AGENDA - Council - 20150915COUNCIL
MEETING AGENDA
TUESDAY,SEPTEMBER 15,2015
7 P.M.
COUNCIL CHAMBERS
AURORA TOWN HALL
PUBLIC RELEASE
September 11,2015
TOWN OF AURORA
COUNCIL MEETING
AGENDA
Tuesday,September 15,2015
7 p.m.
Council Chambers
1.DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF
2.APPROVAL OF THE AGENDA
RECOMMENDED:
THAT the agenda as circulated by Legal and Legislative Services be approved.
3.ADOPTION OF THE MINUTES
Council Meeting Minutes of August 25,2015 pg.1
RECOMMENDED:
THAT the Council meeting minutes of August 25,2015,be adopted as printed
and circulated.
4.PRESENTATIONS
(a)Stephen Kimmerer,Sport Aurora pg.15
Re:Sport Plan
5.PUBLIC SERVICE ANNOUNCEMENTS
6.DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Council Meeting Agenda
Tuesday,September 15,2015 Page 2 of 5
7.ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
8.DELEGATIONS
9.CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
10.NOTICES OF MOTION/MOTIONS FOR WHICH NOTICE HAS BEEN GIVEN
(i)Notices of Motion
(a)Councillor Thom pg.37
Re:Council and Committee Meeting Agendas
(ii)Motions for Which Notice Has Been Given
(a)Councillor Kim pg.38
Re:Mavrinac Boulevard Land –Block 208
11.REGIONAL REPORT
12.NEW BUSINESS/GENERAL INFORMATION
13.READING OF BY-LAWS
RECOMMENDED:
THAT the following by-laws be given first,second,and third readings and
enacted:
5755-15 BEING A BY-LAW to exempt Blocks 113,116,117,118
and 119 on Plan 65M-4423 from Part-Lot Control
(Mattamy (Aurora)Limited).
(Memo –Council Item 3)
pg.39
5756-15 BEING A BY-LAW to exempt Blocks 153,154,156,160
and 161 on Plan 65M-4424 from Part-Lot Control (Arista
Homes (Aurora Trails)Inc.).
(Memo –Council Item 3)
pg.40
Council Meeting Agenda
Tuesday,September 15,2015 Page 3 of 5
5757-15 BEING A BY-LAW to exempt Lots 150 and 151,and
Blocks 152 and 163 on Plan 65M-4424 from Part-Lot
Control (Opus Homes (Aurora Trails)Inc.).
(Memo –Council Item 3)
pg.41
5759-15 BEING A BY-LAW to declare as surplus and sell
municipal lands (63 and 75 Eric T.Smith Way).
(Report PL15-054 –GC Closed Session –Jul.14/15)
pg.42
5760-15 BEING A BY-LAW to declare as surplus and sell
municipal lands (45 Eric T.Smith Way).
(Report PL15-061 –GC Closed Session –Aug.11/15)
pg.44
THAT the following confirming by-law be given first,second,and third readings
and enacted:
5762-15 BEING A BY-LAW to Confirm Actions by Council
Resulting from Council Meeting on September 15,2015.
pg.46
14.CLOSED SESSION
15.ADJOURNMENT
Council Meeting Agenda
Tuesday,September 15,2015 Page 4 of 5
AGENDA ITEMS
1.General Committee Meeting Report of September 8,2015 pg.16
RECOMMENDED:
THAT the General Committee meeting report of September 8,2015,be received
and the recommendations carried by the Committee be approved.
2.LLS15-055 –General Committee Closed Session Report of pg.25
September 8,2015
RECOMMENDED:
THAT Report No.LLS15-055 be received;and
THAT the following recommendation from the General Committee Closed
Session meeting of September 8,2015,be adopted:
1.A proposed or pending acquisition or disposition of land by the Town
or Local Board (section 239(2)(c)of the Municipal Act,2001);Re:
Closed Session Report No.CFS15-038 –Sale of Centre Street
Remnant Parcel of Land
THAT the confidential recommendations of General Committee in respect to
the Sale of Centre Street Remnant Parcel of Land be approved.
3.Memorandum from Director of Planning &Development Services pg.27
Re:Applications for Exemption from Part Lot Control
Mattamy (Aurora)Limited
Blocks 113,116,117,118 and 119,Plan 65M-4423
File No.:PLC-2015-04
(Council agenda –By-law Number 5755-15)
Arista Homes (Aurora Trails)Inc.
Blocks 153,154,156,160 and 161,Plan 65M-4424
File No.:PLC-2015-05
(Council agenda –By-law Number 5756-15)
Opus Homes (Aurora Trails)Inc.
Lots 150 and 151,Blocks 152 and 163,Plan 65M-4424
File No.:PLC-2015-06
(Council agenda –By-law Number 5757-15)
Council Meeting Agenda
Tuesday,September 15,2015 Page 5 of 5
RECOMMENDED:
THAT the memorandum regarding Applications for Exemption from Part Lot
Control,Mattamy (Aurora)Limited,Blocks 113,116,117,118 and 119,Plan
65M-4423,File No.:PLC-2015-04;and Arista Homes (Aurora Trails)Inc.,Blocks
153,154,156,160 and 161,Plan 65M-4424,File No.:PLC-2015-05;and Opus
Homes (Aurora Trails)Inc.,Lots 150 and 151,Blocks 152 and 163,Plan 65M-
4424,File No.:PLC-2015-06,be received for information.
4.Memorandum from Director of Infrastructure &Environmental Services pg.35
Re:Additional Information to Item 8,Report No.IES15-042 –Aurora
Yonge Street Sign,of the September 8,2015 General Committee
Meeting
RECOMMENDED:
THAT the memorandum regarding Additional Information to Item 8,Report No.
IES15-042 –Aurora Yonge Street Sign,of the September 8,2015 General
Committee Meeting,be received.
5.PR15-026 –Award of RFP 2015-77 –Town of Aurora Cultural Precinct Plan
(Report to be provided as an Additional Item)
TOWN OF AURORA
COUNCIL MEETING MINUTES
Council Chambers
Aurora Town Hall
Tuesday,August 25,2015
ATTENDANCE
COUNCIL MEMBERS Mayor Dawe in the Chair;Councillors Abel,Gaertner,
Humfryes,Mrakas,Pirri,Thom,and Thompson
MEMBERS ABSENT Councillor Kim
OTHER ATTENDEES Interim Chief Administrative Officer,Director of Building and
By-law Services,Director of Corporate and Financial
Services/Treasurer,Acting Director of Infrastructure and
Environmental Services,Director of Legal and Legislative
Services/Town Solicitor,Director of Parks and Recreation
Services,Director of Planning and Development Services,
Deputy Clerk,and Council/Committee Secretary
Mayor Dawe called the meeting to order at 7 p.m.
Mayor Dawe relinquished the chair to Deputy Mayor Abel at 9:23 p.m.,during consideration
of Motion for Which Notice Has Been Given (a),and resumed the chair at 9:30 p.m.
1.DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
2.APPROVAL OF THE AGENDA
Moved by Councillor Mrakas
Seconded by Councillor Humfryes
THAT the agenda as circulated by Legal and Legislative Services,with the following
addition,be approved:
Council Meeting Agenda
Tuesday,September 15,2015 Council Minutes Page -1
-1 -
Council Meeting Minutes
Tuesday,August 25,2015 Page 2 of 14
Replacement Page 1 (Agenda page 78)for Item 12 –CFS15-036 –Canada 150
Community Infrastructure Program Grant Approvals (to correct Project number
referenced in fourth bullet of fourth clause of recommendation to “73242”)
CARRIED
3.ADOPTION OF THE MINUTES
Council Meeting Minutes of August 11,2015
Council Closed Session Meeting Minutes of August 11,2015
Moved by Councillor Mrakas
Seconded by Councillor Thom
THAT the Council meeting minutes of August 11,2015,and the Council Closed
Session meeting minutes of August 11,2015,be adopted as printed and circulated.
