AGENDA - Council - 20170711
Council
Meeting Agenda
Tuesday, July 11, 2017
7 p.m.
Council Chambers
Aurora Town Hall
Public Release
July 7, 2017
Town of Aurora
Council Meeting Agenda
Tuesday, July 11, 2017
7 p.m., Council Chambers
1. Approval of the Agenda
Recommended:
That the agenda as circulated by Legislative Services be approved.
2. Declarations of Pecuniary Interest and General Nature Thereof
3. Presentations
(a) Alan Dean, Sport Aurora
Re: Sport Aurora School Athletes of the Year
(b) Julie Stephenson, Youth Programmer, and Gregory Peri, Youth and
Community Development Coordinator, Parks, Recreation and Cultural
Services
Re: 2017 John West Memorial “Leaders of Tomorrow” Scholarship
Award
4. Delegations
(a) Jennifer Bentley, Owner, and Jeremy Hamlin, Arborist
Re: Item R10 – Summary of Committee Recommendations Report No.
2017-07; Re: Heritage Advisory Committee Meeting Minutes of June
12, 2017; Re: Item 6 – Tree Removal Permit, 81 Catherine Avenue
Council Meeting Agenda
Tuesday, July 11, 2017 Page 2 of 9
5. Consent Agenda
Items listed under the Consent Agenda are considered routine or no longer require
further discussion, and are enacted in one motion. The exception to this rule is that
a Member may request for one or more items to be removed from the Consent
Agenda for separate discussion and action.
Recommended:
That the following Consent Agenda items, C1 to C6 inclusive, be approved:
C1. General Committee Meeting Report of July 4, 2017
Recommended:
1. That the General Committee meeting report of July 4, 2017, be received
and the recommendations carried by the Committee approved.
C2. Council Meeting Minutes of June 27, 2017
Recommended:
1. That the Council meeting minutes of June 27, 2017, be adopted as
printed and circulated.
C3. Council Public Planning Meeting Minutes of June 28, 2017
Recommended:
1. That the Council Public Planning meeting minutes of June 28, 2017, be
adopted as printed and circulated.
C4. Heritage Advisory Committee Meeting Minutes of June 12, 2017
Recommended:
1. That the Heritage Advisory Committee meeting minutes of June 12,
2017, be received for information.
C5. Council Closed Session Minutes of May 16 and May 23, 2017
(confidential attachment)
Council Meeting Agenda
Tuesday, July 11, 2017 Page 3 of 9
Recommended:
1. That the Council Closed Session minutes of May 16 and May 23, 2017,
be adopted as printed and circulated.
C6. Council Closed Session Public Minutes of May 16 and May 23, 2017
Recommended:
1. That the Council Closed Session Public minutes of May 16 and May 23,
2017, be adopted as printed and circulated.
6. Consideration of Items Requiring Discussion (Regular Agenda)
R1. FS17-023 – 2018 Budget Preparation Directions
(Referred from General Committee meeting of July 4, 2017)
Recommended:
1. That Report No. FS17-023 be received; and
2. That the increase for the Aurora portion of the residential tax bill for the
2018 Base Operating budget be limited to the reported 12 months to
June 2017 Consumer Price Index (CPI) for the Toronto Area; and
3. That all fees, rates and charges be indexed by the same CPI reported
value unless precluded by legislation, and new revenue sources
identified where possible; and
4. That new tax revenue from new buildings be incorporated into the base
budget and be used to extend existing service levels to these new
properties, residents and businesses; and
5. That, for strategic priorities separately identified by Council, a further
increase be levied for such new funding; and
6. That, once the CPI factor is known and the growth estimated, the
Finance Advisory Committee provide each of the Library Board, the
Cultural Centre Board, and the Historical Society a designated 2018
Council Meeting Agenda
Tuesday, July 11, 2017 Page 4 of 9
budget funding amount for their respective budget development work;
and
7. That a “current plus three year forecast” operating budget be prepared,
and include a staffing needs analysis and forecast for the same period;
and
8. That the phase-in budget strategy currently approved for Fire Services
expansion be funded from within the inflationary and growth components
of the Base Operating Budget, as applicable, with any excess planned
increase being a separate component of the overall tax increase; and
9. That, in addition to the base budget increase for inflation, up to 1%
dedicated Fiscal Strategy tax levy increase be imposed to fund additional
contributions to Infrastructure Reserves in accordance with the long
range fiscal strategies adopted in the recent 10 Year Capital and Asset
Management Plan, and any other fiscal strategy items.
R2. FS17-032 – Amendments to Procurement By-law
(Referred from General Committee meeting of July 4, 2017)
Recommended:
1. That Report No. FS17-032 be received; and
2. That a bylaw be enacted to amend By-law No. 5910-16, being a bylaw to
define the procurement policies and procedures for the Corporation of
the Town of Aurora, at the Council meeting of July 11, 2017.
R3. IES17-034 – Restoration of Retaining Wall and Stairs at the Temperance
Street Parking Lot
(Referred from General Committee meeting of July 4, 2017)
Recommended:
1. That Report No. IES17-034 be received; and
2. That a new 2017 Capital Project No. 31173 “Temperance Street retaining
wall and stairs restoration” be approved in the amount of $60,000 funded
from the Roads & Related Repair and Replacement Reserve Fund.
Council Meeting Agenda
Tuesday, July 11, 2017 Page 5 of 9
R4. PRCS17-027 – Tax Exempt Status for Sports Dome
(Referred from General Committee meeting of July 4, 2017)
Recommended:
1. That Report No. PRCS17-027 be received; and
2. That the Aurora Sports Dome (Soccer Dome) be declared a Municipal
Capital Facility for the purposes of the municipality and for public use;
and
3. That a by-law be enacted authorizing the Mayor and Clerk to enter into a
Municipal Capital Facility Agreement with the operators of the Aurora
Sports Dome; and
4. That, once the Municipal Capital Facility Agreement is entered into, a by-
law be enacted to exempt the portion of the lands upon which the Aurora
Sports Dome is located from all of the taxes for municipal and school
purposes; and
5. That the Mayor and Town Clerk be authorized to execute any necessary
agreements, including any and all documents and ancillary agreements
required to give effect to same.
R5. PRCS17-029 – Purchase Order Increase for 2018 Program Guide
Production and Delivery
(Referred from General Committee meeting of July 4, 2017)
Recommended:
1. That Report No. PRCS17-029 be received; and
2. That the option to renew the York Region Media Group contract be
exercised for the third and final year of the Contract ending December
31, 2018; and
3. That Purchase Order 654 be increased by $38,000 excluding taxes, to a
total of $112,751.14 excluding taxes, to accommodate guide production
for 2018.
Council Meeting Agenda
Tuesday, July 11, 2017 Page 6 of 9
R6. Summary of Committee Recommendations Report No. 2017-06
(Referred from General Committee meeting of July 4, 2017)
Recommended:
1. That Summary of Committee Recommendations Report No. 2017-06 be
received; and
2. That the Committee recommendations contained within this report be
approved.
R7. FS17-035 – Interim Operating Budget Forecast – as at May 31, 2017
Recommended:
1. That Report No. FS17-035 be received for information.
R8. FS17-036 – Delegation of Authority to Award Contracts
Recommended:
1. That Report No. FS17-036 be received; and
2. That during the period of July 12 to August 31, 2017, the Chief
Administrative Officer (CAO) be delegated the authority to award
contracts as a result of a bid solicitation that normally requires Council
approval; and
3. That a report be submitted to Council outlining the details of any contract
awarded pursuant to this authority.
R9. PBS17-058 – Community Improvement Plan Incentive Program
Application
46 Wellington Street East
Recommended:
1. That Report No. PBS17-058 be received; and
Council Meeting Agenda
Tuesday, July 11, 2017 Page 7 of 9
2. That the Façade and Signage Improvement Grant application for 46
Wellington Street East be approved and that funding in the amount of
$15,000 be granted; and
3. That a by-law implementing the Heritage Property Tax Relief program be
enacted; and
4. That the Heritage Property Tax Relief application for 46 Wellington Street
East be approved and that funding in the amount of $4,000 per year over
a five (5) year period be granted; and
5. That the Mayor and Clerk be authorized to enter into and sign any
agreement, including any and all documents and ancillary agreements
required to give effect to same.
R10. Summary of Committee Recommendations Report No. 2017-07
Recommended:
1. That Summary of Committee Recommendations Report No. 2017-07 be
received; and
2. That the Committee recommendations contained within this report be
approved.
R11. Memorandum from Mayor Dawe
Re: Recipients of the 2017 Town of Aurora Student Academic
Achievement Awards
Recommended:
1. That the memorandum regarding Recipients of the 2017 Town of Aurora
Student Academic Achievement Awards be received for information.
7. Notices of Motion
(a) Mayor Dawe
Re: Lake Simcoe Region Conservation Authority
Council Meeting Agenda
Tuesday, July 11, 2017 Page 8 of 9
8. Motions
9. Regional Report
York Regional Council Highlights – June 29, 2017
Recommended:
That the Regional Report of June 29, 2017, be received for information.
10. New Business
11. Public Service Announcements
12. By-laws
Recommended:
That the following by-laws be enacted:
(a) By-law Number XXXX-17 Being a By-law to define the procurement
policies and procedures for The Corporation of the Town of Aurora.
(Report No. FS17-032 – Council Item R2 – Jul. 11/17)
(b) By-law Number XXXX-17 Being a By-law to provide tax reductions or
refunds in respect of eligible heritage properties within the Aurora
Promenade Community Improvement Plan.
(Report No. PBS17-058 – Council Item R9 – Jul. 11/17, Report No. PL14-015
– GC Item 2 – Feb. 18/14, and By-law No. 5598-14)
(c) By-law Number XXXX-17 Being a By-law to adopt Official Plan
Amendment No. 14.
(Report No. PBS17-015 – GC Item R8 – Jun. 20/17)
(d) By-law Number XXXX-17 Being a By-law to adopt Official Plan
Amendment No. 16.
(Report No. PBS17-050 – GC Item R1 – Jul. 4/17)
Council Meeting Agenda
Tuesday, July 11, 2017 Page 9 of 9
13. Closed Session
14. Confirming By-law
Recommended:
That the following confirming by-law be enacted:
By-law Number XXXX-17 Being a By-law to Confirm Actions by Council
Resulting from a Council Meeting on July 11, 2017.
15. Adjournment
Council Meeting Agenda Tuesday, July 11, 2017Delegation (a) Page 1 of 1
Town of Aurora
General Committee Meeting Report
Council Chambers
Aurora Town Hall
Tuesday, July 4, 2017
Attendance
Council Members Councillor Pirri in the Chair; Councillors Abel (departed 11:25 p.m.),
Gaertner, Humfryes (arrived 7:25 p.m.), Kim, Mrakas, Thom,
Thompson and Mayor Dawe
Members Absent None
Other Attendees Doug Nadorozny, Chief Administrative Officer, Dan Elliott, Director
of Financial Services, Al Downey, Director of Parks, Recreation and
Cultural Services, Marco Ramunno, Director of Planning and
Building Services, Stephanie Mackenzie-Smith, Manager of
Corporate Communications, Patricia De Sario, Town Solicitor,
Michael de Rond, Town Clerk, and Sarah Murray, Council
/Committee Secretary
The Chair called the meeting to order at 7:00 p.m.
General Committee consented to recess the meeting at 9:13 p.m. and reconvened the
meeting at 9:23 p.m.
General Committee consented to extend the hour past 10:30 p.m.
General Committee consented on a two-thirds vote to extend the hour past 11:00 p.m.
Council Meeting Agenda
Tuesday, July 11, 2017
Item C1
Page 1 of 12
General Committee Meeting Report
Tuesday, July 4, 2017 Page 2 of 12
1. Approval of the Agenda
General Committee approved the agenda as circulated by Legislative Services,
with the following additions:
• Delegation (a) David LeClaire, Highland Gate Ratepayers Association;
Re: Item R2 – PRCS17-026 – Highland Gate Conceptual Parkland Design
• Delegation (b) Martine Elias, Highland Gate Ratepayers Association;
Re: Item R2 – PRCS17-026 – Highland Gate Conceptual Parkland Design
• Delegation (c) Mike Bryan, Resident; Re: Item R2 – PRCS17-026 – Highland
Gate Conceptual Parkland Design
• Delegation (d) Cheryl Shindruk, Highland Gate Developments Inc.;
Re: Item R2 – PRCS17-026 – Highland Gate Conceptual Parkland Design
• Delegation (e) Gavin Bailey, Fotenn Consultants Inc. representing the
Applicant, Re: Item R1 – PBS17-050 – Applications for Official Plan
Amendment and Zoning By-law Amendment, Aurora United Church
• Delegation (f) Jo-Anne Bartholomew, Highland Gate Park Committee;
Re: Item R2 – PRCS17-026 – Highland Gate Conceptual Parkland Design
• Delegation (g) Bob Callow, Highland Gate Park Committee;
Re: Item R2 – PRCS17-026 – Highland Gate Conceptual Parkland Design
• Item C4 – Canada 150 Ad Hoc Committee Meeting Minutes of April 3, 2017
• Item C5 – Trails and Active Transportation Committee Meeting Minutes of April
21, 2017
• Item C6 – Finance Advisory Committee Meeting Minutes of April 26, 2017
• Item C7 – Canada 150 Ad Hoc Committee Meeting Minutes of May 3, 2017
• Item C8 – Heritage Advisory Committee Meeting Minutes of May 8, 2017
• Item C9 – Governance Review Ad Hoc Committee Meeting Minutes of May 9,
2017
Council Meeting Agenda
Tuesday, July 11, 2017
Item C1
Page 2 of 12
General Committee Meeting Report
Tuesday, July 4, 2017 Page 3 of 12
• Item C10 - Governance Review Ad Hoc Committee Meeting Minutes of May 23,
2017
• Item C11 – Canada 150 Ad Hoc Committee Meeting Minutes of May 30, 2017
• Item R11 – Schedules A and B to Report No. PBS17-047 – Application for
Zoning By-law Amendment Draft Plan of Subdivision and Draft Plan of
Condominium Ballymore Building (South Aurora) Corporation, 14452 Yonge
Street, Part Lot 75, Concession 1, File Numbers: ZBA-2016-09, SUB-2016-02,
CDM-2016-04
• Item R12 – Summary of Committee Recommendations Report No. 2017-06
2. Declarations of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
3. Presentations
(a) Ron Weese and Stephan Kimmerer representing Sport Aurora, Re: Item
R4 – PRCS17-025 – Sport Aurora and Sport Plan Funding Request
Mr. Weese and Mr. Kimmerer presented an overview of Sport Aurora’s funding
history and goals achieved to date.
General Committee received and referred the comments of the delegation to
Item R4.
4. Delegations
General Committee consented, on approval of the agenda, to allow consideration of
Delegation (b) prior to Delegation (a).
(a) David LeClaire, Highland Gate Ratepayers Association (HGRPA); Re:
Item R2 – PRCS17-026 – Highland Gate Conceptual Parkland Design
Council Meeting Agenda
Tuesday, July 11, 2017
Item C1
Page 3 of 12
General Committee Meeting Report
Tuesday, July 4, 2017 Page 4 of 12
Mr. LeClaire of the Highland Gate Ratepayers Association reminded the
Committee of the legally binding Minutes of Settlement signed by all parties
and that the Association has no interest in revising the agreement.
General Committee received the comments of the delegation and referred to
Item R2.
(b) Martine Elias, Highland Gate Ratepayers Association; Re: Item R2 –
PRCS17-026 – Highland Gate Conceptual Parkland Design
Ms. Elias provided an overview of the HGRPA survey that was distributed to
local residents for their input on park amenities. She advised how the survey
was created, its intent and the results.
General Committee received the comments of the delegation and referred to
Item R2.
(c) Mike Bryan, Resident of Highland Gate Park; Re: Item R2 – PRCS17-026 –
Highland Gate Conceptual Parkland Design
Mr. Bryan presented his opinion on the conceptual design proposed by the
developer for Highland Gate, referencing the Minutes of Settlement which
binds the parties to certain design features.
General Committee received the comments of the delegation and referred to
Item R2.
(d) Cheryl Shindruk, Highland Gate Developments Inc.; Re: Item R2 –
PRCS17-026 – Highland Gate Conceptual Parkland Design
Ms. Shindruk advised that the developer continues to work with town staff in
complying with all regulations.
General Committee received the comments of the delegation and referred to
Item R2.
Council Meeting Agenda
Tuesday, July 11, 2017
Item C1
Page 4 of 12
General Committee Meeting Report
Tuesday, July 4, 2017 Page 5 of 12
(e) Gavin Bailey, Fotenn Consultants Inc., Re: Item R1 – PBS17-050 –
Application for Official Plan Amendment and Zoning By-law Amendment,
Aurora United Church
Mr. Bailey noted some minor changes have been made to the proposed
design concepts, and that the applicant is seeking Council support regarding
the revised proposed development plans.
General Committee received the comments of the delegation and referred to
Item R1.
(f) Jo-Anne Bartholomew, Highland Gate Park Committee; Re: Item R2 –
PRCS 17-026 – Highland Gate Conceptual Parkland Design
Ms. Bartholomew, a resident of the area, noted that some local residents
oppose the idea of park lighting and other proposed amenities.
General Committee received the comments of the delegation and referred to
Item R2.
(g) Bob Callow, Highland Gate Park Committee; Re: Item R2 – PRCS 17-026
– Highland Gate Conceptual Parkland Design
Mr. Callow spoke on behalf of the Highland Gate Park Committee to the
Highland Gate Conceptual Parkland Design and asked that the trails within the
park not be lit.
General Committee received the comments of the delegation and referred to
Item R2.
5. Consent Agenda
General Committee recommends:
That the following Consent Agenda items, C1 to C11 inclusive, be approved.
C1. FS17-011 – 2016 Year End Budget Report – as at December 31, 2016
1. That Report No. FS17-011 be received for information.
Council Meeting Agenda
Tuesday, July 11, 2017
Item C1
Page 5 of 12
General Committee Meeting Report
Tuesday, July 4, 2017 Page 6 of 12
C2. FS17-031 – Award of Office Products and Supplies Agreement
1. That Report No. FS17-031 be received; and
2. That the contract award be made to Novexco Inc. to provide office
product supplies for a three (3) year term to April 30, 2020, to an upset
limit of $65,00 per year with two (2) , one (1) year extension option years;
and
3. That the Director of Financial Services be authorized to extend the
optional years under the same terms and conditions of the initial
agreement, subject to satisfactory performance, adjusted to prevailing
approved budget amounts; and
4. That the Mayor and Town Clerk be authorized to execute the necessary
agreement including any and all documents and ancillary agreements
required to give effect to same.
C3. IES17-033 – Purchase of Road De-icing Materials
1. That Report No. IES17-033 be received; and
2. That Council approve an annual expenditure upset limit to $400,000 for
the purchase of road de0icing materials from Compass Mineral Canada
Corp. through the York Purchasing Buyers Co-operative (YPC) for athree
(3) year period commencing October 1, 2017 and ending April 30, 2020;
and
3. That Council approve a further purchase of road de0icing materials in the
upset limit amount of $400,000 for two (2) additional one (1) year terms
subject to The Regional Municipality of York exercising the option to
extend the (YPC) contract CRFT-2016-07 with Compass Mineral Canada
Corp.
C4. Canada 150 Ad Hoc Committee Meeting Minutes of April 3, 2017
1. That the Canada 150 Ad Hoc Committee Meeting Minutes of April 3,
2017 be received for information.
Council Meeting Agenda
Tuesday, July 11, 2017
Item C1
Page 6 of 12
General Committee Meeting Report
Tuesday, July 4, 2017 Page 7 of 12
C5. Trails and Active Transportation Committee Meeting Minutes of April
21, 2017
1. That the Trails and Active Transportation Committee meeting minutes of
April 21, 2017, be received for information.
C6. Finance Advisory Committee Meeting Minutes of April 28, 2017
1. That the Finance Advisory Committee meeting minutes of April 26, 2017,
be received for information.
C7. Canada 150 Ad Hoc Committee Meeting Minutes of May 3, 2017
1. That the Canada 150 Ad Hoc Committee meeting minutes of May 3,
2017, be received for information.
C8. Heritage Advisory Committee Meeting Minutes of May 8, 2017
1. That the Canada 150 Ad Hoc Committee meeting minutes of May 8,
2017, be received for information.
C9. Governance Review Ad Hoc Committee Meeting Minutes of May 9, 2017
1. That the Governance Review Ad Hoc Committee meeting minutes of
May 9, 2017, be received for information.
C10. Governance Review Ad Hoc Committee Meeting Minutes of May 23,
2017
1. That the Governance Review Ad Hoc Committee meeting minutes of
May 23, 2017, be received for information.
C11. Canada 150 Ad Hoc Committee Meeting Minutes of May 30, 2017
1. That the Canada 150 Ad Hoc Committee Meeting Minutes of May 30,
2017, be received for information.
Carried
6. Consideration of Items Requiring Discussion (Regular Agenda)
Council Meeting Agenda
Tuesday, July 11, 2017
Item C1
Page 7 of 12
General Committee Meeting Report
Tuesday, July 4, 2017 Page 8 of 12
Items were considered in the following order: R1, R2, R3, R4, R10 and R11. Items R5,
R6, R7, R8, R9, and R12 were referred to the Council meeting of July 11, 2017.
R1. PBS17-050 – Applications for Official Plan Amendment and Zoning
By-law Amendment, Aurora United Church, 15186
Yonge Street, 55, 57, 57A Temperance Street, 12 and
16 Tyler Street, File Numbers: OPA-2016-05 and ZBA-
2016-13
General Committee recommends:
1. That Report No. PBS17-050 be received; and
2. That Application to Amend the Official Plan, File Number OPA-2016-05
(Aurora United Church), to increase the maximum building height of five
(5) storeys to a maximum building height of seven (7) storeys to permit a
place of worship and a 152 suite retirement residence be approved; and
3. That Application to Amend the Zoning By-law File Number ZBA-2016-
013 (Aurora United Church), to rezone the lands from the current zoning
of “Institutional (I) Zone” and “General Commercial (C2) Zone”, to a
“Promenade Downtown (PD1) Zone” pursuant to the provisions and
standards of the Town’s new Comprehensive Zoning Bylaw, to permit a
place of worship and 152 suite retirement residence be approved; and
4. That the Official Plan Amendment be presented at a future Council
meeting; and
5. That the Zoning Bylaw Amendment be presented at a future Council
meeting when the required Site Plan Application is considered by
Council; and
6. That the Zoning Bylaw Amendment include appropriate site specific
exceptions to effectively implement the built form and performance
standards of the Council approved Site Plan application.
On a separate vote for each clause, the motion
Carried
Council Meeting Agenda
Tuesday, July 11, 2017
Item C1
Page 8 of 12
General Committee Meeting Report
Tuesday, July 4, 2017 Page 9 of 12
R2. PRCS17-026 – Highland Gate Conceptual Parkland Design General
Committee recommends:
1. That Report No. PRCS17-026 be received for information; and
2. That the Conceptual Parkland design for the Highland Gate Development
Lands be approved as presented at the Public Open House, April 5,
2017; and
3. That the exercise stations be removed from the Conceptual
Parkland design for the Highland Gate Development lands; and
4. That the picnic tables be removed and garbage receptacles be
added to the Conceptual Parkland design for the Highland Gate
Development Lands.
Carried as amended
R3. PBS17-057 – Highland Gate Developments Inc., 21 Golf Links Drive,
File Numbers: OPA-2016-01, ZBA-2016-02 and SUB-2016-
01
General Committee recommends:
1. That Report No. PBS17-057 be received for information.
Carried
R4. PRCS17-025 – Sport Aurora and Sport Plan Funding Request
General Committee recommends:
1. That Report No. PRCS17-025 be received; and
2. That Council enter into a Service Agreement with Sport Aurora Inc. for
the provision of services to fulfill the recommendations of the Sport Plan
in the amount of $93,692 until December 31, 2017; and
3. That the Director of Parks, Recreation and Cultural Services be
authorized to execute the necessary Agreement, including any and all
documents and ancillary agreements required to give effect to same; and
Council Meeting Agenda
Tuesday, July 11, 2017
Item C1
Page 9 of 12
General Committee Meeting Report
Tuesday, July 4, 2017 Page 10 of 12
4. That this report satisfies the Condition for Release of funds from the 2017
Operating Budget.
Carried
R5. FS17-023 – 2018 Budget Preparation Directions
(Referred to Council meeting of July 11, 2017)
R6. FS17-032 – Amendments to Procurement By-law
(Referred to Council meeting of July 11, 2017)
R7. IES17-024 – Restoration of Retaining Wall and Stairs at the Temperance
Street Parking Lot
(Referred to Council meeting of July 11, 2017)
R8. PRCS17-027 – Tax Exempt Status for Sport Dome
(Referred to Council meeting July of 11, 2017)
R9. PRCS17-029 – Purchase Order Increase for 2018 Program Guide
Production and Delivery
(Referred to Council meeting July of 11, 2017)
R10. PBS17-039 – Application for Zoning By-law Amendment BG Properties
Aurora Inc. (formerly Coutts), 14222, 14314, 14358 and
14378 Yonge Street, Related File: SUB-2012-03, File
Number: ZBA-2012-16
General Committee recommends:
1. That Report No. PBS17-039 be received; and
2. That Application to Amend the Zoning By-law File No. ZBA-2012-16 (BG
Properties Aurora Inc.), to implement the proposed draft plan of
subdivision be approved; and
3. That the implementing Zoning By-law Amendment be presented at a
future Council meeting.
Carried
Council Meeting Agenda
Tuesday, July 11, 2017
Item C1
Page 10 of 12
General Committee Meeting Report
Tuesday, July 4, 2017 Page 11 of 12
R11. PBS17-047 – Applications for Zoning By-law Amendment, Draft Plan of
Subdivision and Draft Plan of Condominium, Ballymore
Building (South Aurora) Corporation, 14452 Yonge Street,
Part Lot 75, Concession 1, File Numbers: ZBA-2016-09,
SUB-2016-02, CDM-2016-04
General Committee recommends:
1. That Report No. PBS17-047 be received; and
2. That Application for Draft Plan of Subdivision SUB-2016-02 (Ballymore
Building (South Aurora) Corporation) be approved, subject to the
conditions outlined in Schedule ‘A’ of this report; and
3. That Zoning By-law Amendment file ZBA-2016-09 (Ballymore Building
(South Aurora) Corporation) be approved, to zone the subject lands from
“Oak Ridges Moraine Rural (RU-ORM) Zone” to “Detached Dwelling
Second Density (R2-XX) Exception Zone”, “Major Open Space (O-22)
Exception Zone”, and “Oak Ridges Moraine Environmental Protection
(EP-ORM) Zone”; and
4. That the Application for Draft Plan of Condominium CDM-2016-04
(Ballymore Building (South Aurora) Corporation) be approved, subject to
the conditions outlined in Schedule ‘B’ of this report; and
5. That a total of 40 units of water and sewage capacity be allocated to the
Draft Plan of Subdivision; and
6. That the implementing by-laws be presented at a future Council meeting;
and
7. That the Mayor and Town Clerk be authorized to execute a Subdivision
Agreement, including any and all documents and all of the Agreements
referenced in the Conditions of Approval, including any ancillary
agreements required to give effect to same.
Carried
Council Meeting Agenda
Tuesday, July 11, 2017
Item C1
Page 11 of 12
General Committee Meeting Report
Tuesday, July 4, 2017 Page 12 of 12
R12. Summary of Committee Recommendations Report No. 2017-06
(Referred to Council meeting of July 11, 2017)
7. Notices of Motion
None
8. New Business
None
9. Closed Session
None
10. Adjournment
The meeting was adjourned at 11:42 p.m.
_________________________________ _________________________________
Paul Pirri, Councillor Michael de Rond, Town Clerk
The report of the General Committee meeting of July 4, 2017, is subject to final
approval and Council endorsement of the recommendations on July 11, 2017.
Council Meeting Agenda
Tuesday, July 11, 2017
Item C1
Page 12 of 12
Town of Aurora
Council Meeting Minutes
Council Chambers, Aurora Town Hall
Tuesday, June 27, 2017
Attendance
Council Members Mayor Dawe in the Chair; Councillors Abel, Gaertner, Humfryes,
Kim, Mrakas, Pirri, Thom, and Thompson
Members Absent None
Other Attendees Doug Nadorozny, Chief Administrative Officer, Techa van
Leeuwen, Director of Corporate Services, Dan Elliott, Director of
Financial Services, Al Downey, Director of Parks, Recreation and
Cultural Services, Marco Ramunno, Director of Planning and
Building Services, Stephanie Mackenzie-Smith, Manager of
Corporate Communications, Patricia De Sario, Town Solicitor,
Michael de Rond, Town Clerk, and Sarah Murray, Council/
Committee Secretary
The Chair called the meeting to order at 7 p.m.
Council consented to recess the meeting at 8:54 p.m. and reconvened the meeting at
9:05 p.m.
1. Approval of the Agenda
Moved by Councillor Thom
Seconded by Councillor Humfryes
That the agenda as circulated by Legislative Services, with the following additions,
be approved:
Council Meeting Agenda
Tuesday, July 11, 2017
Item C2
Page 1 of 16
Council Meeting Minutes
Tuesday, June 27, 2017 Page 2 of 16
• Delegation (a) Robert Miller, representing The Regional Municipality of York;
Re: Item R8, Report No. PBS17-056 – Approval of the Comprehensive Zoning
By-law Review, File No. ZBA-2012-ZBR
• Delegation (b) John McDermott, McDermott & Associates Limited,
representing Sheila Reisman Management Limited Re 5 – 36 Furbacher Lane;
Re: Item R8, Report No. PBS17-056 – Approval of the Comprehensive Zoning
By-law Review, File No. ZBA-2012-ZBR
• Agenda Index Replacement Page 5; Re: Item R5, Report No. IES17-024 –
Implementation of Train Whistle Cessation for GO Train Crossings (correction
to Clause No. 2)
Carried
2. Declarations of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
3. Presentations
None
4. Delegations
(a) Robert Miller, representing The Regional Municipality of York
Re: Item R8, Report No. PBS17-056 – Approval of the Comprehensive
Zoning By-law Review, File No. ZBA-2012-ZBR
Mr. Miller expressed support of the proposed Comprehensive Zoning By-law
Review, and commended staff on the efforts undertaken to finalize the
proposal.
Moved by Councillor Thom
Seconded by Councillor Gaertner
That the comments of the delegation be received and referred to Item R8.
Carried
Council Meeting Agenda
Tuesday, July 11, 2017
Item C2
Page 2 of 16
Council Meeting Minutes
Tuesday, June 27, 2017 Page 3 of 16
(b) John McDermott, McDermott & Associates Limited, representing Sheila
Reisman Management Limited Re 5 – 36 Furbacher Lane
Re: Item R8, Report No. PBS17-056 – Approval of the Comprehensive
Zoning By-law Review, File No. ZBA-2012-ZBR
Mr. McDermott provided background and highlighted elements of the proposed
Comprehensive Zoning By-law Review. He noted that most of his client’s
concerns have been addressed by staff. Mr. McDermott further noted that for
the issues that remain unresolved, if the By-law is adopted as is, his client
would be required to seek relief.
Moved by Councillor Abel
Seconded by Councillor Thompson
That the comments of the delegation be received and referred to Item R8.
Carried
5. Consent Agenda
Council consented to consider Item C1 (sub-items R2 and R12) under Section 6,
Consideration of Items Requiring Discussion (Regular Agenda) as Item R9.
