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Agenda - Committee of the Whole - 20251202Town of Aurora Committee of the Whole Meeting Revised Agenda Date:Tuesday, December 2, 2025 Time:7 p.m. Location:Council Chambers, Aurora Town Hall Meetings are available to the public in person and via live stream on the Town’s YouTube channel. To participate, please visit aurora.ca/participation. Pages 1.Call to Order Note: Added items are marked with an asterisk (*). 2.Land Acknowledgement 3.Approval of the Agenda 4.Declarations of Pecuniary Interest and General Nature Thereof 5.Community Presentations 6.Delegations *6.1 Nan Huang, Resident; Re: Item 14.1-PDS25-114 - Application for Zoning By-law Amendment, 511, 521, 531 and 543 Wellington Street West 1 *6.2 Shawn Deane, Resident; Re: Item 7.2-Finance Advisory Committee Meeting Minutes of November 18, 2025 18 7.Advisory Committee Meeting Minutes 7.1 Accessibility Advisory Committee Meeting Minutes of November 12, 2025 19 That the Accessibility Advisory Committee Meeting Minutes of November 12, 2025, be received for information. 1. 7.2 Finance Advisory Committee Meeting Minutes of November 18, 2025 24 That the Finance Advisory Committee Meeting Minutes of November 18, 2025, be received for information. 1. *7.3 Community Recognition Review Advisory Committee Meeting Minutes of November 12, 2025 28 That the Community Recognition Review Advisory Committee Meeting Minutes of November 12, 2025, be received for information. 1. *7.4 Parks and Recreation Advisory Committee Meeting Minutes of November 20, 2025 32 That the Parks and Recreation Advisory Committee Meeting Minutes of November 20, 2025, be received for information. 1. 8.Consent Agenda 9.Community Services Committee Agenda 9.1 CMS25-034 - Municipal Alcohol Policy - 2025 Update 37 That Report No. CMS25-034 be received; and1. That the updated Municipal Alcohol Policy be approved.2. 9.2 CMS25-035 - Third Party Events Policy Update 76 That Report No. CMS25-035 be received; and1. That the Third Party Events Policy be approved.2. 9.3 CMS25-037 - Town Hall Accommodation Plan - Funding Increase 107 That Report No. CMS25-037 be received; and1. That Capital Project No. SO0077- Town Hall Accommodation Plan budget authority of $80,000 be increased by $16,400 to a total of $96,400; and 2. That this project’s total revised budget authority of $96,400 be funded from the Studies & Other Reserve. 3. 10.Corporate Services Committee Agenda 10.1 CS25-026 - Procedure By-law Update 111 That Report No. CS25-026 be received; and1. That the draft Procedure By-law (Attachment No. 2) be brought forward for enactment and to replace the existing by-law. 2. 10.2 CS25-027 - 2025 Pending List Review 211 That Report No. CS25-027 be received; and1. That the items marked “Complete” be removed from the Pending List. 2. 10.3 CS25-029 - Council Compensation Committee 241 That Report No. CS25-029 be received; and1. That the Council Compensation Committee be established; and2. That the Terms of Reference (Attachment 1) for Council Compensation Committee be approved. 3. 11.Finance and Information Technology Committee Agenda 12.Administration Committee Agenda 13.Operational Services Committee Agenda 14.Planning and Development Services Committee Agenda 14.1 PDS25-114 - Application for Zoning By-law Amendment, Armis Holding Inc., 511, 521, 531 and 543 Wellington Street West, Part Lot 1 and Part 40 Acres, Plan 102, King, File Number ZBA-2024-05, Related File Number SP-2024-07 247 That Report No. PDS25-114 be received; and1. That Zoning By-law Amendment Application ZBA-2024-05 be approved to rezone the subject lands to “Townhouse Dwelling Residential Exception Zone R8-579” and “Environmental Protection (EP)”; and 2. That the implementing By-law for the Zoning By-law Amendment be brought forward to a future Council meeting for enactment. 3. 14.2 PDS25-115 - Extension of Approval to Draft Plan of Subdivision, Charlieville Developments Limited, 45 Tyler Street, Lot 26 and Part Lots 24, 25 and 27, Plan 9, File Number SUB-2015-03, Related File Number SP-2022-03 268 That Report No. PDS25-115 be received; and1. That the Draft Approval to Plan of Subdivision for 45 Tyler Street, File SUB-2015-03, be extended for one year, with a lapsing date of December 17, 2026. 2. 14.3 PDS25-116 - Application for Official Plan Amendment and Zoning By-law Amendment, Aurora-Leslie Developments Ltd., 25 and 55 Addison Hall Circle, Blocks 29 and 30, Plan 65M-4650, File Number OPA-2025-06, ZBA-2025-06 303 That Report No. PDS25-116 be received; and1. That Official Plan Amendment application OPA-2025-06 be approved to redesignate the subject lands from “Business Park” to “Medium-High Urban Residential” and implement a Site- Specific Policy Area (73); and 2. That Zoning By-law Amendment application ZBA-2025-06 be approved to rezone the subject lands from “Business Park (BP) Exception Zone (443)” and “Business Park (BP) Exception Zone (445)” to “Townhouse Dwelling Residential (R8) Exception Zone (577)” with a Holding (H) Symbol; and 3. That the implementing by-laws for the Official Plan and Zoning By-law Amendments be brought forward to a future Council meeting for enactment. 4. 14.4 PDS25-117 - Application for Zoning By-law Amendment, Town of Aurora, 115 George Street, Part of Lots 1 and 2, Registered Plan 38, File Number ZBA-2024-07 332 That Report No. PDS25-117 be received; and1. That Zoning By-law Amendment Application ZBA-2024-07 be approved to rezone the subject lands from “Institutional (I) Zone” and “Environmental Protection Zone” to “Detached Third Density Residential (R3) Exception Zone (578),” and “Public Open Space (O1) Zone”, and maintain the existing Environmental Protection Zone boundaries; and 2. That the implementing By-law for the Zoning By-law Amendment be brought forward to a future Council meeting for enactment. 3. 15.Member Motions *15.1 Councillor Gilliland; Re: Establish an Ultimate Grilled Cheese Challenge in Aurora 351 16.Regional Report 17.New Business 18.Public Service Announcements 19.Closed Session 20.Adjournment 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Delegation Request This request and any written submissions or background information for consideration by either Council or Committees of Council is being submitted to Legislative Services. Council or Committee (Choose One) * Committee of the Whole Council or Committee Meeting Date *  2025-12-2 Subject * Critical Environmental and Public Safety Concerns Regarding High-Density Rezoning at 511–543 Wellington Street West Full Name of Spokesperson and Name of Group or Person(s) being Represented (if applicable) * Nan Huang  Page 1 of 351 Brief Summary of Issue or Purpose of Delegation * I am requesting to speak on the proposed rezoning for 511–543 Wellington Street West, where the developer seeks to convert a site currently designated for the lowest-density residential category into one of Aurora’s highest-density forms. This proposal is fundamentally inconsistent with the Aurora Official Plan, the Oak Ridges Moraine Conservation Plan, and Town environmental mapping. The site directly abuts a “Moderately Complex Landform” identified in Appendix A of the Official Plan—an area with sensitive topography, significant slopes, and hydrological fragility. It is also located near municipal groundwater-taking wells, as shown in Schedule L, meaning that any disturbance or loss of permeability could negatively affect Aurora’s drinking water system. The land contains Environmental Protection areas, valleylands, watercourse buffers, and is within a high- sensitivity aquifer recharge zone of the Oak Ridges Moraine. Intense urbanization on such landforms is environmentally unsafe and policy-prohibited. The developer failed to disclose these critical environmental and hydrogeological constraints during the first public meeting. Combined with the absence of direct transit to the GO Station or major grocery stores, insufficient parking in a car-dependent area, and unsupported “affordable housing” claims, this raises substantial concerns over transparency and long-term accountability. The purpose of my delegation is to highlight the environmental risks, hydrological dangers, policy violations, and public-trust issues associated with this rezoning request. Have you been in contact with a Town staff or Council member regarding your matter of interest? * Yes No I acknowledge that the Procedure By-law permits five (5) minutes for Delegations. * Agree I acknowledge that I understand and accept the delegate conduct expectations as outlined in Section 32(b) of the Procedure By-law 6228-19, as amended (link below) * Agree Click to view Procedure By-law 6228-19, as amended. Page 2 of 351 A REBUTTAL TO THE DEVELOPER‘S “WISH LIST”: DEFENDING OUR NATURE and CORRIDORThe Town of Aurora acknowledges that the Nishi lands on which we liveand work are the traditional and treaty territory of the Chippewas of Georgina Island as well as many other nations whose presence here continues to this day. It‘s closest First Nation Community to Aurora. We recognize the special relationship the Chippewas have with the lands and waters of this territory. They are the water protectors and environmental stewards of these lands.As a municipality, WE JOIN THEM IN THESE RESPOSIBILITIES.We further acknowledge that Aurora is part of the treaty lands of the Mississauga and Chippewas recognized through Treaty Number 13 as well as the Williams Treaties of 1923. Shared understanding of the rich cultural heritage that has existed for centuries and how our Collective past brought us to where we are today will help us walk together into a better future.Together for a Sustainable FuturePage 3 of 351 Developer’s Environmental Disclosure1.In the last meeting, the developer's environmental disclosure was limited to such a single, blurry map. They merely gave a nod to “some natural heritage” at the boundary. This minimal and inadequate evidence fails to properly address the environmental sensitivities of the area.2.The developer asserts the 'corridor' designation as the SOLE justification for the zone change, proposing a DRAMATIC up-zoning: a direct leap from LOWEST to HIGHEST density.Ref. January 21, 2025 Public Planning Meeting Archive Video, Town of Aurora’s Youtube Channel.Page 4 of 351 A Second Look: What Was RUSHED PAST and OBSCURED?Low Density Detached House ONLYLow Density Detached + Town House$$$$$1. The targeted site is located in a low-density, detached-house-only neighborhood•Even one street across can fall under a completely different planning designation•Developer’s argument that “there are townhouses across the street” is misleading•Senator Court Townhomes are among the best-designed, most elegant, and most compatible TH communities in GTA.•They cannot be used to justify high-intensity upzoning on this sensitive site2. Even if we count the townhomes across the street, the entire surrounding area is low-density•All adjacent established neighborhoods remain low-density detached or compatible forms•The developer’s proposal — 114 units on only ~1.5 acres of usable land — is completely out of scale•This level of intensification is incompatible with the existing neighborhood, infrastructure capacity, and OP policies3. The developer did not disclose critical planning and environmental context•They did not explain what Stable Neighborhoods are or what protections apply•They did not explain the Oak Ridges Moraine, high-sensitivity aquifer areas, or groundwater risks•They did not explain that “Corridor” is not a blanket justification for high density•They did not describe where scientifically planned growth is actually directed (Promenade + MTSA areas)•These omissions mislead residents and misrepresent the planning frameworkPage 5 of 351 Protecting STABLENeighborhoods•Stable Neighborhoods:•“It is the intent of this Plan to ensure that the areas designated ‘Stable Neighbourhoods’… are protected from incompatible forms of development. … All new development shall be compatible with its surrounding context and shall conform with all other applicable policies of this Plan.”••Intensification is directed to the Local Corridors at densities and a scale that is compatible with surrounding areasPage 6 of 351 Aurora Promenade & MTSA: Higher Density and Height Tolerance BUT FOR A REASONAs a Strategic Growth Initiative outlined in OP, the corridor serves to: A. Manage and steer population growth in a planned and orderly manner. B. Effectively alleviate traffic congestion. Page 7 of 351 High Density and Height Tolerance is NOT UNIVERSALOP STRATEGIC GROWTH AREAS (THE INTENDED LOCATIONS)POLICY REQUIREMENTS & SUPPORT1. The Aurora PromenadeDowntown heart, connected to the Yonge Street commercial spine.comDesignated for maximum height and density to support walkability.2. Major Transit Station Areas (MTSA)Near the GO Station.NDesigned to support high-capacity, frequent transit (GO).3. Activity Centers / NodesMust support existing transit, commercial services, and community focus.CONCLUSION:High-density policy is for Transit-Rich, Walkable, Infrastructure-Readyareas.Page 8 of 351 High Density and Height Tolerance is NOT UNIVERSALOP REQUIRED GROWTH CONTEXTTHE REALITY OF THIS SUBJECT SITELocation: Designated Intensification Area / Activity NodeNOTin the Promenade or MTSA.Transit:Frequent transit, strong GO connectivityNOfrequent transit, NOnearbyGO connectionInfrastructure:Fully serviced, ready for high volumeSits on a High-Sensitive Aquiferand Moraine Area.Neighbourhood:Compatibility and IntegrationSurrounded by Stable Neighborhoods(low-density).CRITICAL CONCLUSION (OP CITATION):The proposal for a dramatic leap from lowest to highest density is an abuse of the 'Corridor' policy. The site's sensitivity (Natural Heritage) and lack of services (Infrastructure) render this high-density application incompatible, unsafe, and contrary to the spirit of Responsible Growth Management.Page 9 of 351 Their Proposal: Clogging the Artery of the Wellington West CorridorThe developer submitted a Traffic Study Report last time, concluding that their 116 units would result in only a 'Minimal, Minimal' impact.CONCLUSION: The developer is not fostering intensification; they are actively SABOTAGING our Local Corridor's viability by proposing an incompatible, highest-density form that breaches every principle of responsible growth.The traffic queue usually extends to these locations.High Risk of Traffic AccidentsFew Commuter ParkingPage 10 of 351 *Underground Garbage System:An underground garbage system requires a dry, stable environment. This site cannot provide that. It is a high-water-table moraine.Disguised Height and MassingAlso Implies an Excavation Depth of >10mThe True Scale: More than Five-Storey Monster Buildings Disguised as Four-Storey•The stacked townhouse is presented as Four-Storeyfrom the fronting street (Wellington Street West).•However, the design will reveal more floorsfrom the backside due to the site's grading.•The amenity space QnAinadvertently confirms the Five-Storeyreality. This building exceeds the allowed mass and scale, leading to incompatibilitywith surrounding neighbourhoods. Question:Theproposed amenity space is six times less than the recommended standard…Answer:Thetotal calculation will be a lot higheronce the rooftop terracesare factored inas part of the amenity space requirement.274mBottom of Valley at 262mm:em requirh-waterr-table moraine.eeeeeeeeeeeeeeeeeeeeeeeeeeTargeted Lands at 274mirororoorororrororrroorororrooorroroororororororororororrorroororrrooororoorooonment.Tres a ddrdrdrdrdrddddrdrdddddrdrddrdrddrddddrdddrdrdrddrdrdrdrddrddrdrdddrdddrrrrdrrrrrrrrry,y,yy,y,y,y,yyy,y,y,y,y,y,yyyyyyy,yyyyyy,y,y,yy,yyyy,yyyy,yyy,,,yy,,yyy,y,yy,,y,,,,stable envbliPage 11 of 351 UNCONSCIONABLE DEVELOPMENT: IGNORING ALL CONSTRAINTS The Developer's Reckless Act:•The Aggression: Paving Over an environmentally sensitive site with concrete.•The Density: Jamming 114 townhouses (a massive building mass) into a single, high-risk parcel.•The Location: Directly ADJACENT to a Category 2 ORM area, in a zone defined by NUMEROUS environmental limitations.Page 12 of 351 Developing Upon the Aquifer: A Reckless Pollution Hazard•When a developer cannot build more above ground, digging deeper into the aquifer is not a solution—it's a threat.•Dense construction on a high-water-table moraine is not engineering — it is gambling.•In a landscape defined by sensitive aquifers, steep slopes, and dozens of private wells clusters, excavation itself becomes a hazard. This land is not suitable for deep foundations or dense underground structures.•Garbage Management: A Practical Test of Suitability•Underground chutes = contamination & mechanical-failure risk in a high-water-table moraine.•Curbside collection for 114 units = wind-blown litter, pests, odor, and safety hazards on a fragile local road.•Neither option is acceptable — if waste cannot be managed safely above ground, the site is over-intensified.Page 13 of 351 Pictures Copied from Land Service Group’s Greenwashing Instagram114 Units Built on <1.50 acres (Including Buffer, if any)NUMERICAL MANIPULATIONSix-Storey Monster with Few Parking Lots Floor 1: The foundation for the gym is aggressively sited directly onto the Hydrologically Sensitive, Aquifer-Bearing Subsoil within the Valley land buffer, which also creates an unacceptable 'fishbowl' intrusion into the privacy of adjacent residential backyards.Floor 6•The southern70% of the subject siteis characterized by dense woodlandand significant slopes.•This topography and vegetation are the definitive characteristics of a Valleylandand associated Hazard Lands.•Developer's Action:The developer attempts to deliberately mislead the public by depicting this area as simple 'landscape design'(using generic green dots to "draw trees").•Road Encroachment: The proposed access lanes are designed to extend right to the crest of the Valleyland.•Engineering Risk: This design necessitates massive cut-and-fill operations on the steep slopes.•Policy Violation: Such large-scale earth movement will inevitably compromise the slope stability of the valleyland and surrounding Hazard LandsPage 14 of 351 LSG’s Masterpiece in Aurora: A Design That Flouts ProtectionThe design effectively mandates the destruction of mature trees both on-site and within the environmental buffer.Page 15 of 351 [1:38:30]I just wanted to clarify uh before I make any comments that I didn't misspeak. I did say 1.5 parking spots, not 1.5. Just wanted to put that out there. Um, through Mr. Mary Mr. ramuno just with all the uh the chatter going around the table currently, our OP (Official Plan) as of right states that the developer could submit building opportunity for up to four stories, is that correct? Mr. Ramuno: Through you, Mr. Mayor, that's correct, Councillor. Thank you. I just—I just want to reiterate that we spent years going through our Official Plan, trying to identify an appropriate area for development and intensification, and us as a council did decide that in our Local Corridors and our Regional Corridors was an appropriate place for development. And while I agree there's a lot more work to be done—this is why we have public planning—I believe we are following the process. Yes, do we have some issues with parking? Yes, do we have issues with amenity space and so forth? And we're hearing all these comments. But for me to even fathom putting this to public planning one more time, I just think that it's more red tape that we are being part of that problem of getting those shovels in the ground. We've had this conversation I don't know how many times. And when we're talking on Local Corridors or Regional Corridors such as this, this is an opportunity where we need to actually move this forward. The developer here has a site plan, and a lot of times we don't have nearly AS MUCH information AS what has been presented today. SoI'm actually kind of IMPRESSED. I don't think I've been on Council in any public planning meeting where we've had a complete application with every single report done and completed. Sofor me to suggest, in my mind, put us this public planning is just NOT feasible. I DO believe that this uh is GOOD development. I DO believe that they put their BEST foot forward. I DO believe that they have intentions of taking these comments—at least I hope so. I me I mean that's what I'm looking forward to. I'm looking forward to SOME changes in the parking, the amenity space, and and some of the other concerns that are being presented today. That is why we have these meetings at public planning, and that is why I'm in favor of pushing this through the Committee the Whole <mark>Committee of the Whole</mark>—because I want to see some of those changes. But I also don't want to be part of that issue of stalling these projects. We've only Built 147 or so four units built 147 or so units in all of 2024*. We have met with hardly anything. If we were actually going to be serious about actually building some houses in our town, we have toactually beBOLDand making some choices. But right now, the way I see it, and the way this development is, it's conforming with what our current op is. Our zoning is not up to date and hasn't got ahead of it but it's not Off the Mark. So I just—I just—I'm sorry Councillor Garner, I do disagree with some of those comments as far as OP. I do believe that it is it does conform. And I'm just going to throw out there, if we are going to be reducing that density in a in a lot of like a high measure, that means per unit that's going to be a lot more expensive. So it's—it's YOU ARE DAMNED if you do, YOU ARE DAMNED if you don't. So if you can meet in the middle, that's great. Because I believe that this developer could have come in with a much higher density at four stories, but is stacked back-to-back towns with a lot lower density. They probably could have come forward with—I'm just glad that we have this opportunity right now to hear the residents, get that feedback. I know I've shared that with the developers as well, the exact same kind of concerns. And so, just validate some of those concerns are real. And I look forward to seeing what comes back at the Community Whole and what those changes look like. Thanks.A Euphoria Comment to Planning Excellence: Ward 2 Councilor's Enthusiastic TestimonyExcerpt from January 21, 2025 Public Planning Meeting Archive Video, Town of Aurora’s Youtube Channel.*As of the meeting date, the town alone (not OLT) had approved about 4200 units of housing. The target number by 2031 is 8000.Page 16 of 351 AFFORDABILITY: The Unaffordable Cost of Irresponsible Growth•The land cannot afford explosive, patchwork, ad-hoc intensification.•This sensitive landscape — with its valleys, slopes, and ecological functions — cannot absorb sudden, mining-style grading and aggressive high-density construction without irreversible environmental cost.•Wellington Street West and Schools cannot afford the traffic burden of 114 stacked town units times 5 residents each.•These roads are already fragile, over-capacity, and lack the transit infrastructure required to support high-density corridor development.•Residents cannot afford to study in substandard, temporary portable classrooms.•Residents cannot afford to subsidize lucrative private developments through higher taxes and long-term infrastructure liabilities.•When developers profit but externalize risk — geotechnical, environmental, servicing, traffic — the financial burden shifts directly to taxpayers.•Aurora thrives because thousands of residents commute long distances to support this town with their taxes and labor. They cannot afford planning chaos.•Public leadership must remember who carries the burden of these decisions.•Aurora GO cannot afford the surge in parking demand and commuter volume.•The station is already strained, and there is no planned expansion capable of absorbing hundreds of additional daily riders and vehicles.•Without meaningful transit upgrades, added density simply worsens regional mobility and resident quality of life.•Aurora’s housing market is experiencing a severe correction, forcing a painful ‘AFFORDABILITY' through sharp price depreciation.•Disappointed and angry Residents cannot absorb these sudden financial losses when attempting to sell, and are being trapped by the destabilizing pressure of adding high-density supply at this inappropriate location and inopportune time, preventing them from fulfilling their desire to leave Aurora.•Residents cannot afford to continue funding some decision-maker who demonstrates an ongoing failure to perform due diligence.Page 17 of 351 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Delegation Request This request and any written submissions or background information for consideration by either Council or Committees of Council is being submitted to Legislative Services. Council or Committee (Choose One) * Committee of the Whole Council or Committee Meeting Date *  2025-12-2 Subject * CoW Delegation request Agenda item 7.2 Full Name of Spokesperson and Name of Group or Person(s) being Represented (if applicable) * Shawn Deane Brief Summary of Issue or Purpose of Delegation * I wish to share comments during CoW Delegation request Agenda item 7.2 Have you been in contact with a Town staff or Council member regarding your matter of interest? * Yes No I acknowledge that the Procedure By-law permits five (5) minutes for Delegations. * Agree I acknowledge that I understand and accept the delegate conduct expectations as outlined in Section 32(b) of the Procedure By-law 6228-19, as amended (link below) * Agree Click to view Procedure By-law 6228-19, as amended.  Page 18 of 351 Town of Aurora Accessibility Advisory Committee Meeting Minutes Date: Time: Location: Wednesday, November 12, 2025 7 p.m. Holland Room, Aurora Town Hall Committee Members: Councillor Wendy Gaertner* (Chair) Lois Davies (arrived at 7:05 p.m.) Alison Hughes* (Vice Chair) John Lenchak Elaine Martini* (arrived at 7:09 p.m.) Jo-anne Spitzer Marilyn Williams Other Attendees: Gregory Peri, Accessibility Advisor Julia Shipcott, Council/Committee Coordinator *Attended electronically _____________________________________________________________________ 1. Call to Order The Chair called the meeting to order at 7:07 p.m. 2. Land Acknowledgement The Committee acknowledged that the meeting took place on Anishinaabe lands, the traditional and treaty territory of the Chippewas of Georgina Island, recognizing the many other Nations whose presence here continues to this day, the special relationship the Chippewas have with the lands and waters of this territory, and that Aurora has shared responsibility for the stewardship of these lands and waters. It was noted that Aurora is part of the treaty lands of the Mississaugas and Chippewas, recognized through Treaty #13 and the Williams Treaties of 1923. 3. Approval of the Agenda Page 19 of 351 Accessibility Advisory Committee Meeting Minutes November 12, 2025 2 Moved by Marilyn Williams Seconded by Jo-anne Spitzer That the agenda as circulated by Legislative Services be approved. Carried 4. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. 5. Receipt of the Minutes 5.1 Accessibility Advisory Committee Meeting Minutes of September 10, 2025 Moved by Jo-anne Spitzer Seconded by Marilyn Williams 1. That the Accessibility Advisory Committee meeting minutes of September 10, 2025, be received for information. Carried 6. Delegations None. 7. Matters for Consideration 7.1 Memorandum from Accessibility Advisor; Re: Condominium Application CDM-2025-01 (Submission 1), 32 Don Hillock Drive Staff provided an overview of the condominium application for the subject property including comments to be submitted to the Planner on behalf of the Committee. The Committee and staff discussed various aspects of the application and further suggestions were made regarding consideration for (1) adding tactile plates to the top step of external staircases located along the back and side of the property, (2) ensuring automatic door openers with door delays are installed on all entry doors, (3) the addition of one barrier-free parking spot as per requirements, for a Page 20 of 351 Accessibility Advisory Committee Meeting Minutes November 12, 2025 3 total of three, (4) relocation of the curb ramp from the side of the first barrier-free parking spot to adjacent to the access aisle to provide access to all users, (5) moving both barrier-free parking spots - or placing the one additional barrier-free parking spot - midway along the front of the building, and (6) suggesting a ramp be installed to replace the staircase at the external corner of the building. Moved by John Lenchak Seconded by Jo-anne Spitzer 1. That the memorandum regarding Condominium Application CDM- 2025-01 (Submission 1), 32 Don Hillock Dr. be received; and 2. That the Accessibility Advisory Committee comments regarding Condominium Application CDM-2025-01 (Submission 1) be received and referred to staff for consideration and further action as appropriate. Carried 7.2 Round Table Discussion; Re: Town of Aurora Multi-Year Accessibility Plan 2022 to 2026 (Link to Multi-Year Accessibility Plan) Staff provided the following updates:  With the expiration of the current Multi-Year Accessibility Plan in 2026, staff will gather feedback from the community and the Committee and collaborate with various Town departments in preparation for future projects.  Staff received the third Ministry of Seniors and Accessibility Compliance audit and provided a submission, resulting in the Town receiving full compliance.  Staff across multiple departments will review the submission to Accessibility for Ontarians with Disabilities Act, 2005 (AODA), due by the end of the year.  Treat Accessibly, occurring at the Aurora Farmers' Market on October 25, received a wonderful turnout, with many visitors in costume and vendors providing treats. 30 new signups were added in October, for a total of 126. Page 21 of 351 Accessibility Advisory Committee Meeting Minutes November 12, 2025 4  Evacuation chairs, while not currently required at Town Square due to new fire prevention features incorporated into the new building, will be considered for older buildings owned by the Town.  Accessible Standards Canada is issuing an accessible evacuation standard for review, working towards a goal of making federal entities across Canada accessible by 2040.  Staff attended the Ontario Network of Accessibility Professionals conference, and shared concerns with the Deputy Minister of Seniors and Accessibility about improving legislation to raise minimum building standards, and the Deputy Minister provided a response regarding outreach and education.  Staff reported that two presentations will be made at the December Committee meeting regarding the Town Hall front parking redesign, and the Aurora Promenade Streetscape revitalization.  Staff provided an update on the Yonge Street Multi-Use path design running from Industrial Parkway South to Bloomington Road. The west side will incorporate a multi-use path while the east side will incorporate a sidewalk. Design is currently at 90% with multiple accessibility features and seating to be incorporated. A public open house is scheduled on November 20, 2025 from 5 – 7 p.m. at the Aurora Public Library. The Committee and staff further discussed snow clearing at bus stops and accessible ride services available through various providers. Moved by Elaine Martini Seconded by Jo-anne Spitzer 1. That the Accessibility Advisory Committee comments regarding the Town of Aurora Multi-Year Accessibility Plan 2022 to 2026 be received and referred to staff for consideration and action as appropriate. Carried 8. Informational Items None. 9. New Business Page 22 of 351 Accessibility Advisory Committee Meeting Minutes November 12, 2025 5 The Committee and staff discussed concerns surrounding the feasibility of maneuvering and storage of new 95-gallon wheeled bins recently delivered to Town residents, and expressed an interest in providing feedback on behalf of residents with accessibility concerns. 10. Adjournment Moved by John Lenchak Seconded by Alison Hughes That the meeting be adjourned at 8:42 p.m. Carried Page 23 of 351 Town of Aurora Finance Advisory Committee Meeting Minutes Date: Time: Location: Tuesday, November 18, 2025 5:45 p.m. Holland Room, Aurora Town Hall Committee Members: Mayor Tom Mrakas (Chair) Councillor Harold Kim Members Absent: Councillor Michael Thompson Other Attendees: Councillor John Gallo Rachel Wainwright-van Kessel, Director, Finance Elizabeth Adams-Quattrociocchi, Manager, Financial Reporting and Revenues Jason Gaertner, Manager, Financial Management Michelle Hoang, Supervisor, Accounting Julia Shipcott, Council/Committee Coordinator _____________________________________________________________________ 1. Call to Order The Chair called the meeting to order at 5:47 p.m. The Mayor relinquished the chair to Councillor Kim at 6:04 p.m. during consideration of item 7.1 Memorandum from Supervisor, Accounting; Re: 2025 Audit Planning Report and reassumed the chair at 6:09 p.m. 2. Land Acknowledgement The Committee acknowledged that the meeting took place on Anishinaabe lands, the traditional and treaty territory of the Chippewas of Georgina Island, recognizing the many other Nations whose presence here continues to this day, the special relationship the Chippewas have with the lands and waters of this territory, and that Aurora has shared responsibility for the stewardship of these lands and waters. It was noted that Aurora is part of the treaty lands of the Page 24 of 351 Finance Advisory Committee Meeting Minutes November 18, 2025 2 Mississaugas and Chippewas, recognized through Treaty #13 and the Williams Treaties of 1923. 3. Approval of the Agenda Moved by Councillor Kim Seconded by Mayor Mrakas That the agenda as circulated by Legislative Services be approved. Carried 4. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. 5. Receipt of the Minutes 5.1 Financial Advisory Committee Meeting Minutes of September 16, 2025 Moved by Councillor Kim Seconded by Mayor Mrakas 1. That the Finance Advisory Committee meeting minutes of September 16, 2025, be received for information. Carried 6. Delegations None. 7. Matters for Consideration 7.1 Memorandum from Supervisor, Accounting; Re: 2025 Audit Planning Report Kevin Travers, Lead Audit Engagement Partner, KPMG, presented a summary of the Town's 2025 Audit Planning Report, highlighting key items including materiality calculation, involvement of an actuarial specialist for employee benefits, scope of total revenue, risk assessment summary, inquiry Page 25 of 351 Finance Advisory Committee Meeting Minutes November 18, 2025 3 requirements for those charged with governance, key milestones and deliverables. Also noted were proposed accounting standards for the Canadian public sector with the launch of section PS 1202 Financial statement presentation that will apply to fiscal years beginning April 1, 2026 (Town's December 21, 2027 year-end). Hitesh Sharma, Audit Manager, KPMG, presented a brief overview of material misstatement risk assessment tests performed and their results. In response to Committee inquiries, Kevin Travers provided clarification on matters including upcoming changes to the separation of liabilities related to development charges, One Investment auditing procedures, best practices with regard to the materiality percentage, detection of fraud risks and other high-risk areas typical to a municipality, high-risk criteria filtering processes, procurement oversight within the scope of predictability, depreciation rates and cyber security auditing. Staff provided clarification to Committee inquiries on the applicability of Bill C59's Environmental, Social and Governance mandate to municipalities, auditing of the Town’s assets, status of a Town whistleblower program to address perceived fraud, and collection and benchmarking of data analytics through Access Aurora's planned CRM program. Moved by Councillor Kim Seconded by Mayor Mrakas 1. That the memorandum regarding 2025 Audit Planning Report be received; and 2. That the Finance Advisory Committee comments regarding 2025 Audit Planning Report be received and referred to staff for consideration and further action as appropriate. Carried 8. New Business None. 9. Adjournment Page 26 of 351 Finance Advisory Committee Meeting Minutes November 18, 2025 4 Moved by Councillor Kim Seconded by Mayor Mrakas That the meeting be adjourned at 6:19 p.m. Carried Page 27 of 351 Town of Aurora Community Recognition Review Advisory Committee Meeting Minutes Date: Time: Location: Wednesday, November 12, 2025 10 a.m. Holland Room, Aurora Town Hall Committee Members: Mayor Tom Mrakas (Chair)* Diane Buchanan Phiona Durrant* Arif Faheem Khan* Elaine Martini* Jo-anne Spitzer Patricia Wallace (Vice Chair) Other Attendees: Adam Robb, Manager, Policy Planning and Heritage Shelley Ware, Supervisor, Special Events Linda Bottos, Council/Committee Coordinator *Attended electronically _____________________________________________________________________ 1. Call to Order The Chair called the meeting to order at 10:05 a.m. 2. Land Acknowledgement The Committee acknowledged that the meeting took place on Anishinaabe lands, the traditional and treaty territory of the Chippewas of Georgina Island, recognizing the many other Nations whose presence here continues to this day, the special relationship the Chippewas have with the lands and waters of this territory, and that Aurora has shared responsibility for the stewardship of these lands and waters. It was noted that Aurora is part of the treaty lands of the Mississaugas and Chippewas, recognized through Treaty #13 and the Williams Treaties of 1923. Page 28 of 351 Community Recognition Review Advisory Committee Meeting Minutes November 12, 2025 2 3. Approval of the Agenda Moved by Patricia Wallace Seconded by Phiona Durrant That the agenda as circulated by Legislative Services be approved. Carried 4. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. 5. Receipt of the Minutes 5.1 Community Recognition Review Advisory Committee Meeting Minutes of June 11, 2025 Moved by Jo-anne Spitzer Seconded by Elaine Martini 1. That the Community Recognition Review Advisory Committee Meeting Minutes of June 11, 2025, be received for information. Carried 6. Delegations None. 7. Matters for Consideration 7.1 Round Table Discussion; Re: Inclusion of Heritage Award Staff provided background and an overview of the potential to add the Heritage Award as a category as suggested by the Heritage Advisory Committee. The Committee and staff discussed solidifying the eligibility criteria, timelines, and next steps for inclusion next year. There was further discussion regarding the selection process and that it adheres to the evaluation matrix. Page 29 of 351 Community Recognition Review Advisory Committee Meeting Minutes November 12, 2025 3 The Committee supported the inclusion of the Heritage Award as an additional category. Moved by Diane Buchanan Seconded by Phiona Durrant 1. That the Community Recognition Review Advisory Committee comments regarding Inclusion of Heritage Award be received and referred to staff for consideration and further action as appropriate. Carried 7.2 Round Table Discussion; Re: Alternate Location for the Awards Ceremony The Committee discussed the possibility of an alternate venue for the awards ceremony instead of the Council Chambers at Town Hall. The Committee suggested to consider another Town facility noting that the location should enhance the overall experience of the ceremony while maintaining cost and accessibility. It was suggested that the Performance Hall at Town Square should be explored as a possible alternate venue. A further suggestion was made to gather feedback from past award recipients regarding an alternate venue, and staff agreed to follow up. Moved by Elaine Martini Seconded by Diane Buchanan 1. That the Community Recognition Review Advisory Committee comments regarding Alternate Location for the Awards Ceremony be received and referred to staff for consideration and further action as appropriate. Carried 8. Informational Items None. 9. New Business The Committee requested that the current Community Recognition Award evaluation matrix be included for review and discussion at the next meeting. Page 30 of 351 Community Recognition Review Advisory Committee Meeting Minutes November 12, 2025 4 10. Adjournment Moved by Elaine Martini Seconded by Phiona Durrant That the meeting be adjourned at 10:41 a.m. Carried Page 31 of 351 Town of Aurora Parks and Recreation Advisory Committee Meeting Minutes Date: Time: Location: Thursday, November 20, 2025 7 p.m. Holland Room, Aurora Town Hall Committee Members: Michael Thompson (Chair) Bo Brkic Lindsay Carvalho* Michelle Dakin (Vice Chair) Jessie Fraser* Steve Hall Charles Legge Sean Noble* Members Absent: Irene Clement Shannon Ippolito Other Attendees: Michelle Johnson, Coordinator, Collections and Exhibitions Hailey Jones, Sport and Community Development Specialist* Glen McArthur, Engineer, Municipal Matthew Volpintesta, Manager, Parks and Fleet Divisions* Lisa Warth, Manager, Recreation Linda Bottos, Council/Committee Coordinator *Attended electronically _____________________________________________________________________ 1. Call to Order The Chair called the meeting to order at 7 p.m. 2. Land Acknowledgement The Committee acknowledged that the meeting took place on Anishinaabe lands, the traditional and treaty territory of the Chippewas of Georgina Island, Page 32 of 351 Parks and Recreation Advisory Committee Meeting Minutes November 20, 2025 2 recognizing the many other Nations whose presence here continues to this day, the special relationship the Chippewas have with the lands and waters of this territory, and that Aurora has shared responsibility for the stewardship of these lands and waters. It was noted that Aurora is part of the treaty lands of the Mississaugas and Chippewas, recognized through Treaty #13 and the Williams Treaties of 1923. 3. Approval of the Agenda Moved by Michelle Dakin Seconded by Steve Hall That the agenda as circulated by Legislative Services be approved. Carried 4. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. 5. Receipt of the Minutes 5.1 Parks and Recreation Advisory Committee Meeting Minutes of September 18, 2025 Moved by Sean Noble Seconded by Jessie Fraser 1. That the Parks and Recreation Advisory Committee meeting minutes of September 18, 2025, be received for information. Carried 6. Delegations None. 7. Matters for Consideration 7.1 Memorandum from Collections and Exhibitions Coordinator; Re: Community Reflection Space Design Update Page 33 of 351 Parks and Recreation Advisory Committee Meeting Minutes November 20, 2025 3 Staff provided a brief overview of the memorandum and update regarding the selection of Town Hall as Aurora’s new Community Reflection Space. Adam Nordfors, Associate, Landscape Architecture, FOTENN, presented an overview of the design development approach and key elements of the thirty percent design proposal for the Community Reflection Space. The Committee, staff, and consultant discussed various aspects of the space including concerns regarding how to maintain a clear distinction between a quiet reflection space and political activity; multi-purpose vehicle barriers; creation of a natural, secluded space that encourages peaceful interaction; and possible use of the space as a shortcut. Moved by Steve Hall Seconded by Charles Legge 1. That the memorandum regarding Community Reflection Space Design Update be received; and 2. That the Parks and Recreation Advisory Committee comments regarding Community Reflection Space Design Update be received and referred to staff for consideration and further action as appropriate. Carried 7.2 Memorandum from Manager, Recreation; Re: Sport Plan Working Groups - Consultation Staff presented an update on the approach to implementing some of the strategies of the Sport Plan Update noting that diversity, equity, and inclusion (DEI) is now part of the overarching goal and flows through all four pillars of the Plan. Staff further provided an overview of the updated sport action plan including the launching of a Leadership Working Group, Governance Working Group, and Environmental Scan Working Group, with a focus on obtaining feedback on the environmental scan surveys toward a better understanding of who is being served in Aurora’s sport landscape. The Committee and staff discussed aspects of the environmental scan cohort 1 and cohort 2 survey questions including the risk of duplication of data collection and burden on LSOs (local sport organizations) and CSOs (community sport organizations); consistency of data collection over time; feedback to reduce cohort 1 questions; benefits of participation in survey; Page 34 of 351 Parks and Recreation Advisory Committee Meeting Minutes November 20, 2025 4 communication languages; provision of opt-out mechanism for questions and identification of baseline questions for participation; and flexibility in the timing and collection periods to complete surveys. Moved by Sean Noble Seconded by Bo Brkic 1. That the memorandum regarding Sport Plan Working Groups - Consultation be received; and 2. That the Parks and Recreation Advisory Committee comments regarding Sport Plan Working Groups - Consultation be received and referred to staff for consideration and further action as appropriate. Carried 8. Informational Items 8.1 Memorandum from Manager of Parks and Fleet; Re: 2026 Budget: Park Projects Staff provided a brief overview of the memorandum including major projects for 2026 and continuing multi-year projects. The Committee inquired about the Fleury Park renovations and staff provided a response. Moved by Bo Brkic Seconded by Steve Hall 1. That the memorandum regarding 2026 Budget: Park Projects be received for information. Carried 9. New Business The Committee requested that staff provide an update at the next meeting regarding the status of work being done on an additional indoor (dome) field, and staff agreed to follow up. Page 35 of 351 Parks and Recreation Advisory Committee Meeting Minutes November 20, 2025 5 10. Adjournment Moved by Michelle Dakin Seconded by Charles Legge That the meeting be adjourned at 8:19 p.m. Carried Page 36 of 351 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Committee of the Whole Report No. CMS 2 5 -0 34 Subject: Municipal Alcohol Policy – 2025 Update Prepared by: John Firman, Manager, Business Support Department: Community Services Date: September 9, 2025 Recommendation 1. That Report No. CMS25-034 be received; and 2. That the updated Municipal Alcohol Policy be approved. Executive Summary The purpose of this report is to update the Municipal Alcohol Policy.  The Municipal Alcohol Policy is due for review.  Staff considered input from various sources during the policy review.  Minimal changes were required to update the Policy. Background The Municipal Alcohol Policy is due for review. In response to changes in Provincial Legislation related to consumption of alcohol in outdoor public spaces, the Town prepared a Municipal Alcohol Policy update in 2014. This policy update was informed in part by a review of municipal alcohol policy recommendations conducted by York Region Public Health, in which Town of Aurora staff participated. Page 37 of 351 December 2, 2025 2 of 4 Report No. CMS25-034 The resulting Municipal Alcohol Policy was approved by Council and came into effect on April 18, 2014. As this policy is now more than 11 years old it is due for a review. Analysis Staff considered input from various sources during the policy review. During the policy review staff consulted with Parks Operations, Legal Services, Town Clerk, Accessibility Advisor, Bylaw and Special Events staff, considered feedback from clients from the past several years, and consulted with the Parks and Recreation Advisory Committee. Minimal changes were required to update the Policy. No major change requirements were identified in the review process. The primary changes to the policy include:  Ensuring compliance with requirements outlined in the AGCO’s Liquor License and Control Act (which was updated in 2019) – only minor changes related to updates to Smart Serve certificates, definitions of event types, etc.  Update insurance requirements to comply with Town’s Facility Users Insurance Policy  Updates to permitting process section  Add guidelines for what is considered a “Municipally Significant Event”  Updates to eligible and ineligible facilities Advisory Committee Review Parks and Recreation Advisory Committee, September 18, 2025, which recommended the policy should provide information about what level of security is considered sufficient. This has been addressed by outlining the different requirements for low/medium/high-risk events. Page 38 of 351 December 2, 2025 3 of 4 Report No. CMS25-034 Legal Considerations The updated Municipal Alcohol Policy serves as a proactive risk management tool, demonstrating the Town’s due diligence and commitment to public safety, legal compliance, and responsible stewardship of municipal facilities. The proposed policy has been reviewed by key staff, the Corporate Management Team and the Executive Leadership Team in accordance with the Town’s policy program. Financial Implications There are no financial implications resulting from this report. Communications Considerations The updated policy will be posted on the Town’s website and provided to affected groups and individuals during the permit application process. Climate Change Considerations The recommendations from this report do not impact greenhouse gas emissions or impact climate change adaptation. Link to Strategic Plan Ensuring the safe use of Town facilities for events supports the Strategic Plan goal of Supporting an exceptional quality of life for all in its accomplishment in satisfying requirements in the following key objective within this goal statement: Encouraging an active and healthy lifestyle. Alternative(s) to the Recommendation 1. Council can provide further direction. Conclusions That the updated Municipal Alcohol Policy be approved as presented. Page 39 of 351 December 2, 2025 4 of 4 Report No. CMS25-034 Attachments Municipal Alcohol Policy – 2025 (marked up) Municipal Alcohol Policy – 2025 (clean) Previous Reports None Pre-submission Review Agenda Management Team review on November 12, 2025 Approvals Approved by Robin McDougall, Director, Community Services Approved by Doug Nadorozny, Chief Administrative Officer Page 40 of 351 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Municipal Alcohol Policy Business Support Division Contact: Manager, Business Support Approval Authority: Aurora Town Council Effective: April 8, 2014 Revised: September 12, 2025 ______________________________________________________________________________________ Municipal Alcohol Purpose The Corporation of The Town of Aurora (the “Town”) is committed to providing a safe, secure, and enjoyable environment for employees, volunteers, patrons and the public. This includes ensuring that all events where alcohol is served or sold under a facility permit and a special occasion permit (“S.O.P.”) are properly managed in accordance with the Occupiers Liability Act, R.S.O. 1990, c. O.2, as amended, the Liquor Licence and Control Act, 2019, S.O. 2019, c. 15, Sched. 22, as amended, and the requirements of the Alcohol and Gaming Commission of Ontario (the “A.G.C.O.”). This policy outlines the expectations for Town employees, volunteers, Town Council, permit holders, patrons, and the public regarding alcohol use at Town facilities for events which require both a facility permit and an S.O.P. Its objectives are to: • Provide clear procedures to manage risks associated with serving and / or selling alcohol in compliance with all applicable legislation • Promote and support responsible alcohol use, while respecting the choice not to consume alcohol Scope This policy sets standards and guidelines for Town employees, volunteers, Council, permit holders, patrons and the public regarding the serving and / or selling of alcohol at events at Town facilities that require both a facility permit and an A.G.C.O.-issued S.O.P. A Facility Permit is needed any time permission has been granted for use of Premises. A Permit Holder shall obtain a Facility Permit from Community Services, in order for an Event, requiring a Special Occasion Permit, to be held on Premises. Community Services Page 41 of 351 2 is responsible for administering Facility Permits, on behalf of the Town, and oversees its regulation. A Special Occasion Permit is needed any time Alcohol is offered for sale or served anywhere other than in a licensed establishment or a private place. The AGCO is responsible for administering the Liquor Licence Act and oversees the regulation of the Special Occasion Permit program, while the LCBO reviews and issues Special Occasion Permits on behalf of the AGCO. This policy does not apply to Town-run events or events operated by third parties under contract with the Town. Definitions Alcohol / Liquor Spirits, wine, and beer, or any combination, in any form fit for human consumption, alone or mixed. The terms “alcohol” and “liquor” are used interchangeably. Director The Director of Community Services for the Town, or their designate or successor. Employee(s) All Town staff. Event(s) Special occasions as prescribed by section 2 of Ontario Regulation 747/21, under the Liquor Licence and Control Act, 2019, including private, charity, and industry promotional events, where alcohol will be served / sold under a facility permit and S.O.P., and includes set-up, tear down, clean-up, and related activities. Facility / Facilities Any physical property, buildings, parks, sports fields, or other premises owned, leased, and/or controlled by the Town. Facility Permit A permit issued by Community Services for the use of a Town facility. Fees and Charges By-law The Town’s Fees and Charges By-law, as may be amended from time to time, or its successor. Incident / Accident Form A form prescribed by the Town for the purpose of documenting details of an incident / accident. Page 42 of 351 3 Industry Promotional Event A public event at which a manufacturer, a licensed representative of a manufacturer, or the event organizer acting on behalf of either, may provide and sell samples of liquor at cost or less and take orders for liquor purchases, and that is conducted for the purpose of promoting a manufacturer’s products. Liquor Spirits, wine and beer or any combination thereof and includes any alcohol in a form appropriate for human consumption as a beverage, alone or in combination with any other matter. The terms “alcohol” and “liquor” are used interchangeably in this policy. Liquor Licence and Control Act Liquor Licence and Control Act, 2019, as amended Municipally Significant Event A public event, occurring annually or infrequently, with set start and end times, that: • Has local, regional, national, or international historical or cultural significance; • Promotes awareness of diverse cultures; or • Provides a broad community benefit. Outdoor Event An event that is held at an outdoor facility. Park(s) Land and land covered by water and all portions thereof owned by or made available by lease, agreement, or otherwise to the Town, that is or hereafter may be established, dedicated, set apart or made available for use as public open space or trail, and that has been or hereafter may be placed under the jurisdiction of the Director.Any real property owned, leased, or otherwise controlled by the Town for public use as open space, trails, or other recreational purposes. Permit Holder The person or organization applying for or named on a Facility Permit and/or SOP, as applicable, and who is responsible for the event. Premises Facilities and/or Parks. Policy This Municipal Alcohol Policy Private Event Page 43 of 351 4 An event for invited guests only, that is conducted without the intention of gain or profit from the sale of liquor. Public Event Events that are open to the public, and which may be advertised, and where fundraising and / or profit from the sale of liquor is permitted. Public events include charity events, tailgate events, industry promotional events, and municipally significant events. Smart Serve A responsible liquor service training program for the Ontario hospitality industry, as approved by A.G.C.O, for the safe and responsible sale and service of alcohol. Smoke Free Ontario Act The Smoke-Free Ontario Act, S.O. 1994, c. 10, as amended Special Occasion Permit (S.O.P.) A permit issued under the Liquor Licence and Control Act, 2019, as may be amended. Special Occasion Permit Guide The A.G.C.O. guidelines for S.O.P.s. Town The Corporation of the Town of Aurora Volunteer(s) A person(s) who performs services without pay. Policy A facility permit is required whenever a Town facility is used for an event. An S.O.P. is required any time alcohol is sold or served anywhere other than in a licensed establishment or a private place. If alcohol will be served or sold at the event, the Permit Holder must first obtain a Facility Permit from Community Services prior to applying to the AGCO for an S.O.P. • Community Services administers Facility Permits on behalf of the Town. • AGCO oversees the S.O.P. program under the Liquor Licence and Control Act, 2019. • The LCBO reviews S.O.P. requests and issues the S.O.P.s on AGCO’s behalf. • Permit Holders must comply with the Facility Permit, S.O.P. requirements, and the AGCO’s Special Occasion Permit Guide. Facility Permit A permit holder must: Page 44 of 351 5 • Be of the provincial legal drinking age of 19 years; • Apply to Community Services for a facility permit, which must be completed at least: o sixty days before the event for events which are to take place in a park; or o thirty days before the event for the use of all other facilities. • Upon receiving written approval from the Town, apply for an S.O.P. Authority When an application for a facility permit is received by the Town with respect to an event where the permit holder wishes to serve alcohol, the issuance of the facility permit is at the sole discretion of the Director, who may choose to fully grant or refuse the permit, or grant the permit with conditions. In reaching their decision, the Director should consider the following factors: • The nature, type, size, and purpose of the event • The location of the event, including its proximity to sensitive areas (e.g., schools, playgrounds), and its potential impact on neighbouring properties and users • Proximity to public transportation services • Evidence that the conditions listed under the Additional Requirements section of this policy have been satisfied, as appliable • Risk to public safety or the public interest • Whether the permit holder is in good standing with the Town, with no unresolved issues of non-compliance related to this policy or related Town by-laws, policies, programs, and procedures • Compliance with the Liquor Licence & Control Act, 2019, and all relevant federal, provincial and municipal statues, regulations, and by-laws pertaining to the event • Any additional factors, information, or documentation deemed relevant to the Town for the purposes of administering the application for a facility permit, as requested by the Director at the Director’s discretion. Terms and Conditions In addition to standard facility permit terms and conditions, a permit holder must: • Provide proof to Community Services of an approved S.O.P. at least 14 days prior to the event. • Ensure that all individuals selling and / or serving liquor have valid Smart Serve certification and that proof of same is provided to Community Services at least 14 days prior to the event, subject to the following: o A minimum of two Smart Serve certified servers are required at each event; and Page 45 of 351 6 o Smart Serve certificates must indicate an expiration date that occurs after the date of the event. • Submit a signed Waiver, Release, and Indemnity to Community Services at least 14 days prior to the event (see Schedule “A”Municipal Alcohol Procedure). • Follow all conditions of the Facility Permit and the Liquor Licence and Control Act, 2019. Prohibited Methods and Practices A Permit Holder shall not: • Supply alcohol except as authorized in writing by the Town and the AGCO • Require alcohol or drink purchases for entry to or participation at the event • Promote excessive drinking or vary alcohol pricing • Offer free alcohol as a contest prize • Allow alcohol vending machines, gambling, drunkenness, or disorderly conduct Operational Requirements A Permit Holder must follow the following operational requirements: Presence & Posting • Be present at the facility for the entire duration of the event. • Post the S.O.P. in a conspicuous location at the facility, and/or keep it available for inspection. Alcohol Supply & Records • The alcohol must be purchased exclusively from authorized retailers (e.g.: LCBO, the Beer Store, or licensed manufacturers). • All purchase receipts must be available for inspection at the facility during the event. • Alcohol may only be served during the hours listed on the Facility Permit and the S.O.P. • All unserved alcohol must remain behind the bar. • Alcohol must be served in non-glass containers unless otherwise approved by the Director. • Wine glasses may be placed on tables and used only during a sit-down event. Record-Keeping Requirements • The Permit Holder must maintain detailed records of all alcohol purchases, sales, and inventory associated with the S.O.P. • All records must be retained for a minimum of one yearsix months and made available to Town employees, the A.G.C.O, or law enforcement, upon request. Page 46 of 351 7 Food & Beverage Service • Food must be made available to event attendees within 30 minutes of the initial alcohol service and remain accessible until the event concludes. • A minimum of 30 per cent of the alcoholic beverages being offered must have a low alcohol content (e.g. light beer). • Non-alcoholic beverages must be available throughout the event and must either be complimentary or priced lower than the alcoholic options. Security & Safety • Sufficient security personnel must be present to prevent unauthorized access to the event and to uphold and enforce the facility permit requirements, S.O.P. requirements, and the requirements of the Liquor Licence and Control Act, 2019. • The level of risk associated with the event will be based on the following: o nature and type of event o size of the facility/event space o number and age of attendees • Events will be required to engage security as per the assessed risk level: o Low-risk events – no security required o Medium-risk events – paid security and/or paid-duty Bylaw Officers required o High-risk events - paid security and paid-duty Bylaw Officers and/or paid- duty York Regional Police Officers required o The number of security personnel required shall be proportional to the number of anticipated attendees • All security costs are the sole responsibility of the permit holder. • At the Director’s discretion, the permit holder may be required to provide the Town with a security plan for the event. • Safe transportation options must be encouraged for all attendees. • Clear signage promoting Designated Driver programs and transit/taxi services must be displayed. • Assist intoxicated guests by contacting a friend, family member, taxi service, or local authorities, as necessary. Age Compliance • Alcohol must not be served or sold to anyone under 19 years of age, or to anyone who appears to be under 19. • Government-issued photo identification must be checked prior to serving alcohol to any individual who appears to be under 19 years of age. • Where required, identification must also be checked prior to admitting underage individuals to the event. Page 47 of 351 8 • Only the following forms of identification are acceptable for the purpose of verifying age pursuant to this policy, so long as they are valid (not expired), include a photo, and show the person’s date of birth: o Driver’s Licence issued by a Canadian province o Passport o Canadian citizenship card issued before February 1, 2012 o Canadian Armed Forces identification card o Secure Certificate of Indian Status issued by the Government of Canada o LCBO-issued BYID card o Permanent Resident Card issued by the Government of Canada o Ontario Photo Card issued under the Photo Card Act, 2008 o Equivalent foreign photo identification such as a European Union identity card Access & Conduct • Access behind the bar must be restricted at all times to authorized personnel, including the permit holder, event staff, employees, AGCO representatives, law enforcement officers, inspectors, and manufacturer agents. • Police officers and AGCO inspectors must be granted full access to the licensed facility and any adjacent areas under event control. • Event staff and volunteers are strictly prohibited from consuming alcohol before or during the event. • Drunkenness, unlawful gambling, disorderly behaviour, and violent conduct are not permitted under any circumstances. Signage • All signs as required by the Town or the AGCO must be prominently displayed at the event for the duration of the event, in sufficient quantity so that all attendees have an opportunity to view them. • All alcohol, containers, and service-related signs must be removed from the facility within 45 minutes following the conclusion of the event. Additional Event-Specific Requirements Industry Promotional Events • A detailed sketch of the event area must be provided, which must indicate the dimensions and boundaries of the facility to which the facility permit would apply. • If the event is conducted for market research purposes in an open area, a physical barrier must be installed to clearly delineate the event space from any surrounding areas not covered by the facility permit. The barrier must be a minimum of 36 inches (0.9 metres) in height. Page 48 of 351 9 Outdoor Events • A detailed sketch of the event area must be provided, which must indicate the dimensions and boundaries of the facility to which the facility permit would apply. • A physical barrier must be installed to clearly delineate the event space from any surrounding areas not covered by the facility permit. The barrier must be a minimum of 36 inches (0.9 metres) in height. • At the permit holder’s expense, a minimum of one toilet must be provided for every 240 attendees at the outdoor event • The outdoor facility must be completely vacated by 11:00 p.m., unless a different end time has been approved in writing by the Director. • The event must receive approval in accordance with all applicable Town policies and by-laws, and any other government or regulatory requirements that apply to the event or its location. • Written notification of the event, including the detailed sketch identifying the physical boundaries, must be provided to the following local authorities: 1) The Corporation of the Town of Aurora Attention: Town Clerk 100 John West Way, Box 1000 Aurora, ON L4G 6J1 2) York Regional Police 17250 Yonge Street Newmarket, ON L3Y 4W5 3) Central York Fire Services 984 Gorham Street Newmarket, ON L3Y 1L8 4) The Regional Municipality of York Public Health Department 17250 Yonge Street Newmarket, ON L3Y 4W5 • If a tent, marquee, pavilion, or tiered seating is used at the event, then written notification of the event must also be provided to the Town’s Building and By-law Services divisions. • The notifications to all applicable authorities shall be provided as follows: o at least 30 days prior to the event if fewer than 5,000 attendees per day are expected at the event; or Page 49 of 351 10 o at least 60 days prior to the event if 5,000 or more attendees per day are expected at the event. • Additional notification requirements may apply under other Town policies. It is the permit holder’s responsibility to be aware of and comply with all such requirements. Multiple Day Event • Alcohol that has not been consumed must be removed from the facility at the end of the event. • Alcohol and bottle returns must be stored in a secure, non-residential location between event days. The permit holder must advise Community Services of the storage location, together with a list of all individuals who have access to it. Alcohol purchased under the S.O.P. must be stored separately from any other alcohol not associated with the event. • All alcohol must be made available for inspection by Town employees, A.G.C.O. inspectors, and law enforcement officers upon request. Advertising • Private Events: No advertising or promotion of alcohol is permitted. • Public/Industry Events: Advertising is permitted only if it is in compliance with A.G.C.O. guidelines and Town policies. Youth Events • Events that are exclusively or primarily intended for individuals under the age of 19 are not eligible for a facility permit or a S.O.P. Eligible Facilities and Parks Eligible Facilities • Events requiring an S.O.P. may be held in designated rooms or public spaces at the following facilities: o Aurora Community Centre o Aurora Family Leisure Complex o Aurora Seniors Centre o Aurora Town Hall o Stronach Aurora Recreation Complex Eligible Parks • Outdoor events requiring an S.O.P. may be permitted to be held at the following parks: o Fleury Park o Lambert Willson Park o Machell Park Page 50 of 351 11 o Town Park Other Eligible Locations • Unless expressly prohibited by this policy, facilities not listed may still be approved in writing by the Director, at the Director’s sole discretion, prior to the S.O.P. application being submitted to the A.G.C.O. Non-Eligible Facilities and Parks • The following facilities are not eligible for a facility permit: o Club Aurora Fitness Centre o All change rooms, washrooms, locker rooms, pools, pool decks, and pool viewing galleries located in Town facilities Non-Eligible Parks • Parks where alcohol is prohibited, and therefore not eligible for a facility permit, shall include: o Baseball diamonds o Soccer fields o Trail areas All change rooms and washrooms located in Town parks Required Signage Permit holders must prominently display the following signs (found in Municipal Alcohol Procedure) in accordance with this Policy and the requirements of the AGCO and the Liquor Licence and Control Act, 2019: • Accountability Statement • Designated Drivers Statement • No “Last Call” Statement • Sandy’s Law Statement • Ticket Sales for Liquor Statement Sandy’s Law Statement, using the : WARNING: Drinking alcohol during pregnancy can cause birth defects and brain damage to your baby Page 51 of 351 12 Non-Compliance Failure to Comply A violation occurs when a permit holder fails to: • Comply with this policy or the Liquor Licence and Control Act, 2019 • Adhere to all applicable Town By-laws and policies (e.g. Noise By-law) • Comply with all relevant federal and provincial legislation, including but not limited to the Smoke-Free Ontario Act, 2017, S.O. 2017, c. 26, Sched. 