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Agenda - Council - 20040928TOWN OF AURORA COUNCIL AGENDA NO, 04-30 TUESDAY, SEPTEMBER 281 2004 7:00 P.M. COUNCIL CHAMBERS AURORA TOWN NALL PUBLIC RELEASE 24/9/04 TOWN OFAURORA COUNCIL MEETING AGENDA NO. 04-30 Tuesday, September 28, 2004 7:00 P.M. OPEN FORUM — COUNCIL MEETING TO FOLLOW I DECLARATIONS OF PECUNIARY INTEREST !! APPROVAL OF AGENDA RECOMMENDED: THAT the content of the Agenda as circulated by the Corporate Services Department be approved as presented. Ill ADOPTION OF MINUTES Council Minutes of September 14, 2004, Meeting Number 04-29 RECOMMENDED: THAT the Council Minutes from Meeting Number 04-29 be adopted as printed and circulated. IV PRESENTATIONS Mayor Tim Jones to present a Certificate of Commendation, on (pg. P-1) behalf of Governor General Adrienne Clarkson, to Mr. Wade Wanis Khoury V DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Council Meeting No. 04-30 rage 2 of 8 Tuesday, September 28, 2004 VI ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Vll DELEGATIONS (a) Mr. Bert Dekkema, Trusthouse 88 Inc. (pg. D-1) Re: 520 Industrial Parkway, Relocation of Funeral Home Item #2 (2) 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 1 st, 2nd and 3rd readings, and enacted: 4572-04.D BEING A BY-LAW to (pg. 180) establish highways. (Prato Subdivision) 4574-04.T BEING A BY-LAW to regulate parking and traffic in the Town of Aurora. 4598-04.P BEING A BY-LAW to amend the Town of Aurora Business Licensing By-law 4258-01.P. (Schedule A) 4599.04.0 BEING A BY-LAW to confirm actions by Council resulting from the meeting of September 28, 2004. (pg. 181) (pg. 293) (pg. 295) Page 3 of 8 Council Meeting No. 04-30 Tuesday, September 28, 2004 X11 1N CAMERA Legal Matter RECOMMENDED: THAT Council proceed In Camera to address a legal matter. X1U ADJOURNMENT Council Meeting No. 04-30 Page 4 of 8 Tuesday, September 28, 2004 AGENDA ITEMS 1. PL04-108 — Proposed Natural Heritage Study 2C Planning Area (pg. 1) RECOMMENDED: THAT the Mayor and Clerk be authorized to execute a contract, for the amount of $77,414.00, which includes all disbursements, to retain North — South Environmental Inc. to complete a Natural Heritage Evaluation for the 2C Planning Area. 2. General Committee Meeting Report No. 04-19 (pg. 30) Tuesday, September 21, 2004 RECOMMENDED: THAT the Report of the General Committee Meeting No. 04-19 be received and the recommendations carried by the Committee be adopted. 3. Recommendation from In Camera Session — General Committee (pg. 35) Tuesday, September 7, 2004 RECOMMENDED: THAT staff be authorized to engage the services of S. McCrimmon & Associates to undertake a compensation analysis and that the contract not exceed $12,000. 4. TSAB04-016 - September 8, 2004 Traffic Safety Advisory Board (pg. 36) Meeting RECOMMENDED: 1. THAT the Committee Record of the Traffic Safety Advisory Board Meeting held on September 8, 2004 be received as information; and 2. Report No. TSAB04-013 —Annual Crossing Guard Report. THAT Report No. TSAB04-013 be received as information; and THAT the existing nine crossing guards remain in place for the 2004/2005 school year. Council Meeting No. 04-30 Tuesday, September 28, 2004 Page 5 of 8 3. Report No. TSAB04-014 — Replacement of Yield Signs at Various Locations in the Town of Aurora. THAT Report No. TSAB04-014 be deferred to the October TSAB meeting; and THAT staff be requested to provide the collision history, the measured sightlines, and the traffic and pedestrian volumes for each yield controlled intersection. 4. September 2, 2004 email from Ms. Wendy Lyn regarding safety and speeding concerns on Ballymore Drive and Downey Circle. THAT the September 2, 2004 email from Ms. Wendy Lyn regarding safety and speeding concerns on Ballymore Drive and Downey Circle be referred to staff; and THAT a letter be sent to Ms. Wendy Lyn with the TSAB's recommendations. 5. EDC04-04 — September 15, 2004 Economic Development Advisory (pg. 42) Committee Meeting RECOMMENDED: 1. THAT the Committee Record of the Economic Development Advisory Committee Meeting 04-04 held on September 15, 2004 be received as information; and 2. Memorandum from the Economic Development Officer Promoting the Town's Employment Lands THAT the memorandum from the Economic Development Officer - Promoting the Town's Employment Lands be received for information purposes. 3. ADM04-001 - The Development of a New Marketing Logo for the Town of Aurora THAT, upon the completion of the background research and preparation of sample marketing logos by "Communications That Work", a special Economic Development Advisory Committee meeting be held to consider the designs and the rationale of each design. Council Meeting No. 04-30 Tuesday, September 28, 2004 Page 6 of 8 6. AHC04-04 - September 13, 2004 Aurora Heritage Committee (pg. 49) RECOMMENDED: 1. THAT the Committee Record of the Aurora Heritage Committee Meeting held on September 13, 2004 be received for information; and 2. THAT Mr. Moore be requested to consult with his architect to redesign the plans in order to relocate the proposed addition to the side and rear of the subject building, or alternatively that in the event that the aforementioned proposal cannot be accommodated that consideration for a front fagade addition incorporate significantly more glazing, and further that the Mr. Moore be requested to resubmit revised drawings to the Committee for further review; and 3. THAT the Aurora Historical Society be nominated in the built category for recognition under the Ontario Heritage Foundation. 7. EAC04-04 - September 13, 2004 Environmental Advisory (pg. 54) Committee Meeting RECOMMENDED: 1. THAT the Committee Record of the Environmental Advisory Committee Meeting 04-04, held on September 13, 2004, be received for information; and 2. Prioritization of the Draft Goals and Objectives THAT the following five Sub -Committees of the Environmental Advisory Committee be created: Naturalization/Wildlife, Bylaws/Policy, Planning, Public Awareness/Education, and Waste Management; and THAT staff be authorized to proceed with the advertising for applicants to fill the positions on the Sub -Committees of the Environmental Advisory Committee; and THAT the Environmental Advisory Committee be permitted to utilize the Town Notice Board and website to advertise and provide information to the public on the Committee's activities to heighten public awareness and participation; and THAT Sue Walmer draft a mission statement of the Environmental Advisory Committee to be discussed at the next meeting; and Council Meeting No. 04-30 Tuesday, September 28, 2004 Page 7 of 8 THAT the Director of Public Works be invited to the next Environmental Advisory Committee meeting to provide an overview of the Three Stream Source Separated Waste Program and the Town's potential participation. 8. PL04-110 - Site Plan Application, York Catholic District (pg. 60) School Board, Bayview Wellington Catholic Elementary School, Block 253 Registered Plan 65M-3497, 20 Bridgenorth Drive File D11-13-04 RECOMMENDED: THAT Report PL04-110- be received as information; and THAT, subject to a satisfactory review by the Site Plan Committee, the Director of Planning be authorized to execute a Site Plan Agreement between the York Catholic District School Board and the Town of Aurora respecting the development of an elementary school on the subject lands. 9. Memorandum from the Director of Planning (pg. 69) Re: Report PL04-106 and PL04-106 - Official Plan Amendment Application MI Developments Inc., Part of Lot 20, Concession II File D09-01-04 (Deferred from General Committee — September 21, 2004) RECOMMENDED: THAT Council advise the Region of York that modifications to Official Plan Amendment Number 52, which have been recommended by the Legal Counsels of the Applicant, Region of York and Town of Aurora are acceptable. 10. Correspondence from Councillor Buck (pg. 88) Re: Funding for the Safety Audits of CN Railway Crossings RECOMMENDED: THAT the correspondence be received for information purposes. Council Meeting No. 04-30 Tuesday, September 28, 2004 Page 8 of 8 11. PL04-102 — Execution of Subdivision Agreement (pg. 90) WHITWELL DEVELOPMENT LIMITED AND STATE FARM MUTUAL INSURANCE COMPANY North-east Corner of Leslie St. & Wellington Street File D12-004A RECOMMENDED: THAT the Mayor and Clerk be authorized to execute a Subdivision Agreement between the Town of Aurora and Whitwell Development Limited and State Farm Mutual Automobile Insurance Company dated September 28, 2004, with respect to the lands as defined within the Agreement, within Draft Plan of Subdivision D12-00-4A, subject to the following provisions: i) That the submission of financial payments and securities as described in Schedules X" and "L" of the Agreement respectively be received by the Town; and ii) That the Mayor and Clerk be authorized to execute all documents necessary to affect the transfer of certain lands, reserves, and easements at the developer's expense, as described in Schedule "F" of the Agreement. COUNCIL — SEPTEMBER 28, 2004 Presentation (a) RECEIVED RIDEAU HALL AUG - 4 2304 LAC„ANCELLCRER MAYOR'S OFFICE THE CHANCELLERY August 3, 2004 Dear Mr, Khoury: On behalf of Her Excellency the Right Honourable Adrienne Clarkson, I am pleased to inform you that a_Certificate of Commendation has been awarded to you on the recommendation of the Canadian Decorations Advisory Committee in recognition of your actions following an incident in Tottenham, on June 3% 2002. The Certificate of Commendation was created in 1993 to be issued to those who have made a significant contribution by providing assistance to another person in a selfless manner. It is intended for eligible candidates whose actions are deemed notable by the Committee. The Commendation is not automatic; eligible candidates are selected through a voting process. His Worship Tim M. Jones, Mayor of the Town of Aurora, has kindly accepted to present you with the certificate on behalf of the Governor General; he will communicate directly with you in due course. Your selfless actions are an inspiration to others and represent a high form of citizenship of which you can be very proud. The GovernorGeneral takes pleasure in extending to you her warmest congratulations, to which I add my own. Should you have any questions, please do not hesitate to communicate with Mrs. Sylvie Barsalou at 1-800465-6890. Yours sincerely, aMary� Bellefeuille- ercy Enclosure A\Deputy Secretary Mr. Wade Wanis Khoury SB\pg c.c. His Worship Tim M. Jones, Mayor of the Town of Aurora P-1 Z•d -gosumoay meN3o umoy agl3o xoAS w aq;.Cq pa;vasaad oq Illm sggn;s 'jw o; a;noggmo ag; Pos `ousluo `uolpumH3o ilia aq;,lo ra(nlnl aq; dq poluasald aq HpA uosl-mgow 'rp4 o;alsagpooaq;`om o`uo;dunug3o.filDegl)oroAvNorDfgpNwsaidoglllmns8❑oAuq;ulouosag pus quoms113 suou `guomsllg ea-1 VIo I sw of pun `mous pm lo.rvw `usugl l `usmasaago 'srssalnl q sa;saggaaa aqy 'anasas slgl u[ suogas nagl ra} uogapuaanuoa3o sa;soggra� papasms uaaq ansq [Itl 'uipaM aq; aAL QI padlaq 61p:n1❑ana pus ❑opnarasnsai rpno❑r q ipnom g;lm papaaoozd rofvK pus sggqs 9rempZ 'suss w •arogs of Tl q raq lipnoiq `zofrw uspg3o dlag aq; xplm pun `usu[oAt Apoplo un q;no mums sggn;s losgoln •gnl Aijus o; pllgo ouo5❑pgolwogg mgueluos;sago;lulnsopun6.moq)Iape)W•szssowollgA%moN •awgsgpussisoq .Hall qu! aldoad agl 3o autos 8uaq podloq mous 6loog pus 6os8uonsglt4 ouomx 'upomslig fllogs VpomsllH a ,, euo-I `anurasaaga gdaso f srgeog 'Iuoq llsms .nail ur pomdso ang;o dlnnel slq pas usugl7 ulnl `opeluo ❑mf=ggl, u! 4asd uopenresuo3 urequauo L all ur puod n uo'moZ'0£ oml uo suoil3vfo divulmng :ssa.a!pps uaoux;ssZ uougpuau>iuioa 3o apnU11133 30I110 SIHOAVW loot h - onv 03A1303H b00Z 'BZ HgNnd3$ - IIONfl00 COUNCIL - SEPTEMBER 28, 200 I RECEIVED RIDEAU HALL AUf, - 4 2004 LA CHANCELLERIE MAYORS OFFICE THE CHANCELLERY Certificate of Commendation In 1993, the Governor General approved the creation of a Certificate of Commendation to .be issued to those who have made a significant contribution by providing assistance to another person in a selfless manner. The Certificate of Commendation is signed by the Governor General and is intended for eligible candidates whose actions are deemed notable by the Canadian Decorations Advisory Committee. The Commendation is not automatic; eligible candidates are selected through a voting process. Certificat de Mention Whonneur Le Gouverneur general a approuve, en 1993, la creation d une mention d'honneurqui sera decernee a ceux et a celles qui ont porte un geste admirable et desinteresse en faveur d'autrui. La mention d'honneur est signee par le Gouverneur general et destinee aux candidats admissibles dont les gestes sont juges dignes par le Conseil des decorations canadienries. La mention nest pas accordee automatiquement a tous les candidats -- elle fait I'objet d'un vote. P-3 1. PROMENADE SUSSEX ISUSSEX DRIVE OTTAWA. CANAD.A KI.AO.AI A yj low -'sw SAY" COUNCIL — SEPTEMBER 28, 2004 Memo To: Mayor and Members of Council