Moved by Councillor Thom
Seconded by Councillor Pirri
That the following Consent Agenda items, C1 (with the exception of sub-items R2
and R12) to C4 inclusive, be approved:
C1. General Committee Meeting Report of June 20, 2017
1. That the General Committee meeting report of June 20, 2017, be
received and the following recommendations carried by the Committee
be approved:
(R1) PRCS17-026 – Highland Gate Conceptual Parkland Design
1. That Report No. PRCS17-026 be received; and
Council Meeting Agenda
Tuesday, July 11, 2017
Item C2
Page 3 of 16
Council Meeting Minutes
Tuesday, June 27, 2017 Page 4 of 16
2. That staff report back regarding the results of consultation at the
July 4, 2017 General Committee meeting.
(R8) PBS17-015 – Application for Official Plan Amendment, Zoning By-
law Amendment, Site Plan, The Gathering Place of
Aurora, 210 Edward Street, Part 1 of Block B and C
Edward Street Reg. Plan 488, Part 1 65R13909, File
Numbers: OPZ-2016-02, ZBA-2016-06, and SP-2016-09
1. That Report No. PBS17-015 be received; and
2. That the Application to Amend the Official Plan File Number OPA-
2016-02 (The Gathering Place of Aurora), to re-designate the
subject lands from “Existing Employment – Light Industrial/Service”
to “Existing Employment – Light Industrial/Service Site Specific
Policy Area No. XX” to permit a place of worship in the entire
existing building be approved; and
3. That the Application to Amend the Zoning By-law File Number ZBA-
2016-06 (The Gathering Place of Aurora), to amend the provisions
of the General Industrial (M2-9) Exception Zone” to permit a place
of worship in the entire existing building be approved; and
4. That Site Plan Application File SP-2016-09 (The Gathering Place of
Aurora), to permit the development of the subject lands for a place
of worship be approved; and
5. That the implementing by-laws be presented at a future Council
meeting; and
6. That the Mayor and Town Clerk be authorized to execute the site
plan agreement, including any and all documents and ancillary
agreements required to give effect to same.
(R9) PBS17-051 – Application for Site Plan Approval, P.A.R.C.E.L. Inc.,
Southwest Corner of Yonge Street and Elderberry
Trail, Pt Lot 72, Conc 1 and Pt Blk A, B and G, Plan M-
42, File Number: SP-2014-07
Council Meeting Agenda
Tuesday, July 11, 2017
Item C2
Page 4 of 16
Council Meeting Minutes
Tuesday, June 27, 2017 Page 5 of 16
1. That Report No. PBS17-051 be received; and
2. That Site Plan Application File No. SP-2014-07 (P.A.R.C.E.L. Inc.)
to permit the development of one (1) four (4)-storey residential
condominium building, with a total of 20 residential units, be
approved; and
3. That a total of 20 units of water and sewage capacity be allocated to
the Approval of the Site Plan Application; and
4. That the Mayor and Town Clerk be authorized to execute the site
plan agreement, including any and all documents and ancillary
agreements required to give effect to same.
(R11) Sport Aurora and Sport Plan Funding Request
1. That Report No. PRCS17-025 be deferred to the July 4, 2017
General Committee meeting pending a presentation from Sport
Aurora to provide further information regarding the Sport Aurora
Funding Request.
C2. Council Meeting Minutes of June 13, 2017
1. That the Council meeting minutes of June 13, 2017, be adopted as
printed and circulated.
C3. Council Public Planning Meeting Minutes of February 22, 2017
1. That the Council Public Planning meeting minutes of February 22, 2017,
be adopted as printed and circulated.
C4. Memorandum from Mayor Dawe
Re: Lake Simcoe Region Conservation Authority Board Meeting
Highlights of May 26, 2017
1. That the memorandum regarding Lake Simcoe Region Conservation
Authority Board Meeting Highlights of May 26, 2017, be received for
information.
Carried
Council Meeting Agenda
Tuesday, July 11, 2017
Item C2
Page 5 of 16
Council Meeting Minutes
Tuesday, June 27, 2017 Page 6 of 16
6. Consideration of Items Requiring Discussion (Regular Agenda)
Items were considered in the following order: R9(R12), R8, R9(R2), R2, R1, R3, R4, R5,
R6, and R7.
R1. IES17-031 – Award of Tender York Purchasing Co-op Tender No.
CRFP2016-05 for the Supply of York Purchasing
Cooperative Custodial Supplies
Moved by Councillor Thom
Seconded by Councillor Mrakas
1. That Report No. IES17-031 be received; and
2. That York Purchasing Co-op Tender No. CRFP2016-05 for the supply
and delivery of Custodial Supplies be awarded to Swish Maintenance
Ltd. for a three (3) year term for the supply and delivery of Paper, Soap,
Chemicals and Personal Protective Equipment (PPE), and that the Town
issue a Purchase Order for an upset limit of $45,000, excluding taxes for
2017; and
3. That York Purchasing Co-op Tender No. CRFP2016-05 for the supply
and delivery of Custodial Supplies be awarded to Mr. Chemical Ltd. for a
three (3) year term for the supply and delivery of Bags, Miscellaneous
and Equipment, and that the Town issue a purchase order for an upset
limit of $15,000 excluding taxes for 2017; and
4. That the Director of Infrastructure and Environmental Services be
authorized to approve Purchase Orders for the years commencing in
2018 and 2019 to an upset limit of the approved budget for each year;
and
5. That the Director of Infrastructure and Environmental Services be
authorized to renew Tender No. CRFP2016-05 for an additional two (2)
additional, one (1) year terms, pending an annual analysis and
satisfactory performance review, for a total contract duration of up to five
(5) years; and
Council Meeting Agenda
Tuesday, July 11, 2017
Item C2
Page 6 of 16
Council Meeting Minutes
Tuesday, June 27, 2017 Page 7 of 16
6. That the Mayor and Town Clerk be authorized to execute the necessary
Agreement, including any and all documents and ancillary agreements
required to give effect to same.
Carried
R2. PBS17-046 – Request for Street Name Approval, Highland Gate
Developments Inc., 21 Golf Links Drive, File Number:
SUB-2015-01, Related File Numbers: OPA-2015-01, ZBA-
2015-02
Moved by Councillor Gaertner
Seconded by Councillor Thompson
1. That Report No. PBS17-046 be received; and
2. That the following Street Names be approved for the proposed roads
within the approved Plan of Subdivision, SUB-2015-01:
Street “A” Klees Crescent
Street “B” Mathew Lepper Court
Street “C” Kenneth Campbell Court
Street “D” Alex Gardner Court
Street “E” Wallace Merchant Court
Street “F” William Crossley Court
Street “G” John Bradbury Court
Street “H” William Heath Court
Carried
R3. IES17-029 – Award of Tender IES 2017-53 – Supply and Delivery of One
2017 Sign Body/Crane Truck
Moved by Councillor Thom
Seconded by Councillor Mrakas
1. That Report No. IES17-029 be received; and
Council Meeting Agenda
Tuesday, July 11, 2017
Item C2
Page 7 of 16
Council Meeting Minutes
Tuesday, June 27, 2017 Page 8 of 16
2. That Capital Project No. 34411 for replacement of the sign truck be
established, and $156,700 in funding be approved from the Fleet Repair
and Replacement reserve fund; and
3. That Tender IES 2017-53 for the supply and delivery of one 2017 Sign
Body/Crane Truck be awarded to Donway Ford Sales Limited, in the
amount of $153,963, excluding taxes; and
4. That the Mayor and Town Clerk be authorized to execute the necessary
Agreement, including any and all documents and ancillary agreements
required to give effect to same.
Carried
R4. IES17-030 – Procurement of 2018 Capital Projects No. 34168 Single Axle
Dump Truck and No. 34410 Tandem Axle Dump Truck in
2017
Moved by Councillor Mrakas
Seconded by Councillor Pirri
1. That Report No. IES17-030 be received; and
2. That funding pre-approval for two (2) 2018 fleet projects be approved,
and direction be given to staff to immediately tender for 2018 Capital
Projects No. 34168 Single Axle Dump Truck with a budget estimate of
$208,600 and No. 34410 Tandem Axle Dump Truck with a budget
estimate of $246,300; and
3. That the Mayor and Town Clerk be authorized to execute the necessary
Agreements, including any and all documents and ancillary agreements
required to give effect to to same.
Carried
R5. IES17-024 – Implementation of Train Whistle Cessation for GO Train
Crossings
Moved by Councillor Gaertner
Seconded by Councillor Thompson
Council Meeting Agenda
Tuesday, July 11, 2017
Item C2
Page 8 of 16
Council Meeting Minutes
Tuesday, June 27, 2017 Page 9 of 16
1. That Report No. IES17-024 be received; and
2. That staff initiate the process as outlined by Transport Canada for train
whistle cessation at the road crossings at Engelhard Drive, St. John’s
Sideroad and Centre Street, in the Town of Aurora; and
3. That the implementation of the whistle cessation not proceed until the
Metrolinx Barrie Corridor Expansion Program is completed; and
4. That Council approve the design budget of $235,000 in 2018 Budget
year to initiate the design phase of the project; and
5. That the Region of York and Metrolinx be advised accordingly of the
Town’s plans for Train Whistle Cessation.
Motion to refer
Moved by Councillor Thom
Seconded by Councillor Mrakas
That Report No. IES17-024 – Implementation of Train Whistle Cessation for
GO Train Crossings be referred back to staff for more information during the
2018 Budget deliberations.
Motion to refer
Carried
R6. PBS17-055 – Proposed Changes to the Ontario Municipal Board (OMB)
and Updates to Four Provincial Land Use Plans
Main motion
Moved by Councillor Thompson
Seconded by Councillor Mrakas
1. That Report No. PBS17-055 be received for information.
Amendment
Moved by Councillor Thompson
Seconded by Councillor Mrakas
That the main motion be amended by adding the following clauses:
Council Meeting Agenda
Tuesday, July 11, 2017
Item C2
Page 9 of 16
Council Meeting Minutes
Tuesday, June 27, 2017 Page 10 of 16
2. That the Town of Aurora support, in principle, Bill 139; and
3. That staff be directed to submit input on Bill 139 to the province; and
4. That Council encourage the province to move this forward
expeditiously, with passage of the Bill.
Carried
Main motion as amended
Moved by Councillor Thompson
Seconded by Councillor Mrakas
1. That Report No. PBS17-055 be received; and
2. That the Town of Aurora support, in principle, Bill 139; and
3. That staff be directed to submit input on Bill 139 to the province;
and
4. That Council encourage the province to move this forward
expeditiously, with passage of the Bill.
Carried as amended
R7. CAO17-001 – Economic Development Board – Terms of Reference
Moved by Councillor Pirri
Seconded by Councillor Thom
1. That Report No. CAO17-001 be received; and
2. That the attached Economic Development Board – Terms of Reference
be endorsed and staff be directed to proceed with the creation of the
Aurora Economic Development Board.
Carried
R8. PBS17-056 – Approval of the Comprehensive Zoning By-law Review File
No. ZBA-2012-ZBR
Council Meeting Agenda
Tuesday, July 11, 2017
Item C2
Page 10 of 16
Council Meeting Minutes
Tuesday, June 27, 2017 Page 11 of 16
Main motion
Moved by Councillor Gaertner
Seconded by Councillor Mrakas
1. That Report No. PBS17-056 be received; and
2. That pursuant to Section 34 (10.0.0.2) and 45 (1.4) of the Planning Act
Council provide direction on which classes of Zoning By-law Amendment
or minor variance applications it will consider. The classes of applications
are identified in the Alternatives to Recommendation Section of this staff
report.
Amendment
Moved by Councillor Gaertner
Seconded by Councillor Mrakas
That the main motion be amended by replacing the second clause with
the following two clauses:
2. That, pursuant to Section 45 (1.4) of the Planning Act, Council
declares that Committee of Adjustment minor variance applications
be permitted; and
3. That, pursuant to Section 34 (10.0.0.2) of the Planning Act, Council
declares that Industrial/Employment, Commercial and Institutional
(ICI) By-law amendment applications be permitted.
Carried
Main motion as amended
Moved by Councillor Gaertner
Seconded by Councillor Mrakas
1. That Report No. PBS17-056 be received; and
2. That, pursuant to Section 45 (1.4) of the Planning Act, Council
declares that Committee of Adjustment minor variance applications
be permitted; and
Council Meeting Agenda
Tuesday, July 11, 2017
Item C2
Page 11 of 16
Council Meeting Minutes
Tuesday, June 27, 2017 Page 12 of 16
3. That, pursuant to Section 34 (10.0.0.2) of the Planning Act, Council
declares that Industrial/Employment, Commercial and Institutional
(ICI) By-law amendment applications be permitted.
On a recorded vote the main motion as amended
Carried
Yeas: 5 Nays: 4
Voting Yeas: Councillors Humfryes, Kim, Pirri,
Thompson, and Mayor Dawe
Voting Nays: Councillors Abel, Gaertner, Mrakas,
and Thom
R9. General Committee Meeting Report of June 20, 2017
(R2) PRCS17-024 – Space Accommodations for Community Groups
Moved by Councillor Gaertner
Seconded by Councillor Mrakas
1. That Report No. PRCS17-024 be received; and
2. That the users of 52 and 56 Victoria Street be provided notice that they
are to vacate the premises no later than October 1, 2017, in preparation
for the demolition of the structures; and
3. That staff continue to work toward finding a solution regarding space for
community groups.
On a recorded vote the motion
Carried
Yeas: 9 Nays: 0
Voting Yeas: Councillors Abel Gaertner, Humfryes,
Kim, Mrakas, Pirri, Thom, Thompson,
and Mayor Dawe
Voting Nays: None
R9. General Committee Meeting Report of June 20, 2017
(R12) GRAHC17-001 – Report No. 1 of the Governance Review Ad Hoc
Committee, Re: Council Compensation Review
Council Meeting Agenda
Tuesday, July 11, 2017
Item C2
Page 12 of 16
Council Meeting Minutes
Tuesday, June 27, 2017 Page 13 of 16
Moved by Councillor Thompson
Seconded by Councillor Thom
1. That Report No. GRAHC17-001 be received; and
2. That the existing one-third tax-free provisions of Council’s compensation
be discontinued effective January 1, 2018, and that staff take all steps
necessary to give effect to this; and
3. That effective January 1, 2018, the base compensation of members of
Council be grossed-up to effectively neutralize or offset the income
taxation that will then occur, so to have the effect of the same or similar
“take home” Town of Aurora earnings amount; and
4. That for purposes of evaluating and reviewing the compensation of
members of Council, Council supports the Mayor role being considered
as “full-time” while the eight current Councillor roles being considered as
“part-time”.
On a recorded vote the motion
Carried
Yeas: 9 Nays: 0
Voting Yeas: Councillors Abel, Gaertner, Humfryes,
Kim, Mrakas, Pirri, Thom, Thompson,
and Mayor Dawe
Voting Nays: None
7. Notices of Motion
None
8. Motions
None
9. Regional Report
None
Council Meeting Agenda
Tuesday, July 11, 2017
Item C2
Page 13 of 16
Council Meeting Minutes
Tuesday, June 27, 2017 Page 14 of 16
10. New Business
Councillor Gaertner inquired about the Town’s capacity to manage potential
flooding of roads, and staff provided a response.
Councillor Gaertner suggested that residents should be made aware of the solar
panels that are installed at the Stronach Aurora Recreation Complex, and staff
indicated that this matter would be addressed.
Councillor Mrakas inquired about the Pandolfo development and the impact of
vibrations on the properties surrounding Ridge Road, and staff provided a
response.
11. Public Service Announcements
Councillor Gaertner noted her attendance at the recent 5th annual York Region
Pride Parade.
Councillor Thompson extended a reminder regarding the Town’s Canada Day
parade and others festivities.
Councillor Abel extended a reminder about Dances in the Park and the Museum
which is also celebrating 150 years.
Councillor Abel noted that the Town is welcoming a delegation from Leksand,
Sweden this week, and is looking forward to hosting the visitors.
Councillor Humfryes extended a reminder regarding the Aurora Farmers’ Market
and Artisan Fair being held at Town Park from 8 a.m. to 1 p.m. each Saturday,
which is also offering special Canada Day festivities.
Councillor Humfryes acknowledged the sign installed at the south end of Town on
the railroad bridge and expressed gratitude to staff for their efforts.
Councillor Thom extended wishes for a Happy Canada Day to all Aurorans and
noted the various celebrations of the weekend.
Councillor Kim noted that the Town is hosting Concerts in the Park on Wednesday
evenings at Town Park from 7 p.m. to 9 p.m.
Council Meeting Agenda
Tuesday, July 11, 2017
Item C2
Page 14 of 16
Council Meeting Minutes
Tuesday, June 27, 2017 Page 15 of 16
Councillor Humfryes noted that the Aurora Legion is hosting live music on Friday,
June 30, 2017, featuring Randy Thomas, and The Good Brothers tribute band on
Saturday, July 1, 2017.
Mayor Dawe noted that the visitors from Leksand, Sweden will be arriving
Wednesday, June 28, 2017, and they will be participating in a public welcoming
ceremony including a flag raising on Thursday, June 29, 2017.
Mayor Dawe noted that Recreation and Parks Month continues until the end of
June.
Mayor Dawe announced that the Town’s Concerts in the Park event series will
start next Wednesday, July 5, 2017.
Councillor Gaertner recognized Canada’s First Nations people and noted the
indigenous movement called Resistance 150.
12. By-laws
Moved by Councillor Thompson
Seconded by Councillor Thom
That the following by-laws be enacted:
(a) By-law Number 5993-17 Being a By-law to amend Parking and Traffic Control
By-law Number 4574-04.T, as amended, with respect to No Parking on various
highways in the Town of Aurora.
(b) By-law Number 5994-17 Being a By-Law to amend By-law Number 5630-14,
as amended, to regulate licensing of business establishments.
(c) By-law Number 6000-17 Being a By-law to adopt a new comprehensive
zoning by-law for the Town of Aurora.
Carried
13. Closed Session
None
Council Meeting Agenda
Tuesday, July 11, 2017
Item C2
Page 15 of 16
Council Meeting Minutes
Tuesday, June 27, 2017 Page 16 of 16
14. Confirming By-law
Moved by Councillor Pirri
Seconded by Councillor Kim
That the following confirming by-law be enacted:
By-law Number 5995-17 Being a By-law to Confirm Actions by Council Resulting
from a Council Meeting on June 27, 2017.
Carried
15. Adjournment
Moved by Councillor Thom
Seconded by Councillor Humfryes
That the meeting be adjourned at 10:08 p.m.
Carried
_________________________________ _________________________________
Geoffrey Dawe, Mayor Michael de Rond, Town Clerk
The minutes of the Council meeting of June 27, 2017, are subject to final approval by
Council on July 11, 2017.
Council Meeting Agenda
Tuesday, July 11, 2017
Item C2
Page 16 of 16
Town of Aurora
Council Public Planning
Meeting Minutes
Council Chambers
Aurora Town Hall
Wednesday, June 28, 2017
Attendance
Council Members Deputy Mayor Abel in the Chair; Councillors Gaertner, Humfryes
(arrived 7:57 p.m.), Kim (arrived 7:04 p.m.), Mrakas, Pirri, Thom
(departed 7:48 p.m.), and Thompson
Members Absent Mayor Dawe
Other Attendees Marco Ramunno, Director of Planning and Building Services,
Caitlin Graup, Planner, Lawrence Kuk, Planner, Samantha Yew,
Deputy Clerk, and Linda Bottos, Council/Committee Secretary
The Chair called the meeting to order at 7 p.m.
1. Approval of the Agenda
Moved by Councillor Thom
Seconded by Councillor Mrakas
That the agenda as circulated by Legislative Services be approved.
Carried
2. Declarations of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
Council Meeting Agenda
Tuesday, July 11, 2017
Item C3
Page 1 of 5
Council Public Planning Meeting Minutes
Wednesday, June 28, 2017 Page 2 of 5
3. Planning Applications
Deputy Mayor Abel outlined the procedures that would be followed in the conduct
of the public meeting. The Deputy Clerk confirmed that the appropriate notice had
been given in accordance with the relevant provisions of the Planning Act.
1. PBS17-048 – Application for Zoning By-law Amendment, 15370 Leslie
(Skale) Inc., 15370 Leslie Street, Part of Lot 21, Concession
2, File Number: ZBA-2017-02, Related File Number: SP-
2017-02
Planning Staff
Mr. Lawrence Kuk, Planner, presented an overview of the application and staff
report respecting the proposal to amend the existing Rural General (RU-2)
Exception Zone to Row Dwelling Residential (R6-XX) Exception Zone to allow
the development of 30 three-storey townhouse condominium units. He
advised that the subject lands are designated as ‘UR2 – Urban Residential 2’
within the Town’s Official Plan, and the application will be reviewed against the
recently approved Comprehensive Zoning By-law No. 6000-17. Mr. Kuk noted
that the applicant has submitted a site plan application and highlighted aspects
of the proposed site plan.
Consultant
Mr. Louis Tinker, Partner, Bousfields Inc., on behalf of the applicant, presented
a brief summary of the application including aspects related to context, the
proposed site plan, concept site elevations and site rendering, landscape plan,
Greenland and trails, and sustainability measures.
Public Comments
No members of the public came forward.
Moved by Councillor Pirri
Seconded by Councillor Kim
1. That Report No. PBS17-048 be received; and
Council Meeting Agenda
Tuesday, July 11, 2017
Item C3
Page 2 of 5
Council Public Planning Meeting Minutes
Wednesday, June 28, 2017 Page 3 of 5
2. That comments presented at the Public Planning meeting be addressed by
Planning and Building Services in a comprehensive report outlining
recommendations and options at a future General Committee meeting.
Carried
2. PBS17-054 – Applications for Official Plan Amendment and Zoning By-
law Amendment, York Region Christian Seniors’ Home Inc.,
440, 460, 480 & 500 William Graham Drive, Plan 65M-4442,
Block 4 and Block 5, File Number: OPA-2017-04, Related
File Number: ZBA-2016-12
Planning Staff
Ms. Caitlin Graup, Planner, presented an overview of the applications and staff
report respecting the proposal to amend the 2C Secondary Plan (OPA 73) to
increase the maximum building height from six storeys or 20 metres
(whichever is less) to a maximum of seven storeys with a maximum height of
28 metres, and to amend the ‘RA3-14’ and RA3-15’ exception zones to include
assisted living units as a permitted use, and to increase the maximum building
height from six storeys or 20 metres (whichever is less) to a maximum of
seven storeys with a maximum height of 28 metres. She noted that the Zoning
By-law Amendment application will be reviewed against the recently approved
Comprehensive Zoning By-law No. 6000-17, and also proposes to reduce the
minimum number of units and minimum landscape buffer, decrease the
minimum lot coverage for the RA3-15 lands, increase the minimum lot
coverage for the RA3-14 lands, and allow temporary relief from the
requirement to provide a minimum of parking spaces below grade.
Consultant
Ms. Joan MacIntyre, Principal, Malone Given Parsons Ltd., on behalf of the
applicant, provided background and presented a brief overview of the
applications, including clarification on the number of units, lot coverage,
associated Assisted Living uses, parking and traffic.
Council Meeting Agenda
Tuesday, July 11, 2017
Item C3
Page 3 of 5
Council Public Planning Meeting Minutes
Wednesday, June 28, 2017 Page 4 of 5
Public Comments
No members of the public came forward.
Moved by Councillor Kim
Seconded by Councillor Mrakas
1. That Report No. PBS17-054 be received; and
2. That comments presented at the Public Planning meeting be addressed by
Planning and Building Services in a comprehensive report outlining
recommendations and options at a future General Committee meeting.
On a recorded vote the motion
Carried
Yeas: 6 Nays: 1
Voting Yeas: Councillors Humfryes, Kim, Mrakas,
Pirri, Thompson, and Deputy Mayor
Abel
Voting Nays: Councillor Gaertner
Absent: Councillor Thom and Mayor Dawe
4. Confirming By-law
Moved by Councillor Pirri
Seconded by Councillor Humfryes
That the following confirming by-law be enacted:
5996-17 Being a By-law to Confirm Actions by Council Resulting from a
Council Public Planning Meeting on June 28, 2017.
Carried
Council Meeting Agenda
Tuesday, July 11, 2017
Item C3
Page 4 of 5
Council Public Planning Meeting Minutes
Wednesday, June 28, 2017 Page 5 of 5
5. Adjournment
Moved by Councillor Thompson
Seconded by Councillor Kim
That the meeting be adjourned at 8:27 p.m.
Carried
_________________________________ _________________________________
Geoffrey Dawe, Mayor Samantha Yew, Deputy Clerk
The minutes of the Council Public Planning meeting of June 28, 2017, are subject to
final approval by Council on July 11, 2017.
Council Meeting Agenda
Tuesday, July 11, 2017
Item C3
Page 5 of 5
Town of Aurora
Heritage Advisory Committee
Meeting Minutes
Date: Monday, June 12, 2017
Time and Location: 7 p.m., Holland Room, Aurora Town Hall
Committee Members: Councillor Wendy Gaertner (Chair), Neil Asselin, Barry
Bridgeford, Carol Gravelle, James Hoyes (arrived 7:23 p.m.),
John Kazilis, Bob McRoberts (Honorary Member), and
Martin Paivio
Member(s) Absent: Councillor Jeff Thom (Vice Chair)
Other Attendees: Jeff Healey, Planner, and Sarah Murray, Council/Committee
Secretary
The Chair called the meeting to order at 7 p.m.
1. Approval of the Agenda
Moved by John Kazilis
Seconded by Carol Gravelle
That the agenda as circulated by Legislative Services be approved.
Carried
2. Declarations of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
3. Receipt of the Minutes
Heritage Advisory Committee Meeting Minutes of May 8, 2017
Council Meeting Agenda
Tuesday, July 11, 2017
Item C4
Page 1 of 7
Heritage Advisory Committee Meeting Minutes
Monday, June 12, 2017 Page 2 of 7
Moved by John Kazilis
Seconded by Martin Paivio
That the Heritage Advisory Committee meeting minutes of May 8, 2017, be received
for information.
Carried
4. Delegations
None
5. Matters for Consideration
1. HAC17-012 – Request to Remove a Property from the Aurora Register of
Properties of Cultural Heritage Value or Interest
34, 38, 42 and 46 George Street
Staff provided background and a brief overview of the report.
The Committee expressed concern over Council’s motion to remove additional
properties from the Aurora Register of Properties of Cultural Heritage Value or
Interest and requested additional consultation with Council before commencing.
The Committee also expressed concern with revising the Aurora Register’s
Pending List without a clear proposal from the owner(s), and the lack of
historical data on the matter before the Committee.
Motion to defer
Moved by Carol Gravelle
Seconded by Neil Asselin
That Report No. HAC17-012 – Request to Remove a Property from the Aurora
Register of Properties of Cultural Heritage Value or Interest, 34, 38, 42 and 46
George Street, be deferred to the Heritage Advisory Committee meeting of July
17, 2017.
Motion to defer
Carried
Council Meeting Agenda
Tuesday, July 11, 2017
Item C4
Page 2 of 7
Heritage Advisory Committee Meeting Minutes
Monday, June 12, 2017 Page 3 of 7
2. HAC17-013 – Heritage Status of the Aurora Train Station
121 Wellington Street East
Staff provided a brief overview of the report and property in relation to the
property’s status under Part III.i of the Ontario Heritage Act.
The Committee expressed its preference that the historic and cultural integrity
of the Train Station be maintained and, as the property is currently owned by
Metrolinx, staff indicated that they will encourage Metrolinx to consider
Designation of the Train Station under Part IV of the Ontario Heritage Act.
The Committee also discussed the concept of a rail grade that travels under
Wellington Street East, in an effort to preserve the sight line of the Train Station
to ensure that it remains visible, similar to the design implemented at 14th
Avenue west of Kennedy Road in Markham.
Councillor Gaertner requested that the Aurora Register’s Pending List be
included in the agenda for the next meeting of the Heritage Advisory
Committee.
Moved by Carol Gravelle
Seconded by James Hoyes
1. That Report No. HAC17-013 be received; and
2. That the Heritage Advisory Committee recommend to Council:
(a) That staff consult with Metrolinx with respect to a potential designation
of the Historic Train Station at 121 Wellington Street East under Part IV
of the Ontario Heritage Act; and
(b) That staff prepare a report on the Heritage Impact Assessment to be
released by Metrolinx for proposed upgrades; and
(c) That, upon the possible sale of the Aurora Train Station by
Metrolinx to a private entity, steps be taken to proceed with Part IV
Designation; and
(d) That staff prepare a report on the impact of the proposed grade
separation on Wellington Street East and that the alternative of a
below -grade rail corridor be explored.
Carried as amended
Council Meeting Agenda
Tuesday, July 11, 2017
Item C4
Page 3 of 7
Heritage Advisory Committee Meeting Minutes
Monday, June 12, 2017 Page 4 of 7
3. Memorandum from Planner
Re: Additional Information – Architectural Salvage Program
The Committee discussed options to promote the availability of the salvage
items to local residents, and staff advised that an event would be arranged
during the summer of 2017.
Moved by Martin Paivio
Seconded by Barry Bridgeford
1. That the memorandum regarding Additional Information – Architectural
Salvage Program be received; and
2. That the Heritage Advisory Committee recommend to Council:
(a) That staff make items from the Architectural Salvage Program available
to the public in the summer of 2017; and
(b) That a notice with respect to the event be published in the local
newspapers and the Town of Aurora website.
Carried
6. Informational Items
4. HAC17-014 – Existing Heritage Status
Historical Yonge Street within the Aurora Promenade
Staff advised of the existing urban design and streetscape guidelines, which
promotes heritage conservation and complementary design along Yonge Street.
Staff also clarified the difference between seeking a Part IV or Part V
designation pursuant to the Ontario Heritage Act.
Moved by Bob McRoberts
Seconded by Martin Paivio
1. That Report No. HAC17-014 be received; and
2. That the Heritage Advisory Committee recommend to Council:
(a) That staff be directed to evaluate individual properties along
Yonge Street, from Wellington Street West/East to Tyler Street on
Council Meeting Agenda
Tuesday, July 11, 2017
Item C4
Page 4 of 7
Heritage Advisory Committee Meeting Minutes
Monday, June 12, 2017 Page 5 of 7
the west side and Mosley Street on the east side, to consider
designation under Part IV of the Ontario Heritage Act.
Carried as amended
5. Extracts from Council Meetings of March 28 and May 9, 2017
Re: Heritage Advisory Committee Meeting Minutes of February 13,
March 6, and April 10, 2017
Moved by Bob McRoberts
Seconded by John Kazilis
1. That the Extracts from Council Meetings of March 28 and May 9, 2017,
regarding the Heritage Advisory Committee meeting minutes of February
13, March 6, and April 10, 2017, be received for information.
Carried
6. Memorandum from Acting Manager of Parks
Re: Tree Removal Permit Application – 81 Catherine Avenue
Staff provided an overview of the Application and identified relevant polices
within the Northeast Old Aurora Heritage Conservation District Plan, which
speaks to the preservation of healthy trees and mature vegetation.
The Committee recognized the subject trees as heritage features.
Moved by Barry Bridgeford
Seconded by Neil Asselin
1. That the memorandum regarding Tree Removal Permit Application – 81
Catherine Avenue be received; and
2. That the Heritage Advisory Committee recommend to Council:
(a) That all six (6) trees as part of the Tree Permit Application at 81
Catherine Avenue and 82 Centre Street remain in accordance with
Section 4.6.2 and 5.7 of the Northeast Old Aurora Heritage
Conservation District Plan.
Carried
Council Meeting Agenda
Tuesday, July 11, 2017
Item C4
Page 5 of 7
Heritage Advisory Committee Meeting Minutes
Monday, June 12, 2017 Page 6 of 7
7. New Business
The Committee discussed the possible evaluation and designation of 122, 124 and
136 Wellington Street East. Staff advised that they could begin the process of
seeking evaluation for designation and bring the matter back to the Committee for
further discussion.