3, and the Occupiers’ Liability Act, R.S.O. 1990, c. O.2, each as amended • Ensure that all event staff, volunteers, and attendees comply with this policy Reporting of Violations To maintain safety, accountability, and compliance with applicable laws and regulations, all permit holders are required to adhere to the following reporting and notification procedures: • Immediate Reporting of Violations: o All violations must be reported immediately to a Town employee present at the facility. o if the facility is not staffed, or if an employee cannot be located, the violation must be reported to Community Services at Town Hall by the start of the next working day. • Incident Documentation: Upon receiving a report of a violation, immediately report all violations to a Town employee of volunteer at the premises. If the premises is not staffed, or they cannot be located, report all violations to Community Services by the start of the next working day. Community Services employees shall promptly complete and file an Incident / Accident Report detailing the nature of the violation, individuals involved, and any actions taken. A copy of the report should then be provided to their supervisor. • Notification of Authorities: Depending on the nature and severity of the incident, the permit holder must notify the appropriate parties as soon as possible, including but not limited to: Town employees or volunteers, York Regional Police, Central York Fire Services, Municipal Law Enforcement Officers, Building Inspector, and / or an inspector of the A.G.C.O. Responding to Violations • Town employees and volunteers, York Regional Police, Central York Fire Services, Building Inspectors, Municipal Law Enforcement Officers, and A.G.C.O. Inspectors are authorized to intervene and take appropriate action to address any violations of this policy or applicable legislation. • Community Services shall collect, record, and forward all incident-related information and completed Incident / Accident Reports to the Director. Page 52 of 351 13 • The Director shall investigate reported incidents, determine appropriate resolutions, and impose any necessary sanctions. • The Director has the sole discretion to terminate, suspend, or modify event privileges based on the nature and severity of the violation. • Individuals who are banned from the facility for a period exceeding 24 hours shall be notified in accordance with the Town’s Trespass Policy and Trespass By-law. Penalties A permit holder who fails to comply with this policy is subject to penalties, which may include, but are not limited to, the following: • The event may be subject to immediate correction and / or shutdown at the discretion of the Director or a Town Manager having operational jurisdiction over the facility. • The full or partial forfeiture of the security deposit may be applied to cover any corrective costs, damages, or administrative expenses incurred by the Town. • The permit holder may face suspension or loss of future facility rental privileges, including long-term or permanent bans from Town’s facilities in accordance with the Town’s Trespass Policy and Trespass By-law. • York Regional Police may be contacted if the violation involves criminal activity, public safety concerns, or breaches of an applicable law. • The A.G.C.O. May be notified if the violation involves contraventions of the Liquor Licence and Control Act, 2019, which may result in monetary penalties, suspension, or revocation of the permit. • The Town reserves the right to pursue any other legal remedies, including actions to recover costs for damages to Town facilities that exceed the amount of the deposit. Insurance Permit holders must obtain and maintain insurance coverage at their own expense for the duration of their use of the facility. A valid Certificate of Insurance must be submitted to the Town no later than 14 days prior to the event, which must name “The Corporation of The Town of Aurora” as an additional insured, and meet or exceed the minimum coverage requirements outlined in the Town’s Facility User Insurance Policy. The Town reserves the right to require that the insurance be purchased through the Town’s Facility Users Insurance Program. Indemnification The permit holder shall indemnify, defend, and hold harmless the Town, its elected councillors, officers, employees, volunteers, agents, successors, and assigns Page 53 of 351 14 (collectively, the “Indemnitees”) from and against all claims, demands, actions, damages, losses, liabilities, costs, and expenses (including, without limitation, legal fees on a substantial indemnity basis) arising out of, relating to, or in any way connected with: • the issuance of a facility permit and/or a S.O.P • the holding, operation, or conduct of the event • any act, error, omission, negligence, misconduct, or breach of this policy, applicable law, or permit condition by the permit holder, its employees, volunteers, agents, contractors, invitees, or other event workers. For greater certainty, this indemnity shall not extend to any claims, demands, actions, damages, losses, liabilities, costs, or expenses arising solely from the gross negligence or willful misconduct of the Indemnitees. This obligation shall apply regardless of whether such claim is made directly or indirectly against the indemnitees and shall survive the expiration or termination of the facility permit. As a condition of the facility permit, the permit holder shall execute and submit the “Release, Waiver, Indemnity and Insurance” agreement attached hereto as Schedule “A”, to Community Services, no later than 14 days prior to the commencement of the event (or, in the case of a multi-day event, the first day thereof). Responsibilities All Employees and Volunteers • Be aware of this policy and understand their associated obligations and responsibilities. • Collect and review Smart Serve certificates, Certificate of Insurance, and S.O.P. approvals. Permit Holders • Be aware of this policy and understand their obligations and responsibilities. • Comply with all aspects of this policy, all at the permit holder’s own expense. • Users of facilities agree to be bound by the terms of this policy, and the permit holder shall ensure attendees are aware of any obligations or responsibilities pertaining to them. • It is the responsibility of the Permit Holder to understand all aspects of this policy and to seek clarification of any matter that they consider unclear prior to submitting an application to Community Services. The Town is not responsible Page 54 of 351 15 for any misunderstanding of the policy on the part of the permit holder. By submitting an application, the permit holder agrees that all aspects of this policy are understood by the permit holder and any clarification needed by the permit holder has been obtained. Monitoring and Maintenance C.A.O. / directors / managers / supervisors and employees should work collaboratively to resolve issues related to this policy. Any employee found to be disrespecting the terms of this policy other than under exceptional circumstances, emergencies, or operational requirements, is subject to an investigation and discipline deemed appropriate by their immediate supervisor, Human Resources, the Town Clerk and / or the C.A.O. This policy will be reviewed two years from its effective or revision date, in accordance with the Town’s policy maintenance schedule. References • Liquor License & Control Act • Occupiers' Liability Act, R.S.O. 1990, c. O.2 • Photo Card Act, 2008, S.O. 2008, c. 17 - Bill 85 • Smoke Free Ontario Act, 2017, S.O. 2017, c. 26, Sched. 3 • By-law – Fees and Charges • By-law – Noise • Policy – Facility Users Insurance • Policy – Third Party Special Events • Policy – Trespass • Policy – Facility Sponsorship and Advertising • A.G.C.O. Special Occasion Permit Guide • Town of Aurora Incident / Accident Report • Procedure – Municipal Alcohol Page 55 of 351 16 Schedule A Release, Waiver and Indemnity (SUBJECT TO FURTHER REVISION & AMENDMENT BY THE TOWN AT ITS SOLE DISCRETION) BETWEEN: [NAME OF PERMIT HOLDER] (hereinafter referred to as the “Permit Holder”) - AND - THE CORPORATION OF THE TOWN OF AURORA (hereinafter referred to as the “Town”) Designation of Event: (as outlined in the Special Occasion Permit Guide) Designation of Premises: (as outlined in the Special Occasion Permit Guide) ______________________________________________________________________ Date(s) of Event: (as listed on the Facility Permit and Special Occasion Permit) ______________________________________________________________________ (hereinafter referred to as the “Event”) I, the Permit Holder, agree to comply with the requirements set out in the Town’s Municipal Alcohol Policy, the requirements and regulations of the Liquor Licence Act, R.S.O. 1990, c. L.19, as amended, all rules and regulations, standards, policies and procedures of the Town and all Town By-laws, including, but not limited to, Town Noise By-law Number 4787.06.P, as amended, and all federal and provincial statutes that apply to the use of the Premises and/or holding of the Event (including the Smoke-Free Ontario Act, S.O. 1994, c. 10, as amended, and Occupiers’ Liability Act, R.S.O. 1990, c. O.2, as amended); Page 56 of 351 17 I, the Permit Holder, do HEREBY RELEASE, WAIVE AND FOREVER DISCHARGE, the Town and its agents, officials, employees, volunteers, contractors, representatives, elected and appointed officials, successors and assigns OF AND FROM ALL claims, demands, damages, costs, expenses, actions and causes of action whether in law or equity in respect of death, injury, loss or damage to any person or property, HOWSOEVER CAUSED, arising from or in connection with the Event by the Permit Holder or those for whom the Permit Holder is responsible or who are acting on behalf of the Permit Holder. THE RELEASEE DOES FURTHER HEREBY UNDERTAKE TO HOLD AND SAVE HARMLESS AND AGREE TO FULLY INDEMNIFY the Town and its agents, officials, employees, volunteers, contractors, representatives, elected and appointed officials, successors and assigns OF AND FROM ALL claims, demands, causes of action, loss, costs or damages that the Town may suffer, incur or be liable for, which arise from or in connection with the Event by the Permit Holder or those for whom the Permit Holder is responsible or who are acting on behalf of the Permit Holder, EXCEPT for those arising from the negligence or wilful misconduct of the Town, or any party for whom the Town is responsible at law. I, the Permit Holder, am aware of the nature and effect of the RELEASE, WAIVER AND INDEMNITY that I am signing. I am executing this RELEASE, WAIVER AND INDEMNITY freely, voluntarily, and under no compulsion or duress, and have not been induced by reason of any representation or warranty of any nature or kind whatsoever, that the Permit Holder has executed it, and understands the terms and conditions contained herein and there are no other conditions, representations or agreements, express or implied, affecting the release. EXECUTION OF THIS DOCUMENT IS AN ACKNOWLEDGEMENT THAT THE PERMIT HOLDER HAS READ, UNDERSTOOD AND AGREED TO THIS RELEASE, WAIVER AND INDEMNITY. Intending to be legally bound, I, the Permit Holder, have signed this RELEASE, WAIVER AND INDEMNITY this _______ day of , 20 _______ Name of Permit Holder (Please Print):__________________________________ Signature of Permit Holder: __________________________________ Dated: ___________________________ Page 57 of 351 18 Personal information contained on this form is collected and retained under the authority of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, and the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56, as amended. This information is collected for the administration and management of the Town’s Municipal Alcohol Policy. Schedule “A” – Municipal Alcohol Policy - RELEASE, WAIVER, INDEMNITY AND INSURANCE BETWEEN: [NAME OF PERMIT HOLDER] (the “Permit Holder”) and THE CORPORATION OF THE TOWN OF AURORA (the “Town”) Event Details Designation of Event: (outlined in the Special Occasion Permit Guide) Designation of Premises: (outlined in the Special Occasion Permit Guide & Facility Rental Permit) Date(s) of Event: (as listed on the Facility Permit and Special Occasion Permit) (collectively, the “Event”) Acknowledgements The Permit Holder acknowledges and agrees that the Event shall be conducted in full compliance with: the Town’s Municipal Alcohol Policy; the Liquor Licence and Control Act, 2019, and all regulations thereunder; all applicable Town by-laws, including the Noise By-law, as amended; and all applicable federal and provincial statutes, including but not limited to the Smoke-Free Ontario Act, 2017, and the Occupiers’ Liability Act, R.S.O. 1990, c. O.2, as amended. Release Page 58 of 351 19 The Permit Holder, for itself and for its heirs, executors, administrators, successors and assigns, hereby releases, waives and forever discharges the Town, together with its elected and appointed officials, officers, employees, volunteers, contractors, representatives, agents, successors and assigns (collectively, the “Releasees”), from any and all claims, demands, damages, losses, costs, expenses, actions or causes of action, whether in law or equity, arising out of or in any way connected with the Event, including but not limited to claims for death, personal injury, property damage, or economic loss, except to the extent caused by the gross negligence or willful misconduct of the Releasees. Indemnity The Permit Holder further agrees to indemnify, defend and hold harmless the Releasees from and against any and all claims, demands, damages, losses, costs, expenses (including reasonable legal fees on a substantial indemnity basis), actions or causes of action that the Releasees may suffer, incur or be liable for, arising out of or in any way connected with: the issuance of a Facility Permit and/or Special Occasion Permit; the holding, operation or conduct of the Event; or any act, error, omission, negligence, misconduct, or breach of law or policy by the Permit Holder, its employees, agents, contractors, invitees, event workers, or any other person for whom the Permit Holder is responsible at law, except to the extent caused by the gross negligence or willful misconduct of the Releasees. Insurance The Permit Holder shall, at its own expense, obtain and maintain in full force and effect during the Event: Commercial General Liability insurance in an amount as set out in the Town’s Facility Users Insurance Policy, covering bodily injury (including death), personal injury, and property damage, including coverage for liquor liability, contractual liability, and tenants’ legal liability. The Town shall be added as an additional insured under the Permit Holder’s policy with respect to the Event. Such insurance shall be: primary and non-contributory with respect to any insurance maintained by the Town; endorsed to provide the Town with 30 days’ prior written notice of cancellation or material change; and subject to a cross-liability and severability of interest clause, providing that the insurance shall apply separately to each insured against whom a claim is made or a suit is brought, as if a separate policy had been issued to each. Page 59 of 351 20 endorsed to expressly provide that the Town, as an additional insured, shall have the right to submit and pursue claims directly with the insurer without the consent of the Permit Holder, and the Permit Holder hereby irrevocably consents to the Town doing so. The Permit Holder shall provide the Town with a certificate of insurance, satisfactory to the Town, at least fourteen (14) business days prior to the Event. The permit holder authorizes the Town to submit Execution The Permit Holder acknowledges that it has read and fully understands this Release, Waiver, Indemnity and Insurance requirement; that it is executing this document voluntarily and without inducement; and that it intends to be legally bound by its terms. Executed this ______ day of _________, 20______. Name of Permit Holder (print): _____________________ Name of Witness (print): ______________________ Signature of Permit Holder: _______________________ Signature of Witness: _________________________ Notice of Collection Personal information collected on this form is pursuant to the Municipal Act, 2001, and the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the administration and management of the Town’s Municipal Alcohol Policy. For more information visit www.aurora.ca/privacy Accountability Statement: Name of Permit Holder: _____________________________ Date of Event: ____________________________ In Case of Emergency: 911 York Regional Police: (905) 830-0303 Town Hall Aurora: (905) 727-3123 Alcohol and Gaming Commission of Ontario: 1-800-522-2876 Page 60 of 351 21 Designated Drivers Statement: Don’t Drink and Drive! Call a taxi or use public transportation! We strongly support the Designated Drivers Program and appreciate and thank our Designated Drivers for their contributions to the health and safety of their families, friends and the community. No “Last Call” Statement: There will be no “Last Call” announcement prior to the bar closing. Ticket Sales for Liquor Statement: No more than two tickets per person may be redeemed at any one time. Page 61 of 351 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Policy Business Support Division Contact: Manager, Business Support Approval Authority: Aurora Town Council Effective: April 8, 2014 Revised: September 12, 2025 ______________________________________________________________________________________ Municipal Alcohol Purpose The Corporation of The Town of Aurora (the “Town”) is committed to providing a safe, secure, and enjoyable environment for employees, volunteers, patrons and the public. This includes ensuring that all events where alcohol is served or sold under a facility permit and a special occasion permit (“S.O.P.”) are properly managed in accordance with the Occupiers Liability Act, R.S.O. 1990, c. O.2, as amended, the Liquor Licence and Control Act, 2019, S.O. 2019, c. 15, Sched. 22, as amended, and the requirements of the Alcohol and Gaming Commission of Ontario (the “A.G.C.O.”). This policy outlines the expectations for Town employees, volunteers, Town Council, permit holders, patrons, and the public regarding alcohol use at Town facilities for events which require both a facility permit and an S.O.P. Its objectives are to:  Provide clear procedures to manage risks associated with serving and / or selling alcohol in compliance with all applicable legislation  Promote and support responsible alcohol use, while respecting the choice not to consume alcohol Scope This policy sets standards and guidelines for Town employees, volunteers, Council, permit holders, patrons and the public regarding the serving and / or selling of alcohol at events at Town facilities that require both a facility permit and an A.G.C.O.-issued S.O.P. This policy does not apply to Town-run events or events operated by third parties under contract with the Town. Page 62 of 351 2 Definitions Alcohol / Liquor Spirits, wine, and beer, or any combination, in any form fit for human consumption, alone or mixed. The terms “alcohol” and “liquor” are used interchangeably. Director The Director of Community Services for the Town, or their designate or successor. Employee(s) All Town staff. Event(s) Special occasions as prescribed by section 2 of Ontario Regulation 747/21, under the Liquor Licence and Control Act, 2019, including private, charity, and industry promotional events, where alcohol will be served / sold under a facility permit and S.O.P., and includes set-up, tear down, clean-up, and related activities. Facility / Facilities Any physical property, buildings, parks, sports fields, or other premises owned, leased, and/or controlled by the Town. Facility Permit A permit issued by Community Services for the use of a Town facility. Fees and Charges By-law The Town’s Fees and Charges By-law, as may be amended from time to time, or its successor. Incident / Accident Form A form prescribed by the Town for the purpose of documenting details of an incident / accident. Industry Promotional Event A public event at which a manufacturer, a licensed representative of a manufacturer, or the event organizer acting on behalf of either, may provide and sell samples of liquor at cost or less and take orders for liquor purchases, and that is conducted for the purpose of promoting a manufacturer’s products. Municipally Significant Event A public event, occurring annually or infrequently, with set start and end times, that:  Has local, regional, national, or international historical or cultural significance;  Promotes awareness of diverse cultures; or  Provides a broad community benefit. Page 63 of 351 3 Outdoor Event An event that is held at an outdoor facility. Park(s) Any real property owned, leased, or otherwise controlled by the Town for public use as open space, trails, or other recreational purposes. Permit Holder The person or organization applying for or named on a Facility Permit and/or SOP, as applicable, and who is responsible for the event. Private Event An event for invited guests only, that is conducted without the intention of gain or profit from the sale of liquor. Public Event Events that are open to the public, and which may be advertised, and where fundraising and / or profit from the sale of liquor is permitted. Public events include charity events, tailgate events, industry promotional events, and municipally significant events. Smart Serve A responsible liquor service training program for the Ontario hospitality industry, as approved by A.G.C.O, for the safe and responsible sale and service of alcohol. Special Occasion Permit (S.O.P.) A permit issued under the Liquor Licence and Control Act, 2019, as may be amended. Special Occasion Permit Guide The A.G.C.O. guidelines for S.O.P.s. Volunteer(s) A person(s) who performs services without pay. Policy A facility permit is required whenever a Town facility is used for an event. An S.O.P. is required any time alcohol is sold or served anywhere other than in a licensed establishment or a private place. If alcohol will be served or sold at the event, the Permit Holder must first obtain a Facility Permit from Community Services prior to applying to the AGCO for an S.O.P.  Community Services administers Facility Permits on behalf of the Town. Page 64 of 351 4  AGCO oversees the S.O.P. program under the Liquor Licence and Control Act, 2019.  The LCBO reviews S.O.P. requests and issues the S.O.P.s on AGCO’s behalf.  Permit Holders must comply with the Facility Permit, S.O.P. requirements, and the AGCO’s Special Occasion Permit Guide. Facility Permit A permit holder must:  Be of the provincial legal drinking age of 19 years;  Apply to Community Services for a facility permit, which must be completed at least: o sixty days before the event for events which are to take place in a park; or o thirty days before the event for the use of all other facilities.  Upon receiving written approval from the Town, apply for an S.O.P. Authority When an application for a facility permit is received by the Town with respect to an event where the permit holder wishes to serve alcohol, the issuance of the facility permit is at the sole discretion of the Director, who may choose to fully grant or refuse the permit, or grant the permit with conditions. In reaching their decision, the Director should consider the following factors:  The nature, type, size, and purpose of the event  The location of the event, including its proximity to sensitive areas (e.g., schools, playgrounds), and its potential impact on neighbouring properties and users  Proximity to public transportation services  Evidence that the conditions listed under the Additional Requirements section of this policy have been satisfied, as appliable  Risk to public safety or the public interest  Whether the permit holder is in good standing with the Town, with no unresolved issues of non-compliance related to this policy or related Town by-laws, policies, programs, and procedures  Compliance with the Liquor Licence & Control Act, 2019, and all relevant federal, provincial and municipal statues, regulations, and by-laws pertaining to the event  Any additional factors, information, or documentation deemed relevant to the Town for the purposes of administering the application for a facility permit, as requested by the Director at the Director’s discretion. Terms and Conditions In addition to standard facility permit terms and conditions, a permit holder must: Page 65 of 351 5  Provide proof to Community Services of an approved S.O.P. at least 14 days prior to the event.  Ensure that all individuals selling and / or serving liquor have valid Smart Serve certification and that proof of same is provided to Community Services at least 14 days prior to the event, subject to the following: o A minimum of two Smart Serve certified servers are required at each event; and o Smart Serve certificates must indicate an expiration date that occurs after the date of the event.  Submit a signed Waiver, Release, and Indemnity to Community Services at least 14 days prior to the event (see Municipal Alcohol Procedure).  Follow all conditions of the Facility Permit and the Liquor Licence and Control Act, 2019. Prohibited Methods and Practices A Permit Holder shall not:  Supply alcohol except as authorized in writing by the Town and the AGCO  Require alcohol or drink purchases for entry to or participation at the event  Promote excessive drinking or vary alcohol pricing  Offer free alcohol as a contest prize  Allow alcohol vending machines, gambling, drunkenness, or disorderly conduct Operational Requirements A Permit Holder must follow the following operational requirements: Presence & Posting  Be present at the facility for the entire duration of the event.  Post the S.O.P. in a conspicuous location at the facility, and/or keep it available for inspection. Alcohol Supply & Records  The alcohol must be purchased exclusively from authorized retailers (e.g.: LCBO, the Beer Store, or licensed manufacturers).  All purchase receipts must be available for inspection at the facility during the event.  Alcohol may only be served during the hours listed on the Facility Permit and the S.O.P.  All unserved alcohol must remain behind the bar.  Alcohol must be served in non-glass containers unless otherwise approved by the Director.  Wine glasses may be placed on tables and used only during a sit-down event. Page 66 of 351 6 Record-Keeping Requirements  The Permit Holder must maintain detailed records of all alcohol purchases, sales, and inventory associated with the S.O.P.  All records must be retained for a minimum of one year and made available to Town employees, the A.G.C.O, or law enforcement, upon request. Food & Beverage Service  Food must be made available to event attendees within 30 minutes of the initial alcohol service and remain accessible until the event concludes.  A minimum of 30 per cent of the alcoholic beverages being offered must have a low alcohol content (e.g. light beer).  Non-alcoholic beverages must be available throughout the event and must either be complimentary or priced lower than the alcoholic options. Security & Safety  Sufficient security personnel must be present to prevent unauthorized access to the event and to uphold and enforce the facility permit requirements, S.O.P. requirements, and the requirements of the Liquor Licence and Control Act, 2019.  The level of risk associated with the event will be based on the following: o nature and type of event o size of the facility/event space o number and age of attendees  Events will be required to engage security as per the assessed risk level: o Low-risk events – no security required o Medium-risk events – paid security and/or paid-duty Bylaw Officers required o High-risk events - paid security and paid-duty Bylaw Officers and/or paid- duty York Regional Police Officers required o The number of security personnel required shall be proportional to the number of anticipated attendees  All security costs are the sole responsibility of the permit holder.  At the Director’s discretion, the permit holder may be required to provide the Town with a security plan for the event.  Safe transportation options must be encouraged for all attendees.  Clear signage promoting Designated Driver programs and transit/taxi services must be displayed.  Assist intoxicated guests by contacting a friend, family member, taxi service, or local authorities, as necessary. Page 67 of 351 7 Age Compliance  Alcohol must not be served or sold to anyone under 19 years of age, or to anyone who appears to be under 19.  Government-issued photo identification must be checked prior to serving alcohol to any individual who appears to be under 19 years of age.  Where required, identification must also be checked prior to admitting underage individuals to the event.  Only the following forms of identification are acceptable for the purpose of verifying age pursuant to this policy, so long as they are valid (not expired), include a photo, and show the person’s date of birth: o Driver’s Licence issued by a Canadian province o Passport o Canadian citizenship card issued before February 1, 2012 o Canadian Armed Forces identification card o Secure Certificate of Indian Status issued by the Government of Canada o LCBO-issued BYID card o Permanent Resident Card issued by the Government of Canada o Ontario Photo Card issued under the Photo Card Act, 2008 o Equivalent foreign photo identification such as a European Union identity card Access & Conduct  Access behind the bar must be restricted at all times to authorized personnel, including the permit holder, event staff, employees, AGCO representatives, law enforcement officers, inspectors, and manufacturer agents.  Police officers and AGCO inspectors must be granted full access to the licensed facility and any adjacent areas under event control.  Event staff and volunteers are strictly prohibited from consuming alcohol before or during the event.  Drunkenness, unlawful gambling, disorderly behaviour, and violent conduct are not permitted under any circumstances. Signage  All signs as required by the Town or the AGCO must be prominently displayed at the event for the duration of the event, in sufficient quantity so that all attendees have an opportunity to view them.  All alcohol, containers, and service-related signs must be removed from the facility within 45 minutes following the conclusion of the event. Page 68 of 351 8 Additional Event-Specific Requirements Industry Promotional Events  A detailed sketch of the event area must be provided, which must indicate the dimensions and boundaries of the facility to which the facility permit would apply.  If the event is conducted for market research purposes in an open area, a physical barrier must be installed to clearly delineate the event space from any surrounding areas not covered by the facility permit. The barrier must be a minimum of 36 inches (0.9 metres) in height. Outdoor Events  A detailed sketch of the event area must be provided, which must indicate the dimensions and boundaries of the facility to which the facility permit would apply.  A physical barrier must be installed to clearly delineate the event space from any surrounding areas not covered by the facility permit. The barrier must be a minimum of 36 inches (0.9 metres) in height.  At the permit holder’s expense, a minimum of one toilet must be provided for every 240 attendees at the outdoor event  The outdoor facility must be completely vacated by 11:00 p.m., unless a different end time has been approved in writing by the Director.  The event must receive approval in accordance with all applicable Town policies and by-laws, and any other government or regulatory requirements that apply to the event or its location.  Written notification of the event, including the detailed sketch identifying the physical boundaries, must be provided to the following local authorities: 1) The Corporation of the Town of Aurora Attention: Town Clerk 100 John West Way, Box 1000 Aurora, ON L4G 6J1 2) York Regional Police 17250 Yonge Street Newmarket, ON L3Y 4W5 3) Central York Fire Services 984 Gorham Street Newmarket, ON L3Y 1L8 4) The Regional Municipality of York Public Health Department Page 69 of 351 9 17250 Yonge Street Newmarket, ON L3Y 4W5  If a tent, marquee, pavilion, or tiered seating is used at the event, then written notification of the event must also be provided to the Town’s Building and By-law Services divisions.  The notifications to all applicable authorities shall be provided as follows: o at least 30 days prior to the event if fewer than 5,000 attendees per day are expected at the event; or o at least 60 days prior to the event if 5,000 or more attendees per day are expected at the event.  Additional notification requirements may apply under other Town policies. It is the permit holder’s responsibility to be aware of and comply with all such requirements. Multiple Day Event  Alcohol that has not been consumed must be removed from the facility at the end of the event.  Alcohol and bottle returns must be stored in a secure, non-residential location between event days. The permit holder must advise Community Services of the storage location, together with a list of all individuals who have access to it. Alcohol purchased under the S.O.P. must be stored separately from any other alcohol not associated with the event.  All alcohol must be made available for inspection by Town employees, A.G.C.O. inspectors, and law enforcement officers upon request. Advertising  Private Events: No advertising or promotion of alcohol is permitted.  Public/Industry Events: Advertising is permitted only if it is in compliance with A.G.C.O. guidelines and Town policies. Youth Events  Events that are exclusively or primarily intended for individuals under the age of 19 are not eligible for a facility permit or a S.O.P. Eligible Facilities and Parks Eligible Facilities  Events requiring an S.O.P. may be held in designated rooms or public spaces at the following facilities: o Aurora Community Centre o Aurora Family Leisure Complex o Aurora Seniors Centre Page 70 of 351 10 o Aurora Town Hall o Stronach Aurora Recreation Complex Eligible Parks  Outdoor events requiring an S.O.P. may be permitted to be held at the following parks: o Fleury Park o Lambert Willson Park o Machell Park o Town Park Other Eligible Locations  Unless expressly prohibited by this policy, facilities not listed may still be approved in writing by the Director, at the Director’s sole discretion, prior to the S.O.P. application being submitted to the A.G.C.O. Non-Eligible Facilities and Parks  The following facilities are not eligible for a facility permit: o Club Aurora Fitness Centre o All change rooms, washrooms, locker rooms, pools, pool decks, and pool viewing galleries located in Town facilities Required Signage Permit holders must prominently display the following signs (found in Municipal Alcohol Procedure) in accordance with this Policy and the requirements of the AGCO and the Liquor Licence and Control Act, 2019:  Accountability Statement  Designated Drivers Statement  No “Last Call” Statement  Sandy’s Law Statement  Ticket Sales for Liquor Statement Non-Compliance Failure to Comply A violation occurs when a permit holder fails to:  Comply with this policy or the Liquor Licence and Control Act, 2019  Adhere to all applicable Town By-laws and policies (e.g. Noise By-law) Page 71 of 351 11  Comply with all relevant federal and provincial legislation, including but not limited to the Smoke-Free Ontario Act, 2017, S.O. 2017, c. 26, Sched. 3, and the Occupiers’ Liability Act, R.S.O. 1990, c. O.2, each as amended  Ensure that all event staff, volunteers, and attendees comply with this policy Reporting of Violations To maintain safety, accountability, and compliance with applicable laws and regulations, all permit holders are required to adhere to the following reporting and notification procedures:  Immediate Reporting of Violations: o All violations must be reported immediately to a Town employee present at the facility. o if the facility is not staffed, or if an employee cannot be located, the violation must be reported to Community Services at Town Hall by the start of the next working day.  Incident Documentation: Upon receiving a report of a violation, Community Services employees shall promptly complete and file an Incident / Accident Report detailing the nature of the violation, individuals involved, and any actions taken. A copy of the report should then be provided to their supervisor.  Notification of Authorities: Depending on the nature and severity of the incident, the permit holder must notify the appropriate parties as soon as possible, including but not limited to: Town employees or volunteers, York Regional Police, Central York Fire Services, Municipal Law Enforcement Officers, Building Inspector, and / or an inspector of the A.G.C.O. Responding to Violations  Town employees and volunteers, York Regional Police, Central York Fire Services, Building Inspectors, Municipal Law Enforcement Officers, and A.G.C.O. Inspectors are authorized to intervene and take appropriate action to address any violations of this policy or applicable legislation.  Community Services shall collect, record, and forward all incident-related information and completed Incident / Accident Reports to the Director.  The Director shall investigate reported incidents, determine appropriate resolutions, and impose any necessary sanctions.  The Director has the sole discretion to terminate, suspend, or modify event privileges based on the nature and severity of the violation.  Individuals who are banned from the facility for a period exceeding 24 hours shall be notified in accordance with the Town’s Trespass Policy and Trespass By-law. Page 72 of 351 12 Penalties A permit holder who fails to comply with this policy is subject to penalties, which may include, but are not limited to, the following:  The event may be subject to immediate correction and / or shutdown at the discretion of the Director or a Town Manager having operational jurisdiction over the facility.  The full or partial forfeiture of the security deposit may be applied to cover any corrective costs, damages, or administrative expenses incurred by the Town.  The permit holder may face suspension or loss of future facility rental privileges, including long-term or permanent bans from Town’s facilities in accordance with the Town’s Trespass Policy and Trespass By-law.  York Regional Police may be contacted if the violation involves criminal activity, public safety concerns, or breaches of an applicable law.  The A.G.C.O. May be notified if the violation involves contraventions of the Liquor Licence and Control Act, 2019, which may result in monetary penalties, suspension, or revocation of the permit.  The Town reserves the right to pursue any other legal remedies, including actions to recover costs for damages to Town facilities that exceed the amount of the deposit. Insurance Permit holders must obtain and maintain insurance coverage at their own expense for the duration of their use of the facility. A valid Certificate of Insurance must be submitted to the Town no later than 14 days prior to the event, which must name “The Corporation of The Town of Aurora” as an additional insured, and meet or exceed the minimum coverage requirements outlined in the Town’s Facility User Insurance Policy. The Town reserves the right to require that the insurance be purchased through the Town’s Facility Users Insurance Program. Indemnification The permit holder shall indemnify, defend, and hold harmless the Town, its elected councillors, officers, employees, volunteers, agents, successors, and assigns (collectively, the “Indemnitees”) from and against all claims, demands, actions, damages, losses, liabilities, costs, and expenses (including, without limitation, legal fees on a substantial indemnity basis) arising out of, relating to, or in any way connected with:  the issuance of a facility permit and/or a S.O.P  the holding, operation, or conduct of the event Page 73 of 351 13  any act, error, omission, negligence, misconduct, or breach of this policy, applicable law, or permit condition by the permit holder, its employees, volunteers, agents, contractors, invitees, or other event workers. This obligation shall apply regardless of whether such claim is made directly or indirectly against the indemnitees and shall survive the expiration or termination of the facility permit. As a condition of the facility permit, the permit holder shall execute and submit the “Release, Waiver, Indemnity and Insurance” agreement attached hereto as Schedule “A”, to Community Services, no later than 14 days prior to the commencement of the event (or, in the case of a multi-day event, the first day thereof). Responsibilities All Employees and Volunteers  Be aware of this policy and understand their associated obligations and responsibilities.  Collect and review Smart Serve certificates, Certificate of Insurance, and S.O.P. approvals. Permit Holders  Be aware of this policy and understand their obligations and responsibilities.  Comply with all aspects of this policy, all at the permit holder’s own expense.  Users of facilities agree to be bound by the terms of this policy, and the permit holder shall ensure attendees are aware of any obligations or responsibilities pertaining to them.  It is the responsibility of the Permit Holder to understand all aspects of this policy and to seek clarification of any matter that they consider unclear prior to submitting an application to Community Services. The Town is not responsible for any misunderstanding of the policy on the part of the permit holder. By submitting an application, the permit holder agrees that all aspects of this policy are understood by the permit holder and any clarification needed by the permit holder has been obtained. Monitoring and Maintenance C.A.O. / directors / managers / supervisors and employees should work collaboratively to resolve issues related to this policy. Any employee found to be disrespecting the terms of this policy other than under exceptional circumstances, emergencies, or operational requirements, is subject to an investigation and discipline deemed Page 74 of 351 14 appropriate by their immediate supervisor, Human Resources, the Town Clerk and / or the C.A.O. This policy will be reviewed two years from its effective or revision date, in accordance with the Town’s policy maintenance schedule. References  Liquor License & Control Act  Occupiers' Liability Act, R.S.O. 1990, c. O.2  Photo Card Act, 2008, S.O. 2008, c. 17 - Bill 85  Smoke Free Ontario Act, 2017, S.O. 2017, c. 26, Sched. 3  By-law – Fees and Charges  By-law – Noise  Policy – Facility Users Insurance  Policy – Third Party Special Events  Policy – Trespass  Policy – Facility Sponsorship and Advertising  A.G.C.O. Special Occasion Permit Guide  Town of Aurora Incident / Accident Report  Procedure – Municipal Alcohol Page 75 of 351 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Committee of the Whole Report No. CMS 2 5 -0 35 Subject: Third Party Events Policy Update Prepared by: John Firman, Manager, Business Support Department: Community Services Date: December 2, 2025 Recommendation 1. That Report No. CMS25-035 be received; and 2. That the Third Party Events Policy be approved. Executive Summary The purpose of this report is to update the Third Party Events Policy, formerly the Third Party Events in Outdoor Town Facilities Policy.  The Third Party Events in Outdoor Town Facilities Policy is due for review.  Staff considered input from various sources during the policy review.  Minimal changes were required to update the Policy. Background The Third Party Events in Outdoor Town Facilities Policy is due for review. The Third Party Events in Outdoor Town Facilities policy was prepared in 2013 to help provide consistency in how the Town managed large events held in Town parks by third parties. This policy does not apply to Town events. The policy was approved by Council and came into effect on September 10, 2013. As this policy is now 12 years old it is due for a review. The original policy was prepared to specifically address outdoor events, however, with the increase in indoor third party events in recent years, especially at Aurora Town Page 76 of 351 December 2, 2025 2 of 4 Report No. CMS25-035 Square, staff are looking to broaden the scope of this policy to include indoor events. The policy has been renamed to reflect this. Analysis Staff considered input from various sources during the policy review. During the policy review staff consulted with Parks Operations, Legal Services, Accessibility Advisor, Bylaw and Special Events staff, considered feedback from clients from the past several years, and consulted with the Parks and Recreation Advisory Committee. Minimal changes were required to update the Policy. No major change requirements were identified in the review process. The primary changes to the policy include:  Change of name to encompass all third-party special events – Third Party Events Policy  Update insurance requirements to comply with Town’s Facility Users Insurance Policy  Updates to permitting process section to include new online application  Delegation of approval authority to the Director for events that restrict public access/require fencing (other than events that require fencing as per the Municipal Alcohol Policy), long events, or require support not budgeted for. The change to delegate authority to the Director rather than seek Council approval for these types of events is a result of client feedback, with some clients over the years expressing concerns with the extended timelines required to obtain Council approval and still be able to adequately plan for their event. Advisory Committee Review Parks and Recreation Advisory Committee, September 18, 2025, which made the following recommendations:  The policy should clearly outline what constitutes a “Special Event” and outline what the difference is between a regular booking vs. a special event. This has been addressed in the “Scope” section of the policy.  The policy should outline mechanisms for public feedback on new event applications. Obtaining public input prior to issuing permits is not Page 77 of 351 December 2, 2025 3 of 4 Report No. CMS25-035 administratively feasible. However, all public feedback regarding past events is considered when reviewing future permit applications.  