) This By-law shall be known as the Procedure By-law and establishes the rules of procedure for Council and Committee Meetings. 3. Principles of the Procedure By-law a) The principles of openness, transparency and accountability to the public guide the Town’s decision-making process. In the context of Council and Committee proceedings, this is accomplished by: i) Ensuring the decision-making process is understood by the public and other stakeholders; Page 247 of 490 By-law No. XXXX-24, as amended Page 5 of 45 Town of Aurora Procedure By-law Effective XX ii) Providing access to information and opportunities for input by the public and other stakeholders consistent with the requirements of this Procedure By-law and other statutory requirements; iii) Exercising and respecting individual and collective roles and responsibilities provided for in this Procedure By-law and other statutory requirements. b) The protection of basic rights by recognizing the right of the majority to decide, the minority to be heard and individuals to have the opportunity to participate. c) The principles of parliamentary law governing Council and Committee Meetings include: i) Every Member has the right to one vote, unless prevented by law; ii) Each Member has the right to be heard on a matter, unless prevented by law; iii) Each Member has the right to information to help make decisions, unless prevented by law; iv) Each Member has the right to an efficient meeting; v) Each Member has the right to be treated with respect and courtesy; vi) Each Member represents the public and will first and foremost consider the well-being and interests of the Municipality. 4. Interpreting the Procedure By-law a) In the event of conflict between this Procedure By-law and legislation, the provisions of the legislation prevail. b) If there is a conflict between two or more rules in this Procedure By-law, or if there is no specific rule on a matter, the Chair will rule. In making a ruling, the Chair may consult the Clerk, rely on previous rulings and practices, or refer to Robert's Rules of Order. Page 248 of 490 By-law No. XXXX-24, as amended Page 6 of 45 Town of Aurora Procedure By-law Effective XX 5. Suspension of Rules a) Rules of Procedure provided for in this Procedure By-law may be suspended by a two-thirds majority vote of Council or a Committee, with the exception of the following circumstances: i) Where required by law; ii) Contractual agreements binding the Town; iii) Quorum requirements. b) A Motion to suspend the Rules of Procedure required by this Procedure By-law shall not be debatable or amendable. 6. Standing Committees a) Committee of the Whole i) The Committee of the Whole shall be comprised of all Members of Council. ii) The Committee of the Whole may consider delegations, Community presentations, correspondence, staff reports and matters which may require more elaboration and discussion than would be appropriate in a Council Meeting and such other matters as Council may determine. Recommendations from Committee of the Whole will be considered by Council. b) Audit Committee i) The Audit Committee shall be comprised of all Members of Council. ii) The Audit Committee shall: (a) Review audited financial statements; (b) Review significant management letter comments and related recommendations; (c) Review the appointment of auditors; and (d) Make recommendations regarding the above to Council. Page 249 of 490 By-law No. XXXX-24, as amended Page 7 of 45 Town of Aurora Procedure By-law Effective XX iii) The Committee’s mandate shall include operational reviews. iv) Meetings will be held at the call of the Chair. Agendas will be distributed to Members of Council at least forty-eight (48) hours prior to the Meeting. c) Budget Committee i) The Budget Committee will be comprised of all Members of Council. ii) The Budget Committee shall make recommendations to Council on approval of the Town’s annual operating and capital budgets. iii) The Budget Committee has delegated authority to: (a) Approve the Meeting minutes of the Budget Committee; (b) Direct staff to bring forward information to the Budget Committee as needed, and defer matters to a future Committee of the Whole or Budget Committee meeting; and (c) Direct staff to prepare and bring forward for Council’s consideration a report summarizing Committee recommendations on the annual capital and operating budgets. iv) Budget Committee Meetings will be held as outlined in the Meeting Schedule, as approved by Council. 7. Committees a) When not provided for in the Committees’ Terms of Reference or the Town Policy for Ad Hoc/Advisory Committees and Local Boards, the Rules of Procedure set out in this Procedure By-law shall govern all Meetings of all Committees, including any ad hoc, Advisory Committees, or Local Boards. 8. Chair of Meeting a) The Chair is the presiding officer at a Meeting of Council or a Committee. b) The Chair of a Meeting of Council, Audit Committee, Budget Committee, a Closed Session or a Workshop Meeting is the Mayor. In the absence of the Mayor, the Deputy Mayor is Chair. Page 250 of 490 By-law No. XXXX-24, as amended Page 8 of 45 Town of Aurora Procedure By-law Effective XX c) The Chair of a Meeting of Committee of the Whole shall be the Mayor. d) In the absence of the person appointed as Chair, the Members shall appoint one of their Members as Chair for the purpose of that Meeting. e) The Chair and any Vice Chairs of other Committees are appointed in accordance with the Town’s Policy for Ad Hoc/Advisory Committees and Local Boards, or their Terms of Reference. 9. Duties of the Chair a) The Chair is responsible for, where applicable: i) Carrying out the roles and responsibilities of his/her role as described in the Municipal Act, 2001; ii) Chairing the Meeting in an objective manner in accordance with this Procedure By-law; iii) Enforcing the Rules of Procedure in this Procedure By-law; iv) Enforcing order and good behaviour of all Members at all times; v) Announcing the business before Council or a Committee and the order in which it is to be considered; vi) Receiving, stating and framing all Motions presented to clarify their intent as moved; vii) Ruling on whether a Motion is in order; viii) Protecting Council or a Committee from a Motion that is obviously Frivolous or tending to cause delay by refusing to acknowledge the Motion; ix) Providing information to Members on any matter related to the business of Council or a Committee; x) Deciding to acknowledge, and ruling on, whether a Point of Order or Point of Personal Privilege is in order subject to an appeal by any Member to the Council or a Committee on any question of order in Page 251 of 490 By-law No. XXXX-24, as amended Page 9 of 45 Town of Aurora Procedure By-law Effective XX respect to business before the Council or a Committee, and giving the facts, circumstances and reasons for the ruling; xi) Calling a vote on the question of sustaining the ruling of the Chair, and announcing the results of the vote, if there is an appeal to the ruling of the Chair. In this regard, the Chair may provide further explanation of the ruling prior to calling the vote; xii) Recessing a Meeting for a brief, specified time to consult the Clerk, the CAO or other staff person if necessary; xiii) Recessing the Meeting for a specified time if there is a threat or imminent threat to the health or safety of any person, or if there is a possibility of public disorder; xiv) Ensuring that Members take a health break by announcing a minimum ten (10) minute recess after two (2) hours have passed since the last break; xv) Ensuring that all Members who wish to speak on a Motion have spoken; xvi) Ensuring clarity, where required, by reading, or requesting the Clerk, recording secretary or other appropriate person to read Motions before voting; xvii) Putting all Motions to a vote and announcing results; xviii) Voting on all matters unless the Municipal Conflict of Interest Act prohibits it; xix) Declining to put to a vote any Motion which contravenes this Procedure By-law; xx) Calling Members to order; xxi) Adjourning the Meeting when the business of the Meeting has concluded; and, xxii) Signing all by-laws, Resolutions, and minutes when required. Page 252 of 490 By-law No. XXXX-24, as amended Page 10 of 45 Town of Aurora Procedure By-law Effective XX 10. Deputy Mayor (Section added per By-law No. 6453-22) a) The Deputy Mayor shall be composed of all Ward Council Members with appointments running concurrently on a monthly rotation basis. The Clerk shall prepare and circulate a schedule for the rotation of the Deputy Mayor at the beginning of each term of Council for the entire term of Council, as follows: i) Each Ward Councillor shall hold the position of Deputy Mayor for seven (7) non-consecutive months throughout the term of Council; ii) Each Ward Councillor shall be the Deputy Mayor in July or August once over the course of the term of Council; and, iii) No Deputy Mayor will be appointed in July, August, September, October, November and December of a Municipal Election Year. b) Ward Councillors shall notify the Clerk of any exchanges of their appointed months with other Ward Councillors due to a foreseen absence. c) The Deputy Mayor shall act in the absence of the Mayor in the following circumstances: i) When the Office of Mayor is vacant; ii) When the Mayor is absent due to illness, or scheduling conflict; iii) When the Mayor is absent from the Town; iv) When the Mayor refuses to act; or v) When the Mayor declares a conflict of interest. d) The Deputy Mayor has, and may exercise all the rights, powers, and authority of the Mayor as Head of Council in the Mayor’s absence, as defined in Section 241 and 242 of the Municipal Act, 2001. 11. Members of Council and Committees a) Members are responsible for, where applicable: Page 253 of 490 By-law No. XXXX-24, as amended Page 11 of 45 Town of Aurora Procedure By-law Effective XX i) Carry out the responsibilities of the role of Council as described in the Municipal Act, 2001, Municipal Conflict of Interest Act and any other legislation; ii) Attending scheduled Meetings; iii) Carefully considering and making decisions about Meeting business, including seeking information and advice from staff prior to and during a Meeting; iv) Voting on Motions put to a vote, unless the Municipal Conflict of Interest Act prohibits it; v) Respecting the Rules of Procedure in this Procedure By-law; vi) Listening attentively, participating in a Meeting and not interrupting, unless to raise a Point of Order or Point of Personal Privilege; vii) Remaining silent in their seats while Council or a Committee votes and until the Chair announces the result of the vote; viii) Refraining from using indecent, offensive or insulting language or speak disrespectfully of any individual. ix) Refraining from engaging in private conversation while in the Meeting or using communication devices in any manner that disrupts the Member speaking or interrupts the business of Council; x) Respecting and following the decisions of Council or a Committee; xi) Not disclosing any of the content of a Meeting that was closed to the public or provide confidential documents or materials to unauthorized individuals; xii) Complying with the Chair’s rulings and Council’s decisions; and xiii) Complying with the Council Code of Ethics. 12. Breach of Rules a) If a Member disobeys a rule in this Procedure By-law or a Chair’s ruling: Page 254 of 490 By-law No. XXXX-24, as amended Page 12 of 45 Town of Aurora Procedure By-law Effective XX i) After the first occurrence, the Chair calls the Member to order. ii) After the second occurrence, if the Member continues to disobey this Procedure By-law or the Chair’s ruling, the Chair will immediately order the Member to leave his/her seat and observe the Meeting from the audience for the remainder of the Meeting. iii) Any Member other than the Offending Member may appeal the Chair’s ruling in ii), and Council or a Committee may overturn or uphold the Chair’s ruling. Should the Chair’s ruling be overturned, the Offending Member may return to his/her seat. iv) At the next available opportunity in the Meeting, the Chair will offer the Offending Member the opportunity to apologize to Council or a Committee. The apology will not include additional comments or debate by the Offending Member or by Council or a Committee. v) After an apology is made by the Offending Member, Council or a Committee may consent to allow the Offending Member to return to the Meeting. vi) Should, at any point, the Offending Member create a disturbance while seated in the audience in accordance with subsection 10.b)ii), the Chair will order the Offending Member to leave the Council chamber or meeting room. vii) Council cannot appeal the Chair’s ruling in accordance with subsection 10.b) vi). viii) If the Offending Member refuses to leave his/her seat or leave the Council chamber or meeting room as required in subsection 10.b)vi), the Chair may request the CAO to contact security or the police for assistance. 13. Right of Public Input and Notice a) The public has the right to have input and receive Notice on Council’s decision-making process. The methods for doing so include: writing to Council through the Clerk; submitting a petition; or speaking as a Delegation. The public will receive Notice in accordance with the Page 255 of 490 By-law No. XXXX-24, as amended Page 13 of 45 Town of Aurora Procedure By-law Effective XX requirements of legislation, this Procedure By-law and the Town’s Notice By-law. b) Should an individual wish to be provided with further Notice related to a matter of business before Council or Committee, he/she is required to indicate this wish to the Clerk on the prescribed form, which is available on the Town’s website or at the Town Hall. 14. Members of the Public a) The Chair may expel or exclude any person who disrupts a Meeting, and may request security and/or police assistance in doing so. b) No persons, other than Members and Town staff, are permitted to approach the area where Members and staff are seated. c) Attendees will submit all materials for Council or Committee through the Clerk. d) Attendees are responsible for: i) Maintaining order and not heckling, or engaging in conversations, displaying placards or props or any behavior that may be considered disruptive; ii) Speaking respectfully at all times; iii) Using recording, broadcasting or streaming devices respectfully, and should the Chair direct it, moving or ceasing to use recording, broadcasting or streaming devices. e) All communication devices shall be turned off or set to silent mode during any meeting, with the exception of assistive devices for people with disabilities. 15. Preparation of Agendas a) The CAO and his/her staff are charged with providing guidance and recommendations to Council or Committee related to municipal business, and implementing the decisions of Council. Page 256 of 490 By-law No. XXXX-24, as amended Page 14 of 45 Town of Aurora Procedure By-law Effective XX b) The CAO chairs a regularly scheduled internal meeting to review draft agenda items in order to support the business of Council. c) The Clerk provides an administrative process to support the approval, preparation, Notice, publication and distribution/public access to agendas and agenda items, following approval by the CAO and/or Director. 16. Availability of Agendas a) Council Meeting agendas are generally available to Members of Council and the public on each Thursday preceding a Meeting. b) Agendas for Committees, including Committee of the Whole, Audit Committee and Budget Committee, are generally available to Members of Council and the public seven (7) days prior to the Meeting date. c) Closed Session agendas will be provided to Council in accordance with the publishing timeframes set out in Section 16 a) where required. d) Council Public Planning Meeting agendas are generally available to Members of Council and the public seven (7) days prior to the Meeting date. e) Special Committee of the Whole and Council, Workshop and emergency Meeting agendas will be provided to Members in accordance with the publishing timeframes set out in the Notice of Meetings section of this Procedure By-law, where required. 17. Additional Items and Corrections a) An additional item is any item that is to be added to a Council or Committee agenda following publication of the original agenda. b) Any corrections to the agendas of Council or Committee may be listed on the additional items to be distributed, for information only. c) Committees are required to consent to the introduction of additional items by approving the agenda, as amended. d) Requests for items to be added to the agenda as an additional item shall have met at least one of the following conditions: Page 257 of 490 By-law No. XXXX-24, as amended Page 15 of 45 Town of Aurora Procedure By-law Effective XX i) Government/agency deadlines; ii) Legal implications; iii) Contractual implications; iv) Financial implications; v) Council or Committee of the Whole direction; or vi) As directed by the CAO. e) Additional items to Council or Committee of the Whole Meeting agenda are available on each Monday preceding the Meeting, and further additional items may be provided up to and including the Meeting day. 18. Reports of Council and Committee of the Whole a) In accordance with established administrative protocols, reports prepared by staff are submitted in writing to the Clerk and distributed with the agenda for the applicable Meeting of Council or Committee of the Whole. b) Reports prepared by staff members contain information and recommendations prepared in the context of their professional, technical and administrative expertise independent of any particular political, constituent or stakeholder interest. 19. Information Reports a) An information report is prepared for the information of Council and generally relates to a matter considered at Council or Committee of the Whole, or is a matter of Town business. b) An information report does not contain recommendations. c) An Information Report may be requested by Council or Committee of the Whole in the form of a motion. d) Information reports are circulated directly to Council Members by email and made available to the public on the Town’s website in accordance with the timelines set out in the Availability of Agendas section of this Procedure By-law. Information reports are not published on a Committee Page 258 of 490 By-law No. XXXX-24, as amended Page 16 of 45 Town of Aurora Procedure By-law Effective XX of the Whole or Council agenda unless a Council Member makes such a request to the Clerk. e) Information Reports will be placed on an upcoming Committee of the Whole agenda at the request of a Council Member. Where required due to urgency or timing, information reports may be considered directly at Council as an item. 20. Meetings a) Meetings Open to the Public i) All Meetings shall be open to the public except as provided for in the Closed Session section of this Procedure By-law. b) Inaugural Meeting i) The first Meeting of a newly elected Council after a regular municipal election shall be held on the first Tuesday in December at 7 p.m. or such other date and time as determined by the Clerk. c) Approval of the Meeting Schedule i) Prior to January 1 of every year, Council approves a Meeting schedule of Council and Standing Committees for each calendar year, which may be amended. The Meeting Schedule is made available to the public on the Town’s website. ii) The Meeting schedule of Committees is determined by its Members, in accordance with each Committee’s Terms of Reference and/or prescribed mandate. d) Location of Meetings i) Meetings shall take place at Town Hall, or at another location within the municipality or adjacent to the municipality, as authorized by the Mayor or by Council, or as provided for in the Municipal Act, 2001 when Notice is given. e) Schedule of Meetings Page 259 of 490 By-law No. XXXX-24, as amended Page 17 of 45 Town of Aurora Procedure By-law Effective XX i) Meetings shall take place in accordance with the Meeting Schedule as prepared by the Clerk and approved by Council. ii) All Council Meetings will generally be held on the fourth Tuesday of each month at 7 p.m. and Committee of the Whole Meetings will generally be held on the first Tuesday of each month at 7 p.m. Where a Council Meeting day is a public or civic holiday, Council will meet at the same hour on the Wednesday immediately following the holiday. iii) Council Closed Session will be scheduled at 5:45 p.m. as indicated in the Meeting Schedule prepared by the Clerk and approved by Council. f) Public Planning Meetings i) Council will meet on the second Tuesday of each month at 7 p.m. for a Council Meeting to consider development-related applications and other matters that have been submitted under the Planning Act, R.S.O. 1990, c. P.13, as amended. g) Quorum i) A majority of Members shall constitute a Quorum. ii) As soon as there is a Quorum after the time appointed for commencement of a Meeting, the Mayor or Chair will call the Meeting to order. If a Quorum is not present 30 minutes after the time appointed for commencement of a Meeting, the Clerk shall indicate that no Quorum is present, and the Meeting shall not commence. iii) If during the course of a Meeting, Quorum is lost, the Chair shall declare that the Meeting shall be adjourned until the date of the next scheduled Meeting. The agenda items are deemed to be deferred to the next scheduled Meeting. h) Late Arrival i) If a Member arrives late at a Meeting, any prior discussion is not reviewed without the consent of the Members present. Page 260 of 490 By-law No. XXXX-24, as amended Page 18 of 45 Town of Aurora Procedure By-law Effective XX i) Electronic Participation (Section added per By-law No. 6275-20) i) Any member may participate electronically in a Meeting that is open to the public or in Closed Session. ii) Any Member who is participating electronically in a Meeting shall be counted in determining whether or not a Quorum is present at any point in time during the Meeting. iii) For staffing and scheduling purposes, any Council Member who is participating electronically in a Committee of the Whole or Council Meeting shall notify the Clerk, at least twenty-four (24) hours prior to the Committee of the Whole or Council Meeting. iv) Delegates may participate electronically in a Meeting, by completing and submitting an Electronic Delegation Request Form to clerks@aurora.ca, in accordance with the Delegation protocols and submission deadlines outlined in this by-law. v) A Member who participates electronically in a Meeting shall have the same rights and responsibilities as if they were in physical attendance, including the right to vote. vi) Electronic participation in a Meeting shall be conducted by way of electronic means, including, but not limited to, audio teleconference, video teleconference, or by means of the internet, following instructions provided by the Clerk in order to ensure that a Meeting may proceed in the most transparent and successful manner under the current timelines and circumstances. 21. Notice of Meetings a) General Provisions i) The Clerk gives Notice of a Meeting by: (a) Posting the annual approved schedule of Meetings; or (b) Using the Town’s social media accounts and website; or (c) Publishing Notice on the Town’s regular advertising page in the local newspaper; or (d) Providing the agenda to Members and the public; or Page 261 of 490 By-law No. XXXX-24, as amended Page 19 of 45 Town of Aurora Procedure By-law Effective XX (e) All of the above. ii) Every Notice of a Meeting shall indicate the date, time and place of the Meeting, and the contact information for the Clerk’s office. iii) Nothing in this Procedure By-law shall prevent the Clerk from using more extensive methods of Notice. iv) Nothing in this Procedure By-law shall prevent the Clerk from using longer timeframes for providing Notice. b) Special Meetings of Council or Committee of the Whole i) A special Meeting of Council or Committee of the Whole may be called by the Mayor at any time. A special Meeting of Council or Committee of the Whole is limited to business matters included in the Notice of Meeting. ii) Upon receipt of a written petition from a majority of the Members of Council, the Clerk will summon a special Meeting of Council or Committee of the Whole for the specific purpose and time identified in the petition. iii) In addition to the general Notice provisions in this Procedure By- law, the Clerk shall give Notice of a special Meeting of Council or Committee of the Whole by providing an agenda at least twenty- four (24) hours prior to the Meeting or if the Meeting is to be scheduled in less than twenty-four (24) hours, then by providing an agenda at the first opportunity to do so. c) Workshop Meetings i) The Mayor and/or CAO may hold a Workshop Meeting for Members of Council to discuss issues in an informal venue. With the exception of Procedural Matters, no Motions are passed. ii) A record describing, in general terms, the Meeting and the subject matter discussed is made at all Workshop Meetings and placed on a future Council agenda to be received only for the purposes of information. Page 262 of 490 By-law No. XXXX-24, as amended Page 20 of 45 Town of Aurora Procedure By-law Effective XX iii) In addition to the general Notice provisions in this section of the Procedure By-law, the Clerk shall give Notice of a Workshop Meeting by providing an agenda at least twenty-four (24) hours prior to the Meeting. iv) Delegations shall not be permitted at Workshop Meetings. d) Cancellation or Postponement of Meetings i) A Meeting may be cancelled or postponed where it is known in advance that Quorum will not be achieved, by Council Resolution, in the event of an emergency or Emergency Weather Event, or where the Meeting is no longer required, as deemed by the CAO. ii) Where possible, the Clerk shall give Notice of cancellations or postponements of Meetings by: (a) Providing Notice to each Member by email notification no less than forty-eight (48) hours prior to the time set for the Meeting; or (b) Providing Notice to the public no less than 3 hours by: Posting a Notice on the Town website; Sending a Notice via the Town’s social media accounts; Posting a Notice on the Town’s regular advertising page in the local newspaper, if time permits; and Where (c) cannot be achieved, posting a Notice at the main entrance to Town Hall. (c) Notwithstanding subsection 19.d) ii), in the case of an emergency or an Emergency Weather Event, the Clerk shall provide Notice to each Member and the public as soon as practically possible. iii) Meetings of Committees may be cancelled or postponed by the Clerk, recording secretary, Chair or other assigned person where Quorum cannot be achieved, by Committee resolution, or in the event of an emergency or Emergency Weather Event. e) Invalidation of Notice of Meeting Page 263 of 490 By-law No. XXXX-24, as amended Page 21 of 45 Town of Aurora Procedure By-law Effective XX i) If a Meeting Notice is substantially given, but varies from the form and manner provided in this Procedure By-law, the ability to hold the Meeting and the actions taken at the Meeting are not invalidated. 21.1 (Section formerly numbered 20.1 deleted per By-law No. 6275-20) 22. Closed Session a) Matters of Closed Session i) Council or a Committee may, by Resolution, close a Meeting or part of a Meeting to the public in accordance with section 239 of the Municipal Act, 2001. ii) Council or a Committee may also resolve into a Closed Session to the public for the following purposes: (a) An ongoing investigation respecting the Municipality, a Local Board or a municipally-controlled corporation by the Ombudsman appointed under the Ombudsman Act, an Ombudsman referred to in subsection 223.13 (1) of the Municipal Act, 2001, or the investigator referred to in subsection 239.2 (1) of the Municipal Act, 2001. b) Notice of Closed Session i) Where a matter may be considered by Council or Committee of the Whole for discussion in Closed Session, wherever possible, written Notice by way of a published agenda will include: (a) The fact that the Meeting will be closed to the public as provided for in the Municipal Act, 2001; and (b) The general nature of the matter to be considered at the Closed Session. c) A Motion to close a Meeting or part of a Meeting to the public shall state the: i) Intention to close the Meeting to the public; and Page 264 of 490 By-law No. XXXX-24, as amended Page 22 of 45 Town of Aurora Procedure By-law Effective XX ii) General nature of the matter to be considered at the Closed Session, and the grounds for closing the Meeting as set out in the Municipal Act, 2001. d) Voting during Closed Session i) Only votes relating to procedural matters or direction to staff may be taken during a Closed Session, unless otherwise authorized. e) Upon completion of the Closed Session: i) The Members shall immediately reconvene in open session; ii) The Mayor shall report any outcomes on the Closed Session as necessary; and, iii) If applicable, the Members shall vote on any Resolution(s) originating from the Closed Session. f) Reporting Out and Confidentiality of Closed Session Discussions i) Any required vote will occur following the Closed Session discussion of a Council or Committee Meeting. ii) Public Committee of the Whole and Council Closed Session agendas, minutes or reports shall provide sufficient detail without detrimentally affecting the confidentiality of the matter(s) discussed in Closed Session and the position of the Municipality. iii) Minutes of a Closed Session shall be presented for adoption at a scheduled Meeting of Council that does not occur on the same day. iv) No Member shall disclose or discuss, through written, electronic or verbal communication or any other means, to any individual or corporate third party, any information that has been or will be discussed at a Closed Session of Council or a Committee until such time that Council or a Committee has determined or has been advised by staff that the matter, or any part of the matter, may be made public, subject to review by the head or designate under the Municipal Freedom of Information and Protection of Privacy Act or if directed to do so by a court. Page 265 of 490 By-law No. XXXX-24, as amended Page 23 of 45 Town of Aurora Procedure By-law Effective XX g) (Section deleted per By-law No. 6350-21) h) Closed Meeting Investigation i) A person may request that an investigation be undertaken to determine whether Council or Committee complied with the requirements of the Municipal Act, 2001 and this Procedure By-law in respect of a Meeting or part of a Meeting closed to the public. A person may initiate such a request by submitting a written request to the Town Clerk. 23. Speaking Order and Limit a) The Chair shall maintain a list of Members who have requested to speak or ask questions. The Chair shall designate Members to speak or ask questions in the order in which they appear on the list. The Chair shall give priority to Members who have not spoken to the matter previously. b) At Committee Meetings, Members are permitted to speak two (2) times on a matter, the first time being for a maximum of ten (10) minutes, and the second time being for a maximum of five (5) minutes; and c) At Council Meetings, Members are permitted to speak two (2) times on a matter for a maximum of five (5) minutes each time. 24. Rules of Debate a) Members’ comments are relevant to the matter of business before Council or a Committee. Members should avoid comments intended to be statements or assertions. b) Any Member may require a Motion or question under discussion to be read at any time during the debate but not so as to interrupt the Member speaking. c) Members shall express themselves succinctly without repetition. d) Questions may be asked only of: i) The Chair; ii) Staff; Page 266 of 490 By-law No. XXXX-24, as amended Page 24 of 45 Town of Aurora Procedure By-law Effective XX iii) A previous speaker; and, iv) A delegation. 25. Order of Business – Committee of the Whole a) The order of business of Committee of the Whole is set out in the agenda, as follows, where provided for: i) Approval of the Agenda ii) Declarations of Pecuniary Interest and General Nature Thereof iii) Community Presentations iv) Delegations v) Consent Agenda vi) Advisory Committee Meeting Minutes vii) Community Services Committee Agenda viii) Corporate Services Committee Agenda ix) Finance and Information Technology Committee Agenda x) Administration Committee Agenda xi) Operational Services Committee Agenda xii) Planning and Development Services Committee Agenda xiii) Member Motions (Amended per By-law No. 6569-23) xiv) New Business xv) Closed Session xvi) Adjournment Page 267 of 490 By-law No. XXXX-24, as amended Page 25 of 45 Town of Aurora Procedure By-law Effective XX 26. Order of Business – Council a) The order of business for the Council is set out in the agenda as follows, where provided for: i) Approval of the Agenda ii) Declarations of Pecuniary Interest and General Nature Thereof iii) Community Presentations iv) Delegations v) Consent Agenda vi) Standing Committee Reports vii) Consideration of Items Requiring Discussion (Regular Agenda) viii) (Deleted per By-law No. 6569-23) ix) Regional Report x) New Business xi) Public Service Announcements xii) By-laws xiii) Closed Session xiv) Confirming By-law xv) Adjournment 27. Order of Business – Other a) The order of business for any other meeting type is at the discretion of the Clerk. 28. Record of Meetings a) The Clerk records the minutes of Meetings of Committee of the Whole and Council without note or comment. The minutes record: Page 268 of 490 By-law No. XXXX-24, as amended Page 26 of 45 Town of Aurora Procedure By-law Effective XX i) The date, time and location of the Meeting; ii) The name of the Chair and a record of the attendance at the Meeting; iii) The name and nature of presenters and Delegations; and iv) All Resolutions, decisions and other proceedings of the Meeting; b) Minutes of Committees, excluding standing Committees are submitted to Committee of the Whole for receipt. c) The receipt of Committee minutes, excluding standing Committee minutes, by Council does not constitute endorsement by the Town of any recommendations or actions contained in the minutes. d) A Committee of the Whole report is submitted to the next regular Council meeting for consideration of the recommendations to Council. The report from Committee of the Whole that is presented to Council shall not contain the mover or seconder on each item but rather shall only show recommendations endorsed by the Committee of the Whole. e) Minutes of each Meeting of Council are presented to the subsequent regular Meeting of Council for approval. The approved minutes form the official record of the Meeting. f) After the Council Meeting minutes have been approved by Council, they shall be signed by the Mayor and Clerk. g) Approved minutes of Council, including the report of the Committee of the Whole, will be posted on the Town’s website as they become available. h) The Clerk shall ensure that the minutes of each Meeting are made available to Members within a reasonable amount of time after the holding of such Meeting. 29. Changes in Order of Agenda a) The business of Committee of the Whole and Council is dealt with in the order stated on the published agenda, unless Council consents to changing the order. Page 269 of 490 By-law No. XXXX-24, as amended Page 27 of 45 Town of Aurora Procedure By-law Effective XX 30. Declarations of Pecuniary Interest a) Members are required to make declarations of pecuniary interest in accordance with the requirements of the Municipal Conflict of Interest Act and/or other relevant legislation and shall refrain from speaking to and voting on the matter. At a Meeting at which a Member discloses a pecuniary interest, or as soon as possible afterwards, the Member shall file a written statement of the interest and its general nature with the Clerk or the secretary of the Committee or Local Board. b) A public registry of all declarations of pecuniary interest will be maintained by the Clerk in accordance with the Municipal Conflict of Interest Act. c) Where a Meeting is not open to the public, in addition to complying with the requirements set out in the Closed Session section of this Procedure By-law, the Member shall leave the Meeting or the part of the Meeting during which the matter is under consideration. d) Where the interest of a Member has not been disclosed by reason of the Member’s absence from a particular Meeting, the Member shall disclose the Member’s interest and otherwise comply at the first Meeting of Council or Committee, as the case may be, attended by the Member after the particular Meeting. e) The Clerk shall record the particulars of any disclosure of pecuniary interest and general nature thereof made by a Member, and this record shall appear in the minutes of that Meeting. 31. Staff and Community Presentations a) Staff Presentations i) Staff presentations, if related to a report on the agenda shall occur at the time the report is discussed. Presentations by Staff at Meetings shall be a maximum of ten (10) minutes. b) Community Presentations i) Community Presentations may be made by third parties invited by staff to Council or Committee of the Whole on matters of interest to Page 270 of 490 By-law No. XXXX-24, as amended Page 28 of 45 Town of Aurora Procedure By-law Effective XX the Town. Such presentations are received or presented by the Chair. ii) Requests to be added to the Community Presentations section of an agenda shall be submitted to the Clerk at least three (3) weeks prior to the Meeting date. iii) Any accompanying materials must be submitted to the Clerk in an electronic format at least three (3) business days prior to the Meeting date. iv) Community Presentations may be up to five (5) minutes. The consent of Council or Committee of the Whole is required to extend a presentation beyond five (5) minutes. v) The Clerk may limit the frequency and/or number of times a group or individual may appear before Committee of the Whole or Council. 32. Delegations at Meetings of Council and Committee of the Whole a) General Provisions i) Delegates shall be encouraged to appear at the appropriate Committee first rather than Council. ii) Anyone wishing to appear before Committee of the Whole shall register as a delegate by submitting the prescribed form to the Clerk no later than 9 a.m. on the scheduled Meeting date. iii) Anyone wishing to appear before Council shall register as a delegate by submitting the prescribed form to the Clerk no later than 9 a.m. one (1) business day prior to the scheduled Meeting date. iv) Delegates shall advise the Clerk that the audio-visual equipment will be required and shall submit supporting material to the Clerk for approval in an electronic format no later than 4:30 p.m. on the Friday prior to the Meeting date. Page 271 of 490 By-law No. XXXX-24, as amended Page 29 of 45 Town of Aurora Procedure By-law Effective XX v) Delegates requesting specific financial assistance or services in- kind from Committee of the Whole or Council shall be directed to a Budget Committee meeting. Requests made outside the Budget Committee Meeting must include a detailed written request to the Clerk prior to the Meeting, which will be forwarded to the appropriate department for review. A decision will not be made at the Meeting where the Delegation is heard. vi) The Clerk shall give due consideration to the length of the agenda and the number of Delegations and shall advise to the requester the earliest possible date when his/her Delegation may be accommodated. A limit of four (4) Delegations will be considered at a Meeting of Committee of the Whole, and two (2) Delegations will be considered at a Meeting of Council. vii) The Clerk may limit the frequency and/or number of times a group or individual may appear before Committee of the Whole or Council. viii) Delegation requests received after the deadline or limit has been reached will be acknowledged by the Clerk but not placed on an agenda. ix) Delegations at Committee of the Whole and Council Meetings shall be on a subject that is within the jurisdiction or influence of local government. Delegations at a Meeting of Council shall be related to an item of business on the agenda. x) Delegations regarding active planning applications will not be permitted at a Council Meeting xi) Delegates shall refrain from making statements or comments that are, in the opinion of the Chair, frivolous or vexatious in nature. xii) Delegates who share the same position on a matter or are from the same organization, are encouraged to speak in one delegation. xiii) Delegates shall be restricted to a speaking limit of five (5) minutes, regardless of whether they are representing an organization, association or other group. Page 272 of 490 By-law No. XXXX-24, as amended Page 30 of 45 Town of Aurora Procedure By-law Effective XX xiv) The consent of Council or Committee of the Whole is required to grant a delegate one (1) extension of up to five (5) minutes at a Council or Committee of the Whole Meeting, and to consider more than two (2) Delegations at a Council Meeting. xv) Delegates who appear before Committee of the Whole are not permitted to make a Delegation in relation to the same item at the following Council Meeting, but may submit written material to Members of Council through the Clerk’s Office. b) Conduct of Delegates i) Delegates shall not make detrimental, offensive or insulting comments, or speak ill of, or malign the integrity of Staff, the public, Council or Committee or other external public agencies. ii) Delegates who contravene this section will not be permitted to finish their delegation and will be asked by the Chair to take their seat in the audience. c) Delegations at Council Meetings i) Anyone wishing to speak on an item that is not on the Council agenda may be placed on a Committee agenda to address an issue that is not on the Council agenda. d) Delegations at Public Planning Meetings i) Any person may speak on a matter on the agenda at a Public Planning Meeting. The delegate shall not speak for more than five (5) minutes and shall speak no more than twice on the agenda item. (Amended per By-law No. 6531-23) 33. Consent Agenda a) Consent Agenda will include the following items that do not have presentations or Delegations: i) Receipt of the Minutes (i.e., Special Council, Workshop, Closed Session) (Council Meeting agenda only); ii) Procurement items that are within the approved budget; Page 273 of 490 By-law No. XXXX-24, as amended Page 31 of 45 Town of Aurora Procedure By-law Effective XX iii) Communications addressed to Council; iv) Information reports requested by Council through motions; and v) Items as directed by the CAO or Clerk. b) Questions of clarification may be asked by Members about any consent item during the adoption of the Consent Agenda without requiring a separate vote. c) Members shall identify any items contained on the Consent Agenda which they wish to speak to and the matter shall be extracted from the Consent Agenda to be dealt with separately under the appropriate departmental committee section of the Committee of the Whole Meeting, or the Consideration of Items Requiring Discussion (Regular Agenda) of the Council Meeting. d) In the event that a Member declares a pecuniary interest on an item that is included on the Consent Agenda, that item shall be considered under the appropriate departmental committee section of the Committee of the Whole Meeting, or the Consideration of Items Requiring Discussion (Regular Agenda) of the Council Meeting.. e) Items on the Consent Agenda or the balance of the items, as the case may be, shall be adopted in one Motion. 34. Member Motions (Section amended per By-law No. 6569-23) a) A Member desiring to introduce a subject for discussion by Council will provide the proposed Motion to the Clerk in writing for inclusion in a regular agenda of Committee of the Whole by 12 p.m. on the Wednesday prior to the meeting. b) The Motions will be included on the next Committee of the Whole agenda for consideration and disposition. Motions that are not in order, as determined by the Clerk, will not be included. c) Closed Session Motions may be published as part of a Committee of the Whole or Council agenda and discussed at the meeting where the motion appears on the agenda. Page 274 of 490 By-law No. XXXX-24, as amended Page 32 of 45 Town of Aurora Procedure By-law Effective XX d) The CAO or Staff may be requested to comment on the Motion raised in this section, but no staff report will be prepared unless the Motion, once adopted by Council, is referred to staff for a further report. e) It is the duty of the Member to: i) Prepare the proposed Motion in writing ii) Submit the proposed Motion to the Clerk iii) Ensure the content of the proposed Motion allows for it to be published on a public agenda. 35. Regional Report a) The representative of the Town on Regional Council will provide a report at regular Meetings of Council on matters of interest to the Town, when available. 36. New Business a) Any Member of Council or a Committee, at any Meeting, may present and introduce any matter of new business during the New Business portion of the Meeting, and shall have regard to the following guidelines: i) Members are encouraged to raise operational matters prior to the Meeting through the CAO, Director or appropriate Staff; ii) Members are discouraged from raising substantive policy matters, in particular consideration of corporate policies or by-laws; and, iii) Members of Council are encouraged to raise announcements and community events under the Public Service Announcements portion of the Council agenda. 