New Business Motion No. 1
Moved by Bob McRoberts
Seconded by Barry Bridgeford
1. That the Heritage Advisory Committee recommend to Council:
(a) That staff be directed to initiate steps toward a Part IV designation of
the Railway Hotel at 136 Wellington Street East and Baldwin’s at 124
Wellington Street East and report back to the Committee.
Carried
The Committee raised concerns regarding 23 Mosley Street, which was before the
Committee in December 2016 seeking approval for demolition of an existing rear
addition and accessory structure. Staff advised that a building inspector will be
notified of the discrepancies for further investigation.
The Committee inquired about the process to ensure that the approved drawings
are implemented by an applicant. Staff advised that a building inspector will review
the approved building permit plans compared to existing works onsite.
New Business Motion No. 2
Moved by Neil Asselin
Seconded by Barry Bridgeford
1. That the Heritage Advisory Committee recommend to Council:
(a) That staff be directed to advise the Heritage Advisory Committee on the
works conducted at 23 Mosley Street and advise on any recourse on
the property, including but not limited to the plans previously approved
by the Heritage Advisory Committee and endorsed by Council.
Carried
Council Meeting Agenda
Tuesday, July 11, 2017
Item C4
Page 6 of 7
Heritage Advisory Committee Meeting Minutes
Monday, June 12, 2017 Page 7 of 7
The Committee inquired about works conducted at 28 Reuben Street and staff
agreed to confirm whether a permit has been issued.
The Committee recognized that this is Carol Gravelle’s last meeting and expressed
appreciation to Carol for her contributions as a member of the Heritage Advisory
Committee.
8. Adjournment
Moved by Carol Gravelle
Seconded by Bob McRoberts
That the meeting be adjourned at 9:48 p.m.
Carried
Committee recommendations are not binding on the Town unless otherwise adopted by
Council at a later meeting.
Council Meeting Agenda
Tuesday, July 11, 2017
Item C4
Page 7 of 7
Town of Aurora
Council Closed Session
Public Minutes
Holland Room
Aurora Town Hall
Tuesday, May 16, 2017
Attendance
Council Members Mayor Dawe in the Chair; Councillors Abel, Gaertner (arrived at
5:56 p.m.), Humfryes (arrived at 5:58 p.m.), Kim (arrived at 6:25
p.m.), Mrakas, Thom, and Thompson
Members Absent Councillor Pirri
Other Attendees Doug Nadorozny, Chief Administrative Officer, Patricia De Sario,
Town Solicitor, Michael de Rond, Town Clerk, Marco Ramunno,
Director of Planning and Building Services, Anthony Ierullo,
Manager of Long Range and Strategic Planning
The Chair called the meeting to order at 5:45 p.m.
Council consented to recess at 5:46 p.m. to resolve into a Closed Session.
Council reconvened into open session at 6:42 p.m.
1.Approval of the Agenda
Moved by Councillor Mrakas
Seconded by Councillor Thom
That the agenda as circulated by Legislative Services be approved.
Carried
Council Meeting Agenda
Tuesday, July 11, 2017
Item C6
Page 1 of 6
Council Closed Session Public Minutes
Tuesday, May 16, 2017 Page 2 of 3
2.Declaration of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
3.Consideration of Items Requiring Discussion
Moved by Councillor Abel
Seconded by Councillor Mrakas
That Council resolve into Closed Session 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. PBS17-045 – Trinity Anglican Church
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: Closed Session
Report No. PBS17-041 - Aurora United Church-Proposed Public Parking
Lease Arrangement, 15186 Yonge Street, File Numbers: OPA-2015-03, ZBA-
2015-08 and SUB-2015-04
Carried
Moved by Councillor Thompson
Seconded by Councillor Thom
That the Council Closed Session be reconvened into open session to rise and report
from Closed Session.
Carried
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. PBS17-045 – Trinity Anglican Church
Moved by Councillor Pirri
Seconded by Councillor Thompson
1.That the confidential direction to staff in respect to Closed Session Report
No. PBS17-045 – Trinity Anglican Church, be confirmed.
Carried
Council Meeting Agenda
Tuesday, July 11, 2017
Item C6
Page 2 of 6
Council Closed Session Public Minutes
Tuesday, May 16, 2017 Page 3 of 3
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: Closed
Session Report No. PBS17-041 - Aurora United Church-Proposed Public
Parking Lease Arrangement, 15186 Yonge Street, File Numbers: OPA-
2015-03, ZBA-2015-08 and SUB-2015-04
Moved by Councillor Pirri
Seconded by Councillor Thompson
1.That the confidential direction to staff in respect to Closed Session Report
No. PBS17-041 - Aurora United Church-Proposed Public Parking Lease
Arrangement, 15186 Yonge Street, File Numbers: OPA-2015-03, ZBA-
2015-08 and SUB-2015-04, be confirmed.
Carried
4.By-laws
Moved by Councillor Humfryes
Seconded by Councillor Kim
That the following confirming by-law be enacted:
5985-17 Being a By-law to Confirm Actions by Council Resulting from a Council
Closed Session Meeting on May 16, 2017.
Carried
5.Adjournment
Moved by Councillor Pirri
Seconded by Councillor Thompson
That the meeting be adjourned at 6:44 p.m.
Carried
_________________________________ _________________________________
Geoffrey Dawe, Mayor Michael de Rond, Town Clerk
The minutes of the Council Closed Session of May 16, 2017, are subject to final approval by
Council on July 11, 2017.
Council Meeting Agenda
Tuesday, July 11, 2017
Item C6
Page 3 of 6
Town of Aurora
Council Closed Session
Public Minutes
Leksand Room
Aurora Town Hall
Tuesday, May 23, 2017
Attendance
Council Members Mayor Dawe in the Chair; Councillors Abel, Gaertner, Humfryes
(arrived 6:46 p.m.), Kim (arrived 6:10 p.m.), Mrakas, Pirri (arrived
5:51 p.m.), Thom, and Thompson
Members Absent None
Other Attendees Doug Nadorozny, Chief Administrative Officer, Marco Ramunno,
Director of Planning and Building Services, Anthony Ierullo,
Manager, Long Range and Strategic Planning, Patricia De Sario,
Town Solicitor, and Michael de Rond, Town Clerk
The Chair called the meeting to order at 5:45 p.m.
Council consented to recess at 5:46 p.m. to resolve into a Closed Session.
Council reconvened into open session at 6:50 p.m.
1.Approval of the Agenda
Moved by Councillor Thom
Seconded by Councillor Mrakas
That the agenda as circulated by Legislative Services be approved.
Carried
Council Meeting Agenda
Tuesday, July 11, 2017
Item C6
Page 4 of 6
Council Closed Session Public Minutes
Tuesday, May 23, 2017 Page 2 of 3
2.Declaration of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
3.Consideration of Items Requiring Discussion
Moved by Councillor Thompson
Seconded by Councillor Mrakas
That Council resolve into Closed Session 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. PBS17-040 – Letter of Intent – 89 Mosley Street
Carried
Moved by Councillor Pirri
Seconded by Councillor Thom
That the Council Closed Session be reconvened into open session to rise and report
from Closed Session.
Carried
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. PBS17-040 – Letter of Intent – 89 Mosley Street
Moved by Councillor Pirri
Seconded by Councillor Thompson
1.That the confidential direction to staff in respect to Closed Session Report
No. PBS17-040 – Letter of Intent – 89 Mosley Street, be confirmed.
On a recorded vote the motion
Carried
Yeas: 8 Nays: 1
Voting Yeas: Councillors Gaertner, Humfryes, Kim,
Mrakas, Pirri, Thom, Thompson, and
Mayor Dawe
Voting Nays: Councillor Abel
Council Meeting Agenda
Tuesday, July 11, 2017
Item C6
Page 5 of 6
Council Closed Session Public Minutes
Tuesday, May 23, 2017 Page 3 of 3
4.By-laws
Moved by Councillor Thom
Seconded by Councillor Pirri
That the following confirming by-law be enacted:
5986-17 Being a By-law to Confirm Actions by Council Resulting from a Council
Closed Session Meeting on May 23, 2017.
Carried
5.Adjournment
Moved by Councillor Pirri
Seconded by Councillor Thompson
That the meeting be adjourned at 6:50 p.m.
Carried
_________________________________ _________________________________
Geoffrey Dawe, Mayor Michael de Rond, Town Clerk
The minutes of the Council Closed Session of May 23, 2017, are subject to final approval by
Council on July 11, 2017.
Council Meeting Agenda
Tuesday, July 11, 2017
Item C6
Page 6 of 6
Town of Aurora
General Committee Report No. FS17-023
Subject: 2018 Budget Preparation Directions
Prepared by: Dan Elliott, Director Financial Services - Treasurer
Department: Financial Services
Date: July 4, 2017
Recommendation
1. That Report No. FS17-023 be received; and
2. That the increase for the Aurora portion of the residential tax bill for the 2018
Base Operating budget be limited to the reported 12 months to June 2017
Consumer Price Index (CPI) for the Toronto Area; and
3. That all fees, rates and charges be indexed by the same CPI reported value
unless precluded by legislation, and new revenue sources identified where
possible; and
4. That new tax revenue from new buildings be incorporated into the base
budget and be used to extend existing service levels to these new properties,
residents and businesses; and
5. That for strategic priorities separately identified by Council, a further increase
be levied for such new funding; and
6. That once the CPI factor is known, and the growth estimated, the Finance
Advisory Committee provide each of the Library Board, the Cultural Centre
Board, and the Historical Society a designated 2018 budget funding amount
for their respective budget development work; and
7. That a “current plus three year forecast” operating budget be prepared, and
include a staffing needs analysis and forecast for the same period.
8. That the phase-In budget strategy currently approved for Fire Services
expansion be funded from within the inflationary and growth components of
Council Meeting Agenda
Tuesday, July 11, 2017
Item R1
Page 1 of 8
July 4, 2017 Page 2 of 8 Report No. FS17-023
the Base Operating Budget, as applicable, with any excess planned increase
being a separate component of the overall tax increase; and
9. That in addition to the base budget increase for inflation, up to 1% dedicated
Fiscal Strategy tax levy increase be imposed to fund additional contributions
to Infrastructure Reserves in accordance with the long range fiscal strategies
adopted in the recent 10 Year Capital and Asset Management Plan, and any
other fiscal strategy items.
Executive Summary
The report sets budget preparation directions and guidance as they prepare the draft
2018 Operating Budget for presentation to Budget Committee in the fall.
Council’s Budget Principles and Budget Process are set out in the foundational
documents approved by Council in 2016, which are publicly available on the
Town’s website and will serve as further guidance to staff in budget preparations.
Finance Advisory Committee has begun its detailed reviews of department
operations which will allow more strategic reviews of the 2018 draft budget by
Budget Committee.
A new budget consultation meeting has been implemented for 2018 process.
Fire Services budget continues to grow beyond inflation due to the phased plan
to hire four new firefighters per year, leading to the opening of the new fire hall,
and as set out in the updated Fire Master Plan . The Town of Aurora previously
adopted a budget strategy to phase the whole increase equally over a five-year
period. This budget strategy will continue into 2018.
The Town’s fiscal strategy to add special levy increases in addition to CPI to
meet needed increases for contributions to the infrastructure sustainability
reserve funds and other purposes continues for 2018. These strategies are
confirmed each year as part of the regular updates to the Town’s 10 Year Capital
Investment Plan.
Background
In preparation for the 2018 Operating Budget preparations by staff, it is important for
Council to set out its expectations with respect to tax impacts to the residents and
businesses of the planned budget. During 2016 and 2017 budget preparations, such
direction resulted in considerable efficiency gains in the process . When the targets were
achieved by staff and presented, only minor changes were made by Council through the
Council Meeting Agenda
Tuesday, July 11, 2017
Item R1
Page 2 of 8
July 4, 2017 Page 3 of 8 Report No. FS17-023
addition of some new priority special projects or initiatives. There additions were net
zero to the tax rate from the draft of staff, as they were funded from reserves.
Analysis
Key principles for the 2018 budget development.
(numbering corresponds to the numbered principles in the Council Budget Principles document)
2) The budget process will include the use of budget consultation approaches to allow
residents the opportunity to provide input into budget priorities.
5) Council will undertake to complete the budget review and approval prior to the
commencement of the 2018 calendar year.
8) Council will not rely on budget surplus from one year to support or mitigate budget
pressures in the following budget year.
10) Council and staff will continually look to implement changes in technique, tools, or
approaches in delivering all services and functions which would reduce cost, or improve
efficiency or effectiveness of our work.
12) Council is committed to adequately fund infrastructure renewal through annual
increases to infrastructure reserve contributions. These additional increases will be part
of the Fiscal Strategy Budget, and may require overall budget increases beyond
inflation for the residents of the Town.
13) The operating budget shall include outlooks for the next three years, for a total of
four years, to allow the current budget to be considered within the context of the Town’s
short term future funding requirements.
14) A special phasing budget will be used to continue to phase in the expected sharp
increase in Fire Services costs with the anticipated addition of a new crew currently
being added to Central York Fire Services. This special phasing budget will be funded
from a portion of the growth revenue.
16) Inflation is recognized as having a direct impact on the Town’s costs of delivering its
existing services. Residents and Council should expect their base taxes to increase by
inflation each year, with the Fiscal Strategy Budget pushing this tax increase beyond
inflation in efforts to reposition the Town’s long-range financial situation.
18) While the Town is intent on advancing strategic priorities, it is likely not possible to
advance all issues in every year, and Council will need to make these key priority
decisions in a scarce resource environment.
Council Meeting Agenda
Tuesday, July 11, 2017
Item R1
Page 3 of 8
July 4, 2017 Page 4 of 8 Report No. FS17-023
19) Innovation, efficiencies, maintaining service excellence and service improvements
come through the continuous learning and development of our staff . Training and
development funding will be provided in the budget.
21) The Province is providing the opportunity for additional revenue to municipalities
through deliberately holding the line on school tax rate increases . To accept this
additional funding, the municipalities must increase their local portions by a rate higher
than inflation, failing which, the opportunity to accept this additional funding is lost.
The Finance Advisory Committee has reviewed some budget areas in detail
Since its inception in 2015, the Finance Advisory Committee has reviewed the Parks,
Recreation & Culture department, Corporate Accounts, and Planning and Building
Services department budgets in detail. During the course of these reviews, certain
budget concern areas were explored. Staff explained the budget right-sizing of certain
budget lines that was undertaken as part of the 2017 budget process. These right sizes
are not expected to occur during 2018 as no further concern areas were raised.
The Advisory Committee has also reviewed the recently completed long term
development activity forecast prepared by the Planning Division. Continuing concerns
with respect to declining development activity were somewhat alleviated as the forecast
shows continuing strong but slowly declining future growth activity, without the
previously expected sharp declines in activity level. Staff in all departments will be
working with these same projections in the preparation of their 2018 to 2021 budget and
budget forecasts.
A new Budget Consultation Meeting has been established
Finance Advisory Committee and Council have approved a new Budget Consultation
meeting which will take place May 31, 2017 to serve as input for the 2018 budget.
Community groups and individuals will be encouraged to provide budget input directly at
this special meeting of Budget Committee. They will be encouraged to provide
suggestions for service level amendments, cost savings, or revenue ideas. In addition,
community groups and individuals will have an opportunity to seek grant or support
funding for new or different purposes at this meeting as well as services in kind if any. It
is anticipated that new last minute pop-up requests occurring during the budget
deliberations in the fall will be reduced, and that greater information and perspectives
will be provided with respect to all such requests for Council consideration.
Council Meeting Agenda
Tuesday, July 11, 2017
Item R1
Page 4 of 8
July 4, 2017 Page 5 of 8 Report No. FS17-023
Recommended budget preparation directions for 2018
Based on the highlighted budget principles, it is recommended that the following budget
directions be approved for the preparation of the 2018 Operating Budget:
Base Operating Budget:
1) The overall Aurora net residential tax bill increase for the Base Operating be
limited to the reported July 2016 to June 2017 Consumer Price Index (CPI) for
the Toronto Area.
2) All fees, rates and charges are to be indexed by the same CPI reported value,
and new revenue sources identified.
3) New taxes from new community growth be incorporated into the base budget and
be used to extend existing services to these new communities, residents and
businesses.
4) For strategic priorities separately identified by Council, a further levy increase
should be considered for such new funding. Council may consider a multi-year
phased approach to increasing service levels.
5) After the CPI factor is known, the Library Board, the Cultural Centre Board, and
the Historical Society each receive a clear budget funding allocation early in the
budget development stage for their consideration when preparing their business
plans.
6) A current plus three year forecast will be prepared, and will include a staffing
needs analysis and forecast for the same period.
Phase-In Budget
7) The phase-in budget strategy currently approved for Fire Services expansion will
be funded from within the inflationary and growth components of the base
operating budget, as applicable, with any excess planned increase being a
separate component of the overall tax increase.
Fiscal Strategy Budget
8) In addition to the base budget increase for inflation, a dedicated Fiscal Strategy
tax levy increase will be imposed to fund additional contributions to Infrastructure
Reserves in accordance with the long range fiscal strategies adopted in the
Council Meeting Agenda
Tuesday, July 11, 2017
Item R1
Page 5 of 8
July 4, 2017 Page 6 of 8 Report No. FS17-023
recent Ten Year Capital and Asset Management Plan, reduce reliance on hydro
reserve fund interest, and reduce budgetary reliance on unsustainable levels of
supplementary tax revenues.
Advisory Committee Review
Finance Advisory Committee has reviewed a draft of this report at its June 13, 2017
meeting.
Financial Implications
It is anticipated that strong assessment base growth from new structures (not
reassessment increases) will occur for another two years, following which growth is
anticipated to begin to decline. New revenue from growth is necessary funding to
extend existing services at their same levels to these new residents and businesses
which results in additional costs, and in some cases, additional staffing requirements.
Inflation is a reality that if not accommodated on the full revenue side (taxes and all
other revenue sources), dilutes funding available for the maintenance of base services
at their existing service levels, resulting in dilution of service. Accordingly, inflationary
increases to taxes and service fees are necessary and should be expected by Council
and taxpayers. The Town’s solid waste contract was recently competitively renewed,
and unfortunately cost increases will result in a significant tax rate pressure to the Town
which staff will attempt to accommodate within the base operating budget.
In its Budget Principles document, Council has made very transparent that its reference
inflationary indicator is the July to June annual CPI published by Statistics Canada for
the Toronto area. This public declaration eliminates use of difference CPI values by staff
or others during the budget review process. The CPI value for the end of June is
expected to be published by Statistics Canada in late July or August.
In addition to inflation, residents and Council need to recognize that infrastructure
sustainability funding is a significant funding requirement for all municipalities and
should be expected to be funded as an incremental beyond inflationary adjustment.
The March CPI was reported at 2.1%. If this remains unchanged, the Base Budget
would increase by a 2.1% tax increase, plus a 1% increase for Fiscal strategy. New
services introduced by Council will add further increase pressure. Based on these
agreed to principles, the potential tax rate impact could fall in the range of 3.1% to 3.5%
depending on any new services to be funded.
Council Meeting Agenda
Tuesday, July 11, 2017
Item R1
Page 6 of 8
July 4, 2017 Page 7 of 8 Report No. FS17-023
Communications Considerations
The budget directions of Council are primarily aimed at staff as they prepare the draft
2018 budget. However, Communications will include some information to advise
residents of Council’s budget expectations and the increase to taxes and fees.
Link to Strategic Plan
Developing the annual budget supports all aspects of the Strategic Plan . Specifically,
this report supports the Plan principles of Leadership in Corporate Management,
Leveraging Partnerships, and Progressive Corporate Excellence and Continuous
Improvement.
Alternative(s) to the Recommendation
Council may choose to provide alternate budget preparation direction to staff.
Conclusions
Having clear budget preparation directions assisted with a smooth and highly successful
budget process for 2016 and 2017. The entire budget development cycle is now
supported by the foundational documents, now approved by Council, being the Council
Budget Principles and Council Budget Process. Members of the public and Council are
reminded that in-depth budget discussions with departments continues off-line
throughout the year on a rotating basis by the Finance Advisory Committee as set out in
the Council Budget Processes document. The Budget Directives recommended in this
report are anticipated to result in a fair, progressive and affordable budget for the Town
for 2018. The draft budget presented by staff will also include a forecast outlook for the
following three years.
Attachments
None
Previous Reports
None, this is an annual report to Council in advance of staff budget preparations.
Council Meeting Agenda
Tuesday, July 11, 2017
Item R1
Page 7 of 8
Council Meeting Agenda Tuesday, July 11, 2017Item R1 Page 8 of 8
Town of Aurora
General Committee Report No. FS17-032
Subject: Amendments to Procurement By-law
Prepared by: Dan Elliott, Director of Financial Services - Treasurer
Department: Financial Services
Date: July 4, 2017
Recommendations
1. That Report No. FS17-032 be received; and
2. That a bylaw be enacted to amend By-law 5910-16, being a bylaw to define the
procurement policies and procedures for the Corporation of the Town of
Aurora, at the Council meeting of July 11, 2017.
Executive Summary
Staff have been undertaking a review of the Town’s procurement processes, and the
Town’s procurement bylaw, being By-law No. 5910-16. This report seeks approval to
amend the by-law for amendments in the following areas:
• Emergency purchases
• Black-out period
• Exceptions and schedule of exceptions to procurement processes
• Piggybacking contracts
• Other minor grammatical/spelling or minor amendments
Background
Municipal procurement processes are to be followed for all purchases of goods,
materials, services and construction regardless of dollar value, although processes may
be differentiated depending on dollar value. Key components of public procurement
include openness, transparency, accountability and fair opportunity to all bidders.
Special provisions must also be included to ensure compliance with provincial, federal
and international trade treaties and agreements.
Since late 2016, staff have been undertaking a review of the Town’s procurement
processes, documentation and the procurement bylaw. Consultation and discussion has
Council Meeting Agenda
Tuesday, July 11, 2017
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been undertaken across the organization, and with a wide range of staff responsibility
levels. The objectives of the review were to identify changes to process and/or the
bylaw which would result in improved clarity of process and expectations, consistency of
application, reduction of red-tape, improve accountability, transparency, and improve
completeness of documentation for each purchase.
This report will update Council on process changes already made, speak specifically to
amendments to the procurement bylaw which are being recommended for
administrative clarity, and outline the next steps in the review.
Analysis
A review of current practices found wide variety of processes in place throughout
the Town’s structure
In the fall of 2016, staff began the process of documenting the procurement processes
which were currently in place throughout the town. Processes were found to be
distinctively different in different areas of the Town despite a central procurement bylaw
and process. Overtime, the practices of each work area had evolved incrementally as
different individuals or circumstances arose. This soon created confusion of what the
real process was supposed to be, and immediately, this would result in poor
compliance, lowered transparency and perhaps lowered accountability.
Unified consistent processes have now been documented, and are in place
throughout the Corporation.
Processes for the normal and regular procurement of goods, services, materials and
construction have been simplified down to two easy to follow flow charts. Training is
taking place during June to ensure all staff understand the requirements of these
processes. The flow-charts are centrally located on the Town’s intranet for consistent
referral by all staff. An updated insurance and risk requirements chart has been
prepared and posted to the intranet for all staff. Further, a simplified insurance and risk
requirements chart is being prepared specifically for the periodic reference by client
department staff which will assist in understanding, consistency of application and
thereby compliance with risk management requirements. Once the simplified version is
available, the more complex and complete version will be used only by Procurement
Services Division staff and our Legal Services Division. This approach will ensure
consistent application of risk management requirements, centralized documentation of
the procurements, and improved service to our client department groups.
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A key change to process has been the elimination of the need for client
departments to enter and process purchase requisitions for all purchases
The purchase requisition system is very cumbersome to use, and is very sensitive to
inputs, as they have an impact on how invoices get paid, as well as how purchasing
commitments get reflected in the accounting and budget systems. By removing client
departments from the process, immediate gains in consistency and problem solving
were captured. Under the new processes, staff have completely eliminated the
burdensome requirement of issuing purchase orders for purchases less than $5,000.
Appropriate measures are already in place to not permit splitting of purchases into two
or more pieces so as to avoid processes required for purchases over $5,000. All normal
purchases over $5,000 still require competitive procurement, and the issuance of a
formal purchase order; however, these processes will be navigated on behalf of the
client department by an assigned Procurement Services Division staff member who will
carry each assigned procurement matter from cradle to grave, including creating and
issuing the purchase order.
Administrative updates to the Procurement Bylaw recommended at this time
The procurement bylaw of the Town sets out a wide variety of process, requirements
and exemptions, as well as certain critical thresholds with regards to process and
approvals, such as all purchases over $100,000 must be approved by Council. At this
time, staff are not seeking amendments to the thresholds, but rather other
administrative amendments to improve clarity, accountability, consistency and
practicality to the bylaw. The following sections speak to the recommended bylaw
changes.
Bylaw change #1 – Emergency Purchases
The emergency provisions of the procurement bylaw are intended to speak to the
authority of the bylaw during a community emergency management situation, as well as
other urgent situations which may arise for which seeking competitive bidding and
following procurement practices is not appropriate due to the circumstance and its
impact or potential threat to life, property or services. The proposed bylaw amendments
in Section 13 focus on bringing clarity to the various emergency circumstances, and the
processes to be followed in each case. It also gives authority to the Chief Building
Official for approval of emergency purchases in appropriate circumstances, such as
mitigation of a potential building collapse. The changes are intended to reduce
confusion and inconsistent interpretation of the current bylaw provisions.
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Bylaw change #2 – Black-out Period
The black-out period and the anti-lobbying clauses of the bylaw are intended to ensure
procurements are undertaken and decided upon free from outside influence from
bidders or other groups. Generally, the black-out period and the anti-lobbying clauses
are similar across municipalities, stating that the black-out period starts at the issuance
of the bid call documents, and ends with the issuance of the Purchase Order to the
selected vendor. During the black-out period, vendors are only to make contact with
Procurement staff, and not with departmental staff. In the circumstances where a
contract award is the subject of a staff report, vendors often want to discuss getting the
work started immediately following council approval. The bylaw amendments proposed
will now lift the black-out period for conversations once Council has approved the
contract award, however, no billable work is to commence until following the issuance of
the Purchase Order, which is the formal contract for the work. The minor amendment
will allow work scheduling and finalizing logistics to occur with the selected vendor
immediately following Council approval, while the Purchase Order and obtaining
executed agreements and insurance and other risk management documents is
occurring.
The anti-lobbying provision was updated to a consistent definition of the black-out
period for clarity.
Bylaw change #3 - Exceptions to the Procurement Processes
Currently Schedule A to the Procurement By-law sets out a list of items which are not
subject to the competitive bid requirements of the bylaw, but it does not currently
exempt them from the requirements for purchase orders. This appears to have been an
oversight in past drafting of the bylaw. It currently implies that to make payroll
deduction remittances to the federal or provincial agencies requires a purchase order to
be issued. Clearly this is inappropriate. Accordingly, the current proposed
amendments make it clear that all competitive procurement processes, and
requirements for purchase orders are exempted for the listed items. The listed items are
substantially unchanged from before, however the headings have been removed. All
payments made continue to require complete and adequate supporting documentation,
and internal approvals before payments are issued.
Bylaw change #4 - Piggybacking contracts
Piggybacking contracts is the process of joining in on a competitive bid outcome and its
vendor, but from another bid issuing agency, municipality or organization. Recent
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purchases made by the Town by piggybacking on other agency’s competitive contracts
include:
• Fire hydrant inspection and maintenance services
• Cleaning and sealing cracks in asphalt
• Sign reflectivity inspection services
• Supply and delivery of office supplies
• Courier services
• Catchbasin cleaning.
The Town’s current piggyback clause limits the town to piggyback only where the initial
call documents of the issuing agency made clear that piggybacking by other agencies
must be permitted by the respondent and selected bidders. Frequently, selected
vendors are willing to offer their same pricing to other agencies even if the bid
documents did not require piggyback opportunities. The proposed amendment simply
allows Aurora to piggyback on favourable contracts of other agencies where
piggybacking was specified, or where the vendor is willing to do so. Piggybacking only
occurs on competitively bid contracts, and only where the town’s best interests are
served. Doing so often saves the Town weeks of process time and hours of staff time
for routine procurements.
Bylaw change #5 – Various other administrative amendments or corrections.
With the elimination of the requirement for purchase orders for purchases of less than
$5,000, corresponding amendments are required in Schedule D. Other typographical
and administrative amendments have been made to correct grammar, spelling, flow and
presentation.
Next steps
The next steps of the Procurement Review include the following:
1. Continued training of changes made to date in process and bylaw amendments
2. Develop template type procurement reports for Council agenda based on reviews
of other municipalities, Town standards, and ease of use by client departments.
3. Present to Council recommended changes to procurement approval threshold
framework, revising upward the low value purchase threshold, and the approval
limits for the CAO and Directors. This would mean a proposed increase to the
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current $100,000 threshold above which all contract awards and purchases must
be approved by Council. Detailed report will address these proposals.
Advisory Committee Review
None
Financial Implications
None directly. Indirectly through improving efficiency of the procurement processes,
and reducing client department red tape, administrative efficiencies will be experienced
by all departments. Additional staff resources were added to the Procurement Services
Division during the 2017 budget to accommodate the anticipated increase in work load
from the changes made. Adequacy of staff capacity within Procurement Service
Division will continue as the changes made take full effect.
At this time, despite widespread requests from client departments to do so, the approval
thresholds of the current procurement bylaw are not proposed to be amended. It is
staff’s intent to implement the changes made to date as outlined in this report first. Staff
will likely approach the Finance Advisory Committee with proposed threshold changes
in the fall of 2017 or early 2018. Many municipalities have adopted practices of very
high staff level approval authorities for competitive bidding processes which result in
awards to the lowest bidder, and for which adequate funding was approved within the
budget. This approach will be discussed in detail in our future report on bid approval
threshold changes.
Communications Considerations
None – bylaw changes will be communicated to bidders as appropriate, and will be
reflected in all contracts, purchase orders and agreements, and daily processes.
Changes in process are being communicated to all affected staff through training
sessions and updated printed materials and intranet resources.
Link to Strategic Plan
Updating and clarifying the Town’s procurement bylaw contributes to achieving the
Strategic Plan guiding principle of “Leadership in Corporate Management” and improves
transparency and accountability to the community.
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Alternative(s) to the Recommendation
Committee may choose to make alternate or additional amendments to the procurement
by-law
1. Committee may choose to make alternate or additional amendments to the
procurement by-law.
2. Committee may seek additional information prior to making any recommendations to
Council in this regard.
Conclusions
Staff are progressing through the Procurement Process review, and have identified
areas of the Town’s procurement by-law which require improved clarity or other minor
amendments. This report outlines the areas proposed for change, and seeks approval
to make the formal bylaw amendments. At this time, staff are not proposing any
changes to the role of Council or the threshold at which Council is involved in the
procurement processes and activity of the Town.
As outlined in this report, the single largest change in process to date is the elimination
of the requirement for a purchase requisition and its related Purchase Order for all
purchases less than $5,000, and the centralization of the preparation of all Purchase
Orders for purchases over $5,000 into the Procurement Services Division.
Attachments
None
Previous Reports
The last amendment to the Procurement Bylaw was done by way of Report No. FS16-
031 Procurement By-aw update for eProcurement, presented to General Committee on
October 18, 2016
Pre-submission Review
Agenda Management Team review on June 15, 2017
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Town of Aurora
General Committee Report No. IES17-034
Subject: Restoration of retaining wall and stairs at the Temperance Street
Parking Lot
Prepared by: Jim Tree, Acting Manager of Operations
Department: Infrastructure and Environmental Services
Date: July 4, 2017
Recommendations
1. That Report No. IES17-034 be received; and
2. That a new 2017 Capital Project No. 31173 “Temperance Street retaining wall
and stairs restoration” be approved in the amount of $60,000 funded from the
Roads & Related Repair and Replacement Reserve Fund.