CARRIED
4.PRESENTATIONS
None
5.PUBLIC SERVICE ANNOUNCEMENTS
Councillor Pirri expressed appreciation to Councillor Humfryes for her efforts in
organizing the recent Community Corn Roast at the Aurora Farmers’Market.
Councillor Thom announced that the Town would be hosting a Celebration of The
Queen’s Reign starting at 2 p.m.on Wednesday,September 9,2015,at Queen’s
Diamond Jubilee Park,followed by tea at the Aurora Seniors’Centre,and a meet and
greet at the Royal Canadian Legion.It was noted that further details are available on
the Town’s website at www.aurora.ca.
Councillor Thom further announced that the Aurora Cultural Centre would be ringing
the bells 63 times starting at 7 p.m.on September 9,2015,and A Community as
Curator Heritage Exhibition would be on display in recognition of The Queen’s historic
reign.He added that a number of other activities were planned during Culture Days,
which begins on Saturday,September 26,2015.
Councillor Humfryes noted that the Aurora Farmers’Market Community Corn Roast
was a great success and thanked the Councillors and all who participated.She further
expressed appreciation to the local farmers for their donations of fresh corn and noted
that more than $325 was raised for the Aurora Food Pantry.
Council Meeting Agenda
Tuesday,September 15,2015 Council Minutes Page -2
-2 -
Council Meeting Minutes
Tuesday,August 25,2015 Page 3 of 14
Councillor Abel announced that a retirement party for Deputy Fire Chief Paul Leslie of
Central York Fire Services would be held on September 1,2015,and,on behalf of the
Joint Council Committee,he extended congratulations and appreciation to Deputy
Chief Leslie for his service to the community.
Councillor Abel extended a reminder that the final concert of the Concert in the Park
series would be held on Wednesday,August 26,2015.
Councillor Abel announced that the “End of Summer Blues –A Concert in the Park”
would be held at Town Park on Wednesday,September 2,2015,at 6:30 p.m.,
featuring the Jack de Keyzer Band and local artists including Graham Young.
Councillor Thompson extended a reminder about the Aurora Ribfest to be held from
Friday,September 11 to Sunday,September 13,2015,and noted that a $5 wristband
would be required for admittance to the evening performances of Chilliwack on Friday
and The Spoons on Saturday.He added that there was a limited quantity of
wristbands available.
Councillor Gaertner noted that the Journey tribute band,Absolute Journey,would be
featured at the Concert in the Park on August 26,2015.
Mayor Dawe advised that wristbands for the Aurora Ribfest are available for purchase
at the Aurora Family Leisure Complex and the Stronach Aurora Recreation Complex.
Mayor Dawe extended a reminder about the 400th anniversary of Étienne Brûlé’s
expedition from Orillia to Lake Ontario that would be celebrated on Saturday,
September 12,2015,through the re-enactment of the journey by a small group from
the Toronto Historical Society,and the public is invited to greet this group of voyageurs
at the Aurora Armoury at 12:30 p.m.
Mayor Dawe advised that the Town is still looking for members for its Youth
Engagement Committee and that applications are available on the Town website and
would be accepted until Monday,August 31,2015.
Mayor Dawe extended a reminder about the Youth Volunteer Fair to be hosted by the
Town on Thursday,September 24,2015,from 4 p.m.to 7 p.m.at the Aurora Family
Leisure Complex.
Mayor Dawe announced that the Town would be launching a new e-Newsletter entitled
Aurora Matters on September 4,2015.
Mayor Dawe announced that the second annual Citizen Budget Survey would be
available online on September 7,2015,and further details are on the Town’s website.
Mayor Dawe extended a reminder about the upcoming Movies in the Park:Frozen on
Tuesday,September 1,2015,at Hickson Park;and The Lego Movie on Thursday,
September 3,2015,at Norm Weller Park.
Council Meeting Agenda
Tuesday,September 15,2015 Council Minutes Page -3
-3 -
Council Meeting Minutes
Tuesday,August 25,2015 Page 4 of 14
Mayor Dawe extended best wishes to ex-NHL player Jim Thomson and his wife who
recently purchased the Aurora Tigers Junior A hockey club.
6.DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Items 1,2,3,4,6,8,10,11,and 12 were identified as items for discussion.
7.ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
Items 5,7,and 9 were identified as items not requiring separate discussion.
Moved by Councillor Abel
Seconded by Councillor Mrakas
THAT the following recommendations with respect to the matters listed as “Items Not
Requiring Separate Discussion”be adopted as submitted to Council and staff be
authorized to take all necessary action required to give effect to same:
5.PL15-059 –Update on Development Progress in 2C Planning Area
THAT Report No.PL15-059 be received;and
THAT in response to the pace of development in the 2C Secondary Plan Area,
the Regional Municipality of York be requested to advance the timing of the
interchange at Highway 404 and St.John’s Sideroad,to be included within the
Region’s 10-year Roads Construction Program.
7.PR15-023 –Renaming a Section of Nokiidaa Trail
THAT Report No.PR15-023 be received;and
THAT the renaming of a section of the Nokiidaa Trail referred to in Report No.
PR15-023 as the "Tim Jones Trail"be approved.
9.PL15-068 –Request for Street Name Approval,Eyelet Investment Corp,
1114 Wellington Street East,File:SUB-2014-03
THAT Report No.PL15-068 be received;and
THAT the following street names be approved for the proposed road within the
approved Draft Plan of Subdivision,File SUB-2014-03:
STREET “A”HAMSTER CRESCENT
STREET “B”MIKE BOSHEVSKI COURT
CARRIED
Council Meeting Agenda
Tuesday,September 15,2015 Council Minutes Page -4
-4 -
Council Meeting Minutes
Tuesday,August 25,2015 Page 5 of 14
8.DELEGATIONS
None
9.CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
1.Economic Development Advisory Committee Meeting Minutes of June 11,
2015
Main motion
Moved by Councillor Gaertner
Seconded by Councillor Pirri
THAT the Economic Development Advisory Committee meeting minutes of June
11,2015,be received for information.
Amendment
Moved by Councillor Gaertner
Seconded by Councillor Pirri
THAT the main motion be amended by adding the following clause:
THAT the Development Charges report be forwarded to the Economic
Development Advisory Committee for review.
CARRIED
Main motion as amended
Moved by Councillor Pirri
Seconded by Councillor Thompson
THAT the Economic Development Advisory Committee meeting minutes of June
11,2015,be received;and
THAT the Development Charges report be forwarded to the Economic
Development Advisory Committee for review.
CARRIED AS AMENDED
2.Aurora Family Leisure Complex Liaison Committee Meeting Minutes of
June 23,2015
Moved by Councillor Thompson
Seconded by Councillor Humfryes
THAT the Aurora Family Leisure Complex Liaison Committee meeting minutes of
June 23,2015,be received for information.
CARRIED
Council Meeting Agenda
Tuesday,September 15,2015 Council Minutes Page -5
-5 -
Council Meeting Minutes
Tuesday,August 25,2015 Page 6 of 14
3.LLS15-047 –Effectiveness of Liquidated Damages Clauses
Moved by Councillor Mrakas
Seconded by Councillor Humfryes
THAT Report No.LLS15-047 be received for information.
CARRIED
4.IES15-045 –Council Motion –Pedestrian and Vehicle Traffic Concerns in
the Northeast Corner of Earl Stewart Drive and Pedersen Drive
Intersection
Moved by Councillor Gaertner
Seconded by Councillor Humfryes
THAT Report No.IES15-045 be received for information.
