Agenda (Appointed) - Parks and Recreation Advisory Committee - 20250918Town of Aurora
Parks and Recreation Advisory Committee
Meeting Agenda
Date:Thursday, September 18, 2025
Time:7 p.m.
Location:Holland Room, 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
2.Land Acknowledgement
3.Approval of the Agenda
4.Declarations of Pecuniary Interest and General Nature Thereof
5.Receipt of the Minutes
5.1 Parks and Recreation Advisory Committee Meeting Minutes of March 20,
2025
1
That the Parks and Recreation Advisory Committee meeting
minutes of March 20, 2025, be received for information.
1.
6.Delegations
7.Matters for Consideration
7.1 Memorandum from Manager, Business Support; Re: Municipal Alcohol
Policy - 2025 Review
5
That the memorandum regarding Municipal Alcohol Policy -
2025 Review be received; and
1.
That the Parks and Recreation Advisory Committee comments
regarding Municipal Alcohol Policy - 2025 Review be received
and referred to staff for consideration and further action as
appropriate.
2.
7.2 Memorandum from Manager, Business Support; Re: Third Party Events 30
Policy Review
That the memorandum regarding Third Party Events Policy
Review be received; and
1.
That the Parks and Recreation Advisory Committee comments
regarding Third Party Events Policy Review be received and
referred to staff for consideration and further action as
appropriate.
2.
7.3 Memorandum from Manager, Recreation; Re: Sport Plan Update - Status
Report
40
That the memorandum regarding Sport Plan Update - Status
Report be received; and
1.
That the Parks and Recreation Advisory Committee comments
regarding the Sport Plan Update – Status Report be received and
referred to staff for consideration and further action as
appropriate.
2.
8.Informational Items
9.New Business
10.Adjournment
Town of Aurora
Parks and Recreation Advisory Committee
Meeting Minutes
Date:
Time:
Location:
Thursday, March 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
Shannon Ippolito
Sean Noble*
Members Absent: Irene Clement
Other Attendees: Nichole Campsall, Cultural Development Coordinator*
Matthew Volpintesta, Manager, Parks and Fleet Divisions
Lisa Warth, Manager, Recreation
Linda Bottos, Council/Committee Coordinator
Julia Shipcott, Council/Committee Coordinator
*Attended electronically
_____________________________________________________________________
1. Call to Order
The Chair called the meeting to order at 7 p.m.
1.1 Appointment of Committee Vice Chair
Moved by Lindsay Carvalho
Seconded by Steve Hall
1. That Michelle Dakin be appointed as Vice Chair of the Parks and
Recreation Advisory Committee for a two-year term (2025-2026).
Carried
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Parks and Recreation Advisory Committee Meeting Minutes
March 20, 2025 2
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
Moved by Michelle Dakin
Seconded by Shannon Ippolito
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 November
21, 2024
Moved by Bo Brkic
Seconded by Shannon Ippolito
1. That the Parks and Recreation Advisory Committee Meeting Minutes
of November 21, 2024, be received for information.
Carried
6. Delegations
None.
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Parks and Recreation Advisory Committee Meeting Minutes
March 20, 2025 3
7. Matters for Consideration
7.1 Memorandum from Manager, Cultural Services; Re: Public Art Strategy
Update
Staff provided an overview of the memorandum and noted the existing
public art installations in Aurora. The Committee inquired about the
potential for private funding in relation to the Major Private Developments
site category, and suggested that greater detail on the development of the
Public Art Strategy and its implementation work plan be provided to the
Committee for further consideration and input.
Moved by Lindsay Carvalho
Seconded by Michelle Dakin
1. That the memorandum regarding the Public Art Strategy Update be
received; and
2. That the Parks and Recreation Advisory Committee comments
regarding the Public Art Strategy Update be received and referred to
staff for consideration and further action as appropriate.
Carried
7.2 Memorandum from Manager, Parks and Fleet; Re: 2025 Park Project
Updates
Staff gave an overview of the memorandum and provided additional
information on Fleury Park regarding the proposed priorities, based on
community feedback, and funding that would be required to include a
splash pad, playground accessibility features, and a new trail loop. The
Committee expressed support for an accessible playground and inquired
about the potential for external funding. The Committee further suggested
that the proposed capital projects for 2026 be brought forward for the
Committee’s consideration and input prior to the budget process.
Moved by Bo Brkic
Seconded by Shannon Ippolito
1. That the memorandum regarding 2025 Park Project Updates be
received; and
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Parks and Recreation Advisory Committee Meeting Minutes
March 20, 2025 4
2. That the Parks and Recreation Advisory Committee comments
regarding 2025 Park Project Updates be received and referred to staff
for consideration and further action as appropriate.
Carried
8. Informational Items
None.
9. New Business
The Committee inquired about follow-up information on the Sport Plan Refresh
and previous field user group statistics, and staff agreed to provide updates at a
future Committee meeting.
Staff encouraged all to attend the grand opening of the new gymnasium addition
at the Stronach Aurora Recreation Complex on Saturday, April 5, 2025, from 10
a.m. to 5 p.m., including a ribbon cutting and many free activities, noting that
details are available at aurora.ca/SARCGym and permitting is being finalized.
10. Adjournment
Moved by Lindsay Carvalho
Seconded by Bo Brkic
That the meeting be adjourned at 7:26 p.m.
Carried
Page 4 of 43
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Memorandum
Community Services
Re: Municipal Alcohol Policy – 2025 Review
To: Parks and Recreation Advisory Committee
From: John Firman, Manager, Business Support
Date: September 18, 2025
Recommendation
1. That the memorandum regarding Municipal Alcohol Policy – 2025 Review be
received; and
2. That the Parks and Recreation Advisory Committee comments regarding the
Municipal Alcohol Policy be received and referred to staff for consideration and
further action as appropriate.
Background
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.
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 are currently reviewing the policy with internal stakeholders and referencing
external stakeholder feedback. Staff are requesting feedback and recommendations
from the Parks and Recreation Advisory Committee to help inform the policy update,
which will be taken to Council for approval in December. Parks and Recreation Advisory
Committee members are invited to submit any comments and recommendations to
Nicole Allison (nallison@aurora.ca) no later than Thursday, October 16, 2025.
Page 5 of 43
Municipal Alcohol Policy – 2025 Review
September 18, 2025 Page 2 of 2
Attachments
1. Municipal Alcohol Policy (2014)
Page 6 of 43
Title of Policy: Municipal Alcohol Policy Policy No.: 81
Effective Date: April 8, 2014 Affects: All Employees, Elected Officials and
the Public
Replaces: New Next Review Date: As Required
Prepared By: Parks & Recreation Services Approval Authority: Council
TABLE OF CONTENTS
1. PURPOSE ............................................................................................................................................. 2
2. DEFINITIONS ........................................................................................................................................ 3
3. OBJECTIVES.......................................................................................................................................... 5
4. ROLES AND RESPONSIBILITIES ............................................................................................................. 5
4.1 General ..................................................................................................................................... 5
4.2 Organization ............................................................................................................................ 6
4.3 Fees and Charges .................................................................................................................. 6
4.4 Clarification .............................................................................................................................. 6
5. APPLICATION ....................................................................................................................................... 6
5.1 General ..................................................................................................................................... 6
5.2 Exception ................................................................................................................................. 6
6. DESIGNATION OF EVENT ..................................................................................................................... 6
6.1 Private Event ........................................................................................................................... 7
6.2 Public Event ............................................................................................................................. 7
6.3 Industry Promotional Event ................................................................................................... 7
6.4 Outdoor Event ......................................................................................................................... 8
6.5 Multiple Day Event .................................................................................................................. 9
6.6 Exceptions ............................................................................................................................. 10
7. DESIGNATION OF PREMISES ............................................................................................................. 10
7.1 Facilities ................................................................................................................................. 10
7.2 Parks ....................................................................................................................................... 11
7.3 Exceptions ............................................................................................................................. 11
6. FACILITY PERMIT ............................................................................................................................... 11
TOWN OF AURORA
Parks & Recreation Services Department
Corporate Policies, Programs and Procedures
Municipal Alcohol Policy – Policy No. 81
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Municipal Alcohol Policy – Policy No. 81 Page 2 of 23
6.1 General ................................................................................................................................... 11
6.2 Application for a Facility Permit .......................................................................................... 12
6.3 Evaluation .............................................................................................................................. 12
6.4 Authority ................................................................................................................................. 13
9. TERMS AND CONDITIONS ................................................................................................................. 13
9.1 General ................................................................................................................................... 13
9.2 Risk-Based Conditions ......................................................................................................... 13
10. RULES AND PROCEDURES ................................................................................................................. 14
10.1 Prohibited Methods and Practices ..................................................................................... 14
10.2 Conditions .............................................................................................................................. 14
10.3 Information and Returns ...................................................................................................... 16
11. ADVERTISING ..................................................................................................................................... 16
12. SECURITY ........................................................................................................................................... 17
12.1 General ................................................................................................................................... 17
12.2 Security Plan ......................................................................................................................... 17
13. NOTIFICATION ................................................................................................................................... 17
14. NON-COMPLIANCE ............................................................................................................................ 18
14.1 Failure to Comply .................................................................................................................. 18
14.2 Procedures ............................................................................................................................ 18
14.3 Penalties ................................................................................................................................ 19
15. INSURANCE ........................................................................................................................................ 19
16. INDEMNIFICATION ............................................................................................................................ 20
16.1 General ................................................................................................................................... 20
16.2 Waiver, Release and Indemnity ......................................................................................... 20
SCHEDULE “A” to Policy No. 81 ................................................................................................................... 21
Application for a Facility Permit .................................................................................................... 21
SCHEDULE “B” to Policy No. 81 ................................................................................................................... 21
Release, Waiver and Indemnity ................................................................................................... 21
1. PURPOSE
The Corporation of the Town of Aurora is committed to providing a safe, secure, and
enjoyable environment for Employees, Volunteers, patrons and the general public by
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Municipal Alcohol Policy – Policy No. 81 Page 3 of 23
ensuring all Events where Alcohol will be served and/or sold under the authority of a
Facility Permit and a Special Occasion Permit, held on Premises, are properly managed
in accordance with the requirements of the Occupiers Liability Act, R.S.O. 1990, c. O.2,
as amended, the Liquor Licence Act, R.S.O. 1990, c. L.19, as amended, and the
Alcohol & Gaming Commission of Ontario.
