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AGENDA - General Committee - 20220503Town of Aurora General Committee Meeting Agenda Date:Tuesday, May 3, 2022 Time:7 p.m. Location:Council Chambers, Aurora Town Hall Meetings are available to the public in person and via live stream on the Town’s YouTube channel. To participate, please visit aurora.ca/participation. Pages 1.Call to Order Councillor Kim in the Chair. 2.Land Acknowledgement 3.Approval of the Agenda 4.Declarations of Pecuniary Interest and General Nature Thereof 5.Community Presentations 6.Delegations 7.Consent Agenda 8.Advisory Committee Meeting Minutes 8.1.Mayor's Golf Classic Funds Committee Meeting Minutes of March 31, 2022 1 That the Mayor's Golf Classic Funds Committee meeting minutes of March 31, 2022, be received for information. 1. 8.2.Accessibility Advisory Committee Meeting Minutes of April 13, 2022 3 That the Accessibility Advisory Committee meeting minutes of April 13, 2022, be received for information. 1. 8.3.Anti-Black Racism and Anti-Racism Task Force Meeting Minutes of April 20, 2022 9 That the Anti-Black Racism and Anti-Racism Task Force meeting minutes of April 20, 2022, be received for information. 1. 9.Consideration of Items Requiring Discussion (Regular Agenda) 9.1.FIN22-015 - Continued Advancement of the Second-Generation Asset Management Plan 12 That Report No. FIN22-015 be received; and1. That Capital Project No. 14107 – Second Generation Asset Management Plan (Phase 2) with total budget authority of $70,000 be approved and be funded by up to $50,000 in FCM grant funding and the balance from the Studies & Other reserve; and 2. That proceeding with the project in advance of the 2023 Budget be contingent upon receiving the FCM grant; and 3. That to ensure the Town’s continued compliance with O. Reg 588/17; 4. Staff be directed to apply for a grant opportunity from the Federation of Canadian Municipalities’ Municipal Asset Management Program for the continued development and operationalization of the Asset Management Plan for the Town of Aurora; and a. The Town of Aurora commit to the development and operationalization of an O. Reg 588/17 compliant Asset Management Plan as per its submitted proposed project to the Federation of Canadian Municipalities’ Municipal Asset Management Program to advance its asset management program; and b. The Town of Aurora commit $20,000 of the capital budget toward the costs of this initiative. c. 9.2.OPS22-006 - Neighbourhood Park on Hartwell Way Funding Increase 21 That Report No. OPS22-006 be received; and1. That the capital budget authority for project No. 73299 – Non- Programmed Park in 2C be increased by $923,500 to a total of $2,423,500; and 2. That the total budget authority of $2,423,500 be fully funded from the Cash in-lieu Parkland reserve; and 3. That staff be directed to include a project in the 10-year Capital Plan for the design and construction of an Indigenous Garden in the neighbourhood park on Hartwell Way. 4. 9.3.CAO22-001 - 2021 Annual Report to the Community 31 That Report No. CAO22-001 be received for information.1. 9.4.PDS22-064 - Application for Minor Site Plan Approval, 306 St. John’s Sideroad, St. Anne’s School – A Private Girl’s School 44 File Number: SPM-2022-01, Related Applications: OPA-2021-02, ZBA- 2021-02, SUB-2021-01, and SPM-2022-02 That Report No. PDS22-064 be received for information. 1. 9.5.PDS22-066 - Train Whistle Cessation Program Assessment Update 61 That Report No. PDS22-066 be received; and1. That a project with total capital budget authority of $95,000 be included in the 2023 capital budget for Council review and approval in support of the detailed design and peer review of a level crossing at St. John’s Sideroad; and 2. That York Region be requested to implement a 24-hour train whistle cessation for the level crossing at St. John’s Sideroad on the Barrie GO Line; and 3. That York Region be requested to budget $1,000,000 in their 2023 budget to implement the necessary crossing upgrades for anti-whistling; and 4. That the Train Whistle Cessation Program not be implemented on roads under the Town’s jurisdiction. 5. 10.Notices of Motion 11.Regional Report 12.New Business 13.Public Service Announcements 14.Closed Session 15.Adjournment 1 Town of Aurora Mayor's Golf Classic Funds Committee Meeting Minutes Date: Time: Location: Thursday, March 31, 2022 2 p.m. Video Conference Committee Members: Koula Koliviras (Chair) Barb Allan Wendy Browne Rosalyn Gonsalves Heidi Schellhorn Other Attendees: Jason Gaertner, Manager, Financial Management Michael de Rond, Town Clerk _____________________________________________________________________ 1. Call to Order The Chair called the meeting to order at 2:07 p.m. 2. Approval of the Agenda Moved by Barb Allan Seconded by Wendy Browne That the agenda as circulated by Legislative Services be approved. Carried 3. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. 4. Receipt of the Minutes Page 1 of 74 2 4.1 Mayor's Golf Classic Funds Committee Meeting Minutes of November 18, 2021 Moved by Rosalyn Gonsalves Seconded by Heidi Schellhorn That the Mayor's Golf Classic Funds Committee meeting minutes of November 18, 2021, be received for information. Carried 5. Delegations None. 6. Matters for Consideration 6.1 Application from Shine Through the Rain Foundation The Committee discussed the application from Shine Through the Rain Foundation and agreed it merited funding. Moved by Rosalyn Gonsalves Seconded by Wendy Browne 1. That the application from Shine Through the Rain Foundation be received; and 2. That the funding request be approved in the amount of $4,500.00. Carried 7. Informational Items None. 8. Adjournment Moved by Wendy Browne Seconded by Rosalyn Gonsalves That the meeting be adjourned at 2:14 p.m. Carried Page 2 of 74 1 Town of Aurora Accessibility Advisory Committee Meeting Minutes Date: Time: Location: Wednesday, April 13, 2022 7:00 p.m. Video Conference Committee Members: Rachelle Stinson (Chair) Matthew Abas (Vice Chair) John Lenchak Hailey Reiss Jo-anne Spitzer Members Absent: Councillor John Gallo Max Le Moine Other Attendees: Mat Zawada, Accessibility Advisor Ishita Soneji, Council/Committee Coordinator _____________________________________________________________________ 1. Call to Order The Chair called the meeting to order at 7:02 p.m. 2. Land Acknowledgement The Committee acknowledged that the meeting took place on the traditional territory of the Anishinaabe, the Haudenosaunee, and the Wendat peoples whose presence here continues to this day. It was noted that Aurora is part of the treaty lands of the Mississaugas of the Credit and the Williams Treaties First Nations, and we thank them for sharing the land. Page 3 of 74 2 3. Approval of the Agenda Moved by Matthew Abas Seconded by Jo-anne Spitzer 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 March 9, 2022 Moved by Matthew Abas Seconded by John Lenchak That the Accessibility Advisory Committee meeting minutes of March 9, 2022, be received for information. Carried 6. Delegations None. 7. Matters for Consideration 7.1 Memorandum from Accessibility Advisor; Re: Site Plan Application SPM- 2022-01 (Submission #1), 306 St. Johns Sideroad Staff provided an overview of the site plan and comments submitted to the Planner on behalf of the Committee. The Committee sought clarification regarding the proposed number of accessible parking spaces, availability of universal washrooms on each floor, and the type of lift to be installed in the building. The Committee and staff discussed various aspects of the site plan and further suggestions were made regarding consideration for: addition of ramps by the outdoor maker space entrance Page 4 of 74 3 and the administrative entrance; converting the washroom by the viewing gallery on the first floor into a universal washroom; adding acoustics to the music room on the second floor; and addition of push button door openers at all large common space entrances. Moved by Jo-anne Spitzer Seconded by Matthew Abas 1. That the memorandum regarding Site Plan Application SPM-2022-01 (Submission #1), 306 St. Johns Sideroad be received; and 2. That the Accessibility Advisory Committee comments regarding Site Plan Application SPM-2022-01 (Submission #1) be received and referred to staff for consideration and further action as appropriate. Carried 7.2 Memorandum from Accessibility Advisor; Re: Site Plan Application SP(EX)- 2022-02 (Submission #1), 15900 Bayview Avenue Staff provided an overview of the site plan and comments submitted to the Planner on behalf of the Committee. The Committee and staff reviewed the site plan and the Committee emphasized that all paths of travel by the entrance and inside the garden centre be kept barrier free and the required three-meter minimum clearance be maintained. Moved by John Lenchak Seconded by Hailey Reiss 1. That the memorandum regarding Site Plan Application SP(EX)-2022-02 (Submission #1), 15900 Bayview Avenue be received; and 2. That the Accessibility Advisory Committee comments regarding Site Plan Application SP(EX)-2022-02 (Submission #1) be received and referred to staff for consideration and further action as appropriate. Carrie 7.3 Memorandum from Accessibility Advisor, Re: Site Plan Application OPA- 2022-02 & ZBA-2022-02 (Submission #1), 1289 Wellington Street East Staff provided an overview of the site plan and comments submitted to the Planner on behalf of the Committee. The Committee and staff Page 5 of 74 4 reviewed the site plan and further suggestions were made regarding consideration of: addition of resting spots on the pathway along the conservation area; and additional barrier free parking spaces (up to 15 spaces) in the underground parking area. Moved by Hailey Reiss Seconded by Jo-anne Spitzer 1. That the memorandum regarding Site Plan Application OPA-2022-02 & ZBA-2022-02 (Submission #1), 1289 Wellington Street East be received; and 2. That the Accessibility Advisory Committee comments regarding Site Plan Application OPA-2022-02 & ZBA-2022-02 (Submission #1) be received and referred to staff for consideration and further action as appropriate. Carried 7.4 Memorandum from Accessibility Advisor; Re: Site Plan Application SP 2022- 01 (Submission #1), 115, 135 and 155 Addison Hall Circle Staff provided an overview of the site plan and comments submitted to the Planner on behalf of the Committee. The Committee had no further input. Moved by Hailey Reiss Seconded by Jo-anne Spitzer 1. That the memorandum regarding Site Plan Application SP 2022-01 (Submission #1), 115, 135 and 155 Addison Hall Circle be received; and 2. That the Accessibility Advisory Committee comments regarding Site Plan Application SP 2022-01 (Submission #1) be received and referred to staff for consideration and further action as appropriate. Carried 7.5 Memorandum from Accessibility Advisor, Re: Site Plan Application OPA- 2022-01 & ZBA-2022-01 (Submission #1), 15 Glensteeple Trail Page 6 of 74 5 Staff provided an overview of the site plan and comments submitted to the Planner on behalf of the Committee. The Committee had no further input. Moved by Matthew Abas Seconded by Hailey Reiss 1. That the memorandum regarding Site Plan Application OPA-2022-01 & ZBA-2022-01 (Submission #1), 15 Glensteeple Trail be received; and 2. That the Accessibility Advisory Committee comments regarding Site Plan Application OPA-2022-01 & ZBA-2022-01 (Submission #1) be received and referred to staff for consideration and further action as appropriate. Carried 7.6 Round Table Discussion; Re: Town of Aurora Multi-Year Accessibility Plan 2022 to 2026 (Link to Multi-Year Accessibility Plan) Staff provided a brief overview of the various projects planned for 2022 such as: the establishment of employee resource groups; accessibility plan for the upcoming 2022 Municipal Elections; installation of electric chair at various facilities; Aurora Senior's Centre ramp installation; and ongoing remediation of documents as part of the Information and Communication Standards project. Staff further provided an update on the review of parking by-law and policies to address accessible parking concerns and the installation of audible pedestrian signals at various intersections. The Committee and staff further discussed the next steps regarding the projects. Moved by Hailey Reiss Seconded by Jo-anne Spitzer 1. That the Accessibility Advisory Committee comments regarding the Town of Aurora Multi-Year Accessibility Plan 2022 to 2026 be received and referred to staff for consideration and action as appropriate. Carried Page 7 of 74 6 8. Informational Items None. 9. Adjournment Moved by Hailey Reiss Seconded by Jo-anne Spitzer That the meeting be adjourned at 8:24 p.m. Carried Page 8 of 74 1 Town of Aurora Anti-Black Racism and Anti-Racism Task Force Meeting Minutes Date: Time: Location: Wednesday, April 20, 2022 7 p.m. Video Conference Committee Members: Noor El-Dassouki (Chair) Shivangi Bagga Jennie Dekkema (Vice Chair) Mae Khamissa Mark Lewis Members Absent: Edlene Antonio Keenan Hull Councillor Harold Kim Other Attendees: Techa Van Leeuwen, Director of Corporate Services Michael de Rond, Town Clerk _____________________________________________________________________ 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 the traditional territory of the Anishinaabe, the Haudenosaunee, and the Wendat peoples whose presence here continues to this day. It was noted that Aurora is part of the treaty lands of the Mississaugas of the Credit and the Williams Treaties First Nations, and we thank them for sharing the land. Page 9 of 74 2 3. Approval of the Agenda Moved by Mae Khamissa Seconded by Jennie Dekkema That the agenda as circulated by Legislative Services be approved, including the addition of an informational item regarding Task Force participation in upcoming Town events. 