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Agenda - Special General Committee - 20080324i SPECIAL GENERAL COMMITTEE AGENDA NO.0845 MONDAY, MARCH 24, 2008 7:00 I'M COUNCIL CHAMBERS AURORA TOWN HALL PUBLIC RELEASE 20/03/08 AURORA TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING AGENDA NO. 08-15 Monday March 24, 2008 Council Chambers 7:00 p.m. Mayor Morris in the Chair I DECLARATIONS OF PECUNIARY INTEREST H APPROVAL OF AGENDA RECOMMENDED: THAT the content of the agenda as circulated by the Corporate Services Department be approved as presented. III DELEGATIONS None IV CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION V ADJOURNMENT Special General Committee Meeting No. 08-15 Page 2 of 2 Monday, March 24, 2008 AGENDA ITEM 1. LS08-016 - Aurora Heritage Centre pg. 1 RECOMMENDED: THAT Council provide direction to staff on what additional components of the Aurora Heritage Centre Project they would like undertaken at this time; and THAT any additional funds required to complete the additional projects be taken from the Council Discretionary Reserve Fund; and THAT staff take appropriate action to advertise the use of the Council Discretionary Reserve Fund as per the policy established by Council. 2. LS08-017 User Fee Increase pg. 79 RECOMMENDED: THAT Council provide direction to staff with regards to proposed user fee increases. ♦ 40 t •.. M ♦. EXTRACT FROM SPECIAL GENERAL COMMITTEE MEETING NO. 08-15 HELD ON MONDAY, MARCH 24, 2008 & ADOPTED AT COUNCIL ON MONDAY, MARCH 24, 2008 1. LS08-016 - Aurora Heritage Centre General Committee recommends THAT it be recommended to Council that the Mayor and Clerk be authorized be authorized to execute the Contribution Agreement with the Minister of Canadian Heritage for funding under the Cultural Spaces Canada - Grant Program for the Aurora Heritage Centre; and THAT staff incorporate the following amendments as the grant eligible projects to be financed by the grant: New Heating, Ventilation and Air Conditioning System Additional Framing and Millwork Improved Lighting fixtures Multi Purpose Room Picture Hanging Rails Picture Hanging Rails Basement New Moulding in Multi Purpose Room Fixture Fixture Store Front Framing Interior Storm Windows Roller Shades Tender Documents Advertising Tender Display Millwork; and, THAT, in terms of•the heating, ventilation/air conditioning system, staff return to the contractor to determine specifics regarding Base Case 2 and other options that may be provided; and THAT the matter be referred to the budget deliberations for further consideration. CARRIED Expenditures Original Project Contract (Rutherford) Per LS07-047 Contingency Sub Total Other Project Costs Architects Cuppola (belfry) Administration Taxes Sub Total Other Consultants(Strat Plan) Total Approved by Counci Items Included in Grant New HVAC Additional Framing and Millwork Improved Lighting Fixtures Multi Purpose Room Picture Hanging Rails Picture Hanging Rails Basement New Moulding in Multi Purpose Room Fixture Fixture Store Front Framing Intenor Sic" Wndows Roller Shades Grant Items Other Items (Costs Incurred After August 17) Tender Documents Advertising Tender Mold Assessment Project Management Consultant (done in house) HVAC Review LS07-028 Sound System and Stage Fumilure Display case millwork Teleconference Equipment Premium after hours Mechanical Premium after hours Electnwl Audit Casts Administration Expense Other Items Additional Items Additional Abatement of Asbestos Repairs to Stone Foundation Wall Brick repairs and replacement Repairs to damaged Soffit and Facia Repair cracks to all windows, and sills, and broken glass Foundation Repairs to main building Alaml System New Roof Additional Items Projected Expenditures ATTACHMENT #1 $ 2,184,408 S 218,440 $ 2.402.848 $ 35,000 $ 50,000 $ 85,000 $ 0 $ 2,487,848 $ S $ S 5 5 S S $ 2,029,956 1 $ 202,996 1 $ 2,232,952 $ 41,096 1 $ 42,435 1 $ 154,452 1 $ 237,963 $ 39,000 2 $ 39,000 $ 2,509,934 $ 247,672 $ 9,000 $ 5,000 $ 5,000 S 16.000 S 9,000 S 10,400 S 10,300 S 12,000 S 180,000 S 5,200 $ 509,572 $ 3,761 $ 682 $ 9,712 $ 10,000 If 100,000 $ 75,000 $ 135,000 $ 5,000 $ 339,155 $ 18,210 $ 62,000 S 23,000 $ 5,000 $ 8,860 $ 141,200 S - $ 258,270 $ 1,106,997 $ 3,616.931 $ 1,664,564 $ 365,392 $ 166,456 $ 36.539 S 1,831,020 $ 41,096 S - $ - - $ 42,435 $ 126,651 $ 27,801 $ 167,746 $ 39,000 $ 1,998,767 S 511,168 $ 247.672 $ - $ 7,380 $ 1,620 $ 5.000 $ - $ 5.000 $ - $ 15,000 $ - $ 7,380 $ 1,620 $ 8,528 $ 1,872 $ 8.446 $ 1,854 - $ 9,840 If 2,160 $ 147,600 $ 32,400 $ 4,264 If 936 $ 467.110 $ 42,462 $ 3,761 $ $ 682 $ $ - $ 9,712 If $ 10,000 $ - $ 100,000 $ - - $ 75.000 $ 110,700 $ 24.300 $ $ $ $ 5,000 IS 115,143 If 224,012 $ - $ 18,210 $ - $ 62,000 $ - If 23,000 $ - $ 5,000 $ - IS 81860 $ - $ 141.200 $ If $ - $ 582.253 $ 2,58,270 Balance Back $ 2S81,020 $ 2,581,020 $ 1,035,911 $ 3,616,931 Revenue Town of Aurora $ 2,530,000 $ 2,510,500 Town of Aurom (Strat/Bus Plan) 2 Church St. School Discretionary Reserve Fund $ 82,890 Cultural Spaces Grant $ $ 750,000 Capacity Building for Arts and Heritage Organizations Grant $ - $ - Estate of Margaret Brevik S - $ 155,000 Belinda Stronach Donation $ - $ 5,000 Aurom Historical Society $ - $ 15,000 Projected Revenue $ 2,530,000 S 3,! Projected Surplus/(Deficit) $ 42,152 $ $ 2.986,641 'Expenses $ 3,518.390 'Revenue $ 531,749 Surplus\(Deficit) Architects $ 41,095 S Renovation $ 1,689,164 S S Foundation & Brick Repairs, Abatement cf Asbestos $ BE S 553,210 1 $ Fuimiture, Sound System, Teleconference Equipment $ Contingency S tfi6,45fi $ Taxes $ 126,657 $ Admin $ 4,443 S Project Audi S Environmental Assessement HVAC Review S CAHSP Project $ 370,792 portion 42,435 Belfry 258,270 61,362 175.000 36,539 27,801 5,000 19,712 39,000 ATTACHMENT #1 22 Church St. Grant Application FEB 27, 2008 OPTIONS Eligible Costs Expenditures Original Project Contract (Rutherford) Per LS07-047 $ 1,835,750 $ 2,029,956 1 $ 1.664,564 Contingency $ 450,000 $ 202,996 1 $ 166,456 Sub Total Contract $ 2.285,750 $ 2,232,952 $ 1,631,020 Other Project Costs Architects $ 35,040 $ 41,096 1 $ 41,096 Cuppoia (belfry) $ 42,435 1 $ - Administration $ 174,260 Taxes $ 210,000 $ 154,452 1 $ 126,651 Sub Total Other $ 419,290 $ 237,983 $ 167.746 Consultants (Strat Plan) S - $ - $ 39,000 2 $ 39,000 Total Approved by Council $ 2,705,040 $ 2,509.934 $1.998.767 Items Included in Grant New HVAC $ 247,672 $ 247.672 Additional Framing and Millwork $ 9,000 $ 7,380 Improved Lighting Fixtures Multi Purpose Room $ 5,000 $ 5,000 Picture Hanging Rails $ 5,000 $ 5,000 Picture Hanging Rails Basement $ 16,000 $ 16,000 New Moulding in Multi Purpose Room $ 9,000 $ 7,380 Fixture $ 10,400 $ 8,528 Fixture $ 1 D,300 $ 8,446 Store Front Framing $ 12,000 $ 9,840 Interior Storm Windows $ 180,000 $ 147,600 Roller Shades $ 5,200 $ 4,264 Grant Items $ 1,164,25D $ 509.572 $ 467,110 Other Items (Costs Incurred After August 17) Tender Documents $ 3.761 $ 3,761 Advertising Tender $ 682 $ 682 Mold Assessment $ 9.712 $ - Project Management Consultant (done in house) $ - $ HVAC Review LS07-028 $ 10,000 $ Sound System and Stage $ 100,000 $ Furniture 5 75,000 $ - Display case millwork $ 135,000 $ 110,700 Teleconference Equipment S - Premium after hours Mechanical 5 Premium after hours Electrical $ - Audit Costs $ 5,000 $ Administration Expense $ - $ - Other Items $ 339,155 $ 115,143 Additional Items Additional Abatement of Asbestos $ 18,210 $ Repairs to Stone Foundation Wall $ 62,000 $ Brick repairs and replacement I S 23,000 $ - Repairs to damaged Soffit and Facia Repair cracks to all windows and sills, and broken glass Foundation Repairs to main building Alarm System New Rcof Additional Items Projected Expenditures Revenue Town of Aurora $ 2,530,000 Church St. School Discretionary Reserve Fund Cultural Spaces Grant $ 1,154,250. Capacity Building for Arts and Heritage Organubt ions Grant $ - Estate of Margaret Brevik $ 155,000 Belinda Stronach Donation $ 5,000 Aurora Historical Society $ 15,000 Projected Revenue Projected Surplus/(Deficit) $ 5,000 $ 8,860 $ 141,200 $ 1,164,250 $ 2,510,500 $ 82,890 $ 750,000 $ 19,500 $ 155,000 $ 5,000 $ 15,000 $ 3,869,250 $ (40) $ $ $ 258.270 $ 1,106.997 $ 2,986,641 'Expenses $ 3,518,390 "Revenue $ 531,749 Surplus\(Deficit) $ 3.516.931 $ 750,000 $ (0) $ 582,253 E CONTRIBUTION AGREEMENT BETWEEN: HER MAJESTY THE QUEEN IN RIGHT OF CANADA as represented by die MinisterofCanadian Heritage (hereinafter called "the Minister" and including any person duly authorized to represent her/him). AND: THE CORPORATION OF THE TOWN OF AURORA, a municipality duly incorporated under the laws of the province of Ontario having its head office at Aurora, represented by lire Mayor and City Clerk hereinafter referred to as the "Recipient". WHEREAS the Minister is responsible for the Program entitled Cultural Spaces Canada, hereinafter called the "Program"; WHEREAS the Recipient has submitted to the Minister a proposal for the funding of a Project called "Aurora Heritage Centre" which qualifies for support under the Program; and WHEREAS the Minister wishes to provide financial assistance to support the Project. THEREFORE, in consideration of their respective obligations set out below, the parties agree to the following: 1. PURPOSE OF CONTRIBUTION The Minister agrees to enter into this Contribution Agreement hereinafter referred to as " the Agreement', in order to grant financial assistance to the Recipient solely for the purpose of implementing the Project described in Annex A of this Agreement entitled: "Aurora Heritage Centre". 2. MAXIMUM AMOUNT OF CONTRIBUTION BY THE MINISTER Subject to all conditions indicated in this Agreement, the Minister agrees to contribute up to a maximum amount of $750,000 towards eligible expenses for the carrying out of the Project. 3. TERM 3.1 The present agreement will take effect on the date when all parties will have signed and will cease, notwithstanding its termination on a prior dale, one year (365 days) after the expiration of the activity period as indicated at clause 3.2. 3.2 Subject to termination, the Agreement covers the activities described in Annex A of this Agreement for the period commencing on August 17, 2007 and ending on March 31, 2009. Only goods and services rendered within the prescribed time period shall be considered as eligible expenses. 3.3 All obligations of the Recipient herein shall, expressly or by their nature, survive termination or expiry of [Iris Agreement, until and unless they are fulfilled or by their nature expire. 4. OBLIGATION TO INFORM THE PUBLIC The Recipient hereby agrees that a public announcement with respect to the Contribution may be made by the Minister in the form of a press release, press conference or otherwise and that all reasonable and necessary assistance in the organization of the public announcement, as the Minister sees. fit, shall be provided. 5. ACKNOWLEDGMENT The Recipient shall acknowledge the contribution received from the Minister in any promotional activity related to the Agreement in a manner satisfactory to the Minister. The Canadian Ieritage Signature & the Canada Wordnrark and guidelines to follow for their use are found at the following address: littp://www.emiadianheritage.gc.ca/logo 6. NOTICE Any notice, information or document required under this Agreement shall be deemed given if it is delivered, sent by facsimile, email or muff. Any notice delivered, sent by facsimile or email shall be deemed to have been received one working day after it is sent; any notice that is mailed shall be deemed to have been received eight (8) working days after being mailed. File #: 1210-73-1330 Vol. 1 553894 All notices must be sent to the following addresses: To the Recipient The Corporation of the Town of Aurora I Municipal Drive, Box 1000 Aurora, Ontario L4G 6H Attention: John Gutteridge Director of Finance Tel: 905 726 4752, x 4111 Fax: 905 726 4734 7. DESCRIPTION OF THE AGREEMENT To the Minister: Department of Canadian Heritage 400 — 150 John Street Toronto, Ontario M5V 3T6 Attention: Violet Tam Administrative Officer Tel: 416 973 6932 Fax: 416 954 2909 This Agreement, including the following Annexes that form an integral part of this Agreement and subsequent amendments to them, constitutes the entire agreement between the parties and supersedes all previous documents, negotiations, understandings and undertakings related to its subject matter. The Recipient acknowledges having read the Agreement and agrees with the contents. In the event of conflict or inconsistency between Annex "A" and Annex "C", Annex "A" will prevail, Annex A PROJECT/PROGRAMMING DESCRIPTION, SPECIFIC CONDITIONS AND BUDGET Annex B FINANCIAL CONDITIONS Annex C GENERAL TERMS AND CONDITIONS Annex D INTERIM OR FINAL ACTIVITY/RESULTS REPORTS Annex ACKNOWLEDGMENT OF DEPARTMENTAL SUPPORT Annex F CONFIRMATION OF SIGNING AUTHORITY IN WITNESS WHEREOF, the parties hereto have signed this Agreement through duly authorized representatives. Recipient. The Minister Phyllis Morris Valerie Hopper Mayor Manager, Arts &Heritage Date Date Robert Panizza City Clerk Date Witness Witness Name (Print) Name (Print) Signature Signature File#: 1210434330 Vol. 1 Page 2 of 16 553894 ANNEX A PROJECT DESCRIPTION, SPECIFIC CONDITIONS AND BUDGET Description of the Recipient's Project Activities The Corporation of the Town of Aurora (Aurora) will renovate a provincial historic site in the downtown core, known as the Church Street School (Centre) into a new heritage centre. The project involves: renovation of all three levels of the Centre, (19,574 square feet); purchase and installation of H VAC; purchase/construction of storage and display cabinets; purchase and installation of display hanging rails and exhibit lighting; purchase and installation of inner storm windows; purchase and installation of fire and safety alarms; and, purchase and installation of light - controlled window coverings. The new Centre will include: three rooms for preservation of the historical society's artifact and archival collection; three galleries for professionally curated exhibits; and additional performance, research and multi -purpose spaces. Expected results and how they will be measured Increase number of cultural facilities and improved infrastructures. Renovation of a 19,574 square foot provincially designated historical site, resulting in three gallery exhibition spaces, three archival storage spaces as well as additional performance, research and multi -purpose spaces. Increase accessibility for Canadians to visual arts and to museum collections, heritage displays and exhibitions. The facility will be the first municipally -owned and operated cultural facility in Aurora and will initiate and develop Aurora's arts and heritage activities. Based on the multi -disciplinary nature of the facility: o the Centre is well positioned to attract different audiences; and o provide increased access to artifacts and archival materials. - Enhance the quality and standards of cultural facilities and infrastructures. • Installation of HVAC; installation of inner storm windows; and, installation of light -controlled window coverings; and _ • Improved facilities for presentations and exhibitions as well as archival preservation and storage. Results will be measured by the number of partnerships and corporate sponsors as well as tracking audience attendance. Specific Conditions related to the Cultural Spaces Canada Prom am 1 Insurance The Recipient shall place and maintain, at the Recipient's own expense, an adequate amount of insurance for capital assets purchased through this Agreement, with Her Majesty the Queen in Right of Canada being the loss payee, with respect to the amount of funding received under the Agreement. The insurance stipulation contained herein shall not limit any insurance required by federal, provincial or municipal law. The required insurance is to the benefit and protection of the Recipient and of Her Majesty and shall not be deemed to release or diminish the Recipient's liability in any manner including as may be referenced elsewhere by the provisions of this Agreement. 