Agenda - General Committee - 20100907GENERAL COMMITTEE
AGENDA
NO.10-14
TUESDAY, SEPTEMBER 7, 2010
1:00 P.M.
COUNCIL CHAMBERS
AURORA TOWN HALL
PUBLIC RELEASE
September 3, 2010
AumoxA
TOWN OF AURORA
GENERAL COMMITTEE MEETING
AGENDA
NO. 10-14
Tuesday, September 7, 2010
7:00 p.m.
Council Chambers
Councillor Granger in the Chair
I DECLARATIONS OF PECUNIARY INTEREST
1l APPROVAL OF AGENDA
RECOMMENDED:
THAT the agenda as circulated by the Customer and Legislative Services
Department be approved.
Ill ADOPTION OF PREVIOUS MINUTES
General Committee Meeting Minutes 10-13 dated June 15, 2010 pg. 1
RECOMMENDED:
THAT the General Committee Meeting minutes 10-13 dated June 15,
2010 be adopted.
IV DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
V ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
General Committee Agenda
Tuesday, September 7, 2010
Page 2 of 7
V1 DELEGATIONS
a) Allan White pg, g
Re: 3 Way Stop at Conover Avenue and Halldorson Avenue
VIl PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE
Vlll CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
IX NEW BUSINESS/GENERAL INFORMATION — COUNCILLORS
X CLOSED SESSION
X1 ADJOURNMENT
General Committee Agenda
Tuesday, September 7, 2010
Page 3 of 7
AGENDA ITEMS
1. BBS10-009 — Proposed Taxicab Fare Increase pg.10
RECOMMENDED:
THAT Council receive Report No. BBS10-009 for information: and
THAT Council approve an increase of taxicab fares as outlined on
Appendix "A" Schedule 13 of Licensing Bylaw No. 4258-01.P as amended
at the September 14, 2010 Council meeting; and
THAT six taxi license plates be issued to applicants on the priority list in
accordance with the population provisions of the current licensing bylaw
being one plate for every 1500 residents: and
THAT staff increase enforcement of illegal taxicabs within the Town; and
THAT staff be directed to bring forward to a future Council meeting an
amended Taxi Licensing Bylaw addressing the taxi plate population ratio
and other administration and enforcement issues including a review of
licensing and renewal fees.
2. BBS10-011 — By-law & Licensing Services Audit Report pg.19
RECOMMENDED:
THAT Report BBS10-011 regarding By-law & Licensing Services Audit
Report be received as information.
3. CFS10-017 — Corporate Policy and Procedure Review and pg.49
Update Project
RECOMMENDED:
THAT staff undertake a review and update of all corporate policies and
procedures; and
THAT the CAO be delegated approval authority for administrative policy
matters as identified in Attachment #2 of report CFS10-017 with all other
policies remaining subject to Council approval.
General Committee Agenda
Tuesday, September 7, 2010
Page 4 of 7
4. CFS10-029 — Expenses Excluded from the 2010 Budget pg.56
RECOMMENDED:
THAT report CFS10-029 regarding expenses excluded from the 2010
Town of Aurora budget be received for information purposes.
5. IES10-042 — Facility Energy Poster Proposal pg.61
RECOMMENDED:
THAT Council receive Report No. IES10-042, "Facility Energy Poster
Proposal" for information.
6. IES10-043 — Leslie Street and St. John's Sideroad Pedestrian pg.64
Trail Crossings
RECOMMENDED:
THAT York Region be requested to include a description and identify the
potential underpasses along St. John's Sideroad and Leslie Street within
their current environmental studies where possible; and
THAT York Region be requested to include funding for this project in their
2011 capital program as the project supports the Regional initiatives of
'Healthy Communities', 'Walkable Communities', and `Linked Green
Spaces'; and
THAT, should York Region not provide funding, the Town of Aurora review
funding requirements through the 2011 budget process; and
THAT a copy of this report be provided to the York Region Clerk's Office
7. IES10-044 — Purchasing Approval for Concrete Sidewalk Repairs pg.86
RECOMMENDED:
THAT Council authorize the Purchase Order increase of the 2010
expenditure for concrete sidewalk removal and replacement from $58,235
to $121,800, plus taxes, for Contract No. PW2008-26 with Vaughan
Paving Ltd.
General Committee Agenda
Tuesday, September 7, 2010
Page 5 of 7
& IES10-045 — Award of Tender No. IES2010-63 —Concrete pg.88
Curb and Catchbasin Repairs
RECOMMENDED:
THAT $100,000 of approved capital funding be transferred from Project
No. 31084 to a new capital project for curb and catchbasin repairs; and
THAT Tender No. IES2010-63 — Concrete Curb and Catchbasin Repairs
in various locations in the Town of Aurora be awarded to Curbscapes
Concrete Ltd. in the amount of $178,100, plus taxes, based on tendered
unit prices; and
THAT Council authorize the Mayor and Clerk to execute the necessary
Agreements for the project.
9. IES10-046 — Multi -Way Stop Control Request at McClellan Way pg.91
and Briardale Place/Loraview Lane Intersection
RECOMMENDED:
THAT multi -way stop sign control be installed at the McClellan Way and
Briardale Place/Loraview Lane intersection; and
THAT a letter be sent to all affected residents with the Council's
recommendations.
10. IES10-047— Three -Way Stop Control Request at Conover Avenue pg.104
and Halldorson Avenue Intersection
RECOMMENDED:
THAT report IES10-047 be received for information; and
THAT the three-way stop sign control request at the Conover Avenue and
Halldorson Avenue intersection be denied; and
THAT York Regional Police be requested to conduct regular speed
enforcement of the posted 40km/h speed limit on Conover Avenue.
General Committee Agenda
Tuesday, September 7, 2010
Page 6 of 7
11. PL10-058 — Zoning By-law Amendment and Site Plan Applications pg.116
2058955 Ontario Inc. / Bellwood Health Services Inc.
14985 Leslie Street
File Numbers D14-01-09 and D11-01-10
RECOMMENDED:
THAT Implementing Zoning By-law 5274-10 be enacted to rezone the
subject lands from "Rural (RU-ORM) Zone" to "Business Park (BP-6)
Exception Zone" (southern half of property) and "Business Park (H)BP-7
Exception Zone" (northern half of property) to permit a health and
wellness centre and office uses on the subject lands including site specific
development standards; and
THAT subject to any issues or comments raised by Council; Site Plan
Application Dll-01-10 be approved to permit the construction of a four -
storey health and wellness centre; and
THAT Council authorize the Mayor and Clerk to execute the Site Plan
Agreement.
12. PR10-010 — Rec Cycle and Sports Pro Shop Lease at the pg.135
Stronach Aurora Recreation Complex
RECOMMENDED:
THAT Council authorize a grant in the amount of $2,400.00 to Rec Cycle
and Sports in payment of lease arrears in accordance with Section 107 of
the Municipal Act; and
THAT Council authorize the Mayor and Town Clerk to execute an
amending agreement to the current Pro Shop lease for Rec Cycle and
Sports at the Stronach Aurora Recreation Complex (SARC) to include the
location at the Aurora Community Centre (ACC).
13. PR10-029 — Partnership with the York Catholic District School pg.149
Board (YCDSB)
RECOMMENDED:
THAT Council endorse the partnership with the York Catholic District
School Board (YCDSB) and construction of an artificial turf field at the St.
Maximilian Kolbe Catholic High School; and
General Committee Agenda
Tuesday, September 7, 2010
Page 7 of 7
THAT Council "agree in principle" with the construction of an artificial turf
field at St. Maximilian Kolbe Catholic High School; and
THAT funding for the turf field be referred to the 2011 budget; and
THAT the funding source be 90% Development Charges and 10% Cash -
in -Lieu; and
THAT staff be directed to draft an Agreement with the YCDSB for the use
of the field during non -school hours in accordance with the conditions
outlined in this report.
14. PR10-031 — 2010 Community Grant Requests —Additional pg.155
Requests
RECOMMENDED:
THAT Council approve the 2010 Community Grant request received from
Aurora Barbarian's RFC ($1,000.00); and
THAT Council deny 2010 Community Grant requests received from Big
Brothers Big Sisters of York ($1,000.00), St. Andrew's College ($750.00),
and Victim Services of York Region ($1,000.00).
15. Memorandum from the Director of Infrastructure and pg.159
Environmental Services
Re: Approval of Town Logo on CN Overpass —Memo 04-10
RECOMMENDED:
THAT Council receive the Memorandum regarding Approval of Town Logo
on CN Overpass — Memo 04-10.
General Committee Agenda
September 7, 2010
AURORA
Minutes -I
TOWN OF A URORA
GENERAL COMMITTEE MEETING MINUTES
NO. 10-13
Council Chambers
Aurora Town Hall
Tuesday, June 15, 2010
ATTENDANCE
COMMITTEE MEMBERS
Councillor Gaertner in the Chair; Councillors Buck
(arrived at 7:31 p.m.), Gallo, Granger, MacEachern,
McRoberts, Wilson, and Mayor Morris
MEMBERS ABSENT
Councillor Collins-Mrakas
OTHER ATTENDEES
Chief Administrative Officer, Director of Customer and
Legislative Services/Town Clerk, Director of Legal
Services/Town Solicitor, Director of Building and By-
law Services, Director of Parks and Recreation
Services, Director of Planning and Development
Services, Director of Infrastructure and Environmental
Services, Director of Corporate and Financial
Services/Treasurer and Council/Committee Secretary
Councillor Gaertner called the meeting to order at 7:26 p.m.
DECLARATIONS OF PECUNIARY INTEREST
At 9:07 p.m. Councillor MacEachern declared a conflict in items NB68 and
CA016 due to her involvement with a residents group and her participation in
activities as they relate to these lands (Anne Bartley Smith Lands).
ll APPROVAL OFAGENDA
General Committee recommends:
THAT the agenda as circulated by the Customer and Legislative Services
Department be approved as presented.
CARRIED
Ill ADOPTION OF PREVIOUS MINUTES
General Committee Meeting minutes of June 1, 2010
General Committee recommends:
THAT the General Committee Meeting minutes of June 1, 2010 be
adopted.
CARRIED
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General Committee Agenda
September 7, 2010
General Committee Minutes
Tuesday, June 15, 2010
Page 2 of 8
IV DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Items 2, 5, 6, 7, 8, 9, and 11 were identified for discussion.
V ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
Items 1, 3, 4, 10, 12, 13 and 14 were identified as Items not requiring separate
discussion.
General Committee recommends:
THAT the following recommendations respecting the matters listed as
"Items Not Requiring Separate Discussion" be adopted as submitted to the
General Committee and staff be authorized to take all necessary action
required to give effect to same:
CAOIO-009 — Canadian Coalition of Municipalities Against Racism
and Discrimination
THAT Council receive report CAOIO-009 for information; and
THAT the Town of Aurora join the Canadian Coalition of Municipalities
Against Racism and Discrimination; and
THAT Council endorse the attached Declaration from the Canadian
Commission for UNESCO on the Canadian Coalition of Municipalities
Against Racism and Discrimination.
3. BBS10-006 — Land and Property Management System Implementation
THAT Council authorize staff to proceed with Capital Project #14042, an
upgrade of our Land and Property Management System (Cityview); and
THAT Council approve an Increase In the budget of $35,000 for a total
project cost of $185,000 plus applicable taxes from $150,000, to be
funded from the Building Reserve Fund.
4, BBS10-007 — Aurora Farmers' Market and Artisan Fair By-law
THAT Council receive Report No. BB810-007 for information; and
THAT Council enact the Aurora Farmers' Market and Artisans Fair By-law
5262-10 at the June 22, 2010 Council Meeting.
10. PR10-023 — Selection of the Aurora Rotary Club for the Management
of the Beer Garden for Ribfest for 2010
THAT Council approve the selection of the Aurora Rotary Club for the
Management of the Beer Garden for Ribfest for 2010.
12. PR10-026— Stewart Burnett Park Additional Work Requirements
THAT Council approve an increase in the budget of $97,094.00 for the
additional work requirements for Stewart Burnett Park as outlined in this
report; and
Minutes - 2
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_........ .......
General Committee Agenda Minutes 3
September 7, 2010
General Committee Minutes
Tuesday, June 15, 2010
Page 3 of 8
THAT, when appropriate, staff seek to recover the proportionate share of
funds from the land owners benefitting from the enlarged capacity of the
Storm Water Management Facilities at the Stronach Aurora Recreation
Complex (SARC).
13. PL10-043 —Planning Applications Status List
THAT the Planning Applications Status List be received for information.
14. PL10-044 —Application for Exemption from Part -Lot Control
Royalcliff Homes Bayview Inc.
Plan 66M-4079, Lot 42
File Number: D12-PLC-03-10
(Related File: D12-00-1A)
THAT Council approve Application for Exemption from Part -Lot Control
submitted by Royalcliff Homes Bayview Inc. to divide Lot 42 on Plan 65M-
4079 Into two (2) separate lots; and
THAT Council enact By-law 5256-10.
CARRIED
VI DELEGATIONS
a) Ms. Christa Gampp
Re: Legalization of Backyard Chickens within Residential Zones
Ms. Gampp stated that the purpose of the delegation was to appeal to
Council for support of an amendment to the zoning by-law to permit
backyard chickens within residential zones. Ms. Gampp discussed eating
healthy and reducing our carbon footprint. She stated that municipalities
need to examine food production in their areas and provide local initiatives
to assist on the path to global environmental sustainability. Ms. Gampp
advised that chickens that are raised in backyard coops are usually raised
in better, more humane conditions which helps to provide healthy,
pesticlde-free eggs. Ms. Gampp further stated that municipalities can
issue permits which would allow for the monitoring and control of chicken
keepers with strict guidelines and restrictions. There are over 86 cities in
the United States that allow backyard chickens and 6 cities in Canada.
Ms. Gampp stated that Aurora could be progressive and take the lead on
helping to achieve these goals through the legalization of backyard
chickens in residential zones.
General Committee recommends.
THAT the comments of the delegate be received.
CARRIED
Vll PRESENTATIONS BY THE COMMITTEE REPRESENTATIVE
None
-3-
General Committee Agenda Minutes - 4
September 7, 2010
General Committee Minutes
Tuesday, June 16, 2010
Page 4 of 8
M CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
2. CAOIO-010 — Recommended Direction for Town -Owned Vacant Property
and Buildings
General Committee recommends:
THAT Council receive report CAOI0-010 for information; and
THAT the recommendations, as outlined in Table 1 of this report, be
adopted:
T^W^ f • QMM, ^f T... rm. %unc.r Vnrnnf P�.,hi and Ruildinnu
Property
Current Status
Recommended
Action
Park Street
Property sold and consolidated
No further action requlred.
with adjacent commercial client in
2009.
Ross
Property under contract with
Declare surplus and finalize
Street
closing anticipated in late summer
sale when appropriate.
2010.
15286
Conditional Sale approved by
No further action required.
Leslie
Council in 2009 with closing
Street
anticipated spring 2010 with a
final sale price of $888,264.
Jack
Property listed with Cushman,
Revise the listing to Include
Woods
Wakefield, Lepage since early
only the portion of the
95 Allaura
2009 at a $1.15 million asking
property with direct Allaura
Blvd
price. The listing agreement with
Drive exposure (approx 1.8
the realtor expires on June 30,
acres). Retain remainder of
2010.
property Including
environmental lands and
the existing tree nursery.
Revise listing price to
$900 000
16059
Property listed with DTZ Barnicke
Extend listing, if necessary
Leslie
since January 2010 at $16 million.
through to February 2011.
Street
The listing agreement with the
realtor will expire on July 15,
2010.
Former
Property partially permitted to the
Continue with current
Library
140 Aurora Air Cadets, the Aurora
arrangements for up to
56 Victoria
Bridge Club and a community
three years. Retain site
Street
church once weekly. The site is
for temporary
also used occasionally for
administrative uses
seasonal community uses
related to the Town's
including summer day camps. It
Space Accommodation
is also being considered for
Study for up to three
development/ redevelopment in
years and review and
the Aurora Promenade Study,
develop long term plan
within the context of the
Aurora Promenade Study.
Former
Property currently permitted to
Continue with current lease
Senior's
Blue Balloon Health Service, The
arrangement. Consider
Centre
site is also being considered for
property disposition based
52 Victoria
development/redevelopment in
on the results of the Aurora
Street
the Aurora Promenade Study.
Promenade Study.
215
Lease negotiations in final stages
Finalize lease agreement
Industrial
with possible occupancy in
when appropriate.
Parkwa S
summer 2010.
CARRIED
-4.
General Committee Agenda Minutes - 5
September 7, 2010
General Committee Minutes
Tuesday, June 15, 2010
Page 5 of 8
5. CFS10-018 — Council Compensation - Required Review of One -Third
Tax Free Portion
General Committee recommends:
THAT the one-third tax-free "deemed expenses" portion of the
remuneration of members of Council be continued; and,
THAT draft By-law 5253-10 be adopted to perpetuate the one-third
"deemed expenses" portion in a separate by-law.
CARRIED
Councillor Wilson left the meeting at 8:51 p.m.
6. CFS10.021 —Capital Projects Financial Position Report
as of December 31, 2009
General Committee recommends:
THAT report CFS10-021 be received from management; and,
THAT the project closures and capital funding adjustments outlined in
Attachments 1 and 2, as summarized in Attachment 3 be approved.
CARRIED
Councillor MacEachern declared a conflict in items NB68 and CAO16 due to her
involvement with a residents group and her participation in activities as they relate to
these lands (Anne Bartley Smith Lands).
7. CLS10-016 — Pending List
General Committee recommends:
THAT Item R7 be deleted, item completed.
CARRIED
General Committee recommends:
THAT Item NB68 and CAO16 be combined.
CARRIED
General Committee recommends:
THAT Item CFS27 be deleted, item completed.
CARRIED
General Committee recommends:
THAT Item CFS31 be deleted, item completed.
CARRIED
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General Committee Agenda Minutes - 6
September 7, 2010
General Committee Minutes
Tuesday, June 15,2010
Page 6 of 8
General Committee recommends:
THAT Item PDS41 be deleted, item completed.
CARRIED
General Committee recommends:
THAT report CLS10-016 be received.
WA7aWl
8. PR10-019 — Land Acquisition Strategy —Terms of Reference
General Committee recommends:
THAT Council approve the proposed Land Acquisition Strategy Terms of
Reference as detailed within this report; and
THAT the lands outside Aurora or adjacent to its borders not be looked at,
at this time.
CARRIED
Councillor Gallo left the meeting at 9:40 p.m.
Councillor Buck left the meeting at 10:06 p.m.
9. PR10.022 — Phased Implementation Plan of Nokiidaa Trail
General Committee recommends:
THAT Council approve the Nokiidaa Trail and Hadley Grange Nature
Reserve Phased Implementation Plan; and
THAT the Capital Budget be increased by $241,561.00 to be funded
90% from the Development Charges Reserve Fund and 10% from the
Cash -in -Lieu of Parkland Fund; and
THAT Council approve proceeding with Phases 1 and 2 of the
Implementation Plan consisting of project Design and Agency approvals
prior to November 2010; and
THAT staff be directed to continue to explore and investigate any
other funding sources and availability of any funding for services in -
kind and report back to Council.
THAT Phases 3 and 4 be referred to the 2011 Capital Budget Process
CARRIED UNANIMOUSLY
-6.
General Committee Agenda
September 7, 2010
General Committee Minutes
Tuesday, June 16,2010
Page 7 of 8
I
11. PR10-024 — 2010 Aurora Borealis — Sponsorship Opportunity
General Committee recommends:
THAT Council endorse this event,, and
THAT the letter dated March 2010 regarding the issuance of tax
receipts be reviewed by the Director of Corporate and Financial
Services,, and
THAT the matter be referred to Corporate Communications for input
CARRIED
General Committee recommends:
THAT the hour be extended.