This Policy outlines corporate standards, guidelines and principles for Employees,
Volunteers, Council, the Permit Holder, patrons and the general public when it relates to
the use of serving and/or selling of Alcohol on Premises, for Events requiring a Facility
Permit, issued by the Town, and a Special Occasion Permit, issued by the Alcohol &
Gaming Commission of Ontario.
2. DEFINITIONS
2.1 In this Policy, the following words have the following meanings:
a) “AGCO” means the Alcohol & Gaming Commission of Ontario, and any
successor thereto;
b) “Alcohol” means 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;
c) “Council” means the Council of The Corporation of the Town of Aurora;
d) “Director” means the Director of Parks & Recreation Services for the Town or
his/her designate or successor;
e) “Employee” or “Employees” means a full-time, part-time, casual and temporary
employee of the Town, and includes contract staff of the Town;
f) “Event” or “Events” means a prescribed special occasion under subsection 19(1)
of the Liquor Licence Act, including a Public Event, Private Event and/or Industry
Promotional Event, which may be multiple day and/or outdoor, where Alcohol will
be served and/or sold under the authority of a Facility Permit and a Special
Occasion Permit, and covers the set-up, tear down, clean-up and other activities
including ancillary that occur in, on or around any Premises related to the
preparations for, conduct of or finalization of the Event and use of Premises;
g) “Facility” or “Facilities” means all Town, and contractual related third party,
owned or leased buildings and structures for which the Town is the legal owner
or over which the Town has authority to grant use, including any and all
buildings, structures, facilities, erections, and improvements located in or on such
lands defined as a “Park”;
h) “Facility Permit” means a Facility Contract/Permit issued by Parks & Recreation
Services under this Policy for a Facility or a Park;
i) “Fees and Charges By-law” means the by-law that includes the schedule of fees
and charges for municipal services, activities and the use of property within the
Town of Aurora, as may be amended from time to time;
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j) “Incident/Accident Form” means any form used by the Town for the purpose of
documenting details of an incident/accident.
k) “Industry Promotional Event” means a prescribed special occasion, under
subsection 19(1) of the Liquor Licence Act, that is:
i) at which a manufacturer, a licensed representative of a manufacturer or
the event organizer acting on behalf of a manufacturer or a licensed
representative of a manufacturer may provide samples of liquor and take
orders for liquor purchases, and
ii) that is conducted without the intention of gain or profit from the sale of
liquor and is for the purpose of promoting a manufacturer’s products.
k) “LCBO” means the Liquor Control Board of Ontario and any successor thereto;
l) “Liquor” means the same as “Alcohol”;
m) “Liquor Licence Act” means Liquor Licence Act, R.S.O. 1990, c. L.19., as
amended;
n) “Occupiers Liability Act” means the Occupiers Liability Act, R.S.O. 1990, c. O.2,
as amended;
o) “Park” or “Parks” means 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;
p) “Parks & Recreation Services” means the Parks & Recreation Services
Department for the Town;
q) “Permit Holder” means any person or organization who submits an application to
hold an Event on Premises; any person or organization on whose behalf such
application is submitted; and any person who shall attend and be responsible for
the Event, as identified on a Facility Permit and Special Occasion Permit;
r) “Premises” shall mean Facilities and/or Parks;
s) “Policy” means this Municipal Alcohol Policy – Policy No. 81;
t) “Private Event” means a prescribed special occasion, under subsection 19(1) of
the Liquor Licence Act that is for invited guests only that is conducted without the
intention of gain or profit from the sale of liquor;
u) “Public Event” means a prescribed special occasion, under subsection 19(1) of
the Liquor Licence Act, that is:
i) conducted by a charitable organization registered under the Income Tax
Act (Canada) or by a non-profit association or organization for the
advancement of charitable, educational, religious or community objects,
ii) an event of provincial, national or international significance, or
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iii) an event designated by a municipal council as an event of municipal
significance;
v) “Smart Serve” means a training certificate program for all individuals in the
province of Ontario who serve or work where Alcohol beverages are sold and
served, developed by Smart Serve Ontario, a division of the Hospitality Industry
Training Organization of Ontario, and endorsed by the AGCO;
w) “Smoke Free Ontario Act” means the Smoke-Free Ontario Act, S.O. 1994, c. 10,
as amended;
x) “Special Occasion Permit” means a permit issued under section 19 of the Liquor
Licence Act;
y) “Town” means The Corporation of the Town of Aurora; and
z) “Volunteer” or “Volunteers” means a person(s) who voluntarily and willingly
performs a service or specified undertaking for the Town without pay.
3. OBJECTIVES
By way of adopting this Policy, it is the Town’s objective to outline consistent
expectations for Employees, Volunteers, Council, the Permit Holder, patrons and the
general public regarding the use of Alcohol on Premises, for Events, requiring a Special
Occasion Permit, including:
a) To provide clear operational procedures to manage all possible risks associated
with the serving and/or selling of Alcohol in accordance with the requirements of
the Occupiers Liability Act and in compliance with the Liquor Licence Act; and
b) To encourage and support the responsible use of Alcohol as part of an Event,
requiring both a Facility Permit issued by the Town and a Special Occasion
Permit issued by the AGCO, on Premises, as well as the decision of those
individuals who choose not to consume Alcohol.
4. ROLES AND RESPONSIBILITIES
4.1 General
a) This Policy applies to Employees and Volunteers as well as to members of
Council. Visitors, contractors and service providers on Premises are afforded the
same rights and expectations in this Policy, while performing authorized activities
for the Town.
b) This Policy applies to the Permit Holder and the general public, including any
individual who wishes to use Premises for its intended purpose.
c) It is the responsibility of Employees, Volunteers, Council, the Permit Holder,
patrons and the general public to be aware of this Policy and to understand their
obligations and responsibilities under this Policy. Users of Premises agree to be
bound by the terms of this Policy.
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4.2 Organization
a) 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; and
b) A Facility Permit is needed any time permission has been granted for use of
Premises. A Permit Holder shall obtain a Facility Permit from Parks & Recreation
Services, in order for an Event, requiring a Special Occasion Permit, to be held
on Premises. Parks & Recreation Services is responsible for administering
Facility Permits, on behalf of the Town, and oversees its regulation.