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 Anti-Black Racism and Anti-Racism Task Force Meeting Minutes of March 23, 2022 Moved by Mae Khamissa Seconded by Jennie Dekkema That the Anti-Black Racism and Anti-Racism Task Force meeting minutes of March 23, 2022, be received for information. Carried 6. Delegations None. 7. Matters for Consideration 7.1 Memorandum from Town Clerk; Re: 2022 Municipal Election The Town Clerk provided a brief overview of the memorandum. There was discussion regarding different strategies Town staff could employ to help ensure the Town’s BIPOC (black, Indigenous and people of colour) community is aware of the opportunity to run for municipal election or add themselves to the Voters’ List. Page 10 of 74 3 Moved by Mae Khamissa Seconded by Mark Lewis 1. That the memorandum regarding 2022 Municipal Election be received; and 2. That the Anti-Black Racism and Anti-Racism Task Force comments regarding the 2022 Municipal Election be received and referred to staff for consideration and further action as appropriate. Carried 8. Informational Items 8.1 Task Force Participation in Upcoming Town Events Mae Khamissa provided a verbal update to members of the Task Force (much of the information was provided during the Approval of the Agenda discussion) about upcoming opportunities for the Task Force to potentially increase its exposure by participating in Aurora’s Canada Day festivities as well as the Multi-Cultural Festival. The Task Force will await further details of their role in the events. Moved by Mark Lewis Seconded by Jennie Dekkema 1. That the verbal update regarding Task Force participation in upcoming Town events be received for information. Carried 9. Adjournment Moved by Mae Khamissa Seconded by Mark Lewis That the meeting be adjourned at 7:41 p.m. Carried Page 11 of 74 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. FIN 2 2 -0 15 Subject: Continued Advancement of the Second-Generation Asset Management Plan Prepared by: Jason Gaertner, Manager, Financial Management Department: Finance Date: May 3, 2022 Recommendation 1. That Report No. FIN22-015 be received; and 2. That Capital Project No. 14107 – Second-Generation Asset Management Plan (Phase 2) with total budget authority of $70,000 be approved and be funded by up to $50,000 in FCM grant funding and the balance from the Studies & Other reserve; and 3. That proceeding with the project in advance of the 2023 Budget be contingent upon receiving the FCM grant; and 4. That to ensure the Town’s continued compliance with O. Reg 588/17; a. Staff be directed to apply for a grant opportunity from the Federation of Canadian Municipalities’ Municipal Asset Management Program for the continued development and operationalization of the Asset Management Plan for the Town of Aurora; and b. The Town of Aurora commit to the development and operationalization of an O. Reg 588/17 compliant Asset Management Plan as per its submitted proposed project to the Federation of Canadian Municipalities’ Municipal Asset Management Program to advance its asset management program; and c. The Town of Aurora commit $20,000 of the capital budget toward the costs of this initiative. Page 12 of 74 May 3, 2022 2 of 7 Report No. FIN22-015 Executive Summary The proposed capital project supports the continued modernization of the Town’s asset management framework.  This project will result in the Town’s early compliance with the next phase of the province’s municipal asset management regulation  The necessary building blocks will be put in place to allow for the establishment of future capital asset desired levels of service  Further integration of established and proposed capital asset level of services measures into the Town’s day-to-day asset management decision making will be achieved  This proposed work must commence in 2022 to allow access to up to $50,000 in FCM grant funding  Proceeding with the next required phases of the municipal asset management regulations supports the Fiscal Strategy Background The asset management framework has undergone significant change driven by the province’s municipal asset management regulation O. Reg 588/17 On December 17, 2017, the province filed regulation 588/17 under the Infrastructure for Jobs and Prosperity Act, 2015 (“O. Reg 588/17”) which included a prescribed list of asset management requirements that each Ontario municipality must ensure compliance to within the specified timelines. The regulation required the establishment of a Strategic Asset Management Policy by July 1, 2019 and then the following three phases to improve upon this policy:  Phase 1: Update of asset management plan’s core asset categories to add current level of service standard metrics, including the costs to maintain current levels of service by July 1, 2022.  Phase 2: Building upon Phase 1, update the asset management plan’s remaining asset categories to include current level of service standard metrics, including the costs to maintain current levels of service by July 1, 2024. Page 13 of 74 May 3, 2022 3 of 7 Report No. FIN22-015  Phase 3: Building upon Phases 1 and 2, update of all of asset management plan asset categories to include proposed levels of service, lifecycle management and a financial strategy by July 1, 2025. On March 26, 2018, Council approved Aurora’s first asset management plan. This plan was further refined and on March 26, 2019 Council approved the Strategic Asset Management Policy. On December 15, 2020 Council approved a capital project with total capital budget authority of $70,000 in support of Aurora’s compliance with Phase 2 of O.Reg 588/17 to update the asset management plan’s core asset categories to include current level of service metric measures as well as other requirements. In February 2021 Public Sector Digest (PSD) was engaged to assist in a significant review and update of the existing asset management plan to ensure continued compliance with the next major regulation requirement milestone. On September 28, 2021 Council approved the Town’s Second Generation Asset Management Plan. Analysis This project will result in the Town’s early compliance with the next phase of the province’s municipal asset management regulation The Town is proposing to move forward with the next phases of its compliance with the province’s municipal asset management regulation with the assistance of the Town’s consultant. These proposed next steps will result in the Town’s asset management framework’s being in full alignment with all O. Reg 588/17 Phase 2 requirements. It will also complete the Town’s preparation for its Phase 3 compliance. An updated asset management plan will be presented to Council for review and approval by the summer, 2023. The necessary building blocks will be put in place to allow for the establishment of future capital asset desired levels of service There are several internal and external factors that can impact the Town’s ability to provide an adequate capital asset level of service. This project includes the development of a report that examines how the following factors may influence current or proposed future capital asset levels of service (LOS):  Aging infrastructure Page 14 of 74 May 3, 2022 4 of 7 Report No. FIN22-015  Growth & demographic change  Fiscal capacity  Natural environment  Socio-political expectation  Organizational capacity This report will also outline a process to develop, evaluate and establish future levels of service targets for each capital asset category. This work will support the Town’s compliance with the third and final phase of the provincial asset management regulation. Further integration of established and proposed capital asset level of services measures into the Town’s day-to-day asset management decision making will be achieved Another key objective of the proposed project will be in partnership with its consultant, the Town will use its existing asset management software to create level of service scenarios for each capital asset category. Each level of service scenario will take into consideration risk, performance, lifecycle event information and financial constraints. These level of service scenarios will be used to identify feasible targets for each capital asset categories that can be considered by staff and Council. The consultant will prepare a level of service optimization report that provides an analysis of the Town’s level of service gaps including recommendations on how to improve data collection for its identified measures. The report will also provide recommendations to optimize capital asset levels of service based upon data availability. This report will assist the Town in balancing its levels of service for each asset category with long-term affordability. Going forward, the Town will continue to use its capital asset service level models for future asset management capital planning while ensuring a direct linkage with the asset management plan. Because these models will consider risk, condition and lifecycle information, the Town will be well positioned to determine its long-term capital requirements using accurate asset information and data driven decision making, leading to overall asset management program savings. This proposed work must commence in 2022 to allow for the Town’s potential access to up to $50,000 in FCM grant funding The Town intends to access up to $50,000 in grant funding from the FCM Municipal Asset Management Program (MAMP). This grant program is in the process of winding down and will stop accepting grant applications in the fall of 2022. This program’s grant Page 15 of 74 May 3, 2022 5 of 7 Report No. FIN22-015 application requires Council approval of the proposed work to be funded prior to its submission. This is why Council is being asked to approve this project ahead of the 2023 Budget. Should this grant not be approved the project will not proceed in 2022 and will instead be included in the 2023 Budget for Council’s consideration. Proceeding with the next required phases of the municipal asset management regulations supports the Fiscal Strategy This project supports three of the four pillars upon which the Fiscal Strategy is based. The capital planning pillar focuses on ensuring that current and future capital asset goals and objectives are being met over the long term. This continually evolving asset management plan will become the foundation upon which the long-term capital asset rehabilitation and replacement plan will be based. The defined capital asset level of service measures will also inform capital asset growth capital plans, allowing for greater standardization and consistency. The modernized asset management plan will enable more accurate and consistent longer term capital plans. The reserve management pillar strives to ensure that long-term capital plan needs are met and to manage risks relating to unexpected economic impacts. The further proposed asset management plan enhancements will provide more accurate information on the required reserve contributions needed to support long-term asset management needs once the plan has been fully implemented. Through the proposed use an alternative funding source for this project being the FCM grant, this proposal supports the Fiscal Strategy’s revenue management pillar which includes a key strategic objective to actively seek out and maximize alternative funding opportunities to minimize the burden on tax and rate payers. Advisory Committee Review Not applicable Legal Considerations O. Reg 588/17 made under the Infrastructure for Jobs and Prosperity Act, 2015 was amended on March 15, 2021, to extend regulatory timelines for phases 1, 2 and 3 to the dates set out in the body of this report. In accordance with the regulation, the asset management plan must be endorsed by ELT and approved by a resolution passed by Council. Page 16 of 74 May 3, 2022 6 of 7 Report No. FIN22-015 Financial Implications The total estimated cost to complete this proposed work is $70,000. This work will build upon the previous asset management work that was completed over the course of 2021. This report recommends that Council approve the creation of a new capital project with total capital budget authority of $70,000 at this time to take advantage of