CARRIED
Vill NEW BUSINESS/GENERAL INFORMATION —COUNCILLORS
Councillor MacEachern provided a Notice of Motion regarding attendance.
IX CLOSED SESSION
RECOMMENDED:
THAT General Committee resolve into a Closed Session, following
adjournment, to consider:
➢ Litigation or potential litigation, including matters before administrative
tribunals, affecting the municipality or local board;
Re: Appeal to the Ontario Municipal Board
Committee of Adjustment Variance Application
Joseph and Judy Zver
87 Temperance Street
File: D13-07-10
CARRIED
X ADJOURNMENT
General Committee recommends:
THAT the meeting be adjourned at 10:55 p.m.
Minutes - 7
.7.
General Committee Agenda
September 7, 2010
General Committee Minutes
Tuesday, June 15, 2010
Page 8 of 8
Minutes - 8
THE REPORT OF THE GENERAL COMMITTEE MEETING 10-13 WAS CONSIDERED
AND ADOPTED BY COUNCIL AT ITS MEETING HELD ON TUESDAY, JUNE 22,
2010, WITH THE EXCEPTION OF ITEM NO. 8 WHICH WAS DISCUSSED AND
AMENDED
PHYLLIS M. MORRIS, MAYOR JOHN D. LEACH, TOWN CL,-RK
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General Committee Agenda
September 7, 2010
--
AURORA
Y104"4Wcre"Co
Delegation (a) - 1
Customer and Legislative Services
Town Clerk
005-727-3123
Info@e-aurora.ca
Town of Aurora
1 Municipal Drive,
Box 1000. Aurora, ON L40 eil
DELEGATION REQUEST
Requests for delegation status, any written submissions and Background information for
consideration by Council or committees of Council must be submitted to the Clerk's office by
PLEASE PRINT t
& e-nev-O.� E{ v� ell .IV�eeIE.
COUNCIUCOMMITTEE/ADVISORY COMMITTEE DATE:_ 2 , d.a as
SUBJECT: 1..t9o-. i S&�ithAEJ2.t J mta L! fI Jvrc,r
NAME:
ADDRESS:
Street Address
DO YOU REQUIRE ANY ACCESSIBILITY ACCOMMODATION AJo ,
NAME OF GROUP OR PERSON(S) BEING REPRESENTED (if applicable)
BRIEF STATEMENT OF ISSUE OR PURPOSE OF DEPUTATION
Personal fnfokmatlon on this form is collected:under the legal authority of the Municipal Act, as amended. The lnfonnatlon fs
collected and maintained for the purpose of creating a record that Is availableto the general public, pursuant to Section 27 of
the Municipal Freedom of information and protection of Privacy Act. Questions about this collection should be directed to
the Town Clerk, Town of Aurora 9 Municipal Drive Box 1000 Aurora, ON Lab 0J1 Telephone 905 727-3123,
General Committee Agenda
September 7, 2010
Item 1 - 1
� 4 TOWN OF AURORA
AURORA GENERAL COMMITTEE No. B13SIO-009
SUBJECT: Proposed Taxicab Fare increase
1
FROM: Techa van Leeuwen, Director of Building and Bylaw Services
DATE: September 7, 2010
RECOMMENDATIONS
THAT Council receive Report No. BBS10-009 for information: and
THAT Council. approve an increase of taxicab fares as outlined on Aplxendix
"A". Schedule 13 of Licensing Bylaw No. 4258-01.P as amended of the
September 14, 2010 Council meeting; and
THAT six taxi license plates be issued to applicants on thepriority list in
accordance with the population provisions of the current licensing .bylaw
being one plate for every 1500 residents: and
THAT staff increase enforcement of illegal taxicabs within the Town; and
THAT staff be • directed to bring forward to a. future Council meeting an
amended Taxi Licensing Sylaw.addressing the taxi plate population ratio and
other administration and enforcement issues including,a review of licensing
and renewal fees.
'PURPOSE OF THE REPORT
To seek Council's approval, on the proposed increase to taxicab fares and advise of
staff s intention to issue additional plates to applicants on the Priority List.
BACKGROUND
Schedule 13 of By-law No. 42R-01..P regulates brokers, owners and drivers of -
Taxicabs within the Town of Aurora. Each owner of a taxicab is required to obtain
and display a Town of Aurora taxi license plate issued under the bylaw. The plate
allows the owner to provide taxi service within the Town. Only licensed taxis are
permitted to pick-up passengers within Town boundaries. Taxis from other
jurisdictions may drop off passengers within the Town but are prohibited from picking
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General Committee Agenda
September 7, 2010
Item 1 - 2
September 07, 2010 _2 Report No. BBS10-009
up new passengers.
Schedule .13 of Licensing By-law No, 4258-01.P outlines the maximum number of
license plates that may be issued based on population. Section 2 of Schedule 13
states;
The Licensing Officer may not issue more than one taxicab owner's license foreach
one thousand five hundred (1,500) persons residing in the Town.
In addition to the 1:1500 permitted plates, Schedule 13 of By-law No. 4258-01.P also
allows for one accessible. taxicab license for every 10,000 persons within Town
limits. Currently there are two accessible taxicabs licensed by the Town. It should be
noted that accessible taxicabs are permitted through provincial legislation to cross
municipal boundaries to pickup passengers. Therefore, often they are not engaged
in business within Town boundaries.
Schedule 13 of Licensing By-law No, 4258-01.P also provides for the establishment
of a priority list for taxi owners who have completed. an application but are not
entitled to a license because of the limitation on the number of licenses as set out in
the bylaw.
Currently the Town has twenty nine (29) issued license plates and .fourteen (14)
applicants on the priority -list dating back between. June 10, 1999 and August 17,
2000 at which time a decision was made to close the priority list indefinitely.,
At its meeting of February 23, 2010, Council passed the following resolution;
THAT Council direct staff to initiate a review of Taxi Licensing By law No. 4258-01. P,
Schedule 13, to determine if additional licenses should be issued based on Aurora's
current population and.
THAT Council direct staff to hold a public meeting with representation from the taxi
industry and the public to obtain input and feedback on the current taxi service
provided within the Town.
On June 21s' a Public Meeting was held.regarding the Licensing By-law No. 4258-
01.P, Schedule 13 in accordance with Council direction. Notice of the Public Meeting
was posted on the Notice Board and the Town website and individual Notices were
sent to all licensed taxicab owners, drivers and brokers.
COMMENTS
General Committee Agenda
September 7, 2010
Item 1 - 3
September 07, 2010 - 3 - Report No. BBS10-009
Fifteen individuals from the taxicab industry attended the public meeting. There were
no attendees from the client side or general public. One written submission was also
received from a taxi driver who was unable to attend the meeting. Staff presented a
brief overview of the Licensing By-law No. 4258-01.P, Schedule 13 which was
followed by, an open forum discussion.
Below are the comments received during Open Forum.
Current Taxicab Fares lowest in York Region
Several comments were raised respecting the current taxicab fare being the lowest
in York Region. Taxicab fares have not been reviewed or adjusted since 2007
making it more difficult for drivers to make a living. Yet business costs such as
medical forms, safety certificates and vulnerable sector screening, for the drivers
seeking license renewal have increased. A suggestion was made to harmonize
taxicab rates across the region. The question of Harmonized Sales Tax (HST) was
also brought forward and staff confirmed the HST is applicable to taxicab fares.
On July 13, 2010, staff brought forward a report to immediately address the
implementation of the HST for the drop rate only. Council approved the staff
recommendation for an increase in taxicab rates from $2.75 for the first 200 metres
to $3.00 for the first 200 metres. This was done as interim measure until a more
comprehensive review of the rates could be undertaken.
The table below provides the current and proposed taxicab fares for the Town and a
comparison of fares for surrounding municipalities. As there is considerable cross
over business between Aurora and Newmarket, staff believe it is reasonable and fair
to increase fares to Newmarket's rates plus an approximate 8% to the drop rate and
additional kilometres to compensate for the HST. Newmarket increased their fares in
2008 but has not yet adjusted the fares to offset the HST.
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General Committee Agenda
September 7, 2010
Item I - 4
September 07, 2010 - 4 - Report No. BBS10-009
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S,l�klCi�y�,9lSyf..�fn AlF� `i ,�
per
per 1 1
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tt°
Illegal Taxicabs is the Number One Concern for Issuing Additional Plates
At the meeting staff explained the provisions of the licensing bylaw which permits 1
taxi plate for every 1500 residents. In addition to the 1:1500, the bylaw allows for 1
accessible taxicab for every 10,000 .persons within the Town. There are also
provisions to allow for the establishment of the priority list for individuals who are
seeking a plate but can not obtain one because of the limitation on the number.
Currently the Town has twenty nine (29) issued . license. plates plus two (2)
accessible taxicabs plates. Fourteen (14) applicants were place on the priority list
between June 10, 1999 and August 17, 2000 at which time a decision was made to
close the priority.list indefinitely. Based on today's population using York Region
official estimate of 53,686 a total of 35 licenses not including accessible taxicabs
should be issued in accordance with the bylaw.
Generally attendees expressed concern regarding the issuance of additional taxi
plates as drivers currently licensed are experiencing financial hardships. Aside from
the downturn in the economy over the past couple of years, the .one prominent issue
iterated by several individuals was thenumber of illegal taxi's entering: the Town
-13-
General Committee Agenda
September 7, 2010
Item 1 - 5
September 07, 2010 - 5 - Report No. BBS10-009
picking up passengers particularly late at night and on the weekends. Comments
were also received regarding two limousines operating as taxicabs within the Town. .
Staff is Committed to increased Enforcement of Illegal Taxicabs
By-law Services has commenced with pro -active enforcement of the Taxi
Licensing By-law. Officer's are and will continue conducting patrols to locate
taxicabs operating within Aurora without licence. Officer's will also be assigned to
evening and overnight shifts to patrol for taxicabs operating in the evening without
licences.
Currently the Town has Set Fines in place for violations of the Licensing By-law
No. 4258-01.P between $105 and $155 depending on the violation. The Manager
of By-law Services will be applying for increased set fines in the range of $350 to
$500 for violations of the by-law. The by-law does allow for fines up to $5000 for
serious offences or repeat offenders.
By-law Services is also developing a joint licensing enforcement proposal for
York Regional Police which would see a partnership formed to enforce the
licensing by-law.
York Region Dial -a -Ride Program is Hurting the Taxi Business,
At the meeting comments were made respecting the York Region Dial -a -Ride
program available in certain areas of Town. Dial -a -Ride is a demand responsive
transit service. Customers call a central number and request a pick-up from their
nearest bus stop: Dispatchers send a vehicle to pick up the customer and deliver
them to their destination. Taxicab drivers claim they have lost some clients to this
service which they are unable to compete with and requested the Town convey their
concerns to the Region.
Other Requested Changes to the Licensing Bylaw Include:
• Permitting advertising on taxicabs
• Permitting plates to be leased or transferred
ALTERNATIVE(S) TO THE RECOMENDATIONS
1. Council could decide not to increase taxicab fares. The recently adjusted fares
would remain in place.
2. Council could decide to increase fares to match Newmarket's current taxicab
-14-
General Committee Agenda
September 712010
Item 1 - 6
September 07, 2010 -6- Report No. BBS10-009
fares without the additional percentage of approximately 8% to compensate
for the HST. Newmarket has not yet adjusted the rates for HST.
3. Council could direct staff not to issue the additional 6 licenses at this time. For
this alternative staff would recommend a follow-up report in the.future
regarding the success of increased enforcement.
4. A combination of alternatives 1 and 3.
5. A combination of alternatives 2 and 3.
FINANCIAL IMPLICATIONS
Staff is recommending an increase to the. taxicab fares collected by the drivers. At
this time staff is not proposing to increase the licensing and renewal fees collected
by the Town. However, a more comprehensive review of the bylaw including a
review of the licensing fees will be undertaken.
CONCLUSIONS
A public meeting with the taxi industrywas held on June 21, 2010 and staff have met
with several drivers/owners and brokers as requested on an individual basis to hear
their concerns. All comments have been given consideration. Staff are committed to
increased enforcement of illegal taxicabs and will continue. to work with our licensed
drivers and owners to ensure a healthy, safe and viable business environment..
ATTACHMENTS
Attachment #1 —Appendix "A" Schedule 13 of Licensing Bylaw No. .4268-01.P
PRE -SUBMISSION REVIEW
Executive Leadership Team —August 26, 2010
Prepared by. Techa van Leeuwen
Director of Building and Bylaw Services — Ext. 4748
-15-
General Committee Agenda
September 7, 2010
Item 1 - 7
September 07, 2010 -7. Report No. BBS10-009
Techa van Leeuwen
Director of Building and Bylaw Services
Neil Garbe
Chief Administrative Officer
-16-
General Committee Agenda
September 7, 2010
Item 1 - 8
APPENDIX A
THE CORPORATION OF THE TOWN OF AURORA
By-law Number 5275.10
BEING A BY-LAWto Amend
the Taxicab Meter Rates
contained within the Town's
Business Licensing By-law
Number 4258.01.P, as
amended.
WHEREAS subsection 151(1) of the MunicipalAct, 2001, S.O.2001, o.25, as amended
(the "Act), provides that, without limiting sections 9, 10 and 11 of the Act, a munioipality
may provide for a system of licences with respect to a business;
AND WHEREAS subsection 156(1) of the Act provides that, without limiting sections 9,
10 and 11 of the Act, a local municipality, in a bylaw undersection 161 with respectto
the owners and drivers of taxicabs, may: (a) establish the rates or fares to be charged
for the conveyande of property or passengers either wholly within the munidlpality or
from any point in the municipality to any point outside the municipality, (b) provide for
the collection of the rates orfares charged for the conveyance; and (c) limit the number
of taxicabs or any: class of them;
AND WHEREAS on the 10s' day of April, 2001, the Council of The Corporation of the
Town of Aurora (the "Town') passed By-lawNumber4258-01.P to license, regulate, and
govern businesse6 and occupations in the Town.
AND WHEREAS the Council deems it necessary and expedient to amend By-law
Number 4268-01.P.
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF
AURORA ENACTS AS FOLLOWS: -
1. THAT Appendix "A" to Schedule 13 of By-law Number 4258-01.P be and'is
hereby replaced with Schedule "A" to this By-law;
2. THAT By-Isw Number 5266-10 be and is hereby repealed; and
3. THAT this By-law, being By-law 5275-10 and the enactments set out in
paragraphs 1 and 2 of it shall come into full force and effect on the 12"" day of
October, 2010.
READ A FIRST AND SECOND TIME THIS 14tb DAY OF SEPTEMBER, 2010.
READ A THIRD TIME AND FINALLY PASSED THIS 140' DAY OF SEPTEMBER,
2010.
'� "for" PHYLLIS M. MORRIS, MAYOR
.Aar4/cyl_
nw, 2P!°
JOHN A LEACH, TOWN CLERK
-17-
General Committee Agenda
September 7, 2010
Item 1 - 9
i
By-taw5275.10 Page 2of2
Schedule "A"
APPENDIX "A" to Schedule 13 of Bylaw Number 4258-01.p
BY DISTANCE: Qne to Four oassenoers
For the first 200 metres or part thereof.....................:.............I...
$ 3.75
For each additional 200 metres or part thereof........... :......... .......
$ 0.45
For waiting time While under engagement for each 30 seconds........
$ 0.24
For each additional passenger in excess of four ...........................
$ 0.50
BY THE HOUR
For the first hour cQr part thereof ...............................................
$ 20.00
For each additional fifteen (15) minutes .... .............. :.................
$'. 5.00
For,each additional passenger in excess of four ..........................
$ 1.00
BAGGAGE
Senior Citizens and the disabled are not subject to the following charges for
baggage:
For each trunk (any item. with a content of more
than 0.09 cubio mitres shall be deemed a trunk) ........................... $ 0.75
Hand baggage, Pkr Item if not carried by the passenger inside
the vehicle (brief daises and parcels of comparable size are not
considered to be Ihand baggage) ................................................. $.0.25
0
-18-
General Committee Agenda
September 7, 2010
Item 2 - 1
TOWN OF AURORA
AUR—ORA GENERAL. COMMITTEE No. 1313S10.011
SUBJECT: Bylaw Services Audit Report
FROM: Techa van Leeuwen, Director of Building and Bylaw Services
DATE: September 7, 2010
RECOMMENDATIONS
THAT Report BBS10-011 regarding Bylaw Services Audit Report be received
as information.
PURPOSE OF THE REPORT
To provide Council with the Bylaw Services Audit Report dated April 2010 performed
by York Region Audit Services.
BACKGROUND
In 2005, the Town of Aurora and York Region entered into a Memorandum of
Understanding for the delivery of audit services and an Audit Plan was established
using a Risk Assessment Methodology. In the spring of this year, York Region
performed an audit of the Bylaw Services Division.
The audit was conducted in accordance with the. International Standards for the
Professional Practice of Internal Audit.
In the fall of 2009 in connection with the organization review, Bylaw Services was
transferred from Corporate Services to Building and Bylaw Services. With the
change in leadership and the recruitment of a new Manager of Bylaw Services,
engaging in an internal audit was timely and seen as an opportunity to review
processes, clarify roles and responsibilities and identify issues and concerns. The
results of the audit have assisted in providing the Manager a work plan for
implementation.
The scope of the Audit included a review of the Town's bylaws and licensing
standards, internal policies and procedures, third party contracts, financial
information and information systems supporting the process.
-19-
General Committee Agenda
September 7, 2010
Item 2 - 2
September 7 2010 -2- Report No. BBS10-011
The attached Bylaw Services Audit Report dated April 2010 details the observations
of the audit, recommendations and Bylaw Services management responses. Bylaw
Services did meet with the Auditors and was given an opportunity to provide clarity
and input with respect to processes. Bylaw Services is in agreementwith the findings
and has commenced with implementation of the recommendations. Staff have
consolidated the recommendations into a work plan (attachment #2) to track
completion of tasks.
ALTERNATIVE(S) TO THE RECOMMENDATIONS
Not applicable
FINANCIAL IMPLICATIONS
A number of recommendations will be accomplished through the Cityview project
which has budget approval as a multi -year project. Other recommendations may
have some minor costs associated with them. For example lockable filing cabinets
were purchased for file security and handheld parking ticket units with printers were
purchased to replace broken units.
CONCLUSIONS
Staff through a consultative process, were given the opportunity to provide input to
the audit report and are in agreement with the recommendations. A work plan
identifying deliverables with timelines has been established and staff will be working
on completing tasks in accordance with the report.
ATTACHMENTS
Attachment #1 — Town of Aurora Bylaw Services and Licensing Audit Report
Attachment #2 — Bylaw Services Audit Work plan
PRE -SUBMISSION REVIEW
Executive Leadership Team — August 26, 2010
Prepared by. Techa van Leeuwen
Director of Building and Bylaw Services — Ext. 4748
-20-
General Committee Agenda
September 7, 2010
Item 2 - 3
September 7, 2010 - 3 - Report No. BBS10-011
Techa van Leeuwen
Director of Building and Bylaw Services
Neil Garbe
Chief Administrative Officer
-21 -
General Committee Agenda
September 7, 2010
Item 2 - 4
-22-
Ge,neraLCommittee Agenda
September 7, 2010
Attachment 1
Item.2 - 5
own of Aurora
ywla.w & Licen, sin er ci*s`
A:ud ft r , .
Item 2 - 6
General Committee Agenda
September 7, 2010
Town of Aurora - 8y=law & Licensing Services Audit Reort
ApH12010
TABLE OF CONTENTS
Section Page No.
