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Agenda - Council - 20041214
TOWN,OFAUROM COUNCIL AGENDA N0.04S7 iUESDIY, DECEMBER 14, 2004 1:00 P.M. COUNCIL CHAMBERS AURORA TOWN NAII PUBLIC RELEASE 10/12/04 TOWN OF AURORA COUNCIL MEETING AGENDA NO. 04-37 Tuesday, December 14, 2004 7:00 P.M. OPEN FORUM — COUNCIL MEETING TO FOLLOW I DECLARATIONS OF PECUNIARY INTEREST I/ APPROVAL OFAGENDA RECOMMENDED: THAT the content of the Agenda as circulated by the Corporate Services Department be approved as presented. 111 ADOPTION OF MINUTES Council Minutes of November 23, 2004, Meeting Number 04-35 and Special Council Public Planning Minutes of November 24, 2004, Number 04-36. RECOMMENDED: THAT the Council Minutes from Meeting Numbers 04-35 and 04-36 be adopted as printed and circulated. IV PRESENTATIONS Lake Simcoe Region Conservation Authority Award (pg. P-1) Recently presented to the Aurora Public Works Department V DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Council Meeting No. 04-37 Page 2 of 13 Tuesday, December 14, 2004 VI ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION VIl DELEGATIONS (a) Mr. Sam Mantenuto, Chief Operating Officer (pg. D-1) Northland Power Re: Aurora Hydro/Newmarket Hydro Ltd. Generation Proposal (b) Town Treasurer (pg. D-20) Re: Overview of the 2005 Budget (c) Mrs. Susan Walmer, (pg. D-35) Environmental Advisory Committee Member Re: Update from the Environmental Advisory Committee Regional Forum; and Terms of Reference for the Environmental Advisory Committee (Item - 7) (d) Mr. Lloyd Cherniak, Executive Vice -President, (pg. D-37) Lebovic Enterprises Inc. Re: General Committee Report 04-24 December 7, 2004 — (Item 12(2)) (e) Representative(s) from the New Seniors' Centre Fundraising Committee Re: Naming Rights for the New Seniors' Centre - (Item 3) (f) Representative(s) from the New Recreation Complex Fundraising Committee Re: Naming Rights for the New Recreation Complex - (Item 3) Vlll CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION IX REGIONAL REPORT X OTHER BUSINESS, COUNCILLORS Council Meeting No. 04-37 Tuesday, December 14, 2004 Page 3 of 13 X1 READING OF BY-LAWS RECOMMENDED: THAT the following listed by-laws be given 1st, 2nd and 3rd readings, and enacted: 4550.04.D BEING A BY-LAW to adopt (pg. 169) Official Plan #55. (Morguard REIT) 4579.04.E BEING A BY-LAW to authorize the acquisition of land described as Block D, Plan 514 (Region of York.) 4580.04.E BEING A BY-LAW to authorize the conveyance of land described as Part of Blocks C, E and F, Plan 475 and Part of Lots 10 and 12, Plan 246 (Region of York). 4609-04.T BEING A BY-LAW to amend Parking By-law 4574-04.T as amended, with respect to parking on Gurnett Street. 4620.04.D BEING A BY-LAW to amend By-law No. 2213-78. (Morguard REIT) 4621-04.F BEING a by-law to Define the procurement policies and procedures for the corporation of the Town of Aurora 4622-04.P BEING A BY-LAW to a by-law to prohibit or regulate the erection of signs or other advertising devices, and the posting of notices on buildings or vacant lots within the Town of Aurora. (pg. 179) (pg. 181) (pg. 183) (pg. 185) (pg. 191) (pg. 223) Council Meeting No. 04-37 Page 4 of 13 Tuesday, December 14, 2004 4623-04.P BEING A BY-LAW to amend Fence (pg. 259) By-law 4368-02.P, as amended, to permits site specific fencing at 15516 Leslie Street. 4627-04.P BEING A BY-LAW to adopt a (pg. 261) Municipal Emergency Management Program which includes an emergency plan for protecting property, and the health, safety and welfare of the inhabitants of an emergency area. 4625.04.0 BEING A BY-LAW to confirm (pg. 303) actions by Council resulting from the meeting of December 14, 2004. Xll IN CAMERA None X111 ADJOURNMENT Council Meeting No. 04-37 Tuesday, December 14, 2004 Page 5 of 13 AGENDA ITEMS 1. PW04-050 — Contract Award, Tender No. PW-2004-74 (pg. 1) The Maintenance and Emergency Responding to Sanitary Lift and Water Booster Stations within the Town of Aurora RECOMMENDED: THAT Tender No. PW-2004-74, "The Maintenance and Emergency Responding to Sanitary Lift and Water Booster Stations Within The Town of Aurora", be awarded to American Water Services Canada Corp.; and THAT Council authorize the Mayor and Clerk to sign the attached Agreement to execute the subject contract; and THAT the appropriate sewer charge surcharges to residents served by their respective Sanitary Lift Station be implemented as described in Report PW04-050; and THAT the appropriate draft By-law to implement the above noted sewer charge surcharges be tabled at a future meeting. 2. LS04-064 — Proposed Expansion of Front Canopy at the (pg. 7) New Seniors Centre RECOMMENDED: THAT Council examine and determine the feasibility of expanding the dimensions of the front canopy at the new Seniors Centre. 3. L504-065 — Naming Rights — New Recreation Complex and (pg. 15) Seniors' Centre RECOMMENDED: THAT Council provide direction with regards to the naming rights for the new Recreation Complex and the new Seniors' Centre. Council Meeting No. 04-37 Tuesday, December 14, 2004 Page 6 of 13 4. LS04-066 — Foundation for Gymnasium at the New (pg. 18) Recreation Complex RECOMMENDED: THAT Council not consider the installation of a proposed gymnasium foundation; and THAT staff report back to Council on the estimated cost, timing, location and needs analysis for a gymnasium as part of the 2006 Budget. 5. PL04-134 — Site Plan Application (pg. 31) 2029193 Ontario Inc. Lot 10, Registered Plan 65M-2873 Southwest Corner of Earl Stewart Drive and Isaacson Crescent File D11-14-04 RECOMMENDED: THAT Report PL04-134 be received as information; and THAT, subject to implementing zoning by-law 4605-04.D coming into force, the resolution all outstanding issues and the submission of all fees and securities, Council authorize the Director of Planning to enter into a site plan agreement between 2029193 Ontario Inc. and the Town of Aurora, respecting the construction of a two-phase development for which the buildings may be used for business and professional offices, medical and dental laboratories, clinics and accessory uses. 6. ADM04-018 - Proposed Exchange of Lands - Region of York (pg. 42) RECOMMENDED: THAT the Mayor and Clerk be authorized to execute an Offer to Sell Agreement between the Town and the Region of York respecting an exchange of lands and easements; and THAT By-law 4579•-04.L, being a by-law to acquire certain lands described as Block D, Plan 514 be enacted; and THAT By-law 4580-041, being a by-law to convey certain lands described as Part of Blocks C, E and F, Plan 475 and to grant a right of way and watermain easement over Part of Blocks C and F, Plan 475 and Part of Lots 10 and 12, Plan 246 be enacted. Council Meeting No. 04-37 Page 7 of 13 Tuesday, December 14, 2004 7. Terms of Reference — Environmental Advisory Committee (pg. 62) (Deferred from General Committee December 7, 2004) RECOMMENDED: Council's direction is respectfully requested. 8. Correspondence from the Town of Richmond Hill (pg. 67) Re: Greater Toronto Transit Authority — Support for the Creation of a New Provincial Authority and Mandate Suggestions for the Premier of Transportation RECOMMENDED: THAT Council receive and endorse the following resolution from Richmond: Richmond Hill Town Council, at it's meeting on November 22, 2004, approved the following resolution: ,,a) That the Province of Ontario, through the Offices of the Premier and the Minister of Transportation, be encouraged to establish, legislatively, a Greater Toronto Transit Authority with a mandate to: Complete and sustain a "Smart Card" facecard system for use by all GTA transport operators. ii) Complete and sustain an on-line scheduling website to include all transit schedules serving GTA residents and facilitate transit use through coordinated scheduling. iii) Complete studies of rail -based commuter services in the GTA with a view of determining priorities for capital investment in expansions, extensions, and service level improvements. b) That a copy of this report be sent to all York Region municipalities seeking endorsement; c) That copies of this report be forwarded to Provincial Members of Parliament representing constituencies in York Region. Page 8 of 13 Council Meeting No. 04-37 Tuesday, December 14, 2004 9 Correspondence from Mr. Richard Johnson, Resident (pg. 74) Requested by Councillor Morris and Councillor Gaertner Re: Hydro One —Outstanding Questions RECOMMENDED: Council's direction is respectfully requested. 10. Resolution from Councillor Buck (pg. 77) Re: Naming A Portion of The Oak Ridges Trail System (Notice of Motion was given at November 23, 2004 Council) RECOMMENDED: WHEREAS Mr. Klaus Wehrenberg, more than any other citizen, was substantially involved in making the trail system in Aurora become a reality; and WHEREAS the trail system adds considerably to the enjoyment of life for families in Aurora who love nature and all it has to offer; NOW THEREFORE BE IT RESOLVED THAT staff be directed in accordance with policies in place to carry out the process of naming an appropriate section of the Oak Ridges Trail system to honour it's main protagonist. 