The policy should protect the “brand” of the Town of Aurora and ensure that no events reflect poorly on the Town. This can be very subjective. Staff work closely with permit applicants to review the appropriateness of event components. Legal Considerations Under the Occupiers’ Liability Act, the Town has a legal duty to take reasonable care to ensure that facilities are safe for all users, including those attending third-party events. Expanding the policy to include indoor facilities reinforces consistent risk management practices across all Town properties and demonstrates due diligence in maintaining safe environments. The review and update of the Third-Party Events in Town Facilities Policy will enhance the Town’s legal defensibility, ensure alignment with current legislation and risk management practices, and strengthen the Town’s ability to support safe, well- managed events across all facilities. The proposed policy has been reviewed by key staff, the Corporate Management Team and the Executive Leadership Team in accordance with the Town’s policy program. Financial Implications There are no financial implications resulting from this report. Communications Considerations The updated policy will be posted on the Town’s website and provided to affected groups and individuals during the permit application process. Climate Change Considerations The recommendations from this report do not impact greenhouse gas emissions or impact climate change adaptation. Page 78 of 351 December 2, 2025 4 of 4 Report No. CMS25-035 Link to Strategic Plan Ensuring the safe use of Town facilities for events supports the Strategic Plan goal of Supporting an exceptional quality of life for all in its accomplishment in satisfying requirements in the following key objective within this goal statement: Encouraging an active and healthy lifestyle. Alternative(s) to the Recommendation 1. Council can provide further direction. Conclusions That the updated Third Party Events Policy be approved as presented. Attachments Third Party Events Policy – 2025 (marked up) Third Party Events Policy – 2025 (clean) Previous Reports None Pre-submission Review Agenda Management Team review on November 12, 2025 Approvals Approved by Robin McDougall, Director, Community Services Approved by Doug Nadorozny, Chief Administrative Officer Page 79 of 351 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Policy Business Support Contact: Manager, Business Support Approval Authority: Aurora Town Council Effective: September 10, 2013 Revised: September 15, 2025 _________________________________________________________________ Third Party Special EventsThird Party Events in Outdoor Town Facilities Purpose This Policy ensures consistent management of third-party events in Town facilities by: • Ensure consistency in the use and delivery of services related to events organized and operated by third parties in outdoorTown facilities • Provide a clear definition of events permitted to operate in outdoor Town facilities • Provide guidelines that promote the highest quality and safest conditions for attendees and organizers of events in outdoor Town facilities • Establish uniform criteria and procedures that support consistent implementation of this Policy • Ensure a balance between the need for events, and casual / regular use of outdoor Town facilities in order to benefit the entire community • Provide clear guidelines for an effective and efficient application and approval process • Provide clarity for employees and the permit holder as to the level of support and resources available from the Town Scope This policy applies to: Page 80 of 351 2 • All larger-scale special events, other than Town of Aurora (the “Town”) run events, that take place in outdoor facilities owned and / or operated by the Town, and not otherwise specifically addressed in the Policy - Facility Allocation or the Policy - Municipal Alcohol • Any event that requires the support and / or services of multiple Town departments / divisions and therefore requires a liaison to work with the event planner to coordinate logistics • Any event open to the general public to attend and / or to which an admission fee applies with the exception of performances held at Aurora Town Square This policy does not apply to: • Town events or events run by third parties on behalf of and / or under contract / agreement with the Town. • Requests for park / field rentals related to the normal use of outdoor Town facilities for which it was intended, such as sporting events, tournaments, or group picnics. If it is unclear as to whether or not this policy applies to a particular event, final determination shall be made by the Town’s Director of Community Services or their designate. Definitions AODA The Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11Charge-backs Expenses paid and incurred by the Town on behalf of the permit holder which are charged back to the permit holder, including but not limited to materials, equipment, rentals, and employee costs associated with supporting the event. Council The Council of The Corporation of the Town of Aurora Director The Director of Community Services for the Town, or their designate or successor. Employee(s) All Town staff and volunteers. Event Page 81 of 351 3 An organized and planned occurrence, occasion, or gathering that is held at a outdoor Town facility by the permit holder under the authority of a facility permit. An event includes all related activities, such as the set-up, tear down, clean-up, and any other ancillary tasks taking place in, on, or around any Ooutdoor facility in connection with the preparation, conduct, or conclusion of the eventoutdoor Ffacility. For the purposes of this Policy, an Event does not include small bookings limited to a single room within a Town facility OR with less than 300 attendees. Event Planning Team Town employees involved in planning/implementing the event, as led by the Facility Bookings Administrator. Facility Bookings Administrator A Community Services employee who coordinates applications. Facility Permit A facility contract / permit for the use of a Town facility, as issued by the Town’s Community Services Departmentoutdoor facility. Fees and Charges By-law The Town’s Fees and Charges By-law, as amended from time to time, or its successor. Outdoor Facility / Facilities Any physical property, buildings, parks, sports fields, or other premises owned, leased, and/or controlled by the Town. Permit Holder The person or organization applying for or named on a Facility Permit, and who is responsible for the event. Planning Phase The development of goals, objectives, and strategies for the event life cycle, including scope, action planning, resource requirements, and budget. Policy This Third Party Events in Outdoor Facilities Policy Site Plan Page 82 of 351 4 A visual plan or map that outlines where activities, equipment, and amenities will be located, including but not limited to vehicles, access points, tents, food operating areas, and washrooms. Policy Application Process Applicants must complete and submit the Third Party Special Events Online Application, together with a preliminary site plan, a minimum of 60 days prior to the proposed event date. The application must include the name and contact information for the designated permit holder as the primary contact for Town staff. Depending on the nature and scope of the event, applications may be accepted with less than 60 days’ notice at the discretion of the Director. However, the Town cannot guarantee the application will be processed in time to provide approval for the event. The Facility Bookings Administrator shall: • review the application and contact the applicant if any clarification is required • provide the completed application, questionnaire, and any other relevant information, to the Director for their review and approval or denial of the application. for consideration: • Restricts public access to the Ooutdoor facility • Requires any fencing of an OPolicy)iEevent that is planned to be held over more than one consecutive day • Requires the support of Eemployees or resources not currently budgeted for or available within normal operating procedures Any application requiring Council review must be submitted a minimum of one hundred and twenty (120) days prior to the Eevent date. Town Council, upon review and consideration of an application received in accordance with this Ppolicy, shall provide the Director with direction to: • Review the application and approve or deny it in accordance with this Ppolicy; • Deny the application without further review; or • Approve the application and administer / issue the Ffacility Ppermit in accordance with this and other applicable Town Ppolicies Page 83 of 351 5 Approval Process The Town, at the sole discretion of the Director, reserves the right to modify an event or deny an application in accordance with this policy and any other applicable Town policies or By-laws. The event must comply with all of the following: • All municipal, provincial, and federal laws • All Town policies, procedures, and by-laws • All health and safety regulations and directives issued by York Region Police, Central York Fire Services, and York Region Public Health Events must demonstrate a clear public benefit and contribute directly to one or more of the following areas: • Arts and heritage • Culture • Education • Health and wellness • Physical fitness • Enrichment of the Town’s character and identity • Creation of unique or innovative experiences • Expansion of the overall range and diversity of programming currently offered by the Town When reviewing requests for a facility permit, the Town may consider the following : • Whether the event is of significant municipal importance • Whether the event will attract international, national, provincial, or regional participants • Whether the permit holder’s past event history is in good standing • Whether the permit holder is seeking a partnership with the Town • Whether the event is consistent with the intended use and function of the facility • Any limitations or restrictions on public access to the facility during its regular operating hours • the potential impact on the facility, including but not limited to physical damage and associated repair costs • The extent to which the applicant requires services-in-kind from the Town Page 84 of 351 6 • The permit holder’s not-for-profit status • The event duration, size, and anticipated attendance; • The event’s alignment with the Town’s Vision, Mission, and Values Events that may, in the Director’s opinion, involve substantial public or operational implications – such as restricted public access, fencing of outdoor facilities, multi-day operations, alcohol service, or resource demands exceeding standard Town operations – will be subject to additional review by the Director in consultation with any other Town Departments who may be implicated by the event. Prior to issuance of a facility permit, the permit holder shall submit the following to the Town: • Payment of all applicable fees related to the issuance of the facility permit • Payment of a security deposit as specified by the Town • A copy of the permit holder’s certificate of insurance, which must name “The Corporation of the Town of Aurora” as an additional insured, and be in accordance with the specific requirements outlined in this Policy • A copy of all applicable licenses and permits required from other governments and agencies as required to permit the event • A site plan that is to the satisfaction of the Director. The site plan must include accessibility features in compliance with the Town of Aurora Accessibility Design Standards and the Accessibility for Ontarians with Disabilities Act, 2005 (A.O.D.A.). Fees, Payments, and Permits All applicable fees specified in the By-law - Fees and Charges shall be the sole responsibility of the permit holder. All fees applicable may only be waived by authority of Council. In addition to the standard fees, the Director, at their sole discretion, may levy additional fees for services, materials, and equipment, including labour costs, as may be necessary to facilitate the event or as requested by the permit holder. All charge- backs shall be determined on a cost-recovery basis. All fees payable by the permit holder in accordance with this policy must be received at the time the facility permit is approved by the Town, prior to issuance. A deposit may be required at the time of the application, as per the Policy - Facility Allocation. Page 85 of 351 7 Cancellations and Refunds The Town, at the sole discretion of the Director, reserves the right to cancel any scheduled event and /or revoke any facility permit, for any of the following reasons: a. The Ooutdoor facility is needed for a Town event or an event of municipal significance b. Due to significant or unfavourable weather or Ooutdoor facility conditions c. To help ensure public safety d. If the permit holder fails to pay applicable fees within the applicable timeline, or otherwise fails comply with the requirements of this policy, the facility permit, or any other applicable Town policy or by-law d.e. If the permit holder fails to provide the required Certificate of Insurance e.f. For any other reason that the Director deems appropriate in their sole and absolute discretion If the Town cancels the facility permit and no suitable alternate date is available for the event, a full refund shall be provided to the permit holder, unless the cancellation was a result of the permit holder’s failure to comply with this policy or other Town requirements, in which case no refunds will be provided. If the Permit Holder cancels the event, they remain responsible for all Town costs incurred, including future commitments made to secure event resources. Refunds, less costs already incurred by the Town, will be issued only if the written cancellation is received at least six weeks prior to the event start date. Permit Conditions The Director (or Council, where approval is required) may impose conditions on a facility permit as deemed necessary by the Director, including to protect public safety, Town staff, Town property, or the Ooutdoor facility for the public’s enjoyment of the facility. Such conditions may include noise or music restrictions at the event, in addition to those imposed by the Town’s By-law – Noise. Event Planning The permit holder shall provide the Facility Bookings Administrator with a final site plan no later than 14 days following the approval of the application, or 30 days prior to the event date, whichever is sooner. The Director may require an earlier submission depending on the scope and nature of the event. Page 86 of 351 8 The permit holder shall work with the Facility Bookings Administrator and provide any requested information and may be required to meet with the Facility Bookings Administrator and / or the event planning team during the planning phase. All aspects of the site plan are subject to the Director’s approval and must be adhered to throughout the event. The permit holder is solely responsible for investigating the requirement for and obtaining all required licences/permits from any other authority and for ensuring full compliance with Town by-laws, policies, and procedures. Resources All resources required for the set-up, operation, and clean-up of the event are the responsibility of the permit holder. Costs incurred by the Town in relation to any requests by the permit holder for Town resources, including labour, material, and equipment, shall be the sole responsibility of the permit holder, and will be charged back to the permit holder by the Town in accordance with the Town’s By-law – Fees and Charges. Utilities and Equipment The use of water and hydro service will be allowed only in areas designated by Town employees. Any further installation or use of utilities, equipment, or related infrastructure must receive prior written approval from the Director, and where applicable, other regulatory agencies. All such installations are subject to inspection at the discretion of the Town. Any fencing required under this policy or the Policy – Municipal Alcohol, shall be supplied, installed, and maintained by and at the sole expense of the permit holder. In instances where the Town provides or loans equipment for an event: • The Town makes no warranties, representations, or guarantees, express or implied, regarding the condition, suitability, or fitness of any equipment for any particular purpose. • The permit holder shall accept and use any such equipment entirely at their own risk. Page 87 of 351 9 • The permit holder shall assume full responsibility for the care, custody, and control of the equipment and shall be liable for the full replacement cost in the event of loss or damage to such equipment, beyond reasonable wear and tear. Vehicles in Outdoor Facilities Vehicles may be used to access outdoor facilities solely for the purpose of event set- up and take-down, unless otherwise authorized in writing by the Director, but must always be restricted to designated areas as approved by the Director. The permit holder must ensure that vehicle access into the outdoor facility is controlled and monitored throughout the event, at the designated access points, and shall ensure that the entry of emergency vehicles is permitted at all times. Any vehicle operating within an outdoor facility must have a spotter on all four sides at all times while in motion, and must not exceed a speed of 10km/h. The conduct of the vehicle operators before, during, and after the event will be the responsibility of the permit holder. If an operator is operating a vehicle in a manner that employees, at their sole discretion, deem to be unsafe to the public or employees within or around the outdoor facility, the vehicle will be immediately banned from the facility and the vehicle operator will be banned from operating any other vehicles within the facility. Loading and unloading any vehicle banned from the facility must then be conducted from a location outside of the outdoor facility. The site plan, subject to Town approval, must include any vehicles which are to remain in the outdoor facility during the event. To allow for pedestrian traffic to clear, the permit holder shall ensure that there will be no operation of motorized vehicles in the outdoor facility within 30 minutes prior to the event start time and within 30 minutes following the conclusion of the event. Service vehicles used for transporting supplies or removing garbage, such as golf carts, may be used during event hours upon receiving written approval of employees on sitethe Director. These vehicles must be operated in a safe and responsible manner, and if their operation is deemed to be unsafe, then employees, at their sole discretion, may ban their use for the duration of the event. The Town reserves the right to revoke permission for the use of motorized vehicles due to weather, outdoor facility conditions, or any other reason deemed appropriate by employees. Page 88 of 351 10 Garbage, Grease, Wastewater, Washrooms The event planning team will review the location of all services with the permit holder as part of the site plan review process. Throughout the duration of the event, the permit holder shall arrange for adequate litter, garbage, and recycling control, including for the use of any grease. Regular pick- up / changing / cleaning of waste and recycling containers is required to ensure a sanitary environment, and this must only occur between the hours of 7am – 11pm, unless prior written authorization is provided by the Director. Upon request, the Town may arrange to have employees assist with the removal of garbage, however there will be a charge-back for this service. The permit holder is also responsible for all post-event clean-up and removal of all debris within the permitted area following the event, at a time to be determined by the Town. Any costs incurred by the Town in relation to returning the outdoor facility to its original pre-event condition will be charged back to the permit holder. Employees will review the location of all services within the permitted area with the permit holder as part of the site plan review process. When using an outdoor facility, the permit holder shall provide and maintain for the duration of the event, at their expense, portable toilets for the duration of the event at a ratio of one portable toilet for every 240 participants. Any cleaning, moving, or other maintenance of portable toilets and wash stations must occur between the hours of 7am – 11pm only, unless prior written authorization is provided by the Director in advance. Digging, Staking or Fencing on Town Property In many outdoor facilities, there are underground utilities buried below the surface of the ground. As part of the site plan review, the event planning team must approve all locations where digging, staking, fencing, or any other similar work, is to take place. In the event that utility locates are required, employees shall arrange for the utility locates with any associated costs charged back to the permit holder. A minimum of four weeks’ notice is required to facilitate utility locates. The Town reserves the right to conduct and / or supervise any digging, staking, or fencing installation, and all associated costs will be the sole responsibility of the permit holder. Page 89 of 351 11 Security Requirements Sufficient security personnel must be present to prevent unauthorized access to the event and to uphold and enforce the facility permit requirements • The level of risk associated with the event will be based on the following: o nature and type of event o size of the facility/event space o number and age of attendees o presence of alcohol • Events will be required to engage security as per the assessed risk level: o Low-risk events – no security required o Medium-risk events – paid security and/or paid-duty Bylaw Officers required o High-risk events - paid security and paid-duty Bylaw Officers and/or paid- duty York Regional Police Officers required o The number of security personnel required shll be proportional to the number of anticipated attendees • All security costs are the sole responsibility of the permit holder • At the Director’s discretion, the permit holder may be required to provide the Town with a security plan for the event. Insurance Requirements The permit holder shall, at their sole expense, obtain and maintain insurance coverage for the duration of the event at an amount set out in the Policy – Facility Users Insurance, or such higher amount as may be required by the Town’s Legal Services Division, depending on the nature and scope of the event. Where alcohol is served or sold, the permit holder must also comply with the insurance provisions set out in the Policy – Municipal Alcohol. In all cases, the coverage shall be primary and not contributory with respect to any other insurance carried by the Town. If vehicles are used in connection with the event, the permit holder shall ensure that all vehicles are insured under an Automobile Liability Policy with limits of not less than $2,000,000 per occurrence. Page 90 of 351 12 A Certificate of Insurance, in a form satisfactory to the Town, must be submitted to the Community Services Department at least 14 days prior to the event. The Certificate must confirm coverage in accordance with the Town’s requirements. Failure to provide or maintain the required insurance shall result in revocation of the facility permit, and may also result in the denial of future permit applications. As a condition of the facility permit, the permit holder shall authorize and consent to the Town submitting claims directly to the permit holder’s insurer, without further consent of the permit holder, where a loss, claim, or action arises out of or relates to the event. Failure to provide or maintain the required insurance shall result in revocation of the Facility Permit and may result in denial of future permits. The Town reserves the right to require that the insurance be purchased through the Town’s Facility Users Insurance Program. Damages All facilities, including any materials, equipment, chattels, land, or natural assets located on or within them, must be protected during events from damage such as vandalism, crowd damage, vehicle or equipment use, and excessive wear. The permit holder, together with the event planning team, shall conduct a site inspection of the facility on the days immediately prior to and the following the facility permit dates. The Town also reserves the right to inspect the facility at any time during the event. The permit holder shall be fully responsible for all damages to the outdoor facility during the event, including damages caused by attendees, vehicles, equipment, or other event-related activities. Any resulting repairs or replacements will be carried out by Town employees or the Town’s contractors, at the Town’s sole discretion. All related costs will be charged back to the permit holder in accordance with the Town’s By-law - Fees and Charges. Indemnification The permit holder shall indemnify, defend, and hold harmless the Town, its elected councillors, officers, employees, volunteers, agents, successors, and assigns Page 91 of 351 13 (collectively, the “Indemnitees”) from and against all claims, demands, actions, damages, losses, liabilities, costs, and expenses (including, without limitation, legal fees on a substantial indemnity basis) arising out of, relating to, or in any way connected with: • the issuance of a facility permit; • the holding, operation, or conduct of the event; or • any act, error, omission, negligence, misconduct, or breach of this policy, applicable law, or permit condition by the permit holder, its employees, volunteers, agents, contractors, invitees, or event workers. For greater certainty, this indemnity shall not extend to any claims, demands, actions, damages, losses, liabilities, costs, or expenses arising solely from the gross negligence or willful misconduct of the Indemnitees. This obligation shall apply regardless of whether such claim is made directly or indirectly against the indemnitees and shall survive the expiration or termination of the facility permit. As a condition of the facility permit, the permit holder shall execute and submit the “Release, Waiver, Indemnity and Insurance” agreement as prescribed by the Town, to Community Services, no later than 14 days prior to the commencement of the event (or, in the case of a multi-day event, the first day thereof). Public Access Public access to thoroughfares, park walkways, and trails as well as parking lots must be maintained at all times during the event, unless otherwise approved by the Town. This includes all play structures, public washrooms or other amenities. Responsibilities Community Services Department • Oversee the implementation and execution of this policy and handle coordination for events requiring inter-departmental support. Director of Community Services • Review all facility permit applications and either approve the application, approve it with conditions, or deny it. Permit Holder Page 92 of 351 14 • Be aware of this policy and understand their associated obligations and responsibilities. • Comply with all aspects of this policy, all at the permit holder’s own expense. • Users of facilities agree to be bound by the terms of this policy, and the permit holder shall ensure attendees are aware of any obligations or responsibilities pertaining to them. • It is the responsibility of the permit holder to understand all aspects of this policy and to seek clarification of any matter that they consider unclear prior to submitting an application to Community Services. The Town is not responsible for any misunderstanding of the policy on the part of the permit holder. By submitting an application, the permit holder agrees that all aspects of this policy are understood by the permit holder and any clarification needed by the permit holder has been obtained. Monitoring and Maintenance C.A.O. / directors / managers / supervisors and employees should work collaboratively to resolve issues related to this policy. Any employee found to be disrespecting the terms of this policy other than under exceptional circumstances, emergencies or operational requirement is subject to an investigation and discipline deemed appropriate by their immediate supervisor, Human Resources, the Town Clerk and / or C.A.O. This policy will be reviewed two years from its effective or revision date, in accordance with the Town of Aurora’s policy maintenance schedule. References • Accessibility for Ontarians with Disabilities Act, 2005 Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11 • Liquor License and Control Act, 2019, S.O. 2019, c. 15, Sched. 22 • Smoke Free Ontario Act, 2017, S.O. 2017, c. 26, Sched. 3Smoke-Free Ontario Act, 2017 • By-law – Fees and Charges • By-law - Noise • Policy – Facility Allocation • Policy – Facility Users Insurance • Policy – Municipal Alcohol Page 93 of 351 15 • Town of Aurora Event Application Page 94 of 351 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Policy Business Support Contact: Manager, Business Support Approval Authority: Aurora Town Council Effective: September 10, 2013 Revised: September 15, 2025 _________________________________________________________________ Third Party Special Events Purpose This Policy ensures consistent management of third-party events in Town facilities by:  Ensure consistency in the use and delivery of services related to events organized and operated by third parties in Town facilities  Provide a clear definition of events permitted to operate in Town facilities  Provide guidelines that promote the highest quality and safest conditions for attendees and organizers of events in Town facilities  Establish uniform criteria and procedures that support consistent implementation of this Policy  Ensure a balance between the need for events, and casual / regular use of Town facilities in order to benefit the entire community  Provide clear guidelines for an effective and efficient application and approval process  Provide clarity for employees and the permit holder as to the level of support and resources available from the Town Scope This policy applies to:  All larger-scale special events, other than Town of Aurora (the “Town”) run events, that take place in facilities owned and / or operated by the Town, and not otherwise specifically addressed in the Policy - Facility Allocation or the Policy - Municipal Alcohol Page 95 of 351 2  Any event that requires the support and / or services of multiple Town departments / divisions and therefore requires a liaison to work with the event planner to coordinate logistics  Any event open to the general public to attend and / or to which an admission fee applies with the exception of performances held at Aurora Town Square This policy does not apply to:  Town events or events run by third parties on behalf of and / or under contract / agreement with the Town.  Requests for park / field rentals related to the normal use of Town facilities for which it was intended, such as sporting events, tournaments, or group picnics. If it is unclear as to whether or not this policy applies to a particular event, final determination shall be made by the Town’s Director of Community Services or their designate. Definitions Charge-backs Expenses paid and incurred by the Town on behalf of the permit holder which are charged back to the permit holder, including but not limited to materials, equipment, rentals, and employee costs associated with supporting the event. Director The Director of Community Services for the Town, or their designate or successor. Employee(s) All Town staff and volunteers. Event An organized and planned occurrence, occasion, or gathering that is held at a Town facility by the permit holder under the authority of a facility permit. An event includes all related activities, such as the set-up, tear down, clean-up, and any other ancillary tasks taking place in, on, or around a facility in connection with the preparation, conduct, or conclusion of the event. For the purposes of this Policy, an Event does not include small bookings limited to a single room within a Town facility OR with less than 300 attendees. Event Planning Team Town employees involved in planning/implementing the event, as led by the Facility Bookings Administrator. Page 96 of 351 3 Facility Bookings Administrator A Community Services employee who coordinates applications. Facility Permit A facility contract / permit for the use of a Town facility, as issued by the Town’s Community Services Department. Fees and Charges By-law The Town’s Fees and Charges By-law, as amended from time to time, or its successor. Facility / Facilities Any physical property, buildings, parks, sports fields, or other premises owned, leased, and/or controlled by the Town. Permit Holder The person or organization applying for or named on a Facility Permit, and who is responsible for the event. Planning Phase The development of goals, objectives, and strategies for the event life cycle, including scope, action planning, resource requirements, and budget. Site Plan A visual plan or map that outlines where activities, equipment, and amenities will be located, including but not limited to vehicles, access points, tents, food operating areas, and washrooms. Policy Application Process Applicants must complete and submit the Third Party Special Events Online Application, together with a preliminary site plan, a minimum of 60 days prior to the proposed event date. The application must include the name and contact information for the designated permit holder as the primary contact for Town staff. Depending on the nature and scope of the event, applications may be accepted with less than 60 days’ notice at the discretion of the Director. However, the Town cannot guarantee the application will be processed in time to provide approval for the event. The Facility Bookings Administrator shall:  review the application and contact the applicant if any clarification is required  provide the completed application, questionnaire, and any other relevant information, to the Director for their review and approval or denial of the application. Page 97 of 351 4 Approval Process The Town, at the sole discretion of the Director, reserves the right to modify an event or deny an application in accordance with this policy and any other applicable Town policies or By-laws. The event must comply with all of the following:  All municipal, provincial, and federal laws  All Town policies, procedures, and by-laws  All health and safety regulations and directives issued by York Region Police, Central York Fire Services, and York Region Public Health Events must demonstrate a clear public benefit and contribute directly to one or more of the following areas:  Arts and heritage  Culture  Education  Health and wellness  Physical fitness  Enrichment of the Town’s character and identity  Creation of unique or innovative experiences  Expansion of the overall range and diversity of programming currently offered by the Town When reviewing requests for a facility permit, the Town may consider the following:  Whether the event is of significant municipal importance  Whether the event will attract international, national, provincial, or regional participants  Whether the permit holder’s past event history is in good standing  Whether the permit holder is seeking a partnership with the Town  Whether the event is consistent with the intended use and function of the facility  Any limitations or restrictions on public access to the facility during its regular operating hours  the potential impact on the facility, including but not limited to physical damage and associated repair costs  The extent to which the applicant requires services-in-kind from the Town  The permit holder’s not-for-profit status  The event duration, size, and anticipated attendance;  The event’s alignment with the Town’s Vision, Mission, and Values Page 98 of 351 5 Events that may, in the Director’s opinion, involve substantial public or operational implications – such as restricted public access, fencing of outdoor facilities, multi-day operations, alcohol service, or resource demands exceeding standard Town operations – will be subject to additional review by the Director in consultation with any other Town Departments who may be implicated by the event. Prior to issuance of a facility permit, the permit holder shall submit the following to the Town:  Payment of all applicable fees related to the issuance of the facility permit  Payment of a security deposit as specified by the Town  A copy of the permit holder’s certificate of insurance, which must name “The Corporation of the Town of Aurora” as an additional insured, and be in accordance with the specific requirements outlined in this Policy  A copy of all applicable licenses and permits required from other governments and agencies as required to permit the event  A site plan that is to the satisfaction of the Director. The site plan must include accessibility features in compliance with the Town of Aurora Accessibility Design Standards and the Accessibility for Ontarians with Disabilities Act, 2005 (A.O.D.A.). Fees, Payments, and Permits All applicable fees specified in the By-law - Fees and Charges shall be the sole responsibility of the permit holder. In addition to the standard fees, the Director, at their sole discretion, may levy additional fees for services, materials, and equipment, including labour costs, as may be necessary to facilitate the event or as requested by the permit holder. All charge-backs shall be determined on a cost-recovery basis. All fees payable by the permit holder in accordance with this policy must be received at the time the facility permit is approved by the Town, prior to issuance. A deposit may be required at the time of the application, as per the Policy - Facility Allocation. Cancellations and Refunds The Town, at the sole discretion of the Director, reserves the right to cancel any scheduled event and /or revoke any facility permit, for any of the following reasons: a. The facility is needed for a Town event or an event of municipal significance b. Due to significant or unfavourable weather or facility conditions c. To help ensure public safety Page 99 of 351 6 d. If the permit holder fails to pay applicable fees within the applicable timeline, or otherwise fails comply with the requirements of this policy, the facility permit, or any other applicable Town policy or by-law e. If the permit holder fails to provide the required Certificate of Insurance f. For any other reason that the Director deems appropriate in their sole and absolute discretion If the Town cancels the facility permit and no suitable alternate date is available for the event, a full refund shall be provided to the permit holder, unless the cancellation was a result of the permit holder’s failure to comply with this policy or other Town requirements, in which case no refunds will be provided. If the Permit Holder cancels the event, they remain responsible for all Town costs incurred, including future commitments made to secure event resources. Refunds, less costs already incurred by the Town, will be issued only if the written cancellation is received at least six weeks prior to the event start date. Permit Conditions The Director may impose conditions on a facility permit as deemed necessary by the Director, including to protect public safety, Town staff, Town property, or the public’s enjoyment of the facility. Such conditions may include noise or music restrictions at the event, in addition to those imposed by the Town’s By-law – Noise. Event Planning The permit holder shall provide the Facility Bookings Administrator with a final site plan no later than 14 days following the approval of the application, or 30 days prior to the event date, whichever is sooner. The Director may require an earlier submission depending on the scope and nature of the event. The permit holder shall work with the Facility Bookings Administrator and provide any requested information and may be required to meet with the Facility Bookings Administrator and / or the event planning team during the planning phase. All aspects of the site plan are subject to the Director’s approval and must be adhered to throughout the event. The permit holder is solely responsible for investigating the requirement for and obtaining all required licences/permits from any other authority and for ensuring full compliance with Town by-laws, policies, and procedures. Page 100 of 351 7 Resources All resources required for the set-up, operation, and clean-up of the event are the responsibility of the permit holder. Costs incurred by the Town in relation to any requests by the permit holder for Town resources, including labour, material, and equipment, shall be the sole responsibility of the permit holder, and will be charged back to the permit holder by the Town in accordance with the Town’s By-law – Fees and Charges. Utilities and Equipment The use of water and hydro service will be allowed only in areas designated by Town employees. Any further installation or use of utilities, equipment, or related infrastructure must receive prior written approval from the Director, and where applicable, other regulatory agencies. All such installations are subject to inspection at the discretion of the Town. Any fencing required under this policy or the Policy – Municipal Alcohol, shall be supplied, installed, and maintained by and at the sole expense of the permit holder. In instances where the Town provides or loans equipment for an event:  The Town makes no warranties, representations, or guarantees, express or implied, regarding the condition, suitability, or fitness of any equipment for any particular purpose.  The permit holder shall accept and use any such equipment entirely at their own risk.  The permit holder shall assume full responsibility for the care, custody, and control of the equipment and shall be liable for the full replacement cost in the event of loss or damage to such equipment, beyond reasonable wear and tear. Vehicles in Outdoor Facilities Vehicles may be used to access outdoor facilities solely for the purpose of event set-up and take-down, unless otherwise authorized in writing by the Director, but must always be restricted to designated areas as approved by the Director. The permit holder must ensure that vehicle access into the outdoor facility is controlled and monitored throughout the event, at the designated access points, and shall ensure that the entry of emergency vehicles is permitted at all times. Any vehicle operating within an outdoor facility must have a spotter on all four sides at all times while in motion, and must not exceed a speed of 10km/h. Page 101 of 351 8 The conduct of the vehicle operators before, during, and after the event will be the responsibility of the permit holder. If an operator is operating a vehicle in a manner that employees, at their sole discretion, deem to be unsafe to the public or employees within or around the outdoor facility, the vehicle will be immediately banned from the facility and the vehicle operator will be banned from operating any other vehicles within the facility. Loading and unloading any vehicle banned from the facility must then be conducted from a location outside of the outdoor facility. The site plan, subject to Town approval, must include any vehicles which are to remain in the outdoor facility during the event. To allow for pedestrian traffic to clear, the permit holder shall ensure that there will be no operation of motorized vehicles in the outdoor facility within 30 minutes prior to the event start time and within 30 minutes following the conclusion of the event. Service vehicles used for transporting supplies or removing garbage, such as golf carts, may be used during event hours upon receiving written approval of the Director. These vehicles must be operated in a safe and responsible manner, and if their operation is deemed to be unsafe, then employees, at their sole discretion, may ban their use for the duration of the event. The Town reserves the right to revoke permission for the use of motorized vehicles due to weather, outdoor facility conditions, or any other reason deemed appropriate by employees. Garbage, Grease, Wastewater, Washrooms The event planning team will review the location of all services with the permit holder as part of the site plan review process. Throughout the duration of the event, the permit holder shall arrange for adequate litter, garbage, and recycling control, including for the use of any grease. Regular pick-up / changing / cleaning of waste and recycling containers is required to ensure a sanitary environment, and this must only occur between the hours of 7am – 11pm, unless prior written authorization is provided by the Director. Upon request, the Town may arrange to have employees assist with the removal of garbage, however there will be a charge-back for this service. The permit holder is also responsible for all post-event clean-up and removal of all debris within the permitted area following the event, at a time to be determined by the Town. Any costs incurred by the Town in relation to returning the facility to its original pre-event condition will be charged back to the permit holder. Page 102 of 351 9 When using an outdoor facility, the permit holder shall provide and maintain for the duration of the event, at their expense, portable toilets at a ratio of one portable toilet for every 240 participants. Any cleaning, moving, or other maintenance of portable toilets and wash stations must occur between the hours of 7am – 11pm only, unless prior written authorization is provided by the Director. Digging, Staking or Fencing on Town Property In many outdoor facilities, there are underground utilities buried below the surface of the ground. As part of the site plan review, the event planning team must approve all locations where digging, staking, fencing, or any other similar work, is to take place. In the event that utility locates are required, employees shall arrange for the utility locates with any associated costs charged back to the permit holder. A minimum of four weeks’ notice is required to facilitate utility locates. The Town reserves the right to conduct and / or supervise any digging, staking, or fencing installation, and all associated costs will be the sole responsibility of the permit holder. Security Requirements Sufficient security personnel must be present to prevent unauthorized access to the event and to uphold and enforce the facility permit requirements  The level of risk associated with the event will be based on the following: o nature and type of event o size of the facility/event space o number and age of attendees o presence of alcohol  Events will be required to engage security as per the assessed risk level: o Low-risk events – no security required o Medium-risk events – paid security and/or paid-duty Bylaw Officers required o High-risk events - paid security and paid-duty Bylaw Officers and/or paid- duty York Regional Police Officers required o The number of security personnel required shll be proportional to the number of anticipated attendees  All security costs are the sole responsibility of the permit holder  At the Director’s discretion, the permit holder may be required to provide the Town with a security plan for the event. Insurance Requirements Page 103 of 351 10 The permit holder shall, at their sole expense, obtain and maintain insurance coverage for the duration of the event at an amount set out in the Policy – Facility Users Insurance, or such higher amount as may be required by the Town’s Legal Services Division, depending on the nature and scope of the event. Where alcohol is served or sold, the permit holder must also comply with the insurance provisions set out in the Policy – Municipal Alcohol. In all cases, the coverage shall be primary and not contributory with respect to any other insurance carried by the Town. If vehicles are used in connection with the event, the permit holder shall ensure that all vehicles are insured under an Automobile Liability Policy with limits of not less than $2,000,000 per occurrence. A Certificate of Insurance, in a form satisfactory to the Town, must be submitted to the Community Services Department at least 14 days prior to the event. The Certificate must confirm coverage in accordance with the Town’s requirements. Failure to provide or maintain the required insurance shall result in revocation of the facility permit, and may also result in the denial of future permit applications. As a condition of the facility permit, the permit holder shall authorize and consent to the Town submitting claims directly to the permit holder’s insurer, without further consent of the permit holder, where a loss, claim, or action arises out of or relates to the event. The Town reserves the right to require that the insurance be purchased through the Town’s Facility Users Insurance Program. Damages All facilities, including any materials, equipment, chattels, land, or natural assets located on or within them, must be protected during events from damage such as vandalism, crowd damage, vehicle or equipment use, and excessive wear. The permit holder, together with the event planning team, shall conduct a site inspection of the facility on the days immediately prior to and the following the facility permit dates. The Town also reserves the right to inspect the facility at any time during the event. The permit holder shall be fully responsible for all damages to the facility during the event, including damages caused by attendees, vehicles, equipment, or other event- related activities. Any resulting repairs or replacements will be carried out by Town Page 104 of 351 11 employees or the Town’s contractors, at the Town’s sole discretion. All related costs will be charged back to the permit holder in accordance with the Town’s By-law - Fees and Charges. Indemnification The permit holder shall indemnify, defend, and hold harmless the Town, its elected councillors, officers, employees, volunteers, agents, successors, and assigns (collectively, the “Indemnitees”) from and against all claims, demands, actions, damages, losses, liabilities, costs, and expenses (including, without limitation, legal fees on a substantial indemnity basis) arising out of, relating to, or in any way connected with:  the issuance of a facility permit;  the holding, operation, or conduct of the event; or  any act, error, omission, negligence, misconduct, or breach of this policy, applicable law, or permit condition by the permit holder, its employees, volunteers, agents, contractors, invitees, or event workers. This obligation shall apply regardless of whether such claim is made directly or indirectly against the indemnitees and shall survive the expiration or termination of the facility permit. As a condition of the facility permit, the permit holder shall execute and submit the “Release, Waiver, Indemnity and Insurance” agreement as prescribed by the Town, to Community Services, no later than 14 days prior to the commencement of the event (or, in the case of a multi-day event, the first day thereof). Public Access Public access to thoroughfares, park walkways, and trails as well as parking lots must be maintained at all times during the event, unless otherwise approved by the Town. This includes all play structures, public washrooms or other amenities. Responsibilities Community Services Department  Oversee the implementation and execution of this policy and handle coordination for events requiring inter-departmental support. Director of Community Services  Review all facility permit applications and either approve the application, approve it with conditions, or deny it. Permit Holder Page 105 of 351 12  Be aware of this policy and understand their associated obligations and responsibilities.  Comply with all aspects of this policy, all at the permit holder’s own expense.  Users of facilities agree to be bound by the terms of this policy, and the permit holder shall ensure attendees are aware of any obligations or responsibilities pertaining to them.  It is the responsibility of the permit holder to understand all aspects of this policy and to seek clarification of any matter that they consider unclear prior to submitting an application to Community Services. The Town is not responsible for any misunderstanding of the policy on the part of the permit holder. By submitting an application, the permit holder agrees that all aspects of this policy are understood by the permit holder and any clarification needed by the permit holder has been obtained. Monitoring and Maintenance C.A.O. / directors / managers / supervisors and employees should work collaboratively to resolve issues related to this policy. Any employee found to be disrespecting the terms of this policy other than under exceptional circumstances, emergencies or operational requirement is subject to an investigation and discipline deemed appropriate by their immediate supervisor, Human Resources, the Town Clerk and / or C.A.O. This policy will be reviewed two years from its effective or revision date, in accordance with the Town of Aurora’s policy maintenance schedule. References  Accessibility for Ontarians with Disabilities Act, 2005 Accessibility for Ontarians with Disabilities Act, 2005  Liquor License and Control Act, 2019  Smoke-Free Ontario Act, 2017  By-law – Fees and Charges  By-law - Noise  Policy – Facility Allocation  Policy – Facility Users Insurance  Policy – Municipal Alcohol  Town of Aurora Event Application Page 106 of 351 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Committee of the Whole Report No. CMS25 -037 Subject: Town Hall Accommodation Plan - Funding Increase Prepared by: Kyle Stitt, Manager of Facilities Management Department: Community Services Date: December 2, 2025 Recommendation 1. That Report No. CMS25-037 be received; and 2. That Capital Project No. SO0077- Town Hall Accommodation Plan budget authority of $80,000 be increased by $16,400 to a total of $96,400 and 3. That this project’s total revised budget authority of $96,400 be funded from the Studies & Other Reserve. Executive Summary Following the completion of the Request for Proposals (RFP) process for project SO0077 - Town Hall Accommodation Plan, the total project cost has come in higher than this project’s current capital budget authority of $80,000. Original budget estimates were completed for inclusion into the 2024 Budget with an estimated project completion in Q4 of 2024. Possible variance explanations could be a combination of the passage of time, market escalation, and scope refinement.  Original capital budget authority and scope were estimated for project completion in 2024  Passage of time may lead to higher than anticipated market escalations  This project’s scope was expanded to incorporate space allocation needs for operating departments at the Joint Operations Centre (JOC) Background Original capital budget authority and scope were estimated for project completion in 2024 Page 107 of 351 December 2, 2025 2 of 4 Report No. CMS25-037 Through a Council motion for a Town Administration SWOT/Space Allocation Analysis and Economic Review, staff prepared a capital project to complete a study for the Town Hall Accommodation Study. This capital project, in its original form, was approved as part of the 2024 budget with an estimated completion date of Q4 that same year. The original scope identified project deliverables to assist staff in achieving the highest and best use for the administrative spaces within Town Hall, located at 100 John West Way. This included a review of departmental needs and space alignment, changes in the workplace, review of corporate space and furniture standards/schematic plans, and a review of infrastructure. The development and approval of a long-term strategy for Town Hall will ensure Council receives the information needed to best guide future plans for Town Hall. Analysis Passage of time may lead to higher than anticipated market escalations Although originally estimated to begin in early 2024, human resource constraints hindered staff’s ability to carry out the project. Concurrent projects, that were well underway when this study was approved, including Aurora Town Square and the Stronach Aurora Recreation Centre Gymnasium strained staff’s resources and required project deferral. The passage of time may have led to higher than anticipated market escalations that were unforeseen during the original budget process. This project’s scope was expanded to incorporate space allocation needs for operating departments at the Joint Operations Centre (JOC) The original project scope was limited to a review of operating departments within Town Hall. To ensure a wholistic review of the Town’s spatial needs, staff refined the project approach to include a review of all operating departments, including those located within the JOC. The refined scope will allow staff to explore potential efficiencies along all administrative spaces. Advisory Committee Review None Page 108 of 351 December 2, 2025 3 of 4 Report No. CMS25-037 Legal Considerations The procurement process with respect to this project yielded bids that were all above the approved budget. Consequently, Council approval is required to increase the project budget for staff to be able to award the project to a compliant bidder. If Council does not increase the capital budget amount, the tender will be cancelled, and the contract will not be awarded to any of the bidders. It is within Council’s discretion to not award a contract where the available funds are insufficient. Financial Implications As a result of higher than anticipated contract award costs of $96,400, this project’s current budget authority of $80,000 is insufficient. To enable this project to move forward, staff recommend that this project’s capital budget authority be increased by $16,400 to a total revised amount of $96,400 to be fully funded from the Studies & Other reserve. This funding increase can be accommodated within this reserve. Communications Considerations This report will be posted on the Town’s website. Climate Change Considerations The amended capital budget authority will aim to decrease greenhouse gas emissions by effectively using space within Town Hall and the JOC. The effective planning solutions should reduce redundancy and improve efficiency within the Town’s space planning guidelines leading to lower carbon emissions. Link to Strategic Plan The refined scope for project SO0077 - Town Hall Accommodation Plan supports the Strategic Plan goal of Supporting an exceptional quality of life for all through its accomplishment in satisfying requirements in the following key objectives within this goal statement: Promoting service accountability, excellence and innovation: Through the review and development of spatial needs for all operating departments throughout Town Hall and the JOC, potential efficiencies along with a defined strategic plan for future space Page 109 of 351 December 2, 2025 4 of 4 Report No. CMS25-037 alteration projects are in accordance with the Continue to pursue partnerships/initiatives to drive efficiency and potential cost savings action item. Alternative(s) to the Recommendation 1. Council may provide further direction. Conclusions Higher than expected pricing was received during a Request for Proposal for SO0077- Town Hall Accommodation Plan. Estimated to be completed in 2024, the project was deferred to allocate resources to large capital projects already underway. The combination of project deferral and possible market escalations, combined with a redefined scope of work may explain higher than anticipated costs. Attachments None Previous Reports None Pre-submission Review Agenda Management Team review via email circulation November 13, 2025 Approvals Approved by Robin McDougall, Director, Community Services Approved by Doug Nadorozny, Chief Administrative Officer Page 110 of 351 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Committee of the Whole Report No. CS2 5 -026 Subject: Procedure By-law Update Prepared by: Ishita Soneji, Deputy Town Clerk Department: Corporate Services Date: December 2, 2025 Recommendation 1. That Report No. CS25-026 be received; and 2. That the draft Procedure By-law (Attachment No. 2) be brought forward for enactment and to replace the existing by-law. Executive Summary This report seeks Council’s approval of the necessary changes to the Town’s Procedure By-law and includes the following:  Many changes being recommended to the Procedure By-law have to do with the implementation of Strong Mayor Powers  Additional recommended revisions are intended to ensure consistency with the Town’s Committee of the Whole meeting structure and are primarily housekeeping items  The proposed Procedure By-law revisions help to maintain the openness and transparency of the way Council operates Background The Municipal Act, 2001 (the “Act”) requires Council to pass a bylaw to govern its rules of procedure for Council and Committee meetings. Council’s current Procedure By-law has been in effect as of January 1, 2020. Page 111 of 351 December 2, 2025 2 of 5 Report No. CS25-026 On June 24, 2025, Council provided direction to update the Procedure By-law to ensure alignment with the current legislation, the Act, and to reflect the governance structure and the current meeting practices. A review was undertaken to evaluate the effectiveness of the current Procedure By-law and further enhance and ensure the Procedure By-law is keeping within the following guiding principles:  Aurora Town Council and the Mayor through the Strong Mayor Powers are the decision-making bodies of the Corporation  Public and stakeholder input is a valued part of the decision-making process  Council’s decision-making process should: o Be open and transparent o Be conducted in an environment which is respectful of all participants o Balance debate with the need to make recommendations and decisions in a timely manner  Procedural rules should facilitate and not hinder the business of Council  Procedural rules should comply with Robert’s Rules of Order and should be written in plain language Analysis Many changes being recommended to the Procedure By-law have to do with the implementation of Strong Mayor Powers The Town of Aurora was designated under Part VI.1 of the Act into the Strong Mayor Powers regime of the Province on July 1, 2023. This has necessitated changes to the Town’s Procedure By-law. The proposed changes are summarized as follows:  Clarity regarding the Mayor’s ability to create and dissolve committees with only members of Council, and the Mayor’s responsibility to appoint the Chair of these committees  The form and process for the Mayor’s power to veto specific bylaws  The way in which the Mayor may introduce an agenda item for Council’s consideration without the requirement for a mover and seconder  The way in which the Mayor may propose a bylaw if it could potentially advance a prescribed provincial priority Page 112 of 351 December 2, 2025 3 of 5 Report No. CS25-026 Additional recommended revisions are intended to ensure consistency with the Town’s Committee of the Whole meeting structure and are primarily housekeeping items Section 284.8 of the Act grants the Mayor with the power to establish Committees of Council, assign their functions, and appoint Chairs and Vice Chairs. This power applies only to committees solely composed of Members of Council. On January 26, 2024, Mayor Mrakas exercised these powers with Mayoral Decision No. 2024-03 which dissolved General Committee and implemented a Committee of the Whole meeting structure effective March 1, 2024. Further recommended revisions outlined in Attachment No. 1 reflect the meeting structure transition from General Committee to Committee of the Whole, and capture the changes required to present the public, Council and staff with clarity of how the Town operates its meetings. The changes are as follows:  Including Committee of the Whole as a standing committee and removing General Committee  Clarifying the role of the Deputy Mayor, in the absence of the Mayor  Reflecting the appropriate schedule of meetings  Reflecting the appropriate orders of business for Committee of the Whole agendas  Replacing references to the former General Committee with the current Committee of the Whole Other recommended changes to the Procedure By-law are housekeeping updates aligning with best practices and meant to reflect the way in which this term of Council operates when in a public forum making decisions for the municipality. Any amendments made to the by-law during this term, other than the proposed revisions, have been incorporated. The proposed Procedure By-law revisions help to maintain the openness and transparency of the way Council operates The Procedure By-law is without effect to the extent of any conflict with a federal or provincial Act or a regulation made under an Act, meaning that any sections of the Procedure By-law that are in conflict with the Act would not be in effect. Where a conflict arises, staff would follow the Act and not follow the Procedure By-law as the provisions of the legislation prevail. Page 113 of 351 December 2, 2025 4 of 5 Report No. CS25-026 The proposed revisions ensure that the Procedure By-law is clear and easily accessible for staff, the public, and Council. It presents relevant information in a concise format and ensures accurate information is presented publicly. Guided by the principles of openness, transparency and accountability to the public, the proposed revisions to the Procedure By-law provide clarity in the decision-making process, provide access to information and opportunities for input by the public, and exercises and respects individual and collective roles and responsibilities provided for in the Procedure By-law and applicable legislation. It reflects good governance and provides a way forward for Council to conduct their meetings and is a blended reflection of the current legislation and meeting practices of Council. Advisory Committee Review None Legal Considerations None. Financial Implications There are no direct financial implications as a result of the report. Communications Considerations Upon Council approval, the updated Procedure By-law will be posted on the Town’s website, and applicable webpages will be updated with relevant information. Climate Change Considerations The recommendations from this report do not impact greenhouse gas emissions or impact climate change adaptation. Link to Strategic Plan The proposed Procedure By-law supports progressive corporate excellence and continuous improvement by implementing policy and processes that reflect sound and accountable governance. Page 114 of 351 December 2, 2025 5 of 5 Report No. CS25-026 Alternative(s) to the Recommendation 1. Council provide direction. Conclusions The Procedure By-law is the guiding governance document for the municipality and is built on the principles of good governance, openness, accountability, and transparency. The recommended changes align with the current legislation, the Act, and reflect the governance structure and the current meeting practices. Attachments Attachment 1 – Current Procedure By-law with track changes Attachment 2 – Draft Procedure By-law (clean) Previous Reports None Pre-submission Review Agenda Management Team review on November 12, 2025 Approvals Approved by Patricia De Sario, Director, Corporate Services/Town Solicitor Approved by Doug Nadorozny, Chief Administrative Officer Page 115 of 351 By-law No. XXXX-25 Page 1 of 49 Town of Aurora Procedure By-law Effective January 1, 2020 The Corporation of the Town of Aurora By-law Number XXXX-25 Being a By-law to govern the proceedings of Council and Committee meetings of the Town of Aurora. Whereas subsection 238 (2) of the Municipal Act, 2001 requires every Council and local board to adopt a Procedure by-law for governing the calling, place and proceedings of Meetings; And whereas subsection 11 (2) of the Municipal Act, 2001 provides that upper and lower tier municipalities may pass by-laws respecting accountability and transparency of the municipality and its operations and of its local boards and their operations; and, And whereas it is Council’s desire to follow a process of municipal governance that reflects an open, transparent government; And whereas Council, in the interest of good governance, recognizes a Procedure By-law as a hallmark of accountability and transparency; and, And whereas Council considers it necessary to enact a by-law in this regard and to repeal Procedure By-law Number 6068-186228-19; Now therefore the Council of The Corporation of the Town of Aurora hereby enacts as follows: 1. Definitions In this Procedure By-law: a)“CAO” means the Chief Administrative Officer of the Town or his/hertheir designate; b)“Chair” means the presiding officer at a meeting of Council or a Committee; c)“Clerk” means the Clerk of the Town or his/her designatetheir designate; CS25-026 - Attachment 1-Current Procedure By-law with track changes Page 116 of 351 By-law No. XXXX-25 Page 2 of 49 Town of Aurora Procedure By-law Effective Date d) “Closed Session” means a Meeting, or part of a Meeting of Council or a Committee, which is closed to the public as permitted by the Municipal Act, 2001; e) “Code of Ethics” means the “Code of Ethics”, a declaration of the principles of good conduct and ethics. f) “Committee” means any Standing Committee of Council or an advisory or special Committee established by Council from time to time; g) “Confirming By-law” means a by-law passed for the purpose of giving effect to a previous decision or proceeding of Council; h) “Council” means the Members of Council of the Town of Aurora; i) “Delegation” means an address to Council or a Committee at the request of a person wishing to speak; j) “Deputy Mayor” means the Member appointed to assume the duties, rights, powers and authority of the Mayor in the circumstances set out in Section 242 of the Municipal Act, 2001; (Amended per By-law No. 6453- 22) k) “Director” means a Director of the Town or his/hertheir designate or successor in title; l) “Emergency Weather Event” means an emergency weather event as defined by Town Policy No. HR-23 – Facility Closure – Inclement Weather/Power Failure Outage – as may be amended from time to time; m) “Friendly Amendment” means an amendment to the Motion under debate with the consent of the mover and seconder only, and without the requirement for an amending Motion to be made; n) “Frivolous” means without merit or substance or is trivial; o) “Head” means the individual or body determined to be head under the Municipal Freedom of Information and Protection of Privacy Act, 1990 p) “Inaugural Meeting” means the first Meeting of Council after a regular election; Page 117 of 351 By-law No. XXXX-25 Page 3 of 49 Town of Aurora Procedure By-law Effective Date q) “Local Board” means a local board defined by the Municipal Act, 2001; r) “Mayor” means the Mayor of the Town; s) “Meeting” means any regular, special or other Meeting of Council or a Committee and includes a Workshop; t) “Member” means any individual elected to Council or a person appointed by Council to a Committee; u) “Motion” means a proposal moved by a Member, and seconded by another Member, to adopt, amend, or otherwise deal with a matter before Council or a Committee; v) “Municipal Act, 2001” means the Municipal Act, 2001, S.O. 2001, c.25, as amended; w) “Municipal Conflict of Interest Act” means the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50, as amended; x) “Municipality” means The Corporation of the Town of Aurora; y) “Notice” means written notice, except where legislation, by-law or policy of the Town provides for another form and manner of notice; z) “Offending Member” means a Member who has been found by the Chair or by Council or by a Committee to have disobeyed a rule in this Procedure By-law or a Chair’s ruling; aa) “Point of Order” means a Motion raised by a Member drawing attention to an infraction of this Procedure By-law; bb) “Point of Personal Privilege” means a Motion raised by a Member which concerns the health, safety, rights, or integrity of the Member, the Council, a Committee, Staff or anyone present at a Meeting; cc) “Procedural Matter” means a matter or Motion of a procedural nature; dd) “Public Planning Meeting” means a Meeting held pursuant to the Planning Act, R.S.O. 1990, c. P.13, as amended, or other statute; Page 118 of 351 By-law No. XXXX-25 Page 4 of 49 Town of Aurora Procedure By-law Effective Date ee) “Quorum” means the number of Members required for the legal conduct of the business of Council or a Committee. ff) “Resolution” means the decision of Council on any Motion; gg) “Robert’s Rules of Order” means the most current edition of Robert’s Rules of Order, Newly Revised; hh) “Rules of Procedure” means the rules and regulations contained in this Procedure By-law and that govern the proceedings of Council and its Committees; ii) “Staff” means an employee(s) of the Town; jj) “Standing Committee” means a Committee established by Council and consisting solely of all Members of Council; kk) “Town” means The Corporation of The Town of Aurora; ll) “Town Hall” means the municipal offices located at 100 John West Way, Aurora, Ontario; mm) “Vexatious” means without merit and pursued in a manner that is malicious or intended to embarrass or harass the recipient or others; nn) “Workshop” means a Meeting of Council or Committee for the purpose of discussing issues in an informal venue. 