2 Provincial and Municipal requirements The recipient agrees to adhere to all federal and provincial environmental requirements and provinciaUmunicipal fire and safety standards associated with this project. 3 Stacking Limit In the event that total government assistance exceeds 100 % of the eligible expenses at the end of the project, the Recipient agrees to repay the Crown up to the amount of the federal contribution. The repayment of any amount exceeding the total government assistance limit will be calculated on a pro -rated basis (based on total government assistance received towards the same eligible expenses). File 9: 1210-73-1330 Vol. I Page 3 of 16 Budget Breakdown and Eligible Expenditures Revenues: Source of Funding Amount Federal (specify) Cultural Spaces Canada $750,000 Public Sector Province/Territory (specify) Municipal (specify) Corporation of the Town of Aurora $2,510,500 Town of Aurora Church Street Reserve $82,890 Private Individual Bequest $155,000 Sector (specify) Aurora Historical Society $I5,000 Individual donation $5,000 Shortfall $656,215 TOTAL REVENUES $4,174,605 Filcyt: 1210-73-1330 Vol. l Page 4 of 16 553894 Column 1 Column 2 Column 3 Column 4 Maximum Amount Approved Under This Agreement: ote 2 Expenditures - Cost THE LESSER OF; Maximum Dollar Maximum Percent of Amount Eligible Expenses Pees and Professional Honoraria: • Architects Specialized Equipment: • Acquisition Costs Construction, Reuse. Renovation: • Renovation Costs • Contingency Other: Administration PST Subtotal (Construction, Reuse, Renovation) Total Eligible Expenses one 1 • Gifts In-kind(Note 3 Ineligible Expenses: • Project costs for nqn-perfmmance & exhibition space • Belfry • Foundation & Brick Repairs • Contingency Casts related to Ineligible Expenses • Specialized Equipment related to non-purfommance & exhibition space • Furniture, Sound System & Teleconference Equipment • Project Audit • Environmental Assessment & IIVAC Review • PST on Ineligible Expenses Total hneligible Expenses PROJECT TOTAL $41,096 $953,538 $1,762,964 $166,456 $4,443 $126,651 $3,055,148 $750,000 $3,055,148 $o 33 Note 1: Only eligible expenditures are subject to reimbursement under this Agreement. Note 2: Program support not to exceed the indicated percentages of eligible project costs for construction, adaptive reuse or renovation; specialized equipment purchases; or feasibility studies. Nate 3: Eligible in -kind expenditures must be considered for the government -stacking limit. However, in - kind expenditures will not be reimbursed by the Minister. File It: 1210-73-1330 Vol. I Page 5 of 16 553894 ANNEX B FINANCIAL CONDITIONS MAXIMUM AMOUNT OF CONTRIBUTION 1.1 Subject to the appropriation of funds by the Parliament of Canada, to the continuance of current and forecasted Program budget levels and to the provisions of this Agreement, the Minister agrees to contribute up to a maximum of the lesser of $750,000 or 33 % towards the eligible expenses incurred by the Recipient for the activities described in Annex A. 1.2 Disbursements of the Contribution will not exceed the following amount(s) for the applicable fiscal year(s), as per payment breakdown and the eligible expenditures will be incurred by the recipient within the fiscal year for which they are allocated: Federal Government Fiscal Year 2007-08 $100,000 Federal Government Fiscal Year 2008-09 $650,000 1.3 The federal government's fiscal year starts on April Is and ends on Much 31" of the following calendar year. For each individual fiscal year, only the goods and services received by the Recipient between April 1" and March 31`r of the following calendar year are eligible for the funding allocated for the applicable fiscal year. 1.4 In the event that the Recipient forecasts to incur fewer expenses than anticipated during the current government's fiscal you and according to the clause L2 above, the Recipient shall inform the Minister in writing, as soon as possible, but no later than 60 days prior to the end of the federal government's fiscal yew. The Minister will consider any request to adjust the following fiscal year's contribution allocation accordingly but the Minister will have no obligation to do so. 2. REDUCTION/TERMINATION OF THE AGREEMENT 2.1 Funding under this Agreement may be reduced or terminated at the Minister's discretion in response to the government's annual budget, a parliamentary, governmental or departmental spending decision, or a restructuring or re -ordering of the federal mandate and responsibilities that impact on the Program under which this Agreement is made. 2.2 In die event of a proposed reduction or termination of the funding of the Program under clause 2.1 above, [lie Minister may, upon giving the Recipient written notice of ninety (90) days, reduce the funding or terminate this Agreement. Subject to the terms and conditions of this Agreement, in the event that funding is terminated under the Program, the obligations of both parties shall cease at the end of the notice period. 3. SURPLUS 3.1 'rho Recipient agrees that all revenues and expenditures mentioned in Annex A (Budget) we anticipated and also agrees to inform the Minister of any change without delay and, in all cases before the final payment is due, of any increase or decrease in their revenues and/or expenditures for this Project. In this case, the Recipient recognizes that the financial support given in terms of this Agreement and the expected activities/results may be adjusted or renegotiated at the Minister's discretion. 4. DESCRIPTION OF ELIGIBLE EXPENDITURES 4.1 The Recipient agrees that the Minister's contribution will be applied to only those eligible expenditures described in Amex A of this Agreement. 5. TRANSFER OF FUNDS BETWEEN EXPENDITURE CATEGORIES Not applicable to the Cultural Spaces Canada Program 6. PAYMENTS The Minister shall pay to the Recipient the contribution described in clause 1.2 as follows: 6.1 Upon presentation of the interim financial and activity/results reports submitted to the Minister on a monthly or quarterly basis (at the discretion of the recipient), the Minister will reimburse the Recipient up to a maximum of the contribution amount toward eligible expenditures as described in Annex "A" for the current fiscal year. 6.1.1 As a minimum, the Recipient must submit the report(s) as indicated in the tables below. Any reimbursement of eligible expenditures that requires a report(s) (please refer to first column below entitled "Reimbursement of eligible expenditures for the period of') is conditional upon receipt and acceptance by the Minister. File 0: 1210-73-1330 Vol. 1 Page 6 of 16 553894 6.1.2 All reimbursement payments are conditional upon compliance with previous reimbursement payment terms and conditions. Fiscal Year 200712008: 4 ialbuaseorentof on e4ibfeexpenditureafor the periodof August.17, 2007 to 4I March 31, 2008 If the Recipient forecast to current fiscal year, the Re, Fiscal Year 2008/2009: in budget (Annex "A") for the dble, bat no later` than 60. days �sr si83!RaL"d+t 9sim6ursement of 4i6fe enpeidilutsfir thepmodof April 1, 2008 to August 31, 2008 �L? September 2008 to Muroh-.31, 2009 r If the Recipient foruwtstto incur fewer expendrinfea than anticipated rn the rudget (Annex "A") for-tbe current fiscalyeax,.the Recipiant must inform ine linistcr as Anon as possible, but no later fruit 60 days prior the end of the cuerent fae>tLyoar. 6.2 A final payment representing the holdback shall be made on receipt and acceptance of a Final Activity/Results Report and an Audited Final Financial Report, certified by a person duly authorized by the Recipient. - Fiscal Year 200812009: 6.3 Reports required: 6.3.1.1 Interim Financial Report is described in clause 7.1. 6.3.1.2 Interim or Final Activity/Results Report is described in Annex'D". 