the potential FCM grant opportunity and build upon the momentum of the work completed in 2021. It is recommended that this project be funded with up to $50,000 through a FCM grant, with the balance coming from the Studies & Other reserve. The project will only proceed after confirmation of the grant award is received. If the Town is unsuccessful in its grant application, this project will be included in the 2023 budget for Council’s consideration. Communications Considerations The Town will use “inform” as the level of engagement associated with this report. Residents will be informed through the report being placed on the Town’s website. Climate Change Considerations Climate change has and will continue to have a significant impact on the Town’s capital asset levels of service. Climate change will be important risk that will need to be considered and be managed in the development and ongoing management of capital asset level of service expectations. Link to Strategic Plan The further enhancement and operationalization of the asset management plan which will form the foundation upon which future annual capital plans will be based, supports all aspects of the Strategic Plan. In particular, the asset management plan contributes to achieving the Strategic Plan’s 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 not approve this capital project at this time. Page 17 of 74 May 3, 2022 7 of 7 Report No. FIN22-015 Conclusions This project will further the Town’s compliance of its asset management plan and framework with all Phase 2 provincial asset management regulations. It will also position the Town well to meet the remaining Phase 3 regulatory requirements. The consultant will assist the Town in operationalizing the asset management plan and in the development of the optimal capital asset level of service targets. Staff recommend that Council approve the proposed new capital project along with total capital budget authority of $70,000, to be funded with up to $50,000 in grant funding, with the remainder coming from the Studies & Other reserve. Attachments Attachment 1 – Capital Project No. 14107 – Second Generation Asset Management Plan (Phase 2) detailed capital page Previous Reports FIN21-037, Second Generation Asset Management Plan, September 21, 2021 Pre-submission Review Agenda Management Team review on April 14, 2022 Approvals Approved by Rachel Wainwright-van Kessel, CPA, CMA, Director, Finance/Treasurer Approved by Doug Nadorozny, Chief Administrative Officer Page 18 of 74 Town of Aurora Capital Projects Project Department Version Year 14107 Second Generation Asset Management Plan - Phase 2 Financial Services Draft 1 2023 TARGET START DATE AND END DATE: Use format Q4 2017 - Q1 2018 Start: September, 2022; End: March, 2023 Provide a brief overview of the project and include the key goals, objectives and performance measures. This project represents a continuation of the Town's modernization of its capital asset management framework. More specifically, this phase 2 work will result in the Town's full compliance with Phase 2 and partial compliance with Phase 3 of the province's asset management regulatory requirements. Furthermore, this project will 'operationalize' the Town's AMP through integrating its level of service (LOS) based measures into the Town's ongoing capital asset decision model through the greater exploitation of its existing Citywide asset management software. Another key output of this project will be the development of a level of service framework through which the Town's optimal/desired capital asset levels of service can be determined and its ongoing capital planning based. As part of this work, any key LOS gaps will be identified and recommendations defined. This work will position the Town well its full compliance with Phase 3 of the asset management regulations well before 2025. Provide the reasons the project should be approved and what will be the impact of the project to service levels. This project is key to the Town's continued compliance with the province's municipal asset management regulations. It also represents an enormous enabler to the organizations continued modernization of its asset management framework. As the cost of capital asset management continues to increase significantly and in consideration of municipal revenue constraints, a modern asset management framework that is built upon accurate asset information and data driven decision making will be key to maximizing the value obtained from its available limited resources. This project will result in either the defining of capital asset level of services or the laying of the ground work for future LOS level determination. Financial Information Budget 10-Year Plan Previously Approved Budget Capital Budget Authority Budget Change Actuals to Dec 31/2021 2022 Forecast 2023 2024 2025-2032 Expenditures Estimated Expenditures CONSULTING 70,00070,000 70,000 70,00070,000 70,000 70,00070,000 70,000Expenditures Total Funding Other Funding Sources FEDERAL GRANTS 50,000 STUDIES & OTHER RES CONT'N 20,000 70,000 70,000Funding Total Attachment 1 Page 19 of 74 Town of Aurora Capital Projects Project Department Version Year 14107 Second Generation Asset Management Plan - Phase 2 Financial Services Draft 1 2023 Explain the benefits of the project which could include Citizen/Client, compliance, financial, internal, learning & growth or utility benefits. This project will allow for the Town's continued compliance with the province's municipal asset management regulation. Through its operationalization of its new asset management plan, the organization will help to ensure a tangible connection between theoretical desires and actual capital asset decisions. Also, this project's capital asset level of service work will help to ensure that feasible measures and targets are established, which will allow it to maximize the value obtained from each capital asset investment decision. If this project is approved now, the Town is able to potentially access up to $50,000 in possible FCM grant funding. Please provide an explanation of what the outcomes would be if the project was not approved. If this project is not approved, it will delay the Town's compliance with the upcoming additional phases of the province's asset management regulations of which the Town will eventually have to comply. Also, the organization's asset management framework modernization momentum may stall thus hindering its chances of success. Furthermore, the Town will delay its recognition of the many benefits that would result from a modern service level driven asset management decision framework. Finally, if this project is not approved at this time, the Town will forego the possible opportunity to access up to $50,000 in FCMgrant funding. Explain the climate impacts of this project. Climate change has and will continue to materially impact the Town's capital asset levels of service. It is anticipated that capital costs will be subject to a growing upward pressure as the Town mitigates its capital asset climate change risks. Page 20 of 74 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. OPS 2 2 -006 Subject: Neighbourhood Park on Hartwell Way Funding Increase Prepared by: Sara Tienkamp, Manager of Parks and Fleet Jason Gaertner, Manager, Financial Management Department: Operational Services Financial Services Date: May 3, 2022 Recommendation 1. That Report No. OPS22-006 be received; and 2. That the capital budget authority for project No. 73299 – Non-Programmed Park in 2C be increased by $923,500 to a total of $2,423,500; and 3. That the total budget authority of $2,423,500 be fully funded from the Cash in-lieu Parkland reserve; and 4. That staff be directed to include a project in the 10-year Capital Plan for the design and construction of an Indigenous Garden in the neighbourhood park on Hartwell Way. Executive Summary This report seeks Council approval to increase funding for Capital Project No. 73299 for the construction of a new municipal park on Hartwell Way:  Tender bid prices approximately 60% higher than consultants cost estimate for park construction.  Inflation pressures due to pandemic and supply chains cause for significant increase in construction industry  Natural themed Park playground and community garden are the park amenities have largest associated construction costs  Phased construction approach could offset funding requirement in 2022; however, future costs unpredictable Page 21 of 74 May 3, 2022 2 of 9 Report No. OPS22-006  Un-programmed space in park optimal for future indigenous garden, proposed as a part of the Town’s recognition for Truth and Reconciliation Background Through the development of the 2C lands, the Town of Aurora acquired .85 hectares of parkland from Brookfield Homes and another .75 hectares from the St. John’s Development Corporation. Both properties make up the park lands located on Hartwell Way. As part of the 2018 budget deliberations, Council approved Capital Project No: 73299 Non – Programmed Park 2C Lands to design, tender and construct the neighbourhood park in the amount of $1,500,000. On March 24, 2020, staff presented Report No. OPS20-006 - 276 and 310 Hartwell Way Non-Programmed Park Design. As a result, staff were directed to initiate the design process and report back to Council after public consultation for design approval. A Request for Proposal (RFP) for park design was tendered and awarded in August 2020 to landscape design firm Henry Kortekass & Associates Inc. and preliminary design work was initiated, along with public consultation process. On January 12, 2021, staff presented Report No. OPS21-001 – Hartwell Way Non- Programmed Park – Public Consultation. Council directed staff to proceed with detailed design and tender. Analysis Tender bid prices approximately 60% higher than consultants cost estimate for park construction. The budget for the park design/construction approved in 2018 was established based upon traditional neighborhood park design with standard playground equipment, open greenspace to accommodate free play/small sports field and trails. That project scope evolved due to public input (Natural Playground) and Parks and Recreation Master Plan priorities (Community Garden). The natural themed design components of the park provide a service enhancement versus traditional design. A total of ten (10) contractors submitted bids on 2021-99- OPS-P for the Construction of the Neighbourhood Park on Hartwell Way ranging from $2,116,462 to $2,900,074. Page 22 of 74 May 3, 2022 3 of 9 Report No. OPS22-006 The consultant provided a cost estimate for the project in December 2021 for $1,289,575 (not including contingency). Proponent bid price is $2,116,462 (not including contingency), a difference of $826,887 between cost estimate and bid price for project. Through discussions with other municipalities and comparison of construction projects, it appears the market value currently for projects are on average 40% over proposed budgets. Inflation pressures due to pandemic and supply chains cause for significant increase in park construction delivery Inflation has been rampant over the last year and impacts can be felt in almost every sector of our economy, affecting all Canadians daily lives. Many factors are impacting the construction industry specifically:  supply chain issues  labour cost increases and shortages  fuel cost increases  increased demand and reduced material availability  significant cost increase for various materials (concrete, wood, metal, rubber) The following chart illustrates examples of increases in costs of common construction materials from Statistics Canada from April 2021 thru February 2022: Canadian Construction Material Cost Changes based on Industrial Product Price Index (IPPI) Series from Statistics Canada Product Description Total Change Apr 21-Feb 22 Paints, coatings, and adhesive products 13.3% Plastic and rubber products 17.4% Hardwood lumber (except tongue and groove and other edge worked lumber) 24.2% Softwood lumber (except tongue and groove and other edge worked lumber) 23.6% Motor gasoline (including blending components and ethanol fuel) 31.6% Diesel and biodiesel fuels 43.6% Asphalt (except natural) and asphalt products 21.9% Metal building and construction materials 28.4% Fabricated metal products 20.9% Electric light bulbs and tubes 39.1% Communication and electric wire and cable 81.2% Cement, glass, and other non-metallic mineral products 8.9% Prefabricated buildings and components 21.5% Page 23 of 74 May 3, 2022 4 of 9 Report No. OPS22-006 Natural themed Park playground and community garden are the park amenities that have largest associated construction costs. The Council approved park design includes many amenities, including a natural themed playground, community garden, shade shelter, parking lot, small amphitheater, and welcoming centre/trail head to the David Tomlinson Nature Reserve. Both the playground, and the community garden represent a large portion of the construction costs for the park and are two amenities that can potentially be reduced in scope, redesigned or constructed in a phased approach in future years. Playground Total bid price for the natural themed wood playground (playground structure, stone border/curbing and all infrastructure required) is $514,000 versus the consultant’s estimate of $218,000. Installation of typical traditional playground like other playgrounds in Aurora has historically cost $200,000 - $250,000.  