IAMANAGEMENT SUMMARY..............................................................................................................2
2.0 INTRODUCTION & 13ACKGROUND..............................................................................4........................ 2
3.0 OBJECTIVES AND SCOPE......................................................................................................................... 3
4.0 DETAILED OBSERVATIONS AND RECOMMENDATIONS............................................................... 4
4.1 POLICIES & PROCEDURES............................................................................................................-A
QMANAGEMENT & COUNCIL REPORTING................................................................................................5
4.3
INFORMATION MANAGEMENT & SECURITY............................................................ ......................... ..:...6
4.4
COMPLAINT TRACyiN¢ 1vI—NAOERENT............. :.. ...... ..............................7
4,5
CONTRACI COI, ! N�hJ1iSiWSTRN OF TAAN.................................... ................8
4.6
COMPLIANCE-ONTARIO SOCIETY FOR THE PREVENTION OF CRU13LTY TO ANIMALS
,C`ONTRACT
(0$ pnA).. .. ............ ::M:.. ....... ...........................o..IU
40
CONTRACT"komt wE..�.............:.........o.........................,.......................a..... ....................IQ
4.8
MANAGEMEtiTOFPARKN6.OFFICERS,7IME........ .....................................................:...............:.........I1
4.9
PARKwa TICKET BOi
%")[N, NZQ.IidG..M7�NAGt3NtEt'iL.�R.........................................:............
12
4.10
TRACKING OF VOID
KR1,`IWdi T1Clc6S...............i:............................................................. I...............
13
4.11
PST TAG LICENSE MANAGEMENT .............. ....... ............. :............... ......................... .............................
13
4.12
MomB SIGN PERMITS.............................................................................................................:.......:..I
S
4.13
DUSINESS.LICENSE TRACKING & MANAGEMENT ...................................:............................................
15
4.14
CASH HANDLING & DEPOSIT PROCESS................................................................................................16,
4.15
HAND HELD PARKING TICKETUNTCS........................................ .................... :.....................................
17
4.16
INN' RDEPARTMENTALC.QMiJNSC,ATION-&T{:AIIV[i?1a
4.17
..::.....................
RECGNCILLITIONOFTHMDPhRSCY iCKTxCREVLF7l�$ LLF(f70NS.............................................18
4.18
ON-LNE INFORMATION :...................................................... ::........... ............... ............... ............. .-...39
IntematAuillLitepoiY r ...:1?�'9'�.a.,,,
-24-
General'Cammittee Agenda
Item 2 - 7
September 7, ;2010
1.0 MaliagettrentSummary
town of aurora W Sy4aw & Lioehslrtg Services Audit Report
April 2010
AudiMx1vjces'has completed an audit of the Town of Auroea's'By-law & Licensing Services
Dep'arttiienf.'The Town reque'sted.the audit to help a§list the new Manager in developing a work
plaht6 0*oritite change within the department, The focus'of tiur review was to determine
whether controls are in place to'ensure that complaints are properly tracked; managed and
investig ted, that by-law and licensing transactions are properly accounted for andreconciled,
thattli W&ls proper safeguarding of funds and personal information; thatthere is eompliance with
•appl'ioable,regul'ations,.and third partycontracts are properlytrumaged: '
Our audit was conducted in accordance with the International Standardsfdr the Professional
Practice of Internal Audit.
The scope of the audit included a review of the Town's by-laws and licensing'standatds, internal
policies Md'procedures, third party contracts, financial information, and information systems
°'supportiitg the processes.
Based on-tho work Audit Services performed, it was concluded that internal controls in the By-
t'aw'8c'Tyi6eiise'Servicos Departmentam ineffective as they aro currently designed. Opportunity
for interfiAtontrol improvements were noted and discussed' witlf the approprlate management.
These improvements relate to controls over the management of policies and procedures,
complaint tracking, staff performance, security over confidential information, contract
managed enfand° oompllance,: the processing of mobile sign pern I& and licenses, an&eash
handling procedures. Our recommendations have beenprovided-in the'body ofthe report.
A draft copy of this report has been discussed with the By-law Services Management and staff
who have provided us with their comments and who have agreeif'to take the uecesAt'y action to
implement the recommendations.
Shoulil:tirgreader have any questions or require a more detailed understanding of the risk,
assessment and sampling decisions trade during this audit, pie* mo contact,the Nicotor, Audit
Services.
Audit Services would like to thank the Town's By-law and Licensing Services management and
staff for their cooperation and assistance during the audit.
2.0 Introduction & Background
In 2005, the Town of Aurora and York Region entered into. a memoriutdum of understanding for
the delivery of audit services. To deterinine which areas would,boe#it most from, audit services,
an Audit Plan -.was developed. using a -Risk Assessment Mothodol'o�y that fttnctions.to define the
difieronfelsks associated with flt'e various processes atthe•Town: Itis'brie tool`that Audit
Services uses in assessing where best to allocate audit resources.
The'By
-law and Licensing Services. Depattment is rospoosible for the etrfoi'oement of the Town's
by-laws as well as the procossing and issuance of Business licenses, inciuding mobilo slgn
permits. Licenses issued include: pet, limo, taxi, driving instructors, refreshment vendors, mobile
� Inti!rri'6i�1('ucilt Roper! .. ppdg•g .
I `' 25
General Committee Agenda Item 2 - 8
September 7, 2010 Tdwn of.Aurora — By-law & LicensingServices Audit Report '
April2010
signs and other various businesses. By-law enforcement is complaint driven„fyiti,,Ae.o cception
of parking ticket infractions which are actively monitored by the Parking Officers.
..The department gonsist -of eight staff including the tvlauager of By-laws, two •By-law
enforcement Officers, four Parking.Officers and one By-law clerk. The departtent„has been
under the direction ofBuilding-Setnoes since September 2009. Previously, the¢cpartment
repoatcd to the Director of:Corporate Services.
Audit. Services randomly selected hyenty (20) license applications for review, inolt 4iag nine (9)
mobile sign permit applioations..),j"se applications and 6l" were reviewed to.ciigure all
required documentation was on file pnd current, license applications were complete, and all fees
proporly calculated and paid.
Twenty (20) parking ticket transactions were selected for review from the Ticket Processor
system. The sample included,ticketg.paid at set fine amounts; cancelled ticimts, reduced tickets,
Ana..outstand'tng tickefs.that have bepn..pent to CoAft House for collections, T icket� -Wpre reviewed
to ensure proper paymerit was made; and required documentation existed for redueed/oancelled
tickets and outstanding accounts.
Te t;(10) `open" complaint files were selected from the Cityview system and reviewed for
evi•i� Oe ofproper managementof rle, including Inspections, cornmunicad'on w111 appropriate
parties involved and up to date ngtq in,lhe system.
In addition to the detailed:testmg, thptd party contractual arrangements were. reviewed too ensure
formal contracts are in place.and curent, and all requirements arc being met.
3.0 Qbjecti.ves and Scopo.
The main objectives of this engagement were to ensure:
Controls ate in:plaoe to ensttr4 that the By-law'& Licensing Services division is
"'iJipropriawl� inanaged, confrolled'and.thaoisks are iriinintized'.
Approval, accuracy and completeness of by-law &licensing transactions.
Compliance with internal poll ies and procedures.
Controls over the calculation and collection of by-law & licensing fees are adequate to
ensure completeness of rovenpes and safeguardin .g of tbnds.
1lte;audit,objectivos,wer�aocompli hed:through. ,
1. fntbrviews vv3,tlt appropriate pdrsonnel.
Xffiew of procedurestpoliciO,,codes& 4yltirvs,.third party contracts ,andaoY*related
documents.
3.. Detailed testing of By-law & Licensing Services fees and parking infractions, including -
calculations, reconciliations aitd cash liandliris
W0r"!-Aud1t f4ep6rt
-26-
General � Committee Agenda
Item 2 - 9
September.,7,, 201g, ..,,
town `ot Ati o&a r Bylaw is Lidensing garvloeg Audit Report
April 2010
4.0 Detailed Observations and Recommendations,•
.4.1. Po"1i0ids'& Isrocedures
pbst yih�tieri
Based on our review of the department's current policies and procedures, many appear to be .
outdated or have not yet been formally documented. The following detaiis'the dbsefwatlons noted
duritt -the review:
•, The parking Officers Manual has not been reviewed or updated since it was
developed in 1995. The policy details reporting'responsibilities for the Parking
Offioers,.however based on discussions with stotthege are not beingadhered to.
Refer to issue 4.8 — "Management of Parking Officers Time" for.moro details.
• The Complaint Handling procedures document_is a very high level and generic
document for dealing with by-law infraction complaints. The document does not
provide specific procedures. for handling complaints and for the tracking and
management in the.Cityview system. The documchi. as. so -not been updated
for the changes in the department reporting structure. The document still refers to
Corporate Services and By-law Coordinator.
• There is no policy or procedure document for dealing with the issuance and
management of business licenses.
• There is not a documented policy in place for reduoing and canceling parking
tickets. The First Attendance Officer; who is alsii'one athe departments Bylaw
Officers, meets with ticket holders who wish to appeal the fine amount.
Although there is a general guideline that the First Attendaigpe O'filoer win refer
tor whenTeducing ticket amounts, this is:not policy.. The First Attcadanea Officer
1149 the authority to reduce a. ticket to whatevei'amotntt'they ahoom. Per
4departrnent staff; there have been conocrns expkvssed'by'the public regarding
inoonsistencies between the First Atwndanee•Ol cers in the reduet'on,of fine
' . •. amounts. .. .
f�a.txomime�c�ation
Maitng mein sliottid review existing policies and pz_ooedu'res.and update -to reflect eurrent
iiractka had te4uirements.
Where necessary, management should develop, document and implement policies and
procedures.
-'All poliges,shomld be clearly commugfcated to staff to onsure resgonsiltilffies are understood and
.. ttiotnplicd harith: .
In bd8lteport
-27-
General. Committee Agenda Item, 2 - 10
September 7, ,2010 Town of.Aurora i3y-law & Licensing Services Audit Report
April 2010
Management Response.
The Town has recently gone through the recruitment process to hire 4 parking control officers to
ensure the Town has in place the most qualified staff to defiver,�eryices.. Ali, ztgtj,KX crtt hi�ents
will be on board at the beginning of June, Management will review the manual, update it and
train staff on the parking procedures. This will include guidelines for the First;AttG}idattce Facility
(FAF) hearings:
Implementation: Q3 — 20 10
Building and Bylaw Services currently use the municipal -software — Cityview'to 4radk some
Bylaw activities, A major project to upgrade Cityview has rtow been approved and will go
forward.flt'is year. The project will be; phased over 20101i)41'wltli the first •phase being property
in
nto'riitatipn and Bylaw and I it Busing', ph se
is eltpected• to lakis 7I months with a go live date by
e'y04 end. business prrsses.will be mapped for.conligatalion of Cityview and atl business
licenses will be entered and tracked in Cityview.
Implementation: Q4-2010
The Cityview project will require mapping of business processes and may result in changes to
processes for efficiencies and improved tracking ahq reporting, Business process mapping will be
the initial step to updatingpolicies.. As Bylaw is responsible for a number of functions this is a
significant undertaking and' formal' documentation will occur subsequent to Cityview..
Implementation: Q2-2011
4,2., Tana„g anent & Counail.:Rep61rting, ,
, .fJbs'Etri!�ation
The13y=1aw department does not:pr.epare a.detailed.dep'artnient,performance report fbr Senior
Maoagctnent or. -Council.. Per disoussions with staff, there.is ai"gh level.report prepared for
,Q".neil,as:parx of:the,annua4;budget'piocess, however:•this does -hot provide details on specific
:..pedbrormco:indicators.:P:erformaAeereporting can provpe:Senier,1Klanagementand Council with
a clear picture of the departments performance levels and, achievementsin specific areas,
Recommendation
Senior.,. Managoment chculd•oonsidor implementing a more detailed,rcporflag prt�ses*,�; tlarith the
Senior Management and Council level to ensure performance levels are rsvievrteci:arid nYanaged.
An annual report on department performance could be implemented for council..
Manaaefnent. Response
' TYtir�G`IC�ve'w prajvbt wlll enhanrc ourabllity to Y�poit• on all activities. Tr&dl8iidg zlctiVities and
perfdrmance measures will be configured in Cityview. Ad floe reports will 1i6, siis, f ,6$ta°tfted for
specific reporting.
Implementation: Cityview - Q4 2010, Reporting on Activities - 2011 ,
InlpCggtAudit Ropprt F'a�g:if,,n.
-28-
General, Committee Agenda Itfem 2. 11
September 7� 2010
"r Towrt of AUedia By-law d. Monolog 8'ervices Audit Repori
April 2,010
41 Information Management & Security
Observation
Piles coutgtding° confidential it<forination on complaints, by-law infraction's, applicant criminal
and medieal,history, and current legal proceedings are stored in unsecure boxes and'• a file cabinet
located atthe back of the department beside an exit door, Per discussions with the Manager of
By-laws, security of information is a concern and storage space is very limited. In the past few
years, the departments storage spade has been reduced which has oWated security concerns over
this confidential information.
In addition to the above, department ,staff expressed concerns regarding lhe'lack of private space
to deal with confidential and sensitivo issue's. The department currently shares the use of a
private room wltl*f the InformationTeohnology and Clerks departments, lay -law staff are able to
reserve the mom for specific times W complete scheduled license renewais and parking ticket
appeals, however the room is not always available to meet with members' of the public who wish
to discuss a specific complaint or file,
'i&tdvacyis also a concern when speaking with members of the public over the telephone. By-law
-'Off work in an open space that is shared with other departments and sensitive conversations
can easily be heard by other Town staff.
m
mon4atiGn
;Plies containing confidential and sensitive information should be secutely stored in either a
.. doeked storagerroom oK file cabhtet. ,
Consideration should be given to assigning a private boardroom/offico space for By-law Services•
staff to carry out their duties in a confidential manner.
�anastemt:nt ftospons�
Wee in Town Hallislimited atpresent, As a short term solution iockable.file cabinets can be
pucehased;. The Towm'is undergoing a,spaca, accommodation study, Management has obtained
-_14ppxov41-fmW Council to proceed with an RIr'P fist amhiteetural services f6r a proposed redesign.
•'As>patt ofthe renovation Bylaw Services will W movingilocations. A request from the Director
'has been trade to address security of files and confidential space.
rrimplementatlow Purchase of loekable —cabinets.— immediately, Secure file loom P4,01ifidenilal
space — depondanton space"aeeommodation study. Work plan fbr spaee-acdommod&lion study is
estimated tor be approved by the end- of 201•U:
Inrdlfl'>tMudit Report PINT
=2g-
General Committee Agenda
Item-2 - 12
September 7, 2010
Town of Aurora — By law & Licensing Services Audit Report
April 2010
4.4 Complaint Tracking & Management.
Obseryatio.n
Complaints receivedfrom.the public on potential by, law, itiftptions arelo0ge4in4. ie. Cityview
system:.d3ased on our review of the proopss and,ton (10) "opeti" status compdadnts"the following
obset� at3oiis were noted:
• All:tera (10) of the."open" complaints reviewed have:actually.been "closed";
however the status has not yet been updated in the Cityview system.
• We reviewed the complete list of.ald "open" complaints and foundAut there area
significant number.ofoomplaints from prior years that -are stiiishowing an
"open" status. Per discussions with staff, those eomplaints.have likely been
addressed andclosed,.however the status was.riever updated in,the system.
• )tight (8) out of the ten (10) complaintsirev'rewed had incomplete documentation
of notes in the Cityview system. Per discussions' with stair, the system notes are
somotimes updated. by the Otf`icerer givonxodhe Clerk for entry into the system,
however there is not a formalized policy in place.
• There are a significant number of complaints dating back to 2003 that have been
assigned to the Ontario Society for Preventing Cruelty to An r,xlp p - PCA) for
follow-up, however the. status is.$611 showing: as "open" inAhe Cityview-system.
Based on discussions with staff, the OUGA,.does not update die 14own on the
status of these complaints and therefore they remain as "open" on the system.
• Three (3) out of the ten (I0) complaints reviewed were not assigned to a specific
By-law Officer and follow-up with staff was difficult.
e Cityview does. notallow for the proper. management of tim'eaud. workload
requirements. Per discussions with staff,.Cityview does not have:amalendar or
notification.option:to help manage timelines. for follow-ups and%6r.iuftaotion
notifications .that are to be sent. Staff are our ntly using their own desk•or
outlook oalendarslo•managadatos.
f>tadrdhiomtolhoAbovo,By-law .Servioe's staffexprest;odieentzritsover.the.iackofadegnate
trainutgaand+l4now7edge of the Cityviewsystem:•Beoause of tho I ok of:trainingstaffaranot
always comfortable' using the system and therefore doa4 always: update the staws,or notes:on
complaint fi18s.
Recommendation
The CiVvdew notes and status field should be updated for actions taken on a complaint and any
change in status.
-30-
General Committee Agenda
Item 2 - 13
September 1, 2010
Town of Aurora" by-laws LicensingServices Audit Report
April 20io
All "open'status complaints'should be reviewed to ensure they were properly followed up with
an'dvie status field updated accordingly.
The Town should follow-up with the OSPCA on the'status of complaints and update Cityview
accordingly. In the future, status updates.could be accomplished through the quarterly reporting
that'the OSPCA is required to provide. .
Staff should be fully trained on the'Cityviow system.
j��ro�pementFEes'patise
iv laftolO mdutwi'il commenec with a review of op8'ri complaints with staff to determine status on
e 39tiri'k complaints. On a go forward basis the Cityview project will enable much better tracking
of cotnphiints including dues dates for activities and workload assignments. The Cityview project
wIII require staff input and Staff will be fully trained prior to the go live date.
Town -staff will meet with OSPCA to review the contract and services provided. OSPCA is
rcquixrdrt'ol provide quarterly' reporting! and staff Willfolfow•up to ettsure'we are in receipt of the
repoftw +)[Further, Town staff wiil roquest"OSPOAto advise us of campliantstatus on an ongoing
basis. The bylaw clerk will be assigned the responsibility -of status updates from OSPCA.
lmptementt tlon, )[review of Open files -- commence Q3 2010 with estimated completion date Q3
V� 204 I. W^ fineet with OSPCA and cstablish reporting requirements — Q3 2010.
4.6 " 'Coh`tlrCornpliAnde -- Ministry of TrAnsporUtion
Ob. taorati:orl
The Town of Aurora has a contract with the Ministry of Transportation (MTO) which grants the
Town a .license to access and use the information pertaining to driver, vehicle and motor carrier
records. Based on our review of the contract torms and conditions, the following observations
were made;
The Town of tlurorn is not in compliatic. witli the conditions of the contAct
regarding reporting. According to -
section 9 `*Reporting&' kecords'; tlio Town is
required to complete and join: to the MTO a rnoxithly repo tt of courtcost paymouts
and an annual program statistics report, Based on discussions with staff, these
reports have act. been prepared or submitted to the MTO for as long as they can.
remember.
+ The Town is not in compliance with the payment requirements of the contract.
According to -Schedule C — "Nee and Payment Schedule", the town is required to pay
_the MTO amounts for accessing thelicensed information. Payment is to be trade by
cheque and received by the MTO on oi• betbre the fifteenth day of each month. Based
on discussions with stair, the practice has been to withhold payments_ unless the MT6
in 'Idadlf Report 46 d;:
-31-
General Committee Agenda Item, 2 - 14
September 7, 2010 Town.ofAurora.—By-law & 1_icensing Services Audit Report
Apri12010
requests an audit and back payment of any,amount$ owing. An;audit.was.completed
by the MTO in 2007 which resulted in the Town.baying.to baokpa:raa few thousand
dollars in overdue balances from prior years. The exact amount -of the back payment
could not be located by staff:
• The Town of Aurora is not in compliance with. section $.—"Autharind;Staff"
regarding the access of information by authorized staff. Per the contract, the Towq is
required to advise the MTO of any changes in the list of author1r40aff who arc
accessing the MTO database. The Town is also required to have alfauthorized staff'
to enter into and comply with the "Employee Security Statement". Based on
discussions with the staff', passwords to the Ared between
employee's, The By-law Clprks password was.sharedwith twti tergppiaty clerks that.
filled .in fpr her while she was on leave. Security statements hayompt' ensigned or
submitted; to the.MTO:for ti?e temporary clerks or the gan4ger of,)Qy.jaws.