37. Public Service Announcements a) Members may speak for no more than three (3) minutes on public service announcements and community events, unless the consent of Council is granted. Page 275 of 490 By-law No. XXXX-24, as amended Page 33 of 45 Town of Aurora Procedure By-law Effective XX 38. By-laws a) By-laws are considered by Council and approved by Motion. b) Every by-law adopted by Council is done so under the seal of the Town and signed by the Clerk and the Mayor. c) All by-laws shall be given first, second and third readings in a single Motion, unless a Member wishes to discuss the contents of a by-law, at which time the subject by-law shall be removed from the Motion and dealt with separately. d) The following types of by-laws may be presented directly to Council without an accompanying staff report: i) Those directed to be presented directly to Council by Committee of the Whole or Council; ii) The appointment of statutory positions, staff for by-law inspection, municipal law enforcement and provincial offences administration; iii) Consolidation of by-laws or housekeeping amendments; iv) General by-laws where the purpose and intent of the by-law has been clearly authorized by a previous resolution; v) A by-law to levy interim property taxes; vi) A by-law to set tax rates in accordance with the approved budget; vii) Part-lot control by-laws; viii) Assumption by-laws; ix) A by-law to establish a public highway; x) Minor amendments resulting from changes to provincial enabling legislation; and, xi) Other administrative by-laws deemed appropriate by the CAO. e) Every Council Meeting shall be confirmed by by-law so that every decision of Council at that Council Meeting and every Resolution of the Meeting Page 276 of 490 By-law No. XXXX-24, as amended Page 34 of 45 Town of Aurora Procedure By-law Effective XX shall have the same force and effect as if each and every one of them had been the subject matter of a separate by-law duly enacted. f) All amendments to any by-law approved by Council shall be deemed to be incorporated into the by-law and if the by-law proposing the amendment is enacted by Council, the amendments shall be inserted by the Clerk. g) All by-laws, including the confirming by-law, shall be voted on prior to Adjournment. 39. Adjournment a) No item of business shall be considered at a Meeting of Council or Committee of the Whole after 10:30 p.m. unless a majority of the Members present enact a resolution to extend the hour. The Resolution must include a proposed time for adjournment of the Meeting. 40. Correspondence a) Where correspondence is not requested to be included in a Council or Committee of the Whole agenda, it is circulated by the Clerk to Members, the CAO, Directors and applicable Staff for their information, and forms a part of the Clerk’s records. b) Where correspondence has been requested to be included on a Council or Committee of the Whole Meeting agenda or on the request of a Member to the Clerk, correspondence is placed on the Committee of the Whole meeting agenda for consideration. Where required due to urgency or timing, correspondence may be considered directly by Council as an Additional Item. c) The Council’s receipt of correspondence does not constitute endorsement of the correspondence by the Town of any recommendations it may contain or actions it may advocate. 41. Petitions a) Petitions may be submitted to the Clerk and will include a minimum of two (2) persons and their respective addresses unless otherwise required by law, and a clear statement of the purpose for the petition. Page 277 of 490 By-law No. XXXX-24, as amended Page 35 of 45 Town of Aurora Procedure By-law Effective XX b) If the petition meets the requirements of the Petition Policy and/or any other related Town Policies, the request conveyed in the petition will be considered by Committee of the Whole for disposition. Where required due to urgency or timing, petitions may be considered directly by Council. c) Staff may prepare recommendations related to the matter for Council’s consideration. d) The Town is not accountable for the accuracy or reliability of petitions that are submitted. 42. Motions from Other Municipalities a) All requests for endorsement of resolutions from other municipalities will be electronically circulated to Council and acknowledged by the Clerk, with the advice that the Town does not take action on resolutions received from other municipalities, but rather makes its position known through the appropriate municipal association, or alternatively, directly to the relevant Minister or government leader. b) A Member of Council may request that a resolution from another municipality be added to a Committee of the Whole agenda for consideration. c) The Council’s receipt of resolutions from other municipalities does not constitute endorsement by the Town of any recommendations or actions they may contain. 43. Motions – Impact on Corporate Resources a) The CAO will advise on the appropriate means of disposition for matters that make an impact on administration. b) Council is not required to pass a Motion that makes an impact on corporate resources where a matter: i) Has already been approved by Council; ii) Is considered by the CAO to be minor in nature; and/or, iii) Falls within existing service levels. Page 278 of 490 By-law No. XXXX-24, as amended Page 36 of 45 Town of Aurora Procedure By-law Effective XX 44. Procedures Concerning Motions a) General Rules i) Every Motion in any Meeting of Council or Committee requires a mover and a seconder. ii) When duly moved and seconded, every Motion, other than a Motion to adjourn, recess, table or suspend the rules of this Procedure By- law, is open for discussion. iii) No debate is permitted on any Motion or amending Motion until it has been properly seconded. iv) A Member may move a Motion in order to initiate discussion and debate, but vote in opposition to the Motion. A seconder of the Motion may vote against the Motion. v) A Motion or amending Motion may not be withdrawn without the consent of the mover and seconder. vi) The Chair of a Meeting of Council or a Committee will not move or second a Motion. All Members of Council or a Committee will vote on all Motions except in the instance where the Member refrains from voting on an issue due to a declaration of a pecuniary interest in the matter by the Member. If any Member does not vote, he/she will be deemed as voting in the negative (except where prohibited from voting by statute). b) Motion under Debate i) When a Motion is under debate, no other Motion may be considered except for the following Motions, to be considered in the listed order of priority: (a) To adjourn; (b) To recess; (c) To table an item; (d) To put the question to a vote or call the vote; Page 279 of 490 By-law No. XXXX-24, as amended Page 37 of 45 Town of Aurora Procedure By-law Effective XX (e) To defer; (f) To refer; (g) To amend. c) Motion to Adjourn i) A Motion to adjourn means a Motion to end a Meeting. ii) A Motion to adjourn is not debatable and shall always be in order except when: (a) Another Member is in possession of the floor; (b) A vote has been called; or (c) Members are voting. iii) A Motion to adjourn is not amendable, except when moved to set future time for adjourning. iv) A Motion to adjourn shall take precedence over any other Motion and shall be put immediately without debate. d) Motion to Recess i) A Motion to recess means to suspend a meeting for a specific length of time. ii) A Motion to recess when other business is before the Meeting: (a) Specifies the length of time of the recess; (b) Is debatable as to the length or timing of the recess; and (c) Can only be amended with respect to the length of the recess. e) Motion to Table i) A Motion to table means to postpone a matter without setting a definite date for future discussion for a matter. A tabled Motion that has not been decided on by Council during the term of Council in which the Motion was introduced is deemed to have been withdrawn. ii) A Motion to table: Page 280 of 490 By-law No. XXXX-24, as amended Page 38 of 45 Town of Aurora Procedure By-law Effective XX (a) Is not to be amended or debated; and (b) Applies to the Motion and any amendments thereto under debate at the time when the Motion to table was made. iii) If the Motion to table carries, in the absence of any direction from Council, the matter may not be discussed until the CAO, or a Member through a Motion, brings it forward to a subsequent Meeting. f) Motion “To Put the Question to a Vote” or “To call the Vote” i) A Motion “To Put the Question to a Vote” or “To call the Vote” means to stop debate and immediately proceed to vote on the Motion. ii) Any Member may request the Chair “To Put the Question to a Vote” or “To call the Vote” by presenting a Motion that the question “now be put to a vote.” A Motion to put the question to a vote must: (a) Be seconded; (b) Is not open to debate; (c) Immediately put to a vote without debate; (d) Requires a 2/3 majority vote to close debate. g) Motion to Refer i) A Motion to refer means to direct a matter under discussion by Council or a Committee to Staff or another Committee for further examination or review. ii) A Motion to refer a matter under consideration to a Committee or to Staff: (a) Shall be debatable as to the rationale of referring, and cannot go into the merits of the Motion or subject being referred; and (b) May be amended as to the Committee or group to whom it is being referred, as to the time the Committee or Staff reports back, and as to directions given to the Committee or Staff; and Page 281 of 490 By-law No. XXXX-24, as amended Page 39 of 45 Town of Aurora Procedure By-law Effective XX (c) Includes the terms on which the Motion is being referred and the time at which the matter is to be returned; and (d) Includes the reasons for the referral. iii) This Motion may be delayed by the Chair in order to permit Members on the speaking list to speak. h) Motion to Defer i) A Motion to defer means to postpone all discussion on a matter until a future date or time, one which is established as part of the Motion. ii) A Motion to defer to a certain time or date: (a) Is open to debate as to advisability of postponement and cannot go into the merits of the Motion or subject being postponed; and (b) May be amended as to the time or date to which the matter is to be deferred. iii) This Motion may be delayed by the Chair in order to permit Members on the speaking list to speak. i) Motion to Amend i) The purpose of this Motion is to modify a Motion. It cannot be used to directly contradict or negate the effect of another Motion. ii) A Motion to amend: (a) Is open to debate; and, (b) Is to be relevant to the main Motion; and (c) Is applied to a Motion at one time, and that amendment may be amended [by a secondary amendment], which then cannot be amended. iii) If a Motion to amend is not considered a Friendly Amendment, then the Motion to amend: Page 282 of 490 By-law No. XXXX-24, as amended Page 40 of 45 Town of Aurora Procedure By-law Effective XX (a) If more than one Motion, will be put to a vote in the reverse order to that in which they were moved; (b) Will be decided upon or withdrawn before the main Motion is put to the vote; (c) Will not be amended more than once, provided that further amendments may be made to the main Motion; and, (d) Will not be directly contrary to the main Motion. j) Motion Containing Two or More Matters i) When the Motion under consideration concerns two (2) or more matters, the Chair, upon the request of any Member, will direct that the vote upon each matter be taken separately. Such request may also be made by the Chair. ii) A vote on the main Motion or the Motion, as amended, may be split for the purpose of complying with the Municipal Conflict of Interest Act, or at the discretion of the Chair. k) Withdrawal of Motion i) A request to withdraw a Motion: (a) May only be made by the mover of the Motion; (b) Requires consent of the seconder of the Motion; and, (c) Is in order any time during the debate. l) Adoption in a Single Motion i) One or more items on an agenda may be adopted in a single Motion. 45. Voting a) General Rules i) After a Motion is finally put to a vote by the Chair, no Member speaks to it nor will any other Motion be made until after the vote is taken and the result has been declared. ii) All Members of Council or a Committee will vote on all Motions. Failure by any Member to announce his/her vote openly and Page 283 of 490 By-law No. XXXX-24, as amended Page 41 of 45 Town of Aurora Procedure By-law Effective XX individually, including an “abstention,” is deemed to be a vote in the negative. iii) Each Member present and voting announces or indicates his/her vote upon the Motion openly and individually, and no vote is taken by ballot, or any other method of secret voting. b) Majority Vote i) A majority means more than half of the Members present, or: (a) If 7 Members present: 4 (b) If 6 Members present: 4 (c) If 5 Members present: 3 ii) Unless this Procedure By-law states otherwise, a matter passes when a majority of Members present vote in the affirmative. iii) Where required in this Procedure By-law, a two-thirds majority means 2/3 of the Members present, or: (a) 2/3 of 7: 5 (b) 2/3 of 6: 4 (c) 2/3 of 5: 4 (d) 2/3 of 4: 3 c) Tie Vote i) Any Motion on which there is a tie vote is deemed to be defeated. d) Recorded Vote i) A recorded vote is only permitted at Council Meetings and will be taken at the request of a Member prior to the commencement of the vote being taken or immediately thereafter. ii) A Member of Council’s failure to participate in a recorded vote when he/she has not declared a pecuniary interest is deemed to be a negative vote. iii) A recorded vote at Council Meetings will be taken as set out in a) or b) below: Page 284 of 490 By-law No. XXXX-24, as amended Page 42 of 45 Town of Aurora Procedure By-law Effective XX (a) Each Member announces his/her vote openly, and the Clerk records his/her vote in the minutes. Votes are called in random order as determined by the Clerk. (b) Each Member first indicates his/her vote by using an electronic device. Each Member’s vote is then electronically displayed on a screen, and the Clerk announces the outcome of the vote and records each Member’s vote in the minutes. iv) Notwithstanding recorded votes, a record or notation of a Member’s opposition to an issue is not recorded in any Meeting minutes. 46. Reconsideration of a Matter a) Council cannot reconsider a matter until six (6) months have passed from the date of the matter’s original disposition by Council, except upon a vote in the affirmative of two-thirds majority of the Members present. b) Decisions which contractually bind the Town shall not be reconsidered. c) A Motion to reconsider shall be introduced by way of a Member Motion and considered either at the next Committee of the Whole Meeting or at a special Meeting called to reconsider the Motion unless the Council, without debate, dispenses with the requirement for a Member Motion on a two-thirds vote. (Amended per By-law No. 6569-23) d) A Motion to reconsider is debatable, which debate will be restricted to the rationale for reconsidering the matter, and no debate of the main Motion shall be allowed until the Motion for reconsideration is carried. e) Once the reconsideration Motion has carried, the matter is reopened in its entirety unless the reconsideration Motion specifies otherwise. f) If the matter is reopened, all previous decisions of the Council remain in force until the Council decides otherwise. g) No Motion to reconsider may, itself, be the subject of a Motion to reconsider. h) Notwithstanding the time period set out in s. 45 (a), if a Council matter was lost as a result of a tie vote due to an absent Member, the matter may Page 285 of 490 By-law No. XXXX-24, as amended Page 43 of 45 Town of Aurora Procedure By-law Effective XX be reconsidered at the next Council meeting via a Motion to reconsider carried by a majority of the Members present. 47. Point of Order a) A Member may interrupt the person who has the floor to raise a Point of Order when such Member feels that there has been: i) A deviation or departure from this Procedure By-law; or ii) A deviation from the matter under consideration and the current discussion is not within the scope of the proposed Motion. b) Upon hearing such Point of Order, the Chair decides and states his/her ruling on the matter. c) Upon hearing the Point of Order ruling, a Member only addresses the Chair for the purpose of appealing the Chair’s decision to the Council or a Committee. d) If no Member appeals, the decision of the Chair is final. e) If a Member appeals the Chair’s ruling to the Council or a Committee, the Member has the right to state his/her case, the Chair has the right to reply and the Council or Committee decides the question of whether the decision of the Chair be sustained without further debate. The decision of the majority of the Members who are present at the Meeting is final. 48. Point of Personal Privilege a) A Member may rise at any time on a Point of Personal Privilege where such Member feels that the health, safety, rights, or integrity of his/her own person, the Council, a Committee Member, Staff or anyone present at the Meeting has been called into question by another Member or by anyone present at the Meeting. b) Upon hearing such Point of Personal Privilege, the Chair decides and states his/her ruling on the matter. c) Where the Chair rules that a breach of privilege has taken place, he/she demands that the offending Member or individual apologize and, failing Page 286 of 490 By-law No. XXXX-24, as amended Page 44 of 45 Town of Aurora Procedure By-law Effective XX such apology, requires said Member or individual to vacate the Meeting room for the duration of the Meeting. d) With the exception of providing an apology, the Member addresses the Chair for the purpose of appealing the Chair’s ruling of a breach of privilege to the Council or a Committee. e) If no Member appeals, the decision of the Chair is final. f) If a Member appeals the Chair’s ruling to the Council or a Committee, the Member has the right to state his/her case, the Chair has the right to reply and the Council or Committee decides the question of whether the decision of the Chair be sustained without further debate. The decision of a majority of the Members who are present at the Meeting is final. 49. Public Record a) All communications that the Clerk receives about a matter on the agenda of a public or open Meeting will form part of the public record. Personal information and opinions in communications are part of the public record unless the author of the communication requests the removal of his/her personal information when submitting it, or where confirmed by the Clerk. 50. Administrative Authority of Clerk a) The Clerk is authorized to amend by-laws, minutes and other Council and Committee documentation for technical, typographical or other administrative errors and omissions for the purpose of ensuring an accurate and complete record of proceedings. b) The Clerk is authorized to create and amend an annotated version of the Procedure By-law from time to time, to assist Members in complying with the rules as enforced and interpreted. 51. Recording, Broadcasting and/or Live Streaming Meetings a) All Meetings with a Quorum of Members shall be audio and/or visually recorded, broadcast and/or live streamed publicly by the Town, with the exception of Meetings closed to the public provided for in the Closed Session section of this Procedure By-law. Page 287 of 490 By-law No. XXXX-24, as amended Page 45 of 45 Town of Aurora Procedure By-law Effective XX b) All Meetings of Committee of Adjustment, Property Standards Committee, and other quasi-judicial bodies or Committees of the Town shall be audio and/or visually recorded, broadcast and/or live streamed publicly by the Town, with the exception of Meetings closed to the public provided for in the Closed Session section of this Procedure By-law. c) Attendees using their own recording, broadcasting and/or streaming devices are encouraged to inform the Clerk or recording secretary to ensure attendees at the Meeting are notified through the Chair. d) The approved minutes of a Meeting will form the official record of the Meeting. Any audio, video, or other record of the Meeting shall not be considered an official record. 52. Review of Procedure By-law a) Council shall review this By-law within the first six (6) months of the second year of each term of Council. b) The Clerk shall bring forward housekeeping amendments, as required or as directed by Council. 53. Severability a) Each and every one of the provisions of this Procedure By-law is severable and if any provisions of this Procedure By-law should, for any reason, be declared invalid by any Court, it is the intention and desire of Council that each and every one of the then remaining provisions of this Procedure By- law shall remain in full force and effect. 54. Enactment a) By-laws Number 6228-19, 6246-20, 6258-20, 6275-20, 6350-21, 6453-22, 6531-23, and 6569-23 be and are hereby repealed. b) This By-law shall come into full force and effect on XX. Page 288 of 490 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. FIN 2 4 -0 09 Subject: ONE Joint Investment Board Agreement Amendment and Bylaw Prepared by: Laura Sheardown, Financial Management Advisor Department: Finance Date: February 20, 2024 Recommendation 1. That Report No. FIN24-009 be received; and 2. That a by-law be enacted to approve the following: a. an increase in the maximum number of ONE Joint Investment Board (JIB) members from 10 to 12; and b. the ONE JIB Records Retention By-law and the delegation to ONE JIB’s Secretary of the necessary powers and duties to deal with the records of ONE JIB; and c. changes to the amendment provisions of the ONE JIB Agreement. Executive Summary The Town of Aurora is a participating municipality in the ONE Prudent Investment (PI) Program. The current agreement requires all participating municipalities to bring forward to their councils for approval any and all amendments, including those considered minor and ‘housekeeping’ in nature in addition to those of a more substantive change.  The ONE JIB requires an amendment to its current agreement’s terms of reference to increase the maximum number of board members from 10 to 12  The ONE JIB board has agreed to establish a Records Retention By-law  It is recommended that the ONE JIB agreement be amended to ensure that municipal member Council decisions are sought when it is appropriate to do so Page 289 of 490 February 20, 2024 2 of 4 Report No. FIN24-009 Background The Town of Aurora joined the ONE Joint Investment Board (JIB) in May 2023 for the investment of its long-term funds. The ONE JIB terms of reference were originally developed prior to the establishment of ONE JIB and the last review was in late 2023. This latest review has prompted the need for participating municipalities to approve the amendments to the current ONE JIB agreement. Analysis The ONE JIB requires an amendment to its current agreement’s term of reference to increase the maximum number of board members from 10 to 12 In anticipation of a large municipal investor wanting to join the ONE Prudent Investor Program and invest through ONE JIB, and to support the desire of the board to strengthen its municipal financial knowledge, the board is seeking to add more board members with the desired municipal skills. The Municipal Act limits the number of municipal treasurers that serve on ONE JIB to 25 per cent of its members (currently two positions). Increasing the number of ONE JIB members from 10 to 12 will enable a third municipal treasurer to also serve on the board. Based on the ONE JIB Agreement this change must be approved by all participating municipalities (via By-law) to come into effect. The ONE JIB board has agreed to establish a Records Retention By-law As ONE JIB is a local board of more than one municipality, under the Municipal Act, it may establish retention periods for the retention, preservation and disposal of the records of the ONE JIB. The proposed Records Retention By-law is attached to this report and establishes classes for records and retention periods. It will also provide delegated authority to the ONE JIB board secretary to establish procedures for the retention and disposal of the board’s records and to establish and amend classes for records and retention periods. The purpose of the delegation is to avoid the board having to return to all participating municipalities in the future for changes to the records retention classifications and timeframes as this is largely administrative in nature and does not impact the day-to- day operations of the ONE JIB. Page 290 of 490 February 20, 2024 3 of 4 Report No. FIN24-009 The Records Retention By-law applies only to the ONE JIB’s records and does not affect the Town of Aurora’s records. It is recommended that the ONE JIB agreement be amended to ensure that municipal member Council decisions are sought when it is appropriate to do so Changes are recommended to the provisions of the ONE JIB agreement which will ensure that any amendments requiring participating municipality by-law approval are still brought forward to their respective Councils, while clarifying and removing the need for Council to approve changes of an administrative, minor and ‘housekeeping’ nature. Advisory Committee Review Not Applicable Legal Considerations The terms of the existing agreement require that any amendments made to the agreement shall be done by a Council by-law. Only 75% of the Participating Municipalities are required to approve the above amendments for the amendments to take effect. In addition, ONE JIB is a local board as set out in the Municipal Act, 2001 and the Participating Municipalities are jointly responsible for the retaining and preserving the records of ONE JIB in a secure and accessible manner. As such, Council is being requested to approve the enactment of a Records Retention By-law for ONE JIB. Financial Implications This report does not result in any financial implication to the Town of Aurora. Communications Considerations The Town will inform residents of the information contained within this report by posting it to the Town’s website. Climate Change Considerations The recommendations form this report do not directly impact greenhouse gas emissions or climate change adaption. Page 291 of 490 February 20, 2024 4 of 4 Report No. FIN24-009 Link to Strategic Plan Investment of the surplus and reserve funds of the Town, contributed to achieving the Strategic Plan guiding principle of ‘Leadership in Corporate Management’ and improves transparency and accountability to the community. Alternative(s) to the Recommendation 1. Council may choose to accept, amend or reject any or all of the recommendations of this report. Conclusions Staff are supportive of the proposed changes to the ONE JIB agreement, including a revised Terms of Reference and the creation of a Records Retention By-law. Attachments Attachment 1 – ONE JIB Draft Records Retention By-law Attachment 2 – ONE JIB Records Categories – Retention Schedule Previous Reports None. Pre-submission Review Agenda Management Team review on February 1, 2024 Approvals Approved by Rachel Wainwright-van Kessel, CPA, CMA, Director, Finance Approved by Doug Nadorozny, Chief Administrative Officer Page 292 of 490 19960098.2 1 ONE JOINT INVESTMENT BOARD BY-LAW NO. XX (NOTE: for consideration/adoption at Feb 28, 2024 ONE JIB Meeting) A by-law to establish reten�on periods for records of ONE Joint Investment Board WHEREAS ONE Joint Investment Board (the “Board”) is a local board within the meaning of the Municipal Act, 2001 (the “Act”) for more than one municipality; AND WHEREAS Sec�on 254(1) of the Act provides that if a local board is a local board of more than one municipality, the affected municipali�es are jointly responsible for retaining and preserving the records of the local board in a secure and accessible manner; AND WHEREAS Sec�on 254(2) of the Act provides that despite Sec�on 254(1), a local board that has ownership and control of its records shall retain and preserve them in a secure and accessible manner; AND WHEREAS Sec�on 255(2) of the Act provides that a local board’s records may be destroyed if a reten�on period for the record has been established and the reten�on period has expired; AND WHEREAS Sec�on 255(4) of the Act provides that if a local board is a local board of more than one municipality, a majority of the affected municipali�es may establish reten�on periods during which the records of the local board must be retained and preserved in accordance with Sec�on 254; AND WHEREAS ONE Investment, pursuant to sec�on 2.3 (a) of a Services Agreement with the Board dated May 19, 2020 is responsible for the maintenance of proper and complete records in connec�on with the ONE Prudent Investment Program that is governed by the Board; AND WHEREAS Sec�on 23.1 of the Act provides that a municipality may delegate its powers to a person, subject to certain restric�ons; NOW THEREFORE the ONE Joint Investment Board hereby enacts as follows: Attachment #1 Page 293 of 490 19960098.2 2 1. In this by-law: “disposi�on” means the secure destruc�on of records; “record” means any record of informa�on, including a transitory record, however recorded, whether in printed form, on film, by electronic means or otherwise, and includes: (a) correspondence, a memorandum, a book, a plan, a map, a drawing, a diagram, a pictorial or graphic work, a photograph, a film, a microfilm, a sound recording, a videotape, a machine-readable record, metadata, any other documentary material regardless of physical form or characteris�cs, and any copy thereof; and (b) subject to any regula�ons under the Municipal Freedom of Information and Protection of Privacy Act, any record that is capable of being produced from a machine-readable record under the control of the Board by means of computer hardware and so�ware or any other storage equipment ordinarily used by the Board; “reten�on schedule” means the schedule prescribing reten�on periods for records set out in Schedule “A” to this by-law; “Secretary” means the Board Secretary appointed by the Board, or designee; “transitory record” means a record only having temporary value and that is not required for legal, financial, opera�onal or official reasons, including: (a) miscellaneous no�ces or memoranda, including emails on minor administra�ve maters; (b) dra�s of leters, memoranda or reports which do not record official posi�ons or decisions; (c) duplicate copies of documents produced only for distribu�on or convenience, including mul�ple copies of reports, memoranda, agendas and minutes; (d) records of a personal nature not related to the Board’s business; (e) reference publica�ons, including administra�ve manuals, directories, catalogues, newsleters, pamphlets and periodicals; and (f) unsolicited adver�sing, including brochures and flyers. Page 294 of 490 19960098.2 3 2. All staff who create records pertaining to the Board are responsible for the filing, reten�on, preserva�on and disposi�on of these records in accordance with this by-law. 3. Transitory records may be destroyed at any �me. Where a record is destroyed upon expiry of the reten�on period described in Schedule “A” any corresponding transitory record shall also be destroyed. 4. Any record in a Class of Records set out in Schedule “A” shall be retained for the period set out opposite such Class and may therea�er be subject to disposi�on. 5. Any Board record rela�ng to pending or actual li�ga�on, inves�ga�on or a request under any access and privacy legisla�on shall not be destroyed un�l such record is no longer required for such purpose. 6. The Secretary, in consulta�on with the appropriate officials of ONE Investment, is responsible for establishing procedures for the reten�on and disposi�on of the Board’s records, including but not limited to the establishment of archival appraisal and selec�on criteria, considering the legal, financial, opera�onal and historical value of the records. 7. The Secretary is hereby delegated the authority to establish, in consulta�on with the appropriate officials of ONE Investment, Classes of Records and to amend any Classes of Records and reten�on periods set out in Schedule “A”. 8. The Secretary is hereby authorized to amend Schedule “A” from �me to �me to reflect a decision made by the Secretary under sec�on 7 of this by-law. 9. Schedule “A” is atached to and forms part of this by-law. 10. This by-law shall be known as the “Records Reten�on By-law”. ENACTED AND PASSED on February 28, 2024. ______________________ _________________________ Board Chair Board Secretary Page 295 of 490 Schedule “A” – ONE JIB Records Reten�on and Classifica�on NOTE: for consideration/adoption at February 28, 2024 ONE JIB Meeting ONE Investment, pursuant to sec�on 2.3 (a) of a Services Agreement with ONE Joint Investment Board (ONE JIB), dated May 19, 2020, is responsible for the maintenance of proper and complete records in connec�on with the ONE Prudent Investment Program that is governed by the Board. CATEGORY: Finance Notes Classifica�on Reten�on Auditor/Audit F03 Agreements/Leases/Contracts F08 Financial Statements E13 Officers Termina�on plus 7 years 15 years 7 years Benchmarks for Prudent Investment Funds F10 Investments 7 years Chief Investment Officer E13 Officers 7 years Compliance Officer E13 Officers 7 years Compliance F20 Compliance 7 years External Fund Managers More details under “Funds Opera�on” F03 Agreements/Leases/Contracts Termina�on plus 7 years Financial Statements F08 Financial Statements 15 years Funds Opera�on Sub-folder for each Fund Manager F04 Banking F08 Financial Statements F10 Investments 7 years 15 years 7 years Investment Alloca�on and Strategy F10 Investments 7 years Management Fees F10 Investments 7 years Mee�ngs/Conferences F19 Mee�ngs/Conferences 2 years Outcomes Framework F10 Investments 7 years Outsourced Chief Investment Officer Agreement Opera�ons F03 Agreements/Leases/Contracts F10 Investments Termina�on plus 7 years 7 years Par�cipa�ng Municipali�es Agreement Opera�ons F03 Agreements/Leases/Contracts M00 Par�cipa�ng Municipali�es subfolder for each of the ONE JIB investors Termina�on plus 7 years 7 years Securi�es F21 Securi�es 7 years Templates A07 Policies and Procedures Current version plus 2 years Attachment #2 Page 296 of 490 CATEGORY: Administra�on, Governance and Membership Notes Classifica�on Reten�on Administra�ve A00 Administra�ve General 2 years Annual Report E01 Annual Report Permanent Board Chair E12 Board Members 10 years Board Governance Self Evalua�on E12 Board Members 7 years Board Governance Training E12 Board Members 7 years Board Members E12 Board Members 10 years Board Secretary E13 Officers A15 Access and Privacy (for any FOI) 7 years 7 years Board Vice-Chair E12 Board Members 10 years Closed Mee�ng Inves�gator E13 Officers 7 years Code of Conduct A07 Policies and Procedures Current version plus 2 years Commitees E04 Commitee Agendas/Minutes Permanent Futures List E03 Board and Execu�ve Agenda Package 7 years Integrity Commissioner E13 Officers 7 years Legal Opinions A16 Legal Counsel/Opinions Permanent Mee�ng Schedules E03 Board/Execu�ve Agenda Package 7 years ONE Investment F03 Agreements/Leases/Contracts Termina�on Plus 7 years ONE JIB Agendas E03 Board/Execu�ve Agenda Package Permanent ONE JIB By- laws/Cons�tu�on E07 Cons�tu�on/Bylaw Permanent ONE JIB Minutes E02 Board and Execu�ve Minutes Permanent Policies A07 Policies and Procedures Current version plus 2 years Prospec�ve Municipali�es M01 Prospec�ve Municipali�es 2 years Skills Matrix E12 Board Members 7 years Strategic Planning/ Strategic Plan E08 Organiza�on/Strategic Plan 7 years Page 297 of 490 CATEGORY: Human Resources Notes Classifica�on Reten�on Training, Development and Cer�fica�on For ONE JIB members and key ONE Investment staff H06 Training and Development 5 years Page 298 of 490 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. CMS24 -005 Subject: Petch House - Considerations Prepared by: Robin McDougall, Director, Community Services Department: Community Services Date: February 20, 2024 Recommendation 1. That Report No. CMS24-005 be received; and 2. That Council approve the proposed renovations of the Petch House; and 3. That a new capital project with capital budget authority of $50,000 be approved; to be funded from the Heritage reserve fund Executive Summary This report is to provide information to Council on the costs associated with converting the Petch House at 86 John West Way into a seasonal wedding chapel facility. - On October 23, 2012, the Building Division issued a building permit for the relocation of the Petch House to 86 John West Way - The wedding chapel use has been consulted upon and its feasibility investigated - Current demand and expanding Civil Ceremony services demonstrates an opportunity for the Petch House - Based on current demand, minimal upgrades and improvements are needed to make the Petch House viable as a wedding chapel on a seasonal basis Page 299 of 490 February 20, 2024 2 of 7 Report No. CMS24-005 Background On October 23, 2012, the Building Division issued a building permit for the relocation of the Petch House to 86 John West Way The Petch House was originally constructed in 1840 and is one of Aurora’s oldest buildings, displaying some of the earliest construction methods brought to Canada Pre- Confederation. The Petch House was originally located at 15395 Leslie Street on farmland and then was relocated to its current location at 86 John West Way. The building permit was issued as a shell building with no defined proposed use. The building remains without a defined use today. Over the last number of years, it has been primarily used for storage due to its facility limitations. Analysis The wedding chapel use has been consulted upon and its feasibility investigated At the February 27, 2018, meeting of Town Council, Council passed a resolution to investigate the feasibility and costs for the Petch House to be used for municipal civil wedding ceremonies and serve the community as a wedding chapel. On April 17, 2018, Report PDS18-038 was presented to Council outlining the costs associated with the conversion to a wedding chapel either seasonally or year-round. The cost estimates reflected in this report are derived from the estimates as previously presented in report PDS18-038 but are increased to account for inflationary changes. As directed by Council, the Town’s Heritage Advisory Committee has also been consulted multiple times regarding the wedding chapel use. On November 2, 2020, the Heritage Advisory Committee provided comments and questions regarding matters including impacts if HVAC is installed, whether a washroom would be required, and the impact to parking for the Seniors’ Centre. Further consultation and reporting back occurred on April 6, 2021, which outlined that HVAC would only be required if marriage ceremonies are carried out year-round, and that the installation can be done in a manner that is still sympathetic to the heritage and design of the building. There are also minimal anticipated impacts to parking, particularly if the use is only seasonal with a maximum occupancy load determined by the Ontario Building Code. Staff also noted that the average attendance at a municipal civil wedding ceremony is approximately five people. Washroom facilities would not be required on site as weddings would occur during normal Town Hall business hours from 8:30am to 4:30 and the wedding Page 300 of 490 February 20, 2024 3 of 7 Report No. CMS24-005 customers would meet with their officiant at the Town hall entrance. The Heritage Advisory Committee is generally supportive of introducing a use to the Petch House, and through consultation also suggested cross-programming opportunities be considered, including for school groups, information centres or meetings. The Heritage Advisory Committee is expected to continue to be consulted with on any detailed design and renovation matters moving forward as appropriate. Current demand and expanding Civil Ceremony services demonstrates an opportunity for the Petch House Since 2018, and even with a pandemic impacting possible interest, the Town’s provision of civil ceremonies continues to rise. During the pandemic, the Town of Aurora was one of few municipalities that continued to offer and perform civil ceremonies in a small and safe intimate style to meet current trends for basic ceremonies, inter-faith ceremonies and legal ceremonies for larger destination weddings. Stats have shown that the demand for this type of basic wedding service are on a favourable incline notably, the Town conducted 45 civil ceremonies in 2023. The current setting for these ceremonies is within the government setting of Council Chambers and has limited availability, currently operating one afternoon per week. The Petch House could be a positive alternative location enabling the set-up to remain between ceremonies and increase availability of civil ceremonies which would increase revenue. As it is now, ceremonies have been restricted to Friday’s in order to mitigate the amount of turnover within the space ensuring the Chambers is always available to provide its primary purpose of municipal business. The Petch House is a desirable location for small weddings due to its central location to Town Hall, local restaurants, highway access points and natural green space for wedding photos. Guests would check-in at Town Hall with Access Aurora and the delegated wedding officiant would accompany the wedding party to the Petch House to conduct the service. The Petch House would also be well used for pictures along with the Arboretum entrance and trail area for a natural private setting. Wedding staff would encourage the wedding guests to use the Town Hall public washrooms versus the Seniors Centre location, so it is less disruptive to seniors programming. Based on the short duration of each civil ceremony (less than 30 minutes per service), it would be staff’s recommendation to proceed with minimal improvements to the Petch House. Future additional enhancements could be considered if demand for civil ceremonies continues to rise, however, for the current expected use, a minimal level of work is needed to make this space a functioning wedding chapel, that is marketable for Page 301 of 490 February 20, 2024 4 of 7 Report No. CMS24-005 the current trends in the wedding service industry (rustic, private/intimate, wedding ready with no additional cost of rentals for couples looking for a small space). Based on current demand, minimal upgrades and improvements are needed to make the Petch House viable as a wedding chapel on a seasonal basis Currently, the Petch House is a basic structure (board formed) with windows and doors and is 775 square feet. The space is not currently equipped with any electrical fixtures or lighting. Lighting fixtures controlled by a wall switch will be required to illuminate the interior space. There is an existing electric panel box located in the building. This panel box will be required to be isolated from any public areas. Also, the building has been placed on a concrete slab that is approximately 8 inches lower than the entrance doors. To upgrade the facility to provide a level access, a wooden flooring system needs to be added. The system would be installed on top of the existing slab flooring, then a plywood surface would be finished with a durable flooring product. The space could also use a refresh with some basic cosmetic upgrades and wedding décor. Therefore, staff recommend the following basic improvements to ensure the Petch House is a viable option for wedding services on a seasonal basis (April-October). These basic improvements would have no impact on the heritage features of the Petch House. With these proposed improvements and the type of use (seasonal use), the capacity of the Petch House could hold up to a maximum of 10 people. This structure’s basic compliance with the Ontario Building Code has already been achieved and occupancy may be granted now with the recent replacement of its windows that open and close allowing for adequate air circulation for seasonal bookings. Summary of the proposed upgrades and improvements: - Cosmetic upgrades - Addition of lighting - Accessible ramp added to the entrance door - Flooring system and covering - Security system provisions - Purchase of wedding décor The cost estimate for these improvements would be approximately $50,000. Based on current interest, staff recommend proceeding with the minimal upgrades. In the future, if the demand continues to increase with a desire for year-round access or to support alternative uses (i.e. meeting space), a more significant renovation would be required. This would include the addition of electrical, HVAC and washrooms. This level Page 302 of 490 February 20, 2024 5 of 7 Report No. CMS24-005 of renovation could cost approximately $250,000 and would need to consider the impact on the heritage attributes of the building. Advisory Committee Review Heritage Advisory Committee November 2, 2020 (HAC20-012) and April 5, 2021 (Memo). The Committee expressed questions and concerns about a variety of things including parking capacity, occupant load, washroom facilities, accessibility, seasonal requirements, interior finishes, and the potential impact on any installation on the heritage attributes of the building. No impacts to any heritage attributes are anticipated as part of the proposed conversion. The Heritage Advisory Committee will also continue to be consulted with on detailed design matters moving forward. Legal Considerations The proposed change of use to this facility will not impact the Town’s 2024 insurance premium. If the value of the building increases as a result of the proposed renovations, there may be a small increase to the Town’s insurance premium in 2025. It is recommended that wedding couples book the Petch House through the Town’s Facility Permit Booking system to ensure there is adequate liability insurance in place. Financial Implications At this time staff recommend the above noted basic improvements to this structure totalling approximately $50,000. If Council is supportive of these improvements, it is recommended that it approve the creation of a new capital project with $50,000 in capital budget authority. And, that this capital budget authority be funded from the Heritage reserve fund. With a present balance of $330,700, this reserve contains sufficient reserves to fund this project. Further, these expenditures would be eligible for funding from this reserve. The proposed improvements to the Petch House will enable the town to generate incremental operating revenue for the Town. At this time, it is difficult to estimate how much revenue is possible. Page 303 of 490 February 20, 2024 6 of 7 Report No. CMS24-005 Communications Considerations Should the Petch House be converted to a wedding chapel, Corporate Communications will work closely with Access Aurora Manager, the Town’s wedding officiant to promote the facility as a venue. This will be done by utilizing the Town website, social media, wedding tourism brochures and other promotional materials that could be used to promote our wedding services at bridal shows and other community engagement events. Climate Change Considerations None. Link to Strategic Plan The conversion of the Petch House supports the Strategic Plan goal of supporting an exceptional quality of life for all through its accomplishment in satisfying requirements in the following key objective: Strengthening the fabric of our community: The conversion of the Petch House will provide a unique and desirable community use. Alternative to the Recommendation 1. The Council refuse the conversion of the Petch House to a wedding chapel and direct staff to