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AGENDA - Council - 20040127tat TOWN OF AURORA COUNCIL AGENDA N0.64.08 'DEEOIIII, lAl1OM1121, YOM COUNCIL CIINBERS URORIITOWN Yll PUBLIC RELEASE 23/01 /04 TOWN OF AURORA COUNCIL MEETING AGENDA NO. 04-03 Tuesday, January 27, 2004 7:00 P.M. OPEN FORUM — COUNCIL MEETING TO FOLLOW I DECLARATIONS OF PECUNIARY INTEREST II APPROVAL OFAGENDA RECOMMENDED: THAT the content of the Agenda as circulated by the Corporate Services Department be approved as presented. Ill ADOPTION OF MINUTES Council Meeting No. 04-02, Tuesday, January 13, 2004. RECOMMENDED: THAT the Council Minutes of Meeting Number 04-02 be adopted as printed and circulated. IV PRESENTATIONS None V DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION VI ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Council Meeting No. 04-03 Page 2 of 4 Tuesday, January 27, 2004 V11 DELEGATIONS None Vlll CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION IX REGIONAL REPORT X OTHER BUSINESS, COUNCILLORS Xl READING OF BY-LAWS RECOMMENDED: THAT the following listed by-laws be given 1st, 2nd and 3rd. readings, and enacted: 4500-04.0 BEING A BY-LAW to appoint members to the Committee of Adjustment. 4501-04.0 BEING A BY-LAW to appoint members to the Aurora Public Library Board. 4502-04.0 BEING A BY-LAW to appoint members to the Property Standards Committee. 4503-04.0 BEING A BY-LAW to Confirm Actions by Council Resulting From This Meeting - Tuesday, January 27, 2004. Xll ADJOURNMENT (pg. 46) (pg. 47) 1� (pg. 49) Council Meeting No. 04-03 Page 3 of 4 Tuesday, January 27, 2004 AGENDA ITEMS 1. PW04-001 - Update on the York Region Transit Quick Start Program (pg. 1) RECOMMENDED: THAT Report No. PW04-001 regarding an Update on the York Region Transit Quick Start Program be received as information; THAT staff be authorized to take such actions as necessary to facilitate the implementation of the Transit Quick Start Program in Aurora, as generally described in Report No. PW04-001; and That staff be directed to report back to Council should there be any financial implications to the Town related to the implementation of the Transit Quick Start Program. 2. PW04-005 - Banff Drive, Bigwin Drive and St. Andrew's Court (pg. 18) - Early Approval of Capital Reconstruction Project RECOMMENDED: THAT Council approve the reconstruction of Banff Drive, Bigwin Drive and St. Andrew's Court in advance of approval of the remainder of the 2004 Capital Budget; and THAT staff be directed to report to Council with the results of the tendering process. 3. TR04-004 - Proposed 2004 Water, Sanitary and Storm Sewer Rates (pg. 25) RECOMMENDED: THAT Council approve in principal the 2004 Retail Water rate of $0.7883 per cubic meter and the Retail Sanitary Sewer rate of $0.5423 per cubic meter for all bills issued on and after April 1, 2004. THAT Council maintain the Flat Rate Storm Sewer charge of $43.00 per annum for metered Residential properties and $276.00 per annum for metered Commercial/Industrial and Multi -Residential properties for 2004. Page 4 of 4 Council Meeting No. 04-03 Tuesday, January 27, 2004 THAT the necessary by-law to implement the foregoing be introduced at the Council meeting scheduled for Tuesday, February 24, 2004 and circulated in accordance with Section 12 of Ontario Regulation 244/02 — Fees and Charges. 4. Special General Committee Meeting Report No. 04-01 (pg. 32) Saturday, January 17, 2004 RECOMMENDED: THAT the Report of the Special General Committee Meeting No. 04-01 be received and the recommendations carried by the Committee be adopted. 5. General Committee Meeting Report No. 04-02 (pg. 38) Tuesday, January 20, 2004 RECOMMENDED: THAT the Report of the General Committee Meeting No. 04-02 be received and the recommendations carried by the Committee be adopted. 6. Committee Appointments RECOMMENDED: Committee of Adiustment THAT the following applicants be appointed to the Committee of Adjustment: Rebecca Beaton, Matti Lilles, Frank McGrath, Verna Ross, and Michael Seaman; and Aurora Library Board THAT the Terms of Reference on the composition of the Aurora Library Board be amended to reflect the appointment of six citizen members and three members of Council and that the following applicants be appointed to the Aurora Library Board: Elizabeth Bishenden, Tom Connor, Geoffrey Dawe, Douglas Hubley, Jane Taylor and Kerry Lynn Thomason. TOWN OF AURORA COUNCIL REPORT AGENDA ITEM # / No. PW04-001 SUBJECT: Update on the York Region Transit Quick Start Program FROM: W. H. Jackson, Director of Public Works DATE: January 27, 2004 RECOMMENDATIONS THAT Report No. PW04-001 regarding an Update on the York Region Transit Quick Start Program be received as information; THAT staff be authorized to take such actions as necessary to facilitate the implementation of the Transit Quick Start Program in Aurora, as generally described in Report No. PW04-001; and That staff be directed to report back to Council should there be any financial implications to the Town related to the implementation of the Transit Quick Start Program. BACKGROUND Council at its September 23, 2003 meeting considered Report PW03-045 (York Region Transit Quick Start Program), copy attached, which provided an outline of the Quick Start Transit Program and its' potential impacts on the Town. Work has proceeded since that time and it is now appropriate to provide Council an update and to seek Council's authorization for Town staff to work with Regional staff to facilitate the implementation of the Program as it relates to Aurora. COMMENTS Staff have met with representatives of the Region and its consulting team to discuss the actual work required along the Town's portion of Yonge Street for the implementation of the Transit Quick Start bus service. This work will involve construction of bus stops at various intersections and likely modifications or upgrades to all of the Town's traffic signals along Yonge Street. 1.0 Bus Stops There will be four bus stops along the Town's section of Yonge Street and one on the Region's portion of the street, as discussed below: 000001 January 27, 2004 - 2 - Report No. PW04-001 1.1 Bloomington Sideroad These bus stops will be on the section of Yonge Street owned by the Region and will both be south of Bloomington Sideroad in Richmond Hill. The works planned here include the construction of lay-by lanes in the southbound direction together with the installation of full bus shelters on both sides of Yonge Street. 1.2 Henderson Drive/Allaura Boulevard Work at this intersection (see Drawing #1) will include the construction of lay-by lanes and bus stops on the south side of Henderson Drive in the southbound direction and on the north side of the intersection in the northbound direction. Both of these stops would require some localized widenings of Yonge Street. A bus shelter will be placed at the stop on the west side of Yonge Street. On the east side of the street some form of a mini or partial shelter will be used due to property constraints. The Region is working towards developing a series of various sizes and types of standard shelters and/or ticket selling machines that will be used depending on space availability, anticipated passengers using a particular stop, and other constraints that may exist at a particular bus stop. Town staff have expressed concern with the ability of our sidewalk ploughs to pass the shelters and in response, the Region modified its design criteria to ensure there will be a minimum 2.4m of clear space between the curb and whatever type of shelter is constructed. Drawing #5 shows some concepts of how the various types of shelters may look. As the Town is currently scheduled to resurface this section of Yonge Street in 2004, staff has been discussing the inclusion of the Region's works into the Town's project. This work would be done at the Region's cost. 1.3 Golf Links Drive/Dunning Avenue At this intersection (see Drawing #2) no road widenings are planned due to property constraints. The Region would install mini shelters on the existing sidewalk on the south side of the intersection in the southbound direction and on the north side of the intersection in the northbound direction. 1.4 Wellington Street No road widenings would occur at this intersection due to property constraints (See Drawing #3). Both stops would be on the north side of the intersection. No shelters would be constructed due to property constraints but it is anticipated that ticket -selling machines will be installed. The Region will be talking to property owners at this location to determine if they can install the ticket selling machines on the walls of existing buildings. 000002 January 27, 2004 - 3 - Report No. PW04-001 1.5 Orchard Heights Boulevard/Batson Drive At this intersection (see Drawing #4) both bus stops would be on the north side of the intersection. On the west side a mini bus shelter would be constructed on the existing sidewalk. On the east side the Region is planning to widen the road to allow for construction of a lay-by lane, however they are encountering problems in that this may require construction of a retaining wall so as to not fill in the floodplain that extends very close to the road. If they can't resolve these problems, the lay-by lane will not be constructed at this location. A full bus shelter will be installed whether or not the lay-by is constructed. 