4.3 Fees and Charges
A Permit Holder who obtains any of the Town’s services, activities, or use of the Town’s
property as described in the Fees and Charges By-law shall pay to the Town the
applicable fees or charges set out therein. Unless otherwise provided for in another by-
law, such fees or charges are payable upon the person making such application,
request, or purchase of the Town’s services, activities, or use of the Town’s property.
4.4 Clarification
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 before submitting an
application to Parks & Recreation Services. The Town is not responsible for any
misunderstanding of the Policy on part of the Permit Holder. By submitting an
application, as outlined in section 8 of this Policy, 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.
5. APPLICATION
5.1 General
This Policy shall apply to an Event that requires a Facility Permit issued by the Town
and a Special Occasion Permit issued by the AGCO, to be held on Premises.
5.2 Exception
Notwithstanding section 5.1, 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.
6. DESIGNATION OF EVENT
A. Event Type
A Permit Holder shall meet the requirements and conditions of a Facility Permit for an
Event requiring a Special Occasion Permit and any applicable requirements in section 6
of this Policy for a Private Event, Public Event or Industry Promotional Event.
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6.1 Private Event
6.1.1 Private Event – Requirements
A Permit Holder shall meet the following requirements for an Event to be identified as a
Private Event:
a) it is for invited guests only; and
b) it is conducted without the intention of gain or profit from the sale of liquor.
6.2 Public Event
6.2.1 Public Event – Requirements
A Permit Holder shall meet one (1) of the following requirements for an Event to be
identified as a Public Event:
a) it is conducted by a charitable organization registered under the Income Tax Act
(Canada) or by a non-profit association or organization for the advancement of
charitable, educational, religious or community objects;
b) it is of provincial, national or international significance; or
c) it is designated by Council as an event of Town significance.
6.2.2 Public Event - Conditions
A Permit Holder who meets the requirements of a Public Event shall satisfy the
following conditions, as a requirement of the Facility Permit for the Public Event:
a) a registered charity under the Income Tax Act shall provide its registration
number;
b) a Public Event of Town significance requires a Council resolution or letter from a
delegated Town authority.
6.3 Industry Promotional Event
6.3.1 Industry Promotional Events – Requirements
A Permit Holder shall meet the following requirements for an Event to be identified as
an Industry Promotional Event:
a) a manufacturer, a licensed representative of a manufacturer, or the Event
organizer acting on behalf of a manufacturer or a licensed representative of a
manufacturer provides samples of liquor and/or takes orders for liquor purchases
at the Event, and
b) the Event is conducted without the intention of gain or profit from the sale of
liquor and is for the purpose of promoting a manufacturer’s products.
6.3.2 Industry Promotional Events - Conditions
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A Permit Holder who meets the requirements of an Industry Promotional Event shall
satisfy the following conditions, as a requirement of the Facility Permit for the Industry
Promotional Event:
a) ensure the area is clearly defined, with a detailed sketch showing the dimensions
of the area for which the Facility Permit will apply; and
b) ensure that where the Event is for the purpose of market research and is in an
open area, the area shall be separated from areas where the Facility Permit does
not apply by a minimum 36” (0.9 m) high barrier.
B. Events (Multiple Day and Outdoor)
All Events may be eligible to be further identified as a multiple day and/or outdoor
Event, for a Facility Permit, as follows:
6.4 Outdoor Event
6.4.1 Outdoor Event - Requirements
A Permit Holder shall meet the following requirements for an Event to be identified as
an outdoor Event:
a) it takes place outdoors; or
b) it takes place in a temporary structure, such as a tent, marquee, pavilion or tiered
seating.
6.4.2 Outdoor Event - Conditions
A Permit Holder who meets the requirements of an outdoor Event shall satisfy the
following conditions, as a requirement of the Facility Permit for an outdoor Event:
a) provide a detailed sketch showing the dimensions of the outdoor area to which
the Facility Permit will apply;
b) ensure the outdoor area is clearly defined and separated from areas where the
Facility Permit does not apply by a minimum 36” (0.9 m.) high barrier;
c) provide, at the Permit Holder’s expense, a minimum of one (1) toilet at the
outdoor Event for every 240 people in attendance;
d) ensure the outdoor Event is completely vacated by 11:00 p.m. unless a different
time is approved in writing by the Director;
e) it is approved in accordance with all applicable policies and by-laws that apply to
the outdoor location where the outdoor Event will take place; and
f) comply with the notice provisions in subsection 6.4.3 of this Policy.
6.4.3 Outdoor Event - Notice Provisions
a) For all outdoor Events, the Permit Holder shall give written notification of the
Event, including a detailed physical sketch identifying the physical boundaries, to
the following local authorities:
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1. Municipal Clerk’s Department
The Corporation of the Town of Aurora
Attention: Director of Customer & Legislative Services/Town Clerk
100 John West Way, Box 1000
Aurora, ON L4G 6J1
2. Police
York Regional Police
17250 Yonge Street
Newmarket, ON L3Y 4W5
3. Fire
Central York Fire Services
984 Gorham Street
Newmarket, ON L3Y 1L8
4. Health Department
The Regional Municipality of York
17250 Yonge Street
Newmarket, ON L3Y 4W5
b) If a tent, marquee, pavilion or tiered seating is used, the Town’s Building & By-
law Services Department shall also be notified in writing by the Permit Holder.
c) The notification for all outdoor Events shall be given:
At least thirty (30) days before the Event is to take place if fewer than
5,000 people per day are expected to attend the Event; or
At least sixty (60) days before the Event is to take place if 5,000 people or
more per day are expected to attend the Event.
d) Additional notice periods may be required in accordance with other Town
Policies.
6.5 Multiple Day Event
6.5.1 Multiple Day Event - Requirements
A Permit Holder shall meet the following requirements for an Event to be identified as a
multiple day Event:
a) each Event is one in a series of Events;
b) the application for the Facility Permit is for all of the Events (multiple dates);
c) the nature, purpose, location and target audience of each of the Events (multiple
dates) are the same; and
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d) as a result of doing so, the Permit Holder is not operating an ongoing business,
or does not appear to be doing so.
6.5.2 Multiple Day Event - Conditions
A Permit Holder who meets the requirements of a multiple day Event shall satisfy the
following conditions, as a requirement of the Facility Permit for a multiple Day Event:
a) provide the location where the Alcohol sold under the Special Occasion Permit is
to be stored;
b) store the Alcohol in a secure area that is not a dwelling;
c) ensure that the Alcohol is stored separately from any Alcohol not purchased
under the Special Occasion Permit;
d) provide Parks & Recreation Services with a list of persons with access to the
location; and
e) ensure that the Alcohol is made available to the Town, AGCO Inspectors and
York Regional Police for inspection upon request.
6.6 Exceptions
All Events targeted exclusively or primarily to youth under the legal, provincial drinking
age of nineteen (19) years are not eligible to receive a Facility Permit, and therefore are
not eligible to hold an Event requiring a Special Occasion Permit at any Premises.
7. DESIGNATION OF PREMISES
7.1 Facilities
7.1.1 Facilities – Eligible
An Event may be eligible for a Facility Permit, subject to section 6 of this Policy where
such Event requires a Special Occasion Permit, to be held in specific rooms or in
general public or common areas/spaces located in the following Facilities:
a) Aurora Community Centre;
b) Aurora Seniors Centre;
c) Aurora Town Hall;
d) Church Street School Cultural Centre;
e) Factory Theatre;
f) Highland Park Clubhouse; and
g) Victoria Hall.
7.1.2 Facilities - Non-Eligible
An Event that is to be held in the following Facilities, where Alcohol is prohibited, is not
eligible for a Facility Permit:
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a) Club Aurora Fitness Centre;
b) All change rooms, washrooms, locker rooms, pools, pool decks, and pool viewing
galleries that are located in Town Facilities;
c) All rooms, general public or common areas or spaces located in Facilities not
specifically designated in section 7.1.1 of this Policy as eligible; and
d) All other Town Facilities not specifically designated in section 7.1.1 of this Policy
as eligible.
7.2 Parks
7.2.1 Parks – Eligible
A Facility Permit is eligible for an Event, subject to section 6 of this Policy, requiring a
Special Occasion Permit, in the following Parks:
a) Fleury Park;
b) Highland Park;
c) Lambert Willson Park;
d) Machell Park; and
e) Town Park.