2. Purpose and Application a) This By-law shall be known as the Procedure By-law and establishes the rules of procedure for Council and Committee Meetings. 3. Principles of the Procedure By-law a) The principles of openness, transparency and accountability to the public guide the Town’s decision-making process. In the context of Council and Committee proceedings, this is accomplished by: i) Ensuring the decision-making process is understood by the public and other stakeholders; Page 119 of 351 By-law No. XXXX-25 Page 5 of 49 Town of Aurora Procedure By-law Effective Date ii) Providing access to information and opportunities for input by the public and other stakeholders consistent with the requirements of this Procedure By-law and other statutory requirements; iii) Exercising and respecting individual and collective roles and responsibilities provided for in this Procedure By-law and other statutory requirements. b) The protection of basic rights by recognizing the right of the majority to decide, the minority to be heard and individuals to have the opportunity to participate. c) The principles of parliamentary law governing Council and Committee Meetings include: i) Every Member has the right to one vote, unless prevented by law; ii) Each Member has the right to be heard on a matter, unless prevented by law; iii) Each Member has the right to information to help make decisions, unless prevented by law; iv) Each Member has the right to an efficient meeting; v) Each Member has the right to be treated with respect and courtesy; vi) Each Member represents the public and will first and foremost consider the well-being and interests of the Municipality. 4. Interpreting the Procedure By-law a) In the event of conflict between this Procedure By-law and legislation, the provisions of the legislation prevail. b) If there is a conflict between two or more rules in this Procedure By-law, or if there is no specific rule on a matter, the Chair will rule. In making a ruling, the Chair may consult the Clerk, rely on previous rulings and practices, or refer to Robert's Rules of Order. Page 120 of 351 By-law No. XXXX-25 Page 6 of 49 Town of Aurora Procedure By-law Effective Date 5. Suspension of Rules a) Rules of Procedure provided for in this Procedure By-law may be suspended by a two-thirds majority vote of Council or a Committee, with the exception of the following circumstances: i) Where required by law; ii) Contractual agreements binding the Town; iii) Quorum requirements. b) A Motion to suspend the Rules of Procedure required by this Procedure By-law shall not be debatable or amendable. 6. Standing Committees As per Section 284.8 of the Municipal Act, 2001, the Mayor has the unilateral power to create and dissolve committees made up of members of Council. The Mayor also has the authority to appoint the Chairs of these committees. The following committees are currently established; a) General CommitteeCommittee of the Whole i) The General Committee Committee of the Whole shall be comprised of all Members of Council. ii) The General Committee Committee of the Whole may consider delegations, Community presentations, correspondence, staff reports and matters which may require more elaboration and discussion than would be appropriate in a Council Meeting and such other matters as Council may determine. Recommendations from General Committee Committee of the Whole will be considered by Council. b) Audit Committee i) The Audit Committee shall be comprised of all Members of Council. ii) The Audit Committee shall: Formatted: Font color: Dark Red Page 121 of 351 By-law No. XXXX-25 Page 7 of 49 Town of Aurora Procedure By-law Effective Date (a) Review audited financial statements; (b) Review significant management letter comments and related recommendations; (c) Review the appointment of auditors; and (d) Make recommendations regarding the above to Council. iii) The Committee’s mandate shall include operational reviews. iv) Meetings will be held at the call of the Chair. Agendas will be distributed to Members of Council at least forty-eight (48) hours prior to the Meeting. c) Budget Committee i) The Budget Committee will be comprised of all Members of Council. ii) The Budget Committee shall make recommendations to Council on approval of the Town’s annual operating and capital budgets receive presentations from staff and community partners regarding annual budgets. iii) The Budget Committee has delegated authority to: (a) Approve the Meeting minutes of the Budget Committee; (b) Direct staff to bring forward information to the Budget Committee as needed, and defer matters to a future General Committee or Budget Committee meeting; and (c) Direct staff to prepare and bring forward for Council’s consideration a report summarizing Committee recommendations on the annual capital and operating budgets. iv)iii) Budget Committee Meetings will be held as approved by Council and will be outlined in the Meeting Schedule., as approved by Council. 7. Committees a) When not provided for in the Committees’ Terms of Reference or the Town Policy for Ad Hoc/Advisory Committees and Local Boards, the Rules of Page 122 of 351 By-law No. XXXX-25 Page 8 of 49 Town of Aurora Procedure By-law Effective Date Procedure set out in this Procedure By-law shall govern all Meetings of all Committees, including any ad hoc, Advisory Committees, or Local Boards. 8. Chair of Meeting a) The Chair is the presiding officer at a Meeting of Council or a Committee. b) The Chair of a Meeting of Council, Committee of the Whole, Audit Committee, Budget Committee, a Closed Session or a Workshop Meeting is the Mayor. In the absence of the Mayor, the Deputy Mayor is the Chair. the Mayor will appoint a Chair. c) The Chair of a Meeting of General Committee shall be the Deputy Mayor as provided for in Section 10 of this By-law. (Amended per By-law No. 6453-22) d)c) In the absence of the Mayor or the person appointed as Chair, the Members shall appoint one of their Members as Chair for the purpose of that Meeting. e)d) The Chair and any Vice Chairs of other Committees are appointed in accordance with the Town’s Policy for Ad Hoc/Advisory Committees and Local Boards, or their Terms of Reference. 9. Duties of the Chair a) The Chair is responsible for, where applicable: i) Carrying out the roles and responsibilities of his/hertheir role as described in the Municipal Act, 2001; ii) Chairing the Meeting in an objective manner in accordance with this Procedure By-law; iii) Enforcing the Rules of Procedure in this Procedure By-law; iv) Enforcing order and good behaviour of all Members at all times; v) Announcing the business before Council or a Committee and the order in which it is to be considered; Page 123 of 351 By-law No. XXXX-25 Page 9 of 49 Town of Aurora Procedure By-law Effective Date vi) Receiving, stating and framing all Motions presented to clarify their intent as moved; vii) Ruling on whether a Motion is in order; viii) Protecting Council or a Committee from a Motion that is obviously Frivolous or tending to cause delay by refusing to acknowledge the Motion; ix) Providing information to Members on any matter related to the business of Council or a Committee; x) Deciding to acknowledge, and ruling on, whether a Point of Order or Point of Personal Privilege is in order subject to an appeal by any Member to the Council or a Committee on any question of order in respect to business before the Council or a Committee, and giving the facts, circumstances and reasons for the ruling; xi) Calling a vote on the question of sustaining the ruling of the Chair, and announcing the results of the vote, if there is an appeal to the ruling of the Chair. In this regard, the Chair may provide further explanation of the ruling prior to calling the vote; xii) Recessing a Meeting for a brief, specified time to consult the Clerk, the CAO or other staff person if necessary; xiii) Recessing the Meeting for a specified time if there is a threat or imminent threat to the health or safety of any person, or if there is a possibility of public disorder; xiv) Ensuring that Members take a health break by announcing a minimum ten (10) minute recess after two (2) hours have passed since the last break; xv) Ensuring that all Members who wish to speak on a Motion have spoken; xvi) Ensuring clarity, where required, by reading, or requesting the Clerk, recording secretary or other appropriate person to read Motions before voting; Page 124 of 351 By-law No. XXXX-25 Page 10 of 49 Town of Aurora Procedure By-law Effective Date xvii) Putting all Motions to a vote and announcing results; xviii) Voting on all matters unless the Municipal Conflict of Interest Act prohibits it; xix) Declining to put to a vote any Motion which contravenes this Procedure By-law; xx) Calling Members to order; xxi) Adjourning the Meeting when the business of the Meeting has concluded; and, xxii) Signing all by-laws, Resolutions, and minutes when required. 10. Deputy Mayor (Section added per By-law No. 6453-22) a) The Deputy Mayor shall be composed of all Ward Council Members with appointments running concurrently on a monthly rotation basis. The Clerk shall prepare and circulate a schedule for the rotation of the Deputy Mayor at the beginning of each term of Council for the entire term of Council, as follows: i) Each Ward Councillor shall hold the position of Deputy Mayor for seven (7) non-consecutive months throughout the term of Council; ii) Each Ward Councillor shall be the Deputy Mayor in July or August once over the course of the term of Council; and, iii) No Deputy Mayor will be appointed in July, August, September, October, November and December of a Municipal Election Year. b) Ward Councillors shall notify the Clerk of any exchanges of their appointed months with other Ward Councillors due to a foreseen absence. c) In the absence of the Deputy Mayor, the Mayor will Chair any General Committee meetings. d)c) The Deputy Mayor shall act in the absence of the Mayor in the following circumstances: i) When the Office of Mayor is vacant; Page 125 of 351 By-law No. XXXX-25 Page 11 of 49 Town of Aurora Procedure By-law Effective Date ii) When the Mayor is absent due to illness, or scheduling conflict; iii) When the Mayor is absent from the Town; iv) When the Mayor refuses to act; or v) When the Mayor declares a conflict of interest. e)d) The Deputy Mayor has, and may exercise all the rights, powers, and authority of the Mayor as Head of Council in the Mayor’s absence, as defined in Section 241 and 242 of the Municipal Act, 2001, but shall not exercise any special powers or duties of the Head of Council under Part VI.1 of the Municipal Act, 2001. 11. Members of Council and Committees a) Members are responsible for, where applicable: i) Carry out the responsibilities of the role of Council as described in the Municipal Act, 2001, Municipal Conflict of Interest Act and any other legislation; ii) Attending scheduled Meetings; iii) Carefully considering and making decisions about Meeting business, including seeking information and advice from staff prior to and during a Meeting; iv) Voting on Motions put to a vote, unless the Municipal Conflict of Interest Act prohibits it; v) Respecting the Rules of Procedure in this Procedure By-law; vi) Listening attentively, participating in a Meeting and not interrupting, unless to raise a Point of Order or Point of Personal Privilege; vii) Remaining silent in their seats while Council or a Committee votes and until the Chair announces the result of the vote; viii) Refraining from using indecent, offensive or insulting language or speak disrespectfully of any individual. Page 126 of 351 By-law No. XXXX-25 Page 12 of 49 Town of Aurora Procedure By-law Effective Date ix) Refraining from engaging in private conversation while in the Meeting or using communication devices in any manner that disrupts the Member speaking or interrupts the business of Council; x) Respecting and following the decisions of Council or a Committee; xi) Not disclosing any of the content of a Meeting that was closed to the public or provide confidential documents or materials to unauthorized individuals; xii) Complying with the Chair’s rulings and Council’s decisions; and xiii) Complying with the Council Code of Ethics. 12. Breach of Rules a) If a Member disobeys a rule in this Procedure By-law or a Chair’s ruling: i) After the first occurrence, the Chair calls the Member to order. ii) After the second occurrence, if the Member continues to disobey this Procedure By-law or the Chair’s ruling, the Chair will immediately order the Member to leave his/hertheir seat and observe the Meeting from the audience for the remainder of the Meeting. iii) Any Member other than the Offending Member may appeal the Chair’s ruling in ii), and Council or a Committee may overturn or uphold the Chair’s ruling. Should the Chair’s ruling be overturned, the Offending Member may return to his/hertheir seat. iv) At the next available opportunity in the Meeting, the Chair will offer the Offending Member the opportunity to apologize to Council or a Committee. The apology will not include additional comments or debate by the Offending Member or by Council or a Committee. v) After an apology is made by the Offending Member, Council or a Committee may consent to allow the Offending Member to return to the Meeting. Page 127 of 351 By-law No. XXXX-25 Page 13 of 49 Town of Aurora Procedure By-law Effective Date vi) Should, at any point, the Offending Member create a disturbance while seated in the audience in accordance with subsection 10.b)ii), the Chair will order the Offending Member to leave the Council chamber or meeting room. vii) Council cannot appeal the Chair’s ruling in accordance with subsection 10.b) vi). viii) If the Offending Member refuses to leave his/hertheir seat or leave the Council chamber or meeting room as required in subsection 10.b)vi), the Chair may request the CAO to contact security or the police for assistance. 13. Right of Public Input and Notice a) The public has the right to have input and receive Notice on Council’s decision-making process. The methods for doing so include: writing to Council through the Clerk; submitting a petition; or speaking as a Delegation. The public will receive Notice in accordance with the requirements of legislation, this Procedure By-law and the Town’s Notice By-law. b) Should an individual wish to be provided with further Notice related to a matter of business before Council or Committee, he/she is required to indicate this wish to the Clerk on the prescribed form, which is available on the Town’s website or at the Town Hall. 14. Members of the Public a) The Chair may expel or exclude any person who disrupts a Meeting, and may request security and/or police assistance in doing so. b) No persons, other than Members and Town staff, are permitted to approach the area where Members and staff are seated. c) Attendees will submit all materials for Council or Committee through the Clerk. d) Attendees are responsible for: Page 128 of 351 By-law No. XXXX-25 Page 14 of 49 Town of Aurora Procedure By-law Effective Date i) Maintaining order and not heckling, or engaging in conversations, displaying placards or props or any behavior that may be considered disruptive; ii) Speaking respectfully at all times; iii) Using recording, broadcasting or streaming devices respectfully, and should the Chair direct it, moving or ceasing to use recording, broadcasting or streaming devices. e) All communication devices shall be turned off or set to silent mode during any meeting, with the exception of any assistive devices. for people with disabilities. 15. Preparation of Agendas a) The CAO and his/her their staff are charged with providing guidance and recommendations to Council or Committee related to municipal business, and implementing the decisions of Council. b) The CAO Clerk chairs a regularly scheduled internal meeting to review draft agenda items in order to support the business of Council. c) The Clerk provides an administrative process to support the approval, preparation, Notice, publication and distribution/public access to agendas and agenda items, following approval by the CAO and/or Director. 16. Availability of Agendas a) Council Meeting agendas are generally available to Members of Council and the public on each Thursday preceding a Meeting. b) General CommitteeCommittee of the Whole Meeting agendas are generally available to Members on the Monday Tuesday that is eight (8) seven (7) days preceding a General CommitteeCommittee of the Whole Meeting and are generally available to the public on the following Tuesday . same day. c) Closed Session agendas will be provided to Council in accordance with the publishing timeframes set out in Section 165 a) where required. Page 129 of 351 By-law No. XXXX-25 Page 15 of 49 Town of Aurora Procedure By-law Effective Date d) Council Public Planning Meeting agendas are generally available to Members of Council and the public seven (7) days prior to the Meeting date. e) Special General Committee Committee of the Whole and Council, Workshop and emergency Meeting agendas will be provided to Members in accordance with the publishing timeframes set out in the Notice of Meetings section of this Procedure By-law, where required. f) Agendas for Committees, including Audit Committee and Budget Committee and excluding General Committee, are generally available seven (7) days prior to the meeting date. 17. Additional Items and Corrections a) An additional item is any item that is to be added to a Council or Committee agenda following publication of the original agenda. b) Any corrections to the agendas of Council or Committee may be listed on the additional items revised agenda to be distributed., for information only. c) Committees are required to consent to the introduction of additional items by approving the agenda, as amended. d) Requests for items to be added to the agenda as an additional item shall have met at least one of the following conditions: i) Government/agency deadlines; ii) Legal implications; iii) Contractual implications; iv) Financial implications; v) Council or General CommitteeCommittee of the Whole direction; or vi) As directed by the CAO. Page 130 of 351 By-law No. XXXX-25 Page 16 of 49 Town of Aurora Procedure By-law Effective Date e) Additional items to Council or General Committee Committee of the Whole Meeting agenda are available on each Monday preceding the Meeting, and further additional items may be provided up to and including the Meeting day. 18. Reports of Council and General Committee Committee of the Whole a) In accordance with established administrative protocols, reports prepared by staff are submitted in writing to the Clerk and distributed with the agenda for the applicable Meeting of Council or General CommitteeCommittee of the Whole. b) Reports prepared by staff members contain information and recommendations prepared in the context of their professional, technical and administrative expertise independent of any particular political, constituent or stakeholder interest. 19. Information Reports a) An information report is prepared for the information of Council and generally relates to a matter considered at Council or General Committee Committee of the Whole, or is a matter of Town business. b) An information report does not contain recommendations. c) An Information Report may be requested by Council or General Committee Committee of the Whole in the form of a motion. d) Information reports are circulated directly to Council Members by email and made available to the public on the Town’s website in accordance with the timelines set out in the Availability of Agendas section of this Procedure By-law. Information reports are not published on a General CommitteeCommittee of the Whole or Council agenda unless a Council Member makes such a request to the Clerk. e) Information Reports will be placed on an upcoming General Committee Committee of the Whole agenda at the request of a Council Member. Where required due to urgency or timing, information reports may be considered directly at Council as an item. Page 131 of 351 By-law No. XXXX-25 Page 17 of 49 Town of Aurora Procedure By-law Effective Date 20. Meetings a) Meetings Open to the Public i) All Meetings shall be open to the public except as provided for in the Closed Session section of this Procedure By-law. b) Inaugural Meeting i) The first Meeting of a newly elected Council after a regular municipal election shall be held on November 15, or the first weekday after if that falls on a weekend the first Tuesday in December at 7 p.m. or such other date and time as determined by the Clerk. c) Approval of the Meeting Schedule i) Prior to January 1 of every year, Council approves a Meeting schedule of Council and Standing Committees for each calendar year, which may be amended. The Meeting Schedule is made available to the public on the Town’s website. ii) The Meeting schedule of Committees is determined by its Members, in accordance with each Committee’s Terms of Reference and/or prescribed mandate. d) Location of Meetings i) Meetings shall take place at Town Hall, or at another location within the municipality or adjacent to the municipality, as authorized by the Mayor or by Council, or as provided for in the Municipal Act, 2001 when Notice is given. e) Schedule of Meetings i) Meetings shall take place in accordance with the Meeting Schedule as prepared by the Clerk and approved by Council. ii) All Council Meetings will generally be held on the fourth Tuesday of each month at 7 p.m. and General CommitteeCommittee of the Whole Meetings will generally be held on the second first and third Tuesday of each month at 7 p.m. Where a Council Meeting day is a Page 132 of 351 By-law No. XXXX-25 Page 18 of 49 Town of Aurora Procedure By-law Effective Date public or civic holiday, Council will meet at the same hour on the Wednesday immediately following the holiday. iii) Unless otherwise determined by the Clerk, Council Closed Session will be scheduled at 5:45 p.m. as indicated in the Meeting Schedule prepared by the Clerk and approved by Council. immediately prior to a Council or General Committee Meeting and will recess or adjourn at least ten (10) minutes prior to the scheduled time of the meeting. f) Public Planning Meetings i) Council will meet on the third Tuesday of each month at 7 p.m. for a Council Meeting to consider development-related applications and other matters that have been submitted under the Planning Act, R.S.O. 1990, c. P.13, as amended. (Amended per By-law No. 6655-24) g) Quorum i) A majority of Members, participating in-person and/or electronically, shall constitute a Quorum. ii)i) As soon as there is a Quorum after the time appointed for commencement of a Meeting, the Mayor or Chair will call the Meeting to order. If a Quorum is not present 30 minutes after the time appointed for commencement of a Meeting, the Clerk shall indicate that no Quorum is present, and the Meeting shall not commence. iii)ii) If during the course of a Meeting, Quorum is lost, the Chair shall declare that the Meeting shall be adjourned until the date of the next scheduled Meeting. The agenda items are deemed to be deferred to the next scheduled Meeting. h) Late Arrival i) If a Member arrives late at a Meeting, any prior discussion is not reviewed without the consent of the Members present. i)h) Electronic Participation (Section added per By-law No. 6275-20) Page 133 of 351 By-law No. XXXX-25 Page 19 of 49 Town of Aurora Procedure By-law Effective Date i) Any member may participate electronically in a Meeting that is open to the public or in Closed Session. ii) Any Member who is participating electronically in a Meeting shall be counted in determining whether or not a Quorum is present at will only count towards quorum when visible onscreen, any point in time during the Meeting.unless visibility is prevented by technology limitations or accessibility needs that have been communicated prior to the meeting. iii) For staffing and scheduling purposes, any Council Member who is participating electronically in a General CommitteeCommittee of the Whole, Public Planning or Council Meeting shall notify the Clerk, at least twenty-four (24) hours prior to the General Committee or Council Mmeeting. iv) Delegates may participate electronically in a Meeting, by completing and submitting an Electronic Delegation Request Form and noting their preference to be electronic to clerks@aurora.ca, in accordance with the Delegation protocols and submission deadlines outlined in this by-law. v) A Member who participates electronically and counting towards quorum in a Meeting shall have the same rights and responsibilities as if they were in physical attendance, including the right to vote. vi) Electronic participation in a Meeting shall be conducted by way of electronic means, including, but not limited to, audio teleconference, video teleconference, or by means of the internet, following instructions provided by the Clerk in order to ensure that a Meeting may proceed in the most transparent and successful manner under the current timelines and circumstances. 21. Notice of Meetings a) General Provisions i) The Clerk gives Notice of a Meeting by: (a) Posting the annual approved schedule of Meetings; or Page 134 of 351 By-law No. XXXX-25 Page 20 of 49 Town of Aurora Procedure By-law Effective Date (b) Using the Town’s social media accounts and website; or (c) Publishing Notice on the Town’s regular advertising page in the local newspaper; or (d) Providing the agenda to Members and the public; or (e) All of the above. ii) Every Notice of a Meeting shall indicate the date, time and place of the Meeting, and the contact information for the Clerk’s office. iii) Nothing in this Procedure By-law shall prevent the Clerk from using more extensive methods of Notice. iv) Nothing in this Procedure By-law shall prevent the Clerk from using longer timeframes for providing Notice. b) Special Meetings of Council or General CommitteeCommittee of the Whole (Section amended per By-law No. 6713-25) i) A Special Meeting of Council or General Committee Committee of the Whole may be called by the Mayor at any time, provided that a majority of Members of Council have been consulted and have confirmed their availability to attend in order to ensure quorum. A Special Meeting shall be limited to the business matters set out in the Notice of Meeting. ii) A Special Meeting of Council or Committee may also be initiated upon receipt of a written petition signed by a majority of the Members of Council. The petition must be submitted to the Clerk at least ten (10) days prior to the proposed date of the Special Meeting and must specify the purpose, proposed time, and any motions to be considered. Notwithstanding any other provision of this By-law, any motion proposed by the petitioners shall be included on the agenda and may be decided by a simple majority of the Members present. iii) In addition to the general notice provisions of this Procedure By- law, the Clerk shall provide notice of a Special Meeting of Council or Committee by circulating an agenda at least seven (7) days prior to the date of the Meeting. Page 135 of 351 By-law No. XXXX-25 Page 21 of 49 Town of Aurora Procedure By-law Effective Date c) Workshop Meetings i) The Mayor and/or CAO may hold a Workshop Meeting for Members of Council to discuss issues in an informal venue. With the exception of Procedural Matters, no Motions are passed. ii) A record describing, in general terms, the Meeting and the subject matter discussed is made at all Workshop Meetings and placed on a future Council agenda to be received only for the purposes of information. iii) In addition to the general Notice provisions in this section of the Procedure By-law, the Clerk shall give Notice of a Workshop Meeting by providing an agenda at least twenty-four (24) hours prior to the Meeting. iv) Delegations shall not be permitted at Workshop Meetings. d) Cancellation or Postponement of Meetings i) A Meeting may be cancelled or postponed where it is known in advance that Quorum will not be achieved, by Council Resolution, in the event of an emergency or Emergency Weather Event, or where the Meeting is no longer required, as deemed by the CAO. ii) Where possible, the Clerk shall give Notice of cancellations or postponements of Meetings by: (a) Providing Notice to each Member by email notification no less than forty-eight (48) hours prior to the time set for the Meeting; or (b) Providing Notice to the public no less than 3 hours by: x Posting a Notice on the Town website; x Sending a Notice via the Town’s social media accounts; x Posting a Notice on the Town’s regular advertising page in the local newspaper, if time permits; and x Where (c) cannot be achieved, posting a Notice at the main entrance to Town Hall. Page 136 of 351 By-law No. XXXX-25 Page 22 of 49 Town of Aurora Procedure By-law Effective Date (c) Notwithstanding subsection 19.d) ii), in the case of an emergency or an Emergency Weather Event, the Clerk shall provide Notice to each Member and the public as soon as practically possible. iii) Meetings of Committees may be cancelled or postponed by the Clerk, recording secretary, Chair or other assigned person where Quorum cannot be achieved, by Committee resolution, or in the event of an emergency or Emergency Weather Event. e) Invalidation of Notice of Meeting i) If a Meeting Notice is substantially given, but varies from the form and manner provided in this Procedure By-law, the ability to hold the Meeting and the actions taken at the Meeting are not invalidated. 21.1 (Section formerly numbered 20.1 deleted per By-law No. 6275-20) 22. Closed Session a) Matters of Closed Session i) Council or a Committee may, by Resolution, close a Meeting or part of a Meeting to the public in accordance with section 239 of the Municipal Act, 2001. ii) Council or a Committee may also resolve into a Closed Session to the public for the following purposes: (a) An ongoing investigation respecting the Municipality, a Local Board or a municipally-controlled corporation by the Ombudsman appointed under the Ombudsman Act, an Ombudsman referred to in subsection 223.13 (1) of the Municipal Act, 2001, or the investigator referred to in subsection 239.2 (1) of the Municipal Act, 2001. b) Notice of Closed Session i) Where a matter may be considered by Council or General Committee Committee of the Whole for discussion in Closed Page 137 of 351 By-law No. XXXX-25 Page 23 of 49 Town of Aurora Procedure By-law Effective Date Session, wherever possible, written Notice by way of a published agenda will include: (a) The fact that the Meeting will be closed to the public as provided for in the Municipal Act, 2001; and (b) The general nature of the matter to be considered at the Closed Session. c) A Motion to close a Meeting or part of a Meeting to the public shall state the: i) Intention to close the Meeting to the public; and ii) General nature of the matter to be considered at the Closed Session, and the grounds for closing the Meeting as set out in the Municipal Act, 2001. d) Voting during Closed Session i) Only votes relating to procedural matters or direction to staff may be taken during a Closed Session, unless otherwise authorized. e) Upon completion of the Closed Session: i) The Members shall immediately reconvene in open session; ii) The Mayor shall report any outcomes on the Closed Session as necessary; and, iii) If applicable, the Members shall vote on any Resolution(s) originating from the Closed Session. f) Reporting Out and Confidentiality of Closed Session Discussions i) Any required vote will occur following the Closed Session discussion of a Council or Committee Meeting. i)ii) Matters considered in Closed session will be reported out at the beginning of the Committee of the Whole or Council meeting or immediately after the session if no meeting follows the Closed session meeting. Where a Closed session is held during the meeting itself, reporting out will occur following that session. Page 138 of 351 By-law No. XXXX-25 Page 24 of 49 Town of Aurora Procedure By-law Effective Date ii)iii) Public General CommitteeCommittee of the Whole and Council Closed Session agendas, minutes or reports shall provide sufficient detail without detrimentally affecting the confidentiality of the matter(s) discussed in Closed Session and the position of the Municipality. iii)iv) Minutes of a Closed Session shall be presented for adoption at a scheduled Meeting of Council that does not occur on the same day. iv)v) No Member shall disclose or discuss, through written, electronic or verbal communication or any other means, to any individual or corporate third party, any information that has been or will be discussed at a Closed Session of Council or a Committee until such time that Council or a Committee has determined or has been advised by staff that the matter, or any part of the matter, may be made public, subject to review by the head or designate under the Municipal Freedom of Information and Protection of Privacy Act or if directed to do so by a court. g) (Section deleted per By-law No. 6350-21) h)g) Closed Meeting Investigation i) A person may request that an investigation be undertaken to determine whether Council or Committee complied with the requirements of the Municipal Act, 2001 and this Procedure By-law in respect of a Meeting or part of a Meeting closed to the public. A person may initiate such a request by submitting a written request to the Town Clerk. 23. Speaking Order and Limit a) The Chair shall maintain a list of Members who have requested to speak or ask questions. The Chair shall designate Members to speak or ask questions in the order in which they appear on the list. The Chair shall give priority to Members who have not spoken to the matter previously. b) At Committee of the Whole Meetings, Members are permitted to speak two (2) times on a matter, the first time being for a maximum of ten (10) Page 139 of 351 By-law No. XXXX-25 Page 25 of 49 Town of Aurora Procedure By-law Effective Date minutes, and the second time being for a maximum of five (5) minutes; and c) At Council Meetings, Members are permitted to speak two (2) times on a matter for a maximum of five (5) minutes each time. 24. Rules of Debate a) Members’ comments are relevant to the matter of business before Council or a Committee. Members should avoid comments intended to be statements or assertions. b) Any Member may require a Motion or question under discussion to be read at any time during the debate but not so as to interrupt the Member speaking. c) Members shall express themselves succinctly without repetition. d) Questions may be asked only of: i) The Chair; ii) Staff; iii) A previous speaker; and, iv) A delegation. 25. Order of Business – General CommitteeCommittee of the Whole a) The order of business of General CommitteeCommittee of the Whole is set out in the agenda, as follows, where provided for: i) Approval of the Agenda ii) Declarations of Pecuniary Interest and General Nature Thereof iii) Community Presentations iv) Delegations v) Consent Agenda Page 140 of 351 By-law No. XXXX-25 Page 26 of 49 Town of Aurora Procedure By-law Effective Date vi) Advisory Committee Meeting Minutes vii) Community Services Committee Agenda viii) Corporate Services Committee Agenda ix) Finance and Information Technology Committee Agenda x) Administration Committee Agenda xi) Operational Services Committee Agenda vi)xii) Planning and Development Services Committee Agenda vii) Consideration of Items Requiring Discussion (Regular Agenda) viii)xiii) Member Motions (Amended per By-law No. 6569-23) ix)xiv) New Business x)xv) Closed Session xi)xvi) Adjournment 26. Order of Business – Council a) The order of business for the Council is set out in the agenda as follows, where provided for: i) Approval of the Agenda ii) Declarations of Pecuniary Interest and General Nature Thereof iii) Community Presentations iv) Delegations v) Consent Agenda vi) Standing Committee Reports vii) Consideration of Items Requiring Discussion (Regular Agenda) viii) (Deleted per By-law No. 6569-23) Page 141 of 351 By-law No. XXXX-25 Page 27 of 49 Town of Aurora Procedure By-law Effective Date ix)viii) Regional Report x)ix) New Business xi) Public Service Announcements xii)x) By-laws xiii)xi) Closed Session xiv)xii) Confirming By-law xv)xiii) Adjournment 27. Order of Business – Other a) The order of business for any other meeting type is at the discretion of the Clerk. 28. Record of Meetings a) The Clerk records the minutes of Meetings of General CommitteeCommittee of the Whole and Council without note or comment. The minutes record: i) The date, time and location of the Meeting; ii) The name of the Chair and a record of the attendance at the Meeting; iii) The name and nature of presenters and Delegations; and iv) All Resolutions, decisions and other proceedings of the Meeting; b) Minutes of Committees, excluding standing Committees are submitted to General CommitteeCommittee of the Whole for receipt. c) The receipt of Committee minutes, excluding standing Committee minutes, by Council does not constitute endorsement by the Town of any recommendations or actions contained in the minutes. d) A General CommitteeCommittee of the Whole report is submitted to the next regular Council meeting for consideration of the recommendations to Page 142 of 351 By-law No. XXXX-25 Page 28 of 49 Town of Aurora Procedure By-law Effective Date Council. The report from General CommitteeCommittee of the Whole that is presented to Council shall not contain the mover or seconder on each item but rather shall only show recommendations endorsed by the General CommitteeCommittee of the Whole. e) Minutes of each Meeting of Council are presented to the subsequent regular Meeting of Council for approval. The approved minutes form the official record of the Meeting. f) After the Council Meeting minutes have been approved by Council, they shall be signed by the Mayor and Clerk. g) Approved minutes of Council, including the report of the General CommitteeCommittee of the Whole, will be posted on the Town’s website as they become available. h) The Clerk shall ensure that the minutes of each Meeting are made available to Members within a reasonable amount of time after the holding of such Meeting. 29. Changes in Order of Agenda a) The business of General Committee and Council is dealt with in the order stated on the published agenda, unless Council consents to changing the order. 30.29. Declarations of Pecuniary Interest a) Members are required to make declarations of pecuniary interest in accordance with the requirements of the Municipal Conflict of Interest Act and/or other relevant legislation and shall refrain from speaking to and voting on the matter. At a Meeting at which a Member discloses a pecuniary interest, or as soon as possible afterwards, the Member shall file a written statement of the interest and its general nature with the Clerk or the secretary of the Committee or Local Board. b) A public registry of all declarations of pecuniary interest will be maintained by the Clerk in accordance with the Municipal Conflict of Interest Act. c) Where a Meeting is not open to the public, in addition to complying with the requirements set out in the Closed Session section of this Procedure Page 143 of 351 By-law No. XXXX-25 Page 29 of 49 Town of Aurora Procedure By-law Effective Date By-law, the Member shall leave the Meeting or the part of the Meeting during which the matter is under consideration. d) Where the interest of a Member has not been disclosed by reason of the Member’s absence from a particular Meeting, the Member shall disclose the Member’s interest and otherwise comply at the first Meeting of Council or Committee, as the case may be, attended by the Member after the particular Meeting. e) The Clerk shall record the particulars of any disclosure of pecuniary interest and general nature thereof made by a Member, and this record shall appear in the minutes of that Meeting. 31.30. Staff and Community Presentations a) Staff Presentations i) Staff presentations, if related to a report on the agenda shall occur at the time the report is discussed. Presentations by Staff at Meetings shall be a maximum of ten (10) minutes. b) Community Presentations i) Community Presentations may be made by third parties invited by staff to Council or General CommitteeCommittee of the Whole on matters of interest to the Town. Such presentations are received or presented by the Chair. ii) Requests to be added to the Community Presentations section of an agenda shall be submitted to the Clerk at least three (3)two (2) weeks prior to the Meeting date. iii) Any accompanying materials must be submitted to the Clerk in an electronic format at least three (3) business days prior to the Meeting date. iv) Community Presentations may be up to five (5) minutes. The consent of Council or General CommitteeCommittee of the Whole is required to extend a presentation beyond five (5) minutes. Page 144 of 351 By-law No. XXXX-25 Page 30 of 49 Town of Aurora Procedure By-law Effective Date v) The Clerk may limit the frequency and/or number of times a group or individual may appear before General CommitteeCommittee of the Whole or Council. 32.31. Delegations at Meetings of Council and General CommitteeCommittee of the Whole a) General Provisions i) Delegates shall be encouraged to appear at the appropriate Committee first rather than Council. ii) Anyone wishing to appear before General CommitteeCommittee of the Whole shall register as a delegate by submitting the prescribed form to the Clerk no later than 9 a.m. on the scheduled Meeting date. iii) Anyone wishing to appear before Council shall register as a delegate by submitting the prescribed form to the Clerk no later than 9 a.m. one (1) business day prior to the scheduled Meeting date.on the scheduled meeting date. iv) Delegates shall advise the Clerk that the audio-visual equipment will be required and shall submit supporting material to the Clerk for approval in an electronic format no later than 4:30 p.m. on the Friday prior to the Meeting date. v) Delegates requesting specific financial assistance or services in- kind from General CommitteeCommittee of the Whole or Council shall be directed to a Budget Committee meeting. Requests made outside the Budget Committee Meeting must include a detailed written request to the Clerk prior to the Meeting, which will be forwarded to the appropriate department for review. A decision will not be made at the Meeting where the Delegation is heard. vi) The Clerk shall give due consideration to the length of the agenda and the number of Delegations and shall advise to the requester the earliest possible date when his/hertheir Delegation may be accommodated. A limit of four (4) Delegations will be considered at a Meeting of General CommitteeCommittee of the Whole, and two (2) Delegations will be considered at a Meeting of Council. Page 145 of 351 By-law No. XXXX-25 Page 31 of 49 Town of Aurora Procedure By-law Effective Date vii) The Clerk may limit the frequency and/or number of times a group or individual may appear before General CommitteeCommittee of the Whole or Council. viii) Delegation requests received after the deadline or limit has been reached will be acknowledged by the Clerk and will be placed on the agenda but only considered if Council agrees to waive the Procedure By-law by 2/3 vote. but not placed on an agenda. ix) Delegations at General CommitteeCommittee of the Whole and Council Meetings shall be on a subject that is within the jurisdiction or influence of local government. Delegations at a Meeting of Council shall be related to an item of business on the agenda. x) Delegations regarding active planning applications will not be permitted at a Council Meeting. xi) Delegates shall refrain from making statements or comments that are, in the opinion of the Chair, frivolous or vexatious in nature. xii) Delegates who share the same position on a matter or are from the same organization, are encouraged to speak in one delegation. xiii) Delegates shall be restricted to a speaking limit of five (5) minutes, regardless of whether they are representing an organization, association or other group. xiii)xiv) Delegates shall not speak on any subject other than the subject for which they have received confirmation to address Council or Committee. xiv)xv) The consent of Council or General CommitteeCommittee of the Whole is required to grant a delegate one (1) extension of up to five (5) minutes at a Council or General CommitteeCommittee of the Whole Meeting, and to consider more than two (2) Delegations at a Council Meeting. xv)xvi) Delegates who appear before General CommitteeCommittee of the Whole are not permitted to make a Delegation in relation to the Page 146 of 351 By-law No. XXXX-25 Page 32 of 49 Town of Aurora Procedure By-law Effective Date same item at the following Council Meeting, but may submit written material to Members of Council through the Clerk’s Office. b) Conduct of Delegates i) Delegates shall not make detrimental, offensive or insulting comments, or speak ill of, or malign the integrity of Staff, the public, Council or Committee or other external public agencies. i)ii) Delegates addressing Council or Committee shall appear in a manner respectful of the municipal proceedings; iii) Face coverings may only be worn when required for religious or medical reasons, and must not obstruct identification or pose safety concerns; ii)iv) Delegates who contravene this section will not be permitted to finish their delegation and will be asked by the Chair to take their seat in the audience. c) Delegations at Council Meetings i) Anyone wishing to speak on an item that is not on the Council agenda may be placed on a Committee agenda to address an issue that is not on the Council agenda. d) Delegations at Public Planning Meetings i) Any person may speak on a matter on the agenda at a Public Planning Meeting. The delegate shall not speak for more than five (5) minutes and shall speak no more than twice on the agenda item. (Amended per By-law No. 6531-23) 33.32. Consent Agenda a) Consent Agenda will include the following items that do not have presentations or Delegations: i) Receipt of the Minutes (i.e., Special Council, Workshop, Closed Session) (Council Meeting agenda only); ii) Procurement items that are within the approved budget; Page 147 of 351 By-law No. XXXX-25 Page 33 of 49 Town of Aurora Procedure By-law Effective Date iii)ii) Communications addressed to Council; iv)iii) Information reports requested by Council through motions; and v)iv) Items as directed by the CAO or Clerk. b) Questions of clarification may be asked by Members about any consent item during the adoption of the Consent Agenda without requiring a separate vote. c) Members shall identify any items contained on the Consent Agenda which they wish to speak to and the matter shall be extracted from the Consent Agenda to be dealt with separately. under Consideration of Items Requiring Discussion (Regular Agenda). d) In the event that a Member declares a pecuniary interest on an item that is included on the Consent Agenda, that item shall be considered separately. under Consideration of Items Requiring Discussion (Regular Agenda). e) Items on the Consent Agenda or the balance of the items, as the case may be, shall be adopted in one Motion. 34.33. Member Motions (Section amended per By-law No. 6569-23) a) A Member desiring to introduce a subject for discussion by Council will provide the proposed Motion to the Clerk in writing for inclusion in a regular agenda of General CommitteeCommittee of the Whole by 12 p.m. on the Wednesday prior to the meeting. b) The Motions will be included on the next General CommitteeCommittee of the Whole agenda for consideration and disposition. Motions that are not in order, as determined by the Clerk, will not be included. c) Closed Session Motions may be published as part of a General CommitteeCommittee of the Whole or Council agenda and discussed at the meeting where the motion appears on the agenda. d) The CAO or Staff may be requested to comment on the Motion raised in this section, but no staff report will be prepared unless the Motion, once adopted by Council, is referred to staff for a further report. e) It is the duty of the Member to: Page 148 of 351 By-law No. XXXX-25 Page 34 of 49 Town of Aurora Procedure By-law Effective Date i) Prepare the proposed Motion in writing. ii) Submit the proposed Motion to the Clerk. iii) Ensure the content of the proposed Motion allows for it to be published on a public agenda. 35.34. Regional Report a) The representative of the Town on Regional Council will provide a report at regular Meetings of Council or Committee of the Whole on matters of interest to the Town, when available. 36.35. New Business a) Any Member of Council or a Committee, at any Meeting, may present and introduce any matter of new business during the New Business portion of the Meeting, and shall have regard to the following guidelines: i) Members are encouraged to raise operational matters prior to the Meeting through the CAO, Director or appropriate Staff; ii) Members are discouraged from raising substantive policy matters, in particular consideration of corporate policies or by-laws; and, iii) Members of Council are encouraged to raise announcements and community events under the Public Service Announcements portion of the Council agenda. 37.36. Public Service Announcements a) Members may speak for no more than three (3) minutes on public service announcements and community events, unless the consent of Council is granted. 38.37. By-laws a) By-laws are considered by Council and approved by Motion. b) Every by-law adopted by Council is done so under the seal of the Town and signed by the Clerk and the Mayor. Page 149 of 351 By-law No. XXXX-25 Page 35 of 49 Town of Aurora Procedure By-law Effective Date c) All by-laws shall be given first, second and third readings in a single Motion, unless a Member wishes to discuss the contents of a by-law, at which time the subject by-law shall be removed from the Motion and dealt with separately. d) The following types of by-laws may be presented directly to Council without an accompanying staff report: i) Those directed to be presented directly to Council by General CommitteeCommittee of the Whole or Council; ii) The appointment of statutory positions, staff for by-law inspection, municipal law enforcement and provincial offences administration; iii) Consolidation of by-laws or housekeeping amendments; iv) General by-laws where the purpose and intent of the by-law has been clearly authorized by a previous resolution; v) A by-law to levy interim property taxes; vi) A by-law to set tax rates in accordance with the approved budget; vii) Part-lot control by-laws; viii) Assumption by-laws; ix) A by-law to establish a public highway; x) Minor amendments resulting from changes to provincial enabling legislation; and, xi) Other administrative by-laws deemed appropriate by the CAO. e) Every Council Meeting shall be confirmed by by-law so that every decision of Council at that Council Meeting and every Resolution of the Meeting shall have the same force and effect as if each and every one of them had been the subject matter of a separate by-law duly enacted. Page 150 of 351 By-law No. XXXX-25 Page 36 of 49 Town of Aurora Procedure By-law Effective Date f) All amendments to any by-law approved by Council shall be deemed to be incorporated into the by-law and if the by-law proposing the amendment is enacted by Council, the amendments shall be inserted by the Clerk. g) All by-laws, including the confirming by-law, shall be voted on prior to Adjournment. h) As per section 284.11 of the Municipal Act, 2001 the Mayor may veto all or any part of a Municipal Act, Planning Act, or Development Charge Bylaw that, in the opinion of the Mayor, could interfere with a provincial priority prescribed in O.Reg 580/22. The power may be exercised in the following way; i) The Mayor must inform the Clerk within two (2) days of the passage of a by-law of the intent to consider vetoing the by-law ii) Following the Notice of Consideration, the Mayor has 14 days to decide whether to proceed with the veto iii) If the Mayor proceeds with the veto, the Mayor must provide the Clerk with a written veto and include reasons for the veto. Within 21 days of the Clerk’s notice of the veto, Council may override the veto upon two-third majority vote. The Mayor may vote in the Council decision to override the veto. The override shall be introduced by motion: (a) Without notice at any regular Council meeting; or (b) At a Special meeting called for this purpose and in the form required in accordance with Section 21(b)(ii). g)i) In the case where the Mayor will not be vetoing any of the by-laws passed by Council at a particular meeting, the Mayor will issue a Mayoral decision noting that their veto power will not be used, and the decision will be posted on the Town’s website. 39.38. Adjournment a) No item of business shall be considered at a Meeting of Council or General CommitteeCommittee of the Whole after 10:30 p.m. unless a majority of the Members present enact a resolution to extend the hour. Page 151 of 351 By-law No. XXXX-25 Page 37 of 49 Town of Aurora Procedure By-law Effective Date The Resolution must include a proposed time for adjournment of the Meeting. 39. Matters Proposed by the Mayor a) As per section 284.10 of the Municipal Act, 2001 the Mayor may add a matter to the agenda, including by-laws, if they are of the opinion that it could potentially advance a provincial priority prescribed in O.Reg 580/22, which Council is required to consider. b) Matters introduced by the Mayor do not require compliance with the sections relating to any notice requirements, agenda deadlines, or additional items of this Procedure By-law. Items added by the Mayor do not require a mover or seconder to be put on the floor. 40. Correspondence a) Where cAll Correspondence will be is not requested to be included in a Council or General Committee agenda, it is circulated by the Clerk to Members, the CAO, Directors and applicable Staff for their information, and forms a part of the Clerk’s records. b) A Member of Council may request the correspondence be added to Where correspondence has been requested to be included on a a Council or General CommitteeCommittee of the Whole Meeting agenda. or on the request of a Member to the Clerk, correspondence is placed on the General Committee meeting agenda for consideration. Where required due to urgency or timing, correspondence may be considered directly by Council as an Additional Item. c) The Council’s receipt of correspondence does not constitute endorsement of the correspondence by the Town of any recommendations it may contain or actions it may advocate. 41. Petitions a) Petitions may be submitted to the Clerk and will include a minimum of two (2) persons and their respective addresses unless otherwise required by law, and a clear statement of the purpose for the petition. Page 152 of 351 By-law No. XXXX-25 Page 38 of 49 Town of Aurora Procedure By-law Effective Date b) If the petition meets the requirements of the Petition Policy and/or any other related Town Policies, the request conveyed in the petition will be considered by General CommitteeCommittee of the Whole for disposition. Where required due to urgency or timing, petitions may be considered directly by Council. c) Staff may prepare recommendations related to the matter for Council’s consideration. d) The Town is not accountable for the accuracy or reliability of petitions that are submitted. 42. Motions from Other Municipalities a) All requests for endorsement of resolutions from other municipalities will be electronically circulated to Council and acknowledged by the Clerk, with the advice that the Town does not take action on resolutions received from other municipalities, but rather makes its position known through the appropriate municipal association, or alternatively, directly to the relevant Minister or government leader. b) A Member of Council may request that a resolution from another municipality be added to a General CommitteeCommittee of the Whole agenda for consideration. c) The Council’s receipt of resolutions from other municipalities does not constitute endorsement by the Town of any recommendations or actions they may contain. 