• ' MTO is not in compliance with the contract requirements of section 91— "Reporting.
& Records". According to the section %3.„MTO shall duly eomplet-,and•send an
annual report.to the Town detailiug.the number of plate onquWit s;,FNOPsted.and
„ amount.remitied.to the Ministry by the.Towa.,Basetl on disoussions with staff, MTO
does nRt prmj4p.this annual report to the Town.
T}tehe.:lS;xllo potential for. the MTO to suspend or revoke? the Tow n•',s.. iff t fltlynintorfere
comply
with 64 iorms.and oonditlons.ofthe contract. Lioense suspension.would sigsiifi¢tin
with the Towns ability to conduct business resulting in a loss of parking ticket revenue.
Reco.mrn.endation
The contract with MTO shpuld be reviewed by both.the Town and MTO and,upd for any
changes in the terms and conditions.
Th'e Town should ensure compliance, with all terms and conditions.
if1(a i �td�hb0fit'Restiortse'
Staff will review MTO agreement with assistance from Legal and implement roquiiements, . .
R., uestmeeting with,MTO tq review requirements o£agreement and. ensure cotr�l7liance with
, , .:..
agrdpm,'attt''or.revisd agreement i# necessary.
iiiS�jtn 9ntation:llevietva$rsementand compliance -03 2010.._ '
11jtlm44uil1t Report �., •
-32-
General Committee Agenda
Item. 2 - 15
September 7, 2010,
Tpwh`11of''AW6ra;�6y.law & Licensing services Audit 11,60ort
April 2010
4.6 '' CbrfFr a fi'Gomp'li 'nct _ 10nf;tri'o Snciety'for'thO'.Piteventl6n of Cruelty'to
Animals (OSpCA)
(5'E`s's—won "
The OSPGA is responsible for enforcing the animal control by-laws far the Town of Aurora.
Accordtng'.to the contract with the OSPCA section 8.18 under the Control Procedures, "The
CoOPan{yshall provide the Town Clerk with reports on a. quarterly basis. suminarking its
pctfviifPs,�dr the precediirg; lliree tnariths. '' '
13as0d.On discussions. with 144aw Manager and department staff, the OSPCA has not provided
the Ti wn with quarterly" reports.' .
The Town is not able to fully manage the OSPCA°s activity. or contract compliance without
reviewing activity reports.
R-0C,OtoMOntl' btl
Management should quest that the quarterly reports are prepared and provided to the Town in
aeeordanee with the contract.
2viaiiag4&ht should 'review thc:ternis and, conditions of the contract with the OSPCA to ensure
cogtfazrtcoiupliance in all areas
Manad&hent Res'aohgo
Staff will, review the agreement and meet with OSPCA early Q3 2010 and establish a protocol for
reporting.
Impletn station: Review agreement and cornplianee - Q3 2010.
11.7 Contract Management
�?Isservatiotl
139sed. on our review of the dephttment's contractual relationships and discussions with staff, the
following contract management concems were noted..
• The contract with IX-Mckay could trot be logetpj: as of audit fieldWgrk;r(giitjtletion
date. Ji'Mckay.is third paaty.vendor responsililo £or the impletnetitz'tr gpand
management of the Tteket Processor datsbase; Pexthe 2v> ..pager of jly-laws,, the .
cgntract'is likely filet( W,, a box as.a. result pf #w,upcoming. reloeatiptt eltattgep, within
the Town.
3
• The Town outsources the patroliiug and :tioketkig of vehicles op,p y,,& �xcPorly.
Au<jit requested a list o£.flie security companies Y. rho providp this seiYtej ad',their
In Yfl 'AuditReport. �y^gip
-33-
General Committee Agenda
ltem-2 - 16
September 7, 2010
Town of Aurora.- by -raw & Licensing Services Audit Report .
April 2010
respeotiYe contracts.witb the Town; hpW..ovgr they could not W 1pFated.as of audit
fieldwork completion date.
Department staff were not able to provide audit with the names, of YlreWi unity
companies who am currently performing this service for the Towh'
• The contract with MTO has not been updated•'since inception,.`ui 2605.ltere is an "
application statement signed annually, however the blanket coritraot.6stailing all
terms and conditions is outdated in many attics including repoiti!„$ 'd payment
requirements; As discussed in issue 4.� —" Contract'Compllance inifry of
Transportation", both the Town and MTO are not in compliance V i16 he contract
terms and conditions, which may be a result of not updating the contract for changes
in expeetations and business nee 's.
Recomtttendation'
Ori mal . gtraets should bae seourely stored with the.legal;0epartmdnf.
Mi0##etnent should review and clarify the contractual relationships in place W. tl},tfie private
seeurtty oonipanics. Contract's should be Out in place whora.necessary wit`h.thp,,asance of
legal. . .
The MTO contract should be reviewed and updated where necessary. (Refer to issue 4.5)
Management Response:
Staff will review current contracts with Legal Services to ensure compl'ianoe t6a tat all contracts
are in place where required. Staff will ensure.all original contracts are filed with Legal Services .
for required reference.. Staff will contact the MTO. to discuss compliance with.the Town's
agreement and implement the use of the Ticket Processor program reporting tools to calculate the
required payment to MTO. Q3 - 2010
4.8 . Management of Parking Officers Time
:O serum lon
Y fo`(lte'rspoiting, itoinents of the Parkttig (5fitcer.pblicy tiaariasl; ."al'the conclusion
of n�k ri "f ,'etrcj a�eeN w diirplefe and file am overngght. fagging reporP'�and "d monthly
rer7s`tie strbmrtfed dt the. co�cJiasion of each cafendur3rior�tA". Tit on to the above
>+epoit 'g.r jiliretitorttfi i tliC`kilotiieters tea4eled fof'eaoh MIA are to be additi
re�rdM by the recording
of the'odornotor reading at the start and finish of each shift in the vehicle io`giliook provided.
Based on discussions with the Parking Offioers,.these ireportitig requirem'ont are not being
:., .
cfirtt�YOY'b'draridvohicib"log$ooks;airi'YtotmAiMAW. ,
gt�i�:dis6V9u iotts wit1 the'BY-'law M00gor, parkilig tli iehls''aie ribt'cutisnfly required to maintain
daily logs and there is no formaloversight or -review of parking Officers time or ticket activity.
1041 tg(gud7l ftoport Payp.11;..
-34-
Ftem2-17
General Committee, Agenda
September, 7, 2010
Town of Aurora - 1y4aw & Woetiaing Servlbes Audit Report
April 2010
In additionqo: tlte>above, there is no management of the Parking Officers who are contracted to
patrol the designated'privaWproporty. As discussed in issue`4,i "Contract Manag8rnent", there is
not proper, management of the contract or the staffs performance levels.
006mThendation
Management should require Parking Officers to comply with the Parking Control Officers
Manual regarding activity reports' and mileage logs.
Activity reports and mileage logs should be monitored' for completion and reviewed often to
ensune'propee management of Parking Officers time:
Reporting should be required of the Parking Officers employed by the third party security
companies.
. iAll,A. amotlt RespohSe ..
The Parking Control Officer Policy and procedure manual'will be updated in Q3 — 20 10 as
outlined in the management response in section 4.1 of this report. Following Its approval it will
be reviewed: with staff to ensure compliance in Q4 — 2010.
lvianagernppt.w.,,ill. require the. submission of.activity reports:and mileage logs for review to ensure
required=perforwance levels are being met,. Q3 — 20.10
Third party security companies wiibbe required to comply with the terms of their contract and
weekly reporting and submission of tickets will be required. Q3 - 2010
4.9 Parking Ticket Book Inventory Management
f7fye:ervation •
A sign out log is maintained to track ticket book inventory and is required to be completed,by
Parking Officers when taking new inventory.. Based on our review of the process and the log
sheet for -the audit period, the following was observed:
• Log sheets for 2009 and all.prior years were. missing.Per,diseyssions with By-law
Offlcetand Clerk, the log sheets have been anlsplaced anti cannot be, located:
• The 2010 log sheet is not always completed properly. There were a number of bpniples
where the name of the Officer and signature were missing.'
�' ` lin;ldg'ysectiotforteparkixgOfiertostshecttemplatedoes not hlaiid date
wiieri the used ticketb6oks are rgtarned. '
• Log sheets are not actively •managed or reviewed for ebthple'teness. The log Sheet is
maintained at the back of the By-law Services department with the ticket book inventory:
InteMa9-AW&Report pg •tz
35
Item •2 - 1.8
General Committee Agenda
September 7, 2010
Town of Aurora a.y-law & Licensing Services Audit Report
Apri12010
Recommendation
Tl;e,ficketbooks and tracking;sheetshould be seoutely stored.and mah"ined,by a •staff member
indepoWent of the.,Rarking Officers to ensuro proper segregation of duties.
The log sheet should be updated to include a return date and signature field to be completed when
used books are returned.
Manageangnt Response
Parking Ticketbooks will be stored in a smuro location that only management hud the. by-law
sewieeg plerkhays apcess,. 'rbp by-law services olerk wiil.bo responsible fpr tiEQ:isspanoe and
trackingoiall issued books and logging of all completed., and.returnetl;bAoks,:xbe;tW.'s et will
include a return date and signature/date. Implementation date - 02, 2610.
.4.10 Tracking of Void Parking Tickets
0bsttl�!atmrt
Voided parking tickets are not being properly accounted €o'r aad dl t&6d into thd.Pfty ing ticket
database: We reviewed the numerical sequence of tickets recorded in the Ticket Processor system
durhtg'tlia audit pericdand-found that dio majority of voidedtfokets Wore not elite" IWO, the
database. Tracking and management of ticket a6tivity'and itiveritoxy Wbuld`b&di tii ult:rvithout
recording voids in the system.
Recommendation
Void tickets should be entered into the ticket processordatabaso.
Mana etnent Response :,. ,::...... ,:. ; . .... .
All'VOM.,fickets will be entered into Ticket Processor with an explanation in tho notes section for
the void.or cancellation. Q2 — 2010. `" ""' f
271.1. A.
4.11 P Ta;� M�f��ri:�e 1Vf�n�gement. .
the; AWtY of Agrora:po'tra f tt It ,tliiea'Pet Value storos in'ihP aM.fior I salp of pet tag
linens s: the following concorns fven re' oted dgxittg our,.retkigw,tsfthePet Valix cAntract and the
-36
Item 2 - 19
General Committee Agenda
September 7, 2010
Town ot'Autdra i Bylaw d. Liaensing Services Audit 11000 t
April 2010.
• the 2010 contract with Pet Value has not yet been finalized and -therefore pet'
tags are not being sold at these locations. Per discussions with Manager of By-
laws, the 2010 contract was revised'later then expected and bm not yet been '
taken to council for approval. Starting in 2011, lie plans to requesrthe approval
of a. S year'contract to replace the current I year contract in order to.renew
earlier and -.avoid delays in the prodessattributed to obtaining counci!';approval:
• Pet tags are not available for sale until January of the year they relate to. This is
a concern for pet owners who travel cross boarder during the early winter
months and are required to -show their pet tag at the boarder upon return to.
Canada; Per diseussions with the Manager of Bylaws, inventory is available for
purchase by the Town in June for the next year, however if has been standard
:practice for the Town to purchase in October,for the next year. .
• The 2009 unused pet tag inventory have not been received from Pet Value
stores. Without receiving the unused tags, the Town cannot perform a
reconciliation ofthe tags issued to ensure all are accounted for and payments
received.
• Reconciliations are not performed on tags issued to Pet Value stores, payment
received for tags sold, and:unused inventory, returned. Without performing a
reconciliation of the tags issued; the Town cannot ensure that all tags are
accounted for and payment received for inventory sold is accurate.
E�ecomm'endatian
* ''1 ile Towtt shoO1dproceed with the' multi -year contract with Pet Value to ensure tags can be
issu'6d>ta•thv9tores beforerthe start of'the new year in accordance with the 1'own's Purchasing by-
lavv.
The Town should consider ordering tag inventory in June of the preceding year to allow for sales
to commence prior to early winter to ensure pot owners traveling can obtain their licenses.
The Town should request all unused inventory to be returned from Pet Value stores.
Reconciliations should be performed on. a monthly basis when payment is received and at.year
end when unused Inventory is returned..
� ts8er ; ;ent� ��bonst3 •. .
?!' Tbe:20iQ>. gceernents arwadw in place. A multi yeanagroetrient •will be considered for 2011.2016.
Pet Tags will now be ordered in the early fall ensuring availability for.pet owners who wish to
ypurchasetbrith before year end, StafQw'I -review the reggirembnts of the agreements to ensure
<;. compliance-,'4nd,esfablish.a protocol for payments,.inven4ory aud4econoiliation.
z' <'Itnpi rite}atatlon; teviewagreement for oompliance,abd develop protocol for invontory
trtnnag"i Iitfiad reconciliations Q3, 201•-6. 0tderingoftags in late Q3/eariy.Q4 2010 and
preparation of multlyear agreeMerst; to he presented for approval' prior to new cotton before your
end - Q4, 2010.
Inr ltiii' =JCS d/t Report pa��, sf.
-37-
General Committee Agenda Item 2 - 20
September 7, 2010
Town.of Aurora - By-law & Licensing services Audit Rep6it
AprilI010
4.12,
Perinitg-ara"ifodifor-the placement of temporarybu0nega,signage in the Town of Aurora.
Audi . t f6viewed a sample of mobile sign permits as •part of the. Hoonscappi ication process and
found that fQur-(4)bf the nine (9) -reviewed were permitted to.out up. signage prior to submitting
payment and the required application. Per discussions With department staff, the applicant is
sometimes,, given pennissioty.over the telephone to -put up the sign if diedatcs ate available and
will submit the payment and application at a later date. Theipennitst.artdate is recorded as the
first day the sign is up, however the physical potmithas not a otuall be cii issued.This pnirtiovis� in violation of the:Town's by-laW for enforcing temporary signage.
Aocordingto By-law 4897-07.P toregulate Temporary Signswithhi!ithojown, "no porson shall
locate or permit the location• of mobile signLon any lot Wthotafirsi obtaining aperml(pursuant
to this.By-law and paying such fee as is set forth in Schedule "A to this By-law
The Towncouldhohold liable andlor face public.scrutiny iaffiv.eveirt.of an accident or public
complaint Mating•to any —temporary 5ignage that.does not have a legalpemit.
RQ g9m j, m PoAa- ti on-, and fee.
PermitsAtould -bo issued to applicants only after receiving.thtir-completed application
Appilpiurts sh6uldaot:be given verbal...potmission,to put up aignagoWforc the physical permit has
been providedibytheTown;
Marigqw.entRosponsa
.$Uff a44ressed. this isouclimmed lately.. Wirbal permissions are:uriacceptable..;Mpeqrpoesses are
now bsinw, gfbli�ednegarding applications. -rev
process by adding' a prerinspeotion to the approval process to ensure business dwners-ho!
properties are in compliance,.
Implolnentation; humediatoly
4.13 Btj.slness,LicensG Trackirig & Mana gembnt
T'he department does not have a centralized tracking system
on
Uriseptiiat"
busihe�s llootlseflssucd�, with the rw�optj ',pettagsandmobilia HO
- 41swaago 1werato
-The naWe,4ud*ddms§.of tr46kedon aft Oxt'�J:sliwrth
the annual]inn'se howov¢r'itidomatiork on.
%
A�.iaii�inohivrm. iAr4amtnFR6s1r;P not,.Wntynantured or- BY—
Oformi7holic
-38-
General Committee Agenda
September 7, 2010
Item 2-21
•"'-'x'"' ."'t"6Hrn-rif:Autota��y�iaw&Licsnsing8ervlccsAudititepotf
April 2010
Without a centralized system to capture license int'ormati*wandrtmclakey44tus,.Erik, managetuent
would be difficult if..thererwas a changwin department staffing.
i�eCPttYfYt'&tt'Sld{i}3`n`
Management should consider implementing a centralized tracking systein/database for all
business licenses.
Mattag0rrisnt bstinnse
Phase 1 of the Cityview project includes business licensing. Processes will be mapped, all
licensing -will be captured in Cityview with the ability to track workload and,report.
Implementation: Project.start—Q3, go live- Q4.2010;.
4.14.,,.Casks Handling & Deposit process
bkgcrvation
,; The. k3y-law department receives, payment. viti mail for parking tickets and pet tag licenses.
According to the ".Gash Iteceipting — Payments" policy issued to all departments, casWchepues
must be, stored in the safe with the vault located in Financial Services or other. secured location
approved by the Director of Finance, never to be stored overnight in employee desks. Based on
discussions with department staff, cheques are sometimes stored over night in their desk drawers
if there are only a.few cheques to be processed. If there is more volume, they will take them down
to Finance the same day. Although the desk drawors are locked, this is still not in line with the
Town's policy for cash handling, .
"ln addition to the above, departments colleotm$ payments are required to prepare a deposit
reconciliation for the casWhci uds received acid submitted to Finance'.
Based on discussions with Finance staffapd a reyiew of the deposit filos we found that deposit
t6Bdnaifatiens &, the pastyear'wo,re:cither iioi cditipleted or completed` ri an inco#i5istetlt format
and often on a post -it note. The deposit summary is: a key, control io ensure funds received in the
By-law department are properly processed in Finatice, Without completing proper deposit
reconciliation, mispiaceuient of funds would be difficult to defect.
:; . .sj>Ipu d ensure atty:cheques/cash reoeived.ip pmmsod on a daily basis or stoted in the vault`
in 1 inaacc. Cheques should not be stored in ettiplbyee desks overnight, .
i ' 7hpB slaw Glerk•shoutd complete a depositsummary for every. .deposit submittcd'tn Fhfance. w
Ad
pposit reconciliation template could be created to ensure consistency in process.
In i}i#kYFd'udk f2apart Pd p i;
- 39
General Committee Agenda
Item 2.-22
September 7, 2010
Town of Aurora.- RyAaw & Licensing Services Audit Rep.mt
April 2010
M.ar�ageinent,�tes.uA�ss .
Staff wrli meet with Pinanoe;and review cashhandling procedures. The `fCash'.l eceipting-
Payment" policy referred to above is a draft policy and'•has not been distributed to all staff. Daily
deposits will be done on a daily basis ensuring cheques are securely stdred.
Implementation: Meet with Finance -Q2 2010 and implement proce¢grg�i,�} pi .JY....
4.1a Hand Held Parking Ticket Units
Observa�iota:
The hand held parking ticket units have not' been working for,the pastsix moxti#ii lnd therefore
parking officers have been using manual ticket books for issuing tickets. JJ Mekay is the vendor
responsible for the management of the Ticket Processor database. The handheld units eliminated
the manual processing of tickets for both issuance and recording in the ticket processor system,
Tickets issued could be downloaded directly into Ticket Processor and therefore eliminating data
entry time and errors associated with manual entry.,
Since the units broke, the By-law Clerk has been manually entering each fickef sued' into the
ticket processor system, which takes approximately 1.5 hours each day.
The,Tows irstaffhas •been'working with J'J Mckay toolmicai support-ft'fftor. gild fesolve
the'Yssues;'how,ovgr they have not 'becn suecessfitl.
r �,0dS`<ft'ui'r{En`t►QI1 .
Yv)anagement.s d inept With both IT staff and the'vendorto determine it. the units arc
repair-bi "0.
The contract terms should be reviewed to determine if JJ Mekay has any. legal xespousibility to
get the units working or tq provlde firianel4l.supp6d to get flte tumfs repaired.