From: Sue Seibert, Director of Planning Date: September 24, 2004 Re: Zoning By-law Amendment and Site Plan Applications Trusthouse 881nc. 520 Industrial Parkway South Files D14-03-04 and D11-11-04 For Council's information, the above noted applicant has informed us that he will be appearing as a delegate at the September 28th Council meeting. Furthermore, Staff are currently conducting some research on the parking space requirements for funeral homes in other municipalities in York Region. An analysis of this information will be conducted and issued to Council in a Memo which they will receive on Tuesday. This memo will also contain the findings of the parking analysis which was submitted by the applicant with the site plan application. Y ert, M.C.I.P., R.P.P. Director of Planning SS:FF:ff S:1Planning\D14 ZoningWemosWlemo to Mayor and Council Re. Packing - D14-03-04 and D11-11-04, Trusthouse 88.doc D-2 COUNCIL — SEPTEMBER 28, 2004 SUBJECT: FROM: DATE: AGENDA ITEM # 1.. TOWN OF AURORA COUNCIL Proposed Natural Heritage Study 2C Planning Area Sue Seibert, Director of Planning September 28, 2004 RECOMMENDATIONS No. PL04-108 THAT the Mayor and Clerk be authorized to execute a contract, for the amount of $77,414.00, which includes all disbursements, to retain North — South Environmental Inc. to complete a Natural Heritage Evaluation for the 2C Planning Area. BACKGROUND As part of the Five Year Review of the Official Plan, Council examined the timing and extent of the future growth of the Town. The Growth Management Study of 1996 and implementing Official Plan Amendment # 17, identified a number of Secondary Plan Areas as well as a "future growth area" known as the 2C lands. Secondary Plans have been prepared for all of the identified areas, and development has begun or is approved in all areas. Council determined that the most appropriate means of planning for the 2C area was to undertake the Natural Heritage Study prior to undertaking any other aspects of the planning for the area. Council also directed that the Natural Heritage Study be done so as to ascertain if any of the lands would meet the regional criteria for inclusion in the Regional Greenland system. This would provide for a higher level of protection. To facilitate Council's direction and ensure that the Regional Greenland system issues can be addressed staff requested the assistance of regional staff in the preparation of Terms of Reference for the Natural Heritage Study. On March 30, 2004 Council approved the terms of reference for the Natural Heritage Evaluation and authorized staff to prepare a request for proposals (RFP) to retain a consultant to complete the evaluation. The RFP was sent out to approximately 10 environmental consultants and placed in the local newspaper and in the Daily Commercial News on June 14, 2004 and closed on June 30, 2004. —1— COUNCIL — SEPTEMBER 28, 2004 September 28, 2004 2 Report No. PL04-108 COMMENTS A total of three environmental consulting firms submitted proposals in accordance with the terms of the RFP with the firms being: • Marshall Macklin Monaghan Limited ■ Azimuth Environmental Consulting Inc. • North — South Environmental Inc. These proposals were reviewed by a selection committee consisting of representatives of the Lake Simcoe Region Conservation Authority, Region of York, Town of Aurora Planning Department and Town of Aurora Environmental Advisory Committee and interviews were held with all three applicants. The RFP provided the following requirements for evaluation of the proposals: 1. Experience and Qualifications of Firm and project team members 50% 2. Evaluation of the Proposal and Deliverables 25% 3. Cost Estimate, including disbursements 25% North — South Environmental (N-S) and Marshall Macklin Monaghan (MMM) had similar proposals with the total fees being $69,503.00 for MMM and $77,414.00 for N-S. The proposal from Azimuth had a much lower total fee being $41,680.00. In reviewing the proposals it was noted by the selection committee that the Azimuth proposal was based on a two season site analysis whereas the other proposals were based on a three season site analysis. In addition the total field time proposed by Azimuth was approximately one third of the time set out within the other proposals. Following the detailed review of the proposal and the results of the interviews it was determined that the Azimuth proposal did not adequately meet the requirements of the Natural Heritage Evaluation as set out within the Terms of Reference. The proposal submitted by MMM as mentioned previous was similar to the N — S proposal however the technical committee preferred the ecological analysis (relationships between various components such as landform, soil, water and terrestrial features) and biological approach outlined within the N — S proposal. Based on the results of the evaluation, in accordance with the RFP and interview, the selection committee unanimously selected the North — South proposal as the one that would best meet the requirements. The Natural Heritage Evaluation will take approximately one year to complete and will set an environmental first framework for the secondary planning process for the 2C area. OPTIONS The Council has the option of supporting the selection committee's recommendation and entering into the necessary contract with North — South Environmental Inc. along with the —2— COUNCIL — SEPTEMBER 28, 2004 September 28, 2004 3 Report No. PL04-108 option of requesting the committee to re-evaluate the proposals and report back to Council after such re-evaluation. FINANCIAL IMPLICATIONS Funds to carry out the study have been provided in the capital budget. The funds are derived from development charges for growth related studies. The total cost of the study including disbursements as set out within the attached contract is $77,414.00 exclusive of G.S.T. CONCLUSIONS In order to undertake a Natural Heritage Evaluation for the 2C planning area the Town of Aurora completed a request for proposal (RFP) and three environmental consultants submitted a proposal to undertake the Natural Heritage Evaluation. The Town of Aurora reviewed these proposals in conjunction with a selection committee that included representatives from the Lake Simcoe Region Conservation Authority, Region of York and Town of Aurora Environmental Advisory Committee. This committee determined that the proposal from North South Environmental Inc. best suited the requirements of the terms of reference and as such are recommending to Council that a contract be signed to retain North - South. Subsequent to the retainer of the consultant a technical committee will be formed to assist in the completion of the Natural Heritage Evaluation and such committee will consist of representatives from the following organizations: ■ Lake Simcoe Region Conservation Authority ■ Region of York • Ducks Unlimited • Town of Aurora Environmental Advisory Committee ■ Town of Aurora Planning Department ■ Town of Aurora Leisure Services Department The Natural Heritage Evaluation process will also consist of open houses for the public/landowners and developers and a formal presentation will made to Council prior to the completion of the Study. LINK TO STRATEGIC PLAN The Strategic Plan has goals of well planned growth and protecting the natural environment. The Natural Heritage Study will further both goals. —3— COUNCIL — SEPTEMBER 28, 2004 September 28, 2004 4 Report No. PL04-108 ATTACHMENTS Figure 1- Map of the 2C Planning Area Appendix 1 - Request for Proposal (RFP) Appendix 2- Terms of Reference Natural Heritage Study Appendix 3 - Draft Contract PRE -SUBMISSION REVIEW Management Team — September 22, 2004 Prepared by: Jim Kyle, Manager of Policy Planning ext 4345 MC1P, RPP —4— Y r o U lL v a1Nn no � �S-yaanYO#QA4 jo uNto1 s a v � N y E .....;:i!r w�l 2, 0 \ m o 0 ow IT, U a on t -^5.'.1 � 1-�-1 ^I--i � o to m m U n -F:C a m o m >, y I+r J I`L1-I'7 'I y.i1 N Om m S l y7 I lyl o. anUOAb MaIA/('a 4 caC75 .7 E o 3 rI m tl z G7 "� m 13 d o B a C U p Z y IL W j £ L W 0 I I a J 1 m Y qy Q O BUOy I m � d N C �a r CEO c N co ;aa�;S;srny;e Z Q. N 8 'aU W CV m 02 a` v� to COUNCIL - SEPTEMBER 28, APPENDIX 1 w THE CORPORATION OF THE TOWN OF AURORA REQUEST FOR PROPOSAL #: PL2004-39 DATE ISSUED: June 14, 2004 CLOSING DATE: June 30, 2004, 12:00:00 NOON, local time Proposals are invited for a "Natural Heritage Evaluation" for the North-East Aurora Planning Area "2C" as per the attached. Submissions (3 signed copies), properly marked as tc proposal number, proponent's name, closing date) will date indicated, at the following address: Town of Aurora 100 John West Way Aurora, Ontario L4G 2nd Floor Reception, Town Hall Attn: Town Clerk contents (return envelope must show be received no later than the time and 6J1 Corporate Services To receive consideration, this form must be fully completed, properly signed with original signature and returned with all attachments. FAXED QUOTATIONS WILL NOT BE ACCEPTED. IF DOCUMENTS ARE BEING RETURNED VIA COURIER, THE OUTSIDE ENVELOPE MUST INDICATE THAT THE CONTENTS ARE QUOTATION DOCUMENTS. THIS FORM MUST BE SIGNED AND SUBMITTED WITH YOUR PROPOSAL OR YOUR PROPOSAL WILL BE REJECTED. Please direct all technical inquiries to: Jim Kyle (905) 727-3123. Ext: 4345 and all general purchasing inquiries to Katherine Bishop, (905) 727-3123, Ext 4121. Ilwe have carefully examined the documents and have a clear and comprehensive knowledge of the requirements and have submitted all relevant data. Iiwe agree, if selected, to provide those goods andfor services to the Town in accordance with the terms, conditions, and specifications contained in the proposal document and our submission. Firm Name (Proponent's full legal name) Signature of Signing Officer: (I have the authority to bind the corporation) Print Name: Title: Address: Date: Postal Code: Phone # ( ) ° Fax # (_ Ar..KNOWLFDGE RECEIPT OF ADDENDA BY NUMBER AND ISSUE DATE (if applicable): ADDENDA NO. DATED ADDENDA NO. DATED COUNCIL - SEPTEMBER 28, 2004 TOWN OF AURORA PLANNING DEPARTMENT TERMS OF REFERENCE FOR NATURAL HERITAGE STUDY NORTH-EAST AURORA PLANNING AREA 2C RFP #: PL2004-39 June 08, 2004 Precedent Version of Document Modified: 1) Prepared June 08, 2004, by JK approved by Purchasing June 08, 2004 -7- COUNCIL — SEPTEMBER 28, 2004 TERMS OF REFERENCE 1.0 INTRODUCTION As part of the Five Year Review of the Official Plan, Council examined the timing and extent of the future growth of the Town. The Growth Management Study of 1996 and implementing Official Plan Amendment # 17, identified a number of Secondary Plan Areas as well as a "future growth area" known as the 2C lands. Secondary Plans have been prepared for all of the identified areas, and development has begun or is approved in all areas. Council determined that the most appropriate means of planning for the 2C area was to undertake the Natural Heritage Study prior to undertaking any other aspects of the planning for the area. Council also directed that the Natural Heritage Study be done so as to ascertain if any of the lands would meet the regional criteria for inclusion in the Regional Greenland System. 1.1 Project Justification On March 30, 2004 Council resolved as follows: THAT the Terms of Reference forthe Natural Heritage Studyfor the 2C Planning Area be approved; and THAT the successful proposal be selected and recommended to Council by a technical steering committee comprising of representatives from the Planning Department, Regional Planning and/or Engineering and Works Department, Ducks Unlimited and the Lake Simcoe Region Conservation Authority; and THAT in addition to the representatives identified in the motion, a citizen member of the Environmental Advisory Committee also be appointed to the proposed technical steering committee; and THAT a request for proposals to undertake the study be undertaken. 1.2 Project Purpose To complete a "Natural Heritage Study" for the 2C Planning Area in accordance with the approved Terms of Reference and in o-operation with the technical steering committee. 1. 3 Schedule of Events The following schedule of events will apply to the selection process. The selection process may include interviews with short listed candidates: -3- COUNCIL — SEPTEMBER 28, 2004 Event: Release of RFP Deadline for submission of proposal Evaluation of Proposals completed Selection of Preferred Proponent Date: June 14, 2004 June 30, 2004 (noon) Early July 2004 Mid July 2004 This schedule is subject to change and appropriate notice in writing of any changes will be provided where feasible. 1.4 Proposal Evaluation An evaluation team consisting of relevant town staff will conduct the evaluation of proposals 2.0 PROJECT SCOPE 2. Natural Heritage Evaluation: The Consultant will be responsible for completing the required work as outlined within the attached Terms of Reference. 