11. Resolution from Councillor Buck (pg. 78) Re: Celebration of Planning in Aurora in 2005 (Notice of Motion was given at November 23, 2004 Council) RECOMMENDED: WHEREAS 2005 will be the thirtieth anniversary of service to the Town Planning Director Sue Siebert; and WHEREAS since 1975, thirty-four thousand people have chosen Aurora as their home. Neighborhoods have been carefully Created, Schools, playgrounds, and sports fields have been provided. Roads rise and fall and curve to protect features which are thousands of years old. Wooded areas have been dedicated to public use...flood plains have been identified and protected; Planning policies have led to the preservation of gracious old homes and encouraged their successful conversion to appropriate uses on street so which have become major commercial arteries; Page 9 of 13 Council Meeting No. 04-37 Tuesday, December 14, 2004 Developers, home builders and business people have been responsible for the evolution of what was an orderly and charming old town into an equally orderly and charming modern community People from across Canada and from countries all over the world have chosen Aurora to raise their families and establish businesses; Although we have lost much of the natural landscape that surrounded our town, it has been replaced by a beautiful patchwork quilt of neighbourhoods, woods, creek valleys and the last vestiges of the Carolynian forest; There is no industrial blight in Aurora and, although time has been on our side in the legislation and knowledge which has allowed us to escape mistakes made in neighbouring towns, there has been one constant influence which has shepherded the growth of our town; There have been thirty years of steady conscientious commitment to excellence by Director of Planning Sue Siebert, by successive councils in the town and by the whole hearted support of the community; NOW THEREFORE BE IT RESOLVED THAT the year 2005 be dedicated to a celebration of Aurora and the benefits we enjoy as residents; and THAT a committee be formed to plan events and promotions with representation from Council, the Chamber of Commerce, Aurora Heritage Committee and whatever other representation council might deem appropriate. 12. General Committee Meeting Report No. 04-24 (pg. 79) Tuesday, December 7, 2004 RECOMMENDED: THAT the Report of the General Committee Meeting No. 04-24 be received and the recommendations carried by the Committee be adopted. 13. TSAB04-26 — December 8, 2004 Traffic Safety Advisory Board (pg. 87) Meeting RECOMMENDED: 1. THAT the Committee Record of the Traffic Safety Advisory Board Meeting held on December 8, 2004 be received as information; and 2. November 17, 2004 email from Mr. Donald Colman requesting for multi -way stop signs at the intersection of McClellan Way and Tradewind Terrace Council Meeting No. 04-37 Tuesday, December 14, 2004 Page 10 of 13 THAT staff be requested to review any previous studies conducted at the McClellan Way and Tradewind Terrace intersection to determine when the studies were conducted and the results of each; and THAT staff be requested to conduct a pedestrian count at the McClellan Way and Tradewind Terrace intersection on the weekend; and THAT a report be submitted to the January 12, 2005 TSAB meeting with the results of the pedestrian count and any previous studies. 3. Excerpt from the November 23, 2004 Council meeting regarding the proposed parking prohibitions on Gurnett Street THAT the Excerpt from the November 23, 2004 Council meeting regarding the proposed parking prohibitions on Gurnett Street be received as information; and THAT the original By-law No. 4609-04.T be referred back to Council for a third read. 4. November 30, 2004 memorandum from the Traffic/Transportation Analyst regarding speeding concerns on Hollandview Trail and Seaton Drive THAT the November 30, 2004 memorandum from the Traffic/Transportation Analyst regarding speeding concerns on Hollandview Trail and Seaton Drive be received as information; and THAT the York Regional Police be requested to monitor Hollandview Trail and Seaton Drive. 5. November 10, 2004 email from Ms. Lillian Menzies regarding parking concerns on Trillium Drive THAT the issue regarding parking concerns on Trillium Drive be deferred to Spring 2005 when the overnight parking prohibition is no longer in effect; and THAT the issue regarding speed limits on Regional Roads be forwarded to York Region; and THAT a letter be sent to Ms. Lillian Menzies with the TSAB's recommendations. Council Meeting No. 04-37 Tuesday, December 14, 2004 Page 11 of 13 6. November 16, 2004 letter from Ms. Gayle Palmer regarding safety concerns on Glass Drive THAT the November 16, 2004 letter from Ms. Gayle Palmer regarding safety concerns on Glass Drive be received as information; aand THAT staff be requested to conduct a pedestrian crossing study at the Glass Drive and Child Drive intersection during the operating hours of the school: and THAT staff be requested to report back to the TSAB at their January 12, 2005; and THAT a letter be sent to Ms. Gayle Palmer with the TSAB's recommendations. 14. ACCESSO4-06 - November 25, 2004 Accessibility Advisory (pg. 95) Committee No Quorum Report RECOMMENDED: THAT the No Quorum report of the Accessibility Advisory Committee be received as information. 15. FAC04-04 - December 9, 2004 Finance Advisory Committee (pg. 96) RECOMMENDED: 1. THAT Council Report FAC04-04 be received for information purposes; and 2. Review of the Terms of Reference THAT the revised Terms of Reference attached hereto as Schedule A, be approved. 3. Verbal Report of the Chief Administrative Officer- Master Financial Plan THAT staff be authorized to extend the mandate of Hemson with the intent to establish and prepare a twenty year financial plan for the Town of Aurora at a cost not greater than $30,000. 4. Memorandum from the Chief Administrative Officer Internal Audit Agreement, Town of Aurora, East Gwillimbury, Georgina and Newmarket Regional Municipality of York Council Meeting No. 04-37 Tuesday, December 14, 2004 Page 12 of 13 THAT provisions be made in the 2005 Budget under Office of the Mayor and Council for Internal Audit Services in the amount of $28,600; and THAT the Chief Administrative Officer and the Director of Finance/Treasurer be authorized to engage in a "Memorandum of Understanding" (Attachment #1) between the Region of York, the Towns of Aurora, East Gwillimbury, Georgina and Newmarket, as well as any other local municipalities within the Region of York that may choose to participate at a later date. 5. TR04 — 026 - Community Survey THAT the Treasurer's report TR04-026 "Community Survey' be received for information; and THAT the Finance Advisory Committee recommend that Council approve the use of the attached questionnaire as amended by input from the Management Team on December 8, 2004 and by the Finance Advisory Committee on December 9, 2004; and THAT Council approve an advertisement on the Town Page and the Town Website to advise residents of the survey. 6. Budget Overview for 2005 THAT the 2005 Budget Overview be referred back to staff to prepare a detailed report to be presented at the December 14th Council meeting. 16. TR04-028 — Community Survey (pg. 107) RECOMMENDED: THAT the Treasurer's report TR04-028 "Community Survey" be received for information; and THAT Council approve the use of the attached questionnaire as amended by input from the Management Team on December 8, 2004 and by the Finance Advisory Committee on December 9, 2004; and THAT Council approve an advertisement on the Town Page and the Town Website to advise residents of the survey. Council Meeting No. 04-37 Tuesday, December 14, 2004 Page 13 of 13 17. TR04-027 — Purchasing Bylaw (pg. 133) (formerly Procurement Policies & Procedures - Administration Procedure No. 50) RECOMMENDED: THAT the Treasurer's report TR04-027 "Purchasing By-law" be received for information; AND THAT Council enact the proposed Purchasing By-law as required by the provisions of the Municipal Act, 2001. 18. Fire Services Report 2004-09 - Emergency Planning By-law (pg. 165) RECOMMENDED: THAT Fire Services Report 2004-09 dated December 7, 2004 be received, AND THAT Council enact a by-law to adopt an Emergency Management Program in accordance with the Emergency Management Act, R.S.O. 1990, c.E.9. COUNCIL — DECEMBER 14, 2004 Presentation (a) Panizza, Bob From: Jones, Tim Sent: Friday, November 26, 2004 10:33 AM To: Panizza, Bob Cc: Jackson, Wayne Subject: LSRCA award Hi Bob, Would you please make a note to have this item added to the next Council meeting - Dec 14th. I would like to acknowledge receipt of this award to our Works Dept and have Wayne give a brief description of what it was for. 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M m O j' M O d' V' q b T h b W V, 'Nd' O W- cr' r- T O N ti ti A M c0 <O Q� r T ll M' " V 00 . d' q O M M ^ M Oa N rn O M rn N J O O Q 0 'j'f N Vl h O M h O Vl n O N b O T O Vl �l "m M b M d' M O r n Vl W b 00 T D d' O h O T Vl Vl q V O lO b ' d' M 01 a0 h ^l M Vl V r+ T h h T b M In Vl CL a: N Q N O a0O v1 h n m c0 O INM O M T V' O O Pl d' O .r N O O h n O O O Vt IT V1 o Qi � O' fn O b .-n O Vj ap 0 ^� 0 N O tl Q T � pfii O p N G � g � m 2 Lcu w V C a a u C N O O W o Y rz r�' mc? � QC7WUf-,F�"a x�F ww0.1dW 5 a>C43 WF3 a2 H D-32 COUNCIL — DECEMBER 14, 2004 OS p0 d' N CO O O W O GO CO vl O y' N V' b M O M SD SO Vl lc" h M O O In Sp � h N ~ p N L N o O o d' vl b m d• .-i o S 1p V d• O •ct b 'y' oC .Mi nl N N v � N N W fV N o C 'C oN A "a o '�••� O O O� N M .-� SO W M O M b O O O V [.� O O T pS o OS O q l� r .: D\ d' V T .: 1� O H W <n b N �-+ <1 nl (V nl O SO d'" h h W H W vl SO V7 Nw a m [O vl O M Vl phi \MJ" In v v In T V SO l0 h rn � o N C Itrnrn N Nm hap T h V S1 'D DOO rb O] SO SO OO 01 SO b m c0 N N O '+ N vl w M d' O 00 d' M y d' M vi a o a g N f+ 0 o N `� OS h N d' rn rn o y� [� r✓p o 0 0 0 0 O ti a O rn d' O N h 0 OS rn b IA N V1 M T h N o O[ W h V' O A v V P b V h O SO N ,J. N N rn b m InOS M M d 11F N C^L i- 2 h d' h rn V1 SD M M M O OS O V 'cr c0 OS Q 1� b V O SO T SO Vl [� M SO V1 h `.� In h .