Altciaiative options:for putomatmg'the process. should be oonsrdered,a?td fallawe3 tf$.uvlth.
. <.
After meetings with rr and tittempted repairs by IT and the verrc]ar it was deteriniizeil the uutrent
handheld ticketing units are no longer viable options. Q2- 2010
Current handheld units, are no longer under warranty based an age atYil ivlt6^UEult&`g{',Il tt!e
kbvvn.iallser hait'li iYsedfeom JJ ISlaolcky. As a result no' f`tua neiai assistance : wircm JJ,
t
:. , ...
.Mackay. Q2 -- 2011}'.' .: .
:';;1�%wpY1#it"drs"ailii:fz�neiheldilitits°(cell`p1ittnes)tiAve"&een•o>i'd'eratirin't7'will;`t�itiij5`Iri'ix`eti'tcCl inQ3
—2010.
IildBr{Ira1 Audit Report
-40-
Geheral'Committee Agenda
September 70 2010
Item 2 - 23
Yownof Ad rora-- Bylaw & Licensing 0eMods Audit Repoft
April 2010
4,16 Interdepartmental Communication & Training
Mpervation
Concerns were expressed by By-law department staff and other Town departments regarding
roles and responsibilities for the enforcement of by-laws. Based on discussions with staff it is not
always clear which department or position is responsible for the interpretation, enforcement and
follow-up of issues relating to. by-laws.
�O,i2._. endation .
SenF14! i'anagenirnt should'me'et to review roles and responsibilities as they relato to the
enforcement of by-laws.',
Roles, responsibilities,.and procedures for dealing with interdepartmental bylaw issues and
complaint handling should be clearly defined, documented and communicated to staff..
ent Rea.
Onectifilie depa'rtnientul elves for 2010 is to establish, s Bylaw Enforcement Philosophy.
This includes meeting WA individual :departments to clarify roles and responsibilities. Bylaw
will fheilitate a workshop with representative from affected departments followed by individual
meetings. A philosophy will be developed and presented to the Executive Leadership Team and
the affected departments.
=1ruptbttientation: Q2 2010 for wotkkshopi defining roles and responsibilities - Q3 2.b'10; follow-up
Q4 20M
4.17 Reconciliation of Third, Party Ticket Revenue Collections
y.
The e'noilia4otl pe�rr gQrmcil on parking tickets sent to the Newmarket court for collection
and pi6lt hts received; Outaiiding parking tickets, are sent to the Newmarket Caurt house on a
;•bi�woekly basis far follow-up:on overdue parking tickets.
The Court House stibmits a oheque and detailed report'to the Town on a quarterly basis of all
i3gztis collected.
t1i'ere Wa"'Alsbropanoy found Between the cheque amount and. back-up information proAdod by
the court for tho 4th quarter of 2009, which could not -be explained by staff
tza me. atipn.. -
A reconcilintion should bo performed on tickets sent to the Cci rt and .ci $coons made. Tile
quarterly tport should be reviewed to ensure any disorepatiWfes arci 'followod up with and
resolved.
tnfiiin / it Report jsay
-41-
General Committee Agenda
Item '2" = 24
September 7, 2010
Town of Aurora, Sy,. -law & Licensing Services Audit Report
April 2010
Man ement Response
Staff will review the reports on an on -going basis and reconcile any discrepancies..
Implementation: immediately
4.18, .. On-line Information
Observation ,..'
The Town's websito contains outdated information on the bgpinessJ;icensing hn , licensing
by-law. The By-law section under the Town Halt tab of -the website contains 1i 6.l'd'version of
the "business licensing fees" schedule— by law # 4258.01. The eurreut.fee schedule is included
onjine,with the licensing by-law document# 4629.0$ under the;T3uiidin$,an4,,ByI;iw Department
section. ..•
Recommendation t* 1.
Manewent. should.:ensure,411, doe ments, on the:webs4ee,uu�ler`,buiidh�� anci,}i zi s rs up to
dal ;:.644ated fee schedules. should be removed to e)imipa ,,pulrl'ic confusion.:
Management Response
A..staffperson wi)l.be assigned -as a web content 'auther for Bylaw. They will"boi.msponsibie for
reviewing the information on our website for accuracy. As well they will request MO. Web
Specialist add now information as required.
Implementation, immediately
bIrector— Building & Bylaw
Director -- Audit Services-12egional
Munlelpality of York
i
.Chief Adlnit,,l�e�,,,Y�:Q�eer
-42.
Item 2 - 25
General Committee Agenda Attachment 2
September 7 2010
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General Committee Agenda
Item 2 - 26
September 7 2010
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Item 2 - 27
General Committee Agenda
September 7 2010
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General Committee Agenda
September 7, 2010
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-46-
General Committee Agenda
September 7, 2010
Item 2 - 29
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-47-
General Committee Agenda
September 7, 2010
Item 2 - 30
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-48-
General Committee Agenda
September 7, 2010
Item 3 - 1
/- TOWN OF AURORA
AURORA GENERAL COMMITTEE REPORT No. CFS10-017
SUBJECT: Corporate Policy and Procedure Review and update Project
FROM: Dan Elliott, Director of Corporate & Financial Services - Treasurer
DATE: September 7, 2010
RECOMMENDATIONS
THAT staff undertake a review and update of all corporate policies and procedures;
THAT the CAD be delegated approval authority for administrative policy matters as
identified in Attachment 42 of report CFS10-017 with all other policies remaining
subject to Council approval.
PURPOSE OF THE REPORT
To have Council authorize staff to undertake a review of Administrative Procedures, and to
transfer accountability, control and authority for most of them to the Chief Administratorto
facilitate the review process, while maintaining Council's authority on key matters.
BACKGROUND
Current set of Administrative Procedures requires review and updating
The Town maintains a set of Administration Procedures, which currently contains 63
documented items. The Index of the current 63 items is enclosed as Attachment #1.
Some of these are clearly policy in nature, and others are actually a formal documentation
of an internal procedure. Virtually all of these 63 documents cite "Council" as the
"authority" implying that no variance from or changes to the item as described can occur
without Council's express consent. Most of the documents address human resource and
workplace activities. Some are financial, risk or legal policies.
The existing set of policies has been accumulated over many years, some dating back to
the early 1980's. Some have been reviewed and updated periodically. There exist some
overlaps and some conflicts between two or more items. In other areas, gaps exist. These
overlaps, gaps and conflicts may result in inconsistent interpretations or applications.
Additionally, some policies require updating and expansion to more fully reflect current
employment law and our practices.
-49-
General Committee Agenda
September 7, 2010
Item 3 - 2
September 7, 2010 -2- Report No. CFS10-017
Council has specific policy approval requirements in the Municipal Act.
Section 270(1) sets out specific policies which must be adopted by a municipality, being
Council as follows:
270. (1) A municipality shall adopt and maintain policies with respect to the following
matters:
1. Its sale and other disposition of land. (see Town Policy #55)
2. its hiring of employees. (see Town Policy #38 and 24)
3. Its procurement of goods and services. (see Town Policy #50)
4. The circumstances in which the municipality shall provide notice to the public
and, if notice is to be provided, the form, manner and times notice shalibe given.
(see Town Policy #62)
5. The manner in which the municipality will try to ensure that it is accountable to
the public for its actions, and the manner in which the municipality will try to
ensure that its actions are transparent to the public. (Accountability and
Transparency Policy approved by Council Nov 27, 2007)
6. The delegation of its powers and duties. (not captured in a single policy but
rather a collection of past resolutions and by-laws, such as the CAO by-law)
Proposed review approach will include consultation
In an effort to ensure our organization is up to date with respect to its corporate policies,
staff recommend undertaking a comprehensive and coordinated review of these 63
documents, and preparing a replacement set. The new set would be more logically
organized and grouped for ease of reference, as well as modernized in language, clarified
for operational realities, address gaps and conflicts in the existing wording, and updated in
cross references, titles and department names.
Such a review will take an extended period of time to complete. Staff intend to conduct
such a review in blocks of related items. The review process will include staff consultation
as appropriate, Industry and best practices review, draft wording prepared. Drafts would be
reviewed by Executive Leadership Team, and formal approval for implementation would be
granted by the CAO unless Council approval is specifically required. Transitional issues,
where they will arise, will also be considered and appropriately addressed.
Review will be completed by grouping rather than one by one.
Staff have taken the opportunity to group and reorder the Index into a logical order. The
draft of this is included at Attachment #2. Staff intend to review each grouping as a whole,
and prepare new items, revisions, consolidations or rewrites as appropriate. Some
suggestions for required additional policies are noted in Attachment #2.
-50-
General Committee Agenda
September 7, 2010
Item 3 - 3
September 7, 2010 .3- Report No. CFS10-017
Authority for current policies requires amendment
As the current set of documents shows Council as being the specific authority, continuing
such would require Council to individually review each change and issue bystaff report. As
noted earlier, most of the policy items deal with human resource and workplace activity
matters. These items are detailed administrative matters and would be more appropriate
to be within the authority of the CAO. Others, such as Investment Policies, and the actual
approved compensation salary grids should continue to have their authority to be that of
Council.
To facilitate the effective, coordinated and timely review of the policies, staff recommend
that the authority for certain items to be transferred formally to the CAO. Those items
highlighted with an ** in Attachment #2 indicate those for which authority is proposed to be
transferred to the CAO. Specifically Council will retain the following policy authority: (some
are noted as proposed to be developed)
Procedure No.
Pending
2.
32.
56.
58.
59.
62.
New — Approved but not Indexed
61.
60.
50,
38.
24.
Schedule A to Pol. #7
18.
27.
5.
57.
Pending
Pending
Subject
Chief Administrative Officer Authority
(Director) Department Head Authority
Town Liability Insurance
Real Estate, Leases and Purchases (required by Act)
Insurance and Risk Management
Flag Raising Policy
Notice Provision Policy (required by Act)
Accountability and Transparency Policy (required by Act)
Investment Policy (required by Regulation)
Corporate Financing Lease Policy (required by Regulation)
Purchasing Policies and Procedures (required by Act)
Staffing Procedures (required by Act)
Employment of Relatives (required by Act)
Compensation Salary Grid
Vacation
Retirement and Service Gift Policy
Council/Staff Communications
Members of Council Expense Policy
Council —Application of Corporate Policies
Council Compensation, and Support and Services Provided
Most of the anticipated changes are in modernization of language, addressing gaps and
conflicts, and introducing new items or additional details. All Policies will be re -indexed,
and formatted into a consistent appearance. There are no direct financial costs expected,
rather process and procedural efficiencies are hoped to be achieved.
Changes which would have any significant direct financial implication to the municipality will
be addressed with Council on an "as encountered" basis and would be subject to budget
approval.
-51-
General Committee Agenda
September 7, 2010
Item 3-4
September 7, 2010 - 4 - Report No. CFS10-017
ALTERNATIVE(S) TO THE RECOMMENDATIONS
Not transfer authority for administrative and procedural items to the Chief
Administrative Officer, thereby requiring detailed reports of all proposed changes
prior to implementation.
CONCLUSIONS
Staff recommend that the policy and procedure review as described proceed, and thatthe
authority for certain policies be transferred to the Chief Administrative Officer, with noted
items to remain with Council
ATTACHMENTS
Attachment #1 -- Existing Index of Administrative Procedures
Attachment #2 — Draft reorganized Index of Administrative Procedures
PRE -SUBMISSION REVIEW
Management Team Meeting Thursday, August 26th, 2010
Prepared by: Dan Elliott, Director of Corporate & Financial Services — Treasurer
-Ext. 4772
`174ri tlliott, C.A.
Director of Corporate & Financial
Services - Treasurer
Nell Garbe
Chief Administrative Officer
-52-
General Committee Agenda TOWN OF AURORA Item 3 - 5
September 7, 2010 ADMINISTRATION PROCEDURES Attachment #1
INDEX
Procedure No. Subject
1.
Applicability of Administration Procedures and Definition of Employee
2.
Department Head Authority
3.
Salaried Staff Association
4.
Salaried Staff Grievance Procedure
5,
CounclItStaff Communications
6.
Hours of Work
7.
Salary and Classification Schedule
8.
Performance Review
9.
Merit Pay
10.
Reclassificatlons
11.
Probation Period
12.
Normal Disciplinary Actions
13.
Overtime
14.
Sick Leave
15.
Health Appointments
16.
Family Illness or Emergency Leave
17.
Pregnancy and Parental Leave
18.
Vacation
19,
Vacation Coordination (REPEALED)
20.
Benefits and Special Leave
21.
Statutory Holiday Benefits
22.
Confidentiality
23.
Code of Conduct
24.
Employment of Relatives
25.
Resignation - Termination of Employment
26.
Retirement
27,
Gift Policy
28.
Employment Expenses
29.
Town -Owned Vehicles
30.
Staff Training and Development
31.
Attendance at Conferences/Conventions
32,
Town Liability Insurance
33.
Political Issues
34.
Identification Cards
35.
Change of Personal Information
36,
Clothing Policy
37.
Firefighter Competitions
38.
Staffing Procedures
39.
Employee Assistance Program
40.
Part -Time Staff
41.
Job Evaluation
42.
Acting Pay
43.
Smoking in the Workplace
44.
Harassment -Free Workplace
45.
Memberships
46.
Health & Safety
47.
Computer Security
48,
Computer Purchase Incentive Program
49.
Involuntary Downsizing
50.
Purchasing Policies and Procedures
51.
Return to Work Program
52.
Litigation Claims Process
53.
Communications Policy
54,
Media and Public Relations
55.
Real Estate, Leases and Purchases
56.
Secondment and Temporary Assignments
57.
Members of Council Expense Policy
58.
Insurance and Risk Management
59.
Flag Raising Policy
60.
Corporate Financing Lease Policy
61,
Investment Policy
62.
Notice Provision Policy
63.
Accessible Customer Service Policy
-53-
General Committee Agenda
September 7, 2010
TOWN OF AURORA
ADMINISTRATION PROCEDURES
Attaohment #2 Item 3 - 6
Procedure No.
(All to be reindexed)
** Authority of CAO
Pending
2.
32.
37. **
52. **
53. **
54. **
55.
58.
59.
62.
63. **
Approved — not indexed
INDEX
SCOPE AND AUTHORITY
Applicability of Administration Procedures and
Definition of Employee
Chief Administrative Officer Authority
(Director) Department Head Authority
GENERAL CORPORATE POLICIES
Town Liability Insurance
Firefighter Competitions (to be repealed)
Litigation Claims Process
Communications Policy
Media and Public Relations
Real Estate, Leases and Purchases
Insurance and Risk Management
Flag Raising Policy
Notice Provision Policy
Accessible Customer Service Policy
Accountability and Transparency Policy
FINANCIAL CONTROL AND AUTHORITY
61. Investment Policy
60. Corporate Financing Lease Policy
50. Purchasing Policies and Procedures
HUMAN RESOURCES
Recruiting
38.
Staffing Procedures
40. **
Part -Time Staff
24.
Employment of Relatives
11. **
Probation Period
56.
Secondment and Temporary Assignments
Compensation
7.
**
Salary and Classification Schedule
7A.
Attached Compensation Salary Grid
41.
**
Job Evaluation
10.
**
Reclassifications
20.
**
Benefits and Special Leave
42.
**
Acting Pay (duplication/conflict with #56 secondments)
6.
**
Hours of Work
13.
**
Overtime
21.
**
Statutory Holiday Benefits
1 of
-54-
General Committee Agenda
Item 3.7
September 7, 2010
14. **
15. **
Pending
17. **
18. **
Leaves
Sick Leave
Health Appointments
Family Illness or Emergency Leave
Incidental Days/Religious Observances
Pregnancy and Parental Leave
Vacation
Training
30. *" Staff Training and Development
31. ** Attendance at Conferences/Conventions
45. ** Memberships
Health and Safety
46. **
Health & Safety
51. *"
Return to Work Program
36. **
Clothing Policy
43. **
Smoking in the Workplace
44. **
Harassment -Free Workplace
39. **
Employee Assistance Program
Expenses and Reimbursements
28. ** Employment Expenses
New ** (Council as to rate) Mileage and Auto Allowances
48. ** Computer Purchase Incentive Program
Performance Evaluation
8.
**
Performance Review
9.
**
Merit Pay
12.
**
Normal Disciplinary Actions
General Workplace Policies
35.
**
Change of Personal Information
3.
**
Salaried Staff Association
4.
**
Salaried Staff Grievance Procedure
22.
**
Confidentiality
23.
`*
Code of Conduct
29.
"*
Town -Owned Vehicles
33.
**
Political Issues
34.
**
Identification Cards
47.
**
Computer Security
End of Service
25.
**
Resignation - Termination of Employment
26.
**
Retirement
27.
**
Retirement and Service Gift Policy
49.
Involuntary Downsizing
COUNCILLORS AND COUNCIL
5.
Council/Staff Communications
57.
Members of Council Expense Policy
Pending
Council -- Application of Corporate Policies
Pending
Council Compensation, and Support and Services Provided
2 of
-55-
General Committee Agenda
Item 4. 1
September 7, 2010
TOWN OF AURORA
AUP-D- RA GENERAL COMMITTEE REPORT No. CFS10-029
SUBJECT: Expenses excluded from the 2010 Budget
FROM: Dan Elliott, Director of Corporate & Financial Services / Treasurer
DATE: September 7, 2010
RECOMMENDATIONS
THAT report CFS10-029 regarding expenses excluded from the 2010 Town of Aurora
budget be received for information purposes.
PURPOSE OF THE REPORT
The Town of Aurora is required under Ontario Regulation 284/09 to report on whether
amortization expenses, post employment benefits, and solid waste landfill closure and
post -closure expenses are included in the Town's annual budget. The purpose of this
report is to satisfy the Town's compliance requirement with Ontario Regulation 284/09 and
to illustrate the 2010 budget in the Public Sector Accounting Board (PSAB) format.
BACKGROUND
Accounting standards and reporting requirements have undergone significant change since
2009, including the introduction of accounting for tangible capital assets, and their
amortization. These new standards, however, do not require that budgets be prepared on
this same, changed basis. The Town of Aurora, like most municipalities, prepared its 2010
budget in the traditional balanced budget approach.
The Province of Ontario enacted a regulation (O.Reg. 284/09, s.1.) that allows the
exclusion of costs related to amortization expense, post employment benefits and solid
waste landfill closure and post -closure expenses from a municipality's annual budgeted
expenses. However, the regulation does require that the municipality report on the impact
of these excluded costs. The form of this report to Council has been adopted from those
prepared in other municipalities.
"Amortization" Described
Amortization was previously referred to as "depreciation" and expresses the estimated
consumption of the value of assets used or worn during the year. Amortization is based on
the historical cost of the asset rather than the replacement cost of the asset. For example,
a specific length of sewer pipe installed in 1965 with a cost of $20,000 and an estimated
life of 50 years, would be amortized or depreciated at a rate of $400 per year. This is a
conceptual attempt at expensing the cost of the asset over its useful life. However, if the
cost to replace such same section of pipe today were $250,000, both the historical cost
value and the annual amortization have no relevance for financial planning. In virtually all
cases, due to inflation, the replacement value of the current assets being consumed in any
-56-
General Committee Agenda
September 7, 2010
Item 4 - 2
September 7, 2010 -2- Report No. CFS10-029
year far exceeds the amortization amount, particularly for long life assets such as roads,
buildings and underground infrastructure.