2.0 Transit Signal Priority Equipment As a transit vehicle approaches a signalized intersection, it will automatically communicate with the signal controller. If the transit vehicle is on or ahead of schedule, nothing will happen. However, if the vehicle is behind schedule, the Transit Signal Priority (TSP) equipment will ensure that the traffic light is green when the transit vehicle passes through the intersection. TSP equipment is to be installed at all signalized intersections on Yonge Street throughout Aurora. The equipment includes a detector to be installed on an existing pole 150m — 300m upstream of the intersection and a master controller installed in the traffic signal controller cabinet. The installation of this equipment will likely require modifications and/or upgrades to some or all of our traffic signal controllers to allow the TSP equipment to function. Staff is working with the Region's Transit Quick Start project team to determine what changes may be required. At this time, staff have only identified that the controller at the Yonge Street/ Henderson Drive/Allaura Boulevard intersection will need to be replaced. Region staff has acknowledged that any of this work would be done solely at the cost of the Region. elwrelni Council might decide that it does not wish to have some or all of the Transit Quick Start elements constructed at Town -owned intersections along Yonge Street. CONCLUSIONS The Region of York Transit Quick Start Program is intended to be the first step in the implementation of the Region's Rapid Transit Plan. This program includes works necessary to create better bus rapid transit along certain key corridors throughout the Region, including Yonge Street through Aurora. Staff have been working with the Region's project team to determine the details of the works required at various Town intersections and have no concerns with the proposed 000003 January 27, 2004 - 4 - Report No. PW04-001 works at this time. Coordination between the Town's resurfacing project and the Region's bus bay construction is required at the Yonge Street and Henderson Drive intersection and this is being finalized. Modifications or upgrades to some of our traffic signal controllers may be required. The details of this part of the works have not all been settled but any works would be done at the Region's cost. It is noted that the Town would benefit if the Region has to install new signal controllers at any of our intersections. Some road widening and sidewalk reconstruction work will be required at various intersections. The construction of the shelters will not have any effect on the Town's ability to maintain our sidewalks in the winter as a minimum 2.4m clear space will be maintained between the curb and whatever type of shelter is installed. FINANCIAL IMPLICATIONS The Region has indicated that any costs incurred in Aurora for the implementation of the Transit Quick Start Program will be borne by the Region. During finalization of the design and during the implementation of the Program, should the Region indicate that there are some costs that they feel the Town should bear, staff will report to Council for direction. The Town will incur some minor extra costs in future to maintain the lay-bys LINK TO STRATEGIC PLAN Goal "C" speaks to contributing the well -planned moderate growth of the Town. The Strategic Plan includes the action to "address matters affecting public safety, property and the environment and will formulate specific measures to deal with them". ATTACHMENTS • Report PW03-045 (York Region Transit Quick Start Program) • Drawing #1: Henderson Drive/Allaura Boulevard intersection • Drawing #2: Golf Links Drive/Dunning Avenue intersection • Drawing #3: Wellington Street intersection • Drawing #4: Orchard Heights Boulevard/Batson Drive intersection • Drawing #5: Concepts Plans for Various Types of Bus Shelters PRE -SUBMISSION REVIEW Management Team Meeting of January 21, 2004 Prepare�d/by: David Atkins, Manager of Engineering Services, Ext 4382 W. H. Ja cio Director of Public Works 000004 yTOWN OF AURORA COUNCIL REPORT No. PW03-045 SUBJECT: York Region Transit Quick Start Program r--TOWN OF AURORA CLERK'S DEPARTMENT FROM: W. H. Jackson, Director of Public Works Staff Report Disposition (� Adopted ( ) Deferrec' DATE: September 23, 2003 ( ) Amended ( ) Referred ale � e' Meeting/Page .ab o RECOMMENDATIONS THAT Report No. PW03-043 regarding the York Region Transit Quick Start Program be received as information. BACKGROUND Over the past few years, the Region has adopted a number of studies and programs that deal directly or indirectly with public transit throughout the Region and to areas outside the Region. These include: 1. York Region Official Plan: Identifies four Regional Centres (Newmarket, Markham, Richmond Hill, and Vaughn) linked by two Regional Corridors (Yonge Street and Highway 7) Vision 2026: The Region's Strategic Plan contains several goals related to an expanded public transit system. 3. Transportation Master Plan: Includes both short and long-term programs for public transit. This Plan discusses a public transit network with four main corridors to serve different markets. One of the corridors is along Yonge Street. 4. York Region Transit Plan (YRTP): The YTRP builds on the transit programs outlined in the Transportation Master Plan and details how the programs are to be implemented. In general, the YTRP sets out a "Quick Start Program" which can be implemented immediately, followed by the full construction of the planned transit systems over a 30-year period. The purpose of this report is to provide information on the Quick Start Program as it relates to the Town of Aurora. 000005 September 23, 2003 - 2 - Report No. PW03-045 COMMENTS The purpose of the Quick Start Project (QSP) is to provide enhanced bus rapid transit services on major routes. QSP is intended to introduce those rapid transit services that do not require completion of any of the environmental assessments that are currently underway and can therefore be implemented immediately. Attached as Appendix A is a section of a draft report for the Region that details the QSP. As can be seen from the attachment, one of the corridors to be served by the QSP is Yonge Street through Aurora. Bus stops are planned at Bloomington Sideroad, Henderson Drive/Allaura Boulevard, Golf Links Drive/Dunning Avenue, Wellington Street, and Orchard Heights Boulevard/Batson Drive. The QSP envisages the use of dedicated buses, transit signal priority, off -board fare collection, dedicated platforms for getting on and off buses, and queue jumper lanes at certain intersections. Altogether, the QSP is expected to reduce travel times along key corridors by 25% to 40%. Work under this program is expected to occur in 2004/2005. To date, staff have had two requests for information from Regional staff and consultants working on various elements of the QSP. Based on these, it appears that the project will entail the following work being done along Yonge Street in Aurora: Transit Signal Priority (TSP) Equipment As a transit vehicle approaches a signalized intersection, it will automatically communicate with the signal controller. If the transit vehicle is on or ahead of schedule, nothing will happen. However, if the vehicle is behind schedule, the TSP equipment will ensure that the traffic light is green when the transit vehicle passes through the intersection. TSP equipment is to be installed at all signalized intersections on Yonge Street throughout Aurora. The equipment includes a detector to be installed on an existing pole 150m — 300m upstream of the intersection and a master controller installed in the traffic signal controller cabinet. Staff have no concerns with the upstream detectors, but have advised the Region that the contemplated changes to our traffic signal controllers may or may not be possible due to the age of our equipment. Any upgrades necessary would have to be the responsibility of the Region. September 23, 2003 - 3 - Report No. PW03-045 Queue Jumper Lane A queue jumper lane is a right turn lane at an intersection that is long enough that it can be used by a transit vehicle to bypass a queue of vehicles stopped at the intersection and reach the intersection as quickly as possible. In Aurora, the only intersection where the Region contemplates doing this is the southbound lane at Henderson Drive, The Region's consultant is now investigating the feasibility of this proposal. Town staff have advised the Region that any work at this location would have to be coordinated with the reconstruction of Henderson Drive and the planned (2004) resurfacing of this portion of Yonge Street. Transit Stops The Program includes the construction of special bus stops that will allow for rapid boarding and unboarding. The planned bus stops were noted above, but no detailed information has been provided to date on the layout and configuration of stops at these locations. Staff have advised the Region that there are property constraints at most of these locations. Once detailed plans are available we will be in a better position to evaluate the impact of the proposed work. OPTIONS Town action is not necessary at this time. It is noted that the section of Yonge Street from the railway overpass north of Industrial Parkway South to just north of Orchard Heights Boulevard is under the purview of the Town. Accordingly, Town approval is required for any of the work anticipated under the QSP and Council, if it wishes, may decide not to agree to certain or all of the QSP elements. CONCLUSIONS The Region of York Quick Start Program is intended to be the first step in the implementation of the Region's Rapid Transit Plan. This program includes works necessary to create better bus rapid- transit along certain key corridors throughout the Region, including Yonge Street through Aurora. Staff will report further to Council on this