2.2 Administration In conducting this work, Jim Kyle, Manager of Policy Planning, will be responsible for the general direction of the project. During the course of the work outlined in this document, the Consultant shall, in addition to the tasks outlined above, perform the following activities as necessary: (1) Liase with other government agencies, public officials, and private individuals as required; (2) Hold up to 4 project meetings with the Technical Committee as required. (3) Hold an Open House Meeting. 3.0 PROJECT ORGANIZATION Under the terms of the proposal, the Town will retain an Consultant to carry out the required components of the project. The total project costs shall be broken down into its various components in the proposal. The cost breakdowns shall include details of man - days and payroll costs for principals, management and technical staff, and must relate to the activities outline in the proposal. 'J� COUNCIL — SEPTEMBER 28, 2004 A legal agreement will be executed based on the cost submitted by the Consultant in the proposal. During the course of the project, any deviations which could incur additional expenses or cause delays to the project from the services specified in this Terms of Reference, the Consultant's proposal, and the executed legal agreement, must receive prior written approval from the Director of Planning. 4.0 REQUIREMENTS OF CONSULTANT The Consultant shall submit three (3) copies of the proposal and also include the following information in their proposal: (1) A work schedule for the project ; (2) The names, qualification, and experience of the staff to be assigned to the project; (3) A breakdown of services to be provided by the Consultant. (4) A detailed breakdown of services to be provided by the Consultant, including the fee per item and the "upset limit" which shall not be exceeded without the authorization of the Director of Planning due to a change in the scope of the work; (5) A premium rate for principals, and an hourly rate for the key staff to be assigned to this project; (6) Confirmation that the Consultant can provide insurance as per the Town's requirements, being general liability and automobile insurance ($5,000,000 each) and professional liability insurance ($2,000,000); (7) Examples of similar types of projects carried out in recent years by the Consultant and, in particular, by the staff who will be working on this project; and (8) Any other projects or Ontario Municipal Board Hearings with which the Consultant is involved, and not employed by the Town of Aurora, which may be deemed to be a possible conflict of interest. 5.0 PROPOSAL EVALUATION The proposals will be evaluated by staff from the Planning Department, who shall make a recommendation to the Director of Planning or Council, as required, for award of this project. The evaluation matrix that will be used in evaluating these proposals is as follows: Experience and Qualifications of Firm and project team members 50% Evaluation of the Proposal and Deliverables 25% -5- COUNCIL — SEPTEMBER 28, 2004 3. Cost Estimate, including disbursements 25% 6.0 REQUEST FOR PROPOSAL RULES, TERMS AND CONDITIONS 6.1 Proponent's Responsibilities It is the Proponent's responsibility to become familiar with and comply with Town Purchasing policies. 6.2 Conflict of Interest Statement In its Proposal, the Proponent must disclose to the Town any potential conflict of interest that might compromise the performance of the work. If such a conflict of interest does exist, the Town may, at its discretion, refuse to consider the Proposal. If, during the Proposal evaluation process or the negotiation of the Agreement, the Proponent is retained by another client giving rise to a potential conflict of interest, then the Proponent will so inform the Town. If the Town requests, then the Proponent will refuse the new assignment or will take such steps as are necessary to remove the conflict of interest concerned. Proponents are cautioned that the acceptance of their Proposal may preclude them from participating as a Proponent in subsequent projects where a conflict of interest may arise. The Consultant for this project may participate in subsequent and other Town projects provided the Consultant has satisfied pre -qualification requirements of the Town, if any, and in the opinion of the Town, no conflict of interest would adversely affect the performance and successful completion of an Agreement by the Consultant 6.3 No Adjustments to Proposals No unilateral adjustments by Proponents to submitted proposals will be permitted. Proponents may withdraw their proposal prior to the closing date and time by notifying the Town in writing. Proponents who have withdrawn a proposal may submit a new proposal, which must be received by the Town under the same terms as outlined. After the closing date and time the proposal is binding on the Proponent. If the Town requires clarification of a Proponent's Proposal, that Proponent will provide a written response to a request for clarification, which shall then form part of the Proponent's Proposal. 6.4 Communication The Proponent is requested to identify one senior individual by name, address and telephone number who will act as the Proponent's primary contact with the Town with regard to this project. It is the responsibility of the Proponent to understand all aspects of the RFP and to obtain —11— COUNCIL - SEPTEMBER 28, 2004 clarification if necessary before submitting their proposal. 6.5 Period of Validity of Proposals and Agreement Proposals submitted shall be irrevocable and binding on Proponents from the date of the Proposal submission to the date the successful Proposal is selected by the evaluation team and/or the Chief Administrative Officer or his designate, and the successful Proponent executes a Service Agreement with the Town. The successful Proponent will be required to enter into a Service Agreement satisfactoryto the Town. 6.6 No Assignment The successful Proponent shall not assign any part of the project which may be awarded to it under the Agreement without the prior written consent of the Town, which consent shall not be unreasonably withheld. However, such written consent shall not under any circumstances relieve the successful Proponent of its liabilities and obligations under this RFP and the Agreement. 6.7 Failure or Default of Proponent If the Proponent, for any reason, fails or defaults in respect of any matter or thing which is an obligation of the Proponent under the terms of the RFP, the Town may disqualify the Proponent from the RFP and/or from competing forfuture tenders or RFP's issued by the Town. In addition, the Town may at its option either: (a) Consider that the Proponent has withdrawn any offer made, or abandoned the Agreement if the offer has been accepted, whereupon the acceptance, if any, of the Town shall be null and void; or (b) Require the Proponent to pay the Town the difference between its Proposal and any other Proposal which the Town accepts, if the latter is for a greater amount and, in addition, to pay the Town any cost which the Town may incur by reason of the Proponent's failure or default, and further the Proponent will indemnify and save harmless the Town, its officers, employees and agents from all loss, damage, liability, cost, charge and expense whatever which it, they or any of them may suffer, incur or be put to by reason of such default or failure of the Proponent. 6.8 Resource Commitments The Proponent must make available appropriately skilled workers, consultants or subcontractors, as appropriate, and must be able to provide the necessary materials, tools, -7- -12- COUNCIL — SEPTEMBER 28, 2004 machinery and supplies to carry out the project. These resources must be available on a dedicated basis, as required, to carry out the project with due care, skill and efficiency. 6.9 Insurance The Town may require insurance from the successful Proponent in amounts and with terms satisfactory to the Town Treasurer including liability and professional liability coverage. 6.10 Negotiations The Town may award a contract on the basis of initial offers received, without discussion. Therefore, each initial offer should contain the Proponent's best terms/information, including all required documentation as listed. The Town reserves the right to enter into negotiations with the selected Proponent. If the Town and the selected Proponent cannot negotiate a successful contract, the Town may terminate the negotiations and begin negotiations with the next selected Proponent. This process will continue until a contract has been executed or all Proponents have been rejected. No Proponent shall have any rights against the Town arising from negotiations. 6.11 Default by Company If the company commits any act of bankruptcy; or if a receiver is appointed on account of its insolvency or in respect of any of its property; or if the company makes a general assignment for the benefit of its creditors; then, in any such case, the Town may, without notice terminate the contract. If the company: fails to comply with any request, instruction or order of the Town; or fails to pay its accounts; or fails to comply with or persistently disregard statutes, regulations, by-laws or directives of relevant authorities relating to the work; orfails to prosecute the work with skill and diligence; or assigns or sublets the contract or any portion thereof without the Town's written consent; or refuses to correct defective work; or is otherwise in default in carrying out its part of any of the terms, conditions and obligations of contract, then, in any such case, the Town may, upon expiration of ten days from the date of written notice to the company, terminate the contract. Any termination of the contract by the Town, as aforesaid, shall be without prejudice to any other rights or remedies the Town may have. If the Town terminates the contract, it is entitled to: a) take possession of all of the work in progress, materials and equipment then at the project site (at no additional charge for the retention or use of the equipment), and finish the work by whatever means the Town may deem appropriate under the —13— COUNCIL — SEPTEMBER 28, 2004 circumstances; b) withhold any further payments to the company until the completion of the work and the expiry of all obligations; c) recover from the company loss, damage and expense incurred by the Town by reason of the company's default (which may be deducted from any monies due or becoming due to the company, with any balance remaining to be paid by the company to the Town). 6.12 Submission Deadline Three (3) copies of the Proposal in a sealed envelope must be submitted. One copy of the proposal is to be marked "Original" and contain the signed Proposal Cover Sheet. Deliver the completed packaged prior to 12:00:00 noon on the closing date to the address stated on the cover page. Proposals will not be considered unless: • Received by the date and time specified; and • Received at the address specified on page 1; and • Contain the signed PROPOSAL COVER SHEET (page 1). Faxed Proposals will not be accepted. Proposals will be opened immediately after 12:00:00 noon, and will be referred to Planning Department staff for evaluation. 6.13 Addendum An addendum, should one be necessary, will be issued to all companies that were issued the Request for Proposal. Only answers to issues of substance will be sent out to all bidders. The Town reserves the right to revise this RFP up to the Proposal Submission Date. Any revisions shall be included in Addenda to the RFP distributed to all Proponents. When an Addendum is issued the date for submitting Proposals may be changed by the Town if, in its opinion, more time is necessary to enable Proponents to revise their Proposals. The Addendum shall state any changes to the Proposal Submission Date. 6.14 Disqualification of Proposals Proposals, which are incomplete or received after the proposal submission deadline, as recorded by the Town on the date, time and place, as outlined above will not be considered. Proponents are solely responsible for ensuring that Proposals are delivered as required. Delays caused by any delivery service, including Canada Post, will not be grounds for an extension of the Proposal Submission deadline. Faxed or electronic transmissions or other forms of unsealed proposals will not be considered. 6.15 Confidentiality Confidentiality of records and information relating to this work must be maintained at all —14— COUNCIL — SEPTEMBER 28, 2004 times. All correspondence, documentation and information provided by Town staff to any Proponent in connection with, or arising out of this RFP orthe acceptance of any proposal: -Remains the property of the Town; -Must be treated as confidential; -Must not be used for any purpose other than for replying to this RFP, and for fulfillment of any related subsequent contract. All correspondence, documentation and information provided to staff of the Town by any proponent in connection with, or arising out of this RFP, and the submission of any Proposal will become the property of the Town, and as such, subject to the Municipal Freedom of Information & Protection of Privacy Act (MFIPPA), and may be released, pursuant to the Act. The Proponent's name at a minimum shall be made public on request. Because of MFIPPA, Proponents are advised to identify in their Proposal material any scientific, technical, commercial, proprietary or similar confidential information, the disclosure of which could cause them injury. Any information in the Proponents' submissions that is not specifically identified as confidential will be treated as public information. 