CARRIED
6.Memorandum from Director of Planning &Development Services
Re:Additional Information to Report No.PL15-059 –Update on
Development Progress in 2C Planning Area (Item 5)
Moved by Councillor Thompson
Seconded by Councillor Humfryes
THAT the memorandum regarding Additional Information to Report No.PL15-059
–Update on Development Progress in 2C Planning Area be received for
information.
CARRIED
8.CAO15-010 –Vacancy Control Program
Main motion
Moved by Councillor Mrakas
Seconded by Councillor Thom
THAT Report No.CAO15-010 be received;and
THAT Staff Recruitment &Selection Policy 38 be amended to include a vacancy
control policy as set out in Attachment 1 to this report.
Amendment
Moved by Councillor Mrakas
Seconded by Councillor Gaertner
Council Meeting Agenda
Tuesday,September 15,2015 Council Minutes Page -6
-6 -
Council Meeting Minutes
Tuesday,August 25,2015 Page 7 of 14
THAT the main motion be amended by adding the following clause:
THAT the frequency of reporting to Council be revised from bi-annual
reporting to reporting to Council following each occurrence.
Amendment WITHDRAWN
The main motion CARRIED
10.Heritage Advisory Committee Meeting Minutes of August 17,2015
Moved by Councillor Mrakas
Seconded by Councillor Gaertner
THAT the Heritage Advisory Committee meeting minutes of August 17,2015,be
received;and
THAT the following recommendations regarding Item 1 –Report No.HAC15-008
–Request to Remove a Property from the Aurora Register of Properties of
Cultural Heritage Value or Interest,103 Hillview Road,be approved:
THAT the property located at 103 Hillview Road be removed from the
Aurora Register of Properties of Cultural Heritage Value or Interest;and
THAT the proposed elevations are subject to approval of Planning Staff;and
THAT,if the building is to be demolished,a photographic record,measured
drawings and/or salvage of significant architectural elements,be retained;
and
THAT the following recommendation regarding Item 2 –HAC15-007 –32
Wellington Street East,Final Disposition of the “David W.Doan House”
Designated under Part IV of the Ontario Heritage Act,be approved:
THAT a third-party peer review,to be conducted by a firm with experience in
the preservation of heritage buildings,be sought by the Town and paid for
by the applicant,with the added objective of determining how to save the
front façade of the David W.Doan House,as was originally intended and
agreed upon.
CARRIED
11.Memorandum from Councillor Mrakas
Re:Reconsideration of Council’s August 11,2015 Decision Pertaining to
Motion for Which Notice Has Been Given (a)2016 Hiring Freeze
Council Meeting Agenda
Tuesday,September 15,2015 Council Minutes Page -7
-7 -
Council Meeting Minutes
Tuesday,August 25,2015 Page 8 of 14
Motion to reconsider
Moved by Councillor Mrakas
Seconded by Councillor Humfryes
THAT in accordance with section 8.14 of Procedural By-law Number 5330-11,as
amended,Council reconsider its decision of August 11,2015,in respect to
“Motions for Which Notice Has Been Given”(a)where the following clause was
determined in the negative as a result of a tie vote due to the absence of a
Member of Council:
“NOW THEREFORE BE IT HEREBY RESOLVED THAT The Town of
Aurora implement a one-year hiring freeze on all new positions for the 2016
fiscal year.”
CARRIED
Main motion
Moved by Councillor Mrakas
Seconded by Councillor Humfryes
THAT the memorandum regarding Reconsideration of Council’s August 11,2015
Decision Pertaining to Motion for Which Notice Has Been Given (a)2016 Hiring
Freeze be received;and
THAT The Town of Aurora implement a one-year hiring freeze on all new
positions for the 2016 fiscal year.
Motion to defer
Moved by Councillor Mrakas
Seconded by Councillor Gaertner
THAT Item 11,Memorandum from Councillor Mrakas,Re:Reconsideration of
Council’s August 11,2015 Decision Pertaining to Motion for Which Notice Has
Been Given (a)2016 Hiring Freeze,be deferred to the Council meeting of
September 29,2015.
On a recorded vote the motion to defer was
DEFEATED
YEAS:4 NAYS:4
VOTING YEAS:Councillors Gaertner,Humfryes,Mrakas,and
Thompson
VOTING NAYS:Councillors Abel,Pirri,Thom,and Mayor
Dawe
ABSENT:Councillor Kim
Council Meeting Agenda
Tuesday,September 15,2015 Council Minutes Page -8
-8 -
Council Meeting Minutes
Tuesday,August 25,2015 Page 9 of 14
Motion to refer
Moved by Councillor Mrakas
Seconded by Councillor Thompson
THAT Item 11,Memorandum from Councillor Mrakas,Re:Reconsideration of
Council’s August 11,2015 Decision Pertaining to Motion for Which Notice Has
Been Given (a)2016 Hiring Freeze,be referred to the 2016 Budget process.
On a recorded vote the motion to refer was
DEFEATED
YEAS:4 NAYS:4
VOTING YEAS:Councillors Gaertner,Humfryes,Mrakas,and
Thompson
VOTING NAYS:Councillors Abel,Pirri,Thom,and Mayor
Dawe
ABSENT:Councillor Kim
On a recorded vote the main motion was
DEFEATED
YEAS:3 NAYS:5
VOTING YEAS:Councillors Gaertner,Humfryes,and Mrakas
VOTING NAYS:Councillors Abel,Pirri,Thom,Thompson and
Mayor Dawe
ABSENT:Councillor Kim
12.CFS15-036 –Canada 150 Community Infrastructure Program Grant
Approvals
Moved by Councillor Gaertner
Seconded by Councillor Humfryes
THAT Report No.CFS15-036 be received;and
THAT Council approve the Improvement of Aurora Community Centre project
72175 ($425,000),Improvement to Stronach Aurora Recreation Complex project
72221($425,000),Rehabilitation of the Armoury project 72241 ($275,000)and
Improvements to Fleury Park Washroom Facility project 73242 ($150,000)in
advance of the regular 2016 capital budget approval to take advantage of a
Canada 150 Community Infrastructure Program total grant of $422,100;and
THAT Council authorize the Town of Aurora to enter into a contribution
agreement to receive a total of $422,100 in funding through the Canada 150
Community Infrastructure Program being administered by the Federal Economic
Development Agency for Southern Ontario in support of the following list of
capital projects:
Council Meeting Agenda
Tuesday,September 15,2015 Council Minutes Page -9
-9 -
Council Meeting Minutes
Tuesday,August 25,2015 Page 10 of 14
Improvement of Aurora Community Centre:$140,300
Improvement to Stronach Aurora Recreation Complex:140,300
Rehabilitation of the Armoury:91,500
Improvement to Fleury Park Washroom Facility:50,000
THAT the Town share of the project budgets be funded as follows:
Project 72175:Transfer of $284,700 from Facilities R&R reserve
Project 72221:Transfer of $284,700 from Facilities R&R reserve
Project 72241:Transfer of $183,500 from Facilities R&R reserve
Project 73242:Transfer of $100,000 from Parks R&R reserve
THAT the Mayor and Clerk be authorized to execute standardized grant
agreements,including any and all documents and ancillary agreements required
to give effect to same,subject to the satisfaction of the Town Solicitor,for the four
projects;and
THAT the Treasurer be authorized to execute on behalf of the Town any progress
reports or other such submissions required as per the contribution agreement.
CARRIED
10.NOTICES OF MOTION/MOTIONS FOR WHICH NOTICE HAS BEEN GIVEN
(i)Notices of Motion
None
(ii)Motions for Which Notice Has Been Given
(a)Mayor Dawe
Re:Special Council Meeting to Review Procedural By-law Number
5330-11
Moved by Mayor Dawe
Seconded by Councillor Pirri
WHEREAS Council has adopted Procedural By-law Number 5330-11,as
amended,(“Procedural By-law”)to ensure fair and efficient Meetings of
Council and Committees;and
WHEREAS Section 11 of the Procedural By-law states that “Council shall
review this By-law within the first six (6)months of the second year of each
term of Council”;and
WHEREAS Members of Council,including new Members of Council,have
already had significant experience with the rules and regulations set out in
the Procedural By-law;and
Council Meeting Agenda
Tuesday,September 15,2015 Council Minutes Page -10
-10 -
Council Meeting Minutes
Tuesday,August 25,2015 Page 11 of 14
WHEREAS Council should ensure that the Meetings of Council and
Committees continue to be fair and efficient.