6.3,1.3 Audited Financial Report is described in clause 7.2. File 4: 1210-73-1330 Vol. I Page 7 of 16 553894 FINANCIAL REPORT 7.1 Interim or Final Financial Report: For the purposes of this Agreement, an Interim or Final Financial Report, certified by a person duly authorized by the Recipient, shall include as separate items the project budget as well as all the Recipient's revenues and expenditures for the given period with regard to the project funded. This report shall include the sources of revenues and expenditures as set out in Annex "A". Any other sources of revenues or expenditures added to the project after the Agreement is signed shall also be included. The report shall be prepared in accordance with generally accepted accounting principles. 7.2 Audited Financial Report: For the purposes of this Agreement, the Audited Financial Report, certified by a person duly authorized by the Recipient, shall clearly include all the Recipient's revenues and expenditures with regard to the project funded through this Agreement for the given period. This report shall include the sources of revenues and expenditures as set out in Annex "A". Any other sources of revenues or expenditures added to the project after the Agreement issigned shall also be included. Accounts shall be audited by professional accountants who are independent of the organization and are active members in good standing of one of the following professional associations: CA, CMA, CGA. S. ADVANCEPAYMENTS Where the terns of the Agreement permit advance payments to be made, such advance payments shall be considered debts owed to the Minister until such time as the Recipient has accounted for the said advance payments in accordance with the terms of the Agreement and to the Minister's satisfaction. 9. TAX CREDIT The Minister does not reimburse the tuxpaid by the Recipient for goods and services for which the Recipient is entitled to tax credit or reimbursement. 10. OVERPAYMENT 10.1 Where, for any reason, the Recipient is not entitled to the contribution or the Minister determines that the amount of the contribution disbursed exceeds the amount to which the Recipient is entitled, any such amount is a debt due to Fier Majesty and is recoverable as such. 10.2 When the Recipient's final financial report on revenues and expenditures is completed and an overpayment is identified, the Recipient shall forward a reimbursement cheque to the Department for the amount of the overpayment, payable to die Receiver General for Canada. The due date for the reimbursement shall be the date of the submission of the final financial report and the first activity/ result report to the Minister. 10.3 When the Minister or its agents performs a financial analysis or an audit of the financial statements of the Recipient and an overpayment is identified, the overpayment shall be repaid to the Minister no later Unto 30days after the date of the notice by the Minister. 10.4 Where any amount due to the Minister has not boon repaid, an amount equal to the amount due may be retained by way of deduction from or set-off against any sum of money that may be due or payable to the Recipient. 11. AUDIT 11.1 The Minister reserves the right to audit or cause to have audited the accounts and records of the Recipient for a period of up to five years after the end of this Agreement to ensure compliance with the terms and obligations of the Agreement.. The scope, coverage and timing of such an audit shall be determined by the Minister and, if conducted, may be carried out by employees of the Department or its agent(s). The Recipient shall make available to auditors, in a timely manner, any records, documents and information that the auditors may require. 11.2 The Recipient agrees to adhere to generally accepted accounting practices and principles and shall keep and make available to the Minister's representatives for examination and audit its books, accounts and registers of all revenues and expenditures in relation to the Project financed under this Agreement. File #: 1210173-1330 Vol. t Page 8 of 16 553894 12. INTEREST CHARGES Any overpayment remaining owing and unpaid shall carry interest calculated and compounded monthly at the average hank rate, within the meaning of such expression as contained in the Interest and Administrative Charges Reguiations, SOR/96-188, plus lives per cent (30/6), from the due date to the settlement date. 13. LATE CLAIMS The Minister will not beheld to pay bills or other expenditures after the end date of the agreement as indicated at clause 3.1 (see first page of the agreement). Pile #: 1210-73-I330 Vol. I Page 9 of 16 553894 ANNEX C GENERAL TERMS AND CONDITIONS 1. REPRESENTATION BY THE RECIPIENT The Recipient confirms: 1.1 that it has the capacity and authority to enter into this Agreement to carry out the Project and that it knows of no reason, fact or event, current, imminent or probable, that would diminish this capacity and authority; 1.2 that it holds sufficient intellectual property rights for the conduct of the Project or the exploitation of any intellectual property resulting thereof, 1.3 that it, for the duration of this Agreement, has no interest, pecuniary or otherwise, in any business matter that would put it in an actual or apparent conflict of interest; 1.4 that the description of the Project in Annex A accurately reflects what it intends to do, that the information contained therein is accurate, and that all relevant information has been disclosed; 1.5 that it will declare any amount owing to the federal government under legislation, contract or contribution agreements during the term of this Agreement and that it recognizes that amounts due to the Recipient may be withheld to offset amounts owing to the Government; and 1.6 that no current or former public office holder or public servant who is not in compliance with the Values and Ethics Code for the Public Service or the Conflict oflnterest and Post -employment Code for Public Office Holders shall derive a direct benefit from this Agreement. 2. OBLIGATIONS OF THE RECIPIENT 2.1 The Recipient must identify the Project clientele and take all necessary measures to communicate and provide Project related services to this clientele in English and in French as the case may require. 2.2 During the term of this Agreement, the Recipient shall: 2.2.1 take all necessary actions to maintain itself in good standing, to preserve its legal capacity and to inform the Minister without delay of any failure to do so; 2.2.2 upon the written request of the Minister and without delay, provide any information as the Minister may require concerning this Agreement; 2.2.3 disclose to the Minister, without delay, any fact or event that would or might compromise the Project's chances of success or the Recipient's ability to carry out any of the terms and conditions of this Agreement, either immediately or in the long term, including but not limited to, pending or potential lawsuits and audits; and 2.2.4 ensure access by the Minister, her/his authorized representatives and by the Auditor General of Canada to its premises at all reasonable times and upon not less than two weeks notice for audit and evaluation purposes. - 3. CERTIFICATION -CONTINGENCY FEES Definitions that apply to Ibis subsection: "contingency fee" means any payment or other compensation that is contingent upon or is calculated upon the basis of a degree of success in soliciting or obtaining a government agreement or negotiating the whole or any part of its terns; "employee" means a person with whom the Recipient has an employer/employee relationship; and "person" includes an individual or group of individuals, a corporation, a partnership, an organization or an association and, without restricting the generality of the foregoing, includes any individual who is required to file a return with the registrar pursuant to section 5 of the Lobbyists Registration Act, R.S. 1985, C. 44 (4th Suppl.), as the same may be amended from time to time. 3.1 The Recipient certifies that it has not directly or indirectly paid or agreed to pay and agrees that it will not directly or indirectly pay a contingency fee for the solicitation, negotiation or obtainment of this Agreement to any person other than an employee acting in the normal course of the employee's duties. File It: 1210-734330 Vol. 1 Page 10 of 16 553894 3.2 All accounts and records pertaining to the payment of fees or other compensation for the solicitation, obtainment or negotiation of the Agreement shall be subject to the audit provisions of the Agreement (Annex B, clause 11). 