�i v vS vNi d' rn N h <n O M O h h vl Sp h n O c0 h N M Vl rn b O rr!L Vl lO SD N' O Y1 07 V I M O V M CI h h nl N' O r Inm I O ^+ 00In N M M M b h° ti h° 3 ,L° •v E d h+A d 2 ? rn m rn o V d a •'r' o �+ N r 3 v � oa o •w m as ��, <6 ° c 5 ' o " � ` L d �• O E` c � z W � C� �. u c en w' �' •tea v c 9 d 01 m E U 'G ' ❑ a y rq d %o a - o lz U w' ail p; `M`aU ° _cU y O Q W E.. W Emu-171 EEqu > u o W W u o 0 p [iii K p QF4U UauiUQin U Z Z ..]Z ,'� �, P. U �z a z 5 In a N N W w N n m m o N Ina w n N N N N N NI In InrInM VI vn '1 N m � M n1 V V D-33 COUNCIL - DECEMBER 14, 2004 L o ao Q 0 V N N o v N LL. Q O ��� c'�.,,,x• vs ai o N N o N M kn o e o 7 vMio ,Mj� Nml o e N ~ O N y Q. a v p v� cni Al (V Q N o N - N Q. S lm {� NCL ry ry 7 M s iL Q � L nu m o `D •� N `= o u E h c o 0 i W a v xPosi GC rx C h k u_ .°% 3 c c E E v N v D - 34 COUNCIL — DECEMBER 14, 2004 Delegation (c) Ewart, Karen From: Susan Walmer [swalmer@aci.on.ca] Sent: Tuesday, December 07, 2004 9:30 AM To: Ewart, Karen; gaertner4council@yahoo.com; darryl3@moores.ca; emole@sympatico.ca; klb_1977@yahoo.ca; marybelhil@earthlink.net; p.morris@aci.on.ca; robertcook2@sympatico.ca Cc: Somerville, Scott; Panizza, Bob; Clark, Carol Subject: Re: General Committee December 7, 2004 Karen Ewart, I am not familiar with the meeting protocol for General Committee. Is there an Open Forum section and is there still availability to request delegation status in regards to the Environmental Advisory Committee motion by Councillor Buck? I notice that this item is number ten. Due to other commitments, I am only available from 7-8 p.m. but since the EAC is on the agenda tonight, I would like to provide Council with a short update from the Regional Forum hosted by York Regional staff last week. Without knowing the content of Councillor Buck's motion, it would be premature to speak to it tonight therefore I officially request delegation status for a member of the EAC to speak at the next Council meeting on Dec 14, 2004. Perhaps Councillor Buck would consider graciously referring discussion on this motion until next week when the Chair of the EAC Councillor Morris is available. Thank you Susan Walmer Member EAC ----- Original Message ----- From: kewartt town_aurora_onca To: gaertner4council@yahoo com ; darryl3@moores.ca_ ; em 2le@sympatico.ca ; klb 1.9777a yahoo_,ca ; marybelhil@earttil_mk net ; p_morris@ac on ca ; robertcook2 a(�sympagco,ca ; swalmerr a_cL ca Cc: SSomerville(a Town.Aurora.ON.CA ; bpanizzana.town aurora on ca ; cclark(a).town aurora on ca Sent: Monday, December 06, 2004 3:07 PM Subject: General Committee December 7, 2004 As requested by Councillor Gaernter, I advise that General Committee will be reviewing the terms of reference for the Environmental Advisory Committee as requested by Councillor Buck at the November 23, 2004 Council meeting. I am attaching the terms of reference and the Council extract regarding this matter. > Karen Ewart > Administrative Co-ordinator/ > Deputy Clerk t 217/20n4 D - 35 COUNCIL — DECEMBER 14, 2004 Page 2 of > 100 John West Way, Box No. 1000 > Aurora, ON L4G 6J1 > Tel: (905)727-1375 Ext 4222 Fax: (905)726-4732 > www.kown aurora.o�i.ca<httn:/:/_/.www.towu.auror�a.on,ca> > We are a Character Community > Optimism Initiative Perseverance Respect Responsibility > Honesty Integrity Compassion Courage Inclusiveness Fairness > The information contained in this message is directed in confidence solely to the person(s) named above and may not be otherwise distributed, copied or disclosed. The message may contain information that is privileged, confidential and exempt from disclosure under the Municipal Freedom of Information and Protection and Privacy Act. If you have received this message in error, please notify the sender immediately advising of the error and delete the message without making a copy. Thank you. -----Original Message ----- From: wendy gaertner[mailto:gaertner4council@yahoo.com] Sent: Sunday, December 05, 2004 10:03 PM To: Ewart, Karen Subject: EAC Members Hi Karen, Would you please e mail a copy of Councillor Buck's motion on Tuesday's agenda to all members of the Environmental Advisory Committeee with the exception of David and Klaus. They will have to be notified by phone. They may want to attend the meeting and hear the discussion. Many thanks, Wendy Do you Yahoo!? Yahoo! Mail - now with 250MB free storage. Learn more. http_Hinfo_mail,:v ho .coni/mail_250 17P7 P)MA D - 36 Council Meeting COUNCIL - DECEMBER 14, 2004 Delegation (d) Panizza, Bob From: Bronskill, David [dbronskill@goodmans.cal Sent: Friday, December 10, 2004 8:52 AM To: Panizza, Bob Subject: Council Meeting Dear Sir: We are the solicitors for Lebovic Enterprises Inc. and Revlis Securities Ltd. Further to your telephone message on Thursday, December 9, we are writing on behalf of our clients to obtain deputant status for Tuesday's Council meeting. In particular, a representative of our client (Lloyd Cherniak) will be addressing the Proposed Strategy and Official Plan Amendment regarding the Town's proposed employment land retention strategy. We would appreciate confirmation of your receipt of this request. Thank you, David Bronskill Goodmans LLP Tel.: 416.697.4299 Fax: 416.979.1234 dbronskill@goodmans.ca The information in this e-mail and in any attachments is confidential and intended solely for the attention and use of the named addressee(s). This information may be subject to legal, professional or other privilege or may otherwise be protected by work product immunity or other legal rules. It must not be disclosed to any person without our authority. If you are not the intended recipient, or a person responsible for delivering it to the intended recipient, you are not authorised to and must not disclose, copy, distribute, or retain this message or any part of it. 12/10/2004 D - 37 COUNCIL — DECEMBER 14, 2004 AGENDA ITEM # i TOWN OF AURORA COUNCIL REPORT No. PW04-050 SUBJECT: Contract Award, Tender No. PW-2004-74 - The Maintenance and Emergency Responding to Sanitary Lift and Water Booster Stations within the Town of Aurora FROM: W. H. Jackson, Director of Public Works DATE: December 14, 2004 RECOMMENDATIONS THAT Tender No. PW-2004-74, "The Maintenance and Emergency Responding to Sanitary Lift and Water Booster Stations Within The Town ofAurora". be awarded to American Water Services Canada Corp.; THAT Council authorize the Mayor and Clerk to sign the attached Agreement to execute the subject contract, THAT the appropriate sewer charge surcharges to residents served by their respective Sanitary Lift Station be implemented as described in Report PW04-050; and THAT the appropriate draft By-law to implement the above noted sewer charge surcharges be tabled at a future meeting. BACKGROUND As part of the overall water distribution and wastewater collection system, the Town is responsible for the operation and maintenance of three sanitary pumping stations (SPS) and one water booster station (WBS) in the following locations: • Vandorf SPS, on the south side of Vandorf Sideroad, west of Bayview Avenue • Ballymore SPS, on the north side of St. John's Sideroad, west of Bayview Avenue • Temperance Street SPS, on the east side of Temperance Street, south of Tyler Street • Vandorf WBS, on the southeast corner of Industrial Pkwy. S and Vandorf Side Road The continuous round-the-clock monitoring of these stations is a vital component of our maintenance operation. Failure to respond to an emergency outage or mechanical problem at a SPS may lead to an environment contamination of adjacent waterways. As well, failure of a WBS will result in the disruption of fire protection for a particular area. Hence, the assurance of the mechanical soundness and readiness of these stations at all times will continue to be a long term maintenance requirement and municipal responsibility. —1— COUNCIL — DECEMBER 14, 2004 December 14, 2004 .2- Report No. PW04-050 COMMENTS There are two aspects of this matter which require attention. The first is the awarding of the maintenance tender and the second is the collection of the operation, maintenance and replacement costs from the benefiting landowners for the SPS. 1. Maintenance Contract The current contract with American Water Services Canada Corp. (formerly known as Azurix North America Corp.) for the maintenance and emergency response to our SPS & WBS expires on December 31, 2004. A new 3-year contract was tendered on November 10, 2004 and on November 24th, 2004 the Tender Opening Committee opened two tenders with the following prices: Bidder Total Bid Price (No GST) 1. American Water Services Canada Corp. $50,075.00 2. 1428691 Ontario LTD o/a QRS. $51,650.00 The tenderwas issued by the Town's Treasury Department and advertised according to the requirements of the Town's standard purchasing procedures. Both submitted tenders met all the requirements for the project. Together with the costs, the submissions were evaluated on various criteria to establish the Contractor's experience, knowledge and acceptability. It is noted that the prices quoted above by American Water Services Canada Corp. arejust slightly more than 2% higherthan the lowest prices quoted in November 2000. In addition to the existing facilities owned and operated by the Town, we expect to assume ownership of two additional facilities during the life of the new contract. Should this occur, unit prices for their maintenance will be as per the tender for similar stations. 