matter, as necessary, as more details become available regarding works on Town property that are to be done as part of this Program. FINANCIAL IMPLICATIONS None. Any costs incurred in Aurora for the implementation of the Quick Start Program would be borne by the Region. September 23, 2003 - 4 - Report No. PW03-045 LINK TO STRATEGIC PLAN Goal "C" speaks to contributing the well -planned moderate growth of the Town. The Strategic Plan includes the action to "address matters affecting public safety, property and the environment and will formulate specific measures to deal with them". ATTACHMENTS • Appendix A — Section 2.7 from Executive Summary of draft YRTP Program "Network Configuration Technical Report' PRE -SUBMISSION REVIEW Management Team Meeting of September 10, 2003 Prepared by: David Atkins, Manager of Engineering Services, Ext. 382 mow. L ,I, W. H. Ja Director of Public Works Appendix A 2.7 QUICK START PROJECT YRTP Program Network Configuration Technical Report Quick Start, the first phase of the full rapid transit network in York Region, has been fully funded by York Region, the Province of Ontario and the Government of Canada. Its primary objective is to begin to develop the rapid transit market. As such, Quick Start will provide bus rapid transit (BRT) on major routes to provide high quality service. Operations will be coordinated with York Region Transit (YRT), GO Transit, TTC and other transit providers in neighbouring regions. Quick Start services will introduce those rapid transit elements that do not require completion of the environmental assessments currently underway. Environmental Assessments are required and are now underway for those elements of the broader, full -system BRT construction that include property acquisition for additional right-of-ways, park -and -ride facilities, and environmental analysis is needed to assess potential adverse environmental impacts to the natural and built environment. The combination of queue jumpers, transit signal priority, off -board fare collection, bus rapid transit vehicles and platforms that speed boarding and alighting is expected to reduce travel times along key corridors by 25% to 40%, shift over 7,000 commuter trips per day from cars to public transit, and increase overall transit ridership by 30% by 2006. DRAFT Doc. Control #: 0-03-000624 YRTP 14 000009 9/2/2003 YRTP Program s Network Configuration Technical Report As shown in Figure 2.1, six distinct Quick Start routes will operate along the four rapid transit corridors: Newmarket to Finch, Richmond Hill to Finch, Highway 7, Vaughan North -South Link, Markham North - South Link, and Markham Centre to Finch. 18-hour daily service will feature peak period headways of 5 to 10 minutes (depending on the corridor) and off-peak headways of 15-30 minutes. Stations with a distinctive, modular design will be spaced from 1 to 2 kilometres apart along the corridors. Quick Start stations will incorporate a bus bay, shelter, boarding area and real-time passenger information displays. Some of the stations will operate as transfer points to other rapid transit routes and other modes of public transit. Figure 2.1 Quick Start Service Routes Quick Start vehicles will provide ample seating, extra -wide doors, level or low-level boarding from station platforms, reduced exhaust emissions and noise, and a distinct quality image. Both 12-metre and 18- metre articulated vehicles will be acquired to operate along the Quick Start routes. DRAIFT Doc. Control #: 0-03-000624 YRTP 15 000010 912/2003 YRTP Program Network Configuration Technical Report Intelligent transportation systems (traffic control systems for transit priority, transit and traffic management functions, interagency coordination and real-time service information) will improve rapid transit vehicle speed while facilitating centralized management and control of service operations. Completion of the environmental assessments for each of the rapid transit corridors will confirm the final alignments for the dedicated transitways and permanent station locations that will be constructed along the four corridors as part of the full -build phase of YRTP. Preliminary engineering and supporting activities for Quick Start commenced in April 2003. Progress remains on track to complete the cost confidence process to facilitiate the award of the Design/Build Contract— including detail design, construction, vehicle and equipment supply and commissioning of the system —in the fall 2003. Because Quick Start planning is already well underway, its services are being used as the baseline for the network configuration analysis. A key aspect is the implementation of a model, which will allow regular and frequent measurement of services. The monitoring system is being designed to fulfill Provincial requirements and be consistent with overall reporting for YRT (which focuses on relevant transit indicators in common use by most transit operators). As shown in Table 2.1, the measurement tools used to monitor operating services can be further expanded to include additional Transportation, Smart Growth and Environment indicators. DRAFT Doc. Control #: 0-03-000624 YRTP 16 00001�j 1 9/2/2003 ;:.`, fyp Table 2.1 Planned Quick Start Performance Measures YRTP Program Network uor.0guration Technical Report a Cate9orY, rrf,k WIN ^rr 4easures im,sv`tt� 54 tiviida 11.. Transportation inP. Ev. rv4. rv.--_ii{Y. , System -wide transit ridership (rapid transit services alone and in combination with other GTA transit operations) . Travel times between key origin -destination pairs Service reliability • Revenue to cost ratio • Cost per revenue hour of service • Cost per passenger • Passengers per vehicle hour • Revenue vehicle hours per capita Smart Growth Percentage of residentsiemployees within walking/bicycling distances of rapid transit stations • Property values in proximity to stations Official Plan objectives for population and employment targets compared to actuals Environment Vehicle kilometres of auto travel in the transit corridors Total vehicle emissions in the corridors (Official Plan Targets, Kyoto targets) The collection and analysis of Quick Start performance measurement data will provide an invaluable source of information for the full build of the rapid transit system and the ultimate network configuration. 17 DRAFT Doc. Control #: 0-03-000624 YRTP 000012 9/212003 1 00.00 REVISIONS DRAWING NO. 1 a0.00 Mn ' REVIEWER: 0 0013 SCALEar slcNEo ZB—Y—HEN—C-0100-01.dwg 10 .�I DRAWING NO. 2 1 zo.0D G Z �m ., , ., , o� (DRAWING NO.3 0,00 1 g, YONGE S 00 015 DATE: DESIGN: A.DELCNEV REVIEWER: DRAWN: N.G. CHECKED: P.SETH REVISIONS BY SIGNED ZB—Y—WEL—C-0100-0 t.dwg DRAWING NO. 4 � I T01 000016 DATE' DESIGN: A.DELCHEV REVIEWER: DRAWN: NO. SCALE 10 2C CHECKED: P.SUH REMSIONS BY SIGNED ZB—Y—ORC—C-01 00—Ol.dwg AGENDA ITEM # 02 TOWN OF AURORA COUNCIL REPORT No. PW04-005 SUBJECT: Banff Drive, Bigwin Drive and St. Andrew's Court - Early Approval of Capital Reconstruction Project FROM: W. H. Jackson, Director of Public Works DATE: January 27, 2004 RECOMMENDATIONS THAT Council approve the reconstruction of Banff Drive, Bigwin Drive and St. Andrew's Court in advance of approval of the remainder of the 2004 Capital Budget; and THAT staff be directed to report to Council with the results of the tendering process. BACKGROUND The 2004 Capital Budget is scheduled for final approval in early March 2004. One of the projects in the budget is the reconstruction of Banff Drive, Bigwin Drive, and St Andrew's Court (see Appendix "A"), The Banff Drive, Bigwin Drive and St. Andrew's Court reconstruction project includes the reconstruction/replacement of the watermain, road, curb and gutter, sidewalk, catchbasins, and the replacement of the streetlights on St. Andrew's Court. Banff Drive, Bigwin Drive and St. Andrew's Court are currently constructed to an urban cross-section, with sidewalk, curb and gutter and storm sewer works. The reconstructed layouts of these three streets will be fundamentally the same as the existing layouts, including the sidewalk, curb and pavement widths and locations. COMMENTS Staff has been working to complete the design for this project based on Council's approval in 2002 of the I0-Year Capital Road Reconstruction Program". The three streets have been designed and will be tendered as a single project in order to achieve economies of scale. At this time, the tender documents and drawings for this project are scheduled to be ready for tender in early February 2004. By tendering this project as early as possible, staff anticipate that more bids and better prices will be achieved than if the tender is issued later. This also allows the Department to spread our road reconstruction work over the year. =I January 27, 2004 - 2 - Report No. PW04-005 As per normal procedures, the plans were presented at a Public Meeting for comment, which was held on October 7, 2003 (see Appendix "B"). The comments received from residents were, in general, positive. Resident's concerns and comments during the public meeting were summarized in the attached memo (see Appendix "C"). OPTIONS Council may decide not to approve the funding of this project at this time. In that case, tendering of the project will not occur until after the 2004 Capital Budget has been approved. CONCLUSIONS Approval of this project in advance of the remainder of the 2004 Capital Budget is proposed in order to allow for the early tendering of the project. It has been demonstrated in the past that the early tendering of projects results in an increased chance of receiving a larger number of bids for the project and also of receiving better prices. If