7.2.2 Parks - Non-Eligible
Parks where Alcohol is prohibited, and therefore not eligible for a Facility Permit, shall
include:
a) Baseball diamonds;
b) Soccer fields;
c) Trail areas;
d) All change rooms and washrooms located in Town Parks; and
e) All other Town Parks, including outdoor public areas, not specifically designated
in section 7.2.1 of this Policy as eligible.
7.3 Exceptions
Premises which are not identified in subsections 7.1.1 and 7.2.1 of this Policy as eligible
and not prohibited under subsections 7.1.2 and 7.2.2 of this Policy may be designated
as permitted Premises for an Event, under a Facility Permit, subject to the written
approval of the Director, prior to the Permit Holder submitting an Application for a
Special Occasion Permit with the AGCO.
6. FACILITY PERMIT
6.1 General
A Permit Holder shall,
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a) Be of the provincial legal drinking age of nineteen (19) years; and
b) Submit an Application for a Facility Permit, attached to this Policy as Schedule
“A”, to Parks & Recreation Services and receive the necessary approval from the
Town prior to the Permit Holder submitting an Application for a Special Occasion
Permit with the AGCO.
6.2 Application for a Facility Permit
The Permit Holder shall be required to sign and return one (1) original signed copy of
the Application for a Facility Permit, attached to this Policy as Schedule “A”, to Parks &
Recreation Services:
a) thirty (30) days prior to the commencement of the Event (or the commencement
of the first Event in the case of a multiple day Event), to be held at a Facility; or
b) sixty (60) days prior to the commencement of the Event (or the commencement
of the first Event in the case of a multiple day Event, to be held at a Park.
6.3 Evaluation
When reviewing an Application for a Facility Permit, Parks & Recreation Services shall
consider but are not limited to the following:
a) the nature, type and purpose of the Event, subject to section 6 of this Policy;
b) the location of the Event, to be held at an eligible Premises, subject to section 7
of this Policy;
c) the date and day of the week when the Event is to be held and, if applicable, the
date and day of the week the Event was last held;
d) for each date of the Event, the time that set-up or assembly will commence, the
time that the Event will commence, and the time that the Event will finish
including clean-up time;
e) the number and type of participants involved in the Event, including, but not
limited to, individuals, bands, and security;
f) for a Public Event, if applicable, evidence that the conditions in section 6 of this
Policy have been satisfied;
g) for an Industry Promotional Event, if applicable, evidence that the conditions in
section 6 of this Policy have been satisfied;
h) for a multiple day Event, if applicable, the dates and days of the week when the
Event is to be held and, if applicable, the dates and days of the week the Event
was last held;
i) for an outdoor Event, if applicable, evidence that the conditions, including the
notice provisions in section 6 of this Policy, have or will be satisfied, as outlined;
j) impact upon neighbouring properties and users;
k) proximity to public transportation services;
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l) adequate availability of space, parking and washrooms;
m) no unreasonable risk to public safety or the public interest;
n) any Fees and Charges, if applicable;
o) the Permit Holder shall be 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;
p) compliance with the Liquor Licence Act and all relevant federal, provincial and
municipal statues, regulations and by-laws pertaining to the Event; and
q) any additional information or documentation for the purposes of administering the
Application for a Facility Permit, as requested by the Director.
6.4 Authority
The Director shall have the authority to grant, refuse or grant with conditions a Facility
Permit for an Event requiring a Special Occasion Permit to be held at an eligible Facility
and/or Park identified in section 7 of this Policy.
9. TERMS AND CONDITIONS
9.1 General
As a condition of the Facility Permit, a Permit Holder shall:
a) Provide proof to Parks & Recreation Services that the appropriate Special
Occasion Permit has been secured fourteen (14) days prior to the Event date;
b) Ensure that all volunteers, workers and other staff involved in the selling and/or
serving of liquor hold a Smart Serve certificate and/or other program certificate
approved by the Board of AGCO and that a copy of such certificate shall be
provided to Parks & Recreation Services fourteen (14) days prior to the Event
date;
c) Provide to the Parks & Recreation Services a copy of a valid Insurance
Certificate for General Liability Insurance, as outlined in section 15 of this Policy,
clearly designating the Town as an additional insured, fourteen (14) days prior to
the Event; and
d) Indemnify the Town by returning two (2) original signed copies of the Waiver,
Release and Indemnity, attached to the Policy as Schedule “B”, to Parks &
Recreation Services fourteen (14) days prior to the Event date, as required in
section 16 of this Policy.
9.2 Risk-Based Conditions
In addition to the one or more risk-based permitting conditions that may be attached to a
Special Occasion Permit by the AGCO, the Permit Holder shall comply with the rules
and procedures in section 10 of this Policy, as a requirement of the Facility Permit.
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10. RULES AND PROCEDURES
10.1 Prohibited Methods and Practices
A Permit Holder shall:
a) Not supply Alcohol to any person except in accordance with the conditions of the
Facility Permit;
b) Not require a person to purchase a minimum number of drinks in order to gain
entry to, or remain on, the Premises;
c) Not engage in or allow practices which may tend to encourage the immoderate
consumption of Alcohol by a person attending the Event;
d) Ensure that the price of Alcohol or a drink containing Alcohol is the same during
all hours of operation of the Event;
e) Not permit contests on the Premises to which the Facility Permit applies that
involve the purchase or consumption of Alcohol; and
f) Not permit free Alcohol to be offered or given to a customer as a prize in a
contest.
10.2 Conditions
A Permit Holder shall:
a) Be present at all times during the Event;
b) Post the Special Occasion Permit in a visible place on the Premises to which the
Facility Permit applies or shall keep it in a place where it is readily available for
inspection;
c) Ensure that Alcohol sold and served is from an authorized government retail
store (LCBO, LCBO Agency Store, the Beer Store or authorized manufacturer’s
retail store);
d) Post the receipt(s) for the Alcohol purchased, if any, in a visible place on the
Premises to which the Facility Permit applies or shall keep it in a place where it is
readily available for inspection;
e) Provide security sufficient to ensure that unauthorized persons do not attend the
Event and to ensure that the conditions of the Facility Permit and requirements of
the Liquor Licence Act are observed, as outlined in section 12 of this Policy;
f) Ensure that no Alcohol is sold or served from a vending machine on the
Premises to which a Facility Permit applies;
g) Ensure that Alcohol is sold and served only during the hours specified on the
Facility Permit;
h) Not sell or serve Alcohol unless there is a supply of food sufficient to serve the
persons attending the Event to which the Facility Permit applies, where such food
shall be made available not later than 30 minutes after Alcohol is first served and
shall remain available until the bar closes;
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i) Ensure that a minimum 30% of the Alcoholic purchased for sale or consumption
at the event is low-alcohol in nature (e.g. light beer, wine and alcohol spirits);
j) Ensure that non-alcoholic beverages are also available for the duration of the
Event either free of charge or at a lower price than alcoholic beverages;
k) Promote a safe transportation strategy by ensuring:
i) promotion of a Designated Driver (DD) program on signs, required under
section 13 of this Policy;
ii) promotion of taxis, buses or other forms of alternative transportation on
signs at the Event, required under section 13 of this Policy;
iii) calling of a friend, relative, or taxi to assist intoxicated drivers; or
iv) if necessary, calling of York Regional Police.
l) Ensure that no person shall sell or supply Alcohol to a person under nineteen
(19) years of age.
m) Ensure that no person shall sell or supply Alcohol to any person who appears to
be under nineteen (19) years of age.
n) Ensure that, before Alcohol is sold or served to any person apparently under the
age of nineteen (19), an item of identification of the person is inspected. The
following types of identification are prescribed for the purpose of this Policy:
i) a driver’s licence issued by the Province of Ontario with a photograph of
the person to whom the licence is issued;
ii) a Canadian passport;
iii) a Canadian citizenship card with a photograph of the person to whom the
card was issued;
iv) a Canadian Armed Forces identification card;
v) a secure certificate of Indian status issued by the Government of Canada;
vi) a photo card issued by the LCBO;
vii) a permanent resident card issued by the Government of Canada; or
viii) a photo card issued under the Photo Card Act, 2008.
o) Ensure that if a condition of the Facility Permit prohibits the entry of persons
under nineteen (19) years of age at the Premises to which the permit applies,
then an item of identification listed in subsection (n) shall be inspected before
admitting a person apparently under that age to the Premises;
p) Ensure that no person enters behind the bar during the hours that Alcohol is sold
or served unless the person is,
i) an employee or other person authorized by the Permit Holder to enter
behind the bar;
ii) an employee of the AGCO;
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iii) a police officer;
iv) a government inspector, Employee, or Volunteer who is in the course of
carrying out his or her duties; or
v) a licensed representative of a manufacturer who is in the course of
carrying out his or her duties.