natural theme utilizes specialized wood products constructed of Robinia wood (known for longevity/durability/rot resistance) resulting in significant cost increase, supply and install of wood play equipment alone is $340,000, consultants estimate was $123,000  accessibility considerations: rubber walkway to connect components - bid price $65,000 Playground Options: A. Increase funding and construct as designed. B. Reduce scope and scale of playground. C. Phase the park construction project and construct playground at a future date. D. Provide a more traditional playground with standard equipment to a set budget. E. Delete playground from park design due to proximity of Ada Johnson and Edward Coltham Parks, these parks are within 800m radius. Community Gardens The Community Gardens designed for the new park include raised beds constructed of wood at various heights to facilitate accessibility needs, material storage bins for compost etc., shade shelter, storage shed for tools and perimeter fencing. As the garden sits in a neighbourhood park it is designed with aesthetics in mind, functionality and to encourage community gathering/education. Page 24 of 74 May 3, 2022 5 of 9 Report No. OPS22-006 Total bid price for the component is $222,000 versus the consultant’s estimate of $119,000. Community Garden Options: A. Increase funding and construct as designed. B. Reduce scope and scale of garden. C. Phase the garden construction and construct garden at a future date. D. Secure interest and agreement from public administrator/volunteer prior to garden construction. The total savings to the contract if both the community garden and playground were delayed or deleted from project would be $736,000. The remainder of the project would be approximately 1.4 million and would require additional funds to move forward with remainder of the project over the original budget. Considering the scope change, it is likely that additional contingency and consultant costs to revise drawing and retender would result. Phased construction approach could offset funding requirement in 2022; however, future costs unpredictable. It is important that this neighborhood park be developed as the subdivision is nearing completion and residential homes bordering park have been completed and occupied for a few years. This park is important as it is to serve as the northern trail head to the David Tomlinson Nature Reserve providing important connectivity to the natural asset available for public use. The proposed parking lot, welcome center and amphitheater are integral trailhead features important to public education. Staff recommend as a minimum that the park is developed to include all grading, underground infrastructure/servicing and the following amenities as designed:  parking lot  trials  landscape buffer planting  lighting  shade structure/welcome center  amphitheater As indicated the construction of the community garden and natural playground could be phased and included at a future date. It should be noted there could be risks for higher Page 25 of 74 May 3, 2022 6 of 9 Report No. OPS22-006 construction costs or they could be lower as it is currently not feasible to predict future costs and market value if these items are tendered in the future. Un-programmed space in park optimal for future indigenous garden, proposed as a part of the Town’s recognition of Truth and Reconciliation Through ongoing discussions with the staff Indigenous Relations Committee working group, it has been identified that the concept of creating an Indigenous Garden would be a welcomed space within the community. The inclusion of an indigenous garden supports the Town efforts and commitment to moving forward with taking steps towards meaningful Truth and Reconciliation. An Indigenous Garden would provide space for healing, wellness, culture and educational opportunities. The garden will also provide space to serve for reflection for all impacted by the residential school system. Staff feel the new park on Hartwell Way would make an ideal location for this project as the park design is rooted in nature and community inclusiveness. Also, there is ample opportunity to incorporate the garden easily in the un-programmed space. The amphitheatre, interpretive signage (part of current park design) and two future schools across the road would provide for excellent educational opportunities. Should the location be agreed upon, staff would work in consultation with the Indigenous community to receive guidance during the planning stages and design. A future capital project would be included in the 10-year capital budget for Council consideration. Advisory Committee Review Staff presented the park design to both the Community Advisory Committee and the Accessibility Committee. Comments received from both groups were taken into consideration and staff were able to incorporate numerous suggestions into the park design. Legal Considerations The procurement process with respect to this project yielded bids that were all above the approved budget. Consequently, Council approval is required to increase the project budget for staff to be able to award the project to a compliant bidder. Page 26 of 74 May 3, 2022 7 of 9 Report No. OPS22-006 If Council does not increase the capital budget amount, the tender will be cancelled, and the contract will not be awarded to any of the bidders. It is in Council’s discretion to not award the contract where there are insufficient funds available. Financial Implications Staff recommend that Council proceed with the full proposed project scope at this time. It is recommended that total capital budget authority of $2,423,500 be approved for this project, representing an increase of $923,500. Table 1 presents a summary of the estimated total requirements to construct the proposed new park on Harwell Way as designed and recommended by staff: Table 1 Non - Programmed Park in 2C (Project # 73299) Description Total Budget Consultant $44,500 Park Construction (excluding garden/playground) $1,380,500 Community Garden Component $222,000 Playground Component $514,000 Contingencies $220,550 Non-Recoverable HST (1.76%) $41,950 Total Budget $2,423,500 Less: Previously Approved Budget $1,500,000 Variance $923,500 Staff recommend that the proposed capital budget authority of $2,423,500 be fully funded from the Cash in Lieu Parkland reserve as there are sufficient funds available in this reserve to accommodate this requirement. Should Council approve the proposed funding for this project, this reserve’s balance is projected to remain healthy over the next ten years concluding the period at $14,500,900. Page 27 of 74 May 3, 2022 8 of 9 Report No. OPS22-006 By fully funding this project from this alternative funding source, it will help to alleviate pressure on an already strained Parks & Recreation development charge reserve. If this project continues to be funded from this funding source, the Parks & Recreation DC reserve balance is projected to reach a deficit of $14,641,200 by the end of the current ten-year planning period. Of note, this projection also assumes the construction of a new recreation facility. Should the alternative funding source for this project be approved, the balance of the Parks & Recreation DC reserve at the end of ten years would improve slightly to a deficit of $13,111,200. Table 2 outlines the proposed funding source changes to Capital Project # 73299. Table 2 Non - Programmed Park in 2C (Project # 73299) Funding Source Approved Proposed Change Proposed Total Parks & Recreation DC $1,350,000 -$1,350,000 $0 Growth & New $150,000 -$150,000 $0 Cash in Lieu Parkland $0 $2,423,500 $2,423,500 Total $1,500,000 $2,423,500 $2,423,500 Communications Considerations The Town of Aurora will inform the public of any construction and closures because of the capital project by posting to social media, the Town website and having appropriate signage at the site. Climate Change Considerations The park design has an overall natural theme, utilizing natural products and incorporating extensive landscape plantings that all play an important roll mitigating the impacts of a changing climate. Recommendations from this report do not immediately impact greenhouse gas emissions or impact climate change adaptation; however, if design of components change there could be some minimal impact. Page 28 of 74 May 3, 2022 9 of 9 Report No. OPS22-006 Link to Strategic Plan The Non-Programmed Park Design supports the Strategic Plan Goal of Investing in sustainable infrastructure by maintaining infrastructure to support forecasted population growth through technology, waste management, roads, emergency services and accessibility. Alternative(s) to the Recommendation 1. Council could choose to defer construction of the playground and/or the community garden to a future year. 2. Council provide further direction. Conclusions Staff recommend that this project move forward as per the original approved scope as designed, for the construction of a new neighborhood park on Hartwell Way. Consequently, it is recommended that the total capital budget authority for Capital Project No. 73299 be increased to $2,423,500 and that this full spending authority be funded from the Cash in Lieu Parkland Reserve. Attachments Attachment # 1 – Proposed Park Design Previous Reports OPS20-006 - 276 and 310 Hartwell Way - Non-Programmed Park Design, April 14, 2020. OPS21-001 - Hartwell Way Non-Programmed Park - Public Consultation, January 12, 2021. Pre-submission Review Agenda Management Team review on April 14, 2022 Approvals Approved by Doug Nadorozny, Chief Administrative Officer Page 29 of 74 0+0+0+0+0+/6/6/6&%&%&%&%&%0+0+)+++/6/6)+++++/6++0+0+&%6$167:$7:$7:$76$16$16767CBMH CB0+0+0+0+0+/6/6/6&%&%&%&%&%0+0+)+++/6/6)+++++/6++0+0+&%6$167:$7:$7:$76$16$16767CBMH CBMMC&H CHC&&////////////////////////3/3/3/3/3/*/*GTIGTIGTIPSWPSWPSWPSWPSWPSWPSWPSWPSWPSWQMBQMBQMBCACCACCACCACCACCACCACCACCACQMBQMBCACCACCACSLMSLMSLMQMBQMBQMBTAATAATAACOCCOCCOCCOCAFBSLMSLMSLMAFBAFBSGMSGMSGMSGMSGMSGMSGMSGMCACAFBAFBAFBQMBPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWPGWCCECCECCECCECCECCECCECCECCECCECCECCECCECCECCECCECCECCECCECCESB2SB2SB2SB2SB2SB2SB2SB2SB2SB2SB2SB2SB2SB2SB2SB2SB2SB2SB2SB2SB2SB2SB2SB2ABAABAABAABAABAABAABAABAABAABAABAABAABAABAABAABAABAABAABAABAABAABAABAABAABAABACOCCOCCOC102106110116120128258316101620283236HARTWELL WAYHARTWELL WAYKASHANI CT JOSEPH HARTMAN CRES*(1(5$/127(67+(6('5$:,1*6$5(,167580(1762)6(59,&($1'7+(/$1'6&$3($5&+,7(&75(7$,162:1(56+,32)7+(6('5$:,1*67+(<$5()256,7(3/$1$33529$/21/<$1'0$<5(48,5()857+(5&216758&7,21'(7$,/,1*$1'&225',1$7,21:,7+27+(5$662&,$7('352)(66,21$/'(6,*16(59,&(6%()25($&78$/7(1'(5$1'&216758&7,21&200(1&(6',0(16,216$5(72%(9(5,),('35,2572&216758&7,21'5$:,1*6$5(12772%(6&$/(',7,6$'9,6('7+$7&2175$&7256&217$&77+(/$1'6&$3($5&+,7(&735,2572&216758&7,2172(1685(7+(86(2)7+(/$7(675(9,6(''5$:,1*67+(/$1'6&$3($5&+,7(&7,6127/,$%/()25(552562520,66,216$5,6,1*)52087,/,=$7,212)7+(6(3/$16%()25(7+(6$,''5$:,1*6$5(6($/('6,*1('$1''$7('$1'7+(/$1'6&$3($5&+,7(&7,6&2175$&7('723529,'(&216758&7,21$'0,1,675$7,21$1'&(57,),&$7,216(59,&(6%<7+(2:1(5$//$33$5(17',6&5(3$1&,(6$5(72%(5(3257(',1:5,7,1*727+(/$1'6&$3($5&+,7(&7%()25(&216758&7,21&200(1&(67+(/2&$7,212)3523(57</,1(6(/(9$7,216$1')$&,/,7,(6217+,63/$1:(5('5$:1217+(%$6,62)$',*,7$/6,7(3/$1256859(<'$7$3529,'('%<27+(5&2168/7$176,7,67+(5(63216,%,/,7<2)7+(&/,(17$1'+,6&2175$&725672&21),507+($&&85$&<2)7+(6(7%$&.6/2&$7,216$1'*5$'(6(7&$1<9$5,$7,216%(7:((1(;,67,1*&21',7,216$1'7+,63/$16+28/'%($'-867('216,7($1'5(3257('727+(&2168/7,1*/$1'6&$3($5&+,7(&772'(7(50,1(7+(,03$&72)7+(9$5,$7,216217+(68,7$%,/,7<2)7+(352326(''(9(/230(17&216758&7,210867&21)25072$//&2'(6$1'5(48,5(0(1762)$87+25,7,(6+$9,1*-85,6',&7,21&21&(378$/35(/,0,1$5<6,7(3/$13(50,77(1'(5&2175$&7&216758&7,21$6%8,/7/2&$7,210$37+(6(/$1'6&$3('5$:,1*66+$//21/<%(86(')257+(385326(6,1',&$7('%(/2:$6127('$1':+(16,*1('%<7+(&2168/7,1*/$1'6&$3($5&+,7(&7,1&+(15<.257(.$$6 $662&,$7(6/$1'6&$3($5&+,7(&76$5%25,676(19,5210(17$/ 5(&5($7,21$/3/$11(56+$57:(//:$<1(,*+%25+22'3$5.352-(&7'5$:,1*'5$:1%</=+6&$/('$7(&+(&.('%<+-.'5$:,1*RI-2%12)LOH/,9(5322/52$'3,&.