explore alternative options for the use of the building. Conclusions In order to convert the Petch House to a wedding chapel use seasonally, staff would recommend minimal improvements to make the Petch House viable for small civil wedding ceremonies. Town of Aurora already offers wedding services such as marriage licenses and civil ceremony officiating. Improving the Petch House, will put a currently unused facility into use and provide a nice alternative to the wedding services. Additional enhancements could be considered in the future once we have more information about actual uptake on the Petch House being used in this manner. Staff will work to implement Council’s approval and proceed with the appropriate next steps. Page 304 of 490 February 20, 2024 7 of 7 Report No. CMS24-005 Attachments None. Previous Reports April 17, 2018 - PDS18-038 - Petch House – Potential Conversion to a Wedding Chapel Use Pre-submission Review Agenda Management Team review on February 1, 2024 Approvals Approved by Robin McDougall, Director, Community Services Approved by Doug Nadorozny, Chief Administrative Officer Page 305 of 490 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Member Motion Mayor’s Office _______________________________________________________________________________________ Re: To: From: Date: Request for Amenity Sharing MOU with School Boards for Evening/Weekend Gymnasium Use Members of Council Mayor Tom Mrakas February 20, 2024 _______________________________________________________________________________________ Whereas the Town of Aurora recognizes the importance of fostering community engagement and providing recreational opportunities; and Whereas schools are funded by local taxpayers; and Whereas school gymnasiums serve as valuable amenities that can enhance recreational activities for residents; and Whereas existing school board policies/procedures do not prioritize municipal residency within their allocation of the use of space; and Whereas the school board charges a premium rate to use the schools on weekends causing a barrier for the Town or local organizations to afford; 1.Now Therefore Be It Hereby Resolved That this Council requests the Province and the Minister of Education to assist in making school board facilities available to local municipalities on a priority, at a cost recovery rate; and 2.Be It Further Resolved That Council requests the School Boards within the jurisdiction of the Town of Aurora to enter into a Memorandum of Understanding (MOU) with the Town for the shared use of school gymnasiums on evenings and weekends; and 3.Be It Further Resolved That a copy of this request be sent to the relevant School Boards, expressing the Town's interest in establishing a collaborative agreement for evening and weekend gymnasium access; and Page 306 of 490 Request for Amenity Sharing MOU with School Boards for Evening/Weekend Gymnasium Use February 20, 2024 Page 2 of 2 4.Be It Further Resolved That the Town staff is directed to collaborate with the School Boards in drafting the terms and conditions of the MOU, ensuring clarity and fairness in the shared use of these facilities; and 5.Be It Further Resolved That upon reaching an agreement, the MOU shall be presented to Council for review and approval; and 6.Be It Further Resolved That a copy of this Motion be sent to The Honourable Doug Ford, Premier of Ontario, The Honourable Paul Calandra, Minister of Municipal Affairs and Housing, The Honourable Stephen Lecce, Minister of Education, Marit Stiles, Leader of the Ontario New Democratic Party, Bonnie Crombie, Leader of the Ontario Liberal Party, and all MPPs in the Province of Ontario; and 7.Be It Further Resolved That a copy of this Motion be sent to the Association of Municipalities of Ontario (AMO) and all Ontario municipalities for their consideration of support. Page 307 of 490 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Member Motion Councillor’s Office _______________________________________________________________________________________ Re: Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement To: Mayor and Members of Council From: Councillor Rachel Gilliland Date: February 20, 2024 _______________________________________________________________________________________ Whereas all Ontarians deserve and expect a safe and respectful workplace; and Whereas municipal governments, as the democratic institutions most directly engaged with Ontarians need respectful discourse; and Whereas several incidents in recent years of disrespectful behaviour and workplace harassment have occurred amongst municipal members of councils across Ontario; and Whereas these incidents seriously and negatively affect the people involved and lower public perceptions of local governments; and Whereas municipal Codes of Conduct are helpful tools to set expectations of council member behaviour; and Whereas municipal governments have limited abilities in their toolkit to adequately enforce compliance with municipal Codes of Conduct; and Whereas the most severe penalty that can be imposed on a municipal member of council is the suspension of pay for 90 days, even when egregious acts are committed and substantiated; and Whereas AMO has called on the government to table and pass legislation that reflects the following recommendations • Updating municipal Codes of Conduct to account for workplace safety and harassment • Creating a flexible administrative penalty regime, adapted to the local economic and financial circumstances of municipalities across Ontario Page 308 of 490 Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement February 20, 2024 Page 2 of 2 • Increasing training of municipal Integrity Commissioners to enhance consistency of investigations and recommendations across the province • Allowing municipalities to apply to a member of the judiciary to remove a sitting member if recommended through the report of a municipal Integrity Commissioner • Prohibit a member so removed from sitting for election in the term of removal and the subsequent term of office; 1. Now Therefore Be it Hereby Resolved That the Town of Aurora supports the call of action the Association of Municipalities of Ontario, (AMO), has submitted to the Government of Ontario to introduce legislation to strengthen municipal Codes of Conduct and compliance with them, in consultation with municipal governments; and 2. Be It Further Resolved That the legislation encompasses the Association of Municipalities of Ontario’s letter of recommendations which includes options for enforcing compliance by council members with Municipal Codes of Conduct such as • Updating municipal Codes of Conduct to account for workplace safety and harassment • Creating a flexible administrative penalty regime, adapted to the local economic and financial circumstances of municipalities across Ontario • Increasing training of municipal Integrity Commissioners to enhance consistency of investigations and recommendations across the province • Allowing municipalities to apply to a member of the judiciary to remove a sitting member if recommended through the report of a municipal Integrity Commissioner • Prohibit a member so removed from sitting for election in the term of removal and the subsequent term of office; and 3. Be It Further Resolved That a copy of this Motion be sent to the Hon. Doug Ford, Premier of Ontario, the Hon. Michael Parsa, MPP Aurora—Oak Ridges—Richmond Hill, and Dawn Gallagher Murphy, MPP Newmarket—Aurora, The Hon. Paul Calandra, Minister of Municipal Affairs and Housing and all 444 Ontario municipalities. Page 309 of 490 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Memorandum Mayor’s Office Re: York Regional Council Highlights of January 25, 2024 To: Members of Council From: Mayor Mrakas Date: February 20, 2024 Recommendation 1. That the York Regional Council Highlights of January 25, 2024, be received for information. Page 310 of 490 1 , Thursday, February 1, 2024 York Regional Council – Thursday, January 25, 2024 Livestreaming of the public session of Council and Committee of the Whole meetings is available on the day of the meeting from 9 a.m. until the close of the meeting. Past sessions are available at York.ca/councilandcommittee York Region calls on senior governments to support asylum seekers York Regional Council passed a resolution calling on the federal government to provide funding to support the ongoing needs of asylum claimants. This funding would compensate York Region for expenses to date, as well as ensuring the Region can continue current levels of interim accommodation and support through to the end of 2024. The resolution speaks to the pressing needs and provincial and federal advocacy for funding in the following critical areas: •Providing funding to York Region to compensate expenses in 2023 ($2.7 million) and offset costs related to the Region’s interim housing and supports to asylum claimants •Providing an additional $14.1 million estimated to offset costs related to the Region’s interim housing and supports to asylum claimants for the balance of 2024 •Increasing Canada Ontario Housing Benefit funding to at least match enhanced provincial allocation of $2.4 million; enabling asylum claimants to settle and find more stable housing •Coordinating and streamlining intake and housing supports by senior levels of government address the increase in asylum claimants in Canada •Providing funding directly to community organizations and service providers, such as churches and faith organizations, that are providing interim housing and settlement supports to asylum seekers Regional Council also requested senior level governments provide funding directly to community organizations and service providers, such as churches and faith organizations that are providing interim housing and settlement supports to asylum seekers. On Thursday, January 31, 2024, the Government of Canada announced an additional $362.4 million in funding for the Interim Housing Assistance Program (IHAP) as part of the 2023-2024 fiscal year. York Region is pleased the Government is acknowledging the work municipalities continue to do on this critical issue and look forward to details on how additional funding will be allocated locally. On September 28, 2023, York Regional Council approved $4.3 million in municipal tax levy funding towards the establishment and operations of a hotel-based interim accommodation and support site in the City of Vaughan for asylum seekers and refugee claimants. In December 2023, York Region expanded its capacity to assist refugee claimants and asylum seekers by opening a second hotel- based interim accommodation and support site in the City of Markham. Page 311 of 490 York Region will continue to collaborate with local municipalities and partners across the Greater Toronto and Hamilton Area and with the federal and provincial governments to help ensure asylum seekers are supported and welcomed. Update on Public Heath in York Region Regional Council received an update from York Region Medical Officer of Health Dr. Barry Pakes, outlining current COVID-19, respiratory illnesses and other public health activities in the community and impacts on the health care system. COVID-19, respiratory illness, population increases, access to primary care and an aging population have contributed to congestion in the acute health care system. These capacity challenges have placed pressure on York Region’s emergency departments who have implemented surge models to prioritize patient care. While COVID-19, RSV and influenza have contributed to high hospital occupancy since late 2023, York Region wastewater surveillance demonstrates cases of RSV, COVID-19 and influenza have peaked and hospitalizations related to these illnesses are beginning to decrease. Thanks to vaccination efforts of public health and York Region residents, particularly in older individuals and high-risk populations, serious outcomes related to COVID-19, including hospitalization and death, remain low across York Region. Immunization remains the most effective tool to protect against COVID-19 and other respiratory illnesses. Residents in all age groups, including older adults and those with compromised immune systems, are encouraged to get vaccinated annually. York Region appoints Laura McDowell Commissioner of Public Works Following a thorough and competitive recruitment process, Regional Council appointed Laura McDowell as the new Commissioner of Public Works for The Regional Municipality of York, effective Monday, February 5, 2024. With more than three decades of private and public sector experience leading large infrastructure projects and programs, Ms. McDowell will play a pivotal role in leading York Region Public Works. Reporting directly to the Chief Administrative Officer, the Commissioner of Public Works is responsible for providing strategic direction and overall leadership of the Public Works department, which includes Operations and Services and Capital Infrastructure Services. This portfolio has oversight for water and wastewater facilities, waste management, natural heritage and forestry services, York Region Transit, road user safety, transportation systems and traffic operations. York Region participates in Ontario 2024 Budget consultations Regional Council is supporting its growing and diverse communities by participating in provincial 2024 budget consultations. Comments will be submitted addressing five key areas: • Financial impacts of More Homes Built Faster Act, 2022 • Infrastructure required to meet provincial housing targets • Housing affordability challenges • Transit priorities • Human and health service needs To continue delivering fiscally sustainable programs and services to more than 1.2 million residents, York Region will investigate and advocate for additional funding from senior levels of government. Page 312 of 490 Celebrating York Regional Forest 100th anniversary Regional Council and The Regional Municipality of York are recognizing the 100th anniversary of the York Regional Forest with a year-long celebration packed with free activities, events and historical exhibits for everyone to enjoy. After a century of restoration efforts, and now guided by It’s in Our Nature: Management Plan for the York Regional Forest, today’s Regional Forest adds up to over 2,500 hectares and is made up of 24 forest tracts located in different parts of the Region. To commemorate the 100th anniversary, a 142-hectare property acquired in 2021 at McCowan Road and Queensville Sideroad in the Town of East Gwillimbury will be named the “Centennial Tract”. As part of celebrations, a community tree planting event will be held at this tract in 2024. Learn more about the York Regional Forest’s 100-year anniversary, its history and activities and events at york.ca/Forest100 York Region assumes jurisdiction of two Township of King Roads At the Township of King’s request, Regional Council has approved transferring ownership of the following road sections to York Region effective June 1, 2024: • Keele Street from Lloydtown/Aurora Road to Davis Drive • 17th Sideroad from Jane Street to Dufferin Street These sections are a logical extension of existing Regional road corridors and provide increased efficiency for ongoing maintenance and operations. Road transfers from a local city or town to York Region, or from York Region to a local city or town, are subject to the Regional Road Assumption Policy. In June 2023, the Township of King requested York Region assume jurisdiction of these road sections and complete intersection improvements, including a pedestrian crosswalk and revising the Parking and Stopping on Regional Roads Bylaw. The transfer also includes road reconstruction and rehabilitation, ongoing asset management, winter maintenance and landscaping costs. It’s estimated to cost $216,000 from June to December 2024. For the 10-year budget period from 2025 to 2034, the financial impact is estimated to be $15.3 million, with pavement reconstruction on Keele Street. Regional roads are typically main arterial roadways that connect our nine local cities and towns. Learn more about Regional roads at york.ca/roads Long-term care transformation better supports mental health and well-being of residents York Region supports Canadian Standards Association group’s new draft national standard on mental health and well-being of residents in long-term care and assisted living settings to ensure high quality care nationwide. York Region provided recommendations building on the Region’s previous advocacy and identifying the need for funding and Provincial support ahead of implementation. The Canadian Standards Association Group developed the draft national standard to provide guidance and improve care in long-term care and assisted living. This standard is in addition to two national standards Health Canada is considering through the development of the Safe Long-Term Care Act. York Region operates two long-term care homes, the Newmarket Health Centre and Maple Health Centre, and is committed to support the mental health and well-being of long-term care residents. Page 313 of 490 York Region provides over $1 million to strengthen business community The Regional Municipality of York has committed $1,080,600 funding to continue strengthening York Region’s business economy through fostering innovation with a focus on international and women-led tech entrepreneurs. In partnership with York University and Treefrog Inc., funding for Project JumpSTART will help increase local employment and economic growth, promote equity and diversity and expand business and entrepreneurship guidance and resources for York Region’s northern six municipalities. Project JumpSTART leverages financial support from several levels of government and builds on existing entrepreneurial-focused programs and accomplishments in York Region innovation. The Economic Development Action Plan is founded on pillars of business, innovation and talent. Business incubators and accelerators play an important role in supporting business innovation in York Region, contributing to economic prosperity. For more information on economic development and available resources to grow a business, visit YorkLink.ca York Region prepared for emergency or disaster Regional Council received the Emergency Management Program Annual Compliance review report, outlining activities undertaken to ensure annual regulations are met and Regional staff are prepared to respond in times of emergency. Under the Emergency Management and Civil Protection Act and Ontario Regulation 380/04, York Region is required to create and maintain an emergency management program and emergency response plan, identify critical infrastructure, conduct training and exercises and promote public awareness. York Region also partnered with York Regional Police and the nine local cities and towns to complete an annual Hazard Identification and Risk Assessment (HIRA). Top hazards identified through this exercise and most likely to impact York Region include: • Infectious Diseases • Winter/Weather/Ice Storm • Electrical Energy Outage • Cyber Attack Tornado Residents can do their part by preparing a personal emergency plan and 72-hour emergency kit. York Region appoints KPMG as municipal auditor Regional Council has appointed KPMG as its municipal auditor for a term of five years, covering fiscal years 2024 to 2028. Under the Municipal Act, Ontario municipalities are required to retain a municipal auditor licensed under the Public Accounting Act to annually audit accounts and transactions of the region and its boards. The municipal auditor is also responsible for expressing an opinion of the annual financial statements for these bodies. As Shareholder of the Region’s three corporations, Housing York Inc., YTN Telecom Network Inc. and York Region Rapid Transit Corporation, Regional Council appointed KMPG as auditors for these entities. Page 314 of 490 Alzheimer’s Awareness Month Regional Council recognized January as Alzheimer’s Awareness Month and encouraged residents to learn more about dementia and its impacts on individuals and families. Through York Region’s Adult Day programs, vulnerable residents suffering from dementia and other cognitive health issues are provided a safe and secure environment to participate in meaningful daily activities and exercises. These programs offer critical support to residents living with dementia and their families and caregivers. Tamil Heritage Month Regional Council recognized January as Tamil Heritage Month and acknowledged the many contributions of Tamil Canadians. As one of the fastest growing and most diverse communities in Canada, York Region is home to a large Tamil population who add to the social, economic, political and cultural fabric of our communities. Crime Stoppers Awareness Month Regional Council recognized January as Crime Stoppers Awareness Month and acknowledged the important role residents, law enforcement and the media play in keeping our communities safe. As a non-profit community organization, Crime Stoppers of York Region is a collaborative and proactive effort to provide residents with a program to anonymously assist with solving crime. National Day of Remembrance for Victims of Air Disasters On Monday, January 8, 2024, Regional Council recognized National Day of Remembrance for Victims of Air Disasters and honoured the many lives lost in these tragedies, including the victims of Ethiopian Airlines Flight 302, Air India Flight 280, Air Ontario Flight 1362 and other smaller incidents. York Region also marked the fourth anniversary of the tragic and unnecessary downing of Ukraine International Airlines Flight 752, which claimed 176 innocent lives, including 57 Canadians, 26 York Region residents and a York Region staff member, Bahareh Karami. National Non-Smoking Week Regional Council recognized January 21 to 27, 2024, as National Non-Smoking Week, which aims to educate on the dangers of smoking, help people quit and assist in the goal of a smoke-free Canada York Region Public Health provides several cost-free smoking cessation programs and resources for residents looking to quit at york.ca/substanceabuse Bell Let’s Talk Day Regional Council recognized Wednesday, January 25, 2024, as Bell Let’s Talk Day and acknowledged the importance of having real and meaningful conversations to end the stigma associated with mental health. Since 2010, the Bell Let’s Talk initiative has helped more than 1,500 organizations support 6.9 million Canadians with access to mental health services and created a national conversation about mental health that continues to create meaningful and positive change. International Day of Clean Energy Regional Council recognized Friday, January 26, 2024, as International Day of Clean Energy, which calls for meaningful steps towards achieving more reliable and sustainable modern energy systems. Page 315 of 490 As part of Regional Council’s efforts to achieve net zero greenhouse gas emissions by 2050, York Region continues to take steps to reduce energy consumption across the organization and support electrification of the Regional fleet and transit vehicles. Standing up to hate and intolerance Regional Council recognized Saturday, January 27, 2024, as International Holocaust Remembrance Day and Monday, January 29, 2024, as National Day of Remembrance for the Quebec City Mosque Attack, honouring the six million Jewish victims of the Holocaust and the victims of the Quebec City act of terror. In the wake of conflicts and events taking place around the world, these two days serve as a sobering reminder that hate has no place in our communities and that more must be done to build an inclusive and welcoming York Region. Regional Council also supported the launch of the #EndHateYR campaign aimed at reducing hate crime and hate incidents in the community. Developed in collaboration with York Regional Police’s Hate Crimes Unit, the #EndHateYR campaign provides education and awareness about hate motivated crimes and incidents, impact on individuals and how community members can work together to eliminate hate and support those impacted. Residents are encouraged to help end the cycle of hate and support welcoming communities by visiting york.ca/EndHate Celebrating Black History Regional Council recognized February as Black History Month and acknowledged the many achievements and contributions of all Black Canadians that have helped make Canada a culturally diverse, compassionate and prosperous nation. As one of Canada’s most diverse communities and home to a fast-growing number of people who self- identify as Black or of African Heritage, York Region values its diverse and ethnically rich population as a source of strength, vitality and economic opportunity. Black History Month is an opportunity to learn about the diversity of Black communities in York Region and to celebrate the important contributions of Black Canadians to the settlement, growth and prosperity of the country. Next meeting of York Regional Council York Regional Council will meet on Thursday, February 22, 2024, at 9 a.m. in the York Region Administrative Centre Council Chambers, located at 17250 Yonge Street in the Town of Newmarket. The meeting will be streamed on york.ca/live The Regional Municipality of York consists of nine local cities and towns and provides a variety of programs and services to more than 1.2 million residents and 55,600 businesses with more than 615,000 employees. More information about the Region’s key service areas is available at york.ca/regionalservices -30- Media Contact: Kylie-Anne Doerner, Corporate Communications, The Regional Municipality of York Phone: 1-877-464-9675, ext. 71232 Cell: 289-716-6035 kylie-anne.doerner@york.ca Page 316 of 490 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Council Report No. PDS 24-0 22 Subject: Additional Information to Report No. PDS24-002 Aurora Heights Drive Pedestrian Crossover Prepared by: Michael Ha, Transportation and Traffic Analyst Department: Planning and Development Services Date: February 27, 2024 _ Recommendation 1. That Report No. PDS24-022 be received for information. Executive Summary This report presents to Council additional information requested at the General Committee meeting on February 6, 2024 with regards to the proposed Aurora Heights Pedestrian Crossing:  Based on a previous analysis, staff recommends implementing a Level 2 Type D pedestrian crossover at the subject location of Aurora Heights Drive. This analysis was based on the warrant analysis and selection matrix outlined in the OTM Book 15.  A Level 2 Type B pedestrian crossing treatment on Aurora Heights Drive would cost approximately $110,000 including design, construction and contingency.  It would take a total of approximately six to eight months to implement a Level 2 Type B pedestrian crossing treatment. Background Staff report no. PDS24-002, which was presented to Council at the General Committee meeting on February 6, 2024, recommended a mid-block-controlled Level 2 Type D Page 317 of 490 February 27, 2024 2 of 6 Report No. PDS24-022 pedestrian crossover on Aurora Heights Drive near the southern terminus of the Machell Park trail and the northern terminus of Fleury Park Trail. In response to comments received at the February 6, 2024 General Committee meeting, staff have prepared additional cost and timing information associated with a potential implementation of a Level 2 Type B pedestrian crossover at the same location on Aurora Heights Drive. Analysis Based on a previous analysis, staff recommends implementing a Level 2 Type D pedestrian crossover at the subject location of Aurora Heights Drive. This is based on the warrant analysis and selection matrix outlined in the OTM Book 15. In accordance with OTM Book 15, a two-step pedestrian crossover treatment evaluation process was undertaken:  Step 1: Undertake a warrant analysis which is based on both vehicular and pedestrian volumes to determine if a pedestrian crossover is warranted (Table 1, Report No. PDS24-002). Based on the requirements outlined in OTM Book 15, the subject location is a candidate for a pedestrian crossover.  Step 2: If the warrant is met under Step 1, select the appropriate type of pedestrian crossover using the selection matrix which is determined by vehicular volumes only (Table 2, Report No. PDS24-002). Using the data collected and the selection matrix for pedestrian crossover treatments in OTM Book 15, a Level 2 Type D pedestrian crossover is recommended for Aurora Heights Drive. Page 318 of 490 February 27, 2024 3 of 6 Report No. PDS24-022 A Level 2 Type B pedestrian crossing treatment on Aurora Heights Drive would cost approximately $110,000 including design, construction, and contingency. A more detailed cost estimate of a Level 2 Type B pedestrian crossing treatment was undertaken to determine the amount of additional budget that would be required in excess of the $46,600 available amount under the approved capital budget authority for Project GN0045 (formally 34518) – Pedestrian Crossings per the 2019 DC Study. In order to implement a Level 2 Type B pedestrian crossing treatment on Aurora Heights Drive, a total of approximately $110,000 would be required. This includes costs associated with design, construction, and a 30 percent contingency. Approximately $63,400 would be required in addition to the $46,600 available under the approved capital budget authority for Project GN0045 (formally 34518) – Pedestrian Crossings per the 2019 DC Study. It would take a total of approximately six to eight months to implement a Level 2 Type B pedestrian crossing treatment. It is estimated that the implementation of a Level 2 Type B pedestrian crossing treatment, including design, procurement and construction, would take approximately six to eight months to complete. Advisory Committee Review None. Legal Considerations None. Financial Implications Table 1 presents a summary of the estimated capital investment required for the above discussed two options, including staff’s recommended option, for the Aurora Heights pedestrian crossing. Page 319 of 490 February 27, 2024 4 of 6 Report No. PDS24-022 Table 1 Aurora Heights Pedestrian Crossing Option Cost Estimation Options Design Construction 30% Contingency Unrecover- able Taxes Total Level 2 Type D Pedestrian Crossover (Recommended ) $1,000 $7,000 $2,000 $200 $10,200 Level 2 Type B Pedestrian Crossover 10,000 75,000 25,000 1,500 $111,500 Either selected pedestrian crossing option would fall under Project GN0045 (Formally, 34518) – Pedestrian Crossing as per 2019 DC Study which presently has total capital budget authority of $144,100. Of this amount $46,600 remains unspent or committed. Without consideration of any other potential pedestrian crossings, staff’s recommended option could be funded within this project’s existing approved budget authority. However, if the second presented option is selected Council would be required to approve an increase to the budget authority for this project of $64,900. These noted financial impacts do not consider those relating to the Hollandview Trail pedestrian crossing which is discussed in detail under Report No. PDS24-23. Any financial impacts relating to this crossing would be in addition to those discussed here. If staff’s recommended Hollandview Trail and Aurora Heights Drive pedestrian crossing options are selected by Council, both would be affordable under this project’s existing budget authority. If an alternative option is selected in both, or one instance, Council will be required to approve additional budget authority and funding for this project. Funding for any required increase would come from Roads & Related development charges and the Growth & New reserve. Communications Considerations Staff will inform the public about the information contained in this report by posting this report to the Town’s website and sending a construction notice out to affected residents two weeks prior to construction. Page 320 of 490 February 27, 2024 5 of 6 Report No. PDS24-022 Climate Change Considerations None. Link to Strategic Plan This report supports the Strategic Plan goal of Support an Exceptional Quality of Life for All by examining traffic patterns and identifying potential solutions to improve movement and safety at key intersections in the community. Alternative(s) to the Recommendation 1. That Council provide direction. Conclusions This report presents to Council the additional cost and timing information associated with a potential implementation of a Level 2 Type B pedestrian crossover Aurora Heights Drive near the southern terminus of the Machell Park trail and the northern terminus of Fleury Park trail. Based on a previous analysis Staff recommends implementing a Level 2 Type D pedestrian crossover at the subject location of Aurora Heights Drive based on the warrant analysis and selection matrix outlined in the OTM Book 15. In response to comments received at the February 6, 2024 General Committee meeting, staff have prepared additional cost and timing information associated with a potential implementation of a Level 2 Type B pedestrian crossover at the same location on Aurora Heights Drive. In order to implement a Level 2 Type B pedestrian crossing treatment on Aurora Heights Drive, a total of approximately $110,000 would be required. This includes costs associated with design, construction, and a 30 percent contingency. Approximately $63,400 would be required in addition to the $46,600 available under the approved capital budget authority for Project GN0045 (formally 34518) – Pedestrian Crossings per the 2019 DC Study. Page 321 of 490 February 27, 2024 6 of 6 Report No. PDS24-022 It is estimated that the implementation of a Level 2 Type B pedestrian crossing treatment, including design, procurement and construction, would take approximately six to eight months to complete. Attachments None. Previous Reports PDS23-148, Aurora Heights Drive Pedestrian Crossover, December 20, 2023 PDS24-002, Aurora Heights Drive Pedestrian Crossover, February 6, 2024 Pre-submission Review Agenda Management Team review on February 21, 2024 Approvals Approved by Marco Ramunno, Director, Planning and Development Services Approved by Doug Nadorozny, Chief Administrative Officer Page 322 of 490 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Council Report No.PDS -0 23 Subject: Additional Information to Report No. PDS24-003 Hollandview Trail Pedestrian Crossover Prepared by: Michael Ha, Transportation and Traffic Analyst Department: Planning and Development Services Date: February 27, 2024 _ Recommendation 1. That Report No. PDS24-023 be received for information. Executive Summary This report presents to Council additional information requested at the General Committee meeting on February 6, 2024, with regards to the proposed Hollandview Trail Pedestrian Crossing:  Based on a previous analysis, staff recommends implementing a Level 2 Type D pedestrian crossover at the subject location of Hollandview Trail. This analysis was based on the warrant analysis and selection matrix outlined in the OTM Book 15.  It is estimated that three to four on-street parking spaces will need to be removed to accommodate the proposed Level 2 Type D pedestrian crossover on Hollandview Trail.  Staff reviewed the feasibility of implementing a physical barrier and signage at the end of the walkway to direct pedestrians to cross at the Hollandview Trail / Bridgenorth Drive intersection where a school crossing guard can assist with crossing on to the other side of Hollandview Trail. Page 323 of 490 February 27, 2024 2 of 8 Report No. PDS24-023  A new sidewalk, in addition to a physical barrier at the end of the walkway, would be required on the south side of Hollandview Trail from the walkway to the Hollandview Trail / Bridgenorth Drive intersection for pedestrians to cross Hollandview Trail at the existing school crossing guard location should a physical barrier be employed.  An additional school crossing guard at the subject location would enable the safe crossing of school children during school hours with no impact to on-street parking availability. Background Staff report no. PDS24-003 was presented to Council at the General Committee meeting on February 6, 2024. A mid-block-controlled Level 2 Type D pedestrian crossover was recommended on Hollandview Trail at the existing walkway located approximately 50m west of Bridgenorth Drive. In response to comments at the February 6, 2024, General Committee meeting, staff investigated the following:  Feasibility of implementing a physical barrier and signage at the subject walkway to direct pedestrians to utilize the existing adjacent crossing guard at the intersection of Hollandview Trail and Bridgenorth Drive to cross Hollandview Trail.  Assessment of the potential impacts to on-street parking from the implementation of a Level 2 Type D pedestrian crossover on Hollandview Trail.  A review of alternative measures that would permit the safe crossing of pedestrians during school hours with minimal impact to on-street parking availability. Page 324 of 490 February 27, 2024 3 of 8 Report No. PDS24-023 Analysis Based on a previous analysis staff recommends implementing a Level 2 Type D pedestrian crossover at the subject location of Hollandview Trail based on the warrant analysis and selection matrix outlined in the OTM Book 15. In accordance with OTM Book 15, a two-step pedestrian crossover treatment evaluation process was undertaken:  Step 1: Undertake a warrant analysis which is based on both vehicular and pedestrian volumes to determine if a pedestrian crossover is warranted (Table 1, Report No. PDS24-003). Based on the requirements outlined in OTM Book 15, the subject location is a candidate for a pedestrian crossover.  Step 2: If the warrant is met under Step 1, select the appropriate type of pedestrian crossover using the selection matrix which is determined by vehicular volumes only (Table 2, Report No. PDS24-003). Using the data collected and the selection matrix for pedestrian crossover treatments in OTM Book 15, a Level 2 Type D pedestrian crossover is recommended for Hollandview Trail. It is estimated that three to four on-street parking spaces will be removed to accommodate the proposed Level 2 Type D pedestrian crossover on Hollandview Trail. Staff have completed a review of the existing parking restrictions and the potential impacts to on-street parking that would result from the proposed pedestrian crossover treatment and the no-stopping areas required on both sides of the crossover. Parking is currently prohibited on the south side of Hollandview Trail. The implementation of the pedestrian crossover and no-stopping signs will not result in loss of parking on the south side of Hollandview Trail. It is anticipated that the proposed pedestrian crossover treatment and no-stopping restrictions would result in the loss of three to four on-street parking spaces on the north side of Hollandview Trail (Attachment 1). Page 325 of 490 February 27, 2024 4 of 8 Report No. PDS24-023 Staff reviewed the feasibility of implementing a physical barrier and signage at the end of the walkway to direct pedestrians to cross at the Hollandview Trail / Bridgenorth Drive intersection where a school crossing guard can assist with crossing on to the other side of Hollandview Trail. The role of school crossing guards is to direct and supervise the movement of pedestrians across a road by creating necessary gaps in vehicular traffic to provide safe passage at a designated school crossing location. Sometimes, it is beneficial to guide pedestrians to nearby intersections that have a school crossing guard so that they may cross under supervision. An example can be found on Murray Drive, near Regency Acres Public School and St. Joseph Catholic Elementary School where a pedestrian barrier is placed at its intersection with Murray Drive (Attachment 2). A new sidewalk, in addition to a physical barrier at the end of the walkway, would be required on the south side Hollandview Trail from the walkway to the Hollandview Trail / Bridgenorth Drive intersection for pedestrians to cross Hollandview Trail at the existing school crossing guard location. A physical barrier may be deployed at the intersection of a walkway and a sidewalk parallel to a road to discourage pedestrians from crossing the road where no crosswalk exists. Similar to existing conditions on Murray Drive near Regency Acres Public School and St. Joseph Catholic Elementary School, a sidewalk parallel to the road is required so that pedestrians can walk safely to the nearby crossing facility. As there is no sidewalk provided on the south side of Hollandview Trail at the proposed crossing location, it is not feasible for pedestrians to safely walk to the Hollandview Trail / Bridgenorth Drive intersection. Approximately 50m of sidewalk would be required on the south side of Hollandview Trail in order to connect the existing walkway to Bridgenorth Drive. The design and construction related to a pedestrian barrier at the end of the walkway, a new sidewalk on the south side of Hollandview Trail from the walkway to the Bridgenorth Drive, and a pedestrian crossing on the west leg of the Hollandview Trail / Bridgenorth Drive intersection would cost approximately $58,500. These costs would need to be confirmed through a detailed design process. The area where the sidewalk would be placed includes five mature trees and utilities that may potentially need to be removed to accommodate the addition of a sidewalk in this area. An additional school crossing guard at the subject location would enable the safe crossing of school children during school hours with no impact on area on-street parking availability. Page 326 of 490 February 27, 2024 5 of 8 Report No. PDS24-023 Consideration could be given to adding an additional school crossing guard at the identified location at an annually recurring operating cost. A pedestrian crossing pavement marking would be of benefit at a cost of approximately $1,500 should this option be considered. The existing school crossing guard at the Hollandview Trail / Bridgenorth Drive intersection costs approximately $17,000 per year based on the current contract with the school crossing guard contractor, which expires at the end of 2024. The cost to employ a school crossing guard may increase when a new contract is put in place. Advisory Committee Review None. Legal Considerations None. Financial Implications Table 1 presents a summary of the estimated capital investment required for the above discussed three options, including staff’s recommended option, for the Hollandview trail pedestrian crossing. Table 1 Hollandview Trail Pedestrian Option Crossing Cost Estimation Options Design Construction 30% Contingency Unrecover- able Taxes Total Level 2 Type D Pedestrian Crossover (Recommended) $1,000 $7,000 $2,000 $200 $10,200 Construction of Walkway Barrier & Sidewalk, incl. pavement markings $7,000 $38,000 $13,500 $800 $59,300 Page 327 of 490 February 27, 2024 6 of 8 Report No. PDS24-023 School Crossing Guard and pavement marking (Excl. Operating impact) - $1,000 $500 - $1,500 If the School Crossing Guard option is selected, it will result in a new annual operating budget requirement of $17,000 which would need to be included in the 2025 operating budget for adoption. Any selected crossing option would fall under Project GN0045 (Formally, 34518) – Pedestrian Crossing as per 2019 DC Study which presently has total capital budget authority of $144,100. Of this amount $46,600 remains unspent or committed. Without consideration of any other potential pedestrian crossing, all but option 2 of these presented options could be funded within this project’s existing approved budget authority. These noted financial impacts do not consider those relating to the Aurora Heights pedestrian crossing which is discussed in detail under Report No. PDS24-23. Any financial impacts relating to this crossing would be in addition to those discussed here. If staff’s recommended Hollandview Trail and Aurora Heights Drive pedestrian crossing options are selected by Council, both would be affordable under this project’s existing budget authority. If an alternative option is selected in both, or one instance, Council will be required to approve additional budget authority and funding for this project. Funding for any required increase would come from Roads & Related development charges and the Growth & New reserve. Communications Considerations Staff will inform the public about the information contained in this report by posting this report to the Town’s website and consulting with stakeholders on the option to be implemented. Climate Change Considerations None. Page 328 of 490 February 27, 2024 7 of 8 Report No. PDS24-023 Link to Strategic Plan This report supports the Strategic Plan goal of Support an Exceptional Quality of Life for All by examining traffic patterns and identifying potential solutions to improve movement and safety at key intersections in the community. Alternative(s) to the Recommendation 1. That Council provide direction. Conclusions This report presents to Council the following additional information in response to comments received at the February 6, 2024 General Committee meeting. Based on a previous analysis (Report No. PDS24-003) staff recommends implementing a Level 2 Type D pedestrian crossover at the subject location of Hollandview Trail based on the warrant analysis and selection matrix outlined in the OTM Book 15. It is estimated that three to four on-street parking spaces will need to be removed to accommodate the proposed Level 2 Type D pedestrian crossover on Hollandview Trail. Staff reviewed the feasibility of implementing a physical barrier and signage at the end of the walkway to direct pedestrians to cross at the Hollandview Trail / Bridgenorth Drive intersection where a school crossing guard can assist with crossing on to the other side of Hollandview Trail. A new sidewalk, in addition to a physical barrier at the end of the walkway, would be required on the south side of Hollandview Trail from the walkway to the Hollandview Trail / Bridgenorth Drive intersection for pedestrians to cross Hollandview Trail at the existing school crossing guard location should a physical barrier be employed. Consideration could be given to adding an additional school crossing guard at the identified location at an annually recurring operating cost. A pedestrian crossing pavement marking would be of benefit should this option be considered. Attachments Attachment 1 - Parking Impacts of Pedestrian Crossover Treatment Implementation Attachment 2 - Pedestrian Walkway Connection to Murray Drive Page 329 of 490 February 27, 2024 8 of 8 Report No. PDS24-023 Previous Reports PDS23-158, Hollandview Trail Pedestrian Crossover, December 20, 2023; and, PDS24-003, Hollandview Trail Pedestrian Crossover, February 6, 2023. Pre-submission Review Agenda Management Team review on February 21, 2024 Approvals Approved by Marco Ramunno, Director, Planning and Development Services Approved by Doug Nadorozny, Chief Administrative Officer Page 330 of 490 J:\_Departments_space\Works\IES Maps - Engineering\For Michael Ha\Hollandview Trail - Attachments\MAPS\Hollandview Trail - Attachments.aprxMap created for the Town of Aurora Planning & Development Services Department, 2024-02-14. Base data provided by the Town of Aurora and the Regional Municipality of York.Air photos taken Spring2023,© First Base Solutions Inc., 2023 Orthophotography.k0510MetresATTACHMENT 1Parking Impacts of PedestrianCrossover Treatment ImplementationHollandview TrailBridgenorth DriveProposed no stopping area,10m* following the crossing(Loss of approximately1.5 parking spaces)Proposed no stopping area,15m approaching the crossing(Loss of approximately2 parking spaces)Proposed no stopping area,15m approaching the crossing(No loss of parking spaces)Proposed no stopping area,10m* following the crossing(No loss of parking spaces)Proposed No StoppingParking PermittedNo ParkingFire HydrantProposedCrossing* 10m is minimum length of no stopping area to be provided following the crossing per OTM Book 15Page 331 of 490 J:\_Departments_space\Works\IES Maps - Engineering\For Michael Ha\Hollandview Trail - Attachments\MAPS\Hollandview Trail - Attachments.aprxMap created for the Town of Aurora Planning & Development Services Department, 2024-02-14. Base data provided by the Town of Aurora and the Regional Municipality of York.Air photos taken Spring2023,© First Base Solutions Inc., 2023 Orthophotography.kATTACHMENT 2Pedestrian WalkwayConnection to Murray DriveGlassDrivePatrickDriveMur ray DriveTeas d ale C o u rt Seaton DriveCorbet tCrescentD avidson R o ad Springburn CrescentRegency AcresPublic SchoolSidewalksSchool CrossingGuard LocationSchool CrossingGuard LocationPedestrian Walkway03060MetresPage 332 of 490 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Member Motion Councillor’s Office _______________________________________________________________________________________ Re: Windrow Program and Council Compensation To: Mayor and Members of Council From: Councillor John Gallo Date: February 20, 2024 _______________________________________________________________________________________ Whereas on October 24, 2023 Council passed a resolution regarding Council Compensation; and Whereas on September 26, 2023 Council passed a resolution regarding a pilot Snow Windrow Removal program; and Whereas the 2024 budget that was adopted on December 12, 2023 did not reflect either resolution; and Whereas both items were to be funded by the Tax Rate Stabilization Fund; and Whereas as a result of both items being funded by the Tax Rate Stabilization Fund, there is no tax levy increase; 1. Now Therefore Be it Hereby Resolved That the 2024 budget be amended to include the total cost of Council Compensation as outlined in the October 24, 2023 resolution; and 2. Be It Further Resolved That the 2024 budget be amended to include the total cost of the windrow program; and 3. Be It Further Resolved That both items be funded from the tax rate stabilization reserve. Page 333 of 490 The Corporation of the Town of Aurora By-law Number XXXX-24 Being a By-law to amend By-law Number 5815-16, to establish a record classification structure and retention periods for The Corporation of the Town of Aurora. Whereas on February 9, 2016, the Council of The Corporation of the Town of Aurora (the “Town”) enacted By-law Number 5815-16, being a by-law to establish a record classification structure and retention periods for the Town (the “Record Classification Structure & Retention By-law”); And whereas on November 28, 2023, the Council of the Town passed a motion contained in Report No. CS23-068, to modernize the language in Schedule “A” of the Record Classification Structure & Retention By-law and to add an additional Schedule “B” containing legislative references noted in Schedule “A”; And whereas the Council of the Town deems it necessary and expedient to amend the Record Classification Structure & Retention By-law to modernize the language in Schedule “A” and to create a Schedule “B”; Now therefore the Council of The Corporation of the Town of Aurora hereby enacts as follows: 1. Schedule “A” – Town of Aurora Record Classification Structure & Retention By- law to By-law Number 5815-16 be and is hereby deleted and replaced with Schedule “A” –Town of Aurora Record Classification Structure and Retention By- law attached and forming part of this by-law. 2. By-law Number 5815-16 be and is hereby amended by adding Schedule “B” – Citation Table attached and forming part of this by-law. 3. Section 1 of By-law Number 5815-16 be and is hereby deleted and replaced with the following: “1. The retention periods for all records under the care and control of the Town are hereby established in accordance with Schedule “A” and Schedule “B” attached and forming part of this By-law”. 