2. Owner Charges for Operation and Maintenance of SPS Under Town policy the costs to operate and maintain the SPS are assumed by the benefiting property owners. This arrangement has been included in past Subdivision and Site Plan Agreements for the various developments that are served by these stations (the Ballymore, Bayview/Vandorf Subdivisions, Stonebridge and Diamond/Wycliffe developments) and will also be included in any future developments in these circumstances. It is noted that the one exception to this policy is the Temperance SPS. This small SPS was installed as part of the reconstruction of Temperance Street in 1999, and replaces a siphon that carried sewage under the Tannery Creek. This siphon was replaced with a SPS because the siphon did not function properly due to the very small flows in the sewer line. —2— COUNCIL — DECEMBER 14, 2004 December 14, 2004 -3- Report No. PW04-050 This SPS station was constructed forthe Town's purposes to serve the Town in general and accordingly, the cost of operating and maintaining the station is included in the Public Works Department budget. Based on the tender presented with this report, the yearly operational, maintenance and replacement costs forthe two current resident funded/supported stations are $17,000 each. Based on the above total costs, Table No. 1 details the monthly charge per unit that would be required to coverthe operational, maintenance and replacement costs of each respective pumping station. Table No. 9 Monthly Charges Required to Cover Sanitary Pumping Station Operational, Maintenance and Replacement Costs Station Developments Served Units Monthly Char a/Unit Ballymore Ballymore subdivision 165 $8.58* Bayview/Vandorf Bayview/Vandorf subdivision, 52 Monkman Court (incl. Stonebridge Site Plan) 99 Diamond/Wycliffe Site Plan 109 Total Units Served 260 $5.49* m Present charge is $22.51) every 3 months or $7.50 per month FINANCIAL IMPLICATIONS Current Year The contracted operational and maintenance costs forthe Vandorf WBS total approximately $15,000.00 per year exclusive of hydro costs which add another $ 8,000.00 per year to the cost. It is noted, however, that the hydro costs are estimated to be approximately 80% lower in 2005 because of the water pressure district realignment work undertaken during the Henderson Drive reconstruction project. All of these costs are funded by the general sewer and water account. The estimated contractor cost for the Temperance Street SPS is $12,733.00 per year and is funded by the general sewer and water account. The operational, maintenance and replacement costs for the remaining two SPS's are covered by the benefiting residents. The residents in the Ballymore development will be assessed a monthly charge of $8.58 and the residents in the Bayview/Vandorf service area will be assessed a monthly charge of $5.49. —3— COUNCIL — DECEMBER 14, 2004 December 14, 2004 - 4 - Report No. PW04-050 Future Years Any future stations that may be assumed will be added to this contract and a similarformula of charges to the property owners will be implemented CONCLUSIONS A tender has been issued for the maintenance and emergency response of the Town's Sanitary Pumping Stations and Water Pumping Station. The lowest bidder is American Water Services Canada Corp. who have had this contract for the last three years and who have provided excellent service over that time. A monthly charge (which is added to the sewage charge) has been calculated forthose units that benefit from the Ballymore and Bayview/Vandorf sanitary pumping stations. ATTACHMENT • Appendix "A" - Form of Agreement for Maintenance and Emergency Responding to Sanitary and Water Pumping Station Contract PRE -SUBMISSION REVIEW Management Team Meeting — December 6, 2004. Prepared by: Erwin Molnar, Operations Technician, ext. 3441 W. H. Jaakg7dn Director of Public Works —4— COUNCIL - DECEMBER 14, 2004 APPENDIX "A" PART 3 FORM OF AGREEMENT THE CORPORATION OF THE TOWN OF AURORA PUBLIC WORKS DEPARTMENT TENDER NO. P.W. 2004-74 THIS AGREEMENT made (in triplicate) this day of AD 2004 BETWEEN: The Corporation of the Town of Aurora hereinafter called the "OWNER" of the First Part A I and hereinafter called the "CONTRACTOR" of the Second Part WHEREAS the Tender of the Contractor respecting the construction work, hereinafter referred to and described, as accepted by the Owner on the day of 2004 . THEREFORE THIS AGREEMENT WITNESSETH that in consideration of the premises and the covenants hereinafter contained, the Parties hereto agree as follows: 1. The Contractor hereby covenants and agrees to provide and supply at the Contractor's own expense, all and every kind of labour, appliances, equipment, and materials for, and to undertake and complete in strict accordance with this Tender Document dated November 24, 2004 prepared for the Town of Aurora Public Works Department, all of which said Documents are annexed hereto and form part of this agreement to the same extent as if fully embodied herein at and for the price or sum of $ 60) 0 1'T , as (Parts A to E of the Form of Tender) 2. The Contractor further covenants and agrees to undertake and perform the said work in a proper work like manner under the supervision and direction and to the complete satisfaction of the Owner within the period of time specified in the Form of Tender. 3. The Contractor further covenants and agrees that the Contractor will at all times, indemnify and save harmless the Owner, the Owners officers, servants, and agents from and against all loss or damage, and from and against all actions, suits, claims and demands whatsoever which may be made or brought against the Owner, the Owners officers, servants, and agents by reason or in consequence of the execution and performance or maintenance of the said work by the Contractor, the Contractor's servants, agents or employees. -9- COUNCIL - DECEMBER 14, 2004 Tender PW-2004-74 FORM OF AGREEMENT (Cont'd) 4. The Contractor further covenants and agrees to furnish in accordance with the above specification, a Performance Bond in an amount equivalent to 100% of the contract price for the duration of the contract, renewed annually and approved by the Owner's Solicitor, guaranteeing the faithful performance of the said work, in accordance with the terms of this Agreement. 5. The Owner hereby covenants and agrees that if the said work shall be duly and properly executed and materials provided as aforesaid and if the Contractor shall carry out, perform and observe all of the requirements and conditions of this agreement, the Owner will pay the ,Contractor the contract price herein set forth in the Contractor's Tender, such payment or payments to be made in accordance with the provisions of the General Conditions of the Contract referred to above. 6. This agreement and everything herein contained shall ensure to the benefit of and be binding upon the Parties hereto, their successors and assigns, respectively. 7. All communications in writing between the parties or between them and the Engineer shall be deemed to have been received by the addressee if delivered to the Individual or to a member of the firm or to an officer of the Corporation for whom they are intended or if sent by post, telegram or facsimile addressed as follows: THE OWNER: CORPORATION OF THE TOWN OF AURORA 100 John West Way P.O. Box 1000 Aurora, Ontario L4G 6,11 FAX: 905-841-7119 THE CONTRACTOR: 0,476g-SeuiC:&n m,-e-zv,j an/ c R% '7W j ° y05- Sal i-78g FAX: 9v5- s'z/ I? IN WITNESS WHEREOF the parties hereto have hereunto affixed their corporate seals duly attested by the hands of their proper officers in that behalf respectively. CONTRACTOR OWNER Mayor, T. Jones Clerk, Bob Panizza, A.M.C.T. M COUNCIL — DECEMBER 14, 2004 AGENDA ITEM ;2, TOWN OF AURORA COUNCIL REPORT No. LSO4-064 SUBJECT: Proposed Expansion of Front Canopy at the New Seniors Centre FROM: Allan D. Downey, Director of Leisure Services DATE: December 14, 2004 RECOMMENDATIONS THAT Council examine and determine the feasibility of expanding the dimensions of the front canopy at the new Seniors Centre. BACKGROUND The existing dimensions for the front canopy at the new Seniors Centre does not provide overhead coverage for vehicles dropping -off patrons at the front door of the centre. A request was made by Council at their meeting No. 04-33 held on October 26, 2004 for staff to work with the Architect to investigate the feasibility of slightly amending the design to allow for the extension of the canopy at the main entrance to provide shelter for cars as they pull up to the front and that staff report back to Council. COMMENTS To provide this type of coverage the total dimensions of the front canopy must be increased to a length of 14 metres, a width of 6 metres and height of 6 metres. The length must be increased to extend from the front doorto the driveway and the height of the canopy must be increased to account for emergency vehicles parking at the front of the building in the emergency vehicle access route. Staff have requested the Architect for the Seniors Centre prepare a sketch of the proposed canopy and submit this sketch to the General Contractor for the facility to obtain an estimated cost of the works. Staff have attached both the sketch including elevations and the cost estimate for the proposed canopy for Council review. The General Contractor has estimated the cost at $120,000.00. OPTIONS 1. Council may recommend that the existing canopy remain as is within the Contract. 2. Council may recommend that the existing canopy be extended to the edge of the parking lot as outlined in alternative pricing during the Award of Tender, increasing the Tender amount by $38,000.00. ..../2 —7— COUNCIL — DECEMBER 14, 2004 December 14, 2004 -2. Report No. LSO4-064 FINANCIAL IMPLICATIONS The Financial impact is dependent upon the option selected by Council. 1. No Extension - no additional financial impact 2. Extend Canopy to Curb - additional $38,000.00 to Contract value 3. Extend Canopy beyond Curb - additional $120,000.00 to Contract value The present Contract value is $2,441,000 which is $405,000 below the approved Budget. CONCLUSIONS Consideration should be given to the degree of use of the extended canopy bythe seniors. Based on the present use of the existing Seniors Centre a small percentage of the seniors are dropped off. Most drive themselves to the facility, or take public transit. In both cases the canopy would provide no benefit in sheltering the visitors to the Centre. LINK TO STRATEGIC PLAN Goal "A" speaks to maintaining a well managed and fiscally responsible municipality. r 1�i��Cl3 m 1171 Wk K 1. Proposed Canopy Expansion Diagram (top view). 