(5,1*21/:57(/(0$,/,1)2#+./$&$+$57:(//:$<67-2+166,'(52$':,//,$0*5$+$0'568%-(&73523(57< +$57:(//:$<$8525$21PETER FEHERTY, M.Sc., P.EngBaseTech Consulting Inc.309 Roywood Crescent, Newmarket,ON L3Y 1A6(1*,1((5ANDREW WOODV.A.Wood Assoc. Ltd1080 Tapscott Rd, Scarborough, ONM1X 1E7*(27(&+1,&$/5(9,6,21612'$7( 127(6 %<&21&(37'(6,*1 /=+&203/(7(''5$:,1*6(7 /=+5(9,6('$63(5&200(176 /=+7KH7RZQ V3URFXUHPHQW236370$5</(,1-0(0%(5212,7,&266$2,5$71267&(,+&5$(3$&6'1$/)7$/$1'6&$3(3/$1//0 2 4 6 8 10 20 30 40mSCALE 1:30025156800 (5 :,17(56813$7+6813$7+6(76(75,6(5,6(1:(ENLARGEMENT ON L-L2ENLARGEMENT ON L-T1 ENLARGEMENT ON L-L3ENLARGEMENT ON L-L4/'HEAVY DUTYASPHALT SURFACE/'VAN ACCESSIBLEPARKING SIGN/'ACCESSIBLEPARKING SIGN/'STANDARDACCESSIBLEPARKING STALL/'SIDEWALK RAMPS -TOWN OF AURORA(3)200cm Ht.ACE SAC(5)80cm Ht.COR STO(9)80cm Ht.RHU TYP(5)80cm Ht.COR ALT(3)200cm Ht.ACE SUGFIRE AND EMERGENCY ROUTETHE CONTRACTOR TO WEED THESEEDED BEDS FOR 2 YEARS,UNTIL WILDFLOWER MEADOW ISESTABLISHED.127( 5(48,5(' /'PEDESTRIANCROSSING PAINTLINEPARK DIVISIONHORTICULTURAL STAFF WILLBE DESIGNING ANDINSTALLING NATIVEPERENNIALS/'SIDEWALK RAMPS -TOWN OF AURORA/'PEDESTRIAN CROSSINGPAINT LINECONCRETE SIDEWALK TERMINATED/'NO ENTRY SIGN/7TREE PROTETIONFENCING - TOWN OFAURORA/7TREE PROTETIONFENCING - TOWN OFAURORA/'DRIVEWAYENTRANCE - TOWNOF AURORA/'VAN ACCESSIBLEPARKING STALLTYPE A/'CONCRETESIDEWALK - TOWNOF AURORA/'CONCRETE BARRIERCURB/'DOG WASTECONTAINMENTLIGHT STANDARD ALONG WALKWAY/(*(1'/,*+7,1*//3LIGHT STANDARD FOR PARKING LOT/*LIGHT UNDER SHADE STRUCTUREAttachment 1Page 30 of 74 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. CAO22 -0 01 Subject: 2021 Annual Report to the Community Prepared by: Carley Smith, Manager, Communications Department: Office of the Chief Administrative Officer Date: May 3, 2022 Recommendation 1. That Report No. CAO22-001 be received for information. Executive Summary The purpose of this report is to provide background on the presentation of the 2021 annual report to the community.  The Town of Aurora has routinely issued an annual report.  The 2021 Annual Report includes a summary of work from the Town operating one full year with the COVID-19 pandemic.  The 2021 Annual Report provides a snapshot of the accomplishments under the three Pillars of Success as outlined in the Town’s Strategic Plan: natural environment, economy, and community.  As the Town’s largest capital project, the Annual Report highlights the progress made on the Aurora Town Square project in 2021. Background The Town of Aurora has routinely issued an annual report. The Annual Report to the Community provides an overview of the Town’s performance related to the municipality’s Strategic Plan. Page 31 of 74 May 3, 2022 2 of 4 Report No. CAO22-001 The 2019 and 2020 Annual Reports were presented together to Council on June 15, 2021. Due to the COVID-19 pandemic, the 2019 Annual Report was postponed. The Annual Report to the Community will continue on an annual basis and presented to Council each year. Analysis The 2021 Annual Report includes a summary of work from the Town operating one full year with the COVID-19 pandemic. In 2021, the Town of Aurora marked one full-year operating under COVID-19. During this year, staff worked diligently – both remotely and in-person to bring residents the programs and services they need.  Hundreds of communication pieces issued and nearly 96,000 unique views to aurora.ca/covid19.  Programs, services and special events were created and adapted for in-person and virtual experiences.  All municipal facilities were modified for COVID-19 safety protocols. The 2021 Annual Report provides a snapshot of the accomplishments under the three Pillars of Success as outlined in the Town’s Strategic Plan: natural environment, economy, and community. In 2021, the Town continued to take steps to advice its priorities of environment, economy and community. Examples of the highlights in 2021 include:  New programs put in place to further protect the environment such as installing electric vehicle chargers, anti-idling education campaign and Bag Tag System.  Despite the pandemic and its impact to the economy, the Town kept the community engaged and connected while supporting the local economy with unique programs and business supports. As the Town’s largest capital project, the Annual Report highlights the progress made on the Aurora Town Square project in 2021. Significant progress was made on Aurora Town Square throughout 2021.  Construction started on the addition to the 22 Church Street Schoolhouse and near completion of the new Library façade and 2nd Floor programming spaces. Page 32 of 74 May 3, 2022 3 of 4 Report No. CAO22-001  Installation of construction fencing around the perimeter with design inspired by local residents.  130-foot tower crane erected during construction of the main ATS building.  Library Square was renamed to Aurora Town Square, following a public engagement process and was carefully chosen to reflect an age-old desire for communities to share a space of belonging and celebration.  New logo was unveiled, designed using a playful repeat pattern to play off the idea that no matter what corner of Aurora you’re from, all paths lead back to Aurora Town Square.  Aurora Town Square capital campaign commenced including the development of a plan and fundraising strategy. Advisory Committee Review None. Legal Considerations None. Financial Implications None. Communications Considerations Communications will inform the community and promote the Annual Report via a media release, social media campaign and the report will be posted on our website. Climate Change Considerations None. Link to Strategic Plan The Annual Report to the Community organizes information according to the Town’s Strategic Plan. Page 33 of 74 May 3, 2022 4 of 4 Report No. CAO22-001 In addition, the Annual Report supports the following Strategic Plan goal and key objectives: Supporting an exceptional quality of life for all – Objective 6: Promoting service accountability, excellence and innovation. Alternative(s) to the Recommendation 1. Council may provide additional direction. Conclusions The 2021 Annual Report to the Community provides an overview of the Town’s performance as it relates the municipality’s Strategic Plan. The Annual Report serves as a tool to promote the Town’s service accountability, excellence and innovation. Attachments Attachment 1 – 2021 Annual Report to the Community Previous Reports CA021-006, Annual Reports to the Community: 2019 and 2020, June 15, 2021 Pre-submission Review Agenda Management Team review on April 14, 2022 Approvals Approved by Doug Nadorozny, Chief Administrative Officer Page 34 of 74 2021 TOWN OF AURORA ANNUALREPORT Attachment 1 Page 35 of 74 A year in review through the COVID-19 Pandemic In 2021, the Town of Aurora marked one-year of fully operating under COVID-19. During this year, staff worked diligently – both remotely and in-person to bring residents the programs and services they need. Those services included some of the following: Issued hundreds of communications in various formats to inform residents of changing circumstances. Held more than 45 internal pandemic working group meetings to manage the changing COVID-19 guidelines, community impact and changes to Town processes and procedures. Maintained dozens of virtual programs for all age groups with overall participation in the thousands. Created and adapted special events for in-person and virtual experiences, ensuring the safety of attendees and staff. All municipal facilities[IVIQSHMƼIHJSV COVID protocols, including all customer service stations and Council Chambers. 95,883 aurora.ca/covid19 webpage views. Page 36 of 74 Natural Environment New Electric Vehicle Chargers installed in 6 locations throughout the Town in partnership with Ivy Charging Network. 0EYRGLIHƼVWXTown Go Green Challenge with 58 participants. Implemented the Anti-Idling Education Campaign. IDLE FREE AURORA Every second counts. Page 37 of 74 6,377.41 tonnes of waste diverted in 2021 5,615.50 tonnes of Source Separated Organics (SSO) diverted in 2021 Completed the Corporate Environmental Plan (CEP). Implemented the 3-bag limit and Bag Tag System. Council approved the Green Fleet Action Plan and EV Charging Station Policy. Page 38 of 74 Economy Tax increase of 1.96% in 2021 Impact - Annual tax increase for a house assessed at $800,000 is $47.40. 25 patios More than 200 jobs Approximately $26M Approximately $131M 2340 $672M 62,057 11.9% The Town’s patio program welcomed over across the Town, with the program extended into 2022 as continued support for businesses. The 2021 StatsCan census data shows the Town’s growth rate at from 2016 to 2021, and the current population of people living in Aurora is . *Job numbers are approximate. In the 2021 StatsCan census data, the Town had approximately registered businesses, including home-based and independent-registered businesses. Approximately in total construction value in 2021. The Emerging Aurora Campaign launched in December to help share the stories and success of Aurora’s local businesses. added from the opening of hotels and new businesses in the Addison Business Park area.* of water/wastewater and storm sewer billing. of construction value for new commercial/industrial buildings. Page 39 of 74 Community 130 Council, Standing Committee and Advisory Committee Meetings 19 'MZMP'IVIQSRMIWSƾGMEXIH 274 Marriage Licenses processed Introduction of Diversity, Equity and Inclusion Strategic Plan 2021-2024 1,445,343 Town website main landing page views 224 km of roads and 249 km of sidewalks maintained 473 hectares of parkland maintained 570 Total Wildlife calls 1667 Total Animal Services calls *Historic Downtown Aurora went from vacant storefronts to full store fronts during ETERHIQMG[MXLERSZIVEPPMRGVIEWISJ ZMWMXSVXVEƾGMRXLIEVIE *Report created for Economic Development by Groundlevel Insights. 7,900 10,969 7,623 4,686 up by 585 from 2020 up by 886 from 2020 up by 1,826 from 2020 up by 731 from 2020 Page 40 of 74 Aurora Town Square Coming in 2023! With two community spaces and unlimited possibilities, Aurora Town Square (ATS) is a place where all ages can come together in all seasons to enjoy art, theatre music, shopping, community events and activities. ATS includes two key spaces – a vibrant outdoor square and a new community facility that will feature a flexible performance hall. A variety of multi-purpose programming spaces will bring life and energy to our downtown core. ATS Features include: 29,000-square-foot outdoor community square. 32,000-square-foot addition to the beloved Church Street School facility that includes a ƽI\MFPITIVJSVQERGILEPP[MXLWIEXMRKJSVYTXSTEXVSRW Environmentally-controlled archival and storage space for the Aurora Museum & Archives’ permanent collection. A variety of multi-purpose arts programming spaces, including a Performing Arts Dance Studio and Visual Arts Studio. A pedestrian bridge connecting to new programming space at the Aurora Public Library. A transformed Library façade with improved accessibility off of Yonge Street. Page 41 of 74 ATS Progress: 7MKRMƼGERX progress made on ATS construction, including site works, commencement of the addition to the 22 Church St. Schoolhouse, near completion of the new Library façade and 2nd ƽSSVTVSKVEQQMRKWTEGIWEHNSMRMRKXLI0MFVEV] Installation of construction fencing around the perimeter of the Square. Phase 1 of the fencing is inspired by emphasizing the local residents and the liveliness, purpose, and vitality of the community. Chandos erected a 130 ft tower crane during construction of the main ATS building. The new name, Aurora Town Square, was approved by Aurora Council following a public engagement process ERH[EWGEVIJYPP]GLSWIRXSVIƽIGXEREKISPHHIWMVIJSV communities to share a space of belonging and celebration. New logo for ATS is a versatile graphic that plays off the idea that no matter what corner of Aurora you’re from, all paths lead back to Aurora Town Square. Commencement of the ATS Capital Campaign, including the development of a plan and fundraising strategy. Page 42 of 74 Aurora Town Council 2018 T O 2022 Back row: Deputy Mayor Kim, Councillor Gallo Front row: Councillor Gaertner, Councillor Gilliland Mayor Mrakas, Councillor Humfryes, Councillor Thompson Tom Mrakas, Mayor 905-727-4746 • tmrakas@aurora.ca Harold Kim, Deputy Mayor 365-500-3095 • hkim@aurora.ca Wendy Gaertner, Councillor 365-500-3091 • wgaertner@aurora.ca Sandra Humfryes, Councillor 365-500-3090 • shumfryes@aurora.ca Michael Thompson, Councillor 365-500-3092 • mthompson@aurora.ca Rachel Gilliland, Councillor 365-500-3094 • rgilliland@aurora.ca John Gallo, Councillor 365-500-3093 • jgallo@aurora.ca Page 43 of 74 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. PDS2 2 -0 64 Subject: Application for Minor Site Plan Approval 306 St. John’s Sideroad St. Anne’s School – A Private Girl’s School File Number: SPM-2022-01 Related Applications: OPA-2021-02, ZBA-2021-02, SUB-2021-01 and SPM-2022-02 Prepared by: Sean Lapenna, Planner Department: Planning and Development Services Date: May 3, 2022 Recommendation 1. That Report No. PDS22-064 be received for information. Executive Summary The purpose of this report is to provide Council with a summary of the above noted development as proposed under the site plan application currently under review by Planning Staff. Background Application History In March 2021, Official Plan Amendment, Zoning By-law Amendment and Draft Plan of Subdivision applications (OPA-2021-02, ZBA-2021-02 & SUB 2021-01) were