43. Motions – Impact on Corporate Resources a) The CAO will advise on the appropriate means of disposition for matters that make an impact on administration. b) Council is not required to pass a Motion that makes an impact on corporate resources where a matter: i) Has already been approved by Council; ii) Is considered by the CAO to be minor in nature; and/or, iii) Falls within existing service levels. Page 153 of 351 By-law No. XXXX-25 Page 39 of 49 Town of Aurora Procedure By-law Effective Date 44. Procedures Concerning Motions a) General Rules i) Every Motion in any Meeting of Council or Committee requires a mover and a seconder. ii) When duly moved and seconded, every Motion, other than a Motion to adjourn, recess, table or suspend the rules of this Procedure By-law, is open for discussion. iii) No debate is permitted on any Motion or amending Motion until it has been properly seconded. iv) A Member may move a Motion in order to initiate discussion and debate, but vote in opposition to the Motion. A seconder of the Motion may vote against the Motion. v) A Motion or amending Motion may not be withdrawn without the consent of the mover and seconder. vi) The Chair of a Meeting of Council or a Committee will not move or second a Motion. All Members of Council or a Committee will vote on all Motions except in the instance where the Member refrains from voting on an issue due to a declaration of a pecuniary interest in the matter by the Member. If any Member does not vote, he/she they will be deemed as voting in the negative (except where prohibited from voting by statute). b) Motion under Debate i) When a Motion is under debate, no other Motion may be considered except for the following Motions, to be considered in the listed order of priority: (a) To adjourn; (b) To recess; (c) To table an item; (d) To put the question to a vote or call the vote; Page 154 of 351 By-law No. XXXX-25 Page 40 of 49 Town of Aurora Procedure By-law Effective Date (e) To defer; (f) To refer; (g) To amend. c) Motion to Adjourn i) A Motion to adjourn means a Motion to end a Meeting. ii) A Motion to adjourn is not debatable and shall always be in order except when: (a) Another Member is in possession of the floor; (b) A vote has been called; or (c) Members are voting. iii) A Motion to adjourn is not amendable, except when moved to set future time for adjourning. iv) A Motion to adjourn shall take precedence over any other Motion and shall be put immediately without debate. d) Motion to Recess i) A Motion to recess means to suspend a meeting for a specific length of time. ii) A Motion to recess when other business is before the Meeting: (a) Specifies the length of time of the recess; (b) Is debatable as to the length or timing of the recess; and (c) Can only be amended with respect to the length of the recess. e) Motion to Table i) A Motion to table means to postpone a matter without setting a definite date for future discussion for a matter. A tabled Motion that has not been decided on by Council during the term of Council in which the Motion was introduced is deemed to have been withdrawn. ii) A Motion to table: Page 155 of 351 By-law No. XXXX-25 Page 41 of 49 Town of Aurora Procedure By-law Effective Date (a) Is not to be amended or debated; and (b) Applies to the Motion and any amendments thereto under debate at the time when the Motion to table was made. iii) If the Motion to table carries, in the absence of any direction from Council, the matter may not be discussed until the CAO, or a Member through a Motion, brings it forward to a subsequent Meeting. f) Motion “To Put the Question to a Vote” or “To call the Vote” i) A Motion “To Put the Question to a Vote” or “To call the Vote” means to stop debate and immediately proceed to vote on the Motion. ii) Any Member may request the Chair “To Put the Question to a Vote” or “To call the Vote” by presenting a Motion that the question “now be put to a vote.” A Motion to put the question to a vote must: (a) Be seconded; (b) Is not open to debate; (c) Immediately put to a vote without debate; (d) Requires a 2/3 majority vote to close debate. g) Motion to Refer i) A Motion to refer means to direct a matter under discussion by Council or a Committee to Staff or another Committee for further examination or review. ii) A Motion to refer a matter under consideration to a Committee or to Staff: (a) Shall be debatable as to the rationale of referring, and cannot go into the merits of the Motion or subject being referred; and (b) May be amended as to the Committee or group to whom it is being referred, as to the time the Committee or Staff reports back, and as to directions given to the Committee or Staff; and Page 156 of 351 By-law No. XXXX-25 Page 42 of 49 Town of Aurora Procedure By-law Effective Date (c) Includes the terms on which the Motion is being referred and the time at which the matter is to be returned; and (d) Includes the reasons for the referral. iii) This Motion may be delayed by the Chair in order to permit Members on the speaking list to speak. h) Motion to Defer i) A Motion to defer means to postpone all discussion on a matter until a future date or time, one which is established as part of the Motion. ii) A Motion to defer to a certain time or date: (a) Is open to debate as to advisability of postponement and cannot go into the merits of the Motion or subject being postponed; and (b) May be amended as to the time or date to which the matter is to be deferred. iii) This Motion may be delayed by the Chair in order to permit Members on the speaking list to speak. i) Motion to Amend i) The purpose of this Motion is to modify a Motion. It cannot be used to directly contradict or negate the effect of another Motion. ii) A Motion to amend: (a) Is open to debate; and, (b) Is to be relevant to the main Motion; and (c) Is applied to a Motion at one time, and that amendment may be amended [by a secondary amendment], which then cannot be amended. iii) If a Motion to amend is not considered a Friendly Amendment, then the Motion to amend: Page 157 of 351 By-law No. XXXX-25 Page 43 of 49 Town of Aurora Procedure By-law Effective Date (a) If more than one Motion, will be put to a vote in the reverse order to that in which they were moved; (b) Will be decided upon or withdrawn before the main Motion is put to the vote; (c) Will not be amended more than once, provided that further amendments may be made to the main Motion; and, (d) Will not be directly contrary to the main Motion. j) Motion Containing Two or More Matters i) When the Motion under consideration concerns two (2) or more matters, the Chair, upon the request of any Member, will direct that the vote upon each matter be taken separately. Such request may also be made by the Chair. ii) A vote on the main Motion or the Motion, as amended, may be split for the purpose of complying with the Municipal Conflict of Interest Act, or at the discretion of the Chair. k) Withdrawal of Motion i) A request to withdraw a Motion: (a) May only be made by the mover of the Motion; (b) Requires consent of the seconder of the Motion; and, (c) Is in order any time during the debate. l) Adoption in a Single Motion i) One or more items on an agenda may be adopted in a single Motion. 45. Voting a) General Rules i) After a Motion is finally put to a vote by the Chair, the vote must proceed. nNo Member shall speak to the motion, speaks to it nor will any other Motion be made until after the vote is taken and the result has been declared. Page 158 of 351 By-law No. XXXX-25 Page 44 of 49 Town of Aurora Procedure By-law Effective Date ii) All Members of Council or a Committee will vote on all Motions. Failure by any Member to announce his/her their vote openly and individually, including an “abstention,” is deemed to be a vote in the negative. iii) Each Member present and voting announces or indicates his/her their vote upon the Motion openly and individually, and no vote is taken by ballot, or any other method of secret voting. b) Majority Vote i) A majority means more than half of the Members present, or: (a) If 7 Members present: 4 (b) If 6 Members present: 4 (c) If 5 Members present: 3 ii) Unless this Procedure By-law states otherwise, a matter passes when a majority of Members present vote in the affirmative. iii) Where required in this Procedure By-law, a two-thirds majority means 2/3 of the Members present, or: (a) 2/3 of 7: 5 (b) 2/3 of 6: 4 (c) 2/3 of 5: 4 (d) 2/3 of 4: 3 c) Tie Vote i) Any Motion on which there is a tie vote is deemed to be defeated. d) Recorded Vote i) A recorded vote is only permitted at Council Meetings and will be taken at the request of a Member prior to the commencement of the vote being taken or immediately thereafter. ii) A Member of Council’s failure to participate in a recorded vote when he/she has not declared a pecuniary interest is deemed to be a negative vote. Page 159 of 351 By-law No. XXXX-25 Page 45 of 49 Town of Aurora Procedure By-law Effective Date iii) A recorded vote at Council Meetings will be taken as set out in a) or b) below: (a) Each Member announces his/her their vote openly, and the Clerk records his/hertheir vote in the minutes. Votes are called in random order as determined by the Clerk. (b) Each Member first indicates his/her their vote by using an electronic device. Each Member’s vote is then electronically displayed on a screen, and the Clerk announces the outcome of the vote and records each Member’s vote in the minutes. iv) Notwithstanding recorded votes, a record or notation of a Member’s opposition to an issue is not recorded in any Meeting minutes. 46. Reconsideration of a Matter a) Council cannot reconsider a matter until six (6) months have passed from the date of the matter’s original disposition by Council, except upon a vote in the affirmative of two-thirds majority of the Members present. b) Decisions which contractually bind the Town shall not be reconsidered. c) Unless the provisions of this section are waived by a 2/3 vote, aA Motion to reconsider shall be introduced by way of a Member Motion and considered either at the next General CommitteeCommittee of the Whole Meeting or at a special Meeting called to reconsider the Motion unless the Council, without debate, dispenses with the requirement for a Member Motion on a two-thirds vote. (Amended per By-law No. 6569-23) d) A Motion to reconsider is debatable, which debate will be restricted to the rationale for reconsidering the matter, and no debate of the main Motion shall be allowed until the Motion for reconsideration is carried. e) Once the reconsideration Motion has carried, the matter is reopened in its entirety unless the reconsideration Motion specifies otherwise. f) If the matter is reopened, all previous decisions of the Council remain in force until the Council decides otherwise. Page 160 of 351 By-law No. XXXX-25 Page 46 of 49 Town of Aurora Procedure By-law Effective Date g) No Motion to reconsider may, itself, be the subject of a Motion to reconsider. h) Notwithstanding the time period set out in s. 45 (a), if a Council matter was lost as a result of a tie vote due to an absent Member, the matter may be reconsidered at the next Council meeting via a Motion to reconsider carried by a majority of the Members present. 47. Point of Order a) A Member may interrupt the person who has the floor to raise a Point of Order when such Member feels that there has been: i) A deviation or departure from this Procedure By-law; or ii) A deviation from the matter under consideration and the current discussion is not within the scope of the proposed Motion. b) Upon hearing such Point of Order, the Chair decides and states his/hertheir ruling on the matter. c) Upon hearing the Point of Order ruling, a Member only addresses the Chair for the purpose of appealing the Chair’s decision to the Council or a Committee. d) If no Member appeals, the decision of the Chair is final. e) If a Member appeals the Chair’s ruling to the Council or a Committee, the Member has the right to state his/hertheir case, the Chair has the right to reply and the Council or Committee decides the question of whether the decision of the Chair be sustained without further debate. The decision of the majority of the Members who are present at the Meeting is final. 48. Point of Personal Privilege (Section amended per By-law No. 6704-25) a) A Member may rise at any time on a Point of Personal Privilege where such Member feels that the health, safety, rights, or integrity of their own person, the Council, a Committee Member, Staff, the Chair, or anyone present at the Meeting has been called into question by another Member or by anyone present at the Meeting. Page 161 of 351 By-law No. XXXX-25 Page 47 of 49 Town of Aurora Procedure By-law Effective Date b) Upon hearing a Point of Personal Privilege, the Chair decides and states their ruling on the matter, except where the Chair is the subject of the Point of Personal Privilege. c) Where the Chair is the subject of the Point of Personal Privilege, the Deputy Mayor or a Member chosen by the Members present, assumes the role of ruling on the matter. d) Where a ruling is made that a breach of privilege has taken place, the individual presiding (Deputy Mayor, or chosen Member) demands that the offending Member or individual apologize. Failing such an apology, the individual is required to vacate the Meeting room for the duration of the Meeting. e) With the exception of providing an apology, a Member may address the presiding individual to appeal the ruling of a breach of privilege to the Council or a Committee. f) If no Member appeals, the decision of the presiding individual is final. g) If a Member appeals the ruling to the Council or a Committee, the Member has the right to state their case, the presiding individual has the right to reply, and the majority of Council or Committee decides the question of whether the decision of the presiding individual be sustained without further debate. The decision of a majority of the Members who are present at the Meeting is final. 49. Public Record a) All communications that the Clerk receives about a matter on the agenda of a public or open Meeting will form part of the public record. Personal information and opinions in communications are part of the public record unless the author of the communication requests the removal of his/hertheir personal information when submitting it, or where confirmed by the Clerk. 50. Administrative Authority of Clerk a) The Clerk is authorized to amend by-laws, minutes and other Council and Committee documentation for technical, typographical or other Page 162 of 351 By-law No. XXXX-25 Page 48 of 49 Town of Aurora Procedure By-law Effective Date administrative errors and omissions for the purpose of ensuring an accurate and complete record of proceedings. b) The Clerk is authorized to create and amend an annotated version of the Procedure By-law from time to time, to assist Members in complying with the rules as enforced and interpreted. b)c) The Clerk is authorized to amend department names in any Committee or Council’s order of business referenced in this bylaw if an organizational restructuring results in departmental name changes. 51. Recording, Broadcasting and/or Live Streaming Meetings a) All Meetings with a Quorum of Members shall be audio and/or visually recorded, broadcast and/or live streamed publicly by the Town, with the exception of Meetings closed to the public provided for in the Closed Session section of this Procedure By-law. b) All Meetings of Committee of Adjustment, Property Standards Committee, and other quasi-judicial bodies or Committees of the Town shall be audio and/or visually recorded, broadcast and/or live streamed publicly by the Town, with the exception of Meetings closed to the public provided for in the Closed Session section of this Procedure By-law. c) Attendees using their own recording, broadcasting and/or streaming devices are encouraged to inform the Clerk or recording secretary to ensure attendees at the Meeting are notified through the Chair. d) The approved minutes of a Meeting will form the official record of the Meeting. Any audio, video, or other record of the Meeting shall not be considered an official record. 52. Review of Procedure By-law a) Council shall review this Procedure By-law within the first calendar year following the year of the election. six (6) months of the second year of each term of Council. b) The Clerk shall bring forward housekeeping amendments, as required or as directed by Council. Page 163 of 351 By-law No. XXXX-25 Page 49 of 49 Town of Aurora Procedure By-law Effective Date 53. Severability a) Each and every one of the provisions of this Procedure By-law is severable and if any provisions of this Procedure By-law should, for any reason, be declared invalid by any Court, it is the intention and desire of Council that each and every one of the then remaining provisions of this Procedure By- law shall remain in full force and effect. 54. Enactment a) By-law Number 6068-186228-19 be and is hereby repealed. b) This By-law shall come into full force and effect on January 1, 2020.xxx Page 164 of 351 By-law No. XXXX-25 Page 1 of 46 Town of Aurora Procedure By-law Effective January 1, 2020 The Corporation of the Town of Aurora By-law Number XXXX-25 Being a By-law to govern the proceedings of Council and Committee meetings of the Town of Aurora. Whereas subsection 238 (2) of the Municipal Act, 2001 requires every Council and local board to adopt a Procedure by-law for governing the calling, place and proceedings of Meetings; And whereas subsection 11 (2) of the Municipal Act, 2001 provides that upper and lower tier municipalities may pass by-laws respecting accountability and transparency of the municipality and its operations and of its local boards and their operations; and, And whereas it is Council’s desire to follow a process of municipal governance that reflects an open, transparent government; And whereas Council, in the interest of good governance, recognizes a Procedure By-law as a hallmark of accountability and transparency; and, And whereas Council considers it necessary to enact a by-law in this regard and to repeal Procedure By-law Number 6228-19; Now therefore the Council of The Corporation of the Town of Aurora hereby enacts as follows: 1. Definitions In this Procedure By-law: a)“CAO” means the Chief Administrative Officer of the Town or their designate; b)“Chair” means the presiding officer at a meeting of Council or a Committee; c)“Clerk” means the Clerk of the Town or their designate; CS25-026 - Attachment 2-Draft Procedure By-law (clean)Page 165 of 351 By-law No. XXXX-25 Page 2 of 46 Town of Aurora Procedure By-law Effective Date d) “Closed Session” means a Meeting, or part of a Meeting of Council or a Committee, which is closed to the public as permitted by the Municipal Act, 2001; e) “Code of Ethics” means the “Code of Ethics”, a declaration of the principles of good conduct and ethics. f) “Committee” means any Standing Committee of Council or an advisory or special Committee established by Council from time to time; g) “Confirming By-law” means a by-law passed for the purpose of giving effect to a previous decision or proceeding of Council; h) “Council” means the Members of Council of the Town of Aurora; i) “Delegation” means an address to Council or a Committee at the request of a person wishing to speak; j) “Deputy Mayor” means the Member appointed to assume the duties, rights, powers and authority of the Mayor in the circumstances set out in Section 242 of the Municipal Act, 2001; k) “Director” means a Director of the Town or their designate or successor in title; l) “Emergency Weather Event” means an emergency weather event as defined by Town Policy No. HR-23 – Facility Closure – Inclement Weather/Power Outage – as may be amended from time to time; m) “Friendly Amendment” means an amendment to the Motion under debate with the consent of the mover and seconder only, and without the requirement for an amending Motion to be made; n) “Frivolous” means without merit or substance or is trivial; o) “Head” means the individual or body determined to be head under the Municipal Freedom of Information and Protection of Privacy Act, 1990 p) “Inaugural Meeting” means the first Meeting of Council after a regular election; q) “Local Board” means a local board defined by the Municipal Act, 2001; Page 166 of 351 By-law No. XXXX-25 Page 3 of 46 Town of Aurora Procedure By-law Effective Date r) “Mayor” means the Mayor of the Town; s) “Meeting” means any regular, special or other Meeting of Council or a Committee and includes a Workshop; t) “Member” means any individual elected to Council or a person appointed by Council to a Committee; u) “Motion” means a proposal moved by a Member, and seconded by another Member, to adopt, amend, or otherwise deal with a matter before Council or a Committee; v) “Municipal Act, 2001” means the Municipal Act, 2001, S.O. 2001, c.25, as amended; w) “Municipal Conflict of Interest Act” means the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50, as amended; x) “Municipality” means The Corporation of the Town of Aurora; y) “Notice” means written notice, except where legislation, by-law or policy of the Town provides for another form and manner of notice; z) “Offending Member” means a Member who has been found by the Chair or by Council or by a Committee to have disobeyed a rule in this Procedure By-law or a Chair’s ruling; aa) “Point of Order” means a Motion raised by a Member drawing attention to an infraction of this Procedure By-law; bb) “Point of Personal Privilege” means a Motion raised by a Member which concerns the health, safety, rights, or integrity of the Member, the Council, a Committee, Staff or anyone present at a Meeting; cc) “Procedural Matter” means a matter or Motion of a procedural nature; dd) “Public Planning Meeting” means a Meeting held pursuant to the Planning Act, R.S.O. 1990, c. P.13, as amended, or other statute; ee) “Quorum” means the number of Members required for the legal conduct of the business of Council or a Committee. Page 167 of 351 By-law No. XXXX-25 Page 4 of 46 Town of Aurora Procedure By-law Effective Date ff) “Resolution” means the decision of Council on any Motion; gg) “Robert’s Rules of Order” means the most current edition of Robert’s Rules of Order, Newly Revised; hh) “Rules of Procedure” means the rules and regulations contained in this Procedure By-law and that govern the proceedings of Council and its Committees; ii) “Staff” means an employee(s) of the Town; jj) “Standing Committee” means a Committee established by Council and consisting solely of all Members of Council; kk) “Town” means The Corporation of The Town of Aurora; ll) “Town Hall” means the municipal offices located at 100 John West Way, Aurora, Ontario; mm) “Vexatious” means without merit and pursued in a manner that is malicious or intended to embarrass or harass the recipient or others; nn) “Workshop” means a Meeting of Council or Committee for the purpose of discussing issues in an informal venue. 2. Purpose and Application a) This By-law shall be known as the Procedure By-law and establishes the rules of procedure for Council and Committee Meetings. 3. Principles of the Procedure By-law a) The principles of openness, transparency and accountability to the public guide the Town’s decision-making process. In the context of Council and Committee proceedings, this is accomplished by: i) Ensuring the decision-making process is understood by the public and other stakeholders; ii) Providing access to information and opportunities for input by the public and other stakeholders consistent with the requirements of this Procedure By-law and other statutory requirements; Page 168 of 351 By-law No. XXXX-25 Page 5 of 46 Town of Aurora Procedure By-law Effective Date iii) Exercising and respecting individual and collective roles and responsibilities provided for in this Procedure By-law and other statutory requirements. b) The protection of basic rights by recognizing the right of the majority to decide, the minority to be heard and individuals to have the opportunity to participate. c) The principles of parliamentary law governing Council and Committee Meetings include: i) Every Member has the right to one vote, unless prevented by law; ii) Each Member has the right to be heard on a matter, unless prevented by law; iii) Each Member has the right to information to help make decisions, unless prevented by law; iv) Each Member has the right to an efficient meeting; v) Each Member has the right to be treated with respect and courtesy; vi) Each Member represents the public and will first and foremost consider the well-being and interests of the Municipality. 4. Interpreting the Procedure By-law a) In the event of conflict between this Procedure By-law and legislation, the provisions of the legislation prevail. b) If there is a conflict between two or more rules in this Procedure By-law, or if there is no specific rule on a matter, the Chair will rule. In making a ruling, the Chair may consult the Clerk, rely on previous rulings and practices, or refer to Robert's Rules of Order. 5. Suspension of Rules a) Rules of Procedure provided for in this Procedure By-law may be suspended by a two-thirds majority vote of Council or a Committee, with the exception of the following circumstances: Page 169 of 351 By-law No. XXXX-25 Page 6 of 46 Town of Aurora Procedure By-law Effective Date i) Where required by law; ii) Contractual agreements binding the Town; iii) Quorum requirements. b) A Motion to suspend the Rules of Procedure required by this Procedure By-law shall not be debatable or amendable. 6. Standing Committees As per Section 284.8 of the Municipal Act, 2001, the Mayor has the unilateral power to create and dissolve committees made up of members of Council. The Mayor also has the authority to appoint the Chairs of these committees. The following committees are currently established; a) Committee of the Whole i) The Committee of the Whole shall be comprised of all Members of Council. ii) The Committee of the Whole may consider delegations, Community presentations, correspondence, staff reports and matters which may require more elaboration and discussion than would be appropriate in a Council Meeting and such other matters as Council may determine. Recommendations from Committee of the Whole will be considered by Council. b) Audit Committee i) The Audit Committee shall be comprised of all Members of Council. ii) The Audit Committee shall: (a) Review audited financial statements; (b) Review significant management letter comments and related recommendations; (c) Review the appointment of auditors; and (d) Make recommendations regarding the above to Council. iii) The Committee’s mandate shall include operational reviews. Page 170 of 351 By-law No. XXXX-25 Page 7 of 46 Town of Aurora Procedure By-law Effective Date iv) Meetings will be held at the call of the Chair. Agendas will be distributed to Members of Council at least forty-eight (48) hours prior to the Meeting. c) Budget Committee i) The Budget Committee will be comprised of all Members of Council. ii) The Budget Committee shall receive presentations from staff and community partners regarding annual budgets iii) Budget Committee Meetings will be held as approved by Council and will be outlined in the Meeting Schedule. 7. Committees a) When not provided for in the Committees’ Terms of Reference or the Town Policy for Ad Hoc/Advisory Committees and Local Boards, the Rules of Procedure set out in this Procedure By-law shall govern all Meetings of all Committees, including any ad hoc, Advisory Committees, or Local Boards. 8. Chair of Meeting a) The Chair is the presiding officer at a Meeting of Council or a Committee. b) The Chair of a Meeting of Council, Committee of the Whole, Audit Committee, Budget Committee, a Closed Session or a Workshop Meeting is the Mayor. In the absence of the Mayor, the Deputy Mayor is the Chair. the Mayor will appoint a Chair. c) In the absence of the Mayor or the person appointed as Chair, the Members shall appoint one of their Members as Chair for the purpose of that Meeting. d) The Chair and any Vice Chairs of other Committees are appointed in accordance with the Town’s Policy for Ad Hoc/Advisory Committees and Local Boards, or their Terms of Reference. 9. Duties of the Chair a) The Chair is responsible for, where applicable: Page 171 of 351 By-law No. XXXX-25 Page 8 of 46 Town of Aurora Procedure By-law Effective Date i) Carrying out the roles and responsibilities of their role as described in the Municipal Act, 2001; ii) Chairing the Meeting in an objective manner in accordance with this Procedure By-law; iii) Enforcing the Rules of Procedure in this Procedure By-law; iv) Enforcing order and good behaviour of all Members at all times; v) Announcing the business before Council or a Committee and the order in which it is to be considered; vi) Receiving, stating and framing all Motions presented to clarify their intent as moved; vii) Ruling on whether a Motion is in order; viii) Protecting Council or a Committee from a Motion that is obviously Frivolous or tending to cause delay by refusing to acknowledge the Motion; ix) Providing information to Members on any matter related to the business of Council or a Committee; x) Deciding to acknowledge, and ruling on, whether a Point of Order or Point of Personal Privilege is in order subject to an appeal by any Member to the Council or a Committee on any question of order in respect to business before the Council or a Committee, and giving the facts, circumstances and reasons for the ruling; xi) Calling a vote on the question of sustaining the ruling of the Chair, and announcing the results of the vote, if there is an appeal to the ruling of the Chair. In this regard, the Chair may provide further explanation of the ruling prior to calling the vote; xii) Recessing a Meeting for a brief, specified time to consult the Clerk, the CAO or other staff person if necessary; Page 172 of 351 By-law No. XXXX-25 Page 9 of 46 Town of Aurora Procedure By-law Effective Date xiii) Recessing the Meeting for a specified time if there is a threat or imminent threat to the health or safety of any person, or if there is a possibility of public disorder; xiv) Ensuring that Members take a health break by announcing a minimum ten (10) minute recess after two (2) hours have passed since the last break; xv) Ensuring that all Members who wish to speak on a Motion have spoken; xvi) Ensuring clarity, where required, by reading, or requesting the Clerk, recording secretary or other appropriate person to read Motions before voting; xvii) Putting all Motions to a vote and announcing results; xviii) Voting on all matters unless the Municipal Conflict of Interest Act prohibits it; xix) Declining to put to a vote any Motion which contravenes this Procedure By-law; xx) Calling Members to order; xxi) Adjourning the Meeting when the business of the Meeting has concluded; and, xxii) Signing all by-laws, Resolutions, and minutes when required. 10. Deputy Mayor a) The Deputy Mayor shall be composed of all Ward Council Members with appointments running concurrently on a monthly rotation basis. The Clerk shall prepare and circulate a schedule for the rotation of the Deputy Mayor at the beginning of each term of Council for the entire term of Council, as follows: i) Each Ward Councillor shall hold the position of Deputy Mayor for seven (7) non-consecutive months throughout the term of Council; Page 173 of 351 By-law No. XXXX-25 Page 10 of 46 Town of Aurora Procedure By-law Effective Date ii) Each Ward Councillor shall be the Deputy Mayor in July or August once over the course of the term of Council; and, iii) No Deputy Mayor will be appointed in July, August, September, October, November and December of a Municipal Election Year. b) Ward Councillors shall notify the Clerk of any exchanges of their appointed months with other Ward Councillors due to a foreseen absence. c) The Deputy Mayor shall act in the absence of the Mayor in the following circumstances: i) When the Office of Mayor is vacant; ii) When the Mayor is absent due to illness, or scheduling conflict; iii) When the Mayor is absent from the Town; iv) When the Mayor refuses to act; or v) When the Mayor declares a conflict of interest. d) The Deputy Mayor has, and may exercise all the rights, powers, and authority of the Mayor as Head of Council in the Mayor’s absence, as defined in Section 241 and 242 of the Municipal Act, 2001, but shall not exercise any special powers or duties of the Head of Council under Part VI.1 of the Municipal Act, 2001 11. Members of Council and Committees a) Members are responsible for, where applicable: i) Carry out the responsibilities of the role of Council as described in the Municipal Act, 2001, Municipal Conflict of Interest Act and any other legislation; ii) Attending scheduled Meetings; iii) Carefully considering and making decisions about Meeting business, including seeking information and advice from staff prior to and during a Meeting; Page 174 of 351 By-law No. XXXX-25 Page 11 of 46 Town of Aurora Procedure By-law Effective Date iv) Voting on Motions put to a vote, unless the Municipal Conflict of Interest Act prohibits it; v) Respecting the Rules of Procedure in this Procedure By-law; vi) Listening attentively, participating in a Meeting and not interrupting, unless to raise a Point of Order or Point of Personal Privilege; vii) Remaining silent in their seats while Council or a Committee votes and until the Chair announces the result of the vote; viii) Refraining from using indecent, offensive or insulting language or speak disrespectfully of any individual. ix) Refraining from engaging in private conversation while in the Meeting or using communication devices in any manner that disrupts the Member speaking or interrupts the business of Council; x) Respecting and following the decisions of Council or a Committee; xi) Not disclosing any of the content of a Meeting that was closed to the public or provide confidential documents or materials to unauthorized individuals; xii) Complying with the Chair’s rulings and Council’s decisions; and xiii) Complying with the Council Code of Ethics. 12. Breach of Rules a) If a Member disobeys a rule in this Procedure By-law or a Chair’s ruling: i) After the first occurrence, the Chair calls the Member to order. ii) After the second occurrence, if the Member continues to disobey this Procedure By-law or the Chair’s ruling, the Chair will immediately order the Member to leave their seat and observe the Meeting from the audience for the remainder of the Meeting. Page 175 of 351 By-law No. XXXX-25 Page 12 of 46 Town of Aurora Procedure By-law Effective Date iii) Any Member other than the Offending Member may appeal the Chair’s ruling in ii), and Council or a Committee may overturn or uphold the Chair’s ruling. Should the Chair’s ruling be overturned, the Offending Member may return to their seat. iv) At the next available opportunity in the Meeting, the Chair will offer the Offending Member the opportunity to apologize to Council or a Committee. The apology will not include additional comments or debate by the Offending Member or by Council or a Committee. v) After an apology is made by the Offending Member, Council or a Committee may consent to allow the Offending Member to return to the Meeting. vi) Should, at any point, the Offending Member create a disturbance while seated in the audience in accordance with subsection 10.b)ii), the Chair will order the Offending Member to leave the Council chamber or meeting room. vii) Council cannot appeal the Chair’s ruling in accordance with subsection 10.b) vi). viii) If the Offending Member refuses to leave their seat or leave the Council chamber or meeting room as required in subsection 10.b)vi), the Chair may request the CAO to contact security or the police for assistance. 13. Right of Public Input and Notice a) The public has the right to have input and receive Notice on Council’s decision-making process. The methods for doing so include: writing to Council through the Clerk; submitting a petition; or speaking as a Delegation. The public will receive Notice in accordance with the requirements of legislation, this Procedure By-law and the Town’s Notice By-law. 14. Members of the Public a) The Chair may expel or exclude any person who disrupts a Meeting, and may request security and/or police assistance in doing so. Page 176 of 351 By-law No. XXXX-25 Page 13 of 46 Town of Aurora Procedure By-law Effective Date b) No persons, other than Members and Town staff, are permitted to approach the area where Members and staff are seated. c) Attendees will submit all materials for Council or Committee through the Clerk. d) Attendees are responsible for: i) Maintaining order and not heckling, or engaging in conversations, displaying placards or props or any behavior that may be considered disruptive; ii) Speaking respectfully at all times; iii) Using recording, broadcasting or streaming devices respectfully, and should the Chair direct it, moving or ceasing to use recording, broadcasting or streaming devices. e) All communication devices shall be turned off or set to silent mode during any meeting, with the exception of any assistive devices. 15. Preparation of Agendas a) The CAO and their staff are charged with providing guidance and recommendations to Council or Committee related to municipal business, and implementing the decisions of Council. b) The Clerk chairs a regularly scheduled internal meeting to review draft agenda items in order to support the business of Council. c) The Clerk provides an administrative process to support the approval, preparation, Notice, publication and distribution/public access to agendas and agenda items, following approval by the CAO and/or Director. 16. Availability of Agendas a) Council Meeting agendas are generally available to Members of Council and the public on each Thursday preceding a Meeting. b) Committee of the Whole Meeting agendas are generally available to Members on the Tuesday that is seven (7) days preceding a Committee Page 177 of 351 By-law No. XXXX-25 Page 14 of 46 Town of Aurora Procedure By-law Effective Date of the Whole Meeting and are generally available to the public on the same day. c) Closed Session agendas will be provided to Council in accordance with the publishing timeframes set out in Section 16 a) where required. d) Council Public Planning Meeting agendas are generally available to Members of Council and the public seven (7) days prior to the Meeting date. e) Special Committee of the Whole and Council, Workshop and emergency Meeting agendas will be provided to Members in accordance with the publishing timeframes set out in the Notice of Meetings section of this Procedure By-law, where required. f) Agendas for Committees, including Audit Committee and Budget Committee and excluding General Committee, are generally available seven (7) days prior to the meeting date. 17. Additional Items and Corrections a) An additional item is any item that is to be added to a Council or Committee agenda following publication of the original agenda. b) Any corrections to the agendas of Council or Committee may be listed on the revised agenda to be distributed. c) Committees are required to consent to the introduction of additional items by approving the agenda, as amended. d) Requests for items to be added to the agenda as an additional item shall have met at least one of the following conditions: i) Government/agency deadlines; ii) Legal implications; iii) Contractual implications; iv) Financial implications; v) Council or Committee of the Whole direction; or Page 178 of 351 By-law No. XXXX-25 Page 15 of 46 Town of Aurora Procedure By-law Effective Date vi) As directed by the CAO. e) Additional items to Council or Committee of the Whole Meeting agenda are available on each Monday preceding the Meeting, and further additional items may be provided up to and including the Meeting day. 18. Reports of Council and Committee of the Whole a) In accordance with established administrative protocols, reports prepared by staff are submitted in writing to the Clerk and distributed with the agenda for the applicable Meeting of Council or Committee of the Whole. b) Reports prepared by staff members contain information and recommendations prepared in the context of their professional, technical and administrative expertise independent of any particular political, constituent or stakeholder interest. 19. Information Reports a) An information report is prepared for the information of Council and generally relates to a matter considered at Council or Committee of the Whole, or is a matter of Town business. b) An information report does not contain recommendations. c) An Information Report may be requested by Council or Committee of the Whole in the form of a motion. d) Information reports are circulated directly to Council Members by email and made available to the public on the Town’s website in accordance with the timelines set out in the Availability of Agendas section of this Procedure By-law. Information reports are not published on a Committee of the Whole or Council agenda unless a Council Member makes such a request to the Clerk. e) Information Reports will be placed on an upcoming Committee of the Whole agenda at the request of a Council Member. Where required due to urgency or timing, information reports may be considered directly at Council as an item. Page 179 of 351 By-law No. XXXX-25 Page 16 of 46 Town of Aurora Procedure By-law Effective Date 20. Meetings a) Meetings Open to the Public i) All Meetings shall be open to the public except as provided for in the Closed Session section of this Procedure By-law. b) Inaugural Meeting i) The first Meeting of a newly elected Council after a regular municipal election shall be held on November 15, or the first weekday after if that falls on a weekend at 7 p.m. or such other date and time as determined by the Clerk. c) Approval of the Meeting Schedule i) Prior to January 1 of every year, Council approves a Meeting schedule of Council and Standing Committees for each calendar year, which may be amended. The Meeting Schedule is made available to the public on the Town’s website. ii) The Meeting schedule of Committees is determined by its Members, in accordance with each Committee’s Terms of Reference and/or prescribed mandate. d) Location of Meetings i) Meetings shall take place at Town Hall, or at another location within the municipality or adjacent to the municipality, as authorized by the Mayor or by Council, or as provided for in the Municipal Act, 2001 when Notice is given. e) Schedule of Meetings i) Meetings shall take place in accordance with the Meeting Schedule as prepared by the Clerk and approved by Council. ii) All Council Meetings will generally be held on the fourth Tuesday of each month at 7 p.m. and Committee of the Whole Meetings will generally be held on the second Tuesday of each month at 7 p.m. Page 180 of 351 By-law No. XXXX-25 Page 17 of 46 Town of Aurora Procedure By-law Effective Date iii) Council Closed Session will be scheduled at 5:45 p.m. as indicated in the Meeting Schedule prepared by the Clerk and approved by Council. f) Public Planning Meetings i) Council will meet on the third Tuesday of each month at 7 p.m. for a Council Meeting to consider development-related applications and other matters that have been submitted under the Planning Act, R.S.O. 1990, c. P.13, as amended. g) Quorum i) A majority of Members, participating in-person and/or electronically, shall constitute a Quorum.As soon as there is a Quorum after the time appointed for commencement of a Meeting, the Mayor or Chair will call the Meeting to order. If a Quorum is not present 30 minutes after the time appointed for commencement of a Meeting, the Clerk shall indicate that no Quorum is present, and the Meeting shall not commence. ii) If during the course of a Meeting, Quorum is lost, the Chair shall declare that the Meeting shall be adjourned until the date of the next scheduled Meeting. The agenda items are deemed to be deferred to the next scheduled Meeting. h) Electronic Participation i) Any member may participate electronically in a Meeting that is open to the public or in Closed Session. ii) Any Member who is participating electronically in a Meeting will only count towards quorum when visible onscreen, unless visibility is prevented by technology limitations or accessibility needs that have been communicated prior to the meeting. iii) For staffing and scheduling purposes, any Council Member who is participating electronically in a Committee of the Whole, Public Planning or Council Meeting shall notify the Clerk, at least twenty- four (24) hours prior to the meeting. Page 181 of 351 By-law No. XXXX-25 Page 18 of 46 Town of Aurora Procedure By-law Effective Date iv) Delegates may participate electronically in a Meeting, by completing and submitting an Electronic Delegation Request Form and noting their preference to be electronic to clerks@aurora.ca, in accordance with the Delegation protocols and submission deadlines outlined in this by-law. v) A Member who participates electronically and counting towards quorum in a Meeting shall have the same rights and responsibilities as if they were in physical attendance, including the right to vote. vi) Electronic participation in a Meeting shall be conducted by way of electronic means, including, but not limited to, audio teleconference, video teleconference, or by means of the internet, following instructions provided by the Clerk in order to ensure that a Meeting may proceed in the most transparent and successful manner under the current timelines and circumstances. 21. Notice of Meetings a) General Provisions i) The Clerk gives Notice of a Meeting by: (a) Posting the annual approved schedule of Meetings; or (b) Using the Town’s social media accounts and website; or (c) Publishing Notice on the Town’s regular advertising page in the local newspaper; or (d) Providing the agenda to Members and the public; or (e) All of the above. ii) Every Notice of a Meeting shall indicate the date, time and place of the Meeting, and the contact information for the Clerk’s office. iii) Nothing in this Procedure By-law shall prevent the Clerk from using more extensive methods of Notice. iv) Nothing in this Procedure By-law shall prevent the Clerk from using longer timeframes for providing Notice. b) Special Meetings of Council or Committee of the Whole Page 182 of 351 By-law No. XXXX-25 Page 19 of 46 Town of Aurora Procedure By-law Effective Date i) A Special Meeting of Council or Committee of the Whole may be called by the Mayor at any time, provided that a majority of Members of Council have been consulted and have confirmed their availability to attend in order to ensure quorum. A Special Meeting shall be limited to the business matters set out in the Notice of Meeting. ii) A Special Meeting of Council or Committee may also be initiated upon receipt of a written petition signed by a majority of the Members of Council. The petition must be submitted to the Clerk at least ten (10) days prior to the proposed date of the Special Meeting and must specify the purpose, proposed time, and any motions to be considered. Notwithstanding any other provision of this By-law, any motion proposed by the petitioners shall be included on the agenda and may be decided by a simple majority of the Members present. iii) In addition to the general notice provisions of this Procedure By- law, the Clerk shall provide notice of a Special Meeting of Council or Committee by circulating an agenda at least seven (7) days prior to the date of the Meeting. c) Workshop Meetings i) The Mayor and/or CAO may hold a Workshop Meeting for Members of Council to discuss issues in an informal venue. With the exception of Procedural Matters, no Motions are passed. ii) A record describing, in general terms, the Meeting and the subject matter discussed is made at all Workshop Meetings and placed on a future Council agenda to be received only for the purposes of information. iii) In addition to the general Notice provisions in this section of the Procedure By-law, the Clerk shall give Notice of a Workshop Meeting by providing an agenda at least twenty-four (24) hours prior to the Meeting. iv) Delegations shall not be permitted at Workshop Meetings. Page 183 of 351 By-law No. XXXX-25 Page 20 of 46 Town of Aurora Procedure By-law Effective Date d) Cancellation or Postponement of Meetings i) A Meeting may be cancelled or postponed where it is known in advance that Quorum will not be achieved, by Council Resolution, in the event of an emergency or Emergency Weather Event, or where the Meeting is no longer required, as deemed by the CAO. ii) Where possible, the Clerk shall give Notice of cancellations or postponements of Meetings by: (a) Providing Notice to each Member by email notification no less than forty-eight (48) hours prior to the time set for the Meeting; or (b) Providing Notice to the public no less than 3 hours by: x Posting a Notice on the Town website; x Sending a Notice via the Town’s social media accounts; x Posting a Notice on the Town’s regular advertising page in the local newspaper, if time permits; and x Where (c) cannot be achieved, posting a Notice at the main entrance to Town Hall. (c) Notwithstanding subsection 19.d) ii), in the case of an emergency or an Emergency Weather Event, the Clerk shall provide Notice to each Member and the public as soon as practically possible. iii) Meetings of Committees may be cancelled or postponed by the Clerk, recording secretary, Chair or other assigned person where Quorum cannot be achieved, by Committee resolution, or in the event of an emergency or Emergency Weather Event. e) Invalidation of Notice of Meeting i) If a Meeting Notice is substantially given, but varies from the form and manner provided in this Procedure By-law, the ability to hold the Meeting and the actions taken at the Meeting are not invalidated. Page 184 of 351 By-law No. XXXX-25 Page 21 of 46 Town of Aurora Procedure By-law Effective Date 22. Closed Session a) Matters of Closed Session i) Council or a Committee may, by Resolution, close a Meeting or part of a Meeting to the public in accordance with section 239 of the Municipal Act, 2001. ii) Council or a Committee may also resolve into a Closed Session to the public for the following purposes: (a) An ongoing investigation respecting the Municipality, a Local Board or a municipally-controlled corporation by the Ombudsman appointed under the Ombudsman Act, an Ombudsman referred to in subsection 223.13 (1) of the Municipal Act, 2001, or the investigator referred to in subsection 239.2 (1) of the Municipal Act, 2001. b) Notice of Closed Session i) Where a matter may be considered by Council or Committee of the Whole for discussion in Closed Session, wherever possible, written Notice by way of a published agenda will include: (a) The fact that the Meeting will be closed to the public as provided for in the Municipal Act, 2001; and (b) The general nature of the matter to be considered at the Closed Session. c) A Motion to close a Meeting or part of a Meeting to the public shall state the: i) Intention to close the Meeting to the public; and ii) General nature of the matter to be considered at the Closed Session, and the grounds for closing the Meeting as set out in the Municipal Act, 2001. d) Voting during Closed Session i) Only votes relating to procedural matters or direction to staff may be taken during a Closed Session, unless otherwise authorized. Page 185 of 351 By-law No. XXXX-25 Page 22 of 46 Town of Aurora Procedure By-law Effective Date e) Upon completion of the Closed Session: i) The Members shall immediately reconvene in open session; ii) The Mayor shall report any outcomes on the Closed Session as necessary; and, iii) If applicable, the Members shall vote on any Resolution(s) originating from the Closed Session f) Reporting Out and Confidentiality of Closed Session Discussions i) Any required vote will occur following the Closed Session discussion of a Council or Committee Meeting. ii) Matters considered in Closed session will be reported out at the beginning of the Committee of the Whole or Council meeting or immediately after the session if no meeting follows the Closed session meeting. Where a Closed session is held during the meeting itself, reporting out will occur following that session. iii) Public Committee of the Whole and Council Closed Session agendas, minutes or reports shall provide sufficient detail without detrimentally affecting the confidentiality of the matter(s) discussed in Closed Session and the position of the Municipality. iv) Minutes of a Closed Session shall be presented for adoption at a scheduled Meeting of Council that does not occur on the same day. v) No Member shall disclose or discuss, through written, electronic or verbal communication or any other means, to any individual or corporate third party, any information that has been or will be discussed at a Closed Session of Council or a Committee until such time that Council or a Committee has determined or has been advised by staff that the matter, or any part of the matter, may be made public, subject to review by the head or designate under the Municipal Freedom of Information and Protection of Privacy Act or if directed to do so by a court. g) Closed Meeting Investigation Page 186 of 351 By-law No. XXXX-25 Page 23 of 46 Town of Aurora Procedure By-law Effective Date i) A person may request that an investigation be undertaken to determine whether Council or Committee complied with the requirements of the Municipal Act, 2001 and this Procedure By-law in respect of a Meeting or part of a Meeting closed to the public. A person may initiate such a request by submitting a written request to the Town Clerk. 23. Speaking Order and Limit a) The Chair shall maintain a list of Members who have requested to speak or ask questions. The Chair shall designate Members to speak or ask questions in the order in which they appear on the list. The Chair shall give priority to Members who have not spoken to the matter previously. b) At Committee of the Whole Meetings, Members are permitted to speak two (2) times on a matter, the first time being for a maximum of ten (10) minutes, and the second time being for a maximum of five (5) minutes; and c) At Council Meetings, Members are permitted to speak two (2) times on a matter for a maximum of five (5) minutes each time. 24. Rules of Debate a) Members’ comments are relevant to the matter of business before Council or a Committee. Members should avoid comments intended to be statements or assertions. b) Any Member may require a Motion or question under discussion to be read at any time during the debate but not so as to interrupt the Member speaking. c) Members shall express themselves succinctly without repetition. d) Questions may be asked only of: i) The Chair; ii) Staff; iii) A previous speaker; and, Page 187 of 351 By-law No. XXXX-25 Page 24 of 46 Town of Aurora Procedure By-law Effective Date iv) A delegation. 25. Order of Business – Committee of the Whole a) The order of business of Committee of the Whole is set out in the agenda, as follows, where provided for: i) Approval of the Agenda ii) Declarations of Pecuniary Interest and General Nature Thereof iii) Community Presentations iv) Delegations v) Consent Agenda vi) Advisory Committee Meeting Minutes vii) Community Services Committee Agenda viii) Corporate Services Committee Agenda ix) Finance and Information Technology Committee Agenda x) Administration Committee Agenda xi) Operational Services Committee Agenda xii) Planning and Development Services Committee Agenda xiii) Member Motions xiv) New Business xv) Closed Session xvi) Adjournment 26. Order of Business – Council a) The order of business for the Council is set out in the agenda as follows, where provided for: Page 188 of 351 By-law No. XXXX-25 Page 25 of 46 Town of Aurora Procedure By-law Effective Date i) Approval of the Agenda ii) Declarations of Pecuniary Interest and General Nature Thereof iii) Community Presentations iv) Delegations v) Consent Agenda vi) Standing Committee Reports vii) Consideration of Items Requiring Discussion (Regular Agenda) viii) Regional Report ix) New Business x) By-laws xi) Closed Session xii) Confirming By-law xiii) Adjournment 27. Order of Business – Other a) The order of business for any other meeting type is at the discretion of the Clerk. 28. Record of Meetings a) The Clerk records the minutes of Meetings of Committee of the Whole and Council without note or comment. The minutes record: i) The date, time and location of the Meeting; ii) The name of the Chair and a record of the attendance at the Meeting; iii) The name and nature of presenters and Delegations; and iv) All Resolutions, decisions and other proceedings of the Meeting; Page 189 of 351 By-law No. XXXX-25 Page 26 of 46 Town of Aurora Procedure By-law Effective Date b) Minutes of Committees, excluding standing Committees are submitted to Committee of the Whole for receipt. c) The receipt of Committee minutes, excluding standing Committee minutes, by Council does not constitute endorsement by the Town of any recommendations or actions contained in the minutes. d) A Committee of the Whole report is submitted to the next regular Council meeting for consideration of the recommendations to Council. The report from Committee of the Whole that is presented to Council shall not contain the mover or seconder on each item but rather shall only show recommendations endorsed by the Committee of the Whole. e) Minutes of each Meeting of Council are presented to the subsequent regular Meeting of Council for approval. The approved minutes form the official record of the Meeting. f) After the Council Meeting minutes have been approved by Council, they shall be signed by the Mayor and Clerk. g) Approved minutes of Council, including the report of the Committee of the Whole, will be posted on the Town’s website as they become available. h) The Clerk shall ensure that the minutes of each Meeting are made available to Members within a reasonable amount of time after the holding of such Meeting. 29. Declarations of Pecuniary Interest a) Members are required to make declarations of pecuniary interest in accordance with the requirements of the Municipal Conflict of Interest Act and/or other relevant legislation and shall refrain from speaking to and voting on the matter. At a Meeting at which a Member discloses a pecuniary interest, or as soon as possible afterwards, the Member shall file a written statement of the interest and its general nature with the Clerk or the secretary of the Committee or Local Board. b) A public registry of all declarations of pecuniary interest will be maintained by the Clerk in accordance with the Municipal Conflict of Interest Act. Page 190 of 351 By-law No. XXXX-25 Page 27 of 46 Town of Aurora Procedure By-law Effective Date c) Where a Meeting is not open to the public, in addition to complying with the requirements set out in the Closed Session section of this Procedure By-law, the Member shall leave the Meeting or the part of the Meeting during which the matter is under consideration. d) Where the interest of a Member has not been disclosed by reason of the Member’s absence from a particular Meeting, the Member shall disclose the Member’s interest and otherwise comply at the first Meeting of Council or Committee, as the case may be, attended by the Member after the particular Meeting. e) The Clerk shall record the particulars of any disclosure of pecuniary interest and general nature thereof made by a Member, and this record shall appear in the minutes of that Meeting. 30. Staff and Community Presentations a) Staff Presentations i) Staff presentations, if related to a report on the agenda shall occur at the time the report is discussed. Presentations by Staff at Meetings shall be a maximum of ten (10) minutes. b) Community Presentations i) Community Presentations may be made by third parties invited by staff to Council or Committee of the Whole on matters of interest to the Town. Such presentations are received or presented by the Chair. ii) Requests to be added to the Community Presentations section of an agenda shall be submitted to the Clerk at least two (2) weeks prior to the Meeting date. iii) Any accompanying materials must be submitted to the Clerk in an electronic format at least three (3) business days prior to the Meeting date. iv) Community Presentations may be up to five (5) minutes. The consent of Council or Committee of the Whole is required to extend a presentation beyond five (5) minutes. Page 191 of 351 By-law No. XXXX-25 Page 28 of 46 Town of Aurora Procedure By-law Effective Date v) The Clerk may limit the frequency and/or number of times a group or individual may appear before Committee of the Whole or Council. 31. Delegations at Meetings of Council and Committee of the Whole a) General Provisions i) Delegates shall be encouraged to appear at the appropriate Committee first rather than Council. ii) Anyone wishing to appear before Committee of the Whole shall register as a delegate by submitting the prescribed form to the Clerk no later than 9 a.m. on the scheduled Meeting date. iii) Anyone wishing to appear before Council shall register as a delegate by submitting the prescribed form to the Clerk no later than 9 a.m. on the scheduled meeting date. iv) Delegates shall advise the Clerk that the audio-visual equipment will be required and shall submit supporting material to the Clerk for approval in an electronic format no later than 4:30 p.m. on the Friday prior to the Meeting date. v) Delegates requesting specific financial assistance or services in- kind from Committee of the Whole or Council shall be directed to a Budget Committee meeting. Requests made outside the Budget Committee Meeting must include a detailed written request to the Clerk prior to the Meeting, which will be forwarded to the appropriate department for review. A decision will not be made at the Meeting where the Delegation is heard. vi) The Clerk shall give due consideration to the length of the agenda and the number of Delegations and shall advise to the requester the earliest possible date when their Delegation may be accommodated. A limit of four (4) Delegations will be considered at a Meeting of Committee of the Whole, and two (2) Delegations will be considered at a Meeting of Council. Page 192 of 351 By-law No. XXXX-25 Page 29 of 46 Town of Aurora Procedure By-law Effective Date vii) The Clerk may limit the frequency and/or number of times a group or individual may appear before Committee of the Whole or Council. viii) Delegation requests received after the deadline or limit has been reached will be acknowledged by the Clerk and will be placed on the agenda but only considered if Council agrees to waive the Procedure By-law by 2/3 vote. ix) Delegations at Committee of the Whole and Council Meetings shall be on a subject that is within the jurisdiction or influence of local government. Delegations at a Meeting of Council shall be related to an item of business on the agenda. x) Delegations regarding active planning applications will not be permitted at a Council Meeting. xi) Delegates shall refrain from making statements or comments that are, in the opinion of the Chair, frivolous or vexatious in nature. xii) Delegates who share the same position on a matter or are from the same organization, are encouraged to speak in one delegation. xiii) Delegates shall be restricted to a speaking limit of five (5) minutes, regardless of whether they are representing an organization, association or other group. xiv) Delegates shall not speak on any subject other than the subject for which they have received confirmation to address Council or Committee. xv) The consent of Council or Committee of the Whole is required to grant a delegate one (1) extension of up to five (5) minutes at a Council or Committee of the Whole Meeting, xvi) Delegates who appear before Committee of the Whole are not permitted to make a Delegation in relation to the same item at the following Council Meeting, but may submit written material to Members of Council through the Clerk’s Office. b) Conduct of Delegates Page 193 of 351 By-law No. XXXX-25 Page 30 of 46 Town of Aurora Procedure By-law Effective Date i) Delegates shall not make detrimental, offensive or insulting comments, or speak ill of, or malign the integrity of Staff, the public, Council or Committee or other external public agencies. ii) Delegates addressing Council or Committee shall appear in a manner respectful of the municipal proceedings; iii) Face coverings may only be worn when required for religious or medical reasons, and must not obstruct identification or pose safety concerns; iv) Delegates who contravene this section will not be permitted to finish their delegation and will be asked by the Chair to take their seat in the audience. c) Delegations at Council Meetings i) Anyone wishing to speak on an item that is not on the Council agenda may be placed on a Committee agenda to address an issue that is not on the Council agenda. d) Delegations at Public Planning Meetings i) Any person may speak on a matter on the agenda at a Public Planning Meeting. The delegate shall not speak for more than five (5) minutes and shall speak no more than twice on the agenda item. 32. Consent Agenda a) Consent Agenda will include the following items that do not have presentations or Delegations: i) Receipt of the Minutes (i.e., Special Council, Workshop, Closed Session) (Council Meeting agenda only); ii) Communications addressed to Council; iii) Information reports requested by Council; and iv) Items as directed by the CAO or Clerk. Page 194 of 351 By-law No. XXXX-25 Page 31 of 46 Town of Aurora Procedure By-law Effective Date b) Questions of clarification may be asked by Members about any consent item during the adoption of the Consent Agenda without requiring a separate vote. c) Members shall identify any items contained on the Consent Agenda which they wish to speak to and the matter shall be extracted from the Consent Agenda to be dealt with separately. d) In the event that a Member declares a pecuniary interest on an item that is included on the Consent Agenda, that item shall be considered separately. e) Items on the Consent Agenda or the balance of the items, as the case may be, shall be adopted in one Motion. 