Council wishes to not "pre -approve" this project, tendering will occur after the budget is approved. The design layouts of these three streets are fundamentally the same as the existing layouts, including the sidewalk, curb and pavement widths and locations. The residents who attended the public meeting were generally pleased with the design as presented. FINANCIAL IMPLICATIONS Funds have been included in the draft 2004 Capital Budget for this project, as shown on the attached Capital Budget Sheet (Appendix "D"). Council has previously approved the by-law to set the interim tax rates for 2004 at 50% of the total 2003 taxes to allow for the collection of tax revenues in advance of the approval of the final tax rates for 2004. For Council's information, the reconstruction of Banff Drive, Bigwin Drive and St. Andrews Court is almost 47% of the road reconstruction portion of the 2004 Public Works Draft Capital Budget. LINK TO STRATEGIC PLAN Goal "A" speaks to maintaining a well -managed and fiscally responsible municipality, including a reduction of operating costs by setting priorities and focusing on core services. ATTACHMENTS • Appendix "A" - Plan showing location of project • Appendix "B" — Letter dated September 22, 2003 advising Residents of the "Public Information Meeting" for Reconstruction of Banff Drive, Bigwin Drive and St. Andrew's Court - October 7, 2003 at Town Hall 000019 January 27, 2004 - 3 - Report No. PW04-005 • Appendix "C"— Memo dated October 22, 2003 with comments on the October 7 Public Information Meeting for Reconstruction of Banff Drive, Bigwin Drive and St. Andrew's Court • Appendix "D" — Capital Budget Sheet for Banff Drive, Bigwin Drive and St. Andrew's Court reconstruction PRE -SUBMISSION REVIEW Management Team Meeting of January 21, 2004. Prepared By: Patrick Ngo - Engineering Assistant ext. 4375 W.H. Ja Director of Public Works 000020 ORCHARD HEIGHTS w a I 0 z ~ w Z > Q _I f-- v a' �Q QO Q C O o z SV NRq y o J q CE D�Ny Q I R WI N < o CRES AM J A VE. ? Q WELL N GTON STREET WEST o ROAD RECONSTRUCTION I PUBUC WORKS DEPARTMENT w w cr, 000021 100 John West Way Box 1000 Aurora, Ontario L4G 6J1 Tel: (905) 727-1375 Web: wwwtown.aurora.on.ca Appendix `B" Wayne H. Jackson, P.Eng Director of public Works (905)727-3123, Extension 371 File: T05'W-Banff September 22, 2003 Dear Resident of Banff Drive, Bigwin Drive and St. Andrew's Court: Re: Proposed Reconstruction of Various Streets in Aurora Please be advised that the Public Works Department will be holding an "Open House/Information Center" to present the preliminary engineering designs for the reconstruction Banff Drive, Bigwin Drive and St. Andrew's Court. The work consists primarily of roadway reconstruction including the installation of watermain, storm sewers, sidewalk and curbs. These reconstruction projects are currently scheduled to be done in 2004, pending Council approval of the 2004 Capital Budget, and would be completed in the fall of 2004. The "Open House" will be held on Tuesday, October 7, 2003 from 5:00 p.m. until 7:30 p.m. in the Holland Room on the first floor of the Aurora Town Hall, 100 John West Way. Town staff and the engineering consultant will be available for these hours. Please come and drop by to see the plans and ask any questions you may have. There are no formal presentations planned but the preliminary engineering plans will be presented. We welcome this opportunity to discuss the proposed works and hear your comments. Yours truly, Wayne H. Jackson, P.Eng. Director of Public Works cc: Mayor & Members of Council D. Atkins, Manager of Engineering Services S:\Public Works\T05 Capital Works - Road Design\Banff-Bigwin-St Andrews\Open House\Open House letter.doc 000022 Appendix "C" Memo To: Mayor and Members of Council From: Wayne Jackson, Director of Public Works CC: Larry Allison, Chief Administrative Officer Date: October 22, 2003 Re: Public Information Meeting on October 7, 2003 at Town Hall for Reconstruction of St. Andrew's Court, Banff Drive and Bigwin Drive An "Open House/Information Center" was held on Tuesday, October 7, 2003 in the Holland Room at Aurora Town Hall, to present the preliminary designs for the reconstruction of St. Andrew's Court, Banff Drive and Bigwin Drive. Twenty-three Town of Aurora residents attended the Open House meeting (7 residents from St. Andrew's Court, 6 and 10 residents from Banff Drive and Bigwin Drive respectively). The proposed layout of these three streets are fundamentally the same as the existing layouts, including the sidewalk, curb and pavement widths and locations. Town staff and the engineering consultant, including an arborist, explained and discussed the proposed preliminary design of these streets. The residents who attended the meeting were generally pleased with the design as presented. Some of the comments received at the Public Meeting will result in minor changes to the plans. It is anticipated that the detailed design work will be completed in the next few weeks. Wayne Jackson Director of Public Works 000023 SAPubiic Works\T05 Capital Works -Road Design\Banff-Bigwin-St Andrews\Open House\Open House Comments-pn.doc Appendix T" TOWN OF AURORA 2004 CAPITAL BUDGET ANALYSIS BY PROJECT DEPARTMENT: Public Works Department PROJECT: Reconstruction of Banff Drive, Bigwin Drive, and St. Andrew's Court PURPOSE: To provide funding for the reconstruction of the roadways, watermain, and sewer infrastructure, and the installation of new streetlights on St. Andrew's Court PERFORMANCE/ACTIVITY MEASURES INCREASE (DECREASE) • the reconstruction of this infrastructure should lessen maintenance activities • the installation of new streetlights on St. Andrew's Court should increase resident satisfaction EFFECT ON FUTURE OPERATING BUDGETS 2004 2005 2006 INCREASE (DECREASE) SALARIES $500 $500 $500 OTHER COSTS $500 $500 $500 TOTAL $1000 $1000 $1000 PROJECT COST/FINANCING TOTAL PROJECT COST $916,000 FINANCING: CURRENT LEVY $645,000 GRANTS RESERVE FUND - Water/Sewer $242,000 Storm $29,000 OTHER TOTAL FINANCING $916,000 EXPLANATIONS/HIGHLIGHTS: Costs for roadworks and underground infrastructure as per preliminary cost estimate by design consultant, and have been updated from the costs contained in the 10-Year Capital Plan These three streets are proposed to be tendered as part of one larger contract rather than three separate smaller contracts, in order to achieve economies of scale. 000024 19 6 'TOWN OF AURORA COUNCIL REPORT AGENDA ITEM # No. TR04-004 SUBJECT: Proposed 2004 Water, Sanitary and Storm Sewer Rates FROM: Paul Dillman, Acting Treasurer DATE: January 27, 2004 RECOMMENDATIONS THAT Council approve in principal the 2004 Retail Water rate of $0.7883 per cubic meter and the Retail Sanitary Sewer rate of $0.5423 per cubic meter for all bills issued on and after April 1, 2004. THAT Council maintain the Flat Rate Storm Sewer charge of $43.00 per annum for metered Residential properties and $276.00 per annum for metered Commercial/Industrial and Multi -Residential properties for 2004. THAT the necessary by-law to implement the foregoing be introduced at the Council meeting scheduled for Tuesday, February 24, 2004 and circulated in accordance with Section 12 of Ontario Regulation 244102 — Fees and Charges. BACKGROUND In November of 2001, staff reported on the findings of the C.N. Watson & Associates update to water, sanitary sewer and storm sewer rates and respective reserve fund balances. The timeliness of the rate review was most appropriate given the experiences of reported irregularities in long-term underground (water, sanitary sewer, etc.) maintenance and related funding for life cycle rehabilitation. The importance of the update was stressed to ensure that current water, sanitary and storm sewer rates were appropriate aftercommitting to rectifythe significant deficiency identified within the Town's sanitary sewer lateral connections. To the benefit of Aurora residents today and into the future, the vision of Council / Staff alike some 14 years ago that initiated a critical capital funding model for long-term underground service rehabilitation has proven to be a model for many municipalities in Ontario to follow. In fact, in some parts of Ontario (many rural communities) the pressure to increase municipal water and sanitary sewer rates is severe to the extent that rates are increasing by more than 100%. Furthermore, these increases are no longer discretionary with table legislation at the Provincial level (Bill 155 — Sustainable Water and Sewage Systems Act, 2001 and the 000025 January 27, 2004 - 2 - Report No. TR04-004 recently re -introduced Bill 175 - Sustainable Water and Sewage System Act, 2002). As was identified and later implemented (November 2001) from the 2001 detail review of water, sanitary and storm sewer rates and reserve fund balances, the provision to supplement the annual contribution to related reserve funds was necessary to ensure the long-term viability of the asset rehabilitation program. On that basis, 2002 rates were increased by 5.7% to achieve 75% of the required life cycle contribution level to support the existing underground infrastructure asset base. The commitment to increase rates for 2002 was made on a phased approach on the understanding that 2003 rates would increase to achieve the required life cycle contribution level in support the broader objective of adequately funding the water, sanitary and storm sewer asset base. Continuing on that basis, 2003 rates were increased by 6.9% to achieve 100% of the required live cycle contribution level to support the existing underground infrastructure asset base. COMMENTS Effective, April 1, 2002 Aurora