submitted for 162, 306, 370, 434 & 488 St. John’s Sideroad West in order to facilitate the development of 87 single detached dwelling lots, five townhouse blocks (for a total of 21 townhouse units), a neighbourhood park block, a natural heritage system block, a private park block, public and private roads as well as a school block (Figure 4). Page 44 of 74 May 3, 2022 2 of 8 Report No. PDS22-064 These applications were previously presented to Town Council through one statutory public planning meeting on June 8, 2021 and then a second public planning meeting on September 14, 2021. These applications in their entirety have yet to be finalized. The school block was created to accommodate St. Anne’s School (a private girl’s school) at 306 St. John’s Sideroad. The existing estate dwelling located at this property is intended to be used for St. Anne’s All-Girls Private School. The School Block (Block 93 on Figure 4) has a lot area of 4.28 ha (10.58 ac). In February 2022, Minor Site Plan application SPM-2022-01 was submitted to accommodate the proposed re-use of the existing Estate Dwelling located at 306 St. John’s Sideroad to a private school. Location/Land Use The subject property, municipally known as 306 St. John’s Sideroad West, is located on the north side of St. John’s Sideroad, west of Yonge Street and east of Bathurst Street (see Figure 1). Surrounding Land Uses The surrounding land uses are as follows: North: Town of Newmarket, undeveloped vacant lands and Natural Heritage Lands; South: St. Johns Sideroad, the draft approved Phase 2 Shining Hill Estate subdivision; East: Vacant Land, Natural Heritage Lands and Yonge Street; West: Natural Heritage Lands and low-density residential subdivisions. Policy Context Provincial Policy Statement (PPS) The proposed Zoning By-law Amendment application is consistent with the PPS by supporting the development of strong communities through the promotion of efficient use of land and resources. York Region Official Plan (YROP) The subject lands are designated ‘Urban Area’ within the York Region Official Plan. York Region’s vision for the Urban Area is to strategically focus growth while conserving resources and to create sustainable, lively communities. Under York Region’s Official Plan, one regional urbanization goal is to enhance the Region’s urban structure through Page 45 of 74 May 3, 2022 3 of 8 Report No. PDS22-064 city building, intensification and compact, complete communities. A range of uses are permitted within the Urban Area such as residential and institutional (including schools). Town of Aurora Official Plan (OPA 37) As illustrated on Figure 2, the subject lands are designated, ‘Suburban Residential (SR- 1)’. This designation is intended for lands to be developed as fully serviced single- detached residential lots with frontages generally greater than 24 metres, and areas generally greater than 800 square metres. Neighbourhood oriented community services such as schools and parks are also permitted. Zoning By-law 6000-17, as amended The subject lands are zoned ‘Institutional (I)’ under Town of Aurora Zoning By-law 6000- 17, as amended (Figure 3). This zone permits Private Schools, Public Schools, Day Care Centres, Athletic Fields, Public Libraries, Recreation Centres and Places of Worship. Reports and Studies The Applicant submitted the following studies, reports and plans as part of their Site Plan Application: Report/Drawing Name Report/Drawing Author Site Plan Montgomery Sisam Architects Inc. Building Renderings Montgomery Sisam Architects Inc. Functional Servicing and Stormwater Management Report GEI Consulting Engineers and Scientists Hydrogeological Investigation Golder – Member of WSP Traffic Study Report BA Group Arborist Report Beacon Environmental Proposed School Site The Subject lands presently accommodates an Estate Dwelling at 306 St. John’s Sideroad which has existed on the property since at least 2009 (Figure 1). This dwelling has been proposed to be adaptively re-used as the St. Anne’s All-Girls Private School, which is under the umbrella of St. Andrew’s College (located approximately 1 kilometre to the south). St. Anne’s is intended to function as a day school for girl’s grades 5-9 and over time, will accommodate students in the future up to grade 12. As referenced earlier in this report, Page 46 of 74 May 3, 2022 4 of 8 Report No. PDS22-064 the school site is intended to be accommodated on Block 93 on the Plan of Subdivision (Figure 4) within the existing estate dwelling (identified by the applicant as Phase 1). The existing dwelling which will be used to accommodate the private school use has a Gross Floor Area of 3,420.0 m² (36,813.0 ft). The following is shown on the submitted Site Plan (Figure 5):  Existing estate dwelling to be utilized as a School with a new vestibule;  Parking area located to the north of the existing estate dwelling (new school);  A Playing field with sunken garden located west of the existing estate dwelling (new school);  Outdoor maker space as well as green space located south of the existing estate dwelling (new school);  Parking area with driveways located to the south-east of the existing estate dwelling (new school);  Future Portable with a Gross Floor Area of 730 m² (7,858.0 ft²) to be located to the north of the existing dwelling. St. Anne’s School will serve girls from all over York Region and its neighbouring regions with classes offered in Grades 5 through 9 in its first year and adding a grade in each subsequent year of operation until reaching Grade 12. The school will contain 10 teaching classrooms (inclusive of art/maker space and a music room), in addition to a gymnasium, exercise room, broadcast/journalism room, theatre, dining spaces, administrative and support rooms, all of which are to be contained in the existing Estate home (Figures 7,8 & 9). A total of 78 parking spaces (including 4 barrier-free spaces) are proposed to serve the first phase of development. Future phases of development are anticipated for the site. Details regarding plans for future phases will be provided to Planning Staff at a later date for review. As outlined on Figure 6, access to the site is intended to be accommodated through the adjacent neighbouring property located to the east (162 St. John’s Sideroad) which connects to St. John’s Sideroad to the south. A subsequent minor site plan application has already been submitted to Town Staff for this new access and is currently under review. Page 47 of 74 May 3, 2022 5 of 8 Report No. PDS22-064 Analysis The proposed Site Plan conforms to the Town’s Comprehensive Zoning By-law The Zoning By-law Amendment application was revised in order to allow the school site to advance ahead of the balance of the proposed development which still requires approval of the Draft Plan of Subdivision as well as implementing Official Plan and Zoning By-law amendments. On February 22, 2022, Aurora Town Council passed By-law No. 6405-22 under Town application number ZBA-2021-02 in order to redesignate 306 St. John’s Sideroad from “Oak Ridges Moraine – Rural (RU-ORM) zone” to “Institutional (I) zone”. This zoning was approved specifically to allow for the existing Estate Residential dwelling on the subject property to be used to accommodate the future St. Anne’s School use (See Figure 3). Town Council through this zoning by-law amendment also approved ‘Dormitory’ as a permitted accessory use, which may be used by the Owner for future phases and further build out of the site. The proposed Site Plan conforms to the Town’s Official Plan The subject property is designated Suburban Residential (SR-1) through the Town’s Official Plan under OPA 37 which permits fully serviced single detached residential lots with frontages generally greater than 24 meters and areas generally greater than 800 square meters but also permits neighbourhood-oriented support services such as schools and parks. The Town’s Official Plan also identifies that school sites contribute to the make-up of a complete community which is outlined as meeting people’s needs for daily living throughout an entire lifetime by providing convenient access to an appropriate mix of jobs, local services, a full range of housing and community infrastructure including schools for their residents. The site plan application is currently under review The Minor Site Plan application is delegated to staff for approval where staff will finalize matters as it relates to urban design, site circulation, amenity areas, parking, landscaping, access, site management of waste and recycling, and snow storage. Future phases of development of St. Anne’s School will be subject to a future site plan application. Page 48 of 74 May 3, 2022 6 of 8 Report No. PDS22-064 Advisory Committee Review Accessibility Advisory Committee The Town’s Accessibility Advisor reviewed the site plan on behalf of the Accessibility Advisory Committee in accordance with the Accessibility for Ontarians with Disabilities Act in order to encourage barrier free access. Any final review comments that need to be addressed with the Accessibility Advisor will be done so prior to approval of the site plan application. Legal Considerations The Director of Planning has delegated authority to approved site plan applications that are minor in nature. In accordance with section 41 of the Planning Act, the owner may appeal a site plan application if the Town fails to approve the application within thirty (30) days of the application being submitted. The owner may also appeal any of the Town’s conditions, including the terms of a site plan agreement. There is no right of appeal for any other person. Financial Implications All applicable fees and securities will be collected upon execution of a Site Plan agreement. Cash-in-lieu of parkland requirements will be satisfied through the associated Draft Plan of Subdivision application. Furthermore, this development will be subject to development charges as applicable under the Town’s DC Bylaw and will generate annual tax levy revenues for the Town. Communications Considerations Site plan applications submitted under Section 41 of the Planning Act do not require public notification. However, all planning applications are listed on the Town’s website through the Planning Application Status List which is reported to Council and updated quarterly. Link to Strategic Plan The site plan application will be reviewed in accordance with the Strategic Plan and its goal of enabling a Diverse, Creative and Resilient Economy through promoting opportunities that facilitate the growth of Aurora as a desirable place to do business. Page 49 of 74 May 3, 2022 7 of 8 Report No. PDS22-064 Climate Change Considerations The existing estate dwelling that is the subject of this site plan application is being re- purposed for use as a private school. As there is no change to the existing building or its infrastructure, the impact on greenhouse gas emissions and climate would not be measurable. Alternative(s) to the Recommendation 1. That Council provide direction. Conclusion Staff continue to review the subject application having consideration for the above noted matters. Attachments Figure 1: Location Map Figure 2: Existing Official Plan Designation Figure 3: Existing Zoning Figure 4: Draft Plan of Subdivision Figure 5: Proposed Site Plan Figure 6: Proposed Access Figure 7: Building Rendering One Figure 8: Building Rendering Two Figure 9: Building Rendering Three Previous Reports Public Planning Report No. PDS21-073, dated June 8, 2021; Public Planning Report No. PDS21-099, dated September 14, 2021; Staff Recommendation for Zoning By-law Amendment Report No. PDS22-032, dated February 15, 2022. Pre-submission Review Agenda Management Team review on April 19, 2022. Page 50 of 74 May 3, 2022 8 of 8 Report No. PDS22-064 Approvals Marco Ramunno, MCIP, RPP, Director Planning & Development Services Approved by Doug Nadorozny, Chief Administrative Officer Page 51 of 74 ¯ Leslie St Yonge St Bathurst St Bayview Ave Bloomington Rd ^ St John's Sdrd U404 VWellington St E TOWN OF NEWMARKET Wellington St W Henderson Drive Vandorf Sdrd U404 V434 162 306 370 St John's Sideroad 457 405 353 301 255 203 2 1 LOCATION MAP 0 30 60 90 120 SUBJECT LANDS 6W$QQH V6FKRRO Metres File: 630 FIGURE 1 Map created by the Town of Aurora Planning & Development Services Department, February 9, 2022. Base data provided by York Region & the Town of Aurora. Air Photos taken Spring 2021, © First Base Solutions Inc., 2021 Orthophotography. Document Path: J:\data\data\Planning Maps\306, 370, 434 & 488 St. John’s Sideroad West (Shining Hill Application) (OPA-2018-01, ZBA-2018-02 & SUB-2018-02)\Report_Maps_February_2022_St_Annes_School\Figure_1_Location_Map.mxd Page 52 of 74 TOWN OF NEWMARKET ST JOHN'S SIDEROAD Schedule A - Structure Plan Estate Residential Stable Neighbourhoods !!! !!! Existing Major Institutional Private Parkland OPA 37 Suburban Residential (SR-1) Suburban Residential Public Parkland Environmental Protection Core Area Open Space Supporting Area Open