3.3 If the Recipient certifies falsely under this section or is in default of the obligations contained therein, the Minister may either terminate this Agreement for default or recover from the Recipient by way of reduction of the contribution or otherwise the full amount of the contingency fee. 4. APPLICABLE LEGISLATION 4.1 The Recipient must ensure that the Project is carried out in compliance with all applicable statutes, regulations, orders, standards and guidelines. 4.2 Acts: The Recipient agrees to comply with the spirit and intent of the Employment Equity Act, S.C. 1995, c. 44, the Canadian Multiculturalism Act, R.S., 1985, c. 24 (4th Supp.) . 4.3 This Agreement shall be governed by and interpreted in accordance with the applicable laws of the Province of residence of the Recipient or main place of business. 4.4 - Any person lobbying on behalf of the Recipient shall be registered pursuant to the Lobbyists Regisiration Act, R,S., 1985, c. 44 (4th Supp.). 5. CONFIDENTIALITY 5.1 The Recipient shall ensure that any information of a confidential nature relating to the affairs of the Minister to which the Recipient or its officers, servants or agents become privy shall be treated as confidential and shall not disclose such information to third parties, unless such a disclosure is made pursuant to the Access to Information Act, R.S., 1985, c. A-1 and to the Privacy Act, R.S., 1985, c, P-21. 5.2 The Recipient shall ensure that any personal information which may be brought to the attention of the Recipient and its employees or agents will be dealt with according to the provisions of the Privacy Act, R,S.1985, c. P-21. - 6. ASSETS DISPOSAL (applicable only if the Agreement allows reimbursement of capital expenditures) For any asset purchase (equipment, building, etc) that has a cost of over $1000, the Recipient shall: 6.1 Preserve and maintain the assets acquired with contribution funds and use them for the purposes of the funded activities during the term of this Agreement unless; 6.1.1 written exemption from this requirement is obtained from the Minister; 6.1.2 the Minister authorizes the disposition of the asset; 6.1.3 replacement of assets subject to wear is necessary; or 6. 1.4 assets that have become outdated require replacement. 6.2 The Recipient agrees that, at the end of the Project or upon termination of this Agreement, if earlier, and if directed to do so by the Minister, any capital assets that have been preserved by the Recipient shall be: 6.2.1 sold at fair market value and the funds realized from such a sale applied to the eligible cost expenditures of the Project to offset the Minister's contribution to the eligible cost expenditures of the Project; or 6.2.2 turned over to another organization or person designated or approved by the Minister; or 6.2.3 disposed of in such other manner as may be determined by the Minister. 7. LIABILITY 7.1 The Minister and her/his employees and agents shall not be held liable for any injury, including death to any person, or for any loss or damage to property of the Recipient or for any obligation of the Recipient or anyone else, incurred or suffered by the Recipient or its employees, agents or voluntary workers in carrying out the Project, including where the Recipient has entered into loans, capital leases or other long term obligations in relation to this Agreement. 7.2 Where the Recipient is an uninootporated organization, it is agreed by the representatives of the Recipient signing this Agreement on behalf of the Recipient, that they shall be personally, jointly and severally liable for all obligations, covenants, promises, liabilities and expenses assumed by the Recipient under this Agreement. File if: 1210-73-1330 Vol. I Page I I of 16 553894 8. INDEMNIFICATION 8.1 The Recipient shall indemnify and save harmless the Minister and her/his employees and agents from and against all claims, losses, damages, costs, expenses, actions and other proceedings made, sustained, brought, prosecuted, threatened to be brought or prosecuted in any manner based upon, occasioned by or attributable to any injury to or death of a person or damage to or loss of property arising from any wilful of negligent act, omission or delay on the part of the Recipient or its employees, agents or voluntary workers in carrying out the Pmject, except that the Minister shall not claim indemnification under this section to the extent that the injury, loss or damage has been caused by the Minister or her/his employees or agents. 9. INSURANCE 9.1 The Recipient shall, through an appropriate policy of insurance, cover any liability resulting from anything done or omitted by the Recipient or its employees, agents or voluntary workers in currying out the Project. 10. DEFAULT AND REMEDIES 10.1 The following constitute events of default: 10.1.1 the Recipient becomes bankrupt or insolvent or is placed in receivership or takes the benefit of any statute relating to bankrupt and insolvent debtors; 10.1.2 an order is made or a resolution is passed for the winding -up of the Recipient or the Recipient is dissolved; 10.1.3 in the Minister's opinion, there is a change in risk that would jeopardize the success of the Project; 10.1.4 the Recipient, either directly or through its representatives, makes or has made a false or misleading statement to the Minister; 10.1.5 in the Minister's opinion, a condition or a commitment provided for in the Agreement has not been respected; and 10.1.6 the Recipient is no longer eligible wider the "Eligibility Criteria" of the Program. 10.2 Where there is a default or where, in the Minister's opinion, there is likely to be a default under this Agreement, the Minister may reduce the contribution level, suspend any payment, make arrangements under particular terms and conditions so that the Project will be completed or continued by another Recipient, rescind this Agreement and immediately terminate any financial obligation arising out of it and require repayment of amounts already paid. 10.3 The fact that the Minister refrains from exercising a remedy or any right herein shall not be considered to be a waiver of such remedy or right and, farthennore, partial or (united exercise of a remedy or right conferred on her/him shall not prevent her/him in any way from later exercising any other remedy or right under this Agreement or other applicable law. 11. EVALUATION 11.1 The Minister and the Recipient agree on the importance of assessing what has been accomplished in terms of the defined objectives and expected results outlined in this Agreement. 11.2 The evaluation of the Agreement is a joint concern of the Minister mid the Recipient. To this end, the Recipient agrees: 11.2.1 that it shall provide activity reports in away that shows progress in relation to the defined objectives and expected results of the Project and participate in any evaluation of the Project as required and as mutually agreed upon; and 11.2.2 that the Minister reserves the right to make an evaluation for a period of up to five years after die end of this Agreement to ensure compliance with the terms and conditions of the Agreement. 12. PARTNERSDIP 12.1 The Parties acknowledge that this Agreement does not constitute an association for the purpose of establishing a partnership orjoint venture and does not create an agency relationship between the Minister and the Recipient, and that it in no way implies any agreement or undertaking to conclude any subsequent agreement. 