6.16 Town's Right to Reject The Town, at its discretion may: select any one proposal; select part of one or a combination of more than one proposal; or reject any or all or part of any or all proposals. The Town is not obligated to select the proposal with the lowest price. The Town reserves the right to negotiate with any or all proponents. Subject to the other provisions of the RFP, the criteria specified are the sole criteria which will be used for the evaluation of proposals. 6.17 Non -Collusion A Proponent shall not discuss or communicate, directly or indirectly, with any other Proponent or their agent or representative about the preparation of the Proposals. Each Proponent shall attest that its participation in the RFP process is conducted without any collusion or fraud. If the Town discovers there has been a breach of this requirement at any time, the Town reserves the right to disqualify the Proposal or terminate any ensuing Agreement. 6.18 Indemnity The successful Proponent will be required to indemnify the Town for any loss, costs, claims or damages arising from the award of this contract. -to- -15— COUNCIL - SEPTEMBER 28, 2004 6.19 Errors & Omissions The Town shall not be held liable for any errors or omissions in any part of this RFP. While the Town has used considerable efforts to ensure an accurate representation of information of this RFP, the information contained in the RFP is supplied solely as a guideline for Proponents. The information is not guaranteed orwarranted to be accurate bythe Town, nor is it necessarily comprehensive or exhaustive. Nothing in the RFP is intended to relieve the Proponents from forming their own opinions and conclusions with respect to the matters addressed in the RFP. 6.20 Municipal Freedom of Information & Protection of Privacy Act PLEASE NOTE that materials supplied in response to a Request for Proposal become a record of the Town and are subject to the Municipal Freedom of Information and Protection of Privacy Act. The Town takes the position that such materials are not supplied in confidence and form part of the records made generally available upon request to the public. If you have any questions with regard to this policy, please contact the Municipal Clerk (Telephone: 905-727-1375). S:\Planning\D00 General\2C\RFP - 2C Environmental.doc -11- -16- COUNCIL — SEPTEMBER 28, 2004 APPENDIX 2 NATURAL HERITAGE STUDY REQUIREMENTS FOR AURORA 2C PLANNING AREA March 2004 The Town of Aurora as a precursor to a Secondary Plan for Area, proposes to undertake a Natural Heritage Study that • Identify, map and inventory the natural heritage feats • Analyze features and functions of the area and proo features and functions, AL Provide policy direction to implement the incorporated into a Secondary Plan, and Allow for public input into both the datA study. Study Area - The study area should inclu attached) and any contiguous or adjacent management matters should be based on Lake Simcoe Region Cow -_tan Author The following shouk 1. Compilation, including buAll no lim 14 and the Ur I m, Town o rora 2. Mammary of 3. Nexistino c Terrestrial Identify, map and i 2C Planning Area, steep topography. Vegetation Communities and the 2C Planning area, gfor maintaining.the study th&txWld be es of the 'C planning area (see jnK300 metres). Water and be confirmed by the the existing nditions report: imary of exis irg studies, reports and plans etc, 90 gee la ds study prepared by Gartner Lee Limited men P arf prepared by Mickalski and associates for the :lines, legislation applicable to study area. of the study area (as outlined below) all the natural heritage features on and adjacent to the Aurora landforms such as valley and stream corridors, and areas of I. All on -site vegetation communities should be mapped to the Vegetation Type level based on the Ecological Land Classification (ELC) for Southern Ontario (Lee et al, 1998). Adjacent off site vegetation communities and those on non -participating lands should be mapped to the Community Series level. Fauna Both breeding birds and amphibians must be inventoried using recognized methods Draft March 2004 —17— COUNCIL - SEPTEMBER 28, 2004 II. Other fauna should be inventoried based on incidental observations and other signs such as browse, scat, tracks, dens, nests etc. Flora I. A botanical inventory for all natural areas Landforms An inventory of all significant landforms Aquatic Natural System Identify, inventory and map all existing aquatic ecosystems site. 4e Information should be presented on : I. Existing and potential Fish communities II. Habitat characteristics (including areas Ill. Channel Morphology (detailed fluvial ge crossings, servicing or other infrastructure are F IV. Extent of connection to upstre and di V. Areas of groundwater recharge isc VI. Exiting surface drainage areas VII. Existing hydrogeological conditio • f th water well records, supplemented as nece r1 necessary peizometer wor, A large portion of the an adjacent t includes a large are 'at Is de r d to an Urba Ducks Unlimited. I is i ;' ortant t g t the consult to the subject discharge) s may be rec aVr"ed where of the watershed. on e�rsting soils information, ation (including any Significant Wetland which also Wildlife Park and Lands that are owned by oands on the role of each of these components of the Natufff s ermin' . the treatment of adjacent lands, buffer. requiremen necti Nat res. In additional significant consultations will be requite rth nlimi determine their activities and plans relating to the water levels' he ponds an er rel ers. A Public Open H q ill.>e held to review the findings of the Existing Conditions Report and to provide for in - any specifics that members of the community may have respecting the data q i&ected. PHASE 2 - ANALYSIS OF NATURAL HERITAGE AND WATER MANAGEMENT The purpose of this analysis is to identify and/or design a natural heritage system that maintains and enhances the features and functions on, and surrounding, the subject site, protects or enhances the amount and distribution of natural cover, taking into consideration proposed changes in land use. This analysis should consider habitat patch size, shape and Draft March 2004 -18- COUNCIL — SEPTEMBER 28, 2004 existing and potential adjacent land uses, and avoidance and mitigation measures required to protect the system. The following should be considered: Connectivity I. The current level of connectivity between habitat patches on and off site must be identified, protected and enhanced. This includes connectivity both at the site level and the broader landscape level. Sensitivities I. All vegetation communities as well as flora and fauna specst be evaluated. These evaluations must be based on Provincial, regional, and lolegis ation, policy and perspectives Aftk Direction or criteria should also be provided on: I. The establishment of natural feature limits 'iuding top of bank, floc1 lains, limits of features, geotechnical reporting (when require nder alysis (when ree`c�}. II. Improvements required to the size and sha ha to offset the rye ative impacts of potential changes in the land use. III. Improvements required to imp ve the amount landscape. IV. Buffers between natural areas an- e V. Crossings of Natural features (loc .r ns VI. Baseline condition water balance VII. Protection and en_ _ ement of ground Vill. Stormwater an ro ter mitigat ol recommendations. IX. Edge man ge requi ents at the and potential developme gm uses. of natural cover in the criteria) and discharge areas uding any infrastructure between natural heritage features X. Identifi of resto °' n are W XI. Marsagemetr , _item for existing features, including a open space master plan for all o=. n space fee s. XII. uirements for itorin d management (including restoration) Defining the , —ral heritag ystem must be closely related to the surface and ground water studies t e=sure thany changes in the hydrologic cycle will not degrade, but restore,the natura terrt For example; seaso ter balances for wetlands (may require a minimum 1 year of measured water leve ata), baseflow contributions to streams, recharge/discharge areas, vulnerable aquifers etc. All of the above information should be provided on a map(s) that can be used to Identify non -developable and potentially developable areas. PHASE 3 DEVELOPMENT OF POLICY RECOMMENDATIONS Based on the foregoing, policies should be developed to protect and enhance the features and functions of the wetland and other natural heritage features. These policies should be Draft March 2004 —19— COUNCIL - SEPTEMBER 28, 2004 suitable for inclusion in a Secondary Plan document edited so as to be compatible with the format of the document and the land uses that may derive from that work. The policies should meet the requirements of the Provincial policy Statement Section 2.3, the Regional and local Official Plans and take into account the requirements of the Lake Simcoe Region Conservation Authority. Specific requirements related to monitoring of the functioning of the Natural Heritage System before, during and post development should form part of the policy recommendations. Public Open House and Meeting A Public Open House and Meeting will be held to present input and provide information on how the recommendatic PHASE 4 COMPLETION OF THE STUDY Following the Public Meeting, any changes ag<%.houk MANAGEMENT OF THE STUDY York Region and the LSRCA are prep components of this program through: * review of the * provision of * review andinput of * 4V lew and * provr t of data coll d to their d anaaeme vste of the study receive in e implemented. and into te'Hydrogeological and regiorra . support of proposed studies and assessment, particularly of Region or LSRCA in a format suitable for inclusion in The consultant s o Ld be acted to make allowance in their program for up to three meetings and suffic rking time to develop a scope of work and review findings and place into the appropriate regional context. Allowance should be provided in the schedule for York Region and LSRCA to assemble and provide any required information. Ducks Unlimited are a major landowner in the area and have data respecting waterfowl breeding and habitat expertise. They have agreed to participate in the Study and assist as required. Coordination with the Technical Committee In addition to the above co-ordination there will also be a technical committee formed to work with the Consultants throughout the Natural Heritage Study. It is anticipated that the committee will be comprised of representatives from the Region, LSRCA, Town and Ducks Draft March 2004 -20- COUNCIL — SEPTEMBER 28, 2004 Unlimited. Consultation with the landowner's group needs to take place as some landowners have begun to undertake natural features review. The consultant should be expected to make allowance for up to 4 meeting with the Technical Committee. DELIVERABLES Background report (15 hard copies and I electronic copy to Town of Aurora standards) including: a Documentation of the resources materials and referenc . used as background to the study, b All technical data compiled or collected in support . t e s and c All relevant mapping materials depicting a and b .e. II Draft Final report (15 hard copies and 1 electr :" fc copy including: a Draft management recommendations consi wit of reference, b Draft map products depicting tural heritage co III Final report (6 hard copies and 1 ele y to including: a Final management recommendatio co of reference,_flin b Final map pro g natural itage c Town ofAufq,— standards) i equirements - this terms -its and opportunities. t Ora standards) 4 requirements of this terms nts and opportunities. TIMING A detaile ' me ra' he r I Heritage Study shall be developed as the first priority of the cc:tant and ste Comm Draft March 2004 —21— COUNCIL - SEPTEMBER 28, 2004 APPENDIX 3 THIS AGREEMENT made in triplicate this day of 2004. BETWEEN: THE CORPORATION OF THE TOWN OF AURORA (hereinafter called the "Town") and - NORTH — SOUTH ENVIRONMENTAL INC. a corporation duly incorporated under the laws of the Province of Ontario (hereinafter called the "Consultants") OF THE FIRST PART OF THE SECOND PART WHEREAS on September 28, 2004, the Council for the Town accepted a proposal from the Consultants to complete a Natural Heritage Evaluation for the North-East Aurora Planning Area "2C" in accordance with the Town's Request for Proposal PL2004-39 June 14, 2004; NOW THEREFORE THIS AGREEMENT WITNESSETH THAT in consideration of the mutual covenants and agreements herein contained, and subject to the terms and conditions hereinafter set out, the parties hereto agree, each with the other, as follows: DEFINITIONS (a) "Town" means The Corporation of the Town of Aurora; (b) "Consultants" means North -South Environmental Inc.; (c) "Request for Proposal" means Request for Proposal PL2004-39 prepared by the Town dated June 14, 2004 for the completion of a Natural Heritage Evaluation for the North-East Aurora Planning Area '=", attached hereto as Schedule "A"; (d) "Consultants' Proposal" means the Proposal for a Natural Heritage Study — Aurora 2C Planning Area dated June 2004, prepared by the Consultants, attached hereto as Schedule "B"; (e) "2C Lands" means the North-East Planning Area "2C" lands as shown on the map attached hereto as Schedule "C"; (f) "Work Program" means the Work Program (Services to be Provided) set out in Section 3 of the Consultants' Proposal; and (g) "Natural Heritage Evaluation" means the Natural Heritage Evaluation for the North-East Aurora Planning Area "2C" to be completed by the Consultant pursuant to the Request for Proposal and the Consultants' Proposal. 