q) Ensure that the police officers acting in the course of their duties are given
access to the Premises to which the Facility Permit applies and to the adjacent
washrooms, Alcohol and food preparation areas under the exclusive control of
the Permit Holder;
r) Ensure inspectors employed by the AGCO are given access to carry out
inspections for the purpose of determining where there is compliance with the
Liquor Licence Act and its regulations;
s) Ensure that all volunteers, workers and other staff involved in the Event shall
refrain from consuming alcohol prior to and during the Event;
t) Not permit drunkenness, unlawful gambling or riotous, quarrelsome, violent or
disorderly conduct to occur on the Premises to which the Facility Permit applies
or in the adjacent washrooms, Alcohol and food preparation areas and storage
areas under the exclusive control of the Permit Holder;
u) Display signs as required in section 13 of this Policy;
v) Ensure that all bottles remain behind the licensed bar area. Alcohol shall be
served in non-glass containers, with the exception of glassware and table service
which may be permitted in specified locations with the written approval of the
Director. Wine glasses may be placed on tables and used only during a sit-down
Event; and
w) Ensure that all signs of the sale and service of Alcohol are cleared within 45
minutes of the end time stated on the Facility Permit, where this includes the
removal of all containers with partially or fully consumed Alcohol contents.
10.3 Information and Returns
A Permit Holder shall:
a) Keep records describing all purchases, sales and stocks of Alcohol under the
Special Occasion Permit; and
b) Keep the records for six (6) months and shall provide them to the Town upon
request.
11. ADVERTISING
a) A Permit Holder for a Private Event is not permitted to advertise or promote
Alcohol or the availability of Alcohol;
b) A Permit Holder for a Public Event or Industry Promotional Event may advertise
or promote the availability of Alcohol only in accordance with the Advertising
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Guidelines of the AGCO.
12. SECURITY
12.1 General
a) The Permit Holder shall provide security sufficient to ensure that unauthorized
persons do not attend the Event and to ensure that the conditions of the Facility
Permit and requirements of the Liquor Licence Act are observed.
b) In determining whether security is sufficient, the Permit Holder shall consider:
i) the nature of the event;
ii) the size of the Premises; and
iii) the age and number of persons attending the Event.
c) All costs associated with providing sufficient security shall be borne by the Permit
Holder.
12.2 Security Plan
a) The Permit Holder, at the discretion of the Director, shall submit a security plan
when an Event is publicly advertised or when an anticipated attendance or the
type of Event warrants such a plan.
b) All costs associated with the security plan shall be borne by the Permit Holder.
13. NOTIFICATION
The following temporary signs shall be displayed by the Permit Holder prominently in
specific designated areas, in sizes and quantities suitable to the space, as identified by
the Parks & Recreation Services:
a) Accountability Statement
Name of Sponsor/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
b) 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
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families, friends and the community.
c) No “Last Call” Statement
There will be no “Last Call” announcement prior to the bar closing.
d) Sandy’s Law
The consumption of alcohol during pregnancy is the cause of Fetal Alcohol
Spectrum Disorder.
e) Ticket Sales for Liquor Statement
No more than two (2) tickets per person may be redeemed at any one time.
14. NON-COMPLIANCE
14.1 Failure to Comply
A violation occurs when a Permit Holder fails to:
a) Comply with the requirements set out in this Policy;
b) Comply with the requirements and regulations of the Liquor Licence Act;
c) Comply with all applicable 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;
d) Comply with all federal and provincial statutes that apply to the use of the
Premises and/or holding of the Event (including, but not limited to, the Smoke-
Free Ontario Act and Occupiers’ Liability Act); or
e) Ensure all individuals attending the Event, including Event workers, comply with
this Policy.
14.2 Procedures
14.2.1 Reporting of Violations
A Permit Holder shall:
a) Where a Premises is staffed by an Employee or Volunteer, report all violations to
the designated Employee or Volunteer at the Premises as soon as possible, or if
an Employee or Volunteer cannot be located, to Parks & Recreation Services at
Town Hall by the start of the next working day, and Parks & Recreation Services
staff shall file an Incident/Accident Report;
b) Where a Premises is not staffed by an Employee or Volunteer, report all
violations to Parks & Recreation Services at Town Hall by the start of the next
working day, and Parks & Recreation Services staff shall file an Incident/Accident
Report;
c) Notify, as appropriate and as soon as possible, Employees, Volunteers, York
Regional Police, Central York Fire Services, Municipal Law Enforcement Officer,
Building Inspector and/or an Inspector of the AGCO.
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14.2.2 Responding to Violations
a) The Permit Holder, Employees, Volunteers, a member of the York Regional
Police, Central York Fire Services, Building Inspector, Municipal Law
Enforcement officer and/or an Inspector of the AGCO can intervene when he/she
encounters a violation, or in response to a violation, of this Policy and/or the
Special Occasion Permit.
b) Parks & Recreation Services shall be responsible for collecting, recording and
forwarding all information regarding a situation/incident to the Director;
c) The Director shall be responsible for investigating, resolving and determining
sanction, if any, on all reported Policy or procedure violations that occur at an
Event.
d) As the Director may terminate, suspend or modify the privileges of the individual
or organization found to have violated the provisions of this Policy, individuals
who have been banned from Premises for more than 24 hours will be notified of
the ban in writing.
14.3 Penalties
A Permit Holder who fails to comply, as outlined in section 14.1 of this Policy, is subject
to penalties that shall include, but are not limited to the following:
a) immediate correction and/or shut down of an Event, at the discretion of an
Employee who is a Facility Manager or Supervisor or an individual having
operational jurisdiction over the Facility or Park on behalf of the Town;
b) loss of their entire or a portion of their deposit to pay for corrective action,
additional costs or damages, as may be determined by the Director;
c) loss of privilege to hold a future Event involving a Special Occasion Permit in a
Facility and/or Park, as may be determined by the Director;
d) involvement of York Regional Police, if necessary;
e) involvement of the AGCO, if necessary;
f) such other action, including permanent banning from Facilities and/or Parks, or
long term/indefinite suspension of future Premises rental privileges, as may be
determined by the Director; and/or
g) notwithstanding this Policy, the Town reserves to itself, all legal rights and
remedies it may have in relation to the activities of the Permit Holder.
15. INSURANCE
The Permit Holder shall provide a certificate of insurance confirming General Liability
insurance fourteen (14) days prior to the Event. The limit shall be no less than Five
Million Canadian Dollars ($5,000,000.00 CAD) per occurrence and coverage shall
include but not be limited to bodily injury including death, personal injury, property
damage including loss of use thereof, contractual liability, liquor liability up to the full
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policy limits and contain a cross liability clause. The Corporation of the Town of Aurora
shall be named as an additional insured.
16. INDEMNIFICATION
16.1 General
The Permit Holder shall indemnify and save harmless the Town and its Employees and
Volunteers from any and all claims, demands, causes of action, losses, costs or
damages that the Town may suffer, incur or be liable for, resulting from the Permit
Holder’s, Event workers and agents performance, actions and negligent acts or
omissions in connection with the holding of an Event involving the issuance of a Facility
Permit and the serving of Alcohol on Premises.
16.2 Waiver, Release and Indemnity
The Permit Holder shall be required, as a condition of the Facility Permit, to sign and
return two (2) original signed copies of the Waiver, Release and Indemnity, attached to
this Policy as Schedule “B”, to Parks & Recreation Services, fourteen (14) days prior to
the commencement of the Event (or the commencement of the first Event in the case of
a multiple day Event), as required in subsection 9.1 of this Policy.
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SCHEDULE “A” to Policy No. 81
Application for a Facility Permit
SCHEDULE “B” to Policy No. 81
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 section 6 of the Municipal Alcohol Policy)
______________________________________________________________________
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Municipal Alcohol Policy – Policy No. 81 Page 22 of 23
Designation of Premises:
(as outlined in section 7 of the Municipal Alcohol Policy)
______________________________________________________________________
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);
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 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.
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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:
__________________________________
Name of Witness (Please Print):
__________________________________
Signature of Witness:
__________________________________
Dated: ___________________________
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.