Executive Summary
The purpose of this report is to provide Council with information on the current situation
associated with a failed retaining wall and stairway in the vicinity of the Temperance
Street parking lot and a plan of action in resolving this outstanding matter as follows:
To provide past history on the matter of the Temperance Street parking lot
retaining wall and stairs.
To advise Council of an operational issue that must be addressed in order to
resolve an outstanding matter associated with the condition of a Municipal Asset.
To identify a source of funding required to perform the necessary work to restore
the Temperance Street parking lot and stairs.
Background
The retaining wall and stairs have fallen into a state of significant disrepair and require a
complete restoration in order for the structure to continue to provide its intended
purpose.
This retaining wall and stairway is located on the north side of the Temperance Street
parking lot on a municipal right-of-way. The retaining wall provides retention of a
gradient elevation transition of approximately 1.5 meters and includes a stairway to
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facilitate access to the upper level and the Wellington Street sidewalk. These stairs are
used by patrons and residents who frequent the Yonge Street businesses and those
who reside in the downtown core area.
This retaining wall structure was constructed in 1985 (based on an approved plan that
has been kept on file); however, the retaining wall has fallen into a state of disrepair
over the years and, more recently, has been closed off to the public for safety concerns.
The Town has been maintaining and repairing this structure. Staff have received
complaints as the stairway has been closed off for a lengthy period of time, causing
inconvenience to residents.
Staff recommend that this restoration work proceed as soon as possible rather than
defer the repairs until the presentation and approval of the 2018 Capital Budget. This is
based on the length of time that this infrastructure has been non-functional and the
associated inconvenience to the users as well as the public safety related concerns with
the existing wall and stair system.
Analysis
Outstanding property ownership issue to be resolved which may result in the
Town taking responsibility for this infrastructure
The Town has maintained this entire infrastructure for many years. With the
deteriorating condition of this retaining wall over a period of years, staff are now
receiving safety-related complaints from residents/users of this stairway.
Staff have attempted to identify the actual owner of the property and the retaining wall,
resulting in a comprehensive title search process and the outcome was there is no
registered owner of the property. The Town has maintained the property for many
years because of the interests of the general public that this infrastructure provides.
The Town’s Legal Services Division had initiated a process that may result in the Town
taking official title over the lands which may have the lands coming into the Town’s
ownership in the near future. Legal Services worked with the Land Registry Office to
make the application. However, as a result of staffing changes at the Land Registry
Office, the application process has been delayed. While it is expected that Legal
Services will re-apply, it is not known when or if the Town will be successful in taking
official title over the lands.
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Nevertheless as the Town has assumed all of the maintenance in the Temperance
Street parking area for many years, it is incumbent upon the Town at this time to resolve
this matter by completing the retaining wall repairs and mitigating any risk that may
arise as a result of the existing conditions.
Retaining Wall and stairs must be completely removed and rebuilt in accordance
with current engineering standards
Due to the advanced state of deterioration in the retaining wall, railings and stairs, the
retaining wall must be completely removed and reconstructed and the Town’s soils
consulting engineering firm has been engaged to provide a design for the new wall.
IES Engineering staff are assisting in this process and have set a budget amount of
$65,000 for the project which does not include contract administration costs as these
services will be provided by Engineering staff.
Upon completion of the detailed design, staff will issue a formal request for quotation to
retain a contractor and the project will commence later this summer with completion in
the fall of 2017. This schedule may vary depending on a number of factors associated
with procurement, weather and site conditions.
An in-year financial contribution from the Roads Replacement and Restoration
Reserve Fund will be required to fund this project
Staff have confirmed that this project was not identified in the 10 Year Capital R&R
Roads forecast as this project was not identified as municipal infrastructure works. As
such, it is necessary to allocate funds from the Roads Replacement & Restoration
Reserve Fund for this in-year expense. Staff have been advised by the Director of
Financial Services that sufficient funding is available to enable the project to proceed in
2017.
Advisory Committee Review
Not applicable.
Financial Implications
The upset amount of $65,000 has been estimated by IES Engineering staff for the
project as follows:
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Item Cost Total
Removals $3,000 $3,000
New Wall $30,600 $30,600
Drainage and Restoration $19,510 $19,510
Contingency 10% $5,310
Application/Registration Fees $5,000 $5,000
$63,410
Staff recommend that the upset limited amount of $65,000 be allocated from the Roads
Replacement and Repair Reserve Fund to provide for the restoration of the
Temperance Street parking lot retaining wall and stairs.
Communications Considerations
There is no external communication required.
Link to Strategic Plan
This project supports the strategic plan goals of supporting an exceptional quality of life
for all and supporting environmental stewardship and sustainability by investing in a
plan that will:
Alternative(s) to the Recommendation
Option 1: Council may choose to not proceed with funding this project and to defer
the project to the 2018 Capital Budget for separate consideration and
approval; however, this may result in further degradation of the
infrastructure and create potential operational issues and concerns
including public liability associated with inoperable infrastructure.
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Attachment No. 1
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Town of Aurora
General Committee Report No. PRCS17-027
Subject: Tax Exempt Status for Sports Dome
Prepared by: Allan D. Downey, Director, Parks, Recreation and Cultural Services
Department: Parks, Recreation and Cultural Services
Date: July 4, 2017
Recommendations
1.That Report No. PRCS17-027 be received; and
2.That the Aurora Sports Dome (Soccer Dome) be declared a Municipal Capital
Facility for the purposes of the municipality and for public use; and
3.That by-law be enacted authorizing the Mayor and Clerk to enter into a
Municipal Capital Facility Agreement with the operators of the Aurora Sports
Dome; and
4.That, once the Municipal Capital Facility Agreement is entered into, a by-law
be enacted to exempt the portion of the lands upon which the Aurora Sports
Dome is located from all of the taxes for municipal and school purposes; and
5.That the Mayor and Town Clerk be authorized to execute any necessary
agreements, including any and all documents and ancillary agreements
required to give effect to same.
Executive Summary
The purpose of this report is to:
Apply for tax exemption under the provisions of the Municipal Act, 2001 (the
“Act”) for the Aurora Sports Dome.
Tax exemption will eliminate payment of Municipal, Regional and Education al
Taxes.
Tax exemption on the Aurora Sports Dome will create a reduction in the
Operating Budget of the Town.
Report No. PRCS17-006 was deferred from the March 28, 2017 Council
meeting.
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July 4, 2017 Page 2 of 4 Report No. PRCS17-027
Background
The Aurora Sports Dome (the “Sports Dome”) is a soccer facility located on Legion
Field, a portion of lands within the Lambert Wilson Park, and is being operated by
1651883 Ontario Inc., which entity is managed by the same group as the Tennis
Bubble. The Sports Dome is subject to an agreement that was entered into in 2005 and
is currently subject to regional and school board taxes, which have been covered by the
Town.
Analysis
Section 110 of the Municipal Act, 2001 permits tax exemptions
Section 110 of the the Act allows municipalities to declare facilities as Municipal Capital
Facilities and to exempt the land or a portion of the lands upon which they are situated
from taxes levied for municipal and school purposes, provided that certain requirements
are met under the Act and Ontario Regulation 603/06. One of those requirements is that
the subject facility be declared “for the purpose of the municipality and for public use”.
Once this declaration is approved through a Council resolution, a Municipal Capital
Facility Agreement may be entered into with respect to the subject facility and a by-law
exempting the land from the taxation may be passed.
Ontario Regulation 603/06 sets out classes of facilities that may be exempted under
section 110 of the Act and the associated requirements under such classes. In the case
of the Tennis Bubble and the Soccer Dome, both the facilities may be classified under
two categories:
Category 14 - Municipal community centre
o The facilities are primarily used for local community activities.
Category 16 - Municipal facilities used for cultural, recreational or tourist
purposes
o The facilities are used for recreational purposes.
o Pursuant to the agreements for both the facilities, upon expiry of the lease
agreements with the operators, the facility is either owned or will revert to
the Town along with the land on which it is situated.
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Tax Exempt Status applies to Municipal, Regional and Educational taxes
The provisions of the Act allow for an exemption from all taxes including Municipal,
Regional and Educational. Presently, the Town pays the Regional and Educational
portion.
The Town has been paying taxes on the Sports Dome since its opening, with the funds
being carried in the Parks, Recreation and Cultural Services Operating Budget for that
purpose.
Advisory Committee Review
No review.
Financial Implications
The tax exempt status for the Sports Dome would reduce the Operating Budget by
$50,992 per year. The Municipal portion of this levy is $10,450.81.
Communications Considerations
No communication considerations at this time.
Link to Strategic Plan
The tax exempt status for the Sports Dome and the Tennis Dome supports the Strategic
Plan goal of Supporting an Exceptional Quality of Life for all through its
accomplishment in satisfying requirements in the following key objectives within this
goal statement:
Develop a long-term needs assessment for recreation programs, services and
operations to march the evolving needs of the growing and changing population.
Alternative(s) to the Recommendation
1. Option 1: Council may choose not to explore tax exempt status.
Conclusions
Staff have explored the tax exemption process and find it beneficial to the Town to
facilitate a tax exemption status for the Sports Dome. The facility is operated under
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Town of Aurora
General Committee Report No. PRCS17-029
Subject: Purchase Order Increase for Program guide production and
delivery
Prepared by: Lisa Warth, Manager of Recreation Services
Department: Parks, Recreation and Cultural Services
Date: July 4, 2017
Recommendation
1. That Report No. PRCS17-029 be received; and
2. That the option to renew the York Region Media Group contract be exercised
for the third and final year of the Contract ending December 31, 2018; and
3. That Purchase Order 654 be increased by $38,000 excluding taxes, to a total
of $112,751.14 excluding taxes, to accommodate guide production for 2018.
Executive Summary
The purpose of this report is to outline the need to renew the third and final year option
with York Region Media Group and to increase the purchase order by $38,000,
excluding taxes. York Region Media Group provides the design, printing, delivery and
overall production of the Parks, Recreation and Culture program guide. Winter 2018
program guide production begins in September, 2017.
Background
Staff issued a Request for Quotation in Spring 2015 for the production of the seasonal
program guide. This guide is produced three times per year (Fall, Winter and a
combined Spring/Summer issue). The guide typically ranges from 68 to 96 pages
depending on the issue and is delivered to every household in Aurora with additional
copies available at Town facilities and online. The guide includes a variety of
information including program options, membership options, an overview of facilities,
parks and trails, registration information, schedules for leisure swim & skate, a
community directory and an advertising marketplace. The majority of the costs of the
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guide are offset by revenue generated by selling advertisements for the advertising
marketplace.
The guide provides timely, relevant information to Aurora residents and is a critical
communication tool.
QB-RFQ # 2015-19 was released in July, 2015 for a one-year term and included an
option to renew the agreement for two additional one year periods. The production
period for the guide is typically September to August.
Analysis
Excellent Service
York Region Media Group has provided excellent service with past issues of the guide.
Their designers and staff are friendly, knowledgeable and flexible. The service is
reliable and they often provide drafts etc., ahead of schedule. Administration has been
smooth with required documents, questions etc. always provided in a timely manner.
Important communication tool
The Program guide is an important communication tool even as access to information
electronically increases. The guide is essential in informing residents on program
options, facility information, parks and trails, registration information and much more.
Feedback suggests that residents like receiving the guide to their homes in a magazine
style document and look forward to receiving it each season.
Advisory Committee Review
None required
Financial Implications
Sufficient funds have been allocated in the 2017 and 2018 operating budget.
Communications Considerations
None.
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Town of Aurora
General Committee Report
Subject: Summary of Committee Recommendations Report No. 2017-06
Prepared by: Samantha Yew, Deputy Town Clerk
Department: Corporate Services
Date: July 4, 2017
Recommendation
1. That Summary of Committee Recommendations Report No. 2017-06 be
received; and
2. That the Committee recommendations contained within this report be
approved.
Trails and Active Transportation Committee Meeting Minutes of April
21, 2017
1. TATC17-001 – Atkinson Park Trail
(a) That, pending Council approval, the Atkinson Park Trail project be included in
the 2018 Capital Budget for Council’s consideration and approval.
2. TATC17-002 – Highland Gate Trails
(a) That the recommendations and suggestions from the Trails and Active
Transportation Committee be taken into consideration by staff and Council in
the development of the final draft of the Highland Gate Trails Concept Plan, in
accordance with the guidelines set out in Section 5.6 of the Town’s Trails
Master Plan respecting trail lighting; and
(b) That the final draft of the Highland Gate Trails Concept Plan be brought to the
Trails and Active Transportation Committee and the Accessibility Advisory
Committee for consideration and comment, prior to submission to Council for
final approval.
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New Business Motion No. 1
(a) That staff be directed to investigate the connectivity to Newmarket and the costs
of completing the multi-use path between State Farm Way and St. John’s
Sideroad.
Heritage Advisory Committee Meeting Minutes of May 8, 2017
1. HAC17-011 – Heritage Permit Application, 16 Maple Street, File: NE-HCD-HPA-
17-09
(a) That the demolition of the existing 47m2 rear addition and existing accessory
structure be approved; and
(b) That Heritage Permit Application NE-HCD-HPA-17-09 be approved to permit
the construction of an 88m2 rear addition and replace existing windows as per
submitted plans.
2. Heritage Permit Application, Proposed Accessory Structure, 66 Wellington
Street East, File Number: IV-HPA-17-10
(a) That Heritage Permit Application IV-HPA-17-10 be approved to permit the
construction of a 34m2 accessory structure.
Governance Review Ad Hoc Committee Meeting Minutes of May 9, 2017
2. Report from Dr. Robert J. Williams, Consultant
Re: Systems of Representation
(a) That a review of the system of representation used by the Town of Aurora be
postponed until the 2018-2022 term of Council due to the time restrictions in
place; and
(b) That, in order to have a productive, Town-wide, discussion of a review of the
system of representation, this review be initiated early in the next term of
Council.
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July 4, 2017
Page 3 of 3 Committee Recommendations Report No. 2017-06
New Business Motion No. 1
(a) That in order to provide enough time to thoroughly complete its mandate, a
Governance Review Ad Hoc Committee be established within the first 12
months of the 2018-2022 Council term.
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Tuesday, July 11, 2017
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Town of Aurora
Council Report No. FS17-035
Subject: Interim Operating Budget Forecast – as at May 31, 2017
Prepared by: Jason Gaertner, Manager, Financial Planning
Department: Financial Services
Date: July 11, 2017
Recommendation
1. That Report No. FS17-035 be received for information.
Executive Summary
This report presents to Council the information necessary to effectively monitor the
financial performance of the corporation’s operating budget presented as at May 31,
2017. As of this date, the corporation is forecasted to conclude the fiscal year with an
unfavourable variance of $126,500 from the Town’s tax levy funded operations and a
favourable variance of $867,300 from its utility rate funded operations.
• Staff will strive to maintain this expected outcome for the year
• If required, any tax levy funded operating budget deficit that remains at fiscal
year-end will be offset by an equivalent value reduction in the contribution of
excess supplementary tax revenues to reserves, while any resultant surpluses
would be contributed to stabilization reserves
• Any excess or shortfall in the rate funded program revenues at fiscal year-end
will be contributed to or funded from rate reserves
Background
To assist Council in fulfilling its roles and responsibilities with respect to Town finances
and accountability, the Financial Services Department has worked with all departments
to review the corporation’s operating budget financial performance to date. Each
Director has reviewed his/her respective department’s operating budget with its results
to date and remaining outstanding plans, and forecasted an expected year end position.
Finance staff have reviewed each submission and performed the necessary
consolidation.
Council Meeting Agenda
Tuesday, July 11, 2017
Item R7
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July 11, 2017 Page 2 of 7 Report No. FS17-035
Tax Levy Funded Operating Budget Deficit Forecasted
Staff currently forecast that the town’s tax levy funded operating budget will finish the
year with an anticipated deficit of $126,500. A detailed break-down of the Town’s
forecasted variance by department can be found on attachment #1. The report has
been simplified to show only the net budget amount, the forecasted ending position for
each item, and the variance.
Staff have similarly reviewed the results of operations to date and the expected year
end forecasted positions for the water, wastewater, and storm water program budget
which is presented in Attachment #2. Staff currently forecast that the Town’s utility
operations are on pace to finish the year with a surplus of $867,300.
Items of note are presented by department in the Analysis Section below. The forecasts
and representations are those of each Director, and have not been revised by finance
staff. Each department Director is charged with delivering their approved portfolio of
municipal services within their approved budget. They may manage issues encountered
throughout the year by reallocating approved financial resources amongst their budget
detailed line items, so as to best deliver their overall service portfolio in the
circumstances of an ever changing community, operating environment and economic
conditions.
Analysis
Operating Budget
Overall, the Town’s approved budget for 2017 includes $60,814,800 in approved
expenditures, together with $18,993,100 in revenues consisting of user fees, charges,
and investment income, and a total “town purposes” tax levy for the year of
$41,821,700.
Upon detailed review of the consolidated forecast as of the end of May, the corporation
is projected to conclude the fiscal year with an estimated operating budget deficit of
$126,500. This forecast is based upon the best information and estimates available at
this time. Accordingly, the forecast will continue to be subject to change over the
remainder of the fiscal year, meaning there will continue to be influencing variables that
are difficult for staff to estimate such as development driven revenues, investment
income as well as the ultimate level of town services that will be consumed by fiscal
year end. Staff will continue to remain vigilant to realize budget savings whenever
possible in order to minimize or eliminate any deficit by year end.
In previous years, the Town budgeted a “salary gapping savings” amount of $150,000
under the corporate expenses section of the budget. This provision is to recognize that
while salaries in all departments are based on 100% usage, with no staff departures, in
Council Meeting Agenda
Tuesday, July 11, 2017
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July 11, 2017 Page 3 of 7 Report No. FS17-035
reality there is some staff turnover and periodic vacancies that arise naturally during the
year. New for 2017, this amount has been identified in full in the Corporate Accounts
section of the budget, but is then allocated to each operating department on a pro-rata
basis.
CAO and Council – No Variance
The CAO and Council budget areas are currently forecasting to conclude the fiscal year
with a budget variance of zero.
Corporate Services - $107,100 favourable
Corporate Services’ forecasted favourable variance of $107,100 (1.5%) on a net
operating budget of $7,022,200 arises mostly from insurance premium, software license
and vacant position savings. These savings have been partially offset by unplanned
one-time health & safety and compensation review consulting costs.
Financial Services - $31,200 unfavourable
The unfavorable forecasted budget variance of $31,200, or 2.3% on a net operating
budget of $1,371,600 relates to unexpected staff turnover requirements, and a position
uplift to meet heavy internal demands for procurement services which has been partially
offset by higher than anticipated administrative revenues (property tax ownership
changes, water account ownership changes admin fees and tax certificates) driven by
an increase in the volume of sales of new and used homes.
Fire Services - no variance
The Newmarket Finance Department is reporting that the Central York Fire Services
budget is on track at this point in time.
Infrastructure & Environmental Services - $325,000 unfavourable
The Infrastructure & Environmental Services (IES) program is currently forecasting a
deficit of $325,000, or 2.6% on a net operating budget of $12,689,700. This deficit is
attributable to an unplanned 2016 snow management invoice being paid in 2017,
greater than anticipated town facility and streetlight electricity costs and unexpected
compressor repairs at the SARC. These costs are partially offset by anticipated waste
collection and engineering services savings.
Parks, Recreation & Cultural Services - $61,700 favourable
The Parks, Recreation & Cultural Services Department is anticipating an overall
favourable budget variance of $61,700, or 1.6% on a net operating budget of
$3,934,100. The key contributors to this identified variance relate to anticipated salary
savings in Business Support and Community Programs and increased sponsorship
revenues which have been partially offset by larger than anticipated active net user
charges.
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July 11, 2017 Page 4 of 7 Report No. FS17-035
Planning & Building Services - $129,200 favourable
The Planning & Building Services Department is forecasting an overall favourable
budget variance of $129,200 on a net operating budget of ($31,000) attributable
primarily to vacant position and contract savings; in addition to larger than anticipated
development driven revenues from site plan fees.
Building Services is a self-funded function as per provincial legislation. Consequently, if
it is unable to recognize sufficient revenues to offset its expenses in a given fiscal year,
it will draw from its dedicated reserve in order to balance its operating budget. If it
recognizes excess revenues, these revenues are utilized to replenish its dedicated
reserve. Currently, Building Services is anticipating concluding the fiscal year with a
small surplus which will be contributed to its dedicated reserve.
Corporate Revenues & Expenses - $65,300 favourable
Corporate Revenues & Expenses are projected to conclude the fiscal year with an
favourable budget variance of $65,300, or 1.4% on a net operating budget of
$4,811,500 attributable to larger than anticipated supplementary tax revenues which
have been partially offset by larger than expected tax amounts owing being written off
and a minor increase in post-retirement health and dental benefit premium requirements
for staff who have recently retired early. Post-retirement benefits end upon the recipient
reaching their normal retirement age.
The above noted larger supplementary tax revenues relate to the further recognition of
assessment growth that had not been realized as budgeted; staff’s expectation is that
the unrealized assessment growth still occurred, however instead it will now manifest
itself through higher than expected in-year supplementary taxes. Accordingly, staff are
now forecasting a $133,600 favourable variance in supplementary tax revenues, which
will not be contributed to reserves and will instead offset the equivalent tax levy deficit.
Total Tax Levy - $133,600 unfavourable
In an effort to achieve an approved operating budget for the upcoming year prior to the
year commencing, the Town must estimate its tax assessment base growth for the
upcoming year as the final figure is not yet available at the time of budget’s creation.
The Town is anticipating that it will collect a total of $41,688,100 in tax levy revenue for
2017, which is $133,600 less than what was budgeted. These lower than anticipated
revenues relate to the Town’s overestimate of its 2017 growth in its tax assessment
base upon which the year’s property taxes are calculated; the budget anticipated an
assessment growth of 4.10% while the final assessed growth for 2017 was 3.36%. As
noted above, staff now expect that this additional assessment growth still occurred,
however instead it will now manifest itself through higher than expected in-year
supplementary taxes. This revenue short-fall is fully offset by an equivalent
supplementary tax revenue surplus under Corporate Revenues.
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July 11, 2017 Page 5 of 7 Report No. FS17-035
Operating Budget Summary
Overall, the management team of the Town of Aurora are predicting that the general
municipal operations budget will end the year in deficit position of $126,500, if the
planned budget contribution from supplemental taxes is to be realized. Any deficit that
remains at fiscal year-end would be offset by an equivalent reduced contribution of
excess supplementary tax revenues to reserves, while any resultant surpluses will be
moved to stabilization reserve funds.
Water, Wastewater and Storm Water Budget
The water and wastewater budgets are comprised primarily of fixed operational costs,
funded by the net proceeds from the sale of water and wastewater services. These
fixed operational costs include staff and service maintenance costs related to
maintaining the infrastructure systems, water quality testing, and the billing and
customer service functions. These costs are not directly impacted by the volume of
water flowing through the system. These fixed costs are funded from the net revenues
earned which are variable in nature due to the fact that they are based upon metered
water consumption volumes.
The water, wastewater and stormwater operations budget is currently projected to close
the year with a favourable budget variance of $867,300 primarily attributed to greater
than anticipated development driven water meter sale revenues combined with contact
and salary savings. This forecasted variance will continue to be subject to change
particularly over the summer months as the average daily temperature and level of
rainfall received have a direct relationship to the volume of water consumed.
Advisory Committee Review
Not applicable
Financial Implications
The actual resultant annual surplus or deficit in the general operating budget and Water
/ Wastewater budgets will be allocated by Council to/from various reserves at fiscal
year-end as per the Town’s surplus/deficit bylaw. There are no other immediate
financial implications arising from this report. Council fulfills its role, in part, by receiving
and reviewing this financial status report on the operations of the municipality relative to
the approved budget.
Council Meeting Agenda
Tuesday, July 11, 2017
Item R7
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July 11, 2017 Page 6 of 7 Report No. FS17-035
Communications Considerations
The report will be posted to the Town’s Budget and Financial Information web page for
transparency and accountability.
Link to Strategic Plan
Outlining and understanding the Town’s present financial status at strategic intervals
through-out the year contribute to achieving the Strategic Plan guiding principle of
“Leadership in Corporate Management” and improves transparency and accountability
to the community.
Alternative(s) to the Recommendation
1. Provide direction to staff on specific management actions to be taken in order to
further control expenditures, enhance revenues, or alter service levels with the intent
of managing the year end results to a balanced position.
Conclusions
Having completed five months of operations, the management team of the Town is
presently forecasting to end the year with an unfavourable budget variance from it tax
levy funded operations of $126,500. Staff remain vigilant to realize budget savings
whenever possible in an effort to continue to minimize or eliminate an operating budget
deficit at year end. Any deficit that remains at fiscal year-end will be offset by an
equivalent reduced contribution of excess supplementary tax revenues to reserves.
The water, wastewater and storm water operations are currently projected to conclude
the fiscal year with a favourable budget variance. Any surplus remaining at fiscal year-
end will be contributed to the rate reserves.
Staff recommend that this report be received.
Attachments
Attachment #1 – Net Operating Forecast Update
Attachment #2 – Water, Wastewater and Storm Water Net Operating Forecast Update
Council Meeting Agenda
Tuesday, July 11, 2017
Item R7
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Council Meeting Agenda Tuesday, July 11, 2017Item R7 Page 7 of 10
Attachment 1
Shown in $,000's
COUNCIL
Council Administration 535.9$ 535.9$ -$ -
Council Programs/Grants 4.0 4.0 - -
Advisory Committees 22.0 22.0 - -
Council Office Total 561.9$ 561.9$ -$ -
CHIEF ADMINISTRATIVE OFFICE
CAO Administration 501.9$ 507.9$ (6.0)$ (1.2 %)
Communications 734.9 728.9 6.0 0.8 %
Chief Administrative Office Total 1,236.8$ 1,236.8$ 0.0$ 0.0 %
Council and C.A.O. Combined 1,798.7$ 1,798.7$ 0.0$ 0.0 %
CORPORATE SERVICES
Legal Services 891.3$ 831.3$ 60.0$ 6.7 %
Legislative Services 1,260.0 1,178.6 81.4 6.5 %
CS Administration 428.9 474.8 (45.8) (10.7 %)
Human Resources 684.0 781.6 (97.6) (14.3 %)
Elections 82.5 84.7 (2.2) (2.7 %)
Information Technology 1,899.2 1,878.6 20.7 1.1 %
Telecommunications 260.0 212.7 47.3 18.2 %
By-law Services 551.5 525.2 26.3 4.8 %
Animal Control 242.0 246.8 (4.8) (2.0 %)
Customer Service 699.8 678.1 21.7 3.1 %
Emergency Preparedness 23.0 22.9 0.1 0.4 %
Corporate Services Total 7,022.2$ 6,915.1$ 107.1$ 1.5 %
FINANCIAL SERVICES
Policy & Planning Administration 304.5$ 297.7$ 6.9$ 2.3 %
Accounting & Revenue 285.7 250.0 35.7 12.5 %
Financial Planning 430.0 430.0 0.0 0.0 %
Procurement Services 351.4 425.2 (73.8) (21.0 %)
Financial Services Total 1,371.6$ 1,402.8$ (31.2)$ (2.3 %)
FIRE SERVICES
Central York Fire 10,225.0 10,225.0 - -
Total Fire Services 10,225.0 10,225.0 - -
INFRASTRUCTURE & ENVIRONMENTAL SERVICES
IES Administration 493.5$ 545.2$ (51.7)$ (10.5 %)
Engineering Service Operations (112.3) (155.9) 43.6 38.8 %
Facilities & Fleet 6,606.2 6,942.4 (336.2) (5.1 %)
Snow Management 1,563.7 1,395.5 168.2 10.8 %
Road Network Operations 2,447.1 2,631.3 (184.2) (7.5 %)
Waste Collection & Recycling 1,691.5 1,656.3 35.3 2.1 %
Infrastructure & Environmental Services Total 12,689.7$ 13,014.7$ (325.0)$ (2.6 %)
PARKS, RECREATION & CULTURAL SERVICES
Parks & Recreation Administration 988.8$ 1,005.5$ (16.7)$ (1.7 %)
Business Support (921.8) (971.3) 49.5 5.4 %
Parks/Open Spaces 2,467.4 2,334.7 132.7 5.4 %
Recreational Programming/Community Dev.1,399.7 1,503.4 (103.7) (7.4 %)
Parks, Recreation & Cultural Services Total 3,934.1$ 3,872.3$ 61.7$ 1.6 %
Town of Aurora
Net Operating Forecast Update
as at May 31, 2017
Variance
Favourable / APPROVED
BUDGET
ANNUAL
FORECAST (Unfavourable)
Council Meeting Agenda
Tuesday, July 11, 2017
Item R7
Page 8 of 10
Attachment 1
Shown in $,000's
Town of Aurora
Net Operating Forecast Update
as at May 31, 2017
Variance
Favourable / APPROVED
BUDGET
ANNUAL
FORECAST (Unfavourable)
PLANNING & BUILDING SERVICES
Development Planning (633.2)$ (748.3)$ 115.1$ 18.2 %
Long Range & Strategic Planning 602.2 588.1 14.1$ 2.3 %
Net Building Department Operations (503.5)$ (503.5)$ -$ -
Contribution to Building Reserve 503.5 503.5 -$ -
Total Building Services - - - -
Planning & Building Department Total (31.0)$ (160.2)$ 129.2$ 417.5 %
CORPORATE REVENUE & EXPENSE
Supplementary Taxes & Payments-in-Lieu (711.0)$(844.6)$ 133.6$ 18.8 %
Penalties on Unpaid Property Taxes (900.0) (900.0) -$ -
Overhead Cost Re-allocation to Building Services (453.8) (453.8) -$ -
All Other Revenue (4,841.4) (4,891.6) 50.2$ 1.0 %
Cash to Capital 4,837.8 4,837.8 -$ -
All Other Expense 6,879.9 6,998.4 (118.5)$ (1.7 %)
4,811.5$ 4,746.2$ 65.3$ 1.4 %
TOTAL TAX LEVY FUNDED OPERATIONS 41,821.7$ 41,814.6$ 7.1$ 0.0 %
TOTAL TAX LEVY (41,821.7)$ (41,688.1)$ (133.6)$ (0.3 %)
OPERATING (SURPLUS) DEFICIT - 126.5$ (126.5)$ (0.2 %)
Deficit Deficit
Council Meeting Agenda
Tuesday, July 11, 2017
Item R7
Page 9 of 10
Attachment 2
Shown in $,000's APPROVED ANNUAL
BUDGET FORECAST
RETAIL REVENUES
Water (11,249.8)$ (11,285.5)$ 35.7$ 0.3 %
Wastewater (10,029.5) (10,059.4) 29.9$ 0.3 %
Storm Water (1,451.6) (1,651.6) 200.0$ 13.8 %
Retail Revenues Total (22,730.9)$ (22,996.5)$ 265.6$ 1.2 %
TOTAL REVENUE (22,730.9) (22,996.5) 265.6 1.2 %
WHOLESALE COSTS OF WATER & SEWER
Water 6,796.0$ 6,796.0$ -$ -
Sewage Discharge Fee 7,699.4 7,699.4 - -
Wholesale Costs Of Water & Sewer Total 14,495.4$ 14,495.4$ -$ -
NET CONTRIBUTION TO OPERATING COSTS (8,235.5)$ (8,501.1)$ 265.6$ 3.2 %
OPERATING COSTS:
Water Administration & Billing 1,300.8$ 1,262.9$ 38.0$ 2.9 %
Water System Operations 1,414.0 802.7 611.3$ 43.2 %
Wastewater System Operations 945.7 573.4 372.3$ 39.4 %
Storm Water Management Operations 451.6 441.6 10.0$ 2.2 %
Pumping Stations (Net)173.4 173.4 (0.0)$ (0.0 %)
Reserve Contributions OUT 3,950.0 4,379.9 (429.9)$ (10.9 %)
TOTAL OPERATING COSTS 8,235.5$ 7,633.8$ 601.7$ 7.3 %
UTILITY BUDGET (SURPLUS) / DEFICIT 0.0$ (867.3)$ 867.3$ 3.8 %
Surplus Surplus
(Unfavourable)
Town of Aurora
Water, Wastewater and Storm Water Net Operating Forecast Update
as at May 31, 2017
Variance
Favourable /
Council Meeting Agenda
Tuesday, July 11, 2017
Item R7
Page 10 of 10
Town of Aurora
Council Report No. FS17-036
Subject: Delegation of Authority to Award Contracts
Prepared by: Dan Elliott, Director of Financial Services - Treasurer
Department: Financial Services
Date: July 11, 2017
Recommendation
1. That Report No. FS17-036 be received; and
2. That during the period of July 12 to August 31, 2017, the Chief Administrative
Officer (CAO ) be delegated the authority to award contracts as a result of a bid
solicitation that normally requires Council approval, and
3. That a report be submitted to Council outlining the details of any contract
awarded pursuant to this authority.