2. CONSULTING SERVICES The Town retains the Consultants to perform and, subject to early termination of this agreement by the Town hereinafter provided, to complete all the services detailed in the Request for Proposal and the Consultants' Proposal. The Consultants shall skilfully and competently perform the services set forth in the Work Program and shall employ only skilled and competent staff and sub - consultants who will be under the supervision of the Consultants. 3. FEES, EXPENSES AND DISBURSEMENTS The Town shall pay to the Consultants fees, expenses and disbursements on the basis of actual time expended in accordance with the Consultants' hourly rates, inclusive of tax, for the performance of services set out in Clause 2 hereof. Professional fees incurred to prepare the Natural Heritage Evaluation in accordance with the agreed upon work program contained within the Request for -22- COUNCIL - SEPTEMBER 28, 2004 Page 2 Proposal and the Work Program, shall not exceed Seventy Seven Thousand, Four Hundred and Fourteen Dollars ($77,414.00), Including expenses and disbursements and exclusive of Goods and Services Tax. 4. PAYMENT OF FEES AND EXPENSES The Consultants shall submit an invoice monthly for services performed and disbursements incurred up to the end of the month immediately preceding. Invoices shall contain the following: (a) the number of hours expended and total cost of services, by individual staff, in accordance with the corresponding standard hourly rate of the individual; (b) a detailed description of the work performed ; and (c) a description and itemization of disbursements and expenses. The Consultants shall submit the invoice to the Town for payment. Once reviewed and approved by the Town, the Town shall, within 30 days of issuance, provide payment to the Consultants. 5. TERMINATION OF AGREEMENT The Town may, at any time, terminate this agreement without penalty or other payment whatsoever, save and except payment to the Consultants for services actually performed to the date of termination. The notice of such termination shall be forwarded to the Consultant by prepaid registered mail at the Consultant's last known address and shall be effective on the third business day after it was so forwarded. The receipt of Canada Post shall be conclusive evidence of the date upon which the notice was so forwarded. 6. CO-OPERATION The Town shall give due. consideration to all drawings, plans, reports, proposals and other information provided by the Consultants, and shall make any decisions which they are required to make in connection therewith within a reasonable time so as not to delay the work of the Consultants. The Town shall, at the request of the Consultants, provide the Consultants with the following information and documents relating hereto, except insofar as the Consultants are expressly required to furnish the same under the terms thereof: (a) necessary background data, drawings and documents shall be provided to the Consultants at no charge. COMPENSATION FOR EXTRA WORK AND CHARGES It is understood by the parties that no payment for work in excess of the amount of this contract may be expended without the authority of Council of the Town of Aurora. 8. ABANDONMENT OR SUSPENSION If the Natural Heritage Evaluation or any part thereof is abandoned at the request of the Town at any stage prior to completion or if any stage of the Consultants' work is unduly delayed for reasons beyond their control, the Town shall pay the Consultants for all services performed and all disbursements incurred up to the date that the Consultants receive written notice thereof. 9. OWNERSHIP OF DOCUMENTS The Consultants agree that all reports, data and other documents, materials and information of any kind whatsoever prepared by the Consultants for purposes of the Natural Heritage Evaluation are the sole property of the Town. The -23- COUNCIL - SEPTEMBER 28, 2004 Page Consultants, however, may retain copies of these reports, data and other documents, materials and information for their reference and use. 10, COPYRIGHT The entire right, title and interest in the works, maps, papers, reports or other documentation and materials (collectively referred to herein as the "Works") developed during the course of the preparation of the Natural Heritage Evaluation shall be the sole, absolute and exclusive property of the Town and shall accrue in favour of the Town continuously during the course of the Work Program. The entire right, title and interest in the works, maps, paper, reports, etc, developed during the course of the Work Program shall be the sole and absolute property of the Town. The Consultants shall, at any time during the course of the Study and subsequently upon the written request of the Town, deliver to the Town, the original materials representing the Works, together with all copies thereof which are in the custody, care, control or possession of the Consultants. 11. CONFIDENTIALITY The Consultants shall not divulge any confidential information communicated to or acquired by them or disclosed by the Town in the course of carrying out the services provided for herein. No such information shall be used by the Consultants on any other project or for any other purpose without the approval in writing by the Town. 12. PROVISION OF INFORMATION The Consultants shall, at any time and upon request by the Town, provide to the Town any information used for the purposes of preparing the Natural Heritage Evaluation and, without limiting the generality of the foregoing, any background studies, statistics, working papers, and the bibliography of works referred to. 13. PROJECT APPROVAL REVIEW The Consultants consent to the review of the Natural Heritage Evaluation by the Town's Council. The Study shall bear the names of the primary authors and their credentials. 14. INDEMNIFICATION The Consultants shall indemnify and save the Town harmless from and against all claims, actions, losses, expenses, costs or damages of every nature and kind whatsoever, whether direct or indirect, which the Town, its agents, servants or officers, may suffer as a result of the negligence of the Consultants, their agents, servants or officers, in the performance of the services hereunder. 15. INSURANCE (a) The Consultants agree that they shall, at their own expense during the performance of the services, cause to be maintained Comprehensive general liability, Automobile Insurance average(s) in the amount of $2,000,000.00 and Professional Liability Insurance coverage in the amount of $2,000,000.00. (b) In respect of the Comprehensive General Liability coverage, such coverage shall include: (i) the Town as an additional named insured; and (ii) a cross Ilabilitylseverability of interest clause. (c) In respect of the Professional Liability coverage, where the Consultants are of the following type: -24- COUNCIL - SEPTEMBER 28, 2004 Page4 (i) Environmental Specialists; (ii) Computer Software Design; (III) Consulting Engineers involved in both project design and construction; or (iv) Fiscal Impact and Growth Management Analysts. Then the Professional Liability policy of insurance can be replaced with evidence of protection from professional errors and omissions liability, which Is in a form satisfactory to the Town. (d) The Consultants further agree that the coverage provided by the policies specified in this clause will not be changed, amended, or cancelled by the Consultants until thirty (30) days after written notice of such intended change, amendment or cancellation has been personally delivered to Aurora's Town Clerk and such change or amendment has been approved. (a) Where requested by the Town, the Consultants shall provide evidence in a form satisfactory to the Town, of the above -noted required insurance coverage. 16. CONFLICT OF INTEREST The Consultants and any sub -consultants shall not undertake any work for any third party, which would constitute a conflict of interest, from the period of acceptance to undertake the Study until such time that final determination has been made in respect of the applications. 17. ARBITRATION All matters in difference between the parties hereto in relation to this Agreement may be referred to arbitration under the laws of the project location. No person shall be appointed or act as arbitrator who is in any way interested, financially or otherwise, in the conduct of the work, the Natural Heritage Evaluation or in the business or other affairs of either the Town or the Consultants. The award of the arbitrator shall be final and binding upon the parities. 18. SUCCESSORS AND ASSIGNS The terms and conditions of this Agreement shall ensure to the benefit of, and be binding upon the parties hereto, and except as hereinafter otherwise provided, the executors, administrators, successors and assigns. If a party to this Agreement who is an individual should desire to bring in a partner or partners, or if any party which is a partnership should desire to bring in a new partner or partners to share the benefit and burden to this Agreement, he or it may do so, but shall promptly notify the other parties of such action and obtain their approval in writing before continuing work under this contract. No party to this Agreement shall assign this Agreement without the consent in writing of the others. 19. NOTICE Any notice herein required or permitted to be given under this Agreement shall be delivered or mailed by prepaid registered mail addressed as follows: -25- COUNCIL - SEPTEMBER 28, 2004 Page 5 in the case of notice to the Town, to: The Corporation of the Town of Aurora 100 John West Way, P.O. Box 1000 Aurora, Ontario, L4G 6J1 in the case of notice to the Consultants, to: North — South Environmental Inc. 35 Crawford Crescent, Suite U5 P.O, Box 518 Campbellville, Ontario LOP 1BO Any notice given in accordance with sub -clause (1) hereof, shall be deemed to have been given on the day of delivery. 20. CONTEXT OF WORDING It is hereby agreed and declared that where in this Agreement the context so required, words in the singular include plural and words in the plural include singular, and words importing the masculine gender include the feminine and neuter genders. IN WITNESS WHEREOF the Parties hereto have hereunto affixed their Corporate Seals under the hands of their proper officers duly authorized in that behalf. NORTH — SOUTH ENVIRONMENTAL INC. Per: Name: Title: Title: (t//We have the authority to bind the Corporation) THE CORPORATION OF THE TOWN OF AURORA Per: rim Jones, Mayor Bob Panizza, Director/Clerk (We have the authority to bind the Corporation) -26- COUNCIL - SEPTEMBER 28, 2004 Page 6 SCHEDULE "A" Request for Proposal -27- COUNCIL - SEPTEMBER 28, 2004 Pagel SCHEDULE "B" Consultant's Proposal COUNCIL - SEPTEMBER 28, 2004 Page SCHEDULE"C' Map of the 2C Lands -29- COUNCIL - SEPTEMBER 28, 2004 ATTENDANCE AGENDA ITEM # TOWN OFAURORA GENERAL COMMITTEE MEETING REPORT NO. 04-19 Council Chambers Aurora Town Hall Tuesday, September 21, 2004 Councillor Wallace in the Chair; Mayor Jones, Councillors Buck, Gaertner, Hogg, Kean, Morris, Vrancic and West. MEMBERS ABSENT None 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 and Council/Committee Secretary. Councillor Wallace called the meeting to order at 7:00 p.m. Mayor Jones introduced Ms Courtney Kidd, who is a co-op student from Dr. G.W. Williams High School and Will be assisting in the Mayor's Office as well as the Corporate Services Department. I DECLARATIONS OF PECUNIARY INTEREST There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. /I APPROVAL OFAGENDA Councillor Wallace advised that the Aurora Historical Society has withdrawn their delegation for this meeting. Moved by Councillor Kean Seconded by Councillor Vrancic THAT the content of the Agenda as circulated by the Corporate Services Department be approved as presented, with the following amendment: ➢ Withdrawal of the Aurora Historical Society's delegation Re: Refurbishing of the Church Street School — Item V (b) CARRIED 1/1 DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 1, 2, 3, 4, 5 and 6 were identified for discussion. -30- COUNCIL - SEPTEMBER 28, 2004 General Committee Report No. 04-19 Page 2 of 5 Tuesday, September21, 2004 IV ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION Moved by Councillor West Seconded by Councillor Morris THAT the following recommendations respecting the matters listed as "Items not Requiring Separate Discussion" be adopted as submitted to the Committee and staff be authorized to take all necessary action required to give effect to same: 7. CSO4.032 — Parking Control Services THAT the status report on Parking Control Services be received for information. 