2. Proposed Canopy Expansion Diagram (front elevation). 3. Proposed Canopy Expansion Diagram (side elevation). 4. Copy of recommendation from Minutes of Meeting No. 04-33 held Oct. 26, 2004. 5. Cost estimate from Rutherford Contracting Ltd., December 1, 2004. PRE -SUBMISSION REVIEW Scott Somerville, C.A.O. Review, Friday, December 19, 2004. Prepared by. Aaron Karmazyn, Manager of Facilities/Property, Extension 4323 ALLAN D. DOWNE Director of Leisure Services Fax:4165950823 CQUNCIL - DECEMBER 14, 2004 Dec. 3 2004 12:34 P. 02 men COUNCIL — DECEMBER 14, ax2�054950823 Dec 3 2004 12:35 P.03 I *It -10- Fax:4165950823 Dec 3 2004 12:35 COUNCIL — DECEMBER 14, 2004 P. 04 IN 9 t i COUNCIL - DECEMBCddA A,Mee' 641o.04-33 Tuesday, October 26, 2004 Page 5 of 13 Moved by Councillor West Seconded by Councillor Kean THAT Item 10 be brought forward for consideration at this time. CARRIED % LS04-055 — Award of Tender for Construction of New Seniors' Centre Moved by Councillor West Seconded by Councillor Kean THAT Council award Tender LS2004-67 for the construction of the new Seniors' Centre to Rutherford Contracting Ltd. in the amount of $2,370,000 excluding G.S.T. CARRIED Moved by Councillor Kean Seconded by Councillor Morris THAT Council recommend that an additional amount of $3,000 be provided for the provision of a gas fireplace instead of electric. CARRIED Moved by Councillor Kean Seconded by Councillor Buck THAT Council recommend that an additional amount of $13,000 be provided for the provision of vinyl wall covering. CARRIED Moved by Councillor Kean Seconded by Councillor West THAT the additional amount of $10,000 for the corian counter covering not be approved. CARRIED Moved by Councillor West Seconded by Councillor Vrancic THAT Council recommend that an additional amount of $55,000 be provided for the provision of an extended south deck. CARRIED Moved by Councillor West Seconded by Councillor Morris THAT staff work with the architect to investigate the feasibility of slightly amending the design to allow for the extension of the canopy at the main entrance to provide shelter for cars as they pull up to the front; and THAT the director of Leisure Services report back on this matter. -12- Fax:4165950823 COUNCIL — DECEMBER 14, 2004 Dec 1 2004 12:11 P.01 WOA rlrong Oregersen ARCHITECTS INCORPORATED Facsimile To: Mr. Allan Downey Director of Leisure Services Town of Aurora 50 John West Way Aurora ON L4G 15.11 Tet> 905-726-4752 DATE: December 1, 2004 PROJECT No: Aurora Seniors Centre 23139 (3139) We are forwarding the following material: © by fax M 905-726-4734 Pages: 2 including this cover ❑ originals will be sent by mail ❑ by mall by courier ❑ by hand delivery ❑ by printers ❑ pickup Quantity Ref. No. 1 page Remarks Description From the desk of.. Leonard Dlsenhouse WGAWong Gregersen Architectslnc. 240 Richmond Street West, Suite 401 Toronto, Ontada M5V 1 V6 Tel: 4165955955X206 Emall: lendlsen house@wgaa rchitects.com ❑ for your file ❑ for your approval ❑ for your information W for review and comments ❑ for your action ❑ for your distribution ❑ as requested Budget price for extended canopy Distribution: Q Allan Downey 905-726-4734 Q Grey -Noble Associates 1-906-898-4787 ❑ Hamann Engineering 416-391-0608 ❑ R.M. Montgomery Engineering Inc. 1-519-767-1361 ❑ Shaheen & Peaker Limited 1-905-898-7421 ❑ Rutherford Contracting Limited 905-868-9445 C:V q�e[b�RJ188AulaldlCgnhpClpAminhY2Wn�fluMMnN�L.yS^ Fnne LMne,�Ol�etM'OO.Nc —13— COUNCIL - DECEMBER 14ax:�ffl.823 �' h illC 41b�y5LRS1J Dec 1 2004 12:11 nuV Xh Z! 4 A(-• V P. 02 VGA l4'nn4 01090eam1 9RCMTECTS MCOAPORATED Facsimile TO: 61air Chalmers Rutherford Cantractin5 Ltd. 27 Gardico Drive Gormley ON LOH 1GO Tel.-9o�-088n9444 DATE: November 29, 2fiO4 PPOJECT Aurora Seniors' Centre No: 231.59 01351 We are forwarding the following material: a bV fax # 995-085-M5 Panes: 4 includinel This cover ❑ originals will be sent by maid p by mail lz by o0prier ❑ by hand deliVery rJ by printers Quantity Ref. No. Description 3 sketches Edended Canopy From. om itesk of — Leonard Gisenhouse 4V0AWipna Grego", Archlt'dalfte. 240 txlenmmcd Streok Worst. B!if� ss1 Torcnty, gna,)a RM We TAI: 414Se59995kB08 Fix: 4163B5 0323 Emalft IanAlaeehw9b®!vgasrahascla.oam ❑ foryourIlle, ❑ for your ttpproVal EJ for your information ® for review and oummonts Q for your action ❑ for your distribution ❑ as requested Remarks addc`E+rKd Please provide an akofne" budget price for the eXtended canopy as per akWohed Sketches. Agz / l/6 -- 'u GvsT /�Q_ ado. 7A6. 45 L WTIM�GiIaG fluorlHHMi G N^'^'�'�,bn • Avnplp Vee1g0.A�nMcn?v x umadw Tooln 0N11;)vnNO3 L231` lis7Fm-lx B6ro68MOU YVJ 9fi:GT VOUg"TG/ZT ----------------------------------- COUNCIL — DECEMBER 14, 2004 LAGENDA9TEM #3 TOWN OF AURORA P_ COUNCIL REPORT No. LSO4-065 SUBJECT: Naming Rights — New Recreation Complex and Seniors Centre FROM: Allan D. Downey, Director of Leisure Services DATE: December 14, 2004 RECOMMENDATIONS THAT Council provide direction with regards to the naming rights for the new Recreation Complex and the new Seniors Centre. BACKGROUND At the November 23, 2004 Council meeting, the following motion was approved. LSO4-059 — Aurora Seniors Association — Naming Rights Moved by Councillor Vrancic Seconded by Councillor Kean THAT Council receive report LSO4-59 as information; and THAT staff engage in discussions with the representatives of the fundraising committees for the new Recreation Complex and the Seniors' Centre, in order to clarify the issue of naming rights within their terms of reference, and report back to Council on this matter in December. This motion was as a result of a request by the Seniors Fundraising Committee to obtain the naming rights for the new Seniors Centre as part of their fundraising campaign. They had requested that the same process that had been previously approved by Council on September 14, 2004 forthe new Recreation Complex Fundraising Committee be adopted. COMMENTS Staff held a meeting with representatives of both the Recreation Complex and Seniors Fundraising Committee's. In attendance were: // Reg Chappell, Aurora Swim Club 0 Nancy Black, Master Ducks Swim Club // Sandy Donadio, Girls Hockey Stephen Thomas, Aurora Skating Cub 0 Charles Sequira, Aurora Seniors Association // Flo Murray, Director of Fundraising Aurora Seniors 0 Kim Hinder, Seniors Coordinator // Lisa Wauchope, Co -Chair Fundraising Executive Committee 0 Carol Chappell, Chair, Fundraising Executive Committee Allan D. Downey, Director of Leisure Services —15— .../2 COUNCIL - DECEMBER 14, 2004 December 14, 2004 - 2 - Report No. LSO4-065 Staff outlined the purpose of the meeting, then requested feedback from the Committee members in order to prepare a response to Council as requested. The Members of the Committee came to a consensus as follows on the issue of naming rights: 1. Naming rights are an integral part of the fundraising campaign and have a value associated with them. 2. Naming rights can be identified separately, from the naming of the facility to the naming of components within the facility. 3. The Recreation Complex Committee do not agree with separating the naming rights between the overall facility name and components therein, however the Seniors Centre Committee have no objection to the separation of the two. 4. The fundraising groups agree that any transfer of naming rights from the Committee should have a direct impact in reducing the fundraising targets or requirements of the respective groups. FINANCIAL IMPLICATIONS The financial impact on both facilities should be zero if Council agrees with Item #4 of the report. If Item #4 is not accepted the financial impact will be dependent upon the value of naming rights for the facilities. CONCLUSIONS The groups have requested that they make delegation to Council regarding this issue and that naming rights have a value, as well as form an integral part of their proposed fundraising campaign. ATTACHMENTS Copy of Extract from Council Meeting No. 04-35, held on November 23, 2004. PRE -SUBMISSION REVIEW Scott Somerville, C.A.O. Review, Friday, December 19, 2004. Prepared by. Allan Downey, Director of Leisure Services, Extension 4752 0— "`- ALLAN D. DOWN Director of Leisure Services -16- COUNCIL — DECEMBER 14, 2004 , am f,, "r oa TOWN OF AURORA EXTRACT FROM COUNCIL MEETING 04- 35 HELD ON TUESDAY, NOVEMBER 23, 2004 VIII 3. CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION LSO4-59 — Aurora Seniors Association — Naming Rights Moved by Councillor Vrancic Seconded by Councillor Kean THAT Council receive report LSO4-59 as information; and THAT staff engage in discussions with the representatives of the fund raising committees for the new Recreation Complex and the Seniors' Centre, in order to clarify the issue of naming rights within their terms of reference, and report back to Council on this matter in December. CARRIED CORRESPONDENCE SENT BY:. ACTION DEPT.: Leisure INFO DEPT.: CAO, Legal, Pending —17— COUNCIL — DECEMBER 14, 2004 AGENDA ITEM TOWN OF AURORA COUNCIL REPORT No. LSO4-066 SUBJECT: Foundation for Gymnasium at the New Recreation Complex FROM: Allan D. Downey, Director of Leisure Services DATE: December 14, 2004 RECOMMENDATIONS THAT Council not consider the installation of a proposed gymnasium foundation; and THAT staff report back to Council on the estimated cost, timing, location and needs analysis for a gymnasium as part of the 2006 Budget. BACKGROUND At the October 14, 2004 Leisure Services Advisory Committee meeting and subsequently approved by Council on October 26, 2004 the following motion was approved. THAT staff investigate the feasibility and associated costs pertaining