Executive Summary
This report is to delegate authority to the Chief Administrative Officer (CAO) to award
contracts normally approved by Council during the balance of the summer.
• During the summer months, the schedule of Council may experience
cancellations or special meetings.
• Staff are anticipating that the scheduled August meeting of Council may be
cancelled.
• The business of the Town must continue uninterrupted as it pertains to awarding
contracts and meeting the business and contractual needs of the organization.
• Bylaw No. 5910-16, being a by-law to define the procurement policies and
procedures for The Corporation of the Town of Aurora, as amended (the
“Procurement By-law”) contains delegation of authority clauses, however due to
the current schedule of planned meetings is insufficient at this time.
Council Meeting Agenda
Tuesday, July 11, 2017
Item R8
Page 1 of 5
July 11, 2017 Page 2 of 5 Report No. FS17-036
Background
The Procurement By-law contains the following clauses which circumstantially delegate
authority to award contracts to the CAO:
6.2 The CAO has the Authority to:
(a) Instruct Department Heads not to Award Contracts, notwithstanding their
Authority to do so under this by-law, and instead to submit
recommendations for Contract Award to Council for approval; in addition,
the CAO may provide additional restrictions concerning Procurement
where such action is considered necessary and in the best interest of the
Town;
(b) Award Contracts during the time that regular Council meetings are
suspended, during a period of Council recess in excess of thirty (30) days,
or during the Election Period, as a result of a Solicitation that normally
requires Council approval, provided that a report is submitted to Council
(as soon as reasonably possible) setting out the details of any Contract
Awarded pursuant to this Authority;
Analysis
During the summer months, the schedule of Council may experience
cancellations or calling of special meetings
Currently, Council meetings are scheduled for July 11, August 8, and resume their
normal twice per month meetings with the first Council meeting on September 12, 2017.
It is not uncommon for some summer Council meetings to be cancelled, and other
special meetings of Council to be called to meet the business needs of Council.
Staff currently are anticipating that the August meeting of Council may be
cancelled
Staff are currently in a position to cancel the General Committee and Council meetings
of August 1 and August 8, 2017. All critical business of the Town appears to be
completed with the July 11 meeting, and nothing of an urgent basis is expected to arise
which cannot be addressed in the first cycle of meetings planned for September.
However, there are a few competitive procurements which are expected to be closing
during July and August which would require Council approval according to the
Council Meeting Agenda
Tuesday, July 11, 2017
Item R8
Page 2 of 5
July 11, 2017 Page 3 of 5 Report No. FS17-036
Procurement By-law. The following is a list of items which are expected, but this list is
not intended to be exhaustive:
• Award of tender – back up cameras for fleet
• Award of tender – north pond dam reconstruction
The current Procurement By-law delegation clauses may be insufficient to permit
the CAO to approve these contracts on behalf of Council
As the August meeting has not yet been formally cancelled, the 30 day recess condition
of the existing by-law delegation clause will not currently be met. Depending on when
the August meeting is formally cancelled, the 30 day period may still not get triggered.
It is important that the procurements anticipated get awarded promptly to meet the
operational needs of the Town. Therefore, for transparency, despite the current
provisions of the bylaw, staff are requesting Council to delegate to the CAO the
authority to award ccontracts during the period of July 12 to August 31, 2017, as a result
of a bid solicitation that normally requires Council approval. A report will then be
submitted to Council (as soon as reasonably possible) setting out the details of any
contract awarded pursuant to this authority.
Staff are expecting to revisit the wording of the delegated authority clauses of the
Procurement By-law to bring clarity to such authority during summer sessions, and the
pending election period. A report recommending bylaw amendments is anticipated in
late fall or early 2018.
Advisory Committee Review
Not applicable
Financial Implications
There are no financial implications to the organization as a result of the delegated
authority being sought. The delegated authority does not include authority to increase
approved budgets. Any such contract awards must be within approved budgets.
Communications Considerations
None
Council Meeting Agenda
Tuesday, July 11, 2017
Item R8
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July 11, 2017 Page 4 of 5 Report No. FS17-036
Link to Strategic Plan
Ensuring the routine business of the Town can continue during periods when Council is
not meeting frequently contributes to achieving the Strategic Plan guiding principle of
“Leadership in Corporate Management” and improves transparency and accountability
to the community.
Alternative(s) to the Recommendation
1. Receive only.
2. That during the period of July 12 to August 31, 2017, the Chief Administrative Officer
(CAO) be delegated the authority to award contracts as a result of a bid solicitation
that normally requires Council approval, provided that the value of such contracts
are not more than 10% higher than the budgets for same previously approved
by Council, and that a report is submitted to Council (as soon as reasonably
possible) setting out the details of any contract awarded pursuant to this authority.
3. Other direction of Council
Conclusions
Due to possible changes to the schedule of Council meetings in August, and due to
some circumstances in which the Procurement By-law delegated authority to award
contracts may not be triggered, staff are recommending that the CAO be delegated
clear authority to approve contract awards during the balance of the summer to ensure
the routine anticipated business of the Town can continue without delay.
Attachments
None
Previous Reports
None
Council Meeting Agenda
Tuesday, July 11, 2017
Item R8
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Council Meeting Agenda Tuesday, July 11, 2017Item R8 Page 5 of 5
Town of Aurora
Council Report No. PBS17-058
Subject: Community Improvement Plan Incentive Program Application
46 Wellington Street East
Prepared by: Nick Kazakoff, Economic Development Officer
Department: Planning and Building Services
Date: July 11, 2017
Recommendation
1. That Report No. PBS17-058 be received; and
2. That the Façade and Signage Improvement Grant application for 46 Wellington
Street East be approved and that funding in the amount of $15,000 be granted;
and
3. That a by-law implementing the Heritage Property Tax Relief program be
enacted; and
4. That the Heritage Property Tax Relief application for 46 Wellington Street East
be approved and that funding in the amount of $4,000 per year over a five (5)
year period be granted; and
5. That the Mayor and Clerk be authorized to enter into and sign any agreement,
including any and all documents and ancillary agreements required to give
effect to same.
Executive Summary
This report seeks Council direction on the Community Improvement Plan (CIP)
Incentive Program applications made by the owner of 46 Wellington Street East (the
“Property”) for both the Façade and Signage Improvement Grant Program and the
Heritage Tax Relief Program. The applicant is proposing to renovate the existing
building’s exterior which is listed in the Town of Aurora Register of Properties of Cultural
Heritage Value of Interest. The renovations are in conjunction with Stonehaven
Financial Group’s Head Office relocation to the Town of Aurora.
Council Meeting Agenda
Tuesday, July 11, 2017
Item R9
Page 1 of 6
July 11, 2017 Page 2 of 6 Report No. PBS17-058
Background
Aurora Promenade Community Improvement Plan
The Aurora Promenade CIP was approved by Council in February 2014. A CIP is a tool
provided under the Planning Act that allows a municipality to offer financial incentives to
the private sector to stimulate redevelopment. The incentive programs of the Aurora
Promenade CIP represent a tailored response to the property (re)development needs
within the CIP Area and include the objectives of:
• Intensification of retail, commercial and mixed uses, particularly in the downtown,
bringing underutilized and/or vacant sites and buildings into the highest and best
uses; and
• Heritage-sensitive property enhancements and upgrades through a range of
signage, façade and exterior improvements along gateway and commercial
corridors
The seven Aurora Promenade CIP Incentive Programs are:
1. Façade and Signage Improvement Grant Program
2. Building Restoration, Renovation and Improvement Program
3. Development Charges Grant Program
4. Tax-based Redevelopment Grant Program
5. Heritage Property Tax Relief Program
6. Environmental Remediation Tax Assistance Program
To date, Council has approved two CIP program applications since the CIP program
was implemented in February 2014, the program is in its fourth year within the initial five
year term.
CIP Incentive Program Applications
The owner of the Property has made applications for two of the Aurora Promenade CIP
Incentive Programs:
• Program 1: Façade and Signage Improvement Grant Program
• Program 5: Heritage Property Tax Relief
Council Meeting Agenda
Tuesday, July 11, 2017
Item R9
Page 2 of 6
July 11, 2017 Page 3 of 6 Report No. PBS17-058
The applicant is proposing to renovate the existing building which is listed in the Town
of Aurora Register of Properties of Cultural Heritage Value of Interest. Renovations are
proposed to:
• Windows;
• Soffit/facia/trough;
• Front porch;
• Masonry;
• Signage; and
• Back awning
The applicant is proposing to maintain the current look of the heritage building.
The proposal would allow for structural and aesthetic enhancements to the historic
building.
Façade and Signage Improvement Grant Program
This program is intended to encourage private sector property owners to implement
improvements to building facings and exterior signage that otherwise may not occur due
to cost-related issues.
A grant of up to 50% of the eligible costs to a maximum grant of $15,000 per property,
whichever is less, may be rewarded. The minimum grant amount available through this
program is $5,000.
Heritage Property Tax Relief
This program offers owners of eligible heritage properties a reduction in annual property
taxes levied for municipal and education purposes; as a means of encouraging the
enhancement, restoration and/or preservation of heritage properties for commercial/
commercial mixed uses. Assistance of 10% to 40% of taxes for municipal and education
purposes levied on eligible heritage properties over a five year period is available
through this program. Program availability is subject to Council approval by By-law in
accordance with the CIP. A by-law to implement the heritage tax relief program is on
the agenda for Council enactment. Staff recommend that the by-law be approved with
forty percent (40%) as the relief amount. Furthermore, program applicants must enter
into a Program Agreement detailing proposed work on the property and recognized
items and standards of preservation/ restoration to be maintained in exchange for
financial support under this program.
Council Meeting Agenda
Tuesday, July 11, 2017
Item R9
Page 3 of 6
July 11, 2017 Page 4 of 6 Report No. PBS17-058
Analysis
Evaluation
The Property is located on Wellington Street East, west of Wells Street within
Community Improvement Plan Priority Area 1, which represents the highest level of
priority. Furthermore, the Property is listed in the Aurora Register of Properties of
Cultural Heritage Value of Interest. The proposed works seek to enhance the
commercial use of the Property, thereby enhancing the viability of the historic resource.
The proposed works would also meet the Aurora Promenade objective of conserving,
protecting and reinforcing Aurora’s heritage and cultural neighbourhoods, streetscapes
and significant buildings.
Furthermore, the Community Improvement Plan (CIP) goals to “support the longevity of
the existing building stock; giving primacy to heritage-sensitive redevelopment and
enhancement in the historic core and surrounding area; protecting existing heritage
assets and where possible promoting the adaptive re-use (commercial) of key sites” ae
also being met through the proposed works.
The renovations to the Property are a part of Stonehaven Financial Group’s Head Office
relocation to the Town.
As a principle, the programs of the CIP support the preservation and enhancement of
the existing heritage stock and historic architectural integrity of buildings within the
Aurora Promenade CIPA. The CIP encourages the improvement of such properties
through building enhancements to promote occupancy; bringing sites into highest, nest
and active use.
Advisory Committee Review
The CIP Evaluation Committee met on July 4, 2017 to consider these applications and
the Committee has recommended to proceed with the recommendations as described
above.
Financial Implications
Council has approved funding for the CIP as part of the Capital budget. The associated
capital budget has an uncommitted balance of approximately $700,000 from which
Council Meeting Agenda
Tuesday, July 11, 2017
Item R9
Page 4 of 6
July 11, 2017 Page 5 of 6 Report No. PBS17-058
Council can award CIP funding. The CIP program is in its fourth year of a five year plan
of which two CIP program applications have been rewarded.
Façade and Signage Improvement Grant Program
The proposed total project cost for the Property is $41,800 of which $34,300 are eligible
project costs. Under the Façade and Signage Improvement Grant Program a matching
grant of up to fifty percent (50%) of eligible costs up to a maximum grant of $15,000 is
available per property. The minimum grant amount available through this program is
$5,000. If Council agrees with the recommendation, $15,000 from this pool will be
awarded for the Façade and Signage Improvement Grant Program which is the
maximum grant per property for this program.
Heritage Property Tax Relief
The program provides a maximum assistance of forty percent (40%) of taxes for
Municipal and Education purposes levied on eligible heritage properties for up to a five
(5) year period following the completion of the project and property assessment. This
program is assumed to be temporary in nature and the maximum duration of assistance
will be five (5) years. It is recommended that the applicant be awarded the full forty
percent (40%) reduction in accordance with the by-law implementing the Heritage
Property Tax Relief Program. Based on the existing assessed value of the Property,
the proposed tax relief would result in an annual tax reduction of approximately $4,000
per year over a five (5) year period.
Communications Considerations
No communications considerations required.
Link to Strategic Plan
The awarding of funding through the Aurora Promenade CIP Incentive Programs
supports several Strategic Plan Goals, particularly: Enabling a diverse, creative and
resilient economy. The applicable objectives include: Promoting economic development
opportunities that facilitate the Growth of Aurora as a desirable place to do business
and supporting small business and encouraging more sustainable business
environment. Finally, the action item to actively promote and support a plan to revitalize
the downtown is realized through the CIP Incentive Programs.
Council Meeting Agenda
Tuesday, July 11, 2017
Item R9
Page 5 of 6
Council Meeting Agenda Tuesday, July 11, 2017Item R9 Page 6 of 6
Town of Aurora
Council Report
Subject: Summary of Committee Recommendations Report No. 2017-07
Prepared by: Samantha Yew, Deputy Town Clerk
Department: Corporate Services
Date: July 11, 2017
Recommendation
1. That Summary of Committee Recommendations Report No. 2017-07 be
received; and
2. That the Committee recommendations contained within this report be
approved.
Heritage Advisory Committee Meeting Minutes of June 12, 2017
2. HAC17-013 – Heritage Status of the Aurora Train Station
121 Wellington Street East
(a) That staff consult with Metrolinx with respect to a potential designation of
the Historic Train Station at 121 Wellington Street East under Part IV of the
Ontario Heritage Act; and
(b) That staff prepare a report on the Heritage Impact Assessment to be
released by Metrolinx for proposed upgrades; and
(c) That, upon the possible sale of the Aurora Train Station by Metrolinx to a
private entity, steps be taken to proceed with Part IV Designation; and
(d) That staff prepare a report on the impact of the proposed grade separation
on Wellington Street East and that the alternative of a below-grade rail
corridor be explored.
Council Meeting Agenda
Tuesday, July 11, 2017
Item R10
Page 1 of 2
July 11, 2017
Page 2 of 2 Committee Recommendations Report No. 2017-07
3. Memorandum from Planner
Re: Additional Information – Architectural Salvage Program
(a) That staff make items from the Architectural Salvage Program available to
the public in the summer of 2017; and
(b) That a notice with respect to the event be published in the local newspapers
and the Town of Aurora website.
4. HAC17-014 – Existing Heritage Status
Historical Yonge Street within the Aurora Promenade
(a) That staff be directed to evaluate individual properties along Yonge Street,
from Wellington Street West/East to Tyler Street on the west side and
Mosley Street on the east side, to consider designation under Part IV of the
Ontario Heritage Act.
6. Memorandum from Acting Manager of Parks
Re: Tree Removal Permit Application – 81 Catherine Avenue
(a) That all six (6) trees as part of the Tree Permit Application at 81 Catherine
Avenue and 82 Centre Street remain in accordance with Section 4.6.2 and
5.7 of the Northeast Old Aurora Heritage Conservation District Plan.
New Business Motion No. 1
(a) That staff be directed to initiate steps toward a Part IV designation of the
Railway Hotel at 136 Wellington Street East and Baldwin’s at 124
Wellington Street East and report back to the Committee.
New Business Motion No. 2
(a) That staff be directed to advise the Heritage Advisory Committee on the
works conducted at 23 Mosley Street and advise on any recourse on the
property, including but not limited to the plans previously approved by the
Heritage Advisory Committee and endorsed by Council.
Council Meeting Agenda
Tuesday, July 11, 2017
Item R10
Page 2 of 2
Memorandum
Date: July 11, 2017
To: Members of Council
From: Mayor Geoffrey Dawe
Re: Recipients of the 2017 Town of Aurora Student Academic Achievement
Awards
Recommendation
That Council:
Receive the correspondence for information
The following are recipients of the 2017 Town of Aurora Student Academic Achievement
Awards:
Aurora High School
Rachel Bradley and Jakub Sokolowski
Cardinal Carter Catholic High School
Sofia Ali and Finn Dodgson
Dr. G. W. Williams Secondary School
Sarah Howard and Rene Nah
École Secondaire catholique Renaissance
Alexandra Husack and Alexandre Akiki
St. Maximilian Kolbe Catholic High School
Taylor Paton and Matthew Minchella
Town of Aurora
Office of the Mayor
Council Meeting Agenda
Tuesday, July 11, 2017
Item R11
Page 1 of 1
Notice of Motion Mayor Geoffrey Dawe
Date: July 11, 2017
To: Members of Council
From: Mayor Dawe
Re: Lake Simcoe Region Conservation Authority
Whereas Lake Simcoe Region Conservation Authority (LSRCA) has advised its
member municipalities that the Township of Ramara has advised that it no longer
wishes to be an LSRCA member, and that it is appealing the 2017 LSRCA levy
apportionment to the Ontario Mining and Lands Commissioner; and
Whereas it is LSRCA’s position that the Township of Ramara be held accountable for its
fair and equitable share towards the provincially-mandated programs being delivered by
LSRCA.
1. Now Therefore Be It Hereby Resolved That the Town of Aurora is in full support of
Lake Simcoe Region Conservation Authority (LSRCA) in its quest to hold the
Township of Ramara accountable for its fair and equitable share towards the
provincially-mandated programs being delivered by LSRCA.
Council Meeting Agenda
Tuesday, July 11, 2017
Notice of Motion (a)
Page 1 of 1
Memorandum
Date: July 11, 2017
To: Members of Council
From: Mayor Geoffrey Dawe
Re: York Regional Council Highlights of June 29, 2017
Recommendation
That Council:
Receive the correspondence for information
Endorse the recommendations
Provide direction
100 John West Way
Box 1000
Aurora, Ontario
L4G 6J1
Phone: 905-727-3123 ext. 4746
Email: mayor@aurora.ca
www.aurora.ca
Town of Aurora
Office of the Mayor
Council Meeting Agenda
Tuesday, July 11, 2017
Regional Report
Page 1 of 11
Home> Newsroom> Media Releases
Media Release
Council Highlights
June 30, 2017
York Regional Council Highlights - June 29, 2017
Canada 150 flag flown at Regional buildings
York Region is commemorating Canada's 150th anniversary of Confederation by raising the
Canada 150 flag at many Regional buildings.
Additionally, now through July 28, visitors to the York Region Administrative Centre at 17250 Yonge
Street in the Town of Newmarket can enjoy two heritage exhibits:
•Built to Last: Heritage Properties from York County through to York Region
•Shaping Canada: York County's Influence on a Nation archival exhibit
Take part in Canada's coast-to-coast celebration and participate, celebrate and explore
#Canada150. Join the local conversation using #YRCanada150.
Sunder Singh appointed as City of Vaughan Regional Councillor
York Regional Council welcomed Sunder Singh as the new City of Vaughan Regional Councillor as
she signed her declaration at the Regional Council meeting June 29. Councillor Singh was
appointed by the City of Vaughan Wednesday, June 28 and will serve as Councillor for the
remainder of the current council term.
Regional Council composition remains unchanged
In April 2017, York Regional Council requested the consent of local municipalities for a bylaw to
increase the number of Council members from the City of Vaughan from four to five. The majority
of municipalities did not consent and the additional position will not move forward for the next
term of Council. York Region's resident newsletter, York Region Matters, will arrive in mailboxes
Council Meeting Agenda
Tuesday, July 11, 2017
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By-law Number XXXX-17 Page 1
The Corporation of the Town of Aurora
By-law Number XXXX-17
Being a By-law to define the procurement policies and procedures for
The Corporation of the Town of Aurora.
Whereas paragraph 3 of subsection 270(1) of the Municipal Act, 2001, S.O. 2001, c.
25, as amended provides that a municipality shall adopt and maintain policies with
respect to its procurement of goods and services;
And whereas on November 8, 2016 The Corporation of the Town of Aurora (the
“Town”) passed a by-law regarding its procurement of goods and services, being By-law
Number 5910-16;
And whereas it is deemed necessary to adopt a policy by by-law with respect to the
Town’s procurement of goods and services to replace By-law Number 5910-16;
Now therefore the Council of The Corporation of the Town of Aurora hereby
enacts as follows:
Table of Contents
Part 1: Principles, Definitions, Application, and Authority ........................................3
1. Purposes, Goals, and Objectives of this By-law ..................................................3
2. Procurement Principles and Practices .................................................................3
3. Definitions of this By-law .......................................................................................4
4. Application ............................................................................................................12
5. Responsibilities ....................................................................................................12
6. Authority................................................................................................................13
7. Restrictions and Exceptions ...............................................................................14
Part 2: Procurement Approval and Methods ............................................................15
8. Prescribed Council Approval ..............................................................................15
9. Bid Review Committee (BRC) and Bid Irregularities .........................................16
10. Procurement Process...........................................................................................16
11. Pre-Qualification ...................................................................................................17
12. Standard Procurement Methods .........................................................................18
13. Alternative Procurement Methods ......................................................................20
Part 3: Post-Award Requirements and Performance ...............................................26
14. Contract Execution ...............................................................................................26
15. Contractor Performance ......................................................................................26
16. Contract Termination ...........................................................................................27
Part 4: Specific Bid and Procurement Issues ...........................................................28
17. Contingencies .......................................................................................................28
18. Cancellation of Solicitation ..................................................................................28
19. Access to Information ..........................................................................................28
Part 5: Personal and Real Property ...........................................................................29
20. Disposal of Personal Property ............................................................................29
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (a)
Page 1 of 39
By-law Number XXXX-17 Page 2
21. Real Property ........................................................................................................30
Part 6: Miscellaneous Considerations and General Items.......................................30
22. Tie Bids Received .................................................................................................30
23. No Local Preference .............................................................................................30
24. Environmental Considerations ............................................................................30
25. Accessibility Considerations ...............................................................................31
26. Black-Out Period...................................................................................................31
27. Lobbying ...............................................................................................................31
28. By-law Review .......................................................................................................32
29. Repeal, Precedence, and Transition ...................................................................32
30. Short Title ..............................................................................................................32
31. In Force..................................................................................................................32
Schedule “B”...............................................................................................................34
Schedule “C”...............................................................................................................36
Schedule “D”...............................................................................................................38
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (a)
Page 2 of 39
By-law Number XXXX-17 Page 3
Part 1: Principles, Definitions, Application, and Authority
1. Purposes, Goals, and Objectives of this By-law
The purposes, goals, and objectives of this by-law, and of each of the methods of
Procurement authorized herein, are:
(a) to encourage competition among Bidders, Proponents, and Contractors;
(b) to ensure that Bidders, Proponents, and Contractors are accountable to
the Town and the public;
(c) to provide the highest level of government service at the least possible
cost;
(d) to ensure fairness and objectivity toward and amongst Bidders during the
procurement process;
(e) to ensure openness, accountability and transparency while protecting the
financial best interests of the Town;
(f) to obtain the best value for the Town when procuring Goods, Services,
and Construction;
(g) to avoid conflicts between the interests of the Town and those of the
Town’s employees and elected officials;
(h) to ensure compliance with international/interprovincial trade treaties or
agreements, as amended;
(i) to reduce waste, harmful emissions, and substances, and to increase the
development and awareness of environmentally responsible procurement
and/or other best green procurement practices available when developing
the Bid Document for Goods, Services, and Construction; and
(j) to incorporate, where applicable, the requirements of the Accessibility for
Ontarians with Disabilities Act, 2005, as amended (“AODA”) in
Procurement activities of the Town as well as any requirements contained
in other legislation (either provincial or federal) which may impact the
Procurement activities of the Town.
2. Procurement Principles and Practices
Procurement affects and is affected by the public sector organization as a whole,
and the community it serves, whether at the local, provincial, or national level.
Therefore, the Town has adopted the Public Procurement Principles and
Practices, as follows:
Accountability:
Taking ownership and being responsible to stakeholders for our actions. This
value is essential to preserve the public trust and protect the public interest.
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (a)
Page 3 of 39
By-law Number XXXX-17 Page 4
Ethics:
Acting in a manner true to the values listed herein. Acting ethically is essential to
preserve the public’s trust.
Impartiality:
Unbiased decision-making and action. This value is essential to ensure fairness
for the public good.
Professionalism:
Upholding high standards of job performance and ethical behavior. This value is
essential to balance diverse public interests.
Service:
Obligation to assist stakeholders. This value is essential to support the public
good.
Transparency:
Easily accessible and understandable policies and processes. This value is
essential to demonstrate responsible use of public funds.
3. Definitions of this By-law
3.1 In this by-law, the following words have the following meanings:
(a)“Authority” or “Authorized” means the legal right to conduct the tasks
outlined in this by-law as may be directed by Council and/or delegated to
the CAO or a Department Head pursuant to this by-law or by resolution of
Council. Authorized Purchases are those that have prior approval of
Council either through resolution or through the Department budget;
(b)“Award”,“Awarded”,or“Acceptance”means authorization to proceed
with the Purchase for Goods, Services, or Construction from a selected
Bidder;
(c)“Bid”means a Tender, Proposal, or Quotation submitted in response to a
Solicitation from the Town;
(d)“Bidding System” means the Town’s online web-based solution for
issuing solicitations and/or receiving online bid submissions and posting
bid results;
(e)“Bid Bond”means a monetary or financial Bond by which a third party
(the surety) accepts liability and guarantees that: (i) the Bidder will not
withdraw the Bid, (ii) the Bidder will furnish other Bonds as required, and
(iii) if the contract is awarded to the bonded (insured) Bidder, the Bidder
will accept the Contract as Bid, or else the surety will pay a specific
amount;
(f)“Bid Deposit”means a sum of money, a negotiable instrument, a
cheque, another acceptable cash alternative (such as an irrevocable
Letter of Credit), or a guarantee that the Bidder will enter into a Contract
with the Town if the Bid is accepted. The form and type of Bid Deposit will
be specified in the Bid Document;
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (a)
Page 4 of 39
By-law Number XXXX-17 Page 5
(g)“Bid Document”means the Town’s Solicitation document which may be
in the form of a Quick Bid Request for Quotation (QB-RFQ), Quick Bid
Request for Proposal (QB-RFP), Request for Quotation (RFQ), Request
for Tender (RFT), Request for Proposal (RFP), Request for Pre-
Qualification (RFPQ), or Sale;
(h)“Bidder”means the individual or legal entity submitting a Bid. For clarity,
in this by-law only, the word “Bidder” shall also include “Proponent”,
“Respondent” and “Offeror”. The definition shall also include any principal,
director, or officer of that Bidder, bidding directly for Town Contracts or
indirectly through another legal entity;
(i)“Bid Review Committee”or “BRC” means a committee constituted to
review Irregularities and other issues pertaining to Bids as required;
(j) “Blackout Period” means the period of time from the posting of the Bid by
the Town up to and including either the date that the Contract or Purchase
Order with the selected Bidder is executed by the Town, or the time
Council approves such Award, whichever occurs first;
(k)“Bond”means a form of financial protection against damages; a binding
agreement executed by a Contractor/Bidder and a third party (surety) to
guarantee the performance of certain obligations or duties to the Town;
(l)“CAO”means the Chief Administrative Officer of the Town, or his/her
designate;
(m)“Chief Building Official”means the Chief Building Official of the Town,
or his/her designate;
(n) “Compliant Bidder” means a Bidder whose Bid does not vary from the
specifications and terms set out in the Bid Document.
(o) “Conflict of Interest” means a situation where a personal or business
interest of a Council member, officer, or employee of the Town may be in
conflict with the best interests of the Town, and includes a situation where:
(i) a Council member, officer, or employee of the Town (or a family
member thereof) may receive a direct or indirect pecuniary
personal gain, benefit, advantage or privilege, from any individual
or business (or any person related to such business) that wishes to
provide or provides Goods, Services, or Construction to the Town;
or
(ii) a Council member, officer, or employee of the Town (or a family
member thereof) that has a direct or indirect pecuniary interest in
any business that wishes to provide or provides Goods, Services or
Construction to the Town,
and such Conflict of Interest shall be declared prior to Bid submission, to
be addressed prior to Award, in accordance with subsection 7.5 of this by-
law;
(p)“Construction”means the process of utilizing labour to build, alter,
repair, improve or demolish any structure, building or public improvement
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (a)
Page 5 of 39
By-law Number XXXX-17 Page 6
and includes any associated preparation, investigation, and supply of
materials and equipment, but generally does not apply to routine
maintenance, repair or operations of existing Real Property;
(q)“Contract”means the agreement in writing governing the performance of
the work which has been executed by the Town and the selected Bidder
following Acceptance by the Town of the selected Bidder’s Bid. Generally,
the term “Contract” shall also mean an obligation, such as an accepted
offer, between competent parties upon a legal consideration to do or
abstain from doing some act. Generally, the essential elements of a
Contract are: (i) an offer and an acceptance of that offer; (ii) the capacity
of the parties to contract; (iii) consideration to support the contract; (iv) a
mutual identity of consent; (v) legality of purpose; and (vi) sufficient
certainty of terms. A Contract is also an agreement between parties with
binding legal and moral force, usually exchanging Goods, Services, Sale
of Real or Personal Property, or Construction for money or other
consideration;
(r)“Contractor”means the selected Bidder to whom the Contract is
awarded and whom is undertaking the execution of the work under the
terms of the Contract. Also, an individual or business having an
agreement with the Town to furnish Goods, Services, or Construction for
an agreed upon price. For clarity, in this by-law only, “Contractor” shall
also include “Vendor”;
(s)“Co-operative Purchasing”means: (i) the action taken when two or
more entities combine their requirements to obtain advantages of volume
purchases including administrative savings and other benefits; and (ii) a
variety of arrangements whereby two or more public procurement entities
purchase from the same Vendor(s) or Contractor(s) using a single
Solicitation;
(t)“Council”means the Council of The Corporation of the Town of Aurora;
(u)“Department”means a department of the Town;
(v)“Department Head”means a Director, or his/her designate, of the Town
who is responsible for a Department, and shall include the CAO with
respect to his/her direct responsibilities for a Department;
(w) “Election Period” means the period of time in the year of a regular
municipal election starting from nomination day and ending on the day that
is fixed for the beginning of the next term of Council, as such days may be
defined in the Municipal Elections Act, 1996, S.O. 1996, c. 32, as
amended;
(x)“Electronic Bidding”means a method of issuing Solicitations and/or
receiving written Bids on the Bidding System where the process of issuing
and/or receiving Bids by email, or online is considered appropriate and
valid;
(y)“Emergency Purchase”means an event or circumstance where the
immediate purchase for Goods or Services, or the entering into of a
Construction Contract, is essential or necessary in accordance with
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (a)
Page 6 of 39
By-law Number XXXX-17 Page 7
subsection 13.4 of this by-law. An Emergency Purchase shall also include
any other expenditure that is necessary to respond to or effectively
manage any emergency of the Town or as required under the Emergency
Management and Civil Protection Act, R.S.O. 1990, c. E.9, as amended;
(z)“Evaluation Committee”means a component of the Request for
Proposal process, whereby a committee is established to conduct
proposal evaluations, interviews, and negotiations during Proposal
evaluation for Goods, Services, or Construction;
(aa)“Financing Lease”means a lease which allows for the provision of
Goods, Services, or Construction if the lease may or will require payment
by the Town of financing, interest, bonuses, premiums, or other charges or
costs for the Goods, Services or Construction in compliance with: (i) O.
