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Minutes - Committee of the Whole - 20251014 Town of Aurora Committee of the Whole Meeting Report Date: Time: Location: Tuesday, October 14, 2025 7 p.m. Council Chambers, Aurora Town Hall Council Members: Mayor Tom Mrakas (Chair) Councillor Rachel Gilliland Councillor Wendy Gaertner (departed at 11:04 p.m.) Councillor Michael Thompson Councillor John Gallo Councillor Harold Kim Members Absent: Councillor Ron Weese Other Attendees: Doug Nadorozny, Chief Administrative Officer Patricia De Sario, Director, Corporate Services/Town Solicitor Robin McDougall, Director, Community Services Marco Ramunno, Director, Planning and Development Services Sara Tienkamp, Director, Operational Services Rachel Wainwright-van Kessel, Director, Finance Carley Smith, Manager, Corporate Communications Phil Rose, Manager, Creative Services Hailey Jones, Specialist, Sport and Community Development Michael de Rond, Town Clerk Julia Shipcott, Council/Committee Coordinator _____________________________________________________________________ 1. Call to Order The Mayor called the meeting to order at 7:02 p.m. Committee of the Whole consented to recess the meeting at 9:13 p.m. and reconvened the meeting at 9:24 p.m. Committee of the Whole consented to extend the hour past 10:30 p.m. to 11:00 p.m. Council Meeting Minutes October 14, 2025 2 Committee of the Whole consented to further extend the hour to 11:15 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 Committee of the Whole approved the revised agenda as circulated by Legislative Services. 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. Community Presentations 5.1 Tamas Hertel, Service Planning Manager, York Region Transit; Re: 2026 Transit Initiatives Tamas Hertel, Service Planning Manager, York Region Transit presented an overview of 2025 transit service improvements, noting that feedback received from recent stakeholder and public consultations and highlighted the need for improved service to educational facilities and transit hubs. It was reported that ongoing discussions with GO Transit and Metrolinx continue to address the challenge of fluctuating train schedules. Further information was provided regarding ridership trends and the proposed 2026 service improvements such as a new School Special route servicing Council Meeting Minutes October 14, 2025 3 Orchard Heights Drive, and services being expanded to serve all of Aurora either by fixed routes or On-Request North-Central Service. Committee of the Whole received the presentation for information. 6. Delegations 6.1 Shaheen Moledina, Resident; Re: Town of Aurora Social Media Pages Shaheen Moledina spoke to concerns regarding hateful and inflammatory comments pertaining to Islamic Heritage Month that had been left on Town of Aurora social media pages, and suggested the creation of a comprehensive action plan including guidelines, rules and active moderation. Committee of the Whole received the comments of the delegation for information. 6.2 Lauren Hanna and Alison Hughes, Residents; Re: Accessible Trick or Treat Event Alison Hughes and Lauren Hanna presented the inclusive and accessible 'No Tricks Just Treats' free trick-or-treat dress-up event to be held at the Aurora Farmers' Market on Saturday, October 25, 2025, from 10 a.m. to 1 p.m. Committee of the Whole received the comments of the delegation for information. 6.3 Shawn Deane, Resident; re: Item 11.3 - Tax Sale Update Shawn Deane shared concerns of property tax affordability, citing unemployment rates and lower reported new home builds, and suggested that a public forum be made available for the public to provide input to Council and staff, prior to budget presentation. Committee of the Whole received and referred the comments of the delegation to item 11.3. 7. Advisory Committee Meeting Minutes Council Meeting Minutes October 14, 2025 4 Committee of the Whole recommends: That Advisory Committee Meeting Minutes, Items 7.1 through 7.5 inclusive be approved, with the exception of items 7.2 and 7.5, which were discussed and voted on separately. Carried 7.1 Accessibility Advisory Committee Meeting Minutes of September 10, 2025 Committee of the Whole recommends: 1. That the Accessibility Advisory Committee Meeting Minutes of September 10, 2025, be received for information. Carried 7.2 Finance Advisory Committee Meeting Minutes of September 16, 2025 Committee of the Whole recommends: 1. That the Financial Advisory Committee Meeting Minutes of September 16, 2025, be received for