COMMENTS
The Town of Aurora's 2010 Business Plan, Operating Budget and Capital Investment
Program was approved by Council on January 26, 2010 and excluded the following
expenses:
• expense for the 2010 amortization of the Town's tangible capital assets in the sum
of $8,974,500 (see Attachment #1 for categorized list);
the current year's post employment benefit expense for early retirement and
accrued sick leave for employees who are eligible for these benefits, totalling
$50,000;
the Town does not own or operate a landfill site and therefore is not subject to solid
waste landfill closure or post -closure expenses
The 2010 budget was prepared on the cash basis of accounting whereby total revenues
(including taxation) equal total expenditures, resulting in a "balanced" budget. Attachment
#2 illustrates the differences between the 2010 Budget as prepared (on a cash basis) to
what it would be if prepared under the PSAB guidelines of accrual basis budgeting. The
accrual approach would result in an annual surplus of $4.6 million, before considering the
above noted excluded non -cash items. If these items were included in the 2010 Budget,
the result would be a $4.4 million deficit for the year.
FINANCIAL IMPLICATIONS
The surplus balance at the end of 2009 was $397.5 million. The estimated annual deficit
for 2010, as noted above, is $4.4 million. The anticipated surplus at the end of 2010 is
therefore $393.1 million — a reduction of 1.1 %. In future year's budgeting, however, these
items will be considered as part of the budget approval process.
Of note is the disparity of the amortization expense of $5.33 Million for tax rate supported
assets, and the tax contributions to reserves of $2.76 Million for the maintenance and
replacement of these aging assets. The issue of asset replacement funding will be a
significant issue for all municipalities in Canada now that the PSAB accounting for capital
assets is in place. Municipal treasurers here In Aurora and across the country have been
working hard to bring this issue to light for many years. Now more clearly quantified, this
issue will be considered in the preparation of the 2011 Budget.
CONCLUSIONS
In preparation of the 2010 Budget, the Town of Aurora has complied with requirements of
the Municipal Act which identifies allowed exclusions from that budget (paragraph 3,
subsection 289 (2) and paragraph 3, subsection 290 (2)). This report provides the
information necessary to provide disclosure under Ontario regulation 284/09 that requires
municipalities to report to Council when these exclusions exist and the impact on the
overall accumulated surplus of each transaction.
-57-
General Committee Agenda
September 7, 2010
Item 4 - 3
September 7, 2010 .3. Report No. CFS10-029
ATTACHMENTS
Attachment#1 — Schedule of Estimated Tangible Asset Amortization
Attachment #2 Reconciliation of 2010 Budget as approved to the budget as if prepared
under PSAB 31'50
PRE SUi31 ASION REVIEW
Management Team Meeting -- August 26, 2010
Prepared by; Wayne Church, Manager of Financial Planning/deputy Treasurer
-Ext. 4145
►Mott; C.A. Nell Carbe
Director of Corporate & Financial Chief Administrative Officer
Services Treasurer
-58-
General Committee Agenda
September 7, 2010
Item 4 - 4
Attachment #1
Estimate of Tangible Capital Asset Amortization Expense for 2010:
Amortization
Category Amount
In $'000's
Buildings
$ 2,043.9
Roads/Sidewalks/Street Lighting
2,206.9
Water Mains / Sanitary Sewer
1,669.4
Storm Sewer/ Ponds
1,277.1
Pumping Station/Water Meters
282.7
Parks (Land Improvement)
417.8
Fire Vehicles & Equipment
110.5
Other Vehicles
422.8
Furniture & Fixtures
64.7
Computer Related Equipment
176.8
Library Content
301.9
$ 8,974.5
-59-
General Committee Agenda
September 7, 2010
Item 4 - 5
Attachment #2
2010 Budget Presentation Differences
In $ 000 's
Revenues
Operating - Tax Levy
Operating - Transfers From Outside Sources
Operating - Transfers From Other Funds (°)
Capital - Receipts From Outside Sources
Capital - Transfers From Other Funds (')
Total Revenues
Expenses
Operating
Operating - Transfers To Other Funds (2)
Capital - Debt Principal Payment()
Capital - Debt Interest Payment
Tangible Capita[ (4)
Non -Tangible Capital
Total Expenses
Annual Surplus / (Deficit)
Exclusions Add Back:
- Amortization of Tangible Capital Assets
- Post Employment Benefits
Total Exclusions
Annual Surplus i (Deficit) - after adding back exclusions
Under
Municipal
"Standard"
(cash basis)
$ 27,405.1
14,130.0
1,082.E
2,544.9
12, 871.2
$ 58,033.8
$ 37,771.3
4,846A
1,555.5
315.6
10,321.6
3,223.4
$ 58,033.8
Under
PSAS
Guidelines
(accrual basis)
$ 27,405.1
14,130.0
2,544.9
$ 44,080.0
$ 37,771.3
315.6
3,223.4
$ 41,310.3
$ 2,769.7
$ (8,974.5)
(50.0)
$ (9,024.5)
$ (6,254.8)
Notes;
1. "Transfers From Other Funds" represents transfers from reserves for expenditures and is not considered
a revenue source under accrual accounting.
2. "Transfers To Other Funds" represents the contribution to reserves and is not considered an expense
under accrual accounting.
3. "Debt Principal Payments" are considered a repayment of a long term liability and are not an expense
under accrual accounting.
4, Under accrual accounting, expenses related to the acquisition of "Tangible Capital Assets" are recorded
on the balance sheet; only the amortization of existing Tangible Assets being included as an expense.
Funding source for future assets is from surplus.
In furture years, this schedule will be included as part of the budget approval process
-60-
General Committee Agenda
September 7, 2010
Item 5 - 1.
TOWN OF AURORA
AURORA GENERAL COMMITTEE REPORT No. IES10-042
SUBJECT: Facility Energy Poster Proposal
FROM: limarSimanovskis, Directorinfrastructure and Environmental Services
DATE: September 7, 2010
RECOMMENDATIONS
THAT Council receive Report No.1ES10-042, "Facility Energy Poster Proposal', for
information.
PURPOSE OF THE REPORT
To update Council on participation in a multi -municipal pilot project to develop a facility
energy profile public poster for communicating facility efficiency and energy usage in an.
easily understandable format for the community. Aurora will include Town Hall as the
sample site.
BACKGROUND
Hatch MottMacDonald is a consulting firm that provides multi -disciplinary services to the
municipal and. utility sectors. Preliminarydiscussions were undertaken in late 2009 with
various municipal partners in the GTA to explore the possibility of developing a framework
for communicating energy 'and environmental performance for municipal facilities.
The firm has taken the feedback from these discussions and subsequently developed a
proposal for a pilot project to profile the energy, water and green house gas emissions for
one facility in each municipality that is interested in participating.in the exercise.
COMMENTS
The proposal to participate in a municipal collaboration on reporting our facility
environmental impacts was attractive to .staff. Considering the importance of the
environment in the Town's regular activities, there were some clear benefits. in participating
in this pilot initiative.
This is a visible opportunity to communicate key environmental information about a town
facility to the public in a format that isintended to be easily understood and that will
eventually contribute to base line information that can be used as a comparator for similar
facilities. The transparent reporting model will be repeatable and consistently reported to
not only demonstrate relative efficiency and impacts, but also year over year improvements
as efficiency projects are completed.
-61.
General Committee Agenda
September 7, 2010
Items-2
September 7, 2010 - 2 - Report No. IES10-042
This is in alignment with the objectives of the Draft Corporate Environmental Action Plan
and will support the objective of effective reporting and monitoring. The frequency of
reporting has not been determined yet but will be established as part of the pilot project
activities.
The true value in participating in this pilot project is the learning and collaboration that will
occur with other participating municipalities. To date, Markham and Oshawa are
committing to participate with the consultant continuing with outreach discussion with other
potential partners. This isa ground floor opportunity to participate in shaping effective and
consistent energy reporting for the public that, if successful, could become a standard
methodology for the municipal sector.
The format of the report will be determined as part of the project and will be developed
through a consultative and workshop format. Although.there is much information that could
be communicated to the public on environmental impacts, it is expected that the final
poster will be simple and concise. A sample report that has been developed for the City of
London,. England is an example of what could be developed although this may not be what
the final product. looks like for this project.
Although much of the data that will be required for this project does currently exist in Town
records, staff will be required to participate to ensure that appropriate information is made
available. The benefit of participating in this project is that the consultant can. act as a
catalyst ad support service in consolidating and distilling the information. This will allow
staff to focus on existing priorities without being diverted into developing a reporting model
on our own and in isolation.
It is intended that the pilot be applied to Town Hall as the first site. If successful, the
program can be expanded to other town facilities.
ALTERNATIVE(S) TO THE REPORT
1. Council may recommend not proceeding with participation in this pilot project.
FINANCIAL IMPLICATIONS
The financial aspects of this.proposal are summarized in the following table.
Proposal Amount
$7,500,00
Other Items
NIA
Sub -Total
$7,600.00
10% Contingency Allowance
NIA. .
Total ..
$7,600.00
Uncommitted Budget*
$7,500.00
Variance
0
*These funds will be secured from within the approved 2010 IES budget.
-62-
General .Committee Agenda
September 7., 2010
Item 5 - 3
September 7, 2010 - 3 - Report No. IES10-042
.CONCLUSIONS
Participating in this facility energy profile public poster development with Hatch Mott
MacDonald will benefit the Town and community through the development of a public
reporting poster that communicates the environmental performance of Town Hall.
It is recommended that the Town participate in the unsolicited proposal submitted by Hatch
Mott MacDonald for a cost of $7,500 plus taxes.
ATTACHMENTS
N/A
PRE -SUBMISSION REVIEW
Executive Leadership Team Meeting of August 9 and August 26, 2010
Prepared by; llmar Simanovskis, Director of Infrastructure and. Environmental
Services- Ext. 4371
ar 'Simah-61Vskis
Director, Infrastructure &
Environmental Services
Neil Garbe
Chief Administrative Officer
-63-
General Committee Agenda Item 6 - 1
September 7, 2010
TOWN OF AURORA
AuRQRA GENERAL. COMMITTEE No. IES10-043
SUBJECT: Leslie Street and St. John's Sideroad Pedestrian Trail Crossings
FROM: llmarSimanovskis, Director, Infrastructure and Environmental Services
DATE: September 7, 2010
RECOMMENDATIONS
THAT York Region be requested to include a description and identify the potential
underpasses along St. John's Sideroad and Leslie Street within their current
environmental studies where possible; and
THAT York Region be requested to include funding for this project in their 2011
capital program as the project supports the Regional initiatives of 'Healthy
Communities', Walkable Communities', and 'Linked Green Spaces'; and
THAT, should York Region not provide funding, the Town of Aurora review funding
requirements through the 2011 budget process; and
THAT a copy of this report be provided to the York Region Clerk's Office,
PURPOSE OF THE REPORT
To request regional support in proceeding with implementation of grade separated crossing
along Leslie Street and St. John's Sideroad.
BACKGROUND
At its meeting of April 14, 2009, Council adopted the following recommendation from the
Town of Aurora Leisure Services Advisory Committee meeting of March 23, 2009 and its
associated Trails Sub -Committee:
"That Staff be directed to complete the following recommendations:
THAT the Leisure Services Advisory Committee recommends to Council that all
of the information concerning grade separated trail crossings that are being
contemplated by the Trails Sub -Committee associated with the St. John's
Sideroad/Leslie Street Corridor be forwarded to the appropriate Town or Region
of York Staff for their comments and inclusion in the redesign of these roads; and
THAT separated multi -use bike routes be set further into the boulevard and
-64-
General Committee Agenda
September 7, 2010
Item 6-2
August 17, 2010 - 2 - Report No. IES10-043
separated from the curb by a grass strip and that St. John's Sideroad, Bayview
Avenue and Leslie Street reconstruction projects respect that standard and
include physically separated multi -use trails, The Town has been supporting the
developing of a. Trails Master Plan that is being developed through the Leisure
Service Advisory Committee (LSAC) and the Trail Sub -Committee. Proposed trails
mapping has been submitted to LSAC in 2009 and the intent is that this mapping
form the basis for the future Trails Master Plan."
At its meeting on November 10, 2009, Councii adopted the following recommendations
from the Leisure Services Advisory Committee meeting held on October 15, 2009.
"THAT the Leisure Services Advisory Committee receive the information being
presented on the Town of Aurora Trails Map, and
THAT the Trails Sub -Committee. recommends to Council and is supported by
the Leisure Services Advisory Committee that the proposed trails as recommended
by the Trails Sub -Committee in the 2C Secondary Planning Area be adopted,'. and
THAT Public Works Staff be directed to continue to work with the Region of York to
construct three grade separations as indicated on the mapping at the St. John's
Sideroad and Leslie Street locations, and
THAT Staff be requested to investigate the process required in order to obtain level
and grade separated railway crossings, and
THAT this resolution be referred to the 2C Secondary Planning Committee for
implementation." `
Town staff supported by a representative of the Trails Sub -Committee met with Regional
staff on July 20, 2009 and provided correspondence to the Region on August 13, 2009
(Appendix "A"), regarding consideration of underpasses as follows:
• Appreciating that an early request is desired, what is the timing envelop for
requesting that the underpasses be considered for both projects, and would
an addendum to the ESR be required if the request is submitted after the
studies are completed?
• What funding opportunities exist through .the Region to support pedestrian trait
improvements?
• Could an estimate for underpass construction be provided in advance of town
design criteria?
.A formal response was received by the Region on June 29, 2010 for Leslie Street and Aug .
30, 2010 for St' John's Sideroad (Appendix "B").
-65-
General Committee Agenda
September 7, 2010
Item 6 - 3
August 17, 2010 - 3 - Report No. IES10-043
This report reviews planning status of grade separated crossing and the Regional
responses to date, along with recommended actions.
COMMENTS
1. Plannina Status Related to. Pedestrian and Trails Network
York Region. Pedestrian and Cycling Master Plan Study
In March 2008, York Region completed the Pedestrian and Cycling Master Plan Study,
which is "intended to guide the Region as it works with local municipalities over the next 25
years and beyond to implement a comprehensive pedestrian system and on and off -road
region -wide cycling network." There was significant stakeholder engagement in the
development of this plan in particular with Mr. Atkins being represented on the Technical
Advisory committee and Mr. Wehrenberg on the Public Advisory Committee both
representing interests for the Town of Aurora.
The vision of the plan is to create a pedestrian and cycling supportive environment that
encourages both, utilitarian and recreational travel by walking, cycling and using public
transit through:
Established promotional and educational policies and programs including a marketing
strategy;
A continuous system of sidewalks on Regional and local roads as well as a designated
regional -scale network of cycling facilities;
A regional -scale network integrated with local municipal pedestrian and cycling
infrastructure and public transit service that connects communities and people of all
ages with where they live, work and want to go.
Even though local municipalities are responsible forimplementing sidewalks, trails and
encouraging pedestrian friendly land development, the Region also has a significant
interest in improving conditions for walking and cycling in York Region. The intent of this
plan is therefore to prioritize, assist in implementation and.potentially fund projects where
local initiatives support the regional objectives. . ,
As the plan was intended to serve a regional context, route selection was focused on
supporting the regional context of connectivity. In achieving this objective there were also
a number .of criteria considered during the final route selection' being .safety,
connectivity/access, convenience, attractiveness, cost and route alignment.
The.10 year planning horizon for improvements to the Aurora pedestrian system includes:
New sidewalks along Bathurst Street between St. John's Sideroad and Bloomington
Road, along Bloomington Road to Yonge Street and along St. John's Sideroad from
Bathurst Street to Yonge.Street. .
-66-
General Committee Agenda
September'7, 2010
Item 6 - 4
August 17, 2010 - 4 - Report No. IES10-043
The 5-year planning horizon for improvements to the Aurora cycling network includes:
• Providing a north south connection along Leslie Street;
• Providing east west routes. generally between Bathurst Street along St. John's
Sideroad, Bloomington Road, Wellington Street,. and Vandorf Sideroad where such
facilities do not currently meet the regional intent; and
• Provide north south connections along Yonge Street and Bayview Avenue where
practical and in line with road reconstruction.
A drawing of the Plan is presented. as Appendix "C". The significance of the Plan in relation
to this report is that the Region has not identified any portion of the pedestrian and cycling
network within the 2C lands as would be expected considering the regional context.
Town of Aurora Official Plan and 2C Secondary Plan Status
The Town is currently updating its Official Plan (OP) and in the process has reviewed policy
related to trails. The current OP contains municipal trail network amendments which were
adopted December 1993 and approved in February 1995 which state:
"3.5.2.5 a) x consider providing grade separation at key intersections of trails
with railways and arterial roads; where trails cross roads at grade, signs and
where appropriate signals shall assist safe crossing and orientation; at grade
crossing of trails at Regional roads should. only. be madeat controlled
intersections;"
Appendix "D" refers to Schedule "I" of the current OP titled Aurora Trail Network Concept.
The draft proposed policy "Draft 2" dated July 19, 2010 is virtually unchanged with the
exception of the word "Regional" as follows:
"14.2.8 a) x consider providing grade separation at key intersections of trails
with railways and R. egional roads; where trails cross roads at grade, signs
and where appropriate signals shall assist safe crossing and orientation; at
grade crossing of trails. at Regional roads should only be made at controlled
intersections;"
It is therefore clear that the Town's policies support the notion of considering grade
separated crossings at Regional roads.
The Draft Proposed Policies for the 2C Secondary Plan Draft 1, dated July 9, 2010, also
contains similar wording as above under proposed section 6.2.8 a).
Town of Aurora Trails Master Plan
The Town, in conjunction with support and input from the Trails Sub -Committee, is in the
process of completing the Draft Trails Master Plan. Within this document, Section 6.2.2
-67-
General. Committee Agenda
September 7, 2010
Item 6 - 5
August 17, 2010 - 5 - Report No. IES10-043
refers to Grade Separated Crossings as follows:
"it is intended that the proposed grade separated crossings be constructed at
the same time the connecting trail segment(s) are constructed. However,
should an opportunity arise in advance of the timing identified in the master
plan, the Town should work with appropriate agencies to implement the
crossing. For example, the. Town should work with York Region when a
Regional road is being upgraded and a grade separation has been identified
in the master plan as the preferred method of achieving the crossing. In
these cases„ the schedule will be dependent on the Region's schedule for
Environmental Assessment and construction. In some locations it may be
possible and preferable to develop an interim solution such as a pedestrian
activated signal or median refuge island."
Costs to implement the grade separated crossing are not included in the estimated network
costs for the following reasons:
• Costs for these vary widely depending on the style and ultimate design of the
structure(s);
• The design, timing, and construction of many of the proposed grade separated
crossings would be subject to infrastructure improvements. being made. by other
agencies such. as York Region. In these cases the final design would be part of a
larger infrastructure improvement project that would be subject to an Environmental.
Assessment process and subsequent detail design' and
+ There may be an opportunity to partner with agencies for these projects.. For
example, it isreasonable to assume that the Town would be able to partner and
cost -share with the Region for grade separations of Regional road, thus an accurate
estimated cost to the Town for each can not be developed until each location has
been studied in more detail as part of pre -design of those structures.
Appendix "E" refers to the Draft Trails Master Plan Location Map for various infrastructures
dated March 5, 2009.
2. Council_ Support Requested for Grade Separated Trail Crossings on Regional
Roads
The Town, through the above approved and pending policies and Council endorsed
resolutions, is requesting that the Region consider the inclusion of three underpasses
along Leslie Street and one underpass along St. John's Sideroad as outlined in Appendix
„E„
This request has been communicated to Regional staff as early as July 2009. The Region's
position to date has been to not actively cohsiderthis request until such time as the Town,
through resolution of Council, requests this infrastructure be included and that a funding
source be provided to offset the environmental assessment, engineering and construction
-68-
General Committee Agenda
September 7, 20.10
Item6-6
August 17,.2010 - 6 - Report No. IE$10-043
costs. Considering the recent response from the .Region, it is now appropriate to seek
Council support on these crossings.
3. Status of St. John's Sideroad and Leslie Street Road Reconstruction Projects
The two regional roads are proceeding separately as the regional road program identifies.
the roads being completed on different time lines.