Reg. 653/05, as amended, made under the Municipal Act, 2001, S.O.
2001, c. 25, as amended, or any successor to such regulation; and (ii)
Town Administration Procedure No. 60, or any successor thereto;
(bb)“Formal” means a form of response to a Solicitation or submission of a
Bid that requires the response or Bid to be submitted inside of a sealed
envelope or package, and may be done through Electronic Bidding;
(cc)“Goods”means moveable property including: (i) the costs of installing,
operating, maintaining, or manufacturing such moveable property; and (ii)
raw materials, products, supplies, equipment, and other physical objects
of every kind and description whether in solid, liquid, gaseous or electronic
form, unless they are procured as part of a Construction Contract;
(dd)“In-House Bid”means a bid made by a Department, submitted in
response to a Solicitation, where the provision of the Goods, Services or
Construction will be provided entirely by the employees of the Town;
(ee)“Informal”means a form of response to a Solicitation or submission of a
Bid that does not require the response or Bid submission to be submitted
inside of a sealed envelope or package, and may be done through
Electronic Bidding;
(ff)“Irregularity”means a defect in a Bid or Proposal, or a deviation between
the requirements of a Solicitation and the information provided in a Bid or
Proposal. Schedule “B” - Bid Irregularities of this by-law establishes the
action that will be taken if a Bid Irregularity exists in relation to a Bid
submitted in response to an Quick Bid Request for Quotation (QB-RFQ),
Request for Quotation (RFQ), Request for Tender (RFT), Request for Pre-
Qualification (RFPQ), or Sale. For the purposes of this definition, an
Irregularity in a Proposal submitted in response to a Request for Proposal
(RFP) or Quick Bid Request for Proposal (QB-RFP) are specifically
addressed separately under Schedule “C”- Proposal Irregularities of this
by-law, which establishes the action that will be taken if a Proposal
Irregularity exists;
(gg)“Letter of Credit”means a document issued by a Canadian Schedule I
or II bank authorizing the bearer to draw a specified amount from that
bank or its agent; a letter or similar statement extending credit up to a
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (a)
Page 7 of 39
By-law Number XXXX-17 Page 8
given amount at a Canadian Schedule I or II bank for a person who has
paid or guaranteed that amount to the issuing bank;
(hh)“Labour and Material Bond”means a bond that assures payments, as
required to all persons supplying labour or material for the completion of
work under the Contract. The Labour and Material payment bond in the
form of CCDC 222 (as may be amended) or the most recent applicable
Canadian Construction Documents Committee Form may be acceptable
to the Town depending on the requirements of the Bid Document;
(ii)“Litigation”means any formal dispute between the Town and any other
party, adverse in interest, including third party and cross claims, where a
legal proceeding has been commenced for an injunction, a mandatory
order, a declaration, the recovery of money, or an arbitration proceeding;
(jj)“Local Board”means a municipal service board, transportation
commission, public library board, board of health, police services board,
planning board, or any other board, commission, committee, body or local
authority established or exercising any power under any statute with
respect to the affairs or purposes of one or more municipalities, excluding
a school board and a conservation authority;
(kk)“Low Value Purchase”or “LVP”means a purchase of Goods, Services,
or Construction which is not included as part of an existing Contract and is
not available out of the Town’s inventory. LVPs shall not exceed the
amount stated in Schedule “D” - Bid Thresholds of this by-law;
(ll)“Multi-Step Solicitation”means a method of source selection involving
at least two competitive Procurement steps;
(mm)“Offeror”means an individual or legal entity that makes an offer in
response to a sale of Personal Property;
(nn)“Performance Security”means monetary or financial security by which a
third party accepts liability and guarantees that a Bidder selected for
Award of a Contract will complete the work required under the Contract;
this security can take the form of a Bond, certified cheque, cash, or Letter
of Credit as directed by the Bid Document. The Performance Security
protects the Town from loss due to the Bidder’s inability to complete the
Contract as agreed by financially securing the fulfillment of Contract
requirements;
(oo)“Personal Property”means tangible or intangible property, other than
Real Property, and includes moveable property subject to ownership, with
exchange value;
(pp)“Piggyback”means a form of intergovernmental Co-operative
Purchasing in which the Town can extend the pricing and terms of a
Contract established by another governmental entity to enter into a similar
Contract with the provider of the Goods, Service, or Construction. The
Town may participate with other government agencies or public authorities
in co-operative purchasing where it is in the best interests of the Town to
do so;
Council Meeting Agenda
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By-law (a)
Page 8 of 39
By-law Number XXXX-17 Page 9
(qq)“Procurement”means: (i) purchasing, renting, leasing or otherwise
acquiring any Goods, Services, or Construction, and includes all functions
that pertain to such acquisition, including the description of requirements,
preparation, Solicitation, selection, and Award of Contract and all phases
of Contract administration; and (ii) the combined functions of purchasing,
inventory control, traffic and transportation, receiving, inspection,
storekeeping, salvage and disposal operations with respect to Goods,
Services, and Construction;
(rr)“Proponent”means the individual or legal entity who submits a response
to a Request for Proposal (RFP) or Quick Bid Request for Proposal (QB-
RFP);
(ss)“Proposal”means a document submitted by a Proponent in response to
a Request for Proposal (RFP) or Quick Bid Request for Proposal (QB-
RFP) to be used as the basis for negotiation or for entering into a
Contract;
(tt)“Purchase”means the act and function of responsibility for the
Procurement for Goods, Services, or Construction;
(uu)“Purchase Order”means the Town’s written order to a
Contractor/Vendor formally stating all terms and conditions for the
purchase of Goods, Services, or Construction or a written acceptance of
an offer received in accordance with this by-law;
(vv)“Purchasing Card”or “P-Card” means a payment method whereby
employees of the Town are Authorized by the CAO and/or Department
Head to deal directly with Contractors for LVPs or as otherwise specified
by the Procurement Manager, using a Town credit card issued by a
chartered bank or major credit card provider. The Purchasing Card is to
be used in accordance with the Town’s Purchasing Card Program Policies
and Procedures, as amended;
(ww)“Procurement Services Division”means the division or section of a
Town Department that is responsible for the Procurement of Goods,
Services, and Construction for the Town;
(xx)“Procurement Manager”means the Manager of Procurement for the
Town, or his/her designate;
(yy)“Quotation”means a document submitted by a Bidder in response to a
Request for Quotation (RFQ) or Informal Request for Quotation (IRFQ), to
be used as the basis for entering into a Contract;
(zz)“Real Property” means land and its permanently affixed buildings or
structures, and includes any property which is not Personal Property;
(aaa)“Request for Expressions of Interest”or “RFEI”means a non-binding
Procurement method whereby the Town makes a request to the
marketplace for the purposes of compiling a list of individuals or legal
entities who may be interested in providing Goods, Services, or
Construction to the Town;
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(bbb)“Request for Information”or “RFI”means a non-binding Procurement
method whereby the Town states its need for input from interested parties
for a possible upcoming Solicitation. A Procurement practice used to
obtain comments, feedback or reactions from potential Contractors prior to
the issuing of a Solicitation;
(ccc)“Request for Pre-Qualification”or “RFPQ”means a request for the
submission of pre-qualification Bid documents relating to, among other
information that may be requested by the Town, experience, financial
strength, and personnel who may, from time to time, qualify to supply
Goods, Services, or Construction to the Town, but which generally does
not create any contractual obligation between the Respondent submitting
the pre-qualification submission and the Town, but which may be a pre-
condition to further Procurement Contracts with the Town;
(ddd)“Request for Proposal”or “RFP”and the associated “Quick Bid
Request for Proposal”or “QB-RFP”means the document used to solicit
Proposals from Proponents for Goods, Services, or Construction or as
may be required in accordance with the thresholds stated in Schedule “D”
- Bid Thresholds of this by-law. For further clarification, price is usually not
the primary evaluation factor in these Proposals. An RFP or QB-RFP may
provide for negotiation of all terms, including price, prior to Contract
Award. An RFP or QB-RFP may include the provision for the negotiation
of best and final offers and may be a single step or multi-step process;
(eee)“Request for Quotation”or “RFQ” and the associated “Quick Bid
Request for Quotation”or “QB-RFQ”means a request by the Town for
prices for the provisions for Goods, Services, or Construction up to the
threshold amount stated in Schedule “D” - Bid Thresholds of this by-law;
(fff)“Request for Tender”or “RFT”means a request for Tenders for the
provision of Goods, Services or Construction to the Town or as may be
required in accordance with the thresholds stated in Schedule “D” - Bid
Thresholds of this by-law;
(ggg)“Respondent”means the individual or legal entity submitting a response
to a Request for Pre-Qualification, Request for Expressions of Interest, or
Request for Information;
(hhh)“Responsible Bidder”means a Bidder whose reputation, past
performance, and business and financial capabilities are such that the
Bidder would be judged by the Town to be capable of satisfying the
Town’s needs for a specific Contract. A Bidder, as the context requires,
that is fully capable to meet all the requirements of the Solicitation or other
process and subsequent Contract. Such Bidder shall possess the full
capability, including financial and technical, satisfactory past performance,
including a satisfactory Town’s Contractor performance evaluation (where
applicable) to perform as contractually required and shall be able to fully
document the ability to provide good faith performance;
(iii)“Sale”means the act of selling Town Personal Property or Real Property
that is no longer needed by the Town and is designated for disposal;
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(jjj)“Service”or “Services”means: (i) the furnishing of labour, time or effort
by a Contractor, which may involve the delivery or supply of products; (ii) a
Contract for labour to perform a service to meet a specific requirement; or
(iii) any professional or general service work performed which does not
result in the delivery of Goods or materials;
(kkk)“Single Source”means a method of Procurement used after soliciting
and negotiating with only one Contractor where there is more than one
potential source available for the Procurement of the Goods, Services, or
Construction;
(lll)“Sole Source”means a method of Procurement used where there is only
one source or Contractor able to meet the requirements of the
Procurement;
(mmm)“Solicitation”means an invitation for Bids or Proposals;
(nnn)“Tender”means a document submitted by a Bidder in response to a
Request for Tender (RFT), to be used as the basis for entering into a
Contract;
(ooo)“Treasurer”means the Treasurer of the Town as appointed by the
Council or his/her designate;
(ppp)“Town”means The Corporation of the Town of Aurora;
(qqq)“Town Solicitor” means the solicitor of the Town or his/her designate;
(rrr)“Undertaking to Provide a Bond or Letter of Credit”means a pledge or
guarantee by an insurance company, bank, corporation, entity, or
individual on behalf of the Bidder through which the surety protects
against default or failure of the principal to satisfy the obligations of a
Contract;
(sss)“Unsolicited Bid/Proposal”means a Bid or Proposal submitted by a
Bidder in the absence of a Solicitation from the Town, which may be
submitted in response to a perceived need but not in response to a
Solicitation;
(ttt)“Vendor”means a supplier/seller of Goods or Services; and
(uuu)“Working Day”means Monday to Friday inclusive, and excludes: (i)
Saturday and Sunday; (ii) any statutory holiday recognized by the Town;
and (iii) any day that the Town’s main office (Town Hall) is closed.
3.2 To establish the definition of any other Procurement terms not herein included,
reference may be made to the latest edition of the Institute for Public
Procurement (NIGP) Public Procurement Dictionary of Terms and the Purchasing
Management Association of Canada (PMAC) Dictionary of Purchasing Terms.
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Tuesday, July 11, 2017
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By-law Number XXXX-17 Page 12
4. Application
4.1 This by-law shall apply to all Departments of the Town. For clarity, this by-law
does not apply to purchases of Central York Fire Services, the Aurora Public
Library Board or any municipal services corporation established by the Town.
4.2 No purchase of Goods, Services, or Construction or Sale of Personal Property
shall be authorized unless it is in compliance with this by-law.
4.3 This by-law does not apply to the lease, use, purchase, disposal, or Sale of Real
Property or to any matter to which Town Administration Procedure No. 55
applies, or any successor thereto.
5. Responsibilities
5.1 Department Heads shall be responsible for:
(a) all Procurement activity in their Department within the prescribed limits of
this by-law, including recommendation of Award and preparing the
necessary report to Council if required;
(b) delegating spending authority limits to Department staff in compliance with
this by-law and all applicable Town policies;
(c) ensuring that that all of provisions of section 1 of this by-law are complied
with;
(d) ensuring that all Procurement activities and decisions are Authorized by
this by-law and are carried out within the financial and other limits set out
in Schedule “D” - Bid Thresholds;
(e) ensuring that no Procurement activity or decision in their Department is
contrary to this by-law and informing Council, in consultation with the
Procurement Manager and Town Solicitor, when serious and material non-
compliance has occurred;
(f) monitoring of all contract expenditures and ensuring that financial
limitations have been complied with;
(g) ensuring that all required documentation (e.g., WSIB clearance, insurance
certificate, executed agreement) has been received prior to
commencement of any work;
(h) ensuring that all accounts are paid within the times set out in a Contract
(provided a Contractor has met all conditions of the applicable Contract);
(i) ensuring that all Goods, Services, or Construction contracted for have
been received as per the terms of Contract;
(j) ensuring that all Awards are subject to the identification and availability of
sufficient approved funding in appropriate accounts, and that the required
funding for future years of a Contract can reasonably be expected to be
made available in the current or future yearly budgets based on historical
spending on similar Contracts; and
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(k) ensuring that Contracts are monitored and documented in compliance with
the Contractor performance procedures contained in this by-law to ensure
that performance is in accordance with the requirements of the Contract,
and notifying the Procurement Manager if action is to be taken to correct
the performance of a Contractor where it falls below the standard required
by the applicable Contract, including the completion of a Contractor
performance report.
5.2 The Procurement Manager shall be responsible for:
(a) providing Procurement advice and services to each Department, the CAO,
and Council for the purposes of fulfilling the Procurement needs of the
Town;
(b) for Purchases other than Low Value Purchases, ensuring that all required
documentation (e.g., WSIB clearance, insurance certificate, executed
Contract) has been received prior to commencement of any work;
(c) all aspects of the Solicitation process and ensuring compliance to the
terms and conditions of Bid Documents;
(d) ensuring compliance by Town staff with this by-law and reporting non-
compliance to the appropriate Department Head, and to the Town Solicitor
and CAO as necessary;
(e) developing appropriate processes or procedures to ensure that the
provisions of this by-law are met and to ensure the proper functioning of
Procurement for the Town;
(f) the standardization of Goods and Services where appropriate and
possible, in collaboration with the user Department(s);
(g) the disposal of Personal Property which has been declared surplus by a
Department Head;
(h) participating in Co-operative Purchasing with other levels of government,
municipalities, boards, agencies, commissions, or private sector entities
where it is in the best interests of the Town; and
(i) compliance with section 1 of this by-law.
6. Authority
6.1 In the event that a Bid has been approved by Council and Awarded to the
selected Bidder and the selected Bidder fails to enter into a Contract, the
Procurement Manager shall be granted the Authority to proceed to the next
lowest Compliant and Responsible Bidder or the next highest evaluated
Compliant and Responsible Proponent for the Award of a Contract, without going
back to Council for approval to Award, providing the requirements remain
unchanged and the new Contract is within budget. Prior to such new Award, the
Procurement Manager shall obtain approval from both the responsible
Department Head and the CAO. The Department Head shall prepare a report to
Council for information purposes.
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Tuesday, July 11, 2017
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Page 13 of 39
By-law Number XXXX-17 Page 14
6.2 The CAO has the Authority to:
(a) instruct Department Heads not to Award Contracts, notwithstanding their
Authority to do so under this by-law, and instead to submit
recommendations for Contract Award to Council for approval; in addition,
the CAO may provide additional restrictions concerning Procurement
where such action is considered necessary and in the best interest of the
Town;
(b) Award Contracts during the time that regular Council meetings are
suspended, during a period of Council recess in excess of thirty (30) days,
or during the Election Period, as a result of a Solicitation that normally
requires Council approval, provided that a report is submitted to Council
(as soon as reasonably possible) setting out the details of any Contract
Awarded pursuant to this Authority;
(c) Award Contracts for an Emergency Purchase, in accordance with section
13.4 of this by-law; and
(d) delegate spending authority limits to staff in compliance with this by-law
and all applicable Town policies.
7. Restrictions and Exceptions
7.1 The acquisition methods and Purchase Order requirements described in this by-
law are not required for the Purchase or payment of those items listed in
Schedule “A” – Exceptions, or as otherwise listed in this by-law.
7.2 No Contract or Purchase Order for Goods, Services, or Construction may be
divided into two or more parts to avoid the application of the provisions of this by-
law.
7.3 No Town employee or Council member, shall personally obtain any Real or
Personal Property of the Town that has been declared surplus unless it is
obtained through a public process.
7.4 No Town employee or Council member shall Purchase on behalf of the Town any
Goods, Services or Construction, except in accordance with this by-law.
7.5 All Council members and employees of the Town shall declare any Conflict of
Interest to the Procurement Manager and the CAO (and to their Department
Head if they are an employee of the Town), and such persons shall not
participate in the Procurement process to which the Conflict of Interest relates.
7.6 All Procurement undertaken by the Town shall be undertaken in accordance with
this by-law, the Corporate Policies and Procedures of the Town, and in
accordance with the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50, as
amended.
7.7 The Town may only enter into a Financing Lease in accordance with the Town’s
policies related thereto.
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Tuesday, July 11, 2017
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By-law Number XXXX-17 Page 15
7.8 The Town may use any privilege clause contained in the Town’s Bid Documents
for consideration of the acceptance or rejection of any Bid received by the Town
pursuant to this by-law.
7.9 During the consideration of Award of Contracts, or during consideration to
determine whether a Bidder is a Responsible Bidder, the Town may consider,
among other items: previously completed Contractor evaluations, past
performance, and performance evaluation reports. In addition, where the
Procurement Manager, in consultation with the relevant Department Head and
the Town Solicitor, is of the opinion that an Award to a Bidder would undermine
the business reputation of the Town or undermine the public’s confidence in the
integrity of the Town’s Procurement process as a result of the Town having
knowledge or information of such Bidder’s criminal activity, bid-rigging, anti-
competitive practices, or other activities that are meant to undermine the
Procurement process (whether at the Town or elsewhere), the Procurement
Manager may then determine that such Bidder is not a Responsible Bidder and
disqualify such Bidder. At his/her sole discretion, the Procurement Manager has
the right to disqualify a Bidder based on any unresolved performance or financial
disputes.
Part 2: Procurement Approval and Methods
8. Prescribed Council Approval
8.1 Save and except for the circumstances in Section 6 of this by-law, setting out
additional and alternative Authority, the following Awards are subject to Council
approval:
(a) where there is no provision in the Town’s annual budget for the item
subject to the Contract or Purchase Order;
(b) any Contract requiring approval from the Ontario Municipal Board;
(c) any Contract required by statute to be made by Council;
(d) any Contract prescribed by a court order;
(e) any Award where Council has requested final approval to Award;
(f) any Award having a total cost (excluding taxes) that would be higher than
the Council-approved capital estimates or capital budget for such Award,
and the necessary adjustments cannot be made;
(g) where Authority to approve has not been expressly delegated by Council
or by Schedule “D” – Bid Thresholds of this by-law;
(h) any Award having a total cost (excluding taxes) that falls within a threshold
category that requires Council approval as set out in Schedule “D” - Bid
Thresholds;
(i) where an Award is being recommended pursuant to a RFQ or RFT and
the recommended Bidder is not the lowest Compliant Bidder, because the
lowest Compliant Bidder has been determined not to be a Responsible
Bidder; or
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Tuesday, July 11, 2017
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Page 15 of 39
By-law Number XXXX-17 Page 16
(j) as otherwise requested to obtain approval by the CAO.
9. Bid Review Committee (BRC) and Bid Irregularities
9.1 There shall be a Bid Review Committee, hereinafter referred to as the “BRC”,
composed of, at a minimum, the following members of Town staff:
(a) the Procurement Manager or designate; and
(b) a lawyer from the Legal Services Division, or designate.
Furthermore, if deemed to be required by the above members of the BRC, a
representative from the Town Department requesting the Procurement and/or
any other party deemed appropriate by the BRC, may be added to the BRC.
9.2 In the event that a Bid contains an Irregularity that cannot be resolved by the
Procurement Services Division, or where there is a challenge to the Procurement
process, the Bid at issue shall be referred to the BRC. The BRC shall review any
such Bid or challenge and take the action prescribed in Schedule “B” - Bid
Irregularities or Schedule “C” - Proposal Irregularities, as appropriate. The
decision of the BRC shall be final.
10. Procurement Process
10.1 Where applicable, each of the Procurement methods set out in this by-law shall
be undertaken in compliance with the following:
(a) the scope of the Goods, Services or Construction shall be clearly and
extensively defined by the Bid Document;
(b) the Bid document shall be, to the extent possible, standardized using
common forms and processes;
(c) the Solicitation shall be advertised, if applicable, to ensure the most
comprehensive and competitive response reasonably possible to the
Solicitation, at the discretion of the Procurement Manager;
(d) all Bids received by the Town shall be kept together in a secure place until
the closing date and time;
(e) all Bids shall be evaluated using an open, fair, and transparent process as
may be possible under the circumstances of a particular Solicitation;
(f) for Proposals, the evaluation criteria, and evaluation rating shall be
identified in the Request for Proposal document and shall be evaluated by
the Evaluation Committee based on that criteria and rating, unless
superseded by an Addendum, using a standardized form of evaluation
record;
(g) all Bid Documents shall clearly set out the requirements for the price
element of the Bid, specifying whether the Bid price is submitted on a unit
price or subtotal or total price basis and whether it is net of any taxes; in
addition, a Bid Document may include provisions for early payment
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discounts, premiums, financing charges, administrative costs, cost of living
or other escalations, contingencies or other deductions or additions and
how any contract extras shall be dealt with;
(h) Bid records shall be filed and maintained in accordance with any
applicable record retention by-law and/or policy of the Town;
(i) Bids shall be Awarded based on the terms and conditions specified in the
Town’s Bid Documents and in accordance with this by-law;
(j) all Bidders shall, where required by this by-law, be required to comply with
the Contract preparation and execution requirements of section 14 of this
by-law if they are Awarded the Contract;
(k) Contracts shall be monitored and documented by the Department Head in
accordance with section 15 of this by-law, to ensure that performance is in
accordance with the requirements of the Contract and steps shall be taken
to correct the performance of a Contractor where it falls below the
standard required by the Contract; and
(l) all Contracts, once Awarded and executed by the Town, are public
documents, save and except for detailed pricing submissions (but
excluding the totals as set out in the pricing document of the Bid
Documents) and personal information protected under the Municipal
Freedom of Information and Protection of Privacy Act. No Bidder may
insert conditions to exempt their Contract from such public disclosure or
accessibility.
(m) For Bids only (excluding Proposals) and in consultation with the relevant
Department Head, prior to Award the Procurement Manager may release
some or all of the Bidders who have been determined not to be the lowest
Compliant Bidder, together with their securities held by the Town
(including Bid Deposits, Labour and Material Bonds, and Performance
Security).
11. Pre-Qualification
11.1 Request for Pre-Qualification (RFPQ)
(a) The Procurement Manager may conduct a RFPQ for the purpose of
selecting qualified Bidders to respond to a subsequent Solicitation.
(b) When a RFPQ is issued, a pre-qualification Bid Document shall be
provided to potential bidders setting out the criteria for pre-qualification.
(c) The Town may use any information provided by a Bidder in response to a
RFPQ in the evaluation of a subsequent related Bid and/or select a limited
number of Bidders to be qualified to Bid on the subsequent related
Solicitation.
(d) Advertisement of the RFPQ shall be based on the estimated Contract
value, in accordance with Schedule “D” - Bid Thresholds of this by-law.
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By-law Number XXXX-17 Page 18
(e) The selection of Bidders following a RFPQ shall not create any contractual
obligation between the Town and a pre-qualified Bidder and does not
oblige the Town to issue any subsequent Solicitation.
(f) Pre-qualification under a RFPQ may be made a specific pre-condition to
any other Procurement method utilized by the Town, in which case the
Town may restrict participation in a subsequent related Solicitation to only
those RFPQ responding parties who meet the requirements established in
the RFPQ or the selected limited number of Bidders that are deemed to be
most qualified to Bid on the subsequent related Solicitation, and choose to
advertise a subsequent Solicitation to only those parties.
12. Standard Procurement Methods
Unless any other section or exception of this by-law applies, the method of Procurement
for Goods, Services, or Construction shall be in accordance with the methods described
in this section as determined by the Procurement Manager. All Procurement methods
noted in this section shall comply with the reporting and approval requirements set out
in Schedule “D” - Bid Thresholds.
12.1 Request for Expressions of Interest (RFEI) / Request for Information (RFI)
(a) The Procurement Manager may conduct a RFEI or a RFI for the purpose
of determining the availability of any Goods, Services or Construction, or
for the purpose of developing a subsequent Solicitation or budget
estimate.
(b) The Solicitation for a RFEI or RFI shall be advertised in accordance with
Schedule “D” – Bid Thresholds.
(c) The receipt of a submission by a Respondent in response to a RFEI or a
RFI does not create any contractual obligation on the part of the Town.
12.2 Low Value Purchase (LVP)
(a) LVPs can be used for the Procurement of Goods, Services, or
Construction not covered by a term Contract or co-operative Contract,
having an estimated total cost within the applicable threshold set out in
Schedule “D” - Bid Thresholds.
(b) The Department Head may appoint individuals and assign a limit of
spending authority to make LVPs. Such purchases are at the discretion of
the Department Head, who shall ensure that they are made at fair value.
(c) Competition or advertisement are not required to make a LVP, but can be
made and handled by any Department or the Procurement Manager.
(d) LVPs may be made without the need for a Purchase Order, and may be
paid by a Purchasing Card if accepted by the Vendor.
(e) A Contractor subject to a LVP shall be required to comply with the
contractor performance requirements set out in section 15 of this by-law.
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12.3 Informal Quick Bid Request for Quotation (QB-RFQ) /
Informal Quick Bid Request for Proposal (QB-RFP)
(a) QB-RFQs or QB-RFPs can be used for the Procurement of Goods,
Services, or Construction not covered by a term Contract or co-operative
Contract, having an estimated total cost within or below the applicable
threshold set out in Schedule “D” - Bid Thresholds.
(b) A Solicitation for a QB-RFQ or a QB-RFP may be released by the
Procurement Manager, on an invitational basis and/or advertised as set
out in Schedule “D” - Bid Thresholds.
(c) Any Irregularities in a Bid submitted in response for a Solicitation of a QB-
RFQ or a QB-RFP shall be dealt with in accordance with Schedule “B” -
Bid Irregularities or Schedule “C” - Proposal Irregularities and in
compliance with the procedures of this by-law.
12.4 Formal Request for Quotation (RFQ)
(a) RFQs can be used for the Procurement of Goods, Services, or
Construction having an estimated total cost within or below the applicable
threshold set out in Schedule “D” - Bid Thresholds.
(b) The Solicitation for a RFQ shall be advertised in accordance with
Schedule “D” – Bid Thresholds. In the case of a pre-qualified RFQ, only
the selected pre-qualified Bidders shall be notified about the Solicitation.
(c) Any Irregularities in a Bid responding to a RFQ shall be dealt with in
accordance with Schedule “B” - Bid Irregularities and in compliance with
the procedures stated in this by-law.
12.5 Request for Tender (RFT)
(a) RFTs can be used for any dollar value for the Procurement of Goods,
Services, or Construction, but a RFT shall be used for the Procurement of
Goods, Services, or Construction having an estimated total cost within the
applicable threshold set out in Schedule “D” - Bid Thresholds.
(b) A RFT may be used where all of the following criteria apply:
(i) two or more sources are considered capable of supplying the
Goods, Services or Construction;
(ii) the Goods, Services, or Construction is adequately defined to
permit the evaluation of Bids against clearly stated criteria and/or
specifications; and
(iii) the market conditions are such that Bids can be submitted on a
competitive pricing basis.
(c) The Solicitation for a RFT shall be advertised in accordance with Schedule
“D” – Bid Thresholds. In the case of a pre-qualified RFT, only the selected
pre-qualified Bidders shall be notified about the Solicitation and be eligible
to submit a Bid.
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(d) Any Irregularities in a Bid responding to an RFT shall be dealt with in
accordance with Schedule “B” - Bid Irregularities and in compliance with
the procedures stated in this by-law.
12.6 Request for Proposal (RFP)
(a) RFPs can be used for any dollar value for the Procurement of Goods,
Services, or Construction, but a RFP shall be used for the Procurement of
Goods, Services, or Construction having an estimated total cost within the
applicable threshold set out in Schedule “D” - Bid Thresholds.
(b) The goal of a RFP is to implement an effective, objective, fair, open,
transparent, accountable and efficient process for obtaining unique
Proposals designed to meet broad outcomes to a complex problem or
need for which there is no clear or single solution, and to select a Proposal
that best meets the requirements specified in the competition, based on
qualitative, technical and pricing considerations.
(c) A RFP may provide for negotiation of all terms, including price, prior to
Award. The scope of negotiability may be restricted in a RFP. A RFP may
include the provision for the negotiation of best and final offers, and may
be a single or multi-step process.
(d) A RFP may be used where any of the following criteria apply:
(i) the selection of the Proponent depends more upon the
effectiveness of the proposed solution than the price alone;
(ii) it is expected that negotiation with one or more Proponents may be
required with respect to any aspect of the Contract; or
(iii) the precise Goods, Services, or Construction, or the specifications
are not known or are not definable and it is expected that the
Proponent will further define them, or for which a variety of
solutions to the requirement are likely to exist.
(e) The Solicitation for a RFP shall be advertised in accordance with
Schedule “D” – Bid Thresholds. In the case of a pre-qualified RFP, only
the selected pre-qualified Proponents shall be notified about the
Solicitation.
(f) Any Irregularities in a Bid responding to a RFP shall be dealt with in
accordance with Schedule “C” - Proposal Irregularities and in compliance
with the procedures stated in this by-law.
13. Alternative Procurement Methods
13.1 Multi-Step Bid Call
(a) A Multi-Step Bid Call is a Solicitation consisting of at least two stages. The
specific process being implemented will be set out in the Bid Documents
and established by the Procurement Manager. Generally, it will consist of
the following two steps:
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By-law Number XXXX-17 Page 21
(i) Step 1: a request for a technical Bid is made followed by
evaluations and discussion, without considering any prices, and the
selection of Compliant Bidders and Responsible Bidders whose
technical requirements are considered most acceptable; and
(ii) Step 2: the review of sealed Bid prices from only those Bidders
whose technical requirements have been rated acceptable in Step
1.