NOW THEREFORE BE IT HEREBY RESOLVED THAT the requirements
of Section 11 of the Procedural By-law be waived to permit Council to
review the Procedural By-law in the fall of 2015;and
BE IT FURTHER RESOLVED THAT a Special Council workshop be
scheduled to review staff recommendations to amend the Procedural By-
law.
CARRIED
(b)Councillor Humfryes
Re:Town of Aurora Financial Health Status
Moved by Councillor Humfryes
Seconded by Councillor Thom
WHEREAS the Town of Aurora budget process is very complex and
focused,so that most Aurora residents do not fully understand the financial
health of the Town;and
WHEREAS the Town provides an end of budget review including tax
increases,capital and operational project approvals;and
WHEREAS as the majority of residents of Aurora are not heavily engaged in
the budget process.
NOW THEREFORE BE IT HEREBY RESOLVED that staff be directed to
prepare a Financial Health Status Report for each fiscal year after adoption
of the budget to be communicated to all residents;and
BE IT FURTHER RESOLVED THAT the format of the Financial Health
Status Report of the Town of Aurora should generally adhere to the
following guidelines:
1.It should be clear,concise and meaningful to a majority of Aurora
residents;
2.It should be a meaningful communication tool based on best practices in
the sector;
3.It should avoid the use of accounting terminology and reporting formats
(e.g.,balance sheets);
4.It should generally provide information on the following topics:
(a)the amount of cash the Town has in the bank;
(b)the value of the Town’s investments and the rate of
return/performance of those investments;
(c)the value of the Town’s assets;
Council Meeting Agenda
Tuesday,September 15,2015 Council Minutes Page -11
-11 -
Council Meeting Minutes
Tuesday,August 25,2015 Page 12 of 14
(d)the status of the Town’s reserves,including a simplified explanation
on the policies guiding the growth and use of the Town’s reserves;
(e)where the Town spends its money;
(f)expectations on the future financial health of the Town;and
BE IT FURTHER RESOLVED THAT staff be directed to present a draft of
the format of the Financial Health Status Report at a future General
Committee meeting for consideration by Council prior to the adoption of the
2016 Budget.
CARRIED
11.REGIONAL REPORT
York Regional Council Highlights –June 25,2015
Moved by Councillor Mrakas
Seconded by Councillor Gaertner
THAT the Regional Report of June 25,2015,be received for information.
CARRIED
12.NEW BUSINESS/GENERAL INFORMATION
Councillor Pirri referred to the earlier discussion regarding a Special Council workshop
to review the Procedural By-law and inquired about the possibility and cost of including
Fred Dean.
Councillor Thom requested that a report be submitted to Council in the near future
regarding the formation of a Canada 150 Committee.
Councillor Humfryes referred to Item 7,PR15-023 –Renaming a Section of Nokiidaa
Trail,regarding the “Tim Jones Trail”,and inquired about the October date and
notification.Staff advised that a specific date in October had not yet been determined
and assured that notification would be provided.
Councillor Abel inquired about whether fans had yet been installed at the Aurora
Family Leisure Complex and staff confirmed that the fan installation was completed.
Councillor Abel requested an update regarding the Sign By-law review.Staff advised
that the review was completed and the report and draft by-law,currently under Legal
review,would be submitted to General Committee for consideration in the second
cycle of September or the first cycle of October 2015.Staff noted that once Council’s
input was received,the plan was to forward the draft by-law to the Economic
Development Advisory Committee,Chamber of Commerce,and other interested
parties for comments prior to bringing forward the proposed final version.
Council Meeting Agenda
Tuesday,September 15,2015 Council Minutes Page -12
-12 -
Council Meeting Minutes
Tuesday,August 25,2015 Page 13 of 14
Councillor Abel noted that Council’s expenses were to be reported bi-annually and the
information for 2015 was not yet available on the Town’s website.Staff indicated that
the information would be posted as soon as possible.
Councillor Thompson referred to residents’concerns regarding the use of IMA-jet in
the Town’s Emerald Ash Borer treatment program.Staff responded with technical
information regarding the neonicotinoid chemical IMA-jet and the previously used
TreeAzin,and noted that IMA-jet is injected into the Ash trees and is believed not to be
hazardous to the honey bee population.Staff indicated that additional information
would be posted on the Town’s website.
Councillor Gaertner expressed her opposition to the use of neonicotinoids.
Councillor Gaertner referred to the Regional Report of June 25,2015,and highlighted
the section regarding the Region’s amended sign by-law,which now requires that
candidates pay a non-refundable election sign permit fee of $250.
Councillor Gaertner requested that,due to the Jewish high holidays in September,the
matters of the Tree Protection By-law and the Aurora Family Leisure Complex back
door access be deferred to early October 2015.
New Business Motion No.1
Moved by Councillor Mrakas
Seconded by Councillor Gaertner
THAT the following matters be submitted for Council’s consideration in early October
2015:
Tree Protection By-law
Back door access to Aurora Family Leisure Complex
CARRIED
Councillor Mrakas referred to the Council resolution received from the City of Barrie in
November 2014 regarding cleanup of the former Thane smelter site and inquired about
the status of this issue.Mayor Dawe indicated that information would be forwarded to
Council members.
Councillor Mrakas reported on residents’safety concerns regarding the property at the
corner of Tyler Street and Mill Street and inquired whether staff could investigate the
possibility of extending the guard rail to help protect residents and their property from
infringing traffic.Staff agreed to investigate further.
Councillor Thompson reported on the safety concerns regarding the northbound
Highway 404 off-ramp at Wellington Street East where the left-turn lane has been
reduced to one lane.Staff agreed to contact York Regional Police to investigate.
Council Meeting Agenda
Tuesday,September 15,2015 Council Minutes Page -13
-13 -
Council Meeting Minutes
Tuesday,August 25,2015 Page 14 of 14
13.READING OF BY-LAWS
Moved by Councillor Pirri
Seconded by Councillor Thom
THAT the following confirming by-law be given first,second,and third readings and
enacted:
5758-15 BEING A BY-LAW to Confirm Actions by Council Resulting from Council
Meeting on August 25,2015.
CARRIED
14.CLOSED SESSION
None
15.ADJOURNMENT
Moved by Councillor Abel
Seconded by Councillor Thompson
THAT the meeting be adjourned at 10:06 p.m.
CARRIED
GEOFFREY DAWE,MAYOR PATTY THOMA,DEPUTY CLERK
THE MINUTES OF THE COUNCIL MEETING OF AUGUST 25,2015,ARE SUBJECT TO
FINAL APPROVAL BY COUNCIL ON SEPTEMBER 15,2015.
Council Meeting Agenda
Tuesday,September 15,2015 Council Minutes Page -14
-14 -
PRESENTATION REQUEST
This Presentation form and any written submissions or background information for consideration by
either Council or Committees of Council must be submitted to the Clerk’s office by the following
deadline:
4:30 P.M.ON THE BUSINESS DAY PRIOR TO THE REQUESTED MEETING DATE
COUNCIL/COMMITTEE/ADVISORY COMMITTEE DATE:Tuesday,September 15th,2015
SUBJECT:Sport Plan
NAME OF SPOKESPERSON:Stephen Kimmerer
NAME OF GROUP OR PERSON(S)BEING REPRESENTED (if applicable):Sport Aurora
BRIEF SUMMARY OF ISSUE OR PURPOSE OF PRESENTATION:The purpose of this
presentation is Sport Aurora will be presenting the approved white paper prepared by the
Sport Aurora membership organizations and the highlights of this document will be presented
by the President of the organization to Council.