to the option of pouring an additional concrete foundation to serve as a Gymnasium at a later date. During the early stages of design development for the new Recreation Complex a gymnasium was part of the facility program. Staff were directed by Council not to include a gymnasium at this time, however the design of the facility must give consideration to the future expansion of the Complex to include a gymnasium. COMMENTS The issue of the installation of a gymnasium foundation now with anticipated construction of the remainder of the gymnasium in the future was presented at a Recreation Complex Building Committee meeting. Staff requested that the Architect for the facility present a cost estimate for the design of the facility in order to determine the requirements for the foundation of the proposed gymnasium. The Architect was also requested to determine a generic design of the foundation and present it to the General Contractor, in orderto obtain an estimated cost of construction. In addition, staff requested that the Project Manager for the Recreation Complex provide their opinion on the proposal and submit a recommendation. Staff were also directed to prepare a report on the proposed usage of a gymnasium. ....12 a" COUNCIL — DECEMBER 14, 2004 December 14, 2004 .2- Report No. LSO4-066 All documents are attached to this report for Council review. The estimated cost of the foundation is $325,000 plus G.S.T. and an additional $84,021.75 in design fees from the Architect. The Project Managers (MHPM) state in their letter of November 30, 2004 that `the risk potential is greater than the current and future benefits gained by proceeding and therefore would recommend that the gymnasium foundation feasibility not be pursued further". Although staff have indicated a need for a gymnasium, the placement of a foundation does not satisfy our immediate needs without a firm commitment towards completion of the facility in the future. OPTIONS Council may recommend that the foundation and associated design proceed at an estimated cost of $409,021.95. FINANCIAL IMPLICATIONS The present Contract amount is $1,630,000 below budget which would provide sufficient funding for the foundation if desired by Council. CONCLUSIONS The foundation installation is not attached to a commitment from Council for the construction of a gymnasium in the future. The costs indicated within this report does not represent a competitive Tender cost and is subject to automatic Contractor Administrative increases. Staff recommend that a report be prepared in the future for Council consideration as part of the 2006 Budget process, that would outline the need, timing, location and estimated cost of constructing a gymnasium. ATTACHMENTS 1. Extract from Council Meeting 04-33 held Tuesday, October 26, 2004. 2. Letter from MHPM, Gymnasium Addition Feasibility, dated November 30, 2004. 3. Letter from NORR dated December 2, 2004. 4. Fax Memorandum from Bondfield Construction, dated December 3, 2004. 5. Information Report to the Director, Gymansium Usage — New Recreation Complex. PRE -SUBMISSION REVIEW Scott Somerville, C.A.O. Review, Friday, December 10, 2004. Prepared by; Allan Downey, Director of Leisure Services, Extension 4752 ALLAN D. DOWNE Director of Leisure Services —19— COUNCIL — DECEMBER 14, 2004 ��O�f der °�d TOWN OF AURORA reF�IC H EXTRACT FROM COUNCIL MEETING 04-33 HELD ON TUESDAY, OCTOBER 26, 2004 4. LSAC04-05 - October 14, 2004 Leisure Services Advisory Committee Meeting Moved by Councillor Kean Seconded by Councillor Vrancic 1. THAT the Committee Record of the Leisure Services Advisory Committee Meeting, held on October 14, 2004, be received for information; and 2. The Welch Family Re: Request for Memorial Tree in Elizabeth Hader Park THAT the matter be referred to staff to draft a policy for planting memorial trees within the Town; and THAT a letter be provided to the Welch family, indicating that the Leisure Services Advisory Committee is currently addressing their request and that the family will be promptly advised of any developments. 3. List of Programs — Pricing Policy THAT Item 13 — Community Centre Auditorium and Item 14 — Victoria Hall, be removed from the list of programs requiring a detailed costing analysis and be considered at a future date under rental fees; and THAT the list of programs requiring a detailed costing analysis be approved, with the deletion of Items 13 and 14. 4. Report LSO4-047 — Draft Costing Model - Pricing Policy THAT report LSO4-047 — Draft Costing Model — be received and the recommendations of the report be approved. 5. Other Business By Members THAT Council review the option of constructing a foundation now at the new Recreation Complex, and burying it for a gymnasium in the future. ...2 —20— COUNCIL — DECEMBER 14, 2004 -2- AMENDMENT: Upon the question of the adoption of the resolution, it was: Moved by Councillor Vrancic Seconded by Councillor Kean THAT staff investigate the feasibility and associated costs pertaining to the option of pouring an additional concrete foundation to serve as a Gymnasium at a later date. CARRIED The main motion was CARRIED AS AMENDED CORRESPONDENCE SENT BY.. ACTION DEPT.: Leisure Svs. INFO DEPT.: CAO, Treasury, File, Library, PENDING —21— COUNCIL — DECEMBER 14, 2004 November 30, 2004 Mr. Allan Downey, Director of Leisure Services The Corporation of the Town of Aurora 100 John West Way Aurora, Ontario L4G 6J1 Dear Mr. Downey, Re: New Recreation Complex Gymnasium Addition Feasibility As requested by the Town of Aurora Leisure Services Committee, MHPM Project Managers Inc. have reviewed the proposed strategy for pre -planning and implementing foundations for a future gymnasium at the New Recreation Complex location. The following describes our experience and key points to be considered, along with the identified risks before authority to proceed is directed. It is understood that consideration is being given to incorporating this work into the current contract with Bondfield Construction in part due to the overall project tracking under budget. Furthermore, the Town is investigating this option owing to the anticipated community need for a gymnasium component requirement at this facility sometime in the near future. Pre -Planning In order to effectively and accurately incorporate the required foundation support for a future gymnasium, it is imperative that a detailed program of requirements be confirmed and provided to the design consultants for engineering. Accurate load calculations, locations and elevations of footings and sub drainage are all calculated details that can only be properly engineered if the size and use of the building area is determined, confirmed and approved. MHPM understands that the Leisure Services Department has provided this as part of the report and that a copy is with the project architect so an estimate of additional design fee and building cost can be quantified. Please see attached report dated December 03, 2004 from NORR Architects & Engineers Ltd. —22— COUNCIL — DECEMBER 14, 2004 -z- It is important to note that from our experience working with a variety of clients including Mimicipalities, an identified program at this time is at risk of being amended and or significantly modified in the future. If changes are required at a later date when the time comes to build the gymnasium, this could render the pre -planned foundation considerably, if not completely obsolete. A commitment to the desired program will need to be made along with a timeframe for the future building of the gymnasium, so the risk of changes and subsequent construction revisions is mitigated. Project Schedule The desired location of the future gymnasium (adjacent to the pool, south of the ice pads) is beneficial to lessening the impact of construction currently underway and scheduled through to substantial performance in 2005. However, this is not part of the original contract and therefore will have some schedule implications. MHPM believes that if authority to proceed with this additional work were provided prior to December 31, 2004, the impact to the completion of the ice pads would not extend their current substantial performance of August 15, 2005. However, this could delay the substantial performance date of the aquatic facility by as much as four weeks. The impact is determined by the foundation concrete and forming work having to be executed in winter months, as well as just the additional scope being added to an already aggressive construction schedule. Project Costs Understanding the Town is giving consideration to this possible additional work in part because of the current projection that the project will be completed under budget, it is also important to understand the risk associated with the contractual obligations. Firstly, the Ministry of Labour mandates that for any construction site the liability of what occurs on that site is the responsibility of the constructor. There can be only one constructor identified. This Ministry by-law restricts the Town from getting any other contractor other than Bondfield Construction to undertake additional work while the new facility is under construction, unless the Town assumes the liability of being the constructor. For this reason, MHPM strongly advises this not be pursued with any contractor other than Bondfield. Now that it is determined that Bondfield Construction is the least risk route to complete the foundation work for the future gymnasium, it must be understood that they will only use the trades currently contracted and in essence, eliminate a competitive environment for pricing this scope of work. It should also be noted that as per the terms of their contract, the Town is obligated to pay the contractor 10% overhead and administration on any approved changes