(b) A Multi-Step Bid Call shall be advertised in accordance with Schedule “D”
– Bid Thresholds. In the case of a pre-qualified Multi-Step Bid Call, only
the selected pre-qualified Respondents shall be notified about the
Solicitation.
13.2 Unsolicited Bid/Proposal
(a) An Unsolicited Bid/Proposal received by the Town may be reviewed by the
relevant Department Head and the Procurement Manager.
(b) Any Procurement activity resulting from the receipt of an Unsolicited
Bid/Proposal shall comply with any pertinent provisions of this by-law. The
provisions relating to LVPs, Single Source, Sole Source, or Emergency
Purchases, as appropriate, shall apply to a non-competitive Contract
resulting from an Unsolicited Bid/Proposal.
13.3 Negotiation
(a) Negotiation may be used in conjunction with any other Procurement
methods set out in this by-law for the procurement of Goods, Services, or
Construction, or for the Sale of Personal Property, or for the development
of any Contract, when any of the following criteria apply:
(i) the Goods, Services, or Construction are deemed necessary by the
CAO or Department Head as a result of an Emergency Purchase
which would not reasonably permit the use of any other prescribed
Procurement method;
(ii) due to abnormal market conditions, the Goods, Services, or
Construction required are in short supply;
(iii) where there is a Single Source or Sole Source of the Goods,
Services, or Construction which would be acceptable, permitted
under this by-law, and is cost effective;
(iv) where only one Proposal/Bid is received and it exceeds the amount
budgeted for the procurement, negotiations may be conducted, if
appropriate under the circumstances;
(v) after the Request for Proposal process closed, if appropriate under
the circumstances, to clarify any terms of the Proposal and any
resulting Contract;
(vi) with the highest evaluated Compliant and Responsible Bidder to a
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Request for Proposal; however, if a negotiated agreement cannot
be reached, the Town may proceed to negotiate with the next
highest evaluated Compliant and Responsible Bidder;
(vii) where the extension or reinstatement of an existing Contract, with
Council approval, would be more cost effective or beneficial to the
Town;
(viii) where, for security or confidentiality reasons, it is in the best
interest of the Town;
(ix) with the highest Offeror in response to a Sale of Personal Property;
or
(x) where authorized by Council to do so.
(b) The award of any negotiated Contract shall comply with the Contract
execution provisions contained in section 14 and the contractor
performance provisions contained in section 15 of this by-law.
13.4 Emergency Purchases
(a) In the case of an emergency declared pursuant to the Town’s Municipal
Emergency Management Program and Emergency Response Plan,or a
situation or circumstance in response to which the CAO or other
authorized person convenes some or all of the members of the Municipal
Emergency Control Group, but for which a formal declaration of an
emergency is not made, but for which emergency intervention is
approved, Purchases for the containment and managing of the emergency
situation shall be authorized as set out in such Program and Plan, and the
Treasurer shall prepare the required accountability and financial reports
for Council for information following the termination of the emergency.
During such emergency, this by-law shall serve only as a reference for
those officials in authority during such emergency, and otherwise is
suspended for all Purchases directly or indirectly related to addressing
and managing such emergency. The overriding Procurement guideline in
such an emergency shall be to address the emergency as quickly and
safely as possible so as to protect human life, essential municipal
services, and property, while minimizing costs to the Town. All other
routine Purchasing activities of the Town during such emergency but
unrelated to the addressing and management of the emergency remain
subject to this by-law.
(b) In the event of an emergency that does not fall into paragraph (a) of this
section, an Emergency Purchase may be made when an event occurs or
a circumstance is discovered that is determined by the Department Head
or the Chief Building Official to be an imminent and significant threat to, or
which has already significantly affected any of the following:
(i) public health;
(ii) the maintenance of essential Town services;
(iii) the safety or welfare of persons or of public property; or
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(iv) the security of the Town’s interests;
and the occurrence requires the immediate delivery for Goods, Services, or
Construction and time does not permit for competitive Bids or obtaining
independent quotations.
(c) Emergency Purchases made under paragraphs 13.4(a) and 13.4(b) above
shall only be to the extent necessary to mitigate the immediate threat, risk
or to temporarily contain the situation or circumstance, and restore
services. Longer term projects or work for replacement of lost significant
infrastructure must follow the provisions of this by-law.
(d) The following process shall be conducted for any Emergency Purchases
pursuant to paragraph (b) of this subsection:
(i) Where it is estimated that the expenditure is within the Authority of
the Department Head as stated in Schedule “D” - Bid Thresholds of
this by-law, the Department Head or Chief Building Official shall
secure any Goods, Services, or Construction required in an
efficient, expeditious manner that is in the best interest of the Town.
(ii) Where it is estimated that the expenditure exceeds the Authority of
the Department Head or Chief Building Official as stated in
Schedule “D” - Bid Thresholds of this by-law, where possible and
reasonably practical in the circumstances, the approval of the
Procurement Manager followed by the approval of the CAO shall be
required. The Department Head or Chief Building Official shall
secure any Goods, Services, or Construction required in an
efficient, expeditious manner that is in the best interest of the Town.
(iii) An information report shall be submitted by the Department Head
or Chief Building Official to Council, as soon as reasonably
possible, which shall include the following information:
(1) a description of the circumstance;
(2) how the circumstance qualifies as an emergency under this
by-law;
(3) actions taken and the reasons therefore; and
(4) the costs incurred under this section.
13.5 Sole Source Purchases
(a) A Sole Source Purchase may be utilized for the Procurement of Goods,
Services, or Construction without the competitive Procurement process
when there is only one source that is able to meet the requirements of the
Procurement, which may be due to their unique ability or skill, possession
of proprietary technology, copyright, patent or other intellectual property.
(b) The Procurement Manager shall require satisfactory justification from the
requesting Department Head explaining the reasons for the Sole Source
Purchase.
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(c) Sole Source Purchases shall be in compliance with Schedule “D” - Bid
Thresholds of this by-law.
(d) Sole Source Purchases shall comply with the reporting and approval
requirements set out in Schedule “D” - Bid Thresholds of this by-law.
(e) Sole Source Purchases shall be required to comply with the Contract
execution requirements of section 14 and the Contractor performance
requirements of section 15 of this by-law.
(f) A semi-annual report of all Sole Source Purchases not requiring Council
approval shall be prepared by the Procurement Manager and reported to
the CAO.
13.6 Single Sole Purchases
(a) Single Source purchasing may be conducted for the Procurement of
Goods, Services, or Construction without the competitive Procurement
process, when any of the following circumstances apply:
(i) for reasons of standardization, warranty, function or service, such
as technical qualifications;
(ii) where compatibility with an existing product, equipment, facility or
services is a paramount consideration;
(iii) where a Good is purchased for testing or trial use, or for resale;
(iv) where the Town has a rental contract and an offer to buy-out the
equipment or extend the rental contract may be beneficial to the
Town;
(v) for matters involving security, police matters, or confidential or
privileged issues where the disclosure of such matters through an
open Solicitation process could reasonably be expected to
compromise confidential or privileged information, interfere with the
Town’s ability to maintain security or order or to protect human,
animal or plant life or health, cause economic disruption, or
otherwise be contrary to the public interest;
(vi) a Contract is to be awarded under a Co-operative Purchase or a
Piggyback arrangement;
(vii) in the absence of any Bids in response to a Solicitation for Bids
made in accordance with this by-law;
(viii) in an Emergency Purchase situation pursuant to section 13.4 of this
by-law;
(ix) notwithstanding anything in this by-law, where a purchase is
determined by Council to be fair and reasonable and is made from
a non-profit corporation for the purpose of achieving charitable
Town objectives; or
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(x) for the extension or renewal of an existing Contract where the
amount of the extended or renewed Contract is within the budgeted
amount for the provision of such Goods, Services, or Construction,
or is otherwise approved by Council.
(b) The Procurement Manager shall require satisfactory justification from the
requesting Department Head explaining the reasons for the Single Source
Purchase.
(c) Single Source Purchases shall be in compliance with Schedule “D” - Bid
Thresholds of this by-law.
(d) Single Source Purchases shall comply with the reporting and approval
requirements set out in Schedule “D” - Bid Thresholds.
(e) Single Source Purchases shall be required to comply with the Contract
execution requirements of section 14 and the Contractor performance
requirements of section 15 of this by-law.
(f) A semi-annual report of all Single Source purchases not requiring Council
approval shall be prepared by the Procurement Manager and reported to
the CAO.
13.7 Co-operative Purchasing and Piggyback
(a) The Town may participate with other government agencies or pubic
authorities in Co-operative Purchasing where it is in the best interests of
the Town to do so. The Town is not required to adhere to the advertising
requirements under this by-law and does not need to conduct its own
competition when engaged in Co-operative Purchasing. The policies and
procedures regarding the Solicitation and Procurement process of the
government agencies or public authorities calling the Co-operative
Purchasing Bid on behalf of the participants are to be accepted policies
and procedures for that particular Bid.
(b) The Town may Piggyback by accepting the results of a competitive
Procurement process of another government agency or pubic authority
where the provisions of the original Solicitation allow for such Piggyback,
or when the Vendor is willing to do so, and it is believed by the
Procurement Manager that it is in the best interest of the Town to do so.
The Town is not required to adhere to the advertising requirements under
this by-law and does not need to conduct its own competition when
engaged in a Piggyback purchase.
(c) Co-operative Purchasing and Piggyback Purchases shall comply with the
reporting and approval requirements set out in Schedule “D” - Bid
Thresholds.
13.8 In-House Bids
In-House Bids shall only be utilized where external sources have also been
requested to submit Bids and where Council has approved such Bids.
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13.9 “No Cost” Procurement
(a) “No Cost” Procurement occurs where the Town does not bear any cost
(expense or capital expenditure). This type of Procurement activity
includes revenue generating opportunities and cost pass-through to a third
party for a particular project.
(b) Revenue generating opportunities shall be acquired by the Town using the
same Procurement methods and approval requirements according to the
dollar amount thresholds in Schedule “D” – Bid Thresholds for
Procurement that has a cost to the Town, which shall be determined
based on an actual value (if available) or reasonable estimate of the
value/expected revenue of the “No Cost” Procurement.
(c) Cost pass-through to a third party where the third party is covering less
than one hundred percent (100%) of the total costs for a particular project
shall be acquired by the Town using the same Procurement methods and
approval requirements according to the dollar amount thresholds in
Schedule “D” – Bid Thresholds for Procurement that has a cost to the
Town, which shall be determined based on an actual value (if available) or
reasonable estimate of the value/expected revenue of the “No Cost”
Procurement. Full cost coverage by a third party is dealt with in Schedule
“A” – Exceptions to this by-law.
Part 3: Post-Award Requirements and Performance
14. Contract Execution
14.1 Prior to the commencement of the provision of Goods, Services, or Construction,
the selected Bidder shall be required to: (a) execute a Contract;or (b) acquire a
Purchase Order from the Town, depending on the type and dollar amount
threshold of the Procurement as set out in Schedule “D” – Bid Thresholds of this
by-law. Where applicable for LVPs, Town staff may utilize P-Cards for the
acquisition of Goods and Services.
14.2 Where applicable, a selected Bidder shall be required to submit any and all such
documents, certificates, and securities as a condition precedent to, and for the
performance of, a Contract, at the discretion of the Procurement Manager. Such
items may include, without limiting the generality of the foregoing: a Bond, other
security for damages in the form of a negotiable instrument, insurance
certificates, a certificate of clearance from the Workplace Safety and Insurance
Board (WSIB), the contractor’s Health & Safety policy, confirmation of
compliance with the AODA, and a project schedule.
15. Contractor Performance
15.1 The Department Head shall be responsible for monitoring the performance of
Contractors. The Department Head shall document evidence related to same
and having advised the Contractor in writing but which problems persist, advise
the Procurement Manager in writing where the performance of a Contractor has
been unsatisfactory in terms of failure to meet Contract specifications,
performance, invoicing conditions, health and safety requirements, environmental
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protections, or any other Town requirements set by the Procurement Manager
from time to time.
15.2 Upon completion of a Contract or the supply of Goods, Services, or Construction
for the Town by a Contractor, a written performance evaluation of the Contractor
shall be completed by the relevant Department Head and the Procurement
Manager and the evaluation shall be placed in the Town file corresponding to the
Contractor. A copy of the evaluation and supporting documentation may be
made available to persons requesting Town references for a future Contract and
also may be reviewed and may form part of the criteria when considering the
Town’s future Award of Contracts.
15.3 In a case where an interim performance evaluation is done prior to the
completion of a Contract or the supply of Goods, Services, or Construction, and
where the interim evaluation has determined the Contractor performance to be
unsatisfactory for any reason, a Department Head or the Procurement Manager
may request an interim evaluation meeting with a Contractor to discuss any
deficiencies and to establish a time for their rectification.
15.4 A Contractor deemed, in the sole opinions of the relevant Town staff and the
Procurement Manager, to have poor or unsatisfactory performance of a Contract
may:
(a) be refused the Award of a future Contract;
(b) have Town staff recommend that Council not Award a future Contract to
the Contractor; or
(c) be placed on a probationary period.
A probationary period may specify additional requirements as determined by the
Procurement Manager, including the requirement of additional Contract
performance security or interim performance evaluations to ensure that the terms
of a future Contract are strictly adhered to.
16. Contract Termination
16.1 Where a Contract is required pursuant to Schedule “D” – Bid Thresholds, and the
authority to execute the Contract is delegated therein to a Department Head,
then the CAO, upon the recommendation of the Procurement Manager, has the
Authority to terminate such a Contract at any time under the following
circumstances:
(a) where a Contractor is in default of terms and/or obligations under an
applicable Contract;
(b) where a Contractor commits an act of bankruptcy, a receiver is appointed
on account of insolvency of a Contractor or in respect of any of its
property, or if the Contractor makes a general assignment for the benefit
of its creditors; or
(c) where it is discovered that the award of a Contract was induced through
illegal or fraudulent means or that the Contractor has acted in violation of
any federal or provincial laws during the performance of the Contract.
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16.2 Where a Contract is required pursuant to Schedule “D” – Bid Thresholds, and the
authority to execute the Contract requires Council approval, then only Council
shall have the Authority to terminate such Contract, on the advice of the relevant
Department Head and the Procurement Manager.
Part 4: Specific Bid and Procurement Issues
17. Contingencies
17.1 Where any Purchase of Goods, Services, or Construction has been Authorized
under this by-law, the relevant Department Head may Authorize the
disbursement of additional funds for unknown/unexpected conditions or
circumstances affecting the Contract work, provided that such additional funds
shall not exceed ten percent (10%) of the original Contract amount, and provided
that the additional funds are required to complete work set out in the original
Contract.
18. Cancellation of Solicitation
18.1 The Procurement Manager may cancel any Solicitation where:
(a) no Bids were received in response to the Solicitation or none of the
received Bids were from a Compliant and Responsible Bidder;
(b) the prices contained in all the submitted Bids in response to the
Solicitation exceed the approved budget amount for the project or
Purchase, and there is a cancellation request from the Department Head
who initiated the Solicitation; or
(c) in the opinion of the Department Head responsible for the Solicitation:
(i) a material change in the scope of work or specifications is required
and a new Solicitation should be issued according to the
Procurement Manager;
(ii) none of the Bids received adequately address the purpose or intent
of the Solicitation or the goal or need of the Town that was to be
addressed through the Solicitation;
(iii) the Goods, Services, or Construction to be provided by the
Solicitation are no longer required by the Town; or
(iv) in the opinion of the Procurement Manager, the integrity of the
Solicitation has been compromised or the Procurement process
was materially flawed.
19. Access to Information
19.1 The disclosure of information received pursuant to any Procurement process,
Solicitation, or the Award of a Contract shall be made in accordance with the
provisions of the Municipal Freedom of Information and Protection of Privacy Act
and the Personal Health Information Protection Act, as amended.
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19.2 Evaluation score sheets of individual Town staff evaluators for each Bidder or
Proponent shall remain confidential. Members of Council may not be part of any
Bid evaluation process.
Part 5: Personal and Real Property
20. Disposal of Personal Property
20.1 Personal Property of the Town, such as furniture, vehicles, equipment, stocks of
all supplies, and other Goods and materials, which are no longer used by the
Town or which have become obsolete, worn out, or incapable of being used,
shall be identified as surplus by the applicable Department Head. Any disposal
or Sale of such surplus items shall be in accordance with the provisions of this
by-law where applicable. The terms of such disposal or Sale shall be
documented.
20.2 Personal Property shall be disposed of using the following process:
(a) The Town’s Procurement Services Division (in consultation with the
relevant Department Head) shall first offer surplus Personal Property to
other Departments or Local Boards.
(b) Should any Personal Property remain available after the provisions of
paragraph (a) have been carried out, the Procurement Manager shall
dispose of such items by one of following methods, which method is
determined by the Procurement Manager according to the potential for the
highest monetary return for the Personal Property and the resources
available to engage such a process:
(i) Sale: A Sale Solicitation shall be issued and advertised on an
Electronic Bidding system, daily newspaper, or through the York
Purchasing Cooperative. Offers shall be received by facsimile,
electronically, or by sealed Bid, as determined by the Procurement
Manager;
(ii) Public auction: The Procurement Manager shall arrange for the
Personal Property to be sold at a public auction. A minimum bid
may or may not be set and shall be determined by the Procurement
Manager with input from other Town staff as appropriate; or
(iii) Sale or return/trade-in to a Vendor: Sale or trade-in of the Personal
Property directly to a Vendor or Contractor in the applicable line of
business.
(c) Any Personal Property still available after the provisions of paragraphs (a)
and (b) have been carried out shall be disposed of by one of the following
methods:
(i) The Procurement Manager shall notify community and/or non-profit
agencies, as applicable, of the Town’s intent of disposal and
negotiate such disposal with any groups or individuals that indicate
interest in a manner that is in the best interest of the Town.
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(ii) Any other reasonable manner, including disposal as waste, at the
discretion of the Procurement Manager.
(d) Where an item or a group of similar items has been declared surplus and
has a value of less than One Hundred Dollars ($100.00), all as determined
by the Procurement Manager, the Department Head responsible for such
item(s) may dispose of such item(s) in a manner alternative to, and not in
accordance with, the methods set out under paragraphs (a), (b), and (c),
at the discretion of the applicable Department Head.
20.3 No Town staff member, Council member, or Local Board member shall
personally obtain any Personal Property that has been declared surplus unless it
has been obtained in accordance with any applicable provisions of this by-law.
21. Real Property
21.1 This by-law shall not apply to the acquisition or Sale of Real Property. Real
Property interests of the Town shall be acquired or disposed of in accordance
with the Town’s Administration Procedure No. 55 – Real Estate Sales,
Purchases, and Leases, as may be amended or successor thereof, together with
any other applicable process or by-laws dealing with the acquisition, disposal, or
Sale of Real Property, which are separate from this by-law.
Part 6: Miscellaneous Considerations and General Items
22. Tie Bids Received
22.1 In the case of tie between two Compliant and Responsible Bidders and where
multiple awards are not possible, the Town shall determine the winning Bid from
the two tied Bids by a coin toss conducted by the Procurement Manager.
22.2 In the case of a tie between three or more Compliant and Responsible Bidders
and where multiple awards are not possible, the Town shall determine the
winning Bid from the group of tied Bids by a random lottery draw conducted by
the Procurement Manager.
23. No Local Preference
23.1 The Town will endeavour to achieve the best value in its transactions. The Town
will not be bound to Purchase Goods or Services based upon Canadian content,
nor shall the Town practice local preference in awarding Contracts, unless
specifically required to do so by an upper-tier government body. All Procurement
processes are to be conducted so as not to unduly exclude local vendors while at
the same time maintaining the duty to conduct a fair competition and adhere to
the generally accepted legal principles applicable to Procurement, and all
prevailing Provincial, Federal or International trade treaties or agreements to
which the Town is bound.
24. Environmental Considerations
24.1 For the purposes of this section:
“Environmentally Preferred” means Goods and Services that have a lesser
impact on human health and the environment when compared with competing
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products or services. This comparison may consider raw material acquisition,
production, recycled content, manufacturing, waste management, packaging,
distribution, re-use, operation, maintenance or disposal. An environmentally
preferred Good or Service will meet the criteria of a recognized third party
certification program, where such a specification exists for that product class.
“Third Party Environmental Certification” means an independent organization
that licenses and certifies products that meet environmental standards developed
by that organization. The certification programs most frequently used to certify
environmentally preferred products are provided in the Town’s Green
Procurement Policy.
24.2 To encourage the procurement of Environmentally Preferred Goods and Services
with due regard to the preservation and enhancement of the natural environment,
Bid Documents may require methods resulting in the least damage to the
environment, such as those products which have a recognized Third Party
Environmental Certification, where practicable and in accordance with the Town’s
Green Procurement Policy.
25. Accessibility Considerations
25.1 The Town is committed to giving people with disabilities the same opportunity to
access Town Goods and Services and allowing them to benefit from the same
Services, in the same place and in a similar way as other customers. Pursuant to
the provisions of the AODA and s. 5(1) of O. Reg. 191/11, as amended, the Town
shall incorporate accessibility design, criteria, and features when procuring or
acquiring Goods, Services, or facilities, except where it is not practicable to do
so. Programs, Goods, Services, facilities, etc. should be accessible to persons
with disabilities (visible and invisible), including (without limitation): hearing loss,
vision loss, physical or mobility related impairments, temporary disabilities,
learning, speech, language, cognitive, psychological, psychiatric, intellectual and
developmental disabilities, allergies, and multiple chemical sensitivities.
25.2 If it is determined not to be practicable to incorporate accessibility design, criteria,
and features when Purchasing Goods, Services, or facilities, the Department
Head responsible for any such Procurement shall, upon request, provide an
explanation.
26. Black-Out Period
26.1 During the Black-Out Period, any communication between Bidders and Council
members, Town staff, or Town consultants relating to any solicitation, pending
Award or submitted Bids, other than to Town staff in the Procurement Services
Division, is prohibited. Any such communication in violation of this subsection will
entitle the Procurement Manager to disqualify the offending Bidder from
consideration for Award.
27. Lobbying
27.1 During the Black-Out Period, no solicitations or lobbying may be made to any
Town staff member, Council member, Town consultant, or to the news media by
any director, officer, principal, employee, agent, family relation, or other
representative of a Bidder (including any other parties that may be involved in a
business relationship with the Bidder) with respect to the merits or value of the
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Bidder’s Bid. Any such communication in violation of this section will entitle the
Procurement Manager to disqualify the offending Bidder from consideration for
Award. This subsection does not apply to presentations or delegations expressly
requested by Town staff or by Council, whether in the Bid Documents or
otherwise.
28. By-law Review
28.1 This by-law shall be monitored and evaluated for effectiveness continuously by
the Procurement Manager and shall be comprehensively reviewed upon specific
request by the CAO or by Council.
29. Repeal, Precedence, and Transition
29.1 By-law Number 5910-16, as amended, and all schedules thereto, is hereby
repealed on the day of this by-law coming into force and effect.
29.2 This by-law shall take precedence in the case of any conflict with any other Town
policies or procedures relating to Procurement.
29.3 Notwithstanding section 29.1, for the purposes of transition to this by-law, all
Procurement that commenced (being the date that Bid Documents were released
to the public in a Solicitation) prior to the effective date of this by-law are subject
to the provisions of By-law Number 5910-16 up to and including the Award of the
Contract or Purchase Order.
30. Short Title
30.1 This by-law may be referred to as the “Procurement By-law”.
31. In Force
31.1 This by-law shall come into full force and effect on the date of final passage
hereof.
Enacted by Town of Aurora Council this 11th day of July, 2017.
____________________________________
Geoffrey Dawe, Mayor
____________________________________
Michael de Rond, Town Clerk
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Schedule “A”
Exceptions
The Procurement and/or payment of the following items are exempted from the
competitive procurement and Purchase Order requirements of this by-law. Established
corporate risk management requirements remain applicable.For payment, in lieu of a
Purchase Order number on the invoice, insert the “Procurement Exception # xx”.
For payment of an on-site service, attach the WSIB and insurance documents to
the invoice for payment.
1. Conferences, conventions, courses and seminars
2. Magazines, books and periodicals including subscriptions thereto
3. Trade/professional association membership dues/fees, continuing education, or
certification processes
4. Facilitators, program hosts or guest speakers for training, education or corporate
purposes
5. Staff development, training and workshops including all related equipment
resources and supplies
6. Employment expenses reimbursements to employees per the approved policies
7. Payroll, benefit premiums and related remittances
8. Petty cash replacement
9. Bank charges and brokerage fees, except the selection of the Town’s lead bank
10. Ancillary banking or financial services
11. Debenture, debt and sinking fund payments
12. Remittances of all forms of taxes
13. Charges to and from other governmental bodies (e.g. school boards, federal and
provincial ministries/bodies/agencies, Teranet, LSRCA etc.)
14. Purchase or disposition of financial investments
15. Grants to agencies in accordance with any applicable Town policies)
16. Payments regarding Real Property (lease payments, purchases)
17. Committee fees and honorariums
18. Postage and courier services
19. Utility charges – including water, sewer, electricity, natural gas,
telecommunication services, internet, cable television, maintenance charges,
utility relocations, utility construction, and utility acquisition
20. Town sponsored employee purchase programs
21. Medical evaluations and similar consultations or expenses required by the Town
22. Annual government licences, and certificates, including periodic government
inspection fees
23. Annual software licenses renewals or maintenance/support payments when only
available from the subject software supplier
24. Claim and litigation settlement payments
25. Newspaper, social media or other media advertising space/presence, except
regular “notice board” space
26. Job posting advertising – associations/journals/trade groups
27. Town logo’d promotional materials except clothing
28. Payments for employment and temporary help/employment agencies
29. Events or programs supporting non-profit organizations
30. Legal fees, expert witness/consultant fees, and other court fees/costs
31. Appraiser
32. Special forensic auditor
33. Land surveyor
34. Real estate agent
35. Arbitrator, mediator, and other similar professionals
36. Suppliers and entertainers for special events and programs
37. Goods, services or construction where one hundred percent (100%) of the total
cost is being paid by or reimbursed by a third party.
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (a)
Page 33 of 39
By-law Number XXXX-17 Page 34
Schedule “B”
Bid Irregularities ̽̽Sealed Envelope
For the purposes of this by-law, the following actions shall be taken regarding Bid
Irregularities (as defined in this by-law).
Item Description Action
1. Late Bid.
Automatic rejection.
2. Bid not submitted at location specified in the
Solicitation.
3. Bid submitted in other format than specified in
the Solicitation.
4. Bid not submitted using required forms.
5. Bid envelope not sealed.
6. Bid not legible.
7. Bid Document not signed in ink with an
original signature (if required by Solicitation)
or not signed by all Bidders (if Bid is on behalf
of a joint-venture).
8. Signature page not provided in the Bid (if
specified and required in the Solicitation).
9. Pages requiring completion of information or
specification not submitted with the Bid (if
specified and required in the Solicitation).
10. Failure to submit a list of subcontractors (if
required in the Bid Document).
11. Unit price in the “price schedule” which has
been changed but not initialed and the unit
price extension/total price is not consistent
with the unit price as amended.
12. Pricing page(s) not submitted with the Bid (if
specified and required in the Solicitation).
13. Bid Deposit (if requested) not submitted with
the Bid.
14. Bid submitted from a Bidder that has not been
pre-qualified, where pre-qualification was
required in the Solicitation.
15. Bidder did not attending a mandatory site
meeting (if required in the Solicitation).
16. Undertaking to Provide a Bond or Letter of
Credit, or actual Bond not submitted with the
Bid or not original signed copy (if requested).
17. Undertaking to Provide a Bond or Letter of
Credit, or actual Bond, submitted on a form or
in a format not permitted in accordance with
the Bid Document.
18. Bond, Bid Bond, Undertaking to Bond, or
Agreement to Bond missing: a corporate seal,
proof of authority to bind bonding company,
signature of Bidder, or seal and signature of
surety (as applicable).
19. Incomplete Bid.Automatic rejection, unless it is stated in the
Solicitation that partial Bids are acceptable,
and the Bid is complete in respect of the
portion of the scope of work or deliverable(s)
that is Bid upon.
If a unit/item price in a Bid is blank, it shall be
interpreted as no charge for that item.
20. Proposal does not address all components
identified in the Bid Document.
Missing component will be scored zero. If the
component has been identified in the Bid
Document as requiring a response for that
component but no response is given, then
automatic rejection.
21. All Addenda not acknowledged as specified in
the Bid Document or each addendum (if
issued).
Automatic rejection, unless the relevant
addendum issued is solely for the purpose of
revising a closing date and/or time and the Bid
is received in accordance with revised date
and/or time.
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (a)
Page 34 of 39
By-law Number XXXX-17 Page 35
Item Description Action
22. Bid submitted by a Bidder (or by an affiliate,
related entity, principal, officer, or director of
such Bidder), who is in unresolved Litigation
with the Town or is the subject of third party
claims involving the Town.
Possible rejection. Referred to Bid Review
Committee for review, consideration, and
determination. Factors to be considered will
include, but are not limited to: (a) the severity,
materiality, and nexus between the Litigation
and the work for which the Bid is submitted;
(b) where the Town has been named as
plaintiff or defendant pursuant to a subrogated
interest, an appropriate arrangement has been
made to indemnify the Town; and (c) the
Bidder’s performance under previous
Contracts with the Town, the Town’s claims
history with the Bidder, and an assessment of
the overall risk and total cost in entering into a
Contract with the Bidder.
23. Alterations, additions, deletions or qualifying
statements (referred to as a “variation”) made
to the Bid Documents or provided with the
Bid.
Automatic rejection, unless in the opinion of the
Bid Review Committee, such variation is
considered to be immaterial to the Town.
24. Alternate and/or substitute items bid in whole
or in part that were not requested in the
Solicitation.
Rejection of any alternative and/or substitute
items not requested by the Solicitation.
25. Bids containing minor clerical errors If in the opinion of the Procurement Manager
the errors are of a minor nature and are not
material to the Bid, they can be waived at the
option of the Procurement Manager.
Otherwise, the Bid shall be rejected.May be
referred to the Bid Review Committee for final
determination.
26. Strikeouts, erasures, whiteouts, or overwrites
made to the Bid form, not initialed by an
authorized person.
Automatic rejection, unless in the opinion of the
Procurement Manager, the failure to initial is
minor in nature and is not material to the
determination of the Bid. Otherwise, the Bid
shall be rejected. May be referred to the Bid
Review Committee for final determination.
27. Mathematical errors for total price which are
not consistent with the unit price or
mathematical errors such as tax calculation
errors.
Bidders shall accept corrections to total bid
price or tax calculation that is made by the
Procurement Manager. Unit prices shall
always govern.
28. Unit price in the “price schedule” which has
been changed but not initialed and the unit
price extension/total price is consistent with
the unit price as amended.
Bid will be accepted unless, in the opinion of
the Procurement Manager, the changes to the
unit prices create ambiguity and uncertainty –
in such case, the Bid shall be rejected. May be
referred to the Bid Review Committee for final
determination.
29. Bid Deposit (if requested) contains insufficient
funds as called for in the Bid Document.
Automatic rejection unless insufficient amount
is de minimis ($2.00 or less).
30. Other Bid Irregularities Referred to the Bid Review Committee for
review, consideration, and determination.
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (a)
Page 35 of 39
By-law Number XXXX-17 Page 36
Schedule “C”
Bid Irregularities ̽̽Electronic Bidding
For the purpose of this by-law, the following actions shall be taken regarding Bid
Irregularities (as defined in this by-law).