Space OPA 21 Suburban Residential (SR-2) Supporting Area Open Space Built Boundary ¯ 0 30 60 90 120 Metres EXISTING OFFICIAL PLAN DESIGNATION 6W$QQH V6FKRRO File: 630 FIGURE 2 SUBJECT LANDS Map created by the Town of Aurora Planning & Development Services Department, February 9, 2022. Base data provided by York Region & the Town of Aurora. Document Path: J:\data\data\Planning Maps\306, 370, 434 & 488 St. John’s Sideroad West (Shining Hill Application) (OPA-2018-01, ZBA-2018-02 & SUB-2018-02)\Report_Maps_February_2022_St_Annes_School\Figure_2_Existing Official Plan Designation_OPA_37.mxd Page 53 of 74 I R3-529 EP-ORM O2-530 tu tu tu tu tu tu tu tu tu tu tu tu tu tu tu tu tu tu TOWN OF NEWMARKET I RU RU-ORM ER(72) O2-530 ER(72) EP ER(73) ER(72) EP R2(74) ST JOHN'S SIDEROAD tutu Zoning Legend RESIDENTIAL ZONES Estate Residential ER OPEN SPACES ZONES Environmental Protection EP Rural RU RURAL ZONES Detached Third Density Residential R3 Oak Ridges Moraine Rural RU-ORM Oak Ridges Moraine Environmental Protection EP-ORM Private Open Space O2 INSTITUTIONAL ZONES Institutional I Oak Ridges Moraine Conservation Plan Area Subject to By-Law 4469-03.D , EXISTING ZONING 6W$QQH V6FKRRO )ile: 630 FIGURE 3 ¯ 0 40 80 120 160 Metres  SUBJECT LANDS =RQHG,QVWLWXWLRQDO ,  Map created by the Town of Aurora Planning & Development Services Department, February 9, 2022. Base data provided by York Region and Aurora - GIS. Document Path: J:\data\data\Planning Maps\306, 370, 434 & 488 St. John’s Sideroad West (Shining Hill Application) (OPA-2018-01, ZBA-2018-02 & SUB-2018-02)\Report_Maps_February_2022_St_Annes_School\Figure_3_Existing Zoning By-law Designation.mxd Page 54 of 74 DRAFT PLAN OF SUBDIVISION 6W$QQH V6FKRRO Files: 6P0 FIGURE  Page 55 of 74 Map created by the Town of Aurora Corporate Services Department, November-11-21. Drawings provided by Hossack & Associates Architects PROPOSED SITE PLAN 6W$QQH V6FKRRO FILE: 630 FIGURE  Document Path: J:\data\data\Planning Maps\130 Industrial Pkwy N (SP-2021-05)\Report Maps June 2021\Figure_4_Proposed_Site_Plan.mxd Page 56 of 74 TOWN OF NEWMARKET St John's Sideroad 2 457 255 405 301 353 203 1 434 370 162 306 ¯ St John's Sdrd Wellington St E Vandorf Sdrd Henderson Drive ^ Wellington St W UV404 UV404 Leslie St Yonge St Bathurst St Bayview Ave Bloomington Rd 0 30 60 90 120 Metres PROPOSED $&&(66 6W$QQH V6FKRRO File: 630 FIGURE  SCHOOL SITE PROPOSED ROAD Map created by the Town of Aurora Planning & Development Services Department, February 9, 2022. Base data provided by York Region & the Town of Aurora. Air Photos taken Spring 2021, © First Base Solutions Inc., 2021 Orthophotography. Document Path: J:\data\data\Planning Maps\306, 370, 434 & 488 St. John’s Sideroad West (Shining Hill Application) (OPA-2018-01, ZBA-2018-02 & SUB-2018-02)\Report_Maps_February_2022_St_Annes_School\Figure_5_Proposed Site Plan.mxd Page 57 of 74 Map created by the Town of Aurora Corporate Services Department, Wednesday, November 10, 2021. Drawings provided by TAES Architects Inc. %8,/',1*5(1'(5,1*21( 6W$QQH V6FKRRO FILE: SP0-202-0 FIGURE  Document Path: J:\data\data\Planning Maps\130 Industrial Pkwy N (SP-2021-05)\Report Maps June 2021\Figure_6_Existing_Elevations_N_E_W_S.mxd Page 58 of 74 Map created by the Town of Aurora Corporate Services Department, Wednesday, November 10, 2021. Drawings provided by TAES Architects Inc. %8,/',1*5(1'(5,1*7:2 6W$QQH V6FKRRO FILE: SP0-202-0FIGURE  Document Path: J:\data\data\Planning Maps\130 Industrial Pkwy N (SP-2021-05)\Report Maps June 2021\Figure_6_Existing_Elevations_N_E_W_S.mxd Page 59 of 74 Map created by the Town of Aurora Corporate Services Department, Wednesday, November 10, 2021. Drawings provided by TAES Architects Inc. %8,/',1*5(1'(5,1*7+5(( 6W$QQH V6FKRRO FILE: SP0-202-0 FIGURE  Document Path: J:\data\data\Planning Maps\130 Industrial Pkwy N (SP-2021-05)\Report Maps June 2021\Figure_6_Existing_Elevations_N_E_W_S.mxd Page 60 of 74 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora General Committee Report No. PDS 2 2 -0 66 Subject: Train Whistle Cessation Program Assessment Update Prepared by: Michael Bat, Traffic/Transportation Analyst Department: Planning and Development Services Date: May 3, 2022 Recommendation 1. That Report No. PDS22-066 be received; and, 2. That a project with total capital budget authority of $95,000 be included in the 2023 capital budget for Council review and approval in support of the detailed design and peer review of a level crossing at St. John’s Sideroad; and, 3. That York Region be requested to implement a 24-hour train whistle cessation for the level crossing at St. John’s Sideroad on the Barrie GO Line; and, 4. That York Region be requested to budget $1,000,000 in their 2023 budget to implement the necessary crossing upgrades for anti-whistling; and, 5. That the Train Whistle Cessation program not be implemented on roads under the Town’s jurisdiction. Executive Summary A Staff Report No. PDS22-020 on the Train Whistle Cessation Program was presented to Council on April 19, 2022. The staff report was subsequently referred back to staff for additional information related to the Train Whistle Cessation Program. The report can be summarized as follows:  York Region and Association of Municipalities of Ontario (AMO) have provided an update on the program; and, Page 61 of 74 May 3, 2022 2 of 11 Report No. PDS22-066  A review of other municipalities that have initially considered but decided not to implement the program. Background On December 14, 2021, Council adopted the following motion: 1. That the comments from Delegation 6.1, by Susan Morton-Leonard and Lynn Browne, regarding train whistle cessation in Aurora, be referred back to staff to report back to Council. They key objective of this report is to provide Council with an update on the Train Whistle Cessation Program as requested at the meeting. Existing Level Crossing Locations: There are four level crossings located within Town of Aurora’s urban area (Engelhard Drive, Wellington Street East, Centre Street and St. John’s Sideroad) and they are illustrated in Attachment 1. Metrolinx is proposing to grade separate Wellington Street East and the estimated construction completion date is 2025. Therefore, the budget estimation for to the Aurora Train Whistle Cessation Program excludes the level crossing at Wellington Street East. As detailed in Staff Report No. PDS20-055, trespassing on the railway tracks in the vicinity of Cousins Drive was identified as ongoing issue. In recent years, Metrolinx has erected a chain-link fence along its property boundaries from the Aurora GO Station to Engelhard Drive to prevent unregulated crossings of the railway corridor due to safety concerns. A letter dated May 13, 2020, addressed to the CEO of Metrolinx, was sent from the Mayor’s office in regards to pedestrian crossing options at Cousins Drive. Subsequently, a reply letter dated June 10, 2020 was received from Metrolinx with the following recommendations: “While our teams are available to continue earlier discussions about safety measures that would need to be in place to explore alternative access, we are not prepared to discuss the reopening of the level crossing. Instead, we would be open to exploring an infrastructure solution that is not at-grade (e.g., a grade separated overpass or underpass).” A copy of the reply letter is provided in Attachment 2. Page 62 of 74 May 3, 2022 3 of 11 Report No. PDS22-066 Summary of Previous Decisions: As directed by Council, Town staff has been providing assessments and recommendations on the Train Whistle Cessation Program since 2004. The most recent decisions from Council are outlined below:  In 2011, Council decided to cancel the project due to high implementation costs and the challenges with the terms of the legal agreement with Metrolinx;  In 2016, Council requested that staff pursue train anti-whistling on the four (4) active level crossings within the Town (as identified above);  As directed by Council, Capital Project no. 34532 – Train Whistle Cessation was included as part of the 2018 budget with a conditional approval;  A staff report was presented to Council on March 20, 2018 to satisfy Council’s conditional budget approval in the amount of $235,000 to proceed with the detailed design. Council subsequently requested for additional information regarding cost, safety and liability; and,  A staff report was presented to Council on September 17, 2019 with the requested information and staff recommends not to proceed with the Train Whistle Cessation Program. Analysis York Region and Association of Municipalities of Ontario (AMO) have provided an update on the program As confirmed by York Region and Association of Municipalities of Ontario (AMO), since 2019 no other municipalities (except for the City of Markham, City of Barrie, and Halton Region (motion passed by Council)) within the Greater Toronto and Hamilton Area (GTHA) have considered or implemented the Train Whistle Cessation Program. The general concerns, as outlined in the September 17, 2019 staff report, are repeated below:  Considerable construction cost to meet the Transport Canada safety requirements including the installation of the following elements at a minimum: maze barriers or pedestrian warning gates, flashing lights to assist the public who have hearing impairments, tactile walking plates to assist the public who are visually impaired, signage and audible markers; Page 63 of 74 May 3, 2022 4 of 11 Report No. PDS22-066  The municipality must undertake the mandatory Safety Assessment to be completed by Metrolinx’s Third Party Project consultant at the municipality’s expense;  The liability and risk will be shifted from the railway authority to the municipality in the event of an incident as a result of the program;  Many municipalities that have initiated the process have found the mandatory safety assessments and required upgrades to be costly;  The process can take up to five years from project initiation to completion; and,  The program is only intended to eliminate the whistles and not necessarily other sounds created by the train including the noise caused by the wheels at low speed and/or engine vibrations. As noted in Staff Report No. PDS19-077, the City of Markham has implemented the train anti-whistling program since November 2019. Staff has contacted the City for feedback but have not received any comments to date. A review of other municipalities that have initially considered but decided not to implement the program In addition to the City of Richmond Hill and Town of Newmarket, the Town of East Gwillimbury and Town of Caledon have also recently decided not to proceed with the implementation of the Train Whistle Cessation Program due to concerns related to public safety. Halton Region has recently passed a motion on May 19, 2021, to prohibit all train whistling at the Trafalgar Road (Regional Road 3) railway crossing between Lindsay Court and 20 Side Road, in the Town of Halton Hills. However, this initiative appears not being supported by the Town of Halton Hills. In a staff report prepared for the Town of Halton Hills Council on May 28, 2021, it is recommended that whistle cessation not be implemented at the railway crossings on roads under the jurisdiction of the Town of Halton Hills. Advisory Committee Review Not applicable. Page 64 of 74 May 3, 2022 5 of 11 Report No. PDS22-066 Legal Considerations Liability and Risk: The liability another municipality would face is not different from the Town’s liability. If a train accident occurred in either Aurora or any other municipality and liability was apportioned due to that municipality enacting a Train Whistle Cessation By -law, the municipality could be held liable for the incident. What is different is the cost of liability and the risk. A municipality’s insurance deductibles, premiums, reserves, budget, tax base and staffing in insurance and risk are all relevant factors that must be taken into consideration when assessing the cost of liability and risk. A municipality with a low deductible and no reserves for insurance, such as the Town, would have a greater risk to its insurance program and less financial resources to sustain any corresponding changes to the insurance program (further outlined below). This may then result in increases to the tax base. Another municipality may have the financial resources and an insurance program that is able to handle a loss and therefore, that municipality may be more willing to take on the risk. If the Town was to suffer a catastrophic loss and it was shown, in whole or in part, that the cause of the loss was as a direct result from a train not sounding its whistle because an anti-whistling by-law was in effect, the Town’s insurance program may be negatively impacted in the following ways: 1. The Town’s insurance premiums could increase dramatically. For example, a loss of $1 Million dollars could result in premium increases in the range of twenty-five to forty percent annually. 