PLEASE COMPLETE THE FOLLOWING:
Have you been in contact with a Town staff or Council member regarding your matter of
interest?
Yes No IF YES,WITH WHOM?DATE
I I acknowledge that the Procedural By-law permits ten (10)minutes for Presentations.
Legal and Legislative Services
905-727-3123
CSecretariat@aurora.ca
Town of Aurora
100 John West Way,Box 1000
Aurora,ON L4G 6J1
x
x
Council Meeting Agenda
Tuesday,September 15,2015 Presentation (a)Page -1
-15 -
TOWN OF AURORA
GENERAL COMMITTEE MEETING REPORT
Council Chambers
Aurora Town Hall
Tuesday,September 8,2015
ATTENDANCE
COUNCIL MEMBERS Councillor Mrakas in the Chair;Councillors Abel,Gaertner,
Humfryes (arrived 7:03 p.m.),Kim,Pirri,Thom,Thompson,and
Mayor Dawe
MEMBERS ABSENT None
OTHER ATTENDEES Interim Chief Administrative Officer,Director of Building and By-law
Services,Director of Corporate and Financial Services/Treasurer,
Director of Infrastructure and Environmental Services,Director of
Legal and Legislative Services/Town Solicitor,Director of Parks
and Recreation Services,Director of Planning and Development
Services,Town Clerk,and Council/Committee Secretary
The Chair called the meeting to order at 7 p.m.
Councillor Mrakas relinquished the chair to Mayor Dawe at 9:04 p.m.,during consideration of
Item 17,and resumed the chair at 9:18 p.m.
1.DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF
There were no declarations of pecuniary interest under the Municipal Conflict of Interest
Act.
2.APPROVAL OF THE AGENDA
General Committee approved the agenda as circulated by Legal and Legislative Services,
with the following additions:
Additional Information to Item 17 –Memorandum from Mayor Dawe;Re:
Correspondence from Mayor Fred Eisenberger,City of Hamilton –Request for a
Financial Contribution:Opinion provided by the Honourable Ian Binnie referred to in
correspondence
Council Meeting Agenda
Tuesday,September 15,2015 Item 1 Page -1
-16 -
General Committee Meeting Report
Tuesday,September 8,2015 Page 2 of 9
Closed Session Item 3 –The receiving of advice that is subject to solicitor-client
privilege,including communications necessary for that purpose (section 239(2)(f)of the
Municipal Act,2001);Re:Verbal Update to Highland Gate Development Application
3.DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Items 1,2,3,4,6,8,9,12,15,17,and 18 were identified for discussion.
4.ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
Items 5,7,10,11,13,14,16,and 19 were identified as items not requiring separate
discussion.
General Committee recommends:
THAT the following recommendations respecting the matters listed as “Items Not
Requiring Separate Discussion”be adopted as submitted to the General Committee and
staff be authorized to take all necessary action required to give effect to same:
5.CFS15-034 –Updated Investment Policy and ONE Fund Approval
THAT Report No.CFS15-034 be received;and
THAT the revised Investment Policy –Policy No.61 as recommended in this report
and attached as Attachment #1 be approved;and
THAT the enactment of a by-law to enable participation in the ONE Investment Fund
Program be approved;and
THAT the Treasurer be authorized to execute any necessary One Investment Fund
Program documentation,as required for enrollment,and for transactions.
7.CFS15-037 –Council Budget Process,Policies and Directives
THAT Report No.CFS15-037 be received;and
THAT Report No.CFS15-037 and the following recommendation be referred to the
General Committee meeting of September 22,2015,for consideration:
THAT General Committee comments and discussion be referred to staff for
preparation of an updated Council Budget Process,Policies and Directives
report for adoption and recommendation at a future General Committee
meeting.
Council Meeting Agenda
Tuesday,September 15,2015 Item 1 Page -2
-17 -
General Committee Meeting Report
Tuesday,September 8,2015 Page 3 of 9
10.IES15-050 –Purchase of Portable Four Post Hoist
THAT Report No.IES15-050 be received;and
THAT notwithstanding the Procurement By-law,the purchase of a portable four post
electric/hydraulic vehicle hoist as supplied by B&B Dixon be approved in the amount
of $51,345.00 excluding taxes;and
THAT funding be provided from the Fleet Repair and Replacement Reserve.
11.IES15-051 –2014 Annual Solid Waste Program Performance Report
THAT Report No.IES15-051 be received for information.
13.LLS15-052 –Municipal Legislation Review
THAT Report No.LLS15-052 be received;and
THAT Council members provide any feedback or comments on the draft submission
letter directly to the Town Solicitor by no later than September 25,2015;and
THAT the Town Solicitor prepare a final version of the submission letter,taking into
account any feedback or comments from Council members,and present the final
version of the submission letter at the October 6,2015 General Committee meeting
for Council’s endorsement.
14.PR15-027 –Aurora Tigers Jr.A Hockey Club Rink Board Agreement
THAT Report No.PR15-027 be received;and
THAT the execution of an amended agreement for the Aurora Tigers Junior “A”
Hockey Club Incorporated (Tigers)rights to sell advertising space on the rink boards
at the Aurora Community Centre Arena #1 be approved;and
THAT the Mayor and Town Clerk be authorized to execute the attached Agreement,
including any and all documents and ancillary agreements required to give effect to
same.
16.Memorandum from Mayor Dawe
Re:Lake Simcoe Region Conservation Authority
Highlights –July 24,2015 –Meeting of the Board
THAT the memorandum regarding Lake Simcoe Region Conservation Authority
Highlights –July 24,2015 –Meeting of the Board be received for information.
Council Meeting Agenda
Tuesday,September 15,2015 Item 1 Page -3
-18 -
General Committee Meeting Report
Tuesday,September 8,2015 Page 4 of 9
19.Finance Advisory Committee Meeting Minutes of August 11,2015
THAT the Finance Advisory Committee meeting minutes of August 11,2015,be
received for information.
CARRIED
5.DELEGATIONS
None
6.PRESENTATIONS BY THE ADVISORY COMMITTEE CHAIR
None
7.CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION
1.PL15-060 –Hotel Development Charges
General Committee recommends:
THAT staff be authorized to enter into Development Charge Deferral Agreements for
hotel or motel developments which defer the excess amounts that the hotel is
required to pay over the amount an office building of similar size would be required to
pay,and that such surcharge be deferred until the use of the building changes;and
THAT any deferral of Development Charges be subject to a developer
completing construction within a specified time frame as determined by staff,
and the deferral be non-transferrable;and
THAT staff be directed to return to a rate calculation based upon the non-residential
rate for the gross square footage in calculating the Development Charges for hotels
and motels in the next update of the Development Charges By-law;and
THAT York Region be requested to consider the deferral of development charges and
amendment of the Regional Development Charges By-law as described above;and
THAT this resolution and Report No.PL15-060 be forwarded to the
municipalities of York Region and to the members of York Regional Council.
CARRIED AS AMENDED
2.BBS15-009 –Parking Permit Management Solution
Council Meeting Agenda
Tuesday,September 15,2015 Item 1 Page -4
-19 -
General Committee Meeting Report
Tuesday,September 8,2015 Page 5 of 9
General Committee recommends:
THAT Report No.BBS15-009 be received;and
THAT the Automated Issuance Management System (AIMS),a comprehensive
Parking Permit Management Solution,be referred to the 2016 Capital Budget for
consideration.