Council approved implementation of a 5.7% increase in the combined retail water and sanitary sewer rates. Consistent with the capital asset funding principles reviewed in 1989 and 1997, the 2001 rate update included assessing the adequacy of current and future reserve fund balances in the context of the existing rate structure and anticipated demands to rehabilitate underground municipal infrastructure in the years ahead. As was discussed and recommended in the fall of 2001, it is necessary to fulfil phase two of the supplementary life cycle contribution requirements by increasing the annual provision to $1,246,000 as recommended in the C.N. Watson update report. Effective April 1, 2003 Aurora Council approve implementation of a 6.9% increase in the combined retail water and sanitary sewer rates. This increase incorporated the Region of York's combined rate increase of 3% for water. and wastewater services, while also incorporating the proposed implementation of phase two of the Town's annual life cycle contribution to achieve the target level of $1,245,000 per annum. Although the 2001 comprehensive review of the capital asset funding model for water and sanitary sewer services did not incorporate any aspect of increased costs for hydro or other energy (natural gas, fuel, etc.) it is proposed that the funding model supporting the water and sanitary sewer asset base be updated every 4 years to ensure sufficient funds (rate and reserve fund based) are available to support increases in general energy 000026 January 27, 2004 - 3 - Report No. TR04-004 costs, the underground infrastructure life cycle rehabilitation program and non -growth related costs included in the future capital works plan. ➢ Proposed Water and Sanitary Sewer Rates for 2004 Based on estimated operations and maintenance costs and projected wholesale water flows of 5.62 million cubic meters, the aggregate retail water and sanitary sewer rate is proposed to increase by $0.0250x or 2.0% per cubic meter of billed water consumption. The breakdown of the proposed (2004) total retail rate, by component, is as follows: Water Rate Components 2004 Proposed Rate 2004/2003 % change 2003 Rate Re ion of York Wholesale Rate $ 0.4560 5.0% $ 0.4343 Town — Infrastructure Net Lifec cle Contribution 0.1720 0.0% 0.1720 Operations and Maintenance 0.1603 10.9% 0.1446 TOTAL Retail Water Rate $0.78831 5.0%1 $ 0.7509 Sanitary Sewer Rate Components 2004 Proposed Rate 2004/2003 % change 2003 Rate Region of York Wholesale Rate $ 0.4180 5.0% $ 0.3981 Town — Infrastructure Net Lifec cle Contribution 0.0620 0.0% 0.0620 Operations and Maintenance 0.0623 53.1% 0.0407 TOTAL Retail Sanitary Sewer Rate $ 0.5423 8.3% $ 0.5008 It should be noted that with implementation in 2003 of phase two of the supplementing the annual life cycle contribution level has achieved the target and thus limiting future increases to pressure on wholesale water rates (Region) and general operation and maintenance costs (Town). 00002'7 January 27, 2064 - 4 - Report No. TR04-004 Impact of Proposed Rate Changes on Average Consumer Where a residential household is billed for 400 cubic meters per year the impact of the proposed combined retail water and sanitary sewer rate increase is as follows: Proposed Rate $1.3306 x 400 cubic meters = $ 532.24 Current Rate (2003) $1.2517 x 400 cubic meters = 500.68 Additional cost to average Town of Aurora residential consumer $ 31.56 or 6.3% ➢ Reserve for Storm Sewer Services As part of the commentary in the November 2001 relating to storm sewer services, it was identified that timing issues had provided an opportunity to build reserve fund level necessary to support anticipated future rehabilitation costs. As such, the Town's current flat rate for storm sewer services is adequate to maintain existing infrastructure while ensuring for sufficient reserve funds to sustain these assets in the coming years. The provision to re-evaluate the adequacy of storm sewer funding should be maintained in the same manner as that of the water and sanitary sewer programs. ➢ Section 12 — Ontario Regulation 244102 Fees and Charges Section 12 of Ontario Regulation 244/02 (Fees and Charges) provides that: The amount for the use of a waste management system, for the use of sewage system or the consumption of water shall not exceed the cost of providing the system Before passing a by-law imposing a fee or charge, the municipality shall o Hold at least one public meeting at which any person who attends has an opportunity to make representation with respect to the matters o Ensure that a minimum of 21 days notice of the public meeting is given, including giving 21 days notice to every person and organization that has, within five years given the clerk a written request for notice of the by-law o Ensure that notice • Sets out the intention of the municipality to pass the by-law and whether the by-law would impose any fee or charge which was not in effect on the day the notice is given or change any fees or charge which was in force on the day the notice is given and • Sets out information that will be made available at not costs to any 000028 January 27, 2004 - 5 - Report No. TR04-004 member of the public upon request The public information shall be ■ Description of the service or activity or other matter for which the fee or charge is imposed, ■ An estimate of the costs of providing the waste management system, the sewage system or the water system, in respect of which the fee or charge is being imposed ■ The amount of the fee or charge and ■ The rationale for imposing the fee or charge The fees proposed comply with Section ,12 as they have been calculated to recover only the costs of providing water and the treatment of wastewater to the residents of the Town of Aurora. Appropriate steps will be taken by staff to ensure that 21 days notice of the February 24t' Council meeting is given to allow for any person the opportunity to make representation with respect to the matter. OPTIONS Water and Sanitary Sewer Rate Review ➢ Status quo - maintain water and sanitary sewer rate structure @ 2003 levels Storm Sewer Rate Review ➢ Introduce a supplementary contribution to the Storm Sewer program to enhance funding levels for future infrastructure maintenance and rehabilitation. CONCLUSIONS The evaluation of Sewer and Water Reserves in the fall of 2001 provided the basis for establishing the adopted retail rate structure in 2002 and 2003. On the strength of wise decisions made since the late 1980's the future of the Town of Aurora's underground infrastructure programs look quite bright. The Town's proposed water, sanitary sewer and storm sewer rate structure for 2004 is as follows: ➢ Combined Water and Sanitary Sewer Charge to increase by 0.0789 cents to $1.3306 per 000029 January 27, 2004 - 6 - Report No. TR04-004 cubic meter ➢ Based on current municipal water, sanitary and storm sewer rates within the Region of York, Aurora's proposed (2004) rates rank fourth (2003 —fourth) lowest among the nine municipalities. In information purposes, current retail waterand sanitary sewer rates within the Region of York have been summarized within Appendix "A" of this report. ➢ The flat rate storm sewer charge is proposed to remain unchanged at 2002 levels for both customer classes (namely, residential and commercial/industrial). FINANCIAL IMPLICATIONS As noted throughout the report, but for the most part the direction adopted by Council in 2001 is consistent with that of the previous 14 years whereby establishing and maintaining a sustainable funding model for underground municipal infrastructure has been a key priority. LINK TO STRATEGIC PLAN Goal "A" - Maintaining a well managed and fiscally responsible municipality. ATTACHMENTS • Appendix "A" 2004 Rate Review Comparison (Retail Water & Sanitary Sewer Rates) — York Region Area Municipalities PRE -SUBMISSION REVIEW Management Team Meeting — Wednesday, January 21, 2004 Prepared by: Paul Dillman, Ext. 4112 Paul Dillman Acting Treasurer 00001330 § ( � eo 4 j � � � � y - - - - - - 69 - ©! f!— uj . §� - (� _|LC) co , to j \�Z j ! 0 - ■ En E2. U) f 7 ] )) t . 0 )° § § - 000031 2 AGENDA ITEM # TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING BUDGET MEETING REPORT NO. 04-01 Holland Room Aurora Town Hall Saturday, January 17, 2004 ATTENDANCE COMMITTEE MEMBERS Mayor Jones in the Chair; Councillors Buck, Gaertner, Hogg, Kean, Wallace and West. MEMBERS ABSENT Councillors Morris and Vrancic were absent due to a family commitment and vacation, respectively. OTHER ATTENDEES Chief Administrative Officer, Director of Corporate Services/Town Clerk, Director of Building, Director of Leisure Services, Director of Planning, Director of Public Works, Treasurer, Acting Solicitor and CEO of Aurora Public Library. Mayor Jones called the meeting to order at 9:00 a.m. H Ill DECLARATIONS OF PECUNIARY INTEREST Mayor Jones declared a pecuniary interest in the By -Law section of the Corporate Services budget and did not take part in or vote on any questions in this regard or attempt in any way to influence the voting on such questions. APPROVAL OF AGENDA Moved by Councillor West Seconded by Councillor Wallace THAT the content of the Agenda as circulated by the Corporate Services Department be approved as presented. CARRIED DELEGATIONS Ms Rebecca Beaton Ms Rebecca Beaton appeared before the Committee and raised a number of issues and concerns, specifically, construction of a new soccer field, repairs to the Town Hall and proposed installation of the splash pad at the Lambert Wilson Park. 000032 Special General Committee Budget Meeting Report No. 04-01 Page 2 Saturday, January 17, 2004 Mr. Milos