33. Member Motions (Section amended per By-law No. 6569-23) a) A Member desiring to introduce a subject for discussion by Council will provide the proposed Motion to the Clerk in writing for inclusion in a regular agenda of Committee of the Whole by 12 p.m. on the Wednesday prior to the meeting. b) The Motions will be included on the next Committee of the Whole agenda for consideration and disposition. Motions that are not in order, as determined by the Clerk, will not be included. c) Closed Session Motions may be published as part of a Committee of the Whole or Council agenda and discussed at the meeting where the motion appears on the agenda. d) The CAO or Staff may be requested to comment on the Motion raised in this section, but no staff report will be prepared unless the Motion, once adopted by Council, is referred to staff for a further report. e) It is the duty of the Member to: i) Prepare the proposed Motion in writing. ii) Submit the proposed Motion to the Clerk. iii) Ensure the content of the proposed Motion allows for it to be published on a public agenda. Page 195 of 351 By-law No. XXXX-25 Page 32 of 46 Town of Aurora Procedure By-law Effective Date 34. Regional Report a) The representative of the Town on Regional Council will provide a report at regular Meetings of Council or Committee of the Whole on matters of interest to the Town, when available. 35. New Business a) Any Member of Council or a Committee, at any Meeting, may present and introduce any matter of new business during the New Business portion of the Meeting, and shall have regard to the following guidelines: i) Members are encouraged to raise operational matters prior to the Meeting through the CAO, Director or appropriate Staff; ii) Members are discouraged from raising substantive policy matters, in particular consideration of corporate policies or by-laws; and, iii) Members of Council are encouraged to raise announcements and community events under the Public Service Announcements portion of the Council agenda. 36. Public Service Announcements a) Members may speak for no more than three (3) minutes on public service announcements and community events, unless the consent of Council is granted. 37. By-laws a) By-laws are considered by Council and approved by Motion. b) Every by-law adopted by Council is done so under the seal of the Town and signed by the Clerk and the Mayor. c) All by-laws shall be given first, second and third readings in a single Motion, unless a Member wishes to discuss the contents of a by-law, at which time the subject by-law shall be removed from the Motion and dealt with separately. d) The following types of by-laws may be presented directly to Council without an accompanying staff report: Page 196 of 351 By-law No. XXXX-25 Page 33 of 46 Town of Aurora Procedure By-law Effective Date i) Those directed to be presented directly to Council by Committee of the Whole or Council; ii) The appointment of statutory positions, staff for by-law inspection, municipal law enforcement and provincial offences administration; iii) Consolidation of by-laws or housekeeping amendments; iv) General by-laws where the purpose and intent of the by-law has been clearly authorized by a previous resolution; v) A by-law to levy interim property taxes; vi) A by-law to set tax rates in accordance with the approved budget; vii) Part-lot control by-laws; viii) Assumption by-laws; ix) A by-law to establish a public highway; x) Minor amendments resulting from changes to provincial enabling legislation; and, xi) Other administrative by-laws deemed appropriate by the CAO. e) Every Council Meeting shall be confirmed by by-law so that every decision of Council at that Council Meeting and every Resolution of the Meeting shall have the same force and effect as if each and every one of them had been the subject matter of a separate by-law duly enacted. f) All amendments to any by-law approved by Council shall be deemed to be incorporated into the by-law and if the by-law proposing the amendment is enacted by Council, the amendments shall be inserted by the Clerk. g) All by-laws, including the confirming by-law, shall be voted on prior to Adjournment. h) As per section 284.11 of the Municipal Act, 2001 the Mayor may veto all or any part of a Municipal Act, Planning Act, or Development Charge Bylaw that, in the opinion of the Mayor, could interfere with a provincial priority Page 197 of 351 By-law No. XXXX-25 Page 34 of 46 Town of Aurora Procedure By-law Effective Date prescribed in O.Reg 580/22. The power may be exercised in the following way; i) The Mayor must inform the Clerk within two (2) days of the passage of a by-law of the intent to consider vetoing the by-law ii) Following the Notice of Consideration, the Mayor has 14 days to decide whether to proceed with the veto iii) If the Mayor proceeds with the veto, the Mayor must provide the Clerk with a written veto and include reasons for the veto. Within 21 days of the Clerk’s notice of the veto, Council may override the veto upon two-third majority vote. The Mayor may vote in the Council decision to override the veto. The override shall be introduced by motion: (a) Without notice at any regular Council meeting; or (b) At a Special meeting called for this purpose and in the form required in accordance with Section 21(b)(ii). i) In the case where the Mayor will not be vetoing any of the by-laws passed by Council at a particular meeting, the Mayor will issue a Mayoral decision noting that their veto power will not be used, and the decision will be posted on the Town’s website. 38. Adjournment a) No item of business shall be considered at a Meeting of Council or Committee of the Whole after 10:30 p.m. unless a majority of the Members present enact a resolution to extend the hour. The Resolution must include a proposed time for adjournment of the Meeting. 39. Matters Proposed by the Mayor a) As per section 284.10 of the Municipal Act, 2001 the Mayor may add a matter to the agenda, including by-laws, if they are of the opinion that it could potentially advance a provincial priority prescribed in O.Reg 580/22, which Council is required to consider. Page 198 of 351 By-law No. XXXX-25 Page 35 of 46 Town of Aurora Procedure By-law Effective Date b) Matters introduced by the Mayor do not require compliance with the sections relating to any notice requirements, agenda deadlines, or additional items of this Procedure By-law. Items added by the Mayor do not require a mover or seconder to be put on the floor. 40. Correspondence a) All Correspondence will be circulated by the Clerk to Members, the CAO, Directors and applicable Staff for their information, and forms a part of the Clerk’s records. b) A Member of Council may request the correspondence be added to a Council or Committee of the Whole Meeting agenda. c) The Council’s receipt of correspondence does not constitute endorsement of the correspondence by the Town of any recommendations it may contain or actions it may advocate. 41. Petitions a) Petitions may be submitted to the Clerk and will include a minimum of two (2) persons and their respective addresses unless otherwise required by law, and a clear statement of the purpose for the petition. b) If the petition meets the requirements of the Petition Policy and/or any other related Town Policies, the request conveyed in the petition will be considered by Committee of the Whole for disposition. Where required due to urgency or timing, petitions may be considered directly by Council. c) Staff may prepare recommendations related to the matter for Council’s consideration. d) The Town is not accountable for the accuracy or reliability of petitions that are submitted. 42. Motions from Other Municipalities a) All requests for endorsement of resolutions from other municipalities will be electronically circulated to Council and acknowledged by the Clerk, with the advice that the Town does not take action on resolutions received from other municipalities, but rather makes its position known through the Page 199 of 351 By-law No. XXXX-25 Page 36 of 46 Town of Aurora Procedure By-law Effective Date appropriate municipal association, or alternatively, directly to the relevant Minister or government leader. b) A Member of Council may request that a resolution from another municipality be added to a Committee of the Whole agenda for consideration. c) The Council’s receipt of resolutions from other municipalities does not constitute endorsement by the Town of any recommendations or actions they may contain. 43. Motions – Impact on Corporate Resources a) The CAO will advise on the appropriate means of disposition for matters that make an impact on administration. b) Council is not required to pass a Motion that makes an impact on corporate resources where a matter: i) Has already been approved by Council; ii) Is considered by the CAO to be minor in nature; and/or, iii) Falls within existing service levels. 44. Procedures Concerning Motions a) General Rules i) Every Motion in any Meeting of Council or Committee requires a mover and a seconder. ii) When duly moved and seconded, every Motion, other than a Motion to adjourn, recess, table or suspend the rules of this Procedure By-law, is open for discussion. iii) No debate is permitted on any Motion or amending Motion until it has been properly seconded. iv) A Member may move a Motion in order to initiate discussion and debate, but vote in opposition to the Motion. A seconder of the Motion may vote against the Motion. Page 200 of 351 By-law No. XXXX-25 Page 37 of 46 Town of Aurora Procedure By-law Effective Date v) A Motion or amending Motion may not be withdrawn without the consent of the mover and seconder. vi) The Chair of a Meeting of Council or a Committee will not move or second a Motion. All Members of Council or a Committee will vote on all Motions except in the instance where the Member refrains from voting on an issue due to a declaration of a pecuniary interest in the matter by the Member. If any Member does not vote, they will be deemed as voting in the negative (except where prohibited from voting by statute). b) Motion under Debate i) When a Motion is under debate, no other Motion may be considered except for the following Motions, to be considered in the listed order of priority: (a) To adjourn; (b) To recess; (c) To table an item; (d) To put the question to a vote or call the vote; (e) To defer; (f) To refer; (g) To amend. c) Motion to Adjourn i) A Motion to adjourn means a Motion to end a Meeting. ii) A Motion to adjourn is not debatable and shall always be in order except when: (a) Another Member is in possession of the floor; (b) A vote has been called; or (c) Members are voting. iii) A Motion to adjourn is not amendable, except when moved to set future time for adjourning. Page 201 of 351 By-law No. XXXX-25 Page 38 of 46 Town of Aurora Procedure By-law Effective Date iv) A Motion to adjourn shall take precedence over any other Motion and shall be put immediately without debate. d) Motion to Recess i) A Motion to recess means to suspend a meeting for a specific length of time. ii) A Motion to recess when other business is before the Meeting: (a) Specifies the length of time of the recess; (b) Is debatable as to the length or timing of the recess; and (c) Can only be amended with respect to the length of the recess. e) Motion to Table i) A Motion to table means to postpone a matter without setting a definite date for future discussion for a matter. A tabled Motion that has not been decided on by Council during the term of Council in which the Motion was introduced is deemed to have been withdrawn. ii) A Motion to table: (a) Is not to be amended or debated; and (b) Applies to the Motion and any amendments thereto under debate at the time when the Motion to table was made. iii) If the Motion to table carries, in the absence of any direction from Council, the matter may not be discussed until the CAO, or a Member through a Motion, brings it forward to a subsequent Meeting. f) Motion “To Put the Question to a Vote” or “To call the Vote” i) A Motion “To Put the Question to a Vote” or “To call the Vote” means to stop debate and immediately proceed to vote on the Motion. Page 202 of 351 By-law No. XXXX-25 Page 39 of 46 Town of Aurora Procedure By-law Effective Date ii) Any Member may request the Chair “To Put the Question to a Vote” or “To call the Vote” by presenting a Motion that the question “now be put to a vote.” A Motion to put the question to a vote must: (a) Be seconded; (b) Is not open to debate; (c) Immediately put to a vote without debate; (d) Requires a 2/3 majority vote to close debate. g) Motion to Refer i) A Motion to refer means to direct a matter under discussion by Council or a Committee to Staff or another Committee for further examination or review. ii) A Motion to refer a matter under consideration to a Committee or to Staff: (a) Shall be debatable as to the rationale of referring, and cannot go into the merits of the Motion or subject being referred; and (b) May be amended as to the Committee or group to whom it is being referred, as to the time the Committee or Staff reports back, and as to directions given to the Committee or Staff; and (c) Includes the terms on which the Motion is being referred and the time at which the matter is to be returned; and (d) Includes the reasons for the referral. iii) This Motion may be delayed by the Chair in order to permit Members on the speaking list to speak. h) Motion to Defer i) A Motion to defer means to postpone all discussion on a matter until a future date or time, one which is established as part of the Motion. ii) A Motion to defer to a certain time or date: Page 203 of 351 By-law No. XXXX-25 Page 40 of 46 Town of Aurora Procedure By-law Effective Date (a) Is open to debate as to advisability of postponement and cannot go into the merits of the Motion or subject being postponed; and (b) May be amended as to the time or date to which the matter is to be deferred. iii) This Motion may be delayed by the Chair in order to permit Members on the speaking list to speak. i) Motion to Amend i) The purpose of this Motion is to modify a Motion. It cannot be used to directly contradict or negate the effect of another Motion. ii) A Motion to amend: (a) Is open to debate; and, (b) Is to be relevant to the main Motion; and (c) Is applied to a Motion at one time, and that amendment may be amended [by a secondary amendment], which then cannot be amended. iii) If a Motion to amend is not considered a Friendly Amendment, then the Motion to amend: (a) If more than one Motion, will be put to a vote in the reverse order to that in which they were moved; (b) Will be decided upon or withdrawn before the main Motion is put to the vote; (c) Will not be amended more than once, provided that further amendments may be made to the main Motion; and, (d) Will not be directly contrary to the main Motion. j) Motion Containing Two or More Matters i) When the Motion under consideration concerns two (2) or more matters, the Chair, upon the request of any Member, will direct that the vote upon each matter be taken separately. Such request may also be made by the Chair. Page 204 of 351 By-law No. XXXX-25 Page 41 of 46 Town of Aurora Procedure By-law Effective Date ii) A vote on the main Motion or the Motion, as amended, may be split for the purpose of complying with the Municipal Conflict of Interest Act, or at the discretion of the Chair. k) Withdrawal of Motion i) A request to withdraw a Motion: (a) May only be made by the mover of the Motion; (b) Requires consent of the seconder of the Motion; and, (c) Is in order any time during the debate. l) Adoption in a Single Motion i) One or more items on an agenda may be adopted in a single Motion. 45. Voting a) General Rules i) After a Motion is finally put to a vote by the Chair, the vote must proceed. No Member shall speak to the motion, nor will any other Motion be made until after the vote is taken and the result has been declared. ii) All Members of Council or a Committee will vote on all Motions. Failure by any Member to announce their vote openly and individually, including an “abstention,” is deemed to be a vote in the negative. iii) Each Member present and voting announces or indicates their vote upon the Motion openly and individually, and no vote is taken by ballot, or any other method of secret voting. b) Majority Vote i) A majority means more than half of the Members present, or: (a) If 7 Members present: 4 (b) If 6 Members present: 4 (c) If 5 Members present: 3 Page 205 of 351 By-law No. XXXX-25 Page 42 of 46 Town of Aurora Procedure By-law Effective Date ii) Unless this Procedure By-law states otherwise, a matter passes when a majority of Members present vote in the affirmative. iii) Where required in this Procedure By-law, a two-thirds majority means 2/3 of the Members present, or: (a) 2/3 of 7: 5 (b) 2/3 of 6: 4 (c) 2/3 of 5: 4 (d) 2/3 of 4: 3 c) Tie Vote i) Any Motion on which there is a tie vote is deemed to be defeated. d) Recorded Vote i) A recorded vote is only permitted at Council Meetings and will be taken at the request of a Member prior to the commencement of the vote being taken or immediately thereafter. ii) A Member of Council’s failure to participate in a recorded vote when he/she has not declared a pecuniary interest is deemed to be a negative vote. iii) A recorded vote at Council Meetings will be taken as set out in a) or b) below: (a) Each Member announces their vote openly, and the Clerk records their vote in the minutes. Votes are called in random order as determined by the Clerk. (b) Each Member first indicates their vote by using an electronic device. Each Member’s vote is then electronically displayed on a screen, and the Clerk announces the outcome of the vote and records each Member’s vote in the minutes. iv) Notwithstanding recorded votes, a record or notation of a Member’s opposition to an issue is not recorded in any Meeting minutes. Page 206 of 351 By-law No. XXXX-25 Page 43 of 46 Town of Aurora Procedure By-law Effective Date 46. Reconsideration of a Matter a) Council cannot reconsider a matter until six (6) months have passed from the date of the matter’s original disposition by Council, except upon a vote in the affirmative of two-thirds majority of the Members present. b) Decisions which contractually bind the Town shall not be reconsidered. c) Unless the provisions of this section are waived by a 2/3 vote, a Motion to reconsider shall be introduced by way of a Member Motion and considered either at the next Committee of the Whole Meeting or at a special Meeting called to reconsider the Motion unless the Council, without debate, dispenses with the requirement for a Member Motion on a two-thirds vote. d) A Motion to reconsider is debatable, which debate will be restricted to the rationale for reconsidering the matter, and no debate of the main Motion shall be allowed until the Motion for reconsideration is carried. e) Once the reconsideration Motion has carried, the matter is reopened in its entirety unless the reconsideration Motion specifies otherwise. f) If the matter is reopened, all previous decisions of the Council remain in force until the Council decides otherwise. g) No Motion to reconsider may, itself, be the subject of a Motion to reconsider. h) Notwithstanding the time period set out in s. 45 (a), if a Council matter was lost as a result of a tie vote due to an absent Member, the matter may be reconsidered at the next Council meeting via a Motion to reconsider carried by a majority of the Members present. 47. Point of Order a) A Member may interrupt the person who has the floor to raise a Point of Order when such Member feels that there has been: i) A deviation or departure from this Procedure By-law; or ii) A deviation from the matter under consideration and the current discussion is not within the scope of the proposed Motion. Page 207 of 351 By-law No. XXXX-25 Page 44 of 46 Town of Aurora Procedure By-law Effective Date b) Upon hearing such Point of Order, the Chair decides and states their ruling on the matter. c) Upon hearing the Point of Order ruling, a Member only addresses the Chair for the purpose of appealing the Chair’s decision to the Council or a Committee. d) If no Member appeals, the decision of the Chair is final. e) If a Member appeals the Chair’s ruling to the Council or a Committee, the Member has the right to state their case, the Chair has the right to reply and the Council or Committee decides the question of whether the decision of the Chair be sustained without further debate. The decision of the majority of the Members who are present at the Meeting is final. 48. Point of Personal Privilege a) A Member may rise at any time on a Point of Personal Privilege where such Member feels that the health, safety, rights, or integrity of their own person, the Council, a Committee Member, Staff, the Chair, or anyone present at the Meeting has been called into question by another Member or by anyone present at the Meeting. b) Upon hearing a Point of Personal Privilege, the Chair decides and states their ruling on the matter, except where the Chair is the subject of the Point of Personal Privilege. c) Where the Chair is the subject of the Point of Personal Privilege, the Deputy Mayor or a Member chosen by the Members present, assumes the role of ruling on the matter. d) Where a ruling is made that a breach of privilege has taken place, the individual presiding (Deputy Mayor, or chosen Member) demands that the offending Member or individual apologize. Failing such an apology, the individual is required to vacate the Meeting room for the duration of the Meeting. e) With the exception of providing an apology, a Member may address the presiding individual to appeal the ruling of a breach of privilege to the Council or a Committee. Page 208 of 351 By-law No. XXXX-25 Page 45 of 46 Town of Aurora Procedure By-law Effective Date f) If no Member appeals, the decision of the presiding individual is final. g) If a Member appeals the ruling to the Council or a Committee, the Member has the right to state their case, the presiding individual has the right to reply, and the majority of Council or Committee decides the question of whether the decision of the presiding individual be sustained without further debate. The decision of a majority of the Members who are present at the Meeting is final. 49. Public Record a) All communications that the Clerk receives about a matter on the agenda of a public or open Meeting will form part of the public record. Personal information and opinions in communications are part of the public record unless the author of the communication requests the removal of their personal information when submitting it, or where confirmed by the Clerk. 50. Administrative Authority of Clerk a) The Clerk is authorized to amend by-laws, minutes and other Council and Committee documentation for technical, typographical or other administrative errors and omissions for the purpose of ensuring an accurate and complete record of proceedings. b) The Clerk is authorized to create and amend an annotated version of the Procedure By-law from time to time, to assist Members in complying with the rules as enforced and interpreted. c) The Clerk is authorized to amend department names in any Committee or Council’s order of business referenced in this bylaw if an organizational restructuring results in departmental name changes. 51. Recording, Broadcasting and/or Live Streaming Meetings a) All Meetings with a Quorum of Members shall be audio and/or visually recorded, broadcast and/or live streamed publicly by the Town, with the exception of Meetings closed to the public provided for in the Closed Session section of this Procedure By-law. b) All Meetings of Committee of Adjustment, Property Standards Committee, and other Committees of the Town shall be audio and/or visually Page 209 of 351 By-law No. XXXX-25 Page 46 of 46 Town of Aurora Procedure By-law Effective Date recorded, broadcast and/or live streamed publicly by the Town, with the exception of Meetings closed to the public provided for in the Closed Session section of this Procedure By-law. c) Attendees using their own recording, broadcasting and/or streaming devices are encouraged to inform the Clerk or recording secretary to ensure attendees at the Meeting are notified through the Chair. d) The approved minutes of a Meeting will form the official record of the Meeting. Any audio, video, or other record of the Meeting shall not be considered an official record. 52. Review of Procedure By-law a) Council shall review this Procedure By-law within the first calendar year following the year of the election. b) The Clerk shall bring forward housekeeping amendments, as required or as directed by Council. 53. Severability a) Each and every one of the provisions of this Procedure By-law is severable and if any provisions of this Procedure By-law should, for any reason, be declared invalid by any Court, it is the intention and desire of Council that each and every one of the then remaining provisions of this Procedure By- law shall remain in full force and effect. 54. Enactment a) By-law Number 6228-19 be and is hereby repealed. b) This By-law shall come into full force and effect on xxx Page 210 of 351 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Committee of the Whole Report No. CS2 5 -0 27 Subject: 2025 Pending List Review Prepared by: Ishita Soneji, Deputy Town Clerk Department: Corporate Services Date: December 2, 2025 Recommendation 1. That Report No. CS25-027 be received; and 2. That the items marked “Complete” be removed from the Pending List. Executive Summary This report will provide Council with an annual update on staff responses to items listed on the Pending List through motions adopted by Council.  The pending list is reviewed annually.  Staff have completed 24 items on the Pending List. Background The Pending List is reviewed annually The Pending List is a document presented to Council annually that provides a progress report on various items which staff have been directed to report back to Council on. Any items noted as completed will be removed from the Pending List after Council’s approval of this report. Corresponding item numbers have been enumerated to ensure that Council and the public have ease of reference for specific matters should there be any questions about associated timeframes or the subject matter itself. Staff have completed 24 items on the Pending List The following items will be removed from the Pending List: Page 211 of 351 December 2, 2025 2 of 4 Report No. CS25-027  CMS 3: CMS23-030 - Aurora Barbarians' Proposal for Sheppard's Bush  CMS 4: Councillor Gilliland; Re: Aurora Cenotaph 100 Year Celebration  CMS 6: CMS24-021 – Aurora Historical Society – Hillary House Considerations  CMS 8: CMS25-004 – Sport Plan Update 2025-2029  CMS 9: Member Motion; Councillor Gallo; Re: 24-Hour Warming/Cooling Emergency Centres  CMS 10: CMS25-011 - Public Art Strategy  CS 8: Member Motion; Councillor Gallo; Re: Release of Closed Session Reports Related to the Purchase of 15157, 15165, 15171 Yonge Street  CMS 9: Member Motion; Councillor Gallo; Re: 24-Hour Warming/Cooling Emergency Centres  CMS 10: CMS25-011 - Public Art Strategy  CS 8: Member Motion; Councillor Gallo; Re: Release of Closed Session Reports Related to the Purchase of 15157, 15165, 15171 Yonge Street  CS 10: Member Motion - Mayor Mrakas; Re: Release of Closed Session and Other Materials - Armoury New Tenant Process  CS 11: Member Motion - Mayor Mrakas; Re: Release of Closed Session Minutes  FIN 2: FIN25-003 - Regional Rental Housing Incentive Program Participation - 120 Metcalfe Street and 26-38 Berczy Street  FIN 3: Member Motion; Mayor Mrakas; Re: Development Charge Rebate Program for First-Time Homebuyers  FIN 4: Member Motion - Councillor Gallo; Re: Full Accounting of the Armoury  FIN 5: Member Motion – Councillor Gallo; Re: Full Accounting of 15157, 15165, 15171 Yonge Street  PDS 2: PDS20-055 - Pedestrian Grade Separated Crossings and Future Priority Crossings within Barrie GO Rail Corridor  PDS 3: Mayor Mrakas; Re: Affordable Housing Action Plan  PDS 6: Councillor Gilliland and Councillor Weese; Re: BIA Bylaw and Governance Model Review  PDS 8: Member Motion – Mayor Mrakas; Re: Establishment of Heritage Grant Program Page 212 of 351 December 2, 2025 3 of 4 Report No. CS25-027  PDS 9: Member Motion – Councillor Weese; Re: Review of Train Whistle/Horn Cessation at All Level Crossings in the Town of Aurora  PDS 10: PDS24-105 – Proposed Amendments to Parking Bylaw 4574-04.T – Various Locations in the Town’s Downtown Area  PDS 11: Member Motion - Councillor Gallo; Re: Request that York Region Resubmit the Application for a Men’s Shelter at 14452 Yonge Street  PDS 13: Member Motion - Councillor Gallo; Re: Land Data Modernization Analysis None. Advisory Committee Review None. Legal Considerations None. Financial Implications There are no financial implications specific to this report. However, individual items on the Pending List may have associated financial implications; any arising financial consideration will be presented to Council as part of each individual staff report at a future meeting. Communications Considerations None. Climate Change Considerations There are no climate change considerations specific to this report. However, individual projects within the Pending List may have associated considerations, and any such considerations will be noted in the individual reports on those matters presented to Council at a future meeting. Page 213 of 351 December 2, 2025 4 of 4 Report No. CS25-027 Link to Strategic Plan As this report provides Council with an updated Pending List for the Corporation, this report aligns with the Town’s vision of An innovative and sustainable community where neighbours care and businesses thrive. Alternative(s) to the Recommendation 1. That Council provide direction. Conclusions Staff will continue to provide Council with an updated Pending List annually to reflect the current status of items which staff have been directed to report back to Council on. Attachments Attachment 1 – Pending List as of November 17, 2025 Previous Reports None. Pre-submission Review Agenda Management Team review on November 12, 2025 Approvals Approved by Patricia De Sario, Director, Corporate Services/Town Solicitor Approved by Doug Nadorozny, Chief Administrative Officer Page 214 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 1 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status CAO 1 2023-09-26 Councillor Gilliland; Re: Town Administration SWOT/Space Allocation Analysis and Economic Review Now Therefore Be It Hereby Resolved That staff report back with either a SWOT (Strengths, Weaknesses, Opportunities, and Threats) analysis and/or space allocation review; and That staff provide an economic review of the Town’s administrative office spaces to ensure we are utilizing its best and highest use, including solutions, community benefits, and financial impacts. CMS In Progress Capital project is currently in bid review stage. CAO 2 2023-11-07 Mayoral Decision 2023-03 - Consultant to Review Council Compensation That staff engage an external consultant for a more in-depth review of Council Compensation; and, That staff report to Council in the final year of the Council term with any recommendations to be adopted for the 2026-2030 Council term. CAO Pending Consultant to commence review with report anticipated to Council in April 2026. CAO 3 2024-02-27 Member Motion - Councillor Gilliland; Re: Locations for a Men's Transitional Shelter That staff be asked to proactively work with York Region staff to identify three potential viable sites for alternative housing in Aurora, and report back to Council before the end of 2024. CAO In Progress Interim update provided to Council in September. Region is now leading this effort with support from Town staff as required. CS25-027 - Attachment 1-Pending List as of November 17, 2025Page 215 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 2 of 26 CAO 4 2023-11-28 Councillor Gilliland; Re: Social Media Policy and Code of Conduct Updates That Council request the Integrity Commissioner develop a separate social media policy for inclusion in the Council code of conduct; and That the Integrity Commissioner reviews the Town’s Code of Conduct to strengthen and protect any violation of political intermeddling, bullying and harassment in the workplace, undermining of Council decisions and copyright of altering Town images; and That staff review and report back on an appropriate policy to address copyright of altering Town images. CAO/ CS Pending The province has indicated they will be enacting legislation for uniform Council Code's of Conduct across the province. Once further information regarding that legislation is available, staff will report back to Council Report CAO24-004 - Policy to Address Copyright of Altering Town Images provided to Committee of the Whole on March 5, 2024 CAO 5 2023-11-13 Mayoral Decision 2023-04; Re: Integrity Commissioner to Review Council Code of Conduct and other relevant policies That Town staff engage the IC to recommend amendments to the Council Code of Conduct or any other policies within the Integrity Commissioner's enforcement purview. Such review should include, but not be limited to the incorporation of Strong Mayor Power legislation. CAO/ CS Pending Same update as CAO 4 Page 216 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 3 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status CMS 1 2023-01-14 2023 Draft Asset Management Capital Projects - 72412 - Work Station Refresh Carpet Paint That the following 2023 Draft Asset Management Capital Projects, which were pulled for discussion, be given conditional budget approval pending additional information to Council; and CMS Pending Project on hold for 2024 while the Town Hall Accommodation Plan is completed which will provide further direction on Town Hall improvements. CMS 2 2023-01-14 2023 Draft Asset Management Capital Projects - 72479 - Town Hall - 3rd Floor LED Lighting That the following 2023 Draft Asset Management Capital Projects, which were pulled for discussion, be given conditional budget approval pending additional information to Council; and CMS Pending Project on hold for 2024 while the Town Hall Accommodation Plan is completed which will provide further direction on Town Hall improvements. CMS 3 2023-07-04 CMS23-030 - Aurora Barbarians' Proposal for Sheppard's Bush That staff be directed to further investigate Option 2 for the development of a second artificial turf sports field at Sheppard’s Bush; and That staff prepare a Capital Project for Council consideration as part of the 2024 Capital Budget. CMS Complete Facility opened September 2025 CMS 4 2023-11-28 Councillor Gilliland; Re: Aurora Cenotaph 100 Year Celebration That the Town of Aurora staff collaborate with the Aurora Legion, King Township, Whitchurch Stouffville, the Provincial and Federal governments to commemorate this significant celebration; and That staff report back with a collaborative plan of action with possible budget considerations; and CMS Complete Report CMS25-008 provided to Committee of the Whole on April 8, 2025 CMS 5 2024-02-27 Member Motion - Mayor Mrakas; Re: Request for Amenity Sharing Memorandum of Understanding (MOU) with School Boards for That the Town staff is directed to collaborate with the School Boards in drafting the terms and conditions of the MOU, ensuring clarity and fairness in the shared use of these facilities; and That upon reaching an agreement, the MOU shall be CMS Pending Letters have been sent to the school board. Page 217 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 4 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status Evening/Weekend Gymnasium Use presented to Council for review and approval; and CMS 6 2024-06-25 CMS24-021 – Aurora Historical Society – Hillary House Considerations That the Town consult with the Aurora Historical Society and its members to receive their input on the future of Hillary House; and That the Town and the Aurora Historical Society together host public consultations on the future of Hillary House; and That staff report back to Council following these consultations with recommendations on the Hillary House. CMS/ PDS Complete Report CMS24-050 provided to Committee of the Whole on December 2, 2024 CMS 7 2024-07-09 CMS24-022 – Community Reflection Space Location That Town Hall be approved as the location for the Community Reflection Space; and That staff report back to Council with a proposed design, timeline, and budget implications. CMS In Progress Design work will commence in early 2025. Following design development, staff will report back to Council with additional details, including proposed next steps and budget implications. The objective is for the capital work to be undertaken in 2026. CMS 8 2025-02-25 CMS25-004 – Sport Plan Update 2025-2029 That Report No. CMS25-004 be referred back to staff CMS Complete Report CMS25-013 provided to Committee of the Whole on May 13, 2025 CMS 9 2025-03-25 Member Motion; Councillor Gallo; Re: 24-Hour Warming/Cooling Emergency Centres That staff, in consultation with the Region, be directed to investigate the feasibility of establishing a warming/cooling centre during extreme weather conditions on a 24-hour basis; and That the report back to Council provide information on the potential implementation of such a facility, CMS Complete Report CMS25-017 provided to Committee of the Whole on June 10, 2025 Report CMS25-022 provided to Committee of the Whole on September 9, 2025 Page 218 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 5 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status including an assessment of costs, operational requirements, and potential locations. Report CMS25-030 provided to Committee of the Whole on October 14, 2025 CMS 10 2025-05-27 CMS25-011 - Public Art Strategy That staff be directed to develop a corresponding Public Art Policy for Council review and approval. CMS Complete Report CMS25-026 provided to October 14, 2025 Committee of the Whole CMS 11 2025-10-28 Member Motion; Councillor Gilliland; Re: Roller skating Opportunities That staff be directed to consult with roller skating service providers and report back to Council on potential partnerships, programming options, and operational considerations for introducing roller skating activities in Aurora for the 2026 season. CMS In Progress Page 219 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 6 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status CS 1 2021-11-23 CS21-070 - Final Report Town of Aurora Municipal Service Delivery Review That staff be directed to prioritize and action the recommendations in the report as appropriate; and That staff report back to Council on progress. CS In Progress Progress updates provided to FAC. CS 2 2022-04-26 CS22-019 - Updates to the Proclamation Policy That staff provide an information report to Council with a list of recurring proclamations to be proclaimed each year. CS Pending Info report to be provided in 2026. CS 3 2023-01-14 2023 Draft Studies and Other Capital Projects - 13026 - Risk Management (conditionally approved 2022) That the following 2023 Draft Studies and Other Capital Projects, which were pulled for discussion, be given conditional budget approval pending a report to Council: CS In Progress Report CS25-018 provided to Committee of the Whole on October 14, 2025, and Risk Management Policy approved at Council meeting on October 28, 2025. Consultation with Council will be scheduled for 2026. CS 4 2023-04-25 Councillor Gilliland; Re: Pilot Mobile Food and Licensed Beverage Consumption at Concerts in the Park That staff review our licensing bylaw that relates to mobile food and refreshment vendors and report back to Council with any recommended changes. CS Pending The review of the Licensing bylaw will occur in 2026. CS 5 2023-10-24 By-law 6552-23 Being a By-law to provide for the annual remuneration to be paid to the Mayor and Members of Council. The terms of reference for the council compensation review committee be brought back to Council prior to the end of the 2022-2026 term of office. CS In Progress Report to Committee of the Whole on December 2, 2025. CS 6 2022-12-13 Councillor Gilliland; Re: Feasibility of Proactive Rental Regulations, Safety, and Inspections That: Staff report back on the feasibility and implications of implementing a proactive property inspection program for rental apartment buildings and rental residential units including secondary suites; and Staff report back on the feasibility and implications of implementing a Residential Rental PDS In Progress Report to General Committee on January 17, 2023. Page 220 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 7 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status Unit licensing system; and Staff report back in collaboration with Central York Fire Services (CYFS) in respect to safety inspections. CS 7 2024-09-24 CS24-022 – Addition of Illumination Requests to the Town’s Flag Policy That the Clerk report back after one year regarding illumination requests received and any resulting effects to the surrounding neighbourhood. CS In Progress Information Report to Committee of the Whole on December 2, 2025 CS 8 2025-04-22 Member Motion; Councillor Gallo; Re: Release of Closed Session Reports Related to the Purchase of 15157, 15165, 15171 Yonge Street That the Town of Aurora release all reports pertaining to the purchase of 15157, 15165, 15171 Yonge Street and include them on the agenda of the next meeting Committee of the Whole. CS Complete Report CS25-010 provided to Committee of the Whole on June 10, 2025 CS 9 2025-06-24 Member Motion; Mayor Mrakas; Re: Procedure By-law Review That staff be directed to undertake a comprehensive review of the Procedure By-law; and That the Clerk be directed to update the Procedure By-law to ensure alignment with current legislation, including the Municipal Act, and to reflect the governance structure and meeting practices currently in place; and That the revised Procedure By-law be brought forward to Council for consideration and ratification by the end of 2025. CS In Progress Report to Committee of the Whole on December 2, 2025 CS 10 2025-09-23 Member Motion - Mayor Mrakas; Re: Release of Closed Session and Other Materials - Armoury New Tenant Process That Council direct staff to review all records related to the Armoury new tenant process, including but not limited to: x Council and Committee meeting agendas and minutes; CS Complete Information posted on the Town’s website Page 221 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 8 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status x Staff reports and memoranda from closed session meetings; and x Presentations and correspondence; and That any materials which are no longer subject to confidentiality or disclosure restrictions under the Municipal Act, 2001, or the Municipal Freedom of Information and Protection of Privacy Act, be released publicly in full or in redacted form as appropriate, with a summary outlining the rationale for any redactions. CS 11 2025-09-23 Member Motion - Mayor Mrakas; Re: Release of Closed Session Minutes That staff be directed to review the closed session minutes and any associated materials from the July 9, 2024 Council meeting concerning the reconsideration request for 65 St. John’s Sideroad East; and That any portions of the minutes and materials no longer subject to litigation privilege, or other disclosure restrictions under the Municipal Act, 2001 and the Municipal Freedom of Information and Protection of Privacy Act, be released to the public either in full or with necessary redactions. CS Complete Minutes posted on the Town website CS 12 2025-10-28 Member Motion; Councillor Gallo; Re: Third Party Consultants Contractual Release That staff be directed to ensure that all future reports, studies, and analyses commissioned from third-party consultants on behalf of the Town of Aurora include a contractual provision or written release permitting their public disclosure, in whole CS In Progress Page 222 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 9 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status or in part, at the discretion of the Town; and That staff be further directed to make publicly available any third-party reports or portions thereof that are not subject to legal, privacy, security or contractual restrictions, including those originally considered in closed session, once the reason for confidentiality no longer applies; and That staff report back to Council through a public agenda, at the February 2026 agenda cycle with a proposed implementation framework, including recommended updates to procurement documents, standard contract language, and a process for identifying and releasing eligible reports from prior closed sessions; and That this policy applies to all new reports commissioned after the date of this motion and be incorporated into all relevant procurement and contract management practices going forward. CS 13 2025-10-28 Member Motion; Councillor Gallo; Re: Cannabis Retail Review Task Force That a Cannabis Retail Review Task Force be established to: a. Review the experience of the Town of Aurora since opting in to retail cannabis stores; and b. Identify issues that have arisen related to public safety, land use, business clustering, signage, community perception, and economic development; and c. Explore best practices from other municipalities regarding cannabis retail management and community engagement; and CS/PDS In Progress Terms of Reference report to November 11, 2025 Committee of the Whole Page 223 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 10 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status d. Provide recommendations to Council on potential actions or advocacy initiatives to address identified challenges and support balanced community outcomes; and That the Task Force shall include: x Two (2) Members of Council, appointed by Council; and x Up to seven (7) Resident Representatives, selected through an open call for applications, appointed by Council; and x Two (2) Members of Town Staff, including representatives from Planning and By-law Services; and x A member of York Regional Police; and That the Task Force shall be supported by Town staff for administrative and technical assistance; and That the Task Force will be established and start February 2026; and That the Task Force shall report back to Council with findings and recommendations within six (6) months of its first meeting; and That Council direct staff to prepare Terms of Reference for the Cannabis Retail Review Task Force, for approval at a subsequent Council meeting. Page 224 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 11 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status FIN 1 2024-03-26 Councillor Gilliland; Re: Digital Governance and Smart Technology That staff report back to Council with the feasibility of developing a digital governance framework such as a digital data charter centered on human rights and privacy-enhancing technologies (PET) to ensure the ethical and responsible collection, management and use of data focusing on privacy rights, transparency and consent; and That staff report back to Council for direction prior to investing, installing or integrating technology, owned by the Town or managed by a third party, that is capable of identification of persons through image recognition technology. FIN In Progress Working with Legislative Services to report back spring 2026. FIN 2 2025-02-27 FIN25-003 - Regional Rental Housing Incentive Program Participation - 120 Metcalfe Street and 26-38 Berczy Street That Report No. FIN25-003 be referred back to staff. FIN Complete Report FIN25-024 provided to Committee of the Whole on April 8, 2025 FIN 3 2025-04-22 Member Motion; Mayor Mrakas; Re: Development Charge Rebate Program for First-Time Homebuyers That staff to investigate and develop a framework for a Development Charge (DC) rebate program specifically for first-time homebuyers in the Town of Aurora; That staff explore eligibility criteria, funding mechanisms, and potential financial impacts of such a program; and That staff report back to Council with recommendations and implementation options, including timelines and potential partnerships with other levels of government; and That the program include a clawback provision, requiring homeowners to repay all or a portion of the FIN Complete FIN 6 includes the follow up Report FIN25-045 provided to Committee of the Whole on September 9, 2025 Page 225 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 12 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status rebate if the home is sold within a specified period (e.g., five years), to ensure the program supports long-term homeownership rather than short-term speculation; and That this initiative be aligned with the Town’s ongoing efforts to increase housing affordability and support sustainable community growth. FIN 4 2025-05-27 Member Motion - Councillor Gallo; Re: Full Accounting of the Armoury That Council direct staff to prepare a comprehensive report outlining: x The full acquisition cost of the Armoury building; x The cost of reconstruction and renovations to the Armoury, including a breakdown separating leasehold improvements directly related to the operations of Niagara College; x Total rental income received from Niagara College; x Any financial obligations, commitments, or contributions made by the Town of Aurora under the lease agreement; x Any other financial analysis staff deems necessary to provide full transparency related to the project and lease; and That the report be presented to a Committee of the Whole meeting no later than the end of the third quarter (Q3) of 2025. FIN/PDS Complete Report FIN25-046 provided to Committee of the Whole on September 9, 2025 Page 226 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 13 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status FIN 5 2025-06-24 Member Motion – Councillor Gallo; Re: Full Accounting of 15157, 15165, 15171 Yonge Street That Council direct staff to prepare a comprehensive report outlining: x The full acquisition costs for each of the properties located at 15157, 15165, and 15171 Yonge Street, including purchase price, legal and professional fees, due diligence costs, and any other associated acquisition-related expenditures; and x Any rental income received to date from tenants occupying the properties since the date of acquisition; and x All operating and maintenance expenses incurred for each property since acquisition, including but not limited to utilities, insurance, repairs, and property management; and x Any capital investments made to date in relation to these properties; and x An overview of the current occupancy status and any leasing arrangements in place; and x A summary of the net financial position (i.e., income vs. expenses) of the properties since acquisition; and That the report be presented to a Committee of the Whole meeting no later than the end of the third quarter (Q3) of 2025. FIN Complete Report FIN25-046 provided to Committee of the Whole on September 9, 2025 Page 227 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 14 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status FIN 6 2025-09-23 FIN25-045 - Bill 17 and Other Proposed Residential Development Incentives Update That staff proceed with the development of a First-Time Homebuyers Development Charges Equivalent Rebate Policy, with an in-effect date to be upon receipt of new, dedicated funding from other levels of government that fully offsets all associated costs and incorporates: • Affordability conditions • A clawback provision requiring repayment if the home is sold within five years; • A cap on total annual rebates to limit fiscal exposure; and That staff proceed with the development of a Local Participation in York Region Development Incentives policy for Council’s review and approval at a future meeting that includes: • Securities for all DC deferrals to ensure collection; • Affordability mandates for developers accessing deferrals; and That staff engage the public and non-profit housing providers for input and provide a progress report with a cost-benefit analysis to ensure effectiveness and fiscal sustainability. FIN In Progress Report FIN25-045 provided to Committee of the Whole on September 9, 2025 Report FIN25-057 to Committee of the Whole on November 11, 2025 FIN 7 2025-09-23 Member Motion - Councillor Gilliland; Re: Autonomous Microphone Control During Committee of the Whole and Council Meetings That staff report back to Council regarding the changes required to the Council Chambers Audio/Visual system to give autonomous microphone control to each member of Council while also maintaining the Chair’s authority and ability to enforce the rules of order, decorum, and FIN In Progress To be considered as part of Project AM-F-0486: Council Chamber A/V Technology Replacement, if adopted. Page 228 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 15 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status speaking privileges; and That the report include the associated costs of making these changes to the Council Chambers Audio/Visual system as well as any amendments required to the Procedure By-law. Page 229 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 16 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status OPS 1 2022-03-29 Councillor Gaertner; Re: Green Infrastructure That staff be directed to review the Official Plan for revisions to strengthen protective language in the Plan and any implementing policies and by-laws including Green Development Standards, Tree Compensation and Protection; and That staff be directed to review existing policies and by-laws that could be strengthened regarding the tree canopy for climate change mitigation and report back to Council at their earliest convenience. OPS In Progress Report OPS24-023 provided to Committee of the Whole on November 5, 2024. Staff to report back in 2026 with bylaw and compensation review following an extensive public consultation. OPS 2 2022-05-24 OPS22-010 - Off-Leash Dog Park and Trail Pilot Program That staff be directed to develop an off-leash strategy, including park and trail location options and costs, and report back to Council; and That the Darkwood Detention area be excluded from the list of park and trail location options. OPS In Progress Staff to report back in 2026 following public consultation. Page 230 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 17 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status OPS 3 2023-07-11 Councillor Weese and Councillor Gilliland; Re: Air-Supported Courts Dome in Aurora That staff be directed to report back with the feasibility to provide a multi-gymnasium, air-supported structure that will provide sufficient additional indoor gymnasium space to meet present and future needs; and That staff be directed to explore options for location, funding, and operation of the structure, including public private partnerships in keeping with the Town’s public-public and public-private partnership strategy; and That staff be directed to consult with Local Sport Organizations to identify specific needs for the courts dome that will meet training, and competition needs as well as sport tourism opportunities; and That staff be directed to include location and partnership options for an indoor sports court facility within the current sports field review; and That staff be directed to include funds in 2024 and 2025 for Council's consideration as part of the 2024 Budget and 10-Year Capital Plan. OPS/ CMS In Progress Staff will continue to review opportunities and report to Council. OPS 4 2023-11-28 Councillor Gilliland; Re: Wetland Protection and Phragmites Plan of Action That staff report back to Council identifying our current threat status, include government grant opportunities, engage in agency collaborations, and present recommendations on a plan of action, including a budget, service delivery model, operational impacts to continue protecting our wetlands and attempt to remediate phragmites. OPS In Progress Staff to report back in 2026. OPS 5 2024-04-23 Member Motion – Mayor Mrakas; Re: Xeriscaping on Town Boulevards That staff to report back on the feasibility of implementing xeriscaping on Town boulevards Town-wide. PDS Pending Staff to report back to Council in 2026. Page 231 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 18 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status OPS 6 2024-05-28 OPS24-011 – Outdoor Artificial Ice Rinks That Report No. OPS24-011 be referred back to staff to be brought forward at a time when the Town is more certain about development charge revenue. OPS/ FIN In Progress Staff will report back to Council when the project becomes financially feasible. OPS 7 2025-09-23 OPS25-017 - 2025-2026 Windrow Pilot Program Models and Item 10.4 - OPS25-021 - 2025-2026 Windrow Pilot Program Models - Additional Information That Council direct staff to revise the windrow removal program to seniors 65+ at a cost of $200 per household and offer a subsidized windrow service to individuals who identify as having a disability, and seniors 65+ who also fall under the low-income threshold; and That staff report back in Q2 of 2026 with the results of the program to monitor its progress and offer any recommendations to improve the service or budget model. OPS Pending Staff to report back in 2026 Page 232 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 19 of 26 OPS 8 202-09-23 Member Motion - Councillor Gilliland; Re: Protection and Commemoration of Aurora’s Oldest Trees that Hold Cultural and Historical Significance That staff be directed to identify these trees, assess the health, species, and estimated age of these trees in collaboration with certified arborists and local environmental groups; and That staff report back with recommendations on measures to ensure the long-term protection and maintenance of these trees, including hazard risk assessments, long-term health plans with yearly evaluations and other necessary practices to extend longevity; and That the report should also include commemorative recognition elements such as an interactive plaque at the site highlighting its ecological, cultural, and natural significance to the community; a neighbourhood ribbon-cutting event to foster community pride; and collaborative tours or map-based integration with the arboretum; and That staff consult with the Town’s Museum and Archives, Heritage and Environmental Advisory Committees, if applicable, for input on the design and wording of the commemorative plaque; and That staff develop an afterlife life plan should the tree perish such as architectural art; repurposing of wood; and cultivating seeds and cuttings to expand its genus strain; and That any costs associated with the plaque, assessment, and preservation measures be considered as part of the next applicable operating or capital budget or funded through available grants or sponsorship opportunities. OPS/ PDS/CMS In Progress Staff to report back in Q1 2026 Page 233 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 20 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status OPS 9 2025-10-28 Member Motion; Councillor Kim; Re: Member Motion - Councillor Kim; Re: Protection of the Trail System from Motorized Vehicles That staff be directed to develop and implement an educational campaign to inform residents and visitors of the existing prohibition of motorized vehicles on the trail system including e-scooters and ebikes; and That staff install clear and visible signage at key trail access points indicating that motorized vehicles are prohibited, referencing the relevant sections of the Parks and Public Spaces By-law; and That staff determine appropriate signage locations, design and timing of the education campaign; and That staff provide details regarding the education campaign including but not limited to advertising, social media, signage