8. PW04-043 - Construction on Various Roads in Aurora THAT Council receive for information, Report PW2004-43, regarding the ongoing construction projects on various roads in the Town of Aurora. CARRIED V DELEGATIONS (a) Ms Bettina MacConnell, Today's Taxi Re: Proposed Taxi Meter Increase (Item 1) Ms Bettina MacConnell, driver and occasional dispatcher for Today's Taxi, addressed the Committee to request an increase in taxi rates similar to the 25% increase received by the Toronto taxi industry. Ms MacConnell also requested that an addendum be included on the tariff cards to indicate an additional charge of 250 per bag for bags and cartons that are loaded by the driver. Moved by Councillor West Seconded by Mayor Jones THAT the comments of the delegate be received; and THAT Item 1 be brought forward for discussion. CARRIED 1. CSO4-029 — Taxi Meter Increase Moved by Councillor West Seconded by Mayor Jones THAT Council approve the revised taxicab meter rate as shown in Appendix #1, attached; and THAT the Taxicab Licensing By-law be amended to reflect the new rates; and THAT the tariff card be adjusted to reflect that bags and cartons loaded by the taxi driver are subject to a 250 per bag charge. CARRIED (b) Aurora Historical Society Re: Refurbishing of the Church Street School Delegation withdrawn. -31- COUNCIL - SEPTEMBER 28, 2004 General Committee Report No. 04-19 Page 3 of 5 Tuesday, September 21, 2004 (c) Mr. Kevin Bechard, Director of Public Affairs Waste Management of Canada Corporation Re: Remedial Work at the Closed Aurora Landfill Site Mr. Kevin Bechard addressed the Committee to provide an update respecting ongoing site construction and monitoring activities at the closed Aurora landfill site at Bayview Avenue and Bloomington Side Road. Councillor Vrancic requested that Mr. Bachand write a letter to the Ministry of the Environment, copying the Director of Public Works, requesting that the annual reports which Waste Management of Canada Corporation submits to the Ministry of the Environment by March 30n' of each year, be provided to the Town of Aurora, for the years 2001 — 2003. Moved by Councillor West Seconded by Councillor Morris THAT the comments of the delegate be received. CARRIED VI CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION 2. PL04-104 — Zoning By-law Amendment and Site Plan Applications Trusthouse 88 Inc., 520 Industrial Parkway South Files D14.03.04 and D11-11-04 Moved by Councillor Gaertner Seconded by Councillor Kean THAT Council not authorize the Director of Planning to enter Into a site plan agreement between Trusthouse 88 Inc. and the Town of Aurora, respecting the construction of a funeral home, until it can be demonstrated that adequate parking can be provided. REFERRAL: Upon the question of the adoption of the resolution, it was: Moved by Councillor West Seconded by Councillor Vrancic THAT this matter be referred back to staff for further discussion with the applicant regarding the provision of adequate parking. CARRIED 3. PL04-105 — Site Plan Application, Clublink Capital Corporation Part of Block 60, Plan M-2034 File D11-04.04 Moved by Councillor Gaertner Seconded by Councillor West THAT Report PL04-105 be received as information; and THAT, subject to the resolution of 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 Clublink Capital Corporation and the Town of Aurora, respecting the construction of a new clubhouse for the Highland Gate Golf Club. -32- COUNCIL - SEPTEMBER 28, 2004 General Committee Report No. 04.19 Page 4 of 5 Tuesday, September 21, 2004 AMENDMENT: Upon the question of the adoption of the recommendation, it was: Moved by Councillor Hogg Seconded by Councillor Morris THAT the site plan be brought back to Council for final approval. CARRIED The recommendation was CARRIED AS AMENDED 4. PL04-106 - Official Plan Amendment Application MI Developments Inc., Part of Lot 20, Concession II File D09-01-04 Moved by Councillor Vrancic Seconded by Councillor Morris THAT this matter be deferred to the next Council meeting; and THAT, in the interim, the Town's legal counsel request an adjournment of the Ontario Municipal Board hearing, scheduled for September 27 — 28, 2004; and THAT, should an adjournment not be acceptable to the Ontario Municipal Board, the existing clause be presented as the Town's proposal. CARRIED 5. PL04.107 - Places to Grow -A Growth Plan for the Greater Golden Horseshoe Moved by Councillor Gaertner Seconded by Councillor Morris THAT Council not support the recommendations outlined in report PL04- 107 - "Places to Grow". DEFEATED Moved by Councillor West Seconded by Councillor Jones THAT the Ministry of Public Infrastructure Renewal be requested to amend Map 4 Future Growth Areas — Conceptual to include the 2C area of the Bayview East Urban Expansion Area as a Future Growth Area; and THAT Report PL04-107 be submitted to the Ministry of Public Infrastructure Renewal as the Town of Aurora's comment directly from the General Committee in view of the comment date deadline of September 24, 2004. CARRIED 6. CSO4-030 — New Consolidated Parking & Traffic Control By-law Moved by Councillor Kean Seconded by Councillor Vrancic THAT Council enact the proposed Consolidated Parking and Traffic Control By-law attached to this report as Appendix #1. CARRIED -33- COUNCIL - SEPTEMBER 28, 2004 General Committee Report No. 04.19 Page 5 of 5 Tuesday, September 21, 2004 1/11 OTHER BUSINESS, COUNCILLORS Councillor Gaertner advised the Committee of an addition to the meeting schedule; specifically the Yonge Street Commercial Area Sub -Committee meeting on Thursday, September 23`d at 7:00 p.m. Vill ADJOURNMENT Moved by Mayor Jones THAT the meeting be adjourned at 9:00 p.m. CARRIED THE REPORT OF THE GENERAL COMMITTEE MEETING 04-19 IS SUBJECT TO FINAL APPROVAL AT COUNCIL ON TUESDAY, SEPTEMBER 28, 2004. -34- COUNCIL - SEPTEMBER 28, 2004 AGENDA ITEM # 3 ITEM FOR COUNCIL MEETING OF SEPTEMBER 28, 2004 RESULTING FROM GENERAL COMMITTEE - SEPTEMBER 7, 2004 (IN -CAMERA SESSION) Compensation Analysis THAT staff be authorized to engage the services of S. McCrimmon & Associates to undertake a compensation analysis and that the contract not exceed $12,000. -35- COUNCIL - SEPTEMBER 28, 2004 LI 'TOWN OF AURORA AGENDA ITEM # COUNCIL REPORT No. TSAB04-016 SUBJECT: September 8, 2004 Traffic Safety Advisory Board Meeting FROM: Chair - John West Committee Members - Brett Cole, Juergen Daurer, Mike Walters, Robert Cook MEMBERS ABSENT: Carmen Zambri DATE: September 28, 2004 RECOMMENDATIONS 1. THAT the Committee Record of the Traffic Safety Advisory Board Meeting held on September 8, 2004 be received as information; and 2. Report No. TSAB04-013 - Annual Crossing Guard Report. THAT Report No. TSAB04-013 be received as information; and THAT the existing nine crossing guards remain in place for the 200412005 school year. 3. Report No. TSAB04-014 - Replacement of Yield Signs at Various Locations in the Town of Aurora. THAT Report No. TSAB04-014 be deferred to the October TSAB meeting; and THAT staff be requested to provide the collision history, the measured sightlines, and the traffic and pedestrian volumes for each yield controlled intersection. 4. September 2, 2004 email from Ms. Wendy Lyn regarding safety and speeding concerns on Ballymore Drive and Downey Circle. THAT the September 2, 2004 email from Ms. Wendy Lyn regarding safety and speeding concerns on Ballymore Drive and Downey Circle be referred to staff; and THAT a letter be sent to Ms. Wendy Lyn with the TSAB's recommendations. -36- COUNCIL — SEPTEMBER 28, 2004 September 28, 2004 - 2 - Council Report No. TSAB04-016 BACKGROUND All matters on the agenda were discussed fully. COMMENTS None. CONCLUSIONS The Board believes the recommendations contained herein to be appropriate and that Council should adopt them. FINANCIAL IMPLICATIONS None. ATTACHMENTS • September 8, 2004 Committee Record 04-05 Prepared by: Brent Jefferson, Traffic/Transportation Analyst ext. 4374 C• John . Vest, Ch r Traffic Safety Advisory Board —37— COUNCIL — SEPTEMBER 28, 2004 COMMITTEE RECORD NO. 04-05 Committee: Traffic Safety Advisory Board Date: Wednesday September 8, 2004 Time and Location: Leksand Room, Aurora Town Hall, 7:00p.m. From: Chair: John West Committee Members Brett Cole, Mike Walters, Robert Cook, Juergen Daurer Members Absent: Carmen Zambri Other Attendees: Brent Jefferson (Recording Secretary) Chris Alexander (By -Law Services Co-ordinator) DECLARATIONS OF INTEREST There were no declarations of interest. APPROVAL OF AGENDA Moved by Mike Walters THAT the agenda be approved as circulated. I .- c7fEIA MINUTES OF PREVIOUS MEETINGS Moved by Mike Walters Seconded by Juergen Daurer Seconded by Robert Cook THAT the minutes of the August 11, 2004 TSAB meeting be adopted by Council. CARRIED DELIGATIONS Dave Watson — 144 Gurnett Street Mr. Watson addressed the Board and indicated multi -way stop sign control is not needed at the intersection of Gurnett Street and Kegyjy Street East. Mr. Watson's main concern COUNCIL — SEPTEMBER 28, 2004 TSAB Record No. 04-05 Page 2 is regarding the duration the study was conducted. The study was conduced over a 10- hour time period but two hour were not used or counted due to their low traffic volumes. Mr. Watson noted that over half the southbound traffic travelling on Gurnett Street turns onto Kennedy Street East. Mr. Watson also indicted that parking on Gurnett Street is the main problem because vehicles are parked on both sides and within the intersection. If parking was prohibited on one side then the stop signs are not needed. Moved by Mike Walters Seconded by Robert Cook THAT items #4 and 5 be moved forward at this time. CARRIED Moved by Mike Walters Seconded by Robert Cook THAT the extract from the August 17, 2004 Council Meeting regarding the multi -way stop sign control at Gurnett Street and Kennedy Street East intersection and the July 14, 2004 letter from Mr. Dave Watson regarding the multi -way stop sign control at the Gurnett Street and Kennedy Street East intersection. 1 It is noted the Board let Mr. Watson speak on the issue of the Gurnett Street and Kennedy Street East stop signs as he was not a registered delegate. As the Board has already deal with this issue it is noted for Council's information that Mr. Watson still does not support the stop signs at the Gurnett Street and Kennedy Street East intersection. MATTERS FOR CONSIDERATION August 17, 2004 TSAB Council Report No. TSAB04-012 and August 17, 2004 Council excerpts. Moved by Mike Walters Seconded by Robert Cook THAT the August 17, 2004 TSAB Council Report No. TSAB04-012 and August 17, 2004 Council excerpts be received as information. CARRIED Report No. TSAB04-013 — Annual Crossing Guard Report. Moved by Mike Walters Seconded by Brett Cole THAT Report No. TSAB04-013 be received as information; and —39— COUNCIL - SEPTEMBER 28, 2004 TSAB Record No. 04-05 Pane 3 THAT the existing nine crossing guards remain in place for the 2004/2005 school year. CARRIED 3. Report No. TSAB04-014 - Replacement of Yield Signs at Various Locations in the Town of Aurora. Moved by Brett Cole Seconded by Juergen Daurer THAT Report No. TSAB04-014 be deferred to the October TSAB meeting; and THAT staff be requested to provide the collision history, the measured sightlines, and the traffic and pedestrian volumes for each yield controlled intersection. CARRIED 4. September 2, 2004 email from Ms. Wendy Lyn regarding safety and speeding concerns on Ballymore Drive and Downey Circle. Moved by Mike Walters Seconded by Robert Cook THAT the September 2, 2004 email from Ms. Wendy Lyn regarding safety and speeding concerns on Ballymore Drive and Downey Circle be referred to staff; and THAT a letter be sent to Ms. Wendy Lyn with the TSAB's recommendations. 