Page 29 of 43
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Memorandum
Community Services
Re: Third Party Events Policy Review
To: Parks and Recreation Advisory Committee
From: John Firman, Manager, Business Support
Date: September 18, 2025
Recommendation
1. That the memorandum regarding Third Party Events Policy Reveiw be received; and
2. That the Parks and Recreation Advisory Committee comments regarding the Third
Party Events Policy Review be received and referred to staff for consideration and
further action as appropriate.
Background
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.
Analysis
Staff are currently reviewing the policy with internal stakeholders and referencing
external stakeholder feedback. Staff are requesting feedback and recommendations
from the Parks and Recreation Advisory Committee to help inform the policy update,
which will be taken to Council for approval in December.
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
Square, staff are looking to broaden the scope of this policy to include indoor events.
Page 30 of 43
Third Party Events Policy Review
September 18, 2025 Page 2 of 2
Parks and Recreation Advisory Committee members are invited to submit any
comments and recommendations to Nicole Allison (nallison@aurora.ca) no later than
Thursday, October 16, 2025.
Attachments
1. Third Party Events in Outdoor Town Facilities Policy
Page 31 of 43
Title of Policy: Third Party Events in Outdoor Town
Facilities Affects: All Employees, Elected Officials and
the Public
Section: Business Support Replaces: N/A
Original
Policy Date: NEW Revision Date: N/A
Effective Date: September 10, 2013 Next Review Date: As Required
Prepared By: Parks and Recreation Services Approval Authority: Council
1.0 PURPOSE
a) To ensure consistency in the use and delivery of services related to Events organized and
operated by third parties in Outdoor Facilities;
b) To provide a clear definition of Events permitted to operate in Outdoor Facilities;
c) To provide guidelines that help ensure the highest quality and safest conditions for attendees and
organizers of Events in Outdoor Facilities.
d) To establish uniform criteria and procedures that support consistent implementation of this Policy;
e) To ensure a balance between the need for Events, and casual/regular use of Outdoor Facilities in
order to benefit the entire community;
f) To provide clear guidelines for an effective and efficient application and approval process; and
g) To provide clarity for Employees and the Permit Holder as to the level of support and resources
available from the Town.
2.0 APPLICATION
2.1 This Policy applies to all special events, other than Town run events, that take place in Outdoor
Facilities owned and/or operated by the Town, and not otherwise specifically addressed in the Sports
Field and Park Use Policy or the Municipal Alcohol Policy.
2.2 This Policy applies to 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.
2.3 This Policy applies to any event open to the general public to attend and/or to which an admission fee
applies.
2.4 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.
2.5 This Policy does not apply to requests for park/field rentals related to the normal use of Outdoor
Facilities for which it was intended, such as sporting events, tournaments, group picnics, etc.
2.6 If it is unclear as to whether or not this Policy applies to a particular event, final determination shall be
made by the Director of Parks and Recreation Services.
TOWN OF AURORA
Parks and Recreation Services Department
Corporate Policies, Programs and Procedures
Third Party Events in Outdoor Town Facilities – Policy No. 75
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3.0 DEFINITIONS
In this Policy, the following words have the following meanings:
a) “AODA” means the Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11;
b) “Charge-backs” means expenses paid and incurred by the Town on behalf of the Special Event
Planner and are charged back to the Permit Holder, including but not limited to materials,
equipment, rentals, and Employee costs associated with supporting the event;
c) “Council” means the Council of The Corporation of the Town of Aurora;
d) “Director” means the Director of Parks & Recreation Services for the Town or his/her designate or
successor;
e) “Employee” or “Employees” means a full-time, part-time, casual and temporary employee of the
Town, and includes contract staff and volunteers of the Town;
f) “Event” or “Events” means an organized and planned occurrence, occasion, or party that is held at
an Outdoor Facility by the Permit Holder under the authority of a Facility Permit, and covers the
set-up, tear down, clean-up and other ancillary activities that occur in, on or around any Outdoor
Facility related to the preparations for, conduct of or finalization of the Event and use of the
Outdoor Facility;
g) “Event Planning Team” means an Employee(s) from any Town Department whose participation is
required for the planning and/or implementation of the Event. This team shall be convened and
lead by the Facility Bookings Administrator;
h) “Facility Bookings Administrator” means an Employee of Parks & Recreation Services;
i) “Facility Permit” means a Facility Contract/Permit issued by Parks & Recreation Services under
this Policy for an Outdoor Facility;
j) “Fees and Charges By-law” means the by-law that includes the schedule of fees and charges for
municipal services, activities and the use of property within the Town of Aurora, as may be
amended from time to time;
k) “Outdoor Facility” or “Outdoor Facilities” means any Town owned/or operated park, sports field, or
other outdoor property.
l) “Parks & Recreation Services” means the Parks & Recreation Services Department for the Town;
m) “Permit Holder” means any person or organization who: (i) is responsible for being the primary
contact person for the planning of the Event on behalf of the person or organization that is holding
the Event, and (ii) is attending and agrees to be responsible for the Event, as identified on a
Facility Permit;
n) “Planning Phase” means the development of goals, objectives, and strategies for the Event life
cycle, including scope, action planning, resource requirements, and budget;
o) “Policy” means this Third Party Events in Outdoor Facilities – Policy No. XX;
p) “Site Plan” means a proposed Site Plan that outlines where activities, equipment, and amenities
will be located, including but not limited to vehicles, access points, tents, food operating areas,
additional washrooms; and
q) “Town” means The Corporation of the Town of Aurora.
4.0 DEFINITION OF ROLES – EVENT MANAGEMENT FRAMEWORK
4.1 A management framework ensures that there is an established process to maximize efficiency and
communication, thereby increasing role clarity for Employees, the Facility Bookings Administrator, and
the Permit Holder.
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Town of Aurora – Corporate Policies, Programs and Procedures
Third Party Events in Outdoor Town Facilities – Policy No. 75 Page 3 of 8
Parks and Recreation Services Department:
Shall oversee the implementation and execution of the Policy and shall be the coordinating department
for events requiring support from multiple Town departments/divisions.
Permit Holder (Event Planner):
Is the representative from the organization who will be the primary contact person with the Town.
Facility Bookings Administrator
Is the staff member from Parks and Recreation Services who will be the primary liaison with the Permit
Holder and the organization holding the Event.
Event Planning Team
Shall include Employee(s) from any Town Department whose participation is required for the planning
and/or implementation of the Event. This team shall be convened and lead by the Facility Bookings
Administrator
5.0 APPLICATION PROCESS
5.1 The Event Application (Appendix “1”) and a copy of this Policy can be obtained from the Facility
Bookings Administrator or from the Town’s website.
5.2 Applicants must submit a completed Event Application and preliminary Site Plan a minimum of sixty
(60) days prior to the proposed Event date.
5.3 Depending on the nature and scope of the event, applications may be accepted with less than sixty (60)
days’ notice at the discretion of the Director; however, the Town cannot guarantee the application can
be processed in time to provide approval for the Event.
5.4 The application must include the name and contact information for the designated Permit Holder as the
primary contact for Town staff.
5.5 The Facility Bookings Administrator shall review the application and contact the applicant to complete
an Event Questionnaire (Appendix 2).
5.6 The Facility Bookings Administrator shall provide the completed application, questionnaire and any
other relevant information to the Director for review and approval or denial of the application.
5.7 Applications for any Event permit, excluding sporting events and tournaments, that meet any of the
following criteria, will be referred to Council for consideration:
a) restricts public access to the Outdoor Facility;
b) requires any fencing of an Outdoor Facility (however, fencing required for an Event where alcohol
will be served shall be approved in accordance with the Municipal Alcohol Policy);
c) is for an Event that is planned to be held over more than one (1) consecutive day; or
d) requires the support of Employees or resources not currently budgeted for or available within
normal operating procedures.
5.8 Any application requiring Council review in accordance with section 5.7 must be submitted a minimum
of one hundred and twenty (120) days prior to the Event date.
5.9 Town Council, upon review and consideration of an application received in accordance with section 5.7,
shall provide the Director with direction to:
a) Review the application and approve or deny it in accordance with this Policy;
b) Deny the application without further review; or
c) Approve the application and administer/issue the Facility Permit in accordance with this and other
applicable Town Policies.
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Third Party Events in Outdoor Town Facilities – Policy No. 75 Page 4 of 8
6.0 APPROVAL PROCESS
6.1 The Town, at the discretion of the Director, reserves the right to modify an Event or deny an application,
in accordance with this and/or other Town policies.