12.2 The Recipient shall not represent itself as being a partner, co -contractor, employee or agent of the Minister in carrying out the Project referred to in this Agreement. File#: 1210-73-1330 Vol. I Page 12 of 16 553894 13. ASSIGNMENT Tire Recipient shall not assign this Agreement or any part thereof or any payments to be made thereunder without the written permission of the Minister, but nothing shall preclude the Recipient from enlisting the assistance of others in carrying out the obligations under this Agreement. 14. MEMBERS OF PARLIAMENT OR SENATORS No Member of the House of Commons or the Senare shall be eligible to any share of part of this Agreement or to benefit therefrom. 15. DISPUTE RESOLUTION In the event of a dispute arising under the terms of this Agreement, the parties agree to make a good -faith attempt to settle the dispute. In the event that the parties are unable to resolve die dispute through negotiation, they agree to consider mediation. The parties will bear the costs of mediation equally. 16. AMENDMENTS This Agreement may be amended by the mutual written consent of the Parties hereto. To be valid, any amendment to this Agreement shall be in writing and shall be signed by the Parties hereto or by their duly authorized representatives, while this Agreement is in effect. 17. SUCCESSORS This Agreement is binding upon the parties and their respective administrators and successors. File H: 1210-73-1330 Vol. 1 Page 13 0£ 16 553894 /_\►1►1 ►V 17 REPORTING REQUIREMENTS INTERIM OR FINAL ACTIVITY/RESULTS REPORTS Aperson duly authorized by the Recipient must certify the Interim and Final Activity/Results Reports. Interim Activity/Results Report: • an assessment of progress towards the project results and the extent to which the project has met program objectives according to performance measures stated in the application and in Annex A • see Annex B, clause 7 for a description of required financial reporting The Final Activity/Results Report: • a letter requesting final payment • an assessment of the project results and the extent to which the project has met program objectives as stated in your application and Annex A. As part of your assessment, please complete the following table: Improved quality and standards: NO YES If YES, how and to what extent? Did theproject... improve the facility's technological or safety features? improve the facility's disabled access? improve the environmental and/or conservation controls in the facility? Enhanced efficiency of operations: - Did the roject... increase the facility's seating capacity or visitor capacity of exhibition halls? increase users' (artists, employees, etc.) satisfaction with working spaces? • a statement to the effect that the Applicant has met its obligations, under dds agreement, regarding federal and provincial environmental requirements and provincial/municipal fire and safety standards • see Annex B, clause 7 for a description of required financial reporting Pile R: 1210-73-1330 Vol. 1 Page 14 of 16 553894 ANNEX E ACKNOWLEDGMENT OF DEPARTMENT SUPPORT All Recipients are required to acknowledge publicly the financial assistance of the Government of Canada. For this purpose, the Department has developed the following guidelines: 1. Public announcements and press releases are to be coordinated through the Department's Communications Branch in Gatineau via the Regional office. The Recipient will advise the Department in advance of public announcements or press releases. 2. If the Recipient publishes an official document of any kind, space shall be set aside in a mutually agreed section of. the document for a message to participants from the Minister in both official languages. The message will be prepared by the Department. The Recipient will advise departmental officials well in advance of the publication. 3. Recognition of the Department's contribution will be given with appropriate means such as signage, local publicity, advertising, etc. 4. During the course of a construction or renovation project with total program contribution equal to or greater than $50,000, acknowledgement shall take the form of a temporary sign posted on the construction site. This sign, which will be prepared and installed at the Minister's expense, should be requested by the Recipient 4 weeks before the construction or renovation work starts. 5. Upon completion of the construction or renovation project with total program contribution equal to or greater than $50,000, a permanent plaque acknowledging the participation of the Department shall be installed and displayed in a publicly visible location. This plaque shall be prepared at the Minister's expense and provided to the Recipient by the Department. The costs incurred in mounting the plaque are the responsibility of the Recipient. File#: 1210-73-1330 Vol. 1 Page 15 of 16 1 553894 ANNEX F We, the Mayor and City Clerk of The Corporation of the Town of Aurora confirm that the following staff is/are affirmed as signatory/signatories, having signing authority.fer all matters concerning this Agreement. Staff Signatory/Signatories John Gutteridge Director of Finance Corporation of the Town of Aurora Corporation of the Town of Aurora Signatures Phyllis Morris Mayor Catherine Molloy Aurora Historical Society 'Robert Panizza City Clerk File#: 1210-73-1330 Vol. I Page 16 of 16 553894 TOWN OF AURORA AURORA SPECIAL GENERAL COMMITTEE MEETING No.LS08-017 SUBJECT: User Fee Increase FROM: Allan D. Downey, Director of Leisure Services DATE: March 24, 2008 RECOMMENDATIONS THAT Council provide direction to staff with regards to proposed userfee increases. BACKGROUND As part of the 2008 Operating Budget, Leisure Services were requested to provide an additional $120,000 in user fee funding as part of the Budget. As a result of this request staff present Council with an outline of proposed fee increases to achieve this goal (see attached). COMMENTS Upon tentative approval by Council, subject to user input, staff held user group meetings on November 29, 2007 and February 2, 2008 to discuss the fee increases. As a result of these meetings, the users were encouraged to provide comment regarding the proposed fee increases so that staff could present their concerns to Council. On March 3, 2008, General Committee was presented with the comments received from 3 of the 52 groups contacted. As a result of these comments, staff have investigated alternatives to Sports Field and Park Use Policy. The groups that commented were concerned that the rates identified would generate more than the $7,000 identified in the report. Staff have identified two (2) alternatives to the existing Schedule `A' of Fees. Fees for Aurora based user groups outlined in item 1.1 could be modified from $6.501hour to $11.971hour for all hours from March 1st to December 1st .XV Fee could be modified for the off-season only (March 1st to May 15t" and October 1"to December 1st) from $751hour to $20.251hour. All other fees for other groups would remain the same. The alternative fees identified would ensure that only $7,000 was collected and not in excess of that amount. Allan D. Downey Director of Leisure Services - 2 - 2007 AND 2008 COMPARISON 2008 Impacts = $517,488 4 $4220335 a $939,823 $9,058,563 - $939,823 = $118,740 DIFFERENCE BETWEEN 2008 AND 2007 0: BUDGET - FEE INCREASES PROPOSED Account Number Account Name Additional Revenue Created Fee Increase Explanation 07281-1312 Aquatic's Programs (ARC) $ 60600.00 Increase fees by 3% (excluding leadership) 07281-1322* Aquatic's Admissions $21,000.00 Increase daily rate from $2.50 to $3.00 per erson 07401-1314 Children's Programs $ 3,600.00 Increase fees by 3% 07401-1315 Pre-school Programs $ 4,100.00 Increase fees by 3% 07401-1317 Summer Camps $ 6,600.00 Increase fees by 3% (excluding Specialty Camps) 07405-1312 Aquatics Programs (AFLC) $ 80850.00 Increase fees by 3% (excluding leadership) 07450-1305* Seniors Membership Fees $17,500.00 Increase annual membership fees from $25/$30 $15/$20 to per person 07450-1309 Seniors Programs $ 1,100.00 Increase fees by 3% Ice Rentals — Morning