Prikryl Mr. Milos Prikryl appeared before the Committee to _encourage Council to proceed with the construction of youth sport facilities, in particular multi -use sports facilities that can be used for both winter and summer sports. Mr. Prikryl indicated that any proposed buildings should be practical, attractive and multi- use facilities and that the Town should participate In public/private partnerships if possible. Mr. At Wilson Mr. Al Wilson expressed concerns about any additional tax increases and commented on the priorities that should be included in the budget process including the introduction of the practice of 0 base budgeting, maximizing strategies of private/public partnerships, and exploring outsourcing services Mr. Wilson also expressed concerns regarding certain capital items. Mr. John Gallo Mr. John Gallo, Bayvlew Wellington Association, appeared before the Committee to address issues regarding the Civic Square Parkette. Mr. Gallo inquired whether funding for the parkette is a service funded through development charges. Mr. Gallo urged the Committee to provide funding within the budget in order to build the park in the forthcoming year. IV CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 1. Central York Fire Services The Fire Chief provided new estimates that would increase the budgeted allocation for Central York Fire Services. Moved by Councillor Buck Seconded by Councillor West THAT the Central York Fire Services budget be received. CARRIED 2. Planning Department Councillor Hogg requested that staff investigate the development of a procedures policy regarding placement of co-op students within the Corporation and shared service agreements with other municipalities. Moved by Councillor West Seconded by Councillor Hogg THAT the Planning Department budget be received. CARRIED 3. Building Department Moved by Councillor Wallace Seconded by Councillor Kean THAT the Building Department budget be received. CARRIED 000033 Special General Committee Budget Meeting Report No. 04-01 Page 3 Saturday, January 17, 2004 4. Leisure Services Department The Committee requested that the allocation of $2,500 in revenue from the Chamber of Commerce account #5011 be reviewed. The Director of Leisure Services is to provide a copy of the pricing policy to all Councillors. Moved by Councillor Hogg Seconded by Councillor Wallace THAT the Leisure Services Department budget be received and that a separate budget discussion for Leisure Services be convened in the future. CARRIED 5. Public Works Department The Director provided an overview listing the areas of the. budget where fiscal pressures exist. Moved by Councillor Wallace Seconded by Councillor Hogg THAT the Public Works Department budget be received. CARRIED 6. Library Board Colleen Abbott, C.E.U., Douglas Hubley, Chair and John McLean, Vice Chair representing the existing Library Board presented the draft budget, which was developed by the outgoing Board and will be further revised by the new Board, when it is selected. Committee suggested that at the next presentation, the budget be divided to show current service levels and proposed changes. Moved by Councillor Buck Seconded by Councillor Wallace THAT the Library Board budget be received; and THAT the Treasurer examine the paying down of the debt related to Library Board's annual surplus funds, CARRIED Corporate Services Department feasibility of accelerating the the new building utilizing the Mayor Jones, having previously declared an interest in the By -Law section of the Corporate Services budget, did not take part in the vote called for in regard to the adoption of this item. Moved by Councillor West Seconded by Councillor Wallace THAT the By -Law Enforcement section of the Corporate Services Department budget be received. CARRIED 000034 Special General Committee Budget Meeting Report No. 04-01 Page 4 Saturday, January 17, 2004 Moved by Councillor Kean Seconded by Councillor Wallace THAT the Clerk's section of the Corporate Services Department budget be received. CARRIED 8. Human Resources Department Moved by Councillor Kean Seconded by Councillor Gaertner THAT the Human Resources Department budget be received. CARRIED 9. Marketing and Communications Committee proposed that sponsorship of other publications such as the Council Newsletter should be reviewed. Moved by Councillor Kean Seconded by Councillor Wallace THAT the Marketing and Communications budget be received. CARRIED 10. Animal Control Moved by Councillor Kean Seconded by Councillor Hogg THAT the Animal Control budget be received. CARRIED 11. Committee of Adjustment Moved by Councillor Hogg Seconded by Councillor Wallace THAT the Committee of Adjustment budget be received. CARRIED 12. Treasury Department Clarification was requested_ regarding the number of mobile telephones that are in use at the Town. Moved by Councillor Kean Seconded by Councillor Wallace THAT the Treasury Department budget be received. 000035 I Special General Committee Budget Meeting Report No. 04.01 Page 5 Saturday, January 17, 2004 13. Mayor and Council Committee requested budget details to be prepared for the Core Review Committee to support an increased allocation for the Farmers' Market. Committee further requested that staff consolidate Council training and expenses into one account. Moved by Councillor Kean Seconded by Councillor Wallace THAT the Mayor and Council budget be received. CARRIED 14. Administration Department Moved by Councillor Kean Seconded by Councillor Hogg THAT the Administration Department budget be received. CARRIED 15. Economic Development Department Moved by Councillor Kean Seconded by Councillor Gaertner THAT the Economic Development Department budget be received. CARRIED 16. Legal Department Moved by Councillor West Seconded by Councillor Kean THAT the Legal Department budget be received. CARRIED 17. General Item Moved by Councillor West Seconded by Councillor Wallace THAT staff review the budget in order to identify further savings and that the Treasurer prepare a summary of all adjustments. CARRIED V OTHER BUSINESS, COUNCILLORS Committee requested that a one page summary be provided, showing all expenditures and revenues for the 2004 budget year. Committee requested that a summary of all training expenditures be provided. Committee requested that, at the next Budget meeting, each department head provide a presentation summary of their budget. 000036 Special General Committee Budget Meeting Report No. 04.01 Page 6 Saturday, January 17, 2004 Committee suggested that, as part of the 2004 final budget approval, direction be given to staff to develop a revised process for the 2005 draft budget which would identify as part of the process a Core Services Review and its correlation to the Strategic Plan. . Vi ADJOURNMENT Moved by Councillor Kean THAT the meeting be adjourned at 3:10 p.m. CARRIED T. JONES, MAYOR B. PANIZZA, TOWN CLERK 0000311 g AGENDA ITEM # S TOWN OF AURORA GENERAL COMMITTEE MEETING REPORT NO. 04-02 Council Chambers Aurora Town Hall Tuesday, January 20, 2004 ATTENDANCE COMMITTEE MEMBERS Councillor Morris in the Chair; Mayor Jones, Councillors Buck, Gaertner, Kean, Wallace and West. MEMBERS ABSENT Councillors Hogg and Vrancic were absent due to vacation. OTHER ATTENDEES Chief Administrative Officer, Director of Corporate Services/Town Clerk, Director of Building, Director of Leisure Services, Director of Planning, Director of Public Works, Acting Town Solicitor, Acting Treasurer, Administrative Co-ordinator and Council/Committee Secretary. Councillor Morris called the meeting to order at 7:00 p.m. DECLARATIONS OF PECUNIARY INTEREST There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. Il APPROVAL OF AGENDA Moved by Mayor Jones Seconded by Councillor West THAT the content of the Agenda as circulated by the Corporate Services Department be approved as presented, with the following additional items: Withdrawal of Request for Delegation Mr. Richard Boyne, Chairman Re: Community Safety Village of York Region i Mr. Larry Palmer will be speaking on behalf of Ms Barbara Bartlett Re: Community Living Newmarket/Aurora District. Y Request for Delegation from Ms Barb Barker Re: Proposed Restriction to Parking on McLeod Drive, CARRIED 000038 General Committee Report No. 04-02 Page 2 Tuesday, January 20, 2004 III DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 1, 3, 4, 5, 6, 7, 9, 10, 11 and 12 were identified for discussion. IV ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Moved by Mayor Jones Seconded by Councillor Buck THAT the following recommendations respecting the matters listed as "Items not Requiring Separate Discussion" be adopted as submitted to Council and that Staff be authorized to take all necessary action required to give effect to same: CARRIED 2. 