information. Carried 7.3 Parks and Recreation Advisory Committee Meeting Minutes of September 18, 2025 Committee of the Whole recommends: 1. That the Parks and Recreation Advisory Committee Meeting Minutes of September 18, 2025, be received for information. Carried 7.4 Mayor's Golf Classic Funds Committee Meeting Minutes of September 24, 2025 Committee of the Whole recommends: 1. That the Mayor's Golf Classic Funds Committee Meeting Minutes of September 24, 2025, be received for information. Carried 7.5 Active Transportation and Traffic Safety Advisory Committee Meeting Minutes of September 24, 2025 Council Meeting Minutes October 14, 2025 5 Committee of the Whole recommends: 1. That the Active Transportation and Traffic Safety Advisory Committee Meeting Minutes of September 24, 2025, be received for information. Carried 8. Consent Agenda 8.1 FIN25-047 - 2025 Q2 Procurement Report Committee of the Whole recommends: 1. That Report No. FIN25-047 be received for information. Carried 8.2 Agenda Items Approved on Consent Committee of the Whole recommends: 1. That the Agenda items of sections 9 through 16 inclusive be approved, with the exception of items 9.1, 9.2, 10.1, 11.1, 11.2, 11.3, 13.1, 15.1, 15.2, 15.3, 15.4, 15.5 and 15.6, which were discussed and voted on separately. Carried 9. Community Services Committee Agenda 9.1 CMS25-026 - Public Art Policy Phil Rose, Manager, Cultural Services introduced Nico Taylor, Executive Director, Communications and Queen Kukoyi, Executive Director, Finance and Operations, Oddside Arts who presented their Public Art Strategy and discussed investment and funding sources, governance and final authority, acquisition of public art, as well as community engagement methods for location selection. Committee of the Whole recommends: 1. That Report No. CMS25-026 be received; and Council Meeting Minutes October 14, 2025 6 2. That Council shall retain the final authority to determine applicability, suitability and placement of public art in any of the eight categories with the assistance of staff; and 3. That The Art Selection Panel shall consist of five (5) voting members and one (1) non-voting staff liaison as follows;  Two (2) arts professionals (such as visual artists, curators, or art educators);  One (1) design professional (such as an architect, landscape architect, or urban designer);  Two (2) community representatives from the Town of Aurora, reflecting the diversity of the neighbourhoods; and  One (1) non-voting Town staff liaison from the Cultural Services Division to provide technical or administrative support  Additional subject-matter experts and committees as needed, depending on the scope and nature of the project; and, 4. That members of the Art Selection Panel shall be appointed through a transparent application and/or nomination process managed by Town staff, with final approval by Council; and, 5. That the Panel will be established on a project-by-project basis and will operate in accordance with terms of reference approved by Council. 6. That the Public Art Policy (Attachment 1) be approved as amended. Carried as amended 9.2 CMS25-031 - Sport Plan Update - No. 6 Hailey Jones, Specialist, Sport and Community Development presented the Sport Plan Update - No. 6 highlighting community initiatives and collaborations that occurred in 2025 including Mental Health in Sport series, National AccessAbility Week, Sports Day Fest, and the unveiling of the 'Unity on Canvas' mural, now on display in program room 'C' of the Aurora Family Leisure Complex. Further information was provided regarding the launch of three Working Groups (Governance, Leadership Council Meeting Minutes October 14, 2025 7 and Environmental Scan), prompted by feedback from Council and the community. Committee of the Whole recommends: 1. That Report No. CMS25-031 be received for information. Carried 9.3 CMS25-030 - 24-Hour Warming Emergency Centre - Pilot Project Follow-up Committee of the Whole recommends: 1. That Report No. CMS25-030 be received for information. Carried 10. Corporate Services Committee Agenda 10.1 CS25-018 - Town of Aurora Risk Management Policy Patricia De Sario, Director of Corporate Services/Town Solicitor presented an overview of the proposed Risk Management Policy. The presentation touched on protecting assets, ensuring legal and regulatory compliance, and establishing a Risk Management Committee. Further details were provided on the Risk Appetite Statement including categorizing risk types and providing recommended risk appetites, as well as