CARRIED
3.CAO15-011 –Town of Aurora Strategic Plan (2015)Update
General Committee recommends:
THAT Report No.CAO15-011 be received;and
THAT an update to the Town of Aurora Strategic Plan,based on the work plan
outlined in this report,be authorized;and
THAT a Strategic Plan Steering Committee,to guide the 2015 Strategic Plan Update
process as outlined in this report,be established.
CARRIED
4.CFS15-032 –Interim Operating Budget Forecast –as at May 31,2015
General Committee recommends:
THAT Report No.CFS15-032 be received for information.
CARRIED
6.CFS15-035 –2016 Budget Outlook and Preparation Directives to Staff
General Committee recommends:
THAT Report No.CFS15-035 be received;and
THAT staff be directed to prepare the 2016 Operating Budget in accordance with the
following directives:
1.The Base Operating Budget reflects an overall tax increase pressure of 1.8%,
including:
a.A reduction in hydro interest reliance of $100,000;and
b.A reduction of supplementary tax reliance of $75,000;and
c.Maintain current contributions to infrastructure sustainability reserves;and
Council Meeting Agenda
Tuesday,September 15,2015 Item 1 Page -5
-20 -
General Committee Meeting Report
Tuesday,September 8,2015 Page 6 of 9
d.An overall increase in CYFS funding of 1.3%of the total tax levy (contributing
1.03%to the overall tax increase pressure);and
e.Partial absorption of inflationary pressures;and
f.Maintain current service levels.
2.All rates,fees and unit charges for non-tax revenues be indexed individually by a
minimum of 1.1%,unless set by contract or statutes;and
THAT the Aurora Public Library Board be directed to prepare a budget based on an
anticipated Town of Aurora tax-based operating funding grant of $3,659,000;and
THAT the Aurora Cultural Board be requested to prepare their 2016 Operating and
Capital Budgets based upon the current Town funding in the amount of $377,000.
CARRIED
8.IES15-042 –Aurora Yonge Street Sign
Motion to refer
General Committee recommends:
THAT Report No.IES15-042,Aurora Yonge Street Sign,be referred back to staff to
review additional options to either repair or replace the sign.
CARRIED
9.IES15-049 –AFLC Liaison Committee Summary Report
General Committee recommends:
THAT Report No.IES15-049 be received for information.
CARRIED
12.LLS15-045 –Accessing Neighbouring Property –Right-of-Entry By-law
General Committee recommends:
THAT Report No.LLS15-045 be received;and
THAT staff bring forward for enactment a “non-permit system”right-of-entry by-law
which would allow and regulate the access onto adjoining property by a Town
resident for purposes of making repairs to the resident’s property.
CARRIED
Council Meeting Agenda
Tuesday,September 15,2015 Item 1 Page -6
-21 -
General Committee Meeting Report
Tuesday,September 8,2015 Page 7 of 9
15.PR15-028 –Facility Sponsorship Program –McAlpine Ford
General Committee recommends:
THAT Report No.PR15-028 be received for information.
CARRIED
17.Memorandum from Mayor Dawe
Re:Correspondence from Mayor Fred Eisenberger,City of Hamilton
Request for a Financial Contribution
General Committee recommends:
THAT the memorandum regarding Correspondence from Mayor Fred Eisenberger,
City of Hamilton –Request for a Financial Contribution be received for information.
CARRIED
18.Accessibility Advisory Committee Meeting Minutes of July 15,2015
General Committee recommends:
THAT the Accessibility Advisory Committee meeting minutes of July 15,2015,be
received for information.
CARRIED
8.NOTICES OF MOTION
(a)Councillor Kim
Re:Mavrinac Boulevard Land –Block 208
WHEREAS the York Catholic District School Board decided in 2013 that the six-
acre undeveloped lot reserved for a potential school on Mavrinac Boulevard,
known as Block 208,was no longer needed for a school building;and
WHEREAS the Subdivision Agreement between the Town and Minto
Communities Inc.stated that the Town had the opportunity to acquire Block 208
for municipal purposes at the equivalent price offered to the York Catholic District
School Board;and
WHEREAS the Town has recently completed its purchase of Block 208;and
WHEREAS the adjacent and nearby residents had the understanding that Block
208 would be used for a school building,green space,or recreational land,and
that the school building is no longer an option.
Council Meeting Agenda
Tuesday,September 15,2015 Item 1 Page -7
-22 -
General Committee Meeting Report
Tuesday,September 8,2015 Page 8 of 9
NOW THEREFORE BE IT HEREBY RESOLVED THAT staff be directed to
investigate and report back to Council on options for the use of Block 208 on
Mavrinac Boulevard as green space and/or other recreational usage in
accordance with the Town's Parks and Recreation Master Plan and any updates
to the Master Plan.
9.NEW BUSINESS/GENERAL INFORMATION
Councillor Pirri inquired about the possible opportunity for the municipality to be involved
in sponsoring refugees,as it relates to the Municipal Act.Staff agreed to investigate and
forward any information to Council members.
Councillor Kim advised that Monika Beuning,Business Coordinator,at Aurora Public
Library,was retiring after 27 years of service,and her retirement party would be held on
Friday,September 11,2015,from 5 p.m.to 9 p.m.in the Magna Room at the Library.
Councillor Thom extended a reminder about the Celebration of The Queen’s Reign
starting at 2 p.m.on Wednesday,September 9,2015,at Queen’s Diamond Jubilee Park,
followed by tea at the Aurora Seniors’Centre,and Happy Hour at the Royal Canadian
Legion.
Councillor Humfryes thanked the Councillors for their participation this past weekend at
the Farmers’Market,where Deputy Mayor Abel,on behalf of Mayor Dawe,presented
certificates of recognition to Nigel Kean and Stephen Granger for their involvement in the
creation of the Aurora Farmers’Market &Artisan Fair.
Councillor Humfryes announced that she would be participating in the Easter Seals
fundraising event “Dancing with the Stars”on October 1,2015,at The Manor,and
encouraged everyone to help her raise funds for this cause.
Councillor Thompson noted that a community launch event regarding the Sport Plan and
the Parks and Recreation Master Plan would be held at the Aurora Family Leisure
Complex from 6 p.m.to 8 p.m.on Tuesday,September 15,2015.He added that the
Town would be communicating further information in the near future.
Councillor Gaertner referred to Item 14,PR15-027 –Aurora Tigers Jr.A Hockey Club
Rink Board Agreement,and stated her belief that the existing agreement should be
maintained.
Mayor Dawe extend a reminder about Aurora Ribfest to be held from Friday,September
11 through Sunday,September 13,2015,and noted that a wristband would be required for
admittance to the evening performances of Chilliwack on Friday and The Spoons on
Saturday.He added that the rib judging contest and the Hoedown Showdown would be
held on Sunday.
Council Meeting Agenda
Tuesday,September 15,2015 Item 1 Page -8
-23 -
General Committee Meeting Report
Tuesday,September 8,2015 Page 9 of 9
Councillor Mrakas inquired about the responsibility for the repair work needed where
Canada Post contractors had already cut the curbs and disturbed the sod prior to mailbox
site relocations.Staff advised that Canada Post is responsible for repairing any damage
that they have created.
Councillor Abel noted the cable laying work being done in his quadrant near Aurora
Heights Drive and Bathurst Street and inquired about the timing and responsibility for the
boulevard grass repairs.Staff advised that the contractor is responsible for the grass
repairs and staff would follow up to ensure that the repairs are completed and the
conditions are safe prior to winter.
10.CLOSED SESSION
General Committee consented to resolve into a Closed Session meeting following
adjournment to consider the following matters:
1.A proposed or pending acquisition or disposition of land by the Town or Local Board
(section 239(2)(c)of the Municipal Act,2001);Re:Closed Session Report No.