St. John's Sideroad
The St. John's Sideroad project has a planned completion date of 2015 and will provide for
two lanes of traffic. The Environmental Assessment (EA) and concluding Environmental
Assessment Report (ESR) have been completed and the detailed design is over 60
percent complete at this time. The Region intends to tender the project in early 2012,
subject to property and utility relocation needs, for completion by 2015.
At this point, it may be necessary to prepare an addendum to the ESR to consider the
impacts of a.grade separated crossing along the water course.
Leslie Street
Leslie Street is planned to be completed in 2016 and will provide for four lanes of traffic.
The EA for this project is nearing completion with the filing of the ESR planned for early
2011. Detailed. design would start the summer/fall of 2011, with tendering anticipated for
early 2015.
Similar to St. John's Sideroad, an addendum to the ESR may be required to include the
three proposed underpasses. •Although there. may, be an opportunity to include a brief
description of the desire to proceed with underpasses; the Region has indicated that any
reference to underpasses in the current EA would not be significant and. would require
additional work during the design phase.
The Municipal Class Environmental Assessment Process is the Ministry of Environment's
approved process for environmental approvals of specific projects. The assessment
process is divided into five phases of activity and, depending on the defined schedule of
the proposed activity, may require some or all of the phases to be completed. These
phases are:.
1. Problem or Opportunity
2. Alternative Solutions
3. Alternative Design Concepts for Preferred Solutions
4. Environmental Study Report (ESR)
5. Implementation/Monitoring
-69-
General Committee Agenda
September 7, 2010
Item ,6 - 7
August 17, 2010 .7. Report No. IES10-043
A project is categorized based on its environmental impact as.a Schedule A or A+, B, or C
project. Schedule A projects are considered pre -approved with minimal requirements and
Schedule C projects require full application of the process.
Construction of underpasses or overpasses for pedestrian, recreational, or agricultural use
are identified as Schedule B projects of under $2.2M and as Schedule C projects of over
$2.2M. As the project scope is above $2.2M, this project would require a Schedule C
environmental assessment which involves all of the above five steps.
Trails Master Plan Status and Conformance to EA Process
The Town is currently undertaking a trails master plan project to set the planning direction
for the longer term. This plan has been scoped to identify trail locations but does not
address grade separated crossings in relation to the environmental assessment process
requirements. This document is in final draft form and is expected to be presented to
Council before fall 2010.
Within the context of the environmental assessment process, a master plan can be used to
fulfil, at a minimum, the first two phases of the above process. To update the document to.
satisfy the requirements of the Class EA process, at a minimum, the following would have
to be completed:
• Define problem as it relates to the crossings (i.e. need to move people from east side to
west side of Leslie Street as part of trails network);..
• Identify all alternative solutions available;
• Inventory natural, social and economic environments;
• Identify impacts of alternative solutions and mitigating measures;
• Identify recommended solution for each location (i.e underpass or at grade crossing);
• Public and agency consultation; and
• Notice of completion and 30 day public and agency review.
A master plan that includes the environmental aspects of these crossings would be the
logical deliverable to the Region in order to proceed to the subsequent phases of the Class
EA process within the context of their Class EA activities for both of the road projects. As
these crossings are likely to be considered a Schedule C undertaking due to the expected
cost, an addendum to the current road ESR's would most likely be required as the current
timing of the regional projects would not provide sufficient time to complete the necessary
investigations for these crossings. The St. John's Sideroad ESR has already been filed and
the Leslie Street ESR is scheduled to be filed in early 2011.
Appendix "F" provides information from the MEA Municipal Class Environmental
Assessment Process, and Appendix "G" provides excerpts for the Draft,Trails Master.Plan
related to underpasses.
-70-
General Committee Agenda
September 7, 2010
Item 6 - 8
August 17, 2010 - 8 - Report No. IES10-043
5. Regional Funding Opportunities
The Region has indicated that they are unable to provide any funding towards the
implementation of these crossings. If the Town was interested in including these crossings
in the two road projects, then the Town would have to fund any required feasibility studies,
design and construction costs. The Region was unable to commit to including any detailed
analysis of the crossings in their current program until the Town confirms that funding is
available and approved for this project.
The Regional Pedestrian and Cycling Master Plan Study also does not identify any
available funding for this project as local trails and regional road underpasses are not
considered in the Plan. The focus of the Plan is for pedestrian crossings at planned
intersections as supported by the identified routes within the Plan.
6. Estimated Construction Costs
The Region provided preliminary construction cost estimates for the three crossings on
Leslie Street. The estimate was based on a shallow underpass (approximately 1 m below
road grade), with dimensions of 3.Om wide by 2.4m high. The, cost was, approximately
$1.OM per crossing for a total estimated cost of $3.2M for the three crossings. The trails
master plan has identified a minimum width of 4.2m or. greaterfor structures exceeding
18m in length, and a minimum height of 3.0m.
Also, there is a proposed watermain along Leslie Street which limits the location of any
crossing which effectively forces either a shallow crossing or a deep crossing. Subsequent
discussion with Regional staff identified significant additional costs if the crossings were to
be either of larger scale or located at a lower elevation near the valley floor. The estimate
for each crossing may be upwards of $1.7M or $5.1M for three crossings.
Using the same cost parameters, it would be expected that the cost for the St. John's
crossing would also be approximately $1.01VI to $1.7M.
The Region also confirmed that the estimates were only for the crossings and did not
include any entrance grading, ramps or property. issues. Other considerations include
lighting, security, accessibility issues, flood control and life safety and seasonal clearing
requirements.
The Region's consultant provided the Town with an engineering estimate of $200,000 per
crossing including electricalAighting requirements and•foundation design. It is expected that
this estimate would also include any preliminary design and environmental assessment
activities. This is an upper limit based on each tunnel being designed independently from
the current regional studies and will be revised once a decision to proceed has been
confirmed.
-71-
General Committee Agenda
September 7, 2010
Item 6 - 9
August 17, 2010 - 9 - Report No. IES10-043
7. Next Steps
Considering the status of these road projects and the Town's Trails Master Plan, the
following steps are outlined for consideration:
• That the Region be requested to include these underpasses in the respective road
projects to the extent possible..
• That the Region be requested to fund these projects as a logic extension of the regional
pedestrian objectives.
• That the Town consider leading the first two phases of the Class EA process to confirm
route selection.
• That a consultant be retained to undertake the first 2 phases of the Class EA process to
recommend the preferred solution for the crossings.
• That the Region be requested to incorporate the work completed by the consultant and
undertake the completion of the remaining phases of the Class EA process on behalf of
the Town and in conjunction with the current work being undertaken for the roads.
• That a capital project be established in the 2011 budget cycle to identify the necessary
funding for construction in the required years of the proposed projects.
ALTERNATIVE(S) TO THE REPORT
1. Town to fund and complete Phases 1 and 2 Class EA activities in advance of
Regional support. . .
2. Not proceed with the implementation of the crossings.
FINANCIAL IMPLICATIONS
The construction budget for each crossing is $1.OM for a shallow crossing and up to $1.7M
for deeper crossings. Increasing the crossing height and width would increase costs
proportionately.
Funding for environmental assessments and design would be required for 2011/2012 with
construction funding being required in the year of construction (2014/2015 and 2015/2015).
The Region has been requested to provide the necessary funding for this project. Should
the Regional funding request not be approved, staff will include the request for funding
through the 2011 budget process.
CONCLUSIONS
The two projects, St. John's Sideroad and Leslie Street, are currently moving through the
environmental and design phases. As underpasses for trail connections are a.priority for
the Town of Aurora, it is now appropriate to request the inclusion of these structures in the
regional road projects.
-72-
General Committee Agenda
September 7, 2010
Item 6 - 10
August 17, 2010 -10 - Report No. IES10-043.
It is therefore recommended to request that York Region include these structures in their
projects and fund the projects in support of Regional pedestrian initiatives.
The Town should consider funding these projects in the 2011 capital plan, if no other
source of funding is secured._
ATTACHMENTS
• Appendix "A" — Letter to York Region dated August 13, 2009
• Appendix "B" — Response letter dated June 29, 2010 from York Region
• Appendix "C" — Drawing of Plan for Proposed Cycling Network
• Appendix "D" = Schedule "I" -Aurora Trail Network Concept
Appendix "E" Draft Trails Master Plan Location Map
• Appendix "F" - Information from the MEA Municipal Class Environmental Assessment
Process
Appendix "G" Excerpts from the Draft Trails Master Plan related to grade separated
crossings
PRE -SUBMISSION REVIEW
Executive Leadership Team Meeting of August 9, 201 b
Prepared by. llmar Simanovskis, Director of Infrastructure and Enviromental
Services - Ea 4371
'?llmar Simanovskis
Director, Infrastructure &
Environmental Services
Neil Garbe
Chief Administrative Officer
M
-73-
General Committee Agenda
September 7, 2010
AUR,011A
,y4Gf'YG [K. 6AOR%CONl�1Ni�/
August 13, zoos
APPENDIX "A"
Mr. Paul Jankowski
General Manager, Transportation Services
Regional Municipality of York
90 Bales Dr E
East Gwillimbury, ON LOG IB0
Item 6 - 11
Public Works Department
I.A. Simanovskis
905-727-3123 ext 4371
Isimanovskis@e-aura ra.ca
Town of Aurora
1 Municipal Drive,
Box 1000. Aurora, ON L4G 6,11
Dear Mr. Jankowski-.
RE: Request for a pedestrianf underpass for St, Johns Sideroad and Leslie Street
On July 20, 2009 Regional staff met with our staff and the Chair. of the Trails Sub -Committee,
Mr. Klaus Wehrenberg, regarding a request to incorporate several pedestrian underpasses
along St. John's Sideroad and Leslie Street. The conclusion of the meeting was that Town staff
would be required to submit a formal request before the underpasses would be considered. This
request would be through Council once the Town's Trails Master Plan is endorsed.
In the interim; it is requested that the Region provide comment on the following:
• Appreciating that an early request is desired, what is the. timing envelop for requesting
that the underpasses be considered for both projects, and would an addendum to the
ESR be required if the request is submitted after the studies are completed?
What funding opportunities exist through the Region to support pedestrian trail
improvements?
• Could an estimate for underpass construction be provided in advance of town design
criteria?
Sincerely,
Ilmar Simanovskis, P.Eng,
Director, Public Works
cc. Stephen Collins, Region of York
Al Downey, Town of Aurora
Jim Tree, Town of Aurora
Klaus Wehrenberg
S:\Public Works\Records\T05 Road Design and PlanningU05-ADM-153 Pedestrian Underpass St. Johne;2009 0813 leltot to region
requesting lnformation.doca.3'.q
.S%cf�'�!ln�ntty
-74.
General Committee Agenda.
September 7, 2010
Item 6 - 12
APPENDIX 6913),
Juno 29, 2014
Mr. Tlhtnar SiI114uovskis; pXng,
Director, Cnfr h uct alitl 8tWironmental Services
Town ofAurbra
I Municip4l briim.
Aurora, OoWi6
I AG 6,41
. Wpatort.
(twds. Branch,
Ro Town U erp M.
_fto hd* L ..0 0 W rMatc.400
pre i hua!Agg:
for your ,re.
,04of i1jm, (J): uaderpusxwon Leslie Stmd to be eQnslAerrA44d. pr, Ow.-p-A. (Or
Leslie -Site' street to Mbto* Drive.
in
AAmb-my Covainittee),
14*'4t«ettk
-75-
General Committee Agenda
September 7, 2010
'fio3vn o£A�rgra
1te4ue9,f;fori'�ZJ»Ua�?�ses
XRatlo §t:F:.e1.-:{;lelli46'fon sheet'(YA 15.) to IvMulock DdVa (Y„R; -jQ
a Crassirrg No. 3 - aPPraxlsnatdly 380m zkarth: ofSt JA}irt's Sid�road
240grnmx2160mm .eokrerete box ttx bessi}laewl'with a 3aflQ=w2l t=
open bottom euiveit
AV Waternlain isproposod byfhe Re�ptt on tlta-west side:of l aslie:Street cttrssuag
over tit'e:tbrue existing culverts. The watmn4iu ltvt111si�cozuYtrtY6:ted fmm Septeuaber 010
to Se�temlier20T1.
t he unde asses are.laCated.irt the.Arrtora 2C.latrd thatris, cutrantly at the preliminary
st�gq'a:FSac�udary l'lacutii>rig,
Th Tpwn has sbown the h ails; of/near the on:
i i trrttal ,supplied to the Region and these tt-461saie.riprsltn}wn on the It igrr's .
*iau: and Cycling Master Plan and the 1evrn a }ttccu ?isuaster Trails plan..
`lY lyeslieStreetEAfromWeiiinptOrkStreet•toh�,ftivos:iwt nalstags.iu
l �rgri tti Ids to file the finvirnntuontai 9ttrcly 11 epctel i y.the end of tite suttzzrt.en
S01b ,.
The
irzclpased futrtrciad eon&giarabotr rs a': 5 lane utlrarf cross siort tvitli Sxef
th�zi�ttt.l�, tvtvwg l$nes, l �t�rl�e patias (t�nth�siil�and S prti:boulevards TTis
�,qxt d�;�vslie Stieatis shawsi an the Reglrtt's �k11D��0��'eat-Reads Constrrtction
ltia�;ta'tLt'kci be'te�aonstriictcd iu �l:i 5:
�i�+'�iiy »f �fl'irdermasses:
Ittuiiaate l tTraY. i legion Wmidered•thwe aptiofisw%r lire urYil 'msfies as NlaWs.
E�l?ttkf 1a'�ie underpasses are p1ac1 avd b�'
et. ` }zls;mom that the:eRastia3g culverfs;a
?:} gwatralty wider and bigbnt' ettive0
a i rltA wrll li}tva to be'.ctftasulted sue
cx',�stve:gcatlingandiartapixl$ryoc.
r�ieclhtl user§.
Item - 13
-76-
Gendral Committee Agenda
Item 6 w 14.
September 7, 2010
T-ONYn Of Aurora
Roquest 'tbr Mi'dempows
AbbVe-tho.orpliosed 7 Qkrun .5 wOcMqi4
Hiteb9ivo.$tadljrgftAra*ng work will berequired
Option 3: 1%e and asses are placed at lineations thatare retnoto fiom the existing
culverts, either above or below the propo4ed 7%mm watormaim
Tito Town kto.dote nine the.details.for the three options.
I'S
allow theunderpasse,91abo=p1aved-over the proposed 750nuiN watemairi and clear existing
utilities which way currently exist at upiftlUd dOW Obury.
This ,:optiowmall roqui w-rclocationofall oxisting-atifities that -will be infoactod. as Wollas
eensidCration ft*tbio utilities
I indicated`. that tbo kasibillty ofthis option is considered low- as the rood proril a leas
already been.set at, part of the Lcslip.$trqqEA. and raising the road. proiglew.ill requira
additional lands With Ownsi" fill,
4101 I+'stllailate
I indioated that si%Uoitudo costaftntatas for the.underpAsses
deteminiA From .:future mad widening
(houlomdslope tb bonliVand slo.ei;;LOM boN*U�jow thatoad and f6k.3000 x2400MM
oancroto box undapassogaa follows,
Leugdt. - OW ' 04
C. rossing 2 —� 4-4Niw
T'lodlWed tl
not required
U.
-77.
General Committee Agenda
September 7 2010;
Tovm of AOW,;
"nest for%4DW."
110404. A,A -,"WO4*04 Sitoot (MR j $j W 141,41,*Dtivo. (Y.R. 74)
I indicated t , s your the request. in thg.M , is e- , I bat'iff is to add dm th gU %f
�; ... ., . _ byucting. . t. e
be looked'iLtriare closely atthe.detuiled design stage. and. �h-ea thj&,Ta*A d I e . cjdcs Ouhcjwth6y
wish - to proceed.
U,99k.fti-Olk—Us
e&3bo4ld be considered by the Town fwe-.
Oderpasses .
with AODA roquivcmwtsfovaeoessibifity-, reewational
ngs are to be Uf=jued,by,-Town)
As youaeguesti, TveAI-proVide%f4ov, ute��- dram ,Wvoft
works as -fir.die EA at the dkee pressing, iindet geput4woor. In; the,
H 1%044 x5946 if you would ji)cie
Comm; $""Ow nn.Owo iof; York Pegibn t6y.raftvl)
—.Vd
(QIQW r
Item 6.- 15
-78-
General Committee Agenda Item 6 - 16
September 7, 2010 APPENDIX "C"
- 79 .
General Committee Agenda
Item 6 - 17
September
2
-80-
General Committee Agenda
September 7, 2010
i
4
4
3
'
{
-81-
General Committee Agenda Item 6 - 19
September 7, 2010 4
Appendix 1- Project Schedules APPENDIX "F" Muni, lval Class EA
Description of the Project
Cost Limit for Project Approved Under
(Note. The Schedules shall he revie/ved inclusively
Schedule
to ensure that the correet schedule is selected.)
Pre -Approved.
L B
C
A
I A+
24. `Reconstruction of a water crossing where the reconstructed
-
NL
facility will be for the same purpose, use, capacity and at the
same location. (Capacity'refers to either hydraulic or road
capacity.) This includesferry docks.
25. Reconstruction of a water crossing where the reconstructed
-
-
<2.2 m
>2.2 m
facility will not be for the same purpose, use, capacity or at the
same location. (Capacity refers to either hydraulic or road
ea aci This includes
<8.7 m
>2.2 m
27. Construction of new grade separations
2& Construction of underpasses or overpasses for pedestrian,
<2.2 m
>2.2 m
recreational or agricultural use
29— Construction of new'
roadways
30. Reconstruction or alteration of a structure or the grading
-
<2.2 m
> 2.2.m
adjacent to it when the structure is over 40 years old, where the
proposed work will alter the basic structural system, overall
cons uration or avvearance of the stmctme
WItIffm
31. Construction of noise barriers, i.e. structures. such as walls and
-
NL
-
-
berms or a combination of the two
52. New fence installations not associated with another project
NL
-
-
-
33. Utility removal, modification or relocation for safety or aesthetic
NL
-
purposes
oses
34.• Restoration of a facility immediately after a natural disaster,
NL
-
provided the facility is for the same purpose, use, capacity find at
the same location
"
35. Projects planned and approved under Ontario Regulation 586/06
NL
-
-
-
(see Section A.2.10.4 of Municipal Class EA)
36. Expansions, improvements and modifications to existing patrol
NL
yards and maintenance facilities where rho land acquisition is
required
37. Expansions, improvements and modifications to existing patrol
-
-
<2.2 on
>2.2 in
yards and maintenance facilities where land acquisition is
"
required
38. Establish new patrol yards or maintenance facilities
-
-
<2.2 m
>2.2 m
39. Retirement of existing roads and road related facilities
-
" NL
-
-
40. Retirement of existing laneways
NL.
-
-
41. All other road related works
-
-
<2.2 m
>2.2 m
42. Any project which would otherwise be subject to this Class EA..
NL.
-
-
and has fulfilled the requirements outlined in Section A,2.9 of
this Class EA and for which the relevant Planning Act
documents have been approved or have come into effect under
the Planning Act, R.S.O 1990, Chapter P.13, as amended.
In
6
4
4
d
het
V
A
Page 1-6 October 2000, as amended 2007 P
-82-
General Committee Agenda Item 6 - 20
September 7, 2010
Par! A- ClassyA Planning Process Municipal Class EA
i
Ili N '
„ W o �
N
w a
i a
I• o � �
� N• y U u.