5. Pending List. 6. Traffic Calming Activity List. Moved by Mike Walters Seconded by Brett Cole THAT the Pending List and Traffic Calming Activity List be received as information. CARRIED -40- COUNCIL — SEPTEMBER 28, 2004 TSAB Record No. 04-05 Page 4 OTHER BUSINESS BY MEMBERS Chris Alexander informed committee members By-law Services has been having problems with the hanging flower baskets on Yonge Street blocking the rush hour parking and stopping prohibitions. Chris indicated he will be submitting a report to the TSAB. ADJOURNMENT The meeting was adjourned at 8:30p.m. —41— COUNCIL — SEPTEMBER 28, 2004 -TOWN OF AURORA AGENDA ITEM # S COUNCIL REPORT No. EDC04-04 SUBJECT: September 15, 2004, Economic Development Advisory Committee Meeting FROM: Chair - Councillor Damir Vrancic Council Members - Councillors Kean and Morris and ex-officio member Mayor Jones Committee Members - David Amborski, Jim Beechey, Lisa Cruickshank, Gabriela Dragomir and Richard Wizemann DATE: September 28, 2004 RECOMMENDATIONS THAT the Committee Record of the Economic Development Advisory Committee Meeting 04-04 held on September 15, 2004 be received as information; and 2. Memorandum from the Economic Development Officer Promoting the Town's Employment Lands THAT the memorandum from the Economic Development Officer - Promoting the Town's Employment Lands be received for information purposes. 3. ADM04-001 The Development of a New Marketing Loqo for the Town of Aurora THAT, upon the completion of the background research and preparation of sample marketing logos by "Communications That Work", a special Economic Development Advisory Committee meeting be held to consider the designs and the rationale of each design. BACKGROUND Attached for the information of Council are the Minutes of the Economic Development Advisory Committee Meeting 04-04, held on September 15, 2004. COMMENTS Nil. OPTIONS Nil. CONCLUSIONS —42— COUNCIL - SEPTEMBER 28, 2004 September 28, 2004 - 2 - Report No. EDC04-04 Nil. FINANCIAL IMPLICATIONS None. ATTACHMENTS 1. Copy of Committee Record No. 04-04 Prepared by: Karen Ewart, Administrative Co-ordinator/Deputy Clerk, ext. #4222 o ncillor Damir Vrancic, Chair Economic Development Advisory Committee -43- COUNCIL — SEPTEMBER 28, 2004 COMMITTEE RECORD MEETING NO. 04-04 Committee: Economic Development Advisory Committee Date: Wednesday, September 15, 2004 Time and Location: 8:00 a.m., The Leksand Room - Aurora Town Hall Committee Members: Councillor Vrancic, Chair; Councillors Kean and Morris, David Amborski, Jim Beechey, Lisa Cruickshank, Gabriela Dragomir, Richard Wizemann Regrets: Sharon Culver Other Attendees: Dino Lombardi, Economic Development Officer; Kristen Yemm, Marketing/Communications Co-ordinator and Karen Ewart, Administrative Co-ordinator/Deputy Clerk Councillor Vrancic, Chair, called the meeting to order at 7:35 a.m. DECLARATIONS OF INTEREST There were no declarations of interest under the Municipal Conflict of Interest Act. APPROVAL OF AGENDA Moved by Councillor Morris Seconded by David Amborski THAT the content of the agenda as circulated by the Corporate Services Department be approved as presented with the following additional item: ➢ Yonge Street Commercial Area Sub -Committee Minutes of July 22, 2004 CARRIED —44— COUNCIL - SEPTEMBER 28, 2004 Economic Development Advisory Committee Minutes No. 04-04 Page 2 of 5 Wednesday, September 15, 2004 REVIEW OF PREVIOUS MEETING REPORT Moved by Lisa Cruickshank Seconded by Gabrie/a Dragomir THAT Economic Development Advisory Committee Meeting Reports 04-02 and 04-03 be adopted as printed and circulated. CARRIED MATTERS ARISING FROM PREVIOUS MEETING 1. Distribution of the Town of Aurora's 2003-2004 Business Directory The Economic Development Officer advised the Committee that the new 2003- 2004 Business Directory would be provided to the members after the meeting. He further advised that the Directories are available to the public through the Economic Development Office and Info Aurora desk. The Economic Development Officer took this opportunity to introduce Kristen Yemm, Marketing/Communications Co-ordinator for the Town of Aurora. 2. Memorandum from the Economic Development Officer Promoting the Town's Employment Lands The Economic Development Officer provided an overview of the memorandum highlighting the current initiatives. Discussion took place regarding the various initiatives and possible methods of expanding the promotion of employment lands. Moved by Councillor Kean Seconded by David Amborski THAT the memorandum from the Economic Development Officer - Promoting the Town's Employment Lands be received for information purposes. CARRIED -45- COUNCIL — SEPTEMBER 28, 2004 Economic Development Advisory Committee Minutes No. 04-04 Page 3 of 5 Wednesday, September 15, 2004 NEW BUSINESS 3. Memorandum from the Economic Development Officer - Visit by the Hancunhe, China Delegation to the Town of Aurora — Summary Update The Economic Development Officer provided a verbal update of subsequent information received following the delegation visit. The Economic Development Officer advised that a report would presented at the next Economic Development Advisory Committee meeting regarding a development strategy. The Committee received the memorandum for information purposes. 4. Memorandum from the Economic Development Officer - Whitwell Developments Limited - Status Update The Economic Development Officer provided the Committee with a verbal update regarding the Whitwell Developments Limited project and advised that the applications for Official Plan and Zoning By-law amendments will be considered at the Public Planning meeting on September 29, 2004. The Committee was invited to review the peer review reports of the various studies (example: marketing and economic impact studies) when they are available in the Planning Department. The Committee received the memorandum for information purposes. 5. Memorandum from the Economic Development Officer - York Region Biotechnology Cluster Innovation Program The Economic Development Officer provided the Committee with background information with respect to this matter. The Committee received the memorandum for information purposes. 6. Memorandum from the Economic Development Officer — Status of Various Employment Generating Development Applications in the Town of Aurora The Economic Development Officer advised the Committee that the Planning Department prepares a monthly report providing Council with a status report of all developments within the municipality and suggested that a status report focusing on business developments would be beneficial to the Committee. The Committee received the memorandum for information purposes. COUNCIL — SEPTEMBER 28, 2004 Economic Development Advisory Committee Minutes No. 04-04 Page 4 of 5 Wednesday, September 15, 2004 7. ADM04-001 - The Development of a New Marketing Logo for the Town of Aurora The Economic Development Officer and the Marketing/Communications Co- ordinator provided the Committee with an overview of the process which has taken place with respect to the development of a new marketing logo for the municipality. Staff assured the Committee that the new logo would be for marketing purposes and that it would not be replacing the Town Crest. The Committee offered several suggestions with respect to obtaining feedback from stakeholders and focus groups. Moved by David Amborski Seconded by Lisa Cruickshank THAT, upon the completion of the background research and preparation of sample marketing logos by "Communications That Work", a special Economic Development Advisory Committee meeting be held to consider the designs and the rationale of each design. CARRIED 8. Aurora 2003 Annual Report The Economic Development Officer distributed copies of the Aurora 2003 Annual Report. SUB-COMMITTEE/UPDATES 9. Yonge Street Commercial Area Sub -Committee Minutes of July 22, 2004 Richard Wizemann, member of the Yonge Street Business Area Sub -Committee, advised the Committee that the meeting finished at 9:30 p.m. on July 22, 2004. The Committee received the memorandum for information purposes. QUESTIONS BY MEMBERS David Amborski enquired, with respect to streamlining the planning application process, about establishing a policy of returning voice mail enquiries in a timely fashion. Staff advised that this may be addressed through the Strategic Plan relating to customer service. Additionally, staff advised that this concern would be forwarded to the MIS Steering Committee. —47— COUNCIL — SEPTEMBER 28, 2004 Economic Development Advisory Committee Minutes No. 04-04 Page 5 of 5 Wednesday, September 15, 2004 The Chair reminded the Members of the Business Achievement Awards hosted by the Aurora Chamber of Commerce on October 21, 2004. All Members were requested to contact the Economic Development Officer for tickets. ADJOURNMENT Moved by Councillor Kean Meeting adjourned at 9:00 a.m. CARRIED NEXT MEETING The next meeting is scheduled for Wednesday, October 20, 2004, at 7:30 a.m. in the Leksand Room, Town Hall. E:Z COUNCIL - SEPTEMBER 28, 2004 -TOWN OF AURORA AGENDA ITEM # la COUNCIL REPORT No. AHC 04-04 SUBJECT: September 13, 2004, Aurora Heritage Committee Meeting FROM: Diane Fergueson (Chair), Margaret Brevik, Councillor Nigel Kean, Bob McRoberts, Walter Mestrinaro, John McIntyre, Stan Rycombel, Jane Staunton, Councillor Ron Wallace DATE: September 28, 2004 RECOMMENDATIONS 1. THAT the Committee Record of the Aurora Heritage Committee Meeting held on September 13, 2004 be received for information; and 2. THAT Mr. Moore be requested to consult with his architect to redesign the plans in order to relocate the proposed addition to the side and rear of the subject building, or alternatively that in the event that the aforementioned proposal cannot be accommodated that consideration for a front facade addition incorporate significantly more glazing, and further that the Mr. Moore be requested to resubmit revised drawings to the Committee for further review, and 3. THAT the Aurora Historical Society be nominated in the built category for recognition under the Ontario Heritage Foundation, ATTACHMENTS Committee Record 04-04 Prepared by: Bob Panizza (� D. Fergueson, Chair 1 Aurora Heritage Committee -49- COUNCIL - SEPTEMBER 28, 2004 -50- COUNCIL — SEPTEMBER 28, 2004 AURORA HERITAGE COMMITTEE RECORD NO. 04-04 Committee: Aurora Heritage Committee Date: September 13, 2004 Time and Location: 7:00 p.m. Tannery Room, Town Hall Committee Members: Diane Fergueson (Chair), Margaret Brevik, Bob McRoberts, John McIntyre, Stan Rycombel, Jane Staunton, Councillor Ron Wallace Staff: Absent: Walter Mestrinaro; Councillor Nigel Kean Bob Panizza DECLARATIONS OF INTEREST None APPROVAL OF AGENDA Moved by S. Rycombel That the agenda as circulated be approved. Seconded by M. Brevik CARRIED APPROVAL OF THE MINUTES Moved by S. Rycombel Seconded by B. McRoberts That the minutes of the Aurora Heritage Committee No. 04-03 dated August 9, 2004 be approved. CARRIED —51— COUNCIL — SEPTEMBER 28, 2004 DELEGATIONS Mr. Brian Moore appeared before the Committee to present his proposal for an addition to the front of 14096 Yonge St. in order to accommodate a new client reception area for his practice which he plans to relocate into the subject building. Moved by M. Brevik Seconded by J. Staunton That Mr. Moore be requested to consult with his architect to redesign the plans in order to relocate the proposed addition to the side and rear of the subject building, or alternatively that in the event that the aforementioned proposal cannot be accommodated that consideration for a front fagade addition incorporate significantly more glazing, and further that the Mr. Moore be requested to resubmit revised drawings to the Committee for further review. CARRIED MATTERS FOR CONSIDERATION 1. Heritage District Study Area Committee Members discussed at length the details related to the forthcoming Public Information Evening on September 27th with residents of Catherine, Fleury, Maple, and Spruce Streets. The Committee confirmed the proposed agenda for the evening and outlined the handout material that would be made available to the public attending the meeting. Members requested that a copy of the draft agenda and handout package be provided in advance for final review prior to the meeting. OTHER BUSINESS S. Rycombel inquired about the status of the proposed Heritage Web Site. B. Panizza advised that the Heritage Assistant is currently working on the site and a final draft will probably be presented to the Committee later in October or November. —52— COUNCIL - SEPTEMBER 28, 2004 Heritage Community Recognition Program Moved by S. Rycombel Seconded by J. Staunton That the Aurora Historical Society be nominated in the built category for recognition under the Ontario Heritage Foundation. CARRIED ADJOURNMENT Moved by J. McIntyre That the meeting be adjourned at 8:50 p.m. -53- COUNCIL - SEPTEMBER 28, 2004 TOWN OF AURORA AGENDA ITEM# -7 _j COUNCIL REPORT No. EAC04-04 SUBJECT: September 13, 2004 Environmental Advisory Committee Meeting FROM: Chair - Councillor Morris Council Members - Councillor Gaertner Committee Members - Robert Cook, Mary Hill, Ellen Mole, Darryl Moore, David Tomlinson, Susan Walmer, Klaus Wehrenberg DATE: September 28, 2004 RECOMMENDATIONS 1. THAT the Committee Record of the Environmental Advisory Committee Meeting 04-04, held on