CFS15-038 –Sale of Centre Street Remnant Parcel of Land
2.A proposed or pending acquisition or disposition of land by the Town or Local Board
(section 239(2)(c)of the Municipal Act,2001);Re:Update to Closed Session Report
No.LLS15-050 –Offer to Sell –Aurora Promenade Area
3.The receiving of advice that is subject to solicitor-client privilege,including
communications necessary for that purpose (section 239(2)(f)of the Municipal Act,
2001);Re:Verbal Update to Highland Gate Development Application
(Added Item)
11.ADJOURNMENT
The meeting was adjourned at 9:34 p.m.
TOM MRAKAS ,COUNCILLOR STEPHEN M.A.HUYCKE,TOWN CLERK
THE REPORT OF THE GENERAL COMMITTEE MEETING OF SEPTEMBER 8,2015,IS
SUBJECT TO FINAL APPROVAL AND COUNCIL ENDORSEMENT OF THE
RECOMMENDATIONS ON SEPTEMBER 15,2015.
Council Meeting Agenda
Tuesday,September 15,2015 Item 1 Page -9
-24 -
TOWN OF AURORA
COUNCIL REPORT No.LLS15-055
SUBJECT:General Committee Closed Session Report of September 8,2015
FROM:Warren Mar,Director of Legal &Legislative Services/Town Solicitor
DATE:September 15,2015
RECOMMENDATIONS
THAT Report No.LLS15-055 be received;and
THAT the following recommendation from the General Committee Closed Session
meeting of September 8,2015,be adopted:
1.A proposed or pending acquisition or disposition of land by the Town or Local
Board (section 239(2)(c)of the Municipal Act,2001);Re:Closed Session Report
No.CFS15-038 –Sale of Centre Street Remnant Parcel of Land
THAT the confidential recommendations of General Committee in respect to the Sale
of Centre Street Remnant Parcel of Land be approved.
BACKGROUND
The General Committee Closed Session meeting convened at 9:40 p.m.on September
8,2015,with the following Members present:
Committee Members:Mayor Dawe in the Chair;Councillors Abel,Gaertner,
Humfryes,Kim,Mrakas,Pirri,Thom,and Thompson
Members Absent:None
The following items were dealt with:
1.A proposed or pending acquisition or disposition of land by the Town or Local Board
(section 239(2)(c)of the Municipal Act,2001);Re:Closed Session Report No.
CFS15-038 –Sale of Centre Street Remnant Parcel of Land
2.A proposed or pending acquisition or disposition of land by the Town or Local Board
(section 239(2)(c)of the Municipal Act,2001);Re:Update to Closed Session Report
No.LLS15-050 –Offer to Sell –Aurora Promenade Area
Council Meeting Agenda
Tuesday,September 15,2015 Item 2 Page -1
-25 -
Council Meeting Agenda
Tuesday,September 15,2015 Item 2 Page -2
-26 -
Council Meeting Agenda
Tuesday,September 15,2015 Item 3 Page -1
-27 -
Council Meeting Agenda
Tuesday,September 15,2015 Item 3 Page -2
-28 -
Council Meeting Agenda
Tuesday,September 15,2015 Item 3 Page -3
-29 -
Council Meeting Agenda
Tuesday,September 15,2015 Item 3 Page -4
-30 -
Council Meeting Agenda
Tuesday,September 15,2015 Item 3 Page -5
-31 -
Council Meeting Agenda
Tuesday,September 15,2015 Item 3 Page -6
-32 -
Council Meeting Agenda
Tuesday,September 15,2015 Item 3 Page -7
-33 -
Council Meeting Agenda
Tuesday,September 15,2015 Item 3 Page -8
-34 -
Infrastructure and Environmental
Services
100 John West Way,
Box 1000,
Aurora,ON L4G 6J1
Phone:905-727-3123 ext.4371
www.e-aurora.ca
MEMORANDUM
DATE:September 15,2015
TO:Mayor Dawe and Members of Council
FROM:Ilmar Simanovskis,Director of Infrastructure and Environmental Services
RE:Additional Information to Item 8,Report No.IES15-042 –Aurora Yonge
Street Sign,of the September 8,2015 General Committee Meeting
Memo 16-15
RECOMMENDED
THAT the memorandum regarding “Additional Information to Item 8,Report No.
IES15-042 –Aurora Yonge Street Sign,of the September 8,2015 General Committee
Meeting”be received.
COMMENTS
This memo is to provide additional information to Council based on the request from
General Committee of September 8,2015,that staff confirm that all signage options be
considered to provide the best and lowest cost option.
There are three levels of technology available for media signage
There are three levels of technology available for digital media signage and are summarized
in order of quality.
1.Single colour LED is the lowest technology and is what is currently in place.
2.Full colour LED is a mid-level technology which provides a higher level of
visual display.
3.High Definition monitors are the highest level technology and produce a
high quality image similar to a computer or television monitor.
Recommended solution is for full colour LED
The current tender process specified the full colour LED solution.The tender results are as
follows:
Council Meeting Agenda
Tuesday,September 15,2015 Item 4 Page -1
-35 -
Additional Information to Item 8
September 15,2015 -2 -Report No.IES15-042
FIRM NAME TOTAL BID
(excluding taxes)
1 Gregory Signs $23,335.06
2 Everest Signs $32,475.00
3 Forward Signs Inc $32,966.00
4 W SI Sign Systems Ltd $36,585.00
5 W SI Sign Systems Ltd $36,585.00
6 Steel Art Signs Corp $37,250.00
7 Libertevision $39,200.00
8 QC Signworks Inc $39,348.00
The original capital budget for this project was $15,000.The request for additional funding is
to proceed with award to the lowest bidder as summarized in the above table.The validity
period for this tender expires September 14,2015,and staff are seeking a 30-day extension.
This extension is expected to be agreed to by the lowest bid vendor.
Desire to proceed with either option 1 or option 3 would require retendering
Proceeding with either option 1 or 3 will require cancellation of the existing tender and
retendering the project based on Council recommendations.
Staff have investigated potential cost differences and expect that proceeding with a single
colour LED could reduce the costs by $5,000.This would provide the same quality of
signboard as is in place now.
Option 3,high definition monitors,is expected to add $6,000 to $7,000 to the option 2 costs.
Staff have also confirmed that the lower cost option regarding the sign pylon is to reuse the
existing pylon as removal and replacement of the existing pylon will add costs to the project
compared to the pricing received for option 2 to reuse the existing pylon structure.
Staff believe that the current solution provides the lowest cost option.
Council Meeting Agenda
Tuesday,September 15,2015 Item 4 Page -2
-36 -
NOTICE OF MOTION Councillor Jeff Thom
Date:September 15,2015
To:Mayor and Members of Council
From:Councillor Thom
Re:Council and Committee Meeting Agendas
WHEREAS Members of Council are the elected representatives of the people of Aurora;
and
WHEREAS it is the responsibility of Council to make informed decisions on behalf of our
constituents;and
WHEREAS it is fundamental to a healthy,democratic society,and is of the upmost
importance that Members of Council and the public have adequate time to carefully review
Council and Committee agendas prior to a meeting;
NOW THEREFORE BE IT HEREBY RESOLVED THAT staff be directed to report to
Council on implementing the following process changes:
1.Agendas for Council and Committee meetings are to be made available to Members
of Council and the public no later than seven (7)days prior to the respective meeting;
and
2.Additional Items,also known as addendums to an agenda,are to be made available to
Members of Council and the public no later than twenty-four (24)hours prior to the
respective meeting;and
BE IT FURTHER RESOLVED THAT this report be brought forward no later than the
General Committee meeting of December 1,2015.