Item Description Action
1. Bid not submitted as specified in the
Solicitation.
2. Bid submitted in other format than specified
in the Solicitation.
3. Bid not submitted using required forms.
4. Bid not signed with a signature (if required
by the Solicitation) or not signed by all parties
(if Bid is on behalf of a joint-venture).
5. Signature page not provided in the Bid (if
specified and required in the Solicitation).
6. Pages requiring completion of information or
specification not submitted with the Bid (if
specified and required in the Solicitation).
7. Failure to submit a list of subcontractors (if
required in Bid Document).
8. Unit price extension/total price is not
consistent with the unit price as amended.
9. Bid Deposit (if requested) not submitted with
the Bid.
10. Bid submitted from a Bidder that has not
been pre-qualified, where pre-qualification
was required in the Solicitation.
Bidder did not attend the mandatory site
meeting (if required in the Solicitation).
11. Undertaking to Provide a Bond or Letter of
Credit, or actual Bond, submitted on a form or
in a format not permitted in accordance with
the Bid Document.
12. Proposal does not address all components
identified in the Bid Document.
Missing component will be scored zero. If the
component has been identified in the Bid
Document as requiring a response for that
component but no response is given, then
automatic rejection.
13. Bid submitted by a Proponent (or by an
affiliate, related entity, principal, officer, or
director of such Proponent), who is in
unresolved Litigation with the Town or is the
subject of third party claims involving the
Town.
Possible rejection. Referred to Bid Review
Committee for review, consideration, and
determination. Factors to be considered will
include, but are not limited to: (a) the severity,
materiality, and nexus between the Litigation and
the work for which the Bid is submitted; (b) where
the Town has been named as plaintiff or
defendant pursuant to a subrogated interest, an
appropriate arrangement has been made to
indemnify the Town; and (c) the Bidder’s
performance under previous Contracts with the
Town, the Town’s claims history with the Bidder,
and an assessment of the overall risk and total
cost in entering into a Contract with the Bidder.
14. Alterations, additions, deletions or qualifying
statements (referred to as a “variation”) made
to the Bid Documents or provided with the
Bid.
Automatic rejection, unless in the opinion of the
Bid Review Committee, such variation is
considered to be immaterial to the Town.
15. Alternate and/or substitute items bid in whole
or in part that were not requested in the
Solicitation.
Rejection of any alternative and/or substitute
items not requested by the Solicitation.
16. Bids containing minor clerical errors.If in the opinion of the Procurement Manager the
errors are of a minor nature and are not material
to the Bid, they can be waived at the option of the
Procurement Manager. Otherwise, the Bid shall
be rejected. May be referred to the Bid Review
Committee for final determination.
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (a)
Page 36 of 39
By-law Number XXXX-17 Page 37
Item Description Action
17. Bid Deposit (if requested) contains
insufficient funds as called for in the Bid
Document.
Automatic rejection unless insufficient amount is
de minimis ($2.00 or less).
18. Other Bid Irregularities.Referred to the Bid Review Committee for review,
consideration, and determination.
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (a)
Page 37 of 39
By-law Number XXXX-17 Page 38
Schedule “D”
Bid Thresholds
For the purpose of this by-law, the following are the required Procurement methods,
approval Authority, reporting requirements, and Contract requirements for the specified
amount thresholds.
Dollar
Thresholds
(Excluding
Taxes)
Method of
Procurement
Source of Bids
(Advertising)Report To Approval/
Award
Contract
Type
1. Bids and Proposals
Up to
$5,000.00 Low Value Purchase
(LVP)
Purchases made from
the competitive
marketplace where
possible and
practicable. Obtaining
a minimum of three (3)
written quotes where
possible.
Advertising is not
required.
Not applicable
Town staff as
delegated by the
applicable
Department
Head
Invoice (may pay
with P-Card)
$5,000.01 to
$30,000.00
Informal
Quick Bid Request for
Quotation
(QB-RFQ)
-or-
Informal
Quick Bid Request for
Proposal
(QB-RFP)
(a) Advertising is
required in such
manner as directed by
Procurement Manager
(b) Solicitation to list of
pre-qualified Bidders;
Not applicable
Department
Head Purchase Order
$30,000.01 to
$100,000.00
Formal
Request for Quotation
(RFQ)
-or -
Formal
Request for Proposal
(RFP)
Advertising is required
in such manner as
directed by the
Procurement Manager
Not applicable Department
Head
Purchase Order
and Contract
(executed by the
applicable
Department
Head)
Over
$100,000.00
Formal
Request for Tender
(RFT)
-or -
Formal
Request for Proposal
(RFP)
Advertising is required
in such manner as
directed by the
Procurement Manager
Council
(from the
applicable
Department
Head or
designate)
Council
Purchase Order
and Contract
(executed by the
Mayor and Town
Clerk as per
Council direction)
2. Emergency Purchases
Up to $50,000.00 Not applicable
Advertising not
required Not applicable Department
Head
P-Card or
Emergency
Purchase Order
$50,000.01 to
$100,000.00 Not applicable Advertising not
required Not applicable CAO
Emergency
Purchase Order
Over $100,000.00 Not applicable
Advertising not
required
Council
as soon as
reasonably
possible by
the CAO
explaining
actions taken
and reasons
therefore
(may be after
the
emergency is
over and after
Purchase is
Awarded)
CAO
Emergency
Purchase Order
and Contract (if
emergency
situation permits;
executed by the
CAO)
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (a)
Page 38 of 39
By-law Number XXXX-17 Page 39
Dollar
Thresholds
(Excluding
Taxes)
Method of
Procurement
Source of Bids
(Advertising)Report To Approval/
Award
Contract
Type
3. Sole Source, Single Source, Co-operative Purchasing, & Piggyback
Up to $5,000.00
Sole Source,
Single Source,
Co-operative
Purchasing, or
Piggyback
Advertising not
required Not applicable Department
Head
Invoice (may pay
with P-Card)
$5,000.01 to
$50,000.00
Sole Source,
Single Source,
Co-operative
Purchasing, or
Piggyback
Advertising not
required Not applicable Department
Head Purchase Order
$50,000.01 to
$100,000.00
Sole Source,
Single Source,
Co-operative
Purchasing, or
Piggyback
Advertising not
required
CAO
(from the
applicable
Department
Head or
designate)
CAO
Purchase Order
and Contract
(executed by the
CAO)
Over $100,000.00
Sole Source,
Single Source,
Co-operative
Purchasing, or
Piggyback
Advertising not
required
Council
(from the
applicable
Department
Head or
designate)
Council
Purchase Order
and Contract
(executed by the
Mayor and Town
Clerk as per
Council direction)
4. Determination of Availability of Goods and Services
Not applicable
Request for Expressions
of Interest
(RFEI)
-or -
Request for Information
(RFI)
Advertising is required
in such manner as
directed by the
Procurement Manager.
May be followed by
another Procurement
method.
Not applicable Not applicable Not applicable
5. Pre-Qualification and Multi-Step Bids
May be used in
conjunction with
another
Procurement
method listed in
Schedule “D” –
Bid Thresholds
Request for Pre-
Qualification
-or -
Multi-Step Bid Call
Advertising is required
in such manner as
directed by the
Procurement Manager
As specified in
related
Procurement
method
As specified in
related
Procurement
method
As specified in
related
Procurement
method
Methods of Procurement listed in this Schedule are minimum methods only in accordance
with sections 11, 12, and 13 of this by-law. Formal Requests for Tender (RFT) and Formal
Requests for Proposal (RFP) may be used for any dollar thresholds at the discretion of the
applicable Department Head. Similarly, Council approval to Award may also be sought at
the discretion of the applicable Department Head or the CAO.
All Contracts that are to be executed and required by this Schedule “D” – Bid Thresholds
shall be reviewed and approved as to form by Legal Services prior to execution.
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (a)
Page 39 of 39
The Corporation of the Town of Aurora
By-law Number XXXX-17
Being a By-law to provide tax reductions or refunds in respect of
eligible heritage properties within the
Aurora Promenade Community Improvement Plan.
Whereas subsection 365.2(1) of the Municipal Act, 2001,S.O. 2001, c. 25, as amended
(the “Act”) states that a local municipality may establish a program to provide tax
reductions or refunds in respect of eligible heritage property;
And whereas on March 18, 2014, the Council of The Corporation of the Town of Aurora
enacted By-law Number 5598-14 to adopt a Community Improvement Plan (the “Aurora
Promenade Community Improvement Plan”);
And whereas Heritage Property Tax Relief Program (Program 5) is an incentive
program offered through the Aurora Promenade Community Improvement Plan, as
provided for under section 365.2 of the Act (the “Heritage Property Tax Relief
Program”);
And whereas subsection 365.2(3) of the Act states that the amount of the tax reduction
or refund provided by a local municipality in respect of an eligible heritage property must
be between 10 and 40 per cent of the taxes for municipal and school purposes levied on
the property that are attributable to, (a) the building or structure or portion of the building
or structure that is the eligible heritage property; and (b) the land used in connection
with the eligible heritage property, as determined by the local municipality;
And whereas subsection 365.2(4) of the Act states that in a by-law under this section,
the local municipality, (a) must specify a percentage that satisfies the requirements of
subsection (3) of the Act that will be used in calculating the amount of the tax reduction
or refund to be provided in respect of eligible heritage properties;
And whereas the Council of the Town deems it necessary and expedient to establish
the Heritage Property Tax Relief Program as a means of encouraging the
enhancement, restoration and/or preservation of heritage properties for
commercial/commercial mixed uses;
Now therefore the Council of The Corporation of the Town of Aurora hereby enacts
as follows:
1. The Heritage Property Tax Relief Program be and is hereby established and is
subject at all times to the availability of funding.
2. The amount of the tax reduction or refund provided by the Town in respect of an
eligible heritage property be 40 per cent of the taxes for municipal and school
purposes levied on the property that are attributable to,
(a) the building or structure or portion of the building or structure that is the
eligible heritage property; and
(b) the land used in connection with the eligible heritage property, as
determined by the Town.
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (b)
Page 1 of 2
By-law Number XXXX-17 Page 2 of 2
3. In order to determine eligibility for the Heritage Property Tax Relief Program, the
Town may enter upon the eligible heritage property. The owner shall consent to
the inspection of the eligible heritage property, as and when deemed necessary
by the Town to inspect.
4. The Heritage Property Tax Relief Program shall be administered in accordance
with Program 5 of the Aurora Promenade Community Improvement Plan and the
Act.
5. Within thirty (30) days of this passing of this By-law, the Town Clerk shall provide
notice to the Minister of Finance, the Regional Municipality of York and the
Ministry of Culture.
Enacted by Town of Aurora Council this 11th day of July, 2017.
___________________________________
Geoffrey Dawe, Mayor
___________________________________
Michael de Rond, Town Clerk
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (b)
Page 2 of 2
The Corporation of the Town of Aurora
By-law Number XXXX-17
Being a By-law to adopt Official Plan Amendment No. 14
Whereas on September 28, 2010, the Council of The Corporation of the Town of Aurora
(the “Town”) enacted By-law Number 5285-10, as amended, to adopt the Official Plan for
the Town of Aurora (the “Official Plan”);
And whereas authority is given to Council pursuant to the Planning Act, R.S.O. 1990, c.
P.13, as amended, to pass a by-law amending the Official Plan;
And whereas the Town deems it necessary and expedient to further amend the Official
Plan;
Now therefore the Council of The Corporation of the Town of Aurora hereby enacts
as follows:
1. Official Plan Amendment No. 14 attached hereto and forming part of this By-law
be and is hereby adopted.
2. This By-law shall come into force subject to compliance with the provisions of the
Planning Act, R.S.O. 1990, c. P.13, as amended, and subject to compliance with
such provisions, this By-law will take effect from the date of final passage hereof.
Enacted by Town of Aurora Council this 11th day of July, 2017.
___________________________________
Geoffrey Dawe, Mayor
___________________________________
Michael De Rond, Town Clerk
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (c)
Page 1 of 9
Amendment No. 14
To the Official Plan for the Town of Aurora
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (c)
Page 2 of 9
Page 2 of 6
Amendment No. 14
To the Official Plan for the Town of Aurora
The Amendment No. 14 to the Official Plan for the Town of Aurora Planning Area which
was adopted by the Council of the Corporation of the Town of Aurora is hereby
approved in accordance with sections 17 and 21 of the Planning Act,R.S.O. 1990, c.
P.13, as amended.
The Regional Municipality of York
Per:
Date: ________________Name: __________________________
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (c)
Page 3 of 9
Page 3 of 6
Amendment No. 14
To the Official Plan for the Town of Aurora
___________________________________________________________________
Statement of Components
Part I – The Preamble
1. Introduction
2. Purpose of the Amendment
3. Location
4. Basis of the Amendment
Part II – The Amendment
1. Introduction
2. Details of the Amendment
3. Implementation and Interpretation
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (c)
Page 4 of 9
Page 4 of 6
Part I – The Preamble
1. Introduction
This part of the Official Plan Amendment No. 14 (the “Amendment”), entitled Part I –
The Preamble, explains the purpose and location of this Amendment, and provides an
overview of the reasons for it. It is for explanatory purposes only and does not form part
of the Amendment.
2. Purpose of the Amendment
The purpose of this site specific Official Plan Amendment is to permit place of worship
use within the “Existing Employment – Light Industrial/Service” designation.
3. Location
The lands affected by this Amendment are located on the west side of Edward Street at
Dunning Avenue, municipally known as 210 Edward Street; having a lot area of 4,322
m2; and legally described as Part Block B, Plan 488, designated as Part 1 on Plan 65R-
7942; Part Block C, designated as Part 1 on Plan 65R-8648 as in R520453; Part of
Edward Street, Plan 488 (closed by A61584A); and Part Block B, Plan 488 as in
R134858, except Part 4 on Plan 65R-7942; subject to A4238A and A66809A, Town of
Aurora, Regional Municipality of York (the “Subject Lands”).
4. Basis of the Amendment
The basis of the Amendment is as follows:
4.1 The Official Plan Amendment application (file: OPA-2016-02) and Zoning By-law
amendment were submitted to the Town for consideration on June 6, 2016, to
permit the site specific Official Plan Amendment on the Subject Lands.
4.2 The Public Planning Meeting was held by the Town’s Council on December 16,
2016 to obtain input from members of the public and the Town’s Council.
4.3 The site plan consists of the existing 1,387 m2 GFA building, all of which is to be
occupied by the proposed place of worship. The site plan includes 46 parking
spaces.
4.4 The Official Plan designates the subject lands as “Existing Employment – Light
Industrial/Service”. An amendment is required to permit the proposed place of
worship in the entire building. All other designations and policies remain
unchanged.
4.5 The implementing Zoning By-law amendment will remove the existing restriction
on the size of the place of worship and incorporate appropriate development
provisions and performance standards for the development of the subject lands.
4.6 The subject lands are situated in an employment area with a municipal park and
residential to the west and represent an appropriate location for the proposed
use. There is no conversion or removal of employment lands.
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (c)
Page 5 of 9
Page 5 of 6
4.7 The site specific policies as outlined in the Details of the Amendment are
considered to be compatible, appropriate and a complementary land use and
built form within the surrounding area.
Part II – The Amendment
1. Introduction
All of this part of the document entitled Part II – The Amendment, consisting of the
following text and attached as Schedule “A” and Schedule “B”, designated as Schedule
“A” (Land Use Plan) and Schedule “H” (Site Specific Policy Areas), constitutes
Amendment No. 14 to the Official Plan.
2. Details of the Amendment
The Official Plan is hereby amended as follows:
Item (1): “Notwithstanding any policies to contrary as outlined in Policy 10.7.2 a) of the
Official Plan respecting permitted uses, the following special site specific use
shall apply to the lands designated as “Existing Employment – Light
Industrial/Service – Site Specific Policy No. 46”, within the area shown as the
Subject Lands on Schedule “B” attached hereto and forming part of this lan:
a) A Place of Worship use shall also be permitted.”
3. Implementation and Interpretation
This Amendment has been considered in accordance with the provisions of the Official
Plan. The implementation and interpretation of this Amendment shall be in accordance
with the respective policies of the Official Plan, Zoning By-law and any Subdivision
Agreement.
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (c)
Page 6 of 9
Page 6 of 6
Explanatory Note
Re: Official Plan Amendment No. 14
By-law Number XXXX-17 has the following purpose and effect:
The purpose of this amendment is to amend the Town of Aurora Official Plan, as
amended, for the lands shown on Schedule “B” Special Policy No. 46 to permit a place
of worship in the “Existing Employment – Light Industrial/Service” designation. All other
provisions of the Official Plan will continue to apply.
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (c)
Page 7 of 9
Engelhard Drive
Edward Street Edward StreetGurnett StreetGurnett StreetCC oo uu ss ii nn ss DD rr ii vv ee EE aa ss ttCousins DriveCousins Drive
EEddwwaarrddSSttrreeeettDunning AvenueDunning Avenue
WWeennddeerrllyyDDrriivveeKKee nn nn ee dd yy SS tt rr ee ee tt EE aa ss tt
Royal RoadRoyal Road
IInndduussttrriiaallPPaarrkkwwaayySSoouutthhYONGE STREETMap created by the Town of Aurora Planningand Building Services Department - GIS Division, June 30, 2017. Base data provided by York Region
0 100 200
Metres
LEGEND
Subject Lands
SCHEDULE “A”TO OPA NO. 14
Existing Employment - General Industrial
Stable Neighbourhoods
Public Parkland
The Aurora Promenade
Existing Employment - Light Industrial/Service
Private Parkland
Environmental Protection Council Meeting Agenda Tuesday, July 11, 2017By-law (c) Page 8 of 9
TOWNSHIP OF KINGRailway/GO Transit LineTOWN OF WHITCHURCH-STOUFFVILLETOWN OF NEWMARKET
Railway/GO Transit LineCNRHydro CorridorHydro
Co
r
r
ido
r
TOWN OF RICHMOND HILL
ST. JOHN'S SIDEROAD
ST. JOHN'S SIDEROAD
WELLINGTONSTREET WEST WELLINGTON STREET EAST
HENDERSON DRIVE VANDORF SIDEROAD
BLOOMINGTON ROAD BLOOMINGTON ROADBATHURST STREETBATHURST STREETYONGE STREETYONGE STREETBAYVIEW AVENUEBAYVIEW AVENUELESLIE STREETLESLIE STREETHIGHWAY 404HIGHWAY 40428
37 35
36
38
39
40
41
45
46
43
44
42
16
5
32
14 1
23
19
152620
10
18
34
4 13
31
21
6
279
8
3
33
7
2 29
24 & 25
11
22
12
30 17
THIS SCHEDULE IS A CONSOLIDATIONAND IS PREPARED FOR CONVENIENCEONLY. FOR ACCURATE REFERENCES,THE ORIGINAL OPA SCHEDULESSHOULD BE CONSULTED. COPIES OFTHE ORIGINALS ARE AVAILABLE INTHE CORPORATE & FINANCIALSERVICES OR PLANNING &BUILDINGT SERVICES DEPARTMENTS.
0 10.5
Kilometers
LEGEND
Built Boundary
Site Specific Policy Areas
Site Specific Policy Area
Boundary of Oak Ridges Moraine Area Ontario Regulation 01/02
Municipal BoundaryRoad
Oak Ridges Moraine BoundaryProposed Road
Boundary of Oak Ridges Moraine ConservationPlan Area Ontario Regulation 140/02
CREATED:09/28/2011APPROVED BY:MR
UPDATED:05/15/2017
UPDATED BY:MLDRAWN BY:CF & JS
FILE NAME:Schedule_H_Site_Specific_Policy_Areas.mxd
SCHEDULE “B”TO OPA NO. 14- SITE SPECIFIC POLICY AREAS Council Meeting Agenda Tuesday, July 11, 2017By-law (c) Page 9 of 9
The Corporation of the Town of Aurora
By-law Number XXXX-17
Being a By-law to adopt Official Plan Amendment No. 16.
Whereas on September 28, 2010, the Council of The Corporation of the Town of Aurora
(the “Town”) enacted By-law Number 5285-10, as amended, to adopt the Official Plan
for the Town of Aurora (the “Official Plan”);
And whereas authority is given to Council pursuant to the Planning Act, R.S.O. 1990, c.
P.13, as amended, to pass a by-law amending the Official Plan;
And whereas the Town deems it necessary and expedient to further amend the Official
Plan;
Now therefore the Council of The Corporation of the Town of Aurora hereby enacts
as follows:
1. Official Plan Amendment No. 16 attached hereto and forming part of this By-law
be and is hereby adopted.
2. This By-law shall come into force subject to compliance with the provisions of the
Planning Act, R.S.O. 1990, c. P.13, as amended, and subject to compliance with
such provisions, this By-law will take effect from the date of final passage hereof.
Enacted by Town of Aurora Council this 11th day of July, 2017.
___________________________________
Geoffrey Dawe, Mayor
___________________________________
Michael De Rond, Town Clerk
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (d)
Page 1 of 9
Amendment No. 16
To the Official Plan for the Town of Aurora
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (d)
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Amendment No. 16
To the Official Plan for the Town of Aurora
___________________________________________________________________
Statement of Components
Part I – The Preamble
1. Introduction
2. Purpose of the Amendment
3. Location
4. Basis of the Amendment
Part II – The Amendment
1. Introduction
2. Details of the Amendment
3. Implementation and Interpretation
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Tuesday, July 11, 2017
By-law (d)
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Part I –The Preamble
1. Introduction
This part of the Official Plan Amendment No. 16 (the “Amendment”), entitled Part I –
The Preamble, explains the purpose and location of this Amendment, and provides an
overview of the reasons for it. It is for explanatory purposes only and does not form part
of the Amendment.
2. Purpose of the Amendment
The purpose of this Amendment is to facilitate the development of a new place of
worship (known as the Aurora United Church) and a seven (7) storey retirement home
with 152 units and associated below grade parking.
3. Location
The lands affected by this Amendment are located at the northwest corner of the Tyler
Street and Yonge Street intersection, municipally known as 15186 Yonge Street, 55, 57
& 57A Temperance Street and 12 & 16 Tyler Street, in the Town of Aurora; having a lot
area of approximately 0.46 hectares; and legally described as Part Lots 9, 10 and 11,
W/S Yonge Street, Plan 9, Town of Aurora, Regional Municipality of York (the “Subject
Lands”).
4. Basis of the Amendment
The basis of the Amendment is as follows:
4.1 The Official Plan Amendment application (File: OPA-2016-05) and Zoning By-law
amendment was submitted to the Town of Aurora for consideration in December
2016 to facilitate the development of a new two (2) storey place of worship and a
seven (7) storey retirement home within the Aurora Promenade – Downtown
Area Official Plan land use designation. The proposed place of worship would
replace the former Aurora United Church building which existed on the Yonge
Street frontage since 1878 prior to being destroyed by a fire in 2014.
4.2 A Public Planning Meeting was held by the Town’s Council on March 22, 2017 to
present the application and obtain input from members of the public and Council.
4.3 A second Public Planning Meeting was held by the Town’s Council on May 24,
2017 which presented revisions to the original application including a revised
building height limit of seven (7) storeys.
4.4 The Aurora Promenade Secondary Plan Schedule B2, provides specific height
controls for the Subject Lands. A minimum height of two (2) storeys and
maximum height of five (5) storeys is required by the Plan. An Amendment to the
Official Plan will be required to Schedule B2 to increase the maximum number of
storeys permitted on the site to seven (7) storeys (22.5 metres).
4.5 The development plans propose an active streetscape with both uses fronting on
Yonge Street. The building plans conform to the general provisions and are in
keeping with the directions of the Promenade Secondary Plan, and the Aurora
Promenade Concept Plan, Urban Design Strategy. Amendment to the Official
Plan are also required to accommodate minor build-to yard setbacks on the front,
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (d)
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exterior side and rear yards as provided for in Aurora Promenade – Downtown
Designation Area development policies.
4.6 The Official Plan provides policies related to parkland dedication within the
Aurora Promenade. It is not suitable for the proposed development to provide the
required parkland on site. As such, a cash-in-lieu of parkland payment will be
required to address the Parkland dedication requirements. This is also
considered to be appropriate given the broader interests of intensification and
core area growth along the Promenade Corridor to achieve the objectives of the
Secondary Plan.
4.7 The implementing Zoning By-law amendment will apply site specific provisions to
implement the development plan by incorporating appropriate development
provisions and performance standards for the development of the Subject Lands.
4.8 The Site Specific Policies as outlined in the Details of The Amendment are
considered to be compatible and appropriate which will result in a
complementary built form within the Aurora Promenade – Downtown Area. The
request for an amendment to the height schedule is suitable in that the site is a
relatively larger site in the Downtown Area and the building will be stepped back
and tiered away from adjacent streets. The seven storey height along
Temperance is necessary to accommodate the sloping grade difference with falls
west from Yonge Street to Temperance Street. The proposed built form allows
two compatible uses on the site and maintains the important building transition to
the neighbouring residential neighbourhood. The development will support the
goal of intensification within the Aurora Promenade, and meets the objectives of
the Plan.
4.9 Appropriate development of the Subject Lands will be achieved through the
application and implementation of the urban design guidelines as part of the
Town’s Site Plan control process as envisioned by the Promenade policies of the
Official Plan. This will be ensured through the Town Council’s review and
approval of the final Site Plan and the subsequent site specific zoning bylaw
amendment.
Part II – The Amendment
1. Introduction
All of this part of the document entitled Part II – The Amendment, consisting of the
following text and attached as Schedule “A” and Schedule “B”, designated as Schedule
“B2” (The Aurora Promenade Secondary Plan Area) and Schedule “H” (Site Specific
Policy Areas), constitutes Amendment No. 16 to the Official Plan.
2. Details of the Amendment
The Official Plan is hereby amended as follows:
Item (1): “Schedule “B2”, The Aurora Promenade Secondary Plan Area, being Part of
the Town of Aurora Official Plan is amended to increase the maximum height
on the property from minimum two (2) storeys and maximum five (5) storeys
to; minimum two (2) storeys, maximum seven (7) storeys for the Subject
Lands, as shown on Schedule “A”, attached hereto and forming part of this
Amendment.”
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (d)
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Item (2): “Schedule “H”, Site Specific Policy Areas, being part of the Town of Aurora
Official Plan, is amended by adding a Site Specific Policy Area 47 over the
Subject Lands, as shown on Schedule “B”, attached hereto and forming part
of this Amendment.”
Item (3): Notwithstanding any policies to the contrary as outlined in Policy 11.3.2
respecting development policies, the following special site specific use and
policies shall apply to the lands designated as “Site Specific Policy No. 47”,
with the area shown as the Subject Lands on Schedule “B” attached hereto
and forming part of this Plan:
“The site shall be developed as; a two (2) storey place of worship at the
intersection of Tyler and Yonge Streets forming a key focal point at the
intersection, and; a retirement residence having a maximum height of 6
storeys from the Yonge Street exposure and maximum 7 storeys from the
Temperance Street exposure.
The place of worship building may be built at a .3m setback to Tyler Street.
The retirement residence component of the building has exposure to Yonge
Street, Tyler Street and Temperance Street. The retirement residence shall
be tiered and stepped back from the abutting streets in accordance with the
angular plane policies of the Promenade Plan and the architecture and
building materials shall be sensitive and compatible to the character of the
Yonge Street Promenade Downtown Area and to the adjacent residential
neighbourhood to the south and west. The design shall also provide the
majority of parking within an underground parking structure and no direct
vehicular access will be permitted onto Yonge Street.
The retirement residence may be built at a 0 m setback from Yonge Street,
2.5m setback from Tyler Street and 2.5 m setback from Temperance Street.”
3. Implementation and Interpretation
This Amendment has been considered in accordance with the provisions of the Official
Plan. The implementation and interpretation of this Amendment shall be in accordance
with the respective policies of the Official Plan.
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (d)
Page 6 of 9
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Explanatory Note
Re: Official Plan Amendment No. 16
By-law Number XXXX-17 has the following purpose and effect:
The Official Plan Amendment amends Schedule B2 to the Aurora Promenade Plan
by allowing the subject lands to be development as a place of worship and
retirement residence, with the retirement residence having a maximum building
height six (6) of storeys adjacent to Yonge Street and seven (7) storeys adjacent to
Temperance Street.
The Details of the Amendment also specify that the retirement residence is to be
tiered and stepped back from the adjacent streets in accordance with the
Promenade Plan and provides for minimum build to allowances.
Council Meeting Agenda
Tuesday, July 11, 2017
By-law (d)
Page 7 of 9
Council Meeting Agenda Tuesday, July 11, 2017By-law (d) Page 8 of 9
Council Meeting Agenda Tuesday, July 11, 2017By-law (d) Page 9 of 9
The Corporation of The Town of Aurora By-law Number XXXX-17 Being a By-law to Confirm Actions by Council Resulting from a Council Meeting on July 11 , 2017.
The Council of the Corporation of The Town of Aurora hereby enacts as
follows:
1.That the actions by Council at its Council meeting held on July 11, 2017, in
respect of each motion, resolution and other action passed and taken by
the Council at the said meeting is, except where prior approval of the
Ontario Municipal Board is required, hereby adopted, ratified and
confirmed.
2.That the Mayor and the proper officers of the Town are hereby authorized
and directed to do all things necessary to give effect to the said action or to
obtain approvals where required and to execute all documents as may be
necessary in that behalf and the Clerk is hereby authorized and directed to
affix the corporate seal to all such documents.
Enacted by Town of Aurora Council this 11th day of July, 2017.
___________________________________
Geoffrey Dawe, Mayor
___________________________________
Michael de Rond, Town Clerk
Council Meeting Agenda Tuesday, July 11, 2017 Confirming By-law Page 1 of 1
Public Release
July 11, 2017
Town of Aurora
Additional Items to
Council Meeting Agenda
Tuesday, July 11, 2017
7 p.m., Council Chambers
Delegation (b) Troy Hourie, Aurora Village Ratepayers
Re: Item C1(R1) – PBS17-050 – Applications for Official Plan Amendment
and Zoning By-law Amendment, Aurora United Church
Delegation (c) Susan Walmer, Highland Gate Ratepayers Association, and
Jo-Anne Bartholomew, Highland Gate Park Committee
Re: Item C1(R2) – PRCS17-026 – Highland Gate Conceptual Parkland
Design
Delegation Request
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4:30 p.m. Two (2) Days Prior to the Requested Meeting Date
Council/Committee/Advisory Committee Meeting Date:
Subject:
Name of Spokesperson:
Name of Group or Person(s) being Represented (if applicable):
Brief Summary of Issue or Purpose of Delegation:
Please complete the following:
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July 11 Town Council Meeting
AUC/AMICA application
Troy Hourie
Aurora Village Ratepayers
AVRP concerns
✔
Additional Items to Council Meeting Agenda
Tuesday, July 11, 2017
Delegation (b)
Page 1 of 1
,.,..._...... AUR__ORA
Legislative Services
905-727-3123
Clerks@aurora.ca
Town of Aurora
100 John West Way, Box 1000
Aurora, ON L4G 6J1
Delegation Request
This Delegation Request 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. Two (2) Days Prior to the Requested Meeting Date
Council/Committee/Advisory Committee Meeting Date:
Town of Aurora Council July 11, 2017
Subject:
Highland Gate Parkland Conceptual Design
Name of Spokesperson:
Susan Walmer
Name of Group or Person(s) being Represented (if applicable):
Brief Summary of Issue or Purpose of Delegation:
Potential resolution of park design concersn
Please complete the following:
Have you been in contact with a Town staff or Yes D No [lJ Council member regarding your matter of interest?
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Highland Gate Ratepayers Association
Additional Items to Council Meeting Agenda
Tuesday, July 11, 2017
Delegation (c)
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