4. Section 2 of By-law Number 5815-16 be and is hereby deleted and replaced with the following: “2. Records under the care and control of the Town shall only be destroyed in accordance with Schedule “A” and Schedule “B” attached and forming part of this By-law, and only after the prescribed retention period for each record has expired.” Enacted by Town of Aurora Council this 27th day of February, 2024. ___________________________________ Tom Mrakas, Mayor ___________________________________ Michael de Rond, Town Clerk Page 334 of 490 Town of Aurora Record Classification Structure & Retention By-law The Town of Aurora’s Record Classification Structure and Retention By-law is a valuable tool to manage information declared to be records whether created or received by the Town of Aurora. This schedule provides the framework to identify, organize, retain and dispose of records whether they are in paper or electronic format. Schedule “A” By-law Number 5815-16 Page 335 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 2 of Page 81 Table of Contents OVERVIEW ................................................................................................................................................................................................................................................................................................................................................... 3 DEFINITIONS ................................................................................................................................................................................................................................................................................................................................................ 4 TABLE HEADINGS ....................................................................................................................................................................................................................................................................................................................................... 5 LEGEND FOR RETENTION & DISPOSITION TERMS .................................................................................................................................................................................................................................................................................. 7 SUMMARY OF AURORA FUNCTIONS, ACTIVITIES & RECORD SERIES ................................................................................................................................................................................................................................................... 8 ADMINISTRATION ................................................................................................................................................................................................................................................................................................................................... 8 ASSET MANAGEMENT AND MAINTENANCE ........................................................................................................................................................................................................................................................................................ 8 COMMUNICATIONS AND CONTRIBUTOR RELATIONS ......................................................................................................................................................................................................................................................................... 9 ENVIRONMENT, SAFETY AND SUSTAINABILITY .................................................................................................................................................................................................................................................................................. 9 FINANCIAL MANAGEMENT .................................................................................................................................................................................................................................................................................................................. 10 GOVERNANCE ....................................................................................................................................................................................................................................................................................................................................... 11 HUMAN RESOURCE MANAGEMENT .................................................................................................................................................................................................................................................................................................... 12 INFORMATION TECHNOLOGY AND RECORDS MANAGEMENT ......................................................................................................................................................................................................................................................... 13 LEGAL, LICENSING AND PERMITS ....................................................................................................................................................................................................................................................................................................... 13 PLANNING, DEVELOPMENT AND BUILDING ....................................................................................................................................................................................................................................................................................... 14 RECREATION AND CULTURAL SERVICES ............................................................................................................................................................................................................................................................................................ 15 RECORD CLASSIFICATION & RETENTION TABLE .................................................................................................................................................................................................................................................................................. 16 ADMINISTRATION ................................................................................................................................................................................................................................................................................................................................. 16 ASSET MANAGEMENT AND MAINTENANCE ...................................................................................................................................................................................................................................................................................... 21 COMMUNICATIONS AND CONTRIBUTOR RELATIONS ....................................................................................................................................................................................................................................................................... 26 ENVIRONMENT, SAFETY AND SUSTAINABILITY ................................................................................................................................................................................................................................................................................ 31 FINANCIAL MANAGEMENT .................................................................................................................................................................................................................................................................................................................. 36 GOVERNANCE ....................................................................................................................................................................................................................................................................................................................................... 47 HUMAN RESOURCE MANAGEMENT .................................................................................................................................................................................................................................................................................................... 52 INFORMATION TECHNOLOGY AND RECORDS MANAGEMENT ......................................................................................................................................................................................................................................................... 59 LEGAL, LICENSING AND PERMITS ....................................................................................................................................................................................................................................................................................................... 64 PLANNING, DEVELOPMENT AND BUILDING ....................................................................................................................................................................................................................................................................................... 71 RECREATION AND CULTURAL SERVICES ............................................................................................................................................................................................................................................................................................ 76 Page 336 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 3 of Page 81 OVERVIEW The records classification and retention structure is a valuable tool to manage the records and information created or received by the Town of Aurora and as such, it is an important strategic business resource. The systematic application of managing information through a classification structure allows for the control of information assets throughout its lifecycle – from creation to destruction. By consistently identifying information, regardless of where it is held, the structure removes barriers to access (assuming appropriate permissions) while also protecting privacy and allows information to be available in a timely fashion to those who need it. This access is essential for supporting decision-making and sharing the knowledge developed through collaboration efforts. Such a system also supports accountability and good governance, protects personal and confidential information, captures and preserves the corporate memory and the history of the Town of Aurora while improving organization efficiencies and mitigating risk. The Town of Aurora’s Record Classification Structure and Retention By-law is the official policy for the management of records at the Town. It provides staff with the authority to manage records in accordance with relevant policies, legislation and regulations. The Town of Aurora has adopted the International Organization of Standards (ISO 15489) standard of a functionally based classification structure to provide a hierarchical framework for the organization and description of records. The structure is based on the content of the document and applies to all records, regardless of whether they are in paper, digital, image, audio or video format. Each classification category is accompanied by a retention timeframe that reflects applicable legislation and business need. The main reasons for a functional approach are as follows: xEliminates duplication of records because all records related to a specific function are grouped together rather than split up among departments. For example, all agreements and contracts would be under the LEGAL, LICENSING & PERMITS function; xProvides integrity and thus reliability when searching for information within the central repository because all “like” things are filed together rather than “classified” under different departments; xBusiness functions are independent of organizational structure. Changes in organizational structure do not affect the classification scheme. It doesn’t have to be “re-invented”; xDepartment names are forever changing, but functions remain constant; xReduces silos of information. The functions of the Town of Aurora are as follows: Administration Asset Management and Maintenance Communications and Contributor Relations Environment, Safety and Sustainability Financial Management Governance Human Resources Management Information Technology and Records Management Legal, Licensing and Permits Planning, Development and Building Recreation and Cultural Services Page 337 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 4 of Page 81 DEFINITIONS TOWN “Town” or “Town of Aurora” means The Corporation of the Town of Aurora. RECORD The International Organization for Standardization (ISO) defines a record as “recorded information in whatever physical format created, collected or received in the initiation, conduct or completion of an activity which has content, context and structure, is authoritative and reliable and provides evidence of decision-making”. Records can include books, papers, maps, electronic documents, digital, video, voice recordings, web pages, etc. TRANSITORY RECORD Such a record is useful for only a short time, communicates information that is ephemeral, is temporary and has minor importance. When its use is over it should be deleted or destroyed. A transitory record can be destroyed at any time before the retention period of the original document as the official or original document is held by the originator/primary area of accountability and subject to the approved retention period. Examples of transitory records include the following: •personal messages •general notices and announcements •copies of documents and emails •cc, bcc, or FYI emails kept only for convenience •Drafts and working documents to prepare final records. NON-RECORD This type of record has no bearing on the organization’s functions, operations, or mandate. A non-record may be a general distribution item, reference book, published legislation from other municipalities or government agencies or extra copy/ convenience copy. A non-record is typically used, if ever, only for a very limited period of time. It does not have to be collected and maintained. This document is not required to be retained and therefore does not appear on a records retention by-law. When applying the retention by-law to the Town of Aurora records, the above definitions of a record, transitory and non-record, determine what and how it should be classified and focus on core business documents generated by the originator or the primary area of accountability. However, notwithstanding the above definition of a transitory record, it is recommended that convenience copies and drafts be subject to classification. Convenience Copies xConvenience copies are, by definition, not considered records as they are usually duplicates of the official record. They could also be a FYI copy (for your information). However, recent legal actions have drawn attention to the use of convenience copies for purposes of evidence or discovery. Incidents have occurred where primary documents have been destroyed as per established retention by-law but convenience copies still existed in the organization. These copies have been deemed to be official and subject to discovery or legal proceedings. Given these legal implications Page 338 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 5 of Page 81 it is important for the Town of Aurora, if required, to classify convenience copies and ensure they are tracked and destroyed or disposed of no later than the retention period of the original document. xConvenience copy holders are encouraged to destroy these copies on a regular basis. Convenience copies can be destroyed at any time before the retention period of the original document as the official or original document is held by the originator/ primary area of accountability and subject to the approved retention period. A convenience copy cannot be held longer than the original document’s retention period. Convenience copies cannot be sent to off-site storage. Only the original document from the originator/ primary office of accountability identified on the retention by-law will be sent to off-site storage, as applicable, and in accordance with the retention by-law. TABLE HEADINGS RECORD SERIES Record series are defined as a group of related records that have the same form and function are filed as a unit and are maintained together for retention scheduling purposes. Record series are destroyed as a unit when the retention period is up unless there is a litigation or audit hold on the record series. The record series are grouped into broad organizational functions, then by the activities that take place within each function. Activities are created based on the roles and responsibilities of staff who partake within that activity. Within each activity are the records that are created through that activity – it is the evidence of a business action – these are the record series where retention is applied. The types of documentation found in each record series are described in what is referred to as a scope note, found below the title of the activity. FILING METHODOLOGY The filing methodology outlines the filing system that should be used for that particular record series whether it is by date, subject, person’s name, project number, etc. This provides consistency when searching for documents as the documents will follow the same pattern within the record series. ACCOUNTABILITY This classification scheme identifies the Office of Accountability – the business unit or department who is accountable for ensuring that the official record is managed throughout its lifecycle. This is the business area that has primary interest or ownership of the records. They are considered to be the official holder of the original records. When accountability refers to the “originator” it applies if the individual received the document from an external source. This person becomes accountable for retention and disposition. RETENTION Active Retention – are records which are still actively being used by an office/ department. They are usually referenced on a daily or monthly basis. If paper records, they are usually located within the office/ department (i.e. filing cabinets) area since they are used frequently. Inactive Retention – are records which are no longer referenced on a regular basis and tend to be stored in a less accessible place. If paper records, may be stored in Town Hall Records Room or off-site storage. If electronic records, they may be stored in the ‘Archival’ network drive since they are not used frequently. Records become inactive when they reach their completion or end of active use (e.g. event finished, project closed, fiscal year end, etc.) as identified in this Records Retention Schedule. Page 339 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 6 of Page 81 Total Retention – specifies the total length of time records must be kept. An event such as the termination of an agreement or project close may be used to indicate when the retention calculation begins. Retention periods are reviewed by Legal and Legislative Services and approved by Council. DISPOSITION The column labelled “Disposition” refers to how the records are disposed of at the end of their lifecycle. Once the records have reached the end of their total retention period they may be totally destroyed/ expunged, or all or part of the record series may be designated as archival selection or archival which means the entire record series is kept for future generations. Records identified in the classification structure and retention by-law can only be destroyed/ disposed of in accordance with the Town of Aurora’s records destruction procedures and in conjunction with approval from Department Heads, Legal and Clerk. All destroyed records should be documented by a certificate of destruction as proof of final disposition. The certificate of destruction is a permanent document to prove destruction took place, what records were destroyed and when they were destroyed. SECURITY CLASSIFICATION In order to protect the confidentiality, integrity and availability of the Town of Aurora’s data, each record series is assigned a security classification, being public, internal or confidential according to the classification levels defined in the Town of Aurora’s “Information Classification & Security Policy”. SECURITY CLASSIFICATION LEVELS Public: This classification applies to information in the public domain. The information is fit for distribution via public channels such as email and websites. Disclosure of Public information is not expected to adversely impact The Town of Aurora, its employees, its contributors, its business partners, and/ or its customers. Internal: This classification applies to general information intended or appropriate for any internal audience or a restricted external audience such as contributors. Internal access is unrestricted, but external access is based on a business need-to know basis. Confidential: This classification applies to the most sensitive business information that is intended for a limited audience. Its unauthorized disclosure could seriously and adversely impact the Town of Aurora, its employees, its contributors, its business partners, and/ or its customers. Records which are designated as confidential are accessible only by a defined sub-group of the Town of Aurora. Access permissions may be given to staff based on their membership to a specific group or individually as Town of Aurora management deems appropriate. CITATIONS AND COMMENTS The Citation/ Comments column provides the cross-reference identifier to the legislative citations that are recommended as applicable for each category of records. FED refers to the Federal legislation and ONT refers to Ontario legislation. Page 340 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 7 of Page 81 LEGEND FOR RETENTION & DISPOSITION TERMS Code Term Definition A Archival Record series which has been assessed to have historic significance. Archival documents are retained for 10 years at which point they are appraised again for historic importance and possibly archived for another 10 years. Every 10 years they are reviewed for historical significance. For electronic records they are reviewed to determine if these will continue to be migrated. AS Archival Selection Before Destruction Refers to reviewing the records series before destruction to see whether they have historic significance prior to destruction. This is different from archival because in the case of an archival designation the entire records series is kept for posterity, whereas, in archival selection before destruction, records are “selected” for potential historic significance. The entire record series is not kept. CY Current Year Refers to January 1st to December 31st. This means that the record series is kept for the current year the record was declared (created and final) plus the additional years outlined in the retention by-law e.g. CY+2 means that the current year plus 2 additional years will be kept. FY Current Fiscal Year Refers to January 1st to December 31st. NOTE: Town of Aurora’s fiscal year is the same as the calendar year. However, for financial information most times the retention is referred to as fiscal year. This means that the record series is kept for the current fiscal year that the record was declared (created and final) plus the additional years outlined in the retention by-law e.g. FY+6 means that the current fiscal year plus 6 additional years will be kept. D Destroy Requires that upon expiration of the retention period the document is destroyed – shredded, recycled, deleted (expunged). S/O Superseded or Obsolete Refers to the replacement of a document once it has been updated or revised. The new document supersedes the previous version. T/E Event Trigger for termination or close of an event or activity Refers to a record being retained until it has been closed or terminated, typically used for case-based or project records where the retention refers to the case being closed or the transaction being completed. For example, this retention applies to an employee file and is triggered at the point at which the employee leaves the organization. These records are usually maintained until the case or transaction or employee record is closed/ terminated plus a pre-defined number of years, e.g. T/E+3 means retained until the case is closed plus 3 more years. PIB Personal Information Bank Refers to records of individuals who are identifiable by home address, phone number, SIN#, OHIP#, etc. This information is protected under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) legislation. P Permanent Refers to records that are reviewed every 10 years to see if permanent value is still valid. This is a best practice from Library and Archives Canada. Page 341 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 8 of Page 81 SUMMARY OF TOWN OF AURORA FUNCTIONS, ACTIVITIES AND RECORD SERIES FUNCTIONS ACTIVITIES RECORD SERIES ADMINISTRATION ACCESS & PRIVACY xAccess to Information & Personal Information Protection - Access Requests xAccess to Information & Personal Information Protection - Compliance CORRESPONDENCE MANAGEMENT xAdministrative Records – Executive xAdministrative Records – Office Administration ADMINISTRATIVE SERVICES MANAGEMENT xBooks / Subscriptions / Reference Materials xCourier, Postal & Custom Services xBoard Room Bookings xOffice Supplies xTemplates & Forms – Blank MEETING MANAGEMENT xMeetings & Committees – Internal POLICIES & PROCESS MANAGEMENT xPolicies, Procedures, Standards, Guidelines PROJECT MANAGEMENT - ADMINISTRATIVE xProjects / Research / Special Studies ASSET MANAGEMENT AND MAINTENANCE MAINTENANCE & OPERATIONS MANAGEMENT – FIXED ASSETS xAsset Register xTown Buildings’ Construction Renovation xBuilding Operations & Maintenance xTown Facilities’ Drawings xWork Orders xService & Repair Requests FLEET / VEHICLE MAINTENANCE xFleet / Vehicle History & Maintenance Records for Fleet ROAD / LINEAR ASSET DESIGN & MAINTENANCE xRoad & Linear Asset Design Planning / Reconstruction xMaintenance & Repairs xUtility Location Records TRANSPORTATION STUDIES xTransportation Studies TRAFFIC MANAGEMENT xTraffic Counts xTraffic Count Reports Page 342 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 9 of Page 81 FUNCTIONS ACTIVITIES RECORD SERIES PARKS MANAGEMENT xParks Maintenance Files xTree Inventory COMMUNICATION AND CONTRIBUTOR RELATIONS MEDIA & PUBLIC RELATIONS xAchievement / Recognition Rewards xComplaints, Commendations, Issues from Residents xMedia Relations xMedia Coverage about the Town of Aurora xPhotographs – Town of Aurora Events xPresentations & Speeches GRAPHIC DESIGN / PUBLICATIONS / WEBSITE CREATION & COORDINATION xCorporate Identity xPromotional, Publication Material & Information Packages xPromotional, Publication Material & Information Packages Production & Distribution xWebsite / Intranet Content Management xWeb / Social Media Analytics EVENTS MANAGEMENT xEvent Arrangements & Logistics – Corporate, Employee or Community Event xAttendee / Participant Relations – Corporate, Employee or Community Event COMMUNITY CONTRIBUTOR RELATIONSHIP MANAGEMENT xExternal Sector Organizations & Associations ENVIRONMENT, SAFETY AND SUSTAINABILITY ENVIRONMENTAL PLANNING & PROTECTION xEnvironmental Applications & Approvals xEnvironmental Assessments xEnvironmental Monitoring & Control xAir Pollution & Control xNoise Pollution & Control xWeather Monitoring xPesticide / Herbicide Application xWaste Management xDrinking Water Quality Management System (DWQMS) xRecreation Pool Water Testing xWeed Control xTree Inspections Page 343 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 10 of Page 81 FUNCTIONS ACTIVITIES RECORD SERIES HEALTH, SAFETY & SECURITY MANAGEMENT xOccupational Health & Safety Program Management xHazardous Materials xFire Monitoring & Safety xEmergency Management Planning xProperty Security Administration xContact Tracing FINANCIAL MANAGEMENT TOWN REVENUES ADMINISTRATION xAccounts Receivable Processing xCash Receipts xIncome Tax Deductible Donations & Receipts xDevelopment Charges xGrants To Town xGrants From Town MUNICIPAL TAX ADMINISTRATION xTax Billing – Municipal xTax Account Auto Pay Documentation xTax Certificates – Municipal xProperty Tax Assessment, Levy Adjustments & Appeals xTax Appeals By Town xProperty Tax: Charity & Vacancy Rebates xProperty Assessment Rolls xTax Account – General Administration WATER ACCOUNT ADMINISTRATION xWater Billings xWater Account Auto Pay Documentation xWater Certificates – Municipal xWater Collections xWater Account – General Administration ACCOUNTING ADMINISTRATION xAccounts Payable Processing xCommodity Tax Filings & Returns xDebt xSecurities – Letters of Credit (LC) & Cash xBanking Transactions & Reconciliations xGeneral Ledger xGeneral Ledger Reconciliation Page 344 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 11 of Page 81 FUNCTIONS ACTIVITIES RECORD SERIES xMonth-end Closing & Analysis FINANCIAL PLANNING & INVESTMENT MANAGEMENT xAnnual Business Planning & Budgeting (Operational & Capital) – Working Papers (For Departments) xBudget – Operating & Capital Working Papers (For Finance) xLong Range Capital Plans – Working Papers xLong Range Capital Plans Approved – Final xCapital Asset Accounting xInvestments & Reconciliations xReserve Fund Accounts FINANCIAL REPORTING xFinancial Reporting – Monthly & Quarterly Working Papers (For Departments) xFinancial Reporting – Monthly & Quarterly (For Finance) xFinancial Statements & Auditor’s Reports xYear End & Audit Reporting – Preparation Working Papers xFinancial Information Returns (FIR) & Municipal Performance Management Program (MPMP) Reporting AUDIT xAuditor Relationship Management xInternal Audit of Services PAYROLL ADMINISTRATION xPayroll Processing xTime & Attendance Reporting xPayroll – Remittances PROCUREMENT xProposals & Submissions Management xVendor / Contractor / Consultant Performance Management xPPurchaseCard Management GOVERNANCE BY-LAWS ADMINISTRATION xBy-Laws COUNCIL ADMINISTRATION xCouncil Orientation & Administration COUNCIL & COMMITTEE MEETINGS MANAGEMENT xCouncil Agenda & Minutes xCouncil / Committee Audio & Visual xStaff Reports to Council Page 345 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 12 of Page 81 FUNCTIONS ACTIVITIES RECORD SERIES xMeeting Records – Closed Session xCommittees – Appointments xCommittees Appointed – Meeting Management xCommittee of Adjustment (CoA) ELECTION MANAGEMENT xMunicipal Election Administrative Records xMunicipal Election Records – Campaign Finance xElection Results xElection Records – Voters / Poll Lists / Ballots STRATEGIC & LONG RANGE PLANNING xStrategic & Administrative Plans xMaster Plans GOVERNMENT RELATIONS MANAGEMENT xGovernment / Intergovernmental Relations xAccessibility for Ontarians with Disabilities Act (AODA) HUMAN RESOURCE MANAGEMENT ORGANIZATION & POSITION MANAGEMENT xJob Descriptions xOrganization Design RECRUITMENT & SELECTION xRecruitment & Staff Selection EMPLOYEE MANAGEMENT xEmployee Files xEmployee Medical Files xEmployee Recognition Program xEmployee Surveys xVolunteer Files xWorkers’ Compensation & Disability Management xWorkforce / Talent Management & Planning EMPLOYEE COMPENSATION & BENEFIT ADMINISTRATION xEmployee Compensation xEmployee Benefit Programs xPay Equity TRAINING & SKILLS DEVELOPMENT xEmployee Orientation Program xTraining & Learning – Internal xTraining Opportunities – External xTraining / Certification Records Page 346 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 13 of Page 81 FUNCTIONS ACTIVITIES RECORD SERIES xAttendance of Participants LABOUR & EMPLOYEE RELATIONS xHuman Rights Complaints & Investigations xGrievances & Arbitrations – Union & Non-Union xLabour Negotiations PENSION ADMINISTRATION xSee Employee Management, Employee Files INFORMATION TECHNOLOGY AND RECORDS MANAGEMENT INFORMATION TECHNOLOGY - COMPUTER & INFORMATION SECURITY xComputer System Access & Security xDisaster Preparedness & Recovery Planning xSystem Back-up APPLICATIONS & SYSTEMS DEVELOPMENT xBusiness Process Models & Reviews xProduct Evaluations xSystems Development & Implementation COMPUTER OPERATIONS & SUPPORT xHardware & Software Manuals / Instructions / Operating Procedures xGIS Data (Also known as Geomatics) xHelp Desk Logs & Reports xSystem Operations xInternet & Intranet Development / Management xTelecommunications & Electronic Communication Systems RECORDS/DOCUMENT MANAGEMENT xClassification & Records Retention By-law xRecords Destruction Certificates xRecords Centre Operations LEGAL, LICENSING AND PERMITS AGREEMENTS & CONTRACTS/LEASE ADMINISTRATION xAgreements / Contracts / Leases xDispute Resolution & Contract Negotiations MATTER MANAGEMENT xDepartmental Legal Matters xPrecedents xLand Tribunal Case Files INSURANCE, RISK & COMPLIANCE MANAGEMENT xInsurance & Risk Management xCompliance Letters xLegal Opinions / Advice / Briefs Page 347 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 14 of Page 81 FUNCTIONS ACTIVITIES RECORD SERIES xAccident & Incident / Occurrence Reporting REAL PROPERTY MANAGEMENT xReal Property Acquisition / Expropriation/ Disposition LITIGATION / CLAIMS xClaims By the Municipality xClaims Against the Municipality – Insured & Not Insured USE & PERMISSION AUTHORIZATION xConsent Release Forms & Waivers LICENCES & PERMITS PROCESSING xLicences & Permits BY-LAW ENFORCEMENT xProvincial Offenses xComplaints, Citations, Notices of Violations & Investigations xMunicipal By-law Infractions VITAL STATISTICS xVital Statistics Applications xVital Statistics Register - Marriage, Death & Births PLANNING, DEVELOPMENT AND BUILDING BUILDING, PLANNING & ZONING xDevelopment Inquiries / Pre-Application Consultation & Complete Application Checklist xPlanning Applications xBuilding Permits xProperty Reference File (Residential & Non-Residential) xInspections – Building ENGINEERING PLANNING & DEVELOPMENT xDesign & Development Review Documentation xDesign Standards PROJECT MANAGEMENT – MUNICIPAL PROPERTIES xMunicipal Property Design & Development URBAN PLANNING xOfficial Plan & Amendments - Development xSecondary Plans - Development PROPERTY / FACILITY DRAWINGS & IMAGES xEngineering Drawings / Plans – Non-Town Assets xAir Photography xMaps Page 348 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 15 of Page 81 FUNCTIONS ACTIVITIES RECORD SERIES MUNICIPAL ADDRESSING xStreet Names & Numbers HERITAGE PLANNING xHeritage Resources RECREATIONAL AND CULTURAL SERVICES PROGRAM MANAGEMENT xRecreational Program Records xProgram Registration & Memberships xRecreation Attendance Records xPermission Slips xPrograms – Aquatics – Swim Results xActivity / Statistical Reports xTraining Records for Certifications xTravel Arrangements for Participants FACILITY RESERVATIONS – RECREATIONAL xFacility Bookings CULTURAL ACTIVITIES xTwinning Cities Page 349 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 16 of Page 81 RECORD CLASSIFICATION AND RETENTION TABLE ADMINISTRATION The function of managing the administrative activities of the departments. Records relating to general office information such as executive correspondence, office administration records, internal and staff committee meetings, minutes, agendas, contact lists, office supplies, blank template/ forms, as well as the management of access requests under the MFIPPA legislation. Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments ACCESS & PRIVACY ACCESS TO INFORMATION & PERSONAL INFORMATION PROTECTION – ACCESS REQUESTS Records related to the receipt and processing of access requests for of Aurora records and privacy complaints. Documents may include formal and informal requests for information, consultation documentation, correspondence, access decisions, fee estimates, third party notices, written appeal submissions to the Information and Privacy Commissioner of Ontario (IPC), IPC orders and decisions, and IPC compliance findings and recommendations. By year, sequential number (YYYY-###), then alphabetical by last name or name of organization Legislative Services CY+1 4 CY+5 Destroy Confidential PIB ONT 95, ONT 119, ONT 206, ONT 219 ACCESS TO INFORMATION & PERSONAL INFORMATION PROTECTION – COMPLIANCE Records relating to strategies and initiatives undertaken, to ensure the Town of Aurora is in compliance with the public’s right of access to Town records and the protection of personal information resources. Documents may include annual reporting to the IPC, impact assessments, copies of policies and guidelines, data-sharing checklists and supporting correspondence. By topic Legislative Services S/O+2 0 S/O+2 Destroy Public . CORRESPONDENCE MANAGEMENT ADMINISTRATIVE RECORDS – EXECUTIVE Executive records are the administrative and operational records of the offices of senior executive. Alphabetic by subject Management & Executive CY+6 0 CY+6 Destroy Confidential Page 350 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 17 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments ADMINISTRATIVE RECORDS – OFFICE ADMINISTRATION Records relating to general office administration functions and subjects not covered elsewhere. This may include daily correspondence and chronological files, calendars, travel arrangements, monthly activity or status reports, general lists (e.g. telephone directory), etc. Alphabetical by subject Originator CY+2 0 CY+2 Destroy Internal ADMINISTRATIVE SERVICES MANAGEMENT BOOKS / SUBSCRIPTIONS / REFERENCE MATERIAL Records related to the management of external publications such as library material used for reference purposes. Also includes the management of office subscriptions, books, and digital publications purchased by staff or departments. This includes subscriptions for professional newsletters, printed and electronic journals, business and news periodicals, and book orders. Subscriptions may be used for reference, research, or display purposes. Documents may include subscription order forms, copies of financial invoices and correspondence. Alphabetical by subscription type or provider name Originator CY+2 0 CY+2 Destroy Internal COURIER, POSTAL & CUSTOM SERVICES Records related to the use of hard-copy mail and courier services by the Town of Aurora. Includes postal and mail functions with Canada Post, courier services, freight services, and customs information such as clearance and related documentation. Documents may include mailing lists, logbooks, shipment permits, copies of post office regulations and reports on lost or damaged mail/ courier packages. By type of document Access Aurora CY+2 0 CY+2 Destroy Internal BOARD ROOM BOOKINGS Records relating to selecting, reserving, using and providing rooms for meetings, seminars and other such gatherings for Town staff. Excludes rooms/ facilities booked by Parks & By room name and date/ time Originator CY+2 0 CY+2 Destroy Internal Page 351 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 18 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments Recreation. FOR: RECREATION FACILITY BOOKINGS SEE: RECREATION AND CULTURAL SERVICES - FACILITY RESERVATIONS RECREATIONAL – FACILITY BOOKINGS OFFICE SUPPLIES Records related to the provision of office supplies and consumables, including stationery and letterhead. Records may include copies of invoices, packing slips, and requests for supplies. By type of document Originator CY+2 0 CY+2 Destroy Internal TEMPLATES & FORMS – BLANK Templates and forms relating to Town of Aurora business. The blank master document provides a standard format for data collection and formatting, or provides a best practice format for document creation. Records may include blank, printable forms and checklists, letterhead, PowerPoint templates, electronic templates that standardize data capture and display, excel spreadsheet tools, etc. By department then alphabetical by topic Finance Expenses Claim Form Letters of Credit Human Resources Absence Request Benefit New Hires Information Technology Help Request Licensing Business Driving Schools Lottery Refreshment Taxi Provincial Burial Building Permit Forms Marriage Planning Planning Application Forms Planning Template Correspondence Originator S/O 2 S/O+2 Destroy Public Page 352 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 19 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments Recreation Report cards MEETING MANAGEMENT MEETINGS & COMMITTEES – INTERNAL Records relating to departmental meetings and committees of Town staff that are not related to governance issues, events, projects/ special studies or the like. Documents may include meeting agendas, terms of reference, membership list, minutes for committees such as the Executive Leadership Team, departmental staff meetings and retreats. FOR: PROJECT MEETINGS SEE: ADMINISTRATION - PROJECT MANAGEMENT ADMINISTRATIVE – PROJECTS / RESEARCH / SPECIAL STUDIES FOR: COUNCIL COMMITTEE MEETINGS SEE: GOVERNANCE – COUNCIL & COMMITTEE MEETING MANAGEMENT - COUNCIL AGENDA & MINUTES Alphabetical by committee/ meeting name Holiday Celebration Committee Finance Advisory Committee Executive Leadership Team Departmental Meetings Executive IT Steering Committee (EITSC) Retreats Originator CY+3 0 CY+3 Destroy Internal POLICIES & PROCESS MANAGEMENT POLICIES, PROCEDURES, STANDARDS AND GUIDELINES Records related to the production and formal approval of official corporate and departmental policy statements, standard operating procedures, guidelines, and manuals such as travel policy, cell phone policy, vacation policy, etc. FOR: EQUIPMENT OPERATING MANUALS SEE: ASSET MANAGEMENT & MAINTENANCE – MAINTENANCE & OPERATIONS MANAGEMENT – FIXED ASSETS - BUILDINGS OPERATIONS & MAINTENANCE By function and then by topic Administrative FOI requests Flag Policy & Etiquette Travel Policy Human Resources AODA Policy Information Technology Mobile Devices Remote Access Policy Originator S/O+2 0 S/O+2 Destroy Archival Selection Public ONT 173, ONT 197 Page 353 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 20 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments Asset Maintenance & Monitoring Winter Maintenance PROJECT MANAGEMENT – ADMINISTRATIVE PROJECTS / RESEARCH / SPECIAL STUDIES Records pertaining to specific projects, research or special studies conducted within the Town of Aurora such as customer studies, market research, etc. Records may include project definition and scope, project plan, project timelines or schedules, feasibility studies, progress reports, case studies, presentations, financial information, process analyses and models, correspondence, working notes and a final project report. FOR: SOFTWARE / SYSTEM DEVELOPMENT PROJECTS INFORMATION TECHNOLOGY / MANAGEMENT – SEE: INFORMATION TECHNOLOGY & RECORDS - APPLICATIONS & SYSTEM DEVELOPMENT – SYSTEMS DEVELOPMENT AND IMPLEMENTATION FOR: ROAD CONSTRUCTION – SEE: ASSET MANAGEMENT AND MAINTENANCE – ROAD / LINEAR ASSET DESIGN & MAINTENANCE – ROAD / LINEAR ASSET DESIGN PLANNING / RECONSTRUCTION Alphabetical by project name: Project Name Feasibility Studies Definition/Scope Requirements Case Studies Process Review Project Plan Project Schedule Presentations Final report Originator T/E+2 4 T/E+6 T/E= completion of project Destroy Archival Selection Internal Page 354 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 21 of Page 81 ASSET MANAGEMENT AND MAINTENANCE The function of managing and maintaining the physical assets of the Town of Aurora relating to the renovation, operation, and maintenance of property and equipment, which it owns or leases and the associated professional standards. This may include buildings, facilities, lands, vehicles, technology, and any other assets that must be maintained according to legislation and best practices. Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments MAINTENANCE & OPERATIONS MANAGEMENT – FIXED ASSETS ASSET REGISTER These records describe assets such as land, parks, structure and equipment, computer equipment and any other large purchases. They may contain a description of the asset, purchasing information, asset location, inventory of the asset such as network infrastructure/ equipment/ servers/ computers/ telecom and mobility hardware and client software/ application inventory. By type of asset Originator T/E 6 T/E+6 T/E= disposition of asset Destroy Internal TOWN BUILDINGS’ CONSTRUCTION RENOVATION Records relating to construction and renovation of Town facilities, including parks. Documents may include, reports, commentary, guidelines, architectural and engineering drawings, consultant reports, land appraisals, photographs, material and environment testing reports and building phase reports. May also include copies of contracts, building permits, and insurance damage claims and drawing release letters. FOR: NEW DESIGN DEVELOPMENT BUILDS SEE: PLANNING, DEVELOPMENT AND BUILDING – ENGINEERING PLANNING & DEVELOPMENT - DESIGN & DEVELOPMENT REVIEW DOCUMENTATION By location Originator T/E+2 13 T/E+15 T/E = file closed after site has been decommissioned Destroy Archival Selection Internal ONT 9, ONT 15, ONT 96 BUILDING OPERATIONS & MAINTENANCE Records related to the monitoring and scheduling of condition and maintenance of building structures, and internal property systems. Consists also of monitoring and maintaining components forming part of the property systems in accordance with manufacturer’s recommendations, industry standards, legislated requirements and best practices. Property By property address Originator T/E+2 5 T/E+7 T/E = file closed after site has been decommissioned Destroy Internal ONT 11, ONT 16, ONT 17, ONT 18, ONT 19, ONT 20, ONT 21, ONT 95, ONT 180, ONT 182, ONT 184, ONT 185, ONT 186, ONT 187, Page 355 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 22 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments systems may include (but are not limited to): heating and cooling system (incl. chillers HVAC, compressors, cooling towers, boilers), elevating devices, electrical wiring, plumbing, fire alarm, emergency backup (especially. power generation), pools, arenas, janitorial services, etc. Records may include building key legends, inspection reports, inspection logs, preventive maintenance reports, corrective repairs, deficiency reports, maintenance/operational manuals, technical reports, technical bulletins, prototype notices and operating manuals for building and equipment maintenance. SEE ALSO: HEALTH, SAFETY & SECURITY ONT 188, ONT 189, ONT 190, ONT 191, ONT 192, ONT 193, ONT 194 TOWN FACILITIES’ DRAWINGS Records include drawings and plans for a town facility, or any other Town building asset. Includes all drawings and plans such as master drawings - mechanical, electrical and structural, floor plans, site plans, aerial plans and plans for additions, etc. FOR: DRAWINGS NOT RELATED TO TOWN FACILITIES SEE: PLANNING, DEVELOPMENT AND BUILDING – PROPERTY / FACILITY DRAWINGS & IMAGES - ENGINEERING DRAWINGS / PLANS – NON TOWN ASSET By location Originator T/E+2 13 T/E+15 T/E = file closed after the building has been decommissioned Destroy Archival Selection Internal ONT 9, ONT 15, ONT 96 WORK ORDERS Records related to the creation and processing of Work Orders. Work Orders are issued indicating required tasks to be performed such as repairs and design. Includes cyclical, emergency, preventive, non-emergency and maintenance completed Work Orders estimates, summaries and final charges. By date received Originator CY+1 5 CY+6 Destroy Internal SERVICE & REPAIR REQUESTS By type, then asset number or location, then date [yyyy-mm-dd] Originator T/E+2 0 T/E+2 Event = request has been Destroy Confidential PIB ONT 12, ONT 13, ONT 14 Page 356 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 23 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments Requests from the public or from other local government departments on street hazards, potholes, other needed repairs on roads, streets, and rights-of-way and requests for traffic signs, lights, changes to traffic flow, pool, facilities, ice etc. addressed and closed OPERATION / TECHNICAL MANUALS SEE: BUILDING, OPERATIONS & MAINTENANCE FLEET / VEHICLE MAINTENANCE FLEET / VEHICLE HISTORY & MAINTENANCE RECORDS FOR FLEET Master record on each vehicle including the following: complete description including identification and license numbers; title and registration papers; annual beginning and ending odometer readings; total annual fuel, maintenance, labor, and parts costs; and complete maintenance and inspection history (in summary form showing date and nature of inspection, service and repair). Records include backup to the history of vehicle repairs such as fleet master list, CVOR vehicle inspection list and warranty information. By type of vehicle/ serial number Operational Services T/E+2 0 T/E+2 T/E = termination of lease or sale/ disposal of vehicle Destroy Public FED 13, ONT 95, ONT 165, ONT 166, ONT 167, ONT 168, ONT 170, ONT 171, ONT 172 ROAD / LINEAR ASSET DESIGN & MAINTENANCE ROAD & LINEAR ASSET DESIGN PLANNING / RECONSTRUCTION Records include test results, analysis reports, status reports, notice to public, copy of the payment certificate and copy of the tender regarding the design, planning and construction of specific new and existing roads; such as, resurfacing, widening, paths, bicycle lanes and bridge underpasses. By type of project and location Operational Services S/O+2 0 S/O+2 Destroy Public ONT 9, ONT 10, ONT 15, ONT 95 MAINTENANCE & REPAIRS By type, then location, then date [yyyy-mm-dd] Operational Services T/E+2 13 T/E+15 Destroy Internal ONT 12, ONT 95, ONT 165, ONT 170 Page 357 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 24 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments Records include inspection logs, maintenance records, daily material usage reports for bridge inspection and maintenance, general roads maintenance general, winter roads, salt management plan, snow removal, maintenance of regional sidewalks and streetlights, inspection and maintenance of storm water management facilities, pumping stations, storm and sanitary sewers and water mains. T/E= completion of inspection or completion of maintenance Highway Traffic Act O.Reg. 239-02 UTILITY LOCATION RECORDS Records related to utility stake-outs required for excavation work performed on various Town of Aurora streets and right-of-ways. By location Operational Services CY+2 0 CY+2 Destroy Internal TRANSPORTATION STUDIES TRANSPORTATION STUDIES Records include all types of studies conducted by the Town and Region regarding transportation. Includes control signal studies, illumination studies, public transit, traffic impact studies, etc. By type of report Operational Services S/O+2 0 S/O+2 Destroy Archival Selection Public ONT 12, ONT 13, ONT 14, ONT 95 TRAFFIC MANAGEMENT TRAFFIC COUNTS Records include traffic counts and traffic calming request letters to residents, sketches and notes for traffic counts for various streets. By location Operational Services T/E+1 1 T/E+2 T/E = when project completed Destroy Confidential PIB TRAFFIC COUNT REPORTS By location Operational Services CY+5 5 CY+10 Destroy Internal Page 358 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 25 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments Records include reports of traffic passage on streets, roads, bridges, intersections, sketches and notes for traffic counts for various streets, etc. PARKS MANAGEMENT PARKS MAINTENANCE FILES Records related to documenting the maintenance of parks such as trails maintenance, snow ploughing, and the services being used. These records may include copies of work orders, inspection checklists, cost, hours, repair history, product information, etc. By location, then by year Operational Services CY+3 0 CY+3 Destroy Internal ONT 95 TREE INVENTORY These files contain information about trees planted and/ or maintained by the Town of Aurora. They identify the type of tree, location, activity dates, damage, maintenance, etc. By location Operational Services CY+2 3 CY+5 Destroy Archival Selection Internal Page 359 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 26 of Page 81 COMMUNICATIONS AND CONTRIBUTOR RELATIONS The function of managing communications at the Town of Aurora including media, public, and contributor relationships and the events to attract townspeople and contributors. Records include presentations and speeches; corporate image; media relations; and the coordination of print and electronic publications such as those on websites, video and social media forums. Includes event planning and logistics required to attract and cultivate contributors and the tracking of attendees. Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments MEDIA & PUBLIC RELATIONS ACHIEVEMENT / RECOGNITION AWARDS Recognition awards created by the Town of Aurora that publicly recognize individuals and organizations for their commitment to excellence and their accomplishments that are making a difference. Records include selection of judging panel, nominee forms, certificates and congratulatory letters. FOR: EMPLOYEE RECOGNITION PROGRAMS SEE: HUMAN RESOURCE MANAGEMENT – EMPLOYEE MANAGEMENT – EMPLOYEE RECOGNITION PROGRAM By name of award Business Achievement Award Service Awards Citizen of the Year Originator CY+2 0 CY+2 Destroy Archival Selection Confidential (nominee forms) Public PIB COMPLAINTS, COMMENDATIONS, ISSUES FROM RESIDENTS Records include general complaints, responses to complaints, petitions and commendations about the Town of Aurora and its services. FOR: BY-LAW COMPLAINTS SEE: LEGAL, LICENSING & PERMITS - BY-LAW ENFORCEMENT - COMPLAINTS, CITATIONS, NOTICES OF VIOLATIONS AND INVESTIGATIONS FOR: WASTE COMPLAINTS SEE: ENVIRONMENT, SAFETY, AND SUSTAINABILITY - ENVIRONMENTAL PLANNING & PROTECTION - WASTE MANAGEMENT FOR: WATER BILLING COMPLAINTS By date, then individual or organization Originator T/E+2 0 T/E+2 T/E = file closed upon completion of case Destroy Archival Selection Confidential PIB ONT 119, Page 360 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 27 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments SEE: FINANCIAL MANAGEMENT - WATER ACCOUNT ADMINISTRATION - WATER ACCOUNT GENERAL ADMINISTRATION FOR: WEED COMPLAINTS SEE: ENVIRONMENT, SAFETY AND SUSTAINABILITY - ENVIRONMENTAL PLANNING & PROTECTION – WEED CONTROL MEDIA RELATIONS Records relating to the fostering of positive and ongoing relationships with news media and the promotion of the Town and its role in fostering the business community, cultural and recreational activities, economic and tourism development. Records may include background information such as key message development material and media response, correspondence, press releases, Public Notices, Mayor articles, Proclamations and media announcements. Alphabetical by topic Originator CY+6 0 CY+6 Destroy Archival Selection Internal MEDIA COVERAGE ABOUT TOWN OF AURORA Records related to media coverage, media scans and media monitoring about the Town of Aurora and its initiatives. Records include newspaper articles, journal articles, television and radio sound/ video files, web pages, social media sites and the like. By topic, then by date Communications CY+3 0 CY+3 Destroy Archival Selection Public PHOTOGRAPHS – TOWN OF AURORA EVENTS Photographs relating to Town events, staff and contributors. FOR: CONSENT RELEASE / WAIVERS FORMS SEE: LEGAL / LICENSING / PERMITS – USE & PERMISSION AUTHORIZATION – CONSENT RELEASE FORMS & WAIVERS Alphabetical by subject/ event Communications CY+6 0 CY+6 Destroy Archival Selection Internal PRESENTATIONS & SPEECHES Alphabetical by event and date Originator CY+4 0 CY+4 Destroy Public Page 361 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 28 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments Records relating to presentations and speeches prepared and/ or delivered by Town staff or Council members to external parties at special events, conferences and other public events. Archival Selection GRAPHIC DESIGN / PUBLICATIONS / WEBSITE CREATION & COORDINATION CORPORATE IDENTITY Records relating to the planning, development and administration of the corporate identity. Records may relate to design elements, logos, word-marks, PowerPoint template design, letterhead design, branding and visual identity guidelines. Includes approved logo masters used to create corporate documents and signs. FOR: LIBRARY OF TEMPLATES READY TO BE FILLED WITH DATA SEE: ADMINISTRATION - ADMINISTRATION SERVICES MANAGEMENT - TEMPLATES & FORMS - BLANK. Alphabetical by subject Communications S/O 2 S/O+2 Destroy Archival Selection Internal PROMOTIONAL, PUBLICATION MATERIAL & INFORMATION PACKAGES Records including the final copy of promotional materials, publications and information packages used by the Town of Aurora to promote the Town and its activities. Includes marketing material such as posters and brochures, newsletters, community profiles used for events, information packages and other related activities. Alphabetical by subject Communications Community Services T/E+3 2 T/E+5 T/E = when promotion is complete Destroy Archival Selection Public PROMOTIONAL, PUBLICATION MATERIAL & INFORMATION PACKAGES PRODUCTION & DISTRIBUTION Records relating to the production and coordination of Town publications. Records may relate to execution planning, layout, graphic design, printing; distribution, and vendor relations regarding printing, use and distribution of reports, brochures, posters, information packages, etc. Alphabetical by publication Communications Community Services T/E+3 2 T/E+5 T/E = when content published Destroy Internal Page 362 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 29 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments WEBSITE / INTRANET CONTENT MANAGEMENT Records relating to the development, capture and coordination of website content (pages, posts, forms, calendar events). Records may relate to content specifications for website posting, upload status checklists, content developed for website posting and website snapshots. NOTE: Documents attached to web pages should be copies of official records. By topic and date Communications Originator S/O+1 0 S/O+1 Destroy Archival Selection Internal NOTE: External website is Public WEB / SOCIAL MEDIA ANALYTICS Documentation relating to web analytics including the measurement, collection, analysis and reporting of Internet data for the purposes of understanding and optimizing web usage. Analytics may study the habits and behaviour of users, contributors, partners and trends. By topic Communications Community Services CY+3 0 CY+3 Destroy Public EVENTS MANAGEMENT EVENT ARRANGEMENTS & LOGISTICS – CORPORATE, EMPLOYEE OR COMMUNITY EVENT Records relating to event planning such as ceremonies or fundraising, visits by representatives from other cities or countries and the coordination of facilities or services such as sponsorships as well as post event evaluation. Events include small business events, employee events and third-party events. Records may include: execution planning (planning committee membership list; critical path plan; meeting scheduling; meeting planning tools and checklists); facility/ venue logistics (catering, meal choices and banquet planning; orders for space, ads, AV and the like; room setup, layouts, and maps; exhibit and booth logistics); speaker Alphabetical by event name: AURA Art Show Home Show New Business openings Renovation Forum Ribfest Santa Float Staff appreciation BBQ Originator S/O+3 0 S/O+3 Destroy Archival Selection Internal Page 363 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 30 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments coordination (topic discussions, invitations, biographies, correspondence) material preparation (binder covers printing & production, speaker package, tent cards, name badges, signage, etc. results evaluation – debrief ATTENDEE / PARTICIPANT RELATIONS – CORPORATE, EMPLOYEE OR COMMUNITY EVENT Records relating to the participants attending the event. Records include event notices, invitee lists, attendee and participant lists and mailing lists; invitation correspondence, attendance response and registration. Alphabetical by event name Originator S/O+2 0 S/O+2 T/E = completion of event Destroy Confidential PIB Ont.119 COMMUNITY CONTRIBUTOR RELATIONSHIP MANAGEMENT EXTERNAL SECTOR ORGANIZATIONS & ASSOCIATIONS Records relating to relationships and formal partnerships with sector organizations whose functions may impact on, or are involved with the Town of Aurora. Includes organizations for best practices, advocacy and partnerships on impact initiatives such as fundraising, public consultations, etc. Subjects may include the exchange of information, routine notifications and inquiries and offers of service. Alphabetical by name of organization: Aurora Community Arboretum Aurora Historical Society Canadian Legion Chamber of Commerce Character Community Community-Police Liaison Farmers Market Ratepayers Association Originator CY+6 0 CY+6 Destroy Archival Selection Internal Page 364 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 31 of Page 81 ENVIRONMENT, SAFETY AND SUSTAINABILITY The function of managing the environment, ensuring sustainability and safety. Records include the assessment, preservation and conservation of the natural environment, natural life forms and natural resources. Includes records on environmental approvals and compliance, occupational health and safety program, fire safety, ergonomics, air and water records, pollution, conservation and energy efficiency, pollution, hazardous materials and waste recycling. Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments ENVIRONMENTAL PLANNING & PROTECTION ENVIRONMENTAL APPLICATIONS & APPROVALS Records related to any facility that releases emissions to the atmosphere, discharges contaminants to ground or surface water, provides potable water supplies, or stores, transports or disposes of waste. Records include Certificates of Approval from the Ministry of the Environment (MOE) applications, approvals for air and noise, waste disposal site approvals, waste management system approvals, sewage work approvals, municipal and non-municipal drinking water approvals, Lake Simcoe Region Conservation Authority (LSRCA) applications and requirements are included within this series as well as any approvals from federal, provincial or municipal governments. By type of approval Operational Services T/E+2 8 T/E+10 T/E = approval of application Destroy Public ONT 22, ONT 23, ONT 24, ONT 25, ONT 26, ONT 27, ONT 28, ONT 29, ONT 31, ONT 32, ONT 35, ONT 36, ONT 37, ONT 66, ONT 67, ONT 68, ONT 69, ONT 70, ONT 72, ONT 106, ONT 107, ONT 108, ONT 109, ONT 110, ONT 113, ONT 175 ENVIRONMENTAL ASSESSMENTS Records relating to environmental assessments within the Town of Aurora and outside of the Town if they impact land within Aurora’s boundaries. Records include information relating to soil, tree preservation and mitigation, geotechnical, infrastructure expansion, water, air, and other environmental issues. Documents include special studies such as diesel emissions and reports, environment planning documents, engineering plans and correspondence. NOTE: PDS participates in environmental land studies By type of assessment Operational Services Community Services Planning & Development Services T/E+5 10 T/E+15 T/E = completion of assessment/ study Destroy Archival Selection Public ONT 22, ONT 34, ONT 35, ONT 36, ONT 37, ONT 38, ONT 39, ONT 40, ONT 96, ONT 112, ONT ONT 194 ENVIRONMENTAL MONITORING & CONTROL Records include material relating to natural resources, pollution, spill response and any other environmental concerns. Records By subject Operational Services T/E+2 5 T/E+7 T/E = when the matter has been Destroy Public ONT 22 Page 365 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 32 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments include reports, general correspondence, copies of public notices (e.g. road closures), etc. FOR: PUBLIC NOTICES SEE: COMMUNICATIONS AND CONTRIBUTOR RELATIONS – MEDIA & PUBLIC RELATIONS - MEDIA RELATIONS dealt with and closed ENVIRONMENTAL MASTER & OTHER SUSTAINABILITY PLANS SEE: GOVERNANCE - STRATEGIC & LONG RANGE PLANS – MASTER PLANS AIR POLLUTION & CONTROL Includes material relating to monitoring air pollution and control in Town recreation facilities. Records may include air quality reports, inspection logs, and emissions tests which monitor carbon dioxide, propane, and ammonia levels. By type of document Community Services - Facilities T/E+1 6 T/E+7 T/E = end of reporting period to which the information relates Destroy Public ONT 38, ONT 95, ONT 195, ONT 199, ONT 207 NOISE POLLUTION & CONTROL Records related to the monitoring of noise pollution and control, air traffic noise and noise walls. By type of document Operational Services CY+2 0 CY+2 Destroy Public ONT 95 WEATHER MONITORING Records related to information on the conditions of the atmosphere. Records may include reports, general correspondence and public notices. By date Operational Services CY+1 5 CY+6 Destroy Public Minimum Maintenance Standards (Roads) PESTICIDE / HERBICIDE APPLICATION Records related to the application of pesticide/ herbicide chemicals in parks and on government owned golf courses. The file may include a work order and a schedule of spraying. By location and date Operational Services Parks T/E+3 0 T/E+3 T/E = completion of when pesticide/ herbicide chemicals have been applied Destroy Public ONT 95, ONT 208 Page 366 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 33 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments WASTE MANAGEMENT Records related to the reduction, reuse, recycling or diversion of solid and liquid waste materials. Includes the recycling of newspapers, cardboard, other curb-side materials, automobile tires, white goods, scrap metal, and soil. Documents may include lists of recyclable versus non-recyclable materials, logs, customer complaints and waste studies. By topic Operational Services CY+2 0 CY+2 Destroy Archival Selection Internal Complaints are a PIB PIB ONT 23, ONT 24, ONT 25, ONT 26, ONT 27, ONT 28, ONT 29 DRINKING WATER QUALITY MANAGEMENT SYSTEM (DWQMS) Records related to the Drinking Water Quality Management System (DWQMS), including, reports, certificates, system audits, lead testing/ water sampling log, permits & licences, meeting minutes, training records, water quality complaints log, forms, operational plan, standard operating procedures, emergency contact list, etc. The testing may be performed internally or by outside companies. These files may also document the application of aquacades. FOR: WATER / WASTEWATER CERTIFICATION TRAINING SEE: HUMAN RESOURCE MANAGEMENT - TRAINING & SKILLS DEVELOPMENT – TRAINING / CERTIFICATION RECORDS By document type Operational Services CY+2 13 CY+15 Destroy Archival Selection Public ONT 22, ONT 30, ONT 36, ONT 37, ONT 39, ONT 41, ONT 42, ONT 43, ONT 44, ONT 45, ONT 46, ONT 47, ONT 48, ONT 49, ONT 50, ONT 51, ONT 52, ONT 53, ONT 54, ONT 55, ONT 56, ONT 57, ONT 58, ONT 59, ONT 60, ONT 61, ONT 62, ONT 63, ONT 64, ONT 65, ONT 66, ONT 96, ONT 118, ONT 231 RECREATION POOL WATER TESTING Records include the daily log as outlined in the regulations, including bi-monthly and monthly testing, sample tests and results for a certified analysis for coliform bacteria, pH and chlorine/ bromine. By location and date Operational Services Community Services CY+2 0 CY+2 Destroy Public ONT 233 WEED CONTROL Records related to the control of weeds, for aesthetic and safety reasons as well as to protect the land’s native biodiversity from invasive plant species. Methods of weed control may include fire, spraying, uprooting, and mowing. Includes weed complaints, destruction work orders, and By location and type of document Operational Services Community Services By-law Services CY+2 0 CY+2 Destroy Public Page 367 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 34 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments charges for failure to control weeds in compliance with regulations and legislation. TREE INSPECTIONS Records related to the inspection of trees which include tree inspection logs, work orders and the results of pruning, planting, trimming, pruning and preservation. By location and type of document Parks CY+2 T/E+2 T/E+2 T/E = life of the tree Destroy Public HEALTH, SAFETY & SECURITY MANAGEMENT OCCUPATIONAL HEALTH & SAFETY PROGRAM MANAGEMENT Records relating to Town of Aurora’s responsibility to provide a safe and healthy workplace for its employees. Records may include the health & safety programs relating to ergonomics, violence prevention, respect in the workplace, and wellness; pandemic planning; and Health & Safety Committee terms of reference and other resources used by the committee. Also includes Health & Safety Committee meeting minutes, workplace safety checks, and action items resolution. Records may also include correspondence, first aid program records, WHMIS records and Material Safety data sheets (MSDS). Alphabetical by topic Human Resources S/O+3 0 S/O+3 Destroy Internal FED 14, Fed15, FED 16, FED 17, Fed 19, ONT 84, ONT 85, ONT 86, ONT 95, ONT 196, ONT 198, ONT 203, ONT 204, ONT 205, ONT 209, ONT 210, ONT 229 HAZARDOUS MATERIALS Records related to the storage, transportation, and handling of hazardous materials. Hazardous materials are any substance or material which may result in health injuries, destruction of life and environmental conditions, and facility damage. This includes toxic, flammable, corrosive, and explosive materials. Documents include disposal instructions, health and safety measures documentation, materials safety data sheets (MSDS), hazard assessment reports and recommendations and correspondence. By type of document Operational Services Community Services S/O+2 13 S/O+15 Destroy Public ONT 86, ONT 96, ONT 211, ONT 212, ONT 213, ONT 214, ONT 215 Page 368 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 35 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments FIRE MONITORING & SAFETY Records relating to documenting the planning and preparation necessary so that individual buildings will comply with required fire provisions. May include information relating to firefighting equipment locations within buildings, fire alarm systems, locations of exits and staircases, evacuation and emergency guidelines, names of emergency contact personnel, vehicle access to the respective building, locations of elevators, owner responsibilities, and firefighting equipment inspection and maintenance. Documents include fire safety plan reports, self-compliance surveys, risk assessments and all supporting correspondence. By topic Operational Services S/O+2 0 S/O+2 Destroy Internal ONT 86, ONT 95, ONT 180, ONT 181, ONT 182, ONT 183, ONT 184, ONT 185, ONT 186, ONT 187, ONT 188, ONT 189, ONT 190, ONT 191, ONT 192 EMERGENCY MANAGEMENT PLANNING Records related to the coordination of emergency measures pertaining to the Town of Aurora and its residents to ensure safety in the event of an emergency or disaster. Records include business continuity planning, operational plans, co-ordination of emergency services. FOR: IT DISASTER RECOVERY SEE: INFORMATION TECHNOLOGY AND RECORDS MANAGEMENT – DISASTER PREPAREDNESS & RECOVERY PLANNING By type of document Originator S/O+2 0 S/O+2 Destroy Internal ONT 109, ONT 182, ONT 229, ONT 230, ONT 232, ONT 232, ONT 233, ONT 234, ONT 235 PROPERTY SECURITY ADMINISTRATION Records related to the physical security of Town buildings, properties, and facilities. Security measures are intended to guard against damage, vandalism and unauthorized intrusion and to ensure personal safety. May include information on identification tags, security and alarm systems, authorized use of keys and access cards. Records may include video or audio recordings, security clearance files, security logs and security user guide books. Note that security footage on most devices continuously overwrite. Once the footage is viewed, it becomes a record. It should then be transferred to the appropriate record By topic Operational Services S/O+2 0 S/O+2 Destroy Confidential Page 369 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 36 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments series like By-law Enforcement, Claims by the Municipality, or Accident & Incident / Occurrence Reporting. CONTACT TRACING Records related to visitor and staff access to Town facilities and properties during an epidemic or pandemic. The purpose of which is to enable contact tracing if required by health authorities. Examples include staff and visitor screening logs and program screening waivers. By last name, alphabetically Human Resources 30 days 0 30 days Destroy Confidential HPPA, MFIPPA, PHIPPA Page 370 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 37 of Page 81 FINANCIAL MANAGEMENT The function of managing the financial resources of the Town of Aurora through the execution of financial transactions and accounting processes including the receipt, control and expenditure of funds and the reporting and auditing of results. Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments TOWN REVENUES ADMINISTRATION ACCOUNTS RECEIVABLE PROCESSING Records relating to revenues received by the Town through the sale of goods or services. This includes revenues generated from charging parking, permits and other fees. May include information on the administration and receipt of refunds and credits/ credit notes received from vendors for return of materials/ products. Documents may include hand-written and machine-readable receipts, invoices documenting the receipt of payment from customers, accounts receivable and revenue reconciliation statements, and usage fees such as registration fees, usage/ rental fees, concessions, tickets, advertising fees and merchandise sales, etc. SEE: TAX OR WATER AUTO PAY SUCH AS PAP OR MORTGAGE, OR TAX SALES OR OTHER TAX COLLECTION OR UTILITY COLLECTION MATERIALS. By fiscal year, then alphabetical by vendor name Finance - Accounting and Revenues Originator FY+1 5 FY+6 Destroy Internal FED 1, FED 2, FED 5, ONT 79, ONT 91 CASH RECEIPTS Records related to processing payments received by the Town. Records include cashier batches, documentation, deposit slips, payment card machine batches and all related documents, excluding bank reconciliation materials. By fiscal year, then by batch number or date or cashier Originator FY+1 5 FY+6 Destroy Internal FED 1, FED 2 INCOME TAX DEDUCTIBLE DONATIONS & RECEIPTS By fiscal year, then by month or receipt number Finance FY+1 5 FY+6 Destroy Confidential FED 1, 2, 5 + CRA 2012 donations review directives report to Aurora Page 371 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 38 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments Records of all donations to the Town, such as for trees in the arboretum, trails upkeep, benches in parks dedicated to a loved one, etc. DEVELOPMENT CHARGES Records related to monies collected from land developers to offset that portion of the costs of services incurred as a direct result of the new developments. By fiscal year, then by month Finance - Accounting and Revenues FY+1 5 FY+6 Destroy Internal FED 1, FED 2, FED 5 GRANTS TO TOWN Records related to grants received from federal, provincial, regional and/ or private sources. These grants are used to support the acquisition or maintenance of property or equipment and for the running of programs or special events such as Lake Simcoe Clean Lake Fund, Federal gas tax funding, municipal infrastructure, etc. They may document that the Town used the funds in accordance with the terms of the grant. The files may contain a copy of the grant, correspondence, purchases, expenses and any other supporting documents. By year and name of grant Financial Management Services Community Services CY+6 0 CY+6 Destroy Internal FED 1, FED 2 GRANTS FROM TOWN Records related to grants paid or made by the Town to others, such as under Community Grants or Arts and Culture Grants programs or other similar or successor programs. Records would include application information, assessments, responses and communications, copies of reports to Council, and administrative documentation to action the grant payment/ internal funding transfer as the case may be. By year and name of grants used for payment Community Services CY+6 0 CY+6 Destroy Internal FED 1, FED 2 MUNICIPAL TAX ADMINISTRATION TAX BILLING – MUNICIPAL Records related to the process of preparing and issuing a taxation billing batch, can be interim, final or supplementary. Batch files and documentation related only, not related to individual property accounts. By fiscal year, then by type Finance - Accounting and Revenues FY+1 5 FY+6 Destroy Internal FED 1, 2 Page 372 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 39 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments TAX ACCOUNT AUTO PAY DOCUMENTATION Records include mortgage company correspondence, enrollments/ cancellations, and pap plan enrolment/ cancellation for individual property accounts. By roll number Finance - Accounting and Revenues S/O+2 0 S/O+2 Destroy Confidential PIB ONT 119 TAX CERTIFICATES – MUNICIPAL Records related to the creation and use of municipal taxation certificates. This series includes letters from solicitors (lawyer’s letters), financial Institutions, taxpayers, and internal lawyers requesting that a tax certificate be generated. By roll number Finance CY+1 7 CY+8 Destroy Confidential PIB ONT 74, ONT 75, ONT 76, ONT 119 PROPERTY TAX ASSESSMENT, LEVY ADJUSTMENTS & APPEALS Records relating to the evaluation, assessment, appeal, modification and cancellation of municipal property taxes. Includes the assessment evaluation of individual commercial and residential properties by the town, the assessment appeal process under the assessment act, and the tax appeal process under the municipal act for cancellation, refund or reduction of tax. Documents include summaries of assessments, aerial photographs, inspection reports, Municipal Property Assessment Corporation (MPAC) listings, rental income statements and appraisals, recalculation of property taxes and minutes of settlement. By roll number until approved for adjustment, then by type of adjustment, then by adjustment batch number Finance - Accounting and Revenues T/E+2 6 T/E+8 T/E = end of the appeal process Destroy Public PIB ONT 75, ONT 76, ONT 77, ONT 78, ONT 119 TAX APPEALS BY TOWN Records related to proceedings related to assessment appeals initiated by the Town, and any general assessment roll reviews related to searches for such eligible properties. By property address Finance - Accounting and Revenues T/E+1 6 T/E+7 T/E = end of the appeal process Destroy Confidential Litigation or quasi-litigation being outbound tax appeals against other property owners. PIB ONT 105, ONT 119, ONT 123 Page 373 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 40 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments PROPERTY TAX: CHARITY & VACANCY REBATES Records related to issuing a rebate if commercial or industrial building was entirely or partially vacant during the taxation year and eligibility criteria was met. By fiscal year, then by roll number Finance - Accounting and Revenues FY+1 5 FY+6 Destroy Public PROPERTY ASSESSMENT ROLLS Records related to the creation or receipt, use, and maintenance of property assessment records within the Town of Aurora. Property assessment information details specifications, such as location and size of lots and buildings, assessed property market values and legal descriptions. Includes property assessments for Town residential, commercial, industrial, and all other Town properties. This information is used to help determine appropriate property tax billing rates amongst individual taxpayers, to determine property ownership and to compare property values to see if they are assessed at comparable rates. Documents may include assessment rolls, supplementary assessment rolls, property assessment listings and supporting correspondence. Assessment rolls are produced by the Municipal Property Assessment Corporation (MPAC) and forwarded to the Town. These records have no legal value. By year of assessment Finance - Manager of Financial Reporting & Revenues T/E+1 6 T/E+7 T/E = dissolution of the corporation Destroy Public ONT 105, Ont-123 TAX ACCOUNT – GENERAL ADMINISTRATION Records related to individual tax account administration: including ownership/address changes, correspondence including complaints about tax, payment plans and seniors deferrals etc. FOR: PAP PAYMENT PLAN ENROLMENT / CANCELLATION SEE: TAX ACCOUNT AUTO PAY DOCUMENTATION By roll number Finance - Tax FY+1 5 FY+6 Destroy Confidential PIB ONT 119 WATER ACCOUNT ADMINISTRATION WATER BILLINGS By month Finance – Accounting CY+1 5 CY+6 Destroy Public FED 1, 2, 5 Page 374 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 41 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments Records related to batch billings for water accounts, including readings, batches, final billings etc. WATER ACCOUNT AUTO PAY DOCUMENTATION Records related to pre-authorized payment plan enrolment/ cancellation for individual property accounts. By account number Finance – Accounting S/O+2 0 S/O+2 Destroy Confidential PIB ONT 119 WATER CERTIFICATES – MUNICIPAL Records related to the creation and use of municipal water certificates. This series includes letters from solicitors (lawyer’s letters), financial institutions, taxpayers and internal lawyers requesting that a utility certificate be generated. By account number Finance CY+1 7 CY+8 Destroy Confidential PIB ONT 74, ONT 75, ONT 76, ONT 119 WATER COLLECTIONS Records related to cyclical collection efforts on batch basis. By calendar year Finance - Accounting and Revenues CY+1 2 CY+3 Destroy Public Collection files only, not related to financial reporting, or official financial books of record. WATER ACCOUNT – GENERAL ADMINISTRATION Records related to individual water account administration including ownership/ address changes, correspondence including complaints about water billings, payment plans etc. FOR: PAP PAYMENT PLAN ENROLMENT / CANCELLATION (WATER) SEE: WATER ACCOUNT ADMINISTRATION - WATER ACCOUNT AUTO PAY DOCUMENTATION By account number, then by year Finance - Accounting and Revenues CY+1 5 CY+6 Destroy Confidential PIB ONT 119 ACCOUNTING ADMINISTRATION ACCOUNTS PAYABLE PROCESSING By fiscal year, then by payment date Finance - Accounting and Revenues FY+2 4 FY+6 Destroy Confidential for individuals PIB FED 1, FED 2 Page 375 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 42 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments Records related to the processing of payables and payments made by the Town of Aurora. Records may include AP cheque register, cheque requisitions, purchase order payment approvals and summaries, cheque copies, invoices, credit card and Purchase Card statements, travel expense claims and employee expenses. Public for Vendors COMMODITY TAX FILINGS & RETURNS Records related to the preparation and submission of statutory commodity tax filings such as HST, GST, fuel, excise, customs and duties. By year, then by document type Finance - Accounting and Revenues FY+1 7 FY+8 Destroy Internal Fed 1, Fed 2, Fed 6, Fed 7, Fed 8,ONT 74, ONT 75, ONT 76 DEBT Records related to all town debt, internal and external, documentation of approval, transactions, history, issuance, correspondence, etc. By issuance Finance – Accounting and Revenues T/E+2 4 T/E+6 T/E = when debt paid Destroy Public SECURITIES – LETTERS OF CREDIT (LC) & CASH Records related to letters issued by a bank authorizing the bearer to draw a stated amount of money from the issuing bank, its branches, or other associated banks or agencies. Includes similar documentation with respect to cash securities posted in lieu of letters of credit. Also includes notification of works completed and letter of credit release. By purpose, then file number, then developer name Finance – Accounting and Revenues T/E+6 0 T/E+6 T/E = file closed or cashed out or cancelled Destroy Confidential BANKING TRANSACTIONS & RECONCILIATION Records relating to banking and account reconciliation such as the reconciliation of bank statements. Records may include electronic funds/ wire transfers, confirmations, stop payments, bank statements and bank reconciliations. By fiscal year, then by month Finance – Accounting and Revenues FY+1 5 FY+6 Destroy Internal FED 1, FED 2 GENERAL LEDGER By fiscal year Finance – Capital Asset FY+1 T/E+2 T/E+2 Destroy Internal FED 1, FED 2, FED 3, ONT 76 Page 376 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 43 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments Records related to the documentation of all financial accounts and statements summarizing year over year financial transactions. Records include all books of original and final entry summarizing year over year transactions. Also includes the chart of accounts. T/E = dissolution of the corporation GENERAL LEDGER RECONCILIATION Records relating to the reconciliation of all general ledger accounts. By fiscal year Finance – Accounting and Revenues FY+1 5 FY+6 Destroy Internal ONT 76 MONTH END CLOSING & ANALYSIS Records relating to month end close. Records include month-end process checklist, statement of financial position, statement of operations, expense analysis, and accrued liability schedule and adjustments. By year, then by month Finance - Accounting and Revenues FY+1 5 FY+6 Destroy Internal ONT 76 FINANCIAL PLANNING & INVESTMENT MANAGEMENT ANNUAL BUSINESS PLANNING & BUDGETING (OPERATIONAL & CAPITAL) WORKING PAPERS (FOR DEPARTMENTS) Records related to the development and monitoring of business plans and budgeting both operational and capital for departments. Annual business plans may include information on goals and objectives to implement the Town’s strategic plans, specific periods, key events and issues. May range from simple timetables to complex plans. Documents may include directions to staff, financial spreadsheets, planning reports, supporting work plans, documentation on decisions, and progress monitoring reports. FOR: STRATEGIC PLANNING SEE: GOVERNANCE- STRATEGIC & LONG RANGE PLANNING By year Originating department FY+1 5 FY+6 Destroy Internal Page 377 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 44 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments BUDGETS – OPERATING & CAPITAL WORKING PAPERS (FOR FINANCE) Records related to the development, management and administration of the operating and capital budget accounts. Includes copies of budget, internal charge back reports, budget process procedures, directives, variance reports, expenditure forecasts and reports, fees and charges working papers, and budget submission. By year, then by budget type Treasurer FY+2 4 FY+6 Destroy Internal LONG RANGE CAPITAL PLAN – WORKING PAPERS Records related to the development, consolidation, distribution, etc. of the annual ten-year or long-range capital-planning document for Council. By fiscal year Financial Management Services FY+2 9 FY+11 Destroy Internal LONG RANGE CAPITAL PLAN APPROVED – FINAL Records include approved budgets, including line-by-line detail or council summary versions, departmental presentations and key supporting documentation. By fiscal year Financial Management Services FY+11 0 FY+11 Destroy Public CAPITAL ASSET ACCOUNTING Records include documents related to accounting for capitalization, disposal, and amortization of fixed assets. Documents include capital assets inventories, capital depreciation schedules and capital asset reports and registers all necessary for public sector accounting purposes. Alphabetical by document type: Capital asset reports Depreciation schedules Financial Management Services FY+1 5 FY+6 Destroy Internal INVESTMENTS & RECONCILIATIONS Records relating to tracking of investments made by the Town of Aurora. Records include the monthly and quarterly investment reporting, redeemed investments bank receipts, invest log, interest income calculation, statement of accounts, investments confirmations, cash flow documentation and schedules. By year Financial Management Services CY+1 5 CY+6 Destroy Internal FED 1, FED 2, ONT 76 Page 378 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 45 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments RESERVE FUND ACCOUNTS Records related to the administration of the reserve fund. Records include the history, purposes, by-laws, analysis, strategies, etc. related to reserve accounts. By reserve fund Financial Management Services S/O+2 0 S/O+2 Destroy Internal FINANCIAL REPORTING FINANCIAL REPORTING – MONTHLY & QUARTERLY WORKING PAPERS (FOR DEPARTMENTS) Records related to the working papers of departments relating to monthly and quarterly reporting of financial position. May include quarterly and monthly interim financial statements and risk management checklist and reports. By year, then by month/ quarter Originator CY+2 0 CY+2 Destroy Internal FINANCIAL REPORTING – MONTHLY & QUARTERLY (FOR FINANCE) Records relating to monthly and quarterly reporting of financial position submitted to Council. May include quarterly and monthly interim financial statements and risk management checklist and reports. By year, then by month/ quarter Financial Management Services CY+2 0 CY+2 Destroy Internal Not related to official financial books records or annual financial statements. All reports to Council retained with Legislative Services. FINANCIAL STATEMENTS & AUDITOR’S REPORTS Records relating to the final, audited year-end financial statements. Records include the year end audited financial statements and notes to the statements includes auditor‘s report. By fiscal year Financial Management Services FY+3 3 FY+6 Archival Public FED 1, FED 2 YEAR END & AUDIT REPORTING – PREPARATION WORKING PAPERS Records related to the preparation of year-end auditing and financial statements. Records include analysis, master By fiscal year Financial Management Services FY+1 5 FY+6 Destroy Internal Page 379 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 46 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments schedule of documents provided to third parties, confirmation letters regarding payment receipt and funding allocated, and auditor’s report. FINANCIAL INFORMATION RETURN (FIR) & MUNICIPAL PERFORMANCE MANAGEMENT PROGRAM (MPMP) REPORTING Records include all working papers and supporting documentation for Financial Information Return (FIR) and Municipal Performance Management Program (MPMP) filings and final copies. By fiscal year Financial Management Services FY+2 8 FY+10 Destroy Public AUDIT AUDITOR RELATIONSHIP MANAGEMENT Records related to maintaining auditor relationship and engagement, including include general correspondence and administrative materials. By audit company name Treasurer S/O+2 0 S/O+2 Destroy Internal INTERNAL AUDIT OF SERVICES Records related to the audit of services performed by the Town for internal purposes, including infrastructure and capital delivery, waste collection, and water billing audits. Records include internal audits, reports, related documentation and procurement. By type, then by fiscal year Originator FY+3 3 FY+6 Destroy Internal PAYROLL ADMINISTRATION PAYROLL PROCESSING Records related to the regular entry, posting and reconciliation of employee payroll details and related reports such as payroll audit reports, payroll stub confirmation, Records of Employment (ROE), TD1, T4, T4A, payroll transfers, timesheets, Canada Savings Bonds and relevant Statistics Canada reports. This includes the production of an employee record detailing By year, then by document type and date Financial Management Services FY+1 5 FY+6 Destroy Confidential PIB FED 11, ONT 119, ONT 216, ONT 217, ONT 218 Page 380 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 47 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments deductions including family support (garnishments), pay and termination of pay at the end of employment. Includes the payroll register. TIME & ATTENDANCE REPORTING Records relating to identifying hours worked and vacation/sick days taken by Town staff. Records include timesheets and the attendance spreadsheet with approvals for each payroll run. By year, then by pay run date Financial Management Services Human Resources CY 3 CY+3 Destroy Confidential PIB ONT 119 PAYROLL – REMITTANCES Records related to the annual summaries of year-end reporting to government (reconciliation for the year) such as to Canada Revenue Agency (CRA), Workers’ Compensation, Employee Heath Tax and Ontario Municipal Employees Retirement Savings (OMERS) reports. By year Financial Management Services CY+1 5 CY+6 Destroy Internal ONT 87, ONT 88, ONT 89, ONT 90 PROCUREMENT PROPOSALS & SUBMISSIONS MANAGEMENT Records relating to the procurement of goods and services, the negotiation of contracts and the management of the engagement with both successful and unsuccessful bidders. Records includes documents pertaining to the administration, plans and schedules for procurement, such as, business case or purchase justification, all communications related to call for and responses to RFPs, RFQs, RFIs, and bid submissions, correspondence, decisions, letters, notifications, amendments and purchase order change requests. FOR: SIGNED / APPROVED CONTRACT SEE: LEGAL / LICENSING / PERMITS: AGREEMENTS / CONTRACTS / LEASE ADMINISTRATION By year, then by procurement number Finance - Procurement Services T/E +1 6 T/E + 7 T/E = contract completed Destroy Internal Page 381 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 48 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments VENDOR / CONTRACTOR / CONSULTANT PERFORMANCE MANAGEMENT Records related to bidders’ performance for consideration for future initiatives. By name of vendor Finance - Procurement Services CY+5 2 CY+7 Destroy Confidential PURCHASE CARD MANAGEMENT Records include personal documentation from staff to set-up the Purchase Card program, changes to card status, related procurement reports and spend analysis document. Alphabetical by last name Finance T/E+2 0 T/E+2 T/E when Purchase Card is cancelled. Destroy Confidential PIB ONT 119 Page 382 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 49 of Page 81 GOVERNANCE The function of governing the organization and exercising authority and control to ensure transparency and accountability. Records related to the ways in which the Town of Aurora is governed and regulated to ensure efficiency, effectiveness and compliance with statutory requirements. Includes records of the Town’s legislative process, by-laws and agendas and minutes of Council and its Committees. Also includes information received from federal, provincial and other municipal governments. Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments BY-LAWS ADMINISTRATION BY-LAWS All approved By-Laws set by Council and Land Tribunals including zoning amendments, licensing, animal control, appointments, building, including ‘Official Plans and Amendments as per the Planning Act, etc. By number and name of by-law Legislative Services P 0 P Permanent Public ONT 162 COUNCIL ADMINISTRATION COUNCIL ORIENTATION & ADMINISTRATION Records relating to the administration of Council activities including biographical sketches and profiles of councillors, general information about the council such as the annual meeting calendar, board orientation packages and protocol book. Alphabetical by topic Legislative Services S/O+2 0 S/O+2 Destroy Internal ONT 157 COUNCIL & COMMITTEE MEETINGS MANAGEMENT APPOINTMENTS TO COMMITTEES, BOARDS / COMMISSIONS SEE: COMMITTEES – APPOINTMENTS Page 383 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 50 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments COUNCIL AGENDAS & MINUTES Records include agendas, minutes, notices, resolutions of Council and standing committees meetings. By year, then by meeting date Legislative Services CY+10 P P Permanent Public ONT 157, ONT 160 COUNCIL / COMMITTEE AUDIO & VISUAL Records including audio and visual records of Council meetings and Committees appointment by Council. By council/ committee name then chronological by date Legislative Services T/E + 4 8 T/E + 12 T/E = End of Term of Council Destroy Public ONT 157 STAFF REPORTS TO COUNCIL Records including final versions of staff reports which have gone to Council with a signature - includes memorandums. By year then by department Legislative Services CY+10 Archival Archival Archival Public MEETING RECORDS – CLOSED SESSION Records including minutes, agendas, and audio recordings taken during a closed session. Approved closed session minutes must be sealed and retained by the Clerk. By date Legislative Services CY+10 P P Permanent Confidential ONT 157 COMMITTEES – APPOINTMENTS Records related to committee appointments by Council. Records include terms of reference, appointment notices, applications for all ad hoc/ advisory committees and statutory boards and committees. By term of council, then committee name Legislative Services T/E+ 0 T/E+4 T/E = Term of Council Destroy Confidential for application forms Public PIB ONT 5, ONT 119, ONT 157 COMMITTEES APPOINTED – MEETING MANAGEMENT Records include appointed committees meeting records, agendas, minutes, and reports. FOR: APPOINTED COMMITTEES’ REPORTS (except COA) SEE: STAFF REPORTS TO COUNCIL By committee name, then by year Legislative Services T/E+4 T/E = Term of Council P P Permanent Public Confidential for closed sessions. QUASI-JUDICIAL COMMITTEES By committee name, then by year Planning & Development Services CY+5 P P Permanent Public Planning Act Page 384 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 51 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments Records include appointments, terms of reference, agenda, minutes and reports of Committee of Adjustment (COA), Aurora Appeal Tribunal and Property Standards Committee meetings and relevant documentation as administered by the Planning & Development Services and Clerks departments. Legislative Services Note: Committee of Adjustment (COA) is an independent governing body as per the Planning Act. ELECTION MANAGEMENT MUNICIPAL ELECTION ADMINISTRATIVE RECORDS Records including documents and materials related to an election or by-election such as nomination papers, Deputy Returning Officer Statements, election forms, ward system, etc. By election date Legislative Services T/E+8 0 T/E+8 T/E = day election or by-election results are declared Destroy Public ONT 121, ONT 122, ONT 128, ONT 129, ONT 130, ONT 131, ONT 132, ONT 133, ONT 135, ONT 136, ONT 137, ONT 139, ONT 143, ONT 144, ONT 145, ONT 146, ONT 147, ONT 148, ONT 150, ONT 151, ONT 152, ONT 153, ONT 154, ONT 155, ONT 156, ONT 129 MUNICIPAL ELECTION RECORDS – CAMPAIGN FINANCE Records including documents filed under the Municipal Elections Act (financial statement and auditor's report) which the Clerk shall retain until the members of the council or local By election date Legislative Services T/E+4 0 T/E+4 T/E = date on which members of Council have taken office Destroy Public Municipal Elections Act Sec 78, Sec 79(1), Sec 88(4) Page 385 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 52 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments board elected at the next regular election have taken office. Includes by-elections. following a regular municipal election. ELECTION RESULTS Results of by-elections and municipal elections. Includes number of voters, number of candidates, number of votes, Declaration of Office, Oaths of Office, terminations and resignations. By election year Legislative Services CY+4 Archival Archival Archival Public ELECTION RECORDS – VOTERS / POLL LISTS / BALLOTS Records including marked ballots and material relating to voters and poll lists. By election date Legislative Services T/E+120 days 0 T/E+120 days T/E= the day that election results are declared, unless otherwise ordered by court. If a recount was commenced but not yet completed, records should not be destroyed until final results are declared Destroy Confidential Municipal Elections Act Sec 88(1), Sec 88 (11) STRATEGIC & LONG-RANGE PLANNING STRATEGIC & ADMINISTRATIVE PLANS Records relating to strategic planning by departments and residents designed to assess and adjust the Town of Aurora’s direction and determine its visions and future objectives. Includes information on seminars, strategy planning sessions, and mission statements. Documents include goals and objectives statements, long and short-term strategic planning reports, Key Performance Indicators (KPIs) reports and all ancillary materials. By topic, then by date Originator S/O+5 10 S/O + 15 Destroy Archival Selection Public Page 386 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 53 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments FOR: FINANCIAL STATEMENTS, REPORTS AND FIVE YEAR BUSINESS PLANNING NOTES, ETC. SEE: FINANCIAL PLANNING & INVESTMENT MANAGEMENT MASTER PLANS Records related to master plan development adopted by the Town of Aurora. Refers to land, environmental, cultural, economic development, recreation, trails, parks, population, housing needs, environmental development plans, utilities ‘(servicing allocation)’, human services and community facilities. By type of plan Originator T/E+2 3 T/E+5 T/E = expiry of the plan Destroy Archival Selection Public GOVERNMENT RELATIONS MANAGEMENT GOVERNMENT / INTERGOVERNMENTAL RELATIONS Records relating to federal, provincial, municipal government departments, commissions, boards, authorities and related agencies whose functions may impact on, or be involved with the Town’s administration and operations. Subjects may include the exchange of information, routine notifications and inquiries and offers of service. Documents may include government strategy and planning reports, government funding statements, government submissions and correspondence. By level of government: Federal Provincial Municipal Originator CY+6 0 CY+6 Destroy internal ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ACT (AODA) Records include compliance letters, contract inquiries, correspondence, accessibility audits and employment standards. By document type Project Management Office and Business Transformation CY+2 0 CY+2 Destroy Internal ONT 5, ONT 95, ONT 173, ONT 174, ONT 176 Page 387 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 54 of Page 81 HUMAN RESOURCE MANAGEMENT The function of managing Town of Aurora employees and their relationship with the organization. Activities included defining the organization through organization charts and job descriptions, recruitment, compensation and benefits administration, employee training. Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments ORGANIZATION & POSITION MANAGEMENT JOB DESCRIPTIONS Records related to identifying the positions within the Town of Aurora and detailing job specifications, duties and responsibilities and performance expectation levels. Alphabetical by position title Human Resources S/O+2 0 S/O+2 Destroy Public ORGANIZATION DESIGN Records related to identifying the organizational structure of the Town of Aurora including staff positions/ titles, employee names and hierarchy of authority and responsibility. Records include organization charts and re-organization documentation. Alphabetical by department Human Resources S/O+2 0 S/O+2 Destroy Archival Selection Public RECRUITMENT & SELECTION RECRUITMENT & STAFF SELECTION Records relating to general resource planning and the recruitment and hiring of staff for specific Town of Aurora positions. Records include job posting/ ads, resumes under consideration, interview guides and questions, interview notes, candidate evaluation, reference checking notes and regret letters. Successful candidates’ information moves to employee file. Alphabetical by position title and by recruitment number Human Resources CY+2 0 CY+2 Destroy Confidential PIB ONT 119 EMPLOYEE MANAGEMENT EMPLOYEE FILES Alphabetical by employee last name Human Resources T/E+1 2 T/E+3 Destroy Confidential PIB ONT 80, ONT 81, ONT 82, ONT 119 Page 388 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 55 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments Records relating to an employee’s work history and status throughout their employment with the Town of Aurora. Includes full time employees as well as those hired for a fixed term contract such as a summer position, seconded from another department or those on LTD or early retirees. Records may include resumes, copies of training certifications, staff photo, hiring evaluation/notes, employee performance, offer letter/letter of employment, engagement/hiring contract, secondment contracts, appointment notices, benefits selection, signed code of conduct, education attended, salary change notification, disciplinary action, termination documentation, pension records, correspondence and recognition. T/E = termination of employment of employee EMPLOYEE MEDICAL FILES Records related to the employees’ medical status, including employee ergonomic information, medical conditions, and recovery of individual Town employees. This includes situations concerning the sustainment of physical injuries and the development of medical conditions causing disability or impairment, both work and non-work related. May include information relating to clarification of medical conditions, determination of whether and/ or when an employee should return to work, and confirmation of job duties the employee is and is not capable of performing. Documents may include doctors' notes and referrals, copies of resumes and training certificates, medical progress notes and all supporting correspondence. FOR: WORKERS’ COMPENSATION CLAIMS SEE: EMPLOYEE MANAGEMENT - WORKERS’ COMPENSATION & DISABILITY MANAGEMENT By employee last name Human Resources T/E+1 39 T/E+40 T/E = time records first made Destroy Confidential PIB ONT 119, ONT 236, ONT 237, ONT 238 EMPLOYEE RECOGNITION PROGRAM Records related to the recognition of staff through The Town of Aurora’s AURA AWARDS, designed to recognize the achievements and contributions of employees, who through the excellence of the work they perform, produce results which are desired by the corporation and who, through their individual or By employee last name Human Resources CY+3 0 CY+3 Destroy Archival Selection Internal Page 389 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 56 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments team efforts, bring about positive consequences in the workplace. EMPLOYEE SURVEYS Records related to the administration of surveys to Town employees. Surveys include: Employee engagement, employee satisfaction, compensation, etc. By type of survey Human Resources S/O+6 0 S/O+6 Destroy Archival Selection Internal VOLUNTEER FILES Records relating to a volunteer’s work history and status throughout their term with the Town of Aurora. May include recruitment, hiring, performance evaluations, training, photo, terminations and correspondence. Alphabetical by volunteer last name Human Resources T/E+1 2 T/E+3 T/E = termination of volunteer Destroy Confidential WORKERS’ COMPENSATION & DISABILITY MANAGEMENT Records relating to tracking and monitoring of all individual Town employees' claims for financial and/ or medical compensation as a result of personal injuries, illness, or other medical conditions preventing employees from fulfilling regular job duties. This includes workers' compensation and long-term disability claims. Documents may include injury report forms, copies of long-term disability and workers' compensation claims that have been submitted, disability recurrence continuity reports, completed summary claims information cards and all supporting correspondence. Alphabetical by employee last name Human Resources T/E+1 2 T/E+3 T/E = when claim is resolved/ closed. Destroy Confidential PIB ONT 95, ONT 119 ONT 200, ONT 201, ONT 202 WORKFORCE / TALENT MANAGEMENT & PLANNING Records related to analyzing, forecasting, planning and managing the pool of employees to support the company business. Records include succession plans, staff allocations, reorganization analysis/ planning records, employee turnover/ transfer/ relocation records, promotions, human resources statistics and metrics (Logs & Tracking). By topic Human Resources CY+4 0 CY+4 Destroy Confidential Page 390 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 57 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments EMPLOYEE HEALTH AND SAFETY SEE: ENVIRONMENT, SAFETY & SUSTAINABILITY - HEALTH, SAFETY & SECURITY MANAGEMENT EMPLOYEE COMPENSATION & BENEFIT ADMINISTERING EMPLOYEE COMPENSATION Records related to the management of remuneration models for Town of Aurora employees. Includes annual salary plans, salary administrative guidelines and the management compensation plan. Records may include meetings, job evaluation results and appeals. By subject Human Resources CY+5 0 CY+5 Destroy Confidential EMPLOYEE BENEFIT PROGRAMS Records relating to employee benefits and deductions, group insurance, medical and dental plans, pensions, employee counselling and tuition reimbursements. Includes records relating to the employee assistance program. By topic: Medical Dental Pension Human Resources T/E+6 0 T/E+6 T/E = end of year for which records and books of account are kept or written permission for their prior disposal is given by Minister, or end of appeal period. Destroy Confidential FED 9, FED 10, FED 12, ONT 99 PAY EQUITY Records related to the evaluation of job positions by comparing duties, skills and responsibilities of similar positions. The objective is to ensure equal pay for work of equal value. Documents may include copies of policies, hiring reports, classification ratings, job evaluation information, position description questionnaires, action plans and information about designated worker groups. Alphabetical by position title Human Resources S/O+2 0 S/O+2 Destroy Internal ONT 95 Page 391 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 58 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments TRAINING & SKILLS DEVELOPMENT EMPLOYEE ORIENTATION PROGRAM Records relating to the development and delivery of the employee orientation program and the on-boarding of new employees. Records include orientation checklists and on-boarding documents. Alphabetical by document type Human Resources Parks S/O+2 0 S/O+2 Destroy Internal TRAINING & LEARNING PROGRAMS – INTERNAL Records relating to the development and delivery of training and development related courses or presentations. Records include, departmental and ongoing employee training presentation materials, lunch and learn sessions and instructional material at the corporate and departmental level. Alphabetical by type of training: Customer Service Interpersonal Conflict Training Violence & Harassment Human Resources Community Services S/O+2 0 S/O+2 Destroy Internal FED 14, FED 15, FED 18, ONT 71, ONT 198 TRAINING OPPORTUNITIES – EXTERNAL Records relating to external courses, seminars and workshops available or of possible interest to Town employees. Records include course descriptions, course notes, materials from attending the sessions and general information regarding program offerings. Alphabetical by type of training: Legal Continuing Education By-law Bike Certification Wildlife Training AMCTO Workshops N6 Training Courses Originator CY+3 0 CY+3 Destroy Public ONT 71 TRAINING / CERTIFICATION RECORDS Records include training records of staff which are required under Regulation 128/04 and Regulation 129/04 to provide proof of operator training to the Ontario Water & Wastewater Certification Office (OWWCO) for training renewals and upgrades. Copies are to be sent to HR for the employee file. Other training records that require certification by government bodies may also be included here. Alphabetical by employee last name Operational Services Originator CY+3 3 CY+6 Destroy Confidential PIB ONT 119, ONT 231, ONT 232 Page 392 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 59 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments ATTENDANCE OF PARTICIPANTS Attendance records of those who participated in Town of Aurora sponsored course/ workshop. By course name, then by participant last name Human Resources CY+1 1 CY+2 Destroy Confidential PIB ONT 119 LABOUR & EMPLOYEE RELATIONS HUMAN RIGHTS COMPLAINTS & INVESTIGATIONS Records relating to receiving, investigating and resolving complaints from Town staff concerning discrimination or harassment. Documents may include statements of complaints or completed complaints forms, investigation reports and recommendations, witness interview notes and supporting documentation and correspondence regarding the exploration and resolution of the complaints and consultations. Alphabetically by last name Human Resources T/E+2 3 T/E+5 T/E = when investigation completed and complaint resolved and/ or closed Destroy Confidential PIB ONT 92, ONT 93, ONT 94, ONT 95, ONT 119, ONT 198 GRIEVANCES & ARBITRATIONS – UNION & NON-UNION Records relating to complaints received from Town of Aurora employees concerning workplace and personal treatment, benefits, discipline, promotions and any other issues as defined in the collective agreement and the investigations to identify and resolve the complaint or issue. Includes information on addressing and resolving the grievances, such as mediation and formal adjudication hearings involving arbitrators. Documents may include completed grievance forms, copies of meeting minutes, adjudication hearing schedules, arbitration notices, solicitor’s correspondence minutes of settlements, memorandum of settlement and all supporting correspondence. Alphabetical by last name Human Resources T/E+2 0 T/E+2 T/E = after receiving award or complaint is resolved Destroy Confidential PIB ONT 95, ONT 119 ONT 220 LABOUR NEGOTIATIONS Records relating to conducting labour negotiations, which involve discussions and meetings between Town of Aurora and employee groups, such as unions, to achieve resolution on a wide range of issues pertaining to unionized employees. These issues may include staff reductions and layoffs, staff recalls, promotions and wage increases, working conditions, disciplinary actions, seniority rights and restructuring. May By type of union and year Human Resources T/E+1 9 T/E+10 T/E = end of the contracted period Destroy Archival Selection Confidential Page 393 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 60 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citations/ Comments include information on collective bargaining, dispute mediation and conflict resolution. FOR: COLLECTIVE AGREEMENTS SEE: LEGAL, LICENSING AND PERMITS – AGREEMENTS & CONTRACT ADMINISTRATION – AGREEMENTS / CONTRACTS / LEASES PENSION ADMINISTRATION PENSION RECORDS SEE: EMPLOYEE MANAGEMENT - EMPLOYEE FILES Page 394 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 61 of Page 81 INFORMATION TECHNOLOGY AND RECORDS MANAGEMENT The function of applying and managing information and communications technology to support the business needs of the organization by means of capturing, storing, retrieving, transferring, communicating and disseminating information through automated systems, such as wide-area networks and local-area networks. Includes planning, determining requirements, developing, acquiring, modifying and evaluating applications and databases, Geomatics (GIS) data and disposing of these systems. Also includes communication systems, such as video-conferencing, voice mail, mobile devices, electronic mail, and the technical aspects of the internet, intranet, and websites. Also includes the management of the lifecycle of information through records management services such as classification systems, retention by-law, identification of vital records and security classification. Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments INFORMATION TECHNOLOGY – COMPUTER & INFORMATION SECURITY COMPUTER SYSTEM ACCESS & SECURITY Records related to the security and confidentiality of Town of Aurora’s online information resources. Includes information about computer security practices and tools. Documents may include access requests, computer monitoring reports, and user authorization lists, accounts schema, privileges and computer security, threat assessments and justification for reasons (including request forms) for alternative security practices or configurations. Alphabetical by type of document Information Technology CY+2 0 CY+2 Destroy Internal FED 4 DISASTER PREPAREDNESS & RECOVERY PLANNING Records related to the development and implementation of comprehensive disaster preparedness’ plan, which documents the backup and recovery procedures for all Town records and required facilities and operations in the event of a disaster. Also includes information relating to the actions taken in the event of actual systems disasters such as, status reports, the disaster contingency plan, phone lists of key persons to contact in the event of a disaster, lists of vital records and all supporting correspondence. FOR: EMERGENCY MANAGEMENT PLANNING SEE: ENVIRONMENTAL, SAFETY & SUSTAINABILITY – HEALTH, SAFETY & SECURITY – EMERGENCY MANAGEMENT PLANNING Alphabetical by topic Information Technology Building Services S/O+2 0 S/O+2 Destroy Confidential PIB ONT 119 Page 395 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 62 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments SYSTEM BACK-UP Copies of master files or databases, application software, logs, directories needed to restore a system in case of a disaster or inadvertent destruction. By system name Information Technology S/O+2 0 S/O+2 Destroy Confidential APPLICATIONS & SYSTEMS DEVELOPMENT BUSINESS PROCESS MODELS & REVIEWS Records related to business processes, in order to understand and develop hardware and software requirements. Documentation of related, structured activities--a chain of events--that produces a specific mandated output. Records may include business area analysis, feasibility studies, workflow analysis and case studies. By process name Originator T/E+2 0 T/E+2 T/E = completion of reviews or studies of business process models. Destroy Internal PRODUCT EVALUATIONS Records related to the review and analysis of software and hardware products for suitability and/ or implementation. Records include review notes, product literature, beta testing, test results and summary or recommendation reports. FOR: VENDOR INFORMATION SEE: FINANCIAL MANAGEMENT - PROCUREMENT– VENDORS / CONTRACTOR / CONSULTANT PERFORMANCE MANAGEMENT Alphabetical by product or hardware name Originator T/E+2 0 T/E+2 T/E = completion of the evaluation. Destroy Internal SYSTEMS DEVELOPMENT & IMPLEMENTATION Records related to designing and developing IT systems to enable the Town to achieve its strategic goals and objectives. Includes designing and developing new IT systems and developing existing IT systems to meet evolving business needs or technical standards. This includes in-house software development as well as system integration activities. This may include information on computer resources, technical design, systems development, user requirements, project definitions Alphabetical by project name, project number Originator - Project Manager & Sponsor T/E+4 0 T/E+4 T/E= termination or completion of project Destroy Archival Selection Internal Page 396 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 63 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments and database management. Would also include source code. Documents may include project charter, project scope, project plans, project management reports, copies of purchase orders and requests for proposals, system testing statements, data control impact documents, quality assurance investigations and reports, deficiencies and gaps and related correspondence. FOR: PROJECTS THAT ARE NOT RELATED TO AN IT INITIATIVE SEE: ADMINISTRATION - PROJECT MANAGEMENT - ADMINISTRATIVE COMPUTER OPERATIONS & SUPPORT HARDWARE & SOFTWARE MANUALS / INSTRUCTIONS / OPERATING PROCEDURES Records from vendors and external organizations such as standards, procedures and operating instructions that provide instructions on the operation and maintenance of computer hardware and software. Includes user guides, maintenance support materials, desktop service manuals and instructions, backup instructions and related documentation for the maintenance of the mainframe. Alphabetical by name of application Information Technology Services T/E 2 T/E+2 T/E= end of life/ decommissioning of the application or system asset Destroy Public HARDWARE / SOFTWARE INVENTORY – SEE: ASSET MANAGEMENT AND MAINTENANCE – MAINTENANCE & OPERATIONS MANAGEMENT – FIXED ASSETS - ASSET REGISTER GIS DATA (ALSO KNOWN AS GEOMATICS) Records related to research, planning, design, development, implementation and execution of geospatial specific programs for parks, planning and elections. By Activity Elections Planning Parks Planning & Development Services Community Services Operational Services S/O+3 0 S/O+3 Destroy Archival Selection Internal Page 397 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 64 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments HELP DESK LOGS & REPORTS Records tracking computer end-user problems (tickets), requests and the action taken to resolve the problems. Also includes customer surveys and user complaint information. By date and priority Information Technology Services CY+2 0 CY+2 Destroy Internal SYSTEM OPERATIONS Records related to managing the IT hardware, software and networks required to support the organization’s operations. This includes IT hardware, software, networks, installation and testing and the operation of hardware, software and networks. FOR: HARDWARE & SOFTWARE MANUALS SEE: HARDWARE AND SOFTWARE MANUALS / INSTRUCTIONS / OPERATING PROCEDURES FOR: IT SECURITY SEE: COMPUTER SYSTEM ACCESS & SECURITY Alphabetical by system name, then by subject: Common Operating Procedures Configurations Standards Tracking Documents Performance Reports Information Technology Services CY+5 0 CY+5 Destroy Internal INTERNET & INTRANET DEVELOPMENT / MANAGEMENT Records related to the development and maintenance of the Town’s internet and intranet online web sites and services. Includes information on website development, technical design information, and user requirements. Documents may include Internet and Intranet review statements and reports, website information content specifications and correspondence. Alphabetical by topic Information Technology Services T/E+2 0 T/E+2 T/E = end of project or new update Destroy Archival Selection Internal TELECOMMUNICATIONS & ELECTRONIC COMMUNICATION SYSTEMS Records related to the installation, maintenance, operation and use of telecommunications equipment and systems. Includes information on telephone, cable, fibre optics, electronic mail, voice mail, fax, pager, cell phone, and emergency systems and processes. Documents include requests for installation or maintenance, change requests and service call requests to service providers. Alphabetical by topic Information Technology Services CY+5 0 CY+5 Destroy Internal Page 398 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 65 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments FOR: SUPPLIER AGREEMENTS AND CONTRACTS SEE: LEGAL, LICENSING AND PERMITS – AGREEMENTS / CONTRACTS / LEASE ADMINISTRATION RECORDS / DOCUMENT MANAGEMENT CLASSIFICATION & RECORDS RETENTION BY-LAW Records related to the development and maintenance of the records classification structure and the retention and disposition by-law. Documents may include federal and provincial legislation, legal opinions and all supporting correspondence. Alphabetical by topic Legislative Services S/O+2 0 S/O+2 Destroy Public ONT 157 RECORDS DESTRUCTION CERTIFICATES Records related to the identification, authorization and confirmation of disposition activities. Includes content lifecycle reports, executive approvals and vendor destruction certificates. By year, then alphabetical by department name Legislative Services P 0 P Permanent ONT 158, ONT 159, ONT 160 Destruction certificates may be needed in litigation to prove the information was destroyed in the normal course of business. RECORDS CENTRE OPERATIONS Records related to the operations and management of the Town of Aurora‘s records storage facilities. Documents may include information relating to inactive records retrieval and storage, as well as supporting correspondence. By type of document Legislative Services CY+2 0 CY+2 Destroy Internal ONT 158, ONT 159, ONT 160 Page 399 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 66 of Page 81 LEGAL, LICENSING AND PERMITS The function of providing legal services to the organization by the Legal Department or external counsel. Records relating to legal matters involving the Town of Aurora. Includes leases, agreements, contracts, licenses, permits, insurance policies. Also includes records relating to lawsuits and legal issues. Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments AGREEMENTS & CONTRACTS / LEASE ADMINISTRATION AGREEMENTS / CONTRACTS / LEASES All official agreements, contracts & leases between the Town of Aurora and external organizations or individuals. Records may include drafts and final agreements, memoranda of understanding and supporting correspondence relating to the negotiation, formation and use of official agreements. This record series also includes software license agreements, facility and equipment leases subdivision agreements and site plan agreements. By vendor/ service provider name/ organization Legal Services & Legislative Services T/E+15 0 T/E+15 T/E= completion or termination of contract Destroy Archival status for collective agreements Confidential PIB ONT 95, ONT 96 ONT 119 DISPUTE RESOLUTION & CONTRACT NEGOTIATIONS Records used to negotiate contracts and resolve issues surrounding those contracts. Records may include reference materials on the client or matter, background information correspondence, Council Extracts, Committee/ Council reports, minutes, including closed session, legal advice/ opinion, corporate searches, title searches, Town By-Laws, policies, etc. By vendor/ service provider name Legal Services T/E+1 2 T/E+3 T/E= completion of negotiation Destroy Confidential PIB ONT 95 ONT 119 MATTER MANAGEMENT DEPARTMENTAL LEGAL MATTERS Records related to Departments and Council who require ongoing or specific legal information or advice about a specific case or one-time issue. Information can relate to a specific transaction or matter. Information may include reference materials on the matter or organization, background information, correspondence, council extracts, committee/ By case topic Legal Services T/E+1 14 T/E+15 T/E = file closed upon resolution or abandonment Destroy Confidential PIB Ont119 Page 400 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 67 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments council reports, minutes including closed sessions, copies of legal advice, title searches and town by-laws and policies. PRECEDENTS Records to documentation documents that that may be used as an example in dealing with subsequent similar instances. Records include precedents of subdivision plans, encroachments, road and lane closures and variances. By topic Legal Services S/O+2 0 S/O+2 Destroy Internal LAND TRIBUNAL CASE FILES Records related to Town of Aurora cases before Land Tribunals. Records include legal correspondence and background material. Case files for tax and property issues. May include development applications, notices of appeal, orders and notices, pleadings, case law, reports, final decisions and correspondence. NOTE: Land Tribunal entities may be named and renamed overtime. This record series will also include records belonging to former names of land tribunals with similar functions. This includes the Ontario Municipal Board (OMB), the Local Planning Appeal Tribunal (LPAT), and the Ontario Land Tribunal (OLT). By address and case number Planning & Development Services Legal Services NOTE: Planning & Development Services will be accountable until Council requests Legal Services’ involvement; at which time, there will be dual accountability for Case Files by both departments. T/E+3 12 T/E+15 T/E= completion of assumption of Plan Destroy Confidential Public for Land Tribunal Decisions INSURANCE, RISK & COMPLIANCE MANAGEMENT INSURANCE & RISK MANAGEMENT Records related to insuring the Town of Aurora against risk and fiscal exposure. Insurance policies include: errors and omissions insurance, umbrella liability and property insurance. Records include insurance statement of values applications, Alphabetical by company name Legislative Services CY+3 0 CY+3 Destroy Internal ONT 1, ONT 2, ONT 3, ONT 4, ONT 77, ONT 95 Page 401 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 68 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments policies, renewals, certificate of insurance and related information. FOR: INSURANCE CLAIMS SEE: LEGAL LICENSING AND PERMITS – LITIGATION / CLAIMS COMPLIANCE LETTERS Records related to the processing of requests from lawyers regarding whether or not a property is in compliance with municipal by-laws and development agreements. By property address Legal Services Building Services By-law Services CY+2 0 CY+2 Destroy Internal LEGAL OPINIONS / ADVICE / BRIEFS Records related to legal opinions provided by the municipality's legal staff and legal opinions provided to the municipality, departments and Council. Alphabetical by topic Legal Services CY+15 0 CY+15 Destroy Archival Selection Confidential ACCIDENT & INCIDENT / OCCURRENCE REPORTING Records related to the Town’s reporting of accidents or incidents that have occurred on Town properties and that may involve members of the public, staff, buildings and structures. Accident reporting concerns events such as vandalism, arson, vehicle accidents and personal injuries that have occurred. Records include completed accident investigation reports, corrective action forms, witness statements, functional ability forms, first aid records and hazardous reporting forms. NOTE: Parks & Recreation will be accountable for minor external incidents where the probability of a claim is very low (minor). Legal will be accountable for external incidents where the probability of a claim is high (major). Human Resources will be accountable for all staff incidents. Alphabetical by last name Legal Services Human Resources Community Services T/E+3 0 T/E+3 T/E = file closed upon resolution or matter of incident NOTE FOR MINORS: T/E is the earlier of reaching the age of majority or obtaining litigation guardian NOTE FOR INCAPABLE PERSONS: T/E for a person who cannot start Destroy Confidential PIB FED 13, ONT 84, ONT 85, ONT 95 ONT 119 Age of majority = 18th birthday Page 402 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 69 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments a claim because of physical, mental or psycho- logical condition is the time such a person obtains a litigation guardian REAL PROPERTY MANAGEMENT REAL PROPERTY ACQUISITION / EXPROPRIATION / DISPOSITION Records related to the acquisition, expropriation and purchase of land, buildings and property by the Town. By property address Legal Services T/E+1 9 T/E+10 T/E = last payment of any part of principal or interest Destroy Confidential ONT 100, ONT 101, ONT 102, ONT 103, ONT 104 LITIGATION / CLAIMS CLAIMS BY THE MUNICIPALITY Records related to the administration of and consultation for, legal matters and litigation affecting or initiated by the Town of Aurora such as contractual claims or extensions. This may include information copies of legal opinions and decisions, litigation fees, legal challenges and issues, by-law enforcement court cases and judicial decisions. Documents may include subpoenas, copies of contracts and legislation, copies of property plans, legal exhibits such as photographs, legal research documentation and supporting correspondence. By name of claimant Legal Services Building Services By-law Services T/E+1 14 T/E+15 T/E = file closed upon resolution Destroy Confidential PIB FED 13, ONT 84, ONT 85, ONT 95 ONT 119 CLAIMS AGAINST THE MUNICIPALITY – INSURED & NOT INSURED Records related to the administration of and consultation for, legal matters and litigation affecting or initiated by employees Alphabetical by last name of person/ organization Legal Services T/E+1 14 T/E+15 T/E = file closed upon resolution Destroy Confidential PIB FED 13, ONT 84, ONT 85, ONT 95 ONT 119 Page 403 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 70 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments or other parties; such as, first party claims made by the Town of Aurora to the Town’s Insurer(s) (for example, property and crime losses) and third-party liability claims that are made against the Town. This may include information on legal opinions and decisions, litigation fees, legal challenges and issues, by-law enforcement court cases, personal injury and judicial decisions. Third party liability claims may arise from alleged negligence or omission by the Town, for example, its failure to clear ice and snow from walkways, potholes and collisions involving Town vehicles. Documents may include subpoenas, copies of contracts and legislation, copies of property plans, legal exhibits such as photographs, legal research documentation, claims and affidavits, damage and injury reports, medical reports and all supporting correspondence. NOTE FOR MINORS: T/E is the earlier of reaching the age of majority or obtaining litigation guardian NOTE FOR INCAPABLE PERSONS: T/E for a person who cannot start a claim because of a physical, mental or psycho-logical condition is the time such a person obtains a litigation guardian Age of majority = 18th birthday USE & PERMISSION AUTHORIZATION CONSENT RELEASE FORMS & WAIVERS Records related to the collection of release/ waiver forms that release/ forgo any current or potential rights to sue or demand compensation from another party as a result of activities permitted or conducted by the Town. Records include insurance waivers, liability waivers, parental consent forms and consent release forms. By type of waiver Originator T/E+3 0 T/E+3 T/E = expiry of waiver/ release or conclusion of activity to which waiver/ release relates Destroy Confidential PIB ONT 95 ONT 119 If an accident occurs to any person covered by a signed waiver of liability, it must be retained for the same period as accident reports Page 404 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 71 of Page 81 LICENCES & PERMITS PROCESSING LICENCES & PERMITS Business, commercial, recreational and all other licences & permits received by the Town of Aurora that are not classified as building or planning. Includes excavation permits for encroachment to all town owned properties and requests for road closure events. FOR: PLANNING & BUILDING PERMITS SEE: PLANNING, DEVELOPMENT & BUILDING – APPLICATIONS OR PLANNING, DEVELOPMENT & BUILDING - BUILDING PERMITS FOR: WATER PERMITS SEE: ENVIRONMENT, SAFETY AND SUSTAINABILITY - ENVIRONMENTAL PLANNING & PROTECTION - DRINKING WATER QUALITY MANAGEMENT SYSTEM (DWQMS) FOR MARRIAGE LICENCES SEE: LEGAL, LICENSING AND PERMITS - VITAL STATISTICS By type of permit/ licence Animal Control Bulk Water Use Business Excavations Farmer’s market Lottery Pet Radio Licence Road Closure Taxi Water Meter Originator T/E+1 3 T/E+4 T/E = expiry date of licence/ permit Destroy Confidential PIB ONT 119, ONT 164, ONT 166, ONT 168, ONT 230 BY-LAW ENFORCEMENT PROVINCIAL OFFENSES Records related to infractions under municipal by-laws and the follow-up of these cases. This may include orders to comply, notices of violation, general letters, part 1 and part 3 occurrences, complaints, office notes and logs, court briefs, POA tickets, court summons, inspection photos, and property ownership documents. By address, then by year Originator T/E+1 2 T/E+3 T/E = matter closed upon resolution or abandonment Destroy Confidential PIB ONT 95, ONT 119 ONT 221, ONT 222, ONT 223 COMPLAINTS, CITATIONS, NOTICES OF VIOLATIONS & INVESTIGATIONS Records related to by-law complaints, citations, violations, and investigations. Records may include the nature of the complaint, details of the incident, investigation information, By year, then by case/ complaint By-law Services T/E+2 1 T/E+3 T/E = matter closed upon resolution or abandonment Destroy Confidential PIB ONT 95 ONT 119 Page 405 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 72 of Page 81 building complaints, orders to comply, appeals to orders and court briefs. MUNICIPAL BY-LAW INFRACTIONS Records related to the prosecution, appeal and follow-up of municipal infractions. Records include certificate of conviction, court filing for unpaid parking infractions, notice of intention to appear form, original parking tickets, court papers, set application, decision, trials, etc. By year, then by case/ complaint Originator T/E+1 2 T/E+3 T/E = matter closed upon rendering or verdict or abandonment Destroy Confidential PIB FED 13, ONT 84, ONT 85, ONT 95 ONT 119 VITAL STATISTICS VITAL STATISTICS APPLICATIONS Records relating to vital statistics registration applications and licences/ certificates of vital events such as births, deaths and marriages that occur in the Town of Aurora. Applications must be accurately completed, accompanied by an administrative fee and submitted to the Town of Aurora. The Town will match and confirm the information and forward the completed documents to the Office of the Registrar General. Documents include record of appointments of Deputy Division Registrars & Commissioners of Oath & civil marriage officiants, completed application forms, travel letters and all supporting documents. By type of application then name of person Legislative Services T/E+2 0 T/E+2 T/E = completion of the application Destroy Confidential PIB ONT 6, ONT 91, ONT 95, ONT 97 ONT 119 VITAL STATISTICS REGISTER – MARRIAGE, DEATH & BIRTHS Register of births, deaths and marriages which occurred in the Town of Aurora. FOR: MARRIAGE LICENCES SEE: VITAL STATISTICS APPLICATIONS By name of person Legislative Services T/E+2 0 T/E+2 T/E = completed and signed date of register Destroy Archival Selection Confidential PIB ONT 6, ONT 98 Page 406 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 73 of Page 81 PLANNING, DEVELOPMENT AND BUILDING The function of managing the physical growth and development of the Town of Aurora. Activities include reviewing and amending the official plan and development regulations, preparing appeals and representing the Town at appeal hearings, handling development inquiries and pre-application consultation, issuing building permits, street naming nomenclature, review of major development applications and providing mapping support to other departments. Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments BUILDING, PLANNING & ZONING APPLICATIONS BY CONTRACTORS AND INDIVIDUALS FOR PERMITS FOR THE DEVELOPMENT, CONSTRUCTION AND USE OF COMMERCIAL, INDUSTRIAL, INSTITUTIONAL OR RESIDENTIAL PROPERTIES AND BUILDINGS. DEVELOPMENT INQUIRIES / PRE-APPLICATION CONSULTATION & COMPLETE APPLICATION CHECKLIST Records related to requests for information regarding developments and development pre-consultations to assist in determining requirements for a complete application. May include concept plans. By name of applicant Planning CY+2 0 CY+2 Destroy Confidential PIB ONT 119 PLANNING APPLICATIONS Records related to development planning applications including pre-consultation checklist, formal planning applications(s), record of fee payments, all plans, drawings, photos, reports, studies and background information associated with the planning application submission. Also includes records of comments (both internal and external, sent and received), correspondence related to the planning application(s), copies of public notices, status checklist and Committee of Adjustment applications. FOR: BUILDING PERMITS SEE: BUILDING, PLANNING & ZONING - BUILDING PERMITS By type of application: Condominium Consent/ Severance Minor Variance Official Plan Amendments Part lot control Site Plan & exemption Subdivision Zoning Municipal Address Changes Radio-communication towers Interim Control By-law Lifting of Hold zone Planning T/E+1 6 T/E+7 T/E = project finished and securities for the file has been released Destroy Internal PIB ONT 7, ONT 8, ONT 15, ONT 33, ONT 34, ONT 119, ONT 162, ONT 177, ONT 178, ONT 179 Page 407 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 74 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments BUILDING PERMITS Building construction and demolition permit applications, supporting documentation and issued buildings permits. Also includes permanent signs applications & permits. By permit number and address Building Services T/E+1 14 T/E+15 T/E = later of final inspection or last action by Town on the matter Destroy Internal PIB ONT 119 PROPERTY REFERENCE FILE (RESIDENTIAL & NON-RESIDENTIAL) Records related to property files including permit application, committee of adjustment file, correspondence, survey or site plan, drawings and all information related to the property. By address (for non residential properties) By plan and lot number (for residential properties) Originator T/E+2 0 T/E+2 T/E = decommissioning of property Destroy Internal PIB ONT 119 INSPECTIONS – BUILDING Records related to inspections carried out by the Town of Aurora. Records include inspection reports related to new constructions, additions and/ or alterations, code violations, and other projects, activities or situations requiring inspection. FOR: ROADS, SEWERS, BRIDGES, TRAILS, ETC. SEE: ASSET MANAGEMENT AND MAINTENANCE - ROAD/LINEAR ASSET DESIGN & MAINTENANCE – MAINTENANCE & REPAIRS By permit number Building Services By-law Services T/E+1 14 T/E+15 T/E = later of final inspection or last action on file Destroy Internal PIB ONT 9, ONT 96, ONT 119, ONT 226, ONT 227 ENGINEERING PLANNING & DEVELOPMENT DESIGN & DEVELOPMENT REVIEW DOCUMENTATION Records related to the development and planning of engineering projects. This includes projects undertaken by the Town of Aurora, the Region and private sector organizations. Includes copies of site-specific engineering drawings, site plans, field notes, condominium applications and subdivisions, engineering proposals, application reviews, copies of agreements and contracts and engineering and special studies. By project name Operational Services T/E+2 13 T/E+15 T/E = later of last inspection or action on a file, or completion of a project Destroy Archival Selection Internal ONT 15, ONT 96 Page 408 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 75 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments DESIGN STANDARDS Records of engineering design standards for Town of Aurora infrastructures. By name of standard Operational Services T/E+2 13 T/E+15 T/E = when a standard becomes obsolete Destroy Archival Selection Internal ONT 10, ONT 96 PROJECT MANAGEMENT – MUNICIPAL PROPERTIES MUNICIPAL PROPERTY DESIGN & DEVELOPMENT Records relating to internal initiatives intended to ensure effective construction and renovation of Town of Aurora property, including buildings and other structures, through analysis of, and in compliance with, all issues that may affect the actual work. This is performed prior to the construction or renovation work actually being undertaken. May include information on floor load capacity, space planning, need for ventilation and other design requirements. Documents may include parks development, project proposals, structural investigation reports, feasibility studies, preventative maintenance studies, technical and development reviews, noise and signage studies, safety plans or studies, consultant selection criteria, staffing layout plans, detailed needs analysis reports, parks development and copies of capital budget statements. By name of project/ location Engineering Operational Services T/E+2 13 T/E+15 T/E = when study or project is completed Destroy Archival Selection Internal ONT 10, ONT 96 URBAN PLANNING OFFICIAL PLAN & AMENDMENTS - DEVELOPMENT Records related to the development of the Official Plans & Amendments (land use policy directions for long-term growth and development in the Town). Includes drafts, “reference” versions and related information. NOTE: Approved Official Plans & Amendments are held by Legislative Services under Governance, By-laws Administration. FOR: PLANNING APPLICATIONS By plan number Planning & Development Services CY+5 10 CY+15 Destroy Internal ONT 162 Page 409 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 76 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments SEE: BUILDING PLANNING & ZONING – PLANNING APPLICATIONS SECONDARY PLANS - DEVELOPMENT Records related to the development of Secondary Plans (local land development use policies to guide growth and development in areas where significant redevelopment or where major physical changes are expected). NOTE: Approved Official Secondary Plans are held by Legislative Services under Governance, By-laws Administration. By plan number Planning & Development Services CY+5 10 CY+15 Destroy Internal ENVIRONMENTAL MASTER & OTHER SUSTAINABILITY PLANS SEE: GOVERNANCE - STRATEGIC & LONG RANGE PLANS - MASTER PLANS PROPERTY / FACILITY DRAWINGS & IMAGES ENGINEERING DRAWINGS / PLANS – NON-TOWN ASSETS Records include As-built and construction architectural, structural, mechanical and electrical drawings and plans for assets that do not belong to the Town of Aurora. Includes records regarding detailed engineering drawings for facilities, buildings, road reconstruction, parking lot, drawings for water sewer, storm water, street, landscape, lights, sidewalks, floor plans, mechanical layouts, electrical drawings, renovations, wire plans, structural plan, etc. FOR: TOWN DRAWINGS SEE: ASSET MANAGEMENT & MAINTENANCE – MAINTENANCE & OPERATION MANAGEMENT – FIXED ASSETS - TOWN FACILITIES’ DRAWINGS By type of drawing, then by location: Roads Sewers Parking lots Facilities Sidewalks Subdivision lot Grading Plans Landscape Originator T/E+2 13 T/E+15 T/E = when a project is completed and all securities are returned Destroy Archival Selection Internal ONT 15, ONT 96 Page 410 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 77 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments AIR PHOTOGRAPHY Aerial photography of Town of Aurora properties, including prints and slides. FOR: EVENT AND COMMUNITY PHOTOGRAPHS SEE: COMMUNICATIONS & CONTRIBUTOR RELATIONS – MEDIA & PUBLIC RELATIONS - PHOTOGRAPHY – TOWN OF AURORA EVENTS By topic, then by address if available: Urban Design photos Heritage Originator S/O 2 S/O+2 Destroy Archival Selection Public MAPS Maps related to the Town of Aurora including community facilities, zoning, flood plain, geologic survey, subdivision, land use, typographic and water and soil. By type of map: Facilities Land Use Subdivision Originator S/O 2 S/O+2 Destroy Archival Selection Public ONT 107 MUNICIPAL ADDRESSING STREET NAMES & NUMBERS Records related to road/ street names and unit numbers. Includes the original applications and notifications sent out to agencies regarding the proposed and final addressing for corner lots, and notifications for address confirmation. NOTE: Naming of Facilities & Parks is included under AMM/Asset Register. By location Planning S/O 2 S/O+2 Destroy Archival Selection Public HERITAGE PLANNING HERITAGE RESOURCES Records related to the identification and conservation of significant heritage resources which can include buildings, natural resources monuments, structures and landscapes. Records include heritage studies, Aurora Register of properties By topic Heritage Planning Division T/E+1 2 T/E+3 years T/E = end of period identified as ‘Heritage’ Destroy Archival Selection Public ONT 34, ONT 114, ONT 115, ONT 116, ONT 117 Page 411 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 78 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments of cultural value or interests, processing heritage designations, and applications related to Heritage designations. Page 412 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 79 of Page 81 RECREATIONAL AND CULTURAL SERVICES This function of managing, operating and supporting sports and other recreational activities, the arts, social and cultural organizations. Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments PROGRAM MANAGEMENT RECREATIONAL PROGRAM RECORDS Records relating to sports, recreational, or cultural activities and programs sponsored by the Town of Aurora, including activity schedules, programs, participants’ list, status sheets, scorebooks, rules and regulations, activity planning records and all other similar records. By name of program Aquatics Community Partnership Fitness Seniors Youth Community Services CY+1 2 CY+3 Destroy Archival Selection Confidential PIB ONT 91 ONT 119 PROGRAM REGISTRATION & MEMBERSHIPS Records related to the registration and membership of individuals for recreation programs including: teams, leagues, camp programs, special events, campgrounds, golf, etc. Records may include registration forms, medical forms, and copies of invoices or receipts. By name of person Community Services CY+1 5 CY+6 Destroy Confidential PIB ONT 91 ONT 119 RECREATION ATTENDANCE RECORDS Records related to documenting attendance for Town of Aurora recreation programs. Records may include class rosters, sign-up sheets, and emergency contact information. By name of person Community Services CY+1 5 CY+6 Destroy Confidential PIB ONT 119 PERMISSION SLIPS Documentation which contains information used to allow participation in sporting events. By name of person Community Services CY 2 CY+2 Destroy Confidential PIB ONT 119 PROGRAMS – AQUATICS – SWIM RESULTS List of names indicating passing and failing of the swim test. By name of person Community Services CY 2 CY+2 Destroy Confidential PIB ONT 119 Page 413 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 80 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments ACTIVITY / STATISTICAL REPORTS Records related to the collection of narrative and statistical data about the Town of Aurora’s programs, activities, and services. Records may include periodic reports such as the number of participants in attendance etc. By name of facility or program Community Services CY+1 2 CY+3 Destroy Archival Selection Internal ONT 228 WAIVERS OF LIABILITY / PARENTAL CONSENTS. SEE: LEGAL / LICENSING / PERMITS – USE & PERMISSIONS AUTHORIZATION – CONSENT RELEASE FORMS & WAIVERS TRAINING RECORDS FOR CERTIFICATIONS Records related to the administration of classes to prepare students for certification in water safety instruction, CPR, lifeguard, etc. Records may include attendance sheets, exams, answer sheets, pass/ fail status or grades, personal contact information, sign-in sheets, etc. By name of participant Community Services T/E 2 T/E+2 T/E = expiry of certification Destroy Confidential PIB ONT 119 TRAVEL ARRANGEMENTS FOR PARTICIPANTS Records related to all administrative trip planning such as travel and accommodation arrangements for program participants. Records may include airline, bus and train ticketing and confirmation, travel arrangements, hotel rates and arrangements, itineraries, documentation on individual tours and car rentals. By name of participant Community Services T/E 2 T/E+2 T/E= completion of trip Destroy Confidential PIB ONT 119 FACILITY RESERVATIONS - RECREATIONAL FACILITY BOOKINGS By permit number Community Services CY 2 CY+2 Destroy Confidential PIB ONT 119 Page 414 of 490 Town of Aurora Record Classification Structure and Retention By-law Schedule A By-law Number 5815-16 Retention & Disposition Legend: A = Archival; AS = Archival Selection; CY = Current Year; FY = Fiscal Year; D = Destroy; S/O = Superseded or Obsolete; T/E = Termination/Event - closed/completed; PIB = Personal information Bank under MFIPPA; P = Permanent Page 81 of Page 81 Record Series Filing Methodology Accountability Active Retention Inactive Retention Total Retention Disposition Security Classification Citation/ Comments Records include copies of permits and bookings issued for the rental of recreational and administrative facilities for specific activities. FOR: TOWN ROOM / FACILITY BOOKINGS SEE: ADMINISTRATION - ADMINISTRATION SERVICES MANAGEMENT - BOARD ROOM BOOKINGS CULTURAL ACTIVITIES TWINNING CITIES Leksand Twinning (cities) correspondence and other documentation related to the twinning of the Town of Aurora with Leksand Sweden. NOTE: Inquiries are to be sent to CAO Alphabetical by topic Office of the Chief Administration Officer CY + 2 0 CY+2 Archival Internal Page 415 of 490 By-law Number 5815-16 Schedule B Page 1 of 74 Schedule B - Record Classification Structure & Retention By-law Federal Legislation Citation Table No. FileLawTM Entry Code Federal Citations and FileLawTM Title Words Retention Requirement or Limitation Period Fed.1 Canada Revenue Agency, GST/HST Memoranda Series Chapter 15: Books and Records (Revised July 1999) 15.2 Computerized Records, June 2005 Electronic records, books of account, documents and other information in electronic form used for purposes of the verification of the Goods and Services Tax / Harmonized Sales Tax (GST/HST) charged and remitted on taxable supplies of goods and services as well as the tax paid on purchases. 6 years 286(3.1) 8. Persons who keep records in an electronic format are required to retain them in an electronically readable format for a period of six years from the end of the latest year to which they relate. This means that a person must retain the electronic records even when hard copy is available. Fed.2 Canada Revenue Agency, GST/HST Memoranda Series Chapter 15: Books and Records (Revised July 1999) 15.1 General Requirements for Books and Records, June 2005 Records that enable the determination of the tax charged and remitted on 24. Persons carrying on a business or engaged in a commercial activity, persons who are required to file a GST/HST return, and persons who make an application for a rebate are required to keep their books and records for a period of six years from the end of the Page 416 of 490 By-law Number 5815-16 Schedule B Page 2 of 74 Citation Table No. FileLawTM Entry Code Federal Citations and FileLawTM Title Words Retention Requirement or Limitation Period taxable supplies of goods and services as well as the tax paid on business purchases and claimed as an input tax credit (ITC) or rebate. latest year to which they relate. Electronic records ss 286(3.1) 25. Persons who keep records electronically are required to retain them in an electronically readable format for a period of six years from the end of the latest year to which they relate. This means that a person must retain the electronic records even when hard copy is available. Minimum retention period 26. The minimum retention period for books and records is generally determined by the last year when a record may be required for purposes of the Act, and not the year when the transaction occurred, and the record was created. For example, records supporting the acquisition and capital cost of property should be maintained until the day that is six years from the end of the last year in which such an acquisition could enter into Page 417 of 490 By-law Number 5815-16 Schedule B Page 3 of 74 Citation Table No. FileLawTM Entry Code Federal Citations and FileLawTM Title Words Retention Requirement or Limitation Period any calculation for GST/HST purposes, including the basic tax content of the property. Fed.4 FFD-Fn.Ad.- 25 Financial Administration Act, R. S. C. 1985, c. F-11, ss. 161.(1),(2),(3); as am. S. C. 2004, c. 12, s. 20 Protection of Computer Systems Event = Retain only data essential to identify, isolate or prevent harm to computer system Fed.5 FFD-Fn.Ad.-4 Financial Administration Act, R.S.C. 1985, c. F-11, s. 17(3). Public Money Receivables Not specified Fed.6 FF-Exc.Tx.-1 Excise Tax Act, R. S. C. 1985, c. E-15, s. 298.(1)(f); as am. S. C. 1990, c. 45, s. 12; as am. S. C. 1993, c. 27, s. 131.(2); as am. S. C. 2000, c. 30, s. 89.(1). Assessment Period Liability – Limitation Period Event + 4 years (Event = Person liable/person paid or remitted the amount; as applicable) Fed.7 FF-Exc.Tx.- 12 Excise Tax Act, R. S. C. 1985, c. E-15, s. 286; as am. S. C. 1990, c. 45, s. 12; as am. S. C. 1998, c. 19, s. 282 Commercial Activities — Records Requirements Event + 6 years (Event = End of year to which relate, or such other period as may be prescribed in Canada) Page 418 of 490 By-law Number 5815-16 Schedule B Page 4 of 74 Citation Table No. FileLawTM Entry Code Federal Citations and FileLawTM Title Words Retention Requirement or Limitation Period Fed.8 FF-Exc.Tx.-4 Excise Tax Act, R. S. C. 1985, c. E-15, s. 98.(1), as am. R. S. C. 1985 (1st Supp.), c. 15, s. 36; as am. R. S. C. 1985 (2nd Supp.), c. 7, s. 45.(1); ss. 100.(2) to (4); as am. S. C. 2002, c. 22, s. 386. Excise Tax Records and Books of Account Event + 6 years (Event = End of calendar year for which records kept; or until written permission for prior disposal by Minister given; or longer if appeal) Fed.9 FHR-CPP-2 Canada Pension Plan, R. S. C. 1985, c. C-8, s. 24; as am. S. C. 1991, c. 49, s. 207; as am. S. C. 1997, c. 40, s. 64; as am. S. C. 1998, c. 19, s. 253. Canada Pension Plan Records Event + 6 years (Event = end of year for which records and books of account are kept or written permission for their prior disposal is given by Minister, or end of appeal period.) Fed.10 FHR-Em.Ins.- 10 Employment Insurance Act, S.C. 1996, c. 23, s. 87, as am., S.C. 1998, c. 19, s. 267. Employers — Books of Account Event + 6 years (Event = end of year for which they are kept, or until written permission for their prior disposal is given by the Minister or if appeal until the ruling is made or the appeal is disposed of and any further appeal is disposed of or the time for filing a further appeal has expired.) Electronic records ((3.1) Every employer required by this section to Page 419 of 490 By-law Number 5815-16 Schedule B Page 5 of 74 Citation Table No. FileLawTM Entry Code Federal Citations and FileLawTM Title Words Retention Requirement or Limitation Period keep records who does so electronically shall retain them in an electronically readable format for the retention period referred to in subsection (3).) Fed.11 FHR-Em.Ins.- 13 Employment Insurance Regulations, under the Employment Insurance Act, SOR/96-332, ss. 19.(2), (4)(b) Employers — Undeliverable Record of Employment Earliest of: 1 year or Event = copy is requested by the Commission or by person Fed.12 FHR-Em.Ins.- 9 Employment Insurance Act, S. C. 1996, c. 23, s. 85.(3). Employment Insurance Assessment -Limitation Period Event + 3 years (Event = end of year in which any premium should have been paid, unless misrepresentation or fraud) Fed.13 FMV-MVT-1 Motor Vehicle Transport Act, R. S. C. 1985 (3rd Supp.), c. 29, s. 18.(2). Motor Vehicle Transport Offence Proceedings — Limitation Period 1 year Fed.14 FS-Lb.Cd.- 133 Canada Occupational Health and Safety Regulations, under the Canada Labour Code, SOR/86-304, ss. 20.3, Not specified Page 420 of 490 By-law Number 5815-16 Schedule B Page 6 of 74 Citation Table No. FileLawTM Entry Code Federal Citations and FileLawTM Title Words Retention Requirement or Limitation Period 20.8.(2); as en. SOR/2008- 148, s. 1. Posting of Workplace Violence Prevention Policies and Emergency Notification Procedures Fed.15 FS-Lb.Cd.- 134 Canada Occupational Health and Safety Regulations, under the Canada Labour Code, SOR/86-304, ss. 20.6.(3), 20.7.(1), 20.8.(1); as en. SOR/2008-148, s. 1 Work Place Violence Procedures and Emergency Notification Procedures Not specified “shall establish and update every 3 years” Fed.16 FS-Lb.Cd.- 135 Canada Occupational Health and Safety Regulations, under the Canada Labour Code, SOR/86-304, s. 20.7.(3); as en. SOR/2008- 148, s. 1. Workplace Violence Records 3 years; in written or electronic form Fed.17 FS-Lb.Cd.- 136 Canada Occupational Health and Safety Regulations, under the Canada Labour Code, SOR/86-304, s. Not specified “shall keep” Page 421 of 490 By-law Number 5815-16 Schedule B Page 7 of 74 Citation Table No. FileLawTM Entry Code Federal Citations and FileLawTM Title Words Retention Requirement or Limitation Period 20.9.(5); as en. SOR/2008- 148, s. 1. Investigation of Workplace Violence Reports Fed.18 FS-Lb.Cd.- 137 Canada Occupational Health and Safety Regulations, under the Canada Labour Code, SOR/86-304, ss. 20.10.(2),(4),(5); as en. SOR/2008-148, s. 1. Workplace Violence Training Records Event + 2 years (Event = Date employee ceases to perform activity that has risk of workplace violence associated with it; in paper or electronic form) Page 422 of 490 By-law Number 5815-16 Schedule B Page 8 of 74 Provincial Legislation Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Ont.1 OBF-CAI-1 Compulsory Automobile Insurance Act, R.S.O. 1990, c. C.25, s. 2(10). Automobile Insurance Offence Proceedings — Limitation Period Event + 3 years (Event = date offence alleged to have been committed) Ont.2 OBF-Insu.-2 Statutory Conditions — Automobile Insurance Regulation, under the Insurance Act, O. R. 777/93, Schedule, s. 9.(4). Auto Insurance Proceedings Statutory Conditions — Limitation Period Automobile or Contents: Event + 1 year (Event = loss) And: Persons and Other Property Event + 2 years (Event = cause of action arose) Ont.3 OBF-Insu.-3 Insurance Act, R. S. O. 1990, c. I.8, s. 281.1.(1); as am. S. O. 2002, c. 24, Sched. B, s. 39.(6). Auto Insurance Mediation Proceedings or Evaluations — Limitation Period Event + 2 years (Event = insurer’s refusal to pay benefit claimed) Ont.4 OBF-Insu.-4 Insurance Act, R.S.O. 1990, c. I.8, s. 148(2), Stat. Cond. 14. Fire Insurance Claims – Limitation Period One year Ont.5 OBS-AOD-1 Accessibility for Ontarians with Disabilities Act, 2005, S. Make available to the public on request Page 423 of 490 By-law Number 5815-16 Schedule B Page 9 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period O. 2005, c. 11, ss. 14.(1) to (4), 17. Persons or Organizations to whom Accessibility Standard Applies — Accessibility Reports Ont.6 OBS-Vt.St.-3 Vital Statistics Act, R. S. O. 1990, c. V.4, s. 59. Offence Prosecutions — Limitation Period Event + 1 year (Event = Dep. Registrar General becomes aware of facts on which proceeding based) Ont.7 OCON-OHS- 23 Construction Projects Regulation, under the Occupational Health and Safety Act, O. Reg. 213/91, s. 5, as am., O. Reg. 145/00, s. 3. Constructors — Construction Registration Forms Event = Keep while employer is working there Ont.8 OCON-OHS- 24 Construction Projects Regulation, under the Occupational Health and Safety Act, O. R. 213/91, ss. 6.(3),(6), 19; as am. O. R. 145/00, s. 4. Constructors — Posting and Retention of Construction Notification Form Event + 1 year (Event = project finished) Page 424 of 490 By-law Number 5815-16 Schedule B Page 10 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Ont.9 OCON-OHS- 25 Construction Projects Regulation, under the Occupational Health and Safety Act, O. R. 213/91, s. 19; ss. 26.8.(4),(5); as am. O. R. 145/00, s. 14; as am. O. R. 85/04, s. 9. Engineer’s Safety Net Inspections/Tests Documentation Event + 1 year (Event = project finished). Ont.10 OCON-OHS- 26 Construction Projects Regulation, under the Occupational Health and Safety Act, O. R. 213/91, s. 26.9.(8) pars. 1, 6; as am. O. R. 145/00, s. 14. Constructors — Lifeline System Designs Event = Keep design at project while system in use. Ont.11 OCON-OHS- 27 Construction Projects Regulation, under the Occupational Health and Safety Act, O. R. 213/91, ss. 29.(9),(12); as am. O. R. 145/00, s. 15. Constructors — Record of Servicing, Cleaning and Sanitizing of Facilities and Facilities Location Change Documents Event = Keep for duration of project Page 425 of 490 By-law Number 5815-16 Schedule B Page 11 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Ont.12 OCON-OHS- 28 Construction Projects Regulation, under the Occupational Health and Safety Act, O. R. 213/91, s. 19; ss. 67.(4),(5); as am. O. R. 145/00, s. 21. Employers — Traffic Protection Plan Event + 1 year (Event = project finished) Ont.13 OCON-OHS- 29 Construction Projects Regulation, under the Occupational Health and Safety Act, O. R. 213/91, ss. 69.(4)(d),(5); as am. O. R. 145/00, s. 23. Traffic Signal Instructions Event = Shall be kept at project Ont.14 OCON-OHS- 30 Construction Projects Regulation, under the Occupational Health and Safety Act, O. R. 213/91, s. 106.(1.5); as am. O. R. 145/00, s. 28. Employers — Signaller Instructions Event = Keep at project Ont.15 OCON-OHS- 6 Construction Projects Regulation, under the Occupational Health and Safety Act, O.R. 213/91, ss. 19, 236(7). Event + 1 year (Event = project finished). Page 426 of 490 By-law Number 5815-16 Schedule B Page 12 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Constructors — Design Drawings / Specifications Ont.16 OC-TSS-1 Elevating Devices Regulation, under the Technical Standards and Safety Act, 2000, O. Reg. 209/01, s. 30. Owners — Posting of Elevator Licences Not Specified Ont.17 OC-TSS-2 Elevating Devices Regulation, under the Technical Standards and Safety Act, 2000, O. R. 209/01, ss. 33.(6),(7), 4.(2). Elevating Devices — Inspection and Tests Records Logbook Event + 5 years (Event = Date of last entry) Ont.18 OC-TSS-3 Elevating Devices Regulation, under the Technical Standards and Safety Act, 2000, O. R. 209/01, s. 34; as am. O. R. 252/08, s. 19. Owner/Contractors — Elevating Device Log Books Event + 5 years (Event = date of last entry) Ont.19 OC-TSS-4 Elevating Devices Regulation, under the Technical Standards and Safety Act, 2000, O. R. 209/01, s. 37.(e); as am. O. R. 252/08, s. 22. Make available on request Page 427 of 490 By-law Number 5815-16 Schedule B Page 13 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Owners — List of Emergency Contacts Ont.20 OC-TSS-5 Elevating Devices Regulation, under the Technical Standards and Safety Act, 2000, O. R. 209/01, ss. 25.(2), 37.(f),(g). Owners — Elevating Device Registered Design Submissions/ Maintenance Instructions Make available on request and transfer to new owners Ont.21 OC-TSS-6 Elevating Devices Regulation, under the Technical Standards and Safety Act, 2000, O. Reg. 209/01, s. 38. Owners — Passenger Elevator Contractor Contacts Make available on request Ont.22 OENV-Ev.Pr.- 10 Environmental Protection Act, R.S.O. 1990, c. E.19, s. 195. Environmental Offence Prosecutions — Limitation Period Event + 2 years (Event = later of: date of offence or: day evidence of offence first came to attention of person appointed under s. 5.) Ont.23 OENV-Ev.Pr.- 22 General - Waste Management Regulation, under the Environmental Protection Act, R.R.O. 1990, Reg. 347, ss. 18(8), (9). 2 years. Page 428 of 490 By-law Number 5815-16 Schedule B Page 14 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Generator — Waste Disposal Records Ont.23 OENV-Ev.Pr.- 23 General — Waste Management Regulation, under the Environmental Protection Act, R. R. O. 1990, R. 347, ss. 23.(5)(a),(c),(5.1); as am. O. R. 501/01, s. 7.(4); as am. O. R. 337/09, s. 13.(2). Receivers — Waste Transportation Manifests Copy 5 (Blue) / Electronic Copy 2 years; at receiving facility or head office of receiver Ont.24 OENV-Ev.Pr.- 24 General - Waste Management Regulation, under the Environmental Protection Act, R.R.O. 1990, Reg. 347, s. 23(6). Carriers — Waste Transportation Manifests Copy 4 (Pink) 2 years. Ont.25 OENV-Ev.Pr.- 25 General — Waste Management Regulation, under the Environmental Protection Act, R. R. O. 1990, R. 347, ss. 23.(7),(8); as am. O. R. 501/01, s. 7.(6); as am. O. R. 337/09, s. 13.(4); as am. O. R. 234/11, s. 24.(5). 2 years. Page 429 of 490 By-law Number 5815-16 Schedule B Page 15 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Carriers — Waste Transportation Manifests — Copy 4 (Pink) Ont.26 OENV-Ev.Pr.- 26 General — Waste Management Regulation, under the Environmental Protection Act, R. R. O. 1990, R. 347, ss. 24.(4),(4.1)(a),(b),(5); as am. O. R. 501/01, s. 8.(1); as am. O. R. 337/09, s. 14. Generators — Waste Transportation Manifests Copy 2 (Green) 2 years; at generator’s head office and at waste generation facility Ont.27 OENV-Ev.Pr.- 27 General — Waste Management Regulation, under the Environmental Protection Act, R. R. O. 1990, R. 347, ss. 24.(7)(a) to (c),(10); as am. O. R. 501/01, s. 8.(5). Carrier — Waste Transportation Manifests Copy 4 (Pink) 2 years. Ont.28 OENV-Ev.Pr.- 30 General — Waste Management Regulation, under the Environmental Protection Act, R. R. O. 1990, R. 347, ss. 25.(9),(10); as am. O. R. 501/01, s. 9.(9); as am. O. R. 234/11, ss. 1.(3), 25.(4). 2 years. Page 430 of 490 By-law Number 5815-16 Schedule B Page 16 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Waste Transportation System Operators — Waste Transportation Manifests Copy 4 (Pink) Ont.29 OENV-Ev.Pr.- 31 General — Waste Management Regulation, under the Environmental Protection Act, R. R. O. 1990, R. 347, ss. 27.(5),(5.1); as am. O. R. 501/01, s. 11.(3). Generator — Waste Transportation Manifests Copy 6 (Brown) 2 years. Ont.30 OENV-Ev.Pr.- 33 Environmental Protection Act, R.S.O. 1990, c. E.19, s. 47(9). Well Security Fund Compensation — Limitation Period Event + 6 months (Event = Director received notice or such longer period as determined by Director) Ont.31 OENV-Ev.Pr.- 408 Renewable Approvals Under Part V.0.1 of the Act Regulation, under the Environmental Protection Act, O. R. 359/09, ss. 13.(1),(3) Renewable Energy Applicants — Approvals Documents Not specified “shall submit/shall be in writing” Page 431 of 490 By-law Number 5815-16 Schedule B Page 17 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Ont.32 OENV-Ev.Pr.- 409 Renewable Approvals Under Part V.0.1 of the Act Regulation, under the Environmental Protection Act, O. R. 359/09, ss. 14.(1)(b) Renewable Energy Project Applicants — List of Aboriginal Communities Not specified “shall obtain” Ont.33 OENV-Ev.Pr.- 411 Renewable Approvals Under Part V.0.1 of the Act Regulation, under the Environmental Protection Act, O. R. 359/09, ss. 16, 17.(1),(1.1); as am. O. R. 521/10, ss. 8, 10.(1) to (3). Renewable Energy Project Description Reports and Draft Documents Not specified “shall make available/shall post” Ont.34 OENV-Ev.Pr.- 412 Renewable Approvals Under Part V.0.1 of the Act Regulation, under the Environmental Protection Act, O. R. 359/09, ss. 22.(2)(a), 23.(1)(b),(2)(b), 24.(1) par. 1,(2), 25.(1),(3) Renewable Energy Project Applicants — Archaeological Assessments / Heritage Assessment Reports and Not specified “shall ensure conducted/prepare” Page 432 of 490 By-law Number 5815-16 Schedule B Page 18 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Summaries / Records Review Reports Ont.35 OENV-Ev.Pr.- 413 Renewable Approvals Under Part V.0.1 of the Act Regulation, under the Environmental Protection Act, O. R. 359/09, ss. 26.(3). 27.(1); as am. O. R. 521/10, ss. 15.(3), 16. Renewable Energy Project Applicants — Natural Heritage, Site Investigation Reports Not specified “shall prepare” Ont.36 OENV-Ev.Pr.- 414 Renewable Approvals Under Part V.0.1 of the Act Regulation, under the Environmental Protection Act, O. R. 359/09, ss. 29.(1) par. 1. 30 Renewable Energy Project Applicants — Water Assessments Records Reports Not specified “shall prepare” Ont.37 OENV-Ev.Pr.- 415 Renewable Approvals Under Part V.0.1 of the Act Regulation, under the Environmental Protection Act, O. R. 359/09, ss. 31.(2),(4),(5); as am. O. R. 521/10, s. 18.(2). Not specified “shall prepare” Page 433 of 490 By-law Number 5815-16 Schedule B Page 19 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Renewable Energy Project Applicants — Water Site Investigation Reports Ont.38 OENV-Ev.Pr.- 418 Greenhouse Gas Emissions Reporting, under the Environmental Protection Act, O. R. 452/09, s. 18 Emissions and Verification Reports and Other Greenhouse Gas Emissions / Biomass Documentation / Data / Facility Information and Logs Event + 7 years (Event = End of reporting period to which relates) Ont.39 OENV-LSP-2 Lake Simcoe Protection Act, 2008, S. O. 2008, c. 23, s. 24.(2) Proceedings related to Lake Simcoe Region Conservation Authority under Conservation Authorities Act — Limitation Period Event + 2 years (Event = Later of: day offence committed; or: day evidence of offence first came to attention of officer) Ont.40 OENV- ORMC-1 Oak Ridges Moraine Conservation Act, 2001, S. O. 2001, c. 31, s. 24.(7) Oak Ridges Moraine Conservation Plan Offence Prosecutions — Limitation Period 2 years after the day on which the offence was alleged to have been committed Page 434 of 490 By-law Number 5815-16 Schedule B Page 20 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Ont.41 OENV-SDW- 22 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03, ss. 8.(8) to (9); as am. O. R. 247/06, s. 6 Owners of Drinking–Water Systems — Warning Notice Check Records 1 year (12 months) in location where can be conveniently accessed by provincial officer Ont.42 OENV-SDW- 23 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03, ss. 12.(1) par. 3,(3); as am. O. R. 253/05, s. 9.(1).; as am. O. R. 247/06, s. 11; s. 13.(2) par. 1.(3); ss. 11.(1) to (2.1),(6) to (11); as am. O. R. 269/03, s. 6; as am. O. R. 253/05, s. 8.(1); as am. O. R. 247/06, s. 10; as am. O. R.418/09, s. 8. Owners of Drinking–Water Systems — Annual Reports 6 years; 2 years readily available Ont.43 OENV-SDW- 24 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03, ss. 12.(1) pars. 1 to 4,(4),(5); as am. O. R. 253/05, s. 9; as am. O. R. 247/06, s. 11; as am. O. R. 418/09, s. 9. 2 years readily available Page 435 of 490 By-law Number 5815-16 Schedule B Page 21 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Owners of Drinking–Water Systems — Test Results, Approvals, Annual Report, Schedule 21/22 Reports Ont.44 OENV-SDW- 25 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03, ss. 13.(1) pars. 1, 2,(5),(6); as am. O. R. 247/06, s. 12; as am. O. R. 418/09, s. 10.(1). Drinking–Water System Owners — Chlorine Distribution Sample Records, Microbiological Sampling and Testing Records, Maintenance and Operational Checks Records, Approval Records 2 years Ont.45 OENV-SDW- 26 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03, ss. 13.(2) par. 1,(5),(6); as am. O. R. 247/06, s. 12; as am. O. R. 399/07, ss. 4.(1),(2); as am. O. R. 418/09, s. 10.(3). Drinking–Water System Owners — Chemical and Lead Test Records 6 years Page 436 of 490 By-law Number 5815-16 Schedule B Page 22 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Ont.46 OENV-SDW- 27 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03, ss. 13.(3) par. 1, 3, (5),(6); as am. O. R. 399/07, s. 4.(3). Drinking–Water System Owners — Sodium, fluoridation and Trace Chemicals (Schedule 23/24) Test Records, Raw Water Supply Records 15 years Ont.47 OENV-SDW- 28 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03, s. 14.(2). Documents — Electronic Format Not specified Ont.48 OENV-SDW- 29 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03, Schedule 1: Treatment Equipment Municipal: Large Residential Small Residential, s. 1.6.(3). System Owner — Disinfection Equipment Records Not specified “shall ensure records” Ont.49 OENV-SDW- 30 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. Event = Ensure instructions kept near equipment Page 437 of 490 By-law Number 5815-16 Schedule B Page 23 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period R. 170/03, Schedule 2: Treatment Equipment (Municipal Non–Residential; Non–Municipal Residential; Non–Municipal Non– Residential), s. 2.2.(1) par. (6). Drinking–Water System Owners — Water Treatment Equipment Operating Instructions Ont.50 OENV-SDW- 31 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03, s. 13.(1) par. 4, Schedule 3: Point of Entry Treatment (Small Municipal Residential; Municipal Non– Residential; Non–Municipal Residential; Non–Municipal Non–Residential), ss. 3– 1.1.(1) par. 4,(5),(6)(7)(a); as am. O. R. 418/09, s. 13. Drinking–Water System Owners — Records of Entry Treatment Units, Dates, Locations, Approvals and Failures to Obtain Access 2 years Ont.51 OENV-SDW- 32 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03, Schedule 4: Relief Not specified “shall ensure prepared” Page 438 of 490 By-law Number 5815-16 Schedule B Page 24 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period from Schedule 1, s. 4.4; as am. O. R. 418/09, s. 13. Schedule 4 Approval Conditions — Written Assessments Ont.52 OENV-SDW- 33 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03, Schedule 5: Relief from Schedule 2 Municipal: Large Non–Residential Small Non–Residential Non– Municipal: Year–Round Residential Seasonal Residential Large Non– Residential Small Non– Residential, ss. 5.4.(1),(2) Schedule 5: Approval Conditions — Written Assessments Not specified “shall ensure prepared” Ont.53 OENV-SDW- 34 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03, s. 13.(1) par. 1, ss. ii; Schedule 6: Operational Checks, Sampling and Testing — General, ss. 6-5.(1) pars. 1-3, (1.1); as am. O. R. 418/09, s. 15.(14). 2 years Page 439 of 490 By-law Number 5815-16 Schedule B Page 25 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Drinking–Water Systems Owners — Continuous Monitoring Equipment Tests Ont.54 OENV-SDW- 35 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03, s. 13.(1) par. 1, ss. ii; Schedule 6: Operational Checks, Sampling and Testing — General, ss. 6.10.(1),(2); as am. O. R. 418/09, s. 15.(17). Owner/Operating Authority of Drinking–Water System — Sample Records 2 years Ont.55 OENV-SDW- 36 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03, s. 13.(1) par. 3; Schedule 8: Maintenance and Operational Checks Municipal: Large Non– Residential Non–Municipal: Year–Round Residential Large Non–Residential, ss. 8–2.(5), ss. 8–2.(5). Owner/Operating Authority of Drinking–Water System — Maintenance and Operational Checks Records 2 years Page 440 of 490 By-law Number 5815-16 Schedule B Page 26 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Ont.56 OENV-SDW- 37 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03, s. 13.(1) par. 3; Schedule 9: Maintenance and Operational Checks Municipal: Small Non– Residential Non–Municipal: Seasonal Residential Small Non–Residential, s. 9.2.(5). Owner/Operating Authority of Drinking–Water System — Maintenance and Operational Checks Records 2 years Ont.57 OENV-SDW- 38 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03,Schedule 19: Warning Notice of Potential Problems , ss. 19–2,19– 3.(1),(2); as am. O. R. 249/03, s. 22; as am. O. R. 247/06, s. 30. Posting of Warning Notices of Potential Problems Not specified Ont.58 OENV-SDW- 39 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03, s. 12.(1) par. 4, ss. 13.(3) pars. 2, 4, (4);Schedule 21: Engineering Evaluation Reports, Municipal: Large 15 years; 2 years readily accessible during normal business hours at facility Page 441 of 490 By-law Number 5815-16 Schedule B Page 27 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Non–Residential Small Non– Residential Non–Municipal: Year–Round Residential Seasonal Residential Large Non–Residential Small Non– Residential, ss. 21–2.(1), 21– 2.(3), 21–6. Owner/Operating Authority of Drinking–Water System — : Municipal: Large Non– Residential Small Non– Residential Non–Municipal: Year–Round Residential Seasonal Residential Large Non–Residential Small Non– Residential — Engineering Evaluation Reports and OWRA Approvals Ont.59 OENV-SDW- 40 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03, s. 12.(1) par. 4,(3) to (5), 13.(2) par. 4;Schedule 22: Summary Reports For Municipalities, Municipal: Large Residential Small Residential, ss. 22–2.(1),(4). Owners of Drinking–Water Systems — Municipal: Large Residential, Small Residential, Summary Reports 6 years; 2 years readily accessible during business hours at facility Page 442 of 490 By-law Number 5815-16 Schedule B Page 28 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Ont.60 OENV-SDW- 41 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03, s. 13.(1) par. 3;Schedule 17: Corrective Action Large Municipal Residential, ss. 17–5 to 17– 9. Owner of Drinking–Water System: Large Municipal Residential — Corrective Action Reports for Aeromonas spp., E–coli and Coliforms 2 years Ont.61 OENV-SDW- 42 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03, s. 13.(2) par. 1, ss. iii;Schedule 17: Corrective Action Large Municipal Residential, ss. 17–10 to 17– 12; as am. O. R. 418/09, s. 24. Drinking–Water System Owner: Large Municipal Residential — Radiological, Pesticide and other Health Related Parameter Testing Results 6 years Ont.62 OENV-SDW- 43 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. 15 years Page 443 of 490 By-law Number 5815-16 Schedule B Page 29 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period R. 170/03, s. 13.(3) par. 1, ss. iii;Schedule 17: Corrective Action Large Municipal Residential, s. 17–13. Drinking–Water System Owner: Large Municipal Residential — Sodium Test Results Ont.63 OENV-SDW- 44 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03, s. 13.(1) par. 4;Schedule 18: Corrective Action (Small Municipal Residential; Municipal Non– Residential; Non–Municipal Residential; Non–Municipal Non–Residential), ss. 18–5 to 18.–9. Owner of Drinking–Water System; Municipal Residential, Non–Municipal Residential and Seasonal Residential — Corrective Action Reports 2 years Ont. 64 OENV-SDW- 45 Drinking–Water Systems Regulations, under the Safe Drinking–Water Act, 2002, O. R. 170/03, s. 13.(3) par. 1, ss. 4;Schedule 18: Corrective Action (Small Municipal Residential; Municipal Non– 15 years Page 444 of 490 By-law Number 5815-16 Schedule B Page 30 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Residential; Non–Municipal Residential; Non–Municipal Non–Residential), ss. 18–10 to 18.–13; as am. O. R. 418/09, s. 25.(2). Owner of Drinking–Water System: Municipal Residential, Non–Municipal Residential and Seasonal Residential — Corrective Action Reports Ont.65 OENV- Wt.Rs.-1 Ontario Water Resources Act, R. S. O. 1990, c. O. 40, s. 94; as am. S. O. 2001, c. 9, Sched. G, s. 6.(38). Ontario Water Resources Act Offence Proceedings — Limitation Period Event + 2 years (Event = later of: date offence committed and date: offence first came to attention of designated person) Ont.66 OENV- Wt.Rs.