Prime Increase fee by 5% to $116.00 (last ice rate Including G.S.T. Rate Increases for increase was September of 2004) (current rate $110.00) all ice rentals will generate additional Ice Rentals —Non-Prime Increase fee by 5% to $110.00 (last ice rate Including G.S.T. revenue to the increase was September of 2004) current rate $104.50 Town of Aurora for the quarter of Ice Rentals — Prime Time ° Increase fee by 5 /o to 166.00 (last ice rate Youth Including G.S.T. September through increase was September of 2004) (current rate $159.50) December, 2008 for approximately $35550.00 Ice Rentals —Prime Time Adult Increase fee by 5% to $179.00 (last ice rate Including G.S.T. , increase was September of 2004) (current rate $170.50) Soccer and Ball User Fees $ 6,000.00 Increase User Fees by 5% Artificial Turf Field User Fees $ 7,000.00 Pending Council approval of the Revised Policy Grass Cutting Fees for the Region of York for boulevard $ 3,000.00 Increase fees charged by 5% maintenance TOTAL: $120,900.00 * Fee increases will require amendment to the existing Fees & Services By -Law. AuiZpRA NAME ORGANIZATION/GROUP DOCUMENTATION OF CONCERNS Phil Dodgson Master Ducks Swimming No Comment Doug Bond Volleyball No Comment Dave Giroux Aurora Minor Ball Association No Comment Reg Chappell Ducks Swimming No Comment Jim Zacher ! Aurora Masters Lacrosse No Comment Lynda Johnston 11 Central York Girls Hockey Association No Comment Lois Thompson Aurora Diggers Girls Softball No Comment Sandy Townsend Aurora Barbarians Rugby No Comment Ron Weese Aurora Youth Soccer Club No Comment Carol Walthers Sport Aurora No Comment Nancy Black Master Ducks Swimming No Comment Bob McRoberts Councillor - Resident & LSAC Member No Comment Alison Collins-Mrakas Councillor - Sports Fanatic No Comment . Laurie Mueller Aurora Youth Soccer Club No Comment Steve Forsey York Oldtimers No Comment Bob Hancott York Simcoe Express No Comment Bruce Chappell Monday Night Hockey League No Comment Chris Molloy Molloy Men's Hockey No Comment Cliff Sifton Sifton Morning Hockey No Comment Colin Gill State Farm Insurance No Comment Dave Howie Aurora Minor Hockey Association Coach No Comment Dave Judson Judson Men's Hockey No Comment Dave Leclair Optimist Recreation Hockey No Comment Greg Reid St. Andrew's College No Comment J. Chittle Chittle Hockey School No Comment Jason Thomas Old Chiefs Hockey No Comment Jerome Dupont Aurora Tigers Junior'A' Hockey Club No Comment Joe Bentolila Aurora Minor Hockey Association No Comment Katie Williams Women's Hockey No Comment Lynn Hayzelden Skaters First No Comment Marshall Starkman Roger Neilsons Hockey No Comment ..../2 - 2 - NAME ORGANIZATION/GROUP DOCUMENTATION OF CONCERNS Lloyd Vanderkooy Bob's Hockey No Comment Mike Riggs Aurora Skating Club No Comment Russell Hockey Enterprises No Comment R. Smith Central York Girls V.P. No Comment Stephen Mills Old Dawgs No Comment Tim Martin Aurora Youth Soccer Club See Attached Tom Norwell Dr. G.W. Williams Football Coach See Attached Rob Fairs Aurora Men's Slo-Pitch League No Comment Miana Petersen Aurora Ladies Recreational Slo-Pitch No Comment Sheila Tipton Aurora Ladies Softball No Comment Bpb Campbell Aurora Soccer Club Inc. No Comment Alastair MacLean Aurora Rovers Soccer Club No Comment Frank Galluzzo Recreation Soccer No Comment Ian Phythian Yonge Aurora Slo-Pitch No Comment Terry Redvers Aurora Sports Dome No Comment Dwane Ellis York Simcoe Storm Football Club No Comment Jeff Collett York Simcoe Storm Football Club See Attached John Reich Aurora Rugby Club No Comment Frank Ciraco York Simcoe Minor Football Association No Comment Patricia Murrell Bayview Slo-Pitch League No Comment David Manning St. Andrew's College No Comment TOTAL NUMBER CONTACTED: 52 TOTAL NUMBER RESPONDED: 3 rvrcasugc rage I of 2 Sparks, Debbie From: Downey, AI Sent: Thursday, February 28, 2008 11:06 AM To: Sparks, Debbie Subject: FW: Aurora Fields ----Original Message ----- From: Sherin, Judy Sent: Monday, February 25, 20M 9:23 AM To: Downey, Al Subject: RN: Aurora Fields Judy Shedrr Pac/Gfy.Boaldngs Adtnintst m tar Townof Aumra 9m-Ttfi-0>94 lah«iaeeamna.ca ux: 9n9-9ffi-4734 I WORK WITH CHARACTER Respect Courage Responsibility Inclusiveness Honesty Fairness Integrity Optimism Compassion Perseverance Initiative Generosity - - This a -marl and any files transmitted with it are confidential and are intended solely for the use of the individual or entity to whom theyare addressed. If you are not the intended recipient or the person responsible for delivering the e-mail to the intended recipient, he advised that you have received this e-mail in error and that any use, dissemination, forwarding, printing or copying of this email is strictly prohibited. If you have received this e-mail in error, please notify me immediately by mlophoue at 905-726-4754 -----Original Mmqaap----- From: j.colk Sent: Monday, February 25, 20W 7:31 AM. To: Sherin, Judy Subject: Aurora Fields Ms. Sherin: We know that the 22nd has passed but felt that we did not have the right to complain about anything as we are a new entity for the town. There is one thing_ that we did not understand, was that if the town was supplying a premium field why they did not even out the fees and charge the same price year round for the fields. We do understand that the. Dome supplies changerooms and wash rooms as well as the lack of threat from line weather and that this should be worth something. As Sheperds bush has washrooms I beleive and a almost year round field that it should be worth more to rent. What we do not understand is that these fields are so cheap in the summellhAten more nio is wouid.pay more for We lust had a suggestion thaFTthe lown charged 25 _ dollars an our year round for shepards bush and 35 dollars and hour for the dome per field that they could attract 2/28/2008 lvivooagc more usage and year round from more parties that would pay more to have field of that callibur. This would make those that were agianst a fee hike have to live with the grass fields when they are available like before the premium fields were, built. We our selves would gladly pay the 25 or 35 dollars an hour for such fields. We also 'feel that the revenue would be very positve for the town. We were also wondering if there was any time available at the dome now that Soccer has the SAC fields back would we be able to get some of those town fields for our practices. Thank you for your time and help in these matters. Jeff Collett Storm Football 2/28/2008 rvreaaage rage L or L Sparks, Debbie From: Downey, Al Sent: Thursday, February 28, 200811:05 AM To:. Sparks, Debbie Subject: FW:Turf Field Fees ---- Original Mes ----- From: Martin, Tlm Sent: Friday, February 22, 2008 3:58 PM To: Downey, At Cc: Ron Weese; Lawrence ]anR Subject: Turf Reld Fees To: Ad Downey Director of Leisure Services Town of Aurora AI, Further to the public meeting held February 7, 2008,1 would like to add additional comment from the Rep program of the Aurora Youth Soccer Club. In reviewing the Town of Aurora media Release from May 4, 2007 (°Town of Aurora Embraces Innovation with its Enhanced Soccer Field"), it is clear that the Town made the decision to install the artificial turf field to provide additional playing opportunities to the Aurora community -2 additional months of field time at both the beginning and end of the traditional season. This would be a great benefit to the youth in the community. It would also provide a huge cost saving to the town - $17,000 in maintenance ("already booked') and $850,000 by not having to fund two additional fields (which were to have been completed per the previous recreation plan). Nowhere in the release does it mention that the town would see additional revenue opportunities by installing the turf field. The release also states that the AYSC donated 10% to the cost of the field, so that tax dollars would not need to be expended. Given the information we received on February 71h, we are now questioning that donation. We am wondering why