outlining approval authority. Committee of the Whole recommends: 1. That Report No. CS25-018 be received; and 2. That the Risk Management Policy, as attached to this report, be approved; and 3. That the Risk Appetite, as set out in Table 1 of this report, be approved and the attached Risk Appetite Statement, as attached to this report, be established. Carried 10.2 CS25-019 - 2026 Council and Committee Meeting Schedule Committee of the Whole recommends: Council Meeting Minutes October 14, 2025 8 1. That Report No. CS25-019 be received; and 2. That the 2026 Meeting Schedule (Attachment No. 1) be approved; and 3. That the Town Clerk be authorized to make amendments to the Council and Committee Meeting Schedule as required. Carried 11. Finance and Information Technology Committee Agenda 11.1 FIN25-040 - End-User Computing Products and Related Services Committee of the Whole recommends: 1. That Report No. FIN25-040 be received; and 2. That a Non-Standard Procurement be awarded to Dell Canada in the amount of $1,225,000 over a term of eight years for the purchase of laptop and desktops computers, and associated peripherals. Carried 11.2 FIN25-049 - 2026 Fees and Charges Update with By-law Committee of the Whole recommends: 1. That Report No. FIN25-049 be received; and 2. That a by-law be enacted to set the 2026 Fees and Charges for applications, permits, use of Town property, the sale of documents and for the prescribed service charges for administrative matters itemized on the attached schedules. Carried 11.3 FIN25-050 - Tax Sale Process Update Committee of the Whole recommends: 1. That Report No. FIN25-050 be received for information. Carried 12. Administration Committee Agenda None. Council Meeting Minutes October 14, 2025 9 13. Operational Services Committee Agenda 13.1 OPS25-019 - Aurora Water System Financial Plan as Required by Ontario Regulation 453/07 Committee of the Whole recommends: 1. That Report No. OPS25-019 be received; and 2. That the Six-Year Financial Plan for the Town of Aurora Water System be approved; and 3. That the Financial Plan be submitted to the Ministry of Municipal Affairs & Housing; and the Ministry of Environment, Conservation and Parks before December 15, 2025; and 4. That the Financial Plan be posted to the Town of Aurora internet site. Carried 14. Planning and Development Services Committee Agenda 14.1 PDS25-099 - Application for Zoning By-law Amendment, Totera Meats Limited, 14 and 18 Wellington Street East, Lots 130 and 131, and Part of Lot 128, as in R650109 Plan 246, File Number: ZBA-2024-09 Committee of the Whole recommends: 1. That Report No. PDS25-099 be received; and 2. That Zoning By-law Amendment Application ZBA-2024-09 be approved to rezone the subject lands from “Promenade Downtown (PD1) Exception Zone (59)” to “Promenade Downtown (PD1) Exception Zone (571)”; and 3. That the implementing By-law for the Zoning By-law Amendment be brought forward to a future Council meeting for enactment. Carried 14.2 PDS25-100 - Application for Zoning By-law Amendment and Site Plan Control, 2300485 Ontario Inc. and 2333564 Ontario Limited, 25 and 29 George Street, Part Lot 27, Plan 246, File Numbers: ZBA-2020-06 and SP- 2021-11 Council Meeting Minutes October 14, 2025 10 Committee of the Whole recommends: 1. That Report No. PDS25-100 be received; and 2. That Zoning By-law Amendment Application ZBA-2020-06 be approved to rezone the subject lands to “First Density Apartment Residential (RA1-573(H)) Exception Zone” with a Holding Symbol; and 3. That the implementing By-law for the Zoning By-law Amendment be brought forward to a future Council meeting for enactment; and 4. That Site Plan Application File SP-2021-11 to permit the development of a 25-unit, four-storey apartment building at 29 George Street that integrates with the existing three-storey apartment building with 8 units at 25 George Street be approved, subject to conditions of site plan approval outlined in Appendix “A”. Carried 15. Member Motions 15.1 Councillor Kim; Re: Amend the Clean Communities By-law - Regulation of Newspaper Delivery Committee of the Whole recommends: Whereas residents in the Town of Aurora have raised concerns regarding the delivery of unsolicited newspapers and flyers that are left on driveways, lawns, sidewalks, or boulevards; and Whereas this method of delivery:  contributes to litter and nuisance conditions when materials are dispersed by wind, rain, or snow; and  presents obstacles and safety concerns for seniors and individuals with mobility challenges; and  