-34 Licensing of Sewage Works Operators Regulation, under the Ontario Water Resources Act, O. R. 129/04, s. 4.(5) Facility Owners — Posting of Certificate of Classification of Facility Not specified Ont.67 OENV- Wt.Rs.-35 Licensing of Sewage Works Operators Regulation, under the Ontario Water Resources Act, O. R. 129/04, s. 13. Not specified Page 445 of 490 By-law Number 5815-16 Schedule B Page 31 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Facility Owner — Posting of Licensed Operator Licences Ont.68 OENV- Wt.Rs.-36 Licensing of Sewage Works Operators Regulation, under the Ontario Water Resources Act, O. R. 129/04, s. 17.(2). Facility Owner — Operator– in–charge Records Not specified Ont.69 OENV- Wt.Rs.-37 Licensing of Sewage Works Operators Regulation, under the Ontario Water Resources Act, O. R. 129/04, ss. 18.(2)(c)(d). Operator–in–charge — Adjustment and Equipment Operating Status Records Not specified Ont.70 OENV- Wt.Rs.-38 Licensing of Sewage Works Operators Regulation, under the Ontario Water Resources Act, O. R. 129/04, s. 19 Facility Owner — Logs and Record–keeping Mechanisms 2 years Ont.71 OENV- Wt.Rs.-40 Licensing of Sewage Works Operators Regulation, under the Ontario Water Resources Act, O. R. 129/04, ss. 21.(3),(4). Not specified Page 446 of 490 By-law Number 5815-16 Schedule B Page 32 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Facility Owner — Training Records Ont.72 OE-OEB98- 142 Ontario Energy Board Act, 1998, S. O. 1998, c. 15, Sch. B, s. 25.37.(1); as en. S. O. 2009, c. 12, Sched. B, s. 9 Distributors, Transmitters, OPA and IESO — Distribution / Transmission System’s Ability to Accommodate Generation from Renewable Energy Generation Facility Information Not specified “shall provide” Ont.73 OE-OEB98- 69 Ontario Energy Board Act, 1998, SO 1998, c 15, Sch B, s 4.2(4) Electricity Reporting and Record Keeping Requirements Retailers — Offers, Promotional Material, Applications/ Registration Forms, Form Letters, Sample Identity Cards, Reference Material (Utility Bills, Price Comparisons and Forecasts) Not specified Ont.74 OF-Corp.Tx.- 7 Corporations Tax Act, R. S. O. 1990, c. C.40, s. 13.3.(10); as am. S. O. 1998, c. 34, s. Not specified “retains” Page 447 of 490 By-law Number 5815-16 Schedule B Page 33 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period 31; as am. S. O. 2004, c. 16, s. 2.(2). Workplace Accessibility Tax Incentive Certificates Ont.75 OF-In.Tx.-1 Income Tax Act, R. S. O. 1990, c. I.2, s. 48.(3); as am. S. O. 2004, c. 16, s. 3. Provincial Offence Tax Prosecutions — Limitation Period 8 years Ont.76 OF-In.Tx.-2 Income Tax Act, R. S. O. 1990, c. I.2, s. 39; as am. S. O. 1993, c. 29, s. 2; as am. S. O. 2004, c. 16, s. 3. Income Tax Accounting Records and Books of Account Event + 6 years (Event = End of last taxation year to which records relate; at person’s place of business or residence in Ontario; unless exceptions apply) Ont.77 OF-In.Tx.-4 Income Tax Act, R. S. O. 1990, c. I.2, s. 38.(4); as am. S. O. 2004, c. 16, s. 3. Director’s Liability for Income Tax — Limitation Period Event + 2 years (Event = director last ceased to be a director of that corporation.) Ont.78 OF-LTT-5 Land Transfer Tax Act, R. S. O. 1990, c. L.6, s. 9.3; as en. S. O. 2004, c. 31, Schedule 21, s. 16. Event + 7 years (Event = date conveyance registered or information given to Minister unless written permission for earlier disposal received Page 448 of 490 By-law Number 5815-16 Schedule B Page 34 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Land Transfer Tax Act Collectors — Documents, Records and Accounts from Minister; at principal place of business in Ontario) Ont.79 OF-RST-9 Definitions, Exemptions and Rebates Regulation, under the Retail Sales Tax Act, R.R.O. 1990, Reg. 1012, s. 22; as am. O.Reg. 35/91, s. 4. Retail Sales Tax Accounting Records Event + 6 years (72 months)(Event = start of fiscal year during which records destroyed unless Minister approves earlier, and no outstanding court action). Ont.80 OHR- Em.St2000-2 Employment Standards Act, 2000, S. O. 2000, c. 41, ss. 15.(1) par. 1, 15.(5) par. 1; s. 16; as am. S. O. 2004, c. 21, s. 3. Employers — Employee Name and Address Records Event + 3 years (Event = date employee ceased to be employed by employer) Ont.81 OHR- Em.St2000-3 Employment Standards Act, 2000, S. O. 2000, c. 41, ss. 15.(1) par. 2, 15.(5) par. 2; s. 16; as am. S. O. 2004, c. 21, s. 3. Employers — Employee Records / Date of Birth Event + 3 years (Event = earliest of: employee’s 18th birthday or date employee ceased to be employed by employer) Ont.82 OHR- Em.St2000-4 Employment Standards Act, 2000, S.O. 2000, c. 41, ss. 15.(1) par. 3, 15.(5) par. 1; s. 16; as am. S. O. 2004, c. 21, s. 3. Event + 3 years (Event = date employee ceased to be employed by employer) Page 449 of 490 By-law Number 5815-16 Schedule B Page 35 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Employers — Employment Records / Date Employment Started Ont.83 OHR-WSI-1 Workplace Safety and Insurance Act, 1997, S. O. 1997, c. 16, Schedule A, s. 80; as am. S. O. 2001, Schedule I, s. 4.(2). Schedule 1 Employers — Wages Record Not specified Ont.84 OHR-WSI-10 First Aid Requirements Regulation, under the Workplace Safety and Insurance Act, 1997, R.R.O. 1990, R. 1101, s. 5. Accident and First Aid Records Not specified Ont.85 OHR-WSI-10 First Aid Requirements Regulation, under the Workplace Safety and Insurance Act, 1997, R.R.O. 1990, R. 1101, s. 5. Accident and First Aid Records Not specified. Ont.86 OHR-WSI-8 Workplace Safety and Insurance Act, 1997, S. O. 1997, c. 16, Schedule A, s. Event + 2 years (Event = most recent act or omission upon which prosecution is Page 450 of 490 By-law Number 5815-16 Schedule B Page 36 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period 157.1.(1); as am. S. O. 2001, c. 9, Schedule I, s. 4.(5). Offence Prosecutions — Limitation Period based comes to knowledge of Board) Ont.87 OLA-EHT-1 Employer Health Tax Act, R.S.O. 1990, c. E.11, s. 37. Employer Health Tax Act Offence Prosecutions — Limitation Period Six years Ont.88 OLA-EHT-2 Employer Health Tax Act, R. S. O. 1990, c. E.11, s. 6.(1)(b); as am. S. O. 1994, c. 8, s. 6.(1); as am. S. O. 2001, c. 23, s. 75. Employer Health Tax Refunds — Limitation Period Event + 4 years (Event = day return required to be delivered) Ont.89 OLA-EHT-3 Employer Health Tax Act, R.S.O. 1990, c. E.11, s. 8(1), as am., S.O. 1994, c. 8, s. 8(1). Health Tax – Limitation Period Event + 4 years (Event = later of (1) the day on which the return was delivered or received by the Minister and (2) the day the return was required to be delivered.) Ont. 90 OLA-EHT-4 Employer Health Tax Act, R. S. O. 1990, c. E.11, s. 12; as am. S. O. 1994, c. 8, s. 13; as am. S. O. 2004, c. 16, Sched. D, Table; s. 33; as am. S.O. 2009, c. 18, Sched. 11, s. 3. Not specified “shall keep in Ontario” Page 451 of 490 By-law Number 5815-16 Schedule B Page 37 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Employer Health Tax — Self– Employed Accounting Records Ont.91 OLA-El. Rg.-1 Electronic Registration Act (Ministry of Consumer and Business Services Statutes), 1991 , SO 1991, c 44, ss 4(2),(6) Electronic Documents Event = May be filed in electronic format if recorded on EDP system that is capable of being read by the computer or other equipment used in the filing system Ont.92 OLA-Hm.Rg- 2 Human Rights Code, RSO 1990, c H.19, s 34(1); as am. SO 2006, c 30, s 5 Complaints — Limitation Period Event + 1 year (Event = incident to which application relates or last incident in series) Ont.93 OLA-Hm.Rg- 3 Human Rights Code, RSO 1990, c H.19, s 45.9(3); as am. S O 2006, c 30, s 5 Applications regarding Contravened Settlements — Limitation Period Event + 6 months (Event = contravention or last of contravention in series) Ont.94 OLA-Hm.Rg- 4 Human Rights Code, RSO 1990, c H.19, s 14(6); as am. S O 2006, c 30, s 1 Designations of Special Programs — Limitation Period Event + 5 years (Event = day issued or earlier as may be specified by Commission) Page 452 of 490 By-law Number 5815-16 Schedule B Page 38 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Ont.95 OLA-Limi02- 1 Limitations Act, 2002, SO 2002, c 24, Sch B, s 4. General Limitation Period 2 years T+ 6 (T=18th birthday) Actual claims with infant claimant (no Litigation Guardian) Claims commenced up to Dec. 31, 2003 T+2 (T=18th birthday) Claims commenced after Dec. 31, 2003 Ont.96 OLA-Limi02- 7 Limitations Act, 2002, SO.2002, c 24, Sch B, ss 15(1),(2). Ultimate Limitation Period Event + 15 years (Event = act or omission on which claim is based took place) Ont.97 OLA-Marr.-1 Marriage Act, RSO 1990, c M.3, s 13; as am. SO 1999, c 12, Sch F, s 31. Issuers — Marriage Licences Not specified “shall keep in his or her office” Ont.98 OLA-Marr.-2 Marriage Act, RSO 1990, c M.3, s 28(1). Marriage Register Not specified Ont.99 OLA-Pn.Bn.- 1 Pension Benefits Act, RSO 1990, c P.8, s 110(6), as am, SO 1997, c 28, s 220(2). Event + 5 years (Event = Offence occurred or alleged occurred) Page 453 of 490 By-law Number 5815-16 Schedule B Page 39 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Pension Benefits Offence Prosecutions — Limitation Period Ont.100 OLA-RPL-14 Real Property Limitations Act, RSO 1990, c L.15, s 22. Mortgages Arrear Claims — Limitation Period Event + 10 years (Event = last payment of any part of principal or interest) Ont.101 OLA-RPL-17 Real Property Limitations Act, RSO1990, c L.15, s 19. Mortgage Claims — Limitation Period Event + 10 years (Event = mortgagee obtained possession or: receipt of profits of land or: acknowledgments) Ont.102 OLA-RPL-18 Real Property Limitations Act, RSO 1990, c L.15, s 6(1). Recovery of Future Estate Claims — Limitation Period Longer of: Event + 5 years (Event = Estate of entitled person vested in possession) And: Event + 10 years (Event = Right to make entry or distress or bring action for recovery of land or rent first accrued) Ont.103 OLA-RPL-19 Real Property Limitations Act, RSO 1990, c L.15, s 4. Recovery of Land and Rent Claims — Limitation Period Event + 10 years (Event = Right to make such entry or distress, or bring such action, first accrued to person through whom claim made) Page 454 of 490 By-law Number 5815-16 Schedule B Page 40 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Ont.104 OLA-RPL-20 Real Property Limitations Act, RSO1990, c L.15, s 17(1). Rent Arrear Claims — Limitation Period Event + 6 years (Event = Rent became due or acknowledgment in writing of same given) Ont.105 OMUN- Asse.-1 Assessment Act, R. S. O. 1990, c. A.31, ss. 14.(1); as am. S. O. 2006, c. 33, Sched. A, s. 13.(1); s. 39.(2); as am. S. O. 1997, c. 43, s. 18.(28), Schedule G; as am. S. O. 2006, c. 33, Sched. A, s. 28. Assessment Rolls Not specified Ont.106 OMUN- Ev.Pr.-1 Recycling and Composting of Municipal Waste Regulation, under the Environmental Protection Act, O. R. 101/94, s. 23 par. 23. Municipal Waste Recycling Site Owners / Operators — Operating Plans Not specified Ont.107 OMUN- Ev.Pr.-2 Recycling and Composting of Municipal Waste Regulation, under the Environmental Protection Act, O. R. 101/94, s. 23 par. 22. Not specified Page 455 of 490 By-law Number 5815-16 Schedule B Page 41 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Municipal Waste Recycling Site Owners / Operators — Vicinity Maps and Recycling Site Plans Ont.108 OMUN- Ev.Pr.-3 Recycling and Composting of Municipal Waste Regulation, under the Environmental Protection Act, O. R. 101/94, s. 23 pars. 26, 27, 28. Municipal Waste Recycling Site Owners / Operators — Waste Records Event + 2 years (Event = Event to which information relates; at site) Ont.109 OMUN- Ev.Pr.-4 Recycling and Composting of Municipal Waste Regulation, under the Environmental Protection Act, O. R. 101/94, s. 23 par. 24. Municipal Waste Recycling Site Owners / Operators — Emergency Response Plans Not specified Ont.110 OMUN- Ev.Pr.-6 Recycling and Composting of Municipal Waste Regulation, under the Environmental Protection Act, O. Reg. 101/94, s. 31, para. 11. Leaf / Yard Waste Composting Site Owners / Event + 3 years (Event = mass cured). Page 456 of 490 By-law Number 5815-16 Schedule B Page 42 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Operators — Composting Mass Records Ont.111 OMUN- Ev.Pr.-7 Recycling and Composting of Municipal Waste Regulation, under the Environmental Protection Act, O. Reg. 101/94, s. 31, para. 13. Leaf / Yard Waste Composting Site Owners / Operators — Odour Complaints Not specified Ont.112 OMUN- Ev.Pr.-8 Recycling and Composting of Municipal Waste Regulation, under the Environmental Protection Act, O. Reg. 101/94, s. 31, para. 17. Leaf / Yard Waste Composting Site Owners / Operators — Compost Analysis Reports Event + 3 years (Event = analysis performed). Ont.113 OMUN- Ev.Pr.-9 Recycling and Composting of Municipal Waste Regulation, under the Environmental Protection Act, O. Reg. 101/94, s. 31, para. 19. Leaf / Yard Waste Composting Site Owners / Event + 10 years (Event = shipment). Page 457 of 490 By-law Number 5815-16 Schedule B Page 43 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Operators — Shipment Records Ont.114 OMUN-Heri.- 1 Ontario Heritage Act, R. S. O. 1990, c. O.18, ss. 27.(1),(2); as am. S. O. 2002, c. 18, Sched. F, s. 2.(6); as am. S. O. 2005, c. 6, s. 15. Municipal Clerk — Heritage Properties Register Not specified Ont.115 OMUN-Heri.- 3 Ontario Heritage Act, R. S. O. 1990, c. O. 18, s. 39.2 Municipal Clerk — Register of Heritage Conservation Districts Not specified “shall keep” Ont.116 OMUN-Heri.- 4 Ontario Heritage Act, R. S. O. 1990, c. O.18, ss. 40.1.(1),(6); as am. S. O. 2005, c. 6, s. 29 Heritage Conservation Study Area Designations — Limitation Period Event + 3 years (Event = end of designated year) Ont.117 OMUN-Heri.- 7 Ontario Heritage Act, R. S. O. 1990, c. O.18, s. 41.1.(12); as am. S. O. 2005, c. 6, s. 31 Heritage Conservation District Plans Provide on request Ont.118 OMUN-HPP- 1 Public Pools Regulation, under the Health Protection 1 year Page 458 of 490 By-law Number 5815-16 Schedule B Page 44 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period and Promotion Act, R. R. O. 1990, R. 565, ss. 8, 9. Daily Pool Records Ont.119 OMUN- MFIPP-1 General Regulation under the Municipal Freedom of Information and Protection of Privacy Act, R.R.O. 1990, Reg. 823, s. 5. Personal Information Retained by Institutions 1 year or shorter “as set out in by-law or resolution made by the institution. . .” or on consent Ont.120 OMUN- Mn.El96-1 Municipal Elections Act, 1996, S. O. 1996, c. 32, ss. 69.(1)(f) to (j.1); as am. S. O. 2002, c. 17, Sched. D, s. 26. Campaign Expenses, Loan and Contribution Records Event = Retain for term of office of council or local board members and until their successors are elected and new council or board organized) Ont.121 OMUN- Mn.El96-11 Municipal Elections Act, 1996, SO1996, c 32, s 15(4). Clerk — Delegations to Deputy Returning Officers or Election Officers Not specified Ont.122 OMUN- Mn.El96-12 Municipal Elections Act, 1996, S. O. 1996, c. 32, ss. 16.(5),(6) Municipal Elections — Scrutineer Appointments Not specified Page 459 of 490 By-law Number 5815-16 Schedule B Page 45 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Ont.123 OMUN- Mn.El96-13 Municipal Elections Act, 1996, S. O. 1996, c. 32, ss. 19.(1),(1.1),(1.2),(3) to (4); as am. S. O. 2009, c. 33, Sched. 21, s. 8; ss. 21.(1),(2); ss. 23.(3) to (5); as am. S. O. 2009, c. 33, Sched. 21, s. 8. Municipal Property Assessment Corporation — Annual School Preliminary List / Voters List Extracts Keep to provide on request / on written request Ont.124 OMUN- Mn.El96-16 Municipal Elections Act, 1996, S. O. 1996, c. 32, s. 25.(2). Clerk — Removal of Name from Voters List Applications Not specified Ont.125 OMUN- Mn.El96-17 Municipal Elections Act, 1996, S. O. 1996, c. 32, s. 27 Clerk — Interim and Final List of Changes Not specified Ont.126 OMUN- Mn.El96-18 Municipal Elections Act, 1996, S.O. 1996, c. 32, s. 28(1) Clerk — Voters List Not specified Ont.127 OMUN- Mn.El96-19 Municipal Elections Act, 1996, S. O. 1996, c. 32, s. 30.(2) Not specified Page 460 of 490 By-law Number 5815-16 Schedule B Page 46 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Council / Local Boards — Written Notices of Leave to be Candidate Ont.128 OMUN- Mn.El96-2 Municipal Elections Act, 1996, SO 1996, c 32, s 94.2 . Municipal Elections Prosecutions — Limitation Period Regular Election: Event +4 years (Event = Dec 1, after the next regular election) By-Election: Event = Dec 1, after the next regular election Ont.129 OMUN- Mn.El96-20 Municipal Elections Act, 1996, S. O. 1996, c. 32, s. 32 Clerk — Notice of Offices Not specified Ont.130 OMUN- Mn.El96-21 Municipal Elections Act, 1996, S. O. 1996, c. 32, s. 33.1; as am. S. O. 2002, c. 17, Sched. D, s. 12 Clerk — Notices of Penalties Not specified Ont.131 OMUN- Mn.El96-22 Municipal Elections Act, 1996, S. O. 1996, c. 32, s. 35.(4) Clerk — Notices of Rejection of Nomination Not specified Ont.132 OMUN- Mn.El96-23 Municipal Elections Act, 1996, S. O. 1996, c. 32, ss. Not specified Page 461 of 490 By-law Number 5815-16 Schedule B Page 47 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period 39.1.(1),(3); as am. S. O. 2000, c. 5, s. 31 Clerk of Municipality — Notices of Registration Ont.133 OMUN- Mn.El96-24 Municipal Elections Act, 1996, S. O. 1996, c. 32, s. 40 Clerk — Notices of Election Information Not specified Ont.134 OMUN- Mn.El96-25 Municipal Elections Act, 1996, S. O. 1996, c. 32, ss. 43.(5)(b),(6). Clerk — List of Advance Voters Make available on request Ont.135 OMUN- Mn.El96-26 Municipal Elections Act, 1996, S. O. 1996, c. 32, s. 47.(5) Access to Election Documents Not specified Ont.136 OMUN- Mn.El96-27 Municipal Elections Act, 1996, S.O. 1996, c. 32, ss. 55.(1)(a),(d),(2) Clerk — Statement of Results Provide copy on request Ont.137 OMUN- Mn.El96-28 Municipal Elections Act, 1996, S. O. 1996, c. 32, s. 63.(9) Not specified Page 462 of 490 By-law Number 5815-16 Schedule B Page 48 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Clerk — Certified Copy of Orders Ont.138 OMUN- Mn.El96-29 Municipal Elections Act, 1996, S. O. 1996, c. 32, s. 76.(7)(b) Clerk /Candidate — Certificate of Maximum Expenses Not specified Ont.139 OMUN- Mn.El96-3 Municipal Elections Act, 1996, S. O. 1996, c. 32, ss. 8.(3) to (6) Municipal Elections Clerk — Notice to Electors of By– laws and Questions Not specified Ont.140 OMUN- Mn.El96-30 Municipal Elections Act, 1996, SO 1996, c 32, s 77; as am. SO 2000, c 5, s 34; as am. SO 2002, c 17, Sch D, s 28. Municipal Elections — Expense Reporting – Limitation Period Regular Election: Event = last Friday in March , following election Regular Election Supplementary Period: Event + 6 months (Event = End of 12th month (year) after election) By–Election: Event + 3 months (60 days) (Event = voting day) By-Election Supplementary Period: Event + 6 months (Event =60th day after voting day) Page 463 of 490 By-law Number 5815-16 Schedule B Page 49 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Ont.141 OMUN- Mn.El96-31 Municipal Elections Act, 1996, S. O. 1996, c. 32, s. 78.(1); ss. 88.(4) to (7),(9.1); as am. S. O. 2009, c. 33, Sched. 21, s. 8.(53); ss. 79.(4),(6); as am. S. O. 2009, c. 33, Sched. 21, s. 8; ss. 79.1.(5),(6); as am. S. O. 2009, c. 33, Sched. 21, s. 8.(44). Clerk — Financial Statements / Supplementary Statements and Auditor Reports Event = Shall retain until members of council or local board elected at next regular election take office Ont.142 OMUN- Mn.El96-32 Municipal Elections Act, 1996, S. O. 1996, c. 32, s. 78.(2) Municipal Elections — Supplementary Financial Statements and Auditor’s Reports Not specified Ont.143 OMUN- Mn.El96-33 Municipal Elections Act, 1996, S. O. 1996, c. 32, s. 78.(6); as am. S. O. 2002, c. 17, Sched. D, s. 29.(3). Municipal Elections — Notices of Filing Requirements Not specified Ont.144 OMUN- Mn.El96-34 Municipal Elections Act, 1996, S.O. 1996, c. 32, s. Not specified Page 464 of 490 By-law Number 5815-16 Schedule B Page 50 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period 78(7); as am. S. O. 2002, c. 17, Sched. D, s. 29.(4) Municipal Elections — Electronic Filing Format Ont.145 OMUN- Mn.El96-35 Municipal Elections Act, 1996, S. O. 1996, c. 32, s. 83.(2); as am. S. O. 2002, c. 17, Sched. D, s. 34 Municipal Election Controverted Election Applications — Limitation Period Event + 3 months (90 days) (Event = voting day) Ont.146 OMUN- Mn.El96-36 Municipal Elections Act, 1996, S. O. 1996, c. 32, ss. 88.(1) to (3); as am. S. O. 2009, c. 33, Sched. 21, ss. 8.(49, 50). Clerk — Ballots and Election Documents Event + 4 months (120 days) (Event = election day, unless court order or recount not disposed of) Ont.147 OMUN- Mn.El96-38 Municipal Elections Act, 1996, S. O. 1996, c. 32, ss. 88.(5) to (9),(10); as am. S. O. 2009, c. 33, Sched. 21, s. 8. Access to Municipal Election Records PRIVACY Ont.148 OMUN- Mn.El96-39 Municipal Elections Act, 1996, S. O. 1996, c. 32, ss. 88.(6),(11) PRIVACY Page 465 of 490 By-law Number 5815-16 Schedule B Page 51 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Access to Records Exceptions Ont.149 OMUN- Mn.El96-4 Municipal Elections Act, 1996, SO1996, c 32, s 8.1(1). Municipal Elections Questions to Electors By– law — Limitation Period Not specified Ont.150 OMUN- Mn.El96-40 Municipal Elections Act, 1996, S. O. 1996, c. 32, ss. 54.(4)(b),(c); as am. S. O. 1996, c. 32, Sched., s. 54.(4) Deputy Returning Officer — Objections List Not specified Ont.151 OMUN- Mn.El96-41 General Regulation, under the Municipal Elections Act, 1996, O. R. 101/97, s. 6. Posting of Voter’s List Not specified Ont.152 OMUN- Mn.El96-42 Municipal Elections Act, 1996, S. O. 1996, c. 32, ss. 8.3.(1),(5) Municipal By–law Votes — Limitation Period Event + 4 years (Event = day action took effect, or voting day) Ont.153 OMUN- Mn.El96-5 Municipal Elections Act, 1996, S. O. 1996, c. 32, s. 8.1.(4) Not specified Page 466 of 490 By-law Number 5815-16 Schedule B Page 52 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Municipal Elections — Notices of Passing of By– law Ont.154 OMUN- Mn.El96-6 Municipal Elections Act, 1996, S. O. 1996, c. 32, s. 8.1.(9); as am. S. O. 2007, c. 15, s. 40.(1), Table 1 Municipal Elections Appeals — Limitation Period Event + 2 months (60 days)(Event = receiving notices) Ont.155 OMUN- Mn.El96-7 Municipal Elections Act, 1996, S. O. 1996, c. 32, s. 9.(1) Municipal Elections — Forms Shall be made available in English only unless Council passes a By-law requesting another language. Ont.156 OMUN- Mn.El96-8 Municipal Elections Act, 1996, S. O. 1996, c. 32, s. 9.1.(2). Municipal Elections — Notices Format Shall be made available in English and French Ont.157 OMUN- Muni01-14 Municipal Act, 2001, S. O. 2001, c. 25, s. 254.(2) Local Board Records Not specified “shall retain in secure and accessible manner” Ont.158 OMUN- Muni01-15 Municipal Act, 2001, S. O. 2001, c. 25, ss. 254.(3),(4),(5),(6); as am. S. O. 2006, c. 32, Sched. A, s. 108. Shall retain and preserve transferred records in a secure and accessible manner Page 467 of 490 By-law Number 5815-16 Schedule B Page 53 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Records Agreement Transferred Records Ont.159 OMUN- Muni01-18 Municipal Act, 2001, S. O. 2001, c. 25, ss. 255.(1) to (5); as am. S. O. 2006, c. 32, Sched. A, ss. 109.(1),(2). Destruction of Records According to Retention Periods Event = Destroy only if retention period expired or if is copy Ont.160 OMUN- Muni01-2 Municipal Act, 2001, S. O. 2001, c. 25, s. 254.(1) and 253 Municipal Records Retention Not specified “shall retain and maintain in secure and accessible manner” Ont.161 OMUN- Pb.Lb.-1 Public Libraries Act, R.S.O. 1990, c. P.44, s. 15(3). Public Library Boards, Secretary — Minutes Not specified Ont.162 OMUN-Plan.- 2 Planning Act, R.S.O. 1990, c. P.13, s. 20. Official Plans Not specified “shall be lodged in office of clerk of each municipality” Ont.163 OMUN- PLAN.-7 Delegation of Authority of Minister to Give Consents Regulation, under the Planning Act, O. Reg. 136/95, Sched. 4, Not specified Page 468 of 490 By-law Number 5815-16 Schedule B Page 54 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Municipal Approval Authority Records Ont.164 OMUN- Pounds-1 Pounds Act, R.S.O. 1990, c. P.17, ss. 9(3), (4). Clerk — Book of Distrained Animals / Pound Notices Not specified Ont.165 OMV-Hi.Tr.-1 Highway Traffic Act, R. S. O. 1990, c. H.8, ss. 190.(3) to (5),(7)(a),(b); as am. S. O. 2009, c. 5, s. 52. Commercial Motor Vehicle Daily Logs Every driver shall maintain a daily log and shall carry it at all times while in charge of a commercial motor vehicle on the highway Ont.166 OMV-Hi.Tr.- 15 Highway Traffic Act, R. S. O. 1990, c. H.8, s. 121.(3); as am. S. O. 1996, c. 9, s. 26; ss. 121.(1) to (3); as am. S. O. 2002, c. 18, Schedule P, s. 27. Drivers — Motor Vehicle Receipts Carry while driving to provide on request Ont.167 OMV-Hi.Tr.- 18 Highway Traffic Act, R.S.O. 1990, c. H.8, s. 60(1). Second Hand Vehicles Records Not specified Ont.168 OMV-Hi.Tr.-2 Highway Traffic Act, R. S. O. 1990, c. H.8, ss. 16.(3),(4),(5); Shall carry while driving to produce on request Page 469 of 490 By-law Number 5815-16 Schedule B Page 55 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period as am. S. O. 2002, c. 18, Schedule P, s. 3.(5). Drivers, Commercial Motor Vehicles — CVOR Certificates, Leases, Fleet Limitation Certificates Ont.169 OMV-Hi.Tr.-5 Highway Traffic Act, R. S. O. 1990, c. H.8, s. 20.(1); as am. S. O. 2002, c. 18, Schedule P, s. 7. Commercial Motor Vehicle Leasors — Leases Event + 1 year (Event = termination of lease) Ont.170 OMV-Hi.Tr.- 55 Commercial Motor Vehicle Inspections Regulations, under the Highway Traffic Act, O. R. 199/07, ss. 9.(3), 15. Operators — Driver’s Daily Inspection Reports 6 months Ont.171 OMV-Hi.Tr.-7 Highway Traffic Act, R. S. O. 1990, c. H.8, ss. 107.(1)(4) to (7),(8)(c),(10),(13),(14); as am. S. O. 2005, c. 26, Sched. A, s. 16. Commercial Motor Vehicle Operators — Daily Inspection Records Shall be carried by operator of vehicle and be provided upon request by an officer. Page 470 of 490 By-law Number 5815-16 Schedule B Page 56 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Ont.172 OMV-Pb.Vh.- 2 General Regulation, under the Public Vehicles Act, R.R.O. 1990, Reg. 982, s. 24. Public Vehicles Hours of Labour/Trip Reports 1 year Ont.173 OPM-AOD-1 Accessibility for Ontarians with Disabilities Act, 2005, S. O. 2005, c. 11, s. 10.(1). Minister — Posting of Accessibility Standards Not specified Ont.174 OPM-AOD-2 Accessibility for Ontarians with Disabilities Act, 2005, S. O. 2005, c. 11, s. 11.(2). Minister — Posting of Progress Reports Not specified Ont.175 OPM-Ev.As.- 10 Environmental Assessment Act, R. S. O. 1990, c. E.18, s. 30; as am. S. O. 1996, c. 27, s. 10; as am. S. O. 2000, c. 26, Schedule F, s. 11.(6) par. 14. Director, Environmental Assessment — Undertaking Application Records Not specified The Director shall maintain a record for every undertaking in respect of which an application is submitted under Part II and for every application submitted under Part II.1. Ont.176 OPM-Lg.As.- 9 Legislative Assembly Act, R. S. O. 1990, c. L.10, ss. 103.1.(1),(4); as am. S. O. 2001, c. 32, s. 28. Make available on request Page 471 of 490 By-law Number 5815-16 Schedule B Page 57 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Speaker — Accessibility Plans Ont.177 OPM-Plan.-1 Delegation of Authority of Minister to Give Consents Regulation, under the Planning Act, O. Reg. 136/95, Sched. 4, s. 5(a), as am., O. Reg. 426/96, s. 2. Approval Authority Applications / Correspondence Not specified Ont.178 OPM-Plan.-2 Delegation of Authority of Minister to Give Consents Regulation, under the Planning Act, O. Reg. 136/95, Sched. 4, s. 5(b), as am., O. Reg. 426/96, s. 2. Approval Authority Meeting Minutes Not specified Ont.179 OPM-Plan.-3 Delegation of Authority of Minister to Give Consents Regulation, under the Planning Act, O. Reg. 136/95, Sched. 4, s. 5(c), as am., O. Reg. 426/96, s. 2. Approval Authority Records Not specified Ont.180 OS-Fir.PP-29 Fire Code, under the Fire Protection and Prevention Event + 2 years (Event = Report prepared; as long as Page 472 of 490 By-law Number 5815-16 Schedule B Page 58 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Act, 1997, O. R. 213/07, Division B, s. 1.1.2.2 Operational Procedures, Tests and Corrective Measures Records current and immediately preceding report are available; retained at building premises for examination on request) Ont.181 OS-Fir.PP-31 Fire Code, under the Fire Protection and Prevention Act, 1997, O. R. 213/07, Division B, Part II, s. 2.8.2.1, Division C, s. 1.3.2.5.(3) Fire Safety Plans Not specified “shall be kept in building in an approved location” Ont.182 OS-Fir.PP-32 Fire Code, under the Fire Protection and Prevention Act, 1997, O. R. 213/07, Division B, Part II, ss. 2.8.2.5.(1),(2) Posting of Fire Emergency Procedures Not specified Ont.183 OS-Fir.PP-33 Fire Code, under the Fire Protection and Prevention Act, 1997, O. R. 213/07, Division B, Part II, s. 2.8.3.2.(3) Fire Drill Records Event + 1 year (12 months)(Event = fire drill) Ont.184 OS-Fir.PP-53 Fire Code, under the Fire Protection and Prevention Act, 1997, O. R. 213/07, Not specified Page 473 of 490 By-law Number 5815-16 Schedule B Page 59 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Division B, Part VI, ss. 6.2.1.5, 6.2.4.4 Posting of Portable Extinguisher Locations/Operating Instructions Ont.185 OS-Fir.PP-54 Fire Code, under the Fire Protection and Prevention Act, 1997, O. R. 213/07, Division B, Part VI, s. 6.2.7.4.(2) Untagged Portable Extinguishers — Maintenance / Recharge Records Not specified “tags not apply where approved records maintained” Ont.186 OS-Fir.PP-55 Fire Code, under the Fire Protection and Prevention Act, 1997, O. R. 213/07, Division B, Part VI, s. 6.2.7.5 Portable Extinguisher — Maintenance Records Not specified “shall be maintained” Ont.187 OS-Fir.PP-56 Fire Code, under the Fire Protection and Prevention Act, 1997, O. R. 213/07, Division B, Part VI, s. 6.2.7.9.(2) Not specified “label not apply where permanent record kept” Page 474 of 490 By-law Number 5815-16 Schedule B Page 60 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Unlabelled Portable Extinguishers — Permanent Test Records Ont.188 OS-Fir.PP-57 Fire Code, under the Fire Protection and Prevention Act, 1997, O. R. 213/07, Division B, Part VI, s. 6.3.2.2.(4), Division A, s. 1.1.2.1 Tests Records of Devices, Components and Circuits of Fire Alarm Systems Event + 2 years (Event = Report prepared; as long as current and immediately preceding report are available; retained at building premises for examination on request) Ont.189 OS-Fir.PP-58 Fire Code, under the Fire Protection and Prevention Act, 1997, O. R. 213/07, Division B, Part VI, s. 6.3.2.2.(5), Division A, s. 1.1.2.1 Test Records of Fire Alarm Monitoring Signals Event + 2 years (Event = Report prepared; as long as current and immediately preceding report are available; retained at building premises for examination on request) Ont.190 OS-Fir.PP-61 Fire Code, under the Fire Protection and Prevention Act, 1997, O. R. 213/07, Division B, Part VI, ss. 6.5.1.8.(1),(2) Sprinkler Systems Inspections Records Not specified “shall be kept” Ont.191 OS-Fir.PP-65 Fire Code, under the Fire Protection and Prevention Act, 1997, O. R. 213/07, Event + 2 years (Event = Report prepared; as long as current and immediately Page 475 of 490 By-law Number 5815-16 Schedule B Page 61 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Division B, Part VI, s. 6.8.2.2, Division A, s. 1.1.2.1 Special Fire Suppression Systems — Inspection, Maintenance and Testing Records preceding report are available; retained at building premises for examination on request) Ont.192 OS-Fir.PP-76 Fire Code, under the Fire Protection and Prevention Act, 1997, O. R. 213/07, Division B, s. 1.1.2.2 Fire Protection Systems — Verification and Test Reports Event = Shall be retained throughout life of systems. Ont.193 OS-OHS-187 Confined Spaces Regulations, under the Occupational Health and Safety Act, O. R. 632/05, ss. 4.(2),(4), 21; as am. O. R. 95/11, ss. 3.(1),(3), 10. Lead Employers / Contractors — Confined Space Co–ordination Documents Longer of: Event + 1 year (Event = document created) Or: Event = Period necessary to ensure 2 most recent records retained Ont.194 OS-OHS-189 Confined Spaces Regulations, under the Occupational Health and Safety Act, O. R. 632/05, ss. 6.(1) to (4) Not specified “shall ensure carried out/recorded in writing” Page 476 of 490 By-law Number 5815-16 Schedule B Page 62 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Employers — Confined Space Assessments Ont.195 OS-OHS-191 Confined Spaces Regulations, under the Occupational Health and Safety Act, O. R. 632/05, ss. 18.(1) to (6); s. 21.(1); as am. O. R. 95/11, s. 10. Employers — Confined Space Atmospheric Test Records Longer of: Event + 1 year (Event = Document created) Or: Event = Period necessary to ensure 2 most recent records retained Ont.196 OS-OHS-206 Confined Spaces Regulations, under the Occupational Health and Safety Act, O. R. 632/05, s. 5.(1); as am. O. R. 95/11, s. 4. Employers — Confined Space Programs Not specified “shall ensure maintained” Ont.197 OS-OHS-207 Confined Spaces Regulations, under the Occupational Health and Safety Act, O. R. 632/05, s. 7.(1) Employers — Confined Space Plans Not specified “shall ensure developed” Ont.198 OS-OHS-212 Occupational Health and Safety Act, R. S. O. 1990, c. O.1, ss. 32.0.1.(1),(2), 32.0.5.(2) to (4), 32.0.7; as en. S. O. 2009, c. 23, s. 3; s. Not specified “shall prepare/provide on request” Page 477 of 490 By-law Number 5815-16 Schedule B Page 63 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period 55.1; as am. S. O. 2011, c. 1, Schedule 7, s. 2.(9). Employers — Workplace Violence / Harassment Policies and Information Ont.199 OS-OHS-217 Designated Substances Regulation, under the Occupational Health and Safety Act, O. R. 490/09, s. 25.(c) Employers — Worker Exposure to Airborne Concentrations of Designated Substances Results 5 years Ont.200 OS-OHS-218 Designated Substances Regulation, under the Occupational Health and Safety Act, O. R. 490/09, s. 27 Employers — Worker Personal Exposure Records Not specified “shall provide” Ont.201 OS-OHS-219 Designated Substances Regulation, under the Occupational Health and Safety Act, O. R. 490/09, s. 30 Later of: Event + 40 years (Event = Date first record created in personal exposure record) And: Page 478 of 490 By-law Number 5815-16 Schedule B Page 64 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Physicians — Worker Personal Exposure Records Event + 20 years (Event = Date last record added to personal exposure record) And If not able to keep shall forward to Provincial Physician or employer who shall keep until end of retention dates. An employer would only have to keep these records if a physician cannot keep the record or is not required to under s 30(1) Ont.202 OS-OHS-220 Designated Substances Regulation, under the Occupational Health and Safety Act, O. R. 490/09, s. 31 Physicians — Worker Clinical Tests and Examination Records Later of: Event + 40 years (Event = Date first record created) And: Event + 20 years (Event = Date last record created) And If not able to keep shall forward to Provincial Physician or employer who shall keep until end of retention dates. No obligation for employers to retain such records Ont.203 OS-OHS-48 Occupational Health and Safety Act, R.S.O. 1990, c. O.1, s. 69. Event + 1 year (Event = last act or default) Page 479 of 490 By-law Number 5815-16 Schedule B Page 65 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Health and Occupational Safety Offence Prosecutions — Limitation Period Ont.204 OS-OHS-49 Occupational Health and Safety Act, R.S.O. 1990, c. O.1, s. 9(32). Constructors or Employers — Posting of Health/Safety Committee Information Shall post and keep posted at the workplace in a conspicuous place where they are most likely to come to the attention of the workers. Ont.205 OS-OHS-53 Occupational Health and Safety Act, R.S.O. 1990, c. O.1, s. 9(22). Joint Health & Safety Committee — Minutes of Proceedings Not specified “shall maintain and keep” Ont.206 OMUN- MFIPP-8 General Regulation, under the Municipal Freedom of Information and Protection of Privacy Act, R. R. O. 1990, R. 823, s. 11; as am. O. R. 35/11, s. 2; as am. O. R. 47/12 Access Requests — Format Not specified “shall be in written form” Ont.207 OCON-OHS- 85 Designated Substance – Asbestos on Construction Projects and in Buildings and Repair Operations Regulation, under the Occupational Health and Event + 1 year (Event =Receiving the testing results) Page 480 of 490 By-law Number 5815-16 Schedule B Page 66 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Safety Act, OR 278/05, s 18(8). Building Owners / Employers — Posting of Clearance Air Testing Results Ont.208 OAF-Pest.-3 Pesticides Act, R. S. O. 1990, c. P.11, s. 48; as am. S. O. 2009, c. 33, Sched. 15, s. 9.(7) Pesticide Offence Proceedings — Limitation Period Event + 2 years (Event = Later of: day offence committed; and day evidence of offence first came to attention of provincial officer or Director) Ont.209 OS-OHS-182 Workplace Hazardous Materials Information System (WHMIS) Regulations, under the Occupational Health and Safety Act, R. R. O. 1990, R. 860, ss. 17, 18 WHMIS Supplier and Employer Material Safety Data Sheets — Limitation (Expiry) Period 3 years Ont.210 OS-OHS-185 Workplace Hazardous Materials Information System (WHMIS) Regulations, under the Occupational Health and Provide on request Page 481 of 490 By-law Number 5815-16 Schedule B Page 67 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Safety Act, R. R. O. 1990, R. 860, s. 25 WHMIS — Toxicological Data for Material Safety Sheets Ont.211 OS-OHS-92 Occupational Health and Safety Act, R. S. O. 1990, c. O.1, s. 39 Employers — Assessment for Hazardous Materials Make available on request Ont.212 OS-OHS-46 Occupational Health and Safety Act, R. S. O. 1990, c. O.1, ss. 41.(1),(2) Posting of Warning of Hazardous Physical Agents Not specified Ont.213 OS-OHS-47 Occupational Health and Safety Act, R. S. O. 1990, c. O.1, ss. 41.(3),(4) Posting of Hazardous Physical Agents Notices Not specified Ont.214 OS-OHS-92 Occupational Health and Safety Act, R. S. O. 1990, c. O.1, s. 39 Employers — Assessment for Hazardous Materials Make available on request Ont.215 OS-OHS-210 Control of Exposure to Biological or Chemical To provide to a physician who examines the worker or Page 482 of 490 By-law Number 5815-16 Schedule B Page 68 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Agents Regulations, under the Occupational Health and Safety Act, R. R. O. 1990, R. 833, s. 8.(4) Employers — Hazardous Biological or Chemical Agent Exposure Records under whose supervision clinical tests are performed Ont.216 OJPP-Cr.Js.- 33 Rules of the Small Claims Court Regulation, under the Courts of Justice Act, O. R. 258/98, rule 20.08.(2.1); as am. O. R. 393/09, s. 20 Notice of Garnishment Extension Orders — Limitation Period Event + 6 years (Event = Order made; unless leave of court) Ont.217 OJPP-Cr.Js.- 34 Rules of the Small Claims Court Regulation, under the Courts of Justice Act, O. R. 258/98, rule 20.08.(2.2),(2.3); as am. O. R. 393/09, s. 20 Notice of Garnishment where Extension Order — Limitation Period Event + 1 year (Event = Date order granting leave to issue made) Ont.218 OJPP-Cr.Js.- 35 Rules of the Small Claims Court Regulation, under the Courts of Justice Act, O. R. 258/98, rule 20.08.(5.1),(5.2); as am. O. R. 393/09, s. 20 Event + 6 years (Event = Date of issue or renewal) Page 483 of 490 By-law Number 5815-16 Schedule B Page 69 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Notices of Garnishment — Limitation Period Ont.219 OMUN- MFIPP-58 Municipal Freedom of Information and Protection of Privacy Act, R. S. O. 1990, c. M. 56, ss. 17.(3) to (5); as en. S. O. 2006, c. 34, Sched. C, s. 14.(2) Extended Requests — Limitation Period 2 years Ont.220 OLA-Arbi.-1 Arbitration Act, 1991, S. O. 1991, c. 17, s. 52.(3) Arbitration Enforcements — Limitation Period Event + 2 years (Event = Day applicant receives award) Ont.221 OMUN- Muni01-10 Municipal Act, 2001, S. O. 2001, c. 25, s. 222.(6) Municipality — Appeal Information Keep to provide on request to Board Ont.222 OMUN-Plan.- 10 Planning Act, RSO 1990, c P.13, ss 17(29)(29.1)(31)(32)(42)(42. 1), 22(9)(9.1), 34(23), 51(35)(50)(51), 53(15)(16)(16.1)(28)(29)(29. 1). Appeal Records Not specified Page 484 of 490 By-law Number 5815-16 Schedule B Page 70 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Ont.223 OMUN-Plan.- 13 Development Permits Regulation, under the Planning Act, O. R. 608/06, s. 13 Municipal Clerk — Development Permits Appeal Record Not specified “ensure is compiled” Ont.224 OLA-Pr.Of.-2 Provincial Offences Act, R. S. O. 1990, c. P.33, s. 18.1.(2); as am. S. O. 1993, c. 31, s. 1.(12); s. 18.2.(5); as am. S. O. 1992, c. 20, s. 1.(1) Parking Offence Prosecutions after Notice of Appearance Filed or No Notice of Dispute Filed — Limitation Period 75 days Ont.225 OLA-Pr.Of.-3 Provincial Offences Act, R. S. O. 1990, c. P.33, s. 18.2.(6); as am. S. O. 1993, c. 31, s. 1.(17) Court Clerk — Parking Conviction Records Not specified “shall record” Ont.226 OCON- Bl.Cd.-12 Building Code Regulation, OR 332/12, Division 3, s 3.7.4.7, in Building Code Act, 1992, SO 1992, c 23. Not specified “shall prepare” 3.7.4.7 of Reg 322/12 provides that a registered code agency shall maintain records of all plans review Page 485 of 490 By-law Number 5815-16 Schedule B Page 71 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Registered Code Agency Records — Construction Inspections and Orders and inspection activity in accordance with 3.4.3.2.(1)(d), which requires that the quality management plan be acceptable to the director… Ont.227 OCON-OHS- 25 Construction Projects Regulation, under the Occupational Health and Safety Act, O. R. 213/91, s. 19; ss. 26.8.(4),(5); as am. O. R. 145/00, s. 14; as am. O. R. 85/04, s. 9 Engineer’s Safety Net Inspections/Tests Documentation Any record required under Regulation: Event + 1 year (Event = Project finished) Inspection report shall be kept at the project while safety net is in service Ont.228 OENV-Ev.Pr.- 420 Environmental Protection Act, R. S. O. 1990, c. E.19, s. 20.22.(2); as en. S. O. 2010, c. 16, Sched. 7, s. 2.(19) Persons Engaged in Registered Activity — Confirmations of Registration Not specified “shall ensure retained” Ont.229 OS-OHS-180 Workplace Hazardous Materials Information System (WHMIS) Regulations, under the Occupational Health and Safety Act, R. R. O. 1990, R. 860, ss. 3.(1), 7 Not specified “shall ensure developed/assess” Page 486 of 490 By-law Number 5815-16 Schedule B Page 72 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Ont.230 Not in FileLaw – received from Town of Aurora to include in citation table Alcohol & Gaming Regulation & Public Protection Act, 1996, S.O. 1996, C.26, Sched. S. 46(2) The licensee shall maintain books, records, and other documents in support of financial reports or statements. These records shall be kept up to date and be retained for no less than four (4) years from the date of the raffle. Ont.231 Certification of Drinking Water System Operators and Water Quality Analysts Regulation OR 128/04, in Safe Drinking Water Act, 2002, SO 2002, c 32, ss 27(6)), 29(7). A water quality analyst’s certificate expires three years after it is issued or, as provided in subsection (7), on an earlier date specified on the certificate but an individual may apply to the Director before it expires to have the certificate renewed. Logs: The owner or operating authority shall ensure that logs and other record- keeping mechanisms are accessible at the subsystem: (a) for at least 5 years after last entry, in the case of a log or record-keeping mechanism that is kept in a book or document form or kept on a similarly fixed basis; or (b) for at least 5 years after each entry, in the case of a log or record-keeping mechanism that is kept on a loose-leaf or electronic basis or kept on a similarly continuous basis. Page 487 of 490 By-law Number 5815-16 Schedule B Page 73 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period Training Records: Records of on-the-job practical training completed by operators employed in subsystem shall be maintained by owners or the operating authority for at least 5 years (including names of operators who attend training, dates of training, method used for training, instructor, duration of each training session and subjects covered). Ont.232 Licensing of Sewage Works Operators Regulation, OR 129/04, s 19(6), Ontario Water Resources Act, RSO 1990, c O.40. The owner shall ensure that the logs & other records keeping are accessible in the facility for at least 2 years after each entry Ont.233 OMUN-HPP- 1 Public Pools Regulation, RRO 1990, R 565, ss 8, 9, under Health Protection and Promotion Act, RSO 1990, c H.7. Retention: Event + 1 year (Event = day record is made) Description of daily records that shall be kept: 8. Every operator shall keep and sign daily records that shall set out, a) the free available chlorine and the total chlorine residuals in the pool water or where a bromine compound is used, Page 488 of 490 By-law Number 5815-16 Schedule B Page 74 of 74 Citation Table No. FileLawTM Entry Code Ontario Citations and FileLawTM Title Words Retention Requirement or Limitation Period the total bromine residual; b) the pH value of the pool water; c) the total number of bathers admitted to the pool each day; d) the reading of the make–up water meter; e) any emergencies, rescues or breakdowns of equipment that have occurred; and f) the time of day that the actions required under subsection 16.(2) have been taken. 9. A record required to be kept under section 8 shall be retained for a period of one year from the date of making the record. Page 489 of 490 The Corporation of The Town of Aurora By-law Number XXXX-24 Being a By-law to confirm actions by Council resulting from a Council meeting on February 27, 2024. The Council of the Corporation of The Town of Aurora hereby enacts as follows: 1. That the actions by Council at its Council meeting held on February 27, 2024, in respect of each motion, resolution and other action passed and taken by the Council at the said meeting is hereby adopted, ratified and confirmed. 2. That the Mayor and the proper officers of the Town are hereby authorized and directed to do all things necessary to give effect to the said action or to obtain approvals where required and to execute all documents as may be necessary in that behalf and the Clerk is hereby authorized and directed to affix the corporate seal to all such documents. Enacted by Town of Aurora Council this 27th day of February, 2024. Tom Mrakas, Mayor Michael de Rond, Town Clerk Page 490 of 490