it is that we had to pay a share of the installation costs (when no other group was asked to do the same nor offered to do the same), only to find that the benefit of that investment is being minimized by the town. We felt that we were investing in a partnership with the town. It feels like that partnership is not what it was promised to be. So now you have come back to the sport organizations and told then that you have to raise more user fees -most of which will be used to pay a large increase In the Leisure Services Department salary line. The problem as we see it - most of the additional fees that you want to raise will come off the backs of the AYSC Rep program. We will be the biggest user of the field during the springpremium time period, a fact that I am sure is known to the town. have shared the fee increase information with our Rep program. Needless to say, there is concern from our coaches, managers and parents about having totake on this additional expense. Teams like to practice a minimum of twice a week in the early season (some mom), as well as extending their season Into the fall. The $751hour rate could add $900 to $1500 to each team's budget for the year. This is a significant increase. It Is an increase that falls almost entirely on the AYSC Rep program and therefore it will be a small number of Aurom families that will have to pay these costs. Many teams have shared with us that they will not be able to afford the increased fees and will have to reduce practice time for the players. I am sure that it could not be the intent of the town to take away playing opportunities from the youth in the community. The turf field was installed to provide for exactly the opposite. We would like you to take a hard look at the math you have employed in calculating the user fees increases that 2/28/2008 you have planned to raise in the spring and fall. The AYSC has 30 Rep teams. If each Rep team was to take just one hour a week on the turf field, at $75 an hour, we would be remitting $2250 per week to the town. We will have basically covered your $7000 budget for turf field user fees in just over 3 weeks. If our 30 teams took one hour for the entire 6 weeks in the spring (April 1 to May 15), we would remit $13,500 in user fees to the town. This does not contemplate teams that will rightfully want to practice more than once a week or have exhibition games. It also does not take into account that teams will want to continue playing and practicing in the fall— during the extended 2 month season after the grass fields are closed. The basic math shows the AYSC Rep program generating at a minimum the entire user fee increasedbudgetand more likely doubling or tripling these user fees. This is simply not fair. The AYSC Rep program could pay for the entire budget increase at $25 an hour — perhaps even less. Other user groups — rugby, football, men's leagues and the school board in particular — should be paying their share of the user fee increases as well. It should not all fall on the backs of youth Rep soccer players and their families. We will pay our share, but should not have to pay more than our share. The Aurora Youth Soccer Club donated funds to the town for the installation of the turf field. This was done in good faith. We don't feel that we are getting that same good faith back when asked to shoulder the majority of the proposed fee increases — or perhaps exceed it. By reducing our hourly rate to $25 during the shoulder seasons, the AYSC will pay their share of the budgeted increase. The town, in reducing the hourly rate, will acknowledge their partnership with the AYSC and the good faith dealings that originally lead to the approval and installation of the artificial surface. We trust that you will take our views under consideration and forward them to town council for their review. Respectfully submitted, Tim Martin Vice President, Rep Aurora Youth Soccer Club This email has been scanned for all viruses by The Second Cup Security System. For more information on a proactive email security service working around the clock, around the globe, visit http://www.messagelabs.com 2/28/2008 Message Page 1 of Sparks, Debbie From: Downey, Al Sent: Thursday, February 28, 2008 11:04 AM To: Sparks, Debbie Subject: FW: Proposed Field Use Policy ----Original Messag From: Tom Norwell Sent: Thursday, February 8 4:42 PM Dear Mr Downey, - I am writing to you per your request for written comment on the proposed changes to the Field Use Policy which you presented on February 7th, 2008. 1 would like to thank you for including the Dr. G, W. Williams Secondary School Football Program in the consultation process. While we support the initiative of the development of a guiding document unfortunately, as 1 expressed to you in the meeting, we are not in agreement with some of the content. We do not feel it fair or appropriate that the school's new designation for priority and fee grade be downgraded to third priority from first priority. Over 90 percent of the participants on our two teamsare residents of Aurora and do not have the option to participate in an -"Aurora -based" football program. Your statement that "the town does not ran a football -program, .... the school board doe_sl" while correct is misleading. The 'people" that run the football program and the "youth" who participate are from the town. If your child wants to play football in Aurom then they have to play for William. Your inability to manage the YRDSBrrown of Aurora field relationship should not reflect negatively on our program and equally it should apt be used as leverage in negotiations, which I believe it is. No one benefits. Only the youth and the fabric of our town are disadvantaged. Further, increasing the fees on the Class E Artificial Turf from $6.501hour to $110.00/hour for the period of October tat to December 181 in our opinion is also inappropriate and unfair. The logic behind having an all weather paying surface is to extend playing seasons. Arbitrarily inflating the fees during those periods flies in the face of that logic. Your statement that you "nave to ro ct the business of the Aumrasaorts Dome' should not weigh in. The ASO is a private enterprise. Our civil servants should not be swayed by private enterprise interests. You are responsible for the management of public assets to the benefit of ALL resident. tax payers. We have for the past 8 years tried to work with Leisure Services. I n the spring of 2004 we were assured fall access to Fleury Park only to be told that September that we would not get access. After repeated requests to your office and the office of the Mayor we were granted access in 2005. Subsequently, in 2006 we were again denied access to Fleury Park. Coincidentally that was after we agreed to your request that we back your proposal for the Sheppards Bush initiative. Which we did partly based on your assurances that It would be built as a multi- purpose -all-weather facility and that we would have equal access. Not only is it not designed as multi -purpose or managed as an all weather facility (when it snowedwewere not permitted use of the field and informed three days before our Championship game) but by increasing our rates by 1600% you essentially have made the facility inaccessible to us and I suspect to other potential users. 2/28/2008 - 1 rviessage rar,c a Vi � In closing we respectfully request that you revise the proposed policy taking into account the above referenced points. Tom Norwell Community Coach 7. E. Norweff P msrdent aru(CEO EE)Ctrerne Wstad (Canada) Inc. 8200.7ane Street Concord, Ontario G4KSA7 800.875.6313 2/28/2008 FIELD USERS MEETING Thursday, February 2008 7, 6:30 pm Holland Room, Aurora Town Hall Attendees Name Organization 606 ran �, Lei RI (}t ra- bias RdWn PecS(p-P /lvzwA IA&0= 5 ��nPC�. AIARc� $vccr� C c u4 Toc. �i¢LLv2z-o tee, ho/5 RuRnORq r7.6ckR$ -/Nem!'6 orJ Li,Fag JOFfBA �u MetS �E �WY9r�L �(sK 5/mav �. ��L�S �j7oRM /`G07.�(t6L jnp70//#m �i'V�9AK L'G:ap �F(*4 AAAXnrl T&-