may obstruct municipal operations such as snow clearing or maintenance; and  can indicate vacancy at a residence and raise concerns about community safety; and Council Meeting Minutes October 14, 2025 11 Whereas residents often experience difficulty in opting out of these deliveries, and there is currently no regulation in place under the Town’s Clean Communities By-law to address delivery methods for printed materials; 1. Now Therefore Be It Hereby Resolved That staff be directed to provide a report to Council with a proposed amendment to the Clean Communities By-law to require that newspapers, flyers, and other unaddressed printed materials be delivered only:  to a mailbox, mail slot, newspaper box, or another appropriate receptacle on the property; or  if such receptacles are unavailable, to the front porch or in front of the dwelling’s main entrance that does not obstruct sidewalks, driveways, walkways, or pose a nuisance; and 2. Be If Further Resolved That staff consider in the report:  recommended enforcement options, such as fines or compliance notices; and  measures to allow residents to decline delivery (e.g., signage, opt- out registry); and  examples of best practices from other municipalities; and 3. Be It Further Resolved That a copy of this resolution be provided to local publishers and newspaper distributors operating within the Town of Aurora. Defeated 15.2 Councillor Gilliland; Re: Rollerskating Opportunities Committee of the Whole recommends: Whereas rollerskating service providers operate throughout Southern Ontario, offering pop-up rinks, lessons, and events for people of all ages in communities such as Stouffville, Oakville, and Caledon; and Whereas the Town of Aurora seeks to activate community spaces, such as the new Town Square and underutilized ice rinks in the summer Council Meeting Minutes October 14, 2025 12 months, to provide inclusive recreational opportunities aligned with the Town’s Sport Tourism Strategy and Parks and Recreation Master Plan; and Whereas introducing rollerskating could encourage residents of all ages to participate in screen-free physical activity while fostering social interaction and family-friendly programming; and Whereas pilot programs or temporary activations can help evaluate community interest and identify opportunities for regular events or expanded recreational offerings; 1. Now Therefore Be It Hereby Resolved That staff be directed to consult with rollerskating service providers and report back to Council on potential partnerships, programming options, and operational considerations for introducing rollerskating activities in Aurora for the 2026 season. Carried 15.3 Councillor Kim; Re: Protection of the Trail System from Motorized Vehicles Committee of the Whole recommends: That Member Motion 15.3 be deferred to the Council meeting of October 28, 2025. Carried 15.4 Councillor Kim; Re: Silica Dust Awareness and Education Initiative Committee of the Whole recommends: Whereas the cutting of stones and concrete pavers for interlock patios, driveways, and other landscaping projects can release respirable crystalline silica into the air; and Whereas prolonged or repeated exposure to silica dust is known to pose serious health risks to workers and the general public, including respiratory illnesses such as silicosis and chronic obstructive pulmonary disease (COPD); and Council Meeting Minutes October 14, 2025 13 Whereas the Town of Aurora, while not a regulatory authority or subject matter expert on silica dust mitigation, recognizes its responsibility to promote public health and safety through education and awareness; and Whereas the Town’s By-law Services team has acknowledged the importance of informing tradespeople, contractors, and residents about the risks associated with silica dust and the availability of safer cutting practices and protective equipment; 1. Now Therefore Be It Hereby Resolved 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 2. Be It Further Resolved 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 3. Be It Further Resolved That the education campaign include;  Educational materials distributed through the Town’s website, social media channels, and permit application processes; and  Collaboration with local building supply retailers and trade associations to share information on dust suppression techniques and protective equipment; and  Signage or notices at relevant public works or construction sites, where appropriate; and  Outreach to residents undertaking DIY landscaping projects