Council Meeting Agenda
Tuesday,September 15,2015 Notice of Motion (a)Page -1
-37 -
MOTION FOR WHICH NOTICE HAS
BEEN GIVEN (September 8,2015)Councillor Harold Kim
Date:September 15,2015
To:Mayor and Members of Council
From:Councillor Kim
Re:Mavrinac Boulevard Land –Block 208
WHEREAS the York Catholic District School Board decided in 2013 that the six-acre
undeveloped lot reserved for a potential school on Mavrinac Boulevard,known as Block
208,was no longer needed for a school building;and
WHEREAS the Subdivision Agreement between the Town and Minto Communities Inc.
stated that the Town had the opportunity to acquire Block 208 for municipal purposes at the
equivalent price offered to the York Catholic District School Board;and
WHEREAS the Town has recently completed its purchase of Block 208;and
WHEREAS the adjacent and nearby residents had the understanding that Block 208 would
be used for a school building,green space,or recreational land,and that the school building
is no longer an option;
NOW THEREFORE BE IT HEREBY RESOLVED THAT staff be directed to investigate and
report back to Council on options for the use of Block 208 on Mavrinac Boulevard as green
space and/or other recreational usage in accordance with the Town's Parks and Recreation
Master Plan and any updates to the Master Plan.
Council Meeting Agenda
Tuesday,September 15,2015 Motion (a)Page -1
-38 -
Council Meeting Agenda
Tuesday,September 15,2015 By-law No.5755-15 Page -1
-39 -
Council Meeting Agenda
Tuesday,September 15,2015 By-law No.5756-15 Page -1
-40 -
Council Meeting Agenda
Tuesday,September 15,2015 By-law No.5757-15 Page -1
-41 -
Council Meeting Agenda
Tuesday,September 15,2015 By-law No.5759-15 Page -1
-42 -
Council Meeting Agenda
Tuesday,September 15,2015 By-law No.5759-15 Page -2
-43 -
Council Meeting Agenda
Tuesday,September 15,2015 By-law No.5760-15 Page -1
-44 -
Council Meeting Agenda
Tuesday,September 15,2015 By-law No.5760-15 Page -2
-45 -
Council Meeting Agenda
Tuesday,September 15,2015 By-law No.5762-15 Page -1
-46 -
TOWN OF AURORA
ADDITIONAL ITEMS
FOR COUNCIL MEETING
Tuesday,September 15,2015
7 p.m.
Council Chambers
Withdrawn:Presentation (a)Stephen Kimmerer,Sport Aurora;Re:Sport Plan
Item 5 –PR15-026 –Award of Request for Proposal PRS 2015-77
Cultural Precinct Plan
pg.1
RECOMMENDED:
THAT Report No.PR15-026 be received;and
THAT the 2015 Capital Budget be increased by $58,815.00 to be funded from the
Tax Rate Stabilization Reserve Fund;and
THAT Request for Proposal PRS 2015-77 –Cultural Precinct Plan be awarded to
Fotenn Consultants Inc.in the amount of $57,797.50,excluding HST.
Item 6 –Memorandum from Director of Corporate &Financial
Services/Treasurer
Re:Updated 2016 Budget Meeting Schedule
pg.4
RECOMMENDED:
THAT the memorandum regarding Updated 2016 Budget Meeting Schedule be
received;and
THAT the 2015 Council and Committee Meeting Calendar be amended as set out
in this memorandum.
TOWN OF AURORA
COUNCIL REPORT No.PR15-026
SUBJECT:Award of Request for Proposal PRS 2015-77 –Cultural Precinct Plan
FROM:Allan D.Downey,Director of Parks and Recreation Services
DATE:September 15,2015
RECOMMENDATIONS
THAT Report No.PR15-026 be received;and
THAT the 2015 Capital Budget be increased by $58,815.00 to be funded from the
Tax Rate Stabilization Reserve Fund;and
THAT Request for Proposal PRS 2015-77 –Cultural Precinct Plan be awarded to
Fotenn Consultants Inc.in the amount of $57,797.50,excluding HST.
PURPOSE OF THE REPORT
To engage a consultant in the preparation of a Cultural Precinct Plan.
BACKGROUND
At the Council meeting of August 11,2015,staff received direction to conduct an
Request for Proposal (RFP)to engage a design firm to establish a conceptual plan for
the Cultural Precinct Area.
COMMENTS
Staff prepared RFP PRS 2015-77 and issued it for release on August 20,2015.The
RFP closed on September 10,2015 and one proposal was received.
The proposal was reviewed by the Purchasing Division for compliancy and oversaw the
evaluation process.The proposal was evaluated based on a pre-determined set of
criteria:
1.Company Profile.
2.Work Plan and Process.
3.Demonstrated Qualifications and Project Team.
Additional Items for Council Meeting
Tuesday,September 15,2015 Item 5 Page -1
-1 -
September 15,2015 -2 -Report No.PR15-026
4.Relevant Past Experience.
5.Value Added Services.
6.Fees.
The evaluation team comprised of the Director of Parks and Recreation,the Director of
Planning and the Manager,Long Range &Strategic Planning.
The Evaluation Committee,in concert with the Interim CAO,recommend that the
Manager,Long Range and Strategic Planning assist the consultant team in working with
the development community to ensure the commercial viability of the private sector
components of the Cultural Precinct.
As part of the due diligence process by the Purchasing Division,all firms were
contacted to solicit comments and concerns or issues related to the RFP and the bid
process.
A total of 45 firms picked up the RFP;however,only nine firms responded to our inquiry.
Reason for not submitting included a lack of relevant experience,an aggressive
completion date of November 30,2015,and previous commitments.
LINK TO STRATEGIC PLAN
A Cultural Precinct Plan supports the Strategic Plan goal of Supporting an exceptional
quality of life for all through its accomplishment in Celebrating and promoting our culture
in the following key objectives within this goal statement:
Develop a Cultural Master Plan that includes heritage,music and art to promote more
cohesive and coordinated cultural services.
ALTERNATIVE(S)TO THE RECOMMENDATIONS
Council may choose not to Award this proposal.Funding has not been approved;
however,a funding source has been recommended.The proposal evaluation process
meets all requirements of the Purchasing By-Law and awarding this contract is the next
step in fulfilling the requirements of the RFP process.If Council chooses not to award
the contract at this time,the RFP in its present form without substantial modification
cannot be released again.
Additional Items for Council Meeting
Tuesday,September 15,2015 Item 5 Page -2
-2 -
PR15-026
Additional Items for Council Meeting
Tuesday,September 15,2015 Item 5 Page -3
-3 -
INTERNAL MEMO
DATE:September 15,2015
TO:Mayor Dawe and Members of Council
FROM:Dan Elliott,Director,Corporate and Financial Services
RE:Updated 2016 Budget Meeting Schedule
RECOMMENDATIONS:
THAT the memorandum regarding Updated 2016 Budget Meeting Schedule be
received;and
THAT the 2015 Council and Committee Meeting Calendar be amended as set out in
this memorandum.
Due to changes in the approach to preparing and reviewing budgets for 2016,staff have
prepared an updated Budget meeting schedule reflecting the more streamlined approach,
which will ensure Operating Budget approval on December 8,2015,as follows:
Meeting Date and Time Purpose
Monday,Sep.28,7 p.m.Kick-off Capital Review
Monday,Oct.5,9 a.m.Capital Budget Review
Monday,Nov.2,7 p.m.Kick-off Operating Budget
Saturday,Nov.7,9 a.m.Operating Budget Review
Monday,Nov.16,7 p.m.Aurora Public Library Board,Aurora Cultural Centre
Board,and Aurora Historical Society presentations only
Monday,Nov.23,7 p.m.Hold for Budget Review follow-up if necessary
Tuesday,Dec.8,7 p.m.Regular Council –Budget Approval Report
The official calendar of Council and Committee meetings should be updated to reflect the
new schedule for Budget meetings.
100 John West Way
Box 1000
Aurora,Ontario
L4G 6J1
Phone:905-726-4772
Email:delliott@aurora.ca
www.aurora.ca
Corporate and Financial Services
Additional Items for Council Meeting
Tuesday,September 15,2015 Item 6 Page -1
-4 -