2. The Town could be forced to take on a substantial deductible increase which would have an impact on the claims budget and all other claims against the Town. 3. In addition to 1 and 2 above, the Town’s insurer could exclude future claims of this type. 4. If the loss was substantially catastrophic, the insurer could refuse to provide insurance to the Town. As the municipal insurance market is already limited, this could impact the Town’s ability to obtain insurance in the future. Legal Agreements: The following agreements must be entered and executed in regard to the Town’s crossings prior to implementing the project: Page 65 of 74 May 3, 2022 6 of 11 Report No. PDS22-066  Cost Sharing Agreement: required to be signed by Metrolinx, the Region and the Town;  At-Grade Crossing Modification Agreement: required to be signed by Metrolinx and the Town; and,  Metrolinx Indemnity Agreement: required to be signed by Metrolinx, the Region and the Town. The indemnity agreement in relation to the Town’s crossings, would include an indemnification clause whereby the Town would assume full liability for any potential claims from a third party (ex. personal injuries) and the railway company (ex. business interruption/economic losses) resulting from the elimination of the whistle in accordance with the anti-whistling by-law. The Region is willing to take on the risk of liability in relation to their crossings as per its Anti-Whistling Warrant Criteria. Financial Implications The previous construction cost estimates presented to Council in Staff Report No. PDS19-077 were indexed based upon an assumed conservative inflation rate of two and a half percent per year to present 2022-dollar values. In light of recent inflation rate trends with rates closer to six percent it is quite likely that these presented costs will be much higher depending upon the timing of the presented construction and design under Tables 1 and 2. The presented budgets under Table 1 and 2 exclude any costs for the design and installation of four pedestrian gates at Wellington Street East as this crossing will be addressed as part of the planned Mextrolinx improvements program with the future grade separation. In addition, according to York Region Policy No. 1146244 (Anti-Whistling Warrant Criteria), anti-train whistling could be considered if the following key actions are completed at the cost of the local municipality:  A safety audit is completed by a specialized safety consultant;  The safety audit is approved by Transport Canada; and,  An education program is developed for the affected area. Page 66 of 74 May 3, 2022 7 of 11 Report No. PDS22-066 Once anti-whistling is endorsed by Regional Council, the Region will be responsible for the cost of flashers and gates for the regional road crossing and the cost of pedestrian gates, if required. The total estimated costs for the Town to implement whistle cessation at all of its at- grade rail crossings is presented in Tables 1 and 2. Table 1 reflects the estimated cost solely for the St. John’s Sideroad level crossing and Table 2 includes the estimated costs for all of the at grade rail crossings within the Town. These costs are broken into Phase One: Detailed Design and Peer Review and Phase Two: Construction. The cost estimates presented in Tables 1 and 2 are based upon a conservative annual inflation rate of 2.5 percent. Realistically, the general annual inflation rate has been running at 6.5 percent or higher, with the cost of various construction materials experiencing inflationary pressures in excess of 25 percent. Therefore, it is anticipated that the presented estimated costs will be materially higher upon conclusion of the detailed design and finalization of costs. Table 1 – Budget for Construction and Design (St. John’s Sideroad Only) Phase Location Requirement Responsibility Estimated Cost Phase One: Detailed Design and Peer Review St. John’s Sideroad Detailed Design Town of Aurora $50,000 Peer Review Consultant $45,000 Phase One Sub-Total $95,000 Phase Two: Construction St. John’s Sideroad Sidewalk and Civil Improvements Town of Aurora $25,000 Four Pedestrian Gates York Region $1,000,000 Phase Two Sub-Total $1,025,000 Total Cost $1,120,000 Total Cost (Town Only) $120,000 Page 67 of 74 May 3, 2022 8 of 11 Report No. PDS22-066 Table 2 – Budget for Construction and Design (Town-Wide) Phase Location Requirement Responsibility Estimated Cost Phase One: Detailed Design and Peer Review Town-Wide Detailed Design Town of Aurora $150,000 Peer Review Consultant $125,000 Phase One Sub-Total $275,000 Phase Two: Construction Town-Wide Sidewalk and Civil Improvements Town of Aurora $25,000 Engelhard Drive Two Maze Barriers plus Two Pedestrian Gates $500,000 Centre Street Two Maze Barriers plus Two Pedestrian Gates $500,000 St. John’s Sideroad Four Pedestrian Gates York Region $1,000,000 Phase Two Sub-Total $2,025,000 Phase Two Sub-Total (Town Only) $1,025,000 Total Cost $2,300,000 Total Cost (Town Only) $1,300,000 The above estimated cost covers Phase One (detailed design and peer review) and Phase Two (construction). The total initial investment cost for this program is estimated to be:  St. John’s Sideroad level crossing only: $1,120,000, including $95,000 for detailed design and peer review; and,  Town-wide level crossings, including St. John’s Sideroad: $2,300,000 including $275,000 for detailed design and peer review. Based on recent discussion with the Region, if there are pedestrian facilities in the area of the crossing, pedestrian gates are required in accordance with Rail Safety Act. As a result, the cost estimates for the crossings at Engelhard Drive and Centre Street were updated to include two pedestrian gates. This estimated cost excludes all ongoing program operating costs such as those relating to required annual monitoring, public education, inspection and repair of the required infrastructure, plus any potential insurance premium increases. As noted previously, these costs are expected to be Page 68 of 74 May 3, 2022 9 of 11 Report No. PDS22-066 material and would result in a new tax levy pressure that would need to be managed by the Town. The requirements and cost estimates for Phase 2 (Engelhard Drive and Centre Street) identified in Table 2 are subject to changes depending on the assessment from the peer review and conditions from Transport Canada. With York Region Council’s endorsement of the Town’s whistle cessation program, it is assumed that York Region will pay for the construction costs for all applicable regional road crossings. Therefore, it is assumed that the Town will recover $1,000,000 of its St. John’s Sideroad crossing costs from York Region. A funding source for the Town’s share of all required crossing enhancement costs is not known and will need to be identified. Communications Considerations Communications will inform the public about plans for the train whistle cessation for GO train crossings via the Town website, enewsletters and social media. Any construction-related impacts would also be communicated to residents and affected businesses via mail and personal visits (where appropriate) as well as through the usual channels noted above. Climate Change Considerations The recommendations from this report does not impact greenhouse gas emissions or impact climate change adaptation. Link to Strategic Plan None. Alternative to the Recommendation 1. That Council provide direction. Conclusions It is recommended that a project with total capital budget authority of $95,000 be included in the 2023 capital budget for Council review and approval in support of the detailed design and peer review of a level crossing at St. John’s Sideroad. Also, it is Page 69 of 74 May 3, 2022 10 of 11 Report No. PDS22-066 recommended that a formal request be submitted to York Region to implement Train Whistle Cessation for the level crossing at St. John’s Sideroad on the Barrie GO Line. It is recommended that the Town does not proceed with a Train Whistle Cessation program on all roads under the Town’s jurisdiction. Should Council decide to implement a Train Whistle Cessation Program for roads under the Town’s jurisdiction, the Town will assume additional responsibility and will be required to execute legal agreements with the relevant parties including Metrolinx. Other municipalities have determined the added liability/risk factors and the related cost to be unjustifiable and therefore have decided not to proceed. As noted by Transport Canada, train whistling is an important way to keep drivers, cyclists and pedestrians safe. The Canadian Rail Operating Rules require all trains to whistle whenever they approach a public grade crossing. While staff have respect for and recognition of the quality-of-life issues that residents face when living in close proximity to a railway, public safety is paramount and must be protected. Attachments Attachment 1: Level Crossing Location Map Attachment 2: Letter from Metrolinx Previous Reports General Committee Report No. IES17-024, Implementation of Train Whistle Cessation for GO Train Crossings, dated June 27, 2017; General Committee Report No. PDS18-026, Implementation of Train Whistle Cessation for GO Train Crossings Design and Peer Review Budget, dated March 20, 2018; Council Report No. PDS18-045, Additional Information for the Implementation of Train Whistle Cessation for GO Train Crossings Design and Peer Review Budget, dated March 27, 2018; Council Report No. PDS19-077, Additional Information Regarding the Feasibility of Implementing a Train Whistle Cessation Program for Aurora GO Train Crossings, dated September 17, 2019; and, Council Report No. PDS22-020, Train Whistle Cessation Program Update, dated April 19, 2022. Page 70 of 74 May 3, 2022 11 of 11 Report No. PDS22-066 Pre-submission Review Agenda Management Team review on April 26, 2022 Approvals Approved by Marco Ramunno, MCIP, RPP, Director, Planning and Development Services Approved by Doug Nadorozny, Chief Administrative Officer Page 71 of 74 Page 72 of 74 97 Front Street West Toronto, ON M5J 1E6 416.874.5900 metrolinx.com June 10, 2020 Office of the President & Chief Executive Officer Phil Verster Phil.Verster@metrolinx.com (416) 202-5908 His Worship Tom Mrakas Office of the Mayor 100 John West Way, Box 1000 Aurora, ON L4G 6J1 Dear Mayor Mrakas, RE: Cousins Drive Crossing Thank you for your letter dated May 13, 2020 regarding a new crossing at Cousins Drive, which is approximately mile 29.48 on the Newmarket Subdivision. I appreciate the opportunity to respond. As I shared at our meeting at the beginning of this year, we remain committed to collaborating with the Town of Aurora to deliver exceptional transit in the region. As you noted, safety is critical to everything we do. Nothing we plan or do can compromise safety. Our tracks and infrastructure are inspected twice-weekly per Transport Canada regulations for any signs of degradation or trespassing. From our regular inspections, observations and safety reporting, we have not noted any trespass incidents since September 2019 and no near-miss incidents with trains and pedestrians. To stop previous misuse, we installed expanded metal mesh over the chain link fencing from Aurora GO Station all the way down Cousins Drive. The reinforced fence remains in good condition. It has not been breached (see photo). Reinforced Chain Link Fence down Cousins Drive as of June 3, 2020 $WWDFKPHQW2 Page 73 of 74 2 In addition to the regulatory requirements, we take a risk-based approach to public and passenger safety. We regularly deploy members of our Transit Safety team to monitor this location for trespassing and/or vandalism. They will continue to coordinate with your local law enforcement as needed. However, it is imperative to note that the solution to this challenge is not more fences or more patrols; it lies in a discussion about alternative access possibilities for pedestrians. While our teams are available to continue earlier discussions about safety measures that would need to be in place to explore alternative access, we are not prepared to discuss the reopening of the level crossing. Instead, we would be open to exploring an infrastructure solution that is not at-grade (e.g., a grade-separated overpass or underpass). As we increase service levels along the corridor as a part of our GO Expansion program, we are increasing safety by enhancing the level of warning protection at current grade crossings and exploring options for grade-separated crossings. We are also closing many level crossings where it is pragmatic to do so. To discuss the risk assessment process at the site and to explore the potential for a new grade-separated pedestrian crossing, please contact Rajesh Khetarpal, Director, Stakeholder Relations at Rajesh.Khetarpal@metrolinx.com or 416-202-3806. Again, I look forward to furthering our collaborative efforts. Sincerely, Phil Verster President & CEO cc. Honourable Christine Elliott, MPP (Newmarket-Aurora), Deputy Premier and Minister of Health and Long-Term Care Michael Parsa, MPP (Aurora-Oak Ridges-Richmond Hill) Page 74 of 74