September 13, 2004, be received for information; and 2. Prioritization of the Draft Goals and Objectives THAT the following five Sub -Committees of the Environmental Advisory Committee be created: Naturalization/Wildlife, Bylaws/Policy, Planning, Public Awareness/Education, and Waste Management, and THAT staff be authorized to proceed with the advertising for applicants to fill the positions on the Sub -Committees of the Environmental Advisory Committee; and THAT the Environmental Advisory Committee be permitted to utilize the Town Notice Board and website to advertise and provide information to the public on the Committee's activities to heighten public awareness and participation; and THAT Sue Walmer draft a mission statement of the Environmental Advisory Committee to be discussed at the next meeting; and THAT the Director of Public Works be invited to the next Environmental Advisory Committee meeting to provide an overview of the Three Stream Source Separated Waste Program and the Town's potential participation. -54- COUNCIL - SEPTEMBER 28, 2004 September 28, 2004 -2- Report No. EAC04-04 BACKGROUND Attached for the information of Council are the Minutes of the Environmental Advisory Committee Meeting EAC04-04, held on September 13, 2004. COMMENTS Nil. OPTIONS Nil. CONCLUSIONS Nil. FINANCIAL IMPLICATIONS None. ATTACHMENTS 1. Copy of Committee Record No. EAC04-04. Reviewed by: Karen Ewart, Administrative Co-ordinator/Deputy Clerk, ext. 4222 o cillor Wendy Gaertner, Acting Chair Environmental Advisory Committee -55- COUNCIL — SEPTEMBER 28, 2004 ENVIRONMENTAL ADVISORY COMMITTEE RECORD MEETING NO. 04-04 Date: Time and Location: Monday, September 13, 2004 7:00 p.m., Leksand Meeting Room, Aurora Town Hall, 100 John West Way Committee Members: Councillor Gaertner, Acting Chair, Robert Cook, Darryl Moore, David Tomlinson, Susan Walmer, Klaus Wehrenberg Regrets: Councillor Morris, Mary Hill, Ellen Mole Staff Attendees: Karyn Bagley, Part Time Council/Committee Secretary Others in Attendance: Peter Piersol, resident of Aurora AI Wilson, resident of Aurora Councillor Gaertner called the meeting to order at 7:05 p.m. DECLARATIONS OF INTEREST There were no declarations of interest under the Municipal Conflict of Interest Act. MINUTES OF PREVIOUS MEETINGS Moved by Sue Walmer Seconded by Robert Cook THAT the Environmental Advisory Committee meeting minutes 04-02 from August 9, 2004, and 04-03 from August 31, 2004, be approved. CARRIED —56— COUNCIL — SEPTEMBER 28, 2004 Environmental Advisory Committee Record No. 04-02 Page 2 of 4 Monday, September 13, 2004 APPROVAL OF AGENDA Moved by Sue Walmer Seconded by Robert Cook THAT the content of the agenda be approved as circulated. raTTIT-MIWO. DELEGATIONS None. MATTERS ARISING FROM PREVIOUS MEETING Prioritization of the Draft Goals and Objectives Each Committee member identified their main areas of interest out of the items that were detailed in the Draft Goals and Objectives spreadsheet. The areas of interest are as follows: Sue Walmer - Public Participation/Communication, Anti -idling David Tomlinson —Wildlife Parks, Landscape Architecture Processes Robert Cook —Transportation, Waste Management, Emergency Procedures Darryl Moore — Policy, Bylaws, Town Planning Councillor Gaertner— Energy/Environmental Savings, Green Roof Technology Klaus Wehrenberg — Health Related Issues, Waste Management, Watersheds Ellen Mole — Waste Diversion, Public Education (received via email) The Committee members agreed that to effectively address their goals and objectives, the following five Sub -Committees are to be created: Naturalization/Wildlife, Bylaws/Policy, Planning, Public Awareness/Education, and Waste Management. Each Committee member will sit on the applicable Sub - Committees that relate to their areas of interest. The Committee is to advertise and provide information of their activities in the local newspaper and on the Town's website. Moved by Darryl Moore Seconded by Sue Walmer THAT the following five Sub -Committees of the Environmental Advisory Committee be created: Naturalization/Wildlife, Bylaws/Policy, Planning, Public Awareness/Education, and Waste Management. CARRIED —57— COUNCIL — SEPTEMBER 28, 2004 Environmental Advisory Committee Record No. 04-02 Page 3 of 4 Monday, September 13, 2004 Moved by Sue Walmer Seconded by Robert Cook THAT staff be authorized to proceed with the advertising for applicants to fill the positions on the Sub -Committees of the Environmental Advisory Committee; and THAT the Environmental Advisory Committee be permitted to utilize the Town Notice Board and website to advertise and provide information to the public on the Committee's activities to heighten public awareness and participation. CARRIED The Committee proposed to review the Town's Strategic Plan, Environmental Plan, and applicable Bylaws at future meetings. It was agreed that a mission statement to reflect the activities of the Environmental Advisory Committee is to be drafted and reviewed at the next Committee meeting. Moved by Robert Cook Seconded by David Tomlinson THAT Sue Walmer draft a mission statement of the Environmental Advisory Committee to be discussed at the next meeting. CARRIED The Committee expressed an interest in obtaining more information on the Three Stream Source Separated Waste Program that other levels of government have been initiating. Moved by Robert Cook Seconded by Klaus Wehrenberg THAT the Director of Public Works be invited to the next Environmental Advisory Committee meeting to provide an overview of the Three Stream Source Separated Waste Program and the Town's potential participation. NEW BUSINESS None. CARRIED IRM COUNCIL — SEPTEMBER 28, 2004 Environmental Advisory Committee Record No. 04-02 Page 4 of 4 Monday, September 13, 2004 OTHER BUSINESS BY MEMBERS David Tomlinson advised the Committee that three companies have submitted proposals for the 2C Lands. These proposals are going to be addressed in the Economic Development Advisory Committee meeting on September 15th. Councillor Gaertner is to provide this information to Councillor Morris prior to Wednesday's meeting. ADJOURNMENT Moved by Robert Cook Meeting adjourned at 9:00 p.m. CARRIED NEXT MEETING The next regular meeting of the Environmental Advisory Committee will take place on Monday, October 98, 2004 at 7:00 pm in the Leksand Room. —59— COUNCIL - SEPTEMBER 28, 2004 TOWN OF AURORA COUNCIL REPORT No. PL04-110- SUBJECT: Site Plan Application York Catholic District School Board Bayview Wellington Catholic Elementary School Block 253, Registered Plan 65114-3497 20 Bridgenorth Drive File Number D11-13-04 FROM: Sue Seibert, Director of Planning DATE: September 28, 2004 RECOMMENDATIONS THAT Report PL04-110- be received as information; THAT, subject to a satisfactory review by the Site Plan Committee, the Director of Planning be authorised to execute a Site Plan Agreement between the York Catholic District School.Board and the Town of Aurora respecting the development of an elementary school on the subject lands. BACKGROUND Location / Land Use: The subject lands are located at 20 Bridgenorth Drive and identified legally as Lot 253, Registered Plan 65M-3497, as illustrated on the attached Figure 1. The site is located in the Bayveiw Wellington North subdivision. Surrounding Land Use: To the North: Public Elementary School South: Residential East: Residential West: Park/Open space .m COUNCIL — SEPTEMBER 28, 2004 September 28, 2004 - 2 - Report No. PL04-110- Official Plan The subject lands are designated 'Institutional' by Official Plan Amendment No. 28, Bayview Wellington North Secondary Plan which permits the proposed elementary school. Zoning By-law No.2213-78, as amended: The subject lands are zoned 'Institutional (1) Zone", which permits an elementary school. PROPOSAL Site Plan: The purpose of the subject application is for the construction of a new Catholic elementary school in the Bayview Wellington North neighbourhood for the York Catholic District School Board, (YCDSB). As illustrated on Figure 3, the submitted site plan is for the construction of a 4587m2 (49,351ft2) two storey elementary school on a 20,323m2 (2.03ha) lot. The proposed development has the following site statistics: Lot Area 20,323.63m 2.0324 ha Building Coverage Permitted Sec.28.2.8 7,113.27m (35.00a/o) Proposed Building Area 2,567.58m 12.63% (Building Footprint) Proposed Gross Floor Area Ground Floor(Building Footprint) 2,567.58m Second Floor 2,0184.94m Total Gross Floor Area 4,586.52m Total Area of Portables 700.00m 10 Portables = 70m2 x 10 Paved / Asphalt Area 7,093.90m2 34.90% Open / Landscape Area: 10,662.15m2 52.46% Parking Provided 60 Spaces(Including 2 HC Parking Required Sec.6.26.1.10 48 Spaces The site plan illustrates an asphalt kindergarten play area located on the north side of the elementary school, which is to be fenced in by a 1.5m (5ft.) chain link fence. A substantially larger second asphalt play area is proposed to the west of the elementary —61— COUNCIL — SEPTEMBER 28, 2004 September 28, 2004 - 3 - Report No. PL04-110- school, which is also the proposed location for a future 440M2 (4734.40 ftz) school expansion (southwest corner of school), and the future site of portable classrooms (northwest corner). A 45.7m x 73.1 m soccer pitch is proposed on the western portion of the subject lot with 1.8m high chain link fencing acting as a barrier located near the southern and northern property lines. There is no proposed fencing on the western property line which would permit barrier free access to the park. Vehicular site access is proposed to and from Bridgenorth Drive. A two-way east west pick-up drop-off area has been designated on the north side of the elementary school where forty-five (45) staff parking spaces are to be provided. The remaining fifteen (15) parking spaces are proposed to the east of the elementary school where the one-way school bus pick-up and drop-off area is planned. The Building Department has advised that they are generally satisfied with the subject application with the exception of one outstanding issue, which requires the applicant to submit a more detailed parking calculation breakdown that would identify the number of classrooms within the school. Section 6.26.1.10 of the Zoning By-law requires 1.5 parking spaces for each teaching classroom. Currently, the applicant has indicated that only forty- eight (48) parking spaces are required. Building Elevations: As illustrated on the attached elevation plans, the proposed building will be finished with brick clad and metal roofing, with screened in mechanical equipment. Landscape Plan: Pedestrian paths have a maximum slope of 4% and are made of concrete. Landscaping is proposed along the perimeter of the site, with the exception of the western lot line. Framed tree hoarding is proposed for deciduous trees that are to be planted along the exteriorside of the sidewalks that run parallel to Hollandview Trail and Bridgenorth Drive. An additional second wave of deciduous trees is also proposed on the interior side of the aforementioned sidewalks. Landscaping along the northern property line, which delineates the subject lot from the public elementary school lot to the north, consists of a mix planting of deciduous and coniferous trees. The Leisure Department has advised that they are generally satisfied with the proposed development with the exception of a couple technical issues which will be dealt with in the site plan process. OPTIONS The site plan application could proceed with a report to Council, following a detailed review —62— COUNCIL — SEPTEMBER 28, 2004 September 28, 2004 - 4 - Report No. PL04-110- by the Site Plan Committee, for approval and authorization for the Mayor and Clerk to execute the agreements. Alternatively, in accordance with Council policy, the Director of Planning could be delegated authority to execute the agreements on behalf of the Municipality. Given the Applicant's desire to proceed expeditiously, and that only technical issues remain to be resolved, Staff are able to deal with the site plan through the delegation process. CONCLUSIONS The Site Plan application can be dealt with most expeditiously at the staff level. Staff have no objection to the matter being delegated to the Director of Planning to execute a Site Plan Agreement between York Catholic District School Board and the Town of Aurora respecting the proposed elementary school. The School Board is anxious to proceed as soon as possible so that the school can open for September of 2005. FINANCIAL IMPLICATIONS Not Applicable. 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 process facilitate this objective. ATTACHMENTS Figures: Figure 1 - Location Plan Figure 2 - Survey Figure 3 - Proposed Site Plan Figure 4 - Proposed Building Elevation Plan Figure 5 - Proposed Landscape plan Prepared by. Andrew Harper, Planning Technician Extension 4349 S e eib ,rt Drrector of Planning SAPlanning1C10 Reports to Council\2002 REPORTSTL04-110, A - YCDSB Delegation.doc —63—