and targeted posts; and That staff identify any associated costs for signage, locations, and installation. OPS In Progress Staff to report back in 2026 Page 234 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 21 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status PDS 1 2020-10-27 PDS20-050 - Implementation of Automated Speed Enforcement Program That staff report back on the findings of the Region’s Automated Speed Enforcement Program following completion of the two-year, limited use pilot program. PDS On hold with the Provincial announcement to remove automated speed cameras PDS 2 2020-10-27 PDS20-055 - Pedestrian Grade Separated Crossings and Future Priority Crossings within Barrie GO Rail Corridor That Council identify as a priority the Cousins Drive pedestrian rail crossing identified in Attachment 2 and staff report back on the feasibility of funding the crossing as part of the 2022 Budget 10-year capital planning process. PDS Complete Report PDS25-006 provided to Committee of the Whole on January 14, 2025 PDS 3 2023-02-28 Mayor Mrakas; Re: Affordable Housing Action Plan That through the Town’s ongoing Official Plan Review, the scope of the Town’s Official Plan be expanded to include modernized housing policies that clearly 15 articulate and define the Town’s strategies and actions on affordable and attainable housing to 2051 and beyond; and That the Town develop an Affordable Housing Action Plan (AHAP), to be used to guide decision-making on how to address affordable housing and promote attainable housing options for residents through clear objectives and targets specifically designed for implementation within the local Aurora community context; and That the Affordable Housing Action Plan (AHAP) be developed through collaborative engagement with the community, local partners, and housing providers, and apply to both private market and public housing development; and That the Affordable Housing Action Plan also include specific monitoring and measuring tools to ensure the PDS Complete Report PDS24-133 provided to Committee of the Whole on December 2, 2024 Page 235 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 22 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status successful implementation of strategies over the horizon of 2051 and beyond. PDS 4 2023-05-23 Mayor Mrakas; Re: Urban Mobility Vehicles That Town staff be directed to create a proposed bylaw that allows UMVs to be driven on municipal roads in the Town of Aurora once the legislation that allows UMVs to be driven on municipal roads is in force; and That the proposed bylaw be designed to ensure the safety of all road users, including pedestrians, cyclists, and other vehicles, and will include provisions for insurance, licensing, and registration of UMVs; and That Town staff be directed to engage with the public and stakeholders throughout the process, including hosting public meetings and seeking feedback on the proposed bylaw, and to consult with the Active Transportation and Traffic Safety Advisory Committee; and That Town staff be directed to report back to Council within six months of hosting the public meetings with a detailed report outlining the implementation plan for the proposed bylaw, and any necessary amendments or adjustments to ensure the safety and effectiveness of UMVs on municipal roads. PDS In Progress We are waiting on the province legislating these UMV. If this happens, then in the new year it will need to be reviewed with Legal. We also have a Town-wide Parking Strategy and the Streetscape Design project that might have an impact on the new mobility by-law. PDS 5 2023-07-11 Mayor Mrakas; Re: Eliminating Minimum Parking Requirements for New Residential Developments That staff be directed to evaluate options for eliminating minimum parking requirements for new residential developments within the GO Major Transit Station Area; and That any new residential development within the GO Major Transit Station Area require auto share and/or bike share programs; and PDS In Progress Being evaluated for implementation as part of the Ongoing Comprehensive Zoning By-law Review project Page 236 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 23 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status That staff report back to Council with the appropriate actions to implement these directions, including the necessary updates to the Town’s Comprehensive Zoning By-law Number 6000-17. PDS 6 2023-11-28 Councillor Gilliland and Councillor Weese; Re: BIA Bylaw and Governance Model Review That Town staff investigate and explore a collaboration and/or various governance models that will best serve the progression of the downtown Business Improvement Area. This could mean either a partnership, committee, or collaboration; and That staff report back with various governance models as a result; and That the BIA bylaw be reviewed and updated to remove barriers to reflect such progressive success of the downtown revitalization mandate. PDS/ CS Complete Report PDS24-140 provided to Committee of the Whole on December 2, 2024 PDS 7 2024-02-27 Member Motion - Mayor Mrakas; Re: Supporting Affordable Housing and Gentle Density That Staff report back to Council on the review and implementation of this update as part of the Comprehensive Zoning By-law Review process. PDS In Progress To be completed alongside PDS 5 as part of Comprehensive Zoning By-law Review project PDS 8 2024-05-28 Member Motion – Mayor Mrakas; Re: Establishment of Heritage Grant Program That staff be directed to create a Heritage Grant Program aimed at providing financial assistance to property owners for the preservation and restoration of designated heritage properties in the Town of Aurora; and That staff be instructed to consult with the Town’s Heritage Advisory Committee regarding the development of the program and prepare guidelines and criteria for eligibility, application procedures, and grant PDS Complete Report PDS25-039 provided to Committee of the Whole on April 8, 2025 Page 237 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 24 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status disbursements, ensuring transparency and fairness in the allocation of funds; and That staff present a report outlining the proposed Heritage Grant Program to Council for review and approval at a future Council meeting. PDS 9 2024-09-24 Member Motion – Councillor Weese; Re: Review of Train Whistle/Horn Cessation at All Level Crossings in the Town of Aurora That staff report back on the processes needed to create a By-law that will result in the cessation of train whistles/horns at all level crossings in Aurora. PDS Complete Report PDS25-006 provided to Committee of the Whole on January 14, 2025 PDS 10 2024-10-22 PDS24-105 – Proposed Amendments to Parking Bylaw 4574-04.T – Various Locations in the Town’s Downtown Area That staff report back, at the November Council meeting, regarding potentially changing parking restrictions on Yonge Street in the Business Improvement Area from one hour to two hours. PDS Complete Report PDS24-121 provided to Council on November 26, 2024. PDS 11 2025-02-25 Member Motion - Councillor Gallo; Re: Request that York Region Resubmit the Application for a Men’s Shelter at 14452 Yonge Street That Aurora Town Council requests the Regional Municipality of York to resubmit the Zoning bylaw Amendment application for a Men’s Emergency and Transitional Facility located at 14452 Yonge Street in Aurora. PDS/ CAO Complete Mayoral Decision 2025-006 to Veto this item PDS 12 2025-03-25 PDS25-030 - Heritage Permit Application HPA-2025-01, Happy Woodland Pet Cemetery That staff continue to consult and investigate options regarding the remediation of monuments with offensive language and report back to Council PDS/ CMS In Progress Report back scheduled for Q1 2026. PDS 13 2025-05-27 Member Motion - Councillor Gallo; Re: Land Data Modernization That staff be directed to report on the feasibility of enhancing the Town’s existing planning data system information to improve its accessibility, by exploring one or more of the following components based on PDS Complete Report PDS25-082 provided to Committee of the Whole on September 9, 2025 Page 238 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 25 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status available resources, priorities, capacity, and strategic goals; x Digitized Zoning: A property-level zoning interface linking directly to relevant zoning bylaw sections; x Digitized Official Plan and Secondary Plans: A searchable database on the property’s official plan designation and related secondary plan classifications; x Development Application Database: A centralized database capturing key application types such as site plans, ZBAs, OPAs, subdivisions, and consents; x Constraint and Context Mapping: Interactive maps displaying constraints and context layers including natural features, servicing limits, and heritage overlays; x Address-Level Lookup with Policy Summary: A tool providing summarized zoning, policy, and constraint data by address; x Ward Dashboards and Alerting Tools: Customizable dashboards for Councillors displaying local planning activity and key indicators; x Exportable and Public-Facing Summary Tools: Digital tools for residents to better understand land use regulations, nearby developments, and planning processes; and Page 239 of 351 . Updated as of November 17, 2025 Council Pending List C - Council CAO - Chief Administrative Officer CMS - Community Services CS - Corporate Services FIN - Finance JCC - Joint Council Committee/Central York Fire Services OPS - Operational Services PDS - Planning & Development Services Bold – new item Shaded – to be removed Page 26 of 26 Ref. # Mtg Date Report Title/Subject Action Action Dept Response/Status That staff report back to Council with a preliminary scope, resourcing requirements, or external funding opportunities to support the pilot initiative by the end of Q3 2025 to provide time to be included in the 2026 budget. PDS 14 2025-10-28 Member Motion; Re: Councillor Kim; Re: Silica Dust Awareness and Education Initiative That staff develop and implement a public awareness campaign focused on the health risks of silica dust exposure and the importance of adopting best practices when cutting stones and pavers; and That Communications staff collaborate with organizations and agencies knowledgeable in silica dust mitigation such as public health authorities, safety associations and occupational health experts to ensure accurate and effective messaging; and That the education campaign include; o Educational materials distributed through the Town’s website, social media channels, and permit application processes; and o Collaboration with local building supply retailers and trade associations to share information on dust suppression techniques and protective equipment; and o Signage or notices at relevant public works or construction sites, where appropriate; and o Outreach to residents undertaking DIY landscaping projects to encourage safe practices; and That staff review our Clean Communities By-law and report back to Council with a proposed amendment regarding dust mitigation. PDS/ OPS/ CS In Progress Page 240 of 351 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Committee of the Whole Report No. CS2 5 -0 29 Subject: Council Compensation Committee Prepared by: Nicole Estrada - Manager, Human Resources Department: Corporate Services Date: December 2, 2025 Recommendation 1. That Report No. CS25-029 be received; 2. That the Council Compensation Committee be established and; 3. That the Terms of Reference (Attachment 1) for Council Compensation Committee be approved. Executive Summary This report seeks to re-establish the Council Compensation Committee. In addition, this report also seeks the adoption of the Terms of Reference for the Council Compensation Committee.  The draft Terms of Reference have been created to capture a clear mandate for the new Committee.  A report will be presented to Council in the second quarter of 2026. Background On January 31, 2023, Council created the Council Compensation Committee as part of the committee structure review at the beginning of the 2022-2026 Council Term. The Committee convened and a report of the findings for council compensation was delivered to Council on October 17, 2023. A by-law was passed by Council on October 24, 2023. Page 241 of 351 December 2, 2025 2 of 4 Report No. CS25-029 On November 1, 2023, the Town of Aurora was designated as a municipality to receive strong mayor powers. On November 7, 2023, the Mayor exercised his authority under the strong mayor provisions, pursuant to Part VI.1 (Special Powers and Duties of the Head of Council) of the Municipal Act, 2001, specifically Sections 284.3 and 284.4, to issue the following direction to the Chief Administrative Officer: 1. That staff engage an external consultant for a more in-depth review of Council Compensation; and, 2. That staff report to Council in the final year of the Council term with any recommendations to be adopted for the 2026-2030 Council term. An external consultant has been identified to commence the review of Council Compensation. Analysis The draft Terms of Reference have been created to capture a clear mandate for the new Committee The draft Terms of Reference for the Council Compensation Committee were developed through consultation with Human Resources staff to ensure that the purpose, duties and functions aligned with the subject matter that the Committee would be providing advice on. The Committee’s mandate was created to ensure that the scope was specific to reviewing Council compensation in 2026 and that it was aligned with previous Town Committees that worked with the same information. A report will be presented to Council in the second quarter of 2026 To ensure a transparent and well-structured process, the following timeline is proposed:  January 2026: Launch the recruitment process for committee members, ensuring a diverse and representative group of citizens is selected. The consultant will also begin preliminary data collection and benchmarking activities.  February 2026: The Committee will convene to review the scope of the market review, provide input, and align on key objectives.  March 2026: Market research completed by consultant. Findings shared with the Committee. Page 242 of 351 December 2, 2025 3 of 4 Report No. CS25-029  April 2026: A final report, incorporating the Committee’s input and the consultant’s analysis, will be presented to Council for consideration and potential adoption. Advisory Committee Review None. Legal Considerations None. Financial Implications Staff have engaged a consultant to undertake a review of Council compensation at an estimated cost of up to $25,000. This cost will be funded within the Town’s existing operating budget. Communications Considerations Legislative Services staff will work with Communications staff to ensure that the advertisements for committee membership are posted in all locations including print media and the Town’s social media platforms and website. Climate Change Considerations The recommendations from this report do not impact greenhouse gas emissions or impact climate change adaptation. Link to Strategic Plan The approval of the Terms of Reference for the Council Compensation Committee promotes progressive corporate excellence and continuous improvement by implementing policy and processes that reflect sound and accountable governance. Alternative(s) to the Recommendation 1. Council provide direction. Page 243 of 351 December 2, 2025 4 of 4 Report No. CS25-029 Conclusions These Terms of Reference will provide Council Compensation Committee with a strong sense of their mandate. Attachments Attachment 1 – Draft Terms of Reference for Council Compensation Committee Previous Reports None. Pre-submission Review Agenda Management Team review on November 12, 2025 Approvals Approved by Patricia De Sario, Director, Corporate Services/Town Solicitor Approved by Doug Nadorozny, Chief Administrative Officer Page 244 of 351 Council Compensation Committee Terms of Reference Page 1 of 2 Purpose To review and comment on the Consultant’s recommendations on the compensation level for the current elected Members of Council. Membership The Committee will be composed of ﬁve (5) members. In making its citizen appointments, Council will give preference to applicants who have experience participating on Council, Boards or Committees, demonstrated expertise in governance, human resources related disciplines, municipal expertise, ﬁnancial expertise, and/or legal expertise in municipal or ethical issues. Term The term of the Committee shall terminate upon the acceptance of the Consultant’s ﬁnal report to Council. Remuneration None. Duties and Functions x To review the Consultant’s recommendations to Council with respect to salary, beneﬁts, auto allowance, retiring allowance for all members of Council, and any other recommendations related to direct compensation including any immediate revisions and or longer-term revisions to the overall compensation. Reporting The Manager of Human Resources will provide the recommendations of the Consultant to Council through a staff report to Committee of the Whole. The Chair. to be elected by the committee members, will preside at the meetings using the Town of Aurora’s Procedure By-law and keep discussion on topic and focused on the mandate of the Committee. Meeting Time and Location The Council Compensation Committee shall meet on an as-required basis with the speciﬁc dates and times for meetings determined by the Committee. Additional meetings may be called by the Chair. The Chair or staff may cancel any meeting. Page 245 of 351 Council Compensation Committee Terms of Reference Page 2 of 2 Staff Support The Manager of Human Resources will attend all meetings, act as a Staff resource, and provide the Committee with technical assistance. The Legislative Services division will provide administrative support services to the Committee. Page 246 of 351 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Committee of the Whole Report No. PDS2 5 -114 Subject: Application for Zoning By-law Amendment Armis Holding Inc. 511, 521, 531 and 543 Wellington Street West Part Lot 1 and Part 40 Acres, Plan 102, King File Number: ZBA-2024-05 Related File Number: SP-2024-07 Prepared by: Felix Chau, Planner Department: Planning and Development Services Date: December 2, 2025 Recommendation 1. That Report No. PDS25-114 be received; and 2. That Zoning By-law Amendment Application ZBA-2024-05 be approved to rezone the subject lands to “Townhouse Dwelling Residential Exception Zone R8-579” and “Environmental Protection (EP)”; and 3. That the implementing By-law for the Zoning By-law Amendment be brought forward to a future Council meeting for enactment. Executive Summary This report seeks Council’s approval to the proposed Zoning By-law Amendment application at 511, 521, 531 and 543 Wellington Street West. The purpose of the proposed application is to facilitate a residential development featuring 114 back-to- back stacked townhouses within four blocks.  The proposed development conforms to the policy directions of the Provincial Planning Statement, the Lake Simcoe Protection Plan, and the Oak Ridges Moraine Conservation Plan Page 247 of 351 December 2, 2025 2 of 15 Report No. PDS25-114  The proposed Zoning By-law Amendment implements the general direction of the Town’s Official Plan for residential development  All external agencies and Town staff have completed their review and have no objections to the approval of the proposed application  Any technical revisions to the proposed plans will be reviewed by Town Staff through the concurrent Site Plan Application Background Application History A pre-consultation meeting for the subject application was held with the owner in March 2024. The subject application was submitted in September 2024 and deemed complete by the Town in October 2024. The owner hosted a Community Information Meeting on December 3, 2024, to introduce the application to area residents and to obtain initial feedback. The meeting was attended by residents, representatives of the Town, the owner and their consulting team and the local Ward 2 Councillor. On January 21, 2025, a Statutory Public Planning Meeting for the proposed application was held contemplating a 116 back-to-back stacked townhouse development. At this meeting, Council directed staff to present a future report to the Committee of the Whole, addressing all questions and concerns discussed at the meeting. Working with Staff, the applicant resubmitted a revised proposal in late October 2025 that features 114 back-to-back stacked townhouses while addressing technical concerns from Staff. The primary changes include removing all development from the staked environmental protection buffers and incorporating a hammerhead turnaround at the most westerly section of the proposed private road to accommodate emergency and maintenance vehicle access. Location / Land Use The subject site is located on the south of Wellington Street West, east of Bathurst Street, and west of Timpson Drive. The subject site is comprised of four properties, municipally known as 511, 521, 531, and 543 Wellington Street West. The site has an approximate total area of 1.47 hectares (3.64 acres) with approximately 116 metres Page 248 of 351 December 2, 2025 3 of 15 Report No. PDS25-114 (380.6 feet) of frontage along Wellington Street West. Each property currently contains one detached dwelling, which are proposed to be demolished as part of the subject proposal (Figure 1). Surrounding Land Uses The surrounding land uses are as follows: North: Wellington Street West, Christ Evangelical Lutheran Church, 7 Lacey Court (SP- 2024-01 proposed 29 Townhouse units) and 200 Wellington Street West (SP- 2022-06 OLT approved 27 Townhouse units), single detached dwellings. South: Environmental protection area, single detached dwellings. East: 497 Wellington Street West (SP-2015-01 OMB approved 11 single detached dwellings), single detached dwellings, Aurora High School, mid-rise apartment buildings, and Wellington Public School. West: Single detached dwellings. Policy Context Provincial Policies All Planning Act development applications are subject to provincial policies. The Provincial Planning Statement (PPS) provides policy direction on matters of provincial interest. These policies support the development of strong communities through the promotion of efficient land use and development patterns, and encourage the creation of diverse housing opportunities that capitalize on proximity to goods, services, and transit. The Lake Simcoe Protection Plan (LSPP) is a provincial document that provides policies which addresses aquatic life, water quality, water quantity, shorelines and natural heritage, other threats and activities (including invasive species, climate change and recreational activities) and implementation. The subject lands are partially within the Lake Simcoe Region Conservation Authority (LSRCA) Regulated Area. Town of Aurora Official Plan (2024) As shown on Schedule “A” of the Official Plan, the Local Corridor includes properties that front onto Wellington Street. A portion of the property fronting Wellington Street is within the Local Corridor (Figure 2). Intensification is directed to the Local Corridors, at Page 249 of 351 December 2, 2025 4 of 15 Report No. PDS25-114 densities and a scale that is compatible with surrounding areas. For the lands along the Wellington Street Local Corridor outside of the Aurora Promenade and Major Transit Station Area Secondary Plan, a maximum building height of four storeys is applicable. Furthermore, the subject lands are designated “Stable Neighbourhoods” and “Environmental Protection” within the Town of Aurora Official Plan. The Stable Neighborhoods designation occupies majority of the subject lands as illustrated in Figure 2 and permits for a wide range of ground-related residential uses, including townhouse units, existing multiple-unit buildings and secondary uses. The intent of the “Stable Neighbourhoods” designation is to protect from incompatible forms of development while also allowing neighbourhoods to be enhanced over time. All new development within the Stable Neighbourhoods shall be compatible with its surrounding context and shall conform with all other applicable policies of the Official Plan. A portion of the rear of the subject lands are designated “Environmental Protection”. This designation is intended to ensure preservation and protection of environmentally sensitive areas from surrounding development and changes in land use. The entirety of the proposed development is outside of the area designated “Environmental Protection”. Zoning By-law 6000-17, as amended As shown on Figure 3, the subject property is currently zoned “Estate Residential Exception (ER-14)”, within the Town’s Zoning By-law 6000-17, as amended. The Estate Residential Exception zone permits a detached dwelling, with specific siting specifications. Reports and Studies The Owner submitted the following documents as part of a complete application to the proposed Zoning By-law Amendment application: Report Name Report Author Planning Justification Report Macaulay Shiomi Howson Ltd. Draft Zoning By-law Amendment Macaulay Shiomi Howson Ltd. Architectural Plans TACT Architecture Inc. Civil Engineering Drawings Set SITEPLANTECH Inc. Page 250 of 351 December 2, 2025 5 of 15 Report No. PDS25-114 Report Name Report Author Electrical Drawings Set TACT Architecture Inc. Environmental Impact Study Geoprocess Research Associates Inc. Environmental Noise Assessment YCA Engineering Ltd. Floodplain Study Report Watercom Engineering Inc. Functional Servicing and Stormwater Management Report SITEPLANTECH Inc. Geotechnical Investigation Haddad Geotechnical Inc. Hydrogeological Assessment Haddad Geotechnical Inc. Landform Conservation Study SLR Consulting (Canada) Ltd. Landscape Plans byPATH Landscape Architecture Phase One Environmental Site Assessment Haddad Geotechnical Inc. Phase Two Environmental Site Assessment Haddad Geotechnical Inc. Stage 1 & 2 Archaeological Assessment AS&G Archaeological Consulting Inc. Survey Wahba Surveying Transportation Mobility Plan CGH Transportation Tree Inventory and Preservation Plan Report Kuntz Forestry Consulting Inc. Proposed Applications Proposed Zoning By-law Amendment The following outlines the proposed Zoning By-law Amendment (Figure 4) to facilitate the proposed residential development.  Rezone a portion of the subject lands from the existing “Estate Residential Exception (ER-14)” to “Townhouse Dwelling Residential R8 (579) Exception Zone” Page 251 of 351 December 2, 2025 6 of 15 Report No. PDS25-114 to facilitate the development of 114 back-to-back stacked townhouse dwelling units. Furthermore, the southerly portion of the lands is proposed to the rezoned to “Environmental Protection (EP)”.  Site Specific R8 (579) zone consist of the following changes: o Decreasing the minimum Front Yard from 7.5 m to 2.2 m o Decreasing the minimum setback of 1.8 m for any wall of a residential use building to a Private Road to 1.5 m o Increasing the maximum Height from 10 m to 11 m o Decreasing the minimum Parking Standards from 1.5 spaces per dwelling unit, minimum 20% of spaces provided shall be set for visitor parking to 1.5 spaces per residential unit, minimum 14% of spaces shall be set for visitor parking. o Decreasing the minimum Amenity Area required from 18 square metres per dwelling unit to a total of 250 square metres of outdoor amenity area. o Removing the Landscape Strip requirement along the interior side lot line Proposed Conceptual Site Plan The applicant has concurrently submitted a site plan application (Figures 5 and 6) for the townhouse development. The development will consist of four (4) back-to-back stacked townhouse blocks, totalling 114 units. A total of 166 parking spaces (137 for residents and 23 for visitors) are proposed to be underground. Access to the underground parking area is proposed at the southerly boundary of the development limits. Access to the site will be provided along Wellington Street West via a temporary right-in right-out entrance. The intention is for this temporary entrance to be closed, and for the site to be access through an internal common elements condominium road connected to the adjacent property at 497 Wellington Street West. Furthermore, two (2) separate outdoor amenity areas are proposed to serve to townhouse blocks. Garage and snow storage areas are shown on the conceptual site plan but will continue to be reviewed through the ongoing Site Plan Application review process. Analysis Planning Considerations The proposed applications are consistent with the Provincial Planning Statement The subject lands are located within a Settlement Area as outlined by the Provincial Planning Statement (PPS). It is Staff’s opinion that the proposed development aligns Page 252 of 351 December 2, 2025 7 of 15 Report No. PDS25-114 well with the criteria outlined in policy 1.1.1 of the PPS. The proposed development contemplates efficient intensification of an underutilized site. As it will assist the Town in meeting population growth, housing, and intensification targets, while also promoting the wise use of municipal infrastructure and land. The proposal also provides intensification near the intersection of Arterial Roads and in proximity to the transit corridor to help connect people to the Town’s core area. The proposal supports Section 2.1 and 2.2 of the PPS by providing additional housing within a complete community, close to transit, shops, and services. The subject lands are also along the Wellington Street West Local Corridor, which is identified as a Strategic Growth Area. This aligning with Section 2.4 which encourages compact, mixed-use, and transit-oriented development in these locations. It is Planning Staff’s opinion that the proposed applications are consistent with the PPS as it provides intensification in a Local Corridor, contributes to housing supply, and efficiently uses existing infrastructure policies. The proposed application conforms to the Lake Simcoe Protection Plan (LSPP) The Lake Simcoe Conservation Authority (LSCRA) has reviewed the proposed applications in consideration of the LSPP and has no objection to the approval of the subject applications as presented. The subject lands are partially within the LSRCA regulated limits but the proposed development is outside any regulated area. Accordingly, no Regulation Permit is required prior to development or site alteration taking place on the subject lands. The proposed development area is also free from any natural hazards and are outside of hazardous lands. The proposal implements the land use and development policies of the Town’s Official Plan Planning Staff are of the opinion that the proposed development aligns with the land use and development policies outlined in the Official Plan and is compatible with the surrounding area. The 114 back-to-back stacked townhouse unit development will support the Town's goals for residential intensification. The development supports the Official Plan by providing residential units that are located near essential social and service amenities, such as the Aurora High School and Wellington Public School. The proposed development is approximately 1.5 kilometres from the Aurora Downtown, which provides for a variety of amenities within a close proximity. The proposal makes use of an underutilized lot that can be redeveloped to complement the surrounding area, while fostering connectivity with the adjacent property to the east Page 253 of 351 December 2, 2025 8 of 15 Report No. PDS25-114 (497 Wellington Street West). The subject development proposes to connect with the adjacent property (497 Wellington Street) via a private roadway. This proposal supports the creation of complete communities and ensures that properties are not isolated. The proposed building heights align with the Stable Neighbourhood designation requirement. The proposal of residential townhouses ultimately supports the provision of a range and mix of housing sizes, densities, designs, and prices to meet the needs of current and future residents of Aurora, in an appropriate and highly accessible location. Planning staff are of the opinion that the proposed development conforms to the Official Plan and fosters complete community planning. Affordable Housing In order to meet the Town-wide affordable housing target of 25%, Staff encourage all new residential developments to contribute toward achieving the Town’s affordable housing objectives. In keeping with this policy direction, the applicant will work with Town staff through the Site Plan application process to explore opportunities and strategies to support the Town’s affordable housing goals. The proposed Zoning By-law Amendment suitable and compatible with surrounding properties and implements the general direction of the Town’s Official Plan for residential development Planning staff are of the opinion that the applications are appropriate and compatible with adjacent and neighbouring development, and that the by-law exceptions are appropriate to facilitate the development. The proposed Zoning By-law Amendment requests to rezone the subject lands from “Estate Residential Exception (ER-14)” to “Townhouse Dwelling Residential R8 (579) Exception Zone” to facilitate the development of 114 back-to-back stacked townhouse dwelling units. Furthermore, the southerly portion of the lands is proposed to the rezoned to “Environmental Protection (EP)”. Page 254 of 351 December 2, 2025 9 of 15 Report No. PDS25-114 Parent “R8” Zone Standards Proposed “R8 (579)” Exception Zone Standards Minimum Front Yard Setback 7.5 metres 2.2 metres Minimum Setback of any wall of a residential use to a Private Road 1.8 metres 1.5 metres Maximum Building Height 10.0 metres 11.0 metres Minimum Parking Standards 1.5 spaces per dwelling unit, minimum 20% of spaces provided shall be set for visitor parking. Total required: 171 Parking Spaces 1.5 spaces per dwelling unit, minimum 14% of spaces provided shall be set for visitor parking. Total proposed: 166 Parking Spaces Minimum Amenity Area Any Townhouse Residential Zone, shall provide a minimum Amenity Area of eighteen (18) square metres per dwelling unit. A minimum of 250m2 shall be required for the purposes of outdoor Amenity Area. Minimum Landscaping Strip A minimum 3.0 metre wide continuous landscaping strip is required on the front and interior side lot line of any lot that has a frontage of 15 metres or more. N/A Planning staff are of the opinion that the development is appropriate and provides a sufficient buffer and transition with adjacent and neighbouring community, and that the by-law exceptions are appropriate to facilitate the development. Page 255 of 351 December 2, 2025 10 of 15 Report No. PDS25-114 Proposed Site-Specific Setbacks The proposed setback adjustments are designed to balance a compact, pedestrian- friendly townhouse form with adequate privacy, landscaping, and functional space. The front yard setback is reduced from 7.5 metres to 2.2 metres along Wellington Street West. This creates a more engaging streetscape, encouraging walking and active transportation, while still providing space for landscaping. This redu ced setback is also a function of York Region protecting for a 36.0 metre right-of-way along Wellington Street West, therefore requiring the applicant to convey lands to satisfy an 18.0 metre setback form the centreline of Wellington Street West. As such, while the physical setback to the new front property line appears minimal, it is further separated from Wellington Street West by a municipal right-of-way, maintaining sufficient separation from any buildings to the street. The minimum setback of 1.5 metre from any building to the right-of-way is sufficient from a functional standpoint within this future condominium complex. This proposed setback further allows for a compact and pedestrian-friendly built form, while maintaining appropriate traffic functionality. Building Height The proposed building height of 11 metres is to facilitate 3-storey buildings to accommodate 3 levels of units within each townhouse block. Given that this property is located on a Local Corridor, it is appropriate to consider reasonably increasing the maximum height by one metre in order to accommodate 3-storey buildings, in order to maximize the number of dwelling units that can be provided on this property in this built form. Minimum Parking Standards The applicant proposes to reduce the minimum required visitor parking requirements from a minimum of 20% of spaces provided being set for visitor parking to 14%. The required 1.5 spaces per dwelling unit shall remain the same. This reduction lowers the required parking rate from 171 total spaces to 166 total spaces. Supplemented with a Transportation Study, Staff are satisfied with this proposed reduction, as sufficient parking spaces are provided to accommodate all residents and visitors to this development. Minimum Amenity Area Page 256 of 351 December 2, 2025 11 of 15 Report No. PDS25-114 The minimum standard for amenity area within the zoning by-law of 18 square metres per dwelling unit would render a total required amount exceeding 2000 square metres. Given the proposed stacked townhouse built form, there is no shared indoor common areas and as such, amenity areas are limited to outdoors. The applicant is providing two separate outdoor amenity areas, which will feature picnic tables in both areas, and a park in the one amenity area towards the southerly limits. The proposal maximizes the usable outdoor space and provides sufficient amenity areas for the development. Minimum Landscaping Strip The applicant has requested to eliminate the requirement for a minimum landscaping strip as part of this development. A significant buffer is provided between the buildings adjacent to Wellington Street West and the road, as it is separated by a Regional right- of-way. Furthermore, the development is proposed to be connected with future development towards the east and the westerly neighbours. As such, the requirement for a minimum landscaping strip can be omitted in this context, in order to foster a continuous development area along Wellington Street West. Site Plan Application SP-2024-07 was submitted concurrently and detailed technical review will continue prior to final approval As mentioned previously, the applicant applied for a Site Plan application to implement the proposed land use amendments as shown in Figure 5 and 6. The Site Plan application will provide a further technical review of the proposed stacked townhouse units, proposed interconnectedness through the property to the east (497 Wellington Street West), site layout, building design, underground parking, garbage areas, snow storage and the maneuverability of internal private road. The current vehicular access for the proposed development demonstrates a right-in/right-out only access from Wellington Street West. Further technical review of the Site Plan application will continue following the appropriate land use and zoning matters being in place. As per Bill 109, the approval of the subject Site Plan application is delegated to staff, however, a future Plan of Condominium application will also be required and directed to Council for consideration. Department / Agency Comments All external agencies and Town staff have completed their review and have no objections to the approval of the subject application Page 257 of 351 December 2, 2025 12 of 15 Report No. PDS25-114 The proposed applications were circulated to all internal and external agencies for review and comments. All external agencies and Town staff have completed their review and have no objections to the approval of the subject application. Further detailed design review will occur through the active Site Plan Application. Public Comments Planning Staff have received comments from the public on the proposed planning application. Below is a summary of all written and verbal comments received at the time of writing this report: Questions/Comments Response Will there be sufficient parking provided on site for residents and visitors? The proposal contemplates 166 parking spaces for the 114 units. This is a proposed parking rate of 1.5 space per dwelling unit and 0.2 spaces for visitors. The Town’s Transportation Engineer is satisfied that this is sufficient parking to accommodate the development. Please clarify the access provided off Wellington Street West. If right-in right-out from the site only, there are concerns with new residents turning into the surrounding existing neighbourhoods to drive west on Wellington Street. The applicant has demonstrated a temporary right-in right-out access onto Wellington Street West. The subject lands are intended to be connected through a private condominium roadway with the residential lands to the east approved for 11 single detached dwellings (497 Wellington Street West). These 11 lots are approved and serviced however the detached dwellings have not been constructed. Once the private road becomes connected, the temporary right- in right-out access will be removed, and access from Wellington Street West to the site will be through the residential lands to the east. Advisory Committee Review No communication required. Page 258 of 351 December 2, 2025 13 of 15 Report No. PDS25-114 Legal Considerations Subsection 34 (11) of the Planning Act states that if Council refuses the application or fails to make a decision on it within 90 days after the receipt of the application, the applicant (or the Minister) may appeal the application to the Ontario Land Tribunal (OLT). This application was received on October 2, 2024, and therefore, the applicant may appeal to the OLT at any time. Financial Implications There are no direct financial implications as a result of this report. Communications Considerations On October 24, 2024, a Notice of Complete Application respecting the subject application was provided and published in the newspaper as well as posted on the Town’s website. On December 3, 2024, a Community Information Meeting was held, with appropriate notice provided to the local community. On January 21, 2025, a statutory Public Meeting was held, with Notices provided through mail, to all Interested Parties, publication in the newspaper, and signage on the property. All communication requirements as directed by the Planning Act have been satisfied. Notices of Council’s Decision on the subject applications will also be provided accordingly. Climate Change Considerations As part of the Site Plan approval process, applicants may be requested to submit Green Development Standards report, which will be integrated into the overall development review. The Town of Aurora Official Plan outlines guidelines for new developments and the implementation of Green Development Standards. The report should detail sustainability measures and building designs that focus on energy efficiency and the reduction of greenhouse gas emissions for new projects. Page 259 of 351 December 2, 2025 14 of 15 Report No. PDS25-114 Link to Strategic Plan The proposed applications support the Strategic Plan goal of Supporting an exceptional quality of life for all through its accomplishment in satisfying requirements in the following key objectives within this goal statement: Strengthening the fabric of our community: Through the review and approval of the Zoning By-law Amendment application, housing opportunities are created that assist in achieving growth targets while providing housing opportunities for everyone. Alternative(s) to the Recommendation 1. Direct staff to report back to another Committee of the Whole Meeting addressing any issues that may be raised at the Committee of the Whole Meeting. 2. Refusal of the application with an explanation for the refusal. Conclusions Planning and Development Services reviewed the proposed Zoning By-law Amendment application is in accordance with the provisions of the Provincial planning policies, the Town’s Official Plan, Zoning By-law and municipal development standards respecting the subject lands. The proposed Zoning By-law Amendment application is considered to be in keeping with the development standards of the Town. Any technical revisions to the proposed plans will be reviewed by Town Staff prior to the execution of the site plan agreement. Staff recommends approval of Zoning By-law Amendment ZBA-2024-05. Attachments Figure 1 – Location Map Figure 2 – Existing Official Plan Designation Figure 3 – Existing Zoning By-Law Figure 4 – Proposed Zoning By-law Figure 5 – Proposed Site Plan Figure 6 – Proposed Elevation Previous Reports Report No. PDS25-009 – Public Planning Meeting (January 21, 2025) Page 260 of 351 December 2, 2025 15 of 15 Report No. PDS25-114 Pre-submission Review Agenda Management Team review on November 12, 2025 Approvals Approved by Marco Ramunno, Director, Planning and Development Services Approved by Doug Nadorozny, Chief Administrative Officer Page 261 of 351 /DFH\&RXUW7LPSVRQ'ULYH7LP S VRQ ' U L YH :KLWILHOG &RXUW0XUUD\'ULYH+L O OGDOH 5 R DG :LQGKDP7UDLO*LOEDQN 'ULYH+DPPRQG 'ULYH:HOOLQJWRQ6WUHHW:HVW /2&$7,210$30DSFUHDWHGE\WKH7RZQRI$XURUD3ODQQLQJDQG%XLOGLQJ6HUYLFHV'HSDUWPHQW%DVHGDWDSURYLGHGE\<RUN5HJLRQ WKH7RZQRI$XURUD$LU3KRWRVWDNHQ6SULQJ)LUVW%DVH6ROXWLRQV,QF2UWKRSKRWRJUDSK\k),*85(6W-RKQ V6GUG:HOOLQJWRQ6W(9DQGRUI6GUG+HQGHUVRQ'ULYH:HOOLQJWRQ6W:6767/HVOLH6W<RQJH6W%DWKXUVW6W%D\YLHZ$YH%ORRPLQJWRQ5G$33/,&$17$50,6+2/',1*,1&),/(6=%$68%-(&7/$1'6'RFXPHQW3DWK-?GDWD?GDWD?3ODQQLQJ0DSV?:HOOLQJWRQ6WUHHW:$UPLV+ROGLQJV,QF=%$?:HOOLQJWRQ6WUHHW:$UPLV+ROGLQJV,QF=%$B1RYHPEHU?:HOOLQJWRQ6WUHHW:$UPLV+ROGLQJV,QF=%$B1RYHPEHUDSU[0HWUHVPDS25-114 - 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That Report No. PDS25-115 be received; and 2. That the Draft Approval to Plan of Subdivision for 45 Tyler Street, File SUB-2015-03, be extended for one year, with a lapsing date of December 17, 2026. Executive Summary This report seeks Council’s approval to extend the Draft Approval to Plan of Subdivision for Charlieville Developments Limited at 45 Tyler Street for one year, with a lapsing date of December 17, 2026, following this extension in the event that the conditions are not fulfilled, and a final plan is not registered. Background Application History The subject Draft Plan of Subdivision and related Official Plan Amendment and Zoning By-law Amendment were submitted to the Town on June 15, 2015, with a Notice of Complete Application issued on October 1, 2015. The Draft Plan of Subdivision relates to Page 268 of 351 December 2, 2025 2 of 7 Report No. PDS25-115 the creation of one residential block (Block A), three environmental protection blocks (Block B, C and D) and one reserve block (Block E), to facilitate the construction of 70 townhouse units (see Figure 2 – Draft Approved Plan of Subdivision). On May 15, 2016, a Public Planning Meeting was held with respect to the subject applications. In November 2017, Charlieville Developments Limited filed appeals to the Ontario Land Tribunal (OLT) arising from the failure of the Town of Aurora Council to make decisions on the subject Draft Plan of Subdivision and related Official Plan Amendment and Zoning By-law Amendment within the prescribed legislative timelines of the Planning Act. On December 17, 2021, the OLT approved the subject Draft Plan of Subdivision and related Official Plan Amendment and Zoning By-law Amendment. The Draft Plan of Subdivision was approved with associated Conditions of Approval (Appendix A), and the applicant continued working with staff to ensure that all conditions are addressed. The applicant has since submitted a Site Plan application (SP-2022-03) to the Town and has been actively working with staff and external agencies to address the final technical details associated with this project. On October 31, 2023, the Town of Aurora finalized and executed a Vegetation Management Agreement, on September 26, 2024, the Lake Simcoe Region Conservation Authority (LSRCA) issued their permits for the interim earthworks, On November 5, 2024, the Town’s Committee of the Whole extended the Draft Plan of Subdivision for one year to December 17, 2025. Since then, on June 18, 2025, the Town of Aurora finalized and executed a Pre-servicing Agreement. On September 23, 2025, Council approved Site Plan application SP-2022-03, with staff and the Applicant working to finalize the Development Agreement, with execution and registration expected imminently. Due to the approaching lapsing draft approval timeframe, the owner requested an extension of the Draft Plan Approval and conditions to allow for additional time to clear the conditions of approval and execute the development agreement for the proposed development.. Page 269 of 351 December 2, 2025 3 of 7 Report No. PDS25-115 Location / Land Use The subject property, municipally known as 45 Tyler Street, is located south of Wellington Street West, and west of Yonge Street (see Figure 1 – Location Map). The subject property has a lot area of 2.94 hectares (7.27 acres), with a frontage of 130.4 metres (427.8 feet) along the south side of Tyler Street. A tributary of Tannery Creek flows north across the subject property towards Tyler Street and open space areas are located along the east and west portions of the site. Surrounding Land Uses The surrounding land uses are as follows: North: Residential dwellings South: George Street Public School, residential dwellings East: Residential dwellings West: Residential dwellings Policy Context All relevant provincial planning policies were discussed in OLT Case File No. PL171423, please see this previous report for details. The following is a summary of the Regional and local planning policies discussed therein. No amendments are being made as a result of the request to extend the Draft Plan approval. York Region Official Plan (YROP) The subject lands are designated “Urban Area” and “Regional Greenlands System” by the YROP. Urban Areas are intended to facilitate wide range of residential, commercial, industrial and institutional uses, while the Regional Greenlands System is intended to identify, protect, and enhance natural heritage systems. Town of Aurora Official Plan The OLT approved Official Plan Amendment 6445-22 on December 17, 2021, to redesignate the subject property from Existing Employment-Brownfield Industrial, Private Parkland, Environmental Protection, and Stable Neighbourhoods, to Stable Neighbourhoods and Environmental Protection, to facilitate the residential development Page 270 of 351 December 2, 2025 4 of 7 Report No. PDS25-115 on the Draft Approved Plan of Subdivision. (see Figure 3 – Existing Official Plan Designation). Zoning By-law 6007-17, as amended The OLT approved Zoning By-law Amendment 6446-22 on December 17, 2021, to rezone the subject property from General Employment (E2) and Environmental Protection (EP) to Townhouse Dwelling Residential with Site Specific Exceptions (R8-541) and Environmental Protection (EP), to facilitate the residential development on the Draft Approved Plan of Subdivision. (see Figure 4 – Existing Zoning Designation). Analysis Planning Considerations Section 51(33) of the Planning Act allows for a municipality to extend draft approval beyond the initial period for a time specified by the municipality. Currently, it is the Town’s standard practice to include a provision to require the Owner to satisfy all conditions within three years of the approval decision. If conditions of draft plan approval are not satisfied within the three-year timeframe, the approval is deemed to have lapsed, including the reservation of any servicing capacity allocation, unless an extension is approved by the Town before the approval lapses. Staff are recommending that the subject Draft Approved Plan of Subdivision, issued on December 17, 2021, for Charlieville Developments Limited, and first extended to December 17, 2025, be extended again for one year with a lapsing date of December 17, 2026. Staff consider a one-year extension to be an appropriate measure to ensure that the development can proceed in finalizing any technical review matters to clear subdivision conditions, execute a development agreement with the Town and register the subdivision. Should the applicant experience difficulties with clearing conditions with the extended timeframe, the applicant is able to request an additional extension before draft plan approval lapses. No alterations are being requested and the proposed development continues to conform to Provincial Policies, the Region of York and Town of Aurora Official Plans and is permitted by the Zoning By-law as a result of this draft plan extension. Page 271 of 351 December 2, 2025 5 of 7 Report No. PDS25-115 Department / Agency Comments The request for draft plan extension was circulated to all internal and external agencies for review and comment. In general, all circulated agencies have no objection to the extension and have no further comments at this time. Any technical matters will be resolved prior to the execution of the development agreement. Public Comments Public consultation is not required with respect to the proposed extension to the Draft Approved Plan of Subdivision. Advisory Committee Review No committee review required. Legal Considerations Section 51(33) of the Planning Act, allows a municipality to extend draft approval beyond the initial period for a time specified by the municipality at any time prior to the lapsing of the draft approval timeframe and prior to the registration of a plan of subdivision. Refusal to extend a lapsing date can be appealed by an applicant. In addition, the Conditions of Draft Plan Approval issued by the Ontario Land Tribunal (OLT) on December 17, 2021, specifies that Council may, at its sole discretion, extend the approval of the Draft Plan of Subdivision. Financial Implications There are no financial implications arising from this report. Communications Considerations The Town will inform the public of the information contained in this report by posting the report on the Town’s website. Page 272 of 351 December 2, 2025 6 of 7 Report No. PDS25-115 Climate Change Considerations The proposal will result in development of parcels within the urban boundary that are currently underutilized. The impact on GHG emissions is mitigated due to the subject lands’ proximity to existing infrastructure and services, and compliance with Town established Green Development Standards. Link to Strategic Plan The draft approved plan of subdivision supports the Strategic Plan Goal of Supporting environmental stewardship and sustainability and the objectives of encouraging the stewardship of Aurora’s natural resources and promoting and advancing green initiatives. The goal and these objectives are supported through the plan of subdivision process by conducting detailed analysis and evaluation of natural feat ures, as well as identifying means of securing, protecting and enhancing those features both during the development process and after the site is built. Alternative(s) to the Recommendation 1. That Council provide direction. Conclusions Staff recommend that the Draft Approved Plan of Subdivision for 45 Tyler Street (SUB- 2015-03) that expires on December 17, 2025, be extended for one year to December 17, 2026. This will ensure that the previously endorsed development on the subject lands can proceed with its required technical studies and site works as it continues to advance to clearing associated draft conditions of approval and subdivision registration. Attachments Figure 1 – Location Map Figure 2 – Draft Approved Plan of Subdivision Figure 3 – Existing Official Plan Designation Figure 4 – Existing Zoning By-law Designation Schedule ‘A’ – Approved Conditions of Approval Page 273 of 351 December 2, 2025 7 of 7 Report No. PDS25-115 Previous Reports Public Planning Report No. PDS16-038 Committee of the Whole Report No. PDS24-119 Pre-submission Review Agenda Management Team review on November 12, 2025 Approvals Approved by Marco Ramunno, Director, Planning and Development Services Approved by Doug Nadorozny, Chief Administrative Officer Page 274 of 351 Yonge StreetMosley StreetTrio LaneTyler StreetGeorge StreetMill StreetTemperanceStreetChurch StreetHawthorne LaneReuben StreetHillview Road-?GDWD?GDWD?3ODQQLQJ0DSV?&KDUOLHYLOOH'HYOHRSPHQWV/WG7\OHU6WUHHW68%?)LJXUHB0DSVBB7\OHUB6WUHHWB68%BBDSU[/RFDWLRQ0DS0DSFUHDWHGIRUWKH7RZQRI$XURUD3ODQQLQJ 'HYHORSPHQW6HUYLFHV'HSDUWPHQW%DVHGDWDSURYLGHGE\WKH7RZQRI$XURUDDQGWKH5HJLRQDO0XQLFLSDOLW\RI<RUN$LUSKRWRVWDNHQ6SULQJ)LUVW%DVH6ROXWLRQV,QF2UWKRSKRWRJUDSK\k0HWUHV6XEMHFW/DQGV),*85($33/,&$17&KDUOLHYLOOH'HYHORSPHQWV/WG),/(68%/2&$7,210$3HENDERSONDRIVEBAYVIEWAVENUELESLIESTREETBATHURST STREETBLOOMINGTONROADYONGESTREETSTJOHN'SSIDEROADWELLINGTONSTREETEASTHIGHWAY404HIGHWAY404NNGGPDS25-115 - Attachment 1-Figures 1-4Page 275 of 351 -?GDWD?GDWD?3ODQQLQJ0DSV?&KDUOLHYLOOH'HYOHRSPHQWV/WG7\OHU6WUHHW68%?)LJXUHB0DSVBB7\OHUB6WUHHWB68%BBDSU['UDIW$SSURYHG6XEGLYLVLRQ0DSFUHDWHGIRUWKH7RZQRI$XURUD3ODQQLQJ 'HYHORSPHQW6HUYLFHV'HSDUWPHQW%DVHGDWDSURYLGHGE\WKHDSSOLFDQW),*85($33/,&$17&KDUOLHYLOOH'HYHORSPHQWV/WG),/(68%'5$)7$33529('3/$12)68%',9,6,21Page 276 of 351 Page 277 of 351 Page 278 of 351 22 PL171423 PL171423 – Schedule 4 PDS25-115 - Attachment 2-Schedule ' A' - Approved Conditions of Approval Page 279 of 351 23 PL171423 Page 280 of 351 24 PL171423 Page 281 of 351 25 PL171423 Page 282 of 351 26 PL171423 Page 283 of 351 27 PL171423 Page 284 of 351 28 PL171423 Page 285 of 351 29 PL171423 Page 286 of 351 30 PL171423 Page 287 of 351 31 PL171423 Page 288 of 351 32 PL171423 Page 289 of 351 33 PL171423 Page 290 of 351 34 PL171423 Page 291 of 351 35 PL171423 Page 292 of 351 36 PL171423 Page 293 of 351 37 PL171423 Page 294 of 351 38 PL171423 Page 295 of 351 39 PL171423 Page 296 of 351 40 PL171423 Page 297 of 351 41 PL171423 Page 298 of 351 42 PL171423 Page 299 of 351 43 PL171423 Page 300 of 351 44 PL171423 Page 301 of 351 45 PL171423 Page 302 of 351 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Committee of the Whole Report No. PDS2 5 -116 Subject: Application for Official Plan Amendment and Zoning By-law Amendment Aurora-Leslie Developments Ltd. 25 & 55 Addison Hall Circle Blocks 29 & 30, Plan 65M-4650 File Number: OPA-2025-06; ZBA-2025-06 Prepared by: Antonio Greco, Senior Planner Department: Planning and Development Services Date: December 2, 2025 Recommendation 1. That Report No. PDS25-116 be received; 2. That Official Plan Amendment application OPA-2025-06 be approved to redesignate the subject lands from “Business Park” to “Medium-High Urban Residential” and implement a Site-Specific Policy Area (73); 3. That Zoning By-law Amendment application ZBA-2025-06 be approved to rezone the subject lands from “Business Park (BP) Exception Zone (443)” and “Business Park (BP) Exception Zone (445)” to “Townhouse Dwelling Residential (R8) Exception Zone (577)” with a Holding (H) Symbol; and 4. That the implementing by-laws for the Official Plan and Zoning By-law Amendments be brought forward to a future Council meeting for enactment. Executive Summary This report seeks Council’s approval of an Official Plan Amendment and Zoning By-law Amendment (subject applications) for the property located at 25 & 55 Addison Hall Circle (subject property or subject lands). Approval of the subject applications will facilitate the development of 201 townhouse dwelling units. Page 303 of 351 December 2, 2025 2 of 19 Report No. PDS25-116  The proposed development is consistent with the employment land conversion, strategic growth and sustainable planning policies of the PPS.  Lake Simcoe Region Conservation Authority has no objection to the land use amendments.  The proposed conversion for residential uses has met the Town’s employment land conversion policies.  There is a need for the conversion of Employment Lands.  No adverse impact to the Employment Area.  Planned Infrastructure available to accommodate the proposed use.  There are sufficient employment lands to meet Town’s job density target without the subject lands.  The proposed site-specific zoning standards are compatible with adjacent and neighbouring development.  Holding (H) provision is in place to restrict development until sufficient site servicing allocation is granted by the Town.  