,A
q4 '
a U •`
-42
w
bck
y u�
hF-1 N o rorof O N co
C1'Q al S ul ➢.�i1 V W III q
cr
'LOU 0 W pj
m vYC' 06
jo
o'
p
.PageA-22 October2000 asamended. 2001
-83-
-84-
General Committee Agenda Item 6 - 22
September 7,, 2010 APPENDIX "G"
Excerpt From the Draft Trails Master Plan Related to Grade Separated Crossings
5.9.2 Underpasses and Tunnels
Often an underpass or tunnel is the only way to cross significant barriers such as elevated
railways and multilane highways. Designing trails through underpasses and tunnels can be
challenging because of the confined space. Underpasses should be wide enough to
accommodate all trail users whether they are traveling by foot, bicycle, in -line skates, wheelchair
or other forms of transportation. Where feasible, it is suggested that trail widths through
underpasses be equal to or greater than that of the approaching trail. The following, are design
.considerations for underpasses or tunnels:
• The minimum recommended underpass or tunnel width for a multi -use trail is 3.6 m.
Where the structure,exceeds 18 m in length, in high traffic and/or urban areas the width
should be increased to 4.2 m or greater;
For shorter length underpasses,.a vertical clearance of 2.5 m is usually sufficient
recommended;
For longerstructures. a vertical clearance of 3.0 m should be considered. If service and/or
emergency vehicles are to be accommodated within the.underpass, an increase, in
vertical clearance may also need to be provided;
o Underpasses and tunnels -can be a security concern and also present maintenance
challenges. To address these issues, tunnels should be well lit with special consideration
made to security, maintenance and drainage. Approaches and exits should be clear and
open to provide -unrestricted views into and beyond the end of the structure, wherever
possible;.
Abutments should :be appropriately painted with hazard markings;
:.. •Offensive,grpffiti and ;debris should also be removed promptly and regularly; and,
• Ideally, the transition between the trail and underpass crossing should be level and
provide for accessibility. In the case where an underpass crosses beneath ground -level
trave)-ways,,rarops should ideally be provided to provide a transition down to the lower
grade u9der.3he passage,•with grade or alignment changesbeing takenup by the access
rari ps,wherever:pgsaible.
6.2.2 Grade Separated Crossings
It (&intended that the proposed grade separated crossings be constructed at the same time the
connecting ,trail segment(s). are constructed. However, should an opportunity arise in advance of
the timing identified in the master plan, the Town should work with. appropriate agencles..to
implement the crgssing..For example, the Town should work with York Region when a Regional
road is being upgraded arid, a grade separation has been identified in the master plan as the
preferred method of achieving the crossing. In these cases, the schedule will be dependent on
the Region's schedule for Environmental Assessment and construction. In some locations it
may be possible and preferable to develop an interim solution such as a pedestrian activated
signal or median refuge island.-
-85-
General Committee Agenda
September 7, 2010
Item 7 - 1
��. TOWN OF AURORA
AuIgRA GENERAL. COMMITTEE REPORT No. IES10-044
SUBJECT: Purchasing Approval for Concrete Sidewalk Repairs
FROM: IlmarSimanovskis, Director of infrastructure & Environmental Services
DATE: September 7, 2010
RECOMMENDATIONS
THAT Council authorize the Purchase Order increase of the 2010 expenditure for
concrete sidewalk removal and replacement from $58,235 to $121,800, plus taxes, for
Contract No. PW2008-26 with Vaughan Paving Ltd.
PURPOSE OF THE REPORT
The purpose of this report is to seek Council's approval regarding the increase in the
Purchase Order for concrete sidewalk' removal and replacement services.
BACKGROUND
Tender PW2008-26 was awarded to Vaughan Paving Ltd. to provide concrete sidewalk
removal and replacement services for a three-year period. Vaughan Paving Ltd. was
issued a Purchase Order on June 29, 2010 in the amount of $58,235, excluding taxes, for
the concrete sidewalk repair portion of Operation Project No. 03460.
There is $53,500 of unexpended funding in the Operation Project No. 03460 account that
can now be used to perform additional concrete sidewalk repairs.
Council approval is required to increase the Purchase Order from $58,235 to $121,800.
COMMENTS
There are bays of damaged sidewalk that require repair and by extending the value of this
project, the amount of damaged sidewalk will be significantly reduced.
Vaughan Paving Ltd. is in the third year of a three-year contract to provide concrete
sidewalk removal and replacement. The unit prices in Tender PW2008-26 remain the same
far 2010. Staff recommends amending the Purchase Order to a revised limit of $121,800
from the current $68,235.
-86-
General Committee Agenda
September 7, 2010
Item 7 - 2
September 7 2010 .2- Report No. I S10-044
ALTERNATIVE(S) TO THE REPORT
1 Council may defer the project,
2. Council may deny the proposed Purchase Order increase.
FINANCIAL IMPLICATIONS
Funding in the amount of $53 a00 in the 2010 Operating, Project No. 03460 is available for
concrete sidewalk removal and replacement.
CONCLUSIONS
Vaughan. Paving Ltd. is currently contracted to the Town 'to provide pavementcracksealing
services and the firm has been providing a satisfactory level of service to the Town..
Staff recommend that a Purchase Order in the amount of $121,800 plus taxes be provided
to Vaughan Paving L.td, for the 2010 pavement crack sealing work to be performed under
Tender No PW2008-26.
ATTACHMENTS
N/A
PRE=SUBMISSION REVIEW
Executive Leadership Team Meeting of August 26, 2010
Prepared by: Steve Wilson, Technical Assistant Ext. 4377
f 4' / oo .
r Simanovskls Neil Garbe
Director of infrastructure & Chief Administrative Officer
Environmental Services
-87-
General Committee Agenda
September 7, 2010
Item 8 - 1
Awl
TOWN OF AURORA
AuRgoitA GENERAL COMMITTEE REPORT No. IES10-046
SUBJECT: Award of Tender No. IES2010-63 — Concrete Curb and Catchbasin
Repairs
FROM: I IlmarSimanovskis, Director of Infrastructure & Environmental Services
DATE: September 7, 2010
RECOMMENDATIONS
THAT $100,000 of approved capital funding be transferred from Project No. 31084 to
a new capital project for curb and catchbasin repairs; and
THAT Tender.No. IES2010-63 — Concrete Curb and -Catchbasin Repairs in various
locations in the Town of Aurora be awarded to Curbscapes Concrete Ltd. in the
amount of $178,100, plus taxes, based on tendered unit prices; and
THAT Council authorize the Mayor and Clerk to execute the necessary Agreements
for the project
.PURPOSE OF THE REPORT
To receive Council's authorization to award Tender No. IES2010-63—Concrete Curb and
Catchbasin Repairs in various locations in the Town of Aurora.
BACKGROUND
Tender No. IES2010-63 is for various curb and catchbasin.repairs. Funding for this project
is available through both an operating fund and a capital fund. In reviewing the extent of
work that is required, and the. unit prices received through the tendering process, it is
proposed that the budget for this project be, extended to maximize the curb repair program.
COMMENTS
1:0 Project Description
The project includes the.removal and replacement of.broken, heaved and settled concrete
curbs and the repair of road settlements at catchbasins. Repairing as much of this damage
is advantageous to improving the streetscape and reducing risk of public claims due to
injury or vehicle damage.
-88-
General Committee Agenda
September 7, 2010
Item 8 - 2
September 7; 2010 -2.- Report No. IES10-045
2.0 Tender Opening
A total of three (3) companies purchased the tender documents and on August 24, 2010,
the Tender Opening Committee received two (2) tenders. The two (2) compliant tenders
opened for this project with prices included are shown in Table "A".
Table A
Company Name
Total Bid Price (excluding Takes)
1
Curbscapes Concrete Ltd.
$40,340.00*
2
Trisan Construction
$139,175.42
Corrected total — Mathematical Error(s)
3.0 Tender Review
Verification of the tenders was undertaken by Town staff including the correction of
mathematical errors as necessary. The unit prices tendered have been used to determine
the correct Total Bid Price.
4.0 Scope Increase.Based on Unit Pricing
Curbscapes Concrete Ltd. is the low bid based on the unit price quantities identified in the
tender documents. Staff set the unit quantities to best reflect the expected pricing and
available budget. In addition to the available budget remaining in the operating account, it
Would also be advantageous to apply surplus approved capital funding identified for road
crack sealing (Project No. 31084) towards this related repair. It is therefore recommended
that an additional $100,000 be transferred from the above project to increase the overall
budget to $178,100 plus taxes. The contractor has agreed that they have the necessary
forces to deliver on the increased scope at the quoted unit prices.
ALTERNATIVES) TO THE REPORT
Council may recommend not awarding this project,
• .Council may recommend awarding this project without the requested funding
increase.
FINANCIAL IMPLICATIONS
Funding in the amount of $78,100 (Operation Project No. 03510) has been provided for
this contract through the annual operating budget.
In the 2010 budget, Council approved funding for pavement crack sealing in the amount of
$300,000 of which $200,000 remains uncommitted (Capital .Project No. 31084). The .
$100,00d being requested will allow the Town to repair additional areas of damaged curbs
and road settlements at catchbasins.
-89-
General Committee Agenda Item 8 - 3
September 7, 2010
September 7, 2010 - 3 - Report No. IES10-045
CbNCLUSIONS
It is recommended that Tender No. IES2010-63 be awarded to Curbscapes Concrete. Ltd.
in the amount of $178,100 plus taxes based on quoted unit prices and agreed increased
scope.
ATTACHMENTS
N/A
PRE -SUBMISSION REVIEW
Executive Leadership Team Meeting of August 26, 2010
Prepared by: Steve Wilson, Technical Assistant - Ext. 4377
Ifnar Simanov kis NO Gabe
Director, Infrastructure & Chief Administrative Officer
Environmental Services
-90-
General Committee Agenda Item 9 - 1
September 7, 2010
AURORA. TOWN OF AURORA
GENERAL COMMITTEE REPORT No. IES10-046
SUBJECT: Multi -Way Stop Control Request at McClellan Way and Briardale
Place/Loraview Lane Intersection. .
FROM: llmarS/manovskis,'Director ofInfrastructure & Environmental Services
DATE: September7, 2010
RECOMMENDATIONS
THAT multi -way stop sign control be installed at the McClellan Way and Briardale-
Place/Loraview Lane intersection; and
THAT a letter be sent to all affected residents with the Council's recommendations,
PURPOSE OF THE REPORT
The purpose of this report is to investigate the residents' safety concerns and the request
of multi -way stop sign control at the McClellan Way and Briardale Place' and. Loraview
Lane intersection.
BACKGROUND
On June . 9, 2010, the ,Traffic Safety Advisory. Committee (TSAC) considered.
correspondence from area residents with concerns of .speeding on McClellan Way
(Appendix"A") and a request for multi way -stop signs at the McClellan Way and Briardale
Place/Loraview Lane intersection and recommended the following:
"THAT the resident's correspondence be received; and
THAT the information be referred to staff to investigate the resident's
concerns; and
THAT staff report back to the Traffic Safety Advisory Committee."
Council adopted the TSAC. recommendations at their June 22, 2010 meeting.
This report has been added to the General Committee meeting agenda for their -
consideration as there are no further scheduled meetings�this year for the Traffic Safety
Advisory Committee due to the upcoming Municipal elections. .
-91,:
General Committee Agenda
September 7, 2010
Item 9 - 2
September 7, 2010 - 2 - Report No. IES10-046
COMMENTS
1:0 Existing Conditions
McClellan Way is a two-lane collector roadway with an urban cross-section (curb and
sidewalk), sidewalks on both sides, a pavement width of 9.5 meters and a posted 40km/h
speed limit. McClellan Way also has a Community Safety Zone from Bathurst Street to
Henderson Drive. There are no parking restrictions on McClellan Way north of the
intersection and parkingis prohibited between 8:30am-4:30pm Monday to Friday on the
north side west of the intersection.
Briardale Place is a two-lane dead end local roadway with an urban cross-section,
sidewalk on the south side, a pavement width of 8.5 metres and a posted 40km/h speed
limit. There are no parkingrestrictions on Briardale. Place
Loraview Lane is a two-lane roadway with an urban cross-section, sidewalk on the north,
east and south sides. The street has a pavement width of 8.5 meters and a posted
40km/h speed limit. There are no parking restrictions on Loraview Lane.
There have been four (4) reported collisions, at the McClellan Way and Briardale
Place/Loraview Lane intersection in the past three years. Figure No. 1 shows the area in
question.
2.0 Speeding Concerns
To determine the traffic volumes and vehicular speeds on McClellan Way, an Automated.
Traffic Recorder (ATR) was installed from June 23 to June 29i 2010. The results are
summarized in Table No. 1 below.
Table No.1 - Vehicular Speed and Traffic Counts on McClellan WAY
The results of the vehicular speed and traffic counts show the average speed is between
46 and 48 km/h and the 85t" percentile speed is between 53 and 54 km/h. ,
The average daily traffic count is 2312 and 2,186 for the eastbound and westbound respectively.
The overall average daily traffic of 4,298 vehicles is within the range expected for a collector road,
which typically ranges between 8,000—12,000 vehicles per day: Traffic counts and speed study
summary sheets are attached as Appendix `B".
-92-
General Committee Agenda
September 7,.2010
Item 9 - 3
September 7, 2010 - 3 - Report No. IES10-046
3.0 All -Way Stop Sign Review for the McClellan Way and Briardale Place/Loraview
Lane Intersection
Staff conducted an eight (8) hour multi -way stop sign review of the McClellan Way and
Briardale Place/Loraview Lane intersection on Wednesday, July 14, 2010. The results are
shown in Table No. Z.
Table No. 2 - Stop Sign Analysis
ISIV IIIIIIIII&A
Iit�Sl�• � Ilii®II��
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239
The established warrants state that one or more of the following conditions must exist at
an intersection on a collector/local street before the installation of multi -way stop signs is
warranted:
• Total traffic volume entering the intersection from all approaches must average at
least 500 vehicles per hour for any 8 hours of an average day, and the combined
vehicular and pedestrian volume from the minor street or highway must average at
least 200 units per hour for the same 8 hours;
• An accident problem existing at the intersection is indicated by having had three (3)
or more accidents at the intersection in a year; and
• A restricted view exists at the intersection.
As can be seen, the average volume entering the intersection from all approaches is
239veh/h for an 8-hour period_ The combined average vehicular and pedestrian traffic
from Briardale Place/Loraview Lane is 30 units for the same 8-hour period. Based on the
low traffic volumes observed during the AM, off-peak and PM peak hours, the required
volume warrant would likely not be met.
Although the study was conducted in the summer when traffic levels are generally lower
than during the rest of the year; the increase expected during the other months of the year
will not be enough to satisfy the volume warrants.
-93-
General Committee Agenda
September 7, 2010
.Item 9 - 4
September 7, 2010 . .4- 1 Report No. IES10-046
The second warrant has also not been niet, as there have only been 4 reported collisions
at this intersection in the past 3 years. It is noted that this analysis includes the most
recent collision which occurred on October 18, 2009.
On July 14, 2010, staff conducted a site visit to verify the sightline distances on McClellan
Way and on both sides of Briardale Place and Loraview Lane. The speed limit on
McClellan Way.is 40km/h. For this speed, the desirable sight distance is approximately
120 metres. .
There are adequate sightline distances on both sides of McClellan Way for motorists
approaching at the Loraview Lane leg, however this is not the case for motorists
approaching at the Briardale Place leg and the measured sightline distances were
approximately 55-60 metres to the east and approximately 60-65.metres to the west.
These distances are significantly lower than the desirable sight distances. Figure No.2 and
3 show the sightlines on McClellan Way from Loraview Lane and Briardale Place
respectively.
Sightlines are being hindered for motorists exiting Briardale Place onto McClellan Way.by
eastbound or westbound horizontal and vertical curves. The sightline distances on
McClellan Way ate further reduced during the winter months by snow banks. .
CONCLUSION
The traffic operations on McClellan Way in the vicinity of Briardale Place and Loraview
Lane intersection have been reviewed. Vehicular speed and traffic volume counts were
conducted on McClellan Way and both -average speed and volumes are within the
acceptable range for collector roads. The 85t" percentile speed should be 15 km1h above
the posted speed to initiate traffic calming measures.
The average total vehicular traffic entering the 'intersection from all approaches is
239veh/h for an. 8-hour period.. The average side street traffic volume entering the
intersection is 30veh/h for_the same 8-hour period. Based on this analysis, the required
volume warrant has not been satisfied.
Although the traffic volume counts were conducted in the summer when traffic levels are
generally lower than during the rest of the year, the increase. expected during the other
months of the year will not be enough to satisfy the volume warrants.
The second warrant has not been satisfied as the intersection of McClellan Way and
Briardale Place/Loraview Lane has four (4) reported collisions in the past three years. The
third warrant has been satisfied as sightline issues exist for motorists exiting Briardale
Place to see vehicles travelling eastbound and westbound on McClellan Way.
Based on the sightline concerns, staff recommend that the multi -way stop signs should be
installed at the McClellan Way and Briardale Place/Loraview Lane intersection. The
installation of multi -way stop sign control will address the sightline issue and increase
safety for both motorists and pedestrians.
-94-
General Committee Agenda
September 7, 2010
Item 9 - 5
September 7, 2010 - 5 - Report No. 1ES10-046
ALTERNATIVE(S) TO THE REPORT
Council may wish to not implement multi -way stop control at McClellan, Way and the
Briardale Place/Loraview Lane intersection.
FINANCIAL IMPLICATIONS
The cost to install the necessary. signage is estimated to be $250 and funding is available
in the operating budget.
ATTACHMENTS
• Appendix "A" Correspondence from area residents
• Appendix "B" — Traffic counts and speed studies summary sheets
• Figure No. 1 — Key Map of Area in Question
Figure no. 2 — Photos of McClellan Way from Loraview Lane
• Figure No. 3 — Photos. of McClellan Way from Briardale Place
Prepared by; Jamal Massadeh, Traffic/Transportation Analyst, ext. 4374
11mar Stitnadovskis
Director, Infrastructure &
Environmental Services
Neil Garbe
Chief Administrative Officer
MORE
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General. Committee Agenda - Item 9 - 7
September 7, 2010
Massadeh,Jamal
From:
Eastwood, Garde on behalf of Info
Sent:
Wednesday, May 19, 201012:22 PM
To:
_..
Massadeh, Jamal
Subject:
FW: Aurora - Contact Form
Hi Jamaly can you please look into the attached inquiry (see e-mail below)
Thanks! Have a Great 'Day!
Carrie Eastwood - Main Reception/General Inquiries -
Customer and Legislative Services
2nd Floor, Aurora Town Hall
1 Municipal Drive, Box 1000
Aurora Ontario, 1,9G 671
Phone: 905-727-1375
Fax: 905-726-4732
E-mail: ceastwood@e-aurora.ca -
Please visit our website www.e-auxoro.ca
From:
Sent: May 190, 2010 12: 13 PM
'
To: Info
Subject! Aurora - Contact Form
Name Bonnie
M slow
emailAddress•
Address - 35 Br ar a e ace.
Furtherxnformation = Yes
D'escriptfon'= Good 'morning! - -
I work for the Town of Newmarket & I live in Aurora, on Briardale Place. I offered to.send
an, email to the Town on behalf of the neighbours: Both of our issues are realted to Public "
works. 1. the walkway at the top of our street leading to McLellan Way is falling apart &
the Tittle .kids who ride down their on their bikes & skateboards ' could got hurt. 2) We
.'need a stop sign. We've asked this be looked at over the years but it's -getting 'worse.
Briardalo.Place-has a significant blind spot when ,you pull'.out. The txaffic on McLellan'
goes too fast & there have been several close calls. Also, kids cross the road as there
-are buses who do pick ups across the street. You can't appreciate our challenging this
intersection is until you pull out of Briardale onto McLellan way, turning left. We'd be
happy to meet staff at the stop sign (please choose a busier time of day) to show how much
of a challenge it is. Thank you very much!!! Bonnie City = Aurora FollowUp = Yes
Service Roads � Works Reads./ Traffic Phone = 905 895 5193 ext 2251
. 97 .'
1
General Committee Agenda
September 7, 2010
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