6.2 The event must abide by all of the following:
a) all municipal, provincial and federal laws;
b) all Town policies, procedures, and by-laws; and
c) all health and safety rules and regulations administered by York Region Police, Central York Fire
Services, and York Region Public Health.
6.3 To be considered for a Facility Permit, an Event must provide a meaningful public benefit and must
have a direct impact on one or more of the following areas:
a) arts and heritage;
b) culture;
c) education;
d) health and wellness;
e) physical fitness;
f) enriches the character and identity of the Town;
g) create unique or innovative experiences; and/or
h) extends the overall range and mix of programming currently offered by the Town.
6.4 When reviewing Facility Permit requests for Events, the Town will consider the following:
a) Events with significant municipal importance that attract international, national, provincial, regional
participants;
b) historic Events in good standing;
c) an Event that is held in partnership with the Town;
d) an Event that is consistent with the normal intended use of the facility;
e) limitations or restrictions on public access to the Outdoor Facility for the normal intended use of
that Outdoor Facility;
f) impact, including but not limited to damage and cost to repair the Outdoor Facility;
g) degree to which the applicant requires services-in-kind from the Town;
h) the Event and applicant is not-for-profit;
i) duration of the Event;
j) the number of participants expected; and
k) support for the Town’s Vision, Mission and Values, by being accessible, safe and sustainable.
7.0 FEES, PAYMENTS AND PERMITS
7.1 All applicable fees included in the Fees and Charges By-Law shall be the sole responsibility of the
Permit Holder.
7.2 All fees applicable in accordance with section 7.1 may only be waived by authority of Council.
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7.3 In addition to fees applicable in section 7.1, the Director at his/her 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 organizer.
7.4 All Charge-backs applicable in accordance with section 7.3 shall be determined on a cost-recovery
basis.
7.5 All fees applicable in accordance with this Policy must be received at the time the Facility Permit is
approved by the Town.
7.6 An administration fee shall be levied for any payments returned as insufficient funds.
8.0 CANCELLATIONS AND REFUNDS
8.1 The Town, at the sole discretion of the Director, reserves the right to cancel any scheduled Event and
revoke any Facility Permit:
a) when the Outdoor Facility is needed for a Town Event or an Event of municipal significance;
b) due to weather or Outdoor Facility conditions;
c) in order to ensure public safety; or
d) if the Permit Holder fails to comply with the requirements of the Facility Permit or any other
provision of any applicable Town policies, procedures, and by-laws, or for any other reason that
the Director deems appropriate in his/her sole and absolute discretion.
8.2 In the event the Town cancels the Facility Permit and a suitable alternate date is not available for the
Event, a full refund shall be provided to the Permit Holder.
8.3 Refunds, less expenses already incurred by the Town, shall be provided only upon receipt of written
notice to cancel the Event a minimum of six (6) weeks prior to the Event start date.
8.4 In the event that the Permit Holder cancels the Event, any expenses incurred by the Town, including
but not limited to future commitments made in order to secure necessary resources for the Event, shall
be and remain the responsibility of the Permit Holder.
9.0 PERMITS
9.1 The Director (or Council, where approval is required) will attach such terms and conditions to a Facility
Permit as deemed necessary to ensure public safety, the safety of Town staff, protect Town property or
maintain the enjoyment of the Outdoor Facility for the public.
9.2 The Director may impose additional conditions regarding noise and the playing of music,
notwithstanding the Town’s Noise By-law Number 4787-06.P, as may be amended.
9.3 Prior to a Facility Permit being issued by the Town, the following information shall be received by the
Town from the applicant:
a) the full amount of any outstanding arrears owed to the Town as a result of a previous Facility
Permit;
b) payment of all fees applicable to the issuance of the Facility Permit;
c) payment of security deposit, if applicable;
d) copy of the Permit Holder’s Certificate of Insurance in accordance with the specific requirements
as stated by the Town in the application process and in this Policy;
e) copy of all applicable licenses and permits required from other governments and agencies to
permit the Event;
f) Site Plan that includes accessibility features, in compliance with the AODA, if required; and
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Town of Aurora – Corporate Policies, Programs and Procedures
Third Party Events in Outdoor Town Facilities – Policy No. 75 Page 6 of 8
g) any additional requirements as determined by the Director.
10.0 INSURANCE
10.1 The Permit Holder must maintain a certificate of General Liability for the Event in an amount no less
than Five Million Dollars ($5,000,000), or such other amount as may be determined by the Director.
Automobile insurance, or any other additional insurance coverage related to the Event, may be required
at the discretion of the Director.
10.2 Any insurance coverage provided by the Permit Holder must indicate that the Town has been added as
an additional insured on the insurance policy. Evidence of this insurance must be provided to the Town
prior to the Event date.
10.3 Prior to the Event Date, the Permit Holder must agree to indemnify and hold the Town harmless from
and against any liability, loss, claims, costs and expenses, including legal fees, occasioned wholly or in
part by negligence or acts of omissions by the Permit Holder and the Permit Holder’s invitees, during
the use of the Outdoor Facility.
11.0 EVENT PLANNING
11.1 The Event Planner shall provide the Facility Bookings Administrator with a final and complete Site Plan
no later than fourteen (14) days of the application approval or thirty (30) days prior to the Event date,
whichever is sooner.
11.2 Depending on the nature and scope of the event, the final Site Plan may be required sooner at the
discretion of the Director.
11.3 The Event Planner shall coordinate with the Facility Bookings Administrator and provide any
information requested by and/or meet with the Facility Bookings Administrator and/or the Event
Planning Team as required throughout the Planning Phase.
11.4 All aspects of the Site Plan are subject to the approval of the Director, and must be adhered to
thereafter for the duration of the Event.
11.5 The Permit Holder is solely responsible for all applicable licences and permits that may be required for
all aspects of the event by any level of government or agency.
11.6 The Permit Holder is solely responsible for ensuring the Event complies with all other applicable Town
By-Laws, policies and procedures.
12.0 RESOURCES
12.1 All resources required for the set-up, operation, and clean-up of the Event are the responsibility of the
Permit Holder.
12.2 The Facility Permit fee charged in accordance with the Fees and Services By-Law includes the delivery
and set-up of a maximum of six (6) picnic tables and six (6) waste receptacles only, the provision of
which is subject to availability.
12.3 Any and all additional requests of Town resources, including labour costs, shall be the sole
responsibility of the Permit Holder, and will be charged back by the Town accordingly.
12.4 All costs, including but not limited to any Town fees and Charge-backs associated with resources
requested of the Town are the responsibility of the Permit Holder.
13.0 UTILITIES AND EQUIPMENT
13.1 The use of water and hydro service will be allowed only in those areas specified by Employees.
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Third Party Events in Outdoor Town Facilities – Policy No. 75 Page 7 of 8
13.2 Installation and/or use of any utilities and equipment approved for the Event are the responsibility of the
Permit Holder, and are subject to inspection and approval by Employees or other agencies required by
law or regulation, or as deemed appropriate by Employees.
13.3 Installation, maintenance, and costs associated with any and all fencing required or approved in
accordance with section 5.7 shall be the sole responsibility of the Permit Holder.
14.0 VEHICLES IN OUTDOOR FACILITIES
14.1 The access of vehicles to Outdoor Facilities is for the purpose of Event set-up and take-down only,
unless otherwise authorized in writing by the Director, and will be restricted to designated areas as
approved by the Director.
14.2 The Permit Holder will ensure that vehicle access into the Outdoor Facility is controlled and monitored
throughout the Event at the access points designated, allowing entry to emergency vehicles only during
Event operating hours.
14.3 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.
14.4 The conduct of the vehicle operators involved before, during or after the Event will be the responsibility
of the Permit Holder. If an operator is operating a vehicle in any manner that Employees, at their sole
discretion, deem to be unsafe to the public or Employees within the Outdoor Facility, the vehicle will be
banned from the premises immediately and the vehicle operator will be banned from operating any
other vehicles within the Outdoor Facility. The work of loading and unloading any vehicle banned from
the premises will have to be conducted from a location outside of the Outdoor Facility.
14.5 The Site Plan, subject to Town approval, must include any vehicles which are to be left in the Outdoor
Facility during the Event.