to encourage safe practices; and 4. Be It Further Resolved That staff review our Clean Communities By-law and report back to Council with a proposed amendment regarding dust mitigation. Carried 15.5 Councillor Gallo; Re: Third Party Consultants Contractual Release Committee of the Whole recommends: Council Meeting Minutes October 14, 2025 14 Whereas the Town of Aurora regularly commissions studies, analyses, and other reports from outside consultants and experts to inform decision making on matters of public interest; and Whereas transparency, accountability, and access to information are foundational principles of good governance; and Whereas members of the public have a right to access information that informs public policy and expenditures, subject only to the narrow limits prescribed by legislation, including the Municipal Act and the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA); and Whereas some third-party reports are currently withheld from public release, particularly when considered in closed session, even when the original reasons for confidentiality no longer apply; 1. Now Therefore Be It Hereby Resolved 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 or in part, at the discretion of the Town; and 2. Be It Further Resolved 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 3. Be It Further Resolved 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 4. Be It Further Resolved 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. Carried Council Meeting Minutes October 14, 2025 15 15.6 Councillor Gallo; Re: Cannabis Retail Review Task Force Committee of the Whole recommends: Whereas the Town of Aurora opted in to the licensing and operation of retail cannabis stores within the municipality following the introduction of the provincial cannabis retail framework; and Whereas several retail cannabis locations have since opened within the Town, providing legal access to cannabis products for residents and contributing to local economic activity; and Whereas Council has received feedback from residents expressing both support and concern regarding the number, location, and community impacts of cannabis retail stores; and Whereas municipalities currently have limited authority under the provincial regulatory framework to influence the siting and density of cannabis retail stores, but continue to play an important role in community engagement, by-law enforcement, public education, and advocacy to higher levels of government; and Whereas it is in the Town’s interest to review the local impacts of retail cannabis stores social, economic, and community, since opting in, and to identify potential strategies or advocacy opportunities to address any issues that have arisen; 1. Now Therefore Be It Hereby Resolved That 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 Council Meeting Minutes October 14, 2025 16 d. Provide recommendations to Council on potential actions or advocacy initiatives to address identified challenges and support balanced community outcomes. 2. Be It Further Resolved That the Task Force shall include:  Two (2) Members of Council, appointed by Council; and  Up to seven (7) Resident Representatives, selected through an open call for applications, appointed by Council; and  Two (2) Members of Town Staff, including representatives from Planning and By-law Services; and  A member of York Region Police. 3. Be It Further Resolved That the Task Force shall be supported by Town staff for administrative and technical assistance; and 4. Be It Further Resolved That the Task Force will be established and start February 2026; and 5. Be It Further Resolved That he Task Force shall report back to Council with findings and recommendations within six (6) months of its first meeting; and 6. Be It Further Resolved That Council direct staff to prepare Terms of Reference for the Cannabis Retail Review Task Force, for approval at a subsequent Council meeting. Carried 16. Regional Report 16.1 York Regional Council Highlights of September 25, 2025 Committee of the Whole recommends: 1. That the York Regional Council Highlights of September 25, 2025, be received for information. Carried 17. New Business Council Meeting Minutes October 14, 2025 17 The Committee consented to defer any New Business to Council meeting of October 28, 2025. 18. Public Service Announcements The Committee consented to defer any Public Service Announcements to Council meeting of October 28, 2025. 19. Closed Session None. 20. Adjournment The meeting was adjourned at 11:09 p.m.