to the contract. NIEMEN: ::HPM:: COUNCIL — DECEMBER 14, 2004 -3- Finally and in parallel with the aforementioned risks, the public tender opening for this project afforded the low bidder Bondfield Construction full disclosure of where their bid stood in comparison to the other bidders. Although this process was understood and effective for receiving tenders on this project, our experience has shown that it does not promote fair and reasonable pricing especially on significant client authorized changes to the contract. Conclusion The addition of foundations and structure for a future gymnasium is a worthwhile effort and would be beneficial to the future completion of the gym building from a schedule and operational perspective. Once the Recreation Complex has been completed future additions will always impact the day-to-day operating and use by the community. However, the risks outlined are significant and require careful consideration that needs to be fully understood should the Town aspire to proceed with adding this to the project scope. In our experience the risk potential is greater than the current and future benefits gained by proceeding and therefore would recommend that the gymnasium foundation feasibility not be pursued further. Yours truly, Gary D Stanhope Senior Project Manager 81186-3327 —24— COUNCIL - DECEMBER 14, 2004 mi NORR, MA NORR Limited, Architects & Engineers in association with MacLennan launkalns Miller, Architects December 2, 2004 Mr. Allan Downey Director of Leisure Services Town of Aurora 100 John west Way Aurora ON L4G 6J1 Regarding: Aurora Recreation Centre Extra Services for Addition of Gymnasium Foundations to Current Scope of Work Dear Sir: As discussed at our last project meeting on November 16, 2004, we are providing you with a proposal of fees for the consulting services required to develop the design and technical information adequate for the construction of the foundations to accommodate a future gymnasium. To determine the fees for these services we have assumed a gymnasium foot print as originally drawn on our schematic plans of 75 ft x 155 ft with an area of 11,540 sf, including a double gymnasium plus an additional half gym, storage of 600 sf and seating for 150 persons. To adequately design the foundations, the building structure and roof loading must be determined, including live loads, mechanical loads, wind loads, etc. The design and technical information required to permit the construction of the foundations must be submitted to the building department for approvals and be in conformity with the building code. The drawings must therefore be essentially complete enough for a tender and for issuance for a building permit. 'The fees to complete the drawings and information as described above to allow the construction of the foundations would be based on a percentage of the construction cost as per our RAIC Document 6 Agreement for additional services in excess of the approved project scope. Assumed cost of construction: $'150/sfx 11,540sf plus GST $1,745,000.00 $122,150.00 $1,867,150.00 6% of cost of construction for additional services $112,029.00 75% of consulting scope of services to complete drawings to allow $84,021.75 construction of foundation NORF Limited, Architects & Engineers MacLennan launkalns Mille,. Architects 350 61oor Street East, Suite 101 roronto, ON M4W 3S6 19 Duncan Street, Suite 202 roronto, ON MSH 3111 T 416 929 0200 F 416 929 3635 W norriirniled.com r 416 593 6796 F 416 593 0212 W mlrnarchitects rom -25- COUNCIL - DECEMBER 14, 2004 -2- The fees required to develop the design and permit the construction of the foundations would be $84,021.75 plus GST and plus reimbursable expenses associated with the delivery of those services. Should the actual work proceed, a portion of the remaining 25% of the fees would be required for the contract administration for the work associated with the foundations. The final fees for the required services would be adjusted to reflect the actual costs of construction and the proportion of services delivered. I hope that this proposal responds adequately to your needs at this time. Should you need any further information or clarifications, please do not hesitate to call. Paquette, OA , OAQ, MAA, MRAIC I, Sports and Entertainment c: Gary Stanhope, MHPM John MacLennan, MJM JAI'/sjg L:\032R)\200-RFQN1\211-CCOI2\A1 -1.120204aAU,doc p 0RR M 4 1 Y V 11 f'4 A -26- vE`Cb"tTL 11'IECEMBER 14, 2004 P.01/01 BO-1 , dfleld DONDFIELD CONSTRUCT)ON COMPANY LIMITED 407 BASALTIC ROAD, CONCORD, ONTARIO L4K 4W8 I TEL (418)867.8422 • FAX (41e)867-8402 To: Albert Paquette Company: NORR Ltd. Architects &s 13nginecrs Fax #; 416-929-3635 Project; Aurora Recreatioltcomplex Fax Memo #25 Date: Friday, becember 3, 2004 From: Sohn Aiello, M.Eng. Pages: I, including this cover sheet Subject: Gym Foundation Estimate ^i,. t;:,i 1".. 1l.;;i.& !l ',3an,•. ..All �.r\.r, P.tl;l � ! .. ',ia4 F',ILaL'J'n1Y `L 41f G;. �SGii!'i4r.r.i4v"ail, �ft.l': I".:\(.1%'i"f .Fry ^tJ).. JwY'1,1, :..t•;ri.Ai'dr Comments: As requested, we estimated the cost for the gym foundation walls at the above noted project as follows This priced is based on the sketch provided by NORR on November 23, 2004, and the following conditions. The perimeter foundation wall length is 70 on, and as per detail F1.6 on S4-B 1-01. We estimated the USF is 271.8111, however, ground conditions may vary to what we experienced to date sotbis may effect the elevation and oonstruotion methods. The Ordy structural element is theperimeter foundation wall. Other structural requirements wouldbe additional. Regrading around the gym foundation walls will be additional as we don't know the extent of the regrading. We don't know when the scheduling of this would occur, so timing may be a factor and effect the price. Our estimate is $325,000.00 (GST extra). CC: Gary Stanhope / Janet Mahood, MRPM 1-905-639-2810 i° O F1 Lir,"ted uQ e P 1 P 0 3 2004 j , *ndeld Construction Company Limited -27- TOTAL N.01 COUNCIL — DECEMBER 14, 2004 TOWN OF AURORA INFORMATION REPORT TO THE DIRECTOR SUBJECT: Gymnasium Usage —New Recreation Complex FROM: Melodie McKay, Manager of Programs and Community Development DATE: December 10, 2004 BACKGROUND In 2002, Leisure Services staff began to implement a variety of new department operated program opportunities for Aurora residents. The success of these new programs and the community need to provide even more opportunities necessitated an arrangement with the York Board of Education for the use of a number of their school gymnasiums. Also in 2002, the Youth Action Committee conducted an extensive survey to identify some priority needs for local youth. A total of 4,000 surveys were circulated to all of the area schools, with 3,114 surveys returned. A number of youth facilities were also visited at this time. The completed analysis resulted in a report from the Youth Action Committee which determined that any future "Aurora Youth Centre should contain at least a double gym with high ceilings". The report also provided an option of having the "Centre co -exist within a large multi -purpose recreational facility with specific activity and program space allocated for youth at all times or at some designated times of the day and week." At a Public Open House Meeting in September 2003, feedback was obtained from local residents indicating their desire to see some space allocated for a gymnasium in any potential, new facility that was to be constructed. When discussions continued in the fall of 2003 about a new Recreation Complex and what components would be feasible additions to the design, staff recommended the inclusion of a double gymnasium. Staff feel that a gym could serve a variety of different purposes if included as part of this new building. COMMENTS Re -location of Pre-school Programs The inclusion of a double gymnasium would compliment the existing pre-school programs that are to be re -located to this new facility. While the pre-school and toddler rooms would provide an ideal setting for our fine motor, creative programming opportunities, the gymnasium would act as the most appropriate location for our gross motor pre-school programs currently located in other facilities. These would include such programs as "Playball", "Sportplay", "Gymnastics", "Ball Hockey" and "Soccer Skills". ..../2 C" COUNCIL - DECEMBER 14, 2004 December 10, 2004 - 2 - Information Report to the Director Fitness Opportunities In 2002, staff began to expand specialty fitness classes (Yoga, Pilates, and Nia) to satellite locations around Town in an attempt to offer more variety, better times and more convenient locations. This resulted in a substantial increase in participation in our pre- registered fitness specialty classes and an increase in revenue for this division. Currently there are no fitness program opportunities offered in Town east of the Leisure Complex. With substantial growth being experienced in this area of Aurora, staff feel that having the gymnasium would allow for us to expand our fitness programming opportunities even further. Re -location of Summer Sports Camp Currently our very popular "Super Sportacular Camp" operates for an average of 8 weeks during the summer months out of the gymnasium at Aurora High School. Having a gymnasium as part of the new Recreation Complex would provide staff with the ability to potentially re -locate the sports camp, thus saving an average of $3,000.00 per summer in school permit fees. Youth & Children's Programming Similarly, most of the department operated youth and children's drop -in activities and pre- registered sports programs operate out of gymnasiums at local schools around town. Currently, staff utilize approximately 26 hours perweek in these school gyms. The majority of these programs would re -locate to the new facility at an approximate savings of $12,000.00 annually. Development of New Programs Not only will new program space allow for the expansion of existing programs, but it will also permit the development and implementation of many new program opportunities. Programs such as "Men's Gym Club", "Recreational Badminton", "Recreational Volleyball", "Instructional Ball/Floor Hockey", "Video Dance Parties" are just a few ideas of new initiatives that could be implemented. Swim Club — Training Currently the Swim Club uses the pool at the Leisure Complex and takes advantage of the Fitness Centre by pre -arranging specific times for their "dry land" conditioning. Once the new Recreation Complex is open, the Swim Club has requested to re -locate to the 8 lane pool. A gymnasium at the new facility will conveniently allow the swim team an opportunity to maintain their "dry land" training programs. Gym Rentals In April 2004, the Building Committee toured a number of similar facilities to get ideas for finishes, design and feedback from operators. ../3 —29— COUNCIL — DECEMBER 14, 2004 December 10, 2004 - 3 - Information Report to the Director One of the areas that was discussed the most was whether or not the new Recreation Complex in Aurora would contain a gymnasium. The operators at the other facilities indicated that their gymnasiums were extremely well utilized bytheir specific departments, as well as by outside rental groups. In York Region, available gym time in the local schools is extremely hard to obtain. Groups are historically "grandfathered" into specific schools/timeslots, thus making it extremely difficult for any "new' groups to obtain a permit. Staff feel that a revenue generating opportunity exists by including a gymnasium in the new Recreation Complex. FINANCIAL IMPLICATIONS By re -locating the majority of our department operated gross motor/active/sports programs from local schools to a gymnasium in the new Recreation Complex, the Department of Leisure Services could potentially experience a cost savings of approximately $15,000.00 annually. The addition of new program initiatives in the new Recreation Complex gymnasium will provide additional revenue generating opportunities. By providing rental space for local groups to permit, the Department will also experience additional annual revenue generation. —30— COUNCIL - DECEMBER 14, 2004 AGENDA ITEM 5 'TOWN OF AURORA COUNCIL REPORT No. PL04-134- SUBJECT: Site Plan Application 2029193 Ontario Inc. Lot 10, Registered Plan 65114-2873 Southwest Corner of Earl Stewart Drive and Isaacson Crescent File Number D11-14-04 FROM: Sue Seibert, Director of Planning DATE: December 14, 2004 RECOMMENDATION THAT Report PL04-134 be received as information; and THAT, subject to implementing zoning by-law 4605-04.D coming into force, the resolution all outstanding issues and the submission of all fees and securities, Council authorize the Director of Planning to enter into a site plan agreement between 2029193 Ontario Inc. and the Town of Aurora, respecting the construction of a two-phase development for which the buildings may be used for business and professional offices, medical and dental laboratories, clinics and accessory uses. BACKGROUND Location/Land Use As illustrated on the attached Figures 1 and 2, the subject lands are located on the southwest corner of Isaacson Crescent and Earl Stewart Drive and are known legally as Lot 10, Registered Plan 65M-2873. The lands are currently vacant and are 0.64 hectares (1.58 acres) in size and have a frontage of approximately 82.9 metres (271.98 feet) along Earl Stewart Drive and 74.4 metres (244.09 feet) along Isaacson Crescent. Surrounding Uses To the North: Isaacson Crescent and proposed offices (Chafam Premiere Inc.); South: Industrial; East: Earl Stewart Drive and Loblaws; and West: Industrial. Official Plan The applicant has amended the Official Plan from "General Industrial' to "Service Commercial Special' in order to permit for the proposed development. -31- COUNCIL — DECEMBER 14, 2004 December 14, 2004 -2- Report No. PL04-134 Zoning By-law On November 9, 2004, Council enacted By-law No. 4605-04.D, which rezoned the subject lands from "General Industrial Specific (M6) Zone" to "Office Commercial (C6-6) Exception Zone" in order to permit for the proposed development. The By-law is currently in its appeal period, which ends on December 13, 2004. PROPOSAL �7fia�F,Ti As illustrated on Figure 3, the applicant is proposing to construct a two-phase development for which the buildings may be used for business and professional offices, medical and dental laboratories, clinics and accessory uses. Phase 1, or Building `A' is located on the eastern portion of the property and is 1,000.76 m2 (10,772.44 f2) in size. Phase 2, or Building 'B' is located on the western portion of the property and is 415.34 m2 (4,470.83f2) in size. The applicant has indicated that Building 'A' will be used for a dental office. Access to the site is proposed off of both Earl Stewart Drive and Isaacson Crescent. Parking is proposed on the southern and western property boundary and in front of and surrounding the two buildings. 52 parking spaces are proposed for Phase 1, including 3 barrier -free spaces and 31 spaces are proposed for Phase 2. The electrical room, service room and garbage enclosure are all located centrally, towards the southern portion of the property and are detached from the main structures. Landscape Plan As illustrated on Figure 4, Landscaping is proposed along all four sides of the property, consisting of sod and a variety of plant species. Landscaping is also proposed throughout the site and surrounding the buildings. Building Elevations As illustrated on Figures 5 to 7, the proposed buildings would be clad of architectural block and stucco with shingled roofs. Large windows are proposed throughout the building facades and the structures also contain architectural details such as pillars, posts and dormer windows. The detached service building will also be clad to match the main structures. Building 'A' would contain a small second storey area, which would contain some office space as well as mechanical equipment. However, the architect uses a long pitched roof in order to give the building a one -storey appearance. It should be noted that there is a restrictive covenant which is registered on title to the subject lands which states that the "exterior walls shall be of burned clay brick in colour." It also states however, that "The Town may at any time... waive compliance with all or any of the within described restrictions." As stated above, the buildings proposed to be clad of architectural block and stucco, not burned clay brick. —32— COUNCIL — DECEMBER 14, 2004 December 14, 2004 - 3 - Report No. PL04-134 The site plan was therefore reviewed by John G. Williams, the Town's architectural consultant, who indicated that he was impressed with the overall quality of the plans and that in his opinion, the proposed exterior materials, particularly the exterior wall materials, are perfectly acceptable. Mr. Williams went on to indicate that he will have to review and approve the exterior colour schedule for all buildings. 31 20N1i!!; The site plan application could proceed with a report to Council for approval and authorization for the Mayor and Clerk to execute the agreement. Alternatively, in accordance with Council policy, the Director of Planning could be delegated authority to execute the agreement on behalf of the municipality. Given the applicant's desire to proceed expeditiously, Staff are able to deal with the site plan agreement through the delegation process, provided that Council is satisfied with the application. FINANCIAL IMPLICATIONS The application provides for additional revenue through increased property assessment, as well as providing for employment opportunities. CONCLUSION The subject application can be dealt with most expeditiously at the Staff level. Accordingly, Staff are recommending that the matter be delegated to the Director of Planning to execute a site plan agreement between 2029193 Ontario Inc. and the Town of Aurora, respecting the construction of a two-phase development for which the buildings may be used for business and professional offices, medical and dental laboratories, clinics and accessory uses. This would be subject to implementing zoning by-law 4605-04.D coming into force, the resolution all outstanding issues and the submission of all fees and securities. LINK TO STRATEGIC PLAN The Strategic Plan contains objectives to ensure high quality, comprehensive community planning to protect the overall investment of citizens in the community. Critical review of the subject application through the site plan control process facilitates this objective. ATTACHMENTS Figure 1 - Location Plan Figure 2 - Survey Figure 3 - Proposed Site Plan Figure 4 - Proposed Landscape Plan Figure 5 - Building Elevations (Building 'A') Figure 6 - Building Elevations (Building 'B') Figure 7 - Building Elevations (Service Building) —33— COUNCIL - DECEMBER 14, 2004 December 14, 2004 - 4 - Report No. PL04-134 PRE -SUBMISSION REVIEW Management Team Meeting - December 8, 2004 Prepared by: Fausto Filipetto, Planner Extension 4342 ZA111 u e' ert, M.C.i.P., R.P.P. rec or of Planning -34- IL - N (D rt w0oo-IV.n ST. JOHN'SSIDERD Gres ::'.,SUBJECT;:, ;LANDS',::;°>;:LU U) CU U W Z 1 a>i 2 ` o Q CU CU m _W Y ) a m W Pedersen Dr LOCATION PLAN' 0 75 150 APPLICANT: 2029193 ONTARIO INC. FILE: D11-14-04 Metres AURORA PLANNING DEPARTMENT Scale 1:3000 DATE: DECEMBER 14TH, 2004 FIGURE 1 Lucauorr nun cruareu uy mu r uwa or Aurora manning ueparrmenr, Hpni znd, z0o4. Modibed on May 18th. 2004. Base data provided by York Region. 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