14.6 The Permit Holder shall ensure that there will be no operation of motorized vehicles in the Outdoor
Facility from thirty (30) minutes prior to the Event start time and until thirty (30) minutes following the
Event end time, so that all pedestrian traffic may clear.
14.7 Designated service vehicles such as golf carts for transporting supplies or removing garbage may be
approved for use during Event hours upon approval of Employees on site. These vehicles must be
operated in a safe and responsible manner and if their operation is deemed to be unsafe to the public,
Employees or Employees at the Outdoor Facility, at their sole discretion, may ban their use for the
duration of the Event.
14.8 The Town reserves the right to revoke permission for any use of motorized vehicles due to weather,
Outdoor Facility conditions or any other reason deemed appropriate by Employees.
14.9 The cost to repair any damages to the Outdoor Facility in any way resulting from the use of motorized
vehicles will be the responsibility of the Permit Holder. Repair costs will be assessed and
communicated to the Permit Holder by the Town as soon as possible after the Event is completed.
15.0 GARBAGE/GREASE/WASTE WATER/WASHROOMS
15.1 The Permit Holder shall make arrangements for litter control, including the use of any grease and/or
recycling containers. Regular pick-up/changing/cleaning of waste containers is required in order to
ensure a sanitary environment, and shall be the responsibility of the Permit Holder.
15.2 Any pick-up/changing/cleaning of waste containers in accordance with section 15.1 must occur
between the hours of 7:00am – 11:00pm only, unless authorization is provided by the Director in
advance.
15.3 The Town may provide staffing for the removal of garbage as requested, however there will be a
charge-back for this service.
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Third Party Events in Outdoor Town Facilities – Policy No. 75 Page 8 of 8
15.4 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 attributed to the
clean-up of the permitted area in order to return the Outdoor Facility to its original pre-Event condition
will be charged back to the Permit Holder.
15.5 Employees will review the location of all services within the permitted area with the Permit Holder as
part of the Site Plan review process.
15.6 The Permit Holder shall provide at their expense, portable toilets for the duration of the Event at a ratio
of 1 portable toilet for every 240 participants.
15.7 Any cleaning/moving/maintenance of portable toilets and wash stations in accordance with section 15.6
must occur between the hours of 7:00am – 11:00pm only, unless authorization is provided by the
Director in advance.
16.0 DIGGING, STAKING OR FENCING ON TOWN PROPERTY
16.1 In many Outdoor Facilities, there are underground utilities buried below the surface of the ground. As
part of the Site Plan review, Employees must approve all locations where digging, staking, and fencing
or any other similar work is to take place.
16.2 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 (4) weeks’ notice is required in
order to facilitate utility locates.
16.3 The Town reserves the right to conduct and/or supervise any digging, staking or fencing installation,
and all costs associated will be the sole responsibility of the Permit Holder.
17.0 DAMAGES
17.1 All Outdoor facilities and any materials, equipment, chattels or natural assets within the Outdoor
Facilities must be protected from vandalism, crowd damage or excessive use during Events.
17.2 The Permit Holder, accompanied by Town staff, shall participate in a site visit on both the day prior to
and the day following the Facility Permit dates, for the purpose of assessing the Outdoor Facility
conditions.
17.3 The Town reserves the right to inspect the Outdoor Facility during the Event at the discretion of the
Employees.
17.4 The Permit Holder is responsible for any damages to the Outdoor Facility and/or anything contained
therein, as well as extra staff clean up required as a result of the Event.
18.0 PUBLIC ACCESS
18.1 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.
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100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Memorandum
Corporate Services
Re: Sport Plan Update – Status Report
To: Parks and Recreation Advisory Committee
From: Lisa Warth, Manager, Recreation
Date: September 18, 2025
Recommendation
1. That the memorandum regarding the Sport Plan Update – Status Report be received;
and
2. That the Parks and Recreation Advisory Committee comments regarding the Sport
Plan Update – Status Report be received and referred to staff for consideration and
further action as appropriate.
Background
Staff have been working with consultants from Optimus SBR over several months to
update and refresh the Sport Plan. The Sport Plan update was approved by Council in
May 2025 and this memorandum provides a summary of the update and plans to
implement the recommendations.
Analysis
The final Sport Plan update aligns with the current sport landscape.
The Sport Plan update confirms the Town will continue to actively invest in sport,
encourage greater collaboration with community partners and provides a framework to
assist in the delivery of grassroots sport. Aurora has a vibrant and thriving sport system,
home to over 30 Local Sport Organizations, (LSO’s) and more than 10 Community Sport
Organizations (CSO’s).
The Sport Plan update will act as a guide for Staff, LSO’s and CSO’s for delivering quality
sport programs in Aurora over the next five years and beyond. The focus is on
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Sport Plan Update – Status Report
September 18, 2025 Page 2 of 4
developing community partnerships, public engagement and investments that will
ultimately enhance sport delivery throughout the Town.
The plan focuses on four main pillars with several strategic initiatives for each pillar.
Four main pillars emerged during the development of the update. These are:
1. Leadership Development & Volunteer Support:
Strong leadership and continuously developing volunteers and future leaders are
essential steps to creating a sustainable, inclusive sports system. Volunteers,
coaches and administrators are the backbone of LSO’s and CSO’s and their
leadership shapes the success, ethics and inclusivity of community sport. By
fostering leadership, the Town can ensure long term growth and support for both
the sports system and participants.
Strategic initiatives to support this pillar include:
Identify, source and help provide sport leadership training to all LSO leaders,
including under resourced and under-represented groups.
Support the creation of leadership empowerment programming for those groups
not traditionally represented in sport leadership.
Create and provide administrative support tools and templates for LSO’s to
support leadership with operations and governance.
2. Sport Participant Engagement:
Increasing sport participation ensures that all residents have the opportunity to
engage in physical activity, foster healthier lifestyles and build stronger
community connections. By making sport accessible to all demographics, the
Town can enhance social cohesion, promote wellness and increase the overall
quality of life for residents.
Strategic initiatives to support this pillar include:
Identify and create opportunities for feedback to pinpoint the most prominent
barriers to enter sport in Aurora, across various resident and participant groups.
Collaborate with LSO’s and community partners to trial new, flexible
programming options
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Sport Plan Update – Status Report
September 18, 2025 Page 3 of 4
Develop comprehensive communications strategy to increase sport participation
3.Community Sport Sustainability:
LSO’s and CSO’s are the foundation of Aurora’s community sports system.
Supporting the sustainability of these organizations is critical to ensuring they
can continue to offer programs, recruit volunteers and maintain facilities. Without
this support, LSO’s and CSO’s may struggle with volunteer burnout,
administrative challenges and long-term viability.
Strategic initiatives to support this pillar include:
Develop a governance training program in collaboration with LSO’s
Create an online, self-serve hub for LSO’s and community partners that will
support the operations of organizations.
4.Sport Tourism
Sport Tourism has the potential to drive economic growth and enhance Aurora’s
profile by attracting visitors, athletes, and events to the Town. Hosting regional,
provincial and national sporting events brings direct economic benefits to local
businesses and helps promote Aurora as a vibrant, inclusive destination for sport
enthusiasts.
Strategic initiatives to support this pillar include:
Develop a structured review process to help determine and examine potential
sport tourism opportunities.
Build partnerships with national leaders in values-based sport to ensure positive
experiences and enhance Aurora’s exposure across the sport tourism landscape.
Engage other community partners to identify if/how they can support one off or
continuous sport tourism opportunities.
Next Steps
In order to action on the Pillars and strategic initiatives, the Town has created 3 sport
plan working groups. These are:
Leadership working group – to provide feedback on LSO/CSO trainings,
certifications, and programs needed to set sport groups up for success.
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Sport Plan Update – Status Report
September 18, 2025 Page 4 of 4
Environmental Scan working group – to provide feedback and assist in the
development of surveys, pilot projects, incentives and timelines to create an
environmental scan from the LSO and CSO perspective. The environmental scan
will set a baseline for participation which helps to measure growth in sport.
Governance working group – to provide feedback and input on the creation of a
club manual that will help LSO’s and CSO’s govern themselves and ensure best
practices and compliance to regulations.
These working groups are scheduled to start meeting by the end of September and the
work they do will set the path for the implementation of the sport plan by identifying
further strategies and tactics to achieve the expected outcomes of the 4 pillars.
Staff will report back on the work of the working groups and the progress of
implementing the sport plan at a later meeting of the Parks and Recreation Advisory
committee.
Attachments
None.
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