No objections from all external agencies and Town departments. Background Application History A pre-consultation meeting was held with the applicant in April 2025. The subject applications were then received and deemed complete by the Town in July 2025. On August 13, 2025, the applicant hosted a Community Information Meeting (CIM) at the Aurora Public Library, offering nearby residents the chance to learn about the proposed development and ask questions. A statutory Council Public Planning meeting was held on September 16, 2025, where Council received the Staff report and directed the proposed applications to a future Committee of the Whole meeting. Location / Land Use On September 23, 2014, the Town approved a Plan of Subdivision known as “The Addison Hall Business Park” for 32 blocks of prestige employment lands. The subject lands consist of two parcels, identified as Blocks 29 and 30 within the registered Plan of Subdivision 65M-4650. (Figure 2 – Registered Plan 65M-4650) Both blocks are generally situated at the southeast corner of Leslie Street and Addison Hall Circle. Page 304 of 351 December 2, 2025 3 of 19 Report No. PDS25-116 Block 29 (25 Addison Hall Circle) has an area of approximately 2.73 hectares (6.74 acres). Block 30 (55 Addison Hall Circle) has a lot area of approximately 1.70 hectares (4.20 acres). Together, the subject lands total approximately 4.43 hectares (10.92 acres). Surrounding Land Uses The surrounding land uses are as follows (Figure 1): North: Vacant business park blocks (45 & 85 Monarch Park Gate), and a commercial/industrial building to the northeast (455 Addison Hall Circle). South: Environmentally protected lands, and the Town of Aurora water tower to the southeast. East: Vacant (75 Addison Hall Circle) which is currently subject to a Site Plan application (SP-2025-04) for a multi-tenant industrial building. West: Leslie Street, condominium apartment, Seniors Apartments and other low density residential uses. Policy Context Provincial Policies All Planning Act development applications are subject to provincial policies. The Provincial Planning Statement (PPS) provides policy direction on matters of provincial interest. These policies support the development of strong communities through the promotion of efficient land use and encourage the creation of diverse housing opportunities. At the same time, municipalities are called to protect and preserve employment areas for current and future needs. The previous version of the Provincial Policy Statement (2020) required any conversion of lands within employment areas to non-employment uses through a comprehensive review. The current PPS eliminated this planning process but kept the following criteria on when Municipalities can remove lands from Employment areas under section 2.8.2(5). a) There is an identified need for the removal and the land is not required for employment area uses over the long term; b) The proposed uses would not negatively impact the overall viability of the employment area; Page 305 of 351 December 2, 2025 4 of 19 Report No. PDS25-116 c) Existing or planned infrastructure and public service facilities are available to accommodate the proposed uses; and d) The municipality has sufficient employment lands to accommodate projected employment growth to the horizon of the approved official plan. Employment Area is defined in the PPS as areas designated in an official plan for clusters of business and economic activities including manufacturing, research and development in connection with manufacturing, warehousing, goods movement, associated retail and office, and ancillary facilities. Uses that are excluded from Employment areas are institutional and commercial, including retail and office not associated with the primary employment use listed above. The Lake Simcoe Protection Plan (LSPP) is a provincial document that provides policies which addresses aquatic life, water quality, water quantity, shorelines and natural heritage, other threats and activities (including invasive species, climate change and recreational activities) and overall implementation. The subject lands are partially within the Regulated Area by the Lake Simcoe Region Conservation Authority (LSRCA). Town of Aurora Official Plan 2024 As shown in Figure 3, the subject lands are designated “Business Park” under Schedule B – Land Use Plan and are also identified as “Business Park 1” within the Aurora 2C Secondary Plan (OPA 73). The 2C Secondary Plan requires that all development and redevelopment within the Business Park 1 designation comply with the Business Park policies outlined in Section 11.5 of the Official Plan. Section 11.5 of the Official Plan requires employment lands to be protected and accommodate the projected employment growth. The Town’s Official Plan requires development within the Employment Areas to achieve a minimum density of 55 jobs per hectare. Consideration for other land use permissions must not affect the Town’s ability to achieve this employment density target across the designated Employment Area. Furthermore, Section 7.3 of the Official Plan requires of all new residential development to contribute to the Town-wide affordable housing target. A minimum of 25% of all new residential in the town shall collectively meet the definition of affordable housing. Zoning By-law 6000-17, as amended On April 2016 Council approved a zoning amendment application (ZBA-2014-01), which established site specific zoning provisions for the entire Addison Hall Business Park. As Page 306 of 351 December 2, 2025 5 of 19 Report No. PDS25-116 shown on Figure 3, 25 Addison Hall Circle is zoned as “Business Park (BP) Exception Zone (445)” and 55 Addison Hall Circle is zoned as “Business Park (BP) Exception Zone (443)”. Exception Zone (445): In order to balance employment uses with commercial opportunities along Lesile Street, site specific exception zone (445) was approved to permit all uses within the standard Business Park Zone with additional permissions for motor vehicle repair garages, medical offices/clinics, religious institutions, restaurants, and commercial or private schools. In addition, site specific building, siting, and landscaping requirements are provided to suit the site. Exception Zone (443): To provide a mix use of employment opportunities, the site-specific exception zone 443 permits all uses allowed within the standard Business Park Zone with additional permissions for medical offices/clinics. In addition, site specific building, siting, and landscaping requirements are provided to suit the site. Reports and Studies The Owner submitted the following documents as part of a complete application to the proposed Official Plan and Zoning By-law Amendment applications: Report Name Report Author Planning Justification Report Macaulay Shiomi Howson Ltd. Conceptual Site Plan 4 Architecture Inc. Concept Townhouse Renderings Macaulay Shiomi Howson Ltd. Deposited M-Plan 65M-4650 Schaeffer Dzaldov Bennett Ltd. Draft Official Plan Amendment (OPA) Macaulay Shiomi Howson Ltd. Draft Zoning By-law Amendment (ZBA) Macaulay Shiomi Howson Ltd. Employment Land Analysis KPEC Planning & Economists Functional Servicing & Stormwater Management Report SCS Consulting Page 307 of 351 December 2, 2025 6 of 19 Report No. PDS25-116 Report Name Report Author Land Use Compatibility Study (Noise)/Environmental Noise Feasibility Study Valcoustics Canada Ltd. Landscape Concept Plan The MBTW Group Transportation Impact Brief TYLin Conceptual Site Plan The original concept for the proposed townhouse development was presented at the Public Planning Meeting on September 16, 2025 (Figure 5). Since the Public Planning Meeting, the applicant revised the conceptual site plan (Figure 6) to include the following key updates:  Increase in total dwelling units from 183 to 201;  Increase in visitor parking spaces from 46 to 63, inclusive of barrier free spaces;  Enhanced amenity and landscaped area along the eastern property line, featuring a children’s play area, shade structures, and seating elements;  Passive amenity area at the southern portion of the development for park benches; and  Refined residential block layout to improve pedestrian connectivity throughout the development. The revised conceptual site plan consists of 201 dwelling units, primarily in the form of 3-storey townhouses. The units include rear-lane housing types, some of which feature a walk-out garage design. These units are organized into 32 blocks, each containing between 4 and 8 units. The proposed development will be accessed via two vehicular full movement from Addison Hall Circle, which connect to an internal private road network. All units have access to a 1.5-metre-wide pedestrian sidewalks to increase walkability throughout the site. There is a direct sidewalk access to the public sidewalk along Addison Hall Circle. However, due to the significant grade difference between the site and Leslie Street, there is no direct sidewalk connection onto Leslie Street. In total, there are 448 resident parking spaces provided, resulting in a ratio of 2 parking spaces per unit. At a minimum, each of the proposed townhouse units in this plan can accommodate for two-cars in the garage. For the proposed townhouse blocks (Blocks Page 308 of 351 December 2, 2025 7 of 19 Report No. PDS25-116 26–28) located along the easternly property line, each townhouse unit can accommodate 2 cars inside the garage and 2 cars on the driveway. Visitor parking has been distributed throughout the site, with a total of 63 spaces provided, including 10 barrier-free spaces. Further technical review of the Site Plan application will continue following the appropriate land use and zoning matters being in place. Additional Planning Act applications in the future are required to create and subdivide the townhouse blocks and establish the condominium ownership. Proposed Applications Proposed Official Plan Amendment As shown in Figure 7, the applicant proposes to redesignate the subject lands from “Business Park” to “Medium-High Urban Residential,” with a new site-specific policy area #73. The new site-specific policy area #73 will provide the following provisions:  That the lands municipally known as 25 and 55 Addison Hall Circle be developed for residential uses to permit a maximum of 201 townhouse dwelling units on a private road network;  No dwelling units shall be permitted within 20 metres of the easterly lot line of Block 30, Plan 65M-4650;  A common amenity area (ex. a tot lot, seating areas, shade structures, pathways and landscaping) shall be provided within the 20 metres building setback with proper noise attenuation from the adjacent industrial use to the satisfaction of the Town of Aurora.  The Town of Aurora’s requirement for high urban design standards will be implemented through the Site Plan application process. Proposed Zoning By-law Amendment As shown in Figure 8, the applicant proposes to rezone the subject lands to Townhouse Dwelling Residential (R8) Exception Zone (577) with a Holding (H) Symbol. The following is a highlight for the new exception zone:  Site-specific setbacks for townhouse blocks Page 309 of 351 December 2, 2025 8 of 19 Report No. PDS25-116  Building heights of 13.0 metres  Total site building coverage of 50%  A 20.0 metre landscaping buffer along the easterly property line  A minimum of 2 parking spaces per unit  A total of 53 visitor parking spaces, not inclusive of barrier free spaces  A (H) holding symbol to prevent development until sufficient servicing capacity has been allocated by the Town to service this development. According to the Town’s Zoning By-law, Townhouses are only permitted in the R8 Residential Zone. Given that the proposed development is a Townhouse common elements condominium development, the draft zoning standards will apply to the entire boundaries of the lands with specific references that relates to the required setback from the private road and between each townhouse blocks rather than individual property lines. Analysis Planning Considerations Provincial Planning Statement 2024 (PPS) The proposed development is consistent with the employment land conversion, strategic growth and sustainable planning policies of the PPS. Section 2.8.2(5) of the PPS provides criteria on when planning authorities may remove lands from the Employment areas. The PPS criteria have been incorporated into the Town’s new Official Plan. The following is a chart to illustrate how each related PPS policy have been incorporated into the Town’s new Official Plan. A detailed analysis on the how this proposed development meets the employment land conversion policies is provided under the Official Plan analysis part of the report. PPS Conversion Policy Official Plan Conversion Policies Section 2.8.2(5) a) There is an identified need for the removal and the land is not required for employment area uses over the long term. Section 11.3.2 b) i) There is a need for the conversion. Page 310 of 351 December 2, 2025 9 of 19 Report No. PDS25-116 Section 2.8.2(5) b) The proposed uses would not negatively impact the overall viability of the employment area. Section 11.3.2 b) ii) The proposed uses would not adversely affect the overall viability of the employment area. Section 2.8.2(5) c) Existing or planned infrastructure and public service facilities are available to accommodate the proposed uses. Section 11.3.2 b) iii) There are existing or planned infrastructure and public service facilities available to accommodate the proposed uses. Section 2.8.2(5) d) The municipality has sufficient employment lands to accommodate projected employment growth to the horizon of the approved official plan. Section 11.3.2 b) iv) The conversion maintains a significant number of jobs on those lands through the establishment of development criteria. Section 2.2 of the PPS requires planning authorities to provide for an appropriate range and mix of housing options and densities to meet projected needs of current and future residents of the regional market area. The proposed OPA and ZBA provides the land use permission to allow the construction of townhouses, which will add to the mix of housing options in Town. Furthermore, Section 2.3.1.4 and 2.3.1.5 of the PPS supports the proposed applications in representing intensification within the urban boundary, leveraging existing infrastructure and transit opportunities. Overall, it is Planning staff’s opinion that the proposed applications are consistent with the PPS. Conformity to the Lake Simcoe Protection Plan (LSPP) Lake Simcoe Region Conservation Authority has no objection to the land use amendments. It is Planning Staff’s opinion that the proposed development conforms to the LSPP. The LSPP provides protections to key natural heritage features and key hydrologic features on properties within the Lake Simcoe watershed. The subject lands are partially regulated by the LSRCA, in which they have reviewed and have no objection to the Page 311 of 351 December 2, 2025 10 of 19 Report No. PDS25-116 approval of the amendment of the land use permissions. Further technical matter such as slope stability analysis will be evaluated as part of the subsequent Site Plan Approval application. A permit from the LSRCA will be required prior to any development or site alteration within the regulated portion. Town of Aurora Official Plan 2024 The proposed conversion for residential uses has met the Town’s employment land conversion policies. Planning Staff are of the opinion that the proposed land use change is in keeping with the general direction of the Town’s Official Plan and more specifically the employment land conversion policies. Section 11.3.2 b) of the Official Plan provides direction to convert lands designated Employment Areas to any non-employment use. The following is a discussion on how the proposed employment land conversion have met the Town’s Official Plan. There is a need for the conversion of Employment Lands (Section 11.3.2 b) i)) The conversion of employment land is appropriate because these properties have remained unsold and underutilized for the last 10 years. This indicates that there is a limited market demand for industrial or commercial uses within these blocks of the employment area. By converting these lands for residential use, the municipalities can better meet the need for housing. The applicant has shown a greater readiness to invest in housing projects that can be constructed within a shorter timeframe, supporting both community growth and more efficient land use. Within the Aurora 2B and 2C Secondary Plan areas, approximately 64% of all development are single detached homes. The proposed housing type introduces a housing mix that responds to the growing demand for more compact and attainable housing choice. No adverse impact to the Employment Area (Section 11.3.2 b) ii)) The proposed conversion of the subject lands to residential use will not adversely affect the long-term viability of the surrounding employment area. Although the proposed residential use is considered as a sensitive use by the Ministry’s Environmental Noise Guideline (NPC-300). The Ministry’s guidelines provide clear direction to manage land use compatibility, ensuring that residential development can coexist with nearby employment uses. For example, the proposed development provides a 20m setback from the employment block 31 to ensure adequate separation and minimize potential land use conflicts. From a transportation perspective, traffic generated by the proposed Page 312 of 351 December 2, 2025 11 of 19 Report No. PDS25-116 townhouse development will be modest relative to the corridor’s capacity and is not expected to create operational constraints that would deter employment activities in the area. Truck access to the remaining employment lands will remain unimpeded, with no turn restrictions or signal modifications required to accommodate heavy vehicle movement. It is Staff’s opinion that this conversion will not limit or prevent the continued development of surrounding lands for future employment purposes. Planned Infrastructure available to accommodate the proposed use (Section 11.3.2 b) iii)) The subject lands abut Leslie Street which is an identified Local Corridor providing for bus transit, pedestrian friendly connectivity through the use of dedicated bike lanes and extended sidewalks running north and south along Leslie Street. Furthermore, the subject lands are blocks within a registered plan of subdivision with a completed road network and underground infrastructure. There are sufficient employment lands to meet Town’s job density target without the subject lands (Section 11.3.2 b) iv)) The applicant submitted an Employment Land Analysis prepared by Keleher and Associates, which concluded that the Town has sufficient employment lands to meet projected needs without the subject lands. By the end of the planning horizon in the year 2051, the Town is targeting a total of 41,600 jobs. Considering in 2021, there is a total of 29,600 jobs in Town, this means an additional 12,000 jobs are needed by 2051 to achieve the projected employment target (29,600 + 12,000 = 41,600). Based on the York Region Land Needs Assessment (2022), there is a potential to create approximately 7,000 new jobs within the vacant employment lands in the Aurora 2B and 2C lands (Figure 9). This accounts for 60% of the total employment growth required to meet the 2051 target. The remaining 5,000 jobs can be achieved throughout the Town through a mix of commercial and institutional employment opportunities. Although these jobs are not defined in the PPS, these jobs do counts towards the workforce. It is expected that these jobs will be concentrated within the Strategic Growth Areas and Major Transit Station Areas as identified in the Town’s Official Plan. Additionally, there is significant potential to intensify existing developed employment lands within the Town. Therefore, the removal of these two employment blocks which is estimated to generate only about 240 jobs will not have a significant impact as there are other areas in Town with sufficient employment opportunities to accommodate the projected employment growth to 2051, in alignment with the Town’s Official Plan. Page 313 of 351 December 2, 2025 12 of 19 Report No. PDS25-116 Zoning By-law 6000-17, as amended The proposed site-specific zoning standards are compatible with adjacent and neighbouring development. The following is a table to compare the difference between the parent Townhouse Dwelling Residential (R8) zoning requirements (which is applied on a per lot basis) with the proposed building standards (which is applied on a per block basis). Parent R8 Zone Requirements Proposed (H) R8 Exception Zone (577) Standards Permitted Uses Townhouses Townhouses Lot Frontage (Min) 30 metres (6 metres per unit) 70 metres (5.5 metres per unit)* Front Yard Setback (Min) 7.5 metres 6.0 metres (Addison Hall Circle) * Rear Yard Setback (Min) 7.5 metres Ranges from 6.40 metres to 8.90 metres (to an EP Zone) * Exterior Side Yard Setback (Min) 6.0 metres 8.5 metres (Leslie Street) Townhouse Parking (Min) 302 spaces 448 spaces Visitor Parking (Min) 60 spaces 53 spaces* Barrier Free Parking (Min) 9 spaces 10 spaces Amenity Area (Min) 18 square metres per unit 12 square meters per unit* Landscaping Strip (Min) 3.0 metre wide continuous landscaping strip on the front and interior side lot lines 20.0 metres along the easterly property boundary 3.5 metre – 20.0 metre variable boundary along the north, south and westerly property boundaries Page 314 of 351 December 2, 2025 13 of 19 Report No. PDS25-116 Lot Coverage (Max) 50% 50% Height (Max) 10 metres 13 metres* Holding (H) Symbol N/A The holding symbol to be lifted when the Town of Aurora has allocated the required servicing capacity. The proposed bylaw exceptions are highlighted and labelled with an asterisk “*”. Final zoning performance standards will be evaluated by staff in detail prior to the implementing Zoning By-law Amendment being brought forward to Council for enactment. Proposed Front Yard Setback The proposed site-specific zoning establishes a minimum front yard setback of 6.0 metres to Addison Hall Circle, whereas the parent R8 zoning requirement is 7.5 metres. The proposed 6.0 metre setback will continue to provide an appropriate front yard interface that supports a pedestrian-friendly streetscape, adequate landscaping opportunities, and sufficient space. The proposed 6.0 metre setback demonstrates the lowest point along the Addison Hall Circle frontage, but given the topography of the site, the front yard setback gets as high as 10.0 metres as the units locates closer to Leslie Street. It is Staff’s opinion that the proposed reduction is appropriate and efficient use of the land. Parking Requirements The proposed site-specific zoning establishes a minimum residential parking rate of 2.0 spaces per dwelling unit, which exceeds the required minimum of 1.5 spaces. A total of 53 visitor parking spaces is proposed, representing a deficiency of seven spaces or a 11% deficiency from the required 60. This minor shortfall can be supported given the substantial surplus of residential parking provided for the townhouse units. Additionally, as noted earlier in the report, Blocks 26–28 along the easterly property line are designed so that each townhouse unit can accommodate parking for up to four vehicles, two within the garage and an additional two on the driveway. A total of 10 barrier free spaces is being provided, exceeding the minimum requirement of 9 spaces. When combining the total visitor and barrier free parking spaces, there is a total of 63 parking spaces available for use throughout the site. The proposed deficiency is not anticipated to generate adverse impacts on surrounding properties or Page 315 of 351 December 2, 2025 14 of 19 Report No. PDS25-116 the public realm. The overall parking supply remains sufficient to accommodate the expected demand, while each townhouse unit is provided with adequate private parking in accordance with zoning standards. The Town’s Traffic analyst reviewed the Transportation Impact Study have no concerns with the proposed land use applications. Proposed Amenity Area The proposed development seeks to amend the minimum amenity area requirement from 18 square metres per dwelling unit to 12 square metres. This reduction is considered appropriate and can be supported given the presence of an outdoor amenity area located along the eastern portion of the site. This area will include a 20-metre-wide landscaped strip extending along the entire eastern property line, featuring a play area, seating elements, and functional shade structures. Additional seating areas are also provided in the southwest corner of the site, taking advantage of the scenic southern views toward the adjacent woodlot. In addition, the proposed townhouse layout incorporates internal townhouse blocks that face each other to form a central courtyard and communal amenity space. All townhouse units have access to a 1.5-metre-wide pedestrian sidewalk, creating safe and convenient internal circulation. It is Staff’s opinion that the proposed reduction in amenity area will not result in any negative impacts on adjacent properties or the overall livability of the development. Proposed Building Heights The proposed increase in building height from 10 metres to 13 metres is appropriate. The proposed height is generally consistent with both existing and planned developments in the surrounding area. A height of 13 metres accommodates three- storey townhouse units with efficient interior layouts, including ground-level garages and functional attic or rooftop spaces. The conceptual renderings (Figure 10) demonstrate this townhouse development are consistent with other approved townhouse development in Town and in York Region. Holding (H) provision is in place to restrict development until sufficient site servicing allocation is granted by the Town Due to the Town’s limited servicing availability, a Holding (H) Symbol has been added to the proposed Zoning By-law. This ensures that no development can occur until the Town of Aurora has confirmed the availability of adequate servicing capacity for to this development. Once servicing allocation is available for the proposed development, the applicant may request Council to have the Holding Symbol be removed. The standard Page 316 of 351 December 2, 2025 15 of 19 Report No. PDS25-116 three years sunset clause will apply once servicing has been allocated to this development. Failure to obtain a building permit within the 3-year timeframe once servicing is available, the zoning amendment approval will be void, the lands will revert to the previous zoning permissions prior to the subject application. Although the required infrastructure is planned for completion by 2031, York Region has committed to consider development proposals closer to the completion year to determine if construction can begin sooner. Early servicing allocation may be provided to align development timelines with infrastructure delivery, allowing projects to proceed without waiting until 2031. As part of a future site plan application, the applicant will be required to prepare a sanitary sewer analysis to determine projected flows that would be attributed to the employment blocks. Department / Agency Comments No objections from all external agencies and Town departments Department/Agency Comments Building Division No objections. Engineering Division No objections. Operational Services (Parks) No objections. Operational Services (Public Works) No objections. Transportation/Traffic No objections. York Region Transportation Planning No objections. Detailed technical comments and conditions will be provided at the Site Plan application stage. LSRCA No objections. Detailed technical comments and conditions will be provided at the Site Plan application stage. Page 317 of 351 December 2, 2025 16 of 19 Report No. PDS25-116 Public Comments Planning staff have received comments from the public on the proposed planning applications. Below is a summary of comments and the respective responses.  Will the proposed development contain access off Leslie Street? No, the proposed development will have no direct access off Leslie Street. Two vehicular access driveways will be provided off Addison Hall Circle to an internal condominium roadway system.  Will the proposed development be constructed in Phases? The construction of the townhouses will not be phased and completed all at once.  What is the timeline of construction and completion for the proposed development? The proposed development is still in the early stages of the planning application process and anticipated timelines for completion are to be determined as the process continues. Advisory Committee Review The Town’s Accessibility Advisor reviewed the subject applications on behalf of the Accessibility Advisory Committee and provided no comments as it pertains to these applications. Any final review comments that need to be addressed with the Accessibility Advisory Advisor will be done prior to the approval of any Site Plan application. Legal Considerations While applicants can typically appeal Official Plan and Zoning By-law Amendment applications to the Ontario Land Tribunal for a municipality’s refusal or non-decision, Sections 22(7.3) and 34(11.0.5) of the Planning Act (R.S.O. 1990, c. P.13) presently prohibits such appeals from being made if the proposal is made to remove lands from “an area of employment.” Page 318 of 351 December 2, 2025 17 of 19 Report No. PDS25-116 Financial Implications The total estimated Town Development Charges (DCs) for this development would amount to approximately $6,173,916 if building permits were to be obtained today. As per Bill 17, the trigger for the Town’s collection of the DCs for this development will now be deferred from the traditional first building permit issuance date to the date that each related unit is occupied. In addition, the proposed development would be subject to Cash-in Lieu of Parkland. These charges will require a land value appraisal to be completed on the subject property and will be collected at the building permit stage. Communications Considerations On July 8, 2025, a Notice of Complete Application respecting the subject applications was provided and also published in the local newspaper. On August 13, 2025, a Community Information Meeting (CIM) was held, with appropriate notice provided to the local community. The meeting was attended by nine individuals, including Town Planning staff, the property owner, the consulting team, and the Councillor for Ward 6. No members of the public attended this meeting. On September 16, 2025, a statutory Council Public Meeting was held, with Notices provided through mail to all addressed property owners within a 120-metre radius of the subject lands. The Notice was also posted in the local newspaper, and signage on the property. All communication requirements as directed by the Planning Act have been satisfied. Notices of Council’s Decision on the subject applications will also be provided accordingly. Page 319 of 351 December 2, 2025 18 of 19 Report No. PDS25-116 Climate Change Considerations The Official Plan identifies sustainability, energy efficiency, and climate change mitigation as important objectives for new development. When a formal Site Plan application is submitted, Staff will work with the applicant to identify and implement sustainability measures for the proposed residential development. Link to Strategic Plan The proposed applications support the Strategic Plan goal of Supporting an exceptional quality of life for all through its accomplishment in satisfying requirements in the following key objectives within this goal statement: Strengthening the fabric of our community: Through the review and approval of the Official Plan Amendment and Zoning By-law Amendment applications, housing opportunities are created that assist in achieving growth targets while providing housing opportunities for everyone. Alternative(s) to the Recommendation 1. Refusal of the application with an explanation for the refusal. Conclusions Planning and Development Services reviewed the proposed Official Plan Amendment and Zoning By-law Amendment in accordance with the provisions of Provincial and Town policies. The proposal represents good planning and staff recommend approval of the subject applications, with the implementing Official Plan Amendment and Zoning By-law documents to be brought forward at a future Council meeting. Attachments Figure 1 – Location Map Figure 2 – Plan 65M-4650 Figure 3 – Existing Official Plan Designation (Schedule B) Figure 4 – Existing Zoning By-law Figure 5 – Conceptual Site Plan (September 16, 2025) Figure 6 – Revised Conceptual Site Plan Figure 7 – Proposed Official Plan Designation Page 320 of 351 December 2, 2025 19 of 19 Report No. PDS25-116 Figure 8 – Proposed Zoning By-Law Figure 9 – Aurora 2B and 2C Lands Figure 10 – Conceptual Elevations Previous Reports Public Planning Report No. PDS25-090, dated September 16, 2025. Pre-submission Review Agenda Management Team review on November 12, 2025 Approvals Approved by Marco Ramunno, Director, Planning and Development Services Approved by Doug Nadorozny, Chief Administrative Officer Page 321 of 351 PDS25-116-Attachment 1 - Figures 1-10Page 322 of 351 Page 323 of 351 . ./,/ -)% %%/"/ *#! '#!''! / )/ /" % '/./ +/%/ // / / / /($&/ %.&).-.).#,".#.*'$&.""".".* ".&+(. %&)!"). .(.).%'$+.-.#&.#".).#,".#.*'$&.Page 324 of 351 Monarch Park Gate RadialDriveWilliam GrahamDriveAddison Hall CircleLeslie Street(H)I(425)RA2(423)R8(416)R8(416)*RA2(424)O1O1ERE-BPE-BPEPEPRUR3(408)R8(412)R8(412)R8(413)C6(418)C6(417)E-BP(443)E-BP(447)EPE-BP(443)E-BP(445)EXISTING ZONINGAPPLICANT: AURORA-LESLIE DEVELOPMENTS INC.FILES: OPA-2025-06 & ZBA-2025-06FIGURE Map created by the Town of Aurora Planning and Building Services Department, 2025-11-06. Base data provided by York Region & the Town of Aurora.Document Path: J:\data\data\Planning Maps\25_55_Addison_Hall_Circle_Aurora_Leslie_Developments, OPA-2025-06 and ZBA-2025-06\Report_Maps_25_55_Addison_Hall_July_2025.aprxSt John's SdrdWellington St EVandorf SdrdHendersonDriveWellington St W404404Leslie StYonge StBathurst StBayview AveBloomington Rd02550MetresSubject LandsSecond DensityApartment ResidentialRA2RESIDENTIAL ZONESEstate ResidentialDetached ThirdDensity ResidentialERR3OPEN SPACE ZONESEnvironmentalProtectionPublic Open SpaceINSTITUTIONAL ZONESInstitutionalIEPO1COMMERCIAL ZONESMixed ResidentialCommercialC6RURAL ZONESRuralRUEMPLOYMENT ZONESBusiness ParkE-BPPage 325 of 351 Page 326 of 351 Page 327 of 351 Addison Hall CircleMonarch Park Gate William Graham DriveAddison Hall CircleLESLIE STREETArea Subject toSite SpecificPolicy Area 73Business ParkEnvironmentalProtectionMedium - High UrbanResidentialMixed UsePROPOSED OFFICIAL PLAN DESIGNATIONAPPLICANT: AURORA-LESLIE DEVELOPMENTS INC.FILES: OPA-2025-06 & ZBA-2025-06FIGURE Map created by the Town of Aurora Planning and Building Services Department, 2025-11-05. Base data provided by York Region & the Town of Aurora.Document Path: J:\data\data\Planning Maps\25_55_Addison_Hall_Circle_Aurora_Leslie_Developments, OPA-2025-06 and ZBA-2025-06\Report_Maps_25_55_Addison_Hall_July_2025.aprxSubject Lands -Change from “Business Park” to“Medium-High Urban Residential” -Subject to Site-Specific Policy Area “73”St John's SdrdWellington St EVandorf SdrdHendersonDriveWellington St W404404Leslie StYonge StBathurst StBayview AveBloomington Rd02550MetresPage 328 of 351 (H)R8(577)BP(445)Capreol AvenueMonarch Park Gate RadialDriveWilliam GrahamDriveAddison Hall CircleLeslie Street(H)I(425)RA2(423)R8(416)R8(416)*RA2(424)O1O1ERE-BPE-BPEPEPRUR3(408)R8(412)R8(412)R8(413)C6(418)C6(417)E-BP(447)EPPROPOSED ZONINGAPPLICANT: AURORA-LESLIE DEVELOPMENTS INC.FILES: OPA-2025-06 & ZBA-2025-06FIGURE Map created by the Town of Aurora Planning and Building Services Department, 2025-11-05. Base data provided by York Region & the Town of Aurora.Document Path: J:\data\data\Planning Maps\25_55_Addison_Hall_Circle_Aurora_Leslie_Developments, OPA-2025-06 and ZBA-2025-06\Report_Maps_25_55_Addison_Hall_July_2025.aprxSt John's SdrdWellington St EVandorf SdrdHendersonDriveWellington St W404404Leslie StYonge StBathurst StBayview AveBloomington Rd02550MetresE-BP(443)Subject LandsSecond DensityApartment ResidentialRA2RESIDENTIAL ZONESEstate ResidentialDetached ThirdDensity ResidentialERR3OPEN SPACE ZONESEnvironmentalProtectionPublic Open SpaceINSTITUTIONAL ZONESInstitutionalIEPO1COMMERCIAL ZONESMixed ResidentialCommercialC6RURAL ZONESRuralRUEMPLOYMENT ZONESBusiness ParkE-BPTownhouseDwelling ResidentialR8Page 329 of 351 #!% $% %2 "%.2/22022 2202122 %2&)2-2)2#,"2#2*'$&2"""2"2 * "2&+(2%&)!")2 2 (2)2%'$+2-2#&2#"2)2#,"2#2*'$&2Page 330 of 351 Page 331 of 351 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Committee of the Whole Report No. PDS2 5 -117 Subject: Application for Zoning By-law Amendment Town of Aurora 115 George Street Part of Lots 1 and 2, Registered Plan 38 File Number: ZBA-2024-07 Prepared by: Peter Fan, Planner Department: Planning and Development Services Date: December 2, 2025 Recommendation 1. That Report No. PDS25-117 be received; and 2. That Zoning By-law Amendment Application ZBA-2024-07 be approved to rezone the subject lands from “Institutional (I) Zone” and “Environmental Protection Zone” to “Detached Third Density Residential (R3) Exception Zone (578),” and “Public Open Space (O1) Zone”, and maintain the existing Environmental Protection Zone boundaries; and 3. That the implementing By-law for the Zoning By-law Amendment be brought forward to a future Council meeting for enactment. Executive Summary This report seeks Council’s approval for a proposed Zoning By-law Amendment (ZBA) at 115 George Street (Figure 1). The application proposes to rezone the former George Street Public School property to accommodate residential and public recreational uses. The Town is proposing 7 detached residential lots with approximately 18.3 metres of frontage for each lot along George Street. The rezoning will also create 0.75 hectare of new public park, which may include multi-sport courts, a playground, open space, and trail connections to the existing Tannery Creek corridor and Lions Park. The existing Page 332 of 351 December 2, 2025 2 of 12 Report No. PDS25-117 Environmental Protection (EP) Zone boundary will be maintained, ensuring the continued protection of the floodplain and natural features.  The proposed ZBA seeks to rezone the subject property to “Detached Third Density Residential (R3) Exception Zone (578)”, “Public Open Space (O1) Zone” and keep the existing “Environmental Protection (EP) Zone” unchanged.  The proposed Zoning By-law Amendment complies with the Provincial planning policies.  The proposed application follows the Official Plan guidance by providing infill housing opportunities with existing infrastructure ready while creating new public parkland. Background Location / Land Use The subject property is municipally known as 115 George Street and formerly contained the George Street Public School. The School Board closed the school in 2015, and Council made the decision to acquire it in 2024. The property is located on the east side of George Street, just northeast of the Kennedy Street West and George Street intersection (Figure 1). The property has an area of 1.61 hectares (4.0 acres) and contains 134.27 metres (440 feet) of frontage along George Street. In October 2025, the former George Street Public School demolition was completed by the Town Operations Division. Surrounding Land Uses The surrounding land uses are as follows: North: Single detached dwellings, Medium density residential (Charlieville - SP-2022-03 - Approved for 70 Townhouses) South: Single detached dwellings East: Lions Park and Tannery Creek West: Single detached dwellings Policy Context Provincial Policies Page 333 of 351 December 2, 2025 3 of 12 Report No. PDS25-117 All Planning Act applications are subject to provincial policy direction under the Provincial Planning Statement, 2024 (PPS).The PPS provides comprehensive policy direction on matters of provincial interest, supporting the development of strong, complete communities through the efficient use of land and infrastructure, promotion of housing supply and choice, and integration of land use with transportation and public service facilities. The Lake Simcoe Protection Plan (LSPP) is a provincial document and continues to apply policies which addresses aquatic life, water quality, water quantity, shorelines and natural heritage, other threats and activities (including invasive species, climate change and recreational activities) and implementation. The subject lands are not within the Regulated Area by the Lake Simcoe Region Conservation Authority (LSRCA). Town of Aurora Official Plan 2024 The subject property is designated Community Services and Facilities and Environmental Protection within the Town of Aurora Official Plan (Figure 2). The Community Services and Facilities designation is to facilitate the development of additional facilities to support the local community. Section 10.2.2 (d) of the Town’s Official Plan states, if a building and/or property within the Community Services and Facilities designation is deemed to be surplus by the owner of the building, residential uses may be permitted without amendment to the Official Plan. Site specific development standards will be address through a Zoning By-law Amendment application. The “Environmental Protection” designation is designed to identify, protect and enhance the natural features and functions that will form a strong and permanent Greenlands System. To reflect the floodplain limits on the subject property, the easternly portion of the subject property is designated as Environmental Protection. Zoning By-law 6000-17, as amended As shown on Figure 3, the subject property is currently zoned “Institutional (I) Zone” and “Environmental Protection (EP) Zone” within the Town’s Zoning By-law 6000-17, as amended. The Institutional zone permits for broad range of community service uses including social, cultural, educational, public recreational, governmental, health, counseling, welfare, emergency services and utility services. The Environmental Protection zone permits for a range of agricultural uses, conservation uses, public parks and private parks. A small portion of the property is within the EP zone boundary which will remain unchanged as part of this proposed application. Page 334 of 351 December 2, 2025 4 of 12 Report No. PDS25-117 Proposed Application Proposed Zoning By-law Amendment The proposed ZBA seeks to rezone the subject property to “Detached Third Density Residential (R3) Exception Zone (578)”, “Public Open Space (O1) Zone” and keep the existing “Environmental Protection (EP) Zone” unchanged. As shown in Figure 4, the proposed rezoning application will replace the existing zoning on the subject property with a new site specific Detached Third Density Residential (R3) Exception Zone (578), Public Open Space (O1) Zone and keep the existing Environmental Protection (EP) zone unchanged. The new site specific R3(578) will permit the following:  Increase the minimum lot area from 460 m2 to 1170 m2;  Increase the minimum front yard setback from 6.0 m to 9.0 m;  Increase the maximum lot coverage from 35% to 40%;  Increase the maximum building height from 10 m to 11m; and  Establish a consistent 1.2 m minimum interior side yard setback for all dwellings, regardless of height. Proposed Conceptual Site Plan As illustrated on Figure 5, a conceptual site plan has been prepared by staff to demonstrate the potential development layout for the subject property. The conceptual site plan illustrates 7 residential lots each with 18.32m of frontage on George Street. The proposed residential lots have a lot depth approximately 65.8m. The proposed residential lots will back onto the proposed Open Space area, which will serve as a public park. The proposed public park will have access off George Street through a 6m wide access. This access will be a shared between pedestrians and Town servicing/maintenance vehicles. No public vehicular access will be permitted as there will be no parking lot in the park. Additionally, the pedestrian access to the park from Reuben Street will be maintained. The Town of Aurora’s Parks Division will also host a future Public Information Centre (PIC) to continue their community engagement efforts. Prior to the park design being finalized, members of the public will have an opportunity to provide ideas and feedback for the Town to consider. Page 335 of 351 December 2, 2025 5 of 12 Report No. PDS25-117 Analysis Planning Considerations The proposed Zoning By-law Amendment complies with the Provincial planning policies. Consistency with the Provincial Planning Statement (PPS), 2024 The PPS 2024 directs municipalities to promote gentle intensification and optimize existing services. The subject lands have access to municipal services located within the Town’s built-up area and is surrounded by established low-density residential uses. While the proposed dwellings are anticipated to be market based, the creation of additional supply within an existing neighbourhood contributes to overall housing availability. From an environmental perspective, the PPS promotes the protection of natural heritage features and the efficient use of municipal infrastructure. The application maintains the existing Environmental Protection (EP) Zone associated with Tannery Creek and introduces a new Public Open Space (O1) Zone. These designations ensure that the ecological function of the floodplain area remains protected and that residents gain access to public recreation space. Staff find the proposal fully consistent with the PPS direction to integrate environmental protection, housing, and land-use efficiency within settlement areas. Conformity to the Lake Simcoe Protection Plan (LSPP) The LSPP provides protections to key natural heritage features and key hydrologic features on properties within the Lake Simcoe watershed. The Lake Simcoe Region Conservation Authority (LSRCA) has reviewed and has no objection to the approval of the subject applications as presented. The subject property is free from any natural hazards and are outside of hazardous lands; thus, consistent with section 5.2 of the PPS. The subject property is located outside of the LSRCA regulated limits and accordingly no Regulation Permit is required. It is Planning Staff’s opinion that the proposed development conforms to the LSPP. Conformity with the Town of Aurora Official Plan The proposed application follows the Official Plan guidance by providing infill housing opportunities with existing infrastructure ready while creating new public parkland. The subject site is designated Community Services and Facilities and Environmental Protection. Section 10.2.2(d) explicitly permits the redevelopment of surplus Page 336 of 351 December 2, 2025 6 of 12 Report No. PDS25-117 institutional lands for residential purposes through a site-specific Zoning By-law Amendment. The proposed (R3) Exception Zone (578) and (O1) zones implement this policy direction by converting a vacant institutional parcel into a compatible residential extension of the surrounding neighbourhood and creating a new public open-space block. The proposed zoning maintains appropriate density, setbacks, and lot dimensions reflective of the existing built form on George Street. Section 3.0 of the Official Plan outlines the Town’s overarching goals for complete and sustainable communities. The proposal satisfies these objectives by providing infill housing opportunities that make efficient use of existing infrastructure; contributing to housing choice within a mature neighbourhood; enhancing the public realm through new parkland; and protecting significant environmental areas through retention of the Environmental Protection (EP) Zone. The proposed residential lots have been evaluated in the context of the Town’s Official Plan policies for infill and established neighbourhoods. The proposed lot pattern, frontage, and building envelopes reflect the existing rhythm of dwellings along George Street and maintain the prevailing pattern of lot widths and depths, consistent with Sections 3.0 and 8.2 of the Official Plan, which encourage compatible infill within established residential areas. The increased 9.0-metre front yard setback and the proposed 1.2 metre interior side yards aligns with average setback of adjacent dwellings and reinforces the streetscape of the corridor. Adequate separation for privacy, access, sufficient spacing for sunlight and maintenance between dwellings is also maintained. The proposed 40% lot coverage and 11.0-metre height limit maintain a low rise-built form that is compatible with the established built form. Collectively, these standards reflect the existing character of the neighbourhood and uphold the intent of the Official Plan policies for compatible infill. Conformity to the Town’s Zoning By-law 6000-17, as amended The Detached Third Density Residential (R3) Zone is intended to accommodate detached dwellings on medium-sized urban lots located within established neighbourhoods. The proposed (R3) Exception Zone (578) modifies several performance standards specifically the minimum lot area, minimum front-yard setback, maximum lot coverage, and maximum building height to achieve a compatible built form that reflects the existing lot fabric and architectural rhythm along George Street. Page 337 of 351 December 2, 2025 7 of 12 Report No. PDS25-117 The following chart considers each standard in relation to the general intent and purpose of the parent By-law. Parent R3 Zone Requirement R3(578) Zone Requirement Permitted Uses 1. Dwelling, Detached 2. Dwelling, Second Suite 3. Home Occupation 1. Dwelling, Detached 2. Dwelling, Second Suite 3. Home Occupation Lot Area (minimum) 460 m2 1170 m2* Lot Frontage (minimum) 15 m 18 m Front Yard (minimum) 6.0 m 9.0 m* Rear Yard (minimum) 7.5 m 7.5 m Exterior Side Yard (minimum) 6.0 m 6.0 m Interior Side Yard (minimum) 1.2 m (for one storey buildings) 1.5 m (for buildings greater than one storey) 1.2 m* Lot Coverage (maximum) 35% 40%* Height (maximum) 10 m 11 m* Parking (minimum) 2.0 spaces per dwelling unit 2.0 spaces per dwelling unit Note: Final zoning performance standards will be evaluated by Staff in detail prior to the implementing Zoning By-law Amendment being brought forward to Council for enactment. Proposed Lot Area: The parent (R3) Zone requires a minimum lot area of 460 m2. The proposed amendment establishes a minimum lot area of 1,170 m2, which is more than double the parent standard. The increase in lot size is deliberate and reflects a sensitive approach to infill development within an established neighbourhood. The proposed larger parcels mirror Page 338 of 351 December 2, 2025 8 of 12 Report No. PDS25-117 the typical lot pattern of adjacent residential properties, most of which range between 1,000 m2 and 1,200 m2. Maintaining this pattern helps ensure that the new dwellings will appear as a seamless continuation of the existing neighbourhood rather than as an intensification out of character with their surroundings. It is staff’s opinion; the proposed lot area standard will enhance the residential neighbourhood by ensuring that redevelopment proceeds in a manner that is compatible with the surrounding built form. Front Yard and Interior Side Yard Setback: The parent (R3) Zone prescribes a minimum front-yard setback of 6.0 metres, while the proposed amendment introduces a deeper 9.0-metre minimum setback. The increased setback aligns closely with the prevailing pattern along George Street, where dwellings typically sit between 8 and 10 metres from the street line to form a cohesive streetscape. The additional setback will also allow for more substantial soft landscaping in the front yards, including the opportunity for mature tree planting, which will help integrate the new homes visually with the established streetscape. Furthermore, it will allow adequate space for driveways and snow storage. Lastly, the deeper setback will minimizes the perception of building height. Staff are satisfied that the proposed provision delivers a high-quality interface between private and public space. Lot coverage: Although the proposed lot coverage represents a 5% increase, the generous lot areas mitigate any potential impact. On a 1,170 m2, a 40% coverage translates to a maximum building footprint of approximately 468 m2, leaving more than 700 m2for landscaping and open space. Even with the adjustment, the ratio of building area to lot size remains lower than that typically found on standard (R3) lots. The proposed dwellings will therefore appear appropriately scaled to their sites and will not create the impression of overdevelopment. More importantly, the increase does not compromise functional requirements such as on-site drainage or infiltration capacity. Engineering and Operational Services staff have confirmed that the lots are large enough to manage grading and stormwater within their boundaries. It is Staff’s opinion that the proposed provision supports a functional development. Proposed Height: The parent (R3) Zone establishes a maximum building height of 10.0 metres. The proposed amendment increases the building height to 11.0 metres. The building height provision is used to maintain a consistent scale of development, limit shadowing and Page 339 of 351 December 2, 2025 9 of 12 Report No. PDS25-117 overlook, and preserve the low-rise character of residential neighbourhoods. A review of surrounding properties reveals that several newer two-storey homes already approach or exceed 10.5 metres in height. The proposed 11.0 metre limit therefore reflects the prevailing-built form rather than setting a new standard. It is Staff’s opinion; the proposed height provision enables high-quality architectural outcomes without adverse impacts to adjacent dwellings. Department / Agency Comments No objections from external agencies and Town departments. Department/Agency Comments Building Division No objections. Engineering Division No objections. Operational Services (Parks) No objections. Operational Services (Public Works) No objections. Transportation/Traffic No objections. York Region No objections. LSRCA No objections. Public Comments The following section summarizes comments received from the public during the commenting period of the proposed application.  Does the new plan include access to the public open space from George Street? The Town is proposing a 6 metres wide walkway to the public open space located on the north end.  Will the development need to remove the large mature trees that are currently at the North and South end of the property Tree preservation and replacement will be addressed through the Parks Division approvals. No trees are proposed to be removed at this stage.  Are the land currently zoned as EP being reduced? Page 340 of 351 December 2, 2025 10 of 12 Report No. PDS25-117 No, the extent of the existing Environmental Protection zone boundary remains unchanged.  How many lots are being proposed? Seven (7) lots are being proposed; each with approximately 18.3m lot frontage.  Lots in this community are generally larger. Why have we settled for 7 lots? The lotting pattern reflects existing lot widths and depths and provides a compatible transition to adjacent homes.  How will the lots be sold? Through Council’s surplus land disposition process. This will be a public process and open to all members of public.  Will the street be widened as a result of the development? No, the road will remain in its current configuration. However, the sidewalk in front of the property will be adjusted to be in-line with existing sidewalks. Advisory Committee Review N/A Legal Considerations The Town, as owner of the property, is considered the applicant for the purposes of this rezoning application and is required to follow the steps within the Planning Act to rezone the property, which includes bringing this report to the Committee of the Whole. Section 34(12) of the Planning Act states that prior to passing any zoning by-law (or amendments thereto), a public information meeting must be held. As outlined in this report, the statutory public meeting has been held. Once the zoning by-law amendment has been passed by Council, staff will provide the requisite notice to any person and public body that filed a written request to be notified. The Minister and anyone who made oral submissions at the public meeting or written submissions to Council will then have the opportunity to appeal the zoning by-law amendment. When the property is to be sold, Council will have to follow the process to declare the lands surplus. A future report and by-law will be required in this regard. Financial Implications There are no direct financial implications as a result of this report. Page 341 of 351 December 2, 2025 11 of 12 Report No. PDS25-117 Communications Considerations A Notice of Public Planning Meeting was published in the local newspapers and posted on the Town’s website. In addition, the notice was given by mail to all addressed property owners within a 120 metre radius of the subject lands, including all the properties on Hawthorne Lane. A Notice of the Public Planning meeting sign was also posted directly on the property on October 23, 2024. On November 19, 2024, a statutory Public Planning Meeting was held, with Notices provided through mail, to all Interested Parties, publication in the newspaper, and signage on the property. All communication requirements as directed by the Planning Act have been satisfied. Notices of Council’s Decision on the subject applications will also be provided accordingly. Climate Change Considerations The proposed Zoning By-law Amendment application will increase the Town’s ability to adapt to a changing climate by removing, redeveloping, improving and/or rehabilitating an old building to a more efficient use; as well as by improving natural assets on the same property and protecting flood plain areas. Link to Strategic Plan The proposed Zoning By-law Amendment supports the Strategic Plan goal of supporting an exceptional quality of life for all through its accomplishment in satisfying requirements in the following key objectives within this goal statement: Strengthening the fabric of our community: Through the proposed Zoning By-law Amendment on the subject lands, the application will assist to ensure future growth includes housing opportunities for everyone and to meet intensification targets to 2031 as identified in the Town’s Official Plan. Alternative(s) to the Recommendation 1. Refusal of the application with an explanation for the refusal. Page 342 of 351 December 2, 2025 12 of 12 Report No. PDS25-117 Conclusions Planning and Development Services reviewed the proposed Zoning By-Law Amendment in accordance with the provisions of the provincial planning policies and the Town’s Official Plan, Zoning By-law and development standards respecting the subject lands. The proposed Zoning By-Law Amendment is considered to be in keeping with the development standards of the Town. Staff recommends approval of the Zoning By-Law Amendment, ZBA-2024-07. Attachments Figure 1 – Location Map Figure 2 – Existing Official Plan Designation Figure 3 – Existing Zoning By-Law Figure 4 – Proposed Zoning By-Law Figure 5 – Conceptual Site Plan Figure 6 – Plan of Survey Figure 7 – Draft Lotting Plan Sketch Previous Reports None. Pre-submission Review Agenda Management Team review on November 12, 2025 Approvals Approved by Marco Ramunno, Director, Planning and Development Services Approved by Doug Nadorozny, Chief Administrative Officer Page 343 of 351 Reuben StreetGeorge StreetGeorge StreetTyler StreetKennedy Street WestTyler StreetHawthorne LaneHillview RoadKennedy Street WestTemperance Street150747112339092342927120991007515124296831319635372632839168721041508637836710279110112315132891191131810316801513615032824264467816101867981087910734150487577115357959539151259387612115054283081742815040151502015140362488730117636015064814587107751512677101817109419325831929311189872115018711710792112210112510169801031168813393120100134858788510413697969711291121817892127384812911110125209013217964159391741171281611310511611919126109110148818851211087689211001285LOCATION MAPMap created for the Town of Aurora Planning and Development Services Department, 2025-11-07. Base data provided by York Region & the Town of Aurora. Air Photos taken Spring 2025, © First Base Solutions Inc., 2025 Orthophotography.FIGURE 1St John's SdrdWellington St EVandorf SdrdHendersonDriveWellington St W404404Leslie StYonge StBathurst StBayview AveBloomington RdAPPLICANT: Town of AuroraFILE: ZBA-2024-07SUBJECT LANDSDocument Path: J:\data\data\Planning Maps\115 George Street (Town of Aurora) (ZBA-2024-07)\ReportMaps_115_GeorgeSt_ZBA_2024_07.aprx02550MetresPDS25-117 - Attachment 1-Figures 1-7Page 344 of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k0HWUHVPage 345 of 351 +DZWKRUQH/DQH5HXEHQ 6WUHHW+LOOYLHZ5RDG*HRUJH 6WUHHW55,555615$(35(3(;,67,1*=21,1*$33/,&$1772:12)$8525$),/(=%$),*85(0DSFUHDWHGIRUWKH7RZQRI$XURUD3ODQQLQJDQG'HYHORSPHQW6HUYLFHV'HSDUWPHQW%DVHGDWDSURYLGHGE\<RUN5HJLRQ WKH7RZQRI$XURUD'RFXPHQW3DWK-?GDWD?GDWD?3ODQQLQJ0DSV?*HRUJH6WUHHW7RZQRI$XURUD=%$?5HSRUW0DSVBB*HRUJH6WB=%$BBDSU[6W-RKQ V6GUG:HOOLQJWRQ6W(9DQGRUI6GUG+HQGHUVRQ'ULYH:HOOLQJWRQ6W:6767/HVOLH6W<RQJH6W%DWKXUVW6W%D\YLHZ$YH%ORRPLQJWRQ5G k0HWUHV6XEMHFW/DQGV,5HXEHQ6WUHHW(3=21,1*/(*(1'23(163$&(=21(6(QYLURQPHQWDO3URWHFWLRQ5(6,'(17,$/=21(6,167,787,21$/=21(6,QVWLWXWLRQDO'HWDFKHG)LUVW'HQVLW\5HVLGHQWLDO'HWDFKHG6HFRQG'HQVLW\5HVLGHQWLDO'HWDFKHG7KLUG'HQVLW\5HVLGHQWLDO,555(37RZQKRXVH'ZHOOLQJ5HVLGHQWLDO56SHFLDO0L[HG'HQVLW\5HVLGHQWLDO5Page 346 of 351 Page 347 of 351 &21&(378$/6,7(3/$1$33/,&$1772:12)$8525$),/(=%$),*85(0DSFUHDWHGIRUWKH7RZQRI$XURUD3ODQQLQJDQG'HYHORSPHQW6HUYLFHV'HSDUWPHQW%DVHGDWDSURYLGHGE\<RUN5HJLRQ WKH7RZQRI$XURUD'RFXPHQW3DWK-?GDWD?GDWD?3ODQQLQJ0DSV?*HRUJH6WUHHW7RZQRI$XURUD=%$?5HSRUW0DSVBB*HRUJH6WB=%$BBDSU[Proposed 6m Right-of-WayPage 348 of 351 3/$12)6859(<$33/,&$1772:12)$8525$),/(=%$),*85(0DSFUHDWHGIRUWKH7RZQRI$XURUD3ODQQLQJDQG'HYHORSPHQW6HUYLFHV'HSDUWPHQW%DVHGDWDSURYLGHGE\<RUN5HJLRQ WKH7RZQRI$XURUD'RFXPHQW3DWK-?GDWD?GDWD?3ODQQLQJ0DSV?*HRUJH6WUHHW7RZQRI$XURUD=%$?5HSRUW0DSVBB*HRUJH6WB=%$BBDSU[Page 349 of 351 '5$)7/277,1*3/$16.(7&+$33/,&$1772:12)$8525$),/(=%$),*85(0DSFUHDWHGIRUWKH7RZQRI$XURUD3ODQQLQJDQG'HYHORSPHQW6HUYLFHV'HSDUWPHQW%DVHGDWDSURYLGHGE\<RUN5HJLRQ WKH7RZQRI$XURUD'RFXPHQW3DWK-?GDWD?GDWD?3ODQQLQJ0DSV?*HRUJH6WUHHW7RZQRI$XURUD=%$?5HSRUW0DSVBB*HRUJH6WB=%$BBDSU[Page 350 of 351 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Member Motion Councillor Gilliland _______________________________________________________________________________________ Re: Establish an Ultimate Grilled Cheese Challenge in Aurora To: Members of Council From: Councillor Rachel Gilliland Date: December 2, 2025 _______________________________________________________________________________________ Whereas community-based culinary events have proven successful in engaging residents and supporting local businesses in other municipalities; and Whereas an Ultimate Grilled Cheese Challenge in Aurora would provide a creative and enjoyable platform for local restaurants, regardless of their usual specialties, to showcase unique and inventive takes on a classic comfort food; and Whereas such an event can stimulate economic development by encouraging residents and visitors alike to explore Aurora’s dining scene, thus supporting local businesses and fostering a sense of community pride; and Whereas the proposed Ultimate Grilled Cheese Challenge is a relatively low-cost event to organize, requiring only minimal resources such as the printing of tasting passports and the coordination of participating restaurants, making it an accessible and financially feasible initiative for the town; and Whereas collaboration with key stakeholders, including local businesses, the Aurora Economic Development Board, and the Aurora Chamber of Commerce, would strengthen the event’s reach, support participation, and help ensure its success; 1. Now Therefore Be It Hereby Resolved That Town staff, in collaboration with stakeholders, explore the establishment of an Ultimate Grilled Cheese Challenge and report back to Council with recommendations. Page 351 of 351