131-04.005 - New Legislation Proposed, Bills 26 and 27 THAT Report PL04-005 be received as information; and THAT following enactment of Bills 26 and 27 staff provide a further report outlining the impact of the legislation on development applications in the Town. 8. PL04-009 - Planning Applications Status List THAT the Planning Applications Status List be received as informations V DELEGATIONS Mr. Larry Palmer, Executive Director Community Living Newmarket/Aurora District Re: 501h Anniversary of Community Living Newmarket/Aurora District Mr. Larry Palmer provided a synopsis of the history of the organization, which is servicing over 300 clients and is celebrating its 50th Anniversary in 2004. Mr. Palmer advised that a fundraising Tribute Dinner honouring Mr. Dick Illingworth will be held on February 25, 2004. Moved by Councillor West Seconded by Councillor Wallace THAT the comments of the delegate be received. CARRIED Mr. John Volpe, Habitat for Humanity, York Region Re: Update of Activities in York Region Mr. John Volpe addressed the Committee in order to request assistance in facilitating the building of a Habitat for Humanity house. Moved by Mayor Jones Seconded by Councillor Kean THAT the comments of the delegate be received; and THAT the matter be referred to staff to Identify any property that may be suitable for a Habitat for Humanity project, and report back to Council for consideration at a future meeting. CARRIED OU-0039 General Committee Report No. 04-02 Page 3 Tuesday, January 20, 2004 Mr. Jeff Allan, Resident of 2 Willow Farm Lane, Aurora Re: Speeding Concerns on St. John's Sideroad Mr. Allan presented the Committee with several photographs of accidents, which have occurred on St. John's Sideroad, and requested that the speed limit be reduced to 50 km. on the portion of St. John's Sideroad between Yonge Street and Bathurst Street. Mayor Jones indicated that he will raise the issue at the Region of York and will report back to Council. Moved by Councillor Kean Seconded by Councillor Wallace THAT the comments of the delegate. be received. CARRIED Aurora Minor Ball Association Re: Assistance for Securing Permanent Storage, Display and Office Space Ms Carol Walthers appeared before the Committee on behalf of the Aurora Minor Ball Association to request office space, permanent storage space, a bulletin board and a display case at a Town facility, such as the new Recreation Centre, the Aurora Community Centre or the Old Public Library. Moved by Councillor Kean Seconded by Councillor Wallace THAT the comments of the delegate be received. CARRIED Moved by Councillor West Seconded by Mayor Jones THAT this matter be referred to staff and the Leisure Services Advisory Committee for a report. CARRIED Ms Barb Barker, Resident of McLeod Drive Re: Parking Issues on McLeod Drive Mrs. Barker indicated that parking on McLeod Drive should only be restricted in front of the Plaza and #64, #68, #72 from Monday to Friday for specified periods of time. Mrs. Barker advised that parking for the residents and guests should be available on McLeod Drive. Moved by Councillor West Seconded by Councillor Buck THAT the comments of the delegate be received. CARRIED General Committee Report No. 04-02 Tuesday, January20, 2004 Page 4 3. VI Moved by Councillor West Seconded by Councillor Kean THAT Ms Christine Frigo, resident of McLeod Drive, be allowed to address the Committee. CARRIED Delegation Request from Ms Christine Frigo, Resident of McLeod Drive Re: Parking Restrictions on McLeod Drive Ms Frigo appeared before the Committee to emphasize the need to install "No Stopping" and "No Parking" signs on both sides of McLeod Drive at the intersection of Aurora Heights Drive. Ms Frigo indicated that a one -day inspection of the traffic was not sufficient to reach an accurate conclusion. Moved by Councillor Kean Seconded by Councillor Wallace THAT the comments of the delegate be received. CARRIED Moved by Councillor West Seconded by Councillor Kean THAT Item 93 be brought forward for consideration at this time. CARRIED PW04-004 - McLeod Drive — Parking Concerns Moved by Councillor West Seconded by Councillor Kean THAT the concerns of Ms Barker and other residents of McLeod Drive be referred to staff and the Traffic Safety Advisory Board, with the intent that this matter be reviewed with the residents of the street and that appropriate recommendations may be brought back to Council. CARRIED CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION CS04.001 - Council and Committee Structure The Director of Corporate Services provided the Committee with a summary. of the governance options outlined in the report. Councillor Kean requested the question be divided into two parts. Moved by Councillor Kean Seconded by Councillor Wallace THAT the Committee of the Whole, being Structure #1 outlined in CSO4- 001, be approved. CARRIED 000041 General Committee Report No. 04-02 Tuesday, January 20, 2004 Page 5 Moved by Councillor Kean Seconded by Councillor Wallace THAT Council/Citizen Committees Reporting Structure, being Model #1 outlined in CS04-001, be approved; and THAT the Clerk be authorized to proceed with the recruitment of citizen members for the various Committees. CARRIED 4. LS04-002 - Short List of Architects of the New Recreation Centre Moved by Councillor West Seconded by Mayor Jones THAT Council approve the short list of Architects for the new Recreation Centre; and THAT Council direct staff to commence the interview process and recommend an Architectural Firm at the February 10, 2004 Council Meeting; and THAT Council determine whether it wishes to participate in the final interview process. DEFEATED Moved by Councillor Kean Seconded by Councillor Buck THAT the short list of Architects for the new Recreation Centre be deferred until after the presentation by Gary Stanhope, Project Manager at the General Committee meeting scheduled for February 3, 2004. CARRIED Moved by Mayor Jones Seconded by Councillor Kean THAT the Special Council - Public Planning Meeting scheduled for Wednesday, February 25, 2004 be re -scheduled to Thursday, February 26,2004. CARRIED Moved by Mayor Jones Seconded by Councillor Kean THAT Items #5, #6 and #7, as amended, be adopted as follows: 5. PL04-007 - Official Plan Amendment, Revised Zoning By-law Amendment and Revised Draft Plan of Subdivision Applications, Mattamy (Aurora) Limited, South Side of St. John's Sideroad, East of Bayview Avenue Part of Lot 25, Concession 2 E.Y.S. D09-11-03, D14-23.00 and D12-00-BA THAT Council receive as information the following overview of Official Plan Amendment, revised Zoning By-law Amendment and revised Draft Plan of Subdivision applications D09-11-03, D14-23-00 and D12-00-8A regarding Part of Lot 25, Concession 2 E.Y.S., scheduled for the February 26, 2004 Public Planning Meeting. General Committee Report No. 04-02 Page 6 Tuesday, January 20, 2004 6. PL04-008 - Zoning By-law Amendment Application Silverhill Equities Inc. Part of Lot 21, Plan 246 29 George Street D14-30-03 THAT Council receive as information the following overview of a Zoning By-law Amendment application D14-30-03, scheduled for the February 26, 2004 Public Planning Meeting. PL04-006 - Zoning By-law Amendment Application Estate of David Lenard Smith Part of Lot 79, Concession 1 W.Y.S. 268 Kennedy Street West D14-35-03 THAT Council receive as information the following overview of a Zoning By-law Amendment application D14-35-03, scheduled for the February 26, 2004 Public Planning Meeting. CARRIED 9. PW04-003 - Model Utility Procedures Manual Moved by Mayor Jones Seconded by Councillor Wallace THAT the Model Utility Procedures Manual be adopted to provide a consistent guideline for the installation of utilities on the Town right-of- ways within the Town of Aurora; and THAT staff be authorized to continue to participate in the York/Durham Municipalities Utility Coordination Group as stewards of the manual; and THAT staff liase with other municipalities and the utility companies to continue to develop and refine the manual; and THAT staff report back to Council as necessary whenever there are revisions to the manual representing significant policy changes; and THAT the Regional Municipality of York and York area municipalities be informed of Council's decision on this matter. CARRIED 10. Memorandum from Mayor Jones Strategic Plan Revision/Update Moved by Mayor Jones Seconded by Councillor Wallace THAT the Strategic Plan Revision/Update be endorsed, in principle, and referred to staff to report back on costs and consultant availability. CARRIED 000043 General Committee Report No. 04-02 Tuesday, January 20, 2004 Page 7 11. Letter from Marnie Maguire, International Women's Day Celebration Moved by Councillor Wallace Seconded by Councillor Buck THAT, with regret, the request from the organizers of the International Women's Day Celebration to waive the facility rental fee be denied. CARRIED 12. Aurora Jays Minor Pee Wee Re: Financial Assistance for Cooperstown International Hall of Fame Tournament Moved by Mayor Jones Seconded by Councillor Buck THAT, with regret, the request from the Aurora Minor Pee Wee Team for financial assistance to attend the Cooperstown International Hall of Fame Tournament in New York State be denied. LIMO 411 V11 OTHER BUSINESS, COUNCILLORS Councillor Kean expressed concern about recent articles in the local newspaper regarding the off -site Council workshop, which he did not attend. Councillor Kean requested confirmation from Town staff that no cost was incurred by the municipality as a result of three Members of Council not attending the off -site workshop. The CAO confirmed that no additional costs were incurred for the booking of rooms and that the reservations were cancelled for the three members that did not attend. Councillor Kean advised that Mr. Kestein provided him with information regarding hydro cutting off service to one of the Town's residents. Mayor Jones requested that the information be forwarded to him and offered to follow up on the matter. Mayor Jones welcomed Carol Clark as the new Council/Committee Secretary and welcomed Paul Dillman as the Acting Treasurer. Councillor Buck requested staff to bring forward a report regarding the procedure to institute a Confirming By-law. Councillor Buck expressed concerns regarding the Driver Examination Centre, located at 1 Henderson Drive, and asked that the Acting Town Solicitor review and report back to the Committee. Vlll IN CAMERA Moved by Councillor Kean Seconded by Councillor Wallace THAT the Committee proceed In Camera to discuss a personnel matter. CARRIED General Committee Report No. 04-02 Page 8 Tuesday, January 20, 2004 W ADJOURNMENT Moved by Councillor Kean THAT the meeting be adjourned at 9:45 p.m. CARRIED T. JONES, MAYOR 3. PANIZZA, TOWN CLERK 000045 THE CORPORATION OF THE TOWN OF AURORA By-law Number 4500-04.0 BEING A BY-LAW to appoint members to the Committee of Adjustment. WHEREAS the Planning Act, R.S.O. 1990, c. P.13 s.44 (1), as amended, authorizes the Municipal Council to establish a Committee of Adjustment AND WHEREAS the Council of the Corporation of the Town of Aurora deems it necessaryand expedient to enact a By-law to provide for the appointment of members to the Committee of Adjustment; NOW THEREFORE the Municipal Council of the Corporation of the Town of Aurora ENACTS AS FOLLOWS: 1. THAT pursuant to Section 44(1) of the Planning Act, R.S.O. 1990, c. P.13, a Committee of Adjustment for the Corporation of the Town of Aurora be and is hereby constituted and appointed. 2. THAT the Aurora Committee of Adjustment shall have all the powers conferred on a Committee of Adjustment by the Planning Act, R.S.O. 1990es of Ontario 3. THAT the following persons shall be appointed members of the Committee of Adjustment and shall hold office until or until such time as their successors are appointed: Rebecca Beaton, Matti Lilles, Frank McGrath, Verna Ross, and Michael Seaman 4. THAT By-laws 4249-OO.0 and 4290-01.C, be and are hereby repealed. 5. THAT the provisions of this By-law shall come into force and effect February 16" 2004, READ A FIRST AND SECOND TIME THIS 27th DAY OF JANUARY, 2004. READ A THIRD TIME AND FINALLY PASSED THIS 27th DAY OFJANUARY, 2004. T. JONES, MAYOR B. PANIZZA, TOWN CLERK 000046 THE CORPORATION OF THE TOWN OF AURORA By-law Number 4501-04.0 BEING A BY-LAW to appoint members to the Aurora Public Library Board. WHEREAS the Public Libraries Act, R.S.O. 1990, c. 44, as amended, authorizes the Municipal Council to appoint members to a Public Library Board; AND WHEREAS the Council of the Corporation of the Town of Aurora deems it necessary and expedient to enact a By-law to provide for the appointment of members to the Aurora Public Library Board; NOW THEREFORE the Municipal Council of the Corporation of the Town of Aurora ENACTS AS FOLLOWS: 1. THAT the following persons be and are hereby appointed to the Aurora Public Library Board and shall hold office until such time as their successors are appointed: Elizabeth Bishenden, Tom Connor, Geoffrey Dawe, Douglas Hubley, Jane Taylor and Kerry Lynn Thomason 2. THAT By-law 4247-OO.0 be and is hereby repealed. 3. THAT the provisions of this By-law shall come into force and effect upon third reading thereof. READ A FIRST AND SECOND TIME THIS 27' DAY OF JANUARY 2004. READ A THIRD TIME AND FINALLY PASSED THIS 27TH DAY OF JANUARY 2004, T. JONES, MAYOR B. PANIZZA, TOWN CLERK THE CORPORATION OF THE TOWN OF AURORA By-law Number 4502-04.0 BEING A BY-LAW to appoint members to the Property Standards Committee. WHEREAS the Building Code Act, 1992 S.O. 1992, c. 23 s. 15 (6), as amended, authorizes the Municipal Council to establish a Property Standards Committee; AND WHEREAS the Council of the Corporation of the Town of Aurora enacted By-law 4044-99.P Section 2.1 being a By -Law Respecting Property Standards which provided for the establishment of a Property Standards Committee; AND WHEREAS the Council of the Corporation of the Town of Aurora deems it necessary and expedient to enact a By-law to provide for the appointment of members to the Property,Standards Committee; NOW THEREFORE the Municipal Council of the Corporation of the Town of Aurora ENACTS AS FOLLOWS: THAT the following persons be and are hereby appointed to the Property Standards Committee and shall hold office until such time as their successors are appointed: Rebecca Beaton, Matti Lilies, Frank McGrath, Verna Ross, and Michael Seaman 2. THAT By-law 4250-OO.0 be and is hereby repealed. THAT the provisions of this By-law shall come into force and effect on February 16, 2004 READ A FIRST AND SECOND TIME THIS 27TH DAY OF JANUARY 2004. READ A THIRD TIME AND FINALLY PASSED THIS 27TH DAY OF JANUARY 2004. T. JONES, MAYOR B. PANIZZA, TOWN CLERK 000048 THE CORPORATION OF THE TOWN OF AURORA By-law Number 4503-04.0 BEING A BY-LAW to Confirm Actions by Council Resulting from This Meeting —Tuesday, January 27, 2004. THE COUNCIL OF THE CORPORATION OF THE TOWN OF AURORA HEREBY ENACTS AS FOLLOWS: THAT the action of the Council at its meeting held on January 27, 2004 in respect to each motion, resolution and other action passed and taken by the Council at the said meeting is, exceptwhere prior approval of the Ontario Municipal Board is required, hereby adopted ratified and confirmed. 2. THAT the Mayor and the proper officers of the Town are hereby authorized and directed to do all things necessary to give effect to the said action or to obtain approvals where required and to execute all documents as may be necessary in - that behalf and the Clerk is hereby authorized and directed to affix The Corporate Seal to all such documents. READ A FIRST AND SECOND TIME THIS 27TH DAY OF JANUARY 2004. READ A THIRD TIME AND FINALLY PASSED THIS 27TH DAY OF JANUARY 2004. T. JONES, MAYOR 000049 B. PANIZZA, TOWN CLERK ADDITIONAL ITEM TABLED FOR COUNCIL MEETING Tuesday, January 27, 2004 ➢ Memo from B. Panizza, Director of Corporate Svs./Clerk Re: Nokiidaa Trail Association ➢ Recommendation resulting from In -Camera session of General Committee Meeting on January 20, 2004 Re: Appointment of Town of Aurora representatives to the Central York Fire Services Joint Council Committee I N T E R OFFICE MEMO To: Members of Council From: Bob Panizza Subject: Nokiidaa Trail Association Date: January 27, 2004 Attached is a letter from former Councillor Betty Pedersen who was the Council representative on the Nokiidaa Trail Association. With the pending start up of meetings for the next term it will be necessary to appoint a new Member of Council to the association. In addition to Council representation, the Town was also represented on the committee by a citizen representative, Mr. David Tomlinson, and a staff representative Mr. Jim Tree. An advertisement has been placed in the Notice Board inviting applications from those citizens that may be interested in applying to this association. The deadline for submissions to the various advisory committees is February 13, 2004. In the interim however Council may wish to proceed with the app intment of a Council representative. PbPza Director of Corporate Services/Town Clerk December 8, 2003 Mayor Tim Jones and Members of Council Town of Aurora 100 John West Way Aurora, Ontario L4G 6J1 Dear Mayor Jones and Members of Council: On behalf of Ernie Crossland, Chair of the Nokiidaa Trail Association, I send this note of congratulations on your recent success in the 2003 municipal elections for the Town of Aurora. For a number of years, representatives from three municipalities have been involved with the development of the Nokiidaa Trail which is under development, and is providing an important linkage between the Towns of Aurora, Newmarket and East Gwillimbury. The requirements of the membership of the committee provided for political and staff representation from each of the three participating communities, along with a number of private citizens and representatives from several community organizations. This partnership has served the municipalities well. There are, however, several important linkages remaining to be developed, and the committee looks forward to working co-operatively with the municipal participants to see that the work continues to its completion as time and budget constraints permit. With the recent municipal election process now complete, Chair Crossland is hereby requesting that the Aurora council give consideration to appointing a new political representative to the Association. The meetings for 2004 are as follows: February 4, May 3, September 13 and November 1, and they are held at the Newmarket Municipal Office at 12 noon on each of those dates, and they generally last for less than two hours. It is very important to the committee that new members will have the fi-eedom to attend at the meetings regularly and, ideally, to have an interest in seeing that this important community project continues, so that we will all be able to enjoy the trail in a completed form in the very near future. We thank you in advance for your consideration and look forward to a favourable response. I can be reached at 905-953-7215, or by e-mail at bettyandbob a,rogers.com for confirmation if that would be a preferred way of confirming this request. Very sincerely, Betty Pedersen, Secretary Nokiidaa Trail Association NOKIIDAA TRAIL COMMITTEE Composition The Committee shall be comprised of four (4) members from each of the participating municipalities (Aurora, Newmarket and East Gwillimbury), two (2) members from the Lake Simcoe Region Conservation Authority and one (1) member from the Region of York. Mandate To investigate the possibilities of building a walking trail from Aurora to Lake Simcoe through the East Holland River Watershead. Remuneration Frequency of Meetings At the call of the Chair C! 0 ADDED AGENDA ITEM Recommendation resulting from In -Camera session of the General Committee Meeting on January 20, 2004 Re: Appointment of Town of Aurora representatives to the Central York Fire Services Joint Council Committee THAT